Human Resources Training. Payroll Training

Transcription

1 Human Resources Training Payroll Training

2 Vista HRMS 4.1 Payroll Processing Version 10/2009 Copyright 2009 Personnel Data Systems, Incorporated 470 Norristown Road Blue Bell, PA (610) PROPRIETARY NOTICE: PDS provides this documentation for use by its Licensees and prospective Licensees. It contains information of a confidential and proprietary nature. In this connection, Recipient acknowledges its obligations and covenants that neither Recipient, its employees or agents will in any form whatsoever copy, sell, lease, assign, transfer or reveal any information contained here in. The information in this document is subject to change without notice and should not be construed as a commitment by PDS. PDS assumes no responsibility for any errors in this document. Although PDS warrants that the system will in general perform in accordance with documentation, there may be minor differences in screen formats, report layouts, operating procedures, etc., depending on the user s computer type and operating environment. PDS and the PDS logo are registered trademarks of Personnel Data Systems, Incorporated. Vista HRMS is a trademark of Personnel Data Systems, Incorporated. All other registered trademarks, trade names and product names are registered trademarks or trade names of their respective holders.

3 How This Book Is Organized This training workbook is designed as both an instructional guide and a post-training reference resource. The initial lesson provides an overview of payroll processing in HRMS and the steps that must be taken to set up your system, record employee information and process a payroll. The next lesson looks at the People pages in Vista HRMS that are related to payroll. The people pages in Lesson 2 include information indicating in what setup table displayed fields are referencing. The third lesson begins examining setup tables that are related to payroll and the fourth lesson examines time entry from the web and the desktop application where batch time entry and adjustments are generated. As you examine the setup tables, the instructor may refer you back to the employee pages where you will apply data from the setup tables to the employee or applicant. Once you have a grasp of the setup steps, you will walk through payroll and post payroll processing as well as the reports available in Vista HRMS. The final lesson covers how the check calculator can be used an how to perform a check reversal from Pay History. The instructor may stop during the lesson to have you do additional exercises or assign them at the end of a lesson.

4 Conventions Used in this Book The conventions used in this book are as follows: Function Example Meaning Mouse or Pointing Device Instructions Click Right-Click Double-Click Press the left button Press the right button Press the left button twice Keyboard Instructions [enter] Press the Enter key. [left] [ctrl-f] Press the Left key. Press the letter F while holding the CTRL key. Mouse and Keyboard [alt] + Click Hold the ALT key and click the left mouse or pointing device button. Typing Instructions Type dirpt The text in Bold Arial font is to be typed, i.e.: dirpt Menu Selection Personal >> Addresses Select Personal from the menu, then Addresses from the submenu...>> separates menu levels. In addition, icons are used to represent the following: Description of a key concept. An item that is important to remember. Reference to the setup location for field entries in drop-down lists. Configuration Settings An exercise to be performed independently.

5 Table of Contents Lesson 1: Payroll Processing Overview Features Payroll Processing Flow Basic Procedures Define Pay Companies Define Payroll Setup Tables Define Employee Payroll Information Identify Employees to Process Enter Payroll Time and Adjustment Transactions Run the Validation Phase of Payroll Run the Update phase of payroll Print checks and deposit advices Update Pay History Process Direct Deposits, General Ledger, Bonds, etc Lesson 2: Employee Payroll Data Personal Pages Related to Payroll Personal Information Addresses Phone Numbers International Other Names Documents Employee Pages Related to Payroll Employment Information Pages Roles Jobs and/or Positions Status Changes Compensation Employee User Fields Payroll Information Payroll Information Page Pay Rates Mid-Pay Period Rate Changes Direct Deposit Earnings Taxes Deductions Deductions Based on Benefit Plan Enrollment Wage Attachments Taxable Fringes Labor Distribution Bonds Record of Employment Page Imputed Income W W Check Calculator Time Pages Time Information Time Entry Modes Time Entry Vista HRMS Payroll TOC 1

6 History Pages Pay History Pay Increase Statistics Earnings Statistics Life to Date History Lesson 3: Payroll Setup Pay Company Setup Pay Company Information Pay Company: Defaults Pay Company: Payroll Pay Company: Distributions Pay Company Factors Pay Company User Fields Auto-Incrementing IDs for Check Sequencing Pay Company Groups Payroll Table Setup Payroll Setup Launch Page Payroll Status Setup Deductions Setup Deductions for Additional Checks Copying Payroll Codes to Other Pay Companies Performing Mass Updates Direct Deposit Setup Additional Checks/Special Payrolls Earnings Table User Defined Equations Earnings in Action Creating a User-Defined Earnings Equation Earnings Equation Using a Constant Value General Ledger Table Pay Company & Distribution Table Entries Motor Vehicle Table Premium Rules Shifts Table SUI/SDI Table Tax Profile Table Taxable Fringes Table Tax Table Tax Table Maintenance Example of Adding Local Tax Time Entry Header Workers Compensation Table Charge Numbers Payroll CD Codes Register Sort Order Lesson 4: Managing Time in Vista HRMS Time Setup Calendar Types Special Note on AERS and ROE Reporting Defining Calendars Holiday Calendars Project Tasks TOC 2 Payroll Vista HRMS

7 Employee Time Pages Time Information Calendar Time Entry Creating Bonus Transactions Lesson 5: Payroll and Time Entry Transactions Payroll Processing Overview Identifying Employees to Process Creating a Company Header WEB Time Entry Time Entry Desktop Application Time Transactions Timecard Required Payroll Transaction Transaction to Create a Second Check Transaction to Create Vacation Advance Checks Time Entry Field Descriptions Batch Time Entry Specifying Batch Maintenance Preferences Creating Batches Using Batch Maintenance Specifying Batch Time Entry Preferences Entering Batch Time Entry Automatically Generating Batches Set Preferences for Automatic Batch Creation Generate Batches Generate Time Entry Transactions Payroll Calculation Steps Lesson 6: Special Payroll Transactions Accessing Adjustment Transactions Stop Pay Adjustment Stop Pay Transaction Reports Showing Stop Payment Net-To-Gross Check Adjustment Reports Showing Net-to-Gross Check Salary Override Adjustment Reports Showing Salary Override Tax Override Adjustment Tax Override Transactions For Federal Tax Federal and State Tax Override Reports Showing Federal Tax Override Company Car Fringe Reports Showing Company Car Fringe Check Reversals Check Reversal Transaction Reports Showing Check Reversal Manual Checks When Is A Manual Check Processed? Manual Prepaid Check Manual Check Detail Dialog Box Manual Check Reversals Using Manual Check for a Tax Adjustment Record a Prepaid Manual Check Reports from Exercise 1 Manual Pre-Paid Check Vista HRMS Payroll TOC 3

8 Manual Void Check Reports from Exercise 2 Manual Void Check Reports from Exercise 2 Manual Void Check Current Pay Tax Adjustment Reports from Exercise 2 Manual Void Check Lesson 7: Payroll Processing Processing a Payroll Transaction Register Payroll Validation Phase Payroll Comparison Process Update Phase of Payroll Processing Payroll Validation and Update Phases Lesson 8: Post Payroll Processing Produce Checks and Advices Checks/Deposits Page Check Writer Procedure Summary Payroll History Update Payroll History Database Tables Pay History Update Report Sample Pay History Report Employee Pay History Page Direct Deposit Processing Direct Deposit Reports General Ledger Processing Sample General Ledger Table Report Sample General Ledger Processing Report Payroll Register Payroll Register Report Payroll Register Report Field Descriptions EFTPS Report Bond Processing Bond Register Report CTS Tax Filing Interface Check Reconciliation Fiscal Register Detail and Summary Reports AERS and ROE Reporting Lesson 9: Additional Processing Jobs Quarterly and Year End Payroll Processing Quarter End Processing Year End Processing Miscellaneous Payroll Processes Mass Pay Update Third Party Processing Lesson 10: Payroll Reports Payroll Reports Report Groups Report Descriptions Report Parameters Report Maintenance TOC 4 Payroll Vista HRMS

9 Lesson 11: Online Check Calculator/ Check Reversal Overview Using Check Calculator to Calculate Check Calculator Pages Exit the Check Update the Check Reversing a Check Run Online Post Payroll Processes Generating Transactions for the Next Payroll Generating a Prepaid (Manual) Check Voiding a Check Vista HRMS Payroll TOC 5

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11 Lesson 1: Payroll Processing Overview Objectives To have a basic understanding of the full range of Vista HRMS Payroll features To have a basic understanding of the Payroll Processing flow To have a general idea of the basic procedures in setting up and running payroll in Vista HRMS Vista HRMS Payroll 1-1

12 Features Vista provides a full range of payroll processing features designed to meet the payroll demands of any organization, regardless of size or industry, for both US and Canadian employers. In addition to delivering the accurate earnings, tax and deduction processing that you would expect of any payroll package, Vista also provides for: Processing of paid and non-paid taxable benefits Direct deposit processing Special processing for wage attachments User-defined earnings equations Recognition of mid-period pay increases On-line check calculator and check generation Vista also gives you the flexibility you need to meet any payroll scenario at any step of your payroll cycle. Each pay period, an employee s earnings, taxes and deductions can all be automatically calculated by the system based on the information you have established in that employee s record. However, you can also enter payroll transactions in order to override or adjust the employee s normal earnings, taxes and deductions. At the end of each payroll, the system automatically provides detailed reports that show exactly how each employee s wages, taxes and deductions were calculated. The system also automatically updates each employee s record so that their payroll statistics always reflect the latest information. Vista HRMS also provides you the tools for quarter and year-end processing. Due to the ever-changing compliance issues associated with both quarter and year-end processing, these topics will only be touched lightly in this workbook. PDS provides you an updated quarterly and year-end document each quarter/year. The latest of these documents are always available on the PDS support site. 1-2 Payroll Vista HRMS

13 Payroll Processing Flow Vista allows you to process payrolls for groups of employees based on their pay company and payroll frequency. You can also process a special payroll for only those employees for which time has been manually entered. When you process a payroll, the system references the salary information defined in your employee records, and the salary, tax, and deduction information in each employee's record. Each employee's hours, earnings, taxes, and deductions can be automatically calculated by the system based on the information in their employee record. You can also enter payroll transactions to override an employee's regular hours and earnings, or enter supplemental time or earnings for an employee. You can also use payroll transactions to temporarily override or adjust an employee's taxes and deductions. During payroll processing, the system also references the payroll parameters defined for each pay company in your Pay Company structure and the appropriate payroll-related setup tables (such as the Earnings, Tax Profile, and Taxes tables). Based on this information, the system calculates each employee's wages, taxes and deductions for that payroll. When it has finished processing a payroll, the system creates a set of payroll register tables, from which you can print paychecks, deposit advices and the standard payroll reports provided in the system. You also use the payroll register files for Direct Deposit, General Ledger, and Bond processing. The paycheck and deposit advice information in these files is also updated to your pay history tables. The system will also automatically produce detailed reports showing the wages, taxes and deductions processed for each employee in that payroll and will update the wage, tax, and deduction statistics in each employee's record accordingly. Note that prior to each payroll you process, the system allows you to perform an unlimited number of preliminary payrolls for validation purposes. These preliminary payrolls do not update any employee information in the system, but they do produce detailed reports which show how each employee's wages and taxes will be calculated and provide any appropriate warning messages. After reviewing these reports, you can perform any necessary changes to employee information, or enter payroll adjustment transactions, so that the ensuing payroll will be processed correctly. In addition to processing regular payrolls, the system also allows you to process special payrolls in which only the Time Entry transactions and payroll adjustment transactions currently entered in the system are processed - no automatic time calculations are performed. You might want to perform a special payroll if you only want to produce employee bonus checks, for example. Vista HRMS Payroll 1-3

14 You can also use the Check Calculator to enter, calculate and process a single employee check. This can be useful if you need to print a single check for an employee, record a check you have manually issued, or calculate hypothetical wage, tax, and deduction scenarios. After running an update phase of payroll, you then perform all the post payroll processing steps including check and advice processing, GL, direct deposit, pay history update and any interfaces such as CTS you may be using. 1-4 Payroll Vista HRMS

15 Basic Procedures The following are the basic steps you must follow in order to process a payroll in Vista: Define Pay Companies Pay companies are used to group employees for payroll processing and reporting purposes. When you process a payroll, you identify which employees will be processed based on their pay company and their Payroll Status. You must specify the nationality of each pay company you define; either US or Canadian. The nationality of the pay company to which an employee is assigned determines the tax calculations the system will perform for that employee and the tax tables the system will reference. It also determines whether the system will display the US or Canadian screens in the employee's record. For each pay company, you also define critical payroll information such as the pay company s normal weekly hours, and bank account information. You can also define important payroll processing parameters that affect the positions assigned to that pay company. For US pay companies, you define a Federal Tax ID Number. For Canadian pay companies, you define your Business Numbers for EI Rate Types A and B. Pay Company Setup is covered in Lesson 3. Define Payroll Setup Tables PDS' user tables allow you to establish important payroll information that can then be identified in employee records and in payroll transactions by a simple, brief ID code. Some of the information you establish in these tables includes earnings types, taxable benefits, deductions, direct deposit banks, and general ledger accounts. You also need to define calendars for pay periods, holidays and for AERS calendars for Canadian companies. You also need to maintain setup tables for federal, state, and local taxes. Payroll Setup tables are covered in Lesson 3. Define Employee Payroll Information For each employee, you define important payroll information, including pay rates, weekly hours, default Earnings ID, and labor distribution information. You also define whether time should automatically be calculated for an employee In each employee s record, you also define the employee s taxable fringe benefits, tax information, and deductions. You can also specify earnings an employee should be paid on a recurring basis for specific earnings types (for example, a per diem). You also specify the employee's pay method information (checks and/or direct deposit accounts). Employee pages relating to payroll are covered in Lesson 2. Vista HRMS Payroll 1-5

16 Identify Employees to Process You identify the employees you want to process each payroll by entering one or more Company Header transactions. In each Company Header transaction, you identify the employees you want to process by entering a Company ID and an employee Payroll Status. That transaction identifies all active employees who are assigned to that pay company and who have that Payroll Frequency Code entered in their employee record. If necessary, you can also enter a Pay Designator to further identify only those employees who have that Pay Designator in their employee record. In each Company Header transaction you also indicate which monthly pay period you are processing. The pay period you are processing defines which employees will be paid, as well as the recurring earnings, taxable fringes, deductions, and employee direct deposit entries that will be processed. Enter Payroll Time and Adjustment Transactions If the system does not automatically calculate an employee's hours and earnings each pay period, you must enter a Time Entry transaction to record the employee's hours and earnings. Time may be entered on the Employee Time Entry page or in the Time Entry desk-top utility. If time is entered through the browser, time transactions must be created prior to running payroll If the system does automatically calculate the employee's hours and earnings, you may still need to enter a Time Entry transaction to either override or adjust those earnings. You can also enter payroll adjustment transactions to override or adjust an employee's taxes or deductions. This is done in the Time Entry Utility Run the Validation Phase of Payroll Once you have entered the Company Header transactions for all the pay companies and payroll frequencies you want to process, and have finished entering all the necessary payroll transactions for employees in those pay companies and payroll frequencies, you are then ready to run a Validation payroll. The Validation phase and the Update phase of payroll both perform the same payroll calculations based on the information currently entered in your database. However, the Validation phase is only a test run. The Validation phase does NOT update any employee records. The Validation phase does, however, produce detailed reports showing how each employee's wages, deductions and taxes will be calculated, along with any appropriate warning messages. After reviewing these reports, you can enter any necessary changes to employee information, or enter payroll adjustment transactions, so that the ensuing payroll will be processed correctly. 1-6 Payroll Vista HRMS

17 You can re-run the Validation phase as many times as necessary until you are satisfied with the results shown on the report output. Only after you run a Validation phase and are satisfied with the results should you then perform the final phase of payroll, the Update phase. Information on performing the Validation phase of payroll is covered in Lesson 7. Run the Update phase of payroll. Once you have run one or more Validation payrolls and are satisfied with the results, you can then run an Update payroll. The Update phase will perform the same calculations and produce the same reports as the Validation phase but, since it is the final phase of payroll, the Update phase also does the following: Updates the wage, taxable fringe, tax, and deduction information in the employee records that were processed. Deletes all Company Header transactions that were processed. Deletes all payroll adjustment transactions that were processed. Deletes all Time Entry transactions that were processed, except those designated as permanent transactions. Print checks and deposit advices. After you have performed the Update phase of payroll processing, you can print the checks and deposit advices for that payroll. However, depending on what data you want to show on checks and advices, you may want to perform taxdeferred allocations in validate mode to calculate the employer contribution to tax-deferred plans. You also may want to perform Leave Accrual if you want the current accrued to appear on the check/advice. Information on printing checks and advices is covered in the lesson on Post Payroll Processes. Update Pay History. After you have finished printing checks and advices for a payroll, you must update the pay history tables so that information about those checks and advices is recorded in those tables. The pay history tables contain detailed wage and tax information about each check and advice. You can view that information on the employee record (covered in Lesson 2) and generate reports off the Pay History tables. For Canadian employees, this process also updates the pay period required for ROE reporting and EI statistics in each employee's record (covered in Lesson 2). Information on updating Pay History is covered in the lesson on Post Payroll Processes. Vista HRMS Payroll 1-7

18 Process Direct Deposits, General Ledger, Bonds, etc. After printing checks and advices and updating the pay history tables, you can then proceed to perform the additional processes your organization requires as part of its payroll cycle. These may include creating the direct deposit file for your bank, creating a file of general ledger transactions for your General Ledger application, and creating a savings bond file for the Federal Reserve Bank. You can also produce the EFTPS (Electronic Fund Transfer Payment System) report which shows the federal wage and tax totals for the payroll just processed. At this point, you may also want to perform Leave Accrual Processing and Benefits Enrollment Processing in order to update employee leave accrual and benefit plan information based on the payroll that was processed. If you have pension plans setup in the system, you may want to run a pension update. As you receive statements back from your bank, you can also use Vista to either manually or automatically reconcile paychecks in your pay history tables. Information on Direct Deposit, General Ledger, and Bond Processing, as well as the EFTPS report and Check Reconciliation, is covered in the lesson on Post Payroll Processes. 1-8 Payroll Vista HRMS

19 Lesson 2: Employee Payroll Data Objectives To understand the person vs. employee data concept in relation to payroll To become familiar with the pages that contain personal data used in payroll processing To become familiar with pages that contain employee data used in payroll processing To use the search feature to find a specific employee Vista HRMS Payroll 2-1

20 Personal Pages Related to Payroll As a first step in learning the Vista HRMS Payroll system, you will become familiar with the pages that store employee data. These pages will be referenced again as you examine the results of payroll processing. Personal Menu The Personal pages hold data that relates to the person, whether or not he or she is an employee. These pages are available for Employees, Applicants, Dependents and any other people (or persons) in the Vista HRMS database. In this training, you will only look at the pages that are relevant to payroll. Personal Information Personal Information Personal Information is the first option on the Personal Information drop-down menu. The Name/Personal page provides basic personal data on the employee. The page contains additional page links that will take you to other editable pages. 2-2 Payroll Vista HRMS

21 Name/ Personal On the Name/Personal Page, you can view and edit basic personal information. The name information on the Name/Personal page displays on each people record in Vista HRMS This is the person s primary name. In this example the name appears as Last Name, First Name, and Middle Name. The name display can be various combinations of First Name or Preferred, Middle Initial and Last Name. The Social Security number and Birth Date will not display if the logged-in user does not have security rights to see them. When editing information on any Vista HRMS Page, Click on to save your changes. Vista HRMS Payroll 2-3

22 Name display is controlled by a setting in the web.config file on the web server. The web.config file contains a variety of settings that control the display of web pages. Changes made to this file are global. Name display is a web.config setting that can be any of the following settings: 0. Last, First Middle 1. First Last 2. Last, First 3. Aka Last 4. Last, Preferred Addresses The Addresses Page enables you to edit address-related data. Vista HRMS allows you to store different types of addresses. PDS has defined the following codes to identify different address types: HOME PREVIOUS CHECK BEN the current address the previous address address on check stubs and advices address that can be used to determine benefits elibibility Addresses Page Will update previous address info if checked Address changes can be applied to dependents when updating an employee. If the checkbox is selected, user s with read-only security access will not be able to view this address. 2-4 Payroll Vista HRMS

23 Add/Edit Address You can make changes directly to the Home Address or select from the Address Type dropdown to edit another address type. Although, PDS has defined Address Type codes for specific types of addresses, you can include as many additional address type codes as you desire. Note you can define a separate address to appear on check/advice stubs. The drop down list displays the address code description. The address codes do not display in the list. (i.e Home Address is the descripion for the address; address code = HOME). PDS vs. User Defined Codes Some fields have valid entries that are defined by PDS, but can also be added to by the user. Some fields have valid entries that are totally defined by you. You define various user codes in the CD Tables accessed from the Setup link within each individual application. For address types, PDS has defined Home, Previous, Check and Benefit Address types, but you may include additional address types in the CD table. You can add additional Address Type (CDADDR) codes in CD Tables in the Human Resources Setup link by choosing CD Tables. Phone Numbers The Phone Numbers page allows you to add multiple phone numbers. Phone Numbers Page Will update previous phone info if checked Phone changes can be applied to dependents when updating an employee. If the checkbox is selected, user s with read-only security access will not be able to view this phone number. Vista HRMS Payroll 2-5

24 You can make changes directly to the Home Phone or select another phone type to edit from the Phone Type drop-down menu. As with names and addresses, Phone Types (cdphone) are defined as CD Tables in the Human Resources application Setup option. The HOME and PREVIOUS phone types are PDS defined. The phone number format is defined in the Country table in the Adminisitrative setup option of the HR application.. International The International page provides a way to store citizenship, Visa and Passport Information. International Page For Citizenship, Visa and Passport Country, the list is coming from the Country table in the Adminisitrative setup options. 2-6 Payroll Vista HRMS

25 Other Names Vista HRMS provides you the ability to store other names for those employees who want another name listed on checks and advices or W-2 s or T4 s. Other Names Page As with address and phones, Vista HRMS will also store a Previous Name. Click on the Edit icon to add or edit any of the Other Names that Vista HRMS stores and you are provided an edit page to change that particular type of name. Documents Selecting Personal >> Documents from the page menu provides a place in which to store information about the documents a person has on file with your organization. The Documents Page provides the ability to link to documents stored on your network, and also enables you to store documents in the database. Adding Documents to the Server and Database is covered in Human Resources training, but a special mention to W4 documents is relevant to Payroll training. Vista HRMS Payroll 2-7

26 Documents List Page The Documents List Page originally returns a list of documents. If document categories have been created, documents are stored by category (i.e. W4 is most likely listed under a Payroll category). This drop-down only displays if entries have been made to the document category cd table (cddoccat). Documents Edit Page Typically when addding documents, they are uploaded to the webserver or the database. But by adding a W4 document to an employee on this page, you are simply providing the ability for the W4 form to be updated by self-service users or administrators. With the W4, you don t actually have to store the document. When you add a W4 document, the link appears at the top of the page. Click on the Edit W4 link to view the document To edit the W4, click on the link. Note: An employee cannot edit their W4 in Self Service if an entry has not been made in Documents for a W4. This is used to verify that a signed copy is on file. 2-8 Payroll Vista HRMS

27 Once a W4 has been added to the employee s document page, with proper security rights it can be edited on the employee s Payroll W4 page. W4 Page For other documents, clicking on the icon, allows you to link to the actual document. If you are storing documents on the server, consider using person_id in the document name to ensure unique names. Adding Documents to the Server and Database is covered in Human Resources training. Document Names are defined by Options in the Securty application and must be assigned to the Security Category, Misc and the Security Group Documents. Access to documents by Name is controlled in the Security application. Documents Categories (cddoccat), if you choose to use them, are defined in the CD Tables in the Human Resources Setup option. If you define categories, you must also edit the first User Field of that option in the Security Options table for each document name with the category code under which you want it to display. Vista HRMS Payroll 2-9

28 Employee Pages Related to Payroll General employee data appears on the pages selected from the Employee menu. The Employee menu provides data that is specific to employees and does not apply to applicants or dependents. Employees are assigned an EMPLOYEE ID (in addition to a PERSON ID) when they are hired. Employee data stored in Vista HRMS related to payroll will be explored on the following pages. Additional employee data related to Benefits, Payroll and History are accessed from those menus, respectively. Employment Information Pages Employment Information Employment Page Notice that the fields on this page are display only. You must edit this information elsewhere. Page Link Menu Note: The cursor lands in the Employee ID field. Be careful that you don t accidentally edit this field. If the hours and earnings for a person are automatically calculated by the system each pay period, the work schedule calendar assigned to a person can be used to automatically generate holiday pay, vacation pay, and other time off pay for that employee Payroll Vista HRMS

29 For Canadian employees, this calendar is used to define the employee s daily work schedule for AERS Sunday to Saturday allocation. If a calendar is not assigned to a person, then the fiscal calendar assigned to the employee s pay company is used for AERS allocation. The Work Schedule Calendar defines the work schedule for this person. Work Schedule Calendars are defined in the Time application setup function under Calendars. Note: When Payroll processing is performed, checks and reports are grouped by pay company and distribution. Distibutions are defined for each pay company in Pay Company setup function in the HR application. Roles Jobs and/or Positions Employees can hold more than one role provided they are in the same pay company. A role can be a Job or a Position in Vista HRMS. The difference between a Job and a Position is where and how they are defined in Vista HRMS Organizational Setup. A Position may only be assigned to one person at one time. A Job, on the other hand, may be assigned to more than one person. When an employee is assigned a role, either a position or a job, that employee role is assigned to report to a position. Positions Assigned List Page When an employee holds more than one role, the first role will be listed with a 1 in the primary field and all others will be assigned a 2. Vista HRMS Payroll 2-11

30 Positions Assigned Edit Page By clicking on the Recruiter link for Jill, you bring up the Positions Assigned Page that provides information about the employee s primary position. The page opens displaying basic position Setup information. The page contains additional tabs that will link you to pages related to the employee s position. Tab menu with Setup selected By clicking on the Location tab, location and phone information display Payroll Vista HRMS

31 The Status tab contains information related to the status of the position. There is both a comment tab and a tab that provides the effective date of any changes made to the position. Because there is a one-to-one relationship between a position and the employee (i.e. only one person can be assigned to a position), changes made here will also be seen in the Position table. A person in a position automatically reports to the person holding the parent position defined in the Position table. This and other employment summary information is displayed on the Employee Profile page which is accessed by selecting the employee s picture or their name if no picture exists. Vista HRMS Payroll 2-13

32 Employee Profile Page Employee s Manager Employee s Statuses On the Employee Profile page, the Personnel Status, Payroll Status and Benefit Status all display. Personnel changes are handled through Status Changes. Jobs Assigned List Page If an employee has been assigned one or more jobs, they display on the Jobs Assigned page. Remember that one job can be assigned to multiple employees Payroll Vista HRMS

33 Employee Manager is assigned here When you click on the icon, you are provided a list of positions to choose from. The employee in a job reports to the person who occupies the selected position. Status Changes On every employee page, you are provided an opportunity to edit one or all of the three statuses. Depending on whether you choose a page from the Employee, Benefit or Payroll menu, you are provided the corresponding Status at the top of the page. Vista HRMS Payroll 2-15

34 Status Change Page From the Status Change page, you can change the personnel, payroll and/or benefit status. Three Statuses Personnel Payroll Benefits HR and Benefit statuses can drive benefits eligibility. Payroll status determines when a person gets paid. A person can be active in a benefit plan (Cobra) while having an inactive HR Status. A person can also be paid while having an inactive HR Status. Payroll statuses are PDS-defined. HR and Benefit Statuses are user-defined. Having these three statuses allow us to terminate an employee, but leave him active for payroll and/or benefits. As you implement Vista HRMS, you will draw up procedures specific to your operation as to how and when these statuses are changed. When processing a payroll, you determine the employees that will be paid by indicating the Pay Company, the Payroll Status and the Pay Designator Group that is optional (displayed on the employee Payroll Information Page) Payroll Vista HRMS

35 Status Change Company Transfer Page Use the Company Transfer page link when an employee is transferred from one pay company to another. You are provided the ability to change the status in both the source and target companies. Status Change Balances Page The transfer type chosen will be dependent upon whether these companies have the same federal IDs or Bin IDs. These will be decisions you make as part of your implementation. The Balances page link provides a list of outstanding declining deduction balances and deduction arrears owed by the employee as well as company property issued to the employee and the employee s leave accrual balances. Vista HRMS Payroll 2-17

36 Compensation The Compensation page is a summary of information that is stored on other Vista HRMS pages. It combines information from the HR, Benefits and Payroll modules that are related to the employee s compensation. Select Employee>>Compensation from the page menu to access it. Compensatio n Page Total Compensation Tab The page opens on the Total Compensation tab. Click on each page tabs to view specific summary information. These are read-only pages. Summary information on the Benefits tab is drawn from employer costs for the benefits plans in which the employee is enrolled. Benefits Tab Fringes Tab Information on the employee s fringes page appear here Pay Rates Tab The employees current default pay rate appears here as well as any other pay rates on their pay rates page Payroll Vista HRMS

37 Compensation Page Survey Tab Survey information is drawn from the Position Group/Job to which the employee is assigned in their primary role. Qualifications Tab Qualifications is drawn from the Position Group/Job to which the employee is assigned in their primary role. Benefits Tab Note: Except for Salary Administration, there are no Submit buttons on any of the Compensation page tabs, because you are NOT permitted to edit any of this information. Salary Administration Tab List Page The Salary Administration provides a tool that each manager can use to model their own departments pay increases. Although employees can be excluded from pay increases based on their personnel status, you can also exclude employees by being included in salary administration processing by adding an exception on this tab. Vista HRMS Payroll 2-19

38 Compensation Page Salary Administration Edit Page When you click the add icon, you are able to add a record to exclude this employee from salary administration pay increases. Other than the checkbox, the additional fields are not uses by the system but can be used for custom reports or procedures. Salary Administration will be covered in detail in Lesson 7 of the HR Training Guide. Employee User Fields This page allows you to enter values for user-defined information you've decided to track for employees in your database. It works much like Personal User Fields, but the data stored here relates to employees only. The pages are the same as for Personal User Fields. Employee User Fields are user codes defined in the CDEMPUSERFLD CD code table in the Human Resources Setup. Employee User Fields List Page 2-20 Payroll Vista HRMS

39 PDS PREDEFINED USER CODES PDS has delivered several benefits eligibility and payroll user codes used for processing benefits and quarter or year end payroll. Time Entry Mode (displayed on the screen above) is also a PDS defined field. These codes are included with the user-defined codes in the CDEMPUSERFLD CD code table in the Human Resources setup. There are user fields available throughout the system for you to add data values that your organization wants to store. You find user fields on the person menu and on many of the setup tables. To edit items on list pages, you select the field name link, for instance To add an item to a list page, you click the Add Heading. icon to the left of the Field Employee User Field Edit Page When you add a new Employee User Field to the employee record, the field drop-down list contains both user-defined and PDS-defined codes. Note: Although you can remove the predefined user field codes if you do not intend to use them, PDS recommends you keep them in case you need them in the future. Some PDS processes look to see if the fields exist and refer to the data placed in them. Vista HRMS Payroll 2-21

40 Payroll User Codes Some PDS pre-defined employee user field codes are used in payroll processing for quarterly and/or year-end processing. They include: PDS frequently creates additional user field codes and distributes them as part of quarter or year-end updates Payroll Vista HRMS

41 Payroll Information The Payroll menu provides a list of choices to access payroll data. It is on these pages that most, but not all, payroll critical data is entered and displayed. Payroll Information Page This page allows you to define critical payroll information for this person. The various fields on this page and how they are used by the system will be reviewed over the next few pages. Payroll Information Page Payroll Tab To the right of the employee name, the Payroll Status is displayed as a link to the status change page. This status determines if and when the employee will be paid. The pay period date for the last payroll in which this person was paid. Payroll Statuses are PDS-defined in Payroll Setup Tables. The person's payroll Classification: Hourly, Salary (Exempt), or Salary (Non-Exempt) is not referred to by payroll processing, however, it can be used as part of the eligibility criteria for a benefit plan. Vista HRMS Payroll 2-23

42 The Default Earnings Type defines how a person's earnings will be calculated, taxed and accumulated. If the system automatically calculates a person's hours and earnings, the system will use the person's Default Earnings type for that calculation. Earnings types are established in the Earnings table, which is accessed through the Setup option of the Payroll application. For new hires, the system assumes the person's default earnings type is the same as the default earnings type specified for their pay company in your Companies structure. This can be edited during the hire process or at any time later. Pay Method is either Check/Cheque or Deposit. Distribution Groups are used to further group people for payroll reporting and general ledger (cost center) purposes. Many standard payroll reports that the system produces group information by pay company and distribution group. Many of these reports also provide separate totals for each distribution group. Distribution Groups are defined for each pay company in the Pay Company structure, which is accessed through the Setup option in Human Resources. This Shift field is only applicable if hours and earnings for this person are automatically calculated by the system and a user-defined earnings equation is used for this person's default earnings type and a user-defined earnings equation is used for this person's default earnings type. If a shift differential is selected in this field, when the system automatically calculates this person's pay period earnings, it will apply this shift differential. Shift differential calculations are defined in the S hi fts table in Payroll Setup. You can assign an employee to a specific pay Designator Group. When you process a payroll, you use Company Header transactions to identify which people you want to process, based on their pay company and pay frequency. You can also enter a pay designator in a Company Header transaction to further specify that you only want to process people with that specific pay designator. Suggested pay designators have been added to the database and can be changed in the CDPAYDES CD code table in Payroll setup. The person's Premium Group determines the premium rules the system will reference when calculating premium pay for this person. Premium Rules are defined in the Premium Rules table, which is accessed through the Setup option of the Payroll application. Weekly hours is the normal weekly hours defined for the person's current primary pay rate on the Pay Rates page. If the system automatically calculates a person's hours and earnings, the system will use the person's weekly hours for that calculation Payroll Vista HRMS

43 How weekly hours are used to calculate pay per period hours: Weekly Hours Payroll Status # Hours Paid Per Pay Period 40 Weekly Bi-Weekly Semi-Monthly Monthly The Advanced Vacation Hrs field stores the amount of any paid vacation hours that have been advanced to the person. The system automatically updates this figure whenever vacation pay is advanced to the person through a vacation advance. The next time a payroll is run in which the system would normally pay this person, the system will subtract the person's regular pay period hours (determined by the person s pay status) from this figure. The system will not generate a paycheck for this person until this figure is less than the person's regular pay period hours. In the Employee Factor field, you can enter an earnings factor that is associated with this person that can be used in Earnings Equations. This will be covered more fully in the Payroll Setup lesson. The Currency filed indicates which Country s Currency symbols should be used for this employee. Currency symbols are defined under the Administrative option category in the HR, Benefit and Payroll Setup tables. ADP Interface Only An ADP File No field is displayed if the person is assigned to a pay company that has an A entered in the Payroll Interface field in its pay company record. That indicates the pay company is using the ADP Interface module. If so, this field contains the ADP File Number that will identify this employee record in the ADP system. Only employee records that have been assigned an ADP File Number are processed by the ADP Interface module. Whenever you hire a new employee into an ADP pay company or transfer an employee to an ADP pay company, the system automatically assigns that employee record an ADP File Number. The system determines which number to assign by referencing the PDS Begin table, which can be accessed through the System Administrator application. Pay company records are accessed through the Setup option in the HR application. Who Gets Paid??? When you process a payroll, you identify which people you want to process based on pay company, payroll status and the pay designator. If the person's payroll status is Not Active, he or she will not be processed during payroll processing. Employee s designated as time card required will not be paid if a time entry transaction has not been entered. Vista HRMS Payroll 2-25

