NEWCNT New Contract Programs
NEWCNT
Setup contracts for next fiscal year
Create Salary Notices
Generate reports
Summary, Detail & New Pay
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If Employee is currently paid in USPS Job in USPS can be pulled into NEWCNT
1. Mid-year No Retro
2. Mid-year Retro with Spread
3. Mid-year Retro Lump Sum
Retro is based on past days worked
4. New Contracts
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Accessing the New Contract Programs
USPS Main Menu type in:>NEWCNT
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1. Maintenance ModuleAdd-Modify-Delete-Purge
---------------------------------------------------- Add employee contracts one at a time
Use data entered for salary notices
Purge individual contracts into JOBSCN
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• To ADD a New Contract - Press F12 add - Enter Employee Name then Select the JOB
Pulls the Employee’s Job into New Contract Module
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ADD Function:
Data displayed is a snap shot of how it looks in JOBSCN
JOB 01 - Duck Principal1. Press the Ctrl+F11 to clear last years data:
• Amount Paid, • Amount Due• Amount Earned• Amount Docked• Pays Paid• Worked (days)• Pay Period• Daily/Hrly Rate• New Hire Date
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JOB 01 – Screen 1 of 3
Spread Employees:
• New cont type = “4” New Contract
• Enter Obligation “Spread Employees”
• Enter New Contract : (same as obligation)
• Contract Start:• 1st day employee is paid on new rate
• Equal pays = “Y”• # of Pays/# of Work Days
The following fields will be calculated:New Pay Period & Daily Rate
NON Spread Employees:
• New Cont type= “4” New Contract
• Enter New Contract:
• Enter Cont Start :
1st day employee is paid at new hourly rate
• Equal pays = “N”
The following fields will be calculated:
Hourly Rate & Obligation
By pressing enter this will accept your changes and continue to screen 2 of 3:
MAINT – To Adding information after the Clear Function
Screen 1 of 3
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Calendar Type: Blank default to Default calendar
Calendar Start Date : Date the system will be counting working days on the calendar:
No Calendar will be set to the Default.
Reset Benefits Fields:
Personal Leave: reset to beginning balance. Does an AC PL in ATDSCN screen to bring you to the beginning balance.
This looks at your balance and does an AC PL . Example: 1 PL Remains Reset Value=3
ATDSCN is updated, AC PL is 2.0 for 3 days total
Reset Sick Advance: NO attendance record is created. This resets to 0
Adjust Vacation Balance: input # of days to be added to balance or hours to be given. ATDSCN is updated with AC VA transaction
EMIS Contract: The S11 Clear function will clear the EMIS Contract Info if data exists. FTE will remain.
ADD New Contract Screen 2 of 3
Calendar, EMIS & Reset Benefits
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ADD Screen 3 of 3Adding of Payroll accounts – Pay Account displayed is from the current JOBSCN
Pay Account Information:
• Ability to change the pay accounts:
• Percent or Fixed: Must always = 100%.
• If fixed is used there must be a one Percentage record. Fixed accounts are charge first.
• Benefits are not charge to a fixed amount account: (Vacation, sick, jury duty etc)
• Maximum to Charge: Total amt for the account. As the employee is paid this will have a declining balance.
•S11 Reset key will clear this information
• Account Status: A=Active I=Inactive
• Start/Stop Dates: Date to start using or stop using the account. Blank is always available
• Leave Projection: Used for LEVPRO to charge out leave from ATDSCN to corresponding leave acts
• Board Distribution: Use for BRDDIS/ Insurance Payment
•Note* Import Option does not pull in the pay accounts. This is why you need to build them then do the import.
Contact ACCESS For assistance.
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2. BUILD Module
Mass builds New Contracts by Pay Group Bus Drivers, Cooks, 260 Day Teachers Administrators
Creates new contracts and directly loads them into the maintenance module with Pay Accounts
Pulls contracts by Pay Group & Job Status on previous jobs.
Assigns a contract start date entered
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BUILD Option Zeroes all contract-to-date figures from
previous contracts Contract Amount paid Contract Amount earned Contract Amount Docked Contract Amount Due Days worked Pays paid Lump Sum Retro Dock Next Pay
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BUILD Option
Contract start Date: 1st day the employee is to be paid at new rate.
Contract stop date: Leave Blank or enter last day paid to pay BE CAREFUL!!
Selection Criteria:
Include Jobs of concealed employees? Y or N
Job Status: 1=Active 0=Inactive *=Both
Pay groups: Enter your pay groups you would like to update.
