Escape HR/Payroll User Group: February 12, 2019

Transcription

1 Escape HR/Payroll User Group: February 12, 2019 Review Substitute Addons for Classified and Certificated. It s highly recommended to have addons identified for both certificated and classified and use the correct Pay Cycles. CES {Certificated Supplemental} and CLS {Classified Supplemental} Addons work best with a salary schedule attached and with the Rate 1 Option set to Hourly or Daily. Open rate addons do not calculate correctly for HFA Health Family Act sick leave hours or ACA Affordable Care Act eligibility. NOTE: Examples in this handout are from a Scrambled Data Base. Go to HR/Payroll Setup Payroll Addons Create a list of substitute addons to review Highlight and open records Some fields can be edited by user, but most fields are locked If field locked and needs to be changed, send requests to helpdesk@scoe.org Section 1 Addons Description and Description on Check can be edited at any time HR/PAYROLL USER GROUP 2/12/19 1

2 Section 2 Retirement Information STRS Pay Rate Code: 8 {Daily} STRS Assignment Code: 54 {Subs-daily/hrly} Review STRS Days Per Year and STRS Hours Per Day o These fields calculate the Annual Pay Rate for STRS Members o Not needed for PERS as the system default is 8 hours a day Section 3 W2 and Account Numbers W2 Box and Category not needed for Substitute Earnings Account Num/Mask can be used if addon has a common account code o This can save time and can still be overridden in Adjust Payroll HR/PAYROLL USER GROUP 2/12/19 2

3 Section 4 Calculation Rate 1 Options: Works best with D {Use daily rate} or H {Use an hourly rate} Salary Schedule: Must be Board Approved o Should not use a Certificated Daily Rate Salary Schedule for Classified positions Sched Cell:?/? Salary Schedule Cell can be selected when adding in Employment Management. Recommended to setup reoccurring Addons in the employee record Hours/Day: Enter numbers of hours per day if different than 8 hours per day o This field calculates for HFA Leave and ACA Eligibility Section 5 Other Addon Information Print On Contract: Yes to show on reports Pay Cycles and be set in the Addon HR/PAYROLL USER GROUP 2/12/19 3

4 Section 5 Other Addon Information Affect ACA Hours: Yes if adding hours to employee s day Number of ACA Hours only needed if addon is lump sum o Example Coaches paid in lump sum at end of season should have the number of hours o This can also be added individually in Adjust Payroll in the Addon Certificated Substitute Half Day Rate Due to recent STRS Audits, we learned that half day rates should not have Rate 2 as 1.0 or.5 with an inflated Daily Rate. The inflated full daily rate is not Board Approved. This setup does not calculate the STRS Annual Pay Rate correctly. The half day rate should be a percentage of the Daily Rate HR/PAYROLL USER GROUP 2/12/19 4

5 Certificated Substitute Half Day Rate Example: Half Day Rate $70.00 Daily Rate is $ Percentage = ($70.00 / Divided by $120.00) = Units need to be entered as.5833 for Half Day Units need to be entered as for two Half Days, etc HR/PAYROLL USER GROUP 2/12/19 5

6 Half Day STRS Retirment Reporting Review Snapshot in Adjust Payroll for Retirement Detail and Retirement Reporting. Notice the SUBD is being used for Certificated and Classified; makes it hard to determine retirement errors. A Board Approved Salary Schedule for Certificated should not be used for Classified Positions. Snapshot Pay 99 - Scroll Down to review STRS Retirement Detail HR/PAYROLL USER GROUP 2/12/19 6

7 Dual Retirement Setup For active employees, there must be one active record in the Retirement Tab. If an employee is working in a Classified and Certificated position, they must be set up with both STRS and PERS Retirement records. One retirement would be primary, the other would be secondary. Can be a member of both, one or non-member of both. Save/Close before adding addons. Go to HR/Payroll Employment Employment Management Retirement Tab Begin Date: Actual work day End Date: Leave open until actual last day worked Retirement Plan: Select PERS or STRS Member Status: Select 1{Member} or 2 {Non-Member or Retiree} Plan Option: N{New} or O{Pre 2013}. New is first time member after 1/1/2013. Pre 2013 is member prior to 1/1/2013. Verify member status on CalPERS and CalSTRS websites. Primary Plan: Yes or No Member Type: Select from options PERS Work Schedule: 173{Monthly} is System Default, 400{Hourly}, 50{Daily} Comment: Example Working both Certificated and Classified positions HR/PAYROLL USER GROUP 2/12/19 7

8 Dual Retirement Setup in Addons After the Retirement records have been saved, then the records can be added in the appropriate Addons based on the position. Also recommended to add the appropriate Pay Cycle in the addon based on the position. Go to HR/Payroll Employment Employment Management Addon Tab Section 1 Pay Addon Information Section 2 Account Information Addon Id: Select from menu Description: Name of position Salary Cell: Select from menu Account Number: Add account or leave blank to add in Adjust Payroll Retire Plan: Select PERS or STRS based on the position Save/Close: Add units in Adjust Payroll Salary Cell: Select from menu HR/PAYROLL USER GROUP 2/12/19 8

