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Managing Employee Payroll

The Employee Card is where all employee-related information is stored. A card exists for each employee and is a valuable reference for information about the individual. Within the Employee Card you can set, add, edit, update, and delete employee pay rates, employee payroll controls, and tax information on tables accessed from this card. You can also look up employee statistics and payroll entries.

NOTES:

  • The Human Resources Management granule is linked to payroll functions by the Resource No. on the Payroll tab. When you update certain basic information about an employee (such as name, address, social insurance number, employment date, etc.) in the Employee Card, an automatic update is performed to the employee information across the entire system.
  • If your organization is using Advanced Position Management, the employee can and should be created from the HR Requests and not directly from the Employee Card. However, the Employee Card should be used for updating an existing employee record. The employee record is created through the ‘On-Boarding’ process and includes the employee data entered in the HR Request form for adding a new employee and a number of supporting tables generated from the default values per HR Position information. Payroll personnel need to ensure all the data elements required to process payroll are in place. A system of pre-defined tasks and workflow ensures that Payroll personnel have the record and tasks to be performed in the appropriate ‘Inbox’. Once the required tasks are performed, the Payroll user can set the record to ‘next step’ passing the workflow to the next person responsible for the employee setup.

Providing Employee Payroll Information

The Payroll tab contains information required to create and generate a payroll process for the employee. Use this tab to record the full payment arrangement details for the employee.

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The following table provides a description of each field. An explanation of where the auto-filled data is derived and steps for adding/updating the required data is also included.

Field Name

Details

Birth Date

Displays the employee’s birth date. Enter/modify this date as required.

Employment Date

Displays the employee’s start date. Enter/modify this date as required.

Termination Date

Displays the date upon which the employment was terminated, if applicable. Enter/modify this date as required.

Position Code

Displays the position code for the employee. Click the Assist icon to open the HR Position List window where you can add or change the code for the position.

Original Position Code

Displays the original position code to which the employee was first hired. Click the Assist icon to open the HR Position List window where you can add or change the applicable code for the position.

HR Position Code

Displays the HR position code for the employee. Click the Assist icon to open the HR Position List window where you can add or change the code for the position.

Class Code

Displays the payment class code. Depending on the option selected in the Position Code field, this field is automatically populated. Click the Assist icon to open the Employee Classes window where you can add or change the payment class code.

Default Rep. Auth. Code

Displays the code for applicable tax reporting authority. Click the Assist icon to open the Reporting Authority List where you can add or change the code.

Default Work Type Code

Displays the work type code that the employee is eligible to claim, if applicable. Click the Assist icon to open the Work Types window where you can add or change the work type code.

Blocked

Select this check box to prevent any further transaction from taking place with this employee.

Regular Hours Work/Shift

Displays the daily number of hours the employee must work. Enter/modify this number as required.

Availability Cycle Code

Displays the pay cycle to which this employee is assigned. To add or change, click the Assist icon to open the Pay Cycle List. Select an option and click OK.

CPP Exempt

Indicates that the employee is exempt from contributing to Canada Pension Plan. If the employee has tax exemptions, click to add a check mark in the CPP Exempt check box.

EI Exempt

Indicates that the employee is exempt from contributing to Employment Insurance. If the employee has tax exemptions, click to add a check mark in the EI Exempt check box.

Salaried

If the employee is salaried, click to enter a check mark in the Salaried check box.

Override Insurable Hours

Displays the number of insurable hours required to override insurable hours.

RPP or DPSP

Displays the In the RPP or DPSP field, click the Assist icon to open the Reporting Authority List. Select the applicable option and click OK.

Working with the Rates and Controls Assigned to an Employee

The Payroll button contains options enabling you to set employee pay rates, employee payroll controls, and tax information to the Employee Card. You can also look up employee statistics and payroll entries. The following provides a description of some of the options available from the Payroll button.

Reviewing the Payroll Controls Assigned to an Employee

The payroll controls assigned to an employee are stored in the Employee Payroll Control Card. You can review the controls (and the specific details for a control) to confirm the correct controls are assigned to the employee.

To review payroll controls assigned to an employee:

1. In the Employee Card, click the Payroll button and select Pay Controls.

    The Employee Payroll Controls window opens.

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The following table provides an explanation for the fields in the Employee Payroll Controls window:

Field Name

Details

Pay Control Code

Displays the code assigned to the payroll control. Click the Assist icon to open the Payroll Control List where you can select a code or review the existing codes.

HR Position Ledger Entry No.

Displays the HR Position Ledger Entry No. to which the control is related. This is applicable for position-specific payroll controls only.

Position Specific

Indicates the control is linked to the employee’s position(s). This is applied automatically and not editable.

HR Position Code

Displays the HR Position Code. Click the Down Arrow icon to display the list of ledger entries for the position.

HR Position Name

Displays the name of the HR Position. This field is automatically updated based on the HR Position Code selected.

