introduction to payspecialist version 8.1 participant · pdf filetroubleshooting error...

Introduction to PaySpecialist

Version 8.1

Participant Guide

May 2011

Train 8759


PaySpecialist 2

© 2011 ADP Canada Co. All rights reserved. The information contained herein constitutes proprietary and confidential information of ADP Canada Co. It must not be copied, transmitted or distributed in any form or by any means, electronic, mechanical or other, including photocopy, recording or any information storage and retrieval system, without the express written permission of ADP Canada Co. All rights reserved. ADP provides this publication "as is" without warranty of any kind, either express or implied, including, but not limited to the implied warranties of merchantability of fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors that may be contained in this publication. Changes are periodically made to the information herein; and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the products and/or the programs described in this publication at any time without notice. ADP® is a registered trademark of ADP of North America, Inc. benefits@work™ is a trademark of Automatic Data Processing, Inc. pay@work ™ is a trademark of Automatic Data Processing, Inc. people@work™ is a trademark of Automatic Data Processing, Inc. reports@workSM is a service mark of Automatic Data Processing, Inc. archive@workSM is a service mark of Automatic Data Processing, Inc. Images® is a registered trademark of Canadian-Automatic Data Processing Services, Ltd. PaySpecialist™ is a trademark of Automatic Data Processing, Inc. PayConnexion™ is a trademark of Automatic Data Processing, Inc. PayPartner™ is a trademark of Automatic Data Processing, Inc. HR Resource Partner® is a registered trademark of Automatic Data Processing, Inc. HR/Profile™ is a trademark of Automatic Data Processing, Inc. ReportSmith® is a registered trademark of Strategic Reporting Systems, Inc. eTime® is a registered trademark of Automatic Data Processing, Inc. Everybody loves payday™ is a trademark of Automatic Data Processing, Inc. Microsoft®, Windows®, are registered trademarks of Microsoft Corporation in the United States, and/or other countries. Adobe®, Acrobat and Adobe Acrobat logo are trademarks of Adobe Systems Incorporated which may be registered in certain jurisdictions. All other trademarks are the property of their respective owners. Printed in Canada.


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Contents About this Course.............................................................................................................................. 5

Learning Modules ............................................................................................................................ 6 How to Use this Guide ..................................................................................................................... 8 How to Interpret Conventions Used in this Manual........................................................................... 9

Getting Started with ADP ................................................................................................................ 11 The ADP Payroll Cycle .................................................................................................................. 12 ADP vs. Client Responsibilities ...................................................................................................... 15 The Transmitting Current Pay Process .......................................................................................... 17

Navigating PaySpecialist ................................................................................................................ 23 Logging Into PaySpecialist ............................................................................................................. 24 Searching & Navigating the Windows and Buttons ........................................................................ 26 Using the PaySpecialist Help Features .......................................................................................... 34 Searching the Database for Employees ......................................................................................... 43 Setting Up Profiles ......................................................................................................................... 51 Company Profile ............................................................................................................................ 54 Earnings or Deductions Profile....................................................................................................... 57 Mnemonics Profile ......................................................................................................................... 58 Employee Options Profile .............................................................................................................. 59 Maintaining the Pay Period Profile ................................................................................................. 63 Wrap Up ........................................................................................................................................ 68

Maintaining Employee Data ............................................................................................................ 71 Adding New Employees Data ........................................................................................................ 72 Adding Employees Using Custom Grids ........................................................................................ 77 Changing Employee Data .............................................................................................................. 83 Changing the Employee Payroll Status .......................................................................................... 97 Maintaining Employee Options .................................................................................................... 105 Transferring Employees- Transaction Code 40 ............................................................................ 121 Wrap Up ...................................................................................................................................... 127

Entering Payroll Data .................................................................................................................... 129 Entering Current Pay ................................................................................................................... 130 Entering Regular Payments ......................................................................................................... 133 Entering Current Pay Using Custom Grids ................................................................................... 140 Automatic Earnings on T/C 85 ..................................................................................................... 145 Entering Earnings at Special Rates ............................................................................................. 146 Overriding Payroll Tax Frequencies ............................................................................................. 151 Wrap Up ...................................................................................................................................... 157

Entering Adjustments ................................................................................................................... 159 Entering Adjustments ................................................................................................................... 160 Entering Multiple Separate Payments .......................................................................................... 174 Entering Year to Date Adjustments .............................................................................................. 178 Remitting YTD’s Transaction Code 50 & 54 ................................................................................. 179 Non Remitting YTD’s Transaction Code 53 ................................................................................. 180 Labour Cost YTD’s Transaction Code 55 ..................................................................................... 181 Reversing Deductions .................................................................................................................. 188 Adjusting Employment Insurance History ..................................................................................... 194 Entering Adjustments for Previously Transferred Employees ....................................................... 195 Wrap Up ...................................................................................................................................... 196


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Requesting Records of Employment ........................................................................................... 199 Accessing the Record of Employment Window ............................................................................ 200 Wrap Up ...................................................................................................................................... 210

Transmitting Payroll Input Files to ADP ....................................................................................... 213 Transmit Input File Process ......................................................................................................... 214 Preparing Your Transactions ....................................................................................................... 217 Transmitting Your Payroll Input File ............................................................................................. 224 Navigating in PayConnexion ........................................................................................................ 227 Troubleshooting Error Messages ................................................................................................. 238 Cleaning Up Your Transactions ................................................................................................... 254 Wrap Up ...................................................................................................................................... 256

Closing and Evaluation ................................................................................................................. 259 Knowledge Checklist ................................................................................................................... 260 Next Steps ................................................................................................................................... 261 Appendix 1 – Mnemonics Listing ................................................................................................. 263 Appendix 2 – Maintaining Insurable Earnings & the Record of Employment forms (ROEs) .......... 275 Appendix 3 - Labour Cost Distribution .......................................................................................... 280 Appendix 4 - Advanced Vacation Pay T/C 88 .............................................................................. 283 Appendix 5 – Transaction Proof Report Error Messages ............................................................. 285 Appendix 6 – Contact Information ................................................................................................ 288 Appendix 7 – User Friendly Descriptions on Edit Reports ............................................................ 292


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About this Course Introduction to PaySpecialist is the first course in the PaySpecialist curriculum. In the Introduction to PaySpecialist course you will learn about the ADP payroll process and software to process a basic payroll. Through hands on activities, you will be given the opportunity to explore the tools available to effectively and efficiently manage your payroll tasks.

By the end of this course… You will be able to:

1. Effectively use the PaySpecialist features and functions to complete a basic payroll input.

Course Topics 1. Getting Started with ADP 2. Navigating PaySpecialist 3. Maintaining Employee Data 4. Entering Payroll Data 5. Adjusting Payroll Data 6. Issuing Records of Employment 7. Transmitting Payroll Input 8. Understanding Output Reports 9. Course Evaluation


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Learning Modules Learning modules are topics about PaySpecialist and/or additional services offered to you by ADP Canada. They include:

Learning Module Description Output Reports Output reports are reports that help you edit and analyze your payroll.

This module takes you on an in depth tour of all the reports available to you during and after your payroll process.

Reports On Internet Report On Internet is an internet service available to all ADP clients. It allows you to view your payroll reports online. This module shows you how to use this service.

Statement Self Service Statement Self Service is an internet service available to all ADP clients. It allows your employees to view their pay and tax statements online. This module shows you how to administer this service and how your employees would register and access the service.

Reporting Worksheet The purpose of Reporting Worksheets is to select employees to be included in a custom build report. It allows you to view Earnings &/or Deductions of selected employees. This module shows you how to create your own custom worksheet.

Payroll Totals Payroll Totals, also known as Paytots, is an optional download from ADP. A Paytots file contains current and YTD amounts for each Earnings and Deduction. This module shows you how to create, request, import and view those values.

Importing Data Employee and/or payroll data files can be imported as ASCII files from other payroll or HR applications into the PaySpecialist DB. This module shows you show to create import layouts and import data into PaySpecialist.


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ROE Direct Filing ROE Direct filing is available to PaySpecialist clients using version 8.1

or later. It assumes responsibility for the cumbersome task of filing your Records Of Employment with HRSDC. ADP will file your ROE’s electronically. This module shows you how to input all of the necessary fields in your software and how to request ROE’s between processing your payroll.

Setting Up Security PaySpecialist security options control the number of users that access the database and can restrict the data that users access. This module shows you how to create new Groups and Users and how to delete them from the PaySpecialist security database.

Customizing Payroll Grids

Grids offer an alternative and customizable method of entering data into the PaySpecialist database. This module shows you how to create and modify Employee and Payroll Data custom grids.


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How to Use this Guide As a Learning Guide This manual is designed for use in a traditional classroom setting. Each lesson is arranged with 3 main components: background information, guided practice and practice activities. We believe the concepts are as important as the step-by-step procedures. For this reason, each topic begins with contextual information on the feature and then we begin to introduce the procedures. Guided Practices are an opportunity for you to watch the process, as it should be performed. Because we also believe that people learn through doing, this guide also includes Practice Activities that allow you to apply the concepts and procedures you have learned.

As a Reference Guide Each topic has a procedural Step/Action table to guide you through the steps when you are back at your office. You can reference specific procedures in the Table of Contents.

What You Will Find in This Guide • A Table of Contents followed by this preface. • Lessons containing objectives, background information and explanations, demonstration of

procedures, independent practice activities and wrap ups. • A glossary of terms used in this course • An appendix of supplementary information


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How to Interpret Conventions Used in this Manual Guided Practice A Guided Practice/Demonstration is an opportunity for you to see how a procedure is performed using a practice scenario. The classroom instructor will demonstrate the steps. You can watch the demonstration and take additional notes or follow along with the instructor. The guided practices will be conducted on a training database using a fictitious company code and employees.

Practice Activity This is an opportunity for you to apply your knowledge. Read the scenario in your guide then complete the activity on the training database. The practice activities will be conducted on a training database using a fictitious company code and employees.

Procedure The Procedures heading is a procedure that you will complete at your office. The steps will be reviewed in class and used as a reference during the practice activities.

Classroom Environment In the training room environment you will be using the PaySpecialist database with company code 8759. To access PaySpecialist in the classroom environment, the login information is Username: Client and Password: training.

Starting PaySpecialist in the Classroom 1. From the Start Menu, click Paytech Applications.

2. From the Paytech Applications menu, click PaySpecialist v8.1. Result: The PaySpecialist Login screen appears.

3. In the login window, ensure the User ID is Client.

4. In the Password field, type training. Result: PaySpecialist will launch.


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Notes

1 Getting Started with ADP

Introduction As the PaySpecialist expert of your company, you will need to have a good understanding of how ADP Canada processes your payroll.

Goals You will learn about:

1. The ADP Payroll Cycle 2. Payroll Master files vs. The PC Database 3. ADP vs. Client Responsibilities 4. The Transmitting Current Pay Process 5. Functionality of Transaction Codes 6. Functionality of Mnemonics


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The ADP Payroll Cycle

ADP offers different options for inputting your payroll. This workshop will demonstrate the PaySpecialist program. PaySpecialist is a software package that allows you to easily enter and maintain your employee and payroll information on your personal computer. After you have entered all the information required to process your payroll, you need to forward the transactions to the ADP system for processing. PaySpecialist is designed with utilities to create the necessary control and data files that are needed to update the ADP system. This input is then processed and edit reports are returned to your site. It is important that you verify the edit reports until they are correct. When the transactions are verified as correct, the payroll is processed. The reports, cheques and notifications of deposits are processed and returned to you. PaySpecialist software is a database containing your employee information, which you maintain at your site. The ADP system details all the employee information required to process pay cheques and also includes the details of your company setup (calculations, company specific requirements). These files processed together generate your payroll output including funds sent to the banks and the different government agencies.


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Review Questions

1. Describe the payroll process by arranging the following steps in the correct order.

2. Fill in the blank.

PaySpecialist is a payroll application that uses ______________ technology. It stores _____________ about a company’s __________ that is necessary for producing the _____________. ____________ resides on the client site while both company and employee _____________ reside at ADP. When processing payroll it is important that the payroll input is _____________ on time and that ______________ are verified.

Confirm verification of Edit Reports Receive Edit Reports Transmit payroll transactions to ADP Review & Correct Edit Reports Receive reports, cheques and notifications of deposits Input payroll transactions Retransmit corrected transactions

Payroll Processing Procedure

1. 2. 3. 4. 5. 6. 7.


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Payroll Masterfiles vs. The PC Database

Masterfiles Masterfiles are stored at ADP. They contain specific information about your company and employees that is necessary to run your payroll.

Company Masterfile The company Masterfile includes information such as: • Company specific information i.e.

Company name, address etc. • Method of calculation for each of your

96 possible earnings and deductions categories.

• Tax form indicators. • Special programming such as

customized accumulations, special calculations, criteria for system-generated changes and tables of values.

Amendments and modifications to any of the above are processed by ADP on your request.

Employee Masterfile The employee Masterfile contains information about each individual employee. • Basic information such as name, address, social

insurance number. • Pay information such as employee type, salary/

hourly rate, benefits and deduction set-ups. • Current and year-to-date amounts for all earnings

dollars, hours and deductions. • All employees that are active, inactive and

terminated. Terminated employees are automatically dropped from ADP's mainframe on the first pay of the next year.

Values are displayed on the Employee Status Report which is produced when an employee is hired, terminated and (as an option) whenever a permanent change is processed. Values are accessed/set up or amended by your company through processing a change to an employee level mnemonic. The values stored in these mnemonics are used in conjunction with the payroll input file transmitted each pay period to calculate the employee’s current pay.

PC Database Your database contains company and employee information that is stored at your company’s site.

• Used to prepare your payroll input file that will be transmitted to ADP for payroll processing. • Option to store a record of each pay’s current payments through Payroll Totals download.


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ADP vs. Client Responsibilities

Responsibility ADP Client (You)

Run payroll

Send Edit Reports

Deliver Output

Maintain database

Enter Current Pay

Transmit Payroll Input on time

Confirm Edit Reports

Confirm Totals


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Group Activity: How Payrolls are Sent to ADP for Processing Working in groups of two, open the white envelope on your desk and organize the cards in the order of how payrolls are sent to ADP for processing.


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The Transmitting Current Pay Process Once the payroll input is complete, you are ready to transmit your payroll entries for editing purposes to the ADP Canada mainframe. It is good practice to transmit and verify your payroll transactions throughout the pay period, rather than leaving everything to the end. Multiple transmissions are allowed.

Step 1: Create the input file: Each pay period, a payroll input file is created on your PC through PaySpecialist.

Step 2: Transmit the Input File to PayConnexion: The payroll input file created on your PC is transmitted via the internet (http://payconnexion.adp.ca) and stored in your temporary accumulation file. These payroll entries (referred to as records) are stored under your unique 4 character SITE and Company Numbers in anticipation of payroll processing.

Create Input file

Transmit Input file Using

PayConnexion

Verify Payroll with Edit Reports

Edit Input file & Retransmit Using

PayConnexion

Submit Payroll Totals

Produce Payroll


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Transactions include: • New hires • Permanent changes (basic information, benefits/deductions etc.) • Terminations and leave of absence changes • Manual cheques updates or cancellations of incorrect payments • Current pay data (current hours, extra payments such as vacation or bonuses

etc.) • Adjustments/changes to the ROE Insurable earnings file stored in ADP's

employee level Masterfile • Requests for reports from the mainframe (special reports, downloads of PayTots

information etc.)

Step 3: Access Edit Reports Your payroll entries, once transmitted, are stored in the Temporary Accumulation File that includes a copy of your most recent Payroll Masterfile (from ADP’s Mainframe). Edit reports are produced as if the entries were processed at that time. They are produced so that you can verify that your payroll transactions are correct before your payroll processing date.

Step 4: Edit Input files If you identify errors on these edit reports or receive additional input you simply make the correction or update PaySpecialist database (remove the entries causing the errors) and retransmit the input file.

Step 5: Submit Payroll Totals Once you verify that your edit reports are correct. You must submit your payroll totals. Your payroll will be not processed until you have submitted your payrolls.

Step 6: Produce the Payroll On a pre-defined date (the run-date on your payroll schedule), the accumulated entries in the Temporary Accumulation File are processed against the company/employee master-file at ADP. You will receive a payroll pouch. The contents of the payroll pouch depend on your agreement with ADP, however, many useful reports about your payroll will be sent.

Each new transmission adds to or subtracts from the information already in the Temporary Accumulation File.

New edit reports are available for your review with each transmission. When you are finished your payroll and satisfied with your final edit reports, you must

transmit your final number of records stored in this temporary accumulation file (Submit Totals). This action is considered your final sign-off for ADP to process your payroll.


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Payroll Process Overview

ADP Canada

Transmit payroll file (repeat as required)

Temporary Accumulation File of transmitted payroll entries – awaiting

final sign-off (Submit Totals)

Payroll file sent once to mainframe for output on pre-

Receive edit reports – verify

accuracy


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Wrap Up You have now completed Getting Started with ADP. You learned that: o PaySpecialist is a database used to prepare your payroll input file that you will transmit to ADP for

payroll processing o The ADP Payroll Cycle is the process used to update your payroll data, transfer your payroll files

to ADP and then confirm and receive your payroll output o Transaction codes identify different types of payroll entries that are being entered into the

PaySpecialist database. They also determine the order that each transaction is processed o Mnmemonic codes store payroll information about each employee and are used to customize the

Masterfile of each employee


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Notes


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Notes

2 Navigating PaySpecialist

Introduction The next step in becoming a PaySpecialist expert is to become familiar with the PaySpecialist interface and setup procedures.


1. Logging Into PaySpecialist 2. Searching & Navigating the Windows and Buttons 3. Using the PaySpecialist Help Features 4. Defining Your System Preferences 5. Setting Up Profiles


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Accessing PaySpecialist in Training Room: Select: Start Menu | Paytech Applications | PaySpecialist v8.1

Logging Into PaySpecialist When someone logs into PaySpecialist, based on the User Id and Password entered, the system verifies that the user is a member of a security group that is authorized to access the system.

Access PaySpecialist

Enter login information

Click OK. PaySpecialist Launch pad will display.


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Guided Practice: Logging into PaySpecialist 1. Access the PaySpecialist software by double-clicking on the

PaySpecialist icon found on the computer desktop.

If the icon is not present, select: Start | Programs | ADP Canada Software | PaySpecialist 2. The PaySpecialist Logon window will appear. Enter the following login:

User ID: CLIENT Password: training

3. The PaySpecialist Launch Pad will display.


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Searching & Navigating the Windows and Buttons

Accessing PaySpecialist Input Windows PaySpecialist input windows can be accessed using the launch pad, menu, icons, or function keys. Any menu item whose first letter is underlined can be accessed by clicking ALT+(the underlined character). Below is a list of the icons, their functions and their keyboard equivalent. Icon Window Accessed Keyboard Equivalent

Add Employee F2

View/Change Employees F3

Current Pay F5

Adjustments

Select Pay Period Dates

Prepare Transactions F7

Communicate using PayConnexion

F11

Clean-up Transactions

Prepare Request

Import Payroll Totals

View Payroll Totals

PaySpecialist Help Index F1


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Navigating the PaySpecialist Database

Launch Pad

Menu Bar

Tool Bar


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Database Navigation Buttons

Applies all the data displayed on the current window, plus any data entered on any sub-window or tab, to the database. Refreshes or clears the window for additional input.

Closes the current window. Displays a warning message if there are any unsaved changes.

Clear all data entered in the window to its original state, without saving to the database. Displays a warning message if unsaved changes have been made to the data.

Displays a related help topic.

Applies all the data displayed on the current window, plus any data entered on any sub-windows or tabs, to the database. Returns to the window from which the current window was opened.

Does not save any entered data on either the current window or on any sub-window or tabs. Returns to the window from which the current window was opened.

On the window this button displays, it allows you to scroll the active employee list. Next will take you forward through the list. Previous will take you backwards through the list.

These buttons are available on the profile windows. These options allow you to add, edit and delete the company-defined entries in the PaySpecialist program setup.


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Window Navigation

Select the appropriate tab

Click on the field you wish to

change

Edit the necessary fields & save the

window

Move Forward around the window by pressing the Tab key or mouse click on the desired field

Move Backward around the window by pressing the Shift & Tab keys together or mouse click on the desired field


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Guided Practice: Investigating PaySpecialist Input Windows

1. Click the View/Change icon to access the Employee View/Change window.

2. Click on the pull-down menu of the Emp # field and select Leslie Bowman.

Notice that Leslie’s existing information is displayed within the twelve tabs.


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At this point, do not change any fields. Navigating the various windows is easy.

• Select the appropriate tab.

• Using the mouse click on the field you wish to change.

3. Click on the Remuneration tab.

Notice that some fields are not accessible (grayed) although they appear in an input window. These fields are connected and we’ll see the relationship when we learn about Profiles later in this workshop.


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4. Click on the Misc. HR tab.

Notice the side tabs on this window.

5. Simply click on the side tabs to bring each window into the foreground.


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6. Click on the Employee Options tab. This tab contains a list of options that have been added to the employee’s file in order to trigger additional earnings rates, taxable benefits, deductions, calculations or to provide identifiers to the ADP system. All entries available for use are stored in the Profile called Employee Options.

7. Click on Close to return to PaySpecialist main window.


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Using the PaySpecialist Help Features PaySpecialist provides an on-line manual through the Help windows. This tool enables you to become self-sufficient in your use of the PaySpecialist software.

Access Help menu.

Enter search criteria. Help topics matching the search

criteria will display.

Select the most relevant help topic.


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Guided Practice: Online Help Scavenger hunt Let’s go on a scavenger hunt to illustrate the level of detail offered in the online help and its ease of use.

1. Select Help from the menu bar.

2. Select Payroll Reports Help | Statement of Earnings and Deductions.


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3. A sample Statement of Earnings and Deductions report will display. You will notice that information about the report is displayed in green text.

4. Click on various fields displayed in green to see what prints in each column of the employee’s pay slip.

What type of information is found in the following columns: Earnings Deductions Other


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5. Click the X on the right hand corner of the window to close the Payroll Reports window. 6. Select Help from the menu bar. 7. Select Search for help on… 8. In the first box, type year-to-date.

9. Click on adjusting totals (under year-to-date). 10. Click on the Display button.


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11. Which window should be used when entering YTD adjustments for earnings or deductions that do not result in a payment? ______________________________________________________________.

12. Click on the Related Tasks hyperlink.

13. You can review the Related Tasks options.


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14. Close the PaySpecialist Help window. When you need details as to the “code” words used throughout the manual and/or in the software, the glossary found in the help can assist you.

15. Click Help from the menu.

16. Select Help Index.

17. Select the Contents Tab

18. Double-click on the Glossary link.

Many terms that are specific to ADP and PaySpecialist are defined.


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Glossary terms can be found faster by using the alphabetic buttons.

19. Describe the following terms:

20. Close the PaySpecialist Help window.

Transaction Code

Mnemonics

Payroll Masterfile

Edit Reports

Run Date


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Group Activity: System Preferences Research Using the online help features research how to access the Preferences window, how to use each of the items in the Preferences window and the purpose or effect of each field in relation to the PaySpecialist system. Each group will present a part of their research. 1. How do you access the Preferences window?

i. ______________________________ ii. ______________________________

2. What is the purpose of each tab?

i. Application Defaults_______________

a. General_____________________ b. Payroll Status_________________

ii. Launch Pad______________________ iii. User-Alpha______________________

What type of information fields should be defined on the User-Alpha tab? Give Examples.

iv. User-Numeric____________________

What type of information fields should be defined on the User-Numeric tab? Give Examples.

v. User-Date_______________________

What type of information fields should be defined on the User-Date tab? Give Examples.

3. Enter the following in the User-Alpha tab.

i. SPOUSE’S NAME ii. LICENSE NUMBER iii. ALLERGIES iv. MEDICAL ALERT


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4. Define the function of each field on the Application Defaults – General tab. i. Client Area Code______________________________ ii. Client Cost Center Switch______________________ iii. Product Tracking Parent Company_________________ iv. Employee Data Import Path________________________ v. Default e-Time Directory__________________________

5. Define the function of the radio buttons on the Application Defaults – Payroll Status tab before and

after pay. i. Active___________________________________________ ii. Inactive__________________________________________ iii. Terminated_______________________________________


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Searching the Database for Employees

Using the Find Button Use the Find window to build a customized list of employees, based on a number of variables, and use this list when you’re entering current payroll information. This Find capability is available on several input windows: Employee View/Change Employee Transfer Current Pay Adjustments.

Click the Find button.

Enter the search criteria.

Click the Find button. The results of the search will

display.

Select the employee record.


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Here are some examples of the ways the Find window can save you time:

• If you enter payroll information by department, you can use the Find window to select all active employees in a department, sorted by employee name or number.

• If you are entering payroll information for all hourly employees in the Current Pay window,

you can use the Find window to select all active employees who are paid hourly, sorted by department.

• If you are working with multiple companies, and you need to enter their payroll at different

times, you can use the Find window to select all employees by company, sorted by employee name or number within each department.

Note The employee lists you build in the Find window disappear when you close the window from which you opened Find. You cannot save a customized list for use with another window or another session.


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Guided Practice: Searching for Employees

1. Select the View/Change Employee icon from the PaySpecialist main menu. The Employee View/Change window will display.

A. Locating Employees by Employee Number.

Enter the employee number in the Emp# field and press enter. Select employee number 001 (Bowman)

You can also click on the Emp# drop down menu to select an employee number from the list.


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B. Locating Employees by Last Name

1. Enter the employee last name in the Last Name field and press Enter. Enter the last name Copperton.

2. Alternatively, select the Last Name drop down menu and type “Por”. 3. Select the employee with the last name Porter. What is this employees first name?

____________________________ 4. Click on Clear.


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C. Locating Employees by using the Find button 1. Click on the Find button. The Find Screen will display: Find Criteria Find Results 2. Click Cancel to close the Find Screen window. Employees can be located in the database by Employee number, Last Name or by using a search criterion. Using the Find button to search for employees allows you to define the search criteria to capture a group of employees. You can search using one of the fields or a combination of the fields. Available fields for search Company Number, Branch, Dept., Pay Type (i.e. Salaried vs. Hourly) and Pay Status.

3. Select all Active, full-time, Salaried employees from the ADP Canada Training company.


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4. Click on the Find button to generate a list of employees that meet the search criteria

5. Enter the search criteria in the available fields. Search for all part-time (Branch 2) employees

(Company 8759) that are actively working (Pay Status Active) and Hourly pay type. 6. Click on the Find button to generate a list of employees that meet the search criteria.

7. The list will be generated in the results window.


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8. Refine your search to only hourly employees. (H) 9. Click the Sort by… button to sort this list for easier reference.

10. Click on the field(s) to sort by in the Fields Available box. (Department)

The field(s) will appear in the Fields Selected box. The order in which you select the fields defines the sort priority.

11. Define the sort order by clicking on either the Ascending or Descending radio button.

(Ascending). 12. Click OK. The results window will now display the list in the appropriate sort order. Now that you have found the employees and sorted them, you can further select the employees that you want for your customized list.

