User Specific Parameters Profile

The User Specific Parameters Profile module tailors the payroll system to individual needs. It is mandatory that this profile be set-up.

Validate Transit Numbers

• Enter 'Y' if the employee file maintenance program is to validate transit numbers when entered. If you choose this option, you must set up the transit numbers in the database before you attempt to use any of them. This option is generally used in conjunction with Pay Disposition, 'E' or 'P' on the employee master file.

Earn Statement with Current Activity

• Enter 'N' when an earnings statement should not be generated when the employee has zero total gross and zero total deductions. This is the default setting.
• Enter 'Y' when an earnings statement should be generated whenever an employee has any current entries for gross or employee deductions. Generate an earnings statement even when the total gross or total deductions are zero, thus zero net pay. Please note this feature applies to earning statements only and not cheque statements. When this feature is active, please review the setting of field 'Suppress Zeros ON Cheque/Earn Statements' if you want the zero totals to be printed on the earning statements.

Default Payroll Error GL

Enter a valid GL account to be used by the payroll stream to prevent the payroll from aborting. This GL account would be used for extreme cases such as when a cost center code has been deleted from the database after that cost center code was used in timesheet entry. This GL account will also be used for employee-based costing if the employee's costing distribution used during timesheet, no longer exists when the payroll is processed.

Default Pay Disposition

Leave this field blank if you do not want a default pay disposition defined.

• Enter 'C'heque, 'E'lectronic or 'P'aper for the default value for the pay disposition. This default will be applied to an employee's pay disposition during Employee Additions and Changes when a valid pay disposition is not entered.

Sort Sequence EMP#/Dept/Name

This option allows you to specify the sort sequence of specific payroll stream reports.

• Enter 'E' if the Earnings Summary and Payroll Register reports are to be sorted by employee number.
• Enter 'D' if the Earnings Summary and Payroll Register reports are to be sorted by employee number within location code.
• Enter 'N' if the Earnings Summary, Payroll Register, Deduction Arrears Register, and EI Detail reports are to be sorted by employee name. The name sort setting cannot be changed during a payroll run without the payroll run being started over from the Earnings Summary phase. The name sort setting must remain the same until after the Payroll Update has been complete for a payroll run.
• Enter 'P' to indicate a pure name sort. This option will report the Earnings Summary, Payroll Register, Deduction Arrears Register, and EI Detail Reports are sorted by employee name, as with the 'N'ame option. This option will also produce the cheques, earnings statements, bank deposits and Cheque Register in pure employee name sequence, the employee's location is not included in the sequencing.

The Pure name sort setting cannot be changed during a payroll run without the payroll run being started over from the Earnings Summary phase. The Pure name sort setting must remain the same until after the Payroll update has been completed for a payroll run.

Deduction Sequence]

Generally, this field is blank.

• Enter the deduction codes separated by a comma. Deductions listed here are to be taken first following all statutory deductions. Statutory deductions should not be listed here. Statutory deductions are any deduction of Group 6, 7, 8 or 9. This feature cannot be used when the payroll is using the Benefit Distribution feature.

Cheque + Earnings Statement

• Enter 'Y' if an earnings statement is to be produced for an employee who will receive a pay cheque.
• Enter 'N' if the cheque stub contains the pay information, and no earnings statement is needed.

Prevent Access on Closed Batches

• Enter 'N' to allow closed batches to be opened and the timesheet entries changed.
• Enter 'Y' to prevent closed batches from being opened.

This field also controls the automatic closing of timesheet entry batches from the atrieveHR system. Batches from atrieveHR will always be finalized unless this field is set to 'Y' es.

Storage Bank Comparison Reporting

• Enter 'N' to prevent the Storage Bank master file from being archived and the Comparison Report being generated.
• Enter 'Y' to have the Storage Bank master file PRSBØ1.DAT archived to PRSBSW.DAT automatically during the Payroll Update phase of the payroll run, before the updating of the storage bank master has been done. Before the current version of the PRSBSW.DAT file is refreshed, a Storage Bank Comparison report will be generated. This comparison report will detail all storage bank balance changes since the last payroll update, thus reporting all manual storage bank changes. Refer to the Storage Bank Comparison Report under Appendix AC for complete details on this feature.

Print Masks Without Commas

This field applies to the User Defined Earnings Statement only.

• Enter 'N' when you want commas included on the masks for printing of the earning statements.
• Enter 'Y' when you want the numeric values printed without commas.

For example, 1,234.56 would be printed as 1234.56. This option will reduce the size of the number to be printed.

Use Alternate Sort Code

• Enter 'N' if additional payroll processing reports sorted by the alternate sort code is not required.
• Enter 'Y' to activate the use of the Alternate Sort Code during payroll stream (Earnings Summary and Payroll Processing). This option generates three additional reports sorted based on the Alternate Sort Code, field three from the location code data base.

This option produces a second version of the Earnings Summary report, '#####Q.LST', a second Payroll Register '#####2.LST', and a second Arrears To Deduction Register, '#####3.LST".

These reports page break based on the alternate sort code including grand totaling for the prior alternate sort code and new page numbering and totaling for the new alternate sort code.

This option does not apply to the Termination Pay run.

Manage Second Bank Account

This field applies only to the Royal Bank deposits, when field 18 is set to PRPYØL. This field will not affect any other bank deposit type and should be left as 'A' for all other banks.

• Enter 'A' to allow the employee's pay to be split to the second bank account, when applicable.
• Enter 'D' to disable the second bank account for all employees. This feature allows you to run a pay where the full net pay will be paid only to the primary or first bank account on the employee's master, without having to remove or adjust the second bank account fields. The User Defined Earning statement will also report the full net pay to primary bank account with no change required to the Earning Statement profile.
• Enter 'S' to have the employees' full net pay be paid out under the second bank account only. Should an employee not have the second bank account, the full net pay amount will be paid out under the first bank account and a warning will be printed in the log.

