WSIPC Guide to Payroll: September Payroll Processing

WSIPC Guide to

Payroll: September Payroll

Processing

WSIPC Guide to Payroll - September Payroll Processing (April 2017) i

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Contents

Contents i

About This Guide 1

What You Should Know Before You Start 1 Be Sure You’re Signed In 1

How to Use This Guide 2 Navigation Paths 2 Getting Around 2 Screen Shots 2

What’s in a WSIPC Guide 2 Do Not Post This Guide to the Public Internet 3

What’s New in This Edition 3

Understanding September Payroll Processing 5

Processing the Final Payroll of the Fiscal Year 5 Preparing Payroll Data for the Next Fiscal Year 6 Processing the First Payroll and Closing the Fiscal Year 6 When Does September Payroll Processing Occur? 7 Workflow for September Payroll Processing 8

PART ONE: Processing the Final Payroll of the Fiscal Year 9

Terminating Employees Who Will Not Return 9 Processing Leave Cashouts for Eligible Employees 10

Creating a Leave Cashout Pay Code 11 Verifying Time Off Code Settings for Leave Cashouts 14 Verifying Ded/Ben Code Settings 15 Entering a Leave Cashout as a Sale Record in Time Off 19 Processing Leave Cashout Pay Records 25 Verifying the Payroll Calculations for a Leave Cashout 28

Adjusting Pay Record Amounts for the Final Contract Payment 30 Using the Auto-Calc Mass Select Option 30 Manually Adjusting Pay Record Amounts 33

Running the W2 Audit 38 Processing Final Payroll of the Fiscal Year 38 Processing Payroll Encumbrance for Final Payroll of Fiscal Year in August 38 Processing Accrual Payroll 39 Terminating Employees after Running Final Payment 41

PART TWO: Preparing Payroll Data for the Next Fiscal Year 42

Updating Washington Rate Tables 42 Entering Workers’ Compensation Rate Tables for the Next Fiscal Year 43 Updating the Unemployment Compensation Rate Table 44

Maintaining Data in Employee Profile 45

Contents

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Running the Profile Report 46 Running Reports on Paid-Off Contracts 47 Purging Pay Records and Contracts from Employee Profile 47 Changing Employee Types 55 Updating Individual Employee Deductions and Benefits 56 Mass Updating Deductions and Benefits 57

Preparing Employee Payroll Assignment Data for Payroll in Employee Management 58 Creating the Next Fiscal Year Employee Management Plan for Payroll 58 Importing Assignments into Your New Employee Management Plan 60

Updating Employee Assignment Information in Employee Management 64 Using the Contract Paid to Date Totals When Calculating the Pay Record Amounts Option 64 Running the Position - Assignments Mass Change Utility 64 Using Employee Management Reports to Verify That Your Data is Correct before Exporting to

Payroll 67 Exporting Employee Management Assignments to Payroll 67 Importing Employee Management Assignments to Payroll 68 Verifying and Setting the Primary Pay Code 69 Using Employee Management Reports to Verify That Data is Correct after Importing to Payroll 70 Verifying Contract Paid Start and Stop Dates 70 Running the Deduction/Benefit Audit 71 Verifying Benefit FTE 71

Updating Retro and Leave Without Pay (LWOP) Pay Codes in Contracts 71 Updating Retro and Dock (LWOP) Pay Codes 72

Updating WA Hourly Wage 74 Updating Hourly Rates on Pay Records 74

Method 1 – Using the Mass Processing Utility in Payroll to Update Hourly Rates 75 Method 2 – Creating an Employee Management Plan for Hourly Employees 77 Method 3 – Using the Mass Processing Utility in Payroll to Recalculate Pay Records 78 Method 4 – Using the Pay Record Update Utility to Update Pay Records 81 Method 5 – Auto Update Pay Records with WA Hourly Wage 86 Method 6 – Auto Create Additional Pay Rate Codes (Hourly, Daily, Overtime, and Lump Sum) from

Employee Management Assignments 93 Updating Insurance Tracking Data for the Next Fiscal Year 95 Updating Time Off Records for the Next Fiscal Year 97 Running the Substitute Tracking Year End Purge 99 Running Flex Year End Processing 103 Updating ACA Status Records 103

PART THREE: Processing the First Payroll and Closing the Fiscal Year 104

Processing the First Payroll of the Next Fiscal Year 104 Closing the Fiscal Year in Payroll 105

Appendix A - September Payroll Checklist 107

Appendix B - New Employee September Payroll Checklist 110

Appendix C - Setting Pay Record Amounts to Round Rather Than Truncate 112

Appendix D - Processing Batch Reports for Payroll 114

Contents

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Appendix E - Resetting the Fiscal Year to the Prior Year 117

Appendix F - Processing Time Off Transactions for an Employee with a Paid Off

Contract 118

WSIPC Guide to Payroll - September Payroll Processing (April 2017) 1

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About This Guide

This Guide shows you how to complete the final payroll of the fiscal year and how to

prepare payroll data for the next fiscal year.

This Guide will help anyone who completes the August payroll and prepares data for,

or runs, the September Payroll. This may include payroll managers and their staff,

human resources staff, other finance and administrative staff, and anyone else

involved in the payroll or budget process. This Guide will also help anyone who

processes Administrator’s June and July payrolls.

This Guide is divided into several major sections that walk you through the

September Payroll process. This includes completing the final payroll of the fiscal

year in August and preparing payroll data for September Payroll (the first payroll of

the next fiscal year).

The Appendixes include a checklist that helps you track the work you’ve completed

during the September Payroll process.

What You Should Know Before You Start You’ll find that the Guide is much more helpful if you have experience working with

Assignments in Employee Management and are familiar with contracts, Pay Records,

and deductions and benefits in the Employee Profile. You should also be familiar with

the following modules: Insurance Tracking, Time Off, and Payroll. This Guide

references other WSIPC Guides. If you do not have access to any of these documents,

check with your Information Service Center.

Be Sure You’re Signed In This Guide is intended to be read while you are working in the Human Resources

module, so be sure you are signed in. Many of the procedures and concepts

discussed in the Guide are best understood if you practice as you read.

About This Guide


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How to Use This Guide This section shows you how to follow navigation paths in a Guide, and how to

navigate around the Guide using various features. This section also describes how

and when screen shots are used in the Guide.

Navigation Paths The procedures in this Guide begin with navigation menu paths. Select the

check box in User Preferences to ensure that you can follow

these paths. The option is not available in User Preferences if it is already enabled for

the entire district. To learn more about setting User Preferences, see the WSIPC Guide

to Skyward’s School Management System.

Getting Around If you’re using this Guide electronically, you can click any text in blue font to move to

the section of the Guide that the text refers to. Because the Guides are published in

PDF format, you can also use the PDF navigation pane to quickly move from one

section to another. If the pane is hidden, click the button in the menu

bar on the left side of the screen.

Screen Shots You’ll find screen shots throughout the guide to help you learn how to use the

software. The data entered in the screen shots in this Guide is an example of the data

you might enter. These screen shots are updated with each edition to make sure

what you see on your screen matches what you see in the Guide. To prevent the

Guide from becoming a lengthy picture book, WSIPC Guides use screen shots only to

help illustrate a key idea or when options on a screen are described. This allows

WSIPC Guides to be effective and concise.

What’s in a WSIPC Guide WSIPC Guides are designed to provide readers with everything they need to know to

safely and effectively use Skyward’s software. WSIPC strives to make Guides that

address the diverse needs of these audiences. Therefore, this Guide doesn’t contain

information customized for specific audiences, districts, or schools.

If you need to create educational materials that address the specific needs of your

Service Center or district, consider using this Guide as a starting point for developing

your own customized materials.

http://skydoc.wa-k12.net/skydoc/-WSIPC%20Guide%20to%20Skyward%E2%80%99s%20School%20Management%20System.pdf


About This Guide


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Do Not Post This Guide to the Public Internet

The information contained in this Guide is copyright protected. You may store a

digital copy of this Guide on your internal server for access by authorized users.

Allowing access to this Guide by anonymous users, including search engine crawlers,

is not permitted. If you are unsure whether your website is open or your server is

protected from crawlers, contact your systems administrator.

What’s New in This Edition This section highlights the significant changes to the Guide since the last edition such

as content about new features, important notes and cautions, and sections of the

Guide that have been expanded or moved.

Description of Change Page #

Updated the Guide to reflect WSIPC’s February 2017 software

release version 05.17.02.00.07. N/A

Made all dates generic. N/A

Added the “Workflow for September Payroll Processing” section. 8

Added a note to the “Creating a Leave Cashout Pay Code” section. 11

Added a note to the “Adding a Time Off Sale Transaction in

Employee Profile” section. 20

Updated Table 4 Scenario 3 Details. 28

Updated the “Running the W2 Audit” section. 38

Updated the “Purging Pay Records and Contracts from Employee

Profile” section. 47

Added a note to the “Method 3 – Using the Mass Process to Delete

Contracts and Associate Pay Records” section. 52

Updated the “Mass Update Deductions and Benefits” section. 57

Added a note to the “Importing Employee Management

Assignments to Payroll” section. 68

Added the “Verifying Benefit FTE” section. 71

About This Guide


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Description of Change Page #

Added a note to the “Updating Hourly Rates on Pay Records”

section. 74

Updated the “Method 6 – Auto Create Additional Pay Rate Codes

(Hourly, Daily, Overtime, and Lump Sum) from Employee

Management Assignments” section.

93

Updated the September Payroll Checklist. 107


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Understanding September Payroll

Processing

September Payroll Processing is an “umbrella” term that includes three parts:

Processing the Final Payroll of the Fiscal Year

Preparing Payroll Data for the Next Fiscal Year

Processing the First Payroll and Closing the Fiscal Year

These steps consist of a series of tasks and processes that prepare payroll data for

the first payroll of the next fiscal year. As part of these steps, information for the

newest employees is added, and almost all employees are given new contracts or pay

amounts. “When Does September Payroll Processing Occur?” (page 7) explains when

these steps occur. The flowchart in “Workflow for September Payroll Processing”

(page 8) shows you how these steps can fit together when processing September

payroll.

Processing the Final Payroll of the Fiscal

Year Processing the final payroll of the Fiscal Year includes a number of tasks. You must

end the information in the records for terminated employees and for those who are

not returning, so that payments to them do not continue in error. Terminating an

Employee Record includes making the final contract payment and updating

retirement, leave balances, benefits, and running the final payroll.

Payments of sick and vacation cashouts to eligible employees may be made at this

time. To ensure that each employee’s contract is paid in full, you must also adjust the

Pay Record amounts for final payment. Run the W2 Audit before running the final

payroll so that adjustments can be included with the final payment before contracts

and Pay Records are deleted. After you prepare everything, you run the final payroll,

and close the final encumbrance if your district encumbers. In some districts, an

accrual payroll is run and posted to the ending fiscal year.

Understanding September Payroll Processing


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Preparing Payroll Data for the Next Fiscal

Year While processing the final payroll of the fiscal year, you also begin to set up the data

for the next fiscal year. After the final payroll of the ending fiscal year, Washington

Rate Tables are updated. Employee Profile data is maintained, which includes

deleting Pay Records and purging contracts. New Employee Management Plans are

set up and the Assignments are imported from Salary Negotiations Plans—often

those that were used to create the budget for the next fiscal year. Employee

Management Assignments are exported and then imported to Payroll. Retro and

Leave without Pay (LWOP) Pay Codes are updated on Contracts and Hourly Rates on

Pay Records are updated.

In Insurance Tracking, Substitute Tracking, Flex, and Time Off, you may need to roll

data to the next fiscal year. You must also update deduction and benefit premiums, if

they are changing for the next fiscal year. If the district uses Insurance Tracking to

calculate benefits, you must update benefit FTEs, and you must enter employee

enrollment changes.

Processing the First Payroll and Closing

the Fiscal Year You process the first payroll of the next fiscal year. If you processed an accrual payroll

you process the Payroll Payables Expense Run payout. You also create new POs for

the encumbrance process.

The fiscal year in HR is closed after all payrolls and payroll transactions, including the

payroll payables and payables reversal, are complete. You must complete this

process before the first payroll in the second month of the next fiscal year.



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When Does September Payroll

Processing Occur? The first payroll for new contracts for administrators is performed in July. The first

payroll on the new contracts for most employees is performed in September. The

setup process for September Payroll Processing can begin after the budget for that

fiscal year is complete (usually in July).

While this Guide covers all tasks that make up the September Payroll process, your

district may perform these tasks in a different order than they are presented in this

Guide. The sequence depends on your district’s business practices. For example, as

part of the August payroll, your district may begin creating next fiscal year Employee

Management Plans in July, before performing the Processing Leave Cashouts process

or the Terminating Employees process—and in your district these processes may not

be performed by the same department.



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Workflow for September Payroll Processing

Process Final Payroll of the Fiscal Year

Prepare Payroll Data for the Next Fiscal Year

Process the First Payroll and Close the Fiscal Year

Start

Terminate employees

who will not return (before final payment)

Review Contract Payout Amt

Inactivate Direct Deposit

Adjust Leave Balances

Separate from retirement

Enter an IT End Date

Process Leave Cashouts for

eligible employees

Adjust Pay Record Amounts

for the final contract payment

Did You run a W2 Audit

after the last payroll?

Run W2 Audit

NoYes

Process final payroll of the

fiscal year

Do youencumber Payroll?

Close and liquidate open

payroll purchase

orders

Update WA Rate Tables

Yes

No

Do you accrue

Payroll?

Verify ESAM Rules have been built

Verify retirement rates are correct

Yes

Process Payroll Payables

Expense Run

Process Payroll Payables Reversals

Terminate employees

who will not return (after

final payment)

No

Delete paid-off Contracts and Pay Records

Update personnel information

Delete direct deposit information

Delete Ded/Bens

Process Benefit payments for employees on COBRA

Maintain data in Employee

Profile

Run reports (including the Leave Sale Report)

Purge Pay Records and Contracts

Update Employee Types

Update Deductions and Benefits

Prepare Payroll Assignments in

Employee Management

Create next fiscal year Employee Management Plan

Import Assignments into New Employee Management Plan

Update Employee

Assignment information

Make changes to Assignments

Verify data in EM Plan

Export/import EM Assignments to Payroll

Verify data in Payroll

Update Retro and LWOP Pay Codes in contracts

Update WA Hourly Wage

Update hourly rates

on Pay Records

Update Time Off Records for the next fiscal year

Review Time Off Codes

Review Allocation Method

(Optional) Perform Time Off Year End Purge

Review and update Employee Time Off Setup

Mass update Employee Time Off Calendars

Award next year leave

Update ACA Statuses

Add ACA Status Records for new hires

Add ACA Status Records for previous new hires that are now ongoing

Do you use Sub

Tracking?

Run Sub Tracking Year End

Purge

Yes

Do you use Flex

Processing AND does your New Flex Year end with the

start of the new fiscal

year?

No

Run Flex Year End

ProcessingYes

Did you process Payroll

Payables?

Pay out Payroll

Payables (in a separate

payroll)

Enter Time Off

No

Yes

Process the first Payroll of the next fiscal year

Close the fiscal year in

Payroll

You must close the fiscal year in Payroll

before the first payroll in the second month of

the next fiscal year

End

Do you use Insurance

Tracking?

Update IT data for the next plan year

Yes

The month your plan year ends may not be the same as the fiscal year. You can

begin all prep, with the exception of the IT Calc and Update, before the payroll month when these changes take effect. You can process the IT Calc and Update after the last payroll for the prior IT plan

year is complete.

No


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PART ONE: Processing the Final

Payroll of the Fiscal Year

Processing the final payroll of the fiscal year includes the following processes:

Terminating Employees Who Will Not Return

Processing Leave Cashouts for Eligible Employees

Adjusting Pay Record Amounts for the Final Contract Payment

Running the W2 Audit

Processing Final Payroll of the Fiscal Year

Processing Payroll Encumbrance for Final Payroll of Fiscal Year in August

Processing Accrual Payroll

Terminating Employees after Running Final Payment

Part One describes these processes.

