HR/Payroll Yearly Review

Transcription

1 HR/Payroll Yearly Review May 8, 2018

2 TABLE OF CONTENTS Review for New Fiscal Year District Level Page Bargaining Unit. 2 Job Category/Class. 3 Positions... 4 Salary Schedules.. 5 Calendars. 6 Pay Cycles 7-8 Deductions/Contributions 9 Health & Welfare Benefits Addons Review for New Fiscal Year Employee Management Employment Dates 16 Tab Start & End Dates.. 17 Review for Year End & Roll Forward Leaves Compliance Healthy Families Act (HFA) AB Affordable Care Act (ACA) Tips and Tricks Reports Creating a Report Favorite.. 28 Mass Adding Deductions/Contributions Notification Preference Set Up.. 34 Setting Up a Proxy Approver.. 35 Paycheck Sort.. 35 Paycheck/ACH Advice Message 36 Upcoming Webinar.. 36 HR/Payroll Yearly Review Page 1

3 BARGAINING UNIT Verify Anniversary Options Do Prorate Options still apply? Does your district use FTE Ranges to prorate? Are there Dues Groups to identify certain Deductions or Contributions? Any Benefit Cap change? Go to HR/Payroll Setup Assignment Bargaining Units Update ACA Rates ACA Defaults and ACA Look Back Periods Has the lowest medical benefit plan changed? Update the Offer of Coverage Default HR/Payroll Yearly Review Page 2

4 JOB CATEGORY/CLASS Review for Bargaining Unit/Salary Schedule changes Review for Calendar/Leave Group changes Check Salary Range information Go to HR/Payroll Setup Assignment Job Categories/Classes HR/Payroll Yearly Review Page 3

5 POSITIONS HR/Payroll Yearly Review 2018 Verify/ Update FTE on Detail Verify account codes for FY18 on Account Tab Run Pay22 for FY18 Labor Only o End any Position not needed for FY18 Make sure there are no attached assignments prior to ending Go to HR/Payroll Employment - Positions Review Negative FTE MOST COMMON QUESTION: Why doesn t the Position record show the new assignment information? The Position Tab in the Position record contains the basic information about the position. The information it shows is from the pay detail that is active as of today, which means it does not show information about next year position assignments. This information will show after the first regular payroll runs in the new fiscal year. HR/Payroll Yearly Review Page 4

6 SALARY SCHEDULES Current Salary Schedules are usually open ended, do not have to create new each year Review Column/Row Movement are still active Have there been any Board Approved Salary Schedule Changes that need to be updated? If an Addon is attached to a Salary Schedule, make sure still valid Go to HR/Payroll Setup Assignment - Salary Schedules Verify Column or Row Movement is still valid If Addon attached to the Salary Schedule, make sure it s still valid; check Ranges HR/Payroll Yearly Review Page 5

7 CALENDARS HR/Payroll Yearly Review 2018 Must be created each fiscal year Review Start/End Dates Review Contract Days o Make sure Calendars are in balance; Detail must agree with Contract Days Go to HR/Payroll Setup Assignment - Calendars Contract Days should balance with detail Review Total Leave Months HR/Payroll Yearly Review Page 6

8 PAY CYCLES HR/Payroll Yearly Review 2018 Brought forward from previous fiscal year, need to review if still valid Pay Prds = The number of pay dates that checks will be cut Earnings Prds The periods that employees actually work and earn Advance Prds The number of advance periods, which are periods where there is pay, but no earnings. Arrears Prds The number of arrears periods, which are periods where employees are paid after they have earned Adjust Benefits - o Standard Calculations (Default) 12/Pay Cycle o Base Deductions including arrears/advance = 1/11 of Benefit Deduction o Base deduction on monthly earnings period = 1/12 of Benefit Deduction If changes need to be made send to helpdesk@scoe.org Go to HR/Payroll - Setup- Payroll - Pay Cycles HR/Payroll Yearly Review Page 7

9 This table DOES NOT apply to benefits that are annualized in Org Record HR/Payroll Yearly Review Page 8

10 DEDUCTIONS/CONTRIBUTIONS Changes made in Deduction/Contribution Management (Access depends on Permissions) If Pay Cycle Changes review Active Months Update Dues Rates Go to HR/Payroll Setup Payroll Deduction Management Review Active Months Review Deduction Rates HR/Payroll Yearly Review Page 9