44 Prior to processing a payroll, a Time Batch Header must be created in Payroll Setup that includes Pay Company, Pay Period Frequency and Payroll Status. You must also indicate check date and period end date. You have the further option to specify only employees who have a particular Pay Designator assigned to their record. Applying Your Knowledge Using the following sample data, answer the questions on the following pages: Name Company Payroll Status Designator Jane ACME Semi-Monthly Executive Joe WRLD Semi-Monthly Executive Steve ACME Semi-Monthly Bonus Sue WRLD Semi-Monthly Bonus Charles ACME Semi-Monthly Executive Paula ACME Semi-Monthly Bonus Stacy ACME Semi-Monthly Executive Diane ACME Semi-Monthly Remote 1. If the Company Header had the following data, which employees would be paid? Company Frequency Designator ACME Semi-Monthly Executive Employees paid: 2. If the Company Header had the following data, which employees would be paid? Company Frequency Designator ACME Semi-Monthly Remote Employees paid: 2-26 Payroll Vista HRMS

45 3. If the Company Header had the following data, which employees would be paid? Company Frequency Designator ACME Semi-Monthly <blank> Employees paid: Payroll Information Page Flags Tab This page also contains information that will define how their payroll will be processed. We will be discussing the various fields on this page and how they are used in payroll processing. As previously mentioned, the Payroll Status link takes you to the status change page. This flag controls whether the employee will be paid based on a unique employee pay rate or will be paid based on the rate assigned to his/her position or job. If the employee is paid by position, the pay rate page will provide a list box labeled, Assigned Role, for the Role (Job/Position) from which to select the employee s rate. If an employee is time card required, time must be entered for an employee to be paid. If an employee is not required to submit a time card, their weekly hours will automatically be generated based on their default earning type and their normal weekly hours. If a time card not required employee has earnings other than their default earnings (unless the earning has been defined as a recurring earning or taxable fringe) that time must be entered. Vista HRMS Payroll 2-27

46 This option is only applicable if you are using the Automatic Wage Progression feature. If this option is checked, automatic wage progression can occur for this person. Automatic progression moves people from pay step to pay step based on length of service. The person's current pay step is then used to define his or her pay rate. Wage progression parameters are defined for each pay step in the Pay Steps table, which is accessed through Payroll Setup. Vacation advance checks can be issued to people through a payroll transaction. Normally, after a vacation advance check is processed, the system will not process any further time for that person during subsequent payrolls until the total vacation hours advanced to the person have been satisfied, based on the number of pay periods processed and the person's regular pay period hours. However, the Wait one pay period before satisfying vacation hours option is selected for a person, the system will wait one pay period before attempting to satisfy the person's vacation hours. Therefore, the system will process time entered for that person during the first payroll after a vacation advance check is issued. You would only select the Wait one pay period before satisfying vacation hours option if, during payroll processing, you are paying people for hours completed during the previous pay period and not the current pay period. For US employees, if this box is checked, the Pension Plan box will contain an X on any W-2s produced for this employee. This field is referenced by year-end processing. It is NOT referenced or updated by Benefits Enrollment processing. If all or part of this person's pay is distributed through direct deposit transactions, check this box if you want to generate a paper deposit advice for this person when checks and advices are printed This flag indicates whether an employee that would disallow an override of any related fields including Federal Marital Status, Federal Exemption Code, the number of Federal Exemptions and the Federal Extra Amount Payroll Vista HRMS

47 Payroll Information - Contract Information Page The Contract Information page provides you additional fields to further control how contracted employees are paid. Duration indicates the number of work days specified in the work contract for this person. You must enter a specific number of days in this field in order for the system to perform any contract calculations for this person. Hours Per Day indicates the number of work hours per day specified in this person's contract. Number of Pays indicates the number of times the person is scheduled to be paid under this contract. Number Paid will display the actual number of times the person has been paid. This field is updated each time a regular payroll is processed for this person. This field is not updated when the person is paid through a special payroll run. When the figure in this field equals the figure in the Number of Pays field, the system will not process any further time for this person, including automatic and manually entered time. Paying Contracted Employees When automatically calculating hours and earnings for contract employees, the system performs the same basic calculation as it does for non-contract employees. However, the system does follow special procedures to determine the contract employee s pay period hours and hourly pay rate, based on the contract information defined for that employee. The system will also reference the number of times the employee is scheduled to be paid in their current contract, and the number of times the employee has already been paid, to make certain that time for the employee should still be processed. The employee s regular pay period hours for a contract position are determined based on the employee s Payroll Status (frequency), the number of times the employee should be paid under their contract, and the employee s annual hours. Vista HRMS Payroll 2-29

48 The system determines the employee s annual hours by multiplying the total number of days in the employee s contract by the number of hours in each contract day. Contract Days * Contract Day Hours = Annual Hours The following table shows how the system calculates an employee s regular pay period hours for a contract position using the above information: Employee Payroll Status Weekly Bi-weekly Semi-monthly Every 4 weeks Monthly Annual Regular Pay Period Hours Calculation (Annual Hours 52) * (52 # of Pays) (Annual Hours 26) * (26 # of Pays) (Annual Hours 24) * (24 # of Pays) (Annual Hours 13) * (13 # of Pays) (Annual Hours 12) * (12 # of Pays) Contract Days * Contract Hours The employee s hourly rate is then determined by dividing the employee s annual rate by the employee s annual hours. Annual Rate Annual Hours = Hourly Pay Rate Rate Indicator Daily Annual Pay Rate Calculation Pay Rate * Contract Days Weekly Pay Rate * 52 Bi-weekly Pay Rate * 26 Semi-monthly Pay Rate * 24 Monthly Pay Rate * 12 Annual Pay Rate 2-30 Payroll Vista HRMS

49 Before processing any time for a contract employee, the system references the number of times the employee is scheduled to be paid under that contract and the number of times the employee has already been paid. Once the Number of Pays Paid equals the Number of Pays, the system will not process any time for the employee. Pay Rates This page contains the person's pay rates and allows you to calculate and apply pay increases for that person rovided they. Each new rate you enter on this page can be recorded on the Pay Increase Statistics page of the person's record. When accessing the Pay Rate page, a list page will appear. A new Pay Rate can be added by selecting or the Pay Rate can be edited by clicking on the date associated with the Pay Rate. The employee can have more than one Rate Type. When automatically generating time and pay for a time card not required employee, the system defaults to the Current Pay Rate. Pay Rates List Page If an employee is paid by job/position, the page displays a list box from which to choose the assigned role for this pay rate. Vista HRMS Payroll 2-31

50 Pay Rates Edit Page Vista HRMS calculates the Compa ratio based on the mid-point value assigned to the position or job. When payroll processing references the person's pay rates, it will always use the rate that was in effect during the pay period being processed, based on the effective date of each rate. If more than one rate was in effect during the pay period, the system will reference both rates when automatically calculating a person's earnings. Note: An employee can only have one pay rate per day for each rate type. The system calculates mid-pay period increases by day. Note: If the pay rate is associated with the employee rather than the position and the employee holds more than one role, you may choose to include the pay for both roles in one rate. You can also pay the additional role(s) with a time card entry or through a recurring earning. It is recommended that you define a separate pay rate, for example Second and use it for the additional role. The second tab on the Pay Rates page shows the pay grade stored on the employee s primary position or job Payroll Vista HRMS

51 Pay Increase Calculator If you want to add a new rate, rather than edit an existing one, click the Add icon. You are provided the Pay Increase Calculator, where you can apply multiple increases and have Vista HRMS generate the new rate. The system can calculate up to five (5) different pay increases Even if you select Single Statistic, you will get multiple records in the pay increase statistics unless all increases are of the same Increase type. The Increase Type and Rate Indicator fields are PDS defined and used to inform Vista HRMS of the type of calculation to perform. How you define the Increase Type influences your entry in the Increase Pct/Amt field. If you choose a Percentage Increase, the percent amount is entered to the left of the decimal place (i.e. 3% is entered as 3, not.03) If you are entering a New Rate or Fixed Increase, you must use the same rate indicator for all pay increases. Regardless of the rate indicator you use, the system calculates an annual and hourly rate. The system defaults to the Weekly Hours indicated on the employee s Payroll Information page. It uses this field to calculate the rates. If you change the Weekly Hours here, it will change the normal weekly hours on the employee s Payroll Information Page. Pay Reason is a User Code defined in the CD Tables under the Setup option of the Human Resource application. Vista HRMS Payroll 2-33

52 You can apply up to 5 different pay increases at one time. In the example that follows, a 3% annual increase with the annual rate rounded to the nearest dollar has been entered. The system calculates the annual and hourly rate increases and new rates, as well as the Compa Ratio. Add to this a 2 nd pay increase for merit at a fixed rate of $50 semi-monthly and the system recalculates. Note: When assigning multiple pay increases, all the increases must have the same rate indicator. There is a web.config setting that allows you to show or hide the display of the Round Annual checkbox Payroll Vista HRMS

53 If you have the web.config setting set to display Round Annual, a check box is visible that will round the annual salary during the increase calculation. If you want the annual amount rounded, every increase must have this box checked. When you submit your increases, a new record is listed on the list page. Also if you select Pay Increase Statistics from the History menu, you will see there are two records for the latest increase and the reason for each is included. Pay Increase Statistics Page Vista HRMS Payroll 2-35

54 Applying Your Knowledge To an employee who shares the first letter of your last name assign a pay increase with the following criteria: Increase Type Pay Reason Rate Indicator Pay Increase Fixed Adjustment Semi-Monthly Pay Increase 2 3 Percent Annual Semi-Monthly Before you submit your changes, request Multiple Statistics Payroll Vista HRMS

55 Mid-Pay Period Rate Changes When payroll processing references the person's pay rates, it will always use the rate that was in effect during the pay period being processed, based on the effective date of each rate. If more than one rate was in effect during the pay period, the system references both rates when automatically calculating a person's earnings. In the example we used to provide add a rate, the employee is paid semi-monthly. Her pay rate change is after the beginning of the first pay period of June, 2007 The above semi-monthly rates are based on a full semi-monthly pay perid. If you examine the Validation report on the next page, you will see that Vista HRMS calculates a pay rate based on the two rates, by determining how many work days fall in between the beginning of the pay period and the new rate date, and the number of days after the rate change to the end of the pay period. Note the rate on the Gross on the next page has been calculated as $ Note: To calculate mid-pay period increases exactly as you want, you may have to assign a daily work schedule calendar that defines your work days and off days. If a Time Entry transaction is entered for an employee, the Timecard Date on that transaction will determine which pay rate the system will use. For time card not required employees that do not have a daily work schedule calendar assigned to them, the system determines a daily rate based on a seven-day week. Vista HRMS Payroll 2-37

56 Payroll Validation Report with Mid-Period Pay Rate Change You can see on the report that the system automatically has calculated two different rates for the pay period in which the increase occurred Payroll Vista HRMS

57 Direct Deposit Direct Deposit Pages This page contains information about the person's direct deposit information. Each record includes the person's bank account and the percentage or amount of the person's remaining net pay to be deposited to that account along with the pay period frequency with which it should be taken. A maximum of ten accounts can be entered on this page. Banks are established in the Direct Deposit table in the Setup option of the Payroll application. The Bank Account and Bank Routing Number for the financial institution holding the pay company s payroll account is specified in the Pay Company General Information Page in the HR application. When you choose to add a new deposit, you can select a bank by first selecting the bank or entering the bank routing number. Vista HRMS Payroll 2-39

58 There is a web.config setting that allows you to display banks in a drop-down list as displayed above, or from an alphabetical menu as displayed below. The Pre-note Indicator identifies the pre-note status of the deposit transaction and whether the deposit amount is fixed or a percentage. If you choose a prenote indicator, the system will automatically change the indicator to pre-note continues if a payroll is run prior to the 10 day pre-note period. After the 10-day pre-note period is over the system will change to a Deposit Made indicator. Note The Audit Trail report produced during payroll processing indicates whether an employee s deposit has been held for pre-note purposes. In the Amount/Pct field, you place the fixed dollar amount or percentage of the person's remaining net to be deposited. The response in this field depends on the response entered in the Prenote Indicator field. Percentages are to be entered left of the decimal (e.g., 20% is entered as 20.0). Note If you enter a percentage, that percentage is defined as a percentage of the person's remaining net that has not yet been distributed to any other direct deposit account it is NOT a percentage of the person's total net. For example, if an employee wants half of their pay to go to savings and the other half to go their checking Account Type Prenote Indicator Deposit Amount Priority Checking Percentage Savings Percentage During direct deposit processing, if an amount specified for an account on this page cannot be met, the system will not deposit any funds into that account. If the person still has net pay remaining after all direct deposit accounts on this page have been satisfied, the system will produce a check in the amount of the remaining net Payroll Vista HRMS

59 The Priority field indicates the priority in which these accounts will be processed. The lower the number, the higher the priority of the account. Note: If you do not specify a priority for the accounts on this page, the system processes the accounts in order of bank account number, starting with the lowest number. Applying Your Knowledge 1. Can an employee have a checking and savings account with the same number? 2. How many days is the pre-note stage for direct deposit for an employee? 3. If an employee changes the amount of their direct deposit for the same bank account, must the pre-note cycle be run again? Adding Direct Deposit information Enter the following direct deposit information to an employee s record: 50% to savings account # every pay period $75 to checking account # the first pay period of the month 100% of remaining net into checking account every pay period Earnings Pages Earnings This Earnings page contains the person's current year s earnings information. This information is updated each time payroll processing is performed. You will clear the accumulators at the end of each year. Vista HRMS Payroll 2-41

60 Earnings are defined in the Setup function of the Payroll application. Earnings types define how a person's earnings will be calculated, taxed and accumulated. If you recall, the default earnings type appears on the Payroll Information page. If the system automatically calculates a person's hours and earnings, the system will use the person's default earnings type for that calculation. Recurring Earnings If an earning type as been defined as a recurring earning in the Earnings table, an additional tab labeled Recurring appears on the Earnings page. In the example below, the employee receives a regular international travel allowance. In the earnings table it has been defined as a recurring earning to be taken out the 1 st pay period of each month and Continuous. A recurring earning can have a type of Continuous or Upper Limit. If an amount is specified on the earnings table, it is brought over to the employee record. Note that both a Position and Charge Number can be assigned on the employee record. Even if a recurring earning is set up as continuous, you can make it inactive or assign a start and end date on the employee record to control it at the employee level Payroll Vista HRMS

61 Taxes Taxes List Page The Taxes page contains the person's tax information, including setup information and current statistics. It opens with a list page of all the taxes that relate to this employee. Federal Taxes are listed first, then state and then local. Many of these rows are added automatically as part of the new hire process. PDS provides regular updates to federal and state/province tables used in Vista HRMS. When you select a tax, for both US and Canada, you are provided both a Details and Summary page links but for US companies an imputed income link is also visible. The Summary link provides a snapshot of all taxes. Tax Summary The Imputed Income page link appears only on US paid employees. Vista HRMS Payroll 2-43

62 Taxes List Page For Canadian companies you see the details and summary page along with additional page links for Federal Defaults, Exemptions, EI Pay Period and EI Week. These will be examined in the pages that follow. Tax Summary The US and Canadian tax pages will be covered separately in the descriptions that follow. Federal Tax Setup US When you click on Federal tax link, you are returned to the Details page link for Federal taxes. PDS has defined the codes that comply with US tax regulations for Marital Status and Federal Code. Details At the bottom, you see statistics on tax amounts and federal taxable wages (based on how earnings have been defined.) 2-44 Payroll Vista HRMS

63 There is also a link to the employee W4 page. This is editable, providing the user has been granted security access and the documents page indicates there is a record on file. W4 Page OASDI, Medicare and FUI The OASDI, Medicare and FUI pages display tax and wage statistics. The OASDI, Medicare and FUI codes can be changed between normal and exempt on the employee tax pages. These codes are PDS defined. They are automatically inserted as part of the new hire process. Prior Entity data is populated when an employee transfers from one pay company to another and the option is checked to update Prior Entity information. Vista HRMS Payroll 2-45

64 EIC The EIC record must be added separately if the employee qualifies for an Earned Income tax reduction. You add a row to the tax page by clicking the icon at the top of the tax list page. You must select the EIC Tax Code from the drop-down list. For EIC upon completion. State Tax The State Tax Pages (US) contain the employee's tax setup information for state, SUI, SDI, and VDI taxes. You have the ability to turn the status of any state and local tax to inactive. Marital Status selections vary by State Allocation Pct. indicates the percentage of the employee's state taxable wages that are subject to this state's withholding routine. The total percentage entered for all states must equal 100%. Percentages are entered to the right of the decimal (e.g., 50% is entered as 0.50). The Priority field indicates the state to be processed first. The lower the number, the higher the priority of the state. The Exemptions field is used for the number of exemptions the employee is claiming for this state. The Exemption Amount field is only required for those states that require exemptions to be treated uniquely. See the PDS Tax Guide for more information Payroll Vista HRMS

65 The system can process a maximum of five withholding states for each employee each pay period. The allocation percentages should add up to 100%. Percentages are entered to the right of the decimal (e.g., 50% is entered as 0.50). SDI, SUI, VDI SDI. SUI and VDI pages contain the same fields. SDI and SUI are automatically added during the new hire process depending on the state. VDI must be added separately. For SDI, SUI and VDI Add New State Tax A new tax record can be added by clicking the icon at the top of the tax list page. You must select STATE from the Tax Code list and then the appropriate state. The options on the Marital Status list depends on the state selected. As always, upon completion. The PDS Tax Guide provides detailed information on the marital statuses for each state. Vista HRMS Payroll 2-47

66 Local Tax When a Local tax is selected, you are provided data entry fields for local taxes. The system can process a maximum of five localities for each employee each pay period. As with State taxes, there are fields for allocation percent and priority if multiple locals are added. Add New Local Tax A new tax record can be added by clicking the icon at the top of the tax list page. You must select LOCAL from the Tax Code list and then the appropriate local tax. Most local taxes that are straight percentages are user-defined. However, PDS provides and maintains Local Tax tables for those localities that do not calculate Local Withholding as a straight percentage of Current Taxable Wages. They include the following: Aurora, Colorado New York City Resident Denver, Colorado Ohio School Districts Greenwood Village, Philadelphia Resident Colorado Indiana Counties Philadelphia, Non-Resident Kansas City, Missouri St. Louis, Missouri Kentucky Counties Yonkers, New York Resident Michigan Counties Yonkers, New York Non-Resident For more information on these calculations see the Vista HRMS Tax Guide. Local Tax Codes are defined in the Setup function under Taxes in the Payroll application Payroll Vista HRMS

67 Imputed Income By selecting the Imputed Income page link, you get information relating to the taxable portion of a life insurance plan. When defining your benefit plans, you indicate if it is subject to imputed income. When the value of the plan is determined, it adds to the face value that displays on this page. If the employee contributes to multiple plans the face value will be a sum. If an employee de-elects a plan, the value of that plan will be deleted from the face value. Federal Tax The Canadian Federal Tax Page contains both federal and provincial data. PDS defines and maintains the federal and provincial tax tables to which employees are assigned. For Canada, valid Code s are: Extra Amount is the extra amount that will be withheld for federal tax. Exemptions are the number of exemptions the employee is claiming for federal tax. TD1 Claim is the employee s tax credit equivalent according to the claim amount recorded on the TD1 form. Vista HRMS Payroll 2-49

68 CPP and CUI There is an edit page for both employee and employer CPP and CUI tax and taxable wage statistics. Tax Exemptions Page The Tax Exemptions page (Canada) lists the employee s additional credit amounts used for federal and provincial tax calculations as defined in the on-line help and Vista HRMS Tax Guide Payroll Vista HRMS

69 EI Pay Period Page The EI Pay Period statistics are those used for ROE reporting. When you add an ROE record to an employee, it totals the wages and hours for the last 53, 27, or 25 pay periods, depending on whether the employee s pay period is weekly, bi-weekly or semi-monthly respectively. EI Week Page The EI Week Statistics are used for AERS and break the EI Wages and Hours down by week Sunday to Saturday based on the AERS calendar and by the off and on days defined on the Daily calendar. Vista HRMS Payroll 2-51

70 Note: You may see very slight differences in the EI wage entries as a result of rounding calculations during pay history update. Add New Local Tax Although there are currently no local taxes in Canada, we have provided the ability to enter them should they occur. You may, however, need to add PPIP for Quebec. A new tax record can be added by clicking the icon at the top of the tax list page. Deduction List Page Deductions This page contains information about the person's voluntary deductions. (Separate pages are used to maintain information about a person's deductions for Wage Attachments and Bonds.) New deductions can be added to a person s record by selecting. Each time payroll processing is performed for a person; the system references the Deductions, Wage Attachments, and Bonds pages to determine which deductions need to be processed for that person. Deduction information is pay company-specific. If the person has been assigned to multiple pay companies in the same year, you can select the company for which you want to access information from the Company field in the upper right corner. All deductions must first be established in the Deductions table, which is in the Setup function of the Payroll application. For a deduction to display on this page it must be assigned to the Regular Deduction deduction category. When you select an employee deduction the edit page opens. This page has a tab menu but defaults to the General tab. A person can have a maximum of fifty active deductions that are not deductions for a tax-deferred plan. A person can have an additional five active deductions entered on this page for tax deferred plans Payroll Vista HRMS

71 You should not delete a deduction from this page until after year-end processing is complete. If a deduction is no longer active for a person, but the person has a year-to-date amount for that deduction, you should deactivate the deduction by un-checking the box for that deduction on the Deductions page. Deduction Edit Page- General Tab Much of the information displayed on this page is system-filled (grayed-out and not editable) from the Deductions table, based on the deduction assigned to the person. You will gain a greater understanding of these fields after completing the Setup training section. Pay Period Frequency specifies the pay periods in which the deduction is taken. This field is filled from the Deductions table. The valid frequencies will be covered in the lesson on setup. The Priority number for this deduction partially determines the order in which deductions will be taken during payroll processing. The actual order in which the system processes an employee s deductions is based on the deduction category, the start date, whether or not it s a condition of employment deduction as well as the priority number entered in this field. The order in which deductions are taken will be covered more thoroughly in the setup and processing lessons in this workbook. A Start Date and End Date also can be defined for each deduction. You may add a start date for each tax deferred deduction since a tax deferred deduction can be taken before a federal tax levy if the start date is before the start of the federal tax levy. Vista HRMS Payroll 2-53

72 DEDUCTION TYPES 1. Annual/Lifetime Upper Limit For non-wage attachment deductions, this is a yearly upper limit deduction. For wage attachments, this is a lifetime upper limit deduction. Before taking this deduction, the system will check the amount the person has already had withheld for this deduction this year, as shown in the YTD field in the Statistics section. Depending on the amount in the YTD field, the system will take the full deduction, a partial deduction, or no deduction 2. Continuous There are no limits or declining balances for this deduction. The Deduction Limit and Deduction Balance fields are ignored when this deduction is processed. 3. Declining Balance When a declining balance deduction is first entered in the person's record, the deduction limit is entered in both the Deduction Limit and Deduction Balance fields. Each time the deduction is taken from the person's pay, the amount taken is subtracted from the amount in the Deduction Balance field. The deduction continues to be taken until the amount in the Deduction Balance field is zero. Depending on the amount in the Deduction Balance field, the system will take the full deduction, a partial deduction or no deduction. 4. Monthly Upper Limit The amount taken for the deduction each month will not exceed the limit entered in the Deduction Limit field. Before taking the deduction, the system will always check the amount the person has already had withheld for the deduction that month shown in the MTD field in the Statistics. Depending on the amount in the MTD field, the system will take the full deduction, a partial deduction or no deduction. 5. Pay Check Upper Limit The amount taken in any one check issued to the person will not exceed the amount entered in the Deduction Limit field. This is normally only used for percentage-based deductions. 6. Quarterly Upper Limit The amount taken for the deduction each quarter will not exceed the limit entered in the Deduction Limit field. Before taking the deduction, the system will always check the amount the person has already had withheld for the deduction that quarter (shown in the QTD field in the Statistics section). Depending on the amount in the QTD field, the system will take the full deduction, a partial deduction or no deduction. The data in the Indicator field on the General tab defines whether this is a fixed amount or a percentage. Percentages are entered right of the decimal (e.g. 2% is entered as 0.02.) 2-54 Payroll Vista HRMS

73 The Arrears field indicates whether the system will take a partial deduction amount and/or whether the amount of the deduction that could not be taken will be placed in arrears. This field is filled from the Deductions table and will be covered more fully in the lesson on setup. The Tax Deferred field displays the type of tax deferred plan the deduction applies to. This field is filled from the Deductions table. The following are valid tax deferred indicators: 401(k) Deduction 403(b) Deduction 457 Deduction 501(c) Deduction Pension Plan Registered Retirement Savings Plan Retirement Savings Plan These indicators define the compliance controls associated with the deduction and are described more fully in the setup lesson. For pre-tax deductions, the Tax Profile field displays the tax profile that defines the taxes from which this deduction is exempt. This field is filled from the Deductions table. (Note that tax profiles are not assigned to non-pension plan tax deferred deductions. The system will automatically make the appropriate adjustments to a person's taxable wages for all taxes when a non-pension plan tax deferred deduction is taken.) Pre-tax field indicates if the deduction is a pre-tax deduction(y or N). This field is filled from the Deductions table. The Condition of Employment field (Y or N) indicates if this deduction will be taken prior to a tax levy. This field is filled from the deductions table. This Linking Deduction field is only applicable for upper limit or declining balance deductions (based on the deduction type shown in the Type field). For those deductions, you can specify a linking deduction in this field that will become active for this person when this deduction has reached its deduction limit or declining balance. The linking deduction you enter in this field must already be entered in the person's record as an inactive deduction with a specific Deduction Limit defined. When you select the Amounts tab, you are provided an opportunity to edit amounts. You will, however, not be able to edit the deduction amount field for deductions that are associated with benefit plans. Vista HRMS Payroll 2-55

74 Deduction Edit Page- Amounts Tab This deduction balance field is only used for declining balance deductions, or deductions that have a monthly, quarterly, or yearly upper limit. The Arrears field represents the amount that could not be taken for this deduction from the person's pay during the last payroll processed. During payroll processing, the system gives priority to deductions in arrears Deduction Edit Page- Statistics Tab The Statistics tab displays month, quarter and year to date information as well as any prior entity values that were transferred from another pay company. These statistics are automatically updated each time a payroll is processed for the person. Prior Entity Fields These fields only apply to tax deferred deductions. When you transfer a person to another pay company, you can select to have the system copy the person's year-todate wage and contribution amounts for tax deferred deductions to the Prior Entity fields in the deduction information for his or her new pay company. Prior Entity Amount contains the year-to-date contribution amount the person had withheld for this deduction while in another pay company during the current year Payroll Vista HRMS

75 Prior Entity Wages contains the year-to-date amount of any wages the person accumulated for this deduction while in another pay company during the current year. When determining if a person has met the wage limit for a tax deferred deduction, the system will combine the person's following wage amounts for that deduction: YTD Wages current wages year-to-date wages for the person's current pay company prior entity wages The year-to-date amount of the person's wages that have been included in the calculation of this deduction. This field only applies to deductions calculated as a percentage of wages. Deductions Based on Benefit Plan Enrollment Benefit Plans Page The deduction shown below is based on a benefit plan. When benefit plans are established, premiums and deductions are assigned to each plan option. When an employee elects a benefit plan option and benefits processing is run, the employee s deduction is automatically calculated and entered on both the employee benefit plan and deduction pages based on the employee premium (cost) defined for the plan. In this example, the monthly cost of the recipient monthly cost of the benefit was $ The deduction was setup to be taken all pay periods and this employee is paid semi-monthly, the deduction amount was calculated as $17.50 per pay. Vista HRMS Payroll 2-57

76 Note: You cannot edit the deduction amount on the employee deduction page for deductions associated with benefit plan premiums. Wage Attachments The Wage Attachment page contains information about the person's garnishments, levies and child support payments. You can enter up to twenty active wage attachment deductions on this page. The system will process all wage attachment deductions on this page prior to any after-tax deductions specified on the Deductions page of the person's record (except those defined as a condition of employment). Wage Attachment List Page You can enter up to twenty active wage attachment deductions on this page. As with other list pages, you are provided the ability to add, edit or delete a wage attachment. As with other deductions, however, remember to follow the note below. Wage Attachments are defined in the Deductions table in Payroll Setup. For a deduction to display on this page it must be assigned to the Wage Attachment deduction category. You should not delete a wage attachment from this page until after year-end processing is complete. If a wage attachment is no longer active for a person, but the person has a year-to-date amount for that deduction, you should deactivate the wage attachment by un-checking the box for that wage attachment on the Wage attachment Page. Wage Attachment General 2-58 Payroll Vista HRMS

77 Pay Period Frequency, Type and Indicator and Arrears type are displayed from the corresponding Deduction table entry. A wage attachment will not be taken until after the Start Date entered. Notice that this is a required field for wage attachments. The Flag field defines the type of wage attachment and is used to determine the priority and calculation formula. The Category field is system-filled depending on the Flag selected. Prioritization of Wage Attachments Categories and Flags are PDS- Wage attachments are grouped by category. defined as follows: Wage Attachment Flag Code Category Child Support C 1 Child Support Arrears 1 1 Medical Support M 1 Medical Support Arrears 2 1 Bankruptcy B 1 Federal Tax Levy L 1 State Tax Levy S 2 Local Tax Levy T 2 Creditor Garnishment G 3 Federal Student Loan F 3 State Student Loan E 3 Federal Agency Debt D 3 Garnishment Override X 4 Wage attachments are grouped by category and then within each category they are prioritized. Category 1 Priorities Child Support and Federal Tax Levies are prioritized by Start Date and follow the first come first served rule. Bankruptcy always has priority over Federal Tax Levy (generally tax levies stop when a bankruptcy order is received and the IRS is contacted). Bankruptcy only has priority over Child Support if the Bankruptcy order is dated prior to 10/17/2005 Medical Support is prioritized after Child Support Child Support Arrears comes after Medical Support but before Medical Support Arrears Category 2 Priorities State Tax Levies have priority over Local Tax Levies If multiple State Tax Levies are served they are prioritized by Start Date. If multiple Local Tax Levies are served they are prioritized by Start Date. Vista HRMS Payroll 2-59

78 Category 3 Priorities Category 3 wage attachments are prioritized by Start Date. Examples of Wage Attachment calculations will be included in the Processing Lesson. Wage Attachment Case Information Tab Entity is user defined in Payroll Setup in the Third Party Entities table in the Third Party Category. Wage Attachment Case Amounts Tab 2-60 Payroll Vista HRMS

79 Wage Attachment Case Information Tab Wage Attachments are a category of deductions defined in the Deductions table, which is accessed through the Setup in the Payroll application. To add a Wage Attachment, select selecting a value from the Wage Attachments drop down box.. The deduction type can be entered by The Pay Period Frequency, Type, Indicator and Arrears are not editable on this page. They are populated on the deduction table and will be covered in more detail in the setup lesson.. Deduction Types for Wage Attachment Deductions Deduction types are the same for Wage Attachments as for other deductions except for the Annual/Lifetime Upper Limit type is never recalculated when you clear YTD accumulators as with other deductions. Vista HRMS Payroll 2-61

80 Before taking this deduction, the system will check the life-to-date amount the person has already had withheld for this deduction shown in the LTD field in the Statistics section. Depending on the amount in the LTD field, the system will take the full deduction, a partial deduction or no deduction. The LTD field is neve reset by the system. It can only manually be reset. Taxable Fringes Pages Taxable Fringes The list page displays all fringes assigned to the employee. You can add, edit or delete. Information relating to taxable fringes is stored here. As with any list page, you can edit, add and delete. You should not delete a taxable fringe from this page until after year-end processing is complete. If a taxable fringe is no longer active for a person, but the person has a year-to-date amount for that fringe, you should deactivate the deduction by un-checking the box for that fringe on this page. The Taxable Fringe page has two tabs. The data on the General tab had been defined on the taxable fringe table and cannot be edited here 2-62 Payroll Vista HRMS

81 The Amounts Tab displays the fringe amount or percent (depending on how the fringe was defined), the limit if defined as an upper limit fringe and the fringe balance for declining balance fringes. Statistics are displayed here, These amounts are updated when payroll is run If no amount is specified for this fringe on the Taxable Fringes table, you can enter the fringe amount in the Fringe Amount/Pct. field. Otherwise, the system automatically retrieves the fringe amount in this field. For paid fringes, this is the amount the person is paid for this benefit. For unpaid fringes, this is the amount for which the person will be taxed for this benefit. Company Car Fringe If you have defined a fringe as a company car fringe on the setup table by checking the flag,, you will see an additional Motor Vehicle tab. Payroll processing uses this information to calculate the taxable amount for the employee s personal use of the car. Here you select the lease value of the car defined in the Motor Vehicle table and enter the date on which the lease started. When a fringe adjustment transaction is entered in Time Entry, it includes the total and personal miles driven for that transaction. Payroll processing then calculates the fringe amount and updates the mileage accumulators on this page. The value of the employee's personal use of the car will increase the employee's taxable wages based on the Tax Profile associated with the company car fringe. Vista HRMS Payroll 2-63

82 Taxable Fringes are defined in the Taxable Fringes table, which is accessed through the Setup function of the Payroll application. Motor Vehicle lease values are defined the Motor Vehicle table in the Setup function of the Payroll application. Labor Distribution On this page you can specify one or more additional general ledger account numbers you want associated with this person's earnings, in addition to the account numbers already defined for each earnings type and taxable fringe in the General Ledger table. Multiple account numbers can be entered. For each account number, you specify the percentage of the person's hours and earnings that will be charged to that account. The total percentage for all accounts must equal 100%. If you attempted to add an additional charge number in the example above, the system would notify you that the maximum percentage allowed is 0%. You would first need to reduce the %age of the first distribution. If this employee is paid by position/job then no records should be added here, the labor distribution should be defined at the job or position level Payroll Vista HRMS

83 Applying Your Knowledge If the Employee below were paid $2,000 regular pay and $1,000 Bonus Pay, what amount would be charged to these Charge Numbers? Answer: Charge Number Amount Vista HRMS Payroll 2-65

84 Bonds Pages Bonds This page contains information about the person's savings bonds deductions. A person can have a maximum of five active bond deductions entered on this page at one time. Bonds are defined in the Deductions table in Payroll Setup. For a deduction to display on this page it must be assigned to the Bond deduction category. When payroll processing is performed for this person, the system references the Bonds page to determine which bond deductions should be withheld during that payroll and to determine whether the person has accumulated enough funds to purchase any bonds through each plan Payroll Vista HRMS