Press enter to continue the build based on your options:The employee new contracts will be placed in the MAINT screens
View, modify or delete any contract via the MAINT screen of NEWCNT
3. Purge
Contracts are Mass Purge into JOBSCN of USPS Contract Start Date Appoint type Contract Type
User defined in Jobscn-1
Calendar Type Pay Groups
Reset New hire dateIf “Y” value enter in Maint or new contract start date. BIOSCN flag Y to be reported. (R chg to Y)
Generate Report14
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PURGE Option Purges New Contract into JOBSCN
Updates JOBSCN information with NEWCNT data Adds LPE/LPA pay types to UPDCAL_FUT for pay off
amounts on previous contract, the one in JOBSCN Uses last pay calculation obligation
minus amount paid minus dock LPE = Last pay earned
USES THE CURRENT CALENDAR AND REMAINING DAYS TO DETERMINE WHAT IS OWED TO EMPLOYEE
LPA = Last pay accrued AMOUNT PAID PLUS LPE AMOUNT AND MINUS THIS FROM
THE OBLIGATION. If overpayment would occur it will be a negative amount to reduce the figure. If under paid it will be a positive amount. This would be money earned but not yet paid.
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PURGE Option /JOB History
Purge takes a snap shot of JOB in USPS prior to New Contract Information is stored in USPJOBHIS database
JOBHIS Report is only used by NEWCNT. Creates and stores past jobs to history file Data is then reportable by running JOBHIS report
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PURGE OPTION …. Pay accounts in PAYSCN are all set to inactive
Any accounts in NEWCNT are reactivated New accounts are added
Resets new hire reporting date if needed The NEW Hire Reporting Flag in USPSCN/BIOSCN does
not change. Deletes new contract data from NEWCNT Module
Contract data screen Pay account data screen
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PURGE Option
All changes are written to audit file AUDRPT
Allows selection of just the NEWCNT purge data
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PURGE Option
Only information that meets the criteria will be purged!
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DELETE Option
MASS Deletes New Contracts Contracts were pulled into new contract
anticipating a Negotiated Change Salary Notices are required by a certain
date. Generate reports to assist with funding
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DELETE Option
Only information that meets the criteria will be Deleted!
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IMPORT Option
Allows importing from outside source Spreadsheet files
Third party vendor salary schedules CSV (comma separated values) Tab delimited
All contract types can be imported: New, Mid Year, Mid Year Retro
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IMPORT Option Three Required Fields:
Employee ID Employee_ID Job number JOB_NO Contract type Contract_type
Other fields required will depend on what the type of contract to importHours in Day: Hrly Jobs Req’d: Days_Since_Raise: Mid Yr Retro Req’d
All calculations are completed as if the MAINT option was used Pay per period (obligation/#pays) Retro amounts, etc. (Days since Raise)
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IMPORT Option
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IMPORT Option
Sample CSV import file
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IMPORT Option
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REPORT Option
Generates report Reports all NEWCNT data
MAINT BUILD IMPORT
Summary report Detail report
Generate Salary Notices
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REPORT Option
USPS_ANNSALNOTICE
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SAMPLE OF SALNOTICES REPORT GENERATED IN USPS
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NEWCNT Calculations
Rounding All intermediate calculations use 5
decimal places The rounding is completed at the end of
all processing Based on rounding flag in
USPSDAT/USPCON (screen 2 of 3)
NEWCNT rate rounding : 3
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NEWCNT Fields Defined
Days since raise Must be greater that zero for retro
payments Must be less than or equal to days
worked Used to calculate retro earned
Contract obligation Amount district owes to employee
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NEWCNT Fields Defined New Contract
Location of current job on the salary schedule Total contract that could be payable to the employee for the job
Amount Paid – Amount the employee has received Amount Due – what is owed to the employee
Amount earned by employee on job but not yet paid to that employee = (Amt Earned – Amt Paid )–Amt Dock
Amount Earned _ Uses the calendar to calculate amount during payroll processing = Days Worked * Daily Rate (Spread with Daily rate) = Days worked * (Hrs * Hrly Rate) (Non spread)
