PAYROLL. O.S.A.S - Oregon School Accounting Software South Coast ESD 1350 Teakwood Coos Bay, OR Tech Support:

Transcription

1 PAYROLL O.S.A.S - Oregon School Accounting Software South Coast ESD 1350 Teakwood Coos Bay, OR Tech Support:

2 Table of Contents PAYROLL...1 Getting Started with the O.S.A.S. Payroll System...7 PAYROLL MENU # Option 1 - Access Employee Master Files...11 Option 1 - Access Employee Master File Main Screen...12 Option 1- Access Employee Master File Main Screen (Cont.)...13 Option 1- Access Employee Master File Main Screen (Cont.)...14 Option 1- Access Employee Master File Main Screen (Cont.)...15 Option 1- Access Employee Master File Main Screen (Cont.)...16 Option 1 (F3) Deductions/Fringes Screen...17 Option 1 (F3) Deductions/Fringes Screen (Cont.)...18 Option 1 (F3) Deductions/Fringes Screen (Cont.)...19 Option 1 (F4) Calendar YTD Totals...20 Option 1 (F5) Fiscal YTD Totals...21 Option 1 (F6) Jobs Screen...22 Option 1 (F6) Jobs Screen (cont.)...23 Option 1 (F6) Jobs Screen (cont.)...24 Option 1 (F6) Jobs Screen (cont.)...25 Option 1 (F6) Jobs Screen (cont.)...26 Option 1 (F6) Jobs Screen (cont.)...27 Option 1 (F6) Jobs Screen (cont.)...28 Option 1 (F8) Payroll History Screen...29 Option 1 (F14) Personnel Master Screen (cont.)...32 Option 1 (F15) Certifications Listing Screen...33 Option 1 (F16) Staff Position File...34 Option 1 (F16) Staff Position File (cont.)...35 Option 1 (F16) Staff Position File(cont.)...36 Option 1 (F17) Course Qualification File...37 Option 1 (F17) Course Qualification File (cont.)...38 Option 1 (F18) Staff Assignment File...39 Option 1 (F18) Staff Assignment File (cont.)...40 Option 1 (F20) Go to OEBB Data...41 Option 1 (F19) Go to Position Comments...42 Option 1 (F21) Go to Leave Screen...43 Option 3- Access System Variables...44 Option 3- Access System Variables (cont.)...45 Option 3- Access System Variables (cont.)...46 Option 3/Selection 1 & 2 FEDERAL Tax Tables, SINGLE and MARRIED Option 3/Selection 3 F.I.C.A. / P.E.R.S. Rates & Limits...48 Option 3/Selection 4 & 5 STATE tax tables, SINGLE and MARRIED...48 Option 3/Selection 6 S.A.I.F. Rates & Descriptions...49 Option 3/Selection 6/Sub-selection 1 Carrier Details...50 Option 3/Selection 6/Sub-selection 2 Job Classification Data...51 Option 3/Selection 6/Sub-selection 3 Policy Information...52 Option 3/Selection 6/Sub-selection 4 Manual Adjustments...53 Option 3/Selection 6/Sub-selection 5 Premium Calculation...54 Option 3/Selection 7 PAY CODE Descriptions...55 Option 3/ Selection 8 PAY CYCLE Descriptions...56 Option 3/Selection 9 Voluntary Deductions/Taxable Fringes...57 Option 3/Selection 9 Voluntary Deductions/Taxable Fringes (cont.)...59 Option 3/Selection 10 DISTRICT Name & Address...60 Option 3/Selection 11 JOB CODE Descriptions...61 Option 3/Selection 12 FRINGE Account Assignment...62 Option 3/Selection 13 Payroll TAX VENDOR Numbers...63 Option 3/Selection 14 P/R to G/L Interface Codes...64 Option 3/Selection 15 P/R Method Selections

3 Table of Contents Option 3/Selection 16 Employer/Employee Workday Tax...66 Option 3/Selection 17 Earned Income Credit...67 Option 3/Selection 18 Leave Types to Print on Paychecks...68 Option 3/Selection 19 Direct Deposit...69 Option 4 Access SAIF History Files...70 Option 5 - Calculate an Individual Check...71 Option 6 -Access Payroll History File...72 Option 7 - Access Schedules/Rates...73 Option 7/Selection (S) Schedule Descriptions...74 Option 7/Selection (R) Row Descriptions...75 Option 7/Selection(C) Column Descriptions...76 Option 7/Selection Schedule Rates...77 Option 8 Calculate Salaries...78 Option 9 List Jobs by Pay Cycle...79 Option 10- Access Payroll Draw File...80 Option 10- Access Payroll Draw File (cont.)...81 Option 10- Access Payroll Draw File (cont.)...82 Option 10- Access Payroll Draw File (cont.)...83 Option 11- Print Draw File Edit...83 Option 12- Print/Post Draw Checks...84 Option 13- Access Payroll Control Record...85 Option 13- Access Payroll Control Record (cont.)...86 Option 14- Access Time Cards...87 Option 14 Access Time Cards (cont.)...88 Option 14 Access Time Cards (cont.)...89 Option 14 Access Time Cards (cont.)...90 Option 15- Print Timecard Edit...92 Option 16- Extend Payroll...93 Option 16- Extend Payroll (cont.)...94 Option 17- Print Monthly Reports...95 Option 17- Print Monthly Reports/ Payroll Registers...96 Option 17- Print Monthly Reports / Payroll Registers (Cont.)...97 Option 17- Print Monthly Reports / Payroll Registers (Cont.)...98 Option 17- Print Monthly Reports / Payroll Balancing Summary...99 Option 17- Print Monthly Reports / Payroll Deduction Register Option 17- Print Monthly Reports / PERS Reports Option 17- Print Monthly Reports / Detailed Work Comp Report Option 17- Print Monthly Reports / Monthly SAIF Report Option 17- Print Monthly Reports / Payroll Vendor Liability List Option 17- Print Monthly Reports / Distribution Fringe Detail Option 17- Print Monthly Reports / Distribution PERS Detail Option 17- Print Monthly Reports / Distribution by Account Number Option 17- Print Monthly Reports / Deduction Workfile Download Option 17- Print Monthly Reports / Deduction Workfile Download (cont) Option 17- Print Monthly Reports/Detail of Gross by Pay Source Option 17- Print Monthly Reports / Create Direct Deposit File Option 17- Print Monthly Reports / Create Direct Deposit File (cont.) Option 17- Print Monthly Reports / Create Direct Deposit File (cont.) Option 17- Print Monthly Reports / Errors and Warnings Option 18 - Print Checks & Final Register Option 18 - Print Checks & Final Register (Cont.) Option 18 - Print Checks & Final Register (cont.) Option 18 - Print Checks & Final Register (cont.) Option 19 Post Payroll Costs Option 19 Post Payroll Costs (cont.) Option 20 Create Supplemental Time Cards

4 Table of Contents Option 21 Encumber Payroll Option 22 Go to PAYROLL MENU # Option 23 Go to PAYROLL MENU # Option 24 Payroll Liabilities Menu Option 24 Leave System / Certification Menu Option 24/Selection 1- Access Leave Master Files Option 24/Selection 1/ CMD 10- Access Leave Master Files (cont.) Option 24/Selection 1/CMD 10- Access Leave Master Files (cont.) Option 24/Selection 2- Access Leave Descriptions Option 24/Selection 2- Access Leave Descriptions (cont.) Option 24/Selection 3- Run Leave Reset Process Option 24/Selection 4- Run Leave Accrual Process Option 24/Selection 6- Access Personnel/ODE Files Option 24/Sel. 7- Access/Print Certification Descriptions Option 24/Selection 8 - Print Certification Reports Option 24/Selection 9 - Print State Teacher Reports Option 24/Selection 10 Increment Years in District Option 24/Sel. 11 Download Staff Files for ODE Filings Option 24/Selection 13 Print Daily Leave Audit Option 24/Selection 14 Print Detail Balance Leave Report Option 24/Selection 14 Print Detail Balance Leave Report (cont.) Option 24/Selection 15 Print Leave Descriptions List Option 24/Selection 16 Print Leave Transactions List Option 24/Selection 16 Print Leave Transactions List (cont.) Option 24/Selection 17 Print Leave Taken (OSHA) List Option 24/Selection 18 Print Dollar Value Summary PAYROLL MENU #2 FN Option 1- Payroll Totals by Date Range Option 3-Deduction Report Date Range Option 4-Overall Deduction Reports Option 4-Overall Deduction Report (cont.) Option 5-Salary Schedule Listings Option 5 - Salary Schedule Listings (cont.) Option 6-Salary Placement Listings Option 6 - Salary Placement Listings (cont.) Option 7-Jobs List by Pay Cycle Option 8 Job File Listings Option 8 Job File Listings (cont.) Option 9 Annual Salary Listing

5 Table of Contents Option 11 Master File Status Report Option 12 Earnings Record Report Option 12 Earnings Record Report (cont.) Option 13- Access Payroll Vendor File Option 13- Access Payroll Vendor File (cont.) Option 14- Print Payroll Vendor File Option 15- Write Vendor Checks/Register Option 15- Write Vendor Checks/Register (cont.) Option 15- Write Vendor Checks/Register (cont.) Option 15- Write Vendor Checks/Register (cont.) Option 16- Print Payroll Vendor Check History Option 17-PERS EDX Download & Report Option 17-PERS EDX Download & Report (cont.) Option 17-PERS EDX Download & Report (cont.) Option 18-Access/Report PERS History Option 18-Access/Report PERS History (cont.) Option 18-Access/Report PERS History (cont.) Option 18-Access/Report PERS History (cont.) Option 18-Access/Report PERS History (cont.) Option 19-Federal 941 Data by Date Range Option 20-State Wage Data by Date Range Option 20 - State Wage Data by Date Range (cont.) Option 21- W-2s Option 21 - W-2s (cont.)

6 Table of Contents Option 21 - W-2s (cont.) Option 21 - W-2s (cont.) Option 21 - W-2s (cont.) Option 21 W-2s (cont.) Option 22-Work Comp/SAIF Data by Date Range Option 23-Move to PAYROLL MENU # Option 24-Move to PAYROLL MENU # PAYROLL MENU # Option 1- Recalculate YTD/FYTD Earnings Option 2- Recalculate YTD/FYTD Deductions Option 8- Alter Fringe/Deduction Amounts Option 9- Employee Distribution History Option 9- Employee Distribution History Option 10- Clear Override Pay Cycles Option 12- Make Social Security # Change Option 13- Admin Claiming Download Option 14- PERS Listing of R Timecards Option 15- PERS Calculation of Hours Option 17- Void Payroll Vendor Check Option 17- Void Payroll Vendor Check (cont.) Option 18-Void Check Entry and Reports Option 18-Void Check Entry and Reports(cont.) Option 19-Post Void Check Option 20-Void Draw Check Option 20-Void Draw Check (cont.) Option 21-Report Writer Option 22-Move to PAYROLL MENU # Option 23-PAYROLL MENU # Option 24-Leave System/Certification Menu

7 Payroll Narrative Getting Started Getting Started with the O.S.A.S. Payroll System The Payroll System is designed to allow the operator to do the following: 1. Access System Variables. Most variables such as tax rates, district name headings, voluntary deduction types, deduction and withholding vendors, fringe distribution accounts, etc., are accessible by the operator. 2. Define Salary Schedules. Salaries are determined by matrix placement on salary schedules assigned and maintained by the user. These same schedules are copied and modified for use in the salary projection process. 3. Key employee master information. 4. Enter employee deductions, distribution to the budget, fiscal and calendar year-to-date, leave balances, biographical information, etc., which are all accessed interactively. 5. Keying for a payroll run is done on an exception basis. After all data is keyed and edited, payroll may be run repeatedly until correct. Checks may then be produced and distributed along with the appropriate summaries and reports. Costs are posted to the budget document by line on finalization of the payroll process. 6. Obtain on-demand listings of reports including distributions, voluntary deductions, leave, SAIF and retirement reports. 7. Run payroll and associated monthly, quarterly and annual reports. 8. Run multiple payrolls during one month. 9. Create projections on next year s payroll costs for budgetary purposes. 10. Place next year s payroll projections into the current year for the new fiscal year. ****NOTE: As with documentation for any system, it is critical that the operator have a comfortable knowledge of the physical steps involved in the application being documented without regard as to how the computer handles those steps. Without this knowledge, process and terminology may not be readily understood. Step 1: Creating Liability Vendors Payroll liabilities are created for fringes, voluntary deductions, and taxes as a result of running payroll. These are posted to liability vendors and held until the user is ready to pay them. The system is able to do this by requiring the user to assign numbers to each possible liability vendor (i.e. Blue Cross, Credit Union, the bank to which taxes are paid, etc.). These vendor numbers can be assigned by selecting option 13 on menu FN6730 (the second payroll menu). Liability vendor numbers may range from 01 to 98, assigning 99 to your district for the repayment of draws, etc. Some districts assign the numbers in groups (i.e., all insurance companies are in the number 10 group), while others assign numbers that follow no particular pattern. The numbers will be referred to when you assign fringes and/or deductions to an employee. You will indicate the kind of deduction desired and the COMPANY that will receive the monies. The system will report liabilities by company with totals for TYPES of liability (life, health, dues, etc.). Step 2: Establishing System Variables The System Variables is a file that contains information used to tailor the system to the user. Tax rates, deduction and fringe codes, SAIF rates, leave types, fringe accounts, etc., are examples of this information. The user must supply the necessary information as it applies to their district in the variables file for the system to function properly. 7

