Microsoft Dynamics GP. Pay Steps for Human Resources Release 9.0

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1 Microsoft Dynamics GP Pay Steps for Human Resources Release 9.0

2 Copyright Copyright 2006 Microsoft Corporation. All rights reserved. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Notwithstanding the foregoing, the licensee of the software with which this document was provided may make a reasonable number of copies of this document solely for internal use. Trademarks Microsoft, Excel, and Microsoft Dynamics are either registered trademarks or trademarks of Microsoft Corporation or its affiliates n the United States and/or other countries. FairCom and c- tree Plus are trademarks of FairCom Corporation and are registered in the United States and other countries. The names of actual companies and products mentioned herein may be trademarks or registered marks - in the United States and/or other countries - of their respective owners. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Intellectual property Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. Limitation of liability The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Microsoft Corporation. Microsoft Corporation assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. Neither Microsoft Corporation nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code. License agreement Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at (in the U.S. or Canada) or Publication date February 2006

3 Contents Introduction... 1 What s in this manual...1 Symbols and conventions...1 Resources available from the Help menu...2 Send us your documentation comments...4 Chapter 1: Pay Steps in Human Resources... 5 About Pay Steps...5 Installing Pay Steps...6 Chapter 2: Pay Steps Setup... 9 Setting up pay step preferences...9 Setting up pay step tables...9 Modifying or deleting pay step table data...10 Chapter 3: Assign Pay Steps Assigning a pay step table to an employee...13 Activating employee post-dated pay rates...15 PAY STEPS FOR HUMAN RESOURCES i

4 ii PAY STEPS FOR HUMAN RESOURCES

5 Introduction This document is designed to give you an understanding of how to set up and use Pay Steps for the Microsoft Dynamics GP Human Resources system. Also, this document describes how Pay Steps integrates with U.S. Payroll. To use Pay Steps in Human Resources, you must activate Pay Steps first. Pay Steps is available for the U.S. only and can not be used with other locales, such as Canada. This introduction is divided into the following sections: What s in this manual Symbols and conventions Resources available from the Help menu Send us your documentation comments What s in this manual This manual provides instructions for installing and setting up Pay Steps, and for using Pay Steps with your Microsoft Dynamics GP system. To make best use of Pay Steps, you should be familiar with systemwide features described in the System User s Guide, the System Setup Guide, and the System Administrator s Guide. Some features described in the documentation are optional and can be purchased through your Microsoft Dynamics GP partner. To view information about the release of Microsoft Dynamics GP that you re using and which modules or features you are registered to use, choose Help >> About Microsoft Dynamics GP. The manual contains the following information: Chapter 1, Pay Steps in Human Resources, describes Pay Steps and how they work, and provides the installation instructions for adding Pay Steps your Human Resources system. Chapter 2, Pay Steps Setup, provides the information you need to set up pay steps preferences and to set up pay step tables for Human Resources. Chapter 3, Assign Pay Steps, contains instructions for assigning pay steps to your employees and activating Pay Steps for Human Resources. Symbols and conventions For definitions of unfamiliar terms, see the glossary in the manual or refer to the glossary in Help. Symbol Description The light bulb symbol indicates helpful tips, shortcuts, and suggestions. PAY STEPS FOR HUMAN RESOURCES 1

6 INTRODUCTION Symbol Description The warning symbol indicates situations you should be especially aware of when completing tasks. This manual uses the following conventions to refer to sections, navigation, and other information. Convention Creating a batch File > Print TAB or ENTER Description Italicized type indicates the name of a section or procedure. The (>) symbol indicates a sequence of actions, such as selecting items from a menu or a toolbar or pressing buttons in a window. This example directs you to go to the File menu and select Print. Small capital letters indicate a key or a key sequence. Resources available from the Help menu The Microsoft Dynamics GP Help menu gives you access to user assistance resources on your computer, as well as on the Web. Contents Opens the Help file for the active Microsoft Dynamics GP component, and displays the main contents topic. To browse a more detailed table of contents, click the Contents tab above the Help navigation pane. Items in the contents topic and tab are arranged by module. If the contents for the active component includes an Additional Help files topic, click the links to view separate Help files that describe additional components. To find information in Help by using the index or full-text search, click the appropriate tab above the navigation pane, and type the keyword to find. To save the link to a topic in the Help, select a topic and then select the Favorites tab. Click Add. Index Opens the Help file for the active Microsoft Dynamics GP component, with the Index tab active. To find information about a window that s not currently displayed, type the name of the window, and click Display. About this window Displays overview information about the current window. To view related topics and descriptions of the fields, buttons, and menus for the window, choose the appropriate link in the topic. You also can press F1 to display Help about the current window. Lookup Opens a lookup window, if a window that you are viewing has a lookup window. For example, if the Checkbook Maintenance window is open, you can choose this item to open the Checkbooks lookup window. Show Required Fields Highlights fields that are required to have entries. Required fields must contain information before you can save the record and close the window. To change the 2 PAY STEPS FOR HUMAN RESOURCES

