payroll_guide [old system]

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Information Services Staff

North Carolina Community College System

200 W. Jones St.

Raleigh, NC 27603

PAYROLL

OPERATOR'S GUIDE

February 1996

Release 9.0



Written & compiled by the Information Services Staff, North Carolina Community College System, 200 W. Jones St.,

Raleigh, North Carolina.

Payroll Operator's Guide

Release 9.0 (Updates Release 8.9, January 1995)



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Table of Contents

Table of ContentsAbout This Manual ............................................................ x

Master Menu.................................................................... xii

1 Personnel Data Entry ................................................... 1-1Purpose .................................................................................................... 1-2

Accessing the Personnel Data Entry Option............................................ 1-2Personnel Data Entry Screen - Page 1..................................................... 1-3

Personnel Data Entry Screen - Page 2..................................................... 1-6

Personnel Data Entry Screen - ..................................................... 1-8

2 Payroll Data Entry ..................................................... 2-1Purpose .................................................................................................... 2-2

Accessing the Payroll Data Entry Option................................................ 2-2

Payroll Data Entry Screen - Page 1 ......................................................... 2-3



Employee Encumbrance Maintenance Screen......................................... 2-9

State Tax - North Carolina Screen......................................................... 2-10

3 Batch Header Maintenance .......................................... 3-1Purpose .................................................................................................... 3-2

Accessing the Batch Header Maintenance Option................................... 3-2

Batch Header Maintenance Screen.......................................................... 3-3

Building an hours batch header ............................................................... 3-4

Building a one-time deductions batch header.......................................... 3-5

Building a leave batch header .................................................................. 3-6

Building a contracts batch header ............................................................ 3-7Building a part-time staff contract batch header...................................... 3-8

Building a part-time faculty contract batch header.................................. 3-9


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4 Batch Transactions Input ..............................................4-1Purpose .................................................................................................... 4-2

Accessing the Batch Transaction Input Option ....................................... 4-2

Batch Transaction Input Menu ................................................................ 4-3

Descriptions of Batch Transaction Input Menu Options ......................... 4-4

Input/Review Transactions Manually ...................................................... 4-5Hours Transactions Screen/Special Pay Screen .................................... 4-6

Leave Transactions Screen .................................................................... 4-8

Contracts Transactions Screen............................................................... 4-9

One-Time Deduction Transactions Screen.......................................... 4-10

Build Hourly Transactions For Salaried Employees ............................. 4-11

Build Contract Transactions For Contract Employees .......................... 4-12

Descriptions of Contract Selection Menu Options .............................. 4-13

Build Coned Contract Batchs .............................................................. 4-14

Build Curriculum Contract Batchs ...................................................... 4-15

Build Part-Time Staff Contract Batchs ................................................ 4-16

Print Batch Listing (Hours) ................................................................... 4-17Print Batch Listing (Coned and ‘P’ Contract) ....................................... 4-18

Print Batch Listing (Leave) ................................................................... 4-19

Print Batch Listing (Deductions) ........................................................... 4-20

Print Batch Listing (Staff Contract) ...................................................... 4-21

Print Batch Listing (Faculty Contract) .................................................. 4-22

5 Batch Balancing ............................................................5-1Purpose .................................................................................................... 5-2

Accessing the Batch Balancing Option ................................................... 5-2

Payroll Batch Balancing Screen - Page 1................................................ 5-3Payroll Batch Balancing Screen - Page 2................................................ 5-4

6 Payroll Compute And Reports ......................................6-1Purpose .................................................................................................... 6-2

Accessing the Payroll Compute and Reports Option .............................. 6-2

Payroll Compute Menu............................................................................ 6-3

Descriptions of Payroll Compute Menu Options .................................... 6-3

Compute Process ..................................................................................... 6-4

Password Screen ................................................................................... 6-4

Confirmation Screen.............................................................................. 6-4

Payroll Parameter Update Screen .......................................................... 6-5

Voluntary Deductions Screen................................................................ 6-7

Backup Process ..................................................................................... 6-9

Post G/L Transactions ........................................................................ 6-12



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Table of Contents

7 Print Personnel Reports ............................................... 7-1Purpose .................................................................................................... 7-2

Accessing the Print Personnel Reports Option ........................................ 7-2

Personnel Reports Menu.......................................................................... 7-2

Descriptions of Personnel Reports Menu Options ................................... 7-4

Alphabetic Employee List ....................................................................... 7-7Numeric Employee List ........................................................................... 7-8

Master Employee List .............................................................................. 7-9

Employee Address List .......................................................................... 7-10

Departmental Employee List ................................................................. 7-11

Upcoming Review Report ..................................................................... 7-12

Seniority Report..................................................................................... 7-13

Terminated Employees Report .............................................................. 7-14

Tenure Reports ...................................................................................... 7-15

Rank Report ........................................................................................... 7-16

Full Time Equivalent Report ................................................................. 7-17

Educational Background Report............................................................ 7-18Vested Report ........................................................................................ 7-19

Instructors With No Salary Proration .................................................... 7-20

Employee Leave Inquiry ....................................................................... 7-21

8 Print Payroll System Reports ....................................... 8-1Purpose .................................................................................................... 8-3

Accessing the Print Payroll System Reports Option ............................... 8-3

Payroll System Reports Menu ................................................................. 8-4

Descriptions of Payroll System Reports Menu Options .......................... 8-5

Print Payroll Checks ................................................................................ 8-8Print Payroll Register .............................................................................. 8-9

Print Summary Register ......................................................................... 8-11

Print Check Register and Control List ................................................... 8-13

Print Deduction Register ....................................................................... 8-14

Print Leave Register .............................................................................. 8-15

Print Labor Distribution Report............................................................. 8-16

Create Quarterly Unemployment Tape Report ...................................... 8-17

End-Of-Year W-2’s ............................................................................... 8-18

Print and Clear General Ledger Register ............................................... 8-19

Print Retirement Reports ....................................................................... 8-20

Print Timesheets .................................................................................... 8-21Print Annual Social Security Report...................................................... 8-22

Payroll Check Reconciliation Process ................................................... 8-23

Payroll Check Reconciliation Report .................................................... 8-25

Selective Employees Deduction Register .............................................. 8-26

Print Longevity Report .......................................................................... 8-28


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9 Miscellaneous Payroll Processes .................................. 9-1Purpose .................................................................................................... 9-3

Accessing the Miscellaneous Payroll Processes Option.......................... 9-3

Miscellaneous Payroll Processes Menu................................................... 9-4

Descriptions of Miscellaneous Payroll Processes Menu Options ........... 9-5

Enter Position Table ................................................................................ 9-7Enter Position History ............................................................................. 9-9

Enter Code Tables ................................................................................. 9-10

Enter Pygltable ...................................................................................... 9-12

Enter Deduction Table ........................................................................... 9-13

Enter Pybank Numbers .......................................................................... 9-16

Cash Payments/Cash Adjustments ........................................................ 9-17

Void Checks .......................................................................................... 9-22

Enter Leave Accural Table .................................................................... 9-24

Calendar End-of-Year Processes Menu................................................. 9-26

Descriptions of Calendar End-of-Year Processes Menu Options ......... 9-26

Clear Retirement Totals File ................................................................ 9-27End-of-Year Rollover .......................................................................... 9-28

Copy Files For W-2 Reporting ............................................................ 9-29

End-of-Year Purge ............................................................................... 9-30

Purge Payroll Contract File ................................................................. 9-31

Payroll Check Purge ............................................................................ 9-32

Personnel Status Change Process ........................................................ 9-33

Maintain W-2 Master File ................................................................... 9-34

Calendar End-of-Year Processing Guide .............................................. 9-38

Prorate Instructor Salaries By Major ..................................................... 9-39

Enter Curriculum Account Numbers ..................................................... 9-40Enter Mass Deduction Change .............................................................. 9-41

Enter Payroll Contracts.......................................................................... 9-43

Payroll Contract Menu ........................................................................ 9-43

Descriptions of Payroll Contract Menu Options ................................. 9-43

Enter Part Time Staff Contracts........................................................... 9-45

Enter Part Time Curriculum Contracts ................................................ 9-49

Move Continuing Education Contracts To Payroll ............................. 9-54

Move PT Staff and Curriculum Contracts to Payroll .......................... 9-59

Reset Beginning Contract Control Numbers ....................................... 9-63

Print Contract Change Reports ............................................................ 9-64

Print Expired P.Contracts With A Remaining Balance ....................... 9-65Print Expired Staff/Curriculum Contracts

With A Remaining Balance ................................................................. 9-66

Print Contract Status Check Report ..................................................... 9-67

Print Status of Contracts To Be Pulled ................................................ 9-68

Print Staff/Curriculum Contracts Scheduled For Pay.......................... 9-69

Print P.CONTRACTS Scheduled For Pay .......................................... 9-70

Contract Print Menu ............................................................................ 9-71

Print Part Time Staff Contracts ........................................................... 9-72

Print Part Time Curriculum Contracts................................................. 9-73



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Table of Contents

10 Print Payroll File Reports ....................................... 10-1Purpose .................................................................................................. 10-2

Accessing the Print Payroll File Reports ............................................... 10-2

Print Payroll File Reports Menu ............................................................ 10-3

Print Position Table ............................................................................... 10-3

Print Payroll Master Report ................................................................... 10-3

11 Print Special Payroll Reports ................................... 11-1Purpose .................................................................................................. 11-2

Accessing the Print Special Payroll Reports Option ............................. 11-2

Special Payroll Reports Menu ............................................................... 11-4

Descriptions of Special Payroll Reports Menu Options ........................ 11-5

Personal Services Voucher Register ...................................................... 11-6

Wages and Retirement Contributions .................................................... 11-7

Retirement Report/Tape Processing Menu .......................................... 11-7

Descriptions of Retirement Report/Tape Process Menu Options ........ 11-7

Create Retirement Tape ....................................................................... 11-8

Print Retirement Report ....................................................................... 11-9

Print Retirement Report For Retired Employees ............................... 11-10

Hospitalization Report ......................................................................... 11-11

Distribution By Major Report.............................................................. 11-12

Payroll Status Report ........................................................................... 11-13

Cash Payment Audit Report ................................................................ 11-14

Calculate Leave Dollar Amounts......................................................... 11-15

Distribution By Discipline/Course Report........................................... 11-17

12 Payroll Calculator .................................................... 12-1Purpose .................................................................................................. 12-2

Accessing the Payroll Calculator Option............................................... 12-2

Payroll Calculator Screen ...................................................................... 12-3

13 Direct Deposit Master Menu .....................................13-1Purpose .................................................................................................. 13-2

Accessing the Direct Deposit Master Menu .......................................... 13-2

Direct Deposit Overview ....................................................................... 13-3

Direct Deposit Master Menu Screen...................................................... 13-4

Descriptions of Direct Deposit Master Menu Options......................... 13-5Direct Deposit Processing Menu ......................................................... 13-6

Descriptions of Direct Deposit Processing Menu Options .................. 13-7

Calculate Direct Deposits .................................................................... 13-8

Direct Deposit Prooflist ....................................................................... 13-9

Create Direct Deposit Tape/File ........................................................ 13-10

Print Direct Deposit Notices.............................................................. 13-12

Print Direct Deposit Register............................................................. 13-13

Void A Direct Deposit For Employee ............................................... 13-14

Print Direct Deposit Notice Labels .................................................... 13-16


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Direct Deposit Tape Report ................................................................. 13-17

Direct Deposit Tape Report Screen - By Tape Number .................... 13-18

Direct Deposit Tape Report Screen - By Employee Last Name ........ 13-18

Purge Old Deposit Records ................................................................. 13-19

Maintenance/Inquiry Menu ................................................................. 13-20

Employee Direct Deposit Maintenance/Inquiry ................................ 13-21Bank Directory Maintenance/Inquiry ................................................ 13-23

Maintain Deposit Parameters ............................................................... 13-24

USER Parameters Screen .................................................................. 13-24

SYSTEM Parameters Screen............................................................. 13-26

14 Payroll Encumbrance .............................................. 14-1Purpose .................................................................................................14-3

Accessing the Payroll Encumbrance Option ........................................14-3

Encumbering Employees - A Review ..................................................14-4

Encumbrance Menu ............................................................................14-18

Description of Encumbrance Menu Options .....................................14-18Encumbrance Maintenance Menu ...................................................... 14-19

Maintain Encumbrance Switch Setting ............................................14-20

Maintain Encumbrance Profile .........................................................14-21

Close Out An Employee's Contract or Position ...............................14-22

Enter Encumbrance Adjustments or Liquidations ............................ 14-23

Post Encumbrance Transactions To GL ...........................................14-25

Fiscal Yearend Close Out Process .................................................... 14-26

Encumbrance Inquiry/Display Menu..................................................14-27

Employee Encumbrance Inquiry ...................................................... 14-28

Encumbrance Transaction Inquiry....................................................14-29Encumbrance Detail Activity Inquiry...............................................14-30

Encumbrance Account Summary Inquiry ........................................14-31

Display Balances From The Encumbrance Files..............................14-32

Encumbrance Report Menu ................................................................14-34

Print Employee Encumbrance by Account Number.........................14-37

Print Employee Encumbrance by Employee by Postion/Contract ...14-38

Print Employee Encumbrance by Employee by Type...................... 14-39

Print Employee Encumbrance by Postion/Contract by Employee ...14-40

Print Employee Encumbrance by Department .................................14-41

Print Employee Encumbrance by Purpose .......................................14-42

Print Encumbrance Transaction Register .........................................14-43Print Encumbrance Detail Activity Register ....................................14-44

Print Encumbrance Summary Register.............................................14-45

Print Unposted GL Account Amounts .............................................14-46

Print a List of Unencumbered Position Table Changes....................14-47

Print a List of Curriculum Contracts Not Encumbered ....................14-48

Print a List of Con Ed Contracts Not Encumbered ..........................14-49

Print a List of Staff Contracts Not Encumbered ...............................14-50



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Table of Contents

Encumbrance Audit Menu..................................................................14-51

Build The Encumbrance Audit File ..................................................14-52

Print The Encumbrance Discrepancy Report ...................................14-53

Print the Close Out Encumbrance Discrepancy Report....................14-54

Copy Back A Closed Out Record.....................................................14-55

Delete a Closed Out Record .............................................................14-56Encumbrance Files .............................................................................14-57

Appendix

A Payroll Applications Timeline .....................................A-1The Steps ................................................................................................ A-2

B Error Messages ............................................................B-1Common Error Messages ....................................................................... B-2

C Payroll Support Files ...................................................C-1The Files ................................................................................................. C-2



A

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About This Manual

About This Manual

Purpose/Organization

The Payroll Operator's Guide is a reference guide for the Payroll Module. The

guide provides information about menu selections, data entry and inquiry screens

and field entries.

The guide contains fourteen chapters and an appendices. Each chapter corre-

sponds to a menu option from the Master Menu. The appendices contain a

timeline that overviews the typical sequence of events for a payroll cycle, a listing

of common error messages and a listing of the files associated with the Payrollmodule. The chapters are briefly described below.

• Chapter 1 explains the Personnel Data Entry Option.

• Chapter 2 explains the Payroll Data Entry Option.

• Chapter 3 explains the Batch Header Maintenance Option.

• Chapter 4 explains the Batch Transaction Input Option.

• Chapter 5 explains the Batch Balancing Option.

• Chapter 6 explains the Payroll Compute and Reports Option.

• Chapter 7 explains the Print Personnel Reports Option.

• Chapter 8 explains the Print Payroll System Reports Option.

• Chapter 9 explains the Miscellaneous Payroll Processes Option.

• Chapter 10 explains the Print Payroll File Reports Option.

• Chapter 11 explains the Print Special Payroll Reports Option.

• Chapter 12 explains the Payroll Calculator Option.

• Chapter 13 explains the Direct Deposit Master Menu Option.

• Chapter 14 explains the Payroll Encumbrance Option.


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Payroll Operator's Guide ( Release 8.7 )

The appendices are briefly described below:

• Appendix A lists the sequence in which the payroll applications are executed. This

appendix serves as a general guideline.

• Appendix B lists some of the most common error messages that display during a

payroll run.

• Appendix C lists some of the files that the payroll module accesses.

Audience

This guide is intended for those responsible for entering and maintaining personnel and payroll

information.

Typographical Conventions

The following typographical conventions are used in this guide:

Convention Explanation Example

UPPERCASE Names in uppercase APPLICANT

are file names.

Bold Words in bold type are Batch Id. The..

fields or menu options.

<CR> <CR> means the [RETURN] Enter a '1'

key, the carriage return, or the and press[ENTER] key. <CR>.

Words in boxes are NOTE: CALL

marked for emphasis. DCC BEFORE...

Single Quotes Letters or numbers enclosed in Enter an 'S' to

single quotes are field or (S)ave

command responses. Enter responses

without the quotes.

Comments

Your comments and suggestions about this manual are welcome. Write to Suzanne Baker, North

Carolina Community College System, 200 W. Jones St., Raleigh, NC 27603-1337, call (919)

733-7051 ext. 342 or e-mail to [email protected].


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Master Menu

PAYROLL/PERSONNEL MPY

CC.PY Release 7.10

***** MASTER MENU *****

1 = PERSONNEL DATA ENTRY2 = PAYROLL DATA ENTRY

3 = BATCH HEADER MAINTENANCE

4 = BATCH TRANSACTIONS INPUT

5 = BATCH BALANCING

6 = PAYROLL COMPUTE AND REPORTS

7 = PRINT PERSONNEL REPORTS

8 = PRINT PAYROLL SYSTEM REPORTS

9 = MISCELLANEOUS PAYROLL PROCESSES

10 = PRINT PAYROLL FILE REPORTS

11 = PRINT SPECIAL PAYROLL REPORTS

12 = PAYROLL CALCULATOR

13 = DIRECT DEPOSIT MASTER MENU

14 = PAYROLL ENCUMBRANCE15 = Addendum Notes Print/Inquiry

16 = Memo Connection

ENTER SELECTION =

Master Menu Screen

The Master Menu displays the various functions available under the Payroll module.

Enter the number corresponding to the option you want to access.

If you do not want to choose a selection, enter a <CR> to return to the colon prompt.

The options are described on the next page.



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Master Menu

1 - PERSONNEL DATA ENTRY

Allows you to enter new employees into the personnel system or update information on existing

employees.

2 - PAYROLL DATA ENTRY

Allows you to enter new employees into the payroll system, update existing employees and place

employees on the encumbrance system.

3 - BATCH HEADER MAINTENANCE

Allows you to build batch headers.

4 - BATCH TRANSACTIONS INPUT

Allows you to input and build payroll batches.

5 - BATCH BALANCING

Allows you to determine whether existing batches are balanced before executing the payroll com-

pute process.

6 - PAYROLL COMPUTE AND REPORTS

Allows you to execute a payroll compute, print the associated reports, generate a tape or disk

backup of a payroll run and post general ledger transactions.

7 - PRINT PERSONNEL REPORTS

Allows you to print personnel reports, including employee listings, master employee listing, em-

ployee address lis eport, terminated employees report, tenure reports, rank reports, full-time

equivalent report, educational background report, vested report and instructors with no salary

proration report.

8 - PRINT PAYROLL SYSTEM REPORTS

Allows you to print payroll checks, payroll register, summary register, check register and control list,

deduction register, leave register, labor distribution reports, retirement reports, timesheets, annual

social security report, payroll check reconciliation report, selective employee deduction report and

longevity report. In addition, you can create and print W-2 forms and quarterly unemployment

tapes.


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9 - MISCELLANEOUS PAYROLL PROCESSES

Allows you to access various payroll processes. You can enter and update position tables, position

history, code tables, general ledger tables, bank numbers, leave accrual tables and curriculum

account numbers. You can make cash adjustments and cash payments (manual checks), void

payroll checks, access calendar year-end processes, prorate instructor salaries by major, enter

mass deduction changes and enter payroll contracts.

10 - PRINT PAYROLL FILE REPORTS

Allows you to print the contents of the position table file and the payroll master file.

11 - PRINT SPECIAL PAYROLL REPORTS

Allows you to print various payroll reports. You can print a personal services vouchers register,

wages and retirement contributions report, hospitalization report, distribution by major report,

payroll status report, cash payment audit report and leave dollar amount report.

12 - PAYROLL CALCULATOR

Allows you to access an employee’s payroll master file and input or change deductions and deduc-

tion rates in order to calculate various net pay scenarios.

13 - DIRECT DEPOSIT MASTER MENU

Allows you to accesss the direct deposit functions. You can calculate direct deposits for employess,

create direct deposit tapes, print direct deposit reports, void direct deposit transactions, purge old

direct deposit records and maintain/update direct deposit parameters.

14 - PAYROLL ENCUMBRANCE

Allows you to make adjustments to encumbrance accounts and print or view information about

those accounts. You can also establish and define encumbrance accounts.


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Personnel Data Entry

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1Purpose .................................................................................................. 1-2

Accessing the Personnel Data Entry Option.......................................... 1-2

Personnel Data Entry Screen - Page 1 ................................................... 1-3



Personnel Data Entry C h a p t e r


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Payroll Operator’s Guide ( Release 9.0)

Purpose

The Personnel Data Entry option allows you to enter a new employee into the personnel system

or update information on an existing employee. The option has three screens. The first two pages

collect data that is essential to the personnel system while page three collects optional informa-

tion.

Entering a New Employee

To add a new employee to the personnel system, enter NEXT at the prompt line on page one of

the Personnel Data Entry menu. The program automatically assigns the next available employee

number.

Updating an Existing Employee

To update or change information on an existing employee, enter the employee’s identification

number, social security number (including dashes) or name at the prompt line. After the selected

employee’s data displays on the screen, access the field(s) that need to be changed by inputting

the corresponding field number.

Accessing the Personnel Data Entry Option

At the Master Menu choose selection number one, PERSONNEL DATA ENTRY. Next, enter

your initials at the “ENTER OPERATOR INITIAL’S OR <CR>” prompt. Enter your securitycode at the “ENTER SECURITY CODE?” prompt.




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PERSONNEL <<< UPDATE MODE >>> SPE1

===============================================================================PERSONNEL DATA ENTRY - PAGE 1

===============================================================================

EMPLOYEE NUMBER: 44

1. EMPLOYEE NAME : LARRY MILLER

2. DEPARTMENT : 01

3. JOB CLASS : 3

4. BRANCH NUMBER : 1

5. SOC SEC NUM : 951-85-7534

6. EMPL CATEGORY : F

7. MARITAL STATUS : M 15. ESC SITE NUMBER:

8. DATE EMPLOYED : 01-01-919. LEAVE ABS DTE :

10. BIRTH DATE : 10-14-44

11. NEXT REVIEW :

12. SEX : M

13. RACE : 1

14. EEOC CODE :

===============================================================================

ENTER SAVE(S), CANCEL(XX), NEXT PAGE(/), OR FIELD # TO CHANGE ?

Personnel Data Entry Screen - Page 1

The Screens

Page one of the Personnel Data Entry screen is designed to collect essential data on an employee.The employee number, name, department, job class, branch number, social security number,

employment category, marital status, date employed, birth date and sex are required fields. Leave

of absence date, next review, race and equal opportunity class are optional.

The field descriptions with the appropriate instructions are listed below.

1 - EMPLOYEE NAME - Enter in the form LAST,FIRST MI,SUFFIX. Note that the

name is displayed on the screen above in the correct form, but the name should be entered in the

form indicated above. This is a required field.

2 - DEPARTMENT - Enter a valid code from the DEPT file or enter a ‘?’ to receive alist of valid department codes. This is a required field.

3 - JOB CLASS - Enter a valid code from the JBLCLS file or enter a ‘?’ to receive a list

of valid class codes. This is a required field.




4 - BRANCH NUMBER - Enter a valid code from the BRANCH file or enter a ‘?’ to

receive a list of valid branch codes. This is a required field.

5 - SOCIAL SECURITY NUMBER - Enter the social security number without dashes.

This is a required field.

6 - EMPL CATEGORY - Enter a valid code from the CATEGORY file or enter a ‘?’ to

receive a list of valid categories. This is a required field. ( Note: Currently the categories are F for

full-time, P for part-time and T for temporary. F and P categories are self-explanatory. An

example of temporary would be an employee who is not going to earn any leave time.)

7 - MARITAL STATUS - Enter a valid code from the MS file or enter a ‘?’ to receive a

list of valid marital status codes. This is a required field.

8 - DATE EMPLOYED - Enter a valid date in the format MMDDYY. This date will be

used to determine length of employment for the employee. Any valid date will be accepted so it

is important that it be accurate. This is a required field.

9 - LEAVE ABS DATE - Enter a valid date in the format MMDDYY. This date should

be filled in only if the employee is on a leave of absence. This is an optional field.

10 - BIRTH DATE - Enter the employee’s birthdate in the format MMDDYYYY. A

four-digit year is required although a two-digit year is displayed. This is a required field.

11 - NEXT REVIEW - Enter the date of the employee’s next performance review in the

format MMDDYY. This field can also be useful in tracking new employees who are on proba-

tion. This is an optional field and is generally not used.

12 - SEX - Enter a valid sex code either ‘M’ or ‘F’. This is an optional field.

13 - RACE - Enter a valid code from the RACE file or enter a ‘?’ to receive a list of valid

race codes. The race codes are numeric. This is an optional field.

14 - EEOC CODE - Enter any two-digit code. This is an optional field.

15 - ESC SITE NUMBER - Enter the code that represents the site (campus) where the

employee works. If the employee works at your main campus, you can leave this field blank.

You establish the valid codes for this field using the Enter Code Tables option under the Miscel-laneous Payroll Process Menu (see page 9-10).

This field was added for those colleges that must prepare a Multiple Worksite Report for the

North Carolina Employment Security Commission (NCESC). If your college is required

to file this report, then you will need to go back and put in the ESC SITE NUMBER for

those employees who work at another site.




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The report you need to send to NCESC generates during your payroll backup process.

The report generates per pay period, but the report you need to send to NCESC is

quarterly. So, you will need to retain each monthly report and total up your monthly

figures manually to get a quarterly figure. The report below is a sample.

01-10-96 North Carolina Employment Security Commission Multiple Site Report Page 1

............... CNT. ESC.SITE

150275.13 60

9567.00 5 1

5000.00 12 2

======== ==

164842.13 77 .

On the report, note that the employees with no ESC.SITE are listed on the first line. These are

employees who work at the main site and had no site number entered when release 9.0 was

installed. The employees with an ESC site of one are employees who worked at the main site

and were entered into Personnel Data Entry after release 9.0 was installed. The employees with

an ESC site of 2 are employees who work at other college work sites.

NOTE: FOR INFORMATION ABOUT ESTABLISHING CODES, REFER TO

CHAPTER 9. THE INSTRUCTIONS BEGIN ON PAGE 9-7.




PERSONNEL <<< UPDATE MODE >>> SPE1A

============================================================================

PERSONNEL DATA ENTRY - PAGE 2

============================================================================

EMPLOYEE NUMBER: 44

1. ADDRESS1: WILLOW DALE ESTATE

2. ADDRESS2:

3. CITY: BAR HARBOR

4. STATE: NC

5. ZIP: 211111111

6. HOME PHONE: (999) 999-9999

7. USER FIELD 1:

8. USER FIELD 2:

9. STATUS: A

STATUS DATE: 01-01-91

REHIRE CODE:

WHY TERMINATED:

10. LONGEVITY DATE:11. PAY FREQUENCY: 12.0

12. RETIRED: NO

ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ?


Page two of the Personnel Data Entry Screen requires the employee’s address, phone number,

status, date, pay frequency and retirement category. All other fields on the page are optional.

The field descriptions and appropriate instructions are listed below.

1 - ADDRESS1 - Enter the first line of the employee’s home address. This is a required

field.

2 - ADDRESS2 - Enter the second line of the employee’s home address. This is an

optional field.

3 - CITY - Enter the city where the employee resides. This is a required field.

4 - STATE - Enter the two character postal abbreviation for the state. This is arequired field.

5 - ZIP - Enter either a five or nine-digit zip code. This is a required field.

6 - HOME PHONE - Enter the home phone number, including the area code, in the

format 9999999999. The number will display as (999) 999-9999. This is a optional field.




P

l D

E

7/8 - USER FIELD 1 AND USER FIELD 2 - Enter information as defined by your

institution. These are optional fields.

9 - STATUS - Enter a valid code from the E.STATUS file or enter a ‘?’ to receive

a list of valid status codes. If you enter a status of ‘T’ (terminated) you will be prompted

for STATUS DATE, REHIRE CODE and WHY TERMINATED. Any time you change the

STATUS, you will be prompted for a new STATUS DATE. REHIRE CODE is a ‘Y’ or ‘N’.

WHY TERMINATED is a brief text description of the termination reason.

10 - LONGEVITY DATE - Enter the date to be used to determine when an

employee will be eligible for longevity. Typically, the date is based on when an employee

becomes a full-time employee. The format is MMDDYY. While this field is optional, it is

important that you enter this date for anyone eligible for longevity.

11 - PAY FREQUENCY - Enter the number of times that an employee is paid

during the year. This will typically be 12 for a full-time employee. This field is optional,

but you should fill it in if you are using the encumbrance system. If left blank, the fielddefaults to 12. ( Note: This field affects Staff Information Reporting.)

12 - RETIRED - Enter a ‘Y’ to indicate that an employee has retired from state service

and has returned to work or ‘N’ to indicate that the employee is NOT a retired state employee. A

<CR> will default to ‘N’. This is a required field and is used in conjunction with the Retired

Employees Report and Longevity Report.

Page three of the Personnel Data Entry Screen is designed to capture institutional

information such as employee office number, phone extension, tenure status, tenuredate, rank, full-time equivalent code and educational history. This page and the associ-




PERSONNEL <<< UPDATE MODE >>> SPE1B

===============================================================================

PERSONNEL DATA ENTRY - PAGE 3

===============================================================================

EMPLOYEE NUMBER: 44

1. BOX NUMBER:

2. BUILDING:

3. OFFICE NUMBER:

4. PHONE EXTENSION:

5. TENURE STATUS:

6. TENURE DATE:

7. RANK:

8. FULL TIME EQUIV:

9. VESTED:

10. VESTED DATE:

11. DEGREES: SCHOOLS: DATES:

11.1

11.211.3

11.4



ated fields are OPTIONAL.

.

To enter data into any of the fields, you must access each field individually. Enter the field

number that you want to access and press <CR>.

The fields descriptions are described below.

1 - BOX NUMBER - Enter up to a 10-digit alphanumeric description.

2 - BUILDING - Enter up to a 20-digit alphanumeric text description.

3 - OFFICE NUMBER - Enter up to a 10-digit alphanumeric description.

4 - PHONE EXTENSION - Enter up to a five digit extension number.

5 - TENURE STATUS - Enter a one-digit alphanumeric entry.

6 - TENURE DATE - Enter a valid date in the format MMDDYY.

7 - RANK - Enter a one-digit numeric code.

8 - FULL TIME EQUIV - Enter a four-digit numeric entry in the format 99.99.




P

l D

E

9 - VESTED - Enter up to a four-digit alphanumeric description.

10 - VESTED DATE - Enter a valid date in the format MMDDYY.

11 - DEGREES/SCHOOLS/DATES - Enter up to four lines of educational data on the

employee. The DEGREES field accepts up to a three-digit alphanumeric response. The

SCHOOLS field is a 35 character alphanumeric text description. The DATES field accepts valid

dates in the format MMDDYY.

-- END OF CHAPTER --



2-

Payroll Data Entry

2Purpose .................................................................................................. 2-2

Accessing the Payroll Data Entry Option........................................2-2

Payroll Data Entry Screen - Page 1 ....................................................... 2-3



Employee Encumbrance Maintenance Screen....................................... 2-9

State Tax - North Carolina Screen ....................................................... 2-10

Payroll Data Entry C h a p t e r



Payroll Operator's Guide ( Release 9.0)

Purpose

The Payroll Data Entry option allows you to enter an employee’s payroll information into the system.

The employee’s personnel information must have been added to the system through the Personnel Data

Entry option before executing this menu option. You can also change existing employee payroll informa-

tion and place employees on the encumbrance system.

The Payroll Data Entry option consists of five screens:

• Payroll Data Entry - Page 1



• State Tax - North Carolina

• Employee Encumbrance Maintenance

Each of the screens, along with instructions for field entries, are discussed in detail in this chapter.

Accessing the Payroll Data Entry Option

At the Master Menu choose selection number two, PAYROLL DATA ENTRY. Next, enter your initials

at the “ENTER OPERATOR INITIAL’S OR <CR>" prompt. Respond with your security code at the

“ENTER SECURITY CODE?” prompt.



2-

Payroll Data Entry

The Screens

PAYROLL/PERSONNEL <<< UPDATE MODE >>> SPY2

===============================================================================

PAYROLL DATA ENTRY - PAGE 1

===============================================================================

EMPLOYEE NUMBER: 44 LARRY MILLER

1. POSITION: 99999

2. PAY CYCLE: M STANDARD HOURS: 165.00

3. PAY CODE: S PAY RATE: 3500.000

4. SPEC STAT: Y

5. EIC: X 16. RET NUMBER: 123456

6. FWT EXEMPTS: 0

7. FWT ADDTL: 17. CONTRACT TAX METHOD: A

8. FICA EXEMPT: N PERCENTAGE

9. MEDI EXEMPT: N 18. UNEMPLOYMENT EXEMPT: N10. TAX STATE: NC

11. TAX MARITAL: M 19. ENCUMBER: Y

12. WORK COMP:

13. SHIFT2 DIFF:

14. SHIFT3 DIFF:

15. LV DATE EMP: 03-01-88

ENTER SAVE(S), CANCEL(XX), NEXT PAGE(/), OR FIELD # TO CHANGE

?

Payroll Data Entry Screen - Page 1

Page one the Payroll Data Entry Screen collects an employee’s payroll information. The employee’s

payroll information can be accessed by employee number, social security number and name.

To begin entering an employee’s payroll information into the system, enter the employee number at the

“ENTER EMPLOYEE NUMBER, SOCIAL SECURITY NUMBER, OR <CR> TO EXIT” prompt.

The employee’s number and name should be displayed on the screen.

NOTE: AN EMPLOYEE MUST HAVE BEEN ADDED TO THE PERSONNEL

SYSTEM THROUGH MENU OPTION 1 BEFORE HIS PAYROLLINFORMATION CAN BE ADDED TO THE SYSTEM




Enter the appropriate information at each field prompt. The field descriptions and instructions are listed

below.

1 - POSITION - Enter a valid position number from the POSTBL file or enter a ‘?’ to view a

list of valid position numbers. If the position number is changed for a employee during a payroll com-

pute, you must recompute to get the proper pay distribution. This is a required field.

Page 9-7 provides instructions for establishing a position table. ( Note: All full-time employees must

have their own unique position table for payroll encumbrances.)

2 - PAY CYCLE - Enter a valid pay cycle code as defined in the CYCLE file or enter a ‘?’ to

view a list of valid pay cycle codes. After entering the pay cycle you will be prompted to enter STAN-

DARD HOURS. Standard hours will be the number of hours normally worked during the pay cycle you

have entered. A ‘?’ will give you a list of valid pay cycles as defined in the CYCLE file. PAY CYCLE is

used during the compute process to determine which employees are to have pay computed. If this

employee is to be paid more than once a month, then you will need to change the pay cycle accordingly.

This is a required field.

3 - PAY CODE - Enter a valid pay code as defined in the PAY.CODE file or enter a ‘?’ toview a list of valid pay codes. This is a required field. When you have entered the pay code you will

automatically be prompted for the PAY RATE. If the person is hourly, enter the hourly rate. If the

person is salaried, enter the rate for the pay cycle. After entering the PAY RATE, page three will be

displayed. Enter the date of change. (See page 2-8).

4 - SPEC STAT - Enter a ‘Y’ to indicate that an employee is eligible for special pay or a ‘N’

to indicate that an employee is NOT eligible for special pay. A <CR> sets this field to ‘Y’. The recom-

mended response is ‘Y’.

5 - EIC - This field indicates if an employee is subject to Earned Income Credit (EIC). Enter a

‘Y’ to indicate that an employee is subject to a two person EIC calculation. Enter an ‘X’ to indicate thatan employee is subject to a one person EIC calculation. Enter a <CR> for no EIC calculation. The

<CR> is the typical response.

NOTE: BE CAREFUL WHEN EXITING THIS FIELD. TO EXIT THIS FIELD, PRESS THE

<CR>. DO NOT ENTER AN 'XX' TO EXIT BECAUSE THE SYSTEM WILL INTERPRET

'XX' AS 'X', THEREBY INDICATING A ONE-PERSON EIC CALCULATION.

6 - FWT EXEMPTS - Enter the number of federal withholding exemptions that an employee

claims. The number of exemptions affect the amount of federal taxes withheld. The system will accept a

number between 0 and 99.

7 - FWT ADDTL - Enter the dollar amount of additional federal withholding that an employee

wants withheld above the regular calculated federal withholding amount. This should be the amount of

additional withholding desired per pay period.

8 - FICA EXEMPT - Enter a ‘Y’ to indicate that an employee is exempt from FICA taxes or

a ‘N’ to indicate that an employee is NOT exempt from FICA taxes. A <CR> is treated as a ‘N’. An

example of FICA-exempt employee: work-study student or tutor with at least 8 credit hours.



2-

Payroll Data Entry

9 - MEDI EXEMPT - Enter a ‘Y’ to indicate that an employee is exempt from the Medicare

portion of FICA taxes or a ‘N’ to indicate that an employee is NOT exempt. A <CR> is treated as a

‘N’.

10 - TAX STATE - Enter a <CR> to accept the default value of ‘NC’. After hitting the

carriage return, the State Tax-North Carolina Screen will be displayed. Refer to page 2-10 for instruc-

tions on field entries.

11 - TAX MARITAL - Enter a valid marital status code or enter a ‘?’ to view a list of marital

status codes. This field indicates the employee’s marital status for federal tax purposes. It can be

different from the marital status entered on the Personnel Data Entry Screen.

12 - WORK COMP - This field is not currently used.

13 - SHIFT2 DIFF - This field is not currently used.

14 - SHIFT3 DIFF - This field is not currently used.

15 - LV DATE EMP- Enter the beginning date when an employee begins to accrue leave.

16 - RET NUMBER - Enter the employee’s retirement account number if the employee is

subject to retirement. This number will be used on hard copies and tape reports sent to the state retire-

ment system.

17 - CONTRACT TAX METHOD - Enter one of the three methods of withholding taxes on

income paid through contracts. The default is B.

A - The percentage method (withholds the most)

B - The regular withholding methodC - The annual budget method (withholds the least)

Note: The contract taxing method chosen will affect all the contracts issued to the employee.

18 - UNEMPLOYMENT EXEMPT - Enter a ‘Y’ to indicate that an employee is exempt

from unemployment taxes or a ‘N’ to indicate that an employee is NOT exempt from unemployment

taxes. A <CR> is that same as a ‘N’.

19 - ENCUMBER - Enter a ‘Y’ or <CR> to indicate that you want to encumber the salary

and contracts for this employee. Enter a ‘N’ to indicate that you do NOT want to encumber thisemployee. The typical response is to enter a <CR> since it is assumed that most employees are to be

encumbered.

NOTE: A 'Y' IN THIS FIELD DOES NOT ACTIVATE THE ENCUMBRANCE SYSTEM.

THE ENCUMBRANCE SYSTEM IS ACTIVATED THROUGH THE MAINTAIN ENCUM-

BRANCE SYSTEM SWITCH OPTION.




PAYROLL/PERSONNEL <<< UPDATE MODE >>> SPY2A

===============================================================================


===============================================================================


1. BOND COST:

2. DEDUCTION: RATE: BALANCE: EMPR RATE:

2.1 14 HAROLD’S FUND

2.2 5 KICKBACK

2.3 2 RETIREMENT 6% 10.96%

2.4 3 HOSPITALIZATION 90.12 144.60

2.5 6 CO HEALTH INS S 50.05 10.00

2.6 22 NC TSA 1.00

2.7 23 TEST 10.00 25.00

2.8 21 CHILD SUP TEST 10.00

2.9

2.10

2.112.12



Page two of the Payroll Data Entry Screen collects information on employee deductions. When you

enter a new employee’s deductions for the first time, the screen contains only the employee number and

name.

This screen contains a multivalued field, DEDUCTION. Be aware that when you enter data into amultivalued field, the system continuously prompts you for data until all fields are completed. To exit

from a multivalued field, enter a ‘/‘ at the prompt line.

The field descriptions and instructions are listed below.

1 - BOND COST - Enter the amount to be deducted for savings bonds if an employee elects

to have this deduction. If an employee does not elect to have this deduction, enter a <CR> to skip the

field. This field is optional.

2 - DEDUCTION - This field is a multivalued field consisting of four components— DEDUC-

TION CODE, RATE, BALANCE and EMPR RATE.

DEDUCTION CODE: Enter a valid deduction code or enter a ‘?’ to view a list of deduc

tion codes.

RATE: Enter the employee’s deduction rate for the specified deduction. This can either

be a dollar amount or a percentage. If the amount is a percentage, enter a % sign

at the end of the figure. If no amount is to be taken for the employee’s portion,

enter a ‘N’.



2-

Payroll Data Entry

BALANCE: Enter a ceiling rate for the deduction. The ceiling rate is an amount that

places a limit on the deduction. Once the limit is reached, the deduction is no

longer withheld. If no limit or ceiling is to be imposed, enter ‘N’ in the

BALANCE field or enter a <CR> to accept the default of ‘N’.

EMPR RATE: Enter the employer’s rate for the deduction. It can be either a dollar

amount or percentage. Do not put 0 in for a balance unless you do not

want the deduction taken.




PAYROLL/PERSONNEL <<< UPDATE MODE >>> SPY2B

===============================================================================


===============================================================================


1. REGULAR PAY RATE: 3500.000 2. OVERTIME PAY RATE:

INITIALS: RMB INITIALS:

DATE: 11-30-93 DATE:

REGULAR PAY RATE: 3122.000 OVERTIME PAY RATE:



REGULAR PAY RATE: 3500.000 OVERTIME PAY RATE:



ENTER NEXT PAGE(/) OR FIELD # TO CHANGE ?


Page three of the Payroll Data Entry Screen tracks salary and rate information for an employee. The

screen will be displayed whenever the pay rate is changed. The last three rate changes are kept and

displayed. The rate at the top is the most current.

1 - REGULAR PAY RATE - For a salaried employee this will be the amount for the specified

pay cycle. For an hourly employee this will be the hourly rate. The change on the top is the most recent.

When you are transferred to this screen by a rate change on the front screen, the rate that was entered

on page one will be displayed, and you will be prompted for the date. Enter the date.

2 - OVERTIME PAY RATE - Enter the overtime pay rate for an employee if eligible for

overtime pay.



2-

Payroll Data Entry

Payroll Employee Encumbrance Maintenance PEMP.ENCMNT

———————————————————————————————————————

Employee : 44 MILLER, LARRY Encumbered : 17,140.91

Position(s) : 99999 INSTRUCTOR Liquidated :

————————— S U M M A R Y E N C U M B R A N C E ——————————

1. Encum-Type: Encumbered: Liquidated:1.1 G GROSS 14000.00 0.00

1.2 F FICA MATCHING 1028.11 0.00

1.3 D2 RETIREMENT 1534.40 0.00

1.4 D3 HOSPITALIZATION 578.40 0.00

1.5

————————— A C T U A L E N C U M B R A N C E ——————————

4. Encum-Type/Account: G/L-Account: Amount: Pos%: Liqdtd:

4.1 G GROSS 11*110*21100*0100*20 14000.00 100.00 0.00

4.2 F FICA MATCHING 11*110*21810*0100*20 1028.11 100.00 0.00

4.3 D2 RETIREMENT 11*110*21820*0100*20 1534.40 100.00 0.00

4.4 D3 HOSPITALIZATION 11*110*21830*0100*20 578.40 100.00 0.00

4.5

4.65. PAY FREQUENCY: 4.0 # OF PAYROLL LIQUIDATIONS: 0.0

Enter Next Page(/), Cancel(XX), Or Field # To Change ?

Employee Encumbrance Maintenance Screen

The Employee Encumbrance Maintenance Screen displays employee encumbrance information. If your

institution is using the encumbrance system and the employee’s ENCUMBER flag is set to ‘Y’, you will

be transferred to the above screen.

It is possible to encumber full-time and hourly employees from this screen. If the ENCUMBER flag is

‘N’ you will not see the above screen. If the employee is a full-time employee, the information below

will be broken down according to the position table. If the employee also has additional contracts, this

information is not displayed on this screen.

The only user input required on this screen is the pay frequency. All other information is automatically

calculated and displayed.

The field descriptions are described below.

1 - ENCUM-TYPE - This field will display the amount encumbered and liquidated by type.This is a summary display of the amounts.

4 - ENCUM-TYPE/ACCOUNT - This field will display the encumbrance type and the

amount encumbered and liquidated by account. The position table percentage for each account is also

shown.

5 - PAY FREQUENCY - The number of periods to encumber. The default is 12.




PAYROLL/PERSONNEL <<< UPDATE MODE >>> STAXNC

===============================================================================

STATE TAX - NORTH CAROLINA

===============================================================================


1. SWT EXEMPTS: 0

2. SWT ADDTL:

3. TAX STATUS: M MARRIED

ENTER FIELD # TO CHANGE OR <CR> TO RETURN?

State Tax - North Carolina Screen

The State Tax-North Carolina Screen collects state tax withholding information for an employee. The

screen displays after you enter a <CR> at the TAX STATE field on page one of the Payroll Data Entry

Screen.

The screen prompts you for three responses: number of state withholding exemptions, SWT EX-EMPTS; amount of additional withholding, SWT ADDTL; and tax status, TAX STATUS.

.The field descriptions are listed below.

1 - SWT EXEMPTS - Enter the number of state withholding exemptions that an employee

claims. This is a required field.

2 - SWT ADDTL - Enter the amount of additional withholding to be withheld for the specified

pay period. Enter a <CR> to skip this field and accept the default value. This is an optional field.

3 - TAX STATUS - Enter a valid tax status code or enter a ‘?’ to view a list of tax status

codes. This field indicates an employee’s marital status for state tax purposes. This is a required field.



i

3-

Batch Header Maintenance

3Purpose .................................................................................................. 3-2

Accessing the Batch Header Maintenance Option ................................ 3-2

Batch Header Maintenance Screen........................................................ 3-3

Building an hours batch header ............................................................. 3-4

Building a one-time deductions batch header........................................ 3-5

Building a leave batch header................................................................ 3-6

Building a contracts batch header .......................................................... 3-7

Building a part-time staff contract batch header.................................... 3-8

Building a part-time faculty contract batch header................................ 3-9

Batch Header Maintenance C h a p t e r




Purpose

The Batch Header Maintenance option allows you to build batch headers. Batch headers identify

and segment payroll information into specific categories. Currently, there are six batch header

categories:

• Hours batch

• One-time Deduction batch

• Leave batch

• Contract batch

• Part-Time Staff Contract batch

• Part-Time Faculty Contract batch

Each of the batch categories has a batch header. The header contains information about the batch

such as whether it is balanced or total dollar amount. Batch headers must be built before batches

can be computed.

Batch headers are four-digit numbers. To avoid confusion, you should reuse the same batch

numbers for the same type of batch each time you execute a payroll run.

