CHAPTER 1 Maintenances 1

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1 CHAPTER 1 Maintenances 1 Deduction/Earning Code Maintenance 1 Look-up, Edit, Delete Existing Codes 1 Add Earning Code 3 Deduction Codes 7 Department Maintenance 11 Look-up, Edit, Delete 11 Add 12 Employer Liabilities 13 Standard Hours Maintenance 14 Location Maintenance 15 Pension Maintenance 15 Union Maintenance 16 Longevity Maintenance 17 Look-up, Edit, Delete 17 Add 18 Other Compensation Maintenance 21 Look-up, Edit, Delete 21 Add 22 Shift Differential Maintenance 22 Class Maintenance 23 Look-up, Edit, Delete, Print 23 Add 24 Step Maintenance 26 Grade Maintenance 27 Position Maintenance 28 Look-up, Edit, Delete 28 Add 28 Job Category Maintenance 29 DOP Status Maintenance 30 Attendance Code Maintenance (H/R Only) 30 Look-up, Edit, Delete 31 Add 31 Benefit Maintenance 33 Look-up, Edit, Delete 34 Add 35 Education Maintenance (H/R Only) 37 Grievance Maintenance (H/R Only) 38 Federal Tax Maintenance 39 City/State Tax Maintenance 40 Other Tax Maintenance 42 GTL Rates Maintenance 44 Listings 45

2 CHAPTER 2 Employee Maintenance 1 Look-Up, Editing and Toolbar Options 2 View Detail 3 File Attachments 4 Notes 5 Letters 5 Adding an Employee 6 General Data Screen 7 Main Tab 7 Classification Tab 8 Dates Tab 10 Salary/Rates Tab 11 Previous Tab 14 Hours Tab 14 Pension Tab 15 Emergency Tab 16 Misc Tab (Payroll Only Users) 17 Demographics (H/R Only) 18 Hire Check (H/R Only) 19 Tax Exemptions 20 Deductions/Earnings 22 Edit / Delete 23 Add 23 Other Compensation 24 Edit / Delete 24 Add 25 Direct Deposit 25 Edit / Delete 26 Add 26 Budget Distribution 27 Add 28 Employer Liabilities 28 LOA History 29 Benefits 30 Dependents (H/R) 32 Dependent/Benefits (H/R) 32 Job History (H/R) 33 Add 34 Salary History (H/R) 35 Add 35 Education/Training (H/R) 36 Disciplinary Actions 36 YTD Totals 37

3 CHAPTER 3 Payroll Processing 1 Create Standard Time Entries 1 Time Entry Maintenance 3 View/Edit/Delete Existing Time Entries 4 Edit Time Entry - General 5 Edit Time Entry - Deductions/Earnings 6 Edit Time Entry - Direct Deposit 7 Edit Time Entry - Budget Distribution/Rates 8 Delete Time Entry 11 Add Time Entry 11 Attendance Import (H/R) 14 Corrections to Imported Attendance 15 Attendance Import Correction - Option 1 16 Attendance Import Correction - Option 2 16 Time Entry Listing 17 Calculate GTL Imputed Income 18 Calculate Payroll/Budget Distribution 19 Payroll Register 21 Budget Distribution Report 22 Print Checks/Update Payroll 23 Check Printing Issues 27 Budget Distribution 28 Create P.O. 30 Create Budget Batch 31 Edit Account Numbers in Payroll Budget Distribution Batch Entry 32 Manually Create Payroll Budget Distribution Batch 32 Generate Direct Deposit 34 CHAPTER 4 Employee Reports 1 Employee Listing 1 Employee Labels 3 Employee Custom Listing 3 Save Custom Report Selections 5 Retrieving a Saved Report 5 Employee HR Detail Listing (H/R Users) 5 Employee Deduction/Direct Deposit Comparison 6 Substitute Availability Listing (School Boards Only) 6 CHAPTER 5 Reports Menu 1 Time Worked 1 Check Register History Report 2 Deduction/Earning History 3 Direct Deposit 5

4 Payroll Register History 5 Budget Distribution History 7 Payroll Attendance Sheets 7 Sign In/Out Sheets 8 Vacation/Sick/Personal Time Status Report 8 Longevity Report 9 EEO (Equal Employment Opportunity) Report (H/R Only) 9 EEO-4 10 EEO-5 11 Employee Dependent/Benefit Report 11 Cobra Recipient Report (H/R Only) 12 Benefits Reconciliation Report (H/R Only) 13 New Hire Check List (H/R Only) 14 Change Transaction Inquiry 14 Posting Reference Report 15 CHAPTER 6 End of Qtr/Year Reports 1 GTL Imputed Income Report 1 End of Quarter Report 2 End of Quarter Detail Report (NY only) 4 NJ WR30 Quarterly Wages Report (NJ only) 4 Unemployment Report (PA only) 5 NYS-45-ATT Report (NY Only) 6 Quarterly Tax and Wage Report (DE Only) 6 City Wage Report 6 End of Year Report 7 State Pension/Loan (Standard) 8 Delaware Pension File & Report 9 NY State Pension/Loan Report (NY) 9 CHAPTER 7 Payroll Check Menu 1 Void Payroll Check Routine 1 Check Reconciliation 3 Auto-Create Batch 3 Manually Adding Checks to be Reconciled 4 Unreconciling a Check 5 Check Adjustment Routine 6 Adding a Check Adjustment 6 General 6 Pay 7 Taxes 8 Deductions/Earnings 9

5 Positive Pay Export Routine 10 CHAPTER 8 Attendance 1 Attendance Batch 1 Batch Entry - Add 2 Batch Entry - Modify 4 Batch Verification and Update 5 Attendance Transaction Adjustment Routine 6 Attendance Reports 8 Attendance Transaction Report 8 Attendance Budget Distribution Report 9 Attendance Calendar 10 Monthly Schedule Report 11 Weekly Schedule Report 12 Perfect Attendance Report 13 Attendance Posting Reference 14 Sick Patterns Report 15 Scheduling 16 Holiday Maintenance 17 Schedule Maintenance 18 Schedule Id Listing 19 Master Schedules 19 Creating Master Schedules 19 Modifying Master Schedules 20 Create Employee Schedules From Master Schedule 21 Employee Schedules 22 Department Schedules 24 Auto Create Batch From Employee Schedules 25 CHAPTER 9 Applicant Tracking 1 Job Postings Maintenance 1 Add 2 Update Status 2 Applicant Maintenance 2 Add 3 Main tab 3 References 3 Applied For 4 Job History 5 Education/Training 6 Look-up/Edit/Delete 6 Applicant Listing 7 Job Postings Listing 8

6 CHAPTER 10 Incidents 1 Incidents Types 1 Incident Maintenance 2 Add 2 Look-up, Edit, Delete 3 Incidents Report 3 CHAPTER 11 Position Control 1 Position Control Maintenance 1 Creating Department Information 2 Change Existing Department Information 2 Position Control Report 3

7 CHAPTER 1 Maintenances The Maintenances store information used when setting up employees and generating a payroll. This chapter will cover the Maintenances menu of the Payroll/HR module. Note: The available options and look of some screens in this chapter will vary depending on the modules installed. (i.e. Payroll only, Payroll/HR users, HR only) Deduction/Earning Code Maintenance This maintenance stores all of the deductions and special earnings that employees have withheld or added to their pay, not including Federal, State and Local taxes, which are set-up in other maintenance screens. Examples of deductions include retirement contributions, insurances, garnishments, etc. Examples of earnings would be stipends, clothing allowances and bonuses, but can also include taxable fringe benefits and employer-only expenses that don t affect an employee s gross pay. Once the codes are established, they can be assigned to individual employees and added or deleted from time entries at any time. Look-up, Edit, Delete Existing Codes Select Personnel>Maintenances>Deduction/Earning Code Maintenance. Maintenances 1-1

8 Deduction/Earning Code Maintenance Figure 1-1 To view an existing code, type in the code and press Enter or select a code using the picklists in the Code or Description fields. The << and >> buttons may be used to move between codes. Two types of editing are available for deduction/earning codes, regular edit and global edit. Regular editing just changes the default information and settings for the code. Global editing will mass update changes to Employee Maintenance deduction/earning code records. For example, editing the default amount or percentage on a code will not affect the amount scheduled to be withheld for an individual employee. However, if the amount is globally edited, the system will change the amount scheduled to be withheld on all Employee Maintenance records containing the code. To edit an existing code without changing deduction/earning information for individual employees, simply click Edit. Any fields in white may be changed. Click on another tab (e.g. Tax Exemptions) to change additional types of information. Click Save when finished with any changes. Global editing will ensure the changes (e.g. default amount, EOY setting) made to the deduction/earning code affect all individual employees who have the code stored in their Employee Maintenance. To globally edit, click the Global Edit button in the middle of the screen. All fields that can be edited will appear in white. Click Global Save when finished. The system will identify the employee deduction defaults to be changed. If the user chooses to continue, the system will update those fields on the employee deduction records and then display the number of employee records changed. To delete an existing code, simply click the Delete button on the toolbar. Assuming the code is not attached to any employees and has no activity, the system will prompt you with a Delete Password. Enter the password and press OK. Note: Deduction/Earning codes cannot be deleted if they are assigned to employees or have activity. Maintenances 1-2

9 Deduction/Earning Code Maintenance Add Earning Code Select Personnel>Maintenances>Deduction/Earning Code Maintenance. Click Add. Enter a 3 digit alphanumeric code and click OK. Note: When choosing your codes, it is important to keep in mind that reports can be run for ranges of deduction/ earning codes. Therefore, it might be beneficial to use a code scheme that keeps similar deductions/earnings grouped together. Consult an E&A Representative for suggestions. Description - Enter a code description. Ded/Earn - Choose Earning. Figure 1-2 Type - OPTIONAL. If the earning code can be categorized into any of the available selections, select the appropriate type. Disable Ded/Earn - If checked prior to adding/creating time entries, it will prevent the earning code from appearing on time entries. This is a global on/off switch for the earning code. It must be unchecked in order for the earning to become active. Employer Liability - This box should only be checked when the code is used to represent an employer expense, such as employer paid health expenses, life insurance or an employer pension contribution. Employer Liability earnings codes do not affect an employee s pay or taxable wages. When this option is selected, the user can choose to include the employer expense in the budget Maintenances 1-3

10 Deduction/Earning Code Maintenance distribution process by checking the Update Er Liability to Budget box. Use the Liability Distribution combo box to specify how to distribute the employer expense and specify a Dist. Budget Acct if the Single Account option was selected. Note: Please refer to the Helpful Hint documentation on Payroll Employer Liability set-up for more information. Helpful Hints can be downloaded at Employer Match - If the earning code will be used to calculate an employer match related to an employee deduction, check the box. When this box is checked, the Max Prc of Gross/Base Pay and Empe/Empr Combined Max Amt options will become available. Note: An Employer Match earning code will only calculate if it exists on a Time Entry with its corresponding deduction code. Include as Base Pay - Should be checked to include the earning in an employee s base pay. This is especially important when certain deductions are set to only calculate on an employee s base pay. Calc For Tax Only - This box will automatically be checked for employer liability earnings. It can also be checked if the earning is being used for the purpose of taxing an employee on a special benefit they have received (e.g. use of company car or group life insurance). When manually checked, the employee s taxable wages will be increased by the amount of the earning (unless a particular tax is exempted on the Tax Exemptions tab). Earnings with this box checked will not affect gross pay. These earnings can also be excluded from appearing on the printed payroll check by selecting Suppress on Check. Calculation Type - Tells the system how to calculate the earning. If the earning is a flat amount, select Amt. If the earning is a percentage of the employees pay, select one of the Prc options. The Spc option will calculate the earning as a percentage of the employees salary or pension salary. If Spc is selected, specify whether it should be calculated on the pension salary, regular salary, etc. in the Special Calc field. The number of special pays to divide the salary by must also be specified in the Num Special Pays field. The earning will calculate as a percentage of the specified salary/amount divided by the number of special pays. The blank field next to the Calculation Type field is used to specify the amount or percentage of the earning if it is generic for all employees. Note: Percentages and amounts for earnings can be specified for individual employees in the Employee Maintenance screen. Dist. Budget Account - If an earning is always charged to the same budget account, regardless of who receives the earning, specify a default budget account. Otherwise, leave this field blank and the budget distribution for individual employees can be set up on the Employee Maintenance screens or on the Time Entry. Default Pay Freq - Specify the normal pay frequency for this earning. It may be changed for individual employees. Check Description - This description for the code will appear on pay stubs. EOY - This field is used to tell the system how to handle the earning during the Payroll End of Year process. If an earning has no max amount per year, simply select No Max from the drop down box. If the earning has a set max amount that exists for a lifetime, select Recalc Max. This will reduce the max amount each year by the YTD totals for the previous year. If the earning has the same max amount each year, select No Recalc. Maintenances 1-4

11 Deduction/Earning Code Maintenance Max Deduction Amt - Used to specify the maximum YTD amount to be paid with this earning. If this amount is not the same for everyone, then leave the field blank and assign a max amount to individual employees. Max Prc of Gross/Base Pay (YTD) - Used to prevent the YTD earning amount from exceeding a specified percentage of an employee s YTD gross pay. If this percentage is not the same for everyone, then leave this field blank and assign a percentage to individual employees. Empe/Empr Combined Max Amt - Only enabled for employer match codes. This will prevent the YTD contributions for the match and its related deduction from exceeding a specified amount. Click on the Tax Exemptions/W2 tab. Use this screen to exempt an earning from any taxes and/or to specify where to report the earning on the W2. If applicable, select any taxes from which the earning is exempt. Figure 1-3 Use Federal Supplemental Withholding Rate - If checked, the Federal Supplemental Withholding Rate will be used to calculate the Federal tax withholding on this earning. Use State Supplemental Withholding Rate - If checked, the State Supplemental Withholding Rate will be used to calculate the State tax withholding on this earning. Note: The Federal and State Supplemental Withholding Rates can be viewed and/or changed in Federal Tax Maintenance and City/State Tax Maintenance. W2 Box - If the earning should be reported on the W2, specify the appropriate box. Box 12 USERRA Code and Year - In most cases, these fields should be left blank. For an explanation of these fields, refer to the tip above Code D on page 12 of the IRS Instructions for Forms W2 and W3. If these fields are utilized, do not select anything in the W2 Box or the deduction code totals will print twice in box 12. Maintenances 1-5

12 Deduction/Earning Code Maintenance Click on the Time Entry Calculator tab. Figure 1-4 The Time Entry Amount Calculator allows for up to 5 default earning code rates that can be selected on the Deductions/Earnings screen of Time Entry Maintenance. A different rate can be chosen for each employee who has the earning. A multiplier can then be selected that will multiply the rate to calculate the actual earning for the employee. Complete the Default Rate 1-5 fields if the earning has multiple rates that might be used. If the earning is an employer liability that is being distributed to the budget, click on the Payroll Agency/Trust Set-up tab. Figure 1-5 This tab is only applicable to employer liability earning codes which are designated for budget distribution. It is used to identify the liability (payable) account used to offset this employer expense and to indicate how and when the agency payment will be made. Refer to the Deduction Codes set-up information below for more information on this tab. Maintenances 1-6

13 Deduction/Earning Code Maintenance Note: This screen is disabled for employer match earnings, which will automatically be distributed based on the its corresponding deduction code s Payroll Agency/Trust settings. Click Save. Deduction Codes Select Personnel>Maintenances>Deduction/Earning Code Maintenance. Click Add. Enter a 3 digit alphanumeric code and click OK. Note: When choosing your codes, it is important to keep in mind that reports can be run for ranges of deduction/ earning codes. Therefore, it might be beneficial to use a code scheme that keeps similar deductions/earnings grouped together. Consult an E&A Representative for suggestions. Figure 1-6 Description - Enter a code description. Ded/Earn - Choose Deduction. Maintenances 1-7

14 Deduction/Earning Code Maintenance Type - OPTIONAL. If the deduction code can be categorized into any of the available selections, select the appropriate type. Before/After Tax - This selection tells the system whether the deduction will reduce federal wages taxable. If Before is selected, federal taxes are automatically checked on the Tax Exemptions tab. Any other taxes that the deduction is exempt from must be selected by the user. If After is selected, the Tax Exemptions tab will automatically be disabled. Disable Ded/Earn - If checked prior to adding/creating time entries, it will prevent the deduction code from appearing on time entries. This is a global on/off switch for the deduction code. It must be unchecked in order for the deduction to become active. Employer Match - If this deduction has an employer match which is calculated using an employer match earning code, check the box. Identify the Earn Code used to calculate the employer match. Calculation Type - Tells the system how to calculate the deduction. If the deduction is a flat amount, select Amt. If the deduction is a percentage of employee pay, select one of the Prc options. The Spc option will calculate the deduction as a percentage of the employees salary or pension salary. If Spc is selected, specify whether it should be calculated on the pension salary, regular salary, etc. in the Special Calc field. The number of special pays to divide the salary by must also be specified in the Num Special Pays field. The deduction will calculate as a percentage of the specified salary/amount divided by the number of special pays. The blank field next to the Calculation Type field is used to specify the amount or percentage of the deduction if it is generic for all employees. Note: Percentages and amounts for deductions can be specified for individual employees in the Employee Maintenance screen. Default Pay Freq - Specify the normal pay frequency for this deduction. It may be changed for individual employees. Check Description - This description for the code will appear on pay stubs. EOY - This field is used to tell the system how to handle the deduction during the Payroll End of Year process. If a deduction has no max amount per year, simply select No Max from the drop down box. If the deduction has a set max amount that exists for a lifetime, select Recalc Max. This will reduce the max amount each year by the YTD totals for the previous year. If the deduction has the same max amount each year, select No Recalc. Max Deduction Amt - Can be used to specify the maximum YTD deduction amount to be withheld for each employee. If this amount is not the same for everyone, then leave this field blank and an amount can be assigned to individual employees. Max Prc of Gross/Base Pay (YTD) - Used to prevent the YTD deduction amount from exceeding a specified percentage of an employee s YTD gross pay. If this percentage is not the same for everyone, then leave this field blank and assign a percentage to individual employees. Calc on (YTD) Pay in Excess of (not common)- If the deduction is calculated as a percentage of gross or base pay, it will only calculate on an employee s earnings over the YTD dollar amount entered in this field. Mandatory - If checked, this deduction is considered mandatory and will impact an employee s disposable income (for garnishment calculation purposes). Garnishment Type - Choose from the options if this deduction is a garnishment. Apply Protected Amt - Only enabled for Ordinary garnishments. When checked, the system will verify that garnishment deduction does not cause an employee s net pay to fall below the protected weekly amount (stored in Personnel Parameters). If it does, the garnishment deduction amount will be adjusted to prevent this situation. Maintenances 1-8

15 Deduction/Earning Code Maintenance Click on the Tax Exemptions/W2 tab. Use this screen to exempt pre-tax deductions from certain taxes and/or report the deduction on the W2 s. Figure 1-7 The Federal (FWT) box will be automatically checked and disabled for Before tax deductions. If this deduction should reduce the taxable wages for any other taxes, select the appropriate tax(es). W2 Box - If the deduction should be reported on the W2, specify the appropriate box. Box 12 USERRA Code and Year - In most cases, these fields should be left blank. For an explanation of these fields, refer to the tip above Code D on page 12 of the IRS Instructions for Forms W2 and W3. If these fields are utilized, do not select anything in the W2 Box or the deduction code totals will print twice in box 12. If applicable, click on the Payroll Agency/Trust Set-Up tab. Maintenances 1-9

16 Deduction/Earning Code Maintenance Figure 1-8 This tab is used to facilitate the interaction of the Finance and Payroll systems. After the payroll, the money withheld for this deduction will be automatically sent to a payroll payable account. Later this account can be automatically liquidated during the generation of agency payments in the Finance system. Trust Budget Acct - Type in or use the picklist to specify the budget account used to pay withholding amounts for this particular deduction. Trust Bank Id - Use the picklist to identify the bank account from which this payroll deduction is paid. Note: Budget Accounts and Bank Id s must be set-up in the Finance module before they can be selected. Agency Pay Type - Identify the preferred method of entering agency payments for this deduction. P.O. is typically selected when a check needs to be issued. Budget Batch can be selected when the payment is made by electronic means. Agency Pay Freq - Select the standard payment frequency for the deduction s agency payments. Agency Vendor - When a P.O. will be used to process the agency payment, a Vendor Id must be entered or selected using the picklist. Identify the vendor to whom withholdings for this deduction will be sent. The Create Payroll Agency Payments routine will assign this vendor to any purchase orders created for the deduction. Click on the Time Entry Calculator tab. Maintenances 1-10

17 Department Maintenance Figure 1-9 The Time Entry Amount Calculator allows for up to 5 default deduction code rates that can be selected on the Deductions/Earnings screen of Time Entry Maintenance. A different rate can be chosen for each employee who has the deduction. A multiplier can then be selected that will multiply the rate to calculate the actual deduction for the employee. Complete the Default Rate 1-5 fields if the deduction has multiple rates or amounts that might be used. Click Save. Department Maintenance Assigning departments to employees enables the user to run reports and payroll checks by department. Departments also store default budget distribution accounts and work schedules. Look-up, Edit, Delete Select Personnel>Maintenances>Department Maintenance. Maintenances 1-11

18 Department Maintenance Figure 1-10 To select an existing department, type in the Id or use the picklists in the Dept Id or Description fields to select one. The << and >> buttons can be used to scroll between department records. Two types of editing, regular edit and global edit, can be used when making changes to Department Maintenance. To edit without affecting information for individual employees, simply click Edit. Any fields in white may be changed. Click Save when finished with any changes. Global editing will ensure the changes made to Department Maintenance will update the corresponding employee information for each employee currently assigned to the department. To globally edit, click the Global Edit button. All fields that can be edited will appear in white. Click Global Save when finished and a message will appear identifying the employee fields to be updated. Click Yes and changes will automatically update for each department employee. To delete, click Delete. Enter the Delete Password. Departments assigned to employees can not be deleted. Add Select Personnel>Maintenances>Department Maintenance. Click Add. Enter the Dept ID (3 alphanumeric characters to identify the department, and 2 alphanumeric characters to identify a sub department). Click Ok. Enter a Description for the department. Budget Dist. Regular - This field should be completed if most or all of the employees in a department have their Regular hours charged to the same budget account. Type in or use the picklist to select an account. When Employee Maintenance default Budget Distribution is updated on a department employee, the employee s Regular, Special, Holiday, Sick, Vacation, Admin, Comp and Other pay types will be charged to this account. Maintenances 1-12

19 Department Maintenance Overtime - This field should be completed if most or all of the employees in a department have their Overtime hours charged to the same budget account. Type in or use the picklist to select an account. The Overtime pay type will be updated when Employee Maintenance default Budget Distribution is updated on an employee with this department record. Shift Differential - This field should be completed if most or all of the employees in a department have their Shift Differential hours charged to the same account. The Shift Differential pay types will be updated when Employee Maintenance default Budget Distribution is updated on an employee with this department record. Holiday - This field should be completed if most or all of the employees in a department have their Holiday hours charged to the same budget account. Type in or use the picklist to select an account. The Holiday pay type will be updated when Employee Maintenance default Budget Distribution is updated on an employee with this department record. Note: The default Budget Distribution accounts are optional. Unique budget distributions can be assigned to individual employees in Employee Maintenance and on Time Entries. Default Schedule Id - If employee pay period scheduling is being utilized, a default employee schedule can be assigned to a department record. The Schedule Id will default on any employees assigned to the department. Use the picklist to select a Schedule Id. Note: Schedule Id s are created in H/R>Attendance>Schedule Maintenance. EEO Function - In order to utilize the EEO report, a department function category must be selected. Click Save. Employer Liabilities This tab will contain any employer taxes or other liabilities (employer liability earning codes) that are set up to be distributed to the budget during the Payroll Budget Distribution process (optional). A default expense account should be referenced for each code using the global edit. Figure 1-11 Maintenances 1-13

