September 2017 Payroll Preparation WESPaC Data Processing Procedures

Transcription

1 September 2017 Payroll Preparation WESPaC Data Processing Procedures Fiscal Coordination July 2017

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3 Table of Contents - Checklist Step Completion Date Description Page 1-9 Complete Before Step Add Employee Profile Data for Newly Hired Employees Create EMS September Payroll Plan(s) Update Calendar Data Mass update Assigned, Pay Start and Stop Dates Review Positions to Verify Accuracy Review and Update Employee Assignments Add New Assignments Delete imported Assignments not being used Run Plan Audits and Reports to Verify Assignments August Payroll Items 10. Verify Contract Balances Process Exception Items for Terminating Employees Paying the Final Contract Payment Complete Fiscal Year End Encumbrance Process September Payroll Items 14. Complete Payroll Payables (optional) Print/Save Employee Profile Report (optional) Purge Contracts Fully Paid on or Before 08/31/ Export Assignments from EMS into Payroll Verify Employee Payroll Contract and Pay Records Mass Change New Contracts with Docking Pay Codes WESPaC Doc/HR/16-17 SEPT PAYROLL NCESD 7/31/2017 Page 12.i

4 Table of Contents - Checklist Step Completion Date Description Page 20. Mass Update Hourly Wage Rate Update Rate Tables for the New Fiscal Year Roll Time Off Year End Update Time Off Accrual Dates for the New Fiscal Year Update Time Off Calendars Complete Insurance Tracking Changes (optional) Complete Flex Year End Processing (optional) September Payroll Processing October Payroll Item 28. Close the Payroll Fiscal Year WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. ii

5 Steps 1 9 Any time Prior to Step 18 Step 1 Add Employee Profile Data for Newly Hired Employees New employees who will be included in September payroll must have profile data before assignments can be added into Employee Management. You may begin this entry as soon as it is known. Menu: Web HR, Employee, Employee Profile Click the Add button. Complete the SSN, and name fields. Check for matches on SSN and name. If the employee exists in the database verify where the Name Type is used. o If the employee is in the database as a student, do not select the name to add to use this record for the employee. Click the Add Entered Name to Employees (this option will not display until you have checked either the SSN or Name Match option). o If the employee is in the database as any other Name Type besides a student, select the Name. Complete all known data screens except Contract and corresponding Contract Pay Records. This will be added in Employee Management and imported into the profile (payroll). WESPaC Doc/HR/15-16 SEPT PAYROLL NCESD 7/31/2017 Page 12.1

6 Step 2 Create an EM Plan and Import Budget Assignments The recommended business process is to create a new EM September Payroll plan and import assignments from your Salary Negotiations F195 Budget Plan. Add a new EM September Payroll plan. Menu: Web HR, Employee Administration, Employee Management, Plan Management Click the Add button to create a new plan. Enter a Description and Detailed Description. Enter Plan year Check to Exclude this plan from Employee Access if you district does not display assignment information in Employee Access. Check to Track changes made in this plan. Check to Export CEDARS data from this plan. Click Save. Note: Filters can be used throughout Skyward to create custom browse displays and filter the data you want to view. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. 2

7 Example: A Plan Management Filter to display current year forward EM plans: On the Plan Management Browse screen, select the Filters link. Click Add Filter. Enter a Filter Name. Enter a low value for the Plan Year (this year, you would enter 2017). Click Save and Apply Filter. Import Assignment Data into your new EM plan. Menu: Web HR, Employee Administration, Plan Management IMPORTANT: Highlight your new September Payroll plan. Click the Import Assigns from Sal Neg Plans button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. 3

8 Available Plans for Importo Select your F195 Budget Plan Import Options o Uncheck If Position Already Exists Do not Create a new One o Uncheck If Assignment Already Exists Do Not Create a New One o Check Process Blank Job Types o Check Clear Pay Frequency Override Field if you wish to reset all contracts back to 12 monthly payments. Otherwise, uncheck the box. Note: This is dependent on a district s pay frequency setup. For districts who use pay frequency override, this will reset assignments that began midyear, but will require maintenance on each extra-curricular contract that is intended for payments less than 12. o Uncheck Roll Fast Track Open Positions o Uncheck Overwrite ALL Position Control Group values on destination plan (not currently set up in any NCISC districts). o Uncheck Import Position Control Group Users o Uncheck Include Assignment Notes o Exclude Assignment if the Termination Date is prior to - use default 01/01/1900 o Click Select Job Types link. On the Job Types Selection screen, click Select All Records, if they are not to be used as criteria for your import. Then click the Save button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. 4

9 Employee Selection Parameters o Use default Assignment Start/End Date Range and default Paid Start/End Date Range if they are not to be used as criteria for you import. o Click the Selection Parameters link. Note: You will Add or Edit a September Payroll Import template. The selection parameters should be set to import all assignments/positions except Administrator and Unfilled. On the Employee Selection Parameters screen, Add or Edit the September Payroll Import template. Enter a description. Inactive Profiles should be Included (radio button). Select Codes as needed. Avoid selecting employee type only. This would import only those employee assignments who match the employee type, but it will import all positions. Your selection parameters should exclude administrative positions/assignments imported during July payroll and unfilled position/assignments which are not used in payroll. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. 5

10 When all Employee Selection Parameters are complete, click Save and Select. Click the Report button. o Click OK on Message that you have unchecked the option to not create duplicate Positions and/or Assignments if they exist in the current plan. o Click View Report once processing is complete. o Review Report. The last page of the report displays total records imported. o Print report as needed. Close report when finished reviewing. Once the report is verified, click the Import button. o Click OK on message that you have unchecked the option to not create duplicate Positions and/or Assignments. o Click Yes on message to confirm you want to import data into plan * September Payroll from plan Budget. *Your plan names may vary in name. Note: As process runs, you can back out of Processing Request screen. You can check the status on this process anytime by clicking on the My Print Queue link. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. 6

11 Step 3 Update Calendar Data (if not completed during budget) Most calendars are updated and cycled during the budget process. Make sure all calendar data is accurate for the new payroll year. Notes about Calendars: Calendars are an extremely important element for calculating salaries and benefits. Calendars can affect salary dollars unless the assignment Do Not Use Calendar to find Calc FTE option is checked. This option should not be used on any base assignment. Calendars can be cloned. Calendars can be printed in a monthly or annual view. Calendar date ranges, total days, and total hours on a position must reflect the value of 1FTE. Calendar date ranges, total days, and total hours on an assignment should reflect the employee s actual work schedule and total hours. Intro to Calendar Event Dates Calendar Events provide a way for you to copy designated Event days (work days, non-work days, or holidays) to multiple calendars. Calendar maintenance is streamlined once you set up the Event Codes and Dates and apply them to calendars. Once initial setup is done, the calendar event dates can be rolled for the upcoming year. Calendar Event Codes Table - Stores codes with an event description. The date or day type (work, non-work, or holiday) is not stored in the event code. You do not need to have separate codes for one event day with multiple day types unless you need a different description. Calendar Event Dates Table Is year specific. This table links an event to a specific date in the fiscal year. The day type (work, non-work, or holiday) is not tied to the date. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. 7

