payroll-work study quick reference guide - city...

Payroll-Work Study

Quick Reference Guide

HCM Payroll Quick Reference Guide

i

Table of Contents

Unit I: General System Process .............................................................................. 6

Chapter 1: General System Processes ................................................................... 7

CUNYfirst HCM Search Process ........................................................................................ 8

Run a Process ................................................................................................................... 9

Run a Report ................................................................................................................... 12

Notify Process ................................................................................................................. 15

Unit II: Work-Study Payroll .................................................................................... 16

Chapter 1: Maintain HR Data ................................................................................. 17

Add Employment Instance ............................................................................................... 18

Policy ............................................................................................................................... 18

Update Job Data .............................................................................................................. 22

Correct Job History .......................................................................................................... 26

Current Job ...................................................................................................................... 29

CUNY Work Study – Agency Location ............................................................................. 32

CUNY Work Study – Federal Award Summary ................................................................ 33

Multiple Job Summary ..................................................................................................... 34

Workforce Job Summary ................................................................................................. 36

Federal Work Study Employee Report ............................................................................. 38

Work Study Exception Report .......................................................................................... 42

Run CUNY Work Study Query ......................................................................................... 46

Maintain Employee Payroll Data ...................................................................................... 47

View Work Study Approval – Place a Student in a Work Study Job ................................. 49

View Work Study Approval – Update Work Study Placement Information ........................ 51

Chapter 2: Maintain Employee Payroll Data ........................................................ 53

Update Payroll Options .................................................................................................... 54

Request Direct Deposit .................................................................................................... 56

Create Additional Pay Detail ............................................................................................ 58

Update Employee Tax Data ............................................................................................. 61

Update Employee Tax Distribution ................................................................................... 66

Chapter 3: WS-Retroactive Payroll ....................................................................... 67

Delete a Retro Pay Request ............................................................................................ 68

Calculate Retroactive Pay ................................................................................................ 69


ii

Update Retro Pay Calculation Results ............................................................................. 71

Load Retro Pay to Paysheet ............................................................................................ 72

Retro Pay Request Summary Report ............................................................................... 73

Retro Pay Calculations Report ......................................................................................... 74

Retro Pay Terminations Report ........................................................................................ 75

Retro Pay Calculation Summary Report .......................................................................... 76

Chapter 4: Create Paysheets ................................................................................. 77

Perform PreSheet Audit ................................................................................................... 78

Paysheet Creation ........................................................................................................... 79

CUNY Paysheet Upload Interface .................................................................................... 80

Rapid Paysheet Entry – For Work Study Hours ............................................................... 81

Load Paysheet Transactions............................................................................................ 83

Create a Single Paysheet ................................................................................................ 84

Update Paysheet by Payline ............................................................................................ 87

Chapter 5: On Cycle – Produce Payroll ................................................................ 90

On-Cycle Pre-calculation Audit Report ............................................................................. 91

On-Cycle Pay Calculation ................................................................................................ 92

Resolve Payroll Processing Errors ................................................................................... 94

Work Study Excess Award ............................................................................................... 96

On-Cycle Pre-Confirm Audit Report ................................................................................. 98

On-Cycle Confirm Pay Process ....................................................................................... 99

Review Paycheck .......................................................................................................... 100

Review Self Service Paycheck ....................................................................................... 104

Review Paycheck Summary .......................................................................................... 108

Payroll Register ............................................................................................................. 111

Create Direct Deposit File .............................................................................................. 112

Create Positive Pay File ................................................................................................. 113

Print Paychecks ............................................................................................................. 114

Create Paychecks PDF .................................................................................................. 117

Create Direct Deposit Advice PDF ................................................................................. 119

Run Pay Period Reports ................................................................................................ 121

Chapter 6: Off Cycle Payroll Processing ............................................................ 124

Reverse – Adjust Paychecks ......................................................................................... 125

Click the appropriate Run Control ID hyperlink. ............................................... 125


iii

Create Online Check ..................................................................................................... 127

Create a single Paysheet for Off-Cycle Processing ........................................................ 129

Record a Manual Check ................................................................................................ 132

Pre-calculation Audit Report for Off-Cycle ...................................................................... 135

Off-Cycle Print Online Check ......................................................................................... 136

Off-Cycle Create Self Service Manual Checks ............................................................... 139

Chapter 7: Reconcile and Distribute Payroll ...................................................... 141

Request Reconciliation .................................................................................................. 142

Reconciliation Report ..................................................................................................... 144

Review Dead Checks..................................................................................................... 145

Chapter 8: Periodic Payroll Events USA ............................................................ 146

Check Year-to-Date Balance ......................................................................................... 147

Earnings Balance Review .............................................................................................. 149

Deduction Balance Review ............................................................................................ 151

Tax Balance Review ...................................................................................................... 153

1042 Tax Balance Review ............................................................................................. 155

Special Accumulator Balance Review ............................................................................ 157

Bank Interface ............................................................................................................... 159

Direct Deposit Reversal ................................................................................................. 160

Chapter 9: Periodic Tax Reporting ..................................................................... 161

Tax Deposit Summary – Tax 001 ................................................................................... 162

Tax Summary Federal Report – Tax 010FD .................................................................. 163

Tax Summary State Report – Tax 010ST ...................................................................... 164

Error Listing – Tax 900 ................................................................................................... 165

1042-S by Pay Period Report – Tax 30 .......................................................................... 166

Create 1042-S ............................................................................................................... 167

Chapter 10: Quarterly Tax Reporting .................................................................. 168

Quarterly Tax Balance Audit Report – Tax 15 ................................................................ 169

Quarterly Federal Tax Report – Tax 007 ........................................................................ 170

Quarterly State Tax Report – Tax 008 ........................................................................... 171

Chapter 11: Year End Processes ........................................................................ 172

Update Year End Tax Reporting Information ................................................................. 173

Load Year End Data ...................................................................................................... 174

Review/Update Year End Data ...................................................................................... 176


iv

Review/Update Year End Data Combined ..................................................................... 178

Create Federal File (MMREF) ........................................................................................ 180

Create W-2c PDF Forms ............................................................................................... 181

Create State File (MMREF) ........................................................................................... 182

Create Local File (MMREF) ........................................................................................... 183

Create W-2 Adjustments ................................................................................................ 184

Run Audit and Error Reports .......................................................................................... 185

Unit III: Commitment Accounting........................................................................ 189

Chapter 1: Commitment Accounting .................................................................. 190

Load Contribution Code Table ....................................................................................... 191

Edit Chartfields/Chartfield Details Search Process ......................................................... 192

Setup Department Budget Table .................................................................................... 193

Pre-distribution Audit Report .......................................................................................... 196

Perform Actuals Distribution........................................................................................... 197

Review Actuals Distribution ........................................................................................... 198

Review Suspense Combo Code Distribution .................................................................. 202

Submit to GL/Commitment Accounting Actuals .............................................................. 206

Review HR Accounting Line........................................................................................... 207

Copy Prior FY Budget .................................................................................................... 208

Load Suspense Combination Code................................................................................ 209

Copy Job Data ............................................................................................................... 210

Load Step Increment for Budget .................................................................................... 211

Chapter 2: Exception Processing ....................................................................... 213

Pay Unsheet .................................................................................................................. 214

Reverse Pay Confirmation ............................................................................................. 215

Check Year-to-Date Balance Adjustment ....................................................................... 216

Earnings Balance Adjustment ........................................................................................ 218

Deduction Balance Adjustment ...................................................................................... 220

Tax Balances Adjustment .............................................................................................. 222

1042 Tax Balances Adjustment ..................................................................................... 224

Special Accumulator Balance Adjustment ...................................................................... 226

Update Unclaimed Wages Payroll Field ......................................................................... 228

Rebuild Primary Job Flags ............................................................................................. 229

Mass Update for Work Study Students Exempt from FICA ............................................ 230


v

Mass Update for Work Study Students Subject to FICA ................................................. 234

Chapter 3: CUNY CEMLI’s ................................................................................... 238

Bank Interface ............................................................................................................... 239

Payroll Parallel Interface ................................................................................................ 240

Payroll Parallel Compare ............................................................................................... 241

Appendix ............................................................................................................... 242

HR Daily Transactions Report (College) ........................................................................ 243


6

Unit I: General System Process


7

Chapter 1: General System Processes


HCM-PAY 8

CUNYfirst HCM Search Process The Search functionality is similar across all applications. The criteria (fields) for each search are shown on the beginning page. Criteria data is entered in one or more of the variables. If the criteria are left blank, then 300 rows of the general criteria are displayed. Search functionality is available to everyone who uses the applications and is based on their security access.

Step # Procedure Step Details

Navigate to the desired menu item.

Enter the search criteria.

The first 300 rows return as a result.

There are several search views, First, 1-100 of x, and Last. Note: The length of the list is determined by the values returned based on the variables entered on the Run Control page.

Choose the desired value and select Enter.

The desired record appears.

Click the Return to Search button to return back to the search page.

Click the Previous in List button to check the previous record. Note: Many Search processes provide this functionality to move up and down the provided search list.

Click the Next in List button to check the next record in the list.


HCM-PAY 9

Run a Process A Process is also known as a Program or Application Engine. Each process has a name which is attached to a Run Control ID. The Run Control ID is unique to each user authorized to run the process. It also identifies not only the processes but may also include variables that a specific user requires. Only CUNY personnel with the proper security access will be permitted to run processes.


1. Navigate to the process to be run.

2. Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID

3. Click the Search button to find an existing Run Control ID Note: All Run Control ID’s will display based on the User ID or search criteria or, Click the Add button to add a new Run Control ID

4. The Process Run Control parameters page will display. Enter the process parameters. For example, Criteria Criteria Criteria -Or- Enter the variables required on the individual Run Control pages for those pages that do not default.

5. Click the Save button. Note: This saves the Run Control variables and will display the next time the Run Control is used by the specific end user.

6. Click the Run button. Note: The “Run” button launches the Process Scheduler Request page. Here you view the process called by the Run Control.

7. On the Process Scheduler Request Page, Header Section, the following fields default:

User ID

Run Control ID

Server Name

Run Date

Recurrence

Run Time

Time Zone In the Process List Section, the following fields default:

Select

Description

Process Name: ”Process Name”

Process Type: type of process i.e.: COBAL, SQR, etc.

Type

Format


HCM-PAY 10


8. Click the Ok button. Note: The Ok button returns you to the Run Control page. Notice the Process Instance number appears in the upper right corner. This number helps you to identify the process you have run when you check the status.

9. Click on Process Monitor link to view the status of the process

10. The Process List tab displays as the default.

11. In the View Process Request For Section, the following fields are defaulted by the system:

User ID

Server

Run Status

Type

Name

Distribution Status

Last

Instance

Save on Refresh = default checked

12. In the Process List Section, the following fields are defaulted from the and not to be updated:

Select

Instance

SEQ

Process Type

Process Name = Process Name

User

Run Date/Time

Run Status

Distribution Status

Details

13. Monitor the Run status and the Distribution fields. When they return a Run Status of Success and a Distribution Status of Posted, the process is complete.

14. Click the Details hyperlink to view more details

15. The Details hyperlink launches the Process Details page. The values for the following fields are system generated:

Process

Instance

Type

Name

Description

Run Status

Distribution Status

Run

Run Control ID

Location


HCM-PAY 11


Server

Recurrence Update Process - Use these button to change the processing status:

Hold Request

Queue Request

Cancel Request

Delete Request

Restart Request Date/Time

System generated values.

Request Created On:

Run Any time After:

Began Process At;

Ended Process At:

16. Actions A series of Hyperlinks are Actions Click Parameters hyperlink to display the Process Request Paramters.

17. Click the Return button to go back to the Process Detail page

18. The Message Log hyperlink displays the Message Log page.

19. Process Steps are listed with an Explain button for additional details


21. The View Locks hyperlink displays the Temporary Tables page. Note: List of Temporary Tables locked, if any.


23. Batch Timings hyperlink displays the Batch Timings – Summary page

24. Click Return button to go back to the Process Detail page.

25. Click the View Log/Trace hyperlink. Displays views the Log/Trace page. This has to be defined by technical resources.

26. Click the Return button.

27. Click the Ok button to return to the Process Monitor.

28. Click the hyperlink on the bottom of the page to return to the menu item you were using prior to launching the Process Scheduler

29. End of procedure.


HCM-PAY 12

Run a Report This procedure outlines the steps necessary to run any report. Only CUNY personnel with the proper security access will be permitted to run processes.


1. Navigate to: Any Report in the Menu or Custom Report.

2. Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, On the Add a New Value, enter a Run Control ID

3. Click the Search button to find an existing Run Control ID Note: All Run Control ID’s will display based on the User ID or search criteria or, Click the Add button to add a new Run Control ID

4. On the Run Control ID Parameters page, enter the parameters.

5. Click the Save button. Saves the Run Control values for future use.

6. Click the Run button. Note: Clicking the Run button, launches the Process Scheduler to run the report.

7. On the Process Scheduler Request page, Header Section, the following fields are defaulted:

User ID

Run Control ID

Server Name

Run Date

Recurrence

Run Time

Time Zone

Reset to Current Date/Time button In the Process List Section, the following fields are defaulted:

Select – Make sure this checkbox is checked to run the report.

Description - The description of the Report(s) you have chosen.

Process Name – Displays the name of the program

Process Type – Displays the technology that the report was written in

Type - Web, email, Printer, file, window

Format- Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected.

Distribution- Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is.

The Distribution Detail displays the following:

Process Name:

Process Type:

Folder Name:

Email with Log

Email Web Report

Email Subject

Message Text


HCM-PAY 13


Email Address List Distribute To:

ID Type

Distribution ID

8. Click the Ok button. This returns to the Process Scheduler Request page.

9. To run actual report, click the Ok button on the Process Scheduler Request page. Note: This action launches the server to run the report and return you to the Run Control Page. Note: The Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status.

10. Optionally, select the Process Monitor Tab. In the Process List Section, the following fields are defaulted and not be updated:

Select Instance Seq.

Process Type

Process Name - Report Short Name

User

Run Date/Time

Run Status

Distribution Status

Details

11. Review your request. Click the Refresh button until your Run Status is Success and distribution status - Posted.

12. To view the more detail click the Details hyperlink.

13. To save the detail, click the Save button.

14. To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page.

15. Note: For the Notification see the Notification Process.

16. Click the Report Manager hyperlink at the top of the Run Control page for the shortcut to the Report Manager.

17. On the Report Manager Administration Tab, the View Reports For Section will display the following fields to be used as search criteria:

User ID – defaults

Status

Type

Folder

Last

Instance

To

18. The Report List Section displays the following fields for each report:

Select

Report ID

PRCS Instance

Description

Request Date/Time


HCM-PAY 14


Format

Status

Details

19. Click the Refresh button until status indicates Posted.

20. To see the more detail about the report, Click the Details link to view more details about the report. The Report Detail page will display. The Report Section will display the following defaulted fields:

Report ID

Process Instance

Name

Process Type

Run Status The Distribution Detail will display the following defaulted fields:

Distribution Node

Expiration Date The File Section will display the following:

Name - It will display log file, PDF file and out file as hyperlink. Click the filename.PDF link.

Note: The report will display in a new window.

File size(bytes)

Date Time Created In the Distribution Section, the following will display:

Distribution Id Type - Default to user

Distribution ID - User name.

21. Click the OK button.

22. End of process.


HCM-PAY 15

Notify Process

PeopleSoft provides email capability throughout the system where ever there is an output that could be shared with interested parties.

Only CUNY personnel with the proper security access will be permitted to utilize this functionality. The email the user receives will contain the message the sender wrote and a link to the specific page from which the sender is emailing. Only users with security roles for HR and Payroll may access these pages using a link from the Notify process. All other email recipients will receive a security error when they clink on this link.


1. Navigate to : >Various Processes and Reports

2. Click the Notify button to send an email to an interested party or another user. Note: When you click the Notify button the Send Notification Page is displayed.

3. In the Notification Details Section, enter the following:

To

CC

BCC

Priority

Subject

Template Text

Message

4. Click the Ok button to send the detail to user.

5. Click the Cancel button to cancel the notification.

6. Click the Apply button to apply the changes



HCM-PAY 16

Unit II: Work-Study Payroll


HCM-PAY 17

Chapter 1: Maintain HR Data


18

Add Employment Instance Work Study job data is added by the CUNY College Work Study HR Coordinators. CUNY College Work Study HR Coordinators use the Student Service Center to review a Work Study student’s biographical information.

Policy Work Study employees will be appointed at the College where they are awarded Financial Aid. In the case of the Graduate Center, SOJ and SPS, Work Study employees will be appointed at the Graduate Center as that is the institution where they are awarded Financial Aid. Public Service Corps employees will be appointed in CUNYfirst.

The College Work Study HR Coordinator will create a New Employment Instance including compensation data and review and maintain job data. The College Work Study Coordinator may enter the job record provided they have received at least the College Work Study agreement signed by the Work Study employee and his/her supervisor.

All employment documents should be submitted before the Work Study Student begins employment.

The University Work Study HR Coordinator will update job-related information on an as needed basis.

Student Service Center will be used to search for the student based on different criteria. The user will be able to view the student’s biographical information such as name and address.

Separate employee records will be used to manage Federal, Institutional and Public Service Corps Work Study jobs as well as jobs across schools.

Work Study employees may not hold full-time employment with CUNY.


1. Navigate to: Campus Community > Student Service Center

2. Enter the following search criteria:

First Name

Last Name

3. Click the Search button. Note: Search retrieves the individual Student Center page

4. Write down the ID for the College Work Study HR Coordinator. Note: This is located in the upper right hand corner of the page.

5. Navigate to: Workforce Administration > Job Information > Add Employment Instance

6. Enter the EMPLD Note: This is the Student ID

7. Leave EMPL RCD NBR as the default

8. Click the Add Relationship link. Note: The Work Location Tab will display.

9. The Work Location Page will display various default fields and input fields. The Header Section will display the following defaulted values:

Employee Name - Defaults with First and Last Name.


19

PERS_ORG _ASGN - Defaults to ‘EMP’.

Employee Id - EMP # for name entered in search.

Employee RCD# - Defaults with a 0.

10. In the Work Location Section, the following values default:

HR Status – Defaults with ‘Active’

Payroll Status - Defaults with ‘Active’

The Effective Date - defaults with current date.

Sequence – Defaults with ‘0 ‘

Job Indicator – Enter the appropriate value.

Action - defaults with the Action of “Hire”.

Reason – Enter the applicable Reason

Note: The following checkboxes are not used for Work Study and default as unchecked:

Search Waiver

Addendum Flag

Last Start Date - Defaults with current date. Note: Enter the correct hire date if it differs from the current date. Note: Once the record is saved, this field becomes the ‘Effective Date.’

11.

The following dates should remain blank:

Termination Date

Board Approval Date

Expected Job End Date

12. The following fields remain blank as they are not used for Work Study employees:

Position Number

Position Entry Date

Position Management Record

13. Regulatory Region defaults or search for value.

14. Enter the Company.

15. Business Unit will default to the User’s Permission List.

16. Enter or search for the Department.

17. The following fields default:

Location

Establishment ID

Department Entry Date Note: Date Created is the same as the Current Date. Note: Do not use any of the links at the bottom of these pages as this data does not apply to Work Study employees.

18. Click the Job Information tab. In the Job Information section, enter the following:

19.

Job Code Note: The Entry Date defaults when the Job Code is entered. Note: Supervisor Level remains blank.

20. Enter or search for the Supervisor ID.


20

Note: Reports To remains blank.

21. Regular/Temporary - Defaults with Temporary.

22. Select Part – time from the Full/Part drop down menu.

23. Enter the EMPL Class.

24. Note: The following fields do not apply to Work Study students.

Officer Code

Regular Shift

Shift Rate

Shift Factor

25. In the Standard Hours Section, accept the default.


Work Period

As of Date FTE

Adds to FTE Actual Count

Encumbrance Override

Note: The following fields do not apply to Work Study students.

Contract # Section

Contract Number

Contract Type

27. On the Job Labor Tab, in the Labor Information Section, validate the Union Code defaults and is non-editable. Note: All other fields are not applicable.

28. On the Payroll Tab, in the Payroll Information Section, validate that the Payroll System defaults to North America Payroll.

29. Enter or search for the Pay Group.

30. The following fields will default:

Holiday Schedule = None

Employee Type = H for Hourly

Tipped = Not Tipped

Tax Location Code = NY0001

FICA Status = Subject Note: All other fields are not applicable.

31. Click the Salary Plan tab. The following fields will default:

Salary Administration Plan

Grade

Grade Entry Date Note: All other fields are not applicable.

32. Click the Compensation tab. On this page only the Pay Components section is used. Note: Do not make changes to the Comparative information or the following Pay Rates sections.

33. Frequency defaults to H.


21

34. In the Pay Components Section, enter the Rate Code as NAHRLY.

35. Sequence will default as 0.

36. Enter the Comp Rate.


Currency = USD

Frequency = H for Hourly Note: Percent will not be used for Work Study.

38. Click the Calculate Compensation button.

39. Click the Save button. Note: Do not use any of the links at the bottom of the page. None of these processes apply to a Work Study employee. Do not use any of the links at the bottom of the page. None of these processes apply to a Work Study employee.

40. For any generated warning messages: Click Ok for each warning message Note: Where necessary, navigate back to the page containing the error and correct.

41. Warning -- Compensation Rate is hourly. Appointment Hours should be entered. (27001,4) Note: When the Compensation Rate is hourly. Appointment Hours should not be Blank. Click Ok.

42. Use the Notify process to communicate with those interested parties.

43. When all the warning messages are cleared, click the Save button again.



22

Update Job Data Work Study job data will be maintained by the CUNY College Work Study HR Coordinators. Typical but not limited to the following types of changes: Data Changes for Department, Pay Rate with Action/Reason codes, Supervisor, FICA, etc. A change in employment with an off-campus agency requires that the Coordinator updates Job Data page first then updates the CUNY Work Study – Agency Location page.

The Work Study Coordinator will not have the ability to correct job history through the Job Data navigation. Only the University Work Study HR Coordinator may correct all historical job records through Job Data. Coordinators will have the ability to correct job history for the current job row through the Current Job link. Pay rate changes and transfers between on- and off- campus jobs must take effect at the beginning of a payroll period.


1. Navigate to: Workforce Administration > Job Information > Job Data

2. Enter one or more of the following search criteria to select the correct employee:

EMPLID

EMPL RCD NBR

Name

Last Name

Middle Name

3. Click the Search button. Note: Select the correct employee record by click on the link.

4. On the Work Location page, Header Section, the following fields default:


PER_ORG_ASGN- Defaults for ‘Employee’.

Employee Id - Defaults with same EMPL ID entered in Job Data search Page.

EMPL RCD#

5. In the Work Location Section, to go to a specific record: Click the Go to Row button Enter the following: As of Date, or Row Number


7. Click the + icon at the upper right-hand corner of the page, and a new job row will be added. Note: All other fields default from previous row.

