Payflow Implementer's Guide

Transcription

1 Payflow Implementer's Guide Version SP-PF-XXX-IG R020.01

2 Sage All rights reserved. This document contains information proprietary to Sage and may not be reproduced, disclosed, or used in whole or in part without the written permission of Sage. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Sage takes care to ensure that the information in this document is accurate, but Sage does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Sage, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Sage as set out in the contract existing between us. This document may contain screenshots captured from a standard Sage system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. SP-PF-XXX-IG R Payflow Implementer's Guide Sage

3 Contents Contents About this Guide 6 Related Guides 6 Feedback 6 Frequently Asked Questions 7 How do I reclaim space taken by old Payflow batch data? 8 How do I give Sage People Support access to my data? 8 When upgrading Payflow to the latest package, which options do I choose? 8 Introduction 9 Upgrading an Existing Payflow Package 10 Payflow Tabs 11 Getting an Overview of a Payflow Service 12 Adding a New Payflow Service 14 Exporting a Payflow Service 16 Importing a Payflow Service 17 Displaying Payflow Batch Detail 19 File Download 21 Overview and Examples 23 Process Summary 25 Configuring a Download 26 Creating a Download File Specification 35 Mapping Sage People Fields to a Download File 41 Running a Download 49 Creating a Changes Only Download File 52 Downloading Using Managed File Transfer 53 Automatically Calculated Fields for Downloads 54 Download Status 54 Effective Dates for Benefits 55 Configuring Groups and Subgroups 56 Example: Salary Group 58 Example: Benefits Group 59 Example: Dependants Group 60 Example: Beneficiaries Group 62 Payflow Implementer's Guide Sage

4 Contents File Upload 63 Configuring an Upload 64 Mapping an Upload File to Payflow Lines or Inbound Staging Lines 67 Mapping Payflow Lines to HCM 69 Running an Upload 71 Uploading Using Managed File Transfer 72 Field Sets: Payflow 73 Translation Workbench: Payflow 74 Benefit Enrollment (Payflow) Error! Bookmark not defined. Creating and Managing Benefits for Team Members 90 Benefit Enrollment 91 Automated Benefit Assignment 92 Using Default Benefit Assignment 94 Default Benefit Assignment by Manual Batch 94 Controlling Automated Benefit Assignment 96 Automatic Benefit Start Dates 98 Automatic Benefit End Dates 99 Direct Benefit Administration 100 Replacing a Selected Benefit 103 Changing Start or End Dates for Current or Pending Benefits 105 Activating or Deactivating a Benefit 106 Setting Up Benefits 107 Adding a New Benefit Supplier 109 Adding a New Benefit Plan 110 Defining Benefit Costs 120 Defining a Benefit Calculation 122 Defining a Benefit Comparison 125 Adding Benefit Documents 128 Adding Extra Fields to a Benefit Plan 129 Exporting and Importing a Benefit Plan 130 Adding a New Benefit Set 132 Adding a New Benefit Type 134 Adding a New Benefit Option 137 Creating Benefit Enrollment History 139 Completing Benefit Enrollment Fields for Team Members 141 Policy Options: Benefits & Open Enrollment 142 Field Sets: Benefits 142 Translation Workbench: Benefits 143 Payflow Implementer's Guide Sage

5 Contents Payflow-specific Date and Time Functions 153 ADDDAYS 154 ADDMONTHS 154 ADDYEARS 155 DAYSBETWEEN 155 MONTHSBETWEEN 156 YEARSBETWEEN 156 STARTPERIOD 157 ENDPERIOD 158 Sage People Fields Available for Mapping to a Download File 159 Payflow 160 Team Member 163 Employment Record 167 Salary 171 Job History 173 Bonus 174 Benefit 175 Beneficiary 178 Dependant 180 Absence (fields available for mapping to a download file) 181 Timesheets 184 Training 186 Glossary of Terms 188 Index 191 Payflow Implementer's Guide Sage

6 About this Guide This Payflow Implementer's Guide provides comprehensive information about setting up: File downloads from Sage People for use in other systems. File uploads from other systems into Sage People. Benefit suppliers, plans, sets, and options. Benefit enrollment. Enhancements in this release are shown: indicates a completely new feature for this release. indicates a significantly enhanced feature for this release. Highlighted text indicates other enhancements. Related Guides HCM Configuration Guide Coverage summary How to set up, manage, and maintain the Sage People HCM system. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers. Feedback Feedback from you on our products and on our documentation is important to us. Let us know what you think, let us know if you like what we do, and let us know how we can do better. To provide comments and suggestions on any aspect of Sage People please us: feedback@support.fairsail.com To provide specific feedback on our documentation please our documentation team: documentation@fairsail.com Thank you - together we can make a great product even better. Payflow Implementer's Guide Sage

7 Frequently Asked Questions Payflow Implementer's Guide Sage

8 Frequently Asked Questions How do I reclaim space taken by old Payflow batch data? How do I reclaim space taken by old Payflow batch data? Use the Delete Batch After Days field and the Delete Payroll Lines With Batch option when configuring the download (see page 26), configuring the upload (see page 64), or the Payflow Service (see page 14). Delete Payroll Lines With Batch automatically deletes Payroll Lines associated with a batch when the batch is deleted. How do I give Sage People Support access to my data? If you raise a Support Case with Sage People, you may be asked to allow the Support team to login to your org as you so that they can thoroughly investigate the issue. 1. Go to Setup > Personal Setup > My Personal Information > Grant Login Access Sage People displays the Grant Login Access page. 2. In the Sage People Support row, select the picklist in the Access Duration column and choose the duration of access you want to grant. It is good practice to keep Access Duration as short as possible - Support typically offer guidance on the length of time they need. When upgrading Payflow to the latest package, which options do I choose? Upgrading an existing Payflow package (see page 10). Payflow Implementer's Guide Sage

9 Introduction Sage People Payflow is a multi-purpose solution for managing data flows between Sage People and other systems, typically for data related to compensation and benefits. Payflow provides the link between Sage People and other systems including: Payroll agencies. Benefit providers. Other HR and ERP systems. Data can flow down from Payflow to other systems, driving payroll and benefits from the single source of information held on the Sage People system. Automation options enable you to define schedules to control downward data flows without the need for manual intervention. Data can also flow from other systems up to Payflow and on into Sage People HRIS, enabling Sage People to shadow the data content of the external system. Payflow is also used as the engine enabling benefit selection, typically to support Open Enrollment. Payflow can be used within a single country installation to link different systems, ensuring that data is regularly passed between them. Payflow can also be used within installations spanning multiple countries or business units to enable consolidation of information into a single source. Payflow Implementer's Guide Sage

10 Introduction Upgrading an Existing Payflow Package Upgrading an Existing Payflow Package 1. Use the link to the new package supplied by Sage People and login to the org you want to upgrade. 2. Select Install for Specific Profiles. Sage People displays a list of available Profiles. 3. Select the picklist for Set access level for all profiles to and choose No Access. 4. Select Set. 5. In the list of Profiles select the picklists in the Access Level column and choose the following mapping: Profile Fairsail Administrator Fairsail HR Manager Fairsail Platform Team Member All other Profiles including custom profiles Access Level Fairsail Administrator Gives full access to Payflow. Applies the settings in the Fairsail Administrator profile supplied with Payflow to the existing Fairsail Administrator profile. Fairsail Administrator Gives full access to Payflow. Applies the settings in the Fairsail Administrator profile supplied with Payflow to the Fairsail HR Manager profile. If you want to exclude HR Managers from access, choose No Access. No Access Gives no access to Payflow No Access Access levels set for existing custom profiles are preserved with no changes. 6. Select Install. The package is installed in your org. The installation may take several minutes to complete - if a progress page is displayed, select Done. When installation is complete, you are sent an confirming successful installation in your org. Payflow Implementer's Guide Sage

11 Payflow Tabs Tab Benefit Sets Benefit Suppliers Payflow Services Displays A list of the groups of benefits defined for specific uses in your organization. For example, you may have a benefit set available for new hires, one for open enrollment, and one for senior management. You can change views, open, edit and delete existing benefit sets, and create a new set from here. Open a benefit set to edit the set, or clone a set to act as the basis of a new one. Each benefit set page also displays the benefit types that comprise the set, and enables you to drill down to display the benefit options, suppliers, and plan names comprising the benefit type. You can also add a new benefit type from a benefit set page. A list of the benefit suppliers set up on your Sage People system. You can change views, open, edit and delete existing suppliers, and set up a new benefit supplier from here. Open a benefit supplier to edit supplier detail, or clone a supplier to act as the basis of a new one. Each benefit supplier page also displays the benefit plans offered by the supplier to your organization, and enables you to drill down to display the details of each plan. You can also add a new benefit plan offered by a supplier from a benefit supplier page. A list of the services configured for use on your Payflow system. You can change views, open, edit and delete existing services, and set up a new service from here. Opening a service displays the Payflow Console for that service, with a summary of service configuration and the batches associated with it. You can select a batch and drill down into the detail. The Payflow Console also enables you to change service configuration, upload or download Payflow files, or delete the Service. Payflow Implementer's Guide Sage

12 Getting an Overview of a Payflow Service To display an overview page for a Payflow Service: 1. Select the Payflow Services tab. Sage People displays the Payflow Services Home page. 2. Select the Name of the Service: Sage People displays the Payflow Service Console for the Service: Payflow Implementer's Guide Sage

13 Getting an Overview of a Payflow Service Payflow Service Console displays the following buttons and fields: Button/Field Configure Upload Payflow File Download Payflow File Payflow Service Name Payroll Period Batch Run Mode Next Run Date/Time Description Displays the Payroll Configure page for the Service. Displays the Upload page for the Service, enabling you to select a file for upload (see page 71). Displays the Download page for the Service, enabling you to specify start and end dates and to start the download (see page 49). The value in the Payflow Service object, Payflow Service Name field (see page 14). The value in the Payflow Service object Payroll Period field (see page 26). One of Monthly, Semimonthly, Biweekly, or Weekly. A formula field that checks for a value in the Payflow Service object, Batch Start Cron Command field and returns Manual if the field is empty, or Automatic if the field contains a value (see page 26). When Batch Run Mode displays Automatic, the date and time of the next scheduled batch. For manually run batches Next Run Date/Time is blank. Payflow Batches Related List Batch # Links to the Payflow Batch Detail page (see page 19). Period Start Date The start date for data in the download, as specified when running the batch (see page 49). Period End Date The end date for data in the download, as specified when running the batch (see page 49). Batch Start The date and time the batch started to run. Batch End The date and time the batch finished. Sage

14 Adding a New Payflow Service A Sage People Payflow Service provides a complete definition of the interface between Sage People and an external service, including: Configuring the download from Sage People to the external system. Specifying download file content and format. Mapping fields between download files and files of the target system. Configuring the upload from the external system to Sage People. Mapping fields between the source system and Sage People. The external service can be a Payroll Agency, a Benefit Supplier, or another host of HCM or HRIS information. To add a new Payflow Service: 1. Click the Payflow Services tab. Sage People displays the Payflow Services Home page. 2. Click New: Sage People displays the New Payflow Service Edit page: Payflow Implementer's Guide Sage

15 Adding a New Payflow Service 3. Complete the fields as follows: Field Description Payflow Service Name A name for the service. Create Change Log Send Reports To Delete Batch After Days Delete Payroll Lines With Batch Delete Changes Retaining Batch. If checked, Payflow logs the changes identified by the service each time a batch runs. The log file is attached to the batch in the Notes & Attachments Related List. The name of the Sage People user to receive download reports. Use Lookup necessary. Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts. Number of days after which download batches are deleted. For example, if set to 0 all previous download batch runs are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly. Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts.. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data. Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts.. If checked, when deleting old batches the change history is deleted but the batch output files are retained. Useful in reducing space-consuming history data without deleting output data. 4. Click Save to save the Service and close the Payflow Services Edit page. Sage People displays the Payflow Service Console for the service you just added. Click Save & New to save this service and add another. You can now set up the service by adding download and upload configuration details. if Sage

16 Exporting a Payflow Service You can export a Payflow Service with configuration detail for import into another org, making it easier to replicate complex or extensive service configurations. When exported, no relationship is maintained between the services - future changes to source or copy service are not reflected in copy or source. The export is a text file containing key-value pairs with the configuration detail, intended for import into another org (see page 17). To export a Payflow Service: 1. Select the Payflow Services tab. 2. On the Payflow Services Home page select the Service Name for the Service you want to export. Payflow displays the Payflow Service Console for the Service. 3. Select Configure: 4. On the Payroll Configure page, select Export: Payflow produces a.fs file and prompts you to save it. 5. Select OK. The file is saved to your downloads folder. Payflow Implementer's Guide Sage

17 Importing a Payflow Service Payflow Services can be configured, exported, and then imported into another org. Typically used when complex formats have to be replicated as a starting point for further configuration - for example, with HIPAA 834 format services. You can import.fs format files that have been exported from a Payflow implementation. The Import button is not displayed by default and must be added: 1. Go to Setup > App Setup > Create > Objects 2. Select the Label for the Payflow Service object. 3. Select the Search Layouts link at the top of the page or scroll down to the Search Layouts section. 4. Select Edit against Payflow Services List View. Sage People displays the Edit Search Layout page. 5. In the Custom Buttons section Select FS Import in the list of Available Buttons and select Add to move Import to the list of Selected Buttons. 6. Select Save. To import a Payflow Service: 1. Select the Payflow Services tab. 2. On the Payflow Services Home page select the All View and select Go. Sage People displays the Payflow Services List View. 3. Select FS Import: Sage People displays the Import Data page: Payflow Implementer's Guide Sage

18 Importing a Payflow Service 4. Select Choose File, find and select the file you want to import and select Open. Sage People redisplays the Import Data page with the file name you selected for import: 5. Check you have selected the correct file and select Import. Sage People imports the file, creates the Payflow Service, and displays the Payflow Service Edit page for you to change the Payflow Service Name: 6. Enter a name for the service and proceed as described in Adding a New Payflow Service (see page 14). Payflow Implementer's Guide Sage

19 Displaying Payflow Batch Detail Displaying Payflow Batch Detail To display the Payflow Batch Detail page for a completed batch: On the Payflow Service Console page for the Service, select the Batch Number: Sage People displays the Payflow Batch Detail page: Payflow Implementer's Guide Sage

20 Displaying Payflow Batch Detail To change the fields or Related Lists displayed on the page, select Edit Layout: Available Related Lists include: o Inbound Staging Lines Gives access to posting detail for uploads using Staging. o Notes & Attachments o Payflow Batches o Payflow Batch Errors o Payflow Lines Gives access to posting detail for uploads using Payflow Lines. Available fields include: o Batch Number o Batch End o Batch Start o Created By o Disable Changes o Last Batch o Last Modified By o Pay Date o Payroll Service o Period End Date o Period Start Date Payflow Implementer's Guide Sage

21 File Download Payflow Implementer's Guide Sage

22 File Download You can use Payflow to: Extract data from fields in the following objects held on the Sage People system: o Team Member o Employment Record o Salary o Job History o Bonus o Benefit o Beneficiary o Dependant o Absence o Timesheet o Time Report o Training Write that data to a file in one of a range of formats. Translate data and follow the coding scheme used by the target system. Manage the transfer of the data file to the target system. Process time limited or changed data, excluding data that has not changed. For example: o New Team Member data. o Changes to salary or benefit contribution. o Terminating or terminated employee data. Automate the whole process so that downloads run to a pre-defined schedule. Payflow Implementer's Guide Sage

23 File Download Overview and Examples Overview and Examples Downloads can be configured to extract data in one of four modes: Full file, field level changes switched off o All records are exported every time the download runs. o All fields containing data are included. Example An organization with 100 employees. Two employees have a changed salary during the payroll period and no other changes. The download contains all data fields for all employees. You cannot easily identify the employees with changed data, or what those changes might be. Use a download of this form to generate a full data set to refresh or overwrite a target system. Full file, field level changes switched on o All records are exported every time the download runs. o Fields flagged to display changes only contain data; all other fields are blank. o Typically, Employee ID and Name fields are included for every record to ease data identification. Example An organization with 100 employees. Two employees have a changed salary during the payroll period and no other changes. The download contains Employee ID and Name fields for all employees, with blank data fields except for the changed salary fields for the two employees. You can see all employees in the same file. You can easily identify the employees with changed data, and see those changes. Record level changes only, field level changes switched off o Records that have changed are exported every time the download runs. o Every field that contains data is included for the changed records. Example An organization with 100 employees. Two employees have a changed salary during the payroll period and no other changes. The download contains records for the two employees with changed salaries, with all populated data fields included. You can easily identify the employees with changed data, but not what those changes might be. Payflow Implementer's Guide Sage

24 File Download Overview and Examples Record level changes only, field level changes switched on o Records that have changed are exported every time the download runs. o Fields flagged to display changes only contain data; all other fields are blank. o Typically, Employee ID and Name fields are included for every record to ease data identification. Example An organization with 100 employees. Two employees have a changed salary during the payroll period and no other changes. The download contains Employee ID and Name fields for all employees, with blank data fields except for the changed salary fields for the two employees. You can easily identify the employees with changed data, and see those changes. Payflow Implementer's Guide Sage

25 File Download Process Summary Process Summary There are three steps in setting up a download: 1. Configure the download (see page 26). Defines default parameters for all files downloaded using this Payflow Service. Each Payflow Service has its own set of configuration parameters for downloads. 2. Create a download file specification (see page 35). You can use one download to create one or more data files, each file with its own set of data. Each data file uses the default configuration you have specified for the download, building on it by adding a data group, field, and value, or providing alternatives to the defaults set in the download configuration. 3. Mapping Sage People data fields to the download file (see page 41) Specifies the mapping between data fields in HCM objects and the fields in the download file. You can apply conditions and options to further filter the data. Payflow Implementer's Guide Sage

26 File Download Configuring a Download Configuring a Download Downloads are configured as part of Payflow Services. Each service has one set of configuration settings that can apply to one or more download files. Once configured, you can run the download and use it to send data to any target system; you do not have to use the download exclusively for payroll data or as part of a fully configured payroll service. You can also specify parameters to run the download automatically to a pre-defined schedule. By default, downloads are encoded as UTF-8 to enable inclusion of international character sets. To configure a download: 1. Select the Payflow Services tab. Sage People displays the Payflow Services Home page. 2. If you want to configure a download as part of an existing Payflow Service: a. Select a View that includes the service you want. b. Select the Payflow Service Name: Sage People displays the Payflow Service Console for the Service. 3. If you want to configure a download for use outside a Payflow service or as part of a new service: a. Select New: Sage People displays the New Payflow Service Edit page: b. In Payflow Service Name, enter a name for the Service. c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run by the Service. d. In Send Reports To, enter the name of the Sage People user to receive download reports. Use Lookup if necessary. e. Select Save. Sage People displays the Payflow Service Service Console for the Service. Payflow Implementer's Guide Sage

