Skip to main content
Sparkrock

Setting up Payroll Management for Your Organization

A number of set up steps are required initially to customize the Payroll granule to meet your organization’s specific requirements. This section provides detailed set up and configuration information to assist you in defining and creating the Payroll platform you envision.

Your initial set up contains many defaults and samples for you to use within your organization. Many of the options in the tables are already populated for you by the Sparkrock Client Services team based on your company requirements and preferences.

The set up options provide you with powerful tools for customizing the Payroll granule specifically for your organization. With the options available you can add, edit, and delete pay cycles, classes, pay control category codes, filing statuses, reporting authorities, tax forms, tax types, required fields, employee types, direct deposit layouts, rates, brackets, base amounts, activation codes, method step calluses, payroll control groups, calculation orders, pay grades, pay steps and pay structures. You can use the journal templates option to create additional time, payroll, and accrual journals.

For the most part, this is a one-time process to complete. Once you complete the set up steps for all the required tables and tasks you need for the payroll management of your Payroll team and employees, you’ll just need to add or define options/items on an as-needed basis.

The majority of your Payroll tasks will then take place in the Payroll Controls, Employee, and Journal modules. The information you define in the Setup tables is automatically populated and pulled into the appropriate areas.

Configuring the Payroll Setup Table

The Payroll Setup Table contains a number of fields and tabs for defining how/where data is stored that will be used for payroll calculations and by other parts of the application.

To configure the Payroll Setup Table:

1. In the Payroll menu, find the Setup folder.

2. Select Setup > Payroll Setup.

    The Payroll Setup window opens displaying the General tab.

image

3. In the fields provided, select from the drop-down menus or click the Assist icon image to select the appropriate option.

    When you complete the information you require for the General tab, continue to click through the remaining tabs to
    enter the applicable codes and information for the fields within these tabs. Use the following table for assistance in
    completing the remaining tabs.

The following table provides a detailed explanation of the fields and instructions for entering the data for each of the tabs in the Payroll Setup window:

Tab Name

Details

General

The General tab is used for defining basic payroll options:

  •  Payroll Country/Region: Select the appropriate country or region to which the payroll control applies.
  • Repayment Payroll Control Code: This Payroll Control is used when you initiate the ‘Void Check Only’ option when voiding a posted payroll check. Click the Assist icon to open the Payroll Control List. Select the payroll control and click OK.
  • Employee > Resource Integration: This flag directs the application to update the Employee record when changes are made to the Resource card or vice versa.
  • Multiple Employer Calculations: Choose either Separated or Combined. If Combined is selected and an employee works for more than one Employer throughout the year, the employee’s data is combined for reports and year to date calculations. Select the appropriate option from the drop-down.
  • Monthly Schedule Date Used: This field indicates which date you want the system to use when determining if it’s the 1st pay period of the month, 2nd pay period of the month, etc. Your options are Pay Period End Date or Pay Date. Select the appropriate payroll schedule date.
  • Labor Burden Unit of Measure: Click the Assist icon to open the Units of Measure window. Select the unit of measure to be used with the Post Labor Burden periodic activity. HOUR would be the most popular and click OK.

Numbering

The Numbering tab is used to set up numbering parameters for invoices, etc.:

  • A/P Invoice Nos: click the Assist icon to open the No. Series window. Select the appropriate number series option to apply to A/P invoices and click OK.
  • Labor Burden Doc Nos.: click the Assist icon to open the No. Series window. Select the appropriate number series option to apply to Labor Burden documents and click OK.
  • Quarter Recalculation Doc Nos.: click the Assist icon to open the No. Series window. Select the appropriate number series option to apply to Quarter Recalculation documents and click OK.
  • Carry Forward Doc Nos.: click the Assist icon to open the No. Series window. Select the appropriate number series option to apply to the carry forward documents and click OK.

License

This tab displays the number of active employees as well as the number of employees the license allows. This is non-editable field.

NOTE: Licensing considerations – once your license file is applied, you can access the areas to which you are licensed to access. If you click a value and get a message regarding permissions, and you want to use these areas, contact your representative to purchase the appropriate granule.

Magnetic Media

This tab enables you to define the path to where you want to save Magnetic Media file. In the Magnetic Media File Path text box, enter the path to your magnetic media file.

4. Close the Payroll Setup window to save your changes.

Defining Payroll Journal Templates

The Payroll Journal Template holds default values for the Payroll Journal and some processing information. You can use the journal templates option to create additional time, payroll, and accrual journals.

When payroll is run, the results are stored in the Payroll Journal. It is a temporary work space, allowing you to edit entries before finalizing payroll. The Payroll Journal is made up of one or more batches, each being a separate workspace. Typically, payroll clerks each have their own batch.

Once you create your required payroll journal templates, you can generate payroll runs using these templates. The payroll batches that you use are accessed and applied from within the Payroll Journal window when you generate a payroll run.

NOTE: If you have only one template, the Journal Template window does not display when opening the Payroll Journal. Instead, the default journal batch displays. This applies to the Time and Payroll Journals, but not Accrual Journals.

To create a payroll journal template:

1. In the Payroll menu, locate the Setup folder.

2. Select Setup > Payroll Journal Templates.

    The Payroll Journal Templates window opens.

image

3. Press F3 to create a new record.

4. Use the following table for assistance in completing the columns within the Payroll Journal Templates window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Payroll Journal Templates window:

NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Field Name

Details

Name

Displays the name of the template. Use this field to enter a name for the template you are creating.

Description

Provides the details for the template contents. Enter a brief description, to describe the purpose of the template you are creating.

G/L Post Option

Displays the detail in which the payroll run is displayed in the General Ledger. Select the General Ledger posting option for this template; Post in Detail, Summarize by Document, or Fully Summarized.

Last Payroll Run No.

Displays the payroll number for the payroll last run using this template. Enter the number for the last payroll that was run, if applicable.

Payroll Run No. Series

Displays the payroll run number series for this template. Click the Assist icon to open the No. Series window. Select the option you want for numbering payroll runs using this template and click OK.

Source Code

Displays the source code for this template. Click the Assist icon to open the No. Source Code window. Select the appropriate source code option and click OK.

Reason Code

Displays the reason code for this template. Click the Assist icon to open the Reason Code window. Select the appropriate reason code option and click OK.

Employer No.

Displays the employer number associated with this template. Click the Assist icon to open the Employer List. Select the applicable option and click OK. Select a value only when Advanced Position Management is set to True.

Pay Cycle Code

Displays the pay cycle associated with this template. Click the Assist icon to open the Pay Cycle List. Select the pay cycle you want to attach to this template and click OK.

Default Pay Cycle Term

Displays the default pay cycle term to apply to this template. Click the Assist icon to open the Pay Cycle Term List attached to the pay cycle code. Select the applicable term and click OK.

Test Report ID

Displays the ID number for the test report (if you decide to run). Click the Assist icon to open the Objects window. Select the appropriate ID for the payroll journal test report and click OK.

Test Report Name

Displays the test report name. This field is automatically populated based on the Test Report ID you selected.

Posting Report ID

Displays the ID number for the posting report (if you decide to run). Click the Assist icon to open the Objects window. Select the appropriate ID for the posting report and click OK.

Posting Report Name

Displays the posting report name. This field is automatically populated based on the Posting Report ID you selected.

Check Print Report ID

Displays the ID number for the check print report. Click the Assist icon to open the Objects window. Select the appropriate ID for the Check Print Report and click OK.

Check Print Report Name

Displays the check print report name. This field is automatically populated based on the Check Print Report ID you selected.

Force Posting Report

Indicates that you want to create a posting report. Click to add a check mark to this column.

Recurring

Indicates that you want to this report to be recurring. Click to add a check mark to this column.

Form ID

Displays the ID number for the form. Click the Assist icon to open the Objects window. Select the appropriate ID for the form and click OK.

Form Name

Displays the form name. This field is automatically populated based on the Form ID you selected.

Creating Payroll Journal Batches

A batch job is a routine that processes data in groups, for example you may set up ‘Admin Staff’ and ‘Support Staff’ batch jobs. These batch jobs perform payroll calculation.

A batch job is similar to a report, except the batch job uses the result of its processing to update information directly, instead of capturing/printing the results. You can create multiple journal batches to then attach to specific journal templates. This is helpful for separating journal entries.