8. The following values will default, change if applicable:

Effective Date – Enter correct date if different from the current date

Sequence - 0

Job Indicator – Defaults from previous row

Action – Defaults from previous row.

9. Enter the applicable Action.


23


10. Enter the applicable Reason.

11. Note: The following checkboxes are not used for Work Study.

Search Waiver – leave unchecked

Addendum Flag – leave unchecked

12. The following values will default:

Last Start Date = Current Date

Termination Date – Defaults “Blank”

Board Approval Date – Defaults “Blank”

Expected Job End Date – Remains blank and does not apply to Work Study.

13. Note: The following fields are not used for Work Study employees and remain blank:

Position Number

Position Entry Date

Position Management Record Checkbox The following fields default:

Regulatory Region

Company – Verify default value, update if applicable.

Business Unity

Department – Verify default value, update if applicable The following default:

Location

Establishment ID

Department Entry Date

Date Created = Current Date

14. Select the Job Information tab: Note: Job Code defaults from the previous row. Verify the job code value. If you change the Job Code the following prompt will display: The Current Job row values for Compensation Frequency, Standard Hours and Work Period default from Salary Plan Table. Do you want to update with the following data from the Job code Table? Verify the Compensation Freq., Standard Hours and Work Period detail provided with prompt.

15. Click the Ok button to accept the changes.

16. The following fields will default once the Job Code is entered:

Entry Date

Supervisor Level (Leave blank)

Supervisor ID (Update if applicable)

Reports To (Leave blank)

Regular/Temporary (Update if applicable)

Full/Part (Update if applicable)

Empl Class (Update if applicable)


24


Note: The following fields do not apply to Work Study students:

Officer Code

Regular Shift

Shift Rate

Shift Factor

17. The following fields will be default:

Standard Hours

Work Period

As of Date

FTE

Adds to FTE Actual Count

Encumbrance Override

Contact # Section

18. Click the triangle before the USA flag. The following fields will default:

FLSA Status

EEO Class

Work Day Hours

19. Select the Job Labor tab. Validate the Union Code. Note: It will default based on the job code and is non-editable.

20. Select the Payroll tab. Validate the following:

Payroll System - North America Payroll

PayGroup - Defaults from the previous row)

Holiday Schedule – Defaults to None

Employee Type – Defaults to Hourly

Tipped – Accept the default value of Not Tipped

Tax Location – Defaults to NY0001

FICA Status – Update as required

21. Select the Salary Plan tab. The following fields default:


Grade

Grade Entry Date

22. Select the Compensation tab. Validate the following:

Rate Code - Defaults to NAHRLY

Sequence – Defaults with 0

COMP Rate - Verify Compensation Rate and change if applicable

Currency – Defaults to USD

Frequency – Defaults to H (Hourly)


25


23. Click the Calculate Compensation button.

24. Click the Save button.



26

Correct Job History Work Study job data that needs to be corrected with an effective date that does not exist in the Work Study employee’s rows.

Only the University Work Study HR Coordinator may correct all historical job records through Job Data. College Work Study Coordinators will have the ability to correct the current job row through the Current Job functionality.

If the payroll that includes this job record has been run, College Work Study HR Coordinator must update the job record by inserting an effective job sequence row and updating the information with the corrected data.


1. Navigate to: Workforce Administration > Job Information > Job Data

2. To Correct History for an employee, on the Search page check the Correct History checkbox. Then input one or more of the following parameters to select an employee for correction:

EMPLID

EMPL RCD NBR

Name

Last Name

Middle Name

3. Click the Search button. Note: The Work Location tab will display.

4. Work Location page displays the values for the employee that were listed in the first section. Check the values to make sure you have the correct employee record. In the Header Section of the Work Location page, review/validate the following:


PER_ORG_ASGN- Defaults for this specific ‘Employee’.

EMPL ID – 8 digit unique identifier

Employee RCD# - Defaults the most current value. Note: Take note of the record on the right side of the dark blue bar. This shows the number of rows (records) that exist in Job Data for this employee. Advance through the records and notate the dates. Find the row that has the date prior to the date for the row you want to enter.

5. To enter a correction row, the row must be placed before the date following the correction row and after the previous dated row. Note: If you enter the row in the incorrect sequence you get an error message. If you get this error, exit the employee record and redo the search. Move to the oldest Effective Dated row that precedes the date of the new corrected row.

6. Click the + icon at the upper right-hand corner of the page, Note: A new job row will be added.

7. Change the Effective Date to the date to want the changes to take effect.


27


8. Click the Save button. Note: Saving the record for the Effective Date change insures that you have a row created for any other data changes for this Effective Date. Note: A Warning message appears with the notation Date out of range if the date entered is over 30 days ago.

9. Click the Ok button.

10. Enter the correct department in the field


12. Click the Ok button if a warning appears regarding Compensation Rate.

13. Select the Job Information tab. Review/Edit/Validate the following if applicable:

Job Code

Supervisor ID

EMPL Class


15. Select the Compensation tab. Note: Do not change data under the Comparative Information or Pay Rates section.

16. Enter a compensation amount in the under in the Pay Components section. Validate the following:

Rate Code – NAHRLY

SEQ

Comp Rate

17. Click the Calculate Compensation button. Note: The system can calculate the various period compensation amounts.


19. If applicable, advance to the Next most current row. Enter changes in the fields on the row. Click the Save button.

20. Advance to the current Effective Dated row. Note: This is the record with the lowest record number. Make the same changes in the fields on this row as the inserted row. Make sure all changes are brought forward. In correction mode, any field can be changed but the same fields must be changed or the “old value” remains on the other row(s). Note: The effect of not changing the preceding rows will be that no change occurs. Correct History functionality DOES NOT bring the changes forward on the SAVE

21. Click the Save button. Note: Click the Ok button if a warning message appears regarding Compensation Rate.

22. If applicable, use the Notify process to email information to interested parties.


28




29

Current Job

Work Study current job data is maintained by the CUNY College Work Study HR Coordinators. Fields that can be updated are typically these types of changes: Action Reason, Expected End Date, Payroll changes, Salary Plan, Pay Rate, etc.

The College Work Study HR Coordinator will have the ability to correct job history for the current job record provided that the payroll that includes this job record has not been run. The Work Study Coordinator will not have the ability to correct history for other historical records. Only the University Work Study HR Coordinator may correct all historical job records. Coordinators will have the option of adding new job rows using Current Job.

If the payroll that includes the current job record has been run, the Work Study Coordinator must update the job record by using effective job sequencing on the Job Data pages.


1. Navigate to: Workforce Administration > Job Information > Current Job

2. On the Search page, input one or more of the following parameters to select the correct employee:

EMPLID

EMPL RCD NBR

Name

Last Name

Second Name

Second Last Name:

Middle Name

3. Click the Search button. Note: Select the correct employee record. The Work Location page will display.

4. On the Work Location page, Header Section validate the following:


PER_ORG_ASGN - Defaults for ‘Employee’.

Employee Id – 8 digit unique identifier

Employee RCD#

5. Click the + icon at the upper right-hand corner of the page, and a new job row will be added. Note: All other fields default from previous row.

6. Enter the correct Effective Date if it is different from current date. Note: Effective Date defaults with current date.

7. The following values default: Sequence – Defaults with 0 value. Job Indicator - Defaults from the previous row. Verify the defaults value. Action - Defaults with value from the previous row.

8. Enter the following:

Action


30


Reason Note: Expected Job End Date remains blank and does not apply to Work Study students.

9. The following fields are not used for Work Study employees and remain blank:

Position Number

Position Entry Date

Position Management Record Checkbox The following fields default:

Regulatory Region

Company – Defaults from previous row. Verify the default value and if it not correct, then update.

Business Unit

Department - Verify the default value and if it not correct, then update.

Location

Establishment ID

Department Entry Date

Date Created – Same as Current Date

10. Select the Job Information tab. The following fields default: EMPL Class - Verify the value and rectify if needed. Note: The following fields do not apply to Work Study students,

Officer Code

Regular Shift

Shift Rate

Shift Factor In the Contact # Section, the following fields default:

Contract Number

Contract Type

11. Click the triangle before the USA flag. The following information will display as defaulted values:

FLSA Status

EEO Class

Work Day Hours

12. Select the Job Labor tab. Validate the Union Code defaults and is non-editable.

13. Select the Payroll tab. Validate the following fields have defaulted:

Payroll System - Defaults to North America Payroll.

Pay Group - Defaults from the previous row


31


Holiday Schedule - Defaults to ‘None

Employee Type - Defaults to Hourly.

Tipped - Accept the defaults value of ‘Not Tipped’.

Tax Location Code - Defaults to ‘NY0001.

FICA Status – Review the default and update the FICA status as required.

14. Select the Salary Plan tab. The following fields default:


Grade

Grade Entry Date

15. Select the Compensation tab. The following fields default, update if applicable:

Rate Code - Defaults to NAHRLY

Sequence – Defaults with 0

COMP Rate - Verify Compensation Rate and change if applicable

Currency – Defaults to USD

Frequency – Defaults to H(Hourly) Note: If any changes are made, click the Calculate Compensation button.


17. Note: Use the Notify process to send information to interested parties if appropriate.



32

CUNY Work Study – Agency Location

College Work Study Coordinators will maintain the off-campus agency work assignments for Work Study employees on this page. For new hires, the Coordinators must first add the employment instance and then add the off-campus agency location on the CUNY Work Study page. If the employee transfers from one agency to another agency or from an off-campus agency to on-campus, the Coordinator must first update the job data page and then update the Agency Location page.

Transfers to or from off-campus agencies must occur at the beginning of the payroll period in order to ensure proper agency billing. If an agency cannot be found through the search process, call OSFA for assistance or file a ticket with your help desk.


1. Navigate to: Workforce Administration > Job Information > CUNY Work Study


EMPLID

Empl Rcd Nbr

Last Name

Name

Click the Search Button

3. Search Result section: Select the correct employee record by clicking on hyperlink.

4. On the Agency Location Page

Header Section:

Employee Name - defaults with First and Last Name.

Organizational Relationship

ID

Empl Rcd #

Business Unit

Department

Job Code

HR Status

Payroll Status

5. Employee Agency Information:

Effective Date- or accept the default of today’s date

Status

Agency

Address Contact defaults from Provider table

6. This completes the CUNY Work Study Information Business Process


33

CUNY Work Study – Federal Award Summary

College Work Study Coordinators may review Federal Award Work Study Award and Payment information on the Federal Award Summary page. This page provide the current Work Study award, remaining award amount, remaining work hours, excess payments and last payment information.


1. Navigate to: Workforce Administration > Job Information > CUNY Work Study

2. On the Search page, input one or more of the following parameters to select the correct employee

EMPLID

Empl Rcd Nbr

Last Name

Name


3. Search Result section: Select the correct employee record by clicking on hyperlink.

4. Federal Award Summary Tab, Header Section:



ID

Empl Rcd #

Business Unit

Department

Job Code

HR Status

Payroll Status

5. Input Financial Aid Year and click the Calculate Button.

6. This completes the CUNY Work Study Information Business Process


34

Multiple Job Summary

This page allows the user to view a summary of all jobs and changes in job status for people that have more than one employment record. For the Work Study Coordinator to view the job records, the work study employee must have (or had) a work study job at their college.


1. Navigate to: Workforce Administration > Job Information > Review Job Information > Multiple Jobs Summary


EMPLID

Name

Last Name

Second Name

Middle Name

3. Click the Search button. Note: Select the correct employee record. The Multiple Job page will display.

4. On the Multiple Jobs page, Header Section, validate the following:


Person ID = Employee ID

5. On the Multiple Jobs section, validate the As of Date. Note: The record count on the right side of the dark blue bar. This shows the number of rows (records) that exist in Job Data for this employee. Advance through the records and notate the dates. Find the row that has the date prior to the date for the row you want to enter.

6. In the Job Information section, validate the following:

Employee tab – display the employee’s job information effective As of Date

Empl Rcd #

Pay Status

Job Indicator

Effective Date

Sequence

7. On the Position Data tab the following information will display the employee’s position information effective on the As of Date:

Empl Rcd #

Position

Company

Department

Location

8. On the Job Information tab the following information will display the employee’s job information effective on the As of Date:

Empl Rcd #


35


Business Unit

Job Title

Standard Hours

Work Period



36

Workforce Job Summary

This summary allows the user to view an employee’s job history.


1. Navigate to: Workforce Administration > Job Information > Review Job Information > Workforce Summary


EMPLID

Empl Rcd Nbr

Name

Last Name

Second Name

Middle Name


3. Click the Search button. Note: Select the correct employee record.

4. The Header Section will display the following:



ID

5. On the Job Information page note the record count on the right side of the dark blue bar. This shows the number of rows (records) that exist in Job Data for this employee. Note: Advance through the records and notate the dates. Find the row that has the date prior to the date for the row you want to enter

6. On the General tab the following employee’s job information is displayed:


Empl Rcd #

Effective Date

Sequence

Action

Action Reason Note: To go to specific job record, Click the Job Data hyperlink under Go To Job and the system will bring up the applicable job record.

7. On the Job Information tab the following employee’s job information is displayed:


Empl Rcd #

Effective Date

Sequence

Job Code

Employee Type

Employee Status


37


Full/Part Time

Regular/Temp

Standard Hours

Work Period

8. Work Location tab - display the employee’s work location information


Empl Rcd #

Effective Date

Sequence

Position

Company

Department

Location

Reports To

9. Salary Plan tab - display the employee’s salary plan information


Empl Rcd #

Effective Date

Sequence

Salary Plan

Grade

Step

Pay Group

Frequency

10. Compensation tab - display the employee’s compensation information


Empl Rcd #

Effective Date

Sequence

Annual Rate

Monthly Rate

Daily Rate

Hourly Rate

Currency

Change Percent

Components – click the Components hyperlink tab to view the employee’s specific components on his/her job record

11. This completes the Procedure


38

Federal Work Study Employee Report

The Federal Work Study Employee Report provides details on the Work Study job, supervisor, award, remaining award amount and hours and last payment information. This report will only display results for student with an accepted Work Study award and a Work Study job for a specific award year. The report will be produced in both excel and PDF formats. The excel version is intended for Financial Aid use. The PDF version is intended to be for distribution to people outside of Financial Aid.

The report provides data for payments made within the Financial Aid Year selected. Retro-payments made in the Financial Aid Year following the Financial Aid year selected are not included in this report. You must run a query to capture those payments or view the employees payroll balances or paycheck information to identify the retro-payment.

Only CUNY personnel with the proper security access will be permitted to run processes.


1. Navigation: CUNY>Human Capital Management> HCM Reports>Federal Work Study Empl Report

2. Displays the specific Run Control Id for chosen report. If a Run Control ID does not exist, then Add per the following steps.

3. Click the Add New Value tab and Input Run Control ID - new value and enter the Add key. Run Controls IDs are unique for each user.

4. Or, for an existing Run Control ID, Input Run Control ID Or to find an existing value, Click the Search button

5. Choose the hyperlink previously saved Run Control ID.

6. Displays all the Run Control IDs based on the User ID or search criteria. Select appropriate Run Control ID by clicking Run Control ID hyperlink.

7. Run Control ID from ID selected

8. Report Manager Link Process Monitor Link

9. Report Request Parameters Input Financial Aid Year Input one or more of the following:

Business Unit

Department

Company

Empl Id

Supervisor ID

10. Click the Save button. Saves the Run Control values for future use.

11. Click the RUN button. Launches the Process Scheduler to run the report.


39


12. Process Scheduler Request page: Header Section:Following fields are defaulted

User ID

Run Control ID

Server Name

Run Date

Recurrence

Run Time

Time Zone

Reset to Current Date/Time button

13. Process Scheduler Request Page Process List Section: Following fields are defaulted:


Description – Work Study Award Report

Process Name – CU_R911A

Process Type – PSJob

Type - None

Format - None

Distribution Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is.

14. Distribution Detail - Process Name: Process Type: Folder Name:

Email with Log

Email Web Report

Email Subject

Message Text


ID Type

Distribution ID

15. Click the OK button. Returns you to the Process Scheduler Request page.


40


16. To run actual report, click the OK button on the Process Scheduler Request page. This action launches the server to run the report and return you to the Run Control Page. Notice the Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status.

Process Monitor Tab - (Optional)

17. Process List Section: Following fields are defaulted and not to be updated.


Process Type


User

Run Date/Time

Run Status

Distribution Status

Details

18. Review your request and Click the Refresh button until: your Run Status is Success and Distribution Status - Posted.



21. To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page. Note: For the Notification see the Notification Process.


Report Manager Administration tab

23. View Reports For Section: The following fields are available to be used as search criteria:


Status

Type

Folder

Last

Instance

To

24. Report List Section: Following fields display for each reports:

Select

Report ID

PRCS Instance

Description

Request Date/Time

Format

Status

Details

25. Click the Refresh button till status - Posted.

26. Click the Report description to view the report.


41


27. To see the more detail about the report, Click the Details hyper link. It will display Report Detail page.

28. Report Section: Following fields are defaulted:

Report ID

Process Instance

Name

Process Type

Run Status

29. Distribution Detail: Following fields are defaulted:

Distribution Node

Expiration Date

30. File List Section:

Name - it will display log file, PDF file and out file as hyperlink. Click the filename hyperlink. It will display report in new window

File size(bytes)

Date Time Created

31. Distribution Section:

Distribution Id Type - default to user

Distribution Ld - user name.


33. End of Federal Work Study Employee Report.


42

Work Study Exception Report The Work Study Exception Report audits whether the Job Data page and the Agency Location page are in sync for certain fields. The report expects that an employee who works off-campus will have an off-campus job code, will be assigned to the Financial Aid Office on the Job Data page and will have an active off-campus agency listed on the location page. The audit also assumes that the off-campus agency used on the Agency Location page is active on the Provider Vendor table. If this data alignment does not hold true, the Work Study employee and associated data will appear in the audit report. Only CUNY personnel with the proper security access will be permitted to run processes.


1. Navigation: CUNY>Human Capital Management> HCM Reports>Work Study Exception Report

2. Displays the specific Run Control Id for chosen report. If a Run Control ID does not exist, then Add per the following steps.

3. Click the Add New Value tab and Input Run Control ID - new value and enter the Add key. Run Controls IDs are unique for each user.

4. Or, for an existing Run Control ID, Input Run Control ID Or to find an existing value, Click the Search button

5. Choose the hyperlink previously saved Run Control ID.

6. Displays all the Run Control IDs based on the User ID or search criteria. Select appropriate Run Control ID by clicking Run Control ID hyperlink.

7. Run Control ID from ID selected

8. Report Manager Link

Process Monitor Link

9. Click the RUN button. Launches the Process Scheduler to run the report.

10. Process Scheduler Request page Header Section:

Following fields are defaulted

User ID

Run Control ID

Server Name

Run Date

Recurrence

Run Time

Time Zone


11. Process Scheduler Request Page Process List Section:

Following fields are defaulted:


43



Description – Work Study Exception Report

Process Name – CU_M944_REP

Process Type – Application Engine

Type - Web

Format - XLS Distribution Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is.

12. Distribution Detail - Process Name: Process Type: Folder Name:

Email with Log

Email Web Report

Email Subject

Message Text


ID Type

Distribution ID

13. Click the OK button. Returns you to the Process Scheduler Request page.

14. To run actual report, click the OK button on the Process Scheduler Request page. This action launches the server to run the report and return you to the Run Control Page.

15. Notice the Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status.

16. Process Monitor Tab - (Optional) 17. Process List Section:

Following fields are defaulted and not to be updated.


Process Type


User

Run Date/Time

Run Status

Distribution Status

Details

18. Review your request and Click the Refresh button until: your Run Status is Success and distribution status - Posted.




44


21. To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page. Note: For the Notification see the Notification Process.


Report Manager Administration tab 23. View Reports For Section:

The following fields are available to be used as search criteria: User ID – defaults Status Type Folder Last Instance To

24. Report List Section: Following fields display for the report:

Select

Report ID

PRCS Instance

Description – Work Study Exception Report

Request Date/Time

Format

Status

Details

25. Click the Refresh button till status - Posted.

26. Click the Report description to view the report.

27. To see the more detail about the report, Click the Details hyper link. It will display Report Detail page.

28. Report Section: Following fields are defaulted:

Report ID

Process Instance

Name

Process Type

Run Status

29. Distribution Detail:

Following fields are defaulted:

Distribution Node

Expiration Date

30. File List Section:

Name - it will display log file, PDF file and out file as hyperlink.

Click the filename.PDF hyperlink. It will display report in new window

File size(bytes)


45


Date Time Created

31. Distribution Section:




33. End of Work Study Employee Report.


46

Run CUNY Work Study Query

This process outlines the steps to run CUNY Work Study queries. The following queries are available:

NYS Exempt Eligibility Query, Off-Campus Agency Listing, Work Study Multiple Jobs Query, Rapid Time Entry Query, Work Study Employment Audit and Work Study Off-Campus Salary Expense Query.


1. Navigation : Reporting Tools > Query > Query Viewer > Various Processes and Reports

2. Click Advanced Search link

3. Input one or more of the following:

Query Name

Description

Query Type = Type Click Excel Link

4. CU_R1021_NYS_EXMPT_ELIG_QRY

Business Unit

Term Click View Results

5. CU_R1022_OFFCAMPUS_AGY_QRY CU_R1024_MULTIPLE_WS_JOBS CU_R1025_RAPID_TIME_ENTRY_QRY

Business Unit Click View Results

6. CU_R1026_WS_EMPLMNT_AUDIT_QRY

Unit

Term Click View Results

7. CU_R1027_WS_SAL_EXPNSE_QRY_V

Check Date Click View Results


47

Maintain Employee Payroll Data Employee’s Update Payroll Options will be updated by the CUNY Work Study Payroll Coordinators or University Work Study Payroll Coordinator to facilitate Payroll Processing. The employee may elect to have their paper check mailed to their home or to their college for pick-up. The College Work Study Payroll Coordinator will update an employee’s Payroll Options if the Primary Pay group value does not match what is on the employee’s primary work-study job. The University Work Study Payroll Coordinator will review and correct Update Payroll Options as needed. The Office of the University Controller will mail Work Study checks to the employee’s Home Address as this value will be the default or have the checks available for pick-up by the College.


1. Navigate to Payroll for North America > Employee Pay Data USA > Update Payroll Options

2. Displays Update Payroll Options page with different search options.

3. On the Search page, input one or more of the following parameters to select the correct employee :

EMPLID

Company

Name

Last Name Click the Search Button

4. Search Result will be displayed on the same page with one or multiple employees. Select the correct employee record by clicking on the EMPLID hyperlink.

5. Payroll Options Page will be displayed with default tab Payroll Options 1.

6. Header Section:

Employee Name defaults with First and Last name.

Employee ID - defaults from Payroll Option Search page.

Company - defaults from job record.

7. Paycheck Delivery Option Section:

Company Distribution – system values default.

