HRevolution Payroll (HRe5P), Ceridian Payroll Solution 1 (CPS1), and Ceridian Payroll Solution 2 (Source Payroll) Run Payroll / Part Trials Version 1.0, June 2010
Copyright Notice While every effort is made to ensure that the contents of this document are accurate, Ceridian UK Ltd. does not guarantee that the products and services described herein, or any related literature, will be error-free or always available, and reserves the right to make changes without notice. Any names and examples used are fictitious, unless stated otherwise. No part of this document may be reproduced, transmitted or stored in a retrieval system, in any form or by any means without written permission of Ceridian UK Ltd. Acknowledgements Microsoft, MS-DOS, Windows, and Excel are trademarks of the Microsoft Corporation. HRevolution Payroll, CPS1, and CPS2 (Source Payroll) Run Payroll / Part trials Version 1.0, June 2010 Published by Ceridian UK Ltd., 100 Longwater Avenue, GreenPark, Reading. RG2 6GP. Copyright Ceridian UK Ltd. 2010. All rights reserved. 2
Contents Introduction...4 The Part Trial Concept...4 Run Payroll Part Trials: HRevolution Payroll (HRe5P) and CPS1...6 Activate Flexible Processing...6 Transmit Data...7 View Reports...9 Run Payroll Part Trials: CPS 2 (Source Payroll)...10 Activate Flexible Processing...10 Trial Payrun Options...11 Contact Information...12 Training...12 Ceridian Web Sites...12 Ceridian Contact Details...12 Additional Payroll Services...13 Compulsory In year Electronic Filing...13 Online Reporting...13 Online Payroll Documents...14 3
Introduction Following the introduction of Run Payroll Ready to Run in February 2010, Ceridian is pleased to announce a further innovation in adding user flexibility and control to its payroll services. Ceridian continues to transform its older calendar based batch processing model into a new and modern flexible service to meet customer needs whilst retaining its strong current extensive calculation capability. New Flexible Processing functionality is now available for Ceridian Payroll users. Trial payroll facilities have been available in Ceridian Payroll since 1994 allowing customers the opportunity of undertaking up to 2 (price inclusive) full trials to enable user checking and verification of payroll data prior to the final live payroll process and payment of employees monies. Trial payrolls operated on a general 2 to 4 hour turnaround with some specific restriction around peak live payroll processing times. All employees were processed on trial runs even where only a few employees may have had any further changes applied. Run Payroll Part Trials allows the user a number of additional new options to enable improved payroll accuracy and flexibility. These new capabilities enable you to undertake part trial processing of payroll for data validation or a single or sub-selection of employees with faster turnaround of results. The new functionality is available in HRevolution Payroll (HRe5P), CPS1, and CPS2 (Source Payroll). The Part Trial Concept Run Payroll Part Trial operates on a basis of undertaking a trial payroll process for new data only or for a select group or sub set of employees. For users of the reporting tool Ceridian Online Reports (COR), the same principle applies. Part Trial data is available for viewing and reporting. The resulting output and PayBase/COR (where applicable) relates to the employees processed within the Part Trial payroll and not all employees on the payroll. For PayBase/COR, these are merged with any prior trial payroll data for that payroll period. For example, if a company has 100 employees and requests a part trial process of 5 employees, then the corresponding result reflects and adds to PayBase/COR the updates for the 5 employee only. If a further 5 employees were to be subsequently processed, the data results for the 5 additional employees are returned and merged with any prior trial data processed. So now PayBase/COR would have 10 employees. If a further trial processed additional data for 1 employee on the first part trial and 1 employee on the second part trial, the responding data would update and replace 2 employee records. So you would be able to still see all 10 employees with the latest updates applied to the 2 employees. Of course, if you require a full payroll result from a trial payroll, then you should request a full trial payroll. Once processed any additional Part Trials response data will overwrite the relevant individual employee records giving the user the latest full payroll result. So the following scenarios are catered: 4
To see the results of data for a single or a sub set of employees without the need of seeing all payroll results or other employees run a Part Trial this will return results and data for the employee records impacted (these will be merged with any prior trial payroll results). Only data from this and prior part trials will be available for viewing and reporting. To see the result of the entire payroll with all data so far known run a Full Trial this will return results and data for the entire payroll, even for employees who have no additional data this time. This will count towards the standard service inclusive 2 full trial limit. Full payroll data is available for viewing and reporting. To make further updates where new data is received, to make other changes or undertake corrections run a Part Trial this will return results and data to update the employee records impacted (these will be merged with prior trial payroll results). So if a prior full trial has been processed, all employee records are available for viewing and reporting. If for any reason you believe that things have gone out of order or the results may not be reflecting the current true position expected run a Full Trial - this will reprocess all employees and return results and data for the entire payroll. This will count towards the standard service inclusive 2 full trial limit. Full payroll data is available. Please note: Part trials do not count towards the standard service trial payroll limit. Full Trials do count towards your agreed trial processing limit. 5
