USER GUIDE. Payroll Manager

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1 USER GUIDE Payroll Manager Human Capital Management Suite Ormed Information Systems Ltd. Version 1.2 (July, 2010)

2 What s Inside WHAT S INSIDE... 1 INTRODUCTION... 3 WHERE SHOULD I LOOK?... 3 ORMED SOFTWARE BASICS... 4 ORMED MIS SOFTWARE WINDOW... 4 Sidebar... 4 Main Toolbar: Common Icons... 4 COMMON TASKS... 5 Adding New Entries... 5 Viewing a Record, File, Entry, or Other Item... 5 Conducting a Quick Search... 6 Conducting a Normal Search... 6 Conducting an Advanced Search... 7 Cancelling and Refreshing... 7 Editing Setup Tables... 8 Deleting Setup Tables... 8 Using the Calendar... 9 Changing Your Password PROCEDURES GLOBAL SETUP Completing the General Tab of the Global Setup Screen Completing the General Ledger Tab of the Global Setup Screen Completing the Payroll Tab of the Global Setup Screen Completing the Scheduling Tab of the Global Setup Screen Completing the ACH File (USA) Tab of the Global Setup Screen PAYROLL CODES Accumulators Setting up an Accumulator Category Setting up an Accumulator Accumulator Types Setting up a Formula Formula Builder, Groups, Pay Cycle, and Posting Formula Formula Builder Adding Groups to a Formula Creating a Pay Cycle Formula List Predetermining the Order of a Posting Formula Benefits Setting up a Benefit Code Setting up a Benefit Type Code EMPLOYEE CODES Adding a Group Code Adding a Class Code Setting up a Pay Scale Adding a Labour Distribution Code Adding a Department Code Adding a Sort Department Code Adding a Status Code Setting and Managing the Position Hierarchy in your Organization Adding Information to a Position Control Record Editing a Position in the Position Control Table Deleting a Position from the Position Control Table Adding a Description to a Position Control Table Viewing a Position Record s History Adding, Editing, or Deleting Notes in a Position Record Ormed Information Systems Ltd. Page 1/87

3 Adding a Site Code Adding a Termination Code Adding a User-Defined Field PROCESSES Setting up a Pay Period Schedule Editing a Pay Period Schedule Deleting and Rebuilding a Pay Period Schedule Setting up a Clearing Account Setting up GL Rollup Setting up CPP and EI (Canada only) Setting up an Employer EI Record (Canada only) Setting up the Canadian Savings Plan (Canada only) Setting up Pension Adjustment (Canada only) Nursing Compass (U.S. Only) SCHEDULING Adding a Standard Shift Record Restricting a Shift to Specific Departments Adding Details to a Standard Shift Record Editing Shift Detail Information Deleting Shift Detail Information Deleting a Shift Setting up a Statutory Holiday Record Restricting a Statutory Holiday Record to Certain Groups Deleting a Statutory Holiday Record Setting up or Editing a Timesheet Accumulator Code Setting up an Hour Bank Record Setting up an ESP Group Association Record Adding a Reason Code SELF SERVICE Establishing Site Settings... Error! Bookmark not defined. Setting up the Time Off Accumulators Setting up the Hour Bank Accumulators Setting up the Benefit Selection Accumulators Setting up Shift Type Preferences Editing the Time Off, Hour Bank, and Benefit Selection Accumulators Setup Tables Editing and/or Deleting Shift Type Preferences Setting Up Department Pool Security for Employee Self Service... Error! Bookmark not defined. Assigning Managers for Employee Self Service... Error! Bookmark not defined. SETUP TAB Adding a Department Pool Setting up a User Editing or Deleting a User MASS CODE CHANGE MASS PAYSCALE CHANGE USING CRYSTAL REPORTS Adding a Crystal Report Editing the Enter Document Information Screen on a Crystal Report Viewing and Editing a Crystal Report Deleting a Crystal Report CONTACT US QUESTIONS AND SUPPORT WHAT ARE YOUR THOUGHTS? Ormed Information Systems Ltd. Page 2/87

4 Introduction Ormed Payroll Manager is the first module to be set up in Ormed s payroll software solutions. Begin with Payroll Manager in order to build and maintain the setup tables containing the data used to populate the drop-down menus in every Ormed module. Ormed Payroll Manager allows you to: Build and maintain setup tables Configure your organization s bank account Set up all compensation rules, including all payroll codes to be used in your system Note all pay codes and start codes for benefits Add all setup codes for the employee codes, payroll processing, and for the scheduling system you decide to use (Ormed s or your own) Set up security (users and department pools) Set up Ormed Employee Self Service administrative and setup tables Where should I look? Ormed Software Basics familiarizes you with the common elements and shared traits of ORMED MIS software. Procedures contains procedures for using Payroll Manager. Ormed Information Systems Ltd. Page 3/87

5 Ormed Software Basics Every Ormed module is unique since each one serves a different purpose, but most use common icons and procedures. This section introduces you to those similarities so you can have an advantage before you begin using any ORMED MIS software. ORMED MIS Software Window Ormed modules share a common look and feel. A main menu bar and toolbar across the top provide access to all of the menus, a sidebar on the left that gives you access to the most commonly used functions, and a search mechanism makes it easy to search for records. Sidebar On the left side of the screen is a separate column called a sidebar. It holds icons that provide access to frequently used ORMED MIS functionality and tabs that allow you to quickly navigate to the icons you require. Not everyone is comfortable using icons, so all ORMED MIS functionality is also available in the main menu bar. Main Toolbar: Common Icons Some ORMED MIS modules have slightly different icons, but the following appear in each. Delete or Delete files in a module. Click this icon with care because once you delete a file, you cannot retrieve it. Cancel or Refresh a window to its last unsaved state. Save Save the file or entry you just entered into the module. Preview View a form, file, or list before you print. New or Create a new record, file, or entry. Ormed Information Systems Ltd. Page 4/87

