2012 Illinois State Seminar Financial Management Sessions Outline

Transcription

1 2012 Illinois State Seminar Financial Management Sessions Outline 2012 Illinois State Seminar FM Outline 1

2 FM Conference Outline Table of Contents 1. FAWIN & PRWIN User Management / Supervisor Options FAWIN & PRWIN SFY Process / Budget Rollover / Update Leave / Update Years Experience PRWIN Attendance / Substitutes / Leave Days / Tracking Doc Days PRWIN TRS and IMRF Setup / Electronic File Reporting PRWIN Verifying a Payroll / Payroll Voids / Payroll Corrections FAWIN & PRWIN What s New PRWIN IMRF Representative, Cindy Lambin PRWIN (Go Green) Deferred Comp / Direct Deposit Setup / Direct Deposit Vouchers PRWIN YTime: Now Representative, Chad Fittro (Time Clock) PRWIN (Go Green) Time Card / Time Clock FAWIN Imprest Setup / Credit Card Pay Setup / New 1099K BPWIN (Budget Planner) Creating the Budget FAWIN Encumbrance / Tracking the Budget FAWIN & PRWIN Preparing for the New Calendar Year / Record Maintenance FAWIN Bank Rec Groups / Bank Reconciliation FAWIN CPA, Tim Custis All Programs Panel Discussion FAWIN & PRWIN W-2 / 941 Info Report / 1099 Part I and II This is not approved documentation. This is only an outline from which to follow a seminar presentation Illinois State Seminar FM Outline

3 2012 Illinois State Seminar FM Sessions Outline 1. FAWIN & PRWIN Supervisor Options / User Management Thursday, 8:30 a.m. Redbird E FAWIN Supervisor Options File Supervisor Options To move from one user to another, click the arrow keys on the tool bar. ( ) Supervisor Equivalent This user will have all rights to Fund Accounting except the ability to add a new or edit an existing user, access Auditor s Adjustments, inactivate an account number or, inactivate a vendor. ( ) User Account Disabled Check this to disable a user s initials and password Illinois State Seminar FM Outline 3

4 ( ) Read Only A user with this option checked will be able to view all parts of the program and print reports. They will not be able to enter or change existing data. ( ) Accounting A user with Accounting rights can change and edit all parts of the program. They do not have rights to add or edit users, end a calendar or fiscal year, close a month, or do auditor s adjustments. ( ) Encumbrance When this option alone is checked, the user has rights to only encumbrance. The accounting Data Entry and Reports are unable to be accessed. Regardless of what other rights the user has, they will not be allowed access to encumbrance if this is left unchecked. A user has all rights to encumbrance except to liquidate and/or receive which are rights selected separately. ( ) Check Signature Setup Check Signature is a program that must be purchased from STI separately from the other programs. If the agency has the Check Signature Program the user must have this selected to be able to see the option under File Preferences/Setup Check Signature Setup. If the user has this right, they can Add, Delete, and Select signatures as needed. ( ) PO Approval Level 1 This option assigns a user with the task of approving purchase orders at the first level. The approval must first be turned on and set up in File Preferences/Setup Other Options Encumbrance tab. If the option is not selected in preferences, checking this option will not do anything. ( ) PO Approval Level 2 This option assigns a user with the task of approving purchase orders at the second level. The approval must first be turned on and set up in File Preferences/Setup Other Options Encumbrance tab. If the option is not selected in preferences, checking this option will not do anything. ( ) Can Liquidate POs Check this if the user should have rights to liquidate POs. Even though a user has been given rights to enter POs, they do not have to be given the right to liquidate them into the disbursement file for payment Illinois State Seminar FM Outline

5 ( ) Can Receive POs This option is only available if the agency has selected to Only Liquidate when PO is Fully Received in File Preferences/Setup Other Options Encumbrance tab. This gives a user the right to mark items Received. For a user who can receive, the liquidate button says Receive. On the screen that appears, they can edit the Received column to show how many have been delivered. A user who has rights to liquidate can also receive up until the time all units have been received. At that time the PO will liquidate when the Continue button is clicked. ( ) Restricted Options Access If a user is given only minimal rights to the programs, it may be wise to limit access in Preferences. If this option is checked and the user goes to File Preferences/Setup, they will only see the options shown on the screen below. In Other Options, only the Startup, Backup, Visual, and Encumbrance tabs will be accessible. On the Encumbrance tab they can only select to show or hide liquidated purchase orders Illinois State Seminar FM Outline 5

6 User Management - PRWIN Payroll Icon Utilities User Management To move from one user to another, click the name. ( ) Supervisor Equivalent This user will have all rights to Payroll except the ability to add a new or edit an existing user or the ability to change the entity s name, address, and FEIN. ( ) User Account Disabled Check this to disable a user s initials and password. ( ) Read Only A user with this option checked will be able to view all parts of the program and print reports. They will not be able to enter or change existing data. ( ) Accounting This is not functional at this time. ( ) Encumbrance This is not functional at this time. ( ) Check Signature Setup This is not functional at this time Illinois State Seminar FM Outline

7 ( ) Payroll for Windows This user, without Supervisor Equivalent, will have all rights to Payroll except the ability to add a new or edit an existing user, change the entity s name, address, or FEIN, and run the End of Year options in Preferences, In Utilities the user will not have rights to Recalculate Contract Paid Amounts, Compact Payroll Database, Correct Deduction Wages, Correct Benefit Wages, Edit W-2 Information, Fix Blank Corrected Check Numbers, Mark Payroll Posted, or Mass Add. ( ) Go Green for Payroll If this is checked the user will have the right to access Deferred Comp, Direct Deposit Vouchers, and Timecards. ( ) Budget Planner for Windows. This is not functional at this time Illinois State Seminar FM Outline 7

8 Supervisor Options - PRWIN File Supervisor Options Illinois State Seminar FM Outline

9 2. FAWIN & PRWIN SFY Process / Budget Rollover / Update Leave / Update Years Experience Thursday, 9:45 a.m. Redbird E FAWIN Start Fiscal Year Process The primary fund balance extension must be known before beginning. If it is unknown, go to File Preferences/Setup Cash Accounts and Fund Balances. To verify the existence or non existence of Fund Balance accounts go to Reports Balance Sheet and print the report. All months must be closed in the current fiscal year to be able to proceed. To verify they are closed you may view the status in Data Entry View Month Status Illinois State Seminar FM Outline 9

10 Begin the Start Fiscal Year Process 1. File Database Operations Create Backup Create a backup and rename it End Fiscal Year (EFY) (Type the date of the last day of the fiscal year). Example: EFY-6/30/12.bak. This backup should be kept forever. 2. Set the calendar to the last day of the fiscal year. Go to Reports Balance Sheet and print an ending fiscal year Balance Sheet. This will be used for verification when the Start Fiscal Year process is complete. 3. File End of Year End Fiscal Year Click Yes Illinois State Seminar FM Outline

11 4. Unliquidated purchase orders. If Encumbrance is used, the process will detect any unliquidated purchase orders in the fiscal year being closed. If No is selected the purchase order amounts will be rolled into the budget for the next fiscal year. Click Yes to cancel the Start Fiscal Year process so the purchase orders can be deleted or liquidated then the Start Fiscal Year process can be restarted. 5. Drop old accounting data. The month and day to drop for Local Governments will be 04/01 or 05/01 instead of 07/01 which is for schools. File Preferences/Setup Other Options General tab History. 6. Primary Fund Balance Illinois State Seminar FM Outline 11

12 7. Budget rollover message. A graph will be displayed showing tables are being updated. 8. Update Responsibility Centers 9. This completes the FAWIN Start Fiscal Year Process. Click OK. FAWIN must be closed and restarted to update all the menu options. To close the program, go to File Exit. Do not close the program by clicking the X in the upper right corner Illinois State Seminar FM Outline

13 10. Verification: Set the calendar to July 1, 2012 (Apr 1 or May 1 for LGA) and go to Reports Balance Sheet. Under Options select SFY Entries Only and print a Balance Sheet. Compare it to the June 30, 2012 (Mar 31 or Apr 30 for LGA) Balance Sheet printed in step 2 on page 5 as follows: The June 30, 2012 Net Fund Worth, should now be the new FY 2013 Fund Balance and Net Fund Worth. The new FY 2013 Excess/Difference should be zero. 11. To be able to reconcile bank deposits by deposit ticket number rather than by individual entries, it must be activated at the beginning of a fiscal year. To activate this option, go to File Preferences/Setup Other Options General tab and place a checkmark in front of Require Deposit Ticket Numbers for Receipts. 12. File Database Operations Create Backup Create a backup and rename it Start Fiscal Year (SFY) (Type the date of the first day of the fiscal year). Example: SFY-07/01/12.bak. This backup should be kept forever. FAWIN Budget Rollover Data Entry Chart of Accounts Budget tab Proposed Budget Actual Budget Original Budget Current Remaining Budget 2012 Illinois State Seminar FM Outline 13

14 The Start Fiscal Year Process must be done before starting the Budget Rollover. Be sure all reports using the old budget for the previous fiscal year have been run before starting the Budget Rollover. 1. File Database Operations Create Backup Do a backup and rename it Before Budget Rollover - FY (Type the new fiscal year). 2. Data Entry Chart of Accounts Budget tab Clear all budget fields. 3. Data Entry Chart of Accounts Budget tab Enter the Proposed budget 4. Data Entry Chart of Accounts Budget tab Rollover/Clear Budget Amounts Answer Yes to move the Proposed Budget to the Actual Budget and Original Budget. The rollover process will be complete after answering yes. 5. File Database Operations Create Backup Do a backup and rename it After Budget Rollover - FY (Type the new fiscal year) Illinois State Seminar FM Outline

15 The following shows what will happen when selecting Yes or No on each subsequent rollover screen. If No is selected in step 4 on page 14, the next screen will appear. Click Yes to move the Actual Budget to the Proposed Budget. If No is selected, the next screen will appear. Click Yes to zero out the Proposed Budget. If No is selected the Proposed Budget will not be altered and the next screen will appear. If you have cleared the previous year s budget and need it back, it is stored in the system. Click Yes to restore the Current Year Budget field, otherwise click No Illinois State Seminar FM Outline 15

