Guide to Payroll Processing alio HRS

Transcription

1 Guide to Payroll Processing alio HRS UG-ALIO HRS-PAYROLL PROCESSING-REL Copyright 2012 Weidenhammer Systems Corporation

2 Released October 2012 This edition applies to of the alio Human Resource System (HRS) Payroll Processing System (PPS) software solution and to all subsequent releases and modifications until otherwise indicated in new editions or updates. The data used to illustrate the reports and screen images may include names of individuals, companies, brands, and products. All of the data and names are fictitious; any similarities to actual data and names or data are coincidental. Product and company names mentioned herein may be the trademarks of their respective companies. alio is a registered trademark of Weidenhammer Systems Corporation. Microsoft and Excel are registered trademarks of Microsoft. Oracle is a registered trademark of Oracle Corporation. Acrobat is a registered trademark of Adobe Systems Inc. Avery, Avery Dennison, Fasson and all other related brands and product names are trademarks of Avery Dennison Corporation. Copyright 2012 Weidenhammer Systems Corporation. All rights reserved. No part of this book may be reproduced in any form or by any means without permission in writing from Weidenhammer Systems Corporation. Publication Number: UG-ALIO HRS-PAYROLL PROCESSING-REL

3 Table of Contents Summary of Changes x Preface xii About this Guide xiii Formatting Conventions xiv Additional Resources xv Publications xv Web Sites xvii Contacting alio Support xvii Chapter 1: Payroll Process Checklists Combined Payroll and Leave Processing Checklist Preparing Your Payroll Processing Your Payroll HRS Payroll Accounting FAS Payroll Accounting Payroll Encumbrance Processing Separate Payroll and Leave Processing Checklists Payroll Processing Checklist Preparing Your Payroll Processing Your Payroll HRS Payroll Accounting FAS Payroll Accounting Payroll Encumbrance Processing Leave Processing Checklist Preparing Your Payroll Chapter 2: Preparing Your Payroll Clearing Payroll Totals Maintaining the Payroll Control Record Maintaining the Pay Control Record Header Maintaining the Pay Control Record Line Details Copying a Pay Control Record Clearing Leave Amounts Managing Leave Taken by Employees Entering the Leave Record Assigning a Substitute to a Leave Record iii

4 Table of Contents Posting Leave Taken Generating the Leave Taken Posting Report Posting Leave Taken Loading Pay Records From Leave Taken Generating the Leaves Posted to Additional Pay Report Loading the Paid Leave and Dock Records to Payroll Input Creating Substitute Pay From Leave Input Running the Create Substitute Pays From Leave Report Creating Substitutes Pay Records Entering/Maintaining Pay Records Using the Time Entry Option Filtering the Employee Pay Records Entering Time for an Employee s Pay Record Entering an Employee s Non-regular Work Hours Modifying Employees Pay Records Navigating the Payroll Input form Modifying Employee Pay Records Chapter 3: Processing Stipends Setting Up a Stipend Master Entering an Employee Stipend Chapter 4: Processing a Payroll Running the Payroll Calculation Printing and Viewing Pre-Check Registers Running a Payroll Short Register Payroll Short Register Report Field Definitions Running a Payroll Medium Register Payroll Medium Register Report Field Definitions Running a Payroll Long Register Payroll Long Register Report Field Definitions Running a Calculation Deduction/Benefit Register Calculation Deduction/Benefit Register Report Field Definitions Running the Payroll Input Report Payroll Input by [Employee Category] Report Field Definitions Printing Payroll Checks Check Stock Requirements for Payroll Checks Running the Check Print Process iv

5 Table of Contents Generating Advice of Deposit Documents Check Stock Requirements for Advice of Deposit Documents Generating Advice of Deposit Documents Using Program HPCHK20S Generating Advice of Deposit Documents Using Program HPCHK06E Prerequisites Printing and Sending Advice of Deposit Documents Entering Advice Of Deposit Parameters Retaining Advice of Deposit Parameters Previewing the Advice of Deposit Documents Flagged to be Printed or Sent via Entering the Information Creating a Pre Notification File Creating a Direct Deposit File Updating Payroll History Chapter 5: Running Payroll Accounting Updates Running a Labor Distribution Update Using a Batch Master Accessing the Batch Master Form Handling Batch Master Error Messages Verifying the Labor Distribution is Correct Labor Distribution Report Field Definitions Creating the Labor Distribution Accounting Transactions Printing the Labor Distribution Invalid/Inactive Accounts Report Posting Labor Distribution to Adjusting Journals Labor Distribution Post to FAS Report Field Definitions Posting Leave Accruals Running the Leave Accrual Posting Report Leave Accrual Posting Report Field Definitions Posting Employees Accrued Leave Amounts Running a Payroll Accrual Process Running the Payroll Accrual List Posting the Payroll Accruals Calculating Payroll Accruals Running the Calculation Payroll Accrual Report Field Definitions Creating Payroll Accrual Journal Entries Chapter 6: Voiding a Payroll Check v

6 Table of Contents Chapter 7: Running Inquiries Running a Calculation Inquiry Running a Payroll Calculation Inquiry for One Employee Running a Payroll Calculation Inquiry for Multiple Employees Displaying Payroll Calculation Details Running a Payroll History Inquiry Running a Payroll History Inquiry for One Employee Running a Payroll History Inquiry for Multiple Employees Displaying Payroll Check History Details Running an Employee Leave Taken Inquiry Running an Employee Leave Taken Calendar View Inquiry Chapter 8: Running the Payroll Reports Standard Selection Criteria Running a Payroll Tracking Report Payroll Tracking Report Field Descriptions Running a Payroll Tracking Deductions/Benefits Report Payroll Tracking Deduction/Benefits Report Field Descriptions Running a Payroll Totals Report Payroll Totals Report Field Descriptions Running a Calculation Error Listing Calculation Error Listing Field Descriptions Running a Calculation Earnings Report Calculation Earnings Report Field Descriptions Running a Check Receipt Log Check Receipt Log Field Descriptions Running a Calculations Totals by Employee Category Report Payroll Totals Report Field Descriptions Running a Calculation Totals by Location Report Calculations Totals by Location Report Field Descriptions Running the Payroll Input by Account Number Report Payroll Input By Account No Report Field Descriptions Running the Credit Union Report Running the Credit Union Report Credit Union Report Field Definitions Creating the Credit Union File Chapter 9: Running the Payroll Leave Reports Running an Employee Leave Taken Report Employee Leave Taken Field Definitions Running an Employee Leave Available Report Employee Leaves Available Report Field Definitions vi

7 Table of Contents Running a Leave Liability Report Leave Liability Report Field Definitions Running a Historic Leave Accruals Report Historic Leave Accruals Report Field Definitions Running a Leave Liability Report (Balances) Leave Liability Report (Balances) Field Definitions Running a Substitute Work History Report Substitute Work History Report Field Definitions Running an Employee Attendance History Report Employee Attendance History Report Field Definitions Chapter 10: Running the Employee Payroll Reports Running an Employee Listing Employee Listing Report Field Definitions Running an Employee Deduction/Benefit Master Listing Employee Ded/Ben Master Listing Report Field Definitions Running a Deduction/Benefits by Ded/Ben Code Report Deduction Benefits by Ded Ben Code Report Field Definitions Running a Missing Deduction Benefits Register Running an Employee Leaves by Location Report Employee Leaves by Location Report Field Definitions Running an Employee Direct Deposit Listing Employee Direct Deposit Listing Report Field Definitions Running an Earnings Forecast Report Earnings Forecast Report Field Definitions Running an Active Employee FTE and Time Worked by Account Number Report Active Employee FTE and Time Report Field Definitions Chapter 11: Running the Historic Payroll Reports Running a Payroll Tax Totals Report Payroll Tax Totals Report Field Definitions Running a Payments Against Contracts Report Payments Against Contracts Report Field Definitions Running a Payroll Totals Detail Report Payroll Totals Detail Report Field Definitions Running a Payroll History By Date Range (Version 1) Report Payroll History By Date Range (Version 1) Details Report Field Definitions Running a Pay History By Date Range (Version 2) Report Pay History By Date Range (Version 2) Details Report Field Definitions Running a Pay History By Date Range (Version 3) Report Pay History By Date Range (Version 3) Details Report Field Definitions vii

8 Table of Contents Running a Historic Labor Distribution By Employee Report Historic Labor Distribution By Employee Report Field Definitions Running a Historic Labor Distribution by Account Report Historic Labor Distribution by Account Report Field Definitions Running a Historic Labor Distribution Report Using a Report Specifications Master Historic Labor Distribution Report Field Definitions Running a Employee Deduction/Benefit Historic Report Employee Deduction/Benefit Historic Report Field Definitions Running a Deduction/Benefit Historic Report Deduction/Benefit by Ded/Ben Codes Historic Report Field Definitions Running a Deduction/Benefit Historic Report by Deduction/Benefit Code/Plan Deduction/Benefit by Ded/Ben Code/Plan Historic Report Field Definitions Running an Insurance Register Insurance Register Report Field Definitions Running a Bond Report Running the Report Bond Report Field Definitions Updating the Bond Data Running the Social Security Contributions Report Running a Life Over $50,000 Listing Life Over $50,000 Listing Field Definitions Running a Historic Check Register Historic Check Register Report Field Definitions Running an Employment Verification by Pay Period Report Employment Verification by Pay Period Report Field Definitions Running a Historic Hours/Days Worked Report Historic Hours/Days Worked Report Field Definitions Running a Historical Check Print Report Running a Historic Payroll Advice of Deposit Running a Historical Medium Register Report Historical Medium Register Report Field Definitions Appendix A: Running the Portal Time Import Blended Overtime Calculations Calculating Weekly Blended Overtime Example # Example # Example # Example # Example # viii

9 Table of Contents Calculating Daily Blended Overtime Example # Example # Example # Example # Running the Portal Time Entry Audit Report Troubleshooting Running the Portal Time Import Process Appendix B: Glossary of Terms and Acronyms Index Customer Feedback Form ix

10 Summary of Changes The following table lists changes made in this revision of the Guide to Payroll Processing for alio HRS. Table 1-1. Summary of changes Chapter Page Change General N/A Modified the definitions for all occurrences of these fields: Batch Number increased field length from 4-digits to 6-digits Batch Year increased the field length from 1-digit to 2-digits Preface Page xv Page xvii Updated the Publications section. Preparing a Payroll Page 25 Modified the Maintaining the Pay Control Record Line Details procedure: Updated the Effective field definition. Page 53 Page 58 Page 61 Page 63 Processing Stipends Page 71 Page 72 Updated the Using the Time Entry Option section: Replaced Figure 2-15 and Figure 2-16 Removed the Manually Entering an Employee s Pay Record procedure; this is not a valid option Added the Job field definition to the Entering an Employee s Non-regular Work Hours procedure Updated the Modifying Employees Pay Records procedure: Replaced Figure 2-17 and Figure 2-18 Added the Job field definition Modified the Entering an Employee Stipend procedure: Replaced Figure 3-3 and Figure 3-4 Added the Jobs field definition x

11 Summary of Changes Table 1-1. Summary of changes (continued) Chapter Page Change Processing a Payroll Page 102 Added the following field definitions to the Payroll Long Register field cross-reference table : No of Checks Issued Check Range Total of Checks No of Advices Issued Advice Range Total of Advices Running Payroll Accounting Updates Running the Historic Payroll Reports Running the Portal Time Import Process Page 137, Page 139, Page 141 Page 142 Page 365 Page 368 Page 397 Page 400 Page 408 Modified the Creating the Labor Distribution Accounting Transactions procedure: Added the Cross Year Accrual fields: Ded/ Ben Group (Benefits Only), Employee Category Group, Accrual Account Year Replaced Figure 5-2 and Figure 5-3 Added the Running a Life Over $50,000 Listing procedure. Added the Calculating Daily Blended Overtime section. Added the following field definitions to the Running the Portal Time Import Process procedure: Payroll Cutoff Date Effective Date Before Cutoff for Pay Rec Effective Date After Cutoff for Pay Rec Group by Effective Date check box xi

12 Preface Welcome to alio! Powered by Oracle and featuring web-based technology, alio and its fully integrated library of Financial Management, Payroll, and Human Resource software applications is built to excel both now and in the future. The alio suite of products includes fund accounting, encumbrance accounting, general ledger, purchasing, accounts payable, accounts receivable, budgeting, finance, payroll, human resources, position control, salary administration and complete reporting. It is deployed on an Oracle database and runs on Windows servers. The Human Resources System (HRS) is designed to simplify the process of maintaining all personnel and payroll information. A single source for this data is provided, eliminating redundant input and allowing the user to maintain, process, and report all related information in a timely, effective manner. The extended personnel system provides an integrated facility to maintain information relating to position control, professional and administrative certification, and employee education. User profile records allow the system to be tailored to an employer's individual requirements, providing flexibility in establishing the various components of each employer's information base, such as: employment codes, location codes and descriptions, earning codes and descriptions, deduction/benefit codes, and leave accrual tables. Individual state retirement calculation and reporting requirements are supported by HRS along with any applicable federal, state and local withholding tax routines. Multiple payroll cycles are supported with the necessary payroll control information for each cycle being maintained on a single form. Processing for multiple regular, recurring, and onetime additional pay components is provided. The system processes salaried and unit paid employees in a single payroll run and utilizes exception processing to minimize input requirements. The ability to establish various leave accrual plans including sick leave and vacation is supported and provides automatic leave accrual and attendance tracking through a leave accounting system. A calendar view inquiry program is supplied to assist management in monitoring attendance for an individual. This view provides the ability to see absence trends for an employee. A labor distribution facility is included, which will distribute an employee's earnings and benefits to appropriate expenditure accounts. Payroll distributions (along with payroll liabilities) are interfaced to alio's Financial Accounting System (FAS) allowing personnel costs to be posted to the employer's accounting system for timely, accurate accounting and analysis. xii

13 Preface HRS incorporates comprehensive history data for earnings, deductions, distributions, and position histories associated with payroll and personnel functions. Extensive management and technical reporting is provided. The reports are designed to verify accuracy and enhance auditing and analysis. Reports are readily generated from standard menus. The system also provides a wide range of operational reports including personnel directories and employee labels. All personnel and payroll information is integrated into one database in HRS, eliminating redundant input. A single source of personnel and payroll information is provided, allowing the user to maintain and report all related information in a timely, effective manner. About this Guide Weidenhammer designed the Guide to Payroll Processing for alio HRS as a resource for staff in your organization that are responsible for processing payroll and maintaining employee s payroll records. The Guide to Payroll Processing for alio HRS contains the following chapters: Chapter 1, Payroll Process Checklists, beginning on page 1 Chapter 2, Preparing Your Payroll, beginning on page 18 Chapter 3, Processing Stipends, beginning on page 66 Chapter 4, Processing a Payroll, beginning on page 73 Chapter 5, Running Payroll Accounting Updates, beginning on page 133 Chapter 6, Voiding a Payroll Check, beginning on page 168 Chapter 7, Running Inquiries, beginning on page 170 Chapter 8, Running the Payroll Reports, beginning on page 187 Chapter 9, Running the Payroll Leave Reports, beginning on page 233 Chapter 10, Running the Employee Payroll Reports, beginning on page 266 Chapter 11, Running the Historic Payroll Reports, beginning on page 297 Appendix A, Running the Portal Time Import, beginning on page 390 Appendix B, Glossary of Terms and Acronyms, beginning on page 410 Each chapter may include the following sections: Chapter overview Prerequisites Step-by-step procedures You can use the Table of Contents or Index to search for the topic of your choice. You can also use the Customer Feedback Form to submit suggestions or comments about the alio Payroll Processing software solution or this guide to the Weidenhammer Client Care Center (CCC). The CCC will forward your feedback to the appropriate department. xiii

14 Preface Weidenhammer distributes the alio guides as PDF files. Each PDF file contains several navigation tools to assist you in finding the information required. These tools include: A Bookmarks panel that outlines the topics in the user s guide. You can click a topic in the bookmarks panel to go directly to that topic. A Search tool that lets you search for occurrences of a word or phrase in the user s guide. Interactive links that take you directly to the information you seek. These links display with blue text. Click a link to go to that topic or page. You can also click a page number in the Table of Contents or Index to go directly to a topic or page. A Comment tool that lets you add and save sticky notes to topics in the guide. Use these notes to add additional information to a topic. Optionally, you can display an interactive comment list that provides quick access to the sticky notes saved in the PDF file. Formatting Conventions The following table lists the formatting conventions used in this guide. Table 2-1. Formatting conventions Item Buttons and Keys Case Document and chapter titles Field Names Hypertext links Variables Convention Buttons and keys, such as the New Record button, the ENTER key or the TAB key, display in boldface. Press the indicated key; do not type the letters or words. Text entries are displayed in UPPERCASE in this guide. However, you can type text entries in all UPPERCASE, Mixed case, or lower case. Follow your organization s instructions to determine which case to use. Titles of documents appear in italics. Chapter names are bracketed in parenthesis. Literal field names, such as the Date field, display in bold in the step-by-step procedures. Hypertext links are formatted in blue text. Click a link to jump to that topic or page. Variables, such as a Y and an N, display in bold. xiv

15 Preface Additional Resources You can find additional resources about alio in the following publications and Web sites. Publications alio Financial Accounting System Guide to Accounting File Maintenance for alio FAS, UG-ALIO FAS-ACCOUNTING FILE MAINTENANCE-REL Guide to Accounts Payable Accruals for alio FAS, UG-ALIO FAS-AP ACCRUALS- REL Guide to Bank Reconciliation for alio FAS, UG-ALIO FAS-BANK RECONCILIATION-REL Guide to Cash Receipts for alio FAS, UG-ALIO FAS-CASH RECEIPTS- REL Guide to General Ledger Reports for alio FAS, UG-ALIO FAS-GL REPORTS- REL Guide to Payment Processing for alio FAS, UG-ALIO FAS-PAYMENT PROCESSING-REL Guide to Requisitions and Purchasing for alio FAS, UG-ALIO FAS- REQUISITIONS & PURCHASING-REL Guide to Standard Import Programs for alio FAS, UG-ALIO FAS-STANDARD IMPORT PROGRAMS_REL Guide to System Tools and Utilities for alio FAS, UG-ALIO FAS-SYSTEM TOOLS & UTILITIES-REL Guide to Year End Processing for alio FAS, UG-ALIO FAS-YEAR END PROCESSING-REL alio Human Resource System Guide to Calendar Begin Processing for alio HRS, UG-ALIO HRS-CALENDAR BEGIN PROCESSING-REL Guide to Cafeteria Processing for alio HRS, UG-ALIO HRS-CAFETERIA PROCESSING-REL Guide to Employee Maintenance for alio HRS, UG-ALIO HRS-EMPLOYEE MAINTENANCE-REL Guide to HRS Fiscal Year Begin Processing for alio HRS, UG-ALIO HRS-FISCAL YR BEGIN PROCESSING-REL Guide to Payroll Batch Processing for alio HRS, UG-ALIO HRS-PAYROLL BATCH PROCESSING-REL Guide to Payroll Encumbrance Processing for alio HRS, UG-ALIO HRS-PAYROLL ENCUMBRANCE PROCESSING-REL Guide to Payroll Master File Maintenance for alio HRS, UG-ALIO HRS-PAYROLL MASTER FILE MAINTENANCE-REL xv

16 Preface Guide to Payroll Processing for alio HRS, UG-ALIO HRS-PAYROLL PROCESSING- REL Guide to Position Control/Salary Administration for alio HRS, UG-ALIO HRS- POSITION CONTROL SALARY ADMINISTRATION-REL Guide to Standard Import Programs for alio HRS, UG-ALIO HRS-STANDARD IMPORT PROGRAMS_REL Guide to Time and Attendance for alio, UG-ALIO HRS-TIME & ATTENDANCE- REL Guide to Timeclock Processing for alio, UG-ALIO HRS-TIMECLOCK PROCESSING-REL Guide to Utilities and Tools for alio HRS, UG-ALIO HRS-UTILITIES & TOOLS- REL Guide to Accounts Receivables for alio, UG-ALIO-ACCOUNTS RECEIVABLES- REL Guide to Advanced Purchasing for alio, UG-ALIO FAS-IMPORTS-REL Guide to Bidding for alio, UG-ALIO-BIDDING-REL Guide to Budget Preparation for alio, UG-ALIO-BUDGET PREPARATION- REL Guide to Check Reconciliation for alio, UG-ALIO-CHECK RECONCILIATION- REL Guide to Fixed Assets for alio, UG-ALIO-FIXED ASSETS-REL Guide to Generating Reports for alio Web, UG-ALIO-GENERATING REPORTS- REL Guide to Positive Pay for alio, UG-ALIO-POSITIVE PAY-REL Guide to Sales Tax Processing for alio, UG-ALIO-SALES TAX PROCESSING- REL Guide to Substitute Tracker for alio, UG-ALIO -SUBSTITUTE TRACKER-REL Guide to System Administration for alio, UG-ALIO-SYSTEM ADMINISTRATION- REL Guide to Using alio Web, UG-ALIO-USING ALIO WEB-REL Guide to Vendor 1099 Processing for alio Guide to W-2 Processing for alio Guide to Warehouse Management for alio, UG-ALIO-WAREHOUSE MANAGEMENT- REL Data Conversion Workbooks Accounts Receivable System Master Files Data Conversion Workbook, DCW- ALIO-ARS MASTER FILES-REL Budget Preparation System Master Files Data Conversion Workbook, DCW- ALIO-BPS MASTER FILES-REL xvi

17 Preface Financial Accounting System Master Files Data Conversion Workbook, DCW- ALIO-FAS MASTER FILES-REL Financial Accounting System Transactions Data Conversion Workbook, DCW- ALIO-FAS TRANSACTION FILES-REL Fixed Assets System Data Conversion Workbook, DCW-ALIO-FIS-REL Human Resources System Payroll Data Conversion Workbook, DCW-ALIO-HRS PAYROLL-REL Human Resources System History Conversion Workbook, DCW-ALIO-HRS HISTORY-REL Human Resources System Master Files Data Conversion Workbook, DCW-ALIO- HRS MASTER FILES-REL Warehouse Management System Data Conversion Workbook, DCW-ALIO-WHS- REL Web Sites Weidenhammer Web site, Weidenhammer infolink Web site, Contacting alio Support If you have any questions about the alio Human Resource System software solution, you can contact your business partner that provides your alio support or the Weidenhammer alio Client Care Center at (800) during normal business hours. You can also contact Weidenhammer alio Client Care Center via at NOTE: If you are contacting the help desk about an existing support incident, please include the support incident number in the Subject line of the . xvii

18 1 Payroll Process Checklists Before processing a payroll, review these checklists. They provide a quick reference to the steps required to successfully run the payroll process. We included three payroll checklists to cover these scenarios: An organization where one person to performs all payroll and leave functions. Table 1-1 on page 2 provides a combined checklist for both payroll and leave procedures. An organization where different people perform the payroll process and the leave process. Refer to these tables for help with your organization s payroll process: Table 1-2 on page 10 provides a checklist for the payroll process when the leave is processed separately. Table 1-3 on page 16 provides a checklist for the leave process when the leave is processed separately. Use the checklist that meets the needs of your organization. Each table provides the steps required to complete the payroll process and the page number where the procedure is documented. This chapter discusses: Combined Payroll and Leave Processing Checklist Separate Payroll and Leave Processing Checklists 1

19 Payroll Process Checklists Combined Payroll and Leave Processing Checklist The following checklist includes the payroll process steps required when the payroll and leave are processed together. Table 1-1. Combined Payroll and Leave Processing Checklist Step Task Program Page Ref. Preparing Your Payroll 1. Clear the payroll totals: You must clear the payroll totals before running a current payroll so that current earnings are correct on the payroll checks and reports. When the payroll totals are cleared, the deduction/ benefit amounts affecting period limits set in the Deduction/Benefit Master are cleared. 2. Set up the payroll controls: Use the Pay Control option to select the employee and earning records to be processed in a specific payroll run. You can create a new pay control record for each pay period or modify an existing pay control record each time a different payroll is processed. Note: If you modify an existing pay control record, and then run the payroll calculation, the payroll registers contain the updated payroll data. If you create a unique pay control number for each payroll, you can re-run the payroll registers (except the Payroll Input report). 3. Clear the leave amounts: You must clear the leave amounts and totals so that current leaves are correct on the payroll checks and reports. When leaves are cleared, the leave amounts affecting the Maximum Accrual Rates set in the Leave Plans master are cleared. 4. Enter employee leave taken: Leave does not display on an employee s check until it is entered using the Employee Leave Input form. Entering leave taken by employees into alio can create pay for leave taken, dock pay for leave taken, and track employee leave information. HYPAY01A Page 19 HMPCL01A Page 21 HYLVE01A Page 29 HLENT02A Page 32 2

20 Payroll Process Checklists Table 1-1. Combined Payroll and Leave Processing Checklist (continued) Step Task Program Page Ref. 5. Post employee leave: Use the Post Employee Leave option to run the Leave Usage Report to verify the employee leave records entered are correct. You can run this report multiple times until all of the employee leave records are correct. Note: Set the Run Report Only indicator to YES until the employee leave records are verified as correct. When the records are correct, set the Report Only indicator to NO to post the leave 6. Load the pay records from leave taken: After the leave amounts are posted and before payroll is run, use the Load Pay Records From Leave Taken option to: Print the Leaves Posted to Additional Pay and/or dock transactions amounts posted to the employee's leave this pay period are correct. Create the pay records for paid leaves and dock records unpaid leaves in Payroll Input. Note: Set the Report Only indicator to YES until the employee leave records are verified as correct. When the records are correct, set the Report Only indicator to NO to load the pay records into Payroll Input. 7. Create the substitute pay from leave input: Important: You need only process this step if your district creates the substitute pay from the teacher's leave record. Otherwise, skip to step 8. After the substitute amounts are posted and before payroll is run, use the Create Sub Pay From Leave Input option to: Print the Create Substitute Pay report to verify that the substitute pay records are correct Create the substitute pay records in payroll input Note: Set the Report Only indicator to YES until the substitute pay records are verified as correct. When the records are correct, set the Report Only indicator to No to create the substitute pay records in Payroll Input. HELVE02A Page 39 HLPAY01A Page 45 HLPAY02A Page 49 3

21 Payroll Process Checklists Table 1-1. Combined Payroll and Leave Processing Checklist (continued) Step Task Program Page Ref. 8. Run the Portal Time Entry program to import Time Entry Request data from the alio Self Serve module into core alio: Important: This step is optional. You need only run this import process if your organization uses the alio Self Serve Time Entry Requests function to submit employees time worked. Use the Portal Time Import program to load the portal time entry data into the appropriate core alio tables. Run the Portal Time Entry Audit Report to review the time entry detail records to be imported into the core alio tables. When this report is error-free, run the Portal Time Entry Import process to import the time entry data into core alio. HEPTE01A 9. Enter/modify payroll for non salaried employees: Use one of these options to enter/modify employees pay records: Payroll Input to maintain standard and non-standard pay for non salaried employees (exception pay). Time Entry to enter the total number of hours each employee worked in the pay period being processed. HEPAY06A Page 53 HEPAY08A Page 53 4

22 Payroll Process Checklists Table 1-1. Combined Payroll and Leave Processing Checklist (continued) Step Task Program Page Ref. Processing Your Payroll 10. Perform the payroll calculations: Use the Payroll Calculation option to calculate payroll for a specific pay control record or individual employees, or to recalculate payroll for individual employees. When the calculation is processed, a combined Calculation Totals and Errors & Warnings report is produced. You can use this report to review the payroll totals and address any errors or warnings. You can run this option multiple times until the payroll is correct. The message VALID CALCULATION displays in the Calculation Status field when the calculation is run without any errors or warnings. This message is formatted in green text. Note: Use the status fields on this page to monitor the payroll process. The payroll is complete when these fields contain the following message, formatted in green text: Calculation Status: VALID CALCULATION; this status is set when the payroll calculation is run without any errors or warnings. Checks/Advices: CHECKS AND ADVICES HAVE BEEN PRINTED; this status is set when you successfully print the payroll checks and advice statements. Payroll Status: PAYROLL HAS BEEN UPDATED; this status is set when you successfully update the payroll. Note: Information from the last payroll calculation will populate in GREEN if the prior payroll was processed through Payroll Update for this pay control. HPCLC01A Page 74 5

23 Payroll Process Checklists Table 1-1. Combined Payroll and Leave Processing Checklist (continued) Step Task Program Page Ref. 11. Run the Pre-Check registers applicable to your organization: Recommended registers include: Multiple Calculation Totals / Errors & Warnings HPEDT04A Page 76 Payroll Deductions/Benefits Register HPEDT05A Page 102 Payroll Short Register HPEDT03A Page 79 Payroll Medium Register HPEDT09A Page 84 Payroll Long Register HPEDT02A Page 91 Payroll Input Report HPEDT01A Page Re-run the Payroll Calculation: If the payroll register has errors, you must re-run the payroll calculation after the errors are corrected. If the payroll register data is correct, you can skip this step. 13. Print the payroll checks: After the final payroll calculation is run, you can print the payroll checks for employees that do not have direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run. You will print payroll advices for employees with direct deposit (see step 5). Note: You cannot print checks without a clean payroll calculation. You can print payroll checks with outstanding warning messages, but you should research the warnings prior to printing the payroll checks. Before printing the payroll checks, you should: Verify the starting check number in the Bank Master Load the check paper stock into the appropriate printer HPCLC01A Page 74 HPCHK20S Page 112 6

24 Payroll Process Checklists Table 1-1. Combined Payroll and Leave Processing Checklist (continued) Step Task Program Page Ref. 14. Print the Advice of Deposit documents: After the final payroll calculation is run, you can print an Advice of Deposit document for each employee that has direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run. You can use either of these programs to print the Advice of Deposit documents: HPCHK10S Payroll Advice Print to print Advice of Deposit documents for distribution to your employees. HPCHK06E Advice Print to print and (optionally) send Advice of Deposit documents to employees via . This option is only available to alio Web users. 15. Create the Pre Notification File: This step is optional. Use the Pre Note File Creation option to create A prenotification file that you can send to a bank to verify employee direct deposit accounts without sending an actual direct deposit file. 16. Create the Direct Deposit File: Use the Direct Deposit File Creation option to create the Direct Deposit Transmittal file in ASCII format that you can transmit to the bank. Page 116 HPCHK10S Page 118 HPCHK06E Page 120 HPDIR02A Page 127 HPDIR01A Page Transfer the Direct Deposit and Pre-Note File to the bank: Your bank should provide a method for you to transfer the file. This is typically done over the internet. N/A N/A 18. Run the payroll update: Use the Payroll Update option to update the payroll history after the payroll is verified as accurate, checks and direct deposits are processed, and the post-check registers are complete. The Payroll Update process moves the calculated payroll information from the work area into payroll history. This process also updates the month-to-date, quarterto-date, year-to-date, and fiscal-year-to-date total accumulators. Note: After the Payroll Update is run, you can use the Check History Inquiry option to view the payroll data. HYPAY02A Page 131 7

25 Payroll Process Checklists Table 1-1. Combined Payroll and Leave Processing Checklist (continued) Step Task Program Page Ref. HRS Payroll Accounting 19. Run the Labor Distribution Update: Use the Labor Distribution Update option to create the account distribution transactions for the labor, benefits, deductions, and net pay for the current payroll. It also creates transactions for voided and handwritten checks not yet processed. After this process is run with the Show Errors Only field set to NO, you can view the records in on the Accounts tab in Check History. Note: These transactions are posted to FAS when the Labor Distribution Post to Adjusting Journals option is run. You should run this option with the Show Errors Only field set to Yes to verify that the account distribution transactions are correct. After verifying the transactions are correct, you can run this option with the Show Errors Only field set to No to create the account distribution transactions. 20. Run a Labor Distribution Invalid Accounts report: This step is optional. Use this report to check for incorrect or missing account numbers. 21. Post the labor distribution to the adjusting journals: Use the Labor Distribution Post to Adjusting Journals option to create the entries in FAS used to update the general ledger. On the Accounts tab in Check History Inquiry, the Processed box is checked after the labor is posted to FAS. HPDIS01A Page 134 HPDIS03A Page 143 HPDIS02A Page 145 FAS Payroll Accounting Refer to the Guide to Accounting File Maintenance for alio FAS for more information about FAS Payroll Accounting. 22. Modifying the Journal Entries: Use the Journal Entry option to make corrections to batch prior to running the Journal Entry Edit List and posting the transactions. 23. Running the Journal Entry Edit List: Use the Journal Entry option to generate the Journal Entry Edit List report You should run this report prior to posting to verify the transactions are correct. Use the Journal Entries option to correct transactions with errors. FJENT01A FJENT01A N/A N/A 8

26 Payroll Process Checklists Table 1-1. Combined Payroll and Leave Processing Checklist (continued) Step Task Program Page Ref. 24. Posting the journal entries: After verifying that the transactions are correct, use the Post Journal Entry option to post the labor general ledger entries. Labor distribution records post to the general ledger in summary. Use HRS to generate any labor distribution historic detail reports. Payroll Encumbrance Processing FJPST01A N/A You should include these steps after the Labor Distribution is run if your organization encumbers payroll. Refer to the Guide to Payroll Encumbrance Processing for alio HRS for additional information. You can download a copy of this guide from the Weidenhammer infolink Web site. 25. Set up payroll encumbrance: After the Labor Distribution process is complete, you should run the Payroll Encumbrance Setup option each pay period to include new employees and update salaries. 26. Run payroll encumbrance processing: Use the Payroll Encumbrance Processing option to: Create the encumbrance details on the Encumbrance tab of the employee s pay record Create the liquidation details on the Encumbrance tab of the employee s pay record Run the Process PO Accounting option to make direct entries to the general ledger HPENC01A HPENC02A N/A N/A 9

27 Payroll Process Checklists Separate Payroll and Leave Processing Checklists Use these checklists when organization had different people perform the payroll process and the leave process. This section discusses Payroll Processing Checklist Leave Processing Checklist Payroll Processing Checklist The following checklist includes the payroll process steps required when the leave is processed separately. Table 1-2. Payroll Processing Checklist Step Task Program Page Ref. Preparing Your Payroll 1. Clear the payroll totals: You must clear the payroll totals before running a current payroll so that current earnings are correct on the payroll checks and reports. When the payroll totals are cleared, the deduction/ benefit amounts affecting period limits set in the Deduction/Benefit Master are cleared. 2. Set up the payroll controls: Use the Pay Control option to select the employee and earning records to be processed in a specific payroll run. You can create a new pay control record for each pay period or modify an existing pay control record each time a different payroll is processed. Note: If you modify an existing pay control record, and then run the payroll calculation, the payroll registers contain the updated payroll data. If you create a unique pay control number for each payroll, you can re-run the payroll registers (except the Payroll Input report). HYPAY01A Page 19 HMPCL01A Page 21 10

28 Payroll Process Checklists Table 1-2. Payroll Processing Checklist (continued) Step Task Program Page Ref. 3. Run the Portal Time Entry program to import Time Entry Request data from the alio Self Serve module into core alio: Important: This step is optional. You need only run this import process if your organization uses the alio Self Serve Time Entry Requests function to submit employees time worked. Use the Portal Time Import program to load the portal time entry data into the appropriate core alio tables. Run the Portal Time Entry Audit Report to review the time entry detail records to be imported into the core alio tables. When this report is error-free, run the Portal Time Entry Import process to import the time entry data into core alio. HEPTE01A 4. Enter payroll for non salaried employees: Use one of these options to enter employees pay records: Payroll Input to maintain standard and non-standard pay for non salaried employees (exception pay). Time Entry to enter the total number of hours each employee worked in the pay period being processed. HEPAY06A Page 53 HEPAY08A Page 53 11

29 Payroll Process Checklists Table 1-2. Payroll Processing Checklist (continued) Step Task Program Page Ref. Processing Your Payroll 5. Perform the payroll calculations: Use the Payroll Calculation option to calculate payroll for a specific pay control record or individual employees, or to recalculate payroll for individual employees. When the calculation is processed, a combined Calculation Totals and Errors & Warnings report is produced. You can use this report to review the payroll totals and address any errors or warnings. You can run this option multiple times until the payroll is correct. The message VALID CALCULATION displays in the Calculation Status field when the calculation is run without any errors or warnings. This message is formatted in green text. Note: Use the status fields on this page to monitor the payroll process. The payroll is complete when these fields contain the following message, formatted in green text: Calculation Status: VALID CALCULATION; this status is set when the calculation is run without any errors or warnings. Checks/Advices: CHECKS AND ADVICES HAVE BEEN PRINTED; this status is set when you successfully print the payroll checks and advice statements. Payroll Status: PAYROLL HAS BEEN UPDATED; this status is set when you successfully update the payroll. Note: Information from the last payroll calculation will populate in GREEN if the prior payroll was processed through Payroll Update for this pay control. 6. Run the Pre-Check registers applicable to your organization: Recommended registers include: HPCLC01A Page 74 Multiple Calculation Totals / Errors & Warnings HPEDT04A Page 76 Payroll Deductions/Benefits Register HPEDT05A Page 102 Payroll Short Register HPEDT03A Page 79 Payroll Medium Register HPEDT09A Page 84 Payroll Long Register HPEDT02A Page 91 Payroll Input Report HPEDT01A Page

30 Payroll Process Checklists Table 1-2. Payroll Processing Checklist (continued) Step Task Program Page Ref. 7. Re-run the Payroll Calculation: If the payroll register has errors, you must re-run the payroll calculation after the errors are corrected. If the payroll register data is correct, you can skip this step. 8. Print the payroll checks: After the final payroll calculation is run, you can print the payroll checks for employees that do not have direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run. You will print payroll advices for employees with direct deposit (see step 5). Note: You cannot print checks without a clean payroll calculation. You can print payroll checks with outstanding warning messages, but you should research the warnings prior to printing the payroll checks. Before printing the payroll checks, you should: Verify the starting check number in the Bank Master Load the check paper stock into the appropriate printer 9. Print the Payroll Advices: After the final payroll calculation is run, you can print a payroll advice for each employee that has direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run. HPCHK10S Payroll Advice Print to print Advice of Deposit documents for distribution to your employees. HPCHK06E Advice Print to print and (optionally) send Advice of Deposit documents to employees via . This option is only available to alio Web users. 10. Create the Pre Notification File: This step is optional. Use the Pre Note File Creation option to create A prenotification file that you can send to a bank to verify employee direct deposit accounts without sending an actual direct deposit file. 11. Create the Direct Deposit File: Use the Direct Deposit File Creation option to create the Direct Deposit Transmittal file in ASCII format that you can transmit to the bank. HPCLC01A Page 74 HPCHK05S Page 112 HPCHK06S Page 116 HPCHK10S Page 118 HPCHK06E Page 120 HPDIR02A Page 127 HPDIR01A Page

31 Payroll Process Checklists Table 1-2. Payroll Processing Checklist (continued) Step Task Program Page Ref. 12. Transfer the Direct Deposit and Pre-Note File to the bank: Your bank should provide a method for you to transfer the file. This is typically done over the internet. N/A N/A 13. Run the payroll update: Use the Payroll Update option to update the payroll history after the payroll is verified as accurate, checks and direct deposits are processed, and the post-check registers are complete. The Payroll Update process moves the calculated payroll information from the work area into payroll history. This process also updates the month-to-date, quarterto-date, year-to-date, and fiscal-year-to-date total accumulators. Note: After the Payroll Update is run, you can use the Check History Inquiry option to view the payroll data. HYPAY02A Page 131 HRS Payroll Accounting 14. Run the Labor Distribution Update: Use the Labor Distribution Update option to create the account distribution transactions for the labor, benefits, deductions, and net pay for the current payroll. It also creates transactions for voided and handwritten checks not yet processed. After this process is run with the Show Errors Only field set to NO, you can view the records in on the Accounts tab in Check History. Note: These transactions are posted to FAS when the Labor Distribution Post to Adjusting Journals option is run. You should run this option with the Show Errors Only field set to Yes to verify that the account distribution transactions are correct. After verifying the transactions are correct, you can run this option with the Show Errors Only field set to No to create the account distribution transactions. 15. Run a Labor Distribution Invalid Accounts report: This step is optional. Use this report to check for incorrect or missing account numbers. 16. Post the labor distribution to the adjusting journals: Use the Labor Distribution Post to Adjusting Journals option to create the entries in FAS used to update the general ledger. On the Accounts tab in Check History Inquiry, the Processed box is checked after the labor is posted to FAS. HPDIS01A Page 134 HPDIS03A Page 143 HPDIS02A Page

32 Payroll Process Checklists Table 1-2. Payroll Processing Checklist (continued) Step Task Program Page Ref. FAS Payroll Accounting Refer to the Guide to Accounting File Maintenance for alio FAS for more information about FAS Payroll Accounting. 17. Modifying the Journal Entries: Use the Journal Entry option to make corrections to batch prior to running the Journal Entry Edit List and posting the transactions. 18. Running the Journal Entry Edit List: Use the Journal Entry option to generate the Journal Entry Edit List report You should run this report prior to posting to verify the transactions are correct. Use the Journal Entries option to correct transactions with errors. 19. Posting the journal entries: After verifying that the transactions are correct, use the Post Journal Entry option to post the labor general ledger entries. Labor distribution records post to the general ledger in summary. Use HRS to generate any labor distribution historic detail reports. Payroll Encumbrance Processing FJENT01A FJENT01A FJPST01A N/A N/A N/A You should include these steps after the Labor Distribution is run if your organization encumbers payroll. Refer to the Guide to Payroll Encumbrance Processing for alio HRS for additional information. You can download a copy of this guide from the Weidenhammer infolink Web site. 20. Set up payroll encumbrance: After the Labor Distribution process is complete, you should run the Payroll Encumbrance Setup option each pay period to include new employees and update salaries. 21. Run payroll encumbrance processing: Use the Payroll Encumbrance Processing option to: Create the encumbrance details on the Encumbrance tab of the employee s pay record Create the liquidation details on the Encumbrance tab of the employee s pay record Run the Process PO Accounting option to make direct entries to the general ledger HPENC01A HPENC02A N/A N/A 15

33 Payroll Process Checklists Leave Processing Checklist The following checklist includes the leave process steps required when the leave is processed separately. Table 1-3. Leave Processing Checklist Step Task Program Page Ref. Preparing Your Payroll 1. Clear the leave amounts: You must clear the leave amounts and totals so that current leave is correct on the payroll checks and reports. When leaves are cleared, the leave amounts affecting the Maximum Accrual Rates set in the Leave Plans master are cleared. 2. Enter employee leave taken: Leave does not display on an employee s check until it is entered using the Employee Leave Input form. Entering leave taken by employees into alio can create pay for leave taken, dock pay for leave taken, and track employee leave information. 3. Post employee leave: Use the Post Employee Leave option to run the Leave Usage Report to verify the employee leave records entered are correct. You can run this report multiple times until all of the employee leave records are correct. Note: Set the Run Report Only indicator to YES until the employee leave records are verified as correct. When the records are correct, set the Report Only indicator to NO to post the leave. HYLVE01A Page 29 HLENT02A Page 32 HELVE02A Page 39 16

34 Payroll Process Checklists Table 1-3. Leave Processing Checklist (continued) Step Task Program Page Ref. 4. Load the pay records from leave taken: After the leave amounts are posted and before payroll is run, use the Load Pay Records From Leave Taken option to: Print the Leaves Posted to Additional Pay and/or dock transactions amounts posted to the employee's leave this pay period are correct. Create the pay records for paid leaves and dock records unpaid leaves in Payroll Input. Note: Set the Report Only indicator to YES until the employee leave records are verified as correct. When the records are correct, set the Report Only indicator to NO to load the pay records into payroll input. 5. Create the substitute pay from leave input: Important: You need only process this step if your district creates the substitute pay from the teacher's leave record. Otherwise, skip to step 8. After the substitute amounts are posted and before payroll is run, use the Create Sub Pay From Leave Input option to: Print the Create Substitute Pay report to verify that the substitute pay records are correct Create the substitute pay records in payroll input Note: Set the Report Only indicator to YES until the substitute pay records are verified as correct. When the records are correct, set the Report Only indicator to No to create the substitute pay records in Payroll Input. HLPAY01A Page 45 HLPAY02A Page 49 17

35 2 Preparing Your Payroll Before processing the payroll, complete the following steps in the order presented: Clearing Payroll Totals on page 19 Maintaining the Payroll Control Record on page 21 Clearing Leave Amounts on page 29 Managing Leave Taken by Employees on page 32 Posting Leave Taken on page 39 Loading Pay Records From Leave Taken on page 45 Creating Substitute Pay From Leave Input on page 49 Entering/Maintaining Pay Records on page 53 You can also process the following options separately, if your organization processes employees leaves separately from the payroll. Clearing Leave Amounts Managing Leave Taken by Employees Posting Leave Taken Loading Pay Records from Leave Taken Refer to Chapter 1, Payroll Process Checklists, beginning on page 1 for a high-level overview of each step of this process. 18

36 Preparing Your Payroll Clearing Payroll Totals You must clear the payroll totals before running a current payroll so that current earnings are correct on the payroll checks and reports. When the payroll totals are cleared, the deduction/ benefit amounts affecting period limits set in the Deduction/Benefit Master are also cleared. You can use the Clear Payroll Totals option to clear the current payroll totals and, if applicable, the following payroll totals: Month-to-date to clear payroll totals in the first payroll period of a new month. Quarter-to-date to clear payroll totals at the beginning of a new quarter (for example, January, April, July, and October). Generally, you should also clear the month-to-date totals at the same time. Year-to-date to clear year-to-date payroll totals. You run this update as part of the calendar year process, after you run the W2s. Generally, you should also clear the month-to-date and quarter-to-date totals at the same time. Fiscal-to-date to clear payroll totals for the fiscal year-to-date. You run this update as part of the fiscal year end process. To clear payroll totals: 1. Follow this path to access the Clear Payroll Totals form: HRS > Payroll Processing > Clear Payroll Totals. Note: A Clear Payroll Totals history displays at the bottom of the form. Figure 2-1. Clear Payroll Totals form HYPAY01A 19

37 Preparing Your Payroll 2. In the Category Group No field, click the List of Values button to select the appropriate employee category group for which you want to clear payroll totals. Select ALL and leave the Effective Date blank to clear payroll totals for all employees. You can use category groups to simplify payroll processing and reporting, (Example: weekly, biweekly, or monthly). Refer to Maintaining Employee Category Groups in the Guide to Payroll Master Files Maintenance for alio HRS. You can download a copy of this guide from the Weidenhammer infolink Web site. 3. Optionally, in the Effective Date field, double-click the date field to select the date through which employees must be active to have their payroll totals cleared from the Calendar form; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 4. Leave the Amounts to Clear check boxes not selected to clear only current payroll totals, which includes any payroll totals since the previous payroll run. If applicable, you can select one or more of the following check boxes to clear additional payroll totals. Your choices are: MTD to clear the month-to-date payroll totals if a new payroll month is starting. QTD to clear the quarter-to-date payroll totals, if a new quarter is starting. Traditionally, new quarters begin in January, April, July, and October. Generally, you should also clear the month-to-date the totals when you clear the quarterto-date totals. YTD to clear the year-to-date payroll totals. You run this update as part of the calendar year end process, after you generate the W-2s. Generally, you should clear the month-to-date and quarter-to-date payroll totals at the same time. FTD to clear the fiscal year-to-date payroll totals. You run this update as part of the fiscal year end process. 5. Click the Process button to clear the selected payroll totals. The Clear Payroll Totals form closes and you are returned to the Payroll Processing menu. 20

38 Preparing Your Payroll Maintaining the Payroll Control Record Use the Pay Control option to select the employee and earning records to be processed in a specific payroll run. You can create a new pay control record for each pay period or modify an existing pay control record each time a different payroll is processed. Note: If you modify an existing pay control record, and then run the payroll calculation, the payroll registers contain the updated payroll data. If you create a unique pay control number for each payroll, you can re-run the payroll registers (except the Payroll Input report). IMPORTANT: You can use the Create Consolidated Check Utility to consolidate multiple check controls in a single Pay Control but still calculate the tax deductions separately for each separate pay amount. This utility is used most frequently to process summer pays when your employees request all of their pays in one check. Refer to the Running the Create Consolidated Check Utility section in the Guide to Utilities & Tools for alio HRS for more information. You can download the applicable state reporting guide from the Weidenhammer infolink Web site. This section discusses: Maintaining the Pay Control Record Header Maintaining the Pay Control Record Line Details 21

39 Preparing Your Payroll Maintaining the Pay Control Record Header Follow these steps to maintain the information that displays at the top of the Pay Control Record form. To maintain the pay control record header: 1. Follow this path to access the Pay Control form: HRS > Payroll Processing > Payroll Control. 2. Use the Find option to search for the pay control record you want to modify or click the New Record button to create a new pay control record. When the New Record button is clicked, the form displays in Entry mode with all fields blank. Figure 2-2. Pay Control form HMPCL01A 3. In the Control No field, click the List of Values button to select the unique code used to identify the payroll control record; or type a new pay control number. You can enter 2 alphanumeric characters. Press TAB to move the cursor to the second part of the Control No field. 4. In the second part of the Control No field, type a description of this payroll control record. 5. In the Year field, click the List of Values button to select the accounting year for which you are setting up the payroll control record. This is a one-digit field. 22

40 Preparing Your Payroll 6. Click to select one of the following options: Regular Pay to indicate that this payroll control record is a standard payroll run. A standard payroll run includes base pay and exception input. This is the default selection. Supplemental Pay to indicate that this payroll control record is an exception input only payroll run. Base pay records are not processed if you select this option. Base Pay Only to indicate that this payroll control record is a base pay only payroll run. Exception input records are not processed if you select this option. 7. In the First Check field, enter or change the bank number and beginning check number for this payroll run. The next check number is automatically tracked. The first part of the field is the bank number; you can enter up to 2 alphanumeric characters. The second part of the field is the beginning check number; you can enter up to 8 alphanumeric characters. If less than 8 characters are entered, alio converts the number to 8 characters by adding zeros to the front of the number when the record is saved. Leave this part blank if you are using the Bank Master to assign check numbers. 8. In the First Advice field, enter the bank number and beginning advice number for this payroll run. The next advice number is automatically tracked. The first part of the field is the bank number and consists of up to 2 alphanumeric characters. The second part of the field is the beginning advice number and consists of 8 alphanumeric characters. If less than 8 characters are entered, alio converts the number to 8 characters by adding zeros to the front of the number when the record is saved. Leave this part blank if you are using the Bank Master to assign advice numbers. 9. In the Claim No field, enter the claim number associated with this payroll run. Leave this field blank if there is no associated claim number. 10. Select the Include Stipend Pay check box to include stipend pay in this payroll run. Stipend pay is entered on the Stipend Entry form. Refer to Entering an Employee Stipend on page 71 for more information. 11. In the Beginning Stipend No. field, enter the first stipend number to be used. 12. In the Ending Stipend No. field, enter the last stipend number to be used. 13. In the Check Message field, enter any informational message you want to display on the checks produced from this payroll run. You can enter up to 80 alphanumeric characters. 23

41 Preparing Your Payroll 14. In the Mandatory Deduction/Benefit Groups data block, select the deduction/benefit groups that apply to this payroll run. These fields are optional. In the Federal field, click the List of Values button to select a required group of federal deductions or benefits for this payroll. If a deduction/benefit group is entered in this field, all employee records included in this payroll must contain one of the deductions/benefits in the group; otherwise, a warning is generated during the payroll calculation. In the State field, click the List of Values button to select a required group of state deductions or benefits for this payroll. If a deduction/benefit group is entered in this field, all employee records included in this payroll must contain one of the deductions/benefits in the group; otherwise, a warning is generated during the payroll calculation. In the Other field, click the List of Values button to select a required group of deductions or benefits for this payroll. If a deduction/benefit group is selected in this field, all employee records included in this payroll must contain all of the deductions/benefits in the selected group; otherwise, a warning is generated during calculation. In the Retirement 1 field, click the List of Values button to select a required retirement group of deductions or benefits for this payroll. If a deduction/ benefit group is selected in this field, all employee records included in this payroll must contain all of the deductions/benefits in the selected group; otherwise, a warning is generated during calculation. In the Retirement 2 field, click the List of Values button to select required retirement group of deductions or benefits for this payroll. If a deduction/ benefit group is selected in this field, all employee records included in this payroll must contain all of the deductions/benefits in the selected group; otherwise, a warning is generated during calculation. Maintaining the Pay Control Record Line Details Follow these steps to maintain the lines associated with the pay control record. To maintain the pay control record line details: 1. Press Tab to move the cursor to the first payroll detail line. 2. In the Category Group No field, click the List of Values button to select an employee category group you want to include in this payroll run. This is a required field. 3. In the Ded/Ben Grp No field, click the List of Values button to select the deduction/ benefit group numbers you want to include in this payroll run. 4. In the Pay Period field, enter the unique 2-digit code for this pay period. This code identifies this payroll throughout the payroll process. 24

