Resource 2015 Flexgen Payroll Common Issues and New Features

Agenda A Few Generic Items – File(s) Check Not Running – LGC Updates/Releases – Secure SSN with asterisk (*) – F1 Help Message – Online Support Request

Agenda Common Issues – Record Locked – Add/Delete Distribution – Current Pay Totals Reports – Payroll Process No FIT TCRS Errors Step 8 Error – Void Check – Direct Deposit Void – Correcting Wrong SSN

Agenda Deduction Maintenance – Employer Matching – Catch-up Months – Employer Matching Correction – Premium Changes

Agenda History Check Maintenance – Correcting Employer Portion – Incorrect Deduction Taxation TCRS Reporting Process Errors New fields for Affordable Care Act Reporting

A Few Generic Items to Discuss

File(s) Check Not Running Upon entering Flexgen, this “may be disabled” message is common after holiday breaks when server has been shut down

File(s) Check Not Running What is it? Process that checks the integrity of the Flexgen files - It needs to run DAILY Upon entering Flexgen, the user will be alerted if there are corrupt files and to contact LGC – OR Upon entering Flexgen, the user will be alerted with a “disabled” message if it has not run in at least 5 days and to contact LGC

File(s) Check Not Running If getting “disabled” message, check the server desktop for LGFLECK.BAT Double click to run it (make sure no one is logged into Flexgen) Don’t close out of it (it will complete on its own) Can also be set up as a scheduled task by LGC

LGC Updates/Releases “Successfully installed!” does not necessarily mean the update/release is completed

LGC Updates/Releases Important POST LOAD instructions Documents are placed on server desktop

LGC Updates/Releases Typically, an LGC Flexgen Update/Release will have instructions with a Run Freestanding Program to run EXAMPLE ONLY, the program name varies

LGC Updates/Releases EXAMPLE ONLY, the program name varies

Secure SSN with “*” On reports, checks, and direct deposits, can mask all but last 4 digits of SSN with asterisks (if using SSN as Employee ID)

Secure SSN with “*” Other, Control, Parameters, Payroll, Secure SSN with “*” change to 1 YES then Update (F4)

Secure SSN with “*” Reports, checks, and direct deposits will show a “masked” Employee ID Most beneficial when the Employee ID is the SSN

F1 Help Message Most (not all) fields have a help message with information about that field. Press the F1 function key on the keyboard

F1 Help Message If you get a screen similar to this then the help message is not defined for that field

Online Support Request Quick and efficient way to request support From the Local Government home page:

Common Issues

Record Locked Can happen if Flexgen was terminated abnormally Another user is accessing that record

Record Locked Find out if someone in the office is accessing that record. If so, have that user come out of the record. If no one has the record open, have a different user log in to unlock the record (call LGC if there is no other user)

Record Locked LookUp (F2) to view the record Select (F4) to select the record

Record Locked Delete – Yes. Keep in mind you are not actually deleting the master record, only the temp file that is locked

Add/Delete Distribution Once a distribution has been added, you cannot delete it, you must add another then delete

Add/Delete Distribution Add (F5) This is ok for now, end result will be 100%

Add/Delete Distribution Maint (F4) to select the one you don’t need, then Delete (F6) End result should have Total at 100%

Add/Delete Distribution If you try to escape and still have the wrong percent, you will receive an error

Current Pay - Control Totals “Pay Method” is not necessarily how many checks or direct deposits will be printed 1 employee set up as check 2 employees set up as direct deposit 1 employee set up as check 2 employees set up as direct deposit

Current Pay - Control Totals Review Edit report from step 3 of Payroll Process (always print ALL the step 3 reports) Number of employees receiving checks will be 2 instead of the 1 it showed on Control Totals (direct deposit is 1 instead of 2)

Control Totals vs Individual Totals What if Control Totals Amount does not match Individual Totals?

Control Totals vs Individual Totals What if Control Totals Amount does not match Individual Totals?

