pr agency payroll - tennessee

State of Tennessee – Edison Project End User Training Manual – Agency Payroll

PR Agency Payroll

4 EUT Mat PR400 Trn Guide D-A.24.a.6.1 Final 8.9 TN A.24.a.6.1 Date: 09/11/2007

Created on Tuesday, September 11, 2007


4 EUT Mat PR400 Trn Guide D-A.24.a.6.1 Final 8.9 TN Date: 09/11/2007

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Table of Contents

Introduction.....................................................................................................................................iii Introduction to Edison Payroll .........................................................................................................1

Understanding Edison Payroll and Integration............................................................................1 Viewing Employee Data ..................................................................................................................7

View General Deduction .............................................................................................................7 View Employee Tax Data..........................................................................................................13 View Employee Garnishment....................................................................................................18 View Bond Purchase and Amount Activity...............................................................................22

Understanding the Pay Calc and Confirm Process ........................................................................29 Understanding the Pay Calc and Confirm Business Process.....................................................29 Run Pay Period Validation Report ............................................................................................32 Reviewing Paycheck Summary .................................................................................................50

Self Service Payroll Transactions ..................................................................................................59 View Paycheck ..........................................................................................................................59 Direct Deposit............................................................................................................................63 W-4 Tax Information.................................................................................................................76 W-2 Re-issue Request ...............................................................................................................83

Reports and Queries.......................................................................................................................88 Deduction Register by Department Query ................................................................................88 Other Earnings by Department Query .......................................................................................94


Introduction Edison, an Enterprise Resource Planning (ERP) system which is an integrated software package that is used to perform administrative business functions such as financials and accounting, payroll, benefits and personnel administration. This course will focus on the Payroll component of the system that will provide: - Increased integration between business functions as compared to current administrative systems - Improve out-dated business processes - Eliminate duplicate functionality between department and centralized administrative systems - Meet user department needs not currently met by centralized systems - Achieve operational efficiency - Provide better management information - Leverage new technology The Edison Payroll courses consist of 3 classes: PR 400 - Agency Payroll The Agency Payroll course will cover the role an Agency Payroll Specialist plays in the Payroll process. This course includes a discussion about Enterprise Payroll for North America business processes and the Calculate and Confirm process, as well as, viewing and understanding employee information. The Off-Cycle Check purpose and process, Retroactive transactions, generating reports and queries, and Payroll Self Service transactions will also be covered. PR 401 - Central Payroll The Central Payroll course will cover the role a Central Payroll Administrator plays in the Payroll process. This course consists of a Business Overview, the entire Payroll process, Quarterly reporting, generating reports and queries, and extra Payroll processes (i.e. reviewing and adjusting employee balances, final checks, etc.) PR 410 - Field Office Payroll The Field Office Payroll course will cover the role a Field Office Payroll Clerk plays in the Payroll Process. This course covers tip transactions and queries associated with tips.

4 EUT Mat PR400 Trn Guide D-A.24.a.6.1 Final 8.9 TN A.24.a.6.1 Date: 09/11/2007 Page iii


Introduction to Edison Payroll This lesson will introduce Edison Payroll and its integration relationship with Human Resources, Benefits and Time and Labor.

Understanding Edison Payroll and Integration Edison enables many business processes that are both directly and indirectly involved with payroll. Edison Payroll: - Calculates, produces and distributes payroll payments. - Maintains earnings, deduction, and tax history and totals by employee and fund. - Complies with State and Federal payroll tax requirements. - Supports retroactive and supplemental payments, and various pay cycle frequencies. - Calculates benefit deductions based on rules specified in the Benefit Administration module. - Calculates pay based on user-defined criteria (pay status, overtime rules, etc.). Procedure

4 EUT Mat PR400 Trn Guide D-A.24.a.6.1 Final 8.9 TN A.24.a.6.1 Date: 09/11/2007 Page 1



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Step Action 1. Edison supports the following high-level payroll processing features:

• Set up and maintain core payroll tables. • Set up and maintain employee pay data. • Process the payroll. • Post to general ledger. • Pay taxes. • Produce reports.



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Step Action

2. The basic steps of payroll processing are: create paysheets, pay calculation, pay confirmation, generate checks and direct deposits You can employ audit reports and data review pages to verify and correct the results of each step before moving on. You can also review and adjust employee balances.



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Step Action

3. The Edison HCM Information flow integrates Human Resources, Benefits, Time and Labor, Payroll, Enterprise Learning Management (ELM), Commitment Accounting and General Ledger.