27 File Download Configuring a Download 4. On the Payflow Service Console, select Configure: Sage People displays the Configure page for the Payflow Service. 5. In the Download Files section select Download Configure: Sage People displays the Download Configure page. 6. Complete the fields as follows: Field Description Options section Download Record Length Download Record Delimiter Number of bytes. If the download must be in records of fixed length, specify the length, excluding file delimiters. The value you specify can be overridden with a different value for an individual download file. If you leave this field blank, downloaded files have variable length records. Specify record delimiter characters in Download Record Delimiter. Characters representing a break between records. The characters are operating system specific. For operating systems using ASCII use: \r for return/carriage return. \n for newline/line feed. If you leave this field blank the record delimiter defaults to \r\n. This is the record delimiter used for CSV (comma-separated value) files. If you are downloading records of fixed length leave this field blank and specify a value in Download Record Length. Download Field Delimiter Characters representing a break between fields within a record. For CSV (comma-separated value) files use, (comma). Fields containing a comma as part of the data, for example numbers using commas as thousands separators, automatically have those fields enclosed in double quotes ("). For TSV (tab-separated value) files use \t If you leave this field blank the field delimiter defaults to a comma. Payflow Implementer's Guide Sage

28 File Download Configuring a Download Field Description The following object specific fields enable you to specify a base group of Team Members to supply data for download. Team Member Selection section Team Member Select Field Team Member Select Value Picklist. The field from the Team Member object you want to use to select Team Member data to include in the download. You can specify any text or formula field, including custom fields you have added to your org. If you need to use complex logic, create a new formula field on the Team Member object to hold the logic, then select the new field here. Select the picklist and choose the field. Use Team Member Select Field together with Team Member Select Value to control the data that can be used as the basis for the download. The value of Team Member Select Field for data to be used as the basis for the download. If you specify a value that does not exist for the field you have chosen, the download fails. If blank, data can be included in the download only if the value of the selected field is blank. For logical NOT Use! For example, with fhcm2 Country c in Team Member Select Field: France specifies all Team Members with the value France in the Country field.!france specifies all Team Members with any value other than France in the Country field.! on its own specifies all Team Members with any non-blank value in the Country field. Job History Select Field Job History Select Value Team Member Select Dates A blank field specifies all Team Members with no value in the Country field. Picklist. The field from the Job History object you want to use to select Team Member data to include in the download. Use Job History Select Value to specify the value the field must match to qualify Team Member data for download. Select the picklist and choose the field. Typically used for identifying Team Members who have changed reporting country since the last batch was run. The value of the field chosen in Job History Select Field for data to be used for the download.. Enables you to select Team Members who were employed by your organization for the whole of the download (Payroll) period. If checked, Team Member records are selected for the specified Payroll period if: The Employment Record Start Date is before the Payroll period. AND There is no Employment Record End Date, or the Employment Record End Date specifies a date after the end of the Payroll period. If unchecked, Team Member records are not selected on the basis of their Employment Record start and end dates. To include all Team Member records, leave unchecked. Salary Select Dates Team Member Include Period Back. Enables you to select salary records for Team Members with salary start dates that started before or during the download (Payroll) period. Team Member salary records that start after the end of the Payroll period are not included. If checked, Team Member salary records are selected for the specified Payroll period if the Salary Record Start Date is before or during the Payroll period. Salary records that start in the future are not selected. If unchecked, the most recent Team Member salary records are included regardless of the salary record start date.. Enables you to select Team Member records from the previous download (Payroll) period as well as the current download period. If checked, Team Member records from the previous download period are downloaded. For example, to retain access to Team Members who are terminating and may not be active in the current download period. If unchecked, only Team Member records active in the current download period are downloaded. Payflow Implementer's Guide Sage

29 File Download Configuring a Download Field Description Bonus Selection section Bonus Select Dates Bonus Include Period Back Include Post Employment Bonus. Enables you to select Bonus records for Team members with bonus paid dates within the download (Payroll) period. If checked, Team Member Bonus records are included in the download only if the Bonus paid date falls within the Payroll period. If unchecked, the most recent Bonus records are included in the download regardless of the paid date.. Enables you to select Bonus records for Team Members with bonus paid dates in the previous download (Payroll) period as well as the current download period. If checked, Bonus records with paid dates in the previous download period are included in the download. If unchecked, only the most recent Bonus records are included in the download.. Enables you to select Bonus records for Team Members who have terminated, for example, a contractual bonus earned by an employee during their employment, who has since left your organization. If checked, active Bonus records for Team Members who have terminated are included in the download. If unchecked, Bonus records for Team Members who have terminated are not included in the download. Benefits Selection section Benefit Include Period Back. Enables you to select Benefit records from the previous download period as well as the current download period. If checked, Benefit records from the previous download period are included in the download. If unchecked, only Benefit records active in the current download period are included in the download. Include Post Employment Benefits. Enables you to select Benefit records that apply to Team Members who have terminated, for example benefits that remain due to ex-employees as a result of US COBRA legislation. If checked, active Benefit records for Team Members who have terminated are included in the download. If unchecked, Benefit records for Team Members who have terminated are not included in the download. Benefit Select Active Deduction Select Dates. If checked, only Benefit records marked as active are included in the download. If unchecked, the status of the active flag is ignored and all Benefit records are included in the download.. If checked, Benefit records are included in the download only if deductions for the benefit are currently being made: Deduction Start Date is before or during the download period, or null. AND Deduction End Date is during or after the download period, or null. When Deduction Start Date is specified and Deduction End Date is blank, Deduction End Date is taken as an unspecified future date. If unchecked, Deduction start and end dates are ignored when selecting Benefit records. Note that Deduction Start and End dates may not be the same as Benefit Start and End dates (see page 110). Payflow Implementer's Guide Sage

30 File Download Configuring a Download Field Description Absence Selection section Absence Select Dates Absence Include Period Back Absence Include Deleted. If checked, Absence records are included in the download only if they fall within the download period. If unchecked, Absence record dates are ignored when selecting Absence records for the download.. If checked, Absence records from the previous download period are included in the download. If unchecked, Absence records are included for the current download period only.. If checked, deleted Absence records are included in the download. Deleted Absence records have the IsDeleted field set TRUE; you can use Payflow batch logic to select output content based on this setting. If unchecked, Absence records are included in the download only if they have not been deleted. Timesheets Selection section Timesheet Select Dates Timesheet Select Approved Dates Timesheet Select Paid Dates Timesheet Include Period Back. If checked, Timesheets are included in the download only if they fall within the download period. If unchecked, Timesheet dates are ignored when selecting Timesheet records for the download.. If checked, Timesheets are included in the download if they have been approved during the download period. If unchecked, Timesheet approval dates are ignored when selecting Timesheet records for the download.. If checked, Timesheets are included in the download if they have been paid during the download period. If unchecked, Timesheet paid dates are ignored when selecting Timesheet records for the download.. If checked, Timesheet records from the previous download period are included in the download. If unchecked, Timesheet records are included for the current download period only. Payflow Implementer's Guide Sage

31 File Download Configuring a Download Field Description Start Date and End Date of Period section Payroll Base Date Date. The date used as the starting date for calculating payroll (download) run dates. Multiples of the Payroll Period are added to the Payroll Base Date to determine the next payroll (download) run date. Enter a date, or click the field to display a calendar so that you can select a date. To use today's date, click today's date displayed to the right of the field: Payroll Period Picklist.The interval between payroll (download) runs. By applying multiples of the Payroll Period to the Payroll Base Date, Sage People calculates the date of the next payroll (download) run. Select the picklist and choose from: Monthly On the same day of every month. Semi-monthly Twice a month. The Payroll Base Date must be the first or the last day of the month. Payroll runs are then made on that day of every month and on the mid-day of the month, typically the 15th. Biweekly Every two weeks. Weekly On the same day of every week. Days Back For Start Date Days Future For End Date To set a start date in the past that is not tied to a Payroll Period. The value you specify is used by Payflow if Payroll Period is set to None, so use this field if you do not complete Payroll Base Date and Payroll Period. Days Back For Start Date enables you to set the download batch to run for a sliding window of days, rather than the fixed dates of a payroll period. Enter the number of days in the past from which you want the download data to start. Enter numbers as positive integers. Use with Days Future For End Date to specify an end date other than today. If Days Future For End Date is not set, or set to zero, the end date is set to today. To set an end date in the future that is not tied to a Payroll Period. The value you specify is used by Payflow if Payroll Period is set to None, so use this field if you do not complete Payroll Base Date and Payroll Period. Days Future For End Date enables you to set the download batch to run for a sliding window of days, rather than the fixed dates of a payroll period. Enter the number of days in the future you want the download data to end. Enter numbers as positive integers. Use with Days Back For Start Date to specify a start date other than today. If Days Back For Start Date is not set, or set to zero, the start date is set to today. Payflow Implementer's Guide Sage

32 File Download Configuring a Download Automatic Processing section When scheduling multiple batches, set start times at least 10 minutes apart. Running multiple batches simultaneously can result in conflicts if a required record has been locked by another service. Batch Start Cron Command An expression to specify the time sequence to be followed for downloads, for example: Every day at 1pm: * *? Every Friday at 5pm: ? * FRI The last Thursday of every month at 22:00: ? * 5L The expression must be of the form: [sec] [min] [hr] [day_of_month] [month] [day_of_week] [year] Where: [sec] is the time in seconds, from 0 to 59. No special characters can be used. [min] is the time in minutes, from 0 to 59. No special characters can be used. [hr] is the time in hours using the 24 hour clock, from 0 to 23. Special characters:, (comma) - (hyphen) * (asterisk) / (forward slash) [day_of_month] is the date in the month, from 1 to 31. Special characters:, (comma) - (hyphen) * (asterisk)? (question mark) / (forward slash) L W [month] is the number of the month from 1 to 12, or a three letter abbreviation for the month: JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Special characters:, (comma) - (hyphen) * (asterisk) / (forward slash) [day_of_week] is the number of the day in the week from 1 to 7 starting with Sunday, or a three letter abbreviation for the day: SUN MON TUE WED THU FRI SAT Special characters:, (comma) - (hyphen) * (asterisk)? (question mark) / (forward slash) L # (hash) [year] is optional and if used is a year from 1970 to Special characters:, (comma) - (hyphen) * (asterisk) / (forward slash) See below for special characters and further examples. Payflow Implementer's Guide Sage

33 File Download Configuring a Download Special characters:, (comma) A value delimiter when specifying more than one value for a parameter. For example JAN, MAR, JUN to specify more than one month. - (hyphen) A value separator when specifying a range of values for a parameter. For example JAN-JUN to specify a range of months. * (asterisk) All values for a parameter. For example * in the day_of_week parameter position specifies all days and the download runs every day.? (question mark) No specific value. Used for day_of_month or day_of_week when specifying one and not the other. / (forward slash) A value separator when specifying increments. The value before the slash specifies the starting value, the value after the slash is the amount of the increment. For example 1/5 for day_of_month specifies to run the download every fifth day of the month starting from the first of the month. L Last value in the range. Available for: o day_of_month where it means the last day of the specified month. o day_of_week when used by itself it means Saturday; when used in conjunction with another day_of_week value it means the last day of that value in the month. For example, 6L means the last Friday in the month. W Available for day_of_month together with a day value to specify the nearest weekday within the month. For example, 20W, when the 20th is a Saturday runs the download on Friday 19th; 1W, when the 1st is a Saturday runs the download on Monday 3rd, the nearest weekday within the month. # (hash) A value separator when specifying the nth day_of_week in the month. For example the 3rd Wednesday of the month. Used for day_of_week. The value before the hash specifies the day_of_week, the value after the hash specifies the ordinal. For example, FRI#2 and 6#2 both specify the second Friday in the month; 2#3 and MON#3 both specify the third Monday in the month. Example expressions * *? The download runs every day at 13:00hrs (1pm) ? * 6L The download runs on the last Friday of every month at 22:30. (10:30pm) W * L The download runs on the last weekday of every month at 15:00 (3pm) ? * MON-FRI The download runs Monday through Friday at 17:45 (5:45pm) ? * MON#3 The download runs on the third Monday of every month at 02:00 (2am). Payflow Implementer's Guide Sage

34 File Download Configuring a Download Delete Batch After Days Delete Payroll Lines With Batch Number of days after which download batches are deleted. For example, if set to 0 all previous download batches are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly.. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data. Managed File Transfer section Complete these fields if you are downloading using managed file transfer (see page 53). Outgoing s Outgoing Server Outgoing Path One or more addresses to receive the download files. Enter each address on a separate line. Used if you are downloading using managed file transfer. You also need to complete your server login credentials on the Payflow Service Configure page (see page 53). The name of the server supplying the data for download. Used if you are downloading using managed file transfer. You also need to complete your server login credentials on the Payflow Service Configure page (see page 53). The path within the outgoing server to the directory supplying the data. 7. Select Save. Sage People displays the Configure page for the Payflow Service. Payflow Implementer's Guide Sage

35 File Download Creating a Download File Specification Creating a Download File Specification You can use one download to create one or more data files, each file with its own set of data. Multiple files enable you to separate the different types of information needed for many third party service providers such as payroll services. To create a download file specification: 1. Select the Payflow Services tab. Sage People displays the Payflow Services Home page. 2. Select the Payflow Service Name for which you want to create the download file. Sage People displays the Payflow Service Console for the Service. 3. On the Payflow Service Console, select Configure: Sage People displays the Configure page for the Payflow Service. 4. In the Download Files section select New: Sage People displays the Download File Configure page. Payflow Implementer's Guide Sage

36 File Download Creating a Download File Specification 5. Complete the fields as follows: Field Description Details section Download File Name The name of the file to be created. Include the file extension, such as.csv,.tsv, or.txt to indicate the type of file. You can include formulas to insert values into the file name: {!count} Inserts the number of data records contained by the file. For example: myfilename{!count}.csv produces the file name: myfilename284.csv for a file containing 284 records. {!now,yyyy-mm-dd} Inserts the current date. You can use standard Java date and time pattern strings to insert dates and times in a range of formats. For example: myfilename{!now,mm-dd}.csv produces the file name: myfilename11-25.csv for a file downloaded on November 25th. Record Length XML Format Header {!repeat,xxx,n} Repeats the string xxx n times, where: o xxx is any character string. o n is an integer. For example: myfilename{!repeat,a,3}.csv produces the file name: myfilenameaaa.csv Number of bytes. If the downloaded file must be in records of fixed length, specify the length, excluding file delimiters. A value specified here overrides the Download Record Length given in the Download Configuration (see page 26). For variable length records, leave this field blank.. If checked, the file is written in XML. If unchecked, the file is not written in XML. Supplemental data to be placed at the start of the file, preceding the body. Required by some file formats. Enter the header content here. You can include formulas to insert values into the Header: {!count} Inserts the number of data records contained by the file. {!now,yyyy-mm-dd} Inserts the current date. You can use standard Java date and time pattern strings to insert dates and times in a range of formats. {!repeat,xxx,n} Repeats the string xxx n times, where: o xxx is any character string. o n is an integer. If you leave Header blank, the names of the fields contained in the file are placed at the start of the file. Payflow Implementer's Guide Sage

37 File Download Creating a Download File Specification Field Footer Description Supplemental data to be placed at the end of the file, following the body. Required by some file formats. Also known as the trailer. Enter the footer content here. You can include formulas to insert values into the Footer: {!count} Inserts the number of data records contained by the file. {!now,yyyy-mm-dd} Inserts the current date. You can use standard Java date and time pattern strings to insert dates and times in a range of formats. Record Prefix {!repeat,xxx,n} Repeats the string xxx n times, where: o xxx is any character string. o n is an integer. A text string to be inserted before each data record in the download file. Record Prefix can include: More than one line: insert \r\n Record Postfix Tab markers: insert \t A text string to be inserted after each data record in the download file. Record Postfix can include: More than one line: insert \r\n Tab markers: insert \t Remove Empty Fields. If checked, empty fields at the end of the record are removed. Empty field removal starts at the end of the record and works back until it finds a field containing a value. You can use Remove Empty Fields to effectively truncate fixed length records carrying no data in one or more fields at the end of the record. If unchecked, records ending with empty fields are left unchanged. Suppress End of Record/Loop. If checked, records containing repeated groups of fields that would generate a new record after each group, retain the field groups in a single record. For example, to retain multiple benefits within a Team Member record instead of generating a new record for each group of benefit fields. If checked, you can manually control when new records are generated by using the New Record After checkbox when defining the mapping between Sage People fields and the download file (see page 41). Payflow Implementer's Guide Sage

38 File Download Creating a Download File Specification Field Group Description Picklist. The data grouping to be used in the file. The names and content of the remaining fields in the Detail section are controlled by the value you select in Group. Select the picklist and choose from: Salary Displays Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Bonus Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Benefits Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Beneficiaries Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Additional fields are displayed for Subgroup Field and Subgroup Value. Dependants Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Additional fields are displayed for Subgroup Field and Subgroup Value. Absence Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Timesheet Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Additional fields are displayed for Subgroup Field and Subgroup Value. Training Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. More information is available in Configuring Groups and Subgroups (see page 56). Payflow Implementer's Guide Sage

39 File Download Creating a Download File Specification Field Select 1 Description Picklist. The data field within the Group used for the download file. This is a dependent picklist with the content determined by the Group selected: Salary Group Select Field displays fields from the Team Member object. Bonus Select Field displays fields from the Bonus object. Benefits Group Select Field displays fields from the Benefit object. Beneficiaries Group Select Field displays fields from the Benefit object. Subgroup Field displays fields from the Beneficiary object. Dependants Group Select Field displays fields from the Beneficiary object. Subgroup Field displays fields from the Benefit object. Absence Group Select Field displays fields from the Absence and Absence Accrual objects. Timesheet Group Select Field displays fields from the Timesheet object. Subgroup Field displays fields from the Time Report object. More information is available in Configuring Groups and Subgroups (see page 56). Select 1 Value The value of Select 1. Data must match this value to be included in the download file. If you specify a value in Select Field and leave Select Value blank, data can be included in the download file only if the value of the selected field is blank. For logical NOT Use! For example:!france specifies: include data if the selected field contains any value other than France. Select 2 Select 2 Value Subgroup Field! on its own specifies: include data if the selected field contains any value other than blank. Picklist. A second data field within the Group used for the download file. Use to further qualify the data you want to download. Select 2 works in addition to Select 1; data values in the record must match Select Value AND Select Value 2 before a record is downloaded. Commonly used to select records based on the value of Download Status. The value of Select 2. Data must match this value to be included in the download file. Displayed when you select Dependants, Beneficiaries, or Timesheet in Group. This is a dependent picklist with the content determined by the Group selected: Beneficiaries Group Subgroup Field displays fields from the Beneficiary object. Dependants Group Subgroup Field displays fields from the Benefit object. Timesheet Group Subgroup Field displays fields from the Time Report object. Picklist. Select the picklist and choose the field to display as the subgroup in the download file. More information is available in Configuring Groups and Subgroups (see page 56). Subgroup Value Displayed when you select Dependants, Beneficiaries, or Timesheet in Group. The value of the field selected in Subgroup Field. Data must match this value to be included in the download file. Payflow Implementer's Guide Sage