8 Payroll Narrative Getting Started Step 3: Create Salary Schedules/Rates Once the System variables are input, the next step is to create the salary schedules. These salary schedules are what the system will use to calculate salaries for each individual. The salary schedules only need to be put in the system one time. Future year s schedules will be calculated during the payroll projection process. Step 4: Entering Employees The next step is to actually enter the employees into the employee master file. For each employee, you will enter the information as to their master information (name, address, married, single, etc.), voluntary deductions, fringes, jobs information (salary schedule, row, column, etc.) certification and leave hours. At this point you are set up to run a payroll. Step 5: Setting the Control Record The next step is to specify which PAY CYCLES will be automatically selected for payment for the month. The Pay Cycle generally indicates employees not normally required to submit time cards for payment (salaried), such as teachers and administrative staff. Default values are also defined for weeks and days worked for each cycle and can be adjusted by time cards. Step 6: Entering Time Cards For hourly employees (or adjustment to salaried employees), TIME CARDS are keyed indicating hours worked, rates of pay, leave taken, adjustments to pay, etc. The time cards may be entered and listed for balancing all during the month or all at once at the end of the month as required. Step7: Calculate Salaries The CALCULATE SALARIES option may be done at any time before extension and will calculate an employees monthly salary based on the information entered on the jobs screen i.e, salary schedule, row, column, hours in a day, days to work, months to work, (number of checks) and FTE. This will change any information entered in the Hourly, Daily, Monthly, and Annual Salary fields unless a Y has been entered in the Override Salary Field. Step 8: Extending the Payroll The operator would now select the PAYROLL EXTENSION option from the menu. This option combines the automatically selected pay with the time cards and generates a payment record for the month for all employees that either have a time card or fall within the specified pay cycles. At the completion of the procedure, all calculations have been done for total pay, taxes, deductions, fringe benefits, and distribution to the budget. Step 9: Running/Balancing Payroll Reports The next step is to select the MONTHLY REPORTS option from the menu which will allow for the printing of any and/or all of the payroll reports associated with the current month s payroll (except checks). This would include Pay Registers, Deduction Registers, Retirement Reports, Worker s Compensation, Liability Reports, etc. These reports are used initially to balance the payroll before running checks and for use as audit reports after the payroll is completed. Any of the reports offered may be run as many times as desired at any time during the payroll process. As errors are discovered in 8

9 Payroll Narrative Getting Started the payroll balancing process, the operator makes corrections in either the time cards or the personnel information screen to correct the errors, re-runs the extension and report options until satisfied with the results. Step 10: Writing Checks The payroll checks are printed by selecting a menu option for that purpose which asks the operator for a beginning check number and date. The system will then prompt the system operator to change the forms in the printer to checks and the checks will be printed. Afterwards the system will prompt the system operator for the insertion of normal forms and the check register, complete with check numbers, will print. Step 11: Finalizing (Posting) Payroll Payroll is finalized by selecting a finalization option from the menu. Up to this point, the budget and accounting systems have not been affected by payroll. This allows the operator to run and re-run the payroll without commitment to the financial system until the last possible moment. Once this option has been selected however, the employees to-date information, as well as the accounting systems and payroll liabilities are updated. Step 12: Writing Liability (Vendor) Checks The last step in the monthly payroll is the payment of the payroll liabilities. The system allows for the adjustment of the amounts to pay when writing the payroll liability checks. As the checks are written, the liabilities are relieved in the financial system. This is the Main Menu. Option 3 is the gateway to the Payroll System 3 9

10 PAYROLL MENU #1 (Master Menu Option 3) This is the main menu used for the PAYROLL application. From this menu, the operator can control most all aspects of running a monthly payroll. You may select any menu option by entering the corresponding option number and depressing the CONTROL (enter) key. 10

11 Option 1 - Access Employee Master Files To assign Employee Master File records, select OPTION 1 from the PAYROLL MENU. You will then be taken to the Employee Name Select Screen. You may enter all or a portion of the employee s last name, or the employee s ID number and press enter. If this is a new employee to be added, the social security number must be entered in item 2 of this screen. The Name Scan Screen will show the D elete status of employees and a termination date, if one exits in their Master file. This information can be excluded from the scan screen by pressing the F11 key. Use of this option will display only active employees when using the name scan feature. 11

12 Option 1 - Access Employee Master File Main Screen This screen allows the operator access to the EMPLOYEE MASTER files which contain all information particular to an employee. While on any one screen, the ENTER key is the only action that will cause change to occur to the employee record. Moving from one screen to another via the function keys has no effect on the file. To view a listing of the various screens and the function keys used to access these screens, press F23 (Shift-F11). This screen will appear: 12

13 Option 1- Access Employee Master File Main Screen (Cont.) EEID The employee ID number is assigned by district. The option exists in the Payroll Variables file to have the system number new employees sequentially, or the EEID can be assigned manually. If no EEID number is assigned, the employees Social Security number is applied to this field. NAME, ADDRESS The employee name should be entered in this format: Lastname, Firstname The last name may be compound as long as all of it is in front of the comma. The address should be formatted as: Coos Bay, OR (One space only between state code and zip code) BLDG LOCATION This district assigned code can be used to indicate where the employee works. Some reports offer this field as a sort option. CHECK SORT This optional field sets the order in which the payroll checks are printed. DELETE CODE This field is used to flag all information relating to the record on the screen for deletion from payroll and leave reports. An employee master containing a D will not be included in the payroll Encumbrance process. BIRTH DATE This field is for the employee s date of birth which can be used for insurance purposes, etc. HIRE DATE This field is for the employee s hire date and is not required by the system. If it is supplied, it is printed on several reports. TERMINATION DATE This field is for the employee s termination date and is used to determine the active/inactive status of the employee. PHONE NUMBER #1 This field is used for the employee s home phone number. PHONE NUMBER #2 This field can be used to store a cell phone or other telephone number. UNLISTED This field can be used to indicate whether the above phone numbers are unlisted. NUMBER DEPENDANTS Enter the number of dependants this employee is claiming on his/her W2. 13

14 Option 1- Access Employee Master File Main Screen (Cont.) MARRIED/SINGLE Enter the (M)arried or (S)ingle option being claimed on the W2 for this employee. MALE/FEMALE Enter (M)ale or (F)emale TAX EXEMPT CODE This field is used to control the taking of taxes for the employee. The codes to be used here are as follows: 1 - Exempt from STATE w/h 2 - Exempt from FEDERAL w/h 3 - Exempt from FICA/Medicare 4 - Exempt from STATE & FEDERAL w/h 5 - Exempt from STATE w/h & FICA/Medicare 6 - Exempt from FEDERAL w/h & FICA/Medicare 7 - Exempt from State, Federal, and FICA/Medicare PAY CODE A district assigned code used to group employees for reporting purposes. These codes are defined in the variables file which is accessed from the main payroll menu. UNEMPLOYMENT (/N) Enter an N here if this employee is exempt from state unemployment. SAIF CODE This field is used to determine the State Accident Ins. Premium rate calculated for an employee. These codes are used on the S.A.I.F. report and must be defined in the System Variables file. EXTRA STATE AND FEDERAL This field allows for a fixed dollar amount to be added or subtracted from the withholding tax amount that comes from tax tables. The amount must be stated as whole dollars and may be positive or negative. EEOCD CODE This optional field uses a code as defined by the Oregon Department of Education. It is used in some Query reporting. WH White UN Unknown/Declined to report BL Black/African American AS Asian/Pacific Islander HI Hispanic IN American Indian/Alaskan Native LEAVE END DATE This date can be used to distinguish employees who no longer qualify for leave accrual but are still working for the district in a limited capacity (i.e. substitutes, extra duty). HAZ. CHEM. DATE The date an employee took the Hazmat class can be recorded here and used in Query reporting. 14

15 Option 1- Access Employee Master File Main Screen (Cont.) FIRST AID DATE The date an employee took this class can be recorded here and used in Query reporting. LIC. EXP. DATE The expiration date of a license can be entered here. LICENSE TYPE This 10 character field can be used to describe the type of license held by an employee. MEDICAID ADMIN Y/ This field is used to indicate whether or not the payroll amounts charged for this employee will be included in Medicaid Administrative Claiming. Districts that pay employees using timecards only without assigning a Primary job will need to use this field. This selection can also be made on a job-by-job basis in the Job Screen (CMD 6) of the Payroll Master File. RETIREMENT CODE This field is used to identify the status of the employee with regard to PERS and how the wages/hour reported will be accrued in the system. The following codes apply: For employees working more than 600 hours for one district or agency: 1- Active, qualified PERS member 2- Separated during the calendar year 3- Qualified employee, on leave without pay 4- Non-member of PERS (may be in 6 month waiting period) For employees working less than 600 hours for one district or agency who do not qualify for PERS: 5- Part-time employee, not a PERS member 6- Part-time employee, inactive PERS member 7- Part-time employee, retired PERS member For employees who work more that 600 hours for more than one district or agency: 8- Active, qualified PERS member 9- Separated during the calendar year A- Qualified employee, on leave without pay B- Qualified employee, currently in six month waiting period. This group can be eliminated from your PERS reports entirely: Y- Students and stipend recipients who do not work in return for their stipend. 6 MONTH WAIT STARTS This field is used to indicate when the PERS six month waiting period begins for a qualifying employee. It may be that their date of hire date is concurrent. However, if an employee has held a non-qualifying position for a period of time, and converts to a qualifying position, this field is used to distinguish the qualifying date from the original date of hire. 15

16 Option 1- Access Employee Master File Main Screen (Cont.) RETIREMENT NUMBER This field may be used to enter a PERS assigned retirement number. PERS no longer assigns or references this code. This field is entirely optional. RETIREMENT TIER This field is used to indicate the employer liability percentage as defined by PERS: Tier 1 - Anyone hired prior to 01/01/96 Tier 2 - Anyone hired on 01/01/96 or after Tier 3 - Anyone hired on 08/29/03 or after EMPLOYEE CODE This field is used to indicate who pays the 6% pick-up of the PERS contribution: 1- Employee pays 6% pre tax 2- Employer pays 6% 3- Employee pays 6% after tax PERS CODING See PERS coding for demographics in EDX system online manual. PERS - Employers EDX User Guide 16

17 Option 1 (F3) Deductions/Fringes Screen This screen is used to enter the voluntary deductions for the employee. As ENTER is depressed for each deduction entered, the system will return to a scan screen. The operator may either select a deduction number to update or may use the F10 key to enter a new deduction. 17

18 Option 1 (F3) Deductions/Fringes Screen (Cont.) (Example 1) STATUS CODE This is used to make a deduction (I)nactive by entering an I into this field. If a deduction is made inactive the system will not deduct it from the employees pay until it is reactivated. Default for this field is blank. TYPE CODE Enter the previously defined (System Variables file) Fringe/Deduction type here. Alphabetic type codes are used for voluntary fringes. Numeric type codes are reserved for district-paid fringes. COMPANY Enter the company number (as defined in the Payroll Vendor File) for this deduction. MONTHLY Enter the monthly deduction amount. $27.50 would be entered as POOL $ If applicable, an amount contributed to/distributed from a pool can be entered here. Click here for more information on benefit pooling in OSAS. 18

19 Option 1 (F3) Deductions/Fringes Screen (Cont.) START MTH/ENDING MTH These fields are optional and are used to enter a starting month that this deduction should start being deducted and a month it should end. LIMIT$ This is an optional field and can be used to enter a dollar limit for this deduction for this employee. This field is used in conjunction with the LIMIT/DATE field. LIMIT/DATE This field is used in conjunction with the LIMIT $ field and is for holding the Limit to Date amount. The system will automatically enter the amount deducted from each paycheck and deductions will stop for this deduction once the limit is reached. YEAR/DATE This is an informational field showing the calendar year to date amount that has been withheld from this employee. FISCAL/DATE This is an informational field showing the fiscal year to date amount that has been withheld from this employee. BANK ACCT# This field is used for the bank account number if the district allows direct deposit. If the direct deposit bank account is to be used, the TYPE CODE for a deduction must be a $. FIRST/LAST USED These are informational fields maintained by the system showing the month and year this deduction was first and last taken. DCS CASE NUMBER If the deduction is for payment of child support, enter the DCS assigned case number here. Do not include blank spaces in this case number (ACH requirement). This case number may also be noted in the REFERENCE field, but is required here for inclusion in the ACH payment to the Department of Justice. MED SUP Used when generating the DCS payment. Enter Y if this employee has family medical insurance benefits available from the district. This would normally be Y for any full time employee, but if the employee does not work enough hours to get coverage, enter N. REFERENCE This optional field can be used to indicate whether amounts deducted are being deposited into a (S)avings or hecking account. 19

20 Option 1 (F4) Calendar YTD Totals This screen holds the calendar year to date payroll information. This is the information that will be used when printing the quarterly unemployment and social security reports and the annual W2 reports. 20

21 Option 1 (F5) Fiscal YTD Totals This screen holds the fiscal year to date payroll information. It can be used for fiscal reporting and calculating balance of contracts. 21

22 Option 1 (F6) Jobs Screen This scan screen will come up when an employee has more than one job entered. The code to the left of the description will show a P for the primary job, an I if the job has been tagged inactive. Every employee MUST have one P rimary Job, but can have ONLY ONE P rimary job. For all other jobs this code must be left blank, if active, or tagged with an I, if inactive. To add a new job, a use F10. A blank job screen will be displayed. 22

