Copyright 2012 Tyler Technologies, Inc. Revised: November 2012

Transcription

1 Oregon User Guide

2 Copyright 2012 Tyler Technologies, Inc. Revised: November 2012 This document applies to Release 3.1 of Tyler Technologies, Inc. Infinite Visions Enterprise Edition software. The data used to illustrate the reports and screens may include names of individuals, companies, brands, and products. All of these names are fictitious; any similarities to actual names are entirely coincidental. Further, any illustrations of report formats or screen images are examples only, and reflect how a typical customer would install and use the product. Infinite Visions is a registered trademark of Tyler Technologies, Inc.

3 Table of Contents C o n t e n t s OEBB Static File... 1 Overview... 2 User Defined Fields Setup... 2 Employee Maintenance Setup... 5 Report Setup... 5 Generate Records... 6 Editing Records... 6 Mass Update Records... 6 Set Addresses To Blank... 7 Reporting... 7 The Grid... 7 OR 132 Report Overview Payroll Setup Deduction Setup Assigning Deduction Leave Plan Setup Generate Records Add Employee Create Adjustment Delete Records Merge Reports Import File Reporting The Grid OR Budget Development Report Overview Budget Development Reporting Checklist Budget Configuration Setup Budget Column Definitions Budget Input Definition Updating Budget Columns Updating YTD Figures to a Budget Column Account Crosswalk Setup

4 Oregon User Guides Editing Account Codes Import Missing Accounts Add Sub Area Element Crosswalk Crosswalk Mask Stored Crosswalk Masks Excel Import Add Sub Area Split Records Adding Records Editing Records Delete All Account Codes Generate Records Add Records Edit Records Delete Records Apply Crosswalk Page Setup Reporting The Grid OR DBI Report...39 Overview DBI Report Checklist Budget Configuration Setup Budget Column Definitions Budget Input Definition Examples Updating Budget Columns Updating YTD Figures to a Budget Column Account Crosswalk Setup Editing Account Codes Import Missing Accounts Adding Records Editing Records Deleting Records Crosswalk Mask Stored Crosswalk Masks Excel Import Apply Stored Crosswalk Masks Split Records Delete All Account Codes Generate Records Add Records Apply Crosswalk Edit Records Import

5 Table of Contents Reporting The Grid OR OQ Report...55 Overview Payroll Setup (Workers Comp) WC Hourly Assessment Deduction Setup Leave Plan Setup Assigning Deduction Payroll Setup (Unemployment) Deduction Setup Assigning Deduction Report Defaults Setup Generate Records Add Employee Delete Record Create Adjustment Schedule B Adjustments Edit Number of Employees Report Amounts Import File Merge Reports Reporting The Grid OQ Schedule B Report OQ Summary Report OR PERS Report...69 Overview Payroll Setup Deduction Setup Assigning Deductions Report Defaults Setup Status Code Update Generating Records Edit Record Wage Code Status Code Last Date Worked Pay Date Work Period Begin/End Date Check Flags Set Flags Set Hours Set Wagecode Add Employee Create Adjustment

6 Oregon User Guides Add Prior Period Adjustment Split Record Update Pay Date on 04 Records Mass Update Records Import Merge Reports Reporting Detail Report Demographic File Unit Contribution Report Mag Media File The Grid OR Staff Collections...87 Overview User Defined Fields Setup Add the following User Defined Fields Payroll/Human Resources Configuration Setup Race/Ethnicity Codes Termination Codes State Position Codes Employee Maintenance Setup Employee Positions and Pay Setup Setup within the OR Staff Collections Report Report Defaults Setup Master Tables Setup Authorization Level Codes Excel Import (Authorization Level Codes) Classroom Types Course Code/Endorsement Crosswalk Import From Excel (Course Code/Endorsement Crosswalk).. 99 Course Codes Import From Excel (Course Codes) DAC Crosswalk Grade Levels HQ Determination Institution Identifier Level of Staff Education Not HQ Title Flags Crosswalk Generate Records Import USID Numbers Contracted Employees Add Contract Position Import Contract Positions from Excel Editing Records

7 Table of Contents Editing Records Adding Records Mass Update Split Records Import From Excel Import Staff Assignments Import Class Size Reporting The Staff Positions Grid The Staff Assignments Grid The Class Size Grid OR TSPC Reports Overview OR TSPC Reports Setup Employee Groups Course Codes Account Proof Records Generate Records Import Records Update TSPC Account IDs Mass Update Export Records Account Record Import Records Update Certificates Valid Items Record Import Records Update Valid Items Subject Master Import Records Update Course Codes Subject Endorsement Cross Reference Import Records OR Workers Compensation Report Overview Workers Compensation Initial Setup Checklist Generating Workers Compensation Reports Checklist Payroll Setup Workers Compensation Deduction Setup TRIA & DTEC Deductions Setup Assigning Deductions Leave Plan Setup Report Defaults Setup Premium Discount Table Generate Records

8 Oregon User Guides Add Employee Add TRIA/DTEC Deduction Record Create Adjustment Report Amounts Reporting Detail Report Summary Report Create Invoice The Grid Troubleshooting

