2013 ventyx, an abb company | confidential & proprietary preparing for payroll year end and 2014...

2013 Ventyx, an ABB company | Confidential & Proprietary

Preparing for Payroll Year End and 2014 Using Ellipse Payroll and BSI

Presented by Laurine Searles Ventyx Senior HR/Payroll Support Consultant

©2013 Ventyx, an ABB company | Confidential & Proprietary | 2

• Develop a Year End Check List

• Create/Modify Payroll Processing Calendars

• Create Statutory Holidays

• Amend Unemployment and Insurance Experience Rates

• Update Annual Limits

• Process Year End Adjustments

• Creating HR/Payroll Year End Salesforce Cases

• Managing EOY Issues and Salesforce Cases

• End of Year Payroll Processing Reminders

• Payroll End of Year Reference Material

Payroll Year End Webinar Agenda


• Update tax rates and tables for the new tax year. Include Federal Supplemental tax rates.

• Validate that all YTD balances for earnings and deductions are cleared prior to processing the first payroll for the year.

• Modify all deductions that are subject to change for the new year (i.e.. Benefit deductions).

• Review AP data for unreported taxable items that should be included as ‘reportable earnings on the W-2.

• Perform a GL reconciliation prior to releasing W-2’s.

• Ask that employees review their W-4 information for accuracy. Include notification to employees declaring “exempt” status

Payroll Year-End Check List


• Processing schedules should be setup for the previous year, current year, and the next year.

• Program allows inquiry and maintenance for the current fiscal year as well as for future years. Only inquiry is allowed for previous years.

• Create the processing schedule for the next year prior to the last payroll updates of the current year.

• Leave requests, employee availability, and maintenance scheduling can only be done as far forward as the processing schedule dates.

• If the next year’s schedule does not exist, Ellipse will automatically create the next years processing schedule any time that the MSM807B - Modify Pay Group Period Details option is updated by hitting the ‘Save’ key.

Create/Modify Payroll Processing Schedules using MSO807


• Select Option 1: Modify Pay Group Period Details

• Pay Group: Enter the applicable pay group

Create New Year Payroll Processing Schedules MSO807


• Ensure the Fiscal Year and Taxation Years are the current year.• Select the 2nd Tab ‘Pay Period Details’ • DO NOT CHANGE THE CURRENT OR PREVIOUS PAY PERIOD DATES TO CREATE THE NEW

YEAR’S SCHEDULE’. Select ‘SAVE’ or hit ‘ENTER’ and the NEW schedule will be created• Then from MSO807A-Menu, choose option ‘2’ to modify the new schedule that you have

just created

Create New Year Payroll Processing SchedulesMSO807B


Modify Payroll Processing Schedule – MSO807C

• Some fields are automatically populated based upon the parameters entered in the previous screens. The following fields will require review and edit to make any adjustments required.

• Modify these fields as necessary and Save. • Payment Date – The actual paycheck date. Calculated by adding the Pay Group EFT days (as defined on MSM808C-Pay Group Banking Details) to the pay period

end date. Can be modified for any pay period where a different pay date is required (i.e. Holidays).

• Mth End – Month End Indicator - 'Y' indicates to the payroll update program that it must zero all the month-to-date data fields prior to the next pay run.• • Qtr End – Quarter End Indicator - 'Y' indicates to the payroll update program that it must zero all the quarter-to-date data fields prior to the next pay run.• • Tax End – Taxation Year End Indicator. 'Y' indicates to the payroll update program that it must zero all the tax-year-to-date data fields prior to the next pay run.

Normally set on the last pay periods of the current year• Allowance Frequency – Default is ‘E’– Every Pay Period. Add any other allowance frequencies used.• Deduction Frequency – Default is ‘E’– Every Pay Period. Add any other deduction frequencies used.• Cost End – Default = ‘N’. ‘Y’ = Costing Accrual Run required.• Cost Ending Date – If Cost End = ‘Y’ an entry is required. • Flextime Indicator – Default is ‘N’.


• Statutory Holidays are created annually

• Define a statutory holiday for a physical location and Award/ Terms of Employment Code.