23 Option 1 (F6) Jobs Screen (cont.) The following screen appears when one of the jobs is selected for updating: JOB DESCRIPTION This description is pulled automatically from the System Variables file based on the definition of the job code entered just below. The description will display once a job code has been entered and the CNTRL key depressed. LOCATION This field can be used to indicate that a particular job is performed somewhere other than the bldg location indicated on the employee s Master Screen. JOB CODE This field holds the job code (as defined in the System Variables file). This field has no effect on the payroll but can be used for Query reporting purposes. If you know the job code, you may enter it. If you don t know and would like to scan a listing of all job codes defined by your district, enter 000 in this field and press enter. 23

24 Option 1 (F6) Jobs Screen (cont.) If you know that the job code you need is in the 200 series, you may enter 200 here and the resulting list will display beginning with the 200 series. If you want to see the entire list of job codes, simply press enter here. Here s the list that resulted from asking for the 200 series. It is possible to page up/down through the list. Enter x to select a job. Once the job code is entered, the job description field will fill automatically. 24

25 Option 1 (F6) Jobs Screen (cont.) (P)RIMARY, (I)NACTIVE Enter a P in this field if this is the employee s primary job. Leave blank if an active job but not primary, and enter an I if this job is currently inactive. Inactive jobs will not be paid during subsequent payroll runs. (Remember that every employee must have one, and only one, primary job.) PAY CYCLE THIS JOB Enter the pay cycle for this job (as defined in the System Variables file). Pay cycles are used to group employees who are paid at the same time. An employee with more than one job may, however, have more than one pay cycle assigned to them. Only those pay cycles selected for payment in the Payroll Control Record ( Option 13) will be included in the payroll. OVERRIDE SALARY A Y in this field is necessary if no salary schedule is assigned to the job. A monthly amount would need to be entered for the employee to be paid. An alternative to overrides should be considered such as creating a salary schedule just for that employee or adding a row or column to accommodate the salary of this employee, since salary overrides inhibit the ability to include employees with overrides in the projected payroll process. OVERRIDE PAY CYCLE This feature can be used to divide a pay cycle into sub groups in order to pay members in the same pay cycle at different times. Any two digit number can be assigned in this field as an override pay cycle code, with the only limitation being that the code not is not already in use as one of your normal pay cycles. This override code will first need to be defined in the Payroll System Variables file ( Option3/Selection 8). The override feature can then be activated in the Payroll Control Record ( Option 13) by entering Y in the Use Override Pay in Control Record option. The pay cycles to pay are then entered in the control record. If an override pay cycle is selected, it will pay all jobs for all employees with that override code. If a normal pay cycle is selected, it will exclude anyone with an override pay code. This feature can be useful for summer payrolls where a part of the employees are paid once in June and a part are paid over two or three months. JOB STARTING/JOB ENDING DATE These fields can be used to indicate the date on which work for a particular job will or did commence and/or cease. These fields can effect the inclusion of active jobs in the payroll process. If the job end date is lower than the payroll control date, the job will not be included in the payroll. Conversely, if the job start date is higher than the control date, the job will not be included. SEPARATE CHECK FLAG This field is used to indicate that a separate check should be issued for this job. This allows certain jobs (like extra duty pay, etc) to be paid on a separate check. It can also be used to process a manual check and a system generated check in the same payroll. If this field is used, there are some things to consider: - This field defaults to 0 which will always be the first check and the number assigned to the primary job. - Separate checks are requested by entering a 1 (or if you need another, 2, etc.) must be generated with N for voluntary deductions. All voluntary deductions and any outstanding draws must be taken on the first check. 25

26 Option 1 (F6) Jobs Screen (cont.) - The tax status choices on the master screen will apply to both checks. The only exception to this is the additional withholding tax. Any extra State or Federal withholding will be taken only on the first check. - If the employee has direct deposit, it will apply to both checks (unless manual/prepay check info was entered). The direct deposit file will show a separate entry for each item. - Fringes will be allocated according to the flags set on the job screen. This means that Fringes can be spread across both checks, or allocated on the first check only. - A manual (prepay) check may be processed on the same run with a live check ONLY if there are no voluntary deductions on the manual check. INCLUDE FTE IN BUDGET This field allows the user to request that the Full Time Equivalency (FTE) be used in the projected payroll process to prorate salary for the budget. INCLUDE FTE IN FRINGE CALC? This field allows the option to decide whether the FTE for a job is to be used in the calculation of projected fringe benefits. This can be helpful if an employee s FTE exceeds 1.0 due to extra duty contracts, vacation jobs, or stipends that are entered as jobs. SC This field defines the salary schedule from which the employee s rate of pay is calculated. Salary Schedules are created and defined in Payroll Menu #1 ( Option 7) ROW and COLUMN These fields indicate an employee s current position on the salary schedule, which in turn determines rate of pay. HID This field defines the number of Hours in a Day that an employee works. It is a 4 position, 2 decimal field. 8 hours would be entered as DTW This field defines the contracted number of days (Days to Work) that the employee will work for the contract year. MW This Months to Work field is used to determine the number of checks over which the pay for the contracted year should be spread (i.e. some employees work 10 months but receive 12 checks). FTE This field is used to show the Full Time Equivalency rating for an employee. The system assumes 100 for full time employees if the field is left blank. The entry for a half time employee would be 500. If this field is used, the rate located on the specified position of the salary schedule will be multiplied by the number entered here to obtain the proper rate of pay. 26

27 Option 1 (F6) Jobs Screen (cont.) RATES OF PAY The HOURLY, DAILY, MONTHLY and ANNUAL rates of pay are either keyed by the operator using the override salary indicator or are calculated with the use of the salary schedule and horizontal/vertical locations. If the employee is salaried (paid from a Job screen), the monthly rate will be the assumed pay. If the employee is paid from a time card, the hourly rate will be assumed. MONTHLY ADJUSTMENTS The MONTHLY adjustment field can be used to adjust the monthly pay for this employee. This field can be entered as either a positive or a negative number. BUDGET ACCOUNT Enter the 18 digit budget account number distribution(s) for this employee. Each job can be distributed to up to 7 different budget account numbers. Any 0 s at the end of the account number must be keyed. PERCENT Enter the percentage of salary that is to be distributed to this account number. 100% would be entered as 10000, 95% as (The total of all budget account number percentages must equal 100.) FRINGE Enter an N into this field if fringe is NOT to be distributed to this account number. A Y is assumed if the field is left blank. MEDICARE This field is used to flag the distributed amounts for inclusion in the Medicare Admin Claiming process. $ DISTRIBUTION These amounts indicate percentage of monthly distribution respective to each budget account, but press F11, and. 27

28 Option 1 (F6) Jobs Screen (cont.) Using the F11 key, the figures now reflect the annual percentage of distribution!! SUBJECT TO SAIF This field allows the user to designate the hours paid for this job as non subject wages for SAIF. One can override the SAIF code assigned in the Employee Master File. The SAIF hours should be given here as they relate to this job screen. 8 hours would be expressed as CALCULATION of SALARY The option exists to calculate a salary for a single job screen. Any change to the job screen that would affect calculation of salaries will result in an immediate on-screen recalculation and a screen prompt Salary Info Has Changed, Press Enter to Confirm or F6 to Cancel. At this point, press enter to save the changes or hit F6 to return to the Job Scan screen without saving the changes. Changes to any of this info will result in this message. 28

29 Option 1 (F8) Payroll History Screen This screen will list all payrolls for an employee. Once a specific payroll is selected, the detail screen for that payroll will appear. This data is for information of record only and cannot be changed. 29

30 Option 1 (F9) Payroll Comment Screen This screen allows the district to store information about an employee. The comment scan screen will display first. From this screen, you can edit and delete existing comments, or press F10 and add a new comment. This is the add/update comment screen. The date will default to the current date, but can be changed. The Type Code is an optional single character field. In the example above, all comments pertaining to tardiness have been assigned Type Code L. While these comments don t print anywhere in the system, you do have the ability to generate reports in Query using this information. You might want to develop meaningful alphabetic codes that will help you in the query process to recognize specific types of comments. This field can hold the name of the person making/requesting the comment. 30

31 Option 1 (F14) Personnel Master Screen This screen enables the user to enter information which can be used for reporting to ODE. Much of the information on this and the other Personnel screens is required by ODE. For a complete listing of ODE defined codes visit Report to ODE (Y/ ) - This field defaults to blank and must be populated with a Y if this information is to be included in the ODE Staff collection files. Staff ID - ODE assigned Unique Staff Identifier TSPC ID - Teacher Standards and Practices Commission assigned account identifier (Not Required) Employing District ID - ODE Institution Identification for the institution employing the staff member. If a staff member is employed by more than one institution, this field will indicate the last employer to update the record. Employer s Staff ID - Identifier assigned by the employer used to identify the staff member. This identifier should be unique within the employer system that assigned it. (Not required) Licensed Yrs in Dist - Number of years the staff member has been employed by the school district, not including the current year. Include only the number of years completed to date under Oregon certification, not including credit for the current year. New hires MUST have a 00 in this column. ½ a year or more may be counted as a year. 31

32 Option 1 (F14) Personnel Master Screen (cont.) Licensed Yrs in OR - Number of years the staff member has been working in the educational field in Oregon. Include all years of experience in elementary-secondary teaching or administration in Oregon with Oregon certification, not including the current year. Licensed Yrs out OR - Number of years the staff member has been working in the educational field out-of state. Include all years of experience in elementary-secondary education under certification in other states or nations. Note: The Total Years fields are optional and can be used to reflect years of service in each of the preceding categories along with any years of service for which the staff member was not under certification. Residence Last Yr - Code indicating the staff member s last state of residence. Quit Code - Code describing why the staff member is no longer employed in the specific position. Degree Level - Code describing the highest degree held by a staff member. Primary Job Annual Salary Annual Salary amount for the Primary Job. Hourly Rate - Staff member s hourly rate (with two implied decimal places) for this specific position. EEOCD Code - This optional field uses a code as defined by the Oregon Department of Education. Primary Job Contract Days **- Number of whole days specified in the staff member s contract for this position. This field applies to all staff members (licensed and non-licensed). If the staff member is not under contract, provide the numbers of days they are scheduled to work during the school year. FTE (Full Time Equivalency)** - Amount of time required to perform an assignment stated as a proportion of a full-time position, and computed by dividing the amount of the time employed by the amount of time normally required for a full-time position (usually 40 hours). Comments - (3) thirty- character fields available for discretionary use by the district. 32

33 Option 1 (F15) Certifications Listing Screen This screen is used to enter the certification information for certified staff. There are various report options available (Payroll Menu #3, Option #4) for printing once the information has been entered. Once the Type, Endorsement and Expiration date information have been entered, the endorsements and Expiration Dates may be updated by simply keying in over the top of the old information and pressing the ENTER key. However, in order to change the Type, you must delete the entire line and re-enter. To delete a line put a D in the delete code field and hit enter. 33

34 Option 1 (F16) Staff Position File This screen holds the Staff Position data which is reported to ODE. If more than one position is held by the employee, they will be listed as below for selection. Here s a position record. 34

35 Option 1 (F16) Staff Position File (cont.) School ID - ODE institution Identification number for the institution where the position is assigned. Institution ID numbers can be found at: < District of School - ODE Institution Identification number for the District containing the physical location to which the position being reported is assigned. Position Code - Code describing the position filled by the staff member. If the staff member s working title is not shown on the position list, use the closest equivalent i.e. if a licensed staff member is working in a non-licensed capacity, a non-licensed code should be used for that position. To enter comments for this position, press the F19 key. FTE 100=Full Time - The Full Time Equivalency rating for this position. Full time FTE should be stated as 000. A half time employee would be 500. Contract Days - Total Number of whole days the staff member is expected to work as specified in the position contract. If the staff member is no longer employed with the district, enter the total number of whole days they actually worked during the school year. Base Salary - Staff member s base salary, in whole dollars (no implied decimal) for this position. For staff working less than full time, report the amount you actually pay them, not the amount you would pay them if they worked full time. Hourly Rate - Staff member s hourly rate (with two implied decimal places) for this specific position, i.e., $21.75 would be stated as Low Grade Level - Code indicating the lowest grade level for which this position is responsible. High Grade Level - Code indicating the highest grade level for which this position is responsible. Special Ed Age Group - Code indicating the age group to which the position provides Special Education services the majority of the time. 35

36 Option 1 (F16) Staff Position File(cont.) Have License? - Flag indicating that the staff member has a license credential or endorsement from the TSPC (Teacher Standards and Practices Commission) for this position. Highly Qualified? - Flag indicating the staff member is a highly qualified paraprofessional in this position. Paraprofessionals must either 1) have an Associate s Degree or equivalent OR 2) Pass a paraprofessional test. This field must be populated if Position code is 16 or 35. Title I-A Fund? - Flag indicating the position was hired and employed this year with Title I-A funds. Title II-A Fund? - Flag indicating the position was hired with Title II-A funds for reducing class size. ** NOTE** FTE and number of contract days for Position 1 will pull from the employees primary job into the Position 1 column if these fields are not populated manually. If there are two or more positions, this information must be entered manually. Press the F13 key on this screen to update the salary information from the Primary Job screen. 36

37 Option 1 (F17) Course Qualification File Press the F10 key to add a new record or select an existing record from the scan screen. 37

38 Option 1 (F17) Course Qualification File (cont.) Course Code Instructional course code selected from a master list combining National Center for Education Statistics (NCES) course codes, Special Education course codes, and codes from other sources. For Course Code listings, visit NCES Course Codes. Highly Qualified Status Code indicating the District determination of Highly Qualified Status for the Staff Member in the specific course. Highly Qualified Reason - Code indicating the reason the staff member teaching the course is not Highly Qualified. Comment Comments describing the Highly Qualified Status of the staff member. Required if Highly Qualified Status Code = 1 or 2. Plan Comment describing the plan intended to make this teacher Highly Qualified for this course. Required if Highly Qualified Status code = 3 or 4. 38

