SAM Payroll Processing Understanding and Using Payroll Features in SAM.

Introduction This presentation will show you how to enter and close visits and pay items, export payroll information to the your payroll system (to an external data file to be imported into your payroll system), and how to track payroll items and adjustments using SAM’s payroll reports. After this presentation you should be able to create your payroll export file or report from SAM to use to key in your payroll into another payroll system.

Payroll Topics 1. Verifying Visits 2. Enter Pay Items 3. Calculating Overtime 4. Closing the Week 5. Adjusting Payroll For a Visit 6. Adjusting Payroll For a Pay item 7. Exporting Payroll Information 8. The Payroll Report 9. The Payroll Interface Postings Report

Verifying Visits

Verifying Visits (cont.) 1. Verify the visit by clicking next to the “Timeslip Verified” or click the “Verify Week” button. 2. Clicking the button will advance you to the next visit for that client and employee so that it may be verified. 3. Once back on the schedule, you will see that the confirmed visits that have been verified are now a light blue color. 4. When you close the week, verified visits up through the last week ending date are the only visits that will be closed (this will include late time slips.)

Entering Pay Items

Entering Pay Items (cont.) 1. From the Display Schedule Screen, click on the “Employee” button and highlight an employee. 2. Click the “Pay Items” button. 3. Click the “New” button to create a pay item. 4. Select the pay type, the hours (if relevant) and pay amount. 5. Once the pay item is saved it will be closed during the close week process.

Calculating Overtime

Calculating Overtime (cont.) 1. You can ask SAM to calculate overtime for your current schedules at any time by clicking the “Calc Overtime” option on the payroll menu. 2. SAM offers 2 ways to calculate overtime. 3. The default option calculates an overtime rate based on the overall average pay rate of an employee per week. The average rate is computed by dividing the total pay for the week by the total hours for the week (of visits and/or pay items that count towards overtime). One-half the average pay rate is then ADDED to each overtime hour. 4. You can select the alternative option which calculates an individual overtime rate per visit and/or pay item. The overtime rate is computed by determining the average rate of the individual visit/pay item (considering regular pay, holiday pay, etc.), then REPLACING the pay rate of the visit/pay item with 1.5 times the average. To direct SAM to use this option, add the following line to your n:\sam.ini file: Ini_ot_algorithm,B

Calculating Overtime (cont.) 1. Overtime is calculated across all offices, so employees working in multiple offices will have the correct overtime. 2. The calculated overtime is stored on the effected visits and can be reported on the visit report. 3. If you attempt to change the overtime on a visit and then calculate overtime again (or close the week), your changes will be overwritten. SAM automatically calculates overtime. To override an overtime calculation, you must first close the week, and then perform an item adjustment.

1. After reviewing the Visit report (verified) and the Pay Item report, you can close the week. Items that are not closed cannot be exported to payroll or billed. 2. To close the week, select the “Close Week” option from the payroll menu, highlight the office to be closed, and click “Close Week”. Closing the Week

Closing the Week (cont.) 1. Closing the week runs the overtime calculation program. 2. If overtime is found, a screen report is shown with the option of printing. If the report shows that an error has been made during the verification of visits, you can cancel from closing the week and make the corrections. Click the Continue button to continue with closing the week.

Closing the Week 1. This process takes a couple of minutes, at most. Once completed, all closed items will show as sales and cost on the office sales report, general ledger reports, payroll report, and the payroll interface postings report. 2. Once closed, a visit or pay item may only be changed by an item adjustment.

Adjusting Payroll for a Visit 1. In the AR menu, choose “Make Adjustments – Items”. 2. Select the item to be adjusted using the date, employee or client- payer.

Adjusting Payroll for a Visit (cont.) 1. For a payroll adjustment, change the payroll hours, rates, or swap the employee. The pay item adjustment screen works basically the same way. If you want SAM to ignore the adjustment during the payroll interface, click the “Sent to Payroll” option and the adjustment will not be exported.

Adjusting Payroll for a Visit (cont.) 1. After saving your adjustments, go to the Review Adjustments screen and accept the adjustment. 2. When we export the week’s payroll; the visits, pay items and adjustments will be exported. This can be viewed on the Payroll report.

Payroll Report

Exporting Payroll From the File Menu, choose Export Payroll.

Exporting Payroll (Cont.) Highlight the office or offices, check the type of payroll system you are using and click “Export”. If you are using ACCPAC, any changes to employee information will also be exported.

Example of Negative Employee Payroll 1. A visit or pay item adjustment may be performed that will cause one of two situations: 2. An employee’s payroll amount for a specific pay type (like regular or overtime) for the week is negative; or … 3. An employee’s payroll amount for the week is negative. 4. In the first case, the adjusted dollars will be subtracted from other postings in the employee’s payroll for the week. The largest postings are subtracted from first so that the fewest number of postings will be affected. SAM will show a screen report of the original postings and the adjusted postings during the payroll export. 5. In the second case, a screen report will show all of the employee’s postings for the week. None of the postings will be exported. 6. In both cases, the Payroll report can be used to show an employee’s current and historic payroll, and to show what has been exported.

This is an example of a reimbursement pay item being adjusted from $30.75 to $10. Because it is the only payroll for the employee for the week, the employee will not be paid this week (they owe $20.75). As soon as they accumulate another $20.75 in payroll, the employee’s payroll can be exported. Example of Withheld Payroll

Example of Adjusted Payroll When the employee earns more (in this case $33), during the payroll export, SAM adjusts the current postings to recuperate the money owed. The posting before the recuperation and after are shown on the screen, with the option to print. The posting(s) shown after the adjustment is applied is what is exported to the payroll system.

Summary SAM payroll features should allow you to easily generate payroll and payroll adjustment data to be provided to the payroll system your organization has chosen. If you have ideas about how the payroll process can be simplified for your organization, us your suggestion at