In order to use Run Payroll Part Trials Flexible Processing, it must first be activated in your payroll data entry user interface as detailed below. Run Payroll Part Trials: HRevolution Payroll (HRe5P) and CPS1 Activate Flexible Processing To activate Flexible Processing in HRevolution Payroll or CPS1, open the Special Parameters screen, and check the Flexible Processing in use checkbox. Figure 3. Select Flexible Processing in use 6
Transmit Data The Trial option in the Transmit Data screen now offers an additional range of possible trial transmissions. Figure 2. Transmit Data Screen Run My Trial Employees with New Data Select Trial and use the pull down list to choose from the following additional options: Run My Trial Selected Employees Process a trial payroll for a selection of employees based on the limited by Selection Set and Pay Period if selected. This will trigger trial payroll processing for the selected employees even where there are no new data items to be applied. Run My Trial for Employees with New Data Run a trial for all employees contained in batches created since the most recent transmission. This will trigger trial payroll processing for all employees where there are data changes present Run My Trial Data Validation Only RESERVED FOR FUTURE USE DO NOT USE 7
Figure 3. Transmit Data Screen Run My Trial Selected Employees Figure 4. Employee Selection (test data display only) 8
View Reports When Flexible Processing is enabled, the following naming conventions apply: Report Names: Anyyyyypp.dat, where: - n = 1-7 depending upon the report - yyyy = Tax Year. - pp = period; 99 for standard trial runs, 79 for Run My Trial Data Validation Only. File Names: AnyyyyppTxxddmmyyA.dat - n = 1-7 depending upon the report - yyyy = Tax Year. - pp = period; 99 for standard trial runs, 79 for Run My Trial Data Validation Only. - xx = Trial Number. - ddmmyy = run date. 9
Run Payroll Part Trials: CPS 2 (Source Payroll) Activate Flexible Processing Before Flexible Processing can be used in Source, the functionality must be activated via the Company Setup screen. Select: System Manager>Payroll>Company Setup>Basic Details Tab. Figure 5. Select Flexible Processing 10
Trial Payrun Options The Trial Payrun options are selected from the Transmission Wizard. Figure 6. Transmit Data Screen Select Trial and use the pull down list to choose from the following options: Run My Trial Selected Employees This will enable you to process a trial payroll for a selection of employees. This will trigger trial payroll processing for the selected employees even where there are no new data items to be applied. You will be prompted for a Selection Set to determine the employees to be processed. The employees will be presented in a grid to allow you to de-select/select any from the selection. A payroll result file will be generated for the processed employees only, and the Auto- Download options will be available. Source will load the payroll data for those employees present on the file. Run My Trial for Employees with New Data This will trigger trial payroll processing for all employees where there are data changes present A payroll results file will be generated for the processed employees only, and the Auto- Download options will be available. Source will load the payroll data for those employees present on the file. Run My Trial Data Validation Only RESERVED FOR FUTURE USE _ DO NOT USE 11
Contact Information Training To discuss any additional training requirements, please call the Ceridian Training Administrator on 0161 888 8519, or e-mail trainingenquiries@ceridian.com Ceridian Web Sites For details about other Ceridian products, please see our web site: http://www.ceridian.co.uk Ceridian Contact Details For contact details, plus further information on Ceridian and our products and services, please consult http://www.ceridian.co.uk 12
Additional Payroll Services What additional payroll services can Ceridian help you with? Compulsory In year Electronic Filing New government legislation requires employers with 50 or more employees to file their inyear P45 and P46 documents electronically. Since April 2009, HMRC (Her Majesty s Revenue and Customs) have potentially penalised and fined employers who submit paper documents. Companies have been using our value-added Ceridian Electronic Exchange (ElEx/EDI) service for over 10 years. They benefit from: Reduced costs Faster, more accurate submissions Reduced paperwork Legislative compliance Improved security Interested? Let us know today and we ll get you started. Ceridian payroll can help by filing these in-year forms electronically for you now. Equally, the service can also handle automated application of Tax Code updates (P6, P6B and P9), as well as Student Loan instructions. Minimal manual intervention is required, and the process is straight-forward, simple and affordable. Online Reporting Imagine having all your payroll data at your fingertips. Imagine a paperless payroll that saves you both time and money. Imagine a secure environment in which you can view the payroll information you want, as you want it. As a valued Ceridian client, all of this is available to you. Ceridian s Online Reporting Solution has been designed by payroll professionals for payroll professionals. You can: Produce instant, personalised payroll reports Increase efficiency, saving time and money Reduce the risk of loss, damage or theft Reduce your carbon footprint by going paper-free 13
Online Payroll Documents Ceridian s Online Payroll Documents solution allows you to provide your employees with electronic payslips and P60 information, helping you drive down costs and increase the visibility of your HR and payroll team within the business. Accessed through the Ceridian HRevolution portal, the solution: gives employees rapid access to their payslips cuts down on administration and paper consumption explains payslips to employees, reducing the number of queries As a part of Ceridian Online Reporting, Online Payroll Documents is fully web-based, secure, and accessible 24 hours per day, every day of the year, improving the way your employees interact with your HR and payroll team. A powerful yet simple-to-use administration system allows you to send out messages to employees on pay and reward, and to make payslips available whenever you choose. If you are interested in any of the above services give us a call on 0800 733 337 or complete our online enquiry form: http://www.ceridian.co.uk/hr/form/enquiries/1,4235,160,00.html 14