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4. Edison Payroll provides dozens of reports to help you monitor payroll processing and comply with regulatory and tax reporting requirements. You can view reports online or print hard copies. You can also tailor the reports to fit the special needs of your Agency with a query.

5. Within the basic payroll processing framework, Edison will support these additional business processes: • Savings bonds. • Tip allocation. • FLSA (Fair Labor Standards Act) processing. • Garnishment Maintenance. • Processing of state taxes for employees who live/work outside of Tennessee.



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Step Action

6. This completes the Understanding Edison Payroll and Integration. End of Procedure.


Viewing Employee Data The Viewing Employee Data lesson will include how to view employee tax, general deduction and savings bond information. The tax information includes the employee's Federal, State and Local tax records used to calculate the employment taxes. Key Notes: •Using Self-Service, employees will be able to view and update their Federal tax information. •Request for Additional Pay should come from the supervisor to the Agency payroll specialist. •Use of an Employee Id rather than Social Security Number (SSN) as the key to retrieve employee records. •Edison will introduce changes to Policy 11- Recovery of Wage Overpayments. •Credit Union deductions will be converted to Direct Deposits requiring financial institution information. •Employees that live and/or work outside of the state of Tennessee (TN) will be subject to state taxes.

View General Deduction Edison offers a function that enables non benefit-related deductions from employee paychecks, such as charity contributions. This type of deduction is called a General Deduction. Use this lesson to view general deductions for an employee and the calculation method for the general deduction. Key Notes: • The implementation of Edison will introduce changes to Policy 11- Recovery of Wage Overpayments. • Limited General Deduction functionality will be provided in the first year of Edison when deductions are entered through Self Service. A completed form is not required. • Deductions entered by Central Payroll will require a form. • State employees may contribute to more than one charitable organization, however, there will only be one deduction per type of organization. Procedure



Cindy Smith is making a monthly contribution to United Way. Your goal is to view the United Way monthly deduction and to inquire about the calculation method for this deduction.

Step Action

1. Click the Payroll link.

2. Click the HCM link.


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Step Action

3. Click the Payroll for North America link.

4. Click the Employee Pay Data USA link.

5. Click the Deductions link.

6. Click the Create General Deductions link.



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Step Action

7. Click the Collapse button.

8. Enter EmplID "00100033". 9. Click the Search button.

10. The General Deduction page enables you to view a general (non benefit-related)

deduction to an employee. The page provides information for each deduction, indicating the deduction type, effective date, calculation method, and amount.



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Step Action

11. Use scroll arrows to navigate through multiple deductions. Click the Show next row button.



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Step Action

12. There are several ways to set and track deduction limitations: Deduction End Date - Deductions will cease to be taken at this date. Goal Amount - Indicates a maximum amount the employee desires to have deducted over several pay periods. Flat/Addl Amount - The amount the employee wants deducted per pay period. Current Goal Balance - Tracks the amount taken towards the Goal Amount.



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Step Action

13. Notice Cindy Smith's United Way charity deduction. The Deduction Calculation Method is Flat Amount. Cindy Smith's Current Goal Balance is $5.00. The balance will be updated for each pay period after payroll is confirmed.

14. You have successfully Viewed General Deductions. End of Procedure.

View Employee Tax Data Employee Tax Data is one of the first things that must be entered into the system soon after an employee is hired. The system will default an employee's tax data to single with "0" withholding allowances until accurate information is entered. Edison enables you to view and monitor the tax information that the system uses to calculate taxes for employees. Key Notes: • Since Tennessee does not have state and local taxes, information on these tabbed pages will only pertain to employees living and/or working in other states.


• Employees can make changes to their W-4 through Self Service or by submitting documentation to Central Payroll. Central Payroll will be responsible for entering and maintaining employee tax data. • Employees who claim exemption from withholding must complete a new Form W-4 each year to maintain their exempt status. Edison will track employees who are required to submit a new W-4 each year. Procedure You would like to view Joe Crawford's federal and state tax data.

Step Action




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Step Action



5. Click the Tax Information link.

6. Click the Update Employee Tax Data link.



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Step Action


8. Enter the desired information into the EmplID field. Enter "00100022". 9. Click the Search button.

10. The Effective Date is the date of the latest update to the employee's tax data.

Use the scroll arrows to find past effective-dated rows.

