Enterprise Edition Payroll Master Files and Personnel Setup

Transcription

1 Enterprise Edition Payroll Master Files and Personnel Setup

2 Enterprise Edition Payroll Master Files and Personnel Setup, October 2014 Edition Copyright 2014 by HEALTHCAREfirst, Inc. All rights reserved. Copyright claim is exclusive of U.S. government tables. No part of this publication may be reproduced or copied in any form, nor by any means without express written permission of HEALTHCAREfirst. This publication is intended to be used for training, implementation, and assistance in software usage by HEALTHCAREfirst employees and clients. Print copies of documentation may be produced for the above listed purposes provided that the documentation contains the HEALTHCAREfirst copyright notice. Information in this document is subject to change without notice. Program enhancements made after the time of distribution are documented in an electronic format (Adobe Acrobat) with HEALTHCAREfirst Support and may not be found in this document. Names, data, and examples used in this document are fictitious and do not represent actual people or companies. HEALTHCAREfirst 1343 E. Kingsley St. Ste. A Springfield, MO Additional information about HEALTHCAREfirst, Inc. and the products offered can be obtained by contacting HEALTHCAREfirst Sales at Trademarks HEALTHCAREfirst, the HEALTHCAREfirst logo, firsthomecare, firsthospice, firstcpo, firstconnect, and Business Intelligence, are trademarks of HEALTHCAREfirst Inc. Other company and product names mentioned in this document may be trademarks or registered trademarks of their respective companies and are hereby acknowledged. Mention of third-party products is for informational and training purposes only and constitutes neither an endorsement nor a recommendation. HEALTHCAREfirst, Inc. assumes no responsibility with regard to the performance or use of these products. Page 2 of 18

3 Table of Contents Chapter 1: Overview... 4 Payroll Workflow Chapter 2: User Security... 5 Chapter 3: Master Files Configuration... 6 Payroll Agency Configuration Rate Setup Chapter 4: Personnel Employee Payroll Screen Setting Up Employee Pay Cycle Setting Up Office Group Overrides Page 3 of 18

4 Overview Chapter 1 Enterprise Edition s Payroll functionality allows you to obtain pre-tax, pre-deduction pay amounts for your employees. With this feature, you can compile, batch, and export payroll data to use with your current payroll software. Currently only ADP Payroll is supported by Enterprise Edition, however, a CSV export file can be created that may work for other payroll vendors. Check with your payroll vendor, if other than ADP, to find out criteria and if the included CSV file format will work for processing your payroll. The Payroll tool in Enterprise Edition includes functionality to run a Wage Report or to export payroll data. Calculations cannot be performed from the Payroll tool for PTO and Sick time off, or to estimate taxes and deductions. Additionally, the Payroll tool cannot be used to generate payroll checks. Checks must be generated through another software system or vendor. Payroll will only be visible to users who have been granted rights to Payroll Master Files in Administration User Security. Access can be granted to select personnel for Payroll to Master Files, Personnel Setup, Batch Generation, Reports, and Export. All Payroll calculations are based on: Agency s settings in Master Files Payroll Setup Settings established in Personnel Payroll Setup Completed visits in Charge Entry and Productivity. By default, Payroll functionality is set to On for all accounts. To turn off Payroll functionality: 1. On the Main menu click Administration then select System Control. 2. Scroll down to the Payroll section. 3. Click the radio button next to Off. Payroll Workflow Payroll data will flow through Enterprise Edition as follows: Administration/ User Security Master Files/ Agency Set Up Employee Personnel Payroll Tools/ Process Payroll/ Export Reporting Page 4 of 18

5 User Security Chapter 2 Prior to beginning setup for Payroll Master Files, ensure the proper permissions have been granted in Administration User Security for all applicable employees. To update User Security settings: 1. From the Main menu, click Administration then select User Security. 2. Click to select the applicable user in the grid. 3. Scroll down to the four Payroll areas that require setup for each employee: PayrollGenerate PayrollMasterFilesSetup PayrollPersonnelSetup PayrollReports 4. Check the empty boxes in each column to enable all applicable Security Permissions, including Allow, View, Print, Edit, and Remove. 5. Click Save. 6. Repeat steps 2-6 for each employee. Page 5 of 18

