efinanceplus Payroll Procedures Revised: 07/23/15

Transcription

1 efinanceplus Payroll Procedures Revised: 07/23/15 1. Things to do before setting up and loading timecards (this is the table that holds all the pay information for processing payroll for all staff). a. Make sure all pending staff records are completed, if they should be paid in this pay cycle. b. All terminated staff that should NOT be paid in this pay cycle must have their pay rate status set to Inactive. (If you terminate an employee and the pay rate status is T and the pay dates fall within the pay cycle dates, the employee will be loaded into time card and paid.) c. Make sure all deductions and tax changes have been completed. d. Make sure the hire date is less than or equal to the pay start date for all new employees who should be paid. e. For balancing purposes you can run a pre-calculation by pay groups if they are set up appropriately. NOTE: If any changes are made to employee pay rates AFTER timecards are loaded the changes will not be reflected in timecard. Human Resources must contact the payroll department and let them know of any changes that are to be included in the current pay cycle. 2. Select ApplicationsHuman ResourcesPayrollPay Run Processing. 3. Click New in the File Options box to add a new pay run. (Can click Find first to see all previous pay runs.) Assign the pay run number (3-character alphanumeric) and description. The recommended practice for a pay run number would be: 1-digit month + 2-digit year, for October December it would the Oyy, Nyy, Dyy. Click Next. In the Pay Groups section enter the following: Group: enter the pay groups that do not need hours entered to calculate pay (one group per line.) Default Hours: enter the default hours for each pay group. (An example of this would be pay group 1 Teachers = 160 hours, pay group 2 Administrators = 176 hours (these hours could be the same.) This will 1

2 not affect pay calculations so you could enter 0; however, this process could be used for the ACA reporting since these hours will be loaded to check history. Start Date/End Date: Define pay period Start Dates and End Dates making sure the dates you are entering are within the range of the pay dates on the calendar(s) assigned to the active pay rates. The Default Start and End Dates should be the same as the dates used for salaried employees pay group. o NOTE: hire dates on employees must be less than or equal to the start date entered to be paid in this pay cycle. Click Next. Pay Cycle: It is always 1. Deduction Frequencies: Select the deduction frequencies to be included in this pay run. For all standard pay cycles click the Check All button to include all deductions. (Most districts have set Z to be the frequency for their declined health insurance deduction. Leave this box unchecked.) Encumber Benefits: uncheck this box since no one encumbers their payroll benefits. Special Pay Frequencies: skip this unless you have set up a special pay for this pay cycle. Click Next. Vendor Payment frequencies: If you have vendors set up on the deduction code then you will need to indicate the date to be used when the pay calculation process creates the payables batch. Click Finish to save and return to the Pay Run Processing screen. (If you happen to click Next instead it displays the Additional Pay Cycles Setup window. Click Finish at this window to return to the Pay Run Processing screen.) 2

3 Click the Refresh button at the top to display the new pay run. Click the appropriate pay run to highlight it and activate the options on the bottom of the screen. 4. Click the Clear Balances button. Check the box(es) to clear Monthly and Quarterly totals when appropriate. NOTE: before clearing totals make sure you have loaded the appropriate data for Retirement (NE NPERS Report), New Hire (NE New Hire Report) and Quarterly Wages (NE Quarterly Wage Report) in the StateHuman Resources folder. Check the box for Clear Monthly Balances ; if you do a bi-weekly payroll only run Clear Monthly Balances on the first payroll of the month. Check the box for Clear Quarterly Balances when processing the April, July, October and January pay cycles. If you do a bi-weekly payroll only run Clear Quarterly Balances on the first payroll of the months mentioned above. The Clear Balances process clears the appropriate totals accrued in the employee s Earnings tab: And it clears the appropriate totals accrued in the employee s Deductions tab (for each deduction): 3

