Position Management Manual - CUNY-Hunter College Political

Payroll-Work Study

Quick Reference Guide

HCM Payroll

Quick Reference Guide

Table of Contents Unit I: General System Process .............................................................................. 6 Chapter 1: General System Processes................................................................... 7 CUNYfirst HCM Search Process ........................................................................................ 8 Run a Process ................................................................................................................... 9 Run a Report ................................................................................................................... 12 Notify Process ................................................................................................................. 15

Unit II: Work-Study Payroll .................................................................................... 16 Chapter 1: Maintain HR Data ................................................................................. 17 Add Employment Instance ............................................................................................... 18 Policy ............................................................................................................................... 18 Update Job Data .............................................................................................................. 22 Correct Job History .......................................................................................................... 26 Current Job ...................................................................................................................... 29 CUNY Work Study – Agency Location ............................................................................. 32 CUNY Work Study – Federal Award Summary ................................................................ 33 Multiple Job Summary ..................................................................................................... 34 Workforce Job Summary ................................................................................................. 36 Federal Work Study Employee Report ............................................................................. 38 Work Study Exception Report .......................................................................................... 42 Run CUNY Work Study Query ......................................................................................... 46 Maintain Employee Payroll Data ...................................................................................... 47 View Work Study Approval – Place a Student in a Work Study Job ................................. 49 View Work Study Approval – Update Work Study Placement Information ........................ 51

Chapter 2: Maintain Employee Payroll Data ........................................................ 53 Update Payroll Options .................................................................................................... 54 Request Direct Deposit .................................................................................................... 56 Create Additional Pay Detail ............................................................................................ 58 Update Employee Tax Data ............................................................................................. 61 Update Employee Tax Distribution ................................................................................... 66

Chapter 3: WS-Retroactive Payroll ....................................................................... 67 Delete a Retro Pay Request ............................................................................................ 68 Calculate Retroactive Pay ................................................................................................ 69

i

HCM Payroll

Quick Reference Guide

Update Retro Pay Calculation Results ............................................................................. 71 Load Retro Pay to Paysheet ............................................................................................ 72 Retro Pay Request Summary Report ............................................................................... 73 Retro Pay Calculations Report ......................................................................................... 74 Retro Pay Terminations Report ........................................................................................ 75 Retro Pay Calculation Summary Report .......................................................................... 76

Chapter 4: Create Paysheets ................................................................................. 77 Perform PreSheet Audit ................................................................................................... 78 Paysheet Creation ........................................................................................................... 79 CUNY Paysheet Upload Interface .................................................................................... 80 Rapid Paysheet Entry – For Work Study Hours ............................................................... 81 Load Paysheet Transactions............................................................................................ 83 Create a Single Paysheet ................................................................................................ 84 Update Paysheet by Payline ............................................................................................ 87

Chapter 5: On Cycle – Produce Payroll ................................................................ 90 On-Cycle Pre-calculation Audit Report ............................................................................. 91 On-Cycle Pay Calculation ................................................................................................ 92 Resolve Payroll Processing Errors ................................................................................... 94 Work Study Excess Award ............................................................................................... 96 On-Cycle Pre-Confirm Audit Report ................................................................................. 98 On-Cycle Confirm Pay Process ....................................................................................... 99 Review Paycheck .......................................................................................................... 100 Review Self Service Paycheck....................................................................................... 104 Review Paycheck Summary .......................................................................................... 108 Payroll Register ............................................................................................................. 111 Create Direct Deposit File .............................................................................................. 112 Create Positive Pay File ................................................................................................. 113 Print Paychecks ............................................................................................................. 114 Create Paychecks PDF.................................................................................................. 117 Create Direct Deposit Advice PDF ................................................................................. 119 Run Pay Period Reports ................................................................................................ 121

Chapter 6: Off Cycle Payroll Processing ............................................................ 124 Reverse – Adjust Paychecks ......................................................................................... 125

Click the appropriate Run Control ID hyperlink. ............................................... 125

ii

HCM Payroll

Quick Reference Guide

Create Online Check ..................................................................................................... 127 Create a single Paysheet for Off-Cycle Processing ........................................................ 129 Record a Manual Check ................................................................................................ 132 Pre-calculation Audit Report for Off-Cycle...................................................................... 135 Off-Cycle Print Online Check ......................................................................................... 136 Off-Cycle Create Self Service Manual Checks ............................................................... 139

Chapter 7: Reconcile and Distribute Payroll ...................................................... 141 Request Reconciliation .................................................................................................. 142 Reconciliation Report ..................................................................................................... 144 Review Dead Checks..................................................................................................... 145

Chapter 8: Periodic Payroll Events USA ............................................................ 146 Check Year-to-Date Balance ......................................................................................... 147 Earnings Balance Review .............................................................................................. 149 Deduction Balance Review ............................................................................................ 151 Tax Balance Review ...................................................................................................... 153 1042 Tax Balance Review ............................................................................................. 155 Special Accumulator Balance Review ............................................................................ 157 Bank Interface ............................................................................................................... 159 Direct Deposit Reversal ................................................................................................. 160

Chapter 9: Periodic Tax Reporting ..................................................................... 161 Tax Deposit Summary – Tax 001 ................................................................................... 162 Tax Summary Federal Report – Tax 010FD .................................................................. 163 Tax Summary State Report – Tax 010ST ...................................................................... 164 Error Listing – Tax 900................................................................................................... 165 1042-S by Pay Period Report – Tax 30 .......................................................................... 166 Create 1042-S ............................................................................................................... 167

Chapter 10: Quarterly Tax Reporting.................................................................. 168 Quarterly Tax Balance Audit Report – Tax 15 ................................................................ 169 Quarterly Federal Tax Report – Tax 007 ........................................................................ 170 Quarterly State Tax Report – Tax 008 ........................................................................... 171

Chapter 11: Year End Processes ........................................................................ 172 Update Year End Tax Reporting Information ................................................................. 173 Load Year End Data ...................................................................................................... 174 Review/Update Year End Data ...................................................................................... 176

iii

HCM Payroll

Quick Reference Guide

Review/Update Year End Data Combined ..................................................................... 178 Create Federal File (MMREF) ........................................................................................ 180 Create W-2c PDF Forms ............................................................................................... 181 Create State File (MMREF) ........................................................................................... 182 Create Local File (MMREF) ........................................................................................... 183 Create W-2 Adjustments ................................................................................................ 184 Run Audit and Error Reports .......................................................................................... 185

Unit III: Commitment Accounting........................................................................ 189 Chapter 1: Commitment Accounting .................................................................. 190 Load Contribution Code Table ....................................................................................... 191 Edit Chartfields/Chartfield Details Search Process ......................................................... 192 Setup Department Budget Table.................................................................................... 193 Pre-distribution Audit Report .......................................................................................... 196 Perform Actuals Distribution........................................................................................... 197 Review Actuals Distribution ........................................................................................... 198 Review Suspense Combo Code Distribution.................................................................. 202 Submit to GL/Commitment Accounting Actuals .............................................................. 206 Review HR Accounting Line........................................................................................... 207 Copy Prior FY Budget .................................................................................................... 208 Load Suspense Combination Code................................................................................ 209 Copy Job Data ............................................................................................................... 210 Load Step Increment for Budget .................................................................................... 211

Chapter 2: Exception Processing ....................................................................... 213 Pay Unsheet .................................................................................................................. 214 Reverse Pay Confirmation ............................................................................................. 215 Check Year-to-Date Balance Adjustment ....................................................................... 216 Earnings Balance Adjustment ........................................................................................ 218 Deduction Balance Adjustment ...................................................................................... 220 Tax Balances Adjustment .............................................................................................. 222 1042 Tax Balances Adjustment ..................................................................................... 224 Special Accumulator Balance Adjustment ...................................................................... 226 Update Unclaimed Wages Payroll Field ......................................................................... 228 Rebuild Primary Job Flags ............................................................................................. 229 Mass Update for Work Study Students Exempt from FICA ............................................ 230

iv

HCM Payroll

Quick Reference Guide

Mass Update for Work Study Students Subject to FICA................................................. 234

Chapter 3: CUNY CEMLI’s ................................................................................... 238 Bank Interface ............................................................................................................... 239 Payroll Parallel Interface ................................................................................................ 240 Payroll Parallel Compare ............................................................................................... 241

Appendix ............................................................................................................... 242 HR Daily Transactions Report (College) ........................................................................ 243

v

HCM Payroll

Quick Reference Guide

Unit I: General System Process

6

HCM Payroll

Quick Reference Guide

Chapter 1: General System Processes

7

HCM Payroll

Quick Reference Guide

CUNYfirst HCM Search Process The Search functionality is similar across all applications. The criteria (fields) for each search are shown on the beginning page. Criteria data is entered in one or more of the variables. If the criteria are left blank, then 300 rows of the general criteria are displayed. Search functionality is available to everyone who uses the applications and is based on their security access. Step #

Procedure Step Details Navigate to the desired menu item. Enter the search criteria. The first 300 rows return as a result. There are several search views, First, 1-100 of x, and Last. Note: The length of the list is determined by the values returned based on the variables entered on the Run Control page. Choose the desired value and select Enter. The desired record appears. Click the Return to Search button to return back to the search page. Click the Previous in List button to check the previous record. Note: Many Search processes provide this functionality to move up and down the provided search list. Click the Next in List button to check the next record in the list.

8

HCM-PAY

HCM Payroll

Quick Reference Guide

Run a Process A Process is also known as a Program or Application Engine. Each process has a name which is attached to a Run Control ID. The Run Control ID is unique to each user authorized to run the process. It also identifies not only the processes but may also include variables that a specific user requires. Only CUNY personnel with the proper security access will be permitted to run processes. Step # 1. 2.

Procedure Step Details

4.

Navigate to the process to be run. Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID Note: All Run Control ID’s will display based on the User ID or search criteria or, Click the Add button to add a new Run Control ID The Process Run Control parameters page will display.

5.

Enter the process parameters. For example, Criteria Criteria Criteria -OrEnter the variables required on the individual Run Control pages for those pages that do not default. Click the Save button.

6.

Note: This saves the Run Control variables and will display the next time the Run Control is used by the specific end user. Click the Run button.

3.

7.

Note: The “Run” button launches the Process Scheduler Request page. Here you view the process called by the Run Control. On the Process Scheduler Request Page, Header Section, the following fields default:       

User ID Run Control ID Server Name Run Date Recurrence Run Time Time Zone

In the Process List Section, the following fields default:  Select  Description  Process Name: ”Process Name”  Process Type: type of process i.e.: COBAL, SQR, etc.  Type  Format

9

HCM-PAY

HCM Payroll

Quick Reference Guide

Step # 8.

9. 10. 11.

12.

13.

14. 15.

Procedure Step Details Click the Ok button. Note: The Ok button returns you to the Run Control page. Notice the Process Instance number appears in the upper right corner. This number helps you to identify the process you have run when you check the status. Click on Process Monitor link to view the status of the process The Process List tab displays as the default. In the View Process Request For Section, the following fields are defaulted by the system:  User ID  Server  Run Status  Type  Name  Distribution Status  Last  Instance  Save on Refresh = default checked In the Process List Section, the following fields are defaulted from the and not to be updated:  Select  Instance  SEQ  Process Type  Process Name = Process Name  User  Run Date/Time  Run Status  Distribution Status  Details Monitor the Run status and the Distribution fields. When they return a Run Status of Success and a Distribution Status of Posted, the process is complete. Click the Details hyperlink to view more details The Details hyperlink launches the Process Details page. The values for the following fields are system generated:          

Process Instance Type Name Description Run Status Distribution Status Run Run Control ID Location

10

HCM-PAY

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details  

Server Recurrence

Update Process - Use these button to change the processing status:  Hold Request  Queue Request  Cancel Request  Delete Request  Restart Request

16.

17. 18. 19. 20. 21.

22. 23. 24. 25. 26. 27. 28. 29.

Date/Time  System generated values.  Request Created On:  Run Any time After:  Began Process At;  Ended Process At: Actions A series of Hyperlinks are Actions Click Parameters hyperlink to display the Process Request Paramters. Click the Return button to go back to the Process Detail page The Message Log hyperlink displays the Message Log page. Process Steps are listed with an Explain button for additional details Click the Return button to go back to the Process Detail page The View Locks hyperlink displays the Temporary Tables page. Note: List of Temporary Tables locked, if any. Click the Return button to go back to the Process Detail page Batch Timings hyperlink displays the Batch Timings – Summary page Click Return button to go back to the Process Detail page. Click the View Log/Trace hyperlink. Displays views the Log/Trace page. This has to be defined by technical resources. Click the Return button. Click the Ok button to return to the Process Monitor. Click the hyperlink on the bottom of the page to return to the menu item you were using prior to launching the Process Scheduler End of procedure.

11

HCM-PAY

HCM Payroll

Quick Reference Guide

Run a Report This procedure outlines the steps necessary to run any report. Only CUNY personnel with the proper security access will be permitted to run processes. Step # 1. 2.

3.

4. 5. 6.

7.

Procedure Step Details Navigate to: Any Report in the Menu or Custom Report. Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID Note: All Run Control ID’s will display based on the User ID or search criteria or, Click the Add button to add a new Run Control ID On the Run Control ID Parameters page, enter the parameters. Click the Save button. Saves the Run Control values for future use. Click the Run button. Note: Clicking the Run button, launches the Process Scheduler to run the report. On the Process Scheduler Request page, Header Section, the following fields are defaulted:        

User ID Run Control ID Server Name Run Date Recurrence Run Time Time Zone Reset to Current Date/Time button

In the Process List Section, the following fields are defaulted:  Select – Make sure this checkbox is checked to run the report.  Description - The description of the Report(s) you have chosen.  Process Name – Displays the name of the program  Process Type – Displays the technology that the report was written in  Type - Web, email, Printer, file, window  Format- Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected.  Distribution- Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is. The Distribution Detail displays the following:  Process Name:  Process Type:  Folder Name:  Email with Log  Email Web Report  Email Subject  Message Text

12

HCM-PAY

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details 

8. 9.

10.

11.

12. 13. 14. 15. 16. 17.

18.

Email Address List

Distribute To:  ID Type  Distribution ID Click the Ok button. This returns to the Process Scheduler Request page. To run actual report, click the Ok button on the Process Scheduler Request page. Note: This action launches the server to run the report and return you to the Run Control Page. Note: The Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status. Optionally, select the Process Monitor Tab. In the Process List Section, the following fields are defaulted and not be updated:  Select Instance Seq.  Process Type  Process Name - Report Short Name  User  Run Date/Time  Run Status  Distribution Status  Details Review your request. Click the Refresh button until your Run Status is Success and distribution status Posted. To view the more detail click the Details hyperlink. To save the detail, click the Save button. To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page. Note: For the Notification see the Notification Process. Click the Report Manager hyperlink at the top of the Run Control page for the shortcut to the Report Manager. On the Report Manager Administration Tab, the View Reports For Section will display the following fields to be used as search criteria:  User ID – defaults  Status  Type  Folder  Last  Instance  To The Report List Section displays the following fields for each report:     

Select Report ID PRCS Instance Description Request Date/Time

13

HCM-PAY

HCM Payroll Step #

19. 20.

Quick Reference Guide Procedure Step Details  Format  Status  Details Click the Refresh button until status indicates Posted. To see the more detail about the report, Click the Details link to view more details about the report. The Report Detail page will display. The Report Section will display the following defaulted fields:  Report ID  Process Instance  Name  Process Type  Run Status The Distribution Detail will display the following defaulted fields:  Distribution Node  Expiration Date The File Section will display the following:  Name - It will display log file, PDF file and out file as hyperlink. Click the filename.PDF link. Note: The report will display in a new window.  File size(bytes)  Date Time Created

21. 22.

In the Distribution Section, the following will display:  Distribution Id Type - Default to user  Distribution ID - User name. Click the OK button. End of process.

14

HCM-PAY

HCM Payroll

Quick Reference Guide

Notify Process PeopleSoft provides email capability throughout the system where ever there is an output that could be shared with interested parties. Only CUNY personnel with the proper security access will be permitted to utilize this functionality. The email the user receives will contain the message the sender wrote and a link to the specific page from which the sender is emailing. Only users with security roles for HR and Payroll may access these pages using a link from the Notify process. All other email recipients will receive a security error when they clink on this link. Step #

Procedure Step Details

1. 2.

Navigate to : >Various Processes and Reports Click the Notify button to send an email to an interested party or another user.

3.

Note: When you click the Notify button the Send Notification Page is displayed. In the Notification Details Section, enter the following:

4. 5. 6. 7.

 To  CC  BCC  Priority  Subject  Template Text  Message Click the Ok button to send the detail to user. Click the Cancel button to cancel the notification. Click the Apply button to apply the changes End of procedure.

15

HCM-PAY

HCM Payroll

Quick Reference Guide

Unit II: Work-Study Payroll

16

HCM-PAY

HCM Payroll

Quick Reference Guide

Chapter 1: Maintain HR Data

17

HCM-PAY

HCM Payroll

Quick Reference Guide

Add Employment Instance Work Study job data is added by the CUNY College Work Study HR Coordinators. CUNY College Work Study HR Coordinators use the Student Service Center to review a Work Study student’s biographical information.

Policy Work Study employees will be appointed at the College where they are awarded Financial Aid. In the case of the Graduate Center, SOJ and SPS, Work Study employees will be appointed at the Graduate Center as that is the institution where they are awarded Financial Aid. Public Service Corps employees will be appointed in CUNYfirst. The College Work Study HR Coordinator will create a New Employment Instance including compensation data and review and maintain job data. The College Work Study Coordinator may enter the job record provided they have received at least the College Work Study agreement signed by the Work Study employee and his/her supervisor.

All employment documents should be submitted before the Work Study Student begins employment. The University Work Study HR Coordinator will update job-related information on an as needed basis. Student Service Center will be used to search for the student based on different criteria. The user will be able to view the student’s biographical information such as name and address. Separate employee records will be used to manage Federal, Institutional and Public Service Corps Work Study jobs as well as jobs across schools. Work Study employees may not hold full-time employment with CUNY.

Step # 1. 2.

3. 4. 5. 6. 7. 8. 9.

Procedure Step Details Navigate to: Campus Community > Student Service Center Enter the following search criteria:  First Name  Last Name Click the Search button. Note: Search retrieves the individual Student Center page Write down the ID for the College Work Study HR Coordinator. Note: This is located in the upper right hand corner of the page. Navigate to: Workforce Administration > Job Information > Add Employment Instance Enter the EMPLD Note: This is the Student ID Leave EMPL RCD NBR as the default Click the Add Relationship link. Note: The Work Location Tab will display. The Work Location Page will display various default fields and input fields. The Header Section will display the following defaulted values: 

Employee Name - Defaults with First and Last Name.

18

HCM Payroll

10.

Quick Reference Guide  PERS_ORG _ASGN - Defaults to ‘EMP’.  Employee Id - EMP # for name entered in search.  Employee RCD# - Defaults with a 0. In the Work Location Section, the following values default:       

HR Status – Defaults with ‘Active’ Payroll Status - Defaults with ‘Active’ The Effective Date - defaults with current date. Sequence – Defaults with ‘0 ‘ Job Indicator – Enter the appropriate value. Action - defaults with the Action of “Hire”. Reason – Enter the applicable Reason

Note: The following checkboxes are not used for Work Study and default as unchecked:   

Search Waiver Addendum Flag Last Start Date - Defaults with current date.

Note: Enter the correct hire date if it differs from the current date. Note: Once the record is saved, this field becomes the ‘Effective Date.’ The following dates should remain blank:

12.

 Termination Date  Board Approval Date  Expected Job End Date The following fields remain blank as they are not used for Work Study employees:

13. 14. 15. 16. 17.

 Position Number  Position Entry Date  Position Management Record Regulatory Region defaults or search for value. Enter the Company. Business Unit will default to the User’s Permission List. Enter or search for the Department. The following fields default:

11.

  

18.

Note: Date Created is the same as the Current Date. Note: Do not use any of the links at the bottom of these pages as this data does not apply to Work Study employees. Click the Job Information tab. In the Job Information section, enter the following: 

19. 20.

Location Establishment ID Department Entry Date

Job Code

Note: The Entry Date defaults when the Job Code is entered. Note: Supervisor Level remains blank. Enter or search for the Supervisor ID.

19

HCM Payroll

Quick Reference Guide

21. 22. 23. 24.

Note: Reports To remains blank. Regular/Temporary - Defaults with Temporary. Select Part – time from the Full/Part drop down menu. Enter the EMPL Class. Note: The following fields do not apply to Work Study students.

25. 26.

 Officer Code  Regular Shift  Shift Rate  Shift Factor In the Standard Hours Section, accept the default. The following fields default:  Work Period  As of Date FTE  Adds to FTE Actual Count  Encumbrance Override  Note: The following fields do not apply to Work Study students.

27.

28. 29. 30.

 Contract # Section  Contract Number  Contract Type On the Job Labor Tab, in the Labor Information Section, validate the Union Code defaults and is non-editable. Note: All other fields are not applicable. On the Payroll Tab, in the Payroll Information Section, validate that the Payroll System defaults to North America Payroll. Enter or search for the Pay Group. The following fields will default:     

31.

Holiday Schedule = None Employee Type = H for Hourly Tipped = Not Tipped Tax Location Code = NY0001 FICA Status = Subject

Note: All other fields are not applicable. Click the Salary Plan tab. The following fields will default:   

Salary Administration Plan Grade Grade Entry Date

32.

Note: All other fields are not applicable. Click the Compensation tab. On this page only the Pay Components section is used.

33.

Note: Do not make changes to the Comparative information or the following Pay Rates sections. Frequency defaults to H.

20

HCM Payroll

Quick Reference Guide

38. 39.

In the Pay Components Section, enter the Rate Code as NAHRLY. Sequence will default as 0. Enter the Comp Rate. The following fields default:  Currency = USD  Frequency = H for Hourly Note: Percent will not be used for Work Study. Click the Calculate Compensation button. Click the Save button.

40.

Note: Do not use any of the links at the bottom of the page. None of these processes apply to a Work Study employee. Do not use any of the links at the bottom of the page. None of these processes apply to a Work Study employee. For any generated warning messages:

34. 35. 36. 37.

41.

42. 43. 44.

Click Ok for each warning message Note: Where necessary, navigate back to the page containing the error and correct. Warning -- Compensation Rate is hourly. Appointment Hours should be entered. (27001,4) Note: When the Compensation Rate is hourly. Appointment Hours should not be Blank. Click Ok. Use the Notify process to communicate with those interested parties. When all the warning messages are cleared, click the Save button again. End of procedure.