The file containing the batch numbers is cleared after each payroll is completed. If you start a

new payroll run, you will need to create a new batch header.

Accessing the Batch Header Maintenance Option

At the Master Menu choose selection number three, BATCH HEADER MAINTENANCE. Next,enter your security code at the “ENTER PAYROLL UPDATE PASSWORD?” prompt.



i

3-


PAYROLL/PERSONNEL SPY3

===============================================================================BATCH HEADER MAINTENANCE

===============================================================================

BATCH: 0002

1. OPERATOR INITIALS: JJ

2. BATCH CONTENTS: C

ENTER SAVE(S), CANCEL(XX), NEXT PAGE(/), OR FIELD # TO CHANGE ?

Batch Header Maintenance Screen

The Screens

The Batch Header Maintenance Screen allows you to assign a four-digit number as a batch

header and then link the batch header to a specific batch category. The screen also prompts youfor your initials, which serves as an audit trail.

The field descriptions and instructions for entries are listed below:

1 - OPERATOR INITIALS - Enter your initials here.

2 - BATCH CONTENTS - Enter the letter that indicates the type of batch you want to

build. Valid batch categories are:

H - HOURS BATCHO - ONE TIME DEDUCTION BATCH

L - LEAVE BATCH

C - CONTRACT BATCH (Coned or ‘P’ contract batch)

S - PART TIME STAFF CONTRACT BATCH

F - PART TIME FACULTY CONTRACT BATCH

After you choose a batch category, the screen associated with the specified choice will be dis-

played.




PAYROLL/PERSONNEL SPY3H

===============================================================================

BATCH HEADERS - HOURS

===============================================================================

BATCH: 0001

1. ADJ TO GROSS:

2. REGULAR HOURS: 11168.62

3. OVERTIME HOURS:

4. SPECIAL PAY AMT:

5. VACATION HOURS:

6. SICK HOURS:

7. HOLIDAY HOURS:

8. EVENING HOURS:

9. NIGHT HOURS:

10. AUTH ABS HOURS:


Batch Headers - Hours Screen

The Batch Headers - Hours Screen is displayed as the second page of the Batch Header Mainte-

nance Screen when you select to build an hours batch header. It is not necessary to complete the

second screen since the batch balancing process will complete the screen.

NOTE: YOU MAY CHOOSE TO COMPLETE THE SECOND PAGE OF

OF THE BATCH HEADER SCREEN WITH MANUALLY CALCULATED

FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK

YOUR FIGURES AGAINST COMPUTER GENERATED ONES.

After you view this screen, enter a ‘/’ to return to the previous screen. Then enter a ‘S’ to save the

header.

.



i

3-


PAYROLL/PERSONNEL SPY3O

===============================================================================

BATCH HEADERS - ONE-TIME DEDUCTIONS

===============================================================================

BATCH: 0003

1. DEDUCTION AMOUNT:

ENTER DEDUCTION AMOUNT (9999999.99) OR <CR> ?..........

Batch Headers - One-Time Deductions

The Batch Headers - One-Time Deductions Screen is displayed as the second page of the Batch

Header Maintenance Screen when you select to build a one-time deductions batch header. It is

not necessary to complete the second screen since the batch balancing process will complete the

screen.

NOTE: YOU MAY CHOOSE TO COMPLETE THE SECOND PAGE OF THE

BATCH HEADER SCREEN WITH MANUALLY CALCULATED FIGURES.

THIS OPTION ALLOWS YOU TO CROSSCHECK YOUR FIGURES

AGAINST COMPUTER GENERATED ONES.

After you view this screen, enter a ‘/’ to return to the previous screen. Then enter a ‘S to save the

header.





=====================================================================

BATCH HEADERS - LEAVE

=====================================================================

BATCH: 0003

1. LEAVE AMOUNT:

ENTER LEAVE AMOUNT (9999999.99) OR CR>? ........

Batch Headers - Leave

The Batch Headers - Leave Screen is displayed as the second page of the Batch Header Mainte-

nance Screen when you select to build a leave batch header. It is not necessary to complete the

second screen since the batch balancing process will complete the screen.


BATCH HEADER SCREEN WITH MANUALLY CALCULATED

FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK YOURFIGURES AGAINST COMPUTER GENERATED ONES.


header.



i

3-



===============================================================

BATCH HEADERS - CONTRACTS

===============================================================BATCH: 0004

SPECIAL PAY AMOUNT:

ENTER NEXT PAGE(/) OR CANCEL(XX)

Batch Headers - Contracts

The Batch Headers - Contracts Screen is displayed as the second page of the Batch Header

Maintenance Screen when you select to build a contracts batch header. It is not necessary to

complete the second screen since the batch balancing process will complete the screen.



FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK YOUR

FIGURES AGAINST COMPUTER GENERATED ONES.


header.





=======================================================================


=======================================================================

BATCH: 0005

1. ADJ TO GROSS:

2. REGULAR HOURS:

3. OVERTIME HOURS:

4. SPECIAL PAY AMT:

5. VACATION HOURS:

6. SICK HOURS:

7. HOLIDAY HOURS:

8. EVENING HOURS:

9. NIGHT HOURS:

10. AUTH ABS HOURS:


Batch Headers - Part-Time Staff Contract

The Batch Headers - Part-Time Staff Contract Screen is displayed as the second page of the

Batch Header Maintenance Screen when you select to build a part- time staff contract batch

header. It is not necessary to complete the second screen since the batch balancing process willcomplete the screen.





The Part-Time Staff Contract Screen is identical to the Hours Screen.


header.



i

3-



=======================================================================


=======================================================================

BATCH: 0005

1. ADJ TO GROSS:

2. REGULAR HOURS:

3. OVERTIME HOURS:

4. SPECIAL PAY AMT:

5. VACATION HOURS:

6. SICK HOURS:

7. HOLIDAY HOURS:

8. EVENING HOURS:

9. NIGHT HOURS:

10. AUTH ABS HOURS:


Batch Headers - Part-Time Faculty Contract

The Batch Headers - Part-Time Faculty Contract Screen is displayed as the second page of the

Batch Header Maintenance Screen when you select to build a part-time faculty contract batch

header. It is not necessary to complete the second screen since the batch balancing process willcomplete the screen.





The Part-Time Faculty Contract Screen is identical to the Hours Screen.


header.




After you have built all of the batch headers for your compute, you are ready to build your

batches. To build batches use Payroll Menu option (4) ‘BATCH TRANSACTIONS INPUT’. See

Chapter 4 for instructions.

— END OF CHAPTER —



i

4-

Batch Transaction Input

4Purpose .................................................................................................. 4-2

Accessing the Batch Transaction Input Option ..................................... 4-2

Batch Transaction Input Menu .............................................................. 4-3

Description of Batch Transaction Input Menu Options ......................... 4-4

Input/Review Transactions Manually.................................................... 4-5

Build Hourly Transactions For Salaried Employees ........................... 4-11

Build contract Transactions For Contract Employees ......................... 4-12

Print Batch Listing (Hours) ................................................................. 4-17

Print Batch Listing (Coned and 'P' Contract)....................................... 4-18

Print Batch Listing (Leave) ................................................................. 4-19

Print Batch Listing (Deductions) ......................................................... 4-20

Print Batch Listing (Staff Contract)..................................................... 4-21

Print Batch Listing (Faculty Contract)................................................. 4-22

Batch Transaction Input C h a p t e r




Purpose

In general, the Batch Transaction Input option allows you to input and build payroll batches.

Batches are groups of payroll information segmented into different categories. This option pulls

together the payroll transactions within the different batches and prepares them for the compute

function.

This option allows you to:

• Input and review transactions manually

• Build transactions for salaried employees

• Build contract transactions (continuing education, curriculum and part-time staff) for

contract employees

• Print batch listings

Each of the above functions can be accessed by selecting the appropriate number from the Batch

Transaction Input Menu.

Accessing the Batch Transaction Input Option

At the Master Menu choose selection number four, BATCH TRANSACTION INPUT. Next,

enter your security code at the “ENTER PAYROLL UPDATE PASSWORD?” prompt.



i

4-


The Screens

PAYROLL/PERSONNEL MPY4

=====================================================================

***** BATCH TRANSACTIONS INPUT *****

1 = INPUT/REVIEW TRANSACTIONS MANUALLY

2 = BUILD HOURLY TRANSACTIONS FOR SALARIED EMPLOYEES

3 = BUILD CONTRACT TRANSACTIONS FOR CONTRACTED EMPLOYEES

4 = PRINT BATCH LISTING (HOURS)

5 = PRINT BATCH LISTING (CONED AND ‘P’ CONTRACT)

6 = PRINT BATCH LISTING (LEAVE)

7 = PRINT BATCH LISTING (DEDUCTIONS)

8 = PRINT BATCH LISTING (STAFF CONTRACT)

9 = PRINT BATCH LISTING (FACULTY CONTRACT)

ENTER SELECTION OR <CR> TO RETURN = ...

Batch Transaction Input Menu

The Batch Transactions Input Menu displays the various functions available and gives you a

choice of which selection to perform. Enter the number corresponding to the function that you

want to execute.

If you do not want to choose a selection, enter a <CR> to return to the Master Menu.

The selections are described on page 4-4.




1 - INPUT/REVIEW TRANSACTIONS MANUALLY

Allows you to enter transactions for hourly employees, special pay such as longevity and

leave or review transactions.

2 - BUILD HOURLY TRANSACTIONS FOR SALARIED EMPLOYEES

Allows you to build transactions for all salaried employees within a specified pay cycle.

3 - BUILD CONTRACT TRANSACTIONS FOR CONTRACTED EMPLOYEES

Allows you to build transactions for contracted employees. You can choose to build Continu-

ing Education contracts (Coned), Curriculum contracts and part-time staff contracts.

4 - PRINT BATCH LISTING (HOURS)

Allows you to print a listing of the hours batch.

5 - PRINT BATCH LISTING (CONED & ‘P’ CONTRACT)

Allows you to print a listing of Continuing Education & part-time contracts.

6 - PRINT BATCH LISTING (LEAVE)

Allows you to print a listing of the leave batch.

7 - PRINT BATCH LISTING (DEDUCTIONS)

Allows you to print a listing of the deductions batch.

8 - PRINT BATCH LISTING (STAFF CONTRACT)

Allows you to print a listing of the staff contract batch.

9 - PRINT BATCH LISTING (FACULTY CONTRACT)

Allows you to print a listing of the faculty batch.



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1 - Input/Review Transactions Manually

PAYROLL/PERSONNEL STRNPVT

=====================================================================

INPUT/REVIEW TRANSACTIONS

=====================================================================

ENTER BATCH NUMBER OR <<CR> TO EXIT?

Input/Review Transactions Screen

The Input/Review Transactions Screen allows you to input a four-digit batch number, previously

defined in Batch Header Maintenance, in order to access the batch. The type of screen that ap-

pears depends on the type associated with the batch number you entered.

This option will allow you to:

• access employees who are paid by the hour and enter transactions for regular pay,

special pay (such as longevity), leave, additional contract pay and one-time deductions

(such as United Way)

• to review any type of batch that you have built

If you do not want to enter a batch number, enter a <CR> to return to the Master Menu.

If you are in the process of entering a batch and plan to be away from your screen for an ex-

tended period of time, do not leave a batch open. If you do and the inactivity time limit on your

system expires, you will be logged out. This will leave the batch header broken, and you willhave to call DCC for assistance.




PAYROLL/PERSONNEL STRNPUTH

==========================================================================

HOURS TRANSACTIONS

==========================================================================TRANSACTION NUMBER:

1. EMPLOYEE NUMBER:

2. ADJ TO GROSS:

3. REGULAR HOURS:

4. OVERTIME HOURS:

5. SPECIAL PAY AMT:

ACCOUNT NUMBER:

6. VACATION HOURS:

7. SICK HOURS:

8. HOLIDAY HOURS:

9. EVENING HOURS:

10. NIGHT HOURS:

11. AUTH ABS HOURS:

ENTER TRANSACTION NUMBER, “N” FOR NEXT UNUSED NUMBER, “R,#” FOR REVIEW,

OR <<CR> FOR NEXT BRANCH

Hours Transactions Screen or Special Pay Screen

The Hours Transactions Screen is displayed when you key a hours batch number at the prompt on

the Input/Review Transactions Screen. This screen allows you to enter transactions for hourly

employees or review previous transactions for hourly employees.

Special pay can also be entered on the Hours Transactions Screen. If you have a group of special

pay transactions for a number of employees, open another hours batch and key the transactions.

This process allows you to categorize similar transactions into distinct batches.

IT IS POSSIBLE TO ENTER TRANSACTIONS FOR SALARIEDEMPLOYEES ON THE HOURS BATCH SCREEN. IF A SALARIED

EMPLOYEE IS TO RECEIVE BONUS PAY OR A REDUCTION IN

PAY, YOU CAN ENTER THE AMOUNT IN THE ADJ. TO GROSS FIELD.

The field descriptions are listed on page 4-7.



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1 - TRANSACTION NUMBER - Enter a ‘N’ to have the system automatically assign a

transaction number for transaction entry or enter an ‘R,#’, where ‘#’ is a transaction number to

review a previous transaction.

2 - EMPLOYEE NUMBER - Enter the employee number of the employee to be paid in

this transaction.

3 - ADJ TO GROSS - If you are adjusting an employee’s gross pay, enter the amount in

this field. This amount will be added to any other salary amount that the employee has. You can

use this field to pay bonus pay or make a reduction in pay. If you are using the encumbrance

system, adjustments to gross are neither encumbered nor liquidated. ( Note: If a salaried em-

ployee is to receive additional money for part-time duties, use a part-time contract not ADJ. TO

GROSS field.)

4 - REGULAR HOURS - Enter the regular hours worked for an hourly or part-time

employee.

5 - SPECIAL PAY AMT - Enter the dollar amount of the special pay IF THIS IS ASPECIAL PAY BATCH . Remember that withholding is less when you use special pay. If you are

using the encumbrance system, special pay is not encumbered or liquidated.

ACCOUNT NUMBER - Enter the account number that special pay will be charged to.

Leave blank if SPECIAL PAY AMT field is not used.

6 - VACATION HOURS - Enter any vacation hours taken if this is a leave batch.

7 - SICK HOURS - Enter any sick leave taken if this is a leave batch.

8 - HOLIDAY HOURS - Not generally used.

9 - EVENING HOURS - Not generally used.

10 - NIGHT HOURS - Not generally used.

11 - AUTH ABS HOURS - Not generally used.




PAYROLL/PERSONNEL STRNPUTL

==========================================================================

LEAVE TRANSACTIONS

==========================================================================

TRANSACTION NUMBER:

1. EMPLOYEE NUMBER:

2. LEAVE TYPE:

3. LEAVE ADJUSTMENT:

4. ADJUSTMENT TYPE:


OR <<CR> FOR NEXT BATCH?

Leave Transactions Screen

The Leave Transactions Screen is displayed when you key a leave batch number at the prompt on

the Input/Review Transactions Screen.

This screen allows you to enter transactions for employees who have taken leave during the pay

cycle that is to be processed.

The field descriptions are listed below.

1 - EMPLOYEE NUMBER - Enter the employee number of the employee that this leave

transaction is for. The employee’s name will then be displayed.

2 - LEAVE TYPE - Enter a ‘V’ for vacation or an ‘S’ for sick.

3 - LEAVE ADUSTMENT - Enter the number of hours of leave to adjust.

4 - ADJUSTMENT TYPE - Enter the type of leave adjustment. Valid adjustment types

are:

B - Balance

A - Accrued

U - Used



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PAYROLL/PERSONNEL STRNPUTC

====================================================================

CONTRACTS TRANSACTIONS

====================================================================

TRANSACTION NUMBER:

EMPLOYEE NUMBER:

SPECIAL PAY AMT:

ACCOUNT NUMBER:

ENTER TRANSACTION NUMBER, “R,#” FOR REVIEW,

OR <<CR> FOR NEXT BATCH?

Transactions Screen

The Contracts Transactions Screen is displayed when you enter a contract batch number at the

prompt on the Input/Review Transaction Screen.

This screen allows you to enter transactions for contract employees who are to receive special

pay for the pay cycle that is to be processed.


1 - EMPLOYEE NUMBER - Enter the employee number of the contract employee who

is to receive special pay. The employee’s name will then be displayed.

2 - SPECIAL PAY AMT - Enter the dollar amount of the special pay. Remember that

withholding is less when you use special pay. If you are using the encumbrance system, special

pay is not encumbered or liquidated.

3 - ACCOUNT NUMBER - Enter the account number that special pay will be charged.




PAYROLL/PERSONNEL STRNPUTO

===========================================================================

ONE-TIME DEDUCTION TRANSACTIONS

===========================================================================

TRANSACTION NUMBER:

1. EMPLOYEE NUMBER:

2. DEDUCTION CODE:

3. DEDUCTION AMT:


OR <CR> FOR NEXT BATCH?

One-Time Deduction Transactions Screen

The One-Time Deduction Transactions Screen is displayed when you enter a one-time deduction

batch number at the prompt on the Input/Review Transaction Screen.

One-time deduction batches are used to take deductions that will only be taken once or once

annually. Examples are the United Way, Heart Fund, Flower Fund, etc.


1 - EMPLOYEE NUMBER - Enter the employee number of the employee who is to

have a one-time deduction taken from his pay. The employee’s name will be displayed.

2 - DEDUCTION CODE - Enter a valid deduction code or enter a ‘?’ to receive a list of

valid deduction codes.

3 - DEDUCTION AMT - Enter the amount to be deducted from the employee’s pay for

the specified pay cycle.



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2 - Build Hourly Transactions for Salaried Employees

======================================================================

ENTER SALARIED EMPLOYEE PAY CYCLE TO PROCESS OR <<CR> TO EXIT =

Salaried Employees Batch Screen

The above screen is displayed when you select option two at the prompt on the Batch Transaction

Input Menu. The screen allows you to build a batch for all salaried employees with a pay code of

‘S’ and a status of active.

Enter the pay cycle for the salaried employees that you want to process. This is typically an ‘M’

for monthly.

After entering a valid pay cycle, the above screen will be displayed with an “ENTER BATCH

NUMBER OR HIT RETURN TO END” prompt. Enter a batch number or a <CR> to exit.

After entering a valid batch contract number, the screen will prompt you to “ENTER PAY

PERIOD DATE”. Enter the pay period ending date for the transactions you want to process.

The Batch Transaction Input Menu will reappear. Enter a selection or enter a <CR> to exit to the

Main Menu.




3 - Build Contract Transactions for Contract Employees

PAYROLL/PERSONNEL

====================================================================

1 = BUILD CONED CONTRACT BATCHS

2 = BUILD CURRICULUM CONTRACT BATCHS

3 = BUILD PART-TIME STAFF CONTRACT BATCHS

ENTER SELECTION OR <<CR> TO RETURN =

Contract Selection Menu

The Contract Selection Menu displays the various contract batches that you can choose to build.

In order to build contracts, the contracts must have been originally keyed and pulled over into the

payroll system.

Enter the number corresponding to the function that you want execute. If you do not want to

build a contract batch, enter a<CR> to return to the previous menu.

The selections are described on the following page.



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1 - BUILD CONED CONTRACT BATCHS

Allows you to build a continuing education contract batch.

2 - BUILD CURRICULUM CONTRACT BATCHS

Allows you to build a curriculum contract batch.

3 - BUILD PART-TIME STAFF CONTRACT BATCHS

Allows you to build a part-time staff contract batch.

In each of these selections, you will be prompted for pay cycle, contract batch number and pay-

ending date. The system then uses the information to determine how much to pay an employee in

these batches.




1 - Build Coned Contract Batchs

=======================================================================

ENTER EMPLOYEE PAY CYCLE TO PROCESS OR <<CR> TO EXIT =

Coned Contract Batch Screen

The above screen is displayed when you select option one at the Contract Selection Menu. Enter

the pay cycle for the Coned contract employees that you want to process. This is typically a ‘M’

for monthly.


NUMBER OR HIT RETURN TO END” prompt. Enter a batch contract number or a <CR>to exit.



The Contract Selection Menu will reappear. Enter a selection or enter a <CR> to exit to the Batch

Transaction Input Menu.



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2 - Build Curriculum Contract Batchs

============================================================


Curriculum Contract Batch Screen

The above screen is displayed when you select option two at the Contract Selection Menu. Enterthe pay cycle for the Curriculum contract employees that you want to process. This is typically a

‘M’ for monthly.





The Contract Selection Menu will reappear. Enter a selection or enter a <CR> to exit to the

Batch Transaction Input Menu.




3 - Build Part-Time Staff Contract Batchs

=====================================================================


Part-Time Staff Contract Screen

The above screen is displayed when you select option three at the Contract Selection Menu. Enterthe pay cycle for the part-time staff contract employees that you want to process. This is typically

a ‘M’ for monthly.





The Contract Selection Menu will reappear. Enter a selection or enter a <CR> to exit to the

Batch Transaction Input Menu.



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4 - Print Batch Listing (Hours)

P R I N T B A T C H L I S T I N G

— HOURS BATCHES —


The above screen is displayed when you select option four at the Batch Transaction Input Menu.

Enter the batch number at the prompt or enter a <CR> to return to the previous screen.

This option generates an hours batch listing. The listing shows the contents of the batch, includ-

ing batch number, sequence number, employee number and any adjustments.




5 - Print Batch Listing (Coned and ‘P’ Contract)


— CONTRACTS BATCHES —

ENTER BATCH NUMBER OR <CR> TO EXIT?

The above screen is displayed when you select option five at the Batch Transaction Input Menu.


This option generates a contracts batch listing. The listing shows the contents of the batch, in-

cluding batch number, sequence number, employee number and any adjustments.



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6 - Print Batch Listing (Leave)


— LEAVE BATCHES —


The above screen is displayed when you select option six at the Batch Transaction Input Menu.


This option generates a leave batch listing. The listing shows the contents of the batch, including

batch number, sequence number, employee number, employee name, type of leave, adjustment

amount and adjustment code.




7 - Print Batch Listing (Deductions)


— DEDUCTION BATCHES —


The above screen is displayed when you select option seven at the Batch Transaction Input Menu.


This option generates a deductions batch listing. The listing shows the contents of the batch,

including batch number, sequence number, employee number, deduction type and deduction

amount.



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8 - Print Batch Listing (Staff Contract)


— STAFF CONTRACT BATCHES —


The above screen is displayed when you select option eight at the Batch Transaction Input Menu.


This option generates an staff contract batch listing. The listing shows the contents of the batch,including batch number, sequence number, employee number and employee name.




9 - Print Batch Listing (Faculty Contract)


— FACULTY CONTRACT BATCHES —


The above screen is displayed when you select option nine at the Batch Transaction Input Menu.


This option generates a faculty batch listing. The listing shows the contents of the batch, includ-

ing batch number, sequence number, employee number, employee name and adjustments.




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5-

Batch Balancing

5Purpose .................................................................................................. 5-2

Accessing the Batch Balancing Option ................................................. 5-2

Payroll Batch Balancing Screen - Page 1 .............................................. 5-3

Payroll Batch Balancing Screen - Page 2 .............................................. 5-4

Batch Balancing C h a p t e r




Purpose

The Batch Balancing option allows you to determine whether existing batches are balanced

before you execute the compute process. This option displays a summary of the transactions

within a batch.

Accessing the Batch Balancing Option

At the Master Menu choose selection number five, BATCH BALANCING. Next, enter your

security code at the “ENTER PAYROLL UPDATE PASSWORD?” prompt.



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Batch Balancing

The Screens

QPY5

B A L A N C E B A T C H E S

ENTER ‘END’ -OR- ‘ALL’ -OR- A SPECIFIC BATCH NUMBER?

Payroll Batch Balancing Screen - Page 1

The Payroll Batch Balancing Screen allows you to balance the batches that you have previously

keyed. All batches should be balanced before you execute the compute process. If a batch or

batches are out of balance, you will receive an error message when you attempt to begin a com-

pute.

Page one prompts you for three responses: END, ALL or specific batch number.

• Enter END if you do not want to balance any batches. This command takes you back to

the Master Menu.

• Enter ALL to balance all the batches that you have keyed. Each existing batch will

display in sequence when you enter a <CR>. A message at the bottom of the screen will

notify you if a batch is in balance or is out of balance.

• Enter a batch number to balance a specific batch. A message at the bottom of the screen

will notify you if a batch is in balance or is out of balance.




*** PAYROLL BATCH BALANCE

BATCH NO. CONTENTS OPERATOR NEXT RECORD

001 HOURS RECORDS DC 3

BATCH TRANSACTIONS DIFFERENCE

ADJUSTMENT TO GROSS 175.00 175.00

REGULAR HOURS

OVERTIME HOURS

SPECIAL PAY

VACATION HOURS

SICK HOURS

HOLIDAY HOURS

AUTHORIZED ABSENCE HOURS

EVENING HOURS

NIGHT HOURS

====================================================================BATCH 001 IS NOT IN BALANCE

TYPE RETURN TO CONTINUE?

Payroll Batch Balancing Screen - Page 2

Page two of the Batch Balancing Screen displays a summary of a batch and its transactions as

well as a notification of whether it is in balance or out of balance.

The screen above shows an example of an hours batch that is not in balance. Notice that the

DIFFERENCE field contains an amount, and the message line displays, ‘BATCH 0001 IS NOT

IN BALANCE’.

The screen for a batch that is balanced resembles the above screen with the exception of the

DIFFERENCE field and the message line. A balanced batch contains a 0.00 amount in the DIF-

FERENCE field and the message line displays, ‘BATCH 0001 IS IN BALANCE’.




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Payroll Compute and Reports

6Purpose .................................................................................................. 6-2

Accessing the Payroll Compute and Reports Option............................. 6-2

Payroll Compute Menu.......................................................................... 6-3

Descriptions of Payroll Compute Menu Options................................... 6-3

Compute Process ................................................................................... 6-4

Backup Process ...................................................................................... 6-9

Post G/L Transactions.......................................................................... 6-12

Payroll Compute and Reports C h a p t e r




Purpose

The Payroll Compute and Reports option allows you to execute a payroll compute and print the

associated reports that are generated. This option should be executed after all new employees, all

contracts and all hourly batches have been entered and all batches have been balanced.

In addition, within this option you can choose to:

• generate a tape or disk backup of a payroll run

• post general ledger transactions

Accessing the Payroll Compute & Reports Option

At the Master Menu choose selection number six, PAYROLL COMPUTE AND REPORTS.



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The Screens


===================================================================

*** PAYROLL COMPUTE AND REPORTS *****

1 = COMPUTE PROCESS

2 = BACKUP PROCESS

3 = POST G/L TRANSACTIONS

ENTER SELECTION OR <CR> TO RETURN=

Payroll Compute Menu

The Payroll Compute Menu displays the various functions available and gives you a choice of

which selection to perform. Enter the number corresponding to the function that you want to

execute.


The selections are described below.

1 - COMPUTE PROCESS

Allows you to execute a compute and print the reports that are generated. The reports include

the Payroll Compute Error/Attention Report, Payroll Audit Attention Report, Payroll Trans-

action Report, Post Error/Attention Report, Payroll Total Report and Payroll Register.

2 - BACKUP PROCESS

Allows you to generate a tape or disk backup of a payroll run after it is balanced and a clean

compute (no errors) has occurred.

3 - POST G/L TRANSACTIONS

Allows you to post general ledger transactions.




1 - Compute Process

=======================================================================

ENTER PAYROLL UPDATE PASSWORD?

Password Screen

This screen appears after you have selected option one at the prompt line on the Payroll Compute

Screen. The screen prompts you for the payroll update password. Enter a <CR> to continue with

the compute process and advance to the next screen.

=======================================================================

A Compute Run Has Been Requested.

Do You Wish To Continue?

‘Y’ or ‘N’

Confirmation Screen

This screen is displayed after you have entered a <CR> at the prompt on the previous screen.

Enter a ‘Y’ if you want to execute a compute or enter a 'N' to abort the operation and return to

the Compute Process Menu.



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Payroll/Personnel REL 7.7 Payroll Parameter Update PSETPAR REL 7.6

========================================================================

1. Pay Period

———————————————————————————————————————

2. Check Date : 9. Employee(s) :

9.1First Payroll Of The 9.2

3. Month : 9.3

4. Quarter : 9.4

4. Calendar Year : 9.5

5. Fiscal Year : 9.6

9.7

6. Accrue Leave? :

8. Pay Cycle(s) :

8.1 M Monthly

8.2

8.3

8.4

=====================================================================

ENTER Save(S), Cancel(XX), Or Field # To Change

Payroll Parameter Update Screen

The Payroll Parameter Update Screen is displayed when you enter a ‘Y’ at the command prompt

on the previous screen. This screen allows you to enter parameters for a payroll compute.

Two messages may appear prior to the Payroll Parameter Update Screen. These messages are:

• An Out-of-Balance Warning Message: ‘One Or More Batches HAVE NOT Been

Balanced. Please Balance And Restart Payroll Compute <CR> To Acknowledge’

• Another User Warning Message: ‘The Following Has Occurred: The User on

Line XXX Has Started A Compute. Do You Still Want to Continue? (Y/N)?’

The Out-of-Balance Warning Message indicates that one or more batches are out of balance.

Recheck the batches and make corrections, then execute the payroll compute again.

The Another User Warning Message indicates that a user on the specified line (where XXX is the

line number) has executed a compute. Restart the compute, reprocess selected employees or quitthe process altogether. The compute process can be run as many times as needed.

NOTE: YOU CANNOT EASILY RECOMPUTE AFTER YOU HAVE RUN

THE PAYROLL BACKUP. IF YOU MUST RECOMPUTE AFTER A

PAYROLL BACKUP, SEE PAGE 6-10 FOR INSTRUCTIONS.

The field descriptions and instructions are listed on the following page.




1 - PAY PERIOD - Enter the ending date of the pay period in the form MMDDYYYY.

2 - CHECK DATE - Enter the date that is to be printed on the pay checks.

3 - MONTH - Enter ‘MONTH’ if you want to clear all of the current totals for employees

or enter ‘NO’ if you do not want to clear the totals.

4 - QUARTER - Enter ‘QUARTER’ if you want to clear all the quarterly totals for

employees or enter ‘NO’ if you do not want to clear the totals.

5 - CALENDAR YEAR - Enter ‘CALENDAR’ if you want to clear all of the CYTD

totals for employees or enter ‘NO’ if you do not want to clear the CYTD totals.

6 - FISCAL YEAR - Enter ‘FISCAL’ if you want to clear all of the fiscal-year-to-date

totals or enter ‘NO’ if you do not want to clear the fiscal-year-to-date totals.

7 - ACCRUE LEAVE - Enter ‘Y’ to automatically accrue leave or enter ‘N’ to notaccrue leave.

8 - PAY CYCLE(S) - Enter the pay cycle or pay cycles. This needs to be a valid entry in

the CYCLE file. It is possible to mix pay cycles in this run. Remember this is a multivalued field.

Enter a ‘/’ to exit.

9 - EMPLOYEE(S) - If you wish to process employees that are not in the pay cycle you

have selected, enter their employee numbers. This is a multivalued field. Enter a ‘/’ to exit.



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=======================================================================

1) Process ALL Deductions

2) Process SELECTED Deductions

3) Show Deductions And Respond Yes Or No

Please Enter Your Selection —>

Voluntary Deductions Screen

The screen above prompts you to choose which voluntary deductions to process. The screendisplays after you complete the field entries on the Payroll Parameters Screen. Choose one

option.

The options are described below.

1 - PROCESS ALL DEDUCTIONS - This is the most commonly used option. All the

deductions for employees in the payroll run will be processed.

2 - PROCESS SELECTED DEDUCTIONS - This option will allow you to enter the

deductions codes that you wish to process.

3 - SHOW DEDUCTIONS AND RESPOND YES OR NO - This option walks you

through the list of all deductions and lets you chose the ones that you want to process.

Under most circumstances you would use option one and process all deductions. In situations

where you are running an off-cycle payroll, there may be deductions that you do not want to

process.




Once you have selected your deduction option you will be prompted:

=====================================================================

Do You Wish To Pre-Audit General Ledger (Y/N)

Your Response —>

General ledger pre-auditing is added at this point to flag invalid account codes that may be

generated by the salary distribution. This will prevent you from encountering errors during the

actual general ledger update.

Once you have answered all the prompts, the compute process will begin. The compute process

releases the following reports:

• Payroll Compute Error/Attention Report

• Payroll Audit Attention Report

• Payroll Transaction Post Error/Attention Report

• Payroll Total Report

• Payroll Register



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2 - Backup Process

When you have a clean compute (no errors) and your payroll is in balance, execute the payroll

backup. Choose option two at the command prompt on the Payroll Compute Menu. You are then

given the option of backing up to tape or to disk.

The payroll backup does the following:

• Copies the following files to either disk or tape:

PERMST TOTALS VCFILE P.INSTRUCTOR

PAYMST BATCHS LDGMST P.CONTRACT

DEDMST BTRANS POSTBL P.CHECK

• Prints a list of P.CONTRACTs which still have a balance even though the contract expired

during this Payroll Run.

• Clears Current, Quarter, Calendar and Fiscal fields as indicated in the Payroll setup. The follow-

ing files have data cleared:

DEDMST PAYWRK

• Copies fields that have been changed in PERWRK to PERMST.

• Copies work files back files. The following copies are done:

PAYWRK TO PAYMST P.INSTRUCTOR.WRK TO P.INSTRUCTOR

DEDWRK TO DEDMST P.CHECK.WRK TO P.CHECK

RETWRK TO RETMST P.CHECK.AUX.WRK TO P.CHECK.AUX

POSWRK TO POSTBL

• Clears the following files:

BTRANS VCHOLD

BATCHS RERUN.TAGS

VCFILE

• Clears the Yearly totals in the Position Table if you have specified thatthis payroll is part of a new fiscal year.

• Copies the TOTWRK FILE to the TOTALS file.

• Updates the amount paid in the contract files and clears the number of hours worked.

• Processes all encumbrance liquidations related to payroll run and updates the appropriate

encumbrance files accordingly. Liquidations are performed for the amount that is paid, not the




amount that is encumbered. Special pay and adjustments to gross are not handled by encum-

brance or liquidations.

• Resets payroll flags and does final housekeeping on the payroll run.

And, for colleges that are using the encumbrance module, the payroll backup:

• Prints expired P.CONTRACTS, Curriculum Contracts and Staff Contracts, which still have a

balance.

• Runs a process to notify users about encumbrance balances.

• Builds an encumbrance audit file to aid in troubleshooting encumbrance problems.

Re-executing Payroll

Sometimes it becomes necessary to rerun payroll due to:

• a power failure

• hardware failure

• an entire paycheck run lost or misprinted

If you do need to rerun payroll, follow the steps below to recover payroll using the payroll

backup.

NOTE: BEFORE STARTING A PAYROLL BACKUP RECOVERY, CALL DCC

FOR ASSISTANCE.

1) Determine if paychecks and the general ledger update have been run. If paychecks have been

printed, make sure that you handle your paycheck starting numbers according to the last pay-

check that was printed. Also, the checks that you printed will need to be stamped VOID. Re-

member you will not need to void the checks on the system, because once you have recovered

from backup those checks do not exist. Be sure to provide proper documentation about the

checks that were printed prior to the payroll recovery.

If you have already updated general ledger and you have to recover from backup, PLEASE

CALL DCC FOR ASSISTANCE. The possibility exists that you will double post entries to the

general ledger.

2) Determine if you backed up to tape or to disk. It is a good idea to be consistent in the method

that you backup payroll. If you have plenty of disk space you will find that backing up to disk is

usually faster during the backup and is definitely faster during the recovery. Keep in mind that

backing up to disk will not help you if you have a hardware failure involving the disk where your

payroll resides.

((



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3) Determine if the direct deposit tape has been sent to the bank (if you use direct deposits). If

you have sent the tape to the bank and then recover from your Payroll backup, there is the possi-

bility that the Direct Deposit tape will not match the final payroll information.

If you have not sent your tape to the bank you will complete direct deposit the same way that you

normally do, after recomputing.

4) Verify that the recovery was successful by doing a before and after comparison. Pick a par-

ticular record from each of the files on the backup list and spool to the printer. After you have

done the recovery, spool the same records to the printer. Compare the differences in the printouts.

5) Do a MAGSAV backup of CC.PY from Primos.

6) Call DCC for help with the remainder of the steps.




3 - Post G/L Transactions


======================================================================

***** PAYROLL COMPUTE AND REPORTS *****

1 = COMPUTE PROCESS

2 = BACKUP PROCESS

3 = POST G/L TRANSACTIONS

ENTER SELECTION OR <CR> TO RETURN=3

Post G/L Transactions Screen

This option allows you to post payroll transactions to the appropriate general ledger accounts.

Encumbrance transactions are always updated to the general ledger as part of this option. This

will post all encumbrance liquidations from the current payroll as well as any outstanding

encumbrance transactions that have not been posted.

NOTE: THE RESULTS OF THIS OPTION SHOW UP ON YOUR DEPARTMENT BUD-

GET REPORT (MENU OPTIONS 11-3 & 11-12).

Enter a ‘3’ at the prompt on the above screen. The screen will notify you that the posting pro-

cess has begun. No more operator input is needed.




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7-

Print Personnel Reports

7Purpose .................................................................................................. 7-2

Accessing the Print Personnel Reports Option...................................... 7-2

Personnel Reports Menu........................................................................ 7-4

Descriptions of Personnel Reports Menu Options................................ 7-5

Alphabetic Employee List ..................................................................... 7-7

Numeric Employee List ......................................................................... 7-8

Master Employee List............................................................................ 7-9

Employee Address List........................................................................ 7-10

Departmental Employee List ............................................................... 7-11

Upcoming Review Report ................................................................... 7-12

Seniority Report................................................................................... 7-13

Terminated Employees Report ............................................................ 7-14

Tenure Reports..................................................................................... 7-15

Rank Report ......................................................................................... 7-16

Full Time Equivalent Report ............................................................... 7-17

Educational Background Report.......................................................... 7-18

Vested Report ...................................................................................... 7-19

Instructors With No Salary Proration .................................................. 7-20

Employee Leave Inquiry...................................................................... 7-21

Print Personnel Reports C h a p t e r




Purpose

The Print Personnel Reports option serves as a gateway to various personnel reports. All of the

personnel reports available through this option use data from the personnel master file,

PERMST. You can print:

• Employee listings grouped alphabetically, by employee number or by departmentnumber

• Master employee listing

• Employee address listing

• Seniority report

• Terminated employees report

• Tenure reports

• Rank reports

• Full-time equivalent report

• Educational background report

• Vested report

• Instructors with no salary proration report

This option also allows you to inquire about an employee’s vacation and sick leave accruals.

Accessing the Print Personnel Reports Option

At the Master Menu choose selection number seven, PRINT PERSONNEL REPORTS. Next,

enter your security code at the “ENTER PERSONNEL PASSWORD?” prompt.



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This Page Intentionally Left Blank




The Screens

PAYROLL/PERSONNEL MPE2

=====================================================================

***** PRINT PERSONNEL REPORTS *****

1 = ALPHABETIC EMPLOYEE LIST

2 = NUMERIC EMPLOYEE LIST

3 = MASTER EMPLOYEE LIST

4 = EMPLOYEE ADDRESS LIST

5 = DEPARTMENTAL EMPLOYEE LIST

6 = UPCOMING REVIEW REPORT

7 = SENIORITY REPORT

8 = TERMINATED EMPLOYEES REPORT

9 = TENURE REPORTS

10 = RANK REPORT

11 = FULL TIME EQUIVALENT REPORT

12 = EDUCATIONAL BACKGROUND REPORT

13 = VESTED REPORT14 = INSTRUCTORS WITH NO SALARY PRORATION

15 = EMPLOYEE LEAVE INQUIRY


Personnel Reports Menu

The Personnel Reports Menu displays the various reports available and gives you a choice of

which report to print. Enter the number corresponding to the report that you want to print.


The selections are described on pages 7-5 and 7-6.



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1 - ALPHABETIC EMPLOYEE LIST

Allows you to print a report that lists alphabetically all employees in the PERMST file. The

report lists employee number, employee name, social security number and employment

status.

2 - NUMERIC EMPLOYEE LIST

Allows you to print a report that lists all employees in the PERMST file in order by employee

number. The report lists employee number, employee name, social security number and

employment status.

3 - MASTER EMPLOYEE LIST

Allows you to print a report that lists all employees in the PERMST file in order by employee

number. The report lists all the data fields for each employee.

4 - EMPLOYEE ADDRESS LIST

Allows you to print a report that lists the addresses of all employees in the PERMST file. The

report is in alphabetical order.

5 - DEPARTMENTAL EMPLOYEE LIST

Allows you to print a report that lists all employees in the PERMST file. The report is

grouped by department and includes the department number, employee number, employee

name, employment category, employment status and job description.

6 - UPCOMING REVIEW REPORT

Allows you to print a report that lists employees who are scheduled for a review within the

specified time frame. The report lists review date, employee number, employee name, em-

ployee status, branch and department.

7 - SENIORITY REPORT

Allows you to print a report that lists all employees in the PERMST file and their employ-

ment dates. The report lists department, date of employment, employee number, employeename and branch. The report consists of two parts. Part one is grouped by department. Part

two is grouped by date of employment in ascending order.

8 - TERMINATED EMPLOYEES REPORT

Allows you to print a report that lists terminated employees in order by employee number.

The report also lists date of termination and termination reason.




9 - TENURE REPORTS

Allows you to print a report that lists tenured employees. The report is in order by employee

number. The report also lists employee name, tenure status, tenure date, branch and depart-

ment.

10 - RANK REPORT

Allows you to print a report that lists all employees in the PERMST file by rank. The report

lists employee number, employee name, rank, full-time equivalent code, branch and depart-

ment.

11 - FULL TIME EQUIVALENT REPORT

Allows you to print a report that lists all employees classified as full-time. Report is in order

by employee number. The report lists employee number, employee name, full-time equiva-

lent code, rank, branch and department.

12 - EDUCATIONAL BACKGROUND REPORT

Allows you to print a report that lists the educational background data of all employees in the

PERMST file, including degrees, institutions and degree dates.

13 - VESTED REPORT

Allows you to print a report that lists all employees in the PERMST file who are classified as

vested. The report is n order by employee number. Report also lists employee name, vested

years and longevity date.

14 - INSTRUCTORS WITH NO SALARY PRORATION

Allows you to print a report that lists instructors in the PERMST file who have no salary

proration by major classification. The report is in order by employee number.

15 - EMPLOYEE LEAVE INQUIRY

Allows you to perform an on-screen inquiry of an employee’s vacation and sick leave accru-

als.



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1 - Alphabetic Employee List


=====================================================================


1 = ALPHABETIC EMPLOYEE LIST2 = NUMERIC EMPLOYEE LIST







9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT

14 = INSTRUCTORS WITH NO SALARY PRORATION15 = LEAVE INQUIRY

ENTER SELECTION OR <CR> TO RETURN= 1

Press <RETURN> to continue ...=

The Alphabetic Employee option allows you to print a report that lists alphabetically all employ-

ees in the PERMST file. The report lists employee number, employee name, social security

number and employment status.

Enter a ‘1’ at the prompt on the above screen to select the report. The screen will pause for a few

seconds in order to generate the report. The report will be spooled to the printer. The prompt

“ P r e s s < < R E T U R N > t o c o n t i n u e . . . = ” w i l l a p p e a r . E n t e r a <CR> to refresh the screen. See

below for sample report.

ALPHABETIC EMPLOYEE LIST 10:50:50 09-19-94 PAGE 1

EMP NO. EMPLOYEE NAME...... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . SOC SEC NBR STATUS..... .

202 ELAINE R. ADAMS 245-74-1780 ACTIVE136 JOHN ADAMS 852-96-7418 ACTIVE

1081 TERRY G AUMAN 263-90-4921 ACTIVE203 LUCY BALL 555-66-9988 ACTIVE161 BRENDA H BARBEE 246-77-7777 ACTIVE183 SMILEYFACE BENDY 123-45-6789 ACTIVE128 SUZANNE W BOLTON 111-11-1111 ACTIVE3179 ROBERT MARK BOUDREAUX 239-11-7367 ACTIVE14 ALISH BROWN 999-99-9999 ACTIVE179 JOHN BROWN, B 888-88-8888 ACTIVE190 J MOOSE BULLWINKLE 987-65-4321 ACTIVE135 RICHARD BUNDY 777-33-7531 ACTIVE777 RICK M BUNDY 555-55-5555 ACTIVE




2 - Numeric Employee List


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Numeric Employee List option allows you to print a report that lists all employees in the

PERMST file in order by employee number. The report lists employee number, employee name,

social security number and employment status.



“Press <RETURN> to continue...=” will appear. Enter a <CR> to refresh the screen. See sample

report below.

NUMERIC EMPLOYEE LIST 10:57:52 09-19-94 PAGE 1

EMP NO. EMPLOYEE NAME..................................... SOC SEC NBR STATUS......

1 JOHATHAN SALMON 240-76-1546 ACTIVE2 LOTTA GOODTIMES 234-56-7812 ACTIVE

3 MASON JAR 265-68-6389 ACTIVE9 THE JOKER 245-21-1111 ACTIVE

12 Sid The Surf 276-85-8976 ACTIVE14 ALISH BROWN 999-99-9999 ACTIVE19 Brer Fox 242-72-9379 ACTIVE22 Jack B. Lucas 244-50-3058 ACTIVE26 Arthur E Hohnsbehn Sr. 245-21-1111 ACTIVE39 Gerald T. Melton 245-90-8866 ACTIVE



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3 - Master Employee List


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Master Employee List option allows you to print a report that lists all employees in the

PERMST file in order by employee number. The report lists all the data fields for each em-

ployee.



“Press <<RETURN> to continue...=” will appear. Enter a <CR> to refresh the screen. See

sample report below.

MASTER EMPLOYEE LIST 10:58:47 09-19-94 PAGE 1

EMP NO......... 1EMPLOYEE NAME.. JOHATHAN SALMONDEPT........... BUSINESS OFFICEJOB............ 1111

SOC SEC NBR.... 240-76-1546BRANCH......... WAKE TECHCATEGORY....... FULL-TIMEMARITAL STAT... MARRIEDDATE OF EMPL... 12-31-88LEAVE DATE..... 01-01-67BIRTHDAY....... 02-01-49SEX............ MRACE........... INDIAN/ALASKANSTATUS......... ACTIVETERM REASON....ADDRESS........ GILLISPE STREETADDRESS2.......




4 - Employee Address List


=====================================================================










9 = TENURE REPORTS

10 = RANK REPORT




15 = LEAVE INQUIRY



The Employee Address List allows you to print a report that lists the addresses of all employees

in the PERMST file. The report is in alphabetical order.





EMPLOYEE ADDRESS LIST 10:59:39 09-19-94 PAGE 1

EMP NO........ 202EMPLOYEE NAME. ELAINE R. ADAMSADDRESS....... BOX 476

ADDRESS2......CITY/ST/ZIP... CARTHAGE, NC 28327BOX NO........BUILDING......OFFICE NO.....PHONE EXT.....

EMP NO........ 136EMPLOYEE NAME. JOHN ADAMSADDRESS....... RT 1ADDRESS2......CITY/ST/ZIP... DURHAM, NC 12345BOX NO........BUILDING......



