Specialized Data Systems, Inc. Web Financial Office Specialized Data Systems, Inc. 2017 Revised Last: 2.22.2017
Table f Cntents... 3 Adding & Setting Up a New Emplyee...3 Input New Emplyee Basic Demgraphics... 3 Input Emplyee Benefits... 5 Input Emplyee Deductins... 5 Maximum t Withhld... 6 Input Emplyee Cntract... 6 Adding Additinal Cntracts... 6 Input Emplyee Direct Depsit... 7 Setup New User s Security...8 Mass Create Lk & Brwse Users and Setup the Emplyee Prtal... 8 Adjust Security Grup Settings... 9 Print Emplyee Letter... 9 Add Data Restrictins... 10 Purchasing Data Restrictins... 10 Master File Accunt Data Restrictins... 11 User Will See... 12 Add Request & Apprve... 13 Accunts Payable... 13 Purchase Order Request... 14 Attendance Request... 16 Appendix... 17 Basic HR Checklist with Security Setup... 17 Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 2
This manual will walk yu thrugh the step by step prcess f entering a new emplyee with security settings. It is intended as if yu are currently using the security prcess within the system. Adding & Setting Up a New Emplyee First we will start by adding the new emplyee and demgraphic infrmatin. Enter Web Financial Office and fllw the steps belw. Input New Emplyee Basic Demgraphics 1. Select Payrll Prcessing r Human Resurces 2. Select Emplyee, Cntracts, Deductins/Benefits, etc. 3. Select under Entry Views: Emplyee Demgraphics (Basic Fields) by using the drp dwn buttn 4. T add a New Emplyee click n the buttn 5. Select an applicant t imprt if already in the applicant area r ignre if nt applicable 6. Select emplyee t clne. This shuld be an emplyee clse t the type yu are adding 7. Select Include Cntracts frm clned emplyee, if the cntracts are t be clned a) If Including the Cntracts frm the clned emplyee and yu are using the Salary Schedule, select the Activate Cntract and Salary Schedule Pr Rating ptin 8. Enter the new emplyee s name, address, city, state and zip 9. Click n 10. Select t save Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 3
11. The next screen t display will be the Emplyee Demgraphics (Basic Fields) screen. 12. Enter/edit the required infrmatin f Retir TIN, FICA, Marital Status, and Tax Table, etc. as needed 13. Select t save Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 4
Input Emplyee Benefits Nw let s input benefits. Our clning ptin makes this prcess very simplistic. Fllw the steps belw. 1. Select Payrll Prcessing r Human Resurces 2. Select Emplyee, Cntracts, Deductins/Benefits, etc. 3. Frm the Entry Views: Select Benefits. 4. Select the emplyee. 5. At the bttm f the entry yu will see Clne Deductins and Benefits Optins. This ptin will add frm the emplyee t be Clned Frm t the Emplyee Selected. Bth the Deductins and Benefits will be evaluated and adjusted by what the selected clned emplyee has assigned. a. In the drpdwn bx, select the emplyee t be Clned Frm b. Select t save 6. Place a check in the bx after Shw all available Benefits. 7. Fr each benefit fr the emplyee, place a check mark in the bx under the Active? clumn. 8. Enter the amunt r percent, if needed. Nte: The amunt r percent entered n an individual emplyee s recrd verrides the deductin/benefit amunt r percent in the Deductin/Benefit Master. 9. Select t save. Input Emplyee Deductins If yu used the clning ptin abve in the input Emplyee Benefits, this sectin will be filled in frm using the clsing ptin. Please still cmplete the steps belw t view and active the deductins fr yur emplyee t activate and view them. 1. Select Payrll Prcessing r Human Resurces 2. Select Emplyee, Cntracts, Deductins/Benefits, etc. 3. Frm the Entry Views: Select Deductins. 4. Place a check in the bx after Shw all available Deductins. 5. Fr each deductin fr the emplyee, place a check mark in the bx under the Active? clumn. 6. Enter the amunt r percent, if needed. Nte: The amunt r percent entered n an individual emplyee s recrd verrides the deductin/benefit amunt r percent in the Deductin/Benefit Master. 7. Select t save. Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 5
