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New Vision Paymate Payroll

Section 21-0000-Designer Reports

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** PAYMATE USER GUIDE * *

Designer Reports 2 of 56

NEW VISION PAYMATE PAYROLL .................................................................................. 1

PAYMATE DESIGNER REPORTS ....................................................................................... 1

Introduction............................................................................................................................ 1

Designer Report Menu Options ........................................................................................ 2

Personnel Management ...................................................................................................... 2 Background on the Personnel Data Screens ...................................................................... 3 Paymate Designer Reports Module has access to All Employee Information ...... 3 Examples of Information Stored In The Personnel System ......................................... 4 Setting Up Personnel Options for the First Time .............................................................. 5 Adding Changing Personnel Information ........................................................................... 7 The First Personnel Information Screen .............................................................................. 8 The Personnel Data Information is not created Automatically ................................. 8 Changing Existing Personnel Information .......................................................................... 9 The Second Personnel Information Screen ........................................................................ 9 A Standard Listing of Personnel Information ................................................................. 10 Field Name Maintenance ....................................................................................................... 12 Personnel Field Name Maintenance Worksheet ........................................................... 13

Selecting a Paymate Designer Report ......................................................................... 14

Screen One ............................................................................................................................ 20

Screen Two ............................................................................................................................ 22

Screen Three - (4) ................................................................................................................ 23

Personnel Selection Screen .............................................................................................. 29

Sort Order Selection Screens ........................................................................................... 30

Print Selection Screen ........................................................................................................ 32 Show Feature Data Codes Available .................................................................................. 35 Special System-Defined Data Codes ................................................................................. 36 Completing the initial Fields To Print Screen .................................................................. 36

Define Column Position Screen ...................................................................................... 37 Adjusting the Starting Column Positions ......................................................................... 38 When You Want More Information than will Fit on the Line................................... 39 When Columns Overlap ........................................................................................................... 39



Adjusting Several Fields on a Single Line ......................................................................... 39 Inserting Blank or Dashed Lines Between Employees ................................................ 40

Column Heading Screen ................................................................................................... 41 Supplying A Page Heading .................................................................................................... 41 Shifting the Display .................................................................................................................. 42 From Zero To Five Heading Lines ........................................................................................ 43 A Preview of the Report's Detail Line(s) ........................................................................... 43 Completing the "Column Headers" Screen ...................................................................... 43

Printing A Report ................................................................................................................. 43

Feature Data Code Maintenance .................................................................................. 44 Changing a Data Code May Produce Unexpected Results ....................................... 47

Printing A List Of Your Designer Report Data Codes .............................................. 47

Printing Data Codes used in Designer Reports ......................................................... 48


1 of 56 Designer Reports

Paymate Designer Reports

Introduction

Paymate’s Designer Reports module allows you to build a set of custom reports to fit your own specific needs. This module is a user-defined reporting system that provides access to information from Employee Master and Employee Features. A Designer Report may include information from the Employee General Information, the Personnel Information and the dollar and hour amounts in the Employee Features (Pays, Adjustments before Taxes, Tax and Pension Withholdings, Deductions and Benefits). To access hours, dollar amounts and taxable wages that are found in the Employee Features, the Designer Reports Module can make use of Feature Data Codes that can represent the sum of several features. For example, a Feature Data Code might be defined to combine all overtime Pays, so that they could be printed in a single column.



Designer Report Menu Options

Personnel Management Personnel Management Menu is accessed from the Payroll Main Menu using the Designer/Personnel Reports Menu. The Personnel Management Menu options are displayed on the left side of the screen and the Designer Reporting options are displayed on the right side of the screen.



Background on the Personnel Data Screens

The Paymate Personnel Module is a user-defined, personnel database. Two screens with 56 fields, containing a total of 1,676 characters, have been added to each employee. Each of the fields may be named and used to meet user specific needs. Once defined, the fields may be used as needed. All personnel information is optional. There are no mandatory fields on the two screens. Once entered, the personnel data is available for inquiry and for printing. The Personnel Data Sheet lists all information, for the selected employees, on an 8 ½ by 11 page (one page per employee).

Paymate Designer Reports Module has access to All Employee Information

Additional reports are available through the optional Designer Reporting report writer. This separate module allows you to create your own reports of General Information, Personnel Information, and Employee Feature amounts (Current, Month-to-Date, Quarter-to-Date, Year-to-Date and Fiscal-Year-to-Date; from Pays, Adjustments Before Taxes, Withholdings, Deductions and Benefits).



