EAN. guide. Functionality. system. Dallas, TX (214)

Transcription

1 EAN Functionality Training Guide for ExponentHR The Employee Action Notice (EAN) application provides an on-line utility to request and approve changes to Employee Personnel Records. This guide provides detailed information on the EAN functionality in the ExponentHR system. Exponent Technologies 4970 Landmark Place Dallas, TX (214)

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3 Table of Conten nts Table of Contents... i Employee Action Notice (EAN) Functionality... 1 Understanding Employee Action Notices (EANs) EAN Life Cycle... 3 EAN Status types... 3 EAN Structure... 4 Entering Data... 4 Required Information... 4 EAN Reason Codes... 5 Employee Level EAN... 6 Employee Personnel Records... 6 Direct Deposit Authorization... 7 W-4 Withholding Request... 8 ExponentHR Learning Exercise... 9 Managing EANs Employee Action Notice (EAN) Summary Page Using the EAN Summary Page EAN Detail Reviewing and Approving EANs Approving an EAN Re-Routing an EAN Rejecting an EAN ExponentHR Hands on Exercise Creating EANs Creating an EAN Change Personal Information (Personal EAN) Change Employment Information (Employment EAN) Adding a New Employee in ExponentHR New Hire Authorization Request Selecting a Position in the OSM Tree New Hire Enrollment Consultant/Con ntractor Access Employee Leave Place Employeee on Leave Re-Activate Employee on Leave Employee Termination Re-Hire Terminated Employee Pay Rate Change (Pay Rate EAN) Job Change Re-Organization (Re-Org EAN) ( (k) Deductions (401(k) EAN) Direct Deposit Authorization Other Payroll Notifications Company Code Management Types of Codes and Edit Rights View-Only Codes Editable Codes Editable Codes with Validation Required Viewing/Creating/ Editing Company Codes Viewing Company Codes Creating a New Company Code Editing an Existing Company Code Inactivating Company Codes i

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5 Employeee Action Notice (EAN) Functionality The Employee Action Notice (EAN) application provides an on-line utility to request and approve changes to Employeee Personnel Records. This guide provides detailed information on the EAN functionality in the ExponentHR system. Employee Level EANs are automatically granted to all employees through their personal ExponentHR website. Management EANs are available through the Management site, provided thatt the management level user has been assigned Grant Access rights to the designated EAN type. At the end of this lesson you will be able to successfully: Identify and describee the structure of an Employee Action Notice. Distinguish each EAN status and discuss the life cycle of an EAN. Demonstrate the process to approve an EAN. Apply company procedures to create and reroute EANs. Analyze and modify a submitted EAN before submitting to ExponentHR. Create EAN automatic notifications to be generated when an employee is terminated, hired or their job is changed. 1

6 Understanding Employee Action Notices (EANs) Theree are 15 types of EANs in ExponentHR. Authorization to review/submit and approve thesee EANs is granted by the designated HR Administrator(s) at your company. Change Personal Information Change Employment Information Job Change New Hire Authorization Request Employee Termination Re-Activate Employee on Leave Other Payroll Notifications Direct Deposit Authorization 401(k) Deductions Pay Rate Change New Hire Enrollment Re-Hiree Terminated Employee Place Employee on Leave Consultant/ Contractor Access Re-Organization The exact number of EANs granted to management level will vary based on your company. A future lesson will discuss how to control management access to EANs. ExponentHR restricts all employees without HR functions or administrator access rights from viewing sensitive employee data such as: Social Security Number Age/Birth Date Ethnicity HR Notes Note: The restriction is automatic and site-wide. The only exceptions are that employees with Payroll function rights can see the SSN of employees. 2

7 EAN Life Cycle An EAN in ExponentHR will progress through stages once it has been created. The graphic below illustrates the progression of a successful EAN. EANs will not always follow the successful path to approval. Interruptions during the approval process can lead to other statuss types. Use the following table to identify each EAN status and its definition. EAN Status types Status Submitted Approved Completed Rejected Canceled HR Rejected Open Re-Routed Description New EAN change request is saved and is awaiting HR Approval. EAN has been approved by HR and is awaiting execution into ExponentHR. Change(s) are complete and now visible in ExponentHR. The change request has been disallowed by the HR reviewer and returned to the author (refer to EAN notes for a rejection explanation). EAN change request has been deleted. The change request has been disallowed by ExponentHR and returned to your company s HR department for review/clarification. Newly created or unsaved benefits Life Event. EAN sent to Management for Review & Consent. 3