Terminating Employees Who Will Not

Return When the fiscal year ends, some employees may end their employment with your

agency. You must process information for terminated employees both before and

after you run the final payroll. To learn how to terminate employees who will not

return, see the WSIPC Guide to Payroll - Ending Employment. Table 1 describes the

process to consider when terminating employees who will not return, and the

location of further information about each part of the process.

Process

Section of the WSIPC Guide to Payroll –

Ending Employment that contains further

information about this process

Change payroll data before

running a final payment.

Reviewing the Contract Payout Amount

End an Employee’s direct

deposit.

Inactivating an Employee’s Direct Deposit

Adjust front-loaded leave

balances.

Adjusting Leave Balances

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Ending Employment.pdf

PART ONE: Processing the Final Payroll of the Fiscal Year


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Process

Section of the WSIPC Guide to Payroll –

Ending Employment that contains further

information about this process

Enter retirement eligibility End

Date.

Separating an Employee from Retirement

Update the Master Record in

Insurance Tracking.

Entering an Insurance Tracking End Date

Table 1 - Process for terminating employees who will not return and the location of

further information about each part of the process

Processing Leave Cashouts for Eligible

Employees When employees end their employment with your agency, they may have the option

of cashing out unused leave. Your agency may also allow certain groups of

employees to cash out certain leave balances annually. This leave cashout may be in

the form of cash or may be converted to a VEBA account if VEBA is available at your

agency. Processing leave cashouts is similar to processing annual sick leave buyback

after the balance to buy back is determined.

To process leave cashouts for eligible employees, you must first answer the following

questions:

Is the cashout for sick pay, vacation leave, or personal leave?

Is the cashout reportable to DRS?

Is the cashout for a terminated employee who will not return?

Will a Plan 1 retirement member or a retiree who has returned to work be

receiving a cashout?

What is the cashout ratio for this type of leave? This is typically determined by

state law.

How should the cashout look in the employee’s time off data and in time off

reports?

Is the employee contributing the cashout to VEBA?



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How many payments will you make to the employee for the cashout?

(Multiple payments can affect the employee’s FIT calc.)

What salary accounts do you charge for cashouts?

What should the settings be on the Ded/Bens used to process the cashout?

Which Ded/Bens should be attached to the cashout?

How should Ded/Ben dollars be distributed to the cashout?

Leave cashouts are entered through Time Off and processed through payroll on a

Pay Record.

Note Most leave cashouts are exempt from retirement reporting.

Sick leave cashout is exempt from retirement for all employees.

Vacation leave and personal leave cashouts are exempt from

retirement for all non-Plan 1 retirement members excluding

retirees who have returned to work.

See “Creating a Leave Cashout Pay Code” (page 11) to learn more

about handling taxes and Retirement Reporting for cashouts.

Creating a Leave Cashout Pay Code To process the cashout in a payroll, you create Pay Codes to use on Leave Cashout

Pay Records. The Leave Cashout Pay Code must be a lump-sum type Pay Code (

= and = ).

Washington State’s tax treatment of cashouts includes the following:

All cashout amounts are reportable and taxable for unemployment, but the

hours are not reportable to Employment Security. The lump-sum-type Pay

Code prevents hours from being reported for Unemployment. Lump-sum Pay

Codes have both the and fields set to Figure 1).

Workers’ Compensation is not processed on the leave cashout so no code is

necessary.



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A Retirement Status Code is not required on Leave Cashout Pay Codes, with

the exception of vacation leave and personal leave cashouts for TRS Plan 1,

PERS Plan 1 and retirees who have returned to work. For a list of Status Codes

to use when reporting cashouts, see the DRS Employer Handbook.

Best

Practice

Create a separate Pay Code for Plan 1 and retirees who have

returned to work cashouts, using the correct Retirement Status Code

for the cashout. For all other cashouts, leave the Status Code blank. If

retirement Ded/Bens are attached to a Pay Code with a blank

Retirement Status Code, the payroll calculate generates an error.

Note In some cases one employee may need more than one Leave

Cashout Pay Code so that different portions may be reported under

different Retirement Status Codes. For a list of Status Codes to use

when reporting cashouts, see the DRS Employer Handbook.

To create a Leave Cashout Pay Code:

1. In the Web interface, go to Product Setup\Human Resources\PA\CO\PA.

2. Click

3. Click .

4. Configure the screen (Figure 1). Table 2 describes the options on

this screen.

5. Click .

Figure 1 - Common Pay Code settings for all retirement member’s sick leave cashout



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Option Description

Value assigned to this Pay Code.

Short description of the Pay Code. This code appears on pay

stubs.

Long description of Pay Code.

Defines whether this Pay Code is an hourly Pay Code. For a

cashout, verify that this is set to . If it is set to , it is

used for hourly pay.

Defines whether this Pay Code is a Contract Pay Code. For a

cashout, verify that this is set to . If it is set to , it is

used for contract pay.

Makes the Pay Code available for selection by the

option in the payroll select step of the

payroll process. This field is only available when you set the

option to

Defines the Workers’ Comp rate associated with this Pay

Code. For a cashout, verify that this is blank. Do not attach

Workers’ Compensation deductions or benefits to a Cashout

Pay Record.

Defines the Retirement Status Code associated with this Pay

Code. The only Cashout Pay Codes requiring a Status Code

are those not exempt from retirement (for example, vacation

cashouts for Plan 1 members). To learn more about

Retirement Status Codes, see the DRS Employer Handbook.

For an example of a Sick Leave Cashout Pay Code with no

Retirement Status Code, see Figure 1 above.

Note: Do not attach retirement deductions or benefits to

Cashout Pay Records that are exempt from retirement.

Table 2 - Description of options on the Pay Codes screen



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Verifying Time Off Code Settings for Leave

Cashouts Verify that the Time Off Code used for cashouts is defined with the correct Sale Ratio.

The Sale Ratio is the number of hours to be sold to receive one unit of pay. The

current state regulation is to pay sick cash outs at a ratio of 4 to 1. RCW 28A.400.210

states:

“…[A]t the time of separation from school district employment an eligible

employee…shall receive remuneration at a rate equal to one day’s current

monetary compensation of the employee for each four full days accrued

leave for illness or injury.”

Vacation and personal leave can be sold at a one-to-one ratio, but the agency

determines the specific policies, usually through negotiations with employee groups.

Time Off Codes may also be configured to contain minimum balance requirements

for cashout.

To verify Time Off Code settings for leave cashouts:

1. In the Web interface, go to Product Setup\Human Resources\TO\CO\TO.

2. In the area on the screen,

double-click the code you want to review (Figure 2).

3. Verify that the minimum required balance in the box is

correct and update it if necessary.

4. Verify that the Sale Ratio in the box is correct and update it if

necessary.

5. Click .

Note To learn more about the options on the

screen, see “Time Off Codes” in the WSIPC Guide to

Time Off.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Time Off.pdf




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Figure 2 - Time Off Code screen showing Minimum Balance of 0 hours and a Sale Ratio

of 1 to 1

Verifying Ded/Ben Code Settings Before processing a cashout, verify that Ded/Ben Codes are set properly so that

taxable earnings for FIT, FICA, and Medicare are correct on the cashout. This is

particularly important if the cashout includes a VEBA deduction.

Note The examples in this document assume that state taxable income

follows the same rules as federal taxable income. In this situation,

the check boxes for and

on all Ded/Bens should match.

If some employees pay income tax in a state other than

Washington, different settings or separate codes may be required to

properly calculate their state taxable income.

Depending on the scenario that applies, you may use some or all of the following

Deduction Codes: Plan 1 Retirement Deduction or Benefit, VEBA Deduction, or Net

Pay Adjustment.



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Plan 1 Retirement Deduction

Vacation leave and personal leave cashouts are retirement-reportable compensation

for Plan 1 retirement members and retirees who have returned to work. Retirement

Deduction Codes must be attached to the Cashout Pay Records. Figure 3 shows an

example of the most common settings for TRS Plan 1.

Figure 3 - TRS Plan 1 Retirement Deduction showing Decreases Federal and Decreases

State Gross



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Plan 1 Retirement Benefit

Vacation leave and personal leave cashouts are retirement-reportable compensation

for Plan 1 retirement members and retirees who have returned to work. Benefit

Codes must be attached to their Cashout Pay Records. Figure 4 shows an example of

the most common settings for TRS Plan 1.

Figure 4 - TRS Plan 1 Retirement Benefit showing standard Cost to Employer option

selected



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VEBA Deduction

If your agency contributes to VEBA for cashouts, vacation, sick, or both, this

Deduction Code is used to process these deductions. Figure 5 below shows typical

settings for this deduction.

Figure 5 - VEBA Deduction Code showing Decrease Federal, State, and FICA Gross

settings

Net Pay Adjustment

If a Plan 1 cashout is retirement eligible, and you are processing it separately from

other pay, and you are contributing the gross amount of the cashout to VEBA, you

may need to use a Net Pay Adjustment Deduction Code or one like it. This code is

used to offset the negative net pay on this type of cashout and post it to the

appropriate GL account. This GL posting is then offset by a check received from the

employee for his or her retirement contribution. No vendor is required, as it is not

necessary to create an A/P invoice for this item. See Figure 6 for an example. Check

with your accounting department to determine which Account Number to use on this

code.

Note To determine the amount to enter in the Net Pay Adjustment

deduction, run a Payroll Calculate on the Cashout Pay Record. Enter

the amount of the retirement deduction as a negative amount in Net

Pay Adjustment deduction.



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Figure 6 - Example of a Net Pay Adjustment Deduction Code with no Vendor Reference

Entering a Leave Cashout as a Sale Record in Time

Off After adding or updating the necessary Cashout Pay Codes and Time Off Codes, you

can enter leave cashouts as Leave Sale Records. If the cashout is for a terminated

employee who will not return, ensure that the leave balance is accurate prior to

entering a leave cashout. Processing leave balance adjustments for terminated

employees is discussed in “Adjusting Leave Balances” in the WSIPC Guide to

Payroll – Ending Employment.

When entering a leave cashout as a Sale Record in Time Off, you can add Sale

Records individually in Employee Profile or use the Time Card import to add them all

at once. This section describes each method.

Note To determine the amount of leave available for a cashout, you can

run the Time Off Leave Sale Report (Human Resources\Time

Off\RE\LR). To learn more about this report, see “Leave Sale Report”

in the WSIPC Guide to Time Off.






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Adding a Time Off Sale Transaction in Employee Profile

Entering a leave cashout as a Sale Record in Employee Profile allows you to

sequentially create a Leave Cashout Pay Record for that Time Off Transaction.

Note Once you add a Time Off Sale Transaction, if you need to make a

change to the Time Off Record you must also manually update the

Pay Record and vice versa.

To add a Time Off Sale Transaction in Employee Profile:

1. In the Web interface, go to Human Resources\Employee\EP\EP.

2. Select an employee.

3. Click the tab.

4. Click .

5. Click .

6. Configure the screen (Figure 7). Table 3

describes the options on this screen.

7. Click to create the Leave Cashout Pay Record.

8. On the screen (Figure 8), update the values as

needed. See “Processing Leave Cashout Pay Records” (page 25) for details.

9. Click .



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Figure 7 - Example of a Time Off Sale Entry for a Sick Leave Cashout

Figure 8 - Pay Record Maintenance screen



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Option Description

Time Off Group Code. The default is the code associated

with the Time Off Code that is selected.

Time Off Code. When you select a Time Off Code ( ,

or ), the Group Code for that Time Off Code

appears in the box.

Determines whether the values entered in the

field are measured in Hours or Days.

Default Hours per day for the employee’s selected Time

Off Code.

Transaction Date. This date must be in the month in

which the cashout is earned.

Describes the type of transaction, such as for a Time

Off Sale Entry.

For a Time Off Sale Entry, the total number of hours being

sold.

Reason for time off transaction.

Individual comment for this transaction.

The substitute teacher replacing the employee on leave.

This is left blank for Sick Leave Sale transactions.

Pay Code in the employee’s record used to obtain the

hourly rate and default values for the

including Frequency Code, Account Distribution,

Deductions, Benefits and Paid Start/Stop Dates. The base

contract Pay Code is usually selected.



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Option Description

Pay Code used to pay the leave cashout. A Pay Code with

the appropriate Retirement Status Code should be

selected according to the employee’s retirement plan.

Tip: Use the button to verify that the

employee’s retirement plan is correct without leaving

your Time Off Sale Transaction.

Note: If you make a change, a message appears stating

that a Pay Item already exists with that Pay Code and

asking if you wish to overwrite the existing Pay Code.

Click to overwrite the existing Pay Code.

Click to create another pay item and then

click to update the employee’s existing SLBB

Pay Record.

Display only. This value is obtained from the Time Off

Code settings.

Rate per hour that the employee will be paid. Defaults

from the . You can override this by

manually entering a rate.

Calculated amount of the pay to be generated for this

transaction. Sale Amount = Amount x (Hourly Rate/Sale

Ratio).

Display only. Employee’s current leave balance.

Display only. Leave balance that the employee must have,

to be eligible for a leave sale. This value is obtained from

the Time Off Code settings.

Display only. Maximum leave the employee can sell in this

category. Calculated amount which equals the Current

Balance minus the Minimum Balance Required.

Note: If the Current Balance does not exceed the

Minimum Balance Required, this field is blank.



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Option Description

Display only. Amount of unused allocated leave for this

employee in the previous calendar year.



Display only. Amount of leave eligible for sale. Either the

Maximum Allowed amount or the Prior Year Unused

Earned Leave amount, whichever is smaller.



Table 3 - Description of options on the Time Off Transaction screen when the Sale Type

is selected

Using Time Card Import

The Time Card Import process uploads Time Off detail transactions from a CSV file.

The Time Card Import process allows Time Off Sale Transactions for multiple

employees to be updated to their Time Off Record without requiring you to go to

each individual profile. The Transaction Type that must be used for Sale Records in

the CSV file layout is “S.” To learn more about the CSV file layout, see “Extracting

Time Card Data” in the WSIPC Guide to Time Off or consult your Information Service

Center for a copy of the Time Card Import Template layout file.

Once you create the CSV file which contains the Time Off Sale detail transactions for

all employees, you can begin the Time Card Import process.

Using the Time Card Import process involves the following three processes:

Extracting Time Card Data

Maintaining Time Card Data

Updating Time Off With Time Card Data

For complete instructions on running the Time Card Import process, see “Entering a

Time Off Transaction” in the WSIPC Guide to Time Off.

Caution The Time Card Import process does not create Leave Cashout Pay

Records. All Cashout Pay Records must be created in a separate

process, such as in a payroll worksheet.





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Processing Leave Cashout Pay Records Once you create the Leave Cashout Pay Records, you can update the record to

properly process the compensation to the employee. The deductions and benefits

you apply to the Leave Cashout Record depend on what retirement plan the

employee is a member of, the kind of cashout, and how it is being compensated to

the employee.

Note If the cashout includes a VEBA contribution, the amount entered in

the VEBA deduction is the gross pay amount of the cashout.

To process the Leave Cashout Pay Record:

1. Determine which scenario applies to the cashout item.

Table 4 describes four common scenarios. The scenario that applies to the

employee determines which updates are necessary. These scenarios focus on

the deductions and benefits that apply to the type of cashout. Each scenario

specifies if the cashout is being paid separately or with other pay.

Note You must remove all deductions not addressed in Table 4

that are attached to the cloned Pay Record for the cashout.

2. Enter a Frequency that represents the number of times the cashout will be

paid on the Pay Record. Generally, the Frequency is 1.

Note The Frequency ensures that federal tax is calculated correctly,

especially if the payment is included with other pay to the

employee.

The Frequency is used to calculate FIT related to this pay

item. Even if the item is exempt because the cashout is going

to VEBA, use the correct frequency for the number of

payments to be made.

3. Verify that the , , and values are correct.

4. Apply the UC benefit if it is not already applied. (Apply the Unemployment

Compensation (UC) benefit to all Cashout Records.)

5. Apply the Ded/Bens that are appropriate to the scenario using the guidelines

in Table 4.