7 INTRODUCTION way required fields are highlighted, choose Tools >> Setup >> User Preferences >> Display, and specify a different color and type style. Printable Manuals Displays a list of manuals in Adobe Acrobat.pdf format, which you can print or view. Orientation Training Accesses online tutorials that show you how to complete basic procedures within Microsoft Dynamics GP. Additional tutorials are available through the CustomerSource Web site. What s New Provides information about enhancements that were added to Microsoft Dynamics GP since the last major release. Microsoft Dynamics GP Online Opens a Web page that provides links to a variety of Web-based user assistance resources. Access to some items requires registration for a paid support plan. Current implementation and upgrade information The most recent revisions of upgrade and implementation documentation, plus documentation for service packs and payroll tax updates. User documentation and resources The most recent user guides, howto articles, and white papers for users. Developer documentation and resources The most recent documentation and updated information for developers. Product support information Information about the Microsoft Dynamics GP product support plans and options that are available, along with information about peer support and self-support resources. Services information Information about Microsoft Dynamics GP support, training, and consulting services. Microsoft Dynamics GP Community Access to newsgroups, where you can ask questions or share your expertise with other Microsoft Dynamics GP users. CustomerSource home page A wide range of resources available to customers who are registered for a paid support plan. Includes access to Knowledge Base articles, software downloads, self-support, and much more. U.S. Payroll Updates Provides access to tax updates for state and federal tax withholding. When you select an option, the process to install the updates will begin immediately. Check with your system administrator before installing tax updates. To be sure that tax updates are installed correctly, refer to documentation for specific tax updates on the CustomerSource Web site. PAY STEPS FOR HUMAN RESOURCES 3

8 INTRODUCTION Customer Feedback Options Provides information about how you can join the Customer Experience Improvement Program to improve the quality, reliability, and performance of Microsoft software and services. Send us your documentation comments We welcome comments regarding the usefulness of the Microsoft Dynamics GP documentation. If you have specific suggestions or find any errors in this manual, send your comments by to the following address: To send comments about specific topics from within Help, click the Documentation Feedback link, which is located at the bottom of each Help topic. Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use them freely. 4 PAY STEPS FOR HUMAN RESOURCES

9 Chapter 1: Pay Steps in Human Resources You can use Pay Steps in Human Resources to associate an employee or pay code with a pay step table and track employee grades and steps within your pay step tables. After installation, Pay Steps must first be activated in Human Resources before you can begin using it. Pay Steps integrates with U.S. Payroll, but is not available with Canadian Payroll. This information is divided into the following topics: About Pay Steps Installing Pay Steps About Pay Steps A pay step table is a matrix with steps on one axis and time periods on the other axis, which shows the salary amounts for each step and time period. You can define a step for the number of months required for an employee to earn the salary for that step. For example, when an employee s pay rates are based on the employee s length of time in a position, the employee moves to the next pay step after a designated length of time. If a newly hired employee earns $15.00 per hour for the first six months of employment, the employee s pay will be increased to $16.00 per hour after six months. The following example is a pay step table. Step Range 2006 hourly pay amount 1 0 to 5 months $15.00 $ to 11 months $16.00 $ to 36 months $18.00 $ hourly pay amount Assuming the step increases are based on the hire date, if the employee was hired on January 5, 2006, and the current date is May 25, 2006, the employee would be earning $15.00 per hour. On July 5, 2006, the pay rate would be changed to the next pay step, which is $16.00 per hour. When an employee is eligible for a step increase, a message on your Microsoft Dynamics GP home page will list how many employees are due for pay changes that month. After you approve a pay step increase, the employee s pay rate will be updated automatically so that the next payroll check correctly reflects the increase. To track grades, you can create a pay step table for each grade. For example, if employees pay rates are based on their educational level, you could create a pay step table for Bachelor s Degree and another for Master s Degree. Some government agencies also use grades for their pay steps. PAY STEPS FOR HUMAN RESOURCES 5