16 Budget Rollover Shortcut Instructions The budget rollover option will do several things. Below find five situations (A, B, C, D or, E) that may occur, and step-by-step shortcut instructions on how to get the job done. A. My new budget is in the Proposed Budget on the Budget tab in the Chart of Accounts. I want these figures to be moved to the Actual Budget and Original Budget. 1. Do an FAWIN temporary backup. 2. Data Entry Chart of Accounts Budget tab 3. Verify the fiscal year dates on the Budget tab reflect the correct fiscal year. The dates change when the Start Fiscal Year procedure is completed. 4. Click Rollover/Clear Budget Amounts (This option affects all account numbers, not just the one on the screen) 5. Read the first screen, explaining how the program will move the Proposed to the Actual and Original, and click Yes. B. I want to clear the Proposed Budget on the Budget tab in the Chart of Accounts. 1. Do an FAWIN temporary backup. 2. Data Entry Chart of Accounts Budget tab 3. Click Rollover/Clear Budget Amounts (This option affects all account numbers, not just the one on the screen.) 4. Read the first screen, explaining how the program will move the Proposed to the Actual and Original, and click No. 5. Read the second screen asking if you want to move the Actual to the Proposed and click No. 6. Read the next screen, asking if you want to set the Proposed to zero and click Yes Illinois State Seminar FM Outline

17 C. I want to move the Actual Budget on the Budget tab in the Chart of Accounts to the Proposed Budget. 1. Do an FAWIN temporary backup. 2. Data Entry Chart of Accounts Budget tab 3. Click Rollover/Clear Budget Amounts (This option affects all account numbers, not just the one on the screen.) 4. Read the first screen, explaining how the program will move the Proposed to the Actual and Original, and click No. 5. Read the next screen asking if you would like to move the Actual to the Proposed and click Yes. D. I have amounts in all or some of the fields on the Budget tab in the Chart of Accounts and I want to clear all of them. 1. Do an FAWIN temporary backup. 2. Data Entry Chart of Accounts Budget tab 3. Click Rollover/Clear Budget Amounts (This option affects all account numbers, not just the one on the screen.) 4. Read the first screen, explaining how the program will move the Proposed to the Actual and Original, and click No. 5. Read the second screen asking if you want to move the Actual to the Proposed and click No. 6. Read the next screen, asking if you want to set the Proposed to zero and click Yes. 7. Click Rollover/Clear Budget Amounts (This option affects all account numbers, not just the one on the screen.) 8. Read the first screen, explaining how the program will move the Proposed to the Actual and Original, and click Yes. E. I had my budget in for last year, it is gone and I need it back. 1. Do an FAWIN temporary backup. 2. Data Entry Chart of Accounts Budget tab 3. Click Rollover/Clear Budget Amounts (This option affects all account numbers, not just the one on the screen.) 4. Read the first screen, explaining how the program will move the Proposed to the Actual and Original, and click No. 5. Read the second screen asking if you want to move the Actual to the Proposed and click No. 6. Read the next screen, asking if you want to set the Proposed to zero and click No. 7. Read the next screen asking if you want to copy the Prior Year Budget amounts to the Current Year Budget, and click Yes Illinois State Seminar FM Outline 17

18 PRWIN Update Available Leave If this is the first time using the Update Available Leave option verify the beginning leave year. Run the Available Leave Attendance Report for previous year. This process MUST be completed each year. The process can be used to update leave types separately or all leave types at the same time. After running this option the following changes will be made on the History tab: 1. The Used column will be zeroed out. 2. The Per Yr column will not be changed. It is manually edited by the user on the History tab. 3. The Available column will show the Per Yr. amount plus any days rolled over. 4. The From date will be the first day of the new leave year. The history tab, check stub, and attendance module will reflect the changes only after the update process is completed for all types of leave. Manual adjustments can be made to the Per Yr. and Available in the History tab after completing this update if necessary. The Update Available Leave process can be done whether the FAWIN Start Fiscal Year procedure has been done or not Illinois State Seminar FM Outline

19 Made a Mistake If a mistake is made, the process can be redone as many times as necessary by just making sure the beginning date is always the first day of the leave year to which the user is updating. If the process must be re-done after completing it for all leave types, the message below will be displayed when the update leave option is reopened. Answer Yes and the begin date will remain the same so the process can be re-done. If you wish to update or re-update leave for the leave year that is displayed in the History tab, answer Yes. If you wish to update for the leave year following the year that is displayed in the History tab, answer No. Note: If No is selected the date will increase to the leave year following the year that is displayed in the History tab. If the intention is to not roll the next leave year, but to re-do the current year, use the up/down control to change the date back to the previous year or exit the option and answer Yes when the message is displayed again. If the types of leave are being rolled individually and the update leave option is closed and then re-opened before completing the process for each type, the message below will be displayed. Answer Yes and the begin date will remain the same so the process can continue. If you wish to update or re-update leave for the leave year that is displayed in the History tab, answer Yes. If you wish to update for the leave year following the year that is displayed in the History tab, answer No Illinois State Seminar FM Outline 19

20 Preparing for the Rollover Manual adjustments may need to be made before the rollover in order for the proper number of days to move to the correct type of leave. Run the Attendance Report before and after making manual adjustments Definitions of Absence Information Columns: The Type column is the type of leave such as Sick, Personal, and Vacation. Used is the number of leave days that have been used in the current leave year. Per Yr. is the number of days given per year. The Available is the number of days that are available to be used now. The From column reflects the beginning date of the leave year Illinois State Seminar FM Outline

21 Update Available Leave During this process, the amount in the Per Yr. column on the history tab will always move into the Available column. These instructions provide options on what to do with the amount in the previous Available column. 1. Reports Attendance Report Run this report to have a record of what the numbers were before the update was done so comparisons can be made afterwards. Group by Employee and select Available Leaves under report types. Manually verify all figures reflect the correct end of old leave year data. If the leave units are not correct, manual adjustments can be made in the Per Yr. and Available columns on the History tab before continuing. If manual adjustments are made, re-run this report so a list of the adjusted before figures is available for comparisons. 2. Make a payroll backup and fund accounting backup. 3. File End of Year Update Available Leave 2012 Illinois State Seminar FM Outline 21

22 4. New records will be created for the period beginning: The beginning date in the box must be the first day of the leave year to which the leaves are being updated. 5. Select the type of leave to roll over: If all leave types have the same maximum to roll and maximum leave, update them all at once by selecting All Leave Types. Otherwise, repeat this process for each leave type individually by clicking the drop down control and selecting each leave type one at a time. 6. Maximum Leave Days to Roll Over: First The Per Yr amount will be moved to the Available. Previous Leave Year Information Second Select the maximum previous Available leave days to be rolled over and added to the Per Yr for the new leave year Available amount Illinois State Seminar FM Outline

23 Rollover Available Days Not Limited If all the previous Available leave should be added to the Per Yr, the Max To Roll should be left unchecked. Rollover Available Days Limited If only a certain number of previous Available leave days should be added to the Per Yr, put a checkmark in the box and enter the maximum number of days that can be rolled over to the new leave year. Example: Only 5 days of the previous Available vacation leave can be rolled to the new leave year. Enter 5 in the Max to Roll field. 5 days will be added to the Per Yr amount. Rollover Available Days Not Allowed If none of the days in the available column are allowed to be rolled, checkmark the Max to Roll box and enter a 0. The new Available will be equal to the Per Yr amount Illinois State Seminar FM Outline 23

24 7. Maximum Total Available Leave: First The Per Yr amount will be moved to the Available. Previous Leave Year Information Second Select the maximum Available leave days that can be accumulated. In some cases there are a maximum number of Available days that can be accumulated. If this applies, set the maximum here. Available Leave Days Not Limited If the number of Available days can be accumulated with no limit, the Max Leave box should be left unchecked. Skip to step 8. Available Leave Days Limited If there are a maximum number of Available days that can be accumulated, checkmark the Max Leave box and enter the number. Example: If only 120 days are the maximum allowed to accumulate, checkmark the Max Leave box and enter 120. See note on page 10. Available Leave Days Not Allowed If Available leave is not allowed to accumulate, checkmark the Max Leave box and enter 0. This also requires the Per Yr amount to be zero. Example: An entity creates a leave type of Professional so the number of days can be tracked. No days are actually given per year so the Per Yr is 0. When a Professional day is used, it shows in the Available as a negative. Those days are not to be rolled over, but return to 0 at the beginning of each leave year. Checkmark the Max Leave box and enter Illinois State Seminar FM Outline

25 Note: If you try to set a maximum Available on a leave that has a Per Yr. that is larger than the maximum you are entering for any employee, this message will be received. To continue: Enter a higher maximum number, or Change the Per Yr amounts on the History tab for each affected employee, or Do not set a maximum and manually adjust the available on each employee s History tab after the update is complete. 8. Click OK to complete the rollover. 9. If the leave types are being updated individually repeat, steps 2 through 9 until all leave types are finished. 10. Reports Attendance Report Run this report to verify the numbers for the new leave year. Group by Employee and select Available Leaves under report types. Compare with the Available Leaves Attendance Report that was run before starting. Manually verify all figures are correct. If they are not, the rollover process may be re-done Illinois State Seminar FM Outline 25

26 PRWIN Update Years Experience Create a Fund Accounting and a Payroll Backup before running this option. This option allows the update of the Years of Experience for employees all at one time according to the selected criteria. This process can be done as many times as is necessary and the years, as always, can be edited in the employee s record. File End of Year Update Years of Experience If backups have been made answer Yes to continue. If they have not been made answer No to exit this option and create the requested backups. If this is the first time this option has been accessed, select the Ok button to see the grid for a better understanding of what will happen Illinois State Seminar FM Outline

27 All employees are listed along with each job title they have. It also lists the Start Date of the Job Title which gives the option of increasing the Years of Experience on the exact date. If program contracts are used the date will be the beginning date of the contract so they could be increased on the contract anniversary. The Current Years of Experience is listed to show what exists now for reference. The New Years of Experience shows the new amount if it is increased by the amount selected on the previous screen. The New Years of Experience column is editable so all or some can be changed if necessary or.. This grid can be printed! 2012 Illinois State Seminar FM Outline 27

28 Go back to the original screen and make specific selections. All Job Titles All employees will be updated if this option is selected. Uncheck this option to highlight one or more job titles to be updated at once. Number of Years to Increase Years of Experience According to the Job Titles selection enter the number of years by which the current number of years should be increased. Start Date Leave All Dates selected or click the drop down control to select a certain Job Title Begin Date according the selections already made. Click Ok to review the grid. When finished, click the Update button to complete the process Illinois State Seminar FM Outline