40 File Download Creating a Download File Specification Field Description Deduplication section Dedupe Field Picklist. The data field within the Group used to ensure that duplicate data is not selected for the download file. If used, only the latest record is selected. This is a dependent picklist with the content determined by the Group you selected. Synchronization section Changes Only. If checked, records are included in the download file only when they include field values that have changed since the most recent download batch of the previous payroll period. Changes to any field trigger inclusion of the record. To ensure inclusion of fields that have had values deleted (that is, changed from a value to no value), set the default value of that field to something that would not normally be held in the field, for example null, blank, or - (hyphen). This enables Payflow to identify the field as changed when running the first download after the change. Subsequent downloads correctly identify no change. If unchecked, all records are included in the download file whether they have changed or not. You can use this field in combination with Changes Only at the field level. (see page 41) For example: With file level Changes Only unchecked: o Fields with Changes Only checked show values in the download file only when the value has changed from the last download; they are otherwise blank. o Fields with Changes Only unchecked always show values in the download file. Key Object 1 Key Field 1 With file level Changes Only checked: o Records with no changes are not included in the download file, regardless of the field level Changes Only setting. Picklist. The object used by Sage People Payflow in combination with Key Field 1 to match records so that it can check for changes. If left blank, Key Object 1 defaults to the Employment Record. Picklist. The field in Key Object 1 used by Sage People Payflow to match records so that it can check for changes.this is a dependent picklist with the content determined by Key Object Select Save. Sage People displays the Configure page for the Payflow Service. Towards the bottom of the page is the Mapping HCM to Download Files section; when you first create a download file specification this section is empty. You are now ready to define the mapping for the download file(s) you have created. Payflow Implementer's Guide Sage

41 File Download Mapping Sage People Fields to a Download File Mapping Sage People Fields to a Download File Before you can download data from Sage People HCM to a file you must define a mapping between the fields in the HCM data objects and the fields in your file. Mapping enables you to: Name the fields in the download file in a way that is meaningful for the organization receiving the file. You do not have to retain the HCM field names. Set conditions for the mapping to populate fields in the download file when a condition is true. Set default values for download file fields when source fields are empty. Set further options including: o Date format. o Translation handling. o Character set. o Multiple space to single space conversion. o Number of digits after a decimal point. o Padding character for fixed length fields. o Validation. Every field that you want to download must be mapped - any fields missing from the mapping cannot appear in your downloaded file(s). To define field mapping: 1. Select the Payflow Services tab. Sage People displays the Payflow Services Home page. 2. Select the Payflow Service Name for which you want to define field mapping. Sage People displays the Payflow Service Console for the Service. 3. On the Payflow Service Console, select Configure: Sage People displays the Configure page for the Payflow Service. 4. In the Download Files section, select the Name of the file you want to map: Sage People opens the Configure page for the file you selected. Payflow Implementer's Guide Sage

42 5. At the bottom of the page in the Mapping HCM to File section, select New: File Download Mapping Sage People Fields to a Download File Sage People displays the Mapping Configure page. 6. Complete the fields as follows: Field Description The value in: section The source object and field. HCM Object Picklist. Select the picklist and choose the object that supplies the source data field: None Select None if you want to include a field in the download file that always has the same value. Specify that value in Default. Payflow Service Payflow Batch Team member Employment Salary Bonus Benefit Beneficiary Dependant Absence Timesheet Time Report HCM Field Training Picklist. The data field that supplies the source data from the object you selected in HCM Object. This is a dependent picklist with the content determined by the object you selected (see page 159). Select the picklist and choose the field. Payflow Implementer's Guide Sage

43 File Download Mapping Sage People Fields to a Download File Field Default Description Text. The value that you want to appear in the download file field if there is no value in the source object field. Specifying a default value can make it easier to identify the content of a large file containing otherwise empty fields. You can enter: A text string. An expression using the syntax: {!<expression>} For example: o {!' '} Inserts a single space character in the download file field when the source file field contains no value. o {!fhcm2 Home_Address_City c} Used as Default for the Home Address Region field, Inserts the value of the Home Address City field if no Region value is specified. Leave blank to produce a blank in the download file when there is no value in the source field. You can also use Default with None in HCM Object to specify a value that always appears in the download file in this field. The value can be a text string or derived from an expression. This offers an alternative to creating a dedicated formula field in your org, with the added advantage of enabling copying between orgs with a.fs file. is download as: section The destination file and field. Download File Picklist. The picklist lists all download files created for the Payflow Service. If you have opened this page by selecting a file name in the Download Files section of the Payflow Service Configure page, Download File defaults to that file name. To select a different file, select the picklist and choose the file. Payflow Implementer's Guide Sage

44 File Download Mapping Sage People Fields to a Download File Field Repeat Description Number. Repeats each record on a new line, once for each field identified with a different Repeat number. Typically used to split long records and repeat fields (such as a unique identifier or name) to identify the partial records. Repeat offers a single file alternative to defining multiple download files to carry related information. For example: A download file is set up with fields for: o Payroll number o Employee Name o Bank Details (multiple fields) o Salary Basis o Salary Amount o Bonus Amount Subgroup Use Repeat as follows: o Payroll number: set Repeat to 1 o Payroll number: define a duplicate mapping, set Repeat to 2 o Employee Name: set Repeat to 1 o Bank Details (multiple fields): set Repeat to 1 o Salary Basis: set Repeat to 1 o Salary Amount: set Repeat to 2 o Bonus Amount: set Repeat to 2 This produces a download csv file with the following content for each source record: LINE1:Payroll number,employee Name,Bank Details,Salary Basis,, LINE2:Payroll number,,,,salary Amount,Bonus Amount o Lines contain empty fields when Repeat values set those values on another line. o Fields not set with Repeat values are grouped on a new line in the order specified by Order and Position. Picklist. Select the picklist and choose: Benefit Beneficiaries Beneficiary Benefit Absence Bonus Timesheet Time Report Download Field Name The name you want to give the field in the download file. Position Order Number. For fixed length records, the position of the first character of this field. For variable length records, the position of the field in the record. Position is subsidiary to Order; fields are sorted by Order and then by Position. Lower number positions appear earlier in the record than higher number positions. Number. The sequence in which fields are sorted in the record. Lower number orders appear earlier in the record than higher number orders. Fields are sorted by Order and then by Position. Payflow Implementer's Guide Sage

45 File Download Mapping Sage People Fields to a Download File Field Description on condition: section Sets a condition that must be met before the content of the source field is downloaded. Select Object Select Field Select Value Picklist. The object containing the field you want to match to the given value for the condition to be met. Picklist. The field you want to match to the given value for the condition to be met. This is a dependent picklist with the content determined by the Object you selected. The value you want Select Field to match for the condition to be met. If Select Object and Select Field are set and you leave Select Value blank, data can be included in the download file only if the value of Select Field is blank. For logical NOT Use! For example: o!france specifies include data if the selected field contains any value other than France. o! on its own specifies include data if the selected field contains any value other than blank. Changes Only To include the value of HCM Field when the value of Select Field has changed, enter # Use # to create a condition that assesses if the value in one field (Select Field) has changed before downloading the value in another (HCM Field). o If you use # AND check Changes Only, the value of HCM Field is included in the download if both the values in HCM Field and Select Field have changed.. If checked, Payflow compares the value in HCM Field with the equivalent value in a previous download, and includes the new value of the field if it has changed. By default Payflow compares current values with values in the most recent batch of the previous payroll period. If the value has not changed the field displays a blank in the download file. If unchecked, the value of HCM Field is included in the download file whether it has changed or not. You can use this field in combination with Changes Only for the file specification (see page 35). For example: With file level Changes Only unchecked: o Fields with Changes Only checked show values in the download file only when the value has changed from the last download; they are otherwise blank. o Fields with Changes Only unchecked always show values in the download file. With file level Changes Only checked: o Records with no changes are not included in the download file, regardless of the field level Changes Only setting. Payflow Implementer's Guide Sage

46 File Download Mapping Sage People Fields to a Download File Field Description Ignore In Record Change. If checked, this field is ignored when assessing if the record has changed. with options: section Field conversion options. Length Format Translate By Substrings Number of bytes. The maximum length allowed for this field. Longer fields are truncated. Picklist. The date, decimal, and logical values you can impose on the downloaded data for this field. Select the picklist and choose the format you want the downloaded data to take.. If translation is specified for this field in the Translation for this value section, this checkbox controls how the translation is applied. If checked, the Current Value is treated as a substring within the field and is replaced with the specified Replacement wherever Current Value occurs. This can result in multiple replacements within the field. For example: Current Value: Doug Replacement: Douglas Translates: Doug McDougal to: Douglas McDouglasal If unchecked, Current Value is replaced with Replacement only when Current Value matches the complete field content. To Upper Character Set Check box. If checked, lower case characters in the field are converted to upper case. If unchecked, no case conversion is performed. Characters. The characters you want to allow in the field. If Character Set contains characters, only those characters are allowed to appear in the downloaded field; all other characters are removed. Payflow Implementer's Guide Sage

47 File Download Mapping Sage People Fields to a Download File Field Single Space Scale Left Pad Character Validation Prefix Description. If checked, multiple spaces between words are converted to a single space. If unchecked, multiple spaces between words are preserved. Number. The number of digits to display after a decimal point. For fixed length fields, the character to use to pad short fields to the left to fill them to the required length. An expression to validate the content of the downloaded field. Payflow generates a warning message if the field does not pass the validation. A text string to be inserted before the field data content. Prefix can include: More than one line: insert \r\n Postfix Tab markers: insert \t A text string to be inserted after the field data content. Postfix can include: More than one line: insert \r\n New Loop After New Record After Tab markers: insert \t. Used for loops in HIPAA 834 format files and other formats where repeated blocks of the same type of data occur. If checked, the downloaded field is treated as the last field in the current loop and a new loop is started with the next field. If unchecked, the downloaded field is treated as a field in the standard sequence within the record. Use with Record/Loop Counter to count the number of loops containing the specified text string inserted in the file.. If checked, the downloaded field is treated as the last field in the current record and a new record is started with the next field. If unchecked, the downloaded field is treated as a field in the standard sequence within the record. A new record is started after this field only if it is the last field in the record. Use with Record/Loop Counter to count the number of records containing the specified text string inserted in the file. Record/Loop Counter Text, up to 80 characters. A text string - for example SavingsPlan or Dependent - to associate with this field and enable Payflow to count the number of records or loops of that type added to the file. Use for the last field of the loop or record - the same field that has New Loop After or New Record After checked - to count once for each record. If used for multiple fields within a record, the counter automatically sums all matching fields. Records with no data are not counted. When running a changes only download, unchanged records are not counted. You can use the Counter in a formula to return the number of records carrying the string. Typically used in a header or footer, for example: Payflow Implementer's Guide Sage

48 File Download Mapping Sage People Fields to a Download File Field Description lpad A standard function to insert the following characters to the left of a text string. repeat a,b A standard function to repeat a, b times 7. If you do not want to provide a translation value for this field, select Save. Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping HCM to Download Files section. 8. If you want to provide a translation value for this field, select New in the Translation for this value section. Sage People displays the Transltion Configure page. 9. Complete the fields as follows: Translation for this value section Current Value Replacement The original value in the field you want to change. See the Translate By Substrings field description for different ways of handling the translation. The value you want to use to substitute for Current Value. See the Translate By Substrings field description for different ways of handling the translation. If Replacement is blank, Current Value is deleted when it is found. 10. Select Save. Sage People displays the Mapping Configure page. 11. Select Save. Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping HCM to Download Files section. Payflow Implementer's Guide Sage

49 File Download Running a Download Running a Download Downloads must be configured (see page 26), download files specified (see page 35), and data fields in the download files mapped from Sage People objects (see page 41) before you can run a download. To run a download: By default, downloads are encoded as UTF-8 to enable inclusion of international character sets. 1. Select the Payflow Services tab. Sage People displays the Payflow Services Home page. 2. Select the name of the Payflow Service hosting the download you want to run. Sage People displays the Payflow Service Console for the Service. 3. Select Download Payflow File: Sage People displays the Download page for the file(s) you selected: 4. Fields on the Download page are completed by default. Change them if necessary: Last Batch Period Start Date Period End Date The number of a batch run for this download to provide comparative data. Essential if you are running a Changes Only download to enable Payflow to identify changes that have occurred in the data since the Last Batch. Defaults to the the most recent batch run for the immediately previous Payroll period. To run a Changes Only download comparison against an earlier batch, enter the batch number. Use Last Batch Lookup if necessary. For downloads that are not Changes Only, Last Batch is ignored. The start date for data in the download. Defaults to the start date of the current payroll period as defined on the Download Configure page, Payroll Dates section. To run a download using data from a different start date, enter a past date. The end date for data in the download. Defaults to the end date of the current payroll period as defined on the Download Configure page. To run a download using data up to a different end date, enter a date later than the Period Start Date. Payflow Implementer's Guide Sage

50 File Download Running a Download 5. Select Start. The progress bar at the bottom of the Download File page displays a sequence of messages: o Queued o Preparing o Processing o Completed or Failed The complete process can take a few seconds for small files and fast data connections, or several minutes for larger files or slow data connections. When the download has completed successfully, Sage People displays the Payflow Batch Detail page with the newly downloaded file listed in the Notes & Attachments section: Use the links as follows: Action Edit Displays the Attachment Edit page enabling you to: o Flag the file as Private. o Change the file name. o Add or edit a description of the file. View Displays a dialog enabling you to: o Open the file in your chosen application. o Save the file to a designated folder. Del To delete the file. Payflow displays a confirmation dialog: o Select OK to delete the file o Select Cancel to retain the file and return to the Payflow Batch Detail page. Payflow Implementer's Guide Sage

51 File Download Running a Download Title Displays the Attachment Detail page summarizing the file: Attachment Owner Links to the Sage People User. Related To Links to the Payflow Batch Detail page. Private flag, File Name, Description and file Size. View file Displays a dialog enabling you to: o Open the file in your chosen application. o Save the file to a designated folder. Created By and Modified By Links to Sage People Users. On completion of the download, Payflow also sends a confirmation to the user named in Send Reports To when configuring the download (see page 26). The includes: Links to the downloaded file(s) The number of Team Member records processed. The new batch is added to the list of batches displayed on the Payflow Service Console for the Service. Payflow Implementer's Guide Sage

52 File Download Creating a Changes Only Download File Creating a Changes Only Download File Payflow enables you to download a file containing just the changes that have been made to the data since a previous download, reducing the size of the download and enabling you to focus on the latest information. To ensure inclusion of fields in a Changes Only download that have had values deleted (that is, changed from a value to no value), set the default value of that field to something that would not normally be held in the field, for example null, blank, or - (hyphen). This enables Payflow to identify the field as changed when running the first download after the change. Subsequent downloads correctly identify no change. There are two levels of change identification: At the higher, record level, to identify if any fields have changed within each record. Downloads can then exclude unchanged records. At the lower, field level, to identify specific fields that have changed. You can use the two levels in combination: To produce a download of minimum size, containing just those records and fields that have changed: a. Create a download file specification exclusively for the changes only download (see page 35). Check Changes Only. This Changes Only checkbox operates at the record level, and tells Payflow to include records in the download only if any fields in the record have changed. All unchanged records are excluded from the download. b. Map Sage People fields to the download file (see page 41). If you are looking for changes to a known range of fields, map just those fields. Fields not included in the mapping are not included in the downloaded file. For each field where you want to download changes, check Changes Only. This Changes Only checkbox operates at the field level. You can also set a condition to check for a change in the value of a selected field before including the main field in the download. To produce a download containing all records, but with blanks in unchanged fields: a. Create a download file specification exclusively for the changes only download (see page 35). Leave the Changes Only checkbox unchecked. This Changes Only checkbox operates at the record level and if unchecked, tells Payflow to include all records in the download, subject to any other conditions you might have set in the download file specification. b. Map Sage People fields to the download file (see page 41). If you are looking for changes to a known range of fields, map just those fields. Fields not included in the mapping are not included in the downloaded file. For each field where you want to see changed values, check Changes Only. This Changes Only checkbox operates at the field level. With Changes Only checked, fields with no changes display as blanks. For fields where you want to see a value whether it has changed or not, leave Changes Only unchecked. For example, leaving an identifier field such as a Team Member name or unique ID unchecked enables you to identify records more easily. You can also set a condition to check for a change in the value of a selected field before including the main field in the download. You are now ready to run the download (see page 49). By default, Payflow compares current values with the values in the most recent download from the previous payroll period. To compare current values with those in any other batch, change the Last Batch field before you run the download. Payflow Implementer's Guide Sage

53 File Download Downloading Using Managed File Transfer Downloading Using Managed File Transfer Payflow enables you to download data using standard protocols, nominating addresses to receive that data in fully editable form, for example in csv format. Where security of the data is important, especially when it contains confidential or sensitive information, Payflow enables you to use fully managed Secure File Transfer Protocol (SFTP) to transfer files between source and target servers. For file downloads the file transfer is managed from Sage People to the target, outgoing server, with configuration handled for you. You must supply: The fully qualified name of the Outgoing Server to receive the downloaded files. The file path on the Outgoing Server to receive the downloaded files. The username and password to connect to the Outgoing Server. Once configured, you can run the download as you would any other file download (see page 49). Payflow Implementer's Guide Sage

54 File Download Automatically Calculated Fields for Downloads Automatically Calculated Fields for Downloads Download Status Download Status is a field included in each download data file to show the status of each record. When a download is requested Payflow checks the records in the requested set and automatically updates the Download Status field with one of these values: Value New Current Terminate Delete Transfer In Transfer Out Description The Start Date for the record is within the download period. For Beneficiary and Benefit records, New is set only when there is no previous record with the same Provider and Policy Number. The Start Date for the record is before the start of the download period AND the End Date is not set or is in the future. For Job History: o The Job History Select Field matches the Job History Select Value AND o Effective Date is before the batch start date. The End Date for the record is within the download period. The End Date for the record is before the start of the download period. Delete can only be set if an Include Period Back checkbox is checked when configuring the download. Include Period Back checkboxes are provided for Team Member, Bonus, Benefit, Absence, and Timesheet records. For Job History: o The Job History Select Field does not match the Job History Select Value AND o The Job History Effective Date when the Value ceased to match is before the batch start date. For Job History: o The Job History Select Field matches the Job History Select Value AND o The Job History Effective Date is between the batch start and end dates. Typically used to indicate Team Member records that are newly added to a payroll. For Job History: o The Job History Select Field does not match the Job History Select Value AND o The Job History Effective Date when the Value ceased to match is between the batch start and end dates. Typically used to indicate Team Member records that are newly removed from a payroll. The following objects include Payroll Download Status fields: Beneficiary Benefit Employment Record Job History Salary Team Member Payflow Implementer's Guide Sage

55 File Download Automatically Calculated Fields for Downloads Effective Dates for Benefits Include Effective Date fields in your downloads to indicate a number of dates associated with benefit records. You can include the fields when mapping HCM to download files: Field EffectiveDate EffectiveCoverageDate EffectiveCoverageOrPostEmploymentDate EffectivePlanDate Description The earliest Start Date for benefits with the same Provider for this Team Member. The earliest Start Date for benefits with the same Provider and the same Policy Coverage for this Team Member. The earliest Start Date for benefits with the same Provider and the same Policy Coverage for this Team Member, or the Post Employment Benefits Start Date. The earliest Start Date for benefits with the same Provider and the same Plan for this Team Member. These date fields are automatically calculated when you request a download that includes them. Effective Date fields are available in the following objects: Field Beneficiary object Benefit object EffectiveDate EffectiveCoverageDate EffectiveCoverageOrPostEmploymentDate EffectivePlanDate Payflow Implementer's Guide Sage

