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Escape HR/Payroll
Annual Review
May 7, 2020
Table of ContentsDistrict Level Set Up
Section 1 – Topics Page#
Bargaining Unit 2
Calendars 5
Salary Schedules 7
Job Categories/Classes 8
Positions 9
Pay Cycles 11
Deductions/Contributions 12
Health & Welfare Benefits 13
Addons 15
Employee Management
Section 2 – Topics Page#
Employment Date Logic 17
Tab Start & End Dates 20
Employee Pay Cycle Setup 21
Deferred Net Pay (DNP)
Mid-Year Start & Early Term
Benefit Override
Assignment Tab 24
Multiple Assignments
Mid-Year Change
Benefit Tab Benefit Override 28
Mass Change/Update 29
Deductions
Addons
Benefit Providers
Leaves for Year End and
Roll Forward
Section 3 – Topics Page#
Leave Balance Profiles 37
Capped Leaves 38
Excess Vacation Balances 39
End of Year Leave Balance
Process 41
Reports for Review
Section 4 – Topics Page#
Reports 46
Create Report Favorite and Schedule
Reports 50
Tips and Tools
Section 5 – Topics Page#
Notification Preferences 51
Paycheck Sort 52
Paycheck/ACH Advice Msg 52
Recurring Initiate Payroll 53
Online/SCOE Resources 53
Handout Page 1
Review Bargaining Unit Setup
Go to HR/Payroll – Setup – Assignment – Bargaining Units
Page 2
Bargaining Unit Tab Review
Page 3
Prorate Options
FTE (F) – Benefits are prorated using the
last set of active assignments to arrive at
the FTE for the pay period for a given
employee. This uses FTE from
assignments without regard to late starts or
early terminations. This option also
prorates the benefit cap, if specified.
Paid Hours (H) – Benefits are prorated on
total position hours
No Prorate (N) – Benefits are not prorated.
Prorate FTE on FTE Ranges (R) – Benefits are prorated by FTE. If you select this option, an FTE Range form will appear in the bottom of your workspace. This is where you would define the ranges
Prorate HoursIf the Prorate Option is for Hours, enter the annual number of hours that should be used as the divisor.
Anniversary Options
Y – Yes, use the anniversary date
for rolling forward salary changes.
▪ N – No, increment on 7/1.
BU Benefit Cap Tab Review
Page 4
• Does your District have a Hard Cap for Health and Welfare Benefits?
• Was the Benefit Cap re-negotiated?
• Does it need to be updated?
Calendar Review● Must be created each fiscal year
- Can be copied individually
- Entire list rolled can be rolled forward
● Review Contract Begin and End Dates
● Review Contract Days
Page 5-6
Salary Schedule Review
● Do not need to create a new Salary Schedule,
if there are no changes
● Must END current Salary Schedule,
when changes are needed
● Recommend keeping the same naming logic
● Review Column/Row Movement
● Only Longevity can be used for Extra Pay Addon Field
● Remember to review the Job Categories/Class to make sure they
contain the correct Salary Schedule setup (name/cell)
● Enter Job Descriptions or Titles in the Cell Description Column
● Will not Roll Forward or into Budget, if not setup correctly
Page 7
Salary Schedule Review
Page 7
Range/Column
Step/Row
Step/Column
Range/Row
Salary Schedule Review
Page 7
We recommend NOT using number of Days in
the naming convention, as Days change often.
If the naming convention is not the same you
must manually enter in salary schedule on
every employee.
Will not roll forward
Old Salary Schedules are not ended.
New SS created with different names.
If the naming convention is not the
same you must manually enter in
salary schedule on every employee.
Will not roll forward
Job Category/Class Review
Page 8
Position Review
Page 9
Position Review
Page 10
MOST COMMON QUESTION:
“Why dosen’t the newly created Position record show the new assignment information?”
The Position Tab in the Position record contains the basic information about the position. The
information it shows is from the DETAIL Tab. It will display the information for TODAY, not future
position/assignment information.
Example: Position 479 is new effective 7/1/20. The Detail will NOT show until after 7/1/20. You
can see the detail of the position by opening the Detail Tab.
Pay Cycle Review
Page 12
Pay Cycle Review
Page 12
Deductions/Contributions Review
Page 12
• Changes/Updates to Deductions/Contributions• Access is Permission Based• Always remember prior to Updating/Changing that youneed to
END current Deduction/Contribution• Once Ended, COPY and then make the updates/changes• Review Active Months, to confirm they are setup properly
Benefit Provider Setup Review
Page 13
Benefit Provider Setup Review
Page 14
Updating Health and Welfare Rates for upcoming Fiscal Year
• Does your District have a HARD CAP, or are Benefit Amounts/Rates determined in the Benefit Provider Record Levels?