6 Master Files Configuration Chapter 3 Payroll will only be visible to users who have been granted rights to Payroll Master Files in User Security. Before your agency can begin using the Payroll functionality, you must set up the Payroll Master File. Items that are required to be set up before Payroll functionality can be utilized: Agency Setup User Security Employee Rates and Setup. Payroll Agency Configuration The first step in setting up the Payroll Master File is to complete the Payroll Agency Configuration. The Payroll Agency Configuration process consists of entering information in the following sections: Payroll Office Groups Weekend Pay Cycles Holidays Overtime Calculation Method Other Compensation Mileage Shifts Pay Codes Setting Up Payroll Office Groups Payroll Office Groups are a way of grouping together employees that perform similar job functions and work on similar schedules and cycles of pay. To set up a Payroll Office Group: 1. On the Main Menu, click Master Files then select Payroll Setup. 2. The Payroll Office Group is automatically expanded by default. Click New. 3. Enter a Name for the group (Name must be unique). 4. Click the Offices drop-down menu then click the box next to the office(s) that you would like to set up for the Payroll Office Group. Once you use any particular office in a group, that office will be unavailable so that you cannot select it again. Non-salary and salary employees can be grouped together or separate in the office grouping. Overtime, other compensation, shifts, weekend, holidays, and mileage will likely be grossly different for salary vs. non-salary employees. If these items are vastly different between the two categories of employees, HEALTHCAREfirst advises to set these payroll groups up separately. 5. Click Save. 6. Repeat for all Payroll Office Groups you wish to establish. 7. Continue with Setting Up Pay Cycles. Page 6 of 18

7 Setting Up Pay Cycles Pay Cycles contains information for the pay cycles that non-salary and salary employees are paid on. Pay Cycles will be set up per Payroll Office Group for salary and non-salary employees. Pay Cycles names must be unique. To set up Pay Cycles: 1. Click the Pay Cycles bar to expand it. 2. Set up Non-Salary Employees: a. Select the applicable Pay Cycle from the drop-down menu (Weekly, Bi-Weekly, Semi- Monthly, Monthly). b. Select the Payroll Start Date (Dates cannot overlap). c. In the Date Setting section, depending on what selection was made for the Pay Cycle, select the applicable (The Date Setting can be the same or different from your Medicare visit week): i. For Weekly: First Day of the Work Week and Last Day of the Work Week ii. For Bi-Weekly: First Day of the Work Week and Last Day of the Work Week For Weekly and Bi-Weekly Pay Cycle options, the Last Day of the Work Week will automatically be populated based on what was selected as the First Day of the Work Week. iii. For Semi-Monthly: Last Day of First Pay Cycle and Last Day of Second Pay Cycle iv. For Monthly: Last Day of Pay Cycle 3. Set up Salary Employees: a. Select the applicable Pay Cycle from the drop-down menu (Weekly, Bi-Weekly, Semi- Monthly, Monthly). b. Select the Payroll Start Date (Dates cannot overlap). c. In the Date Setting section, depending on what selection was made for the Pay Cycle, select the applicable (The Date Setting can be the same or different from your Medicare visit week): i. For Weekly: First Day of the Work Week and Last Day of the Work Week ii. For Bi-Weekly: First Day of the Work Week and Last Day of the Work Week For Weekly and Bi-Weekly Pay Cycle options, the Last Day of the Work Week will automatically be populated based on what was selected as the First Day of the Work Week. iii. For Semi-Monthly: Last Day of First Pay Cycle and Last Day of Second Pay Cycle iv. For Monthly: Last Day of Pay Cycle 4. Click Save. 5. Continue with Setting Up Overtime. Setting Up Overtime Overtime can be set up for weekly, daily, and/or consecutive days thresholds amounts. These thresholds will trigger Payroll to start calculating Overtime for any time entered past the set threshold amount. First, expand this section by clicking the Overtime bar. Overtime Thresholds (Weekly) 1. Under Overtime Thresholds, select the Overtime Interval desired (1 week or 2 weeks). Page 7 of 18

