Transcript Slide 1

PPMS Spring User Group Meeting 5/30/2012
Presented by Susan Engel
Payments
Tables and Screens used to generate pay
 PS9026 – Employee Type Table
 PS9023 – Pay Cycle Table
 PS1000 – Payroll Schedule Initialization Screen
 PS1002 – Payroll Time Reporting Screen
 PS1004 – Time Report Screen
 Multi-payments
 http://www.cis.ctc.edu/wctc/ppms/pp/MultiPayDed.pdf
 TLR uploads
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In order to pay an employee, we must
first:
1) Define the various Employee Types (PS9026)
2) Define the Payroll Cycle, Pay Periods & Pay
Dates (PS9023)
3) Initialize a Payroll Schedule (PS1000)
4) Enter Time Worked (PS1002)
5) Enter Time Worked, en masse (PS1004) or
TLR
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Screen PS9026 – Employee Type Table
The Employee Type Table is the table that defines your college’s employee types.
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Screen PS9026 – Employee Type Table
 Valid codes are as follows:
C – Classified
E – Exempt
F – Faculty
H – Hourly
P – Part-time Faculty
S - Student
R – Supplemental Retiree
V - Volunteer
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Screen PS9026 – Employee Type Table
Along with defining an Employee Type, there are default plans associated with each
Employee Type that minimizes future input.
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Screen PS9026 – Employee Type Table
The Default Plans: Medical & Dental are system-defined codes identifying the plan that is
typically assigned to this employee type.
Note: The plan code must be on PS9008 - Health Plan Table
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Screen PS9026 – Employee Type Table
The Default Leave Plans are user-defined codes identifying the plan(s) that are typically
assigned to this employee type.
Note: The leave code must be on PS9009 – Leave Accrual Table
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Screen PS9026 – Employee Type Table
The Default Retirement Plan is a system-defined code identifying the plan that is typically
assigned to this employee type.
Note: The retirement plan code must be on PS9041 – Retirement Plan Table
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Screen PS9026 – Employee Type Table
The Leave Balance Units is a system-defined code identifying the units in which the leave
balances are maintained for this Employee Type.
Valid codes are:
D – days
H – hours
N – not applicable
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Screen PS9026 – Employee Type Table
The Medical Aid Reporting Option is a system-defined code identifying how medical
aid hours are to be calculated for this Employee Type.
Valid codes are:
A – actual hours
F – fixed hours based on % of full time
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Screen PS9026 – Employee Type Table
The Employee History Indicator is a system-defined code indicating if an employee history
should be maintained for this Employee Type.
Valid codes are:
A – All employees
N – No History
P – Permanent employees only
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Screen PS9026 – Employee Type Table
The Separation Months is a code identifying the number of months that should pass
from the last pay date before this Employee Type should be automatically
separated.
Valid codes are:
01-98
number of months until automatic separation
99
do not perform automatic separation
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Screen PS9026 – Employee Type
Table
Here is an example of an Hourly Employee Type.
Notice that some of the “Defaults” are blank as this Employee Type is not eligible for
medical or retirement benefits, nor do they accrue leave.
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Screen PS9023 – Pay Cycle Table
Once the Employee Types have been set up, the Pay Cycles need to be defined.
Screen PS9023 is the screen that defines the actual Pay Cycle , the Title and
when the pay periods begin and end, and the check date for each Pay Cycle.
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Pay Cycle Coding and Title
Pay Cycle (s1) first character if the pay cycle code is the pre-defined pay
cycle frequency code. s= semimonthly. The second character of the pay
cycle code is college defined 1 = Classified and Exempt employees
Pay Cycle Title is also college defined
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Screen PS9023 – Pay Cycle
Table
In this example, the “S1” Pay Cycle will be getting paid twice a
month. Pay periods begin on the 1st and 16th of each month and
end on the 15th and last day of each month. Paydays follow the
state calendar with checks being issued on the 10th and 25th of each
month with adjustments for weekends as well as state and banking
holidays.
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Screen PS1000 – Payroll Schedule Initialization Screen
Screen PS1000 is where the Pay Cycle meets the Payroll Schedule. Once these 2
have been linked together (the Cycle & the Schedule) an actual Pay Day has been
created and a payroll can be processed.
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Screen PS1000 – Payroll Schedule Initialization Screen
The Regular Check Date, the Pay Period End Date and the Pay Period Begin
Date fields must match what is recorded on the PS9023 (Pay Cycle Table) for the
specific Pay Cycle (S1, in this example).
