payroll processing functions

Payroll Payroll Processing Functions

Manual

November 2002

MUNIS® Payroll Processing Functions Manual – November 2002

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Documentation Conventions This manual is divided into sections matching the menu options on the main menu for this MUNIS® module. Programs described in each section are presented in the order in which they appear on the module’s submenus. For each program, this manual provides a brief overview, a screenshot and a description of the fields, toolbar and side-menu options on the screen. When referenced, field names and content are placed in quotes; toolbar and side-menu options are presented in italics. The screenshots come from the files on the distribution machine in Release Management at MUNIS. This ensures that the screens in the manual exactly replicate the screens that you will see on your computer. However, please note that any data in these screenshots is there only for technical testing purposes and it is meaningless. It does not reflect the data that will be present on your MUNIS® screens. The information contained herein is proprietary and shall not be used, reproduced, or disclosed to another party without first obtaining written permission from an authorized officer of MUNIS. Copies of the material may not be made without prior written approval by MUNIS, and any reproductions of material shall be disposed of upon completion of use.


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Payroll Payroll Processing Functions

Table of Contents

Toolbar Information.........................................................................................................................4 MUNIS® Toolbar Functions & Hot Keys.....................................................................................13 PAYROLL PROCESSING FUNCTIONS ....................................................................................14

Payroll Status/Start/Change .......................................................................................................14 Time & Attendance Entry..........................................................................................................22 Generate Earnings/Deductions ..................................................................................................33 Balancing Worksheet .................................................................................................................40 Earnings/Deductions F/M ..........................................................................................................41

Earning/Deductions F/M - C=Pay Screen..........................................................................................................49 Earnings/Deductions F/M - Withholding Screen ...............................................................................................56 Earnings/Deductions F/M - Global Screen ........................................................................................................62

Earnings/Deductions Proof ........................................................................................................66 Payroll Vendor Processing.........................................................................................................75 Employee File Update................................................................................................................81 Direct Deposit Advices ..............................................................................................................84 Direct Deposit Register/Media ..................................................................................................88 Payroll Check Processing ..........................................................................................................92 Check Register ...........................................................................................................................97 Deduction Mag Media & Reports............................................................................................100 G/L Distribution Journal/Update .............................................................................................103

Payroll Journal Entries (Distribution Journal) .................................................................................................106 Detail Distribution Report .......................................................................................................110 Detail State/Local Taxes Report ..............................................................................................112 Deductions Report By Type ....................................................................................................113 Accrual Activity Report...........................................................................................................115 AR Billing List & Update ........................................................................................................117 Deductions Not Taken Report .................................................................................................120 Time & Attendance Worksheet ...............................................................................................121 Update Remaining Salaries......................................................................................................128


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MUNIS Toolbar

Toolbar Information

TIPS 1. On the screen, hover your mouse over the Toolbar button to display a brief description of the functionality. 2. If a button is highlighted (appears in color) you can use that function. If not, that particular function is not available.

Toolbar Buttons and Descriptions:

Find/Query Find/Query button. Use to create an active set of records. Enter a specific word, character, or string of characters in a field on the screen to include items with a specific value for the field. For the active set to include all values for that field, leave it blank. You can fill in as many fields on the screen as you need with find criteria. In general, the more fields you use, the smaller and more precise the active set will be. Any of the relational find symbols can be used to search for a range of values for a particular field

Ok/Accept Use this option to confirm an action. For example, when you finish an Update, use the Accept button to finish the action and to continue to the next function.

Previous Move back one record in the active set. Available when there is more than one record in the active set. When this is true, <n> of <total n> displays at the bottom of the screen; <n> being the sequence number of the currently displayed record from the active set.

Next Move to the next record in the active set. Available when there is more than one record in the active set. When this is true, <n> of <total n> displays at the bottom of the screen; <n> being the sequence number of the currently displayed record from the active set.


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MUNIS Toolbar

Browse Accesses a secondary window containing a list of previously created records. You can highlight one of the lines in the list to view that record.

Add Use to create a new record in the program. When you select Add, the screen clears and the cursor is positioned at the left of the first field. The program may place zeros in numeric fields, which you can override, and default values in fields to save you keystrokes. You can change these defaults as desired. You can move from field to field by pressing enter or by clicking the field with the mouse. When the cursor is in a field, helpful information is displayed on the bottom of the screen. Some fields have an attached help list that you can view.

Update Use to maintain the record currently displayed. Data in any active field can be changed. Fields that are not active are usually part of the key to the record. The key is the field or combination of fields that uniquely identifies the record as being different from any other record. If you need to change anything in a non-active field, you must delete the record and re-add it.

Cancel Use to cancel the operation.

Output The following screen appears where you can choose how you want the information to print.


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MUNIS Toolbar

Option Description

Display Opens a window and displays the report on the screen. All records in the active set are included.

Printer Routes the report to your printer. All records in the active set are included.

Spool Saves the report in a file on your computer. All records in the active set are included.

Ok/Accept Use to select an option and continue with the Output process.

Cancel Use to cancel an Output option. Printer If you have selected to Print, this field becomes

active and you can enter the printer to which you want to send the data.

Copies If you have selected to Print, this field becomes active and you can enter the number of copies to print.

Spool If you have selected to Spool, this field becomes active and you can enter the spool file name.

Landscape If active, you can select it before selecting print to have the output print in landscape mode. Landscape acts as a toggle.

Current If active, you can select this option before selecting print to print only the current record. Current acts as a toggle.

OK Proceeds with the option you have chosen. Cancel/Exit Closes the pop-up window without outputting.


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MUNIS Toolbar

Exit Use this option to exit from the screen that you are in. If you are on the main screen, you return to the Menu. If you are in a secondary screen, you return to the prior screen.

Microsoft Word/ Excel Export In programs that have the new functionality, toolbar buttons will appear corresponding to Word, Excel, and Attachments. Note: MUNIS Office features are not available in all programs.

After performing a FIND, the records in the active set can then be exported to either Microsoft program by simply clicking the button corresponding to Word or Excel. For example: the active set in the screen below contains 57 records.


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MUNIS Toolbar

After clicking the Excel button on the toolbar, Excel should automatically load and all 57 records are exported to Excel.

The data can now be manipulated in Excel without the danger of altering any of the data in MUNIS. Create reports, charts, Mail Merges, etc.


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MUNIS Toolbar The file that is opened in Word or Excel is a Read-Only, and thus forces the user to name and place the file where they want when saving it. This file is originally written to the C:\Program Files\Fourjs\cliwtk\mutemp directory on the local PC.

Attach Attaching documents to a record or transaction can be accomplished by using the Attach button. For example, in AP Vendor Inquiry/Reports, you can use this feature to attach documents such as contracts, reviews or even attach a product and pricing list.

After Finding the desired record, simply click the Attach button to open a Browse window where you can select to View any currently attached document, or Attach a new document.


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MUNIS Toolbar

To create an attachment, click the Attach button to open the standard Windows Open Dialog Box from which you can choose the desired file. (You may need to navigate to a different directory.)

Once the file is found, select it with a single click of the mouse and then click Open (or simply double click the file.) MUNIS will then prompt the user for a description of the file.


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MUNIS Toolbar Enter a description and press <Enter> on the keyboard. The file will now appear in the Attachments BROWSE window, from which it can then be Viewed. (The description will appear in the left column and the file name will appear in the right.)

When attaching documents to records, MUNIS creates a copy of the document and places it in the directory specified by the MU_ATTACHMENTS environmental variable. Consequently, any changes made the original document will not appear in the attached document. When an attachment is deleted, it is deleted from the MU_ATTACHMENTS directory as well. When Viewing an attached document, a temp file is created on the user’s PC in the C:\Program Files\Fourjs\cliwtk\mutemp directory. After the user finishes viewing the document and closes it, the temp file is deleted (unless the extension has been added to the DFIL list, see below). Note about permissions: Permissions to access attached documents are controlled by the existing MUNIS permissions. Meaning, if a user has access to a program, then the user will have access to any attached document. The records that the user finds, however, can be controlled with GL Account Restrictions. Further permissions can be set on the document itself before attaching it. Note about File Names If the file name in Windows is greater than 30 characters, including its file extension, you will receive an error. If the file name is already attached to the current MUNIS record, you will receive an error.

Help Some fields have an attached help list that you can view. Use the Help option to view a list of valid options for the field that you are in.


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MUNIS Toolbar

About MUNIS Use to access more information about the program you are in.


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MUNIS Toolbar

MUNIS® Toolbar Functions & Hot Keys

Button Keyboard F-buttons Side Menu

Find Select "F" for Find. F1

Accept Select <Esc>. If available, use the OK option.

Previous Select "P" for Previous. F2

Next Select "N" for Next. F3

Browse Select "B" for Browse. F4

Add Select "A" for Add. F5

Update Select "U" for Update. F6

Delete Select “D” for Delete. F7

Cancel Select <Ctrl-P>. F10 If available, use the Cancel option.

Output Select "O" for Output. F11

Exit Select “E” for Exit. F8

Word Export

Excel Export

Attach

For future use.

Help Select <Ctrl-W>. F9

For future use.

About MUNIS Select <Ctrl-V>.


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PAYROLL PROCESSING FUNCTIONS Payroll Status/Start/Change prstatus

PAYROLL PROCESSING FUNCTIONS

Payroll Status/Start/Change This program performs these functions: • Starts each payroll process, assigning a unique identifier; • Provides the option to switch between or change active payrolls • Provides a status indication on each payroll step • Deletes a payroll started in error

Every payroll process is initiated with the Start routine that identifies the payroll variables, establishing the payroll as unique. Note: The Start routine does not calculate earnings and deductions. This is done later in the payroll when Generate Deductions and Pay is run. When a payroll process is started, the payroll is said to be the Current Payroll. You can Change to another Payroll Process, thereby displaying a different Current Payroll. Note: Everything you see or do pertains only to the Current Payroll you are in; any other payroll running concurrently is not affected. The system accomplishes this by noting on your ID file which payroll you are currently logged into. The Status screen that displays when the program is initiated shows every step in the payroll process, (i.e., Payroll Processing Menu) each associated with two variables: “Required” and “Completed”. From this screen, you can quickly verify which steps of the payroll process are complete, including which reports have been run. If the Payroll Control record in Auxiliary Programs is set to allow multiple payroll generates, a different start screen displays where you can enter up to ten sets of employees to the start based on Location, Group/BU, and payroll start/end dates. This screen lists the tasks in the general order in which a payroll is processed. “Earnings/ Deduction Proof” and Employee File Update are automatically set as required. Employee File Update cannot occur without a Final Proof. Tasks beyond Employee File Update cannot occur unless the Employee File Update is complete.


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Screen Layout - Payroll Status/Start/Change

Field Description Payroll Run Type A Run Type as defined in the Control File in Auxiliary Programs. The

combination of Run Type and Warrant form the unique key to differentiate Payrolls. Click Help for a list of valid entries.

Warrant Num The identification tag for a Payroll Process. Fiscal Year This is the fiscal year for current payroll and can be updated as long as the

employee update step has not been completed Begin/End Date The beginning date and ending date of the pay period. Check Date The date to be printed on the check, usually the same date the employees

receive their checks. This date is used to access all employee check history information in the History Table.

All Jobs Complete

This field is automatically updated. Until all the required steps to process payroll are complete, this field displays with no check mark. When the


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required steps have been completed a check mark in the field displays. Required Defaults from the Control File in the Auxiliary Programs. The tasks are

listed in general order of a payroll in process. The fields can be altered once the payroll is started or updated. All fields check marked require the programs steps to be completed. You cannot proceed to the next step until the previous program setup is complete. “Earnings/ Deduction Proof” and Employee File Update are automatically set as “Required”. Employee File Update cannot occur without a Final Proof. Tasks beyond Employee File Update cannot occur unless the Employee File Update is complete.

Comp Identifies whether or not a step in the payroll process is complete. When a step is completed it is flagged as a check mark. Access to the fields is not available (view only).

Update Type <U> to activate the option. Use to update any of the date fields as well

as the “Req” fields. Note: Some steps are always required, such as: Earning/Deduction Proof and Employee File Update. This option is only available to those who do not have restricted access to this program.

Del Type <D> to activate the option. If a Current Payroll is generated in error you

can use Del to delete it. If Del is executed prior to Employee File Update, then it is as though the payroll was never started. After that, a delete cannot occur until all the required tasks are complete. When all the required tasks are complete, then “All Jobs Complete?” becomes a “Y”. To undo the entire payroll, use Reverse-Update from the Employee File Update program followed by selecting this “Delete” to delete/purge all the data in the work tables associated with this payroll run except the run control record. When this is done, a “Payroll Run Data Delete” message will display in the Payroll Setup & Run Status screen. If deleting a void payroll (Run Type “V”), in the current year, the program makes not-void any checks that were voided by the payroll. If the year has been closed, the checks cannot be made unvoid. If the employee has not yet been updated, a void check will not be unvoided. This option is only valid to those who do not have restricted access to this program.

Side Menu - Payroll Status/Start/Change

Start Use to initiate a Payroll Process. Can only be viewed by those without

restricted access to this program as defined in the ID Code Maintenance program. When selected, one of the following screens display.


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If Payroll Control record in Auxiliary Programs is set to allow multiple payroll generates, then the following screen displays:

Field Description Set Payroll Run Type

A Run Type as defined in the Control File in Auxiliary Programs. Click Help for a list of valid entries.

Payroll Warrant Number

The identification tag for a Payroll Process. It can be a date, initials, or name - whatever you wish to use as identification. For example, if the payroll Check Date is October 14, 1998, you might enter “101498” as the Warrant Number. You cannot include non-alphabetic or non-numeric characters such as slash, quote, dash, etc. in the Warrant.

Payroll Check Date

Enter the date to be printed on the check (usually the same date the employee receives his/her check).


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Fiscal Year This is the fiscal year for current payroll. Location (range) The default comes from the Payroll Control record in

the Auxiliary Programs but can be changed. For all locations, use “blank - all-z”. For a single location, enter the same location code in both date fields. Click Help for a list of valid entries.

Group/BU (range)

The default comes from the Payroll Control record in the Auxiliary Programs but can be changed. For all groups/bargaining units use “blank - all-z”. For a single location, enter the same location code in both date fields. Click Help for a list of valid entries.

Payroll Begin/End Date

Enter beginning date and ending date of the pay period.

Start Use to complete the fields described above. Multi-Level If the Payroll Control record in Auxiliary Programs is set to allow

multiple payroll generates, this screen will have the following additional side-menu options. Next, Prev, Add, Update, Del, Multi-Level-Gen.

After completing Start to initiate the first payroll, use Add to

initiate the second in the multi-level generate. The fields above the dotted line, Run Type, Warrant, Fiscal Year and Check Date cannot be altered from the first payroll. The variable fields for each payroll added are “Loc Range”, “Group/BU Range”, and “Payroll Start/End Date”.