11 HEALTH & WELFARE BENEFITS Benefit Group Setup This setup allows for the linking of similar benefits when coverage changes at open enrollment o The system can then track the costs and annualize based on the previous amounts This setup allows the ACA Report to identify employees who have opted out of medical coverage already and do not need to be tracked The system needs the Groups to be MED and OPT NOTE: Additional MED Group needed for employee with more than one Benefit Provider Example: Domestic Partners (Employee =Pre Tax; Domestic Partner = Post Tax) Go to HR/Payroll Setup Benefit Benefit Groups For existing benefit providers the field will be locked and will require Escape to add the codes HR/Payroll Yearly Review Page 10

12 Update Rates for Health & Welfare Go to HR/Payroll Setup Benefit Benefit Providers Click Go to get list of all Providers Or select Provider Or Active On date End current record Copy to new date Update Rates on Levels Tab Save/Close Update the Employee portion in the EE Amount, update the Employer portion in the EE Refund Amount, and update the Employer Budget portion in ER Budget. This is used for budget projections. Use the monthly amount for 12 pay periods, system will prorate based on setup. Hard Cap would be set in the Bargaining Unit Go to HR/Payroll Setup Assignment - Bargaining Units o Go to the Benefits Caps Tab o Open BU to update, end the current, click new to add new amount, Save/Close HR/Payroll Yearly Review Page 11

13 Benefits for Mid-Year Start or Early Termination Can override on employee Pay Cycle Tab to take actual premiums per month instead of annualize Go to HR/Payroll Employment Employee Management-Pay Cycle Tab Arrears Option = DNP (Deferred Net Pay) The choice selected will set the Annual Benefit flag for the entire year based on your selection You will need to change the flag setting for the next fiscal year, this can be done at the same time, by ending the Pay Cycle June 30, copy to July 1, remove the flag Annual FY Benefit Costs Code Description Example 0 Use Org Default See Org Record 1 No Current Period only; No Annualization 2 Advance July No Earnings, but has H&W Coverage 3 Arrears June No Earnings, but has H&W Coverage 4 Both 2 & 3 July & June No Earnings, but has H&W Coverage 5 One advance period normal arrears Change from 11 earnings to 10 earnings 6 Do not Take Summer Late Start/Early Term; No Advance or Arrears 7 No Advance/only Arrears Late Start, June No Earnings, but has H&W Coverage 8 Only Advance/No Arrears Early Term, July No Earnings, but has H&W Coverage HR/Payroll Yearly Review Page 12

14 Benefit Override HR/Payroll Yearly Review 2018 The Benefits Tab can override the Bargaining Unit and Benefit Providers Go to HR/Payroll Employment Employee Management- Benefits Example: Employee is on RWL at.60 FTE, but Benefits are based on 1.0 FTE so 100 is entered for ER PAY % NOTE: This could also be used for any override needed for Benefits. Example: Bus Driver is.50 FTE but entitled to 1.0 FTE Benefits, indicate 100 in the ER Pay % HR/Payroll Yearly Review Page 13

15 ADDONS Now is the time to review Addons to make sure they are setup to report correctly for Retirement, ACA (Affordable Care Act), and HFA (Healthy Family Act Sick Leave). Go to HR/Payroll Setup Payroll Addons Types of Addons: Lump Sum Hourly Daily Monthly Open Test the Addon to make sure it calculates as expected. If it does not work as expected submit an to Make sure to list the Addon and why it is not calculating as expected. It is recommended to set up Addons as follows: Monthly - Set up in Employee Management Example 1: Substitute Teacher Example 2:Masters/Doctorate Example 3: Cell/Car/Mileage Example 4: Extra Hourly One Time Payment Set up in Adjust Pay Example 1: Coaching Example 2: BTSA Example 3: Yearbook Example 4: Retro/Off Schedule Taxes and Addons Taxes can calculate differently depending upon the setup of the Addon. In most cases Addons are set up with the Regular Earnings Table. For supplemental pay that is earned in the same month regular earnings occur, using an Addon set up with the Regular Earnings Table, the taxes will be annualized. For supplemental pay that is earned in a month where NO regular earnings occur, using an Addon set up with the Regular Earnings Table, taxes will not be taken. It is always recommended that you review the employee snapshot to confirm the Addon is calculating as expected, including the taxes. Taxes are required by law and should not be altered without submission of a new W-4 Form. HR/Payroll Yearly Review Page 14