11. Employees who claim exemption from withholding must complete a new Form W-4 each year to maintain their exempt status. A query is run at the end of each year identifying employees requiring a new W-4. Central Payroll will notify these employees (except terminated employees) that they must submit a new W-4 form. This process will be tracked in the W-4 Processing Status field in the Special Tax Withholding Status section. Joe Crawford did not require a new W-4, therefore the section does not provide any additional information regarding his tax data.


Step Action 12. The Federal withholding Status fields contains information from the employee's W-

4. If the employee wants to make changes, he or she can do so through Self Service or by completing a form and submitting it to Central Payroll. Notice Joe Crawford has a Withholding Allowance of 0.

Step Action

13. Click the scrollbar. 14. The Letter Received box in the Lock-In Details section will be checked if Central

Payroll receives a letter from the IRS limiting the allowances an employee can claim on their W-4.



Step Action 15. Employees who receive advance EIC payments, must complete a new Form W-5 each

year to continue to receive advance EIC payment. A query is run at the end of each year identifying employees requiring a new W-5. Central Payroll will notify these employees (except terminated employees) that they must submit a new W-5 form. This information is tracked in the W-5 Processing Status section.

16. Click the scrollbar. 17. Click the State Tax Data tab.

18. The State of Tennessee does not have state and local taxes. Therefore, the State Tax

Data and Local Tax Data tabs are only relevant for employees living and/or working in other states.

19. You have successfully Viewed Employee Tax Data. End of Procedure.

View Employee Garnishment One of the many types of payroll deductions that you will need to view are deductions for garnishments. Garnishment processing includes general garnishments, bankruptcies, child support, and tax levies. Key Notes: • Garnishments will be entered as general deductions. • Garnishments will continue to be served to the Agency. The Agency will then submit the garnishment to Central Payroll. • Central Payroll will notify the employee and court of receipt of garnishment. • Garnishments are controlled and taken by assigned priority. • Earnings codes included in base wages will be subject to garnishment, including longevity. • Garnishment Administrative Fee will be setup as a separate general deduction, and prioritized to be taken after the garnishment deduction is taken. Procedure You would like to see if David Bisbal has a garnishment.


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Step Action






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Step Action




6. Click the Create General Deductions link.



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Step Action


8. Enter EmplID "00100044". 9. Click the Search button.

10. The General Deduction Data page enables you to view (non benefit-related)

deductions that have been applied to an employee. 11. The Deduction Code "GARNSH" indicates that Garnishment information has been

entered for David Bisbal.



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Step Action

12. Employee garnishment information should remain confidential. Therefore, instruct the employee to contact the Central Payroll Call Center if he or she has any questions regarding the garnishment.

13. You have successfully Viewed Employee Garnishment. End of Procedure.

View Bond Purchase and Amount Activity Whether you are reconciling data or just making simple inquiries, you can view the activity of bond purchases and amounts collected. Key Notes: • Employees will be given the option to purchase additional types of savings bonds. • Central Payroll will have the responsibility of entering savings bond deductions. • It is recommended to use the ‘Final Check’ process to refund the outstanding bond purchase balance when an employee terminates. If process is not used, Central Payroll must run a query to obtain terminated employees with a savings bonds balance.

• Series I-Bonds will be available in addition to Series EE Bonds.


Procedure Jeff Shepard requested information regarding his recent purchase of a Series EE bond. Your goal is to view savings bond purchases and amount activity for Jeff Shepard.

Step Action






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Step Action




6. Click the Review U.S. Savings Bonds link.



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Step Action


8. Enter EmplID "00100042".



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Step Action

9. Click the Search button.



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Step Action

10. The US Savings Bond Activity page is a display-only page that is maintained by the system to show the status of a bond activity. The system does not purchase bonds for you, but it does show how much money has been deducted toward bond purchases and how many units that money will buy. It is updated when you run the Pay Confirmation process.

11. The Bond Activity Status indicates if the bond has sufficient funds and if the bond has been purchased yet. Notice this bond has a status of Funds Not Ready to Disburse indicating there are insufficient funds to purchase the bond.

12. The Remaining Balance indicates the remaining balance for employees who receive deductions toward a goal amount.

13. You have successfully viewed the Bond Purchase and Amount Activity. End of Procedure.


Understanding the Pay Calc and Confirm Process In this lesson we will discover the business process steps involved to run preliminary and final pay calculations. The results of these processes will be available for analysis purposes. The lesson also includes the steps to run pay period reports for analysis and validation of payroll. Key Notes: • Approval from the Department of Human Resources for Central Payroll to run the Final Calc and Confirm Processes. • Gross to net calculations can be validated before final payroll runs. Currently, this cannot be done with the legacy system. • Preliminary calculation validations provide the ability to Agencies to produce reports to determine the accuracy of submitted payroll information (i.e. hours, earnings, deductions and tax information). • On-Cycle/Off-Cycle: On-Cycle is the end of the payroll process for a pay period. Off-Cycle marks the beginning of the next pay period. • Viewing employee checks through Self Service is available only after the Payroll has been confirmed. Preliminary Calc paycheck data is not viewable through Self Service.

