CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll. Payroll Periodic Reports Learning Guide

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll Payroll Periodic Reports Learning Guide 2018 Central Susquehanna Intermediate Unit, USA

2 Table of Contents Introduction Information Report b Administrator Reporting... 5 Act 29 Reimbursements... 6 EIT Reporting LST Reporting PSERS Monthly Reporting PSERS Monthly Reporting Options PSERS Membership and Eligibility Requirements UC PSBA Report Unemployment Comp Report/File Unemployment Comp Report/File Options Mass Update Credit Weeks Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 2

3 INTRODUCTION This Learning Guide will review the Payroll Periodic Reports and the steps to run them. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 3

4 941 INFORMATION REPORT HR/PAYROLL > PAYROLL > PERIODIC REPORTS > 941 INFORMATION REPORT The 941 Information Report is used to assist in completing the 941 Quarterly and Schedule B reporting. The 941 Quarterly and Schedule B reporting is due by the end of the month following the quarter being reported. Reports are submitted by completing the necessary forms and mailing them to the IRS. Select the Year and Quarter for which you are reporting. When a Pay Date is entered within the quarter it is used to include a Staff Count in the Grand Totals for that specific pay date. Click the button. See the report sample below. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 4

5 403B ADMINISTRATOR REPORTING HR/PAYROLL > PAYROLL > PERIODIC REPORTS > 403B ADMINISTRATOR REPORTING Prior to accessing this report the 403b Payroll File Parameters must be set up. Please refer to the Payroll Directories Learning Guide for more information. Additionally, the Deductions that are to be included in the reporting must have a vendor set up to be reported in the file. To generate the Demographic File and report, choose a layout option from the Demographic File dropdown and enter the Calendar Year you want to see the information for. Optionally, select to Include All Staff. When Include All Staff is selected, information on all staff not just those staff with the Deductions selected for the file will be included when they were active within the year selected based on the Hire date and Exit date values for the Demographic File or the pay date or range for the Payroll File. To generate the Payroll File and report, select a Pay Date or Date Range Start Date and End Date. You can run both the Demographic File and the Payroll file at the same time. If you wish to create the reporting file(s), select Create File(s). Click the button. The Demographic File Report will include the election information for the reportable classifications for both the employer and the employee as well as some basic demographic information. See report samples below. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 5

6 The Payroll File Report will include the payroll contributions to each Vendor for the selected Pay Date or date range for the reportable classifications for both the employer and the employee with Year to Date totals as well as Hire and Exit dates. ACT 29 REIMBURSEMENTS HR/PAYROLL > PAYROLL > PERIODIC REPORTS > ACT 29 REIMBURSEMENTS Act 29 Reimbursements reporting is used to report the employer share of expenses related to wages and mandatory benefits and calculate the amount of reimbursement due from the state. The Act 29 Report is due by the end of the month following the quarter being reported. In addition to the quarter and the fiscal year, Act 29 reports can be ran for each payroll for verification. The Act 29 status for each staff member is stored under their Employment Info and is identified as being New or Existing. Staff should be identified as New if they were not employed by a school entity in the state of PA prior to 7/01/1994. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 6

7 Only one report can be ran at a time. To generate the report for one pay, select the Pay Date on the right side of the screen as shown below. When running the Quarter report or the Fiscal report select the Quarter End and Year. Enter the Aide Ratio this is what is used to determine the reimbursement amount for New staff. Complete the remaining fields as to how you want the information broken down. If running for the quarter and List Staff is selected, you can choose to include staff account information using either the Account or ASN. If you wish to create the reporting file, select Act 29 Reporting File. Use the Dimension 1 and 2 options to sort or do page breaks. Click the button. See the report samples below. Reimbursements are based on federal and non-federal designations and New and Existing Status. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 7

8 Totals are provided at the bottom of each staff listing status report for verification By default, there is a page break based on Status. Staff that are members of SERS are also listed separately. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 8