85 As with other deductions, you should not delete a bond from this page until after year-end processing is complete. If a deduction is no longer active for a person, but the person has a year-to-date amount for that deduction, you should deactivate the bond by un-checking the deductions Active box for that bond Record of Employment Page The Record Of Employment page allows you to create and print an ROE for the person. This page is only available to employees in a Canadian pay company. Much of this information is automatically retrieved from the person or pay company record. Record of Employment Page When you first create an ROE for a person, the system designates that record as an "open" record, indicating that a Serial Number has yet to be assigned. You have the option of assigning a Serial Number to an open ROE when you print that record. Once a Serial Number has been assigned, the record is no longer considered open. You can print a person's ROE without assigning Serial Numbers in order to produce proof copies. ROE General Tab The ROE Edit page has multiple tabs storing data for the ROE report. All data needed for ROE reporting is displayed (taken from employee s record) or entered/edited on this page. The General Tab contains only two fields for the 1. Serial No. (Defaults to Open if one has not been assigned) and 2. Amended Serial Number. You also have links to manually issue this ROE and to view Insured Earnings associated with this ROE record. Vista HRMS Payroll 2-67

86 The Insured Earnings link displays a table that shows the person's insurable earnings for each pay period during their last six months of employment beginning with the person's final pay period. This information will only be printed on the person's ROE if they have had a pay period with no insurable earnings. This information is retrieved from the pay period EI statistics available from the Taxes pages of the person's record. The Manually Issue this ROE link allows you to assign a Serial Number and issue date without printing the ROE. As indicated this allows you to assign an ROE issued outside the Vista HRMS system. ROE Fields 3 through 9 All Data in Fields 3-9 is pulled from employee or company records Payroll Vista HRMS

87 3. Payroll Reference No. displays this person's Employee ID while the field, 6. Period Pay Type is based on the person's payroll status. The system automatically retrieves this information from the employees record along with fields 8. Social Insurance No. and 9. Employee Name and Address. 4. Employer Name and Address and 5. Revenue Canada Business No. are automatically retrieved from the Pay Companies structure. ROE Fields 10 through First Day Worked automatically populates with the employee s rehire date (if there is one) or hire date. However, if an ROE has been previously issued to this person, enter the first day worked after the last ROE that was issued to this person. 11. Last Day Paid must be manually entered and should be the last day of work for which the person was paid. 12. Pay Period End Date indicates the last day of the last pay period which the person worked. This date is retrieved from the Payroll Information page. This date can be changed, if necessary. 13. Occupation is automatically retrieved from the Employment Information page. It displays the title of the person's primary role 14. Recall Status is either Unknown, Not Returning. If the employee is expected to return, enter the expected Recall Date. 16. Reason for Issuing this ROE must be selected from the list of valid reasons. In the For Further Information Contact field the system automatically retrieves the name and phone number of the individual identified as the ROE contact listed on the pay company to which this employee is assigned. Vista HRMS Payroll 2-69

88 ROE Field 15 15A. Total Insurable Hours and 15B. Total Insurable Earnings are retrieved from the Employees Earnings Page. They represent the person's total insurable hours/earnings during the last year of employment with your organization or since the previous ROE was issued. For weekly people, this will include the insurable hours for the last 53 pay periods (or less, if the period of employment was shorter). For bi-weekly people, this data is for the last 27 pay periods (or less, if the period of employment was shorter). For semi-monthly people, this will include data for the last 25 pay periods (or less, if the period of employment was shorter). For monthly people, this will include data for the last 13 pay periods (or less, if the period of employment was shorter). For people paid every four weeks, this will include the insurable hours for the last 14 pay periods (or less, if the period of employment was shorter). ROE Field 17 The fields beneath this 17. Final or Deferred Payments/Benefits heading must be manually completed. Enter the amounts of any payments or benefits other than regular pay that were paid to the person in the final pay period or at a later date Payroll Vista HRMS

89 In the Vacation field, enter any vacation pay paid or owing to the person on the interruption of earnings. In the Statutory Holiday Pay For fields, enter the dates of any statutory holidays occurring after the last date paid and the amounts owed or paid to the person. In the Other Monies fields, enter any other payments made or owed to the person following the interruption of earnings. This includes severance pay, bonuses, pension payments, wages in lieu of notice, and retroactive wages. An amount must be entered for each selection. Suggested entries for this field have been added to the database. Other Monies can be changed by selecting ROE and Other Money Reasons (cdothmoneyrsn) from Code Tables available in the Setup function of the Payroll application. ROE Field 18 If Other was selected as the reason for issuing this ROE, enter the reason in the 18. Comments field. Additional information or comments can also be entered in this field. ROE Fields 19 through 22 For 19. Sick/Maternity/Parental/Indemnity Payment fields, if the person is to receive a special payment, enter the starting date, the amount, and select the appropriate option to indicate whether the amount is a Per Day amount or a Per Week amount. Additional information can be entered in the 18. Comments field Vista HRMS Payroll 2-71

90 For 20. Communication Preferred In, select the language to be used for this ROE. The default is English. 21. Employer Telephone No. displays the phone number of the person's pay company. This information is retrieved based on the location assigned to the person's pay company in the Pay Companies table. The system automatically retrieves the name of the individual identified as the ROE issuer for this person's pay company and displays it in the 22. Signature field The Issue Date is completed when a Serial Number is assigned. Imputed Income Pages Imputed Income This page contains the person's imputed income statistics for the term life insurance plans in which the person has insurance coverage. Imputed income is a taxable benefit derived from the value of employer paid term life insurance plans that have a face value greater than $50,000. The Face Value field is automatically updated by the benefits enrollment process. The statistics are update by payroll processing. W4 This page displays the latest W4 information on file for this person. This information is pulled from other pages of the person's record. This page is a display-only page unless the person's W4 has been added to the Documents page of his or her record and an electronic copy of the form has been added to the employee s Documents page Payroll Vista HRMS

91 W4 Page If a W4 record exists on the person s documents page and security rights have been granted, the following information can be changed on this page: Box 3: Marital Status Box 5: Total Number of Allowances Box 6: Additional Amount Box 7: Exemption Status Changes made on this page update the corresponding fields for that data on the Taxes page in the person's record. W2 W2 Pages The W-2 page is only available to people assigned to a US pay company. It allows you to perform W-2 processing for just this employee and provides a link to previous year s W-2 data that is stored in your Vista HRMS database Vista HRMS Payroll 2-73

92 If you click on an available W-2 year, such as 2006 in the previous screen, that year s W-2 is returned as a.pdf file that you can print, if desired. If you click on the link to Execute W-2 processing for this Employee, you will be taken to the pages to define the processing parameters. Consult the latest year-end packet from PDS for more information about the parameters on this page. The Parameter tab allows you to specify the year for which the W-2 will be generated, the form type and print parameters. The contact tab allows information to be entered regarding who to contact regarding an employee s W Payroll Vista HRMS

93 The three Miscellaneous tabs contain a variety of additional W-2 processing options. Vista HRMS Payroll 2-75

94 The Scheduling and tabs are the same as for many processing jobs in the Vista HRMS system. You identify when and how often a job should be run as well as whom to notify via . These options will be covered in detail in the Processing lesson of this workbook.. Check Calculator Check Calculator The online Check Calculator allows you to quickly calculate an individual check for one employee. You can use this feature to calculate hypothetical wage, fringe, tax, and deduction scenarios, without actually producing a check. You also print a single check for an employee or use it to record a check you have already manually issued to an employee (or intend to issue) so that the employee s earnings, fringe, tax, and deduction statistics will be updated. A quick look follows, but this topic is covered in depth in Lesson 11. This process can be used to actually submit a payroll process for this individual employee with Pay History being updated once the post-payroll processing jobs are run. The procedures are covered in detail in Lesson Payroll Vista HRMS

95 When you open the page the system calculates a check based on the employee s current payroll information. Individual tabs are available where you can override Earnings, Fringes, Charges, Deductions, Wage Attachments, Bonds and Leave. Additional time can be entered through Time Entry and changes or overrides can be applied to the individual tabs. After editing the individual tabs, you select the Calculate Check link to recalculate the check. Vista HRMS Payroll 2-77

96 After entering the check and period end date, and selecting the deduction period, and indicating if imputed income should be click and the system creates the new calculated check. If you chose to Update Check (and this link is secured separately), you will have to then be provided additional parameters which will be covered in Lesson 11. A new online Reverse Check feature has been added that allows for the immediate reversal of a check. Pay History is updated once the post-payroll processing jobs are run Payroll Vista HRMS

97 You ll have the ability to turn off the Void and Online Check functions using web.config the following settings: CheckCalculator_AllowVoidCheck" CheckCalculator_AllowOnlineCheck". Vista HRMS Payroll 2-79

98 Time Pages Time Information There are four choices available from the Time page of the Time application. Time Information Page Time information can be stored by role Default rate for selected role Typical Weekly Profile The Typical Weekly Profile link allows an employee s work week to be defined Payroll Vista HRMS

99 Time Entry Modes Vista HRMS 4.0 provides four different time entry modes. The default time entry mode is set in the web.config file on the web server. For tasks to be included, Project Tasks must be defined in Setup in the Payroll application. Mode 1 Task & Hours Mode 2 Task & Times Mode 3 Earnings & Hours Mode 4 Earnings, Hours & Rate These modes are stored on the Employee User Field Page. When you change the default mode, the Time Entry Mode CD code on the employee s record is updated w ith a 1, 2, 3 or 4 in the integer field. In the examples that follow, you will see time entry pages for each mode setting. Time Entry Web Time Entry is not meant to replace batch time entry. This page is designed for self-service or managerial time entry. Hours can be entered for one or more project tasks defined in the Project Tasks structure or by Earnings type. If the employee enters his or her own time, it must be submitted for approval by the employee and then reviewed and approved by a manger. If a manager or other user with security rights enters time, they can also approve it. The following is a data entry page providing entry fields for project task and hours. Vista HRMS Payroll 2-81

100 Time Entry Page Task & Hours Date ranges are based on the pay period calendar for the employee s pay company and payroll frequency. Although the system defaults to the employee s primary role, you can switch to another postion by expanding the role icon and selecting a non-primary role, then enter time for that role. The screen shots that follow shows what time entry is like for each of the other modes. Time Entry Page Task & Times Here tasks can be selected, and start and end times are provided to record time associated with a task Payroll Vista HRMS

101 For particular tasks to appear on the employee time entry page one of the following conditions must be met: 1. The task itself has no people assigned to it so this task is displayed for all people. 2. The employee can belong to a Team with the field checked and that Team is assigned to a task. The task is displayed for only the people in that team. Project Tasks is a structure defined in the Setup function of the Human Resources and Payroll applications. In the previous two time entry modes, project tasks must be defined and the employee associated with the tasks. In the two other time entry modes Earnings & Hours and Earnings, Hours & Rates, earnings types can be selected. Time Entry Page Earnings & Hours In addition to earnngs and hours a charge number can be assigned. Vista HRMS Payroll 2-83

102 Time Entry Page Earnings, Hours & Rate In this mode a rate can also be associated with the earnings. Once time has been etnered it must also be reviewed. Select the REVIEW TIME tab. Review Time If the time has not been entered by the employee, it must be reviewed and approved. If the employee enters his or her own time, it must be submitted for approval by the employee, and then reviewed and approved by a manger. For employees who have submitted time for approval, their managers can review their time and perform an approval. Below is an example of what a manager will see when reviewing time for their direct reports Payroll Vista HRMS

103 Review Direct Reports A supervisor can approve individual time submitted or click the Toggle All button and approve all employees. Time entered by an employee through the Time Entry page will only be processed by payroll if it has been approved. If you enter time for yourself, you must submit that time for approval by someone else. If you have the ability to enter time for another person, you can approve that time. After all the time entered for a pay period has been approved, you can run the Create Time Transactions option to create time transactions for that approved time. That option is available through the Processing option in the Payroll application. Pay Period Calendars Pay Period Calendars are defined through the Calendars table in the Setup function. They must be defined for each payroll frequency for which you want to enter time on the time entry page. Vista HRMS Payroll 2-85

104 WEB Time Entry Report Under Payroll >>Reports you will find a report named WEB Time Entry. This report will show you new entries, submitted for approval and approved time. Once time is processed, the entry will disappear Payroll Vista HRMS

105 History Pages Vista HRMS provides several pages for you to view historical data on employees. They can be accessed from the History menu and include the following: Pay History, Pay Increase Statistics, Earning Statistics, Life-to-Date, Employment History, Position History, Benefit Plans History, and Tip History. Some of these pages provide summary historical data along with individual entries. Pay History From the Pay History page, you see a list of all the checks/advices received by the employee as a result of payroll processing. When you specify a date range, Vista HRMS will calculate summary totals for that range and return only those records. Pay History Page Date range to display pay history Click on a date to view detailed information for an individual check After defining the search range desired, simply click the Summary information is displayed for the period defined in the search. button. The A web.config setting allows you to control the default date range that appears. Vista HRMS Payroll 2-87

106 For each check, the system displays a check summary and tabs to view individual sections related to that pay. Access to this detail via self-service may be extremely useful in eliminating the printing of direct deposit advices. If you have security privileges the Direct Deposit and Earnings tabs will be available to view. If you have security right detail on amounts withheld from the pay can be viewed under the Taxes, Deductions, Wage Attachment and Bonds tabs Payroll Vista HRMS

107 Available information displayed in pay history is determined by the user s security privileges for corresponding pages in Vista HRMS. For example, the Tax section will only be available if an employee has access to the Payroll Tax page. An employee s security rights in self-service control what he or she can when examining their own pay history. Leave Accrual and Direct Deposit will not appear on the pay history page at all, if privileges haven t been granted in Security. Note: Payroll History also includes MTD and QTD accumulators. Though you do not see them on this page, you can view this data in a report or query. Pay Increase Statistics On this page you can view a history of pay increases for the employee. Pay Increase Statistics Earnings Statistics The Earnings Statistics Page displays summary information based on records stored on employee s earnings for the current year and previous years. Earning Statistics Page Vista HRMS Payroll 2-89

108 Life to Date History Life to Date History is displayed for tables upon which transaction history has been kept. Transactional history is stored on all employee tables by default, but you can choose not to store this history. Life-to-Date History Page On this page you get a drop-down list of tables upon which life-to-date history was found for the selected employee. In the example that follows, Employee Deductions has been selected. You next define the date range of the history you want to view Payroll Vista HRMS

109 Life to Date History Edit Page Click on a date link to see the detail. This provides detail of the particular column that was changed, the date the transaction occurred and the user making the change. Life-To-Date-History tables provide a complete audit trail of database changes on a particular table. Vista HRMS Payroll 2-91

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111 Lesson 3: Payroll Setup Objectives To understand the importance of setup in payroll processing To understand the pay company fields that affect payroll To be able to copy codes for pay company dependent tables To be able perform mass updates for deductions, earnings and fringes To be able to setup deductions To be able to set up earnings and fringes To be able to define General Ledger table information To define direct deposit accounts To define workers compensation tables To understand and define tax profiles in relation to deductions, earnings and fringes To understand and define, where necessary, tax tables To be able to define Payroll CD code tables Vista HRMS Payroll 3-1

112 Pay Company Setup As with the HR application, there are a variety of tables that must be setup properly to make Vista HRMS Payroll work for you. The Organizational tables were covered in the HR training, but special attention should be paid to fields that apply to payroll on the Pay Company table. Pay companies are used to group employees for payroll processing and reporting purposes. Each position that you create must be assigned to a specific pay company. When you process a payroll, you identify which employees will be processed based on their pay company and their Payroll Status Code. Also, a majority of the critical payroll and benefits information you define in the Vista HRMS Tables is pay company specific. This includes earnings types, deductions, benefit plans, and leave accrual plans. For example, in the Deductions table, separate deductions are established for each pay company. The deductions established for a pay company can only be referenced for employees assigned to that same pay company. For each pay company, you define critical payroll information such as the pay company s normal weekly hours, yearly work hours, and bank account information. You can also define important payroll processing parameters that affect the employee assigned to that pay company. To Access Pay Company information, you need to be in HR >> Setup and from the drop down, Companies. The Company page contains information about the pay company's location, country, payroll bank accounts, status, and calendars. For US pay companies, you can also specify a Federal Tax ID number, an EEO Company Number, and a VETS-100 Company Number. Note: While most codes in the Vista HRMS system allow for 8 characters, Pay Company is limited to 4 characters. 3-2 Payroll Vista HRMS

113 Pay Company Information Much of the data on the Company page is used for payroll purposes. Pay Company Information Page You must have a separate pay company for each Federal ID or Bank Account Calendars The Holiday Calendar assigned to this pay company is defined in the Holiday Calendars table in the Setup option. This calendar is not directly related to payroll. If the system automatically calculates the hours and earnings for a person each pay period, the Work Schedule Calendar assigned to a person can be used to automatically generate holiday pay, vacation pay, and other time off pay for that person. (If you do not want to use calendars to automatically calculate time for people in this pay company, leave this field blank and do not select a work schedule calendar in each person's record.) Vista HRMS 3-3

114 Work schedule calendars are defined in the Calendars table in the Setup option. Pay Period Calendars identify the individual pay period calendar that will be used to define the pay periods for each payroll frequency. For example, for Bi-Weekly, you need to specify the calendar that defines the 26 pay periods of the year. These calendars are referenced when you enter time for people through the Time Entry option in their records. Pay Period Calendars are defined in the Calendars table in the Setup option. For each payroll frequency, a new calendar should not be established for each calendar year. Instead, you should use the same calendar and add new pay periods to it on a yearly basis. Pay Company: Defaults The Pay Company Defaults page can be accessed by selecting the Defaults option from the Edit menu in a pay company record. On the Pay Company Defaults page, you can define default information for human resource, payroll, and benefits for the employees assigned to this pay company. If employee ID s are automatically generated, you can also define how the system will automatically determine new Employee IDs for each new employee hired into this pay company. Pay Company: Defaults Page Choose Edit >> Defaults from the page menu. The page is broken into three tabs as follows: The settings defined here will automatically be assigned to a new hire if you don t assign other values upon hire. 3-4 Payroll Vista HRMS

115 Pay Company: Payroll On the Pay Company Payroll page, you define important payroll parameters that affect employees who are assigned to this pay company. Choose Edit >> Payroll from the Pay Company page. Pay Company: Payroll Page This option allows you to control how the system will process vacation advances for employees in this pay company. The additive time feature allows you to enter a time entry transaction for an employee, without having the entry of that transaction prevent the system from still automatically generating a time card for the employee's regular pay period hours and earnings. This includes time entry transactions created through the Time Entry page in an employee's record and time entry transactions created through the Time Entry desktop application. The additive time feature only affects employees for which the system automatically calculates regular hours and earnings each payroll (i.e., employees that do not require a time entry transaction in order to be paid). This will be demonstrated when examining sick time earnings and other exception time in this lesson. Vista HRMS 3-5

116 Pay Company: Distributions On the Pay Company Distributions page, you define the distribution groups within this pay company. You access it by choosing Edit >> Distributions from the Pay Company page menu. Distribution groups are used to further group employees for payroll reporting and general ledger purposes. Many standard payroll reports that the system produces group employee information by pay company and distribution group. Many of these reports also provide separate totals for each distribution group. When you hire a new employee, you assign that employee to a specific distribution group within his or her pay company. Pay Company: Distributions Page is a general distribution code used in GL reporting In the General Ledger table, you can define general ledger account numbers that are specific to each distribution group. We will look at GL Codes later in this lesson. 3-6 Payroll Vista HRMS

117 Pay Company Factors Pay Company: Factors Page On the Pay Company Factors page, you define factors that can be referenced in the earnings equations defined for this pay company's earnings types in the Earnings table or in shift differentials defined for this pay company in the Shifts table. If the COMP1 factor above were used in the earnings equation =(HOURS*(RATE*[COMP1])) The earning would be increased by 25% above the standard rate. Pay Company User Fields User fields work the same in Pay Companies as in any other Vista HRMS tables. However, some User Fields have been PDS defined to be used for various PDS features. An N in this field indicates PDS has defined this code. Vista HRMS 3-7

118 These codes are defined in the Codes (CD) table, Company User Fields (cdcompuserfld), in the Human Resources Setup option. Automatic Check/Advice Number Sequencing Some of these user fields are used for storing unique state or local tax information. The two PDS defined codes are assigned to companies when you want the system to perform automatic check and advice number generation in the Check Writer Program. If you elect to have check numbers generated automatically, you must add both the Check Writer Advice Assignment Sequence and the Check Writer Check Assignment Sequence to the pay company. Note: Both sequences, check and advice, must be set up properly for the auto assignment to occur. You can t use auto-assignment for checks and manual assignment for advices and vice versa. They are always treated as a pair. 3-8 Payroll Vista HRMS

119 When you add a Check Writer Sequence code, you enter a value in the alpha field. This Value should have been added to the pdsbegin table through the PDS System Administrator. Companies can share the same sequence (by assigning the same Auto- Incrementing ID to the companies) if they use the same check stock or they can have their own range within the same check stock. Vista HRMS will allow multiple companies to be run at the same time as long as they all use the same bank account and have the auto check sequence option turned on or by manually entering the starting check and advice numbers in the Manual Assignment text boxes when scheduling the check writer program. Vista HRMS 3-9

120 Auto-Incrementing IDs for Check Sequencing From the Administration Application, then to the Setup application, select Database >>Auto-Incrementing ID s from the menu. Click on the Plus sign to add a new sequence. In this example a check sequence is added for company code ACME. You can specify what ID code makes sense to you. It will be used to tie the check sequence to the company or companies. The Value field should be the last check (or advice) number used in the last Check Writer run. Add as many or as few check and advice sequences as you would like. All companies, if desired, can share the advice sequence since it s an internal control number within the Vista HRMS system and is not sent to the bank like check numbers. Note: Check number can be up to ten digits while advice number can only be up to nine Payroll Vista HRMS

121 Pay Company Groups You can create groups to which you can assign pay companies. When performing various processing jobs, you are provided the opportunity to select a group, rather than having to select multiple pay companies, Pay Company Groups List Page To create a company group, select the Company Groups options frame. icon on the top of the Pay Company Groups Edit Page On the Pay Company Groups edit page, you assign the companies that you want in this group. Pay Company Group Assignment Page Once groups have been created, you can also make assignment on the individual pay companies Group Assignment page with is accessed by selecting Edit>>Assignment from the Pay Company menu. Vista HRMS 3-11

122 Payroll Table Setup For the other Payroll Setup tables, you must select Vista HRMS from the top menu and select the Setup option of the Payroll application. Payroll Setup Launch Page When you select from the main menu, you are provided a list of all payroll setup tables on the options (left) frame. This launch page can be configured to contain any information/help you would like to display. Payroll Status Setup The Payroll Status table defines the payroll statuses employees can have in your organization. For each payroll status, you can define whether an should automatically be sent whenever an employee is assigned that status and, if so, the mail recipients, subject, and text of that . The Payroll Status table defines the payroll statuses employees can have in your organization. PDS delivers a complete set of payroll statuses already defined in this table. You should not add or delete the entries in this table. You should only use this table to modify the parameters for each payroll status Payroll Vista HRMS

123 Payroll Status List Page The Payroll Status Code is limited to one character rather than 8. The name, not the code, will appear when selecting a status for an employee. The following are the payroll statuses defined by PDS. For each payroll status, you can define whether an should automatically be sent whenever an employee is assigned that status and, if so, the mail recipients, subject, and text of that . Payroll Status Edit Page Each employee's payroll status indicates whether the employee is active for payroll processing purposes and how often he or she should be paid (also known as the employee's "payroll frequency"). Controls whether an employee with this status gets paid Vista HRMS 3-13

124 Status Change Link An employee is assigned a payroll status when he or she is hired. You can change an employee's payroll status by clicking on the status change link when you open his or her record in the Employees option 3-14 Payroll Vista HRMS

125 Deductions Setup The Deductions table allows you to define the deductions that can be withheld from an employee's paycheck. This includes regular voluntary deductions, bond deductions, and wage attachments. (Tax deductions are defined in the Taxes table). Deductions List Page Deductions Table stores deductions associated with the following: Benefit Plans Tax Deferred Plans Bonds Wage Attachments Loans Union Dues Tool deductions Any other miscellaneous deductions The Deductions table is accessed through the Setup option in the Payroll application. In that option, you open the Deductions table by selecting the Deductions option under the Payroll group. Many of the Pay company specific tables provide you a method to copy the data to another pay company, as well as an option to update all employee records when changes are made to the setup table. For each deduction, you define a frequency, limit, amount, arrears indicator, pre-tax indicator, and priority number. For pre-tax deductions, you can also assign a tax profile from the Tax Profile table, which specifies the taxes from which that deduction is exempt. Vista HRMS 3-15

126 When you edit or add a deduction, there are many fields associated with each deduction. Notice that user fields are also available for data associated with a deduction. Deductions Edit Page The Pay Period Frequency determines the pay periods in which the deduction will be taken. Note: Pay Period Frequency is used for Deductions, Direct Deposit, Fringes and Recurring Earnings. Pay Period Frequency codes are PDS-defined. The response shown in the Type field in the Deductions table defines whether a deduction is a continuous deduction or if there is an upper limit or declining balance for the deduction Payroll Vista HRMS

127 The response shown in the Indicator field in the Deductions table defines whether the amount entered for a deduction is a percentage of the employee's gross pay, net pay, disposable pay, pension wages, or a fixed dollar amount, or a rate that will be multiplied by the employee's workers' compensation hours. The Percentage of Disposable Wages (gross pay minus taxes) deduction indicator is only valid for wage attachment deductions. The Percentage of Earnings deduction amount is a percentage of the employee's gross wages to be included in this deduction calculation. Wages to be included are those where the box has been checked on the Earnings page to Include these wages for percentage calculated deductions. Taxable fringe earnings will be included in Percentage of Wages if the box is checked indicating The taxable fringe is to be included for percentage calculated deductions on the Taxable Fringe Page. The indicator, Percentage of Pension Wages, refers to any wages entered for an earnings type that has a check in the Include these wages in the Pension Wages Deduction calculation field on the Earnings page. A taxable fringe will be included in an employee's pension wages if the following box is checked indicating The taxable fringe is to be included in the Pension Wages Deduction calculation on the Taxable Fringe page. Vista HRMS 3-17

128 The deduction amount is a percentage of the remaining net the remainder of earnings after taxes and other deductions has been taken. The Rate Times Worker Comp Hours indicator is used for Oregon Workers' Compensation only. The deduction amount is a rate that will be multiplied against the employee's Workers' Compensation hours. Workers' Compensation hours are all hours entered for those earnings that have been assigned a tax profile that has a check in the Apply to WKCP Wages field in the Tax Profile table. Indicates whether or not this is a pretax deduction. Note: All pre-tax deductions, with the exception of some tax deferred deductions, must be assigned a tax profile in the Tax Profile field. Otherwise, the system will not treat that deduction as a pretax deduction. Indicates whether this is a deduction for term life insurance. (Term life deductions should only be assigned to term life insurance benefit plans (i.e., the Term Life option is checked for that plan in the Benefit Plans structure.) During payroll processing, when the system calculates an employee s imputed income, the system will reduce the employee s current-period imputed income by the amount withheld for any post-tax term life insurance deductions. Exa mp le: If Imputed Income was calculated as $12.00 and the Life Insurance deduction is $7.00, the final imputed income amount is: $ $ 5.00 Final Imputed Income amount will never be a negative amount. Any deduction that is considered to be a condition of employement, such as union dues, should be checked. The condition of employment flag is used when processing Tax Levies. Only those deductions in place at the time the Tax Levy was ordered, or any deductions that are considered to be a condition of employment, will be taken prior to the Tax Levy. For more details view Online Help Payroll Vista HRMS

129 In the Miscellaneous section, you define additional key data defining the deduction. Priorities may be overridden by compliance regulations. If this is a pre-tax deduction, it must have either a Tax Deferred Indicator or a Tax Profile associated with it except for Pension plans, which need both The deduction amount defined for this deduction can contain either a dollar amount or a percentage, based on the response in the Indicator field. Percentages are entered to the right of the decimal (e.g., 5% is entered as 0.05). If no amount is specified in this field, the deduction amount for this deduction is then individually specified in each employee's record in which it is entered. Note: For all benefit plan option deductions and all savings bond deductions, this field should be For benefit plan deductions, the system will determine the amount of the deduction when it enters the deduction in the employee s record during the benefits enrollment process. For savings bond deductions, you should enter the amount of the deduction in each employee's record. In the Arrears field, you indicate what should occur if insufficient earnings are available to pay the deduction The response shown in the Tax Deferred Indicator field defines the type of taxdeferred plan a deduction applies to. If the deduction indicator for a deduction indicates the deduction is a percentagebased deduction, the system references the deduction's tax deferred indicator to determine which wages to include in that percentage calculation. For 401(k) and 457 deductions, the system includes 401(k)/457 wages. 401(k)/457 wages are defined as all earnings and fringes entered with a tax profile that has the Apply to 401(k)/457 Wages field checked in the Tax Profile table. Vista HRMS 3-19

130 For 403(b) deductions, the system will use a percentage of 403(b) wages. 403(b) wages are defined as all earnings and fringes entered with a tax profile that has the Apply to 403(b) Wages field checked in the Tax Profile table. For 501(c) and Retirement Savings Plan deductions, the system will use a percentage of the employee's gross wages that can be included in deduction calculations. These wages are defined as any wages entered for an earnings type that has a check in the Include these wages for percentage calculated deductions field in the Earnings table. A taxable fringe will also be included in these wages if the following option has been checked for that fringe in the Taxable Fringes table: The taxable fringe is to be included for percentage calculated deductions. For Pension Plan and Registered Retirement Savings Plan deductions, the system will use a percentage of pension wages. Pension wages are defined as any wages entered for an earnings type that has a check in the Include these wages in the Pension Wages Deduction calculation field in the Earnings table. A taxable fringe will be included in an employee's pension wages if the following option is checked for that fringe in the Taxable Fringes table: The taxable fringe is to be included in the Pension Wages Deduction calculation. Notes: Disposable pay will be reduced by a Pension Plan deduction. If an employee does not have a 401(k) deduction but you still want to track his or her 401(k) wages, you need to enter an active 401(k) deduction in his or her record with zero as the deduction amount. If an employee has a 457 deduction and a wage attachment deduction, and during payroll processing, the employee does not have enough disposable pay to satisfy the wage attachment, the system will not take the 457 deduction. It will then re-calculate the employee s disposable pay. This Tax Profile field is only applicable if the This is a pretax deduction field is checked. If so, this field contains the tax profile assigned to this deduction, which specifies the taxes from which this deduction is exempt. Do not enter a tax profile if this is a tax-deferred deduction. (Exception: You need to enter a tax profile for a pension plan deduction: Tax Deferred Indicator = Pension Plan.) A deduction should not be assigned both a tax-deferred indicator and a tax profile - - one or the other!!! The Deduction Category defines this deduction as a bond, regular deduction, or a wage attachment deduction. The Deduction Category defines which page of an employee's record this deduction can be entered on Payroll Vista HRMS

131 Deductions for Additional Checks If employees are receiving more than one check, you determine if the wage attachments and/or tax deferred deductions should be taken on the Pay Company Payroll page. Pay Company Specific Although you can set priorities to which deductions may be taken in the Miscellaneous section and on the employee record, during payroll processing, the system first processes an employee s deductions in the following order based on compliance regulations: 1. non-tax deferred, pre-tax deductions in arrears 2. non-tax deferred, pre-tax deductions not in arrears 3. tax deferred, pension plan deductions in arrears 4. tax deferred, pension plan deductions not in arrears 5. non-pension, before tax, tax deferred deductions in arrears 6. non-pension before tax, tax deferred deductions not in arrears 7. non-levy wage attachments in arrears 8. non-levy wage attachments not in arrears 9. non-pension after tax, tax deferred deductions in arrears 10. non-pension after tax, tax deferred deductions not in arrears 11. remaining deductions in arrears, except for bonds and levies 12. remaining deductions not in arrears, except for bonds and levies 13. bond deductions 14. levy wage attachments in arrears 15. levy wage attachments not in arrears Vista HRMS 3-21

132 Applying Your Knowledge Exercise 1 Determining Deduction Order Based on the priority assigned to the deduction and the compliance regulations listed on the previous page, determine the order in which deductions will be taken in the following example. Deduction Code Deduction Category Priority Levy Wage Attachment 20 Levy Wage Attachment (in arrears) (k) Pretax (no arrears) 12 $50 Bond Bond 1 $100 Bond Bond 2 Medical Pretax (no arrears) 13 Medical Pretax (in arrears) 13 Dental Pretax (no arrears) 6 Life Insurance Miscellaneous 7 Child Support Child Support Wage Attachment (no arrears) Wage Attachment (in arrears) Order Taken Exercise 2 Determining Deduction Based on Indicator Using the example information below, determine the deduction amount for a 10% deduction based on different deduction indicators. Deduction Indicator $ Gross Earnings Taxes $ Disposable Pay Medical Deduction Dental Deduction $ Remaining Net Amount 1. Percentage of Earnings 2. Percentage of Disposable Wages 3. Percentage of Remaining Net 3-22 Payroll Vista HRMS

133 Exercise 3 Create a Tool Purchase Deduction Employees have the ability to purchase tools through the company and pay the company back in three consecutive payroll payments. Each employee owes a different amount. Create a tool deduction that will automatically become inactive when the remaining balance of the tool purchase is zero. Ded. Code: TOOLS Frequency: Type: Indicator: Tax Profile: Amount: Limit: Arrears: Pretax: Tax Deferred Ind: Vista HRMS 3-23

134 Exercise 4 Create United Way Deductions Add United Way deductions, one for a percentage of earnings contribution and another for a fixed contribution. The employee can choose his/her deduction amount. The deduction is to be taken on the first payroll of the month. If the employee is not paid for the payroll status being processed or the employee has insufficient funds, nothing goes into arrears. UNITEDF Frequency: Type: Indicator: Tax Profile: Amount: Limit: Arrears: Pretax?: Tax Deferred Ind: Ded. Code: UNITEDP Frequency: Type: Indicator : Tax Profile: Amount: Limit: Arrears: Pretax?: Tax Deferred Ind: 3-24 Payroll Vista HRMS

135 Exercise 5 Create a Golf Club Deduction Add a deduction for Company Golf Club Membership. The membership fee is $200 for the season. The deduction amount is $50 per pay until the total is membership fee is paid. Ded. Code: GOLFCLUB Frequency: Type: Indicator: Tax Profile: Amount: Limit: Arrears: Pretax?: Tax Deferred Ind: Vista HRMS 3-25

136 Exercise 6 Assigning Deductions to an Employee Jill Monatino has decided to contribute 2% of her salary to United Way until she reaches $220. Assign the United Way Percentage Deduction. Notice that the General page tab has been filled in with data coming from the deduction table. The Amounts page tab however, has no values because the values were not set in the deduction table for this deduction. In the Amounts Section of Jill s deduction page, what would you enter in the following fields? Deduction Amount/Pct: Deduction Limit : Do you need to enter anything in the date fields in the Setup section? 3-26 Payroll Vista HRMS