You can select the employees either one at a time or as a group:

One at a time

Click on the required employee(s).

Select All Employees

Click on the Select All button to select all the employees in the list. Click on the employees you required to de-select from the list.


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13. Click on the Select All button to select all the employees in the list.

14. Click on the OK button once you have finished building your list in the Find window, to save it.

The Find Screen window will be closed and you will be returned to the Employee View Change window. The first employee in your selected list of employees will be displayed. It is now easy to enter the payroll updates for each of the selected employees. Notice that clicking the Next Emp button will display the next employee in your list. Similarly, clicking the Prev Emp will display the previous employee in your list. If you attempt to process an entry to an employee who is not in this temporary version of the database (by clicking on the pull-down beside Emp # or Last Name) the employee will not be found. This selected list is available while you are working in this window. Once you exit the window, you will have to re-build a list of employees. Remember, it is not necessary to save after each individual entry, only once at the end of your keying of the group of entries. For the larger databases, you should save frequently, referencing the last employee that you were working on, because each time you save, the list is prompted to restart from the beginning. You can then enter the employee you were working on and continue. To restore the full database, close out of the active window. When you reopen the window you were in all employees will be available to you.


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Setting Up Profiles Profiles are a way of storing codes and descriptions that are customized to your company needs. These codes store information that is:

• required for payroll purposes, based on the ADP payroll system or; • required by your company, based on your own corporate policies and procedures.

Profiles help make your work both faster and more accurate. Whenever you are completing an entry in a field, PaySpecialist checks to see if that field is defined by a profile. For those fields, PaySpecialist provides you with a list of entries from which you can choose. Your ADP support team will prepare some of the profiles for you; others you will complete yourself according to your needs and the company’s policies.

• From the PaySpecialist main menu, select Admin and then select Profiles.The list of available profiles will display.

The following profiles will be discussed: Company Branch and Department Earnings or Deductions Mnemonics Profile Employee Options Pay Period

• Review the table describing the PaySpecialist Profiles on the following pages.


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PaySpecialist Profiles

Profiles Description Company Structure Profiles

Payroll-Related Profiles

Human Resources

Profiles

Payroll/ Human

Resources Related Profiles

Branch Branches are the second level of the hierarchy in the payroll structure, and they are not mandatory. Your ADP support team may have set up or suggest a “blank” branch.

*

Company

Companies are the first level of the hierarchy in the payroll structure, and they are mandatory. The Company Profile must be built before you can enter employees into the database. ADP assigns company numbers. Your ADP support team will help set up this profile.

*

Company Options

Company payroll options are company-wide payroll controls or entries that are applied to all employees in the company, branch, or department. You can group company options under “task descriptions”, which make the options easier to find and simpler to track. Your ADP support team will help set up this profile.

*

Cost Centre

Only those companies using ADP’s Labour Cost Distribution system need to use this profile. The Cost Centre Profile contains the numbers and descriptions of all cost centres in each company.

*

Country

The Country Profile contains country codes and country names. Whenever you enter a country code, PaySpecialist checks that the number is valid by comparing it to the information in this profile.

*

Deduction The Deduction Profile contains the codes and descriptions that identify employee payroll deductions (for example union dues). Your ADP support team will help set up this profile.

*

Department Departments are the third level of the hierarchy in the payroll structure, and they are not mandatory. Your ADP support team may have set up or suggest a “blank” department.

*

Earnings The Earnings Profile contains the codes and descriptions that identify employee payroll earnings (for example vacation). Your ADP support team will help set up this profile.

*

Employee Options

The Employee Options Profile defines the payroll entries that are selected for processing on an individual employee basis. You can group employee options under “task descriptions”, which make the options easier to find and simpler to track. PaySpecialist is installed with pre-populated employee options. Your ADP support team will help set up this profile.

*

Expanded Custom Report

This profile defines the remote Expanded Custom Reports (ECRs) that you receive from ADP (for example, Payroll Totals). Your ADP support team will help set up this profile.

*

HR Status The HR Status Profile defines the Human Resources status codes and the descriptions of those codes (for example, ML – Maternity Leave) that your company uses.

*

HR Type The HR Type defines the Human Resources type codes and descriptions (for example, RPT – Regular Part Time) that your company uses.

*

Increase The Increase Profile defines the increase codes and descriptions (for example, AR – Annual Review) that your company uses when it changes employees’ salaries or rates.

*

Industry Classification

The Industry Classification Profile contains industry classification codes and industry classification descriptions. Whenever you enter an Industry classification code, PaySpecialist checks that the number is valid by comparing it to the information in this profile.

*

Language The Language Profile defines the language codes and descriptions (for example, ENG – English) that your company uses.

*

Leave of Absence

The Leave of Absence Profile defines the LOA codes and descriptions (for example, SAB – Sabbatical) that your company uses.

*


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PaySpecialist Profiles

Profiles Description Company Structure Profiles

Payroll-Related Profiles

Human Resources

Profiles

Payroll/ Human

Resources Related Profiles

Mnemonic

The Mnemonic Profile defines the four-digit codes that represent each field of information stored on the ADP payroll system (for example, BRTH – date of birth). These codes are used to transfer information regarding an employee’s pay from PaySpecialist to the ADP payroll system. You will only need to update this profile on the advice of ADP support team.

*

Pay Period The Pay Period Profile defines your company’s pay period dates and the actual pay dates for the year. Each year (spring) you must clear these dates and enter your new pay period dates.

*

Province/State

When PaySpecialist is installed, the Province/State Profile will be populated with provincial codes, but you must add the state codes if required. The state codes will all “pass to payroll” as non-resident.

*

State The State Profile contains the U.S. state codes and state names. Whenever you enter a state code, PaySpecialist checks that the number is valid by comparing it to the information in this profile.

*

Termination

The Termination Profile defines the termination codes and descriptions (for example, 34 – Seek Other Career Opportunities) that your company uses. These do not print on the Record of Employment. Information use only.

*

The following profiles must not be modified without the assistance of the ADP support team. There may be Company level programming changes required on the ADP system. The Department profile must not be modified without the assistance of the ADP support team if you have ECR’s – Expanded Custom Reports. From the PaySpecialist main menu, select Admin and then select Profiles and chose

Company Highlight the company (ADP Canada Training) from the list Click the change button a pop up screen with then appear Add/Change Company

Company Company Options Country Deduction Earnings Employee Options

Expanded Custom Report Industry Classification Mnemonic Province/State State


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Company Profile This profile controls calculations based on payroll frequency such as the conversion of annual salary to pay period salary and the equivalent hourly rate (for salaried employees). Notice you also have the option to control PaySpecialist’s method of rounding for salary/rate type of fields.


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Branch and Department Profile ADP’s system allows you to set up an employee with both a branch and department number. This identification hierarchy is used for sorting/totaling on reports such as the Totals Report and Payroll Register.

Employee Number – Up to 9 characters Once you have planned your branch/department structure you will set up these profiles to validate each possible option. From the PaySpecialist main menu, select Admin and then select Profiles and chose Branch

Company # assigned by ADP

XXXX

Branch # (optional)

Max. 1 digit

Branch # (optional)

Max. 1 digit

Dept # (optional) Max 6 digits





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Companies that are converting from another ADP software to PaySpecialist will have their employees downloaded from the ADP system via an Employee Import. This import file will populate this profile with the basic information (you can add the Names/descriptions after the import process). You may want to consider different branches and departments for tax packets, Quebec vs. non-Quebec, etc.


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Earnings or Deductions Profile ADP’s system allows up to 616 earnings and 616 deductions. These profiles record your unique company lists. These lists or profiles will appear whenever you click on a “pull-down” for either earnings or deductions in the Current Pay and Adjustments windows. Only earnings and deductions in this list can be used. In addition, the earning and deduction can be customized with the most frequently used ones on the top Call your ADP support team to change or add to these profiles. From the PaySpecialist main menu, select Admin and then select Profiles and chose

Earnings Profile


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Mnemonics Profile The Mnemonics Profile defines the four-digit codes that represent each field of information stored on the ADP payroll system (for example BRTH – date of birth). These codes are used to transfer information regarding an employee’s pay from PaySpecialist to the ADP system. All mnemonics available for use on ADP’s system are listed. Specific mnemonics used by your company must be set up in your Employee Options profile to validate input entries to mnemonics. If you attempt to set up an invalid mnemonic in the Employee Options profile (not found in the Mnemonics profile) the entry will be rejected. You only need to update this profile on the advice of ADP support team. From the PaySpecialist main menu, select Admin and then select Profiles and chose

Mnemonics


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Employee Options Profile This is the most commonly referenced profile. It contains pre-built employee payroll entries with specific mnemonics that are used for things such as pay period deduction amounts, taxable benefits and special calculators like vacation accruals etc. These payroll entries are unique to each company and once sent to the ADP system to an individual's file, tell the system how to calculate the employee's payment. Your ADP support team will assist you in setting up this profile; if you need to change any of the options in this profile, consult the ADP support team first. From the PaySpecialist main menu, select Admin and then select Profiles and chose

Employee Options


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Employee Options and the Employee Status Report The Employee Options are processed by PaySpecialist and sent to the ADP system for processing of the individual employees paycheque. One of the standard output reports that is received from ADP is an Employee Status Report. This report is your employees’ profile information showing all their personal data and earnings and deductions set up. The Employee Status Report is only received if you have added a new employee, inactivated or terminated an employee or changed the information appearing on this report by processing and Employee Option change. This Employee Status Report shows the value of every field and the associated mnemonic. In some cases, a description of the mnemonic is provided. A sample of the Employee Status Report can be found on the following page. The Employee Options that are selected in the employee’s folder can be verified on the Employee’s Status Report.


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Maintaining the Pay Period Profile In your first payroll transmission of each pay period, you must submit your Pay Period Control Card. This function is available in your payroll software as Select Pay Period Dates.

A profile containing the items listed above, will be built in your software. Periodically, you will maintain this profile with the appropriate information for future pay periods. As this is a company level entry, it is processed before any employee level information.

This action identifies: • Pay Period End Date • Pay Date • The pay of the month (valid values are from 1 to 5 representing each possible pay

of the month). Benefits, earnings and deductions can be scheduled on your company set-up to work on all or some of these pays according to your requirements.

• NCMO (New Calendar Month) is processed to clear month-to-dates for report

accumulators before processing payroll. • Processing status (ACTIVE or SPEC). A SPEC payroll run will be processed on

request by calling Client Services. SPEC runs do not generate salaries, benefits, standard deductions etc. These are often used for bonus runs. Consult with Client Services before processing a SPEC run.

Tip Transmit dates only once per pay period in your first transmission to ADP. This allows for report editing and eliminates duplicate entries.


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Fields within the Pay Period Profile This profile holds a line for each pay period. It contains information such as payroll dates and controls for the generation of scheduled earnings and deductions. Each year you must enter your new dates on this profile. When entering pay dates, pay attention to dates that fall on statutory holidays. This profile is accessed when you are ready to send in your first transmission each pay period.

The dates entered during the transmission process, are compared to the information found in this profile. The Company Number is a 4-character payroll number assigned by ADP. Company numbers are set up in the Company Profile. This company number is a unique code that identifies the company for payroll processing purposes. Use the Period End Date field to enter the payroll period ending date for the pay period to be processed. You cannot have more than one pay period with the same period end date. This means that you cannot process a special run (e.g. a bonus run) with the same date as a regular payroll run. The Pay Date field is used to enter the date on which employees are to be paid. This date appears on cheques and deposit statements. The Dedn Sched and Earn Sched field(s) is used to enter the deduction/earning schedule to be used during ADP system processing. The deduction/earning schedule indicates to the ADP system which deductions/earnings are to be processed for this payroll.


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Clear MTD Totals box is selected to indicate that you want they system to set the monthly totals to zero before starting the payroll you have specified. This is usually selected at the beginning of the month. Regular are standard pay period processing runs, as opposed to special runs (e.g., a bonus run) or ROE runs. You define regular runs in the Pay Periods Profile at the beginning of each year. Special runs are those that you run in addition to regular pay period processing runs (for example, a special bonus run). Regular payments (Tran Code 82/85) are not produced on a Special Run. Special runs must be scheduled in conjunction with ADP. Please ensure that you contact your ADP support team for assistance. ROE runs are exception processing runs exclusively used to produce Records of Employment (ROEs) for terminated employees. You define ROE runs in the Pay Periods Profile throughout the year. Do not use the New Year box, as it is selected to indicate that you want the system to set year-to-date totals to zero. Use only if ADP support team advises you to do so. Pay Period # indicates which pay of the year for this pay period (eg bi-weekly will indicate 1 – 26, monthly 1-12). This field is used to help in the display and reporting of payroll totals. Accounting Period – Month indicates which accounting month the pay period belongs (enter numeric month value 1-12). This field is used to help in the display and reporting of payroll totals. Accounting Period – Year indicates which accounting year the pay period belongs (enter 4 digit numeric year). This field is used to help in the display and reporting of payroll totals.


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Review Questions Complete the following: 1. Pay Period Ending date is the date employees can cash their cheques.

True ______ False ______ 2. Deduction and Earning Scheduling allows me to schedule specific deductions and automatic

earnings. They may or may not differ each pay period depending on my set up.

True ______ False ______


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Guided Practice: Modifying the Pay Period Profile

1. Select Admin from the menu.

2. Select Profiles | Pay Period. The Pay Period Profile window will display.

3. Review this profile.

4. Click the Add button to enter new payroll information.

5. Enter a few pay periods, by using the ADD button. Use the calendar option to assist you with dates. Use the following payroll information for a few bi-weekly pay periods when entering your pay periods:

6. Click on OK to save your entries.

7. Repeat Step 5 to enter 2 more pay periods.

8. Click OK on the Pay Period profile to save all entries.

9. Save your changes and Exit the window.

a. Enter details for the following year. b. The Payroll Company Number will be 8759. c. Use the Dedn Sched and the Earn Sched for the appropriate pay

period that you are entering (as this is a bi-weekly payroll only use 1, 2 or 3 for which pay period of the month you are entering).

d. Clear MTD Totals on the payroll entries that will be the first pay of the month.

e. There are no Special runs scheduled. f. Do not check the NEW YEAR box. g. Pay Period Number begins with 1 for the first pay in January. h. Accounting Period begins with 1 for pays in January, 2 for pays in

February, etc.

Note Double-clicking on any of the date fields will display a calendar to help with your input.


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Wrap Up You have now completed Navigating PaySpecialist. You should have learned that:

o When you log into PaySpecialist your username and password are verified against the profile to determine the functionality you can access.

o Navigating the PaySpecialist interface is quite similar to navigating any windows application.

o Searching for employee records is fast and easy. Allowing you to create customized groups of employee records for quick data entry.

o Most profiles are set up for you by ADP however you have the ability to modify the profiles. As required, you will need to add new dates to the profile. Most importantly, you will need to add new dates to the Pay Period Profile.

o System Preferences can be defined to maintain data entry defaults that will help to maintain the consistency of your data. Also that company specific information that is not transmitted to ADP Canada can be entered into PaySpecialist using the User tabs.

o You must select pay period dates before transmitting payroll data to the ADP system. Multiple pay period dates can be entered but transactions will be associated with the earliest pay period date that has not been processed.


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Notes


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Notes

3

Maintaining Employee Data

Introduction Now you are ready to learn how to keep accurate records of your employees’ information by being able to edit, update and delete records.


1. Add New Employee Data 2. Adding Multiple Employees’ Data using Custom Grids 3. Changing Employee Data 4. Changing an Employees’ Payroll Status 5. Maintaining Employee Options 6. Transferring Employees


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Adding New Employees Data

1. Click the Add Employee icon to access the Add Employee window.

2. Enter the necessary information.

3. Click Save on the Add Employee window.

Access Add Employee window.

Enter employee information.

Save record.


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The information entered in these fields become part of the PaySpecialist database. The information is used when you create reports and correspondence. These documents will require less clean up if the data is entered carefully and consistently from the beginning.

Important Clicking Save at this point will save the record to the

database and clear the screen.

Once the screen has been cleared, you will not be able to add tax information, phone numbers or select employee

options.

Therefore you should refrain from saving the record until all the information you currently have has been entered.

Note Date fields will display a calendar for easier input by double-clicking

on the field. PaySpecialist standard format for

dates is MM/DD/YYYY.


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Let’s Review each of the buttons of the Add Employee window…….


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Access Button

Function Notes

Payroll Address…

Used as an alternate address and displays on payroll cheques and other payroll documents.

Expanded Address

Used as an alternative delivery address. Entries in this window override the Payroll Address on the employee copy of payroll cheques, tax forms and ROE.

It is not used for employer copy of tax forms or for payroll output reports. Often used when documents need to be redirected to an estate, lawyer, or third party. Can also be used to enter non-Canadian formatted address.

Payment Info…

Indicates the method of payment for employees. (Default on a new hire is cheque).

When using the secondary account information, please ensure the proper set up with your ADP support team. The secondary account amount is entered using employee options.

Phone #’s…

Used to store employee phone numbers. Defualt area code is listed and modifiable under the System Preferences window.

Emerg. Contacts…

Used to store the employees emergency contact information.

Emp. Options…

Stores employee options that instruct the database how to generate the employees’ payments.

For example, setting up an employee rrsp deduction (DN20) or BC Med deduction (GM01).

Tax Information

Used to change specific tax information for an existing employee. There are three tabs within the Tax Information tab that allow entry for: basic, other deductions and credits, and commissions and lump sum tax information.

The Basic tab also contains buttons that allow you to make changes to an employee's non-resident tax information.


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Guided Practice: Add New Employee Information Enter the following information for a new employee:

Remember to save your entries when you finish.

Employee Number 018 Name Madeline Smith

Address 94 Main St. Moncton, N.B P2S 1X4

Soc Ins No unknown Marital Status Married Sex Female Birthdate Feb-27-1984 Branch/Dept Br. 2 Dept. 100 Hire Date Monday of current week

Payroll Type Hourly (H)

Normal Hours Per Pay Period

28

Annual Salary or Hourly Rate

Hourly @ $9.25 per hour

Payment Information Deposit 003-00002-1116276

Phone #s Bus: 618-295-1234 Cell: Home 618-295-9922:

Emergency Contacts:

Name: Jacqueline Smith Relationship: Mother Phone #: 618-295-9922 Doctor's Name: Dr. Laroche Doctor's Phone # 618-288-1666

Tax Information CCRA /MRQ ID 4 Federal Annual Exemption

Basic Exemption Amount -No entry required

Provincial Annual Exemption

Basic Exemption Amount -No entry required

Employee Options: Task Option Value Deductions United Way $26.00 RRSP RSP DEDN $50.00


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Adding Employees Using Custom Grids A custom grid is a spreadsheet with selected rows and columns that create cells, in which you enter the data information. It is an easy method to input data required on new employees.

Note Use the Custom Grid and enter

the “Basic” employee information.

When time permits enter the remaining information.

Great to use when a lot of New Hire input is required.

Access the Add Employee window.

Select the applicable Custom Grid.

Enter the employee information.

Save the record.


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1. Click the Custom Grids button on the Add Employee window.

2. The Basic New Employee Grid will display. The window will display all the fields available for input on a new employee. All the standard

editing and profile values are recognized in a grid.

3. Enter all of the necessary information in the fields of the custom grid.


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4. Click the Personal Data button to transfer back to the regular add employee window to enter the remaining employee data (e.g. phone numbers, emergency contacts, etc.)

5. Click Save to add the records to the PaySpecialist database.

Important Clicking Save at this point will save the record to the database and clear the screen. Once the screen has been cleared, you will not be able to add tax information, phone numbers or select employee options. Therefore you should refrain from saving the record until all the information you currently have has been entered.


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Guided Practice: Adding Employees Using Custom Grids

1. Practice entering data for 2 new employees, Leroy Marshall and Carol Martin, in a Basic Employee Grid using the information in the following three pages.

2. When you are finished entering the basic information, save the file and return to the Personal Data window to enter the remaining details.

3. Save the new employees and exit to the PaySpecialist main menu.

Employee Number 019 Name Leroy Marshall

Address 6200 Main St. Vancouver, B.C. V2X 1M8

Soc Ins No Unknown Marital Status Married Sex Male Birthdate April-18-1961 Branch/Dept Br. 1 Dept. 100 Hire Date Tuesday of last week Payroll Type

Salaried (S)


80


Salary @ $52,000.00 per year


Phone #s Bus: 604-891-1882 Cell: Home 604-886-1234:

Emergency Contacts:

Name: Sarah Marshall Relationship: Spouse Phone #: 604-886-1234 Doctor's Name: Dr. Samuels Doctor's Phone # 604-891-1999

Tax Information CCRA /MRQ ID 1 Federal Annual Exemption Default Provincial Annual Exemption Default Employee Options: Task Option Value

Benefits BC Med Family Grp Life txbl benefit $18.42 Car Allowance $500.00

RRSP RRSP(Employee deduction and company match)

$50.00 (RSP Co Portion) $50.00 (RSP Deduction)

Deductions United Way $15.00 LTD deduction $35.00 per pay


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Employee Number 021 Name Carol Martin

Address 8008 Cleavers St. Vancouver, B.C. V2M 2N6

Soc Ins No Unknown Marital Status Married Sex Female Birthdate March-24-1973 Branch/Dept Br. 1 Dept. 200 Hire Date Tuesday of last week Payroll Type

Hourly (H)


80


Hourly Rate @ $20.96 / hour


Phone #s Bus: 604-992-5998 Cell: Home: 604-892-1324

Emergency Contacts:

Name: Michael Martin Relationship: Spouse Phone #: 604-992-1234 Doctor's Name: Dr. Fredericton Doctor's Phone # 604-892-1366

Tax Information CCRA /MRQ ID 1 Federal Annual Exemption Default Provincial Annual Exemption Default Employee Options: Task Option Value

Benefits BC Med Couple Grp Life txbl benefit $18.42 Car Allowance $500.00

Garnishee Garnishment 20% , max of $2000.00

RRSP RRSP(Employee deduction and company match)

$50.00 (RSP Co Portion) $50.00 (RSP Deduction)

Deductions United Way $5.00 LTD deduction $50.00 per pay


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Transaction Code 30 We have looked at adding new employee information on the Add Employee window using both the standard and custom grid views. Adding new employee information uses Transaction code 30. Although you do not enter a transaction code, PaySpecialist appends transaction code 30 to the new records when you transmit them to the mainframe. If we take a look at the Payroll Processing Order we can see that all records sent to the mainframe with transaction code 30 appended to it will be processed before any of the other transaction codes are processed. Which is understandable considering an employee could not be paid if they do not exist in the database. If the mainframe finds that an employee identification number already exists, the new employee record will be rejected. Therefore, the mainframe will record all data input and add any defaults or required information and prepare to pay the employee based on their unique identification number. If you have hired new salaried employees part way through the pay period, their full salary will be generated based on the value stored in the mnemonic SALY. If for some reason, their initial pay should be based on another value other than their actual salary then a one time adjustment would be required for the amount that the employee should be paid.


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Changing Employee Data Changes are considered permanent updates to your employee’s master-file. These include but are not limited to:

___________________________________________

___________________________________________

___________________________________________

___________________________________________

There is a variety of change transaction codes designed for specific purposes.

• Some transaction codes generate from the software screen. • A table of customized entries (employee options) will be built in your software with the required

transaction code embedded in that table/profile.

• Changes will be displayed on your Transaction Proof Report or Payroll Entries Report for editing purposes.

Automatic Changes In some cases, ADP may utilize special programming to generate payroll changes automatically, based on a pre-set list of criteria. This programming is referred to as Automatic Change Generators (ACGs).

Automatic changes will display ***** ****** in the Batch/Sequence number column on the Transaction Proof Report or ***** AUTOCH on the Payroll Entries Report to identify them as system generated.

Note You can change a mnemonic only

once during each pay period using the same transaction code or you will receive a "DUPLICATE CHANGE"

error message.


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Input Types The type of value you input when you set up or change a mnemonic depends on the format of that mnemonic. There are 5 input value types:

A- Alphanumeric - up to 24 letters/numbers.

D- Date - enter in MM/DD/YYYY format. Ex: 22nd of June 2011 is entered as 06/22/2011

N- Numeric - dollars and cents without decimals: usually entered to 2 decimal

places. Most rates and percentages are entered to 4 decimals (refer to specific field). Fields are 8 digits in length.

Ex: $18.64 will be entered as 00001864

S- Switch - set to 0 or 1 to turn value off and on.

*- Asterisk - an asterisk followed by two digits (e.g.*39). Used in employee level fields to reference a value in a list found on the company Master file at ADP.

Note Enter blank as the new

value to eliminate a value in an alphanumeric field.

Enter eight zeros to

eliminate a value from a numeric field.


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Transaction Codes for Processing Changes • Basic change (49) – new information submitted to a specific mnemonic will replace the

information previously on file. • System-generated change (72) – similar to T/C 49 except processed later in the cycle. Can also

be submitted for any mnemonic if the timing must be after initial adjustments but before regular pay.

• Incremental individual change (73) – similar to T/C 49 except the value entered will increase or

decrease the current value of the mnemonic, rather than replace the value. • Transfers (40TRAN) where the employee is transferred to a new company, branch or department

without retaining a separate record of the old information.

• Transfers (40KEEP) where the employee is transferred to a new company, branch or department when Province of Employment is changing or you are processing a tax packet transfer by changing the Government Remittance Number (BN#). Financial information to the point of transfer is left in the former terminated ID# for tax form purposes and a new, active record is created with all year-to-dates reset to zero (2nd tax form).

• Mass changes (41) – one entry is submitted that replaces the value of a mnemonic for a group of

employees (entire company, branch or department). All individuals affected are changed on the mainframe but the changes are not reflected on each employee's file in your PC database. Mass changes are not displayed for each individual employee. No more than 30 mass changes can be processed in each payroll run. Some fields do not accept mass changes for your protection (consult with Client Services).

• Mass changes (43) – same as 41 except the value submitted is incremental (increases or

decreases the value) for a group of employees (entire company, branch or department). • Status change before current pay (47) – activates, inactivates or terminates an employee prior

to the processing of any financial entries. Generated when you answer YES to the question “Do you wish to change status before current pay?” Employees must be active at the point of T/C 85 to be paid.

• Status change after current pay (95) – activates, inactivates or terminates an employee after all

financial entries have been processed (at the end of payroll processing). Generated when you answer No to the question “Do you wish to change status before current pay?” Employees must be active at the point of T/C 85 to be paid.


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Review Questions There are five transaction codes that will permanently change the value in a mnemonic for an individual (49, 72, 73, 41, 43). Write the appropriate code and value for each of the following scenarios: 1. The Taxable Auto benefit (EN20) is increasing to $380.00 per pay period for an employee with a

new company car.

T/C Mnemonic Value

____ EN20 ____________ 2. An employee has decided to have $5.00 deducted for the United Way (DN51).

T/C Mnemonic Value

____ DN51 ____________ 3. The Vision deduction (DN43) is increasing to $3.50 per pay period for any employee enrolled in

the program.