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6. Enter a start and stop date on the Pay Record that is the date range for the

month(s) the payment will be made.

7. Click .

Note If the employee’s cashout is being contributed to VEBA, add

a VEBA deduction with the amount calculated from the Leave

Cashout Pay Record and the same date range. Then add the

VEBA deduction to the Leave Cashout Pay Record.

Your agency may allow groups of employees to contribute cashout amounts to a

VEBA plan. Visit the following web site to learn more about VEBA:

http://www.veba.org/.

Contributions to VEBA are exempt from Federal Income Tax, FICA, and Medicare.

Description Plan 1 and

retirees who have

returned to work

Vacation Leave

and Personal

Days

All Sick Leave

Plan 2 & 3

Vacation Leave

and Personal

Days

Details about this

scenario

Scenario 1

No VEBA

Paid with

other Pay

Deductions:

FIT

FICA

Medicare

Retirement

Benefits:

FICA

Medicare

Unemployment

Retirement

Deductions:

FIT

FICA

Medicare

Benefits:

FICA

Medicare

Unemployment

Easiest to process.

Distribution of benefit

dollars to the Cashout

Benefit Codes may be

different when included

with other pay.

http://www.veba.org/



Version 05.17.02.00.07


retirees who have

returned to work

Vacation Leave

and Personal

Days

All Sick Leave

Plan 2 & 3

Vacation Leave

and Personal

Days

Details about this

scenario

Scenario 2

No VEBA

Paid

separately

Deductions:

FIT

FICA

Medicare

Retirement

Benefits:

FICA

Medicare

Unemployment

Retirement

Deductions:

FIT

FICA

Medicare

Benefits:

FICA

Medicare

Unemployment

Easiest to process.

Setup is the same as

Scenario 1.

Scenario 3

VEBA

Paid with

other pay

Deductions:

FIT

FICA

Medicare

Retirement

VEBA

Benefits:

FICA

Medicare

Unemployment

Retirement

Deductions:

FIT

FICA

Medicare

VEBA

Benefits:

FICA

Medicare

Unemployment

The entire gross pay

amount of the cashout is

entered as the amount of

the VEBA deduction.

Distribution of FICA and

Medicare benefit dollars

to the Cashout Pay

Records occurs when FICA

and Medicare benefits are

attached.



Version 05.17.02.00.07


retirees who have

returned to work

Vacation Leave

and Personal

Days

All Sick Leave

Plan 2 & 3

Vacation Leave

and Personal

Days

Details about this

scenario

Scenario 4

VEBA

Paid

separately

from other

pay

Deductions:

FIT

FICA

Medicare

Retirement

VEBA

Net Pay

Adjustment

Benefits:

FICA

Medicare

Unemployment

Retirement

Deductions:

FIT

FICA

Medicare

VEBA

Benefits:

FICA

Medicare

Unemployment

The entire gross pay

amount of the cashout is

entered as the amount of

the VEBA deduction.

For Plan 2, Plan 3, and all

sick leave cashouts to

VEBA, setup is the same

as Scenario 3.

Non-sick leave cashouts

for Plan 1 and retirees

who have returned to

work requires an

additional Ded/Ben to

avoid negative net pay.

See “Net Pay Adjustment”

(page 18) for details.

Table 4 - Cashout Scenarios and Settings

Verifying the Payroll Calculations for a Leave

Cashout Once you set up the Pay Record for a cashout, run a payroll calculate so you can run

the Post Verify Check Verification Register Report to verify that the calculations are

correct, including all taxable wage categories and calculated deductions. If you are

using a net pay adjustment deduction, you can also use this report to determine the

amount to enter in the deduction. See “Net Pay Adjustment” (page 18) to learn more

about the use and setup of a net pay adjustment deduction. In the example report

shown in Figure 9, you can see that Federal Tax Gross and State Tax Gross are equal,

and so are FICA and Medicare gross.



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Figure 9 - Post-Verify Payroll Report showing Taxable Gross and Deduction Calculations for a cashout that is contributed to

VEBA



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Adjusting Pay Record Amounts for the

Final Contract Payment Most employee contracts end in either June (typically administrators) or August (for

all other employees). The final payments on these contracts are processed through

the associated Contract Pay Record. Because Pay Record amounts don’t always

divide evenly over the year, you may need to adjust the final pay amount on the Pay

Record to fully pay out the remaining contract balance. This happens less frequently

if you set your configuration to round Pay Record amounts rather than truncate

them. See “Configuring the Round Pay Records Up Option” (page 110) to learn more

about this configuration option. September Payroll Processing is an ideal time to

confirm that this option is selected.

You can use the option to adjust Pay Record amounts for the

final contract payment, or you can manually adjust Pay Record amounts. This section

describes both methods.

Best

Practice

Use the option to make the final payment on

contracts. This is more efficient and more accurate than manually

entering revised Pay Record amounts in individual Pay Records.

When you use the option, you can update the

Pay Record amounts to correctly pay off the exact remaining balance

on the contracts.

Using the Auto-Calc Mass Select Option The option allows you to recalculate the Pay Record amount

based on the remaining balance on the associated contract. Pay Codes must be set

to in the box in the Pay Code table (HR\PA\CO\PC) and the

box must be cleared on the employee’s Pay Record control file

(HR\PR\PR) for the Pay Record to be included in this option.

Best

Practice

Run the process once before the final payroll

selection process without updating the amounts in the Pay Records.

This allows you to review the data on the Auto-Calc Mass Select

Report. Once you verify that the amounts are correct, run the

process a second time with the same selection criteria to update the

profile Pay Record with the new amounts.



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To use the option:

1. In the PaC interface, go to HR\PA\CP\SE.

If prompted to do so, select a

3. Enter an end date in the box. This is typically the last day of

the month.

4. Enter the check date in the box.

5. Configure the screen.

6. Click .

7. Click .

8. Configure the screen Figure 10 Table 5 describes the

options on this screen.

9. Click . The Auto-Calc Mass Select Report lists the Pay Records that will not

be included in the selection. Pay Records that will be adjusted and the

calculation used to determine the adjustment amounts are listed at the end

of the report.

10. Click or . The following message appears:

“Do you want to continue with the import? Select ‘Yes’ to continue. Select

‘No’ to stop the process.”

Note When the check

box is selected, you must click if you want the Pay

Records to be updated.

Tip To be ready for Processing Final Payroll of the Fiscal Year, you

can configure the

screen to include all pay, not just the contracts that are being

paid off with this payroll.

11. Click

12. Click .



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Figure 10 - Auto-Calc Mass Select screen settings for administrator contracts for

reporting purposes (Update Profile Pay Record with new amount check box not

selected)

Option Description

Defines number of checks remaining. Used to calculate the

Pay Record amount by dividing the remaining contract

amount by the number of checks remaining. When making

the final contract payment this is typically 1.

Uses the number of pays remaining from the contract’s

associated Frequency Codes. Used to calculate the Pay

Record amount by dividing the remaining contract

amount by the number of pays remaining on the

contract’s associated Frequency Code.

Note: Clicking the

button to edit Frequency Codes,

changes the Pay Frequency Codes table (HR\PA\CO\PF).

Selects contracts within a specific pay start date range.

Selects contracts within a specific pay end date range. See

Figure 10 for an example of dates used to select

administrator contracts.



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Option Description

Allows the software to update Pay Records with the Auto-

Calc amount. All Pay Records listed on the

Auto-Calc Mass Select Report under the

section are updated when the “Do you want to continue

with the import?” message appears and you click .

Lists the employees who will be included in the process on

the Auto-Calc Mass Select Report. Otherwise the report

lists only exceptions.

Table 5 - Description of options on the Auto-Calc Mass Select screen

Manually Adjusting Pay Record Amounts You can manually update the Pay Record amount for contracts that will not fully pay

off before the last payroll. You may choose to do this if you have a small number of

adjustments to make.

Reviewing the Contract Payout Amount

To determine which contract balances are greater than the amount of the associated

Pay Records, and which Pay Record amounts you may need to adjust, you can first

run reports. Print the report and use it to enter revised Pay Record amounts before

running the final payroll.

Running Payroll Reports on Employee Contract Remaining

Balances

You can access contract information including remaining balance on Employee

Contracts under Payroll Reporting. Date ranges, filters and selection parameters allow

you to select the appropriate contracts to view on the screen.

You can also export the report to Excel.

Caution The contract information on the screen is

actual contract data from the Employee Profile tab.

Changes made to contract data in this selection change the actual

contract.



Version 05.17.02.00.07

To run a payroll report on employee contract remaining balances:

1. In the PaC interface, go to HR\PA\RE\PA\MF\EC.

Note The , ,

, and boxes default to the

last date ranges you entered.

2. Click to clear the date ranges and see all records in the

area.

3. Use the button as needed to set parameters for the records you want

to see on the screen. Use the parameter

to view employees such as admin or teachers.

4. Click . A Web interface screen opens and the following message

appears:

“Would you like to load the values from the PaC Contract Browse Filter into

the Selection Parameters for this process?”

5. Click .

6. On the screen, select the

option to see the remaining contract balance.

7. Select the check box

to print account distribution information on the report.

8. In the area, select , , or .

9. If you did not use the settings on the screen, click

. Select the default parameters or add a parameter set to

select specific employees. These selection parameters allow you to select a

sub-set of the previously selected employees to see on the report.

10. Click .



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11. Verify that the , , and

values are correct on the report (Figure 11). Compare the Contract Balance to

the amount remaining on the employee’s Pay Record (Figure 12). In this

example the Pay Record will be changed from $6,668.76 to the Contract

Balance, $6,668.64. To learn more about how to change the employee’s Pay

Record to be the same as the Contract Balance, go to “Manually Adjusting

Pay Record Amounts” (page 33).

Figure 11 - Employee Contract Amounts showing Employee Contract Balance

Figure 12 - Employee Pay Record Amount

Running a Quick Pick Report

The following Quick Pick Reports list remaining contract balances for a fiscal year:

Contract Amounts by Employee Type

Employee Contract Amounts Condensed

Employee Contract Amounts Detail

Update the filter on these reports to obtain the data for the correct year and/or

group of employees.

Note Because Quick Pick Reports are run by Fiscal Year for contracts with

payments that cross the fiscal year (such as administrator contracts),

these reports may not show the correct remaining contract balance.



Version 05.17.02.00.07

To run a Quick Pick Report:

1. In the PaC interface, go to HR\RO\QP.

2. Click .

3. In the box, type the report name.

4. Select the report you want to run.

5. Click .

6. Click to update the filter for the fiscal year.

7. In the box, type a fiscal year.

8. Click .

9. Verify that the fiscal year filter is correct and click .

10. Select a printer and click .

Figure 13 - Contract Amounts by Employee Type Quick Pick Report

Downloading a Crystal Report

You can go to WSIPC’s Crystal Reports SharePoint Services page and download the

following Crystal Report if it is not already in your Quick Pick directory in the PaC

interface:

HR_PA_EmpContractBal_AllContracts (prompt value - contract stop date).

Displays the difference between the Contract Amount (Amt) and the Contract

to Date Payments (CTD Pmts) in the right column.



Version 05.17.02.00.07

Instructions for downloading Crystal Reports into your agency’s database are also

located on this site.

Note Your Information Service Center can assist you with downloading a

Crystal Report. Reports are located in the WSIPC HR

and area on WSIPC’s Crystal Reports SharePoint Page.

Tutorials are also provided to help you add Crystal Reports to your

database.

If you are using Web Custom Reports, under Crystal Reports

Training and Help Documents, click

.

Manually Adjusting Pay Record Amounts

Once you determine which Contract Pay Record amounts differ from the remaining

Contract amount and need to changed, you can manually adjust the Pay Record

amount.

To manually adjust Pay Record amounts:


2. Select an employee.

3. Click the tab.

4. In the area, select the Pay Record to adjust.

5. Click .

6. Select the check box.

In the box, edit the amount.

8. Click .



Version 05.17.02.00.07

Running the W2 Audit Before Contracts and Pay Records are purged, run the W-2 Audit process in the PaC

interface (HR\PA\RE\PA\HI\WA) to verify proper reporting of taxable amounts. If any

corrections are necessary, include them with the final payroll of the fiscal year.

Note You do not need to run the W2 Audit if you already ran it after

the previous payroll.

To learn more about running the W-2 Audit process, see “Appendix B – Running the

W2 Audit” in the WSIPC Guide to W2 Processing.

Processing Final Payroll of the Fiscal Year After you adjust all Pay Record amounts for final payment, complete the leave

cashout process, and complete the payroll processes for terminated employees. You

are now ready to process the final payroll. You process the final payroll of the fiscal

year as you would any other monthly payroll throughout the year.

To learn more about this process, see the Monthly Payroll Checklist – V3. This

document is available through your Information Service Center.

Note All Time Off transactions should be entered before the final

payroll. After the final payroll you many find employees that have

unprocessed time off transactions (employees were not paid in

the final payroll or time off transactions were entered after the

final payroll). To learn more about how to process remaining

time off transactions, see “Appendix F - Processing Time Off

Transactions for an Employee with a Paid Off Contract” (page 118).

Processing Payroll Encumbrance for Final

Payroll of Fiscal Year in August After you run the July payroll encumbrance, the remaining Payroll purchase orders

reflect the final amounts for the month of August. These purchase orders must be

closed and liquidated.

If you are running the encumbrance process in the Web interface, see “Closing and

Liquidating Open Payroll Purchase Orders at Fiscal Year End” in the WSIPC Guide to

Payroll - Encumbrance Processing to learn more about processing the final payroll

encumbrance.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to W2 Processing.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Encumbrance Processing.pdf




Version 05.17.02.00.07

Tip In Encumbrance processing in the Web interface, you can close

Purchase Orders regardless of their batch number by using the

process.

If you are running the encumbrance process in the PaC interface, you must run

of the Payroll Encumbrance process after the August Payroll.

Note When you run the Payroll Encumbrance process in the PaC interface

after the September Payroll, you only need to run

, and to begin the next

fiscal year. This procedure applies only to the end of the fiscal year

in August and the beginning of the next fiscal year in September.

You still must run the entire Payroll Encumbrance process in June

and July.

Processing Accrual Payroll Accrual Payroll allows you to post payroll expenses into the ending fiscal year

without actually writing the checks until the next fiscal year. For example, you can use

the Payroll Payables feature to pay an employee in September for time worked in

August while recording the expenses for that time in August. This process does not

apply to a cash-basis district.

Before beginning the payroll payables process, verify that retirement rates are correct

and that all updates to the Unemployment and Workers’ Compensation rates have

been made. See “Updating Washington Rate Tables” (page 42) to learn more about

updating rates. ESAM rules must also be built for the next fiscal year before

processing payroll payables. To learn more about building ESAM rules, see “New

Fiscal Year Setup” in the WSIPC Guide to Equity Summary Account Management

(ESAM).

Note Workers’ Compensation Codes should be entered with August 1

Effective Date and Rates. This ensures the rates used are effective

when the Payroll Payables items are actually paid.

If processing an Accrual Payroll, complete the Payables Expense Run and Payables

Reversal processes before running the actual September Payrolls. In some instances,

you may also need to process a Quick Void - Expense Run and a Quick Void - Reversal.

All processes under the option must be completed before the fiscal

year is closed in Financial Management.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Equity Summary Accounts Management (ESAM).pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Equity Summary Accounts Management (ESAM).pdf



Version 05.17.02.00.07

To learn more about the Accrual Payroll processes, see the WSIPC Guide to Payroll -

Payroll Payables. Table 6 lists the processes to complete before the fiscal year is

closed, and the location of further information about each process.

