Total Compensation and Salary Notifications in ESS Munis: Payroll

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1 [MU-HR-13-B] Total Compensation and Salary Notifications in ESS Munis: Payroll CLASS DESCRIPTION In this class we will review two important tools to help Munis Payroll users track employee compensation: the Total Compensation Report and Employee Salary Notifications. We will go over how to run a Total Compensation Report to report on employee pay and benefits internally and in ESS. We will then review the Salary Notifications program, including setting up ESS Forms, generating records, and posting to ESS. We will also look at ways to use the Salary Notifications program to maintain a record of an employee s salary history, as well as the different options provided by the Real time Salary Notification setting. TOTAL COMPENSATION Overview The Total Compensation Report uses employee accumulator and employee deduction data to provide a comprehensive summary of employee pay and benefit information. Reports can be generated directly from the program, and can be sorted by employee number, employee name, or employee location. Compensation data can also be exported to excel if custom reporting is desired. One of the most useful features of the Total Compensation Report is that it interacts with Munis Employee Self Service (ESS/MSS). This allows employees to view their Total Compensation summary online. To open the Total Compensation Report from the Munis main menu, navigate to: Human Resources/Payroll > Human Resources > Benefits Administration> Total Compensation Report Preliminary Setup: USER PERMISSIONS To access the Total Compensation Report, Munis users will need to be assigned proper role permissions. Menu access to the program is established in Munis Role Maintenance. From the Munis main menu, navigate to: System Administration Security Roles In Role Maintenance locate the role that should be granted menu access and open the Menu Security tab. Select Human Resources/Payroll and use the Forward command to navigate to the Benefits

2 Administration menu. Choose Edit, select the Access checkbox next to Total Compensation Report, and Accept the changes. Users can be assigned to this role through the User Attributes program (available on the Munis menu through System Administration Security Roles). Affected users will need to close and re-open Munis to make the Total Compensation program visible on the menu. RELATED PROGRAMS The Total Compensation Report draws upon the information stored in Employee Accumulators and Employee Deductions. To obtain an overview of these programs, refer to existing documentation (such as Adding Employee Deductions, available on the Munis KnowledgeBase, and the Employee Accumulators program help). In the examples below, relevant Employee Accumulators and Employee Deductions records will be reviewed. To open the Employee Accumulators program from the Munis main menu, navigate to: Human Resources/Payroll > Payroll > Payroll Administration> Employee Accumulators To open the Employee Deductions program from the Munis main menu, navigate to: Human Resources/Payroll > Payroll > Employee Maintenance> Employee Deductions The Total Compensation Report also interacts with Munis Employee Self Service. For an overview of Munis ESS, refer to the Munis ESS User Guide on the Munis KnowledgeBase. 2

3 The Total Compensation Report The Total Compensation report provides an overview of employee pay and benefits information, and can be used to present compensation details directly to employees through ESS. The report that is generated internally by the program provides a single page report per employee, comprised of four sections. A header includes the employee s full name and address, total income, total employer paid benefits, and total compensation (the sum of income plus benefits). The percentage of the employee s total compensation resulting from pay vs. benefits is printed alongside these totals. The Your Pay section breaks down the employee s year-to-date pay. The Benefits section lists the amounts paid by the employee and the employer for employee benefits, such as health insurance and 401K. This section can optionally include the earnings paid out under accrual pay types, such as vacation or sick pay, if the Accruals as Pays check-box is selected on the Total Compensation main screen. The Benefit Details section prints extra details about the employee s benefits, such as the health insurance carrier and coverage level, or employee limits on the amount paid into flexible spending accounts. Many options are available to the user when running a total Compensation Report, allowing users to customize the report as desired. These options will be reviewed below. STEP 1: DEFINING OPTIONS Before executing a compensation report the program s Options tab will need to be defined. On the Munis menu bar, choose Define to begin entering options. 3

