CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll FIS Budgeting Process Learning Guide Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 1

2 Table of Contents Introduction... 3 Salary Wage Contracts... 4 Adding Contracts... 4 Schedule... 8 Compensations... 9 Staff Projections Job Titles Vacancies Budget Versions Fringe Benefits Calculating the Max % and Max Salary amounts: Update processes Account Code Download Import Post to Budget Prep Salary/Wage Payroll Update Reports Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 2

3 INTRODUCTION This learning guide will review the Budgeting Process in the Salary module. We will review how to: Set up Salary/Wage contracts in Projections How to set up the Fringe Benefits directory How to use the report options for verification How to download or Import accounts How to post to Budget Prep How to post Insurance rates to Insurance Parameters after rates are known Prior to starting the Budgeting process, Fund Accounting must have the new year set up. The recommended method to setting up a new year is to select the current year and then use the Add Copy button to create the new year. make sure that has been completed prior to following the steps outlined in this document. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 3

4 SALARY WAGE CONTRACTS Contracts are set up by Year and Contract Type. Contracts for the current or prior year are stored as History records and those for future years or those not yet moved to history are stored as projections. Review the Salary Contract History Learning Guide for more information on contract history. By default, the contracts in history display for the current year when accessing the following: HR/PAYROLL>SALARY>SCHEDULES AND BUDGETING>SALARY WAGE CONTRACTS To access the contracts in projections, select the checkbox on the right. The report link at the top right will provide both a listing and matrix report style for the year and contracts you select which includes the Position/Level, Step, Amount information per contract as well as any additional compensations and default amounts. ADDING CONTRACTS When you click on the Add button on the Salary Wage Contracts screen, the contract becomes a Projection right away. You can move it to history when all of the set up and verification is completed and it is needed to be accessible as history information. You do not want to move it to history prematurely as the ability to edit the information changes when you move it to history and only projections can be used for budgeting. To Add a contract, enter the Contract Name and Contract Type and make sure that the defaulted Year and Effective Date are correct. Update as needed. The Payment Type will be defaulted and disabled unless the Contract Type selected is Supplemental. Use the Original dropdown options to copy information from the prior year contract when this is not the first year for the contract being added. When this is the first year for a contract, enter the values into the remaining fields based on the contract for the majority of the staff unless it is appropriate to create separate contracts based on differences in Effective Date, # of pays or hours or days. If it is not the first year of a contract being added, make sure the information in the remaining fields are accurate for the new fiscal year. Save the record and then add the remaining information. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 4

5 The Quick Add Tools are the buttons on each tab that allow you to either Add/Copy or Import information as you can see in the upper right of this screen. The Add button will allow one add at a time. Use the button after the button is no longer available as shown below. When is selected, one of the following screens will display. The Copy and the Import option is available from the screen when the contract has an original value. The original contract can be used to copy the schedule and/or copy the staff. The import buttons on the right allow you to import the same information from a file. When Original has a value: If you want to Copy both the Schedule and the Staff select both check boxes. If the increase for the Rate should be updated by a $ enter the $ and the amount, if it should be updated by a % enter the % and the percent value. When entering a value for a % enter as a whole number since the % sign is displayed it will not require a decimal value be entered. Example: 5% is entered as Increase % 5 not Increase %.05 When copying Staff from the original contract you determine here if you want to move them up steps or not. Leave this empty when you do not want to move staff up steps on the contract. Copy Overrides allow for the selection of: --Select-- do not copy overrides - they were used mainly for position changes and late hires. Hours and Days use this when staff overrides were used mostly for variances in their normal work schedules that remain the same from the prior year. Hours, Days and # of Pays Use this when # of Pays override and hours and days overrides should be the same based on the original contract from the prior year. # of Pays use this when only the # of Pays override is expected to be carried into the new year. If you allow for # of Pay options to this contract group it can be maintained from year to year. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 5

