CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Payroll

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Payroll Status Changes Step-by-step Instructions 2012 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Changing an Employee's Status... 2 Change of Status: Leave of Absence... 2 End the Existing Position Record... 4 Enter a New Position Record for the Leave... 5 Adjust Wage Info Records... 6 When the Employee Returns from a Leave... 6 Change of Status: Sabbatical... 7 End the Existing Position Record... 7 Enter a New Position Record for the Sabbatical... 7 Additional Employee Master Information for a Sabbatical... 8 When the Employee Returns from a Sabbatical Change of Status: Part-time/Full-time End the Existing Position Record Enter a New Position Record for the New Status Additional Employee Master Information Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This Step-by-Step Guide will cover how to make changes to an employee s work status. You can change an employee's work status using the Positions button on the EMPLOYEE MASTER/MISCELLANEOUS tab, or you can select the UPDATE SCREENS > POSITION ENTRY menu item (then locate/change the employee's record). Work status changes only apply to employees who are PSERS eligible. In this Step-by-Step instruction you will learn: How to make changes to an employee s work status, including several examples. The steps required in order for information to be accurately reported to PSERS. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 1

6 CHANGING AN EMPLOYEE'S STATUS When an employee begins a military, sick, or other leave of absence, you need to ensure proper reporting to PSERS. Change of Status: Leave of Absence 1. After logging into the CSIU Payroll application, select the UPDATE SCREENS > EMPLOYEE MASTER. The EMPLOYEE MASTER displays. 2. Click Find (Alt+F) to access the FIND screen. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 2

7 3. When the FIND screen displays, you can type the employee's last name. You do not need to click in the Search for field, just begin typing. As you type the person's last name, the closest match is located automatically in the list as shown in the example, above. You may also move through the list of names using the UP and DOWN arrows on your keyboard. 4. Press the ENTER key on your keyboard to select the located employee name, or click Select at the bottom of the FIND screen. 5. Click the EMPLOYEE MASTER/MISCELLANEOUS tab. 6. Click the Positions button to display the POSITION ENTRY screen, as shown in the example, below. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 3

8 End the Existing Position Record 7. To accurately reflect the ended position for PSERS reporting, enter an End Date. After entering the End Date, two additional checkboxes appear for Termination and Deceased. Since this employee is going on a leave of absence, do NOT select either of these checkboxes. 8. To save the changes, click Save (ALT+S). 9. After you Save a record with an End Date, the Submit record to PSERS checkbox option is selected automatically. Retain this selection to report the change in the next Contract Record file. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 4

9 Enter a New Position Record for the Leave 1. In order to accurately report the change in status to PSERS, you must add a new POSITION ENTRY record for the leave of absence. Click the Add button. 2. From the Position drop down list box select the same position as the ended POSITION ENTRY record. In this case you would select 'Teacher'. 3. Enter the Start Date for the new (leave of absence) status. Be sure the Start Date is the day after the End Date from the ended position record. 4. Select a Work Status that best describes the type of leave. 5. In the Employ Type field, enter the same information as the ended position. In this case you would select 'Full-time'. 6. In the Wage Type field enter the same information as the ended position. In this case you would select 'Salary'. 7. To save the changes, click Save (ALT+S). 8. After you Save a new record, the Submit record to PSERS checkbox option is selected automatically. Retain this selection so the new position will be reported in the next Contract Record file. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 5

10 For the June Work Report, the most current position record is used to provide Annual Service Time (AST). The AST includes the sum of units (typically, days) from all unique position records. Therefore, for records of the same position, the AST is included in the sum, only once, automatically. 9. If the leave of absence reduces the AST for the current year, in the ovr field for the current record enter the adjusted units (expected units minus units while on leave). Adjust Wage Info Records 1. Make adjustments to wage accounts on the EMPLOYEE MASTER/WAGE INFO tab as appropriate. 2. If the employee does not receive any pay during the leave, on the EMPLOYEE MASTER/WAGE INFO tab change the Pay Flag to 'Do Not Pay'. When the Employee Returns from a Leave When an employee returns from a leave of absence, follow a similar procedure as described above to: 1. End the POSITION ENTRY record that was added for the leave. 2. Add a new POSITION ENTRY record for the Position to which the employee is returning. 3. On the EMPLOYEE MASTER/WAGE INFO tab, adjust wage accounts as needed; change the Pay Flag to 'Pay'. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 6