4 Click Next. Leave the Selection Criteria fields blank then click OK. Click Yes at the confirmation window to continue clearing balances for all employees. The system will run in sequence each item checked. When each clear balances has finished click OK. If any type of leave accrues on a monthly basis, check the box for Accrue Monthly Leave. Note: to check how the leave banks are set up, go to Human ResourcesReference TablesPayroll Leave Codes. Click Find to list all leave codes. Using the down arrow key scroll through the leave codes and note the value in Accrual Type field. If any records show M - Monthly then leave needs to be accrued monthly during payroll. When it comes to accruing leave the Selection Criteria window displays. To accrue for all employees click the OK button at the top. This makes the Monthly Accrue Leave box active. From the Leave drop-down select the leave banks that need to be accrued. Select one leave bank per line. Click OK when all leave codes have been entered. (IF ALL MONTHLY LEAVE BANKS SHOULD BE ACCRUED, SCROLL TO THE TOP OF THE LIST AND SELECT ALL.) Click Yes at the confirmation window to proceed with the accrual. Click OK to print the accrual report to the screen. The report displays employees who had leave accrued and if there were any issues. Another window will display (you may have to go back to the accrual browser window to see it) showing that the accrue monthly process completed successfully. Click OK to close the window. It automatically moves you to step #5. Click Finish to return to the main pay run screen if desired, or proceed with step #5. 4

5 5. Select the STANDARD Standard Time Load option from the drop-drown menu. Click Load to have the system load timecards (create pay records) for all employees who are members of the pay groups defined in the pay run. Note: You can run the load multiple times. However, if the system finds a timecard already exists for an employee/job class combination, the option will NOT create another timecard for the same employee/job class. Click OK to print the load log to the screen. Click OK at the Your report is being generated window. If there were any errors this window will display: Click OK then review the load log report for errors. Click Next to proceed to the Edit Employee Time Option in step #6, or click Load Employee Time if starting from the main pay run screen. 6. Click the Edit Employee Time button, then the Edit button. Click Find to list all pay records automatically created in the previous step, or search for an employee to view only their timecard records. NOTE: On the Payroll tab of the Employee Information screen there are three choices for Timecard Required (option T - Time Entry Timecard is NOT used for anyone): These options produce the following results when the Standard Time Load function is used in step #5 (assuming the employee s pay group was entered when setting up the pay run.) Y - Timecard Required: this is for hourly staff who do NOT use the Employee Timesheets clocking system; a record is created with the pay rate defaulted in, and only hours worked needs to be entered in Hours/Days 5

6 N - Timecard Not Required: this is for salaried employees; a record is created using their salaried pay amount W - Employee Timesheets: this is for hourly staff who DO use the Employee Timesheets clocking system; no records are created because the information is imported in from the clocking system Make additions, corrections or deletions to the automatically loaded timecards. To add a timecard record, double-click on an employee name in the top list. This activates their timecard records in the lower portion of the screen. Click on the next empty line in the Class code field and select the appropriate job class from the drop-down list. Continue completing the appropriate fields on that row. Click the OK button at the top to save the record. If time was entered that might affect attendance (paid leave) the system will display another window where the start and stop dates of the leave need to be added. A comment can be entered into Remarks as well. Information for a substitute can be added in the Substitute section. It displays two blank records by default and if those are added the scroll bar on the right becomes active and more blank records will display (if you tab through all fields on a record or click Insert Row at the top.) Complete what is necessary then click the OK button at the top to save the changes. If a record is added by mistake, click on any field in that record then click Delete Row at the top. 6

