Employee. Benefits Statement. The Purpose and How to Create the Employee. December 2013

Transcription

1 Employee Benefits Statement The Purpose and How to Create the Employee Benefits Statement December 2013

2 Table of Contents I. What is an Employee Benefits Statement? II. Setting up the Employee Benefits Statement a. Prerequisites b. Required Steps in Client Self Service (CSS) III. IV. Previewing the Report and Exiting CSS Conclusion Employee Benefits Statement (11/2013) Page 1 of 12

3 What is an Employee Benefits Statement? The purposes of this document is to explain how you can create an Employee Benefits Statement for your employees which will show your employees the value of all the employer paid taxes and benefits that are paid by you, their employer The Employee Benefits Statement allows an employee to see the total cost of their employment including: All income; The value of all employer paid taxes; and The value of all employer paid benefits. Most employees do not understand the true picture of the costs and value associated with their benefits. The benefits statement can include specific information about an employee s compensation and benefits such as: Base salary or regular earnings Specific additional earnings, such as bonuses Paid time off such as holiday, sick or vacation time Employee and Employer contributions to specific insurance benefits Taxes such as Social Security, Medicare, Federal Unemployment, State Unemployment and Workers Compensation Your employee can have a better understanding of: Their total compensation What the employer pays on their behalf. Employee Benefits Statement (11/2013) Page 2 of 12

4 Setting up an Employee Benefits Statement Prerequisites To create the Employee Benefits Statement, the data that is to be placed on the statement must be set up in the Client Self Services (CSS) program. You will need to determine what information you want on the report. The training document and video are available to ensure that the setup you perform is done correctly, thereby giving your employees an accurate Employee Benefits Statement. You can choose to have the report information displayed as follows: List individual earnings, taxes and benefits that affect an employee. Additional memo codes need to be set up for each item and your Client Care Representative can assist you with this. Remember, the more items separately listed, the longer the report will be. Or Group your earnings together, your taxes together and your benefits together, as was done in the report in this demonstration. TruPay suggests that these grouping be fully explained to your employees to avoid any confusion. Employee Benefits Statement (11/2013) Page 3 of 12

5 To Access Client Self Service (CSS) In the Cloud environment At the main screen in Millennium, select the TruPay CSS button in the middle of the screen, as shown below. The system will automatically log you into CSS. If you changed your Millennium password at any time before you log into CSS, the system will ask you to verify your Millennium password and CSS will recognize your Millennium password. Employee Benefits Statement (11/2013) Page 4 of 12

6 In the Installed environment In the Millennium Installed environment, select the TruPay CSS icon that is installed on your desktop shown below. Enter your user name and password, which should be the same as your Millennium login information. For PayEntry clients only A PayEntry client does not have access to the Client Self Service (CSS) program. Therefore, a PayEntry client will need the assistance of the Client Care Representative to work on the setup procedures. Once set up is completed, this report can be run as often as needed. The annual related costs are: Less than 100 employees $ employees or more $ Required Steps Once in Client Self Service (CSS) When in CSS, select the Reports pull down menu. This will display the Employee Benefits Statement report. Select this and the system will display a dialogue box to build the report shown below. Employee Benefits Statement (11/2013) Page 5 of 12

7 *Employee Filters are pulled from the Millennium payroll software. If you require or want any new categories added, please contact your Client Care Representative. Employee Benefits Statement (11/2013) Page 6 of 12

8 The instructions explained in the screen shots below will set up the Employee Benefits Statement. Employee Benefits Statement (11/2013) Page 7 of 12

9 To review, you want to ensure that you: Select the proper Check Date Range Select the proper Employee Filter Select the earning, deductions and tax codes in the Earnings and Benefits area Remember the more detail that is displayed as a line item on the report, the longer your Employee benefits Statement will be. When finished, the screen should resemble the screen shot below. Employee Benefits Statement (11/2013) Page 8 of 12

10 The system also gives the ability to change the language that displays on the report. The screen shot below shows the default verbiage the system provides. You do have the ability to edit the Statement Purpose and HR Contact verbiage to properly represent your company. Employee Benefits Statement (11/2013) Page 9 of 12

11 When all the steps to create the Employee Benefits Statement are completed, preview the report by selecting the Preview button on the screen. The system will display all the reports for the Employee Filter that was selected. The report displayed below is for one of the salaried employees in the Demo Company TruPay uses for our webinar series. The system also gives you the ability to print the report directly from the dialogue box or to create a PDF file with this report. Employee Benefits Statement (11/2013) Page 10 of 12

12 When all the Employee Benefits Statements are completed, you can exit out of the dialogue box. The system will save the setting used to create the report. To exit out of CSS, select the File pull down menu and select the Exit command. Employee Benefits Statement (11/2013) Page 11 of 12

13 Conclusion This completes the process on creating an Employee Benefit Statement. As a Millennium client, you have the ability to run this report any time it is needed. As a PayEntry client, you need to contact your Client Care Representative to run this report as often as you need it. As always, if you have any questions, contact your Client Care Representative. You can contact TruPay at: Thank You! Employee Benefits Statement (11/2013) Page 12 of 12