Control Totals vs Individual Totals Confirm Employee Status Control Totals is only including Active status. Individual Totals includes all status’. Payroll will process according to Individual Totals.

Payroll Process – No FIT? Best to catch BEFORE step 8 of payroll is completed

Payroll Process – No FIT? Review the Disbursement Journal from Step 3 Calculation Reports and look for large salaries with no FIT being taken

Payroll Process – No FIT? Check FIT Code

Payroll Process – No FIT? Check Pay Times Pay Times is used in the IRS formula for calculating FIT. Think of it as, if you were manually calculating FIT which table would be used in the Circular E? The weekly(52), monthly (12) or semi-monthly (24) Pay Times is used in the IRS formula for calculating FIT. Think of it as, if you were manually calculating FIT which table would be used in the Circular E? The weekly(52), monthly (12) or semi-monthly (24)

Payroll Process – No FIT? Is employee marked deceased?

Payroll Process – TCRS Error Distribution has no TCRS Department TCRS Department is required if TCRS Type is filled in

Payroll Process – TCRS Error Adjustment has no TCRS Department TCRS Department is required if TCRS Type is filled in

Payroll Process – TCRS Error Make all necessary corrections and Rerun Step 1

Payroll Process – Step 8 Error Error on PYDE occurs when TCRS or deduction is removed from employee(s) after having already calculated payroll and payroll process step 1 is not re-ran

Payroll Process – Step 8 Error Employee Audit for Codes 6-9 (Reports, Payroll, Other) Helpful in determining the previous step 8 error and other payroll master changes Shows deletions of adjustment and deduction

Void Check – System to Reverse G/L Entries In MOST cases you would want the reversing ledger entries made so be sure to select “System to Reverse G/L Entries” and the program will make G/L entries for you. 3 rd party sick pay is an example of when you would NOT want the system to reverse G/L entries

Void Check – System to Reverse G/L Entries Void Checks Report (Reports, History, Per Check) Sys Rev GL = System To Reverse GL Entries (indicates if the GL entries were reversed or not)

Void Check – System to Reverse G/L Entries GL entries were not reversed therefore no debit to the account analysis for the void check

Void Check – System to Reverse G/L Entries G/L Entries Report (Reports, History, Per Check) good report to use as a guide if you have to make manual journal entries

Direct Deposit - Includes a Void Scenario: Payroll was processed, direct deposit voided. ACH Data Summary Report still showing the record Using “Kate” as example

Direct Deposit - Includes a Void Build ACH File to clear the file

Direct Deposit - Includes a Void Re-Create ACH From History

Direct Deposit - Includes a Void ACH Data Summary Report now has correct record(s) – void is no longer in the file

Correcting Wrong SSN Scenario: One employee, incorrect SSN. In my example, the SSN is the Employee ID

Correcting Wrong SSN Change Employee ID Number (Other, Update, Mst Update) NEW ID ORIGINAL ID you wish to change

Correcting Wrong SSN Update Employee’s SSN? Yes (answer NO if you are updating Employee ID that is an arbitrary number such as a badge number)

Correcting Wrong SSN All records are updated to new SSN

Correcting Wrong SSN Scenario: One person, in Employee Master with two different SSN

Correcting Wrong SSN Both have history, different payrolls Determine which SSN is correct before combining history to the correct SSN

Correcting Wrong SSN Add payroll master from incorrect SSN to correct SSN (if each SSN has the same payroll(s) then it is not necessary to add it)

Correcting Wrong SSN Run History Summary for both SSN

Correcting Wrong SSN Can’t change through the update option

Correcting Wrong SSN You must run a program. System Opt., Run Freestanding SCL Program Name is PYF015A

Correcting Wrong SSN “Emp ID” is incorrect SSN “New Emp ID” is correct SSN NEW CORRECTED ID INCORRECT ID

Correcting Wrong SSN Re-run History Summary to confirm consolidation of wages to new corrected ID

Correcting Wrong SSN Delete incorrect SSN employee Delete Employee (Other, Update, Mst Update)

Deduction Maintenance

Amount to be deducted (per pay period) Total Premium (per pay period) Employer Exp (per pay period) Obj Code used for employer expenditure Deduction Maintenance – Employer Matching

Deduction Maintenance – Catch-up Months Subtracted from Employer Share Don’t just double the deduction amount to “catch up” a deduction

Automatic Employer Matching - Correction Add the Deduction Twice to the employee That way the matching calculation is done twice. This would work well for the Great West 5% employer deduction!