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5 - Departmental Employee List


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Employee List allows you to print a report that lists all employees in the PERMST file. The

report is grouped by department and includes the department number, employee number, em-

ployee name, employment category, employment status and job description.





DEPARTMENTAL EMPLOYEE LIST 11:00:28 09-19-94 PAGE 1

DEPT................ EMP NO. EMPLOYEE NAME..................................... CATEGORY.... STATUS...... JOB.......

09 2675 CHERI LYNN HESSERT FULL-TIME ACTIVE 9472

29 942 THOMAS R PAYNE PART-TIME ACTIVE 255329 1298 MARTHA B WHITLEY PART-TIME ACTIVE 255329 2517 STEVEN GERARD DROUIN PART-TIME ACTIVE 255329 2527 LACHELLE D NEAL PART-TIME ACTIVE 255329 3179 ROBERT MARK BOUDREAUX PART-TIME ACTIVE 255329 3185 JOANNE OLROGGE PART-TIME ACTIVE 255333 243 ANNA ANITA HARRIS FULL-TIME ACTIVE 255333 1706 DEBORAH PARKER LAMB FULL-TIME ACTIVE 255346 1204 BRENDA M HOLMES PART-TIME ACTIVE 328555 159 JANE C TRIPP FULL-TIME ACTIVE 228257 3159 RONALD HOWARD SESSOMS, SR PART-TIME ACTIVE 228288 2669 GEORGE OLIVER SAPPENFIELD PART-TIME ACTIVE 329095 151 STEPHEN MARK WILSON FULL-TIME ACTIVE 7470




6 - Upcoming Review Report


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Upcoming Review Report option allows you to print a report that lists employees who are

scheduled for a review within the specified time frame. The report lists review date, employee

number, employee name, employee status, branch and department.

Enter a ‘6’ at the prompt on the above screen to select the report. The screen will prompt you to

enter a beginning date for the review period. Enter the date in the format MM-DD-YY. Next

enter the ending date. Enter the date in the format MM-DD-YY.

The screen will pause for a few seconds in order to generate the report. The report will be

spooled to the printer. The prompt “Press <RETURN> to continue...=” will appear. Enter a

<CR> to refresh the screen. See sample report below.

UPCOMING REVIEWS FOR PERIOD BEGINNING 09-01-94 AND ENDING 09-30-94 15:08:11 10-07-94PAGE 1

REVIEW DATE EMP NO. EMPLOYEE NAME..................................... STATUS...... BRANCH.............. DEPT................

09-30-94 93 JANET H. WILKERSON ACTIVE MAIN BUSINESS OFFICE09-30-94 50 MONICA CAPRIATI ACTIVE MAIN SPORTS DEPT.09-30-94 20 JENNIFER SELES ACTIVE MAIN BUSINESS OFFICE

Three records listed.



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7 - Seniority Report


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Seniority Report option allows you to print a report that lists all employees in the PERMST

file and their employment dates. The report lists department, date of employment, employee

number, employee name. The report consists of two parts. Part one is grouped by department.

Part two is grouped by date of employment in ascending order.



“Press <RETURN> to continue...=” will appear. Enter a <CR> to refresh the screen. See


SENIORITY REPORT - PART 2 - FOR OVERALL ORGANIZATION 11:04:58 09-19-94 PAGE 1

DATE OF EMPL EMP NO. EMPLOYEE NAME..................................... BRANCH.............. DEPT................

01-01-41 119 TEST EMPLOYEE MAIN PRESIDENT01-01-55 204 JULIUS IRVIN MAIN PRESIDENT01-01-60 118 BUTCH CASSIDY MAIN BUSINESS OFFICE01-03-60 134 GEORGE WASHINGTON MAIN PRESIDENT12-12-60 99 LIZ TAYLOR MAIN BUSINESS OFFICE02-01-63 135 RICHARD BUNDY MAIN BUSINESS OFFICE01-01-65 123 GOOD EMPLOYEE MAIN PRESIDENT08-14-65 201 CLINT EASTWOOD MAIN PRESIDENT11-10-67 194 ELIZABETH TAYLOR MAIN BUSINESS OFFICE05-15-68 193 MARRIOTT HILTON MAIN BUSINESS OFFICE01-01-70 128 SUZANNE W BOLTON MAIN CONTINUING

EDUCATION03-15-70 88 SHERIDAN C. SMITH MAIN SOCIAL SCIENCE




8 - Terminated Employees Report


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Terminated Employees Report allows you to print a report that lists terminated employees in

order by employee number. The report also lists date of termination and termination reason.

Enter a ‘8’ at the prompt on the above screen to select the report. The screen will pause for a fewseconds in order to generate the report. The report will be spooled to the printer. The prompt


report below.

TERMINATED EMPLOYEES REPORT 11:05:44 09-19-94 PAGE 1

EMP NO. EMPLOYEE NAME...... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . STATUS...... STAT DATE TERM REASON.....

101 Martha D Jones-Smith TERMINATED 11-13-86132 JOHN W JONES TERMINATED 03-31-93 NOT GIVEN

133 Dumb Employee TERMINATED 09-17-94 HE'S BAD!

3 records listed.



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9 - Tenure Reports


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Tenure Reports allows you to print a report that lists tenured employees. The report is in

order by employee number. The report also lists employee name, tenure status, tenure date,

branch and department.





TENURE REPORT - PART 3 - BY TENURE DATE 11:07:45 09-19-94 PAGE 1

EMP NO. EMPLOYEE NAME............ TENURE STAT TENURE DATE BRANCH.. DEPT....

1 JOHATHAN SALMON WAKE TECH BUSINESS OFFICE2 LOTTA GOODTIMES WAKE TECH BUSINESS OFFICE3 MASON JAR MATT’S HOME DENTAL9 THE JOKER MAIN PRESIDENT

12 Sid The Surf MAIN BUSINESS OFFICE14 ALISH BROWN MAIN Library19 Brer Fox MAIN CENTRAL SUPPLY22 Jack B. Lucas MAIN PERKINS, INC26 Arthur E Hohnsbehn Sr. MAIN PRESIDENT39 Gerald T. Melton MAIN LIBERAL ARTS DEPT44 LARRY MILLER MAIN PRESIDENT50 MICKY MOUSE MAIN ADMIN. AFFAIRS58 PATRICIA B. MCKAY MAIN PRESIDENT




10 - Rank Report


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Rank Report option allows you to print a report that lists all employees in the PERMST file

by rank. The report lists employee number, employee name, rank, full-time equivalent code,

branch and department.

Enter a ‘10’ at the prompt on the above screen to select the report. The screen will pause for a

few seconds in order to generate the report. The report will be spooled to the printer. The prompt



RANK REPORT - PART 2 - BY EMPLOYEE NUMBER 11:08:36 09-19-94 PAGE 1

EMP NO. EMPLOYEE NAME........... RANK CODE FULL TIME EQ BRANCH..... DEPT................

1 JOHATHAN SALMON WAKE TECH BUSINESS OFFICE2 LOTTA GOODTIMES WAKE TECH BUSINESS OFFICE

3 MASON JAR MATT’S HOME DENTAL DEPT9 THE JOKER MAIN PRESIDENT12 Sid The Surf MAIN BUSINESS OFFICE14 ALISH BROWN MAIN Library19 Brer Fox MAIN CENTRAL SUPPLY22 Jack B. Lucas MAIN BAKER INC26 Arthur E Hohnsbehn Sr. MAIN PRESIDENT39 Gerald T. Melton MAIN LIBERAL ARTS44 LARRY MILLER MAIN PRESIDENT50 MICKY MOUSE MAIN ADMIN. AFFAIRS58 PATRICIA B. MCKAY MAIN PRESIDENT67 FAITH DANIELS MAIN BUSINESS OFFICE77 JOHN SALMON WAKE TECH BUSINESS OFFICE



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11 - Full Time Equivalent Report


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Full Time Equivalent Report option allows you to print a report that lists all employees

classified as full-time. Report is in order by employee number. The report lists employee number,

employee name, full-time equivalent code, rank, branch and department.




report below.

FULL TIME EQUIVALENCY REPORT 11:09:27 09-19-94 PAGE 1

EMP NO. EMPLOYEE NAME........... FULL TIME EQ RANK CODE BRANCH...... DEPT..........

1 JOHATHAN SALMON WAKE TECH BUSINESS OFFICE2 LOTTA GOODTIMES WAKE TECH BUSINESS OFFICE

3 MASON JAR MATT’S HOME DENTAL DEPT9 THE JOKER MAIN PRESIDENT12 Sid The Surf MAIN BUSINESS OFFICE14 ALISH BROWN MAIN Library19 Brer Fox MAIN CENTRAL SUPPLY22 Jack B. Lucas MAIN BAKER INC26 Arthur E Hohnsbehn Sr. MAIN PRESIDENT39 Gerald T. Melton MAIN LIBERAL ARTS44 LARRY MILLER MAIN PRESIDENT50 MICKY MOUSE MAIN ADMIN. AFFAIRS58 PATRICIA B. MCKAY MAIN PRESIDENT67 FAITH DANIELS MAIN BUSINESS OFFICE77 JOHN SALMON WAKE TECH BUSINESS OFFICE




12 - Educational Background Report


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Educational Background Report allows you to print a report that lists the educational back-

ground data of all employees in the PERMST file, including degrees, institutions and degree

dates.



“Press <RETURN> to continue...=” will appear. Enter a <CR> to refresh the screen. See


EDUCATIONAL BACKGROUND REPORT 11:10:12 09-19-94 PAGE 1

EMP NO. EMPLOYEE NAME............... DEGREES SCHOOLS............................ DEGREE DATES

1 JOHATHAN SALMON HS SILER CITY 05-05-65BS GEORGIA TECH 02-28-85

2 LOTTA GOODTIMES3 MASON JAR9 THE JOKER

12 Sid The Surf BS OHIO UNIVERISTY 06-05-65MST ANTIOCH UNIVERSITY 06-06-68PHD HOPEFUL UNIVERSITY 06-01-94

14 ALISH BROWN19 Brer Fox22 Jack B. Lucas26 Arthur E Hohnsbehn Sr.39 Gerald T. Melton44 LARRY MILLER



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13 - Vested Report


=====================================================================










9 = TENURE REPORTS

10 = RANK REPORT




15 = LEAVE INQUIRY



The Vested Report option allows you to print a report that lists all employees in the PERMST

file who are classified as vested. The report is in order by employee number. Report also lists

employee name, vested years and longevity date.




report below.

VESTED REPORT 11:11:19 09-19-94 PAGE 1

EMP NO. EMPLOYEE NAME. VESTED LONGEVITY DATE

3 MASON JAR 5 09/01/89

9 THE JOKER 5 10/01/8912 Sid The Surf 14 ALISH BROWN19 Brer Fox22 Jack B. Lucas26 Arthur E Hohnsbehn Sr. 539 Gerald T. Melton44 LARRY MILLER50 MICKY MOUSE58 PATRICIA B. MCKAY67 FAITH DANIELS79 Patricia P. Swink




14 - Instructors With No Salary Proration


=====================================================================









9 = TENURE REPORTS

10 = RANK REPORT



13 = VESTED REPORT




The Instructors With No Salary Proration option allows you to print a report that lists instructors

in the PERMST file who have no salary proration by major classification. The report is in order

by employee number.





11:12:27 09-19-94 INSTRUCTORS WITH NO SALARY PRORATION

EMPLOYEE NUMBER NAME....... .. .. .. .. .. ... .. .. ..

1 SALMON,JOHATHAN2 GOODTIMES,LOTTA

3 JAR,MASON9 JOKER,THE12 Surf,Sid The14 BROWN, ALISH19 Fox, Brer26 Hohnsbehn Sr.,Arthur E44 MILLER, LARRY50 MOUSE,MICKY77 SALMON,JOHN78 SALMON,JONAS90 TEACH,JAMES91 HEWETT, KENNETH E.



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15 - Employee Leave Inquiry

PY SPYLEAVE.INQ

=====================================================================

LEAVE STATUS SCREEN

=====================================================================

EMPLOYEE:

VACATION SICK

Old Bal:

Earned :

Used :

Balance:

=====================================================================

ENTER EMPLOYEE NUMBER, SOCIAL SECURITY NUMBER, OR <<CR> TO EXIT?

Leave Status Screen

The Employee Leave option allows you to perform an on-screen inquiry of an employee’s vaca-

tion and sick leave accruals.

The Leave Status Screen prompts you to enter the employee number or social security number of

the employee who you want to inquire about. Enter either or enter a <CR> to exit.

After you enter the employee number or social security number, the leave information will

display. Enter a <CR> to exit.

This option does not generate a report.




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Print Payroll System Reports

8Purpose .................................................................................................. 8-3

Accessing the Print Payroll System Reports Option ............................. 8-3

Payroll System Reports Menu ............................................................... 8-4

Descriptions of Payroll System Reports Menu Options ........................ 8-5

Print Payroll Checks .............................................................................. 8-8

Print Payroll Register............................................................................. 8-9

Print Summary Register....................................................................... 8-11

Print Check Register and Control List................................................. 8-13

Print Deduction Register...................................................................... 8-14

Print Leave Register ............................................................................ 8-15

Print Labor Distribution Report........................................................... 8-16

Create Quarterly Unemployment Tape Report .................................... 8-17

End-Of-Year W-2's .............................................................................. 8-18

Print and Clear General Ledger Register ............................................. 8-19

Print Retirement Reports ..................................................................... 8-20

Print Timesheets .................................................................................. 8-21

Print Annual Social Security Report .................................................... 8-22

Payroll Check Reconciliation Process ................................................. 8-23

Print Payroll System Reports C h a p t e r




Payroll Check Reconciliation Report ...................................................8-25

Selective Employees Deduction Register .............................................8-26

Print Longevity Report .........................................................................8-28



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Purpose

The Print Payroll System Reports option serves as a gateway to various payroll reports and

processes. Under the option, you can:

• print payroll checks, payroll register, summary register, check register and control list,

deduction register and leave register

• print labor distribution report, retirement reports, time sheets, annual social security report,

payroll check reconciliation report, selective employee deduction report and longevity report

• create and print W-2 forms

• create quarterly unemployment tapes

Accessing the Print Payroll System Reports Option

At the Master Menu choose selection number eight, PRINT PAYROLL SYSTEM REPORTS.




The Screens

PAYROLL/PERSONNEL MPE

====================================================================

***** PRINT PAYROLL SYSTEM REPORTS *****

1 = PRINT PAYROLL CHECKS

2 = PRINT PAYROLL REGISTER

3 = PRINT SUMMARY REGISTER

4 = PRINT CHECK REGISTER AND CONTROL LIST

5 = PRINT DEDUCTION REGISTER

6 = PRINT LEAVE REGISTER

7 = PRINT LABOR DISTRIBUTION REPORT

8 = CREATE QUARTERLY UNEMPLOYMENT TAPE REPORT

9 = END-OF-YEAR W-2’S

10 = PRINT AND CLEAR GENERAL LEDGER REGISTER

11 = PRINT RETIREMENT REPORTS

12 = PRINT TIMESHEETS13 = PRINT ANNUAL SOCIAL SECURITY REPORT

14 = PAYROLL CHECK RECONCILIATION PROCESS

15 = PAYROLL CHECK RECONCILIATION REPORT

16 = SELECTIVE EMPLOYEE DEDUCTION REGISTER

17 = PRINT LONGEVITY REPORT


Payroll Systems Reports Menu

The Payroll System Reports Menu displays the various reports available and gives you a choiceof which report to print. Enter the number corresponding to the report that you want to print.


The selections are described on pages 8-5 through 8-7.



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1 - PRINT PAYROLL CHECKS

Allows you to print payroll checks.

2 - PRINT PAYROLL REGISTER

Allows you to print a report that lists payroll information for all employees. The report is

grouped by department number and further grouped by employee number. The report lists the

employee number, employee name, rate, earnings, deductions and net pay. Three payroll

registers can be printed: current, calendar year-to-date and fiscal year-to-date.

3 - PRINT SUMMARY REGISTER

Allows you to print a report that lists payroll totals for all employees paid in the current

cycle. The report is in alphabetical order by employee name. The report lists employee

number, employee name, current gross, current federal and state deductions, current volun-

tary deductions and current net pay.

4 - PRINT CHECK REGISTER AND CONTROL LIST

Allows you to print a report that lists the information printed on payroll checks. The report

prints in alphabetical order by employee name. The report lists employee number, employee

name, pay ending date, check number and net pay.

5 - PRINT DEDUCTION REGISTER

Allows you to print a report that lists deductions for all employees paid in the current cycle.

The report is grouped by branch and is in order by employee number. The report lists em-

ployee number, employee name, deduction rate, employer deduction amount, current deduc-tion amount, calendar year-to-date and fiscal year-to-date deduction totals.

6 - PRINT LEAVE REGISTER

Allows you to print a report that lists leave balances for all employees. The report is in order

by employee number. The report lists the employee number, employee name, date of employ-

ment, beginning balance, earned leave, used leave and current balance.

7 - PRINT LABOR DISTRIBUTION REPORT

Allows you to print a report that lists statistical information for the Bureau of Labor. The

report lists the total number of females, instructors and employees paid during the payroll

cycle. The report also lists the amount of money paid to each group.




8 - CREATE QUARTERLY UNEMPLOYMENT TAPE REPORT

Allows you to create a tape to send to the Employment Security Commission. The tape

contains quarterly payroll information about employee earnings and deductions as well as

employers contributions for unemployment insurance.

9 - END-OF-YEAR W-2’S

Allows you to print W-2 forms or create magnetic tapes containing the W-2 information.

10 - PRINT AND CLEAR GENERAL LEDGER REGISTER

Allows you to print the general ledger register and clear the file associated with the register.

THIS OPTION IS CURRENTLY NOT AVAILABLE IN THIS RELEASE.

11 - PRINT RETIREMENT REPORTS

Allows you to print a report that lists the retirement deduction amounts for each employee inthe payroll system. The report is in alphabetical order and lists the employee number, pay

date, employer, employee deduction amounts, social security number and retirement number.

12 - PRINT TIMESHEETS

Allows you to print a report that lists all employees, grouped by department number. The

report serves as a time sheet for totaling regular hours, overtime hours, special pay, vacation

and sick leave hours among others. The report also lists pay code and pay cycle.

13 - PRINT ANNUAL SOCIAL SECURITY REPORT

Allows you to print a report that lists payroll information required to be reported to the

Internal Revenue Service (IRS). The report is grouped by employee social security number

and lists employee name, year-to-date totals for FICA, Medicaid and gross earnings. This

report no longer needs to be sent to the IRS since the data is set by magnetic media (tape).

Keep it in-house for your records.

14 - PAYROLL CHECK RECONCILIATION PROCESS

Allows you to balance or reconcile checks that pay on fund accounts.

15 - PAYROLL CHECK RECONCILIATION REPORT

Allows you to print a report that lists payroll checks that have been generated during a

specific time period. The report lists the bank number, check number, check date, reconciled

date and amount.



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16 - SELECTIVE EMPLOYEE DEDUCTION REGISTER

Allows you to print a report that lists deductions for specific employees for the period speci-

fied. The report lists some of the same information found on the Deduction Register (Option

4). The report lists employee number, employee name, deductions, deduction rates, employer

amount, deduction balance and current deduction amounts.

17 - PRINT LONGEVITY REPORT

Allows you to print a report that lists all employees eligible for longevity pay in a specified

fiscal year. The report list the employee number, name, years of service, payment percentage,

annual salary and longevity costs. The report prints in an application format, to be submitted

to the appropriate funding agency.




1 - Print Payroll Checks

ENTER FIRST CHECK NUMBER?

Payroll Checks Screen

The Payroll Checks option allows you to print payroll checks. The screen prompts you to enter

the first check number. Enter the number of the first check that is to be printed.

After you enter the check number, the checks are placed in the spool queue. After the check

forms are loaded on the printer, release the checks so that they print.



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2 - Print Payroll Register

***

PAYROLL REGISTER

1) CURRENT

2) CALENDAR YEAR-TO-DATE

3) FISCAL YEAR-TO-DATE

ENTER TYPE OF REGISTER

Payroll Register Menu

The Payroll Register option allows you to print a report that lists payroll information for all

employees. The report is grouped by department number and further grouped by employee

number. The report lists the employee number, employee name, rate, earnings, deductions and

net pay.

The above screen prompts you to enter the type of register you want to print. Enter the number

corresponding to the report that you want to print.

The three types of payroll registers are described below.

1 - CURRENT - Lists payroll amounts for the current pay cycle.

2 - CALENDAR YEAR-TO-DATE - Lists current payroll amounts and calendar year-to-

date amounts.

3 - FISCAL YEAR-TO-DATE - Lists current payroll amounts and fiscal year-to date

amounts.

See the next page for sample reports.




R E P O R T P Y - 1 0 1

F I R S T L I N E

B R A N C H 1

P A Y R O L L R E G I

S T E R F O R P E R I O D E N D I N G

C U R R E N T

D E P T 0 2 B U S I N E S S O F F I C E

3 1 A U G 1 9 9 4

P A G E 1

E M P

R A T E /

— — —

E A R N I N G S — — — —

— — — D E D U C T I O N S — — —

— — — D E D U C T I O N S — — — E

I C P A Y

C H K

N U M B E R

E M P L O Y E E N

A M E

E X E M P T

T Y P E

U N I T S

A M O U N T

T Y P E

T A X A B L E

A M O U N T

T Y P E

T A X A B L E

A M O U N T

N

E T P A Y

N U M

2 2 2

V A L E N T I N E ,

K A R E N

1 0 0 0 . 0 0 0

G R O S

S

5 0 0 . 0 0

F W T

3 2 4 . 1 5

S W T

3 2 4 . 1 5

1

0 2 5 7 5 3 - 5 5 - 0 2 1 1

S - 1 - 1

R E G

F I C A

3 5 5 . 4 0

2 2 . 0 4

D E D

1 7 5 . 8 5

2

9 6 . 9 6

6 6 6

P O S T , W I L B U

R

2 0 0 0 . 0 0 0

G R O S

S

1 0 0 0 . 0 0

F W T

1 9 3 7 . 5 0

7 7 . 8 1

S W T

9 3 7 . 5 0

2 4 . 2 5

1

0 2 3 6 6 6 - 6 6 - 6 6 6 6

S - 1 - 1

R E G

F I C A

1 0 0 0 . 0 0

6 2 . 0 0

D E D

6 2 . 5 0

7

5 8 . 9 4

R E P O R T P Y - 1 0 1

F

I R S T L I N E

B R A N C H 1

P A Y R O L L R E G I S T E R F O R P E R I O D E N D I N G

C A L E N D A R Y E A R - T O - D A T E

D E P T 0 2 B U S I N E S S O F F I C E

3 1 A U G 1 9 9 4

P A G

E 1

E M P

R A T E /

—

— — E A R N I N G S — — — —

— — — D E D U C

T I O N S — — —

— — — D E D U C T I O N S — — —

E I C P A Y

C H K

N U M B E R

E M P L O Y

E E N A M E

E X E M P T

T Y P E

U N I T S

A M O U N T

T Y P E

T A X A B L E

A M O U N T

T Y P E

T A X A B L E

A M O U N

T

N E T P A Y

N U M

2 2 2

V A L E N T

I N E , K A R E N

1 0 0 0 . 0 0 0

G

R O S S

5 0 0 . 0 0

F W T

3 2 4 . 1 5

S W T

3 2 4 . 1 5

1

0 2 5 7 5 3 - 5 5 - 0 2 1 1

S - 1 - 1

R

E G

F I C A

3 5 5 . 4 0

2 2 . 0 4

D E D

1 7 5 . 8 5

2 9 6 . 9 6

6 6 6

P O S T , W

I L B U R

2 0 0 0 . 0 0 0

G

R O S S

1 0 0 0 . 0 0

F W T

1 9 3 7 . 5 0

7 7 . 8 1

S W T

9 3 7 . 5 0

2 4 . 2 5

1

0 2 3 6 6 6 - 6 6 - 6 6 6 6

S - 1 - 1

R

E G

F I C A

1 0 0 0 . 0 0

6 2 . 0 0

D E D

6 2 . 5 0

7 5 8 . 9 4

R E P O R T P Y - 1 0 1

F I R S T L I N E

B R A N C H 1

P A Y R O L L R E G I S T E R F O R P E R I O D E N D I N G

F I S C A L Y E

A R - T O - D A T E

D E P T 0 2 B U S I N E S S O F

F I C E

3 1 A U G 1 9 9 4

P A G E 1

E M P

R A T E /

— — — E A R N I N G S — — — —

— — — D E D U C T I O N S — — —

— — — D E D U C T I O N S — — —

E I C P A Y

C H K

N U M B E R

E M P L O Y E E N A M E

E X E M P T

T Y P E

U N I T S

A M O U N T

T Y P E

T A X A B L E

A M O U N T

T Y P E

T A X A B L E A

M O U N T

N E T P A Y

N U M

2 2 2

V A L E N T I N E , K A R E N

1 0 0 0 . 0 0 0

G R O S S

6 4 0 . 0 0

4 5 0 0 . 0 0

F W T

3 8 2 7 . 8 5

2 8 1 . 8 0

S W T

3 8 2 7 . 8 5 1

1 0 . 2 1

0 . 0 0

1

0 2

5 7 5 3 - 5 5 - 0 2 1 1

S - 1 - 1

R E G

6 4 0 . 0 0

4 0 0 0 . 0 0

F I C A

3 9 2 1 . 6 0

2 4 3 . 1 4

D E D

6 7 2 . 1 5

3 1 3 5 . 8 4

A D J

5 0 0 . 0 0

M E D I

3 9 2 1 . 6 0

5 6 . 8 6

6 6 6

P O S

T , W I L B U R

2 0 0 0 . 0 0 0

G R O S S

8 0 0 . 0 0

1 1 0 0 0 . 0 0

F W T

1 0 3 2 7 . 5 0

1 1 7 9 . 7 4

S W T

1 0 3 2 7 . 5 0 0

4 2 7 . 6 5

0 . 0 0

1

0 2

3 6 6 6 - 6 6 - 6 6 6 6

S - 1 - 1

R E G

8 0 0 . 0 0

1 0 0 0 0 . 0 0

F I C A

1 1 0 0 0 . 0 0

0 6 8 2 . 0 0

D E D

0 0 6 7 2 . 5 0 7 8 7 8 . 6 1

A D J

1 0 0 0 . 0 0

M E D I

1 1 0 0 0 . 0 0

0 1 5 9 . 5 0

P A Y R O L L R E G I S T E R S - C U R R E N T , C A L E N D A R Y E A R - T O - D A T E

&

F I S C A L Y E A R - T O - D A T E



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3 - Print Summary Register


====================================================================













12 = PRINT TIMESHEETS

13 = PRINT ANNUAL SOCIAL SECURITY REPORT14 = PAYROLL CHECK RECONCILIATION REPORT

15 = PAYROLL CHECK RECONCILIATION REGISTER




File RPTFIL has been cleared


The Print Summary Register option allows you to print a report that lists payroll totals for all

employees paid in the current cycle. The report is in alphabetical order by employee name. The

report lists employee number, employee name, current gross, current federal and state deduc-

tions, current voluntary deductions and current net pay.



“Press <<RETURN> to continue ...=” will appear. Enter a <CR> to refresh the screen. See

sample report on the next page.




P A G E 1

1 4 : 4 7 : 1 6 0 9 - 2 0 - 9 4

P A Y R O L L S U M M A R Y R E G I S T E R

E M P N O . E M P . N A M E . . . . . .

C U R

C U R .

C U R

C U R

C U R

C U R

C T D

C T D

C T D

C T D

C T D

C T D

. G R O S S

F W T

. S W T .

F I C A

V O L

. N E T

G R O S S

F W T

. S W T

F I C A

V O L

N E T

2 0 2

A D A M S , E L A I N

0 . 0 0

2 4 0 . 0 0

0 . 0 0

1 . 9 0

1 8 . 3 6

0 . 0 0

2 1 9 . 7 4

1 3 6

A D A M S , J O H N

0 . 0 0

5 0 0 0 . 0 0

2 3 0 . 7 3

1 8 4 . 7 9

3 3 8 . 4 4

8 7 8 . 5 0

3 3 6 7 . 5 4

1 0 8 1

A U M

A N , T E R R Y

0 . 0 0

9 9 1 . 5 0

0 . 0 0

0 . 0 0

7 5 . 8 5

0 . 0 0

9 1 5 . 6 5

1 6 1

B A R B

E E , B R E N D

0 . 0 0

3 9 9 9 6 . 0 0

9 1 6 9 . 0 0

2 8 5 0 . 0 1

3 0 3 7 . 1 6

1 8 1 8 . 6 0

2 3 1 2 1 . 2 3

1 8 3

B E N D

Y , S M I L E Y

0 . 0 0

4 0 0 0 . 0 0

4 3 4 . 7 6

1 6 4 . 4 0

3 0 6 . 0 0

2 6 0 . 0 0

2 8 3 4 . 8 4

1 2 8

B O L T

O N , S U Z A

0 . 0 0

1 1 0 0 0 . 0 0

1 0 4 9 . 4 2

5 5 3 . 3 6

8 1 3 . 9 2

1 4 2 0 . 4 8

7 1 6 2 . 8 2

3 1 7 9

B O U D R E A U X , R O

0 . 0 0

3 4 . 0 0

0 . 0 0

0 . 0 0

2 . 6 0

0 . 0 0

3 1 . 4 0

8 1 6 5 . 9 4

P a y r o l l S u m m a r y R e g i s t e r



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4 - Print Check Register and Control List


====================================================================


1 = PRINT PAYROLL CHECKS2 = PRINT PAYROLL REGISTER











13 = PRINT ANNUAL SOCIAL SECURITY REPORT

14 = PAYROLL CHECK RECONCILIATION REPORT15 = PAYROLL CHECK RECONCILIATION REGISTER



ENTER SELECTION OR <<CR> TO RETURN=4


Press <<RETURN> to continue ...=

The Print Check Register and Control List option allows you to print a report that lists the infor-mation printed on payroll checks. The report prints in alphabetical order by employee name. The

report lists employee number, employee name, pay ending date, check number and net pay.


seconds in order to generate the report. The report will be spooled to the printer (see sample

below). The prompt “Press <<RETURN> to continue ...=” will appear. Enter a <CR> to refresh

the screen. See sample report below.

This report not available at publication time. It will be added during a future revision.




5 - Print Deduction Register

BEGINNING OF DEDUCTION REGISTER REPORT

Press <RETURN> to continue ... =

Deduction Register Screen

The Print Deduction Register option allows you to print a report that lists deductions for all

employees paid in the current cycle. The report is grouped by branch and is in order by employee

number. The report lists employee number, employee name, deduction rate, employer deduction

amount, current deduction amount, calendar year-to-date and fiscal year-to-date deduction totals.

The above screen displays after you have selected option five on the Payroll Systems Reports

Menu. The screen generates the deduction register and spools the report to the printer. The

prompt “Press <RETURN> to continue ...=” will appear. Enter a <CR> to refresh the screen.

See sample report below.




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6 - Print Leave Register


====================================================================















14 = PAYROLL CHECK RECONCILIATION REPORT

15 = PAYROLL CHECK RECONCILIATION REGISTER





Press <<RETURN> to continue ...=

The Print Leave Register option allows you to print a report that lists leave balances for all

employees. The report is in order by employee number. The report lists the employee number,

employee name, date of employment, beginning balance, earned leave, used leave and current

balance.

Enter a ‘6’ at the prompt on the above screen to select the report. Next, enter a <CR> at the

“ENTER PAYROLL UPDATE OR INQUIRY PASSWORD” prompt. The screen will pause for

a few seconds in order to generate the report. The report will be spooled to the printer. The

prompt “Press <<RETURN> to continue ...=” will appear. Enter a <CR> to refresh the screen.

See sample report below.

FIRST LINEFUND 1 LEAVE REGISTER FOR PERIOD ENDINGDEPT 01 31 AUG 1994

EMP# EMPLOYEE NAME D.O.E. RATE BGN BALANCE EARNED USED CUR BALANCE************** ************** ************** **************

9 JOKER,THE 01/01/85 VAC—— 240.00 0.00 0.00 240.00SICK— 330.36 0.00 0.00 330.36

26 JONES, DAVE 01/01/85 VAC—— 2224.00 0.00 0.00 0224.00SICK— 2085.47 0.00 0.00 2085.47




7 - Print Labor Distribution Report

Labor Statistics Report

PROCESSING :

99


Labor Distribution Report Screen

The Labor Distribution Report option allows you to print a report that lists statistical information

for the Bureau of Labor. The report lists the total number of females, instructors and employees

paid during the payroll cycle. The report also lists the amount of money paid to each group.

The above screen displays after you have selected option seven on the Payroll Systems Reports

Menu. The screen displays the number of records processed, generates the Labor Statistics

Report and spools it to the printer. The prompt “Press <RETURN> to continue ...=” will appear.

Enter a <CR> to refresh the screen. See sample report below.

BUREAU OF LABOR

LABOR STATISTICS REPORT 09-20-94

Females 0 ........ 00000.00

Instructors 10 ........ 14242.00

Employees 13 ........ 18293.00



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8 - Create Quarterly Unemployment Tape Report

Payroll/Personnel

=======================================================================

ESC Quarterly Unemployment Report Tape

=======================================================================

1. Quarter:

2. Year:

Records Processed:

Enter Quarter Or <CR> To Exit?

Quarterly Unemployment Tape Report Screen

The Quarterly Unemployment Report Tape option allows you to create a tape to send to the

Employment Security Commission. The tape contains quarterly payroll information about em-

ployees earnings and deductions as well as employers contributions for unemployment insurance.

You can run this process AFTER the payroll backup. A report generates from this process.

Prior to the above screen, two screens will appear. The first screen prompts you to “Enter Payroll

Update Or Inquiry Password?”. Enter a <CR> to advance to the second screen. The second

screen will prompt you to enter the EMPLOYER REMITTER NUMBER. Enter the six digitnumber.

The above screen prompts you to enter two fields. The field entries are listed below.

1 - QUARTER - Enter the quarter that you want to report on the tape.

2 - YEAR - Enter the year that you want to report on the tape. Enter in the

format YYYY.

After you enter data into the above fields, the screen will display a “Enter <CR> When Tape

Drive is Available to Attach?” prompt. Mount a tape on your tape drive and then enter a <CR>.A tape will be generated. Send it to the Employment Security Commission.




9 - End-Of-Year W-2’s


===============================================================

***** END-OF-YEAR W-2’S *****

1 = W-2 PRINT

2 = CREATE W-2 FEDERAL TAX TAPE

3 = CREATE W-2 STATE TAX TAPE

ENTER SELECTION OR <CR> TO RETURN =

W-2 Selection Menu

The End-of-Year W-2’s option allows you to print W-2 forms or create magnetic tapes contain-

ing the W-2 information. The options are:

1 - W-2 PRINT - Prints W-2 forms for all valid employees in the payroll system.

2 - CREATE W-2 FEDERAL TAX TAPE - Creates a magnetic tape for the IRS and

displays totals on the screen. The tape contains W-2 information for all valid employees. ( Note:

Sometimes due to an unexplained quirk in this process, the totals generated on the screen do not

match totals on the last W-2 form. Re-execute this option again to see if the totals match. If they

do not, call DCC for assistance.)

3 - CREATE W-2 STATE TAX TAPE - Creates a magnetic tape for the Department of

Revenue and displays totals on the screen.. The tape contains W-2 information for all valid

employees. ( Note: Sometimes due to an unexplained quirk in this process, the totals generated

on the screen do not match totals on the last W-2 form. Re-execute this option again to see if the

totals match. If they do not, call DCC for assistance.)

Enter the number corresponding to the function that you want to execute or enter a <CR>

to return to the previous menu.



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10 - Print and Clear General Ledger Register

THIS OPTION NOT AVAILABLE IN THIS RELEASE




11 - Print Retirement Reports

QPY8A PRINT RETIREMENT REPORTS

ENTER BEGINNING DATE OF REPORT PERIOD (MM-DD-YY)?

ENTER ENDING DATE OF REPORT PERIOD (MM-DD-YY)?

Retirement Reports Screen

The Retirement Reports option allows you to print a report that lists the retirement deduction

amounts for each employee in the payroll system. The report is in alphabetical order and lists theemployee number, pay date, employer and employee deduction amounts, the gross amount of

deductions, social security number and retirement number.

The above screen prompts you to enter a beginning date for the reporting period. Enter the date

in the format MM-DD-YY. Next, enter the ending date for the reporting period. Enter the date in

the format MM-DD-YY. The report will be generated and spooled to the printer. Enter a <CR>

to refresh the screen. See sample report below.

RETIREMENT REPORT FOR PERIOD 010194 THROUGH 073094 15:28:55 09-20-94 PAGE 1

DED EMP NO RET DED........ PAYDATE. EMPR AMT.. EMPE AMT.. GROSS..... NAME....... SSN........ RET NO....

2 157 RETIREMENT 03-31-94 280.36 153.48 2558.00 BUNDY,RICK 555-55-5555 157

** ————— ————— —————

2 157 280.36 153.48 2558.00

2 201 RETIREMENT 03-31-94 664.84 363.96 6066.00 EASTWOOD, CLINT 808-42-0342 201

** ————— ————— —————

2 201 664.84 363.96 6066.00

2 196 RETIREMENT 03-31-94 219.20 120.00 2000.00 GORE, TIPPER 092-71-9931 196

** ————— ————— —————

2 196 219.20 120.00 2000.00

2 121 RETIREMENT 03-31-94 55.00 31.25 500.00 MALLOY, ROGER 656-56-5656 121** ————— ————— —————

2 121 55.00 31.25 500.00

2 44 RETIREMENT 03-31-94 169.99 93.06 1551.00 MILLER, LARRY 951-85-7534 123456

** ————— ————— —————

2 44 169.99 93.06 1551.00



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12 - Print Timesheets


====================================================================


1 = PRINT PAYROLL CHECKS2 = PRINT PAYROLL REGISTER












14 = PAYROLL CHECK RECONCILIATION REPORT15 = PAYROLL CHECK RECONCILIATION REGISTER



ENTER SELECTION OR <<CR> TO RETURN=12

XXX records selected

ENTER PAY CYCLE TO PRINT OR <<CR> TO END ?

The Print Timesheets option allows you to print a report that lists all employees, grouped by

department number. The report serves as a time sheet for totaling regular hours, overtime hours,special pay, vacation and sick leave hours among others. The report lists name, pay code and pay

cycle.

Enter a ‘12’ at the prompt on the above screen to select the option. The screen will pause for a

few seconds then display the number of records selected. Next, the screen will prompt you for

the pay cycle to print. Enter a valid pay cycle code to generate the report or enter a <<CR> to

exit. See sample report below.





13 - Print Annual Social Security Report

Enter Payroll Update Or Inquiry Password?

ENTER STATE FOR WHICH 941’s REQUESTED (TWO-CHAR)?

Annual Social Security Report Screen

The Print Annual Social Security option allows you to print a report that lists payroll information

required to be reported to the Internal Revenue Service (IRS). The report is grouped by employee

social security number and lists employee name, year-to-date totals for FICA, Medicaid and

gross earnings. This report no longer needs to be sent to the IRS since the data is set by magnetic

media (tape). Retain it for your records.

The above screen prompts you to enter the payroll update or inquiry password. Enter a <CR>to continue. Next, enter the state that the report covers. Enter NC. The screen will then prompt

you to enter the year-ending date. Enter the date in the format MMDDYY.

The screen will pause for a few seconds and then the report will be spooled to the printer. The

prompt “Press <<RETURN> to continue ...=” will appear. Enter a <CR> to refresh the screen.




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14 - Payroll Check Reconciliation Process

C H E C K R E C O N C I L I A T I O N

ENTER BANK ACCOUNT OR <CR> TO RETURN:?

Check Reconciliation Screen - Page 1

The Check Reconciliation Process option allows you to balance or reconcile checks that pay on

fund accounts. Currently there are three fund accounts:

• Institutional - 00

• State - 01

• County - 02

The above screen prompts you to enter the bank account of fund that you want to reconcile. Enter

the bank account number. (The bank account number is a twenty-digit field. Example: 09-000-

01030-0000-00).

The screen will then prompt you to enter the period-ending date. Enter the payroll ending date

for the checks that you want to reconcile. Page two of the Check Reconciliation screen will

appear. (See next page).




=======================================================================

BANK: 11-000-01110-0000-00 TOTAL: 0.00 PERIOD ENDING: 07/01/93

=======================================================================

CHECK DATE AMOUNT

1. 000001 06/30/93 653.36

2. 000002 06/30/93 5642.14

3. 000003 06/30/93 1708.71

4. 000004 06/30/93 1272.94

5. 000005 06/30/93 902.76

6. 000006 06/30/93 1507.94

7. 000007 06/30/93 1278.54

8. 000008 06/30/93 980.04

9. 000009 06/30/93 3424.98

10. 000010 06/30/93 1514.30

11. 000011 06/30/93 1200.47

12. 000012 06/30/93 867.1213. 000013 06/30/93 709.59

14. 000014 06/30/93 32.11

=======================================================================

ENTER <CR> TO PAGE OR ‘Q’ TO QUIT?

=======================================================================

Check Reconciliation Screen - Page 2

Page two displays the checks that posted to the specified account. Two options are available.

Enter a <CR> to scroll to the next page and view more checks or enter a ‘Q’ to access other

menu options.

If you enter a ‘Q’, you will receive the following prompt:

==============================================================================

ENTER ALL(*), SELECT(=), CLEAR(#), PAGE(Pn), SAVE(S) OR CANCEL(X)

==============================================================================

• ALL - Enter a ‘*’ to mark all of the checks as reconciled. Use this option if all of the checks

have posted.

• SELECT - Enter a ‘=’ to select individual checks to mark as reconciled.This option is the most commonly used method to reconcile.

Enter <CR> to skip, '.' to mark, '-' to erase, or 'x' to exit.

• CLEAR - Enter a ‘#’ to unmark checks that were erroneously flagged as reconciled.

• PAGE - Enter a ‘Pn’ to mark all of the checks on the specified page as reconciled.

• SAVE - Enter an ‘S’ to execute the reconciliation process. Use this option after you have

marked or selected all of the checks that needed to be flagged as reconciled.



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15 - Payroll Check Reconciliation Report

CHECK RECONCILIATION REPORT

ENTER BEGINNING RECONCILED DATE (MM/DD/YY)?

ENTER ENDING RECONCILED DATE (MM/DD/YY)?

Check Reconciliation Report Screen

The Payroll Check Reconciliation Report option allows you to print a report that lists payroll

checks that have been generated during a specific time period. The report lists the bank number,

check number, check date, reconciled date and amount.

The above screen prompts you to enter the beginning date for reconcilement. Enter the date in the

format MM/DD/YY. Next, enter the ending reconcilement date in the format MM/DD/YY. A

report will be generated. See the sample report below.





16 - Selective Employees Deduction Register

Which Period Do You Want To Report? Enter One As Follows:

1) Current

2) Calendar Year To Date

3) Fiscal Year To Date

Enter Your Response —>

Selective Employees Deduction Screen

The Selective Employees Deduction Register option allows you to print a report that lists deduc-tions for specific employees for the period specified. The report lists some of the same informa-

tion found on the Deduction Register (Option 4). The report lists employee number, employee

name, deductions, deduction rates, employer amount, deduction balance and current deduction

amounts.

The above screen prompts you to enter the period you want to be detailed on the report. Enter the

number corresponding to the selection you want. The selections are:

1 - Current - Reports the deduction amounts for the current pay period.

2 - Calendar Year to Date - Reports calendar year-to-date deduction amounts.

3 - Fiscal Year to Date - Reports fiscal year-to-date deduction amounts.

After you select the reporting period, the report will be generated and spooled to the printer. See

the next page for sample reports.



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= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

2 0 S E P 1 9 9 4

0 3 : 4 0 P M

P a g e 1

F I R S T L I N E

S e l e

c t i v e E m p l o y e e D e d u c t i o n R e g i s t e r

F o r T h e P e r i o d ( C U R R E N T )

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

E m p l o y e e

D E D

E M P L O Y E R

D E D

C U R R E N T

D E D U

C T E D

D E D U C T E D

N u m b e r

E m p l o y e e N a m e

D E D U C T I O N

R A T E

A M O U N T

B A L A N C E

D E D A M T

C A L Y

T D

F I S C Y T D

1 3 6

A D A M S , J O H N

R

E T I R E M E N T

H

O S P I T A L I Z A T I O N

1 4 4 . 0 0

2 1 6 . 0 0

— — —

— — — —

1 4 4 . 0 0

2 1 6 . 0 0

1 6 1

B A R B E E , B R E N D A H R

E T I R E M E N T

0 1 6 . 0 0

1 1 9 . 8 5

H

O S P I T A L I Z A T I O N

1 9 8 . 2 0

1 4 3 . 5 5

4

0 3 B I N S U R A N C E

5 0 0 . 0 0

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

2 0 S E P 1 9 9 4

0 3 : 4 0 P M

P a g e 1

F I R S T L I N E

S e l e c t i v e E m p l o y e e D e d u c t i o n R e g i s t e r

F o r T h e P e r i o d ( C Y T D )

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

E m p l o y e e

D E D

E M P L O Y E R

D E D

C U R R E N T

D E D

U C T E D

D E D U C T E D

N u m b e r

E m p l o y e e N a m e

D E D U C T I O N

R A T E

A M O U N T

B A L A N C E

D E D A M T

C A L

Y T D

F I S C Y T D

1 3 6

A D A M S , J O H N

R E T I R E M E N T

3 3 0 2 . 5 0

H O S P I T A L I Z A T I O N

1 4 4 . 0 0

2 1 6 . 0 0

0 5 7 6 . 0 0

— — —

— — — —

1 4 4 . 0 0

2 1 6 . 0 0

1 6 1

B A R B E E , B R E N D A H

R E T I R E M E N T

0 1 6 . 0 0

1 1 9 . 8 5

0 0 2 4 . 0 0


1 9 8 . 2 0

1 4 3 . 5 5

0 2 9 4 . 6 0

4 0 3 B I N S U R A N C E

5 0 0 . 0 0

1 5 0 0

. 0 0

= = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = =

2 0 S E P 1 9 9 4

0 3 : 4 0 P M

P a g e 1

F I R S T L I N E

S e l e c t i v e E m p l o y e e D e d u c t i o n R e g i s t e r

F o r T h e P e r i o d ( F Y T D )

= = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = =

E m p l o y e e

D E D

E M P L O

Y E R

D E D

C U R R E N T

D E D U C T E D

D E D U C T E D

N u m b e r

E m p l o y e e N a m

e

D E D U C T I O N

R A T E

A M O U N T

B A L A N C E

D E D A M T

C A L Y T D

F I S C Y T D

1 3 6

A D A M S , J O H N

R E T I R E M E N T

3 3 0 2 . 5 0

0 2 4 2 . 5 0


1 4 4 . 0 0

2 1 6 . 0 0

0 5 7 6 . 0 0

0 4 3 2 . 0 0

— — —

— — — —

1 4 4 . 0 0

2 1 6 . 0 0

1 6 1

B A R B E E , B R E N D A H

R E T I R E M E N T

0 1 6 . 0 0

1 1 9 . 8 5

0 0 2 4 . 0 0

0 0 2 4 . 0 0


1 9 8 . 2 0

1 4 3 . 5 5

0 2 9 4 . 6 0

0 2 9 4 . 6 0

4 0 3 B I N S U R A N C E

5 0 0 . 0 0

1 5 0 0 . 0 0

1 5 0 0 . 0 0

0 6 7 4 . 5 0

C U R R E N T C A L E N D A R

Y T D F I S C A L Y T D




17 - Print Longevity Report

P Y QPYLONG

======================================================================

LONGEVITY REPORT SCREEN

======================================================================

1. State Report

2. County Report

3. Special Report

‘END’ Or ‘XX’ To Exit

Longevity Report Screen

The Print Longevity Report option allows you to print a report that lists all employees eligible

for longevity pay in a specified fiscal year. The report lists the employee number, name, years of

service, payment percentage, annual salary and longevity costs. The report prints in an applica-

tion format, to be submitted to the appropriate funding agency.

