Resource 2015 Flexgen Payroll Common Issues and New Features

Transcription

1 Resource 2015 Flexgen Payroll Common Issues and New Agenda A Few Generic Items File(s) Check Not Running LGC Updates/Releases Secure SSN with asterisk (*) F1 Help Message Online Support Request Common Issues Record Locked Add/Delete Distribution Current Pay Totals Reports Payroll Process No FIT TCRS Errors Step 8 Error Void Check Direct Deposit Void Correcting Wrong SSN Agenda 1

2 Agenda Deduction Maintenance Employer Matching Catch-up Months Employer Matching Correction Premium Changes Agenda History Check Maintenance Correcting Employer Portion Incorrect Deduction Taxation TCRS Reporting Process Errors New fields for Affordable Care Act Reporting A Few Generic Items to Discuss 2

3 File(s) Check Not Running Upon entering Flexgen, this may be disabled message is common after holiday breaks when server has been shut down What is it? File(s) Check Not Running Process that checks the integrity of the Flexgen files - It needs to run DAILY Upon entering Flexgen, the user will be alerted if there are corrupt files and to contact LGC OR Upon entering Flexgen, the user will be alerted with a disabled message if it has not run in at least 5 days and to contact LGC File(s) Check Not Running If getting disabled message, check the server desktop for LGFLECK.BAT Double click to run it (make sure no one is logged into Flexgen) Don t close out of it (it will complete on its own) Can also be set up as a scheduled task by LGC 3

4 LGC Updates/Releases Successfully installed! does not necessarily mean the update/release is completed LGC Updates/Releases Important POST LOAD instructions Documents are placed on server desktop LGC Updates/Releases Typically, an LGC Flexgen Update/Release will have instructions with a Run Freestanding Program to run EXAMPLE ONLY, the program name varies 4

5 LGC Updates/Releases EXAMPLE ONLY, the program name varies Secure SSN with * On reports, checks, and direct deposits, can mask all but last 4 digits of SSN with asterisks (if using SSN as Employee ID) Secure SSN with * Other, Control, Parameters, Payroll, Secure SSN with * change to 1 YES then Update (F4) 5

6 Secure SSN with * Reports, checks, and direct deposits will show a masked Employee ID Most beneficial when the Employee ID is the SSN F1 Help Message Most (not all) fields have a help message with information about that field. Press the F1 function key on the keyboard F1 Help Message If you get a screen similar to this then the help message is not defined for that field 6

7 Online Support Request Quick and efficient way to request support From the Local Government home page: Common Issues Record Locked Can happen if Flexgen was terminated abnormally Another user is accessing that record 7

8 Record Locked Find out if someone in the office is accessing that record. If so, have that user come out of the record. If no one has the record open, have a different user log in to unlock the record (call LGC if there is no other user) Record Locked LookUp (F2) to view the record Select (F4) to select the record Record Locked Delete Yes. Keep in mind you are not actually deleting the master record, only the temp file that is locked 8

9 Add/Delete Distribution Once a distribution has been added, you cannot delete it, you must add another then delete Add/Delete Distribution Add (F5) This is ok for now, end result will be 100% Add/Delete Distribution Maint (F4) to select the one you don t need, then Delete (F6) End result should have Total at 100% 9

10 Add/Delete Distribution If you try to escape and still have the wrong percent, you will receive an error Current Pay - Control Totals Pay Method is not necessarily how many checks or direct deposits will be printed 1 employee set up as check 2 employees set up as direct deposit Current Pay - Control Totals Review Edit report from step 3 of Payroll Process (always print ALL the step 3 reports) Number of employees receiving checks will be 2 instead of the 1 it showed on Control Totals (direct deposit is 1 instead of 2) 10

11 Control Totals vs Individual Totals What if Control Totals Amount does not match Individual Totals? Control Totals vs Individual Totals What if Control Totals Amount does not match Individual Totals? Control Totals vs Individual Totals Confirm Employee Status Control Totals is only including Active status. Individual Totals includes all status. Payroll will process according to Individual Totals. 11

12 Payroll Process No FIT? Best to catch BEFORE step 8 of payroll is completed Payroll Process No FIT? Review the Disbursement Journal from Step 3 Calculation Reports and look for large salaries with no FIT being taken Check FIT Code Payroll Process No FIT? 12

13 Check Pay Times Payroll Process No FIT? Pay Times is used in the IRS formula for calculating FIT. Think of it as, if you were manually calculating FIT which table would be used in the Circular E? The weekly(52), monthly (12) or semi monthly (24) Payroll Process No FIT? Is employee marked deceased? Payroll Process TCRS Error Distribution has no TCRS Department TCRS Department is required if TCRS Type is filled in 13

14 Payroll Process TCRS Error Adjustment has no TCRS Department TCRS Department is required if TCRS Type is filled in Payroll Process TCRS Error Make all necessary corrections and Rerun Step 1 Payroll Process Step 8 Error Error on PYDE occurs when TCRS or deduction is removed from employee(s) after having already calculated payroll and payroll process step 1 is not re-ran 14