10 CHAPTER 1 PAY STEPS IN HUMAN RESOURCES You can assign security privileges for the following three new windows. Pay Step Table Entry window Pay Step Table Lookup window Pay Step Lookup window See the System Setup documentation (Help >> Printable Manuals >> System >> System Setup) for more information about setting up security. If you re using U.S. Payroll, changes made to pay rate values in the Pay Code Setup window will not be applied to employee pay records that are attached to a pay step. When you update a range of information for employees using the Employee Mass Update window or the Edit Employee Mass Update window, any pay rates attached to a pay step will not be updated. If you want to make pay rate adjustments with these Payroll windows and you have pay rates attached to pay steps, you must first use the Employee/Pay Step Assignment window to remove the pay step assignments. See Assigning a pay step table to an employee on page 13, for information about using this window. In Pay Steps, you can base step increases on an employee s seniority date. The seniority date can be added or changed in the Union window of Human Resources (Cards >> Human Resources >> Employee >> Union). Installing Pay Steps Use these instructions to install Pay Steps for Human Resources. Pay Steps works with Microsoft Dynamics GP and integrates with U.S. Payroll only. You will need to install Pay Steps on every workstation that runs the back office application. Before you begin, ask all back office users to exit the application until the installation is complete. To install Pay Steps: 1. Download Pay Steps from CustomerSource ( customersource/support) Downloads & Updates >> Service Packs/Product Releases. The file name is MicrosoftDynamicsGP-KB v9-ENU.msp. Save it to a folder on the local disk drive of the server workstation that runs the back office application. 2. Double-click the file that you just downloaded. Review the instructions in the Welcome window. Choose Next. 3. Review the license agreement. If you accept the terms, choose Yes to begin the installation. 4. When the installation is complete, the Setup Complete window appears. Choose Finish. 6 PAY STEPS FOR HUMAN RESOURCES

11 CHAPTER 1 PAY STEPS IN HUMAN RESOURCES 5. Start Dynamics Utilities to update your Human Resources tables. (Start >> All Programs >> Microsoft Dynamics >> GP9.0 >> Dynamics Utilities). This procedure needs to be completed on the server workstation to update Human Resources. Do not start the back office application on other machines until this procedure is complete. 6. Select the companies to update. 7. After the update is completed, you can set up Automated Client Update to update all client workstations. For information about setting up the automatic updates, refer to your System Administrator manual. Alternatively, save the MicrosoftDynamicsGP-KB v9-ENU.msp file to each workstation. Double-click the file to complete the installation on each workstation. PAY STEPS FOR HUMAN RESOURCES 7

12 8 PAY STEPS FOR HUMAN RESOURCES

13 Chapter 2: Pay Steps Setup To begin using Pay Steps in Human Resources, you will need to activate it in Human Resources. Then, you will use the Pay Step Table Entry window to set up your table information, such as the steps, grades, and effective dates. This information is divided into the following topics: Setting up pay step preferences Setting up pay step tables Modifying or deleting pay step table data Setting up pay step preferences To activate Pay Steps, use the Human Resources Preferences window. To set up pay step preferences: 1. Open the Human Resources Preferences window. (Tools >> Setup >> System >> Human Resources Preferences) 2. Select the Use Pay Steps/Grades check box. The fields that contain pay step information are available only when you use Human Resources and when the Use Pay Steps/Grades check box is selected. 3. Select your Base Pay Step Increases on option: Hire Date, Adjusted Hire Date, Seniority Date, or Manual. This selection becomes the default option each time you create pay step tables. 4. Click OK to save your preferences. Setting up pay step tables You can create, save, modify, and delete specific pay step tables. Pay step tables can contain unlimited steps, grades, number of months in each step, and effective dates, as well as any historical data you want to record in the tables. You also can export pay step table information to an Microsoft Excel file, where you can use it for further analysis and review. If you need to make changes to your pay step tables, you can add, copy, and delete columns and rows of information. See Modifying or deleting pay step table data on page 10 and Assigning a pay step table to an employee on page 13 for more information about changing and using the table information after it is set up. PAY STEPS FOR HUMAN RESOURCES 9

14 CHAPTER 2 PAY STEPS SETUP To set up a pay step table: 1. Open the Pay Step Table Entry window. (Cards >> Human Resources >> Employee >> Pay Step Table) 2. Enter a pay step table ID and a short description. 3. Select a unit of pay. 4. Enter the effective date. This date indicates when a new period begins for new pay rates, such as January 1 of each upcoming year. You can enter any past, present, or future date. 5. Enter the step or grade into the pay step table. 6. Enter the range of months that an employee will be at this pay step. For example, a range of 0 to 12 indicates the employee will be paid at the rate for that step for the first 12 months of employment. 7. Enter pay rate amounts in the related effective date column based on your selection for the unit of pay. 8. To add more effective date columns, click the Add Column tab, enter a date, and click Add. 9. Click Save. Modifying or deleting pay step table data You can add and remove columns in existing pay step tables by clicking the tab for each action. You also can copy the pay amount values from an existing column in a pay step table to create another column in that same table. See Setting up pay step tables for more information about the data in the tables. 10 PAY STEPS FOR HUMAN RESOURCES