Next, Prev, Update and Del can be used to work with the Multi-

Level-Gen payroll records while you are preparing them. Change Use to switch to a different Payroll Process that is also running. Use Find or

Browse to locate the desired Payroll Process and then select Change. Everything seen/done henceforth will apply only to the Payroll Process selected (until the Change option is used again to switch to another Payroll). Note: Other users can be simultaneously working on other payrolls or the same payroll.

T/A-Users This option can handle up to 999 users. It is based on the current

run/warrant in the find set, not the user’s active run/warrant. Use to enter


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or delete User IDs from the list for this payroll. Enter a new User ID by typing the ID on a blank line in the “ID Code field”. You can delete a user by typing <Ctrl-G> while on the line where the User ID has been entered. The option Switch, from this menu, takes the current find number run/warrant and makes it the active run/warrant for all users in the Time/Att-Users list. Output prints a list of the users. This option is only available to those who do not have restricts to this program.

Field Description Run Defaults. Run number. Description Defaults. Description of the payroll run. Warrant Defaults. Warrant number. ID Code The ID Code of the person you are changing. Click

Help for a list of valid entries. Choose <Ctrl-G> to delete.

Name Defaults in and is connected to the data in the “ID Code” column.

Switch Choose this option to switch the active warrant. The

following popup window appears:


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Exit Returns to the PAYROLL STATUS/START/CHG screen.

X=Balloon Use to start a Balloon payroll. The field, “Include in Payrolls After Date”

defaults from the date entered in “Payroll Period End Date” but can be changed.

Multi-Level This option is visible to display multi-level gen information in a browse

format only if the Payroll Control record allowing multi-level payroll gens is set to “Y”. It is only accessible to those who do not have restricted access to this program.


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Confirmation Screen

As a precaution, before any program in the Payroll Processing Menu is accessed (except the Status/Start/Change screen), a copy of the Start window displays for the user to confirm he/she is working within the desired Payroll Process (i.e., Warrant #). Following is the Start window:

Press “Yes” to continue or “No” to back out. If the payroll is not the desired payroll then perform the following: 1. Return to the Status/Start/Change program. 2. Find the correct Payroll Process (Run Type/Warrant #). 3. Change to the correct payroll.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Entry prtimatt

Time & Attendance Entry This program is used for exception-based entry reporting of employee time and attendance. Hours for regular, overtime, and other pay types can be entered for hourly employees; number of days for daily employees; and amounts or stipends for any employee. Absences and substitutes can be entered. Entries made through this program are added to any Recurring-Pay records produced from Generate Earnings/Deductions. All attendance and pay records are updated accordingly. The major differences between this function and Earnings/Deductions F/M are:

• starts with a “blank slate”. For each employee, the employee number or SSN, Pay Type, Org-Object, etc. must be typed into the fields. (as opposed to selecting or editing existing records). However, a Copy function facilitates entry of similar records;

• no hourly or daily rates are displayed; • no deductions are accessible; • if desired, absent employees and the related substitute employee can be linked on the

same screen; • time may be entered on a daily basis, or for the weekly/biweekly period; • substitutes can be tracked with an “S” designation.

The time and attendance activity is entered in a batch mode. The batches are proofed and approved through the output process (normally by the entry clerk); and the data is posted to the Period Pay File via the Move function (normally run by Central Payroll). It is also retained in the original detail file as history. A copy of the Start window displays so that you can confirm that you are working within the desired Payroll Process (i.e., Warrant #). Press “Y”es to continue or “N”o to exit the screen. Note : It is also possible to generate a premium overtime rate and use an overtime table to calculate hours over standard hours. For this calculation:

1. Enter the hours and pay types with Add-Batch.Select the Output function for the proof to show new premium rate.

2. Select the Move function to move the batch to the payroll run. The program will calculate the total number of hours and total amount paid to each employee.

3. Run the GENERATE EARNINGS DEDUCTIONS to begin the payroll run. 4. The program EARNINGS/DEDUCTIONS FILE MAINTENANCE shows premium overtime

entries from TIME AND ATTENDANCE ENTRY in the current payroll run. 5. The new premium rate must first be set up in OVERTIME CODE TABLE. Use the

“Table Type” code “A - OT Premium Rate Via Time and Attendance”.


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Screen Layout - Time and Attendance Entry Batch Header


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Field Description Payroll Run, Payroll Warrant

The Run Type and Warrant that default from the Start screen for this payroll. For display only.

Batch # The system assigns a batch number each time Add-Batch is executed, incrementing by one. This field is not accessible.

Location The “Location Code” (for the batch that is used for informational and grouping purposes) defaults from the ID Code Permission Table, but can be overridden. Click Help for a list of valid entries. This represents the Clerk’s Location Code; employee time may be linked to other locations in the Detail screen. If the records are coming from Time & Attendance Worksheet, (“Batch Type=2”) the location code will be as defined in Time Sheets by Work Schedules. Each Location will be processed in a


different batch. Clerk The ID of the user making the entries. There is no access. Date, Time The date and time are assigned by the system when this screen is

modified. There is no access to these fields. Batch Type For display only. The possible values are “1 - Standard MUNIS®

Time Entry” or “2 - Work Schedule Time Entry” (meaning the entries came from the Time & Attendance Worksheet generation).

Posted Identifies whether the batch has been posted. A batch that has been posted cannot be re-posted.

Approved ID The ID code of the user responsible for approving the time/attendance data in the batch for the payroll run. This field is updated by the Approval option following an Output.

Record Count The number of records in this batch. Output Outputs the proof list for the current run/warrant/batch for approval. The

report is 80 characters wide and sorted by employee. It lists the Job Code, Pay Type, Account, payroll from/to dates, quantity and unit of measure (UOM) of work performed being applied to the employee or substitute employee.

Side Menu - Time and Attendance Entry Batch Header

Add Batch Adds a new batch. Scan Detail Shows the pay detail for the given Batch. The following screen displays for

Batch Type 1.


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A slightly different screen displays for Batch Type 2. It shows all the entries generated through Time & Attendance Worksheets and allows you to verify each one by updating the “Ver”ified column. An individual record can be selected by its’ line number. To view the screen that displays, field descriptions and side-menu options, see page 30.

Resume Continue with a batch already started. If you have added a batch, processed some detail records and returned to the Batch Header screen temporarily, you can continue adding detail records to the batch with Resume.

Import Used to import time and attendance data from an ASCII file. Entry of a

valid “Location Code” and “Clerk ID” is required before entering a 56 character import file name.

X=Approve “Approval” signifies that the batch is complete, and ready for posting to

the main payroll. A pop-up window displays, “Is this batch approved for posting? Continue (Y/N)”

Move Used, typically by central payroll, to move all batches into the Period-Pay

File. Super Users can “Move” batches in the payroll that are not yet “Approved”. When selected, the screen for Generate Earnings & Deductions displays with the title, “Post Time & Attendance to Payroll”. From this screen, select X=Execute. This will trigger Output. After the output has processed, you can post the batch. A message displays, “Reports completed. Ready to post? Response (Y/N)” Exit to return to the Batch Header screen.

If any employees in the batch have exceeded the available accrual balance

for the payroll, a pop-up window displays right after you select “Y” to post and reads; “There are accrual overages in this payroll. If you choose to print the overages, you’ll be given an option to generate dock pay records for employees exceeding their accrual balances. Do you want to print the report (and possible dock pay?)”. If you choose to print the Accrual Overages report, a screen displays for you to generate dock pay records for each employee that exceeded his/her balance. You can Exit directly from this screen and not dock the pay if you wish.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Entry prtimatt Vend Import This program can interface with a third party vendor, time-entry system such

as KRONOS. As employees swipe their badge into a reader, the KRONOS system keeps track of employee, date, hours, etc. Clerks can key information in directly as well, to record absences, overtime, etc. This file can be imported into Time & Attendance entry using Vendor-Import. As of this revision, only the hours for an employee’s primary job will be brought in. When Vendor-Import is selected, the screen below displays. If you select Move from the Vendor-Import screen, a pop-up options window will display and allow you to specify the rate (file rate or the rate from employee pay) to use during payroll record generation. For a complete description of this option, see Employee Maintenance and Reports, Time Clock Interface, Vendor Import File Maintenance.

Sub History This menu option links to the Employee Substitute Pay History

program. When accessed from the Time & Attendance screen, the options Add, Update and Delete within the Employee Substitute Pay program are not accessible. The purpose of adding this link is to allow the Time & Attendance employees to access Sub Pay History easily, without having to exit the program and reenter in another. Note: Changes to substitute teacher’s pay/history records by Time & Attendance employees should be made through the Time & Attendance program.


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Time & Attendance Detail Entry Screen Batch Type 1

The detail Time & Attendance Entry screen can be displayed from the Batch Header screen • when you <Esc> after completing Add-Batch; • when a line number is selected from Scan-detail or • when a batch is in progress and you select Resume.

Screen Layout - Time & Attendance Entry Detail

Field Description Dup As a time-saver, this field duplicates the previously entered

record’s data. If “Y”es is selected, the required employee information and the “Quantity” field from the previously entered record’s data will be copied over, and can be changed as desired. This field is accessible immediately after a successful Add and Add is again selected.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Entry prtimatt From/To The start and end dates for the time being entered, which could be

for a single day or for the entire payroll period. Defaults from the Control File. These dates can be overridden but they must fall between the dates on the payroll Control File.

Absence Determines whether this is an absence record. If “Y” the Pay Type category must be “3 - Absence/accrual.” If “Y” and this absence record is for a teacher you can enter the Substitute’s information in the fields beginning with “Sub Emp #”. If you are recording time and attendance for purposes other than Absence, enter “N”o. If this record is for a Substitute who was covering for a teacher who was away for a reason other than those covered under Pay Type Category 3, then enter “S” in this field and record the substitute’s information and time spent working in the top part of the screen.

Emp # The valid employee number. Only active employees can be added. If the “EMP #” you enter belongs to an inactive employee, you will receive a message reading, “This employee is not active”, and you will not be able to continue until you enter an active employee number. Click Help for a list of valid entries.

SSN The valid Social Security Number. Click Help for a list of valid entries.

Job Class The employee’s Job Class, which defaults from Employee Masterfile, but can be overridden if the employee worked in a different “Job Class”. Click Help for a list of all Job Classes established in Job/Salary F/M. After entering either a “Job Class” or “Pay Type”, an “Allocation Code” is read from the employee pay records. If the Allocation is null or zero, then the “Org/Obj/Proj” is displayed, along with a description for the G/L account. Otherwise the allocation is displayed with its description. This is true for both the primary and substitute, if present.

Pay Type The employee’s pay/absence type. Click Help for a list of valid entries. If the “Absence” field is “Y”, the Pay Type category must be “3 - Absence/accrual.” and only category “3” Pay Types display when Help is selected. If the Pay Type is a category “7” (docked), a warning is given if the amount in the “Quantity” field is not negative. Note: Dock Pay information is now found in the category of the Pay Type.

Quantity The quantity you are recording, i.e. number of hours absent.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Entry prtimatt (Qty Unit of Measure) The unit of measure, one of “H”ours, “D”ays, “A”mount (flat

amount of funds to be paid). Location Code The Location Code where the employee worked. Click Help for a

list of valid entries. Reason Code An optional Reason Code. If used, the code must be set up as a

“REAS Code Type” in Miscellaneous Codes (Auxiliary Programs). This could be used, for example, to give a reason code for overtime. Click Help for a list of valid entries. Typing <Ctrl-T> while in this field lets you to add/maintain Reason Codes in Miscellaneous Codes.

Notes Any notes concerning the entry. Allocation Code If using, enter the Allocation Code. This code must exist in

Allocation Codes in the General Ledger Auxiliary Programs Click Help for a list of valid entries.

Org, Obj, Proj The employee’s Org/Object/Project Codes default, but can be changed. Click Help for a list of valid entries.

Sub Emp #, SSN The substitute employee number and Social Security Number. These fields and others associated with the substitute employee are accessible only if the “Absence” field is “Y”es, i.e. the employee from the top part of the screen required a substitute teacher to cover his/her absence. Click Help for a list of valid entries. A valid entry in either field will automatically fill the corresponding field.

Job Class, Pay Type, Quantity, (Unit of Measure), Allocation Code

The data for the substitute. For details see the corresponding field descriptions above.

Org, Obj, Proj The substitute employee’s Org/Object/Project Codes. The Org Code will default from the Absent Employee’s Org, but can be changed; the Object will default from Pay Type Codes.


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Time & Attendance Detail Screen Batch Type 2

Field Description Emp #, SSN The valid employee number and valid Social Security Number.

Click Help for a list of valid entries for both fields. Employee-number field can be skipped to directly enter the “SSN”. A valid entry in either field will automatically fill the corresponding field.

From/To The start and end dates for the time being entered, which is generally for the entire payroll period. Defaults from the Control File. These dates can be overridden but they must fall between the dates on the payroll Control File.

Job Class The employee’s “Job Class”, which defaults from the employee pay file, but can be overridden if the employee worked in a different “Job Class”. Click Help for a list of all Job Classes established in Job/Salary F/M. After entering either a “Job Class” or “Pay Type”, The program checks for an “Allocation Code”. If one is not found, the Org/Obj/Proj is displayed, along with a description for the G/L account. Otherwise, the allocation is displayed with its description.

Verified The Verify ring-menu option acts as a toggle for this verify field and the “Verify” field on the browse screen. “Y”es, it is verified.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Entry prtimatt Org, Obj, Proj The employee’s Org/Object/Project Codes. The Org Code will

default from the employee pay file. Allocation Code If using, enter the “Allocation Code”. This code must exist in

Allocation Codes in General Ledger Auxiliary Programs. Click Help for a list of valid entries.

Date Each date within the pay cycle is displayed. If this is a scheduled work day, the employee’s hours will display in the next column.

Over Displays time entered which exceeds the scheduled time. Sched Defaults from calendar and schedule. This shows the scheduled

hours for each day of the payroll Screen Total Displays totals for each column of information. <bottom four fields> Shows the first 4 accrual balances (accrual types 1, 2, 3, 4) that the

employee has, as long as the employee has a pay record for the Accrual Pay Type and the pay type in the Pay Type Code table has an Accrual Impact of 2 (subtract from balance). If an accrual balance is exceeded, you can use <Ctrl-B> to override the balance. The accrual balance, however, comes from the accrual table and does not take into consideration the fact that the employee may be in another batch. In the future, when the time entries are “moved” to the current payroll, the program will check the final balances and flag on the report those people who’ve exceeded their balance.

Ring Menu - Batch Type 2

Find Creates an active set of detail records. Next Move to the next record in the active set. Prev Move to the previous record in the active set. Browse Lists all of the records in the active set. Add People who have no set work schedule (i.e., considered “transient” workers)

can be added manually to a batch. This option prompts to have the system include the employee in future payrolls when this location is generated (this is called Positive Recall). Respond “Y” to include the employee anytime this batch location is generated; the employee will automatically be in it with no scheduled hours.