The above screen prompts you for the report type you want to print. The options are:

1 - State Report - Prints longevity amounts for employees paid with state funds.

2 - County Report - Prints longevity amounts for employees paid with county or local

funds.

3 - Special Report - Prints longevity amounts for employees paid with special funds.

Enter the number corresponding to the desired report. Next enter the fiscal year for the report. A

report will be generated and spooled to the printer.



i

S

8-


L o n

g e v i t y R e p o r t - S t a t e F u n d s

N O R T H C A R O L I N A C O M M U N I T Y C O L L E G E S Y S T E M

A P P L I C A T I O N F O R L O N G E V I T Y P A Y F U N D S

9 4 - 1 9 9 5 S T A T E

N C D E P T O F C O

M M U N I T Y C O L L E G E S

_________________________________

2 0 S E P 1 9 9 4

S i g n a t u r e O f P r e s i d e n t

L O N G E V I T Y

C O S T

E M P L

A R E A

Y R S O F P A Y M E N T

A N N U A

L S A L

L O N G E V I T Y

S O C I A L

T O T A L

M O N T H O F

N O .

N A M E

R E S P

S E R V I C E P E R C E N T

/ S T A T E F N D

P A Y

S E C U R I T Y

R E T .

B E N E F I T S

T O T A L C O S T

P A Y M E N T

_____________________________________________________________________________________________________________________________________________________

_________________________

1 2 8 B O L T O N , S U Z A N N E W

1 1 0

2 5

4 . 5 0

2 4 0 0 0 . 0 0

1 0 8 0 . 0 0

8 2 . 6 2

1 1 8 . 3 7

2 0 0 . 9 9

1 2 8

1 . 0 0

J A N U A R Y

1 6 4 C O M P T O N , P A M

7 2 0

2 1

3 . 2 5

1 9 2 0 0 . 0 0

6 2 4 . 0 0

4 7 . 7 4

6 8 . 6 4

1 1 6 . 3 8

7 4 0

. 0 0

F E B R U A R Y

1 9 F o x , B r e r

1 1 0

2 4

3 . 2 5

9 7 9 2 0 . 0 0

3 1 8 2 . 4 0

2 4 3 . 4 5

0 . 0 0

2 4 3 . 4 5

3 4 2

6 . 0 0

M A Y

2 G O O D T I M E S , L O T T A

1 1 0

4 0

4 . 5 0

6 9 2 4 . 0 0

3 1 1 . 5 8

2 3 . 8 4

3 1 1 5 . 8 0

3 1 3 9 . 6 4

3 4 5

1 . 0 0

J A N U A R Y

3 J A R , M A S O N

1 1 0

4 4

4 . 5 0

5 7 7 5 9 . 9 6

2 5 9 9 . 2 0

1 9 8 . 8 4

2 8 4 . 8 7

4 8 3 . 7 1

3 0 8

3 . 0 0

N O V E M B E R

2 2 L u c a s , J a c k B .

4 1 0

2 5

4 . 5 0

3 1 4 7 6 . 0 0

1 4 1 6 . 4 2

1 0 8 . 3 6

0 . 0 0

1 0 8 . 3 6

1 5 2

5 . 0 0

F E B R U A R Y

2 7 9 Q U I C K , J O S E P H M

1 1 0

1 6

2 . 2 5

1 5 5 8 8 . 0 0

3 5 0 . 7 3

2 6 . 8 3

3 3 . 7 8

6 0 . 6 1

4 1 1

. 0 0

S E P T E M B E R

8 8 S M I T H , S H E R I D A N C .

1 1 0

2 7

4 . 5 0

4 0 6 9 2 . 0 0

1 8 3 1 . 1 4

1 4 0 . 0 8

2 1 4 . 9 8

3 5 5 . 0 6

2 1 8

6 . 0 0

M A Y

= = = = = = =

=

= = = = = = =

= = = = =

= = = = =

= = = = = =

= = = = = = =

2 9 3 5 5 9 . 9

6

1 1 3 9 5 . 4 7

8 7 1 . 7 5

3 8 3 6 . 4 3

4 7 0 8 . 1 9

1 6 1

0 4 . 0 0

N o t e - T

o t a l C o s t H a s B e e n R o u n d e d t o t h e N e a r e s t D o l l a r

N o t e : S a m p l e s o f t h e L o n g e v i t y R e p o r t - C o u n t y F u n d s a n d L o n g e v i t y R e p o r t - S p e c i a l F u n d s a r e n o t d i s p l a y e d

b e c a u s e t h e i r f o r m a t s a r e s i m i l i a r t o t h e S t a t e F u n d s R e p o r t ( a b o v e ) . T h e o n l y d i f f e r e n c e i s t h e t i t l e l i n e .

- - - E N D

O F C H A P T E R - - -



i

9-

Miscellaneous Payroll Processes

9Purpose .................................................................................................. 9-3

Accessing the Miscellaneous Payroll Processes Option........................ 9-3

Miscellaneous Payroll Processes Menu................................................. 9-4

Descriptions of Miscellaneous Payroll Processes Menu Options.......... 9-5

Enter Position Table .............................................................................. 9-7

Enter Position History ........................................................................... 9-9

Enter Code Tables................................................................................ 9-10

Enter Pygltable .................................................................................... 9-12

Enter Deduction Table ......................................................................... 9-13

Enter Pybank Numbers ........................................................................ 9-16

Cash Payments/Cash Adjustments ...................................................... 9-17

Void Checks ........................................................................................ 9-22

Enter Leave Accrual Table .................................................................. 9-24

Calendar End-of-Year Processes Menu............................................... 9-26

Descriptions of Calendar End-of-Year Processes Menu Options........ 9-26

Calendar End-of-Year Processing Guide............................................. 9-38

Prorate Instructor Salaries By Major ................................................... 9-39

Miscellaneous Payroll Processes C h a p t e r




Enter Curriculum Account Numbers ....................................................9-40

Enter Mass Deduction Change .............................................................9-41

Enter Payroll Contracts.........................................................................9-43

Enter Part Time Staff Contracts............................................................9-45

Enter Part Time Curriculum Contracts .................................................9-49

Move Continuing Education Contracts to Payroll................................9-54

Move PT Staff and Curriculum Contracts to Payroll ...........................9-59

Reset Beginning Contract Control Numbers ........................................9-63

Print Contract Change Reports .............................................................9-64

Print Expired P.Contracts With A Remaining Balance ........................9-65

Printed Expired Staff/Curriculum Contracts

With A Remaining Balance ..................................................................9-66

Print Contract Status Check Report......................................................9-67

Print Status of Contracts To Be Pulled .................................................9-68

Print Staff/Curriculum Contracts Scheduled For Pay...........................9-69

Print P.CONTRACTS Scheduled For Pay ...........................................9-70

Contract Print Menu .............................................................................9-71

Print Part Time Staff Contracts ............................................................9-72

Print Part Time Curriculum Contracts..................................................9-73



i

9-


Purpose

The Miscellaneous Payroll Processes option serves as a gateway to various Payroll functions.

Through this option, you can:

• enter and update position tables, position history, code tables, general ledger tables,

bank numbers, leave accrual tables and curriculum account numbers

• make cash adjustments and cash payments (manual checks)

• void payroll checks

• access calendar year-end processes

• prorate instructor salaries by major

• enter mass deduction changes

• enter payroll contracts

Accessing the Miscellaneous Payroll Processes Option

At the Master Menu choose selection number nine, MISCELLANEOUS PAYROLL PRO-

CESSES.




The Screens

PAYROLL/PERSONNEL MPY9MD

======================================================================

***** MISCELLANEOUS PAYROLL PROCESS *****

1 = ENTER POSITION TABLE

2 = ENTER POSITION HISTORY

3 = ENTER CODE TABLE

4 = ENTER PYGLTABLE

5 = ENTER DEDUCTION TABLE

6 = ENTER PYBANK NUMBERS

7 = CASH PAYMENTS/CASH ADJUSTMENTS

8 = VOID CHECKS

9 = ENTER LEAVE ACCRUAL TABLE

10 = CALENDAR END-OF-YEAR PROCESSES

11 = PRORATE INSTRUCTOR SALARIES BY MAJOR

12 = ENTER CURRICULUM ACCOUNT NUMBERS

13 = ENTER MASS DEDUCTION CHANGE

14 = ENTER PAYROLL CONTRACTS

ENTER SELECTION OR <<CR> TO RETURN=

Miscellaneous Payroll Processes Menu

The Miscellaneous Payroll Processes Menu displays the various functions available and gives

you a choice of which selection to perform. Enter the number corresponding to the function that

you want to execute.




i

9-


1 - ENTER POSITION TABLE

Allows you to maintain the POSTBL file, which contains all of the valid position numbers for

your institution and the account code information that tracks employees gross salary distribu-

tion for expense purposes.

2 - ENTER POSITION HISTORY

Allows you to track the history of a position. This option is not often used.

3 - ENTER CODE TABLES

Allows you to access various code files and either add codes or edit them. This option is not

often used.

4 - ENTER PYGLTABLE

Allows you to access the PYGLTABLE file, which contains the generalledger information for the various costs and deductions within the payroll system. The option

allows you to set up entries or change existing entries.

.

5 - ENTER DEDUCTION TABLE

Allows you to access the DEDTBL file, which contains information on each deduction within

the payroll system. The option allows you to update or change existing deductions or enter

new deductions.

6 - ENTER PYBANK NUMBERS

Allows you to access the PYBANK file, which contains the valid bank

numbers for your institution. The option allows you to enter new bank numbers. This option

is not often used.

7 - CASH PAYMENTS/CASH ADJUSTMENTS

Allows you to adjust an employee’s payroll information after a payroll run has completed.

The option allows you to make cash payments, issue manual checks and make cash adjust-

ments.

8 - VOID CHECKS

Allows you to void payroll checks.




9 - ENTER LEAVE ACCRUAL TABLE

Allows you to access the leave file, which contains employees leave accrual information. The

option allows you to maintain the leave table.

10 - CALENDAR END-OF-YEAR PROCESSES

Allows you to access calendar year-end processes. You can choose to clear the retirements

totals file, rollover end-of-year leave, copy files for W-2 reporting, purge payroll files and

make changes to the W-2 file.

11 - PRORATE INSTRUCTOR SALARIES BY MAJOR

Allows you to prorate instructors salaries by major.

12 - ENTER CURRICULUM ACCOUNT NUMBERS

Allows you to access the MAJORS file. This option allows you to assign account code infor-

mation to curriculum majors.

13 - ENTER MASS DEDUCTION CHANGE

Allows you to access the DED.MSD file and make a mass change in a deduction rate or

amount. The change will affect all employees who are subject to the deduction.

14 - ENTER PAYROLL CONTRACTS

Allows you to access the Payroll Contract Menu. You can selected to enter part-time staff orcurriculum contracts, move Continuing Education contracts to the Payroll module, move

part-time staff and curriculum contracts to payroll, reset beginning contract control numbers

and print change reports.



i

9-


1 - Enter Position Table


=====================================================================

ENTER POSITION TABLE=====================================================================

POSITION: 1

1. DESCRIPTION: BUSINESS OFFICE

2. MAXIMUM RATE: 9999999 3. INSTRUCTOR: Y

4. ACCOUNT: BUDGET: EXPENDITURES:

4.1

4. 4

4.5

4.6

4.7

ENTER SAVE(S), CANCEL(XX), OR FIELD # TO CHANGE

Position Table Screen

The Position Table Screen allows you to maintain the POSTBL file, which contains all of the

valid position numbers for your institution and the account code information that tracks employ-

ees gross salary distribution for expense purposes.

Since the position table is one of the mechanisms for tracking encumbrances, a change to the

ACCOUNT field or the BUDGET field of an encumbered position will affect encumbrances. A

new file, POSTBL.CHANGES, has been created to help track those changes. In addition toupdating this file, this option prints a report of positions that were changed and closes the exist-

ing encumbrance.

To resolve (delete) a POSTBL.CHANGES record:

1) Bring up the employee on the Payroll Data Entry Screen

2) Re-encumber for the remaining months or set the Encumber flag (field 19 on screen

#1) to 'N' if you do not want to re-encumber

3) Save the record

Any unresolved changes to the POSTBL.CHANGES file will stop the compute process.





1 - DESCRIPTION - This is a description of the position.

2 - MAXIMUM RATE - Enter the highest pay rate assigned to this position.

3 - INSTRUCTOR - A ‘Y’ in this field indicates that salary for this position is to be

prorated by major. A ‘N’ indicates that salary for this position is not to be prorated.

4 - ACCOUNT - There should be at least one account number per position. These

account numbers are the general ledger account codes to which the gross pay for this position

will be distributed.

BUDGET - The budget amount can be either a dollar figure or a percentage. The ratios of

the budget amounts are used for the actual salary distribution.

EXPENDITURES - The expenditure cannot be changed by the user. It is updated during

the compute and reflects the amount expended fiscal year to date for that position. The expendi-tures are updated by the payroll distribution process. They are cleared at fiscal year end during

the payroll backup.

If a position is flagged to be prorated by major (INSTRUCTOR flagged as ‘Y’), account code

budget ratio(s) are only used for the portion of the person’s salary that is not to be prorated by

major. (You enter the percentage to be prorated for each individual in the specified position on

the Payroll Data Entry Screen). If the percentage to be prorated is less than 100% then the re-

mainder will be distributed according to the information in the position table.



i

9-


2 - Enter Position History


===================================================================

POSITION HISTORY MAINTENANCE

===================================================================

POSITION NUMBER:

1. EMPLOYEE NUMBER: DATE: ACTION: SALARY:

1.1

1.2

1.3

1.4

1.5

1.6

ENTER POSITION NUMBER OR <CR> TO EXIT PROGRAM?

Position History Maintenance Screen

The Position History Maintenance Screen allows you to track the history of a position. The

screen shows the employees who have served or are serving in a specified position, the date and

the salary.

Although the screen is not widely used, it is useful in collecting information about a position.

The field entries are described below:

POSITION NUMBER - Enter the position number of the position that you want track or

a <CR> to exit the screen.

1 - EMPLOYEE NUMBER - Enter the employee number of the person who serves or

has served in this position. The employee name will be displayed.

DATE - Enter a date in the form MM/YY/DD or a <CR> to skip this field.

ACTION - Enter an action code or enter a <CR> to skip this field.

SALARY - Enter the employee’s salary for the specified position.




3 - Enter Code Tables

PERSONNEL SPE3

=====================================================================

CODE FILE ENTRY

=====================================================================

CODE FILE:CODE:

1. DESCRIPTION:

ENTER CODE FILE NAME OR <<CR> TO END?

Code Tables Screen

This Code Tables Screen allows you to access some of the code files and either add codes or edit

them. The screen is used rarely.

The field descriptions are listed below:

1 - CODE FILE - Enter the code file that you want to access. Not all of the code files can beaccessed.

2 - CODE - Enter a valid code to add to the file or enter an existing code to edit.

3 - DESCRIPTION - Enter the description to be associated with a new code or edit the descrip-

tion on an existing code.

Example. Let's say you want to enter SITE codes (the new field added for Employment Secu-

rity Commission reporting.) At the CODE FILE prompt, enter 'SITE'. The process will access

the SITE file, and you can enter the SITE codes and descriptions. See the screen and entries onthe next page.



i

9-


PERSONNEL SPE3

========================================================================

CODE FILE ENTRY

========================================================================

CODE FILE: SITE

CODE:

1. DESCRIPTION:

ENTER CODE FILE NAME OR <CR> TO END?

At the "ENTER CODE FILE NAME OR <CR> TO END?" prompt, enter the code you want to

define. A good rule of thumb when defining SITE codes is to assign '1' for your main campus, '2'

for your remote campus and so on. The CODE field is a two-character alphanumeric field.

After you define your code, remember to save your entry. Enter 'S' at the command line. If you

do not want to save your entry, enter 'XX' to cancel. (You can also delete a SITE code by press-

ing 'DE' at the command line or edit a field by specifying the field number.)




4 - Enter Pygltable


========================================================================

ENTER PYGLTABLE

=================================================================RECORD KEY: PY*ER*RET

1. TRANS DESCRIPTION: EMPLOYER RET

2. DEBIT ACCOUNTS:

2.1 @@*@@@*21820*@@@@*@@ 2.3

2.2 2.4

3. CREDIT ACCOUNTS:3.1 @@*000*01110*0000*00 3.3

3.2 3.4

ENTER SAVE(S), CANCEL(XX), DELETE(DE), OR FIELD # TO CHANGE

Pygltable Screen

This Pygltable screen allows you to access the PYGLTABLE file, which contains the general

ledger information for the various costs and deductions associated with the payroll system. Thisscreen is typically used in two cases:

• to set up the entries such as FICA, federal taxes and gross pay. This is typically done

when the payroll system is installed and usually does not need to be redone.

• to change account code information associated with a specific deduction code.

To select a particular deduction, enter the RECORD KEY. The RECORD KEY consists of three

parts. The first two characters will always be ‘PY’. The next two characters will either be ‘EE’ or

‘ER’. ‘EE’ indicates this is the employee portion while ‘ER’ indicates that this is the employer

portion. The third portion will be the deduction’s mnemonic abbreviation as defined in theDeduction Table.

After you enter a valid RECORD KEY, the record will display. The screen above is defined as

multivalued. As the payroll system is currently designed, there is no need to put more that one

debit or credit account per PYGLTABLE entry.

If you inadvertently set up a PYGLTABLE entry for an employer portion, when there is no

employer portion, you will find that your general ledger posting will be out of balance.



i

9-


5 - Enter Deduction Table

Deduction Table Screen

This Deduction Table Screen allows you to access the DEDTBL file, which contains information

on each deduction within the payroll system. The screen allows you to update or change existing

deductions or add new deductions. Every deduction in the payroll system has its own unique

deduction code. These deduction codes are then put into each employee’s payroll record.

Note that the above screen, in addition to providing exemption information, also provides ac-

count code information and closeout check information for the specified deduction. When the

DEDTBL entry is created, a record in the CLSOUT.CHKS file is also created.

When you access the Deduction Table Entry Screen, you will be prompted to enter a DEDUC-

TION NUMBER to bring up a specified record or enter a ‘#’ to bring up the next available

deduction number. Regardless of which method you select, it is important that all of your deduc-

tion numbers be sequentially entered and no numbers be omitted between the deduction num-

bers. Beginning in release 9.0, a safeguard has been devised to prevent you from skipping deduc-tion numbers. The system will not accept a deduction number that is not in sequence.

The field entries are described on the next page.

PAYROLL SPY95

===============================================================================

ENTER DEDTBL

===============================================================================

DEDUCTION NUMBER: 2

1. DEDUCTION DESCRIPTION: RETIREMENT2. FEDERAL EXEMPTION (‘Y’ OR ‘N’): Y

3. STATE EXEMPTION (‘Y’ OR ‘N’): Y 16. STATE: NC

4. FICA EXEMPTION (‘Y’ OR ‘N’): N 17. ZIP: 27619

5. PRIORITY (999): 2

6. MNEMONIC: RET

7. DEDUCTION TYPE: RET

8. EMPLOYEE DEBIT ACCOUNT NUMBER: 00*000*00000*0000*00

9. EMPLOYEE CREDIT ACCOUNT NUMBER: @@*000*01110*0000*00

10. EMPLOYER DEBIT ACCOUNT NUMBER: @@*@@@*21820*@@@@*@@

11. EMPLOYER CREDIT ACCOUNT NUMBER: @@*000*01110*0000*00

12. NAME OF PAYEE: STATE RETIREMENT SYSTEM

13. CHECK ADDRESS 1: NEW ADDRESS LINE 1

14. CHECK ADDRESS 2: NEW ADDRESS LINE 2

15. CITY: NEW CITY


NOTE: YOU CAN NOT DELETE A DEDUCTION USING THIS OPTION.




1 - DESCRIPTION - This is the description of the deduction.

2 - FEDERAL EXEMPTION - This is a ‘Y’ or 'N' whether the amount of this deduc-

tion is exempt from federal taxes.

3 - STATE EXEMPTION - This is a ‘Y’ or ‘N’ indicating whether the amount of this

deduction is exempt from state taxes.

4 - FICA EXEMPTION - This is a ‘Y’ or ‘N’ indicating whether the amount of this

deduction is exempt from FICA withholding.

5 - PRIORITY - This is a number that indicates in which order the deduction is to be

taken from the gross pay. The priority must equal the deduction number. If the total deductions

exceed the gross pay, the priority is used to determine which deductions will be withheld. When

total deductions exceed gross you will be given a warning during the payroll compute.

6 - MNEMONIC - This is an up to four character abbreviation that is used to representthis deduction. The mnemonic is used by the PYGLTABLE, and it must be unique for each

deduction. This cannot be changed after the initial entry.

7 - DEDUCTION TYPE - The deduction type must be one of the following:

‘INS’, ‘HOSP’, 'RET' OR ‘MISC’. The DEDUCTION TYPE is used by the voucher register to

determine which columns the various deductions will be totaled in.

8 - EMPLOYEE DEBIT ACCOUNT NUMBER - This is the account number to which

employee contributions will be debited. This number is placed in the PYGLTABLE. After the

initial entry this information cannot be changed from this screen and must be changed using

menu option (9-4) ENTER PYGLTABLE.

9 - EMPLOYEE CREDIT ACCOUNT NUMBER - This is the account number to

which employee contributions will be credited. This number is placed in the PYGLTABLE.

After the initial entry, this information cannot be changed from this screen and must be changed

using menu option (9-4) ENTER PYGLTABLE.

10 - EMPLOYER DEBIT ACCOUNT NUMBER - This is the account number to

which employer contributions will be debited. This number is placed in the PYGLTABLE. After

the initial entry, this information cannot be changed from this screen and must be changed using


11 - EMPLOYER CREDIT ACCOUNT NUMBER - This is the account number to

which employer contributions will be credited. This number is placed in the PYGLTABLE. After

the initial entry, this information cannot be changed from this screen and must be changed using




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12 - NAME OF PAYEE - This is the name of the company to which the closeout check

is to be issued to.

13 - CHECK ADDRESS 1 - This is the first line of the address that is to be printed on

the closeout check.

14 - CHECK ADDRESS 2 - This is the second line of the address that is to be printed on

the closeout check.

15 - CITY - This is the city that is to be printed with the address on the closeout check.

16/17 - STATE/ZIP - This is the state and zip that is to be printed on the closeout check.




6 - Enter Pybank Numbers

======================================================================

PYBANK ENTRO.1 08:57:36 25 JUN 1993

PYBANK=

Pybank Numbers Screen

The Pybank Numbers Screen allows you to access the PYBANK file, which contains the valid

bank numbers for your institution. This screen allows you to enter new bank numbers.

This screen is rarely used because the PYBANK file does not often need to be changed.

When you access this screen, you will be prompted to enter a PYBANK number.

The existing codes are:

0 Institutional

1 State

2 Local



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7 - Cash Payments/Cash Adjustments


=======================================================================

CASH PAYMENTS/CASH ADJUSTMENTS - PAGE 1

=======================================================================EMPLOYEE NUMBER: 44 MILLER, LARRY

1. CHECK:

2. BANK:

3. JOB CLASS: 01 WIGIT STUFFER

4. BRANCH: 1 MAIN

5. DEPARTMENT: 01 PRESIDENT

6. MONTH: Y

7. QUARTER: Y8. CALENDAR: Y

9. FISCAL: Y

ENTER NEXT PAGE(/), CAN FIELD # TO CHANGE ?

Cash Payments/Cash Adjustments Screen - Page 1

The Cash Payments/Cash Adjustments Screen allows you to adjust an employee’s payroll infor-mation after a payroll run has completed. The screen allows you to make cash adjustments, issue

manual checks and make adjustments to deductions.

The option has four screens. The field descriptions for page one are listed below.

EMPLOYEE NUMBER - Enter the employee number for the employee who is to have

an adjustment made. The employee’s name will then be displayed for you to verify.

1 - CHECK - Enter the check number if this is a manual check or enter a <CR>if this is a cash adjustment.

2 - BANK - Enter the bank number if this is a manual check or enter a <CR>

if this is a cash adjustment. Existing codes are: 1 - State, 2 - Local, 0 - Institutional.

3 - JOB CLASS - Enter a valid job class code as defined in the JBLCLS file or enter a ‘?’

to view a list of valid job class codes.

4 - BRANCH - Enter a valid branch code as defined in the BRANCH file or a ‘?’ to view

a list of valid branch codes.




5 - DEPARTMENT - Enter a valid department code as defined in the DEPT file or enter

a ‘?’ to view a list of valid department codes.

6 - MONTH - Enter a ‘Y’ to have this check or adjustment update the employee’s

monthly payroll totals or enter a ‘N’ to not have this check or adjustment update the monthly

payroll totals.

7 - QUARTER - Enter a ‘Y’ to have this check or adjustment update the employee’s

quarterly payroll totals or enter a ‘N’ to not have this check or adjustment update the quarterly

payroll totals.

8 - CALENDAR - Enter a ‘Y’ to have this check or adjustment update the employee’s

calendar year-to-date payroll totals or enter a ‘N’ to not have this check or adjustment update the

quarterly payroll totals.

9 - FISCAL - Enter a ‘Y’ to have this check or adjustment update the employee’s fiscal

year-to-date payroll totals or enter a ‘N’ to not have this check or adjustment update the fiscal

payroll totals.



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PAYROLL/PERSONNEL SPY96A

=======================================================================


=======================================================================

EMPLOYEE NUMBER: 44 MILLER, LARRY

1. GROSS:

2. FWT:

3. SWT:

4. LWT:

5. EMPLOYEE FICA: EMPLOYEE MEDI:

6. VOLUNTARY DED:

7. NET:

8. EIC:

9. EMPLOYER FICA: EMPLOYER MEDI:

10. GROSS SUB FED:

11. GROSS SUB STE:

12. GROSS SUB FCA: GROSS SUB MED:



Page two of the Cash Payments/Cash Adjustments Screen allows you to enter the amounts that

are to be printed on a manual check or the amounts that are to be adjusted. The amounts must be

manually calculated and entered. The system does not automatically calculate them on this

screen.

NOTE: AN EFFICIENT WAY TO GET THE CORRECT AMOUNT FOR THIS

SCREEN IS TO USE THE PAYROLL CALCULATOR (MASTER MENUOPTION 12). ENTER THE GROSS AMOUNT AND THE DEDUCTIONS

AND LET THE PAYROLL CALCULATOR CALCULATE THE AMOUNTS.

WRITE THE AMOUNTS DOWN AND THEN ENTER THEM ON THE

ABOVE SCREEN.

The field descriptions are self-explanatory. It is important to note that you must enter the FICA

and MEDICARE portions of FICA separately. The FICA portion is 6.2% and the MEDICARE

portion is 1.45%.

You must enter a manually calculated figure in the NET field. The system will verify it.




PAYROLL/PERSONNEL SPY96B

===============================================================================


===============================================================================


1. REGULAR HRS: 11. AUTH ABS HRS:

2. REGULAR EARN: 12. AUTH ABS EARN:

3. OVERTIME HRS: 13. EVENING HRS:

4. OVERTIME EARN: 14. EVENING DIFF:

5. VACATION HRS: 15. NIGHT HRS:

6. VACATION EARN: 16. NIGHT DIFF:

7. SICK HRS: 17. CONTRACT NUMBER<1>:

8. SICK EARN: ACCOUNT NUMBER<1>:

SPECIAL OR CONTRACT PAY<1>:

9. HOLIDAY HRS:10. HOLIDAY EARN: 18. ADJ TO GROSS:



Page three of the Cash Payments/Cash Adjustments Screen is an extension of the first two pages.

The screen allows you to further enter amounts for cash payments or adjustments.

The fields are self-explanatory. Enter the amount of the cash payment or adjustment in theappropriate fields.

The REGULAR EARN field must match the GROSS field from page 2.



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Page four of the Cash Payments/Cash Adjustments Screen allows you to enter the deductions for

cash payments/manual checks or adjustments.

The fields are multivalued. Enter a ‘/’ to exit out of a multivalued field.

PAYROLL/PERSONNEL SPY96C

===============================================================================


===============================================================================


1. DEDUCTION: EMPLOYEE AMT: EMPLOYER AMT:

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.8

1.9

1.10

1.11

1.12

ENTER DEDUCTION< 1> ?...




8 - Void Checks


=====================================================================

VOID CHECKS - PAGE 1

=====================================================================

EMPLOYEE NUMBER:

1. CHECK:

2. BANK:

3. MONTH:

4. QUARTER:

5. CALENDAR:

6. FISCAL:

ENTER CHECK OR <CR>? .....

Void Checks Screen

The Void Checks Screen allows you to void employee payroll checks.


EMPLOYEE NUMBER - Enter the employee number of the employee who is to have a

check void.

1 - CHECK - Enter the check number of the check that is to be void.

2 - BANK - Enter the bank number: 1 for State funds, 2 for Local funds, O for Institu-

tional funds.

3 - MONTH - Enter a ‘Y’ to make an adjustment in the employee’s monthly totals or

enter a ‘N’ to not make an adjustment in the employee’s monthly totals.

4 - QUARTER - Enter a ‘Y’ to make an adjustment in the employee’s quarterly payroll

totals or enter a ‘N’ to not make an adjustment in the employee’s quarterly totals.



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5 - CALENDAR - Enter a ‘Y’ to make an adjustment in the employee’s calendar year-to-

date payroll totals or enter a ‘N’ to not make an adjustment in the employee’s calendar year-to-

date payroll totals.

6 - FISCAL - Enter a ‘Y’ to make an adjustment in the employee’s fiscal year-to-date

payroll totals or enter a ‘N’ to not make an adjustment in the employee’s fiscal year-to-date

payroll totals.




9 - Enter Leave Accrual Table


===============================================================================

ENTER LEAVE ACCRUAL TABLE - PAGE 1 - VACATION

===============================================================================

KEY: 3333*S*1

1. TOP VAC ACCRUAL: 240.00

2. TOP VAC LIMIT: 240.00

3. VACATION BKT: VACATION ACC: VACATION LIM:

3.1 365 240.00 240.00

3.2

3.3

3.4

3.5

ENTER SAVE(S), CANCEL(XX), DELETE(DE), NEXT PAGE(/), OR FIELD # TO CHANGE

?

PAYROLL/PERSONNEL SPY97A

===============================================================================

ENTER LEAVE ACCRUAL TABLE - PAGE 1 - SICK

===============================================================================

KEY: 3333*S*1

1. TOP SICK ACCRUAL: 0.00

2. TOP SICK LIMIT: 0.00

3. SICK BKT: SICK ACC: SICK LIM:3.1 99999 0.00 0.00

3.2

3.3

3.4

3.5

3.6

3.7

3.8

3.9

3.10


Vacation Accrual and Leave Accrual Screens

The Leave Accrual Screen allows you to access the LEAVE file, which contains employees

leave accrual information. The screen allows you to maintain the leave table. Vacation and sick

leave accruals are entered on separate screens (see above).



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When you access these screen, you are prompted to enter a record key. Leave accrual records

have a key of ‘JOBCLASS*PAYCODE*BRANCH’.

If you are keying vacation leave, enter the TOP VAC ACCRUAL (the most vacation hours an

employee can earn in a year) and the TOP VAC LIMIT (the most vacation hours an employee

can earn). Next, catagorize the vacation accruals into brackets.

If you are keying sick leave, enter the TOP SICK ACCRUAL (the most sick hours an employee

can earn in a year) and the TOP SICK LIMIT (the most sick an employee can earn ever, usually

unlimited). Next, catagorize the sick accruals into brackets.

The brackets for vacation and sick leave should be entered in hours. The amount accrued and the

limits for each bracket should be entered as well. The top limits are the amounts to be used if the

last bracket is exceeded.

Since colleges have their own methods of recording leave, it is difficult to give general rules.

However, listed below are two general rules for entering leave based on whether your college

records leave in the month after it's taken or in the same month it is taken.

• If Leave Is Recorded In The Month After It's Taken

Set the maximum leave for rollover at actual maximum plus one month.

For example, MAX = 240 hrs

1 MO= 8 hrs

--------------------

248 hrs = Maximum for this breakpoint in the LEAVE Table

• If Leave Is Recorded In The Same Month It's Taken

Set the maximum leave for rollover amount, e.g., 240 hrs.

Run the Leave Rollover Process after the last payroll of the old period.

Note: When you enter the brackets for vacation, remember to take into account leap year. Col-

leges have their own method of dealing with leap year, so check with your Systems Administra-

tor for instructions. In general, though, the method is: divide the number of service years by 4

then add one day.




10 - Calendar End-of-Year Processes

PAYROLL/PERSONNEL MPYEOY

========================================================================

***** CALENDAR END-OF-YEAR PROCESSES *****

1= CLEAR RETIREMENT TOTALS FILE

2= END-OF-YEAR LEAVE ROLLOVER

3= COPY FILES FOR W-2 REPORTING

4= END OF YEAR PURGE

5= PURGE PAYROLL CONTRACT FILE

6= PAYROLL CHECK PURGE

7= PERSONNEL STATUS CHANGE PROCESS

8= MAINTAIN W-2 MASTER FILE


Calendar End-of-Year Processes Menu

The Calendar End-of-Year Processes Menu displays the various functions available and gives





1 - CLEAR RETIREMENT TOTALS FILE

Allows you to clear the RETMST file, which contains the previous year’s retirement data.

2 - END-OF-YEAR LEAVE ROLLOVER

Allows you to compare each employee’s leave to the top limit for each leave record and reset

the leave to the top limit if necessary.

3 - COPY FILES FOR W-2 REPORTING

Allows you to combine information from an employee’s PERMST, PAYMST and DEDMST

files and write the record to the W2MST file, which is used to print W-2’s and create the

federal and state tax tapes.



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4 - END-OF-YEAR PURGE

Allows you to purge employees with a ‘T’ status and whose calendar and fiscal year-to-date

gross amounts are zero from the PERMST, PAYMST and DEDMST files.

5 - PURGE PAYROLL CONTRACT FILE

Allows you to write all P.CONTRACT records that fall within a specified date range to the

PURGE.CONTRACT file and delete them from the P.CONTRACT file.

6 - PAYROLL CHECK PURGE

Allows you to select records in the P.CHECK file with a reconcile flag set to ‘Y’ and with a

CHK.DATE less than or equal to the cutoff date, write them to the PURGE.P.CHECK file

and delete them from the P.CHECK file.

7 - PERSONNEL STATUS CHANGE PROCESS

Allows you to enter a cutoff date, which writes a termination code of ‘T’ in field 53 (STA-

TUS) in the personnel file for employees with no calendar year-to-date gross and date of

employment less that the cutoff date.

8 - MAINTAIN W-2 MASTER FILE

Allows you to make changes to W-2 records in the W-2 master file.




1 - Clear Retirement Totals File

THIS PROCESS WILL CLEAR YOUR RETIREMENT TOTALS FILE. IT

SHOULD ONLY BE RUN WHEN YOU HAVE PRINTED YOUR LAST

RETIREMENT REPORT FOR THE YEAR.

ARE YOU SURE YOU WANT TO RUN THIS PROCESS (Y/N)?

The Clear Retirement Totals File option clears the RETMST file, which contains the previous

year’s retirement data. Be sure that the December 31 retirement tape has been made before you

execute this option.

The above screen prompts you to verify whether you want to clear the retirement totals file. Enter

a ‘Y’ to begin the clearing process or enter a ‘N’ to exit back to the Calendar End-of-Year Pro-

cesses Menu.

Refer to the Calendar End-of-Year Processing Guide on page 9-37 to know in what sequence to




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2 - End-of-Year Rollover

YOU MUST BACKUP FILES BEFORE RUNNING THIS PROCESS

?

The End-of-Year Rollover option compares each employee’s leave to the top limit for each leave

record and resets the leave to the top limit if necessary.

The above screen notifies you that you must backup payroll files before running this option.

Enter a <CR> to exit this option. Enter a ‘Y’ to execute this option.






3 - Copy Files For W-2 Reporting

ENTER PAYROLL UPDATE PASSWORD?

THIS IS AN END-OF-YEAR PROCESS WHICH SHOULD BE RUN AFTER THE

BACKUP OF ONE CALENDAR YEAR’S LAST PAYROLL AND BEFORE STARTING

THE FIRST PAYROLL OF THE NEW YEAR.

DO YOU WISH TO RUN THIS PROCESS NOW (Y/N)?

The Copy Files for W-2 Reporting option combines information from an employee’s PERMST,

PAYMST and DEDMST files and writes the record to the W2MST file, which is used to print

W-2’s and create federal and state tax tapes.

The above screen prompts you for the payroll password then asks you to verify whether you want

to execute the option. Enter a <CR> at the payroll update password prompt. Then enter a ‘Y’ if

you want to execute this option or enter a ‘N’ to exit back to the Calendar End-of-Year Processes

Menu.





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4 - End-of-Year Purge

THIS PROCESS WILL PERFORM THE END-OF-YEAR PURGE PROCESSING.

DO YOU WISH TO CONTINUE (Y/N)?

The End-of-Year Purge option purges employees with a ‘T’ (Terminated) status and whose

calendar and fiscal year-to-date gross amounts are zero from the PERMST, PAYMST and

DEDMST files.

The above screen prompts to verify whether you want to execute the year-end purge. Enter a ‘Y’

if you want to execute this option and purge the files or enter a ‘N’ if you do not want to purge

the files.






5 - Purge Payroll Contract File

P Y *** PAYROLL CONTRACT PURGE PROCESS *** PPY914

1. Beginning Purge Date:

2. Ending Purge Date:

The Purge Payroll Contract File option writes all P.CONTRACT records that fall within a speci-

fied date range to the PURGE.CONTRACT file and deletes them from the P.CONTRACT file.

This process also purges records from the Faculty/Staff Contract file, RG.PTS.CONTRACT. It

uses the same date ranges as the P.CONTRACT purge.

The above screen prompts you to enter the date ranges for the purge. Enter the beginning purge

date and the ending purge date. The ending purge date should be through the June 30th date of

the year you have been audited for. If you do not want to execute the purge, enter ‘XX’ at the

beginning purge date prompt to exit back to the previous menu.





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6 - Payroll Check Purge

PAYROLL CHECK PURGE PROCESS

THIS PROCESS DELETES PAYROLL CHECKS THAT ARE MARKED AS RECONCILED.

PURGED RECORDS ARE FIRST WRITTEN TO A PURGE FILE, THEN DELETED. THEPURGE FILE IS THEN WRITTEN TO TAPE.

DO YOU WISH TO BEGIN THE PAYCHECK PURGE PROCESS? (Y/N)=

The Payroll Check Purge option selects records in the P.CHECK file with a reconcile flag set to

‘Y’ and with a CHK.DATE less than or equal to the cutoff date, writes them to the

PURGE.P.CHECK files and deletes them from the P.CHECK file.

The above screen prompts you to verify whether you want to execute the paycheck purge. Enter a‘Y’ to execute the purge or enter a ‘N’ to not execute the purge and exit back to the Calendar End

of Year Processes Menu.






7 - Personnel Status Change Process

P Y PERSONNEL STATUS UPDATE QPYEDY7

ENTER CUTOFF DATE OR <<CR> TO EXIT:

The Personnel Status Change Process option writes a termination code of ‘T’ in field 53 (STA-

TUS) in the personnel file for employees with no calendar year-to-date gross and with a date of

employment less than the cutoff date.

The above screen prompts you to enter the cutoff date. Enter the cutoff date to execute the option

or enter a <CR> to exit.





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8 - Maintain W-2 Master File

PAYROLL/PERSONNEL SPYEOY8

========================================================================

W2 MASTER MAINTENANCE - PAGE 1

========================================================================

EMPLOYEE NUMBER: 2 AYCUFF, ROY S.

14. DECEASED :

1. GROSS : 43764.60

2. FWT : 3523.17

3. SWT : 1502.89

4. FRINGE BENFTS :

5. EMPLOYEE FICA : 2535.14

EMPLOYEE MEDI: 592.89

6. VOLUNTARY DED: 8549.17

7. NET : 27061.34

8. EIC : 75.00

9. EMPLOYER FICA : 2535.14

EMPLOYER MEDI: 592.8910. GROSS SUB FED : 35215.43

11. GROSS SUB STE: 35215.43

12. GROSS SUB FCA : 40889.31

GROSS SUB MED : 40889.31

13. COST OF GROUP INS OVER $50,000 :

ENTER SAVE(S), NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ?

The Maintain W-2 Master File option allows you to make changes to W-2 records in the W-2

master file prior to printing.

The option consists of three screens, which summarize an employee’s year-to-date W-2 informa-

tion. Page one summarizes an employee's s federal, state and FICA deduction amounts. Page two

summarizes miscellaneous and voluntary deduction amounts. Page three lists employee’s name,

social security number and address.

Page one (shown above) displays a specified employee’s federal, state and FICA deduction

amounts. If you need to make any changes, enter the field number of the field that you want to

change. If all the data on the page is correct, enter a ‘/’ to advance to page two.

Note: Field 4, FRINGE BENFTS, allows you to enter the amount of fringe benefits paid to anemployee during the year.

Note: Field 13, COST OF GROUP INS OVER $50,000, allows entry of the cost of group insur-

ance in excess of $50,000.

New in Release 8.9: Field 14, DECEASED. Enter a 'Y' if the employee is not living or skip

(leave blank) if the employee is living. A 'Y' marks the DECEASED block on the W-2 form.

Also, the tax tape program will show employees marked as deceased.




PAYROLL/PERSONNEL RELEASE7.7 SPYEOY8A

===============================================================================


===============================================================================

EMPLOYEE NUMBER: 2 AYCUFF, ROY S

1. DEDUCTION: DEDUCTION AMT:

1.1 5 KICKBACK 200.00

1.2 4 STATE EMPLOYEE’S CREDIT UNION 5122.00

1.3 2 RETIREMENT 750.00

1.4 6 CO HEALTH INS SUPPLEMENT 0.00

1.5 1 SAVINGS BOND 0.00

1.6 3 HOSPITALIZATION 577.40

1.7 8 SLUSH FUND 130.00

1.8 14 HAROLD’S FUND 1320.00

1.9

1.10

1.11

1.12


Page two (shown above) displays a specified employee’s miscellaneous and voluntary deduction

amounts. If you need to make any adjustments, enter the field number of the field that you want

to change. If all the data on the page is correct, enter a ‘/’ to advance to page three.



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PAYROLL/PERSONNEL RELEASE7.7 SPYEOY8B

===============================================================================


===============================================================================

EMPLOYEE NUMBER: 2 AYCUFF, ROY S.

1. NAME : AYCUFF, ROY S.2. SOC SEC NUM : 240-76-1546

3. ADDRESS1 : GILLISPE STREET

4. ADDRESS2 :

5. CITY : DOBSON

6. STATE : NC

7. ZIP : 27017

===============================================================================


Page three (shown above) displays a specified employee’s name, social security number and

address. If you need to make any adjustments (like a change of address), enter the field number

of the field that you want to change. If all the data on the page is correct, enter a ‘/’ to advance to

page one. If you made any adjustments, enter a ‘S’ at the prompt on page one to save the

changes.




Calendar End-of-Year Processing Guide

To provide a general outline of the sequence of events for executing Calen-

dar End-of-Year Processing

1. Run all December monthly reports and balance them.

2. Run all quarterly reports and balance them.

3. Make 2 Magsav tapes of CC.PY then label the tapes ’19XX CC.PY Prior

To Yearend’(where XX is the year). File the tapes in a safe place.

4. Execute menu item 9-10-7 (PERSONNEL STATUS CHANGE).

5. Execute menu item 9-10-3 (COPY FILES FOR W-2 REPORTING).

6. Execute menu item 9-10-1 (CLEAR RETIREMENT TOTALS FILE).

NOTE:AFTER ALL OF THE ABOVE STEPS ARE COMPLETED,

YOU CAN BEGIN THE NEW YEAR’S PAYROLL.

7. Execute menu item 9-10-4 (END OF YEAR PURGE).

8. Execute menu item 9-10-2 (END OF YEAR LEAVE ROLLOVER).

9. Execute menu item 9-10-6 (PAYROLL CHECK PURGE).

10. Execute menu item 9-10-5 (PURGE PAYROLL CONTRACT FILE).

NOTE:ITEMS 8,9 AND 10 CAN BE EXECUTED AT CALEN-

DAR OR FISCAL YEAR END DEPENDING ON YOUR

COLLEGE'S PROCEDURE.

11. Execute menu item 8-9-1 (W-2 PRINT). The first run of this option

should be printed to plain paper. Check the W-2's for accuracy. If changes

need to be made, go to step 12 MAINTAIN W-2 MASTER FILE. Once the

W-2's are accurate, execute this step again & print on the W-2 forms. Skip

to step 13.

12. Execute menu item 9-10-8 (MAINTAIN W-2 MASTER FILE).

13. Execute menu item 8-9-2 (FEDERAL TAX TAPE). Compare the totals

that release during this step and compare them with the W-2 totals. They

must match.

14. Execute menu item 8-9-3 (STATE TAX TAPE). Compare the totals

step and compare them with the W-2 totals. They must match.

Purpose

Procedures



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11-Prorate Instructor Salaries By Major

DISTRIBUTION BY MAJOR

DO YOU REALLY WANT TO RUN THIS PRORATION (“Y” OR “N”)?

Proration by Major Screen

The Proration by Major Screen allows you to prorate instructor salaries by major. The screenuses the COURSES file to determine the make up of an instructor’s course. The instructor’s

salary is then distributed according to the make up of the course.

This option updates the P.INSTRUCTOR file and should be executed each month before you

start the payroll cycle so that the proration will be accurate and will reflect the most current

changes in the roster file.

The above screen prompts you to verify whether you want to prorate instructor salaries. Enter a

‘Y’ to execute the option or enter a ‘N’ to not execute the option and return to the previous menu.

If you enter a ‘Y’, the screen will prompt you for the term. Enter the term in the format YY/NN

where YY is the year and NN is the term. The screen will display the last term this process was

executed.




12 - Enter Curriculum Account Numbers

=====================================================================

ENTER MAJOR ACCOUNT NUMBERS

=====================================================================

MAJOR CODE NUMBER:

MAJOR DESCRIPTION:

1. F/T ACCOUNT NUMBER:

2. P/T ACCOUNT NUMBER:

ENTER MAJOR CODE NUMBER:?

Curriculum Account Numbers Screen

The Curriculum Account Numbers Screen allows you to access the MAJORS file and assign

account code information to curriculum majors. The information is later used during the prora-

tion by major process.

The above screen prompts you to enter a major code number. Enter the major code number. If

this is an existing major, the screen will display the description as well as account code informa-

tion.

