Adonis Payroll. Information Sheet

Transcription

1 Information Sheet Adonis Payroll This document gives an overview of the technical and the functional architecture of our solution for integrated Human Resource Management and Payroll. Last updated: April 2014

2 CONTENTS Multi-National Payroll System... 4 Multi-Currency System... 4 Pay Scale System... 5 Entry Codes Configuration... 5 Payroll script... 6 Payroll By Activity... 6 Payroll Entries (Transactions)... 6 Pay Slip On Screen... 7 Payroll Accumulators... 7 Payroll History... 7 Annual Summary... 8 Back Pay... 8 Individual Constants... 8 Payment... 8 Accounting Integration... 9 Reports... 9 Month and Year Closing... 9 Payroll Audit Trial Accounting interfaces Bank Interfaces Information Sheet Adonis Payroll 2

3 INTRODUCTION The Adonis Payroll Module is a comprehensive payroll system, designed to meet the requirements of the largest global organization as well as mid-size and small businesses looking for a flexible payroll system. and functionality of the Adonis Payroll Module. Operationally, it is completely integrated with the organization s Human Resource System and prevents errors such as duplicate entries, including redundant work thereby maximizing efficiency. This document provides an overview of the interface Among its many features, the system includes: One consolidated, central database Full audit controls, compliance with SOX regulations Multi-currency system, with option to enter, calculate, save and report payroll transactions in any currency. Agreements can be held in any currency, currency for payment by choice of crewmember Flexible pay scale function will handle an unlimited number of agreements Automatic or manual back-pay / retro-pay functionality Garnishments to be processed and paid electronically together with crew payments, eliminating the need for workconsuming reconciliation Dynamic, script-based configuration calculations driven by each transaction code Efficient, user-friendly keyboard driven data entry Batch entry routines Up to 99 payroll periods per year, configurable by company. Full payroll history for an unlimited number of years Integrated time-card registration Electronic transfer to bank accounts worldwide that conform to IBAN and other standards, with multiple bank accounts per crew An open-end philosophy with optional interfaces to time and attendance and other pre-payroll systems. Transfer of accounting data transfer to a large number of financial systems including SAP, Oracle Financials and JD Edwards. Information Sheet Adonis Payroll 3

4 MULTI-NATIONAL PAYROLL SYSTEM The Adonis Personnel Manager is designed for optimal flexibility in handling extensive payroll requirements throughout the organization. Each office can run their payroll, based upon their unique National Payroll Code. In this way, an organization that processes payroll functions for multiple nationalities and agreements can run separate payroll functions. For instance, when managing a vessel with crew assigned/contracted under different work and payroll agreements. It may still be processed as one unit. The following National Payroll Codes are currently supported: Norway Sweden Denmark Belgium France United Kingdom United States The Philippines India Greece Germany Cyprus Some of these countries are set-up with advanced functionality that automatically handles requirements related to taxes, employer s fees, union contributions and social security functions without further customization. A maximum of 99 payroll periods may be run for each client per year. A vast number of Rate fields are available on the various client levels, such as company, vessel and department units, which can be configured and utilized in the set-up of rules for payroll calculations. The calculation rules, including tax tables are configured in a script language, where practically any field or calculated value in the database can be used. MULTI-CURRENCY SYSTEM The system supports requirements for advanced handling of multiple currencies. Pay Scale agreements may be configured in any currency and payments to the crew may be made in any currency. Payroll transactions may be entered in any Information Sheet Adonis Payroll 4