Examples of Information Stored In The Personnel System

Many types of data can be recorded in the ACS Paymate Personnel module. The following are examples to consider: Dates: Next Review, Next Increase, Insurance Effective, Probation Ending, Probation Review, Vacation Update, Previous Review, Previous Leaves of Absence, Vesting, etc. Histories: Review, Illness, Worker’s Comp, Disability, Education, Training, Promotion, Reinstatement, Reclassification, Transfer, Disciplinary Action, Union Participation, Contracted Services, Court Action, Garnishment, Investment, Savings, Previous Positions/Salaries, Seniority, Termination, Decorations, File Number/Location for additional records, Previous Employers/Positions, etc. Insurance: Names, Dates of Birth of Spouse and/or Dependents, Insurance Classification, Claim Tendencies, Beneficiary, Company Names(s) of Coordinating Coverage, etc. Codes: CETA, Minority, Handicaps, Limited English, U.S. Citizen, Miscellaneous Y/N Questions, Number of Dependents, Economically Disadvantaged, Profit Sharing, Vesting, etc. Personal: Veteran/Military Service/Discharge Status, Honors, Recognitions, Career Aspirations, Skills Inventory, Community Involvement, Hobbies, Internal Phone Number, Who to Notify in Case of Emergency, Passport Number/Expiration Date, Company Credit Card Number and Expiration Date, Resume Data/Rankings, etc.



Field Sizes on the Personnel Screens Paymate Personnel Information screens provide you with the following fields: Quantity Length of Field Alpha/Numeric Type of Data 4 1 Alpha Codes 4 2 Alpha Codes 4 3 Alpha Codes 12 8 Numeric Dates 20 22 Alpha Narrative Fields 8 60 Alpha Narrative Fields 3 120 Alpha Narrative Fields 1 300 Alpha Narrative fields ---------------------- ----------------------- --------------------- ---------------------- 56 1,676 Except for the date fields, all the fields accept alphanumeric character (letters, numerals, and special characters).

Setting Up Personnel Options for the First Time

If you are just getting started, familiarize yourself with the two personnel information screens and jot down your initial choices for the fields. Note: Although it is not often, Paymate may have designated one or more fields in Personnel for state report purposes. Usually these are state retirement reports. If there are any questions about fields already in use in Personnel, please contact your ACS Customer Support staff. They will check with the programming staff to determine which Personnel Data fields are reserved. Once you have decided on what each field will contain, design a “master” maintenance form using the examples found on the next pages. Make a copy for each employee, fill it out, and key it in. If you should decide later to use an additional field, or change the way a field is used, the definitions can be easily changed. Included in this document is a worksheet for the data field names and the data field names as they appear on the employee personnel information screens. Consider how the screen placement of the data fields will allow for easy review by the payroll staff when the employee personnel information is completed.



Notice the field names in the screen below:

Notice the placement of the above field names when viewed from the Employee Personnel Data Information:



Adding Changing Personnel Information

From the Personnel Menu, select Inquiry and Maintenance. This option will allow you to inquire into and/or update your employees’ personnel data. This same information may also be accessed from both the Paymate Employee Master Maintenance and the Paymate Employee Master Inquiry options.

<F4> or click on Lookup is available on either the Employee Number or Employee Name. Clicking on the button to the right of the Employee Number or Employee Name will access the Employee Lookup. The employee last name or portion of the last name may also be keyed into the employee name field. The employee name on file that most closely resembles the name typed, will appear on the screen. The Type of Data must be selected. The drop down box will display the selection of Screen 1 or Screen 2. Example is displayed above.



The First Personnel Information Screen

The fields in this sample screen have already been given names using the Field Name Maintenance option. These are only examples. Each user screen will appear differently depending on how the definition of the Personnel fields. Any unused data field names may be given the label of ************.

Press <Enter> or click to move to the second screen of Employee Personnel data.

The Personnel Data Information is not created Automatically

Note that a personnel record does not automatically exist for every employee. It is only created if payroll staff adds information to the screen or goes into Change Mode and changes the data for each employee. If SQL or other IBM query programs are used to access the Paymate Personnel file and has been joined to the information with the employee master file, be aware that there is not necessarily a one-to-one relationship unless the Personnel information has been built for each employee.



Changing Existing Personnel Information

Once an employee’s personnel information has been displayed on the screen, it can be modified by going into Change mode. Use <F2> or click Change to shift modes. After making the necessary changes, use <F2> or click Change to write the changes to file. To erase personnel information, use <F2> or click Change to shift modes. Field exit or delete the data to be removed. After making the necessary changes, use <F2> or click Change to write the changes to file. To move from Change mode to Inquiry mode, use <F5> or click Inquiry. Change mode is not available if accessing Personnel Information from the Employee Inquiry Menu. A personnel record for an employee can only be deleted when the employee is deleted using the Paymate Purge Menu. This process must only be done at the start of each new calendar year. All changes are recorded in the Paymate Logging file for audit trail purposes. The Logging File Listing may be printed to display changes to employee information.

The Second Personnel Information Screen

To inquire into an Employee’s Personnel Information screen 2, select “2” from the drop down

box on Type of Data, on the initial selection screen. Press <Enter> or click to move to the second screen of Employee Personnel data.



The descriptions on our sample screen are only examples of how the fields can be labeled. Each user defined screen will appear differently. This screen is used for both inquiry and changing Personnel Information. Once an employee’s personnel information has been displayed on the screen, it can be modified by going into Change mode. Use <F2> or click Change to shift modes. After making the necessary changes, use <F2> or click Change to write the changes to file. To erase personnel information, use <F2> or click Change to shift modes. Field exit or delete the data to be removed. After making the necessary changes, use <F2> or click Change to write the changes to file. To move from Change mode to Inquiry mode, use <F5> or click Inquiry. Change mode is not available if accessing Personnel Information from the Employee Inquiry Menu. A personnel record for an employee can only be deleted when the employee is deleted using the Paymate Purge Menu. This process must only be done at the start of each new calendar year. All changes are recorded in the Paymate Logging file for audit trail purposes. The Logging File Listing may print changes to employee information.