9 S e c t i o n 1 OEBB Static File 1

10 Oregon User Guides Overview The Oregon Educators Benefit Board (OEBB) provides a means of providing health, dental, vision and other benefits for most of Oregon s school district employees. The OEBB Static File is available to assist you in creating the monthly required OEBB Static file to the State. The OR OEBB Static File is located in Payroll Reports Pay Period OEBB Static File. Through Actions the following items are available for selection. Report Setup Generate Records Mass Update Records Set E mail Addresses to Blank Reporting User Defined Fields Setup Setup of the OR OEBB Static File is necessary before the reports can be generated and sent to the State. User Defined Fields must be then be setup in Employee Maintenance. To setup a User Defined Field, go to Security Workflow Configuration User Defined Fields. 1. Add a User Defined Field by clicking on the Add button on the tool bar or right clicking on the grid and selecting Add. 2. In the Information group box, select Type from the drop down menu. 3. Choose the Sequence you would like the item to appear in the User Defined screen. 4. Type in the Name of the field you wish to add. 5. Select the Data Type from the drop down menu. 6. Insert the values for the drop down in the Values field. 7. Indicate if this is a required field. 8. If this is the last field you are adding at this time, place a check mark in the Close this dialog after update check box. 9. Select OK to save the User Defined Field or Cancel to exit without saving the User Defined Field. 2

11 OEBB Static File Add the following User Defined Fields Type Name Employee Maintenance Data Type Employment Type Dropdown Values Notes AS Superintendent The Permanent File Format Process for Education Entities AF Administrator Licensed FT memo from the Oregon Educators Benefit Board identifies AP Administrator Licensed PT NF Administrator Non Licensed these types. FT NP Administrator Non Licensed PT LF LP CF CP DF Licensed Full Time Licensed Part Time Classified Full Time Classified Part Time Confidential Full Time DP Confidential Part Time SL SC EF EP FF FP RS Substitute Licensed Substitute Classified Community College Exempt Non Instructional Full Time Community College Exempt Non Instructional Part Time Community College Faculty Full Time Community College Faculty Part Time Retiree Superintendent RA Retiree Administrator RL RC Retiree Licensed Retiree Classified RD Retiree Confidential RE RI Retiree Community College Exempt Non Instructional Full Time Retiree Community College Exempt Non Instructional Part Time 3

12 Oregon User Guides Medicare Eligible Member Type Dropdown Dropdown Termination Reason Dropdown RF Retiree Community College Faculty Full Time RU Retiree Community College Faculty Part Time Yes No 01 OEA 02 OSEA 03 AFT Oregon 04 Non Represented 21 Retiree OEA 22 Retiree OSEA 23 Retiree AFT Oregon 24 Retiree Non Represented 1 Involuntary Termination (COBRA Subsidy Only) 2 Voluntary Termination (COBRA Subsidy Eligible) 3 Fired/Dismissal Termination (COBRA Subsidy Eligible) 4 Fired/Dismissal Termination (COBRA Eligible Only No Subsidy) 5 Limited Duration Contract Termination (COBRA Subsidy Eligible) 6 Limited Duration Contract Termination (COBRA Eligible Only No Subsidy) 7 Reduction in Hours Termination (COBRA Eligible Only No Subsidy) 4

13 OEBB Static File School District Text Employee Number Coverage End DateDate This is an optional field. The employee ID will populate from the State ID or Employee ID as defined in the Report Defaults if this User Defined Field is not created. This is an optional field. If you opt to create this User Defined Field, the end date must be the end of the month or an error will be received from OEBB. If you opt to not create this User Defined Field, the report will use the last day of the termination month. Employee Maintenance Setup After the User Defined Fields have been setup, they must be assigned to employees. To assign the User Defined Fields, go to Payroll Employees Employee Maintenance. Filter the grid for the employee to which you wish to add information into the User Defined Fields. Double click on the record. The Edit Employee Master screen displays. Go to Actions User Defined Fields. The User Defined Fields screen displays. Select or enter the appropriate information in Medicare Eligible, Employment Type, Member Type, Termination Reason, School District Employee Number, and/or Coverage End Date. Select OK to save the information or Cancel to exit without saving. The Edit Employee Master screen re displays. Select OK to save or Cancel to exit without saving. Continue editing employee records until all desired information has been added. Report Setup After User Defined Fields have been setup and assigned to employees, the report defaults must be setup. To setup report defaults, go to Payroll Reports Pay Period OEBB Static File. From the Actions menu, select the Report Setup option. The system displays the Oregon OEBB Defaults screen. Complete the four digit ODE Institution Identifier. Select the School District Employee Number, Employment Type, Member Type, Medicare Eligible, Termination Reason Codes, and Coverage End Date from the drop down menus. If you wish to compute the report based on position hours, place a check mark in the Compute Pay Based on Position Hours check box. Select OK to save changes or Cancel to exit. 5