16 Retirement and Addons Always review the Addon to make sure it is set up properly for STRS and PERS reporting. It is important to look at the employee snapshot. Remember retirees can have different rules and sometimes you may need to override the Addon retirement set up in Adjust Pay. Sections to review in the Addon Section 2 Retirement Information Section 5 Other Addon Information a. Review the STRS/PERS setup a. Set Affect ACA b. Verify STRS Days/Hours b. ACA Hours Section 3 W2 and Account Numbers Section 6 Active Months a. Verify Account Mask Did you have a a. Review Active Months Section 4- Calculation a. Verify Salary Schedule b. Verify Salary Schedule Cell change in the salary schedule attached to c. Verify Affect Base Pay addon? Now is the time to review the STRS Days per Year and Hours per Day. Did you have a change in calendar days? Send to: helpdesk@scoe.org CC: Carol Mahan for STRS HR/Payroll Yearly Review Page 15

17 EMPLOYMENT DATES In the Employee record and other records related to a person's employment, we have several dates that encompass the milestones of that employee. Roll Forward (1 st column Rf ) Anniversary Date - Second for rolling forward an assignment. The anniversary date in the assignment is first. Leave Processing (2 nd Column Le ) Base Date - Second in determining leave processing. The Base Date in the leave is first. Hire Date - Third for leave processing. Seniority - Employee59 Report (3 rd Column Se ) Seniority Date - First for displaying on the report. Base Date - Second for displaying on the report. Hire Date - Third for displaying on the report. Longevity (4 th Column Lo ) Longevity Date - Third in determining longevity for an employee The longevity date in the addon is first, assignment is second. Base Date - Fourth for longevity. Meaning that if the longevity dates in the addon, assignment and employee record are all blank, the software will use this date. Hire Date - Fifth for longevity. HR/Payroll Yearly Review Page 16

18 EMPLOYEE MANAGEMENT TAB START AND END DATES TAB Start Date Termination Date Employment Hire Date Term Date Pay Cycle First of the Month Last of the Month Taxes First of the Month Last of the Month STRS Retirement First of Month of Membership Last of the Month PERS Retirement First Day of Membership Last of the Month ACH First of the Month Last of the Month Deductions First of the Month Last of the Month Contributions First of the Month Last of the Month Assignment Hire Date Term Date Last of the Addons First of the Month Month HR/Payroll Yearly Review Page 17

19 LEAVES Leaves at Year End Go to HR/Payroll Reports - Leave Run Leave Reports (HR/Payroll Reports - Leave) o Leave 40 Approaching Maximum Accrual o Leave 02 Leave Transactions with Excess Leave Balances o Leave 04 Leave Liability by Account Review reports for needed leave adjustments Post any remaining leaves requests Pay off any Leave Balances o Watch retirement coding Pay out any Vacation (non-leave profile based) o Watch retirement coding Review Leave Balance Profiles for changes prior to the roll forward process for FY19 1. District Requests Roll Forward Leaves Balances to FY19 send to helpdesk@scoe.org 2. SCOE IT will roll forward the ending balances to beginning balance 3. DISTRICT Grants Leaves for July prior to Payroll deadline for the new year allocations Warning - Once you load leaves, you will not be able to edit the transactions in the Employee record! At year end, you need to pay close attention to when the roll forward process is complete. You should not load leaves until you have entered all prior year leave transactions and finalized your roll forward balances. If you have to post leaves for prior year (after you have rolled forward) you will need to submit a help desk ticket to have them rolled back. Do not try to enter them into the system they will not post to the prior year FY18, and will reflect in the current year FY19. Remember if you Roll Forward Leave Balances and any balance shows above the carryover maximum it will create a negative adjustment. o After completion, no processing of additional FY18 leave requests in FY18 Leaves can be done in FY19 Leaves will have FY18 dates but affect the FY19 rolled forward balances o Cannot Process July Regular Payroll Unless Roll is Completed ALLOW time to verify/review newly rolled leave balances o Review Leave Transaction Summary (07/01/2018 date) HR/Payroll Yearly Review Page 18