20 Standard Hours Maintenance Note: Please refer to the Helpful Hint documentation on Payroll Employer Liability set-up for more information. Helpful Hints can be downloaded at Standard Hours Maintenance This maintenance stores default employee working hours, weeks worked, etc. A default Standard Hours Id must be assigned to every employee record. The system uses this information to default the appropriate hours worked on a time entry, calculate the appropriate pay period salary, and calculate hourly rates from a base salary. Select Personnel>Maintenances>Standard Hours Maintenance. Figure 1-12 Existing records may be selected by using the picklist fields. Use the appropriate toolbar buttons to edit or delete records. Click Save to preserve any changes. Use the << and >> toolbar buttons to move between records. Click Add to create a new record. Enter up to 8 alphanumeric characters for an Hours Id. Enter a Description for the record. Enter the normal work hours per day (Hrs Day) and press Enter to default the remaining hours worked. Any field may be changed individually. Specify the yearly days, weeks, months, etc. in the appropriate fields. Click Save. Maintenances 1-14

21 Location Maintenance Location Maintenance This maintenance stores employee work locations. Reports can be run by location and checks can be printed by location. Select Personnel>Maintenances>Location Maintenance. Figure 1-13 Add - Click to add a new location. Up to 3 alphanumeric characters can be entered for a Location Id. A 30 character description may be entered. Edit - Click to change location descriptions. Delete - Click to remove a Location Id. Locations assigned to employees may not be deleted. Click Save. Note: Clicking the Print button on the toolbar will print a location list. Pension Maintenance This maintenance stores employee Pension Id s. In addition to identifying an employee s pension program, Pension Id s store deduction code ranges used to accumulate pension related deduction totals on the State Pension/Loan Report. They also store contributory and non-contributory factors for the system s optional GTL (Group Term Life Insurance) taxable benefit calculation. Select Personnel>Maintenances>Pension Maintenance. Maintenances 1-15

22 Union Maintenance Figure 1-14 Existing Id s may be selected by using the picklist s in the Pension Id or Description fields. The << and >> buttons may be used to scroll between Id s. Add - Click to create a new Pension Id. Up to 6 alphanumeric characters can be entered for an Id. Edit - Click to change information on a Pension Id. Delete - Click to remove a Pension Id. Id s assigned to employees may not be deleted. The ranges shown on the screen are used to identify deduction codes that correlate to this particular pension. For example, the Deduction Code range should be used to specify the actual pension deduction code for this particular pension. The Loan Code range should specify any deduction codes for loans associated with this pension. Completing these ranges ensures the State/Pension report will print totals for each category listed. If a particular category does not apply to this pension, leave the range blank. The GTL Contributory Factor is used in the Group Term Life Insurance taxable benefit calculation. The factor is applied to the Pension Salary of employee s with a Contributory Pension Type. The GTL Non-Contributory Factor is used in the Group Term Life Insurance taxable benefit calculation. The factor is applied to the Pension Salary of employee s with a Non-Contributory Pension Type. Click Save when finished. Union Maintenance This maintenance stores the names of any unions representing your employees. Maintenances 1-16

23 Longevity Maintenance Select Personnel>Maintenances>Union Maintenance. Figure 1-15 Add - Click to create a new union. Up to 15 alphanumeric characters may be entered. Delete - Click to remove a union. Unions assigned to employee s may not be deleted. Click Save. Print - Click to print a list of union names. Longevity Maintenance This maintenance stores longevity amount/rate tables. When Longevity Id s are assigned to Employee Maintenance records, employee longevity salaries and earnings can be automatically calculated based on these tables. The user can calculate longevity salary amounts from an employee s Salary/Rates screen or can utilize the Pay Adjustment Routine to update groups of employees. Look-up, Edit, Delete Select Personnel>Maintenances>Longevity Maintenance. Maintenances 1-17

24 Longevity Maintenance Figure 1-16 Use the Longevity Id picklist to select an existing Id. An Effective Date is stored on each Id, meaning that the same Id may exist multiple times. Be sure to select the correct combination of Longevity Id/Effective Date. The << and >> buttons on the toolbar may be used to scroll between Longevity records. Click Edit to change the information on a Longevity Id. Click Save when finished. Click Delete to remove a record. A Delete Password is required. Add Click Add. Enter up to 20 alphanumeric characters for a Longevity Id. Enter an Effective Date. Maintenances 1-18

25 Longevity Maintenance Figure 1-17 Type - Click on the drop down arrow and specify how the longevity will be calculated. Choices are shown in the above figure. If Amt is selected, an amount must be entered in the Amt/Prc fields. If one of the percentage options is selected, a percentage must be entered in the Amt/Prc fields. Years of Service As Of - Tell the system whether to calculate an employee s length of service from their Hire Date or Curr Position Start Date. Earning Code - If the longevity earnings will be paid to employees with an earning code, use the picklist to select a code. If this earning code is assigned with a default zero amount to an employee with the designated Longevity Id, the system will automatically calculate the longevity earning each pay. (Annual Longevity Salary/Earning Code Pay Frequency = Earning Amount per Pay) Multiplier - This box can be checked to tell the system that the amount or percentage entered in the Amt/Prc field should be calculated on a per year basis. For example, from the 10th year of service and on, an employee may receive $100 per year. If an employee s years of service is 15 years, they would have a longevity earning of $600 ($100 for year 10, $100 for year 11, $100 for year 12, etc.). This example is shown in Figure The longevity calculation table can be entered in the 20 numbered fields. Yrs>= is used to enter the number of years of service that will trigger the longevity earning. The Amt/Prc field should be used to enter a percentage or amount to calculate a longevity earning when an employee reaches the years of service number in the corresponding Yrs field. Click Save when finished. Longevity table samples are shown below. Maintenances 1-19

26 Longevity Maintenance Figure 1-18 Figure 1-18 displays a table that will give an employee $100 for each year of service greater than or equal to 10 years. (e.g. 10 years of service = $100, 11 years = $200, 12 years = $300, etc.) Figure 1-19 Maintenances 1-20

27 Other Compensation Maintenance Figure 1-19 shows an example of a longevity calculation that would give employees with years of service between 5 and 9 years a longevity salary equal to 2% of their base salary. Employees with 10 or more years of service would receive a longevity salary equal to 4% of their base salary. Note: Longevity earnings can be calculated for a group of employees by using the Pay Adjustment Routine or for individual employees on the Employee Maintenance Salary/Rates Tab. Other Compensation Maintenance This maintenance is used to store different types of compensation paid to employees. The maintenance holds default annual amounts/percentages for the compensation and earning codes used to pay it. Once created in the Other Comp Maintenance, the various compensation types may be assigned to employee records for reporting and salary calculation purposes. Select Personnel>Maintenances>Other Comp Maintenance. Figure 1-20 Look-up, Edit, Delete Use the picklist to select an existing Other Comp Id. The << and >> buttons on the toolbar can be used to scroll between Id s. Edit - Click to change information. Changing information under the edit option will not affect any current employee information. Click Save. Global Edit - If the annual amount or percentage for a compensation type has changed and should be updated for all employees who currently have the Other Compensation Id, choose this edit option. Click Global Save and the system will re-calculate the annual amount of compensation for each employee. Maintenances 1-21

28 Shift Differential Maintenance Delete - Click to remove an Id. A Delete Password is required. Other Comp Id s assigned to employees may not be deleted. Add Click Add to create a new compensation type. Enter an alphanumeric Other Comp Id. Comp Type - Select one of the pre-defined compensation types. This is a required field. Amt/Prc - Choose whether the compensation is an annual flat Amt or Prc of Base Salary. Depending on your selection, enter a default amount or percentage. (e.g. 10% = 10) Earning Code - If the compensation is paid with an earning code, use the picklist to select it. The earning amount will be calculated automatically for employees who receive their other compensation via an earning code and have the earning code attached with a zero amount on their Employee Maintenance record. Click Save. Shift Differential Maintenance Employee default shift differential rates are stored in Shift Differential Maintenance. Shift Id records are assigned to employees and will be used to determine the shift pay rates for an employee when shift pay type hours are entered in the Attendance Batch and/or Time Entry screen. Select Personnel>Maintenances>Shift Differential Maintenance. Figure 1-21 An existing Shift Id may be retrieved using the picklists in the Shift Id or Description fields. An Effective Date is stored on each Id, meaning that the same Id may exist multiple times. Be sure to select the correct combination of Shift Id/Effective Date. Maintenances 1-22

29 Class Maintenance The << and >> buttons on the toolbar may be used to scroll between records. Edit - Click to modify Shift Id information. All editable fields will appear in white. Click Save when finished. Delete - Click to remove a Shift Id record. Add - Click to create a new Shift Id record. A unique Shift Id may be entered or an existing Shift Id can be selected using the picklist. If an existing Id is selected, a new Effective Date must be entered. Amount/Prc - Shift rates may be entered as dollar amounts or as a percentage of the employee s pay rates. Select the appropriate option. (e.g 2.0 = 2%) Up to 3 default shift rates can be entered for each pay rate shown on the screen. Class Maintenance This maintenance stores base annual salaries or regular hourly rates for union contracts or other salary contracts. Classes are assigned to employees in Employee Maintenance. Employee s salaries/rates can then be automatically calculated based on the information stored in Class Maintenance. Users may use the Calc Rates button on the Salary/Rates tab of Employee Maintenance to calculate an individual employee s salary from a class record or can update groups of employees by utilizing the Class Update options in the Pay Adjustment Routine. Note: Steps and Grades must be set up before trying to complete Class Maintenance. See Step Maintenance and Grade Maintenance for instructions on adding steps and grades. Look-up, Edit, Delete, Print Select Personnel>Maintenances>Class Maintenance. Maintenances 1-23

30 Class Maintenance Figure 1-22 To view an existing class, use the picklist to select one in the Class Id field. Class Id records are stored with an effective date, meaning multiple records with the same Class Id may exist. Be careful to select the appropriate Class Id/Effective Date combination. Edit - Select the appropriate Class Id/Effective Date. Click Edit and all editable fields will appear in white. After making changes, click Save. Delete - Select the appropriate Class Id/Effective Date and click Delete. Enter the Delete Password and press OK. Print - Click to print the grid. Add Select Personnel>Maintenances>Class Maintenance. Click Add. Maintenances 1-24

31 Class Maintenance Figure 1-23 Enter Class Id - A new Class Id may be entered (up to 20 alphanumeric characters) or use the picklist to select an existing Class Id. Effective Date - Enter the effective date for this salary contract. A unique date must be entered if an existing Class Id was selected. Default Step Ids - Based on the selection in this field, the system can automatically default numbers or letters as Step categories for a new Class Id. Note: Steps must still have been added in Step Maintenance for the Default Step Ids to work. Click Ok. Figure 1-24 Type - Use the drop down arrow to choose whether salary or hourly rate amounts will be entered. Maintenances 1-25

32 Step Maintenance Anniversary Date - Use the drop down arrow to select from the following options: Hire Date, Class Effective Date, Curr Position Start Date. These selections determine which class effective date record is used when an employee s salary/rates are calculated. For the Hire Date and Curr Position Start Date options, the system will find the employee s anniversary date in the current year and use the closest prior class effective date. If Class Effective Date is used, then the most recent effective class record is used. Build the salary grid structure by entering Step Id s vertically (row headings) and Grade Id s horizontally (column headings). Use <F3> to access the step and grade picklists. See the example in Figure Once the Steps and Grades have been added to the Class, complete the grid by entering salary/rate amounts. Click Save when the salary or rates grid is completed. Steps Grades Figure 1-25 Step Maintenance Steps are used to build Class Id s (Salary/Rate Contracts) and will be assigned to an employee in conjunction with a Grade in order to automatically determine the employee s contracted salary/rate. Select Personnel>Maintenance>Step Maintenance. Maintenances 1-26

33 Grade Maintenance Figure 1-26 Add - Click to add a new Step Id. Step Id s can be up to 8 alphanumeric characters. Enter a description if applicable. Edit - Click to change a description for an existing Step Id. Delete - Click to remove a Step Id. Click Save after performing any of the above actions. Print - Click to print a list of Steps. Grade Maintenance Grades are used to build Class Id s (Salary/Rate Contracts) and will be assigned to an employee in conjunction with a Step in order to automatically determine the employee s contracted salary/rate. Select Personnel>Maintenance>Grade Maintenance. Figure 1-27 Add - Click to add a new Grade. Grades can be up to 8 alphanumeric characters. Enter a description if applicable. Edit - Click to change a description for an existing Grade. Maintenances 1-27

34 Position Maintenance Delete - Click to remove a Grade. Click Save after performing any of the above actions. Print - Click to print a list of Grades. Position Maintenance This maintenance is used to create and maintain the various employee job titles and positions. Select Personnel>Maintenances>Position Maintenance. Figure 1-28 Look-up, Edit, Delete Positions may be retrieved using the picklists in the Position Id or position Descript fields. Use the << and >> buttons on the toolbar to move between positions. Edit - Click to modify the description or category information for a position. Delete - Click to remove a Position Id not assigned to any employee. A Delete Password is required. Add Click Add to create a new position. Enter up to 15 alphanumeric characters for a Position Id. Maintenances 1-28

35 Job Category Maintenance Descript - Enter a position title. EEO Class - Use the drop down arrow to categorize the position for the Equal Employment Opportunity report. Pay Grp Cat - Use the drop down arrow to identify the standard pay group category for employees in this position. Job Description - A job description may be entered for the position. Click Save. Job Category Maintenance Job Categories are user customized and can be used to group or categorize employees for reporting purposes. For most users, job categories have no designed purpose and can be utilized for any purpose within the reporting constraints of the system. Select Personnel>Maintenances>Job Category Maintenance. Figure 1-29 Add - Click to add a new Job Category Id. Up to 10 alphanumeric characters can be entered. Type a description for the Id in the appropriate field. Edit - Click to change a Job Category Id description. Delete - Click to remove an Id. Print - Click to print a list of Job Category Id s. Click Save after making any changes or adding a new record. Maintenances 1-29

36 DOP Status Maintenance DOP Status Maintenance For local governments that track civil service position statuses, this maintenance gives the user the ability to define any DOP (Dept. of Personnel) status categories used by their local government. Any status created in this maintenance can be assigned to an employee record. Select Personnel>Maintenances>DOP Status Maintenance. Figure 1-30 Add - Click to add a new status. Up to 8 alphanumeric characters can be entered. Type a description for the Id. Edit - Click to change a status description. Delete - Click to remove an Id. Print - Click to print a list of statuses. Click Save after making any changes or adding a new record. Attendance Code Maintenance (H/R Only) Attendance Code Maintenance stores the codes used to enter attendance in the H/R module. The codes identify the type of attendance entries entered and can store various default attendance and payroll information depending on the client specific interface between H/R and Payroll. Note: Available options will vary based on the parameter settings used to interface H/R and Payroll. Select Personnel>Maintenances>Attendance Code Maintenance. Maintenances 1-30

37 Attendance Code Maintenance (H/R Only) Figure 1-31 Look-up, Edit, Delete Type in the information and press Enter or use the picklists in the Attendance Code or Description fields to select an existing attendance code. The << and >> buttons on the toolbar can be used to scroll between attendance codes. Edit - Click to change information stored on the code. All editable fields will appear in white. Click Save. Delete - Click to remove an attendance code that has not been previously used in any transactions. Click Save. Add Click Add to enter a new code. Enter up to 8 alphanumeric characters. Click Ok. Maintenances 1-31

38 Attendance Code Maintenance (H/R Only) Description - Enter a description for the attendance code. Figure 1-32 Default Pay Type - Use the drop down arrow to identify the default pay type to be used for attendance entered with this code. The pay type determines the bucket into which attendance time appears on reports and in payroll. These buckets help to determine whether the attendance entered will reduce available balances (e.g. Sick, Vacation), whether the attendance affects base hours (e.g. Regular, Vacation) or non-base hours (e.g. Overtime) and how it will flow through to payroll (if applicable). Note: A Default Pay Type of None may be selected for attendance that should not affect a pay type category and/or should not be imported to Payroll (if applicable). Note: Accrued Pay Types may be selected for codes used to reflect earned time for an employee. Accrued time will increase an employee s Accrued YTD/Available Balance totals for a pay type. Calendar Code - This one character code will appear on the H/R Attendance Calendar when time is recorded with this attendance code. The code may be alpha or numeric and can be used on multiple attendance codes. Check Description - Time entered with this attendance code will be labeled with this description on pay stubs. Earning Code - This picklist will only be enabled when the Earning Code Default Pay Type is selected. This type of attendance code will enable the user to assign an earning code (flat dollar amount) to an employee using the Attendance Batch. Default Rate - The default pay rate for an attendance code will default based on the Default Pay Type selected. If necessary, the default rate can be changed in this field for most pay types, but will be disabled for some. The default rate type selected will auto- Maintenances 1-32

39 Benefit Maintenance matically default the corresponding rate for an employee when time is entered using this attendance code. Rates can be changed in the Attendance Batch. Default Budget Account - Used to determine how the default budget distribution will be handled for this attendance code. First Employee Default for Pay Type - The system will use the first budget account it finds for the code s pay type on the Employee Maintenance Budget Distribution screen. If an employee has multiple accounts (distribution split) for a pay type, the system will ignore the split and only use the first account. None (Distribute in Calc. Payroll) - The system will not default any budget distribution in the Attendance Batch. When the time for this attendance code is imported to payroll, the pay will be distributed based on the Employee Maintenance Budget Distribution screen defaults. If an employee s default distribution indicates the pay should be split between multiple accounts, the system will split the pay accordingly. Attendance Code - The system will default the single budget account specified on the attendance code when time is recorded in the Attendance Batch. This option should be selected when the pay associated with this attendance code is always or most frequently charged to the same budget account regardless of the employee. Earning Code - Option only appears for the Earning Code pay type. The system will default the budget distribution account specified on the Earning Code. If no account is specified, the system will default the first Regular pay type budget distribution account specified on the Employee Maintenance Budget Distribution screen. Note: Attendance Code budget distribution may be changed manually in the Attendance Batch. Budget Account - When the Attendance Code option is selected above, this field is required. The account specified in this field will default as the budget distribution account in the Attendance Batch. The picklist can be utilized to select a budget account. Non-Shift Code - This field only applies to users who utilize a Time Clock Attendance Import. Click Save. Benefit Maintenance The Benefit Maintenance stores various types of benefits offered to employees. It is primarily used to identify health and dental type benefits but can also be used to track other types of benefits. The maintenance stores general information about the benefit, eligibility requirements, and annual employee/employer contribution amounts. The maintenance can be interfaced with payroll to automatically update employee benefit deduction codes. When benefit plan information changes, the maintenance can be globally edited to automatically update employee benefit information. Select Personnel>Maintenances>Benefit Maintenance. Maintenances 1-33

40 Benefit Maintenance Figure 1-33 Look-up, Edit, Delete Benefits may be retrieved using the picklists in the Benefit Id or Description fields. The << and >> buttons can be used to scroll between Benefit Id s. Edit - Clicking this button enables the user to update only the information stored in Benefit Maintenance. It will not update any corresponding employee benefit information. All editable fields will appear in white. Click on the Eligibility or Annual Contribution tabs to make changes to these screens. Click Save. Global Edit - The Global Edit button can be used to automatically update employee specific benefit information for all employees with this Benefit Id. When this button is clicked, selected fields on the Eligibility and Annual Contribution can be changed. If the information is changed, the corresponding fields will be updated on the Employee Maintenance Benefits and/or Deductions/Earnings screens. Click Global Save. Note: If payroll deductions are tied to a Benefit Id, the system will prompt the user with an option to update payroll deduction defaults when the Global Edit button is used. The user can still globally edit employee benefit information without changing employee deduction information by answering No when prompted. Delete - Click to delete a Benefit Id not assigned to any employees. A Delete Password must be entered. Maintenances 1-34

41 Benefit Maintenance Add Click Add. Enter up to 8 alphanumeric characters as a Benefit Id. Click Ok. Figure 1-34 Description - Enter a description for the benefit. Type - Use the drop down to select one of the pre-defined benefit types. Administrator - Enter the plan administrator, if applicable. The General tab is currently enabled. Complete any general information about the benefit plan and provider. Click on the Eligibility tab. Maintenances 1-35

42 Benefit Maintenance Figure 1-35 Any plan eligibility requirements, enrollment features, and the plan s coverage amount can be entered on this screen. Click on the Annual Contribution tab. Figure 1-36 Maintenances 1-36

43 Education Maintenance (H/R Only) This tab enables the user to record employee and employer contribution amounts for the benefit. Employee payroll deduction information can also be defaulted on this screen. When the screen is globally edited, Employee Maintenance Benefit and/or Deduction/Earning screen information can be updated. Contribution Type - Select Amount. Pay Freq - The pay frequency field refers to the frequency of any employee payroll deductions for this benefit. PR Deduction Code - This picklist is optional and should only be used if the user wants to automatically update a specific employee deduction code with a payroll deduction amount for this benefit. For employees with the Benefit Id and specified deduction, the system will calculate the deduction amount for the specified code by dividing the employee annual contribution amount by the pay frequency. The user will have the option of globally editing employee deduction amounts whenever the employee annual contribution changes. Employee (Ee Contrib) and Employer (Er Contib) annual contribution amounts can be entered for each of the plan types (i.e. Single, Family, etc.). Employee Copay and COBRA contribution requirements can also be entered. Note: NJ users should not enter values in the Ee Contrib fields or it will impact the Chap. 78 benefit deduction calculation. If applicable, this field should only be used to specify a contractual minimum. Click Save. Education Maintenance (H/R Only) This maintenance stores various education, training and certification achievements which can be assigned to the Employee Maintenance Education/Training screen. Select Personnel>Maintenances>Education Maintenance. Figure 1-37 Maintenances 1-37

44 Grievance Maintenance (H/R Only) Add - Click to add a new Education Id. Up to 8 alphanumeric characters can be entered. Enter a Description. Click Save. Edit - Click to change Education Id descriptions. Click Save. Delete - Click to remove an Education Id which is not assigned to an employee. Print - Click to print a list of Education Ids and descriptions. Grievance Maintenance (H/R Only) The Grievance Maintenance provides a way for the user to record the history of any union grievances filed by an employee. Select Personnel>Maintenances>Grievance Maintenance. Figure 1-38 Existing records may be retrieved using the Grievance Id or Grievance Group picklists. Edit - Click to modify information on an existing Grievance Id. All editable fields will appear in white. Click Save. Delete - Click to remove a Grievance Id. A Delete Password must be entered. Click Add to create new grievance record. Up to 8 alphanumeric characters can be entered for a Grievance Id. Griev Group - Enter the union or group name involved with the grievance. Employee Id s may be selected using the picklists in the Initial Griev Emp Id and Resolving Emp Id fields. Date and description information for the issue and resolution of the issue can be entered in the appropriate fields. Maintenances 1-38

45 Federal Tax Maintenance Click Save. Federal Tax Maintenance Federal Tax Maintenance stores the percentage method Federal withholding tables and FICA rates. This maintenance is updated yearly or when required by Edmunds & Associates. Users should not modify rates. Payroll Agency and Employer Liability information for these taxes is also stored in this maintenance and can be updated by the user. Select Personnel>Maintenances>Federal Tax Maintenance. Type in a year and press Enter. Click on the Payroll Agency/Trust Set-up tab. Click Edit. Figure 1-39 This tab is used to facilitate the interaction of the Finance and Payroll systems. After the payroll, the money withheld for each tax will be automatically sent to a payroll payable account. Later, this account can be automatically liquidated during the generation of agency payments in the Finance system. Trust Budget Acct - Type in or use the picklist <F3> to specify the budget account used to pay withholding amounts for each tax. Trust Bank Id - Use the picklist <F3> to identify the bank account from which each tax is paid. Note: Budget Accounts and Bank Id s must be set-up in the Finance module before they can be selected. Agency Pay Type - Identify the preferred method of entering agency payments for each withholding. P.O. is typically selected when a check needs to be issued. Budget Batch can be selected when the payment is made by electronic means. Maintenances 1-39

46 City/State Tax Maintenance Agency Pay Freq - Select the standard frequency for each tax withholding payment. Agency Vendor - When a P.O. will be used to process the agency payment, a Vendor Id must be entered or selected using <F3>. Identify the vendor to whom payment will be sent. The Create Payroll Agency Payments routine will assign this vendor to any purchase orders created. Click on the Er Liability tab. This screen is used to indicate whether employer FICA taxes should be included in the Payroll Budget Distribution process. Figure 1-40 Note: Please refer to the Helpful Hint documentation on Payroll Employer Liability set-up for more information. Helpful Hints can be downloaded at City/State Tax Maintenance City/State Tax Maintenance stores various state tax withholding tables and any city/local taxes withheld by an organization. Payroll Agency information for these taxes is also stored in this maintenance. Note: Users are responsible for updating any City tax rates. Select Personnel>Maintenances>City/State Tax Maintenance. Maintenances 1-40

