HR/Payroll Yearly Review - Sonoma County Office of Education · 2018-05-10 · HR/Payroll Yearly Review 2018 HR/Payroll Yearly Review Page 7 5/8/18 PAY CYCLES Brought forward from

HR/Payroll Yearly Review

May 8, 2018

HR/Payroll Yearly Review 2018

HR/Payroll Yearly Review Page 1 5/8/18

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……………………………………………………. 10-13 Addons………………………………………………………………………………... 14-15

Review for New Fiscal Year – Employee Management Employment Dates……………………………………………………………… 16 Tab Start & End Dates………………………………………………………….. 17 Review for Year End & Roll Forward Leaves…………………………………………………………………………………. 18-22

Compliance Healthy Families Act (HFA) AB1522 ……………………………………… 23-24 Affordable Care Act (ACA)……………………………………………………... 25 Tips and Tricks Reports………………………………………………………………………………… 26-27 Creating a Report Favorite…………………………………………………….. 28 Mass Adding Deductions/Contributions ………………………………... 29-33 Notification Preference Set Up……………………………………………….. 34 Setting Up a Proxy Approver………………………………………………….. 35 Paycheck Sort ……………………………………………………………………….. 35 Paycheck/ACH Advice Message……………………………………………… 36 Upcoming Webinar……………………………………………………………….. 36



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



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



POSITIONS

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

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.

Review Negative FTE



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



CALENDARS

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



PAY CYCLES

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 email to [email protected]

Go to HR/Payroll - Setup- Payroll - Pay Cycles

mailto:[email protected]



This table DOES NOT apply to benefits that are annualized in

Org Record



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



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



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



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

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

Arrears Option = DNP

(Deferred Net Pay)



Benefit Override

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 %



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

Test the Addon to make sure it calculates as expected. If it does not work as expected

submit an email to [email protected] . 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.

Types of Addons:

Lump Sum Hourly Daily Monthly Open




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 a. Review Active Months Section 4- Calculation a. Verify Salary Schedule b. Verify Salary Schedule Cell c. Verify Affect Base Pay

Now is the time to review the

STRS Days per Year and Hours

per Day. Did you have a change

in calendar days?

Send email to:

[email protected]

CC: Carol Mahan for STRS

Did you have a

change in the

salary schedule

attached to

addon?




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 (1st column “Rf”)

Anniversary Date - Second for rolling forward an assignment. The anniversary date in

the assignment is first. Leave Processing (2nd 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 (3rd 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 (4th 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.



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

Addons First of the Month Last of the Month



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 2017-2018 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 email to

[email protected]

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 2017-18 (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)




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



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 email

to [email protected]

1. Payoff Addon Setup:

Section 4 – Calculation

Rate 1 Option = D (Daily) or H (Hourly)




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



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.



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, 2014. 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



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



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 email 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: 130.00 (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 Email Notification

with an attachment.

See page 29 in this

documentation.



REPORTS

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 Error Report – Pay 22

Review/correct all Labor Errors for FY18 for missing new year accounts

o Pay 22 – Labor Errors – Use options for 2018-19

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

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.



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



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 emailed to you on a regular basis by using the

“Report Format” field and Click “Attach Report to Email Notification”.

o Confirm you have an email 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

[email protected].




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



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.



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.



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.



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



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, Email or Both

Default is Message Center Only setup in Org Record



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



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

**************************************************************************************************

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HR/PAYROLL

REPORTS (TIPS

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May 10, 2018

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All HR/Payroll Users

Understanding HR/Payroll reports

Emailing, scheduling and distributing reports

Creating report favorites

Creating search favorites

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HANDOUTS

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Documents

HR/Payroll Yearly Review - Sonoma County Office of Education · 2018-05-10 · HR/Payroll Yearly Review 2018 HR/Payroll Yearly Review Page 7 5/8/18 PAY CYCLES Brought forward from