12 Calendar Codes Table Is year specific. This table stores the calendars for a specific year. Each calendar contains a start/end date, default hours per day, and a work pattern between the start and end date. Dates on a calendar can be linked to calendar events. The type of day (work, non-work, or holiday) is designated on the calendar. Initially, you must set the exception number of active hours or paid holiday designation on days separate from Calendar Event processing. You can do this by editing an individual calendar day or by using the Mass Change Calendar Days Utility. After events are setup on calendars, the event dates can be rolled and updated from year to year which streamlines your calendar maintenance. Add Calendar Event Codes Calendar event codes are used to link a calendar event description to a calendar event code. The next step will be to attach that event code to a specific date in specific years. Every year, the dates will reference the same event codes table. There is not a different event codes table for each fiscal year. For example, you create the event code IND for Independence Day. Menu: Web HR, Employee Administration, Employee Management, Setup, Codes, Calendar Event Codes WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. 8

13 Add Calendar Event Dates Calendar event dates are used to link a calendar event (work days, non-work days or holidays) to an actual date on the calendar for the upcoming year and to multiple calendars. For example, you would link Independence Day (IND) with the 07/04/20XX date. Menu: Web HR, Employee Administration, Employee Management, Setup, Codes, Calendar Event Dates Select the year: Click Add. Select a Calendar event code. Enter a date. Click Save. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page 12. 9

14 Calendar Event Date Tips: Once the Calendar Event Dates have been completed, you may want a list to help you select the events you want to attach to calendars. Add a Filter to use so the events are in date sequence. You can also click on the Date column to sort by date (each time you access this screen). Enter Filter Name: Calendar Event Date Sequence. Check the box to Use Custom Sort. o Sort #1: Choose Date from the drop down menu Click Save and Apply Filter. Increase the number of displayed records to include all of the events in a given year. Click the Print icon to get a printable list of all events in date sequence. Review the Calendar event dates, select to print it, or click exit. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

15 Calendar Event Dates Report Menu: Web HR, Employee Administration, Employee Management, Setup, Codes, Calendar Event Dates Once the events are attached to calendars, the Calendar Event Date Report option also provides a list of selected events with the date and list of calendars they are attached to. Click Report. Click the Calendar Event Dates link. Select the individual codes you want to see that are attached to calendars, or click Select All. Click Save. Click Print. Click View Report. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

16 Update Calendars as Needed Refer to the Personnel Budget, Preparing Calendars for the New Year, Step 3, for detailed information to add, clone, or cycle calendars. Individual Calendar Maintenance: Menu: Web HR, Employee Administration, Employee Management, Setup, Codes, Calendar Codes Verify the Calendar Code Fiscal Year is accurate. If not, click Filter Options, select the correct processing year, then click Apply Filter. Add a new calendar or create a new calendar by cloning an existing calendar. Cycle calendars not completed in the budget process. Menu: Web HR, Employee Administration, Plan Processes, Plan Calendars Cycle Note: Refer to the Personnel Budget, Step 3, for detailed information on how to cycle calendars. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

17 Step 4 Mass Update Pay Start and Stop Dates Utilities are available to mass change position and assignment data. An example would be to mass change the pay start and pay stop dates from the last year to the new fiscal year. This may not have been updated during the budget process. Change the Contract Payroll Start and End Dates Menu: Web HR, Employee Administration, Employee Management, Setup, Utilities IMPORTANT: Select the September Payroll Plan at the top of the screen. Select Position-Assignments Mass Change Add/Edit a template for the process of updating pay start and end dates. If all assignments in this plan are for contracts and they all pay 09/01/2017 to 08/31/2018, select all positions and assignments. Otherwise, use appropriate selections to accommodate: o Exclude assignments paid over ten months (09/01 through 06/30). o Exclude assignments paid over a small number of payments (i.e. coaching contracts) o Exclude non-contract timesheet assignments with blank pay start/stop dates. o Include contract assignments which started midyear, whose current pay start date doesn t match others in the position. Reminder: Pay Frequency Override may also need to be updated. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

18 Click Continue when the Position/Assignment selection criteria are completed. Note: When adding a new template the Position/Assignment Information to Change and the Payroll Information to Change screens are blank. If an existing template is edited or cloned, the screens may need to be updated to ensure only the correct fields are being updated. In this pay date range change process, no assignment information on the first screen will be changed. Make sure all fields are blank. Click Continue. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

19 Select Mass change option A=All (if applicable). Select the Edit option. Enter a New Pay Frequency = M (if applicable) Enter New Paid Start Date = 09/01/2017 Enter New Paid End Date = 08/31/2018 Click Save when complete. Once all selection and change options are complete, click the Save and Process button. Note: If you are not ready to run the process, you can click the Save button. The template will then be stored for use in the future. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

20 Select to Preview Data to Process. Review both Views: Positions To Be Changed and Assignments To Be Changed. Check the Only display fields included in the mass change checkbox. Review the positions and the assignments that will be changed. If a displayed position or assignment should not be changed, highlight it and click the Remove Record button. Click the Back button when done reviewing. Click Run the Update to complete the process, or click the Back button to close out of this process without completing the update. Click OK to the following message or click Cancel to prevent the update process. Click Display Report to view a PDF of what was changed by the utility. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

21 Step 5 Review Positions to Verify Accuracy Positions are updated during the budget process to reflect known data at the time of budget. Review positions to verify correct position terms and defaulting payroll information. Menu: Web HR, Employee Administration, Employee Management, Position Control Change Views to Position Control to view all positions. You can view or edit position control data in one of two ways: 1) Expand a position and the sections within it to view details of a positon. Click the Edit links to edit the information on a position. 2) Highlight a Position. Then, click the View Pos Ctrl or Edit Pos Ctrl button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

22 Note: When you edit position data and click Save, the following update option screen is displayed. Make sure you select Do NOT update any information on the Assignments. You can also check the additional Option Remember my Update Assignment selections for THIS edit session. If this box is checked, you will not see this option until you close this session. Position Control Position Details Tab Calendar days and hours reflect a 1 FTE. Salary method should be most commonly used option as it defaults on an assignment (salary amount, hourly pay amount, or matrix). If Salary Amount or Hourly Pay Amount is the method, the salary/hourly amount can be blank, unless the position has a most commonly used amount. If Matrix is the method, the most commonly used matrix can be selected. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