47 City/State Tax Maintenance Figure 1-41 Type a 4 digit year and then use the picklist to select a City/State Tax Id. Click Edit to modify. Click Save when finished. Payroll Agency/Trust Set-up This information is used to facilitate the interaction of the Finance and Payroll systems. After the payroll, the money withheld for each tax will be automatically sent to a payroll payable account. Later, this account can be automatically liquidated during the generation of agency payments in the Finance system. Trust Budget Acct - Type in or use the picklist <F3> to specify the budget account used to pay withholding amounts for each tax. Trust Bank Id - Use the picklist <F3> to identify the bank account from which each tax is paid. Note: Budget Accounts and Bank Id s must be set-up in the Finance module before they can be selected. Agency Pay Type - Identify the preferred method of entering agency payments for each withholding. P.O. is typically selected when a check needs to be issued. Budget Batch can be selected when the payment is made by electronic means. Agency Pay Freq - Select the standard frequency for each tax withholding payment. Agency Vendor - When a P.O. will be used to process the agency payment, a Vendor Id must be entered or selected using <F3>. Identify the vendor to whom payment will be sent. The Create Payroll Agency Payments routine will assign this vendor to any purchase orders created. Maintenances 1-41

48 Other Tax Maintenance Click on the Er Liability tab. This screen is used to indicate whether there is an employer portion of the city/state tax and if so, whether it should be included in the Payroll Budget Distribution process. Note: Please refer to the Helpful Hint documentation on Payroll Employer Liability set-up for more information. Helpful Hints can be downloaded at Other Tax Maintenance This maintenance stores state unemployment and other types of taxes that are withheld from employees, require an employer contribution and/or require wage reporting. Note: Users are responsible for verifying and updating any employee/employer taxes stored in this maintenance. Select Personnel>Maintenances>Other Tax Maintenance. Figure 1-42 Type in a 4 digit year and press Enter. Edit - The Edit button is used to edit rates/wages and also to create a new tax. Click Save to finalize any additions/changes. EE Rate - Employee tax withholding percentage. (.3825 =.3825%) EE Max Wages - Employee wage base. ER Rate - Employer contribution percentage. ER Max Wages - Employer wage base. Maintenances 1-42

49 Other Tax Maintenance Click on the Payroll Agency/Trust Set-up tab. Figure 1-43 This information is used to facilitate the interaction of the Finance and Payroll systems. After the payroll, the money withheld for each tax will be automatically sent to a payroll payable account. Later, this account can be automatically liquidated during the generation of agency payments in the Finance system. Trust Budget Acct - Type in or use the picklist <F3> to specify the budget account used to pay withholding amounts for each tax. Trust Bank Id - Use the picklist <F3> to identify the bank account from which each tax is paid. Note: Budget Accounts and Bank Id s must be set-up in the Finance module before they can be selected. Agency Pay Type - Identify the preferred method of entering agency payments for each withholding. P.O. is typically selected when a check needs to be issued. Budget Batch can be selected when the payment is made by electronic means. Agency Pay Freq - Select the standard frequency for each tax withholding payment. Agency Vendor - When a P.O. will be used to process the agency payment, a Vendor Id must be entered or selected using <F3>. Identify the vendor to whom payment will be sent. The Create Payroll Agency Payments routine will assign this vendor to any purchase orders created. Click on the Er Liability tab. This screen is used to indicate whether the employer portion of any Other taxes should be included in the Payroll Budget Distribution process. Maintenances 1-43

50 GTL Rates Maintenance Figure 1-44 Note: Please refer to the Helpful Hint documentation on Payroll Employer Liability set-up for more information. Helpful Hints can be downloaded at GTL Rates Maintenance This maintenance stores the Age Cost Factor table supplied by the IRS that is used in the calculation of Group Term Life Insurance benefits. It also stores up to 3 user-defined life insurance amounts which can be assigned to an employee and subsequently included in the GTL calculation. Note: An E&A representative will preload this table and update it if necessary. Do not make changes to the factors in the table. Select Personnel>Maintenances>GTL Rates Maintenance. To view the table, click on the picklist and select the most recent date. Maintenances 1-44

51 Listings Figure 1-45 Additional Life Insurance Amt 1-3 can be modified by clicking Edit. Click Save. Listings Listings of the data included in the above Maintenance screens can be obtained under the Listings menu. Select Personnel>Maintenances>Listings. Select the appropriate listing. If a listing for a maintenance is not available under this menu, the listing can be printed directly from the maintenance screen. Maintenances 1-45

52 CHAPTER 2 Employee Maintenance The Employee Maintenance screens are where employees are entered into the system and also where their individual Payroll/HR information is stored. The accuracy of information stored in these screens is integral in producing accurate payroll checks and useful reports. Employee Maintenance is actually composed of multiple screens and tabs that store information. Some of this information is optional, but other information is required in order to save the record (i.e. Birth date, Dept Id, State, Hire date, Hours Id). Before employees can be added to Employee Maintenance, several maintenances (See Chapter 1) must be completed. The information stored in these maintenances will be used when setting up employees. Note: Some screens and options will vary depending on your state and/or the installation of the H/R module and its integration settings for Payroll. The Employee Maintenance screens are situated as follows: General Data Tax Exemptions Screen Deduction/Earnings Screen Other Compensation Screen Direct Deposit Screen Budget Distribution Screen Employer Liabilities LOA History Benefits Dependents (H/R) Dependents/Benefits (H/R) Job History (Internal/External) (H/R) Salary History (H/R) Education/Training (H/R) Disciplinary Actions (H/R) YTD Totals Screen Employee Maintenance 2-1

53 Look-Up, Editing and Toolbar Options Look-Up, Editing and Toolbar Options Select Personnel>Employee>Employee Maintenance. Figure 2-1 Existing employee records can be selected using the picklists <F3> in the Employee ID, Last Name, and Soc Sec# fields. If the information is known, type it in the appropriate field and press Enter. Use the << and >> buttons to move between employees. Click between the multiple tabs on the General Data screen (e.g. Salary/ Rates, Hrs). Use the Previous and Next buttons or the Go To combo box to view other information about the employee (e.g. Tax Exemptions, Budget Distribution, etc.). Edit - Navigate to the tab or information screen to modify. Use the Edit button on the toolbar to change information. Click Save when finished. Note: If the employee s Dept Id is changed, a message will appear asking the question, Do you want to update Budget Defaults for this employee?. If you answer Yes, the default budget account information for the employee s department (Department Maintenance) will automatically appear on the employee s Budget Distribution screen. Answer No to keep the current information on the employee s Budget Distribution screen. Employee Maintenance 2-2

54 Look-Up, Editing and Toolbar Options Note: When H/R is installed, Position and/or Salary/Rate changes will prompt the user to insert history records. Choosing to insert these records will update Job and/or Salary History screens. Note: Employee status changes (e.g. Leave of Absence) will require additional information to be entered. The system will prompt for any required information. Note: Salary/Rate changes may prompt for an effective date. Effective dates should be entered carefully to ensure accurate payroll calculations and reporting. Delete - Employees with no pay history may be deleted by clicking the Delete button from the General Data screen. A Delete Password is required. View Detail The Detail button on the Employee Maintenance toolbar can be used to view various employee specific reports and change history. Figure 2-2 Figure 2-3 Click on the drop down arrow and select from the choices shown in the above figure. Employee Maintenance 2-3

55 Look-Up, Editing and Toolbar Options Add/Change - Shows changes made to the various tabs and screens of Employee Maintenance. The old data, new data, and user who made the change will be displayed. Time Worked - Prints a detailed Time Worked report for the employee. Deduction/Earning History - Prints a Deduction/Earning History report for the employee. Check Detail - Prints a Check Register History report for the employee. Deduction Default Changes - Only shows changes made to the employee s default Deductions/Earnings. Direct Deposit Default Changes - Only shows changes made to the employee s Direct Deposit information. Other Comp Changes - Shows only changes made to the employee s Other Compensation records. Attendance History - Displays a detailed Attendance History report for the employee. Payroll Hours - For selected pay types, displays hours used/accrued during a date range. File Attachments Electronic files can be attached to an Employee Maintenance record for informational or record keeping purposes. Users may wish to electronically store employee W4 s, employment applications, performance reviews or any other information kept in an employee file. Files are attached, opened or removed by clicking the paperclip icon shown in the bottom right corner of Figure 2-1. (Employee Maintenance - General Data - Main tab) Figure 2-4 Employee Maintenance 2-4

56 Look-Up, Editing and Toolbar Options To attach a file, click the paperclip icon and then click the Attach File button in Figure 2-4. A Windows Attach dialog box will appear. Browse to a file, select it and then click Attach. A special description for the file may be entered. Click Ok to attach the file. If a scanner is connected to your PC, the Scan Document button can be clicked to scan and attach a file. Employees with attached files will display a green plus sign on the paperclip icon as seen in Figure 2-4. To open an attached file, click on the paperclip icon and double click on one of the file names listed, or select a file name and click Open. To remove an attached file, click on the paperclip icon; select a file name and click Remove. Notes Comments or notes can be added for an employee using the Notes button on the toolbar. To add or modify notes, click Edit and then click the Notes button. Figure 2-5 Click Add Note or type in an existing note field to change notes. All new or modified notes will be date stamped. Click Done on the Notes screen when finished. Click Save to save the notes. Letters A PDF form letter can be generated for an employee by clicking on the toolbar s Letter button. The system will prompt the user to select a PDF form letter from the MCSJ\forms\payroll directory. Select the letter and the information for the selected employee will populate. Note: Contact an E&A rep for assistance with creating an employee PDF form letter. Employee Maintenance 2-5

57 Adding an Employee Adding an Employee Select Personnel>Employee>Employee Maintenance. Click Add. Enter the Employee ID (up to 8 alphanumeric characters). Note: If the H/R Applicant Tracking feature is in use, an Applicant Id may be selected when entering the new Employee Id. This will enable basic employee information to default from the Applicant Maintenance. Figure 2-6 Enter the name of the employee. Suffix - (e.g. Jr., III, etc.) The following sections will explain each screen and tab of the Employee Maintenance. Note: The following fields must be filled out when adding a new employee in order to save the record: Last Name, State, Dept. ID, Birth Date, Hire Date. All of these fields are located on the General Data screen of Employee Maintenance. Note: The screens and options in the below sections will vary for Payroll Only and Payroll/HR clients. Employee Maintenance 2-6

58 General Data Screen General Data Screen The General Data screen is situated into multiple tabs: Main, Classification, Dates, Salary/Rates, Hrs, Pension, Emergency, Demographics, Hire Check, Misc. The required information on these screens must be saved (see the above note) before proceeding to any additional Employee Maintenance screens. Note: Available tabs will vary for Payroll Only and Payroll/HR users. Main Tab Complete the address information for the employee. Figure 2-7 Dept - Use the picklist or type in the Department Id for an employee. This is a required field. Hours Id - Use the picklist or type in the Hours Id for an employee. This tells the system how many daily hours an employee typically works and provides other default time worked information used to calculate pay rates and salaries. This is a required field. Loc - Use the picklist or type in the Location Id of an employee. Employee Maintenance 2-7

59 General Data Screen Position - Use the picklist or type in the employee s job title (Position Id). Note: Locations, Departments and Positions must be set-up in Maintenances (See Chapter 1) before they will be available in the picklist. Supervisors must exist in System Utilities>User Maintenance. Supervisor - Use the picklist or type in the Employee Id of the employee s supervisor. DOP Status - If Department of Personnel or civil service status categories have been created, use the picklist to select the employee s status. A DOP Id and DOP Status Date may also be entered for the employee. Complete the Phone and address fields. Driv Lic - Driver s License Number. Lic Exp Date - Driver s License Expiration date. Soc Sec# - Social Security number. Sex - Click the drop down arrow and select the employee s sex. Complete the Nickname and Maiden Name fields. Salutation - (e.g. Mr., Ms., Dr.) Badge Num - Employee Identification number or can be used to store other miscellaneous information about the employee. Classification Tab Click on the Classification tab. Employee Maintenance 2-8

60 General Data Screen Figure 2-8 Emp Type - Use the drop down arrow to select an employee type (Hourly, Salaried, Non-Employee). Pay Freq - Use the drop down arrow to select a pay frequency (Bi-Weekly, Weekly, etc.). Pay Grp Cat - Use the drop down arrow to select an employee pay group category (12 Month, Part Time, Seasonal, etc.). Employees can be excluded from the payroll by their pay group category, making it an important selection for organization s with groups of employees who may not be paid each pay period. W4 Marital Status - This marital status is the status claimed on the employee s W4 for Federal withholding purposes. Union Name - Use the picklist to select a Union (if applicable). Job Category Id - Use the picklist to select a Job Category Id (if applicable). Job Category Id s are a user customized category. Schedule Id - If applicable, use the picklist to select an employee default schedule. Schedules help to make H/R attendance entry easier by defaulting an employee work schedule that can be modified for actual time worked and planned time. When salary effective date logic is activated in the system parameters, Schedule Id s are required for salaried employees. Import Reg Hrs - Applicable to hourly employees only. If this field is enabled, the box may be checked to tell the system to import Regular pay type H/R attendance transactions. The box should be checked for hourly employees whose normal Regular attendance is recorded in H/R and should be imported to Payroll. Reduce Reg Hrs - Applicable to hourly employees only. If this field is enabled, the box may be checked to tell the system to reduce the default Time Entry Regular hours by any base pay exception time (i.e. Sick, Vacation, Holiday, Comp, Admin) imported from H/R. The box should be checked for hourly employees whose normal Regular time worked is not entered in H/R. Employee Maintenance 2-9

61 General Data Screen Exclude from EEO - Check the box to exclude the employee from the Equal Employment Opportunity report. Statutory Employee - Check the box identify a Statutory Employee on the W2. Refer to for guidance. W-Comp Class - A worker s compensation class code may be entered. Medicare Qual. Gov t Employee - Employees whose services are not covered for Social Security but who are required to pay the Medicare-only portion of FICA are referred to as Medicare Qualified Government Employees (MQGE). Refer to for more information. Exclude From Unemployment/WR30 (NJ) - Check to exclude the employee from any State Unemployment reports. Deductible Types - For informational purposes, select any type of payroll deductions an employee currently has withheld from their pay. Dates Tab Click on the Dates tab. Figure 2-9 Emp Status - Use the drop down arrow to select an Employee Status. Select from Active, Leave of Absence, Deceased, Terminated, Suspended - Pay, Suspended - No Pay or New Hire. Selecting a status other than Active will open some or all of the Status information fields. When enabled, the Status Date and Status Return Date fields are used to record the initial effective date of the employee s current status and an expected return date, if applicable. If Terminated is selected, the Status Code field must be completed before the record can be saved. This drop down field contains a list of termination reasons. Employee Maintenance 2-10

62 General Data Screen If a Leave of Absence status is selected, various LOA information will become enabled. A LOA reason must be specified in the Status Code field (e.g. Medical, FMLA). The LOA Attendance Code and LOA Pay Type fields are required for H/R users. The attendance code and pay type will be used if the employee is included in an autocreated Attendance Batch while on leave. Note: Leave of Absence status changes will be automatically added to the Employee Maintenance LOA History screen. Note: The New Hire status can be selected when an employee should be excluded from the current payroll, but needs to be on the system for attendance entry purposes. The employee should be changed to Active after the current payroll is completed. Hire Date - Required. Enter the employee s hire date. The system will automatically calculate the number of years the employee has been employed in the Yrs field. Curr Position Start Date - Enter the date the employee started their most recent position. Last Salary Adj Date - Enter the date of the last salary change for the employee. Yrs of Service Credit - If the employee has been given added years of service credit on top of their actual number of years worked, complete the field. Birth Date - Required. Last and next scheduled dates may be entered for reviews, physicals and drug testing. Salary/Rates Tab Click on the Salary/Rates tab. This screen may contain 2 tabs, Current and Previous. The Current tab contains the employees current salaries and rates. The Previous tab will contain the breakdown of any previous salaries/rates. Employee Maintenance 2-11

63 General Data Screen Figure 2-10 Longevity Id - The picklist can be used to assign a Longevity Id to an employee. The Longevity Id is used to auto-calculate a longevity salary. Longevity Id records, containing longevity salary calculation parameters, are established in Longevity Maintenance. Salary Change Effective Date - Represents the most recent effective date change to an employee s salary/rate amounts. The user will prompted to enter a new effective date whenever changing an employee s salary/rates. Class Id - The picklist can be used to assign a Class Id to an employee. The Class Id, in conjunction with a Step and Grade, is used to auto-calculate an employee s Base Salary/Regular Rate. Class Id records, containing a salary contract grid, are established in Class Id Maintenance. Step / Grade - These fields are only required when a Class Id record has been assigned to an employee. They are used to classify or rank an employee for salary contract purposes. Picklists are available in both fields. Base Salary - Enter the employee s annual base salary amount. Longevity Salary - If the employee has a longevity salary and a Longevity Id has not been assigned, enter the annual longevity amount. Check the Paid with Earning Code box if the longevity salary will be paid using an earning code. If this box is left unchecked, the system will include the longevity salary in each payroll period s gross salary calculation. Checking the Include Longevity in Pension box will add the Longevity Salary amount to the system calculated Pension Salary. Other Comp - This field is used to enter the amount of any additional compensation (e.g. Stipends, Clothing Allowance) the employee is entitled to as part of their salary. If other compensation is paid with an earning code and should not be included in each payroll period s gross salary calculation, check the Paid with Earning Code box. In the Pension Other Comp field, enter the amount of the other compensation, if any, that should be included in the employee s Pension Salary. Employee Maintenance 2-12

64 General Data Screen Note: The Other Comp fields will not be accessible if the system is set to calculate the amounts from the employee Other Compensation Detail screen. This setting may be turned on or off in the system parameters. Reg. Rate - Enter the hourly regular rate. O/T Rate (1-3) - Enter the employee s overtime rate(s). Spcl Rate (1-2) - Any special rate(s) for the employee can be entered in these fields. Note: The employee s Regular rate may be calculated automatically by clicking the Calc Rates button shown in Figure The regular rate is calculated by dividing the employee s Total Salary by their department s number of hours per year. Overtime and Special rates are calculated using the user specified OT and SP factors in the system parameters. Shift Id - If the employee receives shift differential pay, use the picklist to select a Shift Id. The Shift Id contains pre-defined shift differential default rates for an employee. Note: An employee s shift rates may be viewed by clicking the Print Rates button below the Shift Id field. This button will be enabled when the employee record is saved. Per Diem Salary - An informational per diem salary amount may be entered. Direct Deposit - Check this option when the employee is set-up to receive direct deposit. This field is only informational and will not impact whether or not the employee receives a check or direct deposit. Include Longevity in Rate - Fields are only applicable when the employee has a Longevity Salary. Select the rate(s) in which the Longevity Salary should be included. When selected, the system will include the Longevity amount in the total salary used to to calculate the rate. Include Other Comp in Rate - Fields are only applicable when the employee has an Other Comp Salary. Select the rate(s) in which the Other Comp Salary should be included. When selected, the system will include the Other Comp amount in the total salary used to to calculate the rate. Note: The Reg rate button will be disabled when either Longevity or Other Comp is Paid with Earning Code. FAQ: What does the Calc Rates button do? The Calc Rates button will calculate Regular, Overtime, and Special rates based on the employee s Total Salary, department hours per year, and the selections made in the Include Longevity and Include Other Comp in Rate boxes. If a Class Id is selected along with a corresponding Step and Grade, it will calculate the employee s base salary as it is stored in Class Maintenance. If a Longevity Id is selected, it will calculate the employee s longevity salary based on the information stored in Longevity Maintenance. After clicking the Calc Rates button, the system will prompt the user for a salary/rate effective date and will describe how the system will calculate salary and rates. Employee Maintenance 2-13

65 General Data Screen FAQ: Can I print the rates shown on the Salary/Rates screen? Click the Print Rates button to display an employee salary and rate report. This report will include all salaries and rates displayed on the screen and any shift differential rates assigned to the employee. Previous Tab The Previous tab can be selected for employees who have had salary and rate changes. The screen will store the breakdown of each previous set of employee salary/rates by effective date. Figure 2-11 The previous salary/rate history may be modified on this screen by clicking the Edit Rates button. Note: When the Salary/Rate Effective Date logic is activated in the system parameters, the previous salary/rates on this screen will be used to calculate employee pay rates during pay periods with a salary/rate change. Hours Tab Click on the Hrs/Days tab. The Hrs/Days tab keeps track of an employee s Sick, Vacation, Admin, Comp, Other and Holiday (optional) time. Employee Maintenance 2-14

66 General Data Screen Figure 2-12 Accrual/Carryover Id - This Id stores the accrual/carryover rules for an employee. Id s are created in Accrual/Carryover Maintenance. These rules are applied when the Automated Carryover/Accrual Routine is updated. Carryover - Time that rolled over from the previous year(s). YTD Accrued - Enter the time accrued for the current year only. Max Allowed - Enter the maximum amount of time an employee can have available. The system will prevent the employee from accruing time exceeding this amount. Hrs Per Pay - This field is used to automatically accrue time for an employee. Enter the amount of time earned per pay, per month, etc. for each pay type. If the Include Hrs Per Pay option is checked when time entries are created, the accrued time per pay will automatically appear on the employee s time entry. When the payroll is updated, the hours in the employee s YTD Accrued field will increase. Pension Tab Click on the Pension tab. The Pension tab identifies the state pension plan(s) to which an employee belongs. Employee Maintenance 2-15

67 General Data Screen Figure 2-13 Pension Id - Use the picklist to identify the employee s pension plan. Note: Pension ID s are created in Personnel>Maintenances>Pension Maintenance. Pension Type - Click on the drop down arrow to select whether the employee is Contributory or Non-Contributory. This selection refers to whether or not the employee contributes to pension affiliated group term life insurance. Select Exclude from GTL if this employee should not have GTL benefits calculated. Pension Num - Enter the employee s number. Employer 401k Contribution - Select the box if the employer provides a 401k contribution for the employee. Retirement Plan - If the employee has any retirement plan, check the box. When selected, the Retirement Plan box in Box 13 on the employee s W2 will be selected. Additional Life Insurance Amt - If the employee receives an additional life insurance benefit, specify one of the three predefined amounts. This amount will be added to any employee life insurance benefit amount used in the GTL calculation. Second Pension - Repeat the steps above if an employee is enrolled in a second pension plan. Emergency Tab Click on the Emergency tab. Employee Maintenance 2-16

68 General Data Screen The employee s emergency contact information can be entered. Figure 2-14 Misc Tab (Payroll Only Users) Click on the Misc tab. Job title, education and race information can be entered for an employee. Employee Maintenance 2-17

69 General Data Screen Figure 2-15 Demographics (H/R Only) Click on the Demographics tab. Demographic information, some of which is required to produce an accurate EEO report, can be completed for the employee. Employee Maintenance 2-18

70 General Data Screen Figure 2-16 Hire Check (H/R Only) Click on the Hire Check tab. The Hire Check tab is customized by the user in Personnel Parameter Maintenance. Up to 15 employment/hire requirements can be added to the list. A date field will appear next to each requirement listed, allowing the user to record the date when the requirement was completed. The New Hire Check List report can be used to identify incomplete hire requirements. Figure 2-17 Employee Maintenance 2-19

71 Tax Exemptions ********************* When all required tabs of general employee information have been completed, click Save. Use the Go To combo box or Next button move between the additional information screens of Employee Maintenance. Tax Exemptions The Tax Exemptions screen is used to enter tax withholding information for an employee. It also contains tabs to exempt employees and/or the employer from certain taxes. Click Edit. Figure 2-18 The Federal (FWT) and State (SWT) rows should be used to enter Federal and State tax withholding data. The City (CWT) row is optional and should be used to enter any city or local tax withholding information. The Other (OWT) row is optional and can be used for an additional city/state tax withheld from an employee. Note: The Federal Filing marital status (W4 Marital Status) is located on the employee s Classification tab. No code is required for Federal taxes. Code - In the appropriate row, use the picklist to select a code from City/State Tax Maintenance. Count - Enter the number of exemptions an employee is claiming for a particular tax. Employee Maintenance 2-20