6 Print Print a record, file, entry, or other item. This icon sends the information directly to the printer without previewing it first. Use the Preview icon if you want to view the information before printing. Required Field Fields with this icon are required fields that must be filled in. The software will not allow you to save any items or records with required fields missing. Common Tasks No matter which module you re working in, there are a few key tasks that are performed the same way. Adding New Entries To add a new entry in a module: 1. Click the appropriate icon on the sidebar, or click the appropriate menu item from its respective menu on the main toolbar. A window opens. 2. Click the New ( or ) icon on the main menu bar. In some modules, you can click New (Ctrl + N) from the File menu on the main toolbar. The fields of the window clear. 3. Fill in the fields. 4. Click the Save icon on the main toolbar, or click File from the main menu bar and then click Save (Ctrl + S). Viewing a Record, File, Entry, or Other Item To view a record, file, entry, or other item: 1. Click the appropriate icon on the sidebar, or click the appropriate menu item from the necessary menu on the main toolbar. A screen opens. 2. Search for the record to be edited. 3. Select the file. 4. View the information. 5. Exit the screen. Ormed Information Systems Ltd. Page 5/87

7 Conducting a Quick Search From any ORMED MIS module screen, quickly search for a record by using the table in which the records are listed. To conduct a quick search: 1. Click on the column heading of the field you want to search (i.e., Emp No. or Last Name). This sorts the column in ascending order. Click again to sort by descending order. 2. Click on any cell under the column heading you wish to search by (i.e., Last Name). 3. Type the first few characters of that search value (i.e., type Bu to find Buchanen). The record will be highlighted one character at a time. 4. Double-click that record. Conducting a Normal Search To conduct a normal search: 1. Click the Search button on the main toolbar. The Search screen opens. Note: Some screens in certain ORMED MIS modules will already contain the search options without needing to click a Search button. 2. The basic search options are displayed by default and contain the following fields: Figure 1: Navigation Options search screen. a. Specify what you want to search for. Each Ormed application contains different options here. b. Specify how the search is to be conducted. This box includes search options such as contains (find items that contain search criteria), doesn't contain (find items that do NOT contain criteria), is (find items that match search criteria exactly), and others. c. Type your search criteria here. 3. Click the Find button to begin the search. If necessary, click the Stop button to cancel the search. Ormed Information Systems Ltd. Page 6/87

8 Conducting an Advanced Search The advanced search options contain all the functionality of the basic search options in Figure 1 above, plus the capability to specify multiple search criteria. To conduct an advanced search: 1. Click Advanced <<. The normal search screen expands to include additional search options. Figure 2: Navigation Options search screen after Advanced>> is clicked. a. Specify what you want to search for. Each Ormed application provides different options here. b. Specify how the search is to be conducted. This box includes search options such as contains (find items that contain search criteria), doesn't contain (find items that do NOT contain each criteria), is (find items that match search criteria exactly), and others. c. Type the search criteria here. d. This is where the search criteria, also called the search filter, will display when added to your search. 2. Enter your search criteria then click the Add button. Repeat this step until you have as many search filters as you need. Click a search filter followed by the Remove button to remove a search filter. 3. Click the Find button to begin the search. If necessary, click the Stop button to cancel the search. 4. Select the relevant record. Cancelling and Refreshing If an error is made adding or editing a record, file, entry, or other item, you can easily cancel your last unsaved edit. This procedure works for any screen you re working in. To cancel or refresh your last unsaved action: 1. Ensure you are on the correct screen. (Important!) Ormed Information Systems Ltd. Page 7/87

9 2. Click the Refresh icon on the main toolbar, or click File from the main menu bar and then click Refresh (Ctrl + R). The screen is refreshed to its last saved state. Editing Setup Tables Although most of the fields in a setup table can be edited, editing key fields in a setup table is NOT recommended. Key fields are fields that contain codes, employee numbers, accumulators, and so on. A key field is usually the first field on a screen. Key fields in the setup tables populate pick lists throughout the HRMS modules. The setup tables include all of the tables under the Payroll Codes, Employee Codes, Process, Scheduling, and Setup tabs. Once this data is attached to an employee s record, there is history associated with that record and any editing could affect the employee s present and future records as well as future reporting. However, if the code or record is created in error and there is no history associated with that code or record, there is no harm in editing or deleting the record. If an error is made and the data in the setup table is already used in an employee file, create a new record. Duplicate codes cannot be created each code must be unique. Note: Most editing procedures for the setup tables are the same with the exception of Editing a Position in the Position Control Table; Editing a Pay Period Schedule; Editing Shift Detail Information; Setting up or Editing a Timesheet Accumulator Code; Adding, Editing, or Deleting Notes in a Position Record; and Editing or Deleting a User. There are also separate procedures for the Global Setup screen and for Crystal Reports. Refer to those procedures for further information. To edit setup tables: 1. Click Manager from the main menu bar, point to the desired category, and then select the setup table to be edited. Or, go to the sidebar, click the relevant tab, and then click the setup table s icon. A screen opens. 2. Select the record to be edited. 3. Make the required changes. 4. Click the Save icon on the main toolbar. Or, click File from the main menu bar and click Save (Ctrl + S). Deleting Setup Tables Although a code can be deleted, this is NOT recommended as links to any historical information will be disrupted. However, if a code is created in error and has not been used elsewhere in the system, deleting the code won t cause any harm because there are no links associated with the code yet. If you have made a mistake and entered a code, and that data is already being used in an employee s record, create a new code. Ormed Information Systems Ltd. Page 8/87