For example, you may create a batch for each payroll administrator that is inputting payroll information (each individual may take care of a certain group of employees) or, for different employee-group combinations (Admin Staff and Support Staff).

To create a payroll journal batch:

1. From the Payroll menu, select the Setup folder.

2. Click Payroll Journal Templates.

    The Payroll Journal Templates window opens.

3. Click the Template button and select Batches.

    The Payroll Journal Batches window opens.

image

4. Press F3 to create a new batch record.

5. Use the following table for assistance in completing the fields within the Payroll Journal Batches window. The table provides a detailed explanation and instructions for
    entering data in each field.

    NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Field Name

Details

Name

Displays the name of the batch. Use this field to enter a name for the batch.

Description

Provides the details for the batch contents. Enter a brief description, for the batch you are creating.

Payroll Run No. Series

Displays the number series assigned to this batch. From the drop-down, select the appropriate option.

Employer No.

Displays the employer number to use with this batch. Click the Assist icon to open the Employer List. Select the applicable option and click OK.

This field is non-editable. The value defaults from the template.

Pay Cycle Code

Displays the pay cycle to use with this batch. Click the Assist icon to open the Pay Cycle List. Select the pay cycle you want to attach to this template and click OK.

This field is non-editable. The value defaults from the template.

Override Calculation Order

Displays the calculation order to apply to this batch. Click the Assist icon to open the Calculation Orders window. Select the order you want and click OK.

Pay Cycle Term

Displays the pay cycle term to apply to this batch. Click the Assist icon to open the Pay Cycle Term List attached to the pay cycle code. Select the applicable term and click OK.

The value defaults from the template but can be changed here.

Reason Code

Displays the reason code for this batch. From the drop-down, select the applicable reason code.

Defining Time Journal Templates

Time Journal templates are used to define the details for the behaviour of the Payroll Journals that are created with each template. Time Journals can be used to record time and/or attendance data that will later be brought into the Payroll Journal for processing.

To create a time journal template:

1. In the Payroll menu, locate the Setup folder.

2. Select Setup > Time Journal Templates.

    The Time Journal Templates window opens.

image

3. Press F3 to create a new record.

4. Use the following table for assistance in completing the fields within the Time Journal Templates window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Time Journal Templates window:

NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Field Name

Details

Name

Displays the name of the template. Use this field to enter a name for the template.

Description

Provides the details for the template contents. Enter a brief description, for the template you are creating.

Job Post Option

This field determines if job entries are posted to Jobs as the Time Journal is posted or later when the Payroll Journal is posted. From the drop-down, select the option you want; Post to Jobs as Time Journal is Posted, Delay Post to Jobs until Payroll Journal is Posted

NOTE: Choosing the option Post to Jobs as Time Journal is Posted marks entries making them un-editable in the Payroll Journal. Make your correcting entries/edits in the Time Journal and post again to the Payroll Journal.

Payroll Post Option

Displays the detail in which the payroll run is posted. From the drop-down, select the option you want; Fully Summarized, Post in Detail, Line by Line.

Source Code

Displays the source of the entry. Click the Assist icon to open the No. Source Code window. Select the appropriate source code option and click OK.

Test Report ID

Displays the ID number for the test report (if you decide to run) that is generated when Test Report is selected from the journal. Click the Assist icon to open the Objects window. Select the appropriate test report and click OK.

Test Report Name

Displays the test report name. This field is automatically populated based on the Test Report ID you selected.

Payroll Journal Template Name

Displays the Payroll Journal Template that is used with this Time Journal Template. Click the Assist icon to open the Payroll Journal Template List. Select the template you want and click OK.

Form ID

Displays the ID number for the form. Click the Assist icon to open the Objects window. Select the appropriate ID for the form and click OK.

Form Name

Displays the form name. This field is automatically populated based on the Form ID you selected.

Creating Time Journal Batches

A batch job is a routine that processes data in groups, for example you may set up ‘Admin Staff’ and ‘Support Staff’ batch jobs. These batch jobs perform calculations based on the template for the ‘group’ defined within the batch.

A batch job is similar to a report, except the batch job uses the result of its processing to update information directly, instead of capturing/printing the results.

You can create time journal batches to then attach to specific payroll journal batches and templates, which is helpful for separating journal entries.

For example, you can create a batch for different employee-group combinations (that is, salary vs. hourly) and then attach it to a payroll batch for calculation.

To create a time journal batch:

1. From the Payroll menu, select the Setup folder.

2. Click Time Journal Templates.

    The Time Journal Templates window opens.

3. Click the Batches button.

    The Time Journal Batches window opens.

image

4. Press F3 to create a new batch record.

5. Use the following table for assistance in completing the fields within the Payroll Journal Batches window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Payroll Journal Batches window:

NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Field Name

Details

Name

Displays the name of the batch. Use this field to enter a name for the batch.

Description

Provides the details for the batch contents. Enter a brief description, for the batch you are creating.

Payroll Journal Batch

Displays the name of the payroll batch you want to attach to this time journal batch. From the drop-down, select the appropriate option.

Reason Code

Displays the reason code for this batch. From the drop-down, select the applicable reason code.

Performing the ‘General’ Set up Procedures

The General setup steps consist of options for tax and filing/reporting-related procedures. As well, defining options for payroll and employee classes and categories are also managed from the General setup options. The following sections provide the information you need to complete all the ‘General’ setup procedures for defining/creating your particular payroll system.

Creating Pay Cycles

Depending on your organization’s requirements/regulations for paying employees, you can create a variety of pay cycles to meet the needs of the different payment requirements/setup for your employees.

Pay cycles have four different functions:

  • The ability to determine how an employee gets paid (Weekly, Biweekly, Monthly, etc.) is set up on each employee’s card.
  • The pay periods for the entire year are automatically created when you generate pay periods.
  • The system automatically calculates the Pay Date.
  • The pay period end date is stored when the payroll is posted so that Pay Period End reporting can be done.

To create a pay cycle:

1. In the Payroll menu, find the Setup folder.

2. Select Setup > General > Pay Cycles.

    The Pay Cycles window opens.

image

3. Press F3 to create a new record.

4. Use the following table for assistance in completing the fields within the Pay Cycles window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Pay Cycles window:

NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Field Name

Details

Code

Displays the code for the pay cycle. Use this field to enter a code for the pay cycle based on your department or company naming conventions/requirements.

Description

Provides an explanation of the pay cycle code. Enter a brief description for the pay cycle.

Pay Frequency

Displays the frequency by which this particular pay cycle is run or processed for employees. Select the applicable option from the drop-down (Weekly, BiWeekly, SemiMonthly, Monthly, BiMonthly, Quarterly, SemiAnnually, Annually)

Payment Delay

The number of days between the pay period end date and the payroll pay date. Enter the number of cycles in the field provided. If there is no delay for a pay cycle, enter 0.

Annualizing Factor

The number of pay periods you want an annual amount divided by. Select the applicable option from the drop-down (Default Periods, Generated Periods).

Monthly Factor

Used to determine a monthly amount for a deduction or benefit when the employee’s pay period is not monthly. Enter the number in the field provided.

Assigning the Terms for a Pay Cycle

Once you set up a pay cycle, you can attach the specific terms to the cycle to determine how the pay cycle is run.

To assign the terms for a pay Cycle:

1. Click the Pay Cycle button and select Terms.

    The Pay Cycle Terms window opens.

image

2. Use the following table for assistance in completing the fields within the Pay Cycle Terms window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Pay Cycle Terms window:

Field Name

Details

Term

Displays the descriptive title for the period of time to which the pay cycle is related. In the above screen capture the term is a year and biweekly. Enter the pay cycle term in the space provided.

Default Periods

Displays the default periods based on the pay cycle you are using. This field is automatically populated.

Periods Generated

Displays the number of periods generated after you run the Generate Pay Periods function. You need to run this to determine the appropriate number. See ‘Generating Pay Periods’ for details.

Generating Pay Periods

The number of pay periods for a pay cycle term are automatically calculated. You need to run this function to provide the periods generated.