Exclude from Second Bank

This option is only available for Royal Bank deposits, when field 18 is set to PRPYØL or the CIBC Bank deposits, when field 18 is set to PRTP0C.

This field can be used in conjunction with the secondary bank accounts.

• Enter 1 to 10 pay codes separated by a comma. Pay codes listed here indicate the gross earnings from these pay codes are to be omitted when determining the monies to go into the second bank account.

When the second bank account is defined as a percentage of net pay, the net pay will be reduced by the total exclusion amount before the calculation is done. When the second bank account is defined as a flat amount, the net pay less the exclusion monies must be greater than the flat amount to be applied to the second bank account.

This feature applies to the User Define Earning Statement and the Royal or CIBC Bank File generation Only.

Manual Cheque Numbering

• Enter 'Y' to input a cheque number at the start of payroll processing in order to manually number the payroll cheques.
• Enter 'N' to let the payroll system assign automatic cheque numbers.

Salary Grid Verification

This field applies to the Employee Addition and Employee Changes and does not apply to Lump Sum function lines.

• Enter 'Y' to have the hours/rate values on the function line validated against the salary grid input. A warning is given when the hours/rate do not equal the salary grid data base upon exiting the function line changes.
• Enter 'U' to have the hours/rate values verified against the salary grid data base and to update the hours/rate with the database values when the salary grid code is changed. Note: when 'Percentage Employed' is active , function line types Fixed, Annual and Contract already enforce the hours/rate to the salary grid database and type Salaried only enforces the hours. This feature will enforce the rate on Salaried function lines and for Hourly and Part-time regardless of the Percentage Employed or for all these types when no Percentage Employed is used.
• Enter 'M' to have the hours/rate values verified against the salary grid and report when salary grid code changes cause the hour/rate to different than the data base value.
• Enter 'N' for no validation of hours and rate against the salary grid data base.

Salary Adjust from Schedule Dates

This feature is only applicable when atrieveHR Assignments with Schedules are being used. . This feature does not apply to Contract type function lines.

• Enter 'N' when salary adjustments by assignment schedules is not applicable.
• Enter 'Y' to activate the function line salary adjustment. This feature will reduce the days/hours of the function line based on the number of days/hours worked in a pay period based on the function line start and end dates. This feature requires the use of the atrieveHR Assignments with Schedules in order to determine when and how much an employee works per day. For complete details on how this feature is used, please refer to the Start/End dates section of Function Lines under Employee Additions.

Pay Cheque Maximum Warning

To establish a limit for payroll cheques and receive a warning if the amount is exceeded, enter the limit here. A warning message appears in the log during payroll processing runs.

Bank Program and File Name

• Enter the 6-character program name for the electronic transfer format applicable to your organization's bank. The generation of electronic transfer files requires the completion of the Banking Constants in the payroll database. Use look-up for a list of valid Bank Programs available.

After the Bank Program enter 4 Character for the transmission file name or bank merge file name. We recommend using SD and your district number. This is to aid the bank to determine whose file they are looking at in the event of a problem. The name may be changed at any time, although it is suggested this not be done unless necessary.

The Payroll Processing phase of the payroll stream generates the bank file PAYypp.TAP for all banks, where ypp is the pay period being processed. This file is always generated at the location defined by the logical SRB$OPSWRK per payroll. The Bank Merge will generate the bank file named as per your file name above at the location pointed to by the logical SRB$OPSWRK or use the Payroll Email File Process.

NOTE: Most electronic banking files (All Canadian Bank Files) contain a bank sequence number which must be set on the file to be transferred to the bank by you immediately before sending the file. Use the applicable bank file merge process for your bank to set the bank sequence number before sending your bank file to the bank.

The Bank Of Montreal options have a default file sequence number set during the Payroll Processing that is 'ØØ##', where ## is the fifth and sixth digits from the pay period being run. Resetting of this file sequence number is dependent on your agreement with the Bank of Montreal.

NOTE: The first step of the Payroll Processing deletes all PAYypp.TAP and PAYypp.MOD files for the specific pay period being run. Be sure to rename your electronic/modem file to protect it if necessary.

Master User Code Valid.; Name

There is a user definable field on the pay screen of the employee master. This field can be named by the user and validated against a database table. If table validation is needed, the table must be created in Database Maintenance option 27.

• Enter 'Y' to use the option and validate entries against a table.
• Enter 'N' to use the option without validation.

Follow 'Y' or 'N' with 'XXX' where 'XXX' is the name to display on the screen as the field prompt and title for the database table in Database Maintenance.

Display atrieveHR Certificate

• Enter 'Y' to have the employee's atrieveHR Certificate number displayed on the payroll master Pay screen. When this feature is activated you will be prompted for the applicable atrieveHR Certificate code. Enter the atrieveHR Certificate code that represents the certificate number to be displayed for this payroll. This atrieveHR Certificate code is setup in the atrieveHR database under 10,1,3,31.# and attached to employee through the atrieveHR Certificate Entry Menu screens 7,1,1. This feature may be used, for example, to display the Teacher's teaching certificate number on the Pay screen. You may enter multiple atrieveHR Certificate codes separated by a comma. The codes are displayed in alphabetic order.
• Enter 'N' when a certificate number is not to be displayed for this payroll.

Suppress Summary Messages

The Earnings Summary report normally contains warnings for employees who will not be paid because they are not in the selected pay cycles or because they are hourly paid and there is no time sheet entry for them.

These messages are printed in the report and listed in a separate summary at the end of the main report.

• Enter 'C' to suppress not-in-cycle messages.
• Enter 'T' to suppress no time sheet entry messages.
• Enter 'B' to suppress both.

