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

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

3. 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?

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

5. Payroll Control-HMPCL04A.FMX

6. 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

7. 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

8. 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 >>> 18.1).

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

10. 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

11. Payroll Processing Maintenance-HMPUT01A.FMX

12. 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

13. 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

14. 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

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

16. 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

17. 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)

18. 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

19. 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

20. 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

21. Payroll Control-HMPCL04A.FMX

22. 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 %

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

24. Creating Payroll Control Records
Processes tab

25. 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

26. 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

27. 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

28. 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”

29. Creating Payroll Control Records
Calc Specific tab

30. 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

31. Creating Payroll Control Records
Overrides/Options tab

32. 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

33. 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

34. Creating Payroll Control Records
Checks/Stipends tab

35. 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

36. Automated Payroll
Easy as 1…2…3

37. 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

38. Preliminary Processing Step

39. Preliminary Processing Step

40. Preliminary Processing Step

41. Calc Totals/Errors & Warnings-HPEDT04A.REP

42. Invalid Calculation

43. Invalid Calculation

44. 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.

45. Preliminary Processing Step
Correct errors and rerun Preliminary

46. Finalize Processing Step
Example of various processing statuses.

47. Finalize Processing Step

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

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

50. 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

51. 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”

52. 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

53. 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

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

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

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

57. 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.

58. 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

59. Next Payroll

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

61. Next Payroll

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

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

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

65. Additional Training
If you are interested in other alio WebEx group training sessions, you can view a list of sessions currently available at:
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 or by direct to

66. Thank you for Attending!
Discussion
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67. Thank you for Attending!