11 Change of Status: Sabbatical When an employee begins a sabbatical leave, you need to ensure proper reporting to PSERS. End the Existing Position Record To end the current position for the employee, follow steps 1-9 in the "Change of Status: Leave of Absence" section. Enter a New Position Record for the Sabbatical 1. In order to accurately report the change in status to PSERS, you must add a new POSITION ENTRY record for the sabbatical. Click the Add button. 2. From the Position drop down list box select the same position as the ended POSITION ENTRY record. In this case you would select 'Teacher'. 3. Enter the Start Date for the new (sabbatical) status. Be sure the Start Date is the day after the End Date from the ended position record. 4. Select the 'Sabbatical' Work Status. 5. In the Employ Type field, enter the same information as the ended position. In this case you would select 'Full-time'. 6. In the Wage Type field enter the same information as the ended position. In this case you would select 'Salary'. 7. To save the changes, click Save (ALT+S). 8. After you Save a new record, the Submit record to PSERS checkbox option is selected automatically. Retain this selection so the new (sabbatical) position will be reported in the next Contract Record file. 9. Click Exit to leave the POSITION ENTRY screen. To report wages correctly to PSERS, the position ended must be reported BEFORE wages under the new status are included in a Work Report Record file. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 7

12 Additional Employee Master Information for a Sabbatical For an employee's sabbatical, additional information must be entered in the UPDATE SCREENS > EMPLOYEE MASTER. Miscellaneous Tab 1. In the Sabbat Amt field, enter a decimal value to reflect the percentage of the regular per pay amount that the employee is paid while on sabbatical. After you enter the Sabbat Amt value, a message displays to alert you that all 'P' payment types on the EMPLOYEE MASTER/WAGE INFO tab will be used to calculate the employee's pay while on sabbatical. 2. Click OK on the message to continue. 3. On the MISCELLANEOUS tab, click Save. 4. Click the WAGE INFO tab. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 8

13 Wage Info Tab Enter adjusted Rate here. 1. In the Rate column, adjust each 'P' wage type by the Sabbat Amt. NOTE: To calculate the adjustments, multiply the existing Rate value by the sabbatical percent (in this case 50%); enter the new percent in the Rate column for each 'P' wage type. 2. At the bottom of the grid, slide the scroll bar to the right until the Sab column can be seen. Verify that the Sab checkbox is selected for each 'P' wage. All taxes will be taken based on the new Rate, while retirement will continue to be withheld based on the employee s full salary. To see how these changes affect check information for an employee on sabbatical, see the following example of CHECK HISTORY for the employee after being placed on sabbatical. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 9

14 Notice for tax purposes, the new gross amount is used; to calculate Retirement, full salary is used. When the Employee Returns from a Sabbatical When the employee returns from Sabbatical, follow a similar procedure as described above to: 1. End the POSITION ENTRY record that was added for the sabbatical. 2. Add a new POSITION ENTRY record for the Position to which the employee is returning. 3. On the EMPLOYEE MASTER/MISCELLANEOUS tab, remove the Sabbat Amt value. 4. On the EMPLOYEE MASTER/WAGE INFO tab, adjust wage accounts, as needed, to return the 'P' wage accounts to the full salary amount. 5. Change the Pay Flag to 'Pay'. To report correctly to PSERS, the ended Sabbatical position must be reported prior to including wages for the new status in a Work Report Record file. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 10

15 Change of Status: Part-time/Full-time When an employee status changes from full-time to part-time, or from part-time to full-time, you need to ensure proper reporting to PSERS; otherwise you will receive a wage type or units exception message in PSERS reporting. For this example, we will change the status from full-time to part-time. End the Existing Position Record To end the current position for the employee, follow steps 1-9 in the "Change of Status: Leave of Absence" section. To report correctly to PSERS, the ended position must be reported prior to including wages for the new status in a Work Report Record file. Enter a New Position Record for the New Status In order to accurately report the change in status to PSERS, you must add a new POSITION ENTRY record for the part-time position. 1. Click the Add button. 2. From the Position drop down list box select the same position as the ended POSITION ENTRY record. In this case you would select 'Bus Driver'. 3. Enter the Start Date for the new (part-time) status. Be sure the Start Date is the day after the End Date from the ended position record. 4. Select 'Active' from the Work Status drop down list box. 5. In the Employ Type field, select 'Part-time'. 6. From the Wage Type field, select the appropriate value. In this case you would select 'Hours'. 7. To save the changes, click Save (ALT+S). Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 11

16 Below is an example of a completed POSITION ENTRY record. 8. After you Save a new record, the Submit record to PSERS checkbox option is selected automatically. Retain this selection so the new part-time position will be reported in the next Contract Record file. 9. Click Exit to leave the POSITION ENTRY screen. Additional Employee Master Information For an employee changing from part- to full-time or from full- to part-time, additional information must be entered in the UPDATE SCREENS > EMPLOYEE MASTER. Wage Info Tab On the EMPLOYEE MASTER/WAGE INFO tab, you might need to adjust the value in the Rate column, add a different wage account, or (for a salaried employee) adjust the Annual Salary amount. General Info Tab On the EMPLOYEE MASTER/GENERAL INFO tab, change the Status to 'Part-time' or 'Full-time', as applicable. Be sure to Save your changes. Revised: 11/19/ Central Susquehanna Intermediate Unit, USA Page 12