Continued Learning in Pursuit of World class Service Excellence. Ceridian HR/Payroll Latitude Payroll Service ID Settings WBT Job Aid Version 1.

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1 Continued Learning in Pursuit of World class Service Excellence Ceridian HR/Payroll Latitude Payroll Service ID Settings WBT Job Aid Version 1.4

2 Contents Overview... 3 What are Payroll Service IDs?... 3 Payroll Service ID Page... 4 How to View or Change Payroll Service ID Settings... 4 Base Section... 5 Options Section... 6 Payroll Options Section... 9 Defaults Section Constants Section Division Section Department Section Pay Frequency Section Earnings Statement Section New Hire Reporting Section Publication date 12/ by Ceridian Corporation All rights reserved. Printed in the United States of America. Ceridian is a registered trademark of Ceridian Corporation. Product names mentioned herein may be trademarks and/or registered trademarks of other companies.

3 Payroll Service ID Job Aid 3 Overview This job aid is intended to be used with the Payroll Service ID Settings Quick WBT and as a reference for people who administer payroll in HR/Payroll Latitude. The focus of this training is setting up Payroll Service ID settings on the Payroll Service ID : Edit page in HR/Payroll Latitude. What are Payroll Service IDs? HR/Payroll Latitude uses Payroll Service IDs (PSIDs) to divide your organization into groups for payroll processing. It does not necessarily represent your reporting or organizational structure. Depending on size and complexity, your organization may have several PSIDs. When you add a new PSID to your database or edit an existing PSID, you update the Payroll Service table. PSIDs are used to control features such as: Valid pay frequencies. Labor distribution defaults. Separate federal tax IDs. Separate bank accounts for funding. User Security. PSIDs are established at installation. Anytime a new PSID is required, you must contact your Ceridian representative.

4 Payroll Service ID Job Aid 4 Payroll Service ID Page Use the Payroll Service ID : Edit page to add or change a payroll service ID. This page consists of the following sections: Base Options Payroll Options Defaults Constants Division Department Pay Frequency Earnings Statement New Hire Reporting How to View or Change Payroll Service ID Settings To view or change your Payroll Service ID settings: 1. In HR/Payroll Latitude, select System>Payroll>PSID. The Payroll Service ID : Edit page appears.

5 Payroll Service ID Job Aid 5 Base Section The Base section includes the PSID number, Company Name, the length of each segment that comprises the employee ID number (also known as the ID Format), and the Payroll Engine/Country where payroll processings for this PSID are produced. Most of the items in this section are view only and cannot be modified. The segments (lengths) that make up the Employee ID Number are collectively referred to as the ID Format. The ID Format is established by your organization during implementation. You cannot make changes to the segments that make up the ID Format on this page. To modify the ID Format, contact your Ceridian representative.

6 Payroll Service ID Job Aid 6 Options Section The Options section activates several features that are specific to the PSID. These items are defined during implementation. Although these options are available for change, changes to these options after implementation should be discussed with your Ceridian representative. View the table below for more information. Option Allow employee Clock # to change Allow duplicate Clock # within PSID Description Select this option to indicate Ceridian HR/Payroll Latitude accepts changes to employee clock numbers. Clock numbers are the alphanumeric digits assigned to all employees either as a new hire or during the translation process. Selecting this option enables the Clock Number on the Employee Payroll page. This is especially important if you have also selected the Allow duplicate clock numbers option. Select this option to allow non unique or duplicate clock numbers within a PSID and uses the employee ID as the unique identifier within a PSID. Selecting this option changes the clock number length to 10 digits minus the sub company length. The 10 digit number will appear anywhere that clock number appears in HR/Payroll Latitude. Note: You must make this selection before translating or hiring employees; otherwise, this option is disabled and no longer available. Update Deductions From Benefits Select this option to activate the Benefits to Deductions functionality. This option must be selected if you want deductions to be updated when the Benefits to Deductions Interface (BDI) is run.

7 Payroll Service ID Job Aid 7 Option Update Wages and Taxes Automatically erase translated Ceridian files after # pay periods Description Select this option to activate the Wage and Tax Viewer page to review an employee's wages and taxes for the current, quarter to date, and year to date periods. Select this option to indicate that HR/Payroll Latitude automatically erases translated files. If you don't select this option, the following files remain until you erase them: Check Detail Company Validation Employee Master Defined Database Labor Distribution Automatically create HR Divisions from payroll Divisions Split Miscellaneous Data Allow Alphanumeric ID Numbers Send Clock Number only in transmittal Retain Fixed Distribution Use Ceridian s Tax Filing system Select this option to indicate HR/Payroll Latitude automatically populates the HR divisions during the download process (at implementation). When this option is selected, HR/Payroll Latitude adds new divisions as the employees are translated for the first time. HR/Payroll Latitude maps these newly added HR divisions to the Payroll divisions. Select this option to split the 20 character Miscellaneous Data field on the Employee Payroll Base page into 4 segments and activate Miscellaneous subfields. Sub field 1 is for worker's compensation information and sub fields 2 through 4 are for other company specific information. This option allows you to define any portion of the Employee ID number as an alpha character, for example 0112A Select this option to indicate clock numbers are the only numbers that are sent when you transmit your payroll data to the Ceridian Payroll System. If you select this option, HR/Payroll Latitude sends a pound (#) sign in place of the division/department if you are using numeric clock numbers only. To verify the number that is being sent in your transmission file, refer to the Sequence Transaction Report that is generated as part of the Prepare process. Select this option to indicate fixed distributions associated with the PSID are preserved. This information is stored on the Employee Distribution Detail : Edit page. If you don't select this option, fixed distributions are cleared during the Begin New process. This option should be activated if your organization subscribes to Ceridian's Tax Filing Service.