Suppress CHEQ REGIST NO PAYS [Y/N/C/P]

• Enter 'N’ to list details for all employees included in payroll run on the cheque register.
• Enter ‘Y’ if you want zero pays suppressed from the cheque register.
• Enter 'C' to print only employees that receive cheques. This will exclude details for employees with 'D'eposit or 'T'ransfer pay disposition. The total deposit will still reflect these employees. This option will include zero pays for employees with cheques.
• Enter 'P' to print only employees with cheques. It will also suppress cheque employees with zero pays. Details for employees with 'D'eposit or 'T'ransfer pay disposition will be excluded, although the deposit total will still reflect these employees.

Cafe

Cafe

These parameters are used to reduce eligible earnings according to section 125 of the IRS code. This affects US customers only. Flex plans are a type of Cafeteria plan.

• Enter each eligible deduction 'DD' plus '/' plus the dollar limit for the deduction. Terminate the entry with a ','. Enter as many entries as necessary. When the first field is full, continue the second line. EG: 34/34.55,21/9.34,

The employee paid portion of these deductions for a pay period are first limited by the limit defined and then totaled to accumulate an eligible earnings reduction for any deduction codes defined as Group 9 Type Ø,1,2,3 or 4, which should include Federal and State tax as well as Social Security and Medicare.

Note: Cafe reduction does not apply to employees that are On Leave With Benefits.

Federal Tax Calculation Option

• Enter option number 1 or 2 to specify which tax formula is to be used in calculating the Canada Federal/Provincial Income Tax.

The Option 1 tax calculation is the Payroll system default. Option 2 tax calculation requires additional manual supervision. Use Option 1 whenever possible.

Refer to CRA's MC## for the differences between the tax formulas. Refer to Appendix AL for more information on the Option 2, Cumulative Averaging Tax Method.

When Option 2 tax calculation is used it is necessary to define the Option 2 Provincial Tax Parameters, defined the Federal Exemption amounts under the secondary exemption field as well as define the Other Tax Table with the Option 2 federal tax parameters.

Summarize Cheque Register

• Enter 'N' to produce the payroll stream cheque register (report #####F.LST) with page breaks and subtotals per location code.
• Enter 'Y' to produce a summarized cheque register which lists only the employee number, name, cheque number and net pay. This option does not page break per location code.
• Enter 'P' to produce a summarized cheque register listing of cheque register information while omitting the page break per location code.

NOTE: field 'Suppress Cheq Regist No Pays', for options on which employees will be detailed on the cheque register.

Province or State Code

• Enter the 2-character province/state code. Use look-up for valid province or state codes. E.g.: BC for British Columbia.

WILD CARD Default GL

This prompt is only necessary when wild card GL's are used. An explanation of the use of wild card GL's is included in Appendix AI.

Enter a default GL to be used during the costing of benefits when no earnings GL is available. An example of when this situation would arise is when an employee receives pay from a negative variable deduction and the pay run does not include any earnings.

This default GL may itself contain wild card (?) markers.

Suppress Employer's Share

• Enter one or up to 10 deduction codes that are to have the employer's share amount suppressed or zeroed during the payroll stream.

This option only applies to employees On Leave With Benefits. The suppressing of the employer share applies to the calculated employer share amount, employer share variable deduction amounts will carry through the payroll stream. (Refers to variable deductions amounts entered under the employer share field only.)

Deductions that have had the employer's share suppressed will have the employer's share amount listed on the Payroll Register preceded by the letter 'S'. The marking of the employer's amount is also displayed on the register for Termination Pay runs and on the screen for Pay Estimate Inquiry runs.

The deduction codes must be entered as two-digit numbers and separated by a comma. The EI and CPP deductions are not valid for this option and deductions defined as EI or CPP deductions will be disallowed during entry on this line and ignored by the payroll stream in relation to this option.

Storage Bank Removal With Balance

This option controls deletion of storage banks from employee master records.

• Enter 'Y' to allow for removal of storage banks with non-zero balances. A warning will be issued if deletion of non-zero balance banks are attempted.
• Enter 'N' to stop deletion of storage banks with balances.

Auto Interface/Inv Error GL

• Enter 'N' to disallow automatic Journal Entry and Invoice interfacing.
• Enter 'Y' to have the payroll journal entries and deduction invoice entries automatically interfaced at the end of the Payroll Update, Cheque Cancellation, Manual Cheque Entry, Year To Date Adjustments and Statement History Adjustments.
• Enter 'J' to have only the payroll journal entries automatically interfaced.
• Enter 'I' to have only the payroll invoice entries automatically interfaced.

When you have activated auto interfacing for invoice entries you are prompted for a valid GL code to use as the default for Invoice Error GL during invoice interfacing.

One Time Bank Increment

This option activates special code to manage a one-time storage bank increment when needed. Contact atrieveERP for details before attempting to use this option.

Batch Transaction Summary Criteria

This option relates to the Batch Transaction Analysis Report only.

This option allows you to define multiple selection criteria for separate summary reports based on hours worked, following the regular batch report. Each set of selection criteria will generate a separate summary report. Elements of the selection criteria are separated by a comma with the criteria sets being separated by a slash, e.g.: D,>,45/ meaning summaries all entries for employees who have more than 45 hours per day for the range of timesheet batches reported on. Money only and zero total hour records are omitted from the summary reporting.

Selection Criteria Must include the following items:

'D'ay or 'W'eek followed by a comma.

Operator followed by a comma; the following are valid:

<less than

> greater than

<= less than or equal to or =< equal to and less than

>= greater than or equal to or => equal to and greater than

= equal to

<> not equal to

Numeric value, positive or negative but not equal to zero.

Table Union Deduction

• Enter 'Y' if you are using a Group 2 Type 7 deduction. This deduction is a fixed amount based on a table.

The Following Prompts Appear If Y is Entered:

Enter Deduction Number

Enter a valid Group 2 Type 7 deduction.

Add/CHANGE/DELETE/INQUIRE/Report [A/C/D/I/R] <>

• Enter 'A' to add a new table.
• Enter 'C' to change an existing table entry.
• Enter 'D' to delete an existing table entry. NOTE: This deletes individual entry only.
• Enter 'I' to inquire on an existing table entry.
• Enter 'R' to report all table entries for a given deduction. This report runs in batch only.
  

