Employee Maintenance

Employee Maintenance provides the ability to add an employee to the payroll in order to pay an employee. The employee's information is made up of multiple screens each screen dealing with a specific aspect of the employee. Some screens only apply when specific features of the system are being used. The Employee Master Pay, Function Line and Deduction screens all contain separate memo fields for use. Each of the memos can be archived into history.  While in the memo field, select the Archive Memo icon to have the current memo information recorded under the employee's history for the pay period that is defined.

Note: The employee information such as Email Address and Demographics are shared with other payrolls as well as the HR system. Should another user be accessing the employee in 'Changes' mode, that employee's record will be locked and will remain locked for record addition/changes. Please note: Inquiry options do not lock employee records and should always be used unless changes are required.

The following details the Employee Master screens.

• The employee global and static information, such as name, address and birth date.

• The employee static per payroll information such as hire dates, bank account information and exemption codes. Includes Pay memo field.

• The function line additions. The function lines hold the earning information as to when, and how much an employee gets paid, as well as defines the GL costing of the employee's pay. The first or master function line should always contain the employee's main salary information. The payroll system will always use the values from the first function line as a default.   Included function line memo field.

• The deduction addition change or deletions on an individual employee basis. Mandatory deduction will be automatically added to the employee.  Includes deduction memo field.

• The storage bank additions. Mandatory storage banks are automatically added to the employee and additional storage banks may also be added if necessary. An additional screen allows for individual storage bank defaults or table codes to be changed.

• The Benefit Information screen. The information entered under this section is user defined and must be setup under the User Defined Benefits Definition Profile. This screen can be used for storing information such as the employee's life insurance beneficiary.

• The Earning Statement Message screen.  You can define an employee specific message to be used on the User Defined Earning statement message field.  A start / end period range allows you to control when the message is active.

Payrolls using Salary Adjust from Schedule Dates:

The Salary Adjust From Schedule Dates must be activated through the Users Specific Parameters Profile.  This feature is only applicable when atrieveHR and atrieveHR Assignments with Schedules are being used. Through this feature, the employee's function line earnings are reduced during the Earning Summary phase of the payroll run based on the function line Start/End dates. Refer to the START/END dates section under Function Lines for complete details.

Payrolls using the Educator Attendance Module only:

The Educator Attendance Entry screen will follow the first or employee global screen. The Educator Attendance Entry screen only applies when the Human Resources system is being used and only for those payrolls that have activated the Educator Attendance through the Users Specific Parameters Profile.

The Educator Attendance screen contains the employees EAM locations and job-sharing partner information.

The EAM Location is used in the Absence/Dispatch Screen. Employees can only be marked absent from the location(s) specified on this screen. When look-up is pressed on the employee number field in the Absence/Dispatch Screen, only those employees that work at the computer operator's location will display. This location is determined from the user's SMS Authorizer/Location Security.

The job share information is needed to correctly calculate how to pay teachers who substitute for their job share partner. Teachers who substitute for their job share partners will be paid as teachers, and not substitutes.

Static Global Data

• Changes to any fields on this global screen will be applied for all occurrences of the employee on any number of different payrolls. This feature ensures the employees global information is the same throughout all payrolls.

NOTE:(M) signifies mandatory entry

Employee No (M)

• Enter an employee number. This number is used to sort most payroll reports. Use the look-up, for a listing of all employees.

Select 'Auto Numbering' to have the system retrieve the next available employee number from the atrieveHR Master Profile.  This feature only applies when atrieveHR and Automatic Employee Numbering is active.

SIN (M)

• Enter a valid Social Insurance Number. This number will be checked for validity. The SIN must be a unique number per payroll, except for the 'DUMMY SIN'. Using the DUMMY SIN (defined in the Human Resources Master Profile) will allow any number of employees to be added to the Payroll system under the DUMMY SIN in the event the employee's SIN is not available. The INVALID SIN REPORT lists all employees currently using the DUMMY SIN.

If the SIN entered matches an existing SIN on a different payroll, a verification of the employee's information will be provided.

Name (M)

• The employee's name is prompted for as 3 separate items, last name, first, and middle name or initial. The employee's name displays as one item throughout the payroll. Changes to the employee's name will affect that employee's name for all occurrences of the employee on any number of different payrolls.

Preferred Name

• Enter up to 20 characters of an employees preferred name. (Preferred name is only for your reference and is not used within the payroll reporting).

Salutation

• Enter up to 10 characters of an employee's salutation. The salutation is not used when printing the employee's name.