Maximum t Withhld This ptin allws Maximum t Withhld amunts t be entered n each individual emplyee benefit/deductin and designate perid cutffs (i.e. calendar, fiscal r mnth). Fllw the belw steps if yu wuld like t set this up. 1. Select Payrll Prcessing r Human Resurces 2. Select Emplyee, Cntracts, Deductins/Benefits, etc. 3. Frm the Entry Views: Select Benefits 4. On the tp right f the screen, Select the + next t Prcessing Optins. 5. Select Activate Maximum t Withhld & Acct. Override Fields. 6. Select the emplyee s name by clicking n it. 7. Enter the Maximum t Withhld. 8. Enter the cut ff perid fr the maximum t withhld, Y= Calendar Year, F= Fiscal Year and M= Mnth. 9. Enter in the Override and Date fields, as needed 10. Select t save. Input Emplyee Cntract T input the emplyee s cntract fllw the steps belw. Please nte there s a clning ptin n this screen as well. Simply select t clne r add a cntract using the salary schedule. 1. Select Payrll Prcessing r Human Resurces 2. Select Emplyee, Cntracts, Deductins/Benefits, etc. 3. Frm the Entry Views: Select Cntracts (All fields). 4. Select the emplyee s name by clicking n it. 5. Enter the required infrmatin frm Original cntract thrugh accunt numbers. Nte: It is nt necessary t cmpute Current Balance. The prgram will cmpute it frm the Original Cntract less Paid t Date and Other Reductins. 6. Select t save. Adding Additinal Cntracts On the same screen as yu entered in the abve sectin fllw the steps belw t add additinal cntracts. 1. Use the check bx t save time n data entry. 2. First yu must cmplete the steps abve fr the first cntract. 3. Check the Retain Values n Add. 4. Select Add a Recrd 5. Adjust the infrmatin fr the secnd cntract 6. Select t save Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 6
Input Emplyee Direct Depsit 1. Select Payrll Prcessing r Human Resurces 2. Select Emplyee, Cntracts, Deductins/Benefits, etc. 3. Frm the Entry Views: Select Direct Depsit. 4. Enter the emplyee infrmatin int the fllwing fields: Accunt Number: Enter the emplyee s bank accunt number Bank Ruting Number: Enter the emplyee s bank ruting number Per r Amunt: Enter the percent r flat dllar amunt the Emplyee wants t depsit t this bank. The number 1 in this clumn will be interpreted by the system t mean 100%. If an emplyee nly has ne lcatin that they want their net pay depsited t yu need t place the number 1 in this clumn equaling 100% f their net pay. If the emplyee wants t split their net pay int tw r mre accunts, the first and r secnd recrd needs t cntain a specific dllar amunt that the emplyee wants depsited int that accunt. The last recrd fr the emplyee will need t have a.99 in this clumn, which tells the system t put the balance f the emplyee s net pay int this accunt. Yu can als split the net pay int varius accunts using percentages (i.e..33,.33,.34). The individual percentages must equal 100 A gd way t remember hw t enter: if 1 r less then it is a factr(percent) if > 1 then it is a dllar amunt. Recrd Type: Enter 22, 23, 32, r 33. (Odd # = Pre-Nte and even # = Apprved). These cdes cme directly frm the Federal Gvernment and have specific meanings. With these recrd types the system is designed t allw yu t run a pre-nte t verify the Bank can read the file and validate the emplyee s accunts befre yu g live. This will help yu eliminate errrs. The numbers t use in this clumn fr the pre-nte are: 23 fr Pre-Nte Checking 33 fr Pre-Nte Savings 5. After yur pre-nte has been apprved, yu will need t g back and change the pre-nte numbers t the fllwing set f numbers: 22 fr Apprved Checking 32 fr Apprved Savings Nte: An emplyee may want t have their payrll check depsited in mre than ne bank r they may want a prtin f it in a checking accunt and the rest in a savings accunt. Yu will need t cmplete a line in this area fr each accunt the emplyee wants their payrll dllars depsited t. 6. Select t save. Pre-check Fllw up: Enter in Fllw-up Date Amunt: This is a system maintained clumn. The system will autmatically enter the amunt f the net pay fr the emplyee int this clumn nce the payrll has been cmputed and direct depsit vuchers have been created. email Vucher YN: If yu wish fr this vucher t be emailed t the emplyee Base Accunt YN: When yu have mre than ne recrd, this determines which accunt is the main accunt Always Mail Vucher YN: This allws the emplyee t always have their vucher mailed t them regardless whether they have a lgin t the emplyee prtal r are having it emailed t them. Scial Security Number: The system will autmatically enter in the emplyee scial security number. Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 7