Update You can modify the number of hours.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Entry prtimatt Del Deletes the record currently displayed. Scroll Use to view the information in the chart at the bottom of the screen if it

exceeds five rows. Verify Use to mark the record as verified. X=Adjust Displays the Type 1 entry screen. Exit Returns to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS Generate Earnings/Deductions prgenddp

Generate Earnings/Deductions This program creates a worktable for the Current Payroll that includes employee earnings and deductions. This is accomplished by selecting Employee Records, copying the Employee Recurring Pay and or Job/Salary records into the Current Payroll work table, applying the Employee Deduction records against employee earnings, and calculating net pay. It is essential that you have pre-established Payroll Run Types for every possible payroll, defining the Locations, Pay Types, and Deduction Types to be included in the Payroll. When Payroll is started, the clerk identifies the Run Type to be processed and executes the Generate program. The clerk can be assured that the payroll “parameters” are correctly established and can concentrate on entering earnings and deductions file maintenance (exceptions). The Generate program does let you override the pre-established Run Type criteria so that you can prepare unique Payrolls by modifying existing Run Type Parameters. This should be undertaken with caution, calling Customer Support for assistance before making changes. It is most common to generate a single payroll but this program will generate pay/deductions for multiple gen levels. However, only one Pay Type/Job Code pay entry will be made on a single check number. Thus, you could not have two pay type 100, Job Code 2000 records on a single check number from the gen. If the multi-level gen flag is set to “Y” in the Payroll Control File, Next and Prev are added to the main ring menu so that you can display/define the multiple gen levels. X-execute executes all gen levels, not just the current.


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Screen Layout - Generate Earnings & Deductions

Field Description Begin/End Date The beginning and ending period dates for this set of employees.

Defaults from the Payroll Status program. Earnings Factor, Deduction Factor

These fields should only be changed for unique payrolls such as a year-end split pay where the employee will receive a portion of pay in this payroll, with the rest in a subsequent payroll.


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PAYROLL PROCESSING FUNCTIONS Generate Earnings/Deductions prgenddp Exclude Earnings, Exclude Deductions

If there are earnings/deductions exclusions established for the Run Type, this field displays “Y”. To view/update the exclusion tables, position the cursor on the appropriate field and press <F1> or <Ctrl-T>.

Earn Accrual with this Payroll

Enter “Y” to earn accruals within this payroll. This would be used for accruals set up in the Vacation/Sick table in Auxiliary Programs with the accrual “Method” of “01 - earned from actual time worked” or “08 - earned within payroll on anniversary date”.

Increase Days Worked In This Payroll

Enter “Y” to change the days worked by job for the currant payroll run.

Location From/To The Location Code range to include in the payroll. The system uses the Primary location from the Employee Master Table. Default to the entries in the “Control Data by Run Type” program.

Group/BU From/To The Group Code range to include in the Current Payroll. Default to the entries in the “Control Data by Run Type” program.


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PAYROLL PROCESSING FUNCTIONS Generate Earnings/Deductions prgenddp Chk # The Check Sequence Number linked to the Employee

Earnings/Deductions record. This allows an employee to receive several checks in Current Payroll. The system defaults the first Check Sequence to “0”. This can be overridden by a number between 1 and 9. If the employee is receiving a “Standard” check plus an Advanced Vacation check, the employee would have two records in the Current Payroll work table distinguished by the Check Sequence Number (0 and 1, or 1 and 2 or any two unique numbers).

Special FIT Rate This would be changed during a payroll only if the FIT deduction was not determined via the Tax Table, but rather as a specific percent.

Pay Period Type Defines the pay frequency, weekly, biweekly, etc. Deduction Cycle Enter a number between one and five. Indicates what cycle (week)

of the month the Current Payroll is being applied to, and must be changed every pay period. Cycles are referenced in Employee Deductions F/M and Employee Recurring Pay F/M.

Last FLSA Cycle of Mo Enter “Y” if this is the last FLSA pay cycle of the month.

Ring Menu - Generate Earnings/Deductions Next Use to display the next payroll control record. Available only when you have

set the field, “Multi-Level Gen in Pr” to “Y” in the Installation Parameters in the Auxiliary Programs.

Prev Use to display the previous control record. Available only when you have set

the field, “Multi-Level Gen in Pr” to “Y” in the Installation Parameters in the Auxiliary Programs.

Add This option appears only if the Payroll Control File is set to allow multi-level-

gen payrolls and Balloon payrolls. Adds an additional gen level or an additional Balloon check. If you have started a balloon payroll (see Payroll Status/Start/Change), the criteria for each balloon check are set up here. There will be one record for each balloon check to be generated. The “Chk #” cannot be the same as any other Balloon check record. When a Balloon payroll gen is executed, only employees that have records in recurring pay that are flagged to be included in Balloon payrolls will be included. Note: To optionally “roll-up” the balloon checks into a single check per employee, access the Global side-menu option from Earnings/Deductions F/M.


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PAYROLL PROCESSING FUNCTIONS Generate Earnings/Deductions prgenddp Define Enter the appropriate values in each field prior to creating the Current Payroll

worktable. The Define should be used primarily to set the correct deduction cycle.

Remove Deletes the current control record. It will not appear on the ring menu if you

have set the field, “Multi-Level Gen in Pr” to “N”o in the Installation Parameters in the Auxiliary Programs. This function applies to payrolls which include multiple generate parameters.

If you are performing a multi-level gen payroll, Remove is normally used to

delete the Current Payroll generate record displayed on the header screen and will remove only that record. If the payroll in question has just one active record, you will not be able to remove that last record.

X=Execute The command that generates the Current Payroll Work Table. The program

then copies the Employee Deduction and Employee Recurring Pay records into the Current Payroll. The system calculates pay, applies deductions, and determines net pay. Changes to this information are made in Earnings/ Deductions File Maintenance.

If you select X=Execute more than once for the current payroll, the following

message will display in a pop-up window.


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C Use if you already have pay records in the current work table from a previous X=Execute of a different set of employees or from executing a set of employees from the Time and Attendance program and you want to add another group to those already in the current work table.

D Deletes records in the current payroll worktable and replaces them with the new records being generated. X=Execute should not be run more than once in the same Payroll for the same group of employees because this adds records to the work table each time the Generate is run. Consequently, an employee could have two identification records (i.e., two checks) in the worktable. If a payroll is generated in error, the payroll must be deleted using the “Delete” option on the Payroll Setup/Start/Change Menu.

While X=Execute is running the following message displays, “Generating

pay/deductions records for: <employee number>” Test Performs a limited test payroll generate. When selected, displays the message,

“Please enter maximum number of records. Enter Zero (0) or press <RETURN> to cancel.” You can check the test in Earnings/Deductions File Maintenance.

Liq-Escrow Escrow allows a site to collect additional payments for deductions that

continue to be active throughout the year even though the employee only gets paid for part of the year. The money is kept in an escrow account, not paid to the vendor until it is due. Escrow is set up in the Deduction Benefits Master in Auxiliary Programs and maintained for individual employees in the Employee Deduction Master. When the employee no longer is being paid i.e. June, the Payroll programs must know to start liquidating this escrow balance so that the vendor will continue to get the correct deduction amount from the employee. Liq-Escrow triggers this. For any employee whose remaining cycles = 0 and the escrow balance is greater than zero, a record will be created for the employee’s deduction but it will be a positive amount, for the vendor only. The balance in the escrow account will be reduced by the deduction amount. When selected, the following pop-up window displays.


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Exit Return to the Payroll Processing screen.


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PAYROLL PROCESSING FUNCTIONS Balancing Worksheet prbalsht

Balancing Worksheet This optional audit report provides Org totals for up to seven selected Pay or Deduction Codes. The report can print dollar and hours totals. The purpose of the report is to facilitate any manual balancing procedures employed when comparing totals to the previous payroll. This report prints information contained in the Current Payroll worktable. Therefore, the Generate program must be run first.

Screen Layout - Balancing Worksheet

Ring Menu - Balancing Worksheet Define The report can be customized with your own title and the contents you select

for each column. Supply either a “P”ay or “D”eduction code type, whether to report in “A”mount or “H”ours (the Deduction code type will automatically report in amounts only), and the desired pay or deduction code.

Output Prints the report. Exit Returns to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm

Earnings/Deductions F/M This program is used to access the Current Payroll worktable created during GENERATE EARNINGS/DEDUCTIONS, to make the following entries for individual employees:

• Change the Pay and/or Account distribution, on a one-time basis; • Change/Add/Delete Employee Deductions (withholdings); • Change the Mail Code for the employee’s check (i.e., how the check will be distributed); • Add a unique check message per employee; • Enter accrual history information to update/verify entries in the employee’s accrual record; • Add or remove employees from the Current Payroll; • Void and reissue checks.

The MUNIS® Payroll is designed to be an “exceptions only” payroll. File Maintenance should only be required when employees have exceptions to their normal work schedules (i.e., when Employee Recurring Pay and Employee Deductions DO NOT mirror the Current Payroll). Note: Changes you make in this program are temporary and affect the Current Payroll worktable only. Permanent changes must be made through the Employee Maintenance, Recurring Pay, or Deduction tables. This program is comprised of five tables: Period Summary, Pay, Deductions, Pay Detail, and Deduction Detail.

Employee # Employee Name Gross - Withholding = Net Mail Sort Check Message

Pay Deductions Pay Types Hours Rate Amount Deduction Employee Employer # x $ = $ Type Share Share $ $ Pay Detail Deduction Detail Copy of Employee Recurring Pay Copy of Employee Deductions

AR Billing & Accruals Update Activity

Period Summary


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Screen Layout - Payroll Earnings/Deductions F/M

Field Description Emp #, Last, First, SSN, Total Gross, Deductions Net Pay, Payroll Check #

The employee information. These fields cannot be modified from this screen; Pay and Deduction must be modified on the C=Pay and Withholding screens.

Total Days This is a display only field that contains the sum of the days worked for all pay records on the check. The value can be modified by selecting the Detail side-menu option on the C=Pay screen and updating the “Days Worked” field record-by-record (for base and dock pay records only). This field will only be populated if the “Increase Days Worked In this Payroll” field is set to “Y” in Generate Earnings/Deductions.

Primary Emp Loc The employee’s Primary Location. This can be overridden. Primary Emp Org The employee’s Org code, which can be overridden. Warning:

Changing the employee Org will change the account distribution of employee pay. Be sure that all payroll accounts exist in the new Org.

Primary Emp Obj The primary Object Code from the Employee Master Table.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm Mail Code The “Mail Code” (check distribution) for the employee’s check. If

the Mail Code needs to be changed for the Current Payroll, enter a valid Mail Code. Click Help for a list of valid entries.

Mail Sort System assigned. Name/Address The desired mail-to address for the Current Payroll only. This will

override the “Mail Code” address. Begin Date, End Date The payroll beginning and end date for this employee.

Note: The “End Date” listed also populates into the EMPLOYEE FILE UPDATE program.

Check Message Line Prints message on Current Payroll check for the employee displayed on the screen.

Error Level The system automatically places a value here if an error condition exists (i.e., the system did not locate a tax table record for the State Tax Deduction). Use Output to obtain a listing of all errors. If the value in this field is “0”, then no errors exist. Other values: 1 W-INSUFF NET PAY, 16 W-RESERVED (LEVEL 5), 256 S-TAX TABLE MISSING 2 W-RISK CODE ERROR, 32 W-RESERVED (LEVEL 6), 512 S-DED NOT RESOLVED 4 W-NO BOND ASSIGNMT, 64 S-CALC CODE NOT DEFINED, 1024 S-DED NOT COMPUTED 8 W-GL ACCOUNT NOT FOUND, 128 S-INSUFFICIENT NET PAY, 2048 S-SYSTEM PROBLEM, 4096 S-ALLOC MISSING/NOT 100%, 8192 S-MORE THAN 30 PAY LINES Note: S - indicates severe error, W - indicates warning.

Changed Defaults 0 (zero) or enter the change value to search for.

Side Menu - Earnings/Deductions F/M Add Select <A> to add. Use to add an employee into the Current Payroll. This

feature is most commonly used to issue an employee’s advance pay. When you enter the “Check #” the following pop-up window displays.


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Del Select <D> to delete. Deletes the employee from Current Payroll. Note: All

existing billing records for that employee are also deleted (such as those in Employee Masterfile, Employee Deductions, or Employee Recurring Pay tables).

Output Select <O> to Output. Prints/displays the current payroll’s error listing, if any

(i.e., the system did not locate a tax table record for the State Tax Deduction). Use Output to obtain a listing of all errors. When selected the following pop-up window displays.

C=Pay This screen is used to enter exceptions to Employee pay. The screen will

display the employee’s Period Earnings as established in Recurring Pay. When the employee’s actual work schedule varies from the standard schedule, this screen must be used to enter the exceptions to the Employee Earnings. For example, if an employee works overtime for the period of the Current Payroll, the overtime hours must be entered here or, if an employee works extra duty and there are billable hours, the billable hours are entered here.


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For the C=Pay screen layout and a description of the side-menu options, see page 49.

Withholding Displays the Summary, Pay, and Withholding Table to perform file

maintenance on employee deductions for the current payroll. The screen and ring-menu options are described on page 56.

Jump Used to go directly to another employee record in the Current Payroll. The

following pop-up window displays.

Global Use to perform the same function across a number of records. For a description of the screen and its options, see Earnings/Deductions F/M - Global Screen on page 62.

Recalc-Emp Immediately recalculates updates to employee earnings/deductions for

employees in the active set. Note: If running a Balloon payroll for employees already “Rolled-up”, this option is not available.

H=Auto-Recalc This ring-menu option acts as a toggle to turn automatic recalculation on and

off. When it is on, changes made to pay and deductions are automatically recalculated for the employee in question.

Xtra Used to add/update billable pay records for an employee who already has at least one billable pay record for this payroll. (To create billable pay records, select C=Pay from the main ring menu.) Note: the program AR Billing List & Update is used to transfer the billable pay records to Account Receivable where an invoice for customer can be generated in AR Invoice Entry & Proof. When Xtra is selected, the following screen displays.


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Field Description Cust AR customer number to be billed for the extra hours

that the employee worked. Required. Click Help for a list of valid entries.

Job Job description (e.g., “CONC” - Concert Security) from XTRA in Miscellaneous Codes. Required. Click Help for a list of valid entries.

Start/End Date Dates of duty. You are warned if dates are outside the payroll start/end dates. but you can proceed. Required.

Bill Rate Hourly rate the AR customer is charged. This could be different from what the employee is being paid.

Hours Number of hours the employee worked (Optional) Amount Dollar amount the AR customer will be billed calculated

by the system but can be overridden. Invoice Give you the option of entering an applicable “Invoice”

number.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm Void This side-menu option is visible only when you are running a void payroll -

the Run Type = “V”oid. When selected the following screen displays.

