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Comprehensi ve Informat i on Management for School s III (CIMSIII)

Employee Management System

Summary of Enhancements and Changes

Release 5.02

NCS Publications Number 649 400 229

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Released May 2000

This edition applies to Release 5.02 of the NCS CIMS III (Comprehensive Information Management forSchools) EMS (Employee Management System) software for IBM AS/400* mid-range computingsystems, and to all subsequent releases and modifications until otherwise indicated in new editions orupdates.

The data used to illustrate the reports and screen images may include names of individuals, companies,brands, and products. All of these names are fictitious; any similarities to actual names are entirelycoincidental. Further, any illustrations of report formats or screen images are examples only, and reflecthow a typical customer would install and use the product.

ACS

, EMS

, and FMS

are trademarks of National Computer Systems, Inc.NCS, CIMS, and the NCS logo are registered trademarks of National Computer Systems, Inc.

*IBM and AS/400 are registered trademarks of the International Business Machines Corporation.

GUI/400 is a product of Seagull Business Software B.V. and a trademark of International BusinessMachines Corporation.

Copyright 2000, National Computer Systems, Inc. Printed in the U.S.A. All rightsreserved. No part of this book may be reproduced in any form or by any means withoutpermission in writing from National Computer Systems, Inc.

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EMS Release 5.02 iii

Copyright 2000 National Computer Systems, Inc.

Contents

Overview ..............................................................................................1Overview of Changed Information ........................................................ 2

Program Enhancements and Changes........................................ 5Replacing a Replacement Check ......................................................... 5Replacement Check Date .................................................................... 8

Address Line Punctuation .................................................................... 9

Report Changes .............................................................................. 11Employee Address Listing.................................................................. 11Employee Address Listing by Location............................................... 11Employee Directory Listing................................................................. 12Personnel Directory Listing................................................................. 12Employee Profiles Listing ................................................................... 12Employee Report Writer Submittal ..................................................... 12

Documentation Changes..............................................................13Tasks to Complete Before Running a Payroll ..................................... 13Contract Finalization with Docks ........................................................ 14Contract Finalization with Voluntary Deductions................................. 15

Absence Policy and Posting Absences .............................................. 16

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EMS Summary of Enhancements and Changes


iv

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EMS Release 5.02 1


Overview

This document provides information about the enhancements andchanges made in the EMS (Employee Management System) softwarefor Release 5.02. Use this document with the user guides for the EMSsoftware, Release 5.01.

The online help text provides most of the information that you need to usethe new programs on a daily basis. Use the instructions in this printeddocument to familiarize yourself with the changed functions and screens,or when you have a question that the online help does not address.

To see the most up-to-date publications and software notices, use theNCS CUSTOMER LINK bulletin board services on the Internet. You canaccess CUSTOMER LINK bulletin board services using a PC,communications software, and a modem. CUSTOMER LINK bulletinboard services are available 24 hours a day, 7 days a week at:http://www.k12.ncs.com. You can download a copy of this and otherpertinent documents from this Internet site.

To use the available documentation, review the following:

I See the Technical Bulletin portion of the 5.02 release document for alist of all changed objects in this release.

I See the instructions in this document to learn more about the changesin the programs and user documentation.
http://www.k12.ncs.com/http://www.k12.ncs.com/http://www.k12.ncs.com/

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2

I See also the Summary of Changes document for EMS 5.01.03 PTF(NCS Publications Number 649 400 223).

I See the online help text for questions that arise while you are usingthe system.

Overview of Changed Information

The following sections summarize the Release 5.02 enhancements andchanges.

Program Enhancements and Changes

The following enhancements and changes to existing programs areprovided in this release:

I Replacing a Replacement Check.

I Replacement Check Date.

I Address Line Punctuation.

See Program Enhancements and Changes on page 5.

Report Changes

We enhanced following reports:

I PAY.502 Employee Address Listing to add the area code to thetelephone number.

I PAY.502L Employee Address Listing by Location to add the areacode to the telephone number.

I PAY.507 Employee Directory Listing to add the area code to thetelephone number.

I PAY.508 Personnel Directory Listing to add the area code to thetelephone number.

I PAY.510 Employee Profiles to add the area code to the office

telephone number.

I PAY.511 Employee Report Writer Submittal to add the area code tothe office and home telephone number.

See Report Changes on page 11.

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EMS Release 5.02 3

Copyright 2000National Computer Systems, Inc.

