CONFERENCE2014

Payroll – Non Payroll Duties• Communicating with staff – bulletin board and email• Who is responsible for the F6 location and primary

assignments? – process and options to reconcile• Email addresses, alt email addresses, and

EmployeeConnect IDs – understanding it• Inactivating employees when/how/how often• Keeping a clean house – year-carryovers for assignments

and addenda• Handling Paperwork from H/R now that the goal is no

paperwork!

CONFERENCE2014

Payroll – Communicating with Staff• PAY.325 – Using the Bulletin Board• Limit to a group, name it wisely so you can re-use, don’t leave

one out there forever• <font face="Arial" size="4" color="red"> </font>• <b> </b> <br> (break)

• PAY.525 – Mass Email Message• With excellent limits so you can restrict by addenda, by

deduction, by job group, by category (newstaf, T4Web, …)

• Web Form PAY.328 … Anyone using it? Excellent way to get recorded ‘sign-off’ on items!!!

CONFERENCE2014

Payroll – Communicating with Staff• Effective, Paperless, Tracked, Re-usable … Not just for H/R to use!

CONFERENCE2014

F6 Demographic Responsibilities• With the exception of a new add, payroll is responsible for

managing the location (3 plus pay locn) and assignment (Prim + Alt) fields .. Manage these within F6!

• EIS.964 Can help as long as you choose wisely and omit the alternate locations

Employee Name Type Assig ALT LOC1 LOC2 LOC3 PAYLOC ------------------------------------------------------------------------- 4085 ABO,PETE Y TEACH 030 030 TEACHER AT TEACH 040 030 297 CAT,JO Y EA 060 080 080 ADMIN ASSISTANT AB DIVSUP 060 080

CONFERENCE2014

Payroll – Email Addresses and EC Access• Email addresses … Where do they come from (do you input, does IT

load for you)? … Reminder of ‘I’ndex ‘E’• No two employees can have the same email address; system will not allow it• Email address changes are audited (PAY.190)• If you do have IT adding automatically is there extra logic in there to move an

email to alt email if not @yourdistrict.ca? • What is your district policy on using alt and primary email?

CAREFUL – for some of you your email address is the only way to get to EmployeeConnect! We recommend two sign-on methods posted on your website

- Email Sign-on- Employee# Sign-on

CONFERENCE2014

Payroll – Email Addresses and EC Access• Reminder: EIS.331 which is EmployeeConnect user id and

password ONLY happens once the F11 active date is hit• Reminder: The only thing that turns EmployeeConnect off is

Employee Active Status = N in EIS.380

• KNOWLEDGE: When doing T4’s and choosing to “EXCLUDE THOSE THAT HAVE A T4WEB” … it means if an employee’s assignments are not active but their main screen is still ‘Y’ – and they had at one time selected T4WEB only = Y … It will not print

CONFERENCE2014

Payroll – Inactivating Employees PAY.975• Two Potentials: Deal with Pay Assignments Deal with Main Screen Status Y/N• How often? BSD = monthly ; WSD = each emp .. Others?

Pay Assignments

Main Screen Y/N Status

CONFERENCE2014

Payroll Managing Payroll with NO H/R Paper?• From H/R the goal has been to reduce the amount of

paper to all departments … including payroll?!• An F11 line gets added, changed, ended• A letter gets generated and efiled/emailed• Does a letter get copied to you in payroll? • Does H/R email payroll? (not good)• Does H/R do a GRN letter format for you? • Does H/R do nothing? (I think Mlake is at this stage) ..

Payroll receives the nightly report as action to do something and refers to the F11 for all necessary instruction

OR Payroll in preparing for that payroll period runs EIS.997 for that payroll date and uses/compares that and F11