Understanding the Pay Calc and Confirm Business Process In this topic, the Pay Calculation business process is reviewed. You will see how the pay calculation fits into the payroll process. You will also learn about the contributing factors to the pay calculation. Key Notes: • Gross to net calculations can be validated before final payroll confirmation runs. Currently, this cannot be done with the legacy system. • On-Cycle/Off-Cycle: On-Cycle is the end of the process for that pay period. Off-Cycle is going to be attached to the next pay period. • Agency Payroll will run a query against the HR information to determine the company property held by terminated employees. Procedure




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Step Action

1. This diagram illustrates the Calculate Payroll process. These steps will be primarily executed by Central Payroll, however there are some key areas in which the Agency Payroll has a role: - Preliminary Calculation - Payroll Reports (Analysis and research) - Final Calculation

2. Preliminary Calculation: Preliminary calculation is the first round of calculations. This process may be run several times during a payroll cycle. The calculation provides gross-to-net results. While processing the preliminary calculations, changes can still be made and issues resolved.

3. Final Calculation: Final calculation performs the same overall process as the preliminary, however, it produces the final results of the payroll. It sets an indicator status to "Locked for Confirm" to prevent automatic updates when certain employee pay data has changed.


Step Action 4. Pay Confirmation:

Pay Confirmation is the final step in processing payroll. Running the Pay Confirmation process indicates that the results of the payroll process have been reviewed and approved for this pay run. It also indicates that checks and direct deposits are ready for creation. After a payroll has been confirmed, employees may view their paycheck via Self Service.

5. The processing cycle includes audit reports and error reports to help detect and correct errors and process each step successfully before moving to the next step.

6. The Calculate Pay process consolidates the data from the paysheets and supporting tables, such as tax tables, pay group table, earnings table, and deduction table, to calculate gross to net pay.




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Step Action 7. This diagram shows a summary of the Pay Calculation steps.

These are the key processes that Agency Payroll will impact. Note: Before running the final calculation, calculations in preliminary mode will be run repeatedly to enable you to be confident that the payroll data is correct.

8. End of Procedure.

Run Pay Period Validation Report For example, the Payroll Register Report by Department groups the employees by pay group and then by department ID. It provides totals at the company and pay period levels on the last page and a grand total for all pay receipts. For each employee listed, the report includes: • Check date and number • Hours worked • Earnings • Gross and net amounts of the check • Deductions • Taxes The report further groups the number of hours worked and the associated earnings into regular, overtime, and other pay types. It contains a column for the gross amount of the check and the net amount. There are also columns reducing the gross amount by tax type and each separate deduction. Each net amount is labeled with the type of payment document given to employee: • Check (C) • Direct deposit advice (A) Procedure It is the end of the pay period and the preliminary pay calculation process has just completed. You must now run a Pay Period Validation report to ensure the Payroll data is accurate. You will run the Payroll Register by Department for the pay period ending 07/15/07 for TN Student Assistance Corporation.



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Step Action





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Step Action


4. Click the Payroll Processing USA link.

5. Click the Pay Period Reports link.

6. Click the TN Custom Reports link.

7. Click the TN Payroll Register link.



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Step Action


9. The Run Control ID defines parameters that are used when a process is run. 10. Click the Search button.

11. Click an entry in the Run Control ID column.



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Step Action

12. Click the Look up Pay Run ID button.



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Step Action

13. Click the scrollbar to navigate down the page. 14. Click the SM071507 July Semi Monthly Payroll entry in the Pay Run ID column.



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Step Action

15. Click the Look up SetID button.



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Step Action

16. Click the scrollbar to navigate down the page. 17. Click the 33205 TN Student Assistance Corp in the SetID column.



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Step Action

18. Click the Look up From Department button.



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Step Action

19. Click "33205- TN Student Assistance Corp".



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Step Action

20. Click the Look up To Department button.



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Step Action

21. Click the 3320506900 Admin - Student Loan Program entry in the Description column.



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Step Action

22. Click the On-Cycle option.

23. Click the Run button.

24. The Process Scheduler Request page is used to enter or update report and process parameters, such as server name and report output format.

