OCCMS Pay Equity Union Settlement Budget
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1 OCCMS Pay Equity Union Settlement Budget Budgets in OCCMS... 2 Entering Legal Name of Your CMSM/DSSAB... 3 Entering General Ledgers (GLs)... 3 Producing and Viewing Cheque Requisitions... 5 Customizing Pay Equity Union Settlement Documents... 6 Assigning a Master Contract... 8 Pay Equity Union Settlement Schedules for Provider Sites Entering Pay Equity Union Settlement Budgets Viewing a Budget Summary Amending a Budget Deleting a Budget Pay Equity Union Settlement Standard Reports... 17
2 Budgets in OCCMS There are four Head Office budgets in OCCMS: 1. General Operating Grant 2. Special Needs 3. Resource Centre 4. Pay Equity Union Settlement Note: Fee Assistance is distributed by generating cheque requisitions which are created when the billing process has been completed for each Head Office. OCCMS: Pay Equity Union Settlement 2
3 Entering Legal Name of Your CMSM/DSSAB This is where you enter the legal name of your CMSM / DSSAB that will appear on documents. 1. From the Sys Admin drop-down list, select Municipality Settings. 2. In the CMSM/DSSAB field, enter the legal name of the CMSM / DSSAB. Entering General Ledgers (GLs) This is where you enter your GLs so that they appear on Cheque Requisitions and Standard Reports. 1. From the Sys Admin drop-down list, select Municipality Settings. OCCMS: Pay Equity Union Settlement 3
4 2. On the Navigation bar, click EFIS Other GLs. 3. Double-click the funding source that you want to enter a GL for. 4. In the GL Account field, add an account number and then click Save. Note: After the GL Account has been saved, this field cannot revert to blank. OCCMS: Pay Equity Union Settlement 4
5 Producing and Viewing Cheque Requisitions Cheque requisitions are produced in the current month (you cannot produce them prior to the first of the month). 1. From the Admin drop-down list, select Requisitions and Attendance Schedules. 2. Click Create Requisitions and Attendance Schedules. 3. Click OK and then click OK at the prompt. 4. Click View Requisitions. 5. Double-click each Provider Head Office to move it to the right hand box. 6. Click View Cheque Requisition Report. OCCMS: Pay Equity Union Settlement 5
6 Customizing Pay Equity Union Settlement Documents You can customize your budget documents to represent CMSM / DSSABs business practices. 1. From the Admin drop-down list, select Reports with Free Format Text. 2. On the Navigation bar under Budget Summary, click Pay Equity Union Settlement. 3. Click Edit to enter the Title, Signature Name, Signature Title and Signature that you want to appear on the Budget Summary. 4. Click Save. 5. On the Navigation bar, click Service Description and click Pay Equity Union Settlement. OCCMS: Pay Equity Union Settlement 6
7 6. Click Edit to enter the Title, Expense Type, Expense Definition and CMSM / DSSAB Notes that you want to appear on the Service Description. 7. Click Save. 8. Click Preview Sample to view Service Description / Budget Summary reports. OCCMS: Pay Equity Union Settlement 7
8 Assigning a Master Contract You must assign a master contract to a Provider Head Office in order to add a budget. 1. From the Search drop-down list, select Provider Head Office. 2. Enter your search criteria and then double-click the Provider Head Office. Notes: Name, Address, Contact and Phone Number fields appear on the Budget Summary. 3. From the Navigation bar, click Master Contract. 4. Click New. OCCMS: Pay Equity Union Settlement 8
9 5. In the Effective Date field, enter the date that you want to appear on your Budget Summary. This date is generally the start date that the CMSM / DSSAB contract with the Provider Head Office begins. 6. In the Approval Date field, enter a date (optional). For example, your CMSM / DSSAB may enter the date the contract is signed. 7. In the Expiry Date field, enter a date the Schedule expires (optional). 8. In the Clause field, enter contract details (optional). 9. Click Save. OCCMS: Pay Equity Union Settlement 9
10 Pay Equity Union Settlement Schedules for Provider Sites Pay Equity Union Settlement is not distributed at the Provider Site level and therefore Schedules are not available. OCCMS: Pay Equity Union Settlement 10
11 Entering Pay Equity Union Settlement Budgets Budgets are generally entered prior to the first of the next year. 1. On the Navigation bar, click Budget and click Pay Equity Union Settlement. 2. Click New. 3. Choose Year from drop down box. 4. Click OK. 5. Enter Comment (optional). 6. Click OK. OCCMS: Pay Equity Union Settlement 11