72 Tax Exemptions Note: To exempt an employee from a particular tax you may enter 98 or 99 in the Count field. 98 will not increase wages taxable on reports. 99 will increase wages taxable on reports. Amount - Optional and rarely used. This field can be used to exempt a flat amount of the employee s annual wages from a particular tax. Enter the exempt amount of the employee s annual wages. Add W/H - Additional withholding. If an employee requests an additional withholding for a particular tax, enter the extra amount per pay. State Dependents and Tax Credits - These options will only enable for state tax codes that utilize them. PA PSD Code - PA users only. This field is used for Act 32 reporting of earned income taxes withheld. Enter the appropriate Political Subdivision code for each employee. Click on the More Employee Exemptions tab. Check a box to exempt the employee from a particular tax. Click on the Employer Exemptions tab. Figure 2-19 Employee Maintenance 2-21

73 Deductions/Earnings Figure 2-20 Check a box to exempt the employer from a particular tax. Click Save. Deductions/Earnings This screen will hold default deductions and earnings for the employee. Note: Deductions and Earnings can always be added/deleted on a per pay basis during the Generate Payroll process. However, if the deduction or earning is taken on a regular basis it is recommended that it be assigned on this screen. Employee Maintenance 2-22

74 Deductions/Earnings Figure 2-21 Edit / Delete Edit - Select a line and click Edit to modify existing employee deduction/earning information. Click Save when finished. Delete - Select a line and click Delete to remove an existing employee deduction/earning. Click Save. Note: Editing or deleting deduction/earning codes in Employee Maintenance will not affect an existing employee Time Entry in the current payroll. Add Click Add. Type in a code or use <F3> to select a deduction/earning code from the picklist. Note: Deduction/Earning Codes must be set up in Deduction/Earning Code Maintenance. Type - Click on the field and specify whether the deduction/earning is an Amt, a Prc option, or Spc. Spc can only be chosen if the code is set to Spc in Deduction/Earning Code Maintenance. The # Spc Pays field must be completed and a percentage entered in the Amt/Prc field if you have selected this type. Amt/Prc - Enter a flat amount or percentage. (5.00 = 5%) Freq - Specify the frequency of the payroll deduction/earning for this employee Max Amt - A yearly maximum deduction/earning amount can be specified for the employee. Max Prc - This field can be used to ensure that the deduction/earning does not exceed a given percentage of the employee s YTD gross pay. Enter a percentage. EOY - The proper flag should default from Deduction/Earning Code Maintenance. Only change this flag if the deduction/earning for this employee should be handled differently at year-end. This field is used to tell the system how to handle the deduction/earn- Employee Maintenance 2-23

75 Other Compensation ing during the Payroll End of Year process. If the code has no max amount per year, simply select No Max from the drop down box. If the code has a set max amount that exists for a lifetime, select Recalc Max. This will reduce the max amount each year by the YTD totals for the previous year. If the code has the same max amount each year, select No Recalc. Lifetime Max - Informational field only. A lifetime maximum deduction/earning amount can be entered for the employee. Budget Acct - Only used for Earning codes. An account may be chosen using the picklist <F3> to distribute the employee s earnings associated with this code to a particular budget account. The field can still be left blank for the earning if the earning will be charged to the employee s Regular pay budget distribution account. Comment - Enter any special remarks if desired. Click Save when finished entering the necessary deduction/earning codes for the employee. Other Compensation This screen stores any Other Compensation amounts that may be paid to the employee. The system parameters can be set to calculate an employee s Other Comp salary from the records on this screen. Other compensation types must be added in Other Compensation Maintenance before this screen may be utilized. Figure 2-22 Edit / Delete Edit - Select a line and click Edit to modify existing information. Click Save when finished. Delete - Select a line and click Delete to remove an Other Comp Id. Click Save. Note: The annual amounts/percentages for an Other Comp Id may be globally edited in Other Comp Maintenance. Employee Maintenance 2-24

76 Direct Deposit Note: The Calc Amts button will re-calculate employee annual amounts for any Other Comp Id s set as a percentage of the employee s base salary. Add Click Add. Use <F3> to select an Other Comp ID. Note: An Other Comp ID must be added in Other Comp Maintenance. Description - May be entered to describe the compensation. Included In - Click on the field to display options. Total Salary - Included only in the total salary. Pension Salary - Included only in the pension salary. Both - Included in both total and pension salaries. Not Active - Don t include in either salary. Annual Amount - Represents the annual other compensation amount. If the Other Comp Id has a default amount/percentage, an amount will automatically appear Note: The Other Comp Salary on the Salary/Rates tab can be calculated automatically from the detail on the Other Compensation screen. This feature can be enabled by checking the Calc Other Comp Salary From Detail Records box in Personnel Parameter Maintenance. Click Save. Direct Deposit An employee s direct deposit account allocation is stored in this screen. The system can split direct deposit among various checking/savings accounts using percentages and/or amounts. Employee deductions can also be included on the ACH file. Employee Maintenance 2-25

77 Direct Deposit Figure 2-23 Edit / Delete Edit - Select a line and click Edit to modify existing information. Click Save when finished. Delete - Select a line and click Delete to remove an allocation account. Click Save. Add Click Add. Bank DFI - Type in or use <F3> to select a routing number. Note: Bank DFI numbers (routing numbers) must be added in System Utilities>Bank DFI Maintenance. Acct Type - Click on the field and select either Checking or Savings. Acct Num - Enter the employee s bank account number. Type - Click on the field and choose Amt, Prc or Ded. Amt will allocate a specified amount of net pay to an account. Prc will send a percentage of the employee s net pay to the designated account. The Ded type can be used to include a particular employee deduction in the direct deposit file. No percentage or amount will be entered because the deduction amount will be determined from the information on the Deductions/Earning Codes screen. Note: The above figure shows a direct deposit allocation that will send $50 to a savings account and the full remainder of the employee s net pay to a checking account. Whenever the employee has a deduction under code PEN, the amount of that deduction will be included in the ACH file for automatic transfer. Ded Code - The field will only be accessible if the Ded type was selected. Use <F3> to access the deduction code picklist. Enter the deduction code that should be included in the direct deposit file. Employee Maintenance 2-26

78 Budget Distribution Prenote - Tells the system whether a test record should be created on the direct deposit file for this account. When set to Y, the employee will not receive a direct deposit amount for this account. When set to N, a live dollar amount will appear on the file for this account. Note: The Change Payroll Prenote Switches routine can be run to change all employee prenote flags at one time. This routine is located in the MCSJ Special Routines program. Click Save when finished entering direct deposit information. Budget Distribution The Budget Distribution screen stores default information that tells the system how to distribute the employee s gross pay in the Finance system. Pay can be distributed to one or multiple accounts using percentages or flat amounts. In addition, each type of pay (e.g. Regular, Overtime, Shift Differential) can be distributed to different accounts. Figure 2-24 Employee Maintenance 2-27

79 Employer Liabilities Note: If Department Maintenance contains default budget distribution, the user may automatically update budget distribution defaults when initially saving the employee record or when changing the employee s Department Id. Employee budget distribution may always be manually entered or edited. Edit - Select a line and click Edit to modify existing information. Click Save when finished. Delete - Select a line and click Delete to remove an allocation account. Click Save. Add Click Add. Pay Type - Click on the field and select one of the available pay types. A pay type may be selected multiple times if the employee s pay is distributed to multiple accounts. Note: All employees should be set-up with at least budget distribution for the Regular Pay Type. This ensures that gross pay, regardless of what pay types make up the total, will be fully distributed to the account assigned to the Regular pay type. Acct - Press <F3> to access the budget account picklist. Type - Click on the field and select Amt or Prc. Amt will allocate a flat amount of gross pay for the designated pay type. Prc will allocate the pay type s gross pay as a percentage. Amt/Prc - Specify an amount or percentage. (e.g = 100%) Note: When using percentages, the total percentage for each Pay Type should total 100%. Click Save on the budget distribution screen when finished editing or adding accounts. Employer Liabilities The Employer Liabilities screen will automatically list any employer liability taxes or earning codes assigned to the employee (unless the code is set to distribute to a single account). If these codes are being distributed to the budget, a distribution account must be entered for each code. Note: Employer liability accounts can be updated via a global edit from Department Maintenance. Employee Maintenance 2-28

80 LOA History Figure 2-25 Select a line and click Edit or double click the Budget Account field to change an account. Note: You cannot add or remove lines from this screen. Codes must be added or removed from the employee s Deductions/Earnings screen. Note: Please refer to the Helpful Hint documentation on Payroll Employer Liability set-up for more information. Helpful Hints can be downloaded at LOA History This screen contains Leave of Absence history for the employee. The system will add records to this screen when the employee s status is changed to Leave of Absence. Records may also be manually added, modified or deleted from this screen. Figure 2-26 Employee Maintenance 2-29

81 Benefits Edit - Select a line and click Edit to change information. Click Save. Delete - Select a line and click Delete to remove a record. Click Save. Click Add to create a new LOA history record. Status Code - Click on the field to display the combo box of LOA reasons. Select a code. Enter the Start Date and End Date for the leave. A brief Comment may be entered. Click Save. Benefits The Benefits screen is used to store the employee s benefits information. Figure 2-27 Note: Other than the employee s coverage type and eligibility information, most information will default from the Benefit Maintenance. It may be changed for individual employees and/or globally edited for all employees from the Benefit Maintenance when plan amounts change. Note: When Benefit Id s are linked to payroll deduction codes, the system will prompt the user to automatically update employee payroll deduction information when a Benefit Id is added, removed or modified. Edit - Select a line and click Edit to change information. Click Save. Delete - Select a line and click Delete to remove a record. Click Save. Click Add to create a new benefit. Benefit - Use <F3> to select a Benefit Id. Employee Maintenance 2-30

82 Benefits Type - Click on the field and select from Single, Family, etc. Coverage Amt - Plan coverage amount. CoPay - Employee copay amount. Amt/Prc - Amount should be selected. Annual Er Contrib - Annual employer contribution amount. Annual Ee Contrib - Annual employee contribution amount. Note: NJ users should not enter values in the Ee Contrib fields or it will impact the Chap. 78 benefit deduction calculation. If applicable, this field should only be used to specify a contractual minimum. Freq - Payroll deduction frequency. Er Contrib - Employer pay frequency contribution amount. (Annual Er Contrib / Pay Frequency) Ee Contrib - Employee pay frequency contribution amount. (Annual Ee Contrib / Pay Frequency) Eligibility Date - Date the employee is eligible to receive the benefit. Signed Waiver - Did the employee waive the benefit? If Y, complete the Waiver Date. Effective / Expiration Date - Benefit effective and expiration dates. COBRA - Is the employee receiving COBRA benefits? The COBRA Recipient report can be utilized to identify these employees. Certificate Num - Enter the Certificate of Coverage number if one has been provided to the employee. Comment - Enter notes if needed. Click Save. Employee Maintenance 2-31

83 Dependents (H/R) Dependents (H/R) Employee dependent information is recorded on this screen. Figure 2-28 Edit - Select a line and click Edit to change dependent information. Delete - Select a line and click Delete to remove a dependent. Add - Click to add a new dependent. Complete the dependent information. Click Save to finalize changes. Dependent/Benefits (H/R) Benefits can be assigned to dependents on this screen. Figure 2-29 Employee Maintenance 2-32

84 Job History (H/R) Edit - Select a line and click Edit to change a dependent/benefit. Delete - Select a line and click Delete to remove a dependent/benefit. Click Add to assign a Benefit Id to a dependent. Assign each dependent to each benefit they are covered under. A Depend Seq (dependent sequence number) must be entered to identify the dependent. Use <F3> in the Benefit Id field to select a benefit. Click Save to finalize changes. Note: Dependent sequence numbers can be identified on the Dependents screen. Note: The Benefit Id must exist on the employee s Benefits screen in order to be assigned to a dependent. Job History (H/R) The Job History screen can store both internal and external work history for an employee. The system will prompt the user to automatically update the internal job history every time an employee s position is changed. If the H/R Applicant Tracking feature is used, the system can populate the external job history when the initial Employee Maintenance record is created. Both internal and external job history can be added to the screen manually. Figure 2-30 Edit - Select a line and click Edit to change information. Click Save. Delete - Select a line and click Delete to remove a record. Click Save. Employee Maintenance 2-33

85 Job History (H/R) Add When an employee s position is changed, the system will prompt the user with the following screen. Figure 2-31 Leaving the Insert History Record box checked, select a Reason and enter the position change Effective Date. The system will automatically insert an Internal job history record. To manually add an Internal or External job history record, click Add from the Job History screen. Type - Internal should be selected for positions held within your organization. External should be selected for positions held outside of the organization. Employer - Type the employer name for any external positions. Position - Use <F3> to access the Position Id picklist. Select a position. Note: The Position Id must be added in Position Maintenance. Grade/Step - If applicable, enter the step/grade for the position. Change Reason - Click on the field to display the drop down list of position change reasons (e.g. New Hire, Promotion, etc.). Select a reason. Start/End Date - Enter the employee s position start and end date. Emp Type - Click on the field and select Hourly, Salaried, or Non Emp (Non-Employee). Pay - Enter the employee s last salary/rate at this position. Click Save. Employee Maintenance 2-34

86 Salary History (H/R) Salary History (H/R) The Salary History screen will track any salary changes for the employee. The system will prompt the user to automatically insert Salary History change records every time an employee s salary is changed. Salary History may also be manually added on this screen. Figure 2-32 Edit - Select a line and click Edit to change information. Click Save. Delete - Select a line and click Delete to remove a record. Click Save. Add When an employee s salary is changed, the system will prompt the user with the following screen. Figure 2-33 To automatically insert a salary change record, leave the Insert History Record box selected and complete the salary Effective Date and Reason (New Hire, Position Change, etc.). An optional Description or comment regarding the salary change may be entered. To manually create a salary history record, click Add from the Salary History screen. Position - Use <F3> to select the Position Id associated with the salary change. Step/Grade - If applicable, enter the step/grade associated with the new salary. Employee Maintenance 2-35

87 Education/Training (H/R) Eff Date - New salary effective date. Reason - Click in the field and select a salary change reason. Prev Sal - Previous salary. New Sal - New salary. The system will calculate the difference and percentage change fields. A comment may be entered in the Description field. Click Save. Education/Training (H/R) This screen stores an employee s education and/or training background. Figure 2-34 Edit - Select a line and click Edit to change information. Click Save. Delete - Select a line and click Delete to remove a record. Click Save. To add education/training information, click Add. Use <F3> to select an Educ Type and then complete any of the applicable information. Click Save. Note: Education types must be added in Education Maintenance. Disciplinary Actions This screen enables the user to track any disciplinary actions against an employee. Employee Maintenance 2-36

88 YTD Totals Figure 2-35 Edit - Select a line and click Edit to change information. Click Save. Delete - Select a line and click Delete to remove a record. Click Save. Add - Click to create a new record. A Type must be selected. Complete the remaining information and click Save. YTD Totals This screen is for informational purposes only. It provides YTD totals for wages and taxes as well as totals for hours worked, direct deposit, and deduction/earnings. Nothing can be changed on this screen. All totals are generated by the system. Figure 2-36 Employee Maintenance 2-37

89 CHAPTER 3 Payroll Processing This chapter will provides general guidance for processing a payroll. The following steps and processes will be covered: Creating Time Entries Time Entry Maintenance - Editing/Adding/Deleting Time Entry Listing Attendance Import (H/R) Calculate GTL Imputed Income Calculate Payroll/Budget Distribution Payroll Register/Budget Distribution reports Print Checks/Update Payroll Budget Distribution Generate Direct Deposit File Note: Since payroll processing procedures will vary by client, this manual is only intended as a general guide and should not replace any internal payroll processing procedures specific to an organization. This manual will discuss menu options and processes that may not apply to certain users. The menu options and look of some screens will vary depending on user-specific Payroll and H/R integration settings. Create Standard Time Entries This routine will create time entries for the current payroll. Time Entries are temporary employee check records created with default payroll information (Hours worked, Deductions/Earnings, Budget Distribution, etc.) from the Employee Maintenance. Employee time entries will be modified or updated with the current pay period s changes and activity in order to produce payroll checks. The purpose of the Create Standard Time Entries routine is to only create time entries for the employees scheduled to be paid in the current payroll. It is also used to default payroll check settings such as payroll period dates, direct deposit, and additional tax withholdings. Running the routine properly is essential to minimizing the manual work required to process the payroll. Payroll Processing 3-1

90 Create Standard Time Entries Note: This routine will delete any existing time entries each time it is run. Any changes to the payroll will be lost. Note: Any deductions/earnings that should not be included in the current payroll should be disabled in Deduction/Earning Code Maintenance prior to running this routine. Once the time entries are created, deductions/earnings can only be removed by manually deleting them or by re-running the Create Standard Time Entries routine. Select Personnel>Payroll>Generate Payroll>Create Standard Time Entries. Figure 3-1 Pay Frequencies - These selections are used for 2 purposes: to pay the correct employees and to determine which deductions are included in the payroll. Select the employee pay frequencies scheduled to be paid. Then, select any deduction pay frequencies to be included on the time entries. Weeks - Enter the number of weeks worked for each selected pay frequency. Period Begin Date - Enter the pay period begin date for each selected pay frequency. Include Added Taxes... - When checked, these options will default all time entries to include any employee additional tax withholdings. These settings can later be modified on individual employee time entries. Payroll Processing 3-2

91 Time Entry Maintenance Generate Direct Deposit - When checked, time entries will default to direct deposit for any employees set-up with direct deposit information. Include Hrs Per Pay - If checked, time (e.g. vacation, sick, admin, etc.) will accrue on time entries created for any employees who have Hrs Per Pay entered on their Employee Maintenance Hrs screen. Holiday Hours - Entering hours in this field will populate the Holiday pay type on each employee time entry. Period Ending Date - Specify the payroll period s end date. Note: The Period Ending Date can not be changed on time entries. The Create Standard Time Entries routine must be run again if the period ending date needs to be changed. Use Fed Supp With Rate - In most cases, this setting should not be changed. This option will set all time entries created by the routine to use the Federal Supplemental Withholding Rate. The user may choose to apply the special withholding rate to All Wages or Overtime Only. This setting can be applied to individual time entries in Time Entry Maintenance. Use State Supp With Rate - In most cases, this setting should not be changed. This option will set all time entries created by the routine to use the State Tax Supplemental Withholding Rate. The user may choose to apply the special withholding rate to All Wages or Overtime Only. This setting can be applied to individual time entries in Time Entry Maintenance. Note: Federal and State Supplemental Withholding Rates can be viewed/edited in Federal Tax Maintenance and City/State Tax Maintenance, respectively. Exclude Any Pay Grp Category - This box needs to be selected to enable the options to exclude particular employee pay group categories. Select any of the employee pay group categories to exclude from the payroll. Employees in any of the selected pay group categories will not have a time entry created. Click Next to run the routine. Note: H/R users have an option of auto-creating time entries for hourly employees during the Attendance Import. Time Entry Maintenance Time Entries represent temporary employee check records. Time Entry Maintenance stores these check records for each employee scheduled to be paid during the current payroll. An employee will receive a check for each time entry record in this maintenance. The absence of a time entry record means the employee is not scheduled to receive a check. Once time entries have been created, users can begin modifying the default employee information on each time entry. Users may edit working hours, tax settings, direct deposit, weeks worked, deductions/earnings, budget distribution and pay rates. Only time entries requiring changes to the employee s default information need to be modified. Depending on an organization s Payroll and H/R integration settings, the information edited on time entries will vary by user. Payroll Processing 3-3

92 Time Entry Maintenance Time Entry Maintenance is composed of the following screens:general, Deductions/Earnings, Direct Deposit and Budget Distribution. This section will cover adding additional time entries and modifying and deleting existing time entries. View/Edit/Delete Existing Time Entries Select Personnel>Payroll>Generate Payroll>Time Entry Maintenance. Figure 3-2 Existing time entries may be retrieved by typing in the information or using the picklists in the Employee Id or Name fields. The picklist only includes employees currently in the payroll. If an employee can not be found in the picklist, a time entry must be added. The << and >> buttons on the toolbar can be used to scroll between time entry records. The Detail toolbar button will display the payroll register, time entry listing or budget distribution report for the employee. Payroll Processing 3-4

93 Time Entry Maintenance Edit Time Entry - General Figure 3-3 After selecting a time entry, click Edit. All editable fields will appear in white. Check Type - Various check types can be selected using the combo box. Select from: Regular, Interim, Manual, Vacation, Other, Overtime, or Special. Check types help to distinguish the type of pay on the check. The Regular type should always be selected for a standard payroll check. When a check type is edited, some of the hours worked fields may become disabled based on the type selected. Note: When importing H/R attendance, users will have the option of importing certain Pay Type hours to a specific Check Type. Weeks Worked - Enter the weeks worked. Hours/Days Worked - Enter the time worked under the Actual Hours column next to the appropriate Pay type. Time earned/ accrued may be entered under the Accrued Hours column. Any shift differential hours can be recorded on the Shift Differential tab. See Figure 3-4. Note: Typically, users importing H/R attendance should not edit time worked on the employee s time entry. Hours entry will be locked on time entries with imported hours. Payroll Processing 3-5

94 Time Entry Maintenance Figure 3-4 Pay Regular Salary - This field will only be enabled for salaried employees. When checked, the employee will be paid their regular salary amount. If deselected, the employee s base pay will be paid at an hourly rate. When the employee s base hours (Regular, Sick, Vacation, Holiday, Comp and Admin) do not equal the employee department s standard base hours, the box must be deselected. Use Fed Supp With Rate - The user may choose to apply the Federal Supplemental Withholding Rate to wages on this check. The rate may be applied to All Wages or Overtime Only. Use State Supp With Rate - The user may choose to apply the State Tax Supplemental Withholding Rate to wages on this check. The rate may be applied to All Wages or Overtime Only. Note: Federal and State Supplemental Withholding Rates can be viewed/edited in Federal Tax Maintenance and City/State Tax Maintenance, respectively. Include Added Taxes... - When selected, any employee additional tax withholding amounts will be taken on this check. Click Save to finalize time entry changes. Edit Time Entry - Deductions/Earnings Click the Next button on the Time Entry Maintenance - General screen to access the Deductions/Earnings screen. Unless a time entry was added with a Check Type that does not include default deductions and earnings, the employee s default deductions/earnings will appear on the time entry. These deductions/earnings can be modified for the current payroll without affecting the employee s standard defaults (Employee Maintenance). Payroll Processing 3-6

95 Time Entry Maintenance Figure 3-5 Edit - The amount or percentage of an existing earning or deduction can be changed. Select a line and double click or click Edit. Click Save when finished. Delete - A deduction/earning can be removed from the time entry by selecting the line and clicking Delete. Click Save when finished. Click Add to assign a new deduction/earning to the time entry. Code - Type in a code or use <F3> to select a deduction/earning code from the picklist. Type - Click in this field and select from Amt (Amount), one of the Prc (Percentage) options, or Spc (Special). An amount should be entered in the Amt/Prc field when Amt is selected. A percentage (e.g = 5.5%) should be entered when Prc or Spc is selected. Note: Selecting the Spc (Special) type will also require a # of Spc Pays to be entered. This type can only be selected when the Deduction/Earning Code Maintenance Calculation Type is set to Spc for this code. Refer to Deduction/Earning Code Maintenance for an explanation of the Spc calculation. Note: The Max Amt and Max Prc fields may only be edited in Employee Maintenance. The YTD Totals for a deduction/earning are system calculated and cannot be changed in this screen. Budget Account - Only enabled for earning codes. A specific budget account can be assigned to an earning code. Type in the account number or use <F3> to access the picklist. Click Save to finalize changes to the Time Entry - Deductions/Earnings screen. Edit Time Entry - Direct Deposit Click the Next button to access the Direct Deposit screen. Payroll Processing 3-7

96 Time Entry Maintenance This screen can be used to adjust the employee s direct deposit allocation for the current payroll. If no information appears on the screen, then the employee is not scheduled to receive direct deposit for this check. Note: Direct deposit accounts cannot be added on the time entry. They must be added on the Employee Maintenance and the time entry will need to be deleted and re-added to include any new accounts. Figure 3-6 Edit - Select an account and click Edit to change direct deposit percentages or amounts for an account. Delete - Select an account and click Delete to remove a direct deposit account for this check. Click Save to finalize any changes. Edit Time Entry - Budget Distribution/Rates Click Next until the Budget Distribution screen is displayed. This screen can be modified to change the budget distribution of the employee s pay and/or to specify pay rates. Note: H/R Attendance Import users recording rates and distribution in the Attendance Batch will not be able to modify the budget distribution for imported time. Payroll Processing 3-8