4 The Execute this report field can be used in conjunction with the Munis Scheduler to allow users to run a compensation report at a time of their choosing. To run the report immediately, set this field to Now. The Year field allows the user to specify what year the program will report on. The options are specify, in which case the year to be reported on should be entered into the next field; current, which will autofill the next field with the active year; and previous, which will autofill the next field with the previous year. Period allows the user to report on either calendar year or fiscal year accumulators. The Sort option determines the order in which data will be presented in the report: either by employee number, employee name, location, employee number, or location, employee name. The Accruals as Earnings check box provides the option to count accrual pay accumulators (such as vacation or sick pay) as earnings as well as benefits. If this option is selected, the amount paid under accrual pay types will be included in the annual income amount as well as in the employer paid benefits amount. Use the Location, Group/BU, and Organization ranges to determine which employees will be included in the report. The Exclude section allows up to three ranges of deduction codes to be excluded from the Benefits total amount (for instance, direct deposit deductions). To exclude all deductions, enter 1000 to 9999 in the boxes; to include all deductions, leave all boxes blank. The program automatically excludes deduction codes (federal income tax, state income tax, and local income tax) so these ranges do not need to be entered in this section. 4

5 STEP 2: DEFINING BENEFIT RANGES Once the Options tab has been defined the Benefit Ranges tab should be filled out. This screen controls the information that prints in the Benefit Details section of the total compensation report. The report labels describing each benefit range can be edited as desired. If a Medical range is defined, insurance carrier and coverage information will print on the compensation report for deductions in the defined range. The insurance information is pulled from the Health Insurance tab of the Employee Deductions program. Similarly, insurance carrier and coverage information will print for deductions in the Dental range. The employee limit listed on the relevant Employee Deductions record will print for deductions that fall in the Health Flex and/or Dependent Flex benefit ranges. The employee insurance amount from the Insurance tab of Employee Deductions will print for deductions that fall in the Life Insurance, AD&D Insurance, Optional Life Insurance, and/or Optional AD&D Insurance benefits ranges. The employer factor from the Insurance tab of Employee Deductions will print for deductions that fall in the Long Term Disability and/or Short Term Disability benefits ranges. The employee amount/percent from Employee Deductions will print for deductions that fall in the Retirement benefit range. EXECUTING THE REPORT Once the report options have been defined, the report can be viewed, saved, or exported to excel by using the Munis menu bar commands. The example below presents the report output for a single 5

6 employee, and includes some of the relevant records from Employee Accumulators and Employee Deductions to demonstrate where the report selects from. Example 1 In this example, a 2016 calendar year-to-date compensation report will be generated for Finance department employees. These employees are all assigned to location 135 in Munis. Before running the report, the report options and any desired benefit ranges for which to print details need to be defined. As shown below, this report will print current year (2016) calendar year-to-date compensation totals. The report will only include employees in location 135, sorted by name. Deductions (garnishments) and (direct deposit deductions) will be excluded, and the report will not include accruals as earnings. 6

7 On the Benefit Ranges tab we have chosen to print medical, life insurance, and retirement details. Once the options have been defined, choose to print, display, or save the report. Fourteen employees were included in this example report, including employee 108, Anne A Payne. Anne s current pay and benefit totals were selected from her yearly accumulators, shown below in the Employee Accumulators program. Note that deduction 3000 (FIT) and 4000 (SIT) totals were excluded from the compensation report, even though these ranges were not explicitly excluded on the report define screen. 7

8 The information that printed in the Benefit Details section came from her Employee Deductions records. 8

9 Example 2: the Accruals as Earnings option This example will demonstrate the Accruals as Earnings option. In example 1 above this option was left un-checked, which generated the report output for employee 104, Joseph D. Amato, shown below. With Accruals as Earnings un-checked, Joseph s total year-to-date compensation of $4, is split 74%- 26% between paid income and employer paid benefits. Next, the report was re-run with the Accruals as Earnings option selected. Note that an additional benefit line printed on the report for sick pay in the amount of $119.03, and that his total compensation amount increased accordingly ($4, $ = $ ). The pay/benefit percentages have also been adjusted to reflect the higher employer paid benefits total. 9

10 TOTAL COMPENSATION AND MUNIS EMPLOYEE SELF SERVICE One of the greatest benefits of the Total Compensation Report is that it provides the option for employees to view their total compensation summary online through Employee Self Service. To enable this functionality, the proper settings must be established in Munis. First, the Total Compensation page must be made visible in ESS. To do so, log into ESS as an administrator and navigate to the Administration tab. Choose Employee Administration, then select Application Administration. On the following screen, select the check box next to Display total compensation. 10