10 Note: Deleting records and items is an action that CANNOT be undone! Be certain you want to delete before clicking the Delete button. To delete a code or record from a setup table: 1. Click the relevant tab on the sidebar and then click the setup table s icon. Or, click Manager from the main menu bar, point to the desired category, and then select the setup table you need to delete. A screen opens. 2. Select the record to be edited. 3. Click the Delete icon on the main toolbar or click File from the main menu bar and click Delete (Ctrl + D). A dialog box opens and asks for confirmation. 4. Click the OK or Yes button. Note: Most deleting procedures are the same with the exception of the following procedures: Deleting a Position from the Position Control Table; Adding, Editing, or Deleting Notes in a Position Record; Deleting and Rebuilding a Pay Period Schedule; Deleting Shift Detail Information; Deleting a Shift; Deleting a Statutory Holiday Record; and Editing or Deleting a User. There are also separate procedures for the Global Setup and Crystal Reports. Refer to those procedures for further information. Using the Calendar At times you will need to select a date from one of the drop-down calendar arrows. Figure 3: A calendar from a drop-down calendar arrow. There are a few options that make selecting the desired date easier: Select the current date by clicking the text on the bottom of the calendar that reads Today and the date. Select a different day in the same month by clicking the relevant date in the calendar. Select a different month by going to the top of the calendar and clicking the month. Select the relevant month from the drop-down menu. Select a different year by going to the date at the top of the calendar and clicking the year. Up and down arrow buttons will be displayed. Click the up arrow to select a future year, or the down arrow to select a past year. Ormed Information Systems Ltd. Page 9/87

11 Select the month and year by clicking the left-facing arrow to move back in months, or the right-facing arrow to move forward in months. Tip: The date can also be entered directly into the Date field. The way the date appears is determined by the regional settings of your individual workstation. Please contact your system administrator before making changes to your regional settings. Changing Your Password Depending on your access privileges you may be able to change your password from the Security menu, found in the main menu bar of nearly every ORMED MIS software screen. Note: Changing your password is effective immediately through all ORMED MIS software suites for your username, except for ORMED Messaging (which is not changed by this procedure). To change your password: 1. Click Security from the main menu bar, and then click Change Password. The ORMED Security Change Password window opens. 2. Fill in your Old Password and then provide your new password in both the New Password and Confirm New Password fields. 3. Click the OK button. Ormed Information Systems Ltd. Page 10/87

12 Procedures Global Setup In the Global Setup screen, you and an Ormed Application Consultant will configure the default and global settings that Payroll Manager and all subsidiary modules will use to operate. It is crucial to complete the Global Setup because the default values, paths, and technical settings must be established prior to payroll operation. While maintenance or small changes may occasionally be required in these areas, values and technical settings in the Global Setup screen don t usually change. Note: Close all other payroll modules when making changes to the Global Setup screen. If changes are made to the Global Setup settings while other payroll modules are open, the changes will not take effect until the products are reopened. The Global Setup screen is divided into five tabs: General, General Ledger, Payroll, Scheduling, and ACH File (USA). Completing the General Tab of the Global Setup Screen Store the demographic information for your facility in the General tab. The contact information prints on standard organization communications such as T4s and ROEs (Records of Employment). The Direct Deposit section holds the facility s banking information (as issued from the bank) for creating the direct deposit files that transfer funds from the organization s bank accounts to the employees. Directory locations are also set up in the General tab for storing data (including associated documents, employee images, and Crystal Reports) that will be added or generated for employee files in the Employee Manager modules. To complete the General tab: 1. Click Manager from the main menu bar and then click Global Setup. The Global Setup Maintenance screen opens. 2. Complete the fields in the Facility Information section. 3. Go to the Direct Deposit Information section of the screen. 4. Enter the customer number provided by your bank. 5. In the File Creation No. field, enter the numeric identifier used by the bank to determine the number of the direct deposit files sent to date. The system increments Ormed Information Systems Ltd. Page 11/87

13 the number by one each time a file is sent to the bank to ensure duplicate files are not processed. 6. If the bank has a data center number, enter it in the Data Centre field. Note: Some bank files require a data center number. For instance, the Bank of Montreal has regional data centers across Canada. Not all banks will have a data center number, although most of Canada s major banks do. 7. The Bank No field is created by Ormed, and is based on which bank your organization uses. This field determines the protocol for how files are set up and sent to your organization s bank. Refer to the list of banks below and enter the appropriate number in the field: Bank Bank Number Bank of BMO Financial Group 1 Scotiabank 2 RBC Financial Group 3 TD Canada Trust 4 CIBC 10 HSBC 16 ATB Financial Leave field blank BC Credit Union Central 809 JP Morgan Chase 112 RBC STD152 Format 33 Figure 4: Banks and bank numbers 8. Enter your organization s bank account number in the Account No. field. 9. Complete the User ID (Royal) field and select the Grad checkbox if your organization s bank is RBC based on the guidelines below. RBC accepts three different formats for incoming direct deposit records: If the header record format accepted by your branch requires a reference to $$AAPDSTD, leave the User ID field and the Grad checkbox blank. If the header record format accepted by your branch requires a reference to //P2TR, enter the User ID and do NOT select the Grad checkbox. If the header record format accepted by your branch requires a reference to //PAAR, enter the User ID and select the Grad checkbox. Note: The RBC STD152 file format allows the output to match the STD152 credit file format. The system requires a bank ID of 33 to facilitate usage of the new format. Ormed Information Systems Ltd. Page 12/87