9 Review Retirement Reporting in Adjust Payroll Once the Addons have been added in Employment Management, units can be added in Adjust Payroll or Additional Pay. Go to HR/Payroll Payroll Adjust Payroll Open Pay Cycle for the corresponding position to add units o Example: Sub Teacher = CES {Certificated Supplemental} o Example: Sub Inst Asst = CLS {Classified Supplemental} Certificated Supplemental Section 1 Adjustment Add Units Description if different than setup in Employment Management Effective date will default to end of current period Add Account Code Save/Close or Task to select Calculate Pay Now Click on the preview button to review Pay 99 Employee Payroll Snapshot for Pay Calculations, Retirement and Account Distribution HR/PAYROLL USER GROUP 2/12/19 9

10 Review Pay 99 Employee Payroll Snapshot Review Gross to Net and verify earnings are calculating as expected. Retirement Detail and Retirement Reported Example: Non-STRS Member. Pay Rate is a Daily Rate. No STRS Contributions. Example: STRS Member. Pay Rate is a calculated Annual Pay Rate. Yes STRS Contributions. HR/PAYROLL USER GROUP 2/12/19 10

11 Classified Supplemental Section 1 Adjustment Add Units Description if different than setup in Employment Management Effective date will default to end of current period Add Account Code Save/Close or Task to select Calculate Pay Now Click on the preview button to review Pay 99 Employee Payroll Snapshot for Pay Calculations, Retirement and Account Distribution HR/PAYROLL USER GROUP 2/12/19 11

12 Review Pay 99 Employee Payroll Snapshot Review Gross to Net and verify earnings are calculating as expected. Retirement Detail and Retirement Reported Example: Non-PERS Member, not reported. Pay Rate is a Hourly Rate. No PERS Contributions. STRS Reported detail is on the CES Pay Cycle. HR/PAYROLL USER GROUP 2/12/19 12

13 Example: PERS Member. Pay Rate is a Hourly Rate or monthly. PERS Contributions. STRS Reported detail is on the CES Pay Cycle. HR/PAYROLL USER GROUP 2/12/19 13

14 Differential Pay AB 2012 Memo No Effective January 1, 2019 Governor Brown signed Assembly Bill ( AB ) 2012 on September 30, 2018, amending parental leave pay for certificated and classified employees of school districts and classified employees of county offices of education, effective January 1, Existing law allows employees of school districts and county offices of education (collectively Local Educational Agencies, or LEAs ) to take parental leave to bond with their newborn, adopted, or foster child for a period of up to 12 workweeks within one year after the child s date of birth or placement. Employees are required to exhaust all of their current and accumulated sick leave before they are eligible to receive partial compensation for the remainder of the 12 workweeks pursuant to Education Code sections and Under existing law, upon exhaustion of current and accumulated sick leave, employees are compensated in accordance with either the differential pay or the fifty percent pay system in effect at the LEA. Under the differential pay system, certificated employees receive the difference between their regular salary and the amount actually paid to their substitute or the amount that would have been paid to their substitute had one be hired. Classified employees receive the difference between their regular salary and the amount actually paid to their substitutes. Under the fifty percent pay system, certificated and classified employees are compensated at a rate of at least fifty percent of their regular salary. Example: Differential Pay Calculations Effective 1/1/19 50% Differential Pay -OR- Sub Differential Pay, which ever is higher must be paid to the employee HR/PAYROLL USER GROUP 2/12/19 14

15 Differential Pay Setup Enter the Differential Pay Dock in Adjust Payroll by using the Dock Addons. Can setup new addons with Substitute Pay Rates or Overide Rate 1. Select Task to Compute Pay Now. Review Payroll Errors and Employee Pay Snapshot for calculations and retirement reporting. DOCKD is Daily DOCKH is Hourly DOCK$ is lump some Units are negative or addon is setup to multiply by -1 Rate 1 Amount is positive or will cause a retirement error Review the Employee Pay Snapshot HR/PAYROLL USER GROUP 2/12/19 15

16 Review the Retirement Detail and Reporting Example: This is correct STRS Reporting since the Pay Rate for the Position Pay and the Dock Addon are the same, it will report on one line. Example: This is incorrect STRS Reporting since the Pay Rate for the Position Pay and the Dock Addon are not the same. This does not error in Escape, but will error when reporting to STRS or PERS. Can not reverse a pay rate that has never been reported. The Dock Addons should be reviewed to verify set to use Position. The Pay Rate can be overridden in the Addon in Section 3 Retirement HR/PAYROLL USER GROUP 2/12/19 16