Employer No.

Displays the employer number associated with this employee.

Calculation Start Date

Displays the date by which the calculation of the payroll control begins. In the space provided, enter the date.

Calculation End Date

Displays the date by which the calculation of the payroll control ends. In the space provided, enter the date.

Monthly Schedule

Indicates the schedule by which the payroll control is applied to the employee pay. From the drop-down, select the schedule that applies.

Active

Indicates that the payroll control is active for this employee. Click to add a check mark if this is true.

Payroll Posting Group

Displays the payroll posting group to which the payroll control is attached.

NOTES ABOUT GARNISHMENTS:

Occasionally, employers are requested by various external authorities (Garnishment Court, Canada Revenue Agency etc.) to garnishee employee wages to satisfy debts. When the withholdings are made against an employee, there is often a requirement to report to said authorities the amounts that were withheld from the employee on their behalf, including pertinent reference details along with providing them with the funds collected in either a cheque or EFT payment.

The following fields enable you to generate a Garnishment report to provide the necessary “backup” documentation for payments made to external authorities relative to garnishments. For details on generating a Garnishment Report, see ‘Generating Payroll Reports – Garnishment Report’.

Garnishment Acc. No.

Displays the garnishment account number assigned to this employee’s file by the garnishment authority.

File/Reference No.

Displays the reference number assigned to the employee’s garnishment file. Used to link the payment to the appropriate file. Enter the file/reference number provided

by the garnishment authority.

Contact Name

Displays the name of the garnishment authority’s representative. This individual serves as the contact for the garnishment arrangement.

Garnishment Description

Displays a brief description of the garnishment arrangement/explanation. Enter the arrangement details in the space provided. For example, Income Tax garnishment.

SIN No. Suffix

Displays the SIN No. Suffix (For example, CRA garnishments contain the suffix value ‘RI’.). This is printed following the SIN number for the external authority associated with a garnishment.

Contact Phone, Contact Extension

Displays the contact details for the garnishment authority’s representative. This individual serves as the contact for the garnishment arrangement.

Updating the Payroll Controls Using the Attach Control Group Function

To update payroll controls using the Attach Control Group function:

1. From the Employee Card, find the employee for which you need up revise the payroll controls.

2. Click the Payroll button and select Payroll Controls (or click the Pay Controls link in the Info Panel under Payroll Information).

    The Employee Payroll Controls window opens.

3. Delete all of the existing payroll controls.

4. Click the Functions button and select Attach Control Group.

    The Attach Ctrl. Grp. To Emp. window opens.

5. Click the Payroll Control Group tab.

6. Select the appropriate payroll control group.

7. Click the Options tab.

8. In the HR Position Ledger Entry No. field, enter the ledger entry number to apply to the employee.

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9. Click OK.

Updating Payroll Controls Using an HR Request

The following procedure applies to Advanced Position Management only.

To update payroll controls by submitting an HR Request:

1. Create an HR Request with a reason code that has a Process Type (Leave, Details Change, etc.) that attaches Payroll Controls to the employee.

2. Process the request and review the entries.

    The records have automatically been updated based on the HR Request.

For detailed information on generating HR Requests, see the following documents:

  • NAV – Human Resources Management 3.X – Setup and User Guide
  • AEP – Manager Tools – Portal User Guide

Updating Rates for an Individual Employee

The Employee Card provides you the option of updating the rates attached to a single employee.
To update rates for an employee:

1. Click the Payroll button and select Rates.

    The Rates window opens.

2. In the Rates window, locate the payroll rate you want to update.

3. Click the Assist icon next to the rate.

    The Payroll Rates window opens.

4. Click the Rates button and select Employees.

    The details window for the selected rate opens.

5. Click the Functions button and select Payroll Rate Update.

    The Payroll Rate Update window opens.

6. In the No. filter field, complete the following:

a. Click the Assist icon to open the Employee List.

b. Select the employee.

c. Click OK.

NOTE: If the filter you want is not listed, you can add it to the bottom of the scroll list. In the Field column, enter the name of the filter field and then add the filter values in the Filter column.

7. Click the Options tab.

    The Options tab displays.

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     In the Options tab, you can set the following:

  • From the Processing Type drop-down, select the type of update you want to perform to the rate. The default is Percentage Adjustment.
  • If the rate is dependent upon a specific activation timeframe, in the Activation Code field, click the Assist icon to select the appropriate activation. Click OK.
  • In the Effective Date field, enter the date upon which the rate change comes into effect.
  • In the Amount field, enter the new rate amount.
  • In the Additional Actions section select one of the following options, if required:
    • Click the Update Records Equal Effective Date check box to create a new rate entry for all entries that match the effective date of the process.
    • Click the Insert Rate Code If Not Equal Effective Date check box to have the rate code inserted if you do not want the amount associated with an effective date (this option is only available if Specific Value is selected as the Processing Type).