56 File Download Configuring Groups and Subgroups Configuring Groups and Subgroups Payflow download file configuration includes options to group and filter the data record content of the download files to suit your requirements. Some groups include subgroups to provide additional ways of breaking down and presenting the data records. When creating a download file specification (see page 35) you must select one of the following Groups: Salary Bonus Benefits Beneficiaries Dependants Absence Timesheet Select this Group...to group and filter by......and use fields from this Subgroup Salary Team Member object fields None Bonus Bonus object fields None Benefits Benefit object fields None Beneficiaries Benefit object fields Beneficiary object Dependants Beneficiary object fields Benefit object Absence Absence object fields, Absence Accrual object fields None Timesheet Timesheet object fields Time Report object You can use any of the available fields to group and filter the data records - you do not have to use fields that are included in the download. Payflow Implementer's Guide Sage

57 File Download Configuring Groups and Subgroups The following example downloads use a selection of the available Group and Subgroup options. All examples use the same download configuration (see page 26) with these values: Field Description Options section Download Record Delimiter Download Field Delimiter \r for return/carriage return. \n for newline/line feed., (comma). Groups Selection section These fields enable you to specify a base group of Team Members to supply data for download. Team Member Select Field Team Member Select Value Team Member Select Dates fhcm2 Employment_Status c Active Employee Checked, to select Team Member records the specified Payroll period if: The Employment Record Start Date is before the Payroll period. AND Payroll Dates section There is no Employment Record End Date, or the Employment Record End Date specifies a date after the end of the Payroll period. Payroll Base Date Payroll Period A date at least 6 weeks before today. Monthly. The download draws on a sample Sage People system including 253 Team Members with a range of benefits, beneficiaries, and dependants. The download requests data for five fields: Object Field API Name Default Downloaded as Team Member Name Team Member Benefit Type fhcm Type c Benefit Benefit Deduction Code fhcm2 Deduction_Code c CODE Code Beneficiary Name Beneficiary Beneficiary DownloadStatus fpay Download_Status c Status Downloads are displayed in a text editor. Payflow Implementer's Guide Sage

58 File Download Configuring Groups and Subgroups Example: Salary Group Group Select Field Select Value Subgroup Field Subgroup Value Salary None n/a n/a Includes 239 Team Member records, representing all Active Employees from all locations, unsorted. No Beneficiary information. Group Select Field Select Value Subgroup Field Subgroup Value Salary Location New York n/a n/a Includes 40 Team Member records, representing all Active Employees located in New York. No Beneficiary information. Payflow Implementer's Guide Sage

59 File Download Configuring Groups and Subgroups Example: Benefits Group Group Select Field Select Value Subgroup Field Subgroup Value Benefits None n/a n/a Includes 250 Team Member records. No Beneficiary information. Group Select Field Select Value Subgroup Field Subgroup Value Benefits Type Medical Insurance n/a n/a Includes 239 Team Member records, one for each Team Member with a Benefit of Type Medical Insurance. No Beneficiary information. Payflow Implementer's Guide Sage

60 File Download Configuring Groups and Subgroups Example: Dependants Group Group Select Field Select Value Subgroup Field Subgroup Value Dependants None None Includes 268 Team Member records, with Beneficiary information grouped as shown. All Benefit Types. Payflow Implementer's Guide Sage

61 File Download Configuring Groups and Subgroups Group Select Field Select Value Subgroup Field Subgroup Value Dependants Download Status Current (Benefit) Type Life Insurance Includes 21 Team Member records, with Benefit information displayed for Life Insurance by Beneficiary. Payflow Implementer's Guide Sage

62 File Download Configuring Groups and Subgroups Example: Beneficiaries Group Group Select Field Select Value Subgroup Field Subgroup Value Beneficiaries None None Includes 260 Team Member records, with Beneficiary information displayed for each Benefit for which Beneficiaries have been nominated. Group Select Field Select Value Subgroup Field Subgroup Value Beneficiaries (Benefit) Type Life Insurance Download Status Current Includes 13 Team Member records, with Beneficiary information displayed for each Team Member's Life Insurance benefit for which Beneficiaries have been nominated. Payflow Implementer's Guide Sage

63 File Upload You can use Payflow to: Connect to any external payroll, benefit provider, or training provider system that can send a data file. Connect to any internal system that can send a data file. Manage the transfer of the data file from the source system to Sage People, enabling Payflow to shadow changes made in the external system. Read data from a supplied CSV or fixed record length file. Translate data formats and coding schemes into the required format for upload into Sage People. Process time limited or changed data, excluding data that has not changed. For example: o Data for new or returning employees. o Changed salaries. o Detect missing data for employees who have terminated. You can use the Payflow upload process to: Import data into Sage People: a. Configure the upload file (see page 64). b. Map fields in the upload file to Payflow Lines (see page 67). c. Map Payflow Lines to HCM objects and fields (see page 69). Contribute data to a Payflow Batch: o Configure the upload file (see page 64). Import data into Sage People AND contribute data to a Payflow Batch: a. Configure the upload file (see page 64). b. Map fields in the upload file to Payflow Lines. (see page 67) c. Map Payflow Lines to HCM objects and fields (see page 69). Payflow Implementer's Guide Sage

64 File Upload Configuring an Upload Configuring an Upload Uploads are configured as part of Payflow Services. Once configured, you can run the upload and use it as a means of loading data from any source system into Sage People; you do not have to use the upload exclusively for payroll data or as part of a fully configured payroll service. To configure an upload: 1. Select the Payflow Services tab. Sage People displays the Payflow Services Home page. 2. If you want to configure an upload as part of an existing Payflow Service: a. Select a View that includes the service you want. b. Select the Payflow Service Name: Sage People displays the Payflow Service Console for the Service. 3. If you want to configure an upload for use outside a Payflow service or as part of a new service: a. Select New: Sage People displays the New Payflow Service Edit page: b. In Payflow Service Name, enter a name for the Service. c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run by the Service. d. In Send Reports To, enter the name of the Sage People user to receive upload reports. Use Lookup if necessary. e. Select Save. Sage People displays the Payflow Service Console. Payflow Implementer's Guide Sage

65 File Upload Configuring an Upload 4. On the Payflow Service Console, Select Configure: Sage People displays the Configure page for the Payflow Service. 5. In the Mapping from Upload File to Payroll Lines section, select Upload Configure. Sage People displays the Upload Configure page. Use this page to define key features of the file(s) you are going to upload so that the contents can be correctly mapped to Sage People records. 6. Complete the fields as follows: Field Description Options section Upload Use Staging Primary Key. If checked, the upload uses the Inbound Staging Line object and not the Payroll Line Item object to map fields in the upload file to HCM fields. You can use Staging for all Payflow uploads to HCM; you must use Staging for uploads to the Training object. If unchecked, the upload uses Payroll Lines to map fields in the upload file to HCM fields. Picklist. The value used to link a record in the upload file to a unique Team Member record in Sage People. Select the picklist and choose from: Payroll Service and Number If you are uploading data from more than one source (typically, multiple payroll services), use this option to avoid conflicts between instances of the same identification number used by more than one service. Unique Id The Team Member's Unique Id as recorded in Sage People. This is the most commonly used option for single file uploads. Training Row Id Used when uploading data to the Training object. Records in the upload file with Primary Key blank are ignored and not uploaded. Payroll Line Item Key Field name. The field in the upload file used to link to a Payroll Line. Not used if Upload Use Staging is checked. Payroll Line Item Code Upload Record Delimiter Upload Field Delimiter Field name. The field in the upload file used to identify the record code for a Payroll Line Item. All upload records with the same code are allocated to the same Payroll Line Item. Not used if Upload Use Staging is checked. Characters or a regular expression representing a break between records in the file(s) to be uploaded. Typically a Return character. If this field blank the record delimiter defaults to a standard Return character. Characters representing a break between fields within a record. Typically a comma (,) or a tab (\t) If you leave this field blank the field delimiter defaults to a comma to create a standard comma separated value (CSV) file, using the regular expression:,(?=(?:[^\"]*\"[^\"]*\")*(?![^\"]*\")) Fields containing commas are assumed to be enclosed in double quotes ("). Double quotes at the beginning and end of a field are stripped on import. To use an alternative character as a delimiter, precede it with a backslash (\). For example, to use pipe ( ) as a field delimiter, enter: \ Payflow Implementer's Guide Sage

66 File Upload Configuring an Upload Upload Use Field Numbers Upload Full File Upload Post Employment Data Upload Attachment Filename. Enables you to use sequential numbers as field names in the records to be uploaded. If checked, the upload process expects to find sequential field numbers starting from 1 for all field names. If unchecked, the upload process expects to find field names in the first record of the upload file. Multiple spaces embedded in field names are converted to single spaces, and case is ignored.. If checked, the complete upload file is scanned and compared with the previous upload run to identify Team Members missing from this upload. The confirmatory sent on completing the run lists missing Team Members. Missing Team Members are possible leavers or terminations; identifying them in the upload file provides a check and enables you to ensure that all required HR processes are followed. If unchecked, no comparison of file content with the previous run is made.. If checked, data can be imported without creating new Employment Records for Team Members who have left. Picklist of fields in the Payflow Line object. Used to enable import of payslips to Payflow Line for display through Sage People WX. Select the picklist and choose the field that contains or references the name of the file. This can be a field from the csv file to be uploaded, or a formula field that calculates the file name from data such as the Unique ID. When selected, an additional batch runs to import payslips after the batch importing data to Payflow Lines, and before the batch updating HCM objects Automatic Processing section Delete Batch After Days Delete Payroll Lines With Batch Number of days after which download batches are deleted. For example, if set to 0 all previous download batch runs are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly.. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data. SFTP section Complete these fields if you are uploading using managed file transfer (see page 72). Incoming Server Incoming Path The name of the server to which you are uploading the data. The path to the receiving directory on the Incoming Server. 7. Click Save. Sage People displays the Configure page for the Payflow service. Payflow Implementer's Guide Sage

67 File Upload Mapping an Upload File to Payflow Lines or Inbound Staging Lines Mapping an Upload File to Payflow Lines or Inbound Staging Lines The Payflow Line object and the Inbound Staging Line object can both act as an intermediary between an imported data file and a Payflow Batch, or between the imported file and Sage People HCM objects. Both objects enable Sage People data to be synchronized with one or more external sources. Use Payflow Lines to upload payroll-specific data for payslips. Most of the fields in the Payflow Line object have parallel fields in the Team Member, Employment Record, or Salary objects. Use Inbound Staging Lines to upload all non payslip data. For Training object fields you must use Staging - you cannot use Payroll Lines to map to Training data fields. Every field you want to use from an upload file must be mapped to a Payflow Line or an Inbound Staging Line; unmapped fields are ignored. To map an upload file: 1. On the Payflow Service Console for the Service, select Configure: Sage People displays the Configure page for the Payflow Service. 2. In the Mapping from Upload File to Payroll Lines section, select New. Sage People displays the Configure page. 3. Complete the fields as follows: Field Description The value in Input File column: section Upload Map Name The name of the field in the upload file. is copied into: section You are prompted to enter a Payroll Line, a Payroll Line Item, or a Staging Field. Use Payroll Lines for payslip data, use Staging Fields for non-payslip data. Payroll Line Field Payroll Line Item Field Picklist. The name of the field in the Payflow Line object you want to use to map Upload Map Name. Select the picklist and choose the field. Picklist. The name of the field in the Payroll Line Item object you want to use to map Upload Map Name. Item Code Staging Field Picklist. The name of the field in the Inbound Staging Line object you want to use to map Upload Map Name. Payflow Implementer's Guide Sage

68 File Upload Mapping an Upload File to Payflow Lines or Inbound Staging Lines with options: section Type Picklist. The type of data this field contains. Select the picklist and choose from: String Date Number Boolean Not added by default to the picklist. To add Boolean to the picklist: a. Go to Setup > App Setup > Create > Objects and select the Upload Map label. b. In the Custom Fields & Relationships section select the Type Field Label. c. Scroll down to the Picklist Values section and select New. d. Add the picklist value Boolean and select Save. Boolean is added to the picklist for the Type field. Format Picklist. The format of the data this field contains. This is a dependent picklist with the content determined by the Type selected. Select the picklist and choose the format for the data. Data of type has no selectable format; the field is expected to contain a valid address of the form: <local_part>@<domain_name> 4. Select Save. Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping from Upload File to Payflow Lines section. 5. Repeat the mapping process until every field that you want to use from an upload file is mapped to a Payflow Line. Payflow Implementer's Guide Sage

69 File Upload Mapping Payflow Lines to HCM Mapping Payflow Lines to HCM To use the Payflow Line object as an intermediary between an imported data file and Sage People HCM, you must map each Payflow Line field to a field on one of the following objects: Team Member Employment Record Salary Bonus To map Payflow Lines to HCM: 1. On the Payflow Service Console for the Service, select Configure: Sage People displays the Configure page for the Payflow Service. 2. In the Mapping from Payflow Lines to HCM section select New. Sage People displays the Mapping Configure page. 3. Complete the fields as follows: Field Description The value in: section HCM Object Picklist. The object holding the field you want to set to the value of the field from the upload file. Select the picklist and choose the object. Note: the Bonus object is available for mapping, but does not appear in the picklist by default. To add Bonus to the picklist: 1. Go to Setup > App Setup > Create > Objects 2. Scroll down to the Payflow Map object and select the Label. 3. In the Custom Fields & Relationships section, select the HCM Object Field Label. 4. Scroll down to the Picklist Values section and select New. 5. On the Add Picklist Values page enter Bonus 6. Select Save. HCM Field 7. Check that Bonus has been added to the list of Picklist Values. Picklist. The target field on the HCM Object you want to set to the value of the field from the upload file. This is a dependent picklist with the content determined by the HCM Object selected. Select the picklist and choose the field. Payflow Implementer's Guide Sage

70 File Upload Mapping Payflow Lines to HCM is set to: section Payflow Line Field Default Picklist. The name of the source field in the Payflow Line object supplying the HCM Field value. Select the picklist and choose the field. The value you want the target field to take if the Payflow Line Field is blank. with options: section Change Action Picklist. Enables you to specify when to apply a field value that has changed since the last upload of the file. Select the picklist and choose from: Always If Null Never To raise a notification when a field changes value between uploads, but not apply the changed value, set Change Action to Never and check Warn If Different. Warn If Different Minimum Delta. If checked, the confirmation sent when the upload has completed includes a notification when this field changes value. If unchecked, the Change Action is applied without notifying you of a change in value. The smallest change in value between two instances of a numeric field between uploads that you want to be regarded as a change. This enables small changes in value to be ignored. Applies to numeric fields including currency values and percentages. If left blank, minimum delta is: 1.0 for currency and percentage fields 0.0 for all other numeric fields 4. If you do not want to provide a translation value for this field, select Save. Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping from Payflow Lines to HCM section. 5. To provide a translation value for this field, select New in the Translation for this value section. Sage People displays the Translation Configure page. 6. Complete the fields as follows: Translation for this value section Current Value Replacement The original value in the field you want to change. The value you want to substitute for Current Value. If Replacement is blank, Current Value is deleted - replaced with blank - when found. 7. Select Save. Sage People displays the Mapping Configure page. 8. Select Save. Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping from Payflow Lines to HCM section. Payflow Implementer's Guide Sage

71 File Upload Running an Upload Running an Upload To use Payflow to upload data from a source file into Sage People, the upload must be configured (see page 64), the fields in the upload file mapped to Payflow Lines (see page 67), and the Payflow Lines mapped to Sage People objects and fields (see page 69). To run an upload: 1. Select the Payflow Services tab. Sage People displays the Payflow Services Home page. 2. Select the name of the Payflow Service hosting the upload you want to run. Sage People displays the Payflow Service Console for the Service. 3. Select Upload Payflow File: Sage People displays the Upload page for you to select the file: 4. Select Browse, find and select the file. Sage People displays the file name next to the Browse button. 5. To run a test upload without applying any changes to the data, check Disable Changes. Use Disable Changes in combination with the Warn If Different field when mapping Payflow lines to HCM (see page 69) to include notification of changed fields in the upload confirmation Select Upload. On completion of the upload, Payflow sends a confirmation to the user named in Send Reports To when configuring the upload (see page 64). The Batch is added to the Payflow Batches Related List on the Payflow Service Console page: To display batch detail, select the Batch Number: Payflow Implementer's Guide Sage

72 File Upload Uploading Using Managed File Transfer Uploading Using Managed File Transfer Where security of the data is important, especially when it contains confidential or sensitive information, Payflow enables you to use fully managed Secure File Transfer Protocol (SFTP) to transfer files between source and target servers. For file uploads the file transfer is managed between the source, incoming server and Sage People, with configuration handled for you. You must supply: The fully qualified name of the Incoming Server to supply the files for upload. The file path on the Incoming Server to supply the files for upload. The username and password to connect to the Incoming Server. Once configured, you can run the upload as you would any other file upload (see page 71). Payflow Implementer's Guide Sage

73 Field Sets: Payflow Field Sets: Payflow Payflow Line Object Field Set Payroll Line Details Payroll Line Summary Payroll Line Tile Purpose WX only. Fields displayed in the Payslips Detail View, individual Payslip detail. WX only. Fields displayed in the Payslips Detail view, summary table. WX only. Fields displayed in the Payslips Tile. Payflow Implementer's Guide Sage

74 Translation Workbench: Payflow Translation Workbench: Payflow Beneficiary Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Download Status Formula (Text) Benefit Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Effective Date Benefit Enrollment Benefit Option Benefit Plan Benefit Plan Supplier Download Status Date Lookup (Benefit Enrollment) Lookup (Benefit Option) Lookup (Benefit Plan) Formula (Text) Formula (Text) Benefit Calculation Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Field Text (255) Benefit Plan Master-Detail (Benefit Plan) Default Text (255) Description Rich Text Area (32000) Display during Enrollment HCM Expression Long Text Area (32768) HCM Field Text (255) HCM Object Picklist Order Number (5,0) Payflow Implementer's Guide Sage

75 Translation Workbench: Payflow Benefit Comparison Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Plan Master-Detail (Benefit Plan) Description Rich Text Area (32000) Order Number (5,0) Sub Plan Picklist Benefit Cost Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Plan Coverage Coverage Range Master-Detail (Benefit Plan) Picklist Formula (Text) Employee Deduction Currency (12,6) Employer Cost Currency (12,6) Maximum Age Number (3,0) Minimum Age Number (3,0) Selector Value Text (255) Start Date Date Benefit Document Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Plan Master-Detail (Benefit Plan) Description Rich Text Area (32000) Is Enrollment Link URL (255) Order Number (5,0) Payflow Implementer's Guide Sage

76 Translation Workbench: Payflow Benefit Enrollment Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Set Effective Date Employment Enrollment Close Date Enrollment Signed Date Enrollment Start Date Reason Lookup (Benefit Set) Date Master-Detail (Employment Record) Date Date Date Picklist Benefit Option Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Plan Benefit Type Default Enrollment Master-Detail (Benefit Plan) Master-Detail (Benefit Type) Order Number (5,0) Benefit Plan Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Active On Submit Additional Fieldset Text (40) Age Determination Base Date Age Determination Method Age Determination Period Date Picklist Picklist Age Maximum Number (3,0) Age Minimum Number (3,0) Benefit Supplier Benefit Type Master-Detail (Benefit Supplier) Picklist Cap Currency (16,2) Cap Times Employee Amount Number (5,4) Cap Times Salary Number (5,4) Cost Effective Date Method Picklist Payflow Implementer's Guide Sage