39 Option 1 (F18) Staff Assignment File Press the F10 key to add a new record or select an existing record from the scan screen. 39

40 Option 1 (F18) Staff Assignment File (cont.) School ID ODE Institution Identification number for the school/program where the staff member is assigned. Room ID District Assigned identifier that distinguishes the specific location, usually a classroom, where the class being reported is conducted. This identifier can be any convention used by the institution. Period- Unit of time defining an instructional instance occurring in one or more class rooms associated with a school/program. Course Code - Instructional Course code selected from a master list combining National Center for Education Statistics (NCES) course codes, Special Education course codes, and codes from other sources. For Course Code listings, visit: NCES Course Codes Team Teaching - Flag indicating that the course is being team taught. Web Only - Flag indicating a distance-learning course that is taught via the web. 40

41 Option 1 (F20) Go to OEBB Data This screen holds the information needed for the Annual OEBB filing. The relevant information held in the employee s master file and job screen will populate automatically (date of hire, term date). The salary information added to this OEBB data screen is the sum of all active jobs for an employee. Should the district wish to limit the salary amount or jobs reported to OEBB, the amounts on this screen can be changed without affecting the employee s job screen salary information. The Employee Type, Member Type and Salary Type codes are defined by OEBB. Click on the following link for current definitions: 41

42 Option 1 (F19) Go to Position Comments Press the F10 key to add a new record or select an existing record from the scan screen. Enter the Position code of the position for which the comment is being entered. Then enter a comment up to 120 characters in length. 42

43 Click on link for more info Payroll Menu #1 Option 1 (F21) Go to Leave Screen Option 24/Selection 1- Access Leave Master Files 43

44 Option 3- Access System Variables Creating Payroll System Variable Information Before you begin entering information into your variables file, you will need to decide on the certain codes and descriptions that your district will be using and that are necessary to the system. It may be helpful to print the system variables file initially (PAYROLL MENU Option 3 Print System Variables File) to use as a work copy while choosing these codes and descriptions. Also, after assigning this information, you may want to print a final copy of the system variables as you will refer to it many times in the future. Some things to consider when choosing and assigning the different system variables might be: 1). Pay Codes Determine how many different types of employees you have. Assign a one digit number to each type (e.g. 1 Certified, 2 Classified, 3 Administration, 4 Confidential). 2). Pay Cycles Pay cycles are used to segregate certain groups of employees (e.g. 9 months, 10 months, 12 months, etc.). Assign each group a one digit number. Keep in mind that you will be using these codes to select employees for payment during a payroll run. 3). Voluntary Deduction Codes Assign each type of voluntary deduction and alphabetic code. For example, annuities might be assigned an A, credit union might be assigned a C, and so on. 4). Extra Curricular Codes The extra curricular codes are used to assign a rate to specific jobs on the extra curricular salary schedule. An example of an extra duty contract might be coaching. The extra curricular codes are three characters long, the first character being major class (A-Z), the second being minor class (1-9), and step (1-9). 5). Vendor Numbers Assign each Payroll Vendor a two digit code. These codes will run from 01 to 99. If you are doing this alphabetically, be sure to leave room in between to add more vendors later. Normally, your own school district is assigned the code of 99. 6). Salary Schedule Numbers Assign a two digit code (schedule number) for each different salary type. For example, the operator might set up the following five schedules: Administrators, Certified, Confidential, Classified/Hourly, and Classified/Monthly. For each salary schedule assigned, it will be necessary to designate the schedule description, number of rows, number of columns, annual promotion movement, schedule type (hourly/monthly/annual), row descriptions, column descriptions, and schedule rates. The Federal I.D. Number is used on the W/2 s and the Social Security 941 report. The Federal I.D. Number, State I.D. Number, and P.E.R.S. I.D. Number are used on W/2 s. The P.E.R.S. Employer Number and County are used only on the Annual Retirement Report. 44

45 Option 3- Access System Variables (cont.) Assigning Payroll System Variables Initially, and on occasion during the year, certain information for the payroll system must be created or changed by the operator. These changes include tax tables, SAIF rates, voluntary deduction or fringe code assignments, etc. The operator may effect these changes by selecting OPTION 3 from the PAYROLL MENU (). After choosing to ACCESS THE SYSTEM VARIABLES file, press ENTER to continue. From this screen, the entire Variables File may be printed for reference once the variables are defined. 45

46 Option 3- Access System Variables (cont.) Once the System Variables File has been accessed, a secondary selection menu is presented so that the specific information to be defined/changed may be selected. The documentation on the screen will guide the operator through the necessary steps to effect the change. Following are examples of each of the specific screens available when one of 19 options is selected. These screens allow the operator to make those changes necessary to the Payroll System. *** The changes made here become affective IMMEDIATELY*** 46

47 Option 3/Selection 1 & 2 FEDERAL Tax Tables, SINGLE and MARRIED. These tax tables must be updated on a yearly basis by the operator as the Federal Tables change. 47

48 Option 3/Selection 3 F.I.C.A. / P.E.R.S. Rates & Limits After entering F.I.C.A. and P.E.R.S. rates, it is necessary to enter identification information. The ODE Employer Institution ID is used to populate this field on the ODE screens when you enter new employees. The Federal I.D. Number is used on the W/2 s and the Social Security 941 report. The Federal I.D. Number, State I.D. Number, and P.E.R.S. I.D. Number are used on W/2 s. The P.E.R.S. Employer Number and County are used only on the Annual Retirement Report. Option 3/Selection 4 & 5 STATE tax tables, SINGLE and MARRIED 48

49 These tax tables must be updated on a yearly basis by the operator as the State Tables change. Option 3/Selection 6 S.A.I.F. Rates & Descriptions 49

50 The following are menu options for accessing and editing State Accident Insurance Fund (S.A.I.F.) information. Command 1 will take you back to the previous screen. Option 3/Selection 6/Sub-selection 1 Carrier Details 50

51 Contact information and any applicable volume discount information are entered in this screen. This information can be found on your Workers Compensation Annual Rate Quote. Press Command 1 to return to the previous screen. Option 3/Selection 6/Sub-selection 2 Job Classification Data 51

52 This is the screen where information is entered/ edited for the employee base rate. Your district s particular class codes and the base rates for each code should be listed on your annual policy renewal agreement from your worker s compensation carrier. This screen also allows the addition (Command 6) or the deletion (Command 8) of class codes, as needed. Command 1 will return to previous screen. Option 3/Selection 6/Sub-selection 3 Policy Information 52

53 Use this screen when entering information particular to you worker s compensation policy. This information can be found on your annual renewal agreement and will include such information as your districts experience and discount rates. Much of the information on this screen will be entered as a percentage (%). See on-screen note for percentage format. Command 1 will return to previous screen. Option 3/Selection 6/Sub-selection 4 Manual Adjustments 53

54 This screen is used to enter flat rate premium adjustments, as needed. Command 1 will return to previous screen. Option 3/Selection 6/Sub-selection 5 Premium Calculation 54

55 This selection allows you to verify the data that has been entered / edited in the previous 4 selections and will calculate a premium based upon that data. This should be compared and reconciled to the estimated premium given on the annual policy renewal notice by your district s worker s compensation carrier. Option 3/Selection 7 PAY CODE Descriptions 55

56 The PAY CODE is a one digit number assigned to employees to identify them as being certified, classified, administration, etc. This code is not used in the payroll system, but exists for the user to utilize with Query report writing. Option 3/ Selection 8 PAY CYCLE Descriptions 56

57 The PAY CYCLE is a 2 digit numeric code that identifies an employee as being part of a group of employees that will receive a check at the same time during the month and will always be paid together. For example: certified 10 month staff could be on pay cycle 1, certified 12 month staff could be on pay cycle 2, while administrative 12 month staff might be assigned pay cycle 3. This allows for differences in payroll effective dates among the different (pay cycle) groups for the same pay period. For example, the certified 10 month employees checks (for June, July and August) must all be paid in June while the administrative employee s checks (for June, July and August) will be paid in June, July and August. In addition, each employee will be assigned a job code and each job code could be assigned different pay cycle codes. This code is needed for extra duty contracts, etc., where an employee s normal pay is assigned one pay cycle and the extra duty another. Option 3/Selection 9 Voluntary Deductions/Taxable Fringes 57

58 DEDUCTION CODES are defined here and assigned a single digit alphabetic character (A-Z). The letter A might represent Annuities, the letter C might represent Credit Union, etc. 58

59 Option 3/Selection 9 Voluntary Deductions/Taxable Fringes (cont.) After assigning a Deduction Code, you will be able to define the code as follows: DEDUCT DESCRIPTION Enter the deduction code description here. PAYROLL DRAW Is this deduction type a Payroll Draw? If so, enter Y in this field, otherwise leave blank. ONE TIME DEDUCT Is this deduction type only to be deducted from the employees check the first time and inactivated thereafter? If so, enter Y into this field. SECTION 125 Is the deduction type exempt from FICA, Federal and State Withholding as part of an approved Section 125 plan? If so, enter Y into this field. DEPENDENT CARE SEC125 Is the deduction type a Section 125 specifically for dependant child care? If so, enter Y here. EXEMPT FROM TAXES Is the deduction type exempt from FICA? Enter F in this field. Is the deduction type exempt from State and Federal withholding? Enter S in this field. Is the deduction type exempt from FICA, Federal and State withholding, but not part of an approved section 125 plan? If so enter A into this field. If none of these apply, leave this field blank. PRINT ON W-2 Will this deduction type need to print on the W-2 s at year end? If so, enter Y in this field. Box 12 Code (A-Z) These are IRS codes which can be found in annual reporting publications from the Social Security Administration. BOX 14 DESCRIPTION Enter a description for the IRS code used in Box 12 as you would like it to read on the W-2. The FRINGE CODES are assigned in the same manner as the deduction codes but must be assigned by S.C.E.S.D. Fringe codes are given a single digit numeric code (1-9). Standard Fringes can be assigned numbers 1 thru 5 and will include only the fringes that are not taxable such as health, life, dental, or disability insurance, etc.). Taxable fringes are numbers 6 thru 9. These are preset and cannot be changed. 59

60 Option 3/Selection 10 DISTRICT Name & Address The District s Name and Address are defined here and will appear on all reports as entered. 60

61 Option 3/Selection 11 JOB CODE Descriptions The JOB CODE is a 3 digit numeric code defined by the operator and used to identify specific jobs offered by the District. This field is useful when pulling QUERY reports to list employees in specific job classifications. Any description entered will print on the check stub for each job paid. 61

62 Option 3/Selection 12 FRINGE Account Assignment The 200 object accounts for all fixed costs are assigned here. The system will calculate the percentage of total gross that applies to each 100 salary account distribution for the employee and apply that percentage of the fixed costs to the specific 200 accounts defined here. 62

63 Option 3/Selection 13 Payroll TAX VENDOR Numbers Enter the appropriate payroll vendor number for each of the following taxes. These numbers must be previously defined in the Payroll Vendor File (FN6730 Option 3, Selection 22, Subselection 13). The vendor numbers entered here will indicate which vendors will be paid as a result of finalizing payroll and running payroll vendor checks. 63

64 Option 3/Selection 14 P/R to G/L Interface Codes S.C.E.S.D. suggests using the following G/L account numbers for all districts: 64

65 Option 3/Selection 15 P/R Method Selections Payroll Methods are defined in this screen. The manual method is preferable for those districts having mostly salaried employees who do not use time cards. In this case, the budget account codes for the salaried employees are pulled from the Payroll Master File Job Screen (FN6730 Option 3/Selection 1/Command 6). The extended time entry method will recall the rate of pay and budget account numbers for employees who are paid using a time card, so all that needs to be entered are the hours worked. Encumbrance of Payroll When this option is selected, the annual payroll budget is added to the balance sheet as a (pass through) budget account. AS400 then reduces the amount encumbered by 1/12 after each month end. This can be a useful tool in determining if there are misallocations to salary budget accounts. 65

66 Option 3/Selection 16 Employer/Employee Workday Tax Employer/Employee Workday Tax information must be updated annually as rates change. 66

67 Option 3/Selection 17 Earned Income Credit Current Earned Income Tax Tables are entered here. This information can be found in the IRS Circular E and must be updated annually. 67

68 Option 3/Selection 18 Leave Types to Print on Paychecks Here you may choose up to four leave types to print on paychecks. Leave types must be previously defined in the Leave System Menu - Payroll Menu () Option 24 /Selection 2 68

69 Option 3/Selection 19 Direct Deposit Please call OSAS Support at (541) for help with this selection. 69

70 Option 4 Access SAIF History Files This option allows the user to access a history of SAIF hours on a selected employee by pay period ending date. 70

71 Option 5 - Calculate an Individual Check This screen can be a very useful tool for estimating net pay based on tax/deduction scenarios that are entered. When an employee is selected here, any information from the Employee Master File is pulled in which affects net pay (i.e. voluntary deductions, Section 125, extra tax withholding, PERS coding, etc.) One can then enter gross wages and see net pay calculated on the screen. Any information on the screen can be modified and one can immediately see the effect on net pay. None of the information entered here is saved. Permanent changes to withholdings/deductions must be made in the Employee Master File. ****This screen should not be used for Lump Sum Vacation Payments or other types of Lump Sum payments as it is not designed to address the complexity of PERS calculations for payments of this type. 71

72 Option 6 -Access Payroll History File This option allows the user to pull up payroll history on any employee by pay period end date. 72

