Depending on your setup, the toolbar may include several items. These items operate uniformly throughout HKWorks.

Transcription

1 Employee Pay All ideas and information contained within these documents are the intellectual property rights of HKP. These documents are not for general distribution and are meant for use only by HKP and trusted partners. Unauthorized distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.

2 Contents Using This Guide... 3 Using the Toolbar... 3 Salary... 4 Alternate Pay Rates... 6 Tax Information... 7 Other Taxes... 8 Earnings... 9 Deductions Garnishments Memo Calculations Direct Deposit HKWorks 2 December 2013

3 Using This Guide Consult this document for instruction on using pages contained in the Employee Management > Employee Pay submenu. Start by choosing Employee Management from the HKWorks menu bar. Click the plus button next to Employee Pay to expand the submenu. Using the Toolbar Depending on your setup, the toolbar may include several items. These items operate uniformly throughout HKWorks. Click Add New to create a history of the new information. Click Edit to edit or update fields that require change. If you edit a field, there will not be any history built. Editing affects all records tied to that information. Click Delete to delete a record. If you delete information, there will not be any history built. A message will appear asking, Are you sure you want to delete this record? Click OK to delete the record. Click Refresh to refresh the page. Click Save to save changes. Click Cancel to exit Add New or Edit mode and default the page back to the last saved record. HKWorks 3 December 2013

4 Salary Track employee pay changes and update salary information on the Salary page. To update an employee s pay, click Add New on the toolbar. Select the Record Type: Current Change Select Current Change for any pay change after the last Effective Date on record. In the example above, any Effective Date after 4/15/2012 would be entered as a Current Change. Historical Change Select Historical Change to create a record for a salary change that has an Effective Date earlier than the most recent record in HKWorks. In the example above, any Effective Date before 4/15/2012 would be entered as a Historical Change. Future Change Select Future Change to set pay changes to occur after the current period end date. HKWorks 4 December 2013

5 Enter an Effective Date within the parameters of the Record Type you select. HKWorks does not prorate salary or rate amounts for partial pay periods. If you enter an Effective Date that occurs midway through a current or future pay period, the full amount will be paid on the corresponding pay date. To make changes to an individual check, choose Payroll Processing > Payroll Entry > Individual Time Entry or > Additional Check Entry. You can select a Change Reason. These are programmed into the system. If a change reason is not available that you would like to use, contact HKP customer service. Pay Type, Pay Group and Frequency default to the proper categories. If necessary, update the employee s hours by entering a new value in the Normal Hours field. If your company uses Life Events with the HKWorks Benefits Open Enrollment, select the checkbox Create Change in Normal Hours Life Event record if the employee s new hours changes his or her benefit eligibility. For example, if the employee moved from part time to full time, he or she may qualify for different coverage options. When you enter a value into any of the following four fields, the other three calculate automatically based on that value: Percent Increase Annual Salary Per Pay Salary Hourly Rate Salary Grade Salary Grade is based on job information entered by HKP during your setup. After you click Save, the change will appear as a new record in the top half of the page. HKWorks 5 December 2013

6 Alternate Pay Rates Use the Alternative Pay Rates page to enter additional rates for employees working in multiple departments or shifts that require different rates. The Rate Description is unique to your company. Contact your HKP customer service representative to add a Rate Description. Enter the Rate. When you select the Department from the Individual Time Entry or Time Entry Grid, the Override Rate will populate automatically based on the values saved on the Alternate Pay Rates page. HKWorks 6 December 2013

7 Tax Information View and update an employee s tax information on the Tax Information page. Tax Info Select the employee s Filing Status for both federal and state income taxes: Head of Household Married Single Enter the employee s number of claimed dependents in the Exemptions field. If an employee does not claim any dependents, it is still important to enter zero (0) for the system to track accurately the employee s taxes. If the employee is exempt from the corresponding income tax, select the Block Tax checkbox. Enter any additional amounts in the Additional $ field. Resident Location populates automatically based on the employee s zip code. Choose Employee Maintenance > General to view and update an employee s zip code. Select the employee s Work Location. The School District and Reciprocity Rule fields are used only for employees who work in certain states. Contact HKP customer service if you have questions about using these fields. HKWorks 7 December 2013

8 Tax Exemption The Status Type field is used for employees that qualify for certain tax exemptions under law. Contact HKP if you have an employee who qualifies for such an exemption. Tax Document To upload an employee s tax document, such as Form W-4s, click to browse, and select the file. Click Open. Once you have uploaded a document the field name changes from Upload File to Update File. You can also enter a Description of the document. Click the Download link to open the document. Select the corresponding checkboxes to determine who has access to the forms: Allow Employee Access Allow Manager Access Allow Supervisor Access Other Taxes Use the Other Taxes pane to block or add local taxes that apply to an employee. HKWorks 8 December 2013