11 Next, return to the Total Compensation Report program, and select the ESS Options command on the Munis menu bar. This will open the ESS Total Compensation Settings window. Define any desired options by choosing Update. By default, compensation year-to-date totals for the current year will display in ESS. If totals from an alternate year print instead, the Override Year and Override Month fields can be defined. o Override Year will specify the year in which the rolling cycle ends. This can be left blank if current year-to-date totals should be used. 11

12 o The Override Month field can be used to specify the month in which the rolling cycle ends. The default is the current month, and this field can also be left blank when it is not needed. Maximum Life specifies the maximum life insurance benefit amount. For most clients this field will be left blank. When desired, the Additional Benefits button can be used to include customized text in the Additional Benefits portion of ESS. Use the Pay/Benefit ranges section to list which pays and deductions should display in ESS. Once the ESS Total Compensation Settings have been established in the Total Compensation Report program, employees are able to view their total compensation information in ESS. If employees are unfamiliar with using ESS, they can refer to the Employee Self Service Overview e-learning session available on the Munis KnowledgeBase. Example 3: Interacting with ESS In this example, the Total Compensation Report output will be compared to the information that displays on an employee s ESS page. Below is the report and ESS output for employee 103, Janice K Soriano. 12

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14 Total Compensation TRS It is worth mentioning briefly that a Total Compensation TRS report is also available on the Munis main menu. This report will break down employee compensation for the entire year. To access the TRS report from the Munis main menu, navigate to: Human Resources/Payroll > Human Resources > Benefits Administration> Total Compensation TRS Before the report can be run successfully, appropriate Tyler reporting services user permissions must be established. This is done by adding the user to the Tyler Reporting Services Views program. From the Munis main menu, navigate to: System Administration > Report Writer > Tyler Reporting Services Views Once the program has opened, add the appropriate User Id and grant permission to access Payroll Reporting Views by selecting the Payroll check box. Note that the User Id must match the User Id saved in the User Attributes program. Once user permission has been established, the Total Compensation TRS report can be run. To execute the report, select the desired Locations to report on from the drop down list, and then choose View Report. 14

15 Each employee will receive his/her own page in the resulting report. The following image summarizes the compensation information for employee 103, Janice K Soriano. 15

16 EMPLOYEE SALARY NOTIFICATIONS Overview The Munis Employee Salary Notifications program allows a site to display salary information to employees through Employee Self Service (ESS). This program can be used to present a raise to a recently promoted employee, display teachers salary contracts prior to the first day of school, or allow new employees to verify their salary information prior to beginning a new position. When employees are notified of their salary information via ESS, they are able to either accept or reject the notification with a comment. Employee Salary Notification records can also be used to maintain a salary history for employees. Alternately, a site may choose to display live salary information to ESS by utilizing the program s real time salary notification setting, which bypasses the need to create notification records. Many sites choose to do both of these things; they take a historical stamp of salary information by creating a salary notification record for an employee to validate through ESS for example, after an annual review or promotion then display salary information in real time throughout the rest of the year. Employee salary notifications primarily draw upon the information stored in the Employee Master and Employee Job/Salary programs. The Employee Salary Notifications program is not part of the salary modification process; if salary updates are required, they must be completed through the usual channels, such as in Employee Job/Salary or using Mass Salary Change. The following sections will present an overview of the Salary Notifications process, including setting up ESS Forms, generating records, and posting notifications to ESS. They will also explore the different ways the Employee Salary Notifications program can be used to maintain an employee s salary history, as well as the different options provided by the real time Salary Notification setting. To open Employee Salary Notifications from the Munis main menu, navigate to: Human Resources/Payroll > Human Resources > Employee Job/Pay Classification> Employee Salary Notifications Preliminary Setup: USER PERMISSIONS Users will need to be assigned proper role permissions in order to access Employee Salary Notifications. Menu access to the program is established in Munis Role Maintenance. From the Munis main menu, navigate to: System Administration Security Roles In Role Maintenance, find the role that needs menu access and open the Menu Security tab. Select Human Resources/Payroll, and use the Forward command Job/Pay Classification menu. Choose Edit to navigate to the Employee, select the Access checkbox next to Employee Salary Notifications, and Accept the changes. 16

