Several new features have been added to the Attendance Code Maintenance.

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2 Attendance Codes Several new features have been added to the Attendance Code Maintenance. A rate may be defined on an attendance code by selecting the Attendance Code Rate option from the Default Rate combo box. Codes may be configured to accrue time at a specified rate for time worked. For example, a code for OT worked may be created that will automatically accrue comp time at a time and a half rate. -25-

3 In the above example, the user would enter the OTCOMP attendance code (None pay type) and the number of hours worked. The system will then insert the EARNCOMP (Accrued Comp pay type) code with the correct number of comp hours earned (hours worked x 1.5). A Tracking Id may be assigned to an attendance code. Transactions with the attendance code will default the tracking id. -26-

4 Attendance Codes Hours and pay entered under an attendance code with this box checked will automatically create and import to a separate time entry during the attendance import. The time entry will generate an additional check for the employee. -27-

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6 Attendance Transaction Report The Attendance Transaction Report has been modified to handle changes to the status of attendance transactions. It also has the capability to include base pay rates for salaried employees. Status Options: Draft - Transaction appears on an employee time sheet, but has not been submitted for approval. Submitted - Transaction was submitted for approval on an employee time sheet. Approved - An updated attendance transaction. For payroll users, it is eligible to be imported into payroll. Time Entry - Transaction has been imported to an existing time entry. Paycheck - Transaction is paid and cannot be modified. -29-

7 Attendance security levels are now independent of HR security. Existing users will be converted with attendance security equivalent to what they currently have. Contact an E&A representative for a list of the new security levels. -30-

8 Benefit History and Dependent Updates MCSJ is now capable of keeping track of employee benefit changes and history. When editing or deleting benefit records, MCSJ will prompt the user to insert a history record. In addition, MCSJ will now prompt to update dependent benefit information for benefit additions, deletions or changes in coverage. After changing, adding, or deleting employee benefit information, MCSJ will prompt the user to update the appropriate records. Choices may include updating deduction/earning codes, dependent benefit information, and inserting a history record with a designated change date and reason. Click on the History tab. -31-

9 Although the history records are inserted automatically, users may select a row and click Edit to change any information on a history record. If a missing history record needs to be added, click Add and complete the necessary information. The Employee Benefits report has been updated with an 'As of Date' so that benefit history amounts can be reported as of a prior date. -32-

10 Benefit Maintenance - Pay Frequency For payroll deduction purposes, a number of pays may now be specified in Benefit Maintenance for weekly and bi-weekly pay frequencies. When calculating the per pay deduction amount for a benefit, the system will divide the annual benefit amount by the number of pays specified. -33-

11 Designed with NJ User Friendly Budget requirements in mind, this report summarizes the number of positions budgeted to user selected COA budget categories. The report uses each employee's regular budget distribution defaults to determine how many full and part time positions are budgeted for each budget reporting category. The report may be run to Excel. Personnel>Reports>Budgeted Positions Report -34-

12 Create Time Entries and Attendance Import Several enhancements have been made to the Create Standard Time Entries Routine and Attendance Import. Toolbar options Open/Save - Like custom reports, your custom selections for the Create Standard Time Entries routine may be saved to a query file and re-opened each time you need to run the routine. Users could save the settings for each unique payroll run to help ensure consistency and accuracy when generating time entries. Clear Time Entries - Clicking this button will delete all existing time entries. Other features Include Pay Frequencies - MCSJ will now only display the unique employee pay frequency/pay period combinations existing in your data. If pay periods are defined for a frequency, the current payroll begin and end dates will default. Include Deduction/Earnings - The employee pay frequencies and deduction/earning frequencies now appear separately on the screen and must be selected independently of one another. The -35-

13 deduction/earning frequencies selected will determine which deductions/earnings are included in the payroll. Include deductions with start date prior or equal to: - This option will works in conjunction with the new deduction start date feature. Only deductions/earnings with a start date prior or equal to the date entered will be included in the current payroll. The routine will now automatically create time entries for hourly employees with approved attendance and no existing time entry in the payroll unless the user selects the Suppress auto creation of time entries box. Screen selections can be saved and re-opened in the future using the Open/Save toolbar buttons. Include Pay Frequencies - The routine will only import time for the employee pay frequencies selected. Include Deductions/Earnings - For newly generated time entries, the routine will only include default deductions/earnings with the selected frequencies. Include deductions with start date prior or equal to: - This option will works in conjunction with the new deduction start date feature. Only deductions/earnings with a start date prior or equal to the date entered will be included on newly created time entries. -36-

14 Deduction Start/End Dates A deduction start date can now be specified on a deduction/earning code. A payroll deduction start date can also be specified on a benefit so that the corresponding payroll deduction is updated. The Create Standard Time Entries Routine and Attendance Import will now prompt for a date so that employee deductions scheduled to start after a specified date will not pull into the current payroll. A deduction end date may also be specified if the user wants the deduction to stop after a certain date. Employee Deductions/Earnings Employee Benefits The Benefit Effective Date and Benefit Expiration Date fields are informational only. They will not affect a deduction's payroll start date. Updating a benefit's payroll start/end date will update any corresponding payroll deduction. -37-

