Ascentis Payroll / ESS Version 6.0

Transcription

1 Ascentis Payroll / ESS Version 6.0

2 What new features do I get? Items to review before version 6.0 comes out Child Support calculations have expanded standard capabilities This training will walk you through the new features and highlight what settings you may want to review/discuss with your Client Support Rep. Live webinar trainings will be offered as well, but you may want to review specific employees now before any upgrades happen New version should be out to all clients prior to the end of the quarter NOW, ON TO THE NEW FEATURES!

3 Existing Calculation Overview What is the state of the union today? There is a company wide garnishment maximum that is used for all types of garnishment deductions where the Garnishment Type not = N or blank. Check with your Client Support Rep to see if that company wide garnishment maximum is used for your company, and what that percentage is. Highlighted garnishment types below show you the deductions that apply to the company wide garnishment maximum.

4 What about Garnishments? Payroll 4.7 supports EE level max for creditor garnishments Creditor garnishments (Garnishment type = G) already have an employee level maximum percentage in the master file garnishment tab. No change will occur for calculation of creditor garnishments.

5 So what will change? Only Child Support orders will calculate differently Child Support Orders are defined as deductions where the Garnishment Type = S. Two new employee level fields specifically for child support orders have been added to the master file Garnishments tab. This maximum percentage will now be used for Support Orders INSTEAD of the company wide garnishment maximum previously being used. The default is 50% if nothing is entered in the employee master file.

6 So what do I need to review? All garnishment types that use the company maximum If your company has a 50% company wide garnishment maximum, then you should see only minor differences in your child support calculations. If your company uses anything other than a 50% company wide garnishment maximum, contact your Client Support Representative. Know which deductions are child support orders Know which employees have active child support orders Know what other garnishment, wage assignments, or tax levies those employees have deducting now If you have a maximum ABOVE 50%, then you will want to know which employees will need to have the new master file field populated once you are upgraded. (The maximum percentage for the new field is 65%) If you have a maximum BELOW 50%, you may need to work with your Client Support Rep to change some of your garnishment definitions. Going forward, the company wide garnishment maximum will now ONLY apply to Wage Assignments (garnishment type = W) and Tax Levys (garnishment type = T).

7 Cool, is that it? Each employee can have a different type of pro-rate method There are 3 different Pro-Rate options None, Proportional, and Equal Division. The default option is None if nothing is entered in this drop down box. These settings determine how much money will be taken for each support order if the employee doesn t earn enough money to cover them all in full. To explain the differences, I ll use a single employee with each of the different scenarios you might see.

8 Sample Calculations Salaried EE $ per period 3 Child Support Orders and one Pre-tax deduction, all default settings on garnishment tab.

9 Sample - Defaults Taxes $ ; Disposable $ All deductions taken in full. The net child support order calculated on disposable irregardless of the order in which it is deducted. All child support deductions ($ , $ , $400.00) total $ , or 49% of disposable. Default on garnishment tab is 50%, so full master file amounts are taken for all support deductions.

10 Sample Calculations - 2 Salaried EE $ per period Same employee and deductions, but now the max withholding percentage is added, with the pro-rate method still set to None.

11 Sample None & Max % Taxes $ ; Disposable $ % max of disposable is $ Since None is the pro-rate method, support deductions will be taken in numeric order. Certain orders will be paid in full (ded 403 for $ ), certain orders will have a partial amount applied (ded 408 for $ ), and certain orders will have nothing taken (ded 529).

12 Sample Calculations - 3 Salaried EE $ per period Same employee and deductions, same max withholding percentage of 35%, with the pro-rate method changed to Proportional.

13 Sample Proportional & Max % Taxes $ ; Disposable $ Original total of 3 deductions before max is $ The calculation below is done to find out what percentage of the full total each order is. 403 is $ / $ = percent of total 408 is $ / $ = percent of total 529 is $400 / $ = percent of total 35% max of disposable is $ Since Proportional is the pro-rate method, the maximum that can be taken will be split by the percent of the total of the full deduction amounts.

14 Sample Calculations - 4 Salaried EE $ per period Same employee and deductions, same max withholding percentage of 35%, with the pro-rate method changed to Equal Division.

15 Sample Equal Div & Max % Taxes $ ; Disposable $ % max of disposable is $ There are 3 support orders, so $ / 3 = $ each Original master file amounts for each order are: 403 is $ ; 529 is $ calculates based on disposable as $ Since 529 does not take the full $689.69, the difference of $ ($ $400.00) is then split between the remaining two deductions. $ / 2 = $ $ is added to the $ calculated amount to get $ for the remaining 2 orders.

16 Sample Calculations - 5 Salaried EE $ per period Same employee and deductions, same max withholding percentage of 35%, with the pro-rate method still Proportional. Added limit amount that will cause smaller than normal calculated amount to be taken, and rest to have to be redistributed.

17 Sample Proportional with Limit Taxes $ ; Disposable $ Original total of 3 deductions before max is now $ is $ / $ = percent of total 408 is $ / $ = percent of total 529 is $400 / $ = percent of total 35% max of disposable is $ Since Proportional is the pro-rate method, the maximum that can be taken will be split by the percent of the total of the full deduction amounts.