A Standard Listing of Personnel Information

From the Personnel Menu, select Personnel Data Sheets. This option will print employee’s personnel data in a “print screen” format.



The selection screen for the report will allow selection by Payroll Code, Home Employer, Home

Fund, Home Department or Employee Number. <F4> or click on Lookup is available. Leaving the screen blank will select all employees with Personnel Information. Employees with no data in the Personnel system will be listed on a separate report but will not be in the formatted report.

After making your selections, press <Enter> or click and the Run Instruction screen will appear. Refer to Appendix section on "Submitting to Batch Processing" for a current sample message and detailed instructions.



Field Name Maintenance

From the Personnel Menu, select Field Name Maintenance. This option will allow you to name each of the 56 personnel fields for reporting and inquiry.

In Change mode, update or add field names for your personnel system. A length of 12 characters is allowed for field titles. Type “4” fields are restricted to dates. The data fields and the names that are supplied are printed on the Personnel Data Sheets and the Designer Reports Module.



Personnel Field Name Maintenance Worksheet

Limit each field title is limited to 12 characters: "1" fields: ____________ ____________ ____________ ____________ "2" fields: ____________ ____________ ____________ ____________ "3" fields: ____________ ____________ ____________ ____________ "4" fields: ____________ ____________ ____________ (Dates) ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ "5" fields: ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ "6" fields: ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ "7" fields: ____________ ____________ ____________ ____________ "9" field: "8" fields: ____________ ____________ ____________ ____________



Selecting a Paymate Designer Report

If Designer Reports have never been used the following screen will appear:



At this point to Add a new report, click on Add New Report or press <F6>. If reports have been created the follow sample screen will be presented.

There are 15 reports per screen panel. A total of 999 reports can be created. To view all defined reports, press the down arrow on the menu in the lower right corner or press page down. Page down until all defined reports have been displayed.



For current reports the following options are available: 2=Select to see the report definition 3=Copy the current definition to the next available number

Verify that copy is the action to be taken. 4=Delete the current definition. After delete is complete, that menu title will be blank and available to be used for a new report using 2.

Roll Up or and Down or by clicking on these arrows.



Verify that delete is the action to be taken.

9=Run the report without viewing the screens Position the mouse over the report title and right click. These options are then visible. On the top of the screen Restart at and Search Pattern. To quickly move from a report not on the screen and to avoid rolling, enter the number of the report to move it to the screen. To search for report titles containing a specific word or phrase. In the example below the search pattern word is “Gross” and all reports containing the word “Gross” somewhere in the title will appear on the screen.

Also available on the left menu bar is Toggle. Use the Toggle or <F10> to “flip” from numeric order to alpha order on the report titles. The alpha order is by title name, whereas the search pattern will present on any title that has the requested word in the title.

2=Select 3=Copy 4=Delete 9=Run Position the mouse over the report title and right click.



An example of numeric order is shown below:

Below is the same report list in alpha order:



If the Designer Report has already been defined, all definitions from the previous run will be saved and presented. The report can be modified or “re-defined”, if necessary, at any time by changing the appropriate screen options. If you don’t want to make changes, press <enter> and the next screen in the sequence will appear. As you move from one screen to the next, each is verified for errors. If no change is made to

the screen, press <Enter> or click on to move to the next screen. If data is changed, press

<Enter> or click on to verify the data and press <Enter> or click on to move to the next screen.



Screen One

Click on Add New Report or <F6>=Add New Report.

The above screen will be presented when creating a new report. Selection may be done by Payroll Code, Home Employer Code, Home Fund Code, Home Department Code and/or Employee Code. These selections are optional. If left blank, other

criteria will be used on the selection. <F4> or click on Lookup is available on these data fields. Report Titles is the title that will be centered on the actual report. Up to two lines may be used on the report. The first line is a required field. Menu Code is the title that will be displayed on the previous menu screen. This is also a required field. Maintain Selection Criteria using Payroll Data is a required Yes or No field. When first creating a report it will default to Yes. Later, if set to No, that screen will not be presented.