8 EAN Structure Each EAN is comprised of specific employee personnel, payroll and job related detail. With the user in mind, ExponentHR presents each EAN page with similar structure and functionality. Current Field Values Action Required Field Labels New Entry Fields Entering Data When creating a new EAN, current data is displayed in the left column, following the field labels. Blank data in this column represents information absent from ExponentHR. Use the rightmost column to enter new information or to change existing data. Type an asterisk (*) to completely remove current data, such as an invalid address. A red asterisk (*) denotes required fields. Required Information Employees adjusting personal information may encounter fields prompting them with additional requirements via the button. Two fields requiring additional action are last name and social security number. When a user clicks the button, a pop up window will appear prompting the user to complete additional steps, usually requiring sending paper documents to HR. This detailed messagee is customized based on your corporate requirements. 4

9 EAN Reason Codes You should begin to think about the different EAN reason codes to be used within ExponentHR. Reason codes are attached to specific actions and will provide more thorough reporting functionality. Reason codes must be defined for the following four types of EANs: Pay Rate Changes Terminations (Voluntary and Involuntary) Job Changes Leave of Absence Many of the above types have required reason codes; however, additional codes may be defined according to your business. 5

10 Employeee Level EAN Employees will always have the ability to submit an EAN for changes to the following: Personal information Direct deposit W-4 The changes thatt an employee submits are simply requests to HR. Ultimately, submittal to ExponentHR lies with the designated approvers. Employee Personnel Records The employee personnel record is the key placeholder for employee data in ExponentHR. It may be accessed by employees or by managers. It is important for employees to understand this page and submit changes when necessary. The default employee personnel record is categorized into 9 sections, some of which are subdivided into additional categories: Personal Information Address/Contact o o o o o Personal Contact Work Contact Home Address Mailing Address Emergency Contact Employer Informationn Auto/License o o Driver s License Information Automobile Information Work Status o o o Work Status Federal, State and Locality Payroll Withholding Home/Work Location Tax Overrides 6

11 Job Status o o Job Information Employee Job Classification Pay Status o Pay Rate/Salary Information Paid Leave Accruals o Current Paid Leave Status Direct Deposit Information Some areas of data collection can be activated based on your corporate policy. For example, the employee vehicle information area can be disabled if this data is not collected. Employees cannot modify all fields on the Employee Personal Records page. that employees may change are limited to the following: Informationn Personal Information Emergency Contact Home Address (and Mailing Address, if different) Automobile Information By clicking the Submit button from the Change Personal Information page, the employee is sending the modifications to your company s HR department for review. Once the HR department has reviewed the information, it will then be sent to ExponentHR for final approval. Direct Deposit Authorization The Direct Deposit Authorization EAN allows an employee to perform the following: Enroll in Direct Deposit Program Modify Existing Direct Deposit Accounts Discontinue Direct Deposit Employees are permitted to identify an unlimited number of accounts for distribution of payroll wages. Furthermore, employees can allocate funds from regular earnings, as well as supplemental checks, by the following method(s): Percentage Fixed Amount Remaining Balance 7

12 ExponentHR allows the employee to directly enter their bank, account number and routing number. There is no need for the employee to submit a voided check. ExponentHR provides a check diagram for proper account and routing number entry. Direct Deposit changes will take effect after bank verification, in approximately 4 business days. ExponentHR will automatically perform a bank pre-note on any changes prior to activating the new account(s). Pre-notes are transmitted to the member banks daily and require a few days for bank response. W-4 Withholding Request The W-4 Withholding Request page allows employees to use an IRS calculator to determine appropriate W4 withholding allowances and generate a complete W4 for change submittal. The withholding calculator is an external link to the IRS web site and is not maintained by ExponentHR. Electronic submittal of W-4 withholdings is only available for Federal withholding. A link to applicable state tax withholding forms can be found in ExponentHR by navigating to Compensation > Forms in the navigation bar. The IRS dictates that all employers maintain a signed copy of each employee s Form W-4. Therefore, you should not approve a W-4 change request until it is matched with the printed document. 8