42 Preparing Your Payroll 5. In the Chk Ctl field, enter the check control number used to sort or combine payroll groups. For example, an employee receives pay from 2 different line numbers in the pay control record. You can specify the same check control number on both lines and the employee will receive a combined check. In another example, you may run a biweekly and a monthly payroll at the same time. You can specify different check control numbers for each payroll and the payroll run creates 2 groups of checks. 6. In the Beginning field, double-click the date field to select the date of the first date in this pay period from the Calendar form; or type the date in mmddyyyy format. This is an informational field and is not used in any calculations. Tip: You can enter up to 8 numeric digits and 2 dashes. The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 7. In the Ending field, double-click the date field to select the date of the last day in this pay period from the Calendar form; or type the date in mmddyyyy format. This is an informational field and is not used in any calculations. Tip: You can enter up to 8 numeric digits and 2 dashes. The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. You must enter an Ending date that is greater than the Beginning Date or the following error message will display: Beginning Date is greater than the End Date. Please check the Dates. 8. In the Effective field, double-click the date field to select the date through which employees must have active pay to receive a check from this payroll run from the Calendar form; or type the date in mmddyyyy format. Employee pay is active when the Effective Date entered in the Employee Additional Pays program (HEPAY6A) and/or the Time Entry program (HEPAY08A)is less than or equal to the date entered in the Effective field. This information is verified on the Employee Jobs Pay Start and Pay End fields and the Employee Pays Pay Start and Pay End fields. This is a required field. The effective date is also used to determine the deductions and benefits that apply to the employees pay. Any deduction or benefit with a start date that is less than or equal to the effective date and an end date that is greater than the effective date is applied to the employees pay. Tip: You can enter up to 8 numeric digits and 2 dashes. The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 9. In the Retirement field, double-click the date field to select the date the checks in this payroll run are recorded for retirement purposes from the Calendar form; or type the date in mmddyyyy format. This field is associated to specific states. Note: Weidenhammer will assist you if this field is required by your state. If your state does not require this information, you can leave this field blank. Tip: You can enter up to 8 numeric digits and 2 dashes. The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 25

43 Preparing Your Payroll 10. In the Check Date field, double-click the date field to select the date that will display on the checks for this payroll run from the Calendar form; or type the date in mmddyyyy format. Tip: You can enter up to 8 numeric digits and 2 dashes. The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 11. Under Days, enter the following values: In the In Period field, type the number of paid days in this pay period, including any paid vacation, sick, or holiday days. In the Holidays field, enter the number of holidays in this pay period. This is for your informational purposes only and is optional. In the Retire field, enter the number of days in this pay period that count toward retirement. This field is associated to specific states. Note: Weidenhammer will assist you if this field is required by your state. If your state does not require this information, you can leave this field blank. 12. Select the Addtl Whld check box to withhold additional state and federal taxes. If you are running a supplemental payroll and you do not want to withhold state or federal taxes, do not select this check box. 13. In the Direct Deposit field, select the option that will determine the direct deposits to process for this pay line. Your choices are: All to process all direct deposit records. None if the employee payroll processed for this pay line does not include direct deposit or you want to process the payments as checks, not advices. Select to select the direct deposit records to be processed based on the Selection Flag entered on the Employee Direct Deposit Information form. If Select is selected, click the Deposits button to open the Deposit Selection Master form to identify the Selection Flags to be processed for this pay line. The following figure illustrates this form. Figure 2-3. Deposit Selection Master form HMPCL03A 26

44 Preparing Your Payroll 14. In the Tax Factor field, type a tax factor value, if the tax factor is different than the tax factor defined for this employee category. Otherwise, leave this field blank. 15. In the Ded/Ben Factor field, click to select the deduction/benefit factor value for this pay line. 16. Click the Pay Cycles button to display the Payroll Control Pay Cycles form. Figure 2-4. Deduction/Benefit Master HMPCL02A 17. In the Pay Cycle field, click the List of Values button to select the pay cycle for this payroll run. Hint: You can run the payroll for several different pay cycles at one time by repeating Step 32 to add additional pay cycles to the Payroll Control Pay Cycles form. 18. When finished, click Save to save the pay cycle setup. 19. Click Close to return to the Pay Control form. 20. To enter additional payroll record lines, press TAB or ENTER to go to the next payroll record line and repeat Steps 2-19; otherwise, continue with Step When all payroll record lines are entered, verify that the criteria is correct, and then click Save to save the records. 27

45 Preparing Your Payroll Copying a Pay Control Record You can copy an existing pay control record to create a new pay control record. To copy a pay control record: 1. In the text box next to the Copy button, type a unique pay control number. You can enter two alphanumeric characters. 2. Click the Copy button. The Controls List of Values form displays a list of existing pay control records. 3. Click the pay control record to be copied, and then click the OK button. A message displays: You are copying Control No [XX] Information into Control No [XX] Do you want to proceed? 4. Click Yes to copy the pay control record or No to stop the copy process. If Yes is clicked, a message displays: You have successfully copied control No [XX] Information into Control No [XX]. Click the OK button to close the message. 5. Use the Find button to search for and display the new pay control record. You can maintain this record as necessary. 28

46 Preparing Your Payroll Clearing Leave Amounts Clearing leave amounts is the first step in processing employee leave for the current payroll period. You must clear the leave amounts and totals so that the current leave balances are correct on the payroll checks and reports. When the leave are cleared, the leave amounts affecting the Maximum Accrual Rates set in the Leave Plans master are also cleared. Use the Clear Leave Amounts option to clear the following leave balances: Current accrued or taken leave amounts since the previous posted leave Month-to-date to clear leave totals, including current totals, at the beginning of a new month Quarter-to-date to clear quarter-to-date leave totals, including current totals, at the beginning of a new quarter (usually January, April, July, and October). You may also select the CUR and MTD check boxes. Year-to-date totals to clear year-to-date leave totals, including current totals, for the calendar year. You may also select the MTD and QTD check boxes. Fiscal-to-date totals to clear fiscal year-to-date leave totals, including current totals, for the fiscal year. You can also use the Clear Leave Amounts option to clear the following summary leave amounts, if necessary. Generally, you should not clear any of these leave balances unless directed by Weidenhammer: Available leaves to clear the total leave amounts available for employees to take Taken totals to clear the total leave amounts employees have taken Accrued totals to clear the total leave amounts employees have accrued The following procedure explains how to clear leave amounts when processing your payroll. Please contact Weidenhammer support for assistance in clearing leave amounts that are not part of the payroll process. 29

47 Preparing Your Payroll To clear leave totals: 1. Follow this path to access the Clear Leaves form: HRS > Leave Processing > Clear Leave Amounts. Tip: A history of the leaves cleared displays at the bottom of the form. Important: Contact Weidenhammer support before clearing the leave available, total taken, and total accrued amounts. Figure 2-5. Clear Leaves form HYLVE01A 2. Optionally, in the Effective Date field, double-click the date field to select the date through which employees must be active to have their leave amounts and totals cleared. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. Leave the Effective Date field blank if you want to clear leave amounts for all employees in the system. 3. Click to select the All Category Groups check box to clear leave amounts for all employees in the system; or, in the Category Group No field, click the List of Values button to select the appropriate employee category group for which you want to clear leave amounts. You can use category groups to simplify payroll processing and reporting, (Example: weekly, biweekly, or monthly). Refer to Maintaining Employee Category Groups in the Guide to Payroll Master File Maintenance for alio HRS for additional information. You can download a copy of this guide from the Weidenhammer infolink Web site. 30

48 Preparing Your Payroll 4. Click to select the Clear Taken Amounts check box to clear the leave taken accumulators for the selected time periods. 5. Click to select the Clear Accrued Amounts check box to clear the accrued leave accumulators for the selected time periods. 6. Click to select the check box for each time period you want to clear: CUR check box to clear the totals for any leave taken amounts and/or leave accrued amounts since the previous posted leave. MTD check box to clear the month-to-date totals, including current totals, of any leave taken amounts and/or leave accrued amounts if starting a new month. QTD check box to clear the quarter-to-date totals, including current totals, for any leave taken amounts and/or leave accrued amounts. Generally, you should select the MTD check box to clear month-to-date totals at the same time. YTD check box to clear the year-to-date totals, including current totals, for any taken amounts or accrued amounts, if starting a new quarter. Generally, you should select the MTD and QTD check boxes to clear month-to-date and quarter-to-date totals at the same time. FTD check box to clear the fiscal year-to-date totals, including current totals, for any leave taken amounts or leave accrued amounts. 7. Click to select the All Leave Codes check box to clear leave amounts for all leave codes. Optionally, in the Leave Code fields, you can click the List of Values button to select a leave code to clear leave amounts only for that leave code. You can choose an unlimited amount of leave codes. 8. Click the Process button to clear the totals and amounts for the selected options. The Clear Leaves form closes and you are returned to the Leave Processing menu. 31

49 Preparing Your Payroll Managing Leave Taken by Employees Leave does not display on an employee s check until it is entered using the Employee Leave Input form. Entering leave taken by employees into alio can create pay for leave taken, dock pay for leave taken, and track employee leave information. The Employee Leave Input form contains five blocks of information. Each block is maintained individually. Use the Master block to identify the employee for whom you are entering leave. When your cursor is positioned in the Master block, you can: Click the Find button to search for and retrieve the employee record you want to maintain. Click the Previous Record or Next Record buttons to view the next or previous employee record. The Background block lists the leave codes that identify each type of leave assigned to the employee along with the net available, available, and unposted quantities for each leave type. You should refer to this block when you are entering the employee s leave taken. The data in the Background block is reference information only and cannot be modified. You assign leave plans to an employee s record in the Employee Leaves form. Refer to Setting Up Employee Leave Plans in the Guide to Payroll Master File Maintenance for alio HRS for additional information. You can download a copy of this guide from the Weidenhammer infolink Web site. Use the Leave Input block to enter the leave taken by the employee. Use the leave codes listed in the Background block to verify that this type of leave is assigned to the employee and the employee s net leave available is sufficient to cover the leave taken. If not, you will need to specify an alternate leave plan to cover the difference or dock the employee s pay for the leave taken. You can enter multiple leave taken records in the Leave Input block. When you cursor is positioned in the Leave Input block, you can: Click the New Record button to insert a blank line so that you can enter a leave taken record. Click the Previous Record or Next Record buttons to view the next or previous leave taken record. Click the Delete Record button to remove a leave taken record from the block. The Employee Job Information block displays the job details when the job/pay record for the leave is selected. You can also click the List of Values button to change this information. You can also enter an account number in this block if you need to override the account number entered in Distr Group field for this employee on the Employee Pays form. Optionally, use the Substitute block to identify the substitute employee that filled in for the employee who took the leave. You can use this block automatically create a pay record for the substitute. 32

50 Preparing Your Payroll The following figure illustrates each of these blocks. Figure 2-6. Employee Leave Input form HLENT02A Master block Background block Leave Input block Employee Job Information Substitute block This section discusses: Entering the Leave Record Assigning a Substitute to a Leave Record 33

51 Preparing Your Payroll Entering the Leave Record Follow these steps to enter a leave record for an employee. To enter employee leave: 1. Follow this path to access the Employee Leave Input form: HRS > Leave Processing > Enter Employee Leave Taken. Hint: Click the Employee Info button to display employee job and pay details. Figure 2-7. Employee Leave Input form HLENT02A 2. Click the Find button to search for the employee record you want to update. 3. In the Last field, click the List of Values button to select an employee whose leave you are entering, and then click OK. The leave codes and leave plans set up for this employee, along with the available leave and unposted leave amounts, display in the Background block. 4. The Contract Year defaults to the current year but can be changed. You can enter up to 4 numeric digits. If a contract year is entered, the employee job and pay records for that contract year will display in the Jobs / Pays List of Values form, which displays when the employee or substitute entered has multiple job/pay records. Leave the Contract Year field blank to list an employee s job and pay records for all years in the Jobs / Pays List of Values form. 34

52 Preparing Your Payroll 5. In the Effective Date field, type the date you want to use to filter: The employee s job / pay records that display in the Jobs / Pays List of Values form. This form displays when the employee or substitute entered has multiple job/pay records. A leave plan from the Background block, if that plan has a start and end date range outside of the effective date. Leave the Effective Date field blank to list all of an employee s job and pay records in the Jobs / Pays List of Values form and leave plans in the Background block. Tip: You can enter up to 8 numeric digits and 2 dashes. The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 6. Select the Check Dates check box to verify the dates you are entering for leave. If this option is selected, and you enter two leaves with the same date, you receive a warning message with a prompt. Clear the Check Date check box to prevent leave date verification; you will not receive a warning message when you enter two leave with the same dates. For example, you may want to clear this box if you are entering leave dates for a payroll period instead of specific days. Generally when you use this option, you should clear the Retain Dates check box. 7. Select the Retain Dates check box to copy the dates you enter from one entry to the next. This is helpful when you are making more than one leave entry for the same dates. Generally, you should clear the Check Dates check box when you use this option. 8. If necessary, click the New Record button to insert a blank line. 9. In the Code field, type the leave code assigned to the leave taken. This is a required field. Refer to the Background block to verify the leave code is assigned to the selected employee. Press Tab. The following fields are populated and cannot be changed: In the Plan field, the leave plan associated with that code. In the Orig Code & Plan fields, the original selected leave code and plan. You can refer to these field values when an employee exceeds the leave amount available in the original leave plan and an alternate leave plan is implemented. The cursor moves to the From Date field. 10. In the From Date field, type the beginning date, in MMDDYYYY format, of this employee s leave. This is a required field. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. You can also double-click the date field to choose a date from the Calendar form. 35

53 Preparing Your Payroll 11. Press Tab. If the employee has multiple job/pay records for the specified contract year, the Jobs / Pays List of Values form appears. Select the job/pay record to which the leave will be posted, and then click OK. The Employee Job Information displays at the bottom of the form and the cursor moves to the To Date field. Note: The job/pay records listed in the List of Values form are filtered based on the values entered in the Contract Year and/or the Effective Date fields. 12. The To Date field defaults to the date entered in the From Date field, which makes the duration of this leave equal to one (1) day. You can change this date if applicable. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. You can also double-click the date field to choose a date from the Calendar form. 13. In the Leave field, type the amount of leave taken for this employee leave input record. This is a required field and consists of up to 8 numeric digits with four decimal positions ( ). When this field is entered, the Duration and Factor fields in the Substitute block are populated. 14. In the Description field, type a description of this employee leave. You can enter up to 40 alphanumeric characters. 15. In the Dock field, type the amount of time that will be docked for this leave, if applicable. For example, you have set up leaves to dock when there is not enough leave available. If there are 5 hours of leave available and an employee takes 8 hours, the dock is the difference, or 3 hours. You can enter up to up to 8 numeric digits with four decimal positions ( ). Tip: If this field is left blank and there are no more alternate leaves available for this employee, a warning message displays when Enter is pressed. You have two options: Click Dock to enter a calculated dock amount in the Dock field. Click Don't Dock to leave the Dock field blank. 16. In the Pay Rate field, type a pay amount that overrides the amount or option specified in the Leave Plans form. You can enter up to 11 numeric digits in format. If a whole number (100) is entered, your entry is automatically formatted in 999,999, format when the cursor is advanced to the next field (100.00). You must type the decimal point to enter dollars and cents (99.50). 17. In the Dock Rate field, type a dock amount that overrides the amount or option specified in the Leave Plans form. You can enter up to 11 numeric digits in format. If a whole number (100) is entered, your entry is automatically formatted in 999,999, format when the cursor is advanced to the next field (100.00). You must type the decimal point to enter dollars and cents (99.50). 36

54 Preparing Your Payroll 18. Optionally, in the Employee Job Information block, you can change the job/pay record associated with the leave taken record. For example, if an employee works multiple jobs in an organization and the selected leave is either paid or docked, you can select the employee job information from which to pay or dock this leave. Note: Employee job information is available only for selection if the Leave Flag is selected on the Employee Pays form. 19. Optionally, in the Account field, type an override account number from which you want to pay an employee. This is an optional field that overrides the account number specified in Distr Group field on the Employee Pays form. 20. Press the Enter key to advance the cursor to the next line. If a leave alternative is applied to the leave record, the Code entered automatically changes to the alternate code, if an alternate leave plan was established for the leave plan entered. For example, you establish sick leave with vacation as an alternate code. If an employee uses all their sick leave and you select sick leave in the Code field, the field automatically changes to the alternate code, or in this example, vacation leave, when Enter is pressed. The Orig. Code & Plan field displays the original code and plan you selected, or in this example, the sick leave code and plan. Important: You must press the Enter key to process the leave alternatives. If you click the next field, leave alternative is not processed. Assigning a Substitute to a Leave Record Follow these steps to identify the individual that substituted for the employee during the leave. You should use this procedure only if your organization creates pay records for your substitutes as part of the payroll process. To assign a substitute to a leave record: 1. In the Leave Input block, click the leave record to which you want to assign the substitute. The To Date value, From Date value, and Duration value for that leave record display in the Substitute Information block. 2. Use the following fields to filter the Jobs / Pays List of Values for the substitute selected: The Pay Flag to filter the available pays for the substitute. Leave this field blank to retrieve all pays. The Job Flag to filter the available jobs for the substitute. Leave this field blank to retrieve all jobs. 3. In the Name field of the Substitute Information block, click the List of Values button to select the employee that substituted for the employee during the leave. 4. Click OK. The Job Code, Earn Code, Position No, and Factor fields are populated based on the substitute employee record selected. 37

55 Preparing Your Payroll 5. The To Date field defaults to the To Date value entered for this leave record but can be changed. This is the date through which the employee substituted for the employee taking leave. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 6. The From Date field defaults to the From Date value entered for this leave record but can be changed. This is the beginning date the employee substituted for the employee taking leave. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 7. The Duration field displays the amount of time the substitute worked for the employee on leave. This field is calculated using the following rules: If the Factor field is blank, this field defaults the amount of time in the Leave field. If the Factor field contains a value, the time specified in the Leave field is multiplied by the number in the Factor field. The result is displayed in this field. This Factor field is automatically populated and cannot be modified from this form. It is used to convert days or hours of teacher leave to days or hours of substitute teacher pay. For example, if an employee takes 6 hours of leave, a factor of converts that to 8 hours of substitute pay. 8. In the Pay Rate field, type the pay rate for the substitute. This amount overrides the amount specified in Employee Pays form. You can enter up to 11 numeric digits in format. If a whole number (100) is entered, your entry is automatically formatted in 999,999, format when the cursor is advanced to the next field (100.00). You must type the decimal point to enter dollars and cents (99.50). 9. Click the Save button to save the record. 38

56 Preparing Your Payroll Posting Leave Taken Use the Posting Leave Taken option to calculate the employee's available leave. The calculation is Current Leave Available minus the Leave taken this pay period. Leave taken is posted after employee leave is entered and prior to loading pay records from leave taken. Posting leave taken updates the amount of leave employees have. This helps the user and the employee to know the current amount of leave that is available. Posting leave taken also creates a Leave Taken Posting Report. This report displays each employee who takes leave, the type and amount of leave taken, and any dock amounts. You can use this report to verify current leave amounts and ensure any leave taken is entered correctly. NOTE: Prior to posting, run the report separately to ensure leave records are correctly entered. You can select Yes, Report Only to list all leave records on the report or Yes, Show Errors Only to list only leave records with errors. After correcting any leave records with errors, you can select No, Update to run the report and post the leave records. This section discusses: Generating the Leave Taken Posting Report Posting Leave Taken 39

57 Preparing Your Payroll Generating the Leave Taken Posting Report Follow these steps to generate the Leave Taken Posting Report without posting the leave taken records. You can use this report to verify the leave taken records are correct. To generate the report: 1. Follow this path to access the Leave Usage Report/Posting Runtime Parameter Form: HRS > Leave Processing > Post Leave Taken. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 2-8. Leave Usage Report/Posting Runtime Parameter Form HELVE02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is 1. 40

58 Preparing Your Payroll 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. Type All to include all employee categories in the record selection process. 7. Optionally, in the Effective Date field, enter the date through which employees must be active to have leaves posted against their accrued balance. Enter the date in MMDDYYYY format. 8. In the Contract Year field, enter the contract year for which you want to post leaves taken. If you want to post unposted leaves taken for any year, leave this field blank. 9. In the Report Only field, click to select one of these options to generate the report without posting the leave taken records: Yes, Show Errors Only to list only leave records with errors on the report Yes, Report Only to list all leave records that meet the record selection criteria 10. In the From Date field, enter the first date in the date range you want to use to select the leave taken records for the report. For example, if the current date is July 1, 2010 and you want to list leave taken records for the previous month, enter This field is required. Enter the date in MMDDYYYY format. 11. In the To Date field, enter the last date in the date range you want to use to select the leave taken records for the report. For example, if the current date is July 1, 2010 and you want to you want to list leave taken records for the previous month, enter This field is required. Enter the date in MMDDYYYY format. 12. In the Leave Control No field, enter a number that identifies the leave posting you are running. This can help you associate the leave posting to a specific payroll if you are running multiple payrolls at the same time. This field is required. 13. In the Sort By field, select the sort order for the report from the list provided. Your choices are: Employee Name (default) to sort the leave records in alphabetical by employee name Location to sort the leave records by location number 14. In the Show field, select additional information you want to include on the report. Your choices are: Sub Employee to display the substitute employee information for the leave records Description to display a description of each leave record 41

59 Preparing Your Payroll 15. The Leave Code 1 field defaults to All. Use this default value to include all leave codes in the record selection process. Optionally, in the Leave Code 1-20 fields, enter the leave codes you want to include in the record selection process. You can enter up to 20 specific leave codes. 16. Click the Submit Query button. The Leave Usage Report/Posting Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 2-9. Leave Taken Posting Report Figure Leave Taken Posting Report Show Errors Only HELVE02A 17. Verify that the leave taken records are correct. You can re-run this report multiple times until all of the records are correct. Use program HLENT02A Employee Leave Input to correct the leave records with errors. Refer to Entering the Leave Record on page 34 and Assigning a Substitute to a Leave Record on page 37 for more information. When the leave records verified as correct, you can post the leave taken. 42

60 Preparing Your Payroll Posting Leave Taken Follow these steps to post the leave taken records for this payroll period. To post the leave taken: 1. Follow this path to access the Leave Usage Report/Posting Runtime Parameter Form: HRS > Leave Processing > Post Leave Taken. 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. Type All to include all employee categories in the record selection process. 7. Optionally, in the Effective Date field, enter the date through which employees must be active to have leaves posted against their accrued balance. Enter the date in MMDDYYYY format. 8. In the Contract Year field, enter the contract year for which you want to post leaves taken. If you want to post unposted leaves taken for any year, leave this field blank. 9. In the Report Only field, select No, Update to run the Leave Taken Posting report and post the leave taken records. 10. In the From Date field, enter the first date in the date range you want to use to select the leave taken records to be posted. For example, if the current date is July 1, 2010 and you want to post leave taken records for the previous month, enter This field is required. Enter the date in MMDDYYYY format. 11. In the To Date field, enter the last date in the date range you want to use to select the leave taken records to be posted. For example, if the current date is July 1, 2010 and you want to you want to post leave taken records for the previous month, enter This field is required. Enter the date in MMDDYYYY format. 43

61 Preparing Your Payroll 12. In the Leave Control No field, enter a number that identifies the leave posting you are running. This can help you associate the leave posting to a specific payroll if you are running multiple payrolls at the same time. 13. In the Sort By field, select the sort order for the report from the list provided. Your choices are: Employee Name (default) to sort the leave records in alphabetical by employee name Location to sort the leave records by location number 14. In the Show field, select additional information you want to include on the report. Your choices are: Sub Employee to display the substitute employee information for the leave records Description to display a description of each leave record 15. The Leave Code 1 field defaults to All. Use this default value to include all leave codes in the record selection process. Optionally, in the Leave Code 1-20 fields, enter the leave codes you want to include in the record selection process. You can enter up to 20 specific leave codes. 16. Click the Submit Query button. The Leave Usage Report/Posting Runtime Parameter Form closes and the report is routed to the selected destination type (see Figure 2-9 on page 42). If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The leave pay and dock transactions are created and employees available leave is recalculated. 44

62 Preparing Your Payroll Loading Pay Records From Leave Taken After the leave amounts are posted and before payroll is run, use the Load Pay Records From Leave Taken option to: Print the Leaves Posted to Additional Pay report to verify the pay and/or dock transactions amounts posted to the employee's leave for this pay period are correct. Create the pay records for paid leave transactions and dock transactions for unpaid leaves in Payroll Input. For example, an employee who is paid hourly takes paid leave. If the employee works 72 hours and takes 8 hours of leave, when you can load pay records from the leave taken, the additional pay for the 8 hour leave is created and 72 hours of regular pay is entered instead of 80. The employee is still paid for 80 hours. In another example, a salary employee takes 6 hours of sick leave but only has 4 hours available. If the sick leave is set up to dock an employee s wages when leave is not available, the employee s pay is docked for the 2 hours above their available 4 hours of leave when the leave pay records are loaded. NOTE: Prior to loading pay records, select Yes to run the report separately to ensure the pay and dock transactions are correct. After correcting transactions with errors, select No to run the report and load the pay records into Payroll Input. This section discusses: Generating the Leaves Posted to Additional Pay Report Loading the Paid Leave and Dock Records to Payroll Input Generating the Leaves Posted to Additional Pay Report Before creating the paid leave transactions and dock transactions for unpaid leave, you should print the Post Leaves to Additional Pay report to verify that the employees' paid and dock transaction amounts are correct. This report displays each employee who has additional pay for leaves taken, the amount of leave they took, the leave pay rate, and the total amount of pay for the leave. If a mistake is found, follow these steps to correct transaction. Back out the posted leave taken record. Access program HLENT02A Employee Leave Input to correct the transaction. Re-post the corrected transaction. You can run this report multiple times until all paid leave and dock transaction amounts are correct. 45

63 Preparing Your Payroll To run the Leaves Posted to Additional Pay report: 1. Follow this path to access the Post Leaves to Additional Pay Runtime Parameter Form: HRS > Payroll Processing > Load Pay Records From Leave Taken. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a RED asterisk (*) are required to run the report. Figure Post Leaves to Additional Pay Runtime Parameter Form HLPAY01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is 1. 46

64 Preparing Your Payroll 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. Type All to include all employee categories in the record selection process. 7. In the Beginning Date field, enter the same beginning date you entered when you posted the employee leave records using the Post Leave Taken option. You must enter the date in MMDDYYYY format. This field is required. 8. In the Ending Date field, enter the same ending date you entered when you posted the employee leave records using the Post Leave Taken under Leave Processing option. You must enter the date in MMDDYYYY format. This field is required. 9. In the Report Only field, select Yes to run the Leaves Posted to Additional Pay report without creating the paid leave and dock transactions in Payroll Input. 10. In the Leave Control No field, enter the same Leave Control No entered on the Leave Usage Report/Posting Runtime Parameter Form when employee leave taken records were posted. This field is required. 11. In the Effective Date field, enter the date through which employees must be active to load the pay records from their leave taken. Enter the date in MMDDYYYY format. This field is required. 12. In the Sort By field, select how you want to sort the report. The following options are available: Employee Name (default) to sort the report alphabetical by employee names Location to sort the report by location number 13. Click the Submit Query button. The Post Leaves to Additional Pay Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Leaves Posted to Additional Pay 14. Verify that all leave posted is correct. You can re-run this report multiple times until all of the records are correct. 15. When the paid leave and dock transactions are correct, you can load the records to Payroll Input. 47

65 Preparing Your Payroll Loading the Paid Leave and Dock Records to Payroll Input Follow these steps to create the pay records for paid leave records and dock records for unpaid leaves in Payroll Input. To create the pay records: 1. Follow this path to access the Post Leaves to Additional Pay Runtime Parameter Form: HRS > Payroll Processing > Load Pay Records From Leave Taken. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. Type All to include all employee categories in the record selection process. 7. In the From Date field, enter the same beginning date you entered when you posted the employee leave records using the Post Leave Taken option. You must enter the date in MMDDYYYY format. This field is required. 8. In the To Date field, enter the same ending date you entered when you posted the employee leave records using the Post Leave Taken under Leave Processing option. You must enter the date in MMDDYYYY format. This field is required. 9. In the Report Only field, select No to create the pay records from leave taken in Payroll Input. The Leaves Posted to Additional Pay report is also generated. 10. In the Leave Control No field, enter the same Leave Control No entered on the Leave Usage Report/Posting Runtime Parameter Form when employee leave taken records were posted. This field is required. 48

66 Preparing Your Payroll 11. In the Effective Date field, enter the date through which employees must be active to load the pay records from their leave taken. Enter the date in MMDDYYYY format. This field is required. 12. In the Sort By field, select how you want to sort the report. The following options are available: Employee Name (default) to sort the report alphabetical by employee names Location to sort the report by location number 13. Click the Submit Query button. The Post Leaves to Additional Pay Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The pay records for the paid leave transactions and dock transactions for unpaid leave are created in Payroll Input. Creating Substitute Pay From Leave Input IMPORTANT: You need only run this step if your district creates the substitute pay from the teacher's leave record. After the substitutes pay amounts are posted and before the payroll is run, use the Create Sub Pay From Leave Input option to: Print the Create Substitute Pays From Leave report to verify that the substitutes pay records are correct Create the substitutes pay records in Payroll Input NOTE: Set the Report Only indicator to YES until the substitutes pay records are verified as correct. When the records are correct, set the Report Only indicator to NO to create the substitutes pay records in Payroll Input. This section discusses: Running the Create Substitute Pays From Leave Report Creating Substitutes Pay Records 49

67 Preparing Your Payroll Running the Create Substitute Pays From Leave Report Before creating the substitutes pay records in Payroll Input, run the Create Substitute Pays from Leave Report to verify that the substitutes pay transactions are correct. To create substitute pay records: 1. Follow this path to access the Create Substitute Pay Runtime Parameter Form: HRS > Payroll Processing > Create Sub Pay From Leave Input. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Create Substitute Pay Runtime Parameter Form HLPAY02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Contract Year field, enter the contract year of the pay records to be processed. 6. In the Account Year field, use the drop down list to select the account year of the pay records to be processed. 50

68 Preparing Your Payroll 7. In the From Date field, type the same beginning date you entered when you posted the employee leave records using the Post Leave Taken under Leave Processing option. You enter this date in MMDDYYYY format. 8. In the To Date field, type the same ending date you entered when you posted the employee leave records using the Post Leave Taken under Leave Processing option. You enter this date in MMDDYYYY format. 9. In the Report Only field, click Yes to run the Create Substitute Pays From Leave report without creating substitutes pay records. You should select Yes each time you run the report until the substitutes pay transactions are verified as correct. 10. In the Leave Control No field, type the Leave Control No entered on the Leave Usage Report/Posting Runtime Parameter Form when you posted the employee leave records. This field is required. 11. In the Effective Date field, enter the date through which employees must be active to load substitutes pay records. You enter this date in MMDDYYYY format. 12. In the Update Sub Pay Posted Flag on Leaves with Missing Sub Pay Records field, select No to run the Create Substitute Pays From Leave report without updating the Sub Pay Posted flag. Select Yes to update the Sub Pay Posted flag. 13. Click the Submit Query button. The Create Substitute Pay Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Create Substitute Pays From Leaves 14. Verify that the substitutes pay records are correct and make any necessary corrections. You should run this report again after correcting the substitute pay records to verify the amounts are correct. When the substitutes pay records are correct, you can create the substitutes pay records in Payroll Input. 51

69 Preparing Your Payroll Creating Substitutes Pay Records After verifying the substitutes pay records are correct, follow these steps to create the substitutes pay records in Payroll Input. To create substitutes pay records in Payroll Input: 1. Follow this path to access the Create Substitute Pay Runtime Parameter Form: HRS > Payroll Processing > Create Sub Pay From Leave Input. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Contract Year field, enter the contract year of the substitutes pay. 6. In the Account Year field, use the drop down list to select the account year of the substitutes pay. 7. In the From Date field, type the same beginning date you entered when you posted the employee leave records using the Post Leave Taken under Leave Processing option. You enter this date in MMDDYYYY format. 8. In the To Date field, type the same ending date you entered when you posted the employee leave records using the Post Leave Taken under Leave Processing option. You enter this date in MMDDYYYY format. 9. In the Report Only field, select No to create the substitutes pay records in Payroll Input and generate the Create Substitute Pays From Leave report. 10. In the Leave Control No field, type the Leave Control No entered on the Leave Usage Report/Posting Runtime Parameter Form when you posted the employee leave records. This field is required. 11. In the Effective Date field, enter the date through which employees must be active to load substitutes pay records from their leave taken. You enter this date in MMDDYYYY format. 12. In the Update Sub Pay Posted Flag on Leaves with Missing Sub Pay Records field, select Yes to update the Sub Pay Posted flag. 52

70 Preparing Your Payroll 13. Click the Submit Query button. The Create Substitute Pay Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The substitutes pay records are created in Payroll Input. Entering/Maintaining Pay Records Use the following programs to enter and maintain employee s time entry and pay records: HEPAY08A Time Entry to enter the total number of hours each employee worked in the pay period being processed. HEPAY06A Payroll Input to maintain standard and non-standard pay for non salaried employees (exception pay). This section discusses: Using the Time Entry Option Modifying Employees Pay Records Using the Time Entry Option Use the Time Entry option to enter the total number of hours each employee worked in the pay period being processed. You can enter the time for all employees or enter time for an employee group by filtering the employee list. The filter criteria includes work location, job code, primary job flag, primary pay flag, and contract year. You can also include or exclude terminated and inactivated employees. You can automatically populate the Effective Date on each employee time record. You can copy an employee s time record to add a second time record for that employee. All time record details are copied except the Time value. NOTE: Optionally, you can use program HEPAY06A Payroll Input to update a pay record entered using program HEPAY08A Time Entry. Refer to Modifying Employee Pay Records for more information. This section discusses: Filtering the Employee Pay Records Entering Time for an Employee s Pay Record Entering an Employee s Non-regular Work Hours 53

71 Preparing Your Payroll Filtering the Employee Pay Records Optionally, use the search parameters at the top of the Time Entry form to filter the employee pay records to be entered and/or updated. Leave the search parameters blank to list all employees. To search for employee pay records: 1. Access the Time Entry form. Figure Time Entry form HEPAY08A 2. Optionally, in the Effective Date field, double-click the field to select the date that will print on the pay checks from a Calendar form; or type the date in mmddyyyy format. This date must match the date entered on the pay control record used to process the employees pay. Tip: The date is formatted in mm/dd/yyyy format when the cursor is advanced to the next field. 54

72 Preparing Your Payroll 3. Enter any combination of the following fields to filter the employee list. The filter options are cumulative; the more fields you enter the less records will display. Table 2-1. Filter options Field Work Loc Job Code Contract Year Primary Job Flag Primary Pay Flag Include Terminated Employees Include Inactive Employees Description Click the List of Values button to limit the employees time records to employees that work in the same location. Click the List of Values button to limit the employees time records to employees that have the same job. For example, you might want to limit the list to cafeteria staff or teachers. Type the contract year in which the employees work. Type the primary job flag to include only records for the employee s primary job, as defined in the Employee Jobs form. Leave this field blank to list all employees job records that match the other search criteria. Type the primary pay flag to include only records for the employee s primary pay, as defined in the Employee Pays form. Leave this field blank to list all employees pay records that match the other search criteria. Click to select the Include Terminated Employees check box to include terminated employees time records in the list. Terminated employees must have the Pay Employee? field set to Exception Input Pay Only on the Employment Status form. Click to select the Include Inactive Employees check box to include inactive employees time records in the list. 55

73 Preparing Your Payroll 4. Click one of the following buttons: The Load button to create new pay records for the employees that meet the filter criteria. The Search button to display the additional pay records that already exist in the Payroll Input form HEPAY06A and that meet the filter criteria. Tip: Click and drag the Horizontal scroll bar to display additional employee pay details. Figure Time Entry form with data HEPAY08A Entering Time for an Employee s Pay Record Follow these steps to enter the time worked for each employee displayed in the list. To enter employee time: 1. Use the search fields at the top of the form to list the employee pay records to be processed. Refer to Filtering the Employee Pay Records on page 54 for more information. 2. Optionally, in the Effective Date field, double-click the field to select the date that will print on the pay checks from a Calendar form; or type the date in mmddyyyy format. This date must match the date entered on the pay control record used to process the employees pay. Tip: The date is formatted in mm/dd/yyyy format when the cursor is advanced to the next field. 56

74 Preparing Your Payroll 3. Click one of the following buttons: The Load button to create new pay records for the employees that meet the filter criteria. The Search button to display the additional pay records that already exist in the Payroll Input form HEPAY06A and that meet the filter criteria. 4. In the Time field, enter the number of employee work units (hours, days, or other amounts) associated with this pay record. If entering a dock record, you must enter the hours/days as a negative value (-8.00) in conjunction with a negative Rate per hour/day. When you enter the time, if the Rate field value is not blank, the Total value is calculated for that pay line. If both the Time and Rate are negative values, a negative Total is calculated. The Earn Code selected determines if Retirement Hours are automatically calculated. 5. Change the remaining fields as necessary. Refer to Entering an Employee s Non-regular Work Hours on page 57 for additional information about each field. 6. To enter another pay record for this employee, click the Plus (+) button to copy the previous line to create the new line. Enter the Time and make any other required changes. 7. When finished, click the Save button. Entering an Employee s Non-regular Work Hours Follow these steps to enter non-regular work data if an employee has earned non-standard pay such as overtime pay or event pay or when an employee's pay requires an adjustment. NOTE: If you clicked the Save button after entering employee's regular work hours, you will need to re-load the employee pay records before starting this process. To enter non-regular work hours: 1. Use the search fields at the top of the form to list the employee pay records to be processed. Refer to Filtering the Employee Pay Records on page 54 for more information. 2. Optionally, in the Effective Date field, double-click the field to select the date that will print on the pay checks from a Calendar form; or type the date in mmddyyyy format. This date must match the date entered on the pay control record used to process the employees pay. Tip: The date is formatted in mm/dd/yyyy format when the cursor is advanced to the next field. 57

75 Preparing Your Payroll 3. Click one of the following buttons: The Load button to create new pay records for the employees that meet the filter criteria. The Search button to display the additional pay records that already exist in the Payroll Input form HEPAY06A and that meet the filter criteria. 4. In the employee list, click the Plus (+) button that corresponds to an employee to insert a non-standard work record for that employee. The employee's pay record is copied to a new line with the exception of the Time field, which is left blank. 5. In the Time field, type the number of non-standard hours earned by the employee. For example, when entering an overtime record, you would enter the number of overtime hours. 6. The Rate field defaults to the employee's standard pay rate; however, you can change this value. For example, when entering an overtime record, you would enter the overtime hourly rate that the employee earned. If you are entering a dock transaction (adjustment record), you must enter the dollar value as a negative amount (-10.00) in conjunction with the negative hours/days entered in the Time field to recalculate the Total for that pay line as a negative amount. The Total is recalculated for that pay line when you change the rate. 7. In the Earn Code field, click the List of Values button to select the earn code that applies to the employee time record. For example, when entering an overtime record, you would select the Overtime Earn Code. 8. In the Job Code field, click the List of Values button to select the job code that applies to the employee time record. 9. In the Class field, click the List of Values button to select the pay class that applies to this pay record. 10. In the Rate Type field click the appropriate option: Hourly Rate to base the exception pay on the hourly rate specified in the Hourly field on the Employee Pays form Daily Rate to base the exception pay on the daily rate specified in the Daily field on the Employee Pays form $ Amount to base the exception pay on the period rate specified in the Period field on the Employee Pays form Event if the exception pay is for a specific event and is based on the hourly rate specified in the Hourly field on the Employee Pays form 11. In the Distr field, click the List of Values button to select the distribution group that applies to this pay record. 12. In the Loc field, click the List of Values button to select the location that applies to this pay record. 58

76 Preparing Your Payroll 13. In the Tax field, click the List of Values button to select the tax factor that applies to this pay record. 14. In the Cycle field, click the List of Values button to select pay cycle that applies to this pay record. 15. Click to select the Tax check box if this exception pay should receive a one time tax according to the Supplemental Wages section of IRS Publication 15, Circular E. If this exception pay is taxed in the same manner as standard pay, or you are using the Fed Whld Pct and State Whld Pct fields, do not select this check box. 16. In the Contract field, select how you want exception pay to apply toward an employee s contract. Your choices are: Yes to apply the exception pay towards the employee s total contract amount and number of pays No if the exception pay does not apply toward an employee s total contract amount or number of pays Salary Only to apply the exception pay toward the employee s total contract amount but not toward the total number of pays Pays Only to apply the exception pay toward the employee s total number of pays but not towards total the contract amount 17. The Retire Hours field is automatically calculated if the Pay Class entered is set up to calculate retirement for the employee. You can change this value, if applicable. 18. In the Effective Date field, double-click the date field to select the date through which the employee must be active to receive this exception pay from the Calendar form; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Leave this field blank to use the default Effective Date value entered on this form. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 19. In the Fed Whld Pct field, enter the one time federal withholding tax percentage to apply to this exception pay. Leave the Tax check box blank if you enter an amount in this field. 20. In the State Whld Pct field, enter the one time state withholding tax percentage to apply to this exception pay. Leave the Tax check box blank if you enter an amount in this field. 21. When finished, click the Save button. 59

77 Preparing Your Payroll Modifying Employees Pay Records Use the Payroll Input option to maintain standard and non-standard pay for non salaried employees (exception pay). Examples of payroll input are hourly, daily entries, overtime, and additional pay. This section discusses: Navigating the Payroll Input form Modifying Employees Pay Records Navigating the Payroll Input form The Payroll Input form has two blocks: The Employee Pay Records block, which lists the employee pay records to be modified. You can filter this list by Default Contract Yr. You can also use this block to set the default for the Effective Date field in the Payroll Input block. The Payroll Input block, which you can use to modify the employee s pay records. Tip: This form contains several fields that do not fit in one view of the form. Use the horizontal and vertical scroll bars to display additional pay record details. Use the Tab key to move from one field to the next, beginning in the ID field, to modify the pay records quickly and efficiently. The normal field progression is from left to right. 60

78 Preparing Your Payroll To display the Payroll Input form: 1. Follow this path to access the Payroll Input form: HRS > Payroll Processing > Payroll Input. Figure Payroll Input form HEPAY06A 61

79 Preparing Your Payroll Modifying Employee Pay Records Follow these steps to modify the employees pay records. To enter exception pay records: 1. If necessary, click Find button to display the form in Find mode. 2. In the Last field, click the List of Values button to search for the employee whose pay records you want to modify. 3. Click OK. The pay records for this employee display. Note: The default pay record details were defined for this employee in program HEPAY04A Employee Contract Pays (auto) or HEPAY01A Employee Pays (manual). Refer to the Guide to Employee Maintenance for alio HRS for more information about these programs. You can download a copy of this guide from the Weidenhammer infolink Web site. Figure Payroll Input form - HEPAY06A with employee pay record displayed 4. Verify the accounting year in the Account Yr field is correct. This value defaults to the current account year but can be changed. Note: The account year is used to filter the Account No List of Values form if you change the account number to which an employee s pay record will be posted. 62

80 Preparing Your Payroll 5. Optionally, in the Effective Date field, double-click the date field to select the default effective date for the employee payroll records from the Calendar form; type the date in mmddyyyy format; or click the Default to Current Date check box to use the current date as the default effective date. Tip: You can enter up to 8 numeric digits and 2 dashes in the Effective Date field. The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 6. Optionally, in the Payroll Stop field, double-click the date field to select the date you want pay for the selected employee to stop from the Calendar form; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Leave this field blank if you do not want to stop pay for the employee. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 7. Optionally, in the Payroll Start field, double-click the date field to select the date you want pay to start for the selected employee from the Calendar form; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Leave this field blank to start paying the employee immediately. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 8. In the ID field of the payroll input line, type the ID of the pay record that you want to modify. The pay records are listed in the Employee Pay Records block. 9. Press TAB to display the pay record details. 10. In the Time field, enter the number of employee work units (hours, days, or other amounts) associated with this pay record. If entering a dock record, you must enter the hours/days as a negative value (-8.00) in conjunction with a negative Rate per hour/day. When you enter the time, if the Rate field value is not blank, the Total value is calculated for that pay line. If both the Time and Rate are negative values, a negative Total is calculated. 11. The Earn field defaults to the earn code for the selected pay record but can be changed. Optionally, click the List of Values button to select the new earn code. 12. The Job field defaults to the job code for the selected pay record but can be changed. Optionally, click the List of Values button to select the new job code. 13. The Class field defaults to the pay class for selected pay record but can be changed. Optionally, click the List of Values button to select a new pay class. 63

81 Preparing Your Payroll 14. The Rate Flag field defaults to the Rate value assigned to the selected pay record but can be changed. Your choices are: Hourly Rate to base the exception pay on the hourly rate specified in the Hourly field on the Employee Pays form Daily Rate to base the exception pay on the daily rate specified in the Daily field on the Employee Pays form $ Amount to base the exception pay on the period rate specified in the Period field on the Employee Pays form Event if the exception pay is for a specific event and is based on the hourly rate specified in the Hourly field on the Employee Pays form 15. The Distr Grp field defaults to the distribution group for the selected pay record but can be changed. Optionally, click the List of Values button to select the new distribution group. 16. The Account No field defaults to the account number associated to the distribution group. Double-click the Account No field to override this account number only for this pay record. The Account No List of Values form appears. Note: The accounts listed are filtered based on the Account Yr value entered at the top of the form. Search for the override account number and click OK. The account number selected displays in the Account No field. If a distribution group with this account does not exist in the employees distribution record the system will create a distribution group with the letter Z beginning with The Rate field defaults to the rate displayed for this pay record. You can change this value, if applicable. If you are entering a dock transaction, you must enter the dollar value as a negative amount (-10.00) in conjunction with the negative hours/days entered in the Time field to recalculate the Total for that pay line as a negative amount. Note: If you change the rate, the Total is recalculated for that pay line. 18. The Loc field defaults to the work location for the selected pay record but can be changed. Optionally, click the List of Values button to select a new location. 19. The Tax field defaults to the tax factor for the selected pay record but can be changed. Optionally, click the List of Values button to select a new tax factor. 20. The Cycle field defaults to the pay cycle for the selected pay record but can be changed. Optionally, click the List of Values button to select a new cycle. 21. Select the Tax check box if this exception pay should receive a one time tax according to the Supplemental Wages section of IRS Publication 15, Circular E. If this exception pay is taxed in the same manner as standard pay, or you are using the Fed Whld Pct and State Whld Pct fields, do not select this box. 64

82 Preparing Your Payroll 22. In the Contract field, select how you want exception pay to apply toward an employee s contract. Your choices are: Yes to apply the exception pay towards the employee s total contract amount and number of pays No if the exception pay does not apply toward an employee s total contract amount or number of pays Salary Only to apply the exception pay toward the employee s total contract amount but not toward the total number of pays Pays Only to apply the exception pay toward the employee s total number of pays but not towards total the contract amount 23. In the Retire Hours field, enter the retirement hours earned for this exception pay, if different from the default requirement hours earned. 24. In the Effective Date field, double-click the date field to select the date through which the employee must be active to receive this exception pay from the Calendar form; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Leave this field blank to use the default Effective Date value entered on this form. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 25. In the Fed Whld Pct field, enter the one time federal withholding tax percentage to apply to this exception pay. Leave the Tax check box blank if you enter an amount in this field. 26. In the State Whld Pct field, enter the one time state withholding tax percentage to apply to this exception pay. Leave the Tax check box blank if you enter an amount in this field. 27. If you want to enter additional exception pay lines for this employee, press TAB to go to the next payroll input line and repeat Steps 8-25; otherwise, continue with Step When you are finished entering exception pay for an employee, verify that all criteria is correct in the Payroll Input form, and then click the Save button. The payroll input is saved and the Payroll Input form is cleared for the next entry. 65

83 3 Processing Stipends Stipends are a fixed and regular payment, such as a salary for services rendered or an allowance. You can use Stipend Processing to create multiple payroll input records for multiple employees receiving a fixed or regular payment. Before you can enter a stipend for a group of employees, you must create a stipend master record. This record contains the default information that applies to the stipend. This chapter discusses: Setting Up a Stipend Master Entering an Employee Stipend 66

84 Processing Stipends Setting Up a Stipend Master Use the Stipend Master option to create stipend records for payments not included in an employee s regular pay. You can enter the standard stipend details that display when this stipend is selected on the Employee Stipend form. Creating stipend masters will streamline the stipend process. NOTE: You can override all fields for individual employees on the Employee Stipend form (Figure 3-3 on page 71) except Stipend No, Contract Year, Date of Stipend, Topic, Presenter, and Place. To set up a stipend master: 1. Follow this path to access the Stipend Master form: HRS > Payroll Processing > Stipend Processing > Stipend Master. Figure 3-1. Stipend Master form SMSTI01A 2. If necessary, click the New Record button to display the form in Entry mode. 3. In the Stipend No field, type a new stipend number or click the List of Values button to select an existing stipend number. 4. In the Rate field, enter the rate for the stipend pay. You can enter up to 11 numeric digits with four decimal position ( ) format. If a whole number (100) is entered, the numeric value is automatically formatted in 9,999, format when the cursor is advanced to the next field (100.00). You must type the decimal point to enter dollars and cents (99.50). 67

85 Processing Stipends 5. In the Time field, enter the time the employee must work to earn the stipend pay. You can enter up to 9 numeric digits with four decimal position ( ) format. If a whole number (100) is entered, the numeric value is automatically formatted in 9,999, format when the cursor is advanced to the next field (100.00). You must type the decimal point to enter a percentage of time (7.50). 6. In the Account field, click the List of Values button to select the account from which you want to pay this stipend. 7. Leave the Work Location field blank. 8. In the Pay Class field, click the List of Values button to select the pay class associated with this stipend pay. The pay class identifies how the stipend pay is processed in alio. For a stipend, you should set the pay class to additional pay. Pay classes are defined using the Pay Classes form. Refer to Maintaining Pay Classes in the Guide to Payroll Master File Maintenance for alio HRS for more information. You can download a copy of this guide from the Weidenhammer infolink Web site. 9. In the Pay Cycle field, click the List of Values button to select the pay cycle that identifies the pay frequency for this job. The pay cycle entered here must be included in the pay control for this stipend to be paid. Pay cycles are defined using the Pay Cycles form. Refer to Maintaining Pay Cycles in the Guide to Payroll Master File Maintenance for alio HRS for more information. You can download a copy of this guide from the Weidenhammer infolink Web site. 10. In the Earn Code field, click the List of Values button to select the earn code that identifies the type of pay this employee will receive for this stipend. The earn code entered here prints on the paycheck or direct deposit advice. Earn codes are defined using the Earning Codes form. Refer to Maintaining Earning Codes in the Guide to Payroll Master File Maintenance for alio HRS for more information. You can download a copy of this guide from the Weidenhammer infolink Web site. 11. In the Tax Factor field, click the List of Values button to select the tax factor that identifies the number of pay checks the employee will receive in a year for this stipend. This tax factor is used to calculate your employees federal tax withholding amount per pay period. Tax factors are defined using the Tax Factors form. Refer to Maintaining Tax Factors in the Guide to Payroll Master File Maintenance for alio HRS for more information. You can download a copy of this guide from the Weidenhammer infolink Web site. 12. In the Contract Year field, enter the contract year in which the employee may earn the stipend pay. 13. In the Retirement Hours field, enter the retirement hours this employee will earn when receiving the stipend (if applicable). 68