Find Use to locate a check to void. Find does not locate records

previously voided or reprinted. Next Move to the next check record in the active set. Prev Move to the previous check record in the active set. Browse Lists the checks in the active set showing employee number and

name, check date, check number and warrant. You can select a check by its line number.

Void-Check When selected the following message displays, “Do you wish to

void this check/deposit?” If “Y”es, the check becomes void. Re-issue/Void Use to void a check and immediately re-issue a replacement. When

selected, the following pop-up window displays.


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The new check information will then be added to the employee

record using the original period pay and deduction records when update is done. Printing of reissued checks is not permitted in Void Run Types.

Next, a message displays confirming that you want to void the

original check on the screen. “Y” will void the original check. Exit Returns to the first screen of Earnings/Deductions F/M.


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Earning/Deductions F/M - C=Pay Screen

The side-menu option C=Pay, on page 46, displays the following screen.

Next Move to the C=Pay screen for the next employee in the active set. Prev Move to the C=Pay screen for the previous employee in the active set. Browse Displays the same screen as Browse from the first screen but when you select

an employee from the list by its line number, the C=Pay screen for that employee displays.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm Add If an employee has billable hours, select Add. In the “Pay Code” field, enter a

billable Pay Type Code. The screen below must be completed:

When you have completed this screen, the Xtra screen displays where you enter information that will be used to bill the AR customer for the extra time worked by this employee. Note: the program AR Billing List & Update is used to transfer the billable pay records to Account Receivable where an invoice for customer can be generated in AR Invoice Entry & Proof.

The Xtra screen is detailed on page 45. Upon completion of the Xtra screen,

the C=Pay screen displays where you can enter what the employee will be paid for the billable hours. The rate and amount from the Xtra screen default to this screen but can be changed. Select the Xtra pay by line number and Update the amounts as necessary.

Update When Update is selected, the cursor is positioned in the “Hrs/Days” column

for the first pay line. Any field on this screen can be updated but only one of “Hrs/Days”, “Rate” or “Pay Amount” can be changed. To move to the next field in the row, press Enter. To move to the next field down in a column, use the down-arrow key. Use the up-arrow key to move up one field in a column.

When the hours on this screen are changed for an pre-existing, on-the-fly

allocation, a confirmation message asks if you would like to change the Allocation screen as well. If you enter “Y”, the Allocation screen displays, just as it does when <Ctrl-B> is pressed.


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<CTRL-B> or click Alloc Position the cursor in the pay line for which you want to update the

allocation. Use the<Ctrl-B> keystroke or click Alloc to display the Allocation screen (the screen from which GL pay distribution detail information is taken). For the selected employee, the entry on the Allocation screen is used to override the account numbers (Org/Obj/Proj) used to charge employer expenditures for salaries. As a result, the standard account distribution as stated in the C=Pay screen is nullified, giving precedence to the entries made in the Allocation screen. Distribution can occur by dollar amount, hours, or a percentage, but it must be made for the total dollar amount of the Pay Type. These updates are temporary and apply only to the current pay period. Select Update to distribute the net pay to up to ten accounts (Org/Obj/Proj). “Dist” tracks the dollar amount distributed and “Rem” tracks the amount remaining to be distributed. The entire net amount must be distributed.


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<CTRL-E> or click Upd emppay This key combination brings up the Employee Recurring Earning

File screen. At this point, changes that you made to the employee pay line can be updated in the employee’s recurring earnings file. Any updates made in this file are permanent until you change them. For a view of the screen and a description of how to update, see Employee Recurring Pay F/M in Employee Maintenance & Reports.

<CTRL-F> or click Accrual Use to update the employee’s accrual record. Position the cursor

on the “Hrs/Days” field of the pay line for an accrual Pay Type (vacation, sick,) and press <Ctrl-F>. The following screen displays.

Note: When updating an accrual Pay Type pay line (i.e. sick, vacation) if hours entered in the “Hrs/Days” field for the employee are more than their current balance for that earnings type (as displayed in Employee Accruals/ Attendance), a warning displays.

Select “1” to accept the new accrual balance, resulting in a negative accrual balance for the employee. Select “2” to return to the Update screen to change the hours. Select “3” to accept what is currently available in the accrual balance. As a result, the employee’s pay will be reduced by the number of hours taken beyond his/her accrual balance. The Define/Generate screen displays where you can pick a dock pay type that is then created based on the base pay and generated with hours equal to the accrual overage.

<CTRL-G>or click Delete Use this key combination to delete a pay line. Position the cursor

in the “Hrs/Days” field of the pay line to delete and press <Ctrl-G> or click Delete.


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<CTRL-T> or click Extra Use to add an extra pay record. For more information, see Xtra

page on page 45.

Detail When selected, the detail for each line on the C=Pay screen is presented in a full screen display. The screen used is the screen on page 50, with the addition of the following ring menu.

Next Use to move forward to the next detail records for the employee. Prev Use to move back to the previous detail records for the employee. Add Use to add a new pay line for this employee for the current payroll. Update Use to update pay data for the employee displayed on the screen.

Any of the following fields can be updated Job Class, Location, Position, Allocation code, GL Account, Risk Code, Taxable Type, Hours, Rate and Amount.

Delete Use to delete the detail pay line for the employee that is currently

displayed. Exit Return to the C=Pay screen.


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Recalc-Emp Immediately recalculates updates to employee earnings/deductions

for employees in the active set. Note: If running a Balloon payroll for employees already “Rolled-up”, this option is not available.

H=Auto-Recalc

This ring-menu option acts as a toggle to turn automatic recalculation on and off. When it is on, changes made to pay and deductions are automatically recalculated for the employee in question.

Master-Update This option brings up the Employee Recurring Pay F/M screen in

Update mode. At this point, changes that you made on the Detail screen can be updated in the employee’s recurring earnings file. Any updates made in this file are permanent until you change them. For a view of the screen and a description of how to update, see Employee Recurring Pay F/M in Employee Maintenance & Reports.

G/L-Alloc For the selected employee, GL-Alloc is used to override the

account numbers (Org/Obj/Proj) used to charge employer expenditures for salaries. See <Ctrl-B> on page 51.

Scroll If there are more pay records listed than will fit on one screen, use Scroll to

see the rest of the records. Jump Used to go directly to another employee record in the Current Payroll. The


Recalc-Emp Immediately recalculates updates to employee earnings/deductions for



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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm H=Auto-Recalc This ring-menu option acts as a toggle to turn automatic recalculation on and


Withholding See page 56. Xtra Displays a new screen for entry of billable pay. See page 45. Comment A short comment regarding this pay line can be entered in this field. Exit Returns to the first screen of EARNINGS/DEDUCTIONS FILE MAINTENANCE.


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Earnings/Deductions F/M - Withholding Screen The Withholding screen functions like the C=Pay screen. Use this screen to enter all Current Payroll employee deduction exceptions. The Deduction Detail screen is used to add employee deductions to the current payroll.

Screen Layout – Withholding Screen

Ring Menu –Withholding Screen Next-Emp Use to display the Withholding screen for the next employee in the active

set. Prev-Emp Use to display the Withholding screen for the previous employee in the

active set. Browse Displays the same screen as Browse from the first screen but when you select

an employee from the list by its line number, the Withholding screen for that employee displays.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm Add Use to add a new deduction for the current pay for the employee displayed

on the screen.

Field Description Emp #, Last, First The employee number and name default from the first

screen. Chk #, Gross, Deductions, Net

The check number, gross, deduction and net amounts default from the first screen.

Deduction The deduction code must exist in the Deduction/Benefit Master. Click Help for a list of valid entries.

Calc Code The calc code determines how the deduction amount is generated. The deduction may be the same amount for all employees, unique to each employee or derived from a tax table. Click Help for a list of valid entries.

Tax Table If the deduction refers to a tax table, enter the table number. Click Help for a list of valid entries.

Sufficiency Determines which deductions will be excluded from the current payroll once the system recognizes that the net pay is negative. Click Help for a list of valid entries.


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Tax Marital Required when the calc code is 05, 06 or 07 – Tax Table Look-up. When entering information directly from the Detail screen, it is possible to leave the “Tax Marital” field blank. Click Help for a list of valid entries.

Exemptions The number of employee exemptions. Required when the calc code is 05, 06 or 07 – Tax Table Look-up. Click Help for a list of valid entries.

Error Level Error level. Defaults automatically. State Code Required when the calc code is 05, 06 or 07 – Tax

Table Look-up. Click Help for a list of valid entries. Changed Defaults automatically. Local Code Required when the calc code is 05, 06 or 07 – Tax

Table Look-up. Click Help for a list of valid entries. Deduction Gross If you change this field, it is not automatically

recalculated. This field is maintainable for percent-based deductions and deductions that use tax tables. This field should only be maintained to help correct the year-to-date gross when taking negative deductions. During normal processing, there is no need to maintain this field.

Employee Amount The amount or percent of the deduction paid for by the employee.

Employer Amount The amount or percent of the deduction paid for by the employer.

Employee Limit When the employee’s year-to-date amount withheld reaches the limit, the deduction will no longer be taken.

Employer Limit When the employer’s year-to-date amount withheld reaches the limit, the deduction will no longer be taken.

Employee YTD The year-to-date employee amount taken for the deduction.

Employer YTD The year-to-date employer amount taken for the deduction.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm Update When Update is selected on the Withholding screen, the cursor is positioned

in the “Empe Amt” column for the first deduction. Any field on this screen can be updated. To move to the next field in the row, press <Enter>. To move to the next field down in a column, use the down-arrow key. Use the up-arrow key to move up one field in a column.

<CTRL-E> or click Upd Emp Ded Mstr This key combination brings up the Employee Deductions screen

in Update mode. At this point, changes that you made to an employee deduction can be updated in the employee’s deduction file. Any updates made in this file are permanent until you change them. For a view of the screen and a description of how to update, see Employee Deductions/Benefits in Employee Maintenance & Reports.

<CTRL-G> or click Delete Use this key combination to delete a deduction line. Position the

cursor in the “Empe Amt” of the deduction line to delete and press <Ctrl-G>.

Detail When selected, the detail for each line on the Withholding screen is presented

in a full screen display. The screen used is similar to the Add screen on page 50 with the exception of the ring menu that is covered below.

Next Use to move forward to the next detail records for the employee.


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Prev Use to move back to the previous detail records for the employee. Add Use to add a new deduction for this employee for the current

payroll. Update Use to update deduction data for the employee displayed on the

screen. Any of the following fields can be updated “Calc Code”, “Tax Table”, “Sufficiency”, “Tax Marital”, “Exemptions”, “Deduction Gross”, “Employee Amount” and “Employer Amount”.

Delete Use to delete the detail deduction line for the employee that is

currently displayed. Exit Return to the Withholding screen. Recalc-Emp Immediately recalculates updates to employee earnings/deductions

for employees in the active set. Note: If running a Balloon payroll for employees already “Rolled-up”, this option is not available.

Master-Update This option brings up the Employee Deductions screen in Update

mode. At this point, changes that you made on the Detail screen can be updated in the employee’s deduction file. Any updates made in this file are permanent until you change them. For a view of the screen and a description of how to update, see Employee Deduction/Benefits in Employee Maintenance & Reports.

Scroll If there are more deductions than can be displayed on a single screen, use

Scroll to view the rest of the deductions. Jump Used to go directly to another employee record in the Current Payroll. The



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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm Recalc-Emp Immediately recalculates updates to employee earnings/deductions for


H=Auto-Recalc This ring-menu option acts as a toggle to turn automatic recalculation on and


C=Pay This screen is used to enter exceptions to Employee pay. The screen will

display the employee’s Period Earnings as established in Recurring Pay. When the employee’s actual work schedule varies from the standard schedule, this screen must be used to enter the exceptions to the Employee Earnings. For example, if an employee works overtime for the period of the Current Payroll, the overtime hours must be entered here or, if an employee works extra duty and there are billable hours, the billable hours are entered here. For the C=Pay screen layout and a description of the ring-menu options, see page 44.

Exit Returns to the first screen of EARNINGS/DEDUCTIONS F/M.


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Earnings/Deductions F/M - Global Screen

This screen provides an efficient way to make changes to a number of records at the same time.

A Recalculates pay and deduction for all employees whose records have been

updated. B Recalculates pay and deductions for all the employees in the active set. C Displays the Withholding Detail screen (see page 59) with the addition of

Find and Output on the ring menu. For Output, if the “Changed” field is populated with a number other than “0”, the Output will list and decode the changes accordingly. Global from this screen displays the following pop-up window.


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A) Build new pay/deduction records Displays a screen where you can define the criteria for a

pay/withholding line which you can apply to all employees that meet the criteria you define in the second half of the screen. Note: You can only use “Build new pay” when the Pay Type’s Calc Code is 01, 02, 03, 04, 60, or 90.

For quick entry of holiday hours for an entire bargaining unit, in a

payroll, use the “Hours” field. When you enter the hours in this field, the program creates an accrual record, if necessary, subtracts from base, if necessary, and recalculates deductions. Hours cannot be used if the pay being globally built is a flat amount (calc code 6).

When you use this function, understand that the "Build Pay" option

is intended to build records that DO NOT exist in the employee's Recurring or Job Pay. Therefore, hours entered will be ignored and the build will use the hours from the recurring pay. If the pay type being globally built impacts accruals, it is expected that the employees have the accrual records already set up. The build, however, will not prevent the pay and hours from being added. In other words, it can still be built, but accrual errors may occur in Employee Update if the employee still has no accrual records at that time.


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B) Purge pay/deduction records from current payroll Based on the criteria you define the pay/withholding records are

deleted when you select Process.

C) Add pay/deduction records to current payroll Based on the criteria you define, the pay/withholding records are

added when you select Process. The screen is identical to the Purge screen above. Note: This option will only add the selected deduction to employees who already have deduction set up in Employee Deductions and the deduction must be active.

D Displays the C=Pay Detail screen (see page 53) with the addition of Find and

Output on the ring menu. For Output, if the “Changed” field is populated with a number other than “0”, the Output will list and decode the changes accordingly. Global from this screen displays a similar screen to choice C (please see above). On this screen, when C is selected, the text uses the word “deduction”; when D is selected the word used is “pay”.

F Deletes all pay records for current employee/check. Displays the following

confirmation window.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions F/M prpyrlfm G Deletes all withholding records for current employee/check. Displays the

following confirmation window.

H Deletes all pay and withholding records for current employee/check. Displays the following confirmation window.

I) Use this option to update employee messages by groups, rather than updating

them individually based only on your defined selection criteria.