To generate the number of pay periods:

1. Click the Functions button and select Generate Pay Periods.

    The Generate Pay Periods window opens displaying the data entered in the Pay Cycle Terms window.

image

2. Use the following table for assistance in completing the fields within the Pay Period Generator window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Pay Cycle Period Generator window:

Field Name

Details

Pay Cycle Code

Displays the pay cycle code for the pay cycle you are working with. This field is automatically populated based on the data entered in the Pay Cycle Terms window.

Pay Cycle Term

Displays the pay cycle term for the pay cycle code. This field is automatically populated based on the data entered in the Pay Cycle Terms window.

Pay Frequency

Displays the frequency of the pay cycle. This field is automatically populated based on the data entered in the Pay Cycle Terms window.

Generate Frequency

Enter the number of pay periods that you want to generate. Normally this would by the same as the Default Pay Periods.

Date Formula

Enter the date formula if the field is editable.

Pay Periods to Generate

Depending on the Pay Frequency selected for the Pay Period, this field can be modified and you can enter the number of pay periods in the year.

Pay Period Start Date

Enter the date of the beginning of the first pay period. Normally this is the first day of the year when your payroll is following a calendar year.

Default Insurable Hours

Displays the number of insurable hours for this pay cycle. Enter the number in the space provided.

3. Click OK.

    A confirmation window opens.

4. Click OK.

    NOTE: To view all the pay cycles periods and pay dates for the pay cycle terms, click the Term button and select Pay Cycle Periods.

5. Close the window once you generate the pay periods for the pay cycle terms you added.

Defining Employee Classes

The Employee Classes table enables you to set up the employee categories you have within your organization to link similar employees together. The Class Code is then used as a filtering item when processing payroll.

For example, you may have the following employee classes:

  • Hourly employees (no benefits)
  • Salaried employees (w/ benefits)
  • Contract employees (w/benefits)
  • Contract employees (no benefits)

Once you set up the employee classes for all the employee types within your organization, they are available for you to assign to employees on their Employee Cards.

To define employee classes:

1. From the Setup folder, select General > Classes.

    The Employee Classes window opens.

image

2. Press F3 to add a new employee class record.

3. Use the following table for assistance in completing the fields within the Employee Classes window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Employee Classes window:

Field Name

Details

Code

Displays the code for the employee class. Use this field to enter a code for the pay cycle/class based on your department or company naming conventions/requirements.

Description

Provides an explanation of the employee class code. Enter a brief description for the employee class.

Employees

Displays the number of employees within this class. This information is automatically filled/updated as employees are added to the employee class to which they belong (on the Employee Card > Payroll tab).

Defining the Pay Control Category Codes

Use the Pay Control Category table to set up category codes for pay control to link similar Payroll Controls together.

To add pay control categories:

1. From the Setup folder, select General > Pay Control Category Codes.

    The Pay Control Category Codes window opens.

image

2. In the Description column, provide a description for the new pay control category code.

3. Close the window once all required codes are added.

The following table provides an explanation and instructions for entering data for each of the fields in the Pay Control Category Codes window:

Field Name

Details

Code

Displays the code for the payroll category. Use this field to enter a code for the category to which this payroll control belongs (based on your department or company naming conventions/requirements).

Description

Displays an explanation of the payroll control category code. Enter a brief description for this payroll control category.

Adding Applicable Filling Statuses

Use the Filing Statuses area to define additional filing statuses as required by a method step.

Your employees will differ from individual to individual in terms of filing status. You need to record the different filing statuses representing employees throughout your organization. After you add the applicable filing statuses representing employees within the organization, you can assign the appropriate filing status to the employees as required for payroll processing.

To add the filing statuses applicable to your organization:

1. From the Setup folder, select General > Filing Statuses.

    The Filing Statuses window opens.

image

2. Press F3 to add a new filing status record.

3. Use the following table for assistance in completing the fields within the Filing Statuses window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Filing Statuses window:

Field Name

Details

Code

Displays the code for the filing status. Use this field to enter a code for the filing status based on your department or company naming conventions/requirements.

Description

Displays an explanation for the code. Enter a brief description for this particular filing status.

Edit Status

Displays the editing access/rights users have for this filing status. From the drop-down, select the appropriate option to apply to this filing status (Master, Locked, User Defined).

Defining Reporting Authorities

In the Reporting Authorities table, you set up additional reporting authorities. Reporting authorities are entities by which most employer liabilities are tracked, and to which the employer owes the money. Your tax IDs are entered into the reporting authorities from the Employer Card. Also from the Employer Reporting Authorities window you can link reporting authorities to your vendors.

To define additional reporting authorities required for your organization:

1. From the Setup folder, select General > Reporting Authorities.

    The Payroll Reporting Authorities window opens.

image

2. Add a new payroll reporting authority record by clicking pressing F3.

3. Use the following table for assistance in completing the fields within the Payroll Reporting Authorities window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Payroll Reporting Authorities window:

Field Name

Details

Code

Displays the code for the reporting authority. Use this field to enter a code for the reporting authority based on your department or company naming conventions/requirements.

Type

Displays the tax authority designation. From the drop-down, select the appropriate option (Federal, State/Provincial, or Other).

Parent Rep. Auth. Code

Displays the reporting authority to which this reporting authority is attached. Click the Assist icon to open the Reporting Authority List. Select the appropriate option and click OK.

Name

Displays the name for the reporting authority. Enter a full name or brief description for the reporting authority.

State/Province

Displays the state/province to which this reporting authority belongs. Enter the appropriate state or province in this field.

Edit Status

Displays the editing access/rights users have for this reporting authority.

Benefit Related

Place a checkmark in this field if you want this record to show up on the Benefits tab on the Employee Card and on the Benefits section of the Employee Portal.

Adding the Applicable Payroll Tax Forms

The Payroll Tax Forms table enables you to identify the standard tax forms that are linked to a Reporting Authority Code. For each Tax Form, you attach Tax Form Classes. Tax Form Classes are assigned to Payroll Controls to define what amounts are printed on the Tax Forms.

To add the appropriate payroll tax forms required in your organization:

1. From the Setup folder, select General > Tax Forms.

    The Payroll Tax Forms window opens.

image

2. Press F3 to add a new payroll tax form.

3. Use the following table for assistance in completing the fields within the Payroll Tax Form window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Payroll Tax Form window:

Field Name

Details

Code

Displays the code for the tax form. Use this field to enter a code for the tax form based on government and/or your organization’s naming conventions/requirements.

Description

Provides an explanation of the tax form. Enter a brief description for the tax form.

Reporting Authority Code

Displays the code for the reporting authority linked to the tax form.

Defining Payroll Tax Types

Tax Types are used to classify a Payroll Control beyond the Payroll Control Type. The sub-classification of Tax Types is used in split Payroll Controls setups and other related calculations (CREDIT 4 OTHER AUTH) to identify Payroll Controls that are of the same type.

To add the payroll tax types required in your organization:

1. From the Setup folder, select General > Tax Types.

    The Tax Types window opens.

image

2. Press F3 to add a tax type.

3. Use the following table for assistance in completing the fields within the Payroll Tax Types window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Payroll Tax Types window:

Field Name

Details

Code

Displays the code for the tax form. Use this field to enter a code for the tax form based on government and/or your organization’s naming conventions and requirements.

Description

Provides an explanation of the tax form. Enter a brief description for the tax form.

Edit Status

Displays the editing access/rights users have for this tax type. From the drop-down, select the appropriate option to apply to this tax type (Master, Locked, User Defined).

Determining the Required Fields

The Required Tables table enables you select the tables containing data that is required (from here you can also view the data within the table to see what specific fields require data and how it is pulled – either system or user required) for various payroll processing functions.

Use this function to select the table and fields that are required for the employee setup. Some items are System Required (they are required to calculate payroll or print government reports) and some are User Required.

For example, if you want every employee to have a job title, you add the Job Title field and the User Required field is automatically selected.

Click the Required Fields button to see the list of fields required for the specific table. To define the required tables for pulling data:

1. From the Setup folder, select General > Required Fields.

    The Required Tables window opens.

image

2. Press F3 to add a required table.

3. Use the following table for reference/assistance in completing the fields within the Required Tables window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Required Tables window:

Field Name

Details

Table No.

Displays the system-generated number for table containing the data you want to make a ‘required’ table. Click the Assist icon to open the Table List window. Select the appropriate table and click OK.