Birth Date (M)

• Enter the employee's birth date as 6/8 numeric (YYYYMMDD). The employee's birth date is used to determine the employee's age for life insurance and CPP. Based on the Birth Date, CPP will not be taken until the month after the employee turns 18 and will stop taking CPP the month after the employee turns 70. The pay date is used in comparison to the employee’s Birth year and month.

Gender

• Enter the applicable gender code, with the defaults being 'M' for male or 'F' for female. Use the look-up for a list of available codes. This field is tied to the HR Gender Code Database.

Marital Status

• Enter 'S' for single, or 'M' for married.

Address 1

• Enter up to 30 characters of the employee's address.

Address 2

• Enter up to 30 additional characters of the employee's address.

City

• Enter up to 28 characters of the employee's city.

Province

• Enter the employee's province as a code. (Default province/state for your payroll displays).

Use the look-up for valid province/state codes for both Canada and the US. There is not a force to use the province codes, but it is recommended practice as government reports often require the use of the provincial codes.

Postal Code

• Enter the Postal or Zip Code.

Country

• Enter the employee's country of residence. (Default country code will display).

The country should be entered as the three-character codes recognized by the government. Use the look-up, for a list of valid country codes.

Email

• Enter the employee's email address. A Client Email Domain may be entered under the Human Resources Master Profile when all or most employees have the same domain. When an employee's email is entered without an @ the system will append the Client Email Domain to the end of the employee address, at the time the email address is used.

Telephone 1

• Enter up to a 10-digit phone number, that would be considered a primary contact number. It automatically uses 7 digits for the number. If more than 7 digits are entered the first 3 are used as the area code.

• Select the indicator to mark the phone number as Unlisted.

'Long Distance' text will display, when the phone number entered is determined to be a long-distance phone number.

Telephone 2

• Like Telephone 1; however, this would be considered an alternate contact number.

For payrolls using the Educator Attendance System only:

The Educator Attendance Entry screen only applies when the Human Resources system is being used and only for those payrolls that have activated the Educator Attendance field of the Users Specific Parameters Profile.

EAMLocation(s)

• Enter up to 6 different locations for this employee. The location codes are validated against the Human Resources location code database. NOTE: These are Human Resources location codes, not Payroll location codes. 

Job Share Partner(s)

• Enter the employee number of the person this employee will be job sharing with or leave blank if no job-sharing partner is applicable.

Start Date

• If a job-sharing partner is added, enter the starting date of job sharing.

End Date

• Enter the ending date for the job sharing. Up to 6 job share partners and dates may be entered.

When job share information is added, removed or changed, you will be prompted to add, remove or change the corresponding job-sharing employee's information.

If the job-sharing employee has 6 employees defined as job share partners, you will be informed there is no room to add this employee.

Statement and Banking

Pay Disposition

• 'C' to print a cheque for this employee.

• 'E' to pay the employee through electronic file transfer.

• 'P' to pay the employee by bank paper transfer report.  (This feature requires you to take the printed report to the bank.)

NOTE: If the pay disposition is 'E' or 'P,' the bank number, bank transit and bank account must be entered.

Location

• Enter a valid location code to indicate where the employee works. The location code can be used in sorting of cheques to physical locations. Use look-up for valid location codes.

When the Attendance Management System is active:

When a change is made to the location code and the product control allows Human Resources updates, the employees Human Resources location is also updated with the new location code.

The system will access the AMS screen from the Pay screen so location codes may be changed there as well.

Earning Statement & T4 Statement

These fields control the generation of the Email Earnings and T4/T4A Statements.

• Include 'M' to indicate a print earning or T4 statement should be generated in the PAYypp.EST file. A PDF version will be built and be available for Web viewing, once the 'Email Earning Statement' process is run, but no notification or email will be sent to the employee.

• Include 'E' when the PDF earning statement should be generated and attached in an emailed to the employee's email address. This option requires the employee have an email address. If employees have the Employee Statement menu on the web portal, they will be able to access their statements on the web portal as well.

• Include 'W' when the PDF earnings statement should be generated but the PDF document will not be included in the email. The employee will be notified by email that the earning or T4 statement is available under the earning statement Web viewer. This option requires the employee have an email address. When the employee does not have an email address, the emailing process will just convert the text document to a PDF without sending a notification.
  The Mail option can be included with either the No, Email or Web notification at the same time (e.g., M E, M W, M N).

• Enter M and E to have both the text and graphical earnings or T4 statement files generated.

Use the M N option to indicate the employee is not have a PDF T4/T4A Statement generated.

Note: Inactive employees will not generate an electronic T4/T4A Statement, only a print version.

Bank No 1

The Bank information is 3 separate fields made up of the Bank Number, Bank Transit and Bank Account number.

Enter the bank number of the employee's bank. Mandatory if the pay disposition is 'E' or 'P'.