14 Oregon User Guides Generate Records After the report has been setup, records can be generated. The report will roll all positions with the same salary type and salary effective date. Only positions with a rank of Primary will pull into the grid. If you selected Compute Pay Based on Position Hours in Actions Report Defaults, the records will generate based on position hours. To generate records, go to Payroll Reports Pay Period OEBB Static File. From the Actions menu, select the Generate Records option. The system displays the Oregon OEBB Report screen. Complete the From Date and To Date fields by either entering in the desired dates or by selecting the date from the drop down menu. Enter the Report Name in the text box. Select OK to generate records or Cancel to exit without generating records. For employees with two Primary positions with different Salary Types or different Salary Effective Dates, there will be more than one record displayed in the grid. Determination will need to be made on how to report these employees. Editing Records To edit a record, select the record with which you wish to edit, and double click. The Edit Oregon OEBB Report screen displays. Verify the Name of the record you are editing and then edit the desired information. When you are finished editing the record, select OK to save or Cancel to exit without saving the record. The grid is re displayed with the edited record. Mass Update Records There may be a time when you need to update all of the records in the grid. To mass update records, go to Payroll Reports Pay Period OR OEBB Static File. Select a Report Name and Apply Selection. Filter the grid for the records with which you wish to mass update. Go to Actions Mass Update Records. The Edit Oregon OEBB Report Mass Update screen displays. Select the items you wish to mass update by placing a check mark in the appropriate check box and then either selecting the option from the drop down menus or by typing in the desired information. Options are: Record Type; Employment Type; Member Type; Termination Reason; Salary; Hours; Medicare Eligible; Coverage End Date; Residential Address 1; Residential Address 2; Residential City; Residential State; Residential Zip; Residential Effective Date; Mailing Address 1; Mailing Address 2; Mailing City; Mailing State; Mailing Zip; Mailing Effective Date; Working Address 1; Working Address 2; Working City; Working State; Working Zip; and, Working Effective Date. 6

15 OEBB Static File If you wish to update the field to blank, place a check mark in the appropriate check box. Do not enter anything into that field. For example, if you want to update the Residential Effective Date to blank, place a check mark in the Residential Effective Date check box and leave the date as the default of (None). Select OK to mass update the records in the grid or Cancel to exit without mass updating the records. The grid is repopulated and the mass update information is displayed. Set Addresses To Blank Once records have been generated, you have the ability to set e mail addresses to blank, if desired. To set e mail addresses to blank, go to Payroll Reports Pay Period OEBB Static File. Go to Actions Set e mail Addresses To Blank. e mail addresses are deleted from the grid. If, after setting addresses to blank, you need e mail addresses on this report, go to Actions and regenerate records. Reporting Once you have generated and edited the OEBB Report records, you can create the file. To create the file, go to Payroll Reports Pay Period OEBB Static File. From the Actions menu, select the Reporting option. The system displays the Oregon OEBB Report screen. Select the Report Description from the drop down menu. Complete the Destination Path by either typing in the desired path or by using the ellipse button and browsing for the location you wish to save the file. Select OK to print the OEBB Report or Cancel to exit without creating the file. The Grid Information in the grid can be used to review data quickly on an individual without running a report. The following is a summary of the columns in the grid. Select: Payroll Reports Pay Period OEBB Static File. Record Type Record Type options are Update (U) or New (I). All records that pull into the Oregon OEBB Report grid will have a Record Type of U. To change a record to I, double click on the line to edit. 7

16 Oregon User Guides SSN Employee Number Name Residential Address 1 Residential Address 2 Residential City Residential State Residential Zip The SSN is the SSN for the employee for which the position information is included in the grid. The SSN goes to OEBB completely unmasked in the file once you go to Actions Reporting. If you need to see the entire SSN in the grid or wish to mask the SSN, go to Payroll Configuration Payroll Default Settings. Keep in mind that if you choose to change the SSN Mask so that it is visible, it will change the SSN masking in the entire IVEE program. The Employee Number is the School District Employee Number. This number is pulled form whichever field you selected in Actions Report Setup. Name is the employee name that is tied to the position for which the grid record refers. If the Street Address information is populated in the General Information tab in Employee Maintenance, the Street Address information will populate into the Residential Address lines of the grid. If the Street information is blank, Mailing Address information will populate into the Residential Address fields. If the Street Address information is populated in the General Information tab in Employee Maintenance, the Street Address information will populate into the Residential Address lines of the grid. If the Street information is blank, Mailing Address information will populate into the Residential Address fields. If the Street Address information is populated in the General Information tab in Employee Maintenance, the Street Address information will populate into the Residential Address lines of the grid. If the Street information is blank, Mailing Address information will populate into the Residential Address fields. If the Street Address information is populated in the General Information tab in Employee Maintenance, the Street Address information will populate into the Residential Address lines of the grid. If the Street information is blank, Mailing Address information will populate into the Residential Address fields. If the Street Address information is populated in the General Information tab in Employee Maintenance, the Street Address information will populate into the Residential Address lines of the grid. If the Street information is blank, Mailing Address information will populate into the Residential Address fields. Residential Address Effective Date The Residential Address Effective Date is the last date that the Street Address has been changed for that employee. The date can be viewed in the change log in Security Change Log. Mailing Address 1 Mailing Address 2 Mailing Address information is the Mailing Address form the General Information tab in Employee Maintenance. Mailing Address information is the Mailing Address form the General Information tab in Employee Maintenance. 8