23 Position Control Payroll Information Tab Pay Code and Pay Freq can be most commonly used codes for this type of position so that it defaults on an assignment. Paid Start and Paid End dates can be most commonly used dates for this type of position so that it defaults on an assignment (first day of the first payment month and last day of the last payment month). Account Distribution can be most commonly used account number(s) totaling 100% so that it defaults on an assignment. Position Control Breakdown Tab (all fields optional) Assignment Breakdown can be most commonly used breakdown for this type of position so that it defaults on an assignment. Refer to the EM/SN Position/Assignment Samples in Payroll Manual for detailed information regarding specific types of positions. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

24 Step 6 Review and Update Employee Assignments Assignment information reflects data known at the time of budget. Edit and review assignments as needed to ensure all data is accurate for payroll. There are seven parts to every assignment Assignment Details, Salary Information, Payroll Information, Additional Pay Codes, Breakdown, Add-ons, and Ded/Ben Information (In EM only used for Benefit FTE field). In EM you can view/edit assignment data two different ways: 1) From the Position Control screen. You can access assignments for the selected position. Menu: Web HR, Employee Administration, Employee Management, Position Control Expand a position and expand the Staff Assignments section to view assignments attached to the position. 2) From the Assignment screen. Menu: Web HR, Employee Administration, Employee Management, Assignments Use the buttons on the right side of the screen to add/view/edit/delete/clone assignmetns, or expand an assignement to view the assignment information. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

25 Assignment Assignment Details Tab Assign date is on or before employee s work start date. Assignment Salary Information Tab Calendar, work start and end dates, days and hours reflect employee s work schedule. If base assignment, FTE is correct (employee s hrs/day in relation to the calendars default hrs/day). If base assignment, Calc FTE is correct (employee s total hours in relation to the Position s 1 FTE total hours). Calc FTE is what is reported to OSPI as FTE. If using hourly or contract matrix, Place Tracker should accurately reflect employee s spot on the matrix. Per Diem Contract and Calculated Contract amounts are correct for payroll. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

26 Assignment Payroll Information Tab Pay Code is correct for new year contract or non-contract type payment. Pay start and end dates are correct (may be blank for timesheet assignments). Account Distribution account numbers and percentages are correct. If less than twelve months of payments, appropriate pay frequency or pay frequency override is used. Use of this is determined by your district s EM configuration setup. Calculated per pay period amount is correct for actual monthly payment. Assignment Additional Pay Codes Tab (Optional) New assignment tab, released in March 2017 (DF117 release). Mainly used to handle multiple pay codes for hourly, daily and entered amounts. Previously, assignments could only have three additional pay codes, which included one for hourly, one for daily, and one for overtime. Users may now set the frequency code for each additional pay code as well as the factor for hourly and daily pay codes. Entered amounts default to a factor of 1, but can have any amount entered. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

27 Assignment Breakdown Tab SPI assignment breakdown data is correct Account codes and percentage totals match Payroll Information tab account codes and percentages. Note: If assignment breakdown data balances to payroll distribution accounts and percentage totals, the Update Account Distribution option is desensitized. If this option is sensitized and selected, it will override the current payroll accounts/distribution data by moving the assignment breakdown data to payroll. Use this option with caution. Assignment Add-ons Tab If the assignment has add-on salary information, verify that data is accurate. Assignment Ded/Ben Information Verify Benefit FTE is correct for base assignments and zero for non-base assignments. Refer to the EM/SN Position/Assignment Samples in the Payroll Manual for detailed information regarding specific types of positions/assignments. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

28 Step 7 Add New Assignments Assignments may need to be added for new employees or existing employees whose assignments were not budgeted for against their individual profile. In EM you can add new assignments three different ways: 1) From the Position Control screen, you can add a single staff assignment or mass add multiple staff assignments. Menu: Web HR, Employee Administration, Employee Management, Position Control Select the Position Control view. Expand the Position Control you want to add an Assignment to. Click on the Add Staff Assignment link or the Mass Add Staff Assignment link to add new Assignments to this Position Control. 2) From the Assignment screen, you can ADD a staff assignment. Menu: Web HR, Employee Administration, Employee Management, Assignments Click the Add Staff Assign button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

29 Identify the Position, Assignment, and any additional information your district uses. Click the Select button. Select the employee and complete the Assignment Details, Salary Information, Payroll Information, Breakdown, Add-ons, and Ded/Ben Information tabs as needed. 3) From the Assignment screen, you can CLONE an assignment. Menu: Web HR, Employee Administration, Employee Management, Assignments Highlight the name of the assignment you want to clone from. Click the Clone Staff Assign button. Highlight the person you want to clone the assignment to. Click Select. Review the six tabs in Assignment Maintenance and make corrections as needed. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

30 You will receive the following message if you make any changes. Click Yes to continue. You will also receive the following message if you make any changes. Select Yes to the update options message. Then click OK. Note: The cloning feature will clone Assignments within one plan. The feature does not clone Assignments from one plan to another plan. Refer to the EM/SN Position/Assignment Samples in the Payroll Manual for detailed information regarding specific types of positions/assignments. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

31 Step 8 Delete Assignments Your imported data may contain budgeted assignments for employees who are terminating, or for continuing employees who will no longer work a specific assignment. Delete all assignments that will not be paid in the new year. Menu: Web HR, Employee Administration, Employee Management, Assignments Highlight the employee s assignment and click the Delete Staff Assign button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

32 Step 9 Run Audits and Reports to Verify Assignments After all assignments have been updated, run reports to validate data. Run the Assignment Audit process. Menu: Web HR, Employee Management, Plan Processes, Assignment Audit If you want to run a full Audit of both Positions and Assignments, highlight the Skyward Default. This is the recommended method. Click the Process button. If no exceptions exist, the Processing Messages will display that No records were found to process. Having no records to process means there were no issues with the assignments or positions that need to be fixed. Click the Back option to continue to the next step. If exceptions are found, click the Preview Data to Process button. Review exception list carefully to determine that the Assignment Audit is doing the correct fix. Excel the file data if needed for further review. You may highlight an exception and select the Edit button to access and manually edit and correct the record. Click back when done reviewing. You may select to Run the Update to fix exceptions. If not, click the Back option. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