73 Option 7 - Access Schedules/Rates Salary schedules and corresponding rates are defined within this menu. NOTE: While defining salary schedules, it may be helpful to print out a salary schedule listing once the initial definition is done. That is, at the point where all information has been entered except the rates. This salary schedule can be used as a work copy when defining or redefining those rates. These schedules are used to calculate the hourly, monthly, and annual salaries of the employees by first assigning a value to each cell on a schedule, and then placing the employee (through vertical and horizontal placement) on one of those cells. The operator may print a salary schedule or schedules by selecting OPTION 5 from the PAYROLL MENU #2 (FN6730). 73

74 Option 7/Selection (S) Schedule Descriptions Salary Schedules are assigned a two digit number and are further defined here. 74

75 Option 7/Selection (R) Row Descriptions Every Row must have a description. For example, Year 1, Year 2, Year 3, etc. or 1, 2, 3, etc. It does not matter what the description is as long as it is entered. 75

76 Option 7/Selection(C) Column Descriptions Enter the schedule number and the column number you wish to enter a description for. (Every column must also have a description.) The following screen will appear: COLUMN DESCRIPTION There are two column description lines available to enter information in. Once all the salary schedule information is entered, and a schedule is printed, you may find that by moving the description over to the right (by hitting the space bar a couple of times before entering the description) that the column description will line up better over the top of the columns, creating a more uniform looking salary schedule. 76

77 Option 7/Selection Schedule Rates Once the salary schedule descriptions are entered, the dollar amount of each cell on the schedule needs to be entered. (You will only need to build the salary schedules the first time as they will be created for future years by the Payroll Projection procedures.) After enter the schedule, row and column number the following screen will appear: Enter the dollar amount for this cell and hit field exit. $1, would be entered as (field exit) while $1.65 would be entered as 165 (field exit). After entering the dollar amounts for each cell of the schedule, the schedule may be printed. 77

78 Option 8 Calculate Salaries As indicated on the screen, this option will update any information entered into the Jobs screen of the Employee Master File. Any salary info entered manually will be overwritten unless the record is flagged with a Y in the override salary field of the If changes are made to an employee s salary schedule, this option must before the new information will become effective. 78

79 Option 9 List Jobs by Pay Cycle This option will generate a report listing employees in alphabetical order by Pay Cycle. It will list the detail for each Job Code assigned to an employee. This report detail includes Job Description, Budget Account Allocation, Salary Schedule Placement, FTE, Salary Rate, Worker s Comp Code, etc. 79

80 Option 10- Access Payroll Draw File Prior to issuing payroll draws, the following steps must be taken: (1) In the Payroll Variables file, the PR to GL interface code must have a GL account assigned for draws. This will be the liability account assigned to your district. (2) In the Payroll Vendor file, vendor 99 must be the district, and it must have as the liability account the SAME GL account as in (1). 80

81 Option 10- Access Payroll Draw File (cont.) (3) This draw GL account must be set up in Fund 100 as all liabilities are paid out of this fund. (4) In the Payroll Variables file, under voluntary deductions, there must be a letter-coded deduction type for draws, and this must have Y under draw and Y under one-time. 81

82 Option 10- Access Payroll Draw File (cont.) (5) Each employee who is getting a draw must have a deduction (F3) screen set up for draws to give the deduction a place to post. This deduction screen will be created automatically if the Draw System is used to cut the check or if a manual check is entered and posted as a prepay using the Draw System. If a manual draw check is cut, but not entered and posted as a prepaid check in the Draw System, the draw deduction screen must be set up manually to relieve the liability to the district. This should be done using the deduction code established in (4) and the vendor would be 99. (6) In the draw file, there are three kinds of draws: Permanent, Temporary and Extra. The Permanent draw will be selected and run every time you ask for a run of draws. The Temporary draws will be issued once, along with the Permanent draws, and then will be deactivated. The Extra draws are run alone, and then deactivated. Use of the Extra draw keeps the user from having to deactivate the Permanent draws when the need to run a run a temporary draw arises. 82

83 Option 10- Access Payroll Draw File (cont.) If the Draw File is used to generate the check, the offsetting deduction in the employee s Master file is entered automatically upon running Option 12 (Print/Post Draw Checks). If the user is entering a prepaid or manual draw check, the information at the bottom of the screen should be completed. Option 11 (Edit Draw File) should be run to verify the data. Option 11- Print Draw File Edit This option provides the user with a register of draws that have been entered in the Draw file for review and/or edit prior to printing of draw checks. 83

84 Option 12- Print/Post Draw Checks The user can select which types of draws to include in the check run. Once the checks have printed successfully, answer the prompt with a 0. This will post your draw checks. There is not separate menu option for posting of draw checks. If the checks did not print correctly, answer 1 at the prompt and repeat Option 12 to print before posting. 0 Answer 0 here to post draw checks or 1 to Cancel. How do I know if my checks printed properly? From screen you may hit the Esc key to access Report Manager. From here, you can view and/or print the checks, prior to returning to this screen to answer the prompt. Click here for more details on Report Manager. 84

85 Option 13- Access Payroll Control Record The Payroll Posting/Control Date is the date to which the payroll will be posted to the budget and G/L, unless the deferred payroll option is used. Per BOLI requirements, this screen allows the user to enter different pay period dates for salaried & time card employees, if necessary. The check message allows the printing of greetings or other information on the employees checks for the current run. This is an optional field. The Leave as of field will be the cutoff date you select for the leave shown on pay stubs. Up to four leave types will fit on a pay stub. The Defer Payroll to field allows the user the ability to post the cost of a payroll to one fiscal period and defer payment of the resulting liabilities until the checks are issued in another fiscal period (i.e., summer payrolls where checks are cut in June and not distributed until July or August). Other Payroll Options-The option to run a payroll without including the fringes and or/voluntary deduction is offered on this screen The SAIF codes shown on the screen are used where non-paid personnel (students) must be covered by the insurance and so must be included in the S.A.I.F. report. As noted on the screen, the amounts placed herein are NOT posted to the budget or general ledger, but ARE included in the figures on the S.A.I.F. report. 85

86 Option 13- Access Payroll Control Record (cont.) This very important screen is where you select who will be paid in the current payroll. All active employees in a selected pay cycle will be paid, as well as any employees for whom a timecard has been keyed. For employees having both a selected pay cycle and a timecard, the system will pay them their salary adjusted by the value of their time cards (plus or minus). The days worked column can be a monthly average of the number of days an employee in that cycle will have worked, or, if your district keeps a calendar, you may enter the exact number of days worked within the pay period. The information in this field is used in the SAIF premium calculations. Any changes to the days worked should be made using timecards for each individual employee. The Override PERS code can be used to modify the wage code for employees of a particular pay cycle in a payroll without having to change the PERS code on the master screen of each employee to be paid. The most common situation for use of the Override PERS code is that of 10 month employees who receive 12 checks. Checks 11 and 12 for this group of employees could be paid using PERS Override Code 8, which is defined by PERS as subject wages for which no hours were worked. The option to 86

87 Option 14- Access Time Cards Time Cards can be used for any one or a combination of the following functions: 1. A source of total payment for any employee (normally non-salaried) 2. To adjust the pay of any employee 3. To adjust days or weeks for any employee 4. To suppress check writing (due to a prepay) for any employee 5. To suppress calculation of voluntary deductions for any employee 6. To suppress calculation of district paid benefits for any employee There are two methods of time card entry available. The Manual method and the Extended method. The method of choice may be selected in the Payroll Variables File -Option 15. Below is an example of the Manual Timecard Scan Screen. If an employee has more than one timecard, this screen will appear listing each timecard with a corresponding number used to view or edit the timecard. To add a new record, press enter. Once a number has been selected, the time card detail screen will appear: 87

88 Option 14 Access Time Cards (cont.) Time Card Type purposes: This code is used to identify the time card as being keyed for the following T R V Regular time card affecting gross pay, hours, fringes, voluntary deductions or indicating prepayment. Time card entry used to adjust the PERS subject wages and/or PERS deduction from a previous pay period. Time card generated by the system to adjust SAIF hours and/or subject wages due to vacation taken and recorded in the leave system. Separate Check Flag This field is used to indicate that a separate check should be issued for this job. This allows certain jobs (like extra duty pay, etc) to be paid on a separate check. It can also be used to process a manual check and a system generated check in the same payroll. If this field is used, there are some things to consider: - This field defaults to 0 which will always be the first check and the number assigned to the primary job. - Separate checks are requested by entering a 1 (or if you need another, 2, etc.) must be generated with N for voluntary deductions. All voluntary deductions and any outstanding draws must be taken on the first check. 88

89 Option 14 Access Time Cards (cont.) - The tax status choices on the master screen will apply to both checks. The only exception to this is the additional withholding tax. Any extra State or Federal withholding will be taken only on the first check. - If the employee has direct deposit, it will apply to both checks (unless manual/prepay check info was entered). The direct deposit file will show a separate entry for each item. - Fringes will be allocated according to the flags set on the job screen. This means that Fringes can be spread across both checks, or allocated on the first check only. - A manual (prepay) check may be processed on the same run with a live check ONLY if there are no voluntary deductions on the manual check. Hours/Dollars Field Definitions Regular Hours This field is used for any hours that are associated with the normal pay for the employee. If the employee has a contract, it is suggested that you reserve the regular hours and earnings fields for amounts that apply to the contract. Regular Dollars This is the dollar amount of normal pay for this employee. If regular hours and a dollar rate are given, that calculation will be placed here. If an amount is keyed here, that will override the hours times the rate. Again, it is suggested that you reserve regular hours and earnings fields for amounts that apply to a contract, if applicable, to this employee. Hourly Rate Any rate keyed here will override the normal hourly rate for this employee. Sub Hours This is a comment field that can be used at the district s discretion. This field is not used in the calculation of pay or hours worked. It can, however, be selected for use with Query and Report Writer. Overtime Hours & Dollars These fields are used for any overtime hours worked by the employee. The hourly rate will be multiplied by 1.5 to calculate the pay. If a dollar amount is keyed in, it will override the calculation. Other Hrs & Dollars These fields are used to adjust the employee s pay for amounts other than the normal contract. Hours keyed here will be multiplied by the normal hourly rate unless a dollar amount in entered. Lump Sum Vacation Dollars & Lump Sum Payoff Dollars These fields are used for certain types of payments to ensure that the payments are listed in the correct Payment Category of the PERS EDX filing. See the PERS Employer Manual for more information. Account Number This group of fields is used to enter a budget account number that will be used to distribute the value of this time card and its fixed costs. No account number is needed IF the employee has a primary job and this time is to be charged to the account(s) assigned to that primary job in the employee s master file. If an account number is entered and the timecard 89

90 Option 14 Access Time Cards (cont.) has a gross value, the gross and associated fixed costs will be charged according to the percentage of total gross value for this time card vs. the overall gross pay for the employee. Voluntary Deduction Flag An N in this field will suppress the taking of the voluntary deductions for this employee for this payroll. Fringe Code This code is used to control the calculation of district paid fringes (such as medical, dental, TSAs) for this employee. 0 - This default code indicates that all fringes will be accrued 1 - No fringes will be calculated for this employee for this payroll 2 - Fringes will be calculated but will not be distributed to the 200 object accounts of the budget accounts indicated on this time card, but instead will be distributed to the 200 objects of the budget accounts assigned to the employee s primary job. Prepay Check # / Date These Fields are used when the employee has already been paid for the pay period with a manual check. The existence of a check # and date indicates to the system that a check should not be printed for this employee. Amount for Meals This field can be used to enter a taxable amount for meals. Any amount entered here will be added to gross pay for tax calculation ONLY. It will also be added to box 14 of the employees W-2. PERS Wage Code This field is used in DTL2 wage and service records to tell PERS whether or not the wages qualify for contributions (i.e. Wage Code 1 Regular Wages, Wage Code 2- Regular-Non Qualifying). See PERS employer Manual for complete listing. Previous Pay Date This field is used to enter the date of the previously reported payroll being adjusted by a Wage Code 5 or 6 (positive or negative adjustment). See PERS Employer Manual for more information Work Comp Code This field can be used to override the work comp code assigned in the employee s Master File and/or Job Screens. If no code is entered here, it will pull the code from the employee s Master File. Subject to SAIF This field defaults to yes (blank). If wages are not subject, enter N. Medicaid Admin This field is used to capture the timecard information for Medicaid billing. 90

91 Option 14 - Access Extended Timecards This is the Extended Timecard Scan Screen. The Extended Time Card Program should be used for districts having employees who are frequently paid using multiple rates of pay and multiple budget account numbers. Unlike the Manual time card scan screen, timecards are not assigned a number. This method of timecard entry remembers the budget account numbers and rates of pay from previous payrolls, making it possible to simply key the hours worked for the current payroll. The F6 key keeps the cursor in the Regular Hours field for rapid hours-only entry. Any of the information on the screen may be edited. Press enter to save the changes. To view the detail for a timecard, it is first necessary to unlock the records. This is done using the F5 key. This gives the user access to the far left column of the scan screen. To view a time card record, enter a Z (zoom) in this field. To delete a record without viewing it, enter a D (delete) in this field. To add a new record from this screen, press F10. Hourly rate pulls from the Primary Job, unless a different rate is keyed. Totals for hours and dollars 91

92 Option 15- Print Timecard Edit This option will enable you to review and edit timecard entries by generating the following report: Missing or invalid budget account numbers will show as non-allocated time on this report. This report is used to validate budget account numbers and social security numbers. Any errors found should be corrected and this edit rerun before extending the payroll. 92