Process

Section of the WSIPC Guide to

Payroll - Payroll Payables that

contains further information about

this process

Payroll Payables Expense Run

Configure Selection Parameters

Select Expense Transactions

Pre-Verify Reports

Calculate

Post-Verify Reports

Check Register

Update

Processing the Payroll Payables

Expense Run

Payroll Payables Reversal

Process the Reversal

Post-Verify Reports

Check Register

Update

Processing the Payroll Payables

Reversal

(Optional) Quick Void - Expense Run

Select Transactions

Calculate

Run Post-Verify Reports

Check Register

Update

Processing a Quick Void - Expense

Run

(Optional) Quick Void - Reversal

Select Transactions

Process the Quick Void - Reversal

Run Post-Verify Reports

Check Register

Update

Note: Typically used in tandem with the

Quick Void - Expense Run if the check(s)

in the Quick-Voided Expense Run had

already been reversed.

Processing a Quick Void – Reversal

Table 6 - Accrual Payroll processes to complete before the actual September payrolls

and the location of further information about each process

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Payroll Payables.pdf




Version 05.17.02.00.07

Terminating Employees after Running

Final Payment Once the final payment for the fiscal year has been completed, you must complete

several processes to inactivate each employee’s record to ensure that no further

payments are made to that employee. To learn about these processes, see “Changing

Payroll Data after Running Final Payment” in the WSIPC Guide to Payroll – Ending

Employment. Table 7 lists the processes used to inactivate each employee and the

location of further information about each process.

Process

Section of the WSIPC Guide to Payroll – Ending

Employment that contains further information

about this process

Delete paid-off contracts

and Pay Records individually.

Deleting Paid-Off contracts and Pay Records

Individually

Update personnel

information (inactive status,

term date and reason, and

employee type).

Updating Personnel Information

Delete direct deposit

information.

Deleting Direct Deposit Records

Delete Ded/Bens on the

Employee Profile.

Deleting Deduction and Benefit Codes

Process payments for

employees on COBRA

Processing Benefit Payments for Employees on

COBRA

Table 7 - Process for terminating Employees after running final payment processes and

the location of further information about each process




Version 05.17.02.00.07

PART TWO: Preparing Payroll Data

for the Next Fiscal Year

After you complete the final payroll process of the prior fiscal year, you continue to

prepare employee data for the beginning of the next fiscal year. Prepare and

maintain new contract and Pay Record information in the Employee Management

module while next fiscal year updates to other employee data are processed in other

modules such as Time Off and Insurance Tracking.

The following processes are included in preparing payroll data for the next fiscal year:

Updating Washington Rate Tables

Maintaining Data in Employee Profile

Preparing Employee Payroll Assignment Data for Payroll in Employee

Management

Updating Employee Assignment Information in Employee Management

Updating Retro and Leave Without Pay (LWOP) Pay Codes in Contracts

Updating WA Hourly Wage

Updating Hourly Rates on Pay Records

Updating Insurance Tracking Data for the Next Fiscal Year

Updating Time Off Records for the Next Fiscal Year

Running the Substitute Tracking Year End Purge

Running Flex Year End Processing

Updating ACA Status

This section explains each process.

Updating Washington Rate Tables If you receive new rates for Workers’ Compensation or Unemployment that are

effective with September Payroll, you must update the rates before running an

accrual payroll or September Payroll.

Best

Practice

Verify that Retirement Rates are correct and change the

Unemployment and Workers’ Compensation rates before running

the Payroll Payables Expense Run and Reversal, and before running

the regular payroll for September.

PART TWO: Preparing Payroll Data for the Next Fiscal Year


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Entering Workers’ Compensation Rate Tables for

the Next Fiscal Year The Department of Labor and Industries or your L&I pool sends new Workers’

Compensation rates to agencies. Some districts may also be self-insured. Workers’

Compensation rates are entered based on effective dates and you can enter them at

any time. Some agencies’ rates are effective with the next calendar year and some are

effective with the next fiscal year.

If your agency’s rates change with the fiscal year, you must enter the new rate

manually in the rate table before a payroll is run for that effective date or the tax

calculations might be incorrect. The software does not correct Workers’

Compensation calculations for prior period payrolls. If your rates are not changing,

you do not need to perform this procedure.

Best

Practice

If your district processes an Accrual Payroll, use an August 1

effective date for Workers’ Compensation rates. This ensures that

the rate used is the rate that is effective when the Payroll Payables

items are actually paid.

To enter the Workers’ Compensation Rate Tables for the next fiscal year:

1. In the Web interface, go to Human Resources\Payroll\PA Setup\CO\WC.

2. Click .

3. Click .

4. Enter the correct code and start date in the and

boxes.

5. Enter the correct rates in the and ,

and boxes.

6. Click .

7. Repeat steps 3 through 6 to add new rates for other WC Codes as needed.

8. Click .



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Updating the Unemployment Compensation Rate

Table The Washington State Employment Security Department collects taxes from the

employer on the earnings of each taxable employee. Some districts may choose to

participate in an unemployment cooperative or to be self-insured. Unemployment

tax rates and reporting options in Skyward’s School Management System meet the

Washington State requirements. The district maintains the rate tables that support

calculations for the benefit amount. You enter Unemployment rates at the beginning

of a next calendar or fiscal year.

If rates change at the beginning of the fiscal year or any other time during the year,

enter the rates shortly before the first payroll in which they become effective because

these dates only consist of the year, not a true effective date. Enter the correct rates

before a payroll is run for that effective date. The software does not correct

Unemployment calculations for prior period payrolls.

Best

Practice

If your district processes an Accrual Payroll, update Unemployment

Compensation rates shortly before running the Payroll Payables

Expense Run. This ensures that the rate used is the rate that is

effective when the Payroll Payables items are actually paid.

To update the Unemployment Compensation Rate Table:

1. In the PaC interface, go to HR\PA\UT\PA\TA\PT\OT.

2. Double-click

3. Click

4. Enter values in the , (WA00), and

boxes.



Version 05.17.02.00.07

5. Select the check box to indicate that this is the current rate for the

payroll calculate process to use.

Note Enter a Rate as a decimal number for each UC State Code.

The Payroll Calculate process divides this rate by 100, to get

the percent to apply to the pay amount to determine the UC

benefit amount. Therefore, a rate of 5 percent, would be

entered as 0.0500.

The flag specifies which rate the Payroll Calculate

process uses if the table includes multiple rates for a calendar

year. Only one rate per State Code can be active for each

year.

6. Click .

7. Click .

Maintaining Data in Employee Profile The Employee Profile contains the data used to process payroll. When you import

data to payroll that was exported from Employee Management, the data is imported

into the Employee Profile. When the payroll is run, data from the profile is selected

for use in the payroll process.

The key elements that Payroll uses and updates include Contracts, Pay Records,

Deductions, and Benefits. Maintain and update these data elements as needed

throughout the year. You also refresh this data for almost all employees before the

first payroll of the fiscal year with the exception of administrators, whose contracts

run from July to June.

Note Additional setup is required to prepare new Employee Records for

the first Payroll. To learn more about new employees, see

“Appendix B - New Employee September Payroll Checklist”

(page 110).

This section describes the reports and processes you use to maintain data in

Employee Profile.



Version 05.17.02.00.07

Running the Profile Report The Profile Report provides the current status of Employee Profile data. Run this

report and save it as a Historical Record of Employee Profile data at the conclusion of

the fiscal year prior to purging data and updating it for the next fiscal year.

To run the Profile Report:

1. In the Web interface, go to Human Resources\Employee\RE\EP.

2. Add or edit an template.

3. In the area, select or clear the areas you want

on the report.

Note Typically, minimum information for this report should include

the ,

and check boxes. Select other items as

needed.

4. In the area, select a section and click the or

buttons to change the print order.

5. In the area, choose the types of employees to print

and the employee sort order.

6. Click . You can select an existing parameters selection or

add a new one.

7. (Optional) Click the button and select user-defined fields

to include on the report.

8. Click

9. To ensure you have a saved copy of the report, click

and then click .


11. Click .



Version 05.17.02.00.07

Running Reports on Paid-Off Contracts Before purging the contracts for the prior year, you can run reports on the

paid-off contracts for historical purposes. You can run these reports in Employee

Contracts (HR\PA\RE\PA\MF\EC) and Quick Pick Reports (HR\RO\QP). To learn more

about these reports, see “Reviewing the Contract Payout Amount” (page 33).

You may have run these reports earlier to verify that the payoff amounts were

correct. At this point, you can run them again to verify that all paid off contracts have

a zero balance.

Caution The contract information you see on the screen

is actual contract data from the tab in Employee Profile.

Changes you make to contract data in the Employee Contracts list

changes the actual contract.

Purging Pay Records and Contracts from

Employee Profile Remove Pay Records and paid contracts before setting up next fiscal year contracts

and Pay Records. This is the recommended procedure for clearing out paid data from

the prior year before adding new data for the next fiscal year’s contracts and Pay

Records.

Note Run the Leave Sale Report (Human Resources\Time Off\RE\LS)

before purging Pay Records and updating hourly rates, to ensure

that the district’s liability for unpaid leave is accurately reflected in

their financial statements. The rates used in this report come from

each employee’s primary Pay Code.

Note Delete any contracts you added for Insurance Tracking salary

calculations (no pay involved). To learn about deleting these

contracts, see “Build Insurance Contracts Utility” in the WSIPC Guide

to Insurance Tracking.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Insurance Tracking.pdf




Version 05.17.02.00.07

Identifying the Contracts to Be Purged

This process identifies contracts with a zero balance that have been completely paid

off and can be purged from the employees’ profiles.

Caution Although contained within the area, treat this set of

options like a powerful utility. Only users with advanced skills should

access this area because it provides an alternate view of the

tab, and functions performed here alter the data in the

Employee Profile Contracts. For example, if you delete a contract in

this area, the contract is deleted in the Employee Profile.

To identify the contracts to be purged:


2. Since the , ,

, and boxes default to the last date ranges you

entered, click to clear the date ranges and see all records in the

area. Use the date ranges as needed to set parameters

for the records you want to see in the area.

Tip Enter to view Contracts that were paid

off in the last payroll.

Caution Do not select or .

3. Use the button as needed to set parameters for the records you want

to see in the area. Use the parameter to

view employees such as administrators or teachers.

Tip You can export the data in the area to

Excel. You can sort this data by various criteria including Pay

Code and paid start date. Use this information to develop

criteria for the Pay Code delete process.

4. Click . A Web interface screen opens and the following message

appears:

“Would you like to load the values from the PaC Contract Browse Filter into

the Selection Parameters for this process?”



Version 05.17.02.00.07

5. Click .

6. On the screen, select one of

the two following Report Formats:

Breakdown of Contract Information

Breakdown of Payment Information

7. Select the check box

to print account distribution information on the report.

8. In the area, select , or .

9. Click if you did not use the settings on the

screen. Select the default parameters or add a parameter

set to select specific employees. These selection parameters allow you to

select a sub-set of the previously selected employees to see on the report.

10. Click .

Deleting Pay Records

There are three methods you can use to delete Pay Records that are associated with

contracts. The first method must be done before contracts are purged. The second

method can be done before or after contracts are purged. The third method deletes

contracts along with their associated Pay Records.

Note Delete Retro Pay Records when the Contract Pay Records they are

associated with are deleted. This clears the pay history associated

with them. If this is not done, the following error may appear:

“Contract to Date amount does not equal pay history for the Pay

Code.” To learn more about this topic, see the WSIPC Guide to

Retirement Transaction Processing.

Method 1 – Using the Pay Record Audit Utility

The Pay Record Audit compares selected active Pay Records to either Contract

Records or Payroll Check History Records, using a control date. You can report on,

delete, or inactivate Pay Records that match the selection criteria (including the

control date) and that do not have either a matching Contract or Check History

Record. To learn more, see “Pay Record Audit” in the WSIPC Guide to

Payroll – Utilities and Audits.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Retirement Transaction Processing.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Retirement Transaction Processing.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Utilities and Audits.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Utilities and Audits.pdf



Version 05.17.02.00.07

Method 2 – Using the Mass Process to Delete Pay Records

The Mass Process for Pay Records allows you to delete specific Pay Records for

specific groups of employees based on your selections.

Note You can use this method before or after purging contracts.

To use the mass process to delete Pay Records:

1. In the PaC interface, go to HR\PA\MP.

2. In the area, select .

3. Click .

4. Select .

5. Configure the screen (Figure 14). Table 8

describes the options on this screen.

6. Click .


Tip Create and save a parameter set for all Contract Pay Codes.

You can update and use this parameter set each time you

delete Contract Pay Codes.

8. Click .

9. Click . A message asks if you’re sure you want to continue with the delete

option.

10. Click .

11. In the box, select an output destination and click .

12. Review the Mass Delete of Pay Records Report for accuracy.

13. Click or click The following message appears:

“Do you want to continue with the mass delete of pay records? Select ‘Yes’

to continue. Select ‘No’ to stop the process.”



Version 05.17.02.00.07

14. Click . The number of records deleted appears on the

screen.

15. Click .

16. Repeat steps 2 through 15 to delete remaining Pay Records you want to

delete.

Figure 14 - Mass Delete of Pay Records screen. (The Control Date refers to the Start

Date so you would use the date on this screen to delete Administrator Pay Records.)

Option Description

Displays a screen for each employee, listing the selected Pay

Records and allowing you to select the records to delete. If

you click at any point during this process, the process

ends without presenting the remaining records meeting the

selection parameters.

Lists the selected records on a report but does not delete

them.

Lists the selected records on a report and allows you to

delete them when the report is closed or saved.

Uses a control date as part of the selection criteria for the Pay

Records to delete. If you select this box, you must enter a

Control Date in the box. Only Pay Records with

a start date less than or equal to this date are removed. This

date is not required.



Version 05.17.02.00.07

Option Description

When entered, only records with a start date less than or

equal to this date are removed.

Deletes records with payments processed against them. This

box must be selected to delete Pay Records when check

history exists for them, as in the case of contracts that have

been paid off.

Table 8 - Description of options on the Mass Delete of Pay Records screen

Method 3 – Using the Mass Process to Delete Contracts and

Associated Pay Records

The Mass Process for Pay Records allows you to delete specific Pay Records for

specific groups of employees based on your selections. You can use this method to

delete contracts and associated Pay Records all at once.

Note To automatically delete Retro and Dock Pay Records associated with

a contract, select the

box (SA\FM\FM\Payroll\General Options) before

beginning Method 3.

To use the mass process to delete Contracts and Associated Pay Records:


2. In the area, select .

3. Click .

4. Click .

5. Click .

6. Enter the date ranges to see the contracts you want to purge.

7. Click .



Version 05.17.02.00.07

8. Configure the screen. For example, you may

select the Employee Type for administrators and the Pay Codes for their

contracts.

9. Click .

10. Click to generate the list of Employee Contracts and

associated Pay Records to mass delete.

Note This list shows the items that are deleted when you click the

button. Click to delete an item from

the list. Any item deleted from the list is not purged.

11. Click

12. Click . A message asks if you’re sure you want to continue.

13. Click .

You can repeat this process for another set of Contracts based on Employee Type or

other criteria.

Purging the Contracts

Once you identify the contracts to be purged, you can use this process to purge the

contracts from the database. This process deletes Contracts and associated Pay

Records all at once.

Note To automatically delete Retro and Dock Pay Records associated with

a contract, select the

box (SA\FM\FM\Payroll\General Options) before

beginning Method 3.

To purge the contracts and associated Pay Records:


2. Click .



Version 05.17.02.00.07

3. Enter the date ranges to see the contracts you want to purge.

Caution The date ranges that appear by default may not be the same

date ranges as those in the list. The

screen defaults to the last date

ranges entered for ,

, , and .

You must use the same date ranges you used when verifying

the contract balances in the process described in “Identifying

the Contracts to Be Purged” (page 48).

4. Click .

5. Configure the screen. For example, you may

select the Employee Type for administrators and the Pay Codes for their

contracts. You must use the same parameters you used when verifying the

contract balances in the previous process described in “Identifying the

Contracts to Be Purged” (page 48).

Tip Create and save a parameter set for all contract Pay Codes.

You can update and use this parameter set each time you

purge Contracts.

6. Click .

7. Click to generate the list.

Note This list shows the items that are purged when you click the

button on this screen. Click to delete an item

from the list. Any item deleted from the list is not purged.

Click to exit the process without making changes.

