HRPyramid Release 5.0 introduces a number of changes to HRPyramid. Release 5.0 Major Updates COBRA Administration: now its own module, plus enhancements Child Support Payments: now available via EFT Tax Register File: re-designed, reduced, plus improvements Flexible Spending Accounts: re-designed, including calculations HRPyramid Web Edition: totally re-engineered and re-designed Company Benefits: moved and re-designed Employee 401(k): new features ASO Billing: additional options Client-Based Taxes: support for miscellaneous taxes (for PEOs only) Client Bill Pending: recurring Reports: printer-specific SUTA: self-adjusting calculation method Integrated CRM: new module is optional COBRA Administration New Module COBRA Administration is now a separate module in HRPyramid. Figure 1 The HRPyramid 5.0 main menu, both character and GUI modes Enhancements to COBRA functionality allow you to: F.W. Davison & Company, Inc., 2004 page 1
Assign non-employee COBRA beneficiaries Perform globalized processing Perform mail merges using mvquery Produce notifications and HIPPA certificates For more information, please refer to the COBRA Administration User Guide. Enrollee Purge Utility A new utility has been added that allows you to delete COBRA enrollees that no longer require COBRA benefits or should not be included in the list of enrollees for whatever reason. The process allows you to select individuals or everyone that is displayed on the screen or everyone in the COBRA enrollee file. WARNING: This process permanently purges the selected individuals. Do not use this process unless you are sure you know what you are doing and the results of this process. Starting the Purge Process To use the purge utility, select System Administration > Process > Utility Processing > Purge COBRA Enrollees. Before the system displays the utility, it presents you with the following warning: Figure 2 The warning message After you click the Continue button, the system displays a friendly reminder about shortcut keys to help you make enrollee selections quicker: Figure 3 The message about the F8 and F9 selection shortcuts Page 2 F.W. Davison & Company, Inc., 2004
After you click the Continue button, the system displays the Select Enrollees to Purge screen: Figure 4 Select Enrollees to Purge screen If you want to select more than one enrollee, you can: Hold down the [Ctrl] key and click on individual names (in GUI mode) Press the [F8] key to select all enrollees in the COBRA enrollee file Press the [F9] key to select all enrollees shown in the current page of the Select Enrollees to Purge screen (5 enrollees at a time) The next step is to select the appropriate enrollees, then actually perform the purge. The next three sections explain how to select multiple enrollees, followed by the final section on actually purging them. Selecting Individual Enrollees From the Select Enrollees to Purge screen, hold down the [Ctrl] key and click on individual names. An example is shown in the next figure: Figure 5 Selecting individual enrollees The next step is to actually purging the enrollees. Go to Purging the Enrollees. Selecting All Enrollees From the Select Enrollees to Purge screen, press the [F8] key. The system displays the following screen: F.W. Davison & Company, Inc., 2004 Page 3
Figure 6 Select all employees screen This prompt appears automatically from SB+ and cannot be suppressed. Simply ignore it and click on the Accept button. The system selects every enrollee in the entire COBRA enrollee file. An example is shown in the next figure: Figure 7 Selecting all enrollees The next step is to actually purging the enrollees. Go to Purging the Enrollees. Selecting the Visible Enrollees From the Select Enrollees to Purge screen, press the [F9] key. The system automatically selects only those employees that you can see in the list (up to 5 enrollees, ignoring all others that you are not currently viewing). An example is shown in the next figure: Figure 8 Selecting only those enrollees in the visible list The next step is to actually purging the enrollees. Go to Purging the Enrollees. Purging the Enrollees After you select the enrollees to purge, click on the Accept button. The system displays a warning message: Page 4 F.W. Davison & Company, Inc., 2004
Figure 9 Purge confirmation question If you are sure about purging these enrollees, click on the Yes button. The system displays a message to inform you of the number of records purged: Figure 10 Purge successful For more information about the COBRA module, please refer to the COBRA Administration User Guide. Child Support Payments Release 5.0 supports the ability to make child support payments via EFT. To use EFT child support payments, select System Administration > File > Payroll Code Files > Payee Codes. The system displays the Payee Codes screen, similar to the one shown below: Figure 11 Payee Codes screen with child support payee F.W. Davison & Company, Inc., 2004 Page 5
Set up the appropriate state agency that will receive the child support payment as you would for any other payee. The new feature is the function key that allows you to set up the correct information for a state disbursement unit (SDU). From the Payee Codes screen, press [F5] (SDU Params). The system displays the State Disbursement Unit Parameters screen, similar to the one shown below: Figure 12 The State Disbursement Unit Parameters screen Enter the appropriate EFT information for this payee, which is the unit or division of the state government that receives child support payments. Tax Registers Several major changes have been made to the registers in HRPyramid. These improvements: Reduce disk capacity requirements Increase initialization and post throughput Eliminate full-register rebuilds Re-designed tax registers were released in Version 4.0.4 and resulted in a 50% reduction of required disk space. The continued consolidation has eliminated four registers and added companies to the tax register key. The registers that have been eliminated are: EMPLOYEE.EARN.REGISTER EMPLOYER.DED.REGISTER EMPLOYEE.HOURS.REGISTER EMPLOYEE.125.REGISTER Additionally, you can now rebuild registers for one company at a time. To rebuild the registers for just one company, select Payroll > Process > Other Processing Menu > Rebuild Company Registers. After Page 6 F.W. Davison & Company, Inc., 2004