Postal Service

8. Distribution Mail Option Section: Select any one option from the list below:

Home Address - this radio button selected by default.

Mailing Address - Radio button.

Check Address – Radio button - can be defined using Update Check Address hyperlink.

9. Click the Payroll Options 2 tab. Displays header page same as Payroll Option 1 tab.

10. Primary PayGroup - defaults from employee primary job record when an employee has multiple jobs. Update as appropriate.


48


11. Paycheck Location option: Select any one option from the list below:

Home Department Location – selected by default.

Job Location – Select if you want to sort this employee’s check by location.

Other Location - Select if you want to sort this employee’s check by other location.

If you select this option then following fields are needed:

SetID

Location CD

12. Mail Drop Id - Defaults to ‘Blank’

Paycheck Name - defaults to ‘Blank’.

13. Deduction Taken Section:

Deduction Taken - Defaults to No Override

Deduction Subset Id - Defaults to ‘Blank’.


15. End of Update Payroll Options Business Process


49

View Work Study Approval – Place a Student in a Work Study Job

Use this component to maintain the work study award, job placement and HCM job linkage.


1. Enter the applicable search criteria

2. Click the Search button

3. The Work Study Placement page displays with the following information:

Header Section

ID

Aid Year

Institution

Item Type

Award Status

Offered amount

Accepted amount

Disbursed = 0 Secondary Section

Effective Date = Today’s date

Status = defaults to active

Placement Status = Not Placed in Position

Placement Date = Today’s Date

Community Service Indicator = Blank The following fields are greyed:

Empl Rcd Nbr

Rcd Effective Date

Effective Sequence

Department – Defaults from Empl Rcd

Job Code – Defaults from Empl Rcd 4. Enter the following information:

Effective Date = Hire/Rehire date on HCM Job Record

Placement Status = Placed in Position

Placement Date = Hire/Rehire date on HCM Job Record

Community Service Indicator = Select as appropriate.

Empl Rcd Nbr = Empl Rcd on the Work Study job record in HCM.

Rcd Effective Date = Highest effective date on the HCM job record.

Effective Sequence = Highest Sequence date on the HCM job record. Note: Department and Job codes will display once the above fields are entered.

5. Job Summary Page displays with the following information from the HCM job record:

Action

Action Date

Reason

Payroll Status

Company

Job Entry Date


50

Regular/Temporary

Full/Part Time

Standard Hours

Comp Rate

Comp freq

Hourly Rate

Step

Step Entry Date

6. Click the Return hyperlink

7. Work Study Placement page displays Validate data

8. Click the Save button

9. End of Procedure


51

View Work Study Approval – Update Work Study Placement Information

Use this component to maintain the work study award, job placement and HCM job linkage.


1. Enter the applicable search criteria

2. Click the Search button

3. The Work Study Placement page displays with the following information:

Header Section

ID

Aid Year

Institution

Item Type

Award Status

Offered amount

Accepted amount

Disbursed = 0 Secondary Section

Effective Date

Status

Placement Status

Placement Date

Community Service Indicator The following fields are greyed:

Empl Rcd Nbr

Rcd Effective Date

Effective Sequence

Department – Defaults from Empl Rcd

Job Code – Defaults from Empl Rcd

4. Insert a new row by click the sign

5. Enter the following information:

Effective Date = HCM job effective date

Placement Status

Community Service Indicator

Rcd Effective Date

Effective Sequence Department codes, job codes and pay rate will be updated based on the changes on the HCM job record.

6. Click the Student Job Summary hyperlink

7. Job Summary Page displays with the following information from the HCM job record:


52

Action

Action Date

Reason

Payroll Status

Company

Job Entry Date

Regular/Temporary

Full/Part Time

Standard Hours

Comp Rate

Comp freq

Hourly Rate

Step

Step Entry Date

8. Click the Return hyperlink.

9. Work Study Placement page displays Validate data


11. End of Procedure


53

Chapter 2: Maintain Employee Payroll Data


54

Update Payroll Options

Employee’s Update Payroll Options will be updated by the CUNY Work Study Payroll Coordinators or University Work Study Payroll Coordinator to facilitate Payroll Processing.

The employee may elect to have their paper check mailed to their home or to their college for pick-up.

The College Work Study Payroll Coordinator will update an employee’s Payroll Options if the Primary Pay group value does not match what is on the employee’s primary work-study job. The University Work Study Payroll Coordinator will review and correct Update Payroll Options as needed.

The Office of the University Controller will mail Work Study checks to the employee’s Home Address as this value will be the default or have the checks available for pick-up by the College.


1 Navigate to: Payroll for North America > Employee Pay Data USA > Update Payroll Options

2 Displays Update Payroll Options page with different search options.

3 On the Search page, input one or more of the following parameters to select the correct employee :

EMPLID

Company

Name


4 Search Results will be displayed on the same page with one or multiple employees. Select the correct employee record by clicking on the EMPLID hyperlink.

5 Payroll Options Page will be displayed with default tab Payroll Options 1.

6 Header Section:

Employee Name defaults with First and Last name.

Employee ID - defaults from Payroll Option Search page.

Company - defaults from job record.

7 Paycheck Delivery Option Section:

Company Distribution – system values default.

Postal Service

8 Distribution Mail Option Section: Select any one option from the list below:

Home Address - this radio button selected by default.

Mailing Address - Radio button.

Check Address – Radio button - can be defined using Update Check Address hyperlink.

9 Click the Payroll Options 2 tab. Displays header page same as Payroll Option 1 tab.

10 Primary PayGroup - defaults from employee primary job record when an employee has multiple jobs. Update as appropriate.


55


11 Paycheck Location option: Select any one option from the list below:

Home Department Location – selected by default.

Job Location – Select if you want to sort this employee’s check by location.

Other Location - Select if you want to sort this employee’s check by other location. If you select this option then following fields are needed:

Input –SetID

Input -Location CD

12 Mail Drop Id - Defaults to ‘Blank’ Paycheck Name - defaults to ‘Blank’.

13 Deduction Taken Section:

Deduction Taken - Defaults to No Override

Deduction Subset Id - Defaults to ‘Blank’.

14 Click the Save button.

15 End of Update Payroll Options Business Process


56

Request Direct Deposit

Employee’s Direct Deposit information will be add or updated by the users with the Direct Deposit security role.

Work Study employees will be required to make their direct deposit election through student self service. However, on an exception basis, the College Direct Deposit Coordinator may process direct deposit elections.

The Direct Deposit Coordinator will add or update an employee’s direct election on an as needed basis. Neither the College Work Study HR nor the College Payroll Coordinator will have access to direct deposit unless they are assigned the Direct Deposit Coordinator role. The University Work Study Payroll Coordinator will review and update Direct Deposit Information as needed.

The University will use the Pre-noting functionality which will validate an employee’s bank information with the bank. Due to this Pre-noting process, it may take one to two payroll periods before direct deposit takes effect.

Prepaid Scholar Card elections are being stored in CUNYfirst as direct deposit elections.


1 Navigate to: Payroll for North America > Employee Pay Data USA > Request Direct Deposit

2 The Request Direct Deposit page is displayed with different search options.

3 On the Search page, input one or more of the following parameters to select the correct employee:

EMPLID

Name

Last Name

Click the Search Button.

4 The Search Result section will be displayed in the same page with employee detail. Select the correct employee record by clicking on EMPLID hyperlink.


57


5

The Direct Deposit Page is displayed with various defaults and input fields. Header Detail Section:


Employee ID - default value.

Deposit Information Section:

Effective Date – defaults with current date. Update as appropriate.

Status - Enter either Active or Inactive.

Suppress DDP Advice Print – is unchecked.

Distribution Information Section:

Your Bank Information

Country Code – defaults to USA.

Bank Id- If Bank Id does not exist, file a CRM ticket International ACH Bank – leave unchecked Prenotification Required – defaults to Checked. Distribution Section:

Account #

Account Type- select from the list of values.

Deposit Type- select from the list of values.

% Net Pay

Priority

Amount

The Following fields are updated as this transaction is sent to the bank.

Prenote Date

Prenotification Status: The status is system generated.

The Following fields default:

This data was last updated by:

Date last update in:


7 End of the Update Payroll Option Business Process


58

Create Additional Pay Detail

An employee’s Additional Pay Data will be added or updated by the CUNY University Payroll Coordinators and will be available for review to the College Work Study Payroll Coordinator. This functionality will be used when the University is reclaiming an overpayment to an employee. For example, an employee was paid $170 when the employee should have been paid $120. The $50 difference will be reclaimed using a negative earnings code.

University Work Study Payroll Coordinator will add or update an employee’s Additional Pay Data.


1 Navigate to: Payroll for North America > Employee Pay Data USA > Create Additional Pay

2 On the Search page, input one or more of the following parameters to select the correct employee

EMPLID

Name


3 The Search Results section will be displayed in the same page with employee detail. Select the correct employee record by clicking on EMPLID hyperlink.


59


4

The Additional Pay Page will be displayed with different defaults fields and input fields. Header Section:


Employee ID - defaults with the EMPLID

EMPL RCD # - defaults based on selected Employee.

Additional Pay Section:

Earning Code - Select the appropriate Earning code by clicking on the magnifying glass

Effective Date - defaults with current date. Update if required. Payment Details Section :

Add'l SEQ##

End Date- imput if appropriate. Otherwise leave blank.

Rate Code - enter if appropriate. Otherwise leave blank.

Reason - enter reason if appropriate or select from the list of values. Otherwise leave blank. Earnings - Enter value for Earnings. Enter, if appropriate:

Hours

Hourly Rate

Goal Amount Otherwise leave blank. Goal Balance - calculated by the system. Overwrite if appropriate. Sep Chk# -leave blank Following fields default: to Blank:

Disable Direct Deposit

Prorate Additional Pay Mark as appropriate - checked or unchecked. OK to Pay - This must be checked in order to include in payroll. Applies to Pay Period - Select appropriate checkbox.

5 Click the Job Information button to review employee’s job information.

Job Information – non editable fields

Default Job Data – non editable fields

Job Data Override:

Position – does not apply to Work Study employees.

The following field can be updated:

Business Unit

DEPTID

Job Code


60


Combination Code

GL Pay Type

Add’l Shift

20 Edit Chartfield hyperlink – Use this link to update ChartFields if appropriate. Otherwise leave blank.

21 Click the Tax Information to update or review employee’s Tax information:

State

Tax Periods

Locality

Tax Method

Tax Frequency

Benefit Deductions Taken

Benefit DED Subset ID

General Deductions Taken

General DED Subset ID

Otherwise leave blank.

22 Click the Save button

23 End of Display Additional Pay Business Process


61

Update Employee Tax Data

Employee’s Tax Data will be updated by the CUNY Work Study Payroll Coordinators or University Work Study Payroll Coordinator to facilitate to Payroll Processing.

CUNYfirst will be configured CUNYfirst to default the employee’s tax withholding to Single zero upon the creation of the job record. The tax panel must be updated with the employee’s election on the W-4, IT-2104 and IT-204E

The College Work Study Payroll Coordinator will update an employee’s Tax Data. The University Work Study Payroll Coordinator will review Tax Data and update it as needed.

The MTA tax election will be maintained by a custom MCMT Tax process.


1 Navigate to: Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data

2 Displayed is the Update Employee Tax Data page with different search options.

3 On the Search page, input one or more of the following parameters to select the correct employee:

EMPLID

Company

Name


4 The Search Result section will be displayed on the same page with employee detail. Select the correct employee record by clicking on EMPLID hyperlink.

Federal Tax Data tab


62


5 The Federal Tax Data page displays various default and input values. Header Detail Section:



Company - defaults.

Effective Date Section:

Effective Date - This field defaults from the original hire date from employee job data.

This data was last updated by - This display is system generated.

On - This displays the updated date for the current row data. Leave following fields are blank:

Exempt from FUT

Use Total Wage for Multi-State

Always create W2 for NQDC Rptg

Special Withholding Tax Status Section:

None - this radio button is set as the default.

Do Not Maintain Taxable Gross and Do Not Withhold Tax

Maintain Taxable Gross

Non-Resident Alien: Tax Treaty/NR Data

W-4 Processing Status - select any one of the radio buttons from the below list if applicable:

None

Notification Sent

New W-4 Received

Federal Withholding Status Section: Select the one that applies: Tax Marital Status

Single - defaults to Single

Married Withholding Allowance - Defaults to Zero, update if appropriate. Note: Check here and select single status if married but withholding at single rate - defaults to ‘Blank’, update if appropriate.


63


6

Flagged for IRS Section:

W4 Flagged for Transmission - default unchecked, update if required. FWT Additional Amount Section: Following fields default to ‘Blank’ - update if require:

Amount

Percentage

Lock-In Detail Section: Following fields default to ‘Blank’; update if appropriate:

Letter Received

Limit On Allowances

Earned Income Credit Section:

Not applicable - default. Following fields are radio buttons and default to ‘Blank’ - update if required:

Single, or Head of Household

Married without Spouse filing

Married, both spouses filing

W-5 Processing Status Section: Following fields default to ‘Blank’, update or select if appropriate:

None

Notification Sent

New W-5 Received

7 Tax Treaty/NR Data Section: Following fields default to ‘Blank’:; update if required:

Date of Entry

Country

Treaty Id

Treaty Exp Date

Form 8233 Recd

8233 in Effect Date

8233 Exp Date

Form W8 Recd

W8 in Effective Date

W8 Exp Date

Form W9 Recd

W9 in Effect Date

Taxpayer ID Number

NRA Withholding Rule

Allowance Earning Code Section: Following fields leave ‘Blank’:

Income Code (for 1042-S)

Max Earnings Eligible Per Year

Tax Rate (after form)

Tax Rate (before form

State Tax Data tab


64


8 Click the State Tax Data tab. The Header and Effective Date sections are same as Federal Tax Data tab. All employees require a NY state row. Follow steps from 9 to 12.

9 State Information Section:

State: <<State>> -

Resident - This defaults as ‘checked’ for the state on the employee’s home address state.

UI Jurisdiction - defaults to unchecked. Set to ‘checked’

Non-Residency Statement Filed - defaults to ‘Blank’.

Exempt from SUT - defaults to checked.

SDI Status - defaults to Subject.

10 Special Tax Status Section: Select one of the options from the list below:

None - default.

Do Not Maintain Taxable Gross and Do Not Withhold Tax

Maintain Taxable Gross; SWT Zero unless specified in Additional Withholding below

Non-Resident Allen; Fed Rules

11 State Withholding Elements Section:

SWT Marital/Tax Status - defaults to S, update if required.

Description - default

Withholding Allowance - defaults to 0.

Following fields default to Blank update if required:

Additional Amount

Additional Percentage

Additional Allowances

PR Retirement Plan - Leave unchecked.

12 Lock-In Details Section: Following fields default to Blank, update as required:

Letter Received

Limit On Allowances

Local Tax Data tab 13 Click the Local Tax Data tab.

Header and Effective Date sections default from the Federal Tax Data page. CUNY is only recording local taxes for NY. Make sure all entries made are for State: NY New York.

14 State Section:

State - NY

15 Locality Section:

Locality - Defaults to P0001

Resident – Click checkbox if a resent of New York City.

Other Work Locality - defaults to ‘Blank’

16 Special Tax Status Section: Select any one from the list below:

None - defaults to on.

Do Not maintain Taxable Gross and Do Not Withholding Tax

Maintain Taxable Gross; LWT Zero specified in ;Additional Withholding below


65


17 Local Withholding Status:

Following fields defaults to ‘Blank’ or Zero, update if required:

LWT Marital/Tax Status

Local Withholding Allowances

18 Local Additional Amount Section: Following field defaults to ‘Blank’, update if required.

Additional Withholding Amount

Percentage

19 If employee has additional local taxes in NY, insert a row in the ‘Locality’ section and repeat Steps 13-19.

20 Click the Save button. Once you click this button the employee tax data record has been saved.

21 End of Update Employee Tax Data Business Process


66

Update Employee Tax Distribution

Employee’s Tax Distribution information will be updated by the CUNY Work Study Payroll Coordinators or University Work Study Payroll Coordinator to facilitate Payroll Processing.

CUNYfirst will be configured to default employees to the tax distribution as follows:

Country: USA ; State: NY, Locality: P0001 - New York City; Distribution %: 100

The College Work Study Payroll Coordinator will update an employee’s Update Tax Distribution information. The University Work Study Payroll Coordinator will review Update Tax Distribution as needed.


1 Navigate to: Payroll for North America > Employee Pay Data USA > Tax Information > Update Tax Distribution

2 This the Displays Update Tax Distribution page with different search option.

3 On the Search page, input one or more of the following parameters.

EMPLID

EMPL RCD NBR

Name

Last Name

Middle Name Click the Search Button

4 Search Results displays the same page with employee detail. Select the correct employee record by clicking on EMPLID hyperlink.

5

The Employee Tax Distribution Page is displayed with various default fields. Header Detail Section:


Per Org Assignment – defaults to EMP

EMPL ID - defaults from the selection specified on the search page.

EMPL RCD # -defaults from job record. Tax Distribution Section:

Effective Date - defaults from the employee original hire date. Update as required.

Country - defaults to USA.

Insert Pre-filled Tax Location - Leave this field as unchecked. State/Localities Section:

State - defaults to NY

Locality - defaults to P0001.

Distribution % - defaults to 100%.


11 End business process, Update Tax Distribution Process.


67

Chapter 3: WS-Retroactive Payroll


68

Delete a Retro Pay Request

This page is used for reviewing and deleting Retro Pay Requests.

University Work Study Payroll Operation will delete retroactive pay requests when necessary.


1 Navigate to: Payroll for North America > Retroactive Payroll > Pay > Delete Retro Pay Requests

2 Enter one or more of the following fields:

EMPLID

EMPL RCD Nbr

Retro Pay Request Type

Mass Retro Request ID

Retro Pay Process Flag Click on the EmplID hyperlink for your specific record.

Retro Pay Request Delete page

3 Retropay Detail Section:

Delete – Check this box to delete this Employee’s Retro Pay Request.

SEQ# - defaults

Effdt - defaults

RTP - defaults

Check this box if this is a duplicate Retro Pay Request.

Proc. Flag

Mass ID

Int

Type – defaults

Description - defaults

4 Click the Save button to save the values for future use.

5 Use the search functionality at the bottom of the page to update additional records.

6 End of Delete Retro Pay Requests Business Process


69

Calculate Retroactive Pay

This process will initiate a process to calculate retroactive pay requests.

University Work Study Payroll Operation will calculate retroactive pay requests.


1 Navigate to: Payroll for North America > Retroactive Payroll > Pay > Calculate Retroactive Pay

2 It will display Retroactive Pay Calculation search option.

3 If the user has a run control id, input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Calculation Page 4 Header Section:

Following fields default:

Run Control ID

5 On-Line Process Section:

Job

Add’l Pay

6 Run On-Line Process Section

Pay-All or

EMPLID

7 Mass Process Section:

Mass

8 Run Mass Process Section:

All Or

Mass Retro Request ID


10 Click the Run button.

Process Scheduler Request Page 11 Verify that the:

Checkbox: is checked

Description: Retroactive Pay Calculations

Process Name: PSPRPEXT

Process Type: COBOL SQL

Type: (None)

Format: (None)

Distribution hyperlink

12 Click the OK button.

13 When the process returns a status of

Success or

Posted review for any retroactive processing errors by following these additional steps.

Review Retro Pay Messages


70


14 To review the error navigate to: Payroll for North America > Retroactive Payroll > Change Status/Review Info > Retro Pay Messages

15 To see the error message, input one or more of the following parameters Or click the Search button.

Retro Pay Sequence Number

Company

Pay Group

Pay Period End Date

Off Cycle

Page #

Line #

Separate Check #

Message ID

Message Data

Message Data

Message Data

16 It will display all the records based on search criteria. If multiple records exist then Click the appropriate record hyperlink. If no payroll error messages search result will be empty.

17 Following fields default:

EmplID

EMPL RCD#

Company

Pay Group

Retro Pay SEQ #

Pay End Date

Separate Check #

Line #

Page #

Off Cycle

18 Detail Section

Message ID

Description

Message Data

19 If more than one error exists on same employee use the scroll arrows in the upper right hand corner to click to the error messages.

20 Click the Return to Search button to review additional messages.

21 Use the Notify process to notify the individual(s) that need to make the corrections.

22 Rerun the Calc process until all errors are corrected.

23 This process completes the Calculation of Retroactive Pay Process.


71

Update Retro Pay Calculation Results

After running the Retroactive Pay Calculation process, review the calculated requests of each employee and delete requests, as necessary, from further processing. Check the results of the Retroactive Pay Calculation process, and override the amount. University Work Study Payroll Operation will update retroactive pay processing.


1 Navigate: to Payroll for North America > Retroactive Payroll > Pay > Update Retro Pay Calc Results

2 This Displays the Retroactive Pay Calculation search page.

3 If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Calculation Results 4 Header Section:


EmplID:

Empl Rcd Nbr:

Retro Pay Eff Date:

Status:

Mass Rqst ID:

Retro Pay Seq#:

Duplicate Flag:

Company:

Pay End Date:

Exceptions:

Pay Group:

Earns Begin Date:

Off Cycle:

Earns End Date:

OK to Pay:

Earns Code:

Rate Code:

Earns Hours:

Earns Type:

Rate Type:

Old Earns Amount:

New Earns Amount:

Old Hourly Rate:

New Hourly Rate:

Old Rate Used:

New Rate Used:

Retro Pay Amount:

Amount Override- input


6 Use the search functionality at the bottom of the page to update additional records.

7 End of Update Retro Pay Calc Results Business Process


72

Load Retro Pay to Paysheet

This process will initiate a process to load retroactive pay amounts to the Paysheet. University Work Study Payroll Operations will load retroactive pay amounts to the paysheet.


1 Navigate to:Payroll for North America > Retroactive Payroll > Pay > Load Retro Pay to Paysheet

2 Displays the Retro Pay Paysheet Load page with search option.


Retro Pay Paysheet Load 4 On-Cycle or Off-Cycle Run Section:

Run Control ID: is displayed

Process Terminated Employees – check this box as appropriate.

5 On-Cycle or Off-Cycle Run Section: Run Control ID: is displayed From the drop down list choose On or Off Cycle Or Off-Cycle Run Section: If your pay cycle is off-cycle only, then input one or more of the following parameters:

Company

Pay Group

Pay End Date Process



Process Scheduler Request page 8 Verify that the:


Description: Retroactive Pay Load Paysheets

Process Name: PSSPRPPSH


Type: (None)

Format: (None)



10 Use the Run Payroll Process business process to monitor this process.

11 Use the Notify process if required.

12 This completes the Load Retro Pay to Paysheet Business Process.


73

Retro Pay Request Summary Report

This report lists retroactive pay information from the Retro Pay Request table.