14 Note: Your assigned Ormed Application Consultant will work with your IT department to enter the folder locations on your network which will store all your directory folders. No one outside of your Payroll and Human Resources functions should have access to these folders. In addition, your Ormed Application Consultant will need administrator rights to the documentation directory and all of the subdirectories within it in order to provide support to your Payroll department. 10. On the Associated documents directory location field, click the Browse button. The Select a Folder screen opens. 11. Browse to where your documents are located and click the OK button. The mapped location is displayed on the screen. Note: If your Documents folder isn t set up, click the New Folder button to create it after browsing to where you want it created. 12. On the Images directory location field, click the Browse button. The Select a Folder screen opens. 13. Browse to where your images are located and click the OK button. The mapped location is displayed on the screen. 14. On the Crystal reports directory location field, click the Browse button. The Select a Folder screen opens. 15. Browse to where your Crystal Reports are located and click the OK button. The mapped location is displayed on the screen. 16. Click the Subfolder icon beside each directory location to create the subfolders. Each subfolder is associated with various reports and documents windows within the HRMS modules. The subfolders will allow you to save the documents, images, and Crystal Reports. 17. Click the OK button. 18. Click the Save icon on the main toolbar, or click File from the main menu bar and click Save (Ctrl + S). 19. Move on to the General Ledger tab. Completing the General Ledger Tab of the Global Setup Screen Set the defaults for how the Payroll module reports and posts account activity to your organization s general ledger. Payroll module reports handle the accounting activity, which is then posted to the General Ledger. To complete the General Ledger tab: Ormed Information Systems Ltd. Page 13/87

15 1. Click Manager from the main menu bar and then click Global Setup. The Global Setup Maintenance screen opens. 2. Click the General Ledger tab. 3. Enter the starting position that will allow you to separate worked salaries from benefits salaries in the General Ledger (GL) by entering the position of the secondary code override. Valid override positions are: 2 Overrides the second and third digits. 4 Overrides the fourth and fifth digits. This is the most commonly selected starting position. 6 Overrides the sixth and seventh digits. 4. In the Stat Secondary Length section, select either 5 or 7 as the length of the secondary code required by your organization for statistical reporting. Note: Selecting 7 will add two extra zeros to the code. Ontario organizations usually select Enter the starting month for your fiscal period. Note: All Canadian hospitals start with April, the fourth month. 6. Click (check) the Allow Payrolls Older than GL Current Period checkbox if you need to calculate and process payroll runs older then the current G/L period, if you are processing parallel runs, or if you are testing your data before you go live. Otherwise, leave it unchecked. 7. Click (check) the Multiple Facility Balance Sheet Accounts checkbox if your hospital has more than one facility and you need to report expenses as well as liabilities and assets to each facility. Leave the checkbox unchecked to report expenses to each facility and report liabilities and assets to only one facility. For example, if the checkbox is checked and the employee has a labour distribution code of , the system records the expense and liability to facility 3. When the setting is inactive, the expense is recorded to facility 3 and the liability is recorded against facility 1. Note: Speak with an Ormed Application Consultant before checking or unchecking this checkbox because it may affect how your labour distribution codes are reported. 8. Click (check) the Override 3 rd Character Secondary with 0 for Benefits checkbox to replace the digit that comes across in the 3 rd character for a benefit with a value of zero. Ormed Information Systems Ltd. Page 14/87

16 9. Click (check) the Produce Journal Entry General Ledger Text Export checkbox if you are using an external General Ledger system or if your facility has two schemas. If the Produce Journal Entry General Ledger Text Export checkbox is checked (clicked), an entry must also be noted in the Journal Entry G/L Text Export Location field. Note: ORMED MIS Discovery may drill into only one schema. The other schema must use an export. 10. Only click (check) the Use old format for Journal Entry GL Export checkbox if you are using an older, non-ormed GL format. 11. For Ontario sites, click (check) the Ontario 61 & 63 Statistical Reporting checkbox to create more journal entries for MIS statistical reporting purposes. 12. Click the Browse button beside the Journal Entry G/L Text Export Location field and browse to the folder location for the G/L export file. To export the journal entry to the G/L in a foreign location, click (check) the Produce Journal Entry General Ledger Text Export checkbox after the folder location has been established. Note: It is recommended that the file location be the same as the other payroll locations. 13. Click the Payroll Accrual G/L list box and select the asset account used to report net earnings. 14. Click the OK button. 15. Move on to Completing the Payroll Tab of the Global Setup Screen. Completing the Payroll Tab of the Global Setup Screen Use the Payroll tab to set up the defaults and options used during calculations in the Payroll module. In addition, set up the directory locations for formulas, reports, bank files, and error logs. To complete the Payroll tab: 1. Click Manager from the main menu bar and then click Global Setup. The Global Maintenance screen opens. 2. Click the Payroll tab. 3. Enter the number of pay periods per year. 4. Click (check) the Calculate Formulas for Employees with No Earnings checkbox if you want vacation accruals, benefits, and deductions to occur for employees with no earnings. Otherwise, leave it unchecked. Ormed Information Systems Ltd. Page 15/87