This is what a catch-up month would look like Deduction Maintenance – Catch-up Months When adding the “catch-up” deduction(s), be sure to set the Times To Take and Retain Deduction as applicable

Deduction Maintenance - Premium Changes Deduction Code Summary (Reports, Control, Control A-J) Print the Deduction Code Summary Report before making any changes

Deduction Maintenance - Premium Changes Deduction Code (Reports, Payroll, Emps/Itm A-L) Print the Employees Per Deduction Report before making any changes

From this EE $1130 Total Premium From this EE $1130 Total Premium If amount is deducted twice a month, the amounts would be half To this EE (employee) $1150 Total Premium To this EE (employee) $1150 Total Premium

Once change is made to deduction control, it does not automatically update employee deduction amount Likewise, you cannot simply change employee’s flat amount without changing the deduction control - Control - Employee

Reprint Deduction Code Summary Report to confirm changes made to Deduction Control Deduction Maintenance - Premium Changes

Various Ways to Change Employee Deduction Amounts Payroll Master – Deduction Maintenance Deduction Scroll Auto Update

Deduction Scroll Other, Deduction Scroll First example is “Only Employees With Deduction”

Deduction Scroll Other, Deduction Scroll From this $ From this $ To this $ Update (F4) scrolls to next person with that deduction

Deduction Scroll Other, Deduction Scroll If chose “All Employees” or “Only Employees Without Deduction”

Auto Update Deduction Amount/Percent (Other, Update, Auto Update) Defaulted in from deduction control Enter in the amount to match the control so it will update the employees to the new amount

Deduction Maintenance - Premium Changes Deduction Code (Reports, Payroll, Emps/Itm A-L) RE-Print Employees Per Deduction Report to confirm changes Before Before After After

History Check Maintenance

History Check Maintenance – Correcting Employer Portion Example: 100% employer paid deduction was set at full monthly amount ($100) instead of bi monthly ($50)

History Check Maintenance – Correcting Employer Portion Good history report to run: Deduction Name/Emp ID Order (Reports, History, History A-L)

History Check Maintenance – Correcting Employer Portion To correct history: Checks (Other, Update, History) Choose OthInf(F9), Deduction

History Check Maintenance – Correcting Employer Portion Change this To this Update (F4)

History Check Maintenance – Correcting Employer Portion Select the Transaction Reason that best fits the situation (the reasons you see will vary)

History Check Maintenance – Correcting Employer Portion Audit History Report called Employee Audit for Codes 6-9 (Reports, Payroll, Other) will show the change

History Check Maintenance – Incorrect Deduction Taxation Example: Employee was set up with incorrect deduction. Non-sheltered vs sheltered (cafeteria plan)

History Check Maintenance – Incorrect Deduction Taxation To correct history: Checks (Other, Update, History) Choose OthInf(F9), Deduction

History Check Maintenance – Incorrect Deduction Taxation DelLin (F8) to remove incorrect deduction

History Check Maintenance – Incorrect Deduction Taxation Use LookUp (F2) to select correct deduction Key in the correct amount, then Update (F4)

History Check Maintenance – Incorrect Deduction Taxation Select the Transaction Reason that best fits the situation (the reasons you see will vary)

History Check Maintenance – Incorrect Deduction Taxation Decrease FIT Taxable, Soc Sec Wage, Medicare Wage by amount of deduction ($50) Also adjust SIT Taxable, if applicable From this