Maintain Selection Criteria using Personnel Data is a required Yes or No field. When first creating a report it will default to No. Later, if set to Yes that screen will be presented. Maintain Sorting Criteria is a required Yes or No field. When first creating a report it will default to Yes. Later, if set to No, that screen will not be presented. Maintain Fields to Print is a required Yes or No field. When first creating a report it will default to Yes. Later, if set to No, that screen will not be presented. Maintain Column Headers is a required Yes or No field. When first creating a report it will default to Yes. Later, if set to No, that screen will not be presented. Run Report is a required Yes or No field. When first creating a report it will default to Yes. If set to No the report can be defined but not processed. Generally, this option would be Yes at all times. Create file to download is a required Yes or No field. When first creating a report it will default to No. This can be changed to Yes when defining the report. This option will create a file of the select data. This data can then be downloaded to a Word document or Excel spreadsheet. By downloading the file, not the actual report, headings do not need to be removed. The file name is PRDESIG###. The ### will be the report number. Example report one will be PRONELR001, report 93 will be PRDESIG093. The files will be found in the data library currently being used. Spreadsheet applications have a Client Access option to transfer the file data directly from the Iseries. This option is found under Data, Transfer from the Iseries. If this option is not available contact your IT department to install an Add-on to Excel. The file may also be downloaded using the “regular” Transfer from Iseries to a file on the PC and then opened with Excel or Word. Suppress Level Totals is a required Yes or No field. In order for sub-totals to print, a field that can be totaled, i.e. hours, amount, must be selected to print. Only the first three level/primary levels can produce totals.

After completing the screen, press <Enter> or click on to continue to the next screen.



Screen Two

This selection screen will always be presented when the first screen is presented. They work as a “pair”. Payroll Codes to EXCLUDE can be used to exclude up to 12 payroll codes when “blank for all”

Payroll Codes have been selected. <F4> or click on Lookup is available on these data fields. All of the above options will be remembered from one processing run to the next. Home Employer, Home Fund and Home Department up to 10 employer, fund, departments to be processed at the same time. If only one employer/fund/department is needed use the selection on the first screen. If this screen is left blank, all Employer/Fund/Departments will be

considered. <F4> or click on Lookup is available on these data fields. All of the above options will be remembered from one processing run to the next.

After completing the screen, press <Enter> or click on to continue to the next screen. NOTE: The current report number and name will be presented at the top of each screen.



Screen Three - (4)

The next four screens are the selection screens. These four screens along with the previous two will allow selection of data. The number of options has forced the use of three screens instead of one. Be sure to review all four screens when defining the report. Maintain Selection Criteria using Payroll Data will control the viewing of all four of these screens.



On the left side of the screen, selections are from Start to Stop. On the right side of the screen drop downs are available to determine the available options. If using only one selection on the “and” options i.e. Employee Type, Race, DD Authorization, Pay Class and Martial Status, put that selection on both selections. Example below on the DD Authorization:

Selections on this screen are optional.




This selection screen is salary information and other miscellaneous data. Selections are from Start to Stop. Selections on this screen are optional.





After completing the screen, press <Enter> or click on to continue to the next screen. NOTE: the Accrual Plan Descriptions will be presented with your user defined names.



Personnel Selection Screen

After completing this Selection Criteria screen, press <enter>, the system will display the Personnel Data Selection screen...

Your agency names of the personnel fields will be different than the sample field names used in the screen above. This screen will look different for each user depending on how the Personnel Data fields are defined. For more information on naming the Personnel fields, see the User Guide section on Personnel Field Name Maintenance. The Personnel Selection screen allows use of personnel information to determine whether an employee should print on this report. Complete the range values as needed. The same rules on multiple selection ranges apply to this screen as in the previous one. If the Personnel Selection criteria (either alone or combined with the previous screen) is so restrictive that no employees can fit into the ranges, a single page report will print with a heading and a total line that reads "0 Records Printed". All selection criteria on this screen are optional. To save time, a report can be defined without even accessing this screen.

Press <Enter> or click on to verify your choices. If valid, press <Enter> or click on to move to the next screen. If errors are found or additional changes are needed after verifying,

make the changes and press <Enter> or click on again to re-verify. <F12> will return to the previous screen.



Sort Order Selection Screens



The above screens are the sort selections. At least one must be selected. Up to 18 sort orders may be selected but usually a report will have from one to five sort orders. Use page up and down to review the sort selection screens. Use numbers to indicate the sort order.


Roll Up or and Down or

by clicking on these arrows.



Print Selection Screen



Paymate Designer Reports allows up to five lines of data to be printed for each employee selected to print. This screen allows you to specify... 1) How many lines to print for each employee? 2) What data fields to print for each employee? 3) What order (left to right) to print the data fields for each employee? At the top of this screen are 5 lines of fields numbered 1 through 5. Placing a Y in front of the line number in the column labeled Prt?, will cause that line to print on the report. The fewer lines that you print on one report, the easier that report will be to read. Always use the lines in order starting with line 1. On each line are a series of fields that can be completed. The available Employee Master Data and Data Codes and their short definitions are listed at the bottom of the screen. Select up to twelve data fields to print on each line. Keying in the numbers of the data fields in the order you want them to print left to right. (Don't worry yet about exact column spacing). In the example we have used information: From the Employee Master Screens, From the Personnel Screens (user defined fields), 1 Employee Number 200 Cert? Y/N 2 Employee Name 221 Driver Expir 16 Department Number



82 Job Name 55 Hire Date From User-Defined Data Codes. 400 GROSS PAY YTD 408 OVERTIME PAID 579 MC BENEFIT AMT

Show Feature Data Codes Available

There are more Data Codes available than will fit on one screen. Use the Page Up and Page Down keys (and/or Roll Keys) to scroll through the entire list. Press the Page Down (Roll Up)

Key, and then the Page Up (Roll Down) Key to see what happens. The following screen shows a sample of next group of Data Code options.