8 2. Enter the desired Visits per Interval and Hours per Interval that must be exceeded for the interval to qualify for an overtime indicator (A 0 or none value entered in this field indicates that overtime status will not be applied for this employee. Only whole numbers may be entered). 3. Continue to Daily Thresholds. Daily Thresholds 1. Check the box next to Include Daily Overtime Thresholds to activate the Daily Thresholds section so the user can proceed entering applicable information. 2. Enter the Visits per Day and Hours per Day that must be exceeded in a single day for the visits or hours to qualify for an overtime indicator (A 0 or none value in this field indicates that overtime status will not be applied for this employee. Only whole numbers may be entered). 3. Continue to Consecutive Daily Thresholds. Consecutive Days Threshold 1. Enter the number of Consecutive Days that must be worked before the employee will qualify for an overtime indicator. (Reference: There are some states where the wage and hour board consider overtime to be any time that is worked past 5 consecutive days). 2. Click Save. 3. Continue with Setting Up Other Compensation. Setting Up Other Compensation Other Compensation includes items such as cell phone reimbursement, DSL or air card reimbursement, and any other type of reimbursement that the agency pays their employees on a monthly basis. 1. Click the Other Compensation bar to expand the section. 2. Click New. 3. Enter a Name for the other reimbursement (Example: Cell phone reimbursement). 4. In the Day of Payment drop-down menu, select the day of the month that will be set to pay employees for this reimbursement. 5. Click Save. 6. Repeat for any other applicable types of Other Compensation. 7. Continue with Setting Up Shifts. Setting Up Shifts Shifts can be created using specific start and end times. They can also be created for both Salary and Non-Salary pay cycle types. Shift names must be unique and shifts cannot overlap. By creating shifts you are able to set up differential pay for employees working during specific shift times. When customizing an employee's Shift compensation, do not edit or delete an existing rate unless it is incorrect. This allows you to maintain an accurate history of what employees are being paid. 1. Click the Shifts bar to expand the section. 2. Click New to activate the greyed-out section. 3. In the Pay Cycle field, click the radio button next to Salary or Non-Salary. 4. Enter a Name for the shift (names must be unique). 5. Enter the Start Time and End Time for the shift or click to select the applicable time. 6. Click Save. 7. Repeat process for all Shifts. 8. Continue with Setting Up Weekend. Setting Up Weekend This section allows you to set up weekend shifts to pay a differential amount for employees working in shifts or weekends during the selected hours and days. When customizing an employee's weekend Page 8 of 18

9 compensation, do not edit or delete an existing rate unless it is incorrect. This allows you to maintain an accurate history of what employees are being paid. 1. Click the Weekend bar to expand the section. 2. Select the appropriate Start Day and End Day from the corresponding drop-down menus. 3. Enter the Start Time and End Time for the weekend shift. 4. Click Save. 5. Continue with Setting Up Holidays. Setting Up Holidays Annual holidays paid by the agency can be set up in this section as well as how employees should be paid for holidays. When customizing an employee's holiday compensation, do not edit or delete an existing rate unless it is incorrect. This allows you to maintain an accurate history of what employees are being paid. 1. Click the Holidays bar to expand the section. 2. Click New to activate the greyed-out section. 3. In the Holiday Compensation section, select the desired Compensation Type (Flat Amount or Hourly) for how you would like to pay employees for holidays. 4. In the Holiday Dates section, click New to activate the greyed-out Select Holiday section below. 5. Select the radio button next to the applicable Pay Cycle (Salary, Non-Salary, or Both). 6. Enter the Name of the holiday (names must be unique). 7. Enter the Date of the holiday or click to select the applicable date from the pop-up interface (holiday dates must be unique). Enter the Date that you will be paying the employee for the holiday, which may not necessarily be the date of the holiday. For example, Christmas is on December 25. If December 25 falls on a Saturday, you may want to pay your employees for Friday December 24 and Name it "Christmas Holiday". 8. Click Save. 9. Repeat process for all paid agency Holidays. 10. Continue with Setting Up Calculation Method. Setting Up Calculation Method This section gives users the ability to select a method to use when multiple compensation rates are found for an event. For example, if a shift, weekend, and/or holiday occurs on the same day, only one option in this section may be selected (ranking the compensation or the Multiple Compensation Formula). Apply Only The Highest Ranking Compensation Found To set priority for how to calculate compensation: 1. Click the Calculation Method bar to expand the section. 2. Click the radio button next to Apply only the highest ranking compensation found to select it. 3. Click an item in the list. 4. Click to move the item up or down to arrange items in order of priority. The item that is at the top of the list will be the first paid item in priority (For example, if you order the items Shift then Weekend then Holiday, the agency will make Shift payments first then not pay anything for Weekend or Holiday). 5. Click Save. 6. Continue with Setting Up Mileage. Apply All Compensation Found A Multiple Compensation Formula can be used to include Holiday and Shift pay. The Multiple Compensation Formula only applies to percentage type rates. If multiple compensation rates of different Page 9 of 18