17 Users can be assigned to the designated role through the User Attributes program (available on the Munis menu through System Administration Security Roles). Affected users will need to close and re-open Munis to make the Mass Salary Change program visible on the menu. Next, the Salary Notifications page must be made visible in Munis Employee Self Service. To do so, log into ESS as an administrator and navigate to the Administration tab. Choose Employee Administration, then select Application Administration. 17

18 On the following screen select the check box next to Allow access to Salary Notification. The Salary Notification Process STEP 1: CREATING FORMS The first step in the salary notification process is to create a salary notification form. A notification form defines what information will be presented on the ESS screen. To create or update a salary notification form, select the Forms command from the Munis menu bar of the Employee Salary Notifications program: This will open the Employee Salary Notification Forms screen, where forms can be added, updated, and deleted as desired. The Duplicate command allows users to create new forms that are similar to existing ones. 18

19 After choosing Add, Update, or Duplicate, define all screen fields as desired. The Form field holds the form identifier code (up to four alpha-numeric characters). The Description field describes the form in up to 30 characters. The three Text commands will open an editor window where the user can enter custom text they wish to display to ESS. The Field/Label section of the screen can be edited to include whatever salary information should be printed in ESS. The field labels can be updated if Munis terminology is unfamiliar to employees. Over sixty data fields are available for display, including all of the fields located on the Employee Salary Notification program s main screen. A few specialty fields are available as well: o o FEED, for employee feedback, allows an employee to approve or reject the salary notification and enter a comment. HEAD can be used to include a page header. If this field is added the text entered in the corresponding label will display in ESS. 19

20 o TXT1, TXT2, and TXT3 allow the information stored in the Text 1, Text 2, and Text 3 editor windows to display. Salary notifications example 1, part 1: creating a form In this example an organization has recently issued a raise to all finance department employees and wants to spread the good news through ESS Salary Notifications. The organization wants to include the employees grade and step, hourly rate, base salary, any additional pays, and their total salary amount on the salary notification. The first step in this process is to establish a notification form. To create the form, navigate to the Employee Salary Notification Forms screen and select Add from the Munis menu bar. Enter a form code and description, and then hit the Tab key or choose Accept to enter the Field/Label section of the screen. Input the desired fields, and then choose Accept to save the new form. In addition to the data mentioned above, this example form will also include a header and a feedback textbox. STEP 2: CREATING RECORDS Once all desired forms have been added the next step is to create the Employee Salary Notification records that will post to ESS. Records can be added manually using the Add button or created using the Generate command. The records may also be manually updated if adjustments are required before displaying the data to ESS; it is important to keep in mind, however, that salary adjustments made in the Notifications program will not be reflected on the Employee s Job/Salary record or in a payroll. If true salary changes are required, this action must be completed through the proper channels (in Employee Job/Salary, in the Salary Tables, through Mass Salary Changes, etc.). 20

21 To generate a set of notifications, choose the Generate option on the Munis menu bar. This will open the Salary Notification Generate window. Select Define to begin entering generate criteria. The first two sections of the generate screen allow the user to isolate a set of employees for which to generate notifications. Only active employees will be included. The Location, Job Class, Group/BU, and Org ranges refer to the information stored in the Employee Master program. To include all employees, leave the default value of blank to ZZZZ in these ranges. The Pay Types range determines which base pays should be included in the generate process. Notifications will only be generated for employees who have a base pay within the defined range 21