If 'R' (Report) selected, the report produced will list the from/to salary range and the amount to be deducted for the range.

1ST Time Deduction Calculation

• Enter ####/DD,DD, where '####' is the number to be used to multiply a deduction and employer share and 'DD' is the deduction code affected. This option allows you to take 2, 3 or more deductions the first time taken for an employee. There is only one multiple for all the deductions. You may specify up to 6 deductions for this option. Once taken, the program records that they have been taken and will not take a multiple for the same employee again.

e.g. 3/10,15,22,35 will take 3 times the value of each of the listed deductions the first time taken for an employee. Refer to First Time Deduction Change And Report in Appendix AC.

Commitment Accounting/Year

• Enter 'Y' to turn on commitment/encumbrance accounting. Enter a four-digit year which corresponds to the year the current commitment was loaded.

This feature is NOT standard in Payroll. Please call atrieveERP for more information.

Global Pension Directory DUA1:[File.Data]

It is possible to merge several payrolls BC Pension into a single global report. To do this you must establish one payroll as a master and then point the others to the same directory. You may then use the global reporting options in the pension reports. There are two Global Pension files available, one for Teacher pension and one for Municipal. If you will only have one global Teachers and one global Municipal then we suggest you use the common directory of SRB$EXPORT:.

• Enter the directory or a logical that points to the common directory (Master) where the global pension file will be generated. You must enter this directory/logical in the profile in each payroll that is to participate in this global pension report.

Percentage Employed

• Enter 'Y' to include percentage employed on the function line.

The percentage employed is used to calculate the pay rate for the current function line as a percentage of the pay rate from the salary grid of that function line. The new pay rate is a percentage of the value from the salary grid, as shown on the bottom of the screen during function line changes/additions, and not the value entered in the pay rate field of the function line. A separate percentage is available for each function line.

Premium on Money Only Timesheet

This prompt allows premiums to be calculated on money-only timesheets. The default response to this prompt is 'N'. The use of this option should be carefully considered before use as in most cases the premium amount could simply be added to the amount entered prior to timesheet/Timecard entry. The only type of premium meaningful with this option is the '*' premium. A '+' type premium would simply add the amount to the total. e.g. A shift code with a '+' .12 is intended to be a 12 cent addition to the employee's hourly rate.

Using this option with the above outlined shift code and entering 10.00 would result in the employee being paid 10.12.

Compress Earnings/Suppress Deductions

• Enter 'Y' to compress the printing of earnings transactions down to one entry and exclude a subtotal printing on the user defined earnings statement and user defined cheques. Note: on compress earnings transaction that include the pay rate, the pay rate displayed is a total of all unique pay rate used per pay code.
• Enter 'D' for the first value to print the individual earnings transactions but to omit the subtotal on the user defined earning statement. This feature is not available on the cheques.
• Enter 'N' to print each individual earnings transaction and a subtotal on the user defined earning statement and user defined cheques. Follow this by entering ';' (semi colon) then:
• Enter 'Y' to suppress the printing of deduction values on cheques when the current employee, current employer share or current benefit amount is zero, depending on which is printed. The deduction value suppression applies to the code words DAMT, DSHR, BNAMT DYTD, and SHYTD and BNYTD.
• Enter 'N' to print all deduction values.

Conditional Fixed Premium on Hourly

• Enter 'Y' to trigger the use to this override feature. This feature allows a fixed occupation premium to be paid out to hourly employees only when the employee has received pay from entries (non-function line pay). Zero gross pay for an employee is considered as no pay for an employee for this feature. The employee's master function line must indicate that the employee is an hourly (H) type employee. The occupation code containing the fixed amount to be paid out must include a pay code on the occupation code for separate costing of the fixed occupation premium. The occupation code must also be set up on a 'L'ump sum function line with no monies (rate) included on the function line.
• Enter 'N' to disregard this feature and have all occupation premiums paid out as usual.

Allow Future EI Insurable Entries

• Enter 'N' to disallow timesheet/card entries and EI adjustments with dates beyond the end of the current pay period.
• Enter 'Y' to allow timesheet/card entries and EI adjustments with dates beyond the end of the current pay period. The EI insurable values for these entries will be placed in the future period as indicated by the date. Future EI adjustments are treated in the same manner as prior period EI adjustments. A separate section of the EI detail report generated by the payroll processing stream will list all employees' future transaction results.

The payroll stream will then take these values into consideration when calculating and limiting the EI when the future pay period is run. When an employee's EI has been calculated including existing EI entries from previously entered future adjustments, an 'F' will be listed beside the date range on the EI detail report generated during the payroll run.

Changes and reporting of future period adjustments are made through the period adjustment option on all EI options.

Override Salary Grids

You may leave this field empty if this option is not to be used.

• Enter one or up to seven salary grids separated by a comma, that will represent an override to all salary grid operations including the percentage employed option. You can also define an override salary grid using the wild carding character ?. For example, override grid ??0101 would mean all salary grids with 0101 in the 3rd to 6th position, regardless of the first two characters, would be considered override salary grids.

Example: 999999,??0101,

Any function line that has a salary grid that matches one of the override salary grids will not be adjusted by any of the salary grid options such as the following:

• Employee Salary Grid Increment
• Salary Grid Increment By Storage Banks
• Salary Grid Increment By Date
• Salary Grid/Payroll Update
• Salary Grid Adjustments

When the percentage employed option is used and an override salary grid is used, the percentage entered will NOT change the employee's hours or rate.

Warn When Hours Exceed Function Line Hours

• Enter 'Y' to have a warning message generated, per employee, on the Earning Summary report when the total hours reported exceed the total hours from the employee's combined function lines.
• Enter 'N' to omit the warning message on the Earning Summary report.

Suppress Zeros on Cheque/Earn Statements

• Enter 'Y' to suppress zero amounts on either the user defined cheques or user defined earnings statements. All numeric fields with a zero balance are left blank.
• Enter 'N' when zero amounts are not to be suppressed.

