Riding the Wave of Innovation Automated Payroll Dan Bielski Sr. Business Analyst/Quality Assurance

Automated Payroll Processing Payroll… is time consuming must be accurate takes a lot of verification may be considered one of the most important jobs

Automated Payroll Would you like to… minimize the amount of time it takes to process your payroll? perform your payroll process with the click of a few buttons? have the ability to automatically send reports directly to a printer or save the report to a file?

Automated Payroll Introducing… Automated Payroll Processing Perform your payroll process with the click of a few buttons…

Payroll Control-HMPCL04A.FMX

Automated Payroll Very flexible Benefits: Very flexible Allows configuring of steps to meet district’s needs Allows choice of reports Allows reports to be automatically run; printed and/or saved to a file Allows automated setup from one payroll to the next

Automated Payroll Let’s Get Started Profiles-AMPRF01A.FMX REPORT_GATEWAY Profile Key (Port 80) Enter path for application server in Profile Data Additional VPN setup may be required if you are hosted – contact alio support

Automated Payroll Profiles-AMPRF01A.FMX DESNAME_REPORT_FOLDER Profile Key that is a placeholder where reports can be saved to temporarily. Changing the profile data for this profile does not allow you to use different file save paths in Payroll Process Maintenance- HMPUT01A.FMX as they work independently however will use the same value for simplicity. A new 12c profile due to new security restrictions that Oracle put in place (alio-15584 >>> 18.1).

Menu Builder-AMMEN02A.FMX Use Menu Builder to set up a custom menu for Automated Payroll.

Automated Payroll Setup Programs Payroll Holiday Calendar-HMCAL02F.FMX Defines pay dates that fall on a holiday Keep the pay date on the holiday Set the pay date to the last business day prior to the holiday Set the pay date to the first business day after the holiday Used for automatic “Next Payroll” creation

Payroll Processing Maintenance-HMPUT01A.FMX

Payroll Processing Maintenance-HMPUT01A.FMX Defines how reports are handled Distribution Methods (multiple methods are allowed) Preview Save to File Automatically sent to a defined printer Sets default runtime parameter values

Payroll Processing Maintenance-HMPUT01A.FMX Header block Program – program to be included in automated payroll process File Name – corresponding file name of reports and processes Processing Order – system defined order that programs will be processed in Process Name – assign a Process Name to create a new process or to copy a process to be used in Automated Payroll

Payroll Processing Maintenance-HMPUT01A.FMX Distribute By block May select multiple distribution options Preview Always select this option for reports Allows user to view the report as a PDF File Must save reports to a directory that is viewable from the application server File save path – <drive>:\orant\alio_reports (due to new Oracle security restrictions) Can key File Save Name or Element Name and Element Values for dynamic file names Click “Generate File Names” after filling in Element Names and Element Values to populate the File Save Name

Payroll Processing Maintenance-HMPUT01A.FMX Saving a report with a dynamic file name:

Payroll Processing Maintenance-HMPUT01A.FMX Distribute By block Printer Select Print check box to send the report to the remote printer entered in the Printer field Printer must be set up on the application server

Payroll Processing Maintenance-HMPUT01A.FMX Preference block Default field values for the runtime parameter form Default preferences for each program are listed for User ID GLOBAL May add user-specific preferences User-specific Field Value takes precedence over a Global User ID Field Value Value Preferences cross-reference table Appendix B of Guide to the Automated Payroll Process on Infolink (Resource ID 3361) https://infolink.hammer.net/login.aspx

Prior to Processing Payroll Post Leave Accruals if needed Enter Employee Leave Taken Post Leave Taken Load Pay Records from Posted Leaves Create Sub Pay from Leave Input Enter or import Employee Time Records Time Entry Payroll Input Time and Attendance Import Timeclock Import

Creating Payroll Control Records Create a new pay control record for each pay period Allows for the ability to rerun payroll registers at a later time Create each Pay Control manually or use Copy button Create one pay control record you continue to run each time Pay Control can be updated automatically using Next Pay functionality Will need to save reports or use historical reports

Creating Payroll Control Records Steps to set up a Payroll Control record Enter the Payroll Control Parameters Define the Preliminary and Final processes and reports to be run Define applicable Calc Specific; Override/Options; and Check/Stipends information

Payroll Control-HMPCL04A.FMX

Creating Payroll Control Records The upper portion of the form contains check control line information Control No Year Regular Pay; Supplemental Pay; or Base Pay Only First Check and First Advice bank numbers Check Control lines Addtl Whld if selected withholds additional requested state and federal taxes Supplemental Rate if selected pulls from Supplemental Tax in the Ded/Ben Master Federal Tax Override % and State Tax Override %

Creating Payroll Control Records The bottom portion of the form contains the following tabs Processes Calc Specific Overrides/Options Checks/Stipends

Creating Payroll Control Records Processes tab

Creating Payroll Control Records Processes tab Lists all reports and processes used in automated payroll Display Order merely lists the processes in sequence on the form as this is NOT the order in which these are processed. This is determined by the Processing Order in Payroll Processes Maintenance-HMPUT01A.FMX Preliminary – Processing Order: 100 series Final – Processing Order: 200 series or higher Click the Report button to view a report as a PDF Click the Errors button to view the errors report as a PDF

Creating Payroll Control Records Processes tab Recommended possible Preliminary process/report options: Payroll Calculation Calculation Totals/Errors and Warnings Short Register Long Register Earnings Register Deduction/Benefit Register Labor Distribution Edit List