33 Click OK to the message to continue. Remaining exceptions are displayed in the Audit Status screen after the process has completed. Repeat this process until the Number of exceptions remaining are zero. Run the Update Account Dist Mass Utility This utility provides a report that compares data between Assignment payroll account codes and Assignment breakdown account codes. You can run this report to only show your Assignments that have discrepancies. If payroll does not match breakdown, the utility can be run to override the payroll data with the assignment breakdown data, but cannot be run to override assignment breakdown data with payroll data. It is recommended to NOT complete the utility, but to use the report to identify any Assignments that need further review, and then to manually change the information in the Assignment. Menu: Web HR, Employee Administration, Employee Management, Setup, Utilities, Update Account Dist Mass Utility Add or Edit an existing template. Select the September payroll plan. Choose the radio button: Display Assignments Being Changed Only. Click the Save and Process button. If exceptions are not found, then there are no discrepancies between the payroll account codes and the breakdown account codes on your assignments. Click the Back button to continue to the next step. If exceptions are found, click the Preview Data to Process button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

34 This utility produces the following two reports: Exception Report Displays assignments where the utility found errors, but cannot modify data due to incomplete information. Verification Report Displays assignments where the utility found differences and can modify the payroll data to match the assignment breakdown data. Select to Print both the Exceptions and the Verification Report. Select the Back option to return to the utility process. If the utility found changes/errors/exceptions to make, do NOT select to Run the Update. Instead, Back out of the processing screen. Note: Assignments with exceptions should be edited and reviewed on an individual basis to determine the appropriate correction. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

35 Run EM Reports as needed Menu: Web HR, Employee Administration, Employee Management, Reports There are various reports available in Employee Management Reports. Hover over any of the reports to identify what information the report provides. Employee Data Mining You are able to run Employee Data Mining reports on the web or in RDS. You are able to customize and create reports that contain specific information you would like to see based on the working plan selected. Web Menu Path: Web/HR/Employee Administration/Reports/Employee Data Mining RDS Menu Path: HR, Employee Management, Data Mining WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

36 Steps August Payroll Items Step 10 Verify Contract Balances In the August payroll, most of your payroll contract payments end (with the exception of July- June contracts). You should identify potential differences with contract pay record amounts and the contract balance. The reason for a difference in the final month of payroll is due to the monthly pay amount imported from Employee Management. The WESPaC system pays the same amount on the pay record each month as long as it is not greater than the contract balance due. Because of rounding from the original EM calculation, your final payment may not match your contract balance. Run the 1-Employee Contract Balances report. Menu: PaC HR, Profile, Quick Pick Report This is a crystal report which has been loaded into your district s database. The Crystal Report Viewer screen will take a few minutes to display a prompt to run the report. Enter the August period end date in the format yyyy-mm-dd. Click OK. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

37 Print/Review Report data. o Differences are listed in the last column comparing the contract balance amount to the pay record amount. o If a large difference displays, check for CTD Dock amounts caused from unpaid leave taken against contract. Note: Negative differences will not be paid, but will display as a calculate warning. You may choose to correct the pay record amount or not. Positive differences will not be paid unless the pay record amount is adjusted. You may choose to: 1. Use Contract Auto-Calc to automatically change pay record amounts to the amount needed to pay out contract. See step 12, option Manually edit pay record to change amount to equal contract balance (suitable only for small number of records that need correcting). See step 12, option District business practice may be that the district does not correct rounding differences. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

38 Step 11 Process Exception Items for Terminating Employees In the August payroll, you may have some terminating employees who are receiving their final payroll check. Refer to the WESPaC Terminating Employee Worksheet handout. Add terminating employee data as needed for final payroll: Menu: Web HR, Employee, Employee Profile Verify Time Off Setup and Update as needed. Process Time Off Sale for cash outs (Sick, Vacation, and/or Personal leave). Process VEBA Deduction for cash outs going into VEBA III. Update Deductions/Benefits for final payroll. End Insurance Tracking master and plans with appropriate end processing date. Enter a retirement eligibility end date in their retirement member profile. This would be applicable if their end date is the last day of the payroll month and no further payments will be reported to DRS in future payrolls. You can also enter the eligibility end date after the final payroll has been processed. It will be transmitted with the following payroll DRS transmittal even though the employee is not included in the payroll. Update Employee Personnel Information as needed. Add terminating employee data as needed after their final payroll has completed: Update Employee Personnel Information: Inactivate employee, change their employee type code, enter termination date and reason, change building, etc. Inactivate time off setup, Employee Access, security, contracts, and pay records. Remove direct deposit information. Review other check items on Terminating Employee Worksheet as needed. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

39 Step 12 Paying the Final Contract Payment There are two recommended methods to pay off contract balances due at the end of the year. 1. Use Auto-Calc Mass Select option to update the contract pay record amounts. Then, mass select contracts as normal. 2. Adjust pay record amounts individually for final contract payout. 3. Use the Contract Payout select option to force a contract payout. Although this option is still available, it is not the preferred option and is no longer covered in this documentation. Method 1 Auto-Calc Mass Select Option The Auto-Calc Mass Select option, available in the payroll Select process, provides an option to automatically update the selected pay record amounts to correctly pay off the exact remaining balance on the contract. As a result, each time you purge and reselect contract pay records the amount is correct for a payoff and you can proceed with your payroll processing as normal. 1a. Set Contract Pay Codes to accept Auto Calculate. Pay Code must be set to Yes in the Auto-Calc box in order for the Pay Code to be included in this option. When a Pay Code is set to Auto-Calc=Yes, you cannot edit the pay record amount, unless you first check the override box. Menu: Web HR, Payroll, Payroll, Setup, Codes, Pay Codes Identify contract Pay Codes where Auto-Calc = No. Highlight the Pay Code and click the Edit button. Change the Auto-Calc flag to Yes and click the Save button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

40 1b. Set Current Payroll Selection Parameters Menu: PaC HR, Payroll, Current Payroll, Select Enter a Period End Date: 8/31/2017 Edit the current payroll selection parameters to only include contract pay codes: o Select Code Type: Pay, then click Edit. o Select all contract pay codes, (the Auto-Calc will only be run for pay records ending in August). o Click OK. Click OK. 1c. Click the Import button and choose Auto-Calc Mass Select. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

41 Choose Manually enter number of checks remaining radio button. Enter 1 in the field. Contract End Dates should be first and last day of the contract ending month. Update Profile Pay Record with new amount should be left unchecked the first time you run this report. Check to Show all transactions on import report. Print report of all pay records containing differences. Close the report option and select No to continue the import process. Review report carefully: Unexplained differences, other than rounding should be researched before this option is rerun with Update Profile Pay Record with new amount checked. Employees with exceptions will not process because the contract pay record Auto Calc has been overridden. If you have a number of occurrences you may wish to edit those pay records and uncheck the Override Auto-Calc box, otherwise, those pay records will need to be manually adjusted as needed. When you are ready to update pay records with the reported Auto-Calc Amount rerun this import option and check the box to Update Profile Pay Record with new amount. Close the report and select Yes to continue the import process, if you are ready to run the process. This process imports the selected pay records into the payroll select and updates the employee s profile pay record to the Auto-Calc Amount listed on the report. You may then purge this payroll selection and select yes to reset payroll parameters. After the pay records have been automatically updated with the contract balance amount, payroll selections can be processed as normal. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