8 Payroll Service ID Job Aid 8 Option During translation, create HR record for new payroll employee Automatically create HR Departments from payroll Departments Suppress SSN on Printed Checks Description Select this option to indicate HR/Payroll Latitude creates HR data for all new employees in payroll, regardless of whether it is the initial population or later. This can include employees you add through acquisitions and employees that are added to the Ceridian Payroll System from another product. HR records are only created if this option is selected. Select this option to indicate HR/Payroll Latitude will automatically populate the HR departments the during the download process. By turning this option on, HR/Payroll Latitude adds new departments as the employees are translated for the first time. HR/Payroll Latitude maps these newly added HR departments to the payroll departments. Select this option to suppress or suspend the printing of the employee's Social Security Number on Xpresschecks and pay stubs (printed from the Employee Check Detail page). Note that selecting this option does not suppress the printing of Social Security Numbers on regular checks. Use the Company Options Setup page to suppress that information.

9 Payroll Service ID Job Aid 9 Payroll Options Section Use the Payroll Options section to review 401(k) options and standard state taxability for PSIDs. The Standard State Taxability options are used to suppress standard state taxability for specific pretax deductions as appropriate for this PSID. When Standard State Taxability is suppressed, the S2 Code of the deduction determines the applicable taxability. When Standard State Taxability options are not selected, taxability for these deductions is calculated automatically in compliance with state regulations, and is not controlled by the Deduction S2 code. The payroll option changes made in this section require corresponding changes on the Payroll System. Contact your Ceridian representative for more information.

10 Payroll Service ID Job Aid 10 Defaults Section The Defaults section allows you to select whether to forecast hours by default for all employees in the PSID, and indicate retirement plan coverage on W 2s for employees in the PSID.

11 Payroll Service ID Job Aid 11 Constants Section Use the Constants section to review field code constants, which are Ceridian Payroll System (also called Signature) field codes stored by Ceridian HR/Payroll Latitude for each PSID. The field codes can then be used to represent user defined S1 codes, third party policy numbers, or calculations for displaying positive amounts on defined database reports or downloads.

12 Payroll Service ID Job Aid 12 Division Section The Division section is used to create and maintain Payroll divisions. Review the Payroll Divisions and Departments Quick WBT for complete information on setting up this section of the Payroll Service ID : Edit page.

13 Payroll Service ID Job Aid 13 Department Section The Department section is used to create and maintain Payroll departments. Review the Payroll Divisions and Departments Quick WBT for complete information on setting up this section of the Payroll Service ID : Edit page.

14 Payroll Service ID Job Aid 14 Pay Frequency Section The Pay Frequency section is used to define valid pay frequencies for the PSID and to define the default pay frequency to be used as the default during the New Hire process.

15 Payroll Service ID Job Aid 15 Earnings Statement Section The Earnings Statement section allows you to add or change the earnings statement messages that appear on employee payroll checks. These message lines appear on employee checks only when Company options through have been set up using the Company Options Setup page. Company options are also used to schedule when the messages should appear on employee payroll checks. You must add messages for each PSID. You can see the earnings statement messages on the Ceridian Master Control report, which is produced every processing. For more information, see the Company Options WBT.

16 Payroll Service ID Job Aid 16 New Hire Reporting Section Use this section to enter contact information and defaults if your organization uses Ceridian's New Hire Reporting service. See the table below for more information. Option Use Ceridian s New Hire Reporting Name, phone, Ext Multi State Reporting State Default employee/dependents medication coverage Description Select this option to indicate your company has been set up to use Ceridian s New Hire Reporting service in response to federal mandates established in the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA). PRWORA provides guidelines by which states collect information on new hires. A unit of the Social Security Administration uses this information to compile a national directory of new hires that s intended to help states enforce child support laws and reduce unemployment fraud. Used for maintaining contact information from organization for New Hire Reporting. Use this option to select one specific state through which your company chooses to report all New Hire reporting. Select these options to enable the indicator for availability of medical coverage for the employee or dependent on the Employee Payroll Base : Edit page and set the Date Available to the hire date. For an employee whose PSID is set up for medical coverage availability and coverage isn t available, or the state date is not the hire date, you can change the coverage defaults for the employee in the Reporting section on the Employee Payroll Base : Edit page.