resource 2015 flexgen payroll common issues and new features
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Resource 2015Flexgen 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 MessageMost (not all) fields have a help message with information about that field. Press the F1 function key on the keyboard
F1 Help MessageIf 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: https://
www.localgovernmentcorporation.com/drupal7/node
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 LockedDelete – 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
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)
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.
3rd 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 ChangesDeduction Code Summary (Reports, Control, Control A-J)
Print the Deduction Code Summary Report before making any changes
Deduction Maintenance - Premium ChangesDeduction Code (Reports, Payroll, Emps/Itm A-L)
Print the Employees Per Deduction Report before making any changes
From this457.26 EE$1130 Total Premium
If amount is deducted twice a month, the amounts would be half To this
477.26 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 ScrollOther, Deduction Scroll
First example is “Only Employees With Deduction”
Deduction ScrollOther, Deduction Scroll
From this$457.26
To this $477.26
Update (F4) scrolls to next person with that deduction
Deduction ScrollOther, Deduction Scroll
If chose “All Employees” or “Only Employees Without Deduction”
Auto UpdateDeduction 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 ChangesDeduction Code (Reports, Payroll, Emps/Itm A-L)
RE-Print Employees Per Deduction Report to confirm changes
Before457.26
After477.26
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
Affordable Care Act ReportingResource 2015
“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 - MenusRecords 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 3rd party vendors assisting City & County offices with their ACA reporting
Affordable Care Act - MenusLoad 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 ReportingRoll 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
www.irs.gov
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
www.localgovernmentcorporation.com
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