12 Field Year Amendment Effective Date Closure Date Amendment Effective Date Payment Method Updated Date Payment Schedule Pay Equity Union Settlement Non-Profit Increase / Decrease Description Defaults to the selected year Generated by system and will continue to increase until a new Master Contract is added Defaults to either January 1 or Effective Date of Master Contract. Change the Effective date, if necessary Entering a Closure Date causes the payments to be spread over the specified time period instead of over 12 months (optional) Defaults to either January 1 or Effective Date of Master Contract. Change the Amendment Effective Date, if necessary Defaults to Catch-up on next billing. Change Payment Method, if necessary System driven with today s date Defaults to Monthly. Change Payment Schedule, if necessary Defaults to $0.00. Enter $ s in Total Budget amount for Head Office Defaults to $0.00. Will update as Site s Information is saved 7. Enter in total Budget for Pay Equity Union Settlement Non-Profit. 8. Click Save & Close. OCCMS: Pay Equity Union Settlement 12
13 Viewing a Budget Summary The information entered will appear on the Budget Summary and Service Description which may be used in CMSM / DSSABs contracts. 1. From the Special Needs tab, click View Budget Summary. Field Schedule Agreement Date Amendment Effective Amendment Entered Amendment # Budget Period Previous Budget Approval Increase/ Decrease Current Budget Approval Description Retrieved from Reports with Free Format Text Retrieved from Master Contract Effective Date Retrieved from Budget Effective Date Retrieved from date Budget was entered Generated by system and will continue to increase until a new Master Contract is added Defaults to Effective Date and Dec. 31 st for the current year, unless Closure Date is entered Retrieved from Previous Budget Approval Displays changes from the previous budget and the current budget Retrieved from current budget 1 st - 4 th Quarter Current budget approval CMSM/DSSAB Name Retrieved from Sys Admin 2. Close the report and a second report appears. OCCMS: Pay Equity Union Settlement 13
14 Field Schedule Agreement Date Amendment Effective Amendment Entered Amendment # Budget Period Service Name Project Code Legislation Section # Expense Type Expense Definition Pay Equity Union Settlement Non- Profit CMSM / DSSAB Notes Description Retrieved from Reports with Free Format Text Retrieved from Master Contract Effective Date Retrieved from Budget Effective Date Retrieved from date Budget was entered Generated by system and will continue to increase until a new Master Contract is added Defaults to Effective Date and Dec. 31 for the current year, unless Closure Date is entered Child Care Pay Equity Union Settlement (Ministry Directive) A661 / A430 / Z376 (Ministry Directive) Pay Equity Act (Ministry Directive) 7.2(1) (Ministry Directive) Retrieved from Reports with Free Format Text Retrieved from Reports with Free Format Text Dollar values entered on the Site s Information section Retrieved from Reports with Free Format Text OCCMS: Pay Equity Union Settlement 14
15 Amending a Budget You can amend a budget before you generate the first payment. 1. On the Pay Equity Union Settlement tab, double click the Budget blue row. 2. Click Amend. 3. At the prompt, click one of the following: 1. Click Yes to increase the Amendment Number. 2. Click No to leave current Amendment Number. 4. At the prompt, enter in Comment if applicable. 5. Click OK. 6. Amend Information if applicable. 7. Click Save & Close. OCCMS: Pay Equity Union Settlement 15
16 Deleting a Budget You can delete a budget before you generate the first payment. 1. On the Pay Equity Union Settlement tab, click Delete. 2. At the prompt, click one of the following: 1. Click Yes to delete the budget. 2. Click No to Cancel. OCCMS: Pay Equity Union Settlement 16
17 Pay Equity Union Settlement Standard Reports R038 GL Summary Monthly and YTD Source is the Cheque Requisitions Displays Current Month expenditures by GL Displays Year-To-Date expenditures by GL May be used for reconciliation R063 Pay Equity Union Settlement Monthly and YTD Source is the Cheque Requisitions and Pay Equity Union Settlement Budgets Displays Annual Budget Displays Monthly Cheque Requisition Displays YTD Totals Displays Payment Schedule Amendments to the Budget will update this report within the year R090 Head Offices without a Budget for next year Source is the Pay Equity Union Settlement Budgets Displays Head Offices with a current Budget but no Budget entered for next year May be used to ensure all Budgets are entered prior to year end R103 EFIS Reporting (2.3) Expenditures Monthly and YTD Pay Equity Union Settlement line Source is the Pay Equity Union Settlement Budgets May be used for reporting R107 Cheque Distribution for Budget Payments Source is the Cheque Requisitions Categorized by Head Office Provider Type Displays all monthly expenditures for Provider Head Office Budgets by Funding Source OCCMS: Pay Equity Union Settlement 17
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