Levels provide for the ability to have different pricing for a given provider, based on
certain criteria. The most common levels are based on whether the employer is covering
just an employee, employee + spouse, family, etc.
Notice the EE Amt (Employee) and ER Amt (Employer) and BUDGET Columns.
Addon Review
Page 15
• Review Addons Annually• STRS/PERS Days/Hours• Salary Schedule• Schedule Cell• Prorate on FTE
• Include in Budget• Pay Cycle• Affect ACA Hours• Number ACA Hours
• Are the Retirement Contribution, Pay Rate and Assignment Codes Setup Correctly for each addon?
• Do you test your Addons and review the snapshots to ensure they are calculating and reporting as expected?
Addon Setup Recommendation
Page 15
Employee Management vs. Adjust Payroll?
Addon Taxes and Reporting
Page 16
Taxes and Addons• Dependent upon Addon Setup
• Always review Adjust Payroll
Snapshot to ensure accurate taxes
have been calculated/deducted• Taxes are required by law
Addon Retirement Reporting
Page 16
Retirement and Addons• Dependent upon Addon Setup
• Always review Adjust Payroll
Snapshot to ensure accurate taxes
have been calculated/deducted• Creditable vs. Non-creditable
Review Escape Date Logic
Page 17
Review Escape Date Logic
Page 18
Review Employee Management Date Logic Setup• Understand and Review District Policies and Practices
• Review and ensure Escape is setup as per current CBA
• Understand how Dates drive data in Escape
Employment Management Tabs
Recommend to Add information in Tabs, Left to Right
Important to add the Pay Cycle prior to the Assignment
Terminate, End Tabs, Right to Left
Change in Recommendation for ending
Pay Cycle Tab and Taxes
Last Day of the Following Month
• Automatic Pay out for DNP
• Possible Final Payment
TAB Start Date End Date
Employment Hire Date Term Date
Pay Cycle First of the Month
Last of the
following Month
Taxes First of the Month
Last of the
following Month
STRS
Retirement
First of Day of
Membership Term Date
PERS
Retirement
First Day of
Membership Term Date
ACH First of the Month Last of the Month
Deductions First of the Month Last of the Month
Contributions First of the Month Last of the Month
Assignment Hire Date Term Date
Addons First of the Month Last of the Month
Go to HR/Payroll – Employment – Employee Management
Page 20
Employee Pay Cycle Tab
Defines when an employee will be paid and for what period
Must have a Primary Pay Cycle to receive Pay
Pay Location: Where employee will receive their Check or ACH
Arrears Option: DNP {Deferred Net Pay} for 10 or 11 Pay Periods only
Timesheet Location: For Pay08 Quarterly Multiple Worksite Report
Go to HR/Payroll – Employment – Employee Management
Page 21
Pay Cycle Tab - Deferred Net Pay
Employees with 10 or 11 Pay Periods have the options to
receive 12 Payments, paid out June 30
10 Pay Periods = 16.667% of Net Pay Withheld
11 Pay Periods = 8.333% of Net Pay Withheld
Arrears Option = YES
DNP
(Deferred Net Pay)
Page 21
CA Ed
Code
45165
Pay Cycle Tab - Benefit OverrideMid-Year Late Start or Early Termination
Annualize FY Benefit Costs Options
Code Description Example
0 Use Org Default See Org Record
1 No Current Period only; No Annualization
2 Advance July No Earnings, but has H&W Coverage
3 Arrears June No Earnings, but has H&W Coverage
4 Both 2 & 3 July & June No Earnings, but has H&W Coverage
5One advance period normal
arrearsChange from 11 earnings to 10 earnings
6 Do not Take Summer Late Start/Early Term; No Advance or Arrears
7 No Advance/Only Arrears Late Start, June No Earnings, but has H&W Coverage
8 Only Advance/No Arrears Early Term, July No Earnings, but has H&W Coverage
Page 22
Example: Late Start
Benefit Override
Copy to 7/1/2021
Remove Option for following year
Certificated Teacher Hired 8/15/2020 paid August-May
Begin Date: 8/1/2020
End Date: 6/30/2021
Does NOT owe for July 2020 Benefits
Owes for June 2021 Benefits
Option 7 {No Advance/Only Arrears}
Page 22
Review the
Benefit03
Benefit
Provider
Reconciliation Report
Example: Early Termination
Benefit Override
Copy to 5/1/2020
End 5/31/2020
Owes for July 2019 Benefits
Does NOT Owe for June 2020 Benefits
Option 8 {Only Advance/No Arrears}
Certificated Teacher Resigned 5/15/2020 paid August - May
End the Current Pay Cycle 4/30/2020
Save/Close
Page 23
Review the
Benefit03
Benefit
Provider
Reconciliation Report
Assignment TabThis Tab is used to assign positions
There are several types of assignments. Each of these types has four
possible statuses: past, current, future and canceled.