6 For staff who had an override due to position changes and late hires, remove the overrides copied from the new projected contract records. When Original is empty: Add the Schedule: Refer to the Schedule section below for more information on how to set up your schedule. Since you can t copy any information, the Add option is separated for the Schedule and the Staff on their respective tabs of information. The add for the Schedule allows you to create the number of Position Levels and Steps and identify both the default values and define the Level references that will be used. After entering the number of levels and steps and the base rate the increase information is needed. In both examples above the Increase $ or % will default to $, update to % if needed. When entering a value for a % enter as a whole number since the % sign is displayed it will not require a decimal value. The calculation will be based on the Base Rate entered and applied to the levels and the steps based on the information you provide to calculate each rate. Example: 5% is entered as Increase % 5 not Increase %.05 When Import is selected for the Schedule: The Import Schedule open is accessed from the button on the right side of both the Copy and the Add options for the schedule as shown in the samples above. Prior to importing you need to have a file that contains all of the required field values needed to create the schedule. Those below designated with * are required. When at least all of the required fields are identified, click on the import button and the records from the file will display in the File Information grid below. Select the Update button if the displayed records should be used to create the schedule. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 6

7 Add the Staff: The staff can be added with the schedule during the copy option. If there isn t an original contract to copy the Staff from they can be added by using the Add/Copy/Import option found on the Staff Projections tab. When the Add/Copy/Import Staff button is selected and the contract does not have an original contract the screen below displays. Use the Select by option to aid in selecting the staff for each contract. Job Title is the default option. When selecting by Job Title, choose the Job Titles from the list where the staff should be on the contract. Select a default Position Level and Step value to assign temporarily to all staff selected. Updates will be needed to correctly assign all staff to the appropriate Position level and Step. Select the Include Payroll Accounts checkbox if you want their accounts loaded right away. FA account information must be set up for the new fiscal year or they will not be loaded. Staff can also be selected by Payment Type. This is typically the option you want for a Supplemental contract but most likely will not be the desired option for the rest. When Import is selected for the Staff: You need to have a file that contains all of the required field values needed to create the Staff Salary/Wage Contract records. Required fields are designated with *. When all of the required fields are identified click on the import button and the Staff records that will be created will display in the File Information grid. Select the Update button if the displayed records should be saved. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 7

8 Schedule Schedules are set up with a Position/Level and a Step and then a Next Step value is required which is typically the Step value +1 or the same value if movement should never be allowed. There are controls for moving staff from one year to the next so even if no movement should occur from one year to the next the next step value can still be Step +1. If Staff should jump more than one then that would need to be identified in Next Step. The sample below is for a standard Teacher s Salary schedule where the B represents a bachelor s degree and the step indicates years of service for that degree. The red X identifies records that have not been assigned to a staff and could be edited or deleted even in history The sample below is an example of a Salary schedule where the salary amounts paid to each staff on the contract are unique per staff and not based on position so the staff ID was used as the Position level value. If needed the Note field can be used to store the staff s name for referencing in the schedule. The sample below is an example of a Supplemental schedule where the amount is based on months worked. The sample below is an example of an Hourly schedule where the amount is based on Position/Level and Step. This can still be an amount per staff but the Position level value would have meaning in the contract but not identify one staff. If needed, the Note field can be used to store the staff s name for referencing in the schedule. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 8

9 The sample below is an example of an Hourly/Salary schedule where the amount is based on Position/Level and Step. This can still be an amount per staff but the Position level value would have meaning in the contract but not identify one staff. If needed the Note field can be used to store additional information for referencing in the schedule. Example could be a building for the different secretaries. Compensations Compensations are first set up in the Compensations directory under HR/PAYROLL>SALARY>SCHEDULES AND BUDGETING>COMPENSATIONS, or you can use the and then enter the defaults for the contract. Compensations include their own payment type and # of pays values so that you can transfer compensations as part of the salary amount or as a separate payment type during the payroll update process. Enter the defaults for amount, payment type and number of Pays per contract. These defaults can be overridden per staff if needed. Compensations can either be added to the Contract s payment type as shown above for the salary wages or they can be paid out to different accounts and payment types as needed per staff. This allows for flexibility per contract and per Staff. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 9