9 The quarterly report option will provide the reimbursement information needed for reporting. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 9

10 EIT REPORTING HR/PAYROLL > PAYROLL > PERIODIC REPORTS > EIT REPORTING The report can run without any additional set up. The file will require that parameters have been entered for the tax collector in HR/PAYROLL > PAYROLL > DIRECTORIES > TAX COLLECTOR PARAMETERS. Fields and locations for the EIT file must be identified. The Earned Income Tax Report lists Staff name, ID, address (if selected), gross wages, tax, and PSD for a selected date range on the report. The report can be sorted by Municipality Live, Municipality Work, Name, or Tax Collector. Totals are included and a grand total displays on the last page. To generate the report, enter the Start and End dates for the Date Range to be included. Optionally, select a Tax Collector to view staff with records for that specific Tax Collector. If no Tax Collector is selected, all will be included on the report. If you wish to display Staff addresses on the report, select Print Address. Choose a Sort By option and click the button. If an exception report is generated, review the information provided and correct records, as needed. Update the staff s record to correct the issues before generating the file. See the report sample below. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 10

11 If information is provided on an exception report, review the information and correct records as needed. LST REPORTING HR/PAYROLL > PAYROLL > PERIODIC REPORTS > LST REPORTING The report can run without any additional set up. The file will require that parameters have been entered for the tax collector in HR/PAYROLL > PAYROLL > DIRECTORIES > TAX COLLECTOR PARAMETERS. Fields and locations for the LST file must be identified. The LST/OPT Report lists Staff name, ID, address (if selected), check number, check date, amount of Occupational Privilege Tax (OPT) or Local Service Tax (LST) deducted, and PSD for a selected date range. The report can be sorted by Municipality Work, Name, or Tax Collector. Totals are included and a grand total displays on the last page. To generate the report, enter the Start and End dates for the Date Range to be reported. Optionally, select a Tax Collector to view staff with records for that specific Tax Collector. If you wish to display Staff addresses on the report, select Print Address. If you want a summarized report, select Summarized and the detail for each pay date will be summarized to one total per staff and PSD. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 11

12 Choose a Sort By option and click the button. If information is provided on an exception report, review the information and correct records as needed. Update the staff s record to correct the issues before generating the file. Exceptions include: no OPT or LST withheld, negative OPT or LST amount, OPT or LST refunded, or no municipality specified in the Work field on the Payroll Info tab for the staff member. For each staff member with an OPT or LST exception, the report displays Staff name, ID, and a description of the exception. See the report sample below. If your file specifications indicate that negatives are to be excluded from the file you will see this message. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 12

13 PSERS MONTHLY REPORTING HR/PAYROLL > PAYROLL > PERIODIC REPORTS > PSERS MONTHLY REPORTING To verify reports, create files, and upload them to PSERS, perform the following steps: 1. Generate the PAYROLL GRAND TOTALS report for the month being reported. This report can be found under HR/PAYROLL > PAYROLL > PAY HISTORY REPORTS > PAYROLL GRAND TOTALS. 2. Generate the PSERS Work Report, review the totals page, and check for errors on the Exception report. All exceptions that are effecting the information for the identified staff from being reported must be corrected. The Member Demographics and Contract Records reports should also be reviewed at this time. 3. Compare totals from the Work Report and the Work Report Adjustments to the totals on the Payroll Grand Totals report. The Work report + adjustment totals should equal the amounts on the Payroll Grand Totals report. 4. Correct any errors found on the Exceptions reports. 5. Regenerate the reports until all errors are corrected and totals agree. 6. After all exceptions have been addressed, select the option to Create Submission Files for all three reports. 7. Log in to the PSERS-NPAS website and upload the Member Demographics file, then the Contract Records file and the Work Report file. If a Work Report Adjustments file is created, upload that file last. PSERS Monthly Reporting Options Select the options for the reports as needed and enter the month and year to be reported. The SSN/ID option only effects the report. PSERS requires that the file contains the SS#. All files are to be submitted to PSERS by the 10 th of the month following the month being reported. Example: reporting for June is due by July 10 th. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 13