77 Translation Workbench: Payflow Benefit Plan Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Cost Per Currency (16,2) Cost Selector Calculation Cost Table Cover Base Date Cover Ending Cover Period Lookup (Benefit Calculation) Lookup (Benefit Plan) Date Picklist Picklist Cover Start Post Offset Days Number (5,0) Cover Start Post Offset Months Number (5,0) Cover Start Pre Offset Days Number (5,0) Cover Start Pre Offset Months Number (5,0) Cover Starting Picklist Deduction Code Text (80) Deduction Code With Salary Sacrifice Text (32) Deduction End Date Deduction Start Date Date Date Deduction Start Offset Days Number (5,0) Deduction Start Offset Months Number (5,0) Deductions Per Month Picklist Description Rich Text Area (32000) Eligibility Calculation Lookup (Benefit Calculation) Eligibility Value Text (255) Employer Contribution Code Text (80) Employer Contribution Code With Sal Sac End Date Text (80) Date Enrollment Instructions Rich Text Area (32000) Has Beneficiaries Has Life Cover Has Life Cover Additional Has Open Beneficiary Has Percentage Contribution Has Savings Plan Hours Worked Minimum Number (3,2) Is Declined Life Cover Approval Method Matching Employer Contribution Multiple Picklist Number (3,4) Payflow Implementer's Guide Sage

78 Translation Workbench: Payflow Benefit Plan Object (Payflow) Maximum Additional Life Calculation Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Lookup (Benefit Calculation) Maximum Additional Life Cover Currency (16,2) Maximum Approved Life Calculation Lookup (Benefit Calculation) Maximum Approved Life Cover Currency (16,2) Maximum Child Age Number (2,0) Maximum Employer Percentage Contribution Number (3,4) Maximum Percentage Contribution Number (3,4) Policy Number Text (64) Prior Plan Savings Plan Enter Annual Amount Savings Plan Entry Method Service Determination Base Date Service Determination Method Service Determination Period Lookup (Benefit Plan) Picklist Date Picklist Picklist Service Minimum Months Number (5,0) Start Date Start First of Month Date Version Text (80) Website URL (255) Benefit Set Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Closed Message Rich Text Area (32000) Continuous Enrollment Description Rich Text Area (32000) End Date Date Instructions Rich Text Area (32000) Pay Base Date Pay Period Read Only After Close Date Show Deduction Dates Show Employer Coat Start Date Date Picklist Date Submit Confirmation Message Long Text Area (32768) Payflow Implementer's Guide Sage

79 Translation Workbench: Payflow Benefit Supplier Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Description Rich Text Area (32000) Website URL (255) Benefit Type Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Set Close On Daily Batch Continuous Enrollment Create Default On Benefit Set Assignment Create Default On Daily Batch Default To Previous Selection Master-Detail (Benefit Set) Description Rich Text ARea (32000) Is Required Order Number (5,0) Recalculate On Daily Batch Required Plan Visibility Lookup (Benefit Plan) Picklist Download Field Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Download Record Master-Detail (Download Record) Value Text (255) Payflow Implementer's Guide Sage

80 Translation Workbench: Payflow Download File Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Changes Only Dedupe Field Text (255) Employment Select Field Text (255) Employment Select Value Text (255) Footer Long Text Area (32768) Group Picklist Header Long Text Area (32768) Job History Select Field Text (255) Job History Select Value Text (255) Key Field 1 Text (255) Key Field 2 Text (255) Key Object 1 Key Object 2 Payroll Service Picklist Picklist Master-Detail (Payroll Service) Record Length Number (5,0) Record Postfix Text (255) Record Prefix Text (255) Remove Empty Fields Select Field Text (255) Select Field 2 Text (255) Select Value Text (255) Select Value 2 Text (255) Subgroup Dedupe Field Text (255) Subgroup Field Text (255) Subgroup Value Text (255) Suppress End of Record Loop Team Member Select Field Text (255) Team Member Select Value Text (255) XML Format Payflow Implementer's Guide Sage

81 Translation Workbench: Payflow Download Map Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Changes Only Character Set Text (255) Default Text (255) Download File Format Lookup (Download File) Picklist HCM Field Text (255) HCM Object Ignore In Record Change Picklist Left Pad Character Text (1) Length Number (4,0) New Loop After New Record After Node Name Text (255) Node Parent Text (80) Node Type Picklist Order Number (16,2) Payroll Service Lookup (Payflow Service) Position Number (5,0) Postfix Text (255) Prefix Text (255) Record/Loop Counter Text (80) Remove Node If Picklist Repeat Number (3,0) Scale Number (5,0) Select Field Text (255) Select Object Picklist Select Value Text (255) Single Space Subgroup To Upper Translate By Substrings Picklist Validation Text (255) Payflow Implementer's Guide Sage

82 Translation Workbench: Payflow Download Record Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Download File Employment Lookup (Download File) Lookup (Employment Record) Full Key Text Area (255) Payflow Batch Master-Detail (Payflow Batch) Value Long Text Area (32768) Download Translate Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Download Map Master-Detail (Download Map) Replacement Text (255) Employment Record Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Set Download Status Last Batch Last Batch Status Payflow Service Lookup (Benefit Set) Formula (Text) Lookup (Payflow Batch) Picklist Lookup (Payflow Service) FTP Credentials Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Password Text (255) Username Text (255) Payflow Implementer's Guide Sage

83 Translation Workbench: Payflow Inbound Staging Line Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type #1 Date #1 to Date #8 #1 Date Employment Text (18) Lookup Id #1 Text (18) Number #1 Number (16,2) Number #2 Number (12,4) Number #3 Number (6,2) Number #4 Number (1,3) Number #5 Number (3,0) Payroll Batch Phone #1 Master-Detail (Payflow Batch) Phone Record Id #1 Text (18) Text 128 #1 to Text 128 #6 Text (128) Text 15 #1 Text (15) Text 16 #1 Text (16) Text 16 #2 Text (16) Text 255 #1 to Text 255 #9 Text 32 #1 to Text 32 #3 Text 64 #1 to Text 64 #3 Text 80 #1 to Text 80 #12 Text (255) Text (32) Text (64) Text (80) Unique Id Text (64) Payflow Implementer's Guide Sage

84 Translation Workbench: Payflow Payflow Batch Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Auto Import Batch End Batch Start Disable Changes Last Batch Date/Time Date/Time Lookup (Payflow Batch) Number of Pages Number (4,0) Pay Date Payflow Service Period End Date Period Start Date Date Master-Detail (Payflow Service) Date Date Payflow Batch Error Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Array Index Number (18,0) Element Name Text (80) Error Code Text (80) Error Message Long Text Area (2048) Error Type Text (80) Field Name Text (80) Integration Id Text (65) (External ID) Object Id Text (40) Payflow Batch Master-Detail (Payflow Batch) Severity Level Text (40) Team Member Validation Date Lookup (Team Member) Date Payflow Implementer's Guide Sage

85 Translation Workbench: Payflow Payflow Line Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Account Name Text (255) Account Number Text (15) Amount Number (16,2) Annual Multiplier Number (12,4) Approved Date Award Date Date Date Bank Name Text (255) Basis Text (80) Birth Date Date Bonus Amount Number (6, 2) Business Text (128) Change Reason Text (80) Continuous Service Date Date Country Text (128) Currency Text (80) Department Text (80) Division Text (255) Employment Lookup (Employment Record) Employment Status Text (80) End Date Date First Name Text (80) FTE Number (1,3) Function Text (128) Gender Text (80) Grade Text (80) Hire Date Date Home Address 1 Text (255) Home Address 2 Text (255) Home Address 3 Text (255) Home Address City Text (128) Home Address Country Text (128) Home Address Postal Code Text (16) Home Address Region Text (128) Home Phone Phone Payflow Implementer's Guide Sage

86 Translation Workbench: Payflow Payflow Line Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Job Title Text (255) Location Text (255) Manager Text (80) Mobile Text (32) Payroll Batch Lookup (Payflow Batch) Payroll Number Text (64) Period Text (80) Personnel Number Text (64) Phone Text (32) Salary Start Date Salesforce Access Date Self Vacation Days Per Year Number (3,0) Social Security Number Text (32) Sort Code Text (16) Start Date Date Surname Text (80) Team Text (255) Unique Id Text (64) User Profile Text (80) Payflow Map Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Change Action Picklist Default Text (255) HCM Object Picklist Inbound Staging Field Text (255) Minimum Delta Number (10,4) Payroll Line Field Text (255) Payroll Service Warn If Different Master-Detail (Payflow Service) Payflow Implementer's Guide Sage

87 Translation Workbench: Payflow Payflow Service Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Absence Include Deleted Absence Include Period Back Absence Select Dates Batch Run Mode Formula (Text) Batch Start Cron Command Text (128) Benefit Include Period Back Benefit Select Active Bonus Include Period Back Bonus Select Dates Create Change Log Days Back For Start Date Number (3,0) Days Future For End Date Number (3,0) Deduction Select Dates Delete Batch After Days Number (3,0) Delete Changes Retaining Batch Delete Payroll Lines With Batch Download Field Delimiter Text (128) Download Record Delimiter Text (128) Download Record Length Number (5,0) Include Post Employment Benefits Include Post Employment Bonus Incoming Path Text (128) Incoming Server Text (128) Job Detail ID Text (18) Job History Select Field Text (80) Job History Select Value Text (80) Outgoing s Long Text Area (32768) Outgoing Path Text (128) Outgoing Server Text (128) Payroll Base Date Date Payroll Line Item Code Text (80) Payroll Line Item Key Text (80) Payroll Period Primary Key Salary Select Dates Picklist Picklist Payflow Implementer's Guide Sage

88 Translation Workbench: Payflow Payflow Service Object Send Reports To Set New Employment Action Trigger Team Member Include Period Back Team Member Select Dates Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Lookup (User) Team Member Select Field Text (255) Team Member Select Value Text (255) Timesheet Include Period Back Timesheet Select Approved Dates Timesheet Select Dates Timesheet Select Paid Dates Top Level File Name Text (80) Upload Attachment Filename Text (255) Upload Field Delimiter Text (128) Upload Full File Upload Post Employment Data Upload Record Delimiter Text (128) Upload Use Field Numbers Upload Use Staging Payflow Translate Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Payflow Map Master-Detail (Payflow Map) Replacement Text (255) Payroll Configuration Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Default Payroll Service Text (80 ) Payflow Implementer's Guide Sage

89 Translation Workbench: Payflow Payroll Line Item Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Amount Currency (16,2) Hours Number (5, 4) Payroll Line Master-Detail (Payflow Line) Policy (Payflow) Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Payslips Salary (Payflow) Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Download Status Formula (Text) Team Member (Payflow) Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Download Status Formula (Text) Upload Map Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Format Picklist Inbound Staging Field Text (255) Item Code Text (80) Payroll Line Field Text (255) Payroll Line Item Field Text (255) Payroll Service Type Lookup (Payflow Service) Picklist Payflow Implementer's Guide Sage

90 Creating and Managing Benefits for Team Members Sage People enables benefit creation and management for Team Members through: Benefit Enrollment Employees use Sage People WX to select the elements of their own benefits package, choosing from the range of benefits made available by their organization. Widely used as an annual Open Enrollment event, Benefit Enrollment is fully supported by Sage People (see page 91). Automated assignment Using default benefits and clearly defined eligibility rules you can run an automated batch to assign benefits to eligible Team Members, and close benefits when Team Members cease to be eligible (see page 92). Direct Benefit Administration Your HR team can use the Benefit Admin link on Team Member Employment records to access and maintain current and pending benefits through a single page. Activate or deactivate individual benefits, maintain start and end dates, and drill down to benefit details (see page 100). Key supporting features are: Centralized set up and maintenance of all benefit sets, plans and options (see page 107). Clear presentation of selectable benefits through WX, with access to plan comparisons, full instructions and all supporting forms and documents. The ability to create, store, and display Team Member enrollment history. Extensive options for managing start dates for enrollment, costs, cover, and deductions. The option to share cost tables across multiple benefit plans, and to clone complete benefit plans. Effective management of cut-off dates. Passing selected benefit details to benefit carriers Integrating benefit deductions with the payroll process. Clearly presenting current benefits to all employees, including costs. Direct, single page HR edit access to all benefit records for each Team Member. Payflow Implementer's Guide Sage

91 Creating and Managing Benefits for Team Members Benefit Enrollment Benefit Enrollment Benefit Enrollment generates a new set of benefit records for each Team Member as they enroll. Use one of the following methods to manage Benefit Enrollment for Team Members through their Employment Records: Benefit Enrollment History Benefit Enrollment is a separate object that stores the history of all Benefit Sets offered to the Team Member. Displayed in a Related List on the Employment Record, Benefit Enrollment builds over time to provide an easy to view history. The object includes an Enrollment Start Date field to trigger an automatic update of the key enrollment fields on the Employment Record. If you use Benefit Enrollment History, do not use the Benefit Enrollment fields on the Employment Record to update the Team Member's enrollment details. Benefit Enrollment fields A set of fields directly on the Employment Record enable you to link employees to Benefit Sets and specify control dates. Benefit Enrollment History is not created. You can identify current benefit records from their start and end dates. If you use the Benefit Enrollment fields on the Employment Record, do not use Benefit Enrollment History. Payflow Implementer's Guide Sage

92 Creating and Managing Benefits for Team Members Automated Benefit Assignment Automated Benefit Assignment A range of options help automate benefit enrollment and ease administration: Link a Benefit Plan to a Benefit Calculation to assess eligibility (see page 110). Automatic eligibility assessment, including age and length of service determination (see page 110). Direct entry of an expression as a Benefit Calculation record. Typically used in place of an HCM formula field to return a value. Specify Team Member or Employment Record as the expression base object (see page 122). Set a default Benefit Option for each Benefit Type (see page 137), and enable default to the previous selection (see page 134). Run a batch to identify where defaults would apply, enabling you to check details and fix any errors before re-running to commit the changes (see page 94). Use Benefit Type settings to control the selection and assignment of default Benefit Options on Benefit Set assignment or by daily batch (see page 96). Options for automatic benefit start dates (see page 98) and end dates (see page 99). Automatic benefit assignment enables significant change to sensitive Team Member records without Team Member involvement. Changes to rate tables, for example, resulting in increased levels of employee contribution can be automatically applied - ensure that you have mechanisms in place to notify and authorize as necessary. Use a sandbox environment to validate operation and work with Sage People before implementing in a live production org. Payflow Implementer's Guide Sage

93 Creating and Managing Benefits for Team Members Automated Benefit Assignment Benefit enrollment is typically partly controlled by the Team Member - the employer decides on a range of benefits to offer and the employee decides which benefits to select from those available. Sometimes you need to enroll Team Members in benefits without their involvement, using defined default Benefit Options (see page 94); for example: When... Assigning default benefits to Team Members who have failed to respond to an Open Enrollment deadline. Assigning the legally required minimum levels of cover, defined in a Benefit Set. Assigning benefits in a new hire Benefit Set on the day of joining. Assessing Team Member eligibility for benefits on a daily basis, and assigning new default benefits to those who are now eligible. Recalculating existing plan values based on daily assessment of Team Member eligibility. Closing down benefits when Team Members cease to be eligible. Use... A manually triggered batch to select default benefits for them (see page 94). The Create Default on Benefit Set Assignment setting on the Benefit Type (see page 96). The Create Default on Daily Batch setting on the Benefit Type (see page 96). The Recalculate On Daily Batch setting on the Benefit Type (see page 96). The Close On Daily Batch setting on the Benefit Type (see page 96). Payflow Implementer's Guide Sage

94 Creating and Managing Benefits for Team Members Automated Benefit Assignment Using Default Benefit Assignment You can designate one or more default Benefit Options to be assigned within a Benefit Plan (see page 137). When using automatic benefit enrollment, Sage People assesses Team Members for eligibility against default Benefit Options in the order indicated by the Order field, and assigns the first matching Option. Default Benefit Assignment by Manual Batch Team Members using an Open Enrollment process and who are assigned to a specific Benefit Set but who have not yet submitted their preferences can have benefits selected for them. The process runs as a manually triggered batch and selects default Benefit Options (see page 94). When default Options are not defined, no selection is made. You can choose: To include or exclude those Team Members who have not yet reached the enrollment close date. To commit the changes identified or not. Typically, you would run the batch without committing changes one or more times to identify errors and enable you to fix them, then run the batch again and commit the changes. When committing changes, the Create Default Benefits batch operates as follows: Team Members who have a selected option for a Benefit Type from the immediately previous period, and where the Benefit Type is set Default To Previous Selection: o Team Members are enrolled in the previously selected Benefit Option. When a Benefit Option is set as the Default Enrollment option for a Benefit Type, Team Members are enrolled in that Option. To run the Create Default Benefits batch: 1. Select the Benefit Sets tab. Sage People displays the Benefit Set Home page. 2. Select the name of the Benefit Set you want. Sage People displays the Benefit Set Detail page. Payflow Implementer's Guide Sage

95 Creating and Managing Benefits for Team Members Automated Benefit Assignment 3. Select Create Default Benefits: The Create Default Benefits button is not displayed by default. Add it to the page layout by selecting Edit Layout on the Benefit Set Detail page, dragging and dropping the button into the Custom Buttons area on the page. The Batch runs and Sage People displays the Default page for the Benefit Set: 4. Ensure: o The number of default benefits identified is correct. o The number of Team Members identified as not yet reaching their Benefit Enrollment Close Date is correct. o Any errors identified in the sent to confirm batch details are fixed before re-running the batch. 5. To create default benefits for Team Members who have not yet reached their Benefit Enrollment Close Date, check Include n not reached close date. 6. When you are ready to commit the changes, check Commit Changes. When you are ready to re-run the batch, select Start. Payflow Implementer's Guide Sage

96 Creating and Managing Benefits for Team Members Automated Benefit Assignment Controlling Automated Benefit Assignment Benefit Types (see page 134) can be flagged to control the way in which automated benefit assignment works for each type of benefit: 1. When a Benefit Set is assigned. Use the Create Default on Benefit Set Assignment checkbox. For example: o Assignment of automatic life cover as required by organizational policy or legislation. o Assignment of a set of benefits to a new hire when Team Member input is not required. 2. Daily assessment and assignment. Use the Create Default On Daily Batch checkbox. o Flagged Benefit Types are identified and Team Member eligibility assessed against available Options, using a daily batch run. o No existing benefit assignments are changed. 3. Daily recalculation of existing Plan values. Use the Recalculate On Daily Batch checkbox. o Existing Plan values and Team Member eligibility are assessed using a daily batch run. o When required, new benefits are created using new values, and existing, superseded benefits are marked with an end date. For example: o A Team Member's level of cover, and the charge for it changes when they reach the age of 50. o A Team Member's dependant child ceases to be eligible for a benefit when they reach the age of Daily closing of benefits when Team Members are no longer eligible. Use the Close On Daily Batch checkbox. The checkboxes are not displayed on the Benefit Type Edit page by default. You can add them to the page layout through Setup > App Setup > Create > Objects > Benefit Type > Page Layouts. Start dates for new benefits are determined in line with the rules for automatic benefit start dates (see page 98). Set timing for a daily batch by scheduling the Apex Class BenefitSetDailyBatchSchedule (see page 97). Payflow Implementer's Guide Sage