97 Time Entry Maintenance Figure 3-7 In many cases, this screen will just display 0 hours and rates for each pay type s budget distribution defaults. This just means the hours entered on the General screen will be paid at the employee s default rates for each pay type and will be distributed as shown on the screen. If no changes to the employee s default rates or budget distribution are required, the screen can be left as is. When the employee is not paid a salary amount and no specific rates are selected on this screen, pay types other than Overtime, Special and Shift will be paid at the employee s default Regular rate. Overtime and Special will default to the employee s OT1 and Spcl Rate1, respectively. Shift rates will default to the employee s Shift Id rates. When a pay type does not have a budget distribution allocation on this screen, the system will attempt to distribute any pay entered for these pay types to the Regular pay type budget distribution. However, if the Regular pay type s hours and rates have been modified, the system will not be able to distribute the pay and a warning will appear at the end of the Payroll Register. Edit - Double click a line or select the line and click Edit to change any information. Click Save. Delete - Select a line and click Delete to remove the line. Click Save. Add - Click to add a new line. Pay Type - Click in the field to display the combo box and select a pay type. A pay type is available for each bucket of time that can potentially be recorded on the time entry. Hours - Enter the hours to be distributed for a particular pay type at a particular rate. Payroll Processing 3-9

98 Time Entry Maintenance Note: The system will verify that all pay type hours entered on the Time Entry Maintenance - General screen are accounted for when distributing hours on the Budget Distribution screen. The total time entry hours for each selected pay type can be seen in the Curr Pay Type Hrs field shown in Figure 3-8. Figure 3-8 Rate - Enter the rate of pay or use <F3> to display the employee s default rates as shown in Figure 3-9. Use <F4> to display employee default shift rates. One of the default rates may be selected. Click See Previous Rates to view or select from the employee s previously effective rates. Click Ok. Figure 3-9 Acct - Type in the budget account or use <F3> to select an account. Type - If hours and a rate were previously specified, Amt will default and the calculated distribution amount will appear in the Amt/Prc field. If no hours or rate is specified, the pay for a given pay type may be distributed to various budget accounts using a percentage (Prc). Enter to distribute 100% of the pay for this pay type to a single account. Otherwise, add multiple lines for the pay type and allocate the appropriate percentage of total pay to each budget account. Payroll Processing 3-10

99 Time Entry Maintenance Note: The total budget distribution % allocated for each Pay Type should equal 100%. Click Save when finished. Delete Time Entry Time Entries may be deleted from the payroll at any time. Select the time entry and click Delete on the toolbar. Figure 3-10 Note: H/R Attendance Import users can delete time entries to reset imported attendance for an employee. If the time entry is added again, an employee s attendance can be re-imported. Add Time Entry Time Entries may be manually added to the payroll at any time. Time Entries are often added to pay employees with additional checks or to pay individual employees outside of the normal pay run. Select Personnel>Payroll>Generate Payroll>Time Entry Maintenance. Click Add. Payroll Processing 3-11

100 Time Entry Maintenance Figure 3-11 Enter Employee Id - Type in or use the picklist to select an Employee Id. Pay Prd End Date - Enter the pay period ending date. Direct Deposit - If left checked, the employee will receive direct deposit (if allocated on the Employee Maintenance). If unchecked, the employee will not receive direct deposit for this check. Note: The Direct Deposit checkbox will default based on the setting for the last time entry added. Check Entry Num - The check entry number distinguishes the time entry record from any other time entries that may currently exist for the same employee. The system will accept any check entry number that has not been previously used for the employee. Enter 1 if this is the first time entry for the employee, 2 for the second, and so on. Click Ok. Payroll Processing 3-12

101 Time Entry Maintenance Figure 3-12 Check Type - Before saving the time entry, select a check type. The functionality of each check type for newly added time entries is described below. Regular - Normal pay check. All deductions/earnings and normal hours default. Vacation - Only Vacation hours can be entered. Pay Regular Salary is automatically unchecked for salaried employees. All deductions/earnings default. Interim - Acts identically to a Regular check type. Only used to signify that the check is not for the normal pay frequency. Manual - Zeroes out all hours and allows any type of hours to be entered. No deductions/earnings on check. No attendance can be imported to this check type. Other - Only Other hours can be entered. Pay Regular Salary is automatically unchecked for salaried employees. No deductions/earnings on check. Overtime - Only Overtime hours can be entered. Pay Regular Salary is automatically unchecked for salaried employees. No deductions/earnings on check. Special - Only Special hours can be entered. Pay Regular Salary is automatically unchecked for salaried employees. No deductions/earnings on check. Note: Employees cannot have multiple Regular/Interim checks when importing attendance. Note: Editing the Check Type after the time entry has been saved will not disable or assign deductions/earnings. Payroll Processing 3-13

102 Attendance Import (H/R) Refer to the Edit Time Entry sections above for assistance with completing the rest of the time entry. Click Save when finished. Attendance Import (H/R) This routine imports attendance transactions that have not been previously imported and are less than or equal to the pay period ending date. After the import, the hours on all time entries with imported hours are not editable. For salaried employees, no hours with Pay Type of Regular or None are imported. For hourly employees, no hours with Pay Type of None are imported and Regular hours will only be imported if designated to do so on the Employee Maintenance. All attendance transactions for the current payroll should be updated prior to running this routine. Select Personnel>Payroll>Generate Payroll>Attendance Import. Figure 3-13 Put... Hrs on... Check (if it exists) - These checkboxes enable the user to import certain types of hours to corresponding employee check types. For example, if a Vacation check type is added in Time Entry Maintenance for an employee, any vacation hours can be imported to the Vacation check instead of the employee s Regular time entry. Additional employee check types must be added to Time Entry Maintenance before running the Attendance Import. Payroll Processing 3-14

103 Attendance Import (H/R) Period Ending Date - Attendance transactions that have not been previously imported and that are less than or equal to this date will be imported. Report Seq - The H/R Attendance Import Listing can be printed in Department Id or Employee Id order. Create Time Entries for Hourly Employees with Attendance Transactions and No Time Entry - Selecting this option will automatically add a Regular time entry for any hourly employees with attendance to import and no Regular or Interim time entry in the current payroll. The option is especially useful for part-time or seasonal type employees who do not have standard work hours and are excluded in the initial time entry creation process. When this option is selected, the fields used to populate the information for the newly created time entries will become enabled. Options are described below. Generate Direct Deposit - Select to default direct deposit on newly created time entries. Employees without direct deposit accounts information will still receive a check. Weeks Worked - Enter the default number of weeks worked for newly created time entries. Include Hrs Per Pay - If checked, time (e.g. vacation, sick, admin, etc.) will accrue on time entries created for any employees who have Hrs Per Pay entered on their Employee Maintenance Hrs screen. Use Fed Supp With Rate - In most cases, this setting should not be changed. This option will set all time entries created by the routine to use the Federal Supplemental Withholding Rate. The user may choose to apply the special withholding rate to All Wages or Overtime Only. This setting can be applied to individual time entries in Time Entry Maintenance. Use State Supp With Rate - In most cases, this setting should not be changed. This option will set all time entries created by the routine to use the State Tax Supplemental Withholding Rate. The user may choose to apply the special withholding rate to All Wages or Overtime Only. This setting can be applied to individual time entries in Time Entry Maintenance. Include Added - Select the taxes for which any additional employee withholding amounts should be included on the newly created time entries. Include Deduction/Earning Frequencies - Only deductions/earnings with the selected pay frequencies will appear on the newly created time entries. Pay Period Begin Dates - Enter the pay period start dates for any of the enabled employee pay frequencies. Note: All of the default settings for newly created time entries can be modified in Time Entry Maintenance for individual employees. Click Next to run the routine. The printer dialog box will appear in order to print the H/R Attendance Import Listing. This listing will display imported time and then provide a list of warnings and/or errors. The Error/Warning Listing should be reviewed in detail to identify any potential payroll issues. Errors must be corrected. Corrections to Imported Attendance FAQ: I ve noticed mistakes with imported attendance and I need to make corrections? Once attendance has been imported to payroll, time entries with imported time are locked and must be reset to allow the attendance transactions to be adjusted or to import additional attendance. There are two options for resetting time entries with imported attendance. Read both options below before making a decision on the best option for your particular situation. Payroll Processing 3-15

104 Attendance Import (H/R) Note: Refer to the H/R Attendance chapter for assistance with adjusting/entering attendance. Attendance Import Correction - Option 1 Delete the employee time entries that have incorrect hours and then re-add the time entries. Once the time entries have been readded, they will no longer be flagged with Imported Hours and the attendance on these time entries can be adjusted. The Attendance Import can be run again and only new or reset attendance transactions (non-imported) will import. Note: This option is best suited when a manageable number of attendance additions/corrections need to be made. All correctly imported time will remain on the time entries and the Attendance Import will only import the additions and corrections. Attendance Import Correction - Option 2 Run the Reset Time Entries for Attendance Import routine located at the bottom of the Generate Payroll menu. Figure 3-14 This routine resets all attendance transactions imported to time entries, which unlocks the time entries and flags all of the imported attendance transactions as Non-Exported. No time entries are deleted. Because the attendance transactions are no longer flagged as Exported, the transactions can be adjusted in H/R. New attendance transactions can be entered and will import along with any adjusted transactions to any existing time entries. Note: It is best to run this routine when a large number of attendance transactions need to be adjusted or entered. Note: This routine will erase all Budget Distribution changes on employees that have imported hours. Payroll Processing 3-16

105 Time Entry Listing Time Entry Listing The Time Entry Listing is a temporary report that can only be produced when time entries exist. It will show all of the employees scheduled to be paid. The report will display pay type hours, rates, gross pay, and has options to include deductions and earnings. It is recommended this listing be printed after time entries have been edited and attendance imported (if applicable) to ensure the correct hours and rates of pay have been entered/imported. Select Personnel>Payroll>Generate Payroll>Time Entry Listing. Figure 3-15 Select Sort Sequence - The report can be ordered by Employee Id, Department Id, Location Id. Range of Pay Prd End Dates - Make sure the pay period ending date range encompasses the pay period ending date for the payroll. Time Entry Type - H/R only. Options are available to display only time entries with or without imported attendance. Otherwise, Both should be selected. Include Earnings - Check to include earning code amounts. Include Deductions - Check to include deduction code amounts. Print Only Manually Changed Entries - If selected, only time entries that have been edited in Time Entry Maintenance will be included on the report. Payroll Processing 3-17

106 Calculate GTL Imputed Income Calculate GTL Imputed Income This is an optional routine for users who calculate taxes on employee Group Term Life Insurance benefits. Running this routine will calculate a taxable only earning (imputed income) to ensure that employees are taxed on the cost of life insurance coverage they receive over $50,000. For qualified employees, the routine will assign a tax only earning code to time entries. The following factors play a role in the calculation amount and whether or not employees will be included in the calculation. Time entry must exist Accurate set-up of employee Pension tab (Employee Maintenance) Accurate set-up of Pension Maintenance Accuracy of birth date Pension Salary Employee Maintenance - Contributory Insurance Deduction Code (if applicable) GTL Rates Maintenance Select Personnel>Payroll>Generate Payroll>Calculate GTL Imputed Income. Figure 3-16 GTL Run Option - Select one of the GTL calculation options: Current Payroll- Calculates GTL earnings for the current payroll only. Period to Date Reconciliation- Calculates what the system estimates the GTL earnings for each employee should have been from the beginning of the year up to and including the Reconcile As of Month entered and then calculates what the actual earnings for that employee were from the beginning of the year up to and including the Reconcile As of Month. An earning code (IMP) is then created for the difference between these two amounts. It will NOT create negative earnings if an employee has been over-taxed. Year End Reconciliation- On or before the last payroll of the year, the Year End Reconciliation option can be chosen when calculating GTL Imputed Income during the payroll process. This reconciliation will ensure that an employee has been taxed on the proper earning amount for the year. Using an employee s Pension Salary history, the system Payroll Processing 3-18

107 Calculate Payroll/Budget Distribution will calculate the GTL earnings that each employee should have had for the year and compare that amount to the employee s actual GTL earnings. If the employee has not paid enough taxes, the system will then create a taxable earning (tax only) for the difference between these two amounts. It will NOT create negative earnings if an employee has been over-taxed. Note: The payroll must be calculated before and after running either the Period to Date or Year End Reconciliation options. Print the Report - If checked, the other options will become editable. The GTL report will show the taxable earning amount created for each employee and will show the factors (pension salary, contribution factor, etc.) involved in the calculation for each employee. Sort Sequence - Choose how to sort the report: Employee Id, Department Id, or Last Name. Print Employees with Zero Taxable Amt - When selected, all employees will appear on the report regardless of whether an earning was calculated for the employee. Click Next to run the routine. Note: This routine can be run as many times as needed, but it is not necessary to repeat the routine every time a minor correction, unrelated to the GTL calculation, is made to the payroll. Always run the Calculate Payroll/Budget Distribution after running this routine. Calculate Payroll/Budget Distribution This routine is mandatory and must be run before attempting to print checks. The routine calculates the numbers that appear on the Payroll Register and Budget Distribution reports. Note: This routine must be run after every change that affects the current payroll. The Payroll Register must be free of any errors before the checks can be printed. Select Personnel>Payroll>Generate Payroll>Calculate Payroll/Budget Distribution. Payroll Processing 3-19

108 Calculate Payroll/Budget Distribution Figure 3-17 Enter Check Date - Enter the payroll check date. Running this routine is the only way to change the change check date for the payroll. Include Voids on this Payroll - When checked, any checks voided prior to this payroll and which have not been previously included on a prior payroll, will be included in the current payroll totals. The void check totals will appear in the void column on the current Payroll Register and will be accounted for on the Budget Distribution report. Note: Typically, void checks should be included in all standard payroll runs. Budget Distribution/Payroll Register Sort Sequence - The system will prompt the user to automatically print the Budget Distribution and Payroll Register reports upon completion of the payroll calculation. If the reports will be printed at this time, identify a sort sequence for each report. The options to Print Page Break After Dept and Include Accrued Balances only apply if you ll be printing the register during the calculation (not recommended). Note: In most cases, it is recommended the print dialog box be cancelled after the payroll calculation finishes. This will allow the user to review the Payroll Register and Budget Distribution reports on the screen prior to printing final hard copies of these lengthy reports. The reports can be checked for errors and totals can be compared in order to identify any obvious problems that will require changes to the payroll. Payroll Register and Budget Distribution reports for the current payroll may be printed using the menu options for each report located under the Generate Payroll Menu. Click Next to run the routine. A print dialog box will appear when the calculation is finished. The Payroll Register and Budget Distribution reports will print if Ok is selected. Payroll Processing 3-20

109 Calculate Payroll/Budget Distribution Payroll Register The Payroll Register should be reviewed in detail prior to printing payroll checks. The report will display employee totals and payroll summary pages. It will also display any warnings, errors, and/or budget distribution discrepancies. Note: The last page(s) of the Payroll Register will identify any employees with errors. The Employee Id and page number the employee appears on will be identified. The specific error message will be located under the employee s totals. All errors MUST be corrected and the payroll re-calculated in order for checks to be printed. Note: The last page(s) of the Payroll Register will also identify any employees with Payroll Register/Budget Distribution discrepancies. If an employee is listed under this section, the employees Gross Pay has not been fully distributed to the budget. Although the checks can still be printed without fixing these discrepancies, it is highly recommended corrections are made and then the payroll is re-calculated. Choosing not to correct these errors will affect the Finance module and calculation of employer liability totals. Select Personnel>Payroll>Generate Payroll>Payroll Register Report. Figure 3-18 Select Sort Sequence - Choose the sort order for the report. Include Accrued Balances - Checking this option will include ending balances for sick, vacation, etc. Print Only Changed Entries - If selected, the register will only show employees with manually added or modified time entries. Payroll Processing 3-21

110 Calculate Payroll/Budget Distribution Note: The Total Gross Pay reported on the register should match the total gross pay distributed on the Budget Distribution Report. Budget Distribution Report The Budget Distribution report shows the current payroll s expense distribution. Select Personnel>Payroll>Generate Payroll>Budget Distribution Report. Select Sort Sequence - Choose the sort order for the report. Figure 3-19 Note: The total gross pay distributed on this report should match the Gross Pay total on the Payroll Register. Employee gross pay/budget distribution discrepancies are reported at the end of the Payroll Register. Payroll Processing 3-22

111 Print Checks/Update Payroll Print Checks/Update Payroll 1. Does the Payroll Register match the Budget Distribution? STOP 2. Have you reviewed the Time Entry Listing to ensure correct hours and rates have been assigned/imported? 3. Have you reviewed the Payroll Register to ensure the correct check date, check amounts, deductions, taxes, and earnings have been calculated? Have payroll totals been reviewed? 4. Were there any special circumstances for this pay that were not taken into account? e.g. Second checks, additional withholdings, special deductions, etc. 5. Are checks loaded properly in the printer with the correct starting number? Select Personnel>Payroll>Generate Payroll>Print Checks/Update Payroll. Note: Users who print PDF direct deposit notices should refer to Figure All other users should refer to Figure Figure 3-20 Payroll Processing 3-23

112 Print Checks/Update Payroll Figure 3-21 Print Type - This option will only appear when printing PDF direct deposit notices. Users will perform two check runs, one for live checks and the other for direct deposit notices. Two check registers will be produced, but a single budget distribution batch will be created. Check Printing Sequence - Select the order in which to print checks: Employee Id, Dept Id/Employee Id, Dept Id/Employee Name, Location Id/Dept Id/Emp Id. Check Date - Will appear if the payroll has been calculated and there are no errors that need to be corrected. Note: The payroll must be recalculated in order to change the check date. Budget Distribution Batch Id - This Id will identify the Budget Distribution Batch created when the payroll is updated. Up to 8 alphanumeric characters can be used. Message Printed on Check Stub - A message can be printed on the check stubs if desired. Click Next. Payroll Processing 3-24

113 Print Checks/Update Payroll Figure 3-22 Note: Users who print PDF format checks will not see the Printer Type and Alignment options. Starting Check Number - Enter the starting check number for this check run. Note: A lower check number cannot be entered. Contact an E&A representative if a number appears that is higher than the expected starting check number. Printer Type - Most users should select Laser. The X Offset and Y Offset fields are used to adjust the alignment of laser checks. X adjusts right and Y adjusts up and down. Note: Are the checks in the printer? Is the starting number correct? Note: It is recommended that an alignment check is printed to ensure that all checks will print properly. However, this step may be bypassed. If printing an alignment check, click Alignment Check. Select the appropriate printer before clicking Ok. Figure 3-23 will appear. Click Yes if the check came out of the printer on the correct check number, regardless of whether the alignment is accurate. Click No if nothing prints or if the correct check number is not printed. If Yes is selected, Figure 3-24 will appear. Click Yes if the check is aligned properly. Click No if it is not aligned. Payroll Processing 3-25

114 Print Checks/Update Payroll Figure 3-23 Figure 3-24 If No to Figure 3-24, adjust the offset of the alignment and try again. If Yes to Figure 3-24, the system will prompt to start printing at the next check number. Verify the check number before answering Yes. If the number is different, click No and start over. When checks begin to print, Figure 3-25 will appear. Figure 3-25 DO NOT enter the last check number until ALL checks have finished printing. If no checks print, enter 0 and start over. Enter the last physical check number printed. If the check number entered agrees with what should be the last check number, Figure 3-26 will appear. If the check number is different, refer to the Check Printing Issues section below. Figure 3-26 Payroll Processing 3-26

115 Print Checks/Update Payroll Click Yes to proceed and all checks will update. The system will prompt to print a check register. Note: Do NOT print the Check Register until checks are removed from the printer. Check Printing Issues The following figures and instructions will assist the user in handling situations where checks did not print successfully. The instructions below are not necessarily appropriate for every unique situation that may arise. If unsure, please contact an E&A representative before proceeding. If a check number is entered lower than the correct ending check number, a message similar to Figure 3-27 will appear. Figure 3-27 The answer will depend on the type of situation that caused the error. If Yes is selected, the system will attempt to print the employee checks originally scheduled to print on the check numbers shown. The user will have the option of identifying a new starting check number. If No is selected, the user will have the option of voiding the checks (Figure 3-29) or updating the checks that did print and re-printing the checks that did not print. If a check number higher than the correct ending check number is entered, a message similar to Figure 3-28 will appear. Figure 3-28 Click Cancel to go back. Click Ok to void any checks that did not print correctly (Figure 3-29). Payroll Processing 3-27

116 Budget Distribution Figure 3-29 Check the box next to the appropriate checks to void. The system will provide an opportunity to reprint the voided checks. Budget Distribution After the payroll checks are updated, a Budget Distribution Batch will be created. The batch will contain the distribution of payroll expenses for the current payroll. The user has the option of sending the batch to the Finance module in the form of a Budget Batch or Purchase Order. If the batch will not be sent to Finance, it can simply be updated in Payroll. Only the account numbers may be changed in the Payroll Budget Distribution Batch. Any changes to allocation amounts must be done after the batch is updated to Finance. The following sections describe the various Budget Distribution Update options. Select Personnel>Payroll>Generate Payroll>Budget Distribution. Payroll Processing 3-28

117 Budget Distribution Figure 3-30 Batch Id - Use the picklist to select the Batch Id for the current payroll. Create - Choose whether to create a Budget Batch or P.O. If the batch will not be updated to Finance, leave the field blank. Note: Budget Batches are best suited for users who prefer to post a journal entry to record the posting of the payroll. Purchase orders can be created for users who want to process a manual or computer check number. Automatically Override Over-Encumbered Controls - If the batch is being sent to Finance and the user has appropriate budget security, this field will enable. Select the box to override any budget account over-encumbrances. If the box is not selected, any over-encumbered accounts charged in the batch appear as errors on the Batch Verification listing and will need to be manually overridden in the batch. Note: If the Automatically Override Over-Encumbered Controls box is grayed out, the user signed in to the system lacks the security clearance to over encumber budget control accounts. A user with the proper security level must create the batch. Refer to the appropriate section below for instructions on updating a Payroll Budget Distribution Batch. If not updating to Finance, update the batch with the Create field left blank. Payroll Processing 3-29

118 Budget Distribution Create P.O. Figure 3-31 P.O. No - Accept the default P.O. number or assign a new number. Vendor No - Use the picklist to select the payroll purchase order vendor. P.O. Descript - Enter a default description for the Purchase Order Maintenance screen. Line Item Status - All purchase order line items created will be assigned the selected status. Line Item Descript - Enter a default description for each purchase order line item created. Enc Date - All purchase order line items will be assigned the specified encumbrance date. Click on the Batch Verification Listing button and click Next. The verification listing must be printed in order to update the batch. Leave the Print Budget Totals Only box selected to only print account totals on the verification listing. If the box is deselected, the distribution for each employee will be listed. Review the batch for any warnings or errors. The batch cannot be updated with errors. Note: The most common errors appearing on Payroll Budget Distribution Batch verification listings are overencumbered accounts. These errors can be cleared up by checking the Automatically Override Over- Encumbered Controls box. Otherwise, the errors may be manually overridden with the Batch Entry. Payroll Processing 3-30

119 Budget Distribution Once the batch has been successfully verified, click on Update Batch and select Next. The purchase order can be viewed/modified in Purchase Order Maintenance. Create Budget Batch Figure 3-32 Entry Descript - This description will default for each journal entry line created. Click on the Batch Verification Listing button and click Next. The verification listing must be printed in order to update the batch. Leave the Print Budget Totals Only box selected to only print account totals on the verification listing. If the box is deselected, the distribution for each employee will be listed. Review the batch for any warnings or errors. The batch cannot be updated with errors. Note: The most common errors appearing on Payroll Budget Distribution Batch verification listings are overencumbered accounts. These errors can be cleared up by checking the Automatically Override Over- Encumbered Controls box. Otherwise, the errors may be manually overridden with the Batch Entry. Once the batch has been successfully verified, click on Update Batch and select Next. The Budget Batch can be modified and updated under Finance>Budget Account>Budget Batch. Payroll Processing 3-31