10 Staff Projections You can access the Staff Projection information from Staff Projections tab, which shows all of the staff and their Position level and Step information together. Job Titles Staff Job Titles are used in many areas of the HR/Payroll application one of which is the Salary module. Job Titles are connected to the Staff s record and to the Contracts to aid in budgeting. The Staff s Salary/Wage Contract History record can then be used to update the Staff s Job Title for hours per day and Daily and hourly rates to be used with Payroll. When looking at a contract in projections, it will show you the # of Staff Assigned to the contract per Job Title with the Goal, Difference in Staffing and Vacancies Entered. Use this information in the budgeting process and enter the Vacancies information to accurately budget for staff who are not yet employed in the open positions. Vacancies The Vacancies tab is where specific vacancies for Job Titles are entered. Use the Add button to enter a vacancy record. After they are entered all vacancies will display in the grid and show the # of Vacancies per Job Title and Position Level and Step with the Compensations total, Monthly Insurance Benefits total, and Account % total. Adding a Vacancy record: Use the Add button and complete the fields for the Job Title to be filled. You can enter more than one staff to be assigned the same Position Level and Step. Keep in mind that when assigning multiple staff to the same Vacancy record the information will be multiplied by the # of Staff. The Insurance Benefits, Account and Compensation information will be applied to the number of staff entered. If any variations are desired more than one Vacancy record should be created for the same Job Title. Enter a value for each require field designated by the red * and save the record. Then enter the information needed for Insurances, accounts and optionally any additional compensation information. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 10

11 Once the main information is saved the 3 tabs become enabled. To add the needed insurance benefits, select the add button on the right and select each Insurance Plan and Coverage Type that you want to use for budgeting using the Save & Add button at the bottom. Enter the Account information with the % for the vacancy and Save& Close when done. If Compensations should be included in the budgeting process for the vacancy being entered, select it here. Budget Versions The Budget Versions tab reviews what Version was posted to Budget Prep, the Fringe ID used, the user it was Posted By, and the Date & Time it was posted. The next sections of this learning guide review the Fringe Benefits directory and the Post to Budget Prep process. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 11

12 FRINGE BENEFITS HR/PAYROLL>SALARY>SCHEDULES AND BUDGETING>FRINGE BENEFITS The Fringe Benefits directory is used for the Post to Budge Prep process. It allows you to create multiple ID s for the selected year and choose to calculate the Annual Amount for each insurance coverage type to be based on either the Monthly Premium or the Employer Cost. You can select the Fringe Benefits Listing link from the directory to view Payroll and Insurance amounts created for the selected year. The Payroll Benefits tab is used for designating the various payroll rates and maximums used in the budgeting calculations. These can be updated without effecting payroll processing. The Insurance Benefits tab is used for designating the Insurance Plans and Coverage Types for staff that will be included in the calculations. The Monthly Premium, Employer Cost, Annual Amount, and maximums for the Plan and Coverage Type will be used. Click in the field to edit the amounts. The Annual Amount is the only calculated field and the rest can be manually updated. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 12

13 All plans and coverage types are added with rates from their highest effective date. Select the Add button to add a Plan and Coverage Type if one was deleted by mistake or added after the directory was created. Calculating the Max % and Max Salary amounts: When the cost of the insurance is based on the staff s salary you will need to use the Max % and Max Salary fields instead of the Monthly Premium and Employer Cost to create a Annual Amount. It is best to manually calculate the annual cost for one or two of the staff that will be included in the process. That will help you determine the information needed in the record and help you easily verify that the calculation did what was expected for those staff. The steps below should be used: Staff #1 has a Salary amount of $63, and the coverage amount is 1 X the salary rounded to the thousands. The rate for the coverage is 0.15 per thousand. 1. Determine the Coverage: The staff s coverage is $64, which was rounded up. 2. Determine the Monthly Cost: Multiply the amount of coverage by the rate per thousand. 64 X.15 = $ Determine the Annual Cost: Multiply the monthly cost by 12. $9.60 X 12 = $ Determine the Percent of Salary: Divide the annual cost by the staff s annual salary rounded to 6 decimals / = This was rounded up Do this same calculation for one other staff to see if the rounding up or down will be best. 5. Determine Max Salary: The Max Salary should be identified per coverage type when there is a maximum amount of coverage based on Salary Staff #2 has a Salary amount of $78, When using the same calculation to determine the coverage amount as we did above (was the salary rounded up to $79, or down to $78,000.00) the ending result for the % will vary between and So this calculation will get you within pennies for each staff member but there will be variances. If there is a Max salary amount, enter that into the Max Salary field to stop the calculation over that amount. UPDATE PROCESSES Account Code Download Import There are 3 options available to add account information to a projection contract. These are options are not available for contracts that have already been moved to History. Payroll Option The payroll option allows you to download accounts for one or multiple accounts for the year selected from payroll wage account records. Based on the contract type the wage accounts with a payment type that matches the staff s contract type will be selected. Validations are in place that report for % that are not equal to 100 during the process and a message will be reported for each staff with that error. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 13