NOTE: Some Canadian banks supply a 3-digit bank number, add a Ø to the front of that number when entering the bank number.  All Canadian banks are a 4 digit bank number.

NOTE: For U.S. banks, the Bank Number is a 2-digit account type, checking and 32 = savings. The U.S. Bank Transit is a 9-digit routing number.

• Enter the bank transit number for the employee's bank. Mandatory if pay disposition is 'E' or 'P'. 

• Enter the employee bank account number. Mandatory if pay disposition is 'E' or 'P'.

The User Defined Earnings Statement has been adjusted to allow reporting of the multiple net pay amounts and account information.

Cross Payroll Bank Account Fields under the User Specific Parameters Profile allows the viewing or updating of cross payroll bank account information for the Bank #1 fields.  To view the cross payroll banking information, select the Cross Payroll Banking icon on any of the banking fields.  While accessing an employee Bank 1 values, you can select banking values from another payroll to update onto the current payroll's bank fields.  When an active employee's bank #1 values have been changed and Update is set, you are given the option to update all or selective cross payroll banking fields.  When the Cross Payroll Banking is set to view only or you are accessing the Bank 2 fields, the bank fields will be displayed for inquiry only.

Please see the User Specific Parameters Profile for more details.

Bank No 2

• Enter the employee's second bank account information. *Mandatory,* if a bank split other than %100.00 is entered.

Specific

• This 6-character field is not used by Payroll and can be used in any way necessary.

Bank Split

Enter %100.00 or leave blank if a bank split to a second bank account is not applicable. This field is ONLY applicable for electronic banking, pay disposition 'E'.

Enter the % character followed by a percentage to indicate the amount of net pay to be deposited to the second bank account. For example, %10.00 would deposit 10% of the net pay to the second bank account with the balance deposited into the main bank account.

Enter the $ character followed by a dollar amount to indicate the exact amount to be deposited into the second bank account with the balance deposited to the main account. Should the dollar amount defined be deposited into the second bank account exceed the total net pay, the second bank account will be ignored, and the full net pay deposited into the main bank account.

If any of the Bank No 2, Bank Transit 2, or Bank Account 2 fields are left empty, no deposit to the second bank will be done regardless of the value of the Bank Split field.
Current Hire Date

• Enter the current hire date for use by the ROE system

Original Hire Date

• Enter the original hire date

Seniority Date

• Enter a seniority date

Increment Date

• Enter an increment date. This field is reported by the Increment Date Report.

Vacation Date

• Enter a vacation date

Last ROE Date

• The last ROE date should not be entered when an employee is added to the payroll. This field is automatically filled by the ROE system when an employee has a finalized ROE. The last ROE date represents the start date for the next ROE. The field is accessible to allow changes if necessary. The ROE date should never be set backwards as this will allow the ROE system to re-report the same EI insurable weeks.

Password

• The Password field is activated through field 'Passwords on PDF Statement' under the Users Specific Parameters Profile. This field is a system generated number to be used as the employee's password during PDF statement generation.

Taxes

• Select the 'Cross Payroll Inquiry' option to view the Cross Payroll Tax Exemption per payroll. This feature provides the ability to view the tax settings on all payrolls for this employee.

Federal Exemption

• Enter a valid federal tax exemption code, if any. Use the look-up for valid exemption codes. The first non-zero federal exemption code from the database will be supplied as the initial default.

The actual dollar value of the exemption displays.

Provincial Exemption

• Enter a valid provincial/state tax exemption code if any. Use the look-up for valid exemption codes.

The first non-zero provincial/state exemption code from the database will be supplied as the initial default.

The actual dollar value of the exemption displays.

Other Exemption

• Enter a valid other tax exemption code, if any. Use look-up for valid exemption codes. (This exemption database/code is not currently used.)

Specific Exempt K3

• Enter the actual annual dollar amount of the additional exemption. The specific exemption relates to the K3 factor of the Canada income tax calculation. 

Specific Provincial K3P

• Enter the actual annual dollar amount of the additional exemption. The specific prov. exemption relates to the Provincial K3P factor of the Canada income tax calculation.

Annual Exempt F1

• Enter the actual annual dollar amount of the additional exemption. The exemption relates to the F1 factor of the Canada income tax calculation.

Northern Exemption HD

• Enter the actual annual dollar amount of the additional exemption. The northern living allowance exemption relates to the HD factor of the Canada income tax calculation.

V.O.P.P.

• Enter 'Y' if the employee has taken a Vow of Perpetual Poverty. This implies that the employee does not have a tax deduction code and allows a message to be included in the footnotes section on the employee's T4.