18 Proportional FAQs A Heads Up to remember Due to the circular nature of the proportional calculation, support orders approaching a limit may not split exactly as you assume it will. Overriding amounts or journalizing additional amounts doesn t work with this calculation. Overridden amounts are changed by the program, and additional journalized amounts are included in the proportional percentage calculations. If you want to override or journalize additional amounts, the best approach is to change the pro-rate method on the master file to either None or Equal Division. Both of those options allows you to override or journalize amounts.

19 So what do I need to do again? Review your setup first, and talk with your CSR Find out from your Client Support Rep if you have a company wide garnishment maximum set up and what that percentage is. Identify all control file deductions with a specific garnishment type: S = Support Order G = Garnishment W = Wage Assignment T = Tax Levy Identify which employees have Support Order deductions active. Identify employees who might have more in active support orders than the company wide percentage you currently allow. For those employees who have support orders, determine if you want to set up any of the new Pro-Rate methods for them.

20 Medical Support Indicator Field moved from 3 rd Party to Deduction Tab Can now set the indicator up at the employee level, not the vendor level. Will only enable for a deduction that is set up as Support Order under the Garnishment Type in the Control File.

21 What about 3 rd party data? All handled for you! A migration will be part of the release moving medical support indicator from the payee to the employee/deduction and clearing out the old 3 rd party field. Medical support indicator field is removed from 3 rd party payee setup screen. 3 rd party EFT files now read/include the employee level indicator.

22 W4 Info on Check Stub Update for all settings Filing status abbreviations included for all states Default settings when an employee hasn t filled out a form are included Both work and home states are now included Any flat or percentage settings are clearer Samples Exempt W4 settings are clearer

23 ESS W4 Check Settings HTML check stubs Sample The HTML version of the ESS pay stub shows the full filing status descriptions Checks issued prior to 6.0 will still have the old settings in history

24 Miscellaneous Enhancements PA state changes 2 enhancements on tax screen regarding PSD codes. If a school district is available, the first one found will be the default school district that is saved rather than saving with No School Taxes as the default. This means you should only have to manually change if you WANT No School Taxes to be the setting or if there are multiple school districts in a location. If there is a valid PSD code, it will show up once the local is chosen rather than after a school district is chosen.

25 Miscellaneous Enhancements Excel Version of Payroll Audit Report There will now be 2 versions of the TAX-PAYROLL AUDIT report created with calculate. There will now also be 2 versions of the report when you run the Reprint Payroll Audit Report menu item. Right now, the download works the same as the ACA report. The.csv extension will be automatically added to the report when it s downloaded.

26 TAX-PAYROLL AUDIT (CSV) Features for useful auditing Groupings of data columns include: Individual units by pay code Total Units Individual amounts by pay code Gross Pay Individual amounts by expense reimbursement code Total Expenses Total Deduction amount for all in/out codes Individual amounts by deduction code Individual amounts by direct deposit code Total Deductions Individual amounts by tax code Total EE Taxes Net Check Amount Individual amounts by memo code

27 TAX-PAYROLL AUDIT (CSV) Differences between the download and the printed report ALL control file codes will appear in the columns even if there is no data. Deductions/Taxes will be negative numbers with the sign in front. Wage breakdown by state is not available in the download. Notes columns (at the end) Multiple Labor Groups used: If an employee has more than one distribution line used on a check, this message will be populated in one of the Notes columns. There is one labor group that appears in the download, which is the first distribution line the report finds. Shift Codes used: If any pay code has a shift code attached to it, this message will be populated in one of the Notes columns. Overrides See Printed Report: For employees that have any special characters (override, journalize, etc) on the printed report, this message will be populated in one of the Notes columns. You ll also see this message if there are any tax weeks or blocked items. Tax Exception messages: Most messages that appear on the TAX- TAX EXCEPTIONS report will be included in the Notes columns.

28 Which report do I use? What am I auditing? Are my employees paid in the right locations? Did my employees get the right pay/deductions? Are there any overrides or one time entries made? Are there any active employees I missed? Are there any employees with a net zero check? Are my total payroll dollars what I expected them to be? Which report is best? Printed report CSV report CSV to identify, printed report to verify Printed report CSV to identify, printed report to verify CSV to manipulate totals, printed report for state totals

29 CA Sick Time Paid Sick Leave accruals for multiple locations Will be included in our June compliance release. CA Sick enhancements include: Ability to define # hours worked to accrue 1 hour of sick Ability to set up these tables in ANY bucket, not just the sick bucket Ability to have as many of these accrual tables as you want Ability to have a waiting period if necessary Ability to move probationary balances from one bucket to another per employee from a custom menu 2 additional reports that will run with TAX to help you determine/monitor eligibility and maximum time off taken. If you need to add one or more of these type of accrual tables for various state/cities that are now requiring these time off accruals, contact your Client Support Representative to discuss your needs.

30 Bug Fixes & Improvements See if any of these apply to you GA supplemental tax calculation Supplemental only checks were not calculating with the correct tax rate tier. Special OT rate will no longer change when a rate change is applied. Tiered 401K program now works with Instachecks. If you have a multitiered employer match program, you may want to review ER match calculations for any on-demand checks that were issued. Certain errors received during renumbering an employee have been fixed. Minor text correction for a message when deleting a calendar item. ACA Report Changes for Initial/Standard Measurement period calculation. ACA Report Easier identification of hours worked for rehires and employees not hired on the 1 st of the month. Downloadable Pay Summary report also converted to CSV.

31 Q & A Your turn to talk