Setup New User s Security Mass Create Lk & Brwse Users and Setup the Emplyee Prtal Belw will take yu thrugh hw t create Lk & Brwser users and setup the security fr Emplyee Prtal. 1. Select Administrative Utilities 2. Select Security Applicatin Access 3. Select Optins 4. Select Mass Create Lk & Brwse Users 5. Select the Passwrd assignment. After yu make yur selectin, the Create Emplyees Lk and Brwse Users selectin bx will display. a. This prcess will create a user ID fr each active (Pay = Y in Emplyee Demgraphics) Emplyee and set them up fr Emplyee Lk & Brwse/Emplyee Prtal access. The new user ID will be the emplyee number. Each user will be assigned a passwrd. b. Select User must change passwrd at next lgin t frce the user t change their passwrd when they lgin fr the first time. 6. Select Create Emplyee Lk and Brwse Users 7. Yu will receive a message frm webpage, read it and then select OK. 8. When the prcess is cmplete, yu will receive a message cnfirming this, select OK. 9. Select Clse t Exit Nte: When yu run this prcess at a later date, nly new emplyees will be created with Lk and Brwse/Emplyee Prtal area security. When printing letters fr new emplyees, select the crrespnding date frm the drp bx, nly the new emplyee letters will print. Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 8
Adjust Security Grup Settings If yu wish fr the User t be assigned t anther grup, yu can change their grup by fllwing the belw steps: 1. Select Administrative Utilities 2. Select Security Applicatin Access 3. Select the user yu wuld like t assign t anther grup 4. Select Change User s Grup 5. Select the Assign t Grup yu wuld like t assign the user t 6. Yu will receive a ntificatin nce the change has been cmpleted: Print Emplyee Letter T print an emplyee letter t give t yur emplyee (new user) fllw the steps belw. This letter tells them hw t access WFO and includes their lgin infrmatin. This letter can be custmized fr a minimal charge. If yu wuld like it custmized please cntact SDS supprt. 1. Select Administrative Utilities 2. Select Security Applicatin Access 3. Select the printer icn after Optins 4. Select the date f the new users created, t print nly thse select emplyees, therwise leave as ALL 5. Insert the district s URL (The SDS Web Office site address) and select OK. 6. The letter will display. 7. Print the letter t give t the emplyee. Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 9
Add Data Restrictins In this sectin we will cver hw t limit access t Accunts and Budget fr Data Entry, Master File Data Restrictins and Detail Data Entry and View Restrictins f the prgrams frm Users. Fllw the steps belw t begin. T access Data Access Cntrl fllw the belw tw steps: 1. Select Administrative Utilities 2. Select Security Data Access Cntrl Nw we will step thrugh each different area f restrictins (Purchasing, Master File Accunt Data and User will See). Purchasing Data Restrictins 1. Select the User 2. Select 3. Add the Accunt Filter Optins. Select the type f file: Expenditures, Revenues, Balance Sheet. 4. Select the Frm/T fr a range f accunts t add r Single fr individual accunt selectin. Click n t refresh yur accunts 5. After yu have refreshed and verified yur accunts, Select Add t mve the frmula int the Restrictin area. 6. Cntinue t add the Data Restrictins, as needed. 7. Once yu have cmpleted yur accunt restrictins, verify the accunts the user has access t under the Access clumn. 8. Select Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 10
Master File Accunt Data Restrictins 1. Select the User if yu dn t have the user selected already 2. Select 3. Add the Accunt Filter Optins. Select the type f file: Expenditures, Revenues, Balance Sheet. 4. Select the Frm/T fr a range f accunts t add r Single fr individual accunt selectin. Click n t refresh yur accunts 5. After yu have refreshed and verified yur accunts, Select Add t mve the frmula int the Restrictin area. 6. Cntinue t add the Data Restrictins, as needed 7. Once yu have cmpleted yur accunt restrictins, verify the accunts the user has access t under the Access clumn 8. Select Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 11