All of the Payroll General Information Screen fields and the Personnel System Data Base fields have automatically been assigned Data Codes numbers. Codes 1-199 have been assigned to the General Information Screens and some special system values. Codes in the 200's are from the Personnel Screens. In the screen above, all personnel fields have been given a label. If you do not use all of the fields, some of the 200 series entries may be blank.



Codes 400 through 999 are user defined Feature Data Codes. These custom Feature Data Codes can combine various amounts from payroll Feature information (Pay Code hours and amounts, adjustment before tax amounts, withholding feature amounts, withholding taxable amounts, and benefit amounts.)

Special System-Defined Data Codes

Notice in the example above that some of the standard data fields offered in Designer Reports are not generally available in other report options. They include the ending balance in hours and dollars for Vacation, Sick Leave, Sick Bank Leave, Comp Time and Holiday accruals: 22 Vac End Bal Hr 23 Vac End Bal $$ 29 Sick End Bal Hr 30 Sick End Bal $$ 36 SickB EndBal Hr 37 SickB EndBal $$ 43 Comp End Bal Hr 44 Comp End Bal $$ 50 Hol End Bal Hr 51 Hol End Bal $$

Completing the initial Fields To Print Screen

Complete as many fields with Data Codes, on as many of the five lines above as you wish to print for each employee.

Press <Enter> or click on to verify your choices. After verifying the data, press <Enter> or

click on to move to the next screen. If there are errors or additional changes to be made after verifying, make the changes and press <enter> again to re-verify. <F12> will return to the previous screen.



Define Column Position Screen

After completing the Field Selection screen,

, The screen is redisplayed (the Data Code list is omitted) showing you the lengths of each item. You will probably return to this screen (and the next one) several times to "fine tune" the appearance of your report. Here you are given the option to adjust the position (starting column left to right) where information prints.



The top part of the previous screen is redisplayed, showing the field numbers selected to print on the report. The middle section shows for each data fields selected (at the top), the length of the printed field in characters. This length is important since the printed page is limited to 132 columns. There is one exception to the length figures shown on this screen. Since most users assign a 3 digit number as an Employee Number, that shows as 3 when the actual Employee Number may be up to 10 characters long. If you use an employee number greater than 3, adjust the columns accordingly.

Adjusting the Starting Column Positions

The third (bottom) section of the screen lists the starting print column of each field that you have specified. When the report is first created, the starting columns are automatically generated by Paymate, with two spaces inserted between each print field. They can be adjusted if necessary. To dress up a report that has more than one line, you can align columns of information or shift them left or right to make the report easier to read. You may need to run an initial test report to determine if it can be improved by lining up columns of information.



When You Want More Information than will Fit on the Line

If you are printing several items on a line, check to see if the item to the far right will print beyond the 132 column limit (or 80 columns for a small format report). Look at the last field on each line. You can tell (from the bottom section of the screen) the starting print position of that field and (from the middle of the screen) the length of the print field. If the sum of these two values is greater than 132, your print line will extend off the page. If this is a problem, <F12> will return to the previous screen. Go to the data selection screen and use one of the following options. Eliminate some information on the line by deleting a Data Code. Choose a shorter Data Code, for example Fund Number instead of Fund Name.

Move some fields to a different line, perhaps adding an additional print line to the report.

Overlap columns where possible to squeeze the report inside the right hand margin (see next section).

When Columns Overlap

When adjusting the columns where information is printed, be careful not to overlap information. If there is an overlap, the column to the right will print on top of information in the column to its immediate left. In some situations this may be used this to reporting advantage. Consider the Paymate Fund Number which is four characters wide. If fund numbers are a maximum of two characters wide, safely overlap a column of information that prints to the right of fund number and gain two additional columns (characters) in the report. Much of the information stored in Paymate files is designed to accommodate more characters than needed. By squeezing the columns together, sometimes an entire line can be eliminate per employee. This can make the report easier to read and saves paper too.

Adjusting Several Fields on a Single Line

Sometimes when you adjust the column where a field is to print, it has an impact on all the remaining fields that print to the right of it on that same line. If you move a field 3 spaces to the right, make sure that at the same time you move every other field on that row to the right at least 3 spaces. Otherwise the fields will overlap and some information may be lost.



Inserting Blank or Dashed Lines Between Employees

The final screen option allows you to print blank or dashed lines between each employee. Responding to Extra Spacing with None will result in a single spaced report. The 1 line will place one blank line (double spacing) between employees. A dash-line will place a horizontal line of dashes between employees.

Press <Enter> or click on to verify the choices. After verifying, Press <Enter> or click on

to move to the next screen. If there are errors to be corrected or changes made after verifying, make the changes and press <enter> again to re-verify. <F12> will return to the previous screen.



Column Heading Screen

After completing the Field Placement screen, Press <Enter> or click on , the Column Heading screen is displayed. After creating a report and printing a trial report, several attempts may be needed to fine tune the placement of information on the report.