J) This option only displays when the current run is a “Balloon Payroll”. Exit Returns to the first screen of EARNINGS/DEDUCTIONS F/M.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions Proof prpyddpf

Earnings/Deductions Proof The Proof Report lists the contents of the Current Payroll worktable: Employee Earnings, Taxes, Withholdings, and Net Pay. Its detail version provides a complete Gross-to-Net presentation for each employee. The last pages of the proof provide totals for all pay and deduction types. The Proof can be run as often as necessary. At least one Proof, called the “Final Proof”, must be run prior to updating Employee Files. The following formats are available for Proofs. • CONDENSED PROOF

(one-line summary per employee)

• SUMMARY ONLY (includes employer amount & employee gross amounts)

• DETAIL PROOF (Detailed Register, Warrant, Gross-to-Net report)

• ERROR REPORT • EARNINGS PROOF • FINAL PROOF • TOTALS ONLY • CIVIL SERVICE

REPORT • G/L PAY DISTRIBUTION

• BILLABLE PAY REPORT

• PAY BY WORK LOCATION

• EXCEPTIONS ONLY (just changes)

• DETAIL PROOF BY GL ACCOUNT

• DETAIL & SUMMARY BY GL ACCOUNT

• CLERK AUDIT

• SUMMARY PROOF BY GL ACCOUNT

• PAY BY WORK LOC AND ORG/OBJ

•

•

G/L AVAILABLE BUDGET DETAIL

AVAILABLE BUDGET A Cash Requirements section prints on all the detail proofs. It summarizes the total cash needed to cover employee checks, vendor checks, and ACH transactions. Outstanding payroll liabilities are summarized from employee/employer deductions not paid by check or invoice for the current payroll, total vendor invoices to be generated in this payroll for the current payroll, total vendor invoices to be generated in this payroll for prior payrolls, total checks/invoices deferred from the current payroll, and total checks/invoices deferred from prior payrolls. On all of the proof options except for the external reports (billable pay, error report, extra duty), if the employee update has not been done, a recalc is done for any employee where the recalc flag is set, the YTD gross from the payroll period summary does not match the history, or if the current period gross from the payroll period summary does not equal the sum of the pay lines for the employee. The payroll system uses the information in the Current Payroll worktable when the Employee File Update program is performed. Therefore, run the Final Proof program, then the Employee File Update program directly afterwards. In this way, the Final Proof will contain the exact same information that was updated to the Employee Files. Also, if several payrolls are being run simultaneously, the Final Proof and Updated Employee Files Programs must be run


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions Proof prpyddpf consecutively for one payroll before a second payroll’s Final Proof is permitted. This assures that all Employee Limit Amounts (i.e., FICA) have not been exceeded. In the Final Proof, if an employee has pay that has been allocated using the <Ctrl-T>/G/L-Alloc function in Earnings/Deductions F/M, every pay line that is manually allocated will have one pay line for each allocation line (maximum is 20). The hours and amount for these pay lines will be the factored amount by the allocation. The rate will not be factored. Note: An automatic recalculation occurs if the sum of the individual pay lines does not equal the current earnings. The program keeps track of any employees whose year-to-date salary exceeds the current year budget for their position. If there are any employees do, at the end of Earnings Proof, Detail Proof and Final Proof, the Position Budget Overages report prints. It shows the employee number, name, position, position description, revised budget, expended amount and overage amount for the position. However, if the “Overbudget Proof” field in P/M PARAMETER MAINTENANCE is set to “N”, the Position Budget Overages will not print. You can choose to produce a second proof by setting the Secondary Report fields on the screen described on the next page. Note: In the Control File, if “Direct Deposit Net = zero” is “Y”, the direct deposit amount will show on both the proof and in Earnings/Deductions F/M and on the direct deposit form. If “N”, the direct deposit advice will show a net equal to the sum of the direct deposit deductions (calc code 09). This amount is what one generally means by net pay. The major reason for showing this is because many users use the same form for both checks and advices. Advices are not cashable, so they can have a net pay amount. Note: The direct deposit/net pay amount will be the sum of all deductions with a calc code of 09. Flat amount deductions that are also “ACH” (like credit union electronic funds transfers to a particular account) are not reflected in the net pay. Example: Suppose you are accustomed to receiving a check for $400.00 and having a $50.00 credit union deduction. You would be used to thinking of the $400.00 as your net pay. Now, if you switch to direct deposit, your net pay does not become $450.00. The $400.00 is your direct deposit amount, the $50.00 credit union deduction is just another deduction that coincidentally is “ACH”. Note: If you are running a Balloon Payroll and plan to “roll-up” the individual employee checks into a single check per employee, you are advised to run the detail proof first then “roll-up” the employees (Global option in Earnings/Deductions F/M). This way, you can see all the checks separated and listed in detail prior to the roll-up which combines all the check information.


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Screen Layout - Earnings/Deductions Proof

Field Description Proof Option The desired proof option (see page 70 for details). Each proof can be run

as often as desired, but the Final Proof must be run immediately prior to the Employee File Update program. Each proof option is listed at the end of this section.

Report Sequence The desired proof sequence (e.g., LOC,ORG,NAME - Totals by Loc and Org). Click Help for a list of valid entries.

Page Break Option

The desired page-break option. Click Help for a list of valid entries.

Print Text on Proof

This is the Warrant Text. You can determine where the text should print on the Final Proof report:


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E - Text Printed At End Of Report O - Text Printed On Org Change L - Text Printed On Loc Change P - Text Printed On Object Change N - No Text Printed Click Help for a list of valid entries. To access the warrant text screen to make modifications, position the cursor on the Print Text field and press <Ctrl-T>. The changes made to the Warrant Text are permanent.

Report Title The title to print on the report. Loc Range: From /To

The beginning and ending Location Range to include in the report. Click Help for a list of valid entries.

Org Range: From/To

The beginning and ending Org Range to report. Click Help for a list of valid entries.

Side Menu - Earnings/Deductions Proof

Define Establishes the format of the Proof report. Output Runs the Proof report. Does not require Define provided the report options

are already set up. The program checks that the recalculation of employee amounts was

performed correctly. If any errors are encountered, the program displays a message box telling you which employees did not recalc properly.

It also checks for out of balance earnings and deductions based on a verification of all pay or deduction lines. If the figures do not agree, you will see a boxed error message of either “EARNINGS OUT OF BALANCE” or “DEDUCTION OUT OF BALANCE” and the proof will not complete successfully. This could be caused by deferring Auto-Recalc in Earnings/Deductions F/M based on Control & Run Control setting under Installation Parameters.

A variety of serious errors can produce the following error message, “Serious

Errors Final Proof cannot be run.” In this case, run the Error report or return to File Maintenance to Output the errors.

Exit Returns to the Payroll Processing menu.


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Proof Options

A Final Proof uses the Detail format. Includes a “count of teachers” (based on non-zero pay where the primary job is defined as a teaching position in Job Class) on the last page. Ends with a list of all the employees with positions that are over budget. B Detail Proof Contains information on Earnings, Deductions, Net Pay, and various Gross Amounts. When a Benefits-Only employee is processed, the line “BENEFITS ONLY EMPLOYER TOTALS,” will appear on the Proof Report below EMP TOTALS and EMP GROSS. For benefits-only employees it shows the total employer share for that check. The Earnings Summary page will not include benefits-only employees in the total count. Ends with a list of all the employees with positions that are over budget. On the Deductions Summary page, if there are benefits-only employees in the payroll, a line, "BENEFITS ONLY EMPLOYEES,"will show under "TOTAL PRE-NOTES." It gives the total number of employees and the total employer amount of the benefits-only employees. Note: the benefits-only employer amounts will also be included in the deduction summary and other proof types that report employer amounts, such as the Totals Report and the G/L Detail and Summary proofs. C Error Report - Lists payroll errors. D Condensed Proof E Earnings Proof Ends with a list of all the employees with positions that are over budget. F Summary Only Includes a summary of period pay (from the file used for checks) G Totals Only H Exceptions Only Prints the employees whose pay or deductions were updated in Earnings/Deduction File Maintenance. I Civil Service Report (New York Customers only) When Output is selected, a screen displays to define the report. “District Retirement Code” is user-assigned. “Include Signature Text” press <Ctrl-T> to view/update/import text associated with the payroll). Assign a “Report Title”. Enter a “Reporting County Code”; Click Help for a list of valid entries. You can exclude specific pay types from the report. For example you could exclude overtime by entering the overtime pay type in the “From” and “to” fields.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions Proof prpyddpf The Output is 132 characters wide and lists the employee retirement number, name, SSN, title, type, annual and actual contract amount, and biweekly gross amount, with a totals section, and optionally the sign-off page.

J Billable Pay Report This report lists the employees who are scheduled to receive “billable” pay and the AR Customers who should be billed for it. The report lists the dates and hours the employee worked, the rate of pay, and amount to be paid the employee, along with a grand total. The billable pay would have been entered through the Earnings/Deductions F/M program. K G/L Pay Distribution Detail For pay only (not deductions), in detail prints pay by G/L Account. L G/L Pay Distribution Summary Shows pay allocations to GL Account. M Pay by Work Location For pay only (not deductions), prints pay based on Work Location. Prints GL Account, Location, Org, Employee Number, SSN, Name, Hours and Amount. Sorting is done by Fund, Org, Obj, Project. Pay and accounting summaries appear on the last two pages of the report.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions Proof prpyddpf N Detail Proof by GL Account Prints Org, Object, Project, Employee, Pay Type, Rate, Hours, Amount, Taxes and Other Deductions. If an employee has null values in the deduction amount, employer amount, or gross amount on a deduction record, then a zero will be used on the report. You must run an error report to find and correct errors like these. O Summary Proof by GL Account Prints a summary of Org, Object, Project, Employee, Pay Type, Rate, Hours Amount, Taxes and Other Deductions. Q Clerk Audit When Output is selected from the ring menu, the following screen appears.

Leave “Clerk ID” blank for all employees, or enter a specific clerk’s identification number.

Select Output to run the report. It shows, by clerk, all the changes that were made to pay lines through Earnings/Deductions File Maintenance in this run and warrant. For each pay line change, it shows the employee, pay, job and G/L account as well as the hours, rate and amount. The program then shows the total by clerk as well as a grand total for all clerks. S Pay by work Loc and Org/Obj Prints the Payroll Type and Org descriptions. The Social Security Number does not appear on this report. T Certification Exception Report For each employee on the report it shows pay type, rate, hours, amount GL account codes taxes and other deductions.


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PAYROLL PROCESSING FUNCTIONS Earnings/Deductions Proof prpyddpf U G/L Available Budget Detail V G/L Available Budget Summary Organizes the report by GL account rather than by employee. Gives account total, fund total and grand total.


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PAYROLL PROCESSING FUNCTIONS Payroll Vendor Processing prprocve

Payroll Vendor Processing This program is used to assemble vendor check amounts across one or more payrolls, as a preview of payments to vendors. Access to detail data is available for view and file maintenance processing. This program contains three screens of detail, each screen containing more detail than the next to assist the user in determining whether maintenance is needed to employee deductions. Note: This program cannot be accessed if the payroll run is a void/manual payroll run. The first screen is used to view vendors, at a summary level, that are to be included in the current payroll process. Each vendor’s totals are displayed, including both the current payroll and any accumulations from prior payrolls.

Screen Layout – Payroll Vendor Processing


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PAYROLL PROCESSING FUNCTIONS Payroll Vendor Processing prprocve Field Description Vendor Number The “Vendor Number” linking the deduction to a vendor and thus

enabling the system to process Vendor Checks/Invoices. Check/Invoice Identifies the check type established in the Deduction/Benefit

Master. For vendor checks, type “B”. Employee Amount The total employee deduction amount due to the vendor from the

payroll runs. Employer Amount The total employer deduction amount due to the vendor from the

payroll runs.

Toolbar Menu – Payroll Vendor Processing

See page 4 for more information on Toolbar buttons.

Browse Lists all of the records in the active set.

Output Prints the active set. The report, called the “Vendor Proof Summary” is 80

characters wide and lists by vendor each Deduction, its corresponding Run and Warrant numbers, and the total employee and employer amounts.


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Side Menu - Payroll Vendor Processing Remove Two options are available: A) Remove This Vendor From Current

Processing Only (deferred for a subsequent future vendor check process); or B) Remove This Vendor From Vendor Processing (current payroll run + prior payroll runs – these records will then no longer be available for vendor processing). Note this will also blank out this vendor number in any deduction master records with this vendor number.

Option B is unavailable if the Employee Update step has been completed.

Global Re-selects all vendor records subject to processing, essentially undoing the Remove. Note: This option is “hidden” (thus not executable) if the Employee Update step has been completed.

Detail For the selected vendor, displays a screen showing detail concerning the

Deduction Code(s) for a given Run Number and Warrant. Note: Deductions marked to have the escrow liquidated are included in the processing.


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Field Description Vendor Vendor number. Deduction The Deduction Code for the vendor. Employee Amount

The total employee deduction amount due to the vendor from the payroll runs.

Employer Amount

The total employer deduction amount due to the vendor from the payroll runs.

From Run Number

The beginning Payroll Run Type that will be included in the active set. For all payrolls for this vendor leave blank.

From Warrant The beginning Warrant that will be included in the active set. For all payrolls for this vendor leave blank.

Browse Lists all of the records in the active set.


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Child-Support Checks each vendor and deduction in the active set and reports the

child support amounts. Only records with child support deductions (calc code 52) are included in the report.

Credit Garnish

Prints a report that checks each vendor and deduction in the active set and reports the creditor garnishment amounts. Only records with creditor garnishment deductions (calc code 50) are included in the report.

Remove Removes a particular Deduction Code from current payroll processing (i.e., not generate an amount from that Deduction Code).

Detail For the selected vendor, Deduction Code, Run Number, and

Warrant, displays the employee detail level of information.


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PAYROLL PROCESSING FUNCTIONS Employee File Update prempupd

Employee File Update

This program is used to update for the current payroll. The following actions occur: • Updates Employee Accumulators for this run/warrant. When an employee’s year-to-date

earnings or deductions do not match the gross accumulators, a recalculation takes place automatically. Note: Up to 31 period deductions are allowed.

• Updates Employee Accrual History records and the Employee Accruals Table. • Builds employee pay history and deduction history. • Splits and charges to work GL accounts. (Actual posting to the GL System is done by the

GL Distribution Journal.) • Verifies, corrects, and builds any vendor/invoice amounts. • Updates the Position File expended field. • Verifies Pay Allocation Codes. If the verification fails, the user must correct them.

No permanent files are updated from a payroll until this process is run. This program preserves the vendor check information in the event a reverse and reprint becomes necessary. Employee files should be updated immediately after an error-free final EARNINGS/DEDUCTIONS PROOF has been run. An option called Reverse-Update is available if the update needs to be reversed to restore the payroll to its original state prior to the update. Partial-day vacation/sick earning is allowed through an earn method of “02”. Calculation is as follows: Because days are earned only in whole amounts, if a person earns 0.6 days per pay period and starts with zero earned in the first pay period, his/her employee accrual record will not show anything earned after the payroll is run. However, he/she will earn another 0.6 days in the second pay period, which will bring his total to 1.2 days. At this point, one day earned will show on his/her employee accrual table and the partial amount of 0.2 days will be stored behind the scenes. Payrolls from then on will accrue only in whole amounts.