137 Exercise 7 Next add the Golf Club deduction to Jill Monatino s deduction page. Notice that the Deduction Amount and Deduction Limit fields have been automatically filled in with the amounts entered on the deduction setup. Vista HRMS 3-27

138 Copying Payroll Codes to Other Pay Companies As noted, Deductions are Pay Company specific. This means that Pay Company is part of the primary key that identifies each deduction code. Most of the Payroll Setup tables are Pay Company specific. Because you may want to use the same codes across Pay Companies, Vista HRMS provides you the option to copy codes to other pay companies. The following Payroll Setup tables provide a copy utility. The feature works the same in all tables. Separate deduction types are defined for each pay company. The Company link in the top frame displays the name of the pay company whose data you are currently accessing. To select a different pay company, click on the underlined pay company to access drop down box. You can select different Pay Company from the dropdown list. In each pay company-specific table, there is a Copy option that allows you to copy the records defined in that table for the currently selected pay company to other pay companies. Pay Company specific Payroll Setup tables are: Deductions Premium Rules Tax Profile Earnings Shifts Taxable Fringes General Ledger SUI/SDI Workers Compensation You can copy these Setup tables from one Pay Company to another. It is also possible to copy only one code at a time Payroll Vista HRMS

139 Copying ALL Codes To copy payroll codes from one pay company to another select the company and table to copy from, click the Copy link, select the company or companies copy to and click the Submit button. You can Ctrl-Click to select multiple Companies. Remember to Submit If one of the records you are copying contains references to other records that are established in other Setup tables, those records must be valid for the pay company to which you are copying that record. Indicates a code reference to a code in another setup table that doesn t match in this case, tblprof Because of the dependent relationship that exists between some tables, you should review the records you are copying to determine if you need to copy records from other tables first. For example, in the preceding case, you would need to copy records from the Tax Profile table before you copy records from the Deductions table. Vista HRMS 3-29

140 Copying One Code It is possible to copy only one code from one pay company to another. From the Edit Page for that code, select Copy this record to another company. In the example below, only the Jury Time Earnings Code will be copied to the new pay company: Remember to click Submit 3-30 Payroll Vista HRMS

141 Performing Mass Updates Mass Update All Codes When you make changes to fields in the Deductions, Earnings and Taxable Fringes setup tables, those changes are not automatically applied to employee records. However, for each of these tables, you are provided the ability to perform a mass update. You can choose to perform the mass update for either all earnings types or a single (one) earnings code at a time for the same pay company. Mass Update Single Code Mass Update works the same for Deductions, Earnings and Taxable Fringes. From any of the Edit Pages, select Mass update employees with this record. In the example below only the Credit Union deduction for employees in the Acme pay company will be update. If you change the definition of an deduction code, you can perform a mass update to update all employee records with that deduction code Note: These tables are pay-company-specific. When Mass Update is applied, it will only update records for employees in the currently selected pay company. Vista HRMS 3-31

142 Direct Deposit Setup In the Direct Deposit table you define each of the financial institutions involved in the direct deposit process at your organization. This includes the financial institution holding your organization s payroll account, all financial institutions receiving employee deposits, and the federal bank performing the distribution of funds. During direct deposit processing, up to 1000 different banks can be processed. Direct Deposit List Page Because of the potentially large number of institutions you may have, there are alphabetical links across the top of table. Direct Deposit Edit Page There are only two fields, Bank Routing # and Bank Name. Note: The first eight characters of the Bank Routing Number is the routing number for the financial institution. The ninth character is a check digit that will be automatically calculated by the system during direct deposit processing Payroll Vista HRMS

143 Additional Checks/Special Payrolls If employees are receiving more than one check, you determine if the additional checks are allowed to be direct deposited on the Pay Company Payroll page. Pay Company specific Only affects employees who have elected direct deposit. Employees who are processed by check only are not affected by this setting. Determines if direct deposit should be made for special payroll runs. Vista HRMS 3-33

144 Earnings Table The Earnings table allows you to define the earnings types that are used to pay employees. For each earnings type, you define how earnings of that type are to be calculated and accumulated. You also assign each earnings type a tax profile from the Tax Profile table, which defines the taxes to which that earnings type is subject. The Earnings table is accessed through the Setup option of the Payroll application. After selecting the Earnings option, select the Pay Company from the upper right of the top frame. The Earnings tables for that Pay Company will appear in the page frame. In Vista HRMS, all earnings must be associated with a specific earnings summary type. Earnings are pay company specific. However, for each pay company-specific table, there is a Copy option that allows you to copy the records defined in that table for the currently selected pay company to other pay companies. When copying table records to another pay company, the system will not overwrite any existing records that are identified with the same code as the record you are copying. Earnings List Page If one of the records you are copying contains references to other records that are established in other Setup tables, those records must be valid for the pay company to which you are copying that record. Otherwise, the system will not copy that record. For example, you may need to copy records from the Tax Profile table before you copy records from the Earnings table Payroll Vista HRMS

145 Like Deductions, you can also copy a single Earnings Code to another pay company by selecting Copy this record to another company from the Earnings Edit Page. Earnings Edit Page The earnings type under which all hours and earnings entered for this earnings type will be accumulated in an employee's record. A numeric value that can be referenced in the earnings equation used for this earnings type. Tax Profile Tax profiles are defined in the Tax Profile table in Payroll Setup. This tax profile identifies the taxes to which this earnings type is subject and, therefore, the corresponding taxable wage fields in an employee's record that will be updated when an employee is paid with this earnings type. Note: If you do not enter a tax profile in this field, the system will assume that this earnings type is subject to ALL taxes. Do not change the tax profile assigned to an earning or any field on the tax profile table during the year. It could cause reconciliation issues at year-end!!!! Premium Overtime and Double Overtime Earning Type If an employee s hours meet the overtime pay conditions defined for the employee s premium group, the system first references the Premium Rules table to determine which earnings type should be used for those overtime hours. If no specific overtime earnings type is defined for the employee s premium group, the system will reference the earnings type entered for the employee s hours and will use the Premium Overtime Type defined for that earnings type in the Earnings table. The same is true for Double Overtime. Vista HRMS 3-35

146 Leave Group The Leave Group field is only important if you want to record employee leave time through payroll transactions. If so, you must designate that certain earnings types represent a form of leave time. You designate that an earnings type represents a form of leave time by selecting a leave accrual group in this field. The leave accrual group you enter in this field identifies a group of leave accrual plans against which hours entered with this earnings type can potentially be taken. Leave Groups are User C odes (cdgrouplv) defined in the Time application under the CD Tables in the Setup option. When employee hours are entered for this earnings type, the system will reference the employee s Leave Accruals records to determine the specific leave accrual plan against which those hours should be taken. The system will search that table for an active leave accrual plan that is assigned to the same leave group as this earnings type and will apply the hours entered to that plan. Leave groups are established through the CD Tables option in the Setup option of the Time application and are assigned to each leave accrual plan established in the Leave Accrual table available in the Time application. If a time entry for 8 hours sick time is made, when the update phase of payroll is run, the system will update both the time that is Taken and the Balance on the Employee Leave Accrual page. A time entry transaction for 8 hours of sick time is processed in the update phase of payroll. The employee s record is updated. Leave Accrual Processing is covered in detail in Benefits Training Payroll Vista HRMS

147 Earnings Offset If this earnings type is used to calculate public sector 28 day weighted average overtime this field needs to contain the earnings type of the offset earnings for that calculation. Earnings Equations An Equation Code identifies each earnings equation that has been pre-defined by PDS. For specific information about how earnings for each code are calculated, look in the online help screens. Links to another page describing how to create your own equation Earnings equations can refer to factors stored in pay company, pay company distributions, shift, and employee tables. They can also refer to 2 nd and 3 rd pay rates or custom pay rates. These are fully described in the on-line help. Vista HRMS 3-37

148 Earnings Flags The Flags section below is typical of regular earnings. You would accumulate these hours for Leave accrual and earnings. When performing leave accrual calculations, hours will only be included for earnings with this box checked. Typically checked for exception time when additive time is checked for the pay company. Payroll Rounding Adjustments Vista HRMS automatically performs a rounding adjustment during payroll processing to ensure that payroll rounding processes do not cause inconsistencies in an employee s regular pay. You would not want any earnings that an employee is being paid in addition to their regular earnings to be included in that rounding calculation. Checking this box will exclude this earning from rounding adjustments Note: If a rounding adjustment is applied to an employee s earnings, the message A Rounding Adjustment Has Been Applied will appear on the Edit/Validation Report. When responding to this field, ask yourself the following question: Is this Earnings IN ADDITION to Regular Pay? Example of Rounding Adjustment For example: An employee has a salary of $1, for a 40-hour workweek. The hourly rate for the employee is $1, = $ , which is rounded to an hourly rate of $ Payroll Vista HRMS

149 If you pay the employee the following: 8 hours of sick pay = 8 x = $ hours of vacation pay = 8 x = $ hours of regular pay = 24 x = $1, The regular pay amount will be changed to $ so that the gross pay is exactly $1, The following are examples of earnings that would NOT be excluded from rounding adjustments: Regular Pay Vacation Sick Personal Jury Duty The following are examples of earnings that would be excluded from rounding adjustments: Exception Time Overtime Bonus Commission Exception time refers to the ability in Vista HRMS to only enter non-regular time for employees for whom time card entries are not required. Overtime, sick time and vacation earnings are commonly viewed as exceptions to the employee s normal earnings. For example, with exception time, if an employee is sick for 8 hours, only that 8- hour sick time entry would have to be made. If set up correctly the 8 hours would be subtracted from the employees normal weekly hours automatically. Without the exception time feature, two time entries would have to be made one for the sick time and one for the regular time. Requirements for Exception Time For the system to calculate exception time correctly the following criteria on different tables must be met. 1. The fields for adding or subtracting hours on the Hours Tab of the Earnings Page must be defined correctly for each earning code. For exception time, the hours are typically subtracted from regular hours. Vista HRMS 3-39

150 2. On the Pay Company: Payroll Page, the Activate the Additive Time Feature must be checked. 3. On the Employee Payroll Information Page the payroll status must be for the current payroll run, normal weekly hours must be entered and the time card required box must be unchecked Payroll Vista HRMS

151 Sample Earnings Setup for Additive Time The following example demonstrates how exemption time works. Notice how the Hours Add and Subtract boxes have been checked for each earning code. Regular Pay Overtime Pay Vista HRMS 3-41

152 Sick Pay Vacation Pay Note: Overtime can be set up 2 different ways (assuming time and a half pay): 1. Hrs Add=N, Hrs Sub=N with a factor of Hrs Add=Y, Hrs Sub=N w ith a fac tor of 0.5 Now using these four earnings codes 01 = Regular 02 = Overtime 03 = Sick 04 = Vacation you will follow a sample scenario to see how the additive time feature works Payroll Vista HRMS

153 Scenario Patricia Brighton normally has automatically generated hours of regular time (she s paid semi-monthly). For the current payroll, she reported the following exception time Sick Pay of 8 hours Vacation Pay of 10 hours Overtime Pay of 20 hours The following time entry transactions are entered. 03 and 04 will reduce the normally generated regular hours. 02 will be generated as additional hours. Because the additive time feature has been turned on, the system will look at the Hours flags on the earnings codes to determine her regular hours. It will reduce the normally generated hours by 18 hours (8 sick + 10 vacation) to produce less 18 for a total of regular hours. Because Hours Add was not checked for Overtime, Patricia will be paid 20 hours of Overtime in addition to her regular hours for a total of hours. Look at the Payroll reports on the next page to see the results. The Edit/Validation report list the hours. You can see on the Wage and Tax report what the employee was actually paid, but not the hours that generated the pay. Vista HRMS 3-43

154 ` The overtime rate has been calculated for Earning 02 Note: The Edit/Validation Run Report shows a breakdown of earnings, by type as well as the amount of paid fringe benefit. No hours are required for recurring earnings type 08. The total gross wages on the Current Wage and Tax Analysis Report reflects the earnings as well as fringe to be paid, which is equal to Total Earnings + Paid Fringe Payroll Vista HRMS

155 Weighted Averaging Weighted averaging will be used to calculate the pay rate for an earnings type if the field is checked for that earnings type. Weighted averaging overrides the pay rate on the time transaction and instead calculates the employee's pay rate for an earnings type based on the employee's eligible hours and earnings in that payroll. The system can process up to 500 different weighted earnings in each employee's paycheck Weighted averaging overrides the pay rate on the time transaction and instead calculates the pay rate for an earnings type based on the employee's eligible hours and earnings in that payroll. If weighted averaging is being used for an earnings type, the system performs the following steps in order to determine the employee's pay rate for that earnings type: 1. References all earnings and hours entered for the employee for the current payroll. 2. Accumulates the total number of hours entered for the employee for all earnings types that have the following field checked in the Earnings table: 3. Accumulates the total amount of the employee's earnings for all earnings types that have the following field checked in the Earnings table: 4. Divides the amount of earnings calculated in Step 3 by the amount of hours calculated in Step 2 to calculate an hourly rate. The result of the division performed in Step 4 is the employee's hourly pay rate for that earnings type. Note: The system can process up to 500 different weighted earnings in each employee's paycheck. Vista HRMS 3-45

156 Weighted Scenario Potter worked at his regular job from Monday to Friday (8 hours a day). Then on Saturday he came in for 8 hours and did clean-up work. Potter's regular job carries the rate of $6 an hour, but the clean-up was only paid for at $5.50 an hour. Potter's straight-time earnings for the week would be $284 [(40 x $6) +( 8 x $5.50)]. His average hourly rate for the week would be $5.92 per hour [$284/48]. Potter would be entitled to a premium of $2.96 for each hour over 40, or $23.68 (8 x $2.96) as overtime pay, for a total of $ Hours Rate Earnings Flags Checked Regular Job $6.00 $ Include Hours and Wages Clean-up 8.00 $5.50 $44.00 Include Hours and Wages and Weighted Averaging Total Regular $ Weighted Average hourly rate is $ divided by 48 = $5.92 Weighted Average overtime premium is 8 hours x $2.96 ($5.92 x 0.5) =$23.68 Gross Earnings are $ $23.68 = $ The key here is that the weighted average calculation is to determine the premium rate. Recurring Earnings If you want an earning type that will automatically be paid, that is other than the employee s regular earnings, you define it in the Recurring Earnings Information Section. You may want to use a recurring earning to pay an employee for a role that is not the employee s primary role if you don t want to perform time entries for additional roles 3-46 Payroll Vista HRMS

157 For recurring earning to work, you must define a Pay Period Frequency and Type. If the Number of Hours, Amount and/or Limit are specified on the earnings table, that information will be automatically entered on the employee s earnings record when the recurring earning is assigned to the employee. Recurring earnings should only be established to pay employees supplemental or secondary earnings or for earnings for a role other than the primary role. An employee cannot solely be paid through recurring earnings. The system includes an employee s recurring earnings in his or her regular paycheck. User Defined Equations If you do not want to use any of the pre-defined earnings equations, you can define your own earnings. You must always start equations with the equal (=) sign. Look at the example below: Each equation can be a maximum of fifty characters. The entire equation must be enclosed in parentheses and a period must be entered at the end of the equation. When processing a payroll, the system will read the equation from left to right. Therefore, you must use additional parentheses to indicate precedence within the equation. A mathematical symbol must be entered between each value in the equation. It is not necessary to enter spaces between values and mathematical symbols. Also, constant values (i.e., numbers) can be entered in a user-defined earnings equation. Vista HRMS 3-47

158 The following is a list of mathematical symbols that can be used in earnings equations: Symbol Definition + Add - Subtract * Multiply / Divide < Use the lesser of two variables > Use the greater of two variables ( ) Define the order or precedence of calculations in the equation The variable names must be typed in UPPERCASE and must be unique across the three types of variables: PDS-defined Equation Values, Custom Pay Rate Types and Custom Company Factors!!! Company factors must be enclosed in square brackets, for example [COMP3] while custom pay rates must be enclosed in single quotes BONUS. Examples: =(HOURS*((RATE*[COMP3])+SHIFT)) =(HOURS* BONUS ) 3-48 Payroll Vista HRMS

159 Earnings in Action If we look at the employee s earnings page, we see several earnings types. We look at her Payroll Information page and see that her default earning type is Regular Pay, her weekly hours are 40, she is paid semi-monthly and a time card is not required. Vista HRMS 3-49

160 The Regular Pay (Earnings Code: 01) earnings is defined as below: Rate * Hours This is not a recurring earning When a payroll is run for this company for the last pay period of the month, the gross earnings are calculated as seen on the reports on the following page (in the example it is period ending 8/15/2008) Payroll Vista HRMS

161 Note: Compensation to be paid is shown on the Edit/Validation Run Report as a breakdown of earnings, by type as well as the amount of paid fringe benefit. The total gross wages on the Current Wage and Tax Analysis Report reflects the earnings as well as fringe to be paid, which is equal to Total Earnings + Paid Fringe. Vista HRMS 3-51

162 If you look on the employee s record she also has a recurring earning for International Travel (Earnings Code: 08). Recurring Earnings Information Section 3-52 Payroll Vista HRMS

163 Notice that this earning has been defined as continuous, but taken on the 1 st pay period of the month only. The formula is simply Gross. It will take the gross amount on the employee s recurring earning record. As seen on the previous page this is When the next payroll (the first pay period of the month) is run, the recurring earning will be applied. Look at the reports on the following page. Vista HRMS 3-53

164 Creating a User-Defined Earnings Equation To add a new earning, click on the new button on the Earnings list page Payroll Vista HRMS

165 Equation Using DIST factor Add the following information including the user-defined equation using a distribution factor: DIST refers to the factor on the pay company distribution. Equations must start with = and end with a period. Click to save your change. Vista HRMS 3-55

166 In the ACME Pay Company there is a Distribution Code, SERV for Client Services. Factor that will replace DIST in the user-defined calculation. Notice that William Crenshaw is assigned to Client Services: 3-56 Payroll Vista HRMS

167 Crenshaw s hourly pay rate is A time entry transaction is made for the Distribution Overtime hours. On the audit report you can see that based on the employee s rate, the overtime for 10 hours is based on the calculation: HOURS * R AT E * DIST 10 * * 1.25 = Vista HRMS 3-57

168 Earnings Equation Using a Constant Value The following SP Special Project Hours Earning provides an example of another user-defined equation. This time there is a constant value 2.80 in the equation rather than a reference to a factor field. Equation Using Constant Value With additive time turned on, the hours will be subtracted from the employee s regular hours On Arthur Kneip s pay rate page, we see that his pay hourly payrate is When a time entry is made for 8 hours for Earnings code SP (Special Project Hours), the audit report indicates the following: 3-58 Payroll Vista HRMS

169 HOURS * (R AT E ) 8 * ( ) = Earnings Equations Used for Sick Payments Regular Sick Earnings For 100% Sick time, you can the PDS-defined earning equation A which represents: HOURS * RATE This field is used if you want to record employee leave time through payroll transactions Notice there has been a Leave Group assignment. This field is only important if you want to record employee leave time through payroll transactions. Vista HRMS 3-59

170 Partial Sick Earnings Sick with 75% Pay For partial sick payments, the PDS-defined earning equation B is used which represents: HOURS * (RATE * FACTOR) For 75% sick payment the equation would be created as shown below: Sick with 50% Pay For 50% sick payment the equation would be created as shown below: 3-60 Payroll Vista HRMS

171 After you click the Summary Type will update:, Should you want to track sick hours, but not pay for them, you can also use the PDS-defined earning equation B with a factor of 0 as shown below: In the example above, you can accumulate the hours without having them be included in Leave Accrual calculations. Vista HRMS 3-61

172 General Ledger Table The General Ledger table allows you to define the general ledger accounts to which your debits and credits will be posted. When you run General Ledger Processing, the system will create general ledger transactions for these accounts, based on the results of the last payroll that was processed. General Ledger List Page You can specify debit accounts for gross earnings, fringes and Earned Income Credit. You can establish credit accounts for net pay, taxes, deductions, employerpaid taxes, and miscellaneous charges. You can also specify credit and debit accounts for employer benefit plan costs. General ledger transactions for those accounts will be created when benefits general ledger processing is performed. You create different records for each distribution group First select the distribution, before viewing, editing, or adding a new GL code. You define a GL code for each debit and credit for which you have a charge number. For example, ADD is the GL Code used to identify a credit entry in the General Ledger table for AD&D. Vista HRMS Payroll 3-62

173 General Ledger Edit Page Here you define if this is a credit or debit account and assign the charge number. The number of the general ledger account to be charged for this debit or credit PDS Defined GL Codes PDS has defined codes for payroll and tax data. Go to Vista HRMS Help to see a list of all PDS defined GL codes. Note: There are codes for Employee, Employer and Miscellaneous Debits and C redits. Vista HRMS Payroll 3-63

174 The DBER and CRER miscellaneous GL codes are default entries that should be established to account for all debit-type expenses and credit-type liabilities, respectively, for which no specific general ledger account has been defined. The ACRE GL code is used as the debit side to all credit accruals, while ACRL is used as the credit side to all debit accruals. For GL reporting purposes, you can define a summary or global pay company as well as a global distribution. Pay Company & Distribution Table Entries For each debit and credit code, you can define: a separate charge number for each pay company and distribution group, or a single account for an entire pay company, or a single account for all pay companies For example, if the employer OASDI is credited to different accounts based on each employee s distribution group, you can specify a different employer OASDI account for each distribution group. However, if all employer OASDI in the same pay company is charged to the same account (regardless of distribution group), you can specify the employer OASDI account for the entire pay company by creating an entry in the General Ledger table for that pay company and entering a Distribution Code of in that table entry. This indicates that the account specified in that entry applies to all of those charges within that pay company. Furthermore, if all employer OASDI in your entire organization is charged to the same account (regardless of pay company), you can specify the employee OASDI account for your entire organization by creating an entry in the General Ledger table for Pay Company 9999 and entering a Distribution Code of in that table entry. This indicates that the charge number specified in that table entry applies to all of those charges for all of your employees. Before you can define entries for Pay Company 9999, you first need to establish a pay company with that Pay Company Code in your Pay Companies structure. Your Pay Companies structure is accessed through the Organizational option in the Human Resources application Payroll Vista HRMS

175 You will need to establish a Distribution Code of within a pay company before you can define an entry with a Distribution Code of for that pay company in the General Ledger table. For each debit and credit, even if you have specified a single account for all of your pay companies, the system will still create separate general ledger transactions for each pay company when general ledger processing is performed. Those transactions will simply contain the same general ledger account number. For example, if you have defined a credit account for net pay for Pay Company 9999, the system will still create separate net pay transactions for each of your pay companies. Furthermore, you can also select to create separate transactions for each distribution group when you perform general ledger processing, even if you have defined a common general ledger account for those distribution groups in your General Ledger table. Applying Your Knowledge Assuming the following: Company 9999 ACME WRLD ACME Distribution Code BROAD EAST BROAD GL Code Regular Regular Regular Regular Regular Regular Account # Vista HRMS Payroll 3-65

176 Complete the following for each employee: Company Emp1 Emp2 Emp3 Emp4 Emp5 Company Code ACME ACME WRLD ABCO ACME Distribution Code BROAD BLUE EAST BLUE GREEN GL Code Regular Regular Regular Regular Regular Account # Company Emp6 Emp7 Emp8 Emp9 Company Code ACME WRLD ABCO ABCO Distribution Code GREEN BROAD EAST BROAD GL Code Regular Regular Regular Regular Account # Answers: 3-66 Payroll Vista HRMS

177 Motor Vehicle Table The Motor Vehicle table contains the annual lease values for motor vehicles according to the Annual Lease Value table established by the U.S. Internal Revenue Service. The first entry, MV00, this table is used to define the mileage reimbursement rate for personal vehicles being used for business purposes. Updates for this table are provided by PDS as part of normal tax maintenance for Vista HRMS. Motor Vehicle Page Gas Rate/Mileage The MV00 code is used to define the mileage reimbursement rate for personal vehicles being used for business purposes. Updates for this table are provided by PDS as part of normal tax maintenance for Vista HRMS. To record employee company car mileage, you must establish a company car fringe in the Taxable Fringes table and it must have the flag checked. On the Taxable Fringes page of an employee s record, you can enter the employee s company car fringe and select the annual lease value of the vehicle from the list of values defined in this table. Vista HRMS Payroll 3-67

178 Premium Rules In the Premium Rules table, you define employee premium groups. For each group, you define the conditions that must be met before premium pay is calculated for an employee in that group. You also define the earnings types that should be used for premium pay. You can define premium pay conditions based on daily hours, weekly hours, or consecutive days worked. Premium Rules are Pay Company specific. Premium Rules List Page Premium Rules Edit Page Note: If a Premium Group has not been assigned to an Employee on their Payroll Information Page, the employee is ignored during FLSA Processing Payroll Vista HRMS

179 Employee Payroll Information Page Time Entry Considerations for Premium Pay Calculations In order for the system to correctly apply premium rule calculations from the Premium Rules table to an employee s time, special procedures must be followed when entering that time through Time Entry transactions. Time Entry procedures differ based on how premium rules have been defined. Daily Hours & Consecutive Days Worked Weekly Hours If you have defined premium pay conditions based on daily hours or consecutive days worked, separate Time Entry transactions must be entered for each day. If you have defined premium pay conditions based on daily hours and multiple transactions are entered for the same employee on the same day, the system will combine all of the hours entered in those transactions when determining whether the employee has satisfied the premium pay condition defined for their premium group. If you have defined premium pay conditions based on weekly hours, the system follows different procedures for employees who are paid weekly and employees who are paid bi-weekly. For weekly employees, the system assumes all Time Entry transactions entered for the employee apply to the week being paid. The system will combine the hours entered in all of the employee s Time Entry transactions when determining whether the employee has satisfied the premium pay condition defined for their premium group. For bi-weekly employees, the system needs to determine the employee s hours for each week of the pay period and perform separate premium pay calculations for each week. The system assumes the first week of the pay period began 14 days prior to the period ending date and the second week began 7 days prior to the pay period ending date. Therefore, any transaction with a Timecard Date 7 or more days prior to the period ending date is applied to the first week of the pay period. Transactions with a Timecard Date less than 7 days from the period ending date are applied to the second week of the pay period. Vista HRMS Payroll 3-69

180 For each employee, the system combines the hours in all transactions entered for the same week when determining whether the employee has satisfied the premium pay condition defined for their premium group. Shifts Table The Shifts table allows you to define shift differential calculations that can be applied to a userdefined earnings equation that has been entered for an earnings type. For example, you might define a shift differential calculation that increases an employee's pay rate by a certain percentage. Shifts Page On-line help describes each of these possible values that this shift differential can replace in the earnings code assigned to either the employee or to a timecard transaction. Each shift differential calculation in the Shifts table defines a shift equation that can be used to temporarily replace a V ALUE entered in an earnings equation for an earnings type. Shift differentials can only be assigned to user-defined earnings equations. For example, the value R ATE in an earnings equation represents the employee's current pay rate. In the Shifts table, you could define the following equation to replace the value RATE in an earnings equation: =(RATE*SHIFT). In this case, the value RATE in an earnings equation will be redefined as the product of the employee's pay rate times the factor entered in the F ACTOR field for this shift differential calculation in the Shifts table Payroll Vista HRMS

181 Employee Information EXAMPLE OF USING SHIFT CODE TO PAY AN EMPLOYEE On the Payroll Information page of each employee's record you can select which shift differential calculation the system should apply when automatically calculating the earnings for that employee. The following example will be used to calculate earnings for an employee who performs shift work. His employee record shows both his Default Earnings Type and his shift. The employee s default earning type is Shift Pay and he has been assigned to Second Shift. He makes $ /hour, which translates into a semi-monthly rate of 1, Take a look at setup pages for his earnings and shift. Note: Even if a shift calculation is entered in an employee record or in a Time Entry transaction, the system will only apply that shift differential if the employee is being paid with an earnings type that has a user-defined earnings equation. If the earnings type has an earnings equation that was pre-defined by PDS, the system will not apply the shift differential. Vista HRMS Payroll 3-71

182 The shift equation is =(RATE* SHIFT). The Factor in Second Shift is 1.1 which will increase the employee s pay rate by 10% The earnings equation you see is a user-defined equation: =(HOURS*RATE). When you look at the validation report at the top on the following page, you will see that the system has calculated a shift deferential of and added it to the employee s gross earnings for the employee s default Shift Code. Remember you can also select a different Shift Code in a Time Entry transaction to indicate the shift differential that should be applied to that transaction. On the next page there is another validation report showing an example where the default shift code was overwritten with Shift Code 03 in a time entry transaction Payroll Vista HRMS

183 The employee s semimonthly rate of 1, has been increased by or 10% to 1, You can override the Shift assigned to the employee s record on a time entry transaction. In this case Shift 03 was selected. The Factor for Shift 03 is 1.15 or 15% greater than the pay rate on the employee s record. The employee s semimonthly rate of 1, has been increased by or 15% to 1, Vista HRMS Payroll 3-73

184 SUI/SDI Table The SUI/SDI table contains State Unemployment Insurance, State Disability Insurance, and Voluntary Disability Insurance tax information referenced by the system for all states. In the sample database provided with Vista HRMS, PDS includes a full set of SUI/SDI table entries for every state for a sample pay company, ACME. In each of those entries, PDS has completed the following state-specific information: The maximum, annual amount of employee wages that are subject to State Unemployment Insurance (SUI) tax. The percentage of wages withheld from the employee s pay for State Disability Insurance (SDI) tax. The SDI maximum annual amount of employee wages that is subject to State Disability Insurance (SDI) tax. The remaining fields in the SUI/SDI table contain pay company-specific information, which must be completed by your organization. For each pay company, you must establish a separate table entry for each state in which that pay company pays SUI, SDI, and/or VDI. SUI / SDI Page The Tax ID s for State Tax and SUI tax are those for the referenced pay company Payroll Vista HRMS

185 Adjust SUI/SDI/VDI Quarterly There is a separate Quarterly Adjustment flag for SUI, SDI and VDI.. If checked, the system will recalculate using QTD taxable wages and tax. If unchecked, the system will adjust per payroll throughout the entire year using the YTD taxable wages and tax. (This will allow for handling of mid-year rate changes that are not retroactive to the beginning of the year.) Massachusetts Health Employer Rates The Massachusetts Health employer rates are also maintained in the SUI/SDI table. PDS will provide the maximum annual wages that are subject to this tax and the MH tax percentage. If your organization has to pay this tax for an employee, MH must be set up as one of the employee's SUI states on the Taxes page of his or her employee record, in addition to MA. Updates for the SUI/SDI table are provided by PDS as part of normal tax maintenance for the following: The maximum, annual amount of employee wages that are subject to State Unemployment Insurance (SUI) tax. The percentage of wages withheld from the employee s pay for State Disability Insurance (SDI) tax. The SDI maximum On the Taxes page of each employee's record, you specify the states to which that employee pays State Disability or Voluntary Disability Insurance. You also identify the state to which your organization pays State Unemployment Insurance for that employee. From the Taxes page, you can access the Tax Statistics page, which shows the employee s SUI, SDI, and VDI taxes and wages for the current year. Tax Profile Table The Tax Profile table allows you to define tax profiles. Each tax profile defines a set of payroll parameters, which can later be applied to the earnings types, taxable fringes, and pre-tax deductions, established in the Earnings, Taxable Fringes, and Deductions tables. Tax Profile List Page Tax Profiles are Pay Company specific. Vista HRMS Payroll 3-75

186 Tax Profile Edit Page For US Pay Companies you set parameters relating to US tax law. If you choose Apply to Supplemental, taxes will be calculated at the supplemental rate defined in the tax table. If you choose Apply to Wages, taxes will be calculated at the regular rate defined in the tax table. Tax Profile Edit Page For Canadian Pay Companies you set parameters relating to Canadian tax law Payroll Vista HRMS

187 When assigned to an Earnings type in the Earnings table or to a Taxable Fringe in the Taxable Fringes table, the parameters for a tax profile are used to specify the taxes to which earnings entered for that earnings type are subject and, therefore, which corresponding taxable wage fields in an employee's record will be updated when an employee is paid those earnings. When assigned to a Deduction in the Deductions table, the parameters for a tax profile specify the taxes from which that deduction is exempt, and, therefore, which corresponding taxable wage fields in an employee's record will be reduced when that deduction is withheld for an employee. In other words, for Earnings and Fringes the tax profile is used to determine if this Earning or Fringe should be added to taxable wages. For Pre-tax Deductions the tax profile is used to determine if this deduction should reduce taxable wages. Note: You should NOT redefine the taxation of existing earnings during the current year. If the taxation of earnings changes during the current year, you will need to define a NEW Tax Profile Code and associate that new Tax Profile Code to a NEW Earnings Code. In both the US and Canada, if you changed a tax profile during the year you could have reconciliation issues at year-end. Taxable wages could be miscalculated. In Canada, improper accrual of EI hours and wages could occur. Also earnings could mistakenly be changed from period to non-period mid year. Vista HRMS Payroll 3-77

188 Applying your Knowledge Exercise 1 The following earnings are paid to an employee with the tax profile settings as below: Earnings Amount Field/Response Regular Overtime Expenses $2,000 gross $ 500 gross $5,000 gross The Federal Taxable Wages are: Exercise 2 US An employee contributes 10% to their 401(k) plan. If they are paid the following: Earnings Amount Field/Response Regular $2,000 Overtime $ 500 Bonus $6,000 The employee s 401K contribution is: Taxable Fringes Table The Taxable Fringes table allows you to define taxable fringe benefits. For each fringe benefit, you define a pay period frequency, fringe type, amount, and limit. You also assign each fringe benefit a tax profile from the Tax Profile table, which defines the taxes to which that fringe benefit is subject. You also indicate whether or not each fringe is a paid or unpaid fringe, a company car fringe, and how that fringe should be applied to wages used to calculate pension plan deductions, 457 deductions, and deductions based on employee gross Payroll Vista HRMS

189 Taxable Fringes List Page Taxable Fringes List Page Paid fringes increase gross and taxable wages. Unpaid fringes only increase taxable wages. This Tip Type field is only applicable if this fringe represents a type of tip. If so, the response indicates whether this fringe represents Tips (from cash or credit cards) or Service receipts. A Paid taxable fringe benefit is monetary compensation (e.g., a transportation allowance). An unpaid taxable benefit is a product or service used by the employee (e.g., personal use of a company car). Pay Period Frequency codes are the same as for Deductions, Direct Deposit and Recurring Earnings. Vista HRMS Payroll 3-79

