HELPFUL HINTS FOR MAINTAINING PAYROLL DATA Session 9A 2014 Spring KASBO Conference Sheila Miller, Business Analyst Office of KIDS Kentucky Department of Education

During this session, we will take a look at functionality in the payroll module that may make your work a little easier. History Transfer Moving Inactive/Termed Employees to Terminated File Functionality available in Mass Contract Change Functionality available on the Job/Salary record We will also review information related to Exceptions Tables, Allocation Codes, Job Class Codes and setting up hybrid employees.

History Transfer Do you ever need to change the GL account number on an employee after a payroll has been processed? There is a much easier way than manually moving the expenditure using a journal entry. Human Resources/Payroll >Payroll >Employee History >History Transfer Determine the record(s) that need to be modified. (employee number, check number, etc.)

History Transfer, cont. Once you have selected the record that needs to be changed, select the Transfer option. You will then enter the new Org/Object/Project. There is also the option to enter an Allocation code for the update. Changing the code in History Transfer also corrects all of the fringe benefit codes. This eliminates the need to enter a manual General Journal entry.

Moving Employees to the Terminated File When you choose to terminate an employee, the employee is moved from the live payroll module to the Terminated Employee file. Prerequisites Appropriate Permissions EE to be terminated cannot have any accumulator records in the current calendar year. Wait until W2s are processed

Moving Employees to Terminated File, cont. Human Resources/Payroll >Payroll >Employee Maintenance >Employee Master Select Terminate option on the Employee Master screen after selecting employee or group of employees to move to Terminated File. User is prompted to Output report. Do not miss this step. Review the report prior to selecting Yes to move the employee(s) to Terminated.

Moving Employees to Terminated File, cont. Sample of Terminate Proof Report

Moving Employees to Terminated File Results: Records can still be accessed by using the Separations and Terminations menu in Munis. Human Resources/Payroll >Human Resources >Separations and Terminations Detail Check History is not available on employees in the Terminated File. However, you can generate a Deduction and Pay History report. This is found in the Terminated Employee Detail History. Once the employee is terminated, no further action on that employee will take place. If employee returns at any time in the future, you can re-activate the employee.

Mass Contract Changes The Mass Contract Changes option provides a way to update employee Job/Salary records back to the defaults set on the Salary Tables. This functionality will reset the number of pays, days, salary amounts, etc. This is useful when you have multiple mid-year hires that come back to work the following year and need a full- year Job/Salary record. Process this step prior to performing the Mass Salary Update.

Mass Contract Changes, cont. We will use transportation department employees for this example. Records that need to be changed to Salary Table defaults:

Mass Contract Changes, cont. Human Resources/Payroll >Payroll >End of Period >Mass Salary Changes >Mass Contract Changes You can process by any combination of the options in the top part of the screen. Select Output/Post, review the records and post the changes.

Mass Contract Changes Records after Mass Contract Change was processed: Records now reflect Num Pays, Days per Yr, Hours per Yr, Annual Pay, Reference Salary, Period Pay for a full year. You can use the Global Update in Job/Salary to change the Remaining Pays field before the first payroll of the new year.

Options Available on the Job/Salary Screen We will review a few of the options available on the Job/Salary record that should make viewing and updates a little easier.

Global Add/Delete This function can be used to mass create or delete pay records. Example – All primary school level teachers in one school will receive additional pay each month for professional development work that will be completed for throughout the year. Rather than adding individual records one at a time, use this function to mass create the pay records.

Global Add/Delete, cont. ADD Select Global Add/Del on the Job/Salary screen. Define the parameters and select Execute. Select OK to the prompt to add the records. Pay records are now established and earnings can be entered within the payroll for the professional development.

Global Add/Delete, cont. DELETE You will use the same option to delete pay records in mass, Global Add/Delete. Define the parameters and Execute. Select OK at the prompt to delete the pay records. Pay records are gone!

Global Update There are many functions available when choosing Global Update on the Job/Salary screen. Update Number of Pays Update Number of Remaining Pays Update Cycles Update Days/Year Update FTE Refresh Risk Codes

Global Update, cont. We will update the Number of Pays and Remaining Pays in this example. Find the record or set of records that need to be updated then choose the Global Update button.

Global Update, cont. Choose Define and select the options to be changed and enter criteria for the update. We are changing the Number of Pays and Number of Remaining Pays to 24. Click Execute and Yes to the prompt to post the update after choosing an output method for review.

Global Update, cont. Here is the same record after performing the Global Update. This function can be processed on multiple records at one time. This eases the burden of changing the pay information of mid-year hires when starting a new year. You can find on the remaining pays field and enter, for example, <24 if the employees you want to update normally have 24 pays. Then process the update on all records.

Global Update, cont. Another option in Global Update that can save processing time is Update FTE. You may have multiple staff members whose FTE will be changing beginning with a new school year. Example –.5 FTE teachers will all be moved to 1.0 or vice-versa. Select the Job/Salary record(s) that need to be updated. Select the Global Update option to Define the parameters of the update. Select the Update FTE box and enter the new number for the FTE field. Execute…Done! FTE for the selected record(s) has been updated without selecting one record at a time.

Global Update, cont.

Project Update Need to change project numbers on pay records to prepare for new year payroll processing? Select Project Update located on the Job/Salary screen.

Project Update Select Define and enter criteria for the update. You can choose multiple projects to process during the update. Select Execute, choose an output method, review the report and choose Yes to post the update if information on report is correct.

View History Need to see Payroll Audit History for an employee when in Job/Salary? Choose View History. Payroll Audit Inquiry will display.

G/L Account Find Need to find employees being paid from a specific fund or account? Select GL Acct Find on the Job/Salary screen. Enter account information into the GL Segment Find screen and click. All employees within the search criteria will be found.

G/L Allocation If you need to set up a G/L Allocation on an employee’s record, it can be set up using this option.

Hybrid Employees Most districts have employees commonly referred to as Hybrid Employees. These are employees that have a degree, work in a classified position and pay into KTRS. You can set up a separate Pay Type for these employees. Most districts use a number in the classified range of Pay Types. Set up the Payroll Exceptions to reflect the correct calculation of deductions. (example - Should be excluded from CERS and included in KTRS.)

Exceptions Tables When a Pay Type is added to the Pay Master, it is important that the Exceptions are updated in the Deduction Master. Exceptions Tables are extremely important to the accuracy of payroll. If a Pay Type is not correctly set up on deduction codes, deduction amounts may be incorrect when processing a payroll.

Pay Types & Payroll Exceptions Use separate Pay Types for federal and non-federal earnings. Administrator’s Extra Service must be paid using a separate Pay Type than Other Extra Service such as coaching, department head, etc. When a new Pay Type is added, remember to update the Payroll Exceptions.

Need assistance? Documentation for Kentucky Specific processing and reports (i.e., PSD, CSD, HI Enrollment, KTRS, CERS, etc.) can be found at the following address: Contact KDE for KY specific processing and reporting Need documentation for a general process or report? (i.e., adding a pay type, adding a deduction, steps for processing a payroll, etc.) Search the Munis KnowledgeBase for information. Contact Munis Support for issues involving non-KY specific processes and reports