13 ExponentHR Learning Exercise Now that you have had the opportunity to learn about the three employeee level EAN changes thatt can be made in ExponentHR, please follow the instructor s directions to log on to the ExponentHR pre-live environment and make the changes to your employee record. Please follow the prompts below: 1. Change your W-4 withholdings as follows Single 1 Allowance Withhold an additional $50 from each paycheck 2. Change your address to 1212 Main Street, Lewisville, TX This is in Denton County 3. Change your Direct Deposit to have your net pay distributed between your checking and savings accounts as follows: $200 Savings Remaining Balance Checking First Bank of ExponentHR Account number Routing number

14 Managingg EANs When accessing the Management view, HR personnel are immediately notified of any EANs awaiting approval on the Welcome Page. Navigate to the Employee Action Notices Management Utility using one of the three methods: EAN Awaiting Approval link Quick Reference link Navigation Bar (HR Administration > Applications > Employee Action Notice) EAN Quick Link EANs Awaiting Approval Note: The EAN Awaiting Approval dialog will only display for HR employees that have authorization to approve EANs. The corresponding number indicates the current number of submitted EANs for employees accessible to the specific HR manager. 10

15 Employee Action Notice (EAN) Summary Page The EAN Summary page is the central area for viewing, creating, editing, and approving EAN s. The summary page displays the following information for each EAN: EAN # (system generated) EAN Type Employeee Name (person affected by the change) Created By (person requesting the change) Date/Timee Submitted Status Last Update (time of last edit or status change) The graphic below shows the Employee Action Notice (EAN) Summary page. EAN List EAN Summary Filter 11

16 Using the EAN Summary Page Click any EAN# to view the details, make changes, and/or approve that EAN. You can adjust the visible list of EANs by using any combination of the following filter types: Employeee Name o o o Active On Leave Terminated Creation Date EAN Status EAN Type The results of the EAN Summary page may be sorted in ascending or descending order by any of the displayed columns. Note: For all HR Personnel, the default view lists EANs awaiting approval. 12

17 EAN Detail Clicking the EAN # will display the Employee Action Notice (EAN) Detail page. From the EAN Detail page, you can do the following: View/Edit EAN Details (new changes/prior data/expected completion) EAN Status History Submit Reject Edit Delete Print Send an Notification (not applicable to all EANs) Reroute ( only visible to EAN approvers) Control Visibility to Employee The image below displays the EAN Details page for a Pay Rate Change EAN. EAN Details EAN Notes Display Status History Change Details (new and prior) 13

18 Reviewing and Approving EANs Authorized managers and designated HR personnel can be given access to approve EANs through the Grant Access utility. After an EAN has been submitted, action must be taken. A submitted EAN can be: Submitted to ExponentHR (approved) Re-Routed Rejected Edited Deleted Approving an EAN The responsibility to review and approve an EAN depends on your Grant Access Rights setup. Step Re-Routing an EAN You may need an EAN to pass through more than one approval, and in that case, you can re-route an EAN to other approvers in your organization. Step Action On the Management Utility bar, click HR Administration > Applications > Employee Action Notice. 2- Use the EAN filter to display EANs in the list. 3- Click the EAN# of the notice you want to approve. 4- Review the EAN, and then click the button. Action On the Management Utility bar, click HR Administration > Applications > Employee Action Notice. 2- Use the EAN filter to display EANs in the list. 3- Click the EAN# of the notice you want to re-route. 4- Click. A pop-up windoww will be displayed allowing you to select the appropriate individuals to approve the EAN. (see screen below the step table for more detail) 6- Add the appropriate approvers to the Approver table 7- Click. 14