190 Note: By default, when calculating taxes for a taxable fringe, the system references the pay period frequency of the fringe when it needs to annualize the amount of the fringe. However, if you want the system to annualize the fringe amount based on the employee s payroll frequency instead, you need to add an entry to the database table dbopt with an id o f annualize fringes by pay and an opt_value o f YES. A taxable fringe established in this table can be entered on the Taxable Fringes page of an employee's record in order to define a fringe benefit for that employee. When you enter a taxable fringe in an employee s record, much of the information defined for that fringe in the Taxable Fringes table is retrieved and entered into that employee s record. This includes the pay period frequency, fringe type, fringe indicator, and cash indicator. Furthermore, if an amount or limit is specified for that fringe in the Taxable Fringes table, the system will also enter that amount or limit in the employee s record. These values came from the taxable fringe table and cannot be edited on the employee record. Because no values were assigned to these fields on the Moving Expense record of the Taxable Fringe table, they can be defined at the employee level. Company Car Fringes To record employee company car mileage, you must establish a company car fringe in the Taxable Fringes table. Special rules must be followed for taxable fringes for company car mileage. An employee will only be taxed for personal use of a company car when his or her mileage is recorded through a company car fringe payroll transaction. Therefore, company car fringes should be established in this table with a pay period frequency of All pay periods, a fringe type of Continuous, and a fringe indicator of Fixed Amount Payroll Vista HRMS

191 Furthermore, the This is a Paid taxable fringe field should be unchecked and the This is a Company Car taxable fringe field should be checked. No fringe amount or limit should be specified. A tax profile should be entered to identify the taxes to which the taxable fringe is subject. Must be checked for the system to identify this fringe as a company car fringe Benefit Plan Fringes You can assign a taxable fringe to a benefit plan option in the Benefit Plans structure if an employee should be taxed for the employer cost of that option. 457 Plans If your organization offers a 457 plan to its employees, you can set up a taxable fringe in the Taxable Fringes table that will be used to store each employee's company match amount for that plan so that the employees can then be taxed on that amount. In order to use this feature, the database administer must insert a row into the database table, dbopt. Special Procedures The following are the additional special procedures that need to be performed for this feature: 1. In the Taxable Fringes table, you need to establish a taxable fringe for your 457 company matching amounts. flag must be checked: The Amount/Pct field for that fringe in the Taxable Fringes table must be blank, since the amount will vary from employee to employee and from payroll to payroll. The tax profile assigned to that fringe will define how those matching amounts will be taxed. Vista HRMS Payroll 3-81

192 2. In the database table, dbopt, you need to add a row with an id of 457 Match and opt_value of YES. 3. Enter that 457 taxable fringe into the employee records of all individuals participating in your 457 plan. 4. After you run a validation payroll, run the Tax Deferred Allocations option to calculate the company match amount for each employee in that payroll. The company match amount calculated for each employee will be entered into his or her employee record as the company match amount for his or her 457 taxable fringe. 5. Run an update payroll. The system will calculate the employee's taxes for their 457 fringe amount based on the tax profile assigned to that fringe in the Taxable Fringes table. Tax Table The Taxes table contains all federal, state, provincial, and local tax tables referenced during payroll processing (except for the SUI/SDI table and Workers Compensation table, which are maintained separately). PDS provides all federal, state, and provincial tax tables, as well as the major local tax tables. Tax updates for these tables are provided by PDS as part of normal tax maintenance for Vista HRMS. The Taxes page actually contains multiple tax tables. Tax tables can be accessed by selecting the Tax Group from the drop down list and the selecting the Tax Code within each Tax Group The Taxes table contains all federal, state, provincial, and local tax tables referenced during payroll processing (except for the SUI/SDI table and Workers Compensation table, which are maintained separately). PDS provides all federal, state, and provincial tax tables, as well as the major local tax tables that do not calculate local withholding as a straight percentage. PDS does not define State Reciprocity agreements, which you will require intervention on your part if you pay in employees in multiple states. Tax updates for these tables are provided by PDS as part of normal tax maintenance for Vista HRMS Payroll Vista HRMS

193 Note: PDS sends an notification to whomever you decide should receive tax update information. The updates will be available on the PDS Support Web Site for downloading. Each tax is assigned data that may be a percent, a fixed amount or a minimum or maximum depending on the tax type. Vista HRMS Payroll processing uses the data in these tables to calculate employee taxes. That is why it is imperative that these tables be up-to-date. It is not necessary that you understand each column amount, but it is necessary that these tax tables be updated. Valid Tax Codes The Online help screens provide information about valid tax codes and other tax information. Vista HRMS Payroll 3-83

194 Tax Table Maintenance For detailed information concerning individual federal, state, and local tax tables, see the PDS Tax Guide. Tax updates are released periodically throughout the year to all customers as changes occur to the Federal, State, Provincial and Local regulations. Depending on the extent of changes necessary, the following may be included in a Tax Update: A letter explaining the nature of the change and complete instructions on how to apply the update. Information on the changes that can be applied using Vista HRMS's Tax Maintenance Utility. Information on programs that were affected by the tax update. Changes to the Tax Manual or other PDS documentation. Instructions will advise you to copy the update file to a data folder in your Vista HRMS directory. Only users who have full network server access privileges to the PDS Server and full access privileges to the Administrator option will be able to complete the tax update process. A Tax Maintenance utility is available within the Tax table that will assist Users in applying tax updates Payroll Vista HRMS

195 Tax Maintenance Page When you select the Maintenance link the Tax Maintenance page opens, you can select an update ID that has been downloaded to your server, and select all updates or specific federal, state, local or miscellaneous updates. When you have selected the tax entries to update, click will be updated. and the tax tables Although PDS provides tax updates for states, you must define the reciprocity agreement, if it exists, for those states in which you pay employees. When you select State from the Tax Group, the Reciprocity link appears in the upper right. Vista HRMS Payroll 3-85

196 When you select the link, a page is returned listing all other states but that selected. By default, No Agreement is selected. When employees have two active withholding states a priority is assigned on the employee s state tax page indicating which state is primary. When taxes are calculated, the system references the reciprocity setting for the primary state in relation to the secondary state. If an employee s primary state was Maryland and the secondary one with a No agreement relationship, the system would withhold full taxes from both states. (This is also true for Dual Withholding). If however, Issue credit to 2 nd State were selected for the secondary state, the system would withhold the full amount from the primary state and subtract that amount from the withholding for the secondary state. Using the table setting above for Maryland -- they have an agreement with District of Columbia. The system will calculate Maryland state withholding and District of Columbia state withholding. District of Columbia s state withholding will be reduced by the amount paid to Maryland. For example if Maryland s withholding is and DC s is the system will take the for MD and then reduce DC s tax by that (95-75 = 20) and 20 will be taken for DC Payroll Vista HRMS

197 Taxes List Page Example of Adding Local Tax PDS does not provide local tax information on local taxes that are straight percentage calculations. You may need to add local taxes to your tax table. After selecting Taxes from the Payroll Setup option frame, scroll down to the Local group and select any local tax. Click the add icon to add a new tax. You have 8 characters for the Tax Type code. If you are in multiple states, you may want to use the state as part of the code. The above example represents a straight 1.25% tax. Vista HRMS Payroll 3-87

198 Time Entry Header This table allows you to enter time batch header transactions. Before you can process a payroll, you must identify the employees you want to process in that payroll by entering one or more time batch header transactions. In each transaction, you identify which employees you want to process by selecting a pay company and an employee payroll status. You can also enter a pay designator to further specify which employees to process. Only 4 Company Headers may be entered for each Payroll Frequency. Time Batch Header List Page Pay Designators (cdpaydes) are defined in User Codes Setup in the Payroll application. It can then be selected on the Payroll Information page of an employee's record. In each time batch header transaction, you also indicate which pay period you are processing and the period start date, period end date, and check date for the employees identified in that transaction. If you are processing employees who have semi-monthly pay rates, you can also specify the number of hours in the current semi-monthly pay period in order to override the system s default pay period hours calculation Time Batch Header Edit Page Notice that Company, Pay Period Frequency, Payroll Status, Period End Date and Check Date are all required fields. Determines the deductions taken Check to indicate that you want to reset the month-to-date payroll statistics of all employees identified in this transaction, regardless of the pay period ending date and check date entered Payroll Vista HRMS

199 Special Payrolls Special payroll only processes the time entry transactions and payroll adjustment transactions that are currently entered in the database. No automatic time or recurring earnings calculations are performed. To perform a special payroll, you follow the same rules and procedures as required for a regular payroll. Just as in a regular payroll, the pay period you select in the time batch header transaction for a special payroll defines the taxable fringes, deductions, and employee direct deposit entries that will be processed. Therefore, if you enter a time batch header transaction with a payroll status of Special Payroll and a pay period frequency of 1st Pay Period of the month, the system will only process those taxable fringes and deductions that are normally processed when the first pay period of the month is processed. However, if No Deductions/Fringes is entered as the pay period frequency in the time batch header transaction, no voluntary deductions or taxable fringes will be taken. Tax deferred deductions, wage attachments and direct deposit entries will only be processed based on the parameters defined for each pay company in your Pay Companies structure. Note: A pay period of No Deductions/Fringes can only be used for special payrolls. Vista HRMS Payroll 3-89

200 Workers Compensation Table The Workers' Compensation table allows you to define Risk Codes. Each Risk Code defines a rate that can be used for calculating both the employer and employee Workers' Compensation premiums for a particular role. Separate Risk Codes must be established for each pay company and state. Workers Compensation Page Once a Risk Code is established in this table, it can then be assigned to a position in your Positions structure. When calculating Workers Compensation tax for an employee, the system will reference the Risk Code assigned to the employee s primary role, to determine which entry on the Workers Compensation table applies to the employee. For US employees, the system reference the SUI state entered on the Taxes page of each employee's record to determine this Workers' Compensation state. For Canadian employees, the system references the province entered on the Taxes page of each employee's record to determine the Workers' Compensation province Payroll Vista HRMS

201 Charge Numbers Charge Number List Page To be able to assign Charge numbers to Project Tasks for time entry (as well as for Labor Distribution for employees paid by employee) they are defined in Payroll Setup under the Project Management category. Both the number and description are required fields when adding new charge numbers. When time is entered for an employee for a specific project task, those earnings will be charged to the number assigned to that task when general ledger processing is performed. General ledger processing for payrolls is performed through the Processing module in the Payroll application. Vista HRMS Payroll 3-91

202 When time is entered for an employee for a specific project task, the employee's earnings for that task will be associated with the charge number assigned to that task, as well as the general ledger account number defined for that task's earnings type in the General Ledger table. When General Ledger processing is performed, the system creates separate general ledger transactions for each earnings type for which you have defined a general ledger account number in the General Ledger table. If you have also defined charge numbers for your project tasks, the system will break out the general ledger transactions for each earnings type into separate transactions for each of those additional charge numbers. Those transactions will contain both the general ledger account number defined for that earnings type in the General Ledger table and the additional account number defined for that project task. For example, let s assume you have defined the following: In the General Ledger table, you have defined that, for Pay Company ACME and Distribution Group BROAD, earnings entered with an earning type of Regular (Earnings Code 01) should be charged to general ledger account To one project task, you have assigned a charge number of To another project task, you have assigned a charge number of The earnings type for both tasks is Regular (01). When payroll is processed, one employee is paid $1000 Regular (01) earnings for the first project task. Another employee is paid $800 Regular (01) earnings for the second project task. When General Ledger processing is performed, the system will create two general ledger transactions that contain the following information: Comp Dist GL Acct # from GL table Charge Number for Project Task GL Code Amount ACME BROAD ACME BROAD In the above examples, the first account number is the account number defined for the earnings type of Regular (01) earnings in the General Ledger table. The second account number is the charge number from the project task record. Note: The above examples do not show all of the information contained in each general ledger transaction, nor do they reflect the layout of each transaction Payroll Vista HRMS

203 Payroll CD Codes Accessing CD Codes from the Payroll application allows you to define the list of choices that users will be presented with for many of those fields. Some of these codes have been PDS defined. These User Codes also provide the ability to have consistency for reporting purposes. When you select the Code (CD) Tables from the Setup option of the Payroll application, a list of tables appears. CD User Codes are used throughout Vista HRMS, but codes unique to Payroll are accessed from the Payroll application. CD tables are merely a code, description and flag for user defined or not. PDS or User Defined? Vista HRMS Payroll 3-93

204 The following is a list of Payroll CD User Codes and their descriptions: 3-94 Payroll Vista HRMS

205 Register Sort Order Register Sort Order The description field for Register Sort Order codes must contain the columns by which checks should be sorted, in the order to be sorted, separated by commas. Any column in the regbasic table can be used to sort the checks and advices. (Look at the Schema in the Data Dictionary, accessed in the Setup option, to see the available fields) Once defined, these codes (and their sort columns) will be available to select from in the Checks/Advices Job in the Payroll Processing application. The sort order code DEFAULT was provided by PDS and represents the order in which the Gross-To-Net program wrote to the register table. For example you could add the code below to sort by last name, first name and employee number: The Code is a 30-character field that you should set to a meaningful name because it will be used in the Sort Order list box on the Checks/Advices Processing page when scheduling the Check Writer to run. As always you must submit your change. Vista HRMS Payroll 3-95

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207 Lesson 4: Managing Time in Vista HRMS Objectives Understanding Calendar setup and where they are used Setting up Project Tasks and assigning employees Ability to enter and approve time on the web in Vista HRMS Vista HRMS 4-1

208 Time Setup The setup tables in the Time application that you will examine, first are the calendars and project tasks. These need to be defined for time entry and if you want to track time spent on various projects. The Leave accrual tables will also be covered. You must first select the Time application form the main menu and then Calendars from the options frame drop-down list. On the options frame, notice that Calendars are grouped by the following categories: Canadian, Daily, Pay Period and Pension. Calendar Types Calendars The Calendars table allows you to define calendars that are used for a variety of reasons in Vista HRMS. A holiday calendar, a default work schedule calendar, and pay period calendars are assigned to Pay Companies on the Calendars section of the Pay Company General Information Page. Calendars assigned to Pay Companies 4-2 Payroll Vista HRMS

209 Pay Period Calendars For each payroll frequency that you process, you need to establish a pay period calendar that defines the start and end dates of each pay period for that frequency. For example, if you pay any employees Bi-Weekly, you need to establish a calendar that defines your 26 bi-weekly pay periods for each year. For each payroll frequency, a new calendar should not be established each calendar year. Instead, you should use the same calendar and add new pay periods to it on a yearly basis. Daily Work Schedule Calendars Work schedule calendars define the work schedule for an employee. If the system automatically calculates the hours and earnings for an employee each pay period, the work schedule calendar assigned to that employee can be used to automatically generate holiday pay, vacation pay, and other time off pay for that position. Each work schedule calendar specifies which days are considered workdays and which are non-workdays. For each workday, you specify the number of hours for which the employee should be paid for that day, and the earnings type that should be used to pay those hours. If a work schedule calendar is not assigned to an employee, then the default work schedule calendar assigned to that employee s pay company will be used for that employee. Canadian (AERS) Calendars For Canadian Pay Companies, the Canadian (AERS) calendar is assigned on the Canadian Page. Vista HRMS Payroll 4-3

210 This Canadian (AERS) calendar defines the 52 pay weeks for the calendar year, using a Sunday for each period start date and a Saturday for each period end date. A new calendar should not be established each calendar year. Instead, you should use the same calendar and add new weekly periods to it on an annual basis. Pension Calendars If you are using Vista HRMS pension processing feature, you can use the Calendars table to define a pension calendar for each type of calendar period for which you want to view the employee Pension Summary page. These Calendars will be reviewed in Benefits training. Special Note on AERS and ROE Reporting As part of pay history update, Vista gathers statistical data for ROE and AERS reporting. For both AERS and ROE calculations to work correctly, the following calendars must be established. Pay Period Calendar identifies the start and end date of each pay period used in ROE reporting Work Schedule Calendar a daily calendar that identifies each day as either a work day or an off day for both ROE and AERS reporiting. AERS Calendar a weekly (Sunday to Saturday) calendar that is used for AERS reporting. 4-4 Payroll Vista HRMS

211 Defining Calendars Calendar Periods List Page When you select a calendar, the Periods list page displays. Depending on the type of calendar you are editing, you may or may not fill in the description. The type of workday, hours and earnings type fields are used primarily for daily work schedule calendars. From this page you can add individual periods using the button and you can delete individual periods using the button. You are also provided links to add multiple periods, working days, and to delete all periods. The type of calendar influences how you add periods. For pay period and pension calendars, you would add multiple periods. For daily calendars, like work schedule calendars, you would choose the option to add working days, because this option allows you to define sequential days that are work days or nonwork days. Calendar Types are PDS-defined codes. The type controls where they will be used in Vi s t ahrms processes. Vista HRMS Payroll 4-5

212 Calendar Periods Edit Page If you select a calendar period from the list you get the following edit page. Also, you can edit the information for the Calendar Setup. You can edit the description, start and end dates and type of work day. The period number is automatically assigned. Additional Workday Types can be defined in the CD Table Period Type (CDPERIODTYPE) in the Human Resources Setup module. The earnings type and hours define how the employee should be paid for this day. This is only needed for work schedule calendars. If this is a work schedule calendar and you select Off Day for the type of day, the system will not generate any time for this day, and will ignore any information entered in the Hours and Earnings Type fields for this day. If you select any other type in this field (for example, Vacation or Holiday), the system will reference the Hours and Earnings Type fields to determine the hours and earnings an employee should be paid for this day. Earnings types are defined in the Earnings table in the Setup Payroll group within the Payroll component. A key thing to remember when defining calendar periods is that the start date must always be at least one day greater than the previous end date. For daily work schedule calendars, the start and end dates are the same day. 4-6 Payroll Vista HRMS

213 Edit Calendar Page You can also edit the Calendar parameters by selecting the Edit Calendar Setup page link. The Calendar ID is assigned when the record is created. Calendar - Add Work Days When you choose link to add work days which you would do for a daily calendar you are provided the following edit page where you provide a start and end date and then define the consecutive number of work days and off days. The Type of Work Day codes, Regular Workday and Off Day, are PDS-defined. Calendar Add Multiple Periods When you choose link to add work days which you would do for a daily calendar you are provided the following edit page where you can select Semi-Monthly or a number of Days, Months, Weeks or Years. The example below would be used to add bi-weekly pay periods. Vista HRMS Payroll 4-7

214 Adding Semi-monthly Periods Suppose you have a semi-monthly calendar that ends on 12/31/2008, like that below, and you want to extend it through the end of First, you must make sure the end date of the calendar goes to the end of You also want to include the new end date in the description. Change the description ending to Change the End Date to 12/31/2010. You must submit this change before adding periods. Next Select the Periods link and scroll down to check the end date of the last period. 4-8 Payroll Vista HRMS

215 The start date of your next period should be one day greater than the end date of the last period. Select the Add Multiple Periods link at the top of the page. If checked it ignores the boxes to the left Change the Start Date to 01/15/2009. In the Description field type Semi-Monthly Check Semi-Monthly Periods, then click Note: A description is required when adding multiple periods. If you again scroll to the bottom of the list, you can now see that Semi-Monthly periods have been added to the end of the calendar. Adding Weekly, Biweekly, Monthly, Annual or other period calendars When you add semi-monthly periods, you ignore the other boxes. Otherwise, you enter a number defining the frequency of the interval and in the next field select the type of frequency. For example, if you want to generate a series of monthly periods, enter 1 in the first field and select Months from the drop-down list to the right. For Biweekly, you would generate every 2 Weeks. Vista HRMS Payroll 4-9

216 Holiday Calendars Holiday Calendars List and Edit Pages The Holiday Calendars table allows you to define holiday calendars. You can specify each holiday as either a full or partial holiday. In the PDS Enterprise Server Setup program, you can indicate which holiday calendar the system should reference when scheduling jobs. Holiday Calendars, like other calendars require a start and end date which is entered on the Edit Calendar Setup. Click on the Add icon to add holidays. To edit an existing holiday click on the date. Type is either Full or Partial 4-10 Payroll Vista HRMS

217 You can view a yearly calendar with Holidays highlighted in orange and current date outlined in blue. Project Tasks Project Tasks are structures that are defined in the Time Application. When a task is selected it defaults to the Task tab. These tasks can be assigned to an employee in time entry. Project Tasks Page Level and Descriptive data are stored on this tab Vista HRMS Payroll 4-11

218 Edit Project Task Status Table On the Status tab, you must define a start date for projects that you want to use in time entry. The end date is optional, but if you want it to stop it automatically from being available in time entry you must enter an end date. The Teams displaying in the drop-down list are those that were checked to be used for Project Management If you want a task to appear on ALL employees records, you must make the task a child of the 1 st level PDS-delivered People Group code named TIME and do not assign a people group to it. This will be covered more completely in Payroll training. If you want to associate the task with a Charge number you can select one. Also if you ve want to associate the task with a particular earning type, you can assign it here. Charge Numbers and Earnings Types are both Setup Tables in Payroll Setup. These tables are covered in Lesson 3 of this training workbook Payroll Vista HRMS

219 Employee Time Pages The Time menu is available on the employee record. Leave Accrual will not be reviewed in Benefit Training. Time Information and Time Entry will be covered in more detail in the Payroll Training class, but you will be introduced to these pages in this lesson, as well as to the Calendar page. Time Information Time Information Page When you select Time Information, you default to Time Information page link, where you define the time entry mode, whether the employee is time card required and whether they system should automatically sign an employee out at the end of the day if they are users of the system. Information defined here is Role specific. The Time Entry Mode controls how time is entered on the time entry web page. There are four modes that are PDS defined. These will be covered in Payroll training, but you have the ability to just add hours, or enter start and end times. Depending on the mode, you can override rates and charge numbers. Vista HRMS Payroll 4-13

220 Typical Weekly Profile Page A Typical Weekly Profile can be completed for each employee. Calendar The calendar page can be used in employee self-service available on the Home Page. This feature will be covered in Self-Service training. Here you have the ability for team members can track each others schedules Payroll Vista HRMS

221 Time Entry Web Time Entry is not meant to replace batch time entry. This page is designed for self-service or managerial time entry. Hours can be entered for one or more project tasks defined in the Project Tasks structure or by Earnings type. If the employee enters his or her own time, it must be submitted for approval by the employee and then reviewed and approved by a manger. If a manager or other user with security rights enters time, they can also approve it. The following is a data entry page providing entry fields for project task and hours. The system defaults to the employee s primary roled, but time can be entered for another role. (position or job). This example might be one set up for time card not required individuals to only enter exception time. Time Entry Enter Time Time Entry Review Time After time has been entered the employee can submit for managerial approval on the Review Time page. If time had been entered for multiple roles, they would be listed separately and be included in the daily total hours. Vista HRMS Payroll 4-15

222 Time entered for a person through the Time Entry page will only be processed by payroll if it has been approved. If you review and submit for approval, your time will be recorded as submitted. If you do not submit for approval, the hours will be listed as pending. In either case, they can be approved by a supervisor. If you enter time for yourself, it must be approved by a supervisor If you have the ability to enter time for your direct reports, you can approve that time as well. Time Entry Review Direct Reports Each manager accesses the Review Direct Reports page from their own time entry page. Here they can approve time entered by their reports. All direct reports of the selected supervisor appears on the Review Direct Reports page. Hours pending have not been submitted for approval. Hours submitted are waiting for supervisory approval. Only when hours are approved will the time card transactions be generated for them. The supervisor can check individual employees names before approving or click the Toggle All button and select all employees for approval. Once the supervisor has selected the employees whose time he/she wants to approve, the button should be clicked. Any time entries through the WEB MUST BE APPROVED to be processed. Also, time transactions must be created from web time entries for payroll to process approved time. Creating Bonus Transactions Transactions can also be generated using the Bonus Administration feature. This feature is covered in the Human Resources Training Payroll Vista HRMS

223 Lesson 5: Payroll and Time Entry Transactions Objectives Understand Salaried Payroll Be able to Create Time Transactions Understand Timecard Required Payroll Be able to Perform Batch Time Entry Be able to Create Second Checks and Vacation Advance Checks Vista HRMS 5-1

224 Payroll Processing Overview Vista allows you to process payrolls for groups of employees based on their pay company and payroll frequency. You can also process a special payroll for only those employees for which time or adjustments have been manually entered. When you process a payroll, Vista references the salary information defined in your employee records, as well as the salary, tax, and deduction information in each employee's record. Each employee's hours, earnings, taxes, and deductions can be automatically calculated by Vista based on information in employee record. You can also enter payroll transactions to override an employee's regular hours and earnings, or enter supplemental time or earnings for an employee. You can also use payroll transactions to temporarily override or adjust an employee's taxes and deductions. During payroll processing, the system also references the payroll parameters defined for each pay company in your Pay Company structure and the appropriate payroll-related user tables (such as the Earnings, Tax Profile, and Taxes tables). Based on this information, the system calculates each employee's wages, taxes and deductions for that payroll. When it has finished processing a payroll, the system creates a set of payroll register tables, from which you can print paychecks, deposit advices and the standard payroll reports provided in the system. You also use the payroll register tables for Direct Deposit, General Ledger, and Bond processing. The paycheck and deposit advice information in these files is also updated to your pay history tables. Employee Records Edit Validation, Audit Trail, Errors/ Notes & Wage & Tax Reports Payroll Transactions Payroll Processing 'PASPR50' Payroll Register Files Checks & Advices Pay Company Records Setup Tables Pay History Tables Direct Deposit, GL, Payroll Register, EFTPS & Bond Processing Vista will also automatically produce detailed reports showing the wages, taxes and deductions processed for each employee in that payroll and will update the wage, tax, and deduction statistics in each employee's record accordingly Briefly, the basic steps to running a payroll are: 1. Identify the employees to process. 2. Enter time and adjustments for those employees (as needed). 3. Process the preliminary, validation payroll. 4. Process the final, update payroll. 5. Perform post-payroll processes. 5-2 Payroll Vista HRMS

225 Identifying Employees to Process You may enter one or more Company Header transactions. When you process a payroll, the system references the currently entered Company Header transactions to determine which employees to process. A Company Header is the only time entry transaction that successfully executes a payroll. Note: Only 4 Company Headers may be entered for a Payroll Frequency Creating a Company Header Company Time Batch Headers can be created in the Setup module of the Payroll Application or in the Time Entry desktop application. You will be examining the Time Entry application later in this lesson. Time Batch Header List Page To create a Time Batch Header, from the Payroll Setup Option frame, select. Any existing Time Batch Headers appear on a list page. Vista HRMS Payroll 5-3

226 WEB Payroll >>Setup Time Batch Header List Page As with other list pages, click on to add a new Header. The company to process must be selected along, with the pay period frequency, payroll status, period end date and check date. The other fields are optional. A selection from Pay Designator will only process those employees with that pay designator on their payroll information page. You can over ride the semi-monthly hours. You can also specify if you want to clear month-to-dates for this run. Pay Period frequency will determine what deductions, fringes and recurring earnings will be included. DESKTOP File >> Company Header Time Entry Application You can also create and access Time Batch Header from the desktop Time Entry application. The example below tells the system to process for company ACME and to take deductions defined to be taken the 2nd Pay Period of each month. Once you have entered the time batch header transactions identifying all the employees you want to process, you are ready to generate transactions from web time entry, or add time entry additions and adjustments in this application. 5-4 Payroll Vista HRMS

227 WEB Time Entry In the example below, the employee has access to time entry through Self-Service. The employee can enter hours on a daily basis for project tasks that were assigned to both no people groups, and to project tasks that were assigned to people groups to which the employee has been assigned. Vista HRMS 4.0 provides four different time entry modes. The default time entry mode is set in the web.config file on the web server. For tasks to be included, Project Tasks must be defined in Setup in the Payroll application. Mode 1 Task & Hours Mode 2 Task & Times Mode 3 Earnings & Hours Mode 4 Earnings, Hours & Rate Vista HRMS Payroll 5-5

228 Time Entry Page Task & Hours Date ranges are based on the pay period calendar for the employee s pay company and payroll frequency. Although the system defaults to the employee s primary role, you can switch to another postion by expanding the role icon and selecting a non-primary role, then enter time for that role. The screen shots that follow shows what time entry is like for each of the other modes. Time Entry Page Task & Times Here tasks can be selected, and start and end times are provided to record time associated with a task. 5-6 Payroll Vista HRMS

229 For particular tasks to appear on the employee time entry page one of the following conditions must be met: 3. The task itself has no people assigned to it so this task is displayed for all people. 4. The employee can belong to a People Group with the field checked and that people group is assigned to a task. The task is displayed for only the people in that people group. Project Tasks is a structure defined in the Setup function of the Human Resources and Payroll applications. In the previous two time entry modes, project tasks must be defined and the employee associated with the tasks. In the two other time entry modes Earnings & Hours and Earnings, Hours & Rates, earnings types can be selected. Time Entry Page Earnings & Hours In addition to earnngs and hours a charge number can be assigned. Time Entry Page Earnings, Hours & Rate In this mode a rate can also be associated with the earnings. Vista HRMS Payroll 5-7

230 Once time has been entered it must also be reviewed. Select the REVIEW TIME tab. Review Time If the time has not been entered by the employee, it must be reviewed and approved. If the employee enters his or her own time, it must be submitted for approval by the employee, and then reviewed and approved by a manger. For employees who have submitted time for approval, their managers can review their time and perform an approval. Below is an example of what a manager will see when reviewing time for their direct reports. Review Direct Reports A supervisor can approve individual time submitted or click the Toggle All button and approve all employees. Time entered by an employee through the Time Entry page will only be processed by payroll if it has been approved. If you enter time for yourself, you must submit that time for approval by someone else. If you have the ability to enter time for another person, you can approve that time. 5-8 Payroll Vista HRMS

231 Creating Time Transactions After all the time entered for a pay period has been approved, you can run the Create Time Transactions option to create time transactions for that approved time. That option is available through the Processing option in the Payroll application. When you run this process, you specify a start and end date. Time entry transactions will be created for all approved time entered for pay periods that fall within that date range. This includes time entered for all employees in all pay companies. The time transactions that are created can be accessed through the desktop Time Entry application. Time Entry transactions made through the Payroll Utility desktop application do not require approval. Vista HRMS Payroll 5-9

232 Time Entry Desktop Application While self-service time entry can be performed on the Vista browser Time Entry page, many time transactions are performed in the Desktop Time Entry application. Before looking at that application, examine how employee s get paid in Vista. There are three ways the system pays an employee: 1. Automatically - Each pay period, Vista can automatically calculate an employee's hours and earnings for a person based on the pay rate and normal hours defined for that person. When payroll is processed, the system will generate an internal time card for the hours and earnings it has calculated. For Vista to automatically generate time, the flag must remain unchecked on the employee s Payroll Information page. Vista can also automatically generate holiday pay, vacation pay, and other special time off pay based on the work schedule calendar assigned on the Employment Information Page. 2. Recurring Earnings - In each employee s record, you can specify earnings that the employee should be paid on a recurring basis for a specific Earnings Code. Recurring earnings should only be established to pay employees supplemental or secondary earnings. The system includes an employee s recurring earnings in their regular paycheck. 3. Manually - You can enter Time Entry payroll transactions to record the hours the employee worked during that pay period. In each Time Entry transaction, you specify the number of hours to be processed and the Earnings Code that indicates how the employee's earnings for those hours should be calculated, taxed and accumulated. By default, the system will use the person s current pay rate and the tax information specified in the employee's record when calculating the employee's wages and taxes for those hours. However, you can override the person s current pay rate and the employee s tax information in each Time Entry transaction. If the system normally automatically calculates an employee's regular pay period hours and earnings for a person, you can also enter a Time Entry transaction for that employee to either override or supplement the employee's regular hours and earnings for that person. Exactly how Time Entry transactions are treated for employees whose earnings for a person are normally calculated by the system depends on your use of the Additive Time feature. You can also use a Time Entry transaction to create a secondary check for an employee, such as a bonus or vacation advance check. You can access the Time Entry desktop application from the Start menu or a desktop shortcut depending on how your system has been configured. This application includes useful payroll utilities, as well as time entry functions. When you first start the program, you get the screen below: 5-10 Payroll Vista HRMS

233 You will use this application to perform time entry transactions for the following purposes: 1. Vista allows you to enter a variety of Payroll Adjustment transactions that let you override an employee s normal salary, override taxes, calculate net-to-gross checks, adjust taxable fringes, and adjust employee deductions for the current pay period. 2. The Time Entry module also allows you to enter employee Time Entry transactions in batches referred to as Batch Time Entry. After you define a batch and the number of hours that should be entered in that batch, the system automatically tracks the actual hours entered and reports any variance. When entering time in a batch mode, you can enter Time Entry transactions for all the employees in the same batch in one window. You can produce a Batch Balancing report to review the individual entries and totals for each batch. 3. You can also enter a Check Reversal transaction to reverse any check currently in your pay history tables, including regular paychecks, secondary checks, vacation advance checks, net-to-gross checks, and manual checks. 4. A Manual Check transaction can be entered to record a check that was manually issued to an employee or to reverse a check that is no longer in your pay history tables. You can also enter a Manual Check transaction to perform special tax adjustments. 5. You can process a Special Payroll in which the system will only process Time Entry transactions and payroll adjustment transactions. No automatic time or recurring earnings will be calculated or processed. You can enter a Company Time Header in the Vista browser Payroll Application. You can Vista HRMS Payroll 5-11

234 also create a Company Time Header in this desktop application. Time Transactions For Time Entry transactions for individual employees, click Select Employee dialog box opens. from the tool bar and a Enter your search criteria and click Payroll Vista HRMS

235 Select the desired employee and then click. You are now provided a new toolbar with options for entering time transactions, reversals, manual checks, tips and adjustments. Following are some sample payroll transactions. Click on the time transactions for the selected employee. button to make Vista HRMS Payroll 5-13

236 Timecard Required Payroll Transaction Scenario: Brian Scott is to be paid hours of regular pay and 12 hours of overtime. Note that Brian Scott s record indicates that he is a Time Card Input Required employee. Employees that are Time Card Input Not Required will have their scheduled time automatically generated when a normal payroll is processed for their person and pay company. Transaction to Create a Second Check A Time Entry transaction can be used to create a secondary check for an employee, in addition to their regular check. For example, you can enter a Time Entry transaction to create a separate overtime or bonus check. A secondary check is created by entering a number from 02 to 99 in the Chk No field in a Time Entry transaction. If the Chk No field is blank, or if 01 is entered, the system assumes the transaction is for the employee s regular check. Scenario: A $10,000 bonus is to be paid to Jill Monatino in a second check. This check should have no miscellaneous deductions. The General Ledger charge number for this time entry is Payroll Vista HRMS

237 Even if you enter a Deduction Frequency of 9 (no deduction), the payroll parameters defined for this employee s pay company may define that wage attachment and/or tax deferred deductions will still be taken. Transaction to Create Vacation Advance Checks A Time Entry transaction can be entered to generate a vacation advance check for an employee, in addition to their normal pay check, during the current pay period. After a vacation advance check is processed, the system will not process any further time for that employee during subsequent payrolls until the total vacation hours advanced for that employee have been satisfied, based on the number of pay periods processed and the employee's regular pay period hours. If the flag is selected for the employee s pay company in the Pay Company Organizational structure, the system will wait one pay period before attempting to satisfy the employee s vacation hours. Therefore, the system will process time entered for that employee during the first payroll after a vacation advance check is issued. Advanced Vacation Hours are recorded on the employee s Payroll Information page. Scenario: Eric Haines requests an advance of 2 weeks of vacation. He requests to have each vacation advance as a separate check. On the following pages, you will find payroll reports reflecting the time entry transactions we just created. Vista HRMS Payroll 5-15