The screen is divided into three sections. In the top section, you determine the number of heading lines to print and the wording of page headings. The middle section is a ruler that helps you to determine the column position of the heading and where the fields will print. The third (bottom) section shows how the fields you selected will print.

Supplying A Page Heading

The top section of this screen allows you to define how page and column headings should appear. When the report is first designed, the system automatically fills in the generic



description of each column with as much text as can be printed. The computer generated heading may be used or it may be modified or wipe it clean and supply your own wording. The heading can even be left blank. If you have overlapped columns, the system may have also overlapped column descriptions. In that case you may need to use abbreviations.

Shifting the Display

Note that the print line may be up to 132 characters wide, but the width of the screen is only 80 characters. Use the Page Down and Page Up keys (Roll Up and Roll Down) to jump from the right end to the left end of the 132 character line as needed. The center section is a ruler to tell you which column of the print report you are in. When you shift the heading to see the maximum 132 character heading, the ruler will shift too as shown below. NOTE: If editing the first 1-80 positions of the heading BEFORE using the page down or up

key, be sure to Press <Enter> or click on to save your changes. Then use the Page down or up key to see the remainder of the print line. Again is editing of the headings is done be sure

to Press <Enter> or click on to save those changes before using the page down or up keys.



Notice that all three sections of the screen shift to the right: the computer-generated heading, the ruler in the middle of the screen, and the lower section that simulates how the data fields will print.

From Zero To Five Heading Lines

At the bottom of the heading section, determine how many heading lines should print. Place a Y after each appropriate line number. If the heading is missing from a report, chances are these fields do not have a checkmark in them.

A Preview of the Report's Detail Line(s)

The bottom section demonstrates how the report will look when it prints. This gives you an idea how to line up the Headings at the top so it will be positioned correctly over employee data. If less than five heading lines are needed for descriptive information, you might consider using the bottom of the page heading for dashes or equal signs to top the columns of the report. If you add or delete Data Codes from a line, the bottom section of the screen will also change, displaying a new simulation of how the data fields will print. However the heading section does not change automatically. You must manually adjust any column headings in the heading.

Completing the "Column Headers" Screen

Press <Enter> or click on will verify your choices. After verifying, Press <Enter> or click on

to save the design of the report. If there are errors found or changes to be made after verifying, make the changes and press <enter> again to re-verify. <F12> will return to the previous screen.

Printing A Report

After completing this screen, Press <Enter> or click on , if a Y was placed on the first screen telling the system to run the report, the report will be generated. After making your selections, press <enter> and the Run Instruction screen will appear. Refer to Appendix section on "Submitting to Batch Processing" for a current sample message and detailed instructions.



Feature Data Code Maintenance

Data Code Maintenance is the definition of employee features codes that may be used within Designer Reports. This option is available on the Personnel Management and Designer Reports Menu.

Using a 2=Change or 5=Inquiry enter the option desired to view/change the details of each data code. F6 will Add new Feature Data Codes. F5 will refresh the screen after doing Feature Code Maintenance. F10 will toggle between columns. Right click in New Vision on a line displayed. Change 2

Display 5



Options/Function keys available: 2=Change Feature Data Code selected 5=view Feature Data Code selected <F5>=Refresh the screen <F6>=Add new Feature Data Code

<F10>=Toggle view (Useful to research of available Feature Data Codes)

F10 Toggle view is available to view the Feature Data Codes in alphabetic order (above), Feature Data Name Order (below) and Feature Data Code Type, Hrs/Amt/Taxable and/or Period.



Data Code must be 400 or greater and less than 1000. In Add mode, enter a data code that will be unique. Once the data code is created, the code cannot be changed. The Name of the data code may be anything that indicates the purpose of the data code. Feature Type - P,A,W,D,B refers to the type of employee feature to print.

P=Pays A=ABTs W=W/H D=Ded B=Benefits

Hours-amount-Taxable - H,A,X refers to the amount/hours/taxable amount to print.

H-Hours A=Amount X=Taxable Amount

Amounts to Print - C,M,Q,Y,F refers to the period on the employee feature to print.

C=Current M=Monthly to Date Q=Quarter to Date Y=Year to Date F=Fiscal to Date

Feature Codes refers to employee features to print. Up to 20 different feature codes (of the same type), Pays, ABT, W/H, Ded or Ben may be entered, depending on the type of employee



feature selected above. All feature codes must be valid codes from the Pay, ABT, W/H, Ded, or Ben Master Codes. Gross dollars or hours may be retrieved by entering “$$” as a feature code. Gross is not valid on Withholding Taxable. Feature Ranges In many cases a range of features is desired without entering all of the codes necessary. Up to 10 ranges of employee features may be entered. A listing of the Master Codes will be helpful when creating the Data Codes. After creating the Feature Codes, they will be available with the Designer Report definitions on Fields to Print. The roll keys within that screen will display all of the fields available to print. A copy of your Data Codes can be printed using Data Code Listing.

Changing a Data Code May Produce Unexpected Results

Use caution when you change Data Codes. If a Data Code is already used in a Designer Report and it is changed, the information printed on the report will also change. However, that may not be obvious to others who print Designer Reports that share the Data Code.