IGNORE ON LEAVE & BENS FUNCTION Line Dates

• Enter 'Y' to have the system disregard the start/end dates on the function line(s) for On Leave With Benefit employees. Disregarding when the function line is shut down by date, this ensures the On Leave With Benefit employee's deduction will still arrear.
• Enter 'N' when the system should take the start/end dates of the function line(s) into account for On Leave With Benefit employees. Employees that are On Leave With Benefits that do not have an active function line will not have the deduction arreared. Function lines shut down by the start/end date are not active.

Timesheet Entry Default Pay Code

• Enter a valid 2 digit pay code. This pay code will appear as the default pay code during all time sheet entry. This pay code is only a default and can be overridden at any time.

Life Insurance Report Sort Emp/Name-DED#

This prompt controls the sort order of the optional Life Insurance Report generated from any Group 3 Type 5 life insurance deduction. This report is generated during the Payroll Processing run of the payroll stream. Refer to the documentation for the Group 3 Type 5 deduction setup for details of this report. Each Group 3 Type 5 Life Insurance deduction can be independently marked to be included on this report.

This report can be generated two different ways, by employee or by life insurance deduction code. When the report is produced in employee order then the employee will be reported listing all Life Insurance deductions for that employee. When reporting by Life Insurance deduction a new page per Life Insurance deduction is generated listing the Life Insurance deduction as part of the page headings. Only employees who have the applicable Life Insurance deduction will be reported per deduction.

• Enter 'E' only to generate this report by employee sorted by employee number.
• Enter 'N' only to generate this report by employee sorted by employee name.
• Enter 'E' followed by 'D' at the second prompt to generate this report by deduction code with employees sorted by employee number.
• Enter 'N' followed by 'D' at the second prompt to generate this report by deduction code with employees sorted by employee name.

Benefit Percentage Distribution

This option allows you to define a specific list of deduction codes where the employer will pay a percentage of the total deduction list cost. The employees' deduction will be calculated and limited (based on the employee's year to date total) and the total deduction amounts times the employer's percentage will determine the total employer share to be paid. The employer share is then distributed to the employee's deductions based on the sequence of the deduction codes entered. When the employer share monies have been exhausted the employee will pay all remaining amounts.

• Enter the total employer share percentage. Enter .82 for 82%. The employer share cannot exceed 1.00 or 100%. With this % of total deductions feature only, you can also enter deductions as E## or O##. For example 20, E42,24,25, or 20, O42, 24, 25. The 'E' on a deduction means that deduction amount should be included in the total deduction amount to be distributed although that deduction is paid for by the employee only, even when the total distribution amount is not used up. The 'O' on a deduction means that deduction Share% is included in the total at 100% board paid regardless of the employee's FTE. This 'O' feature would only be relevant when the '/P' or '/S' feature is also used.
  The employer share percentage may be followed by a '/P' or '/S', for example '.82/P'. The /P indicates that the percentage of .82 should be reduced by the employee's percentage employed as defined by the employee's master function line. The /S indicates that the percentage of .82 should be reduced by the employee's percentage employed as defined by all the employee's active function lines. When this option is active, and an employee is for example 75% employed the employer share will be .75 times .82 for a total share percentage of .615 for that employee. The percent employed option; field number 39 must be active for this reduction to take place. The percentage employed also only applies to Fixed, Salary, Contract and Annual function line types.
• Enter %Employed instead of an actual percentage to indicate that the employer share percentage is a calculation of the Share% times the employee's percentage employed, per deduction code. The employee's percentage is limited to a maximum of 100%. This feature does not require the User Defined table. Each deduction listed under this distribution will be setup with the full deduction amount defined under the Amount and the employer full time percentage entered under the Share%. The employer percentage would be entered as 0.80 for 80%. The code word Benefit must still be used for 100%. For each employee the actual employer percentage is calculated by multiplying the Share% times the employee' percentage employed. This feature allows for deductions with different employer percentages to be taken while applying the employee's percentage employed. %Employed will use the percentage employed from the master function line while %EMPLOYES will use the combined percentage employed from all active function lines.
  %EMPLOYEB – also calculates the employer Share% pro rated by the FTE from the employee's function line but with this option you can define an FTE to be attached to the employee's user defined field. This feature allows an FTE to be defined as an override or for hourly employees with no FTE on the master function line. See Appendix AP Variable Benefit Percentage Distribution for details on how to setup the user define table, including the option to have a 'Default' user defined code.
• Enter %EMPLOY-##, where ## is a valid Increment storage bank code. This version of percentage distribution generates the employees' percentage of distribution based on the number of working days in the pay period divided by the base days. The Increment storage bank is created to record the number of days in the pay period under %Hour Base Hours, as well as the Accrual Hours I/E list defines the pay codes applicable to the total days worked. The storage bank does not have to be added to the employees unless the employee's calculation is to use something other than the first and/or only storage bank table settings. This version of benefit distribution has all the same characteristics as the %Employed feature.
• Enter %EMPLOY*##, where ## is a valid Increment storage bank code. This version of percentage distribution generates the employees' percentage of distribution based on the eligible hours from the deduction divided by the number of eligible hours as defined by the Accrual Hours I/E list from the Increment storage bank. This version is intended to use the employees current Employer Share % for benefits unless the employee has selective pay codes for LOA. The LOA hours would be a negative value. When the employee has a LOA then the employees benefit % would be reduced by the percent of LOA hours (reduced hours divided by total hours). The storage bank does not have to be added to the employees unless the employee's calculation is to use something other than the first and/or only storage bank table settings. This version of benefit distribution has all the same characteristics as the %Employed feature.
• Enter a list of deduction codes separated by a comma. Statutory and pension deductions (Group 1, 6, 7, 8 and 9) are not valid on this option. Enter 'E##', where ## is the deduction number, to define a deduction to be fully employee paid. Deductions entered with the leading E will have the deduction amount included in the calculation of the employer portion although the actual deduction amount for that specific deduction will be fully employee paid.