14 Member Demographics The Member Demographics report is the initial file that is created for PSERS reporting each month. When a record for a new staff member is added, and a retirement class is selected the record identifies the staff member as PSERS Eligible on the staff PAYROLL > RETIREMENT INFO tab. Staff may also be Eligible and not be a member. Make sure that new staff are being maintained correctly. New staff that are flagged as PSERS Eligible are automatically included in the next Member Demographics report. The date the record is added is recorded and used when the next file is created. If a new staff member is not identified as PSERS Eligible, he/she will not be included in the Member Demographics report or any of the other PSERS reports/files. Existing staff who have changes to their demographic information and are designated as PSERS Eligible are also included in this reporting. Existing staff members are included when one of the PSERS Demographic fields is updated. Those fields include the staff s name, address, and phone number as well as their address. Since these changes are to be reported to PSERS, a date is recorded that identifies when the staff s record had a change in any of the PSERS demographic fields. *NOTE: Changes to staff demographic information, such as a name change, will require additional information be provided to PSERS. A copy of the staff's new Social Security card will either need to be mailed or faxed to PSERS before the change can be processed. These records will be shown as an error on the NPAS web site for the uploaded file until the verification documents are received and processed by a PSERS representative. A simple address change, however, will not require additional verification. To generate the report and file, select HR/PAYROLL > PAYROLL > PERIODIC REPORTS > PSERS MONTHLY REPORTING. Enter the Report Month and Year and select the Member Demographics report option. Click the button. If an exception report is generated, review the information provided and correct records, as needed. The most common errors on the Member Demographics report occur because information is missing. Update the staff s record to correct the issues before generating the file. See the report sample below. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 14

15 The report/file includes the staff s name, Social Security number, address, date of birth, gender, phone number, and address, if available. Contract Records The PSERS Position records found on the Payroll Retirement Info tab are used to provide PSERS with the Contract Records they require for all eligible staff members. Staff might have more than one position, but it is not necessary to have a position record for everything a staff member does. When identifying which positions are reportable to PSERS, consider the compensation for each PSERS Position. The Wage Type is the primary consideration when determining if multiple positions are needed. The Contract Record under a staff member s RETIREMENT INFO is used by PSERS to identify the type of position in which each staff member is working as well as the following information: Voting Status and Position When staff members Start or End a position Work Status: Active, on Leave, on Sabbatical, etc. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 15

16 Full-time or Part-time Employment Wage Type, or how payments are made for that position: Salary, Hourly, or Daily wages The number of months a staff member is expected to work during the Fiscal year The number of Days or Hours a staff member is expected to work in a Fiscal year In the PSERS Position directory, the Certified Voting Status for staff members in each position must be correctly identified. If a staff member holds multiple positions, one position might identify Certified Voting Status while another one might not. Refer to the Payroll Directories learning Guide for more information. The Work Status is entered when positions are started. If a change in work status occurs, end the Position record (enter an End Date) and add a new record with a new Start Date and the changed Work Status. The only time a new record is not created is when the staff member terminates employment. The Start Date and End Date are provided to PSERS to track changes in position information. *NOTE: If a staff member Terminates employment, a flag is used to provide final pay information with the Work Report. To meet PSERS requirements, when Termination or Deceased is selected, the End Date is provided to PSERS as the start date of the termination. The Balance of Contract must be selected and the BOC/SVC End date must be entered to identify the month the staff member will receive his/her final pay. Select the Outstanding SVC Credit checkbox if the Wage Type is 'Salary' and the service credit for the fiscal year has not been reported. The Employment Type field is used to identify 'Full-time' and 'Part-time' employment status on each staff member s Position record. The Wage Type is critical in determining the type of payments that will be made to the staff member and is used to verify the Work Report information. Most Work Report errors are created when making payments for wages other than those acceptable for the positions that are established. The Expected Months field identifies the number of months for a position. The Expected Units identifies the number of days or hours the staff member in the position is expected to work in a fiscal year. To generate the report and file, select HR/PAYROLL > PAYROLL > PERIODIC REPORTS > PSERS MONTHLY REPORTING. Enter the Report Month and Year and select the Contract Records report option. Click the button. When generating the Contract Record report, look for exceptions and errors first. These will display separately on the Contract Record Exceptions report. Review the information and address the exceptions prior to creating the file. All records that were selected for reporting are included. Any position records that were entered with information outside of the PSERS expected ranges would be identified as either exceptions or errors. The following messages may be used: Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 16

