Country Pack: U.S.A. Version 1.2 SP-CP-USA-UG R001.02

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1 Version 1.2 SP-CP-USA-UG R001.02

2 Sage All rights reserved. This document contains information proprietary to Sage and may not be reproduced, disclosed, or used in whole or in part without the written permission of Sage. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Sage takes care to ensure that the information in this document is accurate, but Sage does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Sage, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Sage as set out in the contract existing between us. This document may contain screenshots captured from a standard Sage system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. SP-CP-USA-UG R Sage

3 Contents Contents 4 5 Additional Fields Used in the Reports 8 HIPAA 834 Benefits 10 Resources 10 Index 11 Sage

4 The Sage People Country Pack for the U.S.A. leverages the information held on Sage People to ease statutory reporting and data transfer requirements. The Pack integrates with Sage People HCM and Sage People Payflow and includes: Equal Employment Opportunity Commission reports. Occupational Safety & Health Administration reports. Veterans' Employment and Training service reports for Federal contractors. A generic HIPAA 834 file configuration for Payflow, To implement the Country Pack: 1. Check that your org has HCM version 9.25 or later installed. If you want to use the generic HIPAA 834 file configuration for Payflow, check that your org has Payflow version 9.15 or later installed. 2. Install the Country Pack - USA package in your org. This adds the reports and all necessary fields. 3. To use the generic HIPAA 834 file configuration for Payflow, follow the instructions in HIPAA 834 Benefits (see page 10). Sage

5 Sage People provides a selection of pre-formatted reports to help meet common U.S. requirements including: Equal opportunities reporting, in line with legislation enforced by the Equal Employment Opportunity Commission. These are the EEO reports. Safety and health at work reporting, in line with legislation enforced by the Occupational Safety & Health Administration. These are the OSHA reports. Federal contractor reporting for veterans, in line with legislation enforced by the Department of Labor Veterans' Employment and Training service (VETS) and the Office of Federal Contractor Compliance Programs (OFCCP). These are the Vet reports. To access the reports: 1. In HCM, select the Reports tab. 2. In the list of Folders, select US Compliance Reports. Sage People displays the list of available reports: Sage

6 Report EEO-1 Description The Employer Information Report EEO-1 is required annually by the U.S. Equal Employment Opportunity Commission's EEO-1 Joint Reporting Committee. Job Category must comply with one of the ten EEO-1 Survey Job Categories. See the 2010 Job Classification Guide, available from the EEOC website ( which maps SOC and Census Job Codes and Titles to the Survey Job Categories. Sage People enables you to generate the report in CSV format for submission to the EEOC. If you are using CSV format: A separate form enables you to enter company specific information. EEO-1 Summary EEO-4 EEO-4 Temporary EEO-4 New Hires OSHA 101 Accident Profile OSHA 200 Detail Log OSHA 300 Incident Log OSHA 300A Summary OSHA 301 Incident Analysis Vet 100 Detail List For multi-establishment organizations, data is ordered by Work Location and concatenated into a single report to comply with Consolidated Report (Status 2). The State and Local Government Report is collected in odd-numbered years and must be filed by State and local governments with 15 or more employees. EEO-4 contains ethnicity and salary data for full time employees. For full EEOC EEO-4 compliance you must also supply the data produced by EEO-4 Temporary and EEO-4 New Hires EEO-4 ethnicity data for non-full time employees. Contributes to the full EEOC EEO-4 report along with EEO-4 New Hires. Salary data is not required. EEO-4 ethnicity data for employees starting in the current fiscal year. Contributes to the full EEOC EEO-4 report along with EEO-4 Temporary. Salary data is not required. Information contributing to OSHA Form 101 Employer's First Report of Injury or Fatality. Form 101, while still in use, has been largely superseded by OSHA Form 301 OSHA 101 was required for all injuries resulting in death or five or more days of total or partial incapacity from earning wages. The form includes employee and employer information as well as information about the incident. Information contributing to OSHA Form 200, a combined detail and summary form for reporting work related fatalities, injuries, and illnesses. Now replaced by forms 300 and 300A. Information contributing to OSHA Form 300 Log of Work-Related Injuries and Illnesses. OSHA 300 provides a record of every work-related death and every work related injury or illness involving loss of consciousness, restricted work activity or job transfer, days off work, or medical treatment beyond first aid. Information contributing to OSHA Form 300A Summary of Work-Related Injuries and Illnesses. OSHA 300A provides a summary by calendar year of incidents logged on Form 300, giving total numbers of cases by type, days lost, and injury or illness type. Information contributing to OSHA Form 301 Incident Report, one of which (or an equivalent) must be completed for each injury or illness entered on the OSHA 300 Log. Information contributing to the Federal Contractor Veterans' Employment Report VETS-100 comprising the number of employees in each of the defined categories of veteran, by job category. VETS-100 relates to covered contracts entered into before December 1, You must also supply the data produced by Vet 100 Detail List New Hires. Sage