If this is a new major, the screen will prompt you to enter a major code number. Enter the major

code number.

Next, the screen will display a “ENTER SAVE(S), CANCEL(XX), OR FIELD# TO CHANGE”

prompt. Enter 1 to access the F/T ACCOUNT NUMBER field. Enter the account code informa-

tion. Enter 2 to access the P/T ACCOUNT NUMBER field. Enter the account code information.

Be sure you enter a ‘S’ to save the information that you have entered.

Note: When you enter the account code information, the department code will be replaced with

flow-thru characters (@@). When the process is actually executed, the department code that is

entered on the Personnel Data Entry Screen is substituted for the flow-thru characters. Thedepartment code must be a valid entry in the SYSGL6 file.



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13 - Enter Mass Deduction Change

ENTER DEDUCTION CODE (99) =

This option allows you to access the DED.MSD file and make a mass change in a deduction rate

or amount. The change will affect all employees who are subject to the deduction. For example,

if the hospitalization rate changes, enter the change here instead of accessing each employee’sdeduction record.

NOTE: ALTHOUGH A MASS DEDUCTION CHANGE AFFECTS THE

DEDUCTION AMOUNTS OF ALL EMPLOYEES SUBJECT TO THE

DEDUCTION, ENCUMBRANCE DEDUCTION RATES ARE NOT

CHANGED. IT IS NECESSARY TO ACCESS EACH EMPLOYEE AND

CHANGE THE ENCUMBRANCE DEDUCTION RATE.

The screen above prompts you for the deduction code. Enter the deduction code that you want to

change. If the code is valid, the number and the description will display. The prompt, “IS THIS

WHAT YOU WANT (“Y” OR “N”)” will display. Enter a ‘Y’ to proceed or enter a ‘N’ to

reenter If the deduction code that you entered is invalid, you will be prompted to enter the code

again.




ENTER DEDUCTION CODE (99) =2

2 RETIREMENT

IS THIS WHAT YOU WANT (“Y” OR “N”)=Y

ENTER EMPLOYEE’S OLD DEDUCTION RATE (999.99 OR 99%) OR ‘N’ FOR NO CHANGE=

ENTER EMPLOYEE’S NEW DEDUCTION RATE (999.99 OR 99%) OR ‘N’ FOR NO CHANGE=

ENTER EMPLOYER’S OLD DEDUCTION RATE (999.99 OR 99%) OR ‘N’ FOR NO CHANGE=

ENTER EMPLOYER’S NEW DEDUCTION RATE (999.99 OR 99%) OR ‘N’ FOR NO CHANGE=

The above screen prompts you to enter the deduction rate changes. Enter the changes at the

appropriate prompt(s).

After you complete this screen, a report will release listing the employees who were affected bythe change. To exit, enter 'END' to leave the process.



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14 - Enter Payroll Contracts

PAYROLL CONTRACT MENU

1= ENTER PART TIME STAFF CONTRACTS2= ENTER PART TIME CURRICULUM CONTRACTS

3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL

4= MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL

5= RESET BEGINNING CONTRACT CONTROL NUMBERS

6= PRINT CONTRACT CHANGE REPORTS

7= PRINT EXPIRED P.CONTRACTS WITH A REMAINING BALANCE

8= PRINT EXPIRED STAFF/CURRICULUM CONTRACTS WITH A REMAINING BALANCE

9= PRINT CONTRACT STATUS CHECK REPORT

10= PRINT STATUS OF CONTRACTS TO BE PULLED

11= PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY

12= PRINT P.CONTRACTS SCHEDULED FOR PAY

13= CONTRACT PRINT MENU

Which would you like? (1 - 13)=

Payroll Contract Menu

The Payroll Contract Menu displays the various functions available and gives you a choice of

which selection to perform. Enter the number corresponding to the function that you want to

execute.



1 - ENTER PART TIME STAFF CONTRACTS

Allows you to enter part-time staff contracts.

2 - ENTER PART TIME CURRICULUM CONTRACTS

Allows you to enter part-time curriculum contracts.

3 - MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL

Allows you to move existing Continuing Education contracts to the Payroll system.

4 - MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL

Allows you to move existing part-time staff and curriculum contracts to the Payroll system.




5 - RESET BEGINNING CONTRACT CONTROL NUMBERS

Allows you to reset the beginning contract control numbers.

6 - PRINT CONTRACT CHANGE REPORTS

Allows you to print the Contract Change Reports.

7 - PRINT EXPIRED P.CONTRACTS WITH A REMAINING BALANCE

Allows you to print a report that lists expired P.CONTRACTS. The report shows contract

number, final pay date, budgeted amount, amount paid and remaining balance.

8 - PRINT EXPIRED STAFF/CURRICULUM CONTRACTS WITH A REMAINING

BALANCE

Allows you to print a report that lists expired staff and curriculum contracts. The reportshows contract number, final pay date, contract amount, amount paid and remaining balance.

9 - PRINT CONTRACT STATUS CHECK REPORT

Allows you to compare the override status flag in the P.CONTRACT file to the actual status

flag in the CE.CONTRACT file and print a report that lists contract number, employee

number, employee name, override status, continuing education status, message and pay

ending date.

10 - PRINT STATUS OF CONTRACTS TO BE PULLED

Allows you to print the status of continuing education contracts to be pulled over to payroll

for the current month. This option generates a report that lists contract number, employee

name, contract status, beginning and ending dates for pay period, month pay amount was

earned and pay amount.

11 - PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY

Allows you to print a report that lists staff and curriculum contracts that are scheduled to be

paid.

12 - PRINT P.CONTRACTS SCHEDULED FOR PAY

Allows you to print reports that list P.CONTRACTS scheduled for pay for the month end

date that you specify. The reports list the P.CONTRACTS paid by the hour as well as

P.CONTRACTS paid by amount.

13 - CONTRACT PRINT MENU

Allows you to access a menu where you can print part-time staff or curriculum contracts.



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1 - Enter Part Time Staff Contracts

FINANCIALS STFSTAFF.CONTRACT

==========================================================================

PART TIME STAFF CONTRACT MAINTENANCE - PAGE 1 OF 3

==========================================================================CONTRACT NO : 9450038 STATUS : PY

1. EMPLOYEE NO : 122

SSN : 493-78-0911

NAME : SMITH, SUSAN

ADDRESS : RT. 1

CSZ : RALEIGH, NC 27707

DEPT : 02

POSITION NO : 100

2. JOB TITLE : SYSTEMS ANALYST PROGRAMMER MXV

3. BEG DATE : 01/31/944. END DATE : 03/31/94

Enter Save(S), Cancel(XX), Void(VD), Next Page(/), Or Field # To Change

?

Part Time Staff Contract Maintenance Screen

The Part Time Staff Contract Maintenance Screen allows you to enter a part-time staff contract

or change an existing contract. When you access this screen, you will be prompted for a contractnumber. Enter a 7-digit contract number. Next, enter the employee number of the employee who

will be paid through this contract (if you are entering a new contract).

The screen will display the employee number, social security number, name, address, city, state,

zip, department number, position number and position title. Verify that this is the correct em-

ployee for the contract you are entering.


3 - BEG DATE - Enter the beginning date of contract pay period in the format MM/DD/

YY.

4 - END DATE - Enter the ending date of the contract pay period in the format MM/DD/

YY.




===========================================================================


===========================================================================

CONTRACT NO :9450038

1. CONTRACT RATE OF PAY : 120.00

2. TOTAL CONTRACT HOURS :

CONTRACT TOTAL PAY : 120.00

3. ACCOUNT CODES: PER CENT: BUDGET:

3.1 11-110-21100-0100-00 100 120.00

3.2

3.3

3.4

3.5

4. MILES : 5. # TRIPS : 6. RATE : TOTAL : 0.00

7. SPECIAL INSTRUCTIONS : (Maximum of 4 lines)


Part Time Staff Contract Maintenance Screen - Page 2

Page two of the Part Time Staff Contract Maintenance Screen allows you to enter the pay infor-

mation for the contract.


1 - CONTRACT RATE OF PAY - Enter hourly rate of pay or enter the total salary for

the contract.

2 - TOTAL CONTRACT HOURS - Enter the total number of hours to be paid on the

contract or leave blank. If you enter hours, the system assumes the contract total pay is the

contract rate of pay times the total contract hours. If you leave this field blank, the system as-

sumes that the contract rate of pay is the contract total pay.

CONTRACT TOTAL PAY - Computer-generated total of the CONTRACT RATE OF

PAY times the TOTAL CONTRACT HOURS.

3 - ACCOUNT CODES - Enter the payroll expense account for this contract. You have

the option of entering a percent or the budget amount. If you enter a percent, the system willcalculate the budget. If you enter the budget amount, the system will calculate the percent. It is

not possible to save the contract if the percent is greater than 100 or if the budget exceeds the

contract total pay.

4 - MILES - Enter round trip mileage for one trip. The system automatically rounds

partial mileage to the nearest whole number. Enter a <CR> to skip this field as well as fields 5

and 6.



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5 - # TRIPS - Enter the number of rounds trips the instructor made.

6 - RATE - Enter the rate paid per mile. The system allows rate to be up to 3 decimal

places. For example, a rate of 25 and 1/2 cents per mile would be entered as .255.

7 - TOTAL - Multiplies the MILES field by # TRIPS field by RATE field. If any of

those fields change, the amount in this field is recalculated and displayed.

7 - SPECIAL INSTRUCTIONS - Enter up to 4 lines of special instruction text. If you

type beyond the end of the line, then the word being typed will automatically wrap around to the

next line. Hit ESC ESC Q to get out of this field.




FINANCIALS STFSTAFF.CONTRACT

=====================================================================


=====================================================================

CONTRACT NO:

1. PAY MONTHS PAY HOURS PAY AMOUNTS

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.8

1.91.10

1.11

1.12

ENTER PAY MONTH <1> .......

Part Time Staff Contract Maintenance Screen - Page 3

Page three of the Part Time Staff Contract Maintenance Screen allows you to project pay

amounts by months.

The screen will prompt you to enter the first month that the contract pay will be payed. Enter the

numeric equivalent for the month.

Next, enter the pay hours if the contract is to be paid by hours or enter a <CR> to skip this field.

Enter the pay amount if the contract is to be paid by amount or enter a <CR> to skip this field.

The screen will prompt you to enter the pay month again. The series of prompts will display

again. This is a multivalued field. When you have finished entering data, enter a ‘/’ to exit.



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2 - Enter Part Time Curriculum Contracts

========================================================================

PART TIME CURRICULUM CONTRACT MAINTENANCE - PAGE 1 OF 3

========================================================================

CONTRACT NO : 9400032 STATUS :

1. EMPLOYEE ID : 122

2. SSN : 493-78-0911

NAME : SMITH, SUSAN

3. ADDRESS : 11 WILLOW BRIDGE DR # 80

4. CSZ : DURHAM, NC 27707

5. TERM : 94/06

6. BEG DATE : 01/01/94

7. END DATE : 01/31/94

COURSES

8. DEP: CRS: SEC: TITLE : DAY: TIME: BLD: RM:

8.1 ACC 121 01 ACCOUNTING PRINCI MW 10:00-11:50A 7 729

8.2 TTH 10:00-10:50A 7 729

8.3 ACC 122 01 ACCOUNTING PRINCI M 08:00-09:50A 7 729

8.4 TTH 08:00-08:50A 7 7298.5 W 08:00-09:50A 7A 781

Enter Save(S), Cancel(XX), Void(VD), Next Page(/), Or Field # To Change

?

Part Time Curriculum Contracts Maintenance Screen - Page 1

The Part Time Curriculum Contracts Maintenance Screen allows you to enter a part-time curricu-

lum contract or make changes to an existing contract.

When you access this screen, you will be prompted for a CONTRACT NO. Enter a 7-digit

contract number. Next, enter the employee number of the employee who will be paid through this

contract (if this is a new contract). (You can enter a faculty number instead of an employee

number, especially if the employee has not been set up through the Personnel Data Entry option.)

The screen will display the employee number, social security number, name, address, city, state,

zip, department number, position number and position title. Verify that this is the correct em-

ployee for the contract you are entering.


5 - STATUS - A display-only field that indicates the status of the contract. It is possible

for a contract to have more than one status and all statuses will be displayed. Currently the valid

statuses: PY - moved to payroll; VD - Voided; PR - Printed.

5 - TERM - Enter the term that the contract covers in the format YY/NN where YY is the




year and NN is the term number. (Example: The first term of 93 would be entered as 93/01).

6 - BEG DATE - Enter the beginning date of contract pay period in the format MM/DD/

YY.

7 - END DATE - Enter the ending date of the contract pay period in the format MM/DD/

YY.

8 - DEP - Enter the department classification of the course covered under the contract for

the specified employee. This is a multivalued field. You must enter a ‘/’ to exit when you are

finished keying data.

CRS - Enter the course number of the course covered under the contract for the specified

employee.

SEC - Enter the section number of the course.

TITLE - This is the title of the course.

DAY - This is the day or days the course is offered.

TIME - This is the time the course is offered.

BLD - This is the building where the course is offered.

RM - This is the room where the course is offered.

NOTE: ALL DAY, TIME AND LOCATION COMBINATIONS FOR THE COURSEWILL BE PULLED INTO THE CONTRACT. FOR EXAMPLE, ON THE SCREEN ON

THE PREVIOUS PAGE, IF THE INSTRUCTOR WAS TEACHING JUST THE MW

PORTION OF ACC 121, YOU COULD ENTER 8.2 AND WHEN PROMPTED FOR DEP,

ENTER 'DE' TO DELETE THIS COURSE LINE FROM THE CONTRACT.

After keying the course information, enter a ‘/’ to advance to page 2.



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====================================================================


====================================================================

CONTRACT NO : 9400032

1. CONTRACT RATE OF PAY: 2000.002. TOTAL CONTRACT HOURS :



3.1 11-110-21100-0100-97 100 2000.00

3.2

3.3

3.4

3.5

4. MILES : 25 5. # TRIPS : 10 6. RATE : 0.250 TOTAL : 62.50

7. SPECIAL INSTRUCTIONS : (Maximum of 4 lines)

IF THERE ARE LESS THAN 10 STUDENTS REGISTERED IN THE FIRST CLASS, PAYTHE EMPLOYEE $200 FOR THAT COURSE. IF THERE ARE LESS THAN 8 STUDENTS

REGISTERED IN THE SECOND CLASS, PAY THE EMPLOYEE $200 FOR THAT CLASS.

IF BOTH CLASSES ARE CANCELLED, PAY EMPLOYEE $500.


Part Time Curriculum Contract Maintenance Screen - Page 2

Page two of the Part Time Curriculum Contract Maintenance Screen allows you to enter the pay

information for the contract.


1 - CONTRACT RATE OF PAY - Enter hourly rate of pay or enter the total salary for

the contract.

2 - TOTAL CONTRACT HOURS - Enter the total number of hours to be paid on the

contract or leave blank. If you enter hours, the system assumes the CONTRACT TOTAL PAY is

the CONTRACT RATE OF PAY times the TOTAL CONTRACT HOURS. If you leave this

field blank, the system assumes that the CONTRACT RATE OF PAY is the CONTRACT

TOTAL PAY.

CONTRACT TOTAL PAY - Computer-generated total of the CONTRACT RATE OF

PAY times the TOTAL CONTRACT HOURS.

3 - ACCOUNT CODES - Enter the payroll expense account for this contract. You have

the option of entering a percent or the budget amount. If you enter a percent, the system will

calculate the budget. If you enter the budget amount, the system will calculate the percent. It is

not possible to save the contract if the percent is greater than 100 or if the budget exceeds the

CONTRACT TOTAL PAY.




4 - MILES - Enter round trip mileage for one trip. The system automatically rounds

partial mileage to the nearest whole number. Enter a <CR> to skip this field as well as fields 5

and 6.


6 - RATE - Enter the rate paid per mile. The system allows rate to be up to 3 decimal

places. For example, a rate of 25 and 1/2 cents per mile would be entered as .255.

7 - TOTAL - Multiplies the MILES field by # TRIPS field by RATE field. If any of

those fields change, the amount in this field is recalculated and displayed.

7 - SPECIAL INSTRUCTIONS - This is a TOADS text window. Enter up to 4 lines of

special instruction text. If you type beyond the end of the line, then the word being typed will

automatically wrap around to the next line. Hit ESC ESC Q to get out of this field.



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Part Time Curriculum Contract Maintenance Screen - Page 3

Page three of the Part Time Curriculum Contract Maintenance Screen allows you to project pay

amounts by months.

The screen will prompt you to enter the first month the contract pay will be payed. Enter the

numeric equivalent for the month.

Next, enter the pay hours if the contract is to be paid by hours or enter a <CR> to skip this field.

Enter the pay amount if the contract is to be paid by amount or enter a <CR> to skip this field.

The screen will prompt you to enter the pay month again. The series of prompts will display

again. This is a multivalued field. When you have finished, enter a ‘/’ to exit.

After you enter a '/', page one of the Part-time Curriculum Contract Maintenance Screen displays.

If you made changes to any of the pages, remember to save your work. Enter an 'S' to save.

=====================================================================


======================================================================



1.1 MAY 75.00 2000.00

1.2

1.3

1.4

1.5

1.6

1.7

1.8

1.9

1.10

1.11

1.12 .





3 - Move Continuing Education Contracts To Payroll

PAYROLL/PERSONNEL

===============================================================================

CONTRACT DATA ENTRY

===============================================================================

CONTRACT NUMBER: 1111111

1. PAYROLL STATUS (‘AC’ OR ‘IN’):

2. OVERRIDE CLASS STATUS :

3. ACCOUNT NUMBER : 00-000-00000-0000-00

4. PAY PERIOD ENDING DATES: PAY PERIOD AMOUNTS:

4.1 300.00

4.2 300.00

4.3

5. BUDGET ALLOCATED FOR CLASS: 600.00

6. EMPLOYEE NUMBER:

7. PROJECTED HOURS FOR CONTRACT:

8. HOURLY RATE:

9. NUMBER HOURS WORKED THIS PAY PERIOD:

TOTAL AMOUNT PAID ON CONTRACT:

ENTER EMPLOYEE NUMBER?......

Contract Data Entry Screen

The Contract Data Entry Screen allows you to move Continuing Education contracts from the

Continuing Education module to the Payroll module or allows you to enter a contract directly in

P.CONTRACT.

Continuing Education contracts are built in the Continuing Education module and a source

contract is printed by that department. The source contract contains a payroll budget code,

months to be paid, projected amount to be paid for those months, total pay, hourly rate, projected

number of hours to be worked and status code. The source contract must be moved to the Payroll

module by the above screen and verified by the Payroll department in order for the contract to be

eligible for payment.

Enter the seven-digit contract number of the contract that you want to verify for payment. If it is

a valid contract, the contract’s information will display.

The field descriptions are described below.

1 - PAYROLL STATUS - The status can be either ‘AC’ ACTIVE or ‘IN’ INACTIVE. If

the status is ‘AC’ and the contract passes all edits the amount will be paid. If the status is ‘IN’ the

contract will not be paid.



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2 - OVERRIDE CLASS STATUS - This is the default status that you want to have on

the Continuing Education contract for it to be paid. The most often used statuses are ‘ ‘ and ‘RE’.

The ‘ ‘ indicates only that the contract has been created. The ‘RE’ status indicates that students

have been registered for the class. If the contract has a status of ‘CA’ CANCELLED then the

contract will not be paid. You may change the status or you can carriage return to accept the

system default status. If the Coned contract has no status then you would want to enter a ‘ ‘ for

the override class status. When your payroll system was setup a record called

"C.STATUS.DEFAULT’ was created in the TOTALS file. This record contains the default status

that you will get if you carriage return. Additional valid statuses are: ‘RO’, ‘GR’, ‘DC’, ‘IC’ and

‘CA’. If the status on the contract does not match either the default class status or the override

class status, the contract will not be setup to be paid by the batch building process.

3 - ACCOUNT NUMBER - The account number is the payroll budget account number

that was entered on the source contract by the Continuing Education department. If the account

number is not correct, you can change it here.

4 - PAY PERIOD ENDING DATES AND PAY PERIOD AMOUNTS - The pay

ending dates should be the dates that correspond to the pay periods for which the employee willbe paid. When the contract is pulled over from Continuing Education for the first time, these

fields are blank. The payroll office must replace the blanks with the full pay ending date.

Note: If a contract has both an hourly rate and pay amounts, a message will display informing

you that both exist. The default payment method is hourly rate multiplied by hours worked.

5 - BUDGET ALLOCATED FOR CLASS - This item is pulled over from the source

contract and is the total amount to be paid on the contract. If a payment on the contract will cause

a contract to exceed this budget amount, the contract will not be paid. If the pay amounts are

changed on a contract, the budget should be changed accordingly.

6 - EMPLOYEE NUMBER - This item is pulled over from the source contract and is

the employee number from the PERMST file. In addition to an employee number, the employee

name is pulled over so that you can verify that the correct employee is being paid.

7 - PROJECTED HOURS FOR THE CONTRACT - This item is pulled over from the

source contract. If the employee is being paid using an hourly rate, the total number of hours paid

cannot exceed the projected hours. If the total number of hours exceeds the projected hours, the

contract will not be pulled into the Continuing Education contract batch. If the employee is being

paid using pay period amounts then the projected hours will be ignored.

8 - HOURLY RATE - This item is pulled over from the source contract. If the employee

is being paid by Pay Period Amounts and not Hourly rate, you will want to delete this field.




9 - NUMBER OF HOURS WORKED THIS PAY PERIOD - If the employee is to be

paid by the hour then the payroll office will complete this field prior to starting the batch build

process. This item is reset to zero at the end of the compute process.

10 - TOTAL AMOUNT PAID ON CONTRACT - This item is updated by the compute

process and should reflect the total amount paid on the contract to date. This field is automati-

cally updated following the compute.



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———————————————————————————————————————

Employee : 44 MILLER, LARRY Encumbered : 355.83

Position(s) : 99999 INSTRUCTOR Liquidated :


1. Encum-Type: Encumbered: Liquidated:

1.1 G GROSS 300.00 0.00


1.3 D2 RETIREMENT 32.88 0.00

1.4

1.5



4.1 G GROSS 00*000*00000*0000*00 300.00 100.00 0.00

4.2 F FICA MATCHING 00*000*21810*0000*00 22.95 100.00 0.00

4.3 D2 RETIREMENT 00*000*21820*0000*00 32.88 100.00 0.00

4.4

4.5

4.65. PAY FREQUENCY: 1.0 # OF PAYROLL LIQUIDATIONS: 0.0



If the employee on the contract has the encumbered flag set to ‘Y’ on the Payroll Data Entry

Screen, the Employee Encumbrance Maintenance Screen (see above) will display the existing

Contract encumbrance


1 - ENCUM-TYPE - This field will display the amount encumbered and liquidated by

type. This is a summary display of the amounts.


amount encumbered and liquidated by account. The contract percentage for each account is

shown as well.

It is possible to use menu option 3, Move Continuing Education Contracts to Payroll, to enter ‘P’contracts. ‘P’ contracts allow you to use the Contract Data Entry screen to enter other types of

contracts besides continuing education.

To enter ‘P’ contracts, prefix the contract number that you want to enter with a ‘P’. This type of

contract is often used to pay special types of pay such as longevity.




If the contract is NOT encumbered or the existing contract amount changes, the following screen

will display:

CONTRACT PAY DATE SELECTION

Pay Period Pay Date Paid/Encumber

1. 01/31/94

2. 02/28/94

3. 03/31/94

Enter beginning pay period to encumber or XX to Quit

You select the beginning period to encumber and then you are prompted for ending period (a

<CR> defaults to the same period number as the beginning period). The selected periods will

redisplay with an 'E' in the Paid/Encumber column and you will be prompted "Is this what you

want (Y/N)?"

If you respond with a 'N', you will be taken through the selection process again. If you answer

with a 'Y', the selected periods will be encumbered. If all periods are selected, the entire contract

amount is encumbered. Otherwise, encumbrance will be generated using the projected amounts

from the months you selected.



i

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4 - Move PT Staff and Curriculum Contracts to Payroll

FINANCIALS .CONTRACT

=======================================================================

PART TIME CURRICULUM/STAFF CONTRACT PAGE 1 OF 3

=======================================================================

CONTRACT NUMBER: F1111111

1. PAYROLL STATUS (‘AC’ or ‘IN’): AC

2. PAY PERIOD ENDING DATES: PAY PERIOD AMTS:

2.1 01-01-1993 400.00

2.2 02-28-1993 800.00

2.3 03-31-1993 200.00

4. BUDGET ALLOCATED FOR CONTRACT: 4000.00

5. EMPLOYEE NUMBER: 1 SALMON,JOHATHAN

6. PROJECTED HOURS FOR CONTRACT: 40.00

7. HOURLY RATE:8. NUMBER HOURS WORKED THIS PAY PERIOD: 0.00

TOTAL AMOUNT PAID ON CONTRACT: 4000.00

Enter Save(S), Next Page(/), Cancel(XX), Delete(DE), Or Field # To Change

Part Time Curriculum/Staff Contract Screen

The Part Time Curriculum/Staff Contract Screen allows you to move part-time curriculum and

staff contracts to the Payroll module.

The screen is similar to the Continuing Education screen. As with Continuing Education, it is

possible for the source contract on curriculum contracts to be entered in the curriculum area. It is

also possible to enter Curriculum contracts from the Payroll module. Currently, staff contracts

can only be entered from the Payroll module.

It is important to remember that you must prefix the contract number with an ‘F’ or ‘S’ to indi-

cate which type of contract to move. Enter an ‘F’ and a seven-digit contract number to access a

faculty contract. Enter an ‘S’ and a seven-digit contract number to access a staff contract.

(Note that the system checks the COURSES file to see if any students are registered for the class

being paid through the contract. If no students are registered, then a notification warning message

displays. The message is a notification only. It does not prohibit you from continuing. Simply

acknowledge the message by entering a <CR>.)


1 - PAYROLL STATUS - The status can be either ‘AC’ ACTIVE or ‘IN’ INACTIVE. If

the status is ‘AC’ and the contract passes all edits, the amount will be paid. If the status is ‘IN’,

the contract will not be paid.




2 - PAY PERIOD ENDING DATES AND PAY PERIOD AMOUNTS - The pay

ending dates should be the dates that correspond to the pay periods for which the employee will

be paid. When the contract is pulled over for the first time, these fields contain blanks. The

payroll office must replace the blanks with the full pay ending date. If you wish to use hourly

rate and hours worked as the method of payment then you must delete the pay ending dates and

the pay period amounts. If you specify both pay period amounts and hourly rate, the system will

attempt to use the hourly rate times the hours worked.

4 - BUDGET ALLOCATED FOR CLASS - This item is pulled over from the source

contract and is the total amount to be paid on the contract. If a payment on the contract will cause

a contract to exceed this budget amount, the contract will not be paid.

5 - EMPLOYEE NUMBER - This item is pulled over from the source contract and is

the employee number from the PERMST file. In addition to an employee number, the employees

name is pulled over so that you can verify that the correct employee is being paid.

6 - PROJECTED HOURS FOR CONTRACT - This item is pulled over from the

source contract. If the employee is being paid using an hourly rate, the total number of hours paidcannot exceed the projected hours. If the total numbers of hours paid exceeds the projected

hours, the contract will not be pulled. If the employee is being paid using pay period amounts

then the projected hours will be ignored.

7 - HOURLY RATE - This item is pulled over from the source contract. If the employee

is being paid by Pay Period Amounts and not Hourly rate, you will want to delete this field.

8 - NUMBER OF HOURS WORKED THIS PAY PERIOD - If the employee is to be

paid by the hour then the payroll office will complete this field prior to starting the batch build

process. This item is reset to zero at the end of the compute process.

- TOTAL AMOUNT PAID ON CONTRACT - This item is updated by the compute

process and should reflect the total amount paid on the contract to date. This field is automati-

cally updated following the compute.

NOTE: COLLEGES MAY CHOOSE TO USE CONTRACTS SOLELY AS A PAY

DOCUMENT (I.E. THE CONTRACT WILL NOT BE PRINTED). THOSE CONTRACTS

CAN BE KEYED DIRECTLY INTO PAYROLL BY A PAYROLL CLERK USING THIS

MENU OPTION. IN THOSE CASES, MENU ITEMS 1 AND 2 ARE BYPASSED.



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FINANCIALS STFPY.CONTRACT2

====== ================================================================

PART TIME CURRICULUM/STAFF CONTRACT PAGE 2 OF 2

=======================================================================

CONTRACT NUMBER :F1111111

CONTRACT RATE OF PAY:

TOTAL CONTRACT HOURS: 40.00



4.1 11*110*21100*0100*00 100 4000.00

4.2

4.3

4.4

4.5


Part Time Curriculum/Staff Contract Screen - Page 2

The second page of the Part Time Contract/Staff Contact Screen allows you to enter additional

pay information. This screen is exclusive to curriculum and staff contracts and is not found in

Continuing Education.

One important difference between curriculum and staff contracts is the ability to use multiple

account codes. The information on this screen is pulled over from the source contract but ismaintainable from the payroll office.

CONTRACT RATE OF PAY - The item is pulled over from the source contract. If

there is a CONTRACT RATE OF PAY and no TOTAL CONTRACT HOURS then it is assumed

that the CONTRACT RATE OF PAY is the CONTRACT TOTAL PAY.

TOTAL CONTRACT HOURS - This is the total number of hours to be paid on the

contract. If this is blank then the system assumes that the CONTRACT RATE OF PAY is the

CONTRACT TOTAL PAY. If there are hours here then the system assumes that the CON-

TRACT TOTAL PAY is the CONTRACT RATE OF PAY times the TOTAL CONTRACTHOURS. This item is pulled over from the source contract.

ACCOUNT CODES - This item is pulled over from the source contract and can be

maintained by the payroll office. The account code is the payroll expense account for this con-

tract. You have the option of entering a percent and the system will figure the budget, or you may

skip the percent and enter the budget and the system will figure the percent for you. It is not

possible to save the contract if the percent is greater than 100 or the budget exceeds the CONT

ACT TOTAL PAY.





——————————————————————————————————————

Employee : 1 Salmon, Johathon Encumbered : 4,771.60

Position(s) : 02000001 Business Manager Liquidated :



1.1 G GROSS 4000.00 0.001.2 F FICA MATCHING 306.00 0.00

1.3 D2 RETIREMENT 465.00 0.00

1.4

1.5



4.1 G GROSS 11*110*21100*0100*00 4000.00 100.00 0.00

4.2 F FICA 11*110*21810*0100*00 306.00 100.00 0.00

4.3 D2 RETIREMENT 11*110*21820*0100*00 465.00 100.00 0.00

4.4

4.5

4.6

5. PAY FREQUENCY: 6.0 # OF PAYROLL LIQUIDATIONS:

Enter Next Page (/), Cancel (XX), Or Field # To Change


If the employee on the contract has the encumbered flag set to ‘Y’ on the Payroll Data Entry

Screen, the Employee Encumbrance Maintenance Screen will display (see above).

If this is a new encumbrance, you will be prompted to select the periods to encumber. Refer to

page 9 -55.


1 - ENCUM-TYPE - This field will display the amount encumbered and liquidated by

type. This is a summary display of the amounts.


amount encumbered and liquidated by account. The contract percentage for each account is

shown as well.



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5 - Reset Beginning Contract Control Numbers

FINANCIALS RGRG.PTS.CONTRACTS.NO.MNT

======================================================================

Maintain Staff and Curriculum Contract Numbers

======================================================================

1. Faculty Contract Number - : 0000076

2. Staff Contract Number - : 0000088

Enter Save(S), Cancel(XX), Or Field# To Change


This screen allows you to set the staff and curriculum contract numbers. Setting the contract

numbers makes data entry easier. When you enter contracts, enter a # to have the system auto-

matically assign the next available contract number.

Staff and curriculum contract numbers are usually reset at the beginning of the year since the

calendar year makes up part of the contract numbers. For example, 9300007 represents the

seventh contract number issued in 1993.

To reset the contract numbers, enter the field number of the field that you want to change.




6 - Print Contract Change Reports

=====================================================================

CONTRACT CHANGES REPORT MENU

=====================================================================

1 = Print ALL contract changes

2 = Print Staff contract changes

3 = Print Curriculum contract changes

4 = Print Continuing Ed contract changes

Enter selection # or XX to quit?

Contract Changes Report Menu

The Contract Changes Report Menu displays the various reports that detail contract changes

made on the original (source) contracts after a copy of those contracts has been pulled into

Payroll and gives you a choice of which to print.

Choose the appropriate report to print or enter a ‘XX’ to quit.


1 - Print ALL contract changes - Report lists all the contract changes that were made.

2 - Print Staff contract changes - Report lists the staff contract changes that were made.

3 - Print Curriculum contract changes - Report lists the curriculum contract changes that

were made.

4 - Print Continuing Ed contract changes - Report lists the Continuing Education contract

changes that were made.



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7 - Print Expired P.Contracts With A Remaining Balance


1= ENTER PART TIME STAFF CONTRACTS

2= ENTER PART TIME CURRICULUM CONTRACTS

3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL








11 = PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY

Which would you like? (1 - 10)= 7

Sample of one record selected

Cleared the system default SELECT list

Press <RETURN> to continue . . . . .

Expired P.CONTRACTS Screen

This screen allows you allows you to print a report that lists expired P.CONTRACTS. The report

shows contract number, final pay date, budgeted amount, amount paid and remaining balance.

Enter a ‘7’ at the prompt on the above screen to select the option. The screen will pause for a

few seconds in order to generate the report. The report will be spooled to printer (see sample

below). The prompt “Press <RETURN> to continue ...=” will appear. Enter a <CR> to refresh

the screen.

09-26-94 Expired P.Contracts With A Remaining Balance Page 1

CONTRACT # EMP #. FINAL PAY DATE BUDGET AMOUNT PAID REMAINING.

9631111 157 08/31/94 100.00 0.00 100.009632222 122 08/31/94 900.00 0.00 900.009624544 157 08/31/94 200.00 0.00 200.00

3 records listed.




09-26-94 Expired Staff/Curr Contracts With A Remaining Balance Page 1

CONTRACT # EMP #. FINAL PAY DATE CONTRACT AMT AMOUNT PAID REMAINING.

F9400058 157 08/31/94 100.00 0.00 100.00F9400061 122 08/31/94 800.00 0.00 800.00F9400062 157 08/31/94 500.00 0.00 500.00S9450057 122 08/31/94 300.00 0.00 300.00S9450060 157 08/01/94 100.00 0.00 100.00

5 records listed.

8 - Print Expired Staff/Curriculum Contracts With A Remaining Balance



2= ENTER PART TIME CURRICULUM CONTRACTS3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL













Expired Staff/Curriculum Contract Screen

This screen allows you allows you to print a report that lists expired staff and curriculum con-

tracts. The report shows contract number, final pay date, contract amount, amount paid and

remaining balance.


seconds in order to generate the report. The report will be spooled to printer (see sample below).

The prompt “Press <RETURN> to continue ...=” will appear. Enter a <CR> to refresh the

screen.



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9 - Print Contract Status Check Report

----------------------------------------------------------------------------------------------------------------------

THIS PROCESS WILL COMPARE THE OVERRIDE STATUS ON P.CONTRACT TO

THE ACTUAL STATUS ON THE CE.CONTRACT.----------------------------------------------------------------------------------------------------------------------

DO YOU WISH TO CONTINUE? = Y

Contract Status Check Report Screen

This screen allows you to compare the override status flag in the P.CONTRACT file to the actual

status flag in the CE.CONTRACT file. The screen generates a report that lists contract number,

employee number, employee name, override status, continuing education status, message and

pay ending date.

If you want to execute the print process, enter a 'Y' at the "DO YOU WISH TO CONTINUE?"

prompt on the above screen. If you do not want to execute the print process, enter a 'N' at the

prompt then press the <RETURN> key at the "Press <RETURN> to Continue..." prompt. The

Payroll Contract Menu will redisplay.

If you entered a 'Y', the following screen displays:

ENTER THE PAY ENDING DATE =063094

Press <RETURN> to continue...=

Enter the pay ending date for the period that you want to print on the report. The report will be

spooled to the printer. Press the <RETURN> key to return to the Payroll Contract Menu.




10 - Print Status of Contracts To Be Pulled

-----------------------------------------------------------------------------------------------------------------

THIS PROCESS WILL PRINT THE STATUS OF CONED CONTRACTS

TO BE PULLED OVER TO PAYROLL FOR THIS MONTH

------------------------------------------------------------------------------------------------------------------

DO YOU WISH TO CONTINUE? (Y/N) =Y

Pulled Contracts Status Screen

This screen allows you to print the status of continuing education contracts to be pulled over to

payroll for this month. The screen generates a report that lists contract number, employee name,

contract status, beginning and ending dates for pay period, month pay amount was earned and

pay amount.

If you want to execute the print process, enter a 'Y' at the "DO YOU WISH TO CONTINUE?"

prompt on the above screen. If you do not want to execute the print process, enter a 'N' at the

prompt then press the <RETURN> key at the "Press <RETURN> to Continue..." prompt. The

Payroll Contract Menu will redisplay.

If you entered a 'Y', the following screen displays:

ENTER THE 3 LETTER MONTH ABBREVIATION =JUN

ENTER THE YEAR =94


Enter the pay ending date for the period that you want to print on the report. The report will bespooled to the printer. Press the <RETURN> key to return to the Payroll Contract Menu.



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11 - Print Staff/Curriculum Contracts Scheduled For Pay



2= ENTER PART TIME CURRICULUM CONTRACTS3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL













Staff/Curriculum Contracts Scheduled For Pay

This screen allows you allows you to print a report that lists faculty and staff contracts that are to

be paid for a specified pay period. The report lists contract number, type of contract, pay ending

dates and amounts.

Enter a ‘11’ at the prompt on the above screen to select the report. At the "Enter MonthEnd Date

or <CR> to Exit" prompt, enter the monthend date for the period you want. The screen will pause

for a few seconds in order to generate the report. The report will be spooled to printer (see

sample below). The prompt “Press <RETURN> to continue ...=” will appear. Enter a <CR> to

refresh the screen.

09-26-94 Faculty and Staff Contracts Paid By Pay Amount Page 1

Pay PeriodCONTRACT # TYPE PAY END DATES Amounts...

F9400058 F 08-31-94 100.00F9400062 F 08-31-94 300.00

** ———F 400.00

======400.00

2 records listed. 2 values listed.




12 - Print P.CONTRACTS Scheduled For Pay

PAYROLL CONTRACT MENU 14:25:23 16 MAR 1995


2= ENTER PART TIME CURRICULUM CONTRACTS

3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL4= MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL


6= PRINT CONTRACT CHANGES REPORTS

7= PRINT EXPIRED P.CONTACTS WITH A REMAINING BALANCE

8= PRINT EXPIRED STAFF/CURRICULUM CONTRACT WITH A REMAINING BALANCE



11= PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY

12= PRINT P.CONTRACTS SCHEDULED FOR PAY

Which would you like? ( 1 - 12 )=12

Enter Month End Date or <CR> to exit =

The Print P.CONTRACTS Screen allows you to print reports that list P.CONTRACTS sched-

uled for pay for the month end date that you specify. The reports list the P.CONTRACTS paid

by the hour as well as P.CONTRACTS paid by amount.

To execute the option, enter a '12' at the "Which would you like?" prompt. Next, enter the

month-ending date for the period you want to print. Enter in the format MM/DD/YY, where

MM is the two-digit month, DD is the two-digit year and YY is the two-digit year. The system

then selects the P.CONTRACTS scheduled for payment within the time period you specified. If

no P.CONTRACTS are schedule for payment in the time period you entered, no records will be

selected and the reports will list no records. If records are found, the records are printed.

Sample reports are listed below.

03-16-95 P.CONTRACTS Paid By Hour Page 1

Contract # PAY.PERIOD.END.DATES HOURLY RATE NUMB.HOURS.WORKED Wages

P0000088 03-31-95 5.00 75.00 375.00P0000089 03-31-95 6.00 75.00 450.00

=====825.00


Report 2 - P.CONTRACTS Paid By Pay Amount

03-16-95 P.CONTRACTS Paid By Pay Amount Page 1

Contract # PAY.PERIOD.END.DATES PAY.PERIOD.AMOUNTS

P0000088 03-31-95 100.00P0000089 03-31-95 125.00

=====225.00


Report 1 - P.CONTRACT PaidBy Hour



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13 - Contract Print Menu

=======================================================================

PART TIME CONTRACT PRINT MENU

=======================================================================

1= Print PART TIME STAFF CONTRACTS.

2= Print PART TIME CURRICULUM CONTRACTS.

Enter selection # or XX to quit?

The Part Time Contract Print Menu displays the various contract print program available. Enterthe number of the option you want to execute at the "Enter selection # or XX to quit?" prompt.

If you do not want to choose an option, enter 'XX' to return to the Payroll Contract Menu.


1 - PRINT PART TIME STAFF CONTRACTS

Allows you to print part-time staff contracts for a specified contract or range of contracts.

2 - PRINT PART TIME CURRICULUM CONTRACTS

Allows you to print part-time curriculum contracts for a specified contract or range of con-

tracts.




1 - Print Part Time Staff Contracts

CC.PY 7.7 PTS.CONTRACT.PRT REL. 7.9

==========================================================================

PRINT STAFF CONTRACT

====== ===================================================================

** YOU MAY ENTER INDIVIDUAL CONTRACT NUMBERS AND/OR A RANGE OF NUMBERS**

ENTER CONTRACT NUMBER, <R>RANGE, OR <CR> :

* * ENTER 'XX' AT ANY PROMPT TO EXIT * *

The Print Staff Contract Screen allows you to print part-time staff contracts. You can print

individual contract numbers or a range of numbers. If you want to print individual contract

numbers, enter the contract number at the prompt. If you want to print a range, enter 'R', then

enter the contract beginning and ending range when prompted. If you do not want to execute this

process, enter a <CR> to exit.

If you execute this process, you will be prompted to enter either single form feed or continuous

form feed. Enter the appropriate response based on the type of printer you are using. Laser

printers are single form while others are continuous feed.



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2 - Print Part Time Curriculum Contracts

CC.PY 7.7 RG.CONTRACT.PRT REL. 7.9

==========================================================================

CURRICULUM CONTRACT PRINT FOR INSTRUCTOR SIGNATURE

====== ===================================================================

** YOU MAY ENTER INDIVIDUAL CONTRACT NUMBERS AND/OR A RANGE OF NUMBERS**

ENTER CONTRACT NUMBER, <R>RANGE, OR <CR> :

* * ENTER 'XX' AT ANY PROMPT TO EXIT * *

The Curriculum Contract Print For Instructor Signature Screen allows you to print part-time

curriculum contracts. You can print individual contract numbers or a range of numbers. If you

want to print individual contract numbers, enter the contract number at the prompt. If you want

to print a range, enter 'R', then enter the contract beginning and ending range when prompted. If

you do not want to execute this process, enter a <CR> to exit.

If you execute this process, you will be prompted to enter either single form feed or continuous

form feed. Enter the appropriate response based on the type of printer you are using. Laserprinters are single form while others are continuous feed.




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Print Payroll File Reports

110-

Purpose ................................................................................................ 10-2

Accessing the Print Payroll File Reports Option................................. 10-2

Print Position Table ............................................................................. 10-3

Print Payroll Master Report ................................................................. 10-3

C h a p t e r

10Print Payroll File Reports




Purpose

The Print Payroll File Reports option allows you to print the contents of position table file

and the payroll master file.

Accessing the Print Payroll File Reports Option

At the Master Menu choose selection number ten, PRINT PAYROLL FILE REPORTS.



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Print Payroll File Reports

310-

The Screens

PAYROLL/PERSONNEL MPYA

=======================================================================

***** PRINT PAYROLL FILE REPORTS *****

1 = PRINT POSITION TABLE

2 = PRINT PAYROLL MASTER REPORT

ENTER SELECTION OR <<CR> TO RETURN =

Print Payroll File Reports Menu

The Print Payroll File Reports Menu displays reports available for selection.

Choose the appropriate report to print or enter a <CR> to return to the Master Menu.


1 - PRINT POSITION TABLE - Report lists all the entries in the position table file.

Each entry lists the position number, position title, ceiling rate, general ledger account

number(s) and budget amount. See sample report on page 10-4.

2 - PRINT PAYROLL MASTER REPORT - Report lists all the employee entries in

the payroll master file. See sample report on page 10-4.

Enter the number of the report that you want to print. The screen will then display “EN-

TER PAYROLL UPDATE OR INQUIRY PASSWORD”. Enter a <CR>. The report will be

spooled. Press <CR> again to return to the above menu.




POSITION TABLE 12:17:51 09-28-94 PAGE 1

POS NO.... POSITION.... CEILING RATE GL ACCT.................. BUDG AMT..

000 WINE TASTER 11199.99 00-000-00000-0000-00 110.00

**

0000001 TEST 11110.10 00-000-00000-0000-00 100.000001 DOCTOR 11155.65 00-000-00000-0000-00 110.00**

0001259 instructor 11199.99 11-110-21810-0300-00 130.0011-110-21200-0300-00 120.0011-110-21100-0000-00 120.0011-110-21820-0200-00 120.0011-110-21810-0200-00 110.0011-110-21830-0200-00 110.0011-110-21320-1111-00 110.00

**

POSITION TABLE REPORT

PAYROLL MASTER REPORT


PAYROLL MASTER LISTING 10:39:24 10-10-94 PAGE 1

EMP NO.......... 1EMPLOYEE NAME... JOHATHAN SALMONPAY CYC......... MSPEC STAT....... YFED EXEMPTS..... 2STATE EXEMPTS... 1LOC WH..........

FICA EXEMPT?.... NMEDI.XEMPT...... NDIFFERENTIAL....REGULAR PAY RATE EFF DATES INITIALS

500.000 03-31-92 JJM1500.000 05-06-89 JB1000.000 05-02-89 JB

LAST UPDATED.... 03-31-92OVERTIME RATE EFF DATE INITIALS25.550 03-31-91 KK6.000 11-03-89 JB5.000 03-01-86 JJMLAST UPDATED.... 03-31-91



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11- 1

Print Special Payroll Reports

Purpose ................................................................................................ 11-2

Accessing the Print Special Payroll Reports Option ........................... 11-2

Special Payroll Reports Menu ............................................................. 11-4

Descriptions of Special Payroll Reports Menu Options ...................... 11-5

Personal Services Voucher Register .................................................... 11-6

Wages and Retirement Contributions .................................................. 11-7

Hospitalization Report ....................................................................... 11-11

Distribution By Major Report............................................................ 11-12

Payroll Status Report ......................................................................... 11-13

Cash Payment Audit Report .............................................................. 11-14

Calculate Leave Dollar Amounts....................................................... 11-15

Distribution By Discipline/Course Report......................................... 11-17

Print Special Payroll Reports C h a p t e r

11




Purpose

The Print Special Payroll Reports option serves as a gateway to various payroll reports. Through

this option, you can print:

• personal services vouchers register

• wages and retirement contributions report

• hospitalization report

• distribution by major report

• payroll status report

• cash payment audit report

• leave dollar amount report

• distribution by discipline/course report

Accessing the Print Special Payroll Reports Option

At the Master Menu choose selection number eleven, PRINT SPECIAL PAYROLL REPORTS.

Next, enter your security id at the “ENTER PAYROLL UPDATE PASSWORD?” prompt.