120 Budget Distribution Edit Account Numbers in Payroll Budget Distribution Batch Entry Only account numbers may be edited in the Payroll Budget Distribution Batch. Use the picklist to select a Batch Id in the Payroll Budget Distribution Batch. With the Batch Entry button selected, click Next. A screen similar to the one below will appear. Figure 3-33 Select a line to modify. The GoTo button on the toolbar can be used to jump to a particular sequence number in the batch. Sequence numbers are found at the end of each line in the batch and on the verification listing (detailed only). Click Edit. Type in a budget account number or use <F3> to select one. Click Save. Manually Create Payroll Budget Distribution Batch A manual Budget Distribution Batch can be created and updated in the Payroll system to reflect budget distribution changes that have been made in the Finance system. This is completely optional and is really only applicable to users who compare the Payroll Budget Distribution History report to Finance reports. Changes made in this batch will only affect the Payroll Budget Distribution History report. Select Personnel>Payroll>Generate Payroll>Budget Distribution. Figure 3-34 Type the word MANUAL in the Batch Id field and press Enter. Notice the Batch Type description in the above figure. Payroll Processing 3-32

121 Budget Distribution With Batch Entry selected, click Next. Click Add. Figure 3-35 Account No - Type in a budget account or use <F3> to select one. Emp Id - Type in an Employee Id or use <F3> to select one. Series - Enter the check series for the check number that will be entered. The check series acts as a checking account. Check - Enter the payroll check number being distributed. Chk Date - The check date will default if an existing employee/check number combination is entered. Amount - Enter the gross pay. The Social Security and Medicare wages affected by the amount of the change can be entered in the SS-Amount and Med- Amount fields. These wages are only used if the payroll check is subsequently voided. The wages will be used for the purpose of calculating employer liabilities for Social Security and Medicare on the Budget Distribution report. A P.O. # that currently exists on the system can be entered for purposes of referencing the change made in the Finance system. Nothing is affected on the purchase order when the manual change batch is updated. Leave the field blank if the change was made in a Budget Batch. Click Save when finished. The batch must be verified and updated before the changes to the Budget Distribution History report will take effect. Payroll Processing 3-33

122 Generate Direct Deposit Generate Direct Deposit This routine creates the direct deposit ACH file. The user is responsible for transmitting the file to the bank. Select Personnel>Payroll>Generate Payroll>Generate Direct Deposit File. Figure 3-36 Check Date - The check date is only entered to identify the checks to be included on the file. The date entered in this field will not appear on the file. Checks to Include - If multiple payroll check runs were dated with the specified check date, select the check run(s) to include. Effective Date - The effective date for the direct deposit will appear on the file. Output File Name - The file creation path and name should default from the direct deposit parameters in Personnel Parameter Maintenance. The path and file name may be changed. Print Account Number - When selected, employee account numbers will be displayed on the Direct Deposit report. To run the routine, select Next. The user will be prompted to print the Direct Deposit report. The Direct Deposit report provides the direct deposit account allocation for each employee. Note: The Generate Direct Deposit File routine can be run as many times as necessary and will simply replace the current file. Payroll Processing 3-34

123 Generate Direct Deposit Note: Voided checks will not appear on the direct deposit file. Payroll Processing 3-35

124 CHAPTER 4 Employee Reports This chapter will discuss the various employee reports available under the Personnel>Employee menu. Note: All reports can be printed to the screen or printed to paper. Employee Listing The Employee Listing gives users the ability to reproduce information stored on the various tabs and screens of Employee Maintenance. Select Personnel>Employee>Employee Listing. Employee Reports 4-1

125 Employee Listing Figure 4-1 Select Sort Sequence - The report can be sorted by any of the following options: Employee Id, Last Name, Social Security #, Department Id, Location Id, Workers Comp Class or Position Id. Select Report Type - Detailed - Enables the user to select from the check boxes representing the various tabs and screens of Employee Maintenance. Condensed - Will print a report listing general information about the employee. Some of this information includes address, social security number, position, salary, birth date, phone numbers, and marital status. Super Condensed - Only prints name, address, department, social (optional), pay frequency, employee type (hourly/ salary), and phone number (optional). Status - Employees may be excluded from the report based on their current status (e.g. Active, Terminated, Leave of Absence). If selecting a particular non-active status, the Range of Status Dates can be used to select employees based on their status date. For example, the status date range could be used to identify only employees terminated during the current calender year. Select Options to Include - The Detailed report will display all information on the tabs or screens selected. Employee Reports 4-2

126 Employee Labels Employee Labels Employee address labels can be printed to laser or dot matrix printers. Avery 5160 labels are required for laser. Avery 4603 (3.5 x 15/16) labels are required for dot matrix printers. Labels may be printed for employees with a particular status (e.g. Active, Leave of Absence, etc.). Select Personnel>Employee>Employee Labels. Note: An alignment label can be printed using the Check Alignment of Labels button. The X offset adjusts to the right and the Y offset adjusts up and down. Employee Custom Listing The Employee Custom Listing enables the user to select the columns of employee data to include on the report. The user can select from any of the employee data fields on the Employee Maintenance General Data tabs or Tax Exemptions screen. Earning totals for the various pay types can also be selected. The report may be printed in portrait, landscape or can be generated directly to Excel. Custom report selections can be saved as a query and later retrieved in order to generate a report with refreshed data. Select Personnel>Employee>Employee Custom Listing. Employee Reports 4-3

127 Employee Custom Listing Report Type - Portrait, Landscape or Excel. Figure 4-2 Only employees that meet the criteria specified in the Range of Employees, Range of Departments, Status, and Pay Group Cat fields will appear on the report. Use the Column fields to select the employee data fields to appear on the report. Columns 1-3 will default to the fields (Emp_ID), (Last_Name, Suffix), and (First_Name, Middle_I). These columns can be changed. Note: The number following the column description refers to the maximum character length of the selected data field. The portrait and landscape versions of the report will prevent the user from creating a report that exceeds the available page width. Skip - If this box is checked next to a data column, the employee record will not be printed if the data is blank. For example, if the (Cell_Phone) field is selected and Skip is checked, the report will exclude any employees who don t have a cell phone number. Order By: - These fields allow the report to be sorted by the data in particular columns. For example, the report can be printed in last name order by using the first Order By: field to select the column number containing the (Last Name) field. The report can be Employee Reports 4-4

128 Employee HR Detail Listing (H/R Users) further ordered by using the Then: combo boxes. All data is ordered in ascending order unless the appropriate Descending checkboxes are selected. Include Subtotals - Each time a sort column is chosen, the Include Subtotals checkbox will be enabled. Checking this box will print an employee count for unique information contained in the column. For example, if the report is ordered by employee status and the Include Subtotals checkbox was selected, the report will print the total number of Active employees, total Terminated, etc. Date Range for Calculated Fields - When selecting a calculated field (e.g. Gross Pay), the field will calculate totals for the date range entered. Save Custom Report Selections When the same report will need to be run on multiple occasions with refreshed data, the report selections can be saved as a query and later retrieved. This saves the user the hassle of having to re-select report options each time they want to generate the same report. After choosing the desired report selections, click Save on the toolbar (Figure 4-2) and a Windows dialog box will appear enabling the report query to be saved. Browse to the location where the file will be saved and type a file name. Click Save. The file will be saved automatically with the (.ser) file extension. Retrieving a Saved Report If the parameters for a customized report have been previously saved, the report may be regenerated with refreshed data by returning to the Employee Custom Listing report screen and opening the saved file. Click Open on the toolbar (Figure 4-2) and a Windows dialog box will appear. Browse to the saved query file, select it, and click Open. All of the report parameter selections will appear and the report can now be reprinted. Employee HR Detail Listing (H/R Users) The Employee HR Detail Listing contains employee information listings for the following Employee Maintenance screens: Benefits, Dependents, Dependent/Benefits, Job History, Other Compensation, Salary History, Education/Training, Disciplinary or LOA History. Each listing contains a variety of sequencing and filtering options to produce a customized report of the information contained in these screens. Select Personnel>Employee>Employee HR Detail Listing. Employee Reports 4-5

129 Employee Deduction/Direct Deposit Comparison Figure 4-3 Listing Type - Select an Employee Maintenance screen from which to produce a report. Report options will vary based on the screen selected. A variety of sort sequence and filtering options are available for each listing. Employee Deduction/Direct Deposit Comparison This report will identify any employees that do not have a direct deposit allocation for a particular deduction. The report is useful when a particular deduction is typically included on the direct deposit ACH file. Reviewing the report will help to prevent the situation where a deduction is withheld from an employee s pay, but never transmitted to the appropriate bank account or agency vendor. Select Personnel>Employee>Employee Deduction/Direct Deposit Comparison Report. Substitute Availability Listing (School Boards Only) This listing is used to identify substitutes who are available to work on particular days of the week. Employee Reports 4-6

130 Substitute Availability Listing (School Boards Only) Note: The Substitute Maintenance must be completed in order for this report to produce any information. Select Personnel>Employee>Subsitute Maintenance. Select Personnel>Employee>Subsitute Availability Listing. Figure 4-4 Select Print Sequence - The report can be printed in Employee Id or Last Name order. Position/Location Range - The report will only include substitutes with position and location preferences in the ranges specified. Days Available - Only substitutes available on the days selected will appear on the listing. Employee Reports 4-7

131 CHAPTER 5 Reports Menu This chapter will cover the Personnel>Reports menu. Time Worked This report shows employee number of hours worked and gross pay earned for each pay type (e.g. Regular, Overtime). Shift differential and earnings paid with an earning code can also be included on the report. Select Personnel>Reports>Time Worked. Reports Menu 5-1

132 Check Register History Report Figure 5-1 Select Sort Sequence - The report may be ordered by Employee Id, Department Id or Workers Comp Class. Select Report Format - A Detail report will display the time worked for each payroll that falls within the date range selected. A Condensed report summarizes the time worked for a pay type during the date range selected. Date Range - The report can display time worked based on a Pay Period or Check Date range. Enter the appropriate date range. Select the Pay Types to include on the report. Check Register History Report After each payroll run, a check register can automatically be printed. However, the Check Register History report is available at any time to print a customized register for any updated payroll checks. The Check Register History report provides the gross amount of pay, check amount, and direct deposit amount. It also provides the current status of each check (void, reconciled, etc.). Select Personnel>Reports>Check Register History Report. Figure 5-2 Reports Menu 5-2

133 Deduction/Earning History Check Series - This selection identifies the numbering sequence of checks (similar to a checking account in the Finance module). The current check series will always default. If older checks were updated or moved to another check series, the number can be changed. The user should be conscientious of the Check Id, Check Date, Pay Period End Date, and Reconciliation Date ranges on the report. Checks will be excluded from the report when they fall outside of any of these ranges. The Range of Pay Prd End Dates can be left blank and the Range of Recon Dates can be disabled by deselecting the Reconciled check status (will not display reconciled/cleared checks). Select Check Type to Include - Specific check types can be excluded from the report by deselecting any of these options. Select Status to Include - Open refers to outstanding checks. These options can be used to used to produce a listing of outstanding, cleared or voided checks. Select Void Code to Include - The MCSJ system recognizes various types of void checks. If the Void check status is selected, special attention should be paid to the various types of void checks. Manual Void refers to checks that have been voided using the Void Payroll Check Routine. Deduction/Earning History This report can be run to show employee deduction and earning code history. It can also be used to show remaining balances on deductions and earnings that have max amounts. The report can be generated to Excel and template selections can be saved for future use. Select Personnel>Reports>Deduction/Earning History. Reports Menu 5-3

134 Deduction/Earning History Figure 5-3 Select Sort Sequence - Use the drop down arrow to select from the following choices: Employee Id, Last Name, Ded/Earn Code, Department Id. The report will print in the order you select. Select Report Type - Detail - Will show deductions/earning amounts per pay. Condensed - Shows date range totals for deduction/earnings. Balance - Will show balances remaining on deduction/earning codes for each employee selected. Report Title - The report can display a customized title if one is entered in this field. Print Comment - Prints the comment field next to the deduction/earning on an employee s Deductions/Earnings screen. Include Zero Balances - If running a Balance type report, check this box to include all employee default deduction/earning codes even if they have no balance. This option is commonly used to print a list of employees and their default deductions. Saving/Opening Report Templates When the same report will need to be run on multiple occasions with refreshed data, the report selections can be saved as a query and later retrieved. After choosing the desired report selections, click Save on the toolbar and a Windows dialog box will appear enabling the report query to be saved. Browse to the location where the file will be saved and type a file name. Click Save. The file will be saved automatically with the (.ser) file extension. Click Open on the toolbar and browse to a saved query file to open it. Reports Menu 5-4

135 Direct Deposit Direct Deposit The Direct Deposit report shows direct employee deposit totals per pay. The report is ordered by Employee Id. A totals page will show direct deposit totals by routing number (bank). Select Personnel>Reports>Direct Deposit. Figure 5-4 Check Date Option - Select to run the report for a Range of Check Dates or a Single Check Date. The user will have the option of selecting a particular check run when running the report for a single check date. Print Account Number - If checked, employee bank account numbers will be displayed. Payroll Register History The Payroll Register History report can reproduce updated payroll totals in numerous sort sequences and varying levels of detail. Select Personnel>Reports>Payroll Register History. Reports Menu 5-5

136 Payroll Register History Figure 5-5 Select Sort Sequence - Determines the order of the Detail or Condensed reports. Ordering options include: Employee Id, Last Name, Department Id, Location/Department Id, Pension/Department Id, and Pension/Employee Id. Select Report Type - Detail - Will print totals for each employee check included on the report. Condensed - Will only print employee totals during the time period specified. Totals Only - Will print only a totals page and does not list individual employees. Select Void Date to use - The option selected in this field will determine how void checks are included on the report. See below: Date void included on payroll - The void column on the report will include all checks that were included as void on Payroll Registers during the check date range. Date check was voided - The void column on the report will include all checks voided with a void date in the check date range. Print Employees with Zero Current Activity - When selected, employees who have no payroll activity during the check date range will be included on the report. Print Manual Voids Only - When selected, only manually voided checks originally dated within the check date range will appear on the report. Enter a Range of Void Dates if this option is selected. Reports Menu 5-6

137 Budget Distribution History Budget Distribution History This report shows the payroll expense history for each selected payroll date. The report can be ordered by account, employee, or department. The report may be run for selected ranges of accounts, employees, departments, and/or check dates. Select Personnel>Reports>Budget Distribution History. Figure 5-6 Payroll Attendance Sheets If your organization does not have time cards, the Payroll Attendance Worksheets can be printed as a way to keep track of employee hours. The worksheets allow for hours to be recorded as well as any special deductions/earnings that may need to be recorded. Attendance sheets can be printed by Employee Id, Last Name, Dept Id, or Location Id. Select Personnel>Reports>Payroll Attendance Sheets. Reports Menu 5-7

138 Sign In/Out Sheets Sign In/Out Sheets Weekly worksheets to be used for recording employee sign in/out times can be printed for the employees in selected departments. Select Personnel>Reports>Sign In/Out Sheets. Vacation/Sick/Personal Time Status Report This report displays employee accrued time balances. It shows carryover, YTD accrued, used, and available time for each type of stored hours (i.e. Sick, Vacation, Admin, Comp, Other, Holiday-optional). A Detail report option will show the pay dates for which the employee s time was used. Note: H/R Users should utilize the Attendance History report to display the actual dates of used time. This report will only display the payroll check date on which the time was included. Select Personnel>Reports>Vacation/Sick/Personal Time Status Report. Figure 5-7 Select Sort Sequence - The report may be ordered by Employee Id or Department Id. Report Format - Condensed displays time balances only. Detail will show the pay dates for which the employee s time was used during the Absence Detail Date Range. As of Date for YTD Totals - Time balances are calculated as of the date entered. Reports Menu 5-8

139 Longevity Report Longevity Report The Longevity report shows employee years of service and YTD gross pay by Union or Longevity Id. Select Personnel>Reports>Longevity Report. Figure 5-8 Date Type - Use the combo box to tell the system how to calculate years of service on the report. Select Hire Date or Current Position Start Date as the beginning date for calculating years of service. As of Date - Only employees hired (hire date) or working in their current position (current position start date) as of this date will be included on the report. Range of Anniversary Dates - The report will only include employees whose hire or position start dates have anniversary dates that fall within the month/day range specified. EEO (Equal Employment Opportunity) Report (H/R Only) The EEO Report produces information required for compliance reporting by the Equal Employment Opportunity Commission. Note: The Municipal version of the report is EEO-4. The School Board version of the report is EEO-5. Select Personnel>Reports>EEO Report. Reports Menu 5-9

140 EEO (Equal Employment Opportunity) Report (H/R Only) The EEO-4 report parameter screen is displayed in Figure 5-9. The EEO-5 is displayed in Figure EEO-4 In order for this report to provide accurate information, the following information should be completed: Each department (Department Maintenance) should be assigned an EEO Function Each position (Position Maintenance) should be assigned an EEO Class Employee should be assigned a Position Id (Employee Maintenance - Main) Employee race should be completed (Employee Maint - Demographics) Employee salary should be entered (Employee Maint - Salary/Rates) The EEO Control Number should be completed in Personnel Parameter Maintenance Figure 5-9 Report Type - Depending on your organization s number of employees, select from one of the paper formats or choose the Electronic File option. The electronic file will be created in the MCSJ\ImportFiles directory as shown in the above figure. The Grand Totals Only report is a summary report for all functions. Note: Written permission is required from the EEOC in order for the electronic file format to be accepted. Reports Menu 5-10

141 Employee Dependent/Benefit Report Certify Each Report - Each report must be certified or a summary sheet must be completed when submitting the report. To print the certification information on each report, check the box and complete the contact information. Note: Refer to for more information. EEO-5 In order for this report to provide accurate information, the following information should be competed: Each position (Position Maintenance) should be assigned an EEO Class Employee should be assigned a position and location (Employee Maintenance - Main) Employee race should be completed (Employee Maint - Demographics) Figure 5-10 The By Location report will provide statistics by location. The Grand Totals Only report will summarize statistics for all locations. Employee Dependent/Benefit Report This report lists the employees and dependents covered under selected benefit plans. Ages, coverage types and coverage dates are included in the detail. The report can be generated to Excel. Reports Menu 5-11

142 Cobra Recipient Report (H/R Only) Figure 5-11 Cobra Recipient Report (H/R Only) This report will produce a list of employees receiving COBRA benefits. It will provide the benefits being received and the related benefit information. Select Personnel>Reports>Cobra Recipient Report. Reports Menu 5-12

143 Benefits Reconciliation Report (H/R Only) Figure 5-12 Select Sort Sequence - The report can be printed in Employee Id, Last Name, Department Id or Location Id order. Include Termination Details - When selected, the termination status code selected for the employee will print. (e.g. Retire, Layoff) Benefits Reconciliation Report (H/R Only) This report will identify employees with mismatching benefit and payroll deduction information. The report will print each employee with a Benefit Id and/or Deduction Code linked in Benefit Id Maintenance. The report will provide warning messages under each employee without corresponding benefits and deductions or where the deduction amounts are not consistent with the employee s benefit contribution. Select Personnel>Reports>Benefits Reconciliation Report. Figure 5-13 Reports Menu 5-13

144 New Hire Check List (H/R Only) New Hire Check List (H/R Only) This report is designed to identify incomplete employee hiring requirements. Hiring requirements are user specified and help to keep track of tasks or items that need to be completed after an employee is hired. For example, the employer will require a W4 and may require drug testing, fingerprinting, etc. If hire requirements have been established in Personnel Parameter Maintenance, each employee will have a Hire Check tab in Employee Maintenance. A date can be recorded next to each hire check category in order to show the requirement as completed. This report will display employee hire check data and/or any incomplete requirements. Select Personnel>Reports>New Hire Check List. Figure 5-14 Select Sort Sequence - The report can be ordered by Employee Id, Last Name, Department Id or Location Id. Hire Date As Of - The report will only display employees hired on or after the date entered. Include - To only identify employees with incomplete hiring requirements, choose Incomplete Only. Otherwise, select All. Change Transaction Inquiry The Personnel Change Transaction Inquiry can be used to track changes made to various areas of the Personnel module. The user can query changes to specific system areas or fields and can search for changes by date. The report will display old and new data, the user who made the change and a reference number (if applicable). Select Personnel>Reports>Change Transaction Inquiry. Reports Menu 5-14

145 Posting Reference Report Figure 5-15 Select Transaction Type - Identify the area of the system for which to search for changes. Range of Dates - The date range refers to the system date on which a change was made. Field Group / Field - These selections enable the user to narrow the search for changes to specific areas or fields within a selected Transaction Type. For example, when searching for changes to the Employee Maintenance, a user can choose to only search changes to the Classification tab. If the user wants to be more specific, they could choose to only search for changes to the Pay Freq field on this screen. Posting Reference Report Certain routines and processes will generate a posting reference number when they are updated. The reference number can be entered on this report to produce a list of changes made by the routine/process. The following routines/processes generate reference numbers: Pay Adjustment Routine Automated Carryover Routine Global Edits Select Personnel>Reports>Posting Reference Report. Reports Menu 5-15

146 CHAPTER 6 End of Qtr/Year Reports This chapter will cover the reports in the Personnel>Payroll>End of Qtr/Year menu. Note: All reports can be printed to the screen or printed to paper. GTL Imputed Income Report This report is only useful to those organizations that calculate GTL Imputed Income. It provides estimated imputed income earning totals for all qualified employees. The report performs the same calculation as the Calculate GTL Imputed Income Routine in the Generate Payroll menu. It can be run for the current month, reconciled as of the current month or reconciled as of year end. Note: This report does not calculate actual taxable earnings for employees. The user must still use the Calculate GTL Imputed Income routine in Generate Payroll to calculate taxable earnings. Because the report is estimated, no Time Entries need to be created to run the report. Select Personnel>Payroll>End of Qtr/Year>GTL Imputed Income Report. End of Qtr/Year Reports 6-1

147 End of Quarter Report Figure 6-1 GTL Run Option - Select one of the GTL calculation options: Current Payroll- Calculates GTL taxable earnings for a single payroll period. Period to Date Reconciliation- Calculates what the system estimates the GTL taxable earnings for each employee should have been from the beginning of the year up to and including the Reconcile As of Month entered and then compares it the employee s actual GTL taxable earnings. An earning amount is figured for any employees with actual earnings less than the estimated earnings. Employees with an earning amount will be displayed on the report. Year End Reconciliation- Same as above, except for the full year. Sort Sequence - The report can be sorted by Employee Id, Department, or Last Name. Print Employees with Zero Taxable Amt - Check to include all selected employees on the report, regardless of whether they have an earning amount calculated. End of Quarter Report The End of Quarter report provides quarterly wage and tax information. Several versions of the report are available: Federal 941, Federal 945, State Wages and Taxes, and State Wages and Taxes for 1099-R employees. An option is also available to auto-fill the official Federal 941 PDF form. Note: The 941 PDF requires an updated template in the MCSJ/forms/Payroll directory. Please contact an E&A support representative if you have trouble generating this form. Select Personnel>Payroll>End of Qtr/Year>End of Quarter Report. End of Qtr/Year Reports 6-2

148 End of Quarter Report Figure 6-2 Select Sort Sequence - When running the Employee Summary version of the report, it can be sorted by Employee Id, Last Name, or Soc. Sec. #. Note: Although the Range of Quarter Dates will default to the date range of the selected quarter, these dates may be adjusted to reflect any period of time during the specified year. Include Zero Wage Emp - Check to include employees who have no earnings during the specified quarter. Include 3rd Party Sick Pay - This box will be disabled for the Federal 941 version of the report. When checked, any 3rd Party Sick Pay check adjustments will be included in report totals. Include Checks Voided After 4th Quarter End Date - Normally, checks issued during the year of the report and then voided in the subsequent year will still show as issued on the report. Check this box to subtract checks issued during the year of the report but voided in the subsequent payroll year from the report totals. This will enable the report to reconcile with the W2 totals when this situation occurs. Select Report Type - Employee Summary will list employee totals on the report. Total Page only prints a totals page. Select Federal/State Report - Select the appropriate Federal or State report. Only Federal wage and tax information appears on the Federal reports. Local and State wage and tax information appear on the State report. The Federal 941 PDF will create a PDF file that can be printed and/or saved to file. End of Qtr/Year Reports 6-3