238 Payroll Error Report Although no leave plan was set up for Eric Haines, he will be paid Payroll Vista HRMS

239 Edit/Validation Report Jill gets two checks and Eric gets his regular check plus two vacation advance checks. Vista HRMS Payroll 5-17

240 5-18 Payroll Vista HRMS

241 Wage & Tax Analysis Report Each check gets taxed separately. Jill s pay company was set to not do direct deposit on additional checks. Vista HRMS Payroll 5-19

242 Time Entry Field Descriptions Although, some of the fields in the Time Entry screen are self-explanatory, on the following pages you will find descriptions. You can specify columns to display by changing your Time Entry Preferences. To do so select File >> Preferences >> Time Entry from the menu. Earnings Code The Earnings Code associated with this transaction. Through the Preferences option, you can specify whether the system will automatically enter the default Earnings Code for the employee s position in this field and, if so, whether you can change the Earnings Code in this field. When you have placed your cursor in a field when creating a transaction, you can [RIGHT-CLICK] to get a list of valid values. Hours The number of hours for which the employee is being paid. You can record a negative number of hours in order to perform an adjustment. You can also leave the Hours field blank in order to enter a flat rate in the Rate field. See the Rate field for more information. Rate The hourly pay rate for this transaction. Leave this field blank if you want to use a pay rate that is currently defined in this position s record. The system will reference the Rate Type field in this transaction to determine which rate to use. If the Rate Type field is also blank, the system will use the current pay rate (Rate Type of CUR) defined for this position. See the Rate Type field for more information. If no hours are entered in the Hours field, the system will treat the amount entered in the 5-20 Payroll Vista HRMS

243 Rate field as a flat rate. For example, if the Hours field is blank and 100 is entered in the Rate field, the system will use $ as the gross amount for this transaction. Position Code The position for which the employee is being paid. This field is stored in history table and can be used for labor distribution reporting. The system will default to the primary role for the employee. Job Code The job for which the employee is being paid. This field is stored in history table and can be used for labor distribution reporting. The system will default to the primary role for the employee. Shift Code If the Earnings Code for this Time Entry transaction has been assigned a user-defined earnings equation, you can enter a Shift Code in this field to identify a shift differential you want applied to this transaction. Risk Code The Workers Compensation Risk Code associated with this transaction. Rate Type This field is only applicable if an amount is entered in the Rate field for this transaction. If no amount is entered in that field, the system will use the rate defined in the employee s record (or on the position/job if paid by position/job). In each employee s record, you can define different types of pay rates. The response in the Rate Type field defines which rate the system will use. If this field is also blank, the system will use the current pay rate (Rate Type Code of CUR) defined for this employee. If you want to use a different type of pay rate from this position s record, enter the Rate Type Code for that rate in this field. PDS has pre-defined the following Rate Type Codes: Code CUR 2ND 3RD Description Current pay rate Second shift pay rate Third shift pay rate You can also define more Rate Types by editing the Pay Rate (CDPAYRATE) Code table. Pay Rates defined for other Rate Types can also be referenced in a Time Entry payroll transaction. If multiple rates have been entered in the employee s record for the type of rate indicated in this field, the system will reference the effective date of each rate and the Timecard Date field. If a date is entered in the Timecard Date field, the system will use the pay rate with the most recent effective date that is not later than that date. If the Timecard Date field is blank, the system will use the pay rate with the most recent effective date that is not later than the ending date of the pay period being processed. If the type of rate you select for employee is a salaried rate, the system will convert that rate to an hourly rate for this transaction. Vista HRMS Payroll 5-21

244 Tax Freq This field allows you to control how the system will annualize the taxable wages in this transaction for federal and state withholding purposes. (This field does not apply to Canadian employees.) When calculating federal and state withholding, the system annualizes the employee s taxable wages and then calculates an annual tax amount for those wages. The system then deannualizes that tax amount to determine the employee s current period tax. By default, the system will annualize the employee s taxable wages based on the number of pay periods the employee is paid that year. The system determines the number of annual pay periods based on the employee s Payroll Frequency Code and the Pay Period Frequency Code assigned to the employee s position. For example, if the employee s Payroll Frequency Code is an S (for semi-monthly) and the Pay Period Frequency Code for their position is a 5 (indicating the position is paid every pay period), the system assumes the employee will be paid 24 times a year for that position. The system will multiply the employee s taxable wages by 24 to annualize them. Likewise, if the employee s Payroll Frequency Code is an S, but the Pay Period Frequency Code for the employee s position is a 1 (indicating it is only paid the first pay period of the month), the system assumes the employee will only be paid 12 times a year for that position. The system will multiply the employee s taxable wages by 12 to annualize them. However, in some situations, you may not want the system to annualize the employee s taxable wages following these methods. For example, if you enter a four-week vacation advance for an employee, you may not want the system to annualize the wages in that check. Therefore, in the Tax Freq field, you can enter a Tax Frequency Code that overrides the system s default procedures to annualize and defines how the system will treat the taxable wages in this transaction for federal and state withholding. As seen in the Code Lookup on the previous page, the following are valid Tax Frequency Codes: Code Description 1 Treat these wages as a weekly amount (multiply by 52 to annualize) 2 Treat these wages as a bi-weekly amount (multiply by 26 to annualize) 3 Treat these wages as a semi-monthly amount (multiply by 24 toannualize) 4 Treat these wages as a monthly amount (multiply by 12 to annualize) 5 Treat these wages as an annual amount - no need to annualize 6 Treat these wages as a four-weekly amount (multiply by 13 to annualize) The response in the Tax Freq field must be the same specified for all Time Entry transactions that will be included in the same check Payroll Vista HRMS

245 Charge Number In this field, you can enter a general ledger account number to temporarily override any general ledger account numbers entered in this employee s record. On the Labor Distribution tab of each person s record, you can specify one or more general ledger account numbers you want associated with that particular person s earnings in addition to the account numbers defined for each Earnings Code in the General Ledger table. For example, in your General Ledger table, you might specify the main account number for each Earnings Code. Then, in each person record, you might specify sub-account numbers. When General Ledger processing is performed, the system will create separate general ledger transactions for each Earnings Code for which you have defined a general ledger account number in the General Ledger table. If you have also defined general ledger account numbers in your employee records, or in one or more payroll transactions, the system will break out the charges for each Earnings Code into separate transactions for each of those additional general ledger account numbers. Those transactions will contain both the general ledger account number defined for that Earnings Code in the General Ledger table and the additional account number defined in either the person record or payroll transaction. Chk No The response in this field indicates the employee check in which this transaction will be included. You indicate the check in which the transaction will be included by entering a number from 01 to 99 in this field. If this field is blank, the system assumes 01 has been entered. All transactions processed with the same number in the Chk No field will be included in the same check (including transactions entered for different positions). For example, let's assume that three Time Entry transactions are entered for the same employee. In the first transaction, 01 is entered in the Chk No field. In the second and third transactions, 02 is entered in the Chk No field. When payroll is processed, the system will produce tw o checks for the employee. The first check will include the first Time Entry transaction entered. The second check will include the second and third Time Entry transactions. If this field is blank or contains 01, the system assumes these earnings are for the employee s regular paycheck. However, checks created from transactions with Chk No 02 or higher are considered secondary checks, and special rules and procedures apply to those checks. More information on secondary checks, including vacation advance checks, is given after these field descriptions. Ded Freq This field allows you to control which deductions and taxable fringes will be processed for this transaction. Normally, the system determines which deductions and taxable fringes to process based on the pay period specified in the Time Batch Header transaction for that payroll and the Pay Period Frequency Code assigned to each deduction and taxable fringe. For example, if a deduction is assigned a Pay Period Frequency Code of 1, that deduction will be processed when the first pay period of the month is processed (i.e., a 1 is entered as the pay period on the Time Batch Header). However, in the Ded Per field, you can enter a Pay Period Code that overrides the pay period specified in the Time Batch Header transaction. Vista HRMS Payroll 5-23

246 The following are valid Pay Period Codes: Pay_Period Description 1 Process deductions and taxable fringes normally taken when the f i r s tpay period of the month is processed (i.e., all deductions and taxable fringes with a Pay Period Frequency of 1, 5, 6, or 8). 2 Process deductions and taxable fringes normally taken when the second pay period of the month is processed (i.e., all deductions and taxable fringes with a Pay Period Frequency of 2, 5, 7, or 8). 3 Process deductions and taxable fringes normally taken when the third pay period of the month is processed (i.e., all deductions and taxable fringes with a Pay Period Frequency of 3, 5, 6, or 8). 4 Process deductions and taxable fringes normally taken when the fourth pay period of the month is processed (i.e., all deductions and taxable fringes with Pay Period Frequency of 4, 5, 7, or 8). 5 Process deductions and taxable fringes normally taken when the f i f t hpay period of the month is processed. This Pay Period Code only applies to employees who are paid weekly and would only be used when there is a fifth pay week in the month. 9 Do not process any deductions or taxable fringes. Even if you enter a 9 in this field, the payroll parameters defined for this position s pay company may define that wage attachment and/or tax deferred deductions will still be taken. Each pay company s payroll parameters are defined in your Pay Company structure. The response in the Ded Freq field must be the same specified for all Time Entry transactions that will be included in the same check. When the system processes the Time Entry transactions for the same check, the system will use the pay period specified for the first transaction it processes for all remaining transactions included in that check. Chk/Dep You only need to complete this field if you want to override the normal pay method information defined for this employee and the employee's pay company check or deposit. Vac Adv Indicates (Y or N) whether this transaction will produce a vacation advance check for this employee. If a Y is entered in this field, the amount entered in the Hours field in this transaction will be added to the Vacation Advance Counter field in the employee s record. Timecard Date This field is only used if the Rate field in this transaction is blank, indicating that the system will use a rate entered in the employee s pay rate record. The response in the Rate Type field indicates which type of rate the system will use Payroll Vista HRMS

247 If multiple rates have been entered in the position s record for the type of rate indicated in the Rate Type field, the system will reference the effective date of each rate and the date entered in the Timecard Date field in this transaction. If a date is entered in the Timecard Date fiel d, the system will use the pay rate with the most recent effective date that is not later than that date. I f the Timecard Date field is blank, the system will use the pay rate with the most recent effective date that is not later than the ending date of the pay period being processed. For Canadian employees, the date is critical as it determines which pay period week the earnings will be allocated in Pay History for EI. FWT Flag The Federal Withholding Override Flag. The response in this field indicates whether you will override the normal Federal Withholding rate for this transaction. Leave the FWT Flag field blank to use the default Federal Withholding information identified on the Payroll Taxes page of this employee's record. Otherwise, you can indicate that the amount in the FWT Amt/Pct field is the percentage or fixed amount of Federal Withholding tax that will be taken for this transaction. For US employees, you can also indicate that you want to override the normal Federal Withholding rate for this transaction with the supplemental rate established in the Taxes table. To override the normal Federal Withholding rate, enter one of the following: P - Use the amount in the FWT Amt/Pct field as the Federal Withholding percentage for this transaction. F - Use the amount in the FWT Amt/Pct field as the fixed amount of Federal Withholding for this transaction. S - Use the supplemental Federal Withholding rate in the Taxes table. (This response is not valid for Canadian employees.) FWT Amt/Pct The override Federal Withholding amount or percentage. Percentages are entered left of the decimal (e.g., 2% is entered as 2.00). See the FWT Flag field for more information. State Code The Postal Code identifying the withholding state for this transaction. Leave this field blank to use the withholding state(s) identified on the Payroll Taxes page of this employee's record. SWT Flag The State Withholding Override Flag. The response in this field indicates whether you will override the normal State Withholding rate for this transaction. Leave the SWT Flag field blank to use the default State Withholding information identified on the Payroll Taxes page of this employee's record. Vista HRMS Payroll 5-25

248 Otherwise, you can indicate that you want to override the normal State Withholding rate for this transaction with the supplemental rate established in the Taxes Table. You can also indicate that the amount in the SWT Amt/Pct field is the percentage or fixed amount of State Withholding tax that will be taken for this transaction. The withholding state for this transaction is indicated in the State ID field. To override the normal State Withholding rate, enter one of the following: S P F Use the supplemental State Withholding rate in the Taxes Table. Use the amount in the SWT Amt/Pct field as the State Withholding percentage for this transaction. Use the amount in the SWT Amt/Pct field as the fixed amount of State Withholding for this transaction. SWT Amt/Pct The override State Withholding amount or percentage. See the SWT Flag field for more information. Percentages are entered left of the decimal (e.g., 2% is entered as 2.00). Prov Code The Province Code identifying the withholding province for this transaction. Leave this field blank to use the withholding province identified on the Payroll Taxes page of this employee's record. Prov Flag The response in this field indicates whether you will override the normal Quebec withholding rate for this transaction. Leave the Prov Flag field blank to use the default Quebec withholding information identified in this employee's record. Otherwise, you can define that the amount in the Prov Amt/Pct field is the percentage or fixed amount of Quebec Provincial Withholding tax that will be taken for this transaction. To override the normal Quebec Provincial Withholding rate, enter one of the following: P - Use the amount in the Prov Amt/Pct field as the Quebec Province Withholding percentage for this transaction. F - Use the amount in the Prov Amt/Pct field as the fixed amount of Quebec Province Withholding for this transaction. Prov Amt/Pct The override Quebec Provincial Withholding amount or percentage. See the Prov Flag field for more information. Percentages are entered left of the decimal (e.g., 2% is entered as 2.00). Local Code The Local Tax Code identifying the withholding locality for this transaction. Leave this field blank to use the withholding locality (or localities) identified on the Payroll Taxes page of this employee's record. LWT Flag The Local Withholding Override Flag. The response in this field indicates whether you will override the normal local withholding rate for this transaction. Leave the LWT Flag field blank to use the default local withholding information identified on the Payroll Taxes page of this employee's record. Otherwise, you can indicate that you want to override the normal local withholding rate for this transaction with the amount in the LWT Amt/Pct field. The withholding locality for this transaction is indicated in the Local Code field Payroll Vista HRMS

249 To override the normal local withholding rate, enter either: P - Use the amount in the LWT Amt/Pct field as the local withholding percentage for this transaction. F - Use the amount in the LWT Amt/Pct field as the fixed amount of local withholding for this transaction. LWT Amt/Pct The override local withholding amount or percentage. Percentages are entered left of the decimal (e.g., 2% is entered as 2.00). See the LWT Flag field for more information. SUI Code The Postal Code of the SUI/SDI state for this transaction. Leave this field blank to use the SUI/SDI state identified on the Payroll Taxes page of the employee's record. Days Worked The number of days worked included in this transaction. This figure is used for Workers' Compensation reporting. Leave this field blank if you want the system to automatically calculate the days worked based on the hours entered. Weeks Worked The number of weeks included in this transaction. This figure is used for quarterly reporting. Leave this field blank if you want the system to automatically calculate the weeks worked for this transaction based on the hours entered and the position s normal weekly hours. Start Date This field is only applicable to permanent Time Entry transactions (i.e., a Y is entered in the Permanent field for this transaction). For permanent Time Entry transactions, you can use the Start Date field to specify a starting date for this transaction. If you enter a starting date, the system will only process this transaction if that date is equal to or earlier than the ending date of the pay period being processed. End Date This field is only applicable to permanent Time Entry transactions (e.g., a Y is entered in the Permanent field). For permanent Time Entry transactions, you can use the End Date to specify the ending date of this transaction. If you enter an ending date, the system will only process this transaction if that date is equal to or later than the starting date of the pay period being processed. Permanent Indicate if this transaction is a permanent transaction that should NOT be automatically deleted after the Update phase of payroll is processed. If this field is left blank, the system will delete this transaction after it is processed and the update phase of payroll is completed. However, if a Y is entered in this field, the system will not delete this transaction after the update phase of payroll is processed. If the transaction is not deleted, it will then be available for processing the next time a payroll is processed for this employee's pay company and Payroll Frequency. You will also be able to update or delete the transaction before the next payroll is processed. You can use the Start Date and End Date fields to specify starting and ending dates for permanent transactions. Batch No This field only applies to Time Entry transactions entered for this employee through the Batch Time Entry option. This field shows the Batch Code of the batch in which the transaction is entered. This field will only be displayed if the Display entries with batch number preference is selected through the Preferences option. Vista HRMS Payroll 5-27

250 Batch Time Entry The Batch Entry feature allows you to enter time transactions in separate batches and monitor the control hours versus actual hours entered for each batch. Select File >> Timecard Batching >> Batch Time Entry from the menu. Batch Time Entry advantages include: The ability to key in multiple employees at one time Security by user Assigns valid earnings for the batch Each batch can be pay company specific For Batch Time Entry follow these steps: 1. Specify Preferences for Batch Maintenance 2. Create Batch through Batch Maintenance 3. Specify Preferences for Batch Time Entry 4. Enter Batch Time Entry 5-28 Payroll Vista HRMS

251 Specifying Batch Maintenance Preferences The Preferences option allows you to specify important preferences that will be in effect when you define your time entry batches through the Batch Maintenance option. Select File >> Preferences >> Batch Maintenance from the menu. These preferences will stay in effect until you change them. User ID User ID required on each batch - If you select this option, Vista will require that a User ID is entered in each batch defined in the Batch Maintenance window. Default User ID to logon User ID - If you select this option, Vista will automatically enter the User ID that you entered to log into the Time Entry module into each new batch that you define in the Batch Maintenance window. Validate User ID in security table - If you select this option, only User IDs that are currently established in Vista Security module will be accepted in the Batch Maintenance window. Approval Code Allow approval code when batch is out of balance - If you select this option, Vista will allow you to enter an Approval Code for a batch. Pay Company Associated With Batch Require pay company associated with each batch - If you select this option, Vista will require that a Company Code is entered in each batch defined in the Batch Maintenance window. During batch entry, require that all entries be for pay company associated with batch - I f y o u select this option, each batch will be pay company-specific. In each batch, you will only be able to enter time transactions for employees within the pay company that has been defined f o rthat batch in the Batch Maintenance window. Vista HRMS Payroll 5-29

252 Earnings Validate Earnings Code during batch time entry against batches setup and disallow invalid entries - If you select this option, Vista will require that all time transactions entered for a batch must have the same Earnings Code that is defined for that batch in the Batch Maintenance window. During batch time entry, if invalid Earnings Code is entered write Earnings Code to batch - If you select this option, Vista will allow you to enter a Batch Time Entry transaction with an Earnings Code that is different than the Earnings Code defined for that batch in the Batch Maintenance window. In the Batch Maintenance window, Vista will automatically create separate entries and maintain separate totals for the different Earnings Codes entered in each batch. Creating Batches Using Batch Maintenance To define a batch through this option, open the Payroll Utility module and do the following: 1. Pull down the File menu and select the Timecard Batching option. Vista displays the following sub-menu: 2. From this menu, select the Batch Maintenance option. Vista opens the Batch Maintenance window. 3. Once you have opened the Batch Maintenance window, you can proceed to add, update or delete batch information Payroll Vista HRMS

253 To add a new batch, click on the Add Row button. The cursor moves to a blank line for you to enter information for that batch. To update a batch, move the cursor to the field you want to change and delete the information currently in that field. Then type the new information. To mark a batch for deletion, click once on the line of information for that batch and click on the Delete Row button. The system places an X in the box to the left of that batch. That batch will be deleted when you save the information in this window. If you mark a batch for deletion and then decide you do not want that batch to be deleted, you can unmark that batch by clicking on the line of information for that batch and then clicking on the Delete Row button again. 4. After you have finished adding, updating and marking batches for deletion, you can save the changes you have made by clicking on the Save button or pulling down the File menu and selecting the Save option. 5. After you have saved your updates, you can close the Batch Maintenance window by clicking on the Close button in the upper right corner of that window. Specifying Batch Time Entry Preferences The Preferences option in the Payroll Utility module allows you to specify important preferences that can help you customize the Batch Time Entry process to meet your specific batch entry needs. To access these preferences, choose File >> Preferences >> Batch Entry from the menu. You can specify which columns will be displayed in the Batch Time Entry window, as well as default and override information for several critical fields in that window. These preferences will stay in effect until you change them. Vista HRMS Payroll 5-31

254 Columns To Display From the options beneath this heading, select the columns that will be displayed in the Batch Time Entry window when you enter employee time transactions. Only those columns selected with a check mark will be displayed. (Note that the Employee Code column will always be displayed in the Batch Time Entry window and, therefore, is not listed as a display preference in this dialog box.) Position There are two separate options beneath this heading: Default to current Position Code for employee - If you select this option, the system will automatically enter the employee s primary Position Code in the Position Code field in the Batch Time Entry transaction. Allow override of employee s Position Code - If you select this option, you can override the default Position Code entered in the Position Code field in a Batch Time Entry transaction. Hours If you select the option beneath this heading, the system will automatically enter the person s normal weekly hours in the Hours field of the Batch Time Entry transaction. For each person, you define the number of hours an employee normally works in that week. If no normal weekly hours are specified in the person s record, the system will use the number of weekly hours defined for the pay company in your Pay Company structure. Earnings Code There are two separate options beneath this heading: Default to person s Earnings Code - If you select this option, the system will automatically enter the person s default Earnings Code in the Earnings Code field in the Batch Time Entry transaction. Allow override of person s default Earnings Code - If you select this option, you can override the default Earnings Code entered in the Earnings Code field in each Batch Time Entry transaction Payroll Vista HRMS

255 Entering Batch Time Entry To enter Time Entry transactions for the batches you have defined, open the Time Entry module and do the following: 1. Pull down the File menu and select the Timecard Batching option. Vista displays the following sub menu: 4. From this sub-menu, select the Batch Time Entry option. Vista displays the Batch Selection dialog box: 2. In the Batch Selection dialog box, select the batch you want to access. Vista opens the Batch Entry window, which contains all Batch Time Entry transactions currently entered for that batch. 3. Once you have opened the Batch Maintenance window, you can proceed to add, update or delete batch information. To add a new transaction to the batch displayed in the Batch Time Entry window, click on the Add Row button. Vista inserts a blank row for you to enter a new Time Entry transaction. You identify the employee for which you are entering the transaction by completing the Employee ID field. (Based on the display preferences currently made through the Preferences option, the Batch Entry window may also display a Pay Company and Vista HRMS Payroll 5-33

256 Distribution field. If so, you will also need to complete those fields in order to properly identify the employee.) You can also click on the Search button to open the Select Employee dialog box. You can use that dialog box to search for and select an employee. After you identify the employee for whom you are entering the transaction, you can proceed to complete the Batch Time Entry fields for that employee s transaction. After you have completed adding a transaction, you can continue adding, updating and marking other transactions for deletion in the Batch Time Entry window. However, the transactions you added are not saved until you select the Save option. Go to Step 4 for information on saving transactions. If you need to add a transaction for an employee who already has a transaction currently entered in this batch, you can add a new transaction for that employee by clicking once anywhere in that employee s existing transaction, then clicking on the Copy Employee button. Vista will insert a new line beneath the employee s existing transaction and automatically retrieve that employee s information to that line. To update a transaction, move the cursor to the field you want to change and delete the information currently in that field. Then type the new information. After you have completed updating a transaction you can continue adding, updating and marking other transactions for deletion in the Batch Time Entry window. However, the transactions you update are not saved until you select the Save option. Go to Step 7 for information on saving your updates. To mark a transaction for deletion, click once on the line of information for that transaction and click on the Delete Row button. The system places an X in the box to the left of that transaction. That transaction will be deleted when you save this batch. If you mark a transaction for deletion and then decide you do not want that transaction to be deleted, you can unmark that transaction by clicking on the line of information for that transaction and then clicking on the Delete Row button again. Vista removes the X from the box to the left of that transaction. After you have marked a transaction for deletion, you can continue adding, updating and marking other transactions for deletion in the Batch Time Entry window. However, the transactions you mark for deletion are not actually deleted until you select the Save option. Go to Step 4 for information on saving your updates. 4. After you have finished adding, updating and marking transactions for deletion, you can save the changes you have made by clicking on the Save button or pulling down the File menu and selecting the Save option. After you have saved your updates for one batch, you can either retrieve the transactions for another batch to the Batch Time Entry window or close the Batch Time Entry window Payroll Vista HRMS

257 To retrieve another batch s transactions to the Batch Time Entry window, click on the Open Batch button. The system displays the Batch selection dialog box for you to select another batch. (See Step 2). Note that when you retrieve another batch to the Batch Entry window, the system closes the batch currently shown in that window. If there are unsaved changes in that batch, the system will prompt you to indicate whether you want to save those updates before it closes that batch. To close the Batch Time Entry window, click on the Close button in the upper right corner of that window. Vista HRMS Payroll 5-35

258 Automatically Generating Batches This section describes how you can automatically generate separate batches for each distribution group within a specific pay company and then automatically generate Time Entry transactions for those batches. There are three basic steps: 1. Set preferences for Automatic Batch Creations 2. Generate Batches 3. Generate Time entry Transactions Set Preferences for Automatic Batch Creation Before you can automatically generate batches or Time entry transactions for those batches, you must set your preferences accordingly: Batch Maintenance Preferences The following Batch Maintenance Preferences must NOT be selected: User ID required on each batch Validate User ID in security table Validate Earnings ID during batch time entry against batches setup and disallow invalid entries The following Batch Maintenance Preferences MUST be selected: During batch time entry, if an invalid Earnings is entered write Earnings ID to batch. Require pay company associated with each batch During batch entry, require that all entries are for the pay company associated with batch. Other Batch Maintenance Preferences can be set however you wish. Batch Time Entry Preferences The following Batch Time Entry Preferences MUST be selected: Default to normal hours for employee Default to position's Earnings ID Other Batch Time Entry Preferences can be set however you wish Payroll Vista HRMS

259 Generate Batches The following describes how to automatically generate separate time entry batches for each distribution group within a specific pay company. The Batch ID for each batch that the system creates is a combination of the Pay Company ID and Distribution ID. The Earnings ID for each batch is the default Earnings ID specified for that pay company in the Pay Company structure. To automatically generate batches, open the time entry module on the desktop. Batch Maintenance 1. From the File Menu, select Timecard batching 2. Then select Batch Maintenance from the sub-menu the system displays. The system then opens the Batch Maintenance Vista HRMS Payroll 5-37

260 3. Click on the Generate Transactions button. The system opens the Select Pay Companies dialog box. 4. Highlight the pay company for which you want to create batches and click the OK button. The system creates a batch for each distribution group within the pay company. The Batch ID is the combination of the Pay Company ID and Distribution ID. The Earnings ID for each batch is the default Earnings ID specified for that pay company. 5. You can now proceed to specify control hours for each batch and then save each batch. After you have saved each batch, you can automatically generate Time Entry transactions for those batches Payroll Vista HRMS

261 Generate Time Entry Transactions Now that we have the batch setup, we'll go into time entry and generate Time Entry transactions. Time Entry transactions can only be automatically generated for a batch if that batch has been defined for a specific pay company and distribution group. In which case, the Batch ID must be a combination of the pay company and distribution group. When you generate Time Entry transactions for a batch, you need to select the Pay Frequency of the employees for whom you want to generate transactions. The system will generate Time Entry transactions for all employees in that distribution group with that Pay Frequency, whose payroll status is active and whose record requires a Time Entry transaction to be paid (i.e., the system does not automatically calculate the earnings for that person). The Earnings ID in each transaction will be the default Earnings ID for the employee. The hours in the transaction will be calculated based on the person's normal weekly hours and the employee's Pay Frequency. Batch Time entry 1. From the file Menu, select Timecard Batching. Then select Batch Time Entry from the menu the system displays. The system opens the Batch Selection dialog box. Select Batch 2. Select the batch for which you want to generate transactions. The system opens the batch time entry window, which contains any transaction currently for that batch. Vista HRMS Payroll 5-39

262 Select Pay Frequency 3. In the Pay Frequency drop down box, select the Pay Frequency of the employees for whom you want to generate transactions. 4. Click on the Generate Transactions button. The system generates Time Entry transactions for the employees in the distribution group associated with this batch. 5. At this point you can generate more transactions for this batch for other Pay Frequencies or manually add, update or delete any transactions that the system generated. When you have finished, click SAVE button to save the corrected transactions Payroll Vista HRMS

263 Payroll Calculation Steps The following is the sequence of calculations the system performs to determine an employee's regular pay and produce their paycheck(s) and/or deposit advices. The system performs the same basic calculation sequence for secondary checks that are produced for an employee as a result of either a Time Entry, or Net-To-Gross transaction that is entered. However, you should be aware of the special rules that apply to secondary checks generated through those transactions. 1. Calculates gross earnings. Gross earnings are based on any automatic time calculations, recurring earnings, work schedule calendars, Time Entry transactions, or Salary Override transactions entered for the employee. 2. Calculates taxable gross wages. The system calculates the employee's gross taxable wages for OASDI, Medicare, Federal Withholding, State Withholding, Local Withholding, State Disability Insurance, Voluntary Disability Insurance, Earned Income Credit, Federal Unemployment Insurance, State Unemployment Insurance, and Workers' Compensation. The system also calculates the employee's tax deferred wages and total wages for percentage-based deductions. 3. Calculates taxable fringe benefits (both paid and non-paid). These taxable fringe benefits are displayed on the Taxable Fringes page of the employee's record. The system also updates the employee's taxable wage amounts based on the fringe benefits processed. 4. Calculates and deducts all pre-tax deductions in arrears. Deduction arrears amounts are displayed on the Deductions page of the employee's record. The priority of processing is based on the response in the Priority field on that page. The system also updates the employees Taxable Wages. 5. Calculates and deducts all pre-tax deductions not in arrears. This includes deductions from the Deductions page of the employee's record. The priority of processing is based on the response in the Priority field on that page. Any deduction overrides are referenced. The system also updates the employee's taxable wages. 6. Calculates Imputed Income. (if calculated during that payroll based on the payroll parameters defined for the employee s pay company). 7. Calculates and deducts all tax deferred pension plan deductions in arrears. Deduction arrears amounts are displayed on the Deductions page of the employee's record. The priority is based on the response in the Priority field on that page. 8. Calculates and deducts all tax deferred pension plan deductions in arrears. Deduction arrears amounts are displayed on the Deductions page of the employee's record. The priority is based on the response in the Priority field on that page. 9. Calculates and deducts employee Medicare tax (US). 10. Calculates and deducts employee OASDI tax (US). 11. Calculates employer Medicare tax (US). 12. Calculates employer OASDI tax (US). Vista HRMS Payroll 5-41

264 13. Calculates and deducts all non pension, before tax, tax deferred deductions in arrears. Deduction arrears amounts are displayed on the Deductions page of the employee's record. The priority is based on the response in the Priority field on that page. 14. Calculates and deducts all non pension, before tax, tax deferred deductions not in arrears. This includes deductions from the Deductions page of the employee's record. The priority of processing is based on the response in the Priority field on that page. 15. Calculates and deducts Federal Withholding tax. Any Federal Tax Override transactions entered are referenced at this point. 16. Calculates and deducts State/Provincial Withholding. Any State/Provincial Tax Override transactions entered are referenced at this point. 17. Calculates and deducts employee/employer CPP tax (Canada). 18. Calculates and deducts employee/employer EI tax (Canada). 19. Calculates State Unemployment Insurance (SUI) tax (US). 20. Calculates and deducts State Disability Insurance (SDI) tax and/or Voluntary Disability Insurance (VDI) tax (US). 21. Calculates and deducts State Disability Insurance (SDI) tax and/or Voluntary Disability Insurance (VDI) tax (US). 22. Calculates and deducts Local Withholding tax. 23. Calculates and deducts employee Workers' Compensation tax. 24. Calculates employer Workers' Compensation tax. 25. Calculates and deducts wage attachment deductions in arrears. These deductions are displayed on the Wage Attachments page of the employee's record. The priority of processing is based on the Priority field on that page. 26. Calculates and deducts wage attachment deductions not in arrears. These deductions are displayed on the Wage Attachments page of the employee's record. The priority of processing is based on the Priority field on that page. Any deduction overrides are also referenced. 27. Calculates and deducts all non pension, after tax, and non-tax deferred deductions in arrears. This includes deductions from the Deductions page of the employee's record. The priority of processing is based on the response in the Priority field on that page. 28. Calculates and deducts all non pension, after tax, and non-tax deferred deductions not in arrears. This includes deductions from the Deductions page of the employee's record. The priority of processing is based on the response in the Priority field on that page Payroll Vista HRMS

265 29. Calculates and deducts voluntary deductions in arrears. These deductions are displayed on the Deductions page of the employee's record. The priority of processing is based on the response in the Priority field on that page. 30. Calculates and deducts voluntary deductions not in arrears. These deductions are displayed on the Deductions pages of the employee's record. The priority of processing is based on the response in the Priority field on that page. Any deduction overrides are referenced. 31. Calculates and deducts bond deductions. Bond deductions are entered on the Bonds page of the employee's record. 32. Calculates and adds Earned Income Credit (US). 33. Employee net amount is distributed through checks and/or advices. The system references the pay method information entered in the employee's record. Vista HRMS Payroll 5-43

266 (This page intentionally left blank) 5-44 Payroll Vista HRMS

267 Lesson 6: Special Payroll Transactions Objectives Be Able to Perform Stop Pay Adjustments Be Able to Perform Stop Net-To-Gross Adjustments Be Able to Perform Salary Override Adjustments Be Able to Perform Tax Override Adjustments To be able to process Company Car Fringes Be Able to Produce Manual Checks Vista HRMS Payroll 6-1

268 Accessing Adjustment Transactions In the previous lesson, you reviewed basic time entry techniques. In this lesson you will make time entry adjustments and other payroll transactions in the Time Entry & Utility desktop application. Once you have opened one transaction window for an employee, you can open other transaction windows to add or update different types of transactions for the same employee. For example, if you clicked on the Adjustments button in the Time Entry module, the system opens the Adjustments window. Each tab represents a different type of adjustment Notice that the Adjustment window has several tabs each enabling you to perform a different type of adjustment 6-2 Payroll Vista HRMS

269 Stop Pay Adjustment A Stop Pay transaction can be entered to prevent the system from processing any time or adjustment transactions for employee or automatically calculating any earnings for an employee during the current pay period. Stop Pay Transaction Scenario: Patricia Brighton should not be paid during this payroll. Enter a stop pay transaction to stop her salary from generating. The system will display the code for the employee s primary role either a position or a job A Reason Code is not required. It is provided for reporting purposes only. On the following page you will see what this transaction looks like on the transaction register, the edit/validation report and the wage and tax report generated by a validation phase of payroll. Vista HRMS Payroll 6-3