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Screen PS1000 – Payroll Schedule Initialization Screen
If these fields don’t match what is recorded on the PS9023 (Pay Cycle Table) for the
specific Pay Cycle the screen will give you the following error and not let you out of
the screen.
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Screen PS1002 – Payroll Time Reporting Screen
The PS1002 screen is to input those employees paid by the hour versus by
contract or salary. If all has been setup correctly, all needed fields have been
completed except the Time field.
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Screen PS1002 – Payroll Time Reporting Screen
If the job is being paid out of cycle, the Pay Per End Date, Account Code,
Rate/Amt, Earn Type and Time fields must all be entered.
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Screen PS1004 – Time Report Screen
To input several hourly paid employees at a time, run the PG611R (Payroll Time Reporting
job). The screen PS1004 is accessed by entering the Pay Cycle in Key 1, the page from the
printed report (PS1710A) in Key 2 and the Payroll Schedule in Key 3.
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Screen PS1004 – Time Report Screen
 Any changes, additions or deletions to these
transactions must be done on the Payroll Time
Reporting Screen (PS1002) as the “C” (change) or “D”
(delete) functions are not available on screen PS1004.
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Multiple Payments/Deductions
 Multiple payments are also referred to as a balloon
payment in PPMS .
The Multiple or Balloon Payment: A large, lump-sum payment
scheduled at the end of a series of considerably smaller periodic
payments.
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Multiple Payments/Deductions
 Who should receive Multiple Payments and/or
Deductions?



Faculty
Cyclical Employees
Employees on Family Medical Leave
Employees who have a break per their contract or
agreement, to ensure deductions continue
uninterrupted throughout the non-working
period.
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Multiple Payments/Deductions
To generate multiple payments, screens PS0003 – Job Account Screen must
be updated to process the multiple payment.
The “Mult Pymt Cd” field needs to contain the number of multiple
payments, including the current payment.
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Multiple Payments/Deductions
PS1000 – Payroll Initialization Screen must also be updated to process the
multiple payment.
There is a limit of 3 different multiple payment numbers for each pay cycle.
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Multiple Payments/Deductions
Calendar codes are defined on screen PS9017 and define how many
deductions are to be taken (new & old) and how many are to be put into a
Prepaid “holding” account.
In this instance, on the 06A payroll, 7 deductions will be taken with 6 of
them put into the Prepaid “holding” account.
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Multiple Payments/Deductions
After creating the deduction calendar codes, the next step is to update the
PS9002 – Deduction Table.
To associate a Deduction Code with a Deduction Calendar Code, enter a
Calendar Code in the Deduction Calendar field.
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Multiple Payments/Deductions
Once you have completed these screen updates:
PS0003 – Job Account Screen
To define the # of payments the employee is to receive.
PS1000 – Payroll Schedule Initialization Screen
To identify what Payroll Schedule the Multiple Payments will be
processed.
PS9017 – Deduction Calendar
To define the Calendar Codes for processing Multiple Deductions.
PS9002 – Deduction Table
To associate the Deduction Code with the Calendar Code.
Now you are ready to run a test payroll and CHECK EVERYTHING.
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Multiple Payments/Deductions
http://www.cis.ctc.edu/wctc/ppms/PP/index.htm
 This url contains much further detail and examples
explaining the many different scenarios this process
can provide, answering questions like:
 Do I take multiple deductions for garnishments?
 Do I take multiple deductions for Additional Federal
Withholding?
 What happens if there’s a rate change in the middle of the
Prepayments?
 I have an employee retiring who is to receive a multiple
payment, do I need to process them differently?
….and many more “exceptions”.
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Time and Leave Reporting
 For the purpose of this class we will only be looking at the uploads to PPMS.
The upload process has 3 steps to ensure timesheets are load properly to PPMS
1.
2.
3.
Create Time Export File in TLR
Run FTP process to move time transactions into PPMS
Review report 1645A and 1650 B and correct any issues that may have occurred.
#1. Creating Export File – TLR
 Select Timesheet Export in TLR Payroll Menu. Select file and run process. Once the
process has been completed you should receive a file number.
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# 2. What is the FTP process to move the time transactions
Schedule PG650R to Upload Positive Time Transactions
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Job Parameters for PG650R
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#3. Review PS1645A and PS1645B
 After PG650R has run possibly two reports will
generate.
 PS1645A list all the transactions that were successfully
loaded into PPMS.
 PS1645B list error records that were not uploaded.
These are transactions that will need to be researched
and corrected.
 Individual transactions can be viewed on PS1002
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Sample PS1645A
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Sample PS1645B
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