29 3. PRWIN Attendance / Substitutes / Leave Days / Tracking Dock Days Thursday, 11:00 a.m. Redbird E Tracking Leave 1) File Preferences/Setup Attendance/Subs tab 2) References Job Classifications To pay through importing, the substitute job class must have at least the first five letters of the word substitute (subst) Illinois State Seminar FM Outline 29

30 3) Data Entry Employee History tab Add Dock Days as a type of Leave to track them. Like the rest of the leave it will print on the employee s check stub. a. Type b. Used c. Per Year d. Available e. From f. Add g. Delete Illinois State Seminar FM Outline

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32 4) Data Entry Attendance a. Employee Attendance View By Employee View By Substitute b. Attendance Detail Absence Type Reason Code Begin Date End Date Used Comments c. Substitute Substitute Salary Account Begin Date End Date Units Pay Rate Gross Pay d. Attendance Substitution History History Date Range e. Move Attendance f. Move Sub Illinois State Seminar FM Outline

33 5) Data Entry Substitute a. Substitute List b. Salary Account c. Begin Date d. End Date e. Units f. Pay Rate g. Gross Pay h. Comments i. Substitution History History Date Range 2012 Illinois State Seminar FM Outline 33

34 6) Importing Subs into Payroll 7) Reports Attendance/Substitute Reports Group By Report Type Employees Date Range Title All Leave Types All Job Classes Show Illinois State Seminar FM Outline

35 4. PRWIN TRS and IMRF Setup / Electronic File Reporting Thursday, 1:15 p.m. Redbird E TRS Setup A. TRS-related deductions and benefits 1) TRS (Teachers Retirement, 9.4%) 2) NEC or ETRS (Board Paid TRS Contribution,.58%) 3) THIS (Teachers Health Insurance,.92%) 4) ETHIS (THIS Board Paid Contribution,.69%) 5) TRS Federal (Board Paid TRS Contribution on federally funded salary, 28.05%) B. On what payrolls are TRS-related deductions and benefits active? 1) Active on every payroll because all checks are written before the end of June OR 2) Active only on the pay checks the employee is receiving while actually working. During the summer, no TRS is deducted. C. How is TRS handled at your agency? 1) TRS is a full deduction 2) TRS is a full benefit 3) TRS is part deduction and part benefit 4) All of the above 2012 Illinois State Seminar FM Outline 35

36 IMRF Setup (Actual Instructions 37-42) IMRF has changed their magnetic media to an Excel format. PRWIN version or higher contains the required changes. The IMRF changes will require PRWIN to have a separate IMRF deduction for each IMRF plan. Within the base deduction the IMRF Plan will be selected after IMRF is selected as the State Retirement Code. The names of base deductions and/or benefits may need to be changed. Following are two things of which you should be aware: Depending on the date range of a report, some reports will show the old and new deduction/benefit name and the corresponding amounts. Some reports that are run for a time when only the old name was active will now show the new name. Very Important: The new IMRF deductions must be set up and implemented before running the first payroll of the month chosen to make the change. Currently PRWIN asks for the employee s IMRF plan to be selected on the Personal tab and when running the IMRF magnetic media, each deduction and/or benefit that represents any part of the 4.5% IMRF deduction is selected by placing a check mark in front of it. When the new changes for the IMRF magnetic media format are implemented the magnetic media will already know which deductions and/or benefits should be used to create the IMRF magnetic media because the deduction and/or benefit is already assigned an IMRF plan. Continue to use the IMRF magnetic media as it is until you are ready to make the change. STI recommends making the change as soon as possible Illinois State Seminar FM Outline

37 Report IMRF in the New Excel Format In the first month that you select to start reporting in the new Excel format all payrolls for the month must be run using the new setup below. The IMRF plans of the employees can be found on the IMRF website. 1. Create a payroll backup. 2. Data Entry Deductions Search for and select the existing IMRF deduction. Name: Change the name to include the IMRF Plan name. It is recommended this existing IMRF deduction be used for the plan used by most employees. State Retirement Code: Click the drop down control and select IMRF if it is not already selected. IMRF Plan: Click the drop down control and select the IMRF Plan. The IMRF Plan will not be displayed until a State Retirement Code is selected. Save the changes Illinois State Seminar FM Outline 37

38 3. Repeat step 2 for each existing IMRF deduction you have including voluntary. 4. Add new IMRF deductions the same as step 2 for each IMRF Plan used by the employees that does not exist. Be sure the Pays to Deduct are the same as the job class s Pay Frequency. Go to any original IMRF deduction or benefit and click the Based On button. Slide the bar up and down to see all that are checked. Do a print screen or write down all that are checked. In any newly added IMRF, check mark the same Deductions and/or Benefits in Based On that are marked in the old ones. These must be marked in every IMRF deduction and benefit. If new board paid member contribution benefits are added they must also be check marked in the Based Ons. An IMRF deduction is tax-sheltered. Go to the base FIT (federal income tax) and SIT (state income tax) deductions and select the Based On button. Check mark any new IMRF deductions that have just been added Illinois State Seminar FM Outline

39 5. Data Entry Benefits Search for and select the existing IMRF Benefit that is all or part of the 4.5% deduction. These are the board paid member contributions. If the 4.5% deduction is not paid in any part by the employer you may skip to step 8. Name: Change the name to include the IMRF Plan name. It is recommended this existing IMRF board paid member contribution be used for the plan used by most employees. State Retirement Code: Click the drop down control and select IMRF if it is not already selected. IMRF Plan: Click the drop down control and select the correct IMRF Plan. The IMRF Plan will not be displayed until a State Retirement Code is selected. Save the changes Illinois State Seminar FM Outline 39

40 6. Repeat step 5 for each existing IMRF employer paid deduction you have. 7. Add new IMRF board paid member contributions the same as step 5 for each IMRF Plan used by the employees that does not exist. Be sure the Pays to Provide is the same as the job class s Pay Frequency. Go to any original IMRF deduction or benefit and click the Based On button. Slide the bar up and down to see all that are checked. Do a print screen or write down all that are checked. In any newly added IMRF check mark the same Deductions and/or Benefits in Based On that are marked in the old ones. These must be marked in every IMRF deduction and benefit. If new board paid member contribution benefits are added they must also be check marked in the Based Ons. 8. Data Entry Benefits Regular employer s share IMRF benefits must be left unchanged. Do not assign a 941 Classification or a W-2 Classification Illinois State Seminar FM Outline

41 9. Reports Effects List Run the Effects List to verify each IMRF deduction and benefit have the same deductions and benefits marked in Based On. Note: The only difference that may be seen among them is a deduction or benefit cannot be marked in its own Based On screen. 10. Data Entry Employees Deductions tab Verify each employee, per job class, has the correct IMRF Plan deduction. If not, mark the existing IMRF deduction inactive and add the new one according to the employee s IMRF Plan. To mark a deduction inactive, remove the check from in front of Active. 11. Data Entry Employees Benefits tab Verify each employee, per job class, has the correct IMRF Plan for their Board Paid Member Contribution. If not, mark the existing one inactive and add the new one according to the employee s IMRF Plan Illinois State Seminar FM Outline 41

42 To mark a deduction inactive, remove the check from in front of Active. 12. Payrolls Do the payrolls for the month as usual. Take some extra time to make sure all IMRF deductions, benefits, and wages are calculating correctly. 13. Payroll Magnetic Media IL IMRF Because the IMRF deductions and IMRF board paid member contributions were marked with an IMRF Plan in the base deductions and benefits, the IMRF Magnetic Media already has them selected. When OK is clicked to begin the process, a grid will be displayed with all the information that will be on the magnetic media. Verify all the data in grid is correct before submitting the electronic file to IMRF Illinois State Seminar FM Outline

43 Electronic File Reporting 1) Balance Every Payroll and Reports will be Accurate a. Verify non-certified totals on each payroll b. There should be no TRS-related deductions or benefits on the noncertified list c. FICA and Medicare deduction and benefit wages must be the same Verify FICA and Medicare wages Verify FICA and Medicare deduction and benefit amounts d. IMRF deduction and benefit wages must be the same Verify IMRF wages Verify the IMRF deduction and benefit amounts 2012 Illinois State Seminar FM Outline 43

44 e. Verify certified totals on each payroll f. Verify that FICA and IMRF are not on the certified list. g. Medicare deduction wages and Medicare benefit wages should be the same. Verify wages. Verify deduction and benefit amounts. h. TRS-related deduction and benefit wages per category should be the same. Verify wages. Verify deduction and benefit amounts Illinois State Seminar FM Outline

45 i. Verify grand totals on each payroll a. FIT and SIT wages must be the same Verify the wages b. FICA deduction and benefit wages must be the same Verify the wages and the deduction and benefit amounts c. Medicare deduction and benefit wages must be the same Verify wages and the deduction and benefit amounts 2012 Illinois State Seminar FM Outline 45

46 2) ACH Transfer a. Reports Direct Deposit List b. Payroll Magnetic Media ACH Transfer Illinois State Seminar FM Outline

47 3) Unemployment a. Reports Unemployment Report b. Payroll Magnetic Media Unemployment 2012 Illinois State Seminar FM Outline 47

48 4) Deferred Compensation (Actual Instructions 49-51) To activate the option the PRWIN program must be updated to at least version and you will need a new customer license file. To purchase Go Green, contact sales at Setting up the Program Before running the option, retirement may need to be identified as TRS or IMRF. Consult your TPA. Data Entry > Deductions TRS: One at a time, select the deductions that represent any part of the TRS 9.4%. They should have a W-2 Classification of Retirement Plan. As soon as that is selected, a new option called State Retirement Code will be displayed. Select TRS. Benefits are not included in this. IMRF: One at a time, select the deductions that represent any part of the IMRF 4.5%. They should have a W-2 Classification of Retirement Plan. As soon as that is selected, a new option called State Retirement Code will be displayed. Select IMRF. Regular IMRF benefits or benefits representing the 4.5% deduction are not included in this Illinois State Seminar FM Outline