22 (specified in the Employee Job/Salary program). The default values are 1 to 999, which includes all pay types. It is possible to generate a notification for a single employee by entering their employee number in the Emp field. Generate notifications for recent hires by entering a date in the Hired After field. The User Defined section can be used to narrow the generate set to employees assigned to a particular user-defined category. User-defined categories are linked to employees using the Employee User Defined Fields program (Human Resources/Payroll > Human Resources > Employee Job/Pay Classification> Employee User Defined Fields). When a user-defined code is included in the generate criteria, the Code, Date, and Value ranges should also be specified. Leave the User Defined field blank to omit user-defined criteria restrictions. The rest of the Generate screen determines how the salary notification is assembled. The five Additional Pay ranges can be used if any non-base pay types should be included in the employees total salary. Pays in these ranges will populate the Additional Pays section on the Salary tab of the notification. The fiscal year and day type fields are used to select the number of calendar days that will be supplied to the Calendar/Other tab of the notification. The calendar days will be used to calculate the Actual salary amount on the Salary tab as well (equal to calendar days times the daily rate of pay). Note that this will only affect employees who are linked to a calendar in the Employee Job/Salary program. Accrual type is used to determine the number of non-duty days on the Calendar/Other tab of the notification. This information is supplied from the related Employee Accrual record. Form indicates the notification form that should be used to display the notification in ESS. This is a required field. Enabling the force new notifications check box tells the program to generate a salary notification for an employee even if there is an existing notification for that employee that has not yet been verified. Once the generate screen has been defined as desired, select the Create command on the Munis menu bar to generate the salary notifications. Example 1, part 2: generating notifications The next step in the example that was started above is to generate the salary notifications. All of the finance department employees who have received a raise are assigned to Location 135, so this information can be entered in the Location range of the generate screen; no other restrictions on employee set will be required. Entering pay type 600 (longevity pay) in the Additional Pays section ensures that this pay will be included as an additional pay amount on the salary notification. The fiscal year (2016) and the day type (regular) will be used to identify the appropriate calendar. The number of non-duty days will be selected from accrual 3 personal, and form 002 will be used to display the notification to ESS. Selecting the Force New Notification check box ensures that all employees in 22

23 location 135 will receive a new notification, regardless of whether they have any pending salary notifications. After defining the desired fields, select Accept In this example 14 notifications generated. and then Create to complete the generate process. STEP 3: REVIEWING THE NOTIFICATIONS Once all desired records have been generated they can be reviewed and, if necessary, manually updated from the Employee Salary Notifications main screen. Example 1, part 3: reviewing the notifications During the generate process completed above, a salary notification was generated for employee 106, Rita Rodriquez. Since this record is going to be pushed to ESS it will reviewed below. 23

24 The Position/Job tab displays information copied from the Employee Master and Employee Job/Salary programs. Rita s base pay Employee Job/Salary record is shown below so that it may be compared with the notification (also below). 24

25 After reviewing the position/job information, navigate over to the Salary tab to review the base salary, additional pay amounts, and the employee s total salary. The Annual column displays the salary amount saved on the employee s job/salary record. The Actual column holds a calculated amount found by multiplying the employee s daily rate (from Employee Job/Salary) by the number of calendar work days. The actual salary amounts are only calculated for employee pays that are linked to a calendar in Employee Job/Salary. The Calendar/Other tab displays calendar and service information, and any degrees acquired. When the Fiscal Year and Day Type fields are populated on the generate screen, the Calendar Days, Calendar Start, and Calendar End fields will populate with the data saved on the calendar associated with the employee (if one is defined). Our example employee Rita Rodriquez is linked to calendar MUNICIPAL in Employee Job/Salary. To access the Calendars program from the Munis Main Menu navigate to: Human Resources/Payroll > Human Resources > Personnel Setup > Calendars 25

26 Service years and internal years will populate with data from the Employee Years of Service program, accessed from the Main Menu through: Human Resources/Payroll > Payroll > Employee History > Employee Years of Service Non Duty Days will populate from the Employee Accruals program (Human Resources/Payroll > Payroll > Accrual Processing > Employee Accruals) for whichever accrual type is defined in the Accrual Type field of the generate screen (here, accrual type 3 personal). The resulting Calendar/Other tab of the Salary Notification is shown below. 26

27 The Address tab displays the employee s primary address (saved on their Employer Master record). STEP 4: SET PREFERENCES The final step before posting the salary notifications to ESS is to set the preferences. Choose the Pref command on the Munis menu bar to open the Preferences window. If notification s should sent to employees when the notification is pushed to ESS, update the form and select the Generate s check box. Choose whether to send the to the employee s primary or alternate addresses (or both), and enter the appropriate HR address. Once finished, choose Accept to save any changes. 27

