Administrative Contracts July Payroll WESPaC Data Processing Procedures

Transcription

1 Administrative Contracts July Payroll WESPaC Data Processing Procedures Fiscal Coordination June 2017

2 Table of Contents - Checklist Step Completion Date Description Page Before June Payroll 1. Verify contract balance and edit pay records 1 2. Process exception items needed for terminating employees 3 Before July Payroll 3. Print/Save employee profile report (optional) 4 4. Purge contracts fully paid on or before 6/30/ Mass delete corresponding contract pay records Add employee profile data for newly hired employees Create an EM plan and import budget assignments Update calendar data (if not completed during budget) Mass update pay start, and stop dates Review positions to verify accuracy Review and update employee assignments Run audits and reports to verify assignments Export assignments from EM into payroll Verify employee payroll contract and pay records Mass update hourly wage rate Roll time off year end for administrators Update time off calendars Review/Update Benefit FTE as needed 56 WESPaC Doc/HR ADMIN CONT-JULY NCESD 06/22/2017 i

3 Before June Payroll Step 1 Verify Contract Balances and Edit Pay Records In the June payroll, most of your administrator payroll contract payments end. Most districts have a limited number of payouts and will find it easier to make any necessary pay record corrections as opposed to using the Payroll Select Contract Payout Import option. The reason for a difference in the final month payroll is due to the monthly pay amount imported from your EM file. The WESPaC system pays the same amount on the pay record as long as it is not greater than the contract balance due. Because of rounding from the original EM calculation, your final payment may not match your contract balance. Run the 1-Employee Contract Balances report. Menu: HR, Profile, Quick Pick Report This is a crystal report which has been loaded into your districts database. The Crystal Report Viewer screen will take a few minutes to display a prompt to run the report. Enter the June end period date. This year, you will enter Click OK. Administrative Contracts July Payroll NCESD Fiscal Coordination 1

4 Print/Review Report data. Differences are listed in the last column comparing the contract balance amount to the pay record amount. Note: Negative differences will not be paid, but will display as a calculate warning. You may choose to correct the pay record amount or not. Positive differences will not be paid unless the pay record amount is adjusted or the payroll select import contract payout option is used. Recommendation is to adjust the pay record amount since districts have a limited number of pay records affected in June payroll. Edit employee contract pay record(s) as needed to change the amount to the contract balance. Menu: HR, Profile, Pay Tab Administrative Contracts July Payroll NCESD Fiscal Coordination 2

5 Step 2 Process Exception Items Needed for Terminating Employees In the June payroll, you may have some terminating employees who are receiving their final payroll check. Add terminating employee data as needed: Menu: HR, Profile Enter Time Off Sale for cash outs (Sick, Vacation, and/or Personal leave) Enter VEBA Deduction for cash outs going into VEBA III. Enter Deduction/Benefit end dates appropriate to what should process in final payroll. End Insurance Tracking master and plans with appropriate end processing date. Enter a retirement eligibility end date in their retirement member profile if this is their final payroll being reported to Department of Retirement. Please refer to the WESPaC Terminating Employee Worksheet for details. Enter all other regular payroll items and complete your June Payroll. Administrative Contracts July Payroll NCESD Fiscal Coordination 3

6 Before July Payroll Step 3 Print/Save Employee Profile Report (optional) Before administrative contract data is purged, some districts choose to retain a printed and/or saved copy of their employee profile data. If your district saves these, you may choose to create a Payroll Year End folder to store this report. Run the Employee Profile Report Menu: HR, Payroll, Reporting, Master Files Folder-Employee Profile Report Enter selection parameters to select administrator employee type code(s) only or select individual employees. Administrative Contracts July Payroll NCESD Fiscal Coordination 4

7 Choose profile data to report. Click Print. Review/Verify report information on screen prior to saving and/or printing. Note: You may choose to save your parameters for future use once you have determined the data you want to include on this report. Report Sample: Administrative Contracts July Payroll NCESD Fiscal Coordination 5

