Transcript Payroll Scanning

Payroll - Scanning &
Efiling
Review Scanner Possibilities
Re-Cap Scanning Progress to Date
Discussion about future and what impact
that scanning will have !!
Reminder/discussion about efile for
Payroll reporting .. Reduce the paper!
Scanning
Typical Scanning Situation
 Go to Photocopier, scan document
 Return to desk and retrieve document, name it
and place into an appropriate folder
 Go to AdminConnect and <Browse> <Attach>
 If you are a power user - require your own
scanner
 Two <enter> s will do it.
 Go to AdminConnect and <browse> <attach>
Scanning
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There are many other features for the personal scanner
• handle quality
• manage colour
• special holder
• scan directly to sharepoint
Scanning
Date and Description are important
 Browse, DATE, DESCRIBE, and <Attach>
 DATE: Will default to today and if you scan multiple
documents for that person - cannot control order.
 DESCRIPTION: Indicate a good description of the
document - don’t indicate employee name. If it
relates to a leave indicate leave# ...
Scanning HR FYI
 RETSD – 3000, APL(1051), GEN(984),HIR(500),LVE(800)
 Brandon - 8100, APL(950), APP(500), CRT(520), EVA(479),
GEN(180), HRT(1651), MED(432), PAI(358), REQ(2052)
 Seven Oaks –
788, CER(278), EVA(103), LVE(250), VIO(71),
WCB(12)
 Turtle Mountain –
361, APP(37), CER(65), EVA(27), GEN(50),
LVE(40), MED(29), REQ(25)
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Portage, Delta, Mystery Lake – Not scanning … yet??
Campbell River – 48, HIR(46)
Kelowna – 16, LVE(16)
Fort McMurray – 9507, APL(1003), BEN(808), CON(366),
EVA(293), HIR(623), HRG(1808), INT(34), LAY(425), LVE(90),
MED(442), PAF(3023), TIM(100), VAC(304)
 WSD -
14666, APL(2758), EVA(1837), INJ(281), LTR(6364),
MED(2619), PDL(803)
Scanning Setup
Define categories in EIS.122
• APL is for view only of online apply documents. If you
have additional Applicant related documents create a
second folder category.
•CER must exist if you are efiling workshop completion
certificates
•HIR or other categories must exist and be defined in your
letter definition if you are auto-efiling
•‘*’ items mean that you must point the attachment
against an existing CIMS record (WCB/Injury, evaluation)
Limit folder categories to particular
users (EC is one user) so you can
control who can participate and to
what level:
• Not see anything in the
folder
• View documents in that
category
• Full read, write, delete
Scan - Logging
•Payroll runs this to see what T4’s are viewed
and whether employees are selecting ‘W’
•Excellent to see if evaluation documents are
being viewed. Viewed meaning - last viewed
Date: 4/04/11
EMPLOYEE DOCUMENT/IMAGES LOG
Time: 17:15:16
Date Range JAN01/11 to APR04/11
Categories
--------------------------------------------------------------------------------------------------------------------------------LAST
LAST
CAT EMPLOYEE
DOCUMENT REFERENCE
ADDED
UPDATED VIEWED
DOCUMENT DESCRIPTION
--------------------------------------------------------------------------------------------------------------------------------GEN AFINOGENOV, CHERYL M.
1191 GENABS20110318.PDF
MAR18/11 MAR18/11
PAI.580 Employee General Lette
INJ AFINOGENOV, CHERYL M.
1191 INJ20071112.pdf
MAR11/11 MAR11/11 MAR11/11 Injury Details by School Repor
INJ AFINOGENOV, CHERYL M.
1191 INJ200711122.pdf
MAR11/11 MAR11/11 MAR11/11 WCB Details of Incident
INJ AFINOGENOV, KAREN
1351 INJ200902242.pdf
MAR11/11 MAR11/11
Test
LVE AFINOGENOV, CHERYL M.
1191 LVE200800030conf.pdf
JUL16/09 JAN12/11
Leave Request Conference Attac
Scanning
Scanning Considerations – In General
 When you save the document are you saving in
duplicate (in CIMS and naming/filing on your PC which
means extra work!) or is everything just overwriting
c:\scantemp\junk?
 What documents could/should we be scanning in
Payroll
 TD1
 Beneficiary Forms and paperwork
 Timecards **NOPE, you could but best to bundle these and
scan with Payroll Run# reports
 Are zippy Scansnap scanners necessary?
eFile
What do we eFile automatically:
 T4 and T4A’s (some customers have gone back
years and efiled T4’s as Employees commonly ask for
copies of old ones)
What is your district goal in distribution
of T4 and T4A’s electronically ???
eFile
What do we eFile automatically:
 Payroll Reports (PAI.609)
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Pay Register (PAI625)
Deduction Register (PAI681)
Wage Summary (PAI631)
Alt EI (PAI631)
Pay Cheques (CDS691)
Cheque Register (PAI654)
Dire Dep Register (PAI6542)
Extra Attachments *** For you to attach !!!!! Could be
timesheets, pay period sheets, reconciliation reports …..
 What reports are you still keeping paper copies of?
Why? Who is looking at them?
 What is your district plan to reduce printing and hand
filing payroll reports?
eFile
Reminder that EME.900 is a form a eFiling!
 Create your output
 Email it to yourself (or a group) and <File><Save>