19 The Approver table lists all management users currently designated as approvers for this EAN. The originator (the person who created the EAN) is always assumed to be part of this list. The Employee's Chain of Command box lists the name and job title of the employee's immediate supervisor, then lists all subsequent supervisors up to the top of your company's OSM tree. The All Management Personnel box lists each employee/contractor in your organization who has active Grant Access Rights to the Management Site. Rejecting an EAN Occasionally, submitted EANs may have incorrect or invalid data. As an approver, you can either edit the EAN, if the correct data is known, or reject the EAN back to the submitter. Step 1-4- Action On the Management Utility bar, click HR Administration > Applications > Employee Action Notice. 2- Use the EAN filter to display EANs in the list. 3- Click the EAN# of the notice you want to reject. Click the button. A message will appear; click OK to acknowledge. 5- In the EAN notes area, type notes that explain the reason for rejection. 6- Click the button. 15

20 ExponentHR Hands on Exercise Now that you have an understanding of the Approval process for EANs, you can take action on the 3 EANS you completed in the prior exercise. Navigate to your list of EANs and complete the prompts below: 1. Click on the EAN that you submitted to change your W-4 information Reject this EAN because the employee has not turned in the hard copy W4 2. Click on the EAN that you submitted to change your address Edit this EAN to change the wording of the address to St instead of Street 3. Click on the EAN you created to edit your Direct Deposit Information Approve this EAN 16

21 Creating EANs Designated managers and HR personnel should be given the ability to create an EAN on behalf of an employee. The specific EANs a manager can create are defined in the Grant Access utility. The EAN type list will only display EANs for which a manager has been granted access. EAN Type List Creating an EAN Step 1- Action On the Management Utility bar, click HR Administration > Applications > Employee Action Notice. 2- Click the button In the Employee List, select an employee. In the EAN Type box, select the type of change you want to make. 5- Click the button. 6- Type the changes in the boxes. 7- Click the button. 17

22 Change Personal Information (Personal EAN) Personal information in ExponentHR is made up of key employee data such as: Name Address Telephonee Emergency Contact Information All employees have access through the Personal view to update their personal information. Management level employees can be granted access to change personal information on behalf of an employee. Confirm that you have received required verification documents for your files before submitting the EAN to ExponentHR. Scenario: One of your employees has just returned from her honeymoon and needs to update her last name. The employee does not have accesss to a computer. Create an EAN for this employee to change her last name to Smith. Change Employment Information (Employment EAN) This EAN includes employee work-related data, such as payroll info and employment status. If W-4 Withholding information is being changed through the Employment EAN, verify that you have received the paper copy of the W-4 to maintain in the employee s file. Scenario: One of your Part-Time customer service representatives has accepted a position as a Full-Time representative. His pay rate will remain the same, but his employment status will change. Use the Employment EAN to update this employee s employment type to Full-Time. 18

23 Adding a New Employeee in ExponentHR Employees can be added to ExponentHR through one of two methods. The process will vary depending on your corporate policy. Method 1 is a two-step process requiring both management and HR. 1. Manager completes the abbreviated New Hire Authorization Request EAN. 2. HR verifies validity of New Hire Authorization Request EAN and converts it to a New Hire Enrollment EAN, appending with additional data, and then submits the EAN to ExponentHR. Method 2 is a single-step process for HR or site managers. 1. Manager or HR collects all new hire enrollment material on paper, completes a New Hire Enrollment EAN, and submits it to HR for review and approval. New Hire Authorization Request Managers use this EAN to request the HR departmentt to initiate the process necessary to enroll a new employee in corporate systems. The New Hire Authorization Request provides the manager with fields to enter data in the following categories: Personal Information Home Address OSM Position Assignment Employment/Payroll Information Job Information When creating a new employee, you will be required to identify the new position and supervisors. 19

24 Selecting a Position in the OSM Tree Step Action From the New Hire Authorization Request EAN page, click the button in the OSM Position Assignment area. The OSM Select New Position window appears. 1- Do the following 2- If you are Assigning the employee to an existing position Filling a position that does not exist in current OSM tree. Then Navigate through the OSM Pick List and select the open position you want to assign, then click the Use Selected TBH button. Select the supervising manager and then click the Add New Position button. In the Addd Position window select a job code. 3 - Click the Save & Return to EAN button. Note: All open positions are designated with a red TBH (to be hired). Scenario: You have just extendedd an offer to Matt Jones as an Account Associate. Matt has accepted and will start his job on the first businesss day of next month. Using data collected from the job application, complete a New Hire Authorization Request EAN for Matt Jones, ensuring Matt has proper access to ExponentHR when he starts his job. (Although you will need to fill out all the required fields, the information does not have to be real. Feel free to make up information to fill out the request.) 20

