User s Guide for Standardized Employee Setup for Centralized Benefits Administration

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1 User s Guide for Standardized Employee Setup for Centralized Benefits Administration The purpose of this user s guide is to facilitate changes and/or updates required in the Paycor system. These required updates will facilitate and streamline reporting for centralized benefits administration within the Archdiocese of Saint Paul and Minneapolis including, but not limited to, PenServ reporting for the 403(b) Plan. All requirements set forth within this document must be adhered to and monitored on a regular basis. HR Custom Fields HR Custom Fields have been created to populate required data points on the PenServ report. In order to update the HR Custom Fields, go to Company Manage HR. Once in Manage HR, open the HR Tab and click Employees to go to your employee list. Click on the name of the employee you need to update. This will take you to the employee s HR profile.

2 The HR Custom Fields are included in the Details tab of the HR Employee Profile. Scroll to the very bottom of the Details tab to find the custom fields.

3 Custom Fields: HR Custom Fields include the following (*Required field for all employees): 1) Emp. Status a. This field is only used when one of the statuses below apply to the employee. i. D = Deceased ii. P = Disabled iii. R = Retired iv. L = Leave of Absence v. M = Military Leave 2) Emp. Status Date a. This date is only required when Emp. Status is populated. This field needs to be blank if there is no Employment Status Code to report. 3) *Employee Type Code a. Each employee is required to have an Employee Type Code assigned as follows: i. A = Regular Employee (part-time, full-time, temporary, etc.) ii. C = Clergy or Religious iii. M = Religious member who is not eligible for 403(b) contributions iv. R = Catholic Cemetery v. T = Teacher 4) Employee Type Date a. The PenServ report will automatically populate the hire date in the generated report if no date is entered in this field. A date is required when there is a change to the Employee Type Code, and the Employee Type Date would no longer be the hire date. 5) Job Status Date a. This field is required when an employee changes status from full-time to part-time, or vice versa. Hire date will populate on the PenServ report when no date is entered. If an employee experiences a status change, this is where the date of that change is tracked. 6) Original Termination Date a. If an employee was terminated and rehired, this field is used to track the date of their original termination. Once you rehire an employee in Paycor and make them active, the termination date field becomes blank. This custom field allows history to be kept of the original termination date for PenServ reporting. *Custom fields must be kept up-to-date as necessary for employee changes. Non-Custom Required HR Fields 1) Under the HR Details section above Demographics a. Gender b. Marital Status

4 2) Under the HR Position/Pay Section Hours Per Week a. Each employee must have a value assigned as anticipated hours worked per week. If hours or duties change during the year and hours increase or decrease, this field must be updated to reflect the employee s current work situation. This field in turn calculates an annual salary, which is used for benefit purposes. 3) Under the HR Personal Section Contact Information b. Add a Home or Work

5 Other Important Reminders 1) Hours reporting by pay period is required for all employees, both exempt and nonexempt. You can add standard hours for your exempt employees in their payroll file to automate hours reporting. This will automatically populate hours for you within the pay grid every pay period. You will need to adjust the hours populated for any time taken off or other hours reported, so that the total hours for the pay period are correct. a. Under Manage Employees Time & Attendance Work Hour Settings i. Add standard hours per pay period 2) If you have an employee with a rehire date that did not carry over during your Paycor conversion, please remember to add it to his or her employee profile, along with the original termination date (HR Custom Field).