42 Method 2 Adjust Pay Record Pay records may be manually updated to the contract balance amount as needed. 2a. Edit individual Pay Records as needed. Menu: Web HR, Employee, Employee Profile, Pay Records Tab WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

43 Step 13 Complete Fiscal Year End Encumbrance Process After the August Payroll process is updated, districts that encumber payroll must complete the final fiscal year end encumbrance to liquidate open payroll purchase orders: The Web Payroll Encumbrance is a one step process that Liquidates\Closes prior month Encumbrance POs. The process also opens new current payroll POs. The last Payroll Encumbrance of the year is run in July, when there is one remaining month in the fiscal year. After the July process is run, you still have open Encumbrance POs. To Liquidate\Close these open POs, you will update the processing information and choose the option to Liquidate and close all POs The figures below show an example of encumbrances in August: Complete the last Payroll Encumbrance process for the current fiscal year Menu: Web HR, Payroll, Create Encumbrances, Process Edit your existing Standard payroll encumbrance process. Edit the Process Info and update posting/due dates to 08/31/2017. Click the Save and Back button. Click Back. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

44 Click Liquidate and close All PO s Regardless of Batch Number. Posting Date: 8/31/2017. Click Run. Note: Confirm in the completion or complete print queue that the purchase orders built and open purchase orders equal zero. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

45 Steps September Payroll Items Step 14 Complete Payroll Payables (Optional) The Payroll Payables option allows a district to expense a payroll in a current month, without actually writing the checks until a later month. A common practice for this is final timesheets that should be expended to August 20XX to be included in year end, but are actually being paid in September 20XX. The Payroll Payables process components are as follows: 1. A worksheet is used to enter all of the non-contract payments that are to be expended to one month, but paid in another. This worksheet should be exclusive to the Payroll Payable items. 2. The worksheet is selected into the Payroll Payables Expense Run process. This process updates all of the worksheet expenditure salaries amounts and applied benefits to the posting month designated in the expense run. 3. The Payroll Payables reversal is run to complete reversing entries from the expense run in step 2. This process is posted to the same month as the payroll posting in step The worksheet is then selected into a future month s payroll process through the Import Payroll Payables option. As this payroll is completed, it updates the same expenditure salaries and applied benefits to the payroll posting month. (Step 3 and 4 expenditures become a wash). The result of this process posts the appropriate expenditures and payroll liability to the desired month and clears the liability in the month the payroll is paid. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

46 Create a Payroll Payables Worksheet. Enter all employee non-contract payments that will be paid in September 20XX, but expended in August 20XX. Menu: HR, Payroll, Current Payroll, Payroll Worksheets Click Add. Complete Payroll Worksheet Master options. Click OK. Highlight the Payroll Payables Worksheet and click Entry. Click Selection Parameters. Select all non-contract pay codes that may be part of payroll payables. Click OK to complete the Selection Parameters screen. Click the Build option. Complete all payroll payable entries as needed. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

47 Process the Payroll Payables Expense Run. Menu: HR, Payroll, Payroll Payables Select Payables Expense Run. Click Select. Enter the Period End Date = Last day of posting month. Click Check Date. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

48 Enter Check Date= Date payables will be paid. Check Number, use a lower number than your actual checks (i.e. 1). Verify Posting Date and Retirement Posting Date are to the expending month. Click OK. If this is not the first time this low check number has been use, you must select Yes to continue to use this number. Click OK to complete the Payroll Payable selection parameters screen. Click Import and select Worksheets. Highlight the Payroll Payables Worksheet. Click Select. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

49 Close the Payables Expense Select screen. Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Pre-Verify Run desired pre-verify reports (refer to your payroll checklist). Click Close when complete. Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Calculate Click Calculate Click OK. Click OK to confirm payable expense check data and posting dates. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

50 Click Yes to continue with the duplicate check number. Review Exceptions. Click Close when complete. Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Post Verify Run desired post-verify reports (refer to your payroll checklist). Click Close when complete. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

51 Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Check Register Click OK. Click Run. Print and save desired reports (refer to your payroll checklist). Note: You may wish to save these reports in your year end folder. Click OK to complete. Click Close. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

52 Menu: HR, Payroll, Payroll Payables, Payables Expense Run, Update Click Run. Click OK to complete Payroll Payable expense process. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

53 Process the Payroll Payables Reversal. The Payroll Payables reversal option should be run PRIOR to the payroll run in which the Payroll Payables are actually paid. Menu: HR, Payroll, Payroll Payables Click Payable Reversal. Click Process. Select the Payroll Payables run. Click Select. Click OK. Click OK to confirm processing is complete. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

54 Menu: HR, Payroll, Payroll Payables, Payables Reversal, Post Verify Run desired post verify reports. (Refer to your payroll checklist.) Click Close when complete. Menu: HR, Payroll, Payroll Payables, Payables Reversal, Check Register Click OK. Click Run. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

55 Print and save desired reports (refer to your payroll checklist). Note: You may wish to save these reports in your year end folder. Click OK to complete. Click Close. Menu: HR, Payroll, Payroll Payables, Payables Reversal, Update Click Run. Click OK to complete payable expense process. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

56 Import Payroll Payables into the Current Payroll Selection screen to pay them. In addition to your regular payroll run selections processes (i.e.; mass select and import worksheets), you will import the Payroll Payables to include those entries for payment. CAUTION: Payroll Payables must be imported first. Then, worksheets can be imported and a mass select of contracts can be pulled in. If the Payroll Payables are not imported first, they may disappear. Note: The Payroll Payable worksheet previously created is NOT selected, when importing your normal worksheets. Menu: HR, Payroll, Current Payroll, Select Click Import and select Payroll Payables. Click Yes to continue. Highlight the Payroll Payables run. Click Select. Click OK. Continue your additional payroll selections. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

57 Step 15 Print/Save Employee Profile Report (optional) Before fully paid contract data is purged, some districts choose to retain a printed and/or saved copy of their employee profile data. If your district saves these, choose your Payroll Year End folder to store this report. Note: Although this report is available in the Web, districts usually run this report when they are already working in Pac. Therefore, below are instructions on how to run this report in PaC. Run the Employee Profile Report Menu: HR, Payroll, Reporting, Master Files folder, Employee Profile Report Enter selection parameters to include only employees with contracts that will be purged. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

58 Choose profile data to report -OR- load a previously saved selection by clicking on. Click Print. Review/Verify report information on screen prior to saving and/or printing. Report Sample: WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