25 New Hire Enrollment Managers use this EAN to initiate requests to enroll New employees to payroll and HR systems, subject to a specified effective date. The New Hire enrollment EAN page contains all information you can enter for an employee in ExponentHR. This is a one-page screen to identify W4 data, direct deposit advice, auto/license information, etc. Scenario: Matt Jones has provided you with all of his new employee paperwork. Since the New Hire authorization was completed, you can convert Matt s previous EAN to a New Hire EAN. Completee Matt Jones s New Hire EAN so that all of his employment information will be complete. (You will want to start by opening up the previously saved New Hire Authorization EAN for Matt) Consultant/Contractor Access Use the Consultant/Contractor Access EAN to create ExponentHR site access for any person not employed by your company. You will be required to identify the following: Expiration date of ExponentHR access Name Birth Date Gender Address Work Location Recomm ended Access: Managers responsible for hiring consultant/contactor labor and Human Resources. You can also designate contractors to use Time Clock so that their hours will be available in time clock reports. Once the contractor EAN is complete, the person will need to follow the same First Time Login process that is performed by all new employees. Scenario: Sally Rodriguez is an employee on contract through a temporary agency. Sally will need to access ExponentHR to report her hours. Completee the Contractor EAN to add Sally into ExponentHR. 21

26 Employee Leave During the course of employment, it is common for an employee to be placed on extended leave. An employee should be placed on extended leave whenever his/her leavee of absence will result in missed pay periods. Some common types of leave include: FMLA Workers Compensation Unpaid Leave Bereavement Leavee types can be customized for your organization. Refer to reason codes. Use the Make EAN Visible to Employeee function to indicate whether or not the affected employee will be allowed to view the EAN on his/her personal website. If the EAN contains sensitivee information, select No to hide the EAN from employee view. Place Employeee on Leave The Place Employee on Leavee EAN initiates a request to place an Active employee on an extended Leave of Absence. You must know the following, when placing an employee on leave: Leave Effective Date Type of Extended Leave Disability type (if applicable) FMLA type (if applicable) Expected Date of Return (if known) Note: Expected Return Date can be modified in a Change Employment Informationn EAN. Scenario: One of your employees was injured on the job last week. You have just received notice that she will be on leave effective immediately. Use the Place Employee on Leave EAN to change this employee s status. 22

27 Re-Activate Employee on Leave This EAN initiates a request to reactivate an On-Leave employee to Active employment status in the payroll and HR systems, subject to a specified effective date. You must know the following, when reactivating an employee from leave. Reactivation Date Employment Type Change (if any) Reason for return from Leave All leave of absence events can be reviewed/reportedd through the Leave of Absence HR Report. Scenario: The employee that you placed on leave has returned to work, but has decided to return as a Part-Time employee. Complete a Re-Activatee Employee on Leave EAN to re-instatee her employment and change her employment type to Part-Time. Employee Termination This EAN initiates a request to remove employee from payroll and HR systems, subject to a specified effective date. The rehire permissible option flags ExponentHR as to whether or not you can re-hire the employee. Answering No will prompt any manager completing a Re-Hire Terminated Employee EAN in the future with a message indicating the No flag. Requests for continued access to ExponentHR beyond the employee s termination date can be granted through the Termination EAN. The Extend ExponentHR Personal Site Access Throughh date selection allows you to specify the date to terminate ExponentHR access. Scenario: One of your employees has submitted his voluntary resignationn from your company. His resignationn is effective in two weeks. You have enjoyed having him as an employeee and would welcome any future opportunity for his employment. Using this scenario, complete a Termination EAN for the employee and ensure that his final paycheck is distributed at the next pay period via direct deposit. Re-Hire Terminated Employee This EAN initiates a request to rehire Terminated employee in payroll and HR systems, subject to a specified effective date. This EAN displayss the same fields as the New Hire Enrollment with the employee s prior information already filled in. 23