T/C Mnemonic Value ____ DN43 ____________


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Editing Employee Information

When you click the Employee View/Change icon . The Employee View/Change window will display. There are 12 different tabs in this window.

You should be consistent in the way you enter names, addresses and other personal information. The information in these fields become part of the PaySpecialist database and will display, as you entered them on reports, and correspondence. Consistency will require less clean up if the data is entered carefully from the beginning.

Note Date fields will display a calendar for easier input by double-clicking on the field.


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You may select any employee from the drop down list:

Let’s get acquainted with these tabs by clicking on each and reviewing the information below.

A. Personal tab Personal information about your employees is entered and viewed on this tab.


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Payroll Address Displays on payroll cheques and other payroll

documents.

Expanded Address - Overrides Payroll Address on the deposit

statements/cheques, employee copy of tax forms and ROE

- can be used as an alternative mailing address to estates, lawyers, or third parties, or for input of non-Canadian format addresses.

Home Address Can be used as the permanent address for students or

seasonal workers.

B. Remuneration tab

Information used to calculate the employee’s compensation is entered on this tab.

The Amend Salary/Rate button allows you to change the value of the salary and rate-

related fields in the remuneration tab.


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The values you enter in this window override the system-generated calculations. The intent of the Amend Salary/Rate window is to provide a way for you to correct inadvertent errors made when changing employee’s salary or rate information. For example, if you increase the salary of the wrong employee, and you want to undo the change without having the incorrect information appear in the Last Annual Salary field, you can edit the value of the Last Annual Salary field directly in the Amend Salary/Rate window. This window allows you to change the value of fields which are normally calculated automatically, without triggering any changes to other, related salary and rate fields in the Remuneration tab. Similarly, a single change in the Amend Salary/Rate window will create only one change in the PaySpecialist database without creating corresponding changes in related columns.

C. Status tab Details about the employees employment status is entered on this tab. This window is where you will change/control the employee’s payroll status. Termination information and leave of absence details will display.

Note The change you make in the Amend Salary/Rate window can create payroll transactions that will be picked up when you prepare transactions to be transmitted to the ADP system. Use the Amend Salary/Rate window sparingly.


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D. Payment Information tab Details about how the employee receives their payment are entered on this tab. A Payment Type is associated with the primary account information. (Default on new hire is cheque). When using the secondary account information please ensure the proper set up with your ADP support team. The secondary account amount is entered using employee options. A statement that will appear on the employee’s payment document is entered in the Pay Statement Reference field.


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E. Misc HR tab The Misc HR tab includes a Phone, Emergency and Other tab within it. This tab stores miscellaneous human resources information. The Phone tab is available to list all employee contact telephone numbers. The Emergency tab is available to list all employee emergency contact telephone numbers. The Other tab is used to define the employee’s first language, type of employee and employment status.

F. User Tabs There are three User tabs available to you: User-Alpha, User-Dates and User-Numeric. These tabs are company specific. They are defined in the Preferences window. You define what their fields mean based on your business needs.


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The User-Alpha tab stores alphanumeric employee information such as employees Drivers License Number, cell phone information, parking pass number, tools.

The User-Dates tab stores employee date information like the employees benefit start date, past service dates, spouses/children birth dates.


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The User-Numeric tab is used to store numeric employee information such as quotas, cost of safety shoes, contract amounts, etc.

G. Employee Options tab Employee options are listed on this tab. You can add more options or delete any options that are listed.


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H. Picture tab A picture of each employee can be uploaded to PaySpecialist. Only bitmap images are accepted. By using the Browse… button you must enter the path of the image. High resolution bitmap files are not recommended.


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I. Tax Information tab The Tax Information tab consists of three tabs that define the tax information for your employees. The Basic tab is used for the entry of Tax Information. Federal and Provincial Tax exemption amounts as well as additional taxes may be entered on this tab. The Do not Calculate section should only be used to permanently shut off the calculation of a specific source deduction and should not be used to turn off the calculation for an individual under the age of 18 or if they have reached their annual maximum contribution. Additional Non-Resident Tax buttons are available. T4A-NR is available on regular payrolls. NR4 and T4A-RCA are only available on pension-annuity payrolls. The Other Deductions & Credits tab is used to define additional exemption or credit amounts that your employee has provided you with for which they are entitled. (e.g. Eligible pension income or education/tuition provided on the TD1 form as well as Disability credits.) The Commission & Lump Sum tab is only completed for those employees that follow a Commission Tax routine.


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Changing the Employee Payroll Status When changing an employee's status, a pop-up window will appear asking "Do you wish to change status before pay?" (as shown below). It is important to consider the outcome of answering this question.

Select the radio button of the employees’ new payroll

status.

Decide whether status should be changed prior or after the employees’ pay.

Enter the necessary details.

Save the change.


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There are three possible values accepted on the ADP system and in the database for the employee payroll status field:

A = Active I = Inactive T = Terminated

There are two processing transaction codes reserved for changing this field; transaction codes 47 (process change before calculating pay) and 95 (process change after calculating pay). The ADP system processes all transaction codes in numerical order from lowest to highest when calculating an employee's payment. An employee's regular payment is generated for all active employees under a transaction code 82/85 (refer to the PaySpecialist Transaction Codes hand out).

On Termination Answering YES to the status question = no pay for the employee Answering NO to the status question = paid final pay On Rehire Answering YES to the status question = paid this pay period

Answering NO to the status question = no pay this period – paid next pay period


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More on Terminating, Activating, Inactivating Consider … Details … Values A, I or T. Status changes (47 or 95) & regular pay (T/C 85)

- If the employee is already terminated or inactive at the point of T/C 85, a regular pay will not be generated (i.e. SALY). - Hours submitted on a current pay T/C 82, dollars submitted on current pay T/C 85 and any adjustment entries processed with T/C56 will be rejected if the employee is terminated or made inactive with T/C 47 (or on an earlier pay in the year).

Status changes & bonus separate payments (T/C 91)

The Bonus Separate payment transaction code (T/C 91) will reject if the employee is already terminated or inactive at that point in processing.

Status changes & separate payment (T/C 52)

Separate payment with pay period taxing (T/C 52) will pay a terminated or inactive employee regardless of their status as long as their file exists on the mainframe.

Retention on the mainframe. Terminated files are retained on the payroll masterfile at ADP for the balance of that year (for production of the tax form). The file is deleted from the masterfile on the first pay of the next year. Inactive employees are carried from year to year.

Retention on the PC database. Terminated files are retained on your payroll software indefinitely. You may choose to delete old terminated records after a few years to keep your database at a manageable size. Instructions are available in the Year-end Software Tips workshops or through Client Services.

Activating a previously terminated employee.

Based on your answer to the question generated by the payroll software, "Was this employee terminated in the current or previous calendar year?" the software will either: • send the information to the mainframe as a new employee

(terminated in a previous year). Employee options will not be re-instated.

- or - • send as an activation entry to the mnemonic STAT (terminated

in the current year and therefore still on the mainframe). Employee options are re-instated. Review values carefully.

Option to display terminated employees on the Payroll Register

You may choose to: • display all terminated employees on the Payroll Register

(increases the size of the report) - or -

• suppress display of terminated employees without activity on the Payroll Register until the final payroll of each year (smaller report but more difficult to locate information for periodic inquiries).


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Review Questions How will you answer the pop-up question produced by your software?

“Do you wish to change status before pay?” 1. Sally is returning from maternity leave this pay period (she is currently on Inactive status). I have

a time card for her hours that requires processing.

Yes_______ No _______ 2. This will produce the following entry:

T/C Mnemonic Value ____ STAT ___

3. My salaried employee is leaving on the final day of this pay period.

Yes_______ No _______ 4. This will produce the following entry:

T/C Mnemonic Value ____ STAT ___

5. George, a part-time employee who was terminated last summer (previous year) is returning to

work this pay period. As he is currently listed as terminated on the database, answer the following question that appears:

"Was this employee terminated in the current or previous calendar year?" Yes ______ No ______

His file will then be:

Activated _______ - or - Created via a new employee (T/C 30) ______ .

Tip

Check employee options. If created via (T/C 30),

employee options must be submitted again.


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Exercise: Editing Employee Information

1. Click the Close button and refresh the Employee View/Change window.

2. Locate the employee Leslie Bowman, employee number 001 by using any of the search fields.

3. Locate the following fields on the various tabs:

4. Leslie received a salary increase to $34,000.00 due to a merit increase. Enter this change

effective the first of this pay period. Her next review date is a year from now. Remember to Save the record.

a. Salary Per Pay is found under the _________________ tab.

b. Can you change the Per Pay amount directly? Yes No Notice the per pay amount is grayed out, therefore it is not accessible. In PaySpecialist, you are required to input the annual salary. This modifies the per pay amount based on the divisor value (pay period frequency) set up on the company profile. Let’s see how the software arrives at the pay period amount:

5. Close the current profile.

6. Click on Admin | Profiles | Company.

7. Double click on company number 8759. Notice the pay frequency, overtime rate and rounding rules are all displayed. When the annual salary is changed, the related fields are also changed. The old values shift to the right side of the window for history purposes. History can be amended directly in case the annual salary was changed in error and you need to correct the history directly.

8. Leslie is not moving, but would like her T4 and her pay statements to go to the following

address: P.O. Box 2310 Oakville, Ontario L6K 2T4

a. Addresses are found under the _____________________ tab.

b. Circle the address field that you changed?

Home Address Payroll Address


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9. Bank account information is found under the _______________________tab.

10. What is the difference between the Primary and the Secondary account? Use Help to find the answer.

11. Complete Leslie’s Emergency Information as follows:

Emergency Contact: Roger Bowman Relationship: Spouse Home Phone: (905)842-4432

Business Phone: (416)681-3245 Ext: 23 Doctor’s Name: Dr. S. Jones Doctor’s No: (416)270-8973

12. Home, Business & Doctor's phone #, Emergency Contact is found under the

___________________________________tab.

13. Notice the fields available for this type of information. If you require additional information stored such as allergies, required medications etc. where could PaySpecialist store this type of data?

Use the Windows copy and paste functions (Ctrl + C) and (Ctrl + V) when changing the address to avoid extra keying. 1. Type the Home Address. 2. High-light the changed address field. 3. Right mouse click on the highlighted text. 4. Select Copy. 5. Click on line 1 of the Payroll Address. 6. Right mouse click. 7. Select paste (the highlighted text will be copied) . 8. Repeat as required.

Note If you wish to participate in

the secondary account option, call the ADP support team to initiate the required

programming.


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Exercise: Editing User Fields Leslie has asked her employer to be aware that she is allergic to peanuts and requires Nitro-glycerin:

1. Open up Leslie Bowman's file and record both pieces of information.

2. Under which User tab on the System Preferences window did you enter Leslie’s information: Alpha, Numeric or Dates? __________________________

3. Click on Save to update your changes.


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Exercise: Changing an Employees Payroll Status

1. Process the change for Vicky Sullivan, an inactive employee who is returning this pay from maternity leave and expecting to be paid her salary.

How should you answer the pop-up question? __________

2. Gregory Coutts is retiring from the company effective next Friday. Process the payroll status

change (terminated) entry. He will be receiving 46 hours for the first week of the pay period and also a Retiring Allowance (not eligible for roll-over to his RRSP account).

How should you answer the pop-up question? ___________

3. Remember to Save your changes.

Note We'll process the entry for his hours and the RRSP

entries when we deal with the Current Pay and

Adjustment windows later in this workshop.


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Maintaining Employee Options Employee options are accessed by clicking Admin | Profiles | Employee Options. This tab contains a list of options that have been added to the employee's file in order to trigger additional earnings rates, taxable benefits, deductions, calculations or to provide identifiers to the ADP system. All entries available for use are stored in the Profile called Employee Options. Within this profile, the entries are grouped by Task Descriptions for ease of reference. These "pre-built" entries are selected from the Task Description into an individual employee's file by clicking on the Find/Add New Options button displayed at the bottom of the window and identifying the entries to be added. Let's look at working with employee options that already exist within an individual's file. Employee options - existing options:

1. Find Leslie Bowman in your database and click on her Employee Options tab.

Use navigation arrows to view

the columns not currently

displaying


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2. Click on Help | Employee Options to see the description of each component of this window:

Task Description, Option Description, Value, Mnemonic, Transaction Code, Input Type & Option Date.


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Guidelines on Changing an Existing Option On the Employee Options tab, select the employee that requires the change. Revise the Value Column of the existing employee option as required. The value you input depends on the input type of the employee option. The value input types are: 1. Alphanumeric Up to 24 letters/numbers. Note that alphanumeric values should be input in

CAPITAL LETTERS. 2. Date A date in MM/DD/YYYY format. 3. Numeric Dollars and cents, displays without commas or decimal points, containing 8

positions. You can enter the decimal point for easier inputting, the system will remove the decimal point before displaying.

4. Switch 0 or 1 to turn the value on or off. 5. Asterisk ## An asterisk (*) followed by two digits. Used for calculations in employee level

fields to reference a value found on the Company master profile. (Must be an alphanumeric input type)

Guidelines on Eliminating / Canceling an Existing Option Existing options are stored both on the ADP system and in your PaySpecialist database. To eliminate/cancel an option, you must send a new entry to the ADP system replacing the existing value with a new value. The new value entered depends on the Input Type recorded in the Employee Options profile. Click on the field to be changed and enter the value according to list below: • To eliminate a numeric mnemonic, replace the old value with 00000000. • To eliminate an alphanumeric mnemonic, replace the existing value with blank characters. • Mnemonics listed as switches contain numeric values 1 character in length. Refer to the ADP

support team for the appropriate replacement values, as they vary depending on the mnemonic.

Important Using the Delete Options button will not have any affect on the

employee's payment as this button does not produce an entry to be sent to the ADP system, only the line is deleted from the window.

Only use this feature to clean up the employee options window. For example, delete an obsolete line in the Employee Options tab on the

pay after you have eliminated it from the ADP system.


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Understanding the Generator Flag The Gen Flag box represents a generator “flag” that is used by PaySpecialist to indicate to the user whether a particular entry has been sent to the ADP system which means the entry has been ‘generated’. In this window the Gen Flag box can have three different states:

1. Grayed out The entry has already been transmitted and received successfully, either in this pay or in a previous pay period.

2. Blank/Clear

The entry has not been generated. This entry is to be included with the next transmission to the ADP system.

3. Bold

The entry was generated this pay period and already transmitted. Once the "clean-up" is processed the X becomes grayed out.

When you edit the value of an employee option, the Generator Flag is cleared automatically. PaySpecialist will include the revised entry the next time you generate the transactions. The entries generated by the Generator Flag box have an impact on your payroll; make sure you understand the consequences before you make such a change.

Note Do not click on the Gen

Flag box unless instructed by ADP support team.


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Guided Practice: Maintaining Employee Options 1. Select Phillip D’Cote, Employee # 012. Review his existing list of options. Notice the Gen Flag is grayed out in all cases.

2. Process and Save the following changes:

a. Eliminate the Dental deduction. b. Change the amount of Group Life to $12.50. c. Change the amount for Union Dues to $3.00.

What happened to the Gen Flag box?


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Find/Add New Options Employee Options can be added to an employees file by selecting them from the entries that have been pre-built in the Employee Options profile. This list is sorted initially by Task Description, then by option description.

1. Select employee Leslie Bowman.

2. Click on the Find/Add New Options button.


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Finding Employee Options There are four ways to find and employee option; by Mnemonic, by Task Description, by Display Group or by selecting the specific options from the alphabetical list of all task descriptions.

Selecting from list of task

descriptions (alpha)


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Ways to Find Employee Options

Method Steps to Practice

1. By Mnemonic PaySpecialist searches all task descriptions to locate that specific mnemonic and shows you the pre-built entry allowing you to select it.

1. Click in the Mnemonic field and type EN51(Benefits –Grp Life), and click on Find.

2. Click on the Clear button to start a new search.

2. By task description

Note: this field is case sensitive.

This time PaySpecialist will display only options found with that specific Task Description in the options window, shortening the list you can pick from.

1. Type the first few characters of the Task Description (e.g. Deductions)

2. Click on the Clear button to start a new search.

3. Scroll through the list of all options

All Task Descriptions are listed in alphabetical order.

Select the following employee option:

Task Description - Benefits

Option Description – TXB Auto

Click on OK to save the option to Leslie’s employee option window.

1. Scroll down through the list and select the entry you wish to add to the employee’s profile. The selected option will be highlighted.

2. Continue this process for each option required.

3. Click on OK to save the option.

4. By Display Group

This field can be used to group/organize several options together, example, all new hire tasks can be grouped by using the code NEW. This code is initially entered when you build the options profile.

The options will display in the employee’s current list of options.

The ADP support team will assist you with building the items in the Employee Options profile that are required for your payroll. There will be times when the Employee Options profile will need to be updated with new options.

1. Enter the Value required for this option. Leslie would like to increase her RRSP to $60.00. The value can be entered as 6000 and tab, the entry will display as 00001000 (an 8 digit numeric field with no commas or decimals).

2. Click on Save to update the changes.

3. Close the Employee View/Change window to return to

the PaySpecialist main menu.


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Adding/Modifying a Task to the Employee Option Profile You can only change employee options that are currently listed in a Task Description. If you need to use an option that is not currently in a task description, you must:

A. Set up a new Task Description with the correct mnemonic in it, or

B. Add an Optional Description entry to an existing Task Description.

Note

It is IMPORTANT that you consult ADP support team for assistance on

entering into this profile, as the consequences are affecting your

payroll.

Reminder

Make sure you close out of an employee's file prior to modifying the Employee Options profile. That way,

the most current listing will be available when you make changes to

an employee's file.


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Guided Practice: Changing or Adding Options (mnemonics) to the Employee Options Profile

1. Click on Admin | Profiles | Employee Options. a. Click the Add button to add a new task description

b. Click the View/Chg button to add a new option to an existing Task Description.

2. Complete the update by entering the required information.


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Considerations when defining a Task Description: The Task Description field is used to enter a description of a group of employee options that have a common purpose or application. Grouping options into tasks makes the options easier to find and simpler to track. Then use the Option Description field to describe the specific options within that group. Task Description Benefits Option Description Dental, LTD, Basic Life, etc. When setting up a new employee option, first decide whether you can enter the option into a task description that has already been defined, or if a new task description needs to be established. Example: The company needs to have a new optional life deduction set-up. This deduction will

be used for part-time employees only. The cost is $9.00 per pay. It is important that you discuss this with the ADP support team as they will have to set this up on the ADP system company profile. They will then direct you with the correct entries that are required to be entered into the Employee Options Profile.

In this case, we are required to set up a Employee Option that references deduction

number 25 (DN25). As this Employee Option is a deduction, we can use the existing Task Description Deductions.

1. On the Employee Options Profile window, double-click on the Deductions Task Description. The Employee Options Detail window will display.


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2. Click on the Add button. A blank entry line will display at the bottom of the current list.

3. Enter the details of this new option:

Option Description (English) Optional Life Option Description (French) Vie optionnelle Input Type N – Numeric Transaction Code 49 – Permanent Change Mnemonic DN25 Value 00000900 Display Group NEW

4. Click on OK to accept this new entry.

5. Click on OK to return to the PaySpecialist main menu. This Employee Option is now available to assign to individual employees through the Employee Options tab. If the value has to be modified, (e.g. the rate changes), highlight the Task Description that this entry belongs, click on the View/Chg button, and make the required changes. Click on OK to update the profile. At times when you enter an Employee Option, you will want to assign this option to several employees right away. This is where the FIND key may come in handy.


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Exercise: Adding Employee Options to Employee Records

1. In the Employee View Change window 2. Using the Find window, enter the data to locate all part-time (Branch 2) employees in Company

Number 8759 who are active and hourly, then click on the Find button 3. Select all of the employees listed by clicking on the Select All button then click on OK.

4. With the first employee displaying, select the Employee Options tab, then click on Find/Add New

Options button.


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5. In the Find Employee Options window, enter the Task Description of Deductions and click on

Find.

6. Select the new OPTIONAL LIFE option and click on OK.


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The selected entry will be added to the employee’s list.

7. Click on the Next Emp button and repeat the process to add the OPTIONAL LIFE option.

Continue this for each employee in our Find Database (3 employees). 8. When this optional life option has been selected for each employee, click on Save to update all

the changes. 9. Remember to click on Close to exit out of the Employee View/Change window to allow the

complete database to be active again.


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Exercise: Using Find and Assigning Employee Options The company has advised that the full-time hourly employees (Branch 1) in Payroll Company Number 8759 wish to sign up for the United Way deduction and will donate $10.00 each. Remember that you only want to assign this Employee Option to the active employees in this branch.

1. Use the Find button to create the required database.

2. Assign the United Way Employee Option (found under the Task Description DED).


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Transferring Employees- Transaction Code 40 Employee transfers can be processed through the menu item Employee Transfers. Use the Employee Transfer window when you make a change to an employee:

A. Province of employment (separate tax forms are required for each province an employee works in).

B. CCRA# (formerly known as RCT# or BN#) or Quebec License

# (separate tax forms must be filed for each remittance number the employee worked in).

C. Employee identification number (any one of company #, branch

number, department number or employee number).

Access the Transfer Employee window.

Decide if separate tax forms are required.

Edit the employee’s identification information.

Save the record.


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Transfers between remittance numbers are common in companies where one remittance number represents their full-time employees who receive sick benefits (EI company portion may be calculated at a reduced rate). The other packet represents employees who are part-time and do not receive sick benefits. This second group has their EI company portion remitted at a different rate. Should an employee change from one group to the other (change from part-time to full-time or vice versa) separate tax forms would be required. To complete the Employee Transfer window, you must first answer the question “Do you require separate tax forms?” At least one character of the employee identification must change to execute the transfer and retain 2 separate identifications. A simple change to employee identification does not require separate tax forms, only situations where either the province or remittance number is changing.


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Transfer Transactions: 40TRAN & 40Keep You may need to change an employee’s identification on payroll for a variety of reasons. A change to either the Province of Employment or the Remittance Number (BN#) requires separate tax forms for both the old and new identification numbers. The transfer screen in your software will ask:

“Do you require separate tax forms?” If you click on:

• YES, then: 40KEEP is processed (2 tax forms)

• No, then: 40TRAN is processed (1 tax form)

Tip Process only 1 transfer per

employee per pay period

Do not transfer new employees on the pay they are hired

Do not process 40KEEP on

the 1st pay of the year since all YTD fields are reset to zero anyway. Process a 40 TRAN instead.


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Transfer checklist

Consider impact on… 40TRAN 40KEEP

Year-to-dates (YTDs)

- All YTDs are moved to the new ID; nothing left behind

- All YTDs to the point of transfer are left behind. - YTDs in the new ID start at zero.

Employee status - Old ID no longer exists - Old ID is terminated, new ID is active

Statutory deductions

- All statutory deductions move to the new ID along with other YTDs

- CPP/QPP from the old ID are recorded on the new ID in GPPE to ensure annual maximum is not exceeded between the 2 IDs

- EI from the old ID is recorded on the new ID in DB03 to ensure annual maximum is not exceeded between the 2 IDs.

Reports - All payroll reports reflect the employee in the new identification (no record of the old ID)

- Employee has 2 different IDs. The data is retained in each as it was paid.

- Insurable earnings from the old ID are moved to the new ID to ensure all ROE information will be accurate.

Tax Forms - 1 produced at year-end

- 2 produced at year-end.

Remittance # (BN#)

- value in ERCT is moved to the new ID. Statutory deductions will be remitted to same # as before the transfer

- value in ERCT is moved to the new ID. If this should change, you must submit a 49ERCT change identifying the new packet #. Otherwise, statutory deductions will be remitted to the same # as prior to transfer.

- Watch out for transfers from part-time to full-time; they may require a change in packet # and wage loss (see employee options).

Employee options - all values are moved to the new ID. Processing will continue as before unless specific options are changed

- all values are moved to the new ID. Processing will continue as before unless specific options are changed

- Watch out for transfers from part-time to full-time; they may require a change in packet # and/or wage loss entries

- Watch out for changes required if the province changed i.e. provincial health plans, benefit policies, provincial tax credits etc. REVIEW all employee options with care


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Review Questions 1. Inter-provincial transfers require 2 tax forms.

True ______ False ______

2. Transfers between government remittance numbers are common where one remittance number

represents full-time employees who receive sick benefits (EI company portion may be at a reduced rate) and the other represents part-time employees who do not receive benefits.

True ______ False ______

3. In the following transfer situations, how will you answer the question generated by the software?

“Do you require separate tax forms? a. An employee who transfers from department 100 to department 200; both departments are

in the same province. Yes_______ No _______

b. An employee is being transferred from our office in Calgary to our office in Winnipeg.

Yes_______ No _______ c. An employee is being transferred from our office in Calgary to our office in Montreal.

Yes_______ No _______


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Guided Practice: Transferring Employees Matthew Gerald, our owner is moving from Manitoba to Ontario to start up our new head office. His new address is 46 Main Street, Carlyle, Ontario N1N 2H4. His provincial TD1 shows him as basic single ($8196.00).

1. Process the transfer and appropriate changes. 2. Move to new department 300. 3. Save your entries and exit to PaySpecialist main menu. 4. List the windows and tabs whose information had to be changed.

• _______________________________________

• _______________________________________

• _______________________________________

• _______________________________________

• _______________________________________

• _______________________________________


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Wrap Up You have now completed Maintaining Employee Data. You should have learned that:

o New employees are added to your PaySpecialist database using the Add Employee window. Employees’ personal information along with their payroll information can be entered on this window.

o When adding a batch of employee records, it is time saving to use custom grids. Custom grids allow you to enter employee information for a group of employees selected based on your criteria.

o Employee information is modified on the Employee View/Change window. Any change within this window is a permanent update.

o Employee payroll statuses are changed using the Status tab. Your answer to the question posed when statuses are modified will determine when the employee will be paid after their status change.

o Employee options can be set up based on the requirements of your company. They can be set up to trigger additional earnings or deductions to an employee’s regular payment.

o Employee transfers are completed on the Employee Transfer window. When employee transfers are done, a different tax form may be required.


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Notes

4 Entering Payroll Data

Introduction As the PaySpecialist expert of your company you must know how to enter current payroll data accurately.


1. Entering Current Pay 2. Entering Regular Payments 3. Entering Corrections 4. Automatic Earnings 5. Entering Current Pay Using Custom Grids 6. Entering Earnings at Special Rates 7. Entering Earnings at Special Rates Using Custom Grids 8. Overriding Payroll Tax Frequencies 9. Entering Vacation Advances


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Entering Current Pay This section is designed to cover the methods of paying employees their regular payment through ADP.

Timing - What has already been processed? • New employees have been hired and are ready to pay (30). • Employees have been transferred and the new identification numbers

will be used for any further entries (40). • All changes processed. Permanent entries to pay period values for

benefit earnings, allowances, rates, deductions have been processed in readiness for the calculation of the regular pay (41, 43, 49, 72, 73).