8 Step 4 Purge Contracts Fully Paid on or Before 06/30/17 Remove paid contracts and their corresponding pay records before importing the new year administrator contracts from EM. This is the recommended procedure for clearing out paid data from the prior year before adding new data for the new year contracts and pay records. You will purge the contracts in step 4 and mass delete the corresponding pay records in step 5. Caution: This utility can delete any contract, whether it is fully paid or not. Use date range and filters to carefully select only those contracts you intend to purge. Run Employee Contracts to verify zero balances and print/save report. Menu: HR, Payroll, Reporting, Master Files Folder-Employee Contracts Click on to clear previous selection parameters. Enter Paid End Date Range: blank to 06/30/2017. The screen display will change to display contracts whose paid end date is on or before 06/30/2017. This may include more than just your administrators. Note: Use the Filters button to select only the employee types whose paid contracts run July through June. Review the listed contracts either on the screen, or Excel the file, to verify the correct contracts are listed and the contract balances are zero. Administrative Contracts July Payroll NCESD Fiscal Coordination 6

9 Click the Report button if you wish to save a report file of the contracts to be purged. Select OK to load the selection parameter values from the PaC Contract Browse Filter. Select Breakdown of Contract Information. Optionally choose to Include Pay Record Account Distribution Information. Choose to Process Pay Records that are Both (active and inactive) View the report. Optionally, print and/or save. Note: To save it in WESPaC, click. Highlight a report, and click Save This Report. Click Save again, to save it into the My Saved Reports. Close Report and back out of Web to return to PaC. Administrative Contracts July Payroll NCESD Fiscal Coordination 7

10 Purge Contracts. Select the Purge Option. Note: The date range and filter data from the previous screen does not default here. Make sure to enter the correct date range and selection parameters to match any filter you may have used for your review/report. For example: Paid End Date Range to: 06/30/2017. The Employee Contract Purge screen displays all contracts that meet the date/selection parameters. To remove a displayed contract from this purge process, highlight the contract then click Remove. To purge the displayed contracts, click Run. Administrative Contracts July Payroll NCESD Fiscal Coordination 8

11 Click Yes to continue. Click OK to confirm process complete. After this process completes, you are returned to the Employee Contracts screen with the date ranges/filters previously entered. The list should be blank, unless you removed contracts before purging. Administrative Contracts July Payroll NCESD Fiscal Coordination 9

12 Step 5 Mass Delete Corresponding Contract Pay Records Mass Delete the pay records corresponding to the contracts purged in step 4. Menu: HR, Payroll, Mass Process Select Pay Records, click Delete. Select Report and Delete. Determine if a control data can be used or not. Use of a control date will include any pay record that meets the selection parameters and has a pay start date on or before the date entered here. Note: If all of your July-June payroll employee s fully paid and purged contracts processed for 12 months, you can use a control date=07/01/2017. If some of your July-June payroll employees had some fully paid and purged contracts that started mid-year, do not use a control date. Select OK to delete records with history. Click the Selection Parameters. Administrative Contracts July Payroll NCESD Fiscal Coordination 10

13 Select only contract pay records. Select Employee Types for staff with July-June paid contracts. Click OK to complete the Selection Parameters screen. Run the process. Administrative Contracts July Payroll NCESD Fiscal Coordination 11

14 Click Yes to continue. Display report to screen and/or print/save as needed. Verify records to be deleted are correct. Close or Save/Close report. Select Yes to continue the mass delete process. Click OK to confirm process is complete. Administrative Contracts July Payroll NCESD Fiscal Coordination 12

15 Step 6 Add Employee Profile Data for Newly Hired Employees New employees who will be included in July payroll must have profile data. Refer to the New Hire Data Input form. Complete all known data with the exception of contracts and corresponding contract pay records. Contracts and contract pay records will be imported from an EM plan. Menu: Web HR, Employee, Employee Profile Select the Add option. Complete all known data screens, (Continue Add advances to next screen) except contract and corresponding Contract Pay Records. Administrative Contracts July Payroll NCESD Fiscal Coordination 13

16 Step 7 Create an EM Plan and Import Budget Assignments The recommended business process is to create a new EM administrator plan and pull the July- June assignments from your Salary Negotiations F195 Budget Plan. Add a new EM Administrator/July-June Plan. Menu: Web HR, Employee Management, Plan Management Select the Plan Management Option Click the Add button to create a new plan. Enter Plan year Enter a Plan Description and Detailed Description. Check to exclude this plan from Employee Access if your district does not display assignment information in Employee Access. This will also check the Exclude Lane & Step Information from Employee Access box. (District Choice) to select the box to Display Step Description instead of Step Number in Employee Access. Check to Track Changes made to this plan. Check to Export CEDARS data from this plan. Click Save. Administrative Contracts July Payroll NCESD Fiscal Coordination 14