User Will See 1. Select the User if yu dn t have the user selected already 2. Select 3. Under the Filter Optins, under Value: select the Grup fr the User t see then select Add 4. Once yu have cmpleted yur filter restrictins, verify the grups the user has access t under the Access clumn. 5. Select Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 12
Add Request & Apprve In this sectin we will cver hw t Add Request & Apprve t the users security. This sectin is divided by Accunts Payable, Purchase Order Request and Attendance Request. Fllw the steps belw and then thrugh all sectins r just thse that pertain t yur user. T access the Request and Apprve fllw the belw tw steps: 1. Select Administrative Utilities 2. Select Security Request and Apprve Accunts Payable In this sectin yu will assign the requesters. 1. Yu are defaulted n Accunts Payable, keep it selected. 2. Under the Administrative Grup, Select yur Grup r enter in yur new Grup name (i.e. Middle Schl). 3. T assign the Requesters: Under Staff Nt Assigned t a Grup, chse the Users fr this grup and use the Add t mve them int Middle Schl Requesters. Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 13
Purchase Order Request In this sectin yu will setup the Purchase Order Request and update the Order fr Master. Purchase Order Request Security Setup 1. Select the Purchase Order Request bullet n the Security Request and Apprve screen. 2. Under the Administrative Grup, Select yur Grup r enter in yur new Grup name (i.e. Middle Schl) 3. If yu have nt mved the User int the Requester sectin in AP, yu will use the Add t mve them int Middle Schl Requesters nw. Nte: If they shuld be restricted t nly see their PO requests, when selecting their name make sure yu have the * Restricted selected, then select Add. Yu will then see the * after their name in the Requesters sectin. 4. T assign r update the Apprvers: Under Available fr Staff fr Apprvers, select the Users and use the Add. 5. A Supervisr Apprver will verride any ther Apprver. They may apprve r deny any request available t them. T assign a Supervisr Apprver t yur selected Elementary Apprvers, check the bx next t the users name and select the 6. If yu wish t have an Apprver set up with requests with a minimum amunt, yu will select the User, enter in the amunt in the Minimum $ (150,000.00). then add (i.e. Bard Member Update Order fr Master When entering in a Purchase request and yu are using the Order fr Master t place the rder by User, yu will want t update the Order fr Master by fllwing the steps belw. 1. Select Master File and Cde Entry Optins ff the menu tree 2. Select Master File Vertical Data Changes 3. Select the Entry Optins: Order Fr Master 4. T add the new User, click n the 5. Enter User infrmatin Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 14
6. Select t save Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 15
Attendance Request In this sectin yu will setup Attendance Request. 1. Select the Attendance (Sick, PT, Vac) bullet n the Security Request and Apprve screen. 2. Yu will ntice the User will be listed in the same grup as PO request. NOTE: Accunts Payable, Purchase Order, and Attendance Requesters use the same administrative grup. Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 16
Appendix Basic HR Checklist with Security Setup Print this page fr a basic checklist fr yur reference. Basic HR Checklist with Security Set-up Jul Aug Sep Oct Nv Dec Jan Feb Mar Apr May Jun EMPLOYEE MASTER Input Emplyee Demgraphics Input Benefits/Deductins fr Emplyee Input Emplyee Cntract Input Direct Depsit ADMINISTRATIVE UTILITIES Security - Applicatin Access: Set up Mass Create Lk & Brwse Users Adjust Security Grup settings Print Emplyee Letter Security - Data Access Cntrl: Add data Restrictins Add Grup t User will see Security - Request and Apprve: Set up AP Requesters/Apprvers Set up PO Requesters/Apprvers Set up Attendance Requesters/Apprvers MASTER FILE AND CODE ENTRY Update Order fr Master Cpyright 2017 by Specialized Data Systems, Inc. - 2.22.2017 17