21

HCM Payroll

Quick Reference Guide

Update Job Data Work Study job data will be maintained by the CUNY College Work Study HR Coordinators. Typical but not limited to the following types of changes: Data Changes for Department, Pay Rate with Action/Reason codes, Supervisor, FICA, etc. A change in employment with an off-campus agency requires that the Coordinator updates Job Data page first then updates the CUNY Work Study – Agency Location page. The Work Study Coordinator will not have the ability to correct job history through the Job Data navigation. Only the University Work Study HR Coordinator may correct all historical job records through Job Data. Coordinators will have the ability to correct job history for the current job row through the Current Job link. Pay rate changes and transfers between on- and off- campus jobs must take effect at the beginning of a payroll period. Step #

Procedure Step Details

1. 2.

Navigate to: Workforce Administration > Job Information > Job Data Enter one or more of the following search criteria to select the correct employee:

3.

 EMPLID  EMPL RCD NBR  Name  Last Name  Middle Name Click the Search button.

4.

Note: Select the correct employee record by click on the link. On the Work Location page, Header Section, the following fields default:   

5.

Employee Name - Defaults with First and Last Name. PER_ORG_ASGN- Defaults for ‘Employee’. Employee Id - Defaults with same EMPL ID entered in Job Data search Page.  EMPL RCD# In the Work Location Section, to go to a specific record: Click the Go to Row button

6. 7.

Enter the following: As of Date, or Row Number Click the OK button. Click the + icon at the upper right-hand corner of the page, and a new job row will be added.

8.

Note: All other fields default from previous row. The following values will default, change if applicable:

9.

 Effective Date – Enter correct date if different from the current date  Sequence - 0  Job Indicator – Defaults from previous row  Action – Defaults from previous row. Enter the applicable Action.

22

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details

10. 11.

Enter the applicable Reason. Note: The following checkboxes are not used for Work Study.

12.

 Search Waiver – leave unchecked  Addendum Flag – leave unchecked The following values will default:

13.

 Last Start Date = Current Date  Termination Date – Defaults “Blank”  Board Approval Date – Defaults “Blank”  Expected Job End Date – Remains blank and does not apply to Work Study. Note: The following fields are not used for Work Study employees and remain blank:   

Position Number Position Entry Date Position Management Record Checkbox

The following fields default:    

Regulatory Region Company – Verify default value, update if applicable. Business Unity Department – Verify default value, update if applicable

The following default:

14.

 Location  Establishment ID  Department Entry Date  Date Created = Current Date Select the Job Information tab: Note: Job Code defaults from the previous row. Verify the job code value. If you change the Job Code the following prompt will display:

15. 16.

The Current Job row values for Compensation Frequency, Standard Hours and Work Period default from Salary Plan Table. Do you want to update with the following data from the Job code Table? Verify the Compensation Freq., Standard Hours and Work Period detail provided with prompt. Click the Ok button to accept the changes. The following fields will default once the Job Code is entered:       

Entry Date Supervisor Level (Leave blank) Supervisor ID (Update if applicable) Reports To (Leave blank) Regular/Temporary (Update if applicable) Full/Part (Update if applicable) Empl Class (Update if applicable)

23

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details

17.

Note: The following fields do not apply to Work Study students:  Officer Code  Regular Shift  Shift Rate  Shift Factor The following fields will be default:

18.

 Standard Hours  Work Period  As of Date  FTE  Adds to FTE Actual Count  Encumbrance Override  Contact # Section Click the triangle before the USA flag. The following fields will default:

19.

 FLSA Status  EEO Class  Work Day Hours Select the Job Labor tab. Validate the Union Code.

20.

Note: It will default based on the job code and is non-editable. Select the Payroll tab.

21.

Validate the following:  Payroll System - North America Payroll  PayGroup - Defaults from the previous row)  Holiday Schedule – Defaults to None  Employee Type – Defaults to Hourly  Tipped – Accept the default value of Not Tipped  Tax Location – Defaults to NY0001  FICA Status – Update as required Select the Salary Plan tab. The following fields default:

22.

 Salary Administration Plan  Grade  Grade Entry Date Select the Compensation tab. Validate the following:     

Rate Code - Defaults to NAHRLY Sequence – Defaults with 0 COMP Rate - Verify Compensation Rate and change if applicable Currency – Defaults to USD Frequency – Defaults to H (Hourly)

24

HCM Payroll Step # 23. 24. 25.

Quick Reference Guide Procedure Step Details Click the Calculate Compensation button. Click the Save button. End of procedure.

25

HCM Payroll

Quick Reference Guide

Correct Job History Work Study job data that needs to be corrected with an effective date that does not exist in the Work Study employee’s rows. Only the University Work Study HR Coordinator may correct all historical job records through Job Data. College Work Study Coordinators will have the ability to correct the current job row through the Current Job functionality. If the payroll that includes this job record has been run, College Work Study HR Coordinator must update the job record by inserting an effective job sequence row and updating the information with the corrected data. Step # 1. 2.

Procedure Step Details Navigate to: Workforce Administration > Job Information > Job Data To Correct History for an employee, on the Search page check the Correct History checkbox. Then input one or more of the following parameters to select an employee for correction:

3.

4.

 EMPLID  EMPL RCD NBR  Name  Last Name  Middle Name Click the Search button. Note: The Work Location tab will display. Work Location page displays the values for the employee that were listed in the first section. Check the values to make sure you have the correct employee record. In the Header Section of the Work Location page, review/validate the following:    

5.

Employee Name - Defaults with First and Last Name. PER_ORG_ASGN- Defaults for this specific ‘Employee’. EMPL ID – 8 digit unique identifier Employee RCD# - Defaults the most current value.

Note: Take note of the record on the right side of the dark blue bar. This shows the number of rows (records) that exist in Job Data for this employee. Advance through the records and notate the dates. Find the row that has the date prior to the date for the row you want to enter. To enter a correction row, the row must be placed before the date following the correction row and after the previous dated row.

6.

Note: If you enter the row in the incorrect sequence you get an error message. If you get this error, exit the employee record and redo the search. Move to the oldest Effective Dated row that precedes the date of the new corrected row. Click the + icon at the upper right-hand corner of the page,

7.

Note: A new job row will be added. Change the Effective Date to the date to want the changes to take effect.

26

HCM Payroll

Quick Reference Guide

Step # 8.

Procedure Step Details Click the Save button. Note: Saving the record for the Effective Date change insures that you have a row created for any other data changes for this Effective Date.

9. 10. 11. 12. 13.

Note: A Warning message appears with the notation Date out of range if the date entered is over 30 days ago. Click the Ok button. Enter the correct department in the field Click the Save button. Click the Ok button if a warning appears regarding Compensation Rate. Select the Job Information tab. Review/Edit/Validate the following if applicable:

14. 15.

 Job Code  Supervisor ID  EMPL Class Click the Save button. Select the Compensation tab.

16.

Note: Do not change data under the Comparative Information or Pay Rates section. Enter a compensation amount in the under in the Pay Components section. Validate the following:

17.

18. 19.

20.

 Rate Code – NAHRLY  SEQ  Comp Rate Click the Calculate Compensation button. Note: The system can calculate the various period compensation amounts. Click the Save button. If applicable, advance to the Next most current row. Enter changes in the fields on the row. Click the Save button. Advance to the current Effective Dated row. Note: This is the record with the lowest record number. Make the same changes in the fields on this row as the inserted row. Make sure all changes are brought forward. In correction mode, any field can be changed but the same fields must be changed or the “old value” remains on the other row(s).

21.

Note: The effect of not changing the preceding rows will be that no change occurs. Correct History functionality DOES NOT bring the changes forward on the SAVE Click the Save button.

22.

Note: Click the Ok button if a warning message appears regarding Compensation Rate. If applicable, use the Notify process to email information to interested parties.

27

HCM Payroll

Quick Reference Guide

Step # 23.

Procedure Step Details End of procedure.

28

HCM Payroll

Quick Reference Guide

Current Job Work Study current job data is maintained by the CUNY College Work Study HR Coordinators. Fields that can be updated are typically these types of changes: Action Reason, Expected End Date, Payroll changes, Salary Plan, Pay Rate, etc. The College Work Study HR Coordinator will have the ability to correct job history for the current job record provided that the payroll that includes this job record has not been run. The Work Study Coordinator will not have the ability to correct history for other historical records. Only the University Work Study HR Coordinator may correct all historical job records. Coordinators will have the option of adding new job rows using Current Job. If the payroll that includes the current job record has been run, the Work Study Coordinator must update the job record by using effective job sequencing on the Job Data pages.

Step # 1. 2.

Procedure Step Details Navigate to: Workforce Administration > Job Information > Current Job On the Search page, input one or more of the following parameters to select the correct employee:

3.

 EMPLID  EMPL RCD NBR  Name  Last Name  Second Name  Second Last Name:  Middle Name Click the Search button.

4.

Note: Select the correct employee record. The Work Location page will display. On the Work Location page, Header Section validate the following:

5.

 Employee Name - Defaults with First and Last Name.  PER_ORG_ASGN - Defaults for ‘Employee’.  Employee Id – 8 digit unique identifier  Employee RCD# Click the + icon at the upper right-hand corner of the page, and a new job row will be added.

6.

Note: All other fields default from previous row. Enter the correct Effective Date if it is different from current date.

7.

Note: Effective Date defaults with current date. The following values default:

8.

Sequence – Defaults with 0 value. Job Indicator - Defaults from the previous row. Verify the defaults value. Action - Defaults with value from the previous row. Enter the following: 

Action

29

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details 

9.

Reason

Note: Expected Job End Date remains blank and does not apply to Work Study students. The following fields are not used for Work Study employees and remain blank:  Position Number  Position Entry Date  Position Management Record Checkbox The following fields default:  

10.

Regulatory Region Company – Defaults from previous row. Verify the default value and if it not correct, then update.  Business Unit  Department - Verify the default value and if it not correct, then update.  Location  Establishment ID  Department Entry Date  Date Created – Same as Current Date Select the Job Information tab. The following fields default: EMPL Class - Verify the value and rectify if needed. Note: The following fields do not apply to Work Study students,  Officer Code  Regular Shift  Shift Rate  Shift Factor In the Contact # Section, the following fields default:

11.

 Contract Number  Contract Type Click the triangle before the USA flag. The following information will display as defaulted values:

12.

 FLSA Status  EEO Class  Work Day Hours Select the Job Labor tab.

13.

Validate the Union Code defaults and is non-editable. Select the Payroll tab. Validate the following fields have defaulted:  

Payroll System - Defaults to North America Payroll. Pay Group - Defaults from the previous row

30

HCM Payroll

Quick Reference Guide

Step #

14.

Procedure Step Details  Holiday Schedule - Defaults to ‘None  Employee Type - Defaults to Hourly.  Tipped - Accept the defaults value of ‘Not Tipped’.  Tax Location Code - Defaults to ‘NY0001.  FICA Status – Review the default and update the FICA status as required. Select the Salary Plan tab. The following fields default:

15.

 Salary Administration Plan  Grade  Grade Entry Date Select the Compensation tab. The following fields default, update if applicable:     

16. 17. 18.

Rate Code - Defaults to NAHRLY Sequence – Defaults with 0 COMP Rate - Verify Compensation Rate and change if applicable Currency – Defaults to USD Frequency – Defaults to H(Hourly)

Note: If any changes are made, click the Calculate Compensation button. Click the Save button. Note: Use the Notify process to send information to interested parties if appropriate. End of procedure.

31

HCM Payroll

Quick Reference Guide

CUNY Work Study – Agency Location College Work Study Coordinators will maintain the off-campus agency work assignments for Work Study employees on this page. For new hires, the Coordinators must first add the employment instance and then add the off-campus agency location on the CUNY Work Study page. If the employee transfers from one agency to another agency or from an off-campus agency to on-campus, the Coordinator must first update the job data page and then update the Agency Location page. Transfers to or from off-campus agencies must occur at the beginning of the payroll period in order to ensure proper agency billing. If an agency cannot be found through the search process, call OSFA for assistance or file a ticket with your help desk.

Step # 1. 2.

Procedure Step Details Navigate to: Workforce Administration > Job Information > CUNY Work Study On the Search page, input one or more of the following parameters to select the correct employee:    

EMPLID Empl Rcd Nbr Last Name Name

4.

Click the Search Button Search Result section: Select the correct employee record by clicking on hyperlink. On the Agency Location Page

5.

 Header Section:  Employee Name - defaults with First and Last Name.  Organizational Relationship  ID  Empl Rcd #  Business Unit  Department  Job Code  HR Status  Payroll Status Employee Agency Information:

3.

   

Effective Date- or accept the default of today’s date Status Agency Address

Contact defaults from Provider table 6.

This completes the CUNY Work Study Information Business Process

32

HCM Payroll

Quick Reference Guide

CUNY Work Study – Federal Award Summary College Work Study Coordinators may review Federal Award Work Study Award and Payment information on the Federal Award Summary page. This page provide the current Work Study award, remaining award amount, remaining work hours, excess payments and last payment information. Step # 1. 2.

Procedure Step Details Navigate to: Workforce Administration > Job Information > CUNY Work Study On the Search page, input one or more of the following parameters to select the correct employee    

EMPLID Empl Rcd Nbr Last Name Name

4.

Click the Search Button Search Result section: Select the correct employee record by clicking on hyperlink. Federal Award Summary Tab, Header Section:

5.

 Employee Name - defaults with First and Last Name.  Organizational Relationship  ID  Empl Rcd #  Business Unit  Department  Job Code  HR Status  Payroll Status Input Financial Aid Year and click the Calculate Button.

6.

This completes the CUNY Work Study Information Business Process

3.

33

HCM Payroll

Quick Reference Guide

Multiple Job Summary This page allows the user to view a summary of all jobs and changes in job status for people that have more than one employment record. For the Work Study Coordinator to view the job records, the work study employee must have (or had) a work study job at their college. Step # 1. 2.

Procedure Step Details Navigate to: Workforce Administration > Job Information > Review Job Information > Multiple Jobs Summary On the Search page, input one or more of the following parameters to select the correct employee:

3.

 EMPLID  Name  Last Name  Second Name  Middle Name Click the Search button.

4.

Note: Select the correct employee record. The Multiple Job page will display. On the Multiple Jobs page, Header Section, validate the following:

5.

 Employee Name - defaults with First and Last Name.  Person ID = Employee ID On the Multiple Jobs section, validate the As of Date. Note: The record count on the right side of the dark blue bar. This shows the number of rows (records) that exist in Job Data for this employee.

6.

7.

8.

Advance through the records and notate the dates. Find the row that has the date prior to the date for the row you want to enter. In the Job Information section, validate the following:  Employee tab – display the employee’s job information effective As of Date  Empl Rcd #  Pay Status  Job Indicator  Effective Date  Sequence On the Position Data tab the following information will display the employee’s position information effective on the As of Date:  Empl Rcd #  Position  Company  Department  Location On the Job Information tab the following information will display the employee’s job information effective on the As of Date: 

Empl Rcd #

34

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details    

9.

Business Unit Job Title Standard Hours Work Period

End of procedure.

35

HCM Payroll

Quick Reference Guide

Workforce Job Summary This summary allows the user to view an employee’s job history. Step # 1. 2.

Procedure Step Details Navigate to: Workforce Administration > Job Information > Review Job Information > Workforce Summary On the Search page, input one or more of the following parameters to select the correct employee:

3.

 EMPLID  Empl Rcd Nbr  Name  Last Name  Second Name  Middle Name  Organizational Relationship Click the Search button.

4.

Note: Select the correct employee record. The Header Section will display the following:

5.

6.

 Employee Name - Defaults with First and Last Name.  Organizational Relationship  ID On the Job Information page note the record count on the right side of the dark blue bar. This shows the number of rows (records) that exist in Job Data for this employee. Note: Advance through the records and notate the dates. Find the row that has the date prior to the date for the row you want to enter On the General tab the following employee’s job information is displayed:      

7.

Organizational Relationship Empl Rcd # Effective Date Sequence Action Action Reason

Note: To go to specific job record, Click the Job Data hyperlink under Go To Job and the system will bring up the applicable job record. On the Job Information tab the following employee’s job information is displayed:       

Organizational Relationship Empl Rcd # Effective Date Sequence Job Code Employee Type Employee Status

36

HCM Payroll Step #

8.

9.

10.

11.

Quick Reference Guide Procedure Step Details  Full/Part Time  Regular/Temp  Standard Hours  Work Period Work Location tab - display the employee’s work location information  Organizational Relationship  Empl Rcd #  Effective Date  Sequence  Position  Company  Department  Location  Reports To Salary Plan tab - display the employee’s salary plan information  Organizational Relationship  Empl Rcd #  Effective Date  Sequence  Salary Plan  Grade  Step  Pay Group  Frequency Compensation tab - display the employee’s compensation information  Organizational Relationship  Empl Rcd #  Effective Date  Sequence  Annual Rate  Monthly Rate  Daily Rate  Hourly Rate  Currency  Change Percent  Components – click the Components hyperlink tab to view the employee’s specific components on his/her job record This completes the Procedure

37

HCM Payroll

Quick Reference Guide

Federal Work Study Employee Report The Federal Work Study Employee Report provides details on the Work Study job, supervisor, award, remaining award amount and hours and last payment information. This report will only display results for student with an accepted Work Study award and a Work Study job for a specific award year. The report will be produced in both excel and PDF formats. The excel version is intended for Financial Aid use. The PDF version is intended to be for distribution to people outside of Financial Aid. The report provides data for payments made within the Financial Aid Year selected. Retro-payments made in the Financial Aid Year following the Financial Aid year selected are not included in this report. You must run a query to capture those payments or view the employees payroll balances or paycheck information to identify the retro-payment. Only CUNY personnel with the proper security access will be permitted to run processes. Step # 1.

Procedure Step Details

2.

Navigation: CUNY>Human Capital Management> HCM Reports>Federal Work Study Empl Report Displays the specific Run Control Id for chosen report.

3.

If a Run Control ID does not exist, then Add per the following steps. Click the Add New Value tab and Input Run Control ID - new value and enter the Add key.

4.

Run Controls IDs are unique for each user. Or, for an existing Run Control ID, Input Run Control ID

5. 6.

Or to find an existing value, Click the Search button Choose the hyperlink previously saved Run Control ID. Displays all the Run Control IDs based on the User ID or search criteria. Select appropriate Run Control ID by clicking Run Control ID hyperlink.

7.

Run Control ID from ID selected

8.

Report Manager Link

9.

Process Monitor Link Report Request Parameters Input Financial Aid Year Input one or more of the following:     

10. 11.

Business Unit Department Company Empl Id Supervisor ID

Click the Save button. Saves the Run Control values for future use. Click the RUN button. Launches the Process Scheduler to run the report.

38

HCM Payroll

Quick Reference Guide

Step # 12.

13.

Procedure Step Details Process Scheduler Request page: Header Section:Following fields are defaulted  User ID  Run Control ID  Server Name  Run Date  Recurrence  Run Time  Time Zone  Reset to Current Date/Time button Process Scheduler Request Page Process List Section: Following fields are defaulted:  Select – Make sure this checkbox is checked to run the report.

14.



Description – Work Study Award Report



Process Name – CU_R911A



Process Type – PSJob



Type - None



Format - None

Distribution Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is. Distribution Detail Process Name: Process Type: Folder Name:     

15.

Email with Log Email Web Report Email Subject Message Text Email Address List

Distribute To:  ID Type  Distribution ID Click the OK button. Returns you to the Process Scheduler Request page.

39

HCM Payroll Step # 16.

Quick Reference Guide Procedure Step Details To run actual report, click the OK button on the Process Scheduler Request page. This action launches the server to run the report and return you to the Run Control Page.

17.

18. 19. 20. 21.

22.

23.

24.

25. 26.

Notice the Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status. Process Monitor Tab - (Optional) Process List Section: Following fields are defaulted and not to be updated.  Select Instance Seq.  Process Type  Process Name - Report Short Name  User  Run Date/Time  Run Status  Distribution Status  Details Review your request and Click the Refresh button until: your Run Status is Success and Distribution Status - Posted. To view the more detail click the Details hyperlink. To save the detail, click the Save button. To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page. Note: For the Notification see the Notification Process. Click the Report Manager hyperlink at the top of the Run Control page for the shortcut to the Report Manager. Report Manager Administration tab View Reports For Section: The following fields are available to be used as search criteria:  User ID – defaults  Status  Type  Folder  Last  Instance  To Report List Section: Following fields display for each reports:  Select  Report ID  PRCS Instance  Description  Request Date/Time  Format  Status  Details Click the Refresh button till status - Posted. Click the Report description to view the report.

40

HCM Payroll Step # 27. 28.

29.

30.

31.

32. 33.

Quick Reference Guide Procedure Step Details To see the more detail about the report, Click the Details hyper link. It will display Report Detail page. Report Section: Following fields are defaulted:  Report ID  Process Instance  Name  Process Type  Run Status Distribution Detail: Following fields are defaulted:  Distribution Node  Expiration Date File List Section:  Name - it will display log file, PDF file and out file as hyperlink. Click the filename hyperlink. It will display report in new window  File size(bytes)  Date Time Created Distribution Section:  Distribution Id Type - default to user  Distribution Ld - user name. Click the OK button. End of Federal Work Study Employee Report.

41

HCM Payroll

Quick Reference Guide

Work Study Exception Report The Work Study Exception Report audits whether the Job Data page and the Agency Location page are in sync for certain fields. The report expects that an employee who works off-campus will have an offcampus job code, will be assigned to the Financial Aid Office on the Job Data page and will have an active off-campus agency listed on the location page. The audit also assumes that the off-campus agency used on the Agency Location page is active on the Provider Vendor table. If this data alignment does not hold true, the Work Study employee and associated data will appear in the audit report. Only CUNY personnel with the proper security access will be permitted to run processes. Step # 1. 2. 3.

4.

5. 6. 7. 8. 9. 10.

11.

Procedure Step Details Navigation: CUNY>Human Capital Management> HCM Reports>Work Study Exception Report Displays the specific Run Control Id for chosen report. If a Run Control ID does not exist, then Add per the following steps. Click the Add New Value tab and Input Run Control ID - new value and enter the Add key. Run Controls IDs are unique for each user. Or, for an existing Run Control ID, Input Run Control ID Or to find an existing value, Click the Search button Choose the hyperlink previously saved Run Control ID. Displays all the Run Control IDs based on the User ID or search criteria. Select appropriate Run Control ID by clicking Run Control ID hyperlink. Run Control ID from ID selected Report Manager Link Process Monitor Link Click the RUN button. Launches the Process Scheduler to run the report. Process Scheduler Request page Header Section: Following fields are defaulted  User ID  Run Control ID  Server Name  Run Date  Recurrence  Run Time  Time Zone  Reset to Current Date/Time button Process Scheduler Request Page Process List Section: Following fields are defaulted:

42

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details      

12.