17 Import assignment data into your new EM plan. Menu: Web HR, Employee Administration, Employee Management, Plan Management Make sure your new Administrator Plan is highlighted. Click Import Assigns from Sal Neg Plans. Select your F195 Budget Plan. Uncheck If Position Already Exists Do Not Create a New One. Uncheck If Assignment Already Exists Do Not Create a New One. Check Process Blank Job Types. Check Clear Pay Frequency Override Field if applicable. Make sure Appropriate Job Types are selected. Click on the Selection Parameters link. Administrative Contracts July Payroll NCESD Fiscal Coordination 15

18 Select an existing template or click Add. Select positions, assignments, and groups necessary to select only your budgeted administrators. Avoid selecting employee type only. This would import only those employee assignments who match the employee type, but it will import all positions. Make sure inactive profiles are included. Click Save and Select. Click Report. Click OK to continue with the report. Run Report to screen. Review and Print as needed. Administrative Contracts July Payroll NCESD Fiscal Coordination 16

19 Close Report. Click Import to begin the import process. Click Yes to the web message and complete the import process. Step 8 Update Calendar Data (if not completed during budget) Most calendars are updated and cycled during the budget process. Make sure all calendar data is accurate for the new payroll year. Notes about Calendars: Events should be maintained in any new calendars added throughout the year to facilitate the Calendar Event Date Roll each year going forward. Calendars are an extremely important element for calculating salaries and benefits. Calendars can affect salary dollars unless the assignment Do Not Use Calendar to find Calc FTE option is checked. This option should not be used on any base assignment. Calendars can be cloned. Calendar dates, days, and total hours on a position must reflect the full time FTE for the position. Calendar dates, days, and total hours on an assignment should reflect what the employee is actually expected to work. Administrative Contracts July Payroll NCESD Fiscal Coordination 17

20 Update Calendars as needed. Refer to the Personnel Budget, Preparing Calendars for the New Year, Step 3, for detailed information on calendars. Caution: Please complete the following steps only if you do not have an administrator calendar created for fiscal year. This step is normally completed in the F195 Personnel budget prep. Calendar Codes Menu: Web HR, Employee Administration, Employee Management, Setup, Codes Click on Calendar Codes. Add a new calendar or create a new calendar by cloning an existing calendar. Administrative Contracts July Payroll NCESD Fiscal Coordination 18

21 Cycle calendars not completed in the budget process. Menu: Web HR, Employee Administration, Employee Management, Plan Processes Click on Plan Calendars Cycle Add selected calendar(s). Click Preview to complete the calendar cycle process. Administrative Contracts July Payroll NCESD Fiscal Coordination 19

22 Add New Calendars as Needed Menu: Web HR, Employee Administration, Employee Management, Setup, Codes, Calendar Codes Aside from the Plan Calendar Cycle process, which rolls calendars from the current year for use in the new year, districts may need to add additional calendars to accommodate new work schedules. Note: A Calendar can also be cloned from an existing calendar and edited to reduce setup steps. Click the Filter Options button. From the dropdown menu, select the Processing Year. Click the Apply Filter button. Click Add. Choose Standard Calendar. Click Save. Administrative Contracts July Payroll NCESD Fiscal Coordination 20

23 Step 9 Mass Update Assigned, Pay Start and Stop Dates There are utilities available to mass change position and assignment data. An example of using this utility would be to mass change the assigned, pay start and pay stop dates from the old fiscal year to the new fiscal year. This may not have been updated during the budget process, since the pay start and end dates have no impact on the budget process. Change Assignment Maintenance Assigned Date and Contract Payroll Start and End Dates. Menu: Web HR, Employee Administration, Employee Management, Setup, Utilities Choose the July/Admin Plan at the top of the screen. Select Positions-Assignments Mass Change. Edit an existing template or click Add. Administrative Contracts July Payroll NCESD Fiscal Coordination 21