25. Note the appropriate Server Name to run your report or process. Reports and Queries: PSNT Processes and COBOL: PSUNX Note: If you use the same Run Control ID for subsequent processes, the Server Name that you last used will default in this field.



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Step Action

26. Click the OK button.



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Step Action

27. Notice the Process Instance number appears (10179). This number helps you identify the process you have run when you check the status. Click the Process Monitor link.



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Step Action

28. Use the Process List page to view the status of submitted report requests. The current status of the report is Queued. The report is finished when the status is Success and Posted. Continue to click the Refresh button until the run status is Success and the distribution status is Posted. Click the Refresh button.

29. Click the Refresh button.

30. Click the Details link.

31. The Process Detail page enables you to navigate to the requested report.



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Step Action

32. Click the View Log/Trace link.



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Step Action

33. Click the PDF link.

34. You can increase the page size with the zoom feature at the top of the screen.



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Step Action

35. Click the Close button.

36. You have successfully run the Payroll Register by Department Report. End of Procedure.

Reviewing Paycheck Summary Once the 'preliminary' pay calculation process has completed, you can view the results of paycheck earnings, deductions, and taxes using the Review Paycheck Summary page. Each tabbed page displays different information for a check. For example, one page displays earnings data, while another displays deduction data. The pages also contain paysheet data so that you can access the pages by pay group, pay period end date, page number, and line number. You can also access Paycheck pages by employee ID or check number. Note: Paycheck numbers are not assigned until you complete the pay confirmation process. The pages also display a status, which is a combination of the calculation status and the type of check being calculated.


You cannot view the Paycheck pages for a check which has had a pay data change since the last time the pay calculation was run. If you try, you will receive a message stating that no records match your specified keys. Procedure Central Payroll has completed the final pay calculation. Your goal is to review Franklin Smith's paycheck summary. The summary will provide information regarding his earnings, deductions and taxes.

Step Action





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Step Action




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Step Action




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Step Action

4. Click the Payroll Processing USA link.



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Step Action

5. Click the Produce Payroll link.



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Step Action

6. Click the Review Paycheck Summary link.



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Step Action


8. Click the Look up Company button.

9. When looking up a company, you will always choose TN- State of Tennesse. Click "TN State of Tennessee".

10. Click the Search button.

11. Click "Smith, Franklin". 12. The Paycheck Summary page enables you to view information such as earnings,

taxes, and deductions for a single paycheck.



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Step Action

13. Click the Expand section to view the Earnings section.

14. Click the Expand section to view the Deductions section.

15. Click the scrollbar. 16. Click the Expand section to view the Taxes section.

17. Click the scrollbar. 18. You have successfully Reviewed Paycheck Summary.

End of Procedure.


Self Service Payroll Transactions PeopleSoft Self Service provides employees convenient access to their personal payroll information. It enables you to manage (online) your direct deposit information and tax withholdings. It also enables you to display your paychecks, request a duplicate W-2 form, and request employment and salary verification. Key Notes: •Employee Self Service is a new tool for employees to access their information. •Employees will have up to three direct deposit options. •Employees can add and change a direct deposit option but not delete or request a paper check. •Employees will be able to view their paychecks approximately two days before pay day via Self Service.

View Paycheck Edison will allow employees to review their paycheck details using Self Service for current and previous pay cycles. The information displayed will show the details of a paycheck for a specific pay cycle. Agency Payroll Note: Although this Paycheck view is specific to each employee, Agency Payroll may reference the Payroll Register by Department report or the Review Paycheck Summary online page to assist employees with detailed Earnings questions. If the employee has additional questions, please have them contact the Central Payroll Call Center. Procedure In this lesson you will learn how to view Paycheck information. James Johnson will be used in the example.




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Step Action

1. To begin click on the View Paycheck link.



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Step Action

2. Note: The system will automatically display the most recent paycheck. Click the Collapse button to enlarge the screen.

3. The View Paycheck page displays the general, tax data, and paycheck summary

information. 4. This section displays the Net Pay amount for this paycheck, Pay Period and Check

Date dates. 5. Clicking on View a Different Paycheck link will allow the employee to view a

paycheck from a prior pay period. Note: This will only display information for paychecks processed in Edison.

6. The General Section displays the details of Employee Name, Employee ID (also known as Person ID), Address, Business Unit, Pay Group, Department, Location, Job Title and Pay Rate. This information is taken from Personal Data and from Job Data information in Edison HR System.