17 OEBB Static File Mailing City Mailing State Mailing Zip Mailing Address Effective Date Work Address 1 Work Address 2 Work City Work State Work Zip Work Address Effective Date Home Phone Work Phone Work Phone Ext E mail Date of Birth Gender Original Hire Date Employment Type Member Type Mailing Address information is the Mailing Address form the General Information tab in Employee Maintenance. Mailing Address information is the Mailing Address form the General Information tab in Employee Maintenance. Mailing Address information is the Mailing Address form the General Information tab in Employee Maintenance. The Mailing Address Effective Date is the last date from Security Change Log that the Mailing Address information has been changed. Work Address information is an option and is excluded on the OEBB Static File Report. Work Address information is an option and is excluded on the OEBB Static File Report. Work Address information is an option and is excluded on the OEBB Static File Report. Work Address information is an option and is excluded on the OEBB Static File Report. Work Zip information is an option and is excluded on the OEBB Static File Report. If this option was utilized it would be pulled from the Change Log in Security. The Home Phone number is pulled from the General Information tab in Employee Maintenance. Work Phone is pulled from the General Information tab in Employee Maintenance. Work Phone Ext is pulled from the General Information tab in Employee Maintenance. The e mail address is pulled from the General Information tab in Employee Maintenance. The Date of Birth pulls from the Birth Date field on the Dates/Demographics field in Employee Maintenance. Gender is pulled from the Gender field on the General Information tab in Employee Maintenance. Original Hire Date is the date the employee was originally hired. This is pulled from the Hire Date field in the Dates/Demographics tab in Employee Maintenance. Employment Type is the information pulled for the employee from the Employee Maintenance user defined field you selected in Actions Report Defaults. Member Type is the information pulled for the employee from the Employee Maintenance User Defined field you selected in Actions Report Defaults. 9

18 Oregon User Guides Medicare Eligible Salary Salary Type Hours Worked The value that populates into the Medicare Eligible grid is the value assigned to the employee via the Employee Maintenance User Defined field you selected in Actions Report Defaults. If a value has not been assigned to an employee in Employee Maintenance, the value of N will populate into the static file. Salary is the position salary amount from Employee Positions and Pay. If the position line has a Pay Basis of Salary, the Salary Type will be A for Annually. If the position has a Pay Basis of Hourly, the Salary Type will be H for Hourly. Hours Worked is only reported for positions with a Pay Basis of Hourly. This is the number of hours worked during a pay period for hourly employees. By default, Hours Worked will be Hours/Days from the position multiplied by one of the following factors. The factor is determined by the Pay Frequency of the Pay Cycle that is attached to the Work Calendar of the position. Pay Frequency Factor Monthly SemiMonthly BiWeekly 10 Weekly 5 Payroll Frequency Salary Effective Hire Date Termination Reason Termination Date For example, if the Work Calendar has a Monthly Pay Cycle (the Pay Frequency is also Monthly), the factor to multiply hours per day would be If the option to calculate Hours Worked based on Position hours is selected, the system will compute Hours worked using the following formula: For all Positions with a ranking = Primary, Hours Per Day * Position Days/ 12 = Hours Worked. Payroll Frequency is the payroll frequency of the pay cycle attached to the work calendar of the position. Salary Effective date is the position start date from Employee Positions and Pay. Hire Date is the date the employee was originally hired. This is pulled from the Hire Date field in the Dates/Demographics tab in Employee Maintenance. If there is Rehire Date populated in the Dates/Demographics tab in Employee Maintenance, the Hire Date will be the Rehire Date. Termination Reason is the information pulled for the employee from the Employee Maintenance User Defined field you selected in Actions Report Defaults. Termination Date is the Termination Date found in the Dates/Demographics tab in Employee Maintenance. 10

19 OEBB Static File Coverage End Date Report Desc Report Date Coverage End Date is the date entered in the Coverage End Date user defined field in Employee Maintenance, or if you are not using that field, it is the last day of the termination month. For example, if an employee has a termination date of 6/19/10, the Coverage End Date would be 6/30/ 10 since that is the last day of the month. Report Description is the Report Name you entered during Actions Generate Records. Report Date is a system generated date stamp for this report. This cannot be modified and is for information purposes only. 11

20 Oregon User Guides 12

21 S e c t i o n 2 OR 132 Report 13

22 Oregon User Guides Overview The Oregon 132 Report is available to assist you in creating the 132 OTTR file for submission to the State. It is used in conjunction with the OQ Report and Section B Reports; specifically, the Oregon 132 utility reports Unemployment information. The OR 132 Report is located in Payroll Reports OR 132 Report. In addition, the Actions menu in this screen enables you to perform the following tasks. Generate Records Add Employee Create Adjustment Leave Plan Setup Merge Reports Import File Reporting Payroll Setup In order for records to pull into the report, OR Unemployment deductions need to be setup and assigned to the employees. Deduction Setup To setup OR Unemployment deductions, go to Payroll Deductions/Benefits Deductions/Benefits Maintenance. The Deductions grid displays. Right click and select Add or select Add from the tool bar. The Add Deduction screen displays. Enter the desired name for the deduction in the Name text box. For example, Unemployment. Select the Payee from the drop down menu. This menu displays all payroll vendors currently defined in the system. Select the Type of Unemployment Tax Oregon from the drop down menu. Select the Category for the Unemployment deduction from the drop down menu. Categories are setup in Payroll Deductions/Benefits Deduction Categories. Select the Employee Liability Offset, Employer Liability Offset, and Employer Expense Offset from the drop down menus. These offsets are defined in General Ledger Configuration Account Offsets. Select the Deduction Lines tab, rightclick in the gray area under Deduction Lines, and select Add. The Add Deduction Line displays. Enter the Description in the text box. Enter all applicable data for each line as appropriate. Line Information Fields Description Use this field to provide a description of the line. The system uses this description in the drop down menus when selecting a line from a deduction in employee setup. 14