Documentation Changes

I Tasks to complete before running a payroll.

I Contract finalization with docks.

I Contract finalization with voluntary deductions.

I Absence policy and posting absences.

See Documentation Changes on page 13.

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4

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EMS Release 5.02 5


Program

Enhancements and

Changes

Replacing a Replacement Check

In PAI.410 Payroll Check Voider, if you are replacing a replacementcheck, the original check number and run number appear onPAI.410 .11 and PAI.410 .12.

(See the Employee Management System Users Guide, pages 212-217.)

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6

Selecting the Replacement Check

1. To void a replacement check, type A in the command field at 1.

Or

Type I in the command field and use Index option 2 to help you selectthe replacement check to void.

If you use the index to select the replacement check, the systemautomatically completes the Employee and Run #fields.

2. In the Employee field at2

, type the Social Security Number of theemployee whose replacement check you are voiding and pressf.

3. In the Run #field at 3, type the run number of the payroll that

generated the replacement check and pressf.

4. In the From field at 4, type the check number and pressr.

The system displays the Payroll Check Voider detail screen so youcan specify the date and reason for voiding the replacement check.

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EMS Release 5.02 7


Voiding the Replacement Check

1. In the Void Date field at 1, type the date to void this replacement

check.

2. In the Void Description field at 2, type the reason you are voiding this

replacement check.

3. Pressr. The system displays the Payroll Check Voider summaryscreen, so you can verify the check contents.

New Field

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8

Reviewing the Replacement Check

1. Verify the check contents before voiding the replacement check. Thisscreen displays the check information listed on the PAI.410 .11screen as well as the summary of the check amounts.

If this check is not the correct check, press@ to exit this screen andreturn to the command screen.

2. Pressr to void the check. The system displays the Payroll CheckVoider command screen.

Replacement Check Date

The check date on a replacement check is the void date entered in thePAI.410 Payroll Check Voider program. The period ending date printedon the replacement check is the original payroll period ending date.

New Field

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EMS Release 5.02 9


Address Line Punctuation

The comma in the address line that separates the city from the statethroughout the EMS software has been removed to comply with theUnited States Postal Service (USPS) preferred addressing standard. Asstated in the USPS Postal AddressingStandards, Publication 28(November 1997), Section 22.222 Last Line of the Address Punctuation:

With the exception of the hyphen in the ZIP+4 code, punctuation may beomitted in the delivery address block.

Any punctuation you have entered in the address fields remains unlessyou remove it.

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10

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EMS Release 5.02 11


Report Changes

Employee Address Listing

(See the Employee Management System Sample Reports, page 81.)

PAY.502 Employee Address Listing report is enhanced to include thearea code with the home telephone number.

Employee Address Listing by Location


PAY.502L Employee Address Listing by Location report is enhanced toinclude the area code with the home telephone number.

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12

Employee Directory Listing


PAY.507 Employee Directory Listing report is enhanced to include the

area code with the home telephone number.

Personnel Directory Listing


PAY.508 Personnel Directory Listing report is enhanced to include thearea code with the office and home telephone number.

Employee Profiles Listing


PAY.510 Employee Profiles report is enhanced to include the area codewith the office telephone number.

Employee Report Writer Submittal(See the Employee Management System Users Guide, pages 288-291.)

If you select the Telephone Home orTelephone Office fields in thePAY.719 Employee Report Definition program as columns you wantprinted on a report, these fields are enhanced to include the area code.Use PAY.511 Employee Report Writer Submittal to run the report youdefined in PAY.719.

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EMS Release 5.02 13


Documentation

Changes

Tasks to Complete Before Running a Payroll

(See the Employee Management System Users Guide, page 183.)

Two new bullets were added to the beginning of the tasks you mustcomplete before running an actual payroll.

Before You Begin

Before you can run a payroll, perform the following tasks:

I Back up your EMSFILES and FMSFILES libraries and any otherlibraries that may be affected by running a payroll, such as custom orstate requirements code.

(New)

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I Prior to running an actual payroll, verify that no one else is using anypayroll-related files.

I Enter employee assignments using PAY.345 EmployeeAssignments/Contracts.

I Enter employee Attendance using PAY.408 Time and Attendance

Maintenance or PAY.410 Mass Time Card Entry and PAY.409 Mass Absence Entry.

I Define bank IDs in CDS.100 Define Bank Accounts.