15 Payroll Process Step 8 Error Employee Audit for Codes 6-9 (Reports, Payroll, Other) Helpful in determining the previous step 8 error and other payroll master changes Shows deletions of adjustment and deduction Void Check System to Reverse G/L Entries In MOST cases you would want the reversing ledger entries made so be sure to select System to Reverse G/L Entries and the program will make G/L entries for you. 3 rd party sick pay is an example of when you would NOT want the system to reverse G/L entries Void Check System to Reverse G/L Entries Void Checks Report (Reports, History, Per Check) Sys Rev GL = System To Reverse GL Entries (indicates if the GL entries were reversed or not) 15

16 Void Check System to Reverse G/L Entries GL entries were not reversed therefore no debit to the account analysis for the void check Void Check System to Reverse G/L Entries G/L Entries Report (Reports, History, Per Check) good report to use as a guide if you have to make manual journal entries Direct Deposit - Includes a Void Scenario: Payroll was processed, direct deposit voided. ACH Data Summary Report still showing the record Using Kate as example 16

17 Direct Deposit - Includes a Void Build ACH File to clear the file Direct Deposit - Includes a Void Re-Create ACH From History Direct Deposit - Includes a Void ACH Data Summary Report now has correct record(s) void is no longer in the file 17

18 Correcting Wrong SSN Scenario: One employee, incorrect SSN. In my example, the SSN is the Employee ID Correcting Wrong SSN Change Employee ID Number (Other, Update, Mst Update) NEW ID ORIGINAL ID you wish to change Correcting Wrong SSN Update Employee s SSN? Yes (answer NO if you are updating Employee ID that is an arbitrary number such as a badge number) 18

19 Correcting Wrong SSN All records are updated to new SSN Correcting Wrong SSN Scenario: One person, in Employee Master with two different SSN Correcting Wrong SSN Both have history, different payrolls Determine which SSN is correct before combining history to the correct SSN 19

20 Correcting Wrong SSN Add payroll master from incorrect SSN to correct SSN (if each SSN has the same payroll(s) then it is not necessary to add it) Correcting Wrong SSN Run History Summary for both SSN Correcting Wrong SSN Can t change through the update option 20

21 Correcting Wrong SSN You must run a program. System Opt., Run Freestanding SCL Program Name is PYF015A Correcting Wrong SSN Emp ID is incorrect SSN New Emp ID is correct SSN NEW CORRECTED ID INCORRECT ID Correcting Wrong SSN Re-run History Summary to confirm consolidation of wages to new corrected ID 21

22 Correcting Wrong SSN Delete incorrect SSN employee Delete Employee (Other, Update, Mst Update) Deduction Maintenance Deduction Maintenance Employer Matching Amount to be deducted (per pay period) Total Premium (per pay period) Employer Exp (per pay period) Obj Code used for employer expenditure 22

23 Deduction Maintenance Catch-up Months Subtracted from Employer Share Don t just double the deduction amount to catch up a deduction Automatic Employer Matching - Correction Add the Deduction Twice to the employee That way the matching calculation is done twice. This would work well for the Great West 5% employer deduction! Deduction Maintenance Catch-up Months This is what a catch-up month would look like When adding the catch up deduction(s), be sure to set the Times To Take and Retain Deduction as applicable 23

24 Deduction Maintenance - Premium Changes Deduction Code Summary (Reports, Control, Control A-J) Print the Deduction Code Summary Report before making any changes Deduction Maintenance - Premium Changes Deduction Code (Reports, Payroll, Emps/Itm A-L) Print the Employees Per Deduction Report before making any changes From this EE $1130 Total Premium If amount is deducted twice a month, the amounts would be half To this EE (employee) $1150 Total Premium 24

25 Control Once change is made to deduction control, it does not automatically update employee deduction amount Employee Likewise, you cannot simply change employee s flat amount without changing the deduction control Deduction Maintenance - Premium Changes Reprint Deduction Code Summary Report to confirm changes made to Deduction Control Various Ways to Change Employee Deduction Amounts Payroll Master Deduction Maintenance Deduction Scroll Auto Update 25

26 Deduction Scroll Other, Deduction Scroll First example is Only Employees With Deduction Deduction Scroll Other, Deduction Scroll Update (F4) scrolls to next person with that deduction To this $ From this $ Deduction Scroll Other, Deduction Scroll If chose All Employees or Only Employees Without Deduction 26

27 Auto Update Deduction Amount/Percent (Other, Update, Auto Update) Defaulted in from deduction control Enter in the amount to match the control so it will update the employees to the new amount Deduction Maintenance - Premium Changes Deduction Code (Reports, Payroll, Emps/Itm A-L) RE Print Employees Per Deduction Report to confirm changes Before After History Check Maintenance 27