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Step Action 7. The Tax Data Section displays the employee's marital status for both federal and state

income tax purposes. It also displays the number of Federal Allowances (exemptions) and State Allowances (exemptions) to be used to calculate the paycheck. If additional amounts are being withheld for federal and/or state taxes, they are also displayed on this section.

8. Click the Scroll bar to see the rest of the information. 9. The Paycheck Summary Section provides the details of both

the Current paycheck and the respective YTD totals (Year-to-Date Amounts). The Current and YTD (Year-to-Date) rows on the Paycheck Summary section display the details of Gross Earnings, Fed Taxable Gross, Total Taxes, Total Deductions and Net Pay.

10. Earnings Section displays the different types of Earnings (Regular, Overtime, Longevity), number of Hours (optional), Rate (optional) and the respective dollar Amount for the Current pay period and the YTD Amount.

11. Taxes Section displays the different types of taxes withheld and the respective dollar Amount and Year-to-Date Amount.

12. Before-Tax Section lists any deductions that are taken before her income tax is calculated. This section displays various Types of Tax deductions and the corresponding Amount and Year-to-date Amount. Examples of Before Tax Deductions are 401K Deductions and FSA Deductions. After Tax Deductions Section lists all the voluntary deductions for the employee for this pay period. This section displays the different Types of after Tax deductions and the corresponding Amount and Year-to-date Amount. Examples of After Tax Deductions are TermLife deductions, LTC deductions, United Way and Special Olympics for this pay period.

13. Employer Paid Benefits Section provides a list of all the benefits paid by the employer for the employee. For example, Employer Paid Benefits may include medical and retirement. Employer Paid Benefits displays the Types of Employer Paid Benefits and the corresponding Amount and Year-to-Date Amount.


Step Action 14. Net Pay Distribution Section provides information about the disposition of the

paycheck. The Net Pay Distribution displays Payment Type (Direct Deposit/ Advice), Paycheck Number (System generated number assigned to this paycheck), Account Type (Savings or Checking), Account Number (Employee's bank account number that received the deposit) and Amount (Dollar value that was deposited for this check). If an employee has multiple direct deposits, the information for each account will be shown here.

15. If you have questions about your paycheck, call the Central Payroll Call Center. 16. You have successfully viewed your Paycheck information.

End of Procedure.

Direct Deposit Direct Deposit allows depositing the paycheck amount electronically to the respective financial institutions such as a bank or credit union. Employees can add or update their direct deposit information using Self Service. Direct Deposit enforces the following aspects on State of Tennessee employees: - Requires the employee to have at least one account type with the deposit type option as "Balance". - Allows up to three (3) direct deposit entries. - Direct Deposits can be applied to checking, savings or credit union accounts. - Existing direct deposit policy will be enforced. Procedure Kate Spade will use Self Service to add her direct deposit account information.




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Step Action

1. Click the Direct Deposit link.



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Step Action


3. Click the Add Account button.



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Step Action

4. Click the Account Type list.

5. Click the Savings list item.

6. Click the Deposit Type list.

7. The *Deposit Type must be Balance for the first account type selected. Click the Balance list item.


Step Action 8. Selecting *Deposit Type as "Amount" requires the Amount/Percent field to be a

dollar value. If you select *Deposit Type as "Balance" then the Amount/Percent field must be blank. If you select *Deposit Type as "Percent" then the Amount/Percent field must be a numeric value not to exceed 99. In this case, we will leave this field blank because we selected the *Deposit Type of "Balance"

9. The Routing number must be a valid bank identification number; sometimes called Transit ID. The system will validate the Routing Number. It must be 9 digits in length.

10. Click in the Routing Number field.

11. Enter the desired information into the Routing Number field. Enter "123456789". 12. Click the View check example link.

13. Upon clicking View Check Example link, you can see the example of a check

highlighting the Routing and Account Number. Routing number would be the first 9 digits number followed by a varying digit Account number.




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Step Action




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Step Action

15. Account Number is your Savings or Checking account number. Note: The system cannot validate this number. Click in the Account Number field.

16. Enter the desired information into the Account Number field. Enter "09876543". 17. *Re-Enter Account Number: is used to confirm the Account Number previously

entered. 18. Click in the *Re-Enter Account Number field.

19. Enter the desired information into the *Re-Enter Account Number field.

Enter "09876543".

20. Edison allows employees to enter up to three direct deposits. The Deposit Order field determines which deposit will be taken first, if multiple account types are selected. In this example, Kate Spade will choose her checking account to be first in the Deposit Order. Since Kate has additional accounts, she will enter a "2" for the savings account.