8. Click A message asks if you’re sure you want to continue.

9. Click .

You can repeat this process for another set of Contracts and associated Pay Records

based on Employee Type or other criteria.



Version 05.17.02.00.07

Changing Employee Types Employees can change from one Employee Type to another based on the work they

do. For example, a paraeducator may receive a teaching certificate and become a

full-time teacher.

While this can occur at any time of the year, it is most common in September at the

beginning of the school year. When an employee changes Employee Type, be sure to

review other record types that are associated with the Employee Type. See Table 9

for a list of Employee Records to review when changing Employee Types.

Note Timing of when to change employee types should be considered if

you process an accrual payroll. The timing of changing an Employee

type from Workers Comp Actual to Workers Comp Average can

potentially impact Workers Comp calculations and charges, as well

as a New Hire with an set to

who did not receive an August paycheck.

Record Type Considerations

Pay Records

The employee may have existing Pay Records for hourly

work that do not have the correct Pay Code for the new

position.

Contracts You may need to end contracts and set up new ones.

Deductions and

Benefits

You may need to set up new Ded/Bens for items such as

union dues, or annuities.

Retirement Profile You may need to update retirement eligibility.

Org Charts You may need to add the employee to an org chart, or just

move him or her to a new supervisor.

Time Off You may need to adjust, add, or inactivate Time Off Codes

in order for time off to accrue correctly for the employee.

Substitute Tracking You may wish to delete Master Records for employees

moving into full time positions.

Insurance Tracking

You may need to end Insurance Tracking Master Records

and add new ones reflecting the employee’s current

eligibility for benefits.

Table 9 - Employee Records that are associated with Employee type



Version 05.17.02.00.07

To change an Employee Type:


2. Click the tab.

3. Click the sub/tab.

4. On the sub tab, click the button.

5. In the box, enter the Employee Type.

6. Click .

Note Changing the Employee Type affects settings associated with

Employee Type. These include the , ,

and , and if used, the ,

and and . Ded/Ben defaults are also

associated with Employee Type. You may see additional prompts for

these items if they apply to the change you are making.

Updating Individual Employee Deductions and

Benefits At the beginning of the school year, you may need to update employee deductions

and benefits for items that no longer apply, or new items that employees request or

have been mandated. For example, a union may add a new charge that you must set

up for all the employees in that union, or employees may request a deduction for a

new TSA.

To update individual employee deductions and benefits:


2. Select the employee.

3. Click either the or tab.

4. Select the Deduction or Benefit Code and click .

5. Enter information in the , and boxes.



Version 05.17.02.00.07

6. Click .

7. Click the button.

8. Select the Pay Record(s) to which you want to apply the deduction or benefit,

and click .

Note If Pay Records have not been added for the employee, deductions

and benefits are applied by the settings in the Assignment

Export/Payroll Import Utility.

Mass Updating Deductions and Benefits In addition to making changes to individual Ded/Ben Codes, you can edit and delete

multiple deductions and benefits. If you have many employees with the same Benefit

Code, and the dollar amount, stop date, or other fields for the code are changing for

everyone to the same new value, these utilities make it easier to make large scale

changes to the employees’ tab. To learn more about updating deductions

and benefits in mass, see “Mass Processing Deductions and Benefits” in the WSIPC

Guide to Payroll - Deductions and Benefits.

Furthermore, if you have Deduction and Benefit information in a spreadsheet, you

can run the Payroll Import/Export Utility to import data from the file into employee

Deduction or Benefit Control Files. Unlike the Ded/Ben Mass process, the values do

not have to be the same for everyone on your spreadsheet. To learn more about

updating deductions and benefits from a spreadsheet, see “Payroll Import/Export

Utility (Import)” in the WSIPC Guide to Payroll - Deductions and Benefits.

Tip Consider updating Deductions and Benefits before importing

assignments from Employee Management. This allows the pay level

rules to determine which Deductions and Benefits to attach to each

imported Pay Code.

Note You only need to keep current year deductions and benefits on the

tab. In addition to cleaning up the tab, there are

other advantages to running the

option to remove unneeded deductions and benefits. Mass

deleting unused retirement deductions and benefits from prior years

is helpful when running the Salary Negotiations Import Benefits from

Pay Records process because you only want to import current year

benefits.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Deductions and Benefits.pdf





Version 05.17.02.00.07

Preparing Employee Payroll Assignment

Data for Payroll in Employee

Management You begin processing employee Assignment information for payroll in a newly

created plan for the fiscal year in Employee Management. Your Human Resources

department provides updated detail Assignment information to you from a Salary

Negotiations Plan that was prepared for the next fiscal year budget. Before you

create your Employee Management Plans for payroll, verify that OSPI has not made

any further changes that will impact the data in the budget plan, such as changes to

the number of calendar days or the salary allocation schedules in the LEAP

document.

When maintaining and updating employee Assignment information, begin with the

Salary Negotiations Plan prepared for budget and import that information to an

Employee Management Plan for payroll. Use that updated Employee Management

Plan as the source for S-275 personnel reporting.

If you use the Personnel Budget Salary Negotiations Plan as the source for the Payroll

Employee Management Plan, the majority of the updates of data for the next fiscal

year, such as calendars, salary matrixes, and employee salary placement should be

complete. Make only minor data updates in the Employee Management Plan before

importing it into payroll for the first payroll of the next fiscal year.

Creating the Next Fiscal Year Employee

Management Plan for Payroll Before you copy the employee Assignments from the Personnel Budget Salary

Negotiations Plan into the Employee Management Plan used for the next fiscal year

payroll, you must create the Employee Management Plan.

To create the next fiscal year Employee Management Plan for Payroll:

1. In the Web interface, go to Human Resources\Employee

Administration\EM\PL.

2. Click on the column to sort plans by year and review the plan list

before adding a new one. You can also create a Filter by Plan Year range to

limit what you see on the screen.

3. Click .



Version 05.17.02.00.07

4. Enter the Employee Management Plan description in the box

(Figure 15).

Note Give it a descriptive name that includes the plan year.

You’ll be selecting the plan from the top of the screen for

most processes (except the Import). The field

displays up to 45 characters, which provides sufficient

space to enter a descriptive plan name.

5. Enter a detailed description in the box if needed.

6. Enter the plan year in the box.

7. Select because you are not

displaying the Employee Management Plan Assignment data. You may

choose to display the plan at a later time.

Note The

option is selected by default when you select the

check box.

The Step Descriptions on the

screen must be set up for each matrix step, and the

option must be selected on the Matrix

Master.

Tip Select the

check box when you want to display the salary step

description versus the salary step number. When selected,

clear the check box.

8. Select so you can have a history of

Assignment changes.

9. The is selected by default. Keep this

check box selected if you are using the plan for CEDARS reporting.

Note CEDARS only looks at current year plans, so it is ok to have it

selected before the start of the next year.

10. Click .



Version 05.17.02.00.07

Figure 15 - Example settings for the Plan Maintenance screen

Importing Assignments into Your New Employee

Management Plan After you create the new Employee Management Plan, you can import Assignments

into this plan from a Salary Negotiations Plan.

To import Assignments into your new Employee Management Plan:


Administration\EM\PL.

2. Select the Plan you want to import into.

3. Click .

4. In the area, select the Salary Negotiations Plan(s).

5. Configure the area (Figure 16). Table 10 describes the

options in this area.

Note Your choices vary depending on your

circumstances.

6. In the area, enter

dates as needed.

7. Click , click to add employee selection parameters,

click .



Version 05.17.02.00.07

8. Click . Review the report to verify that the correct Assignments will be

imported.

Best

Practice

Run this report prior to importing because the import

process does not generate a report.

9. Click .

10. Read the Import confirmation message carefully. Verify that the plans listed

are the ones you want to import from and into.

11. Do one of the following:

Click to continue.

Click if you do not want to complete the import.

Figure 16 - Import Options area on the Import Assignments From screen



Version 05.17.02.00.07

Option Description

Employees are assigned to a Position. Generally at the

beginning of the fiscal year, you begin with a clean slate and

create new positions. Clear the check box if you want to

import all . If changes are made during the

subsequent months, select the check box if you are

concerned about importing duplicate Positions. To learn

more about duplicate Positions, click the question mark.

Employees have Assignments (contracts) which change each

year. Generally at the beginning of the fiscal year you create

new Assignments. Clear the box if you want to import all

. Select the check box if you are concerned

about importing duplicate .

This setting is also honored if you are importing from

multiple plans. Duplicates are not imported if the check box is

selected, and duplicate Assignments exist in multiple plans,

and you are importing from multiple plans.

Note: The Position and Assignment duplicate options

function independently from one another. For example, if you

select the check box and clear the check

box you will not import duplicate Positions but could still

import Assignments that are coded identically. To learn more

about duplicate Assignments, click the question mark.

Some districts chose not to create Job Types for Assignments.

By selecting this check box you ensure that all Assignments

are updated even if the Job Type is blank.



Version 05.17.02.00.07

Option Description

The field is used when an employee is

working in an Assignment that is a full year Assignment but

the employee is not working for the full year. Generally, it is

appropriate to select this check box for next year Assignment

imports. Most Assignment work and pay dates run for one

year and the Monthly Pay Frequency (M) with twelve

payments is used.

You can clear this check box if the Employee Management

Configuration option

(SA\FM\FM) is not selected

and you want to import a pay frequency other than monthly.

This option is used mostly for mid-year Assignment imports.

Copies over open positions from the source Employee

Management plan to the target plan.

Do not select this check box.

Position Groups may be used to monitor how many positions

the district has in a particular category. This option is only

used with Position Control Groups. Leave this option blank if

your district does not use Position Control Groups. If your

district is using Position Control Groups, test the difference

between selecting and not selecting this option.

Allows the district to exclude Assignments on the import

process when an employee has terminated employment.

This option is only used with Position Control Groups. Leave

this option blank if your district does not use Position Control

Groups. If your district is using Position Control Groups, this

rolls all users assigned to the Position Control Groups with

the new plan.

Job Types you want to include. All Job Types are included by

default. Verify that the values under

the box is correct.

Table 10 - Description of options in the Import Options area of the Import Assignments

From screen



Version 05.17.02.00.07

Updating Employee Assignment

Information in Employee Management It’s best to prepare Assignments for the next fiscal year in Salary Negotiations during

budget preparation. When this process is used, the majority of the Position and

Assignment data is updated in Salary Negotiations during personnel budget

preparation.

At this time, verify that the Assignment data in Employee Management is correct, as

it is used to create employee contracts. This includes verifying calendars and

education and experience, and updating salary schedule placement, if this has not

already been done. In addition, verify work and pay start and end dates, the number

of payments, and Pay Codes.

Tip Use the Positions - Assignments Mass Change Utility to mass

update data such as work and pay start and end dates, the number

of payments, and Pay Codes. To learn more, see the WSIPC Guide to

the Positions - Assignments Mass Change Utility.

Using the Contract Paid to Date Totals When

Calculating the Pay Record Amounts Option This option designates that the calculation of Pay Record amounts is the contract

amount minus the contract to date paid amount ( field) divided by

the on the selected Frequency Code every time the EM

Assignment is exported and imported to Payroll. To learn more about Pay Frequency

Codes, see the WSIPC Guide to Payroll: Frequency Codes. To enable this feature, you

must select the check box in System EM configuration and

set up codes in the Pay Frequency Code Table. There are many considerations you

must make if you decide to implement this option. See “Appendix E – Employee

Management Contract Paid to Date Configuration” in the WSIPC Guide to Position

Control and Assignments in Employee Management and Salary Negotiations for

detailed information on this option.

Running the Position - Assignments Mass Change

Utility During September Payroll preparation, you may find that you need to correct some

Assignment fields. You can use the Position - Assignments Mass Change Utility to

make these changes.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Salary Negotiations-Employee Management Position - Assignments Mass Change Utility.pdf


http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Frequency Codes.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Position Control and Assignments in Employee Management and Salary Negotiations.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Position Control and Assignments in Employee Management and Salary Negotiations.pdf



Version 05.17.02.00.07

When preparing for September Payroll, the Position - Assignments Mass Change

Utility is commonly used to correct the Paid Start and End dates on the

screen of the Assignments and to clear the Export and Import dates on the

screen of the Assignments. The most commonly changed fields on the

screen are shown in Figure 17.

Note The button does not work the same way in the parameters for

the Position - Assignments Mass Change Utility as it does in other

areas. This utility does not retain the settings from the last time it

was used. Instead, the user sets up templates for each mass change

process. The template is saved and can be modified and used again.

Note the settings on each parameter screen as you set up a mass

change to make sure that the mass change will execute as expected.

Figure 17 - Assignment Payroll Information screen with most commonly changed boxes

outlined



Version 05.17.02.00.07

Using the Position - Assignments Mass Change Utility to Change

Pay Codes

You can also use the Position - Assignments Mass Change Utility to change Pay

Codes. Change Pay Codes only if Contract pay dates overlap and the employee will

be paid for the time in different Fiscal years on the same paycheck.

Example 1 New Pay Code needed because contract pay days overlap

2016-2017 contract work dates 08/27/2016-08/31/2017,

paid dates 09/1/2016-09/30/2017


paid dates 09/1/2017-08/31/2018

Example 2 New Pay Code not needed


paid dates 09/1/2016-08/31/2017


paid dates 09/1/2017-08/31/2018

Best

Practice

Change Pay Codes from year to year only if you need to, based on

this scenario. Otherwise, it’s best to keep the same Pay Code from

year to year for the same type of work. You can attach Retirement

adjustments to a current year contract Pay Code for prior year

earning periods with the check box

cleared.

For complete instructions on running the Position - Assignments Mass Change

Utility, see the WSIPC Guide to Position - Assignments Mass Change Utility.




Version 05.17.02.00.07

Using Employee Management Reports to Verify

That Your Data is Correct before Exporting to

Payroll Verifying that your Employee Management data is correct ensures that accurate

information is exported for the payroll department to use. You can run the following

reports to verify your data in Employee Management before exporting to payroll.

The following reports can be found in the Web interface (Human Resources\

Employee Administration\Reports):

Employee Management Report

Pay Distribution Report (to learn more about this report, see “Pay/Benefit

Distribution Report” in the WSIPC Guide to Human Resource Budgeting)

Education Detail Report

Experience Tracking Report

Assignment Breakdown Report (to learn more about this report, see the

WSIPC Guide to S-275 Reporting)

The following report can be found in the Web interface (Human Resources\

Federal/State Reporting\WA):

Mix Factor Report (to learn more about this report, see “Mix Factor Report” in

the WSIPC Guide to Human Resources Washington State Reporting)

Exporting Employee Management Assignments to

Payroll After you verify that Assignments in Employee Management are correct, you can

export them. This makes Employee Management Assignments available for import to

the Employee Profile as contracts and Pay Records. To learn how to export employee

data from Employee Management to Payroll, see “Exporting Employee Management

Assignments to Payroll” in the WSIPC Guide to Payroll - Processing Overpayment

Corrections.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to HR Budgeting.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to S-275 Reporting.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Human Resources Washington State Reporting.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Processing Overpayment Corrections.pdf




Version 05.17.02.00.07

Importing Employee Management Assignments to

Payroll After you export the Assignments from Employee Management, you can import them

to the Employee Profiles where they become contracts and Pay Records. Run the

report from the area to verify that the Assignment data

including amounts and the corresponding Pay Record, and contract dates are correct

before you import the Assignments into payroll.

Note The Assignment Export/Payroll Import has been updated to set the

Primary Pay Flag on the Pay Record with the largest amount when

importing multiple assignments with different Pay Codes.

The import will not reset a Primary Pay Flag that already exists on the

employee’s Pay Record control file.

The default parameters generally apply to most imports, with the exception of the

following two options:

When importing Assignments at any time of the year, select

in the area.

This is important to retain the Pay-Rec ID in the exported Profile Pay Record.

When importing for the first time, you must select

in the area. This option creates a new

Pay-Rec ID and is necessary for correct retirement processing. Otherwise, the

previous year’s Retirement Records (records with the same Pay Code) are

connected to the current contract, causing the retirement to be reversed.