49 Running the Deferred Compensation Option Payroll Magnetic Media Deferred Compensation Name Select CPI or ING if that is the Third Party Administrator (TPA) or if the TPA will accept Gatekeeper s format. Select Generic if the TPA can use the selections shown in the bottom screen. File Path Select the file destination which can be a zip drive, a flash drive, or a file created on the hard drive. Dates Select the beginning and ending dates according to the needs of the TPA. Deductions/Benefits Place a checkmark in each deduction and/or benefit title that is needed by the TPA. Then select the deductions and/or benefits that represent each title. Note: STI cannot advise you on which of your deductions and/or benefits should be selected. Please contact your TPA or auditor. OK Click the OK button to review and verify the information in the grid that will be displayed Illinois State Seminar FM Outline 49

50 Print Click the Print button to print the grid if desired. Finish Click the Finish button to create the file. Possible Error: If you try to create the file and receive an error, there may already be a file of the same name in the file location. Delete or rename the existing file. It may also be because the folder s name has spaces. Delete the spaces from the folder name and if there is an existing file, it should over write it. A message will be displayed stating the file has been created and give you the name of the file, which is DefComp_CPI(or Generic, etc.).csv. Click OK. Click OK. To submit the file click the Website button at the top right of the main screen. Contact your TPA for further instructions Illinois State Seminar FM Outline

51 Known Issues with the File After the file has been created, double-click on it and open it in Excel. In this example for Rebecca Alba everything is being bumped into the column to the right starting with the address. This is happening because there is a comma in the address line on the employee s Personal tab. This can happen if a comma is found in any part of the employee s name or address. Remove all commas and create a new file. Note The pound signs in column F of the grid are because there is not enough room to view all the characters. This is ok. Make the column wider to be able to see all the characters Illinois State Seminar FM Outline 51

52 5) Time Clock Codes The Go Green module has an option to import time card data from a third-party time clock software. The time clock needs a way to identify the employee, the job, and the type of pay Illinois State Seminar FM Outline

53 6) IMRF a. Reports Quarterly Report Select date range for report month. Benefit Benefit Total Deductions and Benefits $ b. Payroll Magnetic Media IL IMRF Select the deductions and/or benefits that represent the 4.5% Illinois State Seminar FM Outline 53

54 7) TRS a. Reports Quarterly Report - Select date range for fiscal year. Total TRS Deductions Illinois State Seminar FM Outline

55 Total TRS Benefits b. Payroll Magnetic Media IL TRS Select each deduction and/or benefit that represents the 9.4% Illinois State Seminar FM Outline 55

56 8) IN TRF Payroll Magnetic Media IN TRF 9) IN PERF Payroll Magnetic Media IN PERF Illinois State Seminar FM Outline

57 10) W-2 a. Reports 941 Information Select All Year for Report Date Verify the remainder of the amounts on the 941 Information Report using the Quarterly Report Illinois State Seminar FM Outline 57

58 b. Reports Print W-2s Print the Totals Report Illinois State Seminar FM Outline

59 c. Balance the W-2 information with the quarterly 941 Forms that have been submitted throughout the year Illinois State Seminar FM Outline 59

60 d. Payroll Magnetic Media W Illinois State Seminar FM Outline

61 5. PRWIN Verifying a Payroll / Payroll Voids / Payroll Corrections Thursday, 2:30 p.m. Redbird E Verifying a Payroll 1) Give yourself plenty of time to run the payroll. 2) Employee Settings Test Report Checklist Step 5 3) Attendance/Substitute Reports After entering attendance information, Checklist Step Illinois State Seminar FM Outline 61

62 4) Hourly Report Unimported Subs Checklist Step15 5) Hourly Report Standard Checklist Step Illinois State Seminar FM Outline

63 6) After validating the payroll, use the Validation Report and/or the Payroll Deduction/Benefit (Pre-Print) to verify amounts Check for: a. The FIT and SIT total wages (taxable) should be the same. b. The total gross minus the tax sheltered deductions plus any benefits that need to be added should be the same as the FIT and SIT wages. c. The total gross for those employees that have FICA minus the FICA sheltered deductions plus any benefits that need to be added should be the same as the FICA wages. Do the same for Medicare. d. The non-certified FICA and Medicare deduction and benefit wages should be the same. e. The FICA wages multiplied by 6.2% should be the total FICA benefit amount and multiplied by 4.2% should be the total FICA deduction amount. f. The Medicare wages multiplied by 1.45% should be the total Medicare deduction and benefit amount. g. The IMRF deduction and benefit wages should be the same. h. The IMRF deduction wages multiplied by 4.5% should be the total IMRF deduction amount. i. The IMRF benefit wages multiplied by your benefit percentage should be the total IMRF benefit amount. j. TRS category wages should be the same. k. TRS-related deduction and benefit wages multiplied by the proper percentage should be the total deduction or benefit amount Illinois State Seminar FM Outline 63

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68 Payroll Voids 1) Select the payroll and click Void 2) Select the check and click Void 3) Select date and click Void. The date should always be in the same month as the original check was written Illinois State Seminar FM Outline

69 4) Click Finish 5) Employee Register 6) Account Breakdown Reports 7) Ledger Card Report 2012 Illinois State Seminar FM Outline 69

70 8) Post to accounting Illinois State Seminar FM Outline

71 Payroll Correction 1) Select the payroll and click Void 2) Select the check and click Correct 3) Select the date (always in same month as original check.) Hide? Create? Add an additional description and click Void 4) Click Finish 2012 Illinois State Seminar FM Outline 71

72 5) Highlight the Adjustments payroll and click Payroll Dates. Add the same note to this description as the Correction. This will help to select the correct payroll when running Fix Blank Corrected Check Numbers in step 9. 6) Highlight the Adjustments payroll and click Edit Illinois State Seminar FM Outline

73 7) Make any necessary changes (increased units worked). Save & Close. 8) Validate and print the validation report 9) Fix Blank Corrected Check Numbers 2012 Illinois State Seminar FM Outline 73

74 10) Select the payroll and click Print. A check will not print. Click Yes on the following confirmation screen. 11) Employee Register for both payrolls 12) Account Breakdown for both payrolls Illinois State Seminar FM Outline

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76 13) Ledger Card Report for employee 14) Post both payrolls to accounting and run a disbursement list Illinois State Seminar FM Outline

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78 Starting here, through page 80 are the actual payroll check correction instructions. To do a payroll check correction, follow these steps: 1. Create a payroll backup. 2. Payroll Payroll List Highlight the payroll containing the paycheck that needs to be corrected in the Payroll List. 3. Click the Void button, and select the Void tab at the bottom of the Manage Checks screen. 4. In the Manage Checks screen, checkmark the check to be corrected and click Correct to bring up the Void Checks screen. 5. The information entered in the Void Checks option is crucial and much thought should be put into the selections. a Select the Void Date. Be sure it is in the same month as the original check. b The automatic description identifies it as the replacement check for a correction that was done. Do not change the automatic description. However, at the end of the automatic description, add the name of the employee or some other short identifying description. Make a note of the payroll default description for a later step. c Check ( ) Hide this payroll from Accounting? if accounting is ok and the correction is being done only to fix payroll. In other words, this payroll correction does not need to be posted to accounting. The correction either does not affect accounting or accounting was fixed manually. This selection is rarely made. d Check ( ) Create a Correction Payroll? to automatically create a new editable replacement (Adjustments) payroll check in addition to the offsetting correction entries. This adjustments payroll will be an exact replica of the original payroll check including all job classes, etc. It is editable and will be changed to fix the problems on the original check. This selection is always made so the same check number as the original check can be used. If you are not sure whether or not you should check this option, call FM Support at or fmsupport@sti-k12.com for advice and assistance Illinois State Seminar FM Outline

79 6. Click Void. 7. When it has completed, the Void button changes to Finish. Click Finish and close the Manage Checks screen. 8. The payroll list will now show the corrected payroll, which is the offsetting entry for the original check. It will be named Correction for Payroll #, followed by the identifying description if you added one as directed in step 5,b. The status will be void. If Create a Correction Payroll WAS selected, that payroll, created automatically, will show in the list as Adjustments for Payroll #. Skip to step 9. If Create a Correction Payroll was NOT selected, the new check must be manually created by adding a new payroll and printing the check as you do for a regular payroll. The original check number will not be able to be used. See What is a Payroll Correction. Skip to step Highlight the new Adjustments payroll and click the Payroll Dates button on the right. Enter the same identifying description as was entered in step 5, b. 10. Highlight the Adjustments payroll again and click Edit. Enter the changes needed to make the check the way it should have been. In most cases the employee should be unpaid and then repaid after making the necessary changes in the employee s record. In addition, be sure to make sure all deductions and benefits that should not change are edited to be the same as they were on the original check if needed. Click Save & Close. 11. Highlight the fixed Adjustments payroll, click Validate, and complete the validation procedure. Manually verify the changes are correct using the validation report. Verify all deductions, benefits, and wages. 12. Utilities Fix Blank Corrected Check Numbers This important step must be done to make sure all checks involved in this process are marked correctly. Call FM Support at or fmsupport@sti-k12.com for the password. After the password is entered, click OK Illinois State Seminar FM Outline 79

80 If the backup was made in step 1, click OK. If not, click Cancel and create a payroll backup before continuing. Select the adjustment payroll noted in step 5, b. and step 9 and click Start. 13. Payroll Payroll List Highlight the Adjustments payroll and click Print. No check will be printed but, the following message will appear for confirmation: If the changes have been satisfactory, click Yes. If not, click No, return to the Edit screen, and make the necessary changes. If Yes is clicked, the status of the new payroll will change to printed. 14. Reports Ledger Card Report Important Run a ledger card report by check number for the employee and verify the check numbers. For example, you should see the original check 4407, the offsetting entry check 4407v, and the replacement check 4407c. If they are not this way, call FM Support at or fmsupport@sti-k12.com for assistance. 15. Create a payroll backup. 16. The corrected and/or replacement payroll can now be imported into FAWIN (Unless Hide this payroll from accounting was selected) and, if needed, the appropriate vendor checks can be printed. Because the original payroll check was cashed, the amounts posted to accounting may need to be changed, to pay back an employee or show money received back from an employee. For assistance contact FM Support at Illinois State Seminar FM Outline