59 Step 16 Purge Contracts and Pay Codes Fully Paid on or Before 08/31/2017 Remove paid contracts and their corresponding pay records before importing new year contracts from EM. This is the recommended procedure for clearing out paid data from the prior year before adding new data for the new year s contracts and pay records. You will purge the contract and Pay Codes in this step. Caution: This utility can delete any contract, whether it is fully paid or not. Use date range and filters to carefully select only those contracts you intend to purge. Make sure July-June contracts are excluded from this process. Run Employee Contracts to verify zero balances and print/save report. Menu: PaC HR, Payroll, Reporting, Master Files folder, Employee Contracts Enter Paid End Date Range: blank to: 08/31/2017. The screen display will change to list contracts whose paid start and end dates fall within this range. Note: You can choose to review and purge every contract listed from this date selection, or you can use the Filter option to select only the employee types whose paid contracts run up through August. Review the listed contracts either on screen or Excel the file to verify the correct contracts are listed and the contract balances are zero (or cents if your district chose not to process contract payouts). WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

60 Click the Report option if you wish to save a report file of the contracts you will be purging. Click OK to populate the Selection Parameters screen with PaC filter values. Select Breakdown of Contract Information radio button. Ensure the PaC Selection Parameters pulled in. Click Run. Display, Print and/or Save Contract Report. Close. Purge Contracts Click the Purge button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

61 Note: The date range and filter data from the previous screen does not default here. Use the same date ranges/selection parameters you used for your browse/report. Click on Selection Parameters and select default parameters or update the parameters to match the previous browse screen. Excluding Administrators or Contracts paid 07/01-06/30. Click the Run button. The screen displays all contracts and pay records meeting the date ranges and selection parameters. To remove a contract/pay code from this process, highlight the contract then click Remove. To purge the displayed contracts and corresponding pay records, click Run. Click Yes to the following message: WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

62 Click OK to the following message: The Employee Contracts screen displays with the date ranges and filters previously entered. If you reset the Employee Contract browse screen, the only contracts on file should be the administrator contracts as shown below. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

63 Step 17 Export Assignments from EM into Payroll Note: Before proceeding with this step, verify that steps 1 through 9 are complete. All new employees receiving contracts have employee profiles. All positions are verified. All assignments for new and existing employees are verified. An EM Plan Assignment Audit has been run and contains no errors. EM Reports have been run and verified. Since you purged contracts and pay records in step 16, this import will be to create new Pay Records. There are three steps in this process: 1. Assignment Export: This creates an Assignment Export Report. Review the report carefully to verify all necessary assignments are included in the export. 2. View Assignments Exported: The screen displays a list of exported assignments. Clearing an export date on the assignment payroll screen will remove the assignment from the export file. The report option on this screen compares the export EM assignment to payroll. Run and review all export assignments on this report. New assignments should display as NA in Payroll. Updated assignments will compare to the existing payroll record (pay record monthly payment x pay freq). Recommendation: save this report in your EM import file. 3. Assignment Import to Payroll: Use selection parameters if all exported assignments cannot be imported using the same import options. Choose import options appropriate for the type of assignments being imported. Review Assignment Import report to verify assignments to be imported. Recommendation: save this report in your EM import file. Close report and answer Yes to complete the import process or No if the report is incorrect. The completed process imports the data into the employee s profile pay record and contract record (for contract pay code). It also adds the import date to the assignment payroll screen. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

64 Assignment Export Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, Assignment Export Complete the Assignment Export Process Note: It is very important that you import only base contract assignments first, as the first import will be assigned as the primary pay code. Follow the steps on page 65 for the specific instructions on how to do the first import of base assignments. Once base assignments have been imported into payroll, do another export and/or import for remaining non-base codes. The following steps are general guidelines on how to export and import. Select Process only assignments without an export date. This is blank on newly added or imported EM or SN assignments. The Default Selection Parameters can be used to export all assignments. If you want to exclude selected assignments, add a Selection Parameters template. For example: You may choose to export all pay codes excluding extra-curricular sports contracts that do not begin paying in the fall. Click the Report option to display a list of exceptions and assignments being exported. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

65 Click to View the report and print as needed. Carefully review exceptions that display at the beginning of the report. Review report to ensure any assignments you intended to exclude are not on the report. Close the report. If you are ready to export the assignments on the report, click the Run option. Click the Back option to close the process without completing the export. View Assignments Exported Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, View Assignments Exported A list of the exported assignments displays. Select the Report option. Select Print. Select View Report. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

66 This report displays your exported assignments as compared to the data in payroll. Verify that all contract assignments compare to NA in Payroll when doing the first export of an assignment. Print as needed. Select the Back option on the View Exported Assignments screen. Assignment Import to Payroll Menu: Web HR, Employee Administration, Employee Management, Assignment Export/Payroll Import, Assignment Import to Payroll Review Assignment Export/Payroll Import Ded/Ben Pay Levels Click the button to Set pay levels for ded/bens to be attached to new pay record. Make sure all contract and non-contract pay codes that are imported from EM have the proper ded/ben level set. This controls the deductions and benefits that are applied to new pay records during the import process. This screen should be routinely reviewed as new pay records are added throughout the year will default as blank (all ded/bens will be applied). WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

67 First Time New Contracts Import Process Note: Prior to September, completed Contract/Pay Records are purged from the profile area. The assignments first imported to payroll will automatically be set to the Primary Pay Record. Therefore, you should import only base assignments first. Use the displayed options below to import only new base contract assignments. Selection parameters will default from the last import process. This initial import should normally be set to import only base contract assignments. Click Report. Click Report. Carefully review exceptions that display at the beginning of the report. Print/save as needed. Close the report. To run the import process, click Run. To not complete the import process, click Back. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

68 Updated Contract Import Process You may determine after you have imported an assignment that the data was incorrect and needs to be updated and imported again. Note: When you edit an existing assignment that has already been imported, select Yes to clear the export/import dates. Use the displayed options below to import existing pay code assignments. Selection Parameters will default from the last import process. Use the Selection Parameters to narrow down what assignments you would like to import if you have more assignments with blank import dates than you want to import at this time. Click Report. View Report. To run the import process, click Run. To not complete the import process, click Back. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

69 Import Rate Type Timesheet Pay Records Use the displayed options below to import only non-contract Rate Type pay code assignments. Selection Parameters will default from the last import process. This import should normally be set to include only Rate Type Yes timesheet pay records. Click Report. View Report. To run the import process, click Run. To not complete the import process, click Back. Rate Type pay codes If the assignment salary calculation is based on an hourly rate or hourly matrix, the hourly rate will import into the payroll pay record. If it is based on a salary amount or salary matrix, the imported pay record amount will be blank. An amount can be entered on the imported profile pay record or worksheet entry. The factor is normally set to zero. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