8. Once you define the changes for the rate, select:

  • Preview to view a report showing what the update will include.
  • Print to send the report to the printer (or File) and to run the process of updating the rate(s).

NOTE: Before you update the rate, you can run a test to ensure you get the results intended. Click the Functions button and select the Test Payroll Rate Update option, which enables you to ‘test’ the rate update before actually completing the operation.

After the report is run, you are returned to the Payroll Rate Employees window displaying the updated rate information for the employee.

For details updating rates for groups or classes of employees, see ‘Updating Rates for an Entire Employee Class'.

Adding Pay Structures

Pay structures are attached to each applicable employee to initiate automatic calculation of earnings, etc.

NOTE If using Advanced Position Management, when an employee’s position and/or position ranking changes, you must submit new pay structure information for the employee using an HR Request. For detailed information on generating HR Requests, see the following documents:

  • NAV - Human Resources Management 3.X – Setup and User Guide
  • AEP – Manager Tools – Portal User Guide

However, you can review an employee’s current or reference an employee’s past pay structures (which are maintained) using the Pay Structures window.

If not using Advanced Position Management, you can manually enter a new pay structure by completing the following steps. In this case, the position-specific details (HR Position Ledger Entry, etc.) are not relevant.

To add a pay structure for an employee:

1. Click the Payroll button and select Pay Structures.

    The Pay Structures window opens listing the pay structures applied to the employee.

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2. Press F3 to create a new record.

3. In the Pay Structure Code field, click the Assist icon to open the Pay Structure List.

4. Select the pay structure that applies and click OK.

5. Use the following table to enter information in the fields within the Employee Pay Structures window.

NOTE: Alternatively, if you need to make changes to an existing pay structure rather than add a new one, make changes to the existing record using the following table as well.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Employee Pay Structures 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

Pay Structure Code

Displays the code for the pay structure. Click the Assist icon to open the Pay Structure List and select the pay structure that applies then, click OK.

Structure Type

Displays the type applied to this pay structure. From the drop-down list select a pay grid – Fixed or Band or None (Fixed Amount). If using Advanced Position Management, this is automatically populated based on the HR Position Ledger Entry number selected.

Effective Date

Displays the date upon which the pay structure becomes effective (is applied to the employee). Enter the date in the field using the DD/MM/YY format.

Grade Code

Displays the grade code assigned to the pay structure. Click the Assist icon to open the Pay Grades List and select the pay grade that applies then, click OK.

Step Code

Displays the step code assigned to the pay structure. Click the Assist icon to open the Pay Steps List. Select the pay step that applies and click OK.

Adjustment Method

Displays the method by which this pay structure is to be applied to the employee. From the drop-down list select an adjustment method – Normal, Hold Amount, Grid Catch Up Hold, or Same Adjustment.

Amount

Displays the amount of the pay (hourly amount, yearly amount, etc.), which is also based on the Pay Structure Unit of Measure. Enter the amount in the space provided.

Pay Structure Unit of Measure

Displays the unit of measure applied to the pay structure. Click the Assist icon to select the applicable unit of measure.

Grid Status

Displays the status for the pay grid. From the drop-down list select the option – N/A, No Grid, Within, Above or Below.

If using Advanced Position Management, this is automatically populated.

HR Position Ledger Entry No.

Displays the HR Position Ledger Entry No. associated with the pay structure. Only relevant when using Advance Position Management.

HR Position Code

Displays the HR Position Code.

If using Advanced Position Management, this is automatically populated based on the HR Position Ledger Entry number selected.

HR Position Name

Displays the name of the HR Position.

Pay Period Amount

Displays the amount the employee receives each pay period. Enter the amount in the field provided.

Monthly Amount

Displays the amount the employee receives each month. Enter the amount in the field provided.

Yearly Amount

Displays the amount the employee receives each year. Enter the amount in the field provided.

F.T.E

Displays the full time equivalent value for the position.

If using Advanced Position Management, this is automatically populated based on the HR Position Ledger Entry number selected.

Making Changes to an Employee’s Tax Authority Information

If an employee has additional deductions/withholdings or any other ‘special’ tax circumstances, this information can be added or changed for an employee using the Tax Authority Information window.

To make changes to an employee’s tax authority information:

1. Click the Payroll button and select Tax Auth. Info.

    The Employee Tax Auth. Info window opens listing the tax authorities applied to the employee.

2. Press F3 to create a new record.

3. Use the following table to enter information in the fields within the Employee Tax Auth. Info window.

    NOTES:

  • Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.
  • When entering the Filing Status on tax lines, be sure you use the Lookup (Assist icon) to select the appropriate status. For example, though you know the filing status is ‘Married’, select the option from the list rather than typing it manually. Otherwise, NAV may not recognize the appropriate filing status.

