PPMS Spring User Group Meeting 5/30/2012 Presented by Susan Engel

Payments Tables and Screens used to generate pay PS9026 – Employee Type Table PS9023 – Pay Cycle Table PS1000 – Payroll Schedule Initialization Screen PS1002 – Payroll Time Reporting Screen PS1004 – Time Report Screen Multi-payments TLR uploads 2

In order to pay an employee, we must first: 1) Define the various Employee Types (PS9026) 2) Define the Payroll Cycle, Pay Periods & Pay Dates (PS9023) 3) Initialize a Payroll Schedule (PS1000) 4) Enter Time Worked (PS1002) 5) Enter Time Worked, en masse (PS1004) or TLR 3

Screen PS9026 – Employee Type Table 4 The Employee Type Table is the table that defines your college’s employee types.

Screen PS9026 – Employee Type Table Valid codes are as follows: C – ClassifiedP – Part-time Faculty E – ExemptS - Student F – FacultyR – Supplemental Retiree H – HourlyV - Volunteer 5

Screen PS9026 – Employee Type Table 6 Along with defining an Employee Type, there are default plans associated with each Employee Type that minimizes future input.

Screen PS9026 – Employee Type Table 7 The Default Plans: Medical & Dental are system-defined codes identifying the plan that is typically assigned to this employee type. Note: The plan code must be on PS Health Plan Table

Screen PS9026 – Employee Type Table 8 The Default Leave Plans are user-defined codes identifying the plan(s) that are typically assigned to this employee type. Note: The leave code must be on PS9009 – Leave Accrual Table

Screen PS9026 – Employee Type Table 9 The Default Retirement Plan is a system-defined code identifying the plan that is typically assigned to this employee type. Note: The retirement plan code must be on PS9041 – Retirement Plan Table

Screen PS9026 – Employee Type Table 10 The Leave Balance Units is a system-defined code identifying the units in which the leave balances are maintained for this Employee Type. Valid codes are: D – days H – hours N – not applicable

Screen PS9026 – Employee Type Table 11 The Medical Aid Reporting Option is a system-defined code identifying how medical aid hours are to be calculated for this Employee Type. Valid codes are:A – actual hours F – fixed hours based on % of full time

Screen PS9026 – Employee Type Table 12 The Employee History Indicator is a system-defined code indicating if an employee history should be maintained for this Employee Type. Valid codes are:A – All employees N – No History P – Permanent employees only

Screen PS9026 – Employee Type Table 13 The Separation Months is a code identifying the number of months that should pass from the last pay date before this Employee Type should be automatically separated. Valid codes are:01-98number of months until automatic separation 99do not perform automatic separation

Screen PS9026 – Employee Type Table 14 Here is an example of an Hourly Employee Type. Notice that some of the “Defaults” are blank as this Employee Type is not eligible for medical or retirement benefits, nor do they accrue leave.

Screen PS9023 – Pay Cycle Table 16 Once the Employee Types have been set up, the Pay Cycles need to be defined. Screen PS9023 is the screen that defines the actual Pay Cycle, the Title and when the pay periods begin and end, and the check date for each Pay Cycle.

Pay Cycle Coding and Title Pay Cycle (s1) first character if the pay cycle code is the pre-defined pay cycle frequency code. s= semimonthly. The second character of the pay cycle code is college defined 1 = Classified and Exempt employees Pay Cycle Title is also college defined 17

Screen PS9023 – Pay Cycle Table 18 In this example, the “S1” Pay Cycle will be getting paid twice a month. Pay periods begin on the 1st and 16th of each month and end on the 15th and last day of each month. Paydays follow the state calendar with checks being issued on the 10th and 25th of each month with adjustments for weekends as well as state and banking holidays.

Screen PS1000 – Payroll Schedule Initialization Screen 20 Screen PS1000 is where the Pay Cycle meets the Payroll Schedule. Once these 2 have been linked together (the Cycle & the Schedule) an actual Pay Day has been created and a payroll can be processed.

Screen PS1000 – Payroll Schedule Initialization Screen 21 The Regular Check Date, the Pay Period End Date and the Pay Period Begin Date fields must match what is recorded on the PS9023 (Pay Cycle Table) for the specific Pay Cycle (S1, in this example).