24 If all assignments in this plan are for contracts, and they all run 07/01/2017 to 06/30/2018, select all positions and assignments. Otherwise, use appropriate selections. Note: The Position/Assignment Change screen defaults from the last change process. Edit and delete old data not needed for this process. If the assigned date was not updated during the budget process, it should reflect the oldest possible calendar start date for any employee in this plan, typically 07/01/2017. Select Mass change option A=All. Under the Position Information section, click Edit. In the Change To column, enter 07/01/2017 or appropriate date, in the New Assigned Date field. Click Save to complete the Detail Asn/Pos Info Selection. Administrative Contracts July Payroll NCESD Fiscal Coordination 22

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26 If any other Change To field contains data, edit the area. Highlight the field data, hit your delete key. Click Save. When the screen only contains the data you wish to change, click Continue. Select Mass change option A=All. Select the Edit button. Administrative Contracts July Payroll NCESD Fiscal Coordination 24

27 Enter New Paid Start date to: 07/01/2017. Enter New Paid End date to: 06/30/2018. If any other Change To field contains old data, highlight the data, hit your delete key. Click Save. Click the Save and Process button. Click Preview Data to Process. Select to only display fields included in the mass change. Review the positions and the assignments that will be changed. Administrative Contracts July Payroll NCESD Fiscal Coordination 25

28 If a displayed position or assignment should not be changed, highlight it and click the Remove Record button. Click Back. Click Run the Update to complete the process. Click OK to confirm that you want to run the update. Click the Display Report message to view the assignments/positions that were updated. Administrative Contracts July Payroll NCESD Fiscal Coordination 26

29 Step 10 Review Positions to Verify Accuracy Positions are updated during the budget process to reflect known data at the time of budget. Review the imported EM positions to ensure each position contains correct position terms and defaulting payroll information. Menu Path: Web, HR, Employee Administration, Employee Management, Position Control Change views to Position Control. Select a position, and then click Edit Pos Ctrl. When on the Position Details tab, click Edit to update fields. Click on the Payroll Information tab to review and update defaulting payroll and account codes. Click on the Breakdown tab to review and update defaulting assignment breakdown codes. Administrative Contracts July Payroll NCESD Fiscal Coordination 27

30 Note: When you edit position data and click Save, the following Assignment Processing Options screen is displayed. Make sure you select Do NOT update any information on the Assignments, unless you wish to also change ALL of the individual employee assignment fields to match the position. You can also check the Additional Option Remember my Update Assignments selections for THIS edit session. Position Details tab- Calendar days and hours reflect a 1 FTE. Salary method should be most commonly used option as it defaults on an assignment (salary amount, hourly pay amount, or matrix). If Salary Amount or Hourly Pay Amount is the method, the salary/hourly amount can be blank, unless the position has a most commonly used amount. If Matrix is the method, the most commonly used matrix can be selected. Administrative Contracts July Payroll NCESD Fiscal Coordination 28

31 Payroll Information tab (all fields optional)- Pay Code and Pay Freq can be most commonly used codes for this type of position so that it defaults on an assignment. Paid Start and Paid End dates can be most commonly used dates for this type of position so that it defaults on an assignment (first day of the first payment month and last day of the last payment month). Account Distribution can be most commonly used account number(s) totaling 100% so that it defaults on an assignment. Breakdown tab (all fields optional)- Assignment Breakdown can be most commonly used breakdown for this type of position so that it defaults on an assignment. Refer to the EM/SN Position/Assignment Samples for detailed information regarding specific types of positions. Administrative Contracts July Payroll NCESD Fiscal Coordination 29

32 Step 11 Review and Update Employee Assignments Assignment information reflects data known at the time of budget. Edit and review each assignment as needed to ensure all data is accurate for payroll. There are six parts to every assignment Assignment Details, Salary Information, Payroll Information, Breakdown, Add-ons, and Ded/Ben Information (in EM only used for Benefit FTE field). In EM you can view/edit assignment data two different ways: 1) From the Position Control screen. You can access assignments for the selected position. Menu: Web HR, Employee Administration, Employee Management, Position Control 2) From the Assignments screen. You can access all assignments. Menu: Web HR, Employee Administration, Employee Management, Assignments Refer to the EM/SN Position/Assignment Samples for detailed information regarding specific types of positions/assignments. Administrative Contracts July Payroll NCESD Fiscal Coordination 30