• Enter 'N' if the employee has not taken a Vow of Perpetual Poverty. The system will assume 'N' if this field is left blank.

User Defined

• Enter the value that corresponds to the title given to this field. The title on this field is controlled in the Users Specific Parameter Profile. In addition, if validation is selected, the entry must correspond to one of the valid entries stored in a Database found in the Database Management section of the payroll system.

T4 CPP Exemption

• Enter 'Y' to indicate CPP/EI exemption for reference by Box 28 on T4 reporting.

• Enter 'N' to indicate no CPP / EI exemption is to be reported on the employee's Box 28 on the T4.

CPP Exempt Effective Date

• This field is only accessible when the CPP Exemption has been set to Yes

When the CPP exemption has been set to Yes, a prompt for an optional CPP Exemption Effective date to control when the T4 will report the employee as CPP exempt will display. When no effective date is defined, the CPP will be reported as exempt. The employee's exemption date must be for a prior year from the taxation year being reported.

Select the 'Cross Payroll' button to view the Cross Payroll CPP/EI Exempt Flags per payroll. This feature provides the ability to view the CPP/EI Exempt settings on all payrolls for this employee.

CPP Exemption

• Enter 'Y' to have the employee's CPP calculated less the CPP Exemption.

• Enter 'N' to have the employee's CPP calculated without the CPP Exemption reduction for this payroll's earnings.

Press the 'Cross Payroll' button to view the Cross Payroll CPP Exemption Flags per payroll. This feature provides the ability to view the CPP Exemption settings on all payrolls for this employee.

Web Time Entry

• Enter 'Y' to enable Web Time Entry for this employee.

• Enter 'N' to disable Web Time Entry for this employee.

HRIS Group

The HRIS codes (Alberta and BC) field only appears in payrolls where the HRIS has been activated. Refer to the HRIS Menu section for details.

Enter the Employee Group Code. Use look-up for valid Employee Group Codes. Enter 'N/A' when this employee should be bypassed by the HRIS system.

Enter the Employment Basis code. Use look-up for valid Employment Basis codes for this payroll.

HRIS Class

For Ontario Benefit reporting.

The HRIS codes field only appears for those payrolls where the Benefit Extract has been activated.  Refer to the Benefits Menu section for details. 

Enter the Employee Group or Class Code. Use look-up for valid Employee Group or Class Codes.  Enter 'N/A' when this employee should be bypassed for the HRIS system. 

HRIS Basis

For BC and Alberta Benefit reporting.

HRIS Plan

For Ontario Benefit Reporting.

The HRIS codes field only appears for those payrolls where the Benefit extract has been activated.  Refer to the Benefits Menu section for details. 

Enter the Employment Basis or Employee Plan code.  Use look-up for valid Employment Basis or Employee Plan codes for this payroll. 

HRIS Assignment Type

The HRIS Assignment type field only appears for those payrolls where the Benefit Extract has been activated. Refer to the Benefits Menu section for details. 

Leave this field blank when the system should use the employee's HR Assignment Type code as defined in the HR system or the existing Payroll status in the determination of the HRIS status.

Enter an Assignment Type Code that will be used as an override to the HR Assignment Type Code for this employee.  This override Assignment Type Code will then determine the HRIS status for this employee.  Use the look-up for a list of valid HR Assignment Type Codes. This Payroll HRIS Assignment Type Code can be reported on from the HRIS Employee Code Reporting option. 

The HRIS EFFECTIVE DATE field only appears for those payrolls where the Benefit Extract

PEBT Effective Date

The HRIS Effective Date field only appears for those payrolls where the Benefit Extract is in use and the profile option 'Activate Optional Effective Date' has been turned on under the Benefits Profile. Refer to the Benefits Menu section for details. 

This optional override effective date can be used instead of the global group and status effective date assigned during the HRIS Export Process.  When the HRIS Export detects a change in the employee's Group or Class Code, Basis or Plan Code or Status, a new effective date is applied. 

For One-Trust, the HRIS Effective Date can be used as an override for the changes related to: employee's name, address, plan and actual FTE only, as defined by the values related to the 'Change Effective Date'. 

This HRIS Effective Date is reported on the HRIS Employee Code Reporting option. 

Termination Date

• The termination date displays for reference only. An employee is terminated or un-terminated through the Employee Status Adjustments.

Memo

• Enter up to 8 lines (600 characters) of a memo related to this employee. Only 3 lines of a memo can be displayed on the screen.

The employee's memo will display on the Main and Pay screens for Employee Additions, Changes and Inquiry, but can only be changed or archived from the employee's Pay screen.

