Transcript Document

PAYROLL HELPFUL
HINTS
Sheila Miller, Business Analyst
Office of KIDS
Kentucky Department of Education
Session Description
During this session, we will take a look at functionality in the payroll module
that may make your work a little easier.
• History Transfer
• Moving Inactive/Termed Employees to Terminated File
• Functionality available in Mass Contract Change
• Functionality available on the Job/Salary record
History Transfer
Do you ever need to change the GL account number on an employee after a
payroll has been processed? There is a simple way to move the expenditure
without a manual journal entry if the change remains in the same fund.
Human Resources/Payroll >Payroll >Employee History >History Transfer
Determine the record(s) that need to be modified. (employee number, check
number, etc.)
History Transfer, cont.
Once you have selected the record that needs to be
changed, select the Transfer option.
You will then enter the new Org/Object/Project. There is
also the option to enter an Allocation code for the update.
Changing the code in History Transfer also corrects fringe
benefit costs with the exception of federal insurance
reimbursement. This eliminates the need to enter a manual
General Journal when changing codes from Gen Fund
code to another Gen Fund code. Classified staff can also
be corrected from one fund to another with the exception of
federal insurance reimbursement amounts.
Note: If moving a certified employee from a non-federal to a
federal code (or vice-versa), you will need to process the
correction through payroll.
Moving Employees to Terminated File
When you choose to terminate an employee, the employee is moved from the
live payroll module to the Terminated Employee file.
Prerequisites
• Appropriate Permissions
• EE to be terminated cannot have any accumulator records in the current
calendar year.
• Wait until W2s are processed
Moving Employees to Terminated File, cont.
Human Resources/Payroll >Payroll >Employee Maintenance >Employee Master
Select Terminate option on the
Employee Master screen after
selecting employee or group of
employees to move to Terminated
File.
User is prompted to Output report.
Do not miss this step. Review the
report prior to selecting Yes to move
the employee(s) to Terminated.
Moving Employees to Terminated File, cont.
Sample of Terminate Proof Report
Moving Employees to Terminated File
Results:
• Records can still be accessed by using the Separations and Terminations
menu in Munis. Human Resources/Payroll >Human Resources
>Separations and Terminations
• Detail Check History is not available on employees in the Terminated File.
However, you can generate a Deduction and Pay History report. This is found
in the Terminated Employee Detail History.
• Once the employee is terminated, no further action on that employee will take
place.
• If employee returns at any time in the future, you can re-activate the
employee.
Mass Contract Changes
The Mass Contract Changes option provides a way to set
employee Job/Salary records back to the defaults that are on the
Salary Tables.
This functionality will reset the number of pays, days, salary
amounts, etc. This is useful when you have multiple mid-year
hires who need a full-year Job/Salary record for the upcoming
year.
Process this step prior to performing the Mass Salary Update.
Mass Contract Changes, cont.
We will use transportation department employees for this
example.
Records that need to be changed to Salary Table defaults:
Mass Contract Changes, cont.
Human Resources/Payroll
>Payroll >End of Period
>Mass Salary Changes
>Mass Contract Changes
You can process by any
combination of the options in
the top part of the screen.
Select Output/Post, review the
records and post the changes.
Mass Contract Changes
Records after Mass Contract Change was processed:
Records now reflect Num Pays, Days per Yr, Hours per Yr,
Annual Pay, Reference Salary, Period Pay for a full year. You
can use the Global Update in Job/Salary to change the
Remaining Pays field before the first payroll of the new year.
Options Available on the Job/Salary Screen
We will review a few
of the options
available on the
Job/Salary record
that should make
viewing and
updating records a
little easier.
Global Add/Delete
This function can be used to mass create or delete pay
records. Example – All primary school level teachers in one
school will receive additional pay each month for
professional development work that will be completed
throughout the year.
Rather than adding individual records one at a time, use
this function to mass create the pay records.
Global Add/Delete, cont.
ADD
Select Global Add/Del on the
Job/Salary screen.
Define the parameters and
select Execute.
Select OK to the prompt to add
the records.
Pay records are now
established and earnings can
be entered within the payroll
for the professional
development.
Global Add/Delete, cont.
DELETE
You will use the same option, Global Add/Delete, to delete
pay records in mass.
Define the parameters and Execute.
Select OK at the prompt to delete the pay records.
Global Update
There are many functions available when choosing Global Update on the
Job/Salary screen.
• Update Number of Pays
• Update Number of Remaining Pays
• Update Cycles
• Update Days/Year
• Update FTE
• Refresh Risk Codes
Global Update, cont.
We will update the
Number of Pays and
Remaining Pays in this
example.
Find the record or set of
records that needs to be
updated then choose the
Global Update button.
Global Update, cont.
Choose Define and select the
options to be changed and enter
criteria for the update.