15 CHAPTER 2 PAY STEPS SETUP To add a column: 1. Open the Pay Step Table Entry window. (Cards >> Human Resources >> Employee >> Pay Step Table) 2. Select a pay step table ID. 3. Click the Add Column tab. 4. Enter the effective date. 5. Click Add to add the new column to the table. 6. Click Save. To copy a column: 1. Open the Pay Step Table Entry window. (Cards >> Human Resources >> Employee >> Pay Step Table) 2. Select a pay step table ID. 3. Click the Copy Column tab. 4. Select the date to copy the pay step column from. 5. Enter or select the date to copy the pay step column to. 6. Enter the amount or percentage to adjust the copied salary amounts. 7. Click Copy to copy the selected column to the table. 8. Click Save. To remove a column: 1. Open the Pay Step Table Entry window. (Cards >> Human Resources >> Employee >> Pay Step Table) 2. Select a pay step table ID. 3. Click the Remove Column tab. PAY STEPS FOR HUMAN RESOURCES 11

16 4. Choose a date to remove the corresponding column from the table. 5. Click Remove. 6. Click Save. 12 PAY STEPS FOR HUMAN RESOURCES

17 Chapter 3: Assign Pay Steps After setting up your pay step preferences and tables, you can begin assigning steps to your employees using the Employee/Pay Step Table Assignment window. When you use Pay Codes, you can integrate your pay step assignments with your Payroll system. If you are using Human Resources, open the Employee Pay Code Maintenance window (Cards >> Payroll >> Pay Code) to integrate and maintain your pay step table records. You can use the Activate Employee Post-Dated Pay Rates window in both Human Resources and U.S. Payroll to activate new pay rates based on your pay step tables. SmartLists and reminders will help you keep track of the employees due for pay changes each month. A value represents the total number of employee records found by the SmartList favorite that are due for a pay change. The Reminders window will display the due date, user, description, and amount. This information is divided into the following topics: Assigning a pay step table to an employee Activating employee post-dated pay rates Assigning a pay step table to an employee You can assign pay step tables to employees based on their hire dates, adjusted hire dates, or seniority dates. You also can select to specify the employee s pay step manually and the subsequent pay steps are calculated automatically. You can sort employee information by step or grade, employee ID, location, department, position, union, or class ID. If you re using Human Resources, you can use the Detailed Employee List report to view pay step information for employees, such as seniority date, pay step table ID, and effective date. PAY STEPS FOR HUMAN RESOURCES 13

18 CHAPTER 3 ASSIGN PAY STEPS To assign a pay step table to an employee: 1. Open the Employee/Pay Step Table Assignment window. (Cards >> Human Resources >> Employee >> Pay Step Table Entry >> select a Pay Step Table ID >> click Assign Employees) 2. Enter or select a pay code. 3. Select the criteria to base step increases on. 4. Enter or select the pay step or pay grade. If you have selected Manual to base pay step increases on, enter or select the pay step or pay grade to assign to employees. 5. Enter or select the date when the step becomes effective. 6. Enter or select the ranges to sort table information by. You can sort by employee ID, location, department, position, union, and class ID. 7. To display employee information from the ranges you selected, click Redisplay. A check box will appear next to each employee ID. 8. Select the employee ID check boxes to assign the pay step table to. To select all of the employee ID check boxes, click Mark All. To clear all of the employee ID check boxes, click Unmark All. 9. Click Assign to assign the selected employees to the pay step table ID. The assigned employee IDs will be moved to the column on the right. 10. To remove any employee IDs from the pay step table, select the employee ID check boxes and click Remove. To select all of the employee ID check boxes, click Mark All. To clear all of the employee ID check boxes, click Unmark All. 11. Click Process to process the changes you have made. 14 PAY STEPS FOR HUMAN RESOURCES

19 CHAPTER 3 ASSIGN PAY STEPS Activating employee post-dated pay rates You can set up pay step tables that list future dates for pay rates to change. You can use the Activate Employee Post-Dated Pay Rates window to activate the new rates for existing pay step tables in both U.S. Payroll and Human Resources. Not all fields are available in U.S. Payroll unless Human Resources also is installed. To activate post-dated pay rates: 1. Open the Activate Employee Post-Dated Pay Rates window. (Transactions >> Payroll >> Activate Post-Dated) (Transactions >> Human Resources >> Activate Post-Dated) 2. Choose a method to select employee information by. Specify a range of values. Your choices are Effective Date, Employee ID, Pay Code, and Reason for Change. 3. Choose a method to sort the employee information by. Click Redisplay. The employee information will be displayed. 4. Select the Activate check box that is next to each employee pay rate to process. 5. Click Process to update the employees pay rates and to assign a pay step table ID to the employee records. PAY STEPS FOR HUMAN RESOURCES 15

20 16 PAY STEPS FOR HUMAN RESOURCES

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