17 Expected Units should be between... o The message, Expected Units should be between indicates an exception, not an error. Review the position s Expected Units information. However, if the information is correct, do nothing. Exceptions and errors should be corrected prior to creating the file. See the report sample below. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 17

18 Work Report The Member Demographics and Contract Record information is used when creating the Work Report. Since the Work Report is the third file to be submitted to PSERS, the assumption is that the information that was reported previously in those files is correct. You should not upload the Work Report File until the Member Demographics and Contract Record files are uploaded for the month. The staff s PSERS Position Contract information must be entered accurately on their PAYROLL > RETIREMENT INFO tab to avoid errors when creating the Work Report. Positions identified as hourly must be paid with hours not days. Positions identified as daily must be paid with days not hours. Salary positions must have salary or supplemental wages, but additional hourly or daily wages can also be included for this PSERS Position Wage Type. The Work Report includes all Pay History records that are marked as Report to PSERS, and had wages that were not marked as Retirement Exempt or Do Not Report under HR/PAYROLL > PAYROLL > DIRECTORIES > PAYMENT TYPES. *NOTE: Information not reported correctly in the PSERS Position Contract Record will negatively affect the Work Report. Staff must be marked as being PSERS Eligible during processing or the Pay History record will not be flagged to be Report To PSERS. If they are PSERS-eligible and members, the contributions will also be included in the report/file. The recommended procedures for creating and verifying the Work Report should be followed each month. Prior to creating the submission file, select HR/PAYROLL > PAYROLL > PERIODIC REPORTS > PSERS MONTHLY REPORTING and use the last page of the Work Report to verify the totals against the PAYROLL GRAND TOTALS report, which is available under the HR/PAYROLL > PAYROLL > PAY HISTORY REPORTS > PAYROLL GRAND TOTALS menu option. The amounts to verify are Total Wages, Contributions, and Purchase of Service (POS When creating the Work Report, PSERS Positions are matched to Payment Types. The Work Report uses the staff s Position code in PAY HISTORY and compares it to the Payment Type that was used to make the payment. The staff s PSERS Position Contract Record identifies the Wage Type, or the way the staff is to be paid for the position. To create the report, enter the Report Month (1-12) for the Work Report. By default, the Year displays the current calendar year; change if needed. Select the Work Report option to verify the report. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 18

19 Click the button. If an exception report is generated, review the information provided and correct records, as needed. See the report sample below. The last page of the Work Report includes totals of the records being selected for the month s reporting. Verify the Total Wages, Contributions, and Purchase of Service (POS) amounts on this report. Prior to creating the submission file, use the PAYROLL GRAND TOTALS REPORT to verify the amounts. ). If any Work Report Adjustments are found for that month, the amounts must be added to those found on the Work Report to equal the Payroll Grand Totals. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 19

20 All Exceptions that are flagged as an error (*) must be corrected prior to reporting As we reviewed earlier, it is very important to match POSITIONS and Payment Types: If a staff member s POSITION shows the Wage Type is Salary and the staff member is paid with a Payment Type that is identified to Report as Salary, the Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 20