93 Option 16- Extend Payroll This step has many functions of which the operator must be aware while running the payroll. After this procedure is run, the entire calculation process for payroll has been completed. To start the process, the operator must select OPTION 16 on the PAYROLL MENU (). It is possible to run this calculation process without calculating a direct deposit file. This can be useful for situations where paper checks are desired for all employees within a payroll run regardless of direct deposit preference (i.e. holiday bonus checks). It is also possible to run the final calculations without including any time cards entered. This would pull in only the pay cycles selected within the Payroll Control Record. This option is useful in balancing salaried components of a payroll to manual control methods such as spreadsheets. The resulting functions which this step initiates, in order of occurrence, are: 1. Time Card Extension The system determines the rates, etc., that have not been supplied and writes them into the time cards. The hours are then multiplied by the rates, and the gross is calculated for each time card. 2. Create Current Earnings from Time Cards and Auto Selection The employees that are on monthly contract are checked for cycle selection in the payroll control record. If the employee s cycle has been selected, a current earnings record is created which will cause a check to be printed for the employee. 93

94 Option 16- Extend Payroll (cont.) If a time card has been keyed for an employee that also has been selected by pay cycle, the value of the time card will be added to the amounts created by the pay cycle selection. If a time card is keyed for an employee whose job screen was not selected via the pay cycle, a current earnings record is created for that employee with a value totaling that of the time cards keyed for the employee. 3. Create Cost Distribution The budget cost distribution records are created from the time cards and the employee distribution file. These records are stored until the finalization procedure wherein the fringes and fixed costs are calculated and distributed proportionately to the 200 line items specified by the operator in the systems variable file. 4. Calculate Taxes The taxes are calculated and voluntary deductions are subtracted to come to a gross-to-net figure. The results of this calculation are written back into the current earnings record in readiness for the writing of checks and various other reports. Some of the fringes and fixed costs are calculated and written back into the current earnings record here as well. If errors exist which prohibit calculation and distribution of payroll information, this message will display. A Payroll Jobs Process Error Report will be sent to the outq of the person who ran the extension process. *** If, after completing this step and running the various reports, any errors are found, they must be corrected. The Extension process must be run again to incorporate the correcting entries into the payroll calculations. The Extension process may be run as many times as necessary until the desired figures are reached and all is in balance. 94

95 Option 17- Print Monthly Reports This screen offers the opportunity to print selected reports after having extended the payroll. The process of running monthly reports, correcting errors, re-extending payroll and re-running reports for the monthly payroll can repeated as many times as is necessary in order to obtain an error free payroll. The report choices shown by taking OPTION 17 from the PAYROLL MENU () may be run all at once or selectively, so if problems should occur in one area, it will not be necessary to print all of the reports to correct it. These reports may initially be used to balance the payroll and then later serve as information of record. Once familiar with the monthly reports, the user may save their default settings by using the CMD 4 key. This feature remembers which reports were selected for default. These can then be run automatically by using the CMD 5 key. Reports can be selected ala carte without using the CMD 5 key. The following pages show examples of each report offered here. NOTE: These reports may not be run after payroll has posted, as the information they contain is added to history and deleted from the current payroll file. Once the payroll is balanced and the checks are cut, any reports should be printed prior to posting the payroll. 95

96 Option 17- Print Monthly Reports/ Payroll Registers The first two reports offered are payroll registers which can be printed by (a)lpha or (c)hecksort order. Both versions include a breakdown of direct deposit totals by vendor on the final page. 96

97 Option 17- Print Monthly Reports / Payroll Registers (Cont.) Third menu option is the Check vs. Direct Deposit Register which lists the checks in alpha order with totals, then the direct deposits in alpha order with totals and then grand totals on the final page. 97

98 Option 17- Print Monthly Reports / Payroll Registers (Cont.) The fourth option listed is a horizontal register. This version gives the same data in a condensed format. 98

99 Option 17- Print Monthly Reports / Payroll Balancing Summary This is the Payroll Balancing Summary. It is very useful in viewing the big picture for each payroll. This report gives a breakdown of gross wages, subject gross wages, fringes, and voluntary deductions. It gives totals for net pay and liabilities to calculate total payroll cost. It also shows the calculation of subject wages for Medicare and Federal Withholding. It lists the total number of paychecks, total number of hours and shows how many of the total employees paid had activity for each liability heading (i.e. in the example shown there are 86 employees paid, 79 are active PERS members, 31 have active disability insurance fringes, etc.) 99

100 Option 17- Print Monthly Reports / Payroll Deduction Register This is the Deduction/Fringes by Employee report. This register lists voluntary deductions and nonstatutory district paid fringes in alphabetical order by employee. This is the Deduction/Fringes by Vendor report. This register lists the same deductions and non-statutory district paid fringes as the previous report. It shows totals by vendor in vendor number order. 100

101 Option 17- Print Monthly Reports / PERS Reports The PERS report can be run in Alpha order or in SS# order. The following example is shown in Alpha. The PERS Probationary Report can be run to monthly to help keep track of the 6 month probationary status of new employees. 101

102 Option 17- Print Monthly Reports / Detailed Work Comp Report This is the SAIF Summary report. It will show Subject Gross wages, Subject Hours, Total Hours and Total Cost. The far right column will indicate hours/wages generated by job screens with a J. If the J is absent, the hours/wages resulted from a timecard entry. The last page shows grand totals by column and totals per class code. 102

103 Option 17- Print Monthly Reports / Monthly SAIF Report The SAIF Summary Report can be submitted as backup with the monthly premium. 103

104 Option 17- Print Monthly Reports / Payroll Vendor Liability List The payroll vendor check register details current payroll liabilities by vendor, as well as calendar year to date totals by vendor. 104

105 Option 17- Print Monthly Reports / Distribution Fringe Detail This payroll distribution report gives detailed information on associated payroll costs by employee/ budget account/ object. 105

106 Option 17- Print Monthly Reports / Distribution PERS Detail The PERS distribution gives detail by employee for subject wages, employer contributions for Tiers 1, 2 and 3, and any amounts paid by the district as a result of having bonded to cover unfunded actuarial liabilities (UAL). 106

107 Option 17- Print Monthly Reports / Distribution by Account Number This report provides detail by account number for each employee. 107

108 Option 17- Print Monthly Reports / Deduction Workfile Download This workfile can be downloaded Excel to aide in reconciling the distributed payroll costs for a vendor to the invoice received by that vendor. This report can be especially helpful if you have multiple voluntary deductions or fringes assigned to the same payroll vendor. Once the report is selected using a billing analysis group number previously assigned in the Payroll Vendor Master file, use this icon to download it to your PC. If you need to this icon, call support. This is the billing analysis number assigned to Vendor

109 Option 17- Print Monthly Reports / Deduction Workfile Download (cont) Pay Code These columns represent Vendor and Fringe/Deduction Type. Column F is Vendor 031, Fringe 4 109

110 Option 17- Print Monthly Reports/Detail of Gross by Pay Source This report lists the gross pay for each person in the payroll and whether the amount is coming from a job screen, a time card, or both. 110

111 Option 17- Print Monthly Reports / Create Direct Deposit File When this menu option is selected and a direct deposit file is generated, the user must download the file from the AS/400 to their PC. This download requires a data transfer icon called dirdeposit. If you need this icon, please contact customer support. Once you have double-clicked the icon, this window will appear: Note that the address of the file being downloaded is given in the File Name window. You will find the file on your C drive in a folder called PAYROLL. If you do not have a PAYROLL folder you will need to create one. To generate the download, click on the Transfer data from AS/400 button at the bottom of the window. 111

112 Option 17- Print Monthly Reports / Create Direct Deposit File (cont.) A successful download will be confirmed with a window showing the number of records. Click OK. The file can then be located on your C:\ drive in the PAYROLL folder. It will be called BANKFIL 112

113 Option 17- Print Monthly Reports / Create Direct Deposit File (cont.) The file can be opened in one of many programs. Here is an example in Notepad: 113

114 Option 17- Print Monthly Reports / Create PreNote File (Zero $) This option is very similar to the option which creates the Direct Deposit File. It is downloaded in exactly the same manner. The only difference being that the Direct Deposit File is generated once the payroll has been extended and balanced, while the PreNote can be sent at any time during the payroll process. Its purpose is the verification of the routing and account numbers that exist in the direct deposit deduction file of the employee master records. If an account or router number was mis-keyed or is no longer valid due to an employee closing their account, the PreNote process will bring such issues to light. This example of a PreNote file in Notepad demonstrates that no dollars are included in this file. In the file on the previous page, the third column holds the net pay and social security number of each employee. The example shown here shows only the SSN. No wage information is included in the PreNote file. This is where the wage information would appear if it were a bank file, and not a prenote. 114

115 Option 17- Print Monthly Reports / Errors and Warnings When this report is selected, any conditions that exist which would keep the payroll from calculating and posting to the budget properly (i.e. missing or invalid budget accounts, lack of a primary job, negative balance checks, etc.) will be listed so that they can be addressed. Running this report also tests to ensure that the payroll summary balances and that the total distributions equal the total payroll costs on the summary. A screen message may also indicate that a report listing invalid distribution accounts has been sent to the user s outq (example above). 115

116 Option 18 - Print Checks & Final Register ***** This procedure should not be run until payroll has been extended and monthly reports have been run and checked for accuracy. To print payroll checks and final register, select OPTION 18 from the PAYROLL MENU (). The operator will be prompted for the check date and beginning check number. If payroll is being rerun after checks have printed (due to errors found) it will be necessary to run this procedure WITHOUT actually printing the checks. This will allow the check numbers to be placed into the file so that the final register (also printed with this procedure) will show those check numbers in their proper place. The operator may respond to the PRINT CHECKS question on the prompt with an N to indicate that checks are not to be printed. The option is given for Laser or Tractor Feed Checks. The option also exists to print checks in Alphabetical order or in alpha order by Checksort order (if assigned in an Employee s Master File). The check register will print in check order number regardless of which print option is selected for the checks. It is possible to do a plain paper run of your payroll checks for use as file copies. In this run of checks, the label "FILE COPIES" appears at the top of each page. The file copies are in alpha order and the direct deposits are not separate from the regular checks. 116

117 Option 18 - Print Checks & Final Register (Cont.) To print checks and the final register, one must use Report Manager to select the printer used to cut checks. In Report Manager, laser checks will have a form type of PRLS and a file name of CHECKS1. If plain paper copies were selected the file name would read COPIES, while the form type is STD. 117

118 Option 18 - Print Checks & Final Register (cont.) The system operator will then be prompted to insert the necessary forms into the printer at the proper time. This is done by answering the MSGW (message wait) status with a 7. This will bring up the following screen: 118

119 Option 18 - Print Checks & Final Register (cont.) G for GO The user will reply here with a G to verify that the correct forms have been placed in the feed tray of the selected printer. NOTE: Once the checks (or other specialty forms such as W2s) have printed, you will receive another message asking you to verify that you have removed the specialty forms and have loaded standard paper into the printer. Here again, reply with a G. 119

120 Option 19 Post Payroll Costs This is the last step in the monthly payroll process and handles all of the bookkeeping necessary for the month. THIS PROCEDURE SHOULD BE RUN ONLY AFTER ALL REPORTS HAVE BEEN CHECKED AND CHECKS HAVE BEEN WRITTEN. The following screen will remind the user that they are at THE POINT OF NO RETURN for the current payroll. This prompt must be answered with a 0 to continue. If you wish to cancel the posting, press 0 and F7 to end the job. This procedure allows the operator to POST the results of payroll to the Budget, the General Ledger, the Payroll Vendor File, the employee s Payroll History, Payroll Cost History, Calendar and Fiscal Year to Date. In most cases, the posting procedure will halt if the amounts distributed do not equal the total cost for the payroll. For this reason the Before and After Budget Summaries are automatically sent to the print queue upon posting and should be checked to insure that the budget costs were distributed properly. Take this Before figure and subtract. 120

121 Option 19 Post Payroll Costs (cont.) this after figure. The remainder should equal.. This total payroll cost figure. This is the Payroll Balancing Summary. It s one of the many reports available in Option 17 - Monthly Reports. 121

122 Option 20 Create Supplemental Time Cards This option will generate either V time cards or T time cards in your active time card file. Timecards generated using either option will be included in your time card edit and can be changed or deleted. If any changes are made, be sure to re-extend before printing reports and checks. The V time cards will generate negative hours and earnings to be deducted from subject to SAIF and added into non-subject hours and earnings for Workers Comp. These entries come from vacation leave entered into the leave system. You must be using the Leave system and have vacation coded to be deducted in order to use this feature. The T time cards can be generated by pay cycle for positive or negative values expressed as hours, days or flat dollar amounts. If the days option is used, the number of days will be multiplied by the hours in a day (HID) on the job screen (in the selected pay cycle) to calculate hours and earnings. NOTE: This option does not allow the entry of a budget account number, so use of this option is limited to those employees having a job screen with a valid budget account number. 122

123 Option 21 Encumber Payroll To enable your district to encumber payroll, answer Y to this question in menu option 15 of the Payroll Variables File. When this option is selected to run a payroll encumbrance, the user can select pay cycles to reduce the encumbrance based upon the number of checks remaining in the contract year for that pay cycle. The salary encumbered for a budget account is calculated by totaling annual salaries for any active job screen assigned to that budget account number divided by the months to work entered for each job screen. This total is then multiplied by the number of remaining checks to encumber. In light of this, the MTW field of a job screen must be populated to be included in the encumbrance process. This is where you enter the number of checks remaining to encumber. 123