10 rate types are found, the dollar rate will be added after the percentage rate has been factored with the base rate. 1. Click the Calculation Method bar to expand the section. 2. Click the radio button next to Apply all compensation found to select it. 3. Click Save. 4. Continue with Setting Up Mileage. Setting Up Mileage Mileage allows you to add thresholds to set limits on the amount of mileage that can be paid. Setting Up Mileage allows you to add a threshold to only pay mileage after an employee has driven a certain number of miles for that day, or per visit. Do not complete this section if you do not want to add a threshold mileage amount. 1. Click the Mileage bar to expand the section. 2. Next to Start paying mileage when employee has driven over, enter the number of miles for the threshold to start paying mileage once employee has exceeded. This threshold number is automatically based on a per visit basis. 3. Click Save. 4. Continue with Setting Up Pay Codes. Setting Up Pay Codes Pay codes can be created to track services performed by employees. Services may only be associated with a single pay code. Pay code Name and Code must be unique. Pay codes are only used to pay employees for their time for Per Visit pay. Pay codes are pulled from the Service Master Service Codes lists for Visit Types and edited for Payroll. These visit codes will flow to the Pay Code section and can be edited to include the Rate for each Visit. Hourly and salary pay amounts can be added to the Personnel Payroll screen set up in Personnel Payroll Rate Entry. To set up Personnel Pay Codes: 1. Click the Pay Codes bar to expand the section. 2. Click New. 3. In the Select Pay Code section, enter a Code number to display on the export to your payroll vendor (codes must be unique). 4. Enter the Name for the Pay Code (names must be unique). 5. In the Service Filter section, select the service filter Type. 6. Select the service filter Discipline using the drop-down menu. 7. Select applicable Offices using the drop-down menu. 8. Click to initiate the search. 9. To display only the service codes that are selected, click the box next to Show Only Selected. 10. In the Services section, check the box next to each line item to associate the selections with each pay code or check the box next to Select All (above the search grid) to check all the search results. 11. Click Save. 12. Repeat this process for each pay code. 13. Click on the Rates tab, from the top of the window, to continue with Rate Setup. Page 10 of 18

11 Rate Setup The next step in setting up the Payroll Master File is to complete the Payroll Rate Entry. Payroll Rate Entry consists of entering information in the following sections: Payroll Office Groups Other Compensation Shifts Weekend Holidays Mileage Pay Codes On this screen, enter the default rates that will apply to all payroll personnel. If no overriding rates are found for an individual (as entered in the Personnel Payroll screen), these are the rates that will be used during payroll generation. Payroll Office Groups The rates entered for the items in this section will apply to the selected Payroll Office Group that was created on the Master Files Payroll Setup screen. Before beginning Rates setup, the applicable Payroll Office Group must be selected. 1. Click the Payroll Office Groups bar. 2. Click the group that you would like to enter rates for. 3. The selected group will remain highlighted until you select a different group to work with. 4. Continue with Setting Up Other Compensation. Setting Up Other Compensation The rates entered in this section will apply to the entire agency as well as the selected items. Other Compensation applies to items such as cell phone, DSL, Air card, or flat rate mileage reimbursement that is paid to employees on a monthly basis. Only Other Compensation items that were created in the Payroll Setup tab, for the selected Payroll Office Group, will appear in the Rates tab. 1. Click the Other Compensation bar to expand the section. 2. Click the preferred item in the Other Compensation grid listing. 3. Click New. 4. Enter the Effective Date associated with the item rate selected (Effective Dates cannot overlap for the same item). 5. Enter the Rate associated with the selected item. 6. Click Save. 7. After the item has been saved, another grid box will display that contains the Effective Date and the Rate. 8. Repeat for each Other Compensation item. 9. Continue with Setting Up Shifts. If an Other Compensation Item rate no longer applies, enter a new Item Rate with the appropriate Effective Date and a 0 Rate value. Page 11 of 18