81 6. FAWIN & PRWIN What s New Thursday, 8:30 a.m. Redbird F Several changes have been made to the programs since the 2011 User Conference. Many are not even noticeable, but there are also new options and improvements from which everyone can benefit. Learn how to take advantage of each and every one. STI is always working to improve the Financial Management programs and many of the changes are initiated by you, the software user. We encourage you to use the Enhancement Request option on the FM Support site. FAWIN 1. FAWIN will no longer allow a BPWIN backup to be selected for restore. It will now force a name beginning with FA. 2. FAWIN has been certified on Windows Server At the beginning of the Start Fiscal Year process a pop-up box has been added to remind users to do a backup before starting the process. This is a very important backup that should be kept forever. 4. During the Start Fiscal Year process a pop-up box asking to drop data has been enhanced to include the following: Failure to drop old data on a yearly basis will cause the database to become unnecessarily large and as a result the program may function improperly. End Fiscal Year backups should be saved forever, therefore old data can be retrieved at any time by restoring a backup. Contact STI support for assistance in restoring old backups. PRWIN 1. When a payroll is being created, the description can now include uppercase symbols and special characters. An error will not be received if they are used. 2. This version contains an addition to the Go Green module that allows automatic import of time card information into payroll at the end of the payroll wizard. The hours are either collected from a third-party software such as YTime or are manually entered by the bookkeeper in Data Entry > Time Cards. A new Time Card report has also been added Illinois State Seminar FM Outline 81

82 7. IMRF Representative Cindy Lambin Future Legislation and the Tier I and Tier II Differences Notes: Thursday, 9:45 a.m. Redbird F Illinois State Seminar FM Outline

83 8. PRWIN (Go Green) Deferred Comp / Direct Deposit Setup / Direct Deposit Thursday, 11:00 a.m. Redbird F Setting Up Deferred Comp Before running the option, retirement may need to be identified as TRS or IMRF. Consult your TPA. Data Entry > Deductions TRS: One at a time, select the deductions that represent any part of the TRS 9.4%. They should have a W-2 Classification of Retirement Plan. As soon as that is selected, a new option called State Retirement Code will be displayed. Select TRS. Benefits are not included in this. IMRF: One at a time, select the deductions that represent any part of the IMRF 4.5%. They should have a W-2 Classification of Retirement Plan. As soon as that is selected, a new option called State Retirement Code will be displayed. Select IMRF. Regular IMRF benefits or benefits representing the 4.5% deduction are not included in this Illinois State Seminar FM Outline 83

84 Running the Deferred Compensation Option Payroll Magnetic Media Deferred Compensation Name Select CPI or ING if that is the Third Party Administrator (TPA) or if the TPA will accept Gatekeeper s format. Select Generic if the TPA can use the selections shown in the bottom screen. File Path Select the file destination which can be a zip drive, a flash drive, or a file created on the hard drive. Dates Select the beginning and ending dates according to the needs of the TPA. Deductions/Benefits Place a checkmark in each deduction and/or benefit title that is needed by the TPA. Then select the deductions and/or benefits that represent each title. Note: STI cannot advise you on which of your deductions and/or benefits should be selected. Please contact your TPA or auditor. OK Click the OK button to review and verify the information in the grid that will be displayed Illinois State Seminar FM Outline

85 Print Click the Print button to print the grid if desired. Finish Click the Finish button to create the file. Possible Error: If you try to create the file and receive an error, there may already be a file of the same name in the file location. Delete or rename the existing file. It may also be because the folder s name has spaces. Delete the spaces from the folder name and if there is an existing file, it should over write it. A message will be displayed stating the file has been created and give you the name of the file, which is DefComp_CPI(or Generic, etc.).csv. Click OK. Click OK. To submit the file click the Website button at the top right of the main screen. Contact your TPA for further instructions Illinois State Seminar FM Outline 85

86 Known Issues with the File After the file has been created, double-click on it and open it in Excel. In this example for Rebecca Alba everything is being bumped into the column to the right starting with the address. This is happening because there is a comma in the address line on the employee s Personal tab. This can happen if a comma is found in any part of the employee s name or address. Remove all commas and create a new file. Note The pound signs in column F of the grid are because there is not enough room to view all the characters. This is ok. Make the column wider to be able to see all the characters Illinois State Seminar FM Outline

87 Setting Up Direct Deposit 1) FAWIN Data Entry Bank Names and Numbers 2) PRWIN File Preferences/Setup Direct Deposit tab Immediate Destination (Routing Number) 2012 Illinois State Seminar FM Outline 87

88 Immediate Origin Originating DFI Identification Immediate Destination Name Immediate Origin Name Reference Code Company Discretionary Data Company Descriptive Date Illinois State Seminar FM Outline

89 Message Authentication Code Include Carriage Return/Line Feed on Each Line? 3) Data Entry Employees Direct Deposit tab 4) Payroll Magnetic Media ACH Transfer 2012 Illinois State Seminar FM Outline 89

90 Upload and Direct Deposit Voucher Pre-Setup (Actual Instructions ) The Upload and Direct Deposit Voucher feature is available in the Go Green module which is available for purchase. Microsoft.NET Framework version is a requirement. STI testing on an XP operating system showed that no pre-setup was needed, but it was needed on Windows 7. If Windows 7 is being used please do the following first: 1. Go to the Control Panel Programs and Features 2. Click Turn Windows features on or off 3. Expand Microsoft.NET Framework and check the two options opened below it which will in turn check Microsoft.NET Framework Click OK. This will take some time Illinois State Seminar FM Outline

91 PRWIN Program Setup 1. Go to Windows Explorer or My Computer and create a location to store the direct deposit PDFs until they are sent to the employees. Make sure the computer has plenty of space. If you are a stand-alone create a folder on the C drive. If you are networked it should be on the server in a location that can be accessed by all workstations that will be sending direct deposit vouchers by . It can be called DDPDF, DD , or whatever you choose. 2. File Preferences/Setup Additional Settings tab Remove the check from Disable of Direct Deposits Illinois State Seminar FM Outline 91

92 3. Interface Settings tab PDF Exports for ing File Path: Select the location to store the Direct Deposit PDFs. (This was created in step 1.) Be sure to select a location that has plenty of space. If the program is networked it is recommended the location be on the server. Expiration Days: This is the number of days the exported PDF files will be retained in the storage location. After the selected number of days the PDFs will automatically be deleted. The PDFs can be re-created at any time if necessary. SMTP Server DSN: (Simple Mail Transfer Protocol Server Data Source Name) This is the DSN name of SMTP server. Obtain this information from your network administrator. (mail.xxxxx.com) Port: This is the SMTP Server Port to be used, usually 25. Obtain this information from your network administrator. Account: The Account to be used for ing the PDF s. Probably the payroll clerk s address. If a direct deposit fails to send, then the failure notice will be received by the person who is sending the s. This will make it easy to quickly take care of those that failed to send. Password: This is the password of the Account. Click the OK button at the bottom of the Preferences window to save these settings Illinois State Seminar FM Outline

93 4. Double-click the PR icon and select User Management. Log in as Supervisor. An employee who will be using this feature must be given rights to the Go Green module. Click the name of the employee then click Edit and check Go Green for Payroll. If it is already checked then you already had a license for Deferred Comp and the other users in the list may need to be verified for needing or not needing it checked. Click Save then Close Illinois State Seminar FM Outline 93

94 5. Log in to PRWIN as Supervisor. File Supervisor Options For each employee that was given rights to Go Green you must now give them rights to Deferred Comp and/or Upload and . Highlight their initials and click Rights. To give Full Access, click the option to highlight it, select Full Access, and click Change. If it is already showing an F for Full Access then you already had a license for Deferred Comp before updating to version or higher and the other users in the list may need to be verified for needing or not needing Full Access. Click Save after setting up each user. Close when finished. For each employee who will be receiving direct deposit s do the following on the Personal tab (step 6) and the Direct Deposit tab (step 7) Illinois State Seminar FM Outline

95 6. Data Entry Employees Personal tab PIN: Enter the address to which the employee has instructed the direct deposit PDF s be sent. When the program is updated a PIN field will be created. It will automatically be filled with the last 4 digits of the employee s SS#. It can be changed if needed. This PIN will be required for the employee to open the PDF file that is sent to them Illinois State Seminar FM Outline 95

96 7. Data Entry Employees Direct Deposit tab Direct Deposit Check this option Illinois State Seminar FM Outline

97 Upload and Direct Deposit Vouchers Instructions for Use There will be 3 separate printing steps. Regular payroll checks, regular direct deposits, and direct deposits. They can be done in any order preferred. 1. Payroll Payroll List Print Direct Deposit tab Notice below the employees to receive direct deposit s are in a group called < > and they are sorted at the top of the list. This group is only used at this time. 2. Check the last check in the < > group and click the icon that is a check with an up-arrow. This will check all in the < > group Illinois State Seminar FM Outline 97

98 3. After selecting the vouchers click the Print button. 4. The Export for button is grayed out because the vouchers must first be either Previewed or Trial Printed for verification. The confirmation code will appear on the last check stub. If the vouchers are being previewed write down the code for use during check confirmation Illinois State Seminar FM Outline

99 5. After check verification click the Export for button. The screen on the right shows the progress. 6. If the vouchers printed correctly, check them, enter the confirmation code, and click OK. 7. Close the Manage Checks screen and the Payroll Listing. 8. Payroll Upload & Illinois State Seminar FM Outline 99

100 9. Select the payroll group and click OK. The grid below will be displayed. All PDF s will automatically be selected the first time they are uploaded. If any or all must be re-uploaded, they must be manually checked. Notice the File Names are unique and include the payroll description and voucher number. 10. The list may be printed by clicking the Print button. 11. Click Upload. The bottom of the screen below shows the progress. This will take a while; a PDF is being created for each file in the list Illinois State Seminar FM Outline

101 12. When the upload is complete the form below will be displayed. The Subject can be changed and a message can be typed. There is no option to type different messages to different employees. Click Send s. Depending on the number of employees, this will take a while to complete. 13. After uploading and ing the grid will look like below. The Uploaded and ed columns now say Yes indicating that the action of both has been completed Illinois State Seminar FM Outline 101

102 14. failed to send. An may fail to send because, for example, an address was incorrect. Go to the employee s record in Data Entry Employees and correct the address. Then do an upload and for just that employee. 15. When the is received by the employee it will look like the following screen. a. Click the link. b. Enter the Password which is their PIN that is located on their Personal tab in Data Entry Employees. Click submit Illinois State Seminar FM Outline

103 c. Click the Filename. d. The employee can choose to Open the pdf or Save it where it can be accessed at a later time Illinois State Seminar FM Outline 103