124 Option 22 Go to PAYROLL MENU #2 This option will take the user directly to the second Payroll Menu. 124

125 Option 23 Go to PAYROLL MENU #3 This option will take the user directly to the third Payroll menu. 125

126 FV6700 Option 24 Payroll Liabilities Menu 126

127 FV6700 Option 24 Leave System / Certification Menu The Leave and Certification Menu is used to define and process the various types of leave earned and taken. It is also used to enter/upload the Staff Data Collections required by ODE. 127

128 FV6700 Option 24/Selection 1- Access Leave Master Files The scan screen filter will, by default, pull up all Leave Transactions for all Leave Types beginning with the first day of the current fiscal year. The totals at the bottom of the screen will be.00 until a Leave Type or Transaction Type has been selected. This is the Leave Scan Screen. All leave detail transactions for a selected employee can be displayed here by leave type, date, and transaction code. Totals for beginning balance, earned, taken, and ending balance are displayed at the bottom of the screen. To display Leave Balances, use the filter in the upper right hand corner of the screen. Enter the Leave Type, Transaction Type and /or Transaction Date for which you want the balance shown and press enter. The (B)alance forward, (E)arned, (T)aken, or (A)ccrued.totals and the current Balance for that Leave Type will be updated. The leave detail that is displayed on the screen may be limited by using the filter in the upper right corner of the display. Key a leave type code into the type filter to display a single type of leave. Key a transaction code into (B/E/T/A) the filter to display a single type of transaction details. Enter a date in the Start Date field to display only leave details with dates after the selected date. Any combination of these three types of filter entries is valid. The user may select a record to maintain by keying the letter next to the desired record into the update selection field and pressing enter. If more than one page of transactions exist, use the page up/down keys to view additional leave details for the employee. Press the F10 key to add a leave detail record for an employee. 128

129 FV6700 Option 24/Selection 1/ CMD 10- Access Leave Master Files (cont.) New leave transactions can be entered here using the following: Leave Type This is a two digit code which must be set up in the Leave Description file (Leave Menu, Option 3). Leave Date Enter the date for this leave transaction in MMDDYY format. Transaction Type The valid transaction type entries are (B)alance forward, (E)arned, (T)aken, or (A)ccrued. Leave accrual records will be used during the leave accrual process to generate an earned leave transaction in the accrued amount. Click here to learn more information about Leave Accruals records. Hours Enter the amount of leave for this transaction expressed as hours. This is a 7 digit field with 2 decimals (i.e. 8 hours = ). 129

130 FN6V00 Option 24/Selection 1/CMD 10- Access Leave Master Files (cont.) Sub-Hours This field can be used to enter hours worked by a substitute to cover the leave taken by a teacher. This field is not used in any calculation, but can be used in conjunction with the comment and User 1/User 2 fields to reconcile or validate the timecards submitted by the substitute employee. Comment This field can hold up to a 30 character description of the Leave Transaction. If the field is left blank, the Leave Type Description defaults. Maximum Balance This field is used to limit the amount of leave accrued during the leave accrual process if the current balance of leave plus the accrual amount would go over this limit. This field is valid only for types of leave which carry a balance from year-to-year. 130

131 FN6V00 Option 24/Selection 2- Access Leave Descriptions Leave descriptions for each type of leave code must be keyed prior to keying leave transactions. Enter the desired leave type code on the screen. If the leave code is already on file, it can be accessed for editing. If the leave code does not exist, it can be defined using this screen. Leave Type Description Enter a description up to 30 characters in length for this leave type. This description will print on all leave reports and throughout the leave system. Generate Balance Forward Amount Enter a Y in this field if this leave type should generate a balance forward during the leave reset process. If the balance for this leave type should zero out at year end, enter N. This will generate a zero balance forward record during the leave reset process. If the field is left blank, N is assumed. 131

132 FN6V00 Option 24/Selection 2- Access Leave Descriptions (cont.) Accrue Leave Enter a Y in this field if this type of leave should be included in the leave accrual process. When the leave accrual process is run, a range of leave types to include in the accrual process is selected by the user. The selected leave type will be bypassed if this flag is not Y. Enter N if this is not an accrued leave. Default Accrual Hours If this type of leave is flagged as valid for leave accrual ( Y in the Accrue Leave field), a default leave accrual amount may be coded in this field. The field is 7 digits with 2 implied decimal positions. For example, 8 hours would be entered as When accrual transactions records are entered into the leave detail transactions, the user may leave the amount field blank and this default value will be automatically written to the accrual record amount field. Subtract Dollar Value of Leave Taken from Worker s Compensation Enter a Y in this field if the dollar value of leave taken for this type of leave should be subtracted from worker s compensation. Enter an N if this type of leave has no impact on worker s compensation. 132

133 FN6V00 Option 24/Selection 3- Run Leave Reset Process This option is used to reset leave at the end of the desired period. User selects the range of leave type codes to be included in the reset process, the date for the reset, and the description to be used for the balance forward leave transaction records generated during the leave reset process. A balance forward amount will be generated per leave type if the leave type description is coded with a Y in the Generate Balance Forward Amount field. The current leave balance for the leave type will be calculated and a balance forward leave transaction record will be created for the selected date. If the leave type record does not generate a balance forward amount, the leave type will zero out. A zero balance forward leave transaction record will be created for the selected date. 133

134 FN6V00 Option 24/Selection 4- Run Leave Accrual Process This option will accrue leave into the leave transaction master file. User will select the range of leave type codes to accrue, the date of the accrual process, and the description to use for the accrued leave details. Leave type codes selected for accrual must be coded with a Y in the Accrue Leave field of the leave type description record to be included in the accrual process. The leave accrual process uses the A (accrual) transaction records per type of leave to generate the earned leave detail transaction records for the selected date. The accrual record hours/days determines the amount of leave earned. If the accrual record has a maximum balance limit amount, the current balance of the leave per type will be checked prior to creating the accrual. The accrual amount is adjusted so as not to exceed the maximum balance limit amount. 134

135 FN6V00 Option 24/Selection 6- Access Personnel/ODE Files This modified Personnel Master Screen exists to allow users without full access to payroll functions the limited access necessary to enter/edit the data required by ODE as part of their Consolidated Staff Collections. The remainder of the ODE screens can be accessed using the Command keys at the bottom of the screen. Detailed information on these screens can be found in the Employee Master File section of this document. 135

136 FN6V00 Option 24/Sel. 7- Access/Print Certification Descriptions This option can be used to access the certification files to assign or edit codes or descriptions. A list of user defined certification codes can then be printed. 136

137 FN6V00 Option 24/Selection 8 - Print Certification Reports This screen can be used to print teacher certification lists by individual, location, alpha order, or expiration date, or all of the above. 137

138 FN6V00 Option 24/Selection 9 - Print State Teacher Reports This option is used to request a report listing information entered on the Personnel screen of the Employee Master File 138

139 FN6V00 Option 24/Selection 10 Increment Years in District This screen can be used to add or subtract years of service to the District for purposes of updating the Years of Service information in the Personnel screen of the Employee Master File. This can be done by pay code to prevent the need to update this information by individual. 139

140 FN6V00 Option 24/Sel. 11 Download Staff Files for ODE Filings This option creates three files required for ODE Consolidated Staff Data Collections. They user may then use a designated data transfer icon (available from customer support) to download the file(s) to a P.C. for review/edit and upload to ODE. Inclusion in these files is based upon a Y in the Report to ODE flag in the upper right hand corner of the Personnel Master Screen. 140

141 FN6V00 Option 24/Selection 13 Print Daily Leave Audit Select this option to print an audit of all leave transactions added or edited by Transaction Date and/or Building Location (designated in the Employee Master File). The current date will default and may be changed. 141

142 FN6V00 Option 24/Selection 14 Print Detail Balance Leave Report Select this option to print the detail or balance leave report. Many sort options are available. The report may be printed in order by building location or alphabetically by employee last name. The D etail version of this report prints all leave transaction details that meet the selection criteria. Separate columns are maintained for beginning balance, leave earned, leave taken, and ending balance amounts. Totals are printed by employee and by leave type. Grand totals for each leave type are printed. The B alance version of this report prints totals only. If the negative balance option is selected, the leave detail or balance report will include only leave types that have a negative balance for the selected period. Use of this option will tell you if anyone has run out of leave This option is useful for Lump Sum Vacation Payments 142

143 FN6V00 Option 24/Selection 14 Print Detail Balance Leave Report (cont.) Following is a sample of the Detail Balance Leave Report: Here s an example of a Negative Balance Leave Report: 143

144 FN6V00 Option 24/Selection 15 Print Leave Descriptions List This option produces a listing of all district-assigned Leave Type Descriptions/settings on file: 144

145 FN6V00 Option 24/Selection 16 Print Leave Transactions List Select this option to print a list of leave transaction details. The user can select the range of social security numbers, leave type codes, transaction codes, and dates to include on this report. This report prints in alpha order by last name. Leave details print in date order. See example on following page. 145

146 FN6V00 Option 24/Selection 16 Print Leave Transactions List (cont.) The following is a sample of detail from the Leave Transaction List report: 146

147 FN6V00 Option 24/Selection 17 Print Leave Taken (OSHA) List This option provides a list of all leave types and the grand total of hours taken for each. 147

148 FN6V00 Option 24/Selection 18 Print Dollar Value Summary Select this option to print the dollar value of the selected leave transactions. The hourly rate in the employee s primary job is used to calculate the dollar value of the leave. Totals are printed for each employee and for each leave type. 148

149 FN6V00 PAYROLL MENU #2 FN6730 Payroll Menu #2 options include the Payroll Vendor File and PERS EDX Reporting. This menu also offers many listings which can be run on demand that are not considered part of the monthly payroll process. 149

150 Payroll Menu 2 FN6730 Option 1- Payroll Totals by Date Range This report offers a choice of totals by date range for three purposes: The Normal listing will give Name, Gross, Gross Subject to PERS, Federal Tax WH, FICA, State WH, Medicare, PERS 6%, Gross Subject to FICA, TSA, SEC 125, WBF TAX. The Fringe listing includes Name, Gross, Retirement Match, PERS UAL, Medicare/FICA, District Paid TSA, SAIF, and Medical, Disability, Life and Unemployment insurance. The Employee listing provides Name, Gross, SEC 125, Taxable Life Ins., Domestic Partner, Meals, Fica Gross, Medicare Gross, Fica Tax, Medicare Tax, Retirement Tax, TSA, Federal Gross, Federal WH, State Gross, State WH. 150

151 Payroll Menu 2 FN6730 Option 3-Deduction Report Date Range This report sorted by date range, employee, deduction type, or payroll vendor. The date will be as recent as the last posted payroll. Below is an example of such a report run for a specific employee. 151

152 Payroll Menu 2 FN6730 Option 4-Overall Deduction Reports This option can be run to create a listing of year to date totals for deduction/fringes by payroll vendor, employee, and /or deduction type. 152

153 Payroll Menu 2 FN6730 Option 4-Overall Deduction Report (cont.) The following is an excerpt from this report option showing all available detail. 153

154 Payroll Menu 2 FN6730 Option 5-Salary Schedule Listings This option allows the user to obtain a listing of the salary schedules assigned by their district and defined in the Main Payroll Menu (-Option 7). This listing can be run with or without the scatter gram, a program which calculates and lists all salaries based upon all existing variables (i.e. FTE other that 000) within the district s salary schedules. 154

155 Payroll Menu 2 FN6730 Option 5 - Salary Schedule Listings (cont.) The following is standard listing of salary schedules run without scatter gram calculations: Here is an example of the Scatter Gram version showing any variable FTEs and the prorated salary for each: 155

156 Payroll Menu 2 FN6730 Option 6-Salary Placement Listings This option allows users to print a listing of employees by salary schedule. Other information pertinent to salary calculation and salary projection is also included for each employee assigned to the selected salary schedule. 156

157 Payroll Menu 2 FN6730 Option 6 - Salary Placement Listings (cont.) Here is an example of the Salary Placement Listings report: 157

158 Payroll Menu 2 FN6730 Option 7-Jobs List by Pay Cycle This report will show at a glance the information contained on each job screen for an employee. It includes the salary schedule placement and rates, budget account distribution, and job status. Below is an example of the listing by regular pay cycles. 158

159 Payroll Menu 2 FN6730 Option 8 Job File Listings This option gives a listing of employees by salary schedule, with job code descriptions and budget account distribution information. 159

160 Payroll Menu 2 FN6730 Option 8 Job File Listings (cont.) This example lists employees in alpha order and includes all salary schedules. This example includes all salary schedules, but only includes employees at Location 14. This example lists only employees assigned to Salary Schedule

161 Payroll Menu 2 FN6730 Option 9 Annual Salary Listing Beyond the base pay from the Primary Job, it will list the annual amount of any other jobs related to stipends, extra duty, longevity, etc for a total annual salary. Below is an example of the Annual Salary Listing. 161

162 Payroll Menu 2 FN6730 Option 11 Master File Status Report This report is similar to the Employee info sheet available on Option 7. Additions to that report included budget account distribution for each job and a listing of monthly voluntary deductions and fringes. This report offers the ability to list all employees, whether active or termed, so long as there is not D in the delete code field on the employee master file. 162

163 Payroll Menu 2 FN6730 Option 12 Earnings Record Report This very useful report can be sorted by Social Security Number and/or date range. It can also be limited to specific pay codes, pay cycles or building locations. 163

164 Payroll Menu 2 FN6730 Option 12 Earnings Record Report (cont.) An example of this report shows totals for gross and net pay, as well as totals for every tax, statutory fringe, employer paid fringe, voluntary deduction, and SAIF hours calculation 164