12 Setting Up Shifts Shift and Hours are entered in Master Files Payroll Setup screen. The differential rates entered in this section will apply to both the Payroll Office Group as well as the selected Shift. 1. Click the Shift bar to expand the section. 2. Click on the appropriate Shift in the grid. 3. Click New. 4. Enter the Effective Date associated with the selected Shift (Effective Dates cannot overlap for the same Shift). 5. Select the appropriate Rate Type using the drop-down menu (Dollars or Percentage Amounts). 6. Enter the Rate associated with the selected Shift. When Dollars is selected for Rate Type, a shift differential per hour will be added for the employee for the hours worked inside the grid. For example, if an employee worked Shift 2 from 5 p.m. to 10 p.m., and Shift 2 is set up for 5 p.m. to 11 p.m. each evening, the employee would receive $1.00 more per hour for each hour worked in Shift 2. The employee would receive pay for 5 hours of Shift 2 with differential pay of $1.00 per hour more. 7. To delete the shift differential pay, click the applicable Shift and then click Delete. 8. Click Save. 9. Repeat the process for adding all additional Shifts. 10. Continue with Setting Up Weekend. If a Shift rate no longer applies, enter a new Rate with the appropriate Effective Date and a 0 Rate value. Setting Up Weekend Weekend shifts are entered on the Master Files Payroll Setup tab. The differential rate that is entered in this screen will apply to the selected Payroll Office Group and the Weekend definition. 1. Click the Weekend bar to expand the section. 2. In the Weekend Differential Rates section, click on the preferred item listed in the grid. 3. Click New. 4. Enter the Effective Date associated with the selected Weekend (Effective Dates cannot overlap). 5. Select the Rate Type from the drop-down menu (Dollars or Percentage Amounts). 6. Enter the Rate associated with the selected Weekend. 7. Click Save. 8. The value will appear under the Rate column in the grid. 9. Continue with Setting Up Holidays. If a Weekend rate no longer applies, enter a new Rate with the appropriate Effective Date and a 0 Rate value. Setting Up Holidays Agency Holidays are set up in Master Files Payroll Setup. Holiday Flat Rates If a holiday with a flat rate amount has been entered in Master Files Payroll Setup then Holiday Flat Rates will need to be set up. 1. Click the Holidays bar to expand the section. 2. In the Holiday Flat Rates section, click New. 3. Enter the Effective Date associated with the selected Holiday (Effective Dates cannot overlap for Holidays). Page 12 of 18