28 Next, select the Text button to open a text editor window. Here, enter the message that should be ed to employees. Use the [*NAME*] tag to address the recipients by name; this tag will be replaced with the employees full name when the is sent. Once finished, choose File Save and then close the preferences window. STEP 5: POSTING TO ESS Once preferences have been established and all records have been reviewed they can be posted to ESS for employee review. Example 1, part 4: posting to ESS To begin the ESS posting process, perform a find from the Employee Salary Notifications main screen to locate the records generated in the previous steps. Once all the records are loaded, select ESS Post on the Munis menu bar. Confirm the action in the resulting pop up window. The Display to ESS box will now be checked for all active records, and affected employees will receive an notification. Alternately, the Display to ESS check box can be manually updated for the records that should be pushed to ESS. 28

29 Now if Rita Rodriquez logs on to ESS, the salary notification will be available for review. Because the notification form included a feedback section, Rita can enter any desired feedback in the available text box and then choose Verify or Review needed. If Rita verifies the notification, the Verified field on her record in the Employee Salary Notifications program will populate. Any feedback she entered will also save to her record. 29

30 Alternately, if Rita believes that the salary data is incorrect, she can select Review needed to alert the HR administrators that they should take another look at her records. Real Time Salary Notifications THE REAL TIME SETTING It is not strictly necessary to go through all of the above steps to create salary notifications in ESS if the real time salary notification setting is used. This setting provides the option to display real time, live Munis data rather than the information stored in the Employee Salary Notifications program. When this setting is Yes, Employee Self Service will display salary data for all employees even if they do not have any records in Employee Salary Notifications. Salary notifications example 2: using the real time setting In this example, an organization wants to display salary information to ESS for all its employees. To accomplish this, they decide to bypass the salary notification record generate process and to simply display live salary information using the real time setting. The first step is to launch the Employee Salary Notifications program and to create a form that will be used to display data to ESS. Because the records will be displayed without corresponding employee notification records, the feedback field cannot be used. Once the desired form has been created, return to the program s main screen and choose Settings from the Munis menu bar to establish the real time notification setting. 30

31 Three real time options are available: N No: choose this option to show standard salary notifications only in ESS (use this setting when creating notifications as described in the preceding sections of this document). V Realtime data after verification: choose this option to show standard notifications until they are verified, then display live data from Employee/Job Salary (etc.) in real time. Y Yes: show real time notifications only. Choose Yes to enable the real time setting, and select the real time form created above. Choose Accept to save the changes, and close the window. Pick an employee at random to test whether the notification successfully displayed to ESS. Here is the Employee Job/Salary record and corresponding ESS Salary Notification for employee , Anthony Acosta. 31

32 USING SALARY NOTIFICATIONS TO PRESERVE A SALARY HISTORY One of the most useful features of the salary notifications process is that it allows a site to maintain a salary history of its employees. An employee can have any number of notification records in the Employee Salary Notifications program, but only the most recent notification will display to ESS. The V Realtime data after verification notification setting allows sites to take advantage of this feature while also being able to display live salary data. A site can take a historical stamp of salary information by creating a salary notification record for example, after an employee s annual review or a promotion then, once the employee verifies the notification in ESS, live salary data will display. Furthermore, any employees that do not have Salary Notification records will still be able to view their live salary data in ESS. Salary notifications example 3: setting V Realtime data after verification To utilize the realtime setting V, select the Settings command from the Munis menu bar and update the Realtime field. The same form that was created during example 2 can still be used. 32

33 To investigate this setting, select an Employee Salary Notifications record that has not yet been verified by the employee. The record below is for employee 134, Judith Wynne. If Judith logs on to ESS, she will be presented with the data that is stored on her notification record; but once she verifies the notification, the ESS screen will re-fresh with live Munis data. To test the setting, Judith s annual pay was increased in Employee Job/Salary from $31, annually to $31,

34 Before the record is verified, ESS displays the data stored on the Employee Salary Notifications record: After the notification is verified, the live data displays: 34

35 CONCLUSION The Total Compensation Report and Employee Salary Notifications programs are useful tools in helping Munis Payroll users track employee compensation. This document presented an overview of the functionality these programs provide; for more information on the Total Compensation Report, Employee Salary Notifications, Munis Employee Self Service, or other related programs refer to the Munis KnowledgeBase. 35