70 Non-Contract/Non-Rate, Stipend Pay Records Import Process Use the displayed options below to import only Non-Contract/Non-Rate Type, Stipend pay code assignments. Selection parameters will default from the last import process. This import should normally be set to include only Contract No, Rate Type No pay records, if exported assignments include a mix of contract and non-contract assignments. Click Report. View Report. To run the import process, click Run. To not complete the import process, click Back. Non Rate Type Pay Codes The imported amount will be the assignment salary amount divided by the number of pays (12 for Pay Freq=M or a designated pay frequency code). The factor is automatically set to 1. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

71 Step 18 Verify Employee Payroll Contract and Pay Records After assignments are imported, you can verify individual employee pay records and contract data in the employee profile or you can run the employee contracts report (same report run in the beginning of step 16, using Paid End date Rage to 08/31/2018). To review individual employees: Menu: Web HR, Employee, Employee Profile, Contracts Tab Review and verify imported contract information. Check Contract Total Amount, Pay Start/Stop Dates and Work Start/Stop Dates. Menu: Web HR, Employee, Employee Profile, Pay Records Tab Add additional pay records for non-contract data as needed. Update additional non-contract pay records on file as needed. Review and verify imported pay record information. Check Monthly Amount, Account Distributions, Paid Start/Stop Dates, and applied Deductions and Benefits. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

72 Step 19 Mass Change New Contracts with LWOP Docking Pay Code Time Off Unpaid Leave transactions allow for the selection of an employee contract. When the contract is selected, the value of the leave hours is automatically calculated and a docking pay record referencing the same distribution accounts and ded/bens is automatically generated. This option requires the contract to have an associated docking pay record. Contract assignments from EM do not import with an associated docking pay record. These can be manually selected on an employee s contract, or there is a utility option to mass add the docking pay record to selected contracts. Menu: PaC HR, Payroll, Reporting Select Employee Contracts. Click Run. Enter Paid Start Date Range 09/01/2017 to 12/31/9999. Enter Paid End Date Range blank to 12/31/9999. Note: You must process this separately for contract pay codes that reference workers compensation codes 613 and 614. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

73 Review the display. At this point it includes all contracts to both 613 and 614 workers compensation codes and non-base contracts. Click the Filters button. Select only base contract pay codes that reference workers compensation code 613. You do not need to select Administrator/July-June base contract codes if the docking pay record was added during the July payroll process. Click OK. Click the Options button. Select Mass Change Associated Dock Pay Codes. Select Yes to load selections from Contract Browse Filter screen. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

74 Click Add to select your available dock pay codes that reference the same WC code as the contracts. Include Blank Dock Pay Codes. Select Run. Note- Help text: Select Yes to continue. Review Dock Pay Exceptions and choose to continue or cancel this option as needed. Repeat this process for base contract pay codes referencing WC code 614. Assign docking pay code LWOP4. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

75 Step 20 Mass Update Hourly Wage Rate The Hourly Wage field, on the WA - General tab in Employee Profile is used in the unemployment reportable wage back out calculation of used leave taken. This should reflect the hourly rate value of the employee s base contract(s). This can be updated manually in the Employee s Profile WA General tab, or it can be mass updated through a utility. Mass Update Hourly Wage Menu: Web HR, Employee, Setup, Utilities, Mass Calculate Hourly Wage Select Contract pay records. Select Blend Rates. Checkbox to Round Hourly Wage to nearest penny is based on district s business practice. Use selection parameters to include all September-August employee types. Click Run. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

76 Select only the base assignment pay codes for the employees who meet your selection parameters. Click Save. Review displayed employees pay codes. To exclude a record from processing, highlight the record, and click Remove. Click Run to continue with the process. Review data to verify New Hourly Rate. If you have verified the new hourly rates, click the Process option to complete the process, otherwise click the Abort Process option to stop this process. If exceptions were not found and the report data is accurate, select OK to Begin the Mass Process. Review the Report. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

77 Step 21 Update Rate Tables for the New Fiscal Year Add new Workers Compensation Rates effective 09/01/2017. Rates are provided per district from the Workers Compensation Trust Cooperative. Menu: Web HR, Payroll, Payroll, Setup, Codes Select Workers Compensation Rate Table. Click Add. Add rates applicable for WC code 613. Add rates applicable for WC code 614. Add 0% rates for WC code 615. Back out of Rate List when complete. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

78 Add new Unemployment Compensation Rate if your rate changes effective 09/01/17. Rates are provided per district from the Unemployment Compensation Cooperative. Menu: RDS, HR, Payroll, Utilities Select Payroll Tables. Click Run. Select Unemployment Compensation Wage. Click Run. Click the Add button. Enter Tax Year 2017 and check the Active flag (uncheck the active flag for any other 2017 records). Enter State = WA00. Enter Maximum Wage = $45, Enter Rate = (provided by cooperative, individual for each district). Click OK. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

79 Step 22 Roll Time Off Year End The Time Off Year End Roll is normally run on the fiscal year for all or most employees. Your district may run this process separately for Administrators in the July payroll process. If so, make sure to exclude those employee types during this process. Guidelines for Roll Process: 1. You should enter time off leave transactions dated on or before 08/31/17 before you process this year end roll. Do not enter any transactions dated on or after 09/01/17 until you have completed the roll process. 2. If your district uses Employee Access Time Off Requests make sure all requests for year are either approved or denied. You can verify this by running the report Unapproved Time Off Requests. Menu: Web HR, Time Off, Time Off-Reports 3. If your district wishes to purge some prior year historical detail, you should complete that before you complete the roll effective 08/31/2017. You will run the Time Off Year End Purge utility twice if your district is purging historical time off detail-once to remove detail, and once to roll. A sample screen to purge detail prior to 08/31/2015 (two years) would be: Menu: Web HR, Time Off, Year End Processing, Time Off Year End Purge 4. Don t forget to do the September Time Off Accrual (if your district does this). However, don t do the September Time Off Accrual until you have completed the roll process. Run the Time Off Year End Roll Caution: No other users should access Employee Profile Time Off when this process is run. Menu: Web HR, Time Off, Year End Processing, Time Off Year End Purge Click the Add option to create a new August Year End Roll or edit and existing template to update. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

80 Enter a Template Description. Enter Roll Over Through Date = 08/31/2017. Enter Anniversary Date range 01/01/ /31/2017. Select to Keep time off detail, summary record is not built. Check to Include inactive time off codes. Enter or choose selection parameters that exclude administrators if they were rolled in July. If rolling time off for all employees now, choose the default Selection Parameters. Click Save and Process. Click the Preview Data to Process button. Note: Preview data will only display if the year-end process will write off any balances. If no balances are adjusted, no report will be provided. Carefully review data as needed. Click Report to view/save/print information. Click the Back option when finished to return to the process options screen. If you are ready to complete the process, click the Run the Update button. Or, click the Back button to close out of the process without purging the data. After you display and close the report, make sure to save the report for your records. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