86 Processing Stipends 14. In the Rate Type field, select the option that defines the Rate value entered. Hourly if the stipend is based on an hourly rate Daily if the stipend is based on a daily rate $ Amount if the stipend is based on a period rate Event if the stipend is a flat dollar amount 15. In the Effective Date field, type the effective date of this stipend in mmddyyyy format. This date must fall between the Contract Dates defined in the employee s Jobs and Pays record in order for the employee to receive the stipend. You can enter up to 8 numeric digits and, optionally, 2 dashes. Tip: The date is formatted in mm/dd/yyyy format when the cursor is advanced to the next field. 16. In the Date Of Stipend field, enter the date of the stipend in mmddyyyy format. You can enter up to 8 numeric digits and, optionally, 2 dashes. Tip: The date is formatted in mm/dd/yyyy format when the cursor is advanced to the next field. 17. Click to select the One Time Tax Flag check box to indicate that this pay should receive a one time tax. For example, pay that is only received once might receive a one-time tax. Click to clear the check box to calculate the tax amount based on an annualized rate. 18. In the Primary Job Flag field, enter the job flag against which this stipend will be posted. 19. Click to select the Contract Flag check box to apply the stipend amount against the contract amount for contracted employees. If selected, the Contract to Date amount will be updated to include the amount of the stipend pay. Click to clear the check box to if the stipend amount is not applied against the employees contract amount. 20. In the Primary Pay Flag field, enter the pay flag against which to post the stipend. 21. In the Topic field, type a description of the stipend. 22. In the Presenter field, enter the presenter for this event, if applicable. 23. In the Place field, enter the place where the event took place, if applicable. 24. In the Withholding Percent Fed field, enter the withholding percentage of federal wages if you want to calculate the federal taxes using a fixed percent and not the tax tables setup in Ded/Ben Master. 69

87 Processing Stipends 25. In the Withholding Percent State field, enter the withholding percentage of state wages if you want to calculate the state taxes using a fixed percent and not the tax tables setup in Ded/Ben Master. 26. Click the Save button to save the changes. The following figure illustrates a stipend record. Figure 3-2. Stipend Master form SMSTI01A example 70

88 Processing Stipends Entering an Employee Stipend Use the Stipend Entry option to enter the employees receiving the stipend. When the stipend record is saved, payroll input records are created for the employees in the group. The top part of the screen displays the stipend setup from Stipend Master. You can override many of the fields for individual employees during stipend entry. Click the Find Employee button to search for the employee record you want to update. To create an employee stipend record: 1. Follow this path to access the Employee Stipend form: HRS > Payroll Processing > Stipend Processing > Stipend Entry. 2. In the Stipend No field, click the List of Values button to select the stipend number. The stipend record details display. Figure 3-3. Employee Stipend form HEPAY07A 3. The Account Year field displays the default account year set up for the user. You can change this if the stipend is for another account year. 4. In the Last Name field, click the List of Values button to select the employee that is receiving the stipend. The Employee No, Last Name, and First Name fields are populated. 71

89 Processing Stipends 5. Press the Tab key. The remaining fields default to the field values assigned to the Stipend Master. You can change these fields, if necessary. Figure 3-4. Employee Stipend form HEPAY07A after employee record selected Note: The employee s Jobs and Pays record must contain: An Effective date or Contract date that falls within the Stipend master dates A Primary Job flag A Primary Pay flag If any of this information is not part of the employee s Jobs and Pays record, an error message will display. To resolve this error, you must click the Delete Record button to remove the employee from the employee list. 6. In the Job field, click the List of Values button to select the job that applies to this stipend record. 7. The Distr field defaults to the distribution group assigned to the account entered in the stipend master, if the account was assigned to a distribution group in Employee Distribution form. You can change this field; however, changing this field will also change the account selected for this stipend. 8. The Account No field defaults to the account from the stipend master or the account that belongs to the selected distribution group. You can change this field. If the value is changed the Distr field changes to Zxxx where xxx represents the temporary distribution group set up for the employee. The sequential numbering starts with Click the Save button to save the changes. 72

90 4 Processing a Payroll After preparing your payroll, complete the following steps to process the payroll: Running the Payroll Calculation on page 74 Printing and Viewing Pre-Check Registers on page 79 Printing Payroll Checks on page 112 Generating Advice of Deposit Documents on page 116 Creating a Pre Notification File on page 127 Creating a Direct Deposit File on page 128 Updating Payroll History on page 131 Refer to Chapter 1, Payroll Process Checklists, beginning on page 1 for a high-level overview of each step of this process. 73

91 Processing a Payroll Running the Payroll Calculation Use the Payroll Calculation option to calculate payroll for a specific pay control record or individual employees, or to recalculate payroll for individual employees. When the calculation is processed, a combined Calculation Totals and Errors & Warnings report is produced. You can use this report to review the payroll totals and address any errors or warnings. You can run this option multiple times until the payroll is correct. The message VALID CALCULATION displays in the Calculation Status field when the calculation is run without any errors or warnings. This message is formatted in green text. You should run the Calculate Payroll option multiple times until the payroll register report data is correct. Note: Use the status fields on this page to monitor the payroll process. The payroll is complete when these fields contain the following message, formatted in green text: Calculation Status: VALID CALCULATION; this status is set when the calculation is run without any errors or warnings. Checks/Advices: CHECKS AND ADVICES HAVE BEEN PRINTED; this status is set when you successfully print the payroll checks and advice statements. Payroll Status: PAYROLL HAS BEEN UPDATED; this status is set when you successfully update the payroll. Note: Information from the last payroll calculation will populate in GREEN if the prior payroll was processed through Payroll Update for this pay control. 74

92 Processing a Payroll To run the payroll process: 1. Follow this path to access the Payroll Calculation form: HRS > Payroll Processing > Payroll Calculations. Figure 4-1. Payroll Calculation form HPCLC01A 2. If necessary, click the Find button to display the form in Find mode. 3. In the Control No field, click the List of Values button to select the payroll control number assigned to the payroll being processed. The current payroll status codes messages display. Note: Valid Calculation may display in green text as the Calculation Status if the payroll calculation was previously run for this payroll period. 4. Select the Payroll Tracking On/Off check box to use this payroll for comparison with future payrolls. If you select this check box, this payroll becomes the historical payroll for comparison on the Payroll Tracking report. Note: You can only compare against one payroll. If you have multiple payrolls with the Payroll Tracking On/Off check box selected, the most recent payroll is used for comparison. 5. Select the payroll records to process: Leave the Specific Employees fields blank to process all employees in the pay control record; or Click the List of Values button to select the employees you want to include in the payroll process, if calculating or re-calculating the payroll for specific employees. 75

93 Processing a Payroll 6. In the Calculation Method list, select the type of calculation you want to perform. Valid options are: Calculate All to calculate payroll for all employees defined in the pay period identified by the pay control number. Calculate Specific Only to calculate payroll only for the employees identified in the Specific Employees list. Use this option when you do not want to run a whole payroll is run. For example, if you miss an employee when the initial payroll, you can use this option to run payroll for that specific employee. Re-Calculate Specific to re-calculate payroll for the employees identified in the Specific Employees list. This option is used primarily when an error is found for a specific employee after the initial calculation is complete. 7. Verify that all criteria is correct, and then click the Process button to calculate the payroll. The Calculation Totals \ Errors & Warnings Runtime Parameter Form appears. Figure 4-2. Calculation Totals \ Errors & Warnings Runtime Parameter Form HPEDT04A 8. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 9. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 10. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 76

94 Processing a Payroll 11. In the Copies field, type the number of copies of this report that you want to print. The default for this field is The Control No field defaults to the control number selected in the Payroll Calculation form. You should not change this field value. 13. Click the Submit Query button. The Calculation Totals \ Errors & Warnings Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The following figures illustrate each page of this report. Figure 4-3 shows the calculated payroll totals. Figure 4-3. Calculation Totals \ Errors & Warnings (Page 1) 77

95 Processing a Payroll Figure 4-4 lists sample payroll errors. You must fix these errors prior to continuing the payroll process. Figure 4-4. Calculation Totals \ Errors & Warnings (Page 2) Figure 4-5 lists sample payroll warning messages. You should resolve these issues prior to continuing the payroll process. Figure 4-5. Calculation Totals \ Errors & Warnings (Page 3) 14. Review the Calculation Totals \ Errors & Warnings report and verify that gross wages and net wages are accurate. If any totals on the report are incorrect, perform the necessary actions to correct the problem and repeat Steps

96 Processing a Payroll Printing and Viewing Pre-Check Registers Prior to printing the payroll checks and advices, there are several registers you can run to verify the gross wages, net wages, deduction and benefit totals, and other payroll totals. Weidenhammer recommends you run the following pre-check registers: Payroll Deduction\Benefit Register Payroll Input Report Payroll Long Register Payroll Medium Register Payroll Short Register NOTE: If payroll records are modified after the pre-check registers are run, you must re-run the modified registers to verify the changes and update the payroll records. This section discusses: Running a Payroll Short Register Running a Payroll Medium Register Running a Payroll Long Register Running a Calculation Deduction/Benefit Register Running the Payroll Input Report Running a Payroll Short Register The Payroll Short Register is a summary register of the current payroll. Use this report to verify payroll totals prior to the final payroll processing and for record keeping purposes. The Payroll Short Register lists each employee and their individual gross pay, net pay, withholding, and total deductions for the current pay period. It also displays the sum of these items for all employees. You can group and total this report by: Work location Check location Employee category Control number Check control You can sort the register by employee name or employee number. You can also generate the listing for up to five specific employees or all employees. 79

97 Processing a Payroll To run the report: 1. Follow this path to access the Payroll Short Register Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Short Payroll Register. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 4-6. Payroll Short Register Runtime Parameter Form HPEDT03A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, select the payroll control number assigned to the payroll being processed. 80

98 Processing a Payroll 7. In the Group & Break By field, select one of the following options: Work Location to page break by work location Check Location to page break by check category Employee Category to page break by employee category Control Number to page break by control number Check Control to page break by check control 8. In the Sort Option field, select one of the following options: Employee Name to sort the payroll records alphabetically by employee name Employee No to sort the payroll records alphanumerically by employee number 9. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-5 fields, enter the numbers identifying the employees you want to include in the record selection process. You can enter a maximum of five employee numbers. 10. Click the Submit Query button. The Payroll Short Register Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 4-7. Payroll Short Register 81

99 Processing a Payroll Payroll Short Register Report Field Definitions The following table lists the report fields and their source. Table 4-1. Payroll Short Register field cross-reference table Column Heading Description Source Field Location Employee Gross Tax Gross SS Wages Medi Wages Fed WH State WH SS/Medi This field contains the criteria used to group and total the employees payroll records and to determine where to insert the report page breaks. This can be the work location, check location, employee category, control number, or check control. This column contains the number and name of each employee in the group. This column contains the gross pay for each employee in this payroll period. This column contains the portion of the employee s gross pay from which taxes will be deducted. This column contains the portion of the employee s gross pay from which social security taxes will be deducted. This column contains the portion of the employee s gross pay from which Medicare taxes will be deducted. This column contains the total Federal tax withheld from the employee s pay. This column contains the total State tax withheld from the employee s pay. This column contains the total social security and Medicare taxes withheld from the employee s pay. Payroll Short Register Runtime Parameter Form HPEDT03A > Group & Break By Employee Master form HMEMP01A > Emp No, Last, First, Middle based on the employee s pay record defined in Employee Pays (auto) HEPAY04A or Employee Pays (manual) HEPAY01A based on Tax Gross amount based on Tax Gross amount based on SS Wages and Medi Wages amounts 82

100 Processing a Payroll Table 4-1. Payroll Short Register field cross-reference table (continued) Column Heading Description Source Field Misc Ded Net Totals Gross Taxable Gross Federal Withholding State Withholding Social Security With Medicare With EIC Payments Misc. Deductions Net Pay Social Security Wages This column contains any other deductions withheld from the employee s gross pay This column contains the employee s net pay. This is the check amount. This is the total gross wages for all employees in the group. This is the total portion of the employees gross wages that is taxable. This is the total Federal tax withheld from the employees taxable gross wages. This is the total State tax withheld from the employees taxable gross wages. This is the total Social Security tax withheld from the employees taxable social security wages. This is the total Medicare tax withheld from the employees taxable Medicare wages. This is the total local tax withheld from the employees gross wages. This is the total miscellaneous deductions withheld from the employees gross wages. This is the total net pay for all employees in this group. This is the total portion of the employees gross wages from which social security taxes will be withheld. using the following formula: Gross Pay - (Fed WH + State WH + SS/Medi + Misc Ded) 83

101 Processing a Payroll Table 4-1. Payroll Short Register field cross-reference table (continued) Column Heading Description Source Field Medicare Wages This is the total portion of the employees gross wages from which Medicare taxes will be withheld. Running a Payroll Medium Register The Payroll Medium Register provides more details for the current payroll. Use this report register to verify totals prior to processing the final payroll and for record keeping purposes. The Payroll Medium Register displays each employee and their individual gross pay, net pay, withholding, and deduction/benefit amounts, and the sum of those items for all Optionally, you can also show the employee s benefit deductions and account distribution, and include employee totals. You can group and total this report by: Work location Check location Employee category Check control You can also generate the listing for up to five specific employees and/or work locations or all employees and/or work locations. 84

102 Processing a Payroll To run the report: 1. Follow this path to access the Payroll Medium Register Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Medium Payroll Register. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a RED asterisk (*) are required to run the report. Figure 4-8. Payroll Medium Register Runtime Parameter Form HPEDT09A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is 1. 85

103 Processing a Payroll 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. Type All to include all employee categories in the record selection process. 7. In the Control No field, type the payroll control number assigned to the payroll being processed. 8. In the Show Benefits field, Yes to include the benefits on the report or No to exclude the benefits on the report. 9. In the Show Accounts field, Yes to show account distributions on the report or No to exclude account distributions from the report. 10. In the Show Employee Totals field, select Yes to include employee totals on the report or No to exclude employee totals from the report. 11. In the Show Signature Lines field, select Yes to include the signature lines on the report or No to exclude the signature lines from the report. 12. In the Break By field, select one of the following options: Employee Category to insert page break when the employee category changes Work Location to insert page break when the work location changes Employee Name to insert page break when the employee name changes Check No to insert a page break when the check number changes 13. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-5 fields, enter the numbers identifying the employees you want to include in the record selection process. You can enter up to five employee numbers. 14. The Work Location No1 field defaults to All. Use this default value to include employees at all locations in the record selection process. Optionally, in the Work Location No1-5 fields, enter the work locations assigned to the employees you want to include in the record selection process. You can enter up to five locations. 86

104 Processing a Payroll 15. Click the Submit Query button. The Payroll Medium Register Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 4-9 shows the payroll details by employee with the following fields set to Yes on the Payroll Medium Register Runtime Parameter Form: Show Benefits Show Accounts Show Employee Totals Figure 4-9. Payroll Medium Register Report 87

105 Processing a Payroll Figure 4-10 shows the payroll totals for all employee included on the report. The signature lines print only if the Show Signature Lines field is Yes on the Payroll Medium Register Runtime Parameter Form. Figure Payroll Medium Register Report Payroll Medium Register Report Field Definitions The following table lists the report fields and their source. Table 4-2. Payroll Medium Register Report field cross-reference table Column Heading Description Source Field Work Location Employee Check This field contains the employees work location. Optionally, you can insert a page break when this location changes. This field contains the number and name of an employee included in the payroll. This field contains the number of the employee s pay check. Employee Locations HELOC01A > Location Number, Location Name when Location Type = WORK Employee Master form HMEMP01A > Emp No, Last, First, Middle based on the pay control number entered on the Payroll Calculation form HPCLC01A 88

106 Processing a Payroll Table 4-2. Payroll Medium Register Report field cross-reference table (continued) Column Heading Description Source Field Date Period Total Gross Regular Wages Add/OT Wages Total Wages Net Pay Life Over 50 Taxable Wages This field contains the check date. This field contains the payroll period currently being processed. This field contains the employee s total gross wages for this payroll period. This field contains the employee s regular wages for this payroll period. This field contains any additional or overtime wages earned by this employee in this payroll period. This field contains the employee s total wages for this payroll period. This field contains the employee s net pay for this payroll period. This field contains the employee s total contribution to the Life Over $ 50,000 insurance policy, if applicable. This is the total portion of the employee s gross wages that is taxable. based on the pay control number entered on the Payroll Calculation form HPCLC01A based on the pay control number entered on the Payroll Calculation form HPCLC01A based on the employee s pay record defined in Employee Pays (auto) HEPAY04A or Employee Pays (manual) HEPAY01A based on the employee s pay record defined in Employee Pays (auto) HEPAY04A or Employee Pays (manual) HEPAY01A Payroll Input HEPAY06A Employee Deduction/ Benefit Record form HEDED01A when the employee is assigned a Life Over $50,000 plan 89

107 Processing a Payroll Table 4-2. Payroll Medium Register Report field cross-reference table (continued) Column Heading Description Source Field Soc Sec Wages Med Wages State Wages Ret. Wages Deduction Amount Benefit Amount Account Distribution Totals for Work Location This is the total portion of the employee s gross wages from which social security taxes will be withheld. This is the total portion of the employee s gross wages from which Medicare taxes will be withheld. This is the total portion of the employee s gross wages from which state taxes will be withheld. This is the total portion of the employee s gross wages from which retirement will be withheld. The deductions withheld from an employee s pay check are listed. The amount of each deduction is listed. The employer s contribution to the employee s pay are listed. The amount of each benefit is listed. This field shows each account to which an employee s pay amount will be posted and the total amount that will be posted to each account. The payroll totals for all employees assigned to the work location are listed in this section. Refer to the Totals for Employees section for a definition of each work location total. Employee Deduction/ Benefit Record form HEDED01A Employee Deduction/ Benefit Record form HEDED01A Employee Deduction/ Benefit Record form HEDED01A Employee Deduction/ Benefit Record form HEDED01A Employee Account Distributions > HEDIS01A - Account Number, Account Description; Percent or Pay Period Amt used to calculate the distribution amount. 90

108 Processing a Payroll Running a Payroll Long Register The Payroll Long Register is a detailed register of the current payroll including a breakdown of an employee s specific deductions and benefits. Use this report to research payroll issues for specific employees associated with specific employees. You can also use this report for record keeping purposes. The Payroll Long Register report displays detailed pay information for all employees in the specified payroll run or specific employees. Detailed information includes pay setup, leave information, deductions, benefits, gross totals, miscellaneous employee information, and summary information. You can group and break down the Payroll Long Register report by location. You can sort the report by: Work location Check location Employee category Check control You can run the register for up to twenty specific employees or all employees. To run the report: 1. Follow this path to access the Calculation Long Register Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Long Payroll Register. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Calculation Long Register Runtime Parameter Form HPEDT02A 91

109 Processing a Payroll 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, type the payroll control number assigned to the payroll being processed. 7. In the Sort Option field, select one of the following options: Employee Name to sort the payroll records alphabetically by employee name Work Location to sort the payroll records in ascending order by work location number Check Location to sort the payroll records in ascending order by check location number Employee Category to sort the payroll records in ascending order by employee category 8. In the Location Type field, select the location type to use in the report. 9. In the Break By Location field, select Yes to insert a page break when the location number changes. 10. In the Show SSN field, select Yes to print the employees social security numbers on the report or No to not print the employees social security numbers on the report. 11. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-10 fields, enter the numbers identifying the employees you want to include in the record selection process. You can enter up to ten employee numbers. 92

110 Processing a Payroll 12. Click the Submit Query button. The Calculation Long Register Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 4-12 shows the payroll details for each employee with a page break by work location. Figure Payroll Long Register (Page 1) 93

111 Processing a Payroll Figure 4-13 shows the payroll totals for the work location. Figure Payroll Long Register (Page 2) Figure 4-14 shows the payroll totals for all employees. Figure Payroll Long Register (Page 3) 94

112 Processing a Payroll Payroll Long Register Report Field Definitions The following table lists the report fields and their source. Table 4-3. Payroll Long Register field cross-reference table Column Heading Description Source Field Work Location Employee Check Key Date Period SSN Pay Information Cat Earn Code/Desc This field contains the employees work location. Optionally, you can insert a page break when this location changes. This field contains the number and name of an employee included in the payroll. This field contains the number of the employee s pay check. This field contains the check date. This field contains the payroll period currently being processed. This field contains the employee s social security number. This field displays only when the Show SSN field on the HPEDT02A equals Yes. This column contains the employee category code assigned to each employee job record. This column contains the earning code assigned to each pay record applicable to this employee. Employee Locations HELOC01A > Location Number, Location Name when Location Type = WORK Employee Master form HMEMP01A > Emp No, Last, First, Middle based on the pay control number entered on the Payroll Calculation form HPCLC01A based on the pay control number entered on the Payroll Calculation form HPCLC01A based on the pay control number entered on the Payroll Calculation form HPCLC01A Calculation Long Register Runtime Parameter Form HPEDT02A > Show SSN = Yes Employee Jobs HEJOB01A > Emp Cat Payroll Input HEPAY06A > Earn 95

113 Processing a Payroll Table 4-3. Payroll Long Register field cross-reference table (continued) Column Heading Description Source Field Class Rate Time Amt Total Current Total YTD Leave Information Code Avail Accrued Taken Adj Avail This column contains the pay class assigned to each pay record applicable to this employee. This column contains the pay rate assigned to each pay record applicable to this employee. This column contains the number of work hours associated with each pay record applicable to this employee. This column contains the gross pay associated with each pay record applicable to this employee. This field contains the total time worked and pay earned by this employee in this payroll period. This field contains the total time worked and pay earned by this employee for the year-to-date. This column contains the leave codes assigned to the leave plans available to this employee. This column contains the total number of leave days/hours available for this employee to use. This column contains the total leave accrued in this payroll period by this employee. This column contains the total leave taken in this payroll period by this employee. This column contains the total leave available to this employee after this payroll period is processed. Payroll Input HEPAY06A > Class Payroll Input HEPAY06A > Rate Payroll Input HEPAY06A > Time using the following formula: Rate X Time Employee Leaves HELVE01A > Leave Code Employee Leaves HELVE01A > Leave Available Employee Leaves Detail HELVE02A > Accrued Amounts - Current Employee Leaves Detail HELVE02A > Taken Amounts - Current using the following formula: Avail + Accrued - Taken 96

114 Processing a Payroll Table 4-3. Payroll Long Register field cross-reference table (continued) Column Heading Description Source Field Total Current Deductions Current YTD Total Deductions Benefits Current YTD Total Deductions Current Gross Totals Gross Taxable This column lists the employee s deductions subtracted from the employee s pay. This column lists the amount deducted from the employee s pay check for each deduction in this payroll period. This column lists the year-todate amount deducted from the employee s pay for each deduction. This column lists the employee s total deductions for this pay period and the year-to-date. This column lists the employee s benefit costs subtracted from the employee s pay. This column lists the amount deducted from the employee s pay check for each benefit in this payroll period. This column lists the year-todate amount deducted from the employee s pay for each benefit. This column lists the employee s total benefits for this pay period and the year-to-date. This field contains the employee s total gross wages for this payroll period. This is the total portion of the employee s gross wages that is taxable. Employee Deductions/ Benefits HEDED01A > Code, Description based on Employee Deductions/ Benefits HEDED01A > Amount or Percent for each active deduction Employee Deductions/ Benefits HEDED01A > Code, Description based on Employee Deductions/ Benefits HEDED01A > Amount or Percent for each active benefits Payroll Input HEPAY06A 97

115 Processing a Payroll Table 4-3. Payroll Long Register field cross-reference table (continued) Column Heading Description Source Field SSN Medicare Retirement Eic Net Misc. Information Exp MS Add Eic Marital Status Hire Date This is the total portion of the employee s gross wages from which social security taxes will be withheld. This is the total portion of the employee s gross wages from which Medicare taxes will be withheld. This is the total portion of the employee s gross wages from which retirement will be withheld. This is the total portion of the employee s gross wages from which local taxes will be withheld. This field contains the employee s net pay for this payroll period. This column heading lists the Federal and State exemptions set by the employee. This column heading lists the employee s marital status for tax purposes. This column heading lists any additional withholding amount for this tax deduction. This field contains the marital status for local tax purposes. This field contains the employee s hire date. Employee Deductions/ Benefits Detail HEDED02A > Exemptions Employee Deductions/ Benefits Detail HEDED02A Employee Deductions/ Benefits Detail HEDED02A Employee Deductions/ Benefits Detail HEDED02A Employee Dates HEDTE01A > Date when Date Type = HIRE (or the Date Type used by your organization to identify the employee s hire date) 98

116 Processing a Payroll Table 4-3. Payroll Long Register field cross-reference table (continued) Column Heading Description Source Field With State Distributions Account This field contains the U.S. postal abbreviation for the withholding state assigned to this employee. This field shows each account to which an employee s pay amount will be distributed for accounting purposes and the total amount that will be distributed to each account. Employee Deductions/ Benefits HEDED01A > Code Employee Account Distributions HEDIS01A Account Number, Account Description, Percent or Pay Period Amt Totals This report section lists the payroll totals for all employees assigned to the Work location. Regular Wages Non Regular Wages Gross Wages Taxable Wages Federal Withholding State Withholding This field contains the regular wages for all employees assigned to this Work location in the current payroll period. This field contains any additional or overtime wages earned by all employees assigned to this Work location in the current payroll period. This field contains the gross wage for all employees assigned to this Work location in the current payroll period. This field contains the total gross wages that are taxable for all employees assigned to this Work location in the current payroll period. This field contains the Federal tax amount withheld from all employees assigned to this Work location in the current payroll period. This field contains the state tax amount withheld from all employees assigned to this Work location in the current payroll period. Payroll Input HEPAY06A Payroll Input HEPAY06A 99

117 Processing a Payroll Table 4-3. Payroll Long Register field cross-reference table (continued) Column Heading Description Source Field Social Security Medicare Other Deductions Eic Payments Benefits Net Pay Regular Time Non Regular Time Deduction This field contains the Social Security tax amount withheld from all employees assigned to this Work location in the current payroll period. This field contains the Medicare tax amount withheld from all employees assigned to this Work location in the current payroll period. This field contains an additional amount withheld from all employees assigned to this Work location in the current payroll period. This field contains an local tax amount withheld from all employees assigned to this Work location in the current payroll period. This field contains an total benefit deductions withheld from all employees assigned to this Work location in the current payroll period. This field contains the total net pay for all employees assigned to this Work location in the current payroll period. This field contains the total regular hours worked by the employees at this Work location. This field contains the total non regular hours worked by the employees at this Work location. This column heading lists each deduction withheld for the employees assigned to this Work location in the current payroll period. 100

118 Processing a Payroll Table 4-3. Payroll Long Register field cross-reference table (continued) Column Heading Description Source Field Amount Benefit Amount Employee Count For check control in Location Check/Advice Count Employee Count With State Emp Count This column heading lists the total deduction amount withheld for each deduction. This column heading lists each benefit deduction withheld for the employees assigned to this Work location in the current payroll period. This column heading lists the total amount withheld for each benefit. This field contains the total employees assigned to this Work location in this payroll period. This field contains the assigned check control number. This field contains the Work location number. This field contains the total number of payroll checks and Advice of Deposit documents to be issued in this payroll period. This field contains the total number of employee payroll records to be processed in this payroll period. This column lists the withholding states applicable to the employees included in this payroll period. This column lists the number of employees in each withholding state. Employee Locations HELOC01A > Location Number, Location Name when Location Type = WORK based on Employee Deductions/ Benefits HEDED01A > Code 101

119 Processing a Payroll Table 4-3. Payroll Long Register field cross-reference table (continued) Column Heading Description Source Field Grand Totals No of Checks Issued Check Range Total of Checks No of Advices Issued Advice Range Total of Advices The Grand Totals appear on the last page of the report. These totals are for all employees included in the payroll run. Refer to the Totals section (beginning on page 99) for a description of each total. This column displays the number of checks issued in this payroll run. This column displays the range of check numbers issued. This column displays the sum of all pay checks issued in this payroll run. This column displays the number of Advice of Deposit documents issued in this payroll run. This column displays the range of Advice of Deposit documents issued. This column displays the sum of all Advice of Deposit documents issued in this payroll run. Running a Calculation Deduction/Benefit Register Use the Calculation Deduction/Benefit Register to ensure correct deductions and benefits are applied to an employee s pay and for record keeping purposes. The Calculation Deduction/Benefit Register displays detailed deduction and benefit information for all employees in the specified payroll run. This information includes the deduction or benefit, the pay subject to the deduction or benefit, and the current-to-date, year-to-date, and fiscal year-to-date amounts for the deduction or benefit. You can run this report for all deductions and benefits or for specific deductions and benefits. 102

120 Processing a Payroll To run the report: 1. Follow this path to access the Payroll Ded/Ben Register Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Deductions/Benefits Register. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Payroll Ded/Ben Register Runtime Parameter Form HPEDT05A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, type the payroll control number assigned to the payroll being processed. 103

121 Processing a Payroll 7. In the Exclude If Current is 0 field, Yes to exclude an employee pay record from this report if the employee s deductions/benefits amount is equal to zero (0) for the pay period. Select No to include an employee pay record on this report even if the employee s deductions/benefits amount is equal to zero (0) for the pay period. 8. In the Exclude If YTD is 0 field, select Yes to exclude an employee pay record from this report if the employee s year-do-date deductions/benefits total is equal to zero (0). Select No to include an employee pay record on this report even if the employee s yeardo-date deductions/benefits total is equal to zero (0). 9. In the Exclude If FTD is 0 field, select Yes to exclude an employee pay record from this report if the employee s fiscal year-do-date deductions/benefits total is equal to zero (0). Select No to include an employee pay record on this report even if the employee s fiscal year-do-date deductions/benefits total is equal to zero (0). 10. In the Print Pay Subject To field, select Yes to include the Pay Subject To field on the report or No to exclude the Pay Subject To field from the report. 11. In the Show SSN field, select Yes to include the employees social security numbers on the report or No to exclude the employees social security numbers from the report. 12. In the Show End-Dated Deds field, select Yes to include deductions with an end date that is less than the current date on the report or No to include deductions with an end date that is less than the current date on the report. 13. In the Ded Ben Group field, select a deduction/benefit group to limit the deductions/ benefits included on the report to the deductions/benefits in that group. Select All to include all deductions/benefits on the report. 14. In the All or Specific Ded Bens field, select All to include all deductions/benefits in the report selection criteria or Specific to select individual deductions/benefits for the report. If Specific is selected, type the deduction/benefit codes you want to include on the report in the Ded Ben Code 1-20 fields. You can type up to twenty codes. 104

122 Processing a Payroll 15. Click the Submit Query button. The Employee Change of Status Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Calculation Deduction/Benefit Register Calculation Deduction/Benefit Register Report Field Definitions The following table lists the report fields and their source. Table 4-4. Calculation Deduction/Benefit Register field cross-reference table Column Heading Description Source Field Ded Ben Code Plan Employee Soc Sec No Reference This field contains the deduction benefit code assigned to the employees listed. A page break is inserted each time the deduction/benefit code changes. This field contains the corresponding deduction/benefit plan assigned to the employees listed. This column lists the employees included in this deduction/benefit payroll deduction. This column lists each employee s social security number. This column lists a user-defined number used to identify this record. Deduction/Benefit Master HMDED02A > Deduction/Benefit Code, Short Description Deduction/Benefit Master HMDED02A > Plan, Plan Description Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No Employee Deductions/ Benefits Detail HEDED02A > Reference No 105

123 Processing a Payroll Table 4-4. Calculation Deduction/Benefit Register field cross-reference table (continued) Column Heading Description Source Field Amount Cur Amount Ytd Amount Ftd Pay Subj To Total Employees Check Control Totals This column lists the deduction amount withheld from each employee s pay in this payroll period. This column lists the year-todate deduction amount withheld from each employee s pay. This column lists the fiscal yearto-date deduction amount withheld from each employee s pay. This column lists the pay subject amount for the deduction or benefit. This field contains the following deduction/benefit totals: Total number of employees Amount Cur Amount Ytd Pay Subj to This field contains the following report totals: Total number of employees Amount Cur Amount Ytd Pay Subj to Employee Deductions/ Benefits HEDED01A > Amount or Percent 106

124 Processing a Payroll Running the Payroll Input Report Use the Print Payroll Input option to create a list of employee payroll records for the current payroll period. Use this report to verify that the employee pay was correctly entered in the Payroll Input form. The Payroll Input Report includes the employee number, name, earn code, rate, total time entered, total cost, account number, pay cycle, pay class and location are listed for each input record for each employee. NOTE: This report is available only for each payroll prior to running the Payroll Update. You can group, sort and total the payroll input records by: Employee Category Earn Code Work Location Check Control Employee 107

125 Processing a Payroll To run the report: 1. Follow this path to access the Payroll Input Report Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Payroll Input. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Payroll Input Report Runtime Parameter Form HPINP01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, type the payroll control number assigned to the payroll being processed. 108

126 Processing a Payroll 7. In the Report and Break By field, select one of the following options: Employee Category to group and total the employee payroll records by employee category Earning Code to group total the employee payroll records by earning code Work Location to group and total the employee payroll records by work location Check Control to group the employee payroll records by check control number Employee to list the employee payroll records in alphabetical order by employee last name 8. Click the Submit Query button. The Payroll Input Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The following figure illustrates the Payroll Input by Employee Category report. The phrase in the brackets ([]) will change based on the Report and Break By field value selected on the Payroll Input Report Runtime Parameter Form. Figure Payroll Input by [Employee Category] 109

127 Processing a Payroll Payroll Input by [Employee Category] Report Field Definitions The following table lists the report fields and their source. Table 4-5. Payroll Input by [Employee Category] field cross-reference table Column Heading Description Source Field Earn Code Rate Tot Time Tot Cost Ret hours Account No Pay Cycle Pay Class Loc Caldr This column lists the earning code assigned to each employee. This column contains the employee s pay rate. A letter prints to the right of the rate to identify the rate type: D - Daily H - Hourly S - Substitute This column contains the total hours earned by the employee for this pay period. This column contains the gross pay amount for each employee. This column contains the retirement hours earned by this employee in this pay period. This column contains the account number to which the employee s pay is distributed for accounting purposes. This field contains the pay cycle assigned to each employee pay record. This column contains the pay class assigned to each employee pay record. This column contains each employee s work location. This column contains each employee s work calendar, if your organization uses work calendars. Payroll Input HEPAY06A > Earn Payroll Input HEPAY06A > Rate Payroll Input HEPAY06A > Time using the following formula: Rate X Tot Time Payroll Input HEPAY06A > Retire Hours Payroll Input HEPAY06A > Account No Payroll Input HEPAY06A > Cycle Payroll Input HEPAY06A > Class Payroll Input HEPAY06A > Loc Employee Contract Pays (auto) HEPAY04A > Calendar or Employee Pays (manual) HEPAY01A > Calendar 110

128 Processing a Payroll Table 4-5. Payroll Input by [Employee Category] field cross-reference table (continued) Column Heading Description Source Field Report and Break By (Employee Category) Employee Total Hours Worked (Report and Break By) Totals Grand Totals This field is used to group the employees on the report. The field label that displays depends on the value selected in the Report and Break By field on the report interface is set to: Employee Category Earning Code Work Location Check Control In the report sample, the Report and Break By field selection is Employee Category. This field contains each employee associated with the Report and Break By field value selected on the report interface. This field contains the total hours this employee worked in the payroll period. This field contains the following totals for all employees that belong to the Report and Break By category: Tot Time Tot Cost Not of Employees This field contains the following totals for all employees included on the report: Tot Time Tot Cost Not of Employees Payroll Input Report Runtime Parameter Form HPINP01A > Report and Break By Employee Master HMEME01A > Emp No, Last, First, Middle 111

129 Processing a Payroll Printing Payroll Checks After the final payroll calculation is run, you can print the payroll checks for employees that do not have direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run. The payroll begin and end dates will print on the pay stub. You will print Advice of Deposit documents for employees with direct deposit. Note: You cannot print checks without a clean payroll calculation. You can print payroll checks with outstanding warning messages, but you should research the warnings prior to printing the payroll checks. Before printing the payroll checks, you should: Verify the starting check number in the Bank Master. Load the check paper stock into the appropriate printer. Refer to Check Stock Requirements for Payroll Checks on page 113 for more information. NOTE: Checks do not print for employees that participate in the district s direct deposit program. You can use program HPCHK20S Payroll Advice Print to print Advice of Deposit documents for these employees (see Generating Advice of Deposit Documents Using Program HPCHK20S on page 118) or program HPCHK06E Advice Print to print and, optionally, send Advice of Deposit document to employees via (see Generating Advice of Deposit Documents Using Program HPCHK06E on page 120). This section discusses: Check Stock Requirements for Payroll Checks Running the Check Print Process 112

130 Processing a Payroll Check Stock Requirements for Payroll Checks Use the following check stock requirements for the payroll checks. Regular (non-self sealing) check must be: 8½ inches x 11 inches Equal thirds Actual check size must 3 11/16 inches. Actual check must be the 1st part of the stock Self-sealing letter size (i.e., short) must be: 8½ inches x 11 inches Equal Thirds Actual check size must 3 11/16 inches Actual check must be the 2nd part of the stock (in the middle) Self-sealing legal-sized (i.e., long) must be: 8½ inches x 14 inches First part of the check must be 7 3/16 inches long (before the perforation of the check starts) Actual check size must be 3 11/16 inches, i.e., tear-off portion of the check (not including the sealer strip) must be 2 3/4 inches Actual check must be the second part of the stock (in the middle) 113

131 Processing a Payroll Running the Check Print Process To print payroll checks: 1. Follow this path to access the Payroll Check Print Runtime Parameter Form: HRS > Payroll Processing > Payroll Check Print. Fields with a RED asterisk (*) are required to run the report. Figure Payroll Check Print Runtime Parameter Form HPCHK10S 2. Insert the check paper or check stock in the paper tray of your check printer. Insert MICR if necessary. 3. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 4. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 5. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 6. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

132 Processing a Payroll 7. In the Control No field, type the control number of the payroll you are processing. Generally, this is the same number you selected in the Payroll Calculation form. 8. In the Sort Option field, select the sort order for the payroll checks. Your choices are: Alphabetic (default) to print the checks in alphabetical order by employee name. Check Location to print the checks in check location order. If there is no check location, the checks are sorted by work location. Work Location to print the checks in work location order. 9. In the Show Leave Taken field, select Yes to print leave taken amounts on the checks. Select No to prevent leave taken amounts from printing on the payroll checks. 10. In the Show Employee No field, select Yes to print the employee number on the payroll checks. Select No to prevent the employee number from printing on the payroll checks. 11. In the Show Leaves with '0' Avail/Taken Values field, select Yes to print leaves that have a zero amount available or taken. Select No to prevent leaves with a zero amount from printing on the payroll checks. 12. In the Show license Expiration Date field, select Yes to print the employees license expiration dates on the payroll checks. Select No to prevent the employees license expiration dates from printing on the payroll checks. 13. In the Show license/endorsement Expiration Date field, select Certificate to print the employees certificate expiration dates on the payroll checks. Select Endorsement to prevent the employees endorsements expiration dates on the payroll checks. You assign an employee s licenses, certificates, and endorsements on the Employee Certificates/Employee Endorsements form. 14. In the Use Image field, click to select the appropriate image to be used for this payroll run. 15. In the Envelope Type field, click to select the type of envelope used to distribute the printed payroll checks. Your choices are Post Office #10 and Standard # In the Micr Line Position field, click to select the number identifying the line on which the MICR information will print. 17. In the Leading Space in Micr Line field, type the number of leading spaces that will precede the MICR information on the MICR line. 18. Click the Submit Query button. The Payroll Check Print Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Remember to put the correct paper stock in the printer. 115

133 Processing a Payroll Generating Advice of Deposit Documents There are two programs available to generate the Advice of Deposit documents for employees that participate in a direct deposit program: Use program HPCHK10S Payroll Advice Print to print Advice of Deposit documents for distribution to your employees. Use program HPCHK06E Advice Print to print and (optionally) send Advice of Deposit documents to employees via . This option is only available to alio Web users. Advice of Deposit documents are non-negotiable payroll checks that are generated for employees who have direct deposit. Employees who do not participate in your direct deposit program receive a regular payroll check. Payroll checks are printed using program HPCHK10S Payroll Check Print (see Printing Payroll Checks on page 112). The Payroll Begin and End Dates will print on the pay stub. NOTE: Use program HEDIR01A Employee Direct Deposit Information to establish direct deposit records for your employees. Refer to Maintaining Direct Deposit Information in the Guide to Employee Maintenance for alio HRS for more information about this program. You can download a copy of this guide from the Weidenhammer infolink Web site. After the final payroll calculation is run, you can print an Advice of Deposit document for each employee that has direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run. NOTE: You cannot print Advice of Deposit documents without a clean payroll calculation. You can print payroll checks with outstanding warning messages, but you should research the warnings prior to printing the payroll checks. Advice of Deposit documents are printed using a laser printer and check paper or check stock. The check printer is formatted to meet your organization s particular needs and Weidenhammer provides the initial format for printing advices. Before printing the Advice of Deposit document, you should: Verify the starting check number in the Bank Master. Load the check paper stock into the appropriate printer. Refer to Check Stock Requirements for Advice of Deposit Documents on page 117 for more information. This section discusses: Check Stock Requirements for Advice of Deposit Documents Generating Advice of Deposit Documents Using Program HPCHK20S Generating Advice of Deposit Documents Using Program HPCHK06E 116

134 Processing a Payroll Check Stock Requirements for Advice of Deposit Documents Use the following check stock requirements for the Advice of Deposit documents. Regular (non-self sealing) check must be: 8½ inches x 11 inches Equal thirds Actual check size must 3 11/16 inches. Actual check must be the 1st part of the stock Self-sealing letter size (i.e., short) must be: 8½ inches x 11 inches Equal Thirds Actual check size must 3 11/16 inches Actual check must be the 2nd part of the stock (in the middle) Self-sealing legal-sized (i.e., long) must be: 8½ inches x 14 inches First part of the check must be 7 3/16 inches long (before the perforation of the check starts) Actual check size must be 3 11/16 inches, i.e., tear-off portion of the check (not including the sealer strip) must be 2 3/4 inches Actual check must be the second part of the stock (in the middle) The employee address lines will display through the window of standard and post office #10 window envelopes. 117

135 Processing a Payroll Generating Advice of Deposit Documents Using Program HPCHK20S Follow these steps to use program HPCHK20S to print Advice of Deposit documents for the employees who participate in the district s direct deposit program. To print the Advice of Deposit documents: 1. Follow this path to access the Payroll Advice Print Runtime Parameter Form: HRS > Payroll Processing > Advice Print. Fields with a RED asterisk (*) are required to run the report. Figure Payroll Advice Print Runtime Parameter Form HPCHK20S 2. Insert check paper or check stock in the paper tray of your check printer. 3. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 4. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 5. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 6. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

136 Processing a Payroll 7. In the Control No field, type the payroll control number assigned to the payroll being processed. 8. In the Print... Advice field, select Original to print the original Advice of Deposit documents or Copy to reprint the Advice of Deposit documents. 9. In the Sort Option field, select the sort order for the payroll advices. Your choices are: Alphabetic (default) to print the advices in alphabetical order by employee name Check Location to print the advices in check location order. If there is no check location, the advices are sorted by work location Work Location to print the advices in work location order 10. In the Show Leave Taken field, select Yes to print leave taken amounts on the Advice of Deposit documents. Select No to prevent leave taken amounts from printing on the Advice of Deposit documents. 11. In the Show Account s Last 4 digits only field, select Yes to have all but the last four digits of the bank account number print as asterisks on the Advice of Deposit documents. If No is selected, the full bank account number will print on the Advice of Deposit documents. 12. In the Show Employee No field, select Yes to print the employee number on the Advice of Deposit documents. Select No to prevent the employee number from printing on the Advice of Deposit documents. 13. In the Show Leaves with '0' Avail/Taken Values field, select Yes to print leaves that have a zero amount available or taken. Select No to prevent leaves with a zero amount from printing on the Advice of Deposit documents. 14. In the Show license Expiration Date field, select Yes to print the employees license expiration dates on the Advice of Deposit documents. Select No to prevent the employees license expiration dates from printing on the Advice of Deposit documents. 15. In the Show license/endorsement Expiration Date field, select Certificate to print the employees certificate expiration dates on the Advice of Deposit documents. Select Endorsement to prevent the employees endorsements expiration dates on the Advice of Deposit documents. You assign an employee s licenses, certificates, and endorsements on the Employee Certificates/Employee Endorsements form. 16. Click the Submit Query button. The Payroll Advice Print Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Remember to put the correct paper stock in the printer. 119

137 Processing a Payroll Generating Advice of Deposit Documents Using Program HPCHK06E Follow these steps to use program HPCHK06E to print and send Advice of Deposit documents to employees via . IMPORTANT: This program is available only to alio Web users. Prerequisites Before sending Advice of Deposit documents to employees using the burst option, you must define the following parameters. Profile Keys: You must define the following profile keys on the Profiles form to display the Advice Print Options on the Employee Master form. DIRECT_DEPOSIT_OPTIONS with a Profile Data value equal to Y SHOW_DIRECT_DEPOSIT_OPTIONS with a Profile Data value equal to Y The following figure illustrates the profile parameter setting. Figure Profiles form AMPRF01A with show direct deposit profile definitions 120

138 Processing a Payroll Employee Master File Parameters: You need to set the following parameters on the Employee Master form HMEMP01A for each employee that will receive an Advice of Deposit document. Select the Advice Print Option: Print Advice to send the Advice of Deposit document to a printer. Advice to send the Advice of Deposit document to the employee via . Don't print or Advice to prevent the program from sending the Advice of Deposit document to the printer or via to the employee. Tip: An employee can use the alio Employee Portal to view the Advice of Deposit document. If the Advice option is selected, you must type an address for the employee in the first field. The 2 field is used only for internal purposes; it is not part of the bursting process. The following figures illustrate the locations of these fields. Figure Employee Master form HMEMP01A with Advice Print Options 121

139 Processing a Payroll Printing and Sending Advice of Deposit Documents In HRS, you use program HPCHK06E Advice Print to print and send Advice of Deposit documents to employees via . This section discusses the steps involved in this process. Step 1 - Enter Parameters: Enter the criteria you want to use to print the Advice of Deposit documents. The print criteria includes the control number for the payroll cycle, sort option, and the show leave taking, show only the last four numbers of the account, and show employee number options. Refer to Entering Advice Of Deposit Parameters on page 123 for a step-by-step procedure to enter the Advice of Deposit document print selection criteria. Step 2 - Retain Parameters: Select the Retain Parameters option for the Advice of Deposit document print process. Your choices are: Global, which saves the runtime parameter values for all users in your organization. User Only, which saves the runtime parameter values only for the user ID of the user currently logged in to this session of alio Web. Don't Retain, which does not save the runtime parameter values. The most common option selected is the User Only option. Step 3 - Preview Advices that are triggered to be printed or ed: Use the Preview Advices option to display the Advice of Deposit documents in PDF format prior to sending the Advice of Deposit documents to the printer or to employees via . This step is optional but highly recommended. You should run this critical step prior to running Step 4. Weidenhammer suggests always previewing all of the Advice of Deposit documents that met the defined runtime parameter criteria. You can preview the Advice of Deposit documents for accuracy before they are printed or sent via e- mail. Refer to Previewing the Advice of Deposit Documents Flagged to be Printed or Sent via E- mail on page 125 for more information and an illustration of the Advice of Deposit document. Step 4 - Enter Info and Send Advices as Attachments: Enter the subject line of the e- mail, the From address, and a CC: address for the s to which you are attaching the employees' Advice of Deposit document. The Subject line and From address are required fields. It is critical that the From address entered matches the address of the user who is sending the advices. NOTE: The sender will receive an notification if an was not delivered because an invalid address was used. Refer to the Entering the Information on page 126 procedure for more information. 122

140 Processing a Payroll Entering Advice Of Deposit Parameters The first step is to enter the Advice of Deposit document print criteria. To enter the parameters: 1. Follow this path to access the Advice Print form: HRS > Payroll Processing > Advice Print (front end Web). Figure Advice Print Report Calling Form HPCHK06E 2. In the Control Number field, enter the control number for the payroll cycle currently being processed. 3. In the Sort Option field, select the method you want to use to sort the Advice of Deposit documents. You choices are Alphabetic (default), Check Location and Work Location. 4. In the Show Leave Taken field, select Yes to include the amount of leave the employee has used to date. Select No to exclude the leave taken from the advice. 5. In the Show Accounts Last 4 digits Only field, select Yes to print only the last four digits of the employee's bank account to which the deposit was made. Select No to print the full bank account number of the advice. 6. In the Show Employee Number field, select Yes to include the identification number assigned to the employee on the advice. Select No to exclude the employee number from the advice. 123

141 Processing a Payroll Retaining Advice of Deposit Parameters Optionally, you can save the Advice of Deposit document print criteria to use again at a later time. To retain print parameters: Click the Retain Parameter option the best meets your needs. Your choices are Global, User Only, or Don't Retain. Refer to Step 2 - Retain Parameters on page 122 for a description of each option. 124

142 Processing a Payroll Previewing the Advice of Deposit Documents Flagged to be Printed or Sent via You preview the Advice of Deposit documents in PDF format. Acrobat Reader version 7.0 or higher is used to display the printed Advice of Deposit documents. To preview the Advice of Deposit documents: Click the Preview Advices button. When the process is complete, the first printed Advice of Deposit document appears on your monitor in PDF format. Tip: Click File > Print or the Printer icon to send the Advice of Deposit documents to the printer. The following figure illustrations the Advice of Deposit document. Figure Advice of Deposit 125

143 Processing a Payroll Entering the Information The last step is to define the parameters for the Advice of Deposit documents you are sending to your employees via . The sent to the employees contains a generic message. The Advice of Deposit document is included as an attachment. NOTE: Contract Weidenhammer to customize this message for your organization. To enter the parameters: 1. In the Subject field, type the text you want to display in the Subject line of the . This field is required; if left blank the s containing the Advice of Deposit documents are not created. 2. In the From field, type the address of the person sending the Advice of Deposit documents to the employees via (HR manager, payroll administrator, etc.). 3. In the CC field, type the address of any other personnel who should receive a copy of the that was sent to the employee. Tip: Type your address in this field to receive a copy of the when it is sent and an notifying you that the was not delivered because an invalid address was used. 4. Click the Advices button to send the Advice of Deposit document s to the employees. A standard Oracle error message appears to indicate that the s were sent successfully. Note: Currently, this message defaults to a standard Oracle error message; Weidenhammer is working with Oracle to make this message user-friendly. 126

144 Processing a Payroll Creating a Pre Notification File Use the Pre Note File Creation option to create a pre-notification file that you can send to a bank to verify employee direct deposit accounts without sending an actual direct deposit file. To create a pre notification file: 1. Follow this path to access the Create Pre Note form: HRS > Payroll Processing > Create Pre Note File. Figure Create Pre-note form HPDIR02A 2. In the Effective Entry Date field, double-click the date field to select the effective date of entry for the payroll from the Calendar form; or type the date in mmddyyyy format. Typically this is the same date used in the Pay Control Effective Date field. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 3. In the Transmission Date field, double-click the date field to select the date you are transmitting the pre notification file to the bank from the Calendar form; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 127

