MARATHON FINANCIAL ACCOUNTING EMPLOYEE FOLDER

Transcription

1 Add An Employee Folder Payroll Employees Add Notice that the Demographic Tab is the only one active at this point. The other tabs will be become available after the information has been added to the demographic tab. Note: Only the first name, middle initial and last name will be printed on checks, direct deposit statements and W-2 forms. The first name, middle initial, last name and generation id (if used) will be listed on the PERS diskette file. Last Name A required field that can be up to 20 characters long. Avoid using punctuation marks in the last name field; instead use a space between hyphenated names and a space for the apostrophe when needed. All name fields should be entered in upper case only. 1

2 Add An Employee Folder First Name Middle Name MI Gen ID Employee ID# Ssn Race Sex Pay Location Status Check Grouping Date of Birth Hire Date A required field that can be up to 20 characters long. An optional field that can be up to 20 characters long. Middle Initial is an optional field. Generation Id is an optional field. (Jr., Sr.,) A required field. Must be same as social security number. All payroll reports can be sorted by using the employee id number. A required field. A required field that will be populated by information entered through the setup feature. Click the down arrow at the end of the field to see the available information. Select the appropriate race code. A required field that will be populated by information entered through the setup feature. Click the down arrow at the end of the field to see the available information. Select the appropriate sex code. A required field. The pay location is the employees primary work location. Click the down arrow at the end of the field to see the available locations or use the type ahead feature. Select the appropriate location. A required field. Select the appropriate status code. A required field. Payroll checks and direct deposit statements may be printed by check groupings. Most employees will have the same pay location and check grouping location. However, a district may have an employee who will be at a different location when payroll checks are issued. In such a situation the check grouping location can be set accordingly. Optional field. Optional field. MARATHON FINANCIAL ACCOUNTING 2

3 Add An Employee Folder Termination Date Optional field. Address Phone Numbers Last Mod PERS Optional fields. Optional fields. System Generated when folder added or modified. This information is required for all employees eligible for the Public Employees Retirement System. When adding a new employee folder, select the appropriate status code and enter the employee s hire date as the status date. There is also a utility found under the set up options that can be run that will populate or change these fields. The status code will be populated with No Change in Status and the status date will reflect the employee hire date. The employee status date will be set to 10/31/97 if the hire date is prior to that date. After all information has been entered click the Add button. The remaining tabs are now accessible. 3

4 Ded/Ben Tab The five standard deductions, Federal Withholdings, FICA, State Withholdings, Retirement, and Medicare, are automatically created when the demographic tab is added. The five standard deductions must be listed in the order shown on this screen and they cannot be deleted. An employee s deduction tab must contain all deduction codes that they are eligible for or have voluntarily selected. This would include employer paid benefits as well. The codes must be listed on this tab so deduction reports can be printed and used to reconcile benefit billings. To add voluntary deductions click the Clear button. This will clear all information on the bottom portion of the screen and new information can then be added. Code Status Type Select the deduction to be added by clicking the down arrow at the end of the field or by using the type ahead feature. Select the appropriate status. Select the appropriate type. 4

5 Ded/Ben Tab Amount Limit Start Date End Date Order Enter the amount of the deduction. Enter the limit if working with garnishments. See section on Garnishments. Enter the appropriate date. Enter an end date. Must be greater than 5. The order number indicates the number in which the deduction will be listed on the payroll checks. It also controls the processing order when calculating payroll. Child support payments and garnishments should be given a higher priority over voluntary deductions. After all information has been selected or entered press the Add button to add the new deduction to the employee folder. 5

6 Premium Adjustments Tab There are four additional tabs available within the Ded/Ben Tab. The Premium Refund Tab and Arrearages Tab will be discussed in another section. The Premium Adjustment Tab can be used to add an additional amount to a deduction that may need to be deducted for a limited time. Code Type Amount Start Date End Date Select the deduction code by clicking of the down arrow at the end of the field or by using the type ahead feature. Select Amount. Enter the amount of the deduction. Enter the monthly premium if the employee is paid monthly. Enter half of the premium amount if the employee is paid semi-monthly. Enter the beginning of the month in which the deduction should be withheld. Enter the end of month payroll date in which the deduction should be withheld. The end date must be 6

7 Premium Adjustments Tab the same as or greater than the payroll calculation date or the amount will not be withheld. For example, if you enter an end date of September 28, 2001, which is a Friday, but calculate payroll using September 30, 2001, the premium adjustment will not be withheld. After all information has been selected and entered click the Add button to add the premium adjustment to the employee folder. During the calculation process, the normal premium amount will be computed from the Ded/Ben setup tab and added to the premium adjustment amount. Because an end date was established and met on the premium adjustment, no future changes will need to be made within the employee folder. 7

8 Totals To Date Tab The Totals To Date Tab maintains the total for each deduction by periods. You can see at a glance the totals for current, month to date, quarter to date, fiscal year to date or calendar year to date periods. By looking at this tab before calculating payroll you can determine if the appropriate period has been cleared in a timely manner. Note: As long as data is found in the current period you will not have access to the Save button. 8

9 Tax/Wages Tab The W-4 information must be added before payroll is calculated. The tax setup information is not automatically added when the employee folder is created. You must enter the employees W-4 information. Once you have the information entered click the Save button. Payroll will not be calculated for the employee until the tax setup information is saved. If you attempt to calculate payroll without saving the tax information first, an error log will be displayed at the end of the calculate process. (See pages 10 and 11.) 9