Extra – Working over 1.0 FTE; Reports correctly for STRS
Leave of Absence {LOA} – Unpaid Leave
Leave of Absence Paid {LOAPaid} – Paid
Paid – Assigned to Position (Default)
Timecard – Assignment paid by timecard in Adjust Payroll
Unpaid – Assigned to Position, but no earnings
Page 24
Multiple Assignments with
Different Calendars
Accommodate different Bargaining Unit and Pay Cycles
Use Based on Pay Cycle Options
Reports correctly for Retirement
Leave Group Code: Override in Tasks
Retire Plan
Associated Deduction Ids
Associated Contribution Ids
Longevity Date
Anniversary Date
Page 25
Mid-Year Pay Cycle Change
Changes occur throughout the fiscal year such as hours or FTE, occasionally
there might be a change in Calendar and the number of pay periods. The Pay
Cycle must be updated for correct earnings and retirement reporting.
Example: A school office assistant has a new Assignment at the District
Office on May 15. They are changing from 10 months to 12 months.
Step 1
First change Primary Pay Cycle on first of the following month
Page 26
End the Current Pay Cycle: 5/31/2020 Save/Close Copy to 6/1/2020
Update Location if needed Change Pay Cycle to CL2J
Mid-Year Assignment Change
Update the Pay Cycle first!
Example: A school office assistant has a new Assignment at the District
Office on May 15. They are changing from 10 months to 12 months.
Step 2
End the Current Assignment last day worked
Add the New Assignment with New Calendar
Page 27
End the Assignment: 5/14/2020 Save/Close
Add new Assignment 5/15/2020 Use Based on Pay Cycle Field option CL2J {Class 12 mo Jul-Jun}
Benefit Tab Override
Override Bargaining Unit and Benefit Providers for
special considerations for an employee
Example:
• Employee is on RWL {Reduced Workload} at .60 FTE
• Benefits are based on 1.0 FTE
• Enter ER Pay % as 100
Page 28
Review the
Benefit03
Benefit Provider
Reconciliation
Report
Mass Changes
Go to HR/Payroll – Employment – Employee Management
Districts can make mass changes to:
Addons
Benefit Providers
Contributions
Deductions
Employee Attachments
Employment Details
Evaluations
Import Templates available in
Online Resources
Pages 29-36
Mass End/Add Deductions
Example: District has opted to go with a Third Party Vendor to process TSA {Tax Shelter Annuities} and needs to end all current TSA deductions.
• Create search in Employee Management to generate a list of
employees that you would like to update
• Go to the Section 9 – Pay Setup
Deduction As of Date: 7/1/2020Deduction Id: TSA (May vary by District)Click Go to generate list
Page 29
Example: Mass End Deductions
Now that you have a list of employees
Go to Tasks to select Mass Change
Select Deductions
End Deductions
This will create a batch to review
Pages 30-31
Example: Mass End Deductions
For this Batch only the End Date will be editable
Enter the End Date
Save/Close
Go to Tasks
Set Defaults
Page 31
Example: Mass End Deductions
Review the Mass Change Detail to verify End Date
Go to Tasks
Select post
Page 32
Return to the Search Criteria to search the same list for TSA as of
7/1/2020 and the list should be blank since all ended as of 6/30/2020
Example: Mass Add Deductions
Use the same list of employee to create Add Batch
Go to Tasks to select Mass Change
Select Deductions
Add Deductions
This will create a batch to review
Page 33
Be sure the
new vendor and
new deduction
code are
created first
Example: Mass Add Deductions
For this Batch most fields will be editable
Enter the Begin Date
Enter the Deduction Id
Deduct Amount will be blank
Go to Tasks
Set Defaults
Return to Tasks
Post
Process is similar for other Mass Changes
Page 33
Need Assistance send to helpdesk@scoe.org
Review Leave Balance Profiles
Go to HR/Payroll – Setup – Leave – Balance Profiles
Carrying Over Leave Balances
Limit
Carryover
and
Carryover
Max
Page 37
Capped Leave Balance Setup
Go to HR/Payroll – Setup – Leave – Balance Profiles
Page 38
Excess Vacation Leave Balances
Go to HR/Payroll – Setup – Leave – Balance Profiles
Page 39
There are two options for excess
vacation leave balance set up
Limit the Carryover and Enter
Carryover Max
This will prevent excess
grant
Allow for Carryover and
Manually payout the Excess
Excess Vacation Leave Balances
Go to HR/Payroll – Reports – Leave02a
Page 40
End of Year Leave Balance Process
Page 41
Review Leave Balance Profiles
Review 2019-2020 reports for
needed leave adjustments
Post any remaining leaves
requests
Pay off any Leave Balances
Watch retirement coding
Pay out any Vacation
Watch retirement coding
End of Year Leave Balance Process
Page 41
Step 1
District sends ticket
to
helpdesk@scoe.org
to Request Roll
Forward Leaves
Step 2
SCOE IT will roll
forward the ending
balances to
beginning balance
Step 3
District Grants
Leaves for new year
allocations in July
prior to Payroll
submission deadline
Cannot Process July Regular Payroll
Until Leave Roll is Completed
Allow time to verify and review newly rolled leave balances
Healthy Families Act (HFA)
AB1522
•Requires employers toprovide sick leave toemployees who work inCalifornia for 30 or moredays within a year.