1 Navigation : Payroll for North America > Retroactive Payroll > Reports> Retroactive Pay Reports >Retro Pay Request Summary

2 Displays Retro Pay Request Summary Run Control page.


Retro Pay Request Summary Rpt Run Control page 4 The page displays a new page with following information

These fields default in the Header Section:

Run Control ID: defaults

5 Report Request Parameters Section:

Job Request

Additional Pay Request

Mass Request

All Requests

6 Click the Save button to save Run Control ID values for future use.

7 Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 8 Process List Section

Checkbox: Make sure this box is checked.

Description - Retro Pay Request Summary Report

Process Name - Pay300RT

Process Type - SQR Report

*Type – Web, email, printer, etc *Format – PDF, CSV, etc.

Distribution


10 Use the Run a Report process to monitor and retrieve the report.

11 End of the Retro Pay Summary Report Business Process.


74

Retro Pay Calculations Report

This report provides a detailed listing of the retroactive pay calculation, sorted by employee and by earnings type.


1 Navigation : Payroll for North America > Retroactive Payroll > Reports> Retroactive Pay Reports > Retro Pay Calculations

2 Displays Retro Pay Request Summary Run Control page.


Retro Pay Calculations Report Run Control page 4 The page displays a new page with following information:


Run Control ID: defaults

Language: defaults to English

Mass Request Parameters Section:

Mass Request

Mass Retro Request ID:

On-Line Request Parameters Section:

Job Request






Description - Retro Pay Detail Report




Distribution


9 Use the ‘Report’ process to monitor and retrieve the report.

10 End of the Retro Pay Calculations Report Business Process.


75

Retro Pay Terminations Report

This report lists all terminated employees for whom the system has calculated retro pay.


1 Navigation : Payroll for North America > Retroactive Payroll > Reports > Retroactive Pay Reports > Retro Pay Terminations

2 Displays Retro Pay Termination Report Search page.


Retro Pay Terminations Report Run Control page 4 The page displays a new page with following information:


Run Control ID

Language: Defaults to English

5 Report Request Parameters Section:

Terminated Employees – check this box.





Description - Retro Pay Term Empl Prcs Report




Distribution



11 End of the Retro Pay Terminations Report Business Process.


76

Retro Pay Calculation Summary Report

This report creates a summary of each retro pay request type, with a grand total of both request types.


1 Navigation : Payroll for North America > Retroactive Payroll > Reports> Retroactive Pay Reports > Retro Pay Calc Summary

2 Displays Retro Pay Calc Summary Search page.


Retro Pay Calc Summary Report Run Control page 4 The page displays a new page with following information:


Run Control ID

Language: Defaults to English

5 Mass Request Parameters Section:

Mass Request

Mass Retro Request ID or On-Line Request Parameters Section:

Job Request






Description - Retro Pay Summary Report



Type – Web, email, printer, etc

Format – PDF, CSV, etc.

Distribution



11 End of the Retro Pay Calc Summary Report Business Process.


77

Chapter 4: Create Paysheets


78

Perform PreSheet Audit

The Work Study Payroll Process begins with running the PreSheet Audit Report. Once this report is reviewed and any errors are resolved, Paysheet are created.

The University Work Study Payroll Operations will Run the Presheet Audit Report and distribute to the audit items to the College Payroll and Work Study Coordinators for review. All errors should be corrected by the College before running the ‘Create Paysheets’ process.


1 Navigation : Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Presheet Audit Report

2 Displays Presheet Audit Report page with Find an Existing Value default tab.


Presheet Audit Report Run Control page 4 The page displays a new page with following information:


Run Control ID

Language

5 Report Request Parameters Section Select one of the following options:

Full Report?

Run ID Report? - (if selected)

Input Pay Run ID



Process Scheduler Request page

8 Process List Section


Description - Paysheet Audit

Process Name - Pay034


Type – Choose the output type

Format – Choose the Format type

Distribution



11 End of the Presheet Audit business process.


79

Paysheet Creation

The Paysheet contain the data required to calculate Work Study employees pay for each pay period. The system scans all employees and selects the employees scheduled to be paid for the specified pay period.

The University Work Study Payroll Operations will run the Create Paysheets process. The Create Paysheets process must be run before hours are loaded by the ‘Load PaySheet Transactions’ process for hours on the Rapid Entry Paysheets page or the Paysheet Upload excel spreadsheet. All Earnings related information will be categorized under “Other Earnings.”


1 Navigation : Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Create Paysheets

2 Displayed is the Paysheet Creation page with search detail.


Paysheet Creation page. 4 Enter Process Request Parameters :

Input Pay Run ID or Search for a specified Pay Run ID and tab out.


6 Click the Run button in the upper right hand corner

The Process Scheduler Request page 7 Process List Section


Description - Create Paysheet

Process Name - PSPPYBLD

Process Type – COBOL SQL

Type – (None)

Format – (None)

Distribution


9 Use the Run A Process instructions to monitor the process and results.

10 End of the Create Paysheet business process.


80

CUNY Paysheet Upload Interface

This process has the ability to load hours worked for workstudy (WS) students into CUNYfirst for calculation of pay. This process uses one universal inbound flat file interface layout which can be populated from a spreadsheet or by the NEXGEN timekeeping system (to be deployed at BMCC and Hunter) or any other third party timekeeping system.


1 Navigation : Payroll for North America > Payroll Processing USA > Create and Load Paysheets > CUNY Paysheet Upload Interface

2 Displayed is the Paysheet Creation page with search detail.


CUNY Paysheet Upload Interface page 4 Enter Process Request Parameters :

Business Unit/ College Note: If applicable, check the Load All Files Checkbox


6 Click the Run button in the upper right hand corner

The Process Scheduler Request page 7 Process List Section


Description - CUNY Paysheet Upload Interface

Process Name - CU_PAY_AE


Type – (None)

Format – (None)

Distribution



10 End of the CUNY Paysheet Upload Interface’ Process.


81

Rapid Paysheet Entry – For Work Study Hours

Create rapid entry Paysheet for payroll period and enter employee hours and amounts.

Two templates will be setup for resident and non-resident employees. College Work Study Coordinators will enter hours on the rapid entry paysheet template based on specific earnings codes. Users have the option to enter hours for late timesheets on the Rapid Paysheet Entry page by adding a row, and adding the specific earnings begin and end dates for the employee.

To the extent possible, pay rate changes and transfers between on and off campus jobs should occur at the beginning of a payroll period. In the event that such changes do not occur at the beginning of a payroll period, the College Work Study Coordinator will need to create two rows with specific earnings begin and end dates for the affected payroll period.

Colleges have the option to use Rapid Paysheet Entry or the Spreadsheet Upload.


1 Navigation : Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Create Rapid Entry Paysheets

2 Displayed is the Create Rapid Entry Paysheets page.

3 Click on the Add a New Value tab.

Template Type: Hours

Template ID: - Enter the appropriate Template ID.

Pay Run ID: - Enter the Pay Run ID that you are entering time for.

Off Cycle? - Check this box if this is for an Off Cycle check. Click the Add button.

Rapid Entry Paysheet Creation 4 Header Section:

Following fields default from the search page:

Template Type

Pay Run ID

Template ID

Off Cycle

5 Input the following items:

Earnings Begin Date

Earnings End Date

If needed: Input Group ID - to retrieve group click the Get Group button.

6 Exception Hours Section (input the following):

EMPLID

EMPL RCD#

Name

WSE

WOT

WAJ

Sep Chk#

Gross-Up

Click the Total button. Validate on Save - default checked.


82


7 When a row is completed for a WS Employee, click the (+) icon at the end of the row to add additional employees.

8 Repeat Steps’ 6 and 7 for each WS Employee with hours until all have been entered.

9 If there are employees that have hours from a previous payperiod, insert a new row by clicking the + key next to the Earnings Begin Date and Earnings End Date fields. Go back to Step 5 to repeat the steps. Use the Get Group button if appropriate; otherwise enter the correct emplid and the relevant hours to be paid.

10 Be sure to click the Save button often to save your work.

Validation Results tab 11 Header Section:

Following fields are default:

Template Type

Pay Run ID

Template ID

Off Cycle

12 Following Fields default:

Earnings Begin Date

Earnings End Date

EMPLID

EMPL RCD#

Earn Code

Message

13 Make corrections as required by the various error messages, if any.

14 Repeat until all errors are cleared.

15 Be sure to click the Save button often to save your work.

16 This completes the Rapid Paysheet Entry Business Process.


83

Load Paysheet Transactions

Load data into Paysheets from rapid entry Paysheets.


1 Navigate to: Set Up HRMS > Common Definitions > ChartField Configuration > Load Paysheet Transactions

2 Displayed is Load Paysheet Transactions Table search option.


Load Paysheet Transactions Run Control page 4 Header Section:

Following fields are default from search page.

Run Control ID

5 Process Request Parameter(s) - On-Cycle or Off-Cycle Run Input the Pay Run ID or select from the list of values. Input On or Off Cycle OR If pay cycle is Off-cycle then

Input Company

Input Pay Group

Input Pay End Date

Input Emplid

Input Process Page

6 Calculate Options Section:

Input Paysheet Upload Source

Input Process Option

Separate Pay Run

OK to Pay

7 Click the Save button to save the details.

8 Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.


Check box: is checked

Description: Load Paysheet Transactions

Process Name: PYLOAD

Process Type: PSJob

Type: (None)

Format: (None)



11 End of Load Paysheet Transactions Business Process.


84

Create a Single Paysheet

Create a Singe Paysheet using the Update Paysheets using the Add functionality. This is used to create an online check, pay a terminated employee or to record a manual check for a Work Study employee.

The University Work Study Payroll Operations will perform the Update Paysheet Process. The ‘Create a Single Paysheet’ process may be used if the College did not enter hours for an employee before the ‘Load Paysheet Transaction’ process was run. This process is for last minute entry of hours before the Payroll Confirmation Process has been run. To use this process, College will have to make a request to the University Work Study Payroll Coordinator.

All Earnings related information will be under “Other Earnings.”


1 Navigation : Payroll for North America > Payroll Processing USA > Update Paysheets > By Paysheet

2 Displays By Paysheet Search Page with different search options.

3 Click the Add tab

4 Input one or more of the following parameters:

Company

Pay Group

Pay Period End Date

Off Cycle

Page # Click the Add button

Paysheet tab 5 Paysheet tab - Header Section :


Company

Pay Group

Pay Period End Date

Page Paysheet Detail Section:

Line – defaults to ‘1.’

Input EMPLID

Input EMPL RCD

Ben REC# - defaults to ‘0.’

Name - defaults from EMPID

Manual Check – Check this box to record the values from a manual check that was created.

Transaction Message - variable field

Check # - the check number that was issued if recording a manual check.

Check Date: date of manual checks.

Total Gross

Net Pay

6 Paysheet tab - Earning Section: Check appropriate checkbox:

Ok to Pay

Override Hourly Rate


85


No Direct Deposit

Gross Up Input the following:

REG RT CD

REG Hrs

OT TRC CD

OT Hrs

Hourly Rate

Regular Salary


Earnings Begin/End Date

State

Locality

7 Optional: click the Additional Data hyperlink.

Displays new page as Additional Data, enter following information:

Business Unit

Department

Job Code

Position

GL Pay Type

b

Tax Periods

ANNL Tax PRDS

Pay Frequency

Tax Method

FICA Status


9 Paysheet tab - Other Earnings:

code

SEQ#

Rate code

Hour

Rate

Amount

One-Time Deductions tab

One-Time Garnishment tab 10 One-Time Taxes Tab –

Header Section: Following fields default:

Company

Pay Group

Pay Period End Date

Page Paysheet Details:

Line

EMPLID

EMPL Recd


86


Ben RCD

Name

11 One-Time Taxes Tab – Taxes Section: The following fields default:

OK to Pay

Additional Taxes One-Time Tax Data Override Section: Click the (+) to add a new record and enter following fields :

Federal

State

Locality

Tax Class

One-Time Code

One-Time Amount

Pages Balances tab 12 Click the Save button to save the record.

13 Click the Return to Search button to add or update additional paysheets.

14 The ends the Add a Single Paysheet Business Process.


87

Update Paysheet by Payline

Before running the Pay Calculation process, you can make pay-related adjustments for the current pay period. You can view only one Payline (employee) at a time on the Payline page.

The University Work Study Payroll Coordinators will update the Payline information. If changes are needed to hours worked, College Work Study Coordinators will need to send an e-mail to the University Payroll Coordinators to request the change.

All Earnings related information will be under “Other Earnings.”


1 Navigation : Payroll for North America > Payroll Processing USA > Update Paysheets > By Payline

2 By Paysheet Search Page is displayed with different search options.


Company

Pay Group

Pay Period End Date

Off Cycle

Page #

Line #

EMPLID

Job Pay Data Change - select appropriate value from the list of values.

Partial Pay Period

Name

4 Click the Search button.

5 A list of existing records is displayed based on search criteria.

6 Select appropriate record by clicking on the Company hyperlink.

7 Different tabs with the default Payline tab are displayed.

8 Payline tab - Header Section : Following fields default:

Company

Pay Group

Pay Period End Date

Page

Line - defaults

EMPLID

Name

Line

EMPL RCD#

Ben REC#

Transaction Message

Check #

Check Date

Total Gross

Net Pay

9 Payline tab – Payline Detail Section: To view existing Payline: Check appropriate checkbox from the following:

OK to Pay


88


Job Pay


No Direct Deposit

Gross Up

REG Rt Cd

REG Hrs

OT TRC Cd

OT Hrs

Hourly Rate

Regular Salary Following fields default:


Shift

State

Locality

10 Click the Additional Data hyperlink. A new page, Additional Data, is displayed with the following default information:

Business Unit

Department

Job Code

Position

GL Pay Type

Combo Code

Tax Periods

Annl Tax Prds

Pay Frequency

Tax Method

FICA Status

11 Payline tab - Other Earnings:

Code

SEQ#

Hour

Rate

Amount


13 Payline tab – Payline Detail Section: To add new Payline: Click the (+) sign and input appropriate detail: Select appropriate checkbox from the following: Override the date fields if appropriate:

Input Earnings Begin/End Date

Repeat Step’ 9-12.

14 One-Time Taxes Tab –Header section:

Company

EMPLID

EMPL RCD#

Transaction Message


89


Pay Group

Name

Ben RCD#

Pay Period End Date

Page

Line

15 One-Time Taxes Tab – Payline Details Section: Following fields default:

Ok to Pay

Additional Taxes

One-Time Tax Data Override Section: Enter following fields as appropriate:

State

Locality

Tax Class

One-Time Code

One-Time Amount


17 The Paysheet by Payline information is successfully updated and saved.


90

Chapter 5: On Cycle – Produce Payroll


91

On-Cycle Pre-calculation Audit Report

The Pre-Calculation Audit report is an optional report that you should run before pay calculation to identify records that could cause errors during pay calculation.

The Pre-Calculation Audit report verifies the integrity of your Paysheet entries.

The University Work Study Payroll Operations will Run the Precalculation Audit Report and distribute to the proper College Payroll Coordinator for review. This report verifies the integrity employee and payroll data. All errors should be corrected before running the ‘Final Calculation’ process.


1 Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Precalculation Audit Report


3 Displays new page with following information: Following fields defaults in Header Section:

Run Control ID

Language

Report Request Parameters Section: Pay Run ID - Choose Pay Run ID for Pay Period you want to calculate

4 Click the Save button to save the detail.




Description: Precalc Audit

Process Name: PAY035

Process Type: SQR Report



9 This completes the Precalculation Audit Report Business Process.


92

On-Cycle Pay Calculation

During the pay calculation, the system determines earnings, deductions, taxes, gross pay and net pay for all employees with pay earnings in a Payline marked OK to Pay.

The University Work Study Payroll Operations will Run the Calculate Pay Process. A Preliminary Calculation is required before running the Final Calculation process. A Preliminary Calculation can be run multiple times until University Work Study Payroll Operations feels confident that payroll data is correct. The Final Calculation process should be run when all errors are corrected.

After the Final Calculation Process, users can navigate to the “Review Paycheck” process to see a preview of employee paychecks. If there are errors, users have the opportunity to make corrections, then run the Preliminary and Final Calculation again before moving forward to the next step. Also, users can run the Payroll Register report to see a preview of pay details for employees.

Note: All Off-Cycle payments must be calculated and confirmed before calculating and confirming on-cycle payments.


1 Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Calculate Pay

2 The Calculate Pay page is displayed.


Calculate Pay Run Control page

4 Process Request Parameter(s) - On-Cycle Input On Cycle or select from the list of values.

5 Process Request Parameter(s) – Calculation Options Section: For Final Calculation, make sure that the: Preliminary Calculation Run- defaults with this checked. Make sure this is unchecked for the Final calc. Select either of the following for intermediate Pay Calc runs:

Only Calculate Where Needed

(Re) Calculate All Checks – click this button for the Final Calc.

Transfer Calc Errors – Not being used.

6 Click the Save button to save the detail if required.

7 Click the Run button

8 Process Scheduler Request page 9 Verify that the:


Description: Calculate Pay

Process Name: PSSPPYRUN



93


Type: (None)

Format: (None)


Click the OK button.

10 Use the Run a Payroll Process to monitor this processes progress.

11 Use the Review Error Messages to insure that all paysheets calculated.

12 Repeat steps until the process is ready to be run in the Final Calculation status. The Preliminary Calculation flag must be off to run this process in the Final Calculation mode.

13 End of On-Cycle Pay Calculation Business Process.

14 This completes the Pay Calculation – Preliminary to Final Calc Business Process


94

Resolve Payroll Processing Errors

PeopleSoft provides a menu item for reviewing and resolving payroll processing errors. The errors can be viewed online or a report can be generated.

University Work Study Payroll Operations will have access to Review Payroll Processing Errors. This page should be reviewed after the Create Paysheet, Preliminary Calculation, Final Calculation and Confirmation processes. All errors must be corrected before proceeding to the next process.


1 To review the error navigate to: Payroll for North America > Payroll Processing USA > Review Payroll Error Messages

2 Input one or more parameters from the following list or just click the Search button.

Company

Pay Group

Pay Period End Date

Off Cycle?

Page#

Line #

Pay Run ID

Process Instance If no criteria are entered, all error messages for all companies will display.

3 An existing record is displayed based on the search criteria. All records for the search criteria are displayed. Multiple records may exist for previous Pay Run ID if no one has resolved them. Click the appropriate record hyperlink. Note: If there are no payroll error messages, the search result will be empty.

4 The Payroll Error Messages page with detail information about the error message displays the following fields:

Company

Pay Group

Pay Period End

Process Instance

Off Cycle

Page #

Line#

Pay Run ID

Process Instance

Payroll Error Message 5 Data from the previous step defaults to top of the page.

The employee’s name, ID and EMPL RCD also default from the Paysheet.

6 Message Section:

Separate Check #

Message ID

Description

Message Date

7 Before moving to the next Search record, make sure all lines for the current employee are viewed.


95

8 Click the View All hyperlink on the dark blue Message bar to display all the messages for a specific employee. If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages.

9 Click the Return to Search button to the search page.

10 If multiple errors for that specific Pay run ID then Click the Next in List button.

11 Click the Previous in List button to see the previous record in the list.

12 This completes the Payroll Processing Errors Business Process.


96

Work Study Excess Award

This process identifies any student being paid whose total payments to date (including the current cycle) exceed the total financial aid year work study award for the same financial aid year and the excess amount split off the excess amount to different earnings codes so it is not identified as federal work study.

During payroll processing the system must identify any student being paid whose total payments to date (including the current cycle) exceed the total financial aid year work study award for the same financial aid year. The excess amount must be split off to different earnings codes so it is not identified as federal work study.

This process may not consume the full award because of rounding rules of .25 of an hour.


1. Navigation to: Payroll for North America > Payroll Processing USA > Produce Payroll > Work Study Excess Award

2. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

3. Work Study Excess Award Control Page 4. Process Request Parameters

On-Cycle Run

Input Pay Run ID OR Off-Cycle Pay Calendar

Company

Pay Group

Pay End Date

Process Page:___ Thru: ___ Payroll Cycle. Please select appropriate radio button

On-Cycle

Off-Cycle

Both

5. Click the Save button to save the detail if required.

6. Click the Run button

7. Process Scheduler Request page 8. Verify that the:


Description: Split Out Hours

Process Name: CU_SPLIT_HRS

Process Type: Application Engine

Type: (None)

Format: (None)



10. Use the Run a Process to monitor this process’s progress.


97

11. End of the Work Study Excess Award Business Process.


13. Work Study Excess Award Control Page 14. Process Request Parameters

On-Cycle Run

Input Pay Run ID OR Off-Cycle Pay Calendar

Company

Pay Group

Pay End Date

Process Page:___ Thru: ___ Payroll Cycle. Please select appropriate radio button

On-Cycle

Off-Cycle

Both


98

On-Cycle Pre-Confirm Audit Report

Preconfirm Audit report which provides a detailed listing (by company, calendar year, pay group, month code, pay end date, and employee ID) of information that might cause problems during the Pay Confirmation process. Running this report will help in identifying and fixing any issues that might cause problems during pay confirmation process

The University Work Study Payroll Operations will Run the Preconfirm Audit Report and distribute to the College Payroll Coordinators for review. This report verifies the integrity employee and payroll data. All errors should be corrected before running the ‘Confirmation’ process.


1 Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Pre-confirm Audit Report


Preconfirm Audit Run Control page

3 The Preconfirm Run Control page displays the following information: Header Section defaults:

Run Control ID

Language Report Request Parameters Section:

Pay Run ID - Displays the selected Run Control Id.



6 Process Scheduler Request page 7 Verify that the:


Description: Pre-Confirm Paysheet Audit



Type: Web, email, printer, etc

Format: PDF, CSV, etc.



9 This completes the Pre-Confirm Audit Report Business Process.


99

On-Cycle Confirm Pay Process

The Pay Confirmation process is run after verifying that the Pay Calculation is correct and run in the Final Calculation mode. Running the Pay Confirmation process indicates that all the payroll related information is reviewed and approved for the specific pay run and the system is ready to produce paychecks. The University Work Study Payroll Operations will Run the Confirm Pay Process.


1 Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Confirm Pay

2 The Confirm Pay page is displayed.


Pay Confirmation page 4 The Pay Confirmation Run Control page is displayed.

5 Process Request Parameters On-Cycle or Off-Cycle Run: Use only the On-Cycle. Input Pay Run ID and Choose On-Cycle





Description: Calculate Pay

Process Name: PAYCONF

Process Type: PSJob

Type: (None)

Format: (None)


9 Use the Run a Payroll Process to monitor this processes progress.

10 End of On-Cycle Pay Confirm Business Process.


100

Review Paycheck After running the pay confirmation, view the results of paycheck earnings, deductions, and taxes using the Review Paycheck pages.

The University Work Study Payroll Operations/Coordinators have access to Review paycheck details including earnings dates, hours, taxes, gross pay and net pay. This view contains the full direct deposit account number.

#Step Procedure Step Details

1. Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck

2. The Review Paycheck search page is displayed with these search criteria:

3. Input one or more of the following parameters

Company

Pay Group

Pay Period End Date

Off Cycle?