270 Reports Showing Stop Payment 6-4 Payroll Vista HRMS

271 Net-To-Gross Check Adjustment A Net-to-Gross Check transaction can be entered if you want to generate a separate check for an employee, in addition to their normal pay check, and you know the net amount of the check but not the gross amount for a net-to-gross check, the system will automatically calculate the gross amount of that check, based on the net amount you entered. For Net-to-Gross Checks: Federal and State Withholding taxes will be withheld at their supplemental rate. Supplemental tax rates are defined for each tax entity in the Taxes table. If the system finds that no supplemental rate has been defined for the employee's state, the system will use the normal tax rate for that state. All other taxes will be calculated as they normally are for the employee. No deductions or fringes are processed. Only one net-to-gross check can be produced for an employee during each payroll. A Net-to-Gross Check transaction can only be used to produce a check. The direct deposit information on the Payroll page of an employee's record is not applicable to Net-to-Gross Check transactions and, therefore, no deposit advice will be generated. Scenario: Frank Maria Rossi is to receive a $500 bonus check in addition to his normal salary. The net amount of the check needs to be grossed up so that after taxes, the employee receives a check exactly for $ Right-click the mouse for a menu.of Code Values for a list of valid options Field Descriptions Earn ID The Earnings ID associated with this check. The Earnings ID you enter in this field must be currently established in the Earnings table. Net Amount Position/Job Code The net dollar amount of this check. The system will default to the employee s primary role. Vista HRMS Payroll 6-5

272 Charge No Date In this field, you can enter a general ledger account number to temporarily override any general ledger account numbers entered in this position s record. The date associated with this transaction. This field is used for reporting purposes only. Depending on the timekeeping procedures at your organization, you may either use this field to specify the date the transaction was entered, a week ending date for this transaction, or a pay period ending date for this transaction. 6-6 Payroll Vista HRMS

273 Reports Showing Net-to-Gross Check Vista HRMS Payroll 6-7

274 Salary Override Adjustment A Salary Override transaction can be entered to override an employee s normal gross salary for the current pay period. This transaction only applies to those employees whose gross pay for a position is automatically calculated by the system each pay period. If you enter a Salary Override transaction for an employee, you cannot enter a Time Entry transaction for the employee s regular check for that pay period (i.e., the Chk No field in the Time Entry transaction cannot be blank or contain 01). However, other transactions are not affected, including Time Entry transactions for secondary checks. If you enter a Salary Override transaction for an employee, the gross amount specified in that transaction becomes the employee's regular gross wages for that pay period. Within the Salary Override transaction, you can also specify how fringes, taxes and deductions should be processed for the override amount. Only one Salary Override can be entered for an employee each payroll. Salary Override Scenario: Brian Scott s salary for the current payroll should be overridden to $ instead of his normal salary. Taxes and deductions should be processed as normal on this paycheck. 6-8 Payroll Vista HRMS

275 Field Descriptions Earn ID Override Code Amount Position ID Charge Number The Earnings ID associated with this transaction. Earnings IDs are established in the Earnings table. Indicates how fringes, taxes and deductions should be processed for this transaction. The following are valid Override Codes: Code C D H Description All fringes, taxes, and deductions will be processed normally. Federal and State Withholding taxes will be taken at their supplemental rate. All fringes, other taxes, and deductions will be processed normally. Federal and State Withholding taxes will be taken at their supplemental rate. All fringes and other taxes will be processed normally. No voluntary deductions will be withheld. Supplemental tax rates are defined for each tax entity in the Taxes table. If you indicate that taxes should be taken at their supplemental rate, but the system finds that no supplemental rate has been defined for the employee s state, the system will use the normal tax rate for that state. The amount of the salary override. The ID of the position associated with this adjustment. Position s are established in your Positions structure. This transaction will only be processed when payroll processing is performed and the Time Batch Header transaction for that payroll indicates that the employee s pay company and payroll frequency should be processed. In this field, you can enter a general ledger account number to temporarily override any general ledger account numbers entered in this person s record. Vista HRMS Payroll 6-9

276 Reports Showing Salary Override 6-10 Payroll Vista HRMS

277 Tax Override Adjustment Only one Provincal Federal and State Tax Override transaction can be entered for an employee each payroll. A Tax Override transaction can be entered to completely override the amount of the employee's Federal and/or State Withholding tax for the current pay period. You can specify the withholding amount as either a fixed amount or as a percentage of the employee's taxable wages. For a state withholding override, if more than one withholding state is established for this employee on the Payroll Taxes page of their employee record, the system will process the override amount for the state with the highest priority on that page. No taxes will be withheld from the employee's regular pay for any other state identified on that page. A Tax Override transaction only overrides the amount of federal and/or state/provincial tax withheld from the employee's pay. Taxable wages are not affected and will be accumulated as normal. Also, a Tax Override is only applied to the employee's regular pay check (i.e., wages resulting from an automatic time entry or Time Entry transactions in which the Chk No field is blank or contains 01).. Tax Override Transactions For Federal Tax Scenario: Holly Gray wants to have exactly $100 federal tax withheld from her next normal paycheck. Vista HRMS Payroll 6-11

278 Federal and State Tax Override A Tax Override is specified in either the Federal or State Tax Override area in this transaction window. In the Amount field, specify the amount of the override. If the amount is a percentage, enter the percentage to the right of the decimal (e.g., 5% is entered as.05). Beneath the Amount field, click on either the Fixed or Percent button to indicate that the override amount is a fixed amount or percentage of the employee s federal taxable wages. If a 0 is entered in the Amount field, the system assumes that a Federal Tax Withholding Override is entered for the employee in the amount of $0 and, therefore, NO WITHHOLDING TAX WILL BE WITHHELD FOR THE EMPLOYEE. Therefore, if a Tax Override should NOT be entered for the employee, make certain that the Override Amount field is BLANK Payroll Vista HRMS

279 Reports Showing Federal Tax Override Vista HRMS Payroll 6-13

280 Company Car Fringe A Company Car Fringe transaction can be entered to record an employee's mileage from a company car fringe benefit so that the employee will be taxed for personal use of the car. Before a Company Car Fringe transaction can be entered for company car fringe the fringe must be entered on the employee s record along with a Motor Vehicle ID currently established on the Motor Vehicle table. The Motor Vehicle ID identifies the record on the Motor Vehicle table which contains the annual lease value of the employee's company car. You also enter the car lease date for the employee on the Motor Vehicle page. When you enter a Company Car Fringe transaction, you specify the total miles (business and personal) the employee has driven and the total number of personal miles the employee has driven since the last time the employee s mileage was recorded in a Company Car Fringe transaction. In Fringe Amt 1, enter the total number of miles (both business and personal) the employee has driven the company car since the last time the employee s mileage was recorded in a Company Car Fringe transaction. In Fringe Amt 2, enter the total number of personal miles the employee has driven the company car since the last time the employee s mileage was recorded in a Company Car Fringe transaction Payroll Vista HRMS

281 Company Car Calculation In order to determine the employee's taxes for personal use of the company car, the system performs the following calculations: 1. Pro-rates the annual lease value of the car. The Motor Vehicle ID in the employee's record identifies the record on the Motor Vehicle table which contains the annual lease value of the employee's company car. This value is pro-rated based on the Car Lease Date entered in the employee s record and the period ending date for the payroll (entered in the Company Header transaction). 2. Determines TOTAL miles driven this year. Adds the total miles entered in the Company Car Fringe transaction to the amount currently shown in the YTD Total Miles Driven field on the Motor Vehicle page of the employee's record. 3. Determines total PERSONAL miles driven this year. Adds the personal miles entered in the Company Car Fringe transaction to the amount currently shown in the YTD Personal Miles Driven field on the Motor Vehicle page of the employee's record. 4. Calculates the percentage of total miles which are personal miles. (Step 3 divided by Step 2.) 5. Determines the year-to-date lease value of the employee's personal use of the car. Multiplies the pro-rated annual lease value of the car by the percentage of personal miles driven. (Step 4 times Step 1.) 6. Calculates the year-to-date personal gas mileage value. Personal miles driven this year multiplied by (or the current value. 7. Calculates the total year-to-date value of the employee's personal use of the car. Personal lease value plus personal gas mileage value. (Step 5 plus Step 6.) 8. Calculates the value of the employee's personal use of the car for which the employee will be taxed this payroll. Subtract the amount currently shown in the YTD Amount field for this fringe on the Taxable Fringes page of the employee's record from the amount calculated in Step 7. When you enter the first Company Car Fringe transaction of the year for an employee, the YTD Amount field on the Taxable Fringes page will be zero. The value of the employee's personal use of the car will increase the employee's taxable wages based on the Tax Profile associated with the Fringe ID entered in the Company Car Fringe transaction. Vista HRMS Payroll 6-15

282 Reports Showing Company Car Fringe The Fringe amount appears on both the Payroll Audit and Wage and Tax reports. Notice that the wages have been increased by the Company Car Fringe. In the example below, Earnings were $3,643.96, but the taxable wages are considerably higher. The difference is not exact due to tax profiles associated with deductions Payroll Vista HRMS

283 Check Reversals A Check Reversal transaction can be entered to reverse any check currently entered in your pay history tables, including regular paychecks, secondary checks, vacation advance checks, net-to-gross checks, and manual checks. You cannot use a Check Reversal transaction to reverse a check that is no longer in the pay history tables, since the detailed information necessary for the check reversal is no longer available to the system. If you need to reverse a check that is no longer in the pay history tables, you must enter a Manual Check transaction. Check Reversal Transaction Scenario: Fred Kendel was accidentally issued a check this last payroll, and the mistake was not caught prior to the gross to net process. We need to reverse this check out of his wage and tax accumulators. The check number must be stored in pay history for a reversal. Vista HRMS Payroll 6-17

284 Reports Showing Check Reversal 6-18 Payroll Vista HRMS

285 Manual Checks A Manual Check transaction can be entered for three reasons: 1. to record a manually issued check 2. to reverse a check that is no longer in the pay history tables 3. to perform special tax adjustments When Is A Manual Check Processed? A Manual Check transaction is processed when payroll processing is performed and the Company Header transaction for that payroll indicates that the employee s pay company and payroll frequency should be processed. A Manual Check transaction can also be processed during a special payroll run, where only payroll transactions that were keyed in are processed. Manual Prepaid Check When entering a manually entered check, enter the check number so that it will be entered in pay history. For both manual check and check reversals the steps you go through are the same. The difference lies in the reason you select. Valid Reason Codes: P Manually issued checks V Reversing (voiding) a check Vista HRMS Payroll 6-19

286 Manual Check Detail Dialog Box When entering a manual check, you must click save before you can enter the Manual Check Detail Dialog Box detail. Click on the detail icon to enter the check details Notice there are command buttons that link to Earnings, Fringes, Deductions and State and Local Taxes When entering manual checks you must be sure to enter all earnings, fringes, taxes and deductions associated with the prepaid check. Total Gross Net Pay Check Date Period End Update Accumulators Earnings Field Descriptions The gross amount of the check. The net amount of the check. This amount must equal the Total Gross minus all taxes and deductions entered in this check. The Check Date appearing on the check. The Period End Date of the check. From the options beneath this heading, indicate if this transaction should update the employee s month, quarter, and/or year-to-date payroll accumulators (i.e., earnings, fringe, tax and deduction accumulators). All three options can be selected. Current accumulators are automatically updated by this transaction. The Earnings and Fringes buttons beneath this heading open dialog boxes that contain that information for this check Payroll Vista HRMS

287 Taxes Deductions Imp. Income In the fields beneath this heading you can enter the Federal Withholding, EIC, Medicare, and OASDI amounts for this check. The State, Local, SDI and WKCP buttons open dialog boxes that contain those tax amounts for this check. Employer taxes for this check are calculated by the system based on the wages entered. This includes employer OASDI and Medicare, FUI, SUI and employer s W orkers C ompensation. The Deductions button beneath this heading opens a dialog box in which you can record the deductions that were withheld in this check, including wage attachment and bond deductions. The employee s Imputed Income amount for this check. Manual Earnings Dialog Box The Manual Earnings dialog box contains earnings information for the check you are recording or reversing. Separate entries can be made to define the different earnings included in this check. Manual Earnings Dialog Box Manual Fringes Dialog Box The Manual Fringes dialog box contains taxable fringe information for the check you are recording or reversing. Separate entries can be made to define the different fringes included in this check. Manual Check Fringes Dialog Box Vista HRMS Payroll 6-21

288 Manual States Dialog Box Manual Check State Taxes Dialog Box State Postal Code Tax amount withheld for this state The Manual States dialog box contains State Withholding tax information for the check you are recording or reversing. Separate entries can be made for different states. Manual Locals Dialog Box The Manual Locals dialog box contains Local Withholding tax information for the check you are recording or reversing. Separate entries can be made for different localities. Manual Check Local Taxes Dialog Box Local ID Tax amount withheld for this locality 6-22 Payroll Vista HRMS

289 Manual SDI Dialog Box The Manual SDI dialog box contains State Disability information for the check you are recording or reversing. Separate entries can be made for different states. Manual Check SDI Dialog Box State Postal Code SDI tax amount withheld In the case above, no entry was needed. Manual Workers Compensation Dialog Box The Manual Workers Compensation dialog box contains the employee-paid Workers Compensation information for the check you are recording or reversing. Separate entries can be made for different states. Manual Check Workers Compensation Dialog Box State Postal Code The Workers' Compensation Risk Code assigned to this position or job. Amount of Workers Compensation paid to this state Vista HRMS Payroll 6-23

290 Manual Deductions Dialog Box Manual Check Deductions Dialog Box Deduction Code Deduction Amount When you click on the Deductions button in the Manual Check Detail dialog box, the system opens the Manual Deductions dialog box. This dialog box contains deduction information for the check you are recording or reversing, including wage attachment and bond deductions. Separate entries can be made for each deduction. When you are done entering or updating information in this dialog box, click on the OK button to save your changes and return to the Manual Check Detail dialog box Payroll Vista HRMS

291 Manual Check Reversals A Manual Check transaction can be entered to reverse a check that was issued to an employee during a previous pay period. Normally, you would enter a Check Reversal transaction to reverse a check. However, if the check you need to reverse is no longer contained in the pay history tables, you must enter a Manual Check transaction to reverse the check, since the earnings, fringe, tax and deduction information from that check is no longer available to the system. You can use a Manual Check transaction to reverse any check issued through Vista, including regular pay checks, secondary checks, vacation checks, net-to-gross checks, and even manual checks that were recorded through a prior Manual Check transaction. Void The number of the check (or deposit advice) that is being reversed The key thing to remember is that every earning, fringe, deduction and tax amount needs to be included in the detail. You can only reverse the entire amount of the check. If you attempt to reverse only part of the check, you will corrupt the relationship between an employee s wage, tax and deduction accumulators. Using Manual Check for a Tax Adjustment A Manual Check transaction can be entered to perform a special adjustment to an employee s taxes. For each tax, you can specify a dollar amount that either should be added to or subtracted from the employee s tax amount. For example, you can use a Manual Check transaction to refund an employee an excessive tax amount that was withheld during a previous payroll. You should NOT use a Manual Check transaction to adjust an employee s OASDI or Medicare tax amounts since those taxes are self-adjusting. If an employee s OASDI or Medicare wage and tax amounts become out of sync, the next time a payroll is Vista HRMS Payroll 6-25

292 processed for the employee, the system will automatically perform an adjustment to correct that relationship. Special procedures must be followed when entering a Manual Check transaction to adjust an employee s taxes. Check Number The Check Number you enter for the transaction will determine whether that adjustment should be applied to the employee s regular pay check for the current payroll, or if the adjustment should only be applied to the tax accumulators in the employee s record Note: If you want the tax adjustment to be applied to the employee s regular pay check for this payroll, enter as the Check Number. Reason The Reason must be a P. Update Accumulators Check Date & Period End No Earnings, Fringes or Deductions Tax Amounts Net Pay All Update Accumulators options should be checked. The Check Date and Period End date of the Manual Check transaction should reflect the dates of the current payroll. No earnings, fringes or deductions should be specified in the transaction. You specify the dollar amount that either should be added to or subtracted from the employee s tax amount in the tax fields provided. Amounts for more than one tax can be entered. The Net Pay amount in the transaction must equal the Total Gross specified, minus all tax amounts entered. The following is an example of a Manual Check transaction that was entered to refund an employee $100 of Federal Withholding Tax. Since a Check Number of is entered, the adjustment will be applied to the employee s regular paycheck for the current payroll Payroll Vista HRMS

293 Manual Check Detail Dialog Box Applying Your Knowledge In the exercises that follow you will use the Manual Check Option in the Time Entry Utility for each of the following reasons: To record a prepaid check To void a check no longer in pay history To make a current pay tax adjustment Exercise 1 Record a Prepaid Manual Check Scenario: Nancy Spaller was issued a check manually (hand written) by the accounting department. The wages and taxes need to be input into Vista payroll for W2 s, Quarterly s and other reporting purposes. Using the manual check transaction, this information can be posted to the correct accumulators. Transaction: The following screens take you through the steps and indicate the data from which the manual check was drawn. Vista HRMS Payroll 6-27

294 6-28 Payroll Vista HRMS

295 Vista HRMS Payroll 6-29

296 Reports from Exercise 1 Manual Pre-Paid Check 6-30 Payroll Vista HRMS

297 Exercise 2 Manual Void Check This transaction allows users to void checks that are not currently stored in the pay history database tables or to void partial check amounts. Checks that are stored in pay history can be voided through the Check Reversal transaction. Scenario: Steve Fitzpatrick lost his check. This check was issued to him prior to going live on the Vista product so the check information is not in the pay history database tables. The Manual transaction can be used to reverse all the information from his employee record. The key thing is to make sure you have all the information. To reverse. Transaction: Vista HRMS Payroll 6-31

298 6-32 Payroll Vista HRMS

299 Reports from Exercise 2 Manual Void Check Vista HRMS Payroll 6-33

300 Reports from Exercise 2 Manual Void Check In the Wage and Tax Report you see that the Void check is processed with negative entries. Had the entries on the transaction been out of balance the message below would have printed on the Edit/Validation report and the void check would not be listed on this report. The out of balance amount is included 6-34 Payroll Vista HRMS

301 Current Pay Tax Adjustment This transaction allows users to adjust the tax amounts withheld for any of the following. Scenario: Federal tax State tax Local tax State Disability Insurance tax But NEVER OASDI OR MEDICARE TAX! Kristen Night requested to have an extra $40.00 withheld for federal withholding this current payroll only. Transaction: Vista HRMS Payroll 6-35

302 Reports from Exercise 2 Manual Void Check 6-36 Payroll Vista HRMS

303 Lesson 7: Payroll Processing Objectives Understand the steps of Payroll Processing Understand the Payroll Calculation Steps Be able to generate and understand the Transaction Register Report Become familiar with standard reports generated by validation and update phases of payroll processing Vista HRMS Payroll 7-1

304 Processing a Payroll Most payroll processes are accessed in the Processing Module of the Payroll Application. By default when you enter this module, All Jobs are selected from the drop down list. The drop down list for Country allows you to see and select the jobs pertinent to that country. The menu on the options frame has only one icon, Monitor examine the progress of jobs submitted.., which lets you USA Reports Canadian Reports If the payroll you are running does not require time entry adjustments or batch time entry, you can perform all steps in the browser application. If, however, batch time entry is required or adjustments must be made, they must be performed in the Time Entry Desktop application. This will be covered later in this lesson. In either case, you specify which employee group(s) you want processed. 7-2 Vista HRMS

305 Transaction Register The Transaction Register report lists the time entry transactions entered in your database, showing the information entered in each transaction. This report can be used to verify that each transaction has been entered correctly. Transactions are sorted by pay company, distribution group, Employee, and transaction key. The Transaction Register is a job run from the Payroll Processing module. Transaction Key The time batch header transaction for each pay company is listed before the transactions for that pay company s employees. The first two characters of each transaction key is a code identifying the type of transaction entered. For time batch header transactions, the rest of the transaction key is comprised of the Company Code. For all employee payroll transactions, the rest of the transaction key is comprised of the employee s pay company, distribution, and Employee ID. For example, TH is the Transaction Type Code for time entry transactions. Let s assume that a time entry transaction has been entered for an employee assigned to Pay Company 0010 and Distribution Code The employee s Employee ID is The transaction key for that transaction would be printed as TH Vista HRMS 7-3

306 The following are the Transaction Type Codes used at the beginning of each transaction key: TB TG TH is the Transaction Type Code for time batch header transactions. is the Transaction Type Code for adjustment transactions (e.g., stop pay, salary overrides, etc.). is the Transaction Type Code for time entry transactions. The information in each manual check transaction is shown in three separate entries, and a different Transaction Type Code identifies each entry. TE TD TC TEFR TESD TESW identifies the gross pay, federal taxes, net pay, check date and period ending date in the transaction. identifies the earnings detail information in the transaction. identifies the deduction, state tax and local tax information in the transaction. TC is also used to identify check reversal transactions. Auto Reverse will appear after the transaction key for check reversal transactions. identifies the fringes detail information in the transaction. identifies the SDI tax detail information in the transaction. identifies the State tax detail information in the transaction. TELW identifies the Local tax detail information in the transaction. For each type of adjustment transaction, the report provides distribution group and pay company totals. For time entry transactions, separate distribution group and pay company totals are provided for each earnings type, showing the total hours entered and the cumulative total of all pay rate overrides entered for each earnings type. The following page shows an example of part of a transaction register for pay company 0010, distribution group The transaction key determines the type of data that appears on the report 7-4 Vista HRMS

307 Summary information is provided for each distribution and pay company Producing the Transaction Register From the Payroll Jobs option frame, select Transaction Register to run this report. If you look at the page below, you see that company groups can be selected or you can choose individual companies. In this example, notices that the only Companies that appear are the ones that have a header entered. Vista HRMS 7-5

308 Scheduling The system allows you to indicate whether you want to schedule this process to run at a particular time and/or multiple times. If you select any option other than Run one time only, you will be required to enter scheduling information. The system allows you to indicate whether you want PDS Enterprise Server to send an message when this process has finished. If you select to have an sent, you will be prompted to specify the recipient and message. You will also be able to indicate whether you want any report files generated by this process to be attached to the . When you have finished responding to the options on the Processing page, click on the Submit This Job button. Each processing job in Vista HRMS comes with its own set of parameters. 7-6 Vista HRMS

309 An FLSAGEN error report is also generated along with the transaction register indicating any errors you have. Vista HRMS 7-7

310 Payroll Validation Phase Vista HRMS provides both a validation and update phase of payroll processing. The validation phase and the update phase both perform the same payroll calculations based on the information currently entered in your database. However, the validation phase does NOT update any employee records with the results of those calculations. The validation phase is a preliminary run that provides you the opportunity to examine reports and make corrections prior to updating employee s records. The validation phase is a test run. When you perform the validation phase, the system automatically produces detailed reports showing how each employee's wages and taxes will be calculated, along with any appropriate warning messages. After reviewing these reports, you can enter any necessary changes to employee information, or enter payroll adjustment transactions, so that the ensuing payroll will be processed correctly. You can re-run the validation phase as many times as necessary until you are satisfied with the results shown on the report output. Only after you run a validation phase and are satisfied with the results should you then perform the final phase of payroll, the update phase. Three reports are generated each time you run the validation or Update Phase of Payroll. The Edit/Validation Report in the validation phase becomes the Audit Trail/Gross to Net Report in the update phase. The system also produces the Wage & Tax Analysis as well as the Payroll Error/Notes report, which lists errors the process discovered and also provides important informational messages. The system automatically generates sequential numbers for report names. Validation Phase Reports Report Number Title Errors / Notes Report Edit/Validation Report Current Wage and Tax Analysis Report Update Phase Reports Report Number Title Error / Notes Report Audit Trail / Gross To Net Report Current Wage and Tax Analysis Report The title is changed on this report to ensure that users can determine what transactions actually updated the database. Executing the Validation Phase Running the Validation In the Payroll application, go to the Processing Module and select the Jobs link is selected. Click on the option in the option (left) frame. 7-8 Vista HRMS

311 Payroll Validation Phase Page Only the Pay Companies that have a header entered will show up. Reports automatically sort by Company and Distribution. You can further choose to sort by Employee number or Employee name. In the Scheduling section, enter the scheduling parameters for this Phase. What appears on the screen is the default. You don t need to make changes. Scheduling Section Vista HRMS 7-9

312 Job Parameters Section You have the option to have the system send an when the process has completed and attach the report. It is likely you ll want to reports to yourself and/or others Click upon completion. When the job is submitted, the process monitor page will display the job on the Scheduled Jobs page. Notice the job is pending. If you click the Refresh button and the job is no longer listed, you will see the job listed on the Completed Jobs page.. Once the job has completed it will be listed on the Completed Jobs page: Notice that the Payroll Validation Phase has 8 steps in addition to the start step. In the example above all steps are completed and the has been sent Vista HRMS

313 The system records the start and end time of each step in the process. If one job is dependent upon another s completion, you will see Non-Running in the status until that step starts to execute. Then the status will change to Executing. Upon completion the status will change to Completed. If requested, you receive an notification that the job has processed and requested reports are attached similar to that below. Sender is PDSES PDS Enterprise Server Reports Attached Note: Reports can be opened in any text editor or word processing program. In addition to the reports mentioned previously, you may receive an FSLA report. For the most part, you can ignore this report. Let s review the Errors, Edit/Validation and Wage & Tax report. First, look at the Error Report. Just because there is an item on this report does not means it s an error. It may be merely a message indicating something non-standard has occurred. Vista HRMS 7-11

314 Error/Notes Report Note this report is sorted by Pay Company (though we ran for ACME only), Distribution, and then Employee Name as requested. There is summary information for Distribution, Pay Company and Corporate (following page). Notice there is a count summary by Distribution, Pay Company and Corporate. Notes occur for fringes and recurring earnings Calculation for a midperiod pay increase displays. Also shows fringes and recurring earnings. Indicates what will happen to the employee s deductions when they are not being paid Vista HRMS

315 Edit/Validation Report Although this report is also sorted by Pay Company, Distribution and Employee, there is no summary information for Pay Company, Distribution or Corporate. It lists all earnings and hours associated with the employee s earnings and then summarizes them. The report also shows employee s direct deposit information. Time Batch Header Same Fringe Data as shown on Error/Notes Report Multiple earnings types summarized. Direct deposit information on report matches employee set up Vista HRMS 7-13

316 On page 6 of this report, you see the same errors that displayed on the Errors/Notes report for Stacy Smith. Same data as shown on the Error/Notes Report On the final page of the report, there is no summary information Vista HRMS

317 Notice that there are totals by Distribution. Vista HRMS 7-15

318 There are also totals for company and corporate. Below you see the company totals. For each pay company processed, you also are provided summary state and local tax and taxable wages Vista HRMS

319 Payroll Comparison Process On the Process function in the Payroll application, you will find the Payroll Comparison process that will generate a report comparing the current register data with a pay history check date. The system will default the parameters to the last payroll run. You can elect to the report on the tab and on the Crystal Reports tab you can elect a document format. Payroll Comparison Report The Crystal report generated is also available in the Report function in the Payroll application. The only parameter is a list of the comparison check dates upon which the process was run. As you can see on the following page, the report shows any differences for each employee from one payroll to the next. Often there is a difference due to rounding. This report was developed to help alert the payroll administrator to potential problems while validating the current payroll, but can be run at any time to compare current register data to a previous pay history record.. Vista HRMS 7-17

320 7-18 Vista HRMS

321 Update Phase of Payroll Processing Payroll Validation and Update Phases As previously reviewed, you should run a Validation phase of payroll and examine the reports generated to check for errors. You can run the validation phase of payroll as many times as necessary to assure all errors are corrected. When you are confident that the validation phase of payroll is producing correct results, and then run the Update Phase of Payroll. The validation phase and the update phase of payroll processing both perform the same payroll calculations based on the information currently in your database. The Payroll Validation and Update Phase have the same parameters. You can create Company groups and assign companies to them in the Pay Company setup in the Organizational module of the Human Resources application. Vista HRMS 7-19

322 Both phases produce a Payroll Error report, Edit/Validation report, and Wage & Tax Analysis report for that payroll. For the update phase of payroll, the Edit/Validation report is renamed the Audit Trail report. However, the same information appears in both reports. You have taken a look at these reports earlier. The Payroll Error report lists any errors the system encountered in processing each employee s time and adjustments. This report will also contain important informational messages. For example, the system will print a message whenever an employee is having tax withheld for a new state or locality, or that a direct deposit transaction has been pre-noted. The Edit/Validation / Audit reports provide detailed information about all automatic time, recurring earnings, time entry transactions, and payroll adjustment transactions entered for each employee that was processed. The Wage and Tax Analysis report shows each employee's earnings, taxes, taxable wages, deductions and fringe benefits for the payroll that was processed. Separate totals are provided for each pay company and distribution group. Update Phase of Payroll Since the Update Phase is the final phase of payroll it also does the following: Updates the wage, taxable fringe, tax, and deduction information in the employee records that were processed. Deletes all time batch header transactions that were processed. Deletes all payroll adjustment transactions that were processed. Deletes all time entry transactions that were processed, except those designated as permanent transactions. Note: Prior to running the update phase of payroll, you should make a backup of your database. Several Cobol Programs are run as part of the validation and update phase of payroll. For detailed information on these programs, take a look at the on-line help topic, Payroll Processing Flow and link to each program. When you run the update phase of payroll, the wage, taxable fringe benefit, tax, and deduction statistics will be updated for each employee processed. Vacation advance information is also updated in each employee's record. In addition to the reports generated by the Validation and Update phase, there are also payroll register tables that are created containing data that is referenced by 7-20 Vista HRMS

323 various post payroll processes. They are: REGCNTL is the control table for payroll processes. It used to prevent an additional update phase of payroll overwriting a previous update phase prior to a pay history update. This table also contains a work area field to enable you to run concurrent payrolls. REGCOMP stores company header information. REGBASIC contains basic information about each employee and their paycheck including name, address, gross pay, net pay, summary earnings totals, and summary deduction totals. This file also contains information about the employee's fringes, taxes, tax deferred deductions, wage attachments, bonds, and leave time. REGEARN contains totals for each employee's earnings types. REGCHARG contains detailed information about each employee's time transactions, broken out by general ledger charges. This file is very important for general ledger processing. REGLABOR is file used by payroll processing to create REGCHARG. This file contains the labor distribution splits resulting from charge numbers entered in position records. It is stored in the Vista HRMS production data folder and overwritten with each payroll run. REGDED contains information about voluntary deductions. REGACH contains direct deposit information. REGBONDS contains bond information. REGFRNG contains fringe information. REGGARN contains garnishment information. REGLEAV contains leave information. REGTAXES contains tax information. These tables work behind the scenes, however they can be used for reporting. There are views associated with these tables for that purpose. The data stored in these tables will be overwritten with new data after pay history is updated. Vista HRMS 7-21

324 If you want to run concurrent payrolls, you must create a subfolder of the Vista HRMS Production folder on the server. The name you use for the folder is assigned to the security group template. When a user assigned to that security group runs payroll, the related files will be stored in that subfolder. Also the regcntl record for that payroll run will store that folder name in the work_area field. A subfolder of the Vista Prod directory must be created to match the User Work area assigned to the in Security Group Technical Notes: To run concurrent payrolls, you must also have the reports-by-user option set to N in the pdsserver.opt file. This file is found in the backend program Bin directory. I f y o u want to be able to run concurrent payrolls, the statement should read as follows: reports-by-user=n The merge50 file in the Vista HRMS Prod Data directory should be copied into each work area directory. The payroll processing program references it Vista HRMS

325 Lesson 8: Post Payroll Processing Objectives Be Able to Produce Checks Be Able to Update Pay History Be Able to Process Direct Deposit Information Be Able to Perform Bond Processing To be able to Understand and Use the Payroll Register Files Understand How to Reconcile Checks Be able to Produce an EFTPS Report Be Able to Perform AERS Reporting Vista HRMS 8-1

326 Produce Checks and Advices After you have performed the Update phase of payroll processing, you can produce the checks and deposit advices for that payroll through the Check Writer option in the Processing module. The Checks/Deposits option produces two print files containing the checks and advices that have been created. If you are printing your checks and advices onto check and advice stock that matches the format that PDS supports, (check online help for description) you can send these files to your printer. If you want to use a third party check writing package to print checks and advices instead, the Checks/Deposits option also creates an export file containing information about each check and advice that you can use. The check writer program accesses information from the payroll register tables to produce checks and deposit advices. The Check Writer program updates the Payroll register tables to include the check/advice number. It must be run before updating pay history. As a safeguard, after you run an update payroll, the system won't allow you to run another payroll (validation or update) until you have created the checks and advices for that payroll and updated pay history. In the Payroll application, in the Processing module the Checks/Deposits option is listed. 8-2 Payroll Vista HRMS

327 Checks/Deposits Page Select the leave group that contains the leave accrual plans for which you want available time printed on employee pay stubs. Check if not using stock with preprinted check numbering Any sort sequences added to the Register Sort Order CD table will appear on this list Vista HRMS Payroll 8-3

328 Parameters Tab If you have added Pay Company User Fields to handle Check and Advice automatic numbering sequences in the Pay Company structure along with Auto-Incrementing ID s in the PDS System Administrator for those user fields, the check numbering sequence will display as below for companies with Check Writer Assigment Sequences. If you need to, you can override any automatic sequence number supplied by clicking on the Edit Numbers icon and the Starting Numbers page displays. If you ve written manual checks, you can always override the automatic number sequence. If you have not setup up Automatic Check and Advice Sequencing, you wil not see a Check and Advice number listed. If you have defined a leave group with the code ALL, in the Leave Groups (CDGROUPLV) CD table in the Time application setup module, you can ask that all available leave be printed on the check/advice. 8-4 Payroll Vista HRMS

329 Manual Assignment Tab The Mode option allows you to specify whether this is a normal printing run, or if you are restarting a printing run that was interrupted. If you select Restart Mode, you must specify the check number of the last good check that was printed on the Manual Assignment page tab. The print and export files that the system creates will only include those checks in the payroll register tables with check numbers greater than the last good check that was printed. You can get Check Numbering instructions on the Manual Assignment page tab. If you have multiple companies assigned the same bank account and number sequence, the system will recognize that. That is why the account number appears on the screen. Check numbers can be up to ten digits but advice numbers can only go up to nine. If a pay company does not have automatic sequencing set up, you must add the starting check and advice numbers in the appropriate boxes on the Manual Assignment page tab.. The sequence numbers will be updated in the pdsbegin table only if the Gross-To- Net run was an update phase and no errors were found during the Check Writer run. The Check Writer checks for duplicates in pay history and will end with an error showing all duplicates in the standard error file produced by a Cobol program (in this case the file would be in the backend ERROR directory and would be named PASPR54 plus the last three digits of the activity id). Vista HRMS Payroll 8-5

330 Print Options Tab Custom message can be up to 60 characters long Sort Order options are defined in the Register Sort Order CD table. In the example above, the following Sort order options have been defined in the Register Sort Order table. The Scheduling and tabs have the same parameters at other processes you have examined. 8-6 Payroll Vista HRMS