145 Processing a Payroll 4. In the File Name field, type the absolute path and file name for the Pre Notification file (D:\PRE ). You should include the payroll date in the file name so that it is easier to locate the file for historic purposes. Tip: Remember to include the destination of the file when you enter the file name. 5. The Change Pre-Note to Direct-Deposit check box is selected by default. Clear this check box if you do not want to automatically clear the Prenote? check box on the Employee Direct Deposit Information form when the direct deposit process is run. Note: An employee's direct deposit is not effective until the Prenote? check box is cleared. The employee will continue to receive a check until the Prenote? check box is cleared for that employee. 6. Click the Process button to create the Pre Notification file. The file is created and saved to the absolute path name you specified in the File Name field. Creating a Direct Deposit File Creating a direct deposit file ensures that direct deposit payroll amounts are credited to the correct accounts at the specified banks. Use the Direct Deposit File Creation option to create a direct deposit file in ASCII format that you can transmit to the bank. You can transmit the ASCII file using software from your bank, modem, or portable storage media. Check with your bank to determine the transmittal method. NOTE: This file is created using a template that was established when the master files were set up. Weidenhammer can help you create the direct deposit template. When the Direct Deposit File Creation process is run, a Direct Deposit Transmittal record is created. The Direct Deposit Transmittal record is created for the bank and for your records. Some banks require a trailer sheet with an authorized signature confirming the direct deposit transmittal. The Direct Deposit Transmittal record provides a trailer sheet you can use for this confirmation. The Direct Deposit Transmittal record consists of two parts. The first part is a summary of the direct deposit records. It includes the direct deposit employees, account numbers, bank numbers, and deposit amounts. The second part is the Trailer Sheet or confirmation. If your bank requires this confirmation, you can use the trailer sheet. It contains summary information about the transmission, the count, and the total amounts. It also contains a signature line. You can obtain an authorized signature for the transmission and submit this trailer sheet to the bank for direct deposit confirmation. 128

146 Processing a Payroll To create a direct deposit file: 1. Follow this path to access the Direct Deposit File Creation form: HRS > Payroll Processing > Create Direct Deposit File. Figure Direct Deposit File Creation form HPDIR01A 2. In the Control No field, type the control number of the payroll you are processing. 3. In the Effective Entry Date field, double-click the date field to select the date you want the direct deposit credited to the employee accounts from the Calendar form; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 4. In the File Name field, type the absolute path and file name for the Direct Deposit Transmittal file (D:\DD txt) or click the Browse button to insert the absolute path. You should include the payroll date in the file name so that it is easier to locate the file for historic purposes. For example, specifying D:/DD txt creates a direct deposit file named DD txt and places it in the root folder on the D: drive of your computer. Tip: Remember to include the destination of the file when you enter the file name. 5. In the Transmission Date field, double-click the date field to select the date you are transmitting the direct deposit file to the bank from the Calendar form; or type the date in mmddyyyy format. The date entered must be less than or equal to the Effective Entry Date. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 129

147 Processing a Payroll 6. The Include Pre-Note check box is selected by default. Click to clear this check box if you do not want to automatically generate a pre notification of direct deposit file to send to the bank. 7. The Change Pre-Note to Direct-Deposit check box is selected by default. Click to clear this check box if you do not want to clear the Prenote? check box on the Employee Direct Deposit Information form when the direct deposit process is run. Note: An employee's direct deposit is not effective until the Prenote? check box is cleared. The employee will continue to receive a check until the Prenote? check box is cleared for that employee. 8. The Include the 9 Filler Record is selected by default, which allows the Direct Deposit File to be created with the Filler 9 records. Clear this check box to allow the Direct Deposit File to be created without the Filler 9 records. 9. In the Bank to Process block, select one of the following options: Direct Deposit Setup to create the direct deposit transmittal files for NACHA banks using the direct deposit setup in the Bank Master. Use this option if you are creating the transmittal file for multiple banks. Bank Master to create the direct deposit transmittal files for ACH banks that are set up using the ACH Direct Deposit Setup programs. Click the List of Values button to select the bank number identifying the bank that will receive this direct deposit transmittal file. Refer to Setting Up Direct Deposit Information in the Guide to Payroll Master File Maintenance for alio HRS for additional information. You can download a copy of this guide from the Weidenhammer infolink Web site. 10. In the Employees to Exclude section, click the List of Values button to select any employees want to exclude from the direct deposit file creation process. 11. Click the Process button. The Trace field populates with the action history. This field does not require input and is for informational purposes only. The direct deposit file is created and saved to the absolute path name you specified in the File Name field. A Direct Deposit Transmittal Record is generated and is displayed in the Previewer form. 130

148 Processing a Payroll 12. Review the Direct Deposit Transmittal record to ensure the totals are accurate. If any totals on the report are incorrect, perform the necessary actions to correct the problem and repeat Steps Use program HEDIR01A Employee Direct Deposit Information to change an employee s bank number and/or account number. Refer to Maintaining Direct Deposit Information in the Guide to Employee Maintenance for alio HRS for more information about this program. You can download a copy of this guide from the Weidenhammer infolink Web site. Figure Direct Deposit Transmittal record (summary information) Figure Direct Deposit Transmittal record (trailer sheet) Updating Payroll History When a payroll is calculated, the payroll is held in a working area until the user is confident the payroll is correct. While the payroll is in the working area, the user can update and modify records and recalculate payroll until it is accurate. Use the Payroll Update option to update the payroll history after the payroll is verified as accurate, checks and direct deposits are processed, and the post-check registers are complete. The Payroll Update process moves the calculated payroll information from the work area into payroll history. This process also updates the month-to-date, quarter-to-date, year-to-date, and fiscal-year-to-date total accumulators. NOTE: After the Payroll Update is run, you can use program HCINQ01A Calculation Inquiry to view the payroll data. Refer to Running a Calculation Inquiry on page 170 for more information. 131

149 Processing a Payroll To update payroll history: 1. Follow this path to access the Update Payroll History form: HRS > Payroll Processing > Payroll Update. 2. In the Control No field, click the List of Values button to select the control number of the payroll you want to move to payroll history. This is usually the payroll you are currently processing. Note: The Calculation Status field must be Valid Calculation and the Checks/ Advices Status must be Checks and Advices have been Printed before you can run the Update Payroll History process. Figure Update Payroll History form HYPAY02A 3. Click the Process button. A confirmation message displays asking you to confirm that you want to run the payroll update process. 4. Click the OK button to update payroll history. When the process is complete, the Payroll Status is updated to Payroll has been Updated. If you have additional payroll records you need to move into payroll history, repeat Steps 3-5 for each payroll control number. 132

150 5 Running Payroll Accounting Updates After the payroll is successfully processed, perform the following HRS accounting functions: Running a Labor Distribution Update on page 134 Printing the Labor Distribution Invalid/Inactive Accounts Report on page 143 (optional) Posting Labor Distribution to Adjusting Journals on page 145 Posting Leave Accruals on page 150 Running a Payroll Accrual Process on page 159 Calculating Payroll Accruals on page

151 Running Payroll Accounting Updates Running a Labor Distribution Update Use the Labor Distribution Update option to create the account distribution transactions for the labor, benefits, deductions, and net pay for the current payroll. This process also creates transactions for voided and handwritten checks not yet processed. After this process is run with the Show Errors Only field set to NO, you can view the records in on the Accounts tab in Check History. NOTE: These transactions are posted to FAS when the Labor Distribution Post to Adjusting Journals option is run. You should run this option with the Show Errors Only field set to Yes to verify that the account distribution transactions are correct. After verifying the transactions are correct, you can run this option with the Show Errors Only field set to No to create the account distribution transactions. You can also use this option to post benefits to the current fiscal year for a payroll that is expensed to the prior fiscal year. This section discusses: Using a Batch Master Verifying the Labor Distribution is Correct Creating the Labor Distribution Accounting Transactions Printing the Labor Distribution Invalid/Inactive Accounts Report Posting Labor Distribution to Adjusting Journals Using a Batch Master Labor distribution transactions must have an associated batch number. A batch number is a unique identifier for a group of records used to establish controls, group data, and post specific data. Batch numbers also enable multiple users to work on the same processes without interfering in each other s work. A batch may have a status of: ENTRY indicates that the edit list has not run for the batch. ERROR indicates that the edit list ran but errors exist. READY indicates that the edit list ran without errors and the batch is ready to post. Using the Batch Master form, you can assign a specific batch number to a process. This form automatically appears when a process is selected from a menu. You must complete the Batch Master form before you can access the process form. When a batch number is used for posting, you cannot use that batch number again in the same fiscal year. IMPORTANT: You can share a batch with other staff if your assigned user role has permission to share batches. Otherwise, you can update only your own batches. 134

152 Running Payroll Accounting Updates This section provides an overview of the Batch Master form. It also explains error messages that may occur when the batch is created. Refer to Posting Labor Distribution to Adjusting Journals on page 145 for information on how the Batch Master form is used to enter labor distribution transactions. Using the Batch Master form, you can assign a specific batch number to a process. This form automatically appears when a process is selected from a menu. You must complete the Batch Master form before you can access the process form. After a batch number is used for posting, you cannot use that batch number again in the same fiscal year. Accessing the Batch Master Form When a process is selected that requires a batch number, a Batch Master form automatically appears. You must select or create a batch before accessing the related process form. You cannot update a posted batch. Figure 5-1. Batch Master FMBTH01A 135

153 Running Payroll Accounting Updates Handling Batch Master Error Messages When the Use This Batch button is clicked, you may receive an error message specific to the batch master. There are two error messages that are common to the batch master. Both messages apply to the congruency of the accounting period, accounting year, and transaction date. Accounting period error message: If you change the transaction date to a date that falls within a different accounting period, an error message appears. To respond to this message: Click Yes to change the accounting period to the period that includes the specified date. The Accounting Period field changes to the accounting period that includes the date you specified. Click No to close the error message and manually correct the accounting period or the transaction date. NOTE: Weidenhammer recommends you reply Yes to this message and revert to the default accounting period. Date range error message: If you change the transaction date to a date that is not established for the specified accounting year, or you change the accounting year to a year that does not include the specified transaction date, an error message appears. To respond to this message: Click Cancel to return to the Batch Master form and correct the transaction date or the accounting year. Click OK to ignore the error and use the transaction date and accounting year you specified. NOTE: Weidenhammer recommends you reply Cancel to this message and correct the transaction date or the accounting year. 136

154 Running Payroll Accounting Updates Verifying the Labor Distribution is Correct Follow these steps to generate a Labor Distribution Report without creating the account distribution transactions. Use this report to verify that the labor distribution records are correct. To run the report: 1. Follow this path to access the Labor Distribution Report Runtime Parameter Form: HRS > Payroll Processing > Payroll Accounting > Labor Distribution > Labor Distribution Update. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 5-2. Labor Distribution Report Runtime Parameter Form HPDIS01A 137

155 Running Payroll Accounting Updates 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Cutoff Date field, enter the check date for the payroll you are distributing in MMDDYYYY format. This is a required field. A labor distribution update is run for any unprocessed records on or prior to the specified date. 7. In the Show Errors Only field, select Yes to display accounting errors on the report. 8. Verify that the Expense Benefit to Current Year field is set to No. This parameter is used only when creating the labor distribution account transactions. 138

156 Running Payroll Accounting Updates 9. Click the Submit Query button. The Labor Distribution Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 5-3. Labor Distribution Report 10. Verify that the labor totals are correct. After making any required corrections, re-run the Labor Distribution Report to check the corrected records When all records are correct, you can create the accounting transactions. 139

157 Running Payroll Accounting Updates Labor Distribution Report Field Definitions The following table lists the report fields and their source. Table 5-1. Labor Distribution Report field cross-reference table Column Heading Description Source Field Pay Period Employee No/Name Check Key Gross Benefits Total Debits Ded Liab Ben Liab Net Total Credit This field displays the payroll period being updated. This column lists each employee record processed in this pay period. This column lists each employee s pay check number. This column lists each employee s gross pay amount for this pay period. This column lists each employee s benefit deductions for this pay period. This column lists the total pay amount debited to the appropriate distribution account in this pay period for each employee. This column lists each employee s deduction liability amount for this pay period. This column lists each employee s benefit liability amount for this pay period. This column contains the employee s net pay. This column contains the total amount credited to the appropriate distribution account in this pay period for each employee. Payroll Calculation HPCLC01A Employee Master HMEME01A > Emp No, Last, First, Middle using this formula: Gross Pay + Benefits using this formula: (Gross Pay + Benefits - (Ded Liab + Ben Liab) using this formula: Gross Pay + Benefits 140

158 Running Payroll Accounting Updates Table 5-1. Labor Distribution Report field cross-reference table (continued) Column Heading Description Source Field Totals for Pay Period The following calculated totals display for all employee records in this pay period: Gross Benefits Debits Ded Liability Ben Liability Net Credits Due to From Creating the Labor Distribution Accounting Transactions After verifying the labor distribution records are correct, run the Labor Distribution Report option to create the account transactions. These transactions are posted to FAS when the Labor Distribution Post to Adjusting Journals option is run. You must complete the Cross Year Accrual section to accrue benefits in the current fiscal year for salaries expensed in the prior year. If Cross year Option field equals: Yes, Net Pay and Deduction liabilities along with the Benefits listed in the Benefit Group are posted to the current year. Benefits not listed in the Benefit Group are posted to the prior year as specified. No, then nothing crosses years. If the employee account distribution is account year 12, all salaries, deductions, and benefits are posted in account year 12. If the employee account distribution is 13, all salaries, deductions, and benefits are posted in account year 13. To create the accounting transactions: 1. Access the Labor Distribution Report Runtime Parameter Form, if necessary. 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 141

159 Running Payroll Accounting Updates 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Cutoff Date field, enter the check date for the payroll you are distributing in MMDDYYYY format. This is a required field. A labor distribution update is run for any unprocessed records on or prior to the specified date. 7. In the Show Errors Only field, select No to create the labor distribution accounting transactions. 8. In the Cross Year Accrual field, click to select Yes to accrue benefits to the current fiscal year for a payroll that is expensed to the prior year. The default is No. For example, you should select Yes for this field if processing a summer payroll that is expensed to the prior year. 9. If the Cross Year Accrual field is set to Yes, select the correct value for the following fields: In the Ded/Ben Group (Benefits Only) field, click to select the Ded/Ben Group that represents all the Benefits to be expensed/accrued to the current fiscal year. In the Employee Category Group field, click to select the Employee Category Group that represents all the employees benefits that are in the selected Ded/ Ben Group to be expensed/accrued to the current fiscal year. In the Accrual Account Year field, click to select the account year used to determine the account year of the accounts to accrue. The value entered in the Accrual Account Year is compared to the next account year (account year + 1). If the Account Year to Expense is greater than or equal to the next account year, the next account year is used to determine the account to be updated. If the Account Year to Expense is less than the next account year, the original account year is used to determine the account to be updated. 10. Click the Submit Query button. The Labor Distribution Report Runtime Parameter Form closes and the Labor Distribution Report (see Figure 5-3 on page 139) is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. 142

160 Running Payroll Accounting Updates Printing the Labor Distribution Invalid/Inactive Accounts Report Prior to posting the labor distribution to the adjusting journals, you can run an optional Labor Distribution - Invalid Accounts report to identify employees in the check run that have invalid accounts for labor distribution. An account is invalid if the account number does not exist in the Financial Accounting System (FAS) Chart of Accounts or is set up incorrectly in the Human Resource System. You must correct these invalid accounts before you can successfully post the labor distribution to the adjusting journals. If the accounts are not corrected, a list of invalid accounts is generated when the posting process is run. Running this report prior to posting makes the posting process quicker and easier. To run the report: 1. Follow this path to access the Labor Distribution Invalid/Inactive Accts Runtime Parameter Form: HRS > Payroll Processing > Payroll Accounting > Labor Distribution > Print Employees with Invalid Accts for Labor. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 5-4. Labor Distribution Invalid/Inactive Accts Runtime Parameter Form HPDIS03A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 143

161 Running Payroll Accounting Updates 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Begin Date field, use one of the following options: To run the report for a specific date, enter the date in this field and leave the End Date field blank. Enter the date in MMDDYYYY format. To run the report for a date range, enter the starting date of the range in this field. Enter the date in MMDDYYYY format. To run the report for all dates, leave this field blank. 7. If you are running the report for a date range, enter the ending date of the range in the End Date field; otherwise, continue with Step In the Account Year field, click the List of Values button to select the accounting year for which you want to run a Labor Distribution - Invalid Accounts report. Note: If you are processing Labor Distribution for multiple year, you must run this process for each year. 9. Click the Submit Query button. The Labor Distribution Invalid/Inactive Accts Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 5-5. Labor Distribution - Invalid/Inactive Accounts 144

162 Running Payroll Accounting Updates Posting Labor Distribution to Adjusting Journals Use the Labor Distribution Post to Adjusting Journals option to create a journal entry file that is posted to the adjusting journals in the alio Financial Accounting System (FAS), using the transactions created by running the Labor Distribution Update process. The Labor Distribution Post to Adjusting Journals option requires an associated batch number. A batch number is a unique identifier for a group of records that allows you to establish controls, group data, and post data. Batch numbers also allow multiple users to work on the same processes without interfering in each other s work. You create and use a unique batch to create the journal entry file that posts labor distribution. During the posting process, you are prompted to add missing accounts or correct invalid or inactive accounts. This validation process ensures labor distribution is posted to existing FAS accounts. When all accounts are correct, the journal entry file is created and posted. After the transactions are posted, the Labor Distribution Report - Post to FAS is generated. This report lists payroll totals posted to the general ledger for each employee for the specified pay period. The transactions are grouped by transaction type. TIP: Prior to posing the labor distribution, you should run a Labor Distribution Invalid/ Inactive Accounts report to assist you with correcting invalid/inactive account numbers. Refer to Printing the Labor Distribution Invalid/Inactive Accounts Report on page 143. To post labor distribution to adjusting journals: 1. Follow this path to access the Labor Distribution - Post to Adjusting Journals option: HRS > Payroll Processing > Payroll Accounting > Labor Distribution > Labor Distribution - Post to Adjusting Journals. The Batch Master form appears (see Figure 5-1 on page 135). 2. On the Batch Master form, position the cursor on the first blank line or click the New button to insert a blank line. The accounting period and transaction date automatically default to the current accounting period and current system date. Tip: If you already created the batch record, click the Use this Batch button to select the batch master. The Validate Accounts form appears (see Figure 5-6 on page 146). Note: You can change the accounting period and transaction date, if necessary. The accounting period value entered must exist in the Year Master form. If the accounting year or transaction date is incorrect, an error Message appears. Refer to the Accounting period error message on page 136 for further information. 3. Click the Batch# button to system-generate a unique, 6-digit batch number or type a unique, 6-digit user-defined batch number. Note: You cannot reuse the batch number in the same fiscal year after a batch is posted. 4. In the Description field, type a description for this batch. You can enter up to 40 alphanumeric characters, excluding special characters (%, /, &, etc.). 145

163 Running Payroll Accounting Updates 5. In the Accounting Period field, the current 2-digit accounting period is displayed. Type the accounting period associated with the transaction date, if the transaction date is not in the current accounting period. If you specify an accounting period that does not contain the specified transaction date or is not in the specified accounting year, you receive an error message. For more information about responding to this error message, see the Date range error message on page Click the Save button to save the record. The Status and User ID fields are automatically populated and cannot be modified. The following table defines these fields. Table 5-2. Batch Master form field definitions Field Status User ID Description The current status of the batch can be: ENTRY indicates the edit list has not run for the batch. ERROR indicates the edit list ran but errors exist. READY indicates the edit list ran without errors and the batch is ready to post. This is the user ID of the user who created the batch. 7. Click the Use This Batch button. The Validate Accounts form appears. Figure 5-6. Validate Accounts form HPDIS02A 146

164 Running Payroll Accounting Updates 8. Enter a unique reference number in the Reference No field. 9. In the Cutoff Date field, double-click the date field to select the cutoff date for transactions you want to post from the Calendar form; or type the date in mmddyyyy format. Generally this date is the same date you used to run the labor distribution update. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 10. Click the Process button to create the journal entry file. If all accounts are valid, the Labor Distribution Report - Post to FAS Runtime Parameter Form appears. If any invalid/inactive accounts exist, you are returned to the Validate Accounts form to correct the accounts. You can correct account numbers directly in the Validate Accounts form; or add new account numbers to the Chart of Accounts using FAS. Refer to the Maintaining Account Information chapter in the Guide to Accounting File Maintenance for alio FAS for more information. Tip: You can run a Labor Distribution - Invalid Accounts report to assist you with correcting invalid/inactive account numbers. Refer to Printing the Labor Distribution Invalid/Inactive Accounts Report on page The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 12. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 13. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 14. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

165 Running Payroll Accounting Updates 15. Click the Submit Query button. The Labor Distribution Report - Post to FAS Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 5-7. Labor Distribution Report - Post to FAS 148

166 Running Payroll Accounting Updates Labor Distribution Post to FAS Report Field Definitions The following table lists the report fields and their source. Table 5-3. Labor Distribution Post to FAS Report field cross-reference table Column Heading Description Source Field Pay Period Employee No/Name Check Key Amount Pay Period Transaction Type Account No Account Total Transaction Total This field displays the payroll period being updated. This column lists each employee record processed in this pay period. This column lists each employee s pay check number. This column lists the amount of each posted transaction. This field displays the number that identifies the processed pay period. This field displays the type of transaction posted. This field displays the account to which the transactions were posted. This field displays the total amount posted to each account for this transaction type. This field displays the total amount posted to all accounts for this transaction type. Payroll Calculation HPCLC01A Employee Master HMEME01A > Emp No, Last, First, Middle Payroll Calculation HPCLC01A Chart of Accounts FMACT02A > Account No 149

167 Running Payroll Accounting Updates Posting Leave Accruals Posting leave accruals creates leave for specified periods of time and specified category groups. Posting leave accruals updates the amount of leave employees have. This helps the user and the employee to know the current amount of leave that is available. Prior to posting employee leave accruals, you can run the Leave Accrual Posting Report. Use this report to verify leave accruals and current leave amounts. This report displays each leave and the employees who have this leave. It also displays the employee s previous amount of the leave, the amount of leave accrued during this posting process, and new total amount of the leave. After verifying the employees leave accruals are correct, you should run program HELVE03A Leave Accrual Report/Posting again to actually post the employees accrued leave amounts. This section discusses: Running the Leave Accrual Posting Report Posting Employees Accrued Leave Amounts 150

168 Running Payroll Accounting Updates Running the Leave Accrual Posting Report Follow these steps to run the Leave Accrual Posting Report prior to posting the employees accrued leave amounts. IMPORTANT: If your organization accrues employee leave by the employees anniversary dates, you must run the anniversary accrual twice if the employees leave accrual dates span beyond the calendar year. Run the first accrual process through the end of the calendar year and the second accrual process from the beginning of the new calendar year through the end of the period. To run the Leave Accrual Posting Report: 1. Follow this path to access the Leave Accrual Report/Posting Runtime Parameter Form: HRS > Leave Processing > Post Leave Accruals. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a RED asterisk (*) are required to run the report. Figure 5-8. Leave Accrual Report/Posting Runtime Parameter Form HELVE03A 151

169 Running Payroll Accounting Updates 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Category Group No field, the default is All. Use this default if you want to run an accrual report or post accruals for all category groups. If you want to run an accrual report or post accruals for a specific category group, enter the specific category group number in this field. 7. In the Report Only field, select Yes to run the report without posting the employees accrued leave amounts. 8. Optionally, in the Effective Date field, enter the date through which employees must be active to accrue leave. Enter the date in MMDDYYYY format. 9. In the Contract Year field, enter the contract year for which you want to accrue leave. 10. In the Anniversary From Date field, enter the beginning anniversary date, in MMDDYYYY format, through which you want to accrue employee leave, if employee leave for your organization accrues on employee anniversary dates. Leave this field blank if employee leave does not accrue on employee anniversary dates. 11. In the Anniversary To Date field, enter the ending anniversary date, in MMDDYYYY format, through which you want to accrue employee leave, if employee leave for your organization accrues on employee anniversary dates. Leave this field blank if employee leave does not accrue on employee anniversary dates. 12. In the Anniversary Date Type field, click the List of Values button to select the type of anniversary you are using. Leave this field blank if employee leave does not accrue on employee anniversary dates. 13. In the Leave Control No field, enter a number that identifies the leave accrual you are running. This can help you associate the leave accrual to a specific payroll if you are running multiple payrolls at the same time. This is a required field. The Leave Control No value displays in the Leave Control field in the report header. 152

170 Running Payroll Accounting Updates 14. In the Leave Period field, enter the leave period for which you are running leave accruals. The period you enter in this field must fall within the range you specified in the Leave Plans form. For more information about the Leave Master and Leave Plans form, refer to Maintaining Leave Plans in the Guide to Payroll Master File Maintenance for alio HRS. You must enter a 2-digit leave plan for this field to function properly. The Leave Period value displays in the Leave Period field in the report header. 15. In the Time Accrual Begin Date field, enter the beginning date, in MMDDYYYY format, if leave accrues based on the number of hours the employee has worked. For example, if the current date is July 1, 2011 and you want to accrue leaves for the previous month, enter In the Time Accrual End Date field, enter the ending date, in MMDDYYYY format, if leave accrues based on the number of hours the employee has worked. For example, if the current date is July 1, 2011 and you want to accrue leaves for the previous month, enter In the Use Benefit Allocation Factor field, select Yes to use the employee s benefit allocation factor to calculate and post leave accruals as entered on the Employee Master screen. The default is No to perform the standard calculation and post leave accruals without using the benefit allocation factor. 18. In the Accrual Date field, enter the date, in MMDDYYYY format, you want the selected employee leave to accrue. For example, you may perform the accrual on July 1, but you can use this field to specify the accrual to actually take place on July The Leave Code 1 fields defaults to All. Use this default to include all leave codes in the record selection process. To limit the record selection process to specific leave codes, enter the leave codes in the Leave Code 1-20 fields. You can enter up to 20 specific leave codes. 153

171 Running Payroll Accounting Updates 20. Click the Submit Query button. The Leave Accrual Report/Posting Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 5-9. Leave Accrual Posting Report Leave Accrual Posting Report Field Definitions The following table lists the report fields and their source. Table 5-4. Leave Accrual Posting Report field cross-reference table Column Heading Description Source Field Employee No/Name Category This column contains the employee s identification number and name This column contains the employee category code assigned to each employee. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Jobs HEJOB01A > Emp Cat 154

172 Running Payroll Accounting Updates Table 5-4. Leave Accrual Posting Report field cross-reference table (continued) Column Heading Description Source Field Available Before Accrued Available After Leave Control No Leave Code Plan Beg. Leave Period End Leave Accrual Rate Max Accrual Cur. This column contains the leave available to this employee before this leave period was processed. This column contains the leave accrued by each employee in this leave period. This column contains the leave available to this employee after the accrual is posted. This field displays the leave control number entered on the report interface. This field displays the leave code assigned to the employees in the list. This field value is used to group the employee leave records included on the report. This field displays the leave plan assigned to the employees in the list. This field value is used to group the employee leave records included on the report. This field displays the beginning leave plan defined in the Leave Master. This field displays the end leave plan defined in the Leave Master. This field displays the accrual rate defined for the leave plan. The accrual rate is used to calculate an employee s leave each leave period. This field displays the maximum accrual rate for this leave plan for the leave period. Employee Leave Details HELVE02A > Beginning Year Available based on Leave Plans HMLVE01A > Leave Rates: Accrual Rate using the following formula: Available Before + Accrued Leave Accrual Report/ Posting Runtime Parameter Form HELVE03A > Leave Control No Leave Plans HMLVE01A > Leave Code Leave Plans HMLVE01A > Leave Plan Leave Plans HMLVE01A > Beginning Period Leave Plans HMLVE01A > Ending Period Leave Plans HMLVE01A > Leave Rates: Accrual Rate Leave Plans HMLVE01A > Maximum Accrual Rates: CUR 155

173 Running Payroll Accounting Updates Table 5-4. Leave Accrual Posting Report field cross-reference table (continued) Column Heading Description Source Field Max Accrual Ytd Employee Count Grand Totals This field displays the maximum accrual rate for this leave plan for the year-to-date. This field displays the following totals for each leave code/plan: Employee Count Available Before Accrued Available After This field displays the following totals for all leave codes/plans listed on the report: Employee Count Available Before Accrued Available After Leave Plans HMLVE01A > Maximum Accrual Rates: YTD Posting Employees Accrued Leave Amounts After verifying the employees accrued leave amounts are correct, run program HELVE03A Leave Accrual Report/Posting again to post the employees accrued leave amounts using the same report parameters as used when running the Leave Accrual Posting Report. A final copy of the Leave Accrual Posting Report is also generated. IMPORTANT: If your organization accrues employee leave by the employees anniversary dates, you must run the anniversary accrual twice if the employee leave accrual dates span beyond the calendar year. Run the first accrual process through the end of the calendar year and the second accrual process from the beginning of the new calendar year through the end of the period. To post employees accrued leave amounts: 1. Follow this path to access the Leave Accrual Report/Posting Runtime Parameter Form (see Figure 5-8 on page 151): HRS > Leave Processing > Post Leave Accruals. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a RED asterisk (*) are required to run the report. 156

174 Running Payroll Accounting Updates 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Category Group No field, the default is All. Use this default if you want to run an accrual report or post accruals for all category groups. If you want to run an accrual report or post accruals for a specific category group, enter the specific category group number in this field. 7. In the Report Only field, select No to post the employees accrued leave amounts. 8. Optionally, in the Effective Date field, enter the date through which employees must be active to accrue leave. Enter the date in MMDDYYYY format. 9. In the Contract Year field, enter the contract year for which you want to accrue leave. 10. In the Anniversary From Date field, enter the beginning anniversary date, in MMDDYYYY format, through which you want to accrue employee leave, if employee leave for your organization accrues on employee anniversary dates. Leave this field blank if employee leave does not accrue on employee anniversary dates. 11. In the Anniversary To Date field, enter the ending anniversary date, in MMDDYYYY format, through which you want to accrue employee leave, if employee leave for your organization accrues on employee anniversary dates. Leave this field blank if employee leave does not accrue on employee anniversary dates. 12. In the Anniversary Date Type field, click the List of Values button to select the type of anniversary you are using. Leave this field blank if employee leave does not accrue on employee anniversary dates. 13. In the Leave Control No field, enter a number that identifies the leave accrual you are running. This can help you associate the leave accrual to a specific payroll if you are running multiple payrolls at the same time. This is a required field. 14. In the Leave Period field, enter the leave period for which you are running leave accruals. The period you enter in this field must fall within the range you specified in the Leave Plans form. For more information about the Leave Master and Leave Plans form, refer to Maintaining Leave Plans in the Guide to Payroll Master File Maintenance for alio HRS. You must enter a 2-digit leave plan for this field to function properly. 157

175 Running Payroll Accounting Updates 15. In the Time Accrual Begin Date field, enter the beginning date, in MMDDYYYY format, if leave accrues based on the number of hours the employee has worked. For example, if the current date is July 1, 2011 and you want to accrue leaves for the previous month, enter In the Time Accrual End Date field, enter the ending date, in MMDDYYYY format, if leave accrues based on the number of hours the employee has worked. For example, if the current date is July 1, 2011 and you want to accrue leaves for the previous month, enter In the Use Benefit Allocation Factor field, select Yes to use the employee s benefit allocation factor to calculate and post leave accruals as entered on the Employee Master screen. The default is No to perform the standard calculation and post leave accruals without using the benefit allocation factor. 18. In the Accrual Date field, enter the date, in MMDDYYYY format, you want the selected employee leave to accrue. For example, you may perform the accrual on July 1, but you can use this field to specify the accrual to actually take place on July The Leave Code 1 fields defaults to All. Use this default to include all leave codes in the record selection process. To limit the record selection process to specific leave codes, enter the leave codes in the Leave Code 1-20 fields. You can enter up to 20 specific leave codes. 20. Click the Submit Query button. The Leave Accrual Report/Posting Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format (see Figure 5-9 on page 154). Tip: Click File > Print or the Printer icon to send the report to the printer. 158

176 Running Payroll Accounting Updates Running a Payroll Accrual Process Use the Payroll Accrual List report to list and post payroll accruals. This section discusses: Running the Payroll Accrual List Posting the Payroll Accruals Running the Payroll Accrual List Use the Payroll Accrual List to verify that the payroll accruals are correct prior to posting the accruals. To run the report: 1. Follow this path to access the Payroll Accrual List Runtime Parameter Form: HRS > Payroll Processing > Payroll Accounting > Payroll Accruals > Payroll Accrual. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a RED asterisk (*) are required to run the report. Figure Payroll Accrual List Runtime Parameter Form HHACR01A 159

177 Running Payroll Accounting Updates 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Report Only field, select Yes to run the report without updating the payroll accruals. 7. In the Sort By field, select one of the following options: Calendar to sort the payroll accruals by calendar Employee Name to sort the payroll accruals by employee name 8. In the Ded Ben Group field, enter the deduction benefit group for benefits you want to accrue. Leave the field blank if not processing benefit accruals. 9. In the Begin Date and End Date fields, enter the date range, in MMDDYYYY format. used to select the payroll accrual records for the report. Any check with a check date that falls between the Begin Date and End Date fields is included on the report. 10. In the Account Year field, enter the account year used to select the payroll accrual records. 11. In the Contract Year field, enter the contract year used to select the payroll accrual records. 12. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-10 fields, enter the numbers identifying the employees you want to include in the record selection process. You can enter up to ten employee numbers. 13. Click the Submit Query button. The Payroll Accrual List Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. 160

178 Running Payroll Accounting Updates Posting the Payroll Accruals After verifying the payroll accrual records are correct, run program HHACR01A Payroll Accrual again to post the payroll accrual records using the same report parameters as used when running the Payroll Accrual List. A final copy of the Payroll Accrual List is also generated. To run the report: 1. Follow this path to access the Payroll Accrual List Runtime Parameter Form: HRS > Payroll Processing > Payroll Accounting > Payroll Accruals > Payroll Accrual. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a RED asterisk (*) are required to run the report. 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Report Only field, select No to run the report and update the payroll accruals. 7. In the Sort By field, select one of the following options: Calendar to sort the payroll accruals by calendar Employee Name to sort the payroll accruals by employee name 8. In the Ded Ben Group field, enter the deduction benefit group for benefits you want to accrue. Leave the field blank if not processing benefit accruals. 9. In the Begin Date and End Date fields, enter the date range, in MMDDYYYY format. used to select the payroll accrual records for the report. Any check with a check date that falls between the Begin Date and End Date fields is included on the report. 10. In the Account Year field, enter the account year used to select the payroll accrual records. 11. In the Contract Year field, enter the contract year used to select the payroll accrual records. 161

179 Running Payroll Accounting Updates 12. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-10 fields, enter the numbers identifying the employees you want to include in the record selection process. You can enter up to ten employee numbers. 13. Click the Submit Query button. The Payroll Accrual List Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. 162

180 Running Payroll Accounting Updates Calculating Payroll Accruals Use the Calculate Payroll Accrual option to calculate payroll accrual expenses for days owed or worked by the employee versus days paid to an employee; and to create the payroll accrual journal entries. For example, you have an employee who is paid monthly and starts work on August 13. The employee s first pay date is September 25 on a 180 day calendar. This means the employee is paid for 15 days a month. The pay in September would be for the 15 days in August but the employee would have actually worked for 27 days total. The accrual process would expense the liabilities for the 27 days worked versus the 15 days paid. When the payroll accrual calculation is finished, a Payroll Accrual report is generated. Use this report to verify the calculated totals are correct before creating the payroll accrual journal entries. This section discusses: Running the Calculation Creating Payroll Accrual Journal Entries 163

181 Running Payroll Accounting Updates Running the Calculation Follow these steps to calculate the payroll accruals and generate the Payroll Accrual report. To calculate payroll accruals: 1. Follow this path to access the Calculate Payroll Accrual Report Calling Form: HRS > Payroll Processing > Payroll Accounting > Payroll Accruals > Calculate Payroll Accrual. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Calculate Payroll Accrual Report Calling Form HPEXP01A 2. In the Category Group No field, click the List of Values button to select the enter the category group number assigned to the employee categories you want to include in the record selection process. An employee pay record is included in the accrual process if that employee belongs to an employee category in the category group. This field is required. 3. In the Contract Year field, enter the contract year used to select the payroll records to be accrued. 4. In the Effective Date field, enter the effective date used to select the payroll records to be accrued. 5. In the Ded Ben Group 1-5 fields, click the List of Values button to select the deduction benefit groups to calculate. 6. In the Number of Days field, enter the number of days. 164

182 Running Payroll Accounting Updates 7. In the Primary Job Flag field, enter the primary job flag. 8. Click to select the Include Inactive Employees check box to include inactive employees payroll records in the calculation process. Click to clear the check box to exclude inactive employees. 9. Click to select the Include Terminated Employees check box to include terminated employees payroll records in the calculation process. Click to clear the check box to not include terminated employees. 10. Click the Calculate Accrual button to calculate accruals. 11. Click the Report button to create the payroll accrual report. Figure Payroll Accrual Payroll Accrual Report Field Definitions The following table lists the report fields and their source. Table 5-5. Payroll Accrual Report field cross-reference table Column Heading Description Source Field Employee No/Name Daily Rate No Days Accrued Wages Payable This column contains the employee s identification number and name This column contains the daily payroll rate assigned to each employee. This column contains the number of days the employee worked. This column contains the total wages paid to the employee. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Contract Pays (auto) HEPAY04A > Rates: Daily or Employee Pays (manual) HEPAY01A > Rates: Daily 165

183 Running Payroll Accounting Updates Table 5-5. Payroll Accrual Report field cross-reference table (continued) Column Heading Description Source Field Columns 1-5 Total Fund Account Account Totals Fund totals Grand Totals These columns display the calculated deduction/benefit values for each employee. The column heading labels correspond to the Deduction/ Benefit Groups selected on the report interface. The total accrual amount for all deduction/benefit groups included on the report displays for each employee. The fund to which the accrued totals will be posted displays. This account to which the accrued amounts will be posted displays along with its description. This field displays the following totals by account: Daily Rate Accrued Wages Payable Deduction/Benefit Groups 1-5 Total This field displays the following totals by fund: Daily Rate Accrued Wages Payable Deduction/Benefit Groups 1-5 Total This field displays the following totals for all funds: Daily Rate Accrued Wages Payable Deduction/Benefit Groups 1-5 Total for each deduction/benefit group selected on the Calculate Payroll Accrual Report Calling Form HPEXP01A 166

184 Running Payroll Accounting Updates Creating Payroll Accrual Journal Entries After verifying the payroll accrual records are correct, run program HPEXP01A Calculate Payroll Accrual again to create the payroll accrual journal entries. IMPORTANT: Prior to creating the payroll accrual journal entries, the following deduction/ benefit codes must exist in the Deduction/Benefit Master: AWPA and ABPA. To create payroll accrual journal entries: 1. Follow this path to access the Calculate Payroll Accrual Report Calling Form: HRS > Payroll Processing > Payroll Accounting > Payroll Accruals > Calculate Payroll Accrual. 2. In the Year field, click the List of Values button to select the year to which the payroll journal entry transactions will be posted. 3. In the Batch No field, click the Batch# button to system-generate a unique, 6-digit batch number or type a unique, 6-digit user-defined batch number. 4. In the Account Period field, enter the 2-digit account period for the payroll accrual journal entry transactions. 5. In the Journal Date field, enter the date the payroll accrual journal entry transactions will be posted. 6. In the Journal Reference field, click the List of Values button to select the journal reference number for this payroll accrual batch. 7. In the Journal Description field, enter a description of the payroll accrual journal entry transactions. 8. Click the Create Journal Entries button to create journal entries. 167

185 6 Voiding a Payroll Check On occasion, you may need to void a payroll check. You can use the Void Check option to run the void payroll check process and create a negative transaction for the voided payroll check. To void a payroll check: 1. Follow this path to access the Void Check form: HRS > Payroll Processing > Void Payroll Check. Figure 6-1. Void Check form HCVOI01A 2. In the Check Key field, enter the 10-digit check key for the payroll check you want to void. The check key consists of the 2-digit bank number and the 8-digit check number. 3. In the Employee No field, enter the number of the employee whose payroll check you want to void or click the Clipboard button to select the employee from a List of Values. 168

186 Voiding a Payroll Check 4. In the Check Date field, double-click the date field to select the date on the payroll check; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 5. In the Net Pay field, enter the net pay amount of the payroll check you are voiding. 6. In the Void Date field, double-click the date field to select the date the void will be recorded; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 7. Select the Use Next Year Account check box if you want to record the accounting for the voided check in the accounting year following the year the payroll check was created. For example, if you already closed the accounting year in which the payroll check was written, you may want to reflect the voided transactions in the next accounting year. 8. In the Retirement Date field, double-click the date field to select the void retirement date, if the payroll check you are voiding is subject to retirement; otherwise, enter the same date as the check date. You can enter up to 8 numeric digits and 2 dashes. Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is advanced to the next field. This field is used by specific states and is generally the same date as the check date. 9. In the Void Pay Period field, enter the pay period in which you want the void recorded. This field defaults to the pay period associated to the check but can be modified. Note: Entering a pay period in this field displays the void in reports created using pay period criteria. 10. In the Amounts Affected by Void section, select the check boxes that correspond to the period totals that you do not want to affect with this void. Your choices are: Current if the void affects amounts in the current period. If the voided check is from a previous pay period, clear this check box. Month To Date if the void affects amounts in the current month. If the voided check is from a previous month, clear this check box. Quarter To Date if the void affects amounts in the current quarter. If the voided check is from a previous quarter, clear this check box. Year To Date if the void affects amounts in the current year. If the voided check is from a previous year, clear this check box. Fiscal To Date if the void affects amounts in the current fiscal year. If the voided check is from a previous fiscal year, clear this check box. 11. Click the Process button to void the check. The information you entered is verified against the history and a negative transaction is posted to history. 169

187 7 Running Inquiries Use the inquiry drill down options view an employee s: Payroll calculation history Pay and check history Leave taken history This chapter discusses: Running a Calculation Inquiry Running a Payroll History Inquiry Running an Employee Leave Taken Inquiry Running an Employee Leave Taken Calendar View Inquiry Running a Calculation Inquiry Use the Calculation Inquiry option to run a query on the current payroll calculations. You can list the payroll calculation for one employee; or list payroll calculations for multiple employees by control number, check key, check date, or pay period. This section discusses: Running a Payroll Calculation Inquiry for One Employee Running a Payroll Calculation Inquiry for Multiple Employees Displaying Payroll Calculation Details 170

188 Running Inquiries Running a Payroll Calculation Inquiry for One Employee Follow these steps to list payroll calculations for a single employee. To run a payroll calculation inquiry for one employee: 1. Follow this path to access the Calculation Inquiry form: HRS > Payroll Processing > Calculation Inquiry. 2. Click the Clipboard button to open the Employee Lookup form. 3. Select an employee from the list, and then click OK to view the checks issued to that employee. Figure 7-1. Calculation Inquiry form HCINQ01A with search by Employee Name 171

189 Running Inquiries Running a Payroll Calculation Inquiry for Multiple Employees Follow these steps to list the payroll calculations for multiple employees by control number, check key, payroll period, and/or check date. To run a payroll calculation inquiry for multiple employees: 1. Follow this path to access the Calculation Inquiry form: HRS > Payroll Processing > Calculation Inquiry. 2. Enter one or more of the following fields: Control No assigned to the payroll period Check Key assigned to the payroll checks Per. to identify the payroll period Check Date to identify the date the payroll checks were issued 3. Click the Find button to display the results of your search. Figure 7-2. Calculation Inquiry form HCINQ01A with search by Control No 172

190 Running Inquiries Displaying Payroll Calculation Details You can double-click the following fields to display the payroll calculation details for an employee: Employee No. Check Key Per. Check Date To display payroll calculation details: 1. Search for the employee record you want to view. Refer to Running a Payroll Calculation Inquiry for One Employee on page 171 or Running a Payroll Calculation Inquiry for Multiple Employees on page 172 for further information. 2. Double-click an employee s Check Date to view the check s details. The second Calculation Inquiry form appears. Figure 7-3. Calculation Inquiry form HCINQ02A, Checks tab 173

191 Running Inquiries 3. Click the Amounts tab to view the gross pay, net pay, and deduction amounts for this employee. Figure 7-4. Calculation Inquiry form HCINQ02A, Amounts tab 4. Click the Direct Deposit tab to view the direct deposit details for this employee s pay check. Figure 7-5. Calculation Inquiry form HCINQ02A, Direct Deposit tab 174

192 Running Inquiries 5. Click the Other tab to view additional check details. Figure 7-6. Calculation Inquiry form HCINQ02A, Other tab 6. Click the Checks tab, and then double-click the Pay Rate column to view the employee s job and pay records. Figure 7-7. Calculation Inquiry form HCINQ03A 7. When finished viewing the check details, close the form. 175

193 Running Inquiries Running a Payroll History Inquiry Use the Payroll History option to run a query on payroll history. You can list the payroll check history for one employee; or list payroll check history records for multiple employees by check key, check date, or pay period. This section discusses: Running a Payroll History Inquiry for One Employee Running a Payroll History Inquiry for Multiple Employees Displaying Payroll Check History Details 176

194 Running Inquiries Running a Payroll History Inquiry for One Employee Follow these steps to list the payroll history for a specific employee. To run a payroll history inquiry for one employee: 1. Follow this path to access the Payroll History form: HRS > Check History Inquiry. 2. Click the Clipboard button to open the Employee Lookup form. 3. Select an employee from the list, and then click OK to view the checks issued to that employee. The letter V displays to the left of a voided check. Figure 7-8. Payroll History form HHINQ01A for one employee 177

195 Running Inquiries Running a Payroll History Inquiry for Multiple Employees Follow these steps to list the payroll history for multiple employees by check key, payroll period, and/or check date. To run a payroll history inquiry for multiple employees: 1. Follow this path to access the Payroll History form: HRS > Check History Inquiry. 2. Enter one or more of the following fields: Check Key assigned to the payroll checks Per to identify the payroll period Check Date to identify the date the payroll checks were issued 3. Click the Find button to display the results of your search. Figure 7-9. Payroll History form HHINQ01A for multiple employees 178

196 Running Inquiries Displaying Payroll Check History Details You can double-click the following fields to display the payroll check history details for an employee: Check Key Per Check Date Employee No. To display payroll check history details: 1. Search for the employee record you want to view. Refer to Running a Payroll History Inquiry for One Employee on page 177 or Running a Payroll History Inquiry for Multiple Employees on page 178 for further information. 2. Double-click an employee check record to view the check details. The Check History Inquiry form appears. Figure Check History Inquiry form HHINQ02B, Checks tab 179

197 Running Inquiries 3. Click the Amounts tab to view the gross pay, net pay, and deduction amounts for this employee. Figure Check History Inquiry form HHINQ02B, Amounts tab 4. Click the Accounts tab to view the account distribution for the employee s pay check. Figure Check History Inquiry form HHINQ02B, Accounts tab 180

198 Running Inquiries 5. Click the Direct Deposit tab to view the direct deposit details for this employee s pay check. Figure Check History Inquiry form HHINQ02B, Direct Deposit tab 6. Click the Other tab to view additional check details. Figure Check History Inquiry form HHINQ02B, Other tab 181

199 Running Inquiries 7. Click the Checks tab, and then double-click the Pay Rate column to view the employee s job and pay records. Figure Pays History Inquiry HHINQ03A 8. When finished viewing the check history details, close the form. 182

200 Running Inquiries Running an Employee Leave Taken Inquiry Use the Employee Leaves option to run a query on employee leave taken. To run an employee leave taken inquiry: 1. Follow this path to access the Employee Leaves form: HRS > Leave Processing > Employee Leave Taken Inquiry. 2. In the Last field, click the Clipboard button to select the employee record you want to view. 3. Click OK. The employee s leave taken and leave available records display. Figure Employee Leaves form HELVE04A 4. To filter the list by leave code: In the Leave Code field, click the List of Values button to select the leave code. Click the Filter button to filter the query based on the selected Leave Code. 5. When finished viewing the employee leave details, close the form. 183

201 Running Inquiries Running an Employee Leave Taken Calendar View Inquiry Use the Employee Leave Taken Calendar View option to run a query on employee leave taken displayed in a calendar view. Leave codes must have a positive leave amount to display on the calendar. When reviewing an employee s leave taken, you can: Use colors to identify the different leave types in your organization, if defined in the Leave Master. If multiple leaves occur on the same day, the leave with the greatest duration will determine the display color. The color key displays in the Current Leave Stats block to the right of the Calendar. This block also includes the following leave statistics for the selected employee: leave available at the beginning of the year, leave accrued in the fiscal year-to-date, leave taken in the fiscal year-to-date, and leave available. Note: You define the Employee Leave Taken Calendar color key in the Leave Master program (HMLVE02A). Refer to the Guide to Payroll Master File Maintenance for alio HRS for more information. You can download this guide from the Weidenhammer infolink Web site. Change the starting month. For example, you can start the 12-month calendar with the current month in the upper-left corner. Change the year to view leave taken history. View multiple leave code records on the same day in a bubble and at the bottom of the form. 184

202 Running Inquiries To run an employee leave taken calendar view inquiry: 1. Follow this path to access the Employee Leave Taken Calendar View form: HRS > Leave Processing > Employee Leave Taken Calendar View. 2. In the Last field, click the List of Values button to select an employee. A one-year history of an employee s leave displays in calendar view mode. Tip: Refer to the legend under Current Leave Stats to identify the colors used to mark leave types. Figure Employee Leave Taken Calendar View form HLINQ01A 3. In the Year field, click the < and > buttons to select the year of the starting month. 4. In the Month field, click the < and > buttons to select the starting month to appear in the upper left corner of the calendar. 185

203 Running Inquiries 5. Position the cursor on a specific date to view the leave codes that apply to that date in a bubble. Figure Multiple leaves on the same date displayed in a bubble 6. Click the date to display the leave codes for that date in the Message bar at the bottom of the form. Figure Multiple leaves on the same date displayed in the Message bar 7. When finished viewing the employee leave details, close the form. 186

204 8 Running the Payroll Reports Payroll reports or payroll registers are detailed reports about selected information in the Payroll System. You must run specific payroll reports prior to a payroll check run and following a payroll check run. These required reports are determined by your organization s specific needs. Pre-payroll and post-payroll reports help the user to verify accurate payroll processing. Other payroll reports are for informational or tracking purposes. This section describes the following payroll reports: Payroll Tracking Report Payroll Tracking Deductions/Benefits Report Payroll Totals Report Calculation Error Listing Calculation Earnings Report Check Receipt Log Calculation Totals By Employee Category Calculation Totals By Work Location Payroll Input by Account Number Credit Union Report Refer to Printing and Viewing Pre-Check Registers on page 79 for step-by-step procedures to print the payroll registers required when processing a payroll. This chapter discusses: Standard Selection Criteria Running a Payroll Tracking Report Running a Payroll Tracking Deductions/Benefits Report Running a Payroll Totals Report Running a Calculation Error Listing Running a Calculation Earnings Report Running a Check Receipt Log Running a Calculations Totals by Employee Category Report 187

205 Running the Payroll Reports Running a Calculation Totals by Location Report Running the Payroll Input by Account Number Report Running the Credit Union Report Standard Selection Criteria Refer to the Guide to Generating Reports in alio Web for detailed information about generating reports in alio Web. You can download a copy of this guide from Weidenhammer s infolink Web site. NOTE: On any alio menu, click to select the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. The Destination Format (or Desformat) field on the corresponding Runtime Parameter Form will default to DELMITEDDATA. When printing a report, you are required to enter five standard fields. The following table defines each field. Table 8-1. Standard selection criteria definitions Standard Field Destination Type Destination Name Destination Format Copies Description This field lists the output destination options available for the report (preview form, printer, etc.). Valid options are: Cache to display the report on your monitor (default). Printer to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Mail to send a purchase order or Advice of Deposit document to a recipient via . File to define a path where this report will be saved. Be sure to define a shared drive if it is to be accessible to others. If the Destination Type is Printer, type the location of the printer in the Destination Name field to send the report to a printer that is not the default printer. Otherwise, leave this field blank. The Destination Format field defaults to PDF or, if the Open Spreadsheet check box is selected on any alio menu, DELIMITEDDATA. You can generate a report in DELIMITEDDATA format to display the resulting report data in an Excel spreadsheet. Type the number of report copies you want to print. The default is