An option is also available to define different employer share percentage for various employee groups. This option is handled using the User Defined database code. Refer to Appendix AP Variable Benefit Percentage Distribution for complete details on this option.

When this option is active for an employee the handling of the variable deductions is different than under normal deductions. Variable deduction amounts entered under either the employee or employer will be added after the completion of the employer share distribution. This means that values entered under the employee field will have no effect on the employer share. The handling of variable deductions in this way allows you to enter the exact adjustment to be made to either the employee or employer deduction total.

NOTE: When using this option, the 'Share %' on the applicable deductions should be left blank specifically on the employee's deductions screen except when %Employed or %EMPLOYES is used.

Force Timesheet Reason Field

• Enter 'N' when a reminder to complete the timesheet reason field is not required.
• Enter 'Y' to have the timesheet reason field opened for entry automatically when exiting a set of timesheets, when no reason has yet been defined. A timesheet reason is not mandatory, this feature is just a reminder to complete the reason for the timesheet set.

The timesheet reason is a 150-character field attached to a set of timesheet entry which allows you to describe why the entries were done. The timesheet reason field can be changed through the Timesheet Edit process and is available for viewing through the Employee Transaction Inquiry and on the Audit & Balance Report.

Using Educator Attendance Module:

• Enter 'N' if the atrieveHR system is not being used.
• Enter 'N' if this payroll will not be using the Educator Attendance (EAM) option.
• Enter 'Y' to active the Educator Attendance in this payroll. An additional screen is available in Employee Additions, Changes and Inquiry related to the Educator Attendance system.

OPS to BAS EFT Update/Notify

• Enter 'N' to disable automatic updating of banking information for employees defined as vendors in the BAS system. The second half of this option is only available when this option has been set to 'Y' es.
• Enter 'Y' to activate the updating of banking information for active employees defined as vendors in the BAS system. Terminated and On Leave employees will not update vendors in BAS. Vendor banking information will only be updated when changes are made to the Payroll banking information or new banking information is entered.

When this option is activated the employee's banking fields, 'Bank Number 1','Bank Transit 1', and 'Bank Account 1' on the employee's Pay screen under Employee Record Additions or Changes will be compared to the equivalent fields on this employee's vendor record. The employees BAS Vendor banking fields will be updated to match the employee's payroll banking values. All three of the employee's payroll banking fields must be entered for the vendor banking fields to be updated. Vendor fields updated along with the bank account information includes name, location code and description, employee's address and email address.

Employees are defined in the BAS vendor file based on the employee's SIN/SSN number. The payroll system uses the employee's SIN/SSN code to determine if an entry for the employee exists in the BAS vendor system.

Employees in the payroll system using the Dummy SIN are omitted from this option.

The BAS vendor version of the employees banking information can be marked to disallow updating from payroll. Both the vendor field 'MAKE PAYMENT by EFT' and 'Update Bank INFO from Payroll' must be set to 'Y' es for payroll to update the employee's vendor record.

• Enter 'N' to the second half of this prompt to disable the notification of banking field updating of the employee's BAS vendor banking fields.
• Enter 'Y' to enable the notification of updating of the employee's banking fields within the BAS vendor system.

The BAS EFT Update will be automatically disabled in both Employee Additions and Employee Changes for test payrolls. A payroll is marked as test or live in the Payroll Location Profile.

Standard-Average /Update Print/by Hour

• Enter 'Y' to turn standard costing on. Access to additional fields on the occupation code are only available when the standard costing is activated.
• Enter 'A' to turn on the average standard costing. Access to additional fields on the occupation code are only available when the standard costing is activated.
• Enter 'N' to turn standard costing off.

The Next Two Prompts Only Appear If 'Y' ES was Answered to the Above:

On the second prompt, enter 'Y' to print the standard costing report during the update.

On the second prompt, enter 'N' if you do not want the report printed automatically during update.

On the third prompt, leave this field blank to use the standard costing system based on money distribution. This is the default option. With this option the total standard cost is distributed based on a ratio of actual earnings.

On the third prompt, enter 'H' to indicate that the standard costing for this payroll should be distributed based on hour/days instead of monies. This feature will distribute the standard cost per unit of time based on hours/days worked. Using this feature requires that money only entries not be included in the standard costing processes.

Generate Cheque Receipt Register

• Enter 'N' to omit the generation of the cheque receipt register.
• Enter 'Y' to include the generation of the cheque receipt register during the Payroll Processing phase.

Suppress Earning Statement When Only

This field only applies when the User Defined Earning Statement is being used, (field 02 on this profile is set to SRB$OPSEXE:PRPYØS).

Leave this field blank when Earnings Statements should NOT be omitted.

The option to omit the printing of earnings statements is intended for use on a mid-month advance where you would not normally print the earnings statement but certain employee's with other activity besides just a mid-month advance should have an earnings statement printed.

• Enter P##, where ## is a valid pay code to indicate that an employee's earnings statement should be omitted from printing when the indicated pay code is the only item on the employee's pay. When the employee has any other current earnings, or any deduction taken the earnings statement will be printed.
• Enter D##, where ## is a valid deduction code to indicate that an employee's earnings statement should be omitted from printing when the indicated deduction code is the only item on the employee's pay. When the employee has any other current deduction or current earnings paid the earnings statement will be printed.

Timesheet Details on Earning Statement [##,##]

This field only applies when the User Defined Earning Statement is being used. (field Ø2 on this profile is set to SRB$OPSEXE:PRPYØS).

This field is to be used in conjunction with printing of employees timesheet details on the User Defined Earnings Statement.

Leave this field blank when timesheet details are not printed, or the User Defined Earnings Statement is not used.

Leave this field blank when all timesheet details should be printed on the User Defined Earnings Statement.