Printing A List Of Your Designer Report Data Codes

From the Paymate Designer Reports Main Menu, select the option Data Code Listing. This option will allow you to print the list of all Data Codes available for Designer Reporting.

After making your selections, Press <Enter> or click on and the Run Instruction screen will appear. Refer to Appendix section on "Submitting to Batch Processing" for a current sample message and detailed instructions.



Printing Data Codes used in Designer Reports

From the Paymate Designer Reports Main Menu, select the option Data Code Used in Reports Listing. This option will allow you to print the list of all Data Codes and where they are being used in different Designer Reports. Select may be made on Sort Order.



After making your selections, Press <Enter> or click on and the Run Instruction screen will appear. Refer to Appendix section on "Submitting to Batch Processing" for a current sample message and detailed instructions.

** PAYMATE USER GUIDE * * 21-0000.1 of 4

1 of 56 Designer Reports

mm/dd/yyyy PAYROLL DATACODE LISTING PAGE 1

13:30:40 ACS Paymate

PR172R-V12.01

FEATURE DATACODES

Datacode Datacode Name Feature Codes Feat Range P,A,W,D,B H,A,X C,M,Q,Y,F

-------- --------------- ----------------------------------- ---------- --------- ----- ---------

401 POLICE OT OR OT STRAIGHT SC P H Y

500 HURRICANE SS RB OB P A M

510 HURRICANE FICA SS SOC SECUR W/H MC MEDICARE W/H RB RB W A M

SS SOC SECUR W/H MC MEDICARE W/H OB OB

520 RETIREMENT MTD E1 E4 W A M

P1 P2

521 RETIREMENT MTD E1 E4 W X M

P1 P2

590 MEDICARE GROSS MC MEDICARE W/H W X Y

600 GROSS EARNINGS $$ P A Y

610 TOTAL OVERTIME AG AG LAND P/R CP P A Y

CS SPEC. COURT CT

OB OD DOUBL TIME OT

OH OT+HALF OP

OR OT STRAIGHT OS SPEC OT STRGT

OT SC

ST SPEC TOUR SW OT+HALF-SNOW

XX 05

10

630 VACATION PAY VA WV WORKING VACAT P A Y

WS SPEC WORK VAC SV

650 SEVERANCE/SICK SK RETIRESICK P A Y

670 TOTAL REGULAR AD AD P A Y

AO CM

DC NU

PW RV

SD SD

SV SV

TD WV

ZZ 01

30 61

SN SR

680 OT HOURS AG AG LAND P/R OR OT STRAIGHT P H Y

OS SPEC OT STRGT

CS SPEC. COURT

ST SPEC TOUR

OD DOUBL TIME OT SW OT+HALF-SNOW

OH OT+HALF

690 GROSS HOURS $$ P H Y

820 UNION -CD CD CS UNION DUES D A Q

821 UNION - UN UN CSEA DUES D A Q

822 UNION DUES UP PT CSEA DUES U1 CSEA INSURANC D A Q

U2 CSEA DUES U3 CSEA DUES

U4 CSEA DUES



mm/dd/yyyy JOB CODE/SALARY REPORT PAGE 1

13:39:43 YOUR AGENCY NAME ACS Paymate

Job # Employee Title Employee Annual Salary Hourly Rate

05 ACCOUNT CLERK 8886 29,822.70 16.3861

05 ACCOUNT CLERK 4130 33,322.70 0.0000

TOTAL Job # 0005

63,145.40

06 AUTO MECHANIC III 1644 0.00 19.0607





TOTAL Job # 0006

0.00

07 ASSESSMENT CLERK 6690 36,656.91 0.0000

TOTAL Job # 0007

36,656.91

08 ASSISTANT TOWN ATTORNEY 4006 1,000.00 0.0000



TOTAL Job # 0008

105,000.00

10 ASSESSOR 2059 48,652.00 0.0000

10 ASSESSOR 6883 48,652.00 0.0000

10 ASSESSOR 7135 48,652.00 0.0000

TOTAL Job # 0010

145,956.00



mm/dd/yyyy UNEMPLOYMENT REPORT PAGE 1

14:03:04 YOUR AGEMCY NAME ACS Paymate

Employee Gender Job Emp H/S/C Gross

0099 F FOOD SERVICE WORKER P H 0.00

0110 F STUDENT INTER I P H 3,138.88

0125 F POLICE OFFICER F S 3,661.65

0142 F RECREATION SPECIALIST T H 2,590.32

0228 F SENIOR JUSTICE CT CLK F S 44,128.60

7086 F CLERK TYPIST F S 37,002.68

0310 F MINI BUS DRIVER P H 972.25

3427 F PUB. SAFETY DISPATCH. I F S 38,341.88

0318 F PUB SAFETY DISPATCHER 2 F S 75,264.26

0329 F BOARD OF ASSESSMENT RVW T H 1,114.00

0485 F FOOD SERVICE WORKER P H 9,866.90