20 Leave Balance Projections Go to HR/Payroll Setup Leave- Balance Profiles Leave projections can be used to notify an employee of what their balance will be thru June. So, if you are a district that does not allow your employees to accrue over a certain amount this may be a great tool. Recommended to run in March or April to provide notice to the Employee. Section 1 Leave Balance Profile 1. Allow Projections for Accrual Basis: a. If the Allow Projections is flagged with a Yes then the leave projections will be part of the Leave Granting Process. b. Leave Projections do not show on the Employee Screen. c. To view Leave Projections Run the Leave01 Report selecting the following Section 2 - Transaction Type criteria: Projected Grant End of Year Leave Balances Section 2 Grant Information 1. Limit Carryover Some districts allow employees to carry over all or some of their unused leave to the next Fiscal Year. a. Setting the Limit Carryover flag to Yes = Employee can carry over a certain amount of their unpaid leave b. Setting the Limit Carryover flag to No = Employee can carry over ALL of their unused leave HR/Payroll Yearly Review Page 19

21 Section 3 Balance Profile Grant Ranges 2. Max Carryover a. Setting the Max Carryover flag will limit the amount of leave the employee can carryover. When leave balances are rolled forward, any remaining balances will now be compared to the Max Carryover. If the leave balance is greater than the carryover Escape will create an adjustment to reset the balance to the max carryover amount. Paying Off Leave Balances Some districts pay off Leave Balances at the end of the year using an Addon. Upon submission of posting leaves in Leave Status during the last earnings period, Escape will create a leave adjustment to set the leave balance to zero. Escape will create the addon adjustment in Adjust Payroll with the calculated amount for the employee s payoff. Review your Addon, Organization Record and Leave Balance Profile to ensure that it is set up properly. If you need setup/adjustments to the Addon submit an to helpdesk@scoe.org 1. Payoff Addon Setup: Section 4 Calculation Rate 1 Option = D (Daily) or H (Hourly) HR/Payroll Yearly Review Page 20

22 Review Organization Record Setup Go to System Setup - Organization Addon Payoff needs to be set up with Addon Payoff information Leave Balance Profile Setup Section 2 Grant Information Payoff = Payoff balance in last earning period Limit Carryover = Yes Section 3 Balance Grant Ranges Max Carryover 0 HR/Payroll Yearly Review Page 21

23 Excess Vacation Leave Balances Depending upon your vacation leave set up, you can carryover and payout or you can set it up not to accrue a liability. To set up the vacation leave not to accrue a liability you can use the following set up: Go to HR/Payroll Setup Leave- Balance Profiles 1. Open Leave Limit Leave Group 2. In Section 2 Limit Carryover = Yes This will prevent excess grants from taking place, avoiding liability at the year-end or upon early termination. Carry Over Max = Enter the desired limit If the employee is over the max the vacation will not be granted. If the vacation is not granted then you do not have a liability. In Employee Management you can view the Units Exceeded Column. Escape keeps a historical record of the excess available for viewing in the Leaves tab. When your district allows carryover and pays out the rest, review your setup. If your set up does not stop excess vacation leave balance you are required to allow an employee to use or receive the equivalent pay. The Leave Balance Profile record does allow you to choose one or the other, BUT not both. If you find that an employee has accrued more than the maximum carryover amount for vacation you can manually pay out the excess or adjust the leave amount back to the employee s original balance. HR/Payroll Yearly Review Page 22