Enter 1 to 25 pay codes separated by a comma. Only timesheets using one of these pay codes will be included on the timesheet detail printed on the User Defined Earnings Statement.

Refer to Earnings Statement Parameter Profile for details on defining timesheet details to be printed on the User Defined Earnings Statement.

Allow Benefit Eligible

• Enter 1 to 8 deduction codes that should have employer benefit costs from other deductions included as eligible earnings. When a deduction code is listed on this line you may then complete the field Deds [I/DD,DD,] on that deduction codes database screen, to include benefit costs from other deductions as eligible earnings. The deductions included on this list may NOT be statutory deductions (groups 6 through 9) nor can the deduction be the specialized Group Ø deductions.

Deductions listed on this line CANNOT be included on field 6=Deduction Sequence of this User Profile, nor can the deduction be used on field 50=Benefit Percentage Distribution.

NOTE: For the employer portion of a deduction to be included as eligible earnings on another deduction, the order in which the deductions are calculated is important. Deductions (excluding statutory and pension) are calculated in order based on the numeric value of the deduction code.

When the deduction you want to extract the benefit from would normally be calculated later in the sequence, you may define that deduction code under field 6=Deduction Sequence. Deductions listed under field 6 are calculated before completing all other regular deduction calculations.

To include the EI Rebate on the WCB deduction, the WCB deduction must be included on this line.

Payroll Archive Report Control

This field controls delayed printing and archiving of payroll stream and other payroll reports.

Refer to the Pay Report Output Summary listed under the Pay Report Output Menu for complete details.

The first Y/N option on this field controls the use of the Delayed Printing of the payroll stream reports.

The second Y/N option on this field controls archiving of the payroll stream reports. In addition to the payroll stream reports, this prompt controls the archiving of the following payroll reports:

Activate Database Short Descriptions

• Enter 'N' when the database short descriptions are not to be maintained with the history.
• Enter 'Y' when the database pay, deduction, and deduction table short descriptions are to maintain with the history.

Process Gross/Deduction Comparison

• Enter 'N' to prevent the Gross Pay Comparison report from being generated during the Earnings Summary processing.
• Enter 'Y' to have the Gross Pay Comparison report automatically generated when the Earning Summary phase is run. This report compares the employee's gross earnings to prior period gross earnings, detailing differences. For complete documentation details please refer to Gross Pay Comparison Report on the Payroll Stream Menu.

The second Y/N controls the automatic generation of the Deduction Comparison Report during the Payroll Processing phase of the payroll run. This report compares the employee and/or employer deduction amounts between the current period and the applicable prior period amounts. For complete documentation details please refer to the Deduction Comparison Report on the Payroll Stream Menu.

Process atrieveHR Salary Grid Updates

This feature is disabled when the atrieveHR system is not active.

• Enter 'N' to omit updating atrieveHR salary grids when the payroll salary grids are increments.
• Enter 'Y' to have the atrieveHR Demographic and Assignment salary grids refreshed when the payroll salary grid increment process is run. This feature activates the update of the atrieveHR salary grid(s) through the Employee Salary Grid Increment, the Salary Grid Increment By Storage Bank and Salary Grid Increment By Date processes. This feature also controls the updating of the atrieveHR Assignment salary grid rate when the Salary Grid / Payroll Update process is run.
• Enter 'P' to control the updating of the atrieveHR salary grid/rate at processing time. You will be prompted under each of the processes at run time to determine when the atrieveHR salary grid/rate will be updated.

Allow Timesheet/Retro for Inactive(s)

This feature should normally be deactivated, set to No. This feature would be used to pay retro for a specific pay period and once the retro is completed this feature should be deactivated.

• Enter 'N' to prevent Terminated and On Leave employees from being allowed to have timesheets, retro, or variable deductions generated for them.
• Enter 'Y' to allow Terminated and On Leave employees to be paid without reactivating them. The inactive employee may have retro entries, timesheets entered, or variable deductions entered for them. When this feature is active a Terminated or On Leave employee may be paid via timesheet or the Gross Pay Retro process, or Variable Deduction entry/import only. The inactive employee's function line will not generate pay. The Terminated and On Leave employees may be paid on a regular or special pay run. The Earnings Detail, Earnings Summary and Pay Processing processes will display a warning message when this feature is active.

After the Y/N prompt you are prompted for an override to the Additional Income Tax percentage. You may leave this field blank or enter a value between 1.00 and 1.99. For example, if 1.25 is entered, then 25% of the period's income tax eligible earnings would be taken as additional tax. This override will be used to define a percentage of additional tax to be taken on gross earnings for inactive employees. This override will not be applied to inactive employees that already have an override tax definition under the 'amount' field on the employee's master income tax deduction.

When Terminated and On Leave employees are paid, the system will only process the employee's statutory deductions (Groups 6,7,8 or 9 only). The system will not process the rest of the employee's deductions unless the deductions are listed on this prompt. You may suspend an inactive employee's statutory deduction to prevent it from being calculated.

Enter a list of deduction (other than statutory) that should be active for Terminated or On Leave employees.

Omit INACTIVES ON Employee LOOKUPS

Enter 'Y' to omit both Terminated and On Leave employees from being included on the employee lookup table.

Enter 'N' to include Terminated and On Leave employees on the employee lookup table listing.

On all regular employee number prompts you can enter <PF1>A to toggle the employee lookup to include or exclude inactive employees. This toggle allows you to omit the inactive employees normally but see them when needed.

Pay Estimate Benefit Projection List

• Enter 'I' or 'E' to indicate if the list of deduction is to be an include or exclude list.
• Enter the list of deductions, separated by a comma, that are to be included in the benefit projection as part of the Pay Estimate Inquiry benefit projection. Refer to the Extended Pay Estimate Inquiry documentation for complete details. This feature only applies when the Extended Pay Estimate Inquiry is in use.