17 Pay 22 Payroll Errors Review the Pay22 Payroll Errors prior to submitting Payroll. This report can be reviewed at any time during the month, It s NOT recommended to wait until payroll submission day to review. 1. Termination Date in the Employee Record. Once this date is added, it will populate the Last Pay Check Date. This can be removed if the employee has earnings. 2. The Tax Tab and Retirement Tab have an End Date. The record can be copied and current period date can be added. 3. The Person Record in not set up in Escape. Could be the PER Enrollment Form has not been sent or received by SCOE Business Services. Verify with Retirement Technicians. 4. Labor Error Payroll cannot be processed with a Labor Error. This could be a Benefit Provider not ended for a terminated employee. Or employee is Benefits only and needs to have the NO GROSS Addon with an account code for contributions. 5. Required Deduction Code has been added in the Bargaining Unit setup. This is a reminder to add the deduction code in the Employee Record. Or if employee is not electing to be a union member then the error is just a warning. 6. Z Addons are used only by SCOE Business Services unless instructed otherwise. The Z- STRS is typically an adjustment to correct retirement reporting. Verify with Retirement Technicians. HR/PAYROLL USER GROUP 2/12/19 17

18 7. This error is a Classified STRS Member with a Calendar Calc Option: Pay the Actual Days. This is not allowed for STRS and doesn t report service credit correctly. At this time a manual adjustment is needed by the STRS Retirement Technician at yearend or upon termination. 8. This employee is working more that.50 FTE and possibly the Retirement Record needs to be updated to PERS Member. 9. Negative Gross Pay cannot be processed on a Regular or Supplemental Payroll. An assignment adjustment can not be overridden. The REPAY Deduction Code would need to be used to offset the negative net pay to 0.00 with a credit amout of the negative net. This also establishes a receivable and must be invoiced to the employee. In Adjust Payroll, the REPAY Deduction Code must be added in the Deductions Tab. The amount is a credit amount of This amount would need to be invoiced to the employee. Save/Close to recalculate pay. Net Pay should be The error will remain on the report. HR/PAYROLL USER GROUP 2/12/19 18

19 10. Labor Error because the contribution account cannot be found in the current fiscal year. This could be caused by a Benefit Provider record that needs to be reviewed or the account needs to be created in order to process payroll. 11. The TSA and Health & Welfare deductions exceed the employee s earnings. These deductions are considered voluntary and first to be removed when not enough earnings. The REPAY Deduction can be used to offset the Health & Welfare deductions with a credit amount of the amount that needs to deducted. The employee would need to be invoiced. 12. The Earnings amount is greater than the Pay Rate. In this case, the pay was equalized for a late start. Its recommended to use First Month Diff in the Assignment Pay Distribution Option. HR/PAYROLL USER GROUP 2/12/19 19

20 13. Labor Error due to missing account on the Z-FIT and Z-SIT Adjustments. There is no assignment that the system can use for contributions; therefore, the NO GROSS addon with an account must be used to process payroll. 14. This is due to the set up in the employee ACH Tab. The amount is instead of 100%. 15. The Person Record in the Escape Retirement System, doesn t match the employee record. Verify the member status in CalPERS and CalSTRS. Update the employee s retirement tab or contact the Retirement Technicians for assistance. Possibly that the employee became a member in another District and the Person record may need to be updated. 16. PERS Retiree are not allowed to work in a permanent classified position, part-time or fulltime, even if under the 960 Maximum Hours that a PERS Retiree can work. They should not have an Assignment. HR/PAYROLL USER GROUP 2/12/19 20

21 Overtime Addons Circular Letter No.: California Public Employees Retirement System (CalPERS) Government Code Section requires all services rendered up to 40 hours per week be reported for noncertificated school members. Government Code Section indicates that overtime compensation is excluded from reporting. Schools commonly have employees who have a regular work week that is less than 40 hours per week, and these employees are paid at a straight-time, hourly rate for those hours. For any services rendered in excess of their regular work week, they receive an overtime rate of pay. In order to comply with Government Code Section , schools must report this employee to CalPERS for the hours worked over their normal work week, up to 40 hours per week. The work schedule code reported on the CalPERS payroll file for these employees must be 400 if they are reported with an hourly pay rate and 173 if they are reported with a monthly pay rate. Even though the member is being paid an overtime rate, any hours worked between the regular work week and 40 hours per week should be reported to CalPERS at the normal hourly rate that corresponds with the salary schedule for that classification. All earnings for services rendered in excess of 40 hours per week should not be reported to CalPERS. Example Addons OT: Overtime No Retire Time/Half = Not subject to PERS for hours over 40 per week OTHALF: Overtime No Retire Time/Half =.5 of Base not subject to PERS for hours work under 40 hrs per week, but over 8 hrs in a day OTRETIRE: Overtime Subject to Retire = 1.0 of Base is subject to PERS up to 40 hours a week Example: Based on the Bargaining Unit, OT is over 8 hours PERS base pay rate must be reported up to 40 hours a week Day Care assistant is.50 FTE, working 4 hours a day or 20 hrs a week. They have to stay late two evenings this week, working an additional 5 hours each day. 4 hours is additional pay and 1 is over time each day. The total hours worked that week are 30 hours, therefore all of the OT base should be reported to PERS. HR/PAYROLL USER GROUP 2/12/19 21