21 wages paid are reported as the staff member s base wages. However, if the Payment Type used to pay the staff member is identified to Report as Supplemental, the wages paid are reported as supplemental. If a staff member s POSITION shows the Wage Type is Salary and the staff member is paid with a Payment Type that is identified to Report as Hours or Days, the wages will be identified as supplemental and the hours or days will be reported. If a staff member s Position shows the Wage Type as Hours and the staff member is paid with a Payment Type identified as Hours, hourly wages will be reported as base wages. However, if the Payment Type used to pay the staff member is identified to Report as Supplemental, the wages will be reported to PSERS as supplemental. If the Payment Type is identified as Salary or Days and the staff member's hourly Position is used to process the pay, the wages will be identified as an error that will need to be corrected. For more information on correcting work report errors please refer to the Correcting Work Report Errors video or Step-by-step instructions. If a staff member s Position shows the Wage Type is Days and the staff member is paid with a Payment Type that is identified to Report as Days, the wages paid are reported as the staff member s base wages. However, if the Payment Type used to pay the staff member is identified to Report as Supplemental, the wages paid are reported as supplemental. If the Payment Type is identified as Salary or Hourly and the staff member's daily Position is used to process the pay, the wages will be identified as an error that will need to be corrected. Although the Work Report includes each check record to allow you to verify staff information, the file will include only one record per staff member for each Wage Type. PSERS cannot accept negative amounts in the Work Report file. This type of error creates an adjustment file that will need to be uploaded to PSERS separately. The adjustment file will be created automatically with the Work Report, as needed. Annual Service Time (AST) amounts that were entered on a terminated staff member's POSITION record with no payment to the staff member in the month being reported will also be included in the adjustment file and will not be included in the Work Report. PSERS Membership and Eligibility Requirements All staff members are considered eligible unless they fall into one of these two categories: 1. Independent Contractors or Compensated on a Fee Basis: This category includes anyone paid through your payroll system that is not considered a staff member (example: Tax Collector). 2. Retirees working as substitutes while still considered a retired staff member Staff members who want to waive membership are reported initially until such time as the membership is waived. If a staff member is a member, he/she must be identified as PSERS Eligible. Membership can be established either from the first day of work, or after the staff member works 80 days or 500 hours (whichever comes first). Identify the staff members with a retirement rate to withhold contributions toward the retirement account. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 21

22 UC PSBA REPORT The PSBA Insurance Trust Self Audit can be completed using information from the HR/PAYROLL > PAYROLL > PERIODIC REPORTS > UC PSBA REPORT menu item. The UC PSBA REPORT menu item generates a report which summarizes unemployment compensation data for the specified calendar year. Use the information on the report to complete the PSBA Insurance Trust Self Audit worksheet. To run the report, select the Year and click the complete the annual reporting. button. All totals are provided to Information on the report originates from CHECK HISTORY records. For the specified calendar year, the UC PSBA Report lists summary information for gross year-to-date wages paid to staff with totals broken out by full- and part-time staff members. In the upper portion of the report, net totals are calculated with gross wages from check history less wages paid to tax collectors; in the lower portion of the report, the totals for wages subject to the BUCS contribution rate are given for those staff with wages greater than, equal to, and less than the U/C Maximum established under Employer Rates: HR/PAYROLL > PAYROLL > DIRECTORIES > PARAMETERS > RATES tab. Grand totals and the total number of staff (grouped by full- and part-time status) are included. See the report sample below. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 22

