SMART HR What s all in there?

Transcription

1 SMART HR What s all in there? In an ever changing HR wrld hw d yu keep up with it all? Learn mre abut what SMART Sftware can ffer ur districts. View highlights f each mdule in SMART HR and hw inputting data nw may save yu time in the future. Mdules include Benefits with ACA and COBRA, emplyee assignments, generating ntice f assignment and cntracts, finishing with Payrll hints, tricks and tips.

2 The benefits mdule administers all types f benefits including health insurance, life insurance, dental insurance, etc. This mdule als includes COBRA prcessing and the ACA Mdule. ACA (Affrdable Care Act) Mdule. Offers tls t assist in the cmpliance f ACA regulatins. ALE FTE was Phase One f the ACA Mdule Measurement Reprts fr ACA Cmpliance Future prgramming fr Frms 1094/1095 will be Phase Tw Retiree and COBRA Insurance (Cnslidated Omnibus Budget Recnciliatin Act) Track emplyees eligible fr COBRA cntinuatin, generate COBRA ntices, track thse wh elect the cntinuatin cverage, generate invices, and tracking reprts. These windws apply t bth COBRA participants and retirees extending insurance cverage with yur district. June 2 nd COBRA will be ffered as a small grup training fllwing the FYE meeting in Marshall Basic Setup fr COBRA in SMART HR Create Benefit Plans with accunt cde(s) needed fr invices and the admin fee Update the dependents tab s all eligible individuals get an electin ntice Enter enrllee decisin when frms are returned Enter Invice Authrizatin rws Invices are generated each mnth. Districts have the ptin f printing the invices t mail ut each mnth r nt. SMART HR and SMART FIN ffer many useful reprts t track COBRA COBRA and extended benefits ffered t retirees can als be tracked in SMART HR Invice infrmatin is available in SMART Finance as the tw mdules wrk tgether t generate COBRA ntices, invice statements and late payments. Generates data needed t establish base data fr salary and benefit budgeting. This prcess uses current payrll infrmatin and allws the user t annualize the data. Data is imprted frm live database int a shell database This database has n effect n the live prductin database used fr finance, payrll and HRA Annualized salary and benefits are calculated What if scenaris can be used fr: Changes t salary Replace anticipated retirements with new hire salary/benefits Increase t bard share (health insurance, TSA match) Increase t PERA/TRA A budget file is created and imprted int finance Finance can run cmparisn reprts t measure results If unexpected results ccur the prcess can be undne, crrectins made, budget file is created and brught int finance again. 1

3 This mdule utilizes bth the pwer sftware in SMART HR and the web based sftware in SMARTeR. It ffers a way t manage FTE s, daily assignments, unin assignment, senirity, hurs per day and days per year fr emplyees utside f the payrll mdule. Assignments are created based n the emplyees current pay cde and distributin used in SMART HR. District decides which UFARS segments t select t build the assignment descriptin. Based n this descriptin emplyees can be assigned t a grup which can be used t create a cntract r ntice f assignment that can be viewed in er. Create Emplyee Cntracts and/r Ntice f Assignment and extra assignments. Emplyees can view their Cntract/Ntice f Assignment/ther Assignments in SMARTeR and electrnically sign their emplyment cntract r ntice f assignment. Sftware retains emplyee assignment histry. Offers the ability t track vacancies and transfer previus emplyee s assignment t the new emplyee. Yu can rll assignments frm current year t the next year. 2

4 The website is designed t cmplement the pwer sftware allwing supervisr and bard apprval as well as electrnic signature frm the emplyee. Emplyee management in er requires user access granted by reginal staff This additinal access pens up the Requests and Apprvals menu selectin District can add a lg t the emplyee ntice The name f the ntice is unique t the district. (i.e. Ntice f Assignment, Annual Emplyment Certificatin) Templates are established allwing district unique items t be identified n the ntice Vacatin Senirity Extra duty assignments Lngevity Emplyee Cntract Setup allws each district t create a template that is familiar t the current frmat being used Emplyee Assignment Setup allws each district t create a template that is familiar t the current frmat being used Emplyee Detail Setup is used t create the extra data yu might want t put n the ntice f assignment such as lane, step, lngevity, vacatin (see example belw with the bxes) Cntracts Prf allws yu t view the template yu created t prf the end result Emplyee Assignments Prf allws yu t view the template yu created t prf the end result 3

5 Emplyee Cntract Setup displays default template examples the first time yu use the mdule. Existing districts will see current cntract templates. Nte: Yu can clne templates frm ne year t the next. 4

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7 Emplyee Assignment Setup displays default template examples the first time yu use the mdule. Existing districts will see current assignment templates. Nte: Yu can clne templates frm ne year t the next. 6