14 If accounts are already found in the projection contract, a message will ask you if you want to overwrite those accounts or skip them. Use the Update button to get a report of the records that will be updated and confirm the update is desired from the report. File Option The File option allows you to import accounts per contract for the selected year. A file containing all of the required fields show with the * must be included in the file. Select the Import button and the records will display below the grid for your review. Use the Update button to get a report of the records that will be updated and confirm the update is desired from the report. Projected Contract Option The Projected Contract option is typically only going to be used when contracts are in negotiations and there are multiple version of a contract. If you download the accounts for the first version of the contract and want to move the same accounts to another version of the same contract, select this option and identify the contract to be updated in the For Contract field and the contract you want to copy the accounts from in the Projected Contract field. Use the Update button to get a report of the records that will be updated and confirm the update is desired from the report. POST TO BUDGET PREP HR/PAYROLL>SALARY>SCHEDULES AND BUDGETING>POST TO BUDGET PREP It is recommended to select the information and run the Staff Budget Prep Summary first. This will review your information and check for errors first. The Post button is enabled when there is a Version selected. Selecting a Version ensures that everything is setup in the version correctly and that the Staff information is also set up correctly. On the Post to Budget Prep screen, Projected Contracts for the selected year can be posted by Account or Staff and Account. You can choose which Fringe Benefits to use and view different ones for comparison. Optionally, you can choose to post by whole dollar amounts. Budget Prep Versions should be used during contract negotiations to create separate versions of your budget when all of the salary amounts are not finalized and those versions can assist you in the negotiations process. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 14

15 Selecting the Staff Budget Prep Summary Link will display a summary report below the grid, along with tabs for invalid accounts, invalid insurance percent, and invalid account percent. These processes insure that staff are not found on multiple salary contracts by mistake and that only 100% of their insurance expenses will be charged regardless of the number of contracts they have. Salary/Wage Payroll Update Use this option to Mass update Payroll and Job Title information for 1 or multiple contracts. There is an option to update for one staff on the staff s record. The features are the same but only one staff will be updated with that option. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 15

16 Select the Contract Type and Effective Date. If you want to update for all of the contracts at the same time nothing needs selected in the Salary Wage Contract field, otherwise select only the one(s) you want to update. Salary and Hourly/Salary contracts should have the Update Salary & Start Date checkbox selected. You can select the Update for Other Compensations checkbox if compensations with payment types other than the contract type are found for the selected contracts. Select the Add/Replace Account Information checkbox when you want to use the accounts found on the staff s Salary/Wage History records instead of those found on the staff s Payroll Wage Information records for the payment type. Select the Update Job Title Information checkbox to update staff Job Titles found on the Salary/Wage History records for Hours per day and daily rate when Contract Type is Salary or Hourly/Salary. When payment type is other than Salary you can also select the Add Job Title Rate Information checkbox to add a rate record for the contract year to be used with payroll. The Create File option is available when you want to create a file for review or for importing due to a retro pay. Select the appropriate file option needed. Click on the Calculate button to see the results and click on the Update button to view the report. The Update button on the report will make the changes. If you do not want a staff in the view to be included in the update process remove the checkmark to the left of their name and they won t be included in the process. REPORTS There are 3 report menu options for the salary module. The Salary Wage Reports which can be ran for both contracts found in the Salary History and Projections information and the Budget Projection Reports which can only be ran for contracts found in the Projections information. Both reports offer multiple report options and files. These reports are also available from the contract screens and the staff screens. When selected from the contract screen, you will still have the run options available but the selected contract will be defaulted for the report. Select from the report options available and click on Run. When the same Salary Wage Report option is selected from the Staff s record, the list is restricted to the contracts assigned to that staff member and includes information for just that staff. Created: 11/14/ Central Susquehanna Intermediate Unit, USA Page 16

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