The following table provides a detailed explanation and instructions for entering data for each of the columns in the Employee Tax Auth. Info window:

Field Name

Details

Tax Authority Code

Displays the code for the pay structure. Click the Assist icon to open the Reporting Authority List. Select the reporting authority then, click OK.

Effective Date

Displays the date upon which the new tax authority becomes effective (is applied to the employee). Enter the date in the field using the DD/MM/YY format.

Filing Status Code

Displays the filing status associated with the Tax Authority Code selected. Click the Assist icon to open the Filing Status List, select the filing status that applies to this individual and click OK.

Allowances

Displays the number of allowances required by the tax entity selected. Enter the appropriate number of allowances for this employee as required by the tax entity that was selected in the Tax Authority Code field.

Income Tax Exempt

Indicates whether the employee is income tax exempt. Click to add a check mark if this is the case for this employee.

Extra Withholding

Displays the amount of extra withholdings per pay period the employee has requested deducted from earnings. In the space provided, enter the amount.

Credits/Other Deps.

Displays the number of credits or other dependents of the employee. Enter the number applicable to the employee, if required.

Other Status Code

Displays the filing status for the individual. Click the Assist icon to open the Reporting Authority Filing Status List. Select the applicable option and click OK.

NOTE: Some tax calculations require a status different from the one selected in the Filing Status Code field on the same line.

Other Amount

Some tax calculation method steps require an employee specific amount as part of the calculation. Enter that annual amount here.

Total Credits Claimed

Displays the amount of the total tax credits the employee can claim. This is specific to Canadian Payroll.

Annual Deduction

Displays the total allowable amount of annual deductions for this employee. This is specific to Canadian Payroll.

Other Annual Credits

Displays the total amount of annual credits to which the employee is eligible. This is specific to Canadian Payroll.

Prescribed Zone Deduction

Displays the prescribed zone deduction to which this employee is eligible. If the employee lives and/or works in a prescribed zone (northern region), the individual may be eligible for this deduction.

This is specific to Canadian Payroll.

LCF/LCP

Displays the amount of LCF deduction and/or LCP tax credit to which this employee is claiming.

This is specific to Canadian Payroll.

Employer No.

Displays the employer number associated with this employee.

Updating an Employee’s Other Authority List

Payroll Controls, such as medical insurance deductions and other controls that use filing statuses in their calculations, use the Other Auth. Info to determine the filing status. The Employee Other Authorities window displays the benefit enrollment and allocations for the employee. You can add/modify the entitlements or deductions selected as required.

To update an employee’s other authorities list:

1. Click the Payroll button and select Other Auth. Info.

    The Employee Other Auth. Info window opens listing the tax authorities applied to the employee.

2. Press F3 to create a new record.

3. In the Other Authority Code field, click the Assist icon to open the Reporting Authority List.

4. Select the reporting authority you want to add and click OK.

5. Use the following table to enter information in the fields within the Employee Other Auth. Info window.

The following table provides a detailed explanation and instructions for entering data for each of the field in the Employee Other Auth. Info 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

Other Authority Code

Displays the code for the pay structure. Click the Assist icon to open the Pay Structure List and select the pay structure that applies then, click OK.

Effective Date

Displays the date upon which the new reporting authority becomes effective (is applied to the employee). Enter the date in the field using the DD/MM/YY format.

Filing Status Code

Displays the filing status for the employee. Click the Assist icon to open the Reporting Authority Filing Status List and select the filing status that applies then, click OK.

Dependents

Displays the employee’s number of dependents. Enter the number in this field.

Benefit Related

Indicates whether the reporting authority is related to benefits for the employee. Click to add a check mark in this column if this reporting authority is related to employee benefits.

Amount

Displays the amount of the deduction. Enter the amount in the space provided.

Defining an Employee’s Pay Distribution

For each employee receiving direct deposit, you must record the banking details for depositing the payment funds. As well, many employees may select to distribute their pay to different accounts/account types. All this information is recorded for the employee using the Pay Distribution window. This information is then pulled during payroll processing to ensure the funds are deposited correctly.

If an employee makes changes to the banking institution used, etc., this information needs to be updated here. To define an employee’s pay distribution details:

1. Click the Payroll button and select Pay Distribution. The Employee Pay Distribution window opens.

2. Press F3 to create a new record.

3. Use the following table to enter information in the fields within the Employee Pay Distribution window.

The following table provides a detailed explanation and instructions for entering data for each of the fields in the Employee Pay Distribution 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

Type

Displays the payment type for the employee. From the drop-down list, select the applicable option.

Fixed Amount

Displays the fixed amount the employee wants to receive each pay.

Enter a fixed amount of money in this field if the employee wants to receive a certain amount of pay in this manner.

For example, if the employee wants to be sure a $100 pay cheque is received every pay day, enter 100 in this field. Set the ‘Type’ to ‘Pay Check’. NAV Payroll will give this employee a $100 pay check each pay period, providing the funds are available in the net pay.