9 Earnings The Earnings page allows you to track additional pay items, such as tips and allowances, attached to an employee s pay. Select the earning from the Pay Item drop-down. HKP creates these items during your setup. Enter the Reference Number. The Default Schedule field populates automatically based on the Pay Item you select. Enter a Start Date for earnings that will take effect during a future pay period. The earning will begin for the current pay period if the Start Date field is left blank. Enter a Stop Date for earnings set to end during a future pay period. Enter a Stop Date that occurs before the period end date of the period in which that earning should cease to be added to the employee s pay. Enter the earning Amount. HKWorks 9 December 2013

10 Deductions View or update an employee s deductions. If your company uses HKWorks Benefits, items tied to employee benefits must be managed on the Benefit Plans page. A message will display explaining that the deduction is associated with a benefit calculation. Select the deduction from the Pay Item drop-down. HKP creates these items during your setup. Enter the Reference Number. The Default Schedule field populates automatically based on the Pay Item you select. Enter a Start Date for deductions that will take effect during a future pay period. The deduction will begin for the current pay period if the Start Date field is left blank. Enter a Stop Date for deductions set to end during a future pay period. Enter a Stop Date that occurs before the period end date of the period in which that deductions should cease to be withheld from the employee s pay. Enter the earning Amount. Some pay items, such as loans, are set up with a declining balance. These items will include a Balance field where you can update the employee s balance on that deduction. HKWorks 10 December 2013

11 You can apply amounts in arrears to employees checks using the Deduction page. Select the Apply Arrears Balance checkbox. The Balance will total all scheduled amounts that have not yet been withheld from the employee s checks. To mannually update the balance, enter an amount in the Update Arrears Balance field. Enter the arrears amount to be applied to each check in the Max Per Check field. If no amount is entered in this field, the entire arrears balance will be withheld from the next check. Note: The Max Per Check amount is added to the regulary scheduled amount in the Amount field. In the example above, both the regularly scheduled amount of $4.68 and the maximum arrears amount per check of $9.63 will be withheld for the employees vision deduction. In other words, $14.04 will be withheld from the employee s next check for the vision deduction. HKWorks 11 December 2013

12 Garnishments View and update an employee s garnishments. Garnishment Type Select the Garnishment Type. Select the Sequence Number. Enter a Description. Select the State. Payee Select the Client Payee or ACH Payee button. Then select the payee from the drop-down. The items in these drop-downs are created in Client Management > Payroll > Third Parties. Enter the Case Number. Enter the FIPS Code. HKWorks 12 December 2013

13 Select the Medical Support Required checkbox if necessary. Garnishment Calculation Select the Percent or Amount button. Enter the Amount and the Not To Exceed %. Or enter the Percent and the select from what the percentage should be taken from the Percentage of drop-down: Gross Pay Net Pay Disposable Income Enter the Not To Exceed $. Disposable Income If you select Disposable Income, select the checkboxes for the corresponding taxes and deductions withheld from the employee s pay to determine their disposable income. Minimum Take Home Pay Enter an Override Multiplier. Enter the Additional Amount. Limits & Balances Enter the garnishments Expiration Date. Select the Apply Arrears checkbox to add scheduled amounts that were not withheld from previous checks (the Arrears Balance) to the current pay periods garnishment withholding. If the Apply Arrears checkbox is selected, the entire Arrears Balance will be withheld from the current pay period in addition to the regular scheduled amount. Enter a Limit to restrict the amount of Arrears Balance applied to each check. You can also enter an amount in the Update Arrears Balance, which will replace the current balance for the next payroll. HKWorks 13 December 2013

14 Memo Calculations View and update an employee s memo calculations. If your company uses HKWorks Benefits, items tied to employee benefits must be managed on the Benefit Plans page. A message will display explaining that the memo calculation is associated with a benefit calculation. Select the memo calculation from the Pay Item drop-down. HKP creates these items during your setup. Enter the Reference Number. The Default Schedule field populates automatically based on the Pay Item you select. Enter a Start Date for memo calculations that will take effect during a future pay period. The memo calculation will begin for the current pay period if the Start Date field is left blank. Enter a Stop Date for memo calculations set to end during a future pay period. Enter a Stop Date that occurs before the period end date of the period in which that memo calculation should cease to be added to the employee s pay. HKWorks 14 December 2013

15 Direct Deposit Update employee account information on the Direct Deposit page. Select the account Status: Prenote Active Inactive HKP recommends selecting Prenote for new accounts to ensure security and accuracy. Select the Account Type: Checking Savings Pay Card Select the Sequence: Remaining Net 1 2 One of the accounts should always use the Remaining Net sequence. Enter either an Amount or a Percent of the employee s pay to be deposited each pay period into the account. Enter the Routing Number and Account Number. You can also enter a Description of the account. HKWorks 15 December 2013