Salary Grid

• Enter a valid salary grid code. The salary grid code can be used to automatically update this function line's hours and/or pay rate when new salary grid values are defined. Use the look-up for a list of valid salary grids.

Cycle Code

• Enter a valid pay cycle code. The pay cycle code is used to determine when the function line is to be included in a pay run. The function line will be used if the cycle code is listed in the payroll calendar for the pay period being run. Use the look-up for valid cycle codes.

Pay Type

Enter one of the following characters:

• F - Fixed salary

• L - Lump sum

• A - Annual salary

• S - Salaried

• H - Hourly paid

• C - Contract paid

• P - Part time

Hourly and Part time pay type function lines will not automatically generate pay; a timesheet entry is required to pay employees with these pay types. 'Hourly employees will still be included in the payroll run to allow any necessary deductions to arrears. 'Part time employees will be omitted from all pay run unless a timesheet has been entered for the employee.

NOTE: The difference between Salaried and Fixed Salary Pay Type follows:

• Salaried is used for employees who receive a constant amount each pay period where the amount can be arrived at by multiplying the rate times the hours. This pay type is commonly used where the payroll department wants to see the hourly rate on the function line.

• Fixed Salary is used for employees who receive a constant amount for a specified number of hours and where pay has been specified as a pay period amount.

Pay Code

• Enter a valid pay code. The hours/earnings from this function line will be stored into the history listed under this pay code. Use the look-up for valid pay codes.

Percentage Employed

• Enter the percentage employed as a decimal value (.5 would represent a 50% employed person). The percentage employed is an optional feature that overrides the base rate and base hours according to the salary grid values and the percentage entered. Percentage employed is only available for function lines with a Pay Type of Fixed, Salaried, Annual or Contract paid. The default is 100%.

The percentage employed is an optional feature and can be activated through the Users Specific Parameter Profile.

The percentage employed is accessible to function lines using an 'Override Salary Grid' (Users Specific Parameter Profile) although use of a 'Override Salary Grid' prevents the automatic calculation of the Pay Rate and Base Hours.

Pay Rate

Enter the dollar amount for this salary function.

• Pay period total amount - if pay type = F

• Amount of lump sum - if pay type = L

• Annual salary - if pay type = A

• Hourly rate - if pay type = S

• Hourly rate - if pay type = H

• Annual salary - if pay type = C

• Hourly rate - if pay type = P

When percentage employed is being used on a function line with the pay type of F, A, or C, the calculation of the pay rate is automatic based on the values defined in grid point one of the salary grid.

Base Hours

Enter the number of hours/days for the function line.

• Pay period total hours - if pay type = F

• Ø (zero) - if pay type = L

• Annual hours/days - if pay type = A

• Pay period hours/days - if pay type = S

• Pay period hours/days - if pay type = H

• Annual hours/days - if pay type = C

• Pay period hours/days - if pay type = P

When percentage employed is being used on a function line with the pay type of F, A, or C the calculation of the base hours is automatic based on the values defined in grid point one of the salary grids.

Occupation Code

• Enter a valid occupation code. The occupation code is used to pay occupation premium. Use the look-up for a list of valid occupation codes.

Employee Type

• Enter a valid employee type code to be used for the calculation of pension credits for some provinces. Use the look-up for a list of valid employee types.

Shift Code

• Enter a valid shift code. The shift code is used to pay shift premium. Use the look-up to list all valid shift codes.

Start Date

• Enter the starting date for this function line or move to the next field to accept the default of 'START'. A function line will only be paid if the pay period start/end date in the calendar for the pay cycle is within the start/end date on this function line. Use the look-up for a list of starting dates from the payroll calendar.

When 'Salary Adjust From Schedule Dates' is active the look-up displays and returns atrieveHR Assignment start dates. You can use the look up on the START DATE field to bring up the look-up by payroll calendar. The Schedule Dates feature can not be used with a Contract type function line.

End Date

• Enter the ending date for this function line or move to the next field to accept the default of 'END'. A function line will only be paid if the pay period start/end date in the calendar for the pay cycle is within the start/end date on this function line. Use look-up for a list of pay ending date from the payroll calendar.

When 'Salary Adjust From Schedule Dates' is active, the look-up displays and returns atrieveHR Assignment end dates.  To view the assignments, select the Assignments button to look-up by payroll calendar.

A function line with 'Start/Start' or 'End/End' are inactive function lines.

GL Costing

• Each function line may contain a maximum of 10 costing distributions for a total of 100% costing distribution. Each costing distribution may contain a different position code (only applicable with Human Resources), cost center (if applicable), Default Earnings GL and Default Benefit GL.

Refer to the Payroll GL Costing Rules for complete details on the methods and priority of GL accounts throughout the system.