a warning message, the system displays the Rebuild Company Registers screen, similar to the one shown below: Figure 13 The Rebuild Company Registers screen Flexible Spending Accounts Release 5.0 adds the following features concerning flexible spending accounts: User-defined reimbursement accounts Support for non-calendar plan years Automatic reimbursement scheduling Define applicable reimbursement accounts at the plan level Employee may elect to participate in any of the reimbursement accounts defined for the plan Previously, when you set up flexible spending accounts in Benefits Administration > File > Flexible Spending Accounts Setup, the system allowed you two buckets: one for Medical FSA, the other for Dependent FSA. These were hard-coded FSA types pre-defined in the system. Employee transportation accounts also had two buckets, so those types were added to the system. As time goes on, other types are being proposed and introduced into the industry. In order to keep up and grow dynamically with the industry, Release 5 now gives you the ability to create your own FSA types. To create FSA types, select System Administration > File > Benefit Code Files > Flexible Spending Account Types. User-Defined Reimbursement Accounts To define reimbursement accounts, select System Administration > File > Benefits Code Files > Flexible Spending Account Types. The system displays the Flexible Spending Account Types screen, similar to the one shown below: F.W. Davison & Company, Inc., 2004 Page 7
Figure 14 The Flexible Spending Account Types screen The FSA types are used in Section 125 Plans, as shown in Applicable Reimbursement Accounts at the Plan Level. Applicable Reimbursement Accounts at the Plan Level To define applicable reimbursement accounts, select System Administration > File > Benefits Code Files > Section 125 Plans. The system displays the Section 125 Benefit Plan screen, similar to the one below: Figure 15 The Section 125 Benefit Plan screen Press [F5] (Flex Spending) and the system displays the Flexible Spending Accounts screen, similar to the one shown below: Page 8 F.W. Davison & Company, Inc., 2004
Figure 16 The Flexible Spending Accounts screen As illustrated in the figure above, deduction codes and pay codes may vary by reimbursement account type. Calculations & Non-Calendar Plan Years The calculation for FSAs has changed and is now more precise. The system now calculates according to the number of pay periods. NOTE The calculation changes may produce slightly different results for existing customers. Do not be alarmed that the results are different after you have upgraded to Release 5. In addition, calculations are no longer limited to calendar years you can base them on fiscal years, as well. Automatic Reimbursement Scheduling Screen Shortcuts When you select Employee Benefits > Process > Flexible Spending Account Reimbursement, the system displays the Flexible Spending Account Reimbursement Entry screen, similar to the one in the following figure: F.W. Davison & Company, Inc., 2004 Page 9
Figure 17 The Flexible Spending Account Reimbursement Entry screen You now have the option to go directly into and work in flexible spending accounts and scheduled payments. Click on Flexible Spending Account or Scheduled Payments at the top of the screen. Participate in Any Defined Reimbursement Account To set up the applicable reimbursement accounts for the employee, select Employee Benefits > File > Flexible Spending Accounts. The system displays the Employee Flexible Spending Account screen, similar to the one below: Figure 18 The Employee Flexible Spending Account screen Page 10 F.W. Davison & Company, Inc., 2004
You can create initial balances for new employees. To set up an initial balance, click on Initial Balances in the menu bar above the Employee Flexible Spending Account screen. This option is only active when you are creating a new record. Company Benefits Release 5.0 has a new location for the company benefits processing parameters. Company benefits used to be included in the Company Master. To see them in Release 5.0, select Company Administration > File > Company Benefits. The system displays the Company Benefit Maintenance screen, similar to the one shown below: Figure 19 The Company Benefit Maintenance screen To select from the list of available benefit plans, click on the Show Existing option. To work with group benefits for the company, press [F5] (Group Benefits) from the Company Benefit Maintenance screen. The system displays the Group Benefits Setup screen, similar to the one shown in the figure below: Figure 20 The Group Benefits Setup screen F.W. Davison & Company, Inc., 2004 Page 11
Employee 401(k) Plans Release 5.0 contains several enhancements for 401(k) plans. Elections Based on Effective Dates You can now base employee elections on effective dates. To use this new feature, select Employee Benefits > File > Retirement Plan Enrollment. The system displays the Employee Retirement Plan screen. From the Employee Retirement Plan screen, press [F5] (Elections). The system displays the Election Detail screen, similar to the one shown below: 401(k) Eligibility Rules Figure 21 The Election Detail screen You can now define eligibility rules at the company level. From the Company Benefit Maintenance screen (see Company Benefits ), press [F6] (Eligibility). The system displays the Eligibility Criteria screen, similar to the one shown below: Page 12 F.W. Davison & Company, Inc., 2004