Table Name

Displays the table name. This field is automatically populated based on the table number selected.

Viewing the Required Fields in a Table

Once you select a table as a table containing data required for payroll processing, you can review the fields within the table to see what fields are required.

To view the required fields:

1. In the Required Fields window, select the table you want to view.

2. Click the Required Fields button.

    The Required Fields window for the table you selected opens. The fields within the table that are required are listed in this window.

    A checkmark in the System Required or User Required column (for each of the required fields) indicates where the data is inputted. You can set this as well.

Defining the Employee Types

The Employee Types work in conjunction with the Required Fields. For each type of employee, you can specify whether they need the System and/or User Required fields.

To add employee types:

1. From the Setup folder, select General > Employee Types.

    The Employee Types window opens.

image

2. Press F3 to add an employee type.

3. Use the following table for assistance in completing the fields within the Employee Types window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Employee Types window:

Field Name

Details

Code

Displays the code for the employee type. Use this field to enter a code for the employee type based on your organization’s naming conventions/requirements.

Description

Provides an explanation of the employee type. Enter a brief description for the employee type.

Test System Required Entries

Indicates that where system required fields have been populated for the employee at the time of running the employee validation process. Click to add a check mark if you would like these fields tested for this type of employee.

Test User Required Entries

Indicates that where user required fields have been populated for the employee at the time of running the employee validation process. Click to add a check mark if you would like these fields tested for this type of employee.

Create AEP User

Indicates that an AEP user account is created for the employees belonging to this employee type. Click to add a check mark if an AEP user record should be automatically created when a Hire HR Request is processed.

Applicable when Advanced Position Management is in use.

Create Employee Vendor

Indicates that an employee vendor account is to be created for the employees belonging to this employee type. Click to add a check mark if a vendor record should be automatically created when a Hire HR Request is processed.

Applicable when Advanced Position Management is in use.

Synch Required

Indicates that automatic synchronization is required for the employees belonging to this employee type. Click to add a check mark if this is required for the employee type.

Creating Direct Deposit Layouts

Use the Direct Deposits Layout table to design a template for how direct deposit is transmitted to the bank for payment to employees.

To create a direct deposit layout:

1. From the Setup folder, select General > Direct Deposits Layout.

    The Direct Deposits Layout window opens.

image

2. Press F3 to add a direct deposit layout.

3. Use the following table for assistance in completing the fields within the Direct Deposits Layout window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Direct Deposits Layout window:

Field Name

Details

Code

Displays the unique identification of the direct deposit layout. Use this field to enter a code for the layout based on something meaningful, such as the bank.

Description

Provides an explanation of the layout to help locate the correct layout if the Code is not sufficient. Enter a brief description for the layout.

Layout Type

Indicates the layout type that will be applied to this layout. The options are; ACH (American) and CPA (Canadian). Select the option applicable to your organization.

Record Length

Indicates the length (lines) allowed per record. In the space provided, enter the maximum length per record.

Blocking Factor

Indicates the blocking factor to make up the record length. Enter the number in this field.

Block Filter

Indicates the filler for the extra spaces in the block to bring the record to the size of the blocking factor. Enter the number in this field.

TIP: Once you create a direct deposit layout, you can copy this layout to create any additional layouts you require. This will save time and enable you to just modify the layout as required, rather than create a new layout for each direct deposit type your organization uses.

Defining the Sections for the Direct Deposit Layout

This is where you describe the sections of the file layout. More than one line for each section can be entered. The lines within each section are sorted by the sequence number.

To define the sections for the direct deposit layout:

1. In the Direct Deposit Layout window, click the Layout button and select Sections.

    The Direct Deposit Sections window opens.

image

2. Use the following table for assistance in completing the fields within the Direct Deposits Sections window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the in the Direct Deposits Sections window:

Field Name

Details

Section Type

  •  Header Section: Records that are considered to be a File Control or Batch Control Header record go in this section. These records normally describe the user or company and contain file wide information such the date/time of the export, company name etc. They must be sequenced in the order that they should appear at the beginning of the export file. This section is processed only once for each export.
  •  Detail Section: Generally, only one entry is required for this section. Each line contains the information required for a single direct deposit transaction. This section is processed one or more times for each employee that is in the batch. The number of times depends on the number of distributions required based on the Employees Pay Distribution entries.
  •  Footer Section: Records that are considered to be Batch Control Footer or File Control Footer records go in this section. These records generally describe the totals for a batch or totals for the complete export file. They must be sequenced in the order that they should appear at the end of the export file. This section is processed only once for each export.

Sequence Number

Indicates the sequence by which the lines are sorted. The Sequence Number is used to sort the lines within each section. Enter the number in this field. Values can be any number zero or higher.

Description

Displays a description of what the line is from the banks documentation. This helps describe multiple lines within a section. Enter a description in the space provided.

Control Flags

When you select a check box in the Control Flags section, the corresponding column is automatically updated to display a check mark.

Inc. Total Line Count

If checked this field triggers the application to increment the Total Line Count field found in the DDB (Direct Deposit Buffer) table each time that a record in the section is written to the Export File.

Inc. Total Header Count If checked this field triggers the application to increment the Total Header Count field found in the DDB (Direct Deposit Buffer) table each time that a record in the section is written to the Export File.

Inc. Total Detail Count

If checked this field triggers the application to increment the Total Detail Count field found in the DDB (Direct Deposit Buffer) table each time that a record in the section is written to the Export File.

Inc. Total Footer Count

If checked this field triggers the application to increment the Total Footer Count field found in the DDB (Direct Deposit Buffer) table each time that a record in the section is written to the Export File.

Inc. Total Credit Count

If checked this field triggers the application to increment the Total Credit Count field found in the DDB (Direct Deposit Buffer) table each time that a record in the section is written to the Export File.

Inc. Total Debit Count

If checked this field triggers the application to increment the Total Debit Count field found in the DDB (Direct Deposit Buffer) table each time that a record in the section is written to the Export File.

Inc. Total Batch Count

If checked this field triggers the application to increment the Total Batch Count field found in the DDB (Direct Deposit Buffer) table each time that a record in the section is written to the Export File.

Inc. Batch Detail Count

If checked this field triggers the application to increment the Batch Detail Count field found in the DDB (Direct Deposit Buffer) table each time that a record in the section is written to the Export File.

Reset Batch Totals

If checked this field instructs the application to reset the batch total fields in the DDB (Direct Deposit Buffer) table. Below are the batch total fields that are reset to zero:

  • Batch Detail Count
  • Batch Credit Amt
  • Batch Debit Amt
  • Batch Hash Amount 1
  • Batch Hash Amount 2

Adding the Direct Deposit Lines Details

The Direct Deposit Lines window is where you describe each of the columns that make up the line in the Direct Deposit export file. You have options of choosing to use a literal value or selecting a field from one of the available tables. Additionally, there are several formatting options available to select from.

To add the line details:

1. In the Direct Deposit Lines window, click the Section button and select Lines.

    The Direct Deposit Lines window opens.

image

2. Use the following table for assistance in completing the fields within the Direct Deposits Lines window.

The following table provides a detailed explanation and instructions for entering data for each of the tabs and fields in the in the Direct Deposits Lines window:

Field Name

Details

General Tab

The General tab is where you define where the column fits on the line and where the value for the column comes from.

Description

Description of what information the column contains from the banks documentation.

Start Position

The column number on the line where the information starts.

Length to Export

The number of characters for which the information will be output.

Type to Export

Select the type of data that the column displays based on the bank’s documentation. There are some exceptions to this to enable the direct deposit to format the output correctly. As well it may also be different depending on how the Field Type and Length are defined if you selected a field from a table. Below are the options:

  • Text – This type is used for most of the information sent to the export file. Anything that contains characters or numbers is of type Text. Most documentation lists these as character or alphanumeric types of data.
  • Number – This type is used for outputting values that are made up entirely of numbers that do not contain decimal places.
  • Amount – This type is used strictly for outputting dollar amounts.

Line Type

Select the Type associated with this line. Below are the options:

  • Literal – The value to be output is static and entered into the Literal Value field.
  • Field – The value to be output is a field selected using the Table No. and Field No. fields.

Literal Value

The static value to be output for this column.

Table No.

The number of the table that a value will be output from.