Page #

Line #

Separate Check #

Paycheck Number

EMPLID

Name

Click the Search button.

4. Record values are displayed based on search criteria. Select appropriate record by clicking Company hyperlink.

Paycheck Earnings tab 5. Paycheck Earnings Tab – Header Section:


EMPLID

Company

Name

Pay Group

Pay Period End

Page

Line

Separate Check

6. Paycheck Earnings Tab –Paycheck Information Section:

The following fields default:

Paycheck status

Issue Date

Paycheck Option

Paycheck Number

Off Cycle

Reprint


101


Adjustment

Corrected

Cashed

7. Paycheck Earnings Tab –Paycheck Totals Section:

Earnings

Taxes

Deductions

Net Pay

8. Paycheck Earnings Tab – Earnings Section:

Following details default:

Begin Date

End Date

Add’l Line

Reason

Employment Record Number

Benefit Record Number

Rate Used

State

Shift

Locality

Shift Rate

9. Click the Additional Data hyperlink for employee specific data.

Business Unit

Department

Job Code

Position

GL Pay Type

Combo Code- Click on Edit Chartfields hyperlink.

Tax Periods

ANNL Tax PRDS

Pay Frequency

Tax Method

FICA Status

10. Paycheck Earnings Tab – Earnings –Salaried Section: Following details default:

Hours

Rate

Earnings

11. Paycheck Summary Tab – Earnings –Hourly Section: Following details default:

Hours

Rate

Earnings

Rate Code

12. Paycheck Earnings Tab – Earnings -Overtime Section:



102


Hours

Rate

Earnings

Rate Code

13. Paycheck Earnings Tab – Other Earnings Section:

Displays following default values:

Code

Description

Rate Used

Hours

Rate

Amount

14. Select Other Earnings Details 2 tab. This tab displays following fields :

Code

Description

Add to Gross Pay

Tax Method

Rate Code

15. Paycheck Earnings Tab – Special Accumulators Section: Following fields default:

Code

Description

Hours

Earnings

EMPL RCD#

Paycheck Taxes tab 16. Paycheck Taxes Tab – Taxes Section.

The following fields default.

Tax Entity

State

Resident

Locality

Locality Name

Tax Class

Taxable Gross

Tax Amount

17. Paycheck Taxes Tab – 1042 Taxes Section: Following fields default:

State

Country

Tax Rate

Taxable Gross

Tax Amount

Income Code

Income Type

Withholding Allowance


103


Paycheck Deductions tab 18. Paycheck Deductions Tab – Deduction Section:

The following default detail.

Deduction Code

Description

Class

Amount

Calculated Base

Note: Work Study is not using Garnishment at this time

19. Paycheck Deduction – Net Pay Distribution Section:

Check/Advice Number

Account Type

Bank ID

Account Number

Amount

20. End of Review Paycheck Business Process.


104

Review Self Service Paycheck After running the pay confirmation, view the results of paycheck earnings, deductions, and taxes using the Review Paycheck pages.

The University Work Study Payroll Operations/Coordinators have access to the Review Employee Self Service Paycheck details including earnings dates, hours, taxes, gross pay and net pay. This view allows the user to see exactly what the employee is seeing on line through employee self service.


1 Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck

2 The Review Paycheck search page is displayed with these search criteria:


Company

Pay Group

Pay Period End Date

Off Cycle?

Page #

Line #

Separate Check #

Paycheck Number

EMPLID

Name


4 Record values are displayed based on search criteria.

5 Select appropriate record by clicking Company hyperlink.

Paycheck Earnings tab

6 Paycheck Earnings Tab – Header Section: Following fields default:

EMPLID

Company

Name

Pay Group

Pay Period End

Page

Line

Separate Check

7 Paycheck Earnings Tab –Paycheck Information Section: The following fields default:

Paycheck status

Issue Date

Paycheck Option

Paycheck Number

Off Cycle

Reprint

Adjustment

Corrected

Cashed


105


8 Paycheck Earnings Tab –Paycheck Totals Section:

Earnings

Taxes

Deductions

Net Pay

9 Paycheck Earnings Tab – Earnings Section: Following details default:

Begin Date

End Date

Add’l Line

Reason



Rate Used

State

Shift

Locality

Shift Rate

10 Click the Additional Data hyperlink for employee specific data Input one or more of the following:

Business Unit

Department

Job Code

Position

GL Pay Type

Combo Code

Tax Periods

ANNL Tax PRDS

Pay Frequency

Tax Method

FICA Status

11 Paycheck Earnings Tab – Earnings –Salaried Section: Following details default:

Hours

Rate

Earnings

12 Paycheck Summary Tab – Earnings –Hourly Section: Following details default:

Hours

Rate

Earnings

Rate Code

13 Paycheck Earnings Tab – Earnings -Overtime Section: Following details default:

Hours


106


Rate

Earnings

Rate Code

14 Paycheck Earnings Tab – Other Earnings Section: Displays following default values:

Code

Description

Rate Used

Hours

Rate

Amount

15 Select Other Earnings Details 2 tab. This tab displays following fields :

Code

Description

Add to Gross Pay

Tax Method

Rate Code

16 Paycheck Earnings Tab – Special Accumulators Section: Following fields default:

Code

Description

Hours

Earnings

EMPL RCD#

Paycheck Taxes tab 17 Paycheck Taxes Tab – Taxes Section.


Tax Entity

State

Resident

Locality

Locality Name

Tax Class

Taxable Gross

Tax Amount

18 Paycheck Taxes Tab – 1042 Taxes Section: Following fields default:

State

Country

Tax Rate

Taxable Gross

Tax Amount

Income Code

Income Type


107



Paycheck Deductions tab 19 Paycheck Deductions Tab – Deduction Section:

The following default detail.

Deduction Code

Description

Class

Amount

Calculated Base

20 Note: Work Study is not using Garnishment at this time

21 Paycheck Deduction – Net Pay Distribution Section:

Check/Advice Number

Account Type

Bank ID

Account Number

Amount

22 End of Review Paycheck Business Process.


108

Review Paycheck Summary After running the pay confirmation, view the results of paycheck earnings, deductions, and taxes using the Review Paycheck Summary page.

Review paycheck earnings, taxes, and deductions on a single summary page.. This view contains a partial direct deposit account number.

Step# Procedure Step Details

1. Navigation : Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck Summary

2. The Review Paycheck Summary search page is displayed with these search criteria:

3. Input one or more of the following parameters:

Company

Pay Group

Pay Period End Date

Off Cycle?

Page #

Line #

Separate Check #

Paycheck Number

EMPLID

Name


4. Record values are displayed based on search criteria. Select appropriate record by clicking Company hyperlink.

Paycheck Summary tab 5. Summary Information – Header Section:


EMPLID

Name

Company

Pay Group

Pay Period End

Page

Line

Separate Check

6. Paycheck Information Section: The following fields default:

Paycheck status

Issue Date

Paycheck Option

Paycheck Number

Off Cycle

Reprint

Adjustment

Corrected

Cashed


109


7. Paycheck Totals Section:

Earnings

Taxes

Deductions

Net Pay

8. Paycheck Earnings Section 9. Paycheck Earnings Section:


Begin Date

End Date

Add’l Line

Reason



Rate Used

State

Shift

Locality

Shift Rate

10. Click the Additional Data hyperlink for employee specific data.

Business Unit

Department

Job Code

Position

GL Pay Type


Tax Periods

ANNL Tax PRDS

Pay Frequency

Tax Method

FICA Status

11. Earnings –Salaried Section: Following details default:

Hours

Rate

Earnings

12. Earnings –Hourly Section: Following details default:

Hours

Rate

Earnings

Rate Code

13. Earnings - Overtime Section: Following details default:

Hours

Rate

Earnings

Rate Code

14. Other Earnings Section:


110


Displays following default values:

Code

Description

Rate Used

Hours

Rate

Amount

15. Paycheck Deductions Section

16. Paycheck Taxes Section 17. Paycheck Taxes Tab – Taxes Section.


Tax Entity

State

Resident

Locality

Locality Name

Tax Class

Taxable Gross

Tax Amount

18. Paycheck 1042 Taxes Section: Following fields default:

State

Country

Tax Rate

Taxable Gross

Tax Amount

Income Code

Income Type


19. Paycheck Deductions Tab – Deduction Section: The following default detail.

Deduction Code

Description

Class

Amount

Calculated Base

20. NOTE: Work Study is not using Garnishment at this time

21. Paycheck Deduction – Net Pay Distribution Section:

Check/Advice Number

Account Type

Bank ID

Account Number

Amount

22. End of Review Paycheck Summary Business Process.


111

Payroll Register

The Payroll Register report provides payment details by employees for earnings, deductions, taxes based on a pay cycle.

University Work Study Payroll Operations and the University Payroll Coordinator may run the delivered Payroll Register report.


1 Navigate to: Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Register

2 Displays the Payroll Register Search Option page.


Payroll Register Run Control page 4 Header section:

Displays the following fields with default value.

Run control ID

5 Process Request Parameter(s) On-Cycle Run: Enter current Pay Run ID Or Off-Cycle Pay Calendar

6 Payroll Cycle

On Cycle

Off Cycle

Both


8 Click the Run button. Process Scheduler Request page 9 Verify that the:


Description: Payroll Register



Type: Web, email, printer, etc

Format: PDF, CSV, etc.




12 End of the Payroll Register Report Business Process.


112

Create Direct Deposit File

Create a direct deposit file for a particular pay run.

University Work Study Payroll Operations will run the process to create the Direct Deposit Transmit File. The output of the file will be placed on the server and pushed to a Tumbleweed folder. The University Work Study Payroll Operations may review the file before transmitting it to the bank.


1 Navigation : Payroll for North America>Payroll Processing USA>Create Direct Deposit>Create Direct Deposit File


Direct Deposit Create File Run Control page. 3 Displays new page with following information:

Following fields defaults in Header Section:

Run Control ID

4 Process Request Parameters Section: Pay Run ID: Choose Pay Run ID for Pay Period you want to calculate Or Input:

Company

Pay Group

Pay Period End Date

5 Processing Options:

Prenote Date

Text (20 Characters)

Create Separate Files for IAT

Exclude Debit Offset Records

6 File Header Company Section:

Bank ID

Company





Description: Create Direct Deposit Transmit

Process Name: DDP001



Format - Choose the output type

Distribution



12 This completes the Create the Direct Deposit File Business Process.


113

Create Positive Pay File

Create a positive pay file for a particular pay run. University Work Study Payroll Operations will run the process to create the Positive Pay File. The output of the file will be placed on the server and pushed to a Tumbleweed folder. The University Work Study Payroll Operations may review the file before transmitting it to the bank.


1. Navigation : Payroll for North America>Payroll Processing USA > Produce Payroll > CUNY Work Study Payroll > Positive Pay Interface

2. If the user has a run control id, Input Run Control ID> Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Positive Pay Outbound Run Control page.

3. Displays new page with following information: Following fields defaults in Header Section: Run Control ID

4. Click the Save button to save the detail.

5. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page

6. Select the appropriate process:


Description: Pre-Run Positive Pay Process Name: PREPOSPY




Distribution OR

Checkbox: is checked Description: Final-Run Positive Pay

Process Name: FINPOSPY




Distribution


8. Use the Run a Report process to monitor and retrieve the report.

9. This completes the ‘Positive Pay Outbound’ Business Process.


114

Print Paychecks

This process will create Paycheck PDF file and uses XML format.

University Work Study Payroll Operations will have access to print Paychecks. Paychecks will be mailed to the Work Study employee’s home address.


1 Navigate to: Payroll for North America > Payroll Processing USA > Produce Checks > Print Checks

2 Displays Print Paycheck page with search options.


Check Print Run Control page 4 Header section:

Displays the following fields with default values:

Run Control ID

Report Request Parameters(s)

On-Cycle Run

If pay cycle is on-cycle then input Pay Run ID>

5 Report Request Parameters(s) – Payroll Cycle. Please select appropriate radio button

On Cycle

Off Cycle

Both

6 Report Request Parameters(s) – Off Cycle.

Company

Pay Group

Pay End Date

Process Page

7 Check/Advice Numbers:

Starting Number

Ending Numbe

Message





Description - Pay Check Print-US

Process Name - Pay003




Distribution



115



13 End of the Print Check(s) Business Process.


116

Reprint Checks

This process will create Paycheck PDF file. Reprinted / re-issued checks will be mailed to the Work Study employee’s home address. The Work Study Coordinator will instruct the employee to update his/her home address if needed


1 Navigate to: Payroll for North America > Payroll Processing USA > Produce Checks > Reprint Checks

2 Displays Reprint Paychecks page with search options.


Reprint Checks Run Control page 4 Header section:

Displays the following fields with default values: Run Control ID Process Request Parameters(s)

Form ID>

Form Alignment Count Reprint Range:

Input First Check #

Last Check # in Reprint Range

Paycheck Issue Date





Description - Check Reprint

Process Name - PSPRPRNT

Process Type – COBOL SQR



Distribution



10 End of the Check Reprint Business Process.


117

Create Paychecks PDF

This process will create Paycheck PDF file. University Work Study Payroll Operations create Paycheck PDF file.


1 Navigate: Payroll for North America > Payroll Processing USA > Produce Checks > Create Paycheck PDF

2 Displays the Create Paychecks PDF page with search options.


Create Check PDF page 4 Header section:

Displays the Run control ID as the default.

5 Report Request Parameters(s) – On-Cycle Run Display following fields: If pay cycle is On-cycle then Input Pay Run ID OR If pay cycle is Off-cycle then

Company

Pay Group

Pay End Date

Page #

Process Page

6 Report Request Parameter(s) – Payroll Cycle. Please select appropriate radio button

On-Cycle

Off-Cycle

Both

7 Report Request Parameter(s) – Self Service Availability Override: Input Days From Check Date

8 Process Request Parameters(s) – Check/Advice Numbers:

Starting Number

Ending Number

9 Process Request Parameters(s) Section:

Batch Size

Message



Process Scheduler Request page 11 Process List Section:


118



Description - Print US Checks

Process Name - PYCHKUSA

Process Type - PSJob

Type – (None)

Format – (None).

Distribution



13 End of the Create Paychecks PDF Business Process.


119

Create Direct Deposit Advice PDF

Create U.S.direct deposit advice forms in PDF for printing and self-service viewing using the Print US Direct Deposit Advice PSJob process (PYDDAUSA).

University Work Study Payroll Operations create Direct Deposit Advice PDF file.


1 Navigate to: Payroll for North America > Payroll Processing USA > Create Direct Deposits > Create Advice PDF Forms

2 Displays the Create Advice PDF page with search options.


Create Advice PDF page 5 Header section:


6 Report Request Parameters(s) – On-Cycle Run Display following fields: If pay cycle is On-cycle then Input Pay Run ID OR If pay cycle is Off-cycle then input:

Company

Pay Group

Pay End Date

Page #

Process Page


On-Cycle

Off-Cycle

Both

8 Report Request Parameter(s) – Self Service Availability Override: Input Days From Check Date

9 Process Request Parameters(s) – Check/Advice Numbers (if applicable):

Starting Number

Ending Number

10 Process Request Parameters(s) Section:

Batch Size

Message





Description - Print US Direct Deposit Advice


120


Process Name - PYDDAUSA


Type – (None)

Format – (None).

Distribution



16 End of the Create Direct Deposit PDF Business Process.


121

Run Pay Period Reports

Payroll Summary

Other Earnings Register

Deduction Register

Check Register Report

Advice Register Report

Direct Deposit Register

Prenotification Report Only CUNY personnel with the proper security access will be permitted to run processes.


1 Navigation: Any Report in the Menu or Custom Report.

2 Displays the specific Run Control Id for chosen report. If a Run Control ID does not exist, then Add per the following steps.

3 Click the Add New Value tab, Input Run Control ID - new value and enter the Add key. Run Controls IDs are unique for each user.

4 Or, for an existing Run Control ID, Input Run Control ID Or to find an existing value, Click the Search button

5 Choose the hyperlink previously saved Run Control ID.

6 Displays all the Run Control IDs based on the User ID or search criteria. Select appropriate Run Control ID by clicking Run Control ID hyperlink.

7 Run Control ID- default Input Various Values

8 Report Manager Link

9 Process Monitor Link

10 Click the Save button. Saves the Run Control values for future use.

11 Click the RUN button. Launches the Process Scheduler to run the report.

12 Process Scheduler Request page Header Section: Following fields are defaulted

User ID

Run Control ID

Server Name

Run Date

Recurrence

Run Time

Time Zone


13 Process Scheduler Request Page Process List Section: Following fields are defaulted:


Run Pay Period Reports is the business process of running various payroll reports after the pay confirmation process has been complete. Listed below are the reports that are available to review payroll information in CUNYfirst:


122






Format

Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected.

Distribution

Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is.

14 Distribution Detail - Process Name: Process Type: Folder Name:

Email with Log

Email Web Report

Email Subject

Message Text


ID Type

Distribution ID

15 Click the OK button. Returns you to the Process Scheduler Request page.

16 To run actual report, click the OK button on the Process Scheduler Request page. This action launches the server to run the report and return you to the Run Control Page.

17 Notice the Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status.

Process Monitor Tab - (Optional) 18 Process List Section:



Process Type


User

Run Date/Time

Run Status

Distribution Status

Details

19 Review your request and Click the Refresh button until your Run Status is Success and distribution status - Posted.

20 To view the more detail click the Details hyperlink.

21 To save the detail, click the Save button.

22 To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page.

23 Note: For the Notification see the Notification Process.


123


24 Click the Report Manager hyperlink at the top of the Run Control page for the shortcut to the Report Manager.

Report Manager Administration tab 25 View Reports For Section:

The following fields are available to be used as search criteria:


Status

Type

Folder

Last

Instance

To

26 Report List Section: Following fields display for each reports:

Select

Report ID

PRCS Instance

Description

Request Date/Time

Format

Status

Details

27 Click the Refresh button till status - Posted.

28 To see the more detail about the report, Click the Details hyper link.

29 It will display Report Detail page.

30 Report Section: Following fields are defaulted:

Report ID

Process Instance

Name

Process Type

Run Status

31 Distribution Detail: Following fields are defaulted:

Distribution Node

Expiration Date

32 File List Section: Name - it will display log file, PDF file and out file as hyperlink. Click the filename.PDF hyperlink. It will display report in new window

File size(bytes)

Date Time Created

33 Distribution Section:




35 To Use the Notification functionality at the bottom of the Process Monitor page, see the Notification process.


124

Chapter 6: Off Cycle Payroll Processing


125

Reverse – Adjust Paychecks

Initiate a process to reverse or adjust an individual’s paychecks

University Work Study Payroll Operation will initiate the process to reverse or adjust individual paychecks.


1 Navigate to: Payroll for North America > Payroll Processing USA > Reverse/Adjust Paychecks

2 Displays the Reverse/Adjust Paycheck page with search options.

3 If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID.

Click the appropriate Run Control ID hyperlink. Paycheck Reversal/Adjustment Run Control parameters page 4 Header Section:

Displays the Run Control ID as the default.

5 Process Request Parameter(s): Input following parameters

Company

Pay Group

Pay Period End Date

6 Process Request Parameter(s) – Selection Criteria:

Paycheck Number

Paycheck Issue Dat

EmplID OR Alternate Selection Criteria: Input following parameters:

Pay Group

Pay Period End Date

Off Cycle

Page#

Line#

Separate Check#

7 Process Request Parameter(s) Section: Select appropriate radio button.

Reversal

Reversal/Adjustment

Delete Reversal/Adjustment

8 Process Request Parameter(s) - Accounting Period Option: Select appropriate radio button specified below.

Original

Current

Specified - If this option is selected then enter fiscal year for the specific accounting period you want to process.



126





Description - Reversal Processing

Process Name - PSPPYREV

Process Type – COBOL SQL

Type – (None)

Format – (None)

Distribution



14 This completes the Reversal/Adjustment Business Process.



127

Create Online Check

This process will initiate a process to create an online check.

The University Work Study Payroll Operations group will initiate a process to create an online check. The Online Check represents a check on-demand. If a check is lost, the check can be reversed and an Online Check can be generated to replace the check.


1 Navigate to: Payroll for North America > Payroll Processing USA > Create Online Checks > Create Online Check

2 Displays Create Online Check page with search options.


Pay Period End Date

EMPLID

EMPL RCD Nbr And click the Search key.

4 Displays employee detail.

Online Check Paysheet page 5 Header Section:

Company - Defaults

Pay Group

Pay Period End Date

Page

Line

EMPLID - Defaults from search

Name

EMPL RCD - Defaults

Check Date

Check #

Transaction Message - Defaults

6 Online Check Request Section

Ok to Pay


No Direct Deposit

Gross Up

REG RT Cd

REG Hrs

OT RT Cd

Hourly Rate

REG Salary

Earnings Begin/End Dates

State

Locality


Ben DED Subset

General Deductions Taken GENL DED Subset


128

Click the Additional Data hyperlink for additional detail.

Click the One-Time Deductions hyperlink and enter appropriate data

Click the One-Time Taxes hyperlink and enter appropriate detail.

Click the One-Time Garnishment hyperlink and enter appropriate detail.

7 Click the Save and Calculate button to save the data and calculate the check payment information.

8 Click the Return to Search button to add other employee records for checks.

9 Other Earnings Sections: Input following parameters

Code

SEQ##

Rate Code

Hours

Rate

Amount

10 To calculate this check, click the Calculate and Save button.

11 Click the Confirm and Print button, just after the header, to produce the check.

12 Or, click the Delete button to delete this check.

13 Or, click the Change Data button to add additional information.

14 Clicking the Confirm and Print launches the Print a Payroll Check process. See the Print a Payroll Check business process for full details.

15 This completes the Create Online Check Business Process.


129

Create a single Paysheet for Off-Cycle Processing

Create a Single Paysheet using the Update Paysheets using the Add functionality. This is used to create an online check or pay an employee that was terminated over 30 days.

The University Payroll Operations Support will perform the Update Paysheet Process.