0477 F SCHOOL CROSSING GUARD T H 1,228.96

0499 F LABORER FI MOSQUITO APP T H 0.00

0507 F WASTE H2O TREAT PLT HPR F H 43,825.27

0610 F ADULT DAYCARE PROG SUPV F S 39,966.93

0643 F KITCHEN AIDE P H 0.00

0700 F FOOD SERVICE WORKER P H 0.00


0722 F PRINCIPAL ACCOUNT CLERK F S 43,560.02

0814 F DETENTION ATTENDANT P H 0.00

0908 F TOWN HISTORIAN P S 13,164.06


1100 F STUDENT INTER I P H 77.08

1115 F LIFE GUARD T H 0.00

1150 F SUMMER INTERN P H 906.30

1200 F FOOD SERVICE WORKER P H 7,817.24

1229 F HOME HEALTH AIDE P H 126.63

1321 F RECEIVER OF TAXES T H 23,295.93

mm/dd/yyyy DRIVER'S LICENSE LISTING PAGE 1


Driver Lic. # ST Class Expires Employee Name Emp # Telephone

============= == ===== ======== ====================== ===== ============

A987-778-089-777 MN C 2/25/2005 ADKINS/JANET A 118 345-932-1568

A039-292-434-300 MN C 11/25/2001 ARAJJ/KIM A 609 345-987-2641

A120-380-229-303 MN C 10/26/2002 ARCMAP/JODI A 618 345-192-8335

B011-387-443-445 MN C 5/01/2002 BAGGKE/ROBIN K 278 345-875-9341

C444-888-221-101 MN C 4/21/2003 COEGGEJ/MARYJUDE 137 345-875-2165

V400-113-026-912 MN C 3/16/2001 VMEAK/BERTA R 141 345-918-2344

6 Records Selected and Printed



mm/dd/yyyy EMERGENCY NOTIFICATION LIST PAGE 1


Emp # Emp Name Phone Notify In an Emergency

====== ====================== ============== ========================

118 ADKINS/JANET A 345-932-1568 Mother - 345-668-9988

609 ARAJJ/KIM A 345-987-2641 Husband - 345-553-6541

618 ARCMAP/JODI A 345-192-8335 Husband - 345-743-8888

278 BAGGKE/ROBIN K 345-875-9341 Sister - 345-765-8765

137 COEGGEJ/MARYJUDE 345-875-2165 Father - 345-987-1234

141 VMEAK/BERTA R 345-918-2344 Husband - 345-932-4354


mm/dd/yyyy EMPLOYEE NAMES AND ADDRESSES PAGE 1


Emp # Emp Name Address City/State/Zip Phone

===== ========================== ========================== =============================== ================

118 ADKINS/JANET A 714 SW 5TH ST ANYWHERE MA 123451234 345-932-1568

609 ARAJJ/KIM A RT 1 BOX 197A ANYWHERE MN 123451234 345-987-2641

618 ARCMAP/JODI A 2611 GOETTENS WAY ANYWHERE MN 123451234 345-192-8335

278 BAGGKE/ROBIN K RT 1 BOX 200A ANYWHERE MN 123451234 345-875-9341

137 COEGGEJ/MARYJUDE 10103 CANNON RD ANYWHERE MN 123451234 345-875-2165

141 VMEAK/BERTA R 508 N 15TH ST ANYWHERE MN 123451234 345-918-2344


mm/dd/yyyy YEAR TO DATE AMOUNT TOTALS PAGE 1


Emp# Name Pay ABT's Taxes Deduction Benefits Net Pay

===== ======================= ========= ========== ========== ========== ========== =========

118 ADKINS/JANET A 7,171.98 2,661.53 908.91 0.00 450.40 4,615.38

609 ARAJJ/KIM A 0.00 0.00 0.00 0.00 0.00 0.00

618 ARCMAP/JODI A 1,816.36 581.00 173.98 0.00 152.47 0.00

278 BAGGKE/ROBIN K 0.00 0.00 0.00 0.00 0.00 0.00

137 COEGGEJ/MARYJUDE 0.00 0.00 0.00 0.00 0.00 0.00

141 VMEAK/BERTA R 11,968.60 350.00 1,365.31 0.00 746.30 4,634.40

GRAND TOTALS

20,956.94 3,592.53 2,448.20 0.00 1,349.17 9,249.78


mm/dd/yyyy EMPLOYEE WAGE LISTING PAGE 1


Emp# Name H/S/C Hr Rate Salary Contract Contract Paid

===== ===================== ===== ========= =========== ======== =============

618 ARCMAP/JODI A H 11.8100 24,564.80 0.00 0.00

278 BAGGKE/ROBIN K H 12.5000 26,000.00 0.00 0.00

137 COEGGEJ/MARYJUDE H 16.1900 33,675.20 0.00 0.00

141 VMEAK/BERTA R H 19.3100 40,164.80 0.00 0.00

118 ADKINS/JANET A S 21.6200 45,000.00 0.00 0.00

609 ARAJJ/KIM A H 32.5677 67,740.81 0.00 0.00

TOTAL Dept Code 0433

237,145.61

GRAND TOTALS 237,145.61


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