NOTE: The tables available for selection are restricted to those tables normally used during the processing.

As well some tables are not available in all sections. This is due to the processing and availability of the correct information in each table. The table below shows which tables are available in which sections.
 

Table No. Table Name Header Section Detail Section Footer Section
79 Company Information Yes Yes Yes
270 Bank Account Yes Yes Yes
5200 Employee No Yes No
5218 Human Resources Setup Yes Yes Yes
37032302 Payroll Journal Line Yes Yes No
37032430 Employee Pay Distribution No Yes No
37032461 Direct Deposit Buffer Yes Yes Yes

 

Table Name

This will default based on the Table No. selected in the previous field.

Field No.

The field number of the field whose value will be outputted for this column.

Field Name

This will default based on the Field No. selected in the previous field.

Field Type and Length

The type and length of the field if one has been selected.

Formatting tab

The Formatting tab is where you define how the data will be formatted once it is outputted to the export file.

Justification

This setting only applies to Text output. Numbers and amounts are automatically justified to the right. If you have a Number or Amount you want to format differently it will need to be output as text. The options are:

  • Left – Justifies text to the left.
  • Right – Justifies text to the right

Fill Character

This setting only applies to Text output. The character that is used to pad any columns not used up with data.

Convert to UpperCase

This setting only applies to Text output. Converts all characters output to upper case.

Remove Spaces

This setting only applies to Text output. Removes all spaces from the text before it is output.

Remove Special Characters

Removes specific characters from a value before outputting it to the export file. The special characters removed are: .,!@#$%^&*():;<>? /|\{}[]-_

Include Decimal

Leaves the decimal point in the number when it is output to the export file. Normally, the decimal place is automatically removed before the output to the text file. This setting only applies to Amount output.

Date Format

Allows the specification of several data formats. Format symbols used are:

  • YYYY – The year and century
  • YY – The year with no century.
  • DD – The day of the
  • DDD – The number of days from the beginning of the year.
  • MM – The month

Time Format

Allows the specification of several time formats. Format symbols used are:

  • HH – The hour in 24 hour time format
  • MM – Minutes
  • SS – Seconds
  • ss – Hundreds of seconds

Field Start Position

Displays the position at which the field value is extracted. Specify a start position of where the value in the field is extracted.

Field Length

Specify the number of characters to select from the value in the field.

NOTES:

  •  The Field Start Position and Field Length only apply to ‘Field’ type lines of and only if the field has a type of Text or Code.
  • These options work together enable a portion of a field value to be output to the export file. If the Field Start Position is not entered then it defaults to position 1. If the Field Length is not entered then the value retrieved is from the Field Start Position to the end of the field. If it is entered then the field value from the Field Start Position for the number of characters specified in Field Length is retrieved. If the Field Length is greater than the actual length of the field, it stops are the end of the field.

Control Tab

The Control tab is where you specify some validation checks and enables you to specify when certain running total amounts are updated.

Required Field

If selected, the value from the field is checked to determine if there is an entry. If not, then an error is generated. This setting applies only to Line Types of ‘Field’.

Check Digit

If selected, the value from the field is verified against the Check Digit algorithm. This is used to ensure that the Transit number entered is valid. This setting applies only to Line Types of ‘Field’.

Update Total File Debit Amt.

If selected this field triggers the application to add the value of the column to the Total Debit Amt. field found in the DDB (Direct Deposit Buffer) table each time that the column is written to the Export file. This setting works for both Literal and Field type lines. If the value added is not a numeric then an error is generated.

Update Total File Credit Amt.

If selected this field triggers the application to add the value of the column to the Total Credit Amt. field found in the DDB (Direct Deposit Buffer) table each time that the column is written to the Export file. This setting works for both Literal and Field type lines. If the value added is not a numeric then an error is generated.

Update Hash Amount 1 and 2

If selected these fields trigger the application to add the value of the column to either or both the Hash Amt. fields found in the DDB (Direct Deposit Buffer) table each time that the column is written to the Export file. This setting works for both Literal and Field type lines. If the value added is not a numeric then an error is generated.

Update Batch Debit Amt.

If selected this field triggers the application to add the value of the column to the Batch Debit Amt. field found in the DDB (Direct Deposit Buffer) table each time that the column is written to the Export file. This setting works for both Literal and Field type lines. If the value added is not a numeric then an error is generated.

Update Batch Credit Amt.

If selected this field triggers the application to add the value of the column to the Batch Credit Amt. field found in the DDB (Direct Deposit Buffer) table each time that the column is written to the Export file. This setting works for both Literal and Field type lines. If the value added is not a numeric then an error is generated.

Update Batch Hash Amt. 1 and 2

If selected these fields trigger the application to add the value of the column to either or both the Batch Hash Amt. fields found in the DDB (Direct Deposit Buffer) table each time that the column is written to the Export file. This settings works for both Literal and Field type lines. If the value added is not a numeric then an error is generated.

Adding Race Options

The Race table is where you can add all the race/ethnic groups represented within your organization (or all races in general). This enables you to assign the appropriate race/ethnic group to employees for EEO Reporting.

To add race options for assigning to employees:

1. From the Setup folder, select General > Race.

    The Race window opens.

image

2. Press F3 to add a race option.

3. Use the following table for assistance in completing the columns within the Race window.

The following table provides a detailed explanation and instructions for entering data for each of the columns in the Race window:

Field Name

Details

Code

Displays the code for the race. Use this field to enter a code for the race you are adding.

Description

Displays an explanation for the code. Enter a brief description for this particular race/ethic group.

EEO Race Category

Displays the “EQUAL EMPLOYMENT OPPORTUNITY COMMISSION’s” Race

Category. From the drop-down, select the appropriate option to apply to this group.

Major Activity

Displays the major business activity performed by this office. Enter the activity that this office location performs in the space provided.

Certifying Official Title

Displays the certifying official’s title. Enter this title in the space provided.

Certifying Official Name

Displays the name of the certifying official. Enter the name of the certifying official in the space provided.

Certifying Official Phone No.

Displays the contact information for the certifying official. Enter the contact phone number for this individual in the space provided.

Certifying Official Email

Displays the email address for the certifying official. Enter the contact email address for this individual in the space provided.

Performing the Setup Procedures for Payroll Calculations

The Calculation options enable you to determine how payroll and payroll-related data is used and calculated. Based on your organization, government institutions and regulations, and the benefit provider used by your company, you can define the applicable rates, amounts, structures, and controls to automate payroll calculations.

Once the necessary options for performing calculations to determine compensation, deductions, etc. are defined, they are then applied to employees (based on their positions, etc.) on the Employee Card for each individual.

Defining Payroll Rates

Payroll rates are applied to an employee based on the required deductions, optional deductions, benefit selections, etc. to which they employee is eligible or opts into. The payroll rates applied to an employee determine what deductions (for benefits, RSP, etc.) or compensation the employee receives.

To apply rates to perform the required calculations, you need to set up all possible payroll rate scenarios used within your organization and required by law to ensure all the necessary payroll variables exist across the different employees and employee types. The required governmental rates are provided by the appropriate institutions.

To define the payroll rates used by your organization:

1. From the Setup folder, select Calculation > Rates.

    The Payroll Rates window opens.

image

2. Press F3 to create a new record.

3. Use the following table for assistance in completing the fields within the Payroll Rates window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Payroll Rates window:

Field Name

Details

Code

Displays the code for the payroll rate. Use this field to enter a code for the payroll rate based on the naming standards used in your organization.

Description

Displays an explanation for the code. Enter a brief description for this particular payroll rate. Some rates and codes are similar, so be sure to provide the specifics/distinction for each payroll rate in your description.

Benefit Related

Indicates if the payroll rate is tied to benefits. If the payroll rate is dependent on or related to a benefit plan or benefit option/eligibility, enter a check mark in this field.

Edit status

Displays the edit status for this payroll rate. From the drop-down select the appropriate option (User Defined, where employees select the option, Or defined in/based on the user account?, Master, and Locked)

Unit of Measure Code

Displays the unit of measure used to calculate this payroll rate. Click the Assist icon to open the Units of Measure window. Select the appropriate code for calculation and click OK.

NOTE: You can view all the employees assigned to a specific payroll rate. Select a Payroll Rate and click the Rates button, then select Employees. The employee list for that payroll rate opens.