28 History Check Maintenance Correcting Employer Portion Example: 100% employer paid deduction was set at full monthly amount ($100) instead of bi monthly ($50) History Check Maintenance Correcting Employer Portion Good history report to run: Deduction Name/Emp ID Order (Reports, History, History A-L) History Check Maintenance Correcting Employer Portion To correct history: Checks (Other, Update, History) Choose OthInf(F9), Deduction 28

29 History Check Maintenance Correcting Employer Portion Change this To this Update (F4) History Check Maintenance Correcting Employer Portion Select the Transaction Reason that best fits the situation (the reasons you see will vary) History Check Maintenance Correcting Employer Portion Audit History Report called Employee Audit for Codes 6-9 (Reports, Payroll, Other) will show the change 29

30 History Check Maintenance Incorrect Deduction Taxation Example: Employee was set up with incorrect deduction. Non-sheltered vs sheltered (cafeteria plan) History Check Maintenance Incorrect Deduction Taxation To correct history: Checks (Other, Update, History) Choose OthInf(F9), Deduction History Check Maintenance Incorrect Deduction Taxation DelLin (F8) to remove incorrect deduction 30

31 History Check Maintenance Incorrect Deduction Taxation Use LookUp (F2) to select correct deduction Key in the correct amount, then Update (F4) History Check Maintenance Incorrect Deduction Taxation Select the Transaction Reason that best fits the situation (the reasons you see will vary) History Check Maintenance Incorrect Deduction Taxation Decrease FIT Taxable, Soc Sec Wage, Medicare Wage by amount of deduction ($50) From this Also adjust SIT Taxable, if applicable 31

32 History Check Maintenance Incorrect Deduction Taxation Do not adjust FIT, SS, or Medi taxes program will automatically adjust SS/MEDI on next check To this This scenario assumes there will be a next check for which the program will adjust the taxes. Contact LGC for more complex situations Update (F4) History Check Maintenance Incorrect Deduction Taxation After Update (F4), select the Transaction Reason that best fits the situation (the reasons you see will vary) History Check Maintenance Incorrect Deduction Taxation Don t forget to remove incorrect deduction from employee s payroll and add correct deduction 32

33 History Check Maintenance Incorrect Deduction Taxation Next check will have decreased the SS and Medi taxes because previous check took too much History Check Maintenance Incorrect Deduction Taxation History Summary - Overall ss/medi taxes are balanced TCRS Reporting Process Errors Service credit is zeroes From Employee Master, make sure TCRS Srv Cr field is filled in 33

34 TCRS Reporting Process Errors TCRS Group Code is zeroes From Payroll Master, Concord TCRS screen make sure Contribution Group is filled in TCRS Reporting Process Errors TCRS Calculated Report has a big difference In this example, employee was marked as CONT (contributing) during payrolls but changed to NONP afterwards. From Payroll Master, Concord TCRS screen make sure Contribution Group is filled in appropriately Preview of New ACA Fields 34

35 A Brief Overview As your software provider, LGC is making changes to the payroll software in order that you will be able to capture or input the necessary wage and hourly data as required by the Affordable Care Act and IRS regulations. However, interpretation of the law in determining what should or should not be reported, is the responsibility of the employer or its designated agents, not LGC. Affordable Care Act New Menu Enables maintenance of master Employer and Employee Information for 1095c reporting 35

36 Affordable Care Act New Menu Your office info Third party company info filing on your behalf Additional ALE (Applicable Large Employers) info needed for 1094c and 1095c reporting Affordable Care Act Menus Employer Master Maintenance Additional ALE s Affordable Care Act Menus Employee Master Maintenance 36

37 Affordable Care Act Menus Employee Dependents Master Maintenance Affordable Care Act Menus Employee Summary Information Affordable Care Act Menus Employee Summary Info 37

38 Affordable Care Act Menus Employee Detailed Information Affordable Care Act Menus Employee Detail Info Gives you totals by month Per employee Affordable Care Act Menus Edit Reports showing various Errors or Missing Information 38

39 Affordable Care Act Menus Edit Report Showing missing Info Affordable Care Act Menus Hourly Payroll Report by Payroll Or by Location Code Affordable Care Act Menus Hourly Payroll Report by Payroll Or by Location Code 39

40 Affordable Care Act Menus Records are loaded into a temp work file to allow ongoing work to occur while ACA info is static for ACA Reporting Extracts Data to be sent to 3 rd party vendors assisting City & County offices with their ACA reporting Affordable Care Act Menus Provides a way to update ALL employees at once provided they all fall under the same provisions Affordable Care Act Reporting Roll Info to a New Calendar Year Copies Employer & Employee information (spouse, children, etc.)from current year to new calendar year 40

41 Affordable Care Act Reporting Will allow you to load employee spouse and dependent information from a Tab Delimited file into the ACA Reporting module Affordable Care Act Reporting is still very much a work in progress! Software options will change as provisions of the Act are changed in Washington, DC For further information or specific questions regarding ACA rules and regulations please contact: Cities MTAS Counties CTAS or other authorized representatives of Third Party companies 41

42 This concludes our session on Flexgen Payroll Common Issues and New Visit our website for full documentation and useful information of other applications 42