Percent of Net Pay

Displays the percentage of the total pay that is directed to this bank account.

Enter the percent of net pay that the employee wants to receive.

For example, if the employee wants 20% of net pay sent to a savings account each pay period, then enter and make sure to set the ‘Type’ to Savings.

Remainder

Indicates that the remaining amount of the pay for this employee.

Be sure you set one line as a remainder for those cents or other amounts that may be left over from the splitting.

NOTE: The remainder field can be selected on one line only.

Name

Displays the name of the employee’s bank.

Bank Account No.

Enter the employee’s bank account number. The employee will provide the bank account number.

Transit No.

Enter the transit number for the employee’s bank. The employee will provide the bank account number.

NOTE: The bank may refer to this as the “RDFE Transit/ABA Number”. DO NOT enter any hyphens, spaces or other characters in this field. The banking system has a cheque digit as the last digit at the end of this number. NAV checks this digit to ensure the number entered is a valid Transit no. This number is 9 digits.

Use for Vendor Expenses

Indicates whether this account can be used for reimbursing the employee for vendor expenses.

Prenote

Select this check box if you want to send a Prenote (deposit instructions only) to the bank. A checkmark is automatically entered in this field when an entry is made or a change is made to either the Bank Account No. or the Transit No. field.

NOTE: NAV automatically removes the checkmark from the Prenote field after a successful transmission to the bank. You can manually add the checkmark to this field. It is recommended that you DO NOT manually remove the checkmark from this field. A Prenote run needs to me made to the bank to ensure all transmitted information is correct and that the transmit file is acceptable to the bank.

Viewing Employee Ledger Entries

The Ledger Entries function enables you to see the year to date earnings, deductions, contributions, payment parameters (pay cycle, etc.) posted by payroll for an employee. This information is based on the HR position, benefit enrollment, tax, and other authority information that is pre-defined for the employee.

To view the ledger entries for an employee:

1. Click the Payroll button and select Ledger Entries. The Ledger Entries window opens.

2. Scroll through the columns to view the information for each ledger entry.

3. To view a ledger entry in more detail, select the appropriate row and click the Navigate button. The Navigate window opens providing more information for the ledger entry.

    From here you can view the entries in detail and you can also create a print out of the information.

Viewing the Payroll Check Ledger

The Payroll Check Ledger enables you to see an entry for each of the cheques that have been created for an employee. From this window, you can view the specific breakdown (deductions, contributions, etc.) for a payment as well.

To see the pay cheque details for an employee:

1. Click the Payroll button and select Payroll Check Ledger. The Payroll Check Ledger window opens.

2. Scroll through the columns to view the information for each pay cheque ledger entry.

3. To view the payment breakdown for a cheque in more detail, select the appropriate row and click the Details button.

    The Payroll Check Ledger Details window opens providing the details for the pay cheque.

Viewing an Employee Pay Stub

You can view a version of the employee pay stub that mirrors what the employee receives as record of the payment. You can view the complete history of the pay stubs generated for an employee from here too.

To view an employee pay stub:

1. Click the Payroll button and select Employee Pay Stub.

    The Employee Pay Stub window opens displaying the details for the most recent pay period.

2. To view a pay stub for a different pay period payment, click the Paystub button and select List. The Employee Pay Stub List window opens.

3. Select the pay stub you want to view and click OK.

4. The pay stub details are displayed in the Employee Pay Stub window.

Viewing Earning and Expenses Statistics

You can view the payment statistics (from the current year) for an employee to see the total earning and expenses broken down by quarter, year to date, and most recent, and prior year to date.

There are two different views; ‘General’ that is in summary form and ‘Controls’ that has details. To view the pay statistics for an employee:

1. Click the Payroll button and select Statistics.

    The Employee Statistics window opens displaying the earning and expense details for the employee.

2. Click the Controls tab.

    The controls details for the employee display.

Viewing Records of Employment Generation for an Employee

You can view the previously generated Record of Employment (ROE) for an employee (for example, leave data or for contract personnel, termination data when a contract ends, etc.) to see the details (reason, dates, etc.) for the ROE.

To view the ROE history for an employee:

1. Click the Payroll button and select Records of Employment.

    The Employee Record of Employment window opens displaying the details for the ROE.

2. Scroll through the columns to review the data.

3. Click the Record button to access additional functions.

4. For steps and details for generating Records of Employment for an individual and for using the functions within the Record button, see ‘Generating Records of Employment’.

Setting Up Allocations for an Employee

If an employee’s costs are to be allocated across multiple dimension combinations relatively consistently each pay period, you can set up the allocation in the Employee Allocations window.

NOTE: If using Advanced Position Management, the allocations will be applied based on how the Payroll Controls are configured and may apply across all positions, if the employee has multiple.

To set up allocations:

1. Click the Payroll button and select Allocations. The Employee Allocations window opens.

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2. Click the Payroll Control Code field and click the Assist icon to select the appropriate code.