• Status changes timing at the beginning of payroll have been processed (47).

• Manual cheques have been recorded (50, 53, 54, 55) • Separate payments have been updated, ensuring that the deductions

with year-to-date maximums will include these payments made outside the system (52).


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From this point in the processing cycle, the employee type will influence how you submit input to pay your employees. Refer to the Quick Reference chart on page 16 (Employee Type and Regular/Overtime Pay) for guidelines relating specifically to earnings #01 (REGULAR) and earnings #02 (OVERTIME).

Current pay entries can be entered on the following windows: Current Pay, Adjustments and Previously Transferred Employees. The Adjustments window is used to:

• Enter current and year-to-date adjustments to earnings and deductions information • Record separate payments • Enter Year-to-Date Adjustments to a Cost Centre (Labour Cost System)

The Previously Transferred Employee window is used to:

• Transfer employees personal information • Enter adjustments to previously transferred employees payment information • Enter adjustments to previously transferred employees lump sum (T4A) information

Access the Current Pay window.

Enter current payroll data.

Save the record.


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Current Pay Window 1. Select Payroll from the menu.

2. Select Input | Current Pay. The Current Pay window will display.

How else could you access the Current Pay window?

___________________________________________________________________ The Current Pay window consists of the following five tabs:

Current Pay window Tabs Purpose

Earnings Tab To enter normal payments for hours worked and dollars earned

L/Cost Earnings Tab To enter normal earnings for hours worked and dollars earned that require costing to the Labour Cost System or to pay employees using a special over-ride rate.

Payroll Overrides Tab To request ROE forms and enter exception pay frequencies

Vacation Advance Tab To set up and pay vacation advances

L/Cost Earnings – TC80 Tab To enter normal earnings for hours worked and dollars earned that require costing to the Labour Cost System or to pay employees using a special over-ride rate. It is used to advise rates over $100 per hour.


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Entering Regular Payments ADP’s payroll system is designed to generate a payment for all active employees based on their employee type (SHCD).

• Salaried or commissioned employees (SHCD = S, C or A) receive their salary (SALY) on Transaction code 85.

• Hourly employees (SHCD = H or E) receive their advised hours (SHCD = H) or generated

hours (SHCD = E) on this payment. These payments are made through REGULAR earnings (earnings #01). Typical input submitted through this transaction code includes:

• Regular hours worked (hourly or exception-hourly employees). • Overtime hours worked (hourly, exception hourly or salaried employees). • ___________________________________________________________ • ___________________________________________________________

Scheduled items affecting the regular payment: • Automatic earnings such as taxable benefits or allowances. • Statutory deductions will calculate based on your company’s normal payroll

frequency. • Additional scheduled deductions.

This transaction code generates automatically from your current pay screen on your payroll software. Refer to Appendix 3 for Labour Cost implications.


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Earnings Tab – Transaction Code 85 The Earnings tab is used to enter earnings information for active employees only. Each earnings number refers to a type of earning. For example Earnings No. 01 is for regular pay and Earnings No. 2 is for overtime pay. Multiple earnings can be entered for any employee. Your List of Earnings/Deductions or Analysis Letter provided by ADP when you first converted to this system will also be useful. Clicking the drop down menu of the Earnings No. field will display the earnings numbers and their descriptions.


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These earnings numbers are listed in the Earnings Profile window which is accessible by clicking Admin | Profiles | Earnings.

You will receive a copy of your earnings code in the YXZ report, sent to you by ADP Canada. Any earning entries are processed on the Transaction code 85.


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Earnings input is based on the type of employee and type of earnings category as follows:

Earnings Category Employee Type

Action

Regular Earnings (Earnings Number 01)

Hourly Employees 1. Select Earnings No. 01. 2. Enter hours in the Value field System calculates HOURS x RATE

Salary Employees • NO ACTION Do not enter anything for Earnings No. 01, it will be paid automatically.

Exception Hourly 1. Select Earnings No. 01. 2. Enter hours in the Value field Only enter when overriding normal hours. System calculates HOURS x RATE

Overtime Earnings (Earnings Number 02)

All types 1. Select Earnings No. 02. 2. Enter hours in the Value field System calculates HOURS x OVERTIME RATE

All other Earnings (Earnings Number 03-96)

All types For hourly categories 1. Select Earnings No. 2. Enter hours in the Value field System calculates hours x rate for that earnings For dollars categories 1. Select Earnings No. 2. Enter dollar amount in the Value field For calculation on ADP system • Leave blank


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To Add Earning Entry lines You may require an additional line to accommodate additional input entries on the same window.

To Stop the Regular Salary Enter earnings number 01 with an amount of 0.00. If the regular salary has been stopped, you can still indicate other earnings, such as overtime. Benefits and other earnings will still generate.

Editing / Deleting Data entry Errors Periodically, you will discover a data entry error prior to transmitting your payroll input file. If you have not yet created the input file to transmit to the ADP system, then the entry exists only in your database. You can tell if the entry has been transmitted by the status of the Gen Flag checkbox to the right of the entry. Remember, when the Gen Flag checkbox is blank, the entry is flagged to be included with your next transmission but has not yet been transmitted. To delete an earning entry line:

1. Double click on the line you wish to delete 2. Click on the Delete Line(s) button at the bottom of the window.

There are three ways to add a line:

1. Press Enter twice, or 2. Click on the Add Line button on the bottom of

the window, or 3. Press Alt key + A.


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Once the entry has been transmitted to the ADP system, you must transmit a request to delete the entry directly from the Temporary Accumulation file held at ADP for processing. This will be reviewed later in the Transmission portion of the workshop.


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Guided Practice: Entering Employee Earnings

1. Find the employee record for Leslie Bowman (Emp #001).

2. Pay her 2.00 overtime hour 3. Save the entry.

If you had additional hours to pay Leslie, how would you input them?

1.

2.

3.


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Entering Current Pay Using Custom Grids A grid is a table within a window, made up of vertical columns (fields) and horizontal lines (employees). The Custom Payroll Data Grids were created to ease and speed up data entry. After selecting the grid you wish to use, PaySpecialist will display the Find window so that you can select a group of employees whose data you wish to enter. After a group of employee records are selected, the grid will process and display the related information of each selected employee record. In the Current Pay windows, there are several basic grids for you to use. We will review the Basic Current Pay Earnings Code 85 grid.


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Guided Practice: Entering Earnings for Multiple Employees 1. You should already be on the Earnings tab of the Current Pay window. Click on the Custom

Grids button.

The Select Payroll Data Custom Grid window will display.

2. In the Custom Grids window, you have a choice of which Payroll Data Grid to display. Select the

Basic Current Pay Earnings Code 85 grid and click on OK.


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3. The Select Employees window will display. When using the Grids, the system determines that you are going to be entering data for more than one employee. Using the Find features, you will ease your input by creating a smaller database.

4. Create a Find selection for all full-time, active, hourly employees in Branch 1. (The time sheets

were submitted in alphabetical order, easier input if you sort your selections).


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5. Click on the Select All button and click on OK. The Payroll Data input grid will display. The

employees (selected in the Find process), are listed on the left hand side by employee number. The arrow in the first column indicates which line cursor is on.

6. Are your employee numbers listed in the same order as the picture above?

YES NO

If no, what could you do to arrange the employee number as shown above? 7. Enter the hours from the following time sheet submitted for Branch 1 employees.

Emp # Name Regular Hours Overtime Hours (1.5 x rate)

010 Gilmore, Donna 80.00 2.00

011 Lee, Lawrence 78.00 0.00

012 D’Cote, Phillip 80.00 6.00 8. Click on OK to save your entries.


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9. The entries are saved to each employee’s record. You can view the transactions, on the Earnings Tab, by selecting the employee. If changes are required, they can be done on this window.

10. Click on Clear.


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Automatic Earnings on T/C 85 Special earnings categories that generate amounts automatically based on calculations, cannot be adjusted directly with this transaction code. Use T/C 56 to increase or decrease the values generated. Automatic earnings include:

• taxable benefits. • generated allowances.

Adjusting or stopping the employee’s salary? Remember, automatic earning generate automatically as long as the employee is active. Stopping the salary from generating does not automatically stop the benefits from generating.


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Entering Earnings at Special Rates A second “current pay” transaction code is available for advising hours or dollars input to the regular payment. Transaction code 82 requires the same information as Transaction code 85 but allows for two additional features:

• Advise a special rate (over-rides the rate for that line of input only).

• Advise a cost centre number (Labour Cost users only – refer to Appendix 3).

Each earnings category that functions as “hours times rate” is designed to have a specific rate attached to it. Entering a special rate will bypass the programmed rate for that earnings category and use the advised rate as a replacement value for that one line of input only. Special rates are typically used to:

• pay overtime hours at the old overtime rate when a rate increase has taken place. • pay hours at a different rate than normal when the employee is performing duties other

than their usual job (covering for their supervisor). • pay regular hours at two different rates when the rate change is effective half way through

the pay period.

This transaction code generates automatically from your current pay screen (L/Cost Earnings tab) on your payroll software. Refer to Appendix 3 for Labour Cost implications.

Access the Current Pay window.

Advise the special rate.

Save the record.


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Transaction Codes 82 vs 85

Transaction code 82

Transaction code 85 Advise hours/units for regular pay (hourly employees).

Advise hours/units for regular pay (hourly employees).

Ability to advise a Special Rate to hours/units.

Uses the employee’s RATE for that earnings category.

Labour Cost users: values input will cost to either advised cost centres or to JOBT (if cost centre left blank). Automatic splits are ignored.

Labour Cost users: values input will cost to either JOBT or automatic splits (if set up). Cost centre cannot be advised..

Input to deductions is not valid.

Input to deductions is not valid.

Reminder

The value entered on transaction codes 82 or 85 can be either dollars or hours depending on the way each earnings is set up on your company master-file. For example:

• Submit hours to earnings categories that calculate hours x rate . • Submit dollars to earnings that pay “advised dollars”). • Do not submit values to earnings categories that generate values

automatically (i.e. taxable benefits). Use T/C 56 adjustment instead. • The employee must have a payroll status of active (A). • Pay period taxation is applied.


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L/Cost Earnings Tab – Transaction Code 82

The L/Cost Earnings tab is primarily used by companies with labour cost reports. Labour Cost reports provide totals by cost centre rather than branches and departments. Even if you have not chosen ADP’s Labour Cost Distribution System, you can still use the input window to pay employees special rates. This feature is especially useful when an hourly employee works at a job where you agree to pay hours at a greater or lesser rate than the employee’s normal rate. It is also helpful in paying regular/overtime hours at the old rate, when a rate increase has been applied part way through the pay period. The input on this tab uses the same concept as the Earnings tab except that a Cost Centre is entered if it not the home job cost center number. The Special Rate field is available for categories where the hours are entered in the Value field. The hours entered are multiplied by special rate entered. The special rate entered only applies only to that line of input.

Labour Cost Users: • Refer to Appendix 3 for special instructions regarding input and cost

centres.


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Guided Practice: Entering Earnings at Special Rates Using Custom Grids The other Pay Data Grid is the Basic Current Pay L/Cost Earnings Code 82. This grid just gives you the Labour Cost Functionality fields that are found on the Labour Cost Earnings Tab (Cost Centre, Special Rate, etc.) 1. You should already be on the L/Cost Earnings tab of the Current Pay window. Click on the

Custom Grids button.

2. The Select Payroll Data Custom Grid window will display. In the Custom Grids window, you have

a choice of which Payroll Data Grid to display. Select the Basic Current Pay L/Cost Earnings Code 82 grid and click on OK.


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3. The Select Employees window will display. Create a Find selection for all full-time, active, hourly employees in Branch 1. Click on the Select All button and click on OK.

4. Scroll across to view the columns that are available for input.

5. Click on Cancel to return to the Current Pay window.


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Overriding Payroll Tax Frequencies The Payroll Overrides tab is used to override the payroll tax frequency (ie. bi-weekly vs. weekly statutory deductions) for an individual. This is particularly useful when an employee begins working or terminates in the middle of a pay period thereby receiving one week's pay rather than the full two weeks. Selecting a frequency different than that of the payroll creates an entry to the mnemonic EXPP (Exception Pay Period). This is a one-time only change. The payroll frequency is automatically reset to your regular value at the beginning of each payroll production. The timing of the entry is determined by your selection in the timing box:

Timing Purpose

Regular Pay Only Applies override tax frequency to all payments except separate payments (Transaction Code 52)

Separate Pay Only Apply override tax frequency only to separate payments (Transaction Code 52)

All Pays Apply override tax frequency to all payments

This is useful when you are paying 3 weeks pay on a bi-weekly payroll. The 1 week payment is paid with a separate payment (T/C 52) with the override frequency advised as weekly and the regular payment (T/C 85) is paid as normal thereby using the regular bi-weekly frequency. Remember, all transaction codes work in numerical order when processed by the ADP system.


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Guided Practice: Overriding Payroll Tax Frequencies In the changing an Employee Payroll Status exercise on page 92, you terminated Gregory Coutts. Gregory Coutts is retiring from your company effective next Friday. Process the payroll status change (terminated) entry. He will be receiving 46 hours for the first week of the pay period and also a Retiring Allowance (not eligible for roll-over to his RRSP account). You processed the termination allowing him to remain active until the end of the pay period (Circle your answer to the question below) He is currently on a bi-weekly payroll. Ensure that a weekly payroll frequency is used for statutory deductions on his regular payment.

1. Enter the Exception Pay Periods Override for Weekly for Regular Pays Only.

2. Save your changes.

Do you wish to change status before pay?

YES NO


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Entering Vacation Advances – Transaction Code 88 PaySpecialist allows you to pay employees in advance for the period during which they will be on vacation. While the employee is on vacation, the ADP payroll system automatically inactivates the employee by changing the employee’s status to V (Vacation) and stops the employee’s pay. At the end of the vacation period, the payroll system automatically changes the employee’s status back to A (Active) and pays the employee’s regular salary again. The employee status will not change on the PaySpecialist database, only on the ADP system.

Important Special programming is necessary on the company set up, therefore, please refer to your ADP support

team prior to using this window.


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Review Questions 1. T/C 85 can be processed to:

an inactive employee. True ______ False ______ an active employee. True ______ False ______ a terminated employee. True ______ False ______

2. T/C 82 is used to update:

deductions. True ______ False ______ hours. True ______ False ______ earnings. True ______ False ______

3. There is no need to adjust hours for a salaried employee when you adjust the regular earnings

dollars the employee receives.

True ______ False ______ 4. Do not enter values to automatic or generated earnings categories on the current pay screen (T/C

85 or 82). Instead, use T/C 56 on the adjustment screen to adjust the value up or down.

True ______ False ______


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Exercise: Entering Current Pay Data 1. Enter the hours from the following time sheet using the Basic Current Pay Earnings Code 85

grid. The time sheet was submitted for the Branch 2 part-time employees. These employees are all hourly.

Employee Number Name Regular Hours Overtime Hours

(1.5 x rate)

014 Porter, James - -

015 Hubert, Francine - -

016 Smith, Jenna 63.00 -

018 Smith, Madeline 21.00 -

3355 Coutts, Gregory 46.00 - 2. Enter the overtime hours and expense reimbursements for the salaried employees in Branch 1.

Notice that some employees have no entries on the time sheet. On the Current Pay window, use the Find key to ease the input.

Name Overtime Hours (1.5 x rate)

Expense Reimbursements

Bowman, Leslie - -

Lloyd, Eric 5.00 $15.00

Dunn, Richard 5.00 $15.00

Paquette, Marie 5.00 $15.00

Dubious, Terry 5.00 $15.00

Gerald, Matthew - -

Leroy Marshall - -

Vicky Sullivan - - 3. Phillip D’Cote came in on the week-end for special work purposes. We agreed to pay him double-

time hours for the 3 hours he worked but at a special rate of $35.00 per hour. 4. Matthew Gerald’s regular salary should be stopped this pay period only. His benefits can

generate as normal.


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5. Enter the commission and expense reimbursement payments for the commissioned employees.

Name Regular Commission Expenses Commission Agent

payments

East, William $622.00 $57.80 -

Robinson, Carrie $350.00 $29.50 -

Note The input sheet has been sorted alphabetically. Use

the Find key.


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Wrap Up You have now completed Entering Payroll Data. You should have learned that:

o Current pay is entered into PaySpecialist by recording the hours worked, earnings or commission earned. The entry that needs to be entered for an employee depends on their pay type.

o Regular payments can be stopped during any pay period by entering 0.00 with Earning code 01.

o Corrections can be made to your payroll entries at anytime, as long as the transaction has not been generated. Otherwise a request will have to be sent to ADP requesting that the mistake is deleted from the accumulation file on the ADP system.

o Custom grids offers a fast and effective method of entering payroll entries for numerous employees. A list of employees can be selected and all the necessary fields will be available for entry.

o Current pay can be entered at special rates using the L/Cost Earnings tab. The special rate overrides the normal rate of pay for this transaction only.

o When an employees' payment is more or less than their usual payment, payroll tax frequencies can be overridden to allow the correct tax amounts to be deducted. The payroll tax override is valid for this transaction only.

o Vacation advances can be entered to pay an employee prior to their vacation. These entries should only be done with the assistance of Client services.


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Notes

5 Entering Adjustments

Introduction As payroll professionals we are quite aware that having our current payroll data entered does not always mean our job is complete. Fairly often, we find ourselves having to make adjustments to our payroll.


1. Entering Adjustments 2. Entering Separate Payments 3. Entering Multiple Separate Payments 4. Entering YTD Adjustments 5. Remitting YTD Transaction Codes 50 & 54 6. Non-Remitting YTD Transaction Code 53 7. Labour Cost YTD Transaction Code 55 8. Reversing Deductions 9. Entering Lump Sum Payments 10. Adjust Employment Insurance 11. Enter Adjustments for Transferred Employees


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Entering Adjustments There are two types of adjustments, regular and periodic. Regular adjustments are those that are done on a fairly regular basis, while periodic adjustments occur occasionally.

Access the Adjustment window.

Select the required Adjustment window.

Enter the adjustment details.

Save the record.


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Adjustments to current pay use Transaction code 56. These adjustments are done fairly often. Regardless of payroll status, all employee payment adjustments are done on the Adjustments window. It consists of the following seven tabs:

Adjustment Window Tab

Purpose

Earn/Dedn Adj Tab To enter current and year-to-date adjustments to earnings and

deductions information

To record separate payments. L/Cost Adj Tab

To enter current and year-to-date adjustments to labour cost information

To assign separate payments to cost centres. Lump Sum Tab

To enter lump sum payments for T4A. EI History Tab

To process a change, or a positive/negative increment to the insurable earnings information for a pay period in the current or previous year, for Employment Insurance (EI) reporting purposes. EI insurable earnings and hours are accumulated during normal pay period processing.

L/Cost Numeric Tab Adjust numeric Cost Analysis history information.

L/Cost Alpha Tab Adjust alpha Cost Analysis history information.

L/Cost Purge Tab Purge Cost Analysis history information.

1. Click on Payroll | Input | Adjustments.


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Using Help to Guide You PaySpecialist provides extensive “on-screen” Help to explain each of the components of the seven tabs. This is very useful when processing those periodic adjustment entries that may come up only once a year such as Retirement Allowances.

Key words highlighted in green indicate additional

information available. Any Help screen can be

printed for reference.

Open the Adjustments

window

Select an employee record

from the database

Click on Help

Click on the hyperlink of the

tab you are using.

Exit the Help window to return to the Adjustment

window.


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Earn/Dedn Adj Tab The Earnings/Deduction tab allows you to adjust earnings hours, earnings dollars and deductions.

Each entry submitted to the payroll system requires a two-digit transaction code entered in the Transaction Code field. This code defines the type of adjustment being processed. Within most windows in PaySpecialist a default transaction code is automatically attached to all the entries you make (eg. Add Employee – Transaction Code 30). In other windows, you are given a choice of transaction codes in drop-down lists. Valid transaction codes for this window include: 2. Click on the Transaction Code drop down menu. • YTD adjustments (adjustments to your payroll year to date amounts, no payment produced)

Transaction Codes 50 – adjust year-to-dates before processing a separate payment 53 – only use on the advice of ADP support team 54 – adjust year-to-dates after any separate payments 55 – adjust year-to-dates to a cost centre

• Separate Payments (adjustments to your payroll resulting in a separate payment, eg. Bonus or

Retro payment)

Transaction Codes 52 – Make a separate payment (statutory deductions based on a normal pay frequency) 91 – Make a separate payment with annualized tax calculations

• Current Pay Adjustments (increasing/decreasing the amounts of the regular payment)

Transaction Codes 56 – Make a current pay adjustment


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3. Click on the Sub-Code drop down menu. The Sub-code field identifies the type of information that is being adjusted. The choices are available from the drop-down list. Valid sub-codes for this window include:

• Units/Hours 12 (Units) Adjusts earnings hours or units (same as U) U (Units) Adjusts earnings hours or units (same as 12)

• Earnings

22 (Earn) Adjusts earnings dollars and cents (same as E) E (Earn) Adjusts earnings dollars and cents (same as 22)

• Deductions 32 (Dedn) Adjusts deduction dollars and cents (same as D) D (Dedn) Adjusts deduction dollars and cents (same as 32)

4. Click on the Earn/Dedn No drop down menu. The Earn/Dedn No field references the sub-code that is entered and will display the appropriate Earnings Profile or Deduction Profile in the drop-down list. Use the Value field to enter the value in the format required of the earnings or deduction being adjusted (positive or negative). Note that if you use transaction code 56, the amount you specify will increase or reduce the amount that will be processed automatically. The EI Override field is used to enter the number of the pay period to which the adjustment is to be allocated for Employment Insurance reporting purposes. Use this field only if the adjustment should be allocated to a different pay period than what is defaulted by the system (current pay/previous pay). EI Override is not available for transaction code 56, if you enter an EI override by mistake the following error message will appear:


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5. Click on the Earn Sched and Dedn Sched drop down menu. In the Earn Sched and the Dedn Sched fields enter the appropriate schedule with which the payment should correspond. These fields are used for separate payments only, automatic earnings and deductions can be scheduled for processing on specific pay periods of each month. Each pay period, along with other key information, you indicate which pay of the month the current payroll represents. In this way, earnings and deductions can be taken at different times of the month to accommodate your company’s requirements. There are five schedule values 1, 2, 3, 4, and 5 (e.g. bi-weekly would use 1, 2 and 3; semi-monthly would use 1 and 2 etc). Typically they are associated with each pay of the month. These fields are only valid for transaction codes 52/91. The Date field is optional. If you make more than one entry for an employee with the same transaction code for the pay period, you can process each entry separately by giving each entry a different date (example – more than 1 manual cheque to update). The employee does not see these sequencing dates. The Gen box indicates to the user whether a particular entry has been generated.


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Entering Current Pay Adjustments – Transaction Code 56 The purpose of this type of adjustment is to increase/decrease an employee’s earnings or deductions on their regular payment, Transaction Code 85. Your entry affects the current pay period only and the adjusted earning/deduction returns to its normal value for the next pay period. Current pay adjustments use Transaction code 56 and typically:

• increase scheduled deductions. • rebate deductions. • increase or decrease automatic earnings categories such as a taxable benefits,

allowances or salaries. These adjustments are done fairly often.


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1. Select Payroll from the main menu. 2. Select Input | Adjustments. The Adjustments window

will display. 3. Click on the Earn/Dedn Adj tab. 4. Select Transaction Code 56. 5. Select the Subcode to enter hours, if required. 6. Select the Subcode to enter dollars, if required. 7. Select the Earn/Dedn No for the pay period. 8. Enter the Value of the increment/decrement of the hour

or dollar amounts. 9. Enter the Date of the transaction, if multiple Transaction

Code 56 lines are going to be entered.

Note Transaction code 56 will not perform any "hours times rate" calculation for an hourly type earnings category. If you submit hours with T/C 56, you must also submit the corresponding dollar amount.


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Guided Practice: Investigating Entering Adjustments Normally, hours are not input each pay period to Earnings #01 for a salaried employee. The salary is generated automatically and the hours are also generated (for ROE purposes) from NORM (normal hours per pay period). If the employee works a different number of hours, a one-time adjustment is required. There are several ways to achieve this result.

Example: A salaried employee is hired two days after the beginning of the pay period. This employee should only receive 8 days of their normal 10 day salary.

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Worked Worked Worked

Worked Worked Worked Worked Worked

Employee Type = Salaried Salary = $1000.00 (bi-weekly) or $100.00 per day. Hours = 8 hours per day

Solution #1:

• Enter the normal salary on the new employee screen. That value will generate on this and future pays.

• Advise the replacement hours on the current pay screen (64 hours to earnings #01). This hours over-ride will not affect the money paid to the employee but will replace the insurable hours generated that pay period to the ROE Information Report.

• Adjust the dollar amount paid by processing a T/C 56 adjustment with a negative amount to reduce the dollars paid. The amount of the reduction is the value of 2 days ($200.00).

• On the Payroll Register, you will see the net result of the generated value less the adjusted amount being paid to this employee.

Tip Don't forget to adjust REGULAR hours if you have adjusted dollars. Otherwise, the insurable hours are inaccurate for ROE purposes.


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Solution #2:

• Enter 0.00 hours on the current pay screen. This tells the system to stop the generation of SALY for this pay period only and stops the system from passing the hours from NORM to the ROE Information Report.

• Use T/C 56 on the adjustment screen to advise two entries to pay the employee: T/C 56 adjustment + 64.00 hours T/C 56 adjustment + $800.00 dollars

Solution #3:

• Have ADP set up a different earnings category specifically designed for regular pay adjustments to salaried employees (hours input paid at RATE).

• Let the full salary generate as normal. • On the current pay screen, submit negative hours (-16.00) to this separate earnings

category. • The employee's pay statement will show the following:

REGULAR 80.00 hours $1000.00 ADJ HOURS -16.00 hours -$200.00 TOTAL 64.00 hours $800.00

Advantage of Solution #3:

Less input (one entry), accurate tracking of EI hours.

Reminder

• T/C 56 adjustments are combined with the normal pay to calculate and produce a current pay.

• the employee must have a payroll status of active (A) at the point of T/C 85. • for a salaried employee, the system does not perform a calculation of hours

times rate when advising hours to earnings #01; therefore you must advise both the hours and the corresponding dollar amount (ie. overtime).

• entries to adjust hours must advise replacement hours, not the incremental amount.

• Refer to Appendix 3 for Labour Cost users.


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Exercise: Entering Current Pay Adjustments

1. Select employee Leroy Marshall and enter his current pay adjustment based on the following scenario:

Leroy Marshall was a new employee we hired in an earlier exercise. Leroy was hired on a Tuesday. Leroy is a salaried employee earning $52,000.00 per year ($200.00 daily). Leroy works an 8 hour day. Since we have processed his new hire form this pay, the system will generate his entire bi-weekly salary (he should not be paid for the Monday). Adjust Leroy’s first pay to ensure he is paid correctly. Remember to adjust his hours for EI reporting purposes (hint: use a current pay adjustment to replace the hours).