33 Assignment Maintenance: Assignment Details tab- Assign date is on or before employee s work start date. Salary Information tab- If base assignment, FTE is correct (employee s hrs/day in relation to the calendar s hrs/day). If base assignment, Calc. FTE is correct (employee s total hours in relation to the Position s 1 FTE total hours). If using hourly or contract matrix, it accurately reflects employee s placement. Calculated/per diem contract amount (calculated from salary amount, hourly rate, or matrix) is correct for payroll. Calendar, work start and end dates, days and hours reflect employee s work schedule. Administrative Contracts July Payroll NCESD Fiscal Coordination 31

34 Payroll Information tab- Pay Code is correct for new year contract or non-contract type payment. Paid start and end dates are correct (may be blank for timesheet assignments). Account distributions and percentages are correct. If less than twelve months of payments, appropriate pay frequency or pay frequency override is chosen. Use of this is determined by your districts EM configuration setup. Calculated per pay period amount is correct for actual monthly payment. If Additional Pay Rate Pay Codes are needed, the correct pay code is identified. Administrative Contracts July Payroll NCESD Fiscal Coordination 32

35 Breakdown tab- SPI assignment data is correct Account codes and percentage totals match Payroll Information tab account codes and percentage totals. Note: If assignment breakdown data balances to payroll distribution accounts and percentage totals, the Account Distribution Update option is desensitized. If this option is sensitized and selected, it will override the current payroll accounts/distribution data by moving the assignment breakdown data to payroll. Use this option with caution. Add-ons tab- If the assignment has add-on salary information, verify that data is accurate. Ded/Ben Information tab- Verify Benefit FTE is correct for base assignments and zero for non-base assignments. Administrative Contracts July Payroll NCESD Fiscal Coordination 33

36 Add New Assignments. Assignments may need to be added for new employees or existing employees whose assignments were not budgeted for against their individual profile. In EM you can add new assignments two different ways: 1) From the Position Control screen. You can add a single staff assignment or mass add multiple staff assignments. Menu: Web HR, Employee Administration, Employee Management, Position Control Select the Position Control View. Expand the position you want to add an assignment to. Click Add Staff Assignment OR Mass Add Staff Assignments. 2) From the Assignment screen. You can add a staff assignment. Menu: Web HR, Employee Administration, Employee Management, Assignments Click Add Staff Assign. Administrative Contracts July Payroll NCESD Fiscal Coordination 34

37 If the Add Staff Assignment is selected from the Assignments screen, you must identify the position you want to add the assignment to. Select the position criteria and click the Select option. Adding a new assignment Enter the Last Name Highlight the Employee. Click Select. Complete the Assignment Details, Salary Information, Payroll Information, Breakdown, Add-ons, and Ded/Ben Information tabs as needed (shown on pages 30-32). Refer to the EM/SN Position/Assignment Samples for detailed information regarding specific types of positions/assignments. Administrative Contracts July Payroll NCESD Fiscal Coordination 35

38 Step 12 Run Audits and Reports to Verify Assignments After all assignments have been updated, run reports to validate data. Run the Assignment Audit Menu: Web HR, Employee Administration, Employee Management, Plan Processes Select Assignment Audit. If you want to run a full Audit of both Positions and Assignments, select the Skyward Default. This is the recommended method. Click the Process button.. If no exceptions exist the Processing Message will display that No records were found to process. Click the Back button. Administrative Contracts July Payroll NCESD Fiscal Coordination 36

39 If Exceptions are found, select to Preview Data to Process. Review exception list carefully to determine the system correction that the audit will attempt to fix. Excel the data if needed for further review. You may highlight an exception and select the Edit option to access and manually edit and correct the record. Click the Back button when you have completed. You may select to Run the Update to fix exceptions. If not, click the Back button. If you proceed with the Update, select OK to continue. Remaining exceptions are displayed in the Audit Status screen display after the process has completed. Repeat this process as needed. Administrative Contracts July Payroll NCESD Fiscal Coordination 37

40 Run Update Account Dist Mass Utility This utility provides a report of data between assignment payroll data and assignment breakdown data that does not match. The utility can be run to override the payroll data with the assignment breakdown data, but cannot be run to override assignment breakdown data with payroll data. It is recommended not to complete the utility, but to use the report to identify any assignments that need further review. Menu: Web HR, Employee Administration, Employee Management, Setup, Utilities, Update Account Dist Mass Utility Select Update Account Dist Mass Utility, Click Run. Click Add or Edit an existing template. Select the new fiscal year Admin/July Payroll EM plan. Select Display Assignments Being Changed Only. Click the Save and Process option. Administrative Contracts July Payroll NCESD Fiscal Coordination 38