13 4. Enter the Daily Flat Rate amount of the Holiday pay. 5. Click Save. All hourly paid employees that are eligible for Holiday pay are set up in the Personnel Payroll screen. Holiday Differential Rates The differential rates entered in this section will apply to the selected Payroll Office Group and all Holidays that are entered in Master Files Payroll Setup. 1. Click the Holidays bar to expand the section. 2. In the Holiday Differential Rates section, click New. 3. Enter the Effective Date associated with the selected Holiday (Effective Dates cannot overlap for Holidays). 4. Select the Rate Type from the drop-down menu (Dollars or Percentage Amounts). 5. Enter the Rate associated with the selected Holiday. 6. Click Save. 7. The value will appear under the Rate column in the grid. 8. Continue with Setting Up Mileage. If a holiday rate no longer applies, enter a new Rate with the Effective Date and a 0 Rate value. Setting Up Mileage The rate entered on this screen will apply to the selected Payroll Office Group for any mileage calculations. Previous mileage rate entries can be looked up by Effective Dates using the Search icon. 1. Click the Mileage bar to expand the section. 2. Click New. 3. Enter an Effective Date for the new Mileage Calculation rate (Effective Dates cannot overlap). 4. Select the Rate Type using the drop-down menu (Per Mile or Per Visit). If employees are supposed to be paid a flat rate per month, enter it in the Other Compensation section. 5. Enter the Rate in dollars and cents to pay the employee either per mile or per visit (depending on what was selected for Rate Type). 6. Click Save. 7. Continue with Setting Up Pay Codes. If a Mileage rate no longer applies, enter a new Rate with the Effective Date and a 0 rate value. Setting Up Pay Codes In the Master Files Payroll Setup screen, Pay Codes can be set up for each grouping of Service Codes. The rate amounts are entered in the Payroll Rates section. The rates entered will apply to both the selected Payroll Office Group as well as the selected Pay Code. Use the additional Pay Type field to determine how the services, within the particular Pay Code, should be paid to the employee. 1. Click the Pay Codes bar to expand the section. 2. In the Select Pay Code section, click on the applicable Pay Code in the grid to select it. 3. Click New. 4. Enter the Effective Date for the selected Pay Code (Effective Dates cannot overlap). 5. Select the Pay Type using the drop-down menu (Per Visit or Per Hour). This is the Pay Type the majority of employees are paid for field visits, which can be overridden in Personnel Payroll for individual employees.) 6. Enter the Rate associated with the selected Pay Code. 7. Click Save. Each Pay Type and Rate will display in the grid. 8. Continue with Personnel Payroll Setup. If a Pay Code Rate no longer applies, enter a new Pay Code with the appropriate Effective Date and a 0 Rate value. Page 13 of 18

14 Personnel Chapter 4 Employee Payroll Screen The Personnel Payroll screen allows users to set up and override settings, that were established for the agency, for individual employees. Changes to individual employees can only be made through each individual employee s Personnel Payroll screen. Setting Up Employee Pay Cycle 1. From the Main Menu, search for the applicable employee. 2. Click the employee s name in the search grid to select the employee. 3. From the Main menu, select Personnel then click the Payroll tab. 4. Select the employee s Primary Office Group from the drop-down menu. 5. Click Save. The Payroll Setup items will appear. 6. Click the Employee Pay Cycle bar to expand the section. 7. Click New. 8. Enter the Effective Date for the associated employee s new Pay Cycle or click and choose the date from the pop-up interface. 9. Click the Pay Cycle Type drop-down menu and select the applicable type for the selected employee, based on the primary employment for the individual employee (Non-salary or Salary). 10. If you selected Non-salary for the Pay Cycle Type: a. Enter the Hourly Rate for the selected employee. b. Select an Overtime Type using the drop-down menu (Visit or Hour). c. You will be prompted to enter the number (Visit or Hours) Per Interval, number of (Visit or Hours) Per Day, and how many Consecutive Days are allowed to be worked before an employee's Overtime Pay begins. d. In the Additional compensation Settings section, check the boxes to select any applicable items for the individual employee. After-hours shifts are defined as hours worked outside of the normal Monday through Friday, 8 a.m. to 5 p.m. hours, and do not include aweekend shift. The applicable box can also be selected if an employee is eligible for after-hours shifts, weekend shifts, and holidays. When these are selected to apply to the employee, agency rates will automatically default to this employee. 11. If you selected the Salary Pay Cycle Type: a. Enter the Annual Rate for the employee s salary. b. Click the Primary LOB drop-down menu and select the primary line of business (Homecare or Hospice) that the employee provides services for. c. Select an Overtime Type from the drop-down menu (Visit or Hour). d. You will be prompted to enter the number (Visit or Hours) Per Interval, number of (Visit or Hours) Per Day, and how many Consecutive Days are allowed to be worked before an employee s Overtime Pay begins. If none of these apply, enter 0 as the value. Page 14 of 18

