Atrieve Payroll
Atrieve Payroll
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BCPSEA Troubleshooting

Issue or Error

Notes

The storage bank balances are showing at zero, but they have a negative balance in payroll

As negative amounts will be rejected by BCPSEA when the submission is sent, the extract will change any negatives to show zero instead so that changes won’t need to be made manually.

Casuals in the validation messages

The most frequent error seen is that there is no union code.  When new ttocs or casuals are hired, the union must be entered on the third page of employee demographics in HR.  If a teacher or support staff retires and the extract cannot find an assignment within the current reporting year, it will assume that they are a casual and look to the third page of employee demographics in HR for their union.  If employees come back to work as a casual – remember to add their union!

Error message - cannot find the hourly rate of pay

  • to get the hourly rate, the system looks to their assignment for the position code

  • it now looks at the position code in HR, second page, to find the salary grid range

  • it now goes to the employee function lines to look for a salary grid that is within the range.  Once it finds that, it then adds in the hourly rate of pay.

  • if it cannot find that grid, it cannot add the hourly rate.

Suggestions for resolution:

  • increase the salary grid range on the position code in HR

  • fix the employee in payroll so that they have the correct salary grid

  • some circumstances just will not fit, so a manual change is required

Error message - no annual salary

  • is the FTE 0?  If so, then 0 annual salary is fine.

  • is there an FTE but no salary? More research required.

  • element 25 is the annual salary - the pay codes listed here in the payrolle earnings selection tell the system which function line to use to calculate the annual salary.

  • what pay code is on the employee's function line - can it find a match to what is listed in element 25?

  • is there a start date on the function line beyond the end date of the reporting quarter?  The fix is in the General Profile - bottom third, "Include future dated function lines" , list the group the extract needs to include this for. (SU, EU, EX, EN)

  • has payroll removed the function line? Either have payroll put it back, or this will be a manual adjustment each extract.  End dates can be used so that the function line is no longer active for payroll.

  • is the pay rate 0 or are the hours at 0? Have payroll put in the correct numbers, or this will be a manual adjustment. **If the function line is set to hourly, the rate and hours must also be hourly.  If the payroll is a monthly salary, if the monthly salary is left, the extract will assume this is an hourly rate and calculate accordingly.  Hourly function lines need to have an hourly (or daily) rate.

  • most often the employee is on leave, and they have a mat leave function line - it is correct for the mat leave topup payment, but not for annual salary or hourly rate of pay.  The true function line should be left on the employee, just have an end date attached. This means that the system will still be able to calculate an annual salary.  For teachers (EU), this will need to be the master (first) function line. For support staff (SU) it does not need to be.

Hints:

One of the biggiest issues with the uploads has been Casual Position codes being mapped to a Permanent or Temporary Employment status, or a regular position being mapped to a casual status.  Logic states that an employee cannot hold a casual position and be a permanent employee at the same time.  If this cannot be avoided due to specific HR reasons, then manual changes will need to be done to the status or the position in the BCPSEA extract editor.

Where is the data that I’m seeing being pulled from so I know where to go to fix it?

BCPSEA Initial Extract for_1.png


  1. PRM Position – Directly from the HR Assignments

  2. BCPSEA Position – from the BCPSEA Position Profile

  3. Location – From HR on each assignment. Location number from the BCPSEA data in the BCPSEA Position Profile

  4. GC – General Classification from the BCPSEA Position Profile

  5. Employment Status – from the BCPSEA Assignment Type Profile

  6. Employee Number – Employee Demographics - HR

  7. DOB – Employee Demographics – HR

  8. Gender – Employee Demographics – HR

  9. Date of Hire – Employee Demographics, Hire Date –HR

  10. Union – from the Union Code in the BCPSEA Position Profile. The number showing is the BCPSEA union code.

 

If anything is changed in the profiles, the extract will need to be run again.  If it affects all, then run the extract for all, a specific group, run for a group, or just an individual, run just for that individual.

From here, go to the Process Error Results to review the long list of error messages that will appear here the first time through. Once those have been addressed, then come back to the individuals or categories.

When an EX, EU, EN or SU employee also does TTOC time, this needs to be reported as a separate record. This record is created when the extract is done and payment has been made to the employee on the TTOC payroll. These are listed at the bottom of the Extract Results.

TTOC created records with duplicate position.jpg

Here you see the regular record, and above that the newly created ttoc record. Element 19 (year to date), Element 29 (ttoc days), Element 30 (ttoc earnings) and any employer paid deductions on the ttoc payroll are reported on this new ttoc record.