17 5. Click (check) the USA Enabled System checkbox if you are located in the US. If you click this checkbox, the system will automatically gray out fields that are not required in the US and will add fields that are relevant to the US. If you are not located in the US, leave this checkbox unchecked. 6. Click (check) the Salaried Payroll checkbox if your site is salaried. Leave the box unchecked if you are an hourly site. 7. In the ROE Format section, select one of two options: a. Click Laser to create a.roe text file. Service Canada s Laser ROE software prints the text file. Note: Laser is the system default. b. Click Web to create an output file consistent with the 53 week ROE requirements. This option produces an XML.blk output file. Note: An Ormed Application Consultant will work with your IT department to enter the folder locations on your network which will store all your directory folders. No one outside of Payroll and Human Resources functions should have access to this folder. An Ormed Application Consultant will also need administrator rights to the HRMS directory and all of the sub-directories within it in order to provide support to your Payroll department. (i.e., P:\HRMS\Databases\Client\Reports). 8. On the Formula Modules Location field, click the Browse button. The Select a Folder screen opens. Browse to where your formulas are located and click the OK button. The mapped location is displayed on the screen. Note: If your documents folder isn t set up, click the New Folder button to create it after browsing to where you want it created. 9. On the Statutory Reporting Output Location field, click the Browse button. The Select a Folder screen opens. Browse to where your statutory reports are located and click the OK button. The mapped location is displayed on the screen. 10. On the Bankfile Location field, click the Browse button. The Select a Folder screen opens. Browse to where your bank files are located and click the OK button. The mapped location is displayed on the screen. 11. On the Error Log Location field, click the Browse button. The Select a Folder screen opens. Browse to where your error logs are located and click the OK button. The mapped location is displayed on the screen. 12. For U.S. sites using the Nursing Compass third-party application, click the Browse button next to the NC Export Location field. The Select a Folder screen opens. Ormed Information Systems Ltd. Page 16/87

18 13. Browse to the Nursing Compass export files directory and click the OK button. The mapped location is displayed on the screen. Note: If the Nursing Compass folder isn t set up, click the New Folder button to create it after browsing to where you want it created. Note: U.S. sites: refer to the Nursing Compass User Guide for more information about using this third-party application with Ormed software. 14. Click the OK button. 15. Move on to Completing the Scheduling Tab of the Global Setup Screen. Completing the Scheduling Tab of the Global Setup Screen Set the defaults your facility uses for scheduling employee shifts. These defaults determine how the schedules and timesheets are displayed graphically in ORMED MIS Staff Scheduling. To complete the Scheduling tab: 1. Click Manager from the main menu bar and then click Global Setup. The Global Setup Maintenance screen opens. 2. Click the Scheduling tab. 3. Enter the maximum number of departments in your facility. Note: An Ormed Application Consultant will work with your IT department to enter the folder locations on your network which will store all your directory folders. No one outside of Payroll and Human Resources functions should have access to this folder. An Ormed Application Consultant will also need administrator rights to the documentation directory and all of the sub-directories within in order to provide support to your Payroll department. 4. If importing employee schedules using the ESP scheduler, click the Browse button next to the ESP Import Location field. The Select a Folder screen opens. a. Browse to where the ESP imports are located and click the OK button. The mapped location is displayed on the screen. Note: If your documents folder isn t set up, click the New Folder button to create it after browsing to where you want it created. b. If using ESP as a 3 rd party scheduler, click the Browse button next to the ESP Seniority Output Location field. The Select a Folder screen opens. Ormed Information Systems Ltd. Page 17/87

19 c. Browse to where the ESP seniority output text files are located and click the OK button. The mapped location is displayed on the screen. 5. If using Kronos to import employee information (demographics and year to date accumulator balances), click the Browse button next to the Kronos Import Location field. The Select a Folder screen opens. a. Browse to where the Kronos schedules are located and click the OK button. The mapped location is displayed on the screen. b. If using Kronos to export employee schedules, click the Browse button next to the Kronos Export Location field. The Select a Folder screen opens. c. Browse to where the Kronos export files are located and click the OK button. The mapped location is displayed on the screen. 6. If using Loki to import employee schedules, click the Browse button next to the Loki Import Location field. The Select a Folder screen opens. a. Browse to where the Loki schedules are located and click the OK button. The mapped location is displayed on the screen. 7. If using Procura to import employee schedules, click the Browse button next to the Procura Import Location field. The Select a Folder screen opens. a. Browse to where the Procura schedules are located and click the OK button. The mapped location is displayed on the screen. 8. Click the Browse button next to the Import Backup Location field to create an archive location for any imported backup schedule data. These archives are for all third party scheduling products. 9. Click the OK button. Completing the ACH File (USA) Tab of the Global Setup Screen The ACH File (USA) tab is used by those who use Automated Clearing House for their financial transactions, such as direct deposit for payroll. To complete the ACH File (USA) tab: 1. Click Manager from the main menu bar and then click Global Setup. The Global Setup Maintenance screen opens. 2. Click the ACH File (USA) tab. 3. Go to the Facility section. 4. Enter the facility name in the Immediate Origin field. 5. Enter the bank account number in the Facility DFI Account Number field. Ormed Information Systems Ltd. Page 18/87

