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

Email

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