7 *** NOTE: If paid leave needs to be added for an hourly (clocking) employee and their clocking records have already been loaded, add the pay in timecard and it will display the Attendance Information window for the leave dates to be added. This will then get loaded to Attendance. DO NOT add the attendance first. To change a timecard record, click in the appropriate field and make the change. Tab through the fields to see an update to the amount. Click OK to save the change. To delete a timecard record, click in any field on that row (like Hours/Days) then click the Delete Row button at the top. Once all timecard modifications are completed, click Back as many times as necessary to return to the Information window shown above (with Previous, Next, and Finish.) Click Next to open the Employee Time Reports window. Click Finish to skip the reports and return to the main pay run screen. *** NOTE: If loading ETS records (hours clocked and leave submitted), SubFinder records (teacher attendance for leave and sub pay), TimeClock PLUS records (hours clocked and leave submitted), or using Attendance Import (staff attendance for leave) or Import Batch Timecards (manual hours paid), go to the appropriate documentation for these processes and load them (correcting any errors) before proceeding. o ETS records efinance ETS Import.docx o SubFinder records efinance SubFinder Import.docx o TimeClock PLUS records efinance Upload from TCP.docx o Attendance Import - efinance Attendance Import.docx o Import Batch Timecards efinance Import Batch Timecards.docx 7. Posting Attendance: before posting attendance make sure all desired attendance records have been entered. Go to ApplicationsHuman ResourcesAttendance. Click Post in the Actions box on the top menu. All attendance marked unposted will post through this process. Search Criteria: In the Search Criteria section it is only necessary to enter a Start Date. It is suggested that you enter the less than < and equal to = symbols and the last date for which attendance should be posted. This will catch any attendance that was entered after the prior payroll was run and it will not post attendance entered in the future. Click OK. Post Attendance For: Leave the default set as Both. If attendance was added that contains substitute information, this will post the attendance and create a timecard for the substitute. Posting/Report Information: Select the desired Sort Order from the drop-down list then enter the current pay run in the Substitute Pay Run and Employee Pay Run boxes. Click OK on the top menu. Click Yes at the confirmation box. Click OK to generate the posting report. Review this report and make changes as necessary. Note: if the calendar has been disabled for attendance records (the system won t check to see if the absence was a valid work day) and you DO have the Human Resources profile field Disable Auto Dock on the Local 7

8 System Options tab checked, it will not auto dock an employee if they use more leave than they have available. It will create a record in attendance with the remarks EXCES LV ROLL-NO DOCK. You must review these attendance records and determine if the employee should be docked. If so, create a record in timecard for the employee using pay code Manual dock and enter the amount to be docked. If the auto-dock is enabled (no checkmark), the system creates a timecard record using pay code System Dock with the appropriate amount. 8. Employee Time Reports: Check the appropriate reports. *Payroll Edit Reports is used as a verification tool. o Verify data and examine error messages. o Correct any errors in employee records. o Correct any timecard information as necessary. o This report can be run multiple times. *Time Activity Listing displays activity manually entered on timecards (as well as records entered from the ETS and SubFinder processes.) When the report has generated a window displays with Clear reported flag? Click Yes to clear the flags so the changes will not be listed on the next pay run report. *Substitute Report lists system-generated timecards for employee absences by substitute. Print Employee Time produces a report for every employee showing their timecard pay records and leave for the current month. It would be used if employees are required to sign off on their pay each month. Print Substitute Mailer Report is not used. * It is recommended that these reports are generated and reviewed each month to catch any errors in loading or manually editing timecards. Click Next to step through the report criteria for the selected reports. Once the reports are generated the Pre-Calculation window will open. Or, click Finish to return to the main pay run screen without generating the reports. 9. Click the Pre-Calculation button. A Gross Plus Benefits Calculation (HRM) window displays. If using the Gross Plus Custom for LTD Calculations, make sure all insurance benefit deduction codes are listed in the Benefit Information column. Click OK to process. (see note below) At the confirmation window (do you want to continue?) click Yes. The system shows a progress window while updating. 8