3. Enter the appropriate Dimension codes for the allocation.

4. Enter the dollar amount for the allocation.

    NOTES:

  • NAV treats the total of the amount in all the lines as 100% and considers the amount in each of the lines as a percentage of that total. If you are working with percentages, make sure the total adds up to 100%.
  • The allocations are loaded into the Payroll Journal using the Load Employee Allocation function.

Validating an Employee

The Functions button contains options enabling you to perform certain actions such as validating a new employee. The ‘Validate’ option enables you to perform a check to ensure the required information for the employee has been entered to the Employee Card.

Once all the details for an employee are inputted within the Employee Card, the next step is to confirm the information and ‘activate’ the employee record.

NOTES:

  • The functionality is based on the Employee Type. The Validation does not function unless you have an Employee Type specified on the Personal tab.
  • If the employee is not valid, you are unable to process payroll for this employee until the error is corrected.

To validate an employee:

1. Click the Functions button and select Validate Employee.

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The Validate Employee window opens.

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4. Click the Options tab and select the Effective Date for the validation to evaluate. (The default is the current date.)

5. Click OK.

    The Payroll Status field on the bottom of the Employee Card is updated with the payroll status.

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6. Click the Payroll Status Valid-Warnings button to view the details of any error or warning messages. The Errors and Warnings window opens.

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7. Correct each of the warnings in the appropriate section of the Employee setup and re-run the validation until all errors are cleared and warnings are resolved.

Reviewing an Employee’s Position, Dimension, Payroll, and Leave Details

The following provides a description for the information captured in the Position tab under the Position Details section of the Employee Card. Many of these fields apply to payroll functions and calculations. Depending on your particular configuration (Advanced Position Management or ‘Simple’ Position Management, the fields are different. A list of the fields for both configurations is provided here.)

If Advanced Position Management is enabled:

Field Details
Hr Position Code Displays the code for the position assigned to the employee.
HR Position Name Displays a description of the position code. This field automatically updates depending on the selection made in the HR Position Code field. This field is hidden by default.
Entry Type Displays the entry type, Assignment, or Budget. On the Employee card, the only entry types displayed are Assignments. This field is hidden by default. 
Employee No.  Displays the employee number. This field automatically updates based on the information provided in the Personal tab. This field is hidden by default. 
Employee Name Displays the employee's name. This field automatically updated based on the information provided in the Personal tab. This field is hidden by default.

TIP: The columns in this tab are customizable. You can hide or show columns applicable to your organization. Right-click over any column header and select Show Columns. In the Show Columns window, select or de-select the columns as required. 
Assignment Title Displays the title the individual receives under this position. 
HR Position Rank Displays the ranking for this position as it relates to other positions currently active.
Assignment Start Date Displays the date upon which the employee begins/began the assignment to this position.
Assignment End Date Displays the date upon which the assignment to this position ends.
Employer No. Displays the number/code of the employer. Click the Assist icon to open the Employer List and select the employer. Click OK.
Probation Type Displays the probation structure by which the probation time is calculated (Worked Hours, Elapsed Time).
Probation End Date (Elapsed) Displays the end date for the probation period if the probation is calculated by elapsed time. 
Probation Hours (Worked Hours) Displays the end date for the probation if the probation is calculated by worked hours.
Next Progression Date Displays the date when the next progression is set to start.
Pay Structure Links the appropriate pay structure to this position.
Pay Step Links the appropriate step code to this position.
Pay Grade Links the appropriate pay grade code to this position. 
Amount Displays the wage associated with the position (full salary, hourly wage, etc.).
Grid Status Indicates whether this individual's salary falls within the pay structure/step/grade for this position.
Employee Pay Structure Amount Displays the pay amount in the unit of measure established for the pay structure. This field is populated automatically.
F.T.E. Displays the full time equivalency amount to which this employee is assigned to this position.
Hours/Week Displays the hours per week agreement that the employee will fulfill in this position.
Hours/Day Displays the hours per day agreement that the employee will fulfill in this position.
HR Request No. Displays the submitted HR Request number to assign the employee to this position.
HR Reason Code Displays the submitted reason code the HR Request falls under. This field is automatically populated based on the HR Request selected.
Manager Comments Displays any comments the employee's manager has added regarding the position and the employee. This field is automatically populated based on the comments the manager entered on the HR Request.
Dimension 1-8 Code Displays the dimension to which the employee's position will be allocated.
HR Job Code Displays the job code to which the position is connected.
HR Position Hours/Week Displays the number of hours in a work week defined for this position. This field automatically updates depending on the selection made in the HR Position Code field.
HR Position Hours/Day Displays the number of hours in a work day defined for this position. This field automatically updates depending on the selection made in the HR Position Code field.
Location Code Displays the code for the location in which the employee works.
Leave Expected Return Date If this entry represents a leave, this field displays the date upon which the employee is set to return to work/end of leave date. This field is automatically populated based on the HR Request.
Cause of Inactivity Code Displays the code for the particular absence/reason for the leave. This field is automatically populated based on the HR Request.
Leave Comments Displays the comments, if any, submitted by the employee's manager/HR connected to the employee's leave.
Entry No. Displays automatically calculated entry number for the records.