165 Payroll Menu 2 FN6730 Option 13- Access Payroll Vendor File This procedure allows the operator access to the PAYROLL VENDOR FILE by selecting OPTION 13 from PAYROLL MENU #2 (FN6730). The PAYROLL VENDOR FILE contains, by vendor, an accumulation of the monies owed to each vendor as the result of finalizing payroll. This file is used to collect monies owed to state and federal entities, insurance companies, credit unions, etc., each time payroll is run. A three digit vendor number is assigned to each vendor. The voluntary deductions specified in the EMPLOYEE MASTER FILE use these numbers to direct the payments to the proper companies. Further descriptions of the vendor number assignments must be placed into the PAYROLL VARIABLES FILE in order to insure that the taxes and fixed fringes are accumulated and directed to the proper company for payment. Information will collect here each time the payroll is finalized UNTIL the operator selects OPTION 15 from PAYROLL MENU #2 (FN6730) and writes the checks to the vendors. To update the Payroll Vendor file, enter the VENDOR # and press ENTER. To add a new vendor to the Payroll Vendor file, press Command

166 Payroll Menu 2 FN6730 Option 13- Access Payroll Vendor File (cont.) NAME, ADDRESS Enter the name and address of this vendor. This will print on the vendor check for mailing purposes. AMOUNT TO PAY This amount will be generated by the system at the time payroll is posted. This field is user controlled meaning that if the operator wishes to pay more or less than this amount, this field may be changed. However, a journal entry may be necessary to account for the difference. HOLD PAYMENT This will prevent a check for being printed for this Vendor. PREPAY (Y/N) If this amount has been prepaid by writing a hand check, enter a Y into this field. The system will not generate a check for this amount. This field can also be used to void a payroll vendor check by entering a negative check amount. PERMANENT PREPAY (Y/N) This option can be selected for those payroll vendors who are set up for direct deposit of payment. This option keeps the prepay flag in place from one payroll to the next. CHECK NUMBER If this amount has been prepaid by writing a hand check, enter the check number here. YEAR TO DATE This amount is total YTD amount paid to this vendor. This can include the amount accrued as a fringe as well as any amount added due to private premium payments or other such adjustments. FRINGE This amount is the portion of the current liability that is paid by the district as a fringe. LIABILITY ACCOUNT Enter the general liability number this to which this vendor amount is to be charged. ROUTING NUMBER This is a required field for direct deposit vendors. VENDOR ACCOUNT REFERENCE This field can be used to reference purchase order or account information at the request of your vendor BILLING ANALYSIS GROUP This number (1-9) can be assigned for use with Deduction Workfile download available on the Monthly reports menu. 166

167 Payroll Menu 2 FN6730 Option 14- Print Payroll Vendor File When this option is selected, the user can request to run the report by (V)endor Name or Vendor (N)umber. This report may be run on demand and is as current as the last payroll finalization. The report includes for each vendor: a current amount due, calendar YTD, the fringe portion of the current amount due, the liability account, bank routing information for direct deposit if applicable and a field indicating if a prepay and hold status applies. 167

168 Payroll Menu 2 FN6730 Option 15- Write Vendor Checks/Register This option allows the user to print checks for the accumulated amounts owed to payroll vendors as a result of finalizing payroll. A Payroll Vendor Register is also printed. This register is the same report generated in option 14, but will now include check numbers. To print checks and the final register, one must use Report Manager to select the printer used to cut checks. 168

169 Payroll Menu 2 FN6730 Option 15- Write Vendor Checks/Register (cont.) 169

170 Payroll Menu 2 FN6730 Option 15- Write Vendor Checks/Register (cont.) The system operator will then be prompted to insert the necessary forms into the printer at the proper time. This is done by answering the MSGW (message wait) status with a 7. This will bring up the following screen: 170

171 Payroll Menu 2 FN6730 Option 15- Write Vendor Checks/Register (cont.) The user will reply here with a G to verify that the correct forms have been placed in the feed tray of the selected printer. 171

172 Payroll Menu 2 FN6730 Option 15- Write Vendor Checks/Register (cont.) The user will receive a prompt to verify that the checks have printed correctly. The user may answer with a 1 so the checks can be reprinted prior to posting. If the checks printed correctly, answer 0 to post the checks and print a numbered check register. The amounts owed to the vendors will then be reset and the accumulation will begin at the next payroll finalization. 172

173 Payroll Menu 2 FN6730 Option 16- Print Payroll Vendor Check History This option allows the user to print a payroll vendor check register by date range and/or payroll vendor. 173

174 Payroll Menu 2 FN6730 Option 17-PERS EDX Download & Report This screen allows the user to generate and/or print a PERS Detail 1 file or Detail 2 file or both. A direct deposit ACH payment file can also be generated. Retirement Reports can be run independently of EDX files. Please note that only one DTL2 (Wage and Service Record) EDX download can be submitted to PERS per month. Do not generate an EDX download that contains a DTL2 report until all payrolls for the month have been posted. Once the parameters on the above screen have been entered, the following screen will appear prompting the user to change the file names in the data transfer window. A DTL2 report file should always be dated the last day of the month. DTL1 (Demographic Records) can be submitted as often as necessary. These report files can be dated any day but the last day of the month. 174

175 Payroll Menu 2 FN6730 Option 17-PERS EDX Download & Report (cont.) 175

176 Payroll Menu 2 FN6730 Option 17-PERS EDX Download & Report (cont.) Each month s download file and PC file must have a new and unique name. Specific instructions for formatting new file names are given on the screen. PLEASE PRINT THIS SCREEN FOR REFERENCE BEFORE SELECTING 0 TO PROCEED. 176

177 Payroll Menu 2 FN6730 Option 18-Access/Report PERS History This procedure allows the user to print a report of the active or separated persons under the retirement system for the current calendar year. It is from this information that the A-17 annual retirement report is obtained. This report may be run on demand and is as current as the most recent posted payroll. 177

178 Payroll Menu 2 FN6730 Option 18-Access/Report PERS History (cont.) A pay period ending date can be selected here. 178

179 Payroll Menu 2 FN6730 Option 18-Access/Report PERS History (cont.) The user can then add or update records in the PERS Hours History File. The option is also available on the first screen of Selection 18 to print a PERS Hours history file. See examples below. 179

180 Payroll Menu 2 FN6730 Option 18-Access/Report PERS History (cont.) The user may also print annual retirement reports with various sort options. An example of such a report is shown on the following page. 180

181 Payroll Menu 2 FN6730 Option 18-Access/Report PERS History (cont.) 181

182 Payroll Menu 2 FN6730 Option 19-Federal 941 Data by Date Range The date range is specified here to generate the following report: 182

183 Payroll Menu 2 FN6730 Option 20-State Wage Data by Date Range Running this report generates the OTTER File which can be downloaded to the State. The OTTER File is submitted quarterly, however, any date range can be specified for use outside of the OTTER filing. 183

184 Payroll Menu 2 FN6730 Option 20 - State Wage Data by Date Range (cont.) This report can also be run sorted by Building Location as assigned in the Employee Master File. It is an abbreviated version of the report giving only employee name, State Unemployment Insurance subject gross, building location, and social security # (if selected). 184

185 Payroll Menu 2 FN6730 Option 21- W-2s This screen offers four options relating to W2 reporting. The first option allows the user to print a report listing all the data that will be used in the calculations for the W-2s. The report may be run at any time during the year and is as current as the most recent payroll posting. This allows for balancing the totals during the calendar year. It is important to be sure that no voluntary deduction settings have changed. An example of the report is given on the following page. The EVS item generates a file of Social Security #s to be sent to the Social Security Administration for validation. This validation is voluntary and the instructions are on the SSA website. 185

186 Payroll Menu 2 FN6730 Option 21 - W-2s (cont.) 186

187 Payroll Menu 2 FN6730 Option 21 - W-2s (cont.) The second option allows the user to enter/edit third party sick pay information so that W2s may be printed for people receiving third party sick pay that are not set up in the employee master. 187

188 Payroll Menu 2 FN6730 Option 21 - W-2s (cont.) The third option prints the W2 form. There is a choice available for the W2 for type, 2-up and 4-up. The 2-up form requires multiple print runs and has to be collated. The 4-up prints all copies for an employee in a single run on one page and, therefore, need not be collated. 188

189 Payroll Menu 2 FN6730 Option 21 - W-2s (cont.) The following is a sample of the 4-up W-2 format: 189

190 Payroll Menu 2 FN6730 Option 21 W-2s (cont.) Option 4 generates the Accuwage File for electronic submission of W2s to the Social Security Administration. When this option is selected, the screen will prompt the user to enter contact information for your district. 190

191 Payroll Menu 2 FN6730 Option 22-Work Comp/SAIF Data by Date Range The date range is specified here to generate the following report: 191

192 Payroll Menu 2 FN6730 Option 23-Move to PAYROLL MENU #1 This selection returns the operator to the first payroll menu. Option 24-Move to PAYROLL MENU #3 This selection takes the operator to the third payroll menu. 192

193 Payroll Menu 2 FN6730 (Payroll Menu FN 6700 Option 23) PAYROLL MENU #3 The third payroll menu offers housekeeping options which are necessary to keep data balanced and accurate. 193

194 Payroll Menu #3 FN6760 Option 1- Recalculate YTD/FYTD Earnings This option is used to recalculate payroll earnings data for any period specified. This recalculation can be run at any time so that Fiscal YTD reports can be run for prior year payrolls. It is not necessary to rerun this option to reset the current date, as it will recalculate this automatically the next time the payroll is extended. 194

195 Payroll Menu #3 FN6760 Option 2- Recalculate YTD/FYTD Deductions This option can be rerun at any time to recalculate deductions. It may be necessary to use this feature incorporate deduction data that was not part of a normal payroll run (such as void, reissues, prepays). 195

196 Payroll Menu #3 FN6760 Option 8- Alter Fringe/Deduction Amounts This option can be used to create a new deduction/fringe or to edit or inactivate an existing deduction/fringe. This screen also gives the option to clear the limit-to-date fields for a deduction. Use of this program obviates the need to add or edit individual records for changes to a deduction/fringe applying to many/all employees. 196

197 Payroll Menu #3 FN6760 Option 9- Employee Distribution History This example is show the data sorted for (F)ringe detail: 197

198 Payroll Menu #3 FN6760 Option 9- Employee Distribution History This example is show the data sorted for (H)ours detail: Same data sorted for (P)ERS detail: 198

199 Payroll Menu #3 FN6760 Option 10- Clear Override Pay Cycles This procedure zeroes out any override pay cycles that exist in the JOBS file. To print a listing of all jobs subject to overrides prior to running this option, use report option 9 on payroll menu #1 (Jobs List by Pay Cycle). 199

200 Payroll Menu #3 FN6760 Option 12- Make Social Security # Change This option allows the operator to change an employee s social security number that has been keyed in error. The FROM and TO numbers are validated as they are keyed and the operator is informed of any detectible errors. Because a change of Social Security number in the payroll system involves extensive manipulation of the historical data, this option may not be used during an active payroll. 200

201 Payroll Menu #3 FN6760 Option 13- Admin Claiming Download This program generates a report which can be downloaded to the operator s personal computer and used in the Medicaid Administrative Claims process. The operator has the option to include budget account totals for all employees or to limit the wage information to those timecard entries and/or job screens that have been flagged Y for Medicaid Admin. 201

202 Payroll Menu #3 FN6760 Option 14- PERS Listing of R Timecards This option gives the user a listing of all R timecards included in payrolls of specified date range. 202

203 Payroll Menu #3 FN6760 Option 15- PERS Calculation of Hours This option creates a listing of employees for the specified date range, which includes the social security number, PERS status/retirement code and hours worked which are subject to PERS. 203

204 Payroll Menu #3 FN6760 Option 17- Void Payroll Vendor Check This option will create a negative entry in the Non-General Journal, Bank Reconciliation and Payroll Vendor History Files. These negative transactions will be given the current date, regardless of when the original check was issued. Use of this option has no effect on the balance owed to a payroll vendor for whom a check is voided. If you need to reissue the void check, you should correct the amount payable to that vendor in the Payroll Vendor File - Option 13 of Payroll Menu #2. *****This option should not be used for Prepaid Vendors who have a permanent check number referenced in their file, as running this option would void every entry using the check number indicated on the Void Payroll Vendor Check screen. ***** 204

205 Payroll Menu #3 FN6760 Option 17- Void Payroll Vendor Check (cont.) You ll get a message to hit the escape key and view the register in your outq before proceeding. Here s what the register will look like. F3 back to your message and enter (0) to continue. If the register in your outq looks OK, hit enter to post the void entry. If it doesn t, hit F7 to cancel this void. 205

206 Payroll Menu #3 FN6760 Option 18-Void Check Entry and Reports This procedure creates a negative check record in the payroll history file. Checks from an unposted payroll cannot be voided. If more than one check to be voided is entered, they process together as a batch and generate one set of reports. All dates must be in the current fiscal year. If the check to void is from a prior fiscal year, the system will post the entry using July 1 of the current fiscal year unless a different date within the current fiscal year is provided. 206

207 Payroll Menu #3 FN6760 Option 18-Void Check Entry and Reports(cont.) This option will automatically generate a payroll summary, payroll register, detailed deduction register, SAIF and PERS reports and several kinds of Distribution reports. 207

208 Payroll Menu #3 FN6760 Option 19-Post Void Check After selecting the posting date, this option will generate Before Posting and After Posting Reports to show the effect of the Void check(s) on the budget and G/L. 208