28 You can only use the Re-Hire Terminated Employee EAN if their status is terminated. A prompt will appear if this employee has been designated as not re-hirable. Scenario: One of your employees resigned from the company last year to stay home with her children. She has decided to return to work part-time as a sales associate. Use the Re-Hire Terminated Employee EAN to re-hire this employee in ExponentHR. (To ensure you select a terminated employee from the list, uncheck the Active and On Leave boxes below the Employee drop down list, and the drop down will refresh to only list the terminated employees. ) Pay Rate Change (Pay Rate EAN) This EAN initiates a request to adjust employee s rate of pay, subject to a specified effective date. To request a change in pay rate, enter the employee's new pay information as follows: New pay rate (rate will automatically be converted to all units: hourly, per period and annual) Effective date of the change Reason for the pay rate change The effective date must match the start of the employee s pay period. Employee pay rate changes cannot be prorated within a single pay period. The affected employee's pay will be modified for the entire pay period. If you need to change the employee's pay rate for past pay periods, use the retroactive pay calculator to determine the additional pay owed for all completed pay periods. Then add a miscellaneous adjustment that will include the additional amount as supplemental pay on the employee's next paycheck. If the effective date of a pay rate change is in the middle of a pay period, the pay rate change should be made effective on the first day of the first full period and a retroactive pay adjustment must be performed for the partial pay period. Scenario: You have received word from one of your managers that she would like to award one of her employees a 5% merit increase effective on the next pay period. Use the Pay Rate Change EAN to submit the pay rate adjustment for this employee. 24

29 Job Change Use the Job Change EAN to submit and approve the job and pay changes. The Job Change EAN allows you to update a specific employee s job information including: OSM Job Position (including Job Title) Supervisor Department Work Location Phone Number Note: The job change EAN also provides the ability for you to complete an associated pay change that may accompany the job change. Re-Organization (Re-Org EAN) The Re-Organization (OSM) EAN allows you to re-assign an employee to a new supervisor while maintaining the employee s existing position. If other employees report under the re-assigned employee, they will continue to report to the re-assigned employee. While submitting this type of EAN, you can change the following: Direct Report supervisor Time Clock supervisorr Scenario: One of your Customer service representatives is being promoted to a full time Senior Customer Service Representative. Additionally, his promotion results in a wage increase to $ hourly. Use the Job Change EAN to submit and approve the job and pay changes. Note: To remove an employee from a position, use the Job Change EAN. Note: To reclassify an existing position to a new job code/job title, use the OSM Management utility. Scenario: One of your employees is being loaned to another department for a 6-month project. During that time the employee will maintainn her present position, title and wage. For reporting and management purposes, it is necessary to align the employee under the project manager she will be reporting to. Use the Re-Organization OSM EAN to make the reporting change for this employee. 25

30 401( (k) Deductions (401(k) EAN) Use the 401(k) EAN page to modify or eliminate a 401(k) Deduction for a selected employee. 401(k) allocations must be adjusted through your 401(k) administrator s web site. Scenario: You have received notice through your 401K provider that one of your employees has decided to increasee his 401K percentage to 5%. The change has been made with the 401K provider, but in order for the employee to see his percentage correctly in ExponentHR, a change needs to be made throughh an EAN. Completee the 401K Deductions EAN to record this change in ExponentHR. Direct Deposit Authorization Managers have access to the same Direct Deposit Authorization EAN that employees have access to. However, management personnel have the ability to immediately activate Direct Deposit modifications, thus bypassing the pre-note verification process. Other Payroll Notification ns Utilize the Other Payroll Notifications EAN to communicate directly with the ExponentHR Payroll Process Group. When approved, a text notification will be transmitted directly to the Payroll Processing Group at ExponentHR. Notes within each EAN can also be used by HR to addd comments to the EAN for use by the Employee and by the Payroll Process Group. Note: Supporting notes are particularly useful to explain 'Rejected' EANs or to clarify unusual change requests. Scenario: One of your employees lost their pay check. Completee an Other Payroll Notification to request a voided voucher and re-issue of the check from ExponentHR. Live Environment Input Now that you have an understanding of EAN changes that can be made for ExponentHR, if necessary, input your own EAN changes to the Live Environment in ExponentHR. This will allow you to get a head start on the double entry process and will give you some additional practice in making these changes. ***If multiple HRA s are inputting data into the Live Environment, do not complete the same changes. Coordinate your action with the trainer or Implementation Coordinator. 26