41 If exceptions are found click the Preview Data to Process button. This utility runs the following two reports: Update Account Distribution Exception Report Displays assignments where the utility found errors, but cannot modify data due to incomplete information. Update Account Distribution Verification Report Displays assignments where the utility found differences and can modify the payroll data to match the assignment breakdown data. Select to Print both the Exception Report and the Verification Report. Select the Back option to return to the utility process If the utility found changes to make, do NOT select to Run the Update. Back out of the processing screen. Note: Assignments with exceptions should be edited and reviewed on an individual basis to determine the appropriate correction. Administrative Contracts July Payroll NCESD Fiscal Coordination 39

42 Run EM Reports as Needed Menu: Web HR, Employee Administration, Employee Management, Reports There are various reports available in the Employee Management Reports option. Hover over any of the reports to review the report description to identify what information the report provides. Menu: PaC HR, Employee Management, Data Mining It is recommended to use the Add Wizard option to walk through the setup process. The Data Mining report option also allows you to run data directly to Excel. Note: Most districts have a Payroll Information report that displays the following fields: Name Pay Code Number of Days Hours Per Day Paid Start Paid Stop Actual Calc Contract Pay Period Amount Payroll Frequency Override Administrative Contracts July Payroll NCESD Fiscal Coordination 40

43 Step 13 Export Assignments from EM into Payroll When all of your Administrator/July-June assignments have been entered, updated, and verified, they are ready to be exported and imported into payroll. Since you purged contracts and pay records in steps 4 and 5, this import will be used to create new pay records. Assignment Export/Import Notes: Non-Contract/Rate Type pay codes If the assignment salary calculation is based on an hourly rate or hourly matrix, the hourly rate will import into the payroll pay record. If the assignment salary is based on a salary amount or salary matrix, the imported pay record amount will be blank. An amount can be entered on the imported profile pay record or worksheet entry. The factor is normally set to zero. Non-Contract/Non Rate Type pay codes The imported amount will be the salary amount divided by the number of pays (set by 12 for Pay Freq=M or a designated pay frequency override code) The factor is automatically set to 1. Start the Assignment Export/Import Process. Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import There are three steps in this process: Administrative Contracts July Payroll NCESD Fiscal Coordination 41

44 Assignment Export Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, Assignment Export Select the radio button to: Process only assignments without an export date. This is blank on newly added or SN imported assignments. The Default Selection Parameters can be used to export all assignments. If you want to exclude selective assignments, add a selection parameters template. Selection options are by Individual employee, Employee Types, Pay Codes, Position, Assignments, and Building. Click the Report option to display a list of exceptions and assignments being exported. Click to View the report and print as needed. Carefully review exceptions that display at the beginning of the report. Review report to ensure any assignments you intended to exclude are not on the report. Close the report. If you are ready to export the assignments on the report, click the Run option or click the Back option to close the process without completing the export. Administrative Contracts July Payroll NCESD Fiscal Coordination 42

45 View Assignments Exported Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, View Assignment Exported A list of the exported assignments displays. Select the Report option. Click Print. Select View Report. This report displays your exported assignments as compared to the data in payroll. Verify that all contract data assignments compare to NA in Payroll. Print and/or save and close verification report. Administrative Contracts July Payroll NCESD Fiscal Coordination 43

46 Run the Assignment Import to Payroll Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, Assignment Import Process Select the Set pay level deds/bens to be attached to new pay record button. Make sure all contract and non-contract pay codes that are imported from EM have the proper ded/ben level set. This controls the deductions and benefits that are applied to new pay records during the import process. This screen should be routinely reviewed as new pay records added throughout the year will default as blank (all employee deductions and benefits on file will be applied). Administrative Contracts July Payroll NCESD Fiscal Coordination 44

47 First Time New Contracts Import Process Note: Prior to July, completed contract/pay records are purged from the profile area. Since no primary pay record is in the employee s profile, do not import non-base assignments before base assignments, as the first import will be assigned as the primary pay record. Use the display options below to import only new base contract pay code assignments. Selection parameters will default from the last import process. This initial import should normally be set to import only base contract assignments (if the exported assignments include a mix of contract and non-contract assignments). Click Report. The Assignment Import Report displays. Review exceptions that display at the beginning of the report and ensure all assignments are included. Print and/or Save the report for your EM Import file. If you are ready to import the assignments on the report, click the Run button or click the Back button to close the process without completing the import. Administrative Contracts July Payroll NCESD Fiscal Coordination 45