15 e. In the Additional Compensation Settings section, click the boxes to select the applicable items for the individual employee. 12. Click Save. 13. Continue with Setting Up Office Group Overrides. Setting Up Office Group Overrides After-hours shifts are defined as hours worked outside of the normal Monday through Friday, 8 a.m. to 5 p.m. hours, and do not include aweekend shift. The applicable box can also be selected if an employee is eligible for after-hours shifts, weekend shifts, and holidays. When these are selected to apply to the employee, agency rates will automatically default to this employee. The override rates entered in this section will apply to the individual employee for the Primary Office Group that is selected at the top of the Personnel Payroll screen. These selections will not apply to the entire agency. 1. Click the Office Group Overrides bar to expand the section. 2. Continue with Setting Up Other Compensation. Setting Up Other Compensation The rates entered for the items in this section will only apply to the individual employee that is selected for the Primary Office Group that is selected at the top of the Personnel Payroll screen. 1. Click the Other Compensation bar to expand the section. 2. Data entered in the Master Files Payroll Setup for the agency will display in the grid with the associated dollar amount. If the amount needs to be different for this individual employee, click the box next to the reimbursement item in the grid to select it. 3. Click New. 4. Enter the Effective Date for the associated item. 5. Enter the Rate for the associated item. 6. Click Save. Another grid will display the Effective Date and the Rate. 7. Repeat his process for each Other Compensation item. 8. Continue with Setting Up Shifts. If a rate in this section no longer applies, enter a new Rate with the appropriate Effective Date and a 0 Rate value. Setting Up Shifts This section will only be accessible if the employee has been set up in the Employee Pay Cycle section to be eligible for During after-hours shifts differential pay. The agency default Shift rate will display. The rates entered in this section will apply to the employee for both the selected Payroll Office Group as well as the selected Shift. 1. Click the Shifts bar to expand the section. 2. Click New. 3. Select a Rate Type using the drop-down menu (Dollars or Percentage Amounts). 4. Enter a Shift Differential Rate for the associated employee. 5. When Dollars is selected for Rate Type, a shift differential per hour will be added, for the selected employee, for the hours worked inside the grid. 6. For example, if an employee worked Shift 2 (from 5 p.m. to 10 p.m.), and Shift 2 is set up for 5 p.m. to 11 p.m., the employee would receive $1.00 more per hour for each hour worked in Shift 2. The employee would receive pay for 5 hours of Shift 2 with a differential pay of $1.00 per more). Page 15 of 18

16 7. To delete a shift differential pay item, click the applicable Shift then click Delete to the top-right. 8. Click Save. 9. Continue with Setting Up Weekend. If a Shift Rate no longer applies, enter a new Rate with the appropriate Effective Date and a 0 Rate value. Setting Up Weekend Use this section if the employee has been set up in the Employee Pay Cycle section to be eligible for During weekend differential pay. The agency default Weekend rate will display. The rates entered in this section will apply to the employee for the selected Payroll Office Group and the Weekend definition. 1. Click the Weekend bar to expand the section. 2. Click New. 3. Enter the Effective Date associated with the selected Weekend (Effective Dates cannot overlap). 4. Select a Rate Type using the drop-down menu (Dollars or Percentage Amounts). 5. Enter a Weekend Rate for the selected employee. 6. Click Save. 7. The value will appear under the Rate column in the grid. 8. Continue with Setting Up Holidays. If a Weekend Rate no longer applies, enter a new Rate with the appropriate Effective Date and a 0 Rate value. Setting Up Holidays Use this section if the employee has been set up in the Employee Pay Cycle section to be eligible for During holidays differential pay. The agency default Holiday rate will display. The rates entered in this section will apply to the employee for the selected Primary Office Group and all holidays entered. Holiday Hours Holiday Hours are only applicable for employees that have been set up in the Employee Pay Cycle section with a Pay Cycle Type of Non-salary and when Hourly has been selected as the Compensation Type in the Non-salaried Holiday Compensation section of Master Files Payroll Setup. 1. Click the Holiday bar to expand the section. 2. In the Holiday Hours section, click New. 3. Enter the Effective Date associated with the selected Holiday (Effective Dates cannot overlap for Holidays). 4. Select the Rate Type using the drop-down menu (Dollars or Percent). 5. Enter a Rate for the selected employee. 6. Click Save. 7. Continue with Setting Up Mileage. All hourly paid employees that are eligible for Holiday pay are set up in the Personnel Payroll screen. Holiday Flat Rates Holiday Flat Rates are only applicable for Non-salary employees when they have been set up with a Compensation Type of Flat Amount in the Non-salaried Holiday Compensation section of Master Files Payroll Setup. 1. Click the Holidays bar to expand the section. 2. In the Holiday Flat Rates section, click New. 3. Enter the Effective Date associated with the selected Holiday (Effective Dates cannot overlap for Holidays). 4. Select the Rate Type using the drop-down menu (Dollars or Percent). Page 16 of 18