97 Creating and Managing Benefits for Team Members Automated Benefit Assignment Scheduling the Daily Batch You can use a daily batch to control automated benefit assessment, assignment, recalculation, and closure. To set up the batch schedule: 1. Go to Setup > App Setup > Develop > Apex Classes. 2. Select Schedule Apex: Sage People displays the Schedule Apex page. 3. Complete the fields as follows: Job Name The name you want to use for the job running the batch. The name appears in the list of Scheduled Jobs (Setup > Administration Setup > Monitoring > Scheduled Jobs). Use a name that is easily identified, such as Benefits Daily Batch. Apex Class The Apex Class controlling the batch. Select Apex Class Lookup BenefitSetDailyBatchSchedule and select the class: Schedule Apex Execution The schedule that controls the timing of the regular batch run. For a daily batch: Select Weekly Frequency. Select all the days of the week you want the batch to run. Select Start and End dates. You can set the end date for up to 5 years in the future. Select a Preferred Start Time for the batch to run. Typically, choose a time before start of day so that benefits can be assessed, assigned, recalculated and closed. The exact start time may vary each day depending on other activity in the job queue. 4. Select Save. The job is scheduled and runs on the days you chose. To change the details of the daily batch, such as when it runs, delete the original job and set it up again: 1. Go to Setup > Administration Setup > Monitoring > Scheduled Jobs Sage People displays the All Scheduled Jobs page. 2. In the Action column for the job, select Del: You are asked to confirm. 3. Select OK. 4. Repeat the steps described at the start of this section to set up a job with the new details. To monitor the status of the daily batch job: Go to Setup > Administration Setup > Monitoring > Apex Jobs Payflow Implementer's Guide Sage

98 Creating and Managing Benefits for Team Members Automated Benefit Assignment Automatic Benefit Start Dates Benefit Start Dates are recorded on the Team Member's Benefit Detail page, accessible through the Employment Record - scroll down to the Benefits Related List and select the Benefit you want. Benefit Start Dates are set automatically when the Team Member enrolls or re-enrolls in the Benefit. Start Date is set to one of the following values, in descending order of priority and taking the first non-null value: The Benefit Plan Start Date (see page 110). The Benefit Enrollment Effective Date, from the Employment Record. The Benefit Set Start Date (see page 132). Today, the Benefit selection date. The Start Date is modified in line with the Cover Starting setting on the Benefit Plan (see page 110): If Cover Starting is set to Cover Period Start Date, Start Date is set to the specified cover period start. If Cover Starting is set to Next Cover Period Start Date, Start Date is set to the start of the first cover period starting after today. Payflow Implementer's Guide Sage

99 Creating and Managing Benefits for Team Members Automated Benefit Assignment Automatic Benefit End Dates Benefit End Dates are recorded on the Team Member's Benefit Detail page, accessible through the Employment Record - scroll down to the Benefits Related List and select the Benefit you want. Benefit End Dates are set automatically: When a Team member enrolls for a new benefit that supersedes the previous one. The End Date for the superseded benefit is set to the Start Date of the new benefit, minus one day. When an End Date is entered for the Team Member on their Employment Record, and the Benefit Plan is set with Cover Ending on the Employment End Date (see page 110). When a Cover Period ends and the Benefit Plan is set with Cover Ending on that Cover Period End Date (see page 110). Payflow Implementer's Guide Sage

100 Creating and Managing Benefits for Team Members Direct Benefit Administration Direct Benefit Administration In addition to Team Member benefit self-selection and automated benefit assignment, you can administer benefits for Team Members through their Employment Records. Start by adding the Benefit Admin button to the Benefits Related List: 1. Go to Setup > App Setup > Create > Objects and select the Employment Record label. 2. Scroll down to Page Layouts and select Edit for the Employment Layout. 3. Select Related Lists from the left panel. 4. On the Benefits Related List select Properties 5. Expand the Buttons section, select Benefit Admin and select Add to move the button from Available Buttons to Selected Buttons. 6. Select OK. 7. Select Save. Now open the Benefit Admin page for a Team Member: 1. Open the Team Member's Employment Record. 2. At the head of the Employment Record Detail page select Benefits, or scroll down to the Benefits Related List. 3. Select Benefit Admin: Payflow Implementer's Guide Sage

101 Sage People displays the Benefits Admin page for the Team Member: Creating and Managing Benefits for Team Members Direct Benefit Administration Payflow Implementer's Guide Sage

102 Creating and Managing Benefits for Team Members Direct Benefit Administration The Benefits Admin page includes sections for: The Benefit Set available to the Team Member - Open Enrollment in this example. Benefits o Current Benefits o Pending Benefits You can: Replace a selected benefit (see page 103) Change the start or end dates for a benefit (see page 105) Activate or deactivate a benefit (see page 106) Payflow Implementer's Guide Sage

103 Creating and Managing Benefits for Team Members Direct Benefit Administration Replacing a Selected Benefit 1. On the Benefit Admin page go to the Benefit Set section. 2. Select the Benefit Type (Section) hosting the benefit you want to change Sage People displays the Benefits of that Benefit Type on offer to the Team Member, with the current selection indicated: Payflow Implementer's Guide Sage

104 3. Select the replacement benefit from the list of those on offer. Creating and Managing Benefits for Team Members Direct Benefit Administration Sage People displays the page for that benefit, with current coverage and estimated cost: You can change the coverage if plan details permit it. Select Recalculate Cost if you make changes that affect the cost of the plan, making sure that the recalculated cost is acceptable to the Team Member. 4. To replace the existing benefit with this benefit, select Save and Next. Sage People redisplays the Benefit Type page with the new selection: Payflow Implementer's Guide Sage

105 Creating and Managing Benefits for Team Members Direct Benefit Administration Changing Start or End Dates for Current or Pending Benefits 1. On the Benefit Admin page go to the Current Benefits or Pending Benefits section: 2. For the benefit you want to edit, select the Start Date or End Date to display a calendar: 3. Select the date. 4. Select Save: Payflow Implementer's Guide Sage

106 Creating and Managing Benefits for Team Members Direct Benefit Administration Activating or Deactivating a Benefit 1. On the Benefit Admin page go to the Current Benefits or Pending Benefits section. 2. For the benefit you want to activate or deactivate, select the Active checkbox: 3. Select Save: Payflow Implementer's Guide Sage

107 Setting Up Benefits The outline process for setting up Benefits is: 1. Create Benefit Supplier records for all carriers (see page 109). 2. Create Benefit Plan records, including costs, calculations, and comparisons, and make associated documents available (see page 110). 3. Create Benefit Sets for employee groups with different entitlements (see page 132). For example, a new hire set, an open enrollment set, a senior management set. Each set contains one or more Benefit Types. 4. Create Benefit Options to link Benefit Plans to Benefit Types (see page 137). 5. Complete either of: o The Benefit Enrollment fields on the Benefit Enrollment object to create a new entry in the Team Member's Benefit Enrollment History (see page 139). o The Benefit Enrollment fields in Team Member Employment Records to link employees to Benefit Sets and specify control dates. (see page 141) Use one or the other, not both. Payflow Implementer's Guide Sage

108 Setting Up Benefits To clarify the relationships between the main Benefit objects, here is some sample data showing partial information on the components of two Benefit Sets, Open Enrollment and New Hire. There are two Benefit Suppliers: Bedrock Financial Supplies multiple insurance related benefit plans. Thistle Pensions Supplies a single 401K pension plan. Benefit Supplier Benefit Plan Benefit Type Benefit Option Benefit Set Bedrock Financial Short-term Disability Disability Insurance BO0044 Open Enrollment BO0075 New Hire Long-term Disability Disability Insurance BO0062 Open Enrollment BO0076 New Hire Basic Life/Accidental Death & Dismemberment Insurance Supplemental Life Insurance, Employee Supplemental Life Insurance, Employee, New Hire Supplemental Life Insurance, Children Supplemental Life Insurance, Domestic Partner Supplemental Life Insurance, Spouse Life Insurance BO0061 Open Enrollment BO0077 New Hire Life Insurance BO0066 Open Enrollment Life Insurance BO0046 New Hire Life Insurance BO0065 Open Enrollment BO0079 New Hire Life Insurance BO0052 Open Enrollment BO0088 New Hire Life Insurance BO0064 Open Enrollment BO0078 New Hire Thistle Pensions 401K Plan Pension BO0099 Open Enrollment Payflow Implementer's Guide Sage

109 Setting Up Benefits Adding a New Benefit Supplier Adding a New Benefit Supplier Benefit Suppliers are the organizations providing benefits to your Team Members through Benefit Plans. Each Benefit Plan is linked to one or more Benefit Options. Benefit Options can be made available to Team Members through WX. Much of the information held for Benefit Suppliers is typically provided by the suppliers themselves, and details of the Benefit Plans are agreed between your organization and the supplier. To add a new Benefit Supplier: 1. Select the Benefit Suppliers tab. Sage People displays the Benefit Suppliers Home page. 2. Select New. Sage People displays the New Benefit Supplier Edit page. 3. Complete the fields as follows: Field Benefit Supplier Name Description Description The name by which the Supplier is known. By default the supplier name is displayed to Team Members in WX when they work through the benefit selection process. A description of the Supplier. Typically the description is supplied by, or based on material from the Supplier. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want. The description is usually more effective in WX if it is brief. Use links to provide access to more information if necessary. Website The url for the Benefit Supplier's website. Enter the url in full starting with or You can also include website links in the Description by selecting Link. 4. Select: o Save to save the Benefit Supplier details. Sage People displays the Benefit Supplier Detail page ready for you to add Benefit Plans. o Save & New to save the Benefit Supplier details and display another New Benefit Supplier Edit page. o Cancel to discard your changes and return to the Benefit Suppliers Home page. Payflow Implementer's Guide Sage

110 Setting Up Benefits Adding a New Benefit Plan Adding a New Benefit Plan Benefit Plans contain the details of the benefits made available to Team Members through Benefit Options. They can be full plans, such as those for health care or pensions, or a simple record of an available benefit such as a car allowance or a cell phone. Benefit Plans are provided by Benefit Suppliers, and much of the detail is typically provided by the suppliers following discussion and agreement with your organization. A wide range of options for assessing eligibility is available. If you set more than one condition, all conditions must be met for eligibility. Many of the fields are not displayed by default and must be added to the page layout; if a field is described in the field description table and not displayed on screen, check the page layout and add the field. You can create more than one version of a Benefit Plan - typically used to support price changes in a plan between enrollment periods. You can also set a start date for the Benefit Costs associated with a Plan, so if costs are the only element of a Plan that is changing, you can continue to use the same Plan with a new Benefit Cost table running from the date the costs change (see page 120). Before you can create a Benefit Plan, the Benefit Supplier hosting the plan must be available on the system (see page 109). To add a new Benefit Plan: 1. Select the Benefit Suppliers tab. Sage People displays the Benefit Suppliers Home page. 2. Select the name of the Benefit Supplier hosting the new Plan. Sage People displays the Benefit Supplier Detail page, with all existing Benefit Plans available from that supplier displayed in the Benefit Plans related list: Payflow Implementer's Guide Sage

111 Setting Up Benefits Adding a New Benefit Plan 3. Select New Benefit Plan. Sage People displays the Benefit Plan Edit page. 4. Complete the fields as follows: Field Description Information section Benefit Plan Name Cost Table The name by which the plan is known. By default the plan name is displayed to Team Members in WX when they work through the benefit selection process. The plan name is also often included in Payflow files - avoid changing the name once set to avoid errors. The name of another Benefit Plan with a Benefit Cost table you want to use for this Plan. If selected, the Benefit Costs from the nominated Plan are used and any Benefit Costs associated with this Plan are ignored. Select Cost Table Lookup to select the Benefit Plan you want to supply the costs. Benefit Supplier Version Prior Plan Description The name of the supplier making this plan available. Defaults to the name of the Benefit Supplier you selected at the start of this procedure. If you need to change the supplier, select Benefit Supplier Lookup to find and select the correct supplier. A text label for this version of the Plan. To easily distinguish between versions created for different enrollment periods, use a year as a version label. Version is not displayed by default and must be added to the page layout. The Benefit Plan from the previous enrollment period used to set the values for this enrollment. Use in conjunction with Version when versioning Benefit Plans. Use Prior Plan Lookup to find and select the Plan. Prior Plan is not displayed by default and must be added to the page layout. A description of the plan. Displayed to Team Members through WX as Plan Details, and should contain enough information to enable a Team Member to select between plans. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want. Website The url for a site providing more information about the plan. This is often a page on the Benefit Supplier's website. Enter the url in full starting with or You can also include website links in the Description by selecting Link. Benefit Field Values section Detail for the benefit supplied by the Benefit Plan Benefit Type Start First of Month Deduction Code Policy Number Picklist. Select the Benefit Type to which this plan is linked. Benefit Types are the Record Types set up for the Benefit object and indicate the type of Benefit record created when this plan is selected by a Team Member.. If checked, Payflow checks the Start Date, and if Start Date is not the first of the month, the benefit start date is moved to the first day of the next month. If unchecked, the benefit starts on the Start Date. The Benefit Deduction Code for this Benefit Plan. The Deduction Code is passed to your payroll system, typically for use on salary advice and internal finance documentation. Text, up to 64 characters. An identifier for this Benefit Plan. Policy Numbers are typically allocated by suppliers. Payflow Implementer's Guide Sage

112 Setting Up Benefits Adding a New Benefit Plan Field Description Eligibility section Not displayed by default: add an Eligibility section to your page layout to group eligibility fields. All conditions set must be met for eligibility. Eligibility Calculation The name of the Benefit Calculation used to establish if the primary beneficiary is eligible for this Benefit Plan. Enter the Benefit Calculation Name or use Eligibility Calculation Lookup to find and select the calculation. Eligibility Value Age Determination Method The value or values that must be matched by the value returned by the Benefit Calculation named in Eligibility Calculation for the primary beneficiary to be eligible for this Benefit Plan. Enter the value as a string, with multiple permitted values comma separated. If the primary beneficiary is not eligible for the Plan, the Plan is removed from the hosting Benefit Set to prevent manual or automatic selection. The date at which the primary beneficiary's age is assessed to determine eligibility for the Benefit Plan. Age can be used to check compliance with minimum or maximum age requirements and in rate tables. Select the picklist and choose from: Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record. Period Start Date From Start Date The start date of the first Age Determination Period following the Benefit Start Date. Set Age Determination Period and Age Determination Base Date values. Period End Date From Start Date The end date of the first Age Determination Period following the Benefit Start Date. Set Age Determination Period and Age Determination Base Date values. Effective Date The benefit enrollment effective date at the time the benefit was selected. Period Start Date From Effective Date The start date of the first Age Determination Period following the benefit enrollment effective date. Set Age Determination Period and Age Determination Base Date values. Period End Date From Effective Date The end date of the first Age Determination Period following the benefit enrollment effective date. Set Age Determination Period and Age Determination Base Date values. Age Determination Period Used in conjunction with Age Determination Method Period dates. Select the picklist and choose from: None Yearly Monthly Semimonthly Biweekly Weekly Age Determination Base Date Age Minimum Daily The date used as a starting point to calculate start dates for Age Determination Periods. Select the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic age determination. The youngest a person can be to be eligible for the Plan. Payflow Implementer's Guide Sage

113 Setting Up Benefits Adding a New Benefit Plan Field Age Maximum Maximum Child Age Service Determination Method Description The oldest a person can be to be eligible for the Plan. Number of years. The maximum permitted age of a child that can be covered under this Benefit Plan. The Maximum Child Age field is not displayed by default and must be added to the page layout. The date at which the primary beneficiary's length of service is assessed to determine eligibility for the Benefit Plan. Select the picklist and choose from: Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record. Period Start Date From Start Date The start date of the first Service Determination Period following the Benefit Start Date. Set Service Determination Period and Service Determination Base Date values. Period End Date From Start Date The end date of the first Service Determination Period following the Benefit Start Date. Set Service Determination Period and Service Determination Base Date values. Effective Date The benefit enrollment effective date at the time the benefit was selected. Period Start Date From Effective Date The start date of the first Service Determination Period following the benefit enrollment effective date. Set Service Determination Period and Service Determination Base Date values. Period End Date From Effective Date The end date of the first Service Determination Period following the benefit enrollment effective date. Set Service Determination Period and Service Determination Base Date values. Service Determination Period Used in conjunction with Service Determination Method Period dates. Select the picklist and choose from: None Yearly Monthly Semimonthly Biweekly Weekly Service Determination Base Date Service Minimum Months Hours Worked Minimum Daily The date used as a starting point to calculate start dates for Service Determination Periods. Select the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic service determination. The minimum length of service in months required for the primary beneficiary to be eligible for the Plan. The minimum number of hours worked for the primary beneficiary to be eligible for the Plan. Hours worked is taken from the value entered in the Hours Worked field on the Employment Record. Payflow Implementer's Guide Sage

114 Setting Up Benefits Adding a New Benefit Plan Field Description Cover Dates section Not displayed by default: add a Cover Dates section to your page layout to group cover date fields Cover Period The minimum period for which cover is available. Select the picklist and choose from: None Monthly Semimonthly Biweekly Weekly Cover Base Date Cover Starting Daily The date used as a starting point to calculate start dates for Cover Periods. Often set to coincide with the payroll base date. Select the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic calculation of Cover Periods. The date used to set the start of cover. Select the picklist and choose from: None Effective Date The benefit enrollment effective date at the time the benefit was selected. Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record. Cover Period Start Date The starting date for a specific cover period, chosen from the dates dictated by the Cover Base Date and the Cover Period. Use a past date to backdate cover, or a future date to ensure cover starts at the same time as a future cover period. Next Cover Period Start Date The start date for the first cover period starting after today. Cover Start Pre Offset Months Cover Start Pre Offset Days Cover Start Post Offset Months Cover Start Post Offset Days A number of months you want to add to the start date or effective date of the benefit to postpone the Cover Start Date. Can be used as well as Cover Start Pre Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset. A number of days you want to add to the start date or the effective date of the benefit to postpone the Cover Start Date. Can be used as well as Cover Start Pre Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset. A number of months you want to add to the cover date after it has been calculated, to postpone the start of cover by an additional period. Can be used as well as Cover Start Post Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset. A number of days you want to add to the cover date after it has been calculated, to postpone the start of cover by an additional period. Can be used as well as Cover Start Post Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset. Payflow Implementer's Guide Sage