See “Importing Employee Management Assignments to Payroll” in the WSIPC Guide

to Payroll - Processing Overpayment Corrections to learn more about this process.





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Verifying and Setting the Primary Pay Code Once Assignments are imported and Pay Records are created, you can manually set

the Primary Pay Code using Payroll Mass Processing. This allows you to ensure that

the Contract Pay Code for each employee is set as the Primary Pay Code.

Tip Importing the primary contracts first ensures that the primary Pay

Record is flagged as the primary when it is imported. The first Pay

Record to be imported for an employee is flagged as the primary

when it is imported from Employee Management.

To verify and set the Primary Pay Code:


2. Select .

3. Click .

4. Click .


6. To update a specific Pay Code as the Primary Pay Code, select the

check box.

Note If you don’t select this check box, no updates occur.

7. Select a Pay Code in the box.

8. Click . The process looks at each employee’s Pay Records. If the

designated Pay Code is on the employee’s record, it is flagged as the Primary

Code. If the employee’s record does not contain the designated Pay Code,

the employee’s record is not changed.

9. Click . The Primary Pay Code Listing Report shows the selected

employees and the specific Pay Code that is designated as their Primary Pay

Code. The report does not show which Pay Codes were changed to Primary.



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Using Employee Management Reports to Verify

That Data is Correct after Importing to Payroll Verifying that your Payroll data is correct ensures that accurate information was

imported for the payroll department to use. You can run the following reports to

verify that your data is correct after you import the Employee Management

Assignments and before you process your first payroll:

The EMS/Payroll Comparison Report compares Employee Management

Assignment data to the data that is currently on the tab of the

Employee Profile. A summary is provided at the end of the report by Pay

Code, listing the EMS Employee Count and Contract Amount as well as the

Payroll Employee Count and Contract Amount.

The Payroll Comparison Reports compare the Employee’s data in Payroll to

the data in Employee Management based on the report you select to print.

You can run five different reports from the

screen including a report that combines two of the reports.

The following Employee Management/Payroll Comparison Reports are used to verify

that data is correct after importing to Payroll:

Compare current Plan to Payroll

Compare Payroll to current Plan

Combine the 2 Reports into 1 Report

Compare Assigns in Employee Management to Pay Recs in Payroll

Compare Pay rec Accts to Assignment Accts

See “Appendix C – Reports” in the WSIPC Guide to Payroll - Processing Overpayment

Corrections to learn more about running these reports.

Verifying Contract Paid Start and Stop Dates Verify contracts’ paid start and stop dates before calculating your next fiscal year to

prevent any overlapping issues. If an employee has the same Contract Pay Code in

the current fiscal year and the next fiscal year, verify that the next fiscal year’s

Contract paid dates do not overlap with last year’s dates. If the contract paid dates

overlap and the contracts are included in a payroll calculate, the Retirement is

reversed for the last fiscal year.





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The browse and filters in the area (HR\PA\RE\PA\MF\EC) can be

used to quickly identify old paid start and paid stop dates. Make any necessary

corrections before including the contract in a payroll calculate. See “Reviewing the

Contract Payout Amount” (page 33) to learn about the report that is available on this

screen.

Note You may have run this report earlier to verify and purge paid off

contracts. At this point, you can run it again to verify that all paid off

contracts have been purged, and to verify that paid start/stop dates

are accurate for the next year.

Running the Deduction/Benefit Audit This option allows you to select and report on all deductions and benefits assigned

to employees that are not used on employee Pay Records. After the report is

processed, you can remove all the reported deductions and benefits from the

employee’s control file. To learn more about the Deduction/Benefit Audit, see

“Deduction/Benefit Audit” in the WSIPC Guide to Payroll - Deductions and Benefits.

Verifying Benefit FTE If the district uses Insurance Tracking to calculate benefits, verify benefit FTEs. Once

Assignments are imported and Contracts are created in Employee Profile, you can

update multiple benefit FTEs using the Mass Change Benefit FTE Utility. To learn

more about the Mass Change Benefit FTE Utility, see “Mass Change Benefit FTE

Utility” in the WSIPC Guide to Employee Management and Salary Negotiations Utilities

for Washington.

Updating Retro and Leave Without Pay

(LWOP) Pay Codes in Contracts After the new contracts have been imported to the Profile, you can use the

area to update the Retro and Dock (LWOP) Pay Codes in the new

contracts. If your district commonly uses Retro or Dock Pay Codes, you may want to

update all contracts, but you can also update contracts when it becomes necessary to

apply Retro pay to a group of employees or to dock pay from employees for LWOP.

Retro Pay Codes must be a non-contract, non-rate type Pay Code. LWOP Pay Codes

must be a rate type, non-contract Pay Code. You can use only one Retro Pay Code

per contract per year. If an employee has multiple contracts, each contract must use

a unique Retro Pay Code.


http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Employee Management and Salary Negotiation Utilities for Washington.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Employee Management and Salary Negotiation Utilities for Washington.pdf



Version 05.17.02.00.07

Each year, you must delete Retro Pay Records, like Contract Pay Records, to

disconnect the previous year’s pay history associated with them. You must add new

Retro Pay Records for use in the next year. If this is not done, the error “Contract to

Date amount does not equal pay history for the pay code” may appear on contracts

with a Retro Pay Code attached to them.

Note The Associated Dock Pay amount on the

screen is listed for informational purposes. The same Dock Pay Code

can be used on multiple contracts but the total dock amount

appears on each contract. When you save the same Dock Pay Code

to multiple contracts, a message warns you that the same code is

already applied to another contract and unpredictable

contract-to-date amounts could result.

Updating Retro and Dock (LWOP) Pay Codes You can update Retro and Dock Pay Codes in contracts using utilities in the

area under . The same steps are performed for each utility.

To update Retro and Dock (LWOP) Pay Codes:


2. Modify the date ranges to see the necessary contracts.

Note The screen defaults to the last date ranges you entered for

, ,

, and .

Tip If you see more data in the list than you want to work with, or

you don’t see all the data you expected to, click and

set parameters for the records you want to see in the list.

3. Verify that the contracts in the list are the ones you want to update.

4. Click and then click or

.

5. Click on the screen.

6. Configure the (or ) area by

adding, deleting, and moving codes in the order they will be processed.



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7. Select , or to determine how blank Retro

(or Dock) Pay Codes should be processed.

8. If you want the selection of Retro (or Dock) Pay Codes to be based on the

current value in the (or field in the Contract, select the

check box and select a .


Note By default, the check box is selected. Do not

clear this check box. If you don’t select this option, the screen

that lists all the records that will be changed does not appear.

10. Click .


12. Click .

13. Click .

14. On the screen, review the list of Contract Records that

will not be changed.

15. Click .

16. On the screen, review the list of the

records and codes to be changed.

17. Do one or more of the following to select the records you want to update:

Double-click a record to change the record’s status.

Click to select all records to be processed.

Click to deselect all records to be processed.

Note Selected records appear in blue with the word in the

column.

Tip If the New Code indicated for a record is incorrect, you can

correct it on this screen. Click the arrow to the right of the

box and select the correct code.



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18. When all records display the status you want, click .

19. On the screen, click .

Updating WA Hourly Wage You can update the on the WA - tab of the WSIPC Employee

Profile with values based on new contracts and Pay Records. The is not

automatically populated or updated when employee salary changes are made, so

you can update the field as part of September payroll preparation. You must update

this field before using Method 1 or 5 to update Hourly Rates on Pay Records, before

running Payroll, or before running the Washington Quarterly Wage Detail Report. To

learn about Methods 1 and 5, see “Updating Hourly Rates on Pay Records” below.

You can manually update the employee’s field in the Employee Profile

or you can run the Mass Calculate Hourly Wage Utility.

To update employee hourly wage using the Mass Calculate Hourly Wage Utility:

In the Web interface, go to Human Resources\Employee\EP Setup\UT\HW.

To learn more about the Mass Calculate Hourly Wage Utility, see “Update Employee

Hourly Wage” in the WSIPC Guide to Payroll: Unemployment.

Updating Hourly Rates on Pay Records Employees who are paid by the hour may have changes to their hourly rate at the

beginning of the fiscal year. You can use the following six methods to update these

hourly rates:

Method 1 – Using the Mass Processing Utility in Payroll to Update Hourly

Rates

Method 2 – Creating an Employee Management Plan for Hourly Employees

Method 3 – Using the Mass Processing Utility in Payroll to Recalculate Pay

Records

Method 4 – Using the Pay Record Update Utility to Update Pay Records

Method 5 – Auto Update Pay Records with WA Hourly Wage

Method 6 – Auto Create Additional Pay Rate Codes (Hourly, Daily, Overtime,

and Lump Sum) from Employee Management Assignments

Each method is described below.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Unemployment.pdf



Version 05.17.02.00.07

Method 1 – Using the Mass Processing Utility in

Payroll to Update Hourly Rates This method allows you to update up to four hourly rates to new hourly rates to one

Pay Code, in one update. See Figure 18 for an example of the

screen configured to update hourly rates. You can also update employees’

Pay Records with WA hourly wage. To learn how to do this, see “Method 5 – Auto

Update Pay Records with WA Hourly Wage” (page 86).

To use the Mass Processing Utility in Payroll to update hourly rates:


2. In the area, select

3. Click .


5. Click the button to select the code to include in the process.

6. Select the check box to see totals on the

Mass Edit of Pay Records Report.


8. On the screen, select the employees you want

to include in the process.

9. Click .

10. In the column, select the check box.

11. Enter a new value for Amount 1 in the column.

12. In the column, select

the check box.

13. Enter a value in the box to the right of the check box. The

check box is now available.



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14. Repeat Steps 10 through 13 for , , and .

15. Click . A message asks if you’re sure you want to continue with the

option.

16. Click .


18. Review the Mass Edit of Pay Records Report for accuracy.

19. Click , or click . The following message appears:

“Do you want to continue with the mass edit of Pay 1 Records? Select ‘Yes’ to

continue. Select ‘No’ to stop the process.”

20. Click to update the records. The number of records changed appears on

the screen.

21. Click .



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Figure 18 - Mass Edit of Pay Records screen configured to update hourly rates

Method 2 – Creating an Employee Management

Plan for Hourly Employees You can set up a separate Employee Management Plan for hourly employees with no

contracts who are reportable on the S-275. You can export these Assignments to the

Employee Profile.

If a Pay Code’s Rate Type is set to and the Contract is set to , when the

Assignment is exported from Employee Management and imported into the

Employee Profile, Pay Records are created but contracts are not. You can update the

Assignments using the Position - Assignments Mass Change Utility to change the

hourly rates.



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Method 3 – Using the Mass Processing Utility in

Payroll to Recalculate Pay Records This method lets you update or add Hourly Pay Records for a group of employees

using another Pay Record to calculate the hourly rate, or you can update based on

the employee’s WA Hourly rate as described in “Method 5 – Auto Update Pay

Records with WA Hourly Wage” (page 86). You can also use a factor to create

Overtime Pay Records or to update Pay Records annually by a percentage from the

previous year’s rate.

To use the Mass Processing Utility in Payroll to recalculate Pay Records:

1. In the Web interface, go to Human Resources\Payroll\PA Setup\UT\PR\RP.

2. Click , or select a current template and click .

3. Configure the parameters screen. See Figure 19 for

an example of how to configure this screen. Table 11 describes the options

on this screen.

4. Click . The following message appears:

“Preview process has completed and has found records to process. Select the

‘Preview Data to Process’ button to continue.”

5. Click .

6. On the screen, review the data. Remove any records

that you do not want processed.

7. Click to continue.

8. If the data is correct, click . A message asks if you are sure you

want to run the update.

9. Click .



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Figure 19 - Recalculate Pay Records parameters screen

Option Description

Updates this Pay Code with the new hourly rate.

Determines whether the process uses the employee’s

or a .

If you select , Pay Codes entered

are Source Codes for the hourly rate calculation.

If you select , the entered base Pay

Code is the Source Code for the hourly rate calculation.

If selected, the WA hourly wage amount (from the

tab) is used instead of the selected Base Pay

Record’s Amount.

Hourly rate is multiplied by this factor.

How many decimals the amount is rounded to.



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Option Description

Adds the Pay Record to employees who do not already

have the Pay Record. If the Pay Record exists, the Pay

Record amount is updated with the newly recalculated

amount. If you don’t select this option, and the Pay

Record does not exist, an exception message is printed.

Determines what the added Pay Records factor will be.

Determines what the added Pay Records retire hours

value will be.

Determines which employees the Hourly Pay Record is

added to.

Makes the fields in the area available.

Makes the field available.

Start Date for new Pay Record.


The old start date to look for on the changing Pay

Record.


Stop Date for new Pay Record.


The old stop date to look for on the changing Pay

Record.


Maximum Amount for new Pay Record.


The old Maximum Amount to look for on the changing

Pay Record.

Table 11 - Description of options on the Recalculate Pay Records Parameters screen



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Method 4 – Using the Pay Record Update Utility

to Update Pay Records This method allows you to update Hourly Pay Records for a group of employees

using a delimited or fixed width file. If you have Pay Record information in an excel

file, this is an alternative to update a group of employee’s Hourly Pay Records.

To use the Pay Record Update Utility to update Pay Records, you must complete the

following processes:

Creating an Import File

Creating a File Definition

Running the Pay Record Update via Import

Each process is described below.

Creating an Import File

To use the Pay Record Update Utility via Import you must have a delimited or fixed

width file with a minimum of Employee Identifier, Pay Code, and Pay Amount. Every

employee in the Import File must have the designated Pay Code on their profile. This

utility will not add Pay Records to an employee’s profile. The format for each field is

listed in Table 12. Once you create an Import File, you may continue with the Pay

Record Import process.

Note When creating your File Definition, the path and file name length is

limited to 50 characters. To avoid an error, ensure that you save your

Import File in a location that will not cause the full path (location

including file name) to exceed 50 characters.

Field

Number Field Required Format

1 Yes Social Security Number, Name Key,

or Name ID can be used. Entire file

must use one type of Employee

Identifier.

2 Yes 5 characters.

3 Yes 4 decimals.

4 No (Optional) Must contain spaces.



Version 05.17.02.00.07

Field

Number Field Required Format

5 No (Optional,

unless field 4 is

included)

2 decimals.

Example: 100% would be entered

as 100.

Table 12 - Pay Record Update via Import File Configuration

Creating a File Definition

When you have an Import File, you must create a File Definition to define the fields

contained within the Import File. You can use the same File Definition multiple times

if the format of your files remains consistent.

This section explains the three steps you must follow to create a File Definition.

Step 1: Adding the File Name and File Type

The first step in creating a File Definition is to add the File Name and File Type.

To add the File Name and File Type:

1. In the PaC interface, go to HR\PA\UT\PA\IE\PR.

2. Click .

3. Enter a of up to five characters.

4. Enter a .

5. Click and navigate to the file you are importing.

Note When the file name, including the full path location, is

longer than 50 characters, the following Invalid File message

appears:

“The file name is not valid. Please select a valid file before

proceeding.”

If this message appears, you may need to shorten the file

name or move the Import File to a location with a shorter

path.



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6. Select one of the following

: Select this if there is a separating character after

each field in your import file, which allows the width to vary for each

field.

: Select this if there are a specific number of characters for

each field in your Import File.

7. If you select a File Type of , click one of seven different

types, making a choice based on the source of your data file. For

example, comma-separated values (CSV) format files have a delimiter of

.

8. Click

9. Continue to “Step 2: Updating the Fields Detail” below.

Step 2: Updating the Fields Detail

The second step in creating a File Definition is to update the details in the

area.

To update the Fields detail:

1. Continuing from “Step 1: Adding the File Name and File Type” above, in the

area, click the that you just added.

2. Double-click a in the area (Figure 20).

3. Configure the screen (Figure 21).

Table 13 describes the options on this screen.

Note Field Numbers 1 through 3 are required fields. Fields 4 and 5

are not required. When Account Code is imported, Account

Percentage must be imported, and both fields must be

configured on the

screen.