17 5. Enter a Rate for the selected employee. 6. Click Save. 7. Continue with Setting Up Mileage. All hourly paid employees that are eligible for Holiday pay are set up in the Personnel Payroll screen. Holiday Differential Rates Holiday Differential Rates are only applicable for employees that are set up to receive differential pay During holidays in the Employee Pay Cycle section. Rates entered in this section will apply to the employee for the selected Primary Office Group and all holidays entered. 1. Click the Holiday bar to expand the section. 2. In the Holiday Differential Rates section, click New. 3. Enter the Effective Date associated with the selected Holiday (Effective Dates cannot overlap). 4. Select the Rate Type using the drop-down menu (Dollars or Percent). 5. Enter a Rate for the selected employee. 6. Click Save. 7. Continue with Setting Up Mileage. If a Holiday Differential Rate no longer applies, enter a new Rate with the appropriate Effective Date and a 0 Rate value. Setting Up Mileage The override rates entered in this section are only applicable when Check if the employee can receive mileage reimbursement has been selected in the Employee Pay Cycle section. The agency default Mileage rate will display. Only enter rates in this section if you want to override the minimum number of miles that are required before reimbursement begins for the selected employee. 1. Click the Mileage bar to expand the section. 2. In the empty, short text field, enter a numeric value for the minimum mileage required to be driven before reimbursement for the employee. 3. Click Save. 4. Continue with Setting Up Employee Payroll Office Group Settings. Setting Up Employee Payroll Office Group Settings Rates that are entered in this section will apply to the employee for the selected Payroll Office Group created in Master Files Payroll Setup. A set of rates must be entered for each Payroll Office Group that is applicable for the selected employee. 1. Click the Employee Payroll Office Group Settings bar to expand the section. 2. Click the applicable Payroll Office Group in the grid to select it. 3. Continue with Setting Up Pay Codes. Setting Up Pay Codes Use this section if an item has been selected in the Additional Compensation section of the Employee Pay Cycle section. The rates entered in this section will apply to the employee for both the selected Payroll Office Group as well as the selected Pay Code. Use the Pay Type field to determine how the services, within the particular Pay Code, should be paid. The agency default Pay Rate will display. 1. Click the Pay Codes bar to expand the section. 2. Click the applicable Pay Code to select it from the grid. 3. Click New. 4. Enter an Effective Date for the selected Pay Code. 5. Select a Pay Type for the selected Pay Code (Per Visit or Per Hour). 6. Enter a Rate for the selected Pay Code. 7. Click Save. Page 17 of 18

18 8. Continue with Setting Up Payroll IDs. If a Pay Code Rate no longer applies, enter a new Rate with the appropriate Effective Date and a 0 Rate value. Setting Up Payroll IDs Payroll IDs are used in exporting data to a file, which can be imported into another system. A Payroll ID is needed for each Payroll Office Group the employee works in if it will be exported using a format requiring a Payroll ID. 1. Click the Payroll IDs bar to expand the section. 2. Enter the appropriate Payroll ID into the textbox under Payroll ID. 3. Click Save. Clicking Save All will copy the Payroll ID to all Payroll Office Groups. To edit a Payroll ID, select the corresponding line item in the grid and use the same text field to change it. Page 18 of 18