206 Running the Payroll Reports Running a Payroll Tracking Report Use the Payroll Tracking Report option to generate a report that displays pay differences between the current payroll calculation and the previous payroll calculation that was saved as a tracked payroll. You turn on payroll tracking by selecting the Payroll Control Tracking On/ Off check box on the Payroll Calculation form for the payroll you want to use for comparison. When the final payroll calculation is processed, the payroll is flagged as the comparison payroll. The tracked payroll entries are flagged to allow the user to compare the payroll to any future payrolls. NOTE: You can select only one payroll to use as the comparison payroll. When the Payroll Tracking On/Off check box is selected for a new payroll, the previously marked payroll is deleted and replaced with the newly selected tracked payroll when the final payroll calculation is processed. You can filter the Payroll Tracking Report by pay period rate thresholds, total pay thresholds, and hours worked thresholds. Employees with a payroll that meets or exceeds these thresholds are included on the report. You can sort the employee pay records by: Work Location Check Location Employee Category Pay Class Earn Code Employee Name 189

207 Running the Payroll Reports To run the report: 1. Follow this path to access the Payroll Tracking Runtime Parameter Form: HRS > Payroll Processing > Payroll Tracking Report. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 8-1. Payroll Tracking Runtime Parameter Form HPTRC01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, use the drop down menu to select the payroll control number for this report. 6. In the Report Input Only field, select one of the following options: No to report exception input and base pay records Yes to report only exception input Base to report only base pay records 190

208 Running the Payroll Reports 7. In the Sort By field, select one of the following options: Work Location to sort the pay records in ascending order by work location Check Location to sort the pay records in ascending order by check location Employee Category to sort the pay records in ascending order by employee category Pay Class to sort the pay records in ascending order by pay class Earn Code to sort the pay records in ascending order by earn code Employee Name to sort the pay records in alphabetical order by employee last name 8. In the Rate % Threshold field, enter the percentage threshold for the employee s pay rate. The report will list all employees payroll calculations where the difference between the previously tracked payroll calculation and the current payroll calculation meets or exceeds this pay rate threshold. 9. In the Pay % Threshold field, enter the percentage threshold for the employee s pay. The report will list all employees payroll calculations where the difference between the previously tracked payroll calculation and the current payroll calculation meets or exceeds this pay threshold. 10. In the Time % Threshold field, enter the percentage threshold for the employee s time. The report will list all employees payroll calculations where the difference between the previously tracked payroll calculation and the current payroll calculation meets or exceeds this time threshold. 11. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-5 fields, enter the numbers identifying the employees you want to include in the record selection process. You can enter up to five employee numbers. 191

209 Running the Payroll Reports 12. Click the Submit Query button. The Payroll Tracking Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 8-2. Payroll Tracking Report 192

210 Running the Payroll Reports Payroll Tracking Report Field Descriptions The following table lists the report fields and their source. Table 8-2. Payroll Tracking Report field cross-reference table Column Heading Description Source Field Earn Code/Description Old Rate Old Time Old Pay New Rate New Time New Pay This column contains the earning code assigned to each employee pay record. A description of the earning code also displays. This column contains the employee s pay rate from the previously saved payroll that was designated as a tracked payroll. This column contains the employee s time worked from the previously saved payroll that was designated as a tracked payroll. This column contains the employee s pay from the previously saved payroll that was designated as a tracked payroll. This column contains the employee s adjusted pay rate included in the current payroll. This column contains the adjusted time entered for the employee included in the current payroll. This column contains the employee s adjusted pay included in the current payroll. Employee Contract Pays (auto) HEPAY04A > Earn Code or Employee Pays (manual) HEPAY01A > Earn Code Earning Codes HMERN01A > Short Description using this formula: Old Rate X Old Time Payroll Input HEPAY06A > Rate Payroll Input HEPAY06A > Time using this formula: New Rate X New Time 193

211 Running the Payroll Reports Table 8-2. Payroll Tracking Report field cross-reference table (continued) Column Heading Description Source Field Type Pay Control Check Control Employee Total Control Total This column shows the comparison type that applies to this pay record. These types are: 1 Based Pay By Pay Discrepancy 2 Exception Input Discrepancy 3 Total Base Discrepancy A key displays on the last page of the report. This field contains the pay control number and description. This field contains the check control number assigned to this pay control record. This field contains the employee s identification number and name. This field contains the following employee totals: Old Rate Old Time Old Pay New Rate New Time New Pay This field contains the following totals for the pay control record: Old Rate Old Time Old Pay New Rate New Time New Pay Payroll Control HMPCL01A > Control No Payroll Control HMPCL01A > Chk Ctrl Employee Master HMEMP01A > Emp No, Last, First, Middle 194

212 Running the Payroll Reports Running a Payroll Tracking Deductions/Benefits Report Use the Payroll Tracking Deductions/Benefits Report option to generate a report that displays pay differences between the current payroll calculation and the previous payroll calculation that was saved as a tracked payroll for payroll deductions and benefits. You turn on payroll tracking by selecting the Payroll Control Tracking On/Off check box on the Payroll Calculation form for the payroll you want to use for comparison. When the final payroll calculation is processed, the payroll is flagged as the comparison payroll. The tracked payroll entries are flagged to allow the user to compare the payroll to any future payrolls. NOTE: You can select only one payroll to use as the comparison payroll. When the Payroll Tracking On/Off check box is selected for a new payroll, the previously marked payroll is deleted and replaced with the newly selected tracked payroll when the final payroll calculation is processed. You can filter the Payroll Tracking Deductions/Benefits Report by a deduction/benefit amount threshold. Employees with payroll deduction and benefit amounts that meet or exceed this threshold are included on the report. You can sort the employee pay records by: Work Location Check Location Employee Category Employee Name Ded/Ben Code 195

213 Running the Payroll Reports To run the report: 1. Follow this path to access the Payroll Tracking Deductions/Benefits Report Runtime Parameter Form: HRS > Payroll Processing > Payroll Tracking Deductions/Benefits Report. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 8-3. Payroll Tracking Deductions/Benefits Report Runtime Parameter Form HPTRC02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, use the drop down menu to select the payroll control number for this report. 6. In the Sort By field, select one of the following options: Work Location to sort the records in ascending order by work location Check Location to sort the records in ascending order by check location Employee Category to sort the records in ascending order by employee category 196

214 Running the Payroll Reports Employee Name to sort the records in alphabetical order by employee last name Ded/Ben Code to sort the records in alphabetical order by deduction/benefit code 7. In the Amount % Threshold field, enter the percentage threshold used to calculate the difference between the employees current deduction/benefit totals and the previously tracked deduction/benefit totals. The report will list all employees deduction/benefit amounts where the difference between the previous payroll calculation and the current payroll calculation meets or exceeds this threshold. 8. In the Ded Ben Group field, use the drop down menu to select the deduction benefit group for this report. 9. In the Employee No fields, enter the employee numbers of the employees you want to include in the record selection process. Enter All in the Employee No 1 field include all employees in the record selection process. 10. Click the Submit Query button. The Payroll Tracking Deductions/Benefits Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 8-4. Payroll Tracking Deduction/Benefits Report 197

215 Running the Payroll Reports Payroll Tracking Deduction/Benefits Report Field Descriptions The following table lists the report fields and their source. Table 8-3. Payroll Tracking Deduction/Benefits Report field cross-reference table Column Heading Description Source Field Ded Ben Code/Description Check Key Check Date Prior Ded Amount Current Ded Amount Diff Pay Control Check Control Employee Total This column contains the deduction/benefit code assigned to each employee pay record. A description of the deduction/ benefit code also displays. This field contains the payroll check number that contained the previously tracked deduction/ benefit amount. This field contains the date the previously tracked payroll check was issued. This field contains the deduction/ benefit amount from the previously tracked payroll. This field contains the adjusted deduction/benefit amount included in the current payroll. This field contains the difference between the Prior Ded Amount and the Current Ded Amount. This field contains the pay control number and description. This field contains the check control number assigned to this pay control record. This field contains the employee s identification number and name. This field contains the following employee deduction/benefit totals: Prior Ded Amount Current Ded Amount Diff Employee Deductions/ Benefits HEDED01A > Code Check History Inquiry HHINQ02B > Check Key Check History Inquiry HHINQ02B > Check Date Check History Inquiry HHINQ02B > Deduction Amount using this formula: Current Ded Amount - Prior Ded Amount Payroll Control HMPCL01A > Control No Payroll Control HMPCL01A > Control No Employee Master HMEMP01A > Emp No, Last, First, Middle 198

216 Running the Payroll Reports Table 8-3. Payroll Tracking Deduction/Benefits Report field cross-reference table (continued) Column Heading Description Source Field Work Location Total Control Total This field contains the following work location totals: Prior Ded Amount Current Ded Amount Diff This field contains the following pay control totals: Prior Ded Amount Current Ded Amount Diff 199

217 Running the Payroll Reports Running a Payroll Totals Report Us the Payroll Calculation Totals Report option to verify pay and deduction totals. This report summarizes the pay and deduction amounts for each employee category associated to the specified control number. It also identifies the grand totals for the employee categories associated to the specified control number. This report is useful for identifying errors and troubleshooting payroll problems before the final payroll is processed. NOTE: You can run a report that combines the Payroll Totals report and the Calculation Errors report into one report. For more information about the combined report, refer to Running the Payroll Calculation on page 74. To run the report: 1. Follow this path to access the Payroll Calculation Totals Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Payroll Calculation Totals Report. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 8-5. Payroll Calculation Totals Runtime Parameter Form HPEDT08A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

218 Running the Payroll Reports 5. Click the Submit Query button. The Payroll Calculation Totals Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 8-6. Payroll Totals Report 201

219 Running the Payroll Reports Payroll Totals Report Field Descriptions The following table lists the report fields and their source. Table 8-4. Payroll Totals Report field cross-reference table Column Heading Description Source Field Control No Employee Category Title Category totals This field contains the pay control number. This field contains the employee category. This field contains a description of the payroll. This column shows the breakdown of calculated payroll totals for this employee category. Payroll Control HMPCL01A > Control No Employee Categories HMCAT01A > Category Payroll Control HMPCL01A > Control No description Pay class totals This section contains a breakdown of the calculated payroll totals by pay class. Pay Class Reg Amount Cur Reg Time Cur Non Reg Time Cur Non Reg Amount Cur This column lists the each pay class processed in this pay control record. This column contains the total regular payroll amount breakdown by pay class. This column contains the total regular time worked breakdown by pay class. This column contains the total non regular time worked breakdown by pay class. This column contains the total non regular payroll amount breakdown by pay class. Pay Classes HMPAY02A > Pay Class Deductions/Benefits totals This section contains a breakdown of the calculated deduction/benefit totals for this pay control. Deduction/Benefit Code This column lists each deduction/ benefit code included in this pay control record. Payroll Control HMPCL01A > Ded/Ben 202

220 Running the Payroll Reports Table 8-4. Payroll Totals Report field cross-reference table (continued) Column Heading Description Source Field Amount Grand totals This column contains the total deduction/benefit amount for each deduction/benefit code. This section contains the totals for all employee categories included in the pay control record. 203

221 Running the Payroll Reports Running a Calculation Error Listing Use the Print Calculation Errors/Warnings option to list any calculation errors for a select payroll. This report displays the employee, an error message describing the problem, and any associated amounts, benefits, and deductions. This report is useful for identifying errors and troubleshooting payroll problems before the final payroll is processed. NOTE: A Calculation Totals / Errors & Warnings report is generated during the payroll process. This report is a combination of the Calculation Errors report and the Payroll Totals Report. For more information about the combined report, refer to Figure 4-2 on page 76. To run the report: 1. Follow this path to access the Calculation Warnings/Error Listing Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Calculation Errors/Warnings. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 8-7. Calculation Error Report Runtime Parameter Form HPEDT01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 204

222 Running the Payroll Reports 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, select the payroll control number to use in the report. 7. Click the Submit Query button. The Calculation Warnings/Error Listing Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Note: Errors produce an Invalid Calc and must be corrected to process the payroll. Warnings do not stop a payroll from completing and should be handled as appropriate. Figure 8-8. Calculation Error Listing Calculation Error Listing Field Descriptions The following table lists the report fields and their source. Table 8-5. Calculation Error Listing field cross-reference table Column Heading Description Source Field Employee No/Name Message Amount This field contains the employee s identification number and name. This field contains the error message text that identifies why the record is incorrect. This column contains the amount that is incorrect. Employee Master HMEMP01A > Emp No, Last, First, Middle 205

223 Running the Payroll Reports Table 8-5. Calculation Error Listing field cross-reference table (continued) Column Heading Description Source Field Ded/Ben Code / Plan Control No This column contains the deduction/benefit code and plan associated with the incorrect amount, if applicable. This field contains the pay control number. Payroll Control HMPCL01A > Ded/Ben Payroll Control HMPCL01A > Control No Running a Calculation Earnings Report Use the Print Earnings Register option to list the different types of pay and amounts each employee will receive in the specified payroll run. Use this report to verify payroll input prior to final payroll processing and for record keeping purposes. The Calculation Earnings Register report includes the following employee payroll details: time, earnings, pay amounts, and retirement hours earned. You can specify the earnings information to be included: Exception input and base pay records Exception input only Base pay records only You can generate this report for all employees or up to five individual employees. You can also include all earning codes or specify a range of earning codes for the report. You can sort the report by: Work Location Check Location Employee Category Pay Class Earn Code Stipend Number Employee Name 206

224 Running the Payroll Reports To run the report: 1. Follow this path to access the Calculation Earnings Register Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Earnings Register. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 8-9. Calculation Earnings Register Runtime Parameter Form HPEDT06A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, enter the control number for the payroll currently being processed. This field is required. 207

225 Running the Payroll Reports 7. In the Category Group field, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. 8. In the Report Input Only field, select one of the following options: No to report exception input and base pay records Yes to only report exception input Base to only report base pay records 9. In the Sort By field, select one of the following options: Work Location to group, sort, and total the records in ascending order by work location Check Location to group, sort, and total the records in ascending order by check location Employee Category to group, sort, and total the records in ascending order by employee category Pay Class to group, sort, and total the records in ascending order by pay class Earn Code to group, sort, and total the records in ascending order by earn code Stipend Number to group, sort, and total the records in ascending order by stipend number Employee Name to group, sort, and total the records in alphabetical order by employee last name 10. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-5 fields, enter the numbers identifying the employees you want to include in the record selection process. You can enter up to five employee numbers. 11. The Earn Code Range 1 field defaults to All. Use this default value to include all earning codes in the record selection process. Optionally, in the Earn Code Range 1-4 fields, enter a range of earning codes to include in the record selection process. You can enter up to four earning code ranges. 12. In the Beginning Stipend No field, enter the first stipend number in the stipend number range used in the record selection process. 13. In the Ending Stipend No field, enter the last stipend number in the stipend number range used in the record selection process. 14. The Location field defaults to ALL - All Locations 1. Use this default value to include all locations in the record selection process. Optionally, click to select the location you want to use in the record selection process. 208

226 Running the Payroll Reports 15. In the Show field, select one of the following options: Detail/Totals to display details and totals on the report Totals Only to display only totals on the report 16. Click the Submit Query button. The Calculation Earnings Register Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Calculation Earnings Report Calculation Earnings Report Field Descriptions The following table lists the report fields and their source. Table 8-6. Calculation Earnings Report field cross-reference table Column Heading Description Source Field Pay Control Earn Code This field contains the pay control number and description. This column contains the earning code assigned to each employee. Payroll Control HMPCL01A > Control No Payroll Input HEPAY06A > Earn Code or Employee Contract Pays (auto) HEPAY04A > Earn Code or Pays or Employee Pays (manual) HEPAY01A > Earn Code 209

227 Running the Payroll Reports Table 8-6. Calculation Earnings Report field cross-reference table (continued) Column Heading Description Source Field Rate Reg Time Non Reg Time Cost Non Reg Cost Retire Hours Pay Cyc. This column contains each employee s pay rate. This column contains the time entered for each employee. This column contains the time entered for each employee. This column the gross wages for each employee. This column the gross wages for additional pay earned by each employee. This column contains the retirement hours earned by each employee. This column contains the pay cycle assigned to each employee. Payroll Input HEPAY06A > Rate or Employee Contract Pays (auto) HEPAY04A > Rate based on Type selected or Pays or Employee Pays (manual) HEPAY01A > Rate based on Type selected Payroll Input HEPAY06A > Time Payroll Input HEPAY06A > Time using this formula: Regular Wages: Rate X Reg Time using this formula: Rate X Non Reg Time Payroll Input HEPAY06A > Retire Hours Payroll Input HEPAY06A > Cycle or Employee Contract Pays (auto) HEPAY04A > Pay Cycle or Pays or Employee Pays (manual) HEPAY01A > Pay Cycle 210

228 Running the Payroll Reports Table 8-6. Calculation Earnings Report field cross-reference table (continued) Column Heading Description Source Field Pay Class No. Pays Loc. Cal. Total This column contains the pay class assigned to each employee. This column contains the number of pays this employee will receive, based on the employee pay record. This column contains the code identifying each employee s assigned work location. This column contains the code identifying each employee s assigned calendar, if applicable. This field contains the following employee totals: Rate Reg Time Non Reg Time Cost Non Reg Cost Retire Hours Payroll Input HEPAY06A > Class or Employee Contract Pays (auto) HEPAY04A > Pay Class or Pays or Employee Pays (manual) HEPAY01A > Pay Class Employee Contract Pays (auto) HEPAY04A > No Pays or Employee Pays (manual) HEPAY01A > No Pays Payroll Input HEPAY06A > Loc or Employee Contract Pays (auto) HEPAY04A > Work Loc or Pays or Employee Pays (manual) HEPAY01A > Work Loc Employee Contract Pays (auto) HEPAY04A > Calendar or Employee Pays (manual) HEPAY01A > Calendar 211

229 Running the Payroll Reports Table 8-6. Calculation Earnings Report field cross-reference table (continued) Column Heading Description Source Field Sort Totals Control Total This field contains the following totals for the Sort by value selected on the Calculation Earnings Register Runtime Parameter Form HPEDT06A: Reg Time Non Reg Time Cost Non Reg Cost Retire Hours This field contains the following totals for the Pay Control record: Reg Time Non Reg Time Cost Non Reg Cost Retire Hours 212

230 Running the Payroll Reports Running a Check Receipt Log Use the Print Check Receipt Log option to generate a worksheet that your employees can sign for their check. This log is sorted by work location and displays the employee s name and check number. When an employee receives their check, the employee can sign their name on the log to indicate receipt of their pay check. To run the log: 1. Follow this path to access the Check Receipt Log Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Check Receipt Log. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a RED asterisk (*) are required to run the report. Figure Check Receipt Log Runtime Parameter Form HPCHK02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 213

231 Running the Payroll Reports 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, enter the control number for the payroll currently being processed. 7. The Bank No field defaults to All. Use this default value to include all bank numbers in the record selection process. 8. Optionally, click to select the bank number to include in the record selection process. 9. In the Break By Location field, select one of the following options: Yes to insert a page break when the work location changes No to not insert a page break when the work location changes Select No if the Sort By option is set to Employee Name. You cannot insert page breaks by location when the report is sorted by employee name. 10. In the Sort By field, select one of the following options: Location to sort the employee records in ascending order by location Employee Name to sort the employee records in alphabetical order by employee name 11. In the Show Employee No field, select one of the following options: Yes to print employee numbers on the log No to not print employee numbers on the log 12. Click the Submit Query button. The Check Receipt Log Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Check Receipt Log with page breaks by location 214

232 Running the Payroll Reports Figure Check Receipt Log sorted by employee Check Receipt Log Field Descriptions The following table lists the report fields and their source. Table 8-7. Check Receipt Log field cross-reference table Column Heading Description Source Field Employee Name Employee No Check Key Received By This field contains the employee s name. This field contains the employee s identification number. This field displays only when Show Employee Number field value equals Yes on the Check Receipt Log Runtime Parameter Form HPCHK02A. This field contains the employee s pay check number. This is the signature line for the person that received the employee s pay check. Employee Master HMEMP01A > Last, First, Middle Employee Master HMEMP01A > Emp No N/A 215

233 Running the Payroll Reports Table 8-7. Check Receipt Log field cross-reference table (continued) Column Heading Description Source Field Location Total Employees for Location Employees Grand Totals This field contains the code and name of the employee s check location. This field displays only when the Sort By field value equals Location on the Check Receipt Log Runtime Parameter Form HPCHK02A. This field contains the total number of employee records assigned to the location. This field displays only when the Sort By field value equals Location on the Check Receipt Log Runtime Parameter Form HPCHK02A. This field contains the total number of employee records listed on the report. Employee Locations HELOC01A > Location Number, Location Name when the Location Type equals CHCK. 216

234 Running the Payroll Reports Running a Calculations Totals by Employee Category Report Use the Print Calculations Totals by Employee Category option to display the types of pay and deductions and benefits associated with each employee category. This report displays each employee category included in the payroll run, associated total amounts for each deduction and benefit, and associated pay amounts for each employee category. This report also includes grand totals for all employee categories. Use this report is to verify payroll for specific employee categories prior to the final payroll processing and for record keeping purposes. To run the report: 1. Follow this path to access the Calculation Totals by Category Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Calculation Totals By Employee Category. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Calculation Totals by Category Runtime Parameter Form HPSUM01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 217

235 Running the Payroll Reports 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Pay Period field, enter the pay period currently being processed. 7. In the Control No field, select the control number of the payroll currently being processed. 8. Click the Submit Query button. The Calculation Totals by Category Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Calculations Totals by Employee Category 218

236 Running the Payroll Reports Payroll Totals Report Field Descriptions The following table lists the report fields and their source. Table 8-8. Payroll Totals Report field cross-reference table Column Heading Description Source Field Employee Category Category totals This field contains the employee category number. This column shows the breakdown of the calculated payroll totals for this employee category. Employee Categories HMCAT01A > Category Pay class totals This section contains a breakdown of the calculated payroll totals by pay class for this employee category. Pay Class Reg Amount Cur Reg Time Cur Non Reg Time Cur Non Reg Amount Cur This column lists the each pay class processed in this pay control record. This column contains the total regular payroll amount breakdown by pay class. This column contains the total regular time worked breakdown by pay class. This column contains the total non regular time worked breakdown by pay class. This column contains the total non regular payroll amount breakdown by pay class. Pay Classes HMPAY02A > Pay Class Benefits This section contains a breakdown of the calculated benefit deduction totals for this employee category. Benefit Code Amount Deduction Total This column lists the each benefit code assigned to employees assigned this employee category. This column contains the total benefit deduction amount for each benefit code. This field contains the total benefit deductions for this employee category. Payroll Control HMPCL01A > Ded/Ben 219

237 Running the Payroll Reports Table 8-8. Payroll Totals Report field cross-reference table (continued) Column Heading Description Source Field Deductions This section contains a breakdown of the calculated deduction totals for this employee category. Deduction Code Amount Deduction Total This column lists the each deduction code assigned to employees assigned this employee category. This column contains the total deduction amount for each deduction code. This field contains the total deductions for this employee category. Payroll Control HMPCL01A > Ded/Ben Running a Calculation Totals by Location Report Use the Print Calculation Totals by Location option to display the types of pay and deductions and benefits associated with a selected location type. This report displays each work location included in the payroll run, associated total amounts for each deduction and benefit, and associated total pay amounts for each pay type. This report also includes grand totals for all work locations. Use this report to verify payroll for specific work locations prior to the final payroll processing and for record keeping purposes. 220

238 Running the Payroll Reports To run the report: 1. Follow this path to access the Calculation Totals By Location Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Print Calculation Totals By Location. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Calculation Totals by Location Runtime Parameter Form HPSUM02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, select the control number of the payroll currently being processed. 221

239 Running the Payroll Reports 7. In the Location Type field, select one of the following options: Work to list the records using the work location type Check to list the records using the check location type 8. In the Show Ded/Ben Totals field, select one of the following options: Yes to include deduction/benefit totals on the report No to exclude deduction/benefit totals from the report 9. Click the Submit Query button. The Calculation Totals By Location Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Calculation Totals by Location 222

240 Running the Payroll Reports Calculations Totals by Location Report Field Descriptions The following table lists the report fields and their source. Table 8-9. Calculations Totals by Location Report field cross-reference table Column Heading Description Source Field Location Category totals This field contains the number and description of the location included in the current payroll calculation. Use the Location Type field on the Calculation Totals by Location Runtime Parameter Form HPSUM02A to identify the location type selected (WORK or CHCK). This column shows the breakdown of the calculated payroll totals for this location. Employee Locations HELOC01A > Location Number, Location Name Pay class totals This section contains a breakdown of the calculated payroll totals by pay class for this location. Pay Class Reg Amount Cur Reg Time Cur Non Reg Time Cur Non Reg Amount Cur This column lists the each pay class processed in this pay control record. This column contains the total regular payroll amount breakdown by pay class. This column contains the total regular time worked breakdown by pay class. This column contains the total non regular time worked breakdown by pay class. This column contains the total non regular payroll amount breakdown by pay class. Pay Classes HMPAY02A > Pay Class 223

241 Running the Payroll Reports Table 8-9. Calculations Totals by Location Report field cross-reference table (continued) Column Heading Description Source Field Earn Code totals This section contains a breakdown of the calculated payroll totals by earning code for this location. Earn Code Reg Amount Cur Reg Time Cur Non Reg Time Cur Non Reg Amount Cur This column lists the each earn code processed in this pay control record. This column contains the total regular payroll amount breakdown by pay class. This column contains the total regular time worked breakdown by pay class. This column contains the total non regular time worked breakdown by pay class. This column contains the total non regular payroll amount breakdown by pay class. Earning Codes HMERN01A > Earn Code Benefits This section contains a breakdown of the calculated benefit deduction totals for this location. Benefit Code Amount Deduction Total This column lists the each benefit code assigned to employees assigned this location. This column contains the total benefit deduction amount for each benefit code. This field contains the total benefit deductions for this employee category. Payroll Control HMPCL01A > Ded/Ben Deductions This section contains a breakdown of the calculated deduction totals for this location. Deduction Code Amount This column lists the each deduction code assigned to employees assigned this location. This column contains the total deduction amount for each deduction code. Payroll Control HMPCL01A > Ded/Ben 224

242 Running the Payroll Reports Table 8-9. Calculations Totals by Location Report field cross-reference table (continued) Column Heading Description Source Field Deduction Total Grand Totals Total of Advices Total of Checks Total of Checks & Advices This field contains the total deductions for this employee category. This field shows a breakdown of the payroll totals for all locations included on the report. This field shows the total number of Advice of Deposit documents to be generated for the payroll period. This field shows the total number of printed payroll checks to be generated for the payroll period. This field shows the total number of printed payroll checks and Advice of Deposit documents to be generated for the payroll period. 225

243 Running the Payroll Reports Running the Payroll Input by Account Number Report Use the Payroll Input By Account option to list the payroll input records sequenced by account number for the current payroll. Employee number, name, earn code, rate, total time, total cost, percent of account number and amount appear on this report. NOTE: This report is available only for each payroll until the Payroll Update process is run. To run the report: 1. Follow this path to access the Payroll Input By Account No Runtime Parameter Form: HRS > Payroll Processing > Payroll Registers > Payroll Input by Account. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Payroll Input By Account No Runtime Parameter Form HPINP01B 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Control No field, select the control number of the payroll currently being processed. 226

244 Running the Payroll Reports 6. Click the Submit Query button. The Payroll Input By Account No Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Payroll Input By Account No Payroll Input By Account No Report Field Descriptions The following table lists the report fields and their source. Table Payroll Input By Account No Report field cross-reference table Column Heading Description Source Field Employee No/Name Earn Code Rate Tot Time Total Cost Percent This column contains the employee s identification number and name. This column contains the earn code assigned to each employee s payroll input record. This column contains the rate used to calculate the employee s pay. This column contains the total time worked for each employee. This column contains the employee s gross pay amount. This column contains the percentage of the cost distributed to the account. This field is blank if a specific cost amount is distributed to the account. Employee Master HMEMP01A > Emp No, Last, First, Middle Payroll Input HEPAY06A > Earn Code Payroll Input HEPAY06A > Rate Payroll Input HEPAY06A > Time using this formula: Rate X Time Employee Account Distribution HEDIS01A > Percent 227

245 Running the Payroll Reports Table Payroll Input By Account No Report field cross-reference table (continued) Column Heading Description Source Field Amount Account No/Name Totals Grand Totals This column contains the dollar amount of the Total Cost that is distributed to the account. This field is blank if a percentage of the Total Cost is distributed to the account. This field contains the number and name of the account to which this employee s Total Cost is distributed. This field contains the total Amount distributed to the account, if applicable. This field contains the total Amount distributed to all accounts, if applicable. Employee Account Distribution HEDIS01A > Pay Period Amount Employee Account Distribution HEDIS01A > Account Number 228

246 Running the Payroll Reports Running the Credit Union Report Use the Credit Union File option to create a Credit Union transmittal file. Optionally, you can generate the Credit Union Report to verify the deposit totals prior to transmitting the file. This section discusses: Running the Credit Union Report Creating the Credit Union File Running the Credit Union Report Follow these steps to run the Credit Union Register prior to creating the extract file for submission to the credit union. To run the report: 1. Follow this path to access the Credit Union Register Report Calling Form: HRS > Payroll Processing > Credit Union File. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Credit Union Register Report Calling Form HHINS02A 2. In the Extract Data field, select YES to extract the data used in this report. Any previously extracted data is replaced with the new data. To reprint the Credit Union Register, select NO to generate the report without updating the report data. 3. In the Payroll Control Number field, select the payroll control number to use in the report. 229

247 Running the Payroll Reports 4. In the Payroll Number field, enter the payroll period assigned to this payroll. 5. In the Effective Date field, enter the effective date in MMDDYYYY format. This date displays in the Effective Date field in the report header. 6. In the Posting Date field, enter the payroll posting date in MMDDYYYY format. This date displays in the Posted Date field in the report header. 7. In the Routing Number field, enter the bank routing number to print the register for one credit union. 8. In the Ded Ben Group 1 field, select the deduction/benefit group you want to included in the report. 9. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 10. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 11. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer) 12. In the Copies field, type the number of copies of this report that you want to print. The default for this field is Click the Submit button. The Credit Union Register Report Calling Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Credit Union Report 230

248 Running the Payroll Reports Credit Union Report Field Definitions The following table lists the report fields and their source. Table Credit Union Report field cross-reference table Column Heading Description Source Field Soc Sec No Account Employee Amount Totals This column contains each employee s social security number. This column contains the credit union account to which the amount will be deposited. This column contains the employee s name. This column contains the amount to be deposited to the employee's account. This column contains the total amount to be deposited to the credit union for all employees. Employee Master HMEMP1A > Soc Sec No Employee Direct Deposit Information HEDIR01A > Bank Account No Employee Master HMEMP1A > Last, First, Middle Employee Direct Deposit Information HEDIR01A > Amount or Percent Creating the Credit Union File After reviewing the Credit Union Register for accuracy, follow these steps to create the Credit Union File for submission to the credit union. To create the file: 1. Follow this path to access the Credit Union Register Report Calling Form: HRS > Payroll Processing > Credit Union File. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. 2. In the Extract Data field, select No to keep the current data file intact. If Yes is selected, the current credit union data is replaced with new data. 3. In the Payroll Control Number field, select the payroll control number to use in the report. 4. In the Payroll Number field, enter the payroll period assigned to this payroll. 5. In the Effective Date field, enter the effective date in MMDDYYYY format. 6. In the Posting Date field, enter the payroll posting date in MMDDYYYY format. 7. In the Routing Number field, enter the bank routing number to print the register for one credit union. 231

249 Running the Payroll Reports 8. The Destination Type field defaults to Cache. Change this option to File to create the extract file. 9. The Destination Format field defaults to PDF. Change this option to DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. 10. In the Destination File field, type the absolute path and file name you want to assign to the extracted file (D:\CT txt). You must include a.txt extension. 11. The Copies field defaults to 1. Do not change this field value. 12. In the Retain Parameter Values section, click to select the appropriate option: Global to save the report parameters as the default for all users User Only to save the report parameters as the default only for the current user (default) Don t Retain to not save the report parameters 13. Click the Create File button to create the extract file. 14. Browse to the location on the computer or network where the extract file was saved. Open the file to view the file contents and verify that the file format is correct. 232

250 9 Running the Payroll Leave Reports You can print the following leave reports: Leave Taken History Report Leave Listing Report Leave Liability Report Historic Leave Accruals Report Leave Liabilities Report Substitute Work History Report Employee Attendance History Report This chapter discusses: Running an Employee Leave Taken Report Running an Employee Leave Available Report Running a Leave Liability Report Running a Historic Leave Accruals Report Historic Leave Accruals Report Field Definitions Running a Substitute Work History Report Running an Employee Attendance History Report 233

251 Running the Payroll Leave Reports Running an Employee Leave Taken Report Use the Print Leave Taken History option to list not posted and/or posted leave taken records, by employee, for a specified date range. You can include all employees, select employees by employee category group, or select employees by employee number in the record selection process. You can also filter the report by leave code and leave plan. You can print this report for a specific location or all locations. You can group the employee leave taken records by location, employee category, or from date. You can sort the records by Employee Name or Employee No within each group. If grouping the records by location, you can use the work location, check location, or attendance location. To run the report: 1. Follow this path to access the Employee Leave Taken Runtime Parameter Form: HRS > Leave Processing > Leave Reports > Print Leave Taken History. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure 9-1. Employee Leave Taken Runtime Parameter Form HHLVE01A 234

252 Running the Payroll Leave Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 7. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 8. The Category Group No field defaults to All. Use this default value to include all employees in the record selection process. Optionally, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 9. In the Beginning Date and Ending Date fields, enter the first and last date in the range of dates to be used in the record selection process. You enter the dates in MMDDYYYY format. Both fields are required. The date range selected displays in the For Dates field in the report header (see Figure 9-2 on page 237). 10. In the Print Option field, select one of the following options: Unposted to print only unposted leaves Posted to print only posted leaves Posted & Unposted to print posted and unposted leaves The option selected will print to the right of the report header, i.e., Employee Leave Taken Posted & Unposted (see Figure 9-2 on page 237). 235

253 Running the Payroll Leave Reports 11. In the Group & Break By field, select one of the following options: Location to group and total the employee leave taken records by location; and to insert a page break when the location number changes Category to group and total the employee leave taken records by employee category; and to insert a page break when the employee category changes From Date to group and total the employee leave taken records by From Date; and to insert a page break when the From Date changes None to list the employee leave taken records without groups or page breaks The option selected displays in the Break By field in the report header (see Figure 9-2 on page 237). 12. In the Location Type field, select one of the following options if the Group & Break By option is set to location: ATTN to use the employees attendance location to group and total the leave taken records CHCK to use the employees check location to group and total the leave taken records WORK to use the employees work location to group and total the leave taken records 13. In the Location No/Code field, enter the location number or location code to limit the record selection process to a specific location. Leave this field blank to include all locations in the record selection process. 14. In the Sort By field, select one of the following options: Employee Name to sort the leave taken records alphabetically by employee last name Employee No to sort the leave taken records in ascending order by employee number The option selected displays in the Sort By field in the report header (see Figure 9-2 on page 237). 15. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the report. An employee must have a leave taken date where the year matches the year entered in this field to be included in the report. This field is required. 16. In the Effective Date field, enter the date through which employees must be active to be included on the report. Enter the date in MMDDYYYY format. This field is required. 17. In the Report Leave Based Upon field, select one of the following options: Current Leave Code to report leave based upon the current leave code Original Leave Code to report leave based upon the original leave code 18. The Plan Number field defaults to All. Use this default value to include all leave plans in the record selection process. Optionally, click to select the number assigned to the leave plan to be included in the record selection process. 236

254 Running the Payroll Leave Reports 19. The Leave Code 1 field defaults to All. Use this default value to include all leave codes in the record selection process. Optionally, in the Leave Code 1-20 fields, enter the leave codes to be included in the record selection process. You can enter up to 20 leave codes. 20. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-15 fields, enter the numbers identifying the employees to be included in the record selection process. You can enter up to 15 employee numbers. 21. Click the Submit Query button. The Employee Leave Taken Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 9-2. Employee Leave Taken report 237

255 Running the Payroll Leave Reports Employee Leave Taken Field Definitions The following table lists the report fields and their source. Table 9-1. Employee Leave Taken field cross-reference table Column Heading Description Source Field From Date This column lists the leave start date for each employee leave record. Leave Code/Plan Description Orig Leave Duration Dock Duration Description Group & Break By category (Location, Category, From Date) Employee This column contains the leave start date for each employee leave record. This column contains the leave start date for each employee leave record. This column contains the leave code, leave plan, and leave description for each employee leave record. This column contains the original leave code assigned to an employee leave record if this is an alternate employee leave record. This column contains the length of the employee leave record. This column contains the docked amount for this employee leave record, if applicable. This column contains a description of each employee leave record. This field displays the Group & Break By option selected on the Employee Leave Taken Runtime Parameter Form HHLVE01A. If Location, the Location Type selected determines the type of location displayed (Work, Check, or Attendance). This field contains the employee s identification number and name. Employee Leaves HELVE04A > From Date Employee Leaves HELVE04A > To Date Employee Leaves HELVE04A > Leave Code, Leave Plan Employee Leaves HELVE04A > Original Leave Code Employee Leaves HELVE04A > Amt Used Employee Leaves HELVE04A > Amt. Docked Employee Leaves HELVE04A > Description If Location, Employee Locations HELOC01A > Location Type, Location Number, Location Name If Category, Employee Jobs HEJOB01A > Emp Cat Employee Master HMEMP01A > Emp No, Last, First, Middle 238

256 Running the Payroll Leave Reports Table 9-1. Employee Leave Taken field cross-reference table (continued) Column Heading Description Source Field Group and Break By Total This field displays the following totals for the Group and Break By option selected on the Employee Leave Taken Runtime Parameter Form HHLVE01A: Duration Dock Duration Break By Totals This section displays a report total summary for the Group and Break By option selected on the Employee Leave Taken Runtime Parameter Form HHLVE01A. Leave Code Count Duration Dock Duration Report Totals This column contains each leave code included on the report for the Group and Break by option. This column contains the number of leave records for each leave code. This column contains the total duration for each leave code. This column contains the total dock duration for each leave code. The Report totals section includes the same totals as the Break By Totals section. These are the totals for all leave records included on the report. Running an Employee Leave Available Report Use the Print Leave Available Balances option to generate a list of employees and their available leave. You can generate this list for up to five leave codes. The column headings included on the report match the leave code descriptions of the specified leave codes. You can include all employees, employees by employee category group, or employees by employee number in the record selection process. You can print this report for up to five specific location or all locations. Optionally, you can group the employee leave taken records by location. If grouping the records by location, you can use the work location, check location, or attendance location. 239

257 Running the Payroll Leave Reports To run the report: 1. Follow this path to access the Employee Leaves Listing Runtime Parameter Form: HRS > Leave Processing > Leave Reports > Print Leave Available Balances. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 9-3. Employee Leaves Listing Runtime Parameter Form HELVE04A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

258 Running the Payroll Leave Reports 6. The Category Group No field defaults to All. Use this default value to include all employees in the record selection process. Optionally, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 8. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 9. In the Effective Date field, enter the date through which employees must be active to be included on the report. Enter the date in MMDDYYYY format. If entered, this date displays in the Effective Date field on the report header (see Figure 9-4 on page 242). 10. In the Sort & Break By Location field, select Yes to group and total the employee leave records by location; and to insert a page break when the location number changes. Select No to list the employee leave taken records without groups or page breaks. 11. In the Location Type field, select one of the following options if the Sort & Break By Location option is set to Yes: ATTN to use the employees attendance location to group and total the leave taken records CHCK to use the employees check location to group and total the leave taken records WORK to use the employees work location to group and total the leave taken records 12. In the Leave Code 1-5 fields, enter the codes that identify the leave plans to be included n the record selection process. You can enter up to five leave codes. At least one leave code is required. 13. The Location 1 field defaults to All. Use this default value to include all locations in the record selection process. Optionally, in the Location 1-5 fields, enter the location codes to be included in the record selection process. You can enter up to 5 location codes. 241

259 Running the Payroll Leave Reports 14. Click the Submit Query button. The Employee Leaves Listing Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 9-4. Employee Leaves Available report Employee Leaves Available Report Field Definitions The following table lists the report fields and their source. Table 9-2. Employee Leaves Available field cross-reference table Column Heading Description Source Field Employee No/Name Leave Codes Location This field contains the employee s identification number and name. These column headings display the description of the leave codes entered on the Employee Leaves Listing Runtime Parameter Form HELVE04A. Each column contains the leave available to each employee. This location code and description display if the Sort & Break By Location field equals Yes on the Employee Leaves Listing Runtime Parameter Form HELVE04A. The location displayed depends on the Location type selected on the runtime parameter form (WORK, CHCK, or ATTN). Employee Master HMEMP01A > Emp No, Last, First, Middle Leave Master HMLVE02A > Leave Code, Description Employee Leave HELVE01A > Leave Code, Leave Available Employee Locations HELOC01A > Location Type, Location Number, Location Name 242

260 Running the Payroll Leave Reports Running a Leave Liability Report Use the Leave Liability Report option to list employees unused leave amount and the cost of that leave for which the organization is required to reimburse the employee (based on your organization s leave reimbursement policy). For example, the organization is required to reimburse an employee for unused vacation time if that employee severs their connection with the organization or the organization severs its connection with the employee. This reimbursement creates a liability on the organization s books. You can filter the employee records selected for the report by employee category, employee status (inactive and/or terminated), and location. You can list unused leave totals for one contract year and up to two specific leave codes. You can sort the employee records alphabetically by employee name, or in ascending order by employee category or location. NOTE: You need to create profiles for the column headings on the Leave Liability Report. Contact your system administrator for further information. To run the report: 1. Follow this path to access the Leave Liability Report Runtime Parameter Form: HRS > Leave Processing > Leave Reports > Leave Liability Report. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure 9-5. Leave Liability Report Runtime Parameter Form HELVE07A 243

261 Running the Payroll Leave Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is The Category Group No field defaults to All. Use this default value to include all employees in the record selection process. Optionally, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Use Leave Flag field, select Yes to eliminate duplicate job records from the report. The record selection process will include only pay records that have the Leave Flag indicator selected on any of the following forms: Employee Contract Pays (auto) form HEPAY04A Employee Contract Pays (auto no schedule) HEPAY04C Employee Pays (manual) form HEPAY01A Select No to include duplicate job records on the report. One line will print for each job record that satisfies the effective date and employee category criteria. 8. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 9. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 10. In the Effective Date field, enter the date through which employees must be active to be included in the record selection process. Enter the date in MMDDYYYY format. 11. In the Contract Year field, enter the contract year from which to extract the job records. This field is required. 12. In the Leave Code 1 2 fields, enter the leave codes to be included in the record selection process. 244

262 Running the Payroll Leave Reports 13. In the Cutoff Age field, enter the cutoff age you want to use to calculate the amount that displays in the SICK $ column on the report. If the cutoff date is entered and the employee s age is greater than or equal to the cutoff age, the employee s hourly or daily pay rate (whichever is appropriate) is multiplied by the leave available to calculate the SICK $ amount. You can also leave this field blank to use the employee s hourly or daily pay rate (whichever is appropriate) to calculate SICK $ amount, as described in the first paragraph. If an employee s age is less than the cutoff age entered, the SICK $ amount is set to zero. 14. In the Primary Pay Flag field, enter the primary pay flag for the pay records to be included in the record selection process. 15. In the Sort By field, select one of the following options: Employee Name to sort the records in alphabetical order by employee name Employee Category to sort the records in ascending order by employee category Location to sort the records in ascending order by location 16. In the BirthDay Date Type field, select the date type that identifies the employee s birth date (i.e., BRTH). This field is used to extract the employee s birth date for the report. 17. In the Location Type field, select the type of location assigned to the locations in the Location 1 5 fields. ATTN to use the employees attendance location to group and total the leave taken records CHCK to use the employees check location to group and total the leave taken records WORK to use the employees work location to group and total the leave taken records 18. The Location 1 field defaults to All. Use this default value to include all locations in the record selection process. Optionally, in the Location 1-5 fields, enter the location codes to be included in the record selection process. You can enter up to 5 location codes. 245

263 Running the Payroll Leave Reports 19. Click the Submit Query button. The Leave Liability Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 9-6. Leave Liability Report Leave Liability Report Field Definitions The following table lists the report fields and their source. Table 9-3. Leave Liability Report field cross-reference table Column Heading Description Source Field Employee No/Name Hrly Rate Daily Rate This column contains the employee s identification number and name. This column contains the employee s hourly rate, if applicable. This column contains the employee s hourly rate, if applicable. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Contract Pays (auto) HEPAY04A > Rate: Hourly or Employee Pays (manual) HEPAY01A > Rate: Hourly Employee Contract Pays (auto) HEPAY04A > Rate: Daily or Employee Pays (manual) HEPAY01A > Rate: Daily 246

264 Running the Payroll Leave Reports Table 9-3. Leave Liability Report field cross-reference table (continued) Column Heading Description Source Field Heading 1 Heading 2 VACA $ SICK $ Location Location Total This column label defaults to the description of the leave code entered in the Leave Code 1 field on the Leave Liability Report Runtime Parameter Form HELVE07A. This column contains the unused leave available to each employee. This column label defaults to the description of the leave code entered in the Leave Code 2 field on the Leave Liability Report Runtime Parameter Form HELVE07A. This column contains the unused leave available to each employee. This column contains the cost each employee s unused vacation leave. This column contains the cost of each employee s unused sick leave. This column contains the location assigned to each employee. The Location Type field entered on the Leave Liability Report Runtime Parameter Form HELVE07A determines which location displays (WORK, CHCK, or ATTN). This field displays the following totals for each location: Heading_1 (Leave Code 1) Heading_2 (Leave Code 2) VACA $ SICK $ Employee Leaves HELVE01A > Leave Code, Leave Available Employee Leaves HELVE01A > Leave Code, Leave Available Employee Locations HELOC01A > Location Type, Location Code, Location Description 247

265 Running the Payroll Leave Reports Table 9-3. Leave Liability Report field cross-reference table (continued) Column Heading Description Source Field Grand Totals This field displays the following totals for all locations: Heading_1 (Leave Code 1) Heading_2 (Leave Code 2) VACA $ SICK $ Running a Historic Leave Accruals Report Use the Historic Leave Accruals option to list leave accrual records by employee for a select time period. You can run this report for all leave codes or a selected leave code. To run the report: 1. Follow this path to access the Historic Leave Accruals Runtime Parameter Form: HRS > Leave Processing > Leave Reports > Historic Leave Accruals. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 9-7. Historic Leave Accruals Report Runtime Parameter Form HHACC01A 248

266 Running the Payroll Leave Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is The Leave Code field defaults to All. Use this default value to include all leave codes in the record selection process. Optionally, enter a specific leave code to limit the record selection process to leave records assigned that leave code. 7. In the Beginning Date field, enter the first date in the date range specified for this report. The date the employee leave was accrued must be equal to or greater than this date to be included on the report. Enter the date in MMDDYYYY format. 8. In the Ending Date field, enter the last date in the date range specified for this report. The date the employee leave was accrued must be equal to or less than this date to be included on the report. Enter the date in MMDDYYYY format. 249

267 Running the Payroll Leave Reports 9. Click the Submit Query button. The Historic Leave Accruals Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure 9-8. Historic Leave Accruals Historic Leave Accruals Report Field Definitions The following table lists the report fields and their source. Table 9-4. Historic Leave Accruals field cross-reference table Column Heading Description Source Field Code/Plan Date Avail Before This column contains the leave codes and corresponding plans assigned to each employee. This field contains the leave accrual date. This date must fall within the report date range. This field contains the leave available to the employee prior to the accrual date. Employee Leaves HELVE01A > Leave Code, Leave Plan 250

268 Running the Payroll Leave Reports Table 9-4. Historic Leave Accruals field cross-reference table (continued) Column Heading Description Source Field Accrued Available Employee No This column contains the leave accrued by the employee on the accrual date. This column contains the leave available to the employee after the accrual date. This column contains the employee s identification number and name. Leave Plans HMLVE01A > Leave Rates: Accrual Rate using this formula: Avail Before + Accrued Employee Master HMEMP01A > Emp No, Last, First, Middle Running a Leave Liability Report (Balances) Use the Leave Liability Report (Balances) option to list employees unused leave balances. You can list the current, month-to-date, quarter-to-date, year-to-date, and/or fiscal year-todate totals on the report. You can filter the employee records selected for the report by employee category, employee status (inactive and/or terminated), and location. You can list unused leave totals for one contract year and up to seven specific leave codes. You can sort the employee records alphabetically by employee name, or in ascending order by employee category or location. 251

269 Running the Payroll Leave Reports To run the report: 1. Follow this path to access the Leave Liability Report (Balances) Runtime Parameter Form: HRS > Leave Processing > Leave Reports > Leave Liability Report (Balances). Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure 9-9. Leave Liability Report (Balances) Runtime Parameter Form HELVE12A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

270 Running the Payroll Leave Reports 6. The Category Group No field defaults to All. Use this default value to include all employees in the record selection process. Optionally, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 8. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 9. In the Effective Date field, enter the date through which employees must be active to be included in the record selection process. Enter the date in MMDDYYYY format. 10. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the record selection process. An employee must have accrued leave in this contract year to be included in the report. This field is required. 11. In the Show Leave Available field, select Yes to include the available leave totals on the report. Select No to exclude the available leave totals on the report. 12. In the Show Current field, select Yes to include the current leave totals on the report. Select No to exclude the current leave totals from the report. 13. In the Show M-T-D field, select Yes to include the month-to-date leave totals on the report. Select No to exclude the month-to-date leave totals from the report. 14. In the Show Q-T-D field, select Yes to include the quarter-to-date leave totals on the report. Select No to exclude the quarter-to-date leave totals from the report. 15. In the Show Y-T-D field, select Yes to include the year-to-date leave totals on the report. Select No to exclude the year-to-date leave totals from the report. 16. In the Show F-T-D field, select Yes to include the fiscal year-to-date leave totals on the report. Select No to exclude the fiscal year-to-date leave totals from the report. 17. In the Sort By field, select one of the following options: Employee Name to sort the records in alphabetical order by employee name Employee Category to sort the records in ascending order by employee category Location to sort the records in ascending order by location 18. In the Leave Code 1-7 fields, enter the leave codes for the leave totals you want to include on the report. You can enter up to seven leave codes. Note: The column headings on the report will default to the leave code descriptions. 19. In the Location Type field, select the type of location that you are entering in the Location 1 5 fields. 253

271 Running the Payroll Leave Reports 20. The Location 1 field defaults to All. Use this default value to include all locations in the record selection process. Optionally, in the Location 1-5 fields, enter one or more location codes to limit the employees included in the record selection process to employees assigned to those locations. You can enter up to 5 location codes. 21. Click the Submit Query button. The Leave Liability Report (Balances) Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Leave Liability Report (Balances) Leave Liability Report (Balances) Field Definitions The following table lists the report fields and their source. Table 9-5. Leave Liability Report (Balances) field cross-reference table Column Heading Description Source Field Employee No/Name Columns 1-7 This column contains the employee s identification number and name. These column labels default to the description of the leave codes entered in the Leave Code 1-7 fields on the Leave Liability Report (Balances) Runtime Parameter Form HHAC12A. This column contains the unused leave available to each employee. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Leaves HELVE01A > Leave Code, Leave Available 254