115 Setting Up Benefits Adding a New Benefit Plan Field Cover Ending Description The date used to set the end of cover. Select the picklist and choose from: None Employment End Date The End Date entered for the Team Member on their Employment Record. Cover Period End Date The end date for a specific cover period, chosen from the dates dictated by the Cover Base Date and the Cover Period. Start Date A specific date when benefits using this plan are to start. When specified, Start Date is used for all benefits using this plan selected by Team Members, except: For Team Members with an Employment Record Start Date that is later. In that case, the Employment Record Start Date is taken as the Start Date for the plan. When Start First of Month is checked. In that case, when Start Date is not the first of the month, the start date for all benefits based on this plan moves forward to the start of the next month. When Start Date is blank, the start date for benefits using this plan is taken from: The Start Date for the Benefit Set. End Date Deduction Start Date If Benefit Set Start Date is blank, the date the employee selects the benefit. The date when the benefit is to end. If blank, the benefit ends on the end date of the Benefit Set hosting the Benefit Option linked to this Plan. The date on when payments for the benefit are to start for the Team Member. If blank, Deduction Start Date is determined as follows: 1. Use the Effective Date set for the Benefit Enrollment. 2. If Effective Date is blank, use the Start Date from the Benefit Set. 3. If Cover Starting is set for this Benefit Plan, use the Cover Starting value to modify the Deduction Start Date. For example, if Cover Starting is set to Cover Period Start Date, Deduction Start Date is set to the first available payroll date after the Cover Period Start Date. 4. If Cover Starting is not set and Start First of Month is checked, Deduction Start Date is set to the first available payroll date after the first day of the next month, or if today is the first of the month, Deduction Start Date is set to the first available payroll date after today. 5. If Cover Start Post Offset values are set, modify the Deduction Start Date to the first available payroll date after the offset cover start date. Deduction Start Offset Months 6. If Deduction Start Offset values are set, modify the Deduction Start Date to add the offset. A number of months you want to add to the calculated benefit start date to set the start date for deductions to be made from the employee's salary. Can be: A positive value, to delay the start of deductions until after the benefit has started. A negative value, to make deductions before the benefit has started. Can be used as well as Deduction Start Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset. Payflow Implementer's Guide Sage

116 Setting Up Benefits Adding a New Benefit Plan Field Deduction Start Offset Days Description A number of days you want to add to the calculated benefit start date to set the start date for deductions to be made from the employee's salary. Can be: A positive value, to delay the start of deductions until after the benefit has started. A negative value, to make deductions before the benefit has started. Can be used as well as Deduction Start Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset. Deduction End Date Active The date on which payments for the benefit are to finish being deducted from Team Members. If blank, deductions finish on the End Date.. If checked, benefit records created from this Plan are created as active. If unchecked, benefit records created from this Plan are created as Inactive. Enables benefit records to be created and activated at a later date, typically on completion of a qualifying event such as a medical. Deductions for the Plan do not start until it is: Active Active status is ignored for downloads if Benefit Select Active is unchecked when configuring the download.(see page 26). AND Between the Start Date and End Date for the Plan. AND Between the defined start and end dates for deductions. If you are using Active On Submit, leave Active unchecked. Active status is retained when benefits are recalculated by a batch or rolled over from a previous year. Deductions Per Month Picklist. The number of payroll deductions to be made each month for this Plan. Select the picklist and choose from: All Payrolls Deductions are taken from every payroll made during the month. For biweekly payrolls this can be up to 3. 1, 2, 3, or 4 Deductions are made from the specified number of payrolls each month. If the number selected is less than the number of payrolls in the month, deductions are taken from the earlier payrolls, leaving those later in the month deduction free. If left blank, Deductions Per Month defaults to All Payrolls. Where a Plan specifies a cost for a period longer than the payroll period, the deductions are calculated by division. For example: An annual cost to be met from a biweekly payroll by deductions from All Payrolls: The annual cost is divided by 26 to calculate the per-payroll deduction. An annual cost to be met by 2 payroll deductions per month: The annual cost is divided by 24 to calculate the per-payroll deduction. A semi-annual cost to be met by 1 payroll deduction per month: The semi-annual cost is divided by 6 to calculate the per-payroll deduction. Payflow Implementer's Guide Sage

117 Setting Up Benefits Adding a New Benefit Plan Field Active On Submit Description. Ensure Active is unchecked if you want to use Active On Submit. If checked, and Active is unchecked, benefit records created from this Plan are not activated until submitted to HR. Submission can be: From WX when a Team Member selects the Plan and submits. When benefits are created using Create Default Benefit Set on the Benefit Set page. When benefits are created from a batch. If unchecked, benefit records created from this Benefit Plan follow the setting of the Active checkbox. Options section Is Declined Cost Selector Calculation Cost Effective Date Method. If checked, coverage for this Benefit Plan is not applied. Use Is Declined to define an option for a Team Member to waive a benefit. When selected by a Team Member, Sage People generates a benefit record enabling you to see that the benefit was waived. The name of the benefit calculation that determines which value to use from the cost table for this plan. Picklist. The method used to set the cost start date used for the Benefit Cost table. Select the picklist and choose from: Effective Date Cover Start Date Effective Date or Today If After Cover Start Date or Today If After Today Has Open Beneficiary. If checked: Benefits can be selected without adding the beneficiaries of insurance cover. Beneficiaries can be edited at any time. If beneficiaries are added or edited, the total of allocated benefit must always be 100%. Has Life Cover Life Cover Approval Method. If checked, the Benefit Plan supplies or requires life cover and the Team Member is prompted to specify the amount of life cover required. If unchecked, the Team Member is not prompted to specify the amount of life cover required. Picklist. The method used to set the pre-approved amount of life cover. Select the picklist and choose from: Fixed Amount Use the amount set by the Maximum Approved Life Calculation, or, if no calculation is specified, the amount given in Maximum Approved Life Cover. If both Maximum Approved Life Calculation and Maximum Approved Life Cover are given, the Calculation is used and Maximum Approved Life Cover is ignored. Previous Amount Use the amount set for the previous plan. Fixed Amount Then Previous Amount For the first implementation of life cover under this Plan use the amount set as defined for the Fixed Amount option, then use that amount as the Previous amount for subsequent implementations. Payflow Implementer's Guide Sage

118 Setting Up Benefits Adding a New Benefit Plan Field Has Life Cover Additional Maximum Approved Life Cover Maximum Approved Life Calculation Maximum Additional Life Cover Maximum Additional Life Calculation Cost Per Has Beneficiaries Has Percentage Contribution Maximum Percentage Contribution Maximum Employer Percentage Contribution Has Savings Plan Description. If checked, the Benefit Plan supplies or requires additional life cover and the Team Member is prompted to specify the amount of additional life cover. If unchecked, the Team Member is not prompted to specify an amount of additional life cover. The maximum financial amount of life cover available under this Benefit Plan. Used with a validation rule to restrict the maximum amount of cover an employee can request without evidence. The name of the Benefit Calculation used to provide the value of Maximum Approved Life Cover for this Benefit Plan. Enter the Benefit Calculation Name or use Maximum Approved Life Calculation Lookup to find and select the calculation. The additional financial amount of life cover an employee can request on top of the Maximum Approved Life Cover if evidence is supplied. Used with a validation rule to restrict the overall total permitted amount of life cover an employee can request: Maximum Approved Life Cover + Maximum Additional Life Cover. The name of the Benefit Calculation used to provide the value of Maximum Additional Life Cover for this Benefit Plan. Enter the Benefit Calculation Name or use Maximum Additional Life Calculation Lookup to find and select the calculation. The unit used to express the cost of the benefit. For example, if the benefit costs $2 for every $1000 of coverage, set Cost Per to $ If checked, the Team Member is prompted to supply a list a list of beneficiaries for this Benefit Plan. It is not mandatory to enter beneficiaries. If checked and the Benefit Plan is created automatically, it is created without beneficiaries. If unchecked, the Team Member is not prompted for beneficiary names.. If checked, the Team Member is asked for a percentage of salary contribution for this Benefit Plan. If unchecked, the Team Member is not asked for a percentage of salary contribution. The maximum percentage-of-salary contribution from Team Members for this Benefit Plan. The maximum percentage-of-salary contribution from Employers for this Benefit Plan.. If checked, the Team member is prompted for the amount they wish to save per payroll period in this Benefit Plan. The amount is multiplied by the number of payroll periods in the current year and the total amount to be saved over the year is displayed. If checked, and Savings Plan Enter Annual Amount is also checked, the Team member is prompted for the amount they wish to save during the current year. If unchecked, the Team member is not asked for a savings plan amount. Payflow Implementer's Guide Sage

119 Setting Up Benefits Adding a New Benefit Plan Field Savings Plan Enter Annual Amount Description. Works in conjunction with Has Savings Plan. Has Savings Plan must be checked for Savings Plan Enter Annual Amount to have any effect. If checked, and Has Savings Plan is also checked, the Team Member is prompted for the amount they wish to save during the current year in this Benefit Plan. The amount entered by the Team Member is used to calculate the amount to be deducted from each payroll, using the value given in Deductions Per Month for this Plan. The per-payroll deduction is displayed Where the calculation results in a fraction of a currency unit for each deduction, the total amount is rounded down to the nearest value enabling whole units. For example, an entered annual amount of $5000 to be deducted from 26 biweekly payrolls is rounded down to deduct 26 amounts of $ to give an annual savings amount of $ If the Plan is selected and an annual amount entered part way through a year, the per-payroll deduction is calculated on the number of payrolls left in the year. If unchecked, and Has Savings Plan is checked, the Team member is prompted for the per-payroll amount. If both are unchecked, the Team member is not asked for a savings plan amount. Savings Plan Entry Method Picklist. The method used to set the amount to be saved into the savings plan. Values are converted into amounts per pay period, taking into account the value set for Deductions Per Month. Select the picklist and choose from: Pay Period The Plan uses the savings amount as the amount to be deducted per Pay Period. Monthly The Plan uses the savings amount as the amount to be deducted per month. Sage People converts the amount into an amount per Pay Period so that deductions can be made from pay checks. The value set for Deductions Per Month is included in the calculation. Fractional values are rounded down so that the specified amount is not exceeded. Yearly The Plan uses the savings amount as the amount to be deducted annually. Sage People converts the amount into an amount per Pay Period so that deductions can be made from pay checks. The value set for Deductions Per Month is included in the calculation. Fractional values are rounded down so that the specified amount is not exceeded. Payflow Implementer's Guide Sage

120 Setting Up Benefits Adding a New Benefit Plan Field Description Enrollment section Enrollment Instructions The instruction for Team Members wishing to enroll in this Benefit Plan. By default, instructions are displayed in WX. Use the content editing tool bar to control the appearance of the instructions in WX. You can insert links and images if you want. 5. Select: o Save to save the Benefit Plan details. Sage People displays the Benefit Plan Detail page ready for you to add further details for this plan such as Benefit Costs and Calculations. o Save & New to save the Benefit Plan details and display another Benefit Plan Edit page. o Cancel to discard your changes and return to the Benefit Supplier Detail page. Completed Benefit Plans can be cloned using Export and Import options. Defining Benefit Costs A Benefit Plan can have one or more costs associated with it. For example, a medical insurance plan may have different costs defined for the: Employee Employee and children Employee and domestic partner Employee and family Employee and spouse Employee plus one, two, or three Each cost is separately defined and allocated a unique Benefit Cost number of the form BCnnnn. Cost tables can include negative numbers to represent payments to employees. Costs can have a start date, enabling you to add new costs for an existing Plan from a given date without having to re-create the Plan. Use the Cost Effective Date Method on the Benefit Plan (see page 110) to determine how the cost start date is set. To define a Benefit Cost: 1. Select the Benefit Suppliers tab. Sage People displays the Benefit Suppliers Home page. 2. Select the name of the Benefit Supplier hosting the plan for which you want to define a Benefit Cost Sage People displays the Benefit Supplier Detail page. 3. In the Benefit Plans related list, select the name of the plan for which you want to define a Benefit Cost. Sage People displays the Benefit Plan Detail page. Payflow Implementer's Guide Sage

121 Setting Up Benefits Adding a New Benefit Plan 4. Scroll down to the Benefit Costs related list. 5. Select New Benefit Cost: Sage People displays the New Benefit Cost page. 6. Complete the fields as follows: Field Description Information section Benefit Plan Coverage Employee Deduction Employer Cost Start Date The name of the plan hosting this cost. Defaults to the plan you selected earlier in this procedure. To choose a different plan, select Benefit Plan Lookup, find and select the correct plan. Picklist. The person or people covered by this cost. For example, Employee, Employee and family, Children only. Selecting Coverage other than Employee generates a prompt WX for the names of the dependants covered. Select the picklist and select the coverage. By default the picklist does not include options for Employee Plus Two or Employee Plus Three. You can add these values to the Coverage picklist in the Benefit Cost object. Ensure spelling and capitalization is exactly as given here. The cost of this benefit to the employee per pay period. The cost of this benefit to the employer per pay period. The date this cost table is to start. If blank, this cost table applies immediately. Age range cost applies to... section For example, the cost of supplemental life insurance for a spouse often varies by age band. Use these fields to define the minimum and maximum ages for each band. Leave this section blank if the cost applies to all ages. Minimum Age Maximum Age The youngest age at which this benefit cost applies. The oldest age at which this benefit cost applies. Selector value cost applies to...section Leave blank if this cost does not use a Cost Selector. Selector Value If using a Cost Selector Calculation (see page 110), the value resulting from the calculation that causes this Benefit Cost to be chosen. 7. Select: o Save to save the Benefit Cost details. Sage People displays the Benefit Cost Detail page. o Save & New to save the Benefit Cost details and display another New Benefit Cost page. o Cancel to discard your changes and return to the Benefit Plan Detail page. Payflow Implementer's Guide Sage

122 Setting Up Benefits Adding a New Benefit Plan Defining a Benefit Calculation A Benefit Plan may have one or more Benefit Calculations associated with it. A Benefit Calculation can be used to determine the cost of the benefit, the value of cover available, or an eligibility formula. The calculation can be: A value held in another field. A calculated value determined by a formula field. The formula field can be a standard field supplied by Sage People as part of the managed package, or a custom formula field set up for your implementation. An HCM Expression entered directly into the Benefit Calculation Edit page. When building formulas and expressions you can use the Payflow-specific date and time functions (see page 153) as well as standard Salesforce functions. To define a Benefit Calculation: 1. Select the Benefit Suppliers tab. Sage People displays the Benefit Suppliers Home page. 2. Select the name of the Benefit Supplier hosting the plan needing a Benefit Calculation. Sage People displays the Benefit Supplier Detail page. 3. In the Benefit Plans related list, select the name of the plan needing a Benefit Calculation. Sage People displays the Benefit Plan Detail page. 4. Scroll down to the Benefit Calculations related list. 5. Select New Benefit Calculation: Payflow Implementer's Guide Sage

123 Setting Up Benefits Adding a New Benefit Plan Sage People displays the New Benefit Calculation Edit page: 6. Complete the fields as follows: Field Description Information section Benefit Plan Benefit Calculation Name HCM Object HCM Field The name of the plan hosting this calculation. Defaults to the plan you selected. To choose a different plan, select Benefit Plan Lookup, find and select the correct plan. A name for this Benefit Calculation. Enter this name in Cost Selector Calculation when defining the Benefit Plan (see page 110) if you want to use this calculation to select the Benefit Cost. Picklist. The HCM Object hosting the field that returns the value to be used by this Benefit Calculation. If HCM Expression is used, HCM Object specifies the base object for the expression. Select the picklist and choose Team Member or Employment Record. The API Name of the field in HCM Object that returns the value to be used by this Benefit Calculation. Used if HCM Expression is blank. For example, use fhcm2 Approved_Life_Cover c on the Employment Record to return the amount of life cover that has been approved for the Team Member. Payflow Implementer's Guide Sage

124 Setting Up Benefits Adding a New Benefit Plan Field HCM Expression Default Benefit Field Description A Sage People expression that returns the value to be used by this Benefit Calculation. Typically used to hold a benefit eligibility calculation. If entered, used in preference to the HCM Field. Use HCM Object to specify the base object for the expression. The value to be used if HCM Field or HCM Expression returns a null value. The API Name of the field on the Benefit object to hold the value of the calculation when the Benefit Plan is selected by a Team Member. Display During Enrollment section Display during Enrollment Order Description. If checked, the value of the calculation is displayed in WX to the Team Member. For example, you can choose to display the amount of approved life cover available to a Team member to help them select an appropriate Benefit Plan. If unchecked, the value of the calculation is not displayed in WX to the Team Member. Number. For those calculations that are displayed (Display during Enrollment is checked) the order in which this calculation is displayed. Lower numbers are displayed before higher numbers. A description of the value returned by the calculation, such as Your approved life cover amount. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want. 7. Select: o Save to save the Benefit Calculation. Sage People displays the Benefit Calculation Detail page. o Save & New to save the Benefit Calculation and display another New Benefit Calculation Edit page. o Cancel to discard your changes and return to the Benefit Plan Detail page. Payflow Implementer's Guide Sage

125 Setting Up Benefits Adding a New Benefit Plan Defining a Benefit Comparison Benefit Comparisons enable you to present alternatives within a single Benefit Plan. The alternatives can be presented as Sub Plans, with each Sub Plan displayed in one column of the WX benefit table. For example, a vision coverage plan may offer different cost options for in-network and out-of-network providers for each available solution. Define pairs of Comparisons for each option available, using an in-network Sub Plan and an out-of-network Sub Plan. Benefit Comparison Sub Plans are then presented in WX in parallel columns. Comparisons must be set up in multiples of two or more - you cannot compare a single option. Payflow Implementer's Guide Sage

126 Setting Up Benefits Adding a New Benefit Plan To define a Benefit Comparison: 1. Select the Benefit Suppliers tab. Sage People displays the Benefit Suppliers Home page. 2. Select the name of the Benefit Supplier hosting the plan for which you want to define a Benefit Comparison. Sage People displays the Benefit Supplier Detail page. 3. In the Benefit Plans related list, select the name of the plan for which you want to define a Benefit Comparison. Sage People displays the Benefit Plan Detail page. 4. Scroll down to the Benefit Comparisons related list. 5. Select New Benefit Comparison: Sage People displays the New Benefit Comparison Edit page. 6. Complete the fields as follows: Field Description Information section Comparison Type Benefit Plan Sub Plan The name of the option within the plan for which you are creating two or more Comparisons. Comparison Type must be identical for each Benefit Comparison that applies to the same option. Sage People uses Comparison Type to match options and ensure that options with the same Comparison Type and different Sub Plans are displayed on the same row in different columns of the WX benefit table. The name of the plan to which this Benefit Comparison applies. Defaults to the Plan you selected earlier in this procedure. To change Benefit Plan, select Benefit Plan Lookup, find and select the correct plan. Picklist. Each Sub Plan is displayed in one column in the WX benefits table for this Benefit Plan. Select the picklist and choose the Sub Plan for this Comparison. By default, the picklist contains two values: In-Network Out-Of-Network Use Setup > App Setup > Create > Objects to add more values to the Benefit Comparison object, Sub Plan picklist. You must specify a different Sub Plan for each option with the same Comparison Type. Description The description you want to appear in WX for this Benefit Comparison. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want. Payflow Implementer's Guide Sage

127 Setting Up Benefits Adding a New Benefit Plan Field Order Description Number. The order in which this Benefit Comparison is displayed in the WX benefit table. Lower numbers are displayed before higher numbers. Comparison Type is used to ensure that options for different Sub Plans are displayed on the same row in the WX benefit table, so Order is only important to control the order of items in the first Sub Plan column. You do not need to specify an Order number for options in the second and subsequent Sub Plans. 7. Select: o Save to save the Benefit Comparison. Sage People displays the Benefit Comparison Detail page. o Save & New to save the Benefit Comparison and display another New Benefit Comparison Edit page. o Cancel to discard your changes and return to the Benefit Plan Detail page. Payflow Implementer's Guide Sage