• Parameters entered determine the following:• Length of the holiday • Day on which the holiday falls • Earnings Codes and Roster

Work Codes to be used for payment of the holiday

• Effect of the holiday occurring when an employee is on leave

Create Statutory Holidays MSO805

Reference the Ellipse Info Pak or Ellipse help for more detailed instructions


Review and Amend the Unemployment and Insurance Experience Rates

Using BSI TaxFactory Unemployment Overrides

Use BSI TaxFactory 9.0 application

Select MODELING

Select Unemployment Overrides


Review and Amend the Unemployment and Insurance Experience Rates

Using BSI TaxFactory Unemployment Overrides

• Select the Company on the left side of the panel.

- The right side of the panel will populate or edit the State jurisdictions that are set-up in the system• Select the New button and the Rate Details screen appears• to create a new UI record for this state. New SUI rates can be created each year so rate history can be retained. • Select the Authority, Tax Type, and Formula for which the UI data is being modified or created • End – Enter the end date for the Experience Rate• Experience Rate – Enter the UI experience rate• Account – Employer Account Number (if applicable)• Maximum Wage (BSI maintained) – UI maximum wage base


Update Annual Limits and/or Override Tax Calculations• TaxFactory allows the user to override standard tax calculations using:

• Custom Payments• Custom Payment Overrides

• Example of tax calculation overrides:• 401K and 401K Catch-up• Non-Qualified Deferred Plans• Taxable non-cash fringe benefits

• The Custom Payments Tool is used to create custom earnings, benefit plans and deductions not supported by the TaxFactory system.

• The Payment Overrides Tool is used to override TaxFactory's Earnings/Benefit Plans Contributions for a specific employee group

• Both are start date and end date driven and the user determines how long the override will remain in effect.

• Employee Groups must be configured before using the Payment Overrides Tool. The Employee Group ID is attached to each applicable employee on MSO82U.

Using BSI TaxFactory Custom Payments or Custom Payment Overrides


Using BSI TaxFactory Custom PaymentsUpdate Annual limits

• Use BSI TaxFactory 9.0 application

• Select MODELING

• Select Custom Payments


• Change any applicable TaxFactory Custom Plans (Deductions) or Earnings that contain the Employee and/or Employer maximum limits

• i.e. Deferred Comp, 457, 401K plans, etc.

• Setup any tax type exceptions for the Custom Plans (Deductions) or Earnings on the Exceptions tab

Using TaxFactory Custom Payments Update Annual limits


Create Employee Groups forTaxFactory Payment Overrides


• Select MODELING

• Select Employee Groups


• Select ‘New’ and create the Employee Group Code

Create Employee Groups for TaxFactory Payment Overrides


Using TaxFactory Payment Overrides Update Annual limits


• Select MODELING

• Select Payment Overrides


Using TaxFactory Payment Overrides Update Annual limits

Change any applicable TaxFactory Payment Override limits

NOTE: When using Payment Overrides, the Group Identifier Code created in TaxFactory must be assigned to the employee on MSO82U

Group Identifier Code that will be setup on MSO82U


Update Annual limits Using Ellipse Benefits Administration MSQ84C

• On the General tab• Check mark the Use Taxation Year clear down

indicator.• This field is the annual clear down indicator for the

year-to-date threshold limits totals maintained in the Threshold Limits tab.


Update Annual limits Using Ellipse Benefits Administration MSQ84C

• From the ‘Plan Type’ program

• Select the Threshold Limits tab to update the MAX limits


Update Annual limits Deduction Reporting Details MSO803C

From MSO803A – Select, Option 3 – Modify a Deduction Code Reporting Details

From MSM803C – Modify Deductions - Reporting

In the LIMITS section, change the annual limit in the AMOUNT field(i.e.. Deferred Comp, 401K, 457 deduction codes)

Period = ‘T’ for Taxation YTD

Using the Indicator = ‘L’ (limit) stops the deductions from processing when the limit amount is reached

TaxFactory handles the taxation of the deduction but will not stop the deduction


Processing Year End Adjustments Modify Pay Envelope Controls MSO8EN

• Use adjustment envelopes to make changes to employee wages, taxes, benefits and deductions

• A concerted effort should be made to process all adjustments prior to the final Payroll Updates of the year

• All envelope settings are user defined• S - MANUAL (STD PROC) Envelope

• N - ADJUSTMENT (MANUAL) Envelope • Y - MANUAL PAY Envelope

• P - PREVIOUS YTD (MANUAL) Envelope


• Use the ‘P’ Adjustment Envelope – settings are user defined• Setup the MSO010 ‘ENVY’ Table code entries which coincides with the ‘P’

adjustment envelope settings

Ventyx suggests ‘P’ envelope adjustments should be thoroughly tested in your TEST environment prior to processing in Production.