20 6. Enter the four character bank routing number in the Federal Reserve Routing Symbol field. 7. Enter the four characters representing the institution identifier number plus the selfcheck digit number in the ABA Institution Identifier field. 8. Go to the Financial Institution section. 9. Enter the name of the bank you re using in the Immediate Destination field. 10. Enter the four character bank routing number of the financial institution in the Federal Reserve Routing Symbol field. 11. Enter the four characters representing the bank identifier number plus the self-check digit number in the ABA Institution Identifier field. 12. Click the OK button. Payroll Codes Three different setup tables under the Payroll Codes tab allow you to group, calculate, and track your facility s payroll requirements: Accumulator, Benefit, and Benefit Type. Employee benefits and compensation rules are entered on these screens to track coverage provided by your organization. Accumulators Accumulators are customized storage areas for grouping and tracking payroll information the facility requires. The accumulators and formulas work together to calculate and record current and yearto-date figures for earnings, hours, deductions, benefits, and accruals. Accumulators and associated formulas can be used to store standard payroll data such as employee and employer EI and CPP, or customized items that are unique to your facility such as parking charges or RRSP purchase plans. Note: During implementation, an Ormed Application Consultant will involve you in setting up the categories and the rules behind the categories, and will then create the accumulators and the formulas on your behalf. After implementation, you may maintain the functions. Accumulators may need to be altered during the year if policies change or if your facility has a new benefit plan or new collective agreement(s). The Accumulator screen is divided into three tabs: Category, Accumulators, and Formula. Ormed Information Systems Ltd. Page 19/87

21 Setting up an Accumulator Category Sort and organize the accumulators and formulas according to the functions they perform. Categorizing accumulators makes it easier to see the relationships between them and allows you to create reports highlighting related accumulators and formulas. Categories also provide the unique conventions for navigating through accumulators. When the Category tab is displayed, the left pane navigator displays all categories of accumulators. Selecting a category from the left pane and then clicking the Accumulators tab displays only the accumulators within that category. Any accumulators added to the system will be grouped and accessible in the future under the category selected from the Category tab. Create categories for all expenses and deductions. Examples of expense categories: Regular Hours Worked Retroactive Pay Statutory Holidays Sick Time Vacation Overtime Paid Overtime Banked Examples of deduction categories: Dental Benefits Extended Health Insurance Life Insurance Long Term Disability To set up an accumulator category: 1. Click the Payroll Codes tab on the sidebar and then click the Accumulator icon. Or, click Manager from the main menu bar, point to Payroll Codes, and then click Accumulator. The Accumulator Maintenance screen opens. Remain on the Category tab. 2. Click the New Entry icon on the main toolbar. Or, click File from the main menu bar and then click New Entry (Ctrl + N). 3. Enter a unique code to identify a group of earnings or deductions in the Accumulator Category field. You are allowed a maximum of eight (8) characters in this field. Ormed Information Systems Ltd. Page 20/87

22 Note: The code should be easy to understand. For example, enter DEN for Dental. 4. Enter the full name of the category in the Description field. Note: The next three (3) fields are usually completed by an Ormed Application Consultant. 5. Click the Due Date drop-down calendar arrow and select a date or enter a date to indicate when this category, accumulator, and formula must be completed. Note: An Ormed Application Consultant can enter notes or names in the Done By field (i.e., pending testing means the category must be tested, or the name of the Ormed Application Consultant who completed the work may be entered in the field). 6. Enter all business rules and logic needed for the category into the Notes text field. Note: The notes will be entered by your payroll personnel and an Ormed Application Consultant. The notes may be printed to train new employees. The notes can be maintained by you after being intially entered. 7. Click the Save icon on the main toolbar, or click File from the main menu bar and then click Save (Ctrl + S). Tip: Change the order in which you view accumulator categories by clicking the Order button. When the Accumulator Category Order window opens, click the row ordering handle (little gray box) to the left of the category and drag the accumulator categories to the desired place on the list. Setting up an Accumulator The Accumulators tab displays all the accumulators grouped within the category selected from the left pane navigator in the Category tab. While many of the expense and deduction accumulators may be customized, the default accumulators required for all payroll systems have been predefined and included during the initial implementation. For example, in Canada, the required accumulators are: CPP Canada Pension EI Employment Insurance FITX Income Tax Ormed Information Systems Ltd. Page 21/87

23 Vacation accumulators System required accumulators such as Gross Earnings, Net Earnings, Taxable Benefits, etc. In the United States, some required accumulators are: FWG Federal Wages FITX Federal Income Tax AFTX Additional Federal Income Tax MDWG Medicare Wages MDCE Medicare Employee SSWG Social Security Wages SSTE Social Security Tax Employee SSTR Social Security Tax Employer Note: Do not edit the predefined system accumulators without help from an Ormed Application Consultant. All accumulators set up in the system are given the properties of one of sixteen Accumulator Types from the Type field. Accumulator types set the way in which the accumulator is accounted for in payroll and serve several functions. See the Accumulator Types table below for more information: Accumulator Types Code Type Description A Accrual A sum which continues to accumulate. An accrual accumulator can be used for sums that accumulate or for the calculation of values for reporting purposes such as vacation entitlement days, sick plan rates, and life insurance insurable salaries. D Deduction A deduction taken from the employee s gross salary. B Benefit A benefit paid by your facility. H Worked Hours An actual hour worked by the employee. E Earning Paid An earning paid to the employee. F Earning to Bank The earning will be banked to an account. P Prorated Hours A calculation of a portion of hours which is prorated to the departments the employee works in during the pay period. Ormed Information Systems Ltd. Page 22/87