(Enter the adjustments on the correct window, also write them in your book for later reference)

2. Save the adjustment.


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Entering Separate Payments Periodically, you will need to make payments separate from your employee’s regular pay. Some examples of this would be:

• Replacing a payment from a “missed” pay period. • Issuing a payment for future earnings (vacation pay paid

in advance). • Paying a bonus or commission. • Paying a large retroactive pay increase. • Paying accumulated vacation time not taken or accumulated overtime. • Large payments, that, if included with the regular payment would distort the pay period tax

calculation. Similar to entering current pay. Separate payments are entered on the Earn/Dedn Adj tab of the Adjustments window.

Your choices – Transaction Code 52 vs. 91 ADP’s payroll system offers a choice of two separate payment transaction codes; 52 and 91. Each handles specific situations in order to comply with government regulations.

1. Select all employees in the database.

2. Click on the Transaction Code drop down menu to review your choices.

Transaction code 52 T/C 52 is designed to handle situations where you are making a payment to replace a pay period. The statutory deduction calculation uses the same formula as the regular pay calculations for GPP, EI and Tax (pay period taxation). Examples:

• paying an employee for a missed pay period. • paying in advance for a future pay period.


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Transaction code 91 T/C 91 is designed for those payments that are in addition to the employee’s normal pays in the year. The statutory deduction calculation uses the Bonus Method (Annualized Tax Calculation) outlined by CCRA & MRQ. CPP/QPP are calculated without taking a pay period exemption into consideration. Examples:

• bonus payments or retroactive pay increases. • large payments of accumulated overtime or vacation pay (no time taken).

EI premiums are calculated the same on both separate payment transaction codes. See detailed comparison chart on the next page.

Tip When deciding which transaction code is best for any given situation, ask yourself: Is the extra payment meant to replace a pay period? If Yes, choose transaction code 52.


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Detailed Comparison - Transaction Code 52 vs 91 CATEGORY

TRANSACTION CODE 52

TRANSACTION CODE 91

Purpose

SEPARATE PAYMENT Replacement for a pay period

SPECIAL PAYMENT Additional payment

Employee Status

Active, Inactive, Terminated, Vacation

Active Only

GPP (CPP/QPP)

Pay period exemption

NO pay period exemption

EI

- First dollar basis to the annual maximum. - Insurable earnings allocated to current pay period - EI over-ride required (advise pay #)

- First dollar basis to the annual maximum. - Insurable earnings allocated to the current

pay period.

Tax

- Pay Period Tables (can be over-ridden

through the use of EXPP – pay period over-ride for “partial” pay period payments)

- will also take additional tax as indicated in DA04/DA05 mnemonic.

- Can be used for commissioned employee employees with TD1X taxing

- Annualized tax calculations. - Do not use for employees who are set up

with SHCD = C or A. if they use TD1X taxing - Do not use for T4A earnings. - Does not include extra taxes (DA04/DA05)

Earnings

- Uses the hours advised OR dollars

advised. (never both as the hours x rate calculation is performed)

- Earnings 3-96 can be pre-arranged and scheduled to pay automatically.

- Date sequencing possible for multiple payments during one cycle.

- Some ADP software allows you to use a different earnings schedule #, varying the earnings generated

- Dollars advised (no hours). - Date sequencing possible for multiple

payments during one cycle. - Some ADP software allows you to use a

different earnings schedule # , varying the earnings generated

Deductions

- Deductions 1-6 are automatic - Deductions 7-96 can be pre-arranged and

scheduled to deduct automatically. - Any deduction including statutory

deductions can be overridden or advised.

- Only deductions 1-6 are automatic. - Any deduction including statutory

deductions can be overridden or advised.

Payment method

- Uses the employee’s normal payment

method.

- Option at the company level to pay by

normal payment or cheques only

Output Reports

- Prints in the CURR ADJ column of the

Totals Report & Totals Recap Report. - Increase the insurable earnings for the

current pay period unless advised differently (ROE Information Report)

- Prints in the CURRENT section of the

Totals Report & Totals Recap report. - Increases the insurable earnings from the

current pay period (ROE Information Report)


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Entering Multiple Separate Payments Use the date column on the input screen to create more than one separate payment for the same employee. Each distinct date entered creates a separate payment. Link each set of entries by entering the same date for each entry in a set. The date does not print on the payment. Statutory deductions will be calculated separately for each set of entries. This is useful when producing several vacation payments for the same employee. ** Labour Cost users should refer to Appendix 3 for additional instruction.

Payments by cheque vs. deposit • Transaction code 52 will always use the employee’s normal payment method. • Transaction code 91 offers the company-wide option to either pay by the employee’s normal

payment method or to produce all cheques. This is particularly handy when producing a special bonus run that should be paid by cheque.

Which function should be used to enter separate payments for multiple employees? Which custom grid should you use to enter multiple separate payments?


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Review Questions

Fill in the blanks: 1. Quarterly bonus cheques will be paid next pay period. The amounts range from $4000.00 to

$12,000.00.

Use transaction code ____________. Most employees are paid by deposit. I would prefer to hand out actual cheques at the sales meeting. Can this be accommodated?

Yes ______ No ______ Some of my employees have opted for paying an extra $25.00 tax each pay period. Will this amount be included in the tax calculation on this payment?

Yes ______ No ______

2. I have always paid my employees their overtime on a separate payment using pay period taxing.

This way they paid less tax than if I included their overtime on the regular payment. Is this correct?

3. I want to pay John his accumulated overtime hours using a bonus calculation. Overtime rate is

$30.0000 per hour (OTRT) and I owe him 40.00 hours. Complete the following: _____ _________ _________ ___________ T/C Sub-code Earning No. Value


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Guided Practice: Entering Separate Payment Adjustments 1. Pay Terry Dubois (Emp #007) his vacation pay of $1134.62 on a separate payment from his

regular pay.

• Next pay, he will not receive a pay cheque. Use the separate payment transaction code that will calculate statutory deductions on a pay period basis.

• The insurable earnings from this extra payment should be accrued to pay period #05 (next pay). (Hint: EI Override?)

• The hours worked for this payment is 80hrs for ROE purposes.

• Generate the taxable benefits/automatic earnings that would normally happen on the 1st

pay of the month and take all the appropriate deductions for that same period. (Hint: Earn Sched and/or Dedn Sched/)




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Exercise: Entering Separate Payment Adjustments Employees that were active at the end of last year, will receive the unpaid balance from their vacation accrual. Leslie Bowman received hers in advance; Madeline Smith and Leroy Marshall were not on the payroll at that time. 1. Use the Find key to create the group and pay the amounts from the following chart using the

appropriate separate payment code.

Note: Separate payments on this payroll are programmed to deduct statutory deductions only from Transaction Codes 52 or 91.

Emp # Name Vacation

Amount

002 Lloyd Eric 887.99

003 Dunn Richard 6461.56


2. Save the adjustments.


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Entering Year to Date Adjustments The purpose of year-to-date adjustments is to increase/decrease an employee’s financial history without having ADP issue a payment. These codes are typically used when you are:

• Updating year-to-date information after a manual cheque had been issued.

• Reversing the values from a payment produced in a previous payroll - a payment was not

given to the employee. Year to date adjustments are entered on the Earn/Dedn Adj tab of the Adjustment window. You can choose from four different year-to-date adjustment transaction codes.

Transaction Code Purpose

T/C 50 or 54 YTD from previous pay period.

T/C 55 YTD from current pay period (reflects on Labour Cost Reports).

T/C 53 YTD: non-remit. Each one performs basically the same functions as outlined below, however there are some slight, but important, differences in the reporting features. Review the features of each option to ensure you have chosen the correct transaction code for each given situation. All year-to-date adjustment transaction codes ensure that:

• No payment is produced

• Only the earnings/deductions/hours advised are updated

• Multiple adjustments can be updated separately by using the date field and advising a different date for each set of entries. This produces an excellent audit trail

• Where indicated, deductions will be remitted for you if ADP normally remits on your company’s behalf to the appropriate government agencies

• Company portions of statutory deductions will be calculated should an employee portion be updated

• Insurable earnings (if any) are updated automatically to the previous pay period for ROE purposes unless otherwise advised on the input entry (EI over-ride on input screen)

• Year-to-date transaction codes work regardless of payroll status (active, inactive or terminated)


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Remitting YTD’s Transaction Code 50 & 54 The only difference between transaction code 50 and transaction code 54 is the timing of processing in relation to a separate payment (52). Your choice becomes critical if your employee is close to reaching maximum year-to-date deduction limit ie. Government Pension and the employee is also receiving a separate payment (T/C 52).

Reminder T/C 50 and 54: • Processed prior to current payments. • Adjustments made to statutory deductions will be remitted, if ADP remits for you. • Adjustment totals are printed in the YTD ADJ column on the Totals Report. • Adjustment totals are printed in the PREVIOUS DOLLARS column on the Totals

Recap Report. • Adjustment totals are printed in the ADJUST_DR/ADJUST_CR column on the Daily

Update Report. • Does not appear on the Labour Cost Report.


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Non Remitting YTD’s Transaction Code 53 The purpose of this transaction code is to adjust year-to-date totals without remitting the statutory deductions to the appropriate Governments. This transaction is typically used to update year-to-date values when a company is first converting to the ADP’s payroll system. In most cases, statutory deductions deducted up to the point of conversion had already been sent to the appropriate government agencies. Refer to Client Services if you need to use this transaction code on a regular payroll production.

Reminder

• Statutory deductions advised are not remitted by ADP. • Adjustment totals are printed in the YTD ADJ column on the Totals Report • Adjustment totals are printed in the PREVIOUS DOLLARS column on the Totals

Recap Report • Adjustment totals are printed in the YTD ADJ column on the Daily Update Report • Does not appear in Labour Cost Reports


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Labour Cost YTD’s Transaction Code 55 This year-to-date code works like 50 & 54 except that it also updates your Labour Cost Reports. The Labour Cost system is designed to store costs based on job number (cost centre) rather than the branch or department the employee is assigned to. This allows for extensive breakdown of cost to support your General Ledger entries. For more information, call Client Services.

Reminder • Processed after separate payment (52) but prior to current pay (56) adjustment

transactions. This is important to note, if your employee is close to reaching any maximum year-to-date deduction limits. ie. Government Pension or EI.

• Adjustments made to statutory deductions will be remitted, if ADP remits for you. • Adjustment totals are printed in the CURR ADJ column on the Totals Report. • Adjustment totals are printed in the PREVIOUS DOLLARS column on the Totals

Recap Report. • Adjustment totals are printed in the CURRENT column on the Daily Update Report. • Adjustments appear on Labour Cost Reports – refer to Appendix 3.


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Review Question Use the information in this simple example (a bi-weekly payroll) to complete the following exercises:

A manual cheque should be issued for an employee who's year-to-date CPP deduction is $20.00 less than the annual maximum deduction. In addition, he should also receive a separate payment (T/C code 52) for vacation pay. What transaction code should I use to ensure the manual cheque is updated before the separate payment?

T/C _______________


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Guided Practice: Year-to-Date Adjustments Donna Gilmore’s hours were missed last pay period. Her benefits were generated as they are independent of the time card hours (ENxx fields will generate their values as long as the employee is active). We have given her a manual cheque. Review the copy of the Payroll Register. Notice the impact on the ROE Information Report (below). The only earnings category that is reported insurable is the Board & Lodging Benefit ($50.00) and hours (0.00) in error.


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1. Update Donna’s file to include the following manual cheque information:

Category Hours Dollars

Earnings: Regular 80.00 1260.00 Overtime 1.50 35.44 Deductions: CPP 49.92 EI 30.27 FTAX 270.03 Union 12.00 Dental 5.75 Vision 7.55



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Since we are updating the manual cheque on the pay period following the error, the ADP system will assume the insurable period affected is the previous pay period. Notice the impact of the YTD adjustments on both the Payroll Register and the ROE Information Report. Insurable earnings from manual cheque have now

been added to the previous pay period.

Transaction type: ADJ = manual payment Blank = regular pay (T/C 85)

49|92

427|34 868|10


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Exercise: Year to Date Adjustments After reviewing the Payroll Register last pay, we discovered that Marie Paquette’s hours were keyed incorrectly. The direct deposit was stopped and a manual cheque was issued to pay Marie correctly. Correct Marie Paquette’s last pay using the charts below. Incorrect Payment:


Earnings: Regular 68.00 680.00 Deductions: CPP 28.55 EI 16.32 FTAX 91.80

Manual Cheque:


Earnings: Regular 58.00 580.00 Deductions: CPP 20.93 EI 12.76 FTAX 59.70



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When to use EI Override If you delay the update of the manual cheque (ie. update the manual cheque two pays after it was paid), the system will pass the insurable earnings to the incorrect pay period. The EI Override field of the Adjustment window allows you to indicate which pay period the insurable earnings belong to. Each pay period’s insurable earnings are stored on the ROE Information Report with a 2 digit pay period number beside it. Save the adjustment.


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Reversing Deductions There will be times when a deduction has been taken in error. The adjusting entry can be entered on the Earn/Dedn Adjustment tab. Enter the deduction with a negative value.

Access the Adjustment window.

Select the required Adjustment window.

Enter the negative adjustment details.

Save the record.


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Guided Practice: Reversing Deductions Donna Gilmore received her pay cheque. You will notice that she has a United Way deduction. This was a keying error as her deduction was only to be $5.00 for this pay only. We need to refund Donna the amount taken in error. The future deductions will remain at $10.00, so the employee option does not have to be corrected. 1. Enter the refund adjustment.

2. Save the adjusting entry.


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Entering Lump Sum Payments (T4As) Lump sum payments are periodic adjustments to earnings that are reported on the T4A (Releve 1 or 2 as required). The most common type of earning that fits in this category is a Retirement Allowance. A special earnings number is required for each type of T4A earnings.

• Lump Sum payments can be updated on any adjustment transaction code except T/C 91.

• If the payment was produced outside the payroll system, ensure a year-to-date

transaction code (50, 53, 54, 55) is selected. • If the payment is to be produced by ADP, use T/C 52 or 85 as required. The

payroll system is designed to deduct lump sum taxes according to the governments rates and automatically allocate the tax to the T4A.

• Use the Lump Sum screen/tab in your software to update entries to this type of

earnings to ensure lump sum taxes will be allocated to the proper tax form (see DC04 & DC05 in Appendix 1).

Lump Sum Tax Rates (except Quebec employees)

If the Payment is…

The Rate would

be.... up to $5,000

10%

$5,001 but not exceeding $15,000

20%

$15,001 and over

30%

Lump Sum Tax Rates (Quebec employees only)

If the Payment is…

The Rates would be....

FEDERAL

PROVINCIAL Up to $5,000 5% 16% $5,001 but not exceeding $15,000 10% 20% $15,001 and over 15% 20%


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It is important to know which tax form an earnings category must print on. This will ensure you select the appropriate input screen in your software. The following is provided as a sample of some common earnings and their tax form reporting requirements. Refer to an accredited payroll manual or government publication for complete information.

Earnings Type

Which Tax Form to use….

T4 (use regular adjustment

screen)

T4A, and Releve 1 Box O or Releve 2

for Quebec employees (use Lump Sum screen)

Commission X

Retirement Allowance – eligible for roll-over to an RRSP X

Bonus X

Regular salary X

Payout from a Deferred Profit Sharing Plan (DPSP) X

Overtime X

Retirement Allowance – ineligible for rollover to an RRSP X

Shift Premiums X

Vacation Pay X

Pay in Lieu of Notice X


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Entering Payments on the Lump Sum Tab Earnings categories are pre-programmed on the ADP system to print in specific boxes on government tax forms at the end of the year. Certain earnings are required to print on a T4A, Box O on the Reléve 1 or on the Reléve 2. If payments to these earnings are processed in such a way that tax is automatically calculated, the ADP system will deduct tax according to the required lump sum tax rates (varies depending on the amount of the payment). The taxes will be designated as lump sum taxes to ensure they print in the proper box on the special tax forms. Special care must be taken whenever you process year-to-date adjustments (transaction codes 50, 53, 54, 55) or separate payments (transaction code 52) to these types of earnings. The Lump Sum window is designed specifically for this purpose. Any taxes updated on this window will be added to the mnemonics DC04 (Federal Tax) and DC05 (Provincial Tax). At year-end, the system will reduce the total tax deducted from the employee by these amounts before printing the taxes on the T4. DC04 & DC05 represent special lump sum taxes and will print on the appropriate tax forms.

Used to update payments that appear on a T4A such as Retirement Allowances. All taxes updated on this window will add to the lump sum tax indicators (DC04 & DC05) ensuring that taxes are split between the tax forms properly at year-end


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Guided Practice: Lump Sum Tab Enter the lump sum adjustment to pay Gregory Coutts a Retiring Allowance (not eligible for roll-over to an RRSP and therefore taxable) on a separate payment. He is to receive $6000.00 less $1200.00 in Federal Tax. 1. Click the Lump Sum tab.




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Adjusting Employment Insurance History The EI History tab is used to maintain the historical information on the ROE Information Report. Insurable earnings information is extracted on a “pay by pay” basis and tracked for future production of Record of Employment forms.

By law, ROEs must be produced within 5 calendar days of an interruption in earnings. ADP offers the option to produce ROEs on request or automatically on termination. ROEs produced by ADP are generated with the payroll production and so may not meet this legislated turn-around time. As a result, some companies produce their own ROEs based on the information provided on the ROE Information Report produced each pay period. It is important to maintain accurate information by employee in the event an ROE is required.


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Entering Adjustments for Previously Transferred Employees Use the Previously Transferred Employee window to make adjustments to a transferred employee’s prior personal information, year-to-date information, or lump sum (T4A) information. There are three tabs in this window to accommodate each type of change/adjustment. The Previously Transferred Employees window is accessed by clicking Payroll | Input | Previously Transferred Employees. When you open the list of employees (using the down arrow button) you will only see the previous I.D. of the employees that you have transferred.

Changes to Personal Information Use the Changes tab to make adjustments to a transferred employee's personal information, such as address or employee type.

Adjustments to Year to Date Information Use the Adjustments tab to make adjustments to a transferred employee's year to date information.

Adjustments to Lump Sum (T4A) Information Use the Lump Sum Adj. tab to make adjustments to a transferred employee's lump sum (T4A) information.


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Wrap Up You have now completed Entering Adjustment Data. You should now be able to:

o Current pay adjustments are effective only for the current pay period. They are done to increase or decrease earnings or deductions on an employees' regular payment

o Separate Payments can be entered to replace an employees' regular payment or to pay an employee in addition to their regular payment

o There are various Year-To-Date Adjustments transactions that can be achieved in PaySpecialist to correct the financial history of your employees

o Lump sum payments are periodic entries that should only be entered on the Lump Sum tab if they need to be printed on a T4A form

o The Employment Insurance History information stored in PaySpecialist is used to maintain information for your employees' Record of Employment. Both permanent and incremental changes can be made

o Adjustments can be made to the personal, payment and lump sum information of previously transferred employees


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Notes


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Notes

6 Requesting Records of Employment

Introduction By law, Records of employment must be completed 5 days after an employee has received their last pay. You can complete the ROE form manually or you can request Records of Employment from the ADP mainframe.


1. Accessing the Record of Employment window 2. Generating a list of employees 3. Specifying information for the ROE


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Accessing the Record of Employment Window The ROE Direct Filing feature allows ADP Canada to file your Record of Employment Data to the HRSDC electronically using direct file transfers on behalf of employers. To participate in this option you must contact your Client Service Representative and sign an HRSDC agreement. When the agreement is signed, the ROE Direct filing feature will be activated and you will be able to use the ROE window.

Access the ROE window by selecting Employee | ROE The ROE window contains two tabs: The Employee tab is used to build a list of employees for whom you wish to request Records of Employment. The Employee tab contains four tabs: • Company • Branch • Department • Other Use each tab to select the criteria of the employees to which you would like to issue Records of Employment.

Important By law, Records of employment must be completed 5 days after an employee has received their last pay. You can complete the ROE form manually or you can request Records of Employment from the ADP mainframe.

Access the ROE window.

Generate a list of employees.

Enter ROE information for each employee.

Save the records.


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Criteria is selected by using the arrow buttons:

Moves a highlighted item from the Available list to the Selected list Moves all highlighted items from the Available list to the Selected list Moves a highlighted item from the Selected list to the Available list Moves all highlighted items from the Selected list to the Available list


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Guided Practice: Generating a list of employees 1. Highlight company 8759 and click the right arrow button. Your selection will appear in the selected

list. 2. Highlight Branch 3 and click the right arrow button. 3. Ensure that only the Terminated payroll status is checked. 4. After you have specified all of the criteria click Find to generate your list of employees.

From the generated list, you can select the employees that require an ROE. The list is sorted by employee number. Clicking on the column heading of any field will sort the list in ascending order.

5. Click the Last Name column heading to sort the results.

From the generated list, you can select the employees that require an ROE. This list can be sorted to ease the data entry process.

6. Select the first four employee records.


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Guided Practice: Specifying information for the ROE Now that you have your list of employees, the next step is to complete the ROE tab. 1. Click or choose an Employee | Other | Last Name | Find | Highlight | ROE tab The ROE tab is used to select the information you want to include on each employees ROE. The ROE tab contains three tabs: • General • Vacation/Stat./Other Monies • Sick Leave/Wage Loss

The fields in these tabs correspond directly with the fields of the Record of Employment form. 2. Enter the required information for each individual employee.


PaySpecialist 204

ROE Report for Francine Appleton

ROE Request 1 - Produce ROE and print employee on separate page of ROE Information Report

Reason for Issue

M

First Day Worked

02/02/1999

Last Day Paid 06/03/2005

Pay Period End Date

06/10/2005

Expected Date of Return

N

Occupation Customer Support

Vacation Pay $215.36


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ROE Report for Nigel Copperton

ROE Request 0 - Do Not Produce ROE

Reason for Issue N

First Day Worked 02/15/1992


Pay Period End Date 07/29/2005


01/29/2006

Occupation Mechanic

Vacation Pay Nil


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ROE Report for Gregory Coutts

ROE Request 0 - Do Not Produce ROE

Reason for Issue C





05/01/2006

Occupation Newspaper Delivery



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ROE Report for Jacques Cretian

ROE Request 2 - Do not produce ROE but print employee on separate page of ROE Information Report

Reason for Issue B





N

Occupation Postal Clerk


3. Once you have completed an employees’ ROE click the Next Emp or Prev Emp buttons to move through your list of employees.

4. When you have finished entering the ROE information for all employees in your list, click OK.


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Review Question Look at Marie Paquette’s last pay of 2000 (PP26) on the ROE Information Report.

It appears to be much higher than normal (almost twice as much money and hours). Does Marie’s ROE Information Report showed blank in another pay period? How would we change the report in PaySpecialist? (Enter the adjustments on the correct window, also write them in your book for later reference)

Last pay of 2000 larger than normal


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If there was no interruption in earnings and it turns out that this was due to accumulated overtime being paid out, how would we fix the ROE Information Report?

______________________________________________________________________________________________________________________________________________________________________________________________________________________________


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Wrap Up You have now completed Requesting Records of Employment. You should have learned that:

o Records of employment can be created using PaySpecialist only by clients that have signed the HRSDC agreement

o Customized lists of employees can be generated based on the search criteria that you select

o Information entered on the ROE tab coincide directly with the fields of the Record of Employment form, ensuring that they will be completed correctly


PaySpecialist 211

Notes


PaySpecialist 212

Notes


PaySpecialist 213

7 Transmitting Payroll Input Files to ADP

Introduction You are ready to transmit your payroll entries to the ADP system. PaySpecialist allows you to transmit the file, edit your entries based on edit reports, correct any errors or add additional entries prior to releasing your payroll for production.


1. Selecting Pay Period Dates 2. Preparing Your Transactions 3. Transmitting Your Payroll Input File 4. Cleaning Up Your Transactions


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Transmit Input File Process Once the payroll input is complete, you are ready to transmit your payroll entries for editing purposes to the ADP system. PaySpecialist allows you to transmit the file, edit your entries based on specially designed edit reports, correct any errors or add additional entries prior to releasing the payroll for production. It is good practice to transmit and verify your payroll transactions throughout the pay period, rather than leaving everything to the end. Multiple transmissions are allowed.

Overview of the Steps in Transmitting 1. Select the Pay Period Dates, which include other details relating to the current payroll. This only

has to be done with the first transmission of each pay period. When multiple transmissions are used this step only has to be done once.

2. Prepare transactions for transmission (generates entries to be sent and creates/adds the header details (called the header record) that tells the ADP system how to deal with the entries).

3. Communicate with the ADP system using PayConnexion, and transmit the appropriate payroll file.

4. Wait 15 minutes (allows time for edit reports to be produced).

5. Communicate with the ADP system to review/print/receive the payroll edit reports.

6. If the payroll file transmitted, is error free and no further input is required, confirm payroll is ready for production, by selecting Submit Totals.

7. If further input is required, key any additional input or correcting entries and transmit to the ADP system again. When the payroll file is ready for production, Submit Totals.

8. Clean-up Transactions. This will delete all entries that were generated since the last time you cleaned up transactions. You must clean up transactions at the end of each pay period, before you enter any updates for the next pay period.

9. However, it is at times recommended, that you clean up after every successful transmission. This keeps files on your PC from becoming too large and also avoids sending duplicate transactions to the ADP system.


PaySpecialist 215

Guided Practice: Selecting a Pay Period Transaction Code 60

1. Select Payroll from the menu.

2. Select Processing | Select Pay Period Dates.

The Select Pay Period Dates window will display.


PaySpecialist 216

3. Click the Add Line button. An empty Pay Period line will display.

4. Using the down-arrow, select the appropriate pay period dates for Company Number 8759. The menu option Select Pay Period Dates is only used with your first transmission of each pay period. If you send your first transmission without selecting Pay Dates, your edit reports cannot be received. The remaining details of the Pay Period line will be populated from the information saved in the Pay Period profile. If necessary, you can edit the details of the fields that are not gray.

5. Save this entry and exit back to the PaySpecialist main menu.

Important Note

Multiple Pay Period lines can be added. However, payroll transactions will be associated with the most recent pay period that has not been processed.

Notice that the Gen. Field is blank, a checkmark in this field will

identify that the transactions associated with the pay period have been processed.


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Access the Prepare Transactions window.

Select the input file you wish to transmit.

Select the entries.

Select the result of the transmission.

Delete any batches.

Preparing Your Transactions Once you have entered payroll information for the pay period, you need to:

1. Choose the name of the file you want to transmit to the ADP system. 2. Choose what entries you want to transmit. 3. Choose the way you want the ADP system to deal with the entries you transmit.