81 Step 23 Update Time Off Accrual Dates for the New Fiscal Year Accrual Dates can be reused from one year to the next. This process is used to reset the accrual dates status from Updated back to Open and can be done any time after the August Time Off Accruals are run and before the September Accruals are run for the new fiscal year. Update Accrual Dates Menu: Web HR, Time Off, Accrual, Setup, Codes, Accrual Dates Highlight an Accrual Date. Click Edit. Enter the new year accrual date. Click Save. Repeat this process for all past accrual dates. Note: A change to an accrual date automatically changes the Status from Updated to Open. You still must run the accrual process to apply the hours to the employees profiles (see Time Off section in HR Manual for more information). WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

82 Step 24 Update Time Off Calendars Time Off Calendars are used in several areas. They allow you to clone a date range of Time Off transactions. If employees can request time off in Employee Access, the available dates to enter are based on their Time Off calendar. The following process will replace all employee Time Off calendars with the calendar on the highest paid EM assignment in the plan you specify. Update the Employee s Time Off Calendar Menu: Web Product Setup, Employee Access, Configuration, Time Off Date Range Entry Setup Click Run. Select Mass Assign Profile Calendars. Select the new * September Payroll Plan. Click Run. Click on My Print Queue to view the status of the process. Back out of Print Queue. Click Save. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

83 Step 25 Complete Insurance Tracking Changes (optional) If your district uses Insurance Tracking, the following are updates that must be completed for September payroll: 1. If your Insurance Tracking Plan Year runs on the fiscal year you need to roll the plan year and make all necessary updates for new plan data and open enrollment changes. 2. If your plan year does not run on the fiscal year, you still need to add insurance setup for new employees and update employee s benefit FTE that affect the Insurance Tracking calculations. 3. If any of your Insurance Tracking Groups pool insurance benefit calculations in September, you have pool maintenance and calculations to complete. Refer to the Insurance Tracking New Plan Year procedures for detailed instructions. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

84 Step 26 Complete Flex Year End Processing (optional) If your district has dependent care and/or medical reimbursements setup as Flex Plans, and the plans end on the Fiscal Year, you must roll the flex year using either the Roll Flex Year or Clone and Purge Utility in September (The Clone and Purge is the recommended option). Otherwise, wait to run this process until your district s Flex Plan year has ended. Complete Flex Year Clone and Purge Menu: PaC HR, Payroll, Reporting Select Flex Processing, Click Run. Change the year to 2017 Verify the current Flex Setup is- Current Plan Year: 2017 and Next Plan Year: Click Roll and select Clone and Purge. Click Yes to continue. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

85 Edit Employees who elect an annual amount that is different than the prior flex plan year. Highlight the employee. Click Edit. Enter their new elected annual amount. Click on the yellow Info button (next to the employee s name) to manually update the employee s monthly deduction amount, or you can click OK and then use the Calc Deduction button on the prior screen (more instructions on this below). Highlight the employee and click the Calc Ded button. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

86 The calculated amount displays based on the elected amount, the pay frequency and the number of months between the Flex configuration start and end months. If this is correct, click the Update Emp Ded button. The current and new amounts display. Click Update to complete the process. Close the window to return to the PaC Flex Processing screen. Note: Because the deduction code is set to Flex, there is a link between the deduction code and the flex plan setup. The flex plan accumulates and tracks the plan year deductions and will not allow deductions to process that accumulate to more than the annual elected amount. Add Employees who are electing Flex Deductions and did not participate in the prior plan year. Click Add on the Flex Processing screen. Enter/select an employee. Click OK. Select the Flex Deduction Code. Enter the annual Elected Amount. Click OK. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

87 Highlight the employee record on the Flex Processing Browse screen and click the Calc Ded option. Select the Frequency, then click the Calc option. Verify the calculated amount, and then click the Create Emp Ded option. Click the Add option to complete the new deduction record. Click Yes to add the deduction to Pay Records. Check the approprate Pay Records this deduction should be applied to. Click Save. Close the window to return to the Flex Processing Browse screen. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

88 Delete Flex Plan setup for Employees who are no longer electing deductions. Select a flex plan record. Click Delete. Click Yes to delete the record. You must also return to the employees profile and delete the corresponding deduction. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

89 Step 27 September Payroll Processing Additional Payroll Checklist items Review and complete all other input items as part of your monthly payroll checklist. Make sure all new employees are now set to active. Make sure all terminated employees are now set to inactive. Also change their employee type to the terminated type code if that is part of your district s practice. Make sure to process your annual award time off. Run the Accrual if it is not in your monthly payroll checklist. Payroll Selection Process If you ran payroll payables, make sure to import the payables as part of your payroll selection process. Payroll Reports Prior to running saved reports as part of your payroll process, you may choose to setup all of your payroll folders for the new fiscal year and update your wizard to automatically store to the September folder. Payroll Encumbrance You must reset all of your Pay Frequencies for the remaining payments left after September payroll. If you use the encumbrance process for the remaining two payments for Administrators, you will need to set that up as well. Employee Management Payroll Plan(s) At the end of September payroll, you have a minimum of two plans, Administrators/July and September Payroll. Some districts choose to create a new Working Payroll plan and make no further changes to the initial plans. This provides access to a snapshot of assignment data at the start of the year. If your district chooses to create one or more working plans, you should do this as soon as the EM assignment data is finalized for September payroll and before any further changes are made that will be imported for October payroll. 1. Add a new plan. 2. Import the September payroll plan and July Administrator plan with wide open selection parameters. 3. Check the Export CEDARS flag on your working plans. Uncheck the Export CEDARS flag on any previous plans. 4. Use the utility Mass Change Position and Assignments with wide open selections to put an export/import date on all assignments (use the date you created the new plan). WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page

90 October Payroll Items Step 28 Close the Payroll Fiscal Year Closing the fiscal year in HR is done only after all transactions, including the payroll and payables reversals are complete. It must be done before an October dated calculate can be processed, but after September payroll is completed. Close the Payroll Fiscal Year Menu: PaC HR, Payroll, Year End Select Close Fiscal Year. Click Run. Select Yes to close fiscal year. Check to Capture Fiscal Year Benefits/TSA Deductions. Enter Record Date 08/31/2017. Click OK. Click Yes to close the fiscal year. Click OK to confirm Fiscal Year Closed. WESPaC Doc/HR/17-18 SEPT PAYROLL NCESD 7/31/2017 Page