9 If you are NOT using this custom to calculate LTD or when the process has completed, click Back button. NOTE: This process will total the premiums for the listed deductions and add that amount to the LTD deduction in the Additional Gross column on each employee who has the LTD deduction. Pre-Calculation Report Set up: Review the Pre-Calculation Report Set up window. Make sure the Pay Run and Deductions - Frequencies are correct then click Next. The Report Criteria section will then be available. The report may be sorted by check location, department, or employee name; select one. The exceptions report may be run by employee number or exception message; select one. The report can be run for selected employees by checking the box, otherwise leave blank for all. The report can be run for selected pay groups by checking the box, otherwise leave blank for all. To print the deduction register check the box. Click Next. If the box for Run for Selected Employees is checked, a window opens for searching and selecting the desired employees. If the box for Run for Selected Pay Groups is checked, a window opens for selecting the appropriate pay groups. The Pre-Calculation Process can be run multiple times. This process calculates gross, deduction, and net amounts for each employee. a. Make sure to check your garnishment deductions. Does the employee make enough to have garnishments deducted per the court order? You can inactivate the deduction then run a pre-calculation for the staff with garnishment deductions to check their net pay; then you can activate the deduction accordingly. This process produces 6 reports as follows: precal-a1.rpt; payroll parameters precal-b1.rpt; pre-calculation journal, selected employees precal-c1.rpt; pre-calculation exceptions *** precal-d1.rpt; pre-calculation journal, all employees precal-e1.rpt; pre-calculation journal deduction summary precal-g1.rpt; pre-calculation LWOP summary *** 9

10 *** WARNINGS AND ERRORS MUST BE INVESTIGATED AND CORRECTED BEFORE PROCEEDING WITH THE CALCULATION. NOTE: DO NOT RUN PAYROLL CALCULATIONS UNTIL PRE-CALCULATIONS HAVE GIVEN THE DESIRED RESULTS. IF ERRORS ARE FOUND AFTER THE CALCULATION, THE DATABASE MUST BE RESTORED FROM THE AUTOMATIC RESTORE please contact the helpdesk at or NOTE: Before running the Pay Calculation you need to run the Cognos report Employee Salary Changes. This report will display any changes that occurred after the timecards were loaded. Determine if these changes should be made in timecard before payroll is processed. Run all reports found in the Cognos directory Payroll Processing Data Checks. These are designed to catch duplication or changes since the last pay run. 10. From the Pay Run Processing window in the Pay Calculation box click Lock Human Resources. Locking Human Resources prevents users from accessing the Human Resources folder on the efinance menu so they can t make changes while payroll is being calculated. If they are on a record the payroll process will not update that employee because the record is locked. At the next screen click Next to continue with the locking. If any users are logged into Human Resources it will list them. Click OK to continue. Click Clear to clear users and proceed - however, the system will display a caution message that continuing with the lock won t disconnect users from the system. Click Yes to proceed. Click OK when it has successfully completed. The system will automatically create a payroll backup and a message will display (quickly). IF THE AUTOMATED PAYROLL BACKUP DOES NOT COMPLETE SUCCESSFULLY, DO NOT PROCEED WITH THE CALCULATION. 11. Click Next to calculate the pay run OR from the Pay Run Processing window in the Pay Calculation box click Pay Calculation. This process produces two reports as follows (click OK to generate the reports): paycala1.rpt; payroll calculations parameter list paycalc1.rpt; payroll calculations exceptions list A Processing window displays which shows what employee is being calculated. When the processing is done it displays the reports. 12. From the Pay Run Processing window in the Pay Calculation box click Unlock Human Resources OR click Next to proceed if the system is automatically moving you to the next step in the process. 10