Adjustments AFTER Final End of Year Payroll Update


Creating HR/Payroll Year End Cases• Case priorities are based on the Ventyx Service Level Priority Standards• Establish the Customer Priority• Establish reporting due dates and deadlines in the case• Provide supporting documentation and contact information in the Salesforce case.


Managing End of Year Issues and Work Orders• Salesforce Case Queue will be Ventyx’s guide to establishing our

Customers’ priorities

• Peak end of year period is considered December through mid February

• End of Year cases will take precedence over other HR/Payroll issues during this time.

The exception is if the issue is a Priority ‘1’ or Critical for Payroll Processing

• Establish Client Ranking in Salesforce. Support will consider the client ranking to establish priority of your multiple cases (i.e.. same customer raises (2) priority 2 cases).

• Please do not rely on Consultants or Programmer’s voice mail or email for immediate reply. Please update the Salesforce cases.


Software Error Severities Target Days to Resolution

Severity Level

Severity Definition Target Daysto Resolution

1 Critical Software is inoperable, such that Ellipse can not be initiated or a mainstream program error has rendered an entire Ellipse module or major business function inoperable. The failure is critical and has an immediate and material impact on the day to day business operation of a customer.

2 days

2 Major Software error in a mainstream day to day function which renders an important function unusable and for which there is no practical Ellipse workaround (e.g. program aborts with the Ellipse diagnostics screen MSMERMA, or a platform specific error is encountered e.g. an invalid decimal data (VAX) or an ASRA (IBM) or important data is incorrect. The Ellipse module or business function itself is still largely operable and/or there is not an immediate and material business impact.

7 days

3 Minor Software error in a function which is not part of the mainstream day to day functions which renders it unusable and for which there is no practical Ellipse workaround (e.g. program screen aborting or wrong screen display) or a priority 2 with a workaround.

45 days

4 Low Program or function completes but has a fault in the day to day function but does not render it unusable or a priority 3 with a workaround.

60 days and/or a future shipment as determined by Mincom


End of Year Payroll Processing Reminders

• Develop a checklist for year-end processing.

• Update tax rates and tables for the new tax year. Include Federal supplemental tax rates.

• Validate that all YTD balances for earnings and deductions are cleared prior to processing the first payroll for the year.

• Modify all deductions that are subject to change for the new year (i.e.. Benefit deductions).

• Review AP data for unreported taxable items that should be included as ‘reportable earnings on the W-2.

• Perform a GL reconciliation prior to releasing W-2’s.

• Ask that employees review their W-4 information for accuracy. Include notification to employees declaring “exempt” status.

• Include other items as applicable to your organization.


• ComplianceFactory 4. 0n.3 and additional regulatory bulletins- Will contain End of Year changes- If you aren’t current for TaxFactory or ComplianceFactory Applications

- Contact BSI Support directly for assistance.

- Note: BSI may charge for making non-current cyclics available.



• Test End of Year reports as soon as possible

• Cleanup any incorrect data issues PRIOR to your last payroll updates.

• If reporting for more than 2 states per employee, an additional W2 will be printed

• Ventyx Holiday Closures – • 12/24/2013• 12/25/2013• 01/01/2014

– E-mail: [email protected] with any questions regarding this webinar.


• If you have not done so order your End Of Year forms now. Remember to order additional forms to accommodate any printing errors.


Tutorial Folder:

• Payroll Year End Web Tutorial Power Point

Support Folder:

ComplianceFactory and TaxFactory Updates Folders:

Payroll End of Year Reference MaterialsVentyx FTP Site: ftp://mincomftp.ventyx.abb.com/

2013 Ventyx, an ABB company | Confidential & Proprietary

Preparing for Payroll Year End and 2014 Using Ellipse Payroll and BSI

Thank you for your time

2013 ventyx, an abb company | confidential & proprietary preparing for payroll year end and 2014...

Documents

current year

new tax year

current fiscal year

years processing

ellipse payroll

new schedule

payroll updates

processing schedule