When Advanced Position Management is used, the bottom section of the Position tab contains an additional Payroll tab with information relevant to payroll/

  • Payroll tab Displays a snapshot of payroll information represented in the Position tab fields for the employee.

If Advanced Position Management is not in use (Simple Position Management):

Field Details
Active Indicated whether the position is currently active.
Effective Date Displays the date upon which the position became active.
HR Position Code Displays the code for the position assigned to the employee.
Position Name Displays a description of the position code. This field automatically updates depending on the selection made in the HR Position Code field. This field is hidden by default.
Reason Code Displays the reason code for the position.
Description Displays a description of the position code. This field automatically updates depending on the selection made in the Reason Code field. 
Employee Name Displays the employee's name. This field automatically updates based on the information provided in the Personal tab. This field is hidden by default. 
HR Department Displays the department to which the position belongs.

TIP: The columns in this tab are customizable. To hide columns or show columns applicable to your organization, right-click over any column header and select Show Columns. In the Show Column window, select or de-select the columns as required.

Generating Records of Employment

If using Advanced Position Management, the issuing of Records of Employment ‘ROE’ begins with the HR Request for the employee that has been terminated or for an employee whose HR Position has changed to inactive due to a leave (where issuing an ROE is required).

Termination and Inactivity are configured through the HR Reason code; however, the Cause of Inactivity table needs to be set to indicate if a reason code of inactivity is required to issue an ROE.

If not using Advanced Position Management, you can generate an ROE manually from the Employee Record. See, ‘Generating an ROE Manually (‘Simple’ Position Management)’.

Configuring the ROE Payroll Control

A payroll control that captures both, insurable hours and insurable earnings is required to capture the necessary information to be printed/exported in the record of employment.

This payroll control, typically named EI AUDIT, needs to capture Insurable Hours under the Payroll Amount field and Insurable Earnings under the Insurable Earnings field. See ‘Creating Payroll Controls’ for details.

The Payroll control used in ROE generation needs to be configured in the HR Setup form:

To configure the ROE payroll control:

1. From the Human Resources Management menu, select Setup > HR Setup. The HR Setup window opens.

2. Under the Records of Employment section, in the Ins. Earnings Pay Ctrl. Code field, click the Assist icon. The Payroll Control List opens.

3. Select the EI AUDIT (or the ROE payroll control set up for your organization) payroll control.

4. Click OK.

    The HR Setup window re-opens with the ROE payroll control assigned.

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5. Close the HR Setup window.

Generating an ROE through an HR Request Using an HR Function

Records of Employment can be created automatically by setting up an HR Function to complete the process.

Setting Up an ROE HR Function

To set up an ROE HR Function:

1. From the Human Resources Management menu, select Position Management > Setup > HR Functions. The HR Functions window opens.

2. In the next available row, insert a new entry for the ROE:

a. In the Code column, enter a code for the HR Function.

b. In the Description column, enter a description for the HR Function.

c. In the Function ID column, enter the Function ID 38.

NOTE: The ROE entry must be after Functions 36 or 37.

 

3. Close the HR Functions window.

Assigning the ROE HR Function to the Appropriate Reason Codes

Once you create the ROE HR Function, you need to then assign this HR Function to the reason codes that require this particular function (for example, Leave and Termination reason codes).

To assign the Insert ROE HR Function to a Reason Code:

1. From the Human Resources Management menu, select Position Management > Setup > HR Reason Codes. The HR Reason Codes window opens.

2. Select the reason code to which you are assigning the ROE HR Function (for example, Termination).

3. Click the HR Reason Code button and select HR Process Function. The HR Process Functions window opens.

4. Click the next available row.

    The HR Reason Code is automatically added.

5. In the HR Function Code column, click the Assist icon. The HR Functions window opens.

6. Select the Insert ROE function and click OK.

    The HR Process Functions window re-opens with the ROE function added.

    NOTE: The ROE function must be added after the record that creates the entry used with the ROE (i.e. process where the Position Ledger Entry will be created).

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NOTE: Once the ROE entry is created using the HR Request processing, the function Load Records of Employment from Position Ledger Entries is not required. If you run this function, and the HR Function has already created an entry, you receive an error.

For more information on HR Functions and assigning HR Functions for Reason Codes, see ‘Adding HR Functions’ and ‘Assigning HR Process Functions to Reason Codes’.

Generating an ROE from Position Ledger Entries

You can also generate an ROE from Position Ledger Entries. When generating an ROE through loading the Position Ledger Entries (in Advanced Position Management), the process depends upon an HR Request being generated for the employee/employee’s position prior to the ROE generation.