24 Q Prorated Earning A calculation of a portion of the earning which is prorated to the departments the employee works in during the pay period. C Prorated Hours to Bank A calculation of a portion of the hours will be banked to an account and prorated to the departments the employee works in during the pay period. R Prorated Earning to Bank A calculation of a portion of the earnings will be banked to an account and prorated to the departments the employee works in during the pay period. L From Banked Hours When an employee takes hours from a bank, such as vacation, the hours are deducted from the liability account and the banked hours are reduced accordingly. M From Banked Earnings When an employee is using up banked earnings, these dollars are deducted from the liability account. U Unreported Hours Hours such as shift premiums which are not included for reporting to the G/L as worked hours are set up as unreported hours. O Unpaid Hours Hours unpaid to the employee (i.e., maternity leave top up). N Non Taxable Earning Earnings not taxable to the employee. T Non Taxable Prorated Earning Figure 6: The sixteen accumulator types listed in the Type field. To set up an accumulator: Non-taxable earning created from a calculation formula. 1. Click the Payroll Codes tab on the sidebar and then click the Accumulator icon. Or, click Manager from the main menu bar, point to Payroll Codes, and then click Accumulator. The Accumulator Maintenance screen opens. 2. Click the New Entry icon on the main toolbar, or click File from the main menu bar and click New Entry (Ctrl + N). 3. Enter a code (maximum four characters) to define the accumulator. During implementation, this code will be defined in the Notes text field of the Category tab. Note: This code will be displayed on the employee timesheet, so it is important to use a code understandable to all employees with access. 4. Click the Colors button if you want to color code accumulators for viewing on timesheets and reports. The Accumulator Color Reference screen opens and displays two Choose Color buttons. a. Click the top button to choose the background color, and then click OK when done. b. Click the bottom button to choose the text color, and then click OK when done. Ormed Information Systems Ltd. Page 23/87

25 c. When done choosing the color scheme, view the example to preview your chosen color combination. d. If happy with the color scheme, click the OK button. If not, repeat steps a c. 5. Enter a Description of the accumulator. 6. Enter the number of decimal points you want to see for rounding purposes in the No. of Decimals field. No more than two decimal points should be selected for accumulators that report a value to the General Ledger. 7. Click the Type drop-down menu and select the type of accumulator needed. The Category field populates based on your selection. Refer to the Accumulator Type table for more information. 8. Click the Associated Earning Accumulator drop-down menu and select the relevant accumulator if the accumulator being built requires an association with an existing accumulator. For example, you would associate the Regular Hours Worked accumulator with the Regular Hours Earned accumulator. The Regular Worked Hours multiplied by the employee s hourly rate of pay (or respective formula calculation) would then report in the Regular Hours Earned accumulator. 9. Click the Account to Credit drop-down menu if the accumulator being entered requires financial reporting to the General Ledger. This normally represents a liability account in the General Ledger. a. Select F to indicate a financial account, and enter the G/L account number (the account will be reported in financials). b. Select S to indicate a statistical account only (the account will not go to the financials). Note: Leaving the field blank will default to statistical. 10. Enter a secondary override value to provide the appropriate allocation for the expense. The secondary expense override value replaces the respective digits of the GL account code as specified in the General Ledger tab of Global Setup. For example, if the General Ledger tab is set to start the override at the 4 th character of the secondary code, then the secondary override results in an override of the 4 th and 5 th digits of the secondary code is changed to for an overtime entry with a secondary override of If your facility is located in Ontario, Canada: a. Enter the MIS (Management Information Systems) statistic code in the Rpt. No. field to describe the worked and benefit hours. b. Enter the box number in the Print Box T4 field if you must report this activity on the T4. Note: Refer to the T4 Year-End Procedures User Guide for further information. Ormed Information Systems Ltd. Page 24/87

26 c. Enter the box number in the T4A field if you must report this activity on the T4A. Note: Refer to the T4A Year-End Procedures User Guide for further information. 12. Click (check) the Add Differentials checkbox to ensure differential formulas like evening shift differentials are added to the accumulator. For example, the Regular Worked Hours accumulator will always have this box checked. In the example, if the employee worked a Regular Worked Hour on a weekend and the box is checked, the system will automatically add weekend differential to the shift based on the shift setup. 13. Click (check) the Don t Withhold Tax checkbox to reduce the tax right at the source, such as an RRSP, a pension, or union dues. 14. Click (check) the Zero on Dec. 31 checkbox to return the value back to zero at the end of the year. 15. Click (check) the Replace YTD instead of Add checkbox to replace the value each time a payroll calculation occurs instead of adding to the Year to Date value. 16. Click (check) the Taxable Benefit checkbox if you are setting up a benefit accumulator that the federal government has determined as taxable. Any calculated values for the accumulator in question will automatically be included in the TXBE (Taxable Benefit) accumulator balance for the year. 17. Click (check) the Non-Periodic Payment checkbox to report on non-periodic payments such as payout bonuses, vacation payouts, or retroactive pay. Note: If making a non-periodic payment and the Non-Periodic Payment checkbox is not clicked, the employee will end up with a different annual taxable income. For futher information about non-periodic payments and how it affects taxable income, read Canada Revenue Agency s T4127 publication. Find the publication online at Click (check) the Print On Cheque Stub checkbox to display the accumulator code and description on the employee s cheque stub. 19. Click (check) the Print on Register checkbox to print the accumulator code and description on the register. 20. Click (check) the Not Receivable checkbox to ensure the deduction won t be taken off the employee s earnings if he or she has no earnings that pay period or does not have enough earnings to cover the deduction. 21. Click the Save icon on the main toolbar, or click File from the main menu bar and click Save (Ctrl + S). Ormed Information Systems Ltd. Page 25/87