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Choosing a file name for transmission is the first step. The file name should include the entire path, including the drive letter. If you want to use an existing file name, click on the Browse button to open a standard Windows “Open File” box, which will allow you to choose the drive and file name for your file. Note that you should not re-use a file name from the same pay period. If you do, you will overwrite the information in the original file. You can choose your own file naming convention, and use it to maintain a useful record of your transmissions. It is important to retain all transmissions for a pay period until your payroll has been verified, in case you need to re-transmit a file to the ADP system.

Once you have made these choices, PaySpecialist needs to:

1. Collect the entries you have chosen from the PaySpecialist database. 2. Transform these entries into a format that the ADP system understands. 3. Add “header” information that tells the ADP system how to deal with the entries. 4. Create a file to transmit to the ADP system.


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Guided Practice: Preparing Your Transactions

1. Select Payroll | Processing | Prepare Transactions.

2. Enter the file name of C:\images\TRANSMIT.001 for the 1st transmission. (TRANSMIT.002 for the 2nd run etc)

Sites are a way of organizing groups of companies for organizational or security reasons. Site Numbers are assigned by your ADP support team. A maximum of 10 company numbers can be assigned to one site. Even if you have only one company number, remember to select it from the list, or no entries will be generated.

3. Enter the Site Number D055. Highlight the Company Number 8759. Choose which Employee Entries and Company Entries to transmit. PaySpecialist generates a file based on the choices you’ve made in this window and the changes in the PaySpecialist database since the last generation. To do this, PaySpecialist gathers the transactions that meet the criteria you have specified from the database, transforms these transactions into a language that the ADP system understands, and writes them to the file that you have named. Employee entries will generate from the following windows:

Add Employee View/Change Employee Transfer Employee Current Pay Adjustments Previously Transferred Employees Company entries will generate from the following windows:

Company Options Company Labour Cost Select Pay Period Dates Entry choices are: • New Only generates those entries for which the Generator Flag is clear. This is the most

common choice and the default setting in PaySpecialist. • All regenerate and transmit all payroll entries. It should only be used on the advice of your ADP

support team. • None does not generate and transmit any entries.


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4. In the Employee Entries box and the Company Entries box, ensure New Only is selected. In the Request Type box you will choose the way you want your transmission to be processed, and what reports you want to receive from ADP.

The choices are as follows: 1. Payroll Edit Reports This is the most common selection. The ADP system will

provide the following three reports:

a. Preprocessor Report Lists all records that have been added to or deleted from the ADP system. It also provides the total number of records that have been submitted.

b. Transaction Proof Report Lists all transactions processed by the ADP system for

your company for the pay period. It also highlights any errors that were detected.

c. Totals Recap Report It shows current totals for salaries, rates, active

employees and payments. 2. Transaction List Only This option provides a list of transactions on the preprocessor.

No Transaction Proof or Totals Recap Report Received. 3. Preprocessor Report Only Lists all records that have been added to or deleted from the

ADP system. It also provides the total number of records that have been submitted.

4. Test Transmission Only Allows ADP to test your transmission without adding anything to

your file.


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5. Select the Payroll Edit Reports request type. These reports are available 15 minutes after the input file has been transmitted.

If you have selected Payroll Edit Reports or Transaction List Only, you must choose a Request Options to identify whether you want these reports for all companies within a site, for selected companies, or for selected batches. Choices are: All Company(s) All companies attached to this site number Selected Company(s) Choose specific companies by entering company number(s) in the

Company(s) list box. Selected Batch(s) Choose specific batches by entering batch number(s) in the Batch(s)

list.

Preprocessor Report Tip If you wish to receive a "totals only" preprocessor report, which does not contain all details of the records, click on the Preprocessor Totals Only check box.


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6. Select the Selected Company(s) Request Option and highlight company number 8759. There will be times when you will want to delete entries from a previous transmission. The details of the specific batch and line entries need to be entered in the Batch Deletions box. • Enter the batch number • The starting sequence number within the batch as shown on the Preprocessor Report or

Transaction Proof Report • The ending sequence number within the batch as shown on the Preprocessor Report or

Transaction Proof Report.

7. Leave the Batch Deletions box blank.

8. Once complete, click on OK to generate the payroll file. Write down the number of payroll records created to confirm on the preprocessor report.


PaySpecialist 223

Exercise: Prepare Your Transactions Your company is preparing to transmit to ADP the second batch of payroll entries. In the first batch an entry for commission payment (earnings 14) was incorrectly submitted for Mr. Robinson. You must delete this entry. Use the Transaction Proof Report to assist you.

Using the window sample below, prepare the deletion part of the window with the correct deletion entries.


PaySpecialist 224

Transmitting Your Payroll Input File Selecting PayConnexion from the Launch pad automatically launches your default Internet browser. The next series of steps will explain the procedures to transmit your selected payroll file to ADP for processing and production of edit reports:

IMPORTANT At this point you will need to reference this training manual only, as there is not an option to transmit into the payroll ADP system from the training classroom.

Access PayConnexion.

Select input file to transmit.

Transmit input file.

Wait 15 min. to view any reports.

Log out of PayConnexion.


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2. Click on Payroll, Processing and select Communicate with ADP Canada….

3. Your internet browser opens a window: http://payconnexion.adp.ca. Select your language of

preference, English or French, based on the welcome message.

http://payconnexion.adp.ca/


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4. A new window opens. Enter the following login information: User ID, Password, and Client #. Click on LOGIN.

5. The Home page of PayConnexion will display. Legislative Updates and ADP Client

Communication Bulletins can be downloaded from here


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Navigating in PayConnexion Home- access Payconnexion Home Page. Change Current Site – provides ability to change sites while remaining logged into PayConnexion. Transmit Payrolls – provides ability to transmit files produced when the user prepared or generated payroll transactions or Expanded Custom Report (ECR) requests. Reports – provides ability to view results of transmitted files. View Current Reports:

View the reports created with the most recent transmission request without downloading the data to the hard drive.

Print the reports created with the most recent transmission request without downloading the report to the hard-drive.

Receive the reports created with the most recent transmission request and save the data to the hard drive.

View Archive Reports:

View the reports created with the previous transmission request without downloading the data to the hard drive. Print the reports created with the previous transmission request without downloading the report to the hard-drive. Receive the reports created with the previous and save the data to the hard drive.

Totals:

Submit Current totals - provides ability to submit Current total record counts for processing. Submit Year End totals - provides ability to submit Year End total record counts for processing.

User Profile:

Change Password-provides ability to change user password

User Information- provides ability to change user profile information


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The following is a brief explanation of each option:

Transmit Payroll The Transmit Payroll File window will display for you to enter the drive letter, directory and file name of the payroll file created in PaySpecialist (e.g. C:\images\payrollCMP1). Once the appropriate file is located and selected, you click on Transmit to send the transactions to ADP. You will receive a message “Your payroll file was transmitted” with the file name and directory along with the date, time and transmission confirmation number. You can then log-out and wait 15 minutes to allow the ADP system to prepare your edit report(s) request.

Confirmation Message:


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View Current Reports 1. After waiting the required 15 minutes for processing, log back in and select the option View

Current Reports, from the left menu, to either view or download the reports.

2. The View Current Reports screen Information section will display the following data associated with the available reports: File Name Folder Name Transmission Date Transmission Time (Eastern Time) Confirmation Number (assigned when the file was transmit)

To open the report (file) to view or print, click on the VIEW button.

3. Adobe Acrobat Reader opens. You may: Review the report contents on screen. Print the report using the Adobe Acrobat Reader Toolbar. Save the report using the Adobe Acrobat Reader Tool bar.

Reports can be downloaded after viewing, and saved to the PC’s hard-drive (or a secure drive on the LAN) for future reference. As the reports take up space on your hard-drive, only download the necessary ones.


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Sample of viewing a report.


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Preprocessor Transaction Log and Warning Report The Preprocessor Transaction Log and Warning Report is an edit of the actual file that was transmitted.


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Preprocessor Log Continued

At the end of the report, you will find the total for each batch and the grand total of all batches. The grand total by company number (printed at the bottom) is the totals that you will submit.


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Transaction Proof Report This report lists all the entries submitted for processing for the current payroll run and provides an edit on those entries by employee. This report prints in branch, department and employee number order.


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Totals Recap Report This report summarizes the financial entries processed for the current payroll.


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page 2

page 3


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Viewing Archive Reports

1. Expand the Reports menu on the left menu bar by clicking on the “+” symbol. 2. Select View Archive Reports. 3. The View Archive Reports screen Information section will provide you with the following

information associated with the reports resulting from the transmission prior to your most recent one. File Name Folder Name Transmission Date Transmission Time (Eastern Time) Confirmation Number (assigned when the file was transmit)

4. You may View or Download the reports. Click View next to the report you wish to view/print.


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5. Adobe Acrobat Reader opens. You may choose to: Review the report contents on screen. Print the report using the Adobe Acrobat Reader Toolbar. Save the report using the Adobe Acrobat Reader Tool bar.


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Troubleshooting Error Messages After transmitting your payroll input file and reviewing your edit reports, you may have transmitted payroll data that contained errors. Edit reports are used to help you determine what and where errors were made in your input file. See Appendix 5 Transaction Proof Report Errors for a list of possible errors. Each error message will display the level of urgency using asterisks. Warnings let you know that data is missing or could be invalid, but it does not stop the payroll from processing. Warning with Default values will let you know that data could be invalid, and it will replace the old value with the default value allowing the employees’ pay to be processed. Rejected transactions will stop the transaction from being processed in the payroll. Levels Of Urgency

• * Warning, pay is processed • ** Warning and Default value will be used, pay is processed • *** Transaction Rejected, pay is not processed

Common Transaction Proof Error Messages:

• Account Number Invalid • Control Card Previously Accepted • Gross Pay $XXXX.XX Outside Range Limit • Net Pay of $XXXX.XX Outside Range Limit • Pay 85 Invalid, Empl Not Active


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Reading Error Messages Here is a sample of an error on the Transaction Proof Report:

Error Message Meaning

*** Urgent error, must be fixed otherwise employee will not be paid.

PAY 85 INVALID, EMPL NOT ACTIVE T/C 85 was submitted for an employee that was not active at the point of processing.

87591500

Employee belongs to company 8759, Branch 1, Department 500

011 Employee number 011

85 Employee was being paid regular payment using Transaction Code 85.

0100020000000000000000000000000 Transaction value submitted

00001 Batch number

000027 Sequence number


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Guided Practice: Troubleshooting Data Entry Errors

Highlighted in green are some of the common errors found on the Transaction Proof Report.

1. Fill in the blanks of the Error Message and Meaning table. Use Appendix 5 Transaction Proof Report Errors to define the error message and explanation.

2. Describe a solution for fixing the problem and execute the solution using the transmit simulation.

Error Message Explanation

Urgent error, must be fixed otherwise employee will not be paid.

T/C 85 was submitted for an employee that was not active at the point of processing.

87591500

Employee number

Employee was being paid regular payment using Transaction Code 85.

0100020000000000000000000000000

Batch number

Sequence number

Solution

Access Window:

Access Tab:

Mnemonic/ Field Name:

Transaction Code:

Value:


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***

SPEC 91 INVALID, EMPL NOT ACTIVE

87591500

011

91

05050100001 000000 Transaction value submitted

Batch number

Sequence number

Solution

Access Window:

Access Tab:


Transaction Code:

Value:


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***

Net pay of zero was calculated for an active employee

87592100

Employee number

99 Transaction Code

N/A Transaction value submitted

N/A Batch number

N/A Sequence number

Solution

Access Window:

Access Tab:


Transaction Code:

Value:


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***

ZERO NET PAY

87592100

015 Employee number

99 Transaction Code

Transaction value submitted

Batch number

Sequence number

Solution

Access Window:

Access Tab:


Transaction Code:

Value:


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**

No social insurance number was entered or did not pass the check digit verification.

Employee belongs to company 8759, Branch 2, Department 100

Employee number

Add new employee transaction code.


Batch number

Sequence number

Solution

Access Window:

Access Tab:


Transaction Code:

Value:


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Deleting Transactions Each transaction that is transmitted to ADP using PayConnexion is assigned a batch and sequence number. Submitted transactions can be removed by entering the batch number and sequence number on the Prepare Transactions window then resubmitting the input file to PayConnexion.


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Guided Practice: Deleting Transactions Donna Gilmore federal tax was paid a negative $1200.00 accidentally. Highlighted in green is the error found on the Transaction Proof Report that indicates this problem.

1. Fill in the blanks of the Error Message and Meaning table. Use Appendix 5 Transaction Proof Report Errors to define the error message and explanation.

2. Describe a solution for fixing the problem and execute the solution using the transmit

simulation.


*

Net value of the pay is outside the established range limits.

Employee number

Transaction Code


Batch number

Sequence number

Solution

Access Window:

Access Tab:

Mnemonic/ Field Name: N/A

Transaction Code:

Value:


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Guided Practice: Resubmitting Corrected Transactions

1. After entering the batch deletion, save the file c:\images\Transmit.002 2. Click OK. 3. Access PayConnexion and login. 4. Select English. 5. Click Transmit Payroll. 6. Browse your file system for C:\images\Transmit.002 7. Click Transmit to resubmit the transactions to ADP.

You will receive a message “Your payroll file was transmitted” and the file name and directory along with the date, time and transmission confirmation number. You can then log-out and wait 15 minutes to allow the ADP system to prepare your edit report(s) request.

8. After waiting the required 15 minutes for processing, log back in and select View Current Reports to view/print the edit reports.

9. Select the Preprocessor Transaction Log and Warning Report. 10. Notice that the error messages have been corrected.


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Submitting Current Totals Once all payroll processing is complete, PayConnexion allows you to transmit a confirmation of the number of payroll records in your site. This confirmation must be received by a pre-arranged date and time to ensure your payroll is processed as scheduled. The number of records submitted must match the number of records on file before ADP is able to process your payroll.

1. Ensure you have performed all audit processes prior to submitting totals for processing. 2. Expand the Totals menu on the left menu bar by clicking on the “+” symbol. 3. Select Submit Current Totals.

4. Enter the Number of records to be processed by Company Code. 5. Click Continue.

NOTE: A screen asking you to confirm the number of records will display. Verify your total records against the most recent preprocessor report totals.


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6. Click Submit. A confirmation window will show

date time (Eastern time) submission confirmation number

Keep this information for your records. Your payroll records will be processed with your next scheduled processing date.


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Submitting Year-End Totals

1. Ensure you have performed all audit processes prior to submitting totals for processing. 2. Expand the Totals menu on the left menu bar by clicking on the “+” symbol. 3. Select Submit Year-end Totals.

4. Enter the Number of Records to be processed by Company Code. 5. Click Continue.

NOTE: A screen asking you to confirm the number of records will display. Verify your total records against the most recent preprocessor report totals.


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6. Click Submit. A confirmation window will display: date time (Eastern time) submission confirmation number

Keep this information for your records.


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Logout Once you have submitted your totals, you should log-out of the web site. PayConnexion will automatically log you out if there is 15 minutes of inactivity. Pop-up windows will allow internet users to log out of this web site and continue to browse through other internet web sites while your payroll reports are processing. Simply log back in through PaySpecialist or by typing in the appropriate web address: http://payconnexion.adp.ca if you are still on the Internet.

http://payconnexion.adp.ca/


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Cleaning Up Your Transactions Use the Cleaning Up Transactions window to delete all entries that were generated since the last time you cleaned up transactions. The clean up process avoids sending duplicate transactions to the ADP payroll system, and keeps files on your PC from becoming too large. You must clean up transactions at the end of each pay period, before you enter any updates for the next pay period. It is recommended at times, that you clean-up after every successful transmission, to avoid having too large a file. You must verify all your edit reports before cleaning up the transactions. Cleaning up transactions at the wrong time could affect your ability to “undo” errors with respect to new hires, salary or rate calculations, and employee transfers.


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Guided Practice: Cleaning Up Your Transactions

1. Select Payroll | Processing | Clean Up Transactions.

2. Choose Company Number 8759 by clicking on the appropriate line(s) in the list box.

3. Click on OK to begin the clean up. A pop-up window appears, informing you of the progress of the clean up process.

4. Exit the Cleaning Up Transactions window.

The Clean Up Transactions window is designed to change the Gen Flag box from a “bold” colored check mark to a “grayed out” check mark. This ensured the entries that have been successfully transmitted to your site cannot be inadvertently transmitted again.


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Wrap Up You have now completed Transmitting Payroll Input. You should now be able to:

o Create your payroll input file based on criteria that you selected. Then transmit that file to the ADP system using PayConnexion.

o Request useful edit reports that help you identify errors in your payroll file before processing.

o Correct entries in your payroll input file and retransmit those files to the ADP system for processing.

o Clean up your transaction files to reduce the size of files on your PC and to avoid sending duplicate records.


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Notes


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Notes

8

Closing and Evaluation

Introduction Congratulations! You have now completed all topics in the Introduction to PaySpecialist course. In this final chapter, you will review the course objectives and complete a course evaluation.

List of Topics:

• Getting Started with ADP • Navigating PaySpecialist • Maintaining Employee Data • Entering Payroll Data • Adjusting Payroll Data • Issuing Records of Employment • Transmitting Payroll Input • Course Evaluation • Next Steps


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Knowledge Checklist Introduction to PaySpecialist is the first course in the PaySpecialist curriculum. You have now built upon your knowledge of PaySpecialist and had an opportunity to explore the tools available to effectively and efficiently manage your payroll tasks.

You should now be able to… Effectively use the PaySpecialist features and functions to complete a basic payroll input

If you have any further questions or concerns, please discuss with your instructor before leaving class. Thank you for participating in today’s workshop!


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Next Steps

PaySpecialist – Learning Modules Register online for the PaySpeciailst Learning Modules used in class today. These modules will be available at your office and can be referenced at any time. To register, visit http://www.adp.ca/training/learningmodules/index.html

PaySpecialist – System Tools

This workshop will provide users of the PaySpecialist software with the basic information needed to effectively perform the system tools. The tools you will learn include exports, imports, group deletes and group updates. How to use the Formula Builder WHERE clause will be discussed throughout this workshop. Hands-on exercises will give participants practice using these tools. Payroll Totals (PayTots) is an optional download from the ADP system of your current amounts for earnings, hours, and deductions. This file download process, use for viewing/reporting and using the Quick Worksheet will be reviewed. Learn how to create your own Custom Grid for easier New Hire and Payroll Data input.

PaySpecialist – Year End Software Tips

Offered in December each year, this self led webinar or instructor led webinar workshop focuses on the windows required to update your database annually. You will also learn how to effectively submit last minute changes to employee’s tax forms. This workshop gives you hands on practice of those once-a-year entries.


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Notes


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Appendix 1 – Mnemonics Listing

The following chart provides a brief description of most mnemonics you may encounter when using the ADP payroll system.

Mnemonic Description Values ADR1 Employee’s address – line 1 (street) Alpha-numeric (max 24 positions) ADR2 Employee’s address – line 2 (city) Alpha-numeric (max 24 positions) ADR3 Employee’s address – line 3 (province/postal

code) Alpha-numeric (max. 24 positions) – last 7 positions represent postal code

BRTH Employee’s date of birth. Influences participation in CPP/QPP

Input on software as MM/DD/YYYY; converted to YYYYMMDD for mainframe.

DA01 Annual maximum CPP/QPP contributions; prorated in the year when an employee turns 18 or 70 (18 for QPP).

System generated $$$$$$cc

DA03 EI Annual Premium Maximum System generated DA04 Optional extra Federal Tax (in additional to

regular tax calculation) Dollar amount or percentage depending on DS04

DA05 Optional extra Quebec Provincial Tax (in additional to regular tax calculation)

Dollar amount or percentage depending on DS05

DA02, DA06-DA96

Unique to each payroll

DB03 Employee’s EI Premiums Paid Elsewhere: system saves the EI premiums paid through the old ID when an employee is transferred through 40KEEP (2 tax forms) so ensure the annual maximum deduction is not exceeded.

System generated $$$$$$cc

DB04 Federal Income Tax Annual Tax Credit (from TD1)

$$$$$$cc. Defaults to basic single

DB05 Provincial Income Tax Annual Tax Credit (from provincial version of the TD1 or TP-1015.V in Quebec)

$$$$$$cc. Defaults to basic single based on PREM

DB07-DB96 Unique to each payroll set up DCCD Employee’s payment type for their net pay. C = Cheque

D = Deposit (see also DPNO) DC01 Reserved for total of all deductions in arrears

(if specially programmed) $$$$$$cc

DC03 Company contributions to EI on each payment Created by the system $$$$$$cc DC04 YTD Federal Tax deducted from lump sum

payments (T4A). Created automatically by using the lump sum adjustment screen on input.

$$$$$$cc

DC05 YTD Quebec Tax deducted from lump sum payments (Releve 1 box O or Releve 2). Created automatically by using the lump sum adjustment screen on input.

$$$$$$cc

DC07-DC96 Unique to each payroll set up DD03 YTD Employer EI contributions. Accumulated

by the system. $$$$$$cc

DD04 Federal Income Tax Prescribed Area exemption – reduces Federal Taxable Income.

$$$$$$cc


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Mnemonic Description Values DD05 Other Quebec Annual Tax Deductions –

reduces Provincial Taxable Income. Reset to zero on the 1st pay of the new year.

$$$$$$cc

DD06 Current Company QHSF/ONT EHT contributions generated by the system (on each record).

$$$$$$cc

DD07 YTD Company QHSF/ONT EHT contributions accumulated by the system.

$$$$$$cc

DD08-DD96 Unique to each payroll set up. DN01 CPP/QPP contribution rate (i.e. 4.7%) generated

by the system. i.e. 00047000

DN03 Employee EI contribution rate generated by the system i.e. 2.2%

i.e.00000220

DN04 Federal Income Tax Fixed Tax Credits such as eligible pension income/tuition fees/education amounts from TD1.

$$$$$$cc

DN05 Provincial Tax Credits Other – stores special tax credits authorized by CCRA (all provinces) and MRQ (Quebec only). Increases the provincial tax credits thereby reducing the provincial portion of tax. Reset to zero on the 1st pay of the new year.

$$$$$$cc

DN06 QHSF/ONT EHT contribution rate i.e. 1.95% for EHT or 4.26% for QHSF.

i.e. 00019500 or 00042600

DN02, DN07-DN96

Unique to each payroll

DPNO Employee’s Net Pay Account. When DCCD = D, net pay is deposited to this bank account. See also SVNO (savings deduction).

pos 01-03 = bank, pos. 04-08 = branch pos 09-20 = account #

DPSP DPSP registration number (for printing on T4) 7 digit numeric value DS04 DS04 con't

Federal Income Tax participation switch. Controls the method of calculating statutory deductions (PREM or PRES) and how the DA04 is interpreted. The standard value is “0”. Do not process entries to this mnemonic unless advised by ADP. Federal Income Tax participation switch con't.

0 = taken deduction where appropriate (default value) 1 = do not take deduction (use only if advised by ADP) 2 = take deduction; DA04 contains a four digit % for extra tax rather an extra dollar amount (use only if advised by ADP). 3 = take deduction; DA04 contains a fixed dollar amount that is subtracted from the current calculation (acts like a rebate - use only if advised by ADP). 4 = take deduction but calculate based on PRES if PREM ! 02 (works outside Quebec). DA04 may contain a $$ amount for extra tax. (use only if advised by ADP). 5 = take deduction but calculate based on PRES if PREM ! 02 (works outside Quebec). DA04 contains a


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Mnemonic Description Values % for extra tax ( use only if advised by ADP). 6 = take deduction but calculate based on PRES if PREM ! 02 (works outside Quebec). DA04 may contain a $$ amount that is subtracted from the current calculation (acts like a rebate - use only if advised by ADP).

DS05 Provincial Income Tax participation switch. Controls the method of interpreting how DA05 (extra Quebec Tax) is interpreted. The standard value is “0”. Do not process entries to this mnemonic unless advised by ADP.

0 = take deduction where appropriate 1 = do not take Quebec Provincial Tax 2 = Take deduction, DA05 contains % for extra Quebec taxes 3 = Take deduction, DA05 contains a fixed $$ amount to be subtracted from the current calculation (acts like a rebate - use only if advised by ADP).

DS01-DS96 Deduction switches – unique to each payroll set up. Do not process entries to this mnemonic unless advised by ADP.

0 = on 1 = off

EA01-EA96 Unique to each payroll set up EB01-EB96 Unique to each payroll set up EE01-EE53 EI insurable earnings for the current year’s pay

periods. EE01 represents the 1st pay of the current year. Appears on the ROE Information Report (used to produce ROEs on termination)

$$$$cc

EFID Contains employee’s previous ID if transferred via 40 KEEP (2 tax form transfer). System generated

Pos 01-04 = previous Co # Pos 05-05 = previous branch # Pos 06-11 = previous dept # Pos 12-20 = previous employee #

EH01-EH53 EI insurable hours for the current year’s pay periods. EH01 represents the 1st pay of the current year. Appears on the ROE Information Report (used to produce ROEs on termination)

####.##

EINC Identifies 2 digit code that prints on the Releve 1 to identify the type of earnings that prints in Box O. NOTE: RJ prints in Box O automatically if a Retirement Allowance earnings is used.

2 digit alpha-numeric value

ELCF Federal Labour Sponsored Funds Tax Credit $$$$$$cc ELCP Provincial Labour Sponsored Funds Tax

Credit $$$$$$cc

ELCQ Quebec Labour Sponsored Funds Tax Credit $$$$$$cc ELTP Employee Language Type. Determines the

language used to print earnings and deduction names on the employee’s pay statement

0 = use the alternate language headings stored in a separate list on the company masterfile. 1 = use the earnings/deduction


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Mnemonic Description Values names stored within each earnings/deduction set up on the company masterfile.

EM01-EM99 Miscellaneous employee information fields. Consecutive fields can be chained together for ease of input i.e. EM01 + EM02 + EM03 can be input as the mnemonic E012 (drop the M, position 2 & 3 identifies the EM field at the beginning of the chain and the 4th position identifies how many extra EM fields are added to the chain)

8 digit alpha-numeric. Chained EM fields allow 24 digits of input

EN01 Stores rate or pay period salary for REGULAR earnings (earnings #01) based on employee type (SHCD). System generated.

$$$$$$cc if employee type is C or S $$.cccc if employee type is H, E, D or V

EN02 Rate for Overtime Earnings (earnings #02) extracted. System generated as 1.5 times regular hourly rate. Calculated from SALY + NORM x 1.5 if SHCD (employee type) = C or S

Also shown in OTRT.

EN03-EN96 Unique to each payroll set up

ENPA Employee’s Next Year’s Pension Adjustment. ADP may calculate the PA to print on the tax forms produced at year-end for Defined Contribution Pension Plans. Following the final pay of the year, the total employee plus employer contributions to the Registered Pension Plan are moved from ENPA to EPAD to print on the T4 as the Pension Adjustment

$$$$$$cc

EPAD Employee’s Pension Adjustment. Must be submitted on the Year-end run for Defined Benefit Plans or DPSP Pension plan. See also ENPA.

$$$$$$cc

ERCT Employee’s BN/MRQ identification number (also known as packet #). Used to identify which packet # the employee’s statutory deduction should be remitted to. The Daily Update Report displays total by packet #.