23 OR 132 Report Employee Amount For deductions: Use this field to enter the default amount of the deduction. This amount will be the default amount for each assigned employee. For benefits: If the employee portion of the benefit is based on amount, then type the default amount. The amount will be the default amount for each assigned employee. + Percent If the employee portion is based on a percentage, type the percentage in this field. Percentages are calculated based on full gross pay of eligible pay sources. You can use up to four decimals with the percentage. When entering a percentage, the number displays as entered. For example, if you type 5.3, the system displays , which the system interprets as 5.3%. Employee Maximum Employer Amount Use this field to indicate the employee maximum dollar amount for the deduction or benefit. If there is an employer portion of the deduction or benefit, type the dollar amount in this field. + Percent If there is an employer contribution based on a percentage, type the percentage in this field. Employer Maximum You can use up for four decimals with the percentage. When entering a percentage, the number displays as entered. For example, if you type 5.3, the system displays , which the system interprets as 5.3%. If there is a maximum dollar amount for the employer contribution, type the amount in this field. If this is the last deduction line you are going to add at this time, place a checkmark in the Close this dialog after update check box. Select OK to save the Deduction Line or Cancel to exit without saving the deduction line. Select OK to save the deduction or Cancel to exit without saving the deduction. Assigning Deduction Once the deduction has been setup, it can be assigned to employees. To mass assign the deduction to employees, go to Payroll Employees Employee Deductions and Benefits. Select the newly created deduction from the Deduction drop down menu. Go to Actions Assign selected deduction to selected employees. The Select Employees screen displays all employees who currently do not have the deduction assigned. Select the desired employees by placing a check mark in the check box adjacent to the name. Or, you can go to Actions Select All to place a check mark in all of the Select boxes listed in the screen. Select OK to assign the deduction those employees. The Employee Deductions and Benefits message screen displays informing you that the deduction has been mass assigned. Select OK. The employees with the added deduction will be displayed in the grid. 15

24 Oregon User Guides If there is any other setup required for the deduction, the deduction will come into the grid as not Active. Double click on the records and complete the setup. Mark the deduction as Active. Leave Plan Setup Certain leave plans are exempt from unemployment insurance. Any leave plans setup here will subtract from the hours being reported to the State. To setup the leave plan hours for exclusion, go to Payroll Reports OR 132 Report. Go to Actions Leave Plan Setup. The Oregon 132 Leave Plan Setup screen displays. Right click in the grid and select Add. The Add screen displays. Select the Leave Plan to be excluded from unemployment hours from the drop down menu. If this is the last Leave Plan you are excluding at this time, place a checkmark in the Close this dialog after update check box. Select OK to save the excluded leave plans or Cancel to exit without saving the excluded leave plans. The Leave Plans grid re displays. Select OK to save or Cancel to exit without saving. If an employee has Reportable Hours in Payroll Employees Employee Positions and Pay on the State Data tab identified, leave hours will not be subtracted from the total hours reported. If an employee has two positions, one with Reportable Hours and one with Pay Journal Hours to report, leave hours will not be subtracted from the Reportable Hours position. Voided transactions will display zeros for all positions including Reportable Hours. Generate Records After the report has been setup, records can be generated. To generate records, go to Payroll Reports OR 132 Report. From the Actions menu, select the Generate Records option. The system displays the Oregon 132 Report screen. Place a check mark in the Selected column next to the pay periods you for which you wish to generate records. Through Actions you can also Select All, Deselect All or Select by Date Range. Enter the Report Name in the text box. Select the Report Qtr and Report Year from the drop down menus. Select OK to generate records or Cancel to exit without generating records. If the report name already exists, a message screen will display asking if you would like to replace the existing report. Select Yes to replace or No to return to the report selection information and give the report a unique name. The report is available in the Report Name drop down menu. Select the report and Apply Selection. The report will display in the grid. 16