History Check Maintenance – Incorrect Deduction Taxation Do not adjust FIT, SS, or Medi taxes – program will automatically adjust SS/MEDI on next check This scenario assumes there will be a “next check” for which the program will adjust the taxes. Contact LGC for more complex situations Update (F4) To this

History Check Maintenance – Incorrect Deduction Taxation After Update (F4), select the Transaction Reason that best fits the situation (the reasons you see will vary)

History Check Maintenance – Incorrect Deduction Taxation Don’t forget to remove incorrect deduction from employee’s payroll and add correct deduction

History Check Maintenance – Incorrect Deduction Taxation Next check will have decreased the SS and Medi taxes because previous check took too much

History Check Maintenance – Incorrect Deduction Taxation History Summary - Overall ss/medi taxes are balanced

TCRS Reporting Process Errors Service credit is zeroes From Employee Master, make sure TCRS Srv Cr field is filled in

TCRS Reporting Process Errors TCRS Group Code is zeroes From Payroll Master, Concord TCRS screen make sure Contribution Group is filled in

TCRS Reporting Process Errors TCRS Calculated Report has a big difference In this example, employee was marked as CONT (contributing) during payrolls but changed to NONP afterwards. From Payroll Master, Concord TCRS screen make sure Contribution Group is filled in appropriately

Preview of New ACA Fields

A Brief Overview

“As your software provider, LGC is making changes and have implemented options within the software to track the data necessary for producing the 1094-C and 1095-C forms. The options will give you the ability to input and/or import information for 1094-C and 1095-C forms and print reports to verify the information. However, interpretation of the law in determining what should or should not be reported, is the responsibility of the employer or its designated agents, not LGC.”

Affordable Care Act – New Menu Enables maintenance of master Employer and Employee Information for 1094/1095-C reporting

Affordable Care Act – Menus Your office info Third party company info filing on your behalf Additional ALE (Applicable Large Employers) info needed for 1094c and 1095c reporting

Affordable Care Act – Menus

Affordable Care Act - Menus Employer Master Maintenance – Additional ALE’s

Affordable Care Act - Menus Employee Master Maintenance

Affordable Care Act - Menus Employee Dependents Master Maintenance

Affordable Care Act - Menus Employee Summary Information

Affordable Care Act - Menus Employee Summary Info

Affordable Care Act - Menus Employee Detailed Information

Affordable Care Act - Menus Employee Detail Info Gives you totals by month Per employee

Affordable Care Act - Menus Edit Reports showing various Errors or Missing Information

Affordable Care Act - Menus Edit Report – Showing missing Info

Affordable Care Act - Menus Hourly Payroll Report by Payroll Or by Location Code

Affordable Care Act - Menus Hourly Payroll Report by Payroll Or by Location Code

Affordable Care Act - Menus Records are loaded into a temp work file to allow ongoing work to occur while ACA info is static for ACA Reporting Extracts Data to be sent to 3 rd party vendors assisting City & County offices with their ACA reporting

Affordable Care Act - Menus Load Employee Master Recs

Affordable Care Act - Menus Monthly Employer Update is a bulk way of updating each month’s reporting information

Affordable Care Act - Menus Monthly Employee Update is a bulk way of updating all employees current reporting month by copying the previous month’s information.

Affordable Care Act Reporting Roll Info to a New Calendar Year Roll To New Year copies Employer & Employee information (spouse, children, etc.) from current year to new calendar year

Affordable Care Act Reporting Will allow you to load employee spouse and dependent information from a Tab Delimited file into the ACA Reporting module

The Affordable Care Act legislation and guidelines issued by the federal government is an ever- changing process. In subsequent software release(s), you will have the ability to print the forms and create an electronic file for reporting to the IRS at calendar year-end. Software options will change as provisions of the Affordable Care Act are changed in Washington, DC

For further information or specific questions regarding ACA rules and regulations please contact: Cities – MTAS Counties – CTAS or other authorized representatives of Third Party companies

This concludes our session on Flexgen Payroll – Common Issues and New Features Visit our website for full documentation and useful information of other applications