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Screen Layout - Employee File Update

Side Menu - Employee File Update

Update Updates employee files. While the update is taking place, the employee number being processed displays beside of the processing messages pictured on the screen above.

Note: The ring menu has an option, Restart-Update, which is available only if the Update-Employees step stops before the update process has completed. The Restart option will determine where the process stopped (which employee/check, what stage and in some cases, which pay, deduction or accrual). Depending on the stage, the program will: 1. back out what has already been done for the record that was

being updated when the process stopped and reprocess the record

2. continue updating the record.

Then the program then continues processing to the last record. An audit trail is saved that you can either print or spool. It shows exactly what steps were taken to restart the update process.

Reverse Reverses all actions done through “Update-Employees”. If checks/advices

have been printed, the message displays, “Remove check records also?”


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“Y”es removes all checks for this run and warrant and the “Comp” flag on the Payroll Status screen is set to “N”. “N”o keeps the records intact and the “Comp” flag on the Payroll Status screen is set to “Y”.

Example #1: “Update-Employees” has been done but the direct deposit

deadline with the bank is missed. Checks must consequently be issued to employees who normally have direct deposit. A Reverse-Update can be done, restoring the payroll. Then return to Earnings/Deductions F/M, remove the direct deposit deduction records, correct what was “wrong”, and re-run the Final Proof and Update-Employees functions.

Example #2: Checks are printed but you forgot to update the Tax Tables

beforehand. Run Reverse-Update. In Earnings/Deductions F/M, correct/add new a new set of Tax Tables, recalculate all employees, then continue with the proof, etc.

Note: The Final Proof sets a “lock” which is held until the Update Employees

function is successfully completed. This lock prohibits another Final Proof from being run. This lock can be lifted via Control File Maintenance.


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PAYROLL PROCESSING FUNCTIONS Direct Deposit Advices pradvice

Direct Deposit Advices

This program is used to print or reprint payroll advices for the current payroll. It is run after Employee File Update and before GL Distribution Journal/Update. An advice is similar to a check, and is printed instead of a check for each employee who has 100% of his/her pay directly deposited in a financial institution. This program is run after Employee File Update and before GL Distribution Journal/Update. On direct deposit advices, the current deductions total will not include the direct deposit deduction, and net pay will equal the amount of the direct deposit transfer. A number of check/advice factors are established in the P/R Processing Options in the Payroll Control file. These are as follows: Check Format [ ] Deposit Advice Format [ ] Check/Advice Sort Seq [ ] Print FYTD Earnings [ ] Suppress Check No [ ] Accrual Print Format [ ] (S)tandard, (N)one, (D)etail) Accrual Balances Print [ ] [ ] [ ] [ ] [ ] [ ] Check Message(s) To Be Printed [ ]

Some of what prints on the check/advice or stub is established in the Payroll Control file, Installation Parameters, Check Options. The Check Options from that file are shown below. Check Options: Print Employee # on Checks/Adv [ ] Print Name on Check/Advice Stub [ ] Fiscal YTD Gross on Check Stub [ ] Print Annual Salary on Stub [ ] Direct Deposit Net = zero [ ] Separate Print Task for Dir.Dep [ ] Marital Status/Exempt on Stubs [ ]

The Pay Type Code file determines the following two check/advice printing factors: Print (R)ate/(S)alary on Check [ ] Print Hours on Check [ ]

Employee File Update must be run before advices can be printed.


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PAYROLL PROCESSING FUNCTIONS Direct Deposit Advices pradvice

Screen Layout - Direct Deposit Advices

Field Description Check Date The date that will be printed on the advices, as well as the date that

was already assigned to payroll history. Changing this date now will not change the date already assigned to history.

Pay Period End Date The last day of the current payroll as established in Payroll Status/Start/Change. It cannot be changed because Employee File Update has been run. This date prints on the advice.

Checking Acct Org/Obj The payroll cash account Organization Code that defaults here from the payroll “Control & Run Control Data” program and can only be changed by accessing that program.


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PAYROLL PROCESSING FUNCTIONS Direct Deposit Advices pradvice Check/Advice Type The advice format that your site uses for its check/advice forms.

This field defaults from the payroll “Control & Run Control Data” program. If this entry is incorrect, it can be changed temporarily here, or more permanently in the Control & Run Control Data program. Click Help for a list of valid entries. B BOCES (CUSTOM) E STATEMENT OF EXPENSE (CUSTOM) K LASER FORMAT VIA CARTRIDGE L LASER - STANDARD R RICHLAND TRIFOLD (over 20 deductions can print, no accruals. Prints gross wages from the year-to-date summary earnings.) M PRIOR MUNIS STANDARD S STANDARD T TRI-FOLD CHECK U STD CHK/DD ADDR FROM SYSREC (like MUNIS

Standard but when printing advices, it will print the employer address on lines 3-6.)

X CHECK EXPORT FILE (contact CCS support for file layout information)

If “Print Annual on Stub” is set to “Y” in the Control File, it will print on the line above Total Pay for check types S, L and K.

Check/Advice Sort Seq The sort sequence when printing advices. Click Help for a list of valid entries.

Starting Check # The number of the first advice/check form that the printer will print on when Print, Reprint, or Align is chosen. If this advice/check is used for an alignment pattern, it will automatically be flagged as an “alignment check” (similar to a “void”).

Number of Chks/Advices to print

Defaults to the count displayed in “Total number to print” but you can change it to the number of checks desired.

Total number to print The number of checks left to be printed, including vendor checks. For display only.

REPRINTS: Start/End Old Check Number

The first and last check number in the range of checks to be reprinted. This field is only accessible when “Reprint” is chosen.

Two line message to print

The message to be printed on the stub. This message defaults from the payroll “Control & Run Control Data” program. It can be temporarily overridden here or permanently changed in Control & Run Control Data.


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PAYROLL PROCESSING FUNCTIONS Direct Deposit Advices pradvice 30 char message to print The message that prints on the advice. It can be temporarily

changed here or permanently changed in Control & Run Control.

Side Menu - Direct Deposit Advices Change The following fields can be changed with this option: “Check Date”,

“Check/Advice Type”, “Print YTD on check stub?”, and “Starting Check Number”.

Align Prints a single test advice to ensure the form is properly aligned in the printer.

Every time you print an alignment pattern, the check number used is automatically flagged as “alignment check” (similar to a “void”).

Print Prints the final direct deposit advices. Reprint Used to reprint a range, or all, of the advices that were already printed for this

payroll. This option might be chosen if the printer jammed when Print was running. If the printer jams, take it off-line and remove the forms. If there are just a few advices left, replace with blank paper, allow printing to complete, then select Reprint. For several advices remaining, cancel the print job, clear the printer buffer, then select Reprint.

Test Performs a test printing of all the advices. Advices print exactly like they

would when Print is chosen, but check numbers are not assigned and files are not updated. There is an option to limit the number of test advices printed.



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PAYROLL PROCESSING FUNCTIONS Direct Deposit Register/Media pradvreg

Direct Deposit Register/Media

This program is used to print and/or create a file of net pay amounts for all employees that have 100% of their pay directly deposited. Employees that are listed here do not print on the Check Register because they do not get a paycheck. If a file is to be created, this file can be transferred by modem or copied to a tape and given to the banking institution. Employee File Update must be run before this program can be selected.

Screen Layout - Direct Deposit Register/Media

Field Description Company Name Your organization’s name. Company Bank Code The code assigned to the bank in the Bank/Credit Union Table. Company Descriptive The company descriptive date.


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PAYROLL PROCESSING FUNCTIONS Direct Deposit Register/Media pradvreg Date Company Discretionary Data

The discretionary data to appear on the tape file.

Company Entry Description

Almost always contains the word “PAYROLL”, but some sites require site specific text.

Customer Checking Acct #

Enter your checking account number for the debit entry.

Reference Code The reference code for the tape file. Tax ID The tax identification number. Origin/Sending # The number assigned to the bank by the clearing house. Transit/Routing # The number assigned to the bank/credit union from the Bank/Credit

Union Table. Origin/DFI Ident Your Origin/DFI identification. Batch Number The batch number to appear on the output file. Effective Entry If entered, this date will be used for the required date. If this field

is left blank, the check date will be used. Employee File Enter the employee Automated Clearing House (ACH) Filename. Vendor File Enter the vendor Automated Clearing House (ACH) Filename. Use Origin/Send # Click in the box (check mark) to use the origin/send # for the

immediate origin on file. If left blank, the Tax ID # is used. Create Debit Entry Click in the box to create an employer debit entry, thus generating

offsetting debit entries for your checking account. Include Line Feeds Click in the box (check mark) to include line feeds. Page Break on Bank Click in the box (check mark) to insert a page break on changes in

the bank code. Preview ACH File Display or print Automated Clearing House (ACH) file for

preview. Use Tape Mag Media Click in the box (check mark) to submit the Automated Clearing

House (ACH) file on the tape mag media. Serial Number The tape serial number. File ID Number The tape file identification number. Owner Code, System Code

The tape owner code and tape system code.

Create Date, Expire Date

The tape creation date and tape expiration date.

Side Menu - Direct Deposit Register/Media

Define Changes or establishes the report/file-tape options.


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PAYROLL PROCESSING FUNCTIONS Direct Deposit Register/Media pradvreg Register For the current payroll, prints or displays a list of employees who have their

full net pay deposited electronically. Bank-Report Generates an electronic fund transfer register. The bank name is listed at the

top of the report. File-Tape Generates a direct deposit file or tape. Vendor-Report This option enables you to generate an EFT (Electronic File Transfer) register

report. X=Vendor File This option produces an ACH (Automated Clearing House) mag media file

that is created in accordance with the 1999 ACH Rules Guide.

When a Vendor is paid by ACH through Direct Deposit Register/Media (by selecting option X=Vendor File) the program checks Vendor ACH Addenda Record Maintenance to verify that the vendor has an Addenda Record associated. If not, no Addenda (type “07”) ACH Record is created for that vendor. If an Addenda Record exists, and if garnishments (Calc Code 50, 51, or 52 deductions) are paid to that vendor, the employee, name, SSN and garnishment Case Number (from the Employee Deductions Garnishment screen) are populated in the Addenda Record.

Override Flds Use to override information on the ACH (Automated Clearing

House) file that defaults from fields in the DIRECT DEPOSIT REGISTER/MEDIA program.

Field Description


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PAYROLL PROCESSING FUNCTIONS Direct Deposit Register/Media pradvreg

Immediate Destination

This will override the “Transit/Routing” # field on the main screen.

Immediate Origin This will override the “Tax ID” field (or “Origin/Sending #” field, if “Use Origin/Send #” is selected) on the main screen.

Immediate Origin Name

This will override the “Company Name” on the main screen.

Company ID (Batch Header)

This will override the “Tax ID” field.

Company ID (Batch Control)

This will override the “Tax ID” field.

Originating DFI ID (Batch Header)

This will override the “Origin/DFI Indent” field on the main screen.

Originating DFI ID (Batch Control)

This will override the “Origin/DFI Indent” field on the main screen.

Ind ID Number (Debit Entry)

This will populate the “Identification Number” field on a debit entry record.

Custom Header Used by implementers when setting-up a direct deposit process. You

may define three separate header records that will automatically be added to the direct deposit file. Each custom header record can list a maximum of 70 characters, listing specific information regarding each site and the bank where the files are submitted. The “Use Tape Mag Media” box in the DIRECT DEPOSIT REGISTER/MEDIA must be unchecked (set to No) for the information from DIRECT DEPOSIT to appear in the mag media file.



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PAYROLL PROCESSING FUNCTIONS Payroll Check Processing prchecks

Payroll Check Processing

This program is used to print or reprint payroll checks for the current payroll. It is run after EMPLOYEE FILE UPDATE and before GL DISTRIBUTION JOURNAL/UPDATE. Sixteen deductions print on the paycheck stub; any remaining deductions are summed with the total put on the stub. This program also prints YTD pay and deduction amounts on the check stub for pay and pay deductions that are not included in the payroll if they are flagged to print YTD amounts. A number of check/advice factors are established in the P/R Processing Options in the Payroll Control file. These are as follows: Check Format [ ] Deposit Advice Format [ ] Check/Advice Sort Seq [ ] Print FYTD Earnings [ ] Suppress Check No [ ] Accrual Print Format [ ] (S)tandard, (N)one, (D)etail Accrual Balances Print [ ] [ ] [ ] [ ] [ ] [ ] Check Message(s) To Be Printed [ ]

Some of what prints on the check/advice or stub is established in the Payroll Control file, Installation Parameters, Check Options. The Check Options from that file are shown below. Check Options: Print Employee # on Checks/Adv [ ] Print Name on Check/Advice Stub [ ] Fiscal YTD Gross on Check Stub [ ] Print Annual Salary on Stub [ ] Direct Deposit Net = zero [ ] Separate Print Task for Dir.Dep [ ] Marital Status/Exempt on Stubs [ ]

The Pay Type Code file determines the following two check/advice printing factors: Print (R)ate/(S)alary on Check [ ] Print Hours on Check [ ]

As the checks are printing, check numbers that were created in the Employee File Update step, are added to the employee’s Earnings and Deduction history. Reprinting checks also automatically flags the old check number as a “reprint” (similar to “void”). The description for the pay type established in Pay Type Codes prints on the pay line. Either the hourly rate, period salary, or the contents of the “Abbrev” field in Pay Type Codes prints. Also, if any comments for a pay line were entered in Time and Attendance or Earnings Deductions F/M, these are printed one line below the pay line. As many descriptions will be printed as fit without printing over an actual pay line.


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PAYROLL PROCESSING FUNCTIONS Payroll Check Processing prchecks It is possible to specify the number of checks to be printed. This allows a large check run to be split across multiple laser printers. It also solves the problem of small batches of check forms that are not in a contiguous series.

Screen Layout - Payroll Check Processing

Field Description Check Date The date that was already assigned to payroll history. Changing

this date now will not change the date already assigned to history. Based on a “Check Date/Period Ending Date” flag in the Control file, the check stub, for Laser and Standard checks, will print the check date if the flag is “C”. If the flag is “P” or if blank the check stub will print the Period Ending Date as usual.


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PAYROLL PROCESSING FUNCTIONS Payroll Check Processing prchecks Pay Period End Date The last day of the current payroll as established in Payroll

Status/Start/Change. It cannot be changed because Employee File Update has been run. This date prints on the check.

Check Account Org/Obj The payroll cash account Organization Code that defaults here from the payroll “Control & Run Control Data” program and can only be changed by accessing that program.

Check/Advice Format

The check format that your site uses for its check forms. This field defaults from the payroll “Control & Run Control Data” program. If this entry is incorrect, it can be changed temporarily here, or more permanently in the Control & Run Control Data program. Click Help for a list of valid entries. B BOCES (CUSTOM) E STATEMENT OF EXPENSE (CUSTOM) K LASER FORMAT VIA CARTRIDGE L LASER - STANDARD R RICHLAND TRIFOLD (over 20 deductions can print, no

accruals. Prints gross wages from the year-to-date summary earnings.)