Percentage

• Enter the percentage of distribution for this costing definition. Enter 100.00 when no distribution applies.

Position Code

• This code is only available when Human Resources is active. Enter a valid position code. Use the look-up for a list of available position codes.

The Position code is one piece of information that is used for GL compression. When running Timesheet Entry Generation Process, Global Function Line Processing or Payroll Projection Process, this is also part of the selection criteria.

NOTE - as this is a GL split/compression feature, if there are two or more entries with the same GL, Pay Code, etc., if there are different position codes on the function lines, then these GL entries will not compress.

Cost Center

• Enter a valid cost center code. Use look-up for valid cost center codes. Once a cost center code has been entered you can also use the 'Details' button to view the pay and deduction detail costing applicable to the cost center code.

Leave blank when this costing distribution is to be defined as Employee Based.

Default Earnings GL

• Enter the GL account number to which this costing distribution earnings is to be specifically charged to. When a cost center was entered, Use the look-up to view or pull from the Default Earnings GL from the cost center database.

When Employee Based costing is used this will be used as the default earnings GL.

Default Benefits GL

When Employee Based costing (no cost center) is being used, the Default Benefit GL account will be used for costing any benefit amounts where the deduction is not specifically defined in the details attached to the employee nor in the expense GL account of the deduction code database. This should be the GL account most of the employee's benefits will be costed to. You would only define detail benefit costing for deductions that are not costed according to the Default Benefit GL.

When Cost Center costing is being used, the Default Benefit GL account will be used for costing any benefit amounts where the deduction is not specifically defined in the details of the cost center nor in the expense GL account of the deduction code database. The Default Benefits GL takes precedence over the Default Benefit GL from the cost center database.

When a cost center was entered, use the look-up to view or pull from the Default Earnings GL from the cost center database.

The Default Benefit GL account may contain the wild card character '?'.

GL Costing Distributions

An employee's combined costing distributions must total 100.00%. This screen allows you to scroll through the employee's costing distributions for this function line and adjust the costing as required. NOTE: GL accounts displayed with the indicator 'C' indicates the GL account is from the cost center while the indicator 'E' indicates the GL account is attached to the employee.

A costing set is selected when the highlighted bar is anywhere within the costing distribution.

Contract Paid Employee

• When a function line is added that has been set to a pay type of 'C,' you are taken to the master contract screen.

Current Salary

• Taken from the corresponding function line

Payment Per Period

• Calculated based on the Current Salary divided by the number of Payments in Contract

Maximum Units

The maximum number of units (days or hours) to be issued throughout the contract. The initial default for this field is taken from the Base Hours from the related function line. The maximum units control the total number of units to be paid out per contract. The payroll processing stream will adjust down the units for a pay period so that this maximum is not exceeded.

The Maximum Units will be adjusted to reflect any changes made to the number of Pays Remaining in the Contract. If the Maximum Units are overridden, then no automatic adjustments will be made.

The Maximum Units is NOT changed by other processes, such as the Salary Grid/Payroll Update, which does affect the Current and Annual Contract amount.

Units Per Period

• Calculated based on the Base Hours from the function line divided by the number of Periods in Contract

Payments in Contract

• Enter the number of payments to be paid out over the contract. Current Salary divided by the number of payments to be paid out determines the actual per pay period earnings for the contract.

The initial default for this field is taken from the periods in the employee's pay cycle code from the function line.

Periods In Contract

The Periods In Contract defines the actual length of the contract. The Base Hours from the corresponding function line divided by the Periods in the Contract determine the number of units (days/hours) that will be issued per pay period up to the Maximum Units defined for the contract.

The number of Periods in Contract cannot exceed the number of Payments in the Contract.

Payments Remaining

The Payments Remaining defines the number of actual pays the employee will receive. Initially the Payments Remaining would usually equal but not exceed the number of Payments in the Contract.

The Payments Remaining will be automatically decreased by 1 during the Payroll Update when the employee has received a contract payment. The payroll stream will determine final contract payment when the Payments Remaining is equal to 1. The final contract payment, which would be the contract remaining, will override the standard contract payment.

A zero value in the Payments Remaining automatically stops any further payments on the contract.

Pay Actual Working Days

This field defines if the number of units per pay period is to be taken from the contract (units per period) or from the number of 'Working Days' from the Payroll Calendar.

Enter 'N' to use the units per pay period calculation from the contract. This is the default for contracts.

Enter 'Y' to override the units per pay period from the contract with the number of 'Working Days' from the Payroll Calendar.

The 'Maximum Units' for a contract still apply to both methods.

CTD Contract

The total contract to date paid out to an employee. The contract amount does not include any reductions or additions to the employees pay. The Annual Contract amount less this Contract To Date amount determines the Contract Remaining to be paid out.