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16 Employee Maintenance - Classification Tab Options are now available to suppress the printing of regular hours on an employee's check and to import regular hours for salaried employees. In addition, the Reduce Regular label has been changed to be more descriptive of its purpose. Suppress Reg Hrs on Check - This box can be checked to suppress the printing of Regular pay type attendance hours on pay checks. Import Reg Hrs - This box may now be checked for salaried employees. If the base hours imported do not match the employee's normal base hours, the Pay Regular Salary flag will be turned off on the employee's time entry. Import Exception Time/Reduce Regular - This box should be checked when Regular pay type attendance hours are not recorded or should not impact the employee's pay. -39-

17 A Job Title field has been added to the Employee Maintenance. Job Titles are user defined and added in Job Title Maintenance. Maintenances>Job Title Maintenance -40-

18 Master Schedule Rollover The Master Schedule Rollover routine has been added to allow all master schedules for the new year to be created simultaneously. Previously, users had to create a new master schedule for each schedule individually. Instructions for the routine are provided on the screen. -41-

19 This new report will list all employees with negative accrual time balances as of a particular date. It may be generated to Excel. Reports>Employee Negative Balance Report -42-

20 Parameter Maintenance Personnel Parameter Maintenance contains new fields for Delaware pension reporting and NC retirement and ORBIT reporting. -43-

21 An organization's yearly pay period(s) may now be defined in MCSJ, which will allow the current pay period to default during attendance and payroll processing. This is an optional feature designed to save users time and limit key punch mistakes during attendance and payroll processing. Pay periods can be globally assigned by department or individually assigned to each employee. Maintenances>Pay Period Maintenance Create your organization's pay periods in Pay Period Maintenance. The maintenance will also be used to update the current payroll period after each payroll. To create a new pay period, click Add. You will be prompted to enter the information shown in the above figure. After clicking Ok, the system will build out the yearly pay period. The user can enter a description for the pay period and define the current payroll period by checking the Current box next to the appropriate date range. Click Save. -44-

22 Pay Periods At the current time, the Payroll clerk is responsible for updating the current payroll period after each payroll is processed. They will need to pull up each Pay Period Id and click Edit to select the new current period. Pay periods can be assigned to individual employees on the Classification tab of Employee Maintenance or by globally editing employees from the Department Maintenance. In most cases, it will be easier to globally edit from the Department Maintenance and then edit any employees who are exceptions. Global Edit by Department Maintenances>Department Maintenance -45-

23 Select a department and click Global Edit. Use the picklist to select a Default Pay Period Id and then click Global Save. All employees in the department will be updated with the pay period id. If you don't use the global edit feature, no employees will be updated. Edit Employee If an individual employee needs to have their Pay Period Id edited, make the change on the Classification tab of Employee Maintenance. -46-

24 Pay Periods Current pay periods will default for employees with an assigned Pay Period Id in the new Employee Timesheets. The Create Standard Time Entries and Attendance Import routines will also default the current pay period when the pay frequency and pay period combination is selected by the user. A pay period picklist is available on employees with a Pay Period Id. -47-

25 This report is designed to help estimate the total cost of an employee. The report factors in employee earnings as well as employer benefit, retirement and tax contributions. The report may be generated to Excel. -48-

26 Position Control Position Control may now be entered for sub departments as well as a main department. Sub departments are optional and users may continue to enter positions for a main department by only specifying the first segment of the department when adding a new Position Control record. -49-

27 Two major enhancements have been made to the Time Entry Maintenance: After making changes to a time entry, users may now recalculate the individual time entry to review the impact the changes have made on the employee's pay without having to recalculate the entire payroll. The recalculation will produce a payroll register and budget distribution report for the employee. Prior to updating the payroll, users should still recalculate the entire payroll and print new register and distribution reports. 1. Ability to recalculate an individual time entry 2. For HR users, the ability to edit and add attendance transactions in the Time Entry Maintenance -50-

28 Time Entry Maintenance H/R Attendance users will now notice an Attendance tab on the Time Entry Maintenance. This tab will allow users to modify imported attendance or add new attendance transactions. Click Edit on the main toolbar to enable the Attendance tab's toolbar. Add - Click to add a new attendance transaction. Adding a new transaction will also create a transaction in the Attendance module. Edit - Select a row and click Edit or double click on a row to change an attendance transaction's date, code, hours, rate charge account, description, or tracking id. Modifying a transaction will also update the Attendance module. Delete - Select a row and click Delete to permanently delete an attendance transaction. This not only removes the transaction from the time entry, but also removes it from the Attendance module. Click Save on the main toolbar to save the changes. Picklists <F3> are available in the attendance code, rate, charge account and tracking id fields. -51-