25 OR 132 Report Add Employee After reviewing generated records, you may need to add an employee. To add an Employee, go to Payroll Reports OR 132 Report. Use the Filter Criteria field to select the report to which you want to add an employee and select Apply Selection. The system displays the records for the selected report. From the Actions menu, select the Add Employee option. The system displays the Add Oregon 132 Report screen. Select an employee Name from the drop down menu and enter Total Wages, Hours, Leave Hours, and/or Reported Hours by typing in the text boxes. Enter a comment in the Comments text box. This is a required field. If this is the last employee you are going to add at this time, place a check mark in the Close this dialog after update check box. Select OK to add the employee or Cancel to exit without adding the employee. The newly added employee will display in the grid with a check mark in the check box before that record in the Adj. column. You cannot add an employee that already exists in the report. If you add an employee that is already in the report, a message screen will display informing you that the employee already exists. Create Adjustment After carefully reviewing the records in the grid, you may find that you need to adjust a record. Adjustments created here will not modify your payroll records. To create an adjustment, go to Payroll Reports OR 132 Report. Use the Filter Criteria field to select the report for which you want to create an adjustment, and select Apply Selection. The system displays the records for the selected report. Select the employee record for which you need to create an adjustment. From the Actions menu, select the Create Adjustment option. The system displays the Add Oregon 132 Report screen. Verify the Employee Information. Modify the Total Wages, Hours, Leave Hours, and/or Reported Hours as needed by typing the desired information in the text boxes. Enter a comment in the Comments text box. This is a required field. Place a check mark in the Close this dialog after update check box. Select OK to create the adjustment or Cancel to exit without adjusting the selected record. The system re displays the grid. The adjustment is added with a check mark in the Adj. field. Delete Records Records can be deleted in a report as necessary. To delete a record, go to Payroll Reports OR 132 Report. 17

26 Oregon User Guides Use the Filter Criteria field to select the report for which you want to delete a record and Apply Selection. Right click on the record you wish to delete and select Delete. Or, you can select the record and select the Delete button. The Remove Rows screen displays asking if you are sure that you want to remove the selected row(s). Select Yes to delete the record or No to exit without deleting the record. The record is deleted from the grid. Merge Reports There may be times when you will need to merge reports. To merge reports, go to Payroll Reports OR 132 Report. Go to Actions Merge Reports. The Oregon 132 screen displays. Place a checkmark in the Selected column next to the report you wish to merge. Through Actions you can also Select All or Deselect All. Enter a Report Name in the text box. Select a Report Qtr and Report Year from the drop down menus. Select OK to merge reports or Cancel to exit without merging reports. Import File The OR 132 Report allows you to import a file from another Connection Group. To import a file from another Connection Group, go to Payroll Reports OR 132 Report. Go to Actions and then select the Import File option. The Oregon 132 Report screen displays. Select the Connection Group and Report To Import from the drop down menu. Enter a New Report Name in the text box. Select the Report Qtr and Report Year from the drop down menus. Select OK to import the file or Cancel to exit without importing the file. The imported file is available in the Report Name drop down menu. Reporting Once you have generated and edited the 132 Report records, you can create the report and/or mag media file. To create the report and/or mag media file, go to Payroll Reports OR 132 Report. From the Actions menu, select the Reporting option. The system displays the Oregon 132 Report screen. Select a report option: Detail Report and/or Mag Media File. Select the name of the report in the Report Description drop down menu. Complete the Destination Path by either typing in the desired path or by using the ellipse button and browsing for the selected location. Select OK to create the selected report and/or file, or Cancel to exit without creating the report and/or file. The system prepares the report and displays it in the Report Viewer if the Detail Report option is selected. The Mag Media file option will send the report to the file location indicated in the Destination Path. 18

27 OR 132 Report The Grid Adj Employee Information in the grid can be used to review data quickly on an individual without running a report. The following is a summary of the columns in the grid. Select: Payroll Reports OR 132 Report. If you created an adjustment in the report by going to Actions Create Adjustment, a check mark will be included in the Adj column next to the record you created as an adjustment. This column is populated with information from Employee Maintenance. SSN This information is from Employee Maintenance. Total Wages Pay Journal Hours Leave Hours Reported Hours Qtr Yr Report Desc Report Date Comments Total Wages is the FICA wage basis. To verify the wages, run the Payroll Journal with Totals Report. The Payroll Journal Hours column contains the hours that are reported during payroll processing for the selected period for the employee. Verification can be done through Payroll Reports Payroll Journal with Totals. Leave Hours are the leave plan hours that are excluded from setup in Actions Leave Plan Setup. Reportable Hours entered in Payroll Employees Employee Positions and Pay State data tab will be what is reported unless that field equals null. Leave hours will not be subtracted from Reportable Hours. If an employee has a position with reportable hours and a position with pay journal hours to be reported, leave hours will only be deducted from the position with pay journal hours. If the Reportable Hours field equals null, hours from the Payroll Journal for the generated period less used leave transactions that occurred within the pay period end and start date, selected as Excluded Leave Plans in report setup are reported. The Qtr column is populated with the quarter you selected during Generate Records. The Year column is populated with the year selected during Generate Records. The Report Description is the name of the report selected in Report Description while creating the 132 Report. When records are generated, the system records the date and time the records are generated. T his column is for reference only and cannot be modified. When you create an adjustment to one of the records in the grid, comments are required. These comments are what is populated in here. 19