2 Displays By Paysheet Search Page with different search options.

3 Click the Add tab


Company

Pay Group

Pay Period End Date

Off Cycle

Page #>

Click the ‘Add button



Company

Pay Group

Pay Period End Date



EMPLID - input

EMPL RCD - input



Manual Check – Leave Blank The following fields are grayed because this is not a manual check:

Transaction Message

Check #

Check Date

Total Gross

Net Pay

6 Paysheet tab - Earning Section:

Check appropriate checkbox:

Ok to Pay


No Direct Deposit

Gross Up

REG RT CD- input


130


REG Hrs - input

OT TRC CD - input

OT Hrs - input

Hourly Rate - input

Regular Salary - input Following fields default:

Earnings Begin/End Date - input

State - input

Locality input


8 Displays new page as Additional Data, enter following information:

Business Unit

Department

Job Code

Position

GL Pay Type


Tax Periods

ANNL Tax PRDS

Pay Frequency

Tax Method

FICA Status



Code

SEQ#

Hour

Rate

Amount

One-Time Deductions tab 11 Deduction tab - Header Section :


Company

Pay Group

Pay Period End Date

Page Paysheet Detail Section: The following fields default:

Line

ID

EMP RCD

Ben REC#

Name

Manual Check

Transaction Message

12 Deductions Section :

OK to Pay


131


Select the correct translate values for the following fields if applicable:


Ben Ded Subse

General Deductions Take

Genl Ded Subset

13 One-Time Deductions Data Override- Select the correct translate values for the following fields if applicable:

Plan Type

One-Time Code

Benefit Plan

Flat/Addl Amount

Ded Code/Class

Rate/Percent

Sales Tax

Deduction Calculation

14 Click the Save button to save the record.

One-Time Garnishment tab – not used at CUNY

One-Time Taxes tab 15 Header Section:


Company

Pay Group

Pay Period End Date


Line

EMPLID

EMPL Recd

Ben RCD

Name


OK to Pay


Federal

State

Locality

Tax Class

One-Time Code

One-Time Amount

17 Pages Balances tab

18 Click the Save button to save the record. Use the Off-Cycle functionality on the processing Run Controls.


20 The ends the Add a Single Paysheet Business Process.


132

Record a Manual Check

Record a Manual Check using the Update Paysheets using the Add functionality.

The University Payroll Operations Support will perform the Update Paysheet Process.



2 Displays the By Paysheet Search Page with different search options.

3 Click the Add tab


Company

Pay Group

Pay Period End Date

Off Cycle

Page # Click the Add button



Company

Pay Group

Pay Period End Date



EMPLID - input

EMPL RCD - input



Manual Check – Check this box to record the values from a manual check that was created.

Once the ‘Manual Check’ box is checked, the following fields become editable:

Transaction Message - variable field

Check # - the check number that was issued if recording a manual check.

Check Date: date of manual checks.

Total Gross

Net Pay

6 Paysheet tab - Earning Section: Check appropriate checkbox:

Ok to Pay


No Direct Deposit

Gross Up

Input - REG RT CD

Input - REG Hrs

Input - OT TRC CD


133


Input - OT Hrs

Input - Hourly Rate

Input - Regular Salary



State

Locality


8 Displays new page as Additional Data, enter following information:

Business Unit

Department

Job Code

Position

GL Pay Type

Combo Code - Click on Edit Chartfields hyperlink.

Tax Periods

ANNL Tax PRDS

Pay Frequency

Tax Method

FICA Status



Code

SEQ#

Hour

Rate

Amount

One-Time Deductions tab 11 Deduction tab - Header Section :


Company

Pay Group

Pay Period End Date

Page Paysheet Detail Section: The following fields default:

Line

ID

EMP RCD

Ben REC#

Name

Manual Check

Transaction Message

12 Deductions Section :

OK to Pay Select the correct translate values for the following fields if applicable:


Ben Ded Subset


134


General Deductions Take

Genl Ded Subset

13 One-Time Deductions Data Override Select the correct translate values for the following fields if applicable:

Plan Type

One-Time Code

Benefit Plan

Flat/Addl Amount

Ded Code/Class

Rate/Percent

Sales Tax

Deduction Calculation

14 Click the Save button to save the record.

One-Time Garnishment tab – not used at CUNY

One-Time Taxes tab 15 Header Section:


Company

Pay Group

Pay Period End Date


Line

EMPLID

EMPL Recd

Ben RCD

Name


OK to Pay


Federal

State

Locality

Tax Class

One-Time Code

One-Time Amount

17 Pages Balances tab

18 Click the Save button to save the record. Use the Off-Cycle functionality on the processing Run Controls.


20 The ends the Record a Manual Check Business Process.


135

Pre-calculation Audit Report for Off-Cycle

The Pre-Calculation Audit report is an optional report that you should run before pay calculation to identify records that could cause errors during pay calculation.

The Pre-Calculation Audit report verifies the integrity of your Paysheet entries.

The University Payroll Operations Support will Run the Precalculation Audit Report and distribute to the proper College Payroll Coordinator for review. This report verifies the integrity employee and payroll data. All errors should be corrected before running the ‘Final Calculation’ process.


1 Navigation : Payroll for North America > Payroll Processing USA > Produce Payroll>Precalculation Audit Report


3 Precalculation Audit Report Run Control page.

4 Displays new page with following information: Following fields defaults in Header Section:

Run Control ID

Language

Report Request Parameters Section:

Pay Run ID - Choose Pay Run ID for Pay Period you want to calculate





Description: Precalc Audit





10 This completes the Precalculation Audit Report Business Process.


136

Off-Cycle Print Online Check

This process gives the user the capability to view and/or print the online check.

University Work Study Payroll Operations will update and confirm the online pay calculations and print a check.


1 Navigate to: Payroll for North America > Payroll Processing USA > Create Online Checks > View/Print Online Check

2 Displays Review/Print Online Check with search page option.

3 input one or more of the following parameters

Company

PayGroup

Pay Period End Dater

Off Cycle

Page #

Line #

Paycheck Number

EMPLID

Name And click the Search key.

4 Displays employee detail.

5 Select appropriate employee by clicking on EMPLID hyperlink.

Online Check Print page 6 Header Section:


Name

Company

Pay Group

Pay Period End Date

Earnings

Taxes

Deductions

Net Pay


Paycheck Number

Paycheck Option

Paysheet Source

Page

Line

7 Click the Earnings triangle to expand the earning additional detail.

8 Paycheck Earnings Tab – Earnings Section: Following details defaults:

Begin Date

End Date

Rate Used

State

Shift


137


Locality

Shift Rate Click the Additional Data hyperlink for additional employee specific data.

9 Paycheck Earnings Tab – Earnings –Earnings - Salaried Section: Following details defaults:

Hours

Rate

Earnings

10 Earnings –Hourly Section: Following details defaults:

Hours

Rate

Earnings

Rate Code

11 Earnings -Overtime Section: Following details defaults:

Hours

Rate

Earnings

Rate Code

12 Other Earnings Section: Displays following default value:

Code

Description

Rate Used

Hours

Rate

Amount

13 Click the Deduction triangle to see additional detail

14 Deduction Section: Displays following default detail:

Ben. Rcd #

Deduction Code

Description

Class

Amount

Calculated Base

15 Click the Taxes triangle.

16 Taxes Section. Displays following fields default:

Tax Entity

State

Resident

Locality

Locality Name

Tax Class

Taxable Gross

Tax Amount

A/P Status


138


17 Click the Reverse and Confirm button if the check needs to be reversed and confirmed.

18 This process complete Off-Cycle Print Online Check Business Process.


139

Off-Cycle Create Self Service Manual Checks

Create self-service paychecks for manual checks. The University Work Study Payroll Operations creates the self-service paychecks for manual checks.


1 Navigation : Payroll for North America>Payroll Processing USA>Produce Checks> Create Self Service Manual Checks

2 Displays the Create Self Service Manual Checks search page.


Create Self Service Manual Checks page 4 Header Section :

Run Control ID- Displays selected control Id detail.

5 Report Request Parameters Section: Payroll Run Section:

Pay Run ID

5 Report Request Parameter(s) – Payroll Cycle Section: Clicking any of these buttons, highlights the Employee IDS section and Check Numbers section.

On-Cycle

Off-Cycle

Both

6 Report Request Parameter(s) – Off-Cycle Pay Parameters: If a Pay Run ID is used, these fields are grayed out.

Company

Pay Group

Pay End Date

7 Report Request Parameter(s) –

Starting Employee IDs:

Ending Employee IDs: OR

Report Request Parameter(s)

Check Numbers

Starting Number:

Ending Number:



10 Displays the Process Scheduler Request Page.



Description - Print US Checks

Process Name - PYCHKUSA


Type – (None)


140


Format – (None).

Distribution



14 End of the Off Cycle Create Manual Checks PDF Business Process.


141

Chapter 7: Reconcile and Distribute Payroll


142

Request Reconciliation

This process initiates the process that reconciles the checks cleared at a financial institution.

University Work Study Payroll Operations user will initiate a process to reconcile the checks cleared at a financial institution.


1 Navigate to: Payroll for North America> Periodic Payroll Events USA> Check Reconciliation > Request Reconciliation

2 Displays Request Reconciliation page with search option.


Check Reconciliation Run Control page. 4 Header Section :

Run Control ID- Displays selected Run Control’s detail.

5 Process Request Parameters Section: For an On-Cycle Report choose: On-Cycle Pay Run Section:

Pay Run ID or Off-Cycle Pay Calendar :

Company

IPay Group

Pay End Date Process

Process

Input Page # Thru: Page #

6 Process Request Parameter(s)

Payroll Cycle Please select appropriate radio button

On-Cycle

Off-Cycle

Both


8 Click the Run button and process to step # Note: Ensure that you do not have an active pop-up blocker on your browser.



Description: Check Reconciliation Process

Process Name: PAY015A


Type: (Web, email, file, etc)

Format: (PDF, CSV, HTM, etc)


10 Click the OK button to execute the process.


143



12 End of Request Reconciliation Business Process.


144

Reconciliation Report

This process prints a list of entries in the temporary check reconciliation file

University Work Study Payroll Operations user will print a list of entries in the temporary check reconciliation file.


1 Navigate to: Payroll for North America > Periodic Payroll Events USA > Check Reconciliation > Reconciliation Report

2 Displays Reconciliation Report Page with search option.


Check Reconciliation Report Rn Control page 4 Header Section :

Run Control ID- Displays selected control Id detail.

5 Click the Save button to save the details.




Description: Check Reconciliation Report

Process Name: PAY015B





8 Click the OK button to execute the report


10 End of Reconciliation Report Business Process.


145

Review Dead Checks

This process prints a list of entries in the temporary check reconciliation file

University Work Study Payroll Operations user may review check reprint results including dead or replacement check details. This process is only used when CUNY has the check in-hand. Check reprints should only be created when there is a paper jam.

In order to review the old (Dead Check #) and new (Replacement #) check number, users must use this Review Dead Checks process.


1 Navigate to: Payroll for North America > Periodic Payroll Events USA > Check Reconciliation > Review Dead Checks

2 Displays Review Dead Checks page with search option.


Form Identification

Paycheck Number

Check# Replacing Dead Check Or, Click the Search button.

4 Displays Dead Paychecks page.

5 Dead Paycheck page will display following fields:

Form ID

Dead Check #

Replacement Check

Dead Check Reason

6 This will complete Dead Paycheck process.


146

Chapter 8: Periodic Payroll Events USA


147

Check Year-to-Date Balance

Review employee Check Year-to-Date balance.

Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC and LaGuardia CC Aid Year (KL). The Balances cover the following periods:

FY = July thru June

CY = January thru December

AY = June thru May

KL = September thru August

If payments are reversed, the payment, including taxes will be removed from the balances.


1 Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Check Year-to-Date


EMPLID

Company

Name

Last Name

Second Name: Not used at CUNY

Second Last Name: Not used at CUNY

Middle Name


3 Search Result section: Select the correct employee record by clicking on any hyperlink in the row.

Check Balance Year-to-Date page 4 Header Section:

Name - defaults the first and last name of the employee


5 Period Information Section:

Company

Balance ID

Balances for the Year

6 Click the View All hyperlink on the dark blue Periodic Information bar to display all the balances for a specific employee. If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages.

7 Check Balances section:

Quarter

Period

Total Gross YTD

Total Taxes YTD

Total Deductions YTD


148


Net Pay YTD

Check Balance Adjustments page 8 Header Section:

Name - defaults first and last name of the employee



Company

Balance ID

Balances for Year

Quarter

Period

Adjustment Reason

Sequence Nmber

Date Entered

10 Check Balance Adjustments: Each category has a Before YTD, Adjustments to YTD and After YTD column

Total Gross

Total Taxes

Total Deductions

Net Pay

11 Click the View All Hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances.

12 This will complete the Check Year-to-Date Balance Review process.


149

Earnings Balance Review

Review employee Earnings balance.

Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC and LaGuardia CC Aid Year (KL). The Balance cover the following periods:

FY = July thru June


AY = June thru May




1 Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Earnings


EMPLID

Company

Name

Last Name



Alternate Character Name Click the Search Button

3 Search Result section: Select the correct employee record by clicking on hyperlink.

Earnings Balances page 4 Header Section:




Company

Balance ID

Balances for the Year

Empl Rcd Nbr


7 Earnings Balances section:

Quarter

Period


150


Earnings Type

Hours YTD

Gross Earnings YTD

Hours QTD

Gross Earnings YTD

Hours MTD

Gross Earnings MTD

Earnings Balance Adjustments page 8 Header Section:




Company

Balance ID

Balances for Year

Quarter

Empl Rcd #

Period

Earnings Type

Adjustment Reason

Sequence Number

Date Entered

10 Earnings Balance Adjustments: Each category has a Hours Adjustment Before and After and Earnings Adjustment Before and After column

Balance MTD

Balance QTD

Balance YTD


12 This will complete the Earnings Balance Review process.


151

Deduction Balance Review

Review employee Deduction balance.


FY = July thru June


AY = June thru May




1 Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Deductions


EMPLID

Name

Last Name


Second Last Name – Not used at CUNY

Alternate Character Name: Not used at CUNY

Middle Name Click the Search Button


Deduction Balances page 4 Header Section:




Company

Balance ID

Balance Year Deduction Balances section:

Quarter

Period

Plan Type

Benefit Plan

Deduction Code

Deduction Class

Balance YTD

Balance QTD

Balance MTD

Deduction Balance Adjustment page


152


6 Header Section:



7 The following fields are displayed:

Company

Plan Type

Balance ID

Benefit Plan

Balances for Year


Quarter

Deduction Code

Period

Deduction Class

Adjustment Reason

Sequence Number

Date Entered

8 Deduction Balance Adjustments Section: The following fields are displayed under the following headings (Before, After): Adjustment:

Balance MTD

Balance QTD

Balance YTD


10 This will complete the Deduction Balance Review process.


153

Tax Balance Review

Review employee Tax balances


FY = July thru June


AY = June thru May


If payments are reversed, the payment, including taxes will be removed from the balances


1 Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Taxes


EMPLID

Company

Name

Last Name





Tax Balances page 4 Header Section:



5 Company Information Section:

Company

Balance ID

Balances for Year

6 Click the View All hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances.

7 Tax Balances section:

Quarter

Period

State

Locality

Tax Balance Class Each category has a Tax, Taxable Gross, No Limit Gross and Tips Earnings


154


column

Balance YTD

Balance QTD

Balance MTD

Tax Balance Adjustments page 8 Header Section:




Company

Balance ID

State

Tax Class

Quarter

Adjustment Reason

Sequence Number

Date Entered

10 Tax Balance Adjustments: Each category has a Taxes, Taxable Gross, No Limit Gross and Tips Earnings column

Before MTD

Before QTD

Before YTD

Adjustment

After MTD

After YTD


12 This will complete the Taxes Balance Review process.


155

1042 Tax Balance Review

Review employee 1042 Tax balances


FY = July thru June


AY = June thru May


*Balances may be off due to late timesheets being charged back to a previous fiscal year. Therefore, HCM and GL will be out of synch.



1 Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > 1042 Taxes


EMPLID

Company

Name

Last Name





1042 Tax Balances page 4 Header Section:



5 Tax Balances Section:

Company

Balance ID

Balances for Year


8 Tax Balances section:

Quarter

Period

State

Country


156


Income Code

Tax Rate

Exemption Code Each category has a Tax, Taxable Gross, and WH Allowance column

Year-To-Date

Quarter-To-Date

Month-To-Date

Reimbursed Amount

1042 Tax Balance Adjustments page 9 Header Section:



10 Adjustment Information Section:

Company

Income Code

Balance ID

Year

State

Country

Tax Rate

Quarter

Adjustment Reason

Sequence Number

Date Entered

11 Tax Balance Adjustments Each category has a Taxes, Taxable Gross, WH Allowance, Reimbursed Amount and Exemption Code column

Before MTD

Before QTD

Before YTD

Adjust to MTD

After MTD

After QTD

After YTD


13 This will complete the 1042 Tax Balance Review process.


157

Special Accumulator Balance Review

Review employee Special Accumulator balance.


FY = July thru June


AY = June thru May




1 Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Special Accumulator


EMPLID

Company

Name

Last Name





Special Accumulator Balances page 4 Header Section:




Company

Balance ID

Balances for Year

Empl Rcd Nbr


7 Special Accumulator Balances section

Quarter

Period

Special Accumulator Code

Hours YTD

Gross Earnings YTD


158


Hours QTD

Gross Earnings QTD

Hours MTD

Gross Earnings MTD

Spcl Accum Adjustment page 8 Header Section:




Company

Balance ID

Balances for Year

Quarter

Empl Rcd #

Period

Spcl Accum Code

Adjustment Reason

Sequence Number

Date Entered

10 Spcl Accm Balance Adjustments Each category has a Hours Adjustment Before and After and Earnings Adjustment Before and After column

Balance MTD

Balance QTD

Balance YTD

11 Click the View All Hyperlink on the dark blue Message bar to display all the messages for a specific employee. If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages.

12 This will complete the Special Accumulator Balance Review process.


159

Bank Interface

CUNY uses this interface to maintain the Bank Table. CUNY will access the FRB website (https://www.fededirectory.frb.org/download.cfm) and download the FedACH Participant RDFI public data file on a periodic basis.


1. Navigate to: CUNY > HCM Interfaces > Bank Table Inbound Interface


3. Bank Table Inbound Interface Control Page 4. Click the Run button

5. Process Scheduler Request page

6. Verify that the:


Description: Bank Table Inbound Interface Process Name: CU_BANK_AE


Type: (None)

Format: (None)




9. End of the Bank Table Inbound Interface’ Business Process.

https://www.fededirectory.frb.org/download.cfm


160

Direct Deposit Reversal

This process loads the returned direct deposit information from the bank. This process is run any time the bank sends a file indicating which direct deposits failed or which direct deposits have banking information changes.


1 Navigate to: CUNY > Human Capital Managemen t> HCM Interfaces > ACH Returns/NOC


3 ACH Reversal/NOC Interface Control Page

4 Click the Run button

5 Process Scheduler Request page

6 Verify that the:

Checkbox: is checked Description: ACH Returns/NOC

Process Name: CU_RET_NOC


Type: (None)

Format: (None)



8 Use the Run a Process to monitor this process’s progress.

11 End of the Direct Deposit Reversals Interface Business Process.


161

Chapter 9: Periodic Tax Reporting


162

Tax Deposit Summary – Tax 001

Create a report of federal, state, and local taxes by pay period.


1 Navigation : Payroll for North America > Pay Period Tax Reports USA > Tax Deposit Summary


Tax Deposit Summary Report Run Control page. 3 Displays new page with following information:

Following fields defaults in Header Section:

Run Control ID

Report Request Parameters Section:

Pay Run ID - Choose Pay Run ID for the Pay Period you want to calculate

4 Report Request Parameters(s) – On-Cycle Run Display following fields: If pay cycle is On-cycle then

Pay Run ID OR If pay cycle is Off-cycle then input

Company

Pay Group

Pay End Date

Page

Process Page Thru Process Page


On-Cycle

Off-Cycle

Both





Description: Tax Deposit Summary

Process Name: TAX001


Type – Choose output type

Format - Choose output format

Distribution



10 This completes the Tax Deposit Summary Report Business Process.


163

Tax Summary Federal Report – Tax 010FD

List employee federal withholding, FICA/OASDI, Medicare, and unemployment taxes.


1 Navigation : Payroll for North America > Pay Period Tax Reports USA > Tax Summary-Federal


Tax Summary Report – Federal Run Control page. 3 Following fields defaults in Header Section:

Run Control ID

4 Report Request Parameters(s) –

Balances for Year

Quarter or:

Period





Description: Tax Summary

Process Name: TAX010FD




Distribution



10 This completes the Tax Summary – Federal Report Business Process.


164

Tax Summary State Report – Tax 010ST

List employee QTD state withholding, unemployment, and disability taxes.


1 Navigation : Payroll for North America > Pay Period Tax Reports USA > Tax Summary-State


Tax Summary Report – State Run Control page. 3 Following fields defaults in Header Section:

Run Control ID


Balances for Year

Quarter or:

Period





Description: Tax Summary-State

Process Name: TAX010ST




Distribution



10 This completes the Tax Summary - State Report Business Process.


165

Error Listing – Tax 900

Print, review, and correct errors before loading year-end employee tax records.


1 Navigation : Payroll for North America > US Annual Processing > Audit and Error Report > Error Listing


Error Listing Report Run Control page

3 Following fields defaults in Header Section:

Run Control ID





Description: Error Listing





Distribution



9 This completes the Error Listing Report Business Process.


166

1042-S by Pay Period Report – Tax 30

Create an audit report of 1042 tax liability amounts.


1 Navigation : Payroll for North America > Pay Period Tax Reports USA > Form 1042 Audit


Form 1042 Audit Report Run Control page. 3 Following fields defaults in Header Section:

Run Control ID

4 Report Request parameter(s):

Tax Year Or

From Date

Thru Date

Company





Description: 1042-S by Pay Period





Distribution



10 This completes the 1042-S by Pay Period Report Business Process.


167

Create 1042-S

This process creates the Create 1042-S File.


1 Navigation : Payroll for North America > Pay Period Tax Reports USA > Create 1042-S

2 Displays the Create State W-2 File page with search options.


Create 1042-S Run Control page 4 Header section:


5 Report Request Parameters section: Input the following fields as appropriate:

Tax Year

Company

Transmitter

TCC

Mode for 1042-S

Media for 1042-S

Test Run

Final Run

Form ID

Alignment Only

Alignment Count

Process All Employees




Checkbox: Make sure this box is checked. Description - Form 1042 Print & Mag File

Process Name - TAX950

Process Type – SQR Report

Type – (None)

Format – (None).

Distribution



11 End of the Create 104-S Business Process.


168

Chapter 10: Quarterly Tax Reporting


169

Quarterly Tax Balance Audit Report – Tax 15

List employees whose balances do not match the detail records, by the quarter.


1 Navigation: Payroll for North America > Quarterly Processing > Tax Balance Audit


Tax Balance Audit Report Run Control page. 3 Following fields defaults in Header Section:

Run Control ID


Balance ID

Balances for Year

Quarter





Description: Tax Balance Audit Report





Distribution



10 This completes the Tax Balance Audit Report Business Process.


170

Quarterly Federal Tax Report – Tax 007

Create Quarterly Tax Reports.


1 Navigation : Payroll for North America > Quarterly Processing > Tax > Federal Tax Summary


Tax Balance Audit Report Run Control page. 3 Following fields defaults in Header Section:

Run Control ID





Description: Quarterly Federal Tax Report





Distribution



9 This completes the Quarterly Federal Tax Report Business Process.


171

Quarterly State Tax Report – Tax 008

Create Quarterly Tax Reports.