Amount Docked Keeps a running total for an employee with DCK pay type
# of Pays # Wrk days – Looks at the calendar and give a work day when processing payroll.
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Purging of New Contract Data
When to purge new contract Before last pay of old contract
If first physical work day of new contract is inclusive of pay period begin/end dates for the last pay in old contract. purge when pays in old are one remaining
If the 1st work day to be paid is > last processing period for the last payroll to be paid, you can wait until the old contract is paid off before purging
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Purging of New Contract Data After last pay can cause incorrect data and
manual updates if payroll period begin/end dates for both last pay of old and first pay of new contracts are not adjusted
Affect depends on contract start/stop dates as well as period begin/end dates of last pay in contract and first payroll in new contract
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Purging of New Contract Data Incorrect purge timing can cause:
Days worked will be lost(Calculates begin/end dates during INICAL & JOB Calendar)
STRSAD doesn’t advance the right jobs Mid year change calculations incorrect
Amount earned incorrect (Days work * Daily Rate) or (Hrs/day*Hrly Rate* days worked)
Accrued wages incorrect (Amt Earned – Amt Paid = Accrued Wage)
Pay off of accrued is incorrect amount WAGOBL is incorrect
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NEWCNT Purge Example
Contract 47019.00 minus Amt Pd 45210.50 minus dock=0.0 (47019-45210.50 = 1808.50 owed to employee)
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NEWCNT Purge Example
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NEWCNT Purge Example
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NEWCNT Purge Example
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NEWCNT Purge Example
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NEWCNT Purge Example
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NEWCNT Purge Example
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NEWCNT Purge Example
If neither option is used Days from 8/23/2004 – 8/27/2004 are
lost Amount earned becomes incorrect Accrued wages are incorrect Days worked are incorrect
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NEWCNT Purge Example
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NEWCNT Purge Example
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Mid-Year Changes Can not be built in NEWCNT until last payroll to
be paid at the old rate is complete ‘Clear’ function should not be used Effective at period begin date is ideal Doesn’t currently work if zero days worked Contract amount due on JOBSCN must be
accurate Days worked on JOBSCN must be accurate Retro on a check by itself
NEWCNT does not support doing this Manual intervention is required
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Mid-Year Changes
Optional solution for mid pay period mid year contract changes Pay one pay period beyond the effective
date and retro pay Change effective 3/8/2004 Payroll dates 2/29 – 3/13 pay date 3/19 Complete 3/19 payroll at old rates
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Mid-Year Changes Prior to 4/1 payroll
Process mid-year contract change with retro Process 5 retro days, which would be 3/8 – 3/12 4/1 payroll would include new pay per period
plus the 5 days with the retro amounts No manual updates required
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New Contract Caution Areas Use of ‘Clear’ function
Should only be used for ‘new contract type’
Employee new to district Add contract directly in JOBSCN Contract is not in NEWCNT, amount can’t be used in
balancing
Contract start date Used to calculate LPE/LPA amounts on the last pay of old
contract Should be first physical day of work on the new contract
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New Contract Exceptions Special jobs for EMIS reporting only
Job is not used for payment of wages Report to EMIS = “Y” These will need to be manually entered in USPS
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New Contract…5 Steps - Import 1.Build Option in New Contract
Pull in the employees and remove any unwanted employees. (Retires, RIFS, etc)
Do not update their new contract just exit….
2. Access the SAFARI Program Export “NEW Contract” Fields into Excel spreadsheet.
Update the fields with the new contract information Change the headings titles Format the fields Save File as XLS and also as a CSV file
3. FTP to Alpha “Reflections” CSV file Transfer the Excel.csv file from your desktop to Alpha
4. Run the Import Option in NEW Contract Run NEWSUM , Detail/summary Reports to verify
employee contract have been updated.
5. Purge Option to import into USPS JOBSCN
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2. BUILD Module Automated process for PAY Groups
Bus Drivers, Cooks, 260 Day Teachers Administrators
Creates new contracts and directly loads them into the maintenance module.
Pulls in contracts by Pay Group & Job Status and pay accounts
Assigns a contract start date entered
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BUILD Option
Zeroes all contract-to-date figures from previous contracts Contract Amount paid Contract Amount earned Contract Amount Docked Contract Amount Due Days worked Pays paid Lump Sum Retro Dock Next Pay
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BUILD Option
Contract start Date: 1st day the employee is to be paid at new rate.
Contract stop date: Leave Blank or enter last day paid to pay BE CAREFUL!!
Selection Criteria:
Include Jobs of concealed employees? Y or N
Job Status: 1=Active 0=Inactive *=Both
Pay groups: Enter your pay groups you would like to update.
Press enter to continue the build based on your options:The employee new contracts will be placed in the MAINT screens
View, modify or delete any contract via the MAINT screen of NEWCNT
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Step 2/3: Safari /Excel
2. Safari Go into the MS-EXCEL and export the New Contract into Excel spreadsheet using SAFARI
3. Update the spreadsheet in Excel Change the Heading Names from Safari for USPS Import Format the Column for USPS New Contract Import. Save your spreadsheet in Excel as CSV and XLS format.
CSV is FTP to Reflections ALPHA Server to import into New ContractXLS – File can be used in MSWORD/ Mail merge to create Custom Salary Notices
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Step 4: “7” IMPORT
Step 5: Purge
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Purge can be run either after the last pay of last years contract is paid off, or purge before the last pay if the 1st working day on the new contract falls within the last pays payroll begin/end dates. Contact ACCESS for questions regarding when to purge.
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Things to Remember!New Contract Using MASCHG Mass Changing Pay Accounts
This option allows pay accounts to be mass changed from one account number to another.
The pay accounts from USPSCN/PAYSCN as wellas those that may be included in the NEWCNT/MAINT option will be updated by the program. Selection is based on matching the old payaccount number.
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Salary Notice Layout using EXCEL- MSWORD Mail Merge
Think Spring!!! Have a nice day...
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