28 Oregon User Guides 20

29 S e c t i o n 3 OR Budget Development Report 21

30 Oregon User Guides Overview The Budget Development utility is available to assist you in providing the budget detail necessary for the budget booklets required every year in the state of Oregon. This utility allows you to crosswalk, split, and merge accounts so that your files comply with Oregon standards. The OR Budget Development Report is located in General Ledger Reports OR Budget Development Report. In addition, the Actions menu in this screen enables you to perform the following tasks. Generate Records Apply Crosswalk Account Crosswalk Setup Page Setup Reporting Budget Development Reporting Checklist To prepare for Budget Development Reporting, perform the following items. Select: General Ledger Budgeting Budgeting Configuration Budget Column Maintenance. Select: General Ledger Budgeting Custom Budget Input Budget Input Definition. Populate Budget Columns with either Import from Excel, inputting the data directly through the Budget Input screen or, if populating the YTD columns, you can also use the Update Prior Year Utility. Select: General Ledger Budgeting Budget Input. Select: General Ledger Reports OR Budget Development Report Actions Account Crosswalk Setup Actions Import Missing Accounts. Select: General Ledger Reports OR Budget Development Report Actions Account Crosswalk Setup Actions Element Crosswalk. Select: General Ledger Reports OR Budget Development Report Actions Account Crosswalk Setup Actions Crosswalk Mask. Verify that you have columns containing the needed information for reporting (Budget or Actual). Update the columns in the Input Definition you have built for this purpose to contain the appropriate budget columns. Verify that the correct figures are in the columns you are going to use for reporting. In the first year, all accounts will be imported; in subsequent years only new accounts will be imported. Utility used to crosswalk revenue and expenditure account structures to eliminate unreported digits of the account. Crosswalk digits of each element in the New Account Code column to an appropriate value for Budget Development reporting. 22

31 OR Budget Development Report Select: General Ledger Reports OR Budget Development Report Actions Account Crosswalk Setup Actions Stored Crosswalk Masks. If this is your first year using this utility, you may want to store crosswalk masks so that you do not have to enter them again individually using Crosswalk Masks when new accounts are created each year. Select: General Ledger Reports OR Budget Development Used to apply all saved crosswalk masks. Report Actions Account Crosswalk Setup Actions Apply Stored Crosswalk Masks. Budget Configuration Setup Before the OR Budget Development Report can be created, certain items must be setup in Budget Configuration. Budget Column Definitions Specific Budget Column Definitions must be created for Budget Development reporting. To setup budget column definitions, go to General Ledger Budgeting Budgeting Configuration Budget Column Maintenance. The Budget Column Maintenance screen displays. Select Add on the tool bar or right click and select Add. The Add Budget Column screen displays. Enter the Budget Type and Description in the appropriate text boxes. These are required fields and you can enter up to 50 characters. To show current transactions for this budget column definition, place a checkmark in the Show Current Transactions check box. Current transactions are any transactions posted during the current year (which is determined by the Fiscal Year Start and End Dates in the General Ledger Default Settings). The system nets the difference between the debits and credits and displays this total as the YTD Transactions on the Budget Input grid. If you do not select this option, $0.00 will display as the YTD Transactions on the Budget Input grid. This total will also include all outstanding encumbrance figures. If you want changes made to this budget to be tracked with the budget journal, place a check mark in the Use Journal check box. Once a journal entry is posted to this budget column, you will not be able to change this setting. Select the Status from the drop down menu. This field is used to control the amount of access to the budget column in the Budget Input and Budget Definition Input screens and only applies to non journal columns. The following is an explanation of Status. Unlocked Locked for DAC Users Locked for all Users All users can access. Users will only see those accounts that are assigned to their DAC that have the budget flagged as Allow budget adjustment. No users will be able to edit the amounts in the budget column. 23

32 Oregon User Guides This impacts the following functions: Budget clearing utility. Transferring detail to different accounts in Budget Input. Budget Clearing. Budget Import Utility. Importing budget information. Position Budgeting create detail function. Complete the Start Date and End Date either by typing in the desired dates or by using the drop down menus and selecting the dates. Select the Position Budgeting from the drop down menu. Options are: None, Basic or Pro Forma Payroll. Enter any notes as applicable. If this is the last budget column you will be adding at this time, place a check mark in the Close this dialog after update check box. Select OK to save the budget column or Cancel to exit without saving the column. The budget column is added to the grid. Close out of the screen by selecting the x in the upper right hand corner. The following Budget Columns need to be added. Actuals Proposed Approved Adopted A separate column should be built for each fiscal year requiring actuals reporting. The Budget Development Report allows you to define two (2) additional actuals columns for reference on the report. A separate column should be built for each fiscal year requiring proposed budget reporting. A separate column should be built for each fiscal year requiring approved budget reporting. A separate column should be built for each fiscal year requiring adopted budget reporting. This list is the minimum columns required for generating the Budget Development Reports. Other budget columns may be built, if desired. Budget Input Definition A budget input definition record must be built specific to Budget Development reporting. To create the budget input definition, go to General Ledger Budgeting Custom Budget Input Budget Input Definition. The Budget Input Definition screen displays. Right click and select Add or select Add from the tool bar. The Add Budget Input Definitions screen displays. Enter a name for the definition in the Name text box. For example, Budget Development. Right click and select Add or select Add from the tool bar. The Add Budget Input Detail screen displays. Enter the Description in the text box. Select the Budget Type from the dropdown menu. Enter the Sort Order in the text box. Select the Type, Col 1 and Col 2 from the drop down menus. Place a check mark in the Editable check box if the 24