21. Enter the desired information into the Deposit Order field. Enter "2".


Step Action

22. Click the Save button.


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Step Action


24. When the *Deposit Type of "Balance" is selected, then the Deposit Order will default to "999" which indicates it will be the last transaction processed. As in this example, we put a Deposit Order of "2" for the *Deposit Type of "Balance", it displays "999" in the Deposit Order column of the Direct Deposit Detail.



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Step Action

25. Click the Add Account button to add another account for Direct Deposit. In this case, we will add a Direct Deposit entry for Kate Spade's checking account.



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Step Action

26. Click the *Account Type list.

27. Click the Checking list item.

28. Click the *Deposit Type list.

29. Click the Percent list item.

30. Selecting *Deposit Type as "Amount" requires the Amount/Percent field to be a dollar value. If you select *Deposit Type as "Balance" then the Amount/Percent field must be blank. If you select *Deposit Type as "Percent" then the Amount/Percent field must be a numeric value not to exceed 99.

31. Click in the Amount/Percent field.

32. Enter the desired information into the Amount/Percent field. Enter "90".


Step Action 33. Click in the Routing Number field.

34. Enter the desired information into the Routing Number field. Enter "071000013". 35. Click the View check example link.

36. Upon clicking View Check Example link, you can see the example of a check

highlighting the Routing and Account Number. Routing number would be the first 9 digits number followed by a varying digit Account number.

Step Action



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Step Action

38. Click in the Account Number field.

39. Enter the desired information into the Account Number field. Enter "12345678". 40. *Re-Enter Account Number: is used to confirm the Account Number previously

entered. 41. Click in the *Re-Enter Account Number field.

42. Enter the desired information into the *Re-Enter Account Number field. Enter

"12345678". 43. Click in the Deposit Order field.

44. Enter the desired information into the Deposit Order field. Enter "1". 45. Click the Save button.



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Step Action


47. When the *Deposit Type of "Balance" is selected, then the Deposit Order will default to "999" which indicates it will be the last transaction processed. For example, if we put Deposit Order as "2" for the *Deposit Type of "Balance", it will display as "999" in the Direct Deposit Detail.

48. You have successfully completed a savings and checking account entries for Direct Deposit. End of Procedure.

W-4 Tax Information Employees can review and update their W-4 tax withholding information using Self Service. This will make it easier to keep the tax information up-to-date. Procedure Kate Spade will review and update her W-4 Tax information.



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Step Action

1. Click the Self Service link.



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Step Action


3. Click the Payroll and Compensation link.

4. Click the W-4 Tax Information link.

5. Allowances are often thought of as the number of dependents you carry on your income tax. Sometimes, it is also referred to as the number of exemptions on your income tax. For example, if you are married and have one child then the number of allowances claimed would be 3. NOTE: The Federal Income Tax Law provides that a dependent can be claimed only on one person's income tax as an exemption.



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Step Action

6. Enter the desired information into the Enter total number of Allowances you are claiming field. Enter "2".

7. This optional field is for employees who choose to withhold any additional amount over the regular taxes paid. Note: If at the end of the year, the total income puts you in a higher tax bracket than expected, you will have to pay additional Federal income tax. By entering an additional amount in this field, the system will withhold the specified amount from every paycheck and report it to the IRS. This allows employees to pay less income taxes at the end of the tax year.

8. Edison defaults the Marital Status from the Personal Data information of the employee. If you need to change the Marital status, it will allow you to select that option.

9. This field is optional. Check this field if you want your taxes to be withheld from the single tax table(Higher Tax rate).

10. Click the scrollbar.


Step Action 11. This field is optional.

You can skip this step if your last name shown above on this page is the same as your last name on your social security card. Otherwise, check the box and call 1-800-772-1213 for a new social security card with the correct name on it.

12. Edison will default this year to the current year. 13. Check the box if both the criteria listed on the left are satisfied. This will prevent any

taxes being deducted from your paycheck. 14. Review the declaration. By clicking the submit button, you are declaring the

information to be accurate. The submit button is similar to an electronic signature. Click the Submit button.


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Step Action 15. To protect your privacy, verify your identity by typing your Edison password.

Enter, "Edison#2".

16. Click the Continue button.

Step Action





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Step Action

18. If you have questions regarding your W-4 Tax information you recently updated, contact the Central Payroll Call Center.