I Define the appropriate keywords in the FMS software. For example, ifyou are using the encumbrance system, you need to defineENCUMBRANCE_EMS. You also need to define keywords for thepayroll liabilities that are then entered on the vendor records.

I Define the form IDs in MGR.501 Define Control Documents. Theseforms may include the payroll run number (PRRUN), paychecks

(PAYCK), direct deposit notices (DDCHK), and net check deduction

notices (NETCK).I Always process a pro forma run first. If you are satisfied with the

results, process an actual run.

Contract Finalization with Docks


After extensive evaluation of the logic, NCS has determined that there areno other methods to programmatically resolve the possible discrepancy inthe number of docks and checks remaining. The following description wasadded to clarify how docks are handled with contract finalization.

Temporary Docks

If an employee has a temporary dock associated with a job, the programuses the following logic:

I If the number of checks to be paid is less than or equal to the numberof checks in the dock, the program multiplies the dock amount by the

number of checks to pay.

I If the number of checks to be paid is more than the number of checksin the dock, the program multiplies the dock amount by the number ofchecks in the dock, then divides it by the number of checks to pay.The resulting dock amount is used for the single check calculation oftaxes. The system multiplies the single check amount by the number

(New)

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EMS Release 5.02 15


of checks remaining in the contract. The final dock amount may notresult in an even amount deducted per paycheck.

For example, if there are 7 checks remaining in the contract with asalary of $1,000 per check and the employee has a $100 dock with 5checks remaining, the following calculation occurs: ($100 x 5) =

$500/7 = $71.43. The system calculates the taxes for a single checkon $928.57, which is the $1,000 salary minus the $71.43 dockamount. The system multiplies the single check amounts by thenumber of checks remaining in the contract for the finalization check.

If this method does not meet your district requirements, you may useone of the following:

I Run a separate payroll for each check.I Manually adjust the amount of the dock.

NCS recommends that the number of docks taken equal the numberof pays.

Contract Finalization with Voluntary Deductions


After extensive evaluation of the logic, NCS has determined that there areno other methods to programmatically resolve the discrepancy in thenumber of voluntary deductions and checks remaining. The followingsection was added to the third bullet clarifying how voluntary deductionsare handled with contract finalization.

Other Voluntary Deductions

All other voluntary deductions are handled as follows:

I IfFinalize voluntary deductions? is No, and the number of checks inthe voluntary deduction is less than or equal to 999, the program usesthe number entered in the Deduct X Times the Amountfield to deductthe voluntary deduction. If this value is 1, the deduction is taken onetime. If the number of checks remaining in the voluntary deduction isless than the number in the Deduct X Times the Amountfield, thevoluntary deduction is taken based upon the number of checks in thevoluntary deduction.

I IfFinalize voluntary deductions? is Yes, and the number of checks inthe voluntary deduction is equal to 999, the program uses the numberentered in the Deduct X Times the Amountfield to deduct thevoluntary deduction. If this value is 1, the deduction is taken one time.

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EMS Summary of Enhancements and Changes16

I IfFinalize voluntary deductions? is Yes, and the number of checks isless than 999, the deduction is taken by the number of checks in thevoluntary deduction.

If the number of checks to be paid is more than the number of checksin the voluntary deduction, the program multiplies the voluntary

deduction amount by the number of checks in the voluntary deduction,then divides it by the number of checks to pay. The resulting voluntarydeduction amount is used for the single check calculation of taxes.The system multiplies the single check amount by the number ofchecks remaining in the contract. The final amount may not result inan even amount deducted per paycheck.

For example, if there are 7 checks remaining in the contract with asalary of $1,000 per check and the employee has a $100 voluntarydeduction with 5 checks remaining, the following calculation occurs:($100 x 5) = $500/7 = $71.43. The system calculates the taxes for asingle check on $928.57, which is the $1,000 salary minus the $71.43voluntary deduction amount. The system multiplies the single checkamounts by the number of checks remaining in the contract for thefinalization check.

If this method does not meet your district requirements, you may useone of the following:

I Run a separate payroll for each check.I Manually adjust the amount of the voluntary deduction.

Absence Policy and Posting Absences

(See the Employee Management System Year End Users Guide,page 27.)

The following has been added to the end of the first paragraph to clarifyhow PAI.885 handles the absence policies established in PAY.121

Absence/Leave Codes.

Posting Absences without Running a Payroll

This program updates history accordingly, but does not accrue leave oraccumulate absences earned. However, it does use the deficit policy ofthe primary absence to update history.