33 OR Budget Development Report definition can be edited. If this is the last definition that is being added, place a check mark in the Close this dialog after update check box. Select OK to save or Cancel to exit without saving. The Add Budget Input Definitions screen re displays. Select OK to save or Cancel to exit without saving. The Budget Input Definition screen displays. Select the x in the upper right hand corner to exit the screen. The following is an example of a Budget Input Definition. Column Purpose Description Budget Type Sort Type Prior Year 2 Actuals Report Column 1 Prior Year 1 Actuals Report Column 2 Current Year Budget Report Column 3 FTE Current Budget Report Column 4 Actual Actuals FY Budget or YTD Transactions Actual Actuals FY Budget or YTD Transactions Budget Adopted Budget FY Budget FTE Adopted Budget FY FTE Proposed Budget Report Proposed Proposed Budget FY Budget Column 5 FTE Proposed Budget Report Column 6 Proposed FTE Proposed Budget FY FTE Approved Budget Report Approved Approved Budget FY Budget Column 7 Adopted Budget Report Column 8 FTE Adopted Budget Report Column 9 Adopted Adopted Budget FY Budget Adopted FTE Adopted Budget FY FTE Name is user defined but should be named appropriately for easy identification later (i.e., Budget Development Reporting). Description is user defined and will be utilized as the column headings on the printed reports. This will need to be updated each fiscal year. Budget Type defines the budget column that contains the appropriate figures for that column of information. This will need to be updated each fiscal year. Sort Order must be defined in the order of the above sample and determines the report layout. Type must be defined as shown above and determines the type of information that will be included in that column, whether FTE (Full Time Equivalent) or the currency value from the budget column defined. The Budget Type for the first three (3) columns can be either Budget or YTD Transactions. 25

34 Oregon User Guides Updating Budget Columns After Budget Columns are defined, each budget column must be updated with the appropriate figures for reporting. To update budget columns, go to General Ledger Budgeting Budget Input. For columns containing budget information, data must be entered through Budget Input, or Budget Import found in Import/Export Utilities. The Budget Input screen displays. Select the Editable budget column from the drop down menu. Select the Reference columns from the drop down menus. These columns are for reference use only and cannot be modified. Apply Selection to populate the grid with the selected information. Enter the appropriate amounts for the account numbers by double clicking on the desired Account record. The Edit Budget Input screen displays. Verify the Budget Information and then enter the appropriate Amount, Description, Position, and FTE for that account code. Select OK to save or Cancel to exit without saving. Continue editing Budget Columns as desired. If you prefer, data can be imported into the program. To import data, go to General Ledger Budgeting Import/Export Utilities Budget Import. Select the Budget Column from the drop down menu. Go to Actions Import from Excel. The Open screen displays. Locate the excel file to import and select Open. The data is imported into the grid. Verify that the Budget Columns came into the grid and are correct making any necessary changes. Updating YTD Figures to a Budget Column For columns containing YTD Transaction information (Actuals), data must be updated from previous years utilizing the Update Prior Year Transactions utility found in Budget Utilities. To update prior year transactions, go to GL Budgeting Budget Utilities Update Prior Year Transactions. Select the Column for which you want to update from the drop down menu. Select the Connection Group from the drop down menu. Select OK to update prior year transactions or Cancel to exit without updating. The Update Prior Year Transactions screen displays stating that this action will update YTD transactions for the selected budget column and if you wish to continue. Select Yes to continue or No to exit without continuing. A message screen displays informing you that the update was successful. Verify the figures through Custom Budget Input Budget Input Using Definition. Account Crosswalk Setup The State of Oregon requires a different account code structure for reporting purposes. In order to accomplish this, account codes need to be crosswalked before submission. These adjustments will not modify your payroll records. 26

35 OR Budget Development Report There are two (2) ways to crosswalk the accounts: 1) edit records individually, or 2) Import the crosswalk from Excel. To create the account crosswalk, go to General Ledger Reports OR Budget Development Report. From the Actions menu, select the Account Crosswalk Setup option. The system displays the Budget Development Account Crosswalk Template. After you are finished creating the account crosswalks, select OK to return to the Budget Development Report grid. In addition, the Actions menu in this screen enables you to perform the following tasks. Import Missing Accounts Element Crosswalk Crosswalk Mask Stored Crosswalk Masks Apply Stored Crosswalk Masks Split Record Delete All Account Codes Excel Import Editing Account Codes To edit the account codes individually, select the Account Type from the dropdown menu or enter an Account mask and select Apply Selection. Double click on the account line to open the Edit Account Crosswalk screen. Modify the fields as needed. code. Revenue accounts do not contain the Function element of the account Expenditure accounts report three (3) digits for the Object element of the account code. If this is the last edit you are making, place a check mark in the check box before Close this dialog after update check box. Select OK to save the edit or Cancel to exit without saving. The system re displays the grid with the newly added edit. Import Missing Accounts The first year you visit the Budget Development Account Crosswalk Template grid, it will be blank. By using the Action Import Missing Accounts, all of the revenues and expenditure sections of the chart of accounts will be imported. If this is not the first year, only accounts that are not already listed in the Account Crosswalk Template grid will be imported. To import missing accounts, go to General Ledger Reports OR Budget Development Report. 27