Distribution Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is. Distribution Detail Process Name: Process Type: Folder Name:     

13. 14. 15.

Select – Make sure this checkbox is checked to run the report. Description – Work Study Exception Report Process Name – CU_M944_REP Process Type – Application Engine Type - Web Format - XLS

Email with Log Email Web Report Email Subject Message Text Email Address List

Distribute To:  ID Type  Distribution ID Click the OK button. Returns you to the Process Scheduler Request page. To run actual report, click the OK button on the Process Scheduler Request page. This action launches the server to run the report and return you to the Run Control Page. Notice the Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status.

16.

Process Monitor Tab - (Optional)

17.

Process List Section: Following fields are defaulted and not to be updated.  Select Instance Seq.  Process Type  Process Name - Report Short Name  User  Run Date/Time  Run Status  Distribution Status  Details Review your request and Click the Refresh button until: your Run Status is Success and distribution status - Posted. To view the more detail click the Details hyperlink. To save the detail, click the Save button.

18. 19. 20.

43

HCM Payroll Step # 21.

22.

Quick Reference Guide Procedure Step Details To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page. Note: For the Notification see the Notification Process. Click the Report Manager hyperlink at the top of the Run Control page for the shortcut to the Report Manager.

Report Manager Administration tab 23.

24.

25. 26. 27. 28.

29.

30.

View Reports For Section: The following fields are available to be used as search criteria: User ID – defaults Status Type Folder Last Instance To Report List Section: Following fields display for the report:  Select  Report ID  PRCS Instance  Description – Work Study Exception Report  Request Date/Time  Format  Status  Details Click the Refresh button till status - Posted. Click the Report description to view the report. To see the more detail about the report, Click the Details hyper link. It will display Report Detail page. Report Section: Following fields are defaulted:  Report ID  Process Instance  Name  Process Type  Run Status Distribution Detail: Following fields are defaulted:  Distribution Node  Expiration Date File List Section:  Name - it will display log file, PDF file and out file as hyperlink. Click the filename.PDF hyperlink. It will display report in new window  File size(bytes)

44

HCM Payroll Step #

31.

32. 33.

Quick Reference Guide Procedure Step Details  Date Time Created Distribution Section:  Distribution Id Type - default to user  Distribution Ld - user name. Click the OK button. End of Work Study Employee Report.

45

HCM Payroll

Quick Reference Guide

Run CUNY Work Study Query This process outlines the steps to run CUNY Work Study queries. The following queries are available: NYS Exempt Eligibility Query, Off-Campus Agency Listing, Work Study Multiple Jobs Query, Rapid Time Entry Query, Work Study Employment Audit and Work Study Off-Campus Salary Expense Query. Step #

Procedure Step Details

2.

Navigation : Reporting Tools > Query > Query Viewer > Various Processes and Reports Click Advanced Search link

3.

Input one or more of the following:

1.

  

4.

Query Name Description Query Type = Type

Click Excel Link CU_R1021_NYS_EXMPT_ELIG_QRY  

Business Unit Term

Click View Results 5.

CU_R1022_OFFCAMPUS_AGY_QRY CU_R1024_MULTIPLE_WS_JOBS CU_R1025_RAPID_TIME_ENTRY_QRY 

Business Unit

Click View Results 6.

CU_R1026_WS_EMPLMNT_AUDIT_QRY  

7.

Unit Term

Click View Results CU_R1027_WS_SAL_EXPNSE_QRY_V 

Check Date

Click View Results

46

HCM Payroll

Quick Reference Guide

Maintain Employee Payroll Data Employee’s Update Payroll Options will be updated by the CUNY Work Study Payroll Coordinators or University Work Study Payroll Coordinator to facilitate Payroll Processing. The employee may elect to have their paper check mailed to their home or to their college for pick-up. The College Work Study Payroll Coordinator will update an employee’s Payroll Options if the Primary Pay group value does not match what is on the employee’s primary work-study job. The University Work Study Payroll Coordinator will review and correct Update Payroll Options as needed. The Office of the University Controller will mail Work Study checks to the employee’s Home Address as this value will be the default or have the checks available for pick-up by the College.

Step #

Procedure Step Details

5. 6.

Navigate to Payroll for North America > Employee Pay Data USA > Update Payroll Options Displays Update Payroll Options page with different search options. On the Search page, input one or more of the following parameters to select the correct employee :  EMPLID  Company  Name  Last Name Click the Search Button Search Result will be displayed on the same page with one or multiple employees. Select the correct employee record by clicking on the EMPLID hyperlink. Payroll Options Page will be displayed with default tab Payroll Options 1. Header Section:

7.

 Employee Name defaults with First and Last name.  Employee ID - defaults from Payroll Option Search page.  Company - defaults from job record. Paycheck Delivery Option Section:

1. 2. 3.

4.

8.

 Company Distribution – system values default.  Postal Service Distribution Mail Option Section: Select any one option from the list below:   

9. 10.

Home Address - this radio button selected by default. Mailing Address - Radio button. Check Address – Radio button - can be defined using Update Check Address hyperlink. Click the Payroll Options 2 tab. Displays header page same as Payroll Option 1 tab. Primary PayGroup - defaults from employee primary job record when an employee has multiple jobs. Update as appropriate.

47

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details

11.

Paycheck Location option: Select any one option from the list below:    

12. 13.

14. 15.

Home Department Location – selected by default. Job Location – Select if you want to sort this employee’s check by location. Other Location - Select if you want to sort this employee’s check by other location.

If you select this option then following fields are needed:  SetID  Location CD  Mail Drop Id - Defaults to ‘Blank’  Paycheck Name - defaults to ‘Blank’. Deduction Taken Section:  Deduction Taken - Defaults to No Override  Deduction Subset Id - Defaults to ‘Blank’. Click the Save button. End of Update Payroll Options Business Process

48

HCM Payroll

Quick Reference Guide

View Work Study Approval – Place a Student in a Work Study Job Use this component to maintain the work study award, job placement and HCM job linkage. Step #

Procedure Step Details

1.

Enter the applicable search criteria

2.

Click the Search button

3.

The Work Study Placement page displays with the following information: Header Section  ID  Aid Year  Institution  Item Type  Award Status  Offered amount  Accepted amount  Disbursed = 0 Secondary Section  Effective Date = Today’s date  Status = defaults to active  Placement Status = Not Placed in Position  Placement Date = Today’s Date  Community Service Indicator = Blank

4.

5.

The following fields are greyed:  Empl Rcd Nbr  Rcd Effective Date  Effective Sequence  Department – Defaults from Empl Rcd  Job Code – Defaults from Empl Rcd Enter the following information:  Effective Date = Hire/Rehire date on HCM Job Record  Placement Status = Placed in Position  Placement Date = Hire/Rehire date on HCM Job Record  Community Service Indicator = Select as appropriate.  Empl Rcd Nbr = Empl Rcd on the Work Study job record in HCM.  Rcd Effective Date = Highest effective date on the HCM job record.  Effective Sequence = Highest Sequence date on the HCM job record. Note: Department and Job codes will display once the above fields are entered. Job Summary Page displays with the following information from the HCM job record:  Action  Action Date  Reason  Payroll Status  Company  Job Entry Date

49

HCM Payroll

Quick Reference Guide        

6. 7. 8. 9.

Regular/Temporary Full/Part Time Standard Hours Comp Rate Comp freq Hourly Rate Step Step Entry Date

Click the Return hyperlink Work Study Placement page displays Validate data Click the Save button End of Procedure

50

HCM Payroll

Quick Reference Guide

View Work Study Approval – Update Work Study Placement Information Use this component to maintain the work study award, job placement and HCM job linkage.

Step #

Procedure Step Details

1.

Enter the applicable search criteria

2.

Click the Search button

3.

The Work Study Placement page displays with the following information: Header Section  ID  Aid Year  Institution  Item Type  Award Status  Offered amount  Accepted amount  Disbursed = 0 Secondary Section  Effective Date  Status  Placement Status  Placement Date  Community Service Indicator The following fields are greyed:

4. 5.

 Empl Rcd Nbr  Rcd Effective Date  Effective Sequence  Department – Defaults from Empl Rcd  Job Code – Defaults from Empl Rcd Insert a new row by click the sign Enter the following information:     

6. 7.

Effective Date = HCM job effective date Placement Status Community Service Indicator Rcd Effective Date Effective Sequence

Department codes, job codes and pay rate will be updated based on the changes on the HCM job record. Click the Student Job Summary hyperlink Job Summary Page displays with the following information from the HCM job record:

51

HCM Payroll

8. 9. 10. 11.

Quick Reference Guide

 Action  Action Date  Reason  Payroll Status  Company  Job Entry Date  Regular/Temporary  Full/Part Time  Standard Hours  Comp Rate  Comp freq  Hourly Rate  Step  Step Entry Date Click the Return hyperlink. Work Study Placement page displays Validate data Click the Save button End of Procedure

52

HCM Payroll

Quick Reference Guide

Chapter 2: Maintain Employee Payroll Data

53

HCM Payroll

Quick Reference Guide

Update Payroll Options Employee’s Update Payroll Options will be updated by the CUNY Work Study Payroll Coordinators or University Work Study Payroll Coordinator to facilitate Payroll Processing. The employee may elect to have their paper check mailed to their home or to their college for pick-up. The College Work Study Payroll Coordinator will update an employee’s Payroll Options if the Primary Pay group value does not match what is on the employee’s primary work-study job. The University Work Study Payroll Coordinator will review and correct Update Payroll Options as needed. The Office of the University Controller will mail Work Study checks to the employee’s Home Address as this value will be the default or have the checks available for pick-up by the College.

Step # 1 2 3

4 5 6

7

8

9 10

Procedure Step Details Navigate to: Payroll for North America > Employee Pay Data USA > Update Payroll Options Displays Update Payroll Options page with different search options. On the Search page, input one or more of the following parameters to select the correct employee :  EMPLID  Company  Name  Last Name Click the Search Button Search Results will be displayed on the same page with one or multiple employees. Select the correct employee record by clicking on the EMPLID hyperlink. Payroll Options Page will be displayed with default tab Payroll Options 1. Header Section:  Employee Name defaults with First and Last name.  Employee ID - defaults from Payroll Option Search page.  Company - defaults from job record. Paycheck Delivery Option Section:  Company Distribution – system values default.  Postal Service Distribution Mail Option Section: Select any one option from the list below:  Home Address - this radio button selected by default.  Mailing Address - Radio button.  Check Address – Radio button - can be defined using Update Check Address hyperlink. Click the Payroll Options 2 tab. Displays header page same as Payroll Option 1 tab. Primary PayGroup - defaults from employee primary job record when an employee has multiple jobs. Update as appropriate.

54

HCM Payroll Step #

Quick Reference Guide Procedure Step Details

11

Paycheck Location option: Select any one option from the list below:  Home Department Location – selected by default.  Job Location – Select if you want to sort this employee’s check by location.  Other Location - Select if you want to sort this employee’s check by other location. If you select this option then following fields are needed:  Input –SetID  Input -Location CD

12

Mail Drop Id - Defaults to ‘Blank’

13

14 15

Paycheck Name - defaults to ‘Blank’. Deduction Taken Section:  Deduction Taken - Defaults to No Override  Deduction Subset Id - Defaults to ‘Blank’. Click the Save button. End of Update Payroll Options Business Process

55

HCM Payroll

Quick Reference Guide

Request Direct Deposit Employee’s Direct Deposit information will be add or updated by the users with the Direct Deposit security role. Work Study employees will be required to make their direct deposit election through student self service. However, on an exception basis, the College Direct Deposit Coordinator may process direct deposit elections. The Direct Deposit Coordinator will add or update an employee’s direct election on an as needed basis. Neither the College Work Study HR nor the College Payroll Coordinator will have access to direct deposit unless they are assigned the Direct Deposit Coordinator role. The University Work Study Payroll Coordinator will review and update Direct Deposit Information as needed. The University will use the Pre-noting functionality which will validate an employee’s bank information with the bank. Due to this Pre-noting process, it may take one to two payroll periods before direct deposit takes effect. Prepaid Scholar Card elections are being stored in CUNYfirst as direct deposit elections. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > Employee Pay Data USA > Request Direct Deposit The Request Direct Deposit page is displayed with different search options. On the Search page, input one or more of the following parameters to select the correct employee:   

4

EMPLID Name Last Name

Click the Search Button. The Search Result section will be displayed in the same page with employee detail. Select the correct employee record by clicking on EMPLID hyperlink.

56

HCM Payroll Step # 5

Quick Reference Guide Procedure Step Details The Direct Deposit Page is displayed with various defaults and input fields. Header Detail Section:  Employee Name - defaults with First and Last Name.  Employee ID - default value. Deposit Information Section:  Effective Date – defaults with current date. Update as appropriate.  Status - Enter either Active or Inactive.  Suppress DDP Advice Print – is unchecked. Distribution Information Section:  Your Bank Information  Country Code – defaults to USA. Bank Id- If Bank Id does not exist, file a CRM ticket International ACH Bank – leave unchecked Prenotification Required – defaults to Checked. Distribution Section:  Account #  Account Type- select from the list of values.  Deposit Type- select from the list of values.  % Net Pay  Priority  Amount The Following fields are updated as this transaction is sent to the bank.  Prenote Date  Prenotification Status: The status is system generated.

6 7

The Following fields default:  This data was last updated by:  Date last update in: Click the Save button. End of the Update Payroll Option Business Process

57

HCM Payroll

Quick Reference Guide

Create Additional Pay Detail An employee’s Additional Pay Data will be added or updated by the CUNY University Payroll Coordinators and will be available for review to the College Work Study Payroll Coordinator. This functionality will be used when the University is reclaiming an overpayment to an employee. For example, an employee was paid $170 when the employee should have been paid $120. The $50 difference will be reclaimed using a negative earnings code. University Work Study Payroll Coordinator will add or update an employee’s Additional Pay Data. Step # 1 2

3

Procedure Step Details Navigate to: Payroll for North America > Employee Pay Data USA > Create Additional Pay On the Search page, input one or more of the following parameters to select the correct employee  EMPLID  Name  Last Name Click the Search Button The Search Results section will be displayed in the same page with employee detail. Select the correct employee record by clicking on EMPLID hyperlink.

58

HCM Payroll

Quick Reference Guide

Step # 4

Procedure Step Details The Additional Pay Page will be displayed with different defaults fields and input fields. Header Section:  Employee Name - defaults with First and Last Name.  Employee ID - defaults with the EMPLID  EMPL RCD # - defaults based on selected Employee.  Additional Pay Section:  Earning Code - Select the appropriate Earning code by clicking on the magnifying glass  Effective Date - defaults with current date. Update if required. Payment Details Section :  Add'l SEQ##  End Date- imput if appropriate. Otherwise leave blank.  Rate Code - enter if appropriate. Otherwise leave blank. Reason - enter reason if appropriate or select from the list of values. Otherwise leave blank. Earnings - Enter value for Earnings. Enter, if appropriate:  Hours  Hourly Rate  Goal Amount Otherwise leave blank. Goal Balance - calculated by the system. Overwrite if appropriate. Sep Chk# -leave blank Following fields default: to Blank:  Disable Direct Deposit  Prorate Additional Pay Mark as appropriate - checked or unchecked. OK to Pay - This must be checked in order to include in payroll.

5

Applies to Pay Period - Select appropriate checkbox. Click the Job Information button to review employee’s job information.  Job Information – non editable fields  Default Job Data – non editable fields  Job Data Override:  Position – does not apply to Work Study employees.  The following field can be updated:  Business Unit  DEPTID  Job Code

59

HCM Payroll Step #

20 21

22 23

Quick Reference Guide Procedure Step Details  Combination Code  GL Pay Type  Add’l Shift Edit Chartfield hyperlink – Use this link to update ChartFields if appropriate. Otherwise leave blank. Click the Tax Information to update or review employee’s Tax information:  State  Tax Periods  Locality  Tax Method  Tax Frequency  Benefit Deductions Taken  Benefit DED Subset ID  General Deductions Taken  General DED Subset ID  Otherwise leave blank. Click the Save button End of Display Additional Pay Business Process

60

HCM Payroll

Quick Reference Guide

Update Employee Tax Data Employee’s Tax Data will be updated by the CUNY Work Study Payroll Coordinators or University Work Study Payroll Coordinator to facilitate to Payroll Processing. CUNYfirst will be configured CUNYfirst to default the employee’s tax withholding to Single zero upon the creation of the job record. The tax panel must be updated with the employee’s election on the W-4, IT2104 and IT-204E The College Work Study Payroll Coordinator will update an employee’s Tax Data. The University Work Study Payroll Coordinator will review Tax Data and update it as needed. The MTA tax election will be maintained by a custom MCMT Tax process. Step # 1 2 3

4

Procedure Step Details Navigate to: Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data Displayed is the Update Employee Tax Data page with different search options. On the Search page, input one or more of the following parameters to select the correct employee:  EMPLID  Company  Name  Last Name Click the Search Button The Search Result section will be displayed on the same page with employee detail. Select the correct employee record by clicking on EMPLID hyperlink.

Federal Tax Data tab

61

HCM Payroll Step # 5

Quick Reference Guide Procedure Step Details The Federal Tax Data page displays various default and input values. Header Detail Section:  Employee Name - defaults with First and Last Name.  Person ID = Employee ID  Company - defaults. Effective Date Section:  Effective Date - This field defaults from the original hire date from employee job data.  This data was last updated by - This display is system generated.  On - This displays the updated date for the current row data. Leave following fields are blank:  Exempt from FUT  Use Total Wage for Multi-State  Always create W2 for NQDC Rptg Special Withholding Tax Status Section:  None - this radio button is set as the default.  Do Not Maintain Taxable Gross and Do Not Withhold Tax  Maintain Taxable Gross  Non-Resident Alien: Tax Treaty/NR Data W-4 Processing Status - select any one of the radio buttons from the below list if applicable:  None  Notification Sent  New W-4 Received Federal Withholding Status Section: Select the one that applies: Tax Marital Status  Single - defaults to Single  Married Withholding Allowance - Defaults to Zero, update if appropriate. Note: Check here and select single status if married but withholding at single rate defaults to ‘Blank’, update if appropriate.

62

HCM Payroll

Quick Reference Guide

Step # 6

Procedure Step Details Flagged for IRS Section:  W4 Flagged for Transmission - default unchecked, update if required. FWT Additional Amount Section: Following fields default to ‘Blank’ - update if require:  Amount  Percentage Lock-In Detail Section: Following fields default to ‘Blank’; update if appropriate:  Letter Received  Limit On Allowances Earned Income Credit Section:  Not applicable - default. Following fields are radio buttons and default to ‘Blank’ - update if required:  Single, or Head of Household  Married without Spouse filing  Married, both spouses filing

7

W-5 Processing Status Section: Following fields default to ‘Blank’, update or select if appropriate:  None  Notification Sent  New W-5 Received Tax Treaty/NR Data Section: Following fields default to ‘Blank’:; update if required:  Date of Entry  Country  Treaty Id  Treaty Exp Date  Form 8233 Recd  8233 in Effect Date  8233 Exp Date  Form W8 Recd  W8 in Effective Date  W8 Exp Date  Form W9 Recd  W9 in Effect Date  Taxpayer ID Number  NRA Withholding Rule Allowance Earning Code Section: Following fields leave ‘Blank’:  Income Code (for 1042-S)  Max Earnings Eligible Per Year  Tax Rate (after form)  Tax Rate (before form

State Tax Data tab

63

HCM Payroll

Quick Reference Guide

Step # 8

9

10

11

12

Procedure Step Details Click the State Tax Data tab. The Header and Effective Date sections are same as Federal Tax Data tab. All employees require a NY state row. Follow steps from 9 to 12. State Information Section:  State:  Resident - This defaults as ‘checked’ for the state on the employee’s home address state.  UI Jurisdiction - defaults to unchecked. Set to ‘checked’  Non-Residency Statement Filed - defaults to ‘Blank’.  Exempt from SUT - defaults to checked.  SDI Status - defaults to Subject. Special Tax Status Section: Select one of the options from the list below:  None - default.  Do Not Maintain Taxable Gross and Do Not Withhold Tax  Maintain Taxable Gross; SWT Zero unless specified in Additional Withholding below  Non-Resident Allen; Fed Rules State Withholding Elements Section:  SWT Marital/Tax Status - defaults to S, update if required.  Description - default  Withholding Allowance - defaults to 0. Following fields default to Blank update if required:  Additional Amount  Additional Percentage  Additional Allowances  PR Retirement Plan - Leave unchecked. Lock-In Details Section: Following fields default to Blank, update as required:  Letter Received  Limit On Allowances

Local Tax Data tab 13

14 15

16

Click the Local Tax Data tab. Header and Effective Date sections default from the Federal Tax Data page. CUNY is only recording local taxes for NY. Make sure all entries made are for State: NY New York. State Section:  State - NY Locality Section:  Locality - Defaults to P0001  Resident – Click checkbox if a resent of New York City.  Other Work Locality - defaults to ‘Blank’ Special Tax Status Section: Select any one from the list below:  None - defaults to on.  Do Not maintain Taxable Gross and Do Not Withholding Tax  Maintain Taxable Gross; LWT Zero specified in ;Additional Withholding below

64

HCM Payroll Step # 17

18

19 20 21

Quick Reference Guide Procedure Step Details Local Withholding Status:  Following fields defaults to ‘Blank’ or Zero, update if required:  LWT Marital/Tax Status  Local Withholding Allowances Local Additional Amount Section: Following field defaults to ‘Blank’, update if required.  Additional Withholding Amount  Percentage If employee has additional local taxes in NY, insert a row in the ‘Locality’ section and repeat Steps 13-19. Click the Save button. Once you click this button the employee tax data record has been saved. End of Update Employee Tax Data Business Process

65

HCM Payroll

Quick Reference Guide

Update Employee Tax Distribution Employee’s Tax Distribution information will be updated by the CUNY Work Study Payroll Coordinators or University Work Study Payroll Coordinator to facilitate Payroll Processing. CUNYfirst will be configured to default employees to the tax distribution as follows: Country: USA ; State: NY, Locality: P0001 - New York City; Distribution %: 100 The College Work Study Payroll Coordinator will update an employee’s Update Tax Distribution information. The University Work Study Payroll Coordinator will review Update Tax Distribution as needed. Step # 1 2 3

4 5

Procedure Step Details Navigate to: Payroll for North America > Employee Pay Data USA > Tax Information > Update Tax Distribution This the Displays Update Tax Distribution page with different search option. On the Search page, input one or more of the following parameters.  EMPLID  EMPL RCD NBR  Name  Last Name  Middle Name Click the Search Button Search Results displays the same page with employee detail. Select the correct employee record by clicking on EMPLID hyperlink. The Employee Tax Distribution Page is displayed with various default fields. Header Detail Section:  Employee Name - defaults with First and Last Name.  Per Org Assignment – defaults to EMP  EMPL ID - defaults from the selection specified on the search page.  EMPL RCD # -defaults from job record. Tax Distribution Section:  Effective Date - defaults from the employee original hire date. Update as required.  Country - defaults to USA.  Insert Pre-filled Tax Location - Leave this field as unchecked.