Blank or 1 = BN# 1 (default value is blank) 2 = BN # 2 3 to 9 (enter the appropriate packet #)

ERFR Reason for issuing ROE. Entered on termination. Printed in Box 16 on the ROE if ADP prints your ROEs

See the reverse of an ROE for the 1 digit alpha values

EROE

ROE Production Indicator & History Purge.

Values are dependent upon your election for production of ROEs (1QTR): Option 1 - ROEs produced automatically (1QTR=4 or 5): - upon termination, the system will

produce an ROE, produce a 1 page rpt. showing the entire EI


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Mnemonic Description Values EROE con’t

ROE Production Indicator & History Purge. history and purge the EI history next pay period. To stop the production of the ROE, enter 49 EROE2.

Option 2 – ROEs produced on request (1QTR = 6 or 7): - upon termination, the system will

produce a 1 page rpt. showing the entire EI history and purge the EI history next pay period. To request an ROE, submit 49EROE1.

NOTE: when an employee is transferred through 40KEEP, the system will generate a 49EROE3 entry which effectively transfers the EI history from the old ID to the new ID, purging the old information on the next pay.

ERPC Employee Registered Pension plan participation indicator. Required for non-contributory members of a pension plan to ensure the Pension Plan Registration number is recorded on the T4.

1 = non-contributory member Otherwise, leave the value blank

ERPN Contains pension plan registration # for each employee if the employer has more than 1 pension plan.

#######

ERPT Type of pension plan in which the employee participates. This tells the system where to look for the Pension Adjustment reported on the T4 (refer to Year-end manual for more information)

0 or blank (default value) = not a member 1 = Defined Benefit Plan 2 = Defined Contribution Plan 3 = Deferred Pension Plan

ES01-ES96 Earnings switches – unique to each payroll set up

0 = on (default value) 1 = off

FDDT Federal Deduction District Taxation. Stores the amounts authorized by CCRA for reductions in taxable income. Examples; Child Care Expenses, Alimony etc. Reset to zero on the 1st pay of the new year.

$$$$$$cc

FM00-FM99 Miscellaneous employee information fields. Consecutive fields can be chained together for ease of input i.e. FM00 + FM01 + FM02 can be input as the mnemonic F002 (drop the M, position 2 & 3 identifies the FM field at the beginning of the chain and the 4th position identifies how many extra FM fields are added to the chain).

8 digit alpha-numeric. Chained FM fields allow 24 digits of input

FNAM Employee’s given name for tax forms (T4). See also LNAM & INIT

12 digit alpha

FTXC Federal Tax Credit – Other. Includes additional tax credits not normally identified on the TD1 that have been authorized by CCRA i.e. large charitable contributions. Reset to zero on the 1st pay of the new year.

$$$$$$cc


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Mnemonic Description Values

GM00-GM99 Miscellaneous employee information fields. Consecutive fields can be chained together for ease of input i.e. GM00 + GM01 + GM02 can be input as the mnemonic G002 (drop the M, position 2 & 3 identifies the GM field at the beginning of the chain and the 4th position identifies how many extra GM fields are added to the chain)

8 digit alpha-numeric. Chained GM fields allow 24 digits of input

GPPE CPP/QPP Paid Elsewhere. Created by the system when 40KEEP is processed (2 tax form transfer). Stores CPP/QPP paid on the previous record in the new record to ensure the annual maximum CPP/QPP is not exceeded.

$$$$$$cc

HIRE Date of HIRE. Represents the employee’s original hire date. If a rehire situation exists, enter most recent hire date in UFDW for ROE purposes.

Input on software as MM/DD/YYYY; converted to YYYYMMDD

INIT Employee’s middle initial for tax forms (T4). See also LNAM & FNAM

1 digit alpha

JOBT Employee Home Job Number for Labour Cost purposes. Serves as a default job # (if job # is not advised with the input entry) for payrolls using the Labour Cost system.

18 digit alpha-numeric (left justified)

LNAM Employee’s surname for tax forms (T4). See also FNAM & INIT.

20 digit alpha

MARR Marital Status. For information purposes only. 1 digit alpha-numeric M or 1 = Married S or 0 = Single A = Separated C = Common-law D = Divorced W = Widow

MD01-MD96 Contains month-to-date accumulations for deductions 01 to 96 if the option Standard Monthly Accumulations is set up (MD01 = MTD of dedn 01)

$$$$$$cc

ME01-ME96 Contains month-to-date accumulations for earnings 01 to 96 if the option Standard Monthly Accumulations is set up (ME01 = MTD of earnings 01)

$$$$$$cc

MH01-MH96 Contains month-to-date accumulations for hours 01 to 96 if the option Standard Monthly Accumulations is set up (MH01 = MTD hours from earnings 01)

$$$$$$cc

MMED Contains month-to-date accumulations for QHSF or ONT EHT calculations if the option Standard Monthly Accumulations is set up.

$$$$$$cc


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Mnemonic Description Values MOBE Month CPP/QPP deduction begins. System

generated based on the value in the employee’s birthdate (BRTH). The system will use the value in MOBE to determine when the CPP/QPP deductions start up. Compared to the month in the company’s pay date. Recalculated if BRTH is changed and on the 1st pay of each new year. When pay date month = MOBE, the system will turn on DS01 (deduction switch for CPP/QPP) and TS01 (taxable switch for pensionable earnings) automatically.

2 digit numeric. 00 = not turning 18 in the current year 01-12 = value represents the month # the employee will begin paying CPP/QPP (## of the month following the 18th birthday month. Influences the value in DA01 (pro-rated annual maximum CPP/QPP deduction).

MOFI Month CPP deduction stops. System generated based on the value in the employee’s birthdate (BRTH) The system will use the value in MOFI to determine when the CPP deductions stop. Compared to the month in the company’s pay date. Recalculated if BRTH is changed and on the 1st pay of each new year. When pay date month = MOFI, the system will turn off DS01 (deduction switch for CPP) and TS01 (taxable switch for pensionable earnings) automatically.

Same as MOBE except the month # is the month after the employee’s 70th birthday. NOTE: Quebec employees continue to contribute to QPP after their 70th birthday.

MUIC Contains month-to-date accumulations for Employer EI contributions if the option Standard Monthly Accumulations is set up

$$$$$$cc

NAME Employee Name (surname 1st). Prints on the payslip and the employee’s copy of tax forms (except T4).

24 digit alpha

NORM Normal hours per pay period. Used to determine hourly rate and overtime rates for salaried or commissioned employees (SALY + NORM = RATE). Also used for these employees to create insurable hours for ROE Information Report.

8 digit numeric: ###.## NOTE: Daily employees should have # of normal hours in a day entered in NORM (rather than pay period)

OCCP Employee’s occupation for EI purposes 16 digit alpha-numeric OTRP 1-time RPP Contribution:

Captures 1 time RPP contribution made through deduction 02 to avoid T/C 91 distorting tax break.

8 digit numeric: $$$$$$.cc

OTRB 1-time RPP Buy Back Contribution: Similar to OTRP except used for Buy Back Pension.

OTRR 1-time RRSP Contribution: Similar to OTRP except used for RRSP.

OTRT Overtime rate for earnings #02. System generated from RATE x 1.5 (hourly employees) or SALY ÷ NORM x 1.5 (salaried/ commissioned employees

Numeric rate to 4 decimals

PE01-PE53 EI insurable earnings for the previous year’s pay periods. PE01 represents the 1st pay of the previous year. Appears on the ROE Information Report (used to produce ROEs on termination).

$$$$cc

PEEE QPP Pensionable Earnings Earned Elsewhere. System generated when 40KEEP (2 tax form transfer) is processed. Stores pensionable earnings from 1st record on the 2nd record for an

$$$$$$cc


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Mnemonic Description Values employee with more than 1 Releve 1.

PGRS Previous YTD Gross Earnings. Created by the system on 1st pay of each new year. Represents the previous year’s Gross Earnings (YGRS) + Federal Taxable Benefits (TY05). Used in the calculation of the maximum RRSP tax breaks.

$$$$$$cc

PH01-PH53 EI insurable hours for the previous year’s pay periods. PH01 represents the 1st pay of the previous year. Appears on the ROE Information Report (used to produce ROEs on termination).

$$$$$$cc

PRBX Used for Quebec employees with earnings printed on the Releve 2. Identifies the source of earnings. See the year-end manual for values.

6 digit numeric

PREM Province of Employment. Determines tax tables used. Determines which default values are appropriate for other related tax fields (Provincial tax credits). Employees require a tax form for each province they work in during the year. See Employee Transfers for more detail on 40KEEP.

01 = Ontario 02 = Quebec 03 = British Columbia 04 = Alberta 05 = Saskatchewan 06 = Manitoba 07 = Nova Scotia 08 = New Brunswick 09 = Newfoundland 10 = Prince Edward Island 11 = Northwest Territories 12 = Yukon Territory 13 = Nunavut 00 = Non-resident

PRES Province of Residence. No affect on taxation unless DS04 = 4, 5 or 6

See PREM

PTID Pay Statement Message Indicator. Up to 5 messages can be stored on the company masterfile. PTID acts like a trigger to print a specific message. Once a message is turned on it stays on until you change the value in PTID on a subsequent payroll run. Messages can be up to 60 characters in length. Call Client Services for more information

0 = no message 1 = print message 1 2 = print message 2 3 = print message 3 4 = print message 4 5 = print message 5

PYNE Previous Year’s Non-employment income i.e. (earned outside the payroll). Used in the calculation of the allowable tax break on RRSP deductions.

$$$$$$cc

RATE Regular Hourly Rate. Used to pay hourly employees (employee type = H or E) through earnings 01. Daily employees (employee type = D) store daily rate in RATE. System calculates RATE for salaried employees based on the value in SALY & NORM.

$$$$cccc

ROEC Stores value of the pay period counter (CPER) at the time of hire automatically. Allows system to determine how far back to look when printing EE/EH fields when producing an ROE on termination. The value should be manually changed to an earlier number if the employee was hired late on the payroll and there is a

2 digit numeric from 01 to 53.


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Mnemonic Description Values manual cheque update on that 1st pay period (insurable earnings from a previous pay period).

ROEP Similar to ROEC except that it represents the starting pay period # from the previous year. Created by the system on the 1st pay of each new year from ROEC.

See ROEC

SALY Pay period salary. Used for employee types S (Salaried) or A, C (Commissioned). Value generates automatically on transaction code 85 if the employee is active at that point in processing.

$$$$$$cc

SHCD

Employee Type. Determines how the system pays the employee through regular earnings (#01)

1 digit alpha C or A= Commissioned (may have

SALY). EI hours come from NORM or advised hours to earnings #01.

D = Daily – advise days to earnings #01 are multiplied by Daily Rate stored in RATE. EI hours come from # of days advised times NORM (in this case NORM contains typical hours worked per day) E = Exception Hourly – NORM hours X RATE unless substitute hours are advised through earnings #01. EI hours are actual hours paid. H = Hourly – Advised hours X RATE. EI hours are actual hours paid. S = Salaried – Amount in SALY is automatically generated on transaction code 85 if employee is active. V = Variable – typically used for pieceworkers paid outside earnings #01 (piecework rate set up in a different earnings X advised pieces produced). EI hours are generated from NORM.

SINO Social Insurance Number. Verification formula used on input. 000000000 is accepted if valid # not available. Ensure valid number is on file by year-end to avoid penalties assessed by CCRA and/or MRQ.

9 digit numeric (#########)

SRPT Employee Status Report Print Request. Option to produce reports on request (49SRPT1) or automatically when the employee is hired, terminated or a permanent change transaction is processed. A complete set can be produced by mass changing (41SRPT1). This mass production will included status reports for employees terminated in the current year. This optional report is

0 = do not produce report (default value) 1 = produce Employee Status Report NOTE: value is reset to 0 at the beginning of each payroll production


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Mnemonic Description Values chargeable.

SVNO Employee’s Savings Deduction Banking Information. Only valid if a special savings deduction has been programmed. The value in this deduction will reduce the employee’s net pay and be forwarded separate from their net to a 2nd bank account. Call Client Services for more information.

pos 01-03 = bank, pos. 04-08 = branch pos 09-20 = account #

TD1R Estimated Annual Remuneration for Commissioned employees (SHCD = C or A). Allows the system to calculate Federal Tax based on estimated annual income rather than pay period taxing. Refer to CCRA’s form TD1X.

$$$$$$cc

TD1X Estimated Annual Expenses for Commissioned employees (SHCD = C or A). See also TD1R.

$$$$$$cc

TPIR Estimated Annual Quebec Remuneration for Commissioned employees (SHCD = C). Refer to MRQs form TP.1015.R.13.1. Allows the system to calculate Quebec Provincial Tax based on estimated annual income rather than pay period taxing.

$$$$$$cc

TP1X Estimated Annual Expenses and Exemptions. See also TP1R.

$$$$$$cc

TS01-TS15 Taxable switch. Taxables are used by the system to accumulate dollars passing through earnings for special purposes eg. CPP/QPP pensionable earnings, insurable earnings, Federal taxable earnings, Quebec Taxable earnings etc. Do not process entries to this mnemonic unless advised by ADP.

0 = on for accumulation 1 = off for accumualtion

UFDW First Day worked for EI purposes. Used when employee is rehired and their original hire date (HIRE) is different than the first day worked. If blank, the ROE will use HIRE.

Input on software as MM/DD/YY; converted to YYYYMMDD

UIEX Deferred Salary Leave Program or Status Indian Indicator for EI purposes. Controls how the T4 print insurable earnings

0 = limit the printing of insurable earnings on the T4 to the annual maximum (default value).

1 = print insurable earnings even if it is greater than employment income (Box 14) limited to the annual maximum

ULDW Last Day Paid for EI reporting. Prints in Box 11 on ROE if produced on termination.


UPED Final Pay Ending Date for ROE purposes. Prints in Box 12 on ROE if produced on termination


UPPD Expected Date of Recall for EI Reporting. Prints in Box 14 on ROE if produced on termination


YD01-YD96 Year-to-date values for deductions. YD01 = YTD of deduction # 01 etc. Accumulations are created as deductions are taken. Do not process

$$$$$$cc


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Mnemonic Description Values entries to these mnemonics unless advised by ADP.

YE01-YE96 Year-to-date values for earnings. YE01 = YTD of earnings # 01 etc. Do not process entries to these mnemonics unless advised by ADP.

$$$$$$cc

YGRS Year-to-date Gross earnings. This value is moved to PGRS on the first pay of the new year to assist in the calculation of RRSP tax breaks. Do not process entries to this mnemonic unless advised by ADP.

$$$$$$cc

YH01-YH96 Year-to-date values for hours. I.e. YH01 = YTD hours of earnings # 01. Do not change directly.

$$$$$$cc


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Quick Reference - Taxation Mnemonics

Mnemonic Purpose

ERCT Tax packet indicator. Used when a company has more than one BN# to allow remittances to multiple BN#s. (acceptable values = blank or 1 to 9). The value on file for the employee will determine which remittance number the employee’s statutory deductions are forwarded to.

DB04 Federal Income Tax Credit as stated on the employee’s TD1. Defaults to basic single. ($$$$$$cc)

DA04 Optional Extra Federal Tax as requested by employee on TD1. ($$$$$$cc). Usually entered in $5.00 increments.

DB05 Provincial Tax Credit as stated on the employee’s TD1## (provincial version) or TP-1015.V (Quebec employees). Defaults to basic single based on PREM. ($$$$$$cc)

DA05 Optional extra Quebec Provincial Tax as authorized by employee on the TP-1015.V ($$cc). Usually entered in $5.00 increments.

FDDT Federal Deduction District Taxation reduction amount authorized by CCRA eg. Child care expenses, alimony payments. Reduces taxable income. ($$$$$$cc). Quebec employees should also use DD05.

DD05 Other Quebec Provincial Tax Reduction. Similar to FDDT but reduces Quebec Provincially Taxable Income. Must be authorized by MRQ. Not applicable for other provinces.

FTXC Federal Tax Credits Other. Must be authorized by CCRA. Increases Federal Tax Credits rather than reducing taxable income. ($$$$$$cc). See also DN05. Typically used for special credits such as large charitable contributions.

DN05 Provincial Tax Credits Other. If FTXC is entered, DN05 must also be entered to increase the provincial tax credits. See also FTXC. Applicable to all provinces.

TD1R/ TD1X

TP1R/TP1X

Estimated annual remuneration (TD1R) and allowable expenses (TD1X) for commissioned employees (SHCD = C). Allows taxes to be calculated using annual remuneration estimates rather than using pay period tables. Quebec employees also require TP1R (remuneration) & TP1X (expenses) for provincial tax equivalents. ($$$$$$cc)

** Other mnemonics affect taxation such as Laboured Sponsored Tax Credits (ELCF, ELCP, ELCQ). Refer to Client Services for specific instructions.


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Appendix 2 – Maintaining Insurable Earnings & the Record of Employment forms (ROEs) Record of Employment forms (ROEs) are produced with a payroll production. Your company set-up determines if the ROE is produced automatically by ADP. The following options are available:

1. Automatic: ROE is produced automatically when 47 or 95STATT is processed. Detail is purged from the ROE Information Report (see copy on the next page) on the next payroll production. To stop the ROE from producing, submit 49EROE2. A one page detail of EI history is also produced.

2. On Request: ROE is produced only when 49EROE1 is processed. This entry

produces the ROE & deletes the employee level detail from the ROE Information Report on the next payroll production. A one page detail of EI history is also produced to enable you to produce the ROE.

The detail printed on the ROE is extracted from the ROE Information Report (see sample on the next page). Additional information can be keyed to an employee’s file as a change (T/C 49) to reduce the amount of work involved in producing an ROE. See the sample of the ROE (on the page following the ROE Information Report) displaying additional mnemonics. ADP provides you with the ROE Information Report each pay period as part of your standard output report package. If required, ROEs can be completed manually using this information. If completing the ROE prior to receiving your new report, simply add any insurable earnings from the current pay period to the detail provided with your report from the previous pay period.

Commissioned employees receiving periodic commissions (SHCD = C):

ROEs should not be produced automatically for commissioned employees. HRDC regulations require that insurable earnings for this type of employee be reported as if the employee had been paid weekly, using averages over the reporting period. Refer to HRDC guidelines for preparing ROEs for commissioned employees.

ROE on Laser Print Option:

HRDC offers free software to produce ROEs on Laser Printer. Contact HRDC for more information.


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Allocation of Insurable Earnings The system will allocate insurable earnings/hours from T/Cs 52, 56, 82, 85 and 91 to the current pay period whereas year-to-date updates (T/Cs 50, 53, 54 and 55) will be allocated to the previous pay period. EI over-rides can be input to allocate values to different pay periods. See EE, PE, EH & PH fields in Appendix 1 for more information.


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Common Errors on the ROE Box

# Error Resolution

10 Date listed is earlier than last day paid on the most recent of previous ROEs issued.

Employee’s first day worked was not reset when they returned to work after a leave or termination. Ensure UFDW reflects the new first day worked if you wish to retain the original hire-date in HIRE.

11 Date left blank or does not reflect the actual LAST DAY FOR WHICH PAID.

Ensure ULDW contains the appropriate date or manually complete that date field.

12 Date is earlier than the date entered in Box 11 or in a different pay period than box 11.

Ensure UPED contains the appropriate period ending date if the period ending date entered on the payroll (CEDT) cannot be used.

14 All three areas of Box 14 have been left blank.

If the date of recall is known, enter it in UPPD. If not known, manually tick UNKNOWN or NOT RETURNING.

15A Hours appear to be incorrect. - Check if employee has not worked for at least one year.

- Check if employee had periodic interruptions in work.

- If employee is salaried, verify NORM hours in case the wrong value was generating as insurable hours each pay period.

- Check if this employee had another ROE issued without purging the detail from the previous EI ROE record (refer values for 49EROE).

15B Insurable dollars total appears to be incorrect.

- Check if employee has worked for less than one year.

- Check if employee had periodic interruptions in work.

- Check if this employee had another ROE issued without purging the detail from the previous EI ROE record (refer values for 49EROE).

- As of Fall 2000, 15B must be completed in all cases. 15C Insurable separation moneys

paid in the final pay period were not included in the P.P.1, but appear in P.P. 2 instead.

Final separation cheque may have been paid manually, resulting in the system assuming it represented insurable earnings from the previous pay period. Adjust the breakdown of moneys between the two pay periods manually.

1st box of

15C

Box 1 holds Nil Termination may have been processed to the system the pay after the final payment. ROE must be issued within 5 calendar days of separation. Produce manually, if necessary.

17A or

17B

Detail of insurable separation amounts is not completed.

The insurable separation moneys must be completed manually prior to submitting the ROE.

17C Retiring Allowances are not shown in Box 17C.

Although Retirement Allowances are not insurable, their values should be recorded in 17C manually, for information purposes.


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Appendix 3 - Labour Cost Distribution Overview Labour Cost Distribution provides the ability to cost payroll expenses to Cost Centres (job numbers) rather than to branches and/or departments. This can be a valuable tool in analyzing costs related to payroll. Generally, the output is modeled around each company’s unique General Ledger requirements. There are several output options available:

Paper reports (either standard modules or customized versions). Remote ASCII file of data (used to download to another system). Tape or cartridge file of data. Remote download in paper format.

Input Options: • Home “Cost Centre”. This value is stored in the mnemonic JOBT on the payroll mainframe and is used as default

costing (when over-ride costing is not advised). • Advised job numbers - hours and/or dollars can be input with an advised job number (Cost Centre). • Automatic splits can be set up – spreads the allocation in predefined proportions. Labour Cost ECR programs are capable of translating input Cost Centres numbers to more complex literals. This allows payroll staff to reduce the length and detail of their input entries.

Special Input Considerations for Labour Cost Users • Allocation of costs may vary, depending the transaction code, whether or not a job number is advised and

whether an employee has automatic splits set up. • Company portions are allocated on a proportionate basis to the earnings allocation. • Employees with Automatic Splits set up should also have a home cost centre in JOBT (for rounding purposes). • Adjustment transaction codes 52, 55, and 91 also require a sub-code 17 entry to allow the dollars and hours to

allocate. This special sub-code generates automatically from your payroll software (except certain DOS based softwares) and so does not require any special input on your part.


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Quick Reference – Labour Cost Allocations Adjustments

Transaction Code Job # Advised (* generates sub-code 17)

Job # left blank (no splits)

Automatic Splits Set Up for the Employee

50, 53, 54 Not passed to Labour Cost Not passed to Labour Cost Not passed to Labour Cost

52 * Job # or SPEC RATE

advised. See Note 1

JOBT Costs to splits only if job # or SPEC RATE not advised

55 * Job # advised. See Note 1 JOBT Costs to splits only if job #

not advised

56 JOBT – advised job # is ignored. See Note 4. JOBT Costs to splits.

88 Job # advised. See Note 2, Note 3 & Note 4 JOBT Costs to splits only if job #

not advised.

91 * Job # advised. See Note 1 JOBT Costs to splits only if job #

not advised Note 1: Only one advised job # per date/sequence. If more than one job # advised,

allocation is to last job number advised unless separate date/sequences are used. Caution: using separate date/sequences on T/C 52 or 91 will create multiple separate payments. Each distinct date submitted creates as separate block of entries on the Payroll Register.

Note 2: Only one advised job # per date/sequence. If more than one advised, allocation is

to the highest sequence. Note 3: If T/C 85 & 88 produce on a combined payment (company level option) and job # is

advised on vacation payment (T/C 88), the same job # will be used for the T/C 85. Note 4: When required, use T/C 55 to move the value from the incorrect allocation to the

correct cost centre (negative and positive entries).


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Current Pay

Transaction Code Job # Advised Job # left blank (no splits)

Automatic Splits Set Up for the Employee

82 SHCD = E/H Advised hours. Job # advised. JOBT Automatic splits are

ignored. SHCD = S/C/A (Earnings #01 – advised hours >0.00)

Hours cost to advised job #. Dollars are costed to JOBT Hours cost to JOBT Dollars cost to automatic

splits

Other earnings categories Job # advised. JOBT Automatic splits are

ignored.

85 See Note 3 Not applicable. JOBT Costs to splits.


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Appendix 4 - Advanced Vacation Pay T/C 88 The purpose of this transaction code is to produce a payment for an employee in advance of their vacation period. It is specifically designed to produce a payment that is equivalent to one or more complete pay periods. As most employees take their vacation time in multiples of single weeks, it lends itself well to weekly payrolls. Company level options:

• whether the payroll status will be changed from active (STAT = A) to vacation (STAT =V)

• whether the change in payroll status (STAT) happens next pay period or is delayed by 1 pay period, allowing time for the submission of time worked

• whether or not to produce a separate payment for the vacation payment or combine it with the regular payment produced (even though the deductions are calculated separately)

Employee Level Options (defined on input):

• payment can cover several pay cycles. Each pay cycle is taxed as a normal pay period (see note below)

• multiple payments can be produced (use sequence # to segregate each payment) • specify earnings & deduction schedule for each pay cycle to ensure vacation payment

duplicates the missed pay period • input hours or dollars based on your company’s unique set-up

Special Note:

Contact ADP to have initial programming of your selected options set before to using this feature.

If you have elected to have the employee’s status change from A to V, they will not receive their regular pay for as many pay periods as the vacation payment represented. Once the vacation period expires, the employee is restored to active status automatically

Caution: Ensure the amount paid is reasonably close to a normal pay cycle, especially on a single payment for multiple pay periods. Deductions are calculated based on NORM x RATE for the 1st payment less deductions for that cycle and continue with the same premise until all calculations are complete. This could result in deductions not taken.


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Effect on ROE Information Report: • Insurable earnings generated from the vacation payment are stored on the ROE Information Report as “NEXT

PERIOD EARNINGS” • Automatically moved from NEXT PERIOD EARNINGS to appropriate pay periods (once Status changes to V) Advance vacation payments should not be used near the end of a tax year to avoid the possibility of reporting earnings paid for a future year in the current year.

Reminder: • Employee’s status must be active (A) • This transaction should only be used to issue payments for complete pay

periods • Multiple entries can be produced by using the sequence number. • The deduction & earnings schedule must be specified for each advanced

pay-period • DO NOT use this transaction code to advance earnings from the next

taxation year. This will overstate the current year’s tax form and result in errors in statutory deductions


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Appendix 5 – Transaction Proof Report Error Messages

Error Message Explanation ACCOUNT NUMBER INVALID An invalid value was entered for either of the employee’s bank account

numbers (DPNO or SVNO). ADD EMPL INVALID – ALREADY ON FILE

An attempt was made to add an employee to the mainframe using an employee identification that already exists.

ADJ 56 INVALID, EMPL NOT ACTIVE A T/C 56 was submitted for an employee whose status is not active at that point in processing.