11 Click OK at the successful completion message. The system will move right to step #13. Click Finish to return to the main pay run screen or proceed with step # Click Direct Deposit OR skip that and go to Print Checks first. If you create the direct deposit file first, be sure to carefully check the dates required. In the Select Options box for direct deposit, both Create Direct Deposit File and Generate Direct Deposit Report options should be checked. In the Date Entries are to be Posted box enter the date the deposits should hit the bank (your pay date). In the File Creation Date box leave the date that defaulted in (this should be today s date). This is the date you created the file. Click Next. The Direct Deposit Report box will display. Click OK to view the report in PDF format. The Direct Deposit File box will display. The File Name of ddbank.tpe will need to be renamed to something that can identify the file when it is time to upload it to the bank. An example would be: P:/rpt/TST_914ddbank.tpe DO NOT CHANGE P:/rpt/ OR.tpe - only change the file name. Click once in the File Name field then use the keyboard arrow keys to move to the end of the name - do not put spaces in the name. Click OK. It displays Total Number of Detail Records - click OK. *see step 18 for instructions on downloading the file to the desktop. 11

12 Click the Print Checks button from the main menu or click Next to continue. TO PRINT CASHABLE CHECKS AND VOUCHERS ON SEPARATE STOCK: NOTE: Find the next check number to use by going to ReportsHuman ResourcesPayroll and run Concise Check Register. In the Check Date box enter >=mm/dd/yyyy where mm/dd/yyyy is the check date of the prior month. Click OK. Check the Regular and Manual boxes also. Click OK. This will display the check numbers (this includes numbers used for vouchers, which are preceded with a V ). Go to the bottom of the report to see the last check number written, whether an actual check or a voucher. Assign the beginning check number (found in Note above), check date and sort order. Choose Cashable Checks from the Type of Checks drop-down option. Make sure to load the micr font cartridge before printing checks. Click Print ; this will print cashable checks only. It will display how many checks are to be printed - click OK to proceed. If checks have printed correctly click Yes ; check history will be updated. If they have not printed correctly, click No to print again. (If the system moves on to the Follow-up Activities after this, click Finish then from the pay run menu click Print Checks again and continue. Enter the Beginning Check Number using the next check number after the paper checks printed.) The setup screen will appear again. Choose Vouchers Only from the Type of Checks drop-down option. Make sure to remove the micr font cartridge before printing vouchers. Click Print ; this will print vouchers only. It will display how many vouchers are to be printed - click Yes to continue. At the vouchers report window click OK to generate the report. A progress window will display. If vouchers have printed correctly (it actually says Are the checks OK? ) click Yes ; check history will be updated (this takes a few minutes). If they have not printed correctly, click No to print again. If a message displays similar to there were errors sending s - review the paychk3.log file, contact the ESU #3 helpdesk. This means the address for an employee is not in the correct format so an was not sent to them. Once the address is corrected, the Send Paycheck Voucher process can be run to generate a new to the employee. Click Finish when the paychecks have completed. 12

13 14. From the Follow-Up Activities box run each report and save to the appropriate payroll folder on your computer or file server for the current month. Do not run the Payroll Encumbrance report since payroll is not encumbered. DO NOT use the Run All Activities button. This ensures that the Fund Accounting Interface is executed only once. See note below in step 15. Check Register - select sort order; click Next. Payroll Journal - sort order defaulted from Human Resources profile - change if desired; click Next Deduction Register - Detail, Summary, and Vendor (check box for Deduction Report; IF vendor payments have been set up, check box for Vendor Deduction Report) Click Next to generate reports. 15. Fund Accounting Interface: Click the Interface button then click Yes to execute the interface. 13