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11- 3


This Page Intentionally Left Blank




PAYROLL/PERSONNEL MPY9MD

================= ===============================================

***** SPECIAL PAYROLL REPORTS *****

1 = PERSONAL SERVICES VOUCHER REGISTER

2 = WAGES AND RETIREMENT CONTRIBUTIONS

3 = HOSPITALIZATION REPORT

4 = DISTRIBUTION BY MAJOR REPORT

5 = PAYROLL STATUS REPORT

6 = CASH PAYMENT AUDIT REPORT

7 = CALCULATE LEAVE DOLLAR AMOUNTS

8 = DISTRIBUTION BY DISCIPLINE/COURSE REPORT


Special Payroll Reports Menu

The Special Payroll Reports Menu displays the various reports available and gives you a choice

of which report to print. Enter the number corresponding to the report that you want to print.


The selections are described on the next page.



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11- 5


1 - PERSONAL SERVICES VOUCHER REGISTER

Allows you to print a Personal Services Voucher Register.

2 - WAGES AND RETIREMENT CONTRIBUTIONS

Allows you to create a tape that contains retirement information or print retirement reports.

3 - HOSPITALIZATION REPORT

Allows you to print a Hospitalization Report.

4 - DISTRIBUTION BY MAJOR REPORT

Allows you to print a Distribution by Major Report, which lists the current proration informa-

tion about instructors salaries.

5 - PAYROLL STATUS REPORT

Allows you to print a Payroll Status Report, which lists the employee payroll information

contained in the pay master and deduction master files.

6 - CASH PAYMENT AUDIT REPORT

Allows you to print a Cash Payment Audit Report, which lists employees whose pay master

and deduction files have been affected by a void check or cash payment adjustment.

7 - CALCULATE LEAVE DOLLAR AMOUNTS

Allows you to print a report that lists vacation and sick leave balances of employees and the

cash value of the balances.

8 - DISTRIBUTION BY DISCIPLINE/COURSE REPORT

Allows you to print a Distribution by Discipline/Course Report.




1 - Personal Services Voucher Register

PERSONAL SERVICES VOUCHER REGISTER

ENTER REPORT HEADING?

Personal Services Voucher Register Screen

The above screen allows you to print a Personal Services Voucher Register. The screen will

prompt you to enter the month to appear on the report heading. Enter the month.

The screen will display the number of records selected and spool the report. The prompt, “Press

<RETURN> to continue ...” will display. Enter a <CR> to return to the previous menu. A

sample report is shown below.




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11- 7


2 - Wages and Retirement Contributions

PY SQY112

=======================================================================

RETIREMENT REPORT/TAPE PROCESSING

=======================================================================

1 —> CREATE RETIREMENT TAPE

2 —> PRINT RETIREMENT REPORT

3 —> PRINT RETIREMENT REPORT FOR RETIRED EMPLOYEES

=======================================================================

PLEASE SELECT AN OPTION OR <<CR> TO EXIT?

= ======================================================================

Retirement Report/Tape Processing Menu

The Retirement Report/Tape Processing Menu displays the various functions available and gives



If you do not want to choose a selection, enter a <CR> to return to the previous menu.


1 - CREATE RETIREMENT TAPE

Allows you to create a magnetic tape that contains information from the retirement report.

2 - PRINT RETIREMENT REPORT

Allows you to print a retirement report.

3 - PRINT RETIREMENT REPORT FOR RETIRED EMPLOYEES

Allows you to print a retirement report for retired employees.




1 - Create Retirement Tape

P Y SQPY112

=======================================================================

RETIREMENT REPORT/TAPE PROCESSING

=======================================================================

1. BEGINNING DATE :

2. ENDING DATE :

3. TAPE DRIVE :

=======================================================================

ENTER BEGINNING DATE FOR REPORT?

=======================================================================

Tape Processing Screen

The Tape Processing Menu allows you to create a tape of the retirement report.

The above screen prompts you for the beginning date for the report. Enter the date in the format

MM-DD-YY. Next, enter the ending date in the format MM-DD-YY. The screen will then

prompt you for the tape drive. Enter the tape drive where the tape is loaded.



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11- 9


2 - Print Retirement Report

P Y SQPY112

=====================================================================

RETIREMENT REPORT/TAPE PROCESSING=====================================================================

1. BEGINNING DATE :

2. ENDING DATE :

=====================================================================


=====================================================================

Retirement Report Screen

The Retirement Report Screen allows you to print a retirement report.


MM-DD-YY. Next, enter the ending date in the format MM-DD-YY.

The screen will prompt you to verify the entries you made. Enter a ‘Y’ to verify the entries or

enter a ‘N’ to re-enter.

The report will be spooled to the printer. See sample report below.





3 - Print Retirement Report For Retired Employees

P Y SQPY112

========================================================================

RETIREMENT REPORT/TAPE PROCESSING========================================================================

1. BEGINNING DATE :

2. ENDING DATE :

=======================================================================


=======================================================================

Retirement Report Screen

The Retirement Screen allows you to print a retirement report for retired employees.


MM-DD-YY. Next, enter the ending date in the format MM-DD-YY.

The screen will prompt you to verify the entries you made. Enter a ‘Y’ to verify the entries or

enter a ‘N’ to re-enter.





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11- 11


3 - Hospitalization Report

HOSPITALIZATION REPORT

XX records selected

Press <<RETURN> to continue....=

This option allows you to print a Hospitalization Report.

The screen displays the title to the report, the number of records selected and prompts you to

enter a <CR> to exit back to the previous menu.


10/03/94 H O S P I T A L I Z A T I O N R E P O R T PAGE NO. 1

EMPL NAME SOCIAL SECURITY TOTAL EMPLOYEE EMPLOYERNO. NUMBER PREMIUM DEDUCTION DEDUCTION

1 JONATHAN SALMON 240-76-1546 0.00 6.00

3 JONAS SALMON 240-76-1546 6.00 6.00

4 BAMBI TRUMP 240-76-1546 8.00 8.00

7 SUSAN GUCCI 240-76-1546 6.00 6.00

8 LEROY HATCHET 240-76-1546 0.00 6.00

8 LEAH SAMPRAS 240-76-1546 0.00 8.00




4 - Distribution By Major Report

DISTRIBUTION BY MAJOR

ENTER TERM =

Distribution By Major Report Screen

The Distribution By Major Report option allows you to print the most current proration informa-

tion about instructors salaries and the courses they teach. Although a report is generated, it isimportant to remember that this option does not update the P.INSTRUCTOR file.

The above screen prompts you to enter the term. Enter the term in the format YY/TT where YY

is the year and TT is the term (Example: The first term in 1993 would be entered as 93/01).

The report will be spooled to the printer.




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11- 13


5 - Payroll Status Report

PAYROLL STATUS REPORT

ENTER EMPLOYEE NUMBER, ‘*’ FOR ALL, OR ‘X’ TO EXIT?

Payroll Status Report Screen

The Payroll Status Report Screen allows you to print a report that lists the information containedin the pay master and deduction master files. Some of the information includes employee gross

pay, federal and state tax deductions, FICA deductions and net pay.

The above screen prompts you to enter a employee number, an asterisk (*) or an ‘X’. Enter an

employee number to receive a report that lists only the specified employee. Enter an ‘*’ to

receive a report that lists all employees. ( Note: The 'ALL' criteria prints all employess, one

employee per page. Be aware that this uses a lot of paper.) Enter an ‘X’ to exit.


RPYSTATRPT PAYROLL STATUS REPORT 09-29-94 PAGE 1

PAY MASTER TOTALS FOR EMPLOYEE: 131 - WRIGHT, CATHY

DESCRIPTION CURRENT QUARTER CALENDAR YEAR FISCAL YEAR

GROSS 0.00 9,600.00 12,500.00 9,600.00

FEDERAL TAX 0.00 1,043.60 11,375.00 1,043.60STATE TAX 0.00 1,537.92 1,705.30 537.92EMPLOYEE FICA 0.00 1,595.20 775.00 595.20VOLUNTARY DEDUCTIONS 0.00 1,576.00 750.00 576.00NET PAY 0.00 6,708.08 8,713.45 6,708.08FEDERAL TAXABLE GROSS 0.00 9,024.00 11,750.00 9,024.00STATE TAXABLE GROSS 0.00 9,024.00 11,750.00 9,024.00FICA TAXABLE GROSS 0.00 9,600.00 12,500.00 9,600.00RETIREMENT PAY 0.00 1,110.00 0.00 0.00OVERTIME/PREMIUM 0.00 1,110.00 0.00 0.00




6 - Cash Payment Audit Report

CASH ADJUSTMENT/VOID CHECK AUDIT REPORT

ENTER EMPLOYEE NUMBER, ‘*’ FOR ALL, OR ‘X’ TO EXIT?

Cash Payment Audit Report Screen

The Cash Payment Audit Report option allows you to print a report that lists employees whose

pay master and deduction files have been affected by a void check or cash payment adjustment.

This option is a monthly process. The option can be run until the next compute is executed. Once

another computer is executed the information from the previous compute is not available. The

above screen prompts you to enter a employee number, an asterisk (*) or an ‘X’. Enter an em-

ployee number to receive a report that lists only the specified employee. Enter an ‘*’ to receive a

report that lists all employees. Enter an ‘X’ to exit.


RPYVCAUD VOID CHECK/CASH ADJUSTMENT AUDIT REPORT 10-14-94 PAGE 1

VOID CHECK/CASH PAYMENT INFORMATION FOR EMPLOYEE: 44 - MILLER, LARRY

CHECK NUMBER: 200001 TOTALS AFFECTED (M=MONTHLY, Q=QUARTERLY, C=CALENDAR YTD, F=FISCALYTD):

DESCRIPTION AMOUNT

GROSS 100.00FEDERAL TAX 100.00STATE TAX 100.00EMPLOYEE FICA 106.20VOLUNTARY DEDUCTIONS 100.00NET PAY 192.35

FEDERAL TAXABLE GROSS 100.00STATE TAXABLE GROSS 100.00FICA TAXABLE GROSS 100.00RETIREMENT PAY 100.00OVERTIME/PREMIUM 100.00REGULAR HOURS 100.00REGULAR PAY 100.00OVERTIME HOURS 100.00OVERTIME PAY 100.00SPECIAL PAY 100.00

(CONTINUED.....)



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11- 15


7 - Calculate Leave Dollar Amounts


========================================================================

CALCULATE LEAVE DOLLAR AMOUNTS

========================================================================

1. VACATION LEAVE CAP :

2. LEAVE CALCULATION :

3. BRANCHES HOURS

3.1

3.2

3.3

3.4

========================================================================

The Calculate Leave Dollar Amounts option allows you to print a report that lists the vacation

and sick leave balances of employees as well as the cash value of the balances. This option can

be executed as many times as necessary because it does not write to a file. Often this report is

useful for year-end reporting for the auditors.


1 - VACATION LEAVE - Enter the maximum amount of leave for which an employee

is paid or enter a <CR> to accept the default of 240 hours.

2 - LEAVE CALCULATION - Enter the method to calculate leave. There are two

options. Enter 1 for Balance + Accrual - Taken method. Enter 2 for Balance - Taken method.

3 - BRANCHES - Enter the branch or branches to be included on the report. This is a

multivalued field. Enter a ‘/’ to exit.

HOURS - Enter the number of hours worked per week or enter a <CR> to accept the

default value of 40.

After entering the appropriate responses and entering a 'S' to save, the report will be spooled to

the printer. See sample report on the next page.




C A L C U L

A T E D L E A V E D O L L A R A M O U N T S / I N S T

R U C T O R S

D A T E 2 9 S E P 1 9 9 4

P A G E 1

= = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

= = = = = = = = = = = = = = = =

E M P

M O N T H L Y

H O U R L Y

* * * * * * * * * * * V A C A T I O N * * * * * * * * * *

* * * * * * * * * * * * * S I C K * * * * * * * * * * * *

N U M

E M P L O Y E E N A M E

R A T E

R A T E

B A L A N C E

D O L L A R S

F R I N G E

B A L A N C E

D O L L A R S

F R I N G E

1 6 4

C O M P T O N , P A M

1 6 0 0 . 0 0

9 . 2 3

1 5 . 0 0

1 3 8 . 4 5

2 5 . 8 2

1 6 . 0 0

1 4 7 . 6 8

2 7 . 5 4

1 7 2

E D W A R D S , B A M B I S

5 0 0 0 . 0 0

2 8 . 8 5

2 0 . 0 0

5 7 7 . 0 0

1 0 7 . 3 8

1 6 . 0 0

4 6 1 . 6 0

8 5 . 9 0

1 9

F o x , B r e r

8 1 6 0 . 0 0

4 7 . 0 8

2 4 0 . 0 0

1 1 2 9 9 . 2 0

8 6 4 . 3 9

1 7 8 1 . 5 0

8 3 8 7 3 . 0 2

6 4 1 6 . 2 9

2

G O O D T I M E S , L O T T A

5 7 7 . 0 0

3 . 3 3

4 1 . 6 6

1 3 8 . 7 3

1 3 9 7 . 9 1

4 9 . 8 5

1 6 6 . 0 0

1 6 7 2 . 7 0

1 7 4

H A T C H E T T , L E R O Y

3 5 0 0 . 0 0

2 0 . 1 9

4 0 . 0 0

8 0 7 . 6 0

1 5 0 . 2 9

1 6 . 0 0

3 2 3 . 0 4

6 0 . 1 2

1 1 7

J A N E , M A R Y

2 0 0 0 . 0 0

1 1 . 5 4

2 7 . 5 0

3 1 7 . 3 5

4 3 . 3 2

2 4 . 0 0

2 7 6 . 9 6

3 7 . 8 1

4 4

M I L L E R , L A R R Y

1 5 5 1 . 0 0

8 . 9 5

4 0 . 0 0

3 5 8 . 0 0

6 6 . 6 2

2 4 . 0 0

2 1 4 . 8 0

3 9 . 9 7

8 8

S M I T H , S H E R I D A N C

.

3 3 9 1 . 0 0

1 9 . 5 6

2 4 0 . 0 0

4 6 9 4 . 4 0

9 1 0 . 2 4

1 2 6 8 . 5 0

2 4 8 1 1 . 8 6

4 8 1 1 . 0 2

1 6 5

S M I T H , M A R T Y D

2 0 0 0 . 0 0

1 1 . 5 4

4 0 . 0 0

4 6 1 . 6 0

8 6 . 0 9

1 6 . 0 0

1 8 4 . 6 4

3 4 . 4 4

1 2

S u r f , S i d T h e

2 0 0 0 . 0 0

1 1 . 5 4

5 0 . 0 0

5 7 7 . 0 0

1 0 7 . 6 1

1 7 3 . 3 3

2 0 0 0 . 2 3

3 7 3 . 0 4

9 0

T E A C H , J A M E S

2 5 0 0 . 0 0

1 4 . 4 2

1 2 0 . 0 0

1 7 3 0 . 4 0

3 3 3 . 7 9

1 2 0 . 0 0

1 7 3 0 . 4 0

3 3 3 . 7 9

2 2 2

V A L E N T I N E , K A R E N

1 0 0 0 . 0 0

5 . 7 7

2 0 . 0 0

1 1 5 . 4 0

2 1 . 5 2

1 6 . 0 0

9 2 . 3 2

1 7 . 2 2

— — — —

— — —

— — —

— — —

— — —

— — — —

T

O T A L S

8 9 4 . 1 6

2 1 2 1 5 . 1 3

4 1 1 4 . 9 8

3 5 2 1 . 1 8

1 1 4 2 8 2 . 5

5

1 3 9 0 9 . 8 4

T O T A L S F I C A F R I N G E

1 6 2 2 . 9 6

8 7 4 2 . 6 2

T O T A L S R E T I R E M E N T F R I N G E

2 4 9 2 . 0 4

5 1 6 7 . 2 2

L E A V E

D O L L A R A M O U N T R E P O R

T



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11- 17


8 - Distribution By Discipline/Course Reports

--------------------------------------------------------------------------------------

PRORATION BY COURSE AND DISCIPLINE REPORT

--------------------------------------------------------------------------------------

BEGINNING DATE 06/01/93

END DATE 06/31/93

The Distribution By Discipline/Course Screen allows you to print a Proration By Course and

Discipline Report for a specified period. You will be prompted to enter a beginning and ending

date for the time period you want to access.





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12- 1

Payroll Calculator

Purpose ................................................................................................ 12-2

Accessing the Payroll Calculator Option............................................. 12-2

Payroll Calculator Screen .................................................................... 12-3

12Payroll Calculator C h a p t e r




Purpose

The Payroll Calculator option allows you to access an employee’s payroll master file and input or

change deductions and deduction rates in order to calculate various net pay scenarios. The calcu-

lator is useful in determining how changes in deductions affect net pay.

Accessing the Payroll Calculator Option

At the Master Menu choose selection number twelve, PAYROLL CALCULATOR. Next, enter

your initials at the “ENTER OPERATOR INITIAL’S OR <<CR>” prompt. Respond with a

<CR> at the “ENTER SECURITY CODE?” prompt.



C

12- 3

Payroll Calculator

The Screens

========================================================================

PAY AMOUNT CALCULATIONS

========================================================================

EMPLOYEE ID: 44 MILLER, LARRY

1. PAY CODE : S SALARY REGULAR RATE : 4400.00

2. FED MARITAL STAT : M MARRIED

3. WITHHELD ALLOWANCES : 0

4. ADDITIONAL FED TAX :

5. ST. MARITAL STAT : M MARRIED

6. WITHHELD ALLOWANCES : 0

7. ADDITIONAL ST. TAX :

8. DEDUCTION: RATE: BALANCE: EMPR. RATE:

——————————————————————————————————————

8.1 5 KICKBACK 6% 10.93%

8.2 2 RETIREMENT 90.12 144.60

8.3 3 HOSPITALIZATION

8.4

8.5

======================================================================


?

Payroll Calculator Screen

The Payroll Calculator screen allows you to input an employee number and access thatemployee’s payroll information. The screen will prompt you by displaying “ENTER EM-

PLOYEE NUMBER OR <CR> TO EXIT”. Enter the employee number of the employee you

want to access or enter a <CR> to exit to the previous screen.

After you enter an employee number, the screen will display the employee’s payroll data. (See

above screen). You then have three options:

• Enter an ‘S’ to save the record and calculate net pay based on the existing field entries.

• Enter an ‘XX’ to clear the screen.

• Enter the field number(s) of the field(s) that you want to change. Make changes and

then enter an ‘S’. Net pay will be calculated based on the changes that were made.




========================================================================

PAY AMOUNT CALCULATIONS

========================================================================

EMPLOYEE ID : 44 MILLER, LARRY

1. PAY CODE : S SALARY : 3500.0002. FED MARIT

3. WITHHEL Total Pay : 3500.00

4. ADDITIO Federal Tax : 400.46

5. ST. MAR State Tax : 200.48

6. WITHHEL FICA : 242.03

7. ADDITIO Voluntary Deductions : 371.17

Earned Income Credit :

8. DEDUCTIO ==========

Net Pay : 2285.86

8.1 14 HAROL 10.96%

8.2 5 KICKB Press <Cr> To Continue

8.3 2 RETIRE

8.4 3 HOSPITALIZATION 144.60========================================================================

* * * Net Pay Calculation In Progress * * *

Payroll Calculator Screen

If you selected to save the record on the previous page, the payroll calculator will generate the

above. Notice that the calculations are superimposed over the initial screen.

After reviewing the screen, clear it by entering a <CR>..




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13- 1

Direct Deposit Master Menu

Purpose ............................................................................................. 13-2

Accessing the Direct Deposit Master Menu Option............................ 13-2

Direct Deposit Overview ..................................................................... 13-3

Direct Deposit Master Menu Screen..............................................13-4

Descriptions of Direct Deposit Master Menu Options .................13-5

Direct Deposit Processing Menu ....................................................13-6

Direct Deposit Tape Report ............................................................... 13-17

Purge Old Deposit Records ............................................................... 13-19

Maintenance/Inquiry Menu ............................................................... 13-20

Maintain Deposit Parameters............................................................. 13-24

Direct Deposit Master Menu C h a p t e r

13




Purpose

The Direct Deposit Master Menu option serves as a gateway to various direct deposits reports

and processes. Under this option, you can:

• calculate direct deposits for employees

• create direct deposit tapes

• print direct deposit prooflist, notices, register, labels and tape report

• void direct deposit transactions

• purge old direct deposit records

• maintain and update deposit parameters

This chapter consists of two sections. The first section is a brief overview and review of the

direct deposit process. The second section defines the screens and options associated with the

option.

Accessing the Direct Deposit Master Menu

At the Master Menu choose selection number thirteen, DIRECT DEPOSIT MASTER MENU.



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13- 3


Direct Deposit Overview

Purpose To provide a general overview of the direct deposit process

The direct deposit process enables your college to directly deposit payinto employee accounts at designated financial institutions. An overview

of the process follows.

1. Your college selects a local bank to receive the direct deposit tape. The

selected bank becomes the “point of entry”, that is, the point at which the

tape enters the banking system. The selection of the bank must be ap-

proved by the State Treasurer, and an agreement between your college and

the bank must be signed.

2. An employee authorizes your college to credit a designated account oraccounts at a financial institution of his choice.

3. The person at your college who is responsible for payroll enters the

information about the account.

4. The person at your college who is responsible for payroll executes the

payroll application as usual.

5. The person at your college who is responsible for payroll produces a

direct deposit tape.

6. The direct deposit tape is delivered to the bank that processes your tape.

7. The bank processes your tape, checks for any errors or problems and

notifies your college about the success or failure of the tape load.

8. On the date indicated on the tape, net pay will be credited to your

employees’ accounts at their designated banks.

9. On the pay date, the funds are available in employee accounts, and your

college gives a pay voucher to the employees.

10. On the pay date, your college writes one check to the processing bank

for the sum of the net pays that were deposited.

Overview




The Screens

Payroll/Personnel MPY13

=======================================================================

***** Direct Deposit Master Menu *****

1 = Direct Deposit Processing Menu

2 = Direct Deposit Tape Report

3= Purge Old Deposit Records

4 = Maintenance/Inquiry Menu

5 = Maintain Deposit Parameters

Which would you like? ( 1 - 5 )=


The Direct Deposit Master Menu displays the various options available and gives you a choice of

which to perform. Enter the number corresponding to the option you want to access.

If you do not want to choose an option, enter a <CR> to return to the previous menu.

The options are described on the next page.



i

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13- 5


1 - DIRECT DEPOSIT PROCESSING MENU

Allows you to access various direct deposit application programs and reports. You can choose

to calculate direct deposits, create direct deposit tapes, print direct deposit prooflists, notices,

registers and labels and void direct deposit transactions.

2 - DIRECT DEPOSIT TAPE REPORT

Allows you to print a report that lists the contents of a direct deposit tape. The report lists the

date of the tape, identification number, batch number, tracer number, employee number,

employee name, bank identification number, account number, deposit amount and transaction

code.

3 - PURGE OLD DEPOSIT RECORDS

Allows you to purge selected records from the DDDTL file, which stores the direct deposit

transactions that were originally sent out on tapes to the financial institutions.

4 - MAINTENANCE/INQUIRY MENU

Allows you to access various direct deposit maintenance and inquiry screens. You can choose

to set up or change an employee on the direct deposit system or enter information about a

financial institution.

5 - MAINTAIN DEPOSIT PARAMETERS

Allows you to display the parameters that control the direct deposit system. The parameters

seldom need to be changed.




1 - Direct Deposit Processing Menu


=======================================================================

***** Direct Deposit Processing Menu *****

1 = Calculate Direct Deposits

2 = Direct Deposit Prooflist

3 = Create Direct Deposit Tape/File

4 = Print Direct Deposit Notices

5 = Print Direct Deposit Register

6 = Void a Direct Deposit For Employee

7 = Print Direct Deposit Notice Labels


Direct Deposit Processing Menu

The Direct Deposit Processing Menu displays the various direct deposit application programs

and direct deposit reports and gives you a choice of which selection to perform. Enter the number

corresponding to the option that you want to access.

The options on the Direct Deposit Processing Menu are listed in the order in which they should

be executed.

If you do not want to select an option, enter a <CR> to return to the previous screen.

The selections are described on the next page.



i

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13- 7


1 - CALCULATE DIRECT DEPOSITS

Allows you to access the DSTWRK file and select the employees who are paid by direct

deposit. This option calculates the deposit amounts based on payroll information from the last

compute and the information entered in the Direct Deposit Maintenance & Inquiry screens.

2 - DIRECT DEPOSIT PROOFLIST

Allows you to print a report that lists employees entered in the direct deposit system. The

report prints in employee number sequence and lists employee name, bank-id number, bank

name, employee account number, check or savings flag, the deposit amount or percentage and

warning message.

3 - CREATE DIRECT DEPOSIT TAPE/FILE

Allows you to create the direct deposit tape or file, which you will send to the financial

institution that handles your direct deposit transactions.

4 - PRINT DIRECT DEPOSIT NOTICES

Allows you to print Direct Deposit Notices, which list all the information that check stubs

typically list. The notices are printed on the same size forms as check stubs and also list bank,

account number and dollar amount.

5 - PRINT DIRECT DEPOSIT REGISTER

Allows you to print the Direct Deposit Register, a report that lists the bank information,

account numbers, checking or savings amounts and tracer numbers for all direct deposit

transactions for a specified payroll compute.

6 - VOID A DIRECT DEPOSIT FOR EMPLOYEE

Allows you to void a direct deposit transaction. This option must be used to void a direct

deposit if the bank that handles your direct deposit tape has already posted it.

7 - PRINT DIRECT DEPOSIT NOTICE LABELS

Allows you to print Direct Deposit Notice Labels.




1 - Calculate Direct Deposits

Payroll/Personnel QPY1311

======================================================================

Calculate Direct Deposits

======================================================================

Enter <<CR> To Continue Or ‘XX’ To Exit =

Calculate Direct Deposits Screen

The Calculate Direct Deposits option allows you to access the DSTWRK file and select the

employees who are paid by direct deposit. This option calculates the deposit amounts based on

payroll information from the last compute and the information entered in the Direct Deposit

Maintenance & Inquiry screens.

The above screen prompts you to enter a <CR> to continue with the calculation process or an

‘XX’ to exit to the previous menu.

If you want to begin the calculations, enter a <CR>. The screen will then display:

Clearing Files... Please Wait!!!File “P.DIRECT.WRK” has been cleared.

File “DDWRK” has been cleared.

Now Selecting Employees with Direct Deposit

## records selected.

The id’s of the records that are being processed will display. This process uses the check date

from the TOTWRK file instead of the system date (as in releases before 9.0).

THIS OPTION IS THE FIRST STEP IN CREATING DIRECT DEPOSITS.

EXECUTE THIS STEP AFTER THE FINAL COMPUTE.



i

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13- 9


2 - Direct Deposit Prooflist


=======================================================================

***** Direct Deposit Processing Menu *****

1 = Calculate Direct Deposits

2 = Direct Deposit Prooflist

3 = Create Direct Deposit Tape

4 = Print Direct Deposit Notices

5 = Print Direct Deposit Register

6 = Void a Direct Deposit For Employee

7 = Print Direct Deposit Notice Labels


Cannot find DD.STANDA to resolve prompt.

PARAMS =

The Direct Deposit Prooflist option allows you to print a report that lists employees entered in

the direct deposit system. The report prints in employee number sequence and lists employeename, bank-id number, bank name, employee account number, check or savings flag, the deposit

amount or percentage and warning message.

The prooflist serves as a checklist for direct deposit transactions. You should verify the informa-

tion on the report. Pay close attention to the warning message column. It will inform you of

unusual posting situations. Remember that the presence of a warning message does not stop

distribution of the deposit. You must research the problem and correct it.

Enter a ‘2’ at the prompt on the above screen to select the report. Next, the screen will display,

“Cannot find DD.STANDARD on file FORMS to resolve prompt.” Enter a <CR> at the

“PARAMS =” prompt to accept your printer’s defaults. The screen will then display the number

of records selected.

THIS OPTION IS THE SECOND STEP IN CREATING DIRECT DEPOSITS.




3 - Create Direct Deposit Tape/File


======================================================================

Create Direct Deposit Tape

======================================================================

Mount Tape With WRITE Ring On Tape DRIVE And Place ON-LINE,

Enter (Y) When Ready Or (XX) To Exit =

Create Direct Deposit Tape Screen

The Create Direct Deposit Tape/File option allows you to create the direct deposit tape or file,

which you will send to the financial institution that handles your direct deposit transactions.

The screen that displays under this option varies according to whether your institution sends

direct deposits by tape or electronically via a PC. The flag that controls this option's screen

display is the METHOD OF TRANSFER field on the Direct Deposit User Parameters Mainte-

nance Screen (option 5, Maintain Deposit Parameters, on the Direct Deposit Master Menu).

Refer to page X-X for more information about this flag.

If the METHOD OF TRANSFER field has a value of 'T' (tape), then the above screen displays.

The screen prompts you to mount a tape on the tape drive. Enter a ‘Y’ to create the tape. You canmake as many tapes as you want. It is a good idea to make at least two. Keep one and send the

other to the bank.

If the METHOD OF TRANSFER field has a value of 'D' (electronic transmission), then the

following screen displays:


===========================================================

Create Direct Deposit Electronic Transmission File

===========================================================

Enter (Y) When Ready or (XX) to Exit =

Direct Deposit Electronic Transmission Screen



i

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13- 11


If you want to create the direct deposit electronic transmission file, enter a 'Y' to proceed. The

TAPEFILE file will be cleared. (If you do not want to create the file, enter an 'XX' to exit.)

If you entered a 'Y', then the following verification screen displays:

=====================================================================

You are Set Up for Electronic Transmission - is This What You Want ? (Y/N)?=====================================================================

The Verification Screen prompts you to verify that you indeed want to create an electronictransmission file. Enter a 'Y' to create the file or enter a 'N' to abort the process. If you choose a

'Y', then the following screen displays:

PAYROLL/PERSONNEL PPY1312

====================================================================

Create Direct Deposit Transmission File

====================================================================

Now Creating Direct Deposit Transmission File

101 987654321 1234567899406101535B094101WACHOVIA BANK & TRUST TEST ORIGIN INSTITUT PAYROLL1

9*9617*123456789*0*C

19*9617*123456789*1*C

50*9617*253177049*4721*S

50*9617*253177049*4921*C

78*9617*253177049*456789*C

90*9617*253177049*890*S

98*9617*123456789*14*C

98*9617*123456789*123 456*S


=====================================================================

This screen displays the file creation process. Direct deposit transactions are placed in the

DOWNLOAD record in the DDTRANS.FILE. The contents of DOWNLOAD are then down-

loaded to a PC and transmitted to the financial institutions that handles your direct deposit

transactions.

THIS OPTION IS THE THIRD STEP IN CREATING DIRECT DEPOSITS.




4 - Print Direct Deposit Notices


====================================================================

***** Direct Deposit Notices *****

1 = Plain Paper/No Name/Address

2 = Notices With Name/Address

3 = Direct Deposit Mailers

Which would you like (1-3) =

Direct Deposit Notices Menu

The Direct Deposit Notices option allows you to print Direct Deposit Notices, which list all theinformation that check stubs typically list. The notices are printed on the same size forms as

check stubs and list bank, account number and dollar amount.

The above screen prompts you to enter what type of notices you want to print. Enter the number

corresponding to the selection that you want. The selections are:

1 - Plain Paper/No Name/Address - Prints notices on plain paper with no names or

addresses.

2 - Notices With Name/Address - Prints notices on plain paper including names and

addresses.

3 - Direct Deposit Mailers - Prints notices on mailer forms.

All of the options may be printed on either 3 1/2" or 3 2/3" forms. When you first install this

release 7.7, you will receive the prompt, “ENTER FORM SIZE (3.5 FOR 3 1/2 AND 3.66 FOR 3

2/3)?” Enter the appropriate response. The prompt will not appear again. If you need to change

the form size, enter SETFORMSIZE at the colon prompt in CC.PY.

THIS OPTION IS THE FOURTH STEP IN CREATING DIRECT DEPOSITS.



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13- 13


5 - Print Direct Deposit Register

PAYROLL/PERSONNEL QPY1314

=======================================================================

Print Direct Deposit Register

=======================================================================

PRINT DIRECT DEPOSIT REGISTER HAS BEEN REQUESTED

DO YOU WISH TO CONTINUE (Y/N) =

Direct Deposit Register Screen

The Direct Deposit Register option allows you to print the Direct Deposit Register, a report that

lists the bank information, account numbers, checking or savings amounts and tracer numbers for

all direct deposit transactions for a specified payroll compute.

The register is useful if you have to void a transaction. The tracer number of the transaction in

question will have to be given to the bank in order for them to void the deposit.

The above screen prompts you to enter a ‘Y’ to print the register or enter a ‘N’ to exit and notprint the register. Enter the appropriate response.

THIS OPTION IS THE FIFTH STEP IN CREATING DIRECT DEPOSITS.




6 - Void A Direct Deposit For Employee


=====================================================================

VOID DIRECT DEPOSITS=====================================================================

EMPLOYEE NUMBER:

EFFECTIVE DATE:

1. MONTH :

2. QUARTER :

3. CALENDAR :

4. FISCAL :

Enter Employee or <<CR>?..........

Void Direct Deposits Screen

The Void Direct Deposits option allows you to void a direct deposit transaction. This option

must be used to void a direct deposit if the bank that handles your direct deposit tape has already

posted it.

If you have to void a transaction, CONTACT THE BANK IMMEDIATELY. If the tape has not

yet posted, you can make corrections and submit a new tape. If the bank has posted the tape, give

the bank the tracer number of the deposit, which can be found on the Direct Deposit Register,

and then respond to the prompts on the above screen.

The screen will first prompt you to enter the employee or enter a <CR>. Enter the employee

number of the employee whose direct deposit needs to be voided or enter a <CR> to return to

the previous screen.

If you entered an employee number, the employee number and name will display.

The screen will then prompt you for the EFFECTIVE DATE. Enter the date of the deposit (the

paydate).

The remaining field entries are described below.

1 - MONTH - Enter a ‘Y’ to make an adjustment in the employee’s monthly totals or

enter a ‘N’ to not make an adjustment in the employee’s monthly totals.

2 - QUARTER - Enter a ‘Y’ to make an adjustment in the employee’s quarterly totals or

enter a ‘N’ to not make an adjustment in the employee’s quarterly totals.



i

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13- 15


3 - CALENDAR - Enter a ‘Y’ to make an adjustment in the employee’s calendar year-to-

date totals or enter a ‘N’ to not make an adjustment in the employee’s calendar year-to-date

totals.

4 - FISCAL - Enter a ‘Y’ to make an adjustment in the employee’s fiscal year-to-date

totals or enter a ‘N’ to not make an adjustment in the employee’s fiscal year-to-date totals.

THIS OPTION IS THE SIXTH STEP IN CREATING DIRECT DEPOSITS.




7 - Print Direct Deposit Notice Labels


=====================================================================

Print Direct Deposit Notice Labels

=====================================================================

Printing of Direct Deposit Notice Labels Has Been Selected!

Do You Wish To Continue? (Y)es (N)o =

Direct Deposit Notice Labels Screen

The Direct Deposit Notice Labels option allows you to print the names and addresses of employ-ees on label forms.

The above screen prompts you to continue or exit. Enter a ‘Y’ to print the labels or enter a ‘N’ to

exit and not print labels.

THIS OPTION IS THE SEVENTH STEP IN CREATING DIRECT DEPOSITS.



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13- 17


2 - Direct Deposit Tape Report


==================================================================

***** Direct Deposit Tape Report *****

1 = By Tape Number

2 = By Employee Last Name

Which would you like? (1-2)=

Direct Deposit Tape Report Menu

The Direct Deposit Tape Report option allows you to print a report that lists the contents of the

direct deposit tape. The report lists the date of the tape, identification number, batch number,

tracer number, employee number, employee name, bank identification number, account number,

deposit amount and transaction code.

You can choose to have the report grouped in two different ways. The options are:

1 - By Tape Number - Report prints in sequence by tracer number.

2 - By Employee Last Name - Report prints in alphabetical order by employee last name.

Choose the appropriate selection at the prompt on the above screen.




1 - By Tape Number


=================================================================

Print Direct Deposit Report

=================================================================

Enter Tape Date Or <<CR> For All Dates =

Direct Deposit Tape Report Screen

The above screen prompts you to enter the tape date or enter a <CR> for all d the appropriate

response.

A Direct Deposit Tape Report will be generated and spooled to the printer. The report will be in

sequence by tracer number. Enter a <CR> to refresh the screen.

2 - By Employee Last Name


====================================================================

Print Direct Deposit Report====================================================================

Enter Tape Date Or <<CR> For All Dates =

Direct Deposit Tape Report Screen

The above screen prompts you to enter the tape date or enter a <CR> for all dates. Enter the

appropriate response.

A Direct Deposit Tape Report will be generated and spooled to the printer. The report will be in

alphabetical order by employee last name. Enter a <CR> to refresh the screen.



i

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13- 19


3 - Purge Old Deposit Records


==================== ====================================================

Purge Direct Deposit Detail

=========================================================================

WARNING: YOU MUST BACK UP TO TAPE.

PROGRAM WILL NOT DO IT FOR YOU.

Enter Tape Date?

Enter Tape Id?

Purge Direct Deposits Screen

The Purge Old Deposit Records option allows you to purge selected records from the DDDTL

file. The DDDTL file stores the direct deposit transactions that were originally sent out on tapes

to your financial institution.

The purge should be executed when the DDDTL file becomes too large. Use your judgement on

when to purge. However, don’t purge records from any payroll period that has not been audited.

Before executing this option, make a MAGSAV backup of the DDDTL and DDSUM files.

The above screen prompts you for the tape date. The tape date is the creation date of the direct

deposit tape for the records you want to delete. (Direct deposit records are stored in the DDDTL

file by tape date. When you enter a tape date, all the records for that date in the file are deleted.)

After entering the tape date, enter the tape-id. This is the one-digit letter that follows the tape

date. For example, if you want to purge records from 05/30/92 and you made two direct deposit

tapes for that date, you would enter an ‘A’. After the process finishes, you will have to re-execute

the option and enter a ‘B’ for the tape-id.




4 - Maintenance/Inquiry Menu


=======================================================================

***** DIRECT DEPOSIT MENU *****

1 = Employee Direct Deposit Maintenance/Inquiry

2 = Bank Directory Maintenance/Inquiry

Which would you like? (1-2) =

Direct Deposit Maintenance Menu

The Direct Deposit Maintenance Menu displays the two direct deposit maintenance screens

available and gives you a choice of which to perform. Enter the number corresponding to the

option that you want to access.


1 - Employee Direct Deposit Maintenance/Inquiry

Allows you to set up an employee on the direct deposit system or update or change

direct deposit information on existing employees.

2 - Bank Directory Maintenance/Inquiry

Allows you to enter information about a financial institution into the direct deposit

system.

If you do not want to choose a selection, enter a <CR> to return to the previous menu.



i

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13- 21


1 - Employee Direct Deposit Maintenance/Inquiry


=======================================================================

Employee Direct Deposit Maintenance/Inquiry

=======================================================================

Employee No: 44 MILLER, LARRY

1. Prenotification Indicator: Y

2. Bank Id: Acct Nbr: C/S: Amount: Flg:

2.1 123456789 MY PIGGY BANK 555555555 S 25.00 $

2.2 123456789 MY PIGGY BANK 123456789 S 50.00 %

2.3 123456789 MY PIGGY BANK 12345678 C 50.00 %

2.4

2.5

2.6

2.72.8

2.9

2.10

ENTER SAVE(S), CANCEL(XX), DELETE(DE), OR FIELD # TO CHANGE?

Employee Direct Deposit Maintenance/Inquiry Screen

The Employee Direct Deposit Maintenance/Inquiry option allows you to set up an employee on

the direct deposit system or modify an existing employee’s direct deposit information. Basically,the entries you make on this screen for a specific employee control the way his salary will be

deposited into his account(s). This is where you define all the essential direct deposit informa-

tion.


1 - PRENOTIFICATION INDICATOR - Enter a ‘Y’ when you enter an employee on

the direct deposit system for the first time. This allows the clearinghouse bank to verify the

employee’s deposit information and allows the employee to receive a paper check for the first

payroll cycle. After the bank verifies that the direct deposit information is accurate, change this

field to ‘N’ so that the employee’s pay is automatically deposited. (Note: this process applies

when you make changes to an existing employee’s direct deposit information. When you

changes, set the indicator to ‘Y’. After the bank gives its O.K., reset the indicator to ‘N’).

2 - BANK ID - Enter the identification number of the bank where the employee’s pay is

to be deposited. This number is the bank’s ABA number or transit routing number. It is possible

for pay to be deposited at multiple banks.




ACCT NBR - Enter the employee’s account number that pay is to be deposited into. Be

careful when you enter this number. No edits are available for this field so it is important to key

it accurately. This may be a checking or savings account number. It is possible for pay to be

deposited in multiple accounts.

C/S - Enter a ‘C’ for checking account or an ‘S’ for savings account.

AMOUNT - Enter the amount that is to be deposited into the specified account. This may

be a dollar amount or a percentage figure.

FLG - This field allows you to define the way amounts are deposited into accounts. Enter

a ‘%’ if you want the figure in the AMOUNT field to be a percentage. Enter a ‘$’ if you want the

figure in the AMOUNT field to be a set dollar amount.

If you use a combination of amounts ($) and percentages (%) like the screen example on page

13-21, enter the amount figure first . THE DEPOSIT OCCURS IN THE ORDER LISTED ON

THE SCREEN. So, in the screen example, $25.00 is deposited in Larry Miller's savings account(55555555). The remaining portion of his salary is deposited equally into accounts 123456789

and 12345678. (The 50.00 in the AMOUNT field and the % in the FLG field means 50%.)



i

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13- 23


2 - Bank Directory Maintenance/Inquiry


======================================================================

BANK Directory Maintenance/Inquiry======================================================================

Bank Id:

1. Bank Description :

2. Bank Code :

Enter Bank Identification Number Or Bank Code?

Bank Directory Maintenance/Inquiry Screen

The Bank Directory Maintenance/Inquiry option allows you to enter a bank’s identification

information into the direct deposit system. This option allows you to enter bank id, description

and bank code. The bank id and description are displayed on the Employee Direct Deposit

Maintenance/Inquiry screen when you enter the bank id.

The above screen prompts you to enter the Bank Identification Number. The BANK ID is the

bank’s unique transit routing number. ( Hint : The transit routing number is the first group of

numbers on the bottom of the check.) Enter the transit number at the prompt.

The other fields and descriptions are listed below.

1 - BANK DESCRIPTION - Enter the name of the bank.

2 - BANK CODE - Enter a two letter abbreviation of the bank’s name.




5 - Maintain Deposit Parameters

PAYROLL/PERSONNEL

==========================================================================

Maintain Direct Deposit USER Parameters

==========================================================================

1. Company Name: COMMUNITY COLLEGE

2. Company Identification:

3. Company Entry Description: PAYROLL

4. Originating Financial Inst: 1 123456789

5. Origin Name: TEST ORIGI

6. Immediate Destination: 987654321

7. Destination Name: WACHOVIA BANK & TRUST

8. Priority Code: 01

9. Company Bank Id: 053110594

10. Company Account: 4000000

11. Prenote Indicator: N

12. Tape Debit Record: N

13. Method of Transfer: D

==========================================================================


Direct Deposit User Parameters Maintenance Screen

The Maintain Deposit Parameters option displays the parameters that the Direct Deposit system

uses. The parameters are usually set up when an institution initially goes online with the direct

deposit system. The parameters seldom need changing. The parameters are stored in the

DDPARM file.


1 - COMPANY NAME - Enter the college name up to 16 characters.

2 - COMPANY IDENTIFICATION - Enter the school’s identifier up to 10 characters.

This company id is assigned by the bank to which you send your direct deposit tape. The id is

usually your IRS employer id number preceded by ‘1’.

3 - COMPANY ENTRY DESCRIPTION - Enter the Company Entry Description up to

ten characters. This should describe the type of transaction, i.e.. ‘PAYROLL’.

4 - ORIGINATING FINANCIAL INST - Enter the Originating Financial Institution

Identifier. This should be the transit routing number of the bank that will receive the direct

deposit tape. The number will be preceded by a blank and include the check digit.

5 - ORIGIN NAME - Enter the Originating Financial Institution Name up to 23 charac-

ters. This will be the name of the bank that you deliver your tape to.



i

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13- 25


6 - IMMEDIATE DESTINATION - Enter the number assigned by your bank for the

immediate destination.

7 - DESTINATION NAME - Enter the destination name of up to 23 characters. The

bank will give you the name of the institution serving as the clearing house for your bank.

8 - PRIORITY CODE - This is a two-digit priority code. Currently, you should enter a

value of ‘01’.

9 - COMPANY BANK ID - Enter the routing and transit number of the bank that the

college will be using to charge the automated deposits against. This will usually be the same as

the Originating Financial Institution without the leading blanks.

10 - COMPANY ACCOUNT - This is the college’s account number from which the

funds for the employees are to be drawn. Contact the bank if you are not sure of the account

number.

11 - PRENOTE INDICATOR - This setting is typically an ‘N’. This default allowsemployees with a prenote indicator of ‘N’ to have their pay deposited directly.

12 - TAPE DEBIT RECORD - If this is set to ‘Y’ then a debit record is included on the

tape and provides a balanced tape file. If this is set to ‘N’ then the debit record is omitted and the

tape file is unbalanced.

13 - METHOD OF TRANSFER - This field can be set to ‘D’ for direct transmission of

data via PC to the bank or it can be set to ‘T’ for tape transmission. This field affects the func-

tionality of the Create Direct Deposit Tape/File Option (menu item 3 from the Direct Deposit

Processing Menu. A 'D' in this field will cause the Direct Deposit Tape/File Option to display

the Direct Deposit Electronic Transmission Screen while a 'T' in this field will cause the DirectDeposit Tape/File Option to display Create Direct Deposit Tape Screen. Make sure the value in

this field matches the method your college uses to send direct deposits.




PPAYROLL/PERSONNEL SPYS135A

===================================================================

Maintain Direct Deposit SYSTEM Parameters

===================================================================

1. Record Size: 094

2. Blocking Factor: 10

3. Format Code: 1

4. Service Class: 220

5. Standard Entry Class: PPD

6. Originator Sta 1

7. Operating System: PRIMOS

Direct Deposit System Parameters Maintenance Screen

Page 2

The above screen is the second page of the Direct Deposit User Parameters Maintenance Screen.

The parameters or field entries should not be changed for any reason without first consulting the

financial support staff at DCC.

Item number four, SERVICE CLASS, is the only item on the above screen that you should ever

need to change. Two possible values currently exist:

• 220 - Service code indicating that the submitted tape is an unbalanced tape.

• 200 - Service code indicating that the submitted tape is a balanced tape.




