Overview This document explains the procedures used to process a paybatch through the approval process.

Transcription

1 Background 3M requires the sales managers or operations managers to approve the payments processed through VICS. A routing and approval process was created to send the payment information to the approvers via . The approvers can either login to the VICS application or use their mobile device for approving. Overview This document explains the procedures used to process a paybatch through the approval process. A Payment approver can either approve or reject the paybatch. The approver has to approve ALL paysheets or reject ALL paysheets. Paysheets submitted for approval cannot be modified or adjusted. But at times, changes to the payout amounts or modification to the paybatch are required. In this case, the analyst has to ask the approver, whose approval is still pending, to reject the paysheets. Rejecting the paysheets reset the paysheets to an Unpaid status enabling the comp analysts to make the necessary changes to the paysheets. Once the changes are made successfully, the paysheets can be locked and re-submitted for approval. The comp analysts will receive s after each approver approves the payment batches. On the other hand, if corrections to the paysheets are required after they have been approved the compensation analyst should contact the VICS team. How to Lock and Submit the Paysheets Submitting the paysheets for approval generates an to the first approver. An is also sent to the analyst stating that the paybatch was sent for approval and who is the approver.. Use the 3M <Division> Comp Analyst Responsibility 1. Click on the 3M <Division> Comp Analyst folder. 2. Then click on the Calculate and Pay folder. 3. Select the task Pay Batches and Worksheets VICS M.docx Page 1 of 10

2 4. The Payment Batches screen is displayed. 5. The top panel of the screen is to searching for existing payment batches. 6. You may search for an existing paybatch by using the fields in the search criteria section. 7. Select the Operating Unit 8. You can enter part or all of the Batch Name. 9. You can search by Pay Group. 10. You can also search by the status of the Paybatch. Statuses are: Unpaid, Frozen, or Paid. 11. You can search by Period or Month for which the Paybatch payment was made or created. 12. When you are done enter all your search criteria, click the Go Button. How to Lock the Paysheets 1. Open all Paysheets by clicking on the Paysheets icon.. 2. To select all paysheets click on the Select All link. This will place a checkmark next to the names of all the resources listed on the page displayed. 3. In the Select Paysheets field use the down arrow and select Lock. 4. Click the Go Button. 5. The Paysheet Status column will show a status of Locked for all resources on this page. >> Note: Make sure you repeat this process for all pages of the paysheets. Click Save when done. VICS M.docx Page 2 of 10

3 How to Submit the Paysheets Rule #1: The approval hierarchy for the pay group has to be set up before you submit the paysheets for approval. Rule #2: All paysheets have to be submitted for a paybatch to be approved 1. Open all Paysheets by clicking on the Paysheets icon. 2.! Important! All paysheets have to be in a locked status before they can be submitted. 3. To select all paysheets click on the Select All link. This will place a checkmark next to the names of all the resources listed on the page. 4. In the Select Paysheets field use the down arrow and select Lock. 5. Click the Go Button. 6. The Paysheet Status column will show a status of Submitted for all resources on this page. >> Note: Make sure you repeat this process for all pages. Click Save when done. VICS M.docx Page 3 of 10

4 How to Freeze a Paybatch When all pay batches are approved, the comp analyst has to Freeze the Paybatch and mark it for Specpay. Use the 3M <Division> Comp Analyst Responsibility 1. Click on the 3M <Division> Comp Analyst folder. 2. Then click on the Calculate and Pay folder. 3. Select the task, Pay Batches and Worksheets 4. The Payment Batches screen is displayed. 5. The top panel of the screen is used to search existing pay batches. 6. You may search for an existing paybatch by using the below fields to enter your search criteria. 7. Select the Operating Unit 8. You can enter part or all of the Batch Name. 9. You can search by Pay Group. 10. You can also search by the status of the Paybatch. Statuses are: Unpaid, Frozen, or Paid. 11. You can search by Period or Month for which the Paybatch payment was made or created. 12. When you are done entering all your search criteria, click the Go Button. VICS M.docx Page 4 of 10

5 13. All the available payment batches will be shown. 14. Place a checkmark in the Select column next to the Paybatch you want to freeze. 15. In the Select Payment Batches field, select Freeze from the list of values. 16. Click the Go button. 17. You will get a confirmation message at the top of the screen indicating that the paybatch is now frozen. 18. Also notice the Status of the Paybatch is now Frozen. 19. You can unfreeze the batch by selecting the Paybatch with a checkmark in the select field and selecting Unfreeze from the list of values in the Select Payment Batches field. VICS M.docx Page 5 of 10

6 20. Next step is to mark the Paybatch ready for spec pay. How to mark a pay batch for Spec Pay Use the 3M <Division> Comp Analyst Responsibility 1. Click on the 3M <Division> Comp Analyst folder. 2. Then click on the 3M Specpay Setup. 3. Select the task Mark Batch for SpecPay 4. The 3M Mark Payment Batches for Specpay screen is displayed. 5. In the Operating Unit field enter the operating unit. 6. Click the Go button. VICS M.docx Page 6 of 10

7 7. The Batch Name section will display all the available pay batches.! Important! Paybatches must have a status of Frozen and ALL paysheets must be approved in order to be available for SpecPay. 8. Place a checkmark in the Mark for SpecPay box for all Paybatches you wish to submit for payment. 9. Click Apply button. 10. You will see a confirmation message at the top of the screen indicating that the paybatch has been marked for SpecPay. 11. Notice the paybatch disappears from the list of available paybatches to mark. This is normal since this screen is only used to mark the batches for SpecPay. How to unmark a pay batch for Spec Pay Use the 3M <Division> Comp Analyst Responsibility 1. Click on the 3M <Division> Comp Analyst folder. 2. Then click on the 3M Specpay Setup. 3. Select the task, Remove Batch for SpecPay VICS M.docx Page 7 of 10

8 4. The 3M Remove Payment Batches for Specpay screen is displayed. 5. In the Operating Unit field enter the operating unit. 6. Click the Go button. 7. Remove the checkmark from the Mark for Specpay column next to the Paybatch you want to remove. 8. Click Apply. 9. You will receive a confirmation that the paybatch has been removed from SpecPay. 10. Notice the Paybatch disappears from the screen as it has now been removed. VICS M.docx Page 8 of 10

9 How to Run SpecPay Preview Report Last chance! This is the last opportunity analysts have to review the payment amounts marked for SpecPay before the payments are captured by the SpecPay weekly process. If errors are found, the pay batches should be unmarked following the steps explained in the previous section. Use the 3M <Division> Comp Analyst Responsibility 1. Click on the 3M <Division> Comp Analyst folder. 2. Then click on the Requests Folder. 3. Select the task, Schedule. 4. This opens the Schedule Request: Name Screen. 5. In the Program Name field, enter 3M OIC Specpay Payment Preview report 6. In the Operating Unit field, select your Operating Unit 7. Click the Next Button. 8. The Schedule Request: Parameters screen is now displayed. 9. Payment Status: enter Pending to see the payments that have been marked for Specpay but not paid yet. 10. Start Date: should be the beginning of the payment month. 11. End Date: should be the ending of the payment month. 12. Click the Submit button. VICS M.docx Page 9 of 10

10 13. Click Submit again. 14. Click OK button. 15. This will bring you to the Monitor screen where you can verify that the program has completed. 16. Click on the Output icon. This will export the file into Excel for your review. VICS M.docx Page 10 of 10