10 Calculate Error Log Print this report. See next page for report. 10

11 Calculate Error Log Report 11

12 Wages To Date Tab This tab maintains an employee s earnings by periods. Viewing this tab can help the user determine if they are ready to calculate another payroll. This screen print clearly shows that a payroll resides in the current period and another one in month to date. If a user only has one payroll per month, then they would know from this tab that they have not cleared the previous months totals and must do so before posting the new payroll. The posting of payroll moves the current period data to month to date, quarter to date, fiscal year to date and calendar year to date periods. Also note that no changes can be saved until current period has been cleared. 12

13 PAYROLL Jobs Tab Information will need to be added for each job that the employee will hold. Some information will be available in drop-down boxes and some will have to be entered manually. Job Number Primary Job Overtime Eligible Position Calculation Method The primary job should be the first one entered. This should only be marked on the job which has the greatest number of checks to be received and will maintain leave balances. Will be used at a later date. Select the appropriate position by clicking the down arrow at the end of the field or by using the type ahead feature. Select the calculation method. 13

14 Jobs Tab Start Date End Date Checks Per Year Checks Received Enter the start date of the employee. Enter the appropriate end date. Both the start date and end date are used for check printing purposes. The number of checks that the employee will receive. This information is incremented each time payroll is posted. Workman s Comp Select the appropriate classification. Prorata Distribution Calendar Salary Schedule Reports To Grade Step On Duty Days Paid Days Leave Policy Leave Days If the employee has multiple account distribution lines from which they will receive pay then select Prorated. This indicates that each distribution line will be expensed when payroll is calculated. If Non-Prorated is selected then only until the full amount of the first distribution has been expensed will the second account distribution line be processed. Select the appropriate calendar. Select the appropriate salary schedule. Select the appropriate location. This information is found on the corresponding salary schedule. Enter the grade that the employee will be paid from, i.e. A, AA, etc. This information is also a part of the salary schedule. Enter the step that the employees pay is based on. Enter the total number of days that the employee will work. Enter the total number of paid days that the employees pay is based on. This information must be accurate as it is used by the system when calculating the amount to dock an employee when they use more than their available leave balances. Select the appropriate policy. Enter the number of leave days in both the Begin and Balance columns. 14

15 Jobs Tab Retirement If the employee is exempt from retirement then mark the job accordingly. The account distribution line must also be marked exempt. If the employee is to be a part of the retirement system then select the appropriate codes. After all information has been completed click the Add button to add the job. Click the Clear button and begin the process again if additional jobs are to be added. 15

16 Account Distribution Setup Tab The Job Setup must be completed before the account distribution can be added. Select the job on the Job Setup tab and then click the Account Distribution Setup tab. Each account distribution line must have a separate Item Number. Enter each component as you tab from field to field. If it is a benefit account line you will need to select the deduction code from the drop-down box and mark it as a benefit line. A check mark in the benefit line automatically marks it exempt from all of the other options. Reminder: If the job is marked exempt from Retirement then the account distribution line must also be marked exempt. The FTE (Full Time Equivalency) box indicates whether an employee is 100% full time or a part time employee. Only the salary line will need this information. Once all information has been entered click the Add button to add the account line. Click the Clear button if an additional account line needs to be added. 16

17 Other Tabs found within the Job Setup Tab Current Period Totals MTD Totals QTD Totals FTD Totals YTD Totals Weekly Time Daily Time Time Summary Will maintain each account distribution line per job and the current period amount. Will maintain each account distribution line per job and the month to date totals. Will maintain each account distribution line per job and the quarter to date totals. Will maintain each account distribution line per job and the fiscal year to date totals. Will maintain each account distribution line per job and the calendar year to date totals. This tab will list all time records added for the employee during the fiscal year. Entering time records is covered in another section. Currently not in use. Currently not in use. 17

18 Additional Tabs There are several additional tabs associated with an employees demographic tab. The following is a brief description of those tabs. PERS This tab will maintain the PERS records that are generated at the end of each month for the employee. Direct Deposit This tab must be completed if the employee is to be a part of the district s direct deposit transactions. Checks This tab will keep a running list of all payroll checks that the employee receives. Leave History This tab will list all fiscal year leave records added for the employee during the fiscal year. HR Folder This tab will take you directly into the employees Human Resource folder. 18

19 Additional Tabs User Defined Use this tab to track any information that is not a standard part of Marathon. Change History This tab will maintain a log of all additions, modifications or deletions made on any of the tabs within the employee folder. It will keep track of the information before and after the changes are made. Next Year Budgeting This tab is used in the budgeting process. The remaining tabs are currently not in use. 19

20 The preceding section addressed adding a new employee folder. The following section will show you how to browse all existing employee folders. Payroll Employees Folders The cursor will automatically appear in the employee Id field and the Single Employee box will be marked. Key in the employee id number if known or tab to the Last Name Lookup box and enter the last name. Once the last name has been entered tab to the Lookup button and press the enter key. All employees with the last name entered will appear in the drop down list. Select the employee that is needed and then click the Pull Folders button. The employee folder will be pulled to your screen. 20

21 Browse Employee Folders The step above addressed pulling a single employee folder. This section will show you how to pull multiple employee folders. Payroll Employees Folders Remove the check mark from the Single Employee box and all of the other options will become available. You can then browse using multiple criteria. You may select one position code, one status code, one location code and one pay frequency code or just one of these options. All employees having the criteria selected will be pulled. You can then move from folder to folder by using the Nxt Emp button or the Prv Emp button. These two buttons can be found on most of the tabs within the employee folder. 21