HR Requests for Termination or Details Change with Leave Details are used by the ROE generation process to pull the required data/details.

To generate an ROE using Position Ledger Entries:

1. From the Payroll menu, select Documents > Records of Employment. The Record of Employment window opens.

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2. Click the Functions button and select Load Records of Employment from Position Ledger Entries. The Load Records of Employment window opens.

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3. Enter filters for the entries to consider or leave blank to include any terminated or inactive entries

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4. In the Termination on or after field, enter a date.

5. In the HR Position Code field, click the Assist icon. The HR Position List window opens.

6. Select a position code to filter, if generating an ROE for a single employee.

7. Click OK.

    The selected entries are loaded into the Records of Employment table.

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Generating an ROE Manually (‘Simple’ Position Management)

If not using Advanced Position Management, you can generate an ROE manually from the Employee Card. To generate an ROE manually:

1. Open the Employee Card for the employee for requiring a Record of Employment.

2. Click the Payroll button and select Records of Employment. The Employee Records of Employment window opens.

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3. Click the Record button and select Load Records of Employment. The Load Records of Employment window opens.

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4. Enter filters for the entries to consider or leave blank to include any terminated or inactive entries.

5. Click the Options tab.

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6. In the Termination on or after field, enter the date from which to include the data for the ROE.

7. In the On Leave on or after field, enter the date from which to include the data for the ROE.

8. In the HR Position Code field, click the Assist icon. The HR Position List opens.

9. Select a position code to filter, if generating an ROE for a single employee.

10. Click OK.

      The selected entries are loaded into the Records of Employment table.

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Loading or Entering Detail Lines

If sufficient payment history exists for an employee, you can load details lines from the last pay and review/edit the data.

NOTE: Depending on the configuration of your calculations, the number of active positions for this employee, and the available history, these amounts may need to be reviewed/adjusted or populated altogether.

To load or enter detail lines:

1. Populate the detail lines data to review by clicking the Record button and selecting Load Detail Lines from Last Pay.

    The detail lines from the last pay display.

2. Review or enter detail by clicking the Record button and selecting Detail Lines.

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The following table provides information and tips for completing the Detail Line fields.

Field Name

Details

Type

Displays the payment type.

Select the appropriate type of line from the available options.

Date

Displays the date upon which the payment was processed. Enter the date for the entry.

NOTE: Some line types do not require dates. If you enter a date in these lines, the information you put in the field is deleted.

Amount

Displays the dollar amount for the line detail. Enter the amount for the line detail entry.

NOTE: Some line types do not require an amount. If you enter an amount in these lines, the information you put in the field is deleted.

Other Money Type

Select the appropriate value for the entry.

NOTE: This field is only applied if the option selected in the Type column is Other Money.

Description

Displays a description for the entry.

Enter a brief description for the entry type you selected.

NOTE: Some line types do not require a description. If you enter a description in these lines, the information you put in the field is deleted.

Already Posted

Place a checkmark in this field if the entry has already been posted.

Frequency

Select the appropriate frequency.

NOTE: This field is only applied if the option selected in the Type column is Sick/Parental Payments.

Printing the Record of Employment

The Record or Employment functionality was implemented to enable appropriate printing in compliance with the ROE format required by the CRA.

To print the ROE:

1. In the Record of Employment window, click the Functions button and select Print. The Print Options window opens.

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2. From the ROE Print Format drop-down menu, select the ROE Print Format – 27 Pay Periods or 53 Pay Periods depending on the Pay Cycle used for this employee.

3. In the Best 14 Weeks Program check box, enter a check mark if this is applicable for this employee.

4. From the Pay Period Worksheet drop-down menu, select the Print Now.

5. Click the Print or Preview buttons at the bottom of the window. The document is sent to the printer or pre-viewed to screen.

    The following is a sample of the ROE generated:

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Exporting the Record of Employment

The Record or Employment file can be exported and transmitted electronically to Service Canada.

To export the ROE:

1. In the Record of Employment window, click the Functions button and select Print. The Record of Employment Print Options window opens.

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2. From the ROE Print Format drop-down menu, select the ROE Print Format – 27 Pay Periods or 53 Pay Periods depending on the Pay Cycle used for this employee.

3. In the Best 14 Weeks Program check box, enter a check mark if this is applicable for this particular employee.

4. From the Pay Period Worksheet drop-down menu, select the Print Now.

5. Click the Export check box to add a check mark.

6. From the Export Format drop-down menu, select ROE Web Flat File.

7. From the Processing Method drop-down menu, select Submission.

8. In the Export Folder field, enter the path to where you want to save the files.

9. Click the Print or Preview buttons at the bottom of the window. The file is exported and the following confirmation message opens.

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10. Click OK.

11. Update the serial number on the ROE with the number applied by the Web Flat file process.

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