6 11

State/Localities Section:  State - defaults to NY  Locality - defaults to P0001.  Distribution % - defaults to 100%. Click the Save button. End business process, Update Tax Distribution Process.

66

HCM Payroll

Quick Reference Guide

Chapter 3: WS-Retroactive Payroll

67

HCM Payroll

Quick Reference Guide

Delete a Retro Pay Request This page is used for reviewing and deleting Retro Pay Requests. University Work Study Payroll Operation will delete retroactive pay requests when necessary. Step #

Procedure Step Details

1

Navigate to: Payroll for North America > Retroactive Payroll > Pay > Delete Retro Pay Requests

2

Enter one or more of the following fields: 

EMPLID



EMPL RCD Nbr

  

Retro Pay Request Type Mass Retro Request ID Retro Pay Process Flag

Click on the EmplID hyperlink for your specific record.

Retro Pay Request Delete page 3

4 5 6

Retropay Detail Section: 

Delete – Check this box to delete this Employee’s Retro Pay Request.



SEQ# - defaults



Effdt - defaults



RTP - defaults



Check this box if this is a duplicate Retro Pay Request.



Proc. Flag



Mass ID



Int



Type – defaults



Description - defaults

Click the Save button to save the values for future use. Use the search functionality at the bottom of the page to update additional records. End of Delete Retro Pay Requests Business Process

68

HCM Payroll

Quick Reference Guide

Calculate Retroactive Pay This process will initiate a process to calculate retroactive pay requests. University Work Study Payroll Operation will calculate retroactive pay requests. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > Retroactive Payroll > Pay > Calculate Retroactive Pay It will display Retroactive Pay Calculation search option. If the user has a run control id, input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Calculation Page 4

Header Section: Following fields default:  Run Control ID

5

On-Line Process Section:  Job  Add’l Pay Run On-Line Process Section  Pay-All or  EMPLID Mass Process Section:  Mass

6

7

8

9 10

Run Mass Process Section:  All Or  Mass Retro Request ID Click the Save button to save the values for future use. Click the Run button.

Process Scheduler Request Page 11

12 13

Verify that the:  Checkbox: is checked  Description: Retroactive Pay Calculations  Process Name: PSPRPEXT  Process Type: COBOL SQL  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. When the process returns a status of  Success or  Posted review for any retroactive processing errors by following these additional steps.

Review Retro Pay Messages

69

HCM Payroll Step # 14

15

16

17

18

19 20 21 22 23

Quick Reference Guide Procedure Step Details To review the error navigate to: Payroll for North America > Retroactive Payroll > Change Status/Review Info > Retro Pay Messages To see the error message, input one or more of the following parameters Or click the Search button.  Retro Pay Sequence Number  Company  Pay Group  Pay Period End Date  Off Cycle  Page #  Line #  Separate Check #  Message ID  Message Data  Message Data  Message Data It will display all the records based on search criteria. If multiple records exist then Click the appropriate record hyperlink. If no payroll error messages search result will be empty. Following fields default:  EmplID  EMPL RCD#  Company  Pay Group  Retro Pay SEQ #  Pay End Date  Separate Check #  Line #  Page #  Off Cycle Detail Section  Message ID  Description  Message Data If more than one error exists on same employee use the scroll arrows in the upper right hand corner to click to the error messages. Click the Return to Search button to review additional messages. Use the Notify process to notify the individual(s) that need to make the corrections. Rerun the Calc process until all errors are corrected. This process completes the Calculation of Retroactive Pay Process.

70

HCM Payroll

Quick Reference Guide

Update Retro Pay Calculation Results After running the Retroactive Pay Calculation process, review the calculated requests of each employee and delete requests, as necessary, from further processing. Check the results of the Retroactive Pay Calculation process, and override the amount. University Work Study Payroll Operation will update retroactive pay processing. Step # 1 2 3

Procedure Step Details Navigate: to Payroll for North America > Retroactive Payroll > Pay > Update Retro Pay Calc Results This Displays the Retroactive Pay Calculation search page. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Calculation Results 4

Header Section: Following fields default:  EmplID:  Empl Rcd Nbr:  Retro Pay Eff Date:  Status:  Mass Rqst ID:  Retro Pay Seq#:  Duplicate Flag:  Company:  Pay End Date:  Exceptions:  Pay Group:  Earns Begin Date:  Off Cycle:  Earns End Date:  OK to Pay:  Earns Code:  Rate Code:  Earns Hours:  Earns Type:  Rate Type:  Old Earns Amount:  New Earns Amount:  Old Hourly Rate:  New Hourly Rate:  Old Rate Used:  New Rate Used:  Retro Pay Amount:  Amount Override- input

5 6 7

Click the Save button to save the values for future use. Use the search functionality at the bottom of the page to update additional records. End of Update Retro Pay Calc Results Business Process

71

HCM Payroll

Quick Reference Guide

Load Retro Pay to Paysheet This process will initiate a process to load retroactive pay amounts to the Paysheet . University Work Study Payroll Operations will load retroactive pay amounts to the paysheet. Step # 1 2 3

Procedure Step Details Navigate to:Payroll for North America > Retroactive Payroll > Pay > Load Retro Pay to Paysheet Displays the Retro Pay Paysheet Load page with search option. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Paysheet Load

5

On-Cycle or Off-Cycle Run Section:  Run Control ID: is displayed  Process Terminated Employees – check this box as appropriate. On-Cycle or Off-Cycle Run Section:

6 7

Run Control ID: is displayed From the drop down list choose On or Off Cycle Or Off-Cycle Run Section: If your pay cycle is off-cycle only, then input one or more of the following parameters:  Company  Pay Group  Pay End Date Process Click the Save button. Click the Run button.

4

Process Scheduler Request page 8

9 10 11 12

Verify that the: Checkbox: is checked  Description: Retroactive Pay Load Paysheets  Process Name: PSSPRPPSH  Process Type: COBOL SQL  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run Payroll Process business process to monitor this process. Use the Notify process if required. This completes the Load Retro Pay to Paysheet Business Process.

72

HCM Payroll

Quick Reference Guide

Retro Pay Request Summary Report This report lists retroactive pay information from the Retro Pay Request table. Step #

Procedure Step Details

1

Navigation : Payroll for North America > Retroactive Payroll > Reports> Retroactive Pay Reports >Retro Pay Request Summary

2 3

Displays Retro Pay Request Summary Run Control page. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Request Summary Rpt Run Control page 4

The page displays a new page with following information These fields default in the Header Section:  Run Control ID: defaults

5

Report Request Parameters Section:  Job Request  Additional Pay Request  Mass Request  All Requests Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

6 7

Process Scheduler Request page 8

9 10 11

Process List Section  Checkbox: Make sure this box is checked.  Description - Retro Pay Request Summary Report  Process Name - Pay300RT  Process Type - SQR Report  *Type – Web, email, printer, etc *Format – PDF, CSV, etc.  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. End of the Retro Pay Summary Report Business Process.

73

HCM Payroll

Quick Reference Guide

Retro Pay Calculations Report This report provides a detailed listing of the retroactive pay calculation, sorted by employee and by earnings type. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > Retroactive Payroll > Reports> Retroactive Pay Reports > Retro Pay Calculations Displays Retro Pay Request Summary Run Control page. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Calculations Report Run Control page 4

The page displays a new page with following information: These fields default in the Header Section:  Run Control ID: defaults  Language: defaults to English  Mass Request Parameters Section:  Mass Request  Mass Retro Request ID:  On-Line Request Parameters Section:  Job Request  Additional Pay Request

5 6

Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 7

8 9 10

Process List Section  Checkbox: Make sure this box is checked.  Description - Retro Pay Detail Report  Process Name - Pay301RT  Process Type - SQR Report  *Type – Web, email, printer, etc *Format – PDF, CSV, etc.  Distribution Click the OK button. Use the ‘Report’ process to monitor and retrieve the report. End of the Retro Pay Calculations Report Business Process.

74

HCM Payroll

Quick Reference Guide

Retro Pay Terminations Report This report lists all terminated employees for whom the system has calculated retro pay. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > Retroactive Payroll > Reports > Retroactive Pay Reports > Retro Pay Terminations Displays Retro Pay Termination Report Search page. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Terminations Report Run Control page 4

5 6 7

The page displays a new page with following information: These fields default in the Header Section:  Run Control ID  Language: Defaults to English Report Request Parameters Section:  Terminated Employees – check this box. Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 8

9 10 11

Process List Section  Checkbox: Make sure this box is checked.  Description - Retro Pay Term Empl Prcs Report  Process Name - Pay303RT  Process Type - SQR Report  *Type – Web, email, printer, etc *Format – PDF, CSV, etc.  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. End of the Retro Pay Terminations Report Business Process.

75

HCM Payroll

Quick Reference Guide

Retro Pay Calculation Summary Report This report creates a summary of each retro pay request type, with a grand total of both request types. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > Retroactive Payroll > Reports> Retroactive Pay Reports > Retro Pay Calc Summary Displays Retro Pay Calc Summary Search page. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Retro Pay Calc Summary Report Run Control page 4

The page displays a new page with following information: These fields default in the Header Section:  Run Control ID  Language: Defaults to English

5

Mass Request Parameters Section:  Mass Request  Mass Retro Request ID or On-Line Request Parameters Section:  Job Request  Additional Pay Request Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

6 7

Process Scheduler Request page 8

9 10 11

Process List Section  Checkbox: Make sure this box is checked.  Description - Retro Pay Summary Report  Process Name - Pay302RT  Process Type - SQR Report  Type – Web, email, printer, etc  Format – PDF, CSV, etc.  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. End of the Retro Pay Calc Summary Report Business Process.

76

HCM Payroll

Quick Reference Guide

Chapter 4: Create Paysheets

77

HCM Payroll

Quick Reference Guide

Perform PreSheet Audit The Work Study Payroll Process begins with running the PreSheet Audit Report. Once this report is reviewed and any errors are resolved, Paysheet are created. The University Work Study Payroll Operations will Run the Presheet Audit Report and distribute to the audit items to the College Payroll and Work Study Coordinators for review. All errors should be corrected by the College before running the ‘Create Paysheets’ process. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Presheet Audit Report Displays Presheet Audit Report page with Find an Existing Value default tab. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Presheet Audit Report Run Control page 4

5

6 7 8

9 10 11

The page displays a new page with following information: These fields default in the Header Section:  Run Control ID  Language Report Request Parameters Section Select one of the following options:  Full Report?  Run ID Report? - (if selected)  Input Pay Run ID Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page. Process Scheduler Request page Process List Section  Checkbox: Make sure this box is checked.  Description - Paysheet Audit  Process Name - Pay034  Process Type - SQR Report  Type – Choose the output type  Format – Choose the Format type  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. End of the Presheet Audit business process.

78

HCM Payroll

Quick Reference Guide

Paysheet Creation The Paysheet contain the data required to calculate Work Study employees pay for each pay period. The system scans all employees and selects the employees scheduled to be paid for the specified pay period. The University Work Study Payroll Operations will run the Create Paysheets process. The Create Paysheets process must be run before hours are loaded by the ‘Load PaySheet Transactions’ process for hours on the Rapid Entry Paysheets page or the Paysheet Upload excel spreadsheet. All Earnings related information will be categorized under “Other Earnings.” Step # 1

2 3

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Create Paysheets Displayed is the Paysheet Creation page with search detail. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Paysheet Creation page. 4

Enter Process Request Parameters :

5 6

Input Pay Run ID or Search for a specified Pay Run ID and tab out. Click the Save button to save the values for future use. Click the Run button in the upper right hand corner

The Process Scheduler Request page 7

8 9 10

Process List Section  Checkbox: Make sure this box is checked.  Description - Create Paysheet  Process Name - PSPPYBLD  Process Type – COBOL SQL  Type – (None)  Format – (None)  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create Paysheet business process.

79

HCM Payroll

Quick Reference Guide

CUNY Paysheet Upload Interface This process has the ability to load hours worked for workstudy (WS) students into CUNYfirst for calculation of pay. This process uses one universal inbound flat file interface layout which can be populated from a spreadsheet or by the NEXGEN timekeeping system (to be deployed at BMCC and Hunter) or any other third party timekeeping system. Step # 1

2 3

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Create and Load Paysheets > CUNY Paysheet Upload Interface Displayed is the Paysheet Creation page with search detail. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

CUNY Paysheet Upload Interface page 4

Enter Process Request Parameters : Business Unit/ College

5 6

Note: If applicable, check the Load All Files Checkbox Click the Save button to save the values for future use. Click the Run button in the upper right hand corner

The Process Scheduler Request page 7

8 9 10

Process List Section  Checkbox: Make sure this box is checked.  Description - CUNY Paysheet Upload Interface  Process Name - CU_PAY_AE  Process Type – Application Engine  Type – (None)  Format – (None)  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the CUNY Paysheet Upload Interface’ Process.

80

HCM Payroll

Quick Reference Guide

Rapid Paysheet Entry – For Work Study Hours Create rapid entry Paysheet for payroll period and enter employee hours and amounts. Two templates will be setup for resident and non-resident employees. College Work Study Coordinators will enter hours on the rapid entry paysheet template based on specific earnings codes. Users have the option to enter hours for late timesheets on the Rapid Paysheet Entry page by adding a row, and adding the specific earnings begin and end dates for the employee. To the extent possible, pay rate changes and transfers between on and off campus jobs should occur at the beginning of a payroll period. In the event that such changes do not occur at the beginning of a payroll period, the College Work Study Coordinator will need to create two rows with specific earnings begin and end dates for the affected payroll period. Colleges have the option to use Rapid Paysheet Entry or the Spreadsheet Upload. Step # 1

2 3

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Create Rapid Entry Paysheets Displayed is the Create Rapid Entry Paysheets page. Click on the Add a New Value tab.  Template Type: Hours  Template ID: - Enter the appropriate Template ID.  Pay Run ID: - Enter the Pay Run ID that you are entering time for.  Off Cycle? - Check this box if this is for an Off Cycle check. Click the Add button.

Rapid Entry Paysheet Creation 4

5

Header Section: Following fields default from the search page:  Template Type  Pay Run ID  Template ID  Off Cycle Input the following items:   

6

Earnings Begin Date Earnings End Date If needed: Input Group ID - to retrieve group click the Get Group button.

Exception Hours Section (input the following):  EMPLID  EMPL RCD#  Name  WSE  WOT  WAJ  Sep Chk#  Gross-Up Click the Total button. Validate on Save - default checked.

81

HCM Payroll

Quick Reference Guide

Step # 7 8 9

10

Procedure Step Details When a row is completed for a WS Employee, click the (+) icon at the end of the row to add additional employees. Repeat Steps’ 6 and 7 for each WS Employee with hours until all have been entered. If there are employees that have hours from a previous payperiod, insert a new row by clicking the + key next to the Earnings Begin Date and Earnings End Date fields. Go back to Step 5 to repeat the steps. Use the Get Group button if appropriate; otherwise enter the correct emplid and the relevant hours to be paid. Be sure to click the Save button often to save your work.

Validation Results tab 11

12

13 14 15 16

Header Section: Following fields are default:  Template Type  Pay Run ID  Template ID  Off Cycle Following Fields default:  Earnings Begin Date  Earnings End Date  EMPLID  EMPL RCD#  Earn Code  Message Make corrections as required by the various error messages, if any. Repeat until all errors are cleared. Be sure to click the Save button often to save your work. This completes the Rapid Paysheet Entry Business Process.

82

HCM Payroll

Quick Reference Guide

Load Paysheet Transactions Load data into Paysheets from rapid entry Paysheets. Step # 1 2 3

Procedure Step Details Navigate to: Set Up HRMS > Common Definitions > ChartField Configuration > Load Paysheet Transactions Displayed is Load Paysheet Transactions Table search option. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Load Paysheet Transactions Run Control page 4

5

6

7 8

Header Section: Following fields are default from search page.  Run Control ID Process Request Parameter(s) - On-Cycle or Off-Cycle Run Input the Pay Run ID or select from the list of values. Input On or Off Cycle OR If pay cycle is Off-cycle then  Input Company  Input Pay Group  Input Pay End Date  Input Emplid  Input Process Page Calculate Options Section:  Input Paysheet Upload Source  Input Process Option  Separate Pay Run  OK to Pay Click the Save button to save the details. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request page 9

10 11

Verify that the:  Check box: is checked  Description: Load Paysheet Transactions  Process Name: PYLOAD  Process Type: PSJob  Type: (None)  Format: (None)  Distribution hyperlink Use the Run A Process instructions to monitor the process and results. End of Load Paysheet Transactions Business Process.

83

HCM Payroll

Quick Reference Guide

Create a Single Paysheet Create a Singe Paysheet using the Update Paysheets using the Add functionality. This is used to create an online check, pay a terminated employee or to record a manual check for a Work Study employee. The University Work Study Payroll Operations will perform the Update Paysheet Process. The ‘Create a Single Paysheet’ process may be used if the College did not enter hours for an employee before the ‘Load Paysheet Transaction’ process was run. This process is for last minute entry of hours before the Payroll Confirmation Process has been run. To use this process, College will have to make a request to the University Work Study Payroll Coordinator. All Earnings related information will be under “Other Earnings.” Step # 1

2 3 4

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Update Paysheets > By Paysheet Displays By Paysheet Search Page with different search options. Click the Add tab Input one or more of the following parameters:  Company  Pay Group  Pay Period End Date  Off Cycle  Page # Click the Add button

Paysheet tab 5

6

Paysheet tab - Header Section : Following fields default:  Company  Pay Group  Pay Period End Date  Page Paysheet Detail Section:  Line – defaults to ‘1.’  Input EMPLID  Input EMPL RCD  Ben REC# - defaults to ‘0.’  Name - defaults from EMPID  Manual Check – Check this box to record the values from a manual check that was created.  Transaction Message - variable field  Check # - the check number that was issued if recording a manual check.  Check Date: date of manual checks.  Total Gross  Net Pay Paysheet tab - Earning Section: Check appropriate checkbox:  Ok to Pay  Override Hourly Rate

84

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details  

No Direct Deposit Gross Up

Input the following:  REG RT CD  REG Hrs  OT TRC CD  OT Hrs  Hourly Rate  Regular Salary

7

8 9

Following fields default:  Earnings Begin/End Date  State  Locality Optional: click the Additional Data hyperlink. Displays new page as Additional Data, enter following information:  Business Unit  Department  Job Code  Position  GL Pay Type  b  Tax Periods  ANNL Tax PRDS  Pay Frequency  Tax Method  FICA Status Click the OK button. Paysheet tab - Other Earnings:  code  SEQ#  Rate code  Hour  Rate  Amount

One-Time Deductions tab One-Time Garnishment tab 10

One-Time Taxes Tab – Header Section: Following fields default:  Company  Pay Group  Pay Period End Date  Page Paysheet Details:  Line  EMPLID  EMPL Recd

85

HCM Payroll

Quick Reference Guide

Step #

11

Procedure Step Details  Ben RCD  Name One-Time Taxes Tab – Taxes Section: The following fields default:  

OK to Pay Additional Taxes

One-Time Tax Data Override Section: Click the (+) to add a new record and enter following fields :  Federal  State  Locality  Tax Class  One-Time Code  One-Time Amount

Pages Balances tab 12 13 14

Click the Save button to save the record. Click the Return to Search button to add or update additional paysheets. The ends the Add a Single Paysheet Business Process.

86

HCM Payroll

Quick Reference Guide

Update Paysheet by Payline Before running the Pay Calculation process, you can make pay-related adjustments for the current pay period. You can view only one Payline (employee) at a time on the Payline page. The University Work Study Payroll Coordinators will update the Payline information. If changes are needed to hours worked, College Work Study Coordinators will need to send an e-mail to the University Payroll Coordinators to request the change. All Earnings related information will be under “Other Earnings.” Step # 1 2 3

4 5 6 7 8

9

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Update Paysheets > By Payline By Paysheet Search Page is displayed with different search options. Input one or more of the following parameters:  Company  Pay Group  Pay Period End Date  Off Cycle  Page #  Line #  EMPLID  Job Pay Data Change - select appropriate value from the list of values.  Partial Pay Period  Name Click the Search button. A list of existing records is displayed based on search criteria. Select appropriate record by clicking on the Company hyperlink. Different tabs with the default Payline tab are displayed. Payline tab - Header Section : Following fields default:  Company  Pay Group  Pay Period End Date  Page  Line - defaults  EMPLID  Name  Line  EMPL RCD#  Ben REC#  Transaction Message  Check #  Check Date  Total Gross  Net Pay Payline tab – Payline Detail Section: To view existing Payline: Check appropriate checkbox from the following:  OK to Pay

87

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details          

10

11

12 13

14

Job Pay Override Hourly Rate No Direct Deposit Gross Up REG Rt Cd REG Hrs OT TRC Cd OT Hrs Hourly Rate Regular Salary

Following fields default:  Earnings Begin/End Date  Shift  State  Locality Click the Additional Data hyperlink. A new page, Additional Data, is displayed with the following default information:  Business Unit  Department  Job Code  Position  GL Pay Type  Combo Code  Tax Periods  Annl Tax Prds  Pay Frequency  Tax Method  FICA Status Payline tab - Other Earnings:  Code  SEQ#  Hour  Rate  Amount Click the Save button. Payline tab – Payline Detail Section: To add new Payline: Click the (+) sign and input appropriate detail: Select appropriate checkbox from the following: Override the date fields if appropriate:  Input Earnings Begin/End Date  Repeat Step’ 9-12. One-Time Taxes Tab –Header section:  Company  EMPLID  EMPL RCD#  Transaction Message

88

HCM Payroll Step #

15

16 17

Quick Reference Guide Procedure Step Details  Pay Group  Name  Ben RCD#  Pay Period End Date  Page  Line One-Time Taxes Tab – Payline Details Section: Following fields default:  Ok to Pay  Additional Taxes One-Time Tax Data Override Section: Enter following fields as appropriate:  State  Locality  Tax Class  One-Time Code  One-Time Amount Click the Save button. The Paysheet by Payline information is successfully updated and saved.