•Sick leave is accrued ata rate of no less than onehour for every 30 hoursworked.
•Employer can limit anemployee's use of paidsick days to 24 hours or 3days each year.
Page 43
Healthy Families Act (HFA)
AB1522
Reference Materials
• Go to Activity Tree – SCOE Resources – Forms – IT
Checklist and Cheat Sheets
• AB1522 HFA Sick Leave Setup in Escape
• AB1522 HFA Sick Leave Grant in Escape
Run Reports Monthly and Grant Leaves
• Go to HR/Payroll – Reports – Leave
• Leave 15 – Healthy Families Leave Earned – Accrual
• Leave 16 – Healthy Families Leave Earned – Up Front
Page 43
Healthy Families Act (HFA)
AB1522
Leave Group Override
Page 44
REMINDER
When a new employee is hired who
qualifies for HFA you will need to
OVERRIDE the Leave Group to set
up HFA leaves.
If an employee with HFA Leave
group becomes an employee with an
Assignment, then you must
OVERRIDE the Leave Group in the
Leave Tab
Affordable Care Act (ACA)
Comprehensive
health care
reform law
enacted in
March 2010
Page 45
Goal to make affordable health insurance available for more people
Affordable Care Act (ACA)
Page 45
HR/Payroll - Reports- Payroll – Pay 60 ACA Measurement Period Report
Create Report
Favorite
and Schedule an
Notification
with an
attachment
Escape Pay60 Report
Reports for Review
Page 46
Go to HR/Payroll - Reports- Payroll – Pay 31
Escape Pay31 – W2 Errors Report
• Gathers Data from pay detail of all closed payrollsSchedule this
report to run
monthly. This
will put you
ahead of the
game when end
of calendar year
and W2 reporting
starts.
Reports for Review
Page 47
Go to HR/Payroll - Reports- Payroll – Pay 32
Escape Pay32 – Unpaid Summer Buckets
• Verify there are no unpaid summer buckets
This Report
should be blank
to show that it’s
cleared at end of
fiscal year
Reports for Review
Page 48
Go to HR/Payroll - Reports- Payroll – Pay 22
Escape Pay 22 – Error Report
• Review and correct all labor errors related to account codes
DO NOT
EXPIRE
ZERR
Management
Code
Component
Other Useful Reports
Page 49
Escape offers a wide range of reports
Not sure what report to use?
Every report has a Report
Sample link that will take you
to a description of the report
and how to populate each filter
field
Create and Schedule Report Favorites
Page 50
Go to HR/Payroll – Reports
Setup Notification Preferences
Page 51
Go to Action – My Settings – Notification Messages
Must be on
Escape Home
Page
Paycheck Sort
Page 52
Go to HR/Payroll – Setup – Payroll - Pay Dates
• Sort Option can vary for each payroll
• Must be updated each fiscal year
Paycheck/ACH Advice Message
Page 52
Go to HR/Payroll – Payroll – Payroll Status
• Open field - may vary each payroll
Schedule Recurring Initiate Payroll
Page 53
Go to HR/Payroll – Processes – Initiate Payroll Requests
• Only needs to be setup once
Helpful Escape Documentation and Tools
Page 53
Need Additional Assistance
Submit a ticket to helpdesk@scoe.org
https://calendly.com/mwhite-22
https://calendly.com/tlehmann-1
https://calendly.com/klingle-1
Schedule a one-on-one meeting through Calendly
Kimberly Lingle
Marie White
Tracy Lehmann
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