COINS Enhancement: Modules Affected: Payroll Versions Affected: COINS Version 7 and COINS Ti 2.6 (software level 9.7c2.34) Documentation Updated: New changes described in this CE document are included in the online help and appropriate Reference Manuals concurrent with the software release. This document may also contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on COINS USA s Client Center web site at http://www.coins ti.com/support/releases/cedocs.php. The discussion of this new feature is divided into the sections shown below. Overview... 2 User ID File Maintenance... 2 General Process... 3 Update Employee Record... 4 Enter Time Cards for the Inactive Employee... 5 Process Payroll as Normal... 11 Switch Flag in Employee Record Back... 11 Employee Detail History Report... 11 03/05/2008 1 2008 Construction Industry Solutions (Shaker) Corporation
Overview COINS and COINS Ti have been enhanced with a method to enter time cards and pay inactive employees. Typically, if an employee is marked inactive (i.e., employment is terminated or the employee is laid off), the time card entry functions will not allow time cards to be entered for that employee and therefore the employee cannot be paid. This new feature lets selected users enter time cards for an inactive employee, for example to pay of missed hours or severance pay, without having to temporarily rehire the employee to change the Active flag. User ID File Maintenance Two protective measures were added to the system to help prevent unauthorized payments to terminated employees. Separating the access to the PR Employee F/M field and to time card entry for inactive employees lets you assign these duties to different personnel, for example if required by Sarbanes Oxley regulations or your internal security procedures. 1. Time cards can be entered for an inactive employee only when that employee is marked as being allowed entry of time cards when inactive. Access to this field in the Employee File is controlled by User ID F/M. 2. Even when time cards are allowed for a specific inactive employee, the PR clerk or other COINS user can only enter such a time card if their User ID is set to allow them to enter PR time cards for inactive employees. To update a COINS User ID: 1. Sign into character COINS. 2. Select System Configuration from the initial Application Menu. 3. Select Users and Security Menu from the System Configuration Menu. 4. Select User ID F/M from the Users and Security Menu. 5. Select Change from the strip menu. 6. Enter the User ID that you want to update. 03/05/2008 2
7. Select Misc from the strip menu at the bottom of the screen. Press the [F5] key until you reach the PR settings shown in Figure 1. Figure 1: User ID File Misc Info Screen 02/15/08 Database Utilities - User ID F/M /dv/act/97c2 Change kimber's Misc PR - Security - 'ALL', 'NONE' or specify type: ALL Allow user to see rates & amounts on time card input selections for Salaried Employees: N Hourly Employees: N Allow access to the PR Emp FM field 'Allow entry of time cards when emp is inactive' (Y/N): Y Allow user to enter PR time cards for an inactive N employee (Y/N): Level of Security: 9 0 = Lowest Level 8 = Can Change Level in Emp File 7 = Highest Level 9 = Can Delete Emp in Emp File PO - Allow Update to Unit Cost on Inventory Trans (Y/N) : Y SO - Point of Sale User (Y/N): N Default Selling Location: LATHAM Allow Access to G/L Accounts (Y/N): Y Allow Access to Commission Info (Y/N): Y Field Definitions (Selected Fields) Allow access to the PR Emp FM field Allow entry of time cards when emp is inactive Set this to Y if this COINS user is allowed to access and update Allow entry of time cards when employee is inactive field in the Payroll Employee File. Allow user to enter PR time cards for an inactive employee Set this to Y if this COINS user is allowed to enter time cards for inactive employees, assuming that time card entry is allowed for that employee. General Process The new procedure lets you pay this employee and update Payroll and Job Status without having to rehire the employee. This section illustrates the following scenario using COINS Ti. The employee was laid off using the COINS PR Layoff procedure. The employee s last check was created and printed using a layoff batch. Completion of the layoff process changed the employee s status to Inactive in the Employee File. Upon review, it is determined that some job related hours worked by the employee were missed and that some unused, accrued personal time needs to be paid. 03/05/2008 3