272 Running the Payroll Leave Reports Table 9-5. Leave Liability Report (Balances) field cross-reference table (continued) Column Heading Description Source Field Leave Available Month-To-Date Qtd-To-Date Year-To-Date Fiscal-To-Date Grand Totals This field contains the current leave available. This field contains the leave available for the month-to-date. This field contains the leave available for the quarter-to-date. This field contains the leave available for the year-to-date. This field contains the leave available for the fiscal year-todate. This field contains the total leave available for all employees in each leave code displayed on the report. Employee Leaves HELVE01A > Leave Code, Leave Available Employee Leaves Detail HELVE02A > Accrued Amounts: Month-to-Date Employee Leaves Detail HELVE02A > Accrued Amounts: Quarter-to- Date Employee Leaves Detail HELVE02A > Accrued Amounts: Year-to-Date Employee Leaves Detail HELVE02A > Accrued Amounts: Fiscal-to-Date Running a Substitute Work History Report Use the Substitute Work History option to generate a report that lists the substitutes that filled in for one or more employees during a specified time period and contract year. A list of the dates and the employees for whom the substitute filled in display for each substitute. Optionally, you can filter the substitute pay records selected by specifying a work location. You can also insert a page break each time the substitute name changes. 255

273 Running the Payroll Leave Reports To run the report: 1. Follow this path to access the Substitute Work History Runtime Parameter Form: HRS > Leave Processing > Leave Reports > Substitute Work History. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Substitute Work History Runtime Parameter Form HESUB01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 256

274 Running the Payroll Leave Reports 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Beginning Date field, enter the first date in the date range specified for this report. The date the substitute filled in for an employee must be equal to or greater than this date to be included on the report. Enter the date in MMDDYYYY format. This field is required. 7. In the Ending Date field, enter the last date in the date range specified for this report. The date the substitute filled in for an employee must be equal to or less than this date to be included on the report. Enter the date in MMDDYYYY format. 8. In the Print Option field, select All to print posted and not posted substitute pay records or Unposted to print only substitute pay records not posted. 9. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the report. A substitute must have at least one pay record in this contract year to be included in the report. This field is required. 10. In the Show Daily Rate field, select Yes to include the Daily Rate column heading and value on the report or No to exclude the Daily Rate column heading and value from the report. 11. In the Page Break By Employee field, select Yes to insert a page break when the substitutes s name changes or No to not insert a page break when the substitute s name changes. 12. In the Work Location No fields, enter the location number to limit the substitute records selected for the report to one work location. Leave this field blank to include all substitute records for all applicable work locations. 257

275 Running the Payroll Leave Reports 13. Click the Submit Query button. The Substitute Work History Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Substitute Work History Substitute Work History Report Field Definitions The following table lists the report fields and their source. Table 9-6. Substitute Work History field cross-reference table Column Heading Description Source Field Employee Name/No Date This field displays the identification number and name of the substitute. This column displays the dates that the substitute filled in for an employee. Employee Master HMEMP01A > Emp No, Last, First, Middle HLENT02A 0 Employee Leave Input > Substitute Information 258

276 Running the Payroll Leave Reports Table 9-6. Substitute Work History field cross-reference table (continued) Column Heading Description Source Field Campus Teacher Leave Description Days/Hours Rate Pay Rate Salary Totals Grand Totals This column displays the work location to which the substitute was assigned. This column displays the name of the teacher replaced by the substitute. This column displays the leave code description, which identifies the reason the substitute filled in for the teacher. This column displays the number of days or hours the substitute filled in for this teacher. This column displays the substitute s hourly rate. This column displays the substitute's daily rate. This column displays the substitute s salary. This field displays the following totals for each substitute record: Days/Hours Rate Salary This field displays the following totals for all substitute records: Days/Hours Rate Salary HLENT02A 0 Employee Leave Input > Substitute Information Employee Master HMEMP01A > Emp No, Last, First, Middle HLENT02A Employee Leave Input > Description HLENT02A 0 Employee Leave Input > Substitute Information > Duration Employee Contract Pays (auto) HEPAY04A > Rates: Hourly or Employee Pays (manual) HEPAY01A > Rates: Hourly Employee Contract Pays (auto) HEPAY04A Rates: Daily or Employee Pays (manual) HEPAY01A > Rates: Daily Employee Contract Pays (auto) HEPAY04A > Salary or Employee Pays (manual) HEPAY01A > Salary 259

277 Running the Payroll Leave Reports Running an Employee Attendance History Report Use the Employee Attendance History option to generate a report that lists employees attendance for a specified date range. This report lists the following values for each leave code selected for the report: Leave available at the beginning of the year Leave currently available Available yearly leave balance Number of leave units taken to date Total leave available You can list all employees or individual employees attendance records. You can also include leave amounts for all leave codes or specific leave codes. You can filter the employees attendance records selected by employee category group, employee status (inactive and/or terminated), effective date, or location. If the location filter is selected, you can use the employees attendance location (default), check location, or work location. 260

278 Running the Payroll Leave Reports To run the report: 1. Follow this path to access the Employee Attendance History Runtime Parameter Form: HRS > Leave Processing > Leave Reports > Employee Attendance History. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Employee Attendance History Runtime Parameter Form HELVE06B 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

279 Running the Payroll Leave Reports 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. 7. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 8. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 9. In the Effective Date field, enter the date through which employees must be active to be included on the report. Enter the date in MMDDYYYY format. 10. In the Beginning Date field, enter the first date in the date range specified for this report. Enter the date in MMDDYYYY format. This field is required. 11. In the Ending Date field, enter the last date in the date range specified for this report. Enter the date in MMDDYYYY format. This field is required. 12. In the Suppress Zero Balances field, select No to include leave totals with a balance equal to zero on the report. Select Yes to exclude leave totals with a balance equal to zero from the report. 13. In the Sort by Location field, select Yes to sort the records by location. Select No to not sort the records by location. 14. The Leave Code 1 field defaults to All. Use this default value to include all leave codes in the record selection process. Optionally, in the Leave Code 1-10 fields, enter leave codes to be included in the record selection process. You can enter up to 10 leave codes. 15. In the Location Type field, select the type of location that you are entering in the Location 1 5 fields. ATTN to use the employees attendance location to group and total the leave taken records CHCK to use the employees check location to group and total the leave taken records WORK to use the employees work location to group and total the leave taken records 16. The Location 1 field defaults to All. Use this default value to include all locations in the record selection process. Optionally, in the Location 1-5 fields, enter the location codes to be included in the record selection process. You can enter up to 5 location codes. 17. The Employee No 1 field defaults to All. Use this default value to include employees in the record selection process. Optionally, in the Employee No 1-10 fields, enter the numbers identifying the employees you want to include in the record selection process. You can enter up to ten employee numbers. 262

280 Running the Payroll Leave Reports 18. Click the Submit Query button. The Employee Attendance History Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Employee Attendance History Employee Attendance History Report Field Definitions The following table lists the report fields and their source. Table 9-7. Employee Attendance History field cross-reference table Column Heading Description Source Field Employee No/Name Hire Date Location This field displays the employee s identification number and name. This field displays the employee s hire date. This field displays the employee s location. The location that displays depends on the Location Type selected on the Employee Attendance History Runtime Parameter Form HELVE06B (WORK, CHCK, ATTN). Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Dates HEDTE01A > Date when Date Type equals HIRE (or the Date Type used by your organization to identify an employee s hire date) Employee Locations HELOC01A > Location Type, Location Code, Location Description 263

281 Running the Payroll Leave Reports Table 9-7. Employee Attendance History field cross-reference table (continued) Column Heading Description Source Field Code Plan Description Beginning Year Available Current Year Accrual Yearly Available Balance No Of Units Taken To date Total Available Balance Code Plan Date Range Total Units This column contains the leave codes assigned to this employee. This column contains the corresponding leave plan assigned to this employee. This column contains the leave plan description. This column contains the leave available to this employee at the beginning of the year. This column contains the leave currently available to this employee. This column contains the available leave balance for the year-to-date. This column contains the total leave used by this employee for the year-to-date. This column contains the leave balance for this employee. This column contains the code identifying each leave taken record that pertains to this employee. This column contains the plan that corresponds to the leave taken record that pertains to this employee. This column contains the date range of the leave taken record. This column contains the total leave taken units. Employee Leaves HELVE01A > Leave Code Employee Leaves HELVE01A > Leave Plan Employee Leaves HELVE01A > Leave Plan Description Employee Leave Details HMLVE02A > Beginning Year Available Employee Leave Details HMLVE02A > Accrued Amounts: Current using this formula: Beginning Year Available + Current Year Accrual using this formula: Yearly Available Balance - No Of Units Taken To Date Employee Leaves HELVE04A > Leaves Taken: Leave Code Employee Leaves HELVE04A > Leaves Taken: Leave Plan Employee Leaves HELVE04A > Leaves Taken: From Date, To Date Employee Leaves HELVE04A > Leaves Taken: Amt Used 264

282 Running the Payroll Leave Reports Table 9-7. Employee Attendance History field cross-reference table (continued) Column Heading Description Source Field Dock Reason Description This field contains the docked units applied to the employee s pay, if applicable, for the leave taken record. This field is user defined to explain the reason for the leave. This field is optional. This field contains the leave plan description. Employee Leaves HELVE04A > Leaves Taken: Amt Docked Employee Leaves HELVE04A > Description Employee Leaves HELVE01A > Leave Plan Description 265

283 10 Running the Employee Payroll Reports You can print the following employee reports for a current or past payroll period: Employee Listing Employee Ded/Ben Master Employee Ded/Ben By Ded Ben Code Missing Employee Deductions & Benefits Employee Leaves by Location Employee Direct Deposit Listing Earnings Forecast Report This chapter discusses: Running an Employee Listing Running an Employee Deduction/Benefit Master Listing Running a Deduction/Benefits by Ded/Ben Code Report Running a Missing Deduction Benefits Register Running an Employee Leaves by Location Report Running an Employee Direct Deposit Listing Running an Earnings Forecast Report 266

284 Running the Employee Payroll Reports Running an Employee Listing Use the Employee Listing option to generate a list of employees in your organization with a contract date that falls within a specific contract year, filtered by category group number or employee category. The Employee Listing is a versatile report that lists the employee number, name, hire date, employment status, ethnic code, category, location, job code and job code description from the Employee Master. You can extract the employee data by category group or employee category and sort the data by employee name, location, or employee category. You can generate this report for active employees or for both active and inactive employees. You can also include terminated employee data in the report. You can filter the report data by Effective Date and Primary Job Flag. Use the effective date to select employees with a start date equal to or greater than the effective date. Leave this date blank to include all employees in the report selection process. You can also identify the type of location assigned to the employees included on the report: Work Check Attn NOTE: If an employee record is missing an employment status on the Employee Master screen, it is excluded from the report. 267

285 Running the Employee Payroll Reports To run the report: 1. Follow this path to access the Print Employee Listing Runtime Parameter Form: HRS > HRS Reports > Employee Reports > Print Employee Listing. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Employee Listing Runtime Parameter Form HMEMP01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 268

286 Running the Employee Payroll Reports 7. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 8. In the Print Soc Sec field, select No to not print social security numbers on the report or Yes to print social security numbers on the report. 9. Enter one of the following fields: In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. In the Employee Category field, enter the employee category assigned to the employees you want to include in the record selection process. 10. In the Effective Date field, enter the date through which employees must be active to be included in the record selection process. Enter the date in MMDDYYYY format. Leave this field blank to include all employees in the record selection process. 11. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the report. An employee must have a job record in this contract year to be included in the report. This field is required. 12. In the Sort Option field, select one of the following options: Employee Name to sort the records in alphabetical order by employee last name Location to sort the records in ascending order by location Employee Category to sort the records in ascending order by employee category 13. In the Page Break field, select No to not insert a page break based on the Sort Option selected or Yes to insert a page break based on the Sort Option selected. 14. In the Primary Job Flag field, enter the primary job flag for the employee job records to be included in the record selection process. Leave this field blank to include all employee job records in the record selection process. 15. In the Location Type field, select the type of location that you are entering in the Location 1 5 fields. ATTN to use the employees attendance location to group and total the leave taken records CHCK to use the employees check location to group and total the leave taken records WORK to use the employees work location to group and total the leave taken records 16. The Location No1 field defaults to All. Use this default value to include all locations in the record selection process. Optionally, in the Location No1-10 fields, enter the location codes to be included in the record selection process. You can enter up to 10 location codes. 269

287 Running the Employee Payroll Reports 17. Click the Submit Query button. The Print Employee Listing Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Employee Listing Employee Listing Report Field Definitions The following table lists the report fields and their source. Table Employee Listing field cross-reference table Column Heading Description Source Field Employee No/Name This column contains the employee s identification number and name. Employee Master HMEMP01A > Emp No, Last, First, Middle H. Date This column contains the employee s hire date. Employee Dates HEDTE01A > Date when Date Type equals HIRE (or the Date Type used by your organization to identify an employee s hire date) Status Ethnic Cat This column contains the employee s current status. This column contains the code identifying the employee s ethnicity. This column contains the employee category assigned to the employee to categorize that employee for payroll and reporting purposes. Employee Master HMEMP01A > Emp Status Employee Master HMEMP01A > Ethnic Code Employee Jobs HEJOB01A > Emp Cat 270

288 Running the Employee Payroll Reports Table Employee Listing field cross-reference table (continued) Column Heading Description Source Field Loc No/Name Job Code/Description SSN No of Emp. For Total No of Employees This column contains the employee s assigned Work, Check, or Attendance location, based on the Location Type selected on the Employee Listing Runtime Parameter Form HMEMP01A. This column contains the code and description identifying the employee s job. This column contains the employee s social security number, if the Print Soc Sec field is set to Yes on the Employee Listing Runtime Parameter Form HMEMP01A. This field contains the number of employees listed for the selected Report Breaks By option. This field contains the number of employees listed on the report. Employee Locations HELOC01A > Location Type, Location Number, Location Name Employee Jobs HEJOB01A > Job Code Employee Master HMEMP01A > Soc Sec No 271

289 Running the Employee Payroll Reports Running an Employee Deduction/Benefit Master Listing Use the Print Employee Deductions/Benefits option to generate a report that lists the employees benefits plans and payroll deductions for a specified contract year. The report is sorted in alphabetical order by employee name. You can generate this report for active employees or for both active and inactive employees. You can also include terminated employee data in the report. You can filter the report data by employee category group number and deduction benefit group. To run the report: 1. Follow this path to access the Employee Ded/Ben Master Runtime Parameter Form: HRS > HRS Reports > Employee Reports > Print Employee Deductions/Benefits. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Employee Ded/Ben Master Runtime Parameter Form HEDED01A 272

290 Running the Employee Payroll Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 7. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 8. In the Effective Date field, enter the date through which employees must be active to be included in the record selection process. Enter the date in MMDDYYYY format. Leave this field blank to include all employees in the record selection process. 9. The Category Group No field defaults to All. Use this default value to include all employees in the record selection process. Optionally, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 10. In the Ded Ben Group field, select the deduction benefit group that includes the benefits and deductions you want to list for the employees. 11. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the report. An employee must have a job record in this contract year to be included in the report. This field is required. 273

291 Running the Employee Payroll Reports 12. Click the Submit Query button. The Employee Ded/Ben Master Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Employee Ded/Ben Master Listing 274

292 Running the Employee Payroll Reports Employee Ded/Ben Master Listing Report Field Definitions The following table lists the report fields and their source. Table Employee Ded/Ben Master Listing field cross-reference table Column Heading Description Source Field Code Plan Description Amount Percent Pay Period From To Limit Type Limit Amount This column contains the code identifying each deduction/ benefit assigned to the employee. This column contains the corresponding deduction/benefit plan. This column contains a description of the deduction/ benefit plan. This column contains the deduction amount associated with the deduction/benefit plan. This value defaults to.00 if a percentage is used to calculate the deduction amount. This column contains the percentage used to calculate the deduction amount associated with the deduction/benefit plan. This value defaults to.0000 if a a set amount is defined for the deduction amount. This column contains the pay period range during which the deduction/benefit amount is subtracted from the employee s pay. This column contains the Period Type defined (Current, QTD, MTD, YTD, FTD) for the Limit Amount. This column contains the maximum deduction amount for this deduction/benefit plan. Employee Deduction/ Benefits HEDED01A > Code Employee Deduction/ Benefits HEDED01A > Plan Employee Deduction/ Benefits HEDED01A > Description Employee Deduction/ Benefits HEDED01A > Amount Employee Deduction/ Benefits HEDED01A > Percent Employee Deduction/ Benefits Detail HEDED02A > Pay Periods: From, To Employee Deduction/ Benefits Details HEDED02A > Amounts: Cur, MTD, QTD, YTD, or FTD Employee Deduction/ Benefits HEDED01A > Period Limit 275

293 Running the Employee Payroll Reports Table Employee Ded/Ben Master Listing field cross-reference table (continued) Column Heading Description Source Field Adjustments: Dates Adjustments: Flag Adjustments: Amount Adjustments: Percent Employee This column lists the start and end date for an adjustment made to the employee s deduction/ benefit amount. This column identifies the type of adjustment: Increase/Decrease, Replace, Factor, Inactivate, Refund, Arrears This column contains the amount of the deduction/benefit adjustment. This field defaults to.00 if the adjustment is calculated using a percentage. This column contains the percentage used to calculate deduction/benefit adjustment. This field defaults to.0000 if the adjustment is a set amount. This column contains the employee s identification number and name. Employee Ded/Ben Adjustments HEDED03A > Start Date, End Date Employee Ded/Ben Adjustments HEDED03A > Increase/Decrease, Replace, Factor, Inactivate, Refund, Arrears Employee Ded/Ben Adjustments HEDED03A > Adj Amount Employee Ded/Ben Adjustments HEDED03A > Adj Percent Employee Master HMEMP01A > Emp No, Last, First, Middle Running a Deduction/Benefits by Ded/Ben Code Report Use the Print Employee Deduction/Benefits by Ded/Ben Code option to generate a report that lists the employees benefits plans and payroll deductions for a specified contract year, sorted by deduction/benefit code. The Employee Deduction/Benefits by Deduction/Benefit Code lists each employee that has a specified deduction/benefit code, including the amount or percentage. This report extracts employee data from the Employee Deduction/ Benefit screen in the Employee Master. You can run this report for all deduction/benefits or up to five specific deduction/benefit codes. You can also filter the report data by deduction benefit group. NOTE: When running this report for specific codes, the Ded/Ben Code must be listed exactly as it appears in the Deduction/Benefit Master. 276

294 Running the Employee Payroll Reports You can generate this report for active employees or for both active and inactive employees. You can also include terminated employee data in the report. To run the report: 1. Follow this path to access the Employee Ded Bens By by Ded Ben Code Runtime Parameter Form: HRS > HRS Reports > Employee Reports > Print Employee Deductions/Benefits by Ded Ben Codes. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Employee Ded Bens By by Ded Ben Code Runtime Parameter Form HEDED02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

295 Running the Employee Payroll Reports 6. In the Effective Date field, enter the date through which employees must be active to be included in the record selection process. Enter the date in MMDDYYYY format. Leave this field blank to include all employees in the record selection process. 7. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the report. An employee must have a job record in this contract year to be included in the report. This field is required. 8. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 9. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 10. In the Ded Ben Group field defaults to None. Use this default value to include all deduction/benefit plans in the record selection process; or to limit the employee deduction/benefit records by entering specific codes in the Ded Ben Code 1-5 fields. 11. Optionally, in the Ded Ben Group field, click to select the deduction/benefit group to limit the employees deduction and benefit records on the report. 12. The Ded Ben Code 1 field defaults to All. Use this default value to include all deduction/ benefit plans in the record selection process. If the Ded Ben Group field is set to None, in the in the Ded Ben Code 1-5 fields, enter up to 5 deduction/benefit codes to be included in the record selection process. 13. Click the Submit Query button. The Employee Ded Bens By by Ded Ben Code Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Deduction Benefits by Ded Ben Code 278

296 Running the Employee Payroll Reports Deduction Benefits by Ded Ben Code Report Field Definitions The following table lists the report fields and their source. Table Deduction Benefits by Ded Ben Code field cross-reference table Column Heading Description Source Field Employee No / Name From Per To Per Percent Amount Adjustments: Dates Adjustments: Flag This column contains the employee s identification number and name. This column contains the beginning pay period of the pay period range during which the deduction/benefit amount is subtracted from the employee s pay. This column contains the ending pay period of the pay period range during which the deduction/benefit amount is subtracted from the employee s pay. This column contains the percentage used to calculate the deduction amount associated with the deduction/benefit plan. This value defaults to.0000 if a a set amount is defined for the deduction amount. This column contains the deduction amount associated with the deduction/benefit plan. This value defaults to.00 if a percentage is used to calculate the deduction amount. This column lists the start and end date for an adjustment made to the employee s deduction/ benefit amount. This column identifies the type of adjustment: Increase/Decrease, Replace, Factor, Inactivate, Refund, Arrears Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Deduction/ Benefits Detail HEDED02A > Pay Periods: From Employee Deduction/ Benefits Detail HEDED02A > Pay Periods: To Employee Deduction/ Benefits HEDED01A > Percent Employee Deduction/ Benefits HEDED01A > Amount Employee Ded/Ben Adjustments HEDED03A > Start Date, End Date Employee Ded/Ben Adjustments HEDED03A > Increase/Decrease, Replace, Factor, Inactivate, Refund, Arrears 279

297 Running the Employee Payroll Reports Table Deduction Benefits by Ded Ben Code field cross-reference table (continued) Column Heading Description Source Field Adjustments: Adj Percent Adjustments: Adj Amount Class Totals Grand Totals This column contains the percentage used to calculate deduction/benefit adjustment. This field defaults to.0000 if the adjustment is a set amount. This column contains the amount of the deduction/benefit adjustment. This field defaults to.00 if the adjustment is calculated using a percentage. This field defines the Deduction Benefit Class for this deduction. This field contains the sum of the deduction/benefit amounts for the deduction/benefit plan. This field contains the sum of the deduction/benefit amounts for all deduction/benefit plans listed on the report. Employee Ded/Ben Adjustments HEDED03A > Adj Percent Employee Ded/Ben Adjustments HEDED03A > Adj Amount Deduction/Benefit Master HMDED02A > Deduction/Benefit Class Running a Missing Deduction Benefits Register Use the Print Employees with Missing Deductions option to generate a report that lists employees that are not assigned a deduction. You can run this report for any type of deduction or benefit you want to verify is missing. NOTE: You should run this report for similar deductions. For example, you may want to run this report for all state tax deductions or all federal tax deductions; however, you cannot group state tax deductions with federal tax deductions. You can filter the employee records selected for this report by employee status. 280

298 Running the Employee Payroll Reports To run the report: 1. Follow this path to access the Missing Employee Deductions & Benefits Runtime Parameter Form: HRS > HRS Reports > Employee Reports > Print Employees with Missing Deductions. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Missing Employee Deductions & Benefits Runtime Parameter Form HEDED03A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 281

299 Running the Employee Payroll Reports 7. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 8. In the Effective Date field, enter the date through which employees must be active to be included in the record selection process. Enter the date in MMDDYYYY format. Leave this field blank to include all employees in the record selection process. 9. In the Ded Ben Code fields, enter the deduction/benefit codes you want to include on the report. Enter All to use all deduction/benefit codes. 10. Click the Submit Query button. The Missing Employee Deductions & Benefits Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Missing Deduction Benefits Register Running an Employee Leaves by Location Report Use the Print Employee Leaves option to generate a report that lists employee leave records grouped by location. You can use the work or check location to group the employee leave records. You can print fiscal year-to-date or year-to-date leave totals. You can filter this report by category group, employee status, and location. You can sort the locations by location name or number. The employee leave records are sorted in alphabetical order by employee name. 282

300 Running the Employee Payroll Reports To run the report: 1. Follow this path to access the Employee Leaves by Location Runtime Parameter Form: HRS > HRS Reports > Employee Reports > Print Employee Leaves. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Employee Leaves by Location Runtime Parameter Form HELVE01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

301 Running the Employee Payroll Reports 6. The Category Group No field defaults to All. Use this default value to include all employees in the record selection process. Optionally, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 8. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 9. In the Effective Date field, enter the date through which employees must be active to be included on the report. Enter the date in MMDDYYYY format. 10. In the FTD Or YTD Totals field, select Ftd to display fiscal year-to-date totals or Ytd to display year-to-date totals. 11. In the Sort By field, select one of the following options: Location Name to sort the records in alphabetical order by location name Location No to sort the records in ascending order by location number 12. In the Location Type field, select the type of location that you are entering in the Location 1 5 fields. ATTN to use the employees attendance location to group and total the leave taken records CHCK to use the employees check location to group and total the leave taken records WORK to use the employees work location to group and total the leave taken records 13. The Location No 1 field defaults to All. Use this default value to include all locations in the record selection process. Optionally, in the Location No 1-5 fields, enter the location codes to be included in the record selection process. You can enter up to 5 location codes. 14. The Leave Code 1 field defaults to All. Use this default value to include all leave codes in the record selection process. 15. Optionally, in the Leave Code 1-5 fields, enter one or more leave codes to limit the employee leave records included on the record selection process. You can enter up to five leave codes. 16. In the Employee No fields, enter one or more employee numbers to limit the employee records selected for this report. You can enter up to five employee numbers. Enter All in the Employee No 1 field to include all employee records in the record selection process. 284

302 Running the Employee Payroll Reports 17. Click the Submit Query button. The Employee Leaves by Location Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Employee Leaves by Location Employee Leaves by Location Report Field Definitions The following table lists the report fields and their source. Table Employee Leaves by Location field cross-reference table Column Heading Description Source Field Employee/No/Name Code/Plan Beg Year Avail Accrued This column contains the employee s identification number and name. This column contains the leave codes and plans assigned to each employee. This column contains the number of leave units available to each employee at the beginning of the year. This column contains the leave units accrued for the total yearto-date or the fiscal year-todate. The value entered in the FTD Or YTD Totals field on the Employee Leaves by Location Runtime Parameter Form HELVE01A determines the field value extracted. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Leaves HELVE01A > Leave Code, Leave Plan Employee Leaves Detail HELVE02A > Beginning Year Available Employee Leaves Detail HELVE02A > Accrued: Year-to-Date or Fiscal-to- Date 285

303 Running the Employee Payroll Reports Table Employee Leaves by Location field cross-reference table (continued) Column Heading Description Source Field Taken Available Start End Location This column contains the leave units taken for the total year-todate or fiscal year-to-date. The value entered in the FTD Or YTD Totals field on the Employee Leaves by Location Runtime Parameter Form HELVE01A determines the field value extracted. This column contains the leave units available to each employee. This column contains the date the employee start to accrue leave units for this leave plan. This column contains the date the employee stops accruing leave units for this leave plan. This column contains the employee s assigned Work, Check, or Attendance location, based on the Location Type selected on the Employee Leaves by Location Runtime Parameter Form HELVE01A. Employee Leaves Detail HELVE02A > Taken: Yearto-Date or Fiscal-to-Date using this formula: Beginning Year Available + Accrued - Taken Employee Leaves HELVE01A > Start Date Employee Leaves HELVE01A > End Date Employee Locations HELOC01A > Location Type, Location Number, Location Name Running an Employee Direct Deposit Listing Use the Print Employee Direct Deposit Information option to generate a report that lists employees that participate in direct deposit. This report lists the direct deposit details including the bank number, account number, percentage or amount of the pay deposited, and the type. You can filter the employee records selected for this report by category group, contract year, and employee status. You can also print the report for up to five specific employees. The employee records included in the report are sorted in alphabetical order by employee name. 286

304 Running the Employee Payroll Reports To run the report: 1. Follow this path to access the Employee Direct Deposit Listing Runtime Parameter Form: HRS > HRS Reports > Employee Reports > Print Employee Direct Deposit Information. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Employee Direct Deposit Listing Runtime Parameter Form HEDIR01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

305 Running the Employee Payroll Reports 6. The Category Group No field defaults to All. Use this default value to include all employees in the record selection process. Optionally, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. The Contract Year field defaults to All. Use this default value to include employees direct deposit records for all contract years in the record selection process. Optionally, click to select the contract year in YYYY format to filter the employees direct deposit records included in the record selection process. An employee must have a job record in this contract year to be included in the report. 8. In the Print Inactive Employees field, click to select Yes to include inactive employees in the record selection process. No is the default. 9. In the Print Terminated Employees field, click to select Yes to include terminated employees in the record selection process. No is the default. 10. In the Page Break By Employee field, click to select Yes to insert a page break when the employee record changes. Click to select No to not insert a page break when the employee record changes. 11. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Employee No 1-5 fields, enter one or more employee numbers to limit the employee records included in the record selection process. You can enter up to five employee numbers. Note: When running this report for specific employees, you must include the leading zeros in each employee number. 288

306 Running the Employee Payroll Reports 12. Click the Submit Query button. The Employee Direct Deposit Listing Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Employee Direct Deposit Listing Employee Direct Deposit Listing Report Field Definitions The following table lists the report fields and their source. Table Employee Direct Deposit Listing field cross-reference table Column Heading Description Source Field Employee No/Name Bank No Account No Percent This column contains the employee s identification number and name. This column contains the bank that will receive the deposit. This column contains the account number to which the deposit will be credited. This column contains the percentage of the employee s pay check that is deposited to this account. This field value equals.0000 if the employee deposits the same amount each pay period. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Direct Deposit Information HEDIR01A > Bank No Employee Direct Deposit Information HEDIR01A > Bank Account No Employee Direct Deposit Information HEDIR01A > Percent 289

307 Running the Employee Payroll Reports Table Employee Direct Deposit Listing field cross-reference table (continued) Column Heading Description Source Field Amount This column contains the amount deposited to the account each pay period. This field value equals.00 if the employee deposits a percentage of the pay check to the account. Employee Direct Deposit Information HEDIR01A > Amount Running an Earnings Forecast Report Use the Earnings Forecast Report option to generate a report that lists the projected earnings for each account. You filter the records selected for this report by category group and contract year. To run the report: 1. Follow this path to access the Earnings Forecast Report Runtime Parameter Form: HRS > HRS Reports > Employee Reports > Earnings Forecast Report. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Earnings Forecast Report Runtime Parameter Form HEPAY02A 290

308 Running the Employee Payroll Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the report. An employee must have a job and pay record in this contract year to be included in the report. This field is required. 8. Click the Submit Query button. The Earnings Forecast Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Earnings Forecast Report 291

309 Running the Employee Payroll Reports Earnings Forecast Report Field Definitions The following table lists the report fields and their source. Table Earnings Forecast Report field cross-reference table Column Heading Description Source Field Employee No/Name Location FTE Actual Percent Class Rate This column contains the employee s identification number and name. This column contains the code identifying the employee s assigned work location. This column contains the employee s budgeted FTE value. This column contains the employee s actual FTE value. This column contains the percentage of the cost distributed to this account. This column contains the employee s assigned pay class. This column contains the employee s current rate. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Locations HELOC01A > Location Number where Location Type - WORK Employee Contract Pays (auto) HEPAY04A > Budgeted: FTE Employee Pays (manual) HEPAY01A > Budgeted: FTE Employee Contract Pays (auto) HEPAY04A > Actual: FTE Employee Pays (manual) HEPAY01A > Actual: FTE Employee Account Distribution HEDIS01A > Percent Employee Contract Pays (auto) HEPAY04A > Pay Class Employee Pays (manual) HEPAY01A > Pay Class Employee Contract Pays (auto) HEPAY04A > Rates Employee Pays (manual) HEPAY01A > Rates 292

310 Running the Employee Payroll Reports Table Earnings Forecast Report field cross-reference table (continued) Column Heading Description Source Field Contract Salary Proration Account No/Description This column contains the employee s salary for the current contract. This column contains the prorated amount posted to this account. This column contains the account to which the employee s costs are posted. Employee Contract Pays (auto) HEPAY04A > Contract > Salary Employee Pays (manual) HEPAY01A > Contract > Salary using this formula: Contract Salary X Actual FTE Employee Account Distribution HEDIS01A > Account Number 293

311 Running the Employee Payroll Reports Running an Active Employee FTE and Time Worked by Account Number Report Use program HFTE02A Active Employee FTE and Time Worked by Account Number to generate the Active Employee FTE and Time report. This report displays the FTE value and totals for only active employees, sorted and totalled by the charged account. You filter the records selected for this report by check date range. To run the report: 1. Follow your organization s procedure to access the Active Employee FTE and Time Worked by Account Number Runtime Parameter Form. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Active Employee FTE and Time Worked by Account Number Runtime Parameter Form HEFTE02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 294

312 Running the Employee Payroll Reports 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Check Start Date and Check End Date fields, type the check date range to be used to select the employee payroll records to be included in the record selection process. You type the date in MMDDYYYY format. 7. Click the Submit Query button. The Active Employee FTE and Time Worked by Account Number Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Active Employee FTE and Time Report 295

313 Running the Employee Payroll Reports Active Employee FTE and Time Report Field Definitions The following table lists the report fields and their source. Table Active Employee FTE and Time Report field cross-reference table Column Heading Description Source Field Account No Employee No Actual Time Non Regular Time Employee Name Total Grand Totals This column contains the account number to which the employee s FTE and time was charged. This column contains the employee s identification number This column contains the employee s actual FTE value. This column contains the employee s regular earned hours charged to this account during the selected check date range. This column contains the employee s non regular earned hours charged to this account during the selected check date range. This column contains the employee s name. This field displays the total FTE, Time and Non Regular Time charged to the account during the selected check date range. This field displays the total FTE, Time and Non Regular Time charged to all accounts for the selected check date range. Employee Account Distribution HEDIS01A > Account Number Employee Master HMEMP01A > Emp No Employee Contract Pays (auto) HEPAY04A > Actual: FTE or Employee Pays (manual) HEPAY01A > Actual: FTE Employee Master HMEMP01A > Last, First, Middle 296

314 11 Running the Historic Payroll Reports The following Historic reports are detailed reports about past payrolls you can use for informational or tracking purposes. Payroll Tax Totals Payments Against Contracts Payroll Totals Detail Report Pay History by Date Range (Version 1) Pay History by Date Range (Version 2) Pay History by Date Range (Version 3) Labor Distribution by Employee Labor Distribution by Account Labor Distribution Report Specs Historic Ded/Ben Report by Employee Deduction/Benefit Historic Report Deduction/Benefit Historic Report Insurance Report Bond Report Social Security Contributions Historic Check Register Historic Hours Worked Employment Verification By Pay Period Historical Check Print Historical Advice of Deposit Print Historical Medium Register Report Payroll Tracking 297

315 Running the Historic Payroll Reports This chapter discusses: Running a Payroll Tax Totals Report Running a Payments Against Contracts Report Running a Payroll Totals Detail Report Running a Payroll History By Date Range (Version 1) Report Running a Pay History By Date Range (Version 2) Report Running a Pay History By Date Range (Version 3) Report Running a Historic Labor Distribution By Employee Report Running a Historic Labor Distribution by Account Report Running a Historic Labor Distribution Report Using a Report Specifications Master Running a Employee Deduction/Benefit Historic Report Running a Deduction/Benefit Historic Report by Deduction/Benefit Code/Plan Running an Insurance Register Running a Bond Report Running a Historic Check Register Running an Employment Verification by Pay Period Report Running a Historic Hours/Days Worked Report Historic Hours/Days Worked Report Field Definitions Running a Historic Payroll Advice of Deposit Running a Historical Medium Register Report 298

316 Running the Historic Payroll Reports Running a Payroll Tax Totals Report Use the Payroll Tax Totals option to generate a report that shows the total federal, social security, Medicare, and state taxes withheld from employees pay during a specified time period. This report also shows the amount withheld from the employees pay each pay period that occurred during the specified time period. Use the Payroll Tax Totals Report to check federal, FICA, Medicare and state subject to wages and withholding amounts for a specified period of time. NOTE: You must set up the W-2 deductions for these taxes prior to generating this report. You can print a summary (totals only) or detail report. You can filter the employee pay records included in the record selection process by date, pay period, location, and employee number. The employees payroll records are grouped by Withholding State. To run the report: 1. Follow this path to access the Payroll Tax Totals Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Payroll Tax Totals. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Payroll Tax Totals Runtime Parameter Form HHSUM01A 299

317 Running the Historic Payroll Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Calendar Beginning Date field, enter the first date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This date displays in the Calendar Beg Date field in the report header. 8. In the Current Beginning Date field, enter the starting date of the reporting period in which the payroll was processed (month-to-date, quarter-to-date, year-to-date). Enter this date in MMDDYYYY format. This date displays in the Current Beg Date field in the report header. 9. In the Ending Date field, enter the last date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This date displays in the Ending Date field in the report header. 10. In the Pay Period field, enter a pay period to include employee pay records only that period. This pay period must fall between the Calendar Beginning Date and Ending Date. Leave this field blank to include all pay periods between the Calendar Beginning Date and Ending Date. 11. In the Totals Only Or Detail field, click to select Totals to print a report summarizing the payroll taxes or Detail to print the detail records used to calculate the payroll tax totals. 12. The Location field defaults to All. Use this default value to include payroll records from all locations in the record selection process. Optionally, in the Location field, select the location to include payroll records for one specific location in the report selection criteria. This date displays in the Location field in the report header. 300

318 Running the Historic Payroll Reports 13. The Employee No 1 defaults to All. Use this default value to include all employees in the record selection process. 14. Optionally, in the Employee No 1-5 fields, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to five employee records. 15. Click the Submit Query button. The Payroll Tax Totals Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Payroll Tax Totals Report 301

319 Running the Historic Payroll Reports Payroll Tax Totals Report Field Definitions The following table lists the report fields and their source. Table Payroll Tax Totals Report field cross-reference table Column Heading Description Source Field Withholding State Gross Federal Wages Soc Sec Wages Medicare Wages State Wages Soc Sec With. Medicare With. Federal With. This field displays the withholding state for the employees in the list. This column displays each employee s gross wages for the selected payroll period range. This column displays each employee s Federal taxable wages for the selected payroll period range. This column displays each employee s Social Security taxable wages for the selected payroll period range. This column displays each employee s Medicare taxable wages for the selected payroll period range. This column displays each employee s State taxable wages for the selected payroll period range. This column displays the total Social Security tax amount withheld from each employee s pay during the selected payroll period range. This column displays the total Medicare tax amount withheld from each employee s pay during the selected payroll period range. This column displays the total Federal tax amount withheld from each employee s pay during the selected payroll period range. 302

320 Running the Historic Payroll Reports Table Payroll Tax Totals Report field cross-reference table (continued) Column Heading Description Source Field State With. Employee Name No SSN This column displays the total State tax amount withheld from each employee s pay during the selected payroll period range. This column contains the employee s and name. This column contains the employee s identification number. This field contains the employee s social security number. Employee Master HMEMP01A > Last, First, Middle Employee Master HMEMP01A > Emp No Employee Master HMEMP01A > Soc Sec No State Totals: (ST) The state totals apply to all employees with tax withholding for the state displayed. Current Y-T-D This column shows the payroll totals for the current payroll period. This column shows the payroll totals for the year-to-date. Employer Contributions The employer s tax contributions for the employees in this state are displayed. Current Y-T-D This column shows to following payroll withholding totals for the current payroll period: Soc Sec With Medicare With This column shows to following payroll withholding totals for the current payroll period: Soc Sec With Medicare With Grand Totals The grand totals apply to all employees on the report. Current Y-T-D This column shows the payroll totals for the current payroll period. This column shows the payroll totals for the year-to-date. 303

321 Running the Historic Payroll Reports Table Payroll Tax Totals Report field cross-reference table (continued) Column Heading Description Source Field Employer Contributions The employer s tax contributions for all employees are displayed. Current Y-T-D This column shows to following payroll withholding totals for the current payroll period: Soc Sec With Medicare With This column shows to following payroll withholding totals for the current payroll period: Soc Sec With Medicare With Running a Payments Against Contracts Report Use the Print Payments Against Contract option to generate a report compares the employee s actual pay amounts against the employee s contract salary. For each employee, the report shows the amount of the contract salary paid to the employee and the amount of the contract salary that remains unpaid. It also shows the employee pay rate for each pay period, the number of pays the employee will receive in the contract year, the number of pays the employee has received in the contract year, the number of pays left, and a payroll adjustment total. The employee pay records are grouped by employee category. The employee categories included in the report belong to the category group entered on the Payments Against Contracts Runtime Parameter Form. You can filter the employee pay records by employee status, effective date, contract year, and primary job flag. You can print the report for specific employee pay records or all employee pay records the meet the report selection criteria. 304

322 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Payments Against Contracts Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Print Payments Against Contract. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Payments Against Contracts Runtime Parameter Form HEPAY03A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

323 Running the Historic Payroll Reports 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 8. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 9. In the Effective Date field, enter the date through which employees must be active to be included on the report. Enter the date in MMDDYYYY format. 10. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the report. An employee must have a pay record in this contract year to be included in the report. 11. The Primary Job Flag field defaults to All. Use this default value to include all employee job records in the record selection process. Optionally, in the Primary Job Flag field, enter the number that identifies the employees primary job to include only primary job records in the record selection criteria. 12. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Employee No 1-10 fields, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to ten employee records. 13. Click the Submit Query button. The Payments Against Contracts Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Payments Against Contracts 306

324 Running the Historic Payroll Reports Payments Against Contracts Report Field Definitions The following table lists the report fields and their source. Table Payments Against Contracts field cross-reference table Column Heading Description Source Field Employee No/Name Contract Salary Paid To Date Unpaid Contract Pay Rate No of Pays Pays Paid Pays Left This column contains each employee s identification number and name. This column contains the employee s contract salary for the selected contract year. This column contains the portion of the employee s contract salary paid to the employee as of the current date. This column contains the portion of the employee s contract salary not yet paid to the employee as of the current date. This column contains the employee s payroll period pay rate for this contract year. This column contains the number of pays the employee should receive in this contract year. This column contains the number of pays the employee has received in the contract year. This column contains the number of pays remaining for the employee in the contract year. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Contract Pays (auto) HEPAY04A > Contract: Salary or Employee Pays (manual) HEPAY01A > Contract: Salary Employee Contract Pays (auto) HEPAY04A > Rates: Period or Employee Pays (manual) HEPAY01A > Rates: Period Employee Contract Pays (auto) HEPAY04A > No Pays or Employee Pays (manual) HEPAY01A > No Pays Employee Contract Pays (auto) HEPAY04A > No Pays Paid or Employee Pays (manual) HEPAY01A > No Pays Paid using this formula: No of Pays - Pays Paid 307

325 Running the Historic Payroll Reports Table Payments Against Contracts field cross-reference table (continued) Column Heading Description Source Field Adjustment Employee Category Category Total Grand Totals This column contains any the total salary adjustments for this employee in the contract year. This field contains the employee category assigned to the employees in the list. A description of the employee category also displays. This field contains the following totals for the employee category: Contract Salary Unpaid Contract Pay Rate Adjustment This field contains the following totals for all employees included on the report: Contract Salary Unpaid Contract Pay Rate Adjustment Employee Jobs HEJOB01A > Emp Cat 308

326 Running the Historic Payroll Reports Running a Payroll Totals Detail Report Use the Payroll Totals Detail Report option to generate a report that shows the details used to calculate the payroll totals in a specified contract year. It shows a breakdown, by employee, of the employee s gross wages, deductions withheld, and net pay for the current payroll period and the month-to-date, quarter-to-date, and year-to-date totals. You determine the pay period included on the report by specifying the current reporting period date, the month-to-date, quarter-to-date, and year-to-date beginning dates, and the end date for the reporting period. You select the employee pay records included on the report by the employee categories that belong to the specified category group or by entering specific employee numbers. To run the report: 1. Follow this path to access the Payroll Totals Detail Report Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Payroll Totals Detail Report. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Payroll Totals Detail Report Runtime Parameter Form HHSUM02A 309

327 Running the Historic Payroll Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Current Beginning Date field, enter the first date of the current payroll period you want to use to select the employee payroll records for this report. You enter the date in MMDDYYYY format. This date displays in the For Dates field in the report header. 8. In the Mtd Beginning Date field, enter the starting date of the month-to-date reporting period to calculate the month-to-date payroll totals. You enter the date in MMDDYYYY format. 9. In the Qtd Beginning Date field, enter the starting date of the quarter-to-date reporting period to calculate the quarter-to-date payroll totals. You enter the date in MMDDYYYY format. 10. In the Ytd Beginning Date field, enter the starting date of the year-to-date reporting period to calculate the year-to-date payroll totals. You enter the date in MMDDYYYY format. 11. In the Ending Date field, enter the last date in the current payroll period you want to use to select the employee payroll records for this report. You enter the date in MMDDYYYY format. This date displays in the For Dates field in the report header. 12. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. In the Employee No 1-5 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to five employee records. 310

328 Running the Historic Payroll Reports 13. Click the Submit Query button. The Payroll Totals Detail Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Payroll Totals Detail Report 311

329 Running the Historic Payroll Reports Payroll Totals Detail Report Field Definitions The following table lists the report fields and their source. Table Payroll Totals Detail Report field cross-reference table Column Heading Description Source Field Column Headings Current Period Month-To-Date Quarter-To-Date Year-To-Date Employee Payroll Details Location Employee Category Total Gross Taxable Gross FICA Gross Medicare Gross Retirement Gross This column contains the payroll amounts for the current payroll period. This column contains the payroll amounts the month-to-date. This column contains the payroll amounts the quarter-to-date. This column contains the payroll amounts the year-to-date. This field contains the employees assigned work, location. This field contains the employee s identification number and name. This field contains the employee category assigned the employee. This field contains the employee s gross wages. This field contains the employee s taxable gross wages. This field contains the employee s gross wages from which FICA taxes are deducted. This field contains the employee s gross wages from which Medicare taxes are deducted. This field contains the gross wages used to calculate an employee s retirement deduction. Employee Locations HELOC01A > Location Type, Location Number, Location Name Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Jobs HEJOB01A > Emp Cat 312

330 Running the Historic Payroll Reports Table Payroll Totals Detail Report field cross-reference table (continued) Column Heading Description Source Field Federal Tax State Tax FICA Tax W/H Medicare W/H Retire-Deduction Retire-Employee Retire-Employer Deferred Comp Net Pay Totals For Location Totals for All Locations This field contains the Federal tax withheld from the employee s taxable gross. This field contains the State tax withheld from the employee s taxable gross. This field contains the Social Security tax withheld from the employee s taxable gross. This field contains the Medicare tax withheld from the employee s taxable gross. This field contains the total deduction for retirement. This field contains the employee s contribution towards retirement. This field contains the employer s contribution towards the employee s retirement. This field contains any deferred compensation applicable to this employee. This field contains the employee s net pay. This section contains the payroll totals for the work location. This section contains the payroll totals for all work locations included on the report. 313

331 Running the Historic Payroll Reports Running a Payroll History By Date Range (Version 1) Report Use the Employee Pay History By Date Range (vers 1) option to generate a report that shows the payroll history for all employees, specific employees, specific category groups, date ranges, or any combination of these options. This report displays summary information about the employee s pay for each pay period within the date range. It also includes grand totals for pays, deductions, and benefits. You can use this report to verify success of the payroll update and for record keeping purposes. You can include social security or Medicare wages in the report. You can also print a Summary and Detail report. You can sort the report data by: Employee name Work location Check location 314

332 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Pay History By Date Range (vers 1) Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Employee Pay History By Date Range (vers 1). Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Pay History By Date Range (vers 1) Runtime Parameter Form HHDET01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

333 Running the Historic Payroll Reports 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Beginning Date field, enter the first date in the range of dates used to select the employee pay records for the report. You enter the date in MMDDYYYY format. This date displays in the For field in the report header. 8. In the Ending Date field, enter the last date in the range of dates used to select the employee pay records for the report. You enter the date in MMDDYYYY format. This date displays in the For field in the report header. 9. In the Report Wages Option field, click to select Soc Sec Wages to report social security wages on the report or Medicare Wages to report Medicare wages on the report. 10. In the Reporting Option field, select Details to print the details used to calculate the report totals on the report or Summary to print the report totals without the details. 11. In the Sort Option field, select one of the following options: Employee Name to sort the records in alphabetical order by employee last name. If two employees have the same last name, the employees are sorted by first name, and then middle initial. Work Location to sort the records in ascending order by work location. Check Location to sort the records in ascending order by check location. 12. In the Include Pension in Miscellaneous Deductions field, select Yes to include the pension amount in Misc Deds column on the report or No to list the pension amount in separately in the Pension column on the report. 13. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. In the Employee No 1-5 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to five employee records. 316

334 Running the Historic Payroll Reports 14. Click the Submit Query button. The Pay History By Date Range (vers 1) Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The following figure illustrates the Payroll History By Date Range (vers 1) Details report. The Summary report looks the same except that it includes only the Employee Totals for each employee. Figure Payroll History By Date Range (vers 1) Details Payroll History By Date Range (Version 1) Details Report Field Definitions The following table lists the report fields and their source. Table Payroll History By Date Range (Version 1) Details field cross-reference table Column Heading Description Source Field Date Check Key Period Gross This column contains each date a pay check was issued to the employee. This column contains the number of each pay check issued to the employee. This column contains the number of the payroll period. This column lists the gross pay amount of each pay check issued to the employee. Calculation Inquiry HCINQ01A > Check Date Calculation Inquiry HCINQ01A > Check Key Calculation Inquiry HCINQ01A > Period Calculation Inquiry HCINQ02A > Gross Pay 317

335 Running the Historic Payroll Reports Table Payroll History By Date Range (Version 1) Details field cross-reference table (continued) Column Heading Description Source Field Tax Gross SS/Med Wages SS/Med With Fed With State With TTD Pension Misc Deds Net Pay Employee Employee Totals This column lists the taxable earnings amount for each pay check issued to the employee. This is the total portion of the employee s gross wages from which social security taxes will be withheld. This is the social security and Medicare tax amount withheld from each employee pay. This is the federal tax amount withheld from each employee pay. This is the total state tax amount withheld from each employee pay. This is the total tax deferred amount deducted from each employee pay. This is the total pension amount deducted from each employee pay, if applicable. This is the amount deducted from each employee pay for miscellaneous deductions. This is the net pay of each employee s pay check. This column contains each employee s identification number and name. This field displays the following totals for all pay checks issued to the employee: Gross, Tax Gross, SS/Med Wages, SS/Med With, Fed With, State With, TTD, Pension, Misc Deds, and Net Pay. Calculation Inquiry HCINQ02A > Taxable Earnings Calculation Inquiry HCINQ02A > Taxable Earnings Calculation Inquiry HCINQ02A > Soc. Sec. / Medicare Calculation Inquiry HCINQ02A > Federal Tax Withheld Calculation Inquiry HCINQ02A > State Tax Withheld Calculation Inquiry HCINQ02A > Tax Deferred Deductions Calculation Inquiry HCINQ02A > Misc. Deduc. Calculation Inquiry HCINQ02A > Net Pay Employee Master HMEMP01A > Emp No, Last, First, Middle 318

336 Running the Historic Payroll Reports Table Payroll History By Date Range (Version 1) Details field cross-reference table (continued) Column Heading Description Source Field Grand Totals This field displays the following totals for all pay checks issued during the selected date range: Gross, Tax Gross, SS/Med Wages, SS/Med With, Fed With, State With, TTD, Pension, Misc Deds, and Net Pay. Running a Pay History By Date Range (Version 2) Report Use the Employee Pay History By Date Range (vers 2) option to list employees pay records for a specified time period. You can print a detail report, which lists each check issued to the employee during the specified time period or a summary report, which lists only the total pay issued to an employee during the specified time period. In both reports, a breakdown of the employee s deductions for each pay is included. You select the employee records included on this report by category group and, optionally, effective date; or you can print the report for up to five specific employees. You can sort the report by employee name, work location or check location. 319

337 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Pay History By Date Range (vers 2) Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Employee Pay History By Date Range (vers 2). Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Pay History By Date Range (vers 2) Runtime Parameter Form HHDET02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

338 Running the Historic Payroll Reports 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Beginning Date field, enter the first date in the range of dates used to select the employee pay records for the report. You enter the date in MMDDYYYY format. This date displays in the For field in the report header. 8. In the Ending Date field, enter the last date in the range of dates used to select the employee pay records for the report. You enter the date in MMDDYYYY format. This date displays in the For field in the report header. 9. In the Show SSN field, click to select No to exclude the employees social security numbers from the report or Yes to include the employees social security numbers on the report. 10. In the Reporting Option field, click to select Details to show a detailed breakdown of the employees pay records on the report or Summary to show the only the employee totals. 11. In the Sort Option field, select one of the following options: Employee Name to sort the records in alphabetical order by employee last name. If two employees have the same last name, the employees are sorted by first name, and then middle initial. Work Location to sort the records in ascending order by work location. Check Location to sort the records in ascending order by check location. 12. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. In the Employee No 1-5 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to five employee records. 321