104 e. When Open is selected the PIN must be entered again. f. Now the pdf can be printed, saved, or deleted at the discretion of the employee Illinois State Seminar FM Outline

105 9. YTime: Now Representative, Chad Fittro New to PRWIN this year is the Time Card module where time card information can be manually entered ahead of time and imported into a payroll all at once. Time card information can also be entered in the Time Card module automatically from a file created by third party time clock software. Chad Fittro with YTime: Now has been instrumental in the creation of this time card data file and will give a demonstration of YTime s time clock software Illinois State Seminar FM Outline 105

106 10. PRWIN (Go Green) Time Card / Time Clock Thursday, 2:30 p.m. Redbird F The Time Card / Time Clock feature is available in PRWIN version or higher with a Go Green license that can be purchased by contacting Sales at or FM Support at or fmsupport@sti-k12.com. Time Card Time Card refers to a data entry section of PRWIN that allows manual pre-entry of time cards which is later imported into a payroll. Time Clock Time Clock refers to third-party software that has a time clock option. An employee s time is entered in the time clock software and a file is created. PRWIN collects the data from the time clock software file, automatically loads it into the Time Card section, and it is later imported into a payroll Illinois State Seminar FM Outline

107 Time Card / Time Clock Setup Pre Maintenance To begin using the Time Card/Clock feature the Job Titles must be orderly. In some cases the Job Classifications may also need to be re-organized which can be a lengthy and tedious process. Please contact FM Support at or fmsupport@stik12.com for advice and assistance. To use the Time Card/Clock feature it is not a requirement to re-organize the Job Titles, but it is highly recommended. Disorderly Job Titles will make using this feature cumbersome. Definitions Job Classification(Class) = The main job, such as Transportation. Job Title = A breakdown of the Job Class according to the job being performed by the employee, such as Trans Regular Route, Trans AM Route, Trans PM Route, Trans PreK Route, Trans Field Trips, or Trans Athletic Trips. Time Cards Entered by Job Title The Time Cards are entered using the employee s Job Title. The third-party Time Clock software system also uses the Job Title to enter time. Creating Job Titles Previous to PRWIN version , Job Titles were selected from the drop down( ) or added new by typing in the Job Title field on the Job Class tab of employee maintenance. Now Job Titles can only be selected by clicking the drop down( ). If the Job Title does not exist, go to References Job Titles where it can be added. In PRWIN version or higher there is a new Reference called Job Titles. Job Titles are added, edited, and deleted in this Reference option. This list will be displayed in the Job Title drop down( ) on the Job Class tab of employee maintenance Illinois State Seminar FM Outline 107

108 Job Title Organization References Job Titles Clean up Job Titles Job Titles will be in alphabetical order so they will be easy to find. The toolbar is active and all Job Titles can be edited. This edit will change the name in all areas where it can be seen or used. If the name of a Job Title is being changed keep it the same type. Example: Change Aide Elementary to Aide GS. Do not change Aide Elementary to Cafeteria Head Cook. If there are Job Titles that mean the same thing, select one and use it for all. Example: Cafeteria Help, Cafeteria(2), Café Worker, and Lunchroom all represent the same job. Choose the one used by most, change it to be what is needed, such as Cafeteria, and use it for all. It may be helpful to rename those that will not be used to begin with a Z such as Z Lunchroom so they sort at the end of the list. Instructions on how to find and change incorrect Job Titles on employees is explained later. A Job Title cannot be deleted if it is used on any record. A warning will be received if an active Job Title has been selected for deletion. To assist in making these changes, run a Job Class/Title List. See the next page for details Illinois State Seminar FM Outline

109 Reports Job Class/Title List Verify Job Title Changes Notice how all the Job Titles begin with a form of the Job Class name. This makes them easy to find and identify. Job Titles followed by a number will not be allowed by the time clock software. Example: Cafeteria(2) Do not use codes that no one but you understands. Be specific with the Job Title names so it is clear which one to choose Illinois State Seminar FM Outline 109

110 References Job Classifications Assign a Default Job Title Now that the Job Titles have been cleaned up, select a default Title for each Job Class. When a Job Class is added to an employee s record, the Job Title will default to the one selected here. If it is not the right one for this employee, it can be changed in the employee s record when it is being added. Data Entry Employee Change Incorrect Job Titles Go to each time card employee and make sure the Job Class is marked Hourly. Then look at the Job Title and see if it needs to be changed. If so, click Edit, click the Job Title drop down( ), and select the proper Job Title. See the next page for instructions on how to search for incorrect Job Titles Illinois State Seminar FM Outline

111 Reports Employee List Search for Incorrect Job Titles While making the Job Title changes to the employee records, it may be helpful to run an Employee List as shown below. The report can be previewed to the screen to easily find Job Titles that need to be changed as follows: 1. Click the binoculars on the toolbar to search. 2. Type the name of a Job Title that needs to be replaced and press the Enter key or click the Find Next button. 3. Write down the name of the employee. 4. Press Enter or click the Find Next button over and over until a message is displayed that says no more can be found. 5. One by one, in Data Entry Employee, find each employee on the list and replace the Job Title Illinois State Seminar FM Outline 111

112 File Preferences/Setup Time Clock tab Manual Entry Date Range Time Card Setup Preferences for Manual Entry This is only used when time is being imported from third-party time clock software. When entering time for an employee, there is a field for Begin Date/Time and End Date/Time. To make entering these fields quick and easy, the End Date can be defaulted to a certain number of days after the Begin Date. Choose the number of days that applies. Be sure to include weekend days in the count. Examples: If the hourly time is being entered daily then 0 days should be entered. If the hourly time is being entered weekly then 6 days should be entered. If the hourly time is being entered for a two-week period of time then 13 days should be entered and so on Illinois State Seminar FM Outline

113 Time Card Instructions Manual Entry Data Entry Time Cards Only Job Titles that are hourly with active job statuses will be in the Time Cards Employee List. See screen below. To include inactive job Statuses, select ( ) Include Inactive. Dates: The dates entered are very important. When the Time Cards are imported into a payroll, the dates to import will be selected according to the date range of the payroll. Add time for an employee - 1. Select or search for the employee. 2. Add 2012 Illinois State Seminar FM Outline 113

114 3. Begin Date/Time Type or select ( ) the Begin Date, press tab. Type or select the Begin Time, press tab. Hints on Entering the Time: The actual time does not have to be inserted. If it is not changed to reflect the actual working time, it will default to 12:00 am 12:00 pm. If the time is being entered daily the time can be what it really is. If the time is being entered for a date range, the time might be the employee s regular assigned schedule, such as 8:00 am to 4:30 pm. 4. End Date/Time Type or select ( ) the End Date, press tab. Type or select the End Time, press tab. See Hints on Entering the Time, step 3 above. 5. Units Type the number of Units worked, press tab. If the time is being entered daily with the exact Begin Time and End Time the Units will be automatically calculated. 6. Type If the type of pay is correct, press tab. If it is not correct click the drop down ( ) or the up/down arrow keys to make a selection then press tab. 7. Rate The rate of pay for the selected type of pay will default to what is entered on the employee s Income tab. It can be changed if necessary. Press tab. 8. Pay The units will be multiplied by the rate and entered in this field. Press tab. 9. Edit Accounts Press this button to change the employee s salary account number. This will also change the account number on the employee s Job Class tab. 10. Comments Type a comment if needed. Only part of the first line will print on the Time Card report. 11. Save 12. Skip to page 125 for instructions on importing time cards into a payroll Illinois State Seminar FM Outline

115 Time Clock Setup Preferences for Time Clock Entry File Preferences/Setup Time Clock tab The time clock software needs a way to identify the employee, the job, and the type of pay. The employee and job will be assigned IDs in preferences and the type of pay ID will be manually entered. Electronic files will be created to send to the time clock software company. Select ( ) Turn On Time Clock Feature Default Time Clock Employee ID Field as: ( ) No Default Enter all employee Time Clock IDs manually. ( ) Employee Number The Time Clock ID will be the same as the Employee ID. This is the option recommended. ( ) Auto Generate A random number will be assigned to the Time Clock ID Illinois State Seminar FM Outline 115

116 Default Time Clock Job ID Field as: ( ) No Default Enter all Job Title Time Clock IDs manually. ( ) Job Title The Job ID will be the same as the Job Title. ( ) Auto Generate A random number will be assigned to the Job ID. This is the option recommended. After making these two selections press the OK button. The Time Clock IDs for employees and job titles have now been assigned. References Income Types Click Add to add Unpaid as a new type of pay. Assign it a number in the sequence. The Time Clock software needs a way to identify the type of pay. Using the list below, manually type the three-letter Time Clock ID which represents the type of pay. Enter only the types of pay needed. The Description and Sequence No. are whatever the user prefers. Regular Pay...REG Overtime Regular Pay...OTR Overtime Double Pay...OTD Extra Pay...EXT Substitute Pay...SUB Unpaid...UNP Sick Pay...SIC Personal Pay...PER Professional Pay...PRO Vacation Pay...VAC Holiday Pay...HOL Bereavement Pay...BER Jury Duty Pay...JUR If you have a type of pay used by hourly employees that is not listed here, please contact FM Support at or fmsupport@sti-k12.com. When finished click Close Illinois State Seminar FM Outline

117 Payroll Magnetic Media Time Clock Codes 1. Create a folder called TimeClockCodesNameOfYourSchool on a selected drive. 2. Export File Path: Click the ellipses( ) button to select the folder just created. 3. Select ( ) Job Titles and click OK. 4. Select ( ) Employees and click OK. 5. Select ( ) Income types and click OK. 6. Three files will be created. Zip the folder in which they are contained and according to the instructions of the third-party software company, send the zipped file Illinois State Seminar FM Outline 117

118 Time Clock Data Collection Instructions for Use The time clock software company will send a file containing the data needed to load Data Entry Time Cards. Please contact the time clock company for details. Create a folder called TimeCards on a selected drive in which to store the file received from the time clock company. Data Entry Time Cards Collect Time Clock Data 1. Time Clock Systems Select the time clock software company. 2. File Path & Name Click the ellipses( ) to search for and select the time clock file. 3. Click OK. 4. View Time Cards The time clock data to be imported can be viewed. This grid can be printed by selecting the Print button. 5. Click Continue. If no exceptions or errors were received skip to page 127. All exceptions and errors must be fixed before continuing. See page 129 for a list of possible exceptions and errors and how they can be fixed Illinois State Seminar FM Outline