This amount will also reflect entries made using a replacement or '+' Pay Code, adjustment or '*' Pay Code entries are not included in this amount.

CTD Adjustment

The Contract To Date Adjustments refers to the total changes made against the contract using an adjusting pay code (calculation code '*'). The adjustment value is not included in the Annual Contract calculation and is shown for informational purposes only.

CTD Units

The Contract To Date Units determines the number of days/hours taken under the contract. The Contract To Date Units are taken based on the number of Periods In Contract up to the Maximum Units for the contract.

CTD Adjust Units

The Contract To Date adjusted units refers to the total changes made against the contract using an adjusting pay code (calculation code '*'). The adjusted unit is not included in the Contract To Date Units and shown for informational purposes only.

Annual Contract

The Annual Contract is calculated based on the Current Salary divided by the number of units from the function line times the Maximum units shown. 

The Annual Contract can be manually adjusted if necessary. The Recalculation option on this screen will reset the Annual Contract as per the formula.

The Payments To Date and Units To Date lists the contract to date amount and the adjustments to date amounts combined for information purpose only.

Recalculate - To recalculate the Annual Contract based on any previously entered changes.

The Annual Contract amount is calculated as follows:

The Current Salary divided by the number of units multiplied by the Maximum Units.

The Annual Contract will be automatically recalculated when the Base Rate (Current Salary) and/or Base Hours on the related function line have been changed from the initial setup values.

Function Line Manipulation

Function Line Memo

From any field on the Function line screens, press 'Memo' to adjust the Function Line Memo field. You can archive the Function Line Memo by defining the applicable pay period.

Deduction Additions/Changes

The employee will automatically be given all valid deduction codes listed in the 'Mandatory Deductions' field in the Payroll Master Profile.

NOTE: To turn off a deduction for a time, enter a * in the frequency field of the deduction. A * frequency indicates a deduction is suspended until the frequency is reset. Suspended deduction is not taken during a pay run although variable deduction entries may still be processed, if necessary.

Deduction Memo

From any field on the Deduction screen, select 'Memo' to adjust the Deduction Memo field. The Deduction Memo can be archived by defining the applicable pay period.

Start/End

Enter the starting pay period for this deduction or move to the next field to accept the existing starting pay period.

Enter the ending pay period for this deduction or move to the next field to accept the existing ending pay period.

The start/end pay period range is one way of controlling when a deduction will become active or inactive on a per employee basis.

NOTE: To turn off a deduction for a time, enter a * in the frequency field of the deduction. A * frequency indicates a deduction is suspended until the frequency is reset. Suspended deduction is not taken during a pay run although variable deduction entries may still be processed if necessary.

Amount

Enter the deduction amount for this employee. This is used in place of the Factor amount from the database for the deduction code for many deductions or will add on to the calculated amount for others. The use of the Amount value relates to the group and type of the deduction as defined in Deduction Data Base documentation.

For Pension deduction (Group 1) only you can define the Amount value to be an override to the pension eligible earnings.  Enter an amount in the Deduction Amount field of a pension deduction to toggle the override pension eligible on/off.  This option can be used to override employee earnings or to control when pension is taken when an employee is inactive.  When the Amount is set to be a pension override eligible earnings the Amount will be displayed as <###.##>.  The Employee Deduction Report will also display the pension deduction Amount with brackets, when applicable.  

This field cannot be changed for all deductions. Refer to documentation for the deduction code group and type for further information before adjusting this field.

Limit

Enter the maximum amount for this deduction in the current year or pay period depending on the deduction group and type. A limit of zero implies no limit is in effect for the deduction. NOTE: Entering a limit less than the employee's current deducted to date balance results in a repayment of the deduction during the next payroll run.

Frequency

Enter a Frequency code for this deduction. Enter a * to suspend or inactivate this deduction.

When a CPP deduction (group 6,7,8 type 1) is added or changed and the employee has a suspended CPP deduction on another payroll, the following notification will be displayed. This notice will show you all the payrolls where the employee has a CPP deduction and the current deduction frequency setting per payroll. This notice is to assist with managing the employee's CPP status once the employee is no long contributing to CPP.  This notice will not automatically display if the current CPP is suspended.  Use the look-up on the CPP deduction frequency field to trigger the display of this cross payroll CPP information.

Share %

Enter the employer's percentage of deduction divided by the employee's percentage of deduction. For example, '1.4' would indicate the employer's portion is 1.4 times the employee's deduction amount.

Enter 'Benefit' to indicate the employer pays 100% of the deduction.