331 Check Writer Procedure Summary To produce checks and advices, do the following: 1. Access the Check/Deposits job from the Process function in the Payroll application. 2. From the Run Mode drop-down list, select either Normal Mode (if this is a normal check/advice run) or Restart Mode (if you are restarting a printing run that was interrupted). 3. From the Leave Groups to Include drop-down list, select the leave group that contains the leave plans you want to print available time for on employee pay stubs. You can also select All Leave Groups. Each leave accrual plan is assigned to a leave group in the Leave Accrual table. 4. Check the box next to each pay company you want to create checks and advices for. You can select a group in the Company Group field to check the boxes next to all pay companies in that group. The parameters page lists each pay company which has activity currently entered in the payroll register tables (i.e., those pay companies processed in the last update payroll). Next to each company, the system lists the bank account number of that company's payroll account. Note: You can only select to produce checks and advices for companies with the same bank account number. 5. Your action at this point depends on whether this is a normal or restart run and, for normal runs, whether you need to manually specify the starting check and advice numbers or if you can use the automated number sequences. If you are restarting a print run that was interrupted (Restart Mode): If this is a normal check/advice run (Normal Mode): 6. Select the Print Options you want to use including any message you d like to print on the check, whether or not the check number should print, whether all or part of the social insurance/security number should be printed and the sort order to use. 7. Select Scheduling and options. 8. Click. Vista HRMS Payroll 8-7

332 Sample Check Writer Output Last 4 digits of SSN Check Number All Leave Groups Prints Time Available Message 8-8 Payroll Vista HRMS

333 Payroll History Update After you have finished creating the checks and advices for a payroll, you must update your pay history database tables so that information about those checks and advices is recorded in those tables. Payroll Register Tables UpdatePayroll History Program (PASPR55) Payroll History Tables Payroll History Update Report When you run the Payroll History Update option, the system reads the check and advice information currently entered in your payroll register files and updates that information to the pay history tables in your database. You should only run the Payroll History Update option after you have run the Check Writer option, since the Check Writer option assigns check and advice numbers to the checks and advices in your payroll register files. For Canadian employees, the pay history update process also updates the pay period and EI week statistics on the Taxes page of the employee's record. When you run the Payroll History Update option, you can also specify that you want to delete old entries in your pay history tables, providing you a date range option for deletion. The system automatically produces a report listing all of the checks and advices added to and deleted from the pay history tables during this process. Select from the Jobs menu. Vista HRMS Payroll 8-9

334 You can run the pay history update process in validation mode or update mode. In validation mode, the system only produces the report - no pay history tables are actually updated. Note: You must update your pay history tables before you run another validation or update payroll, since the next validation or update payroll will create another version of your payroll register files and overlay the previous version. You can view the information about a check or advice in your pay history tables through the Pay History page of an employee s record. Payroll History Database Tables The pay history tables contain detailed wage and tax information about each check and advice. The following are the pay history tables in the Vista HRMS database: PHACH PHBASIC PHCHARG PHDED PHEARN PHFRNG PHLEAVE PHTAXES contains direct deposit information about each advice. contains basic information about each check and advice including the check/advice number, employee name and address, check date, period end date, gross and net amounts, and check reconciliation status. contains detailed earnings information. contains information about the deductions withheld, including wage attachment and bond deductions. contains summary earnings information. contains information about the taxable fringes processed contains leave time information. contains information about the taxes withheld. Pay History Update Report When you update your pay history tables, the system automatically creates the Pay History Update report. This report lists each check and advice that was added to or removed from the pay history tables as a result of this process Check/Advice Status On the Pay History Report, the Status of each check or advice will be either: ADDED - indicating the check or advice was added to the pay history tables. DELETED - indicating the check or advice was deleted from the pay history tables Payroll Vista HRMS

335 DUPLICATE - indicating that the system attempted to add the check or advice to the pay history tables, but could not since it found a duplicate check number with the same Company Code already entered in those tables. This can occur if a manual check was previously issued using the same check number, the pay history tables were already updated with these checks and advices, or if the same check and/or advice numbers were used in a previous payroll run for this pay company. Totals For each pay company, the report shows the total number of checks added to and deleted from the pay history tables, as well as the total number of duplicates found. Report grand totals are also provided at the end of the report. A sample Pay History Report appears on the following page. Vista HRMS Payroll 8-11

336 Sample Pay History Report 8-12 Payroll Vista HRMS

337 Employee Pay History Page From the People option in the left frame, you can access the employee s pay history on the Pay History Page. Each check is listed, and by selecting a check you see additional details. Pay History List Page Pay History Edit Page Summaryl Vista HRMS Payroll 8-13

338 8-14 Payroll Vista HRMS

339 Direct Deposit Processing After you have completed the Update phase of a payroll, you can use the Direct Deposit Processing option to create the ACH (Automated Clearing House) file, which you need to send or transmit to your bank. Payroll Register Register Files Tables Direct Deposit Processing - Part 1 (PASACH1) Temporary File (ACHTRANS) Preliminary Report Direct Deposit Processing - Part 2 (PASACH2) ACH FILE (ACHTAPE) Audit Trail Report Note: As with other post payroll processing jobs, you should perform direct deposit processing before you run another validation or update payroll for the same payroll run. Vista HRMS Payroll 8-15

340 Direct Deposit Processing Page Select the link under jobs in the Payroll application Processing module, to execute direct deposit processing. The parameters you enter on this page will be used to create the ACH file. Batch Header and Control Record s Override Destination Bank Origination Bank OR Federal EIN and Pay Company Name Generate Debit Records Your response in the fields beneath this heading depends on whether you want to override the Federal EIN and pay company name the system will enter in each Company Batch Header record in the direct deposit file. By default, the system will use the Federal EIN and pay company name identified for each pay company in your Pay Companies table. If you want the system to use the Federal EIN and name identified for each pay company in your Pay Companies table, leave the Federal EIN and Pay Company Name fields blank. If you want to override each pay company s Federal EIN and name, type the Federal EIN you want to use in the Federal EIN field. Then type the pay company name in the Pay Company Name field Select the Bank Routing Number of the bank to which you are sending the direct deposit file. This Bank Routing Number must be currently established in your Direct Deposit table. To identify the entity sending the direct deposit file, you can either select a Bank Routing Number in the Origination Bank field, or enter a Federal Employer Identification Number in the Federal EIN field, depending on the information that your bank is expecting to be entered in your direct deposit file. If you enter a Federal EIN, you must also complete the Pay Company Name field next to that number. Contact your bank if you are not certain of the correct way to respond to these fields. Select this option if you want the system to include an offsetting debit record for each pay company in the direct deposit file. Your bank may require your direct deposit file to include an offsetting debit record for each pay company Payroll Vista HRMS

341 Generate Line Sequential File Select this option if you want the system to enter a line feed/carriage return at the end of each record in the direct deposit file. Your response to this option depends on the manner in which you are sending the direct deposit file to your bank. If you are going to electronically transmit this file, you must select this option. If you are going to send this file on a magnetic tape, you do not need to select this option. If you are going to send this file on a diskette, you need to select this option. Vista HRMS Payroll 8-17

342 Direct Deposit Reports Direct Deposit Preliminary Totals Report The first report provides summary information only no amounts Payroll Vista HRMS

343 Direct Deposit Audit Trail Report The Audit trail report includes detail on each deposit. Vista HRMS Payroll 8-19

344 Audit Trail Summary information appears at the end of the Direct Deposit Tape Audit report Payroll Vista HRMS

345 General Ledger Processing Whenever you perform general ledger processing, the system references the current payroll register files and the General Ledger user table to determine which general ledger transactions it needs to create. From that information, the system creates the file GLFILE, which you can import into your general ledger application. The system also produces a report listing the transactions that it created. Payroll Register Files General Ledger Table General Ledger Processing (PASPR51C) General Ledger Table General Ledger File (GLFILE) General Ledger Table Listing General Ledger Report The system will create general ledger transactions for each debit and credit for which you have defined a general ledger account in the General Ledger table. For each debit and credit, separate transactions will be created for each pay company and employee payroll frequency having incurred expenses and liabilities during the last payroll processed. You can also select to have separate transactions created for each distribution group. If you have also defined general ledger account numbers in your employee records, or in one or more payroll transactions, the system will break out the charges for each earnings type and taxable fringe into separate transactions for each of those additional general ledger account numbers. The system will also break out the charges for each employer-paid tax into separate transactions for each of those additional general ledger account numbers. For each debit and credit for which you define a general ledger account in the General Ledger table, you can also define whether accrual transactions can be created for that debit or credit when general ledger processing is performed. Vista HRMS Payroll 8-21

346 Select the link under jobs in the Payroll application Processing module, to execute general ledger processing. Used only if you want to generate general ledger transactions from pay history rather than the register files. When you perform general ledger processing, you can indicate the number of days for which you need to create accrual transactions for each employee payroll frequency (i.e., the number of days for weekly employees, bi-weekly employees, etc.). The system will create accrual transactions for those debits and credits by reviewing the transactions it has created and pro-rating the amount of those transactions over the number of days specified for the accrual. The general ledger process does not automatically create reversing accruals for the next financial accounting month Payroll Vista HRMS

347 Sample General Ledger Table Report Vista HRMS supplies you with a report on all the records in the General Ledger table. Vista HRMS Payroll 8-23

348 Sample General Ledger Processing Report On the fist page of the General Ledger Report you get error messages indicating codes not found. The pages that follow provide counts and amounts by each account and code.. If Company and Distribution Level were elected, the distribution would appear below the Account Payroll Vista HRMS

349 The last page of the General Ledger report provides summary information. Vista HRMS Payroll 8-25

350 Payroll Register The Payroll Register report shows all of the information currently contained in your register tables. You can produce this report at any time, but you may want to wait until after you have run the Checks/Deposits option, since that option will update the payroll register tables with the check numbers it assigns. Payroll Register Report Program (PASPR56) Check Writer Program (PASPR54) Update Payroll History Program (PASPR55) Payroll Payroll Register Register Files Tables General Ledger Processing (PASPR51C) Bond Processing (PASPR60) Direct Deposit Processing Part 1 (PASACH1) The system stores the results of payroll processing in several register tables: REGCNTL this phase control table includes register type (Batch or Online), work area and phase type (Validation or Update). Work areas are assigned to security groups. You must create a folder with the same name as the work area in your main Vista RMS Prod directory. REGCOMP stores information contained in the time batch header. REGBASIC REGEARN REGCHARG contains basic information about each employee and their paycheck including name, address, gross pay, net pay, summary earnings totals, and summary deduction totals. Detail summary about fringes, taxes, tax-deferred deductions, wage attachments, bonds, and leave time is also in this table. contains totals for each employee's Earnings Codes. contains detailed information about each employee's time transactions, broken out by general ledger charges. This table is very important to general ledger processing Payroll Vista HRMS

351 REGLABOR REGDED This table contains the labor distribution splits resulting from charge numbers entered in person records. A file with this name a file is also created and used by payroll processing to create REGCHARG. contains information about voluntary deductions. The payroll register tables contain information about all the employees in the pay companies that were processed in the last payroll and whom have any current year payroll statistics entered in their employee record. This includes employees whose payroll frequency for a pay company was not processed in that payroll. The payroll register tables also contain detailed information about each check processed in the last payroll, as well as month to date, quarter to date, and year-todate information for earnings, taxes and fringes for each employee. Because register information is stored in tables, you can create any report you want from the data. Payroll Register Report The Payroll Register report shows all of the information currently contained in your register tables. You can produce this report at any time, but you may want to wait until after you have run the Checks/Deposits option, since that option will update the payroll register files with the check numbers it assigns. Pay company, distribution group and Employee ID sort employees. If an employee has multiple checks in the payroll register tables, the report will show separate statistics for each check. Check number will sort check information. The month, quarter and year-to-date totals shown with each check will include the amounts for that check and any checks previously listed for that employee in the report, Select the link under jobs in the Payroll application Processing module, to execute the payroll register report. Indicate whether you want the report to print separate totals for regular checks and prepaid/reverse checks. Select the parameters for the report you want to run and then submit. Vista HRMS Payroll 8-27

352 Payroll Register Report Field Descriptions Empl Name Empl Typ Dep Fed Mar Stat Check Numb Comp Dist Emp Number Pay Rate Chk Date Per Net Pay Dep Amt Earnings Taxes The employee s name. The employee s Employment Type code. The employee s Employment Type code is located on the Employment page of their employee record. The number of dependents the employee claims for Federal Withholding purposes. The Marital Status Code indicating the employee s Marital Status for Federal Withholding. The employee s Federal marital status is located on the Payroll Taxes page of their employee record. The number of the check. The employee s pay company. The employee s distribution group. The employee s Employee ID. The employee s CUR pay rate The check date appearing on the check. The period ending date. The net amount of the check. The amount deposited in the employee s direct deposit account. The fields beneath this heading contain the employee s current, month, quarter and year-to-date hours and earnings amounts for each Earnings Codes. Totals for all Earnings Codes are also provided. The fields beneath this heading contain the employee s current, month, quarter, and year-to-date tax amounts for each type of tax. Totals for all taxes are also provided. Deductions Fringes Direct Deposit Detail Report Totals These fields contain the employee s current, month, quarter, and year-to-date deduction amounts for each Deduction Code. These fields contain the employee s current and year-to-date for each paid Fringe Code. If you selected to print detailed direct deposit information on this report, the fields beneath this heading will show each direct deposit transaction created for this employee. The Payroll Register report shows current, month, quarter, and year-to-date earnings, tax, deduction and fringe totals for each distribution group and pay company. Report grand totals are also provided Payroll Vista HRMS

353 EFTPS Report After you have completed the Update phase of a payroll, you can use the EFTPS option to produce the EFTPS (Electronic Fund Transfer Payment System) report. The EFTPS report shows the federal wage and tax totals for the payroll just processed. This includes wage and tax totals for federal withholding, employee and employer OASDI, employee and employer Medicare, and Earned Income Credit. The report is sorted by Federal EIN and pay company. Separate totals are provided for each Federal EIN and each pay company. Selcet from the payroll jobs options frame. The following is a sample report: Vista HRMS Payroll 8-29

354 Bond Processing After you have processed the Update phase of payroll, you can select the Bond Processing option to produce the Bond Register report and create the savings bond file for the Federal Reserve Bank. Payroll Register Files Tables Bond Processing (PASPR60) Savings Bond File Bond Register Report When you select the option, you can choose to only produce the Bond Register report without actually creating the savings bond file Payroll Vista HRMS

355 Bond Register Report Vista HRMS Payroll 8-31

356 CTS Tax Filing Interface Vista HRMS's CTS Tax Filing Interface allows you to create a periodic or quarterly tax liability file that you can transmit to Ceridian Tax Service, Inc. (CTS) through the TaxSend software package. CTS can then use the information in that file-toprepare tax reports/magnetic media on your behalf with the necessary federal, state, and local tax agencies. A periodic tax liability file must be created and transmitted for each pay company after each update payroll. A separate quarterly file must also be created and transmitted for each pay company after the last payroll of each quarter. Only one pay company is processed in each file. The name of the tax liability file the system produces is CTS#####, where ##### represents the last five digits of the report number that was assigned to the Audit Trail report file produced by this process. For example if the name of the Audit Trail report file is RPT, the name of the CTS file the system creates is CTS The CTS file will be located in the \TEMP directory in your Vista HRMS COBOL directory tree. This file is formatted to meet CTS' file specifications. Select Processing module. from the Jobs in the Payroll application 8-32 Payroll Vista HRMS

357 Check Reconciliation The Check Reconciliation option allows you to reconcile checks in your pay history tables with the statement you received from your bank. You can either automatically reconcile checks using the bank statement file you received, or you can manually reconcile checks. Information about each check issued through Vista HRMS, including whether or not the check has been reconciled, is maintained in the pay history tables in your database. Check information is added to the pay history tables when the Pay History Update option is performed. Select Processing module. from the Jobs in the Payroll application Click on to see list of checks. Vista HRMS Payroll 8-33

358 Manually Reconcile Checks When you click on a check, it provides you an edit page. Here you can add a specific date and check the reconciled box, then submit your change. If you want to use today s date as the reconcile date, just click on the check to reconcile and it will replace it with the current date. for the Automatically Reconcile Checks To automatically reconcile checks you must receive a file from the bank with the check information formatted as defined in the help page on this topic. For each check in the bank statement file, the system searches for a matching check number in your pay history tables. When it finds a matching check number, it then compares the amount shown for that check in the bank file against the amount shown in the pay history tables. After completing this comparison, PDS provides a Crystal report, check_recon.rpt, which displays a list of the checks in the bank statement file. If the system found a matching check number with the same check amount in your pay history tables, the system will indicate that it can automatically reconcile that check. If it could not find a matching check number, or if it found a matching check number with a different check amount, the system will not be able to automatically reconcile that check and will display an error message explaining why Payroll Vista HRMS

359 The bank file must be a simple text file that conforms to the following format: Data Positions Size Format Bank Routing Bank Account Recon Date MMDDYYYY Check No Amount decimal included up to Note: Check Reconciliation can also be performed in the Payroll Utility desktop application. Vista HRMS Payroll 8-35

360 Fiscal Register Detail and Summary Reports The Fiscal Register Detail report shows detailed information about the checks in your pay history tables. When you produce this report, you specify a date range for the report and only checks with a period ending date that falls within that date range will be included in the report. There are two versions of this report that you can produce. One is the standard format and the other is a format similar to the Wage and Tax Analysis report that is produced by payroll processing. Tables Referenced for these reports are: PHACH PHBASIC PHCHKLN PHCHARG PHDED PHEARN PHFRNG PHLEAVE PHTAXES Payroll Vista HRMS

361 AERS and ROE Reporting The AERS Reporting option allows you to produce the AERS (Automated Earnings Reporting System) file required by Canada Revenue (CRCA). This option also produces a report listing the employee entries recorded in that file. When you select this option, you specify the Business Number and date range you want to process. The Business Number you specify controls which employees will be included in the file. The AERS file will contain weekly EI wages for those employees who are in the pay companies that have been assigned that Business Number in your Pay Companies structure. The date range you specify controls which weeks are included in the file. The AERS file will contain the weekly EI wages for each week within that date range. Weekly EI earnings are retrieved from the Tax Statistics page of each employee's record. On that page, the system stores the employee's EI weekly wages, based on the weekly Sunday to Saturday calendar you have defined as the AERS calendar for that employee's pay company. Select from Jobs in the Payroll application Processing module. You choose the Business Number for the report and the date parameters. AERS File The name of the file the system creates is AERSFILE. It will be located in the directory your systems administrator has defined as your personal work area. If you have not been assigned a personal work area, this file will be located in the DATA sub-directory in your Vista HRMS directory tree. You can copy this file to magnetic media. This file will contain a company header record for each pay company. Each header record will contain the pay company's Business Number being reported, the pay company name, and the starting and ending dates of the date range being reported. Each header will also include the required Payroll Frequency Code of 01, Starting Payroll Span Code of 1, and Ending Payroll Span Code of 7. Vista HRMS Payroll 8-37

362 After each company header record are the employee detail records for that pay company. For each employee, a separate detail record will be created for each Sunday to Saturday week within the date range being reported. Each entry will contain the employee's Social Insurance Number, the date of the ending Saturday for that week, the employee's EI wages for that week, the employee's name, pay company, distribution group, and Employee ID. Employee's are sorted by Social Insurance Number. Each week is sorted by the Saturday ending date. The same header and detail information is shown on the AERS report. Review On-line help for detail on the fields in the report file. ROE Printer This job enables you to print an employee s ROE. This report is being revised by Revenue Canada (CRCA). Check with PDS support for to determine if you have the latest report parameters Payroll Vista HRMS

363 Lesson 9: Additional Processing Jobs Objectives Be able to clear Quarterly and Year End accumulators To know location of tools for Quarterly and Year End processing Be able to perform a Mass Pay Update Vista HRMS Payroll 9-1

364 Quarterly and Year End Payroll Processing Clear QTD Accumulators Quarter End Processing US Quarter End reporting is covered in the PDS Tax Guide for US customers. There is however a Quarter End process used by both US and Canada to Clear QTD Accumulators. The option allows you to clear the quarter-to-date wage and tax amounts in your employee records. You should only clear employee quarter-to-date fields after you have completed all payrolls for the quarter and have performed all quarter-end processes. Once all payrolls and quarter-end processes are complete, you must clear employee quarter-to-date fields before you run the first payroll of the new quarter. Always create a database backup before clearing QTD accumulators. PDS continually updates its Quarterly Processing guide to meet compliance changes. This guide is available on the PDS support site 9-2 Payroll Vista HRMS

365 Year End Processing Both US and Canada have compliance reporting that must be performed at each at Year End. The ability to produce Year End W2 s and T4 s is accessed in the Payroll Processing module under the Year End Group. PDS offers Year End courses mid December to assist Vista HRMS Canadian and US customers in meeting their year end compliance obligations for that year. The following jobs are covered at that time: US Pay Companies Canadian Pay Companies Vista HRMS 9-3

366 Miscellaneous Payroll Processes In the Administration application you can edit where processes will display. There is a Miscellaneous category that appears across applications. These were covered in the Human Resources training. Mass Pay Update The Mass Pay Update option is available in the Processing module in the Payroll application under a Miscellaneous category. Through the Mass Pay Update option, you can apply a pay rate change to multiple employees. For example, you can use this option to apply a 5% increase to a group of employees. A new row will be created on the Pay Rates tab in the employee s record, with their new pay rate. A row recording this pay change will also be entered on the Pay Increase Statistics page. When you select the Mass Pay Update option from the Payroll Processing module, the following screen appears: Mass update can be performed in Validation or Update mode. You select the company and the employees (the selection lists teams defined in HR setup). The effective date, rate type and reason will be included on You new pay rate when the process is performed in update mode. The increase type is the same as for individual pay increases: percentage, fixed or new rate. The increase amount must be completed. Typically you would not be changing the rate indicator, but if you do the statistics will display the annual increase will be based on the former rate, though the new rate will reflect the new rate indicator. Typically you would not add new weekly hours, but if you do it will change weekly hours on the records of all employees processed. 9-4 Payroll Vista HRMS

367 A report is generated that can be ed or accessed from the Report function in the Payroll application. It is recommended that this report be reviewed following a validation run of the mass update process, prior to running an update phase. A report is generated that can be ed or accessed from the Report menu in the Payroll application. It is recommended that this report be reviewed following a validation run of the mass update process, prior to running an update phase. The Salary Administration feature is also used to update the rates of multiple employees. This feature is covered in the Human Resources Training Guide. Third Party Processing The jobs that appear under this category are covered in a separate course covering third party payment processing. Vista HRMS 9-5

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369 Lesson 10: Payroll Reports Objectives Be able to Generate the Crystal Reports delivered with Vista HRMS To become familiar with Vista HRMS report parameters To know where and how Crystal Reports can be added to Vista HRMS Vista HRMS Human Resources 10-1

370 Payroll Reports In addition to the reports that result from running jobs in Vista HRMS, the following payroll reports are also delivered. These reports are Crystal Reports using secured views in the Vista HRMS database. You can create your own reports and add them to this menu in Report Maintenance setup. When you select the Report link from the options menu, the Reports option page is returned with a list of Payroll Employee/People Reports in the options frame. In the drop down list box on the options menu, you can select reports by group Payroll Vista HRMS

371 Report Groups The reports are grouped as follows: People Reports Setup Reports Other Reports Report Descriptions For a description of each report you can look in the Vista HRMS Help files. When you expand the topic links you will find information about the views used to create the report, the file name under which it is stored and any security access rights associated with it. Vista HRMS Payroll 10-3

372 For example, below are some expanded links for the Batch Balancing Report. Additionally, you find specific procedures for this report by selecting the Procedures link. You can expand the Report Fields link to get a list and description of each field used in the report Payroll Vista HRMS

373 Report Parameters When you select a report to run, you get a page with a section for input, output and scheduling parameters. Standard Parameters Some reports have no input (Standard) parameters. If the report provides selection criteria, the options will display at the top of the page. No Parameters Parameters File Name of Report to be run Scheduling Parameters The Scheduling page link is the same as that for Jobs. Vista HRMS Payroll 10-5

374 Output Parameters Reports have a separate Output Parameters Section rather than the section you looked at in jobs. For reports, you can assign a name to the output file and attach it to an specifiying the recipient. Output Type As you can see by the drop-down list, your report can be output in a variety of formats to suit your needs. Interactive Mode Processing Mode If you select to run a report in Interactive mode, when the report is completed, the system either displays the report on your PC or displays a link you can click on to display the report (depending on the Redirect parameter you select) Payroll Vista HRMS

375 If you choose Do not redirect from the Redirect drop down box, you will get a link to access the report. When you click on the link the report opens in the right frame. You automatically get the report in the right pane if you choose Redirect in current frame. If you right click on the link, you can choose to Open in New Tab, Open in New Window, or Save Target As (save to disk). If you right click on the link, you can choose one of these options. Vista HRMS Payroll 10-7

376 Internet Explorer 7.0 will open a new tab when the Open in New Window Output option is selected Enterprise Server Mode If you select to run a report in Enterprise Server mode, the system submits the report to the server for processing, based on the scheduling parameters you enter in the Scheduling section of the parameters page. If you want an sent when the report is finished processing, specify the recipient's address in the Recipient field. Multiple addresses can be entered, separated by semicolons. If you do not choose the from PDS Enterprise Server option below, then each address must be fully qualified and contain a mail server domain name (for example, john_doe@pdssoftware.com). Otherwise, you can enter addresses as they appear in your company's address book (for example, John Doe). Your can include the report as an attachment if you choose. This option is only applicable if one or more addresses are specified in the Recipient field Payroll Vista HRMS

377 Spend some time examining these reports. Remember that they can be customized using Crystal Reports software and that you can add additional reports to this menu. On-line help describes each report in detail. Report Maintenance Report Maintenance allows you to determine which Crystal reports (both PDS and user created) will be available from within each Processing module -- Human Resources, Payroll, and Benefits applications. This topic is covered in the Vista HRMS Human Resources training for users and in the Vista HRMS Technical training. As previously mentioned you can create your own reports and add them to your Report selections. You can copy existing reports and modify them. The reports that PDS has created are all based on secured views. If you create your own reports you, too, should use secured veiws. Spend some time examining the reports PDS has supplied. Think about reports you are asked to provide. If you create reports using secured views, you can have users run their own reports or have PDS Enterpriser send the reports attached to an on whatever schedule you like. Vista HRMS Payroll 10-9

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379 Lesson 11: Online Check Calculator/ Check Reversal Objectives To understand the advantages of the Check Calculator To be able to calculate check results based on various scenarios To be able to quickly generate checks and update pay history To be able to generate transactions for prepaid checks, check voids and check reversals to be processed on the next payroll run To be able to perform check reversal transactions that will be processed on the next payroll run. Vista HRMS Human Resources 11-1

380 Overview The Check Calculator is a powerful tool and can be used for all of the following reasons: Calculate hypothetical wage, fringe, tax, and deduction scenarios, without actually producing a check. To quickly generate a single check for an employee that can printed and updated to history using the payroll Online processes. To generate time transactions for prepaid checks or voids that will be processed in the next regular payroll processing run. If you are using the Check Calculator to update employee information, then you will have to perform Online post payroll processes following the update. When an update is made, rows are written to the register tables indicating that the online entry is available for further processing. When you perform post payroll processes for online checks, all checks that have been updated will be processed. In this lesson you will step through procedures needed to use this powerful tool which is available by selecting Payroll>>Check Calculator from the Employee page menu. When first accessed, check calculator displays a check calculated using the employees default earnings, tax setup, deductions and the current date. Displayed below are links to Earnings, Time Entry, Fringes, Charges, Taxes, Deductions, Wage Attachments, Bonds, Leave, and Results. When you open the page, the system displays actually runs a payroll process (paspr50) in validation mode using parameters that identify it as an online check. Depending on the employee s security rights, they may or may not have the ability to Update Check. Without that right you can still calculate a check if you want to determine the results of hypothetical changes or if you need to the system to calculate the values for a manual check. You ll have the ability to turn off the Void and Online Check functions using web.config the following settings: CheckCalculator_AllowVoidCheck" CheckCalculator_AllowOnlineCheck" Payroll Vista HRMS

381 Using Check Calculator to Calculate Check Calculator Pages Check Calculator Page If you look at the upper right side of the page, you see in that the user does not have right to update a check for Kristen Night. The Update Check option is dimmed. However, the Update Check displays as a link on the Jeffery Bally s page. You may provide users security to just calculate checks to assist them figuring out what net pay would be based on various deduction scenarios such as adding family medical coverage or increasing a tax-deferred deduction. Earnings By default, the Earnings link is selected and the employee s default earnings, hours and amount of a normal payroll displays. There is a link to edit Time Entry where you can add, delete or edit earnings. Time Entry Vista HRMS Payroll 11-3

382 Suppose you wanted to cut a check for a Commission earning that got missed in the last payroll run. In that case you would not want to include the employee s regular earnings, but want to add commission earning. If you elected to delete the Regular Pay, the earning row would disappear, but the check does not automatically recalculate. However if you select the Calculate Check link, the system will run another initiate another validation phase of payroll. notice that you get an additional dialog box where you can edit the check and period end date, the deductions period The deduction periods are the same as you select when running a regular payroll. You also have the ability to decide if Imputed Income should be calculated. If you click, the system will recalculate and in this case, with no earrings, a zero amount displays. If you select the Results tab, errors will display relating to the other links on the page. The error messages are the same that are generated on the payroll processing (paspr50) audit Payroll Vista HRMS

383 Results The **Zero Gross Pay** message is produced, along with a message that the system cannot auto calculate an Auto Fringe. There are also messages concerning what will happen with the deductions since there are no earnings to take them against. In reality, you will want to run this check without processing deductions, but it is helpful to understand that the system will generate errors. Vista HRMS Payroll 11-5

384 Time Entry Add In this example, a Commission earning will be added. Reselect the Earnings link. Click on to add an earning. Select Commission from the earnings list box and add 2000 in the Amount field. You have the ability to select a position, risk code, shift and charge. The only charge numbers available are those defined in the Charge Numbers table defined in Payroll setup. By clicking recalculate., the record is added to Time Entry but does not automatically 11-6 Payroll Vista HRMS

385 Select the Calculate Check to recalculate. The results link now returns only one message indicating that an Auto fringe cannot be calculated. Examine the other links that display on the check calculator page. The next one is Fringes. As with Earnings, Fringes can be added, deleted or edited. In the example below, Jeffery Bally has a company car fringe which has no amounts associated with it. Fringes Vista HRMS Payroll 11-7

386 Fringes Edit Company Car If you wanted the fringe to be applied to this check, you would need to select the Company Car link. In order for the system to generate the amount for a fringe that has been flagged as a company car fringe, the total and personal miles must be entered. For this exercise, just rather than add generate this fringe. Fringe Add Suppose, however, you wanted to add a tuition reimbursement fringe. Click on to add a fringe. Select Tuition Reimbursement from the earnings list box and add 457 in the Amount field. By clicking, the record is added to the Fringe page but, again does not automatically recalculate Payroll Vista HRMS

387 Once a Fringe is added, there is no delete option. You can, however override the type and amount. Charges The Charges link returns a display only page. Any charge overrides would display here. The Taxes link returns a page that includes taxes defined on the employee record. If Jeff Bally had an active local tax on his taxes page, it would be listed. Vista HRMS Payroll 11-9

388 You can, however, use the check calculator to perform a tax override. To do so, select the tax to override, you have three options, you can change the value to a fixed amount that you add, you can change the value to a percentage that you add, or you can change the personal tax setup. For this exercise, just rather than perform an override. Deductions The Deductions that appear on the employee s record appear under the Deductions link. As with other Fringes, the y cannot be deleted but you can perform overrides or add new ones Payroll Vista HRMS

389 Wage Attachments The same is true for Wage Attachments... Bonds... and Bonds, although this employee had no bonds assigned. Again you would have to add a Bond to the employee record for it to display here. Leave Leave entries associated with earnings display on this page. Had you added an earning type associated with leave plans on the employee record, the leave take would display here. Vista HRMS Payroll 11-11

390 Recalculate the Check Once again, simply select the Calculate Check link, but this time select a No Deductions/fringes period. Notice that the gross amount does not include the fringe you added because you selected the No deductions/fringes deduction period. Taxes were recalculated and deleted from the gross to produce the new net Payroll Vista HRMS

391 Exit the Check If you were generating this data for hypothetical information or do generate taxes for a manual check you want to add to a regular payroll run, you should select the link to Exit This Check in order to remove all register data that has been generated. If you select the browser s back button the data will remain in the register tables, but they will be unavailable to the web page. A new regbasic row will be created the next time you access the employee s Check Calculator page. A procedure in the nightly utility program will purge all online register rows that are orphaned that are more than 1 hour old. Update the Check If you choose the link to Update This Check the following dialog box opens, defaulting to a Check Type of PrePaid. If you choose PrePaid or Void, the system will generate transactions to be included in the next regular payroll run for the employee s pay company. Vista HRMS Payroll 11-13

392 If you select the Online Check radio button, the system returns the following parameters: The Check number is an OPTIONAL field. If entered, the check number is written to the register table. If you do not enter a check number, the system will generate check numbers in the online post payroll check writer process. You can edit the check and period end dates and decide if this should update SUI weeks worked and whether or not this should generate a direct deposit record. In this scenario, to prepare a commission check for Jeff Bally, the default parameters will be used. When the is clicked, payroll processing is run in update mode and register data is updated indicating that. Reversing a Check Reversing a check is performed on the pay history record rather than the Check Calculator page. Select History>>Pay History from the Employee menu Payroll Vista HRMS

393 Select the check to reverse. This will return a page similar to the check calculator page. If security rights are granted, the Reverse Check link is selected to reverse the check. When you select the Reverse Check link you are prompted with the following: If you click, online transactions will be generated. Vista HRMS Payroll 11-15

394 Run Online Post Payroll Processes If you are generating a check (or multiple checks) using the Online Update option on the Pay Check calculator or reversing a check from Pay History, you must also run Online post payroll processes. Under the Process function in Payroll, there is a separate group of processes specifically for checks generated through the Check Calculator. You would need to run Checks/Deposits to generate checks and/or produce Advices. You also need to update Pay History and run any other processes you do for a normal payroll run when Payroll Vista HRMS

395 Generating Transactions for the Next Payroll Generating a Prepaid (Manual) Check Rather than have to run all the updates and post payroll processes separately, you can use the Check Calculator to generate transactions for a Manual check that will be processed in the next normal Payroll run. Here you would follow the same procedures you did for generating an online check until you got to point where you were ready to update. Again the system will create a check with the employee s current payroll information -- earnings, fringes, taxes, deductions, etc. Make any adjustments and recalculate by selecting Calculate Check. When you are ready to produce the transactions, select Update Check. Select the PrePaid option. For a prepaid check, you MUST enter a check number. You should also update the check date with the date the check was issued. You would typically update the accumulators as well. Once you click the next payroll run., the system will generate the transactions to be processed Vista HRMS Payroll 11-17

396 Voiding a Check If you were reversing a check that is currently in Pay History, you would go to that record and reverse the check. However, there may be occasions when the check you issued is no longer in pay history. In that case you can use the check calculator to Void the previously issued check. You would edit the appropriate pages in the calculator. Upon completion, you would calculate (and verify the results) of the check. When you have the correct amounts generated, you would then select Update Check. In this case you would select the Void option. For a prepaid check, you MUST enter a check number. You should also update the check date with the date the check was issued. You would typically update the accumulators as well. Once you click the next payroll run., the system will generate the transactions to be processed Payroll Vista HRMS