119 View Collected Time Clock Data Data Entry Time Cards Time Card Maintenance The information showing in Employee Detail reflects the data from the highlighted line in the Employee History grid. Clock Data: This shows that the information from the highlighted line in the grid was collected from the time clock. Each line entry has a unique time clock ID number. In the example above the number is If Clock Data is blank the record was manually entered. Valid column: A check indicates the record has no exceptions or errors. Clock column: A check indicates the record was collected from the time clock. Imp column: A check indicates the record has been imported into a payroll. Paid column: A check indicates the record has been included in a payroll and the check has been printed Illinois State Seminar FM Outline 119

120 Remove Time Clock Data Collected data can be removed for any reason as long as it has not been imported into a payroll. If it has been imported into the payroll, it must first be unimported from payroll and then it can be removed from Time Card Maintenance. A time clock file can be collected and removed over and over as necessary. If there are items that need to be fixed on the time clock side, that should be done first. Contact the time clock company for assistance. A new file will be sent so the bad data must be removed as follows: Data Entry Time Cards Remove Time Clock Data tab Click the drop down( ) to select the Purged Time Clock Data. Click OK. Go back to Step 1 on page Illinois State Seminar FM Outline

121 Exceptions and Errors See page 129 for a list of possible exceptions and errors and how they can be fixed. On pages see how to fix the 5 exceptions and 1 error received in the example used for this document. Exceptions example All Exceptions have something to do with the Job Title and all must be fixed. Data Entry Time Cards Time Clock Exceptions tab Highlight an exception and click. Search for the employee and select the correct Job Title. The correct Job Title cannot be selected here because it does not exist Illinois State Seminar FM Outline 121

122 In this example, go to Data Entry Employees and on the Job Class tab, select the correct Job Title, Custodial. Go back to Time Clock Exceptions and select Continue in this manner until all exceptions are removed from the list Illinois State Seminar FM Outline

123 Errors example All Errors must fixed. See page 129 for a list of possible exceptions and errors and how they can be fixed. To see the errors in this example go to Reports Time Card Report Group by: Report Options: Employee ( )Invalid ( )Show Time Clock Data Rate of Pay is Invalid The Time Clock Data shows that in the time clock software a pay type of SUB was used for the job title, Custodial Substitute. It should have been REG. In the example data, Tremont Training School, only teacher substitutes use the Substitute type of pay Illinois State Seminar FM Outline 123

124 Go back to Time Card Maintenance and select the employee. Type: Click the drop down( ) and select Regular Pay. Continue in this manner until all errors are removed Illinois State Seminar FM Outline

125 Verify all Exceptions and Errors have been Eliminated Go to Data Entry Time Cards Time Clock Exceptions Click Validate corrected. to make sure all exceptions and errors have been If the message says Validation Complete, continue to next page. If there are more exceptions and errors continue to fix them until all invalid records have been eliminated. See page 129 for a list of possible exceptions and errors and how to fix them Illinois State Seminar FM Outline 125

126 6. Data Entry Time Cards Time Clock Exceptions tab -OR- Reports Time Card Report Run the Unimported Time Card Report as shown below and verify all records are correct Illinois State Seminar FM Outline

127 Import Time Cards into Payroll End of Payroll Wizard Payroll Information Click Import Time Cards to Import all records from Time Card Maintenance that are on or before the end date of the date range of the payroll. Click Yes. Click OK Illinois State Seminar FM Outline 127

128 Payroll Information after import of time cards. Imported time card entries are gray lines. Selected lines are blue. Green lines represent Job Titles that are paid from a contract entered in the system. If changes need to be made, all time cards must first be unimported. 7. Continue with payroll as usual Illinois State Seminar FM Outline

129 Possible Exceptions and Errors Exceptions All Exceptions will appear on the Time Clock Exceptions tab and will be listed in the grid. All Exceptions will be a problem with the Job Title. Examples: 436,Michael Jones,Custodian,34,06/01/2012,09:00,06/01/2012,09:30,0.00,UNP, Employee ID Michael Jones Employee Custodian PRWIN Job Title 34 Job Title ID 06/01/2012 Begin Date 09:00 Begin Time 06/01/2012 End Date 09:30 End Time 0.00 Units UNP Type of Pay ID Time Clock Record ID In this example, Michael Jones does not have a Custodian job title, but does have Summer Custodian. Either click Correct and select Summer Custodian or enter a Custodian job title in his record so it can be selected. 107,Marla Bennet,Custodian,34,06/01/2012,5:30,06/01/2012,10:30,5:00,REG, For this exception everything seems to be ok. Click Correct and select the employee and the job title so an association can be made between the exception and the employee. After validating the exception will be cleared, but an error will be displayed on the Time Card Report showing Invalid Emp ID. 504,Robert Orr,Custodian,00,06/01/2012,04:45,06/01/2012,11:15,06.50,REG, The 00 shows the Job Title ID is missing. Click Correct and select the correct job title. 637,Sara Kramer,Cafeteria,21,06/01/2012,07:30,06/01/2012,12:30,5.00REG, The Job Title ID, 21, is not the same as the Job Title ID in PRWIN. Go to References Job Titles and change the Time Clock ID. When all exceptions have been addressed, go back to the Time Clock Exceptions tab and Validate Illinois State Seminar FM Outline 129

130 Errors: To see the errors, run a Time Card Report. Examples: Job Class is Inactive Go to Data Entry Employees and one by one activate all inactive Job Classes. Income Type ID is Invalid An employee used an Income Type in the Time Clock that was either not in PRWIN or did not have a Time Clock Code. Go to References Income Types and add the Income Type and/or ID so it matches the Time Clock. - OR - The Time Card is missing the Pay Type. Go to Time Cards Time Card Maintenance and find the records with this error. Click Edit and select the correct Type of pay. Job Class is Salary All job classes used with the Time Clock must be Hourly not Salaried. Go to Data Entry Employees Job Class tab and change the job class to Hourly. Units are Invalid Go to Time Cards Time Card Maintenance tab. Highlight the employee with the error and the records will show in the grid. Fix the Units or delete the record if they are not to be paid. All records marked UNP (unpaid) should be deleted so $0.00 amounts will not be imported into payroll. When all errors have been addressed, go back to the Time Clock Exceptions tab and Validate Illinois State Seminar FM Outline

131 11. Imprest Setup / Credit Card Pay Setup and 1099K Friday, 8:00 a.m. Redbird E Imprest/Revolving Fund 1) Using Imprest Initial Start-up Procedure a. Add asset account number in each fund needed b. Transfer the amount that should be maintained in the Imprest account from cash. Call the bank to transfer the money from one account to the other Illinois State Seminar FM Outline 131

132 c. Create a vendor called Imprest Monthly Procedure for Reimbursement d. Enter disbursement records that were paid through the Imprest checkbook. Use the Imprest account check numbers. Change account credited to the Imprest asset account number. Imprest Check # e. Total all records for Imprest Illinois State Seminar FM Outline

133 f. Make an entry to repay Imprest and bring it back up to the maintenance amount. Deposit this check in the Imprest bank account. Do not make another entry in system Illinois State Seminar FM Outline 133

134 Credit Card / p-card Purchasing 2) Credit Card / p-card Setup and Monthly Procedure Initial Start-up Procedure a. Add an asset account number for each applicable fund b. Create a new vendor for the Credit Card or p-card company Monthly Procedure c. When the Credit Card / p-card bill is received, enter each invoice in the disbursement file. Clearing Account # Illinois State Seminar FM Outline

135 d. When all line items from the Credit Card / p-card bill have been entered, do a Disbursement list for the 116 asset number. e. Add a disbursement to the Credit Card / p-card company for each fund. Assign check numbers with the rest of the regular monthly bills and print checks Illinois State Seminar FM Outline 135

136 12. BPWIN Creating the Budget Friday, 9:15 a.m. Redbird E Budget Planner 1) Utilities Preferences a. File Locations tab b. Setup Options tab 2) Table Configure Accounts Illinois State Seminar FM Outline

137 3) File Import Budget Data 4) View All Accounts or Revenue Accounts or Expense Accounts 5) File Database Operations Backup 2012 Illinois State Seminar FM Outline 137

138 6) View View/Hide Columns 7) View Display Subtotals a. Check to display subtotals. b. Uncheck to hide subtotals. 8) View Display Tags Only Check to view only those accounts that are tagged. 9) View Auto Skip Check to move the cursor down to the next cell in the proposed column rather than to the right when Enter is pressed. 10) View Bar Bottom If checked the tool bar will appear at the bottom of the view screens. If unchecked the tool bar will appear at the right side of the view screens. 11) The View Screen Tool Bar a. OK Click OK to save and close the view screen. b. Refresh Click Refresh to apply changes Illinois State Seminar FM Outline

139 c. Subview This option may be used to narrow the view of accounts according to the selection criteria. d. Account Use this option to search, add, and delete. Close the screen between each action. Close means save. e. History Highlight the line of an account number and click History to view all activity for the account number for as many years as history is saved. f. Contract(v.) / Expand Highlight a subtotal and click Contract to hide from view all the account numbers that make up the subtotal. The button changes to Expand. Click Expand to unhide the account numbers. g. Summary 2012 Illinois State Seminar FM Outline 139

140 h. Mark i. Undo 12) Table Add Budget Columns 13) Table Remove Budget Columns Illinois State Seminar FM Outline

141 14) Table Res Center Changes 15) Table Tag/Lock Accounts 16) Table Global Changes 17) Table Configure Accounts 2012 Illinois State Seminar FM Outline 141

142 18) Table Check Templates 19) Table Verify Accounts The State Budget Form will not load correctly if there are any accounts listed on this screen. 20) Reports Print Budget Worksheet Illinois State Seminar FM Outline

143 21) Reports Create Custom Report 22) Reports State Budget Form 23) Reports Administrative Costs Worksheet 24) Export Budget Move Proposed to Current 2012 Illinois State Seminar FM Outline 143

144 13. FAWIN Encumbrance, Tracking the Budget Friday, 10:30 a.m. Redbird E Encumbrance 1) Encumbrances Purchase Orders a. PO Info Tab b. Additional Info Tab Good place for Fax Number c. Line Items Tab Manual, Duplicate, FOI Illinois State Seminar FM Outline