48 Updated Contract Import Process You may determine after you have imported an assignment that the data was incorrect and needs to be updated and imported again. Note: When you edit an existing assignment that has already been imported, select Yes to clear the export/import dates. Use displayed options below to import existing pay code assignments. Selection parameters will default from the last import process. This initial import should normally be set to import only contract assignments (if the exported assignments include a mix of contract and non-contract assignments). Click Report. Click to View the report and print as needed. Carefully review exceptions that display at the beginning of the report. Close the report. If you are ready to import the assignments on the report, click the Run button or click the Back button to close the process without completing the import. Administrative Contracts July Payroll NCESD Fiscal Coordination 46

49 Import Rate Type Timesheet Pay Records Import Process Use displayed options below to import only non-contract Rate Type pay code assignments. Selection parameters will default from the last import process. This import should normally be set to include only Rate Type Yes timesheet pay records if exported assignments include a mix of contract and non-contract assignments. Click Report. Rate Type pay codes If the assignment salary calculation is based on an hourly rate or hourly matrix, the hourly rate will import into the payroll pay record. If it is based on a salary amount or salary matrix, the imported pay record amount will be blank. An amount can be entered on the imported profile pay record or worksheet entry. The factor is normally set to zero. Click to View the report and print as needed. Carefully review exceptions that display at the beginning of the report. Close the report. If you are ready to import the assignments on the report, click the Run button or click the Back button to close the process without completing the import. Administrative Contracts July Payroll NCESD Fiscal Coordination 47

50 Non-Contract/Non-Rate Stipend Pay Records Import Process Use displayed options below to import only non-contract non-rate type pay code assignments. Selection parameters will default from the last import process. This import should normally be set to include only non-contract non-rate type pay records, if exported assignments include a mix of contract and non-contract assignments. Click Report. Non Rate Type Pay Codes The imported amount will be the assignment salary amount divided by the number of pays (12 for Pay Freq=M or a designated pay frequency code) The factor is automatically set to 1. Click to View the report and print as needed. Carefully review exceptions that display at the beginning of the report. Close the report. If you are ready to import the assignments on the report, click the Run button or click the Back button to close the process without completing the import. Administrative Contracts July Payroll NCESD Fiscal Coordination 48

51 Step 14 Verify Employee Payroll Contract and Pay Records After assignments are imported, verify pay records and contract data. Add/edit additional noncontract pay records as needed. Menu: Web HR, Employee, Employee Profile, Contracts Tab Review and verify imported contract information. Check Contract Total Amount, Pay Start/Stop Dates, and Work Start/Stop Dates. Menu: Web HR, Employee, Employee Profile, Pay Tab Add additional pay records for non-contract data as needed. Update additional non-contract pay records on file as needed. Review and verify imported pay record information. Check Monthly Amount, Account Distributions, Paid Start/Stop Dates, and applied Deductions and Benefits. Administrative Contracts July Payroll NCESD Fiscal Coordination 49

52 Step 15 Mass Update Hourly Wage Rate The Hourly Wage field in the Employee Profile on the WA-General tab, is used in the unemployment reportable wage back out calculation of used leave taken. This should reflect the hourly rate value of the employee s base contract(s). This can be updated manually in the Employee s Profile, or it can be mass updated through a utility. Mass Update Hourly Wage Menu: Web HR, Employee, Setup, Utilities Select Mass Calculate Hourly Wage. Administrative Contracts July Payroll NCESD Fiscal Coordination 50

53 Select Contract Pay Records. Select Blend Rates. Selection to Round Hourly Wage to the nearest penny is based on district s business practice. Use selection parameters to include only administrators. (Employee Type). Click Run. Select only the base assignment pay codes for the employees who meet your selection parameters. Click OK. Review displayed employees pay records. To exclude a record from processing, highlight the record and click Remove. Click Run. Administrative Contracts July Payroll NCESD Fiscal Coordination 51