89

HCM Payroll

Quick Reference Guide

Chapter 5: On Cycle – Produce Payroll

90

HCM Payroll

Quick Reference Guide

On-Cycle Pre-calculation Audit Report The Pre-Calculation Audit report is an optional report that you should run before pay calculation to identify records that could cause errors during pay calculation. The Pre-Calculation Audit report verifies the integrity of your Paysheet entries. The University Work Study Payroll Operations will Run the Precalculation Audit Report and distribute to the proper College Payroll Coordinator for review. This report verifies the integrity employee and payroll data. All errors should be corrected before running the ‘Final Calculation’ process. Step # 1

2

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Precalculation Audit Report If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID.

3

4 5

Click the appropriate Run Control ID hyperlink. Displays new page with following information: Following fields defaults in Header Section:  Run Control ID  Language Report Request Parameters Section: Pay Run ID - Choose Pay Run ID for Pay Period you want to calculate Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 6

7 8 9

Verify that the:  Checkbox: is checked  Description: Precalc Audit  Process Name: PAY035  Process Type: SQR Report Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Precalculation Audit Report Business Process.

91

HCM Payroll

Quick Reference Guide

On-Cycle Pay Calculation During the pay calculation, the system determines earnings, deductions, taxes, gross pay and net pay for all employees with pay earnings in a Payline marked OK to Pay. The University Work Study Payroll Operations will Run the Calculate Pay Process. A Preliminary Calculation is required before running the Final Calculation process. A Preliminary Calculation can be run multiple times until University Work Study Payroll Operations feels confident that payroll data is correct. The Final Calculation process should be run when all errors are corrected. After the Final Calculation Process, users can navigate to the “Review Paycheck” process to see a preview of employee paychecks. If there are errors, users have the opportunity to make corrections, then run the Preliminary and Final Calculation again before moving forward to the next step. Also, users can run the Payroll Register report to see a preview of pay details for employees. Note: All Off-Cycle payments must be calculated and confirmed before calculating and confirming oncycle payments. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Calculate Pay The Calculate Pay page is displayed. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Calculate Pay Run Control page 4

5

Process Request Parameter(s) - On-Cycle Input On Cycle or select from the list of values. Process Request Parameter(s) – Calculation Options Section: For Final Calculation, make sure that the: Preliminary Calculation Run- defaults with this checked. Make sure this is unchecked for the Final calc.

6 7 8 9

Select either of the following for intermediate Pay Calc runs:  Only Calculate Where Needed  (Re) Calculate All Checks – click this button for the Final Calc.  Transfer Calc Errors – Not being used. Click the Save button to save the detail if required. Click the Run button

Process Scheduler Request page Verify that the:  Checkbox: is checked  Description: Calculate Pay  Process Name: PSSPPYRUN  Process Type: COBOL SQL

92

HCM Payroll Step #

10 11 12

13 14

Quick Reference Guide Procedure Step Details  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Payroll Process to monitor this processes progress. Use the Review Error Messages to insure that all paysheets calculated. Repeat steps until the process is ready to be run in the Final Calculation status. The Preliminary Calculation flag must be off to run this process in the Final Calculation mode. End of On-Cycle Pay Calculation Business Process. This completes the Pay Calculation – Preliminary to Final Calc Business Process

93

HCM Payroll

Quick Reference Guide

Resolve Payroll Processing Errors PeopleSoft provides a menu item for reviewing and resolving payroll processing errors. The errors can be viewed online or a report can be generated. University Work Study Payroll Operations will have access to Review Payroll Processing Errors. This page should be reviewed after the Create Paysheet, Preliminary Calculation, Final Calculation and Confirmation processes. All errors must be corrected before proceeding to the next process. Step # 1 2

3

4

Procedure Step Details To review the error navigate to: Payroll for North America > Payroll Processing USA > Review Payroll Error Messages Input one or more parameters from the following list or just click the Search button.  Company  Pay Group  Pay Period End Date  Off Cycle?  Page#  Line #  Pay Run ID  Process Instance If no criteria are entered, all error messages for all companies will display. An existing record is displayed based on the search criteria. All records for the search criteria are displayed. Multiple records may exist for previous Pay Run ID if no one has resolved them. Click the appropriate record hyperlink. Note: If there are no payroll error messages, the search result will be empty. The Payroll Error Messages page with detail information about the error message displays the following fields:  Company  Pay Group  Pay Period End  Process Instance  Off Cycle  Page #  Line#  Pay Run ID  Process Instance

Payroll Error Message 5 6

7

Data from the previous step defaults to top of the page. The employee’s name, ID and EMPL RCD also default from the Paysheet. Message Section:  Separate Check #  Message ID  Description  Message Date Before moving to the next Search record, make sure all lines for the current employee are viewed.

94

HCM Payroll 8

9 10 11 12

Quick Reference Guide Click the View All hyperlink on the dark blue Message bar to display all the messages for a specific employee. If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages. Click the Return to Search button to the search page. If multiple errors for that specific Pay run ID then Click the Next in List button. Click the Previous in List button to see the previous record in the list. This completes the Payroll Processing Errors Business Process.

95

HCM Payroll

Quick Reference Guide

Work Study Excess Award This process identifies any student being paid whose total payments to date (including the current cycle) exceed the total financial aid year work study award for the same financial aid year and the excess amount split off the excess amount to different earnings codes so it is not identified as federal work study. During payroll processing the system must identify any student being paid whose total payments to date (including the current cycle) exceed the total financial aid year work study award for the same financial aid year. The excess amount must be split off to different earnings codes so it is not identified as federal work study. This process may not consume the full award because of rounding rules of .25 of an hour. Step # 1. 2.

Procedure Step Details Navigation to: Payroll for North America > Payroll Processing USA > Produce Payroll > Work Study Excess Award If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

3. 4.

Work Study Excess Award Control Page Process Request Parameters On-Cycle Run  Input Pay Run ID OR Off-Cycle Pay Calendar  Company  Pay Group  Pay End Date  Process Page:___ Thru: ___

5. 6. 7. 8.

9. 10.

Payroll Cycle. Please select appropriate radio button  On-Cycle  Off-Cycle  Both Click the Save button to save the detail if required. Click the Run button

Process Scheduler Request page Verify that the:  Checkbox: is checked  Description: Split Out Hours  Process Name: CU_SPLIT_HRS  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Process to monitor this process’s progress.

96

HCM Payroll 11. 12.

Quick Reference Guide End of the Work Study Excess Award Business Process. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

13. 14.

Work Study Excess Award Control Page Process Request Parameters On-Cycle Run  Input Pay Run ID OR Off-Cycle Pay Calendar  Company  Pay Group  Pay End Date  Process Page:___ Thru: ___ Payroll Cycle. Please select appropriate radio button  On-Cycle  Off-Cycle  Both

97

HCM Payroll

Quick Reference Guide

On-Cycle Pre-Confirm Audit Report Preconfirm Audit report which provides a detailed listing (by company, calendar year, pay group, month code, pay end date, and employee ID) of information that might cause problems during the Pay Confirmation process. Running this report will help in identifying and fixing any issues that might cause problems during pay confirmation process The University Work Study Payroll Operations will Run the Preconfirm Audit Report and distribute to the College Payroll Coordinators for review. This report verifies the integrity employee and payroll data. All errors should be corrected before running the ‘Confirmation’ process. Step # 1 2

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Pre-confirm Audit Report If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Preconfirm Audit Run Control page 3

The Preconfirm Run Control page displays the following information: Header Section defaults:  Run Control ID  Language Report Request Parameters Section:  Pay Run ID - Displays the selected Run Control Id.

4 5

Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

6 7

Process Scheduler Request page

8 9

Verify that the:  Checkbox: is checked  Description: Pre-Confirm Paysheet Audit  Process Name: PAY036  Process Type: SQR Report  Type: Web, email, printer, etc  Format: PDF, CSV, etc.  Distribution hyperlink Use the Run a Report process to monitor and retrieve the report. This completes the Pre-Confirm Audit Report Business Process.

98

HCM Payroll

Quick Reference Guide

On-Cycle Confirm Pay Process The Pay Confirmation process is run after verifying that the Pay Calculation is correct and run in the Final Calculation mode. Running the Pay Confirmation process indicates that all the payroll related information is reviewed and approved for the specific pay run and the system is ready to produce paychecks. The University Work Study Payroll Operations will Run the Confirm Pay Process. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Confirm Pay The Confirm Pay page is displayed. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Pay Confirmation page 4 5

6 7

The Pay Confirmation Run Control page is displayed. Process Request Parameters On-Cycle or Off-Cycle Run: Use only the On-Cycle. Input Pay Run ID and Choose On-Cycle Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request page 8

9 10

Verify that the:  Checkbox: is checked  Description: Calculate Pay  Process Name: PAYCONF  Process Type: PSJob  Type: (None)  Format: (None)  Distribution hyperlink Use the Run a Payroll Process to monitor this processes progress. End of On-Cycle Pay Confirm Business Process.

99

HCM Payroll

Quick Reference Guide

Review Paycheck After running the pay confirmation, view the results of paycheck earnings, deductions, and taxes using the Review Paycheck pages. The University Work Study Payroll Operations/Coordinators have access to Review paycheck details including earnings dates, hours, taxes, gross pay and net pay. This view contains the full direct deposit account number. #Step 1.

2. 3.

4.

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck The Review Paycheck search page is displayed with these search criteria: Input one or more of the following parameters  Company  Pay Group  Pay Period End Date  Off Cycle?  Page #  Line #  Separate Check #  Paycheck Number  EMPLID  Name Click the Search button. Record values are displayed based on search criteria. Select appropriate record by clicking Company hyperlink.

Paycheck Earnings tab 5.

Paycheck Earnings Tab – Header Section:

6.

Following fields default:  EMPLID  Company  Name  Pay Group  Pay Period End  Page  Line  Separate Check Paycheck Earnings Tab –Paycheck Information Section: The following fields default:  Paycheck status  Issue Date  Paycheck Option  Paycheck Number  Off Cycle  Reprint

100

HCM Payroll #Step

7.

8.

9.

10.

11.

12.

Quick Reference Guide Procedure Step Details  Adjustment  Corrected  Cashed Paycheck Earnings Tab –Paycheck Totals Section:  Earnings  Taxes  Deductions  Net Pay Paycheck Earnings Tab – Earnings Section: Following details default:  Begin Date  End Date  Add’l Line  Reason  Employment Record Number  Benefit Record Number  Rate Used  State  Shift  Locality  Shift Rate Click the Additional Data hyperlink for employee specific data.  Business Unit  Department  Job Code  Position  GL Pay Type  Combo Code- Click on Edit Chartfields hyperlink.  Tax Periods  ANNL Tax PRDS  Pay Frequency  Tax Method  FICA Status Paycheck Earnings Tab – Earnings –Salaried Section: Following details default:  Hours  Rate  Earnings Paycheck Summary Tab – Earnings –Hourly Section: Following details default:  Hours  Rate  Earnings  Rate Code Paycheck Earnings Tab – Earnings -Overtime Section: Following details default:

101

HCM Payroll

Quick Reference Guide

#Step

13.

14.

15.

Procedure Step Details  Hours  Rate  Earnings  Rate Code Paycheck Earnings Tab – Other Earnings Section: Displays following default values:  Code  Description  Rate Used  Hours  Rate  Amount Select Other Earnings Details 2 tab. This tab displays following fields :  Code  Description  Add to Gross Pay  Tax Method  Rate Code Paycheck Earnings Tab – Special Accumulators Section: Following fields default:  Code  Description  Hours  Earnings  EMPL RCD#

Paycheck Taxes tab 16.

17.

Paycheck Taxes Tab – Taxes Section. The following fields default.  Tax Entity  State  Resident  Locality  Locality Name  Tax Class  Taxable Gross  Tax Amount Paycheck Taxes Tab – 1042 Taxes Section: Following fields default:  State  Country  Tax Rate  Taxable Gross  Tax Amount  Income Code  Income Type  Withholding Allowance

102

HCM Payroll

Quick Reference Guide

#Step

Procedure Step Details

Paycheck Deductions tab 18.

19.

20.

Paycheck Deductions Tab – Deduction Section: The following default detail.  Deduction Code  Description  Class  Amount  Calculated Base Note: Work Study is not using Garnishment at this time Paycheck Deduction – Net Pay Distribution Section:  Check/Advice Number  Account Type  Bank ID  Account Number  Amount End of Review Paycheck Business Process.

103

HCM Payroll

Quick Reference Guide

Review Self Service Paycheck After running the pay confirmation, view the results of paycheck earnings, deductions, and taxes using the Review Paycheck pages. The University Work Study Payroll Operations/Coordinators have access to the Review Employee Self Service Paycheck details including earnings dates, hours, taxes, gross pay and net pay. This view allows the user to see exactly what the employee is seeing on line through employee self service. Step # 1 2 3

4 5 6

7

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck The Review Paycheck search page is displayed with these search criteria: Input one or more of the following parameters:  Company  Pay Group  Pay Period End Date  Off Cycle?  Page #  Line #  Separate Check #  Paycheck Number  EMPLID  Name Click the Search button. Record values are displayed based on search criteria. Select appropriate record by clicking Company hyperlink. Paycheck Earnings tab Paycheck Earnings Tab – Header Section: Following fields default:  EMPLID  Company  Name  Pay Group  Pay Period End  Page  Line  Separate Check Paycheck Earnings Tab –Paycheck Information Section: The following fields default:  Paycheck status  Issue Date  Paycheck Option  Paycheck Number  Off Cycle  Reprint  Adjustment  Corrected  Cashed

104

HCM Payroll

Quick Reference Guide

Step # 8

9

10

Procedure Step Details Paycheck Earnings Tab –Paycheck Totals Section:  Earnings  Taxes  Deductions  Net Pay Paycheck Earnings Tab – Earnings Section: Following details default:  Begin Date  End Date  Add’l Line  Reason  Employment Record Number  Benefit Record Number  Rate Used  State  Shift  Locality  Shift Rate Click the Additional Data hyperlink for employee specific data Input one or more of the following:

11

 Business Unit  Department  Job Code  Position  GL Pay Type  Combo Code  Tax Periods  ANNL Tax PRDS  Pay Frequency  Tax Method  FICA Status Paycheck Earnings Tab – Earnings –Salaried Section:

12

Following details default:  Hours  Rate  Earnings Paycheck Summary Tab – Earnings –Hourly Section:

13

Following details default:  Hours  Rate  Earnings  Rate Code Paycheck Earnings Tab – Earnings -Overtime Section: Following details default:  Hours

105

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details

14

 Rate  Earnings  Rate Code Paycheck Earnings Tab – Other Earnings Section:

15

Displays following default values:  Code  Description  Rate Used  Hours  Rate  Amount Select Other Earnings Details 2 tab.

16

This tab displays following fields :  Code  Description  Add to Gross Pay  Tax Method  Rate Code Paycheck Earnings Tab – Special Accumulators Section: Following fields default:  Code  Description  Hours  Earnings  EMPL RCD#

Paycheck Taxes tab 17

Paycheck Taxes Tab – Taxes Section.

18

The following fields default.  Tax Entity  State  Resident  Locality  Locality Name  Tax Class  Taxable Gross  Tax Amount Paycheck Taxes Tab – 1042 Taxes Section: Following fields default:  State  Country  Tax Rate  Taxable Gross  Tax Amount  Income Code  Income Type

106

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details 

Withholding Allowance

Paycheck Deductions tab 19

Paycheck Deductions Tab – Deduction Section:

20 21

The following default detail.  Deduction Code  Description  Class  Amount  Calculated Base Note: Work Study is not using Garnishment at this time Paycheck Deduction – Net Pay Distribution Section:  Check/Advice Number  Account Type  Bank ID  Account Number  Amount End of Review Paycheck Business Process.

22

107

HCM Payroll

Quick Reference Guide

Review Paycheck Summary After running the pay confirmation, view the results of paycheck earnings, deductions, and taxes using the Review Paycheck Summary page. Review paycheck earnings, taxes, and deductions on a single summary page.. This view contains a partial direct deposit account number. Step# 1.

2. 3.

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck Summary The Review Paycheck Summary search page is displayed with these search criteria: Input one or more of the following parameters:          

4.

Company Pay Group Pay Period End Date Off Cycle? Page # Line # Separate Check # Paycheck Number EMPLID Name

Click the Search button. Record values are displayed based on search criteria. Select appropriate record by clicking Company hyperlink.

Paycheck Summary tab 5.

6.

Summary Information – Header Section: Following fields default:  EMPLID  Name  Company  Pay Group  Pay Period End  Page  Line  Separate Check Paycheck Information Section: The following fields default:  Paycheck status  Issue Date  Paycheck Option  Paycheck Number  Off Cycle  Reprint  Adjustment  Corrected  Cashed

108

HCM Payroll

Quick Reference Guide

Step# 7.

Procedure Step Details Paycheck Totals Section:    

Earnings Taxes Deductions Net Pay

8.

Paycheck Earnings Section

9.

Paycheck Earnings Section: Following details default:  Begin Date  End Date  Add’l Line  Reason  Employment Record Number  Benefit Record Number  Rate Used  State  Shift  Locality  Shift Rate Click the Additional Data hyperlink for employee specific data.  Business Unit  Department  Job Code  Position  GL Pay Type  Combo Code- Click on Edit Chartfields hyperlink.  Tax Periods  ANNL Tax PRDS  Pay Frequency  Tax Method  FICA Status Earnings –Salaried Section: Following details default:  Hours  Rate  Earnings Earnings –Hourly Section: Following details default:  Hours  Rate  Earnings  Rate Code Earnings - Overtime Section: Following details default:  Hours  Rate  Earnings  Rate Code Other Earnings Section:

10.

11.

12.

13.

14.

109

HCM Payroll Step#

Quick Reference Guide Procedure Step Details Displays following default values:  Code  Description  Rate Used  Hours  Rate  Amount

15. 16.

Paycheck Deductions Section Paycheck Taxes Section

17.

Paycheck Taxes Tab – Taxes Section. The following fields default.  Tax Entity  State  Resident  Locality  Locality Name  Tax Class  Taxable Gross  Tax Amount Paycheck 1042 Taxes Section: Following fields default:  State  Country  Tax Rate  Taxable Gross  Tax Amount  Income Code  Income Type  Withholding Allowance Paycheck Deductions Tab – Deduction Section: The following default detail.  Deduction Code  Description  Class  Amount  Calculated Base NOTE: Work Study is not using Garnishment at this time Paycheck Deduction – Net Pay Distribution Section:  Check/Advice Number  Account Type  Bank ID  Account Number  Amount End of Review Paycheck Summary Business Process.

18.

19.

20. 21.

22.

110

HCM Payroll

Quick Reference Guide

Payroll Register The Payroll Register report provides payment details by employees for earnings, deductions, taxes based on a pay cycle. University Work Study Payroll Operations and the University Payroll Coordinator may run the delivered Payroll Register report. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Register Displays the Payroll Register Search Option page. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Payroll Register Run Control page 4

Header section: Displays the following fields with default value.  Run control ID

5

Process Request Parameter(s)

6

7 8

On-Cycle Run: Enter current Pay Run ID Or Off-Cycle Pay Calendar Payroll Cycle  On Cycle  Off Cycle  Both Click the Save button to save the detail. Click the Run button.

Process Scheduler Request page 9

10 11 12

Verify that the:  Checkbox: is checked  Description: Payroll Register  Process Name: PAY004  Process Type: SQR Report  Type: Web, email, printer, etc  Format: PDF, CSV, etc.  Distribution hyperlink Use the Run a Report process to monitor and retrieve the report. Click the OK button. End of the Payroll Register Report Business Process.

111

HCM Payroll

Quick Reference Guide

Create Direct Deposit File Create a direct deposit file for a particular pay run. University Work Study Payroll Operations will run the process to create the Direct Deposit Transmit File. The output of the file will be placed on the server and pushed to a Tumbleweed folder. The University Work Study Payroll Operations may review the file before transmitting it to the bank. Step # 1 2

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA>Create Direct Deposit>Create Direct Deposit File If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Direct Deposit Create File Run Control page. 3

4

5

6

7 8

Displays new page with following information: Following fields defaults in Header Section:  Run Control ID Process Request Parameters Section: Pay Run ID: Choose Pay Run ID for Pay Period you want to calculate Or Input:  Company  Pay Group  Pay Period End Date Processing Options:  Prenote Date  Text (20 Characters)  Create Separate Files for IAT  Exclude Debit Offset Records File Header Company Section:  Bank ID  Company Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 9

10 11 12

Verify that the:  Checkbox: is checked  Description: Create Direct Deposit Transmit  Process Name: DDP001  Process Type: SQR Report  Type – Choose the output type  Format - Choose the output type  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Create the Direct Deposit File Business Process.

112

HCM Payroll

Quick Reference Guide

Create Positive Pay File Create a positive pay file for a particular pay run. University Work Study Payroll Operations will run the process to create the Positive Pay File. The output of the file will be placed on the server and pushed to a Tumbleweed folder. The University Work Study Payroll Operations may review the file before transmitting it to the bank. Step # 1. 2.

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA > Produce Payroll > CUNY Work Study Payroll > Positive Pay Interface If the user has a run control id, Input Run Control ID> Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Positive Pay Outbound Run Control page. 3.

4. 5.

Displays new page with following information: Following fields defaults in Header Section: Run Control ID Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 6.

Select the appropriate process:   

   

Checkbox: is checked Description: Pre-Run Positive Pay Process Name: PREPOSPY Process Type: SQR Report Type – Choose the output type Format - Choose the output type Distribution

OR 

Checkbox: is checked Description: Final-Run Positive Pay Process Name: FINPOSPY  Process Type: SQR Report  Type – Choose the output type  Format - Choose the output type  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the ‘Positive Pay Outbound’ Business Process.  

7. 8. 9.

113

HCM Payroll

Quick Reference Guide

Print Paychecks This process will create Paycheck PDF file and uses XML format. University Work Study Payroll Operations will have access to print Paychecks. Paychecks will be mailed to the Work Study employee’s home address. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Produce Checks > Print Checks Displays Print Paycheck page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Check Print Run Control page 4

5

6

7

8 9

Header section: Displays the following fields with default values:  Run Control ID  Report Request Parameters(s)  On-Cycle Run If pay cycle is on-cycle then input Pay Run ID> Report Request Parameters(s) – Payroll Cycle. Please select appropriate radio button  On Cycle  Off Cycle  Both Report Request Parameters(s) – Off Cycle.  Company  Pay Group  Pay End Date  Process Page Check/Advice Numbers:  Starting Number  Ending Numbe  Message Click the Save button to save the detail. Click the Run button.