145 d. Shipping Tab e. Item, Shipping, PO, and Encumbered Information f. Status g. Line Item and Account Number Information Encumbered Amount: This is the total amount that has been promised for this account number including other line items and other POs. It is the total outstanding POs. Unencumbered Balance: This is the budget amount, less the YTD already disbursed, and less the Encumbered Amount for this account number Illinois State Seminar FM Outline 145

146 Reports 2) Encumbrance Reports a. Encumbrances Purchase Order Register b. Encumbrances Quantity Report Print POs 3) Encumbrances Print Purchase Orders Illinois State Seminar FM Outline

147 Encumbrance Module Setup (The bells and whistles) 4) File Preferences/Setup Other Options Encumbrance Tab a. Hide Liquidated Purchase Orders b. Autoincrement PO Numbers c. Show Account Numbers and RC on POs d. Enable Encumbrance Account Access Set up Account Access Groups Encumbrances Encumbrance Account Access Assign Access Groups to Users a. Don t Allow Save of Over Budget POs b. Only Liquidate When PO is Fully Received c. POs Require Approval How are POs marked approved? Approval with Digital Signature 2012 Illinois State Seminar FM Outline 147

148 5) File Preferences/Setup Supervisor Options a. Supervisor Equivalent This user will have all rights to Fund Accounting except the ability to add a new or edit an existing user, access Auditor s Adjustments, inactivate an account number, or do start fiscal year. b. User Account Disabled c. Read Only d. Accounting A user with Accounting rights can change and edit all parts of the program, except they have the same restrictions as Supervisor Equivalent and also cannot change the calendar or close a month. e. Encumbrance f. Check Signature Setup g. PO Approval Level 1 h. PO Approval Level 2 i. Can Liquidate POs j. Can Receive POs k. Restricted Options Access Illinois State Seminar FM Outline

149 6) Data Entry Vendors Ship to Vendor 7) Encumbrances Encumbrance Titles 8) Encumbrances Frequently Ordered Items (FOI) 2012 Illinois State Seminar FM Outline 149

150 Receiving 9) Encumbrances Purchase Orders a. Receive a Line Item b. Receive Shipping Illinois State Seminar FM Outline

151 Liquidating 10) Liquidating only when PO is Fully Received 11) Liquidating as Each or All Items are Received a. Liquidation Screen Setup the bottom b. Line Items Tab Liquidating c. Shipping Tab Liquidating d. Completing the Liquidation Process 2012 Illinois State Seminar FM Outline 151

152 Liquidated Disbursements 12) Paying Liquidated PO Disbursement Records a. Reports Board Report b. Reports Assign Check Numbers c. Complete as usual Illinois State Seminar FM Outline

153 Tracking the Budget Financial Report 1) Standard Tab 2) Advanced Tab 2012 Illinois State Seminar FM Outline 153

154 Chart of Accounts 1) YTD Tab 2) Prior Year Tab 3) Encumbrance Tab Illinois State Seminar FM Outline

155 4) Budget Tab History button Report button 2012 Illinois State Seminar FM Outline 155

156 14. FAWIN & PRWIN - Preparing for the New Calendar Year / Record Maintenance FAWIN Friday, 12:45 p.m. Redbird E 1) After completing the 1099s do the End Calendar Year process in File End of Year End Calendar Year. 2) Clean up vendors by deleting or marking old unused vendors inactive Illinois State Seminar FM Outline

157 3) If the Bank Reconciliation module is not utilized, clear all outstanding checks, EFTs, and deposits to keep the database from becoming too large. PRWIN 1) Update the tax tables for the new year. 2) Update the FICA/Soc Sec Maximum 3) Update FICA/Soc Sec Rate if there is a change Illinois State Seminar FM Outline 157

158 4) Update IMRF Benefit amount 5) Add the new Calendar Year date range. 6) Deduction and Benefit Name Change If there is a need to change the names of base deductions and/or benefits a good time to do it is before running the first payroll of the calendar year. Following are some things to consider: Depending on the date range of a report, some reports will show the old and new deduction/benefit name and the corresponding amounts. Some reports that are run for a time when only the old name was active will now show the new name. Because of this it is important to not make any drastic changes. Examples: Do not change a TRS to a THIS or to a FICA. It is ok to change Blue Cross Blue Shield to Health Alliance or TRS Admin to TRS 24 because they are really the same thing just named differently Illinois State Seminar FM Outline

159 Payroll Record Maintenance 1) Job Class definition It is the title for a group of employee positions that are related to each other. 2) Examples of how job classes are related to each other a. Teachers who get paid all year and have the same TRS-related deductions and benefits b. Employees who are substitute teachers c. Those who work full-time in the cafeteria d. Employees who receive compensation for extra duties in addition to their regular pay 3) The reasons why job classes are needed in PRWIN a. All parts of the program are based on the job classes b. PRWIN has been designed to make it easier to manage a payroll c. Changes are made for a group of employees rather than individual employees 4) Some examples of what job classes will allow a. You can individualize pay frequencies, deductions, and benefits per an employee s position. b. Job classes give you more control when creating a payroll. 5) The fewer the better The fewer job classes you have the fewer to which you have to make changes. 6) How few? As few as your particular agency needs, it could be 5 or you may need 20. 7) Job classes may have been originally combined and created in the conversion Illinois State Seminar FM Outline 159

160 8) Decide what job classes you need a. If an employee is a teacher, no matter what kind, the job class should be teacher b. A superintendent and a principal are administrators. c. All employees who are in operation or maintenance of the buildings are maintenance or custodians. d. All who are involved in the cafeteria should be in a job class called cafeteria or food service. e. Secretaries and bookkeepers should be together as office or fiscal services. f. If you have summer school, group those teachers together. g. Extra duties should be grouped together as Extra Duty or Stipend. 9) A job class can be further distinguished by job titles Example: An employee can have 2 Teacher job classes. One could have the job title of Teacher Elementary and the other Teacher Title I. They must be separated because Title I not only has a different account number but has Federal TRS and Elementary does not. 10) Do you need to re-organize? 11) File End of Year Record Maintenance Illinois State Seminar FM Outline

161 Delete 2012 Illinois State Seminar FM Outline 161

162 Inactivate Illinois State Seminar FM Outline

163 15. FAWIN Bank Rec Groups / Bank Reconciliation Friday, 2:00 p.m. Redbird E Set up Bank Rec Groups 1) Decide what Bank Rec Groups are needed 2) Enter the new Bank Rec Groups 3) Assign a Bank Rec Group to each asset account number 2012 Illinois State Seminar FM Outline 163

164 4) Verify the Bank Rec Group assignments Illinois State Seminar FM Outline

165 Bank Reconciliation 1) Add bank charges 2) Clear checks 3) Deposit and Clear Receipts 4) Clear Salary Checks 2012 Illinois State Seminar FM Outline 165

166 5) Clear EFTs 6) Run the Outstanding Check List 7) Run the Reconciliation Report Illinois State Seminar FM Outline

167 8) Compare with Financial Report Cash Table 2012 Illinois State Seminar FM Outline 167

168 9) Hints on finding the difference if not balancing with the bank a. Search for the amount on the Reconciliation tab. b. Make sure the ending bank balance was entered correctly on the Settings tab. c. Make sure all Disbursements are marked Check Printed and all Receipts are marked Deposited. d. Be sure all fees, bank charges, and interest have been entered in the system. e. Check the Date Range on the Settings tab. f. Verify the correct Bank Rec Group was selected on the Settings tab. g. Check to see that the correct Bank Rec Group was assigned to each asset account number. h. Double-check that what was cleared in the system is actually what cleared the bank. i. Check to see if the amount that cleared the bank is different than what was entered in the system. j. Make sure correct account numbers were used in the debit and credit position of the disbursements and receipts. k. Make sure the account numbers used in disbursements and receipts are correctly created. l. Verify the total expenses in Bank Reconciliation are equal to the total disbursements for the month Illinois State Seminar FM Outline

169 16. Accountant CPA, Tim Custis Maintaining Good Internal Control Procedures and Activity Fund Management Friday, 8:00 a.m. Redbird F We are privileged to have Certified Public Accountant, Tim Custis joining us for a session to share his knowledge and expertise Illinois State Seminar FM Outline 169

170 17. All Programs - Panel Discussion Illinois State Seminar FM Outline

171 18. FAWIN & PRWIN W-2, 941 Info Report, 1099 Friday, 12:45 p.m. Redbird F (Part I) Friday, 2:00 p.m. Redbird F (Part II) W-2s 1) Balance W-2 totals with 941 Reports 2012 Illinois State Seminar FM Outline 171

172 Illinois State Seminar FM Outline

173 Medicare deduction wages + Board Paid Medicare deduction wages 1,277, , = 1,386, same as Medicare benefit wages 2) Verify Payroll Totals a. Reports YTD Employee List b. Reports Ledger Card Report 2012 Illinois State Seminar FM Outline 173

174 3) Classify Deductions Reports Deduction/Benefit List 4) Classify Benefits Reports Deduction/Benefit List 5) Classify Employees Reports Employee W-2 Classifications 6) Verify W-2 Totals a. Preview first to load the W-2 information. b. W-2 Grand Total Page Illinois State Seminar FM Outline

175 c. Accuwage Illinois State Seminar FM Outline 175

176 7) Balance the W-2 information with the quarterly 941 Forms that have been submitted throughout the year Illinois State Seminar FM Outline

177 8) Printing W-2 Forms a. Verify First on Plain Paper b. W-2 Count for W-3 c. Setting up the W-2s Reports Print W-2s W-2 Style Margins Make sure all employees are printing State IDs Tax Year 2012 Illinois State Seminar FM Outline 177

178 9) Edit W-2s Utilities Edit W-2 Information Illinois State Seminar FM Outline

179 10) Magnetic Media EFW2 formerly MMREF1 Payroll Magnetic Media W-2 a. Requirements PIN b. Creating the Disk Export Path PIN Tax Year Other EIN Employment Code File is Being Resubmitted Contact Name Contact Phone Number Contact Extension Contact Fax Number Contact Contact Method Third Party Sick Pay Business Terminated Include State Record Begin 2012 Illinois State Seminar FM Outline 179

180 11) W-3 Use W-2 totals to complete your Form W Illinois State Seminar FM Outline

181 1099 1) Reports 1099 Forms 2) View List 2012 Illinois State Seminar FM Outline 181

182 3) 1096 Use report totals to complete the Form Illinois State Seminar FM Outline