4. Click .



Version 05.17.02.00.07

5. Repeat steps 2 through 4 until all fields have been updated.

6. Continue to “Step 3: Running the Validation Report” below.

Figure 20 - Pay Record Update via Import File Definition screen

Figure 21 - Client Field definition Maintenance screen

Option Description

Names the field.

Field order within the import file (Required).

Identifies the data from a selection list (Required).

Table 13 - Description of options on the Client Field Definition Maintenance screen



Version 05.17.02.00.07

Step 3: Running the Validation Report

The third step in creating the File Definition is running the validation report to make

sure there are no errors or incorrect fields in the file.

To run the validation report:

1. Continuing from “Step 2: Updating the Fields Detail” above, click .

Figure 20 (page 84) shows the button on the right side of the

screen.

2. In the box, select and click .

3. Review the Client File Definition Validation Report for accuracy.

4. Do one of the following:

Click , or click .

Note If messages appear identifying errors or warnings,

correct the necessary fields and repeat steps 1

through 3 of this procedure.

Click .

Running the Pay Record Update via Import Utility

After creating a File Definition free of errors, you can then run the Pay Record Update

via Import Utility. The Pay Record import process validates the File Definition,

validates the import data, and then imports valid data.

To run the Pay Record Update via Import Utility:

1. In the PaC interface, go to HR\PA\UT\PA\IE\PU.

2. Double-click the File Definition that was created.


4. Review the Client File Definition Validation Report for accuracy.



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5. Click or click .

Note If errors exist, the following message appears:

“Please correct errors prior to import of this file.”

Click , make corrections, and begin the process

again from step 1.


7. Review the Pay Record Update Specific Validation Report for accuracy and

click , or click .

8. Review the list of records that will be added. To stop a record from being

included in the update, select the record and click . To add it back,

click .

Note Records that had errors cannot be imported and show in

the column and a of .

9. After you review all records and verify that they are accurate, click to

proceed with the update. An message appears stating the

number of records updated.

10. Click .

Method 5 – Auto Update Pay Records with WA

Hourly Wage This method allows you to use the mass processing utilities in the following ways to

update a Pay Record with the WA hourly wage:

Mass Add of Pay Records with WA Hourly Wage

Mass Edit of Pay Records with WA Hourly Wage

Mass Process Pay Records to Recalculate with WA Hourly Wage

Note Perform these mass processes on Rate Type Pay Codes only. These

Rate Type Pay Codes do not require the

option selected.



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Mass Add of Pay Records with WA Hourly Wage

The first way you can update a Pay Record with the WA Hourly Wage is by using the

option.

To use the option:



3. Click .

4. Configure the screen (Figure 22). Table 14 describes

the options on the screen.

5. Click . A message asks if you’re sure you want to continue with the mass

process.

6. Click .


8. Review the Mass Add of Pay Records Report for accuracy.


“Do you want to continue with the mass Add of Pay Records? Select ‘Yes’ to


10. Click to add the records. The number of records added appears on the

screen.

11. Click .



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Figure 22 - Mass Add of Pay Records screen

Option Description

Opens a screen that allows you to add the Pay Record to

individual employees one by one.

Produces a report but does not add records.

Produces a report and allows you, optionally, to add the

records.

Pay Code you are adding.

Pay Frequency Code to be used with the Pay Code.

Project or Grant number applicable for the Pay Code.



Version 05.17.02.00.07

Option Description

Amount for the Pay Record. When left blank, the WA

Hourly Wage is used if the

option has been selected.

Factor for the Pay Code.

Start date for the Pay Code.

Stop date for the Pay Code.

Allows the WA Hourly Wage Amount from the

tab to be used when adding the Pay Code.

Accounting number that entries will be charged to.

Deduction Codes that are attached to the Pay Code when

added. Select deductions.

Benefit Codes that are attached to the Pay Code when

added. Select benefits including Retirement,

unless the Pay Code is for pay that is not reported to DRS.

Options to choose from for employees who don’t have

the ded/ben selected:

(this option

adds ded/bens the user may not want added,

especially if all retirement ded/bens were selected

in the Deds and Bens areas)

Selection parameters used to determine who to add the

Pay Code to.

Table 14 - Mass add of Pay Records options



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Mass Edit of Pay Records with WA Hourly Wage

The second way you can update a Pay Record with the WA Hourly Wage, is by using

the option (this is a slightly

different use than in Method 1). See Figure 23 for an example of the

screen configured to update with WA Hourly Wage.

To use the option:



3. Click .


5. Click the button to select the code to include in the process.

6. Select the check box to see totals on the Mass Edit of

Pay Records Report.


8. On the screen, select the employees you want

to include in the process.

9. Click .


11. Click . A message asks if you’re sure you want to continue with the

option.

12. Click .


14. Review the Mass Edit of Pay Records Report for accuracy.



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“Do you want to continue with the mass edit of Pay Records? Select ‘Yes’ to


16. Click to update the records. The number of records changed appears on

the screen.

17. Click .

Figure 23 - Mass Edit of Pay Records screen configured to update WA Hourly Wage



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Mass Process Pay Records to Recalculate with WA Hourly Wage

The third way you can update a Pay Record with the WA Hourly Wage is by using the

Recalculate Pay Records Utility to Recalculate Pay Records.

To use the Mass Process Pay Records to Recalculate with WA Hourly Wage:

1. In the Web interface, go to Human Resources\Payroll\PA Setup\UT\PR\RP.

2. Click or select a current template and click .

3. Configure the parameters screen and select

Figure 24 shows an example of how to configure the

parameters screen. Table 11 (page 84) describes the

options on this screen.


“Preview process has completed and has found records to process. Select the

‘Preview Data to Process’ button to continue.”

5. Click .

6. On the screen, review the data. Remove any records

that you do not want processed.

7. Click to continue.

8. If the preview data is correct, click . A message asks if you are

sure you want to run the update.

9. Click .



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Figure 24 - Recalculate Pay Records parameters screen with the Use WA Hourly Wage

Amount option selected

Method 6 – Auto Create Additional Pay Rate

Codes (Hourly, Daily, Overtime, and Lump Sum)

from Employee Management Assignments This method allows you to create additional Pay Records (Hourly, Daily, Overtime and

Lump Sum) based on the calculated contract value of an Employee Management

Assignment. Pay Codes are specified in the Employee Assignments. Related Pay

Records are created when the Assignment is imported to the Employee Profile.

To auto create additional Pay Rate Codes:


Administration\EM\AS.

2. Select an assignment and click .

3. Select the tab and click (Figure 25).



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4. If you want to auto-create Hourly Pay Codes or Overtime Pay Codes do the

following:

a. Click and select a Pay Code, and then click .

b. Select in the box.

c. Enter a value in the box.

d. Click and select a Frequency Code, and then click .

Note You may need to add Hourly Pay Codes to the Pay Code table.

5. If you want to auto-create Daily Pay Codes, do the following:





6. If you want to auto-create Lump Sum Pay Codes, do the following:





Click

Note Even though you can create Daily Pay Codes, they are not

used in Washington State because they have no hours. Hours

are needed for WC and Retirement Reporting.



Version 05.17.02.00.07

Figure 25 - Additional Pay Rate Codes selected on the Additional Pay Codes screen

Updating Insurance Tracking Data for the

Next Fiscal Year Insurance Tracking is set by plan year. When preparing for the next insurance plan

year, you can begin setting up the next plan year data as soon as you know the

insurance plan options and rates available for the next plan year. The month your

plan year ends for your Insurance Tracking data may not be the same as the fiscal

year.

You can begin all of the preparation steps, with the exception of the Insurance

Tracking Calculate and Update, before the payroll month when these changes take

effect. You cannot process the Insurance Tracking Calculate and Update until the last

payroll for the prior IT plan year is complete. Depending on the business practice in

your district, the Insurance Tracking Calculate and Update may be processed every

month or at specific times of the year.

Your district can choose to do electronic open enrollment through Employee Access.

Your district’s Open Enrollment period may differ from other districts. To learn more

about this process, see the WSIPC Guide to Open Enrollment in Employee Access.

Note The Insurance Tracking calculate and the update to deductions and

benefits must be completed before records are selected for the new

Insurance Tracking year, which could be relevant for the September

or October payroll, depending on the coverage year cycle of your

district’s insurance vendors.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Open Enrollment in Employee Access.pdf



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To learn about Insurance Tracking processes, see the WSIPC Guide to Insurance

Tracking. Table 15 describes the processes to consider when updating Insurance

Tracking data for the next Insurance Tracking year, and the location of further

information about each process.

Process

Section of the WSIPC Guide to Insurance

Tracking that contains further information

about this process

End Employee Records in

Insurance Tracking

Inactivating Employees in Insurance Tracking

End Plan Records in

Insurance Tracking

Ending an Insurance Plan

Roll IT Groups from the

Current Plan Year to the

Next Plan Year

Rolling Insurance Tracking to the Next Year

Add New Plans Adding a Plan

Add New Sub Plans Adding a Sub Plan

Update Sub Plan Premium

Amounts

Updating Premium Amounts on Next Year’s

Insurance Sub Plans

Mass Update Sub Plan Data

(available when in Add or

Edit mode)

Adding a Sub Plan

Mass Add Sub Plans

(available when in Add or

Edit mode)

Adding a Sub Plan

Add Deduction and Benefit

Codes

Mass Update Payroll Ded/Bens Utility

Clone Employees from an

existing Plan into a newly

created Plan

Cloning a Sub Plan

Update Pool Masters Using Pool Maintenance

Add New Employees to

Insurance Tracking

Adding New Employees to Insurance Tracking





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Process

Section of the WSIPC Guide to Insurance

Tracking that contains further information

about this process

Open Enrollment Working with Open Enrollment in Insurance

Tracking

Update Coverage for

Existing Employees

Maintaining Employee Information

or

Working in Insurance Tracking Open Enrollment if

using Open Enrollment

Update Benefit and

Distribution FTE

Running Utilities in Insurance Tracking

Table 15 - Insurance Tracking Processes and the location of further information about

each process

Updating Time Off Records for the Next

Fiscal Year You must update Time Off Records at the end of the fiscal year. This includes the

annual purge and roll process, the update of accrual dates and calendars for the next

fiscal year, and other optional processes that may apply, depending on your district’s

policies. These tasks and related information are listed in Table 16.

The start of the next fiscal year is a good time to review your district’s leave

allocation method. If you use a monthly or front load Auto Accrual process and you

are satisfied with your allocation method, you can continue the same practice,

reusing your Accrual Date Codes and updating them for the next fiscal year. If you

are considering changing your leave allocation method, see “Allocating Time Off” in

the WSIPC Guide to Time Off for other ideas. You may also want to consider

allocating leave through Roll Codes used in the Purge process or through the Time

Off Transactions Mass Add Utility.




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Tip For Buyback purposes do not condense detail transactions into a

summary line until after the Buyback process has been run. Consult

the DRS Leave Cash Out rules for employee retirement plan

requirements.

(http://www.drs.wa.gov/Employer/EmployerHandbook/

chpt7/statusCodes_rptgCO.htm).

Information in the DRS handbook will help you determine how long

you should keep Transaction Detail Records. For example,

Retirement Plan 1 leave cashouts are based on the last 24 months of

employment. At the end of the fiscal year, you might run the purge

process twice, once to keep the detail for the previous fiscal year

that is currently ending (to meet the 24 month requirement), and

once to create Summary Records for the fiscal year two years prior

to the year that is currently ending.

Table 16 lists Time Off processes and the location of further information about each

process.

Process

Section of the WSIPC Guide to Time Off

that contains further information about this

process

Plan Next Year Time Off

Review Codes

Setting Up Time Off

Review Allocation Method Allocating Time Off


Auto Accrual –

Monthly or Front Load

Accrual Dates

Allotment Codes

Front Loading Leave

Allocating Time Off – Using Auto Accrual

Allocating Time Off – Using Auto Accrual


Roll Codes

Setting Up Time Off – Roll Codes


Mass Add Time Off Utility

Running Time Off Utilities – Time Off

Transactions Mass Add

http://www.drs.wa.gov/Employer/EmployerHandbook/%20chpt7/statusCodes_rptgCO.htm

http://www.drs.wa.gov/Employer/EmployerHandbook/%20chpt7/statusCodes_rptgCO.htm



Version 05.17.02.00.07

Process

Section of the WSIPC Guide to Time Off

that contains further information about this

process

Run Year End Purge (optional)

To purge detail and create

Summary Record

Option to use Roll Code on

employee’s Time Off Setup

Code to manage leave

balance that is carried over

and allocations to the next

year

Running the Year End Purge

Review and Update Employee

Time Off Setup

Setting up Employee Profile Time Off

Mass Update Employee Time Off

Calendars

Running Time Off Utilities – Calendar Codes

Mass Change

Award Next Year Leave Allocating Time Off – Processing Auto Accruals

Table 16 - Time Off processes and the location of further information about each

process

Running the Substitute Tracking Year

End Purge You must roll and purge the Substitute Tracking module at the end of the fiscal year.

This process sets the calendar to the next fiscal year and resets the employee’s

counters based on the rules you set during the process. To learn more about the roll

and purge of the Substitute Tracking module, see “Year End Purge” in the WSIPC

Guide to Substitute Tracking.

If your agency uses Substitute Tracking, complete the Substitute Tracking process

after August Payroll and before you enter any substitute transactions for September

Payroll.

Note Before the Year End Purge, update all calendar counters for all

substitutes and process all payrolls for all substitutes.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Substitute Tracking.pdf




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This process rolls life-long counters. These counters represent the employee’s total

substitute credit in your district, and making the wrong choice during the roll process

could affect the employee’s pay.

To run the Substitute Tracking Year End Purge:

1. In the Web interface, go to Human Resources\Substitute Tracking\ST

Setup\UT\YE.

2. Click

3. Add a description in the box.


one of the following (Figure 26):

: This adds the

current counter in the employee’s Master Record to the previous

year’s life long counter.

: This

adds the counters together as in the first option, then looks at the

levels in the rate table associated with the Master Record and reduces

the counter to the first day value of the current level based on the rate

table.

Example John Miller has a counter of 25 at the beginning of

the year. This year he has worked 17 days, which

brings his total to 42. The rate table moves to a new

rate at 40, so his counter in this example would be

40 if this option is selected.

: This adds the current

counter in the employee’s Master Record to the previous year’s

life-long counter. An adjustment is then created to set the counter to

zero.



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Note Click the question mark button for an example and

to learn more about the

options. To learn more about these counters, see

“Appendix C – Option Details for Processing Life

Long Counters During Year End Purge” in the WSIPC

Guide to Substitute Tracking.

5. In the area, do one of the

following:

Select . This deletes all

History Records.

Select This

retains all History Records, and sets the status of these records to

.

Select

. If you select this option you must enter a date in the box.

All History Records with a date that falls before the date you enter in

the box are purged.

6. To increment the Current Substitute Tracking year to the next year, select the

check box

7. Click .

8. Click One of the following occurs:

If exceptions exist, the exception screen

appears. This shows any Contract Records that will not be changed.

You must correct the exceptions before the process can continue.

If no exceptions exists, the screen shows the

records to be changed.

9. Click .





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10. If the data is correct, click . A message asks if you are sure you

want to run the update.

11. Click .

Figure 26 - Sub Tracking Year End Purge screen



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Running Flex Year End Processing If you are using flex processing in the PaC interface and your year end for flex is

August, this is the time to roll the flex year. Otherwise, run this process during the

last month of your flex year, after the final payroll of the flex year is complete. You

can use either of the available options, (HR\PA\RE\PA\MF\FP), or

(HR\PA\RE\PA\MF\FP\Roll\Clone and Purge).

Best

Practice

is the recommended option to roll the flex year

because it allows you to use the flex information that was already

set up and then change only the items that are necessary.

Caution This process is done from a menu in Payroll reporting. Although this

is in the area, this menu is a very robust part of the

software and should be treated like a powerful utility. Only users

with advanced skills should be given access to this area, as it

provides an alternate view of the tab, and

functions performed here alter the data in the Employee Profile Flex

Records. For step-by-step instructions on Managing Flex Year End,

see the WSIPC Guide to Payroll - Flex Processing.