Review the Quarterly Tax Reporting Parameters page to update prior to executing this report. Also if the CUNY contact responsible for tax submission has changed, review the MMREF Parameters page to update.


1 Navigation: Payroll for North America > Quarterly Processing > State Tax Summary


State Tax Summary Report Run Control page. 3 Following fields defaults in Header Section:

Run Control ID





Description: Quarterly State Tax Report





Distribution



9 This completes the Quarterly State Tax Report Business Process.


172

Chapter 11: Year End Processes


173

Update Year End Tax Reporting Information

Update Year End Tax Reporting Info

The University Work Study Payroll Operations will perform tax reporting.


1 Navigation : Payroll for North America > U.S. Annual Processing > Create W2 Data > Update Year End Reporting Info

2 Displays Request Reconciliation page with search option.


Update Year End Report Info Run Control page 4 Header Section :

Run Control ID - Displays selected Run Control’s detail.

Update Existing Tax Data

Balances for Year – defaults current year.

5 Retirement Plan Deductions Section:

Plan Type

Deduction Code

Description – defaults from Deduction Code Third Party Sick Pay Earnings Section :

Earnings Code

Description – defaults from Earnings Code





Description: Update YE Reporting Info







10 End of the Update Year End Reporting Info Business Process.


174

Load Year End Data



1 Navigation : Payroll for North America > U.S. Annual Processing > Create W2 Data > Load Year End Data

2 Displays Load Year End Data page with search options.


YE NYC Part Yr Res Alloc Run Control tab 4 Header Section :



YE Data Record Load tab 5 Report Request Parameters

Type of Process:

All employees

Selected Employees

Employee ID

Name – defaults from EMPLID

Select W-2 Companies

Company ID

Description – defaults from Company ID

YE Jurisdiction Split tab 6 Header Section :





Process Scheduler Request page 9 For Part Year Residency Allocations run this process.

Verify that the:


Description: YE NYC Part Yr Res Alloc

Process Name: TAX909NY4




Distribution hyperlink For YE Data Record Load, use this process. Verify that the:


Description: YE Data Record Load


175


Process Name: TAX910LD




Distribution hyperlink For Jurisdiction Split for Employees run this process. Verify that the:


Description: YE Jurisdiction Split

Process Name: TAX911LD






11 End of the Update Year End Reporting Info Business Process.


176

Review/Update Year End Data



1 Navigation : Payroll for North America > U.S. Annual Processing > Create W2 Data>Update Year End Reporting Info

2 Displays the Review/Update Year End Data page with search option.

3 Find an Existing Value:

EMPLID

Company

Name

Last Name

Second Name

Second Last Name

Alternate Character Name

Year End Data 4 Header Section:

Data defaults from the search:

Company:

Calendar Year:

EMPLID:

Tax Form ID:

Process Flag: Employee Information Section: Values default, however these field have edit capability:

First Name:

Middle Name:

Last Name:

Suffix:

Address 1:

Address 2:

City:

State

Postal Code:

Country:

Control Number

Sequence

Social Security # Employee Status Section: Choose a record sort value and blank is a valid value.

Statutory Employee

Retirement Plan

Third-party sick pay

Medicare Only Tax Form Box Detail Section: The following fields default:

Box Description


177


State

Locality

Locality Name

Box Amount.


6 For additional records use the various search options at the bottom of the page.

7 Use the Notify process to send an email to interested parties.

8 End of the Review/Update Year End Data.


178

Review/Update Year End Data Combined



1 Navigation : Payroll for North America > U.S. Annual Processing > Create W2 Data>Update Year End Reporting Info

2 Displays the Review/Update Year End Data page with search option.

3 Find an Existing Value: These options are in the drop down list.

EMPLID

Company

Name

Last Name

Second Name

Second Last Name

Alternate Character Name

Year End Data 4 Header Section:

Data defaults from the search:

Company:

Calendar Year:

EMPLID:

Tax Form ID:

Process Flag: Employee Information Section: Values default:

First Name:

Middle Name:

Last Name:

Suffix:

Address 1:

Address 2:

City:

State

Postal Code:

Country:

Control Number

Sequence

Social Security # Employee Status Section: Choose a record sort value. Blank is a valid value.

Statutory Employee

Retirement Plan

Third-party sick pay

Medicare Only Tax Form Box Detail Section: The following fields default:


179


Box Description

State

Locality

Locality Name

Box Amount.


6 For additional records use the various search options at the bottom of the page.

7 Use the Notify process to send an email to interested parties.

8 End of the Review/Update Year End Data Combined.


180

Create Federal File (MMREF)

This process creates the Federal W-2 File.

The CUNYfirst file will be combined with the SFA file for filing purposes.


1 Navigate to: Payroll for North America > U.S. Annual Processing > W-2 Reporting > Create Federal File (MMREF)

2 Displays the Create Federal W-2 File page with search options.


Create Federal W-2 File Run Control page 4 Header section:


5 Third Party Taxes section: Input the following fields as appropriate:

Company

Third Party Tax Amount





Description - Create Federal W-2 File

Process Name - TAX960FD


Type – (None)

Format – (None).

Distribution



11 End of the Create Federal File (MMREF) Business Process.


181

Create W-2c PDF Forms

This process creates W-2c PDF forms.


1 Navigate to: Payroll for North America > U.S. Annual Processing > W-2 Reporting > Create W-2c PDF Forms

2 Displays the Create Federal W-2 File page with search options.


Create W-2c PDF Forms page 4 Header section:


5 Input the following fields as appropriate:

US/Territory

Form ID

Final Print

Copy Type Processing Options section: Select the appropriate radio button:

Process Current Batch

Reprint Employee W-2cs





Description - Create W-2c PDF Forms

Process Name - PYYEW2C

Process Type – PSJob

Type – (None)

Format – (None).

Distribution



11 End of the Create W-2c PDF Forms Business Process.


182

Create State File (MMREF)

This process creates the Create State W-2 File.

The CUNYfirst file will be combined with the SFA file for filing purposes.


1 Navigate to: North America > U.S. Annual Processing > W-2 Reporting > Create State File (MMREF)

2 Displays the Create State W-2 File page with search options.


Create State W-2 File Run Control page 4 Header section:


5 Report Request Parameters section: Input the following fields as appropriate:

Reporting Medium

Diskette Type States section:

State





Description - Create State W-2 File

Process Name - TAX960ST


Type – (None)

Format – (None).

Distribution



11 End of the Create State File (MMREF) Business Process.


183

Create Local File (MMREF)

This process creates the Create Local W-2 File.

This is not being used because NYC is included in the New York State file.


1 Navigate to: Payroll for North America > U.S. Annual Processing > W-2 Reporting > Create Local File (MMREF)

2 Displays the Create Local W-2 File page with search options.


Create Local W-2 File Run Control page 4 Header section:


5 Balances for Year: Report Request Parameters section: Input the following fields as appropriate:

Reporting Medium

All Tax Agencies

Select Tax Reporting Agencies and input valid agencies Select Elig Locals by State and input valid locals Select Jurisdictions and input valid jurisdictions





Description - Create Local W-2 File

Process Name - TAX960LC


Type – (None)

Format – (None).

Distribution



11 End of the Create Local File (MMREF) Business Process.


184

Create W-2 Adjustments

This process creates the Create W-2c US/Territories file that is used in submitting W-2 adjustments.


1 Navigate to: Payroll for North America > U.S. Annual Processing > W-2 Adjustments > Create W-2c US/Territories

2 Displays the Create W-2c US/Territories page with search options.


Create W-2c US/Territories File Run Control page 4 Header section:


5 Report Request Parameters section: Input the following:

Company

Calendar Year

Emplid

SSN

Tax Form Identification

Last Name





Description - Create W-2 Adjustments

Process Name -


Type – (None)

Format – (None).

Distribution



11 End of the Create Local File (MMREF) Business Process.


185

Run Audit and Error Reports

Error Listing

Year End Record Error

Year End Data Audit

W-2c Audit US/Territories

Advice Register Report

Tax Form Definitions

Tax Form Printing Parameters

Only CUNY personnel with the proper security access will be permitted to run processes.


1 Navigation: Any Report in the Menu or Custom Report.

2 Displays the specific Run Control Id for chosen report. If a Run Control ID does not exist, then Add per the following steps.

3

Click the Add New Value tab and Run Control ID - new value and enter the Add key. Run Controls IDs are unique for each user.

4 Or, for an existing Run Control ID,

Run Control ID

Or to find an existing value, Click the Search button

5 Choose the hyperlink previously saved Run Control ID.

6 Displays all the Run Control IDs based on the User ID or search criteria.

7 Select appropriate Run Control ID by clicking Run Control ID hyperlink

8 Run Control ID- default

Various Values

9 Report Manager Link

10 Process Monitor Link

11 Click the Save button. Saves the Run Control values for future use.

12 Click the RUN button. Launches the Process Scheduler to run the report.

13 Process Scheduler Request page Header Section: Following fields are defaulted

User ID

Run Control ID

Server Name

Run Date

Recurrence

Run Time

Time Zone


Run Audit and Error Reports is the business process of running various payroll reports as part of year-end processing. Listed below are the reports that are available to review payroll information in CUNYfirst:


186


14 Process Scheduler Request Page Process List Section:Following fields are defaulted:






Format - Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected.

Distribution - Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is.

15 Distribution Detail -

Process Name:

Process Type:

Folder Name:

Email with Log

Email Web Report

Email Subject

Message Text


ID Type

Distribution ID

16 Click the OK button. Returns you to the Process Scheduler Request page.

17 To run actual report, click the OK button on the Process Scheduler Request page. This action launches the server to run the report and return you to the Run Control Page.

18 Notice the Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status.

Process Monitor Tab - (Optional) 19 Process List Section:



Process Type


User

Run Date/Time

Run Status

Distribution Status

Details

20 Review your request and Click the Refresh button until your Run Status is Success and distribution status - Posted.

21 To view the more detail click the Details hyperlink.

22 To save the detail, click the Save button.

23 To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page.


187


24 Note: For the Notification see the Notification Process.

25 Click the Report Manager hyperlink at the top of the Run Control page for the shortcut to the Report Manager.

Report Manager Administration tab 26 View Reports For Section:

The following fields are available to be used as search criteria:


Status

Type

Folder

Last

Instance

To

27 Report List Section: Following fields display for each reports:

Select

Report ID

PRCS Instance

Description

Request Date/Time

Format

Status

Details

28 Click the Refresh button till status is Posted.

29 To see the more detail about the report, Click the Details hyper link.

30 It will display Report Detail page.

31 Report Section: Following fields are defaulted:

Report ID

Process Instance

Name

Process Type

Run Status

32 Distribution Detail: Following fields are defaulted:

Distribution Node

Expiration Date

33 File List Section:

Name - it will display log file, PDF file and out file as hyperlink. Click the filename.PDF hyperlink. It will display report in new window

File size(bytes)

Date Time Created

34 Distribution Section:




36 Note: To Use the Notification functionality at the bottom of the Process Monitor page,


188


see the Notification process.


189

Unit III: Commitment Accounting


190

Chapter 1: Commitment Accounting


191

Load Contribution Code Table

This process loads the combination codes from the General Ledger Build Combinations process.


1. Navigate to: Set Up HRMS > Common Definitions > ChartField Configuration > Load Combination Code Table

2. Enter a Run Control ID. Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID

3. Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID

4. Enter the following parameters:

As of Date

Interface with GL Release If applicable, click the Inactivate Accounts Not Downloaded checkbox


6. Click the Run button.

7. On the Process Schedule Page, verify the following :


Description: Account Code Table Build

Process Name: BUD003


Type: (None)

Format: (None)


8. Click the Refresh button until the Run Status column indicates “Success” and the Distribution Status column indicates “Posted”.

9. Select the Details link to view any error files associated to the process



192

Edit Chartfields/Chartfield Details Search Process

The Edit Chartfields /Chartfield Details search hyperlink exists throughout the system and allows users to look up valid combination codes based on searching the individual chartfield values.


1. Navigate to: Edit Chartfields

2. Enter the following:

Combination Codes.

3. Select the applicable Search Options:

Combination Codes

Speed Types

4. Click Search

5. The Search Combination Codes page appears. Enter the following criteria to limit the amount of valid transaction combination codes:

Account

Fund

Dept

MP

Oper Unit

Program

Fund Source

Special Initiative

Project Activity

Project

Affiliate

6. Select the applicable value and click Search. Note: The valid Combination Codes that match the criteria are displayed

7. Select the appropriate Combination Code. Note: Click the Next in List button to view the next record. Click the Previous in List button to view the previous record.

8. End of Procedure.


193

Setup Department Budget Table

This process defines the position funding.


1. Navigate to: Setup HRMS> Product Related> Commitment Accounting > Budget Information > Department Budget Table USA

2. Enter the following applicable criteria to search existing Departmental detail. To Add a New Value to the Department Budget Table, enter one or more of the following criteria.

SetID

Department

Fiscal Year

Budget Level

Position Pool ID

Job Code SetID

Job Code

Position Number

EMPLID

EMPL RCD Nbr

3. Click the Search button, to view existing Department Budget Table Detail; or, Click the Add button to a new value to the Department Budget Table.

4. On the Department Budget Date default tab, the following fields default in the Header Section, except when setting up a new department

SetID

Fiscal Year

Budget Begin Date

Offset Group

Department

Budget End Date

5. In the Budget Cap section enter the following:

Per Budget Level

Per Earn/Tax/DED

6. In the Suspense Combination Code Section, the following fields default:

Effective Date

Combination Code

Balance

Effective Sequence Note: To view ChartField detail Click the Chartfield Details link.

7. In the Funding Default Section enter the following:

Default Funding Source Option

8. In the Account Overrides Section the Following fields are default check and uncheck, update if applicable

Use Acct Defined for Earnings


194


Use Acct Defined for DEDNS

Use Acct Defined for US Tax

Use Acct Defined for Can Tax

9. In the Level Section the following fields default. Update if applicable, except when setting up a new department.

Department

Position Pool

Job Code

Position

Appointment

EMPLID

EMPL RCD

Effective Date

Budget Level Cap

EFF SEQ

Status

Currency

Date Entered

10. In the Earnings Distribution Section enter the following:

Earnings Code - If it is default, leave ‘Blank’.

SEQ#

%Effort

Combination Code -Click the ChartField Details hyperlink to enter ChartField detail.

Note: Accept following fields as default:

Budget Amount

Distrb %

Funding End Date

Distributed

Allow Overspend

11. In the Deduction Distribution Section the following fields default. Note: Do not accept the default value, enter the applicable values.

Plan Type

DED Cd

Plan

DED Class The following fields default:

Combination Code - Click the ChartField Details link to enter ChartField detail.

SEQ#

Budget Amount

Funding End Date-if applicable.


195


Distrb %

12. In the Tax Distribution Section the following fields default. Note: Do not accept the default value, enter the applicable values.

State

Locality

Tax Class Note: The following fields default.

Combination Code - Click the ChartField Details link to enter ChartField detail.

SEQ#

Budget Amount

Distrb %

Funding End Date - if applicable

13. Note: In the Awaiting Posting Section the following fields default.

Actual Amount

Encumbrance Amount

14. Note: In the Posted Section the following fields default.

Actual Amount

Total Amount

Encumbrance Amount




196

Pre-distribution Audit Report

The Predistribution Audit report audits payroll and configuration data and identifies any errors that could be encountered when you run the Actuals Distribution or Actuals GL Interface processes.

Run the Predistribution Audit report after you’ve run the Paysheet Create process, but before running the Actuals Distribution process.


1. Navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Predistribution Audit Report



4. On the Pre-distribution Audit Report Run Control page, enter the following parameters:

Pay Run ID - Choose Pay Run ID for Pay Period you want to calculate Select the Audit Level:

General Audit

Specific Employer paid Earnings/Deduction/Tax Codes

Audit Project/Grant


6. Click the Run button..

7. On the Process Scheduler Request page, verify the following: Checkbox - Is checked

Description - Predistribution Audit

Process Name - HPCA010



9. Click the Process Monitor link.

10. Select the Refresh button until the Run Status column indicates “Success” and the Distribution Status column indicates “Posted.

11. Select the Details link to access the report.



197

Perform Actuals Distribution

This process will initiate the Actuals Distribution process.


1. Navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Distribute Actuals


3. On the Actuals Distribution Parameters page, enter the following:

Pay Run ID or Select the applicable value for Distribution Prorate Option



6. On the Process Scheduler Request page, verify the following:

Check box - Is checked

Description - Actuals Distribution

Process Name - PSPPFUND

Process Type - COBOL SQL

Type - None

Format – None




9. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted.

10. Select the Details link to access the report.



198

Review Actuals Distribution

This process reviews the earnings, tax, and deduction distribution details.


1. Navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Actuals Distribution

2. Enter the following the following search criteria:

Company

Pay Group

Pay Period End Date

Off Cycle

Page #

Line #

Separate Check #

Paycheck Number

EMPLID

Name

3. Click the Search button. Note: Based on search criteria all employees will display. Select the appropriate employees by clicking the link.

4. The Earnings tab displays the page with the default Earnings.

5. Click the View All hyperlink on the dark blue Message bar to display all the messages for a specific employee. Note: If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages.

6. On the Earnings Tab – Header Section, the following fields default from the search page:

Company

Pay Group

End Date

Off Cycle

Page

Line

EMPLID

Name

7. On the Earnings Tab – Earnings Section, enter the following:

Separate Check

EMPL RCD NBR

Earnings Code

Earnings

8. Enter the following in the Distribution Section:

Fiscal Year

Period


199


Earnings

9. In the ChartFields Section, enter the following:

Combination Code

ChartField Details Note: Select the following Chartfield Details

Account

Fund Code

Department

MP

Operating Unit

Program Code

Fund Source

Sp Init

Proj Act

Project

Affiliate

Chartfield 3

10. In the Department Section, enter the following:

Position:

Job Code:

Position Pool ID: defaults if used.

Currency – defaults to USD

11. Click the Deductions tab.

12. On the Deductions tab – Header Section, the following fields default from the search page:

Company

Pay Group

End Date

Off Cycle

Page

Line

EMPLID

Name

13. Click the View All hyperlink on the dark blue Message bar to display all the messages for a specific employee . Note: If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages.

14. In the Deductions Section, the following fields default:

Sep CHK#

DED Code

Current Deduction

Plan Type

DED Class

Benefit Plan


200


AP Status

15. Note: The Distribution Section will be blank if the deduction is employee paid. Enter the following if applicable:

Fiscal Year

Period

Earnings


Combination Code

ChartField Details Note: Click the Chartfield Details hyperlink to review and/or update ChartField detail.

Account

Fund Code

Department

MP

Operating Unit

Program Code

Fund Source

Sp Init

Proj Act

Project

Affiliate

Chartfield 3

17. The following fields default from the Earnings page:

Department

Position

Job Code

Position Pool ID

Currency

18. On the Taxes Tab, Header Section the following fields default: from the search page:

Company

Pay Group

End Date

Off Cycle

Page

Line

EMPLID

Name

19. Click the View All hyperlink on the dark blue Message bar to display all the messages for a specific employee. Note: If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages.

20. On the Taxes Tab, in Taxes Section the following fields default:

SEP CHK#


201


Locality

Tax Class

Tax Entity

Current Tax

AP Status

21. If applicable, click the Return to Search button to search for additional specific criteria.



202

Review Suspense Combo Code Distribution

This process reviews and updates the earnings, tax, and deduction distribution that has went to suspense combination code.


1. Navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Suspense ComboCode Distribution

2. Enter the following search criteria:

Company

Pay Group

Pay Period End Date

Off Cycle

Page #

Line #

Paycheck Number

EMPLID

Name

Department

3. Click the Search button. Note: All employees will display based on the search criteria. Select the applicable employees based on the search criteria.

4. On the Earnings Suspense Combo Code page, Earnings Tab – Header Section, the following fields default from the search page:

Company

Pay Group

End Date

Off Cycle

Page

Line

EMPLID

Name

5. On the Earnings Tab – Earnings Section, enter the following:

Separate Check

EMPL RCD NBR

Earnings Code

Earnings

6. In the Distribution Section, enter the following:

Fiscal Year

Period

Earnings


Combination Code

ChartField Details


203


Note: Click the Chartfield Details link to enter ChartField detail.

Account

Fund Code

Department

MP

Operating Unit

Program Code

Fund Source

Sp Init

Proj Act

Project

Affiliate

Chartfield 3


Position:

Job Code:

Position Pool ID – If Position Pool ID is used, the value will default

Currency - defaults to USD

9. On the Review Deduction Suspence Combo Code page, on the Deductions tab – Header Section, the following fields default from the search page:

Company

Pay Group

End Date

Off Cycle

Page

Line

EMPLID

Name

10. On the Deduction tab – Deductions Section, the following fields default:

Sep CHK#

DED Code

Current Deduction

Plan Type

DED Class

Benefit Plan

AP Status


Combination Code

ChartField Details Note: Click the Chartfield Details link to enter ChartField detail

Account

Fund Code

Department

MP

Operating Unit


204


Program Code

Fund Source

Sp Init

Proj Act

Project

Affiliate

Chartfield 3


Position:

Job Code:



13. On the Review Tax Suspense Combo Code page, on the Taxes Tab – Header Section, the following fields default: from the search page:

Company

Pay Group

End Date

Off Cycle

Page

Line

EMPLID

Name


Combination Code

ChartField Details Note: Click the Chartfield Details link to enter ChartField detail

Account

Fund Code

Department

MP

Operating Unit

Program Code

Fund Source

Sp Init

Proj Act

Project

Affiliate

Chartfield 3


Position:

Job Code:



16. Click the Next in List button to view the next employee.

17. Click the Return to Search button to search on specific criteria.


205




206

Submit to GL/Commitment Accounting Actuals

This process runs the General Ledger Interface process for Actuals distribution transactions.


1. Navigate to: Payroll for North America > Payroll Distribution> Provide GL Information > Commitment Accounting Actuals



4. The Commitment Accounting Actuals Run Control parameters page will display. Enter the following parameters: Pay Run Section

Pay Run ID Pay Calendar Section

Company

Pay Group

Pay End Date Max Errors Section

Maximum Paychecks in Error



7. On the Process Schedule Request page, verify the following:


Description - Actuals GL Interface

Process Name - PAYGL02


Type - (None)

Format - (None)







207

Review HR Accounting Line

This process reviews the accounting detail at the line level.


1. Navigate to: Payroll for North America > Payroll Distribution > GL Interface Reports > HR Accounting Line



4. The HR Accounting Line Report Run Control parameters page will display. Enter the following parameters: Optional Report Filters Run Date Between

Begin Date

End Date

GL Business Unit





Description - HR Accounting Line Report

Process Name - PAY039


Type - (None)

Format - (None)







208

Copy Prior FY Budget

Generate a new annual budget using last year's budget information.