M PRIOR MUNIS STANDARD S STANDARD T TRI-FOLD CHECK U STD CHK/DD ADDR FROM SYSREC (like MUNIS

Standard but when printing advices, it will print the employer address on lines 3-6.)

X CHECK EXPORT FILE (contact MUNIS support for file layout information)

If “Print Annual on Stub” is set to “Y” in the Control File, it will print on the line above Total Pay for check types S, L and K.

Laser Cartridge Code Only accessible if the “Check/Advice Format” is “K – LASER FORMAT VIA CARTRIDGE” or “L” (Laser Standard). This option allows you use custom laser cartridge formats with unique graphics and signatures for the varying entities at your site. Click Help for a list of valid entries. You can create and/or maintain these formats via the <Ctrl-T> keystroke in the “Laser Cartridge Code” field. <Ctrl-T> in this field displays the following screen.


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Note: The cartridge codes are initially created in PAYROLL MISCELLANEOUS CODES, but are formatted in the <Ctrl-T> screen above. The “Lines per laser form” field determines how many “Command” lines are to be used for the given “Laser Cartridge Code”. Each of these command lines can contain up to 70 characters of code that are used to create the unique graphics and signature on the cheeck.

Check/Advice Sort Seq The sort sequence when printing checks. Click Help for a list of valid entries.

Starting Check Number The number of the first check form that the printer prints when Print, Reprint, or Align is chosen. If this check is used for an alignment pattern, it will automatically be flagged as an “alignment check” (similar to a “void”).

Number of Chks/Advices to print

Defaults to the same check count as in the “Total number to print” field but you can change it to the number of checks desired.

Total number to print The number of checks left to be printed, including vendor checks. REPRINTS: Start/End Old Check #

The first and last check number in the range of checks to be reprinted. This field is only accessible when “Reprint” is chosen.

2 Line Message to Print on Check/Advice Stub

The message to be printed on the stub. This message defaults from the payroll “Control & Run Control Data” program. It can be temporarily overridden here and permanently changed in Control & Run Control Data.

Message to Print on Check/Advices

The message that prints on the check. It can be temporarily changed here or permanently changed in Control & Run Control.


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Side Menu - Payroll Checks Change The following fields can be changed with this option: “Check Date”,

“Check/Advice Type”, “Print YTD on check stub?”, and “Starting Check Number”.

Align Prints a single test check to ensure the form is properly aligned in the printer.

Every time you print an alignment pattern, the check number used is automatically flagged as “alignment check” (similar to a “void”).

Print Prints the final checks. Reprint Used to reprint a range, or all, of the checks that were already printed for this

payroll. This option might be chosen if the printer jammed when Print was running. If the printer jams, take it off-line and remove the forms. If there are just a few checks left, replace with blank paper, allow printing to complete, then select Reprint. For several checks remaining, cancel the print job, clear the printer buffer, and then select Reprint.

Test Performs a test printing of all the checks. Checks print exactly like they

would when Print is chosen, but check numbers are not assigned and files are not updated. There is an option to limit the number of test checks printed.

Delete Use if the program generate process does not complete successfully and it

becomes necessary to remove the checks ready for printing from the file. Exit Returns to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS Check Register prchkreg

Check Register

This program is used to print a list of all checks associated with this payroll. The first section lists the payroll checks in check number order. The second section lists voided checks, including reprints and alignment check. An asterisk on the report notes a gap in the sequence of check numbers. The report includes all checks that have the same “Payroll Run type” and ‘Warrant number” as the current payroll set. For sites where direct deposits and checks are printed in the same task, the output from this program includes direct deposits. Payroll Checks must be printed before this program can be selected.

Screen Layout - Check Register


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PAYROLL PROCESSING FUNCTIONS Check Register prchkreg Field Description Check Date The date that is printed on the checks as well as the date that was already

assigned to payroll history. Informational, no access. Pay Period End Date

The last day of the current payroll as established in Payroll Status/Start/Change.

Check Account Org/Obj

The payroll cash account Org and Obj code that was used in this payroll run.

Output Types Desired

The desired output type: “S”tandard, “M”agnetic Media, or “B”oth.

Magnetic Media Format

The magnetic media format required by your financial institution. Click Help for a list of valid entries.

Bank Number The bank code of the desired bank from the Bank Code file in Auxiliary Programs. Click Help for a list of valid entries.

Bank Account Number

Enter an account number (up to 13 digits).

Mag Media W/Line Feed

Enter “Y” to have a line feed after each record.

Include G/L Account?

This field is accessible if the Output Type is S or B. It determines whether to include a breakdown of gross amounts for each check by G/L account.

Print Text?

This field is accessible if the Output Type is S or B. Determines whether to include text at the end of the report. Press <Ctrl-T> to view/change text.

Print Location If left blank, no description will print on the check register. If you enter “1” the Primary Location for the employee will print; if “2” the Work Location will print.


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PAYROLL PROCESSING FUNCTIONS Check Register prchkreg

Side Menu - Check Register Define Use to establish the output options. Output Use to output the check register. Exit Returns to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS Deduction Mag Media & Report prcumagm

Deduction Mag Media & Reports

This program creates a magnetic media file of selected deductions (i.e., Tax Shelter & Annuities, Credit Unions, etc.) that can be transferred via modem or copied to a tape and given to the banking institution. There are a number of various magnetic media formats to select.

This program cannot be run until Employee File Update has been processed. When this program is called from the Payroll Processing menu, the following screen appears listing all of the available deferred compensation formats.

Screen Layout - Deduction Mag Media & Reports


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PAYROLL PROCESSING FUNCTIONS Deduction Mag Media & Report prcumagm Non-ACH Direct Deposit Report: If option “Non-ACH Direct Deposit Report” is selected, it will print a report created for sites that do not do their direct deposit through an Automated Clearing House (ACH) but instead send their information directly to the various banks.

Toolbar Menu - Deduction Mag Media & Reports

See page 4 for more information on Toolbar buttons.

Side Menu - Deduction Mag Media & Reports Define When selected the cursor is positioned in the field, “Mag Media Format”

where you can type your selection from the list. When the selection is made, a screen, specific to that selection appears. As an example, the screens for Detroit Federal Credit Union and BB&T appear below.


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PAYROLL PROCESSING FUNCTIONS Deduction Mag Media & Report prcumagm

Output Generates the mag media file, automatically entering the path & file name at the bottom of the screen when the Output is complete.

Exit Return to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS G/L Distribution Journal Update prjournl

G/L Distribution Journal/Update

This program must be run in order to update the journal entries associated with the current payroll to the appropriate accounting ledgers. This is done by printing the report and, if there are no errors, performing the update. If there are errors, the fix option can be selected before updating, so that any error can be corrected manually. Employee File Update and Payroll Checks/Direct Deposit Advices must be run before you can run this program. This program generates an ASCII export file of invoices for vendors that are set up with deductions to be invoiced (the Chk Type in the Deduction Master = “I”). The file is created after the journal entries are created and can then be brought into Accounts Payable using the ASCII Invoice Import program on the Invoice Processing menu of Accounts Payable.

Screen Layout - G/L Distribution Journal/Update

Field Description Posting Date The date that will be used for the debits and credits to the

accounting ledgers when the update is performed. Posting Reference The entries in these fields become part of the journal entry record

in the accounting ledgers. Any code can be used. Consider using your first and last initials followed by today’s month and day, e.g. MC1125.


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PAYROLL PROCESSING FUNCTIONS G/L Distribution Journal Update prjournl Posting Year The accounting fiscal year that the journal entries should update.

This defaults from the G/L Parameter Table. Posting Period The accounting period numbers that the journal entries should

update. This defaults from the G/L Parameters Table. Percent You must define a percentage to allocate the journal entries across

two periods. The percentages must add up to 100%. If the post period and posting year or the posting reference is the same for both entries, the user is warned.

Side Menu - G/L Distribution Journal/Update

Define Establishes the update parameters. If desired, you can divide a payroll’s

journal entries into two entries. Thus there are two reference fields, two posting years, posting periods and percent. For both entries, the posting year and period will be the same and the percent must be divided so that the two fields total 100.

If the Cash Flow module is turned on, the Define screen will include a field

for the Cash Flow Reference Code. The code is required and will update the corresponding cash flow record with the amount of cash used for the payroll.

Output-Post Includes the option to update the journal entries to the accounting ledgers.

The expenditure and journal reports print sorted by Fund and Org. Total debits and credit print after each Fund. A grand total prints at the end of the journal entry section of the report.

If your payroll includes invoices for vendors that are set up with deductions to

be invoiced (the Chk Type in the Deduction Master = “I”), an ASCII Invoice file is created after the output is completed. The path and filename are displayed at the bottom of the screen. This is the path and file name you will need to import the file into the ASCII Invoice Import program on the Invoice Processing menu of Accounts Payable.


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PAYROLL PROCESSING FUNCTIONS G/L Distribution Journal Update prjournl Fix If Output is selected and errors are found, Fix will correct these errors. When

Fix is selected, the following pop-up window displays.

Find Click <F> to find the GL accounts that are incorrect. (Find

followed by Esc will create an active set of all of the errors.) Next Click <N> for the next record in the active set. Prev Click <P> for the previous record in the active set. Browse Click <B> for all the errors in the active set. Select by line number. Update Click <U> to select. All of the fields except the last display

information. Update positions the cursor in the last field “New Org/Object/Project” where you can enter the correct GL Account. Click Help for a list of valid entries.

Exit Return to the G/L Distribution screen and go back to the Output

step now that the accounts have been fixed.



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PAYROLL PROCESSING FUNCTIONS G/L Distribution Journal Update prjournl

Payroll Journal Entries (Distribution Journal)

Assume: Total Pay of $100,000; Total Employee Withholdings of $40,000; Total Net pay of $60,000; Total Employer-share expenses of $10,000 Also assume that all deductions and expenses are handled in the same manner, for the specific example cited. Example 1: Everything in the same Fund (Fund 1). Fund Account Reason Debits Credits 1 Salaries 100,000 1 Expenses 10,000 1 Cash Net Pay 60,000 1 Liabilities Employee W/H 40,000 1 Liabilities Employer share 10,000 Totals for Fund 1: 110,000 110,000


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PAYROLL PROCESSING FUNCTIONS G/L Distribution Journal Update prjournl Example 2: Same as 1, except that 25% of Salaries and Expenses are charged to Fund 2. In

this example, the Liability account(s) are kept in the same fund as the Cash account, which is commonly done. This is done by setting the Control File “Liabilities by Fund” to “N”, and leaving the Deduction Master “W/H Org” blank.

Fund Account Reason Debits Credits 1 Salaries Fund 1; 75% 75,000 1 Expenses Fund 1; 75% 7,500 1 Cash Net Pay 60,000 1 Liabilities Employee W/H 40,000 1 Liabilities Employer share 10,000 2 Salaries Fund 2, 25% 25,000 2 Expenses Fund 2, 25% 2,500 1 Due From Fund 2, Salaries 25,000 2 Due To Fund 1, Salaries 25,000 1 Due From Fund 2, Expenses 2,500 2 Due To Fund 1, Expenses 2,500 Totals by Fund: Fund 1 110,000 110,000 Fund 2 27,500 27,500


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PAYROLL PROCESSING FUNCTIONS G/L Distribution Journal Update prjournl Example 3: Liabilities by Work Fund. In this scenario, the funds in which employees’

salaries are charged are used to prorate the Withholdings (Liabilities). Assume a 75/25 split of earnings to 2 funds (like Ex 2). To set this up, set the Control File “Liabilities by Fund” to “Y”, and leave the Ded-Master “W/H Org” blank.

Fund Account Reason Debits Credits 1 Salaries Fund 1; 75% 75,000 1 Expenses Fund 1; 75% 7,500 1 Cash Net Pay 60,000 1 Liabilities Emp’e W/H; 75% 30,000 1 Liabilities Emp’r share; 75% 7,500 2 Salaries Fund 2, 25% 25,000 2 Expenses Fund 2, 25% 2,500 2 Liabilities Emp’e W/H; 25% 10,000 2 Liabilities Emp’r share; 25% 2,500 1 Due From Fund 2, Salaries 25,000 2 Due to Fund 1, Salaries 25,000 1 Due From Fund 2, Expenses 2,500 2 Due to Fund 1, Expenses 2,500 2 Due From Fund 1, Liabilities 12,500 1 Due to Fund 2, Liabilities 12,500 Totals by Fund: Fund 1 97,500 97,500 Fund 2 40,000 40,000


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PAYROLL PROCESSING FUNCTIONS G/L Distribution Journal Update prjournl Example 4: Same as 1, except that all Liabilities are kept in a special fund separate from the

cash fund. This is common in New York (Trust & Agency Fund). Set “Liab by Fund” to “N”; set Ded-Master “W/H Org” to the Trust Fund.

Fund Account Reason Debits Credits 1 Salaries 100,00 1 Expenses 10,000 1 Cash Net Pay 60,000 3 Liabilities Employee W/H 40,000 3 Liabilities Employer share 10,000 3 Due From Fund 1, W/H 40,000 1 Due To Fund 3, W/H 40,000 3 Due From Fund 1, Emp’r Share 10,000 1 Due To Fund 3, Emp’r Share 10,000 Totals by Fund: Fund 1 110,000 110,000 Fund 3 50,000 50,000


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PAYROLL PROCESSING FUNCTIONS Detail Distribution Report prdistrp

Detail Distribution Report

This program prints the breakdown by Work Location and Organization Code of employee salary expense and/or employer share of deductions. It includes Object Codes and can include each employee name if desired. It provides a detailed preview of what will be updated to the G/L expense account.

Screen Layout - Detail Distribution Report


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PAYROLL PROCESSING FUNCTIONS Detail Distribution Report prdistrp Field Description Report Seq /Order The order in which to print the report. Click Help for a list of valid

entries. The following choices are available: A LOC/ORG SUMMARY B EMP NAME C LOC/ORG/EMP NAME D LOC/ORG/EMP # E ORG/EMP NAME F PROJECT/EMP NAME

Page Break by Org If you have selected “E” in “Report Seq” you can enter “Y” to have the page breaks come between Orgs.

Object Code totals by Org

If you have selected “C”, “D”, or “E” in “Report Seq” you can enter “Y” to print object code sub-totals by org.

Page Break by Project If you have selected “F” in “Report Seq” you can enter “Y” to have page breaks come between Projects.

Incl Empe Earn (Y/N) Enter “Y”es to include the employee earnings on the report. Enter “N”o to print only the employer shares of deductions on the report.

Incl Empr Share (Y/N) Enter “Y”es to include employer shares of deductions on the report. Note: The program requires a “Y” answer to either include “Employee Earnings” or include “Employer Share”, since there would be nothing to print otherwise.

Print Text If “Y”es is selected the certification text will print. To change the text press <Ctrl-T> to display the screen where the text can be edited.