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Step Action

19. You have successfully reviewed and updated the W-4 tax information. End of Procedure.

W-2 Re-issue Request Edison will allow its employees to ask for the re-issuance of their W-2 form using Self Service. Edison will look up an employee social security number based upon their Person Id and Name. It will display the kinds of addresses available in the system such as Home/mailing/work location for that respective employee. Once the kind of address is identified, the system will pull the specific information needed from the employee's personal data information. Employees can have the W-2 form mailed to their home address or work location or mailing address. Procedure In this lesson, you will learn how to request a re-issue of your W-2 form using Self Service. Kate Spade would be used as an example in this lesson.



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Step Action

1. Begin by clicking the Self Service link.



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Step Action


3. Click the Payroll and Compensation link.

4. Click the W-2 Reissue Request link.

5. Edison will default W2 Request for year to the previous year. For example, if the current year of 2007, W2 Request for year will default as 2006.



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Step Action

6. Click the Select where you want your W-2 delivered drop down list.

7. Kate Spade can get her W-2 delivered to one of the following addresses: -Home Address -Mailing Address -Work Location In this case, we are requesting the W-2 form to be delivered to her Home address. Note: Confirm the addresses are correct by accessing the Personal Information link in Self-Service.

8. Click the Home Address list item.

9. Click the Submit button.



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Step Action


11. You have successfully completed a request to re-issue a W-2 form. End of Procedure.



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Reports and Queries Edison provides Pay Period Validation reports to provide information for analyzing payroll-specific information at the Agency level. This lesson will review some of these key reports and queries available to the Agency.

Deduction Register by Department Query An example of a Pay Period Validation report is the Deduction Register by Department Query. The report defines deductions and all nontaxable amounts that are subtracted from employee pay. These deductions comprise of general deductions, garnishments, and benefits as of the end of the pay period. The report includes: - Employee ID - Name - Department ID - Pay Period End Date - Deduction Code Print a query: Before you can print query results, you must run the query. First, choose either Run to HTML or Run to Excel. Then, click the Print button or select File, Print to print the query on your default printer. Procedure It is the end of the pay period and we need to run a Deduction Register by Department Query to ensure deductions were applied accurately.



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Step Action

1. Click the HCM Reporting Tools link.



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Step Action

2. Click the HCM Query Viewer link.



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Step Action


4. Query Viewer is a read-only version of Query Manager. Query Manager is where queries are created and modified. The Query Report Viewer allows selection, online viewing and printing of reports. Each user has access to run only the reports to which he or she has security rights. Currently, each user as the security rights to access their assigned Agency information.

5. The basic search allows you to search using the begins with criteria. The advanced search allows you to perform a progressively narrower search by entering one or more search criteria. Click in the begins with field.

6. Enter the desired information into the begins with field. Enter "TN_PY26". 7. Click the Search button.


Step Action 8. To run a query, select from the following links on the row of the query:

Run to HTML: Click to generate an HTML version of the query. Run to Excel: Click to download the query to an Excel spreadsheet.

9. Click the HTML in the Run to HTML column.

Step Action

10. Enter the desired information into the DeptID field. Enter "40100". 11. Click in the Pay Period End field.

12. Enter the desired information into the Pay Period End field. Enter "071507". 13. Click the View Results button.


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Step Action

14. Click the Show next rows button.

15. Click the Last link.



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Step Action


17. You have successfully run a Deduction Register by Deaprtment query. End of Procedure.

Other Earnings by Department Query An example of a Pay Period Validation query is the Other Earnings by Department Query. The query lists detailed wages other than regular and overtime earnings, such as uniform allowances or longevity as of the end of the pay period. The query includes: - Employee ID - Name - Pay Period End Date - Earnings Code - Other Earnings Hours - Other Earnings Amount - Department ID Print a query:


Before you can print query results, you must run the query. First, choose either Run to HTML or Run to Excel. Then, click the Print button or select File, Print to print the query on your default printer. Procedure It is the end of the pay period and we need to run the Other Earnings by Department query.

Step Action

1. Click the HCM Reporting Tools link.




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Step Action

2. Click the HCM Query Viewer link.



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Step Action


4. Click in the begins with field.

5. Enter the desired information into the begins with field. Enter "TN_PY25". 6. Click the Search button.

7. Click an entry in the Run to HTML column.



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Step Action

8. Enter the desired information into the DeptID field. Enter "3260300031". 9. Click in the Pay Period End field.

10. Enter the desired information into the Pay Period End field. Enter "071507". 11. Click the View Results button.



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Step Action


13. You have successfully run the Other Earnings by Department query. End of Procedure.

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