31 Company Code Management The ExponentHR system usess codes to track various types of employment, payroll and HR related information within your organization. Some examples of these codes are as follows: Department Division Location Earnings Code Deduction Code EAN Reason codes (e.g. Voluntary Termination, Pay Rate, Job change, etc.) HR Contacts (visible in the Personal View Company Directory) The Company Codes Management utility allows you to view, print, and edit codes currently used by your organization, and add new codes as needed. The Company Codes utility is accessible to HR Administrators (and other persons designated through Grant Access) through the Payroll Management section of Wage & Tax applications. 27

32 Types of Codes and Edit Rights Codes in ExponentHR fall into the three categories listed below. Note: Some codes listed below may not apply to your organization. View-Only Codes View-Onlfor reference. Codes that fall into this category include: codes are codes that you cannot change. You may view and print these codes Tax Codes Mandatory ExponentHR Earnings & Deductions Codes Editable Codes Editable codes are codes thatt you may view, print, edit, and add as necessary. Changes you make to these codes are reflected in the ExponentHR system immediately after you make them. Codes that fall into this category include, but are not limited to, the following: Status Change Reason Codes (Voluntary Termination, Pay Rate, Job change, etc. ) Bonus Plan Codes Pay Grades Recruiting Sources Workers Compensation Codes Workers Compensation Rates HR Contacts Union Codes Job Codes Editable Codes with Validation Required Editable codes with validation are codes that you may view, print, edit, or add; however, any changes you make require validation by ExponentHR to ensure all modifications are compatible with the system. Codes that fall into this category include: Employeee Classification Codes (Department Codes, Division Codes, Project / Cost Center codes, etc.) Location Codes Earnings Codes Deductions Codes Executive Level Codes 28

33 Viewing/Creating/Editing Company Codes Viewing Company Codes Step 1-3- Action On the Management Utility bar, click Wage and Tax > Applications > Payroll Management> Company Codes. 2- From the Code Type drop down, select the type of codes you would like to view. All codes that are in the appropriate code type will be displayed. You will also seee a summary screen with details about the codes you have selected. Click 4- in reviewing. to see a more detailed description of the code you are interested Creating a New Company Code Step 1- Action On the Management Utility bar, click Wage and Tax > Applications > Payroll Management> Company Codes. 2- From the Code Type drop down, select the type of codes you would like to add. 3- Click. 4- Type in the appropriate details for the code. 5- Click Note: If you have added a code that requires validation, your Code will not be visible until the process has been complete in ExponentHR. An EAN will be created for any code changes requiring validation and can be monitored through the EAN Approval process. 29

34 Editing an Existing Company Code Step 1-3- Action On the Management Utility bar, click Wage and Tax > Applications > Payroll Management> Company Codes. 2- From the Code Type drop down, select the type of codes you would like to view. All codes that are in the appropriate code type will be displayed. You will also see a summary screen with details about the codes you have selected. Click to see a more detailed description of the code you are interested 4- in reviewing. 5- Make any necessary changes to the code. 6- Click. Note: If you have added a code that requires validation, your Code will not be visible until the process has been complete in ExponentHR. An EAN will be created for any code changes requiring validation and can be monitored through the EAN Approval process. Inactivating Company Codes Step 1-3- Action On the Management Utility bar, click Wage and Tax > Applications > Payroll Management> Company Codes. 2- From the Code Type drop down, select the type of codes you would like to view. All codes that are in the appropriate code type will be displayed. You will also see a summary screen with details about the codes you have selected. Click to see a more detailed description of the code you are interested 4- in inactivating. 5- Change the Status drop down to Inactive. 6- Click. Note: If you have added a code that requires validation, your Code will not be visible until the process has been complete in ExponentHR. An EAN will be created for any code changes requiring validation and can be monitored through the EAN Approval process. 30