Creating Tax Brackets

Brackets are lookup tables that contain information such as income tax withholding rates, health insurance deduction rates, and other information that is based on some status of the employee. Method steps that require Bracket information use the codes to link to the bracket information required. When a method step is selected that requires a bracket code, the bracket code field is populated with the required bracket type and the lookup for the bracket code only displays the brackets that exist for that bracket type (that is, only brackets that work with the method step are displayed).

To define the bracket codes required by your organization:

1. From the Setup folder, select Calculation > Brackets.

    The Brackets window opens.

image

TIP: Click the Details button to see the amounts or percentages associated with the selected bracket.

2. Press F3 to create a new record.

3. Use the following table for assistance in completing the fields within the Brackets window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Brackets window:

Field Name

Details

Code

Displays the code for the bracket. Use this field to enter a code for the tax bracket based on the naming conventions/standards used in your organization.

Bracket Type Code

Displays the code associated with the bracket type (link to the bracket information required). Click the Assist icon to open the Bracket Type List. Select the appropriate option and click OK.

Effective Date

Displays the date upon which this bracket is effective. Enter the date in the space provided using the DD/MM/YY convention.

Description

Displays an explanation for the code. Enter a brief description for this particular tax bracket. Some brackets and codes are similar, so be sure to provide the specifics/distinction for each bracket in your description

Edit status

Displays the edit status for this bracket. From the drop-down select the appropriate option (User Defined, Master or Locked).

Bracket Details Exist

Indicates that additional details for this bracket are available. This field automatically updates if bracket details have been entered for the Bracket.

Setting up Base Amounts

Base Amounts are used to determine the ‘threshold’ (for example, a base amount could be the number of hours worked) by which the different rates (deductibles and benefits/compensation) are applied and calculated.

Method steps that require Base Amount information to perform calculations use the filter information from the code entered in the applicable field.

To set up base amounts:

1. From the Setup folder, select Calculation > Base Amounts.

    The Base Amounts window opens.

image

TIP: Click the Details button to see the filters for the Base Amount code.

2. Press F3 to create a new record.

3. Use the following table for assistance in completing the fields within the Base Amounts window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Base Amounts window:

Field Name

Details

Code

Displays the code for the base amount. Use this field to enter a code for the base amount using the naming conventions/standards for your organization.

Effective Date

Displays the date upon which this base amount is effective. Enter the date in the space provided using the DD/MM/YY convention.

Name

Displays the full name/explanation for the code. Enter a brief description for this particular base amount. Be sure to provide the specifics/distinction for each base amount in your description.

Edit status

Displays the edit status for this base amount. From the drop-down select the appropriate option (User Defined, where employees select an option. Or the option is pre-defined in/based on the user account, Master, and Locked)

Base Amount Details Exist 

Indicates that additional details for the base amount are available. If this is true for this base amount, enter a check mark in this field.

Creating Activation Codes and Calculations

Some calculations for benefits, credits, and deductions are only activated for an employee after a specific timeframe of employment with the organization. For example, you can create a BEN code (for benefits) to indicate that the payroll components using this step only come into effect 3 months after the Employment Date displayed in the Employee card.

Depending on your particular organization, you may have a few or a large number of activation dates. For calculations that are timeline-specific, you can define all the appropriate activation timeframes you need and then trigger them to apply to payroll controls, rates, or brackets.

To create the appropriate timeframes:

1. From the Setup folder, select Calculation > Activations.

    The Activations window opens.

image

2. Press F3 to create a new record.

3. Use the following table for assistance in completing the fields within the Activations window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Activations window:

Field Name

Details

Code

Displays the code for the activation. Use this field to enter a code for the base amount using the naming conventions/standards for your organization.

Effective Date

Displays the date upon which this activation is effective. Enter the date in the space provided using the DD/MM/YY convention.

Name

Displays the full name/explanation for the code. Enter a brief description for this particular activation code.

Base Date Type

Indicates the date to use to base the activation trigger. Select the appropriate option from the drop-down menu (Employment Date, Termination Date, Birth Date, Inactive Date, or Attribute Date).

Attribute Class

Displays the attribute class (employee group) to be affected by the activation code. Click the Assist icon to open the Attribute Classes window. Select the appropriate attribute and click OK.

Attribute Property

Displays the attribute class properties for this activation. Used to specify further which employees the Activation Code affects. Click the Assist icon to open the Attribute Class Properties window. Select the appropriate option and click OK.

Date Formula

Displays the date formula that triggers the activation to occur (along with the Base Date Type). Enter the date formula by which this activation is determined.

Edit status

Displays the edit status for this activation code. Used to lock the activation code to prevent users from editing the activation. From the drop-down select the appropriate option (User Defined, Master, and Locked)

Adding Method Step Classes

Method Step classes are a means of identifying the type of method step, such as base amount or simple math. Most method steps are imported into the system at the time of setup.

To add method step classes:

1. From the Setup folder, select Calculation > Method Step Classes.

    The Method Step Classes window opens.

image

2. Press F3 to create a new record.

3. Use the following table for reference/assistance in completing the fields within the Method Step Classes window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Method Step Classes window:

Field Name

Details

Code

Displays the code for the method step class by which employee compensation is defined. Use this field to enter a code for the method step class using the naming conventions/standards for your organization.

Description

Displays a description of the code provided. Enter a brief description of explanation for the step class code you entered.

Adding the Required Method Steps for Payroll Calculation

You can create a list of method steps enabling you to insert all the calculation formulas (steps) that need to be applied and performed for a payroll calculation.

The Method Steps table is where you define the individual steps in a payroll calculation. Payroll calculations are a series of method steps attached to a calculated payroll control. Each method step record has a payroll calculation function attached to it and executing this method step consists of calling that payroll calculation function.

Additionally, the tax bracket type is attached so the payroll calculation function can retrieve the appropriate data from the tax brackets table, if the payroll calculation function requires bracket information.

To create the appropriate method steps:

1. From the Setup folder, select Calculation > Method Step List.

    The Method Step List window opens.

image

2. Press F3 to create a new record.

3. Use the following table for assistance in completing the fields within the Method Step List window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Method Step List window:

Field Name

Details

Step Class Code

Displays the Step Class Code for the Method Step. Click the Assist icon to open the Method Step Classes window. Select the appropriate step class code and click OK.

Code

Displays the code for the method step. Use this field to enter a code for the method step using the naming conventions/standards for your organization.

Description

Displays a description for the code you provided. Enter a brief description to explain the code and the calculation it performs.

Bracket Type Code

Displays the bracket type code required for this step (calculation). Click the Assist icon to open the Bracket Type list. Select the appropriate bracket type for this method step and click OK.

Uses Base Amount

Indicates that the calculation for the method step uses the base amount. If this is true for this particular method step, click to enter a check mark.

Uses Payroll Rate

Indicates that the calculation for the method step uses the payroll rate. If this is true for this particular method step, click to enter a check mark.

Rate Used Type

Displays the rate type used. From the drop-down menu, select the appropriate option.

Uses Pay Structure

Indicates that the calculation for the method step uses a pay structure. If this is true for this particular method step, click to enter a check mark.

Uses Activation Code

Indicates that the calculation for the method step uses an activation code. If this is true for this particular method step, click to enter a check mark.

Requires Emp. Auth. Info

Indicates that for this method step calculation to be applied, employee authorization is required. If this is true for this particular method step, click to enter a check mark.

Bracket Status Selection Mode

Indicates the bracket status for this method step. From the drop-down menu, select the appropriate option.

Function No.

Displays the function number (which is and HR function code) required for this method step calculation. Enter the appropriate number in the space provided.

Comment

Displays pertinent comments tied to this method step. Enter any additional details in the space provided.

Defining Payroll Control Groups

When you define a payroll control group, Individual payroll controls are grouped together to manage specific tasks/activities. You can add all the necessary individual controls to larger groups to maintain (capture) the controls required for the calculations of a specific control group. This saves you time when attaching payroll controls to employees.

You have the ability to defining an unlimited number of groups that consist of specific payroll controls. This enables the payroll controls to get attached to an employee as a group rather than one at a time.

For example, you can define a payroll control group for Benefits (many different benefit groups can be defined) in which all the payroll controls required for a specific benefit type are automatically applied whenever this payroll control group is initiated.