339 Running the Historic Payroll Reports 13. Click the Submit Query button. The Pay History By Date Range (vers 2) Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The following figure illustrates the Pay History By Date Range (vers 2) Details report. The Summary report looks the same except that it includes only the Employee Totals for each employee. Figure Pay History By Date Range (vers 2) Details Pay History By Date Range (Version 2) Details Report Field Definitions The following table lists the report fields and their source. Table Pay History By Date Range (Version 2) Details field cross-reference table Column Heading Description Source Field Per Date Check Key This column contains the number of This column contains each date a pay check was issued to the employee. This column contains the number of each pay check issued to the employee. Calculation Inquiry HCINQ01A > Period Calculation Inquiry HCINQ01A > Check Date Calculation Inquiry HCINQ01A > Check Key 322

340 Running the Historic Payroll Reports Table Pay History By Date Range (Version 2) Details field cross-reference table (continued) Column Heading Description Source Field Regular OT/ADD Total Wages FICA Withhold Federal Withhold State Withhold TSA Pension Misc Deds Net Pay This column contains the regular wages earned by the employee in each pay period. This column contains an additional amount earned by the employee in each pay period. This column lists the taxable earnings amount for each pay check issued to the employee. This is the social security and Medicare tax amount withheld from each employee pay. This is the federal tax amount withheld from each employee pay. This is the total state tax amount withheld from each employee pay. This column displays amounts from employee deductions from each employee's pays that are classified as TSA's. To be classified as a TSA, a TDD Pay Type value of 1 must be listed in the Deduction/Benefit Pays. This column displays amounts from employee deductions from each employee's pay that are classified as Retirement. To be classified as Retirement, an EERE Pay Type value of 1 must be listed in the Deduction/Benefit Pays. This is the amount deducted from each employee pay for miscellaneous deductions. This is the net pay of each employee s pay check. Calculation Inquiry HCINQ03A > Reg Amount Cur Calculation Inquiry HCINQ03A > non-reg Amount Cur Calculation Inquiry HCINQ02A > Taxable Earnings Calculation Inquiry HCINQ02A > Soc. Sec. / Medicare Calculation Inquiry HCINQ02A > Federal Tax Withheld Calculation Inquiry HCINQ02A > State Tax Withheld Deduction/Benefit Master HMDED02A > Deduction/Benefit Class HMDED01A > Deduction/Benefit Pays HMDED06A > Pay Type = TDD value of 1 Deduction/Benefit Master HMDED02A > Deduction/Benefit Class = 04 Deduction/Benefit Pays HMDED06A > Pay Type = EERE value of 1 Calculation Inquiry HCINQ02A > Misc. Deduc. Calculation Inquiry HCINQ02A > Net Pay 323

341 Running the Historic Payroll Reports Table Pay History By Date Range (Version 2) Details field cross-reference table (continued) Column Heading Description Source Field Employee SSN Employee Totals Grand Totals This column contains each employee s identification number and name. This column contains each employee s social security number. This field displays the following totals for all pay checks issued to the employee: Regular, OT/ADD, Total Wage, FICA Withhold, Federal Withhold, State Withhold, TSA, Pension, Misc Deds, and Net Pay. This field displays the following totals for all pay checks issued during the selected date range: Regular, OT/ADD, Total Wage, FICA Withhold, Federal Withhold, State Withhold, TSA, Pension, Misc Deds, and Net Pay. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No Running a Pay History By Date Range (Version 3) Report Use the Employee Pay History By Date Range (vers 3) option to employees pay records for a specified time period. You can print a detail report, which lists each check issued to the employee during the specified time period or a summary report, which lists only the total pay issued to an employee during the specified time period. In both reports, a breakdown of the employee s federal and state tax withheld, retirement, and pay details are displayed by earn code. You select the employee records included on this report by category group or you can print the report for up to five specific employees. You can sort the report by employee name, work location or check location. 324

342 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Pay History By Date Range (vers 3) Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Employee Pay History By Date Range (vers 3). Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Pay History By Date Range (vers 3) Runtime Parameter Form HHDET03A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

343 Running the Historic Payroll Reports 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 7. In the Beginning Date field, enter the first date in the range of dates used to select the employee pay records for the report. You enter the date in MMDDYYYY format. This date displays in the For field in the report header. 8. In the Ending Date field, enter the last date in the range of dates used to select the employee pay records for the report. You enter the date in MMDDYYYY format. This date displays in the For field in the report header. 9. In the Reporting Option field, click to select Details to show a detailed breakdown of the employees pay records on the report or Summary to show the only the employee totals. 10. In the Sort Option field, select one of the following options: Employee Name to sort the records in alphabetical order by employee last name. If two employees have the same last name, the employees are sorted by first name, and then middle initial. Work Location to sort the records in ascending order by work location. Check Location to sort the records in ascending order by check location. 11. In the Print Soc Sec No field, click to select No to exclude the employees social security numbers from the report or Yes to include the employees social security numbers on the report. 12. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. In the Employee No 1-5 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to five employee records. 13. The Earn Code 1 field defaults to All. Use this default value to include all earning codes in the record selection process. Optionally, in the Earn Code 1-5 fields, enter the specific earn codes you want to include in the record selection process. You can enter up to five earn codes. 326

344 Running the Historic Payroll Reports 14. Click the Submit Query button. The Pay History By Date Range (vers 3) Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The following figure illustrates the Payroll History By Date Range (vers 3) Details report. The Summary report looks the same except that it includes only the Emp. Totals for each employee. Figure Pay History By Date Range (vers 3) Details Pay History By Date Range (Version 3) Details Report Field Definitions The following table lists the report fields and their source. Table Pay History By Date Range (Version 3) Details field cross-reference table Column Heading Description Source Field Date Check Key Taxable Gross This column contains each date a pay check was issued to the employee. This column contains the number of each pay check issued to the employee. This column lists the taxable earnings amount for each pay check issued to the employee. Calculation Inquiry HCINQ01A > Check Date Calculation Inquiry HCINQ01A > Check Key Calculation Inquiry HCINQ02A > Taxable Earnings 327

345 Running the Historic Payroll Reports Table Pay History By Date Range (Version 3) Details field cross-reference table (continued) Column Heading Description Source Field Total Gross Fed Withhold FICA Withhold State Withhold Employee Retirement: Emp PD Employee Retirement: BD SH Employee Retirement: BD PD Earn Code Reg Time Reg Rate Reg Gross Pay Code OT Time This column lists the gross pay amount of each pay check issued to the employee. This is the federal tax amount withheld from each employee pay. This is the social security and Medicare tax amount withheld from each employee pay. This is the total state tax amount withheld from each employee pay. N/A N/A N/A This column contains the earn code assigned to each pay check record. This column contains the employee s regular work hours. This column contains the employee s regular pay rate This column contains the employee s gross pay for each pay check record. This column contains the pay class assigned to each employee pay record. This column contains additional hours worked by the employee. Calculation Inquiry HCINQ02A > Gross Pay Calculation Inquiry HCINQ02A > Federal Tax Withheld Calculation Inquiry HCINQ02A > Soc. Sec. / Medicare Calculation Inquiry HCINQ02A > State Tax Withheld Payroll Input HEPAY06A > Earn Payroll Input HEPAY06A > Time Payroll Input HEPAY06A > Rate Payroll Input HEPAY06A > Class Payroll Input HEPAY06A > Time when the Class identifies the record as Additional Pay 328

346 Running the Historic Payroll Reports Table Pay History By Date Range (Version 3) Details field cross-reference table (continued) Column Heading Description Source Field OT Rate OT Gross Employee SSN Employee Totals Grand Totals This column contains the overtime rate paid to the employee. This column contains the gross overtime wages earned by this employee. This column contains each employee s identification number and name. This column contains each employee s social security number. This field displays the following totals for all pay checks issued to the employee: Taxable Gross, Total Gross, Fed Withhold, FICA Withhold, STate Withhold, Employee Retirement (Emp PD, BDSH, BD PD), Reg Time, Reg Gross, OT Time, and OT Gross. This field displays the following totals for all pay checks issued during the selected date range: Taxable Gross, Total Gross, Fed Withhold, FICA Withhold, STate Withhold, Employee Retirement (Emp PD, BDSH, BD PD), Reg Time, Reg Gross, OT Time, and OT Gross. Payroll Input HEPAY06A > Rate when the Class identifies the record as Additional Pay Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No 329

347 Running the Historic Payroll Reports Running a Historic Labor Distribution By Employee Report Use the Print Labor Distribution By Employee option to list the payroll totals posted to the applicable accounts during the labor distribution posting process for a specified time period. You can list the account distributions for a select accounting year or all accounting years. This report is sorted in alphabetical order by employee last name and first name. The account numbers listed for each employee are sorted in ascending numerical order. An employee is selected for this report if the employee was issued a check within the date range specified and the Category Group No field is blank or the employee category to which the employee belongs is part of the category group selected for the report. To run the report: 1. Follow this path to access the Labor Distribution By Employee Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Labor Distribution Reports > Print Labor Distribution By Employee. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Labor Distribution By Employee Runtime Parameter Form HHDIS02A 330

348 Running the Historic Payroll Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Begin Date for YTD Column field, enter the first date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This field is required. This date displays in the Cal Begin Date field in the report header. 7. In the Begin Date for Current Column field, enter the starting date of the current payroll period you want to use to select the employee labor distribution records for this report. You enter the date in MMDDYYYY format. this field is required. This date displays in the Cur Begin Date field in the report header. 8. In the Ending Date field, enter the last date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This field is required. This date displays in the Ending Date field in the report header. 9. The Account Year field defaults to All. Use this default value to include all accounts for all accounting years in the record selection process. Optionally, in the Account Year field, enter the accounting year to list accounts on the report for one accounting year. 10. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. 11. In the Include Labor field, click to select Yes to include the labor accounts on the report or No to exclude the labor accounts from the report. 12. In the Include Benefits field, click to select Yes to include the benefit accounts on the report or No to exclude the benefit accounts from the report. 13. In the Include Deduction Liability field, select Yes to include the deduction liability accounts on the report or No to exclude the deduction liability accounts from the report. 14. In the Include Benefit Liability field, click to select Yes to include the benefit liability accounts on the report or No to exclude the benefit liability accounts from the report. 331

349 Running the Historic Payroll Reports 15. In the Include Cash field, click to select Yes to include the cash accounts on the report or No to exclude the cash accounts from the report. 16. In the Include Due To From field, click to select Yes to include the due to / due from accounts on the report or No to exclude the due to / due from accounts from the report. 17. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. In the Employee No 1-20 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to twenty employee records. 18. Click the Submit Query button. The Labor Distribution By Employee Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Historic Labor Distribution By Employee 332

350 Running the Historic Payroll Reports Historic Labor Distribution By Employee Report Field Definitions The following table lists the report fields and their source. Table Historic Labor Distribution By Employee field cross-reference table Column Heading Description Source Field Account Number Cur Amount Ytd Amount Employee Employee Total Grand Total This column contains the number assigned to each account charged with the employee s payroll costs. This column contains amount posted to each account. This column contains year-todate amount posted to each account. This column contains each employee s identification number and name. This field displays the total Cur Amount and Ytd Amount for each employee. This field displays the total Cur Amount and Ytd Amount for all employee payroll transaction records included on the report. Employee Account Distribution HEDIS01A > Account Number Employee Master HMEMP01A > Emp No, Last, First, Middle 333

351 Running the Historic Payroll Reports Running a Historic Labor Distribution by Account Report Use the Print Labor Distribution By Account/Reference option to show the distribution of the employee pay records posted during the labor distribution posting process for a specified time period. The year of the calendar begin date is used to identify the accounting period for the accounts selected on the report. The employee pay records are grouped by account number. This report is sorted in ascending numerical order by account number. The employees records posted to each account are listed in alphabetical order by employee last name and first name. An employee is selected for this report if the employee was issued a check within the date range specified; the Category Group No field is blank or the employee category to which the employee belongs is part of the category group entered for the report; and the employee has a distribution record that falls within the specified date range for a selected account. When this report is run for specific accounts, you must also select the appropriate Include options. 334

352 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Labor Distribution By Account Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Labor Distribution Reports > Print Labor Distribution By Account / References. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Labor Distribution By Account Runtime Parameter Form HHDIS01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

353 Running the Historic Payroll Reports 6. In the Calendar Beginning Date field, enter the first date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This field is required. This date displays in the Cal Begin Date field in the report header. 7. In the Current Beginning Date field, enter the starting date of the current payroll period you want to use to select the employee labor distribution records for this report. You enter the date in MMDDYYYY format. This field is required. This date displays in the Cur Begin Date field in the report header. 8. In the Ending Date field, enter the last date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This field is required. This date displays in the Ending Date field in the report header. 9. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. 10. In the Include Labor field, select Yes to include the labor accounts on the report or No to exclude the labor accounts from the report. When specific account numbers are entered, the report will list only the accounts specified. 11. In the Include Benefits field, select Yes to include the benefit accounts on the report or No to exclude the benefit accounts from the report. 12. In the Include Deduction Liability field, select Yes to include the deduction liability accounts on the report or No to exclude the deduction liability accounts from the report. 13. In the Include Benefit Liability field, select Yes to include the benefit liability accounts on the report or No to exclude the benefit liability accounts from the report. 14. In the Include Cash field, select Yes to include the cash accounts on the report or No to exclude the cash accounts from the report. 15. In the Include Due To From field, select Yes to include the due to / due from accounts on the report or No to exclude the due to / due from accounts from the report. 16. In the Dimension Name field, select the dimension name for which you want to run the report. 17. The Dimension Value field defaults to All. Use this default value to select records for all dimension values associated with the Dimension Name. Optionally, in the Dimension Value field, enter a dimension value to select records only for one dimension. 18. The Accounts field defaults to All. Use this default value to include all applicable accounts in the record selection process. Optionally, in the Accounts fields, enter the specific accounts you want to include in the record selection process. You can enter up to twenty account numbers. 336

354 Running the Historic Payroll Reports 19. Click the Submit Query button. The Labor Distribution By Account Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Historic Labor Distribution by Account 337

355 Running the Historic Payroll Reports Historic Labor Distribution by Account Report Field Definitions The following table lists the report fields and their source. Table Historic Labor Distribution by Account field cross-reference table Column Heading Description Source Field Employee Cur Amount YTD Amount Account No Account Total Grand Total This column contains each employee s identification number and name. This column contains amount posted to each account. This column contains year-todate amount posted to each account. This field displays the number assigned to each account charged with the employee s payroll costs. This field displays the total Cur Amount and Ytd Amount for each account. This field displays the total Cur Amount and Ytd Amount for all accounts included on the report. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Account Distribution HEDIS01A > Account Number Running a Historic Labor Distribution Report Using a Report Specifications Master Use the Print Labor Distribution Report Specs options to create a custom labor distribution report. This report lists the labor distribution records, by account, with a date that falls between the date range selected for the report. The accounts are sequenced in ascending order and their related employee labor distribution records are listed in alphabetical order by employee name. NOTE: You should create a Labor Distribution template prior to using this option. Refer to the Customizing Report section of the Guide to Using alio for more information. 338

356 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Print Labor Distribution Report Specs option: HRS > HRS Reports > Historic Reports > Labor Distribution Reports > Print Labor Distribution Report Specs. The Report Specifications Master appears. Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. 2. In the Report No field, click the List of Values button to select the report specifications template. Data from the selected report number and the DEFAULT report specifications master populate the fields. Figure Report Specifications Master form FMRPT01A 3. Click the Use this Report Spec button. Tip: If you are running several reports for the same report date and periods, change these in the DEFAULT master prior to running your reports. This eliminates the need to change them for every report. 4. Make any necessary modifications to the Report Specifications Master template. Note: Select the Show Accounts With Zero Balance check box to display accounts with a 0.00 balance. 339

357 Running the Historic Payroll Reports 5. Click the Run Report button. The Historic Labor Distribution Runtime Parameter Form appears. Fields with a red asterisk (*) are required to run the report. Figure Historic Labor Distribution Runtime Parameter Form HHDIS04A 6. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 7. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 8. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 9. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Start Date field, enter the first date in the date range used to select the labor distribution records for the report. Enter the date in MMDDYYYY format. 11. In the End Date field, enter the last date in the date range used to select the labor distribution records for the report. Enter the date in MMDDYYYY format. 340

358 Running the Historic Payroll Reports 12. The Begin Period field defaults to the beginning period entered on the Report Specifications Master template. You can change the value, if applicable. Use this field to select the labor distribution transactions processed in one or more specific accounting periods. 13. The End Period field defaults to the ending period entered on the Report Specifications Master template. You can change the value, if applicable. Use this field together with the Begin Period field to select the labor distribution transactions processed in one or more specific accounting periods. 14. In the Period Option field, select one of the following options: No Period Selection to not select the labor distribution record by period Select by Pay Period to select the labor distribution records by pay period Select by Account Period to select labor distribution records by account period 15. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. In the Employee No 1-5 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to five employee records. 16. Click the Submit Query button. The Historic Labor Distribution Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Historic Labor Distribution 341

359 Running the Historic Payroll Reports Historic Labor Distribution Report Field Definitions The following table lists the report fields and their source. Table Historic Labor Distribution field cross-reference table Column Heading Description Source Field Employee No/Name Check Date Check Key Amount Account No/Description Account Total This column contains each employee s identification number and name. This column contains each date a pay check was issued to the employee. This column contains the number of each pay check issued to the employee. This column contains the check amount. This field displays the number and name assigned to each account charged with the employee s payroll costs. This field displays the total amount posted to the account. Employee Master HMEMP01A > Emp No, Last, First, Middle Calculation Inquiry HCINQ01A > Check Date Calculation Inquiry HCINQ01A > Check Key Calculation Inquiry HCINQ02A > Net Pay Employee Account Distribution HEDIS01A > Account Number Running a Employee Deduction/Benefit Historic Report Use the Print Deductions/Benefits by Employee option to generate a report that lists the deductions withheld from an employee s pay for the selected date range. You can print this report for all employees and deductions, all employees with specific deductions, all deductions for specific employees or specific deductions for specific employees. You can filter the employee records included in the record selection process by category group. A deduction/benefit amount must be greater than zero to be included on the report. 342

360 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Historic Ded\Ben Report by Employee Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Deductions/Benefits Reports > Print Deductions/Benefits by Employee. Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Historic Ded/Ben Report By Employee Runtime Parameter Form HHDED02A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

361 Running the Historic Payroll Reports 6. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. Leave this field blank to include all employees in the record selection process. 7. In the Calendar Beginning Date field, enter the first date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This date displays in the Calendar Begin Date field in the report header. 8. In the Current Beginning Date field, enter the starting date of the current payroll period you want to use to select the employee deduction/benefit records for this report. You enter the date in MMDDYYYY format. This date displays in the Current Begin Date field in the report header. 9. In the Ending Date field, enter the last date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This date displays in the Ending Date field in the report header. 10. In the Print Soc Sec No field, click to select Yes to print the employee s social security number on the report. The default is No. 11. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Employee No 1-5 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to five employee records. 12. The Ded Ben Code 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Ded Ben Code 1-5 field, enter the codes for specific deductions/ benefits you want to include in the record selection process. You can enter up to five deduction/benefit codes. 344

362 Running the Historic Payroll Reports 13. Click the Submit Query button. The Historic Ded/Ben Report by Employee Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Employee Deduction/Benefit Historic Report Employee Deduction/Benefit Historic Report Field Definitions The following table lists the report fields and their source. Table Employee Deduction/Benefit Historic Report field cross-reference table Column Heading Description Source Field Ded Ben Code/Description Pay Type Current Amt This column lists the code and description of each deduction/ benefit subtracted from the employee s pay. This column lists the pay type assigned to each deduction/ benefit. This column lists the amount currently deducted from the employee s pay. Employee Deductions/ Benefits HEDED01A > Code, Description Calculation Inquiry HCINQ02A > Amounts tab > Pay Type Calculation Inquiry HCINQ02A > Amounts tab > Deduction Amount, Benefit Amount 345

363 Running the Historic Payroll Reports Table Employee Deduction/Benefit Historic Report field cross-reference table (continued) Column Heading Description Source Field Current Pay sub to Calendar Amt Employee Soc Sec No Totals This column lists the current pay subject to the deduction/benefit deduction. This column displays the total amount of the deduction/benefit applied to the employee's pay from the Calendar Begin date to the End Date. This field displays the employee s identification number and name. This field displays the employee s social security number. This field displays the total Current Amt, Current Pay sub to, and Calendar Amount for all deductions/benefits applied to the employee s pay. Calculation Inquiry HCINQ02A >Taxable Earnings from history Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No Running a Deduction/Benefit Historic Report Use the Print Deductions/Benefits by Ded/Ben Code option to generate a report that lists the deductions withheld from an employee s pay for the selected date range, grouped by the deduction/benefit code. The employee deduction records selected for this report are grouped by deduction/benefit code and sequenced in alphabetical order by employee name. The deduction/benefit codes are listed in alphanumeric order. 346

364 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Deductions/Benefits by Ded/Ben Codes Historic Report Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Deductions/Benefits Reports > Print Deductions/Benefits by Ded/Ben Code. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Deductions/Benefits by Ded/Ben Codes Historic Report Runtime Parameter Form HHDED01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

365 Running the Historic Payroll Reports 6. In the Category Group No field, click to select the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. All is the default. 7. In the Calendar Beginning Date field, enter the first date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This date displays in the Calendar Begin Date field in the report header. 8. In the Current Beginning Date field, enter the starting date of the current payroll period you want to use to select the employee deduction/benefit records for this report. You enter the date in MMDDYYYY format. This date displays in the Current Begin Date field in the report header. 9. In the Ending Date field, enter the last date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This date displays in the Ending Date field in the report header. 10. In the Date Type field, click to select Check to report by check date type or Retirement to report by retirement date type. 11. In the Report Mode field, click to select Details to show a detailed breakdown of the employees deductions on the report or Summary to show the only the employees deduction totals. If Detail is selected, employee deduction totals are broken down by deduction/benefit code on the report. 12. In the Show SSN field, select Yes to include the employees social security numbers on the report or No to exclude the employees social security numbers from the report. Note: This field applies only when printing the Detail report. 13. In the Total By Plans field, click to select No to exclude the employee deduction totals by deduction/benefit plan from the report or Yes to include employee deduction totals by deduction/benefit plan on the report. Note: This field applies only when printing the Detail report. 14. In the Break By Ded Ben Code field, click to select No to not insert a page break when the deduction/benefit code changes or Yes to insert a page break when the deduction/ benefit code changes. Note: You should select Yes only when printing the Detail report. Leave this field set to No for the Summary report. 15. In the Ded Ben Group field, click to select the deduction benefit group you want to include in the record selection process. Any employee record with a deduction record that belongs to this deduction/benefit group is included in the record selection process. Click to select All to use all deduction benefit groups in the record selection process (default). 348

366 Running the Historic Payroll Reports 16. The Ded Ben Code 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Ded Ben Code 1-20 field, enter the codes for specific deductions/ benefits you want to include in the record selection process. You can enter up to twenty deduction/benefit codes. 17. Click the Submit Query button. The Deductions/Benefits by Ded/Ben Codes Historic Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Deduction/Benefit by Ded/Ben Codes Historic Report Deduction/Benefit by Ded/Ben Codes Historic Report Field Definitions The following table lists the report fields and their source. Table Deduction/Benefit by Ded/Ben Codes Historic Report field cross-reference table Column Heading Description Source Field Employee Soc Sec No This field displays the employee s identification number and name. This field displays the employee s social security number. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No Ref # This field is user-defined. N/A Current Amount Current Pay Sub To This column lists the amount currently deducted from the employee s pay. This column lists the current pay subject to the deduction/benefit deduction. Calculation Inquiry HCINQ02A > Deduction Amount, Benefit Amount Calculation Inquiry HCINQ02A >Taxable Earnings 349

367 Running the Historic Payroll Reports Table Deduction/Benefit by Ded/Ben Codes Historic Report field cross-reference table (continued) Column Heading Description Source Field Calendar Amount Ded Ben Code/Description Plan/Description Ded Ben Code Totals Grand Totals This column displays the total amount of the deduction/benefit applied to the employee's pay from the Calendar Begin date to the End Date. This field displays deduction/ benefit code and plan assigned to the employees in the list. the code and plan descriptions also display. This field displays the following totals for each deduction/benefit listed on the report: Current Amount Current Pay Sub To Calendar Amount This field displays the following totals for all deduction/benefits listed on the report: Current Amount Current Pay Sub To Calendar Amount from history Deduction/Benefit Master HMDED02A > Deduction/Benefit Code, Short Description, Plan, Plan Description Running a Deduction/Benefit Historic Report by Deduction/Benefit Code/Plan Use the Print Deductions/Benefits by Ded/Ben Code/Plan option to generate a report that lists the deductions withheld from an employee s pay for the selected date range, grouped by the deduction/benefit code and plan. The employee deduction records selected for this report are grouped by deduction/benefit code and plan, and sequenced in alphabetical order by employee name. The deduction/ benefit codes are listed in alphanumeric order. A deduction/benefit amount must be greater than zero to be included on the report. 350

368 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Deduction/Benefit by Ded/Ben Code/Plan Historic Report Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Deductions/Benefits Reports > Print Deductions/Benefits by Ded/Ben Code/ Plan. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Deduction/Benefit by Ded/Ben Code/Plan Historic Report Runtime Parameter Form HHDED01B 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

369 Running the Historic Payroll Reports 6. The Category Group No field defaults to All. Use this default to include all employee categories in the record selection process. This field is required. Optionally, in the Category Group No field, click to select the category group number assigned to the employee categories to be included in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. 7. In the Calendar Beginning Date field, enter the first date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This date displays in the Calendar Begin Date field in the report header. 8. In the Current Beginning Date field, enter the starting date of the current payroll period you want to use to select the employee deduction/benefit records for this report. You enter the date in MMDDYYYY format. This date displays in the Current Begin Date field in the report header. 9. In the Ending Date field, enter the last date that the employees included on this report were issued a pay check. Enter the date in MMDDYYYY format. This date displays in the Ending Date field in the report header. 10. In the Report Mode field, click to select Details to show a detailed breakdown of the employees deductions on the report or Summary to show the only the employees deduction totals. If Detail is selected, employee deduction totals are broken down by deduction/benefit code on the report. 11. In the Show SSN field, select Yes to include the employees social security numbers on the report or No to exclude the employees social security numbers from the report. Note: This field applies only when printing the Detail report. 12. In the Sort by Location field, select No to not sort the selected records by location or Yes to sort the selected records by location. 13. The Ded Ben Code 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Ded Ben Code 1-20 field, enter the codes for specific deductions/ benefits you want to include in the record selection process. You can enter up to twenty deduction/benefit codes. 352

370 Running the Historic Payroll Reports 14. Click the Submit Query button. The Deduction/Benefit by Ded/Ben Code/Plan Historic Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Deduction/Benefit by Ded/Ben Code/Plan Historic Report Deduction/Benefit by Ded/Ben Code/Plan Historic Report Field Definitions The following table lists the report fields and their source. Table Deduction/Benefit by Ded/Ben Code/Plan Historic Report field cross-reference table Column Heading Description Source Field Employee Soc Sec No Current Amount This column contains the employee s identification number and name. This column contains the employee s social security number. This column lists the amount currently deducted from the employee s pay. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No Calculation Inquiry HCINQ02A > Deduction Amount, Benefit Amount 353

371 Running the Historic Payroll Reports Table Deduction/Benefit by Ded/Ben Code/Plan Historic Report field cross-reference table (continued) Column Heading Description Source Field Current Pay Sub To Calendar Amount Ded Ben Code Location Plan Totals This column lists the current pay subject to the deduction/benefit deduction. This column displays the total amount of the deduction/benefit applied to the employee's pay from the Calendar Begin date to the End Date. This field displays deduction/ benefit code assigned to the employees in the list. The code description also displays. This field displays the employee s assigned work location. This field displays the deduction/ benefit plan assigned to the employees in the list. The plan description also displays. This field displays the following totals for each deduction/benefit code: No of Employees assigned this deduction/benefit code Current Amount Current Pay Sub To Calendar Amount Calculation Inquiry HCINQ02A >Taxable Earnings from history Deduction/Benefit Master HMDED02A > Deduction/Benefit Code, Short Description, Employee Locations HELOC01A > Location Number, Description when Location Type equals Work Deduction/Benefit Master HMDED02A > Plan, Plan Description 354

372 Running the Historic Payroll Reports Running an Insurance Register Use the Insurance Report option to generate a report that shows the breakdown, by employee, of the employee s insurance deductions and an employer s insurance deductions. A count of the number of female employees, male employees and total employees displays at the end of the report. To run the report: 1. Follow this path to access the Insurance Register Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Deductions/Benefits Reports > Insurance Report. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Insurance Register Runtime Parameter Form HHDED03A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 355

373 Running the Historic Payroll Reports 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Beginning Date field, enter the first date in the range of dates used to select the records to be processed. Enter the date in MMDDYYYY format. 7. In the Ending Date field, enter the first date in the range of dates used to select the records to be processed. Enter the date in MMDDYYYY format. 8. In the Employee Deduction Group field, enter the deduction group you want to use in the record selection process. This field is required. 9. In the Employer Deduction Group field, enter the employer deduction group you want to use in the record selection process. You must enter this field to include the Employer Amount on the report. 10. In the Show SSN field, click to select Yes to include the employees social security numbers on the report or No to exclude the employees social security numbers from the report. 11. Click the Submit Query button. The Insurance Register Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Insurance Register 356

374 Running the Historic Payroll Reports Insurance Register Report Field Definitions The following table lists the report fields and their source. Table Insurance Register field cross-reference table Column Heading Description Source Field Employee Soc Sec No Hire Date Birth Date Employee Amount Employer Amount Total Amount Totals This column contains each employee s identification number and name. This column contains the employee s social security number. This column contains each employee s hire date. This column contains each employee s birth date. This column contains the amount deducted from each employee s pay for insurance. This column contains the benefit amount provided to each employee by the employer. This column contains the total deductions for each employee s pay. This field contains the following totals: Employee Amount Employer Amount Total Amount Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No Employee Dates HEDTE01A > Date when Date Type equals HIRE (or the Date Type used by your organization to identify the employee s hire date) Employee Dates HEDTE01A > Date when Date Type equals BRTH (or the Date Type used by your organization to identify the employee s birth date) Calculation Inquiry HCINQ02A > Deduction Amount Calculation Inquiry HCINQ02A > Benefit Amount : Employee Amount + Employer Amount 357

375 Running the Historic Payroll Reports Table Insurance Register field cross-reference table (continued) Column Heading Description Source Field Total Females Total Males Total Employees This field displays the total female employees included on the report. This field displays the total male employees included on the report. This field displays the total number of employees included on the report. where Employee Master HMEMP01A > Gender equals F where Employee Master HMEMP01A > Gender equals M Running a Bond Report Use the Bond Report option to generate a report that lists employee s bond purchases, including the amount escrowed to purchase the bonds, the number of bonds purchased, and the purchase amount. Use this report to verify that the bond purchase details for each employee are correct. The records selected for the report are sorted in alphabetical order by employee name. After verifying the bond purchase details are correct, you can generate a file to submit to the bank. 358

376 Running the Historic Payroll Reports Running the Report Follow these steps to print the Bond Report without updating the bond data. To run the report: 1. Follow this path to access the Bond Report Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Deductions/Benefits Reports > Bond Report. Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Bond Report Runtime Parameter Form HHDED04A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 359

377 Running the Historic Payroll Reports 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Ded Ben Group field, enter the deduction benefit group to be used in the record selection process. 7. In the Report Selection field, click to select All to use all reports. 8. In the Report Only field, click to select Yes to run the report for verification purposes. No data is updated when this option is selected. When the records are correct, select No to run the a final version of the Bond Report and to update the data. 9. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 10. In the Effective Date field, enter the date through which employees must be active to be included on the report. Enter the date in MMDDYYYY format. 11. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 12. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 13. Click the Submit Query button. The Bond Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Bond Report 360

378 Running the Historic Payroll Reports Bond Report Field Definitions The following table lists the report fields and their source. Table Bond Report field cross-reference table Column Heading Description Source Field Employee Name Soc Sec No Ded/Ben Ded Amount Escrow Amount No of Bonds Purchase Amt. Totals This column contains each employee s identification number and name. This column contains the employee s social security number. This column lists the code identifying the bond deduction subtracted from each employee s pay. This column lists the amount deducted from each employee s pay. This column lists the escrow amount for each employee s pay. This column lists the number of bonds purchased by each employee. This column lists the cost of the bonds purchased by each employee. This field displays the total Escrow Amount and Purchase Amount for all employees included on the report. Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No Employee Deductions/ Benefits HEDED01A > Code Employee Deductions/ Benefits HEDED01A > Amount or Percent Employee Deductions/ Benefits HEDED01A > 361

379 Running the Historic Payroll Reports Updating the Bond Data After the verification process is complete, follow these steps to update the bond data and print the final version of the Bond Report. To run the report: 1. Follow this path to access the Bond Report Runtime Parameter Form (see Figure on page 359): HRS > HRS Reports > Historic Reports > Deductions/ Benefits Reports > Bond Report. Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Ded Ben Group field, enter the deduction benefit group to be used in the record selection process. 7. In the Report Selection field, click to select All to use all reports. 8. In the Report Only field, click to select No to run the a final version of the Bond Report and to update the data. 9. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 10. In the Effective Date field, enter the date through which employees must be active to be included on the report. Enter the date in MMDDYYYY format. 11. In the Include Inactive Employees field, select Yes to include inactive employees in the record selection process. No is the default. 362

380 Running the Historic Payroll Reports 12. In the Include Terminated Employees field, select Yes to include terminated employees in the record selection process. No is the default. 13. Click the Submit Query button. The Bond Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format (see Figure on page 360). Tip: Click File > Print or the Printer icon to send the report to the printer. Running the Social Security Contributions Report Use the Social Security Contributions option to generate a report that lists employees payroll contributions to Medicare and social security within a specified data range. Optionally, you can filter the report by employee category group. To run the report: 1. Follow this path to access the Social Security Contributions Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Deductions/Benefits Reports > Social Security Contributions. Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Social Security Contributions Runtime Parameter Form HHSSC01A 363

381 Running the Historic Payroll Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is The Category Group field defaults to All. Use this default to include all employee categories in the record selection process. This field is required. Optionally, in the Category Group field, click to select the category group number assigned to the employee categories to be included in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. 7. In the Beginning Date and Ending Date fields, type the date range used to select the social security and Medicare contribution records. Any contribution that occurred with this date range that meets the other record selection criteria is included on the report. 8. In the Medicare State Benefit field, type the deduction/benefit code that identifies a Medicare deduction on the employees pay checks. You must type this code in all UPPERCASE letters. 9. In the Soc Sec State Benefit field, type the deduction/benefit code that identifies a social security deduction on the employees pay checks. You must type this code in all UPPERCASE letters. 10. In the Soc Sec Med Divided By field, type the percentage in.9999 format, used to calculate the social security and Medicare benefits. You must type the decimal point for this value. 11. Click the Submit Query button. The Social Security Contributions Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. 364

382 Running the Historic Payroll Reports Running a Life Over $50,000 Listing Use the Life Over $50,000 Listing to verify the policy value and premiums calculated for life insurance policies over $50,000, whether that is a deduction or benefit to an employee. Use these programs to calculate the amounts: HEUTL18A Calc Life Over $50,000, Calculate Policy Value HEUTL19A Calc Life Over $50,000, Calculate Taxable Premium The report includes the following details for each applicable employee: Deduction/Benefit Code, earn code, period rate, and reference amount. To run the report: 1. Follow your organization s procedure to access the Life Over $50,000 Listing Runtime Parameter Form. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Life Over $50,000 Listing Runtime Parameter Form HEDED09A 365

383 Running the Historic Payroll Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Desformat field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Contract Year field, enter the contract year in YYYY format to filter the employee job and pay records included in the report. This field is required. 7. In the Effective Date field, enter the date through which employees must have an active pay record to be included on the report. Enter the date in MMDDYYYY format. 8. In the Employee Category Group field, click to select the category group assigned to the employee categories to be included in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. This field is required. 9. In the Ded Ben Group field, click to select the deduction/benefit group that contains the deductions/benefit plans to which the Life Over $50,000 policy value is recorded. This field is required. 10. In the Earn Code field, click to select the earn code that represents your Life Over $50,000 imputed income. This field is required. 11. In the Include Employee Totals field, click to select Yes (default) to display totals by employee on the report. Click to select No to not display totals by employee. Report totals will always display at the end of the report. 366

384 Running the Historic Payroll Reports 12. Click the Submit Query button. The Life Over $50,000 Listing Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Life Over $50,000 Listing report illustration Life Over $50,000 Listing Field Definitions The following table lists the report fields and their source. Table Life Over $50,000 Listing field cross-reference table Column Heading Description Source Field Employee No Employee Name Earn Code Period Rate Ded Ben Code Ded Ben Plan This column contains each employee s identification number. This column contains each employee s name. This column contains the earn code entered on the Life Over $50,000 Listing Runtime Parameter Form. This column contains the period rate for the imputed income that is processed when the pay record is processed. This column contains the code identifying the Life Over $50,000 deduction/benefit. This column contains the plan code identifying the Life Over $50,000 plan that belongs to the Ded Ben Code. Employee Master HMEMP01A > Emp No Employee Master HMEMP01A > Last, First, Middle Life Over $50,000 Listing Runtime Parameter Form HEDED09A > Earn Code Employee Contract Pays (auto) HEPAY04A > Pay Rate (Period) Employee Deductions/ Benefits HEDED01A > Code Employee Deductions/ Benefits HEDED01A > Plan 367

385 Running the Historic Payroll Reports Table Life Over $50,000 Listing field cross-reference table (continued) Column Heading Description Source Field Policy Value Reference Start Date Reference End Date Premium Total Period Rate Total Value Total Premium Period Grand Total Policy Value Grand Total Premium Grand Total This column contains the dollar value of the Life Over $50,000 life insurance policy. This column contains the date when this deduction/benefit goes into effect. This column contains the date when this deduction/benefit expires. This column contains the premium for the Life Over $50,000 insurance policy. This field shows the total period rate for the pay period. This field shows the total value of the insurance policies that apply to this employee. This field shows the total premium of this employee s insurance policy. This field shows the total period rate for all employees listed on the report. This field shows the total value of all insurance policies included on the report. This field shows the total value of all premiums for the insurance policies included on the report. Employee Deductions/ Benefits Detail HEDED02A > Reference Amount Employee Deductions/ Benefits Detail HEDED02A > Reference Start Date Employee Deductions/ Benefits Detail HEDED02A > Reference End Date Employee Deductions/ Benefits HEDED01A > Amount 368

386 Running the Historic Payroll Reports Running a Historic Check Register Use the Check Register option to generate a historic check register for a specified date range. You can print the check register for one bank or all banks. You can also list all checks issued to the bank or filter the check register to list only voided checks. To run the report: 1. Follow this path to access the Historic Check Register Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Check Register. Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Historic Check Register Runtime Parameter Form HHCHK01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 369

387 Running the Historic Payroll Reports 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Beginning Date field, enter the first date in the range of dates used to select the records to be processed. Enter the date in MMDDYYYY format. 7. In the Ending Date field, enter the first date in the range of dates used to select the records to be processed. Enter the date in MMDDYYYY format. 8. In the Bank No field, enter the bank number to list checks issued only to that bank during the specified time period. Leave this field blank to list checks issued to all banks during the specified time period. 9. In the Print Option field, select All Checks to list all checks issued to the selected banks or Void Checks to list only voided checks issued to the selected banks. 10. Click the Submit Query button. The Historic Check Register Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Historic Check Register Historic Check Register Report Field Definitions The following table lists the report fields and their source. Table Historic Check Register field cross-reference table Column Heading Description Source Field Employee No Employee Name This column contains each employee s identification number and name. This column contains each employee s identification number and name. Employee Master HMEMP01A > Emp No Employee Master HMEMP01A > Last, First, Middle 370

388 Running the Historic Payroll Reports Table Historic Check Register field cross-reference table (continued) Column Heading Description Source Field Bank No Check Key Check Date Net Pay Check Count Total Net Pay This column contains the bank number from which the check was paid. This column contains the number assigned to each employee s pay check. This column contains the date each employee s pay check was issued. This column contains the net pay of each employee s pay check. This field displays the number of employee pay checks included on the report. This field displays the total net pay for all employee pay checks included on the report. Calculation Inquiry HCINQ02A > Check Key Calculation Inquiry HCINQ02A > Check Date Calculation Inquiry HCINQ02A > Net Pay Running an Employment Verification by Pay Period Report Use the Employment Verification By Pay Period option generate a report to verify your employees employment and pay history. This report includes the employees hire dates, pay amounts, and pay totals. You can view the employees payment information for the current contract year and the last three years. This report is useful for tracking past pay amounts and verifying employment for external resources, such as firms performing credit checks. You can filter the report by employee. The employee records are sorted alphabetically by employee name, and then by check year in descending order. 371

389 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Employment Verification Report Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Employment Verification by Pay Period. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Employment Verification Report Runtime Parameter Form HHVER01A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is

390 Running the Historic Payroll Reports 6. In the Contract Year field, enter the contract year in YYYY format to filter the employee records included in the report. An employee must have a job record in this contract year to be included in the report. This field is required. 7. In the Primary Job Flag field, enter the primary job flag for the employee job records to be included in the record selection process. Leave this field blank to include all employee job records in the record selection process. 8. In the BirthDate Date Type field, click to select the date type used to identify an employee s date of birth. 9. In the Print Soc Sec No field, click to select Yes to print the employee s social security number on the report. The default is No.The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Employee No 1-10 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to ten employee records. 10. Click the Submit Query button. The Employment Verification Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Employment Verification by Pay Period Employment Verification by Pay Period Report Field Definitions The following table lists the report fields and their source. Table Employment Verification by Pay Period field cross-reference table Column Heading Description Source Field Employee This field contains the employee s identification number and name. Employee Master HMEMP01A > Emp No, Last, First, Middle 373

391 Running the Historic Payroll Reports Table Employment Verification by Pay Period field cross-reference table (continued) Column Heading Description Source Field Social Security Number Date Hired Status Birth Date Location No Job Description Addresses Check Year Per Check Date Check No This field contains the employee s social security number. This column contains each employee s hire date. This column contains the employee s current status. This column contains each employee s birth date. This column contains the employee s work location. This column contains the employee s job description. This column contains the employee s primary mailing address. This column contains the contract year each check was issued. This column contains the payroll period each check was issued to the employee. This column contains the date each check was issued to the employee. This column contains the number assigned to each check issued to the employee. Employee Master HMEMP01A > Soc Sec No Employee Dates HEDTE01A > Date when Date Type equals HIRE (or the Date Type used by your organization to identify the employee s hire date) Employee Master HMEMP01A > Emp Status Employee Dates HEDTE01A > Date when Date Type equals the Date Type selected on the runtime parameter form Employee Locations HELOC01A > Location Number, Location Type Employee Jobs HEJOB01A > Job Code Employee Master HMEMP01A > Address where Address Type equals PR Employment Verification Report Runtime Parameter Form HHVER01A > Contract Year Calculation Inquiry > HCINQ01A > Per Calculation Inquiry > HCINQ01A > Check Date Calculation Inquiry HCINQ01A > Check Key 374

392 Running the Historic Payroll Reports Table Employment Verification by Pay Period field cross-reference table (continued) Column Heading Description Source Field Gross Gross Tax Addl Amount Regular OT Amount Net Pay Yearly Total Grand Total This column contains the gross pay for each check issued to the employee. This column contains the taxable earnings for each pay check issued to the employee. This column contains any additional pay included on each check issued to the employee. This column contains the regular pay earned by the employee. This column contains the overtime amount earned by the employee. This column contains the net pay of each pay check issued to the employee. This field contains the following year-to-date totals for each employee: Gross Gross Tax Addl Amount Regular OT amount Net Pay This field contains the following year-to-date totals for all employees included on the report: Gross Gross Tax Addl Amount Regular OT amount Net Pay Calculation Inquiry HCINQ02A > Gross Pay Calculation Inquiry HCINQ02A > Taxable Earnings Calculation Inquiry HCINQ03A > Non Reg Amount Cur Calculation Inquiry HCINQ03A > Reg Amount Cur Calculation Inquiry HCINQ03A > OT Amount Calculation Inquiry HCINQ02A > Net Pay 375

393 Running the Historic Payroll Reports Running a Historic Hours/Days Worked Report Use the Print Historic Hours Worked option to generate a report that lists the time/days worked by category totalled by employee. A grand total displays on the last page of the report. To run the report: 1. Follow this path to access the Historic Hours Worked Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Print Historic Hours Worked. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Historic Hours Worked Runtime Parameter Form HHCHK03A 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 376

394 Running the Historic Payroll Reports 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Beginning Date field, enter the first date in the range of dates used to select the records to be processed. Enter the date in MMDDYYYY format. Any employee with a pay record that falls within this date range is selected for the report. 7. In the Ending Date field, enter the first date in the range of dates used to select the records to be processed. Enter the date in MMDDYYYY format. Any employee with a pay record that falls within this date range is selected for the report. 8. In the Hours Per Day When Null or Not Specified field, enter the number of hours you want to display if the Hours Per Day value is not entered in the employee s pay record. 9. In the Print Soc Sec No field, click to select Yes to print the employees social security numbers on the report. The default is No to not print the employees social security numbers. 10. In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. Leave this field blank to include all employees in the record selection process. 11. In the Ret Group Options field, select from the following options: 1 Employees With Ret Group to include only employees assigned to a retirement group in the record selection process 2 Employees Without Ret Group to include only employees not assigned to a retirement group in the record selection process All include all employees in the record selection process 12. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Employee No 1-10 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to ten employee records. 377

395 Running the Historic Payroll Reports 13. Click the Submit Query button. The Historic Hours Worked Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Historic Hours/Days Worked 378

396 Running the Historic Payroll Reports Historic Hours/Days Worked Report Field Definitions The following table lists the report fields and their source. Table Historic Hours/Days Worked field cross-reference table Column Heading Description Source Field Category Check Key Period Date Hours/Days Ret. Group Employee Soc Sec No Employee Total Time This column contains the employee categories to which the employees belong. This column contains the number assigned to each employee pay check listed on the report. This column contains the pay period when each check was issued. This column contains the date each check was issued. This column contains the number of hours or days the employee worked each payroll period. This column contains the number identifying the retirement group to which each employee belongs. This field contains the employee s identification number and name. This field contains the employee s social security number. This field prints only when the Print Soc Sec field equals Yes on the Runtime Parameter Form. This field displays the total hours/days each employee worked for all pay records listed. Employee Categories HMCAT01A > Category, Description Calculation Inquiry HCINQ01A > Check Key Calculation Inquiry HCINQ01A > Per Calculation Inquiry HCINQ01A > Check Date Employee Contract Pays (auto) HEPAY04A or Employee Pays (manual_ HEPAY01A or using the Hours Per Day When Null or Not Specified field value if the employee s Hours Per Day value is not defined on the employee s pay record. Employee Miscellaneous HEMSC01A > Group Employee Master HMEMP01A > Emp No, Last, First, Middle Employee Master HMEMP01A > Soc Sec No 379

397 Running the Historic Payroll Reports Table Historic Hours/Days Worked field cross-reference table (continued) Column Heading Description Source Field Grand Total Time This field display the total hours/ days worked by all employee included on the report. Running a Historical Check Print Report Use the Print Historical Payroll Check option to print a payroll check for a previously processed payroll. Before printing the payroll check, you should load the check paper stock into the appropriate printer. The standard check stock is 8 ½ inches x 11 inches with a 1/3 inch x 1/3 inch x 1/3 inch fold; the actual check size is 3 11/16 inches. The legal size check stock is 8 ½ inches x 14 inches wide; the actual check size is 2 ¾ inches. Refer to the Check Stock Requirements for Payroll Checks on page 113 for more information. 380

398 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Historic Check Print Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Print Historical Payroll Check. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Historic Check Print Runtime Parameter Form HHCHK10S 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Bank No field, enter the bank number of the check you want to print. 7. In the Check No field, enter the check number of the check you want to print. 381

399 Running the Historic Payroll Reports 8. In the Micr Line Position field, click to select the number identifying the line on which the MICR information will print. 9. In the Leading Space in Micr Line field, type the number of leading spaces that will precede the MICR information on the MICR line. 10. Click the Submit Query button. The Historic Check Print Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Running a Historic Payroll Advice of Deposit Use the Print Historical Advice of Deposit option to print a payroll advice of deposit for a previously processed payroll. Payroll advices are printed using a laser printer and check paper or check stock. The check printer is formatted to meet your organization s particular needs and Weidenhammer provides the initial format for printing advices. Before printing the payroll advice, you should load the check paper stock into the appropriate printer. The standard check stock is 8 ½ inches x 11 inches with a 1/3 inch x 1/3 inch x 1/3 inch fold; the actual advice size is 3 11/16 inches. The legal size check stock is 8 ½ inches x 14 inches wide; the actual advice size is 2 ¾ inches. 382

400 Running the Historic Payroll Reports To run the report: 1. Follow this path to access the Historic Advice of Deposit Print Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Print Historical Advice of Deposit. Tips: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Fields with a red asterisk (*) are required to run the report. Figure Historic Advice Of Deposit Print Runtime Parameter Form HHCHK20S 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Bank No field, enter the number of the bank that received the direct deposit associated with the payroll advice. 7. In the Check No field, enter the check number of the payroll advice. 383

401 Running the Historic Payroll Reports 8. Click the Submit Query button. The Historic Advice of Deposit Print Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Running a Historical Medium Register Report Use the Historical Medium Register Report option to generate the Payroll Medium Register for historical purposes. This report displays each employee and their individual gross pay, net pay, withholding, and deduction/benefit amounts. It has an option to show the account distribution for the employee s pay. It also displays the sum of those items for all employees. To run the report: 1. Follow this path to access the Historical Medium Register Report Runtime Parameter Form: HRS > HRS Reports > Historic Reports > Historical Medium Register Report. Tip: On the menu, click the Open in Spreadsheet check box prior to accessing the report option to generate the report as an Excel spreadsheet. Figure Historical Medium Register Report Runtime Parameter Form HHSUM05A 384

402 Running the Historic Payroll Reports 2. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 3. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 4. The Destination Format field defaults to PDF or, if you selected the Open in Spreadsheet check box on the HRS menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 5. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Category Group No field, enter the category group number assigned to the employee categories you want to include in the record selection process. An employee is included on the report if that employee belongs to an employee category in the category group. 7. In the Beginning Date field, enter the first date in the range of dates used to select the records to be processed. Enter the date in MMDDYYYY format. Any employee with a pay record that falls within this date range is included in the record selection process. Leave this field blank to include all employee pay records in the record selection process 8. In the Ending Date field, enter the first date in the range of dates used to select the records to be processed. Enter the date in MMDDYYYY format. Any employee with a pay record that falls within this date range in the record selection process. Leave this field blank to include all employee pay records in the record selection process 9. In the Pay Period field, enter the pay period for which you want to print the report. Leave this field blank to include all pay periods. 10. In the Show Benefits field, Yes to include the benefits/deductions on the report or No to exclude the benefits/deductions on the report. 11. In the Show Accounts field, Yes to show account distributions on the report or No to exclude account distributions from the report. 12. In the Show Employee Totals field, select Yes to include employee totals on the report or No to exclude employee totals from the report. 13. In the Show Signature Lines field, select Yes to include the signature lines on the report or No to exclude the signature lines from the report. 385