Process Scheduler Request page 10

11

Process List Section  Checkbox: Make sure this box is checked.  Description - Pay Check Print-US  Process Name - Pay003  Process Type - SQR Report  Type – Web, email, printer, etc  Format – PDF, CSV, etc.  Distribution Click the OK button.

114

HCM Payroll Step # 12 13

Quick Reference Guide Procedure Step Details Use the Run a Report process to monitor and retrieve the report. End of the Print Check(s) Business Process.

115

HCM Payroll

Quick Reference Guide

Reprint Checks This process will create Paycheck PDF file. Reprinted / re-issued checks will be mailed to the Work Study employee’s home address. The Work Study Coordinator will instruct the employee to update his/her home address if needed Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Produce Checks > Reprint Checks Displays Reprint Paychecks page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Reprint Checks Run Control page 4

Header section: Displays the following fields with default values: Run Control ID Process Request Parameters(s)  Form ID>  Form Alignment Count

5 6

Reprint Range:  Input First Check #  Last Check # in Reprint Range  Paycheck Issue Date Click the Save button to save the detail. Click the Run button.

Process Scheduler Request page 7

8 9 10

Process List Section  Checkbox: Make sure this box is checked.  Description - Check Reprint  Process Name - PSPRPRNT  Process Type – COBOL SQR  Type – Web, email, printer, etc  Format – PDF, CSV, etc.  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. End of the Check Reprint Business Process.

116

HCM Payroll

Quick Reference Guide

Create Paychecks PDF This process will create Paycheck PDF file. University Work Study Payroll Operations create Paycheck PDF file. Step # 1 2 3

Procedure Step Details Navigate: Payroll for North America > Payroll Processing USA > Produce Checks > Create Paycheck PDF Displays the Create Paychecks PDF page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create Check PDF page 4 5

Header section: Displays the Run control ID as the default. Report Request Parameters(s) – On-Cycle Run Display following fields: If pay cycle is On-cycle then Input Pay Run ID OR If pay cycle is Off-cycle then  Company  Pay Group  Pay End Date  Page #  Process Page

6

7

8

9

9 10

Report Request Parameter(s) – Payroll Cycle. Please select appropriate radio button  On-Cycle  Off-Cycle  Both Report Request Parameter(s) – Self Service Availability Override: Input Days From Check Date Process Request Parameters(s) – Check/Advice Numbers:  Starting Number  Ending Number Process Request Parameters(s) Section:  Batch Size  Message Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 11

Process List Section:

117

HCM Payroll Step #

11 12 13

Quick Reference Guide Procedure Step Details  Checkbox: Make sure this box is checked.  Description - Print US Checks  Process Name - PYCHKUSA  Process Type - PSJob  Type – (None)  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create Paychecks PDF Business Process.

118

HCM Payroll

Quick Reference Guide

Create Direct Deposit Advice PDF Create U.S.direct deposit advice forms in PDF for printing and self-service viewing using the Print US Direct Deposit Advice PSJob process (PYDDAUSA). University Work Study Payroll Operations create Direct Deposit Advice PDF file. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Create Direct Deposits > Create Advice PDF Forms Displays the Create Advice PDF page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create Advice PDF page 5 6

Header section: Displays the Run control ID as the default. Report Request Parameters(s) – On-Cycle Run Display following fields: If pay cycle is On-cycle then Input Pay Run ID OR

7

8 9

10

11 12

If pay cycle is Off-cycle then input:  Company  Pay Group  Pay End Date  Page #  Process Page Report Request Parameter(s) – Payroll Cycle. Please select appropriate radio button  On-Cycle  Off-Cycle  Both Report Request Parameter(s) – Self Service Availability Override: Input Days From Check Date Process Request Parameters(s) – Check/Advice Numbers (if applicable):  Starting Number  Ending Number Process Request Parameters(s) Section:  Batch Size  Message Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 13

Process List Section  Checkbox: Make sure this box is checked.  Description - Print US Direct Deposit Advice

119

HCM Payroll Step #

14 15 16

Quick Reference Guide Procedure Step Details  Process Name - PYDDAUSA  Process Type - PSJob  Type – (None)  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create Direct Deposit PDF Business Process.

120

HCM Payroll

Quick Reference Guide

Run Pay Period Reports Run Pay Period Reports is the business process of running various payroll reports after the pay confirmation process has been complete. Listed below are the reports that are available to review payroll information in CUNYfirst:       

Payroll Summary Other Earnings Register Deduction Register Check Register Report Advice Register Report Direct Deposit Register Prenotification Report

Only CUNY personnel with the proper security access will be permitted to run processes. Step # 1 2

3 4

5 6

7 8 9 10 11 12

13

Procedure Step Details Navigation: Any Report in the Menu or Custom Report. Displays the specific Run Control Id for chosen report. If a Run Control ID does not exist, then Add per the following steps. Click the Add New Value tab, Input Run Control ID - new value and enter the Add key. Run Controls IDs are unique for each user. Or, for an existing Run Control ID, Input Run Control ID Or to find an existing value, Click the Search button Choose the hyperlink previously saved Run Control ID. Displays all the Run Control IDs based on the User ID or search criteria. Select appropriate Run Control ID by clicking Run Control ID hyperlink. Run Control ID- default Input Various Values Report Manager Link Process Monitor Link Click the Save button. Saves the Run Control values for future use. Click the RUN button. Launches the Process Scheduler to run the report. Process Scheduler Request page Header Section: Following fields are defaulted  User ID  Run Control ID  Server Name  Run Date  Recurrence  Run Time  Time Zone  Reset to Current Date/Time button Process Scheduler Request Page Process List Section: Following fields are defaulted:  Select – Make sure this checkbox is checked to run the report.

121

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details      

14

15 16

17

Description - The description of the Report(s) you have chosen. Process Name – Displays the name of the program Process Type – Displays the technology that the report was written in Type - Web, email, Printer, file, window Format Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected.  Distribution  Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is. Distribution Detail Process Name: Process Type: Folder Name:  Email with Log  Email Web Report  Email Subject  Message Text  Email Address List Distribute To:  ID Type  Distribution ID Click the OK button. Returns you to the Process Scheduler Request page. To run actual report, click the OK button on the Process Scheduler Request page. This action launches the server to run the report and return you to the Run Control Page. Notice the Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status.

Process Monitor Tab - (Optional) 18

19 20 21 22 23

Process List Section: Following fields are defaulted and not to be updated.  Select Instance Seq.  Process Type  Process Name - Report Short Name  User  Run Date/Time  Run Status  Distribution Status  Details Review your request and Click the Refresh button until your Run Status is Success and distribution status - Posted. To view the more detail click the Details hyperlink. To save the detail, click the Save button. To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page. Note: For the Notification see the Notification Process.

122

HCM Payroll Step # 24

Quick Reference Guide Procedure Step Details Click the Report Manager hyperlink at the top of the Run Control page for the shortcut to the Report Manager.

Report Manager Administration tab 25

26

27 28 29 30

31

32

33

34 35

View Reports For Section: The following fields are available to be used as search criteria:  User ID – defaults  Status  Type  Folder  Last  Instance  To Report List Section: Following fields display for each reports:  Select  Report ID  PRCS Instance  Description  Request Date/Time  Format  Status  Details Click the Refresh button till status - Posted. To see the more detail about the report, Click the Details hyper link. It will display Report Detail page. Report Section: Following fields are defaulted:  Report ID  Process Instance  Name  Process Type  Run Status Distribution Detail: Following fields are defaulted:  Distribution Node  Expiration Date File List Section: Name - it will display log file, PDF file and out file as hyperlink. Click the filename.PDF hyperlink. It will display report in new window  File size(bytes)  Date Time Created Distribution Section:  Distribution Id Type - default to user  Distribution Ld - user name. Click the OK button. To Use the Notification functionality at the bottom of the Process Monitor page, see the Notification process.

123

HCM Payroll

Quick Reference Guide

Chapter 6: Off Cycle Payroll Processing

124

HCM Payroll

Quick Reference Guide

Reverse – Adjust Paychecks Initiate a process to reverse or adjust an individual’s paychecks University Work Study Payroll Operation will initiate the process to reverse or adjust individual paychecks. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Reverse/Adjust Paychecks Displays the Reverse/Adjust Paycheck page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID.

Click the appropriate Run Control ID hyperlink.

Paycheck Reversal/Adjustment Run Control parameters page 4 5

6

Header Section: Displays the Run Control ID as the default. Process Request Parameter(s): Input following parameters  Company  Pay Group  Pay Period End Date Process Request Parameter(s) – Selection Criteria:  Paycheck Number  Paycheck Issue Dat  EmplID OR

7

8

9

Alternate Selection Criteria: Input following parameters:  Pay Group  Pay Period End Date  Off Cycle  Page#  Line#  Separate Check# Process Request Parameter(s) Section: Select appropriate radio button.  Reversal  Reversal/Adjustment  Delete Reversal/Adjustment Process Request Parameter(s) - Accounting Period Option: Select appropriate radio button specified below.  Original  Current  Specified - If this option is selected then enter fiscal year for the specific accounting period you want to process. Click the Save button to save Run Control ID values for future use.

125

HCM Payroll Step # 10

Quick Reference Guide Procedure Step Details Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 11

Process List Section  Checkbox: Make sure this box is checked.  Description - Reversal Processing  Process Name - PSPPYREV  Process Type – COBOL SQL  Type – (None)  Format – (None)  Distribution

12 13 14 15

Click the OK button. Use the Run A Process instructions to monitor the process and results. This completes the Reversal/Adjustment Business Process. Click the OK button.

126

HCM Payroll

Quick Reference Guide

Create Online Check This process will initiate a process to create an online check. The University Work Study Payroll Operations group will initiate a process to create an online check. The Online Check represents a check on-demand. If a check is lost, the check can be reversed and an Online Check can be generated to replace the check.

Step # 1 2 3

4

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Create Online Checks > Create Online Check Displays Create Online Check page with search options. Input one or more of the following parameters:  Pay Period End Date  EMPLID  EMPL RCD Nbr And click the Search key. Displays employee detail.

Online Check Paysheet page 5

6

Header Section:  Company - Defaults  Pay Group  Pay Period End Date  Page  Line  EMPLID - Defaults from search  Name  EMPL RCD - Defaults  Check Date  Check #  Transaction Message - Defaults Online Check Request Section  Ok to Pay  Override Hourly Rate  No Direct Deposit  Gross Up  REG RT Cd  REG Hrs  OT RT Cd  Hourly Rate  REG Salary  Earnings Begin/End Dates  State  Locality  Benefit Deductions Taken  Ben DED Subset  General Deductions Taken GENL DED Subset

127

HCM Payroll

7 8 9

10 11 12 13 14 15

Quick Reference Guide  Click the Additional Data hyperlink for additional detail.  Click the One-Time Deductions hyperlink and enter appropriate data  Click the One-Time Taxes hyperlink and enter appropriate detail.  Click the One-Time Garnishment hyperlink and enter appropriate detail. Click the Save and Calculate button to save the data and calculate the check payment information. Click the Return to Search button to add other employee records for checks. Other Earnings Sections: Input following parameters  Code  SEQ##  Rate Code  Hours  Rate  Amount To calculate this check, click the Calculate and Save button. Click the Confirm and Print button, just after the header, to produce the check. Or, click the Delete button to delete this check. Or, click the Change Data button to add additional information. Clicking the Confirm and Print launches the Print a Payroll Check process. See the Print a Payroll Check business process for full details. This completes the Create Online Check Business Process.

128

HCM Payroll

Quick Reference Guide

Create a single Paysheet for Off-Cycle Processing Create a Single Paysheet using the Update Paysheets using the Add functionality. This is used to create an online check or pay an employee that was terminated over 30 days. The University Payroll Operations Support will perform the Update Paysheet Process. Step # 1 2 3 4

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Update Paysheets > By Paysheet Displays By Paysheet Search Page with different search options. Click the Add tab Input one or more of the following parameters:  Company  Pay Group  Pay Period End Date  Off Cycle  Page #> Click the ‘Add button

Paysheet tab 5

Paysheet tab - Header Section : Following fields default:  Company  Pay Group  Pay Period End Date  Page Paysheet Detail Section:  Line – defaults to ‘1.’  EMPLID - input  EMPL RCD - input  Ben REC# - defaults to ‘0.’  Name - defaults from EMPID  Manual Check – Leave Blank

6

The following fields are grayed because this is not a manual check:  Transaction Message  Check #  Check Date  Total Gross  Net Pay Paysheet tab - Earning Section:  Check appropriate checkbox:  Ok to Pay  Override Hourly Rate  No Direct Deposit  Gross Up 

REG RT CD- input

129

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details     

7 8

9 10

REG Hrs - input OT TRC CD - input OT Hrs - input Hourly Rate - input Regular Salary - input

Following fields default:  Earnings Begin/End Date - input  State - input  Locality input Optional: click the Additional Data hyperlink. Displays new page as Additional Data, enter following information:  Business Unit  Department  Job Code  Position  GL Pay Type  Combo Code- Click on Edit Chartfields hyperlink.  Tax Periods  ANNL Tax PRDS  Pay Frequency  Tax Method  FICA Status Click the OK button. Paysheet tab - Other Earnings:  Code  SEQ#  Hour  Rate  Amount

One-Time Deductions tab 11

12

Deduction tab - Header Section : Following fields default:  Company  Pay Group  Pay Period End Date  Page Paysheet Detail Section: The following fields default:  Line  ID  EMP RCD  Ben REC#  Name  Manual Check  Transaction Message Deductions Section :  OK to Pay

130

HCM Payroll

Quick Reference Guide

Step #

13

14

Procedure Step Details Select the correct translate values for the following fields if applicable:  Benefit Deductions Taken  Ben Ded Subse  General Deductions Take  Genl Ded Subset One-Time Deductions Data OverrideSelect the correct translate values for the following fields if applicable:  Plan Type  One-Time Code  Benefit Plan  Flat/Addl Amount  Ded Code/Class  Rate/Percent  Sales Tax  Deduction Calculation Click the Save button to save the record.

One-Time Garnishment tab – not used at CUNY One-Time Taxes tab 15

16

Header Section: Following fields default:  Company  Pay Group  Pay Period End Date  Page Paysheet Details:  Line  EMPLID  EMPL Recd  Ben RCD  Name One-Time Taxes Tab – Taxes Section: The following fields default:  

17 18 19 20

OK to Pay Additional Taxes

One-Time Tax Data Override Section: Click the (+) to add a new record and enter following fields :  Federal  State  Locality  Tax Class  One-Time Code  One-Time Amount Pages Balances tab Click the Save button to save the record. Use the Off-Cycle functionality on the processing Run Controls. Click the Return to Search button to add or update additional paysheets. The ends the Add a Single Paysheet Business Process.

131

HCM Payroll

Quick Reference Guide

Record a Manual Check Record a Manual Check using the Update Paysheets using the Add functionality. The University Payroll Operations Support will perform the Update Paysheet Process. Step # 1 2 3 4

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Update Paysheets > By Paysheet Displays the By Paysheet Search Page with different search options. Click the Add tab Input one or more of the following parameters:  Company  Pay Group  Pay Period End Date  Off Cycle  Page # Click the Add button

Paysheet tab 5

Paysheet tab - Header Section : Following fields default:  Company  Pay Group  Pay Period End Date  Page Paysheet Detail Section:  Line – defaults to ‘1.’  EMPLID - input  EMPL RCD - input  Ben REC# - defaults to ‘0.’  Name - defaults from EMPID  Manual Check – Check this box to record the values from a manual check that was created.

6

Once the ‘Manual Check’ box is checked, the following fields become editable:  Transaction Message - variable field  Check # - the check number that was issued if recording a manual check.  Check Date: date of manual checks.  Total Gross  Net Pay Paysheet tab - Earning Section: Check appropriate checkbox:  Ok to Pay  Override Hourly Rate  No Direct Deposit  Gross Up  Input - REG RT CD  Input - REG Hrs  Input - OT TRC CD

132

HCM Payroll

Quick Reference Guide

Step #

7 8

9 10

Procedure Step Details  Input - OT Hrs  Input - Hourly Rate  Input - Regular Salary  Following fields default:  Earnings Begin/End Date  State  Locality Optional: click the Additional Data hyperlink. Displays new page as Additional Data, enter following information:  Business Unit  Department  Job Code  Position  GL Pay Type  Combo Code - Click on Edit Chartfields hyperlink.  Tax Periods  ANNL Tax PRDS  Pay Frequency  Tax Method  FICA Status Click the OK button. Paysheet tab - Other Earnings:  Code  SEQ#  Hour  Rate  Amount

One-Time Deductions tab 11

12

Deduction tab - Header Section : Following fields default:  Company  Pay Group  Pay Period End Date  Page Paysheet Detail Section: The following fields default:  Line  ID  EMP RCD  Ben REC#  Name  Manual Check  Transaction Message Deductions Section :  OK to Pay Select the correct translate values for the following fields if applicable:  Benefit Deductions Taken  Ben Ded Subset

133

HCM Payroll

Quick Reference Guide

Step #

13

14

Procedure Step Details  General Deductions Take  Genl Ded Subset One-Time Deductions Data Override Select the correct translate values for the following fields if applicable:  Plan Type  One-Time Code  Benefit Plan  Flat/Addl Amount  Ded Code/Class  Rate/Percent  Sales Tax  Deduction Calculation Click the Save button to save the record.

One-Time Garnishment tab – not used at CUNY One-Time Taxes tab 15

16

Header Section: Following fields default:  Company  Pay Group  Pay Period End Date  Page Paysheet Details:  Line  EMPLID  EMPL Recd  Ben RCD  Name One-Time Taxes Tab – Taxes Section: The following fields default:  

17 18 19 20

OK to Pay Additional Taxes

One-Time Tax Data Override Section: Click the (+) to add a new record and enter following fields :  Federal  State  Locality  Tax Class  One-Time Code  One-Time Amount Pages Balances tab Click the Save button to save the record. Use the Off-Cycle functionality on the processing Run Controls. Click the Return to Search button to add or update additional paysheets. The ends the Record a Manual Check Business Process.

134

HCM Payroll

Quick Reference Guide

Pre-calculation Audit Report for Off-Cycle The Pre-Calculation Audit report is an optional report that you should run before pay calculation to identify records that could cause errors during pay calculation. The Pre-Calculation Audit report verifies the integrity of your Paysheet entries. The University Payroll Operations Support will Run the Precalculation Audit Report and distribute to the proper College Payroll Coordinator for review. This report verifies the integrity employee and payroll data. All errors should be corrected before running the ‘Final Calculation’ process. Step # 1 2

Procedure Step Details Navigation : Payroll for North America > Payroll Processing USA > Produce Payroll>Precalculation Audit Report If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID.

3 4

Click the appropriate Run Control ID hyperlink. Precalculation Audit Report Run Control page. Displays new page with following information: Following fields defaults in Header Section:  

5 6

Run Control ID Language

Report Request Parameters Section:  Pay Run ID - Choose Pay Run ID for Pay Period you want to calculate Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 7

8 9 10

Verify that the:  Checkbox: is checked  Description: Precalc Audit  Process Name: PAY035  Process Type: SQR Report Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Precalculation Audit Report Business Process.

135

HCM Payroll

Quick Reference Guide

Off-Cycle Print Online Check This process gives the user the capability to view and/or print the online check. University Work Study Payroll Operations will update and confirm the online pay calculations and print a check. Step # 1 2 3

4 5

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Create Online Checks > View/Print Online Check Displays Review/Print Online Check with search page option. input one or more of the following parameters  Company  PayGroup  Pay Period End Dater  Off Cycle  Page #  Line #  Paycheck Number  EMPLID  Name And click the Search key. Displays employee detail. Select appropriate employee by clicking on EMPLID hyperlink.

Online Check Print page 6

7 8

Header Section: Following fields default:  Name  Company  Pay Group  Pay Period End Date  Earnings  Taxes  Deductions  Net Pay  Employment Record Number  Paycheck Number  Paycheck Option  Paysheet Source  Page  Line Click the Earnings triangle to expand the earning additional detail. Paycheck Earnings Tab – Earnings Section: Following details defaults:  Begin Date  End Date  Rate Used  State  Shift

136

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details  

9

10

11

12

13 14

15 16

Locality Shift Rate

Click the Additional Data hyperlink for additional employee specific data. Paycheck Earnings Tab – Earnings –Earnings - Salaried Section: Following details defaults:  Hours  Rate  Earnings Earnings –Hourly Section: Following details defaults:  Hours  Rate  Earnings  Rate Code Earnings -Overtime Section: Following details defaults:  Hours  Rate  Earnings  Rate Code Other Earnings Section: Displays following default value:  Code  Description  Rate Used  Hours  Rate  Amount Click the Deduction triangle to see additional detail Deduction Section: Displays following default detail:  Ben. Rcd #  Deduction Code  Description  Class  Amount  Calculated Base Click the Taxes triangle. Taxes Section. Displays following fields default:  Tax Entity  State  Resident  Locality  Locality Name  Tax Class  Taxable Gross  Tax Amount  A/P Status

137

HCM Payroll Step # 17 18

Quick Reference Guide Procedure Step Details Click the Reverse and Confirm button if the check needs to be reversed and confirmed. This process complete Off-Cycle Print Online Check Business Process.

138

HCM Payroll

Quick Reference Guide

Off-Cycle Create Self Service Manual Checks Create self-service paychecks for manual checks. The University Work Study Payroll Operations creates the self-service paychecks for manual checks. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America>Payroll Processing USA>Produce Checks> Create Self Service Manual Checks Displays the Create Self Service Manual Checks search page. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create Self Service Manual Checks page 4 5

5

6

7

8 9 10

Header Section :  Run Control ID- Displays selected control Id detail. Report Request Parameters Section: Payroll Run Section:  Pay Run ID Report Request Parameter(s) – Payroll Cycle Section: Clicking any of these buttons, highlights the Employee IDS section and Check Numbers section.  On-Cycle  Off-Cycle  Both Report Request Parameter(s) – Off-Cycle Pay Parameters: If a Pay Run ID is used, these fields are grayed out.  Company  Pay Group  Pay End Date Report Request Parameter(s) –  Starting Employee IDs:  Ending Employee IDs: OR  Report Request Parameter(s)  Check Numbers  Starting Number:  Ending Number: Click the Save button to save the detail. Click the Run button. Displays the Process Scheduler Request Page.