14- 1

Payroll Encumbrance

Payroll Encumbrance14 C h a p t e r

Purpose ................................................................................................ 14-3

Accessing the Payroll Encumbrance Option ....................................... 14-3

Encumbering Employees - A Review ................................................. 14-4

Encumbrance Menu ........................................................................... 14-18

Description of Encumbrance Menu Options .................................... 14-18

Encumbrance Maintenance Menu ..................................................... 14-19

Maintain Encumbrance Switch Setting ........................................... 14-20

Maintain Encumbrance Profile ........................................................ 14-21

Close Out An Employee's Contract or Position .............................. 14-22

Enter Encumbrance Adjustments or Liquidations ........................... 14-23

Post Encumbrance Transactions To GL .......................................... 14-25

Fiscal Yearend Close Out Process................................................... 14-26

Encumbrance Inquiry/Display Menu................................................. 14-27

Employee Encumbrance Inquiry ..................................................... 14-28

Encumbrance Transaction Inquiry................................................... 14-29

Encumbrance Detail Activity Inquiry.............................................. 14-30

Encumbrance Account Summary Inquiry ....................................... 14-31

Display Balances From The Encumbrance Files............................. 14-32




Encumbrance Report Menu ................................................................14-34

Print Employee Encumbrance by Account Number ........................14-37

Print Employee Encumbrance by Employee by Postion/Contract ...14-38

Print Employee Encumbrance by Employee by Type......................14-39

Print Employee Encumbrance by Postion/Contract by Employee ...14-40

Print Employee Encumbrance by Department .................................14-41

Print Employee Encumbrance by Purpose .......................................14-42

Print Encumbrance Transaction Register .........................................14-43

Print Encumbrance Detail Activity Register ....................................14-44

Print Encumbrance Summary Register ............................................14-45

Print Unposted GL Account Amounts .............................................14-46

Print a List of Unencumbered Position Table Changes....................14-47

Print a List of Curriculum Contracts Not Encumbered ....................14-48

Print a List of Con Ed Contracts Not Encumbered ..........................14-49

Print a List of Staff Contracts Not Encumbered ...............................14-50

Encumbrance Audit Menu..................................................................14-51

Build The Encumbrance Audit File ..................................................14-52

Print The Encumbrance Discrepancy Report ...................................14-53

Print the Close Out Encumbrance Discrepancy Report ...................14-54

Copy Back A Closed Out Record.....................................................14-55

Delete a Closed Out Record .............................................................14-56

Encumbrance Files .............................................................................14-57



14- 3

Payroll Encumbrance

Purpose

The Payroll Encumbrance option allows you to make adjustments to encumbrance accounts and print or

view information about those accounts. You can also establish and define encumbrance accounts.

The chapter consists of three sections:

• The first section reviews instructions for setting up encumbrances using the Payroll

Data Entry option (Master Menu item 2).

• The second section defines the screens and options associated with Master Menu

option 14.

• The third section lists the files associated with the encumbrance system.

Accessing the Payroll Encumbrance Option

At the Master Menu choose selection number fourteen, PAYROLL ENCUMBRANCE.




Encumbering Employees - A Review

In general, the payroll encumbrance application allows you to track the balances of payroll deduction

accounts. Two key points to remember about the payroll encumbrance system:

1) In order to encumber, you must first establish a profile for those accounts to be encumbered.

Each institution must establish a profile for those accounts which are to be encumbered. Profiles can beestablished through the Maintain Encumbrance Profile option. Refer to page 14-21 for instructions.

2) There are two ways to encumber an employee. You can encumber by using:

• the position table

• a contract

Regardless of which method you use, you must set the encumbrance flag, on the Payroll Data

Entry screen, to ‘Y’.

Method 1: Encumbering Using the Position Table

Encumbering employees by linking them to specific positions is the most common way to place them on

the encumbrance system. The majority of employees encumbered using this method are classified as

full-time salaried or full-time hourly. Part-time hourly employees can be encumbered using the position

table, but more often part-time employees are encumbered using the contract method.

Full-time salaried employees

To encumber using the position table, access the Payroll Data Entry option by entering a ‘2’ at the

prompt on the Master Menu. Page one of the Payroll Data Entry Screen is displayed. See next page.



14- 5

Payroll Encumbrance


==========================================================================

PAYROLL DATA ENTRY PAGE 1

==========================================================================

EMPLOYEE NUMBER : 10 KENNY ROGERS, JR

1. POSITION: 403

2. PAY CYCLE: M STANDARD HOURS: 160.003. PAY CODE: S PAY RATE: 1700.00

4. SPEC STAT: Y

5. EIC: 16. RET NUMBER: 123456

6. FWT EXEMPTS: 1

7. FWT ADDTL: 17. CONTRACT TAX METHOD: B

8. FICA EXEMPT: N REGULAR INCOME

9. MEDI EXEMPT: N

10. TAX STATE: NC 18. UNEMPLOYMENT EXEMPT: N

11. TAX MARITAL: M

12. WORK COMP: 19. ENCUMBER: Y

13. SHIFT2 DIFF:

14. SHIFT3 D

15. LV DATE EMP: 06-01-88

=========================================================================


=========================================================================


The highlighted fields are related to encumbrance. The descriptions are listed below. All other field

entries, descriptions and instructions can be found on pages 2-2 through 2-4.

1 - POSITION - Enter a valid position number for the POSTBL file or enter a ‘?’ to view a listof valid position numbers. Encumbrance account numbers and percentages are retrieved from the

position table (POSTBL). Therefore, every employee needs a position number.

STANDARD HOURS - Enter the standard number of hours worked in the pay cycle if this is

an hourly employee. For an hourly employee, GROSS = PAY RATE * STANDARD HOURS * PAY

FREQ.

PAY RATE - Enter pay rate. If the employee is salaried, enter the pay rate for the pay cycle.

GROSS SALARY for salaried employees is computed by multiplying the PAY RATE by the PAY

FREQUENCY.

19 - ENCUMBER - Enter a ‘Y’ or <CR> to indicate that you want to encumber the salary

and contracts for this employee. The assumption is that ALL EXISTING EMPLOYEES SHOULD BE

ENCUMBERED. Therefore, any existing employee that you do not wish to encumber must be changed

to ‘N’.

The second and third pages of the Payroll Data Entry Screen require no special entries for encum-

brances. Details about these screens can be found on pages 2-6 through 2-8.





———————————————————————————————————

Employee : 10 ROGERS, KENNY Encumbered : 24,019.69

Position(s) : 403 COMPUTER GENIUS Liquidated :

—————— S U M M A R Y E N C U M B R A N C E ——————

1. Encum-Type: Encumbered: Liquidated:1.1 G GROSS 20400.00 0.00


1.3 D2 RETIREMENT 2040.00 0.00


1.5 ——————— A C T U A L E N C U M B R A N C E ——————

4. Encum-Type/Account: G/L-Account: Amount:Pos% Liqd

4.1 G GROSS 11*110*21200*0200*97 12240.00 0.60 0.00

4.2 G GROSS 11*110*21200*0200*20 8160.00 0.40 0.00

4.3 F FICA MATCHING 11*110*21810*0200*97 868.61 0.60 0.00

4.4 F FICA MATCHING 11*110*21810*0200*20 579.08 0.40 0.00

4.5 D2 RETIREMENT 11*110*21820*0200*97 1224.00 0.60 0.00

4.6 D2 RETIREMENT 11*110*21820*0200*20 816.00 0.40 0.00

5. PAY FREQUENCY: 12.0 # OF PAYROLL LIQUIDATIONS 0.00



Page four of the Payroll Data Entry Screen displays an employee’s encumbrance information. The

summary encumbrance fields are calculated as follows:

PAY FREQUENCY - When placing the initial encumbrance, the user will be

prompted for pay frequency. A carriage return defaults to the pay frequency in the employee’sPERMST record. A prompt will warn you if you attempt to encumber more months than are remaining

in the year. For an existing encumbrance, pay frequency will display (#5 in above example) and the user

will have the option to change it.

GROSS = SALARY RATE * PAY FREQUENCY

RETIREMENT = SALARY RATE * (% from DEDMST 10.00%)

HOSPITALIZATION = PAY FREQUENCY * (AMT from DEDMST 11.00)

Any deduction that is FICA exempt (indicated by a ‘Y’ in field 5 of that deduction’s DEDTBL record)

will be backed out of the GROSS amount. The amount to back out is calculated using the employee’s

contribution rate. If that rate is a %, then GROSS is multiplied by the % to produce an exempt amount.

If the rate is a dollar amount, the dollar amount is multiplied by the pay frequency to produce an exempt

amount. All exempt amounts are subtracted from GROSS and the remaining GROSS is multiplied by

the FICA rate to produce the FICA amount.



14- 7

Payroll Encumbrance

The fields, HOSPITALIZATION and CO HEALTH INS, are FICA exempt. For

HOSPITALIZATION, $660 backed out of GROSS ( $55 * 12). For CO HEALTH INS, $816

deducted out of GROSS ( 20,400 * 4%). The remaining GROSS of 18,924 multiplied by the FICA

rate of .0765, produces the FICA amount of 1447.69.

The actual encumbrances will be generated using the account numbers and the percentages found in the

position table record. The actual encumbrance is for display only and cannot be changed.

Full-time hourly employees

If your institution has full-time hourly employees, the encumbrance processing for these hourly employ-

ees will be similar to the processing for salaried employees. The hourly employee will need his own

position number and any qualifying deductions will need to be entered in the employee’s DEDMST

record.

On the fourth payroll screen, you will be prompted to enter the number of months you want to encum-ber. Gross salary will be computed by multiplying PAY RATE, STD HOURS and PAY FREQ together.

Based on gross salary, FICA and deduction summaries will be computed and encumbrances will be

generated using the account numbers and percentages from the position table.

Part-time hourly employees

This process can also be used to generate part-time encumbrance, or you can generate part-time

encumbrance using part-time contracts.

If you try to page to the fourth payroll screen for a part-time employee, you will see the following

prompt:

EMPLOYEE IS NOT FULL TIME

DO YOU WISH TO PLACE THE ENCUMBRANCE HERE (Y/N) CR = ‘N’

If your institution wants to use the payroll screens to generate encumbrance for the part-time employees,

enter a ‘Y’ and the rest of the process will be similar to the process already described for full-time

hourly employees. If your school plans to use contracts to generate part-time encumbrance, enter an

‘N’ here.

NOTE: IF YOU ANSWER ‘Y’ HERE AND YOU GENERATE A CONTRACT,

YOU WILL GENERATE TWO ENCUMBRANCES FOR THIS PART-TIME

EMPLOYEE




Adjustments to Encumbered Accounts/Position Table Changes

If you change an employee’s salary rate, an employee’s deduction rate or the employer’s deduction rate

for an individual employee, the system will automatically advance you to the encumbrance screen. On

the encumbrance screen, you will see the existing encumbrance and be prompted to enter the PAY

FREQUENCY for which the adjustment will apply. The default is the number of months remaining in the

year, which is calculated by subtracting the number of liquidations from the original PAY FRE-

QUENCY. The new encumbrance will be calculated and any necessary adjustment transactions will be

generated.

NOTE:CURRENTLY THERE IS NOT A PROCESS TO AUTOMATICALLY

GENERATE ENCUMBRANCE ADJUSTMENTS FOR MASS DEDUCTION

CHANGES. THIS WILL BE A FUTURE ENHANCEMENT. FOR NOW,

YOU MUST ACCESS EACH EMPLOYEE ON THE PAYROLL DATA

ENTRY SCREEN AND PAGE TO THE ENCUMBRANCE SCREEN TO

GENERATE THE NEW ENCUMBRANCE

Since the position table is one of the vehicles for generating encumbrances, position table maintenance

becomes a critical issue. The position table maintenance program, PPY91, has been changed. If you

make ANY change to account numbers and/or budget amounts for a position that is currently encum-

bered, the old encumbrance will be closed out automatically (this is transparent to the user). A record

will be written to a new file POSTBL.CHANGES and a report will print showing the employees and

positions that were changed and need to be re-encumbered.

Take the report and go back into the Payroll Data Entry screen for each of those employees. Page to

the back screen, enter PAY FREQ and a new encumbrance will be calculated based on the newinformation in POSTBL. When you page back to the first screen and save, the POSTBL CHANGES

record will be deleted. The compute process will select POSTBL.CHANGES. If any unresolved

POSTBL.CHANGES exist, the compute will terminate.



14- 9

Payroll Encumbrance

Method 2: Encumbering Using A Contract

Encumbering employees by linking them to specific contracts is another way to place them on the

encumbrance system. It is possible to encumber using continuing education contracts, part-time curricu-

lum contracts and part-time staff contracts.

To encumber using Continuing Education Contracts, select the Miscellaneous Payroll Process option by

entering a ‘9’ at the prompt on the Master Menu. Then select option 14 - Enter Payroll Contracts.

Next, select the Move Continuing Education Contracts to Payroll option by entering a ‘3’.

The screen will display:

=========================================================================

CONTRACT DATA ENTRY

=========================================================================

CONTRACT NUMBER : 1234567

1. PAYROLL STATUS (‘AC’ or ‘IN’): AC

2. OVERRIDE CLASS STATUS: RE

3. ACCOUNT NUMBER: 11-330-21310-0100-00

4. PAY PERIOD ENDING DATES: PAY PERIOD AMTS:

4.1 07-31-1991 500.00

4.2

5. BUDGET ALLOCATED FOR CONTRACT: 500.00

6. EMPLOYEE NUMBER: 10 ROGERS, KENNY

7. PROJECTED HOURS FOR CONTRACT : 500.00

8. HOURLY RATE: 10.00

9. NUMBER HOURS WORKED THIS PAY PERIOD:

TOTAL AMOUNT PAID ON CONTRACT:

Enter Save(S), Cancel(XX), Delete(DE), Or Field # To Change

========================================================================

Continuing Education contracts will be encumbered when the contract is moved to Payroll and saved.

The above screen accomplishes this.

The first time you encumber a contract, you will be shown the pay period dates on the contract and

prompted to select those you wish to encumber. The selection process performs several edit checks. It

will not let you encumber:

• a period that is not in this fiscal year

• a period that has already paid

• a period if the prior period has not been paid and has not been encumbered

If you select all pay periods on a contract, the entire contract amount will encumber. Otherwise, the

encumbrance will be generated using the projected amounts from the selected periods.




The field descriptions related to encumbrance are listed below.

1 - ACCOUNT NUMBER - The account number found in the contract becomes the encum-

brance account number.

2 - BUDGET ALLOCATED - The budget amount for the contract becomes the gross

amount encumbered.

6 - EMPLOYEE NUMBER - The social security number found in the contract becomes the

employee number when the contract is brought over to payroll. If the employee has been terminated, the

user will be notified but still has the option of pulling the contract over into the payroll system.

Page two displays after you save page one:


———————————————————————————————————


Position(s) : 403 COMPUTER GENIUS Liquidated :

—————— S U M M A R Y E N C U M B R A N C E ——————


1.1 G GROSS 20400.00 0.00


1.3 D2 RETIREMENT 2040.00 0.00


1.5 ——————— A C T U A L E N C U M B R A N C E ——————

4. Encum-Type/Account: G/L-Account: Amount:Pos% Liqd

4.1 G GROSS 11*110*21200*0200*97 12240.00 0.60 0.00

4.2 G GROSS 11*110*21200*0200*20 8160.00 0.40 0.00

4.3 F FICA MATCHING 11*110*21810*0200*97 868.61 0.60 0.004.4 F FICA MATCHING 11*110*21810*0200*20 579.08 0.40 0.00

4.5 D2 RETIREMENT 11*110*21820*0200*97 1224.00 0.60 0.00

4.6 D2 RETIREMENT 11*110*21820*0200*20 816.00 0.40 0.00

5. PAY FREQUENCY: 12.0 # OF PAYROLL LIQUIDATIONS 0.00


The screen displays the encumbrance information for the continuing education contract. Note that only

GROSS, FICA and RETIREMENT fields (if applicable) are encumbered. On all contracts, these are

the only fields that are encumbered.

The FICA field is computed by multiplying CONTRACT AMT by FICA RATE.

When a continuing education contract is moved to payroll, the STATUS field is updated to a status of

‘PY’.



14- 11

Payroll Encumbrance

NOTE: A new file called CONTRACT.CHANGES has been developed to help capture those contract

changes that take place after a contract has been moved to PAYROLL. If the budget amount, account

number or projected amount changes on the con-ed contract, after if has been moved to payroll, a

record will be written to the CONTRACT.CHANGES file.

An option will be available so you can print a report that lists the CONTRACT.CHANGES file. Using

the report, you can make changes to the P.CONTRACT. Once the payroll contract matches the

continuing education contract, the CONTRACT.CHANGES record will be deleted.

Part-time Curriculum Contracts

At most schools, entering part-time curriculum contracts is the responsibility of the curriculum depart-

ment (option 1,17,1 on the RG menu). An explanation is included here because Business Offices at

some colleges perform this function.

To enter a Part-Time Curriculum Contract, select the Miscellaneous Payroll Process option by entering

a ‘9’ at the prompt on the Master Menu. Then select option 14 - Enter Payroll Contracts. Next, selectthe Enter Part Time Curriculum Contracts option by entering a ‘2’.

NOTE:THIS IS THE SOURCE DOCUMENT (SIMILAR TO THE SOURCE

DOCUMENT THAT IS ENTERED IN THE CONTINUING

EDUCATION DEPARTMENT.) THERE IS A PROCESS TO MOVE

THIS SOURCE DOCUMENT TO PAYROLL.

The following is displayed:

======================================================================PART TIME CURRICULUM CONTRACT MAINTENANCE PAGE 1 OF 3

======================================================================


1. EMPLOYEE ID : 12 STATUS : PY

2. SSN : 238-11-1111

NAME : BLUE, CRYSTAL

3. ADDRESS : PO BOX 1777

4. CSZ : PINEVILLE, NC

5. TERM : 91/01

6. BEG DATE : 07/01/91

7. END DATE : 09/30/91

COURSE

8. DEP: CRS: SEC: TITLE: DAY: TIME: BLD: RM:

8.1 PED 106 10N TENNIS TH 06:00-08:05P 002 111

8.2

8.3

8.4

8.5





The part-time curriculum contracts will be generated and moved to the payroll system in much the same

manner as Continuing Education contracts. The above screen displays an example of a part-time

curriculum contract. The fields that relate to encumbrances are described below.

CONTRACT NO - This a seven digit assigned field. If the automatic contract number feature

is being used, enter a # to assign the next available number.

STATUS - This is a display field that indicates status of the contract. It is possible for a con-

tract to have more than one status. The statuses are: PY - Moved to Payroll; CA - Canceled; PR -

Printed.

EMPLOYEE ID - This can be employee-id, faculty number, social security number or name.

When the contract is moved to the payroll system, the employee must have an employee number. If the

employee has been terminated, the user will be notified. The contract can still be put on file, however.

SSN - For a new contract, this field will be read from either the PERMST or FACULTY file. If the SSN does not exist, you will be prompted to enter it.

NAME - This is a display field that is read from PERMST or FACULTY file.

ADDRESS and CSZ - If the employee is on the PERMST file, these fields are pulled from the

file. If the employee is on the FACULTY file, you must enter these fields.

BEG DATE - This field is the beginning date for the contract.

END DATE - This field is the ending date for the contract.

DEP, CRS and SEC - The department, course and section fields are validated against the

COURSE file.



14- 13

Payroll Encumbrance

The second page displays information about contract pay:

==========================================================================


==========================================================================


1. CONTRACT RATE OF PAY : 12.50

2. TOTAL CONTRACT HOURS : 100.00



3.1 11-330-21310-0562-00 43 53 7.50

3.2 11-110-21100-0100-00 5771 2.50

3.3

3.4

3.5

4. MILES 5. # OF TRIPS 6. RATETOTAL: 0.00

7. SPECIAL INSTRUCTIONS: (Maximum of 4 lines)


=========================================================================

The fields related to encumbrance are described below:

1 - CONTRACT RATE OF PAY - This field can be either an hourly or salaried rate.

2 - TOTAL CONTRACT HOURS - If the RATE OF PAY is a salaried amount, leave this

field blank and the RATE OF PAY becomes the CONTRACT TOTAL PAY. If hours are entered, the

RATE OF PAY will be multiplied by TOTAL CONTRACT HOURS to produce CONTRACT

TOTAL PAY.

3 - ACCOUNT CODES - This field contains the encumbrance account numbers. The accountnumbers must be valid payroll account numbers.

PER CENT and BUDGET - Enter each account’s portion of the CONTRACT TOTAL

PAY. If a % is entered, the amount is computed. If an amount is entered, the % is computed. In either

case, the available per cent or budget is displayed.

4 - MILES - Enter round trip mileage for one trip. The system automatically rounds partial

mileage to the nearest whole number. Enter a <CR> to skip this field as well as fields 5 and 6.


6 - RATE - Enter the rate paid per mile. The system allows rate to be up to 3 decimal places.

For example, a rate of 25 and 1/2 cents per mile would be entered as .255.

7 - TOTAL - Multiplies the MILES field by # TRIPS field by RATE field. If any of those fields

change, the amount in this field is recalculated and displayed.




7 - SPECIAL INSTRUCTIONS - Enter up to 4 lines of special instruction text. If you type

beyond the end of the line, then the word being typed will automatically wrap around to the next line.

Hit ESC ESC Q to get out of this field.



14- 15

Payroll Encumbrance

Page three displays the distribution schedule for the contract pay:

==========================================================================


==========================================================================



1.1 JAN 35.00 437.50

1.2 FEB 40.00 500.00

1.3 MAR 25.00 312.50


==========================================================================

The fields are described below.

PAY MONTHS - Enter a three letter month abbreviation or the numeric equivalent for the

month.

PAY HOURS - This field will accept projected hours or a <CR>..

PAY AMOUNTS - If the contract has an hourly RATE OF PAY, RATE OF PAY will be

multiplied by PAY HOURS to produce PAY AMOUNTS. If the contract is salaried and does not have

a RATE OF PAY, you can enter a projected monthly amount. A running total of PAY AMOUNTS is

kept and the available amount is always displayed.




Part-time Staff Contracts

To enter a Part-Time Staff Contract, select the Miscellaneous Payroll Process option by entering a ‘9’

at the prompt on the Master Menu. Then select option 14 - Enter Payroll Contracts. Next, select Enter

Part Time Staff Contracts option by entering a ‘1’.

The following screen appears:

========================================================================


=========================================================================

CONTRACT NO : 1234567 STATUS: PY

1. EMPLOYEE NO : 12

SSN : 238-11-1111

NAME : BLUE, CRYSTAL

ADDRESS : PO BOX 1777

CSZ : PINEVILLE, NC

DEPT : 61POSITION NO : 1

JOB TITLE : BUSINESS OFFICE

2. BEG DATE : 07/01/91

3. END DATE : 06/30/92


=====================================================================

The information on the above screen is generated on the payroll system. Many of the fields function as

they did on the Part Time Curriculum Contract Screens.


CONTRACT NO, STATUS, BEG DATE, and END DATE - These fields are identical to

those on the Part Time Curriculum Screens.

EMPLOYEE NO - Employee number, name or social security number can be entered. The

employee must be on the PERMST file in order to generate a contract.

SSN, NAME, ADDRESS, CSZ, DEPT, POSITION NO and JOB TITLE - These

fields are display fields and are read from the PERMST or POSTBL files. After completing this page,

the user may change the JOB TITLE field on the contract.

Pages two and three of this option function in the same manner as the screens under the Part Time

Curriculum Contract option.



14- 17

Payroll Encumbrance

Moving Part-Time Staff and Curriculum Contracts to Payroll

To move Part-Time Staff and Curriculum Contracts to the payroll system, access the Miscellaneous

Payroll Process option by entering a ‘9’ at the prompt on the Master Menu. Then select option 14 -

Enter Payroll Contracts. Next, select the Move PT Staff and Curriculum Contracts to Payroll option by

entering a ‘4’. This option moves part-time curriculum contracts to the payroll system and reformats

part-time curriculum contracts into the P.CONTRACT format (see pages 9-60 through 9-64 for the

screens, field entries and instructions.)

This option also generates encumbrances for part-time staff and part-time curriculum contracts. It is the

means by which the contracts, which were entered through previous options, get into the payroll system.

Once the contracts are in the payroll system, the encumbrances take effect.




The Screens

PAYROLL/PERSONNEL MPYENC

=====================================================================

***** Encumbrance Master Menu *****

1 = Encumbrance Maintenance Menu2 = Encumbrance Inquiry/Display Menu

3 = Encumbrance Report Menu

4 = Encumbrance Audit Menu

Which would you like? ( 1 - 14 ) =

Encumbrance Menu

The Encumbrance Master Menu serves as a gateway to all encumbrance-related processes. Enter the

number corresponding to the option that you want to access.

If you do not want to choose a selection, enter a <CR> to return to the Master Menu. The selections

are described below.

1 - ENCUMBRANCE MAINTENANCE MENU

Allows you to access the Encumbrance Maintenance Menu where you can choose to maintain the

encumbrance system switch, maintain the encumbrance profile, close out an employee's contract or

position, enter encumbrance adjustments or liquidations, post encumbrance transactions to general

ledger or perform the fiscal year close out process.

2 - ENCUMBRANCE INQUIRY/DISPLAY MENU

Allows you to access the Encumbrance Inquiry/Display Menu where you can choose to perform

employee encumbrances inquiries, perform employee transaction inquiries, perform encumbrance

detail activity inquiries, perform encumbrance account summary inquiries or display balances from

the encumbrance files.

3 - ENCUMBRANCE REPORT MENU

Allows you to access the Encumbrance Report Menu where you can choose to print various

encumbrance-related reports.

4 - ENCUMBRANCE AUDIT MENU

Allows you to access the Encumbrance Audit Menu where you can choose to build the encum-

brance audit file, print the Encumbrance Discrepancy Report , print the Close Out Encumbrance

Discrepancy Report , copy a closed-out record or delete a closed-out record.



14- 19

Payroll Encumbrance

1-Encumbrance Maintenance Menu

PAYROLL/PERSONNEL ENC.MNT.MENU

***** ENCUMBRANCE MAINTENANCE MENU *****

1= Maintain Encumbrance System Switch2= Maintain Encumbrance Profile

3= Close Out an Employee's Contract or Position

4= Enter Encumbrance Adjustments or Liquidations

5= Post Encumbrance Transactions to GL

6= Fiscal Yearend Close Out Process


Encumbrance Maintenance Menu

The Encumbrance Maintenance Menu displays the various encumbrance-related options available and

gives you a choice of which option to perform. Enter the number corresponding to the option that youwant to access.

If you do not want to choose an option, enter a <CR> to return to the Encumbrance Master Menu.


1 - MAINTAIN ENCUMBRANCE SYSTEM SWITCH

Allows you to turn the encumbrance switch on or off.

2 - MAINTAIN ENCUMBRANCE PROFILE

Allows you to establish the accounts that your institution will encumber.

3 - CLOSE OUT AN EMPLOYEE'S CONTRACT OR POSITION

Allows you close out an individual encumbrance account.

4 - ENTER ENCUMBRANCE ADJUSTMENTS OR LIQUIDATIONS

Allows you to make an adjustment or liquidation to an individual encumbrance account.

5 - POST ENCUMBRANCE TRANSACTIONS TO GL

Allows you to post all unposted encumbrance transactions to general ledger.

6 - FISCAL YEAREND CLOSE OUT PROCESS

Allows you to execute the fiscal yearend close out. You should execute this option AFTER the

final payroll run of the current fiscal year and BEFORE July 1st of the upcoming fiscal year.




1 - Maintain Encumbrance System Switch

FINANCIALS ENC.FLAG.MNT

========================================================================

Maintain Encumbrance System Flag

========================================================================

1. Encumbrance Flag Status - : 1 On

========================================================================

Enter Save(S), Cancel(XX), Or Field # To Change

?

Encumbrance System Flag Screen

The Maintain Encumbrance System Flag Screen allows you to turn the encumbrance switch on or off.

In previous releases, the only way to turn the encumbrance switch on or off was to edit the ENC.FLAG

record in CONTROL.POINT. This screen simplifies the process.

When you access this screen, the cursor is located on the command line. You have three options to

choose. You can enter a 'S' to save the record as it is, enter an 'XX' to cancel and exit from the screen,

or enter a '1' to change the encumbrance switch setting.

If you enter a '1', the system prompts you to "Enter encumbrance flag status". See the field description

below for more details.

1 - ENCUMBRANCE FLAG STATUS - Enter a '0' to turn the encumbrance switch off,

enter a '1' to turn the encumbrance switch on or enter an 'XX' to cancel and leave the switch's setting as

it is. A required field.

After you exit from the ENCUMBRANCE FLAG STATUS field, the command line displays. If you

want to save the change that you made, enter a 'S' to save. If you do not want to save the change that

you made, enter an 'XX' to cancel. If you want to return to the ENCUMBRANCE FLAG STATUS

field, enter a '1'.



14- 21

Payroll Encumbrance

2 - Maintain Encumbrance Profile

Payroll PENCPROFILE

=======================================================================

Payroll Encumbrance Profile Maintenance

============ ==========================================================

1. Type: Deduction Code: Description: G/L-Code: Req/Opt:

1.1 G GROSS PY*GRS R

1.2 F FICA MATCHING PY*ERFICA R

1.3 D 2 RETIREMENT RETIREMENT PY*ER*RET R

1.4 D 3 HOSPITALIZATION HOSPITALIZATION PY*ER*HOSP R

1.5

1.6

1.7

1.8

1.9

1.10

1.11

1.12

1.13

1.14=======================================================================

Encumbrance Activity Register Screen

The Maintain Encumbrance Profile option allows you to establish the accounts that your institution will

encumber. There is one profile per college, and it identifies the employer's payroll obligations. This

option is not often used after the accounts have been initially established.

When you establish the profile, include salaries, the employer's share of FICA and any benefits that

have an employer paid portion. In general, enter the type of encumbrances in order of importance and

always enter the gross pay encumbrance first (see above screen example.)

The screen will prompt you for field entries. The descriptions are below.

TYPE - Enter the type of encumbrance. Enter a ‘G’ for Gross pay, a ‘F’ for FICA matching or

a ‘D’ for Deduction. (Enter the Gross pay encumbrance first.)

DEDUCTION CODE - Enter the deduction code number. This number determines the

sequence in which deductions will be taken.

DESCRIPTION - Enter the description of the encumbrance.

G/L-CODE - Enter the general ledger code for the encumbrance or enter a ‘?’ to receive a

listing of valid codes.

REG/OP - Enter a ‘R’ to flag this encumbrance as required or an 'O’ to flag it as optional. In

most circumstances, use the 'R' specification.

After completing the field entries, be sure to save the screen. Enter an ‘S’ at the “Enter Save(S),

Cancel(XX) or Field # To Change’ prompt.




3 - Close Out An Employee's Contract or Position

Payroll Employee Encumbrance Close Outs PEMPENC.CLOSE.OUT

-----------------------------------------------------------------------------------------------------------------------

Employee :

Position or Contract :

------------------------------------------------------------------------------------------------------------------------

1. Transaction Date : Encumbered :

2. Adj Reason : Liquidated :

3. Entered By : CHANDLER.D

-----------------------------------------------------------------------------------------------------------------------

=======================================================================Enter EMPLOYEE NUMBER, NAME, SSN OR <XX> Exit?

Encumbrance Close Out Screen

The Encumbrance Close Out Screen allows you to close out an individual encumbrance account. The

close out can be described as a “line-by-line” adjustment since you can change one encumbrance

account at a time.

When you access this screen, the cursor is positioned on the "Enter EMPLOYEE NUMBER, NAME,

SSN OR <XX> Exit?" prompt. At this point, you can choose to enter the number, name or social

security number of the employee you want to access. You can also choose to enter an 'XX' to exit from

this screen without processing.

After you access a record, you are prompted to "ENTER POSITION NUMBER, CONTRACT

NUMBER OR <CR> TO EXIT". Enter the position number or contract number of the employee or

enter a <CR> to exit.

NOTE: IF A COMPUTE PROCESS IS RUNNING WHEN YOU ATTEMPT TO ACCESS

AN EMPLOYEE, THE MESSAGE, "THE COMPUTE IS IN PROCESS AND THIS EM-

PLOYEE IS SCHEDULED FOR PAY. DO YOU WANT TO CLOSE OUT OR ADJUST (Y/

N)?", DISPLAYS. IF YOU ENTER A 'Y', THE "ENTER POSITION NUMBER, CON-

TRACT NUMBER OR <CR> TO EXIT" PROMPT DISPLAYS. IF YOU ENTER A 'N', THESCREEN CLEARS.

If you entered a position or contract number, the system displays the transaction date, adjustment

reason, user id, encumbered amount and liquidated amount. If you want to close out the encumbrance,

enter 'CO' at the command line. If you do not want to close out the encumbrance, enter an 'XX' to exit.

If you want to change a field entry, enter the number associated with the field you want to change.



14- 23

Payroll Encumbrance

4 - Enter Encumbrance Adjustments or Liquidations

Payroll Line By Line Encumbrance Adjustments PENCADJ.MNT

--------------------------------------------------------------------------------------------------------------------------

Employee :

Position or Contract :

-------------------------------------------------------------------------------------------------------------------------

1. Transaction Date : Encumbered :

2. Adj Reason : Liquidated :

3. Entered By : CHANDLER.D

------------------------------------------------------------------------------------------------------------------------

4. Encum/Description: Encum-Acct: Type: Amount:

4.1

4.2

4.3

4.4

4.5

4.6

4.7

4.8

4.9========================================================================

Enter EMPLOYEE NUMBER, NAME, SSN OR <XX> Exit?

Encumbrance Adjustments Screen

The Encumbrance Adjustments or Liquidations Screen allows you to make encumbrance or liquidation

adjustments to an individual encumbrance account. The adjustment can be described as a “line-by-line”

adjustment since you can change one encumbrance account at a time.


SSN OR <XX> Exit?" prompt. At this point, you can choose to enter the number, name or social

security number of the employee you want to access. You can also choose to enter an 'XX' to exit fromthis screen without processing.

After you access a record, you are prompted to "ENTER POSITION NUMBER, CONTRACT

NUMBER OR <CR> TO EXIT". Enter the position number or contract number of the employee or

enter a <CR> to exit.

NOTE: IF A COMPUTE PROCESS IS RUNNING WHEN YOU ATTEMPT TO ACCESS

AN EMPLOYEE, THE MESSAGE, "THE COMPUTE IS IN PROCESS AND THIS EM-

PLOYEE IS SCHEDULED FOR PAY. DO YOU WANT TO CLOSE OUT OR ADJUST (Y/

N)?", DISPLAYS. IF YOU ENTER A 'Y', THE "ENTER POSITION NUMBER, CON-TRACT NUMBER OR <CR> TO EXIT" PROMPT DISPLAYS. IF YOU ENTER A 'N', THE

SCREEN CLEARS.

If you entered a position or contract number, the system prompts you for the encumbrance account to

adjust. You will be prompted to enter type: G, F, D.




• If a ‘G’ is entered, each individual GROSS account will be displayed and you will be

prompted: “Is G*Acct# the account you wish to update? (Y/N).” (This prompt will appear for each

GROSS account). If you enter a ‘Y’, you will be prompted for (L)iquidation or (C)lose Out and then

the amount.

• If a ‘F’ is entered, each individual FICA account will be displayed and you will be prompted:

“Is F*Acct# the account you wish to update?(Y/N).” (This prompt will appear for each FICA ac-

count). If you enter a ‘Y’, you will be prompted for (E)ncumbrance Adjustment, (L)iquidation or

(C)lose Out and then the amount

• If a ‘D’ is entered, each individual DEDUCTION account will be displayed and you will be

prompted: “Is D*Acct# the account you wish to update (Y/N)”. (This prompt will appear for each

DEDUCTION account). If you enter a ‘Y’, you will be prompted for (E)ncumbrance Adjustment,

(L)iquidation or (C)lose Out and then the amount.



14- 25

Payroll Encumbrance

5 - Post Encumbrance Transactions To GL

THIS PROCESS WILL UPDATE ALL UNPOSTED TRANSACTIONS

TO THE GENERAL LEDGER

DO YOU WISH TO CONTINUE (Y/N) =

Unposted Transactions Screen

The Post Encumbrance Transactions to GL option allows you to post all unposted encumbrance trans-

actions to general ledger. When you set up contracts for employees, you can use this option to go

ahead and post the encumbrance portion of their contract to general ledger. This option can be usedwhenever and as often as you want. You don't have to wait until you do a payroll run to execute this

option.

The screen prompts you to enter a ‘Y’ to continue with the process or enter a ‘N’ to exit. After entering

a ‘Y’, the posting begins. The screen will display each of the transactions as they are being posted.




6 - Fiscal Yearend Close Out Process

----------------------------------------------------------------------------------------------------------

THIS PROCESS WILL GENERATE THE FISCAL YEAREND ENCUMBRANCE

CLOSEOUT TRANSACTIONS. IT WILL UPDATE GENERAL LEDGER WITH

THOSE TRANSACTIONS. THEN IT WILL COPY THE ENCUMBRANCE FILES

TO BACKUP FILES AND CLEAR THE ENCUMBRANCE FILES.

-----------------------------------------------------------------------------------------------------------

DO YOU WISH TO RUN THE YEAREND CLOSEOUT? (Y/N) =

This process allows you to execute the encumbrance fiscal yearend procedure. Execute this option

AFTER the last payroll run of the current fiscal year and BEFORE July 1 of the upcoming year.

To execute the option, select option 6 from the Encumbrance Maintenance Menu. The above screen

displays. Enter a 'Y' at the prompt above to execute the option or enter a 'N' to exit.

The process does the following:

• Closes out any remaining encumbrances and prints a list of closeout transactions

• Automatically posts those closeout transactions to general ledger

• Copies all current encumbrance files to backup files and clears the current encumbrance

files

• Turns off the system encumbrance flag



14- 27

Payroll Encumbrance

2 - Encumbrance Inquiry/Display Menu

PAYROLL/PERSONNEL ENC.INQ.MNT

***** ENCUMBRANCE INQUIRY/DISPLAY MENU *****

1= Employee Encumbrance Inquiry2= Encumbrance Transaction Inquiry

3= Encumbrance Detail Activity Inquiry

4= Encumbrance Account Summary Inquiry

5= Display Balances From the Encumbrance Files


Encumbrance Inquiry/Display Menu

The Encumbrance Inquiry/Display Menu displays the various encumbrance-related inquiry options

available and gives you a choice of which option to perform. Enter the number corresponding to the

option that you want to access.

If you do not want to choose an option, enter a <CR> to return to the Encumbrance Master Menu.


1 - EMPLOYEE ENCUMBRANCE INQUIRY

Allows you to display account information about a specified employee.

2 - ENCUMBRANCE TRANSACTION INQUIRY

Allows you to view encumbrance transactions for a specified employee.

3 - ENCUMBRANCE DETAIL ACTIVITY INQUIRY

Allows you to view encumbrance transactions for an employee. The transactions are listed as

individual detail records.

4 - ENCUMBRANCE ACCOUNT SUMMARY INQUIRY

Allows you to view transactions summarized by account by day.

5 - DISPLAY BALANCES FROM THE ENCUMBRANCE FILES

Allows you to display the balances in the encumbrance files. Use this option to audit encumbrance

balances.




1 - Employee Encumbrance Account Inquiry

Payroll Employee Encumbrance Accounts

------------------------------------------------------------------------------------------------------------------------


Position : 403 COMPUTER GENIUS Liquidated :

Remaining : 24,019.69------------------------------------------------------------------------------------------------------------------------

Encumbrance G/L Account Encumb Ligtd Remain

1. (G) GROSS 11*110*21200*0200*97 12240.00 0.00 12240.00

2. (G) GROSS 11*110*21200*0200*20 8160.00 0.00 8160.00

3. (F) FICA MATCHING 11*110*21810*0200*97 868.61 0.00 868.61

4. (F) FICA MATCHING 11*110*21810*0200*20 579.08 0.00 579.08

5. (D2) RETIREMENT 11*110*21820*0200*97 1224.00 0.00 1224.00

6. (D2) RETIREMENT 11*110*21820*0200*20 816.00 0.00 816.00

7. (D3) HOSPITALIZAT 11*110*21830*0200*97 79.20 0.00 79.20

8. (D3) HOSPITALIZAT 11*110*21830*0200*20 52.80 0.00 52.80

Enter PgUp(^), PgDn(CR), Top(T), Bottom(B), Cancel (XX) ?

Employee Encumbrance Account Inquiry Screen

The Employee Encumbrance Account Inquiry option allows you to display account information about a

specified employee.

When you access this screen, the cursor is positioned on the "Enter EMPLOYEE NUMBER,

NAME,SSN OR <XX> EXIT?" prompt. At this point, you can choose to enter the number, name or

social security number of the employee you want to access. You can also choose to enter an 'XX' to

exit from this screen without processing.

If you access an employee record, the system prompts you to enter a position number, contract number,

ALL, or a <CR> to exit. Enter the option that applies.

NOTE: THE ALL OPTION DISPLAYS ALL ENCUMBRANCES FOR AN EMPLOYEE,

SCREEN BY SCREEN WITH A TOTAL SCREEN AT THE END. IF AN EMPLOYEE

HAS MULTIPLE POSITIONS OR CONTRACTS, THIS OPTION IS VERY USEFUL.

The screen displays the encumbrance information for an employee in order by encumbrance type. The

screen lists the encumbrance, the general ledger account number, the encumbered amount, the liquidatedamount and the remaining amount.

If there are more encumbrances than can display on the screen, you can use the <CR> to page down.

You can also use the carrot symbol (^) to page up or enter a 'T' to advance to the top. To exit from the

screen, simply enter 'XX' to cancel.



14- 29

Payroll Encumbrance

2 - Encumbrance Transaction Inquiry

Payroll Employee Encumbrance Transactions PENCADJ.INQ

————————————————————————————————————

Employee : 10 ROGERS, KENNY From : 04/03/91

Position : 403 COMPUTER GENIUS Thru : 04/02/92

————————————————————————————————————Transaction Date : 10-11-91 Encumbered : 24019.69

Adj Reason : BALANCE FORWARD Liquidated : -100.00

Entered By : SYS Trans. No : 1 of 2

————————————————————————————————————

Encum/Description Encum-Acct: Type: Amount:

.1 (G) XGROSS 11*110*21200*0200*97 B 12240.00

.2 (G) XGROSS 11*110*21200*0200*20 B 8160.00

.3 (F) XFICA MATCHING11*110*21810*0200*97 B 868.61

.4 (F) XFICA MATCHING11*110*21810*0200*20 B 579.08

.5 (D2) RETIREMENT 11*110*21820*0200*97 B 1224.00

.6 (D2) RETIREMENT 11*110*21820*0200*20 B 816.00

.7 (D3) HOSPITALIZATION 11*110*21830*0200*97 B 79.20

.8 (D3) HOSPITALIZATION 11*110*21830*0200*20 B 52.80

Enter PgDn(<<CR>), PgUp(^), Top(T), Next Trans(N), Or Cancel(XX)

Employee Encumbrance Transactions Screen

The Encumbrance Transaction Inquiry option allows you to view encumbrance transactions for a

specified employee.

When you access this screen, the cursor is positioned on the "Enter EMPLOYEE NUMBER,

NAME,SSN OR <XX> EXIT?" prompt. At this point, you can choose to enter the number, name or

social security number of the employee you want to access. You can also choose to enter an 'XX' to

exit from this screen without processing.

The screen prompts you to "Enter The BEGINNING Transaction DATE For This Inquiry, <CR> For

dd/mm/yy.?" ( Note: mm/dd/yy is the default system date minus one year.) Enter the beginning transac-

tion date or press the <CR> to accept the default system date. Next, the screen prompts you to "Enter

The ENDING Transaction DATE For This Inquiry, <CR> For mm/dd/yy?" ( Note: mm/dd/yy is the

default system date.) Enter the ending transaction date or press the <CR> to accept the default system

date. Next, the system prompts you to verify that your beginning and ending dates are correct. If they

are, enter a <CR> at the prompt. If they are not, enter a 'N' and then reenter the dates.

The screen displays the description, encumbrance account, encumbrance type and amount of transac-

tion. If there are multiple pages, you can enter a ‘N’ to advance to the next transaction. You can also

enter a <CR> to page down, enter a '^' to page up, enter a 'T' to advance to the top, or enter an 'XX'

to cancel.




3 - Encumbrance Detail Activity Inquiry

Payroll Encumbrance Detail Activity Inquiry SENCDETAIL.INQ

—————————————————————————————————————

Employee : 10 ROGERS, KENNY

Position or Contract : COMPUTER GENIUS

From Date : 10/01/91 Encum Type : G (Gross)

Thru Date : 03/19/92 G/L Account : 11-110-21200-0200-97

—————————————————————————————————————

Encumbrance G/L Account Trn-Date Type Trn-Amount

1. (G) GROSS 11-110-21200-0200-97 10-11-91 A 12240.00

Employee - 10 ROGERS, KENNY Ref - SYS BALANCE FORWARD 10/11/91

2. (G) GROSS 11-110-21200-0200-97 10-11-91 L -100.00

Employee - 10 ROGERS, KENNY Ref - JW TESTING 10/11/91

—————————————————————————————————————

Enter PgUp(^), PgDn(CR), Top(T), Bottom(B), Quit(Q) ?

Encumbrance Detail Activity Screen

The Encumbrance Detail Activity Inquiry option allows you to view encumbrance transactions for a

specified employee. The transactions are listed as individual detail records.


SSN, <CR> All Employees, <XX> Exit ?" prompt. At this point, you can choose to enter the number,

name or social security number of the employee you want to access. You can also choose to press the

<CR> to view encumbrance detail records for all employees. If you want to exit from this screen

without processing, enter an 'XX'.

If you are accessing an individual employee record, the system prompts you to enter a position number,

contract number, or a <CR> to exit. Enter the option that applies. If you are accessing all employees,you will not be prompted to enter position or contract number.

Next, the system prompts you to "Enter The BEGINNING Transaction DATE For This Inquiry, <CR>

For dd/mm/yy.?" ( Note: mm/dd/yy is the default system date minus one year.) Enter the beginning

transaction date or press the <CR> to accept the default system date. Next, the screen prompts you to

"Enter The ENDING Transaction DATE For This Inquiry, <CR> For mm/dd/yy?" ( Note: mm/dd/yy is

the default system date.) Enter the ending transaction date or press the <CR> to accept the default

system date. The system prompts you to verify that your beginning and ending dates are correct. If they

are, enter a <CR> at the prompt. If they are not, enter a 'N' and then reenter the dates.

The screen prompts you to enter the encumbrance type to search for. Enter the encumbrance type to

search for (G,F,D2,D3, etc) or press the <CR> to search for all types. Next, enter the general ledger

account to search on or press the <CR> to search for all accounts. The system searches based on the

criteria you enter and displays the results, including the description, encumbrance amount, encumbrance

type and amount of transaction.

To scroll through the information on the screen, enter a '^' to page back, a <CR> to page down, a 'T' to

advance to the top, a 'B' to advance to the bottom or a 'Q' to quit the process.



14- 31

Payroll Encumbrance

4 - Encumbrance Account Summary Inquiry

Payroll Encumbrance Summary Activity Inquiry SENACCT.INQ

—————————————————————————————————————

Encumbrance Type : (G) GROSS Acct Balance : 12140.00

G/L Account : 11-110-21200-0200-97

—————————————————————————————————————Act Date Act Amt Post ! Activity Date Daily Change

!

1. 10-11-91 12140.00 Y !

!

!

!

!

!

!

!

!

!

!

Enter ENCUMBRANCE TYPE, <XX> Exit ?