1. Navigate to: Set Up HRMS > Product Related > Commitment Accounting > Process Budgets > Copy Prior FY Budget



4. On the Copy Prior FY Budget Run Control parameters page, Header section, enter the following parameters:

Fiscal Year

Start Date

End Date

Bus. Unit for Budget Copy (Blank for All)

Budget Dept. ID for Budget Copy (Blank for All)




Checkbox - Make sure this box is checked.

Description - Copy Prior FY Budgets

Process Name - BUD006


Type – (None)

Format – (None).

Distribution






209

Load Suspense Combination Code

The Load Suspense Combination Code process is used to assign suspense combination codes to departments that require them.


1. Navigate to: Set Up HRMS > Product Related > Commitment Accounting > Process Budgets > Load Suspense Combination Code



4. On the Load Suspense Combination Code Run Control parameter page, enter the following parameters: Suspense Chartfields

SET ID

All Budgets – Check the All Budgets checkbox Suspense Chartfields

Combination Code - Select Chartfields from Edit Chartfields link Enter the following:

Fiscal Year

From Date

Budget Department Note: Chartfield will display. Select the Edit Chartfield link if applicable. Note: If applicable, click + icon to add additional departments




Checkbox - is checked

Description - Load Suspense Account Codes

Process Name - BUD021


Type - (None)

Format - (None)







210

Copy Job Data

Copy Job Data into Budgeting EPM


1. Navigate to: Set Up HRMS > Product Related > Budgets > Copy Job Data



4. The Copy Job Data Run Control page will display. Click the Run button.


Checkbox – Is checked

Description - Copy Job Data

Process Name - BPJBCPY


*Type – (None)

*Format – (None).

Distribution






211

Load Step Increment for Budget

Load Step Increment into EPM Budgeting.


1. Navigate to: Set Up HRMS > Product Related > Budgets > Load Step Increment for Budget



4. On the Load Step Increment for Budget Run Control parameters page, enter the following parameters:

SetID


Salary Grade

Start Date for Step Increments

End Date for Step Increments

As of Date In the Processing Options section, select the applicable option:

Report Only

Report and Process Increases In the Exclusions / Ratings Section, if applicable enter the following:

Document Type

Rating Model

Review Rating In the Exclusions / Actions Section, if applicable enter the following:

Action

Reason Code




Checkbox – Is checked

Description - Load Step Increment for Budget

Process Name - BPCMP107


Type – (None)

Format – (None).

Distribution






212


213

Chapter 2: Exception Processing


214

Pay Unsheet

Initiate the Payroll Unsheet SQR Report process (PAYUNSHT), typically as an emergency measure only or during testing.


1. Navigate to: Payroll for North America > Payroll Processing USA > Update Paysheets > Pay Unsheet



4. On the Pay UnSheet Run Control parameters page, enter the following parameters: On-Cycle Run

Pay Run ID Or Select from the list of values. Off-Cycle Pay Calendar

Pay Run ID

Pay Group

Pay End Date

Process Page # Thru Process Page # Payroll Cycle – Select the applicable Payroll Cycle Select the appropriate radio button

On-Cycle

Off-Cycle

Both




Checkbox - Is checked

Description - Payroll Unsheet

Process Name - PAYUNSHT


Type - (None)

Format - (None)







215

Reverse Pay Confirmation

Run the Reverse Pay Confirmation process to update paysheet information or to make data or table changes that require recalculation after you’ve run the Pay Confirmation process.


1. Navigate to: Payroll for North America > Payroll Processing USA > Produce Payroll > Reverse Pay Confirmation



4. On the Pay Unconfirm Run Control parameters page, enter the following paramters: On-Cycle

Pay Run ID Or Select from the list of values Off-Cycle Run

Company

Pay Group

Pay End Date

Process Page number Thru Process Page Note: Check the All Reversals/Adjustments checkbox

5. Payroll Cycle - Select the applicable Payroll Cycle

On-Cycle

Off-Cycle

Both




Checkbox - Is checked

Description - Unconfirm Pay

Process Name - PSPUNCNF

Process Type - COBOL SQL

Type - (None)

Format - (None)




11. Select the Refresh button until the Run Status column indicates “Success” and the Distribution Status column indicates “Posted.



216

Check Year-to-Date Balance Adjustment

Adjust employee Check Year-to-Date balance.

Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC, LaGuardia CC Aid Year, and New Community College (AT). The Balance cover the following periods:

FY = July thru June


AY = June thru May

AT = September thru August


In order for the WS Payroll Balance Adjustment role to be assigned to a user, approval has to be received by the Director of SFA Accounting.


1. Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Check Year-to-Date

2. Enter the following Search criteria:

EMPLID

Name

Last Name

Middle Name

3. Click the Search button. Note: Select the correct employee record by clicking the link.

4. On the Adjust Check YTD Balance 1 page, Header Section, the following values will default:


Person ID = Employee ID In the Balance Information section, enter the following:

Company

Balance ID

Year

Period

Quarter

Adjustment Reason

5. In the Adjust Check YTD Balance 2 page, Header Section, the following values will default:


Person ID = Employee ID The following fields are displayed:

Company

Year


217


Balance ID

Period

Adjustment Reason

Quarter

Period In the Balance Adjustment section, the following fields are displayed:

Adjustment to YTD

Current YTD



218

Earnings Balance Adjustment

Adjust employee Earnings balance.


FY = July thru June


AY = June thru May





1. Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Earnings


EMPLID

Name

Last Name

Middle Name


4. In the Adjust Earnings Balance 1 page, Header Section, the following values default:



Ben Rcd # In the Balance Information section, enter the following:

Company

Balance ID

Year

Period

Quarter

Earnings Code

Adjustment Reason

5. In the Adjust Earnings Balance 2 page, Header Section, the following values default:



Ben Rcd # The following fields are displayed:

Company


219


Year

Balance ID

Period

Earnings Code

Quarter In the Balance Adjustment, the following fields are displayed:

Hours

Gross Earnings



220

Deduction Balance Adjustment

Adjust employee Deduction balance.


FY = July thru June


AY = June thru May





1. Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Deductions


EMPLID

Name

Last Name

Middle Name


4. On the Adjust Deduction Balance 1 page, Header Section, the following values default:



Ben Rcd # In the Balance Information section, enter the following:

Company

Balance ID

Year

Period

Quarter In the Deduction Details Section, enter the following:

Plan Type

Benefit Plan

Deduction Code

Deduction Class

Adjustment Reason

5. On the Adjust Earnings Balance 2 page, Header Section, the following values default:


221




Ben Rcd # The following fields are displayed:

Company

Balance ID

Plan Type

Benefit Plan

Year

Deduction Code

Period

Deduction Class

Quarter In the Balance Adjustment section, the following fields are displayed:

Deductions



222

Tax Balances Adjustment

Adjust employee Tax balances


FY = July thru June


AY = June thru May





1. Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Taxes


EMPLID

Name

Last Name

Middle Name


4. On the Adjust Tax Balance 1 page, Header Section, the following values default:


Person ID = Employee ID In the Balance Information section, enter the following:

Company

Balance ID

Year

Period

Quarter

State

Locality

Tax Class

Adjustment Reason

5. On the Adjust Tax Balance 2 page, Header Section, the following values default:




223


The following fields are displayed:

Company

Year

Balance ID

Period

State

Quarter

Locality

Tax Class In the Balance Adjustment section, the following fields are displayed below the following headers: (Taxes, Taxable Gross, No Limit Gross, Tips Earnings):

Current QTD

Current MTD

Adjustments to:

MTD



224

1042 Tax Balances Adjustment

Adjust employee 1042 Tax balances


FY = July thru June


AY = June thru May


*Balances may be off due to late timesheets being charged back to a previous fiscal year. Therefore, HCM and GL will be out of synch.




1. Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > 1042 Taxes


EMPLID

Name

Last Name

Middle Name


4. On the Adjust 1042 Tax Balance 1 page, Header Section, the following values default: Name - defaults the first and last name of the employee Person ID = Employee ID In the Balance Information section, enter the following:

Company

Balance ID

Year

Period

Quarter

State

Country

Income Code

Tax Rate

Reason for Adjustment

5. On the Adjust Tax Balance 2 page, Header Section, the following fields default:



225


Person ID = Employee ID The following fields are displayed:

Company

Year

Balance ID

Period

State

Quarter

Country

Income Code

Tax Rate In the Balance Adjustment section, the following fields are displayed under the following headers: (Tax, Taxable Gross, WH Allowance, Reimbursed Amount):

Current QTD

Current MTD

Adjustments to:

MTD

Exemption Code

Change to



226

Special Accumulator Balance Adjustment

Adjust employee Special Accumulator balance


FY = July thru June


AY = June thru May





1. Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Special Accumulators


EMPLID

Name

Last Name

Middle Name


4. On the Adjust Special Accum 1 page, Header Section, the following fields default:



Empl Rcd # In the Balance Information section, enter the following:

Company

Balance ID

Year

Period

Quarter

Spcl Accum Code

Adjustment Reason

5. In the Adjust Special Accum 2 page, Header Section, the following values default:



Empl Rcd #


227


The following fields are displayed:

Company

Year

Balance ID

Period

Spcl Accum Code

Quarter In the Balance Adjustment section, the following fields are displayed:

Hours

Gross Earnings



228

Update Unclaimed Wages Payroll Field

The University is required to return unclaimed wages to New York State if those wages have not been claimed three years after issuance of the pay check. This process described how to record in CUNYfirst the return of unclaimed wages.


1. Main Menu > Payroll for North America > Payroll Processing USA >CUNY Work Study Payroll> Payroll Fields

2. The Payroll Fields search page displays.

3. Enter one or more of the following fields:


229

Rebuild Primary Job Flags

The process automatically sets the primary job information for one, many or all employees. When an employee has multiple jobs, sometimes the Primary Job Flags are not set correctly which causes a payroll error. This process resets the Primary Job Flags correctly.


1. Navigate to: Benefits >Maintain Primary Jobs > Rebuild Primary Job Flags

2. If the user has a run control id, Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

3. Rebuild Primary Job Flags Run Control Page 4. Report Request Parameter(s) –

*Run Option Select Employees Specified in List or select from the list of values. Employee List

Empl ID To Add additional employees, click the + key.




Checkbox: is checked Description: Primary Jobs utility

Process Name: BN_BEN500_AE


Type: (None)

Format: (None)



10. Use the Run a Payroll Process to monitor this process’s progress.

11. This completes the Rebuild Primary Job Flags Business Process


230

Mass Update for Work Study Students Exempt from FICA The Mass Update feature enables changes to the data of large groups of employees. This process will evaluate whether a Work Study employee whose FICA indicator on Job is set to Subject is eligible to be exempt from FICA. If they are eligible, the FICA Indicator will be changed to Exempt.

To process mass updates:

1. Set up a mass update definition through the Define Mass Update component. 2. Run the mass-update selection phase and create transactions for mass update through the

Create Mass Updates page. 3. Review and update transactions. You can review and update transactions online through the

Manage Mass Updates component. You can also generate a report to review transactions from the Report Mass Updates page.

4. Process transactions. You can process transactions one at a time from the Manage Mass Updates component, which is part of the Mass Update manager module. Or you can process transactions in batch through the Execute mass Updates page.

5. (Optional) If necessary, cancel transactions through the Manage Mass Updates component, which is part of the Mass Update Manager.

(Optional) If necessary, delete transactions one at a time through the Manage Mass Updates component, or delete transactions in batch through the Delete Mass Updates page.

Tips for a successful mass update:

Test your update on a small group first.

Use the correction option only if you are certain that you want to override data.

If possible, add a new effective-dated row, instead.

Familiarize yourself with the online transaction to understand the rules governing the component before trying to automate it using the Mass Update process. When you update a component using Mass Update, it is governed by the same rules (such as defaulting and required fields) as when you access the component online.

Create several simple Mass Update IDs that you can use in combination instead of trying to create a complicated one that changes everything.

In addition to being more flexible, this approach facilitates identifying the source of errors.


1. Navigate to: Workforce Administration > Collective Processes > Mass Update > Define Mass Update

2. The Define Mass Updates page is displayed.


Define Mass Update Page 4. Click Add a New Value if needed

Input Mass Update ID

5. Click in Description box Input Description

https://cnydevhc3.cunyfirst.cuny.edu/psp/cnyhcdev/EMPLOYEE/HRMS/c/ADMINISTER_BASE_BENEFITS.RUN_BEN500.GBL?PORTALPARAM_PTCNAV=HC_RUN_BEN500_GBL&EOPP.SCNode=HRMS&EOPP.SCPortal=EMPLOYEE&EOPP.SCName=HC_MAINTAIN_PRIMARY_JOBS&EOPP.SCLabel=Maintain%20Primary%20Jobs&EOPP.SCPTfname=HC_MAINTAIN_PRIMARY_JOBS&FolderPath=PORTAL_ROOT_OBJECT.HC_BENEFITS.HC_MAINTAIN_PRIMARY_JOBS.HC_RUN_BEN500_GBL&IsFolder=false


231


6. Click in Short Description box Input Description

7. (Optional) Click in Copy From: Input Mass Update ID

8. Under Process Mode Option, click Add a New Effective Date” radio button Under Process Mode Option, do NOT click Correct Current Record radio button

9. Click in Reference Date and input Effective Date Input Effective Date

10. Do not click the Include Eligible Future Rows check box

11. Click Common Changes tab

12. Under Population Selection Criteria, click Select By drop down arrow and select Group Build

13. Click in the Character Value field Input Group ID

14. Accept the default Process value Include

15. (Optional) Under Individuals, click in EmplID box:

Input EmplID

Input Empl_Rcd Nbr

16. Under Data Changes, click the Section drop down arrow and select a section

Job Data

17. Click the Element drop down arrow and select the Element:

Action

18. Click the Character Value magnifying glass and select a Character Value

Character Value

19. Under Data Changes, click the Section drop down arrow and select a section Input Job Data

20. Click the Element drop down arrow and select an Element

Reason Code - WS FICA Change


Character Value

22. Click on Data Changes “+” button to add a new value

Payroll

23. Click the Element drop down arrow and select an Element

FICA Status = Exempt


Character Value


232


25. Click Save to save changes.

26. Navigate to: Workforce Administration>Collective Processes>Mass Update> Create Mass Updates

27. The Create Mass Updates page is displayed.


29. Create Mass Updates Run Control Page 30. Click in the Mass Update ID box



32. Click Run


Checkbox: is checked Description: Mass Update Selection

Process Name: HR_MASS_PREP


Type: (None)

Format: (None)



36. Navigate to: Workforce Administration > Collective Processes > Mass Update > Execute Mass Updates

37. The Execute Mass Updates page is displayed.


Execute Mass Updates Run Control Page

39. Mass Updates Seq defaults to 1 Select Mass Update ID or select from the list of values. Employee List: Input Empl ID To Add additional employees, click the + key.

40. Parallel Processing Click check box by Run Instances in Parallel Click in the Maximum of Instances box Input Maximum of Instances Click in the “Transactions per Instance” box Input Transactions per Instance



233



Process Scheduler Request page 43. Verify that the:

Checkbox: is checked Description: Mass Update

Process Name: HR_MASS_UPD


Type: (None)

Format: (None)




46. This completes the Mass Update Business Process


234

Mass Update for Work Study Students Subject to FICA The Mass Update feature enables changes to the data of large groups of employees. This process will evaluate whether a Work Study employee whose FICA indicator on Job is set to Subject is eligible to be exempt from FICA. If they are eligible, the FICA Indicator will be changed to Exempt.

This Process must be run after the Mass Update for Work Study students exempt from FICA process is run. To process mass updates:

1. Set up a mass update definition through the Define Mass Update component. 2. Run the mass-update selection phase and create transactions for mass update through the

Create Mass Updates page. 3. Review and update transactions. You can review and update transactions online through the

Manage Mass Updates component. You can also generate a report to review transactions from the Report Mass Updates page.

4. Process transactions. You can process transactions one at a time from the Manage Mass Updates component, which is part of the Mass Update manager module. Or you can process transactions in batch through the Execute mass Updates page.

5. (Optional) If necessary, cancel transactions through the Manage Mass Updates component, which is part of the Mass Update Manager.

(Optional) If necessary, delete transactions one at a time through the Manage Mass Updates component, or de Tips for a successful mass update:

Test your update on a small group first.

Use the correction option only if you are certain that you want to override data.

If possible, add a new effective-dated row, instead.

Familiarize yourself with the online transaction to understand the rules governing the component before trying to automate it using the Mass Update process. When you update a component using Mass Update, it is governed by the same rules (such as defaulting and required fields) as when you access the component online.

Create several simple Mass Update IDs that you can use in combination instead of trying to create a complicated one that changes everything.

In addition to being more flexible, this approach facilitates identifying the source of errors.lete transactions in batch through the Delete Mass Updates page.


1. Navigate to: Workforce Administration > Collective Processes > Mass Update > Define Mass Update

2. The Define Mass Updates page is displayed.


Define Mass Update Page 4. Click Add a New Value if needed


https://cnydevhc3.cunyfirst.cuny.edu/psp/cnyhcdev/EMPLOYEE/HRMS/c/ADMINISTER_BASE_BENEFITS.RUN_BEN500.GBL?PORTALPARAM_PTCNAV=HC_RUN_BEN500_GBL&EOPP.SCNode=HRMS&EOPP.SCPortal=EMPLOYEE&EOPP.SCName=HC_MAINTAIN_PRIMARY_JOBS&EOPP.SCLabel=Maintain%20Primary%20Jobs&EOPP.SCPTfname=HC_MAINTAIN_PRIMARY_JOBS&FolderPath=PORTAL_ROOT_OBJECT.HC_BENEFITS.HC_MAINTAIN_PRIMARY_JOBS.HC_RUN_BEN500_GBL&IsFolder=false


235


5. Click in Description box Input Description

6. Click in Short Description box Input Description

7. (Optional) Click in Copy From: Input Mass Update ID

8. Under the Process Mode Option, click Add a New Effective Date radio button Under the Process Mode Option, do NOT click Correct Current Record radio button

9. Click in Reference Date and input Effective Date Do not click the Include Eligible Future Rows check box

10. Click Common Changes tab

11. Under Population Selection Criteria, click Select By drop down arrow and select Group Build

12. Click in the Character Value field and Input Group ID

13. Accept the default Process value Include

14. (Optional) Under Individuals, click in EmplID box

Input EmplID

Input Empl_Rcd Nbr


16. Click the Element drop down arrow and select an Element Input Action

17. Click the Character Value magnifying glass and Input Character Value


19. Click the Element drop down arrow and select an Element Input Reason Code

20. Click the Character Value magnifying glass and select a Character Value Input Character Value

21. Click on Data Changes “+” button to add a new value Input Payroll

22. Click the Element drop down arrow and select an Element Input FICA Status

23. Click the Character Value magnifying glass and select a Character Value Input Character Value



236


25. Navigate to: Workforce Administration > Collective Processes > Mass Update > Create Mass Updates

26. The Create Mass Updates page is displayed.


Create Mass Updates Run Control Page 28. Click in the Mass Update ID box

Mass Update ID


30. Click Run

Process Scheduler Request page 31. Verify that the:

Checkbox: is checked Description: Mass Update Selection

Process Name: HR_MASS_PREP


Type: (None)

Format: (None)



33. Navigate to: Workforce Administration > Collective Processes > Mass Update > Execute Mass Updates

34. The Execute Mass Updates page is displayed.


Execute Mass Updates Run Control Page

36. Mass Updates

Seq defaults to 1

Select Mass Update ID or select from the list of values. Employee List:

Input Empl ID Note: To Add additional employees, click the + key.

37. Parallel Processing

Click check box by Run Instances in Parallel

Click in the Maximum of Instances box

Input Maximum of Instances

Click in the Transactions per Instance box

Input Transactions per Instance



Process Scheduler Request page


237


40. Verify that the:

Checkbox: is checked Description: Mass Update

Process Name: HR_MASS_UPD


Type: (None)

Format: (None)




43. This completes the Mass Update Business Process


238

Chapter 3: CUNY CEMLI’s


239

Bank Interface

CUNY uses this interface to maintain the Bank Table. CUNY will access the FRB website (https://www.fededirectory.frb.org/download.cfm) and download the FedACH Participant RDFI public data file on a periodic basis.


1. Navigate to: CUNY>HCM Interfaces > Bank Table Inbound Interface

2. If the user has a run control id, input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

3. Bank Table Inbound Interface Control Page 4. Click the RUN button



Description: Bank Table Inbound Interface Process Name: CU_BANK_AE


Type: (None)

Format: (None)




9. End of the Bank Table Inbound Interface Business Process.

https://www.fededirectory.frb.org/download.cfm


240

Payroll Parallel Interface

This process loads the legacy file from Tumbleweed into CUNYfirst. Pay End Date must be established prior to running this process.


1. Navigate to: CUNY>HCM Interfaces > Payroll Parallel Interface


3. Payroll Parallel Interface Control Page 4. Process Request Parameters

Input Source Pay Check File or select from the list of values. Input Pay End Date or select from the list of values.





Description: Payroll Parallel Interface

Process Name: CU_I111AE


Type: (None)

Format: (None)




11. End of the Payroll Parallel Interface Business Process.


241

Payroll Parallel Compare

This process compares the legacy file to the equivalent payroll in CUNYfirst. Pay Run ID must be established prior to running this process.


1. Navigate to: CUNY >HCM Interfaces > Payroll Parallel Compare


3. Payroll Parallel Compare Control Page 4. Process Request Parameters

Input Pay Run ID or select from the list of values.





Description: Payroll Parallel Interface

Process Name: CU_E102A_CMP


Type: (None)

Format: (None)




11. End of the Payroll Parallel Compare Business Process.


242

Appendix


243

HR Daily Transactions Report (College)

1.

Click the CUNY link.

2.

Click the Human Capital Mgmt link.

3.

Click the HCM Reports link.

4.

Click the HR Daily Transactions Report link.

5.

Click the Add a New Value tab.

6.

Enter the desired information into the Run Control ID field. Enter

"HR_DAILY_TRANS_RPT".

7.

Click the Add button.

8. This report allows users to process the report by Action Date or Effective Date.

By running by Action Date, the report will return any transactions that were entered into the

CUNYfirst system during the date range. Likewise, by running by Effective Date, the

report will return any transactions that took effect (transactions with an Effective Date)

during the date range.

In this scenario, the report will be run based on Effective Date.

9.

Click the Run Report based on Effective Dates option.

10.

Click in the From Effective Date field.

11.

Enter the desired information into the From Effective Date field. Enter "07/01/2009".


244

12.

Click in the Thru Effective Date field.

13.

Enter the desired information into the Thru Effective Date field. Enter "07/04/2009".

14.

Click the Save button.

15.

Click the Run button.

16.

Click the OK button.

17.

Click the Report Manager link.

18.

Click the Administration tab.

19.

Click the Refresh button.

20.

Click the HR Daily Trans Report link.

21.

Click the Report tab.

22.

Click the Open button.

23. This is the HR Daily Transaction Report.

24. End of Procedure.

payroll-work study quick reference guide - city...

Documents