The steps are illustrated in COINS Ti but this process can be performed in COINS version 7 as well. Update Employee Record The first step is to change the employee s record in the Employee File to allow entry of time cards even when the employee s status is inactive. 1. Sign into COINS Ti. Your User ID must have access to the Allow entry of time cards when employee is inactive field in the Employee File. 2. Go to the Payroll Module. If prompted for a PR Company number, enter the number of the company that contains the employee s record. 3. Go to File Maintenance Company and open the Employee File. 4. Go to the record for the inactive employee. A warning will appear that the employee is inactive. 5. Go to the H/R Info tab (shown in Figure 2) and check the box labeled Allow entry of time cards when employee is inactive. In COINS Version 7, this prompt appears on the MiscInfo 2 screen and you would respond Y to be able to enter time cards for the employee. 6. Save the updated record. 03/05/2008 4
Figure 2: COINS Ti Employee File > H/R Info Tab Enter Time Cards for the Inactive Employee There are a number of ways to enter employee time cards: using the Enter Time Cards menu, entering a manual check, or using Compute Manual Deductions. Table 1 provides a complete list of the time card entry functions that were changed to allow time cards for an inactive employee. Table 1: Functions That Allow Entry of Time Cards for Inactive Employees Function Applies to COINS Version 7 Applies to COINS Ti Payroll Time Card Entry Add, Change, Delete Yes Yes Extended Time Card Entry Yes N/A Quick Add by Job functions Yes N/A Quick Add by Emp functions Yes N/A Add Recurring Time Cards Yes Yes S/M PR Time Card Entry Add, Change, Delete Yes Yes Recurring Time Card F/M Yes Yes Compute Manual Deductions Yes Yes Void Check Function Yes Yes 03/05/2008 5
In the following example, we enter the time cards for the inactive employee in COINS Ti Payroll Compute Manual Deductions (CMD) and print a manual check. 1. Sign into COINS Ti. Your User ID must be set to Allow user to enter PR time cards for an inactive employee in the User ID File. If the User ID isn t set up properly, an error displays that Employee nnnnnn is not an active employee (pr 1066). and you cannot continue. 2. Go to the Payroll Module. 3. If prompted for a PR Company number, enter the number of the employee s company. 4. Select Payroll > Processing > Compute Manual Deductions from the COINS Ti tree menu. 5. Specify the inactive employee, effective date, and other general information on the first CMD screen as shown in Figure 3. Click Next. 6. A warning appears that that Employee nnnnnn is not an active employee (pr 1066). click Ok to continue. This is not a hard stop because 1) the employee is set to allow time cards when inactive and 2) your User ID is allowed to enter time cards for inactive employees. 03/05/2008 6
Figure 3: CMD Screen 1, General Information 7. Enter the time card information as shown in Figure 4. 03/05/2008 7
Figure 4: CMD Time Card Entry Screen 8. Click Next when you have finished entering time card lines. The system calculates and displays the deductions as shown in Figure 5. 9. Review the calculated amounts. Click Back if you need to make corrections to the time cards. Click Next when you are ready to print the CMD report and generate the manual check. 03/05/2008 8
Figure 5: CMD Calculate Deductions 10. On the next screen, check the boxes for printing the check and creating the manual check. Complete the selection screen with check information, such as check type (Manual), check date, and check number (as shown in Figure 6). Click Next to continue. 03/05/2008 9
Figure 6: CMD Create and Print Manual Check 11. On the Print Check screen, indicate whether you want to print a regular check (i.e., within COINS Ti) or an edocuments check. If you select Regular Check, the system prompts for printer information and prints the check immediately. If you select edocuments Check, the check information is saved and you can print it later using edocuments. Figure 7: CMD Printing Regular Manual Check 03/05/2008 10
Process Payroll as Normal Complete payroll processing according to your normal procedure. The manual check created for the inactive employee is processed along with other checks and appears in the Manual Checks section of the Check Edit List. Switch Flag in Employee Record Back Once the employee has been paid, you should go back into the Employee File and change the flag so that additional time cards are not entered for the inactive employee. For example, this will prevent recurring time cards from being generated for the employee during the next payroll run. Following the steps in Update Employee Record on page 4 to access and update the Allow entry of time cards when employee is inactive field in the employee s record. Employee Detail History Report To see information for inactive employees on the Employee Detail History Report, make sure that the Exclude Inactive Employee prompt is not checked (i.e., is set to N or false). The setting for ALLOW ENTRY OF TIME CARDS WHEN EMP IS INACTIVE appears in the Employee Info section of the report. 03/05/2008 11