7 Report Vet 100 Detail List New Hires Vet 100A Detail List Vet 100A New Hires Description Information contributing to the Federal Contractor Veterans' Employment Report VETS-100 comprising the number of new hires from the last 12 months in each of the defined categories of veteran, by job category. You must also supply the data produced by Vet 100 Detail List. Information contributing to the Federal Contractor Veterans' Employment Report VETS-100A comprising the number of employees in each of the defined categories of veteran, by job category. VETS-100A relates to covered contracts entered into or modified after December 1, You must also supply the data produced by Vet 100A Detail List New Hires. Information contributing to the Federal Contractor Veterans' Employment Report VETS-100A comprising the number of new hires from the last 12 months in each of the defined categories of veteran, by job category. You must also supply the data produced by Vet 100A Detail List. Sage

8 Additional Fields Used in the Reports This section lists the fields added to Sage People to meet the needs of the Country Pack. Ensure that these fields contain data that can be used when the reports are generated. Company Details Visualforce page This page is displayed for completion when you choose to generate the EEO-1 report in CSV format. Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields. Default Field Label Field Label Override Field Type At Least 100 Employees in Payroll Company Number Text (255) Date(s) of Payroll Period Used Number (16,0) Dun & Bradstreet Number Text (255) Is Company Affiliated? NAICS Code Number (18,0) Question C3 Was An EEO-1 Report Filed Last Year? Employment Record Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields. Default Field Label Field Label Override Field Type A Year Ago Today Armed Forces Service Medal Veteran Disabled Veteran Ethnicity Gender Has Left Job Category Other Protected Veteran Recently Separated Veteran Special Disabled Veteran Vietnam Era Veteran Formula (Date) Picklist Formula (Text) Formula () Picklist Sage

9 Incident Report Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields. Default Field Label Field Label Override Field Type Address Of Physician / Hospital Text Area (255) Classify The Case Date Of Death Picklist Date Harming Object Or Substance Long Text Area (32768) Injury Illness Description Long Text Area (32768) On Job Transfer Or Restrictions Text (100) OSHA Case Number Text (100) Time Employee Began Work Time Of Event Treatment Location Away From Worksite Type Of Illness (OSHA) Date/Time Date/Time Text Area (255) Picklist What Happened Long Text Area (32768) What Was The Employee Doing Just Before Long Text Area (32768) Work Location Object Default Field Label State Abbreviation Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields. Field Type Picklist Status Code Number (1,0) Unit Name Text (18) Unit Number Text (18) Sage

10 HIPAA 834 Benefits HIPAA 834 Benefits The U.S. HIPAA EDI Benefit Enrollment and Maintenance Set (834) is a standard defining the requirements for electronic data transfer between employers, unions, agencies or associations and healthcare organizations that pay claims or administer insurance. The healthcare organizations are known as payers. The Set covers member enrollment information such as benefits, subscription details, and demographics, and is typically used for health plan enrollment, changes, and termination of membership. Sage People provides a generic HIPAA 834 file configuration for Payflow, enabling you to build a data feed for a healthcare insurance provider that conforms to the 834 standard. The 834 standard comprises a number of mandatory fields but also allows flexibility in implementation, in part to enable conformity with the requirements of individual States. The generic configuration is intended to ease and accelerate building 834 compliant feeds, but it is not usable without further configuration - there is no single definition of the complete 834 standard that can be implemented without some modification. For each feed you need to: Read the payer's (carrier's) implementation notes for their variant of the 834 standard. Build the data mapping to conform to the details of the implementation. Amend the Header and Footer content to match the requirements of the payer Build and test the link to the payer. Resources Payflow 9.08 or later. Includes the necessary support for 834 Benefits. Earlier versions of Payflow do not support the standard. ASCX12 Benefit Enrollment and Maintenance (834) Consolidated Guide The implementation guide with a full definition of the standard, published by the Accredited Standards Committee X12 of the American National Standards Institute. The definitive reference guide to the 834 standard. Available to buy from: Generic 834 Format File.fs The Payflow configuration file containing the 834 format. Import this file into Payflow to create the Generic 834 Format Payflow Service. The default Service includes: o A Generic834 text Download File. You must edit the Header and Footer content to match the requirements of the carrier. o Outline mapping for 834 Format Segment IDs to HCM Fields. You must edit the mapping to match the requirements of the carrier. EDINotepad or similar application. The Express version is free and enables rendering, editing, and syntax validation of 834 format files. Available to download from: Sage

11 Index A Additional Fields Used in the Reports - 8 C Country Pack U.S.A. - 4 H HIPAA 834 Benefits - 4, 10 P Pre-formatted Reports For U.S. Compliance - 5 R Resources - 10 Sage