ARR BALANCE, NON-ACTIVE EMPLOYEE

DC01 (arrears total field) contains a value greater than 0.00 and the employee’s status has been changed to T or I. Arrears retention is an option that can be programmed. If elected, the system will warn you through this message if the departing employee still owes funds through a deduction.

BANK-TRANSIT NUMBER INVALID An invalid value was entered for either or both the bank or branch number in the employee’s 1st bank account number (DPNO, 2nd bank account number (SVNO) or the company’s debit bank account.

CHANGE DATA CONTENTS INVALID A change transaction was entered for a field, however, the new value specified does not conform to the allowable contents for the field. The change transaction was rejected.

CHANGE NAME, KEY INVALID A change transaction was submitted where the mnemonic name of the field to be changed and the transaction code were not compatible. The transaction was rejected. Check your table/profile of employee options to locate the error.

CHANGE NOT PERMITTED TO THIS FIELD

A change transaction was submitted for a field that cannot be changed. The transaction was rejected.

CHANGE TO DC LUMP SUM This is an information message only. It advises that an adjustment has been processed to a lump sum tax field (DC04 or DC05).

CLASS * FIELD IS INVALID A change has been submitted to a field that usually contains an numeric value or an asterisk reference with invalid characters such as alphanumeric information. The transaction is rejected. Check your table/profile of employee options to locate the error.

CLASS C FIELD NOT NUMERIC A change has been submitted to a numeric field with invalid characters such as alphanumeric information or an astersik reference. The transaction is rejected. Check your table/profile of employee options to locate the error.

CONTROL CARD PREVIOUSLY ACCEPTED

Two or more company control cards (60 cards) have been transmitted. The control card contains information such as Pay Period End Date, Pay Date, Pay Number of the Month etc. This card is created when you Prepare Transactions and should only be included with your first transmission of each pay period.

DATE FIELD INVALID A date was entered on a Transmittal that is invalid or is not within 6 months of the current date.

DUPLICATE ADV VACATION SEQUENCE

Two Advance Vacation Pay transactions (T/C 88) containing the same sequence number were entered for the same employee. The duplicate transaction was rejected.

DUPLICATE EMPL NO, XFER REJECTED

Occurs when an attempt is made to transfer an employee to an identification that already exists for another employee. The employee being transferred is dropped from the mainframe as the "transfer from" has worked before the system recognizes the "transfer to" is invalid. Call Client Services.

DUPLICATE EMPLOYEE FIELD CHANGE

Two change transactions were entered to the same field for the same employee. The 1st was processed, the 2nd was rejected.

DUPLICATE MASS CHANGE FIELD Two mass change transactions were entered for the same field. The 1st was processed, the 2nd was rejected.

EARN PARTICIPATION SWITCH ERROR

A value entered for an earnings participation switch was invalid. The default value of 0 (participates) was used. Check your table/profile of


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Error Message Explanation employee options to locate the error.

EMPL NOT ON FILE, INVALID XACTN A transaction was entered for an employee who is not on file on the mainframe. The transaction was rejected. This employee may have been terminated in a previous year and although their file exists on the PC database, has been deleted from the mainframe once the payroll entered a new tax year.

ES, DS, OR TS FIELD INVALID The value entered for a participation switch (earnings, deduction or taxable) was invalid. The default value ‘0’ (participates) was used.

FED. EXEMP. DEFAULTED TO SINGLE

On a new employee, no value was entered for Federal Tax Credit (DB04). The current basic single exemption was used.

GROSS PAY COMPARE EXCEEDED This message appears in conjunction with GROSS PAY $XXXX.XX OUTSIDE RANGE LIMIT whenever gross pay is outside the specified limits. Limiting of the GROSS amount is an option for your company.

GROSS PAY $XXXX.XX OUTSIDE RANGE LIMIT

The gross pay amount is either below or above the established gross pay range established as an option for your company. THE EMPLOYEE WILL NOT BE PAID.

LIMIT ERR DED NO NN UNPOSTED AMOUNT

An adjustment to the deduction specified (NN) caused a total to exceed the specified limit. The amount in excess of the limit is not posted.

MASS CHANGE This is an information message only indicating a T/C 41 or 43 was processed.

MASS CHANGE LIMIT ERROR EXCEEDED

More than 30 mass changes were entered for the same company number. The first 30 are accepted, the other were rejected. Call Client Services.

MASS CHG NOT ALLOWED THIS FIELD

A mass change (T/C 41) was entered to a field which cannot be mass changed. The transaction was rejected.

MNEMONIC NOT VALID FOR XTN 43 A transaction code 43 (incremental mass change) was entered for a field for which T/C 43 is not permitted. T/C 43s are valid on numeric fields only. The transaction was rejected.

MNEMONIC NOT VALID FOR XTN 73 A transaction code 73 (incremental change) was entered for a field for which T/C 73 is not permitted. . T/C 73s are valid on numeric fields only. The transaction was rejected.

MNEMONIC TAG NAME MUST BE STAT

A transaction using 47, 70 or 95 did not contain the mnemonic STAT. Check your employee options table/profile to verify the source of the transaction.

MNEMONIC TAG NAME NOT RECOGNIZED

A company or employee change or mass change transaction was rejected because it contained a mnemonic which is not on file. Check your employee options table/profile to verify the source of the transaction.

NET PAY OF $XXXX.XX OUTSIDE RANGE LIMIT

The net value of the pay is outside the established range limits. This is a warning designed to assist you in identifying potential errors. It will not stop the pay from being produced.

NEW EMPLOYEE ADDED This is an information message only. NO MATCH A transaction was entered for an employee who is not on file. The

transaction was rejected. Check to see if the employee was terminated from the mainframe in a previous year.

PARTICIPATION ERROR EARN FLD NN

Transactions were entered for the earnings specified, however, the employee's participation code indicates that he/she is not eligible for the earnings.

PAY 82 INVALID, COMP NOT ACTIVE A T/C 82 entry was submitted on a SPEC run. The transaction was rejected. SPEC runs allow adjustment and change entries only.

PAY 82 INVALID, EMPL NOT ACTIVE A T/C 82 entry was submitted for an employee who was not active at that point in processing. The transaction was rejected.

PAY 85 INVALID, COMP NOT ACTIVE A T/C 85 entry was submitted on a SPEC run. The transaction was rejected. SPEC runs allow adjustment and change entries only.

PAY 85 INVALID, EMPL NOT ACTIVE A T/C 85 entry was submitted for an employee who was not active at that point in processing. The transaction was rejected.

PROV EXEMP. DEFAULTED TO SINGLE

On a new employee, no value was entered for Provincial Tax Credit (DB05). The current basic single exemption was used based on the Province of Employment.


PaySpecialist 287

Error Message Explanation SINO INVALID, USED 000-000-000 A social insurance number was not entered or did not pass the check-digit

verification. Ensure that a valid SINO is obtained prior to year-end to avoid government penalties for missing information on tax forms.

SPEC 91 INVALID - EMP INAC OR TERM

A T/C 91 was entered for an employee whose status is inactive or terminated at that point in processing. The transaction was rejected.

SPECIAL RATE IGNORED, NOT USED.

A special rate was entered for an earnings which does not calculate based on rate. The rate was ignored.

STATUS REPORT REQUESTED This is an information message only. TRANSIT AND ACCOUNT NOS INVALID

An invalid value was entered for either or both the transit/account numbers for the employee's first bank account number (DPNO) or 2nd bank account number (SVNO).

VAC 88 PRESENT, STAT CHG INVALID

An attempt was made to alter the employee's status after it had just been system generated through a vacation T/C 88 transaction. The status change was rejected.

VACA 88 DOLLARS IGNORED - HAVE HRS

On a vacation T/C 88, both hours and dollars were entered as control amounts for the same cycle(s) for the same employee. The dollars are ignored and the hours are used in calculation.

VACA 88 INVALID, COMP NOT ACTIVE

A vacation pay transaction (T/C 88) was entered when the company's processing status was SPEC. The transaction was rejected.

VACA 88 INVALID, EMPL NOT ACTIVE A vacation pay transaction (T/C 88) was entered when the employee's processing status was not active. The transaction was rejected.

VACATION CYCLES EXCEED 9 Two or more vacation transactions (T/C 88) were entered for the same employee and the total of vacation pay cycles exceeded the limit of 9. The transactions causing the excess were rejected.

WARNING, CHANGE TO ACCUMULATOR

A direct change was made to an accumulator field. Consult with Client Services.

WARNING, DIRECT CHG TO PROV CODE

A change transaction was entered to change the Province of Employment or Province of Residence. This type of entry should only be processed on advise of Client Services. Direct changes to Province of Employment could result in errors in the calculation and remittance of statutory deductions.

WARNING, NET PAY EXCEEDED This message appears in conjunction with the message "NET PAY $XXXX.XX OUTSIDE OF RANGE LIMIT" whenever net pay is outside the specified limits.

WARNING, NEW EMPL, RATE NOT PLUS

On a new employee where SHCD = D, E, H or V, the regular hourly rate (RATE) did not contain a value greater than zero.

WARNING, NEW EMPL, SALY NOT PLUS

On a new employee where SHCD = C, A or S salary per pay period (SALY) did not contain a value greater than zero.

WARNING YTD ADJ TO DEDN DEPOSIT

A YTD adjustment (T/C 50, 53, 54, 55) for a deduction deposit was entered for an employee. The value will not be forwarded by ADP.

XFER EMPL INVALID, NOT ON FILE A transfer transaction (T/C 40) was rejected because the employee was not on file. Check to see if the employee was terminated in the previous year

XFER INVALID, NEW EMPLOYEE An attempt was made to add and transfer a New Employee in the same run. The transfer transaction was rejected.

XERO NET PAY A net pay equal to zero was calculated for an active employee.


PaySpecialist 288

Appendix 6 – Contact Information Canada Customs and Revenue Agency (CCRA) Web site: www.ccra-adrc.gc.ca Business Inquiries 1-800-959-5525 General Inquiries 1-800-959-8281 Extended hours Feb. 23 to Apr. 30 Monday to Thursday 5:00 p.m. to 9:00 p.m. 1-800-959-1962 Saturday 9:00 a.m. to 1:00 p.m. 1-800-959-1971 GST Tax Credit (GSTC) refund inquiries 1-800-959-1953 Harmonized Tax Credit (HSTC) refund inquiries 1-800-959-1956 GST/HST account inquiries:

Account Status (refund cheques, remittances) 1-800-461-3567 Status of specific rebate claims 1-800-565-9353

International Office: General Inquiries: International Tax Office (from Ottawa) (613)-952-3741 Calls from anywhere in Canada or U.S. 1-800-267-5177 Calls from outside Canada or U.S. (accepts collect calls) (613)-952-3741 T.I.P.S (Automated Phone Service) Calls from anywhere in Canada 1-800-661-6558 Calls from the U.S. or Mexico (long distance charges apply) 1-613-957-7834

General Payroll Sites:

ADP Canada www.adp.ca American Payroll Association www.americanpayroll.org Canadian Payroll Association www.payroll.ca Carswell Publishing carswell.com/payroll/updates/rate.asp

http://www.ccra-adrc.gc.ca/


PaySpecialist 289

Employment/Labour Standards Alberta www.gov.ab.ca/lab/index2.html British Columbia www.labour.gov.bc.ca/esb Manitoba www.goc.ca/labour/standards/index/html New Brunswick www.gov.nb.ca/dol-mdf/empstand/index.html Nova Scotia www.gov.ns.ca/labr/labstand/html Ontario www.gov.on.ca/lab/es/ese.html Prince Edward Island www.gov.pe.ca/caag/lair-info/index.asp Quebec www.cnt.gouv.qc.ca/ Newfoundland www.gov.nf.ca/env/labour Northwest Territories/Nunavut www.gov.nt.ca/publications/hr_manual/70 Saskatchewan www.gov.sk.ca/govt/labour Yukon www.gov.yk.ca/depts/dgs/govserv.html

Health Care/Payroll Levies Alberta www.health.gov.ab.ca/ British Columbia www.gov.bc.ca/healthsoct.html Manitoba www.gov.mb.ca/finance/index.html New Brunswick no health care levy/payroll tax applicable to this province. Newfoundland www.gov.nf.ca/fin/ Northwest Territories/Nunavut www.gov.nt.ca/finance/ Nova Scotia no health care levy/payroll tax applicable to this province. Ontario www.gov.on.ca/fin/english/enghome.html Prince Edward Island no health care levy/payroll tax applicable to this province. Quebec www.gouv.qc.ca/sante/indexa.html Saskatchewan no health care levy/payroll tax applicable to this province. Yukon no health care levy/payroll tax applicable to this province.

http://www.gov.ab.ca/lab/index2.html

http://www.labour.gov.bc.ca/esb

http://www.goc.ca/labour/standards/index/html

http://www.gov.nb.ca/dol-mdf/empstand/index.html

http://www.gov.ns.ca/labr/labstand/html

http://www.gov.on.ca/lab/es/ese.html

http://www.gov.pe.ca/caag/lair-info/index.asp

http://www.cnt.gouv.qc.ca/

http://www.gov.nf.ca/env/labour

http://www.gov.nt.ca/publications/hr_manual/70

http://www.gov.sk.ca/govt/labour

http://www.gov.yk.ca/depts/dgs/govserv.html

http://www.health.gov.ab.ca/

http://www.gov.bc.ca/healthsoct.html

http://www.gov.mb.ca/finance/index.html

http://www.gov.nf.ca/fin/

http://www.gov.nt.ca/finance/

http://www.gov.on.ca/fin/english/enghome.html

http://www.gouv.qc.ca/sante/indexa.html


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Human Resources Development Canada Web: www.hrdc-drhc.gc.ca Alberta, Northwest Territories and Nunavut British Columbia and Yukon Canada Place Library Square Tower 9700 Jasper Ave. Suite 1240 1400-300 Georgia St. Edmonton, AB T5J 4C1 Vancouver, BC V6B 6G3 (780)420-6043 1-800-561-3992 (604) 666-3196 1-888-557-7111 Manitoba Newfoundland Suite 750 689 Topsail Road, P.O. Box 12051 226 Graham Avenue St. John’s, NF A1B 3Z4 Winnipeg, MB R3C 0K3 (709) 643-8058 (204) 983-3094 1-800-663-0983 New Brunswick Nova Scotia 1081 Main St. 99 Wyse Road, P.O. Box 1350 P.O. Box 6044 Dartmouth, NS B2Y 4B9 Moncton, NB E1C 9G8 (902) 426-2029 1-800-268-6567 (506) 851-3426 Ontario Prince Edward Island 4900 Yonge Street, 2nd Floor 85 Fitzroy Street, P.O. Box 8000 North York, ON M2N 6A8 Charlottetown, PE C1A 8K1 (416) 730-1260 1-800-263-8364 (902) 566-7743 Quebec Saskatchewan Complex Guy Favreau., Tour Ouest, 5e South Broad Plaza 200, boul. Rene-Levesque O. 2045 Broad Street Montreal, QC H2Z 1X4 Regina, SK S4P 2N6 (514) 283-3450 1-800-318-3658 (306) 780-5000 1-800-667-7554

http://www.hrdc-drhc.gc.ca/


PaySpecialist 291

Offices of the Ministère du Revenu du Québec (MRQ) Web: www.revenu.gouv.qc.ca Throughout Quebec and elsewhere in Canada (toll free) 1-888-413-2277 Montreal Québec Complexe Desgardins 200, rue Dorchester Sud C.P. 3000, succursale Desjardins Québec (Québec) G1K 5Z1 Montreal (Quebec) H5B 1A4 (418) 659-7313 (514) 864-4530 Laval Longueuil 705, chemin du Trait-Carré Place Longueuil Laval (Québec) H7N 1B3 825, rue Saint-Laurent Ouest Longueuil (Québec) J4K 5K5 (514) 864-4530

Workers Compensation Alberta www.wcb.ab.ca/ British Columbia www.wcb.bc.ca/ Manitoba www.wcb.mb.ca/index.html New Brunswick www.gov.nb.ca/hcs-ssc/english/index.html Newfoundland www.whscc.nf.ca/ Northwest Territories/Nunavut www.hlthss.gov.nt.ca/reform/stratpan/projects/human.html Nova Scotia www.wcb.ns.ca/ Ontario www.wsib.on.ca/ Prince Edward Island www.wcb.pe.ca/ Quebec (CSST) www.csst.qc.ca/ Saskatchewan www.wcb.sask.com/ Yukon www.wcb.yk.ca

http://www.revenu.gouv.qc.ca/

http://www.wcb.ab.ca/

http://www.wcb.bc.ca/

http://www.wcb.mb.ca/index.html

http://www.gov.nb.ca/hcs-ssc/english/index.html

http://www.whscc.nf.ca/

http://www.hlthss.gov.nt.ca/reform/stratpan/projects/human.html

http://www.wcb.ns.ca/

http://www.wsib.on.ca/

http://www.wcb.pe.ca/

http://www.csst.qc.ca/

http://www.wcb.sask.com/

http://www.wcb.yk.ca/


PaySpecialist 292

Appendix 7 – User Friendly Descriptions on Edit Reports

System Action T/C S/C User Friendly Description Company Control card. Processing Begins. Controls Pay Date Pay Ending Date And Earnings/Deduction Schedule 60 N/A Sequence Number:

Period Ending Date (YYYYMMDD): Date Of Pay (YYYYMMDD):

Earnings Schedule: Value from 1 to 5 – controls which automatic earnings will generate

Deduction Schedule: Value from 1 to 5 – controls which automatic deductions will be calculated

Processing Status: ACTIVE = regular payroll production, SPEC (special payroll production with no regular pays generated) or CONV (conversion run to create the payroll set-up). New Calendar Month: Yes (month-to-date accumulations are reset to zero before the current payroll run

No (month-to-date accumulations continue to accrue. New Taxation Year: Yes (NCYR is processed and YTDs are reset to zero – see Year-end Manual)

No (financial entries continue to accumulate for tax form purposes.

New Employee Added 30 01 Employee Name Street Cheque Message Payment

Type Employee Type Marital

Status 02 City Province/State Postal Code/Zip Code Hire Date (YYYYMMDD)

03 Overtime Rate


Bank

Branch Deposit Account Number

Bank Branch Savings Account Number

04 Salary Per Pay Period Regular Hourly Rate

Commission Tax Lump Sum Tax Job Number

24 Federal Tax Exemption Provincial Tax Exemption

47 Province Of Employment Province Of Residence Birth Date (YYYYMMDD) Social Insurance No.

11 Earning Constant Field Earning Constant Field Earning Constant Field

14 Earning Field A Earning Field A Earning Field A

17 Earning Field B Earning Field B Earning Field B

20 Deduction Constant Field Deduction Constant Field Deduction Constant Field

23 Deduction Field A Deduction Field A Deduction Field A

26 Deduction Field B Deduction Field B Deduction Field B

27 Misc. Information Field EMnn Misc. Information Field EMnn Misc. Information Field EMnn

28 Misc. Information Field EMnn Misc. Information Field EMnn Misc. Information Field EMnn

29 Misc. Information Field FMnn Misc. Information Field FMnn Misc. Information Field FMnn

30 31 Misc. Information Field GMnn Misc. Information Field GMnn Misc. Information Field GMnn

32 Misc. Information Field GMnn Misc. Information Field GMnn Misc. Information Field GMnn


PaySpecialist 293

Company Key Transfer From/To 40 N/A TRAN Company Transfer Specific Employee Key Transfer From/To 40 N/A KEEP Used when either province (PREM) or tax packet (ERCT) is changing.

(From:) New Tax Accumulation YTD and MTD Reset to Zero Transfer Province of Employment Change (For from and to province values refer to PREM values)

Province of Residence Change (For from and to province values refer to PRES values)

(To:) Old Tax Accumulation Record Retained and Status Changed to Terminated Transfer

TRAN Employee ID Transfer (no change in PREM or ERCT).

Changes before Financial Entries

Mass Change 41 N/A Mass Change (a user friendly description of the field changed prints before the words MASS CHANGE) Incremental Mass Change 43 N/A Incremental Mass Change Conditional Mass Change 44 N/A Conditional Mass Change (ADP use only) Changed Stat From A/I/T To A/I/T (Before Adjustments) 47 N/A Employee’s Status Change Before Adjustments and Current Pay Changed Mnem From Value To Value. Change Field Before Adjustments And Current Pay. 49 N/A Change Before Adjustments and Current Pay

Adjustments Adjust YTD (Before Pay). Does Not Produce A Payment. Does Not Appear On Labour Cost Or Cost Analysis Reports. Add Stat Remittances Current And YTD. 50 05 YTD Adjustment – Pay Period Override

YTD FEDL TAX (or PROV TAX) For T4A Tax Form YTD – Lump Sum: Displays the amount of tax advised that prints separate from pay period tax on the tax forms.

12 YTD Adjustment – Hours/Units


YTD Adjustment – Rate

YTD Adjustment – Job Number

22 YTD Adjustment – Earnings $$.¢¢

27 YTD Adjustment – Earnings $$

32 YTD Adjustment – Deduction $$.¢¢

37 YTD Adjustment – Deduction $$ Separate Payment (Before Pay). Produces A Payment And Unless Otherwise Advised Will Calculate All Scheduled Deductions The Same As If It Was A Normal Pay. 52 05 Separate Pay – Pay Period Override

Separate Pay – Deduction Schedule

YTD FEDL TAX (or PROV TAX) For T4A Tax Form Separate Pay – Lump Sum: Displays the amount of tax advised that prints separate from pay period tax on the tax forms.

12 Separate Pay – Hours/Units

17 Separate Pay – Hours/Units Passed to Labour Cost

52 17 Separate Pay – Rate

Separate Pay – Job Number


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22 Separate Pay – Earnings $$.¢¢

27 Separate Pay – Earnings $$

32 Separate Pay – Deduction $$.¢¢

37 Separate Pay – Deduction $$ Adjust YTD (Before Pay). Mainly Used To Feed YTD’s On Conversion. Does Not Produce A Payment. Does Not Appear On Labour Cost Or Cost Analysis Reports. Will Affect Stat Remittances YTD Only. 53 05 YTD Adjustment – Pay Period Override

YTD FEDL TAX (or PROV TAX) (DO NOT REMIT)For T4A Tax Form YTD – Lump Sum: Displays the amount of tax advised that prints separate from pay period tax on the tax forms.

12 YTD Adjustment (Do Not Remit) – Hours/Units

17 YTD Adjustment (Do Not Remit) – Hours/Units



22 YTD Adjustment (Do Not Remit) – Earnings $$.¢¢

27 YTD Adjustment (Do Not Remit) – Earnings $$

32 YTD Adjustment (Do Not Remit) – Deduction $$.¢¢

37 YTD Adjustment (Do Not Remit) – Deduction $$ Adjust YTD. Same As ‘50’ Except Processed After A ‘52’ 54 05 YTD Adjustment – Pay Period Override

YTD FEDL TAX (or PROV TAX) For T4A Tax Form YTD – Lump Sum: Displays the amount of tax advised that prints separate from pay period tax on the tax forms.





22 YTD Adjustment – Earnings $$.¢¢

27 YTD Adjustment – Earnings $$

32 YTD Adjustment – Deduction $$.¢¢

37 YTD Adjustment – Deduction $$ Adjust YTD. Same As ‘54’ Except Appears On Labour Cost/Cost Analysis 55 05 YTD Adjustment – Pay Period Override

YTD FEDL TAX (or PROV TAX) For T4A Tax Form YTD – Lump Sum. Displays the amount of tax advised that prints separate from pay period tax on the tax forms.

12 YTD Adjustment – Labour Cost Reports Updated – Hours/Units

17 YTD Adjustment – Labour Cost Reports Updated – Hours/Units (May generate and earnings # invalid message when updating a YTD adjustment with an advised job # – costing is still correct)



22 YTD Adjustment – Labour Cost Reports Updated – Earnings $$.¢¢

55 27 YTD Adjustment – Labour Cost Reports Updated – Earnings $$

32 YTD Adjustment – Labour Cost Reports Updated – Deduction $$.¢¢

37 YTD Adjustment – Labour Cost Reports Updated – Deduction $$ Increases Or Decreases Current Pay Earnings/Deductions. Employee Must Be Active. 56 05 Current Adjustment – Pay Period Override

Current Adjustment – Lump Sum Tax

12 Current Adjustment – Hours/Units

17 Current Adjustment – Hours/Units

Current Adjustment – Rate

Current Adjustment – Job Number

22 Current Adjustment – Earnings $$.¢¢


PaySpecialist 295

27 Current Adjustment – Earnings $$

32 Current Adjustment – Deduction $$.¢¢

37 Current Adjustment – Deduction $$

Changes between Adjustments and Current Pay Changed Stat From A/I/T To A/I/T (After Adjustments But Before Current Pay.) 70 N/A Change After Adjustments but Before Current Pay Changed Mnemonic From Value To Value. Change Field After Adjustments But Before Current Pay. 72 N/A Change After Adjustments but Before Current Pay Incremental Change To A Specific Employee Only 73 N/A Modify Value Labour Cost Transactions 75 N/A Change To

Current Pay Entries Job Ticket (L/C) Input Current Hours And Dollars. 82 N/A Current Hours/Units/Amounts

Special Rate (Special rate prints with out decimal place displayed directly below the associated hours if advised)

Current Hours/Units/Amounts

Special Rate

Job Number List Of Employee. Input Current Hours And Dollars. 85 01 Current Hours/Units/Amounts




Current Adjustment – Deduction $$.¢¢

Current Adjustment – Deduction $$.¢¢ Request Employee Status Report. 87 N/A Request Employee Status Report Advanced Vacation Pay. 88 N/A Advanced Vacation Pay - Number of Pay Cycles

Advanced Vacation Pay - Total Hours

Advanced Vacation Pay - Total Dollars

Advanced Vacation Pay - Job Number


PaySpecialist 296

Special Separate Payment Separate Payment (After Pay). Produces A Payment And Unless Otherwise Advised Will Calculate Taxes At A Rate Based On Projected Annual Earnings. Deductions 07 – 98 Will Not Be Deducted 91 05 Special Pay – Pay Period Override

Special Pay – Deduction Schedule

YTD FEDL TAX (or PROV TAX) For T4A Tax Form Special Pay – Lump Sum. Displays the amount of tax advised that prints separate from pay period tax on the tax forms.

12 Special Pay – Hours/Units

17 Special Pay – Hours/Units

Special Pay – Rate

Special Pay – Job Number

22 Special Pay – Earnings $$.¢¢

27 Special Pay – Earnings $$

32 Special Pay – Deduction $$.¢¢

37 Special Pay – Deduction $$

Final Status Change Changed Stat From A/I/T To A/I/T (After Current Pay) 95 N/A Employee’s Status Change After Current Pay

Additional detail E-Time Detail For Employee Pay Statements 97 10 Version Tracking for PaySpecialist Product (system generated) E-Time 97 30 Punch Detail for E-Time Zero Net Pay. No Hours Or Dollars Were Entered For A Non Salaried Employee 99 N/A Employee Not Paid Request A Record Of Employment 7787

N/A Request Record of Employment


PaySpecialist 297

Notes

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