149 End of Quarter Detail Report (NY only) Note: The Federal 945 and State 1099-R reports will only print employees whose Pay Group Category is 1099-R (Retired). The following options are only available for the Federal 941 versions of the report: Deposits this quarter - The Federal 941 versions of the report need the user to enter quarterly federal tax deposit totals in order to calculate a balance. Print Schedule B (Form 941) - If selected, 941 Schedule B (Report of Tax Liability) will print. Form 941 Special Situations- In the rare case that lines 9 (Current quarter s adjustments for tips and group-term life insurance) and 12a (COBRA premium assistance payments) need to be completed on Form 941, the user may enter the amount to report on these lines. End of Quarter Detail Report (NY only) For each pay date within a quarter, this report will display totals for gross wages, state taxable wages, state tax withheld, Yonkers tax withheld and NYC tax withheld. Select Personnel>Payroll>End of Qtr/Year>End of Quarter Detail Report. NJ WR30 Quarterly Wages Report (NJ only) This report allows NJ users to produce the standard NJ WR30 report in either report form or as a file that can be transmitted electronically. Employee quarterly wages and weeks worked appear on the report/file. Select Personnel>Payroll>End of Qtr/Year>NJ WR30 Quarterly Wages Report. End of Qtr/Year Reports 6-4

150 Unemployment Report (PA only) Figure 6-3 Report Type - Specify whether to create a file and print the report or print the report only. Select Sort Sequence - The report can be sorted by Employee Id, Last Name, or Soc. Sec. #. Employer Registration/FEIN Id - Will default with your Federal Tax Id number. Magnetic Authorization # - Will default if entered in Personnel Parameter Maintenance. This number should be obtained from the state when registering to submit electronically. It is required to appear on the file. Maximum Base Weeks - The maximum base weeks number will be used for any employees whose check history indicates they have worked more than the actual number of weeks in the quarter. Output File Name - The file will be created in the MCSJ\ImportFiles directory with the file name shown on your screen. The file creation path cannot be changed. Click Next to print the report and/or create the file. Unemployment Report (PA only) This report produces the standard Pennsylvania Unemployment Report. The report shows quarterly gross wages, employee and employer taxable wages, amounts withheld and weeks worked. Select Personnel>Payroll>End of Qtr/Year>Unemployment Report. End of Qtr/Year Reports 6-5

151 NYS-45-ATT Report (NY Only) NYS-45-ATT Report (NY Only) This quarterly report prints employee name, social security number and gross wages for quarters 1-3. For quarter 4, the report includes quarterly wages, YTD gross wages subject to withholding (Federal +414h deductions), and total NY city/state tax withheld. Select Personnel>Payroll>End of Qtr/Year>NY-45-ATT Report. Quarterly Tax and Wage Report (DE Only) This report prints total employee wages, wages over the wage base and taxable wages. Select Personnel>Payroll>End of Qtr/Year>Quarterly Tax and Wage Report. Figure 6-4 City Wage Report This quarterly report is designed to show employee wages and taxes withheld for any City tax codes. Employee addresses print on the report. Select Personnel>Payroll>End of Qtr/Year>City Wage Report. End of Qtr/Year Reports 6-6

152 End of Year Report End of Year Report The End of Year report provides YTD employee totals for Federal, State and City wages and taxes. Quarterly and grand totals are displayed. Select Personnel>Payroll>End of Qtr/Year>End of Year Report. Figure 6-5 Select Sort Sequence - When running the employee summary, the report may be ordered by Employee Id, Last Name, or Soc. Sec.#. Select Report Type - Employee Summary will print quarterly and year end totals for each employee in the range. The Total Page will not provide information for individual employees. Include 1099-R Employees - Yes will include 1009-R employees on the report along with all other employees. No will exclude all 1099-R employees. Only will only include 1099-R employees on the report. Include Zero Wage Emp - Check to show employees who have no earnings on the report. Include 3rd Party Sick Pay - When this box is checked, any 3rd Party Sick Pay check adjustments will be included in the report totals. Include Exempt Code 98 Wages - The taxable wages for any tax where an employee has a 98 exemption count are not included on the EOY report. To include these wages, check the box. Include Checks Voided After Year End Date - Normally, checks issued during the year of the report and then voided in the subsequent year will still show as issued on the report. Check this box to subtract checks issued during the year of the report but End of Qtr/Year Reports 6-7

153 State Pension/Loan (Standard) voided in the subsequent payroll year from the report totals. This will enable the report to reconcile with the W2 totals when this situation occurs. State Pension/Loan (Standard) The State Pension/Loan report is run for a selected Pension Id and shows pension related deductions by employee. The report prints a quarterly salary for each employee, base wages for the quarter, and pension deduction amounts/totals. The Condensed (employee totals) version of the report may be generated to Excel. Note: Pension Maintenance must be completed in order for this report to produce information. Select Personnel>Payroll>End of Qtr/Year>State Pension/Loan. Figure 6-6 Pension Id - The report must be run for one pension at a time. Use the picklist to select the appropriate pension. If applicable, specify a Bureau and Location. Select Sort Sequence - The report can be sorted by Employee Id or Last Name. Select Report Type - A detailed report will print pension related deductions per pay. The condensed version only prints employee totals for the quarter. End of Qtr/Year Reports 6-8

154 Delaware Pension File & Report Add to Contrib. Rate - This field can be used to add to the pension contribution rate that prints on the report for each employee whose pension deduction is set as a percentage. For example, if the employee s pension deduction is taken as 3% of base pay, 3.00 will print on the report as the full rate. To show the full rate on the report as 6.00, a 3 would be entered in the Add to Contrib. Rate field. Print to Excel - The Condensed (employee totals) version of the report may be generated directly to Excel by checking this box. Delaware Pension File & Report For a selected Pension plan, the report will display gross wages, exempt wages (user selected), pensionable earnings, actual employee contribution and employer match. An electronic file can also be generated. Select Personnel>Payroll>End of Qtr/Year>Delaware Pension File & Report. Figure 6-7 NY State Pension/Loan Report (NY) The report provides days worked, gross wages, member contribution amount, loan repayment amount and arrears payment totals for each employee in the selected pension plan. An electronic file containing this information may also be created. End of Qtr/Year Reports 6-9

155 NY State Pension/Loan Report (NY) Note: Earnings flagged as Clothing Allowance are excluded from gross wages on this report. Select Personnel>Reports>Pension/Loan. Figure 6-8 End of Qtr/Year Reports 6-10

156 CHAPTER 7 Payroll Check Menu This chapter covers the Payroll>Check menu. Void Payroll Check Routine Check Reconciliation Check Adjustment Routine Positive Pay Export Routine Void Payroll Check Routine This routine voids a payroll check. Select Personnel>Payroll>Check>Void Payroll Check Routine. Payroll Check Menu 7-1

157 Void Payroll Check Routine Figure 7-1 Check Series - This number identifies the numbering sequence of checks (similar to a checking account in the Finance module). The check to void must exist in the check series entered. Type in the check number you want to void in the Check No. field. Press Enter and the information for the check will default. Only the Void Date field can be changed. Enter the date the check should be voided. The Void Only box should be highlighted. Void only means that this check number will simply be voided in the system. The gross pay, taxes, deductions, etc. will be deducted on the payroll register when the next payroll is calculated with the Include Voids on this Payroll box checked. Reversing budget entries will also be written and will show on the Budget Distribution report. Void and Replace can be highlighted to void the check number in the system because the original check was replaced with a manually typed check. The system will void the old check and show that the employee was paid with the manual check number. THE SYSTEM WILL NOT PRINT ANOTHER CHECK!!! If Void and Replace is selected, specify the Replacement Check Series and type the new check number in the Check No. field. Note: If a replacement check needs to be generated, use the Void Only option and issue a check via the Generate Payroll process. Click Next to run the routine. Payroll Check Menu 7-2

158 Check Reconciliation Check Reconciliation The Payroll Check Reconciliation process enables the user to reconcile payroll checks that have cleared the bank. After this process is updated, the status of cleared checks is changed to reconciled in the system. An outstanding payroll check list can be generated using the Check Register History Report. There are two methods to reconcile checks. The 1st method enables the user to auto-create a batch of outstanding checks. The user will leave the checks that have cleared in the batch and will remove or flag any outstanding checks. The second method is to simply add the check numbers that need to be reconciled to the batch. Refer to the appropriate section below. Select Personnel>Payroll>Check>Check Reconciliation. Figure 7-2 Check Series - This number identifies the numbering sequence of checks (similar to a checking account in the Finance module). Only checks in the designated series can be cleared. Recon. Date - Enter the reconciliation date (usually bank statement date). Check Dates - The range is only applicable when auto-creating the batch. When the system creates the batch, it will only search for outstanding checks dated within this range. Auto-Create Batch With the Auto Create Batch button highlighted, click Next. Payroll Check Menu 7-3

159 Check Reconciliation All checks that have not been reconciled and fall within the selected check date range will be added to the batch. Click Next while the Batch Entry button is highlighted. See the example of an auto-created batch in Figure 7-3. Figure 7-3 All of the checks in Figure 7-3 will be reconciled when the batch is updated unless they are deleted or marked as outstanding. The user can utilize one of the following two options to leave a check as outstanding: 1. Delete the check from the batch by selecting it and clicking Delete. Click Save. 2. Select the check and click Edit. Enter a zero in the Date field and click Save. Note: The 2nd option will enable the user to see an outstanding check total when the batch is saved. Note: The batch MUST be verified and updated in order to reconcile the checks. Manually Adding Checks to be Reconciled Select the Batch Entry button and click Next. Figure 7-4 A check must be added to the batch in order to reconcile it. To add a check, click Add. Payroll Check Menu 7-4

160 Check Reconciliation Enter the check number in the Check No. field. Press Enter and the check information will default. The reconciliation date (Date) may be changed. When finished entering checks, click Save. A batch totals window will appear with the number and dollar amount of checks to be reconciled. Note: The batch MUST be verified and updated in order to reconcile the checks. Unreconciling a Check When a check is mistakenly reconciled and updated, the check may be unreconciled by following the steps below. Select Personnel>Payroll>Check>Check Reconciliation. Make sure the correct Check Series (described above) defaults. Enter any date in the Recon. Date field. Click on the Batch Entry button and then click Next. Click Add and enter the check number that was mistakenly reconciled. Press Enter and the check information and reconciliation date will default. To unreconcile the check, type 0 in the Date field as seen in Figure 7-5. Figure 7-5 Click Save. A batch totals window will appear with the number and dollar amount of checks that are now outstanding. Note: The batch MUST be verified and updated in order for the check status to be updated. Payroll Check Menu 7-5

161 Check Adjustment Routine Check Adjustment Routine The Check Adjustment Routine exists in order to manually adjust employee YTD totals for payroll reporting purposes. Users may add check records to adjust taxes, wages, deductions, hours, and weeks worked. Changes made in the Check Adjustment screen will affect W2 s and all other reports in the MCSJ Payroll system. The Check Adjustment Routine is composed of 2 tabs on the General screen, a Taxes screen and a Deductions/Earnings screen. Note: Existing checks may only be edited to change the weeks worked or pay period dates for an employee. Adding a Check Adjustment Select Personnel>Payroll>Check>Check Adjustment Routine. Click Add. Type in the Employee Id or use the picklist in the Enter Employee Id field. Check Date - Changes will affect reports as of this date. Check Entry Num - Leave at 0 if there are no other checks for that employee on the check date. Otherwise, enter a higher number. Click Ok. General Figure 7-6 Payroll Check Menu 7-6

162 Check Adjustment Routine Check Type - Select either Adjustment or 3rd Party Sick. The Adjustment type can be used for any type of manual adjustments. Third party sick should be selected when the adjustment is being made to account for 3rd party sick pay. Note: The End of Year and End of Quarter reports enable 3rd Party Sick Pay adjustments to be excluded from totals if necessary. Weeks Worked - Can be completed if it needs to show for report purposes. Pay Period Date End/Begin Date - These fields are required. Hours Worked - Enter a positive value in the appropriate field to increase hours worked and a negative to decrease hours worked. Changes to any accrued time categories (e.g. Sick, Vacation, etc.) will affect available balances. Accrued Hours - Enter a positive value in the appropriate field to increase an employee s YTD accrued balance. Enter a negative to reduce. Pay Click on the Pay tab. This screen is used to adjust employee wage totals. Figure 7-7 Enter any increases or decreases to employee wages next to the appropriate category. Totals will calculate in the Gross Pay, Net Pay, and Check Amount fields. Payroll Check Menu 7-7

163 Check Adjustment Routine Click Save when finished. Click Next (See Figure 7-8) to move to the Taxes screen. Figure 7-8 Taxes The Taxes screen is used to adjust any taxable wages and employee/employer tax amounts. Figure 7-9 Click Edit. All editable fields will appear in white. Wages - Taxable wages can be increased/decreased by entering amounts(+/-) in the field next to each tax. Empr Taxes - Employer tax liability amounts. Empe - Employee tax w/h amounts. Payroll Check Menu 7-8

164 Check Adjustment Routine Note: Adjusting wages/taxes in the SWT, CWT or OWT fields will affect totals for the tax codes specified on the right side of the screen. See Figure 7-9. Click Save when finished. Click Next to move to the Deductions/Earnings screen. Deductions/Earnings This screen is used to adjust employee deduction/earning totals. Click Add. Code - Use <F3> to select a deduction/earning code. Figure 7-10 Amt/Prc - Enter the amount to increase/decrease the employee s YTD totals. (e.g. + deduction increases YTD totals, reduces net pay) Note: Amounts entered for deductions will affect net pay. Amounts entered for earnings will affect gross and net pay. Click Save when finished. Payroll Check Menu 7-9

165 Positive Pay Export Routine Positive Pay Export Routine This routine will create a file to be used in conjunction with the Positive Pay service offered by an organization s bank. Positive Pay is an automated fraud detection tool offered by most banks. It simply matches the account number, check number and dollar amount of each check presented for payment against a list of checks previously issued and authorized by an organization This routine will produce the file the bank needs to perform this service. The file contains a bank account number, check number, date, amount and employee. Select Personnel>Payroll>Check>Positive Pay Export Routine. Figure 7-11 Sort Sequence - The file can be produced in Check Id (Number) or Check Date order. Enter the appropriate range based on your selection in this field. Check Series - Represents where the check numbers are stored. Will default to the current check series used in the MCSJ system. Unless you have recently changed to a new check series, this field should not be changed. Output File Name - Specifies the default location and file name of the file that will be created. The file path and name may be changed. Click Next to run the routine. Note: Positive Pay file formats are defined in System Utilities>Personnel Parameter Maintenance. Payroll Check Menu 7-10

166 CHAPTER 8 Attendance This chapter will cover the options in the H/R>Attendance menu. Attendance Batch Attendance Transaction Adjustment Routine Attendance Reports Scheduling Note: Available options and screens shown in this chapter will vary depending on the user specific integration settings between H/R and Payroll. Attendance Batch The Attendance Batch is used to record employee attendance. It can also be used to accrue time and some users will be able to enter earning amounts. Note: System parameters determine whether users are able to record budget distribution and rates in the Attendance Batch. Select Personnel>H/R>Attendance>Attendance Batch. Attendance 8-1

167 Attendance Batch Figure 8-1 Batch Id - If creating a new batch, enter a unique Id and press Enter. If accessing an existing batch, click on the picklist <F3> and select the Id. Batch Date - If creating a new batch, enter the default date for the attendance entries. Dates may be changed for each transaction entered in the batch. With the Batch Entry button selected, click Next to enter or modify attendance. The Batch Entry screen is used to enter new attendance transactions or to modify existing transactions. Batch Entry - Add Click Add. See Figure 8-2. Emp Id - Type in or use <F3> to select the Employee Id. Figure 8-2 Attendance 8-2

168 Attendance Batch Date - Enter the attendance transaction date. The appropriate Day will default. Attendance Code - Type in or use <F3> to select a code. The Attendance code identifies the reason or type of attendance being recorded. These codes are user-defined and must already be set up in Attendance Code Maintenance. Hours/Days - Enter the number of hours/days. Negative hours/days are permitted and can be used to reflect corrections to previously updated attendance transactions. Hours/days are not entered for Earning Code attendance transactions. Start Time (Optional) - If desired, the employee s start time for their shift may be entered. Pay Type - The Pay Type (e.g. Regular, Sick, Overtime, etc.) will default based on the Attendance Code selected. The Pay Type can only be changed to None. Pay Types are system defined categories of time used in payroll processing/reporting and accrued time balance tracking. The proper Pay Type is essential in determining whether the attendance transaction ultimately reduces employee time balances (e.g. Sick, Vacation balances). If attendance is imported to payroll, the Pay Type impacts whether or not the attendance is imported to the payroll check and affects the payroll and budget distribution calculation. All payroll reporting is based on Pay Type. Rate - Hourly employees require a rate to be entered. Rates are only entered for salaried employees when the Pay Type (e.g. Overtime, Special) dictates it is necessary. Assuming proper Attendance Code and employee set-up, default rates will appear. The rates may be changed by typing in a new rate or pressing <F3> to select from the employee s default rates. Note: To see default Shift rates for an employee, press <F4> in the Rates field. Budget Acct - This field can be used to distribute an attendance transaction to a particular budget account. It will only be enabled for salaried employees when the Pay Type dictates it is necessary. The budget distribution settings on the Attendance Code will determine if an account defaults or if the field remains blank. Unless a particular transaction requires a special distribution account to be entered, the field can be left as is. Pressing <F3> will access the employee s default budget distribution accounts stored in Employee Maintenance. Entry Description - A brief comment regarding the attendance transaction may be entered. Continue to Enter or Tab to the next line. Click Save when finished. Note: The batch will sort alphabetically when saved. After the batch has been saved, a summary of an individual employee s attendance transactions can be viewed by selecting the employee and then clicking the Employee Totals toolbar button shown in the below figure. Figure 8-3 Attendance 8-3

169 Attendance Batch Note: The Attendance Batch must be verified and updated in order for the transactions to post and become eligible for import to Payroll. Batch Entry - Modify When accessing a previously created batch, the screen will look similar to Figure 8-4. Figure 8-4 Add - Click to add a new transaction to the batch. Click Save when finished. Note: All transactions are added at the bottom of the batch. However, the transactions will re-sort by employee after the batch has been saved. Edit - Select an attendance transaction to modify. Double click or click Edit to change the transaction. Click Save to finalize any changes. Delete - Select an attendance transaction to remove. Press Delete on the keyboard or click Delete. To delete the entire batch, press CTRL+DEL on the keyboard. Click Save to remove any deleted transactions. Attendance 8-4

170 Attendance Batch Go To - Click this button to jump to a particular batch line by entering a sequence number. Sequence numbers appear to the far right of each line in the batch and on the detailed verification listing. This option is helpful for large batches that need to be modified. If the user identifies a problem transaction on the verification listing, the sequence number can be noted and used to quickly find the transaction in the batch. Employee Totals - After the batch has been saved, a summary of an individual employee s attendance transactions can be viewed by selecting the employee and then clicking this button. Batch Verification and Update In order for attendance transactions to post and become eligible for import to Payroll (if applicable), each Attendance Batch must be verified and updated. Select Personnel>H/R>Attendance>Attendance Batch. Use the picklist to select the Batch Id to verify and update. Figure 8-5 Batch Verification Listing - Select this button and click Next. The verification listing can be printed to either a printer or the screen in 3 different sort sequences. The listing MUST be sent to a printer in the detailed Employee or Sequence number sort sequence in order to proceed to the Update. The sort sequences are described below: Employee Name - Detailed attendance transactions are listed in Employee Name order. Attendance code totals are shown for each employee. Employee Name (Condensed) - The report only displays Attendance Code totals by Employee Name. This version of the report will NOT satisfy the system s verification requirements. Sequence - Detailed attendance transactions are listed in sequence order. No employee totals are provided. The last page of the verification listing indicates any warnings or errors and will list any employees with rate changes. Warnings and rate changes should be reviewed, but do not need to be corrected. However, the verification listing MUST display No Errors Attendance 8-5

171 Attendance Transaction Adjustment Routine in order to update the batch. Any specific errors will be listed under the transaction causing the error. The attendance transaction(s) with errors must be corrected in Batch Entry and then the verification listing reprinted prior to updating the batch. Update Batch - After the batch has been successfully verified, click this button and select Next. An Attendance Batch Update/ Posting Report can be printed and will display updated batch totals and a reference number. Once the batch has been updated, attendance transactions will be displayed on H/R reports. If attendance transactions are imported to payroll, the transactions can now be imported. Note: If attendance is imported to Payroll, employee accrual balances (e.g. Sick, Vacation, etc.) will not be updated until payroll checks are processed. Attendance Transaction Adjustment Routine This routine enables the user to modify or delete updated attendance transactions. It requires a reference and sequence number to identify the transaction. Users may adjust a transaction s date, hours, Pay Type, Attendance Code, planned status, description, budget account, and rate. Users that import attendance to Payroll must note the following restrictions. Attendance Transaction Adjustment Restrictions for HR/Payroll users Attendance imported to a Payroll Time Entry cannot be modified using this routine until the time entry is reset or deleted. Refer to the Payroll Processing chapter for assistance with clearing imported attendance from a time entry. Attendance that has been imported to an updated Payroll check cannot be modified until the check is voided. ***** Note: This routine only modifies or deletes existing transactions and will not create new attendance transactions. If a transaction needs to be added, the user should enter the transaction in an Attendance Batch. Select Personnel>H/R>Attendance>Attendance Transaction Adjustment. Attendance 8-6

172 Attendance Transaction Adjustment Routine Figure 8-6 In order to select a transaction to modify, the routine requires a reference and sequence number to be entered. Reference numbers identify an updated Attendance Batch and sequence numbers identify a particular transaction within the batch. Note: The Attendance Transaction Report is the best source to identify a transaction reference and sequence number. This report will also identify the Payroll export status of an attendance transaction. Enter the Ref Num (reference number) and Ref Seq (sequence). Press Enter. Prior to modifying or deleting the transaction, be sure the correct attendance transaction has been selected. Any fields in white may be edited. Make the necessary changes and click Next. To delete the transaction, click the Delete toolbar button. Enter the Delete Password. Note: If the user does not click the Next button, changes will not be saved. Attendance 8-7

173 Attendance Reports Attendance Reports Attendance Transaction Report This report will display employee attendance transaction detail (date, attendance code, pay type, hours, etc.). The report will also identify the reference/sequence number and Payroll export status of each transaction. If employee schedules are created, the report can also display scheduled or planned attendance. Note: Hourly rates and budget accounts can be included when applicable. Select Personnel>H/R>Attendance>Attendance Transaction Report. Figure 8-7 Report Type - Select History to view updated attendance history. If employee schedules exist, select Scheduled to view information from employee schedules. Attendance 8-8

174 Attendance Reports Note: Regardless of whether time is imported to Payroll, attendance transactions appear in history when updated in an Attendance Batch. Select Sort Sequence - The report may be ordered by Employee Id, Last Name, Department Id, Location Id, Supervisor, Attendance Code, Union Name, or Date. The selection range will vary depending on the sort sequence selected. Range of Absence Dates - Leave blank for all dates or specify a range of transaction dates. Only attendance transactions dated within this range will appear on the report. Range of Attendance Codes - The report may be filtered by attendance code. Leave blank to include all attendance codes. Select Pay Types - The report may be filtered by transaction pay types. Click Select All Pay Types to enable or disable all checkboxes. At least one pay type must be selected. Day / Month - These selections will only display transactions on the specified day or month. Any selections in these fields will still take into account the absence date range specified on the report. These fields can be used to identify attendance patterns. For example, the user might need to identify employees who consistently take vacation or sick time on Friday. Include Exported Status - This combo box enables the user to filter transactions based on whether or not they have been imported to payroll. Non-Exported will only display transactions that have not yet been imported to Payroll. Exported will only display transactions that have been updated on a Payroll check or are currently imported on a Time Entry. The Pay Type None selection will only display attendance transactions with a Pay Type of None. Print Rates - Check to include pay rates and budget accounts recorded in the Attendance Batch. Attendance Budget Distribution Report This report is designed to show employee attendance transactions with pay rate changes. In addition to standard employee attendance transaction detail, the report displays default rate vs. actual rate, budget account, Batch Id, User Id, and a reference/sequence number. Note: The Payroll Budget Distribution History report is the best choice for viewing employee budget distribution history. Select Personnel>H/R>Attendance>Attendance Budget Distribution Report. Attendance 8-9

175 Attendance Reports Figure 8-8 Select Sort Sequence - The report may be ordered by User Id, Employee Id, Last Name, Department Id, or Location Id. The default User Id sequence refers to the User Id of the individual who updated the Attendance Batch. Include Unchanged Rates - If checked, the report will include all qualified attendance transactions regardless of whether or not pay rates were changed. Attendance Calendar Attendance Calendars are 12 month employee calendars which identify days with absences or other special attendance transactions. Each employee calendar will print a code under each day with an absence or other special attendance transaction. Each employee calendar contains a YTD attendance summary and Attendance Code breakdown of time used. Note: Users must assign calendar codes to the Attendance Codes they want to appear on the calender. Calendar codes are assigned in Attendance Code Maintenance. Select Personnel>H/R>Attendance>Attendance Calendar. Attendance 8-10