To define payroll control groups:

1. From the Setup folder, select Calculation > Payroll Control Groups.

    The Payroll Control Groups window opens.

image

TIP: Click the Pay Controls button to add payroll controls to the group.

2. Press F3 to create a new record (shortcut key).

3. Use the following table for assistance in completing the fields within the Payroll Control Groups window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Payroll Control Groups window:

Field Name

Details

Code

Displays the code for the method step. Use this field to enter a code for the method step using the naming conventions/standards for your organization.

Name

Displays the name (description) for the code you provided. Enter a name to provide a description for the code (payroll control group).

Pay Controls

Displays the number of payroll controls attached/that are part of this group. Click the Pay Controls button to open the Payroll Control Group Controls list for the group you are creating. See, Adding Payroll Controlsfor steps.

Adding Payroll Controls

To add the payroll controls associated with the Payroll Control Group:

1. Click the Pay Controls button.

    The Payroll Control Group Controls list opens.

image

2. In the Pay Control Code column, click the Assist icon to open the Payroll Control List.

3. Select the control you want to add to the group and click OK.

4. Repeat steps 2 and 3 to add as many payroll controls as required.

    TIP: You can use the Copy feature to create payroll control groups from existing groups. This can save you a lot of time if your payroll control groups are similar and contain
     a number of controls. Once you copy an existing payroll control group, you can remove or add different controls as needed to define the new payroll control group. See,
     ‘Copying Payroll Controls from Existing Payroll Control Groups’.

Copying Payroll Controls from Existing Payroll Control Groups

1. In the Payroll Control Group Controls list, click the Copy button.

    The Copy Payroll Control Group Controls window opens.

image

2. In the Copy from which Payroll Control Group field, click the Assist icon.

    The Payroll Control Groups window opens.

3. Select the group from which you want to copy all the payroll controls and click OK.

    NOTE: If you have already defined some payroll controls for this group, but you want to replace them with the copies group, click to add a check mark to the Replace
    Existing Records
check box.

    The following image provides an example of the copy function once you select the available options.

image

4. Click OK.

    The Payroll Control Group Controls list re-opens populated with the controls copied from the existing group.

Defining Calculation Orders

The Calculation Orders window is where you specify the order in which payroll controls get calculated. The Master order is the order generally used for a regular payroll.

You can also add other orders for running specialized pays, such as bonus pays or retro pays. In this case, you like need less payroll controls to be calculated and they may require to be calculated in a different order.

To set calculation orders:

1. From the Setup folder, select Calculation > Calculation Orders.

    The Calculation Orders window opens.

image image

2. Press F3 to create a new record (shortcut key).

3. Use the following table for assistance in completing the fields within the Calculation Orders window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Calculation Orders window:

Field Name

Details

Code

Displays the code for the calculation order. Use this field to enter a code for the calculation order using the naming conventions/standards for your organization.

Description

Displays a description for the code you provided. Enter a description for the code (calculation order).

Master Order

Indicates whether the calculation order is the ‘master order’, which means it is the calculation order used by default for regular payroll processing To set a calculation order as the ‘master’ calculation order, click the Function button and select Define Master Order. In the confirmation window, click Yes. A check mark displays in the Master Order column for the selected calculation order.

Payroll Controls

Displays the number of payroll controls attached to this calculation order. This number is calculated automatically as you add payroll controls.

Understanding Pay Structures

The Pay Structures table enables you to specify a pay rate or pay rate range for each unique combination of pay grade and step used within your organization. You can define as many pay scales as required.

Under each defined pay structure, you can set an unlimited number of grid header records. This enables your organization to retain the history of the grid and grid detail lines over time, as well as maintain a history of the rates at a particular given point in time and also can support retroactive calculations, if required.

Each payment structure contains a combination of pay grades and pay steps. You need to set up your pay grades and steps first and then you can create your payment structures and assign specific pay grids (combination of pay grades and steps) to each payment structure.

NOTE: Depending on your organization’s policies, Pay Grades, Pay Steps, and Pay Structures may be set up by your Human Resources department. If so, you can skip these sections.

Setting up Pay Grades

The details of the pay grades are already defined based on the requirements pre-supplied to the Sparkrock Client Services team by your organization. All that is required is that you add the pay grades applicable to the required positions within your organization. For each position, you need to assign the number of pay grades it contains.

Setting the pay grades associated with each position facilitates the employment process and payroll set up because it enables your organization to determine a fixed framework of salary ranges and/or hourly payment ranges. When creating a position using the Position Card, you then assign an appropriate pay grade to the position. The appropriate pay framework for a general position and specific job is then automatically assigned.

To set up pay grades:

1. From the Setup folder, select Calculation > Pay Grades.

    The Pay Grades window opens.

image

2. Press F3 to add a pay grade.

3. Enter a code for the pay grade (for example, GR1, GR2, etc.).

4. In the Name column, provide an explanation for the pay grade.

5. Repeat this procedure to add all the required pay grades.

6. When you finish, close the window.

Adding Pay Steps

As with pay grade setup, the specific amounts of the pay steps are already defined based on the requirements pre-supplied by your organization. All that is required is that you add the pay steps applicable to the required pay grades. For each pay grade, you need to assign the number of pay steps it contains. When creating a position using the Position Card, you then assign an appropriate pay step to the pay grade for the position. The appropriate pay framework for a general position and specific job is then automatically assigned.

To add up pay steps:

1. From the Setup folder, select Calculation > Pay Steps.

    The Pay Steps window opens.

image

2. Press F3 to add a pay step.

3. Enter a code for the pay step (for example, ST1, ST2, etc.).

4. In the Name column, provide an explanation for the pay step.

5. Repeat this procedure to add all the required pay steps.

6. When you finish, close the window.

Defining Pay Structures

There are two types of pay structures, which are based upon the type of grid: fixed and band. A fixed pay structure grid is where you specify a single pay amount for each combination of grade and step. There is a single pay rate associated with a specific grade/step combination and the employee may be paid that exact amount or they may be under or over that exact amount.

Grade Step

Step

Amount

Grade A

Step 1

$6.00

Grade A

Step 2

$6.25

Grade A

Step 3

$7.00

Grade B

Step 1

$6.75

Grade B

Step 2

$7.15

Grade B

Step 3

$7.85

A band pay structure grid is where you specify a lower and upper limit for each combination of grade and step.

Grade Step

Step

Lower Amount

Upper Amount

Grade A

Step 1

$6.00

$8.25

Grade A

Step 2

$7.15

$10.85

Grade A

Step 3

$9.45

$12.75

Grade B

Step 1

$8.00

$10.35

Grade B

Step 2

$9.75

$12.95

Grade B

Step 3

$11.85

$15.00

Before Human Resources can assign a specific pay structure to an HR job and position, the pay structures for your organization need to be defined. Once defined, you can easily manage pay grades for hourly, salaried, contract, etc. jobs. Providing the appropriate parameters associated with a pay structure enables your Human Resources Department to attach the pay structure to the HR Position, which are then attached to each applicable employee to initiate automatic calculation of earnings, etc.

To create a pay structure:

1. From the Setup folder, select Calculation > Pay Structures.

    The Pay Structures window opens.

image

2. Press F3 to create a new record.

3. Enter a code for the pay structure (for example, hourly, salary, contract, etc.).

4. In the Description column, provide an explanation for the pay structure.

5. In the Type column, click the drop-down arrow to select a pay grid – Fixed or Band.

6. In the Unit of Measure Code column, click the Assist icon to select the applicable unit of measure.

7. In the Pay Period Adjmt Factor column, specify a factor to be used to convert the amount in the grid to the pay period amount.

8. In the Monthly Salary Adjmt Factor column, specify a factor to be used to convert the amount in the grid to the monthly salary amount.

9. In the Yearly Salary Adjmt Factor column, specify a factor to be used to convert the amount in the grid to the yearly salary amount.

10. Repeat these steps to create any additional pay structures required.

      TIP: To save time, you can copy a pay structure and revise where needed. Click Functions, and select Copy Structure.

11. When you finish defining your required pay structures, close the window.

Understanding Adjustment Factors for Pay Structures

The adjustment factors are used to calculate the Pay Period, Monthly, and Annual amounts that are displayed on the HR Request Payroll sections. Set up examples follow below.