Process Scheduler Request page 11

Process List Section  Checkbox: Make sure this box is checked.  Description - Print US Checks  Process Name - PYCHKUSA  Process Type - PSJob  Type – (None)

139

HCM Payroll Step #

12 13 14

Quick Reference Guide Procedure Step Details  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Off Cycle Create Manual Checks PDF Business Process.

140

HCM Payroll

Quick Reference Guide

Chapter 7: Reconcile and Distribute Payroll

141

HCM Payroll

Quick Reference Guide

Request Reconciliation This process initiates the process that reconciles the checks cleared at a financial institution. University Work Study Payroll Operations user will initiate a process to reconcile the checks cleared at a financial institution. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America> Periodic Payroll Events USA> Check Reconciliation > Request Reconciliation Displays Request Reconciliation page with search option. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Check Reconciliation Run Control page. 4 5

Header Section :  Run Control ID- Displays selected Run Control’s detail. Process Request Parameters Section: For an On-Cycle Report choose:

6

7 8

On-Cycle Pay Run Section:  Pay Run ID or Off-Cycle Pay Calendar :  Company  IPay Group  Pay End Date Process  Process  Input Page # Thru: Page # Process Request Parameter(s)  Payroll Cycle Please select appropriate radio button  On-Cycle  Off-Cycle  Both Click the Save button to save the detail. Click the Run button and process to step # Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request page 9

10

Verify that the:  Check box: is checked  Description: Check Reconciliation Process  Process Name: PAY015A  Process Type: SQR Report  Type: (Web, email, file, etc)  Format: (PDF, CSV, HTM, etc)  Distribution hyperlink Click the OK button to execute the process.

142

HCM Payroll Step # 11 12

Quick Reference Guide Procedure Step Details Use the Run a Report process to monitor and retrieve the report. End of Request Reconciliation Business Process.

143

HCM Payroll

Quick Reference Guide

Reconciliation Report This process prints a list of entries in the temporary check reconciliation file University Work Study Payroll Operations user will print a list of entries in the temporary check reconciliation file. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Check Reconciliation > Reconciliation Report Displays Reconciliation Report Page with search option. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Check Reconciliation Report Rn Control page 4 5 6

Header Section :  Run Control ID- Displays selected control Id detail. Click the Save button to save the details. Click the Run button.

Process Scheduler Request page 7

8 9 10

Verify that the:  Check box: is checked  Description: Check Reconciliation Report  Process Name: PAY015B  Process Type: SQR Report  Type: (Web, email, file, etc)  Format: (PDF, CSV, HTM, etc)  Distribution hyperlink Click the OK button to execute the report Use the Run a Report process to monitor and retrieve the report. End of Reconciliation Report Business Process.

144

HCM Payroll

Quick Reference Guide

Review Dead Checks This process prints a list of entries in the temporary check reconciliation file University Work Study Payroll Operations user may review check reprint results including dead or replacement check details. This process is only used when CUNY has the check in-hand. Check reprints should only be created when there is a paper jam. In order to review the old (Dead Check #) and new (Replacement #) check number, users must use this Review Dead Checks process. Step # 1 2 3

4 5

6

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Check Reconciliation > Review Dead Checks Displays Review Dead Checks page with search option. Input one or more of the following parameters:  Form Identification  Paycheck Number  Check# Replacing Dead Check Or, Click the Search button. Displays Dead Paychecks page. Dead Paycheck page will display following fields:  Form ID  Dead Check #  Replacement Check  Dead Check Reason This will complete Dead Paycheck process.

145

HCM Payroll

Quick Reference Guide

Chapter 8: Periodic Payroll Events USA

146

HCM Payroll

Quick Reference Guide

Check Year-to-Date Balance Review employee Check Year-to-Date balance. Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC and LaGuardia CC Aid Year (KL). The Balances cover the following periods: FY = July thru June CY = January thru December AY = June thru May KL = September thru August

If payments are reversed, the payment, including taxes will be removed from the balances. Step # 1 2

3

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Check Year-to-Date On the Search page, input one or more of the following parameters to select the correct employee  EMPLID  Company  Name  Last Name  Second Name: Not used at CUNY  Second Last Name: Not used at CUNY  Middle Name Click the Search Button Search Result section: Select the correct employee record by clicking on any hyperlink in the row.

Check Balance Year-to-Date page 4

5

6

7

Header Section:  Name - defaults the first and last name of the employee  Person ID = Employee ID Period Information Section:  Company  Balance ID  Balances for the Year Click the View All hyperlink on the dark blue Periodic Information bar to display all the balances for a specific employee. If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages. Check Balances section:  Quarter  Period  Total Gross YTD  Total Taxes YTD  Total Deductions YTD

147

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details 

Net Pay YTD

Check Balance Adjustments page 8

9

10

11

12

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Period Information Section:  Company  Balance ID  Balances for Year  Quarter  Period  Adjustment Reason  Sequence Nmber  Date Entered Check Balance Adjustments: Each category has a Before YTD, Adjustments to YTD and After YTD column  Total Gross  Total Taxes  Total Deductions  Net Pay Click the View All Hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. This will complete the Check Year-to-Date Balance Review process.

148

HCM Payroll

Quick Reference Guide

Earnings Balance Review Review employee Earnings balance. Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC and LaGuardia CC Aid Year (KL). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May KL = September thru August

If payments are reversed, the payment, including taxes will be removed from the balances.

Step # 1 2

3

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Earnings On the Search page, input one or more of the following parameters to select the correct employee  EMPLID  Company  Name  Last Name  Second Name: Not used at CUNY  Second Last Name: Not used at CUNY  Alternate Character Name Click the Search Button Search Result section: Select the correct employee record by clicking on hyperlink.

Earnings Balances page 4

5

6

7

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Period Information Section:  Company  Balance ID  Balances for the Year  Empl Rcd Nbr Click the View All Hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. Earnings Balances section:  Quarter  Period

149

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details       

Earnings Type Hours YTD Gross Earnings YTD Hours QTD Gross Earnings YTD Hours MTD Gross Earnings MTD

Earnings Balance Adjustments page 8

9

10

11

12

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Period Information Section:  Company  Balance ID  Balances for Year  Quarter  Empl Rcd #  Period  Earnings Type  Adjustment Reason  Sequence Number  Date Entered Earnings Balance Adjustments: Each category has a Hours Adjustment Before and After and Earnings Adjustment Before and After column  Balance MTD  Balance QTD  Balance YTD Click the View All Hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. This will complete the Earnings Balance Review process.

150

HCM Payroll

Quick Reference Guide

Deduction Balance Review Review employee Deduction balance. Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC and LaGuardia CC Aid Year (KL). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May KL = September thru August If payments are reversed, the payment, including taxes will be removed from the balances. Step # 1 2

3

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Deductions On the Search page, input one or more of the following parameters to select the correct employee  EMPLID  Name  Last Name  Second Name: Not used at CUNY  Second Last Name – Not used at CUNY  Alternate Character Name: Not used at CUNY  Middle Name Click the Search Button Search Result section: Select the correct employee record by clicking on hyperlink.

Deduction Balances page 4

5

Header Section:  Name - defaults the first and last name of the employee  Person ID = Employee ID Period Information Section:  Company  Balance ID  Balance Year Deduction Balances section:  Quarter  Period  Plan Type  Benefit Plan  Deduction Code  Deduction Class  Balance YTD  Balance QTD  Balance MTD

Deduction Balance Adjustment page

151

HCM Payroll Step #

Quick Reference Guide

Procedure Step Details

6

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID

7

The following fields are displayed:  Company  Plan Type  Balance ID  Benefit Plan  Balances for Year  Benefit Record Number  Quarter  Deduction Code  Period  Deduction Class  Adjustment Reason  Sequence Number  Date Entered Deduction Balance Adjustments Section: The following fields are displayed under the following headings (Before, After): Adjustment:  Balance MTD  Balance QTD  Balance YTD Click the View All Hyperlink on the dark blue Periodic Information to display all the messages for a specific employee.

8

9

10

If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. This will complete the Deduction Balance Review process.

152

HCM Payroll

Quick Reference Guide

Tax Balance Review Review employee Tax balances Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC and LaGuardia CC Aid Year (KL). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May KL = September thru August If payments are reversed, the payment, including taxes will be removed from the balances Step # 1 2

3

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Taxes On the Search page, input one or more of the following parameters to select the correct employee  EMPLID  Company  Name  Last Name  Second Name: Not used at CUNY  Second Last Name: Not used at CUNY  Alternate Character Name Click the Search Button Search Result section: Select the correct employee record by clicking on hyperlink.

Tax Balances page 4

5

6

7

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Company Information Section:  Company  Balance ID  Balances for Year Click the View All hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. Tax Balances section:  Quarter  Period  State  Locality  Tax Balance Class Each category has a Tax, Taxable Gross, No Limit Gross and Tips Earnings

153

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details column  Balance YTD  Balance QTD  Balance MTD

Tax Balance Adjustments page 8

9

10

11

12

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Period Information Section:  Company  Balance ID  State  Tax Class  Quarter  Adjustment Reason  Sequence Number  Date Entered Tax Balance Adjustments: Each category has a Taxes, Taxable Gross, No Limit Gross and Tips Earnings column  Before MTD  Before QTD  Before YTD  Adjustment  After MTD  After YTD Click the View All hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. This will complete the Taxes Balance Review process.

154

HCM Payroll

Quick Reference Guide

1042 Tax Balance Review Review employee 1042 Tax balances Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC and LaGuardia CC Aid Year (KL). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May KL = September thru August *Balances may be off due to late timesheets being charged back to a previous fiscal year. Therefore, HCM and GL will be out of synch. If payments are reversed, the payment, including taxes will be removed from the balances. Step # 1 2

3

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > 1042 Taxes On the Search page, input one or more of the following parameters to select the correct employee  EMPLID  Company  Name  Last Name  Second Name: Not used at CUNY  Second Last Name: Not used at CUNY  Alternate Character Name Click the Search Button Search Result section: Select the correct employee record by clicking on hyperlink.

1042 Tax Balances page 4

5

7

8

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Tax Balances Section:  Company  Balance ID  Balances for Year Click the View All hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. Tax Balances section:  Quarter  Period  State  Country

155

HCM Payroll Step #

Quick Reference Guide Procedure Step Details  Income Code  Tax Rate  Exemption Code Each category has a Tax, Taxable Gross, and WH Allowance column  Year-To-Date  Quarter-To-Date  Month-To-Date  Reimbursed Amount

1042 Tax Balance Adjustments page 9

10

11

12

13

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Adjustment Information Section:  Company  Income Code  Balance ID  Year  State  Country  Tax Rate  Quarter  Adjustment Reason  Sequence Number  Date Entered Tax Balance Adjustments Each category has a Taxes, Taxable Gross, WH Allowance, Reimbursed Amount and Exemption Code column  Before MTD  Before QTD  Before YTD  Adjust to MTD  After MTD  After QTD  After YTD Click the View All Hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. This will complete the 1042 Tax Balance Review process.

156

HCM Payroll

Quick Reference Guide

Special Accumulator Balance Review Review employee Special Accumulator balance. Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC and LaGuardia CC Aid Year (KL). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May KL = September thru August If payments are reversed, the payment, including taxes will be removed from the balances. Step # 1 2

3

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Special Accumulator On the Search page, input one or more of the following parameters to select the correct employee  EMPLID  Company  Name  Last Name  Second Name: Not used at CUNY  Second Last Name: Not used at CUNY  Alternate Character Name Click the Search Button Search Result section: Select the correct employee record by clicking on hyperlink.

Special Accumulator Balances page 4

5

6

7

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Company Information Section:  Company  Balance ID  Balances for Year  Empl Rcd Nbr Click the View All hyperlink on the dark blue Periodic Information to display all the messages for a specific employee. If there are multiple rows of checks, you can also use the scroll arrows in the blue band in the mid upper right hand to scroll through the various check balances. Special Accumulator Balances section  Quarter  Period  Special Accumulator Code  Hours YTD  Gross Earnings YTD

157

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details    

Hours QTD Gross Earnings QTD Hours MTD Gross Earnings MTD

Spcl Accum Adjustment page 8

9

10

11

12

Header Section:  Name - defaults first and last name of the employee  Person ID = Employee ID Company Information Section:  Company  Balance ID  Balances for Year  Quarter  Empl Rcd #  Period  Spcl Accum Code  Adjustment Reason  Sequence Number  Date Entered Spcl Accm Balance Adjustments Each category has a Hours Adjustment Before and After and Earnings Adjustment Before and After column  Balance MTD  Balance QTD  Balance YTD Click the View All Hyperlink on the dark blue Message bar to display all the messages for a specific employee. If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages. This will complete the Special Accumulator Balance Review process.

158

HCM Payroll

Quick Reference Guide

Bank Interface CUNY uses this interface to maintain the Bank Table. CUNY will access the FRB website (https://www.fededirectory.frb.org/download.cfm) and download the FedACH Participant RDFI public data file on a periodic basis. Step # 1. 2.

Procedure Step Details Navigate to: CUNY > HCM Interfaces > Bank Table Inbound Interface If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID.

3. 4. 5. 6.

7. 8. 9.

Click the appropriate Run Control ID hyperlink. Bank Table Inbound Interface Control Page Click the Run button Process Scheduler Request page Verify that the:  Checkbox: is checked  Description: Bank Table Inbound Interface  Process Name: CU_BANK_AE  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Process to monitor this process’s progress. End of the Bank Table Inbound Interface’ Business Process.

159

HCM Payroll

Quick Reference Guide

Direct Deposit Reversal This process loads the returned direct deposit information from the bank. This process is run any time the bank sends a file indicating which direct deposits failed or which direct deposits have banking information changes. Step # 1 2

Procedure Step Details Navigate to: CUNY > Human Capital Managemen t> HCM Interfaces > ACH Returns/NOC If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID.

3 4 5 6

7 8 11

Click the appropriate Run Control ID hyperlink. ACH Reversal/NOC Interface Control Page Click the Run button Process Scheduler Request page Verify that the:  Checkbox: is checked  Description: ACH Returns/NOC  Process Name: CU_RET_NOC  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Process to monitor this process’s progress. End of the Direct Deposit Reversals Interface Business Process.

160

HCM Payroll

Quick Reference Guide

Chapter 9: Periodic Tax Reporting

161

HCM Payroll

Quick Reference Guide

Tax Deposit Summary – Tax 001 Create a report of federal, state, and local taxes by pay period. Step # 1 2

Procedure Step Details Navigation : Payroll for North America > Pay Period Tax Reports USA > Tax Deposit Summary If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Tax Deposit Summary Report Run Control page. 3

4

5

6 8

Displays new page with following information: Following fields defaults in Header Section:  Run Control ID Report Request Parameters Section:  Pay Run ID - Choose Pay Run ID for the Pay Period you want to calculate Report Request Parameters(s) – On-Cycle Run Display following fields: If pay cycle is On-cycle then  Pay Run ID OR If pay cycle is Off-cycle then input  Company  Pay Group  Pay End Date  Page  Process Page Thru Process Page Report Request Parameter(s) – Payroll Cycle. Please select appropriate radio button  On-Cycle  Off-Cycle  Both Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 7

8 9 10

Verify that the:  Checkbox: is checked  Description: Tax Deposit Summary  Process Name: TAX001  Process Type: SQR Report  Type – Choose output type  Format - Choose output format  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Tax Deposit Summary Report Business Process.

162

HCM Payroll

Quick Reference Guide

Tax Summary Federal Report – Tax 010FD List employee federal withholding, FICA/OASDI, Medicare, and unemployment taxes. Step # 1 2

Procedure Step Details Navigation : Payroll for North America > Pay Period Tax Reports USA > Tax Summary-Federal If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Tax Summary Report – Federal Run Control page. 3 4

5 6

Following fields defaults in Header Section:  Run Control ID Report Request Parameters(s) –  Balances for Year  Quarter or:  Period Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 7

8 9 10

Verify that the:  Checkbox: is checked  Description: Tax Summary  Process Name: TAX010FD  Process Type: SQR Report  Type – Choose output type  Format - Choose output format  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Tax Summary – Federal Report Business Process.

163

HCM Payroll

Quick Reference Guide

Tax Summary State Report – Tax 010ST List employee QTD state withholding, unemployment, and disability taxes. Step # 1 2

Procedure Step Details Navigation : Payroll for North America > Pay Period Tax Reports USA > Tax Summary-State If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Tax Summary Report – State Run Control page. 3 4

5 6

Following fields defaults in Header Section:  Run Control ID Report Request Parameters(s) –  Balances for Year  Quarter or:  Period Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 7

8 9 10

Verify that the:  Checkbox: is checked  Description: Tax Summary-State  Process Name: TAX010ST  Process Type: SQR Report  Type – Choose output type  Format - Choose output format  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Tax Summary - State Report Business Process.

164

HCM Payroll

Quick Reference Guide

Error Listing – Tax 900 Print, review, and correct errors before loading year-end employee tax records. Step # 1 2

Procedure Step Details Navigation : Payroll for North America > US Annual Processing > Audit and Error Report > Error Listing If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Error Listing Report Run Control page 3 4 5

Following fields defaults in Header Section:  Run Control ID Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 6

7 8 9

Verify that the:  Checkbox: is checked  Description: Error Listing  Process Name: TAX900  Process Type: SQR Report  Type – Choose output type  Format - Choose output format  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Error Listing Report Business Process.

165

HCM Payroll

Quick Reference Guide

1042-S by Pay Period Report – Tax 30 Create an audit report of 1042 tax liability amounts. Step # 1 2

Procedure Step Details Navigation : Payroll for North America > Pay Period Tax Reports USA > Form 1042 Audit If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Form 1042 Audit Report Run Control page. 3 4

5 6

Following fields defaults in Header Section:  Run Control ID Report Request parameter(s):  Tax Year Or  From Date  Thru Date  Company Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 7

8 9 10

Verify that the:  Checkbox: is checked  Description: 1042-S by Pay Period  Process Name: TAX030  Process Type: SQR Report  Type – Choose output type  Format - Choose output format  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the 1042-S by Pay Period Report Business Process.

166

HCM Payroll

Quick Reference Guide

Create 1042-S This process creates the Create 1042-S File. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > Pay Period Tax Reports USA > Create 1042-S Displays the Create State W-2 File page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create 1042-S Run Control page 4 5

6 7

Header section: Displays the Run control ID as the default. Report Request Parameters section: Input the following fields as appropriate:  Tax Year  Company  Transmitter  TCC  Mode for 1042-S  Media for 1042-S  Test Run  Final Run  Form ID  Alignment Only  Alignment Count  Process All Employees Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 8

9 10 11

Process List Section:  Checkbox: Make sure this box is checked.  Description - Form 1042 Print & Mag File  Process Name - TAX950  Process Type – SQR Report  Type – (None)  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create 104-S Business Process.

167

HCM Payroll

Quick Reference Guide

Chapter 10: Quarterly Tax Reporting

168

HCM Payroll

Quick Reference Guide

Quarterly Tax Balance Audit Report – Tax 15 List employees whose balances do not match the detail records, by the quarter. Step # 1 2

Procedure Step Details Navigation: Payroll for North America > Quarterly Processing > Tax Balance Audit If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Tax Balance Audit Report Run Control page. 3 4

5 6

Following fields defaults in Header Section:  Run Control ID Report Request Parameters(s) –  Balance ID  Balances for Year  Quarter Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 7

8 9 10

Verify that the:  Checkbox: is checked  Description: Tax Balance Audit Report  Process Name: TAX015  Process Type: SQR Report  Type – Choose output type  Format - Choose output format  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Tax Balance Audit Report Business Process.

169

HCM Payroll

Quick Reference Guide

Quarterly Federal Tax Report – Tax 007 Create Quarterly Tax Reports. Step # 1 2

Procedure Step Details Navigation : Payroll for North America > Quarterly Processing > Tax > Federal Tax Summary If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Tax Balance Audit Report Run Control page. 3 4 5

Following fields defaults in Header Section:  Run Control ID Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 6

Verify that the:  Checkbox: is checked  Description: Quarterly Federal Tax Report  Process Name: TAX007  Process Type: SQR Report  Type – Choose output type  Format - Choose output format  Distribution

7 8 9

Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Quarterly Federal Tax Report Business Process.

170

HCM Payroll

Quick Reference Guide

Quarterly State Tax Report – Tax 008 Create Quarterly Tax Reports. Review the Quarterly Tax Reporting Parameters page to update prior to executing this report. Also if the CUNY contact responsible for tax submission has changed, review the MMREF Parameters page to update. Step # 1 2

Procedure Step Details Navigation: Payroll for North America > Quarterly Processing > State Tax Summary If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

State Tax Summary Report Run Control page. 3 4 5

Following fields defaults in Header Section: Run Control ID Click the Save button to save the detail. Click the Run button. Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request Page 6

7 8 9

Verify that the:  Checkbox: is checked  Description: Quarterly State Tax Report  Process Name: TAX008  Process Type: SQR Report  Type – Choose output type  Format - Choose output format  Distribution Click the OK button. Use the Run a Report process to monitor and retrieve the report. This completes the Quarterly State Tax Report Business Process.

171

HCM Payroll

Quick Reference Guide

Chapter 11: Year End Processes

172

HCM Payroll

Quick Reference Guide

Update Year End Tax Reporting Information Update Year End Tax Reporting Info The University Work Study Payroll Operations will perform tax reporting. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > U.S. Annual Processing > Create W2 Data > Update Year End Reporting Info Displays Request Reconciliation page with search option. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Update Year End Report Info Run Control page 4

5

Header Section :  Run Control ID - Displays selected Run Control’s detail.  Update Existing Tax Data  Balances for Year – defaults current year. Retirement Plan Deductions Section:   

Plan Type Deduction Code Description – defaults from Deduction Code

Third Party Sick Pay Earnings Section :

6 7

 Earnings Code  Description – defaults from Earnings Code Click the Save button to save the detail. Click the Run button and process to step # Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request page 8

9 10

Verify that the:  Check box: is checked  Description: Update YE Reporting Info  Process Name: TAX504  Process Type: SQR Report  Type: (Web, email, file, etc)  Format: (PDF, CSV, HTM, etc)  Distribution hyperlink Use the Run A Process instructions to monitor the process and results. End of the Update Year End Reporting Info Business Process.

173

HCM Payroll

Quick Reference Guide

Load Year End Data The University Work Study Payroll Operations will perform tax reporting. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > U.S. Annual Processing > Create W2 Data > Load Year End Data Displays Load Year End Data page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

YE NYC Part Yr Res Alloc Run Control tab 4

Header Section :  Run Control ID- Displays selected Run Control’s detail.  Balances for Year – defaults current year.