27 Setting up a Formula The Formula tab displays all the formulas associated with the accumulators grouped within the category selected from the left pane navigator in the Accumulators tab. Formulas perform standard payroll calculations such as, in Canada, employee and employer EI and CPP, or customized calculations such as union contracts and benefit plans. To set up a formula: 1. Click the Payroll Codes tab on the sidebar, and then click the Accumulator icon. Or, click Manager from the main menu bar, point to Payroll Codes, and then click Accumulator. The Accumulator Maintenance screen opens. 2. Click the Category tab and select the relevant category from the left side of the screen. 3. Click the Formula tab. 4. Click the New Entry icon on the main toolbar, or click File from the main menu bar and click New Entry (Ctrl + N). 5. Enter the accumulator code or click the Accumulator drop-down menu and select the accumulator code. 6. Enter the formula code or click the Formula Type drop-down menu and select one of four available formula types. These four types correspond to the ways in which formulas may be applied in timesheets and payroll calculations: a. Hour Rate: Select for accumulators that calculate at the timesheet level such as regular worked hours or shift differentials. b. Calculation: Select for accumulators that calculate during payroll calculation, such as a BenRate (benefit rate calculation), one line formulas (formulas that are written within the formula window) or a.bas function such as VACUFunc(). The calculations follow the order set up in the pay cycle formula list. c. Posting: Select for accumulators that must be calculated at the end of the payroll calculation once all other formulas are calculated (i.e., NETE {net earnings}). d. Differential: Differential formulas are used in rare circumstances where complex shift differentials are required to properly treat statutory holiday regulations where rates of pay differ depending on the holiday. 7. Enter the date the formula will begin its calculations in the Effective Date field. Or, click the Effective Date drop-down calendar arrow and select the relevant date. 8. Click (check) the One Line Formula checkbox if you are entering a formula in the Formula textbox. If the formula requires a.bas function which is accessed through the Formula Builder button, the One Line Formula box will remain unchecked. Ormed Information Systems Ltd. Page 26/87

28 9. If you have a summary calculation that must be done at an employee level, click (check) the Calculate on All Employee Jobs checkbox to ensure the formula is calculated on all employee job records. 10. Enter the accumulator in the Prorate On field. Based on the ratio of that accumulator for each job, the summarized value will be divided up among the jobs. Note: Calculate on All Employee Jobs and Prorate On are used in conjunction with one another. The Prorate On field cannot be used unless the Calculate on All Employee Jobs checkbox is clicked (checked). For example, CPP is prorated and summarized to calculate on Gross Pay for every job an employee works. This ensures the employee does not exceed the annual CPP contribution amount. 11. Enter a brief description of the formula in the Purpose text field. 12. Enter the complete formula in the Formula text field only if the formula is a one-line formula (i.e., BenRate formula). If the formula is a.bas function, enter the function name (i.e., CPPFunc() ) that will be used in calculations. Note: The next three fields (Minimum, Maximum, and Accrued Max) are optional and infrequently used, but do allow you to add extra details. 13. Enter the minimum per pay period value the formula will return in the Minimum field. For example, in Canada, perhaps an employee will contribute a minimum of $50 per pay period into an RRSP. In most cases, this sort of logic has already been written into the formula logic; therefore use of the field is not required. 14. Enter the maximum value the formula will return in the Maximum field. For example, in Canada, perhaps a pension calculation states that pensionable hours are calculated based on the number of hours an employee works to a maximum of 75 hours per pay. In most cases, this sort of logic has already been written into the formula logic; therefore use of the field is not required. 15. Enter the maximum YTD (year to date) limit the formula will return in the Accrued Max field. For example, in Ontario, perhaps the user may put a total of $74,600 per year into the WCB Accessible Earnings formula as an Accrued Maximum. In most cases, this sort of logic has already been written into the formula logic; therefore use of the field is not required. 16. Click the Save icon on the main toolbar. Or, click File from the main menu bar and click Save (Ctrl + S). Formula Builder, Groups, Pay Cycle, and Posting Formula The Formula tab has four buttons on the bottom of the screen that access a secondary window used in the maintenance of formulas: Formula Builder Ormed Information Systems Ltd. Page 27/87

29 Groups Pay Cycle Posting Formula Formula Builder The accumulator formula builder provides a comprehensive selection of valid variables, functions, and operators recognized in Payroll calculations. The formula builder can help create, debug, and verify more complex formulas than the one-line formulas created directly in the Formula tab of the Accumulators screen. Note: Due to the complexity and wide variety of customizable formulas, written instructions are not provided for fomula building. Instead, basic formula building training is provided by an Ormed Application Consultant during implementation or to new users of the software application. This section is a summary of the Formula Builder screen. Figure 7: The Formula Builder screen Although training is provided on how to build formulas, some basic information about the Formula Builder screen is included below. Ormed Information Systems Ltd. Page 28/87

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