403 Running the Historic Payroll Reports 14. In the Break By field, select one of the following options: Employee Category to insert page break when the employee category changes Work Location to insert page break when the work location changes Employee Name to insert page break when the employee name changes Check No to insert a page break when the check number changes 15. In the Work Location field, select the work location you want to use to filter the record selection process. Select All to include all work locations in the record selection process 16. The Employee No 1 field defaults to All. Use this default value to include all employees in the record selection process. Optionally, in the Employee No 1-10 field, enter the numbers of specific employee records you want to include in the record selection process. You can enter up to ten employee records. 17. Click the Submit Query button. The Historical Medium Register Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. Figure Historical Medium Register Report - Page 1 Figure Historical Medium Register Report - Page 2 Figure Historical Medium Register Report - Page 3 386

404 Running the Historic Payroll Reports Historical Medium Register Report Field Definitions The following table lists the report fields and their source. Table Historical Medium Register Report field cross-reference table Column Heading Description Source Field Employee Category Employee Check Date Period Total Gross Regular Wages Add/OT Wages Total Wages This field contains the category to which the employees belong. This field contains the number and name of an employee included in the payroll. This field contains the number of the employee s pay check. This field contains the check date. This field contains the payroll period currently being processed. This field contains the employee s total gross wages for this payroll period. This field contains the employee s regular wages for this payroll period. This field contains any additional or overtime wages earned by this employee in this payroll period. This field contains the employee s total wages for this payroll period. Employee Categories HMCAT01A > Category Employee Master form HMEMP01A > Emp No, Last, First, Middle based on the pay control number entered on the Payroll Calculation form HPCLC01A based on the pay control number entered on the Payroll Calculation form HPCLC01A based on the pay control number entered on the Payroll Calculation form HPCLC01A based on the employee s pay record defined in Employee Pays (auto) HEPAY04A or Employee Pays (manual) HEPAY01A based on the employee s pay record defined in Employee Pays (auto) HEPAY04A or Employee Pays (manual) HEPAY01A Payroll Input HEPAY06A 387

405 Running the Historic Payroll Reports Table Historical Medium Register Report field cross-reference table (continued) Column Heading Description Source Field Net Pay Life Over 50 Taxable Wages Soc Sec Wages Med Wages State Wages Ret. Wages Deduction Amount Benefit Amount This field contains the employee s net pay for this payroll period. This field contains the employee s total contribution to the Life Over $ 50,000 insurance policy, if applicable. This is the total portion of the employee s gross wages that is taxable. This is the total portion of the employee s gross wages from which social security taxes will be withheld. This is the total portion of the employee s gross wages from which Medicare taxes will be withheld. This is the total portion of the employee s gross wages from which state taxes will be withheld. This is the total portion of the employee s retirement wages from which state taxes will be withheld. The deductions withheld from an employee s pay check are listed. The amount of each deduction is listed. The employer s contribution to the employee s pay are listed. The amount of each benefit is listed. Employee Deduction/ Benefit Record form HEDED01A when the employee is assigned a Life Over $50,000 plan Employee Deduction/ Benefit Record form HEDED01A Employee Deduction/ Benefit Record form HEDED01A Employee Deduction/ Benefit Record form HEDED01A Employee Deduction/ Benefit Record form HEDED01A 388

406 Running the Historic Payroll Reports Table Historical Medium Register Report field cross-reference table (continued) Column Heading Description Source Field Totals for Employee Totals for Employee Category Grand Totals The employee s total payroll for the payroll period range selected on the report interface. The total payroll for the payroll period range selected on the report interface for this employee category. The total payroll for the payroll period range selected on the report interface for all employees included on the report. 389

407 A Running the Portal Time Import Use the Portal Time Import program prior to running your payroll process to: Run the Portal Time Entry Audit report to list time entry detail records by employee name or number. Use this report to verify that all employees time entry requests are submitted and approved. Import the time entry detail records into alio HRS To use the Portal Time Import program, you organization must use the Time Entry Request function in the alio Self Serve module. Your employees can use a Time Entry Request to submit their time worked and not worked each week. After a time entry request is submitted, it is approved by each approver that belongs to the Time Entry Request approval chain. A Time Entry Request is ready for processing after it receives final approval. Time entry requests have five separate statuses: Approved the final approver has approved the time entry request Missing the employee did not submit a time entry request Incomplete the employee created the time entry request but did not submit it for approval Disapproved the approver did not approve the employee s time entry request and sent the request back to the employee to be revised Unapproved the employee submitted the time entry request but the approver did not yet approve it You can import any of these requests. 390

408 Running the Portal Time Import This chapter discusses: Blended Overtime Calculations Running the Portal Time Entry Audit Report Running the Portal Time Import Process Blended Overtime Calculations You must define non-productive hours for earn code groups to properly calculate both weekly and daily blended overtime. This section discusses: Calculating Weekly Blended Overtime Calculating Daily Blended Overtime 391

409 Running the Portal Time Import Calculating Weekly Blended Overtime The following examples show how weekly blended overtime is calculated. Example #1 Example #1 shows there is no overtime because total productive hours do not exceed the weekly threshold of 40 hours. Productive Hours: 34 Legend: Reg = Productive Non-productive Hours: 8 Sick = Non-productive OT Threshold for week: 40 Table A-1. Example #1 No OT because total productive hours do not exceed weekly threshold Day Earn Time Rate Account Total Monday Reg Tuesday Sick Wednesday Reg Thursday Reg Friday Reg Total: 42 Weighted Hourly Rate = Total Pay/Hours Productive: 34 Non-productive: 8 392

410 Running the Portal Time Import Example #2 Example #2 shows 3 hours of overtime because the total productive hours exceed the weekly threshold of 40 hours. Calculation: Overtime = Weighted Rate * (Rate-Factor 1) * OT hours, for example 9.81 * (1.5 1) * 3 = Productive Hours: 43 Legend: Bus = Productive Non-productive Hours: 0 Cook = Productive OT Threshold for week: 40 Reg = Productive Sick = Non-productive Table A-2. Example #2 3 Hours OT because total productive hours exceed weekly threshold Day Earn Time Rate Account Total Monday Cook Tuesday Bus Wednesday Cook Thursday Cook Friday Cook Total: Weighted Hourly Rate = Total Pay/ Hours Productive: 40 Weighted Rate Overtime: 3 Total hours/ time

411 Running the Portal Time Import Example #3 Example #3 shows 3 hours of overtime charged per day when the time worked is greater than the standard time per day. Productive Hours: 40 Legend: Bus = Productive Non-productive Hours: 0 Cook = Productive OT Threshold for week: 40 Reg = Productive Sick = Non-productive Table A-3. Example #3 3 Hours OT charged per day when time worked > standard time per day Day Earn Time Rate Account Total Monday Cook Tuesday Bus Wednesday Cook Wednesday OT Thursday Cook Friday Cook Total: Weighted Hourly Rate Productive: 40 Weighted Rate = Total Pay/Hours Total hours/ Overtime: 3 time

412 Running the Portal Time Import Example #4 Example #4 shows 2 hours of overtime because the productive hours equal 42. Calculation: Overtime = Weighted Rate * (Rate-Factor 1) * OT hours, for example 9.81 * (1.5 1) * 2 = 9.81 Productive Hours: 42 Legend: Bus = Productive Non-productive Hours: 1 Cook = Productive OT Threshold for week: 40 Reg = Productive Sick = Non-productive Table A-4. Example #4 2 Hours OT because total productive hours exceed weekly threshold by 2 hours Day Earn Time Rate Account Total Monday Sick Monday Cook Tuesday Bus Wednesday Cook Thursday Cook Friday Cook Total: Non-productive 1 Weighted Hourly Rate = Total Pay/Hours Productive: 42 Weighted Overtime: 2 Rate Total hours/ 9.81 time 395

413 Running the Portal Time Import Example #5 Example #5 shows 2 hours of overtime charged per day when the time worked is greater than the standard time per day. Productive Hours: 42 Legend: Bus = Productive Non-productive Hours: 1 Cook = Productive OT Threshold for week: 40 Reg = Productive Sick = Non-productive Table A-5. Example #5 2 Hours OT charged per day when time worked > standard time per day Day Earn Time Rate Account Total Monday Sick Monday Cook Tuesday Bus Wednesday Cook Wednesday OT Thursday Cook Friday Cook Total: Non-productive 1 Productive: 42 Weighted Rate Overtime: 2 Total hours/ time

414 Running the Portal Time Import Calculating Daily Blended Overtime The following examples show how daily blended overtime is calculated. Example #1 Example #1 shows one day overtime charged to the job with the most hours per day (or the first job based on the primary job flag if the hours are equal). Calculation: Overtime = Weighted Rate * (Rate-factor - 1) * OT Hours, for example * (1.5-1) * 3 = Blended Daily OT Legend: Holiday = Non-productive Productive Hours: Bus = Productive OT Threshold for day: 8 Cafe = Productive Table A-6. Example #1 One Day of Overtime Earn Mon Tues Wed Thurs Fri Rate Bus Cafe Holiday Prod Hrs Non-prod Hrs. 8 OT Daily Straight Time Total Weighted Rate Total Daily Pay Weekly Total:

415 Running the Portal Time Import Example #2 Example #2 shows no over time because the productive hours do not exceed the OT Threshold for the day (8). Calculation: Overtime = Weighted Rate * (Rate-factor - 1) * OT Hours Blended Daily OT Legend: Sick = Non-productive Productive Hours: Bus = Productive OT Threshold for day: 8 Cafe = Productive Table A-7. Example #2 No Overtime Earn Mon Tues Wed Thurs Fri Rate Bus Cafe Sick Prod Hrs Non-prod Hrs. 4 OT Daily Straight Time Total Weighted Rate Total Daily Pay Weekly Total:

416 Running the Portal Time Import Example #3 Example #3 shows multiple days with overtime charge to the job with the most hours per day (or first job based on the primary job flag if the hours are equal). Calculation: Overtime = Weighted Rate * (Rate-factor - 1) * OT Hours, for example: Mon: * (1.5-1) * 1 = 5.86 Tues: * (1.5-1) * 5 = Wed: * (1.5-1) * 2 = Blended Daily OT Legend: Holiday = Non-productive Productive Hours: Bus = Productive OT Threshold for day: 7 Cafe = Productive Table A-8. Example #3 Multiple Days Overtime Earn Mon Tues Wed Thurs Fri Rate Bus Cafe Holiday Prod Hrs Non-prod Hrs. 8 OT Daily Straight Time Total Weighted Rate Total Daily Pay Weekly Total:

417 Running the Portal Time Import Example #4 Example #4 shows daily overtime using a Pay Class Rate Factor = 2, charged to the job with most hours per day (or the first job based on the primary job flag if the hours are equal). Calculation: Overtime = Weighted Rate * (Rate-factor - 1) * OT Hours, for example, * (2.0-1) * 2 = Blended Daily OT Legend: Sick = Non-productive Productive Hours: Bus = Productive OT Threshold for day: 8 Cafe = Productive Table A-9. Example #4 Daily Overtime using a Pay Class Rate Factor = 2 Earn Mon Tues Wed Thurs Fri Rate Bus Cafe Sick Prod Hrs Non-prod Hrs. 2 OT Daily Straight Time Total Weighted Rate Total Daily Pay Weekly Total:

418 Running the Portal Time Import Running the Portal Time Entry Audit Report Prior to importing time entry detail records in alio HRS, you should run the Portal Time Entry Audit Report to verify that all employees time entry requests are submitted and approved. All time entry detail records must have a date that falls within the Portal Time Import date range to be included on the report. This date range usually matches the payroll period date range being processed. This report contains five sections, with each section starting on a new page: The Approved Time Records section (see Figure A-3 on page 404) lists the time entry detail records that are approved and ready to be imported into alio HRS. The Missing Time Records section (see Figure A-4 on page 404) lists active employees with pay records flagged to Show on Time Entry? that have not submitted time entry requests. The Incomplete Time Records section (see Figure A-5 on page 405) lists time entry detail records entered by employees but not submitted for approval. The Disapproved (Revised) Time Records section (see Figure A-6 on page 405) lists the time entry detail records that an approver returned to employees for revision. The Unapproved (Submitted) Time Records section (see Figure A-7 on page 406) lists time entry detail records submitted for approval that are not yet approved. You can sort the time entry detail records by employee name or number. 401

419 Running the Portal Time Import To run the Portal Time Entry Audit Report: 1. Follow your organization s procedure to access the Portal Time Import program (HEPTE01A). The Portal Time Import form appears with all applicable time reporting groups displayed. Figure A-1. Portal Time Import form HEPTE01A 2. In the Start Date field, double-click the field to select the first date in the date range used to select the time entry detail records to be imported; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Any time entry detail record with a date equal to or greater than the Start Date is included in the record selection process. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. Leave the Start Date blank to include all unprocessed time entry detail records in the record selection process. 3. In the End Date field, double-click the field to select the last date in the date range used to select the time entry detail records to be imported; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Any time entry detail record with a date equal to or less than the End Date is included in the record selection process. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 402

420 Running the Portal Time Import 4. Click the Report button. The Portal Time Entry Audit Report Runtime Parameter Form appears. Figure A-2. Portal Time Entry Audit Report Runtime Parameter Form HEPTE01A 5. The Destination Type field defaults to Cache. Choose this option to display the report on your monitor. You can also select the Printer option to send the report to your default printer. To send the report to a different printer, type the printer name in the Destination Name field. Note: The Mail option pertains only to purchase order and payroll advice bursts. 6. Leave the Destination Name field blank unless you are sending the report directly to a printer that is not your default printer (Destination Type is Printer). 7. The Desformat field defaults to PDF or, if you selected the Open in Spreadsheet check box is selected on the alio Main menu, DELIMITEDDATA. You can use DELMITEDDATA to display the report results in an Excel spreadsheet. You can change this field, if applicable. 8. In the Copies field, type the number of copies of this report that you want to print. The default for this field is In the Sort Order field, click to select one of these options: Employee Name to sort the time entry detail records in alphabetical order by last name Employee Number to sort the time entry detail records by employee number 10. Click the Submit Query button. The Portal Time Entry Audit Report Runtime Parameter Form closes and the report is routed to the selected destination type. If the destination type is Cache, the report appears on your monitor in the selected Destination Format. Tip: Click File > Print or the Printer icon to send the report to the printer. The following figures illustrate each section of the Portal Time Entry Report. 403

421 Running the Portal Time Import Figure A-3. Portal Time Entry Audit Report Approved Time Records Figure A-4. Portal Time Entry Audit Report Missing Time Records 404

422 Running the Portal Time Import Figure A-5. Portal Time Entry Audit Report Incomplete Time Records Figure A-6. Portal Time Entry Audit Report Disapproved (Revised) Time Records 405

423 Running the Portal Time Import Figure A-7. Portal Time Entry Audit Report Unapproved (Submitted) Time Records Troubleshooting The status of the time entry detail record determines how that record is modified. If the time entry detail record status is: Approved, use the Payroll Input program (HEPAY06A) to modify the record after the Portal Time Entry Import process is run. Refer to Modifying Employees Pay Records on page 60 for further information. Missing, Incomplete, Disapproved (Revised), or Unapproved (Submitted), use the Time Entry Request Queue in the alio Self Serve module to modify the record. Refer to the Administrator s Guide to alio Self Serve for further information. You can download this guide from the Weidenhammer infolink Web site. Running the Portal Time Import Process After running the Portal Time Entry Audit Report and resolving any time entry detail record issues, use the Portal Time Import program (HEPTE01A) to import employees time entry detail records from the alio Self Serve module into alio HRS. Approved time entry detail records are automatically imported; optionally, you can also import incomplete, unapproved (submitted) and disapproved (revised) time entry records. 406

424 Running the Portal Time Import When the time entry detail records are imported, the program: Calculates blended overtime for weekly and daily time entry records. Refer to Blended Overtime Calculations on page 391 for more information. Creates pay records in the EMPLOYEE_ADDITIONAL_PAYS table in alio HRS, including pay records for work weeks that span pay periods, such as monthly and semi-monthly. Separate employee activity records are created for each time entry record, including weekly overtime and daily overtime records. Optionally, you can elect to aggregate these employee activity records by effective date, work date, or without a date. You can use the Payroll Input program (HEPAY06A) to review and modify these records. Creates expense reimbursement records for all time entry detail records when the Reimbursement Value entered in the HRS.TIME_ENTRY_DAYS table is greater than zero. The default rate type assigned to the earning code determines this value. For each approved time entry record, updates the following fields in the HRS.TIME_ENRY_MASTER table: Process Date with the current system date Process By with the alio user ID of the person who processed the time records For each pending record, updates the following fields in the HRS.TIME_ENRY_MASTER table: Approve/Reject Flag is set to 1 (Approved) Process Date with the current system date Process By with the alio user ID of the person who processed the time records Approve/Reject Comments processed in alio Approver First Name Approver Last Name When the import process is complete, the following fields are populated on the Portal Time Import form: Total Time displays the sum of all time entry detail records selected based on the Start/End Date range entered Total Overtime displays the sum of all overtime time entry detail records selected based on the Start/End Date range entered No. of Records displays the count of all time entry detail records selected based on the Start/End Date range entered Trace, which is used for tracing errors that occurred Errors displays the errors that occurred during the import process You can print an Error Report, if applicable. 407

425 Running the Portal Time Import To run the Portal Time Import process: 1. Follow your organization s procedure to access the Portal Time Import program (HEPTE01A). The Portal Time Import form (see Figure A-1 on page 402) appears with all applicable time reporting groups displayed. 2. In the Start Date field, double-click the field to select the first date in the date range used to select the time entry detail records; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Any time entry detail record with a date equal to or greater than the Start Date is included in the record selection process. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. Leave the Start Date blank to include all unprocessed time entry detail records in the record selection process. 3. In the End Date field, double-click the field to select the last date in the date range used to select the time entry detail records; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes. Any time entry detail record with a date equal to or less than the End Date is included in the record selection process. Tip: The date is formatted in mm-dd-yyyy format when the cursor is advanced to the next field. 4. Click to select the All Time Reporting Groups Displayed check box to include all of the time reporting groups listed in the import process. The Process check boxes are automatically populated with a check mark. To import time entry records for specific time reporting groups, click to select the Process check box that corresponds to each time reporting group. 5. Optionally, in the Include Pending Records section, click any of these check boxes, if appropriate: Process Incomplete Time to import time entry detail records with an Incomplete status Process Unapproved (Submitted) Time to import time entry detail records submitted by an employee but not approved Process Disapproved (Revised) Time to import time entry detail records that were returned to an employee for revision by the approver 6. If your employees payroll spans more than one pay period (e.g., semi-monthly or monthly), enter the Payroll Cutoff Dates: Payroll Cutoff Date used to select the employees pay records to be included in the payroll run. Any pay record with an effective date less than or equal to this date is included. Effective Date Before Cutoff for Pay Rec to determine the effective date assigned to the payroll records to be included in the payroll run. This date will display in the Payroll Input program (hepays06a) for each pay record. 408

426 Running the Portal Time Import Effective Date After Cutoff for Pay Rec to determine the effective date for any pay records with a time entry date greater than the payroll cutoff date. These records are included in the next payroll to be processed. For example: if you pay your employee s overtime on a different schedule than the employee s regular pay, and that schedule spans multiple pay periods, you need to define the payroll cutoff date for the overtime records to be included in the payroll run, the effective date assigned to the payroll records included in the payroll run, and the effective date assigned to the payroll records included in the next payroll run. 7. When the Payroll Cutoff Date is entered, the Group by Effective Date check box is activated. Click to select this check box to aggregate an employee s pay records with the same earn code by the effective date. Leave this check box blank to aggregate an employee s pay records with the same earn code by the work date. When the Payroll Cutoff Date is not entered, the employee s pay records with the same earn code are aggregated without an assigned date. 8. Click the Process button to import the time entry detail records. Refer to page 407 for a description of the import process and program updates. 9. Click the Error Report button to print an error report, if errors are displayed in the Messages block after the import process is complete. 409

427 B Glossary of Terms and Acronyms This glossary includes terms, abbreviations, and definitions important to understanding alio. Additional explanations are provided for some of these items to explain the term in the context of this manual. advices: Payroll checks that are non-negotiable. Advices are printed for employees that have their checks direct deposited into a bank account. BPS: Budget Preparation System Budget Preparation System: An accounting system for planning and creating budgets for upcoming years using different budgeting scenarios. exception input: Any non-standard or non-recurring payroll data. FAS: Financial Accounting System Financial Accounting System: An accounting administration system for managing all financial aspects of a business. HRS: Human Resource System Human Resource System: An integrated personnel and payroll system. indexing: A method for creating a salary schedule. A base salary is established and all other salaries are a percentage index of that base salary. information prompt: A short message about a field, button, or icon that displays when you move your cursor over it. These messages are hints or prompts that help you know what to do with the field, button, or icon. List of Values: A list of available values from a master table used to enter or search for specific data. look up clipboard: An entry field button that provides a list of records for entering data or searching for specific data. LOV: List Of Values rolling: A method of copying information for one year to a new year. schedule levels: Columns in a salary schedule that determine pay ranges for employees. Each schedule must have at least one level. 410

428 Glossary of Terms and Acronyms schedule steps: Salary amounts established within each schedule level. Each schedule level must have at least one schedule step selection calendar: A calendar that displays when you double click a date field. You can select the date you want to use from the calendar. simulation: A definition for position budget possibilities. Software Service Request: A form submitted to Weidenhammer by the user that describes any questions, problems, or recommendations concerning the software. SSR: Software Service Request wildcard: A character such as the percentage sign and the less than or greater than signs that help control search criteria. 411

429 Index A About this Guide xiii Accrued Leave Amounts Posting Active Employee FTE and Time Report Field cross-reference table Active Employee FTE and Time Worked by Account Number Report Active Employee FTE and Time Worked by Account Number Runtime Parameter Form HEFTE02A Additional Resources xv Publications xv Web sites xvii Advice of Deposit document Advice Of Deposit Documents Entering Parameters Advice of Deposit Documents Check stock requirements Information Generate using HPCHK20S Prerequisites Previewing Print and/or Send via Using HPCHK06E Profile keys Retaining Parameters Advice of Deposit documents Prerequisites Advice of Deposit illustration Advice Print Report Calling Form HPCHK06E AMPRF01A Profile key definition illustration Assigning a Substitute to a Leave Record 37 B Batch error messages Accounting period error message Date range error message Batch Master Navigating Batch Master FMBTH01A Field definitions Posting Labor Distribution transactions Batch Master Error Messages Batch Master form FMBTH01A Accessing Batch status Blended Overtime Calculations Daily Weekly Bond Report Field cross-reference table Running Updating the data Bond Report Runtime Parameter Form HHDED04A C Calculate Payroll Accrual Report Calling Form HPEXP01A Calculating Payroll Accruals Calculation Deduction/Benefit Register 102 Field cross-reference table Calculation Earnings Register Runtime Parameter Form HPEDT06A Calculation Earnings Report Field cross-reference table Calculation Error Listing Field cross-reference table

430 Index Calculation Error Report Runtime Parameter Form HPEDT01A Calculation Inquiry form HCINQ01A Search by Control No Search by employee name Calculation Inquiry form HCINQ02A Amounts tab Checks tab Direct Deposit tab Other tab Calculation Inquiry form HCINQ03A 175 Calculation Long Register Runtime Parameter Form HPEDT02A Calculation Totals Errors & Warnings report Calculation Totals Errors & Warnings Runtime Parameter Form form HPEDT04A Calculation Totals by Category Runtime Parameter Form HPSUM01A Calculation Totals by Location Report 220 Calculation Totals by Location Runtime Parameter Form HPSUM02A Calculations Totals by Employee Category Report Calculations Totals by Location Report Field cross-reference table Check History Inquiry form HHINQ02B Accounts tab Amounts tab Checks tab Direct Deposit tab Other tab Check Receipt Log Field cross-reference table Check Receipt Log Runtime Parameter Form HPCHK02A Check Stock Requirements Advice of Deposit Payroll Checks Clear Leaves form HYLVE01A Clear Payroll Totals form HYPAY01A 19 Clearing Leave Amounts Clearing Payroll Totals Contacting alio Support xvii Create Pre-note form HPDIR02A Create Substitute Pay Runtime Parameter Form HLPAY02A Creating Payroll Accrual Journal Entries Creating Substitutes Pay Records Creating the file Credit Union Register Runtime Parameter Form HHINS02A Credit Union Report , 231 Field cross-reference table Running Customer Feedback Form D Daily Blended Overtime Calculating Daily Blended Overtime Calculations Daily Overtime using a Pay Class Rate Factor = 2 Example # Multiple Days Overtime Example #3 399 No Overtime Example # One Day of Overtime Example # Deduction Benefits by Ded Ben Code Field cross-reference table Deduction/Benefit by Ded/Ben Code/Plan Historic Report Field cross-reference table Deduction/Benefit by Ded/Ben Codes Historic Report Field cross-reference table Deduction/Benefit Historic Report Deduction/Benefit Historic Report by Deduction/Benefit Code/Plan Deduction/Benefit Historic Report Runtime Parameter Form HHDED01A Deduction/Benefit Historic Report Runtime Parameter Form HHDED01B Deduction/Benefit Master form HMPCL02A Deduction/Benefits by Ded/Ben Code Report Deposit Selection Master form HMPCL03A

431 Index Direct Deposit File Creating Direct Deposit File Creation form HPDIR01A DIRECT_DEPOSIT_OPTIONS profile key E Earnings Forecast Report Field cross-reference table Earnings Forecast Report Runtime Parameter Form HEPAY02A Employee Attendance History Field cross-reference table Employee Attendance History Report 260 Employee Attendance History Runtime Parameter Form HELVE06B Employee Ded Bens By by Ded Ben Code Runtime Parameter Form HEDED02A 277 Employee Ded/Ben Master Listing Field cross-reference table Employee Ded/Ben Master Runtime Parameter Form HEDED01A Employee Deduction/Benefit Historic Report Field cross-reference table Employee Deduction/Benefit Master Listing Employee Direct Deposit Listing Field cross-reference table Employee Direct Deposit Listing Runtime Parameter Form HEDIR01A Employee Leave Available Report Employee Leave Input form HLENT02A , 34 Background block Employee Job Information block Leave Input block Master block Parts of Substitute block Employee Leave Taken Calendar View form HLINQ01A Multiple leaves on same date displayed in a bubble Multiple leaves on same date in the Message bar Employee Leave Taken Calendar View Inquiry Employee Leave Taken Inquiry Employee Leave Taken Report Employee Leave Taken report Field cross-reference table Employee Leave Taken Runtime Parameter Form HHLVE01A Employee Leaves Available report Field cross-reference table Employee Leaves by Location Field cross-reference table Employee Leaves by Location Report 282 Employee Leaves by Location Runtime Parameter Form HELVE01A Employee Leaves form HELVE04A. 183 Employee Leaves Listing Runtime Parameter Form HELVE04A Employee Listing Field cross-reference table Employee Listing Runtime Parameter Form HMEMP01A Employee Master form HMEMP01A Advice Print Options illustration Employee Reports Active Employee FTE and Time Worked by Account Number Deduction/Benefits by Ded/Ben Code Report Earnings Forecast Report Employee Deduction/Benefit Master Listing Employee Direct Deposit Listing Employee Leaves by Location Report 282 Employee Listing Missing Deduction Benefits Register. 280 Employee Stipend form HEPAY07A..71 After employee record selected Employee Stipends Entering Employment Verification by Pay Period Field cross-reference table Employment Verification by Pay Period Report

432 Index Employment Verification Report Runtime Parameter Form HHVER01A Entering an employee stipend Entering leave records F Field cross-reference tables Active Employee FTE and Time Report 296 Bond Report Calculation Deduction/Benefit Register 105 Calculation Earnings Report Calculation Error Listing Calculations Totals by Location Check Receipt Log Credit Union Report Deduction Benefits by Ded Ben Code 279 Deduction/Benefit by Ded/Ben Code/Plan Historic Report Deduction/Benefit by Ded/Ben Codes Historic Report Earnings Forecast Report Employee Attendance History Employee Ded/Ben Master Listing Employee Deduction/Benefit Historic Report Employee Direct Deposit Listing Employee Leave Taken report Employee Leaves Available report Employee Leaves by Location Employee Listing Employment Verification by Pay Period Historic Check Register Historic Hours/Days Worked Historic Labor Distribution Historic Labor Distribution by Account 338 Historic Labor Distribution By Employee Historic Leave Accruals Historical Medium Register Report Insurance Register Labor Distribution Post to FAS Report Labor Distribution Report Leave Accrual Posting Report Leave Liability Report Leave Liability Report (Balances) Life Over $50,000 Listing Pay History By Date Range (Version 2) 322 Pay History By Date Range (Version 3) 327 Payments Against Contracts Payroll Accrual Report Payroll History By Date Range (Version 1) 317 Payroll Input Payroll Input By Account No Report. 227 Payroll Long Register Payroll Medium Register Payroll Short Register Payroll Tax Totals Report Payroll Totals Detail Report Payroll Totals Report , 219 Payroll Tracking Deduction/Benefits Report Substitute Work History FMBTH01A Accessing Posting Labor Distribution transactions FMRPT01A Formatting Conventions xiv Forms Active Employee FTE and Time Worked by Account Number Runtime Parameter Form HEFTE02A Advice Print Report Calling Form HPCHK06E Batch Master form FMBTH01A Bond Report Runtime Parameter Form HHDED04A Calculate Payroll Accrual Report Calling Form HPEXP01A Calculation Earnings Register Runtime Parameter Form HPEDT06A Calculation Error Report Runtime Parameter Form HPEDT01A Calculation Inquiry form HCINQ01A 171, 172 Calculation Inquiry form HCINQ02A, Amounts tab Calculation Inquiry form HCINQ02A, Checks tab Calculation Inquiry form HCINQ02A, Direct Deposit tab

433 Index Calculation Inquiry form HCINQ02A, Other tab Calculation Inquiry form HCINQ03A 175 Calculation Long Register Runtime Parameter Form HPEDT02A Calculation Totals Errors & Warnings Runtime Parameter Form form HPEDT04A 76 Calculation Totals by Category Runtime Parameter Form HPSUM01A Calculation Totals by Location Runtime Parameter Form HPSUM02A Check History Inquiry form HHINQ02B, Accounts tab Check History Inquiry form HHINQ02B, Amounts tab Check History Inquiry form HHINQ02B, Checks tab Check History Inquiry form HHINQ02B, Direct Deposit tab Check History Inquiry form HHINQ02B, Other tab Check Receipt Log Runtime Parameter Form HPCHK02A Clear Leaves form HYLVE01A Clear Payroll Totals form HYPAY01A. 19 Create Pre-note form HPDIR02A Create Substitute Pay Runtime Parameter Form HLPAY02A Credit Union Register Runtime Parameter Form HHINS02A Deduction/Benefit Historic Report Runtime Parameter Form HHDED01A Deduction/Benefit Historic Report Runtime Parameter Form HHDED01B Deduction/Benefit Master form HMPCL02A Deposit Selection Master form HMPCL03A Direct Deposit File Creation form HPDIR01A Earnings Forecast Report Runtime Parameter Form HEPAY02A Employee Attendance History Runtime Parameter Form HELVE06B Employee Ded Bens By by Ded Ben Code Runtime Parameter Form HEDED02A Employee Ded/Ben Master Runtime Parameter Form HEDED01A Employee Direct Deposit Listing Runtime Parameter Form HEDIR01A Employee Leave Input form HLENT02A , 34 Employee Leave Taken Calendar View form HLINQ01A Employee Leave Taken Calendar View form HLINQ01A, multiple leaves on same date displayed in a bubble Employee Leave Taken Calendar View form HLINQ01A, multiple leaves on same date in the Message bar Employee Leave Taken Runtime Parameter Form HHLVE01A Employee Leaves by Location Runtime Parameter Form HELVE01A Employee Leaves form HELVE04A. 183 Employee Leaves Listing Runtime Parameter Form HELVE04A Employee Listing Runtime Parameter Form HMEMP01A Employee Master form HMEMP01A illustrating Advice Print Options. 121 Employee Stipend form HEPAY07A..71 Employee Stipend form HEPAY07A after employee record selected Employment Verification Report Runtime Parameter Form HHVER01A Historic Advice Of Deposit Print Runtime Parameter Form HHCHK06S Historic Check Print Runtime Parameter Form HHCHK10S Historic Check Register Runtime Parameter Form HHCHK01A Historic Ded/Ben Report By Employee Runtime Parameter Form HHDED02A Historic Hours Worked Runtime Parameter Form HHCHK03A Historic Labor Distribution Runtime Parameter Form HHDIS04A Historic Leave Accruals Report Runtime Parameter Form HHAC01A Historical Medium Register Report Runtime Parameter Form HHSUM05A Insurance Register Runtime Parameter Form HHDED03A Labor Distribution By Account Runtime Parameter Form HHDIS01A

434 Index Labor Distribution By Employee Runtime Parameter Form HHDIS02A Labor Distribution Invalid/Inactive Accts Runtime Parameter Form HPDIS03A Labor Distribution Report Runtime Parameter Form HPDIS01A Leave Accrual Report/Posting Runtime Parameter Form HELVE03A Leave Liability Report (Balances) Runtime Parameter Form HELVE2A Leave Liability Report Runtime Parameter Form HELVE07A Leave Usage Report/Posting Runtime Parameter Form HELVE02A Life Over $50,000 Listing Runtime Parameter Form HEDED09A Missing Employee Deductions & Benefits Runtime Parameter Form HEDED03A Pay Control form HMPCL01A Pay History By Date Range (vers 1) Runtime Parameter Form HHDET01A Pay History By Date Range (vers 2) Runtime Parameter Form HHDET02A Pay History By Date Range (vers 3) Runtime Parameter Form HHDET03A Payments Against Contracts Runtime Parameter Form HEPAY03A Payroll Accrual List Runtime Parameter Form HHACR01A Payroll Advice Print Runtime Parameter Form HPCHK06S Payroll Calculation Totals Runtime Parameter Form HPEDT08A Payroll Check Print Runtime Parameter Form HPCHK05S Payroll Ded/Ben Register Runtime Parameter Form HPEDT05A Payroll History form HHINQ01A , 178 Payroll Input By Account No Runtime Parameter Form HPINP01B Payroll Input form HEPAY06A Payroll Input form - HEPAY06A with employee pay record displayed Payroll Input Report Runtime Parameter Form HPINP01A Payroll Medium Register Runtime Parameter H Form HPEDT09A Payroll Short Register Runtime Parameter Form HPEDT03A Payroll Tax Totals Runtime Parameter Form HHSUM01A Payroll Totals Detail Report Runtime Parameter Form HHSUM02A Payroll Tracking Deductions/Benefits Report Runtime Parameter Form HPSUM02A Payroll Tracking Runtime Parameter Form HPTRC01A Pays History Inquiry HHINQ03A Portal Time Entry Audit Report Runtime Parameter Form HPETE01A Portal Time Import form HEPTE01A 402 Post Leaves to Additional Pay Runtime Parameter Form HLPAY01A Profiles form AMPRF01A illustrating profile key definitions Report Specifications Master form FMRPT01A Social Security Contributions Runtime Parameter Form HHSSC01A Stipend Master form SMSTI01A Substitute Work History Runtime Parameter Form HESUB01A Time Entry form HEPAY08A Time Entry form with data HEPAY08A 56 Update Payroll History form HYPAY02A Validate Accounts form HPDIS02A. 146 Void Check form HCVOI01A HCINQ01A Search by Control No Search by employee name HCINQ02A Amounts tab Checks tab Direct Deposit tab Other tab HCINQ03A HCVOI01A HEDED01A HEDED02A HEDED03A

435 Index HEDED09A HEDIR01A HEFTE02A HELVE01A HELVE02A HELVE03A HELVE04A , 240 HELVE06B HELVE07A HELVE12A HEPAY02A HEPAY03A HEPAY06A Employee Pay Records block Navigating Payroll Input block With employee pay record displayed. 62 HEPAY07A After employee record selected HEPAY08A , 56 HEPTE01A HESUB01A HHAC01A HHACR01A HHCHK01A HHCHK03A HHCHK06S HHCHK10S HHDED01A HHDED01B HHDED02A HHDED03A HHDED04A HHDET01A HHDET02A HHDET03A HHDIS02A HHDIS04A HHINQ01A Search by one employee Search for multiple employee check records 178 HHINQ02B Accounts tab Amounts tab Checks tab Direct Deposit tab Other tab HHINQ03A HHINS02A HHLVE01A HHSSC01A HHSUM01A HHSUM02A HHSUM05A HHVER01A Historic Advice Of Deposit Print Runtime Parameter Form HHCHK06S Historic Check Print Report Historic Check Print Runtime Parameter Form HHCHK10S Historic Check Register Field cross-reference table Historic Check Register Runtime Parameter Form HHCHK01A Historic Ded/Ben Report By Employee Runtime Parameter Form HHDED02A Historic Hours Worked Runtime Parameter Form HHCHK03A Historic Hours/Days Worked Field cross-reference table Historic Hours/Days Worked Report. 376 Historic Labor Distribution Field cross-reference table Historic Labor Distribution by Account Field cross-reference table Historic Labor Distribution by Account Report Historic Labor Distribution By Employee Field cross-reference table Historic Labor Distribution By Employee Report Historic Labor Distribution Report Using a Report Specifications Master Historic Labor Distribution Runtime Parameter Form HHDIS04A Historic Leave Accruals Field cross-reference table

436 Index Historic Leave Accruals Report Historic Leave Accruals Report Runtime Parameter Form HHAC01A Historic Payroll Advice of Deposit Historic Reports Bond Report Deduction/Benefit Historic Report Deduction/Benefit Historic Report by Deduction/Benefit Code/Plan Employee Deduction/Benefit Historic Report Employment Verification by Pay Period Report Historic Check Print Report Historic Check Register Historic Hours/Days Worked Report. 376 Historic Labor Distribution by Account Report Historic Labor Distribution By Employee Report Historic Labor Distribution Report Using a Report Specifications Master Insurance Register Life Over $50,000 Listing Pay History By Date Range (Version 2) Report Pay History By Date Range (Version 3) Report Payments Against Contracts Report. 304 Payroll History By Date Range (Version 1) Report Payroll Tax Totals Report Payroll Totals Detail Report Social Security Contributions Report. 363 Historical Medium Register Report Field cross-reference table Historical Medium Register Report Runtime Parameter Form HHSUM05A Historical Reports Historic Payroll Advice of Deposit Historical Medium Register Report HLENT02A , 34 Background block Employee Job Information block Leave Input block Master block Parts of Substitute block HLINQ01A Multiple leaves on same date displayed in a bubble Multiple leaves on same date in the Message bar HLPAY01A HLPAY02A HMEMP01A Advice Print Options illustration HMPCL01A HMPCL02A HMPCL03A HPCHK02A HPCHK05S HPCHK06E HPCHK06S HPDIR01A HPDIR02A HPDIS01A HPDIS02A HPDIS03A HPEDT01A HPEDT02A HPEDT03A HPEDT04A HPEDT05A HPEDT06A HPEDT08A HPEDT09A HPETE01A report HPEXP01A HPINP01A HPINP01B HPSUM01A HPSUM02A , 221 HPTRC01A HYLVE01A HYPAY01A HYPAY02A

437 Index I Inquiries Employee Leave Taken Employee Leave Taken Calendar View Payroll Calculations Payroll History Insurance Register Field cross-reference table Insurance Register Runtime Parameter Form HHDED03A L Labor Distribution Invalid/Inactive Accounts Report Labor Distribution Post to FAS Report Field cross-reference table Labor Distribution Accounting Transactions Creating Labor Distribution By Account Runtime Parameter Form HHDIS01A Labor Distribution By Employee Runtime Parameter Form HHDIS02A Labor Distribution Invalid/Inactive Accts Runtime Parameter Form HPDIS03A Labor Distribution Report Field cross-reference table Labor Distribution Report - Post to FAS Labor Distribution Report Runtime Parameter Form HPDIS01A Labor Distribution to Adjusting Journals Posting Labor Distribution Update Create Accounting Transactions Printing the Labor Distribution Invalid/ Inactive Accounts Report Verification process Leave Accrual Posting Report Field cross-reference table Running Leave Accrual Report/Posting Runtime Parameter Form HELVE03A Leave Accruals Posting Leave Amount Clearing totals Leave Input Creating Substitute Pay Creating Substitutes Pay Records Leave Liability Report Field cross-reference table Leave Liability Report (Balances) Field cross-reference table Leave Liability Report (Balances) Runtime Parameter Form HELVE12A Leave Liability Report Runtime Parameter Form HELVE07A Leave Processing Checklist Leave Reports Employee Attendance History Report 260 Employee Leave Available Report Employee Leave Taken Report Historic Leave Accruals Report Leave Liability Report Leave Liability Report (Balances) Substitute Work History Report Leave Taken Leaves Posted to Additional Pay Report 45 Loading Paid Leave and Dock Records to Payroll Input Loading Pay Records Posting Leave Taken by Employees Assigning a Substitute Entering Leave Records Managing Leave Taken Posting Report Leave Usage Report/Posting Runtime Parameter Form HELVE02A Leaves Posted to Additional Pay Report Life Over $50,000 Listing Field cross-reference table Life Over $50,000 Listing Runtime Parameter Form HEDED09A Loading Paid Leave and Dock Records to Payroll Input Loading Pay Records from Leave Taken

438 Index M Maintaining Pay Records Managing Leave Taken by Employees. 32 Missing Deduction Benefits Register. 280 Missing Employee Deductions & Benefits Runtime Parameter Form HEDED03A Modifying Employees Pay Records P Pay Control form HMPCL01A Pay Control Record Maintaining the header Maintaining the line details Pay History By Date Range Version 2 Details field cross-reference table Version 3 Details field cross-reference table Pay History By Date Range (vers 1) Runtime Parameter Form HHDET01A Pay History By Date Range (vers 2) Runtime Parameter Form HHDET02A Pay History By Date Range (vers 3) Runtime Parameter Form HHDET03A Pay History By Date Range (Version 2) Report Pay History By Date Range (Version 3) Report Pay Records Maintenance Modifying Employees Pay Records Time Entry Payments Against Contracts Field cross-reference table Payments Against Contracts Report. 304 Payments Against Contracts Runtime Parameter Form HEPAY03A Payroll Accounting Labor Distribution Update Posting Labor Distribution to Adjusting Journals Payroll Accrual List Running Payroll Accrual List Runtime Parameter Form HHACR01A Payroll Accrual Report Field cross-reference table Payroll Accruals Calculating Creating Journal Entries Posting Running the Calculation Payroll Accruals Report Payroll Advice Print Runtime Parameter Form HPCHK06S Payroll and Leave Processing checklist.2 Payroll Calculation Running the Payroll Calculation Inquiry Details Multiple Employees One Employee Payroll Calculation Totals Runtime Parameter Form HPEDT08A Payroll Check Print Runtime Parameter Form HPCHK05S Payroll Checklists Combined Payroll and Leave Processing 2 Leave Processing Payroll Processing Payroll Checks Check Print Process Check stock requirements Prerequisites Printing Voiding Payroll Control Record maintenance..21 Payroll Ded/Ben Register Runtime Parameter Form HPEDT05A Payroll History Updating Payroll History By Date Range Version 1 Details Field cross-reference table Payroll History By Date Range (Version 1) Report Payroll History form HHINQ01A Search by one employee Search for multiple employee check records

439 Index Payroll History Inquiry Details Multiple Employees One Employee Payroll Input Field cross-reference table Payroll Input by Account No Payroll Input By Account No Report Field cross-reference table Payroll Input By Account No Runtime Parameter Form HPINP01B Payroll Input form - HEPAY06A With employee pay record displayed. 62 Payroll Input form HEPAY06A Employee Pay Records block Navigating Payroll Input block Payroll Input Report Payroll Input Report Runtime Parameter Form HPINP01A Payroll Leave reports Payroll Long Register Field cross-reference table Printing the Payroll Medium Register Running the Payroll Medium Register Report Field cross-reference table Payroll Medium Register Runtime Parameter Form HPEDT09A Payroll Preparation Clearing Leave Amounts Clearing Payroll Totals Creating Substitute Pay from Leave Input Leave Taken by Employees Loading Pay Records From Leave Taken 45 Pay Record maintenance Payroll Control Record maintenance.. 21 Posting Leave Taken Payroll Processing Creating a Direct Deposit File Creating a Pre Notification File Generating Advice of Deposit documents Pre-Check Registers Printing Payroll Checks Running the Payroll Calculation Updating Payroll History Payroll Processing Checklist Payroll Reports Calculation Earnings Report Calculation Error Listing Calculation Totals by Location Report 220 Calculations Totals by Employee Category Report Check Receipt Log Credit Union Report Payroll Input by Account No Payroll Totals Report Payroll Tracking Deductions/Benefits Report Payroll Tracking Report Payroll reports and registers Payroll Short Register Field cross-reference table Running the Payroll Short Register report Payroll Short Register Runtime Parameter Form HPEDT03A Payroll Tax Totals Report Field cross-reference table Payroll Tax Totals Runtime Parameter Form HHSUM01A Payroll Totals Detail Report Field cross-reference table Payroll Totals Detail Report Runtime Parameter Form HHSUM02A Payroll Totals Report Field cross-reference table , 219 Payroll Tracking Deduction/Benefits Report Field cross-reference table Payroll Tracking Deductions/Benefits Report Payroll Tracking Deductions/Benefits Report Runtime Parameter Form HPSUM02A Payroll Tracking Report , 193 Field cross-reference table Payroll Tracking Runtime Parameter Form HPTRC01A Pays History Inquiry HHINQ03A PDF tools xiv 422

440 Index Portal Time Entry Audit Report Approved Time Records Disapproved (Revised) Time Records 405 Five sections Incomplete Time Records Missing Time Records Running Troubleshooting Unapproved (Submitted) Time Records Portal Time Entry Audit Report Runtime Parameter Form HPETE01A Portal Time Import form HEPTE01A 402 Portal Time Import Process Program updates running Portal Time Import program Post Leaves to Additional Pay Runtime Parameter Form HLPAY01A Posting Leave Taken , 43 Running the Leave Taken Posting Report Pre Notification File Creating Pre-Check Registers Pre-check Registers Calculation Deduction/Benefit Register Payroll Input Report Payroll Long Register Payroll Medium Register Payroll Short Register Prerequisites Advice of Deposit documents Advice of Deposit Employee Master File Parameters Advice of Deposit Profile keys Payroll Checks Stipends Profile Keys DIRECT_DEPOSIT_OPTIONS SHOW_DIRECT_DEPOSIT_OPTIONS. 120 Profiles form AMPRF01A Profile key definition illustration Publications xv R Report illustrations Active Employee FTE and Time Advice of Deposit Bond Report Calculation Deduction/Benefit Register Calculation Earnings Report Calculation Error Listing Calculation Totals Errors & Warnings.77 Calculation Totals by Work Location. 222 Calculations Totals by Employee Category Check Receipt Log (page breaks by location) Check Receipt Log (sorted by employee) Create Substitute Pays From Leaves..51 Credit Union Report Deduction Benefits by Ded Ben Code 278 Deduction/Benefit Historic Report Deduction/Benefit Historic Report by Deduction/Benefit Code/Plan Direct Deposit Transmittal record (summary information) Direct Deposit Transmittal record (trailer sheet) Earnings Forecast Report Employee Attendance History Employee Ded/Ben Master Listing Employee Deduction/Benefit Historic Report Employee Direct Deposit Listing Employee Leave Taken Employee Leaves Available Employee Leaves by Location Employee Listing Employment Verification by Pay Period Historic Check Register Historic Hours/Days Worked Historic Labor Distribution Historic Labor Distribution by Account 337 Historic Labor Distribution By Employee

441 Index Historic Leave Accruals Historical Medium Register Report Historical Medium Register Report (Page 2) Historical Medium Register Report (Page 3) Insurance Register Labor Distribution - Invalid/Inactive Accounts Labor Distribution Report Labor Distribution Report - Post to FAS Leave Accrual Posting Report Leave Liability Report Leave Liability Report (Balances) Leave Taken Posting Report Leave Taken Posting Report Show Errors Only Leaves Posted to Additional Pay Life Over $50,000 Listing Missing Deduction Benefits Register. 282 Pay History By Date Range (vers 2) Details Pay History By Date Range (vers 3) Details Payments Against Contracts Payroll Accrual Payroll History By Date Range (vers 1) Details Payroll Input Payroll Input By Account No Payroll Long Register (Page 1) Payroll Long Register (Page 2) Payroll Long Register (Page 3) Payroll Medium Register , 88 Payroll Short Register Payroll Tax Totals Report Payroll Totals Detail Report Payroll Totals Report Payroll Tracking Deduction/Benefits Report Payroll Tracking Report Portal Time Entry Audit Report Approved Time Records Portal Time Entry Audit Report Disapproved (Revised) Time Records Portal Time Entry Audit Report Incomplete Time Records Portal Time Entry Audit Report Missing Time Records Portal Time Entry Audit Report Unapproved (Submitted) Time Records Substitute Work History Report Specifications Master form FMRPT01A Reports Active Employee FTE and Time Worked by Account Number Bond Report Calculation Deduction/Benefit Register Calculation Earnings Report Calculation Error Listing Calculation Totals by Location Report 220 Calculations Totals by Employee Category Report Check Receipt Log Create Substitute Pays From Leaves..49 Credit Union Report Deduction/Benefit Historic Report Deduction/Benefit Historic Report by Deduction/Benefit Code/Plan Deduction/Benefits by Ded/Ben Code Report Earnings Forecast Report Employee Attendance History Report 260 Employee Deduction/Benefit Historic Report Employee Deduction/Benefit Master Listing Employee Direct Deposit Listing Employee Leave Available Report Employee Leave Taken Report Employee Leaves by Location Report 282 Employee Listing Employment Verification by Pay Period Report Historic Check Print Report Historic Check Register Historic Hours/Days Worked Report. 376 Historic Labor Distribution by Account Report Historic Labor Distribution By Employee Report

442 S Historic Labor Distribution Report Using a Report Specifications Master Historic Leave Accruals Report Historic Payroll Advice of Deposit Historical Medium Register Report Insurance Register Labor Distribution Invalid/Inactive Accounts Report Labor Distribution Report - Post to FAS 148 Labor Distribution Update Leave Accrual Posting Report Leave Liability Report Leave Liability Report (Balances) Leave Taken Posting Report Leaves Posted to Additional Pay Report 45 Life Over $50,000 Listing Missing Deduction Benefits Register. 280 Pay History By Date Range (Version 2) Report Pay History By Date Range (Version 3) Report Payments Against Contracts Report. 304 Payroll Accrual Payroll Accrual List Payroll History By Date Range (Version 1) Report Payroll Input by Account No Payroll Input Report Payroll Long Register Payroll Medium Register Payroll Short Register Payroll Tax Totals Report Payroll Totals Detail Report Payroll Totals Report Payroll Tracking Deductions/Benefits Report Payroll Tracking Report Social Security Contributions Report. 363 Standard selection criteria definitions 188 Substitute Work History Report SHOW_DIRECT_DEPOSIT_OPTIONS profile key SMSTI01A Social Security Contributions Report. 363 Social Security Contributions Runtime Parameter Form HHSSC01A Standard selection criteria Copies Destination Format Destination Name Destination Type Stipend Master Stipend Master form SMSTI01A Stipends Prerequisites Substitute Pay Substitute Work History Field cross-reference table Substitute Work History Report Substitute Work History Runtime Parameter Form HESUB01A T Tables Formatting conventions xiv Time Entry Entering an Employee s Non-regular Work Hours Entering Time for an Employee s Pay Record 56 Filter options Filtering the Employee Pay Records..54 Time Entry form HEPAY08A Time Entry form with data HEPAY08A U Update Payroll History form HYPAY02A V Validate Accounts form HPDIS02A. 146 Verifying Labor Distribution is Correct 137 Void Check form HCVOI01A Voiding a payroll check

443 Index W Web Sites xvii Weekly Blended Overtime Calculating examples Weekly Blended Overtime Calculations 2 Hours OT because total productive hours exceed weekly threshold by 2 hours Example # Hours OT charged per day when time worked > standard time per day Example # Hours OT because total productive hours exceed weekly threshold Example # Hours OT charged per day when time worked > standard time per day Example # No OT because total productive hours do not exceed weekly threshold Example #

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