24 HEATHLY FAMILIES ACT (HFA) AB1522 Complying with the Healthy Families Act The Healthy Workplaces, Healthy Families Act of 2014 (AB 1522) was signed into l aw on September 19, This act requires employers to provide sick leave to employees who work in California for 30 or more days within a year. The sick leave is accrued at a rate of no less than one hour for every 30 hours worked. Although an employer can limit an employee's use of paid sick days to 24 hours or 3 days each year. The following is a brief overview for complying with this new law: o Set up a leave group that starts with the letters HFA, specify that leave group in a leave balance profile with no basis and no granting. The units may be set to hours or days, depending upon your district s policy for granting sick leave. o Assign that leave group to all applicable employees. o Monitor employee s 30-day eligibility by entering the number of days worked in the Employee tab in Additional Pay, or in Adjust Payroll or in Pay Manual Checks. o Determine if District policy for Granting is Accrual or Up Front Method o When eligibility is reached, grant sick leave based on your district s policy For Reference Materials Go to Activity Tree SCOE Resources Forms IT Checklist and Cheat Sheets o AB1522 HFA Sick Leave Setup in Escape o AB1522 HFA Sick Leave Grant in Escape Run Reports Monthly and Grant Leaves Go to HR/Payroll Reports Leave o Leave 15 Healthy Families Leave Earned Accrual o Leave 16 Healthy Families Leave Earned Up Front HR/Payroll Yearly Review Page 23

25 Leave Group Override Go to HR/Payroll Employment Employee Management- Leave Tab Go the Employee Leave Tab Use the Task in the Leaves Section Type in the Leave Base Date Leave Group use the drop down menu to select correct Leave Group REMINDER When a new employee is hired who qualifies for HFA you will need to OVERRIDE the Leave Group to set up HFA leaves. If an employee with HFA Leave group becomes an employee with an Assignment, then you must OVERRIDE the Leave Group in the Leave Tab HR/Payroll Yearly Review Page 24

26 AFFORDABLE CARE ACT PAY60 - ACA Measurement Period Report This report helps to determine eligibility for benefits and used as an audit for Employee ACA Activity. When checking for benefit coverage Pay60 report and the ACA load activity, the system will first check the Benefits Provider Tab for Coverage Begin Date and Coverage End Date if they exist, if they do not, then it will use the Begin and End dates. It is recommended to run this report on a monthly basis. You can create a Favorite and Schedule Report and can get an notification when available in My Reports Go to HR/Payroll - Reports- Payroll Pay 60 ACA Measurment Period Report Use this Report to audit Employee ACA Activity and qualification for Benefits. Full-time Employees should receive a 1095-C Form. IRS Considers Full-time 30 hours per week or 130 hours per month. Start Date: Leave blank to default to today s date Months: 12 (Default) Minumim Hours: (Default) Employment Status: EM {Employee} Enrolled?: Employee NOT Enrolled and NOT opted Out Click GO Review Report to verify employees are expected to be on report Create Report Favorite and Schedule Get Notification with an attachment. See page 29 in this documentation. HR/Payroll Yearly Review Page 25

27 REPORTS HR/Payroll Yearly Review 2018 Unpaid Summer Bucket Pay 32 HR/Payroll Reports Payroll o Run Pay 32 now prior to DNP Payouts in June Verify that any balances for terminated employees have been paid out o Run after June DNP Payouts Review for any remaining balances REMINDER If deductions are added to June 30 DNP Payment, then this may cause the DNP to change and there could be a balance remaining and may have to be manually paid out on the June Liability Payroll using the SMRARR Deduction code with a credit amount. Also need to add the NO GROSS addon with the account code from original position. Error Report Pay 22 Review/correct all Labor Errors for FY18 for missing new year accounts o Pay 22 Labor Errors Use options for Error Category: Labor Errors Only Review for account codes not present in new fiscal year Expired accounts may still be mapped in Position Control Adjust Accounts in Positions if necessary Add account string as appropriate HR/Payroll Yearly Review Page 26

28 Review/correct Prior Year and Current Year Liability accounts o Pay 22 Labor Errors Use options FY19/Labor Errors Only Errors will reference 9529/9510 Liability accounts usually assigned to resources that have not been used for accruals previously Add account string as appropriate OTHER USEFUL REPORTS Position Reports POS07 Assignment Roll Forward Review POS06 Cost of Step and Column Adjustments POS08 Assignment Roll Forward Problem Review POS16 Cost of Step and Column Adjustments - Detail Addon Reports PAYDtl01 Addon Audit PAY36 Addon Earnings PAY33 Addon Leaves Leave Reports Leave01 Leave Transactions (Leave Projections) Leave02 Leave Transactions with Excess Leave Balances Leave04 Leave Liability to Account Leave15 HFA Accrual Leave16 HFA Up Front Leave40 Approaching Maximum Accrual HR/Payroll Yearly Review Page 27