Tip To verify that the end date of your flex year is correct in system

configuration:

In the PaC interface, go to SA\FM\FM\Payroll\Flex Plan.

The fields reflect the end month of your flex plan.

Updating ACA Status Records Employees who were New Hires last year, and have completed a full Affordable Care

Act (ACA) Measurement Period, can now join the Standard Measurement Period. This

helps you manage ACA data in a more simplified manner, and is important because

you need to update Measurement Period and Stability Period dates so they are

relevant to the upcoming year. You can use the ACA Status Mass Process Utility to

add new ACA Status Records that are specific to the reporting year. To learn how to

update ACA Status, see “Entering an ACA Employee Status Record” in the WSIPC

Guide to Affordable Care Act Data Collection.

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Payroll - Flex Processing.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Affordable Care Act Data Collection.pdf

http://skydoc.wa-k12.net/skydoc/-WSIPC Guide to Affordable Care Act Data Collection.pdf


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PART THREE: Processing the First

Payroll and Closing the Fiscal Year

After you prepare the employee data for the beginning of the next fiscal year, you

are ready to process the first payroll of the fiscal year, including the following

processes:

Processing the First Payroll of the Next Fiscal Year

Closing the Fiscal Year in Payroll

You close the Fiscal Year in Payroll after all accrual payroll payables processes are

complete. Each process is described below.

Processing the First Payroll of the Next

Fiscal Year You can process the first payroll of the next fiscal year by following the steps in the

Monthly Payroll Checklist – V3. This document is available through your Information

Service Center.

If you ran Payroll Payables, remember to import the Payroll Payables Expense Run of

the accrual payroll to pay the employees. To learn more about this process, see the

WSIPC Guide to Payroll - Payroll Payables.

Note When the September payment includes both Payroll Payables items

and September Payroll items, the gross pay from all pay items is

used to determine percentages to allocate benefits. This may cause a

different amount to be distributed to benefit accounts than was

posted in the Payroll Payables reversal.

Running a separate payroll to pay the Payroll Payables in September

is the recommended method, so that the benefit distribution

matches the original accrual run. It is also best to run the Payroll

Payables payroll before the September payroll, so that

Unemployment is calculated the same for anyone who reached the

maximum during the accrual payroll.


PART THREE: Processing the First Payroll and Closing the Fiscal Year


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If you are running the encumbrance process in the PaC interface, after the September

Payroll, you only need to run , and

to begin the next fiscal year. This procedure applies only to the end of the

fiscal year in August and the beginning of the next fiscal year in September. You still

must run the entire Payroll Encumbrance process in June and July.

If you are running the encumbrance process in the Web interface, see “Setting Up the

Annual Encumbrance Process” in the WSIPC Guide to Payroll - Encumbrance

Processing to learn more about setting up the annual payroll encumbrance.

Tip After September payroll is complete, run the W2 audit to verify that

deductions and benefits are set correctly.

Closing the Fiscal Year in Payroll Close the fiscal year in HR only after all transactions, including all payrolls for the

fiscal year and the payroll payables processes, are complete. You must complete this

process before the first payroll in October of the next fiscal year. You cannot run a

calculate for the October payroll until this process is done. See Figure 27 for an

example of settings used to run this process.

To close the fiscal year in Payroll:

1. In the PaC interface, go to HR\PA\YE\PA\FI\CF.

2. In the box, select .

3. Select the check box. This

option creates user-defined records for this information in the area

for the fiscal year.

4. Enter the fiscal year end date in the box.

5. Click . A message asks if you want to continue with the update process.

Read the message carefully before proceeding.


“The Fiscal Year has been closed”

7. Click . A message asks you to confirm that you want to capture the Fiscal

Year Benefits/TSA Deductions.



PART THREE: Processing the First Payroll and Closing the Fiscal Year


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“Fiscal Year Benefit/TSA Deductions Update Complete.”

9. Click .

Note If you are still using the user-defined screens in the PaC interface to

capture the Fiscal Year Benefits/TSA Deductions, the software creates

the information in the PaC interface. If you have converted your

user-defined screen to Custom Forms in the Web interface, the

software puts the Fiscal Year Benefits/TSA Deductions in the Web

Custom Forms.

Figure 27 - Close Fiscal Year screen


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Appendix A - September Payroll

Checklist

Description Date

Complete


Terminate Employees Who Will Not Return (before final payment)

Review the Contract Payout Amount

Inactivate Direct Deposit

Adjust Leave Balances

Separate from Retirement

Enter an Insurance Tracking End Date

Process Leave Cashouts for Eligible Employees

Adjust Pay Record Amounts for the Final Contract Payment

Run W2 Audit


Process Payroll Encumbrance for Final Payroll of Fiscal Year in August

(Optional) Process Accrual Payroll

Payables Expense Run

Payables Reversal

Quick Void - Expense Run (optional)

Quick Void - Reversal (optional)

Note: Update Workers Comp and Unemployment rates and verify ESAM

rules have been built and Retirement rates are correct before beginning.

Terminate Employees Who Will Not Return (after final payment)

Delete Paid-Off Contracts and Pay Records

Update Personnel Information

Delete Direct Deposit Information

Delete Ded/Bens

Process Benefit Payments for Employees on COBRA

Appendix A - September Payroll Checklist


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Description Date

Complete

Prepare Payroll Data for the Next Fiscal Year

Update Washington Rate Tables

Maintain Data in Employee Profile

Run Reports (including the Leave Sale Report)

Purge Pay Records and Contracts

Update Employee Types

Update Deductions and Benefits

Prepare Employee Payroll Assignment Data for Payroll in Employee

Management

Create Next Fiscal Year Employee Management Plan

Import Assignments into New Employee Management Plan

Update Employee Assignment Information

Make Changes to Assignments

Verify Data in Employee Management Plan

Export Employee Management Assignments

Import Employee Management Assignments to Payroll

Verify Data in Payroll

Update Retro and Leave without Pay (LWOP) Pay Codes in Contracts


Update Hourly Rates on Pay Records

Appendix A - September Payroll Checklist


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Description Date

Complete

(Optional) Update Insurance Tracking Data for the Next Fiscal Year

End Employee Records in Insurance Tracking

End Plan Records in Insurance Tracking

Roll Insurance Tracking Groups from the Current Plan Year to the

Next Plan Year

Add New Plans

Add New Sub Plans

Update Sub Plan Premium Amounts

Mass Update Sub Plan Data

Mass Add Sub Plans

Clone Employees from an Existing Plan into a Newly Created Plan

Add Deduction and Benefit Codes

Update Pool Masters

Add New Employees to Insurance Tracking

Set up Open Enrollment

Update Coverage for Existing Employees

Update Benefit and Distribution FTE

Update Time Off Records for the Next Fiscal Year

Review Time Off Codes


(Optional) Perform Time Off Year End Purge

Review and Update Employee Time Off Setup

Mass Update Employee Time Off Calendars

Award Next Year Leave

Update ACA Status Records

Add ACA Status Records for New Hires

Add ACA Status Records for previous New Hires that have now

completed a full Measurement Period and can now join the

Standard Measurement Period.

(Optional) Run the Substitute Tracking Year End Purge

(Optional) Run Flex Year End Processing

Process the First Payroll and Close the Fiscal Year

Process the First Payroll of the Next Fiscal Year

(Optional) Pay payroll payables in a separate payroll if you ran

payroll payables in August.

Close the Fiscal Year in Payroll


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Appendix B - New Employee

September Payroll Checklist

This checklist is designed to help you set up new employees for September Payroll

(to learn more about the topics included in this checklist, see the WSIPC Guide for

each topic). In addition to adding new employees, you must follow the procedures in

“PART TWO: Preparing Payroll Data for the Next Fiscal Year” (page 42) with new

employees in mind.

Description Date

Complete

Prepare New Employee Payroll Data

Maintain Data in Employee Profile

Employee Type

Retirement Profile

Org Chart

Substitute Tracking (optional)

Insurance Tracking (optional)

Deductions and Benefits

ACA Employee Status Record

Prepare Employee Payroll Assignment Data for Payroll in Employee

Management

Add Assignments in Next Fiscal Year Employee Management Plan

Export Employee Management Employee Management

Assignments

Update Employee Assignment Information

Import Employee Management Assignments to Payroll

Verify Data in Payroll

Update Retro and Leave without Pay (LWOP) Pay Codes in Contracts


Update Hourly Rates on Pay Records

Appendix B – New Employee September Payroll Checklist


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Description Date

Complete

Update Insurance Tracking Data for the Next Fiscal Year (optional)

Add New Employees to Insurance Tracking

Set up Open Enrollment

Set Benefit and Distribution FTE

Update Time Off Records for the Next Fiscal Year

Add Time Off Codes

Set up Employee Time Off

Mass Update Employee Time Off Calendars

Determine Allocation Method

Award Next Year Leave


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Appendix C - Setting Pay Record

Amounts to Round Rather Than

Truncate

In the PaC interface, contracts do not always pay off every penny owed to the

employee. This is because Contract Pay Record amounts are determined in Employee

Management by dividing the Assignment amount by the frequency. In many cases,

the Pay Record amount does not divide evenly and may be either truncated or

rounded to the nearest penny. Even if it is rounded to the nearest penny, the Pay

Record may not fully pay off the contract in the specified number of payments.

Most employee contracts end with the fiscal year in either June (for most

administrators) or August. The final payments on these contracts are processed

through the associated contract Pay Record. Because Pay Record amounts don’t

always divide evenly over the year, you may need to adjust the final pay amount on

the Pay Record to correctly pay out the remaining contract balance. This happens

less frequently if you set your configuration to round Pay Record amounts rather

than truncate them.

To set Pay Record amounts to round rather than truncate:

1. In the PaC interface, go to SA\FM\FM.


3. Click .

This allows Pay Records to round up rather than truncate when the calculation is

performed as described above.

Appendix C - Setting Pay Record Amounts to Round Rather Than Truncate


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Table 17 shows Contract Pay Record amount calculations.

Payment Type Scenario 1 Scenario 2 Scenario 3

Contract Amount $50,000 $85,000 $3,325

# Payments 12 12 9

Pay Record Amount 4,166.6666 7,083.3333 369.44444

Truncated 4,166.66 7,083.33 369.44

Rounded 4,166.67 7,083.33 369.44

Rounded Payments 50,000.04 84,999.96 3,324.96

Truncated Payments 49,999.92 84,999.96 3,324.96

Table 17 - Contract Pay Record amount calculations

In some cases, the rounded amount causes the contract to overpay. In other cases, it

causes it to underpay. However, the Payroll Calculate prevents the contract from

overpaying. If the Pay Record amount is greater than the contract balance on the last

payment, the Payroll Calculate correctly stops payment at the contract amount and

the last payment is less than the actual Pay Record amount. For example, on the

$50,000 contract shown above, the last payment would be $4,166.63.


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Appendix D - Processing Batch

Reports for Payroll

To improve payroll processing of reports, several reports are available to batch and

run in the Web interface. You can run most of the reports after you run a calculation.

One report, the Account Distribution Report, is run against check history after you

run the payroll. Table 18 lists the reports and when you should run them.

Report When to Run

Account Distribution Report Runs against check history after the payroll has

been run and the update process is complete.

Check Summary Report (Gross

and Net Amounts)

Run after the Payroll Calculate Process is

complete (Post Verify).

Check Summary Report (Net

Amounts Only)



Check Verification Register

Report



Labor/Benefit Distribution

Report



Payroll Variance Report Run after the Payroll Calculate Process is


Payroll Vendor Register Report Run after the Payroll Calculate Process is


Payroll Vendor Variances Report Run after the Payroll Calculate Process is


Post-Verify Pay/Ded/Ben Totals

Report



Retirement Activity Report



Note: No Template is available for this report.

Appendix D - Processing Batch Reports for Payroll


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Report When to Run

Retirement Adjustments Report Run after the Payroll Calculate Process is


Retirement Transaction Report Run after the Payroll Calculate Process is


Workers’ Compensation Payroll

Report



Note: No Template is available for this report.

Table 18 - Batch Reports for Payroll

To process batch reports for Payroll:

1. In the Web interface, go to Human Resources\Payroll\PA\RE.

2. Click

3. Click

4. On the screen (Figure 28), enter a

description in the box.

Tip Add your initials to the Template Description to quickly

identify your reports.

5. Select a report to run. For each report you select, you create a template which

essentially is the parameters for that report.

6. Add a template for the report and complete the parameters selection.

7. Click .

8. Click .

9. Repeat Step 5 through Step 8 until all the reports you want to run are in the

batch reports process.

10. Click .

Appendix D - Processing Batch Reports for Payroll


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11. Configure the screen for running the reports

and click .

Note This allows you to schedule the exact date and time when

you want to run the report. If you want the report to run

daily, weekly or monthly you can specify that. If you want to

have the results emailed to you, exported to a certain

location, or added to your widget on your

screen, you can also specify that.

To learn more about setting up Scheduled Tasks, see

“Tasks” in the WSIPC Guide to Skyward’s School

Management System.

12. If you want to run the reports at this time, on the screen

click The following message appears:

“The process Payroll Batch Report – (name of report) has been added to the

queue.”

13. Click .

14. Click .

Figure 28 - Payroll Batch Report Maintenance screen




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Appendix E - Resetting the Fiscal

Year to the Prior Year

If the fiscal year was closed before all final steps were completed, you can reset the

year. For example, you might need to reset the year if you forgot to do the final

Payroll Payables run. After you complete everything for the fiscal year, repeat the

process for closing the fiscal year in Payroll.

To reset the fiscal year to the prior year:

1. In the PaC interface, go to SA\FM\FM.

2. Click

3. Click .

4. Change the box to

5. Click .


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Appendix F - Processing Time Off

Transactions for an Employee with

a Paid Off Contract

You may find some employees who have no pay remaining for the year but have

unprocessed Time Off transactions. These employees also have sufficient Time Off

allocations to cover their used unprocessed Time Off transactions.

To see only employees with unprocessed Time Off, run a Time Off Detail Transactions

Report, selecting the option and a specific

Date Range. To learn more about this report, see “Detail Transactions Report” in the

WSIPC Guide to Time Off.

The following workaround cleans up the Time Off balances and corrects the Time Off

Code balances for next year. Complete these steps if you find unprocessed Time Off

Detail transactions (in the Fiscal Year to be closed) on an employee whose contract

has been paid off.

To process Time Off transactions for an employee with a paid off contract:

1. In the Web interface, go to Human Resources\Employee\EP.

2. Click the tab.

3. Click .

4. In the box enter “.0001.”

5. In the box enter “1.”

Note Entering these values in the and boxes allows

the employee’s Pay Record and unprocessed Time Off to be

pulled into a Payroll (without generating any pay).


Appendix F – Processing Time Off Transactions for an Employee with a Paid Off Contract


Version 05.17.02.00.07

6. Verify that there are no deductions or benefits listed in the

area.

Note The Pay Record should not have any deductions or benefits.

7. In the boxes, enter the beginning and end dates for the

payroll to be processed.

8. Click .

9. Include employee’s Pay Record in the next payroll run.

TERMS OF USE

The information contained herein is licensed, trade-secret and proprietary and may not be used,

disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As

a condition of use, the User agrees to protect and keep the information from disclosure or falling into

the public domain. The failure to comply with this agreement may result in the immediate termination

of the User’s right to access the information.

COPYRIGHT

© Copyright 2017 WSIPC. All rights reserved.

Reproduction of any part of this manual in any medium without the express and written permission of

WSIPC is prohibited by law.

This edition is printed in the United States of America. The contents may be corrected or modified by

revisions without prior notice. Pages may be added, deleted, or changed as required.

The WSIPC logo is a registered trademark of WSIPC.

Skyward® is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin.

WSIPC

2121 West Casino Road

Everett, WA 98204

425.349.6600

www.wsipc.org

http://www.wsipc.org/

WSIPC Guide to Payroll: September Payroll Processing

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