29 Employee Timesheets have replaced the Employee and Department Schedules from previous MCSJ versions. Timesheets may be used with or without schedules being assigned to your employees and may also be used as an alternative to attendance batches. Unlike the processing of employee schedules in previous MCSJ versions, there is no step to create an attendance batch before updating the time. If desired, user security can be implemented to utilize a "department head approval" process. As part of the new timesheet features, users will notice that attendance transactions on the timesheets have the following status options: Draft - Transaction appears on an employee time sheet, but has not been submitted for approval. Essentially, this is a "work in progress" or planned transaction. Submitted - Transaction was submitted by the timekeeper for approval by a department head or other supervisor. Approved - An updated attendance transaction. For payroll users, it is eligible to be imported into payroll. Time Entry - Transaction has been imported to an existing payroll time entry. Transaction must be edited on the payroll time entry or removed from the time entry and changed back to a draft status before it can be changed. Paid - Transaction is paid and cannot be modified. H/R>Attendance>Employee Timesheets -52-

30 Employee Timesheets Users will only see the department(s) they have access to listed on the left panel. They may expand a department to see a list of employees and then click on a name to select the employee. Alternatively, they may also use the Emp Id or Name (last name) picklists to type in or select an employee. Pay Period - A pay period date range must be entered to display the attendance days on the calendar. If the employee selected has a Pay Period Id assigned to them, the current payroll period will default or the user may select a pay period date range from the Pay Period picklist. If the employee does not have a Pay Period Id, then the user must enter the date range for which they wish to enter time. Show Weekends - Check to display weekend days on the calendar during the date range entered. -53-

31 The above example shows an employee with scheduled time, so the work days already appear on the calendar. If the employee has no schedule or isn't scheduled to work, the days will simply be blank. Main Toolbar Click Edit on the main toolbar to begin editing or adding attendance for the employee. This will enable the mini toolbar buttons for each day on the calendar. See Days Toolbar. Previous/Next - Moves to the next employee in the department. Print - This button can generate an Attendance Verification Listing (Detail or Condensed) for the current employee, current department, or all user accessible departments. The dialog below will appear to make your selections. Update Status - This button allows the user to change the status of attendance transactions for the Current Employee, Current Department or All user accessible departments. The user may submit the time or -54-

32 Employee Timesheets go right to approved if they have the necessary security access. Previously submitted or approved time can be changed back to a draft status as well. Only attendance during the pay period and date range specified on the screen will be processed. Leave the Include any Draft time prior to Pay Period Begin Date box checked to change the status of any Draft, Submitted or Approved time prior to the pay period begin date you've entered. This box should be checked if you've made prior period adjustments. -55-

33 Days Toolbar Add - Click Add on a day's toolbar to add a new transaction. Type in or use the picklist <F3> to select an attendance code. Enter the number of hours. If you need to enter an entry description, change the rate, charge account or tracking id, click the Detail button on the toolbar. Click Save on the main toolbar when finished. Edit - Select an existing row and click Edit on the day's toolbar to change the attendance code <F3> or hours for the row. If you need to enter an entry description, change the rate, charge account or tracking id, click the Detail button on the toolbar. Click Save on the main toolbar when finished. Hold down the CTRL key and press Tab when finished editing a day in order to jump to the next day. Detail- With a row selected in add/edit mode, click this button to enter additional information for the transaction. Only users with proper security may change rates. Click Ok to continue. -56-

34 Employee Timesheets Delete - Select an existing row and click Delete to remove the transaction. Click Save on the main toolbar when finished. Only transactions in a 'Draft' status may be edited or deleted. Use the Update Status button on the toolbar to change 'Submitted' or 'Approved' transactions back to a Draft status. Paid transactions may not be edited or deleted. The Attendance Auto Approval routine is optional. It is intended for organizations who require a department head or other supervisor to approve departmental time and attendance. In order to utilize the routine, a department head's user id must be assigned to the department(s) for which they need to approve time. This is done in Personnel Department Maintenance. Up to two users at a time can be given access to approve time and attendance for a department. -57-

35 H/R>Attendance>Attendance Auto Approval Select a Pay Period or simply enter the pay period Date Range. This routine will allow an authorized approver to verify and approve submitted time for their department(s). -58-

36 Employee Timesheets Select the department(s) to approve or leave blank to include all of the user's departments (must have security access). Click Next with the Verification Listing button selected. A Detailed or Condensed listing must be printed and reviewed. In the Status Change box, choose whether to Approve or Deny the time for the selected department(s). With the Update button selected, click Next to update the status. Denying the time will change the status of the attendance transactions from 'Submitted' to 'Draft'. Approving the time will change the status of the attendance transactions from 'Submitted' to 'Approved' and the transactions will become eligible for payroll processing. -59-

37 Tracking Ids may now be referenced on attendance transactions. The transactions will appear on the Tracking Id report located under the Finance>A/P menu. Use the <F3> picklist to reference a Tracking Id in the Attendance Batch, Employee Time Sheets, or Time Entry Maintenance Attendance tab. Tracking Id's must be added in Finance>A/P>Tracking Id Maintenance. -60-

38 Vacation/Sick Status Report Enhancements This report now contains options to calculate the value of accrued leave time and to convert available hours to days. -61-