54 Review screen to ensure the displayed employees are accurate. Click Process to continue, or abort Process to edit employees. Click Ok to the following message. View report. Print as needed. Review data to verify New Hourly Rate. Close or save and close to retain an update file record. Administrative Contracts July Payroll NCESD Fiscal Coordination 52

55 Step 16 Roll Time Off Year End for Administrators If your administrator time off roll/max/accrual business process runs July through June, you should roll time off for these employees. Otherwise, all other Time Off year end roll is processed after August payroll. Steps/Reminders for the Roll Process: 1. You should enter administrative time off leave transactions (including buybacks) dated on or before 06/30/17 before you process this year end roll. Do not enter any transactions dated on or after 7/1/17 until you have completed the roll process. 2. If your district uses Employee Access Time Off Requests make sure all requests for Admins dated 6/30/17 or earlier are approved or denied. You can verify this by running the report Unapproved Time Off Requests in Web HR, Time Off, Time Off-Reports. 3. If your district wishes to purge some prior year historical detail, you should complete that before you complete the roll effective 06/30/2017. You will run the Time Off Year End Purge utility twice if your district is purging historical time off detail-once to remove detail, and once to roll. Menu: Web HR, Time Off, Year End Processing, Time Off Year End Purge Add or Edit an existing template. Enter Roll Over Through Date: to keep past two years of detail, enter 06/30/2015. Enter Anniversary Date: to keep past two years of detail, enter 01/01/1900 to 06/30/2015. Select to Remove detail transactions with a date prior to Roll Over Through Date, leaving a summary record. Select to Include inactive time off codes. Choose just July-June paid employees in Selection Parameters. Click Save and Process. Administrative Contracts July Payroll NCESD Fiscal Coordination 53

56 4. Run the Time Off Year End Roll. No other users should access Employee Profile Time Off when this process is run. Menu: Web HR, Time Off, Year End Processing, Time Off Year End Purge Add or Edit an existing template. Enter Roll Over Through Date: 06/30/2017. Enter Anniversary Date: 01/01/1900 to 06/30/2017. Select to Keep time off detail, summary record is not built. Select to Include inactive time off codes. Choose just July-June paid employees in Selection Parameters. Click Save and Process. Select Preview Data to Process. Select Report. Report only displays data for employees where a current balance does not completely roll or for rolls that are set to provide supplemental hours. Employees without exceptions (current balance rolls to New Year) are not displayed. Print and/or Save/Close report data. If the report data is correct, Run the Update. 5. Don t forget to do the July Time Off Accrual (if your district does this). However, don t do the July Time Off Accrual until you have completed the roll process. Administrative Contracts July Payroll NCESD Fiscal Coordination 54

57 Step 17 Update Time Off Calendars Employee Time Off Calendars are used in several areas of time off. They allow you to clone a date range of time off transactions for an employee. If employees can request time off in Employee Access, their available dates to enter are based on their time off calendar. Menu: Web, Product Setup, Employee Access, Configuration Highlight Time Off Date Range Entry Setup. Click Run. Select the radio button: Use the hours per day found on the Profile Time Off Calendar. Select Mass Assign Profile Calendars Select the new Administrator EM Plan. Click Run. Administrative Contracts July Payroll NCESD Fiscal Coordination 55

58 When process is complete, click Save to apply the changes to the Time Off Request Options. Administrative Contracts July Payroll NCESD Fiscal Coordination 56

59 Step 18 Review/Update Benefit FTE as Needed If you use Insurance Tracking, and any administrators have a change in benefit FTE (including new administrators), you should update the Insurance Tracking Benefit FTE and Distribution FTE value. You can update these values manually through the Employee Profile, Insurance Tracking Tab, or you can use a mass update process. Mass Update Insurance Tracking Benefit FTE/Distribution FTE Menu: HR, Insurance Tracking, Utilities, Import Benefit FTE from Emp Mngmnt Administrative Contracts July Payroll NCESD Fiscal Coordination 57

60 Select your new EM plan. Select IT Processing Date 07/01/2017. Select to copy Benefit FTE to Distribution FTE during import. Click on Selection Parameters and select only base assignments. Click Run. Run report to screen. Review/print as needed to verify changes. Close report. Select Yes to complete process. Note: A detailed procedure for this process as well as adding/changing insurance tracking plans is available in the Insurance Tracking New Plan Year guide. Administrative Contracts July Payroll NCESD Fiscal Coordination 58