5 currency, with the option of overriding the monthly (current) exchange rate with any given exchange rate for a transaction. Accounting data may be reported in the base currency plus any selected currency. PAY SCALE SYSTEM The system may contain an unlimited number of different Pay Scales or agreements. A Pay Scale can be set to close on a certain date and then automatically be carried forward in a new Pay Scale, where the date of transfer was set in advance. All closed Pay Scales are saved for historical purposes. Seniority that is based upon elapsed time intervals such as months or years can be defined and will be automatically calculated. If an increase in pay must be delayed, an option for running the automatic back-pay process is available. This process will compare the actual paid wages with what should have been paid according to the new agreement and calculate the difference. The back-pay function can be used with individual rates as well as pay scale rates. The Pay Scale system may be linked to individual positions, allowing for batch maintenance of payroll rates such as basic wages, overtime and etc. This feature reduces maintenance work to a minimum. ENTRY CODES CONFIGURATION An Entry Codes table is configured for each National Payroll setup. A maximum number of 999 Entry Codes may be defined within each table. Adonis delivers a set of standard tables that suits most companies. Alternatively, the Entry Codes tables may be configured from scratch to minimize the disruption of inserting new payroll code values into existing systems and interfaces. Each Entry code has a total of 16 input fields. Input rules may be set individually for each field. For calculation purposes, another 11 calculation fields may be defined. Calculation rules can be set by simple formulas or by using the script language tool included in the application. The fact that all payroll calculation rules are handled outside the source code provides multiple benefits to our customer. On the one hand, it ensures significant flexibility of the calculation rules throughout the script; and, on the other hand, it allows the System Administrator or Adonis Super-user full control of all payroll calculation rules. This eliminates or greatly reduces dependence on other internal and external resources for maintenance. A maximum of 16 columns for special Pay Slip (Pay Stub) purposes may be defined. Additionally, 99 permanent accumulators are available for specific values that need to be carried forward. A special Annual Summary set-up allows configuration of special forms and handling rules for year-end processing for each of the National Payroll codes. Information Sheet Adonis Payroll 5

6 PAYROLL SCRIPT The script/formula-based concept can be utilized not only for special calculation purposes, but also for related tasks such as conditional setting of cost account codes and cost dimensions, accumulators as well as other values set during the payroll calculation process. Any field containing applicable parameters for these settings, e.g. organization level, department level, position level, person level, and/or activity level, and pay scale etc. can be picked up by the unique field-numbering system of Adonis Personnel Manager and used in the scripts definition. PAYROLL BY ACTIVITY The system may be configured for full integration with the Activity Data Group. This allows certain activities to start, run and stop payroll automatically based on numbers of days and/or other parameters picked up from the activity. All regular wages as well as additions that are closely tied to activity types and dates can be automatically generated thereby eliminating and/or reducing manual intervention and drastically minimizing the potential for errors. Important cost dimensions, such as project numbers or vessel numbers and others may be obtained from the vessels movements register and carried forward to payroll through the Activity Data Group. The system contains dynamic options to handle various calculation rules for calendar days, 30-days-a-month and other variants of day s calculations. PAYROLL ENTRIES (TRANSACTIONS) All payroll entries for the current period are available in the payroll entries register. Activity-generated entries and deductions are easily distinguished from the allowances through the selection of different colors. The user may define their own color set-up for the entry screen. Manual input of payroll entries is done directly into the row-based grid or via a records form. Another option for payroll entry is the Batch Entry function, which is designed for quick list-based data entry. Payroll Entries may be transferred automatically from the Adonis Time Card module or from external systems, e.g. Excel-based spreadsheet. Information Sheet Adonis Payroll 6

7 Any entry may be given a Reference, allowing for a particular deduction or payment to be made automatically to individuals/organizations other than the crewmember, such as Next of Kin, Debt Collectors, and Child Support Agencies. Additionally, it is possible to run multiple advance payments as well as multiple final payments for an individual crewmember within a payroll cycle. The Payroll Entries screen includes the capability of looking up calculation details corresponding to any entry thus enabling verification of the calculation with respect to payroll amounts, account numbers, cost dimensions and etc. When a Payroll cycle is completed, the Period Lock will be set. The period lock prevents further calculations. The period can only be opened for changes by an authorized user, either on client level or for an individual. PAY SLIP ON SCREEN At any time during the payroll-processing period until closing of the period, it is possible to look up any completed pay slip calculation on screen. This allows validation of all information necessary to verify the calculations. PAYROLL ACCUMULATORS Even though the system has a history of payroll records rather than an accumulator based system, a set of permanent accumulators may be looked up at any time, indicating the balance forward from previous period, current period data and balance carry forward to next period. A historical look-up is available for all accumulators. A set of temporary accumulators is available for the payroll calculation set-up, and may be viewed after the individual s payroll has been calculated. PAYROLL HISTORY When a pay period closes, all corresponding Payroll Entries are transferred to Payroll History, for reporting and data verification purposes. The history is saved with exactly the same level of detail as the entries contained in the current period, e.g. accounting numbers, cost dimensions and etc. This feature of Payroll History ensures secure storage and retrieval of valuable data for future statistical analysis over time. There is no limit to the number of years of data that can accumulate within the Payroll History. Information Sheet Adonis Payroll 7