23 UNEMPLOYMENT COMP REPORT/FILE Use the menu item located at HR/PAYROLL > PAYROLL > PERIODIC REPORTS > UNEMPLOYMENT COMP REPORT/FILE. Unemployment Compensation reporting uses information from the CHECK HISTORY screen within the specified date range. An option is available to move the credit week information into a separate work area (see the Credit Weeks section later in this document). Select the date in the Quarter Ending field for which you are reporting, followed by the Year. Specify the SSN/ID Selection to be included in the report/file. If applicable, select the Non-Reimbursable School option (based on Charter School status) to include the employer's taxable earnings. Create the file by selecting the Create File option. IMPORTANT NOTE: When creating the CSV file to upload, use ONLY Note Pad or Word Pad if you must open the file. DO NOT USE EXCEL TO OPEN THE FILE. By default, a CSV file WILL OPEN with Excel, which changes the formatting of the cells and potentially makes it unusable. If this happens you will need to recreate the file. Click the button. See the report sample below. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 23

24 Staff who are paid in the specified quarter are listed with their QTR Wages and their YTD Wages for unemployment with the Employer's Taxable Share of wages and Employee's Taxable Share of wages and unemployment compensation tax. If the Employer U/C Rate was identified under Employer Rates: HR/PAYROLL > PAYROLL > DIRECTORIES > PARAMETERS > RATES tab and was included in Payroll Processing, the Employer U/C Tax that was paid displays for each staff member; otherwise, the Employer U/C Tax displays as Grand totals are included on the last page of the report. Unemployment Comp Report/File Options Multiple Worksite Report The Multiple Worksite Report, available as an option on the UNEMPLOYMENT COMP REPORT/FILE screen, might not be required for all districts. If you are required to submit the Multiple Worksite Report, select the checkbox while generating the Unemployment Compensation Quarterly Report. The Pay Dates that include wages for the 12 th of the month for each of the three months in the quarter are defaulted. The payroll dates entered into the pay of month fields are used to calculate staff totals for the Multiple Worksite Report. All staff are included in the Unemployment Compensation Quarterly Report are included in the totals by building (based on the Building code identified on the staff EMPLOYMENT INFO tab). Only staff paid on the specified payroll dates are included in the count. See the report sample below. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 24

25 Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 25

26 As shown, each building is listed on the left. For each building, on the right are the number of staff in each month of the quarter and the wages rounded to the nearest dollar. Grand totals display on the last page at the bottom of the report. The information is ready to be mailed. Credit Weeks Before updating credit weeks, you should first generate the UNEMPLOYMENT COMP REPORT/FILE. Credit Weeks are defaulted for each staff member based on payroll frequency. During PAYROLL PROCESSING, the credit weeks information is saved as part of the staff's PAY HISTORY information. Unless the wages paid equal less than the credit week value in the Employee Rates record, bi-weekly payrolls award two credit weeks for a sequence 1 check for wages more than 2x s that amount. By default, staff members who earn less than 2x s the amount receive only one credit week or zero credit weeks when the amount paid is less than 1x the Credit Week amount. Refer to Employee Rates: HR/PAYROLL > PAYROLL > DIRECTORIES > PARAMETERS > RATES If a staff member should have been updated prior to processing a payroll, but was missed, you can update the value within the individual PAY HISTORY record that was created. You can update checks directly in PAY HISTORY or use the Mass Update option to correct the number of credit weeks for multiple staff at the same time. Mass Update Credit Weeks If credit week changes are needed for many staff members, complete the following steps to perform the Mass Update Credit Weeks process: Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 26

27 1. Under HR/PAYROLL > PAYROLL > MASS UPDATES > MASS UPDATE CREDIT WEEKS, enter a date range using the Start and End fields (required). 2. Optionally, select a Class, a Building, Current Credit Weeks, or a Staff to further restrict your search. Click the button. 3. Choose the records you want to update by selecting the checkbox next to the Staff name. To choose all records, select the checkbox at the top next to the Name field, or click the button. The example here selects every check in PAY HISTORY for a quarter. Once all of your records are selected, click the button. 4. A confirmation report will appear. Select the button to make the changes. 5. Generate the UNEMPLOYMENT COMP REPORT/FILE and verify the changes made during the Mass Update Credit Weeks process. Revised: 02/08/ Central Susquehanna Intermediate Unit, USA Page 27