================================================================

Encumbrance Summary Activity Inquiry Screen

The Encumbrance Account Summary Inquiry option allows you to view transactions

summarized by account by day.

When you access this screen, the system prompts you to "Enter ENCUMBRANCE

TYPE, <XX> Exit ?" At this point, you can choose to enter an encumbrance type or

enter an 'XX' to exit this option without processing.

If you enter an encumbrance type, the system then prompts you to "Enter G/L AC-

COUNT NUMBER For Encumbrance ?". Enter the general ledger account that you

want to access for the encumbrance.

The system displays the transactions. They are listed by activity date; therefore, the

daily change amount reflects the net results of all transactions for the activity date.

NOTE: TRANSACTIONS THAT ARE INDIVIDUALLY POSTED USING OPTION 12

ARE LISTED SEPARATELY RATHER THAN AS A NET AMOUNT




5 - Display Balances From The Encumbrance Files

=========================================================================

ENCUMBRANCE BALANCE DISPLAY

=========================================================================

NC DEPT OF COMMUNITY COLLEGES 03/05/95

FEMPENCUM File

Employee Account Balance 132,724.69

Employee Balance 132,724.69

Employee Type Balance 132,724.69

FENCUM.TRANS File

Transaction Balance 133,828.10

FENCUM.ACTIVITY File

Activity Balance 132,724.69

FENCUM.SUMMARY File

Summary Balance 132,724.69

**** FILES DO NOT BALANCE ******

RUN MENU ITEM # 2 TO BUILD THE AUDIT FILE.

RUN MENU ITEM # 3 TO PRINT THE DISCREPANCY REPORT

ENTER <CR> TO CONTINUE

Enter <CR> to Continue.

Encumbrance Balance Display Screen

The Encumbrance Balance Screen displays the balances in the encumbrance files. Use this option to

audit encumbrance balances. If the balances for each file on the screen match, then the encumbrance

files are in balance, and you do not need to execute the Build The Encumbrance Audit File option andthe Print The Encumbrance Discrepancy Report option (options 1 & 2 under the Encumbrance Audit

Menu). If the balances do not match, then execute option 1, Build the Encumbrance Audit File and then

execute option 2, Print the Encumbrance Discrepancy Report under the Encumbrance Audit Menu.

Then call the support staff at DCC for help in correcting your encumbrance out-of-balance

condition.

When you enter a '1' on the Encumbrance Audit Menu, the above

process executes without any further user input. You can execute this

option as many times as you want. However, avoid running this

option while contracts are being entered or encumbrance-related

options are executing.

On the above screen, you will note that four encumbrance files display balances: the FEMPENCUM,

FENCUM.TRANS, FENCUM.ACTIVITY and FENCUM.SUMMARY files. These files are briefly

described below.

FEMPENCUM - This file contains encumbrance information for each employee.

FENCUM.TRANS - This file contains detail encumbrance information by transaction.

Note: In Release 9.0, the

Encumbrance Balance Screen

displays a message telling you

whether the files are in balance

or out of balance. That way,

you will not have to visually

compare the amounts on thescreen.



14- 33

Payroll Encumbrance

FENCUM.ACTIVITY - This file contains detail encumbrance activity information for each transac-

tion on FENCUM.TRANS.

FENCUM.SUMMARY - This file contains summary encumbrance information by GL account.

Take a look at the sample screen. It shows an out-of-balance condition-- the transaction amount in

FENCUM.TRANS is $133,828.10. The other files have a balance of $132,724.69. Since an out-of-

balance condition exists, go to the Build The Encumbrance Audit File option.

To exit from this screen, press the <CR>.




3 - Encumbrance Report Menu

PAYROLL/PERSONNEL ENC.RPT.MENU

***** ENCUMBRANCE REPORT MENU *****

1= Print Employee Encumbrance by Account Number2= Print Employee Encumbrance by Employee by Position/Contract

3= Print Employee Encumbrance by Employee by Type (GROSS,FICA,etc.)

4= Print Employee Encumbrance by Position/Contract by Employee

5= Print Employee Encumbrance by Department

6= Print Employee Encumbrance by Purpose

7= Print Encumbrance Transaction Register

8= Print Encumbrance Detail Activity Register

9= Print Encumbrance Summary Register

10= Print Unposted GL Account Amounts

11= Print a List of Unencumbered Position Table Changes

12= Print a List of Curriculum Contracts Not Encumbered

13= Print a List of Con Ed Contracts Not Encumbered

14= Print a List of Staff Contracts Not Encumbered


The Encumbrance Reports Menu displays the various options available and gives you a choice of which

to perform. Enter the number corresponding to the option you want to access.

If you do not want to choose an option, enter a <CR> to return to the previous menu.


1 - PRINT EMPLOYEE ENCUMBRANCE BY ACCOUNT NUMBER

Allows you to print a report that lists encumbrance transactions grouped by account number. The

report lists general ledger account, employee name, contract or position number, encumbrance type,

amount encumbered, amount liquidated and account balance.

2 - PRINT EMPLOYEE ENCUMBRANCE BY EMPLOYEE BY CONTRACT/POSITION

Allows you to print a report that lists encumbrance information grouped by contract and position.The report lists the employee name, employee number, contract or position number, encumbrance

type, general ledger account number, amount encumbered, amount liquidated and balance.

Encumbrance Reports Menu



14- 35

Payroll Encumbrance

3 - PRINT EMPLOYEE ENCUMBRANCE BY EMPLOYEE BY TYPE

Allows you to print a report that lists encumbrance information grouped by employee and encum-

brance type. The report lists employee name, employee number, contract or position number,

encumbrance type, encumbrance amount, liquidation amount and balance.

4 - PRINT EMPLOYEE ENCUMBRANCE BY POSITION/CONTRACT BY EMPLOYEE

Allows you to print a report that lists encumbrance information grouped by position or contract and

by employee. The report lists employee name, employee number, contract or position number,

encumbrance type, general ledger account number, amount encumbered, amount liquidated and

balance.

5 - PRINT EMPLOYEE ENCUMBRANCE BY DEPARTMENT

Allows you to print a report that lists encumbrance information grouped by department. The report

lists department, encumbrance general ledger account number, employee name, contract or position

number, encumbrance type, amount encumbered, amount liquidated and balance.

6 - PRINT EMPLOYEE ENCUMBRANCE BY PURPOSE

Allows you to print a report that lists encumbrance information grouped by purpose. The report lists

department, encumbrance general ledger account number, employee name, contract or position

number, encumbrance type, amount encumbered, amount liquidated and balance.

7 - PRINT ENCUMBRANCE TRANSACTION REGISTER

Allows you to print a report that lists encumbrance transactions. The report lists employee name,

encumbrance type, encumbrance account, activity date, transaction amount, reference descriptionand operator’s initials.

8 - PRINT ENCUMBRANCE DETAIL ACTIVITY REGISTER

Allows you to print a report that lists encumbrance detail transactions. The report lists employee

name, encumbrance type, encumbrance account, activity date, transaction amount, reference

description and operator’s initials.

9 - PRINT ENCUMBRANCE SUMMARY REGISTER

Allows you to print a summary register that summarizes encumbrance activity accounts. The register

lists encumbrance type, general ledger account number, activity date, net change and posting status.




10 - PRINT UNPOSTED GL ACCOUNT AMOUNTS

Allows you to print a report that lists encumbrance amounts that have not posted to general ledger

accounts. The report lists the general ledger account number and encumbrance amount.

11 - PRINT A LIST UNENCUMBERED POSITION TABLE CHANGES

Allows you to print a report that lists employees whose positions have been changed and need to be

re-encumbered or resolved.

12 - PRINT A LIST OF CURRICULUM CONTRACTS NOT ENCUMBERED

Allows you to print a list of curriculum contracts that have been entered on the system but have not

been pulled over to Payroll and encumbered.

13 - PRINT A LIST OF CON ED CONTRACTS NOT ENCUMBERED

Allows you to print a list of continuing education contracts that have been entered on the system buthave not been pulled over to Payroll and encumbered.

14 - PRINT A LIST OF STAFF CONTRACTS NOT ENCUMBERED

Allows you to print a list of staff contracts that have been entered on the system but have not been

pulled over to Payroll and encumbered.



14- 37

Payroll Encumbrance

1 - Print Employee Encumbrance By Account Number



1= Print Employee Encumbrance by Account Number

2= Print Employee Encumbrance by Employee by Position/Contract3= Print Employee Encumbrance by Employee by Type (GROSS,FICA,etc.)













This option allows you to print a report that lists encumbrance transactions grouped by department. The

report lists general ledger account, employee name, contract or position number, encumbrance amount,

amount liquidated and account balance.


seconds and then will display:

Do you wish to include records that have fully liquidated (Y/N)?

Enter a ‘Y’ if you want the report to include accounts that have liquidated or enter a ‘N’ to exclude

them from the report. The report will be spooled to the printer. (See sample below.)

10-04-94 NC Community College System Payroll Encumbrance By Account No Page 1

Contract/ G/L Acct G/L Acct G/L-AcctEncum.G/L-Acct...... Name........... Position. Type Encumbered.. Liquidated Balance

11*110*21100*0100*00 SMITH, SUSAN S9450057 G 300.00 0.00 300.0011*110*21100*0100*00 SMITH, SUSAN S9450059 G 250.00 0.00 250.0011*110*21100*0100*00 BUNDY,RICK F9400062 G 500.00 0.00 500.0011*110*21100*0100*00 BUNDY,RICK S9450060 G 100.00 0.00 100.0011*110*21100*0100*00 MILLER, LARRY 9631112 G 0.00 0.00 0.00

** ——— —— ———




2 - Print Employee Encumbrance By Employee By Position/Contract




2= Print Employee Encumbrance by Employee by Position/Contract














This option allows you to print a report that lists encumbrance information grouped by contract and

position. The report lists the employee name, employee number, contract or position number, encum-

brance type, general ledger account number, amount encumbered, amount liquidated and balance.





them from the report. The report will be spooled to the printer. (See sample below.)

10-04-94 NC Community College System Payroll Encumbrance By Employee By Contract and PositionPage 1

Contract/ G/L Acct G/L Acct G/L-AcctName........... EMP NO. P osition. Type Encum.G/L-Acct...... Encumbered.. Liquidated.. Balance.....

BUNDY,RICK 157 F9400062 G 11*110*21100*0100*00 500.00 0.00 500.00F 11*110*21810*0100*00 38.25 0.00 38.25D2 11*110*21820*0100*00 54.80 0.00 54.80

———— ——— ————593.05 0.00 593.05

BUNDY,RICK 157 S9450060 G 11*110*21100*0100*00 100.00 0.00 100.00F 11*110*21810*0100*00 7.65 0.00 7.65D2 11*110*21820*0100*00 10.96 0.00 10.96

———— ———— ————118.61 0.00 118.61



14- 39

Payroll Encumbrance

3 - Print Encumbrance Report By Employee By Type


















====================================================

This option allows you to print a report that lists encumbrance information grouped by employee and

encumbrance type. The report lists employee name, employee number, contract or position number,

encumbrance type, encumbrance amount, liquidation amount and balance.





them from the report. The report will be spooled to the printer. (See sample report below.)

03-14-95 NC Community College System Payroll Encumbrance By Employee By Encumbrance Type Page 1

Contract/ Enc Encumbered Liquidated TypeName EMP NO. Position Type Amt Amt Balance

Bundy, R. 157 6666 D2 164.40 0.00 164.40

Bundy, R. 157 666 D2 164.40 0.00 164.40-------- ----- --------328.80 0.00 328.80

Halo, Don 121 7777 D2 300.00 0.00 300.00Halo, Don 121 777 D2 400.00 0.00 400.00

-------- ----- --------700.00 0.00 700.00

Halo, Don 121 7777 D3 250.00 0.00 250.00-------- ----- --------250.00 0.00 250.00




4 - Print Encumbrance Report By Position/Contract By Employee


















This option allows you to print a report that lists encumbrance information grouped by position or

contract and by employee. The report lists employee name, employee number, contract or position

number, encumbrance type, general ledger account number, amount encumbered, amount liquidated and

balance.





them from the report. The report will be spooled to the printer. (See report below.)

10-04-94 NC Community College System Payroll Encumbrance By Position/Contract Page 1

Contract/ G/L Acct G/L Acct G/L-AcctName........... EMP NO. Position. Type Encum.G/L-Acct...... Encumbered.. Liquidated..Balance.....

WATERS,BILL 200 41007 G 11*410*21520*7000*97 1,000.00 0.00 1,000.00F 11*410*21810*7000*97 76.50 0.00 76.50

MILLER, LARRY 44 4934808 G 11*110*21810*0300*00 481.00 0.00 481.00F 11*110*21810*0300*00 36.80 0.00 36.80D2 11*110*21820*0300*00 52.72 0.00 52.72

MILLER, LARRY 44 7337051 G 11*110*21100*0300*00 100.00 0.00 100.00F 11*110*21810*0300*00 7.65 0.00 7.65D2 11*110*21820*0300*00 10.96 0.00 10.96



14- 41

Payroll Encumbrance

5 - Print Employee Encumbrance By Department


















This option allows you to print a report that lists encumbrance information grouped by department. The

report lists department, encumbrance general ledger account number, employee name, contract or

position number, encumbrance type, amount encumbered, amount liquidated and balance.






03-15-95 NC Community College System Payroll Encumbrance By Department Page 1

Contract/ G/L Acct G/L Acct G/L Acct

Dept. Encum.G/L-Acct Name Position Type Encumbered Liquidated Balance

01 11*110*21100*0100*20 Doe, Joe 0100001 G 3825.00 0.00 3825.0001 21*110*21100*0100*20 Doe, Joe 0100001 G 1000.00 0.00 1000.0001 21*110*21800*0100*20 Cool, J. 0200002 G 2000.00 0.00 2000.00

---------- ----- ----------6825.00 0.00 6825.00

70 11*410*21520*7000*97 Smith, S. 6666666 G 4000.00 0.00 4000.0070 11*410*21530*7000*97 Smith, S. 6666666 F 1000.00 0.00 1000.00

---------- ----- ----------5000.00 0.00 5000.00




6 - Print Employee Encumbrance By Purpose


















This option allows you to print a report that lists encumbrance information grouped by purpose. The

report lists department, encumbrance general ledger account number, employee name, contract or

position number, encumbrance type, amount encumbered, amount liquidated and balance.






03-15-95 NC Community College System Payroll Encumbrance By Purpose Page 1

Contract/ G/L Acct G/L Acct G/L Acct

Purpose Encum.G/L-Acct Name Position Type Encumbered Liquidated Balance

110 11*110*21100*0100*20 Doe, Joe 0100001 G 3825.00 0.00 3825.00110 21*110*21100*0100*20 Doe, Joe 0100001 G 1000.00 0.00 1000.00110 21*110*21800*0100*20 Cool, J. 0200002 G 2000.00 0.00 2000.00

---------- ----- ----------6825.00 0.00 6825.00

112 11*410*21520*7000*97 Smith, S. 6666666 G 4000.00 0.00 4000.00112 11*410*21530*7000*97 Smith, S. 6666666 F 1000.00 0.00 1000.00

---------- ----- ----------5000.00 0.00 5000.00



14- 43

Payroll Encumbrance

7 - Print Encumbrance Transaction Register

Encumbrance Transaction Register Print

—————————————————————————————————————


Position/Contract : 99999 INSTRUCTOR

From Date : 10/01/91

Thru Date : 03/18/92

Transaction Type : (ALL) Transaction Types

__________________________________________________________________________

Processing Your Request.... Please Wait!

One record selected.

=================================================================

Enter ADJUSTMENT TYPE To Search For, <CR> ALL Adjustment Types ?—————————————————————————————————————

Encumbrance Transaction Register Screen

The Encumbrance Transaction Register option allows you to print a report that lists encumbrance

transactions. The report lists employee name, encumbrance type, encumbrance account, activity date,

transaction amount, reference description and operator’s initials. This option is similar to the Encum-

brance Transaction Inquiry option.

The screen prompts you for selection criteria. The descriptions are listed below.

EMPLOYEE - Enter the employee number of the employee you want to access or enter a

<CR> to access and print all employees.

POSITION/CONTRACT - Enter the position number, the contract number or enter a <CR>for all transactions.

FROM DATE - Enter the beginning date for the transaction or enter a <CR> for today’s

date.

THRU DATE - Enter the ending date for the transactions or enter a <CR> for today’s date.

TRANSACTION TYPE - Enter the transaction type or enter a <CR> for all transaction

types. The valid types are BF for Balance Forward, A for Manual Adjustments or P for Auto Payroll

Liquidation Transactions.

After entering the appropriate responses, a report will be generated and spooled to the printer.




8 - Print Encumbrance Detail Activity Register

Encumbrance Activity Register Print

—————————————————————————————————————


From Date : 10/01/91

Thru Date : 03/18/92

Encumbrance Type : (ALL) Transaction Types

G/L Account : (ALL) Adjustment Types

Search By : Sort by EMPLOYEE

—————————————————————————————————————

Processing Your Request ... Please Wait!

One record selected.

=============================== ===================================

Enter SORTING ORDER, <<CR> Employee order?

Encumbrance Activity Register Screen

The Encumbrance Detail Activity Register option allows you to print a report that lists encumbrance

detail transactions. The report lists employee name, encumbrance type, encumbrance account, activity

date, transaction amount, reference description and operator’s initials.

The screen prompts you for selection criteria. The descriptions are listed below.

EMPLOYEE - Enter the employee number of the employee you want to access or enter a<CR> to access and print all employees.

FROM DATE - Enter the beginning date for the transactions or enter a <CR> for today’s

date.

THRU DATE - Enter the ending date for the transactions or enter a <CR> for today’s date.

ENCUMBRANCE TYPE - Enter the transaction type or enter a <CR> for all transactions.

The valid types are D for Deductions, G for Gross or F for FICA matching.

G/L ACCOUNT - Enter the general ledger account number or a <CR> for all general ledgeraccounts.

SEARCH BY - Enter a <CR> to sort by employee, an ‘E’ to sort by encumbrance type or a

‘G’ to sort by general ledger account number.

After entering the appropriate responses, a report will be generated and spooled to the printer.



14- 45

Payroll Encumbrance

9 - Print Encumbrance Summary Register















13= Print a List of Con Ed Contracts Not Encumbered14= Print a List of Staff Contracts Not Encumbered


The Encumbrance Summary Register option allows you to print a summary register that summarizes

encumbrance activity for all accounts. The register lists encumbrance type, general ledger account

number, activity date, net change and posting status. This option prints the same information that is

displayed in the Encumbrance Account Summary Inquiry option.

Select the Encumbrance Summary Register option on the above screen by entering a ‘9’. An INFORM

statement executes and prints the report. You do not have to enter any selection criteria. A samplereport is shown below.

NC Community College SystemPayroll Encumbrance Summary RegisterFor The Period Ending 10-04-94 Page 1

Enc-Type G/L-Account......... Activity-Date Net-Change.... P osted Date

D2 11-110-21820-0100-00 08/19/94 54.8008/22/94 204.5908/24/94 0.00

08/26/94 10.9608/29/94 -204.59**

D2 11-110-21820-0100-20 08/19/94 1,897.6608/24/94 5.4809/06/94 -1,699.90**




10 - Print Unposted GL Account Amounts















13= Print a List of Con Ed Contracts Not Encumbered14= Print a List of Staff Contracts Not Encumbered


This option allows you to print a report that lists encumbrance amounts that have not posted to general

ledger accounts. The report lists the general ledger account number and the encumbrance amount.

Enter a ‘10’ at the prompt on the above screen to select the report. The screen will pause and will spool

the report to the printer. (See sample report below.)

UNPOSTED ENCUMBRANCE GL TRANSACTIONS AS OF 14:55:03 10-04-94 1TYPE *ACCT NUMBER.............. TOTAL. UNPOSTED

D2 *11-110-21820-0100-00 65.76D2 *11-110-21820-0100-20 203.24D2 *11-110-21820-0100-97 121.00D2 *11-110-21820-0300-00 63.68D2 *11-330-21820-0562-00 7.80F *11-110-21810-0100-00 87.98F *11-110-21810-0100-10 7.65

F *11-110-21810-0100-20 141.53F *11-110-21810-0100-97 145.35F *11-110-21810-0300-00 44.45F *11-330-21810-0562-00 9.95F *11-410-21810-7000-97 76.50G *11-110-21100-0100-00 1,150.00G *11-110-21100-0100-10 100.00



14- 47

Payroll Encumbrance

11 - Print A List Of Unencumbered Position Table Changes


















This option allows you to print a report that lists employees whose positions have changed and need to

be re-encumbered or resolved.


seconds and the report will be generated. (See sample report below.)

10-04-94 Reencumber/Resolve These Employees Page 1

Emp #. Position..

157 666

One record listed.




12 - Print a list of Curriculum Contracts not Encumbered


















This option allows you to print a report that lists curriculum contracts that have been entered but have

not been pulled over to Payroll and encumbered.



NON ENCUMBERED CURRICULUM CONTRACTS AS OF 14:58:42 10-04-94 1

CONTRACT CONTRACT

NUMBER.... BEG DATE END DATE ACCOUNT NO............ ACCT AMT. CONTRACT AMT NUMBER....

9400030 01/01/94 01/01/94 11*110*21100*0100*00 1000.00 1000.00 9400030

9400031 01/01/94 01/01/94 11*110*21100*0100*10 1000.00 1000.00 9400031

9400032 01/01/94 01/31/94 11*110*21100*0100*97 2000.00 2000.00 9400032



14- 49

Payroll Encumbrance

13 - Print a list of Con Ed Contracts not Encumbered


















This option allows you to print a report that lists continuing education contracts that have been entered

but have not been pulled over to Payroll and encumbered.


seconds and the report will be generated. (See sample report below).

NON ENCUMBERED CONTINUING EDUCATION CONTRACTS AS OF 14:59:20 10-04-941CONTRACTNUMBER.... BEGIN... END.DATE BUDGET.............. PAY.AMT...

9323456 07/26/93 08/06/93 00*000*00000*0000*00 175.009398745 08/12/93 08/13/93 00*000*00000*0000*00 160.009395145 09/15/93 09/16/93 00*000*00000*0000*00 150.009374185 10/12/93 10/13/93 00*000*00000*0000*00 180.009398765 11/08/93 11/12/93 00*000*00000*0000*00 300.009396325 11/10/93 11/11/93 00*000*00000*0000*00 80.00

9365478 12/01/93 12/02/93 00*000*00000*0000*00 150.009365489 12/09/93 12/10/93 00*000*00000*0000*00 100.009411500 01/03/94 01/24/94 00*000*00000*0000*00 600.009411501 01/04/94 01/25/94 00*000*00000*0000*00 600.009410015 01/06/94 03/11/94 00*000*00000*0000*00 750.009496325 01/11/94 02/09/94 00*000*00000*0000*00 360.009411364 01/12/94 02/10/94 00*000*00000*0000*00 300.009411369 01/12/94 02/10/94 00*000*00000*0000*00 300.009410001 01/27/94 02/17/94 00*000*00000*0000*00 600.0094100014 01/27/94 02/17/94 00*000*00000*0000*00 600.00




14 - Print a List of Staff Contracts Not Encumbered


















This option allows you to print a report that lists staff contracts that have been entered but have not

been pulled over to Payroll and encumbered.



NON ENCUMBERED STAFF CONTRACTS AS OF 15:00:39 10-04-94 1PT.STAFF.CONTRACT BEG DATE END DATE ACCOUNT NO............ ACCT AMT. CONTRACT AMT PT.STAFF.CONTRACT

2930176 07/01/93 07/30/93 02*605*21301*0000*00 55.00 154.00 2930176

11*510*21521*2900*21 99.00

2930182 07/01/93 07/30/93 11*510*21521*8200*19 6.25 581.25 2930182

02*605*21301*0000*00 225.00

11*510*21521*2900*21 350.00

2930183 07/01/93 07/31/93 02*605*21301*0000*00 22.50 132.75 2930183

11*510*21521*8200*19 31.50

11*510*21521*2900*21 78.75

2930185 07/01/93 07/30/93 11*510*21521*2900*21 130.00 1070.00 2930185

11*510*21521*8200*19 220.00

02*605*21301*0000*00 720.00

2930188 07/01/93 07/30/93 02*605*21301*0000*00 51.00 255.00 2930188

11*510*21521*8200*19 99.88



14- 51

Payroll Encumbrance

4 - Encumbrance Audit Menu

PAYROLL/PERSONNEL ENC.AUD.MENU

***** ENCUMBRANCE AUDIT MENU *****

1= Build The Encumbrance Audit File2= Print the Encumbrance Discrepancy Report

3= Print the Close Out Encumbrance Discrepancy Report

4= Copy Back A Closed Out Record

5= Delete a Closed Out Record


Encumbrance Audit Menu

The Encumbrance Audit Menu displays the various options available and gives you a choice of which to

perform. Enter the number corresponding to the option you want to access.

If you do not want to choose an option, enter a <CR> to return to the previous menu. The options are

described below.

1 - BUILD THE ENCUMBRANCE AUDIT FILE

Allows you to select all of the encumbrance transaction records that are out of balance and place

them into an audit file.

2 - PRINT THE ENCUMBRANCE DISCREPANCY REPORT

Allows you to print the Encumbrance Discrepancy Report . The report lists the contracts that are

not in balance. The report lists the employee number, contract number or position number, encum-

bered balance, audit amount and audit discrepancy amount.

3 - PRINT THE CLOSE OUT ENCUMBRANCE DISCREPANCY REPORT

Allows you to print a report that lists encumbrance records that have been closed out and are out of

balance. The report lists the employee number, contract number or position number, and summary

audit amount.

4 - COPY BACK A CLOSED OUT RECORD

Allows you to copy an encumbrance close out record back to the FEMPENCUM file. The close

out record then must be corrected so that your encumbrance file balances.

5 - DELETE A CLOSED OUT RECORD

Allows you to delete an encumbrance close out record that you copied to the FEMPENCUM file in

option 4.




1 - Build The Encumbrance Audit File

=======================================================================

FENCUM.AUDIT BUILD

=======================================================================

File "FENCUM.AUDIT" has been cleared.

1 record found on the FENCUM.TRANS file.


The Build Encumbrance Audit File Screen allows you to select all of the encumbrance transaction

records that are out of balance and place them into an audit file. The audit file is then used as an input

file for option 2, which prints an audit report showing all encumbrance files that are out of balance.

Execute this option only if the Display Balances From the Encumbrance Files Option (option 5 under

the Encumbrance Inquiry/Display Menu) showed an out-of-balance condition.

After you enter a '1' on the Encumbrance Audit Menu (previous page), the option executes without any

further user input. Note on the sample screen above that one record was found in the

FENCUM.TRANS file. This message simply means that one record in that file has a discrepancy. To

acknowledge the message, press the <CR>.



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Payroll Encumbrance

2 - Print The Encumbrance Discrepancy Report



1= Build The Encumbrance Audit File

2= Print the Encumbrance Discrepancy Report




Which would you like? ( 1 - 5 )= 2

The Print Encumbrance Discrepancy Report allows you to print a report that lists the contracts that are

not in balance. The report lists the employee number, contract number or position number, encumbered

balance, audit amount and audit discrepancy amount.

After you enter a '2' on the above menu, the process executes without any

further user input. If there are no records in the audit file, then a message

displays on the screen. If there are records in the audit file, then those records

print on the generated report. Use the report to balance the encumbrance

positions that are not correct.

A sample report is listed below.

01-11-95 ENCUMBRANCE AUDIT REPORT 1

Contract/ AuditEMP NO. Position Encumbered Balance AUDIT AMT... Discrepancy.

185 1 4,413.65 5,517.06 -1103.41

===========

-1103.41

1 record listed.

The sample report lists the encumbrance record that has a discrepancy. The Encumbered Balance

column lists the balance from the FEMPENCUM file and the AUDIT AMT column lists the balance

from the FENCUM.TRANS file. The Audit Discrepancy column is the difference between the two

files.

Note: Currently there is no

automatic (computer) method

of correcting an out-of-balance

condition. You must still call

the DCC support staff for

assistance. This option simply

prints a report that can help

the DCC staff isolate and

correct the problem faster.




3 - Print The Close Out Encumbrance Discrepancy Report









The Print Close Out Encumbrance Discrepancy Report allows you to print a report that lists encum-

brance records that have been closed out and are out of balance. The report lists the employee number,

contract number or position number, and summary audit amount.

After you enter a '3' on the above menu, the process executes without any further user input. If there

are no records in the audit file, then a message displays on the screen. If there are records in the audit

file, then those records print on the generated report. The report is useful to the programming staff at

the system office when you call for support.

A sample report is listed below.

02-07-96 CLOSED OUT ENCUMBRANCE AUDIT REPORT 1

Contract/ EMP NO. Position. SUM.AUDIT.AMT

122 F9501012 686.27122 F9501013 686.27122 P0000000 132.41157 666 474.44157 F9501009 400.00

5 records listed.



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Payroll Encumbrance

4 - Copy Back A Closed Out Record









This screen allows you to copy an encumbrance close out record back to the current file. The close out

record then must be corrected so that your encumbrance file balances.

When you access this screen, the process clears the system default SELECT list. The process then

prompts you to "Enter Employee Number=". Enter the employee number of the record that is to be

copied back. Next, enter the contract or position number of the record.

The process uses the employee number and contract/position number to search the

FEMPENCUM.CLOSE file. If a matching record is found, the record is copied to the

FEMPENCUM file. Call the programming staff at the system office at this point to get further instruc-

tions.

If no match is found, the message, "No records meeting the selection criteria found on the

FEMPENCUM file", displays.




5 - Delete A Closed Out Record









This screen allows you to delete an encumbrance close out record that you copied to theFEMPENCUM file in option 4.

When you access this screen, the process clears the system default SELECT list. The process then

clears the close out record from FEMPENCUM. If no close out record is in FEMPENCUM, the

message, "Cannot read SAVELIST 'CO.ENC'. THE RECORD WAS NEVER COPIED FROM

THE CLOSE OUT FILE TO FEMPENCUM", displays. Press the [RETURN] key to acknowledge

the message.



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Payroll Encumbrance

Encumbrance Files

The following is a list of the files associated with the encumbrance system.

CONTROL.POINT - This file has a new item (PYENC) which contains profile information on the

accounts being encumbered.

P.CONTRACT - This file contains Payroll Contracts (Continuing Education and Longevity) and is used

by the Encumbrance system to establish employee encumbrance entries.

New files:

RG.CONTRACT - This file contains Part Time Curriculum Contracts. (Source document for Part Time

Curriculum Contracts).

PT.STAFF.CONTRACT - This file contains Part Time Staff Contracts. (Source document for Part

Time Staff Contracts).

RG.PTS.CONTRACT - This file contains Payroll Contracts (Part Time Curriculum and Part Time Staff

Contracts). (Pay document for RG.CONTRACT & PT.STAFF.CONTRACT).

FEMPENCUM - This file contains encumbrance information for each employee.

FENCUM.TRANS - This file contains detail encumbrance information by transaction.

FENCUM.ACTIVITY - This file contains detail encumbrance activity information for each transaction

on FENCUM.TRANS.

FENCUM.SUMMARY - This file contains summary encumbrance information by GL account.

FEMPENCUM.CLOSE - This file contains encumbrance information for any employee encumbrance

that has been closed out.

FEMPENCUM.XREF - This file is an encumbrance cross reference file. It shows which positions and

contracts are encumbered.

CONTRACT.CHANGES - This file contains information on CE, RG and Staff contracts in which the

account numbers, budget or pay amounts changed on the source document after the contract was

moved to Payroll.

POSTBL.CHANGES - This file contains information on positions in which the account numbers or

budget changed after if was already encumbered.




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Appendix A

A-1

Appendix A - Payroll Applications

Timeline

The Steps .............................................................................................. A-2


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Appendix A

Payroll Applications Timeline

This appendix lists the sequence in which the payroll applications can be executed. It is intendedto serve as a “timeline” or general outline. Remember that colleges have their own routines, so

this is merely a broad example. Not every step will be executed during every payroll cycle.

The Steps

1. Execute the Personnel Data Entry Option (Option 1).

• Enter new employees• Make changes to existing employees:

• Change employee’s status - terminate or activate as needed

• Change address if needed on paychecks

2. Execute the Enter Position Table Option (Option 9-1).

• Enter new positions as needed

• Change existing positions as needed

The above steps may be repeated any time prior to a compute. If you change a position table

entry after executing the compute process, you must recompute in order to get an accurate distri-bution for the new entry.

3. Execute the Enter Leave Table Option (Option 9-9).

• Enter new leave table entries as needed

• Modify existing leave table entries as needed

4. Execute the Enter Deductions Table Option (Option 9-5).

• Enter new deductions as needed

• Modify existing deductions (Not often needed)

5. Execute the Payroll Data Entry Option (Option 2).

• Enter new employees as needed

• Change existing employees as needed

• Establish encumbrances

• Modify deduction rates (Not often needed)



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Appendix A

A-3

6. Execute the Enter Curriculum Account Numbers Option (Option 9-12).

• Enter the appropriate account numbers into the MAJORS file if new

curriculum codes have been created

7. Verify that anyone flagged as an instructor in the position table has had their employee num-

ber placed in the FACULTY file.

8. Verify that anyone flagged as an instructor in the position table has had their faculty number

placed in the COURSES file.

9. Execute the Prorate Instructors Salaries by Major Option (Option 9-11).

10. Execute the Cash Payments/Cash Adjustments Option (Option 9-7). (If needed)

• Print a Payroll Status Report (Option 11-5)

• Make cash adjustments as needed

• Make adjustments as needed• Print a Payroll Status Report (Option 11-5)

11. Execute the Void Checks Option (Option 9-8). (If needed)

• Void checks as needed (Can be re-executed up until the final compute)

12. Enter or modify contracts.

• Enter Continuing Education (Coned) contracts

• Enter Staff contracts

• Enter Faculty contracts• Post hours or enter pay period amounts

13. Execute the Batch Header Option (Option 3).

• Build headers for all payroll batches used.

14. Execute the Batch Transactions Input Option (Option 4).

• Enter hourly employees batch

• Enter leave batch• Build salaried employees batch

• Build contract batches

15. Balance batches.

Options 10 & 11 are executed to

correct errors and are not executedin every payroll run.


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16. Execute the Compute Process Option (Option 6-1).

17. Execute the Backup Process Option (Option 6-2).

18. Print paychecks and do direct deposits.

19. Execute the Post G/L Transactions Option (Option 6-3).

20. Run monthly and quarterly reports.



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Appendix B

B-1

Appendix B - Common Error Messages................................................ B-1

Appendix B - Common Error Messages


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Appendix B

Error Messages

This appendix contains some of the error messages that may appear while you are using the

Payroll module. The messages are listed below.

Contract Batch Building Error Messages

Note - If you encounter any of these errors you must rebuild the batch after the error is corrected.

Payroll Status is Inactive

The usual status of a contract is ‘AC’ . This message indicates that you have changed the statuson the contract to ‘IN’ , which indicates that the contract is inactive. The contract will not be

paid, if this is what you want then do nothing. Otherwise you must pull up the contract and

change the status to active ‘AC’.

Class Cancelled Or Class Cancelled And Not Approved For Payment

The actual source contract in the Continuing Education module has a status of ‘CA’, which

indicates that the class has been cancelled. New revisions to the software will let you approve

this contract for payment. If you do not wish to pay this contract, then you need to do nothing.

Class Status Does Not Match System Default Class Status Or Override Class Status

The class status on the source contract in the Continuing Education module does not match the

default class status of the contract to be paid. With this status you have two options on the

payroll contract, you can enter a carriage return and the system will plug in the default class

status. This default class status is usually ‘RE’ or ‘ ‘ . Usually you will see this message if your

default class status is ‘RE’ and the contract in the Continuing Education module has no registra-

tions on it.

Often this is because the contract has been issued for a co-instructor and there will be no registra-

tion on that contract. If this is the case, then you would want to enter a override class statusof ‘ ‘.

Budget Met or Exceeded

Each time a contract is paid the amount paid on the contract is increased by the amount paid for

that pay period. This message tells you that you are attempting to pay a contract for more that

the budget that was entered for that contract. If the contract should be paid then you need to

increase the budget for that contract and re-batch.



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Appendix B

B-3

Hourly Rate Specified And Number Of Hours Worked Not Entered

You have two ways to pay a contract, by pay period amounts or by hours worked and hourly

rate. If you are paying the contract by pay period amounts then you want to blank out the hourly

rate and not enter any hours worked. This message tells you that you still have an hourly rate

and no hours worked. You need to take out the hourly rate or you need to enter the hours

worked.

No Pay Amount Or Hourly Rate Specified

There is nothing in the monthly pay amount and nothing in the hourly rate, therefore the system

has no way of telling what to pay this employee.

Hourly Rate And Projected Hours Exceeded Or Will Be Exceeded

The number of hours is determined by taking the amount paid and dividing it by the hourly rate

and adding the number of hours worked. If this amount is greater than the projected hours then

you will see this error message.

Budget Will Be Exceeded If Individual Paid As Specified

If the total amount paid + the amount paid on this payroll is greater than the budget specified for

this contract. If this is not an overpayment on this contract then you will need to increase the

budget for this contract to eliminate the error message.

Payroll Compute Transaction Posting Error Messages

Batch Has Bad Contents Code of ?? Not Posted

Somehow a batch has been created with a batch code other than ‘H’, ‘O’, ‘L’, ‘’F’ or ‘S’.

This should not happen, call your system administrator for further investigation.

Employee Not On Deduction Master

A batch contains an employee who is not set up for computation in this compute. First determinethat this employee is to be paid this month, if yes then make sure he has the correct pay cycle.

This error is often seen when an employee is in a leave batch, but is not being paid this month

because they are on leave.




Employee Not On Personnel MasterEmployee Not on Pay Master

You will not generally see these messages during your transaction posting, unless something is

seriously broken. Usually, you will get the ‘EMPLOYEE NOT ON DEDUCTION MASTER’

before you will see these messages.

Employee With Rate Of 0.00 And No Pay Entered - Employee Not Posted

Employee’s regular rate on PERMST (via payroll data entry ) is set to zero and there are not

additional types of payments, such as special pay, adjustment to gross or contract pay.

Employee Not Coded For This Deduction

The employee is in a one time deduction batch and they are not setup for that deduction.

There is no deduction code that matches in the DEDMST file (via payroll data entry).

Invalid Leave Adjustment Type

The employee is in a leave batch and does not have a ‘V’ or ‘S’ leave type in the record.

Generally this should not happen.

Record Count Not Equal

The total records in the batch header record does not match the total number of records actually

in the batch.

Payroll Compute Calculation Errors

Employee With No Pay Cycle In Master File - Employee Not Paid

The employee’s pay cycle is either missing or invalid. You should not usually encounter this

message.

*** WARNING *** No Pay For ACTIVE Employee

The employee has a status of ‘ACTIVE’ , they do not have payroll transactions of any kind.

The ***WARNING*** means that you should evaluate the problem, but if it is legitimate thatthe employee not be paid then you can ignore the message. This often occurs when you are

running two payrolls (local and state) and you leave employees active that may not be in one of

those payrolls.



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Appendix B

B-5

***WARNING** Employee With Hrs/Units And No Pay Entered....Employee Not Paid And No Hours Reported

The employee has a regular rate of zero and does not have special pay, contract pay or an adjust-

ment to gross, yet they have hours entered in the PAYMST hours field.

*** ERROR*** Instructor Has No Record In P.INSTRUCTOR File ....Employee Not Paid

The employee is in an instructional position, but has no P.INSTRUCTOR record. The lack of the

P.INSTRUCTOR record is usually tied back to an error in the Proration by major process.

*** ERROR *** Instructor Has No Percentage In The P.INSTRUCTOR File ....

Employee Not Paid

This error usually occurs when you have put an employee in an instructional position,but you

have put no percentage the Proration by major field in payroll data entry.

*** WARNING *** Employee Has Been Terminated And Will Not Be Paid

The employee’s payroll status is a ‘T’, indicating that they have been terminated. Occasionally,

a terminated employee will get into a batch and have transactions process. Check your batch

listing and remove the employee from the batch if they should not be paid. If the employee

should be paid then change their payroll status to ACTIVE. You can ignore the warning and the

employee will be skipped

*** WARNING *** Employee Is On Leave But Will Be Paid

The employee has a payroll status of ‘’L’, but they have payroll transactions. If you do not wantto pay this employee then you must change their status to terminated.

Deduction On File Is Invalid

The employee has a deduction code that is not found on the DEDMST file. The only way that

this can usually happen is that a record was somehow deleted from the DEDMST file.

*** WARNING **** Automatic Employee MEDI Adjustment Exceeds $1.00*** WARNING **** Automatic Employer Medi Adjustment Exceeds $1.00

*** WARNING *** Automatic Employer FICA/MEDI Adjustment Exceeds $1 .00*** WARNING *** Automatic Employee FICA/MEDI Adjustment Exceeds $1.00

The compute process takes the employee’s year to date FICA pay and uses it as a means of

estimating what the current FICA should be. If the compute finds more than $1.00 difference,

the system assumes that the employee has underpaid FICA at some point in the calendar year and

attempts to make the adjustment on this compute. This error is most often seen on part-time

employees who may be FICA exempt during part of their employment because they were stu-

dents. Also look for cash adjustments that may have been incorrectly entered.




Regular FICA Deduction Exceeds Net PayOne-Time FWT Exceeds Net PayOne-Time SWT Exceeds Net Pay

Vol Deduction For XX Exceeds Net Pay

All of these messages indicate that the employee net is too low to cover that particular withhold-

ing.

Bad Deduction Code In DEDMST For Emp

Somehow the system has let you set an invalid deduction code for an employee. This normally

should not happen. This message may indicate that a deduction code may have been deleted

from the DEDTBL file. Again this is a situation that should not happen.

DEDMST Record Missing In Totals FilePAYMST Record Missing In TOTWRK File

The compute has attempted to update the control total records and the records are not on file.This is one of those error messages that will not occur unless someone has deleted a record they

should not have or your access control has changed.

Payroll Compute Audit Section

** WARNING ** Employee With PERWRK Record And No PAYWRK Record** WARNING ** Employee With PERWRK Record And No DEDWRK Record** WARNING ** Employee With PERMST Record And No PAYMST Record

** WARNING ** Employee With PERMST Record And No DEDMST Record

For some reason one of the three payroll files for an employee is missing.



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C-1

Appendix C

The Files ................................................................................................ C-2

Appendix C - Payroll Support Files


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Appendix C

Payroll Support Files

This appendix lists the files that the payroll application uses.

The Files

ACTCDE

The ACTCDE file contains action codes that are used by the Position History Maintenance

option. Currently most colleges are not using this feature. The ACTCDE file is maintained using

menu option (9-3) ‘ENTER CODE TABLES’.

BRANCH

The BRANCH file contains the branch number. The branch number is used to indicate whether

the employee works on the main campus or a satellite campus. There is no requirement that there

be more than one branch number.

Even if the college has satellites it will not cause a problem if you only have the one branch

number. The BRANCH file is maintained using menu option (9-3) ‘ENTER CODE TABLES’.The use of multiple branches can provide you with additional flexiblity in constructing leave

table entries.

CATEGORY

The CATEGORY file contains the valid employment categories for your institution. This file is

rarely changed and must be maintained using the Information Editor or the Modify verb.

Valid Categories are:

P - Part-timeF - Full-time

T - Temporary



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C-3

Appendix C

CONTROL.POINT

This file contains various records that help track payroll information.

ENC.FLAG - If this flag is set to 1 you are set up for encumbrance. When you are set up

for encumbrance, employees will have the encumbrance screen

displayed if their individual encumbrance flag is set to ‘Y’.

COMPUTING -

CYCLE

The CYCLE file contains the valid pay cycles and their respective pay frequencies for your

institution. This file is rarely changed and must be maintained using the Information Editor or the

Modify verb.

Some suggested cycles are:

CYCLE DESCRIPTION FREQUENCY

P Part-time 12

F Full-time 12

M Monthly 12

X Monthly-special 12

S Semi-monthly 24

W Weekly 52

DDPARM

The DDPARM file contains parameters that are needed by the Direct Deposit portion of se

parameters are usually set up when your institution goes on direct deposit and there is rarely a

need to change them.. The parameters are stored in DDPARM in records named USER and

SYSTEM. The file can be maintained using menu option (13-5) ‘MAINTAIN DEPOSIT PA-

RAMETERS’.

DEPT

The DEPT file contains the valid department numbers for the institution. The DEPT file isactually the SYSGL6 file in CC.GL. This file cannot be maintained from the payroll module.

DEDTBL

The DEDTBL contains the information for each deduction that you have in the payroll system.

Each deduction must have its own unique deduction code. These deduction codes are then put

into each employee’s payroll record. The deduction table is maintained using menu option (9-5)

‘ENTER DEDUCTION TABLE’.


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In addition to providing exemption information, the deduction table also provides account code

information and information for the closeout checks for that deduction. When the DEDTBL entry

is created it also creates a record in the CLSOUT.CHKS file.

E.STATUS

The E.STATUS file contains the valid employment statuses. This file is rarely changed and must

be maintained using the Information Editor or the Modify verb.

Valid Statuses are:

A - Active

F - Final Pmt

L - Leave

R - Rehire

N - New employee

T - Terminated

ENC.PROFILE

The ENC.PROFILE file contains the information about the types of accounts that are subject to

encumbrance. The Payroll Encumbrance Profile Maintenance is accessed through menu option

(14-9). The encumbrance profile very rarely needs maintenance after the initial setup.

JBLCLS

The JBLCLS file contains a list of valid Job Classes. The codes in the JBLCLS file shouldcorrespond to the Staff Information job classes. The JBLCLS file is maintained using menu

option (9-3) ‘ENTER CODE TABLES’.

LEAVE

The LEAVE file contains employees leave accrual information. The leave accrual records have a

key of ‘JOBCLASS*PAYCODE*BRANCH’. Vacation and Sick leave are on separate screens

below. The leave table is maintained using menu option (9-9) ‘ENTER LEAVE ACCRUAL

TABLE’.

MAJORS

The MAJORS file is updated from the payroll office to provide account code information that

will later be used by the payroll during the proration by major process. Payroll menu option (9-

12) ‘ENTER CURRICULUM ACCOUNT NUMBERS’ allows you to assign account code

information to individual majors as needed.



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C-5

Appendix C

MS

The MS file contains the valid Marital Statuses for tax purposes. This file is rarely changed and

must be maintained using the Information Editor or the Modify verb.

Valid Marital Statuses are:

M Married

S Single

H Head of Household

Q Qualifying Widow(er)

PAY.CODE

The PAY.CODE file contains the valid paycodes. This file is rarely changed and must be main-

tained using the Information Editor or the Modify verb.

Valid Pay Codes are:

H - Hourly

S - Salary

N - Non-Exempt (DO NOT USE)

POSTBL

The POSTBL file contains all of the positon numbers for your institution. The position table

contains the account code information by which an employee’s gross salary information isdistributed for expense purposes. The POSTBL file is maintained using menu option (9-1)

‘ENTER POSITION TABLE’.

PYBANK

The PYBANK file contains the valid bank numbers for your institution. This file is rarely

changed and is maintained using menu option (9-6) ‘ENTER PYBANK NUMBERS. The bank

numbers should correspond to State, Local and Special funds.

0 Institutional

1 State

2 Local

payroll_guide [old system]

Documents