29 CREATING A REPORT FAVORITE Go to HR/Payroll Reports Open Specific Report and select Report Criteria Click on Favorites Click Manage Name your favorite Make Public to share Schedule, Daily, Weekly, o Monthly, Yearly Choose Report Format Click Attach Report Click +Add Apply Change Save Report Favorites can now be ed to you on a regular basis by using the Report Format field and Click Attach Report to Notification. o Confirm you have an address set up in your Org User ID record. If you do not have access to your Org User ID settings, send a ticket to helpdesk@scoe.org. HR/Payroll Yearly Review Page 28

30 Mass Update Employee Detail Go to HR/Payroll Employment Employee Management Create Search to generate a list of employees you would like to update. o Example: Create a list for all Employees with the Employment Status = EM (Employee), and Person Type = 1 (Certificated). This will create a list of all Certificated Staff with the Status of Employee. Select Go Go to Tasks and Select Mass Change from the Drop Down Select Employment Details o The system will ask you if you are ready to create a batch to update Employee Details Select Yes, to create a batch HR/Payroll Yearly Review Page 29

31 Select Yes, if you are ready to open the Employee Details batch Populate the fields that apply to the item you want to mass change. o Example: Update all Certificated Staff members in the list to have ACA listed as their ACA Bargaining Unit. HR/Payroll Yearly Review Page 30

32 Select Tasks NOTICE: The drop down has TWO selections: Set Defaults or Post o 9a. Create the batch using the Set Default. Selecting Set Default allows you to enter in the Field Changes on the Mass Change Detail form and it will set this as the default for all employees included in the list. HR/Payroll Yearly Review Page 31

33 Batch remains in Open status. o You can now go to the Mass Change Detail Tab to review your changes. o Notice the lines are now bold indicating the changes. If there were Errors you would have Error o Messages listed in the third column. Enter in individual changes if needed, since you have the list open. Go to Tasks, select Yes, to create and POST the Batch. Always check your batch status by going to HR/Payroll-Processes-Mass Changes-Employment Details. Find the batch and open it. Once its posted the status will be updated to posted, and the line items will no longer be bold. HR/Payroll Yearly Review Page 32

34 MASS ADDING DEDUCTIONS/CONTRIBUTIONS Go to HR/Payroll Employment Additonal Contrib/Deduct In Additional Contrib/Deduct activity able to create a batch entry and importing for mass adding contributions or deductions to a payroll. Examples: Refunds for Health & Welfare, Union Dues, STRS DBS, etc Can do data entry straight into the batch or can import from a CSV file that is available in Online Resources Example of Template in Excel, must save to CSV before importing into Additonal Contrib/Deduct batch HR/Payroll Yearly Review Page 33

35 SET UP NOTIFICATION PREFERENCES From Escape Home Page Go to Action My Settings Click on Notification Messages Choose desired Notification Messages for each item Use drop down to select Message Center, or Both Default is Message Center Only setup in Org Record HR/Payroll Yearly Review Page 34

36 SET UP PROXY APPROVER Go to Action My Settings Click on Change Proxy Approver If approver is out of office and Proxy Approver is needed: Type the Escape User ID or use the drop down menu to select the Proxy Approver Enter Expire Date: Usually date return to office PAYCHECK SORT Enter Pay Check Sort Information for FY19 Go to HR/Payroll Setup Payroll - Pay Dates Open each line to update the Check/Advice Sort Method then Save/Close o Sort option can vary for each payroll HR/Payroll Yearly Review Page 35

37 HR/Payroll Yearly Review 2018 PAYCHECK ACH ADVICE MESSAGE If you want to include a message on the pay stub you can do this in Payroll Status Go to HR/Payroll Payroll Payroll Status Update the Check/Advise Message field, Save/Close ************************************************************************************************** Sign up for Upcoming Webinar Go to Home Page Online Resources Webinar Information HR/PAYROLL REPORTS (TIPS AND TRICKS) May 10, am - 11:30am All HR/Payroll Users Understanding HR/Payroll reports ing, scheduling and distributing reports Creating report favorites Creating search favorites Creating custom reports with data grids HANDOUTS PowerPoint Presentation Quick Keys ************************************************************************************************* HR/Payroll Yearly Review Page 36