Storage Bank Additions

The employee is automatically given all valid storage bank codes defined in the 'Mandatory Storage Banks' in the Payroll Master Profile.

When a mandatory storage bank code has been defined with a storage bank table code of '?????', you will be prompted for a valid storage bank table code before the storage bank is added to the employee.

To add an additional storage bank code, down arrow past the last storage bank and add the details in the empty bank field. An employee may have up to 15 storage bank/table codes.

Storage Bank Changes

Default storage bank table values display.

Bank

• Enter a valid storage bank code. 

Bank Table

• Enter a valid storage bank table code. Use look-up for a list of valid bank table codes for the existing storage bank.

Bank Cycle

• Enter an override bank cycle code if the employee's individual storage bank is to be controlled differently. 

• Enter the bank cycle code of * to suspend this storage bank table.

When the bank table code is defined as 'A'ccumulation:

Override Bank

An override storage bank code can be entered which defines the exact storage bank used to determine when to increment the employee's storage bank table level.

When the bank table code is defined as 'Y'ear based:

Override Date

An override date can be entered, which defines the exact date to use when determining when to increment the employee's storage bank table level.

Start Period

Leave this field blank when the storage bank accrual, increment or pay outs do not need to be controlled based on a starting pay period. 

Define the first pay period when this bank should start to accrue, increment or pay out, depending on the bank type.  The start pay period can determine when this bank should start to accumulate or paying for the given employee.  The start period can be blank or 000000 to indicate no limitations.

Start period does not prevent bank deposits, withdrawals or inclusion of the employee’s bank.

The bank start / end periods can be used to control the pay period range a, for example, pay bank will pay out.  This affects all bank types during the payroll process as well as all external bank calculation processes such as the External Increment Load Process.

End Period

Leave this field blank when the storage bank accrual, increment or payouts do not need to be controlled base on an ending pay period. 

Define the last pay period when this bank should allow the bank to accrue, increment or pay out, depending on the bank type.  The end pay period can determine when this bank should stop accumulating or paying for the given employee. The end period can be blank or 999999 to indicate no limitations.  The end period can not be less than the start period. 

End period does not prevent bank deposits, withdrawals or inclusion of the employee’s bank.

Modify and Delete Bank

To delete the storage bank from the employee. When the Storage Bank Removal With Balance field in the Users Specific Parameters Profile is set to 'N'o then a storage bank must have zero balances to be removed from an employee.

The next four prompts relate to the One Time Increment. (Refer to the One Time Increment field of the Users Specific Parameters Profile for more details.)

Do One Time Increment

• Enter 'Y' to set up the one time increment for this employee.

• Enter 'N' to continue with setting up the one-time increment.

Bank Number To Apply Increment To

• Enter the storage bank number that will receive the one time increment for this employee.

• Bank table to apply increment to

• Enter the bank table code that will receive the one-time increment.

Amount To Increment

• Enter the increment amount

• Hours to increment

• Enter the increment hours

Benefit Information

The Benefit Information prompts are user-defined to allow you to store whatever type of information is required. The benefit Prompt values must be predefined under the User Defined Benefits Definition Profile.

The employee's benefit deductions listed include the deduction code, deduction table code (when applicable), the employee's deduction amount the for Group 3 Type 5 deductions using salary type 'F' or 'S', the coverage amount is displayed. Suspended deductions are omitted.

Earning Statement Message Fields

The Earning Statement Message prompts allow you to define a message to appear on the employee's User Defined Earning Statement, specific to this employee only.  You can control when the message will be effective based on the Statement Start and End period range.

Statement Start Period

• Enter a starting pay period to define when the employee's specific message should be included on the User Defined Earning statement.  Enter a valid pay or special pay period for use the wild card character '?' to define when this message should be applied to the employee's earning statement.  For example, entering 2007?? would make the message active for all periods under 2007.

When just the 6-digit pay period (200724) is entered then the message applies to all runs of that pay period. Enter the pay period followed by the number zero (2007240) to indicate the message is only applicable to the main run of a period and not all special pay periods.

The statement message is not active when no start pay period is defined.

Statement End Period

When the message is to only apply to the start period, the end period may be left empty.

• Enter the last pay period where the message should be applied to the employee's earning statement. This can be a valid pay period or contain the wild card character '?'.

Statement Message

• Enter up to 325 characters of a message to be printed on the employee's User Defined Earning statement under the predefined MESSG area.  When the start/end periods are not active for a pay run, the message will not be applied to the employee's earning statement.

There are also earning statement messages that can be defined per pay period under the payroll calendar and again when the Payroll Processing for a period is submitted.  This employee specific message will be applied first with the applicable alternate message added to the end for a total message of 325 characters.