Employee Update from Payroll

When an employee is active on multiple payrolls, you can now specify which payroll to use when loading the employee's demographics and banking information.  

The employee's Payroll ID Override can now be applied within the Vendor File Additions/Changes Notes Field 34 as shown below:

A specific format must be used to activate this feature as per the example shown above, PAYID:XXXX

"PAYID:" is a keyword that triggers the new functionality.

"XXXX" is the Payroll ID to load from.

To determine which employees are active on multiple payrolls, run the Employee Vendor Integration Report:
The Vendor Integration Report displays the following details:

• Payroll Id: Payrolls the employee vendors are listed on
• Payroll Id Override: payroll that is defined on field 33 of the vendor file – Employee Update from Payroll will run based on this field
• Exclusions:  As defined by the symbol TSC$EFT_Exclude_PAYROLLS  

Employee Update From Payroll

This program is used to load in name, address (including email), telephone number, employee location code and banking information from the payroll system (OPS) for employees in your vendor file. (Employee location code is loaded into the Alternated Vendor Location field.   A symbol can be defined to exclude certain payrolls: TSC$EFT_Exclude_PAYROLLS:=="XXXX", where XXXX equals the payroll ID code.

Before you run this program you must:

1. Set up the employees SIN # in their vendor file in field16  Tax Registration #
2. Set field 23 in the vendors file to a 'Y' to enable the update of the bank information from payroll. If this field is set to 'N', these employees will not be reported or updated by this process.
3. It is recommended that a separate vendor type code be defined to differentiate your employees from your regular suppliers.

Vendor Type Code for Employees

If a vendor type code is not specified, the program reads the through the entire vendor file trying to match the tax registration number with the SIN # field in OPS. A warning displays for any vendors that it cannot match to an employee in the payroll system.

Exclude Unchanged Vendors

• Enter 'Y' to only report vendors with changes.
•  Enter 'N' to include all vendors on the report regardless of whether there are any changes.

Report-only or Update

• Enter 'R' for the report only feature. This will give you the opportunity to review the employees that will change as a result of running an update.
• To update the employee information, run this option again specifying 'U'.

This option should be run as part of your normal cheque run procedure to ensure that all employee bank information is accurate and up to date.

This report lists all employees and whether their information will be updated, unchanged, or whether the bank information is not available (from payroll).

Note: If the vendor has been setup to use Bank #2 banking information, and Bank #2 has not been setup in payroll, a message will display stating 'Second Bank Account Not Defined in Payroll'. Banking information will default to Bank #1.

Status Messages:

• Unchanged
• Bank information updated
• Name changed
• Address updated
• Location updated
• Second bank account not defined in payroll

The report also points out discrepancies you might have between the vendor name in BAS and the employee name in OPS.

Note: If an employee exists on more than one payroll, the information will be taken from the first payroll the employee resides on where EFT banking information is available. Also, if a valid address is found in one payroll, but there is no banking information in that payroll, the process will use banking information from the next payroll that the user is found in.

If the email address is blank in payroll, but an email address exists in the vendor file, the vendor email address will not be overridden.

Payrolls can also be excluded by defining the following symbol:
TSC$EFT_Exclude_PAYROLLS:== "AAAA, BBBB". Where AAAA & BBBB are equal to payroll ID codes.