For example, if your pay periods are semi monthly, and your pay structures are defined as annual amounts, the Pay Period Adjmt Factor will be 0.41667 (1/24). If you pay periods are monthly and your pay structures are monthly amounts the pay period adjustment factor will be 1.

 

Pay Structure Unit Amount

Annual Adjmt Factor

Formula

Monthly Adjmt Factor

Formula

Pay Period Adjmt Factor

Formula

Notes

By-Weekly

Annual

1

1

0.083333

333

1/12

0.0384615

38

1/26

 

Semi-
Monthly

Annual

1

1

0.083333

333

1/12

0.0416666

67

1/24

 

Monthly

Annual

1

1

0.083333

333

1/12

0.0833333

33

1/12

 

By-Weekly

Hourly

1950

1950

162.5

1950/

12

75

1950/26

Assumes 1950 hrs/year

Semi-
Monthly

Hourly

1950

1950

162.5

1950/

12

81.25

1950/24

Assumes 1950 hrs/year

Monthly

Hourly

1950

1950

162.5

1950/

12

162.5

1950/12

Assumes 1950 hrs/year

Copying Pay Structures

You can copy existing pay structures to save time and make pay structure creation more efficient.

To copy a pay structure:

1. In the Pay Structures window, click the Functions button and select Copy Pay Structure.

    The Copy Pay Structure window opens with the Source Pay Struct. Code field automatically populated with the name of the copied pay structure.

image

2. In the New Pay Struct. Code field, enter the name for the new pay structure.

3. If you want to copy all the history for this pay structure, select the Copy All History check box.

4. If you want to just copy specific history, in the History Effective From field, enter the date from which you want to copy the pay structure history.

5. If you want the grid header to remain active, select the Retain Header Active Status check box.

6. Click OK.

    The new pay structure is added to the Pay Structure window.

7. Make any changes to the newly added structure as required.

Setting up the Grid Headers

Under each defined pay structure, your organization is able to define an unlimited number of grid header records. This allows you to retain the history of the grid and grid detail lines over time.

To set up grid headers:

1. In the Pay Structures window, click the Pay Structure button and select Grids.

    The Pay Structures Grid Headers window opens.

image

2. Press F3 to create a new record.

3. In the Effective Date column, enter the date upon which the new grid takes effect.

4. In the Description column, enter a description for the pay structure grid.

5. In the Structure Type column, from the drop-down, select the structure type for the grid header.

6. In the Active column, click to add a check mark if the grid header is active.

Maintaining Grid Details

You can view the grid details for a selected grid header.

1. In the Pay Structures Grid Headers window, click the Grid Header button and select Details.

    The Grid Header Details window opens.

image

2. Press F3 to create a new record.

3. In the Grade Code field, click the Assist icon to open the Pay Grades window.

4. Select the grade code for the new grid header and click OK.

5. In the Step Code field, click the Assist icon to open the Pay Steps window opens.

6. Select the step code for the new grid header and click OK.

7. In the Fixed Amount field, enter the appropriate compensation amount for the grid header.

8. Close the window when you finish.

Copying Grid Headers

You can copy existing grid header structures to save time and make grid header creation more efficient.

To copy a pay structure:

1. In the Grid Headers window, click the Functions button and select Copy Header.

    The Copy Pay Structure Header window opens with the Source Effective Date field automatically populated with the date the copied pay structure became effective.

image

2. In the New Effective field, enter the date for the new pay structure to take effect.

3. Click OK.

    The new pay structure is added to the Pay Structure Grid Headers window.

4. Make any changes to the newly added structure as required.

Activating/Deactivating a Grid Header

1. In the Pay Structure Grid Headers window, click the Functions button.

2. Select the appropriate option:

  • Activate Header
  • Deactivate Header

Setting up Direct Deposits

Using direct deposit, you can send your employees their pay directly to the bank accounts of their choice. If an employee wants, you can also provide a combination of partial payment by direct deposit and partial payment by cheque.

Direct deposit processing occurs just after you print paycheques and before you post the payroll. An export file is created based on the format you set up. This file is then transmitted to your bank, and the bank handles the rest of the transaction.

Linking to the Organization’s Bank

You must set up the direct deposit links with your organization’s bank before you can start paying your employees through direct deposit. The bank will provide the transmission program, which an Altus consultant will install or assist your administrator with the installation.

The following sections provide the steps for setting up your organization to use direct deposit for paying your employees.

Setting up the Employer Bank Account

Once you make arrangements with the bank, the first step is to set up the bank account to use direct deposit. You do this from the Bank Account Card in the Financial Management granule.

To set up a direct deposit link with employer’s bank:

1. From the Financial Management menu, select Cash Management > Bank Accounts.

   The Bank Accounts Card opens.

2. Click the Bank Acc. button and select List.

    The Bank Accounts window opens.

3. Select WWB-OPERATING.

4. Click OK.

5. Click the Posting tab.

    The Posting tab displays.

    NOTE: If your organization has a combination of printed paycheques and electronic payments, you may want to set up the direct deposit remittances to print differently (on
    different paper) from actual paycheques.

    If so, you need to enter an alternate numbering series for direct deposits remittance slips to ensure you can easily identify them from paycheques.

6. In the Last Remittance Advice field, enter a numbering series for the direct deposit slips.

    For example, RA00001 is a possible entry for this field.

7. Click the Transfer tab.

    The Transfer tab displays.

image

8. Use the following table to complete the fields in the Transfer tab.

Providing the Bank Account Transfer Information

Field Name

Details

Export Format

CA is the default (for Canada).

E-Pay Export File Path

This field is required for direct deposit. Specify where the direct deposit file should be saved. Enter a full directory path, starting with the drive letter and ending with a back slash (\). Do not include the file name, just the path.

Last E-Pay Export File

This field is required for direct deposit. Enter a file name with no path. This file name should have digits in it, as it is incremented each time it is exported. This way, you maintain a permanent record of every file you export to the bank. For example, this is a common first entry for this field: DD00001.txt.

E-Pay Trans. Program Path

This field is required for direct deposit. Enter a full directory path, starting with the drive letter and ending with a back slash (\). The file name is not included here.

During the transmission process, the export file is copied from the E-Pay Export File Path to the E-Pay Transfer Program Path. For this reason, it is vital that this field is not the same as the E-Pay Export File Path field as this is where the export file is moved. The file then becomes the Transmit File. A copy of the file remains in this directory even after the transmission to the bank is complete.

E-Pay Trans. Program Command

This field is required for direct deposit. Enter the command line that you normally use to launch the bank transmission program. The first word is the name of the program, and the remaining words are command arguments that must be used. The following “argument substitutions” can be used:

  • %1 = the E-Pay transfer Program Path
  • %2 = the name of the export file being transmitted.
  • %3 = The E-Pay transfer Program Path followed directly by the name of the export file being transmitted

For example, “Transmit %2” is a possible entry for this field.

Last E-Pay File Creation

The system tracks the last no. of the file transferred to the Bank. The date is displayed in this field.

Client No.

Displays the client number used by the bank. Enter the client number in the space provided.

Client Name

Displays the client name used by the bank. Enter the client name in the space provided.

Input Qualifier

Enter the input qualifier for the file sent to the bank. This information is typically provided by the Bank.

Direct Deposit Layout

Select the Direct Deposit format. For more information on Direct Deposit layouts, see ‘Creating Direct Deposit Layouts

Originator ID

Enter the Originator ID used for the bank.

Originator Short Name

Enter the Originator ‘Short Name’ used for the bank.

Originator Long Name

Enter the Originator ‘Long Name’ used for the bank.

Data Centre

Enter the Data Centre.

Direct Deposit Layout

Select the Direct Deposit format. For more information on Direct Deposit layouts, see ‘Creating Direct Deposit Layouts

Transit No.

The employer’s bank will provide a nine-digit Transit/ABA Number. (Sometimes this is called the routing number).

Bank Account No.

Displays the bank account number. A bank account number is required and may be of any length. Enter the number in the space provided.

Bank Branch No.

Displays the bank branch number. A bank branch number is required and may be of any length. Enter the number in the space provided.

9. Once you provide the direct deposit transmission information, close the Bank Accounts window.  

 

  • Was this article helpful?