Figure 22 The Eligibility Criteria screen Note: The system will not show this screen unless the plan in the Company Benefit Maintenance screen is a valid retirement plan. Eligibility Processing Release 5.0 has new functionality for 401(k) eligibility processing. The system now: Automatically creates an Eligible Unenrolled record when an employee is newly hired, if rules do not reference annual hours worked Automatically changes Employee Enrollment records from E (Eligible) to A (Active) during initialization Performs look-back processing when eligibility is dependent on annual hours worked, when you select Operations Management > Process > 401(k) Eligibility Processing > Calculate 401(k) Eligibility ASO Billing Options Unbundled billing rules have been enhanced to handle a wider variety of ASO billing options. Specifically, clients can now be billed usage based fees for employee direct deposit, flexible spending account, and employee garnishment processing. To use this new feature, select Company Administration > File > Billing Rules > Unbundled Billing Rules. The system displays the Admin Billing Rules screen. Press [F5] (Addl Criteria). The system displays the Unbundled Rules Other Criteria screen, similar to the one shown below: F.W. Davison & Company, Inc., 2004 Page 13
Figure 23 Unbundled Rules Other Criteria screen Client-Based Taxing (PEOs Only) Two new features have been added to PEO client-based taxing: You can now calculate and report miscellaneous state employer/employee taxes on a per-client basis. To use this new feature, select System Administration > File > System Code Files > Tax Deductions. The system displays the Tax Deduction Code screen, similar to the one shown below: Page 14 F.W. Davison & Company, Inc., 2004
Figure 24 The Tax Deduction Code screen Enter Y in the Calculate/Report at Client Level field to use the new feature. Separate billing options can exist on the template for miscellaneous employer taxes. To use this new feature, select System Administration > File > Billing Code Files > Client Billing Templates. The system displays the Billing Template Maintenance screen. Select the appropriate template ID, then press [F7] (OthTaxes). The system displays the Other Tax Billing Options screen, similar to the one shown below: Figure 25 The Other Tax Code Billing Options F.W. Davison & Company, Inc., 2004 Page 15
Client Bill Pending (PEOs Only) Release 5.0 allows you to make a Client Bill Pending item a recurring bill. To create a recurring client bill pending, select Company Administration > Process > Client Bill Pending. The system displays the Client Bill Pending screen, similar to the one shown below: Figure 26 The Client Bill Pending screen To use the new feature, select a date for the Repeat Thru Date field. After you have entered a date to end the recurring cycle, place the cursor in the Repeat Cycle field and press [F3] for a list of valid entries. An example of the valid entries is shown in the figure below: Figure 27 The F3 list of values for Repeat Cycle field Page 16 F.W. Davison & Company, Inc., 2004
Reports Release 5 includes a screen that allows you to assign certain reports to a specific printer without affecting other users. To assign printer-specific reports, perform the following steps: 1. Select System Administration > File > System Code File > Internal Staff Security Menu > Internal Staff (User) Code Maint. The system displays the Internal Staff Codes screen. 2. Press [F7] (Report Printers). Some users may see the following warning: Figure 28 The Report Printers warning message To correct the situation described in the warning message above, the system administrator must bring up the System Builder ADMIN menu and select the User Security Setup menu option. The system administrator must then enter N (No) in the Display Print Select Screen field. 3. If you see the warning message above, click the Okay button to continue. The system displays the User Report Printers Setup screen, similar to the one shown below: F.W. Davison & Company, Inc., 2004 Page 17
Figure 29 The User Report Printers Setup screen Self-Adjusting SUTA Calculation Method The SUTA Calculation Method field now allows you four different options: Quarterly Self-Adjust Semi-Annual Self-Adjust Yearly Self-Adjust No Adjust (Vertex s default value) Previously, the SUTA Calculation Method was automatically set to Yearly Self-Adjust. In this release, if you want the system to continue calculating as it has in previous versions, you must enter Y in the SUTA Calculation Method field. To set this parameter, select System Administration > File > System Code Files > State Processing parameters > [F5] (Tax Parameters). The system displays the State Tax Parameters screen: Page 18 F.W. Davison & Company, Inc., 2004
Figure 30 State Tax Parameters screen With the cursor in the SUTA Calculation Method field, press [F3] to see the list of values: Figure 31 Values for the SUTA Calculation Method field To see the parameter to calculate as it has in previous versions, select Y (Yearly Self-Adjust). To select Vertex s default value of no adjust, simply leave the field blank. Integrated CRM Module (Optional) Release 5.0 includes the ability to integrate with a customer relationship management (CRM) module created by Sunset Programming, Inc. CRM is software that is designed to track the events involved in your relationship with your customer. HRPyramid is the tool you use to execute the processes to serve your customer, such as the Process Notes and Payroll Scheduling. This add-on package from Sunset Programming integrates HRPyramid with more CRM capabilities. F.W. Davison & Company, Inc., 2004 Page 19
For more information, contact David Wolverton at (214) 337-8200 or send him e-mail at dwolverton@sunsetprogramming.com. Page 20 F.W. Davison & Company, Inc., 2004