Creating Payroll Control Records Processes tab Recommended possible Final process/report options: Print Checks Print Advices Payroll Check Register Final Payroll Reports Payroll Update May include the following otherwise run manually prior to the next payroll: Clear Payroll Totals-HYPAY01A.FMX Clear Leave Amounts-HYLVE01A.FMX

Creating Payroll Control Records Processes tab Required Final process options: Labor Distribution Update Must be set up as a Final process Include Preference of “P REPORT ONLY” with a Field Value of “Yes” in Payroll Process Maintenance- hmput01a.fmx to ensure the report is run with “Show Errors Only ” set to “Yes” within Automated Payroll Processing Once payroll has been finalized review Labor Distribution report for errors If no errors manually run Labor Distribution Update with “Show Errors Only” option set to “No”

Creating Payroll Control Records Calc Specific tab

Creating Payroll Control Records Calc Specific tab Calculation Methods Calculate All (default) Clears calc tables and calculates payroll Calculate Specific Only Clears calc tables and calculates payroll for the employees listed (10 max) Re-Calculate Specific Re-calculates payroll for the employees listed (10 max) however does NOT clear the calc tables

Creating Payroll Control Records Overrides/Options tab

Creating Payroll Control Records Overrides/Options tab Max Total Payroll Max Employee Pay Max Employee Time Override Max Total Payroll Override Max Employee Pay Max Employee Time Override Payroll Type - Weekly - Biweekly - Semi-monthly - Monthly Active Flag - Recurring - Non-Recurring

Creating Payroll Control Records Overrides/Options tab Federal (ded/ben group) State (ded/ben group) Other (ded/ben group) Retirement 1 (ded/ben group) Retirement 2 (ded/ben group) Holiday Option - Pay on Holiday - Pay on Business Day Before - Pay on Business Day After Payroll of Month (n/a in core alio) Item Properties/Not Visible Payroll Tracking Flag

Creating Payroll Control Records Checks/Stipends tab

Creating Payroll Control Records Checks/Stipends tab First Bank – bank number for checks First Advice – bank number for advices Claim No – use when using claim numbers for payroll Include Stipend Pay – select when using stipends for payroll - Beginning Stipend No - Ending Stipend No

Automated Payroll Easy as 1…2…3

Preliminary Processing Step Calculates payroll amounts – pay calc Prints defined payroll registers Used to verify payroll amounts Run multiple times until correct When calc is correct “VALID CALCULATION” is displayed and the Finalize button is activated Click and watch status on program change from “Process currently queued” to “Process Complete” Click Report button to view reports when complete

Preliminary Processing Step

Preliminary Processing Step

Preliminary Processing Step

Calc Totals/Errors & Warnings-HPEDT04A.REP

Invalid Calculation

Invalid Calculation

Invalid Calculation If the Preliminary process was not successful INVALID CALCULATION displays. Review the errors and warnings report and make the appropriate corrections to the payroll records. Re-run the Preliminary process until the payroll totals are correct and contains no errors. If there are no errors and the Preliminary process was successful, the message VALID CALCULATION will display.

Preliminary Processing Step Correct errors and rerun Preliminary

Finalize Processing Step Example of various processing statuses.

Finalize Processing Step

Finalize Processing Step Example of receiving an error during the Finalize step.

Finalize Processing Step Example of receiving an error during the Finalize step.

Finalize Processing Step If Finalize is not successful the following error message displays: ERROR IN FINALIZE PROCESS Review reports for status “Errors exist” Click Errors button to generate the Payroll Error Messages report and correct errors Contact your administrator to reverse the Final payroll process if needed Contact Support as flags may need to be reset in order to enable the Finalize button Re-run Finalize Process

Additional Steps Complete the following outside of Automated Payroll: If checks and advices are not automatically printed, you will need to print them before Payroll Update can be run Review the Final Payroll Reports Create the Direct Deposit File Transfer Direct Deposit File to the bank Manually Process Labor Distribution Update with “Show Errors Only” set to “No”

Next Payroll button If you are using unique Pay Control numbers you will need to: Use the Copy button to copy this Pay Control to a new Pay Control OR You will need to manually set up a new Pay Control to process the next payroll

Copying a Pay Control record You can copy an existing Pay Control record to create a new Pay Control record Recurring record will advance the pay period and all dates automatically to next payroll period Non Recurring record – the payroll period and all dates remain the same The Next Payroll button is disabled

Copying a Pay Control record Copying recurring bi-weekly pay control 02 to a new pay control 03

Copying a Pay Control record Copying recurring bi-weekly pay control 02 to a new pay control 03

Copying a Pay Control record Copying recurring bi-weekly pay control 02 to a new pay control 03

Copying a Pay Control record Copying recurring bi-weekly pay control 02 to a new pay control 03 The following hi-lighted fields were correctly updated.

Next Payroll NOTE: Only click the Next Payroll button if you are using the same Pay Control No over and over again. Next Payroll clears all information for this Pay Control Reports are no longer available Next Payroll Increments the dates if Pay Control is set to Recurring Resets the Pay Control Activates the Preliminary button

Next Payroll

Next Payroll Effective Date and Check Date are now the same.

Next Payroll

Max Thresholds Max Total Payroll & Max Employee Pay & Max Employee Time

Max Thresholds Max Total Payroll & Max Employee Pay & Max Employee Time

Max Thresholds Calculations/Totals/Errors & Warnings-HPEDT04A.REP

Additional Training If you are interested in other alio WebEx group training sessions, you can view a list of sessions currently available at: http://www.myalio.com/web-training/ If you prefer one-on-one training, please contact your alio support provider directly for cost and scheduling information.  If you have any questions or concerns, please contact alio support at 1-800-914-9879 or by direct e-mail to wccc@hammer.net.

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