Print GL-Account Name or Project Name

Enter 'A' to print GL-Account name, or 'P' to print Project name. Active when you have selected “F” in “Report Seq”.

Project Range/ to Use this field to establish a range of projects to limit the records selected for this report and for summary reports. This range shows in the header of the reports.

Side Menu - Detail Distribution Report

Define Use to determine the format and content of the report. Exit Returns to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS Detail State/Local Taxes Report prtaxreg

Detail State/Local Taxes Report

This program prints a report of state and local tax deductions for the current payroll. Data reported on each deduction includes number of employees with this deduction, the total amount of this deduction, and the total earnings associated with this deduction.

Screen Layout - Detail State/Local Taxes Report

Field Description Summary/Detail “S”ummary prints one line for each deduction. “D”etail prints

every employee underneath each deduction type with totals for each employee, and grand totals for each deduction type.

State The state or local code of the deduction that should be printed on the report. Leave this field blank to include all state and local deductions. Click Help to display only those states that are used in the Deductions/Benefits Master for state or local taxes.

Side Menu - Detail State/Local Taxes Report



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PAYROLL PROCESSING FUNCTIONS Deductions Report By Type prdedrpt

Deductions Report By Type

This program prints a report for a specified deduction or range of deductions. A list of employees who have a particular deduction and each employee’s deduction amount is printed underneath each deduction type heading, along with the employer share and employee’s Org, location, and gross amount used as the basis for the deduction. The report also lists the employee deduction limit, limit type (year or fiscal year), and the difference between the two. Nothing printing in these three columns indicates that there is no limit. A zero in the difference column means the limit has been reached. A total is given for each deduction type, as well as a grand total for all deductions included on the report.

Screen Layout - Deductions Report By Type

Field Description Location Range From/To

The starting and ending Location/Dept. to include in the report. To include all locations, leave as defaulted, blank to all-z. Click Help for a list of valid entries.


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PAYROLL PROCESSING FUNCTIONS Deductions Report By Type prdedrpt Org Range From/To The starting and ending Org to include in the report. To include all

Orgs, leave as defaulted, blank to all-z. Click Help for a list of valid entries.

Deduction Range Fr/To The starting and ending deduction to include in the report. Click Help for a list of valid entries.

Report Sequence Enter the letter representing the sorting order to use for the report. Click Help for a list of valid entries. The following choices are available: A DED/SOC SEC # B DED/EMP NAME C LOC/ORG/DED/EMP NAME D LOC/ORG/DED/EMP #

Page Breaks after Deduction?

Enter “Y” to start each deduction at the top of a new page. Enter “N” to have the report print on fewer pages. This field is only available if the report sequence above is either “A” or “B”.

Include Gross Pay? Enter “Y” to include gross pay in the report.

Side Menu - Deductions Report By Type Define Use to determine the format and content of the report. Exit Returns to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS Accrual Activity Report praccact

Accrual Activity Report

Three reports are available within this program: 1. Accruals Activity Report; 2. Accruals Exceeded Report;

3. Accrual Limits Exceeded Report.

The Accruals Activity Report prints in location order. Within each location, each employee and their accrual balances are printed. The Accruals Exceeded Report prints in the same format as the Accruals Activity Report, but prints only accruals that have a negative balance. The Accrual Limits Exceeded Report prints in the same format as Accruals Activity, but prints only accruals limits that have been exceeded.

Screen Layout - Accrual Activity Report


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PAYROLL PROCESSING FUNCTIONS Accrual Activity Report praccact Field Description Type of Accrual Report The type of accrual report to print. Print Employee SSN Set to “Y” to print the employee’s Social Security Number on the

report. Location Range From/To

The range of payroll Location Codes to include on the report (or leave as defaulted, blank - all-z, for all). Click Help for a list of valid entries.

Group Range From/To The range of Group Codes to include on the report (or leave as defaulted, blank - all-z, for all). Click Help for a list of valid entries.

Org Code Range From/To

The range of Org Codes to include on the report. Click Help for a list of valid entries.

Accrual Activity All of the Accrual Types in use at your site will be listed. Enter “Y” next to each Accrual Type to include on the report. Enter “N” next to those to be excluded.

Side Menu - Accrual Activity Report



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PAYROLL PROCESSING FUNCTIONS AR Billing List & Update prarxtra

AR Billing List & Update This program takes employee billable extra pay records in the active Payroll Run Type and Warrant and transfers them to Accounts Receivable where bills/invoices can be generated. Billable pay records are created in the program Earnings/Deductions F/M using the ring-menu option Xtra. Once created, use this program to select the records, and proof and post them in batch mode to Accounts Receivable where invoices can be generated. Note: For insurance company billing, refer to the program Create Employee Ins. Bills on the AR Invoice Processing menu.

Screen Layout - AR Billing List & Update

Field Description Customer The AR Customer Number to be billed for the extra duty. This is

the same number that was entered in “Earning/Deductions F/M” when the extra duty pay record(s) was added.

Employee No The valid Employee Number corresponding to the employee who worked billable hours and whose pay records will be used to bill the customer.


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PAYROLL PROCESSING FUNCTIONS AR Billing List & Update prarxtra Check No Since an employee can have more than one check issued to them

per payroll, the check number on which the extra duty pay is located displays in this field. (The field “Check #” in “Earnings/ Deductions F/M” corresponds with this field. If necessary you could view the record in C=Pay to see if the desired extra duty pay record is located on this Check #.)

Job The job code and description for the extra duty work. Start/End Date The start and end date of the extra duty. Bill Rate The rate at which the customer is to be billed for the extra duty

hours. Hours The number of extra duty hours. Amount The rate times the hours. Batch Number System assigned

Side Menu - AR Billing List & Update

X-Post Posts all the extra duty records to the AR system. This can occur only after

Employee File Update is complete. When X-Post is selected, the following screen displays.

Field Description AR Code Enter the AR code to select. Click Help for a list of

valid entries. Year/Per Enter the General Ledger year and period to post.


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PAYROLL PROCESSING FUNCTIONS AR Billing List & Update prarxtra

These default from the GL Parameter record but can be changed if your User ID has the necessary permissions.

Invoice Date Enter the date to use as the invoice date. Defaults to today’s date but can be changed. If you opt to leave this field empty, the invoices posted to GENERAL BILLING set the invoice date as the begin date from the billable pay record.

Batch Number No entry, system assigned when Process is selected.

Define Use to apply an AR Code and GL year and period to all of the billable pay records.

Process Use to post the records to Accounts Receivable. The invoices for

the customers in the batch are created. Posting of this program can only occur after Employee File Update is complete.

Exit Returns to the AR Billing List & Update screen.

Output Lists all the extra duty records for the current payroll run type and warrant.

The report is sorted and subtotaled by Customer Account Number. Exit Returns to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS Deductions Not Taken Report prntaken

Deductions Not Taken Report

This program prints deductions scheduled to be taken for the current payroll but not taken at all or partially taken. Deductions that were intentionally deleted from the payroll will not print. This program cannot be run before Employee File Update has been processed.

Screen Layout - Deductions Not Taken Report

Field Discription Sort by The desired sorting order. Click Help for a list of valid entries.

The following options are available: 1 Org/Emp Name; 2 Org/Emp Number; 3 Emp Name; 4 Emp Number.

Page Break on Org Enter “Y” to start the report on a new page every time the Organization Code changes. Enter “N” to have the report print on fewer pages.

Side Menu - Deductions Not Taken

Define Use to determine the format and content of the report. Output Prints the report. Exit Returns to the Payroll Processing menu.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Worksheet prtmesht

Time & Attendance Worksheet

The Time & Attendance Worksheet is designed to function as a time card to be used to manually record employee work hours. There are two time sheet formats to choose from, the standard format and the format that is used with work schedules created in Personnel Auxiliary Programs.

Screen Layout – Time & Attendance Worksheet

Format A -- MUNIS® Standard Time Sheet Typically, a blank copy of this report would be submitted to each department (i.e., Location or Org), the hours for a given pay period written in and the completed report returned to a payroll clerk for input into MUNIS® through Earnings/ Deduction F/M. This report extracts employee names and earnings from the “Recurring Earnings Table” and prints a columnar report with empty input spaces for number of hours worked. A blank input line prints for each employee that falls within a range of Orgs and Locations. This input line contains empty spaces for each one of a set of “Pay Types” selected during the Define step. If an employee has a given Pay Type in his/her Recurring Earnings, and if the “Hours” is filled in, the program will print those hours instead of a blank input field. For more information on Recurring Earnings, see Recurring Pay in Employee Maintenance and Reports.


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Screen Layout - Format A

Field Description Loc. Range The beginning and ending Location Code entered is used to limit

the employees included in the report under the specified range.. Org Range The beginning and ending Org Code entered is used to limit the

employees included in the report under the specified range. The program will select employees whose Recurring Earnings records have “Work Orgs” that fall into the range entered here.

Report Heading Customize the second line of the report heading by entering text in this field. The main heading prints as “Time and Attendance Worksheet”. Anything typed here will print just below the main heading.

Report Sort Option Select a sort sequence by typing its number to determine the order in which the employees appear on the report. Click Help for a list of valid sort.

Print Text Determines whether text associated with this worksheet prints when the report prints. To add/update text, press folder icon beside the field to display the text screen. Select Update to enter text.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Worksheet prtmesht Text Location Determines where the text (from the above field) prints on the

report (e.g., “E”ND OF REPORT, AFTER “L”OC CHANGE, etc.) Click Help for a list of valid entries.

Page Break on Org Check mark the field to advance to a new page every time there is a change in the “Work Org” of the earnings records it is printing.

Page Break on Loc Check mark the field to advance to a new page every time there is a change in the “Location” of the earnings records it is printing.

Print Days of Weeks Determines whether the days of the week print on the report. Note: This adds considerable length to your report.

Date Range Fr/Thru The dates to include in the report. This field is required if “Print Days of Week” is check marked. Saturday and Sunday do print if a date range is chosen to include them.

Headings These fields display as column headings on the worksheet.

Side Menu - Format A MUNIS® Standard Time Sheet

Define Use to set up the report parameters. The values entered here will be used as selection criteria to create the active set of records to be included in the report.


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Format B -- Time Sheets by Work Schedule This format both prints the work schedules and, if you enter “Y” in the field “Generate the Time Entry Records”, creates default records to be updated in Time & Attendance Entry.

Screen Layout - Format B

Field Description Loc. Range Org Range

The beginning and ending Location and Org Code is used to limit the employees included in the report under the specified range.

Calendar Range The starting and ending Calendar number to limit the employees included in this report to only those using specific calendars.

Report Heading Customize the second line of the report heading by entering text in this field. The main heading prints as “Time and Attendance Worksheet”. Anything typed here will print just below the main heading.

Report Sort Option Select a sort sequence by typing its number to determine the order in which the employees appear on the report. Click Help for a list of valid sort sequences.

Page Break on Loc and Org

Check mark the field to advance to a new page every time there is a change in the “Location” and “Org” of the records printed.


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PAYROLL PROCESSING FUNCTIONS Time & Attendance Worksheet prtmesht Generate Time Entry Records

Check mark the field to generate records in Time and Attendance Entry. The “Start” and “End” dates of the payroll are compared to the days of the calendar and, for every day type designated as “Pay Employee”, the number of scheduled hours are brought in from the work schedule.

Side Menu - Format B Time Sheets by Work Schedules

Define Use to set up the report parameters. The values entered here will be used as

selection criteria to create the active set of records to be included in the report.


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Format C – Earnings Work Sheet (Time & Attendance Worksheet) Use this option to print the report for employees to list their hours worked and wages as requested. The Earnings Worksheet uses the factored hourly rate. The last column lists projections or allocations. The report is sorted by employee number or name, grouped by location and then ordered by name or number, job and pay type. Only employees with status “A” and who have pay records with start and end dates outside the selected range are included in the report.

Screen Layout - Format C

Field Description Payroll Dates Enter the payroll date range for the report. Loc. Range Org Range Group/BU

The beginning and ending Location, Org and Group/BU Code entered is used to limit the employees included in the report under the specified range.

Report Sort Option Select a sort sequence by typing its number to determine the order in which the employees appear on the report. Click Help for a list of valid sort sequences.

Suppress Rate Check mark the field to suppress the employee’s hourly rate. Print Text Check mark the field to include text in the report. Click on the

folder to document text.


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Side Menu - Format C Time & Attendance Work Sheet

Define Use to set up the report parameters. The values entered here will be used as selection criteria to create the active set of records to be included in the report.


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PAYROLL PROCESSING FUNCTIONS Update Remaining Salaries prencupd

Update Remaining Salaries This program updates the Remaining Salary field in the Employee Pay records, adjusting by the amounts in the current payroll. The “Encumbered” field on the 2scr of the POSITION CONTROL FILE is also adjusted where applicable. When this program is run, the current year budget expended amount is updated with the new pay amount for the current run and warrant. The program reduces the “Employee Recurring Pay Remaining Salary balance” field (and the “Encumbered” field in POSITION CONTROL FILE if necessary) by the amount paid in that payroll. If a pay type has a category of 1, 3, 7 (base pay or accrual) the pay is subtracted from the encumbered amount of the base pay line for the employee job/class. If the calculation results in a negative remaining salary field, then it is set to zero instead. If the pay type category is additional compensation, the pay type flag for Include on Recurring Earnings screen must be "Y" since the code assumes that all pays that are set to not show are add to base. As the “Encumbered” field on the POSITION CONTROL FILE record is decreased, the Current Year “Expended” field is increased. The report from this program is sorted on GL account and then employee name. There is a column labeled Expenditure that includes all pay from the payroll, including those flagged as not encumbered. The Liquidation column includes amounts where the pay is flagged as Encumbered. The last page shows amounts for each account, sorted and totaled by fund. The EMPLOYEE FILE UPDATE program in Payroll Processing reduces the remaining pay periods field in Employee Recurring Pay F/M for each pay record processed that has a "Y" in the Encumber flag on the pay type code screen. On a Reverse-Update, the remaining pays field will be increased even if the field is currently at 0. When the field, “Update Position Control Encumbered Amount”, is set to “Y”, it updates both expended and encumbered amounts. When set to “N”, only the expended amounts will be updated. EMPLOYEE FILE UPDATE must be completed before running this program and, if it is a required, the process for the current payroll G/L Distribution Journal/Update must have been completed.


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PAYROLL PROCESSING FUNCTIONS Update Remaining Salaries prencupd


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Screen Layout – Update Remaining Salaries

Side Menu – Update Remaining Salaries

Define Choose the appropriate method to update the position control. Process Use to update the remaining salaries for the current payroll. After processing

all of the records, the following message displays, "Remaining Salaries Updated." Once Process has been run, you cannot run it again.

Exit Returns to the PAYROLL PROCESSING MENU. Output Click <O> to select. Produces a report that shows old remaining salary, the

adjustment and the new remaining salary by employee, job, pay and G/L account. At the end of the report, totals for Old Remain Salary, Adjustment and New Remain Salary is printed.

payroll processing functions

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