Screen PS1000 – Payroll Schedule Initialization Screen 22 If these fields don’t match what is recorded on the PS9023 (Pay Cycle Table) for the specific Pay Cycle the screen will give you the following error and not let you out of the screen.

Screen PS1002 – Payroll Time Reporting Screen 24 The PS1002 screen is to input those employees paid by the hour versus by contract or salary. If all has been setup correctly, all needed fields have been completed except the Time field.

Screen PS1002 – Payroll Time Reporting Screen 25 If the job is being paid out of cycle, the Pay Per End Date, Account Code, Rate/Amt, Earn Type and Time fields must all be entered.

Screen PS1004 – Time Report Screen 27 To input several hourly paid employees at a time, run the PG611R (Payroll Time Reporting job). The screen PS1004 is accessed by entering the Pay Cycle in Key 1, the page from the printed report (PS1710A) in Key 2 and the Payroll Schedule in Key 3.

Screen PS1004 – Time Report Screen Any changes, additions or deletions to these transactions must be done on the Payroll Time Reporting Screen (PS1002) as the “C” (change) or “D” (delete) functions are not available on screen PS

Multiple Payments/Deductions Multiple payments are also referred to as a balloon payment in PPMS. The Multiple or Balloon Payment: A large, lump-sum payment scheduled at the end of a series of considerably smaller periodic payments. 30

Multiple Payments/Deductions Who should receive Multiple Payments and/or Deductions? Faculty Cyclical Employees Employees on Family Medical Leave Employees who have a break per their contract or agreement, to ensure deductions continue uninterrupted throughout the non-working period. 31

Multiple Payments/Deductions 32 To generate multiple payments, screens PS0003 – Job Account Screen must be updated to process the multiple payment. The “Mult Pymt Cd” field needs to contain the number of multiple payments, including the current payment.

Multiple Payments/Deductions 33 PS1000 – Payroll Initialization Screen must also be updated to process the multiple payment. There is a limit of 3 different multiple payment numbers for each pay cycle.

Multiple Payments/Deductions 34 Calendar codes are defined on screen PS9017 and define how many deductions are to be taken (new & old) and how many are to be put into a Prepaid “holding” account. In this instance, on the 06A payroll, 7 deductions will be taken with 6 of them put into the Prepaid “holding” account.

Multiple Payments/Deductions 35 After creating the deduction calendar codes, the next step is to update the PS9002 – Deduction Table. To associate a Deduction Code with a Deduction Calendar Code, enter a Calendar Code in the Deduction Calendar field.

Multiple Payments/Deductions Once you have completed these screen updates: PS0003 – Job Account Screen To define the # of payments the employee is to receive. PS1000 – Payroll Schedule Initialization Screen To identify what Payroll Schedule the Multiple Payments will be processed. PS9017 – Deduction Calendar To define the Calendar Codes for processing Multiple Deductions. PS9002 – Deduction Table To associate the Deduction Code with the Calendar Code. Now you are ready to run a test payroll and CHECK EVERYTHING. 36

Multiple Payments/Deductions This url contains much further detail and examples explaining the many different scenarios this process can provide, answering questions like: Do I take multiple deductions for garnishments? Do I take multiple deductions for Additional Federal Withholding? What happens if there’s a rate change in the middle of the Prepayments? I have an employee retiring who is to receive a multiple payment, do I need to process them differently? ….and many more “exceptions”. 37

Time and Leave Reporting For the purpose of this class we will only be looking at the uploads to PPMS. The upload process has 3 steps to ensure timesheets are load properly to PPMS 1. Create Time Export File in TLR 2. Run FTP process to move time transactions into PPMS 3. Review report 1645A and 1650 B and correct any issues that may have occurred. #1. Creating Export File – TLR Select Timesheet Export in TLR Payroll Menu. Select file and run process. Once the process has been completed you should receive a file number. 39

40 # 2. What is the FTP process to move the time transactions Schedule PG650R to Upload Positive Time Transactions

Job Parameters for PG650R 41

# 3. Review PS1645A and PS1645B After PG650R has run possibly two reports will generate. PS1645A list all the transactions that were successfully loaded into PPMS. PS1645B list error records that were not uploaded. These are transactions that will need to be researched and corrected. Individual transactions can be viewed on PS

Sample PS1645A 43

Sample PS1645B 44

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