128 Setting Up Benefits Adding a New Benefit Plan Adding Benefit Documents Benefit Documents include the forms and reference guides a Team Member will need when applying for a benefit. Documents are listed in, and accessible from the Benefit Documents related list on the Benefit Plan Detail page. To add a new Benefit Document: 1. Select the Benefit Suppliers tab. Sage People displays the Benefit Suppliers Home page. 2. Select the name of the Benefit Supplier hosting the plan for which you want to add a Document. Sage People displays the Benefit Supplier Detail page. 3. In the Benefit Plans related list, select the name of the plan for which you want to add a Document. Sage People displays the Benefit Plan Detail page. 4. Scroll down to the Benefit Documents related list. 5. Select New Benefit Document: Sage People displays the New Benefit Document Edit page. 6. Complete the fields as follows: Field Description Information section Benefit Plan Benefit Document Name Link The name of the plan to which this Benefit Document applies. Defaults to the Plan you selected earlier in this procedure. To change Benefit Plan, select Benefit Plan Lookup, find and select the correct plan. The name you want to display for the document in WX. Enter up to 80 characters. A URL link that gives access to the document. Typically a link to a downloadable version of the document stored on the supplier's website, or on your corporate website or network. In WX the link details are hidden and the link displayed as Download: Is Enrollment Order. If checked, the document is available to Team Members during the Enrollment process. Number. The order in which this document is displayed in WX. 7. Select: o Save to add the Benefit Document to the list of documents available for this Plan. Sage People displays the Benefit Document Detail page. Add Notes and Attachments if you want. o Save & New to save the Benefit Document and display another New Benefit Document Edit page. o Cancel to discard your changes and return to the Benefit Plan Detail page. Payflow Implementer's Guide Sage

129 Setting Up Benefits Adding a New Benefit Plan Adding Extra Fields to a Benefit Plan You can add your own fields to a Benefit Plan so that those fields are displayed to Team Members for completion when they enroll in benefits. Follow these steps: 1. Add the new fields to the Benefit object. 2. Create a new Field Set on the Benefit object and drag and drop the newly created fields into the Field Set. 3. Record the API Name of the new Field Set - you need to enter the API Name on the Benefit Plan Edit page. The APi Name is displayed in the Related List of Field Sets for the Benefit object. 4. Select the Benefit Sets tab. 5. On the Benefit Sets Home page select the Benefit Set hosting the Benefit Type and Benefit Plan you want to extend with the new fields. 6. Select the Benefit Type, then the Benefit Plan Name. 7. On the Benefit Plan Detail page, select Edit Layout. 8. Drag and drop the Additional Fieldset field into the Options section of the page. 9. On the Benefit Plan Detail page, select Edit. 10. In Additional Fieldset enter the API Name of the new Field Set. The new fields are displayed to Team Members when they enroll in the Benefit Plan. Payflow Implementer's Guide Sage

130 Setting Up Benefits Exporting and Importing a Benefit Plan Exporting and Importing a Benefit Plan Exporting a Benefit Plan copies Benefit Costs and Benefit Calculations along with the Plan, but not Benefit Options or attached documents. Export/import uses a.fs file to enable copying within an org or between orgs. If you are copying a Plan to apply pricing changes, bear in mind that you can create a new Benefit Cost table with a start date to apply the new costs from that date to the existing Plan (see page 120). If the costs are the only part of the Plan that is changing, you do not then need to copy the Plan to apply the new costs. To export and import a Benefit Plan: 1. Select the Benefit Suppliers tab. 2. In the list of Benefit Suppliers select the Name of the Supplier hosting the Benefit Plan you want to copy. Sage People displays the Benefit Supplier Detail page. 3. In the Benefit Plans Related List select the Benefit Plan Name for the Plan you want to copy: Sage People displays the Benefit Plan Detail page. 4. Select Export: 5. When prompted, select to Save the.fs file. By default, the file is named using the form: <Benefit_Plan_Name>.fs For example: 401K_Plan.fs The file is saved to your Download folder. 6. Open the target org for the copied Benefit Plan. You can import the copy into the org hosting the original Plan, or into a different org. The target org must have a defined Benefit Supplier with the same name as that hosting the Plan in the original org. 7. Select the Payflow Services tab. Payflow Implementer's Guide Sage

131 Setting Up Benefits Exporting and Importing a Benefit Plan 8. On the Payflow Services Home page, select the All View and select Go to display the Payflow Services List View. 9. Select Import: 10. On the Import Data page, select Browse..., find and select the file, then select Import. Sage People imports the Benefit Plan and attaches it to the Benefit Supplier with the same name as the Supplier hosting the Plan in the original org. Exporting and Importing copies the Benefit Plan as well as all associated Benefit Costs and Benefit Calculations. It does not copy Associated Benefit Options or attachments. Payflow Implementer's Guide Sage

132 Setting Up Benefits Adding a New Benefit Set Adding a New Benefit Set A Benefit Set is a group of employment benefits defined for a specific use in your organization. For example, you may have a benefit set available for new hires, one for open enrollment, and one for senior management. Once defined, you can allocate a Benefit Set to a Team Member by entering the Set name in the Benefit Enrollment section, Benefit Set field of the Employment Record. If you have a number of benefit sets that are variants on a basic set, first create a benefit set with the common benefits and then copy the set for each of the variants. To create a new benefit set: 1. Select the Benefit Sets tab. Sage People displays the Benefit Set Home page. 2. Select New. Sage People displays the New Benefit Set page. 3. Complete the fields as follows: Field Name Description Description A name for the Benefit Set, such as New Starter, or Senior Management. A description of the Benefit Set. By default the description is displayed in WX at the top of the Benefit page when a Team Member selects to enroll in a benefits scheme. Typically the description includes a summary of eligibility and the benefits available. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want. Instructions Instructions for Team Members when enrolling in the Benefit Set. By default instructions are displayed in the Collaboration Portal and WX on the left of the Benefit page. Use the content editing tool bar to control the appearance of the instructions in the Collaboration Portal and WX. You can insert links and images if you want. Closed Message A message to be displayed when the enrollment period for this Benefit Set has closed. By default the Closed Message is displayed in WX at the top of the Benefit page, before the Description. Use the content editing tool bar to control the appearance of the closed message in WX. You can insert links and images if you want. Read Only After Close Date Submit Confirmation Message. If checked, benefits in this Benefit Set are set to read only status from the day after the enrollment period for the Benefit Set has closed for a Team Member. Team Members are then unable to edit or submit benefits in this Benefit Set, and any changes must be made by the HR Administrator or by using the Create Default Benefits option (see page 94). Default is unchecked. A text message to be displayed when a Team Member completes and submits this Benefit Set. Enter the text you want to display. Payflow Implementer's Guide Sage

133 Setting Up Benefits Adding a New Benefit Set Field Description Show Employer Cost. If checked, the cost of the benefit to the employer is displayed in WX on the main benefit election page during Open Enrollment. If Show Employer Cost is not displayed, add it to the page layout through Setup > App Setup > Create > Objects > Benefit Set > Page Layouts > Edit Benefit Set Layout. Show Deduction Dates. If checked, the Start Date and End Date for deductions from employees are displayed on the Employment Record, Benefits Admin page in the Benefits > Current Benefits section. Displayed Start Dates and End Dates are those for deductions from the employee for the benefits in this Benefit Set. System Information section Continuous Enrollment. If checked, enrollment for the benefits in this Benefit Set remains open and benefits can be activated individually. If unchecked, enrollment closes on the End Date or when all benefits are selected and submitted together, whichever occurs first. You can also set individual Benefit Types to operate in Continuous Enrollment mode (see page 134). This enables you to create a hybrid Benefit Set with: Continuous Enrollment unchecked for the Benefit Set, so that enrollment is closed on the End Date by default for all Benefit Types in the Set. Start Date End Date Pay Base Date Pay Period Individual benefits with Continuous Enrollment checked on, to enable those benefits to remain open beyond the default close date for the Benefit Set as a whole. The default start date for all benefits created from this Benefit Set. The default end date for all benefits created from this Benefit Set. The date used as the starting date for calculating pay dates. The next pay date is calculated by adding Pay Periods to the Pay Base Date.Picklist. The frequency used to pay Team Members assigned to this Benefit Set. Used: 4. Select: To convert an annual salary into per-pay period amounts. With Pay Base Date to calculate the date of the next pay date. Select the picklist and choose from: Monthly Semimonthly Biweekly Weekly o Save to save the Benefit Set details. If not set, Sage People uses the value from a Salary-linked Payflow file for this Benefit Set. Using an existing Payflow file to set the value can be useful when you want to use a single Benefit Set for Team Members who are paid in interleaved bi-weekly groups, avoiding the need to set up separate Benefit Sets for each. Sage People displays the Benefit Set Detail page for the set you have just created. o Save & New to save the Benefit Set details and display another New Benefit Set page. o Cancel to discard your changes and return to the Benefit Sets Home page. Payflow Implementer's Guide Sage

134 Setting Up Benefits Adding a New Benefit Set Adding a New Benefit Type A Benefit Type is a high level classification of employment benefits, such as Medical, Short Term Disability, or 401K Pension. By default, Benefit Types are displayed in WX in a list on the Benefit page. Team Members can select a Benefit Type to display the available Benefit Options of that type. When selected, Benefit Types are listed in the Team Member's WX benefit table with the details To create a new Benefit Type: 1. Select the Benefit Sets tab. Sage People displays the Benefit Set Home page. 2. Select the name of the Benefit Set you want to host the new Benefit Type. Sage People displays the Benefit Set Detail page. 3. In the Benefit Types Related List, select New Benefit Type. Sage People displays the New Benefit Type page: Payflow Implementer's Guide Sage

135 Setting Up Benefits Adding a New Benefit Set 4. Complete the fields as follows: Field Benefit Set Name Order Visibility Description The name of the Benefit Set hosting this Benefit Type. Defaults to the Benefit Set you selected at the start of this procedure. To change to a different set, select Benefit Set Lookup to find and select the set you want. A name for the Benefit Type such as Medical, Vision, or Dental. By default, the Name is displayed in WX on the left of the Benefit page in a list of available Benefit Types. Number. The order in which this benefit is displayed within a Benefit Set. Lower numbers are displayed above higher numbers. Picklist. Controls display of this Benefit Type in WX during Team Member enrollment. Select the picklist and choose from: Edit The default. The benefit Type is fully accessible to Team Members. Read Hidden The Benefit Type is not visible to Team Members. Continuous Enrollment Is Required Required Plan Default To Previous Selection Description. If checked, enrollment for the benefits of this Type remain open and benefits can be activated individually. If unchecked, enrollment for benefits of this Type is controlled by the Continuous Enrollment setting on the Benefit Set (see page 132).. If checked, Team Members presented with this Benefit Type must choose an option from this Benefit Type. If unchecked, Team Members do not have to choose an option from this Benefit Type. The name of a Benefit Plan that must be selected by the Team Member before this Benefit Type is offered. For example, Benefit Type Medical Insurance might require a Savings Plan to be in place for the Team Member before Medical Insurance is offered.. If checked, Team Members who are automatically enrolled default to their selection from the previous period. If there is no previous selection, automatic enrollment selects the default Benefit Option. If unchecked, automatic enrollment selects the default Benefit Option. Default Benefit Options are set on the Benefit Option Edit page (see page 137). A brief description of the Benefit Type. By default the description is displayed in WX at the top of the Benefit page when a Team Member selects a Benefit Type. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want. 5. Select: o Save to save the Benefit Type details. Sage People displays the Benefit Type Detail page for the Benefit Type you have just created. o Save & New to save the Benefit Type details and display another New Benefit Type page. o Cancel to discard your changes and return to the Benefit Set Detail page. Saved Benefit Types are added to the Benefit Types related list on the Benefit Set Detail page. Payflow Implementer's Guide Sage

136 Setting Up Benefits Adding a New Benefit Set The Benefit Type object includes four checkbox fields not displayed by default on the Benefit Type Edit page layout. These checkboxes enable you to control automated benefit assignment and must be used with caution. You can add them to the page layout through Setup > App Setup > Create > Objects > Benefit Type > Page Layouts The fields are: Close On Daily Batch Create Default On Benefit Set Assignment Create Default On Daily Batch Recalculate On Daily Batch. If checked, Team Members who have benefits of this Type assigned are checked for eligibility when the daily batch runs, and the benefit closed if the Team Member is no longer eligible.. If checked, a default Benefit Option for this Benefit Type is automatically assigned to eligible Team Members when a Benefit Set including that Option is assigned to them.. If checked, a default Benefit Option for this Benefit Type is automatically assigned to eligible Team Members when the daily batch runs.. If checked, eligibility and charging for assigned benefits of this Type are assessed when the daily batch runs. New benefits using new values are created as required, and superseded benefits are marked with an end date. Payflow Implementer's Guide Sage

137 Setting Up Benefits Adding a New Benefit Option Adding a New Benefit Option Benefit Options represent the benefits available to Team Members through WX. Benefit Options are classified by Benefit Type, and each Benefit Type has one or more Benefit Options. Each Benefit Option links a Benefit Type to a Benefit Plan from a Benefit Supplier. When a Team Member selects a Benefit Option, a Benefit Record is created for that Team Member. Benefit Records are listed: In the Benefits related list for the Benefit Option. In the Benefits related list for the Team Member's Employment Record. Before you can create a Benefit Option, you must have a Benefit Plan to which you can link it. Benefit Plans are created and maintained through the Benefit Suppliers tab. To add a new Benefit Option: 1. Select the Benefit Sets tab. Sage People displays the Benefit Set Home page. 2. Select the name of the Benefit Set hosting the Benefit Type for which you want to add a new Benefit Option. Sage People displays the Benefit Set Detail page. 3. In the Benefit Types Related List, select the Name of the Benefit Type you want to host the new Benefit Option. Sage People displays the Benefit Type Detail page. 4. In the Benefit Options related list, select New Benefit Option: Sage People displays the New Benefit Option Edit page: Payflow Implementer's Guide Sage

138 Setting Up Benefits Adding a New Benefit Option 5. Complete the fields as follows: Field Benefit Type Benefit Plan Description The name of the Benefit Type hosting the new Benefit Option. Defaults to the Benefit Type you selected at the start of this procedure. To change to a different Type, select Benefit Type Lookup to find and select the Type you want. The Benefit Plan providing this Benefit Option. Benefit Plans are created and maintained through the Benefit Suppliers tab. Select Benefit Plan Lookup to find and select the Benefit Plan. Order Default Enrollment Number. The order in which this benefit option is displayed within a Benefit Set, and the order of default assessment when using automatic enrollment. Lower numbers are displayed and assessed above higher numbers.. If checked, this Option is used as a default Option for the Benefit Type when Team Members are automatically enrolled. You can set more than one default Option for automatic enrollment; on execution Sage People works through the available defaults in the order specified by Order and selects the first one matching the eligibility criteria. 6. Select: o Save to save the Benefit Option details. Sage People displays the Benefit Type Detail page with the new Benefit Option added to the related list of Benefit Options in the order you specified. The Benefit Option is automatically given a unique Benefit Option Number of the form BOnnnn. o Save & New to save the Benefit Option details and display another New Benefit Option page. o Cancel to discard your changes and return to the Benefit Type Detail page. Payflow Implementer's Guide Sage

139 Setting Up Benefits Creating Benefit Enrollment History Creating Benefit Enrollment History 1. Open the Team Member's Employment Record to display the Employment Record Detail page. 2. Scroll down to the Benefit Enrollment History Related List. If the Related List is not displayed, add it to the Employment Record Detail page: a. Select Edit Layout at the top of the page. b. In the left panel, select Related Lists. c. In the list of Related Lists panel, select Benefit Enrollment History, drag and drop it into position on the page layout, typically below the Benefits Related List. Define the fields to display in the Related List: d. Select Properties e. In the list of Available Fields, select the fields you want to display and select Add to move them to the list of Selected Fields. Typically, in addition to the Benefit Enrollment number, include the fields displayed on the New Benefit Enrollment page: Enrollment Start Date Enrollment Close Date Benefit Set Effective Date Reason Enrollment Signed Date f. Select OK. g. On the Employment Layout page, select Save. Payflow Implementer's Guide Sage

140 Setting Up Benefits Creating Benefit Enrollment History 3. Select New Benefit Enrollment. Sage People displays the New Benefit Enrollment page: 4. Complete the fields as follows: Field Employment Description Mandatory. Defaults to the Employment Record for the Team Member hosting this Benefit Enrollment History record. Enrollment Start Date The date the Benefit Set is first offered to the Team Member. The Employment Record is automatically updated with the values set in the other fields on this page on the Enrollment Start Date. A past date results in an immediate update; a future date holds the update until that date is today. When Enrollment Start Date is today, the Benefit Calculation Daily Batch executes the update. Enrollment Close Date Benefit Set Effective Date Reason Enrollment Signed Date The date when benefit enrollment closes for this Team Member. The Team Member will not be able to enroll for benefits from this date. The name of the Benefit Set including the Benefit Option entitlement for this Team Member. The date used to calculate the benefit start date. Typically the date of the qualifying event. Picklist. The reason for the benefit enrollment, such as the start of the open period for Open Enrollment, a new hire, or the birth of a child. Select the picklist and choose the reason. The date the Team Member signed off the benefit enrollment as complete. 5. Select: o Save to save your changes and return to the Benefit Enrollment Detail page. o Save & New to save your changes and create another Benefit Enrollment. o Cancel to discard your changes. Saving your changes adds the Benefit Enrollment to the Benefit Enrollment History Related List as a new record. Payflow Implementer's Guide Sage

141 Setting Up Benefits Completing Benefit Enrollment Fields for Team Members Completing Benefit Enrollment Fields for Team Members The Employment Record for each Team Member includes a set of Benefit Enrollment fields. You must complete these fields so that Team Members have access to benefit enrollment through WX. To apply the same values to multiple Team Members - for annual open enrollment for example - use Mass Update on the Team Member Home page. This is the final step of the process to set up benefit enrollment. To edit an Employment Record for Benefit Enrollment: 1. Select the Team Members tab. 2. If the View shows current Employment Records for Team Members, select the Employment Record for the Team Member whose record you want to change. If the View just shows Team Member names, select Edit next to the name of the Team Member whose record you want to change, then select the Employment Record. 3. On the Employment Record Detail page, select Edit. Sage People displays the Employment Record Edit page. 4. Scroll down to the Benefit Enrollment section. 5. Complete the fields as follows: Field Benefit Set Benefit Enrollment Close Date Benefit Enrollment Signed Date Post Employment Benefits Start Date Post Employment Benefits End Date Description The name of the Benefit Set that includes the Benefit Option entitlement for this Team Member. The date when benefit enrollment closes for this Team Member. The Team Member will not be able to enroll for benefits from this date. The date the Team Member signed off the benefit enrollment as complete. The date on which post employment benefits started or must start for the Team Member. This date may be determined by legislative requirements. The date on which post employment benefits cease for the Team Member. This date may be determined by legislative requirements. 6. Select Save. Payflow Implementer's Guide Sage

142 Setting Up Benefits Policy Options: Benefits & Open Enrollment Policy Options: Benefits & Open Enrollment Benefits. If checked, current and future benefits are visible to the Team Member through WX. If Benefit Enrollment is active, the Team Member can also modify their benefits. Field Sets: Benefits Benefit Object Field Set Team Member Details Purpose Fields displayed in the WX Detail view for Benefits. Payflow Implementer's Guide Sage