We are changing the Number of
Pays and Number of Remaining
Pays to 24.
Click Execute and Yes to the
prompt to post the update after
choosing an output method for
review.
Global Update, cont.
Here is the same record after
performing the Global Update.
This function can be processed on
multiple records at one time. This
eases the burden of changing the
pay information of mid-year hires
when starting a new year. You can
find on the remaining pays field and
enter, for example, <24 if the
employees you want to update
normally have 24 pays. Then
process the update on all records.
Global Update, cont.
Another option in Global Update that can save processing time is Update FTE.
You may have multiple staff members whose FTE will be changing beginning
with a new school year. Example – .5 FTE teachers will all be moved to 1.0 or
vice-versa.
• Select the Job/Salary record(s) that need to be updated.
• Select the Global Update option to Define the parameters of the update.
• Select the Update FTE box and enter the new number for the FTE field.
• Execute…Done! FTE for the selected record(s) has been updated without
selecting one record at a time.
Global Update, cont.
Project Update
Need to change project
numbers on pay
records to prepare for
new year payroll
processing?
Select Project Update
located on the
Job/Salary screen.
Project Update
Select Define and enter
criteria for the update. You
can choose multiple
projects to process during
the update.
Select Execute, choose an
output method, review the
report and choose Yes to
post the update if
information on report is
correct.
View History
Need to see Payroll
Audit History for an
employee when in
Job/Salary?
Choose View History.
Payroll Audit Inquiry will
display.
G/L Account Find
Need to find employees being paid from a
specific fund or account?
Select GL Acct Find on the Job/Salary
screen.
Enter account information into the GL
Segment Find screen and click .
All employees within the search criteria
will be found.
G/L Allocation
If you need to set up a G/L Allocation on an employee’s record, it can be set up
using this option. Allocation Codes are used when an employee’s salary is split
between G/L account codes. Employees who serve in more than one type of job
are split using the appropriate Job Class Codes and FTE not by using an
allocation code.
Hybrid Employees
Most districts have employees commonly referred to as
Hybrid Employees. These are employees that have a
degree, work in a classified position and pay into KTRS.
You can set up a separate Pay Type for these employees.
Most districts use a number in the classified range of Pay
Types. Always remember to update Payroll Exceptions to
reflect the correct calculation of deductions. (example Should be excluded from CERS and included in KTRS.)
Pay Types
• Use separate Pay Types for federal and non-federal
earnings.
• Never mix classified and certified in a single pay type.
• Administrator’s Extra Service must be paid using a
separate Pay Type from Other Extra Service such as
coaching, department head, etc.
Job Class Codes
• Use appropriate Summary Class/Job Class Codes
• Summary Class Codes cannot be added by districts.
• Job Class Master in Munis must have a valid Summary Class Code assigned to
each Job Class Code.
• Summary Class Codes 0-3999
• Controlled by EPSB
• Use only with expenditure object codes 0110-0111 (Base & Extended Days)
• Job Class Codes 4000-4999
• Can be added at the district level
• Must be mapped to a Summary Class Code in the 0-3999 range
• Use only with expenditure object codes 0110-0111 (Base & Extended Days)
Job Class Codes, cont.
• Summary Class Codes 5000-5999
• Controlled by EPSB
• Use with expenditure object codes 0112, 0113 and 0114 (Extra Service, both contract and
non-contract)
• Job Class Codes 6000-6999
• Can be added at the district level
• Must be mapped to a Summary Class Code in the 5000-5999 range
• Use only with expenditure object codes 0112, 0113 and 0114 (Extra Service-both contract
and non-contract)
Example of Certified Job Class Code:
Job Class Codes, cont.
• Summary Class Codes 7000-7999
• Controlled by KDE
• Use with classified expenditure object codes 0130, 0131, 0160, 0170
• Job Class Codes 8000-8999
• Can be added at the district level
• Must be mapped to a valid KDE Summary Class Code in the 7000-7999 range
• Use with classified expenditure object codes 0130, 0131, 0160 and 0170
Miscellaneous Updates
• Update to current health insurance enrollment program for
employer cost of coverage reporting
• Update on new Munis Benefits Enrollment Program.
• End of Calendar Year Reminders
Need assistance?
Documentation for Kentucky Specific processing and reports (i.e., PSD, CSD,
HI Enrollment, KTRS, CERS, etc.) can be found at the following address:
http://education.ky.gov/districts/Pages/MUNIS-Guides.aspx
Contact KDE for KY specific Munis processing and reporting. 502-564-2020
Need documentation for a general process or report? (i.e., adding a pay type,
adding a deduction, steps for processing a payroll, etc.) Search the Munis
KnowledgeBase for information or contact Munis Support.
http://www.tylertech.com/client-support/munis-support
Contact Munis Support for issues involving non-KY specific processes and
reports. 800-772-2260