8 ANNUAL SUMMARY Special configurations for each National Payroll Code allow for customizing each individual Annual Summary. Some countries have very specific and structured requirements for electronic reporting of the Annual Summary per individual to their tax authorities. Flexible design and functionality in this area allows the Adonis Payroll Module to meet almost any country s current or future requirements for annual reports. BACK PAY When a back pay is generated, this register will maintain all pending and/or previous back pay calculations for the person at the individual transaction level. After a back pay transaction has been transferred to Payroll Entries, it will continue to be stored in the back pay register as a historic transaction. INDIVIDUAL CONSTANTS An individual s set of constant parameters, such as tax information, individual Wages and Leave agreements, various rates may be defined, and the values may be set or just displayed. If required, these values may be obtained and used in payroll calculation formulas and scripts. It is possible to add individual Notes on each person. Functionality is contained for adding individual messages to the Pay Slip in the current or in a future period. PAYMENT Balance Actions such as Cash, Transfer to Next Month, Manual Transfer to Bank Account or one of the many electronic banking interfaces can be chosen by each person. This defines what banking system to use for the final payment every period. Moreover, it is possible to define an alternative recipient for the final payment, when it has been documented that the payment is not to be received by the crewmember. Single deductions, such as Allotments, Garnishments can be routed to any recipient's bank account through the same electronic interface as the final crew payment. Advance payments as well as final payments may be transferred electronically through the international IBAN system, the Swift system or through proprietary banking formats used by some international banks. The system is designed to allow people their choice of currency for payment. To eliminate errors such as misspellings and etc., a bank table containing all the necessary information for each bank used by the employees is configured within the system. Information Sheet Adonis Payroll 8

9 ACCOUNTING INTEGRATION Structured, summarized payroll data may be transferred to a large number of financial systems. To define the accounting format, a main account of 10 characters plus 9 additional dimensions such as Department Code, Ship Code, Project Code, and Cost Center, each of 10 characters, can be set. This means that the total length of the account number may be 100 characters. The system is designed to handle either alphanumeric or numeric accounting strings equally. Account elements can be set as a fixed or as a formula/script calculated value. A pre-set export format for each of the financial systems guarantees seamless one-way integration to all the major systems in the market, as well as a significant number of the smaller systems. REPORTS The Adonis Payroll Module contains the option to generate a significant number of reports for the current period as well as other periodical and historical reports. The Report Generator is also included which provides an opportunity to define any unique report required from the system. MONTH AND YEAR CLOSING Month Closing is done in two separate steps. Once the payment has been made, the month (period) is locked for all crew. This means that no changes can be done to payroll figures and payroll accounting by any standard user. Locking of the period may be done as an automatic process after a verified payment list has been printed, or as a manual routine by individual or by client (department / vessel / company).however, a user who is authorized can unlock (reopen) the period/month by individual or by client, make the necessary changes and close it again. The final closing of the month can only be done by an authorized user. Once it is done, the data is transferred to the payroll history and cannot be changed. Any corrections found to be needed at this stage needs to be corrected in the next period. Information Sheet Adonis Payroll 9

10 There is no report printing embedded in the Month Closing or Year Closing Process. This allows the user to easily print reports as well as reconcile and audit as needed before initiating the final closing process. PAYROLL AUDIT TRIAL In addition to the general functionality of recording login sessions and tracing of changes in all vital tables, payroll has additional functionality to provide compliance with SOXrelated audit trial requirements. A payroll execution log keeps track of all payroll users and puts a time-stamp on all the various processes they perform during a payroll cycle. In addition, all the reports printed are stored in a separate table with user and time-stamp, along with a.pdf file of the original report, which is stamped with a unique tracing number. The same security process will be performed for the various import and export functions of payroll related data. ACCOUNTING INTERFACES Experience the benefits of a seamlessly integrated Accounting System. Among the many advantages you get with an integrated accounting system, is the possibility to upload all your accounting data from Payroll in just one, simple and userfriendly batch job every month. Other interfaces than the ones listed below are developed upon customers requests. BANK INTERFACES Adonis supports a vast number of various banking system for quick, easy and safe transfer of your payroll to bank accounts all over the world. Other bank interfaces are continuously developed upon requests from our customers. Information Sheet Adonis Payroll 10

11 Adonis Payroll Module has been developed over many years in close cooperation with some of the market leading companies in shipping. Adonis gives you Impressing functionality, independence as a customer and a Service Desk which has over years proven its capability to comply with the highest standards of service levels. Ask our many references what we can do for you! Information Sheet Adonis Payroll 11