The benefit projection option allows you to define a range of pay periods to project the benefit deduction amounts forward. The number of times a deduction is to be taken within the range of pay periods is based on deduction frequency codes as defined in the payroll calendar. The benefit amounts are then projected the applicable number of times. The results of this projection can then be output to a report, which can be printed or emailed to the employee.

Email Earn Statement Overrides

This prompt only applies when earning statements are emailed or created for web viewing.

The prompt allows you to define an override or replacement value to the Earn Statement field value on the employee's Pay screen, based on the employee's activity status. During Payroll Process and the Email Earning Statement Process, an employee's Earn Statement field value will be temporarily overridden based on the employee's activity status.

Example entry: A,S,EMW/B,R,MW/L,S,ME/T,R,M/

Enter the status code followed by a comma:

• A for Active
• B for On Leave With Benefits
• L for On Leave
• T for Terminated.

Enter the action to be taken followed by a comma:

• S for Supplement (to add to existing field value)
• R for Replace

Enter one or more options, followed by a slash:

• M for Mail
• E for Email
• W for Web viewing

Override Zero Rate on Timesheet Import

• Enter 1 to 30 pay codes, separate by a comma. This list of pay codes is used by the timesheet section of the menu item Timesheet/Variable Deduction Interface Process when the pay rate for an entry is empty or zero. When the pay rate is zero and the pay code on the entry is included on this list, the pay rate will be loaded with the pay rate from the employee's function line. The function line pay rate will be taken from the function line with the matching pay code. On a pay code match, the function line number will also be applied to the timesheet import, except where a specific function line number was included on the import entry. Shifting the function line number allows for a function line other than the master function line to be active based on pay cycle code.

When a function line match cannot be made based on pay code, the pay rate from the function line # defined on the interface entry will be used. The pay rate from the master function line will be used when no function line # is define.

Please note, this same functionality can be accomplished by used the code Rate in the rate column of the import file for all or any pay codes.

Life Insurance Coverage Comparison

• Enter 'N' when the optional Life Insurance Coverage report is not required.
• Enter 'Y' to activate the optional Life Insurance Coverage report. You will then be prompted for a list of Life Insurance deductions to be included on the comparison report. Generation of the Life Insurance Coverage Comparison report takes place during the Payroll Processing phase of the payroll run. This report is designed to compare the stored life insurance coverage (see Group 3 Type 5 deductions) to the employee's current period coverage and report any differences. For complete documentation details please refer to the Life Insurance Coverage Comparison Report on the Payroll Stream Menu.

Global Pay Bank for Zero Gross

• Enter the pay bank code followed by the pay bank table to define a global pay bank applicable for all employees on the payroll. This is a special type of pay bank that enforces zero gross pay when the employees gross earnings fall below a defined amount, for example .05 or 5 cents. This special pay bank will reverse out the employee's gross pay enforcing zero gross. This special pay bank was designed to allow enforcement of zero gross pay when an employee's pay is completely reversed out through multiple timesheets and the difference generates pennies of gross pay due to rounding. When an employee has an enforced zero gross pay bank on his master, that pay bank settings will take precedence over this global pay bank.

Password on PDF Statements

• Enter 'N' when a password is not required on the Earnings, T4/W2 Statement PDF files or when electronic Earnings T4/W2 Statements are not being created.
• Enter 'E' to activate password protection on the generation of the PDF Statement files. A password will be applied to the generation of the PDF Statements at the time the PDF Statements are created through the Build PDF / Email Statements Processes. The password used per employee will be included on the report for future reference. When the employee accesses their Earnings, T4/W2 PDF Statement, they will be prompted to enter their password.

The Second Prompt Only Appears When 'E'ARNING Statement Protection was Activated:

The password field is reported on the Employee Status Inquiry Report and the Employee Email Statement Field Report. The password field can be report on the User Defined Earning Statement for the employee's reference. The Employee Mass Email Process has a special feature to allow you to email employee's their passwords.

• Enter 'E' to use the employee's employee number as the password.
• Enter 'P' to use the auto loading password field on the employee's pay screen. This password field is system generated and is not available for changes. This feature has some restrictions – contact atrieveERP to use the system generated password field.
• Enter 'R' to use the auto loading random generated password field on the employee’s pay screen. This password field is system generated and is not available for changes. This feature has some restrictions – contact atrieveERP to use the system generated password field.

Cross Payroll Bank Account Fields

This prompt allows you to control the cross payroll bank account view / update feature available under Employee Additions and Employee Changes. When viewing or updating is available, the employee's cross payroll banking information may be viewed at any time from any one of the banking fields by selecting the Cross Payroll Banking icon.

• Enter 'V' to only allow viewing of cross payroll bank account information.
• Enter 'U' to allow viewing the updating of cross payroll bank account information.   You can select to update the current employee's bank values from an alternate payrolls bank values via the Cross Payroll Banking icon.  The Update to other payrolls option is triggered when one or more Bank #1 fields on an active employee's has been changed or added. The Update option allows for all or just selective cross payrolls to be updated with the bank account changes.  An inactive employee cannot update to another payroll.
• Enter 'N' when the cross payroll bank account should not be available.

Enter 'N' When the Cross Payroll Bank Account Should Not be Available

Banks Calculate on Pay Banks

This prompt allows you to control when Accrual or Pay Banks are to calculate on the results of Pay Banks. The default of the system is that Accrual and Pay Banks do not calculate on other Pay Banks. The pay code from a Pay Bank can still be excluded from a bank table definition to omit specific earnings. Note that a Pay Bank can calculate on the results of another Pay Bank, but it can't calculate on the results of a Pay Bank generated from a Pay Bank.

• Enter 'A' to allow Accrual Banks to calculate on the results of Pay Bank entries.
• Enter 'P' to allow Pay Banks to calculate on the results of other Pay Bank entries.
• Enter 'B' to allow both Accrual and Pay banks to calculate on the results of Pay Bank entries.
• Enter 'N' or if blank, when Accrual and Pay banks should not include the Pay Bank entries.