Transcript Document

HELPFUL HINTS FOR
MAINTAINING PAYROLL DATA
Session 9A
2014 Spring KASBO Conference
Sheila Miller, Business Analyst
Office of KIDS
Kentucky Department of Education
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
We will also review information related to Exceptions Tables, Allocation Codes,
Job Class Codes and setting up hybrid employees.
History Transfer
Do you ever need to change the GL account number on an employee after a
payroll has been processed? There is a much easier way than manually
moving the expenditure using a journal entry.
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 all of the fringe benefit
codes. This eliminates the need to enter
a manual General Journal entry.
Moving Employees to the 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 update
employee Job/Salary records back to the defaults set 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 that come back to work the following year and need a fullyear Job/Salary record.
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 updates
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 for
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 to delete pay records in mass,
Global Add/Delete.
Define the parameters and Execute.
Select OK at the prompt to delete the pay records.
Pay records are gone!
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 need 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.
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. Set up the Payroll Exceptions to reflect the correct
calculation of deductions. (example - Should be excluded
from CERS and included in KTRS.)
Exceptions Tables
When a Pay Type is added to the Pay Master, it is
important that the Exceptions are updated in the Deduction
Master.
Exceptions Tables are extremely important to the accuracy
of payroll. If a Pay Type is not correctly set up on deduction
codes, deduction amounts may be incorrect when
processing a payroll.
Pay Types & Payroll Exceptions
• Use separate Pay Types for federal and non-federal
earnings.
• Administrator’s Extra Service must be paid using a
separate Pay Type than Other Extra Service such as
coaching, department head, etc.
• When a new Pay Type is added, remember to update the
Payroll Exceptions.
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 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.
http://www.tylertech.com/client-support/munis-support
Contact Munis Support for issues involving non-KY specific processes and
reports. 800-772-2260