176 Attendance Reports Figure 8-9 Select Sort Sequence - When multiple calendars are run at a time, they may be ordered by Employee Id, Last Name, Department Id, Location Id, or Union Id. Month / Year - Specify the start month and year for the calendar. Each calendar will display 12 consecutive months from the month/year selected. Include Regular Hours - Check to include calendar codes for Attendance codes with a Regular Pay Type. Exclude Employees with no Attendance Transactions - If selected, a calendar will not be printed for employees who have no attendance transactions with a calendar code. Monthly Schedule Report When H/R Scheduling features are being utilized, this report can be used to display monthly schedules for each employee within a department. The report uses gray and white shading to distinguish between normal scheduled work days and non-work days. Scheduled future attendance and attendance history is displayed with a calendar code. Note: This report prints on legal size paper. No standard print to screen option is available, but the report may be generated to PDF. Attendance 8-11

177 Attendance Reports Note: The Monthly Schedule uses the Employee Schedule to display future scheduled or planned time. When viewed for past dates, only actual attendance history will be displayed. Select Personnel>H/R>Attendance>Monthly Schedule Report. Figure 8-10 Weekly Schedule Report This report will display a weekly schedule for each employee in a department. The report will show daily scheduled work hours, any planned time off, and total work hours for the week. Note: No standard print to screen option is available, but the report may be generated to PDF. Select Personnel>H/R>Attendance>Weekly Schedule Report. Attendance 8-12

178 Attendance Reports Figure 8-11 Begin of Week - A 7 day schedule will print starting at the date entered in this field. Perfect Attendance Report The Perfect Attendance Report will identify any employees with perfect attendance for selected Pay Type(s) (e.g. Sick, Vacation). Select Personnel>H/R>Attendance>Perfect Attendance Report. Attendance 8-13

179 Attendance Reports Figure 8-12 Select Sort Sequence - Employees with perfect attendance may be ordered by Employee Id, Last Name, Department Id, or Location Id. Range of Absence Dates - Specify the time period during which the system should check for perfect attendance. Select Pay Type(s) - Employee s with perfect attendance for ALL of the selected Pay Type(s) will appear on the report. Perfect attendance means an employee s total used time for the selected Pay Type(s) totals zero. Attendance Posting Reference The user can enter a batch reference number to reproduce a report of transactions from an updated Attendance Batch. The report also contains an option to print a list of batches updated during a date range. Note: The Attendance Transaction Report can provide Attendance Batch reference numbers. Select Personnel>H/R>Attendance>Posting Reference. Attendance 8-14

180 Attendance Reports Figure 8-13 Report Type - Posting Report by Reference Number - Enter a reference number to reproduce an updated Attendance Batch. Posted Batches in Date Range - The report will display all updated Batch Id s during the date range. The report displays the User Id of the user who updated the batch and the batch reference number. Include Budget Account and Rates - Check to include accounts/rates on the Posting Report by Reference Number. Sick Patterns Report This report is specifically designed to identify patterns in employee sick time usage. For example, the report can identify employees who consistently call out sick on Mondays and Fridays or who call out for more than a certain number of consecutive days. Select Personnel>H/R>Attendance>Sick Patterns Report. Attendance 8-15

181 Scheduling Figure 8-14 Select Sort Sequence - Employees on the report can be sorted by Employee Id, Last Name or Department Number. Range of Dates - Enter the date range to search for sick patterns. Select any combination of the sick pattern options using the available check boxes. If Sick Days In Excess of is selected, enter a number of days. The system will display employees who took any number of consecutive sick days greater than this number. Scheduling This section will discuss the optional scheduling features available when using the H/R module. Scheduling enables the user to assign default working schedules to employees. These schedules can be maintained and updated at any time with actual attendance, planned absences, overtime, and any other adjustments that might affect an employee s normal work schedule. The attendance maintained on the schedule can then be automatically imported into an Attendance Batch at the end of the payroll period. Some advantages of utilizing the scheduling features include: An attendance transaction can be recorded for all regular work days, without the user having to enter it. Reports will be able to show exactly when an employee worked and when they didn t. Only exception (e.g. Sick) and unanticipated additional time worked (e.g. OT) will need to be entered. Scheduled or anticipated Overtime or Shift Differential work can also be included in an employee schedule. Users can enter and adjust most attendance in the user-friendly Employee and Department Schedules. This can be done at the user s convenience, meaning they don t have to wait until the end of the payroll period or wait for salary/rate adjustments to be made. Employee Weekly and Monthly schedules can be printed. Scheduling enables users to take advantage of the system s Salary Effective Date Logic. This parameter setting will enable the system to use salary and rate change effective dates to calculate the appropriate pay during a pay period with a salary/rate Attendance 8-16

182 Scheduling change. In order to calculate the appropriate pay, the system needs to know the time worked before and after the salary/rate change. As a result, scheduling or daily attendance entry is required in order to utilize this feature. ***** The maintenances and routines discussed below are used to build and maintain employee schedules. The routine to auto-create Attendance batches is also reviewed. In general, the process to build and maintain employee schedules works like this: Yearly Master schedules are created based on a defined attendance pattern (e.g. weekly, 4 on 3 off, etc.) that is set up in Schedule Maintenance. The Master Schedules will include holidays (identified in Holiday Maintenance) and can be adjusted for any pattern exceptions. The master schedules are then spun into individual Employee Schedules. The employee schedules will then be maintained and updated for actual and planned attendance, which will be imported into an Attendance Batch at the end of the payroll period. Holiday Maintenance The Holiday Maintenance is used to identify an organization s observed holidays for a calendar year. By identifying holiday dates, work schedules can be generated with the appropriate holidays already recorded. If necessary, holiday attendance transactions can be adjusted at a Master or Employee Schedule level. Select System Utilities>Holidays Maintenance. Figure 8-15 Add - Click to enter holiday dates for a new year. Enter all business days on which your organization is scheduled to be closed. Click Save. Edit - To edit the holiday dates for an existing year, type in the Year or use the picklist to select one. Click Edit and make any changes. Click Save. Attendance 8-17

183 Scheduling Delete - Select a year and click Delete to remove a holiday record. Schedule Maintenance The Schedule Maintenance is used to define a general attendance pattern in a work schedule. One and two week patterns of a repetitive schedule or a floating work schedule can be defined. Eventually, the pattern will be used to create a yearly Master Schedule, which will include normal holidays and can be modified for any situations unique to the employees who work the schedule. Individual employee schedules will be created from the Master Schedule. Note: Schedule Id s are assigned to employees on the Employee Maintenance - Classification tab. Select Personnel>H/R>Attendance>Schedule Maintenance. Figure 8-16 Click Add. Enter a Schedule Id (up to 8 alphanumeric characters). Description - Enter a description for the work schedule. Schedule Type - One Week / 2 Week Pattern - These options will allow the user to enter a repetitive one or two week work schedule. Attendance 8-18

184 Scheduling Floating Pattern - This option is used to define a schedule where employees don t work the same days of the week, but instead, work a number of consecutive days and then have a certain number of days off. For example, an employee may work for 4 days and then have two days off. Selecting this option will enable the Num Days On / Off fields. Regular Code - Type in or use the picklist to select the Attendance Code used to record regular work hours/days. Holiday Code - Type in or use the picklist to select the Attendance Code used to record a holiday. Overtime Code (Optional) - If anticipated overtime hours will be recorded on the schedule, type in or use the picklist to select the Attendance Code used to record overtime. Shift Diff Code (Optional) - If anticipated shift pay hours will be recorded on the schedule, type in or use the picklist to select the Attendance Code used to record shift hours. Pay Period Start Day - Enter the day of the week on which the pay period begins. If the wrong day is entered, the Master and Employee Schedules will be wrong. For each day that appears in the grid, enter the number of regular, overtime, and shift hours scheduled to be worked. If desired, a Start Time may be entered for each day. Click Save. Schedule Id Listing A listing of the various Schedule Maintenance records can be printed. Select Personnel>H/R>Attendance>Schedule Id Listing. Master Schedules Master schedules are yearly schedules created from the different schedule patterns identified in Schedule Maintenance. A Master Schedule can be adjusted for any pattern changes that can t be accounted for in Schedule Maintenance. Once the Master schedules have been adjusted for the employees on a particular schedule, individual Employee schedules can be created. Creating Master Schedules Select Personnel>H/R>Attendance>Schedule Maintenance. Select a schedule and click the Create Master Schedule button shown in the figure below. Attendance 8-19

185 Scheduling Figure 8-17 Enter the date of the 1st day of the first payroll period being paid in the new year. The date must fall on a day that corresponds to the pay period start day entered on the Schedule Maintenance. Using the pattern identified on the schedule, the system will generate a yearly Master Schedule beginning on the date entered. Note: If the 1st payroll period for a calendar year begins in the previous year, be sure to enter the previous year date. Modifying Master Schedules Master Schedules can be modified prior to creating Employee Schedules to account for any changes that apply to all employees with the same schedule. When the Employee Schedules are created, the changes made to the Master Schedule will appear on all of the individual employee schedules. Select Personnel>H/R>Attendance>Master Schedules. Attendance 8-20

186 Scheduling Figure 8-18 Use the Schedule Id picklist to select a Master Schedule. Enter the Date Range you wish to see on the schedule. Edit - The hours, attendance codes, and start times on any date may be changed. Double click a line or highlight the line and click the Edit toolbar button to make a change. An attendance code picklist <F3> is available in any of the Code fields. Add - A date may be added to the schedule as long as it does not already exist and falls with the Date Range specified at the top of the screen. Click Save to finalize any changes. Note: Changes to the Master Schedule should be made prior to creating Employee Schedules. If a change is made to the Master Schedule after the Employee Schedules are created, the Employee Schedules must be re-created to pick up any changes. This will wipe out any previous adjustments, including planned and actual attendance, to the Employee Schedules. Create Employee Schedules From Master Schedule This routine will create individual Employee Schedules based on the existing Master Schedule. Attendance 8-21

187 Scheduling Note: Before running this routine, Schedule Id s must be assigned to all employees that need to have a schedule created. Note: This routine will overwrite any existing Employee Schedules (for the Schedule Id s selected). All changes to the Master Schedule should be completed prior to creating the Employee Schedules. Select Personnel>H/R>Attendance>Create Employee Schedules From Master Schedule. Figure 8-19 Schedule Id - Enter the range of schedule(s) to create. Leave blank for all. Year - Enter the calendar year for which to create the Employee Schedules. Click Next to run the routine. Employee Schedules The Employee Schedule screen stores an individual employee s work schedule for the year. At the user s convenience, actual and planned (future) attendance can be added and adjusted in this screen. The information from the Employee Schedule will be imported into the Attendance Batch for processing at the end of each payroll period. Note: Attendance information on the Employee Schedule will not appear as attendance history until it has been imported and updated in an Attendance Batch. The Attendance Transaction Report can be run for Scheduled time to view any time entered in this screen that has not been updated in an Attendance Batch. Attendance 8-22

188 Scheduling Note: Attendance can also be entered in this screen for employees without a created schedule (e.g. Part-timers, seasonal, etc.) This attendance can be imported into the Attendance Batch using the Auto Create Batch From Employee Schedules routine. Select Personnel>H/R>Attendance>Employee Schedules. Figure 8-20 Type in or use the Employee Id picklist to select an employee. Enter the Date Range (e.g. pay period range) you wish to see on the schedule. The << and >> toolbar buttons can be used to scroll between employees. Edit - The hours, attendance codes, start times, and transaction description on any date may be changed. Double click a line or highlight the line and click the Edit toolbar button to make a change. An attendance code picklist <F3> is available in any of the Code fields. Note: Attendance codes with Overtime or Shift pay types can only be entered in the Ovt and Shift Code fields. Attendance 8-23

189 Scheduling Note: The Att Code 3 field will only accept attendance codes with pay types of Holiday, Vacation, Sick, Admin, Comp, Other, Special, or None. Print - After the screen is saved, the Print toolbar button will become available. Use this button to view a transaction report for the date range shown on the screen. The report will also display totals that can be used to verify pay period attendance totals. This report can be printed if desired. Delete - Select a line and click the toolbar button to remove a date from the schedule. Add - A date may be added to the schedule as long as it does not already exist and falls with the Date Range specified at the top of the screen. Click Save to finalize any changes. Department Schedules Department Schedules allow the user to use a single screen to update the schedules for all of the employees in a department. Attendance can also be entered in this screen for departmental employees without normal schedules (e.g. part-time or seasonal). Department Schedules are simply an alternative method of updating Employee Schedules. Any information entered in this screen will appear on the Employee Schedule screen and will eventually be imported into an Attendance Batch. Select Personnel>H/R>Attendance>Department Schedules. Figure 8-21 Attendance 8-24

190 Scheduling Type in or use the Department Id picklist to select a department. Enter the Date Range (e.g. pay period range) you wish to see on each employee schedule. The << and >> toolbar buttons can be used to scroll between departments. Edit - The employee, date, hours, attendance codes, start times, and transaction description may be changed. Double click a line or highlight the line and click the Edit toolbar button to make a change. An attendance code picklist <F3> is available in any of the Code fields. An Employee Id picklist <F3> is also available. Add - Click the toolbar button to add a new transaction to the Department Schedule screen. Type in or press <F3> in the Emp Id picklist to select an employee. The employee must be in the selected department and transaction dates must fall within the Date Range entered at the top of the screen. Note: Attendance codes with Overtime or Shift pay types can only be entered in the Ovt and Shift Code fields. Note: The Att Code 3 field will only accept attendance codes with pay types of Holiday, Vacation, Sick, Admin, Comp, Other, Special, or None. Print - After the screen is saved, the Print toolbar button will become available. Use this button to view a transaction report for the date range shown on the screen. The report will also display totals that can be used to verify pay period attendance totals for both individual employees and the entire department. This report can be printed if desired. Delete - Select a line and click the toolbar button to remove a line. Click Save to finalize any changes. Auto Create Batch From Employee Schedules This routine will auto-create an Attendance batch based on the attendance information stored on Employee Schedules. Select Personnel>H/R>Attendance>Auto Create Batch From Employee Schedules. Attendance 8-25

191 Scheduling Figure 8-22 Batch Id - Enter a unique Batch Id for the Attendance Batch. Pay Period Date Range - Attendance transactions will be imported from the Employee Schedules during the specified date range. Range of Department Ids - Specify the range of departments for which to create an Attendance Batch. Range of Schedule Ids - Specify the range of Schedule Ids for which to create an Attendance Batch. Note: To create an Attendance Batch for all employees in a department, leave the Schedule Id range blank. This range would only be entered if separate department batches will be created for employees with different schedules. Click Next to run the routine. An Attendance Batch will be created under the specified Batch Id. The batch can be edited and must be updated for any transactions to post. Refer to the Attendance Batch section of this chapter for assistance in modifying, verifying and updating the batch. Note: If a batch is created by mistake, the batch may be deleted by pressing CTRL + DEL in the Attendance Batch Entry screen. Attendance 8-26

192 CHAPTER 9 Applicant Tracking The H/R Applicant Tracking feature provides the ability to maintain a database of job postings and applicants. By updating the status of job postings and recording applicant information in the system, reports can be used to identify open positions and potential hires. When an applicant is hired, applicant information can be automatically transferred to the Employee Maintenance. Job Postings Maintenance New job openings are added and maintained in this maintenance. The job openings are described and linked to a Position Id. The status of the job opening will be updated as positions are filled. Select Personnel>H/R>Applicant Tracking>Job Postings Maintenance. Figure 9-1 Applicant Tracking 9-1

193 Applicant Maintenance Add Click Add. Enter a Job Id (up to 8 alphanumeric characters). The Job Id is user defined and identifies a job opening. It is recommended similar job openings have sequential Job Id s. Position Id - Use the picklist to select a Position Id. Positions must exist in Position Maintenance. Date Posted - Enter the date the job was originally posted. Status - The Open status should be selected for available job openings. This status will be updated to either Position Filled or Canceled when appropriate. Closed Date - This date should be entered when the position is filled or canceled. Applicant Id - When the position is filled, use the picklist to assign the Applicant Id who was hired. Notes - Describe the position/job opening. Click Save. Update Status To update the status or modify information, click the Edit toolbar button. Make the necessary changes and click Save. Applicant Maintenance The Applicant Maintenance stores job applicant information and identifies the specific position(s) (if any) for which the applicant is applying. Some of the applicant information that can be entered includes: address and contact information, references, job history, and education/training. The Applicant Maintenance is composed of multiple tabs and screens to store applicant information. Note: The information entered in Applicant Maintenance can be automatically transferred to Employee Maintenance when an applicant is hired. Select Personnel>H/R>Applicant Tracking>Applicant Maintenance. Applicant Tracking 9-2

194 Applicant Maintenance Figure 9-2 Add Click Add. Enter an Applicant Id (up to 8 alphanumeric characters). Main tab Complete the general applicant information on the Main tab. Note: The Status field should be updated when an applicant has been hired, rejected or is no longer going to be considered for a position. Applicants who are being considered for a position should be left in an Active status. References Click on the References tab. Applicant Tracking 9-3

195 Applicant Maintenance Figure 9-3 Enter any references provided by the applicant. If any special comments or notes regarding the applicant need to be entered, click on the Notes toolbar button. Click Save. Click the Next button shown in the below figure. Figure 9-4 Applied For The Applied For screen will appear. This screen is used to list any jobs for which the applicant is applying. Applicant Tracking 9-4

196 Applicant Maintenance Figure 9-5 Click Add. Job Id - User <F3> to select a Job Id. The Job Id must already have been created in Job Postings Maintenance. Date - An application date should be entered. Click Save. Job History Click Next. The Job History screen will appear. Use this screen to record the work experience for the applicant. Figure 9-6 Type - Internal should be selected for positions held within your organization. External should be selected for positions held outside of the organization. Position - Use <F3> to access the Position Id picklist. Select a position. Note: The Position Id must be added in Position Maintenance. Applicant Tracking 9-5

197 Applicant Maintenance Change Reason - Click on the field to display the drop down list of position change reasons (e.g. New Hire, Promotion, etc.). Select a reason. Emp Type - Click on the field and select Hourly, Salaried, or Non Emp (Non-Employee). Click Save when finished. Education/Training Click Next. The Education/Training screen will appear. Use this screen to record the applicant s education and training background. Figure 9-7 To add education/training information, click Add. Use <F3> to select an Educ Type and then complete any of the applicable information. Note: Education types must be added in Education Maintenance. Click Save when finished. Look-up/Edit/Delete Existing applicant records can be selected using the picklists <F3> in the Applicant Id, Last Name, and Soc Sec# fields. If the information is known, type it in the appropriate field and press Enter. Use the << and >> buttons to move between applicants. Use the Previous and Next buttons to move between the various applicant information screens (e.g. Applied For, Education/Training, etc.). Edit - Navigate to the tab or information screen to modify. Use the Edit button on the toolbar to change information. Click Save when finished. Applicant Tracking 9-6

198 Applicant Listing Note: The Status field should be updated when an applicant has been hired, rejected or is no longer going to be considered for a position. Applicants who are being considered for a position should be left in an Active status. Delete - Applicants may be deleted by clicking the Delete button from the General Data screen. A Delete Password is required. Applicant Listing The Applicant Listing can display any of the information stored in Applicant Maintenance and can be used to display applicants for a particular job(s). Select Personnel>H/R>Applicant Tracking>Applicant Listing. Figure 9-8 Select Sort Sequence - The report may be ordered by Applicant Id, Last Name or Job Id. Select Report Type - Condensed will display applicant name, address and status information. The Detail version of the report will enable the user to select the applicant information to appear on the report. Applicant Status - Only applicants with the selected status will appear on the report: Active, Inactive, Hired, Rejected. Select All to show display applicants regardless of their status. Applicant Tracking 9-7

199 Job Postings Listing Job Status - This combo box is only enabled when the Job Id sort sequence is selected. Choices include Open, Position Filled, Canceled, and All. Select Options to Include - If the Detail report is selected, choose the applicant information to appear on the report. Job Postings Listing The Job Postings Listings will display a list of jobs/positions based on their current status (i.e. Open, Position Filled, Canceled). Figure 9-9 Note: Select the All option in the Enter Status to Include combo box to display all job postings regardless of their current status. Applicant Tracking 9-8

200 CHAPTER 10 Incidents The H/R module s Incidents feature enables the user to record and track employee workplace incidents. Incidents Types Incident Types are user-defined categories of incidents. These categories are assigned to each incident (Incident Maintenance) to facilitate system reporting capabilities. Select Personnel>H/R>Incidents>Incident Types. Add - Click to create a new type. Figure 10-1 Edit - Select an Incident Type and click this button to change a description. Delete - Select an Incident Type and click this button to delete a type. Types already assigned in Incident Maintenance cannot be deleted. Incidents 10-1

201 Incident Maintenance Click Save to finalize changes. Print - Click to print a list of Incident Types. Incident Maintenance The Incident Maintenance is used to record various information regarding an employee workplace incident. Select Personnel>H/R>Incidents>Incident Maintenance. Figure 10-2 Add Click Add. Type in or user the picklist to select an Employee Id. The Seq (sequence number) will default automatically and is used by the system to identify employees with multiple incidents. Claim Num - A worker s compensation/insurance claim number may be entered. Incident Type - Type in or use the picklist to select an Incident Type. Incident Types must be added in Incident Type Maintenance. Record any of the available incident information in the fields provided. If additional information needs to be recorded, click on the Notes toolbar button shown in Figure Incidents 10-2

202 Incidents Report See Figure Figure 10-3 Click Add Note to create a date stamped note. Click Done when finished. Click Save. Look-up, Edit, Delete Incidents may be retrieved using the picklists in the Employee Id/Seq, Claim Num or Last Name fields. When searching by employee, multiple sequence numbers will exist for employees with more than one incident. Edit - Click to modify any incident information. Select the Notes toolbar button to add or change notes. Click Save. Delete - Click to delete an incident. A Delete Password must be entered. Incidents Report The Incidents Report can display Incident Maintenance data in a variety of sort sequences. Select Personnel>H/R>Incidents>Incidents Report. Incidents 10-3

203 Incidents Report Figure 10-4 Select Sort Sequence - The report may be ordered by Employee Id, Last Name, Claim Number, or Department Id. Ranges of selection criteria may be specified based on the sort sequence selected. Incidents 10-4

204 CHAPTER 11 Position Control Position Control can be used to track the status of job positions within your organization s departments. By building a list of departmental positions in Position Control Maintenance, the Position Control report can identify how many positions are available, filled and vacant for each department. In addition to the obvious benefits it provides to Human Resources planning and reporting, the Position Control report can also be a useful salary and benefit budgeting tool. Position Control Maintenance Position Control Maintenance is used to build and maintain a list of job positions for each department. Select Personnel>H/R>Position Control>Position Control Maintenance. Add a new department Add new position Position Control 11-1

205 Position Control Maintenance Figure 11-1 Creating Department Information To add a new department, click Add on the main toolbar. Enter the main department number (do NOT include the 2 digit sub number). Enter a description for the department and then click the Add button shown in the figure below to add a position. Note: Department numbers must be consistent with the department numbers in Department Maintenance. Figure 11-2 Position Id - Type in or use <F3> to select a Position Id. Positions must already exist in the Position Maintenance. Count - Enter the total number of positions (vacant and filled) for this department. Comment - A note about the position may be entered in this field. Add all of the position counts for the department and then click Save when finished. Change Existing Department Information To retrieve an existing department, type in a department number and press Enter or use the Dept Id or Description picklists to select one. The main toolbar buttons can be used to edit the department s description or delete the entire department record from Position Control Maintenance. Use the Add, Edit and Delete buttons shown in the previous figure to change the position information for a department. Click Save after making any changes. Position Control 11-2

206 Position Control Report Position Control Report The Position Control Report will identify the filled and vacant positions for each department selected on the report. The Detailed report will list employee information under each position, including their salary, step/grade, and status. The Condensed report will list each position title under a department and will show how many positions are available, filled, vacant, or occupied by employees on leave or suspension. Select Personnel>H/R>Position Control>Position Control Report. Figure 11-3 Position Control 11-3