14 This creates an automated payroll batch in Fund AccountingPeriodic Processing using PmmddyyP (mmddyy is the month, day and year of the default pay period end date) for the control number. This creates an accounts payable batch in Fund AccountingPayable EntryBatch Accounts Payable using PAY###P (### is the payrun number) for the control number. It will only create this batch if you have vendor information on your deduction records in the reference tables. This will also create records in the Detail Distribution table. At the successfully completed box click Continue. It will return to the Interface screen. IF CHECKS/VOUCHERS NEED TO BE VOIDED AND RE-ISSUED, DO THAT AFTER THE FUND ACCOUNTING INTERFACE HAS BEEN RUN; OTHERWISE NO DISTRIBUTIONS ARE CREATED FOR THE VOIDS TO POST AGAINST AND THE LEDGER WON T BE UPDATED. 16. Click Next to run the Distribution Reports (or click Finish to return to the main pay run screen. Click the Refresh button at the top to update the items completed.) Check the boxes for Organization Charge Summary and Benefits Charge Summary. It generates the following reports: a. orgnchg1.rpt; gross wage distribution detailed per employee by fund, organization, and account b. orgnchg2.rpt; gross wage distribution summarized by fund, organization, and account c. orgnchg3.rpt; gross wage distribution by fun d. benchg.rpt; benefit distributions by budget unit and account e. benchg2.rpt; benefit distributions by benefit code and budget unit f. benchg3.rpt; benefit distribution totals by fund At this window click No because there shouldn t be any manual or void checks for the pay run. Click OK to generate the report. If the message No records found for organization charge summary report displays this means the Fund Accounting Interface has not been run. Click Back and go back to step #15. At this window click No because there shouldn t be any manual or void checks for the pay run. 14

15 Click OK to generate the report. If the message No records found for benefit charge summary report displays this means the Fund Accounting Interface has not been run. Click Back and go back to step #15. (ONLY RUN THE FUND ACCOUNTING INTERFACE ONCE.) After the reports run successfully the Payroll Encumbrance screen displays. Click Finish to return to the main pay run screen without running the payroll encumbrance. 17. Post the payroll batch in fund accounting: Go to Fund AccountingPeriodic Processing then double-click Automated Payroll Interface. Check the Date and Period the batch will be posted to. If it is not correct click the Set Period option in the Actions box and select the correct period. Click on Post in the Actions box. Click Yes to continue. If the batch posted without errors, in the lower left the message xxx post completed will display (where xxx is the control number of the batch.) If the result set returns errors the batch will not be posted. This usually is the result of a balance sheet account not being created for the fund. 15

16 Errors: Success: If there are errors, double-click on the batch and click Find. Look for the account with the error. (See the following picture - sort on the Account field by clicking the column name - once for ascending order and twice for descending order.) Then go to Fund AccountingGeneral LedgerBalance Sheet and click Find. Make sure that the account exists for the fund. Once all corrections are made go back to the beginning of step 17 to post the batch without errors. NOTE: You must post the fund accounting batch before you can run the Fund Accounting Interface again in Payroll Processing for a new pay run. Be very careful NOT to post the fund accounting batch for a pay run more than one time. If you do this, it will create duplicate expenditure records in fund accounting and it creates new records or adds to amounts already loaded previously depending on the record type in the Detail Distribution table for that payrun. ESU3 needs to be called to fix the data. This process can take several hours. If you are unsure whether the fund accounting interface was run, go to ReportsHuman ResourcesPayroll and doubleclick Detail Distribution Detail. Click OK to access the search fields. Enter the pay run number in the Pay Run field and click OK. If it displays No records to process then the fund accounting interface has not been run. 16

17 18. Downloading the ACH bank file for uploading to the bank. Make sure you have followed the process in step 13 above. Once the file has been created, click on Refresh in the Actions box on the Home menu. Click the Documents tab on the right side of the efinance window. Find your XXXddbank.tpe file and double-click on it. Check the date on the file to make sure it is the correct one. A window displays asking you to save the file. Click OK. If you have the browser properties set to Always ask me where to save files on the General tab in browser options, a window will display so you can select where to save the file. If this option is not set, the default will be to save files to the Downloads folder automatically. Click Save once you have selected where you want the file saved. 17

18 Now you are ready to upload the file. The number of records and the total amount to be deposited is in the Direct Deposit report you should have printed on step 13. Follow the bank s procedures for uploading the file. ************* When payroll is complete, run the following report and keep it for reference: ReportsHuman ResourcesPayrollPayroll File Totals Click the OK button to run. This report is a snapshot as of the date you run the report. It pulls the information from the Earnings tab of each employee record and from the Accruals tab of each employee deduction record. 18