YE Data Record Load tab 5

Report Request Parameters Type of Process:  All employees  Selected Employees  Employee ID  Name – defaults from EMPLID  Select W-2 Companies  Company ID  Description – defaults from Company ID

YE Jurisdiction Split tab 6

7 8

Header Section :  Run Control ID- Displays selected Run Control’s detail.  Balances for Year – defaults current year. Click the Save button to save the detail. Click the Run button and process to step # Note: Ensure that you do not have an active pop-up blocker on your browser.

Process Scheduler Request page 9

For Part Year Residency Allocations run this process. Verify that the:  Check box: is checked  Description: YE NYC Part Yr Res Alloc  Process Name: TAX909NY4  Process Type: SQR Report  Type: (Web, email, file, etc)  Format: (PDF, CSV, HTM, etc)  Distribution hyperlink For YE Data Record Load, use this process. Verify that the:  Check box: is checked  Description: YE Data Record Load

174

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details     

10 11

Process Name: TAX910LD Process Type: SQR Report Type: (Web, email, file, etc) Format: (PDF, CSV, HTM, etc) Distribution hyperlink

For Jurisdiction Split for Employees run this process. Verify that the:  Check box: is checked  Description: YE Jurisdiction Split  Process Name: TAX911LD  Process Type: SQR Report  Type: (Web, email, file, etc)  Format: (PDF, CSV, HTM, etc)  Distribution hyperlink Use the Run A Process instructions to monitor the process and results. End of the Update Year End Reporting Info Business Process.

175

HCM Payroll

Quick Reference Guide

Review/Update Year End Data The University Work Study Payroll Operations will perform tax reporting. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > U.S. Annual Processing > Create W2 Data>Update Year End Reporting Info Displays the Review/Update Year End Data page with search option. Find an Existing Value:  EMPLID  Company  Name  Last Name  Second Name  Second Last Name  Alternate Character Name

Year End Data 4

Header Section: Data defaults from the search:  Company:  Calendar Year:  EMPLID:  Tax Form ID:  Process Flag: Employee Information Section: Values default, however these field have edit capability:  First Name:  Middle Name:  Last Name:  Suffix:  Address 1:  Address 2:  City:  State  Postal Code:  Country:  Control Number  Sequence  Social Security # Employee Status Section: Choose a record sort value and blank is a valid value.  Statutory Employee  Retirement Plan  Third-party sick pay  Medicare Only Tax Form Box Detail Section: The following fields default:  Box Description

176

HCM Payroll Step #

5 6 7 8

Quick Reference Guide Procedure Step Details  State  Locality  Locality Name  Box Amount. Click the Save button to save the detail. For additional records use the various search options at the bottom of the page. Use the Notify process to send an email to interested parties. End of the Review/Update Year End Data.

177

HCM Payroll

Quick Reference Guide

Review/Update Year End Data Combined The University Work Study Payroll Operations will perform tax reporting. Step # 1 2 3

Procedure Step Details Navigation : Payroll for North America > U.S. Annual Processing > Create W2 Data>Update Year End Reporting Info Displays the Review/Update Year End Data page with search option. Find an Existing Value: These options are in the drop down list.  EMPLID  Company  Name  Last Name  Second Name  Second Last Name  Alternate Character Name

Year End Data 4

Header Section: Data defaults from the search:  Company:  Calendar Year:  EMPLID:  Tax Form ID:  Process Flag: Employee Information Section: Values default:  First Name:  Middle Name:  Last Name:  Suffix:  Address 1:  Address 2:  City:  State  Postal Code:  Country:  Control Number  Sequence  Social Security # Employee Status Section: Choose a record sort value. Blank is a valid value.  Statutory Employee  Retirement Plan  Third-party sick pay  Medicare Only Tax Form Box Detail Section: The following fields default:

178

HCM Payroll Step #

5 6 7 8

Quick Reference Guide Procedure Step Details  Box Description  State  Locality  Locality Name  Box Amount. Click the Save button to save the detail. For additional records use the various search options at the bottom of the page. Use the Notify process to send an email to interested parties. End of the Review/Update Year End Data Combined.

179

HCM Payroll

Quick Reference Guide

Create Federal File (MMREF) This process creates the Federal W-2 File. The CUNYfirst file will be combined with the SFA file for filing purposes. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > U.S. Annual Processing > W-2 Reporting > Create Federal File (MMREF) Displays the Create Federal W-2 File page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create Federal W-2 File Run Control page 4 5

6 7

Header section: Displays the Run control ID as the default. Third Party Taxes section: Input the following fields as appropriate:  Company  Third Party Tax Amount Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 8

9 10 11

Process List Section:  Checkbox: Make sure this box is checked.  Description - Create Federal W-2 File  Process Name - TAX960FD  Process Type – SQR Report  Type – (None)  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create Federal File (MMREF) Business Process.

180

HCM Payroll

Quick Reference Guide

Create W-2c PDF Forms This process creates W-2c PDF forms. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > U.S. Annual Processing > W-2 Reporting > Create W-2c PDF Forms Displays the Create Federal W-2 File page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create W-2c PDF Forms page 4 5

6 7

Header section: Displays the Run control ID as the default. Input the following fields as appropriate:  US/Territory  Form ID  Final Print  Copy Type Processing Options section: Select the appropriate radio button:  Process Current Batch  Reprint Employee W-2cs Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 8

9 10 11

Process List Section:  Checkbox: Make sure this box is checked.  Description - Create W-2c PDF Forms  Process Name - PYYEW2C  Process Type – PSJob  Type – (None)  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create W-2c PDF Forms Business Process.

181

HCM Payroll

Quick Reference Guide

Create State File (MMREF) This process creates the Create State W-2 File. The CUNYfirst file will be combined with the SFA file for filing purposes. Step # 1 2 3

Procedure Step Details Navigate to: North America > U.S. Annual Processing > W-2 Reporting > Create State File (MMREF) Displays the Create State W-2 File page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create State W-2 File Run Control page 4 5

6 7

Header section: Displays the Run control ID as the default. Report Request Parameters section: Input the following fields as appropriate:  Reporting Medium  Diskette Type States section:  State Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 8

9 10 11

Process List Section  Checkbox: Make sure this box is checked.  Description - Create State W-2 File  Process Name - TAX960ST  Process Type – SQR Report  Type – (None)  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create State File (MMREF) Business Process.

182

HCM Payroll

Quick Reference Guide

Create Local File (MMREF) This process creates the Create Local W-2 File. This is not being used because NYC is included in the New York State file. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > U.S. Annual Processing > W-2 Reporting > Create Local File (MMREF) Displays the Create Local W-2 File page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create Local W-2 File Run Control page 4 5

Header section: Displays the Run control ID as the default. Balances for Year: Report Request Parameters section: Input the following fields as appropriate:  Reporting Medium  All Tax Agencies

6 7

Select Tax Reporting Agencies and input valid agencies Select Elig Locals by State and input valid locals Select Jurisdictions and input valid jurisdictions Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 8

9 10 11

Process List Section  Checkbox: Make sure this box is checked.  Description - Create Local W-2 File  Process Name - TAX960LC  Process Type – SQR Report  Type – (None)  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create Local File (MMREF) Business Process.

183

HCM Payroll

Quick Reference Guide

Create W-2 Adjustments This process creates the Create W-2c US/Territories file that is used in submitting W-2 adjustments. Step # 1 2 3

Procedure Step Details Navigate to: Payroll for North America > U.S. Annual Processing > W-2 Adjustments > Create W-2c US/Territories Displays the Create W-2c US/Territories page with search options. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create W-2c US/Territories File Run Control page 4 5

6 7

Header section: Displays the Run control ID as the default. Report Request Parameters section: Input the following:  Company  Calendar Year  Emplid  SSN  Tax Form Identification  Last Name Click the Save button to save Run Control ID values for future use. Click the Run button in the upper right hand corner of the page.

Process Scheduler Request page 8

9 10 11

Process List Section  Checkbox: Make sure this box is checked.  Description - Create W-2 Adjustments  Process Name  Process Type – SQR Report  Type – (None)  Format – (None).  Distribution Click the OK button. Use the Run A Process instructions to monitor the process and results. End of the Create Local File (MMREF) Business Process.

184

HCM Payroll

Quick Reference Guide

Run Audit and Error Reports Run Audit and Error Reports is the business process of running various payroll reports as part of yearend processing. Listed below are the reports that are available to review payroll information in CUNYfirst:       

Error Listing Year End Record Error Year End Data Audit W-2c Audit US/Territories Advice Register Report Tax Form Definitions Tax Form Printing Parameters

Only CUNY personnel with the proper security access will be permitted to run processes. Step # 1 2

Procedure Step Details Navigation: Any Report in the Menu or Custom Report. Displays the specific Run Control Id for chosen report. If a Run Control ID does not exist, then Add per the following steps. Click the Add New Value tab and

3 4

5 6 7 8 9 10 11 12 13

Run Control ID - new value and enter the Add key. Run Controls IDs are unique for each user. Or, for an existing Run Control ID,  Run Control ID Or to find an existing value, Click the Search button Choose the hyperlink previously saved Run Control ID. Displays all the Run Control IDs based on the User ID or search criteria. Select appropriate Run Control ID by clicking Run Control ID hyperlink Run Control ID- default  Various Values Report Manager Link Process Monitor Link Click the Save button. Saves the Run Control values for future use. Click the RUN button. Launches the Process Scheduler to run the report. Process Scheduler Request page Header Section: Following fields are defaulted  User ID  Run Control ID  Server Name  Run Date  Recurrence  Run Time  Time Zone  Reset to Current Date/Time button

185

HCM Payroll Step # 14

15

16 17

18

Quick Reference Guide Procedure Step Details Process Scheduler Request Page Process List Section:Following fields are defaulted:  Select – Make sure this checkbox is checked to run the report.  Description - The description of the Report(s) you have chosen.  Process Name – Displays the name of the program  Process Type – Displays the technology that the report was written in  Type - Web, email, Printer, file, window  Format - Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected.  Distribution - Click this hyperlink if you want to email the report to a list. The default is to the User ID for the person whose Run Control it is. Distribution Detail  Process Name:  Process Type:  Folder Name:  Email with Log  Email Web Report  Email Subject  Message Text  Email Address List Distribute To:  ID Type  Distribution ID Click the OK button. Returns you to the Process Scheduler Request page. To run actual report, click the OK button on the Process Scheduler Request page. This action launches the server to run the report and return you to the Run Control Page. Notice the Process Instance number appears in the upper right corner. This number helps you identify the report you are running so you can check the status.

Process Monitor Tab - (Optional) 19

20 21 22 23

Process List Section: Following fields are defaulted and not to be updated.  Select Instance Seq.  Process Type  Process Name - Report Short Name  User  Run Date/Time  Run Status  Distribution Status  Details Review your request and Click the Refresh button until your Run Status is Success and distribution status - Posted. To view the more detail click the Details hyperlink. To save the detail, click the Save button. To go back to the page you were on, Click the Go back to Link hyperlink on the bottom of the base which takes you back to the Run Control page.

186

HCM Payroll Step # 24 25

Quick Reference Guide Procedure Step Details Note: For the Notification see the Notification Process. Click the Report Manager hyperlink at the top of the Run Control page for the shortcut to the Report Manager.

Report Manager Administration tab 26

27

28 29 30 31

32

33

34

35 36

View Reports For Section: The following fields are available to be used as search criteria:  User ID – defaults  Status  Type  Folder  Last  Instance  To Report List Section: Following fields display for each reports:  Select  Report ID  PRCS Instance  Description  Request Date/Time  Format  Status  Details Click the Refresh button till status is Posted. To see the more detail about the report, Click the Details hyper link. It will display Report Detail page. Report Section: Following fields are defaulted:  Report ID  Process Instance  Name  Process Type  Run Status Distribution Detail: Following fields are defaulted:  Distribution Node  Expiration Date File List Section:  Name - it will display log file, PDF file and out file as hyperlink. Click the filename.PDF hyperlink. It will display report in new window  File size(bytes)  Date Time Created Distribution Section:  Distribution Id Type - default to user  Distribution Ld - user name. Click the OK button. Note: To Use the Notification functionality at the bottom of the Process Monitor page,

187

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details see the Notification process.

188

HCM Payroll

Quick Reference Guide

Unit III: Commitment Accounting

189

HCM Payroll

Quick Reference Guide

Chapter 1: Commitment Accounting

190

HCM Payroll

Quick Reference Guide

Load Contribution Code Table This process loads the combination codes from the General Ledger Build Combinations process. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Set Up HRMS > Common Definitions > ChartField Configuration > Load Combination Code Table Enter a Run Control ID. Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID Enter the following parameters:  

5. 6. 7.

8. 9. 10.

As of Date Interface with GL Release

If applicable, click the Inactivate Accounts Not Downloaded checkbox Click the Save button. Click the Run button. On the Process Schedule Page, verify the following :  Check box: is checked  Description: Account Code Table Build  Process Name: BUD003  Process Type: SQR Report  Type: (None)  Format: (None)  Distribution hyperlink Click the Refresh button until the Run Status column indicates “Success” and the Distribution Status column indicates “Posted”. Select the Details link to view any error files associated to the process End of procedure.

191

HCM Payroll

Quick Reference Guide

Edit Chartfields/Chartfield Details Search Process The Edit Chartfields /Chartfield Details search hyperlink exists throughout the system and allows users to look up valid combination codes based on searching the individual chartfield values. Step # 1. 2.

3.

4. 5.

Procedure Step Details Navigate to: Edit Chartfields Enter the following:  Combination Codes. Select the applicable Search Options:  Combination Codes  Speed Types Click Search The Search Combination Codes page appears. Enter the following criteria to limit the amount of valid transaction combination codes:

6.

 Account  Fund  Dept  MP  Oper Unit  Program  Fund Source  Special Initiative  Project Activity  Project  Affiliate Select the applicable value and click Search.

7.

Note: The valid Combination Codes that match the criteria are displayed Select the appropriate Combination Code.

8.

Note: Click the Next in List button to view the next record. Click the Previous in List button to view the previous record. End of Procedure.

192

HCM Payroll

Quick Reference Guide

Setup Department Budget Table This process defines the position funding. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Setup HRMS> Product Related> Commitment Accounting > Budget Information > Department Budget Table USA Enter the following applicable criteria to search existing Departmental detail. To Add a New Value to the Department Budget Table, enter one or more of the following criteria.  SetID  Department  Fiscal Year  Budget Level  Position Pool ID  Job Code SetID  Job Code  Position Number  EMPLID  EMPL RCD Nbr Click the Search button, to view existing Department Budget Table Detail; or, Click the Add button to a new value to the Department Budget Table. On the Department Budget Date default tab, the following fields default in the Header Section, except when setting up a new department

5.

 SetID  Fiscal Year  Budget Begin Date  Offset Group  Department  Budget End Date In the Budget Cap section enter the following:

6.

 Per Budget Level  Per Earn/Tax/DED In the Suspense Combination Code Section, the following fields default:    

7.

8.

Effective Date Combination Code Balance Effective Sequence

Note: To view ChartField detail Click the Chartfield Details link. In the Funding Default Section enter the following:  Default Funding Source Option In the Account Overrides Section the Following fields are default check and uncheck, update if applicable 

Use Acct Defined for Earnings

193

HCM Payroll

Quick Reference Guide

Step #

9.

10.

Procedure Step Details  Use Acct Defined for DEDNS  Use Acct Defined for US Tax  Use Acct Defined for Can Tax In the Level Section the following fields default. Update if applicable, except when setting up a new department.  Department  Position Pool  Job Code  Position  Appointment  EMPLID  EMPL RCD  Effective Date  Budget Level Cap  EFF SEQ  Status  Currency  Date Entered In the Earnings Distribution Section enter the following:    

Earnings Code - If it is default, leave ‘Blank’. SEQ# %Effort Combination Code -Click the ChartField Details hyperlink to enter ChartField detail.

Note: Accept following fields as default:

11.

 Budget Amount  Distrb %  Funding End Date  Distributed  Allow Overspend In the Deduction Distribution Section the following fields default. Note: Do not accept the default value, enter the applicable values.    

Plan Type DED Cd Plan DED Class

The following fields default:    

Combination Code - Click the ChartField Details link to enter ChartField detail. SEQ# Budget Amount Funding End Date-if applicable.

194

HCM Payroll

Quick Reference Guide

Step # 12.

Procedure Step Details  Distrb % In the Tax Distribution Section the following fields default. Note: Do not accept the default value, enter the applicable values.   

State Locality Tax Class

Note: The following fields default. 

13.

Combination Code - Click the ChartField Details link to enter ChartField detail.  SEQ#  Budget Amount  Distrb %  Funding End Date - if applicable Note: In the Awaiting Posting Section the following fields default.

14.

 Actual Amount  Encumbrance Amount Note: In the Posted Section the following fields default.

15. 16.

 Actual Amount  Total Amount  Encumbrance Amount Click the Save button. End of procedure.

195

HCM Payroll

Quick Reference Guide

Pre-distribution Audit Report The Predistribution Audit report audits payroll and configuration data and identifies any errors that could be encountered when you run the Actuals Distribution or Actuals GL Interface processes. Run the Predistribution Audit report after you’ve run the Paysheet Create process, but before running the Actuals Distribution process. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Predistribution Audit Report Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID On the Pre-distribution Audit Report Run Control page, enter the following parameters: 

Pay Run ID - Choose Pay Run ID for Pay Period you want to calculate

Select the Audit Level:

5. 6. 7.

8. 9. 10. 11. 12.

 General Audit  Specific Employer paid Earnings/Deduction/Tax Codes  Audit Project/Grant Click the Save button. Click the Run button.. On the Process Scheduler Request page, verify the following: Checkbox - Is checked Description - Predistribution Audit Process Name - HPCA010 Process Type - SQR Report Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates “Success” and the Distribution Status column indicates “Posted. Select the Details link to access the report. End of procedure.

196

HCM Payroll

Quick Reference Guide

Perform Actuals Distribution This process will initiate the Actuals Distribution process. Step # 1.

Procedure Step Details

3.

Navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Distribute Actuals Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID On the Actuals Distribution Parameters page, enter the following:

4. 5. 6.

 Pay Run ID or Select the applicable value for Distribution Prorate Option Click the Save button. Click the Run button. On the Process Scheduler Request page, verify the following:

2.

7. 8. 9. 10. 11.

 Check box - Is checked  Description - Actuals Distribution  Process Name - PSPPFUND  Process Type - COBOL SQL  Type - None  Format – None  Distribution hyperlink Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted. Select the Details link to access the report. End of procedure.

197

HCM Payroll

Quick Reference Guide

Review Actuals Distribution This process reviews the earnings, tax, and deduction distribution details. Step # 1.

Procedure Step Details

2.

Navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Actuals Distribution Enter the following the following search criteria:

3.

 Company  Pay Group  Pay Period End Date  Off Cycle  Page #  Line #  Separate Check #  Paycheck Number  EMPLID  Name Click the Search button.

4. 5.

6.

Note: Based on search criteria all employees will display. Select the appropriate employees by clicking the link. The Earnings tab displays the page with the default Earnings. Click the View All hyperlink on the dark blue Message bar to display all the messages for a specific employee. Note: If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages. On the Earnings Tab – Header Section, the following fields default from the search page:

7.

 Company  Pay Group  End Date  Off Cycle  Page  Line  EMPLID  Name On the Earnings Tab – Earnings Section, enter the following:

8.

 Separate Check  EMPL RCD NBR  Earnings Code  Earnings Enter the following in the Distribution Section:  

Fiscal Year Period

198

HCM Payroll

Quick Reference Guide

Step #

9.

Procedure Step Details  Earnings In the ChartFields Section, enter the following:  

10.

11. 12.

13.

14.

Combination Code ChartField Details

Note: Select the following Chartfield Details  Account  Fund Code  Department  MP  Operating Unit  Program Code  Fund Source  Sp Init  Proj Act  Project  Affiliate  Chartfield 3 In the Department Section, enter the following:  Position:  Job Code:  Position Pool ID: defaults if used.  Currency – defaults to USD Click the Deductions tab. On the Deductions tab – Header Section, the following fields default from the search page:  Company  Pay Group  End Date  Off Cycle  Page  Line  EMPLID  Name Click the View All hyperlink on the dark blue Message bar to display all the messages for a specific employee . Note: If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages. In the Deductions Section, the following fields default:      

Sep CHK# DED Code Current Deduction Plan Type DED Class Benefit Plan

199

HCM Payroll

Quick Reference Guide

Step #

15.

16.

Procedure Step Details  AP Status Note: The Distribution Section will be blank if the deduction is employee paid. Enter the following if applicable:  Fiscal Year  Period  Earnings In the ChartFields Section, enter the following:  

Combination Code ChartField Details

17.

Note: Click the Chartfield Details hyperlink to review and/or update ChartField detail.  Account  Fund Code  Department  MP  Operating Unit  Program Code  Fund Source  Sp Init  Proj Act  Project  Affiliate  Chartfield 3 The following fields default from the Earnings page:

18.

 Department  Position  Job Code  Position Pool ID  Currency On the Taxes Tab, Header Section the following fields default: from the search page:

19.

20.

 Company  Pay Group  End Date  Off Cycle  Page  Line  EMPLID  Name Click the View All hyperlink on the dark blue Message bar to display all the messages for a specific employee. Note: If there are several you can also use the scroll arrows in the blue band in the mid upper right hand to access the error messages. On the Taxes Tab, in Taxes Section the following fields default: 

SEP CHK#

200

HCM Payroll Step #

21. 22.

Quick Reference Guide Procedure Step Details  Locality  Tax Class  Tax Entity  Current Tax  AP Status If applicable, click the Return to Search button to search for additional specific criteria. End of procedure.

201

HCM Payroll

Quick Reference Guide

Review Suspense Combo Code Distribution This process reviews and updates the earnings, tax, and deduction distribution that has went to suspense combination code. Step # 1.

Procedure Step Details

2.

Navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Suspense ComboCode Distribution Enter the following search criteria:

3.

 Company  Pay Group  Pay Period End Date  Off Cycle  Page #  Line #  Paycheck Number  EMPLID  Name  Department Click the Search button.

4.

Note: All employees will display based on the search criteria. Select the applicable employees based on the search criteria. On the Earnings Suspense Combo Code page, Earnings Tab – Header Section, the following fields default from the search page:

5.

 Company  Pay Group  End Date  Off Cycle  Page  Line  EMPLID  Name On the Earnings Tab – Earnings Section, enter the following:

6.

 Separate Check  EMPL RCD NBR  Earnings Code  Earnings In the Distribution Section, enter the following:

7.

 Fiscal Year  Period  Earnings In the ChartFields Section, enter the following:  

Combination Code ChartField Details

202

HCM Payroll

Quick Reference Guide

Step #

8.

9.

Procedure Step