8 Setup f the mdule = ½ day Review current staff lk fr terminated emplyees still active in the database Review UFARS setup and segment descriptins as they apply t emplyee assignments Creating emplyee Assignments = 1 day Verify all terminatins have been prcessed s they are nt pulled in with active emplyees Prcess displays mre infrmatin if pay detail is being used in the Payrll Mdule assigning days per year and hurs per day Lane and Step will be pulled in if yu use rate tables in the Payrll Mdule Yu can manually add infrmatin int any available fields Creating emplyee templates and prfing them = 1 day Generating the cntracts and understanding the apprval and signature prcess = 1 day Onging maintenance = as emplyees are hired r terminated yu will need t update the mdule t keep gd, clean data. Prcess wrks very similar t the ACA Mdule. The permissins piece f emplyee management utilizes assignment detail t assign emplyees t the crrect supervisr by UFARS cde creating a hierarchy f all emplyees in the district. Supervisrs are granted access nly t the emplyees they manage in SMARTeR. This mdule will help yu rganize and track an emplyee s infrmatin frm the pint f hire thrugh their date f terminatin. Persnnel Reprts Lk here first if yu re lking fr reprts that list ut emplyee infrmatin yu might find in an emplyee s persnnel file. Emergency Cntact List Name/Address/Phne/ /Phne Number Reprts Emplyee Birthdays Emplyee Dependents/Beneficiaries Emplyee Labels and Envelpes. Smething as simple as printing labels can be dne using SMART HR. Yu always have the mst current and up-t-date infrmatin at yur fingertips. Senirity Reprts Leaves and Layffs Prperty assigned t emplyees (schl key, laptp, cell phne) Did yu knw many f the persnnel reprts are als available in SMARTeR Online Services Website t emplyees yu assign access t? Call reginal supprt fr access. 7

9 Injuries & Wrkers Cmp Supervisr s Reprt f Accident (SRA). Is available fr supervisry staff t cmplete and turn int the ffice fr the emplyee file and t help in cmpleting the First Reprt f Injury (FROI). The SRA Supervisr s Reprt f Accident is available using SMARTeR Online Resurces. This allws supervisrs wh d nt have access t the pwer sftware t file this reprt. If they have access t the Internet they can access SMARTeR. First Reprt fr Injury (FROI) als knwn as the OSHA Frm 301 Injuries and Illnesses Incident Reprt. This reprt is required t be cmpleted when a recrdable wrkrelated injury r illness has ccurred. This windw allws yu t enter the basic infrmatin abut the incident, create a PDF file, frm that can printed and faxed int yur wrk cmp cmpany. OSHA Frm 300. The Frm 300 is used t classify wrk-related injuries and illnesses and t nte the extent and severity f each case. When an incident ccurs, the lg is used t recrd specific details abut what happened and hw it happened. Emplyers must keep a lg fr each establishment r site (building lcatin). If yu have mre than ne lcatin, yu must keep a separate lg and summary fr each physical lcatin that is expected t be in peratin fr ne year r lnger. OSHA Frm 300A. This is a summary f the OSHA Frm 300 and will display the ttals fr the year in each categry. Yu are required t pst the OSHA Frm 300A summary by February 1 st f the year fllwing the year cvered by the frm and keep it psted until April 30 th f that year. This frm is t be psted each year in a visible lcatin s that yur emplyees are aware f the injuries and illnesses ccurring in their wrkplace. Did yu knw? Yu dn t have t track wrker s cmp injuries t use the OSHA Frm 300/300A? SHR ppulates the number f emplyees by active lcatin even if yu d nt track the wrk cmp injury in SMART HR. Example f OSHA Frm 300 fr a district utilizing the mdule. Prints ne page per building lcatin. This cpy is kept in the central ffice and is NOT psted. 8

10 Example f OSHA Frm 300 fr a district utilizing the mdule: SMARTeR is web based and has security clearance fr each emplyee t access pre-defined items via the web. This website cmpliments the SMART Finance and SMART HR (payrll) mdules. Reprting Emplyee has access t reprts via the Internet by their security access There are drill-dwn features available t see summary r detail infrmatin There are fur main grups f reprts available: Emplyee, Financial, Operatinal, and Other Reprts Emplyee Infrmatin Emergency Cntact List Emplyee Address Infrmatin Fr Public Use Emplyees n Leave Prperty Assigned Prperty Issued by Type Telephne Directry Hme Telephne Directry Office TimeOff Emplyee Activity TimeOff Summary by Emplyee Reprts Emplyee Credential Additinal Training 9

11 Cntinuing Educatin Lane Change Emplyee Educatin Emplyee Licenses by License Cde Emplyee Licenses by Emplyee Emplyee Skills Emplyee Tests Husse inf NCLB Highest Degree NCLB Prfile PARA/NCLB Infrmatin Reprts Emplyee Credential Emplyee Distributin Emplyee Pay Detail Emplyee Cntracts Emplyee Assignments Reprts Senirity Senirity Listing Reprt Senirity with Lic by Adj Hire Date Senirity with Lic by Senirity Date Reprts Financial FTE Cst by Lane Pay/Benefits by Debit Accunt Summary Allws an emplyee the ability t check ut district vehicles Allws a district t track maintenance n vehicles A calendar is available t view when vehicles are checked ut and by whm There are a variety f reprts available Ability t link t a website thrugh er t rder nline Once an rder is placed a temprary rder is autmatically generated and saved in SMART Finance The rder can be previewed and additinal infrmatin is required t transfer the temprary rder int a Purchase Order A district can chse t use the apprval prcess r nt If used, the apprval prcess is available in SMART Finance Once the rder is apprved and the district is ready t create the rder with the vendr, it is available t transfer nline This replaces the ld way f printing ut the rder and mailing it t the vendrs Cntact [email protected] fr mre infrmatin 10

12 Payrll Mdule Grup: Additinal Reprts Reprt: Paycde Distributin Wrklist The calculated amunt f an emplyee cntract times the distributin percentage is displayed in the Prjected Amunt clumn. There is a grand ttal t this reprt. It als includes an Emplyee Cunt. Payrll Mdule Payrll Setup Setup Pay Detail Setting up pay detail is a pwerful tl in the sftware that is underutilized by ur districts. Pay detail recrds hurs per day and days per year by pay cde which can be edited at the emplyee level. Prvides useful infrmatin t pull int the Budget Mdule fr hurly paid emplyees t annualize cntracts Prvides valuable infrmatin t pull int the Emplyee Management Mdule t further define emplyee assignments, generate cntracts and ntice f assignment Pay Detail can be turned n the Custm Settings fr yur district t display electrnically in SMARTeR (Emplyee Self Service) Payrll Mdule Grup: Additinal Reprts Reprt: Emplyee Pay Detail Payrll Mdule Grup: Additinal Reprts Reprt: Emplyee Pay Detail One Emplyee Reprt can be retrieved by lcatin. 11

13 AGENCY REPORTING Wrkers Cmpensatin Wage Tally. This reprt summarizes the wrkers cmpensatin wages yu are required t reprt t the wrker s cmpensatin cmpany fr the selfaudit each year. Click n the shw/hide icn t summarize the detail reprt. Shw/Hide Icn The Shw/Hide icn is a valuable way t cllapse data int summary view n multiple reprts in SMART HR. Prcessing Reprts such as Deduct r Tax Detail as well as many General Ledger Reprts. Exprting Data SMART HR allws the user t exprt files int a database, spreadsheet r wrd dcument. This is a valuable tl fr districts t meet reprting needs. Infrmatin can be exprted in several frmats: Click n the File Save icn fund n the tp rw f icns in the reprting windw. Chse Print t File in the after clicking n the Print icn Lk fr the new Print Prfing Data icn that has been added t many f the windws in ur newer mdules The Extract Icn is available in the Payrll Mdule n the Pay Fiscal YTD with Extract reprt and allws yu t extract the data int a predesigned file frmat fr imprt int the timecard windw This same Extract Icn in ther windws pens up windw allwing yu t extract directly int Excel. 12

14 Cpy a Rw and Insert a Rw The emplyee windws allw tw functins t insert data. The Cpy Rw icn allws yu t click n an existing rw and duplicate that rw f data. The Insert Rw icn allws yu t click n an existing rw and insert a blank rw fr yu t input data. Quick way t lk at emplyee ttals is TimeOff Prcessing TimeOff Activity One Emplyee, enter emplyee ID, click n the Summary by Plan tab and view the plan infrmatin in summary mde. The Usage by Plan and Reasn tab shws summary by the leave reasn used User Menu The user menu allws yu t create a list f windw/reprts yu g t ften. This list can be a shrt-cut list frm many f the different mdules in SMART HR. Navigate t frequently used windws/reprts, right click and a pp-up bx will cme up. Click Yes and it will add it t yur User Menu list. End result will lk like this a mixture f mdule windw/reprts yu use mst ften. 13

15 July 1 st - Start f the new fiscal year All cntracts and deductin/benefit limits start ver in SMART HR payrll sftware. Build all new cntracts fr 12 mnth emplyees wh need t be paid in July. Begin the prcess f gathering infrmatin t type up the ntice f assignment fr supprt staff and generate cntracts fr teachers and ther certified staff. Begin the prcess f prfing infrmatin needed t generate the first teacher check including salary, deductins and benefits Check with finance n any UFARS cding changes that might affect salary and benefit cding If retirement rates change fr TRA they will becme effective fr the first check dated in July Flexible Benefits Sectin 125 Plan Flex plans fr ur districts start at all different times f the year. Sme n July 1 st, January 1 st and scattered ther dates thrughut the year Be sure yur emplyees receive their flex electin packets in a timely manner and that they are returned t the district ffice by the designated due date yu have set Knw wh yur flexible benefits plan administratr is fr yur district and a cntact persn Setup a time fr them t cme ut t review the plan dcument with yu Ask fr extra flex benefit packets t be sent fr yu t distribute t new emplyees If necessary pay fr them t cme ut t educate emplyees at an in-service, r after schl hurs, abut what flex benefits are and what they can d t generate tax savings (best t crdinate this educatin with the flex year renewal) When an emplyee flexes the district saves mney because flexed amunts lwer the scial security wage, thereby lwering the district cntributin t scial security July 31 st - Quarterly reprts due fr 2 nd quarter (APRIL, MAY, JUNE) DEED (State f MN Unemplyment reprting f hurs wrked) IRS Frm 941 (Federal/FICA Tax recrd f tax liability) MN Department f Revenue (State tax recrd f tax liability) August 31 st - PERA Exclusin Reprt due This reprt recrds wage earnings fr all emplyees wh d nt participate in TRA r PERA t check fr retirement eligibility. Run the exclusin reprts in SMART HR and SMART Finance Send these reprts t the Public Emplyees Retirement Assciatin Penalties are assessed by PERA fr filing late Due Octber 31 st - Quarterly reprts due fr 3 rd quarter (JULY, AUGUST, SEPTEMBER) DEED (State f MN Unemplyment reprting f hurs wrked) IRS Frm 941 (Federal/FICA Tax recrd f tax liability) MN Department f Revenue (State tax recrd f tax liability) Due in Nvember 1st STAR (Staff Autmated Reprting) submissin due t MDE STAR can be prcessed thrugh SMART HR by uplading MARSS student data which is edited with a file created t uplad t MDE. 14

16 December 31 st End f the calendar year Attend Regin IV calendar year-end meeting Prf W-2 ttals and sign the release frm fr Regin IV t prcess the 2012 Frm W-2's Emplyees claiming an exempt status must cmplete a new Frm W-4 fr the new calendar year and pssibly a new Frm MNW-4 January 1 st Start f the new calendar year All taxable wages and tax amunts start ver n January 1 st If retirement rates change fr PERA they will becme effective fr the first check dated in January Due January 31 st W-2 mailing deadline Regin IV will print all W-2 s and mail them t the district in January t be distributed r mailed t emplyees. Be sure yu distribute all Frm W-2 s t yur emplyees by January 31 st If the emplyees print their wn W-2 using ESS yu must ntify them by that the tax frm is ready and available befre this date District will generate the emplyer cpy in SMARTeR using instructins sent ut by the regin Due February 28 th - Quarterly reprts due fr 4 th quarter (OCTOBER, NOVEMBER, DECEMBER) Due March 31st Federal, FICA and State tax files are due t the IRS, Scial Security Administratin and the MN Department f Revenue. ACA electrnic file 1094/1095 due t IRS. DEED (State f MN Unemplyment reprting f hurs wrked) IRS Frm 941 (Federal/FICA Tax recrd f tax liability) MN Department f Revenue (State tax recrd f tax liability fr the calendar year-end) Regin IV electrnically submits the Federal, FICA and State tax files t the apprpriate agencies fr yur district. District electrnically submits Frm 1094/1095 t the IRS Due April 11th 2nd STAR (Staff Autmated Reprting) submissin due t MDE STAR changes can be updated in SMART HR with a file created t uplad t MDE r the district can g directly t the MDE, STAR website and update them there. Due April 30 th - Quarterly reprts due fr 3 rd quarter (JANUARY, FEBRUARY, MARCH) DEED (State f MN Unemplyment reprting f hurs wrked) IRS Frm 941 (Federal/FICA Tax recrd f tax liability) MN Department f Revenue (State tax recrd f tax liability) May Insurance Renewal Rates Input the new insurance rates int payrll as sn as pssible s emplyee deductins and bard share benefits are calculated crrectly Mst districts withhld insurance frm payrll checks ne mnth in advance f when the premium is due (i.e. June deductins cver July premium) Verify Health Care Savings plan amunts and ther similar accunts t be sure they are crrect June 30 th End f Fiscal Year Attend Regin IV year-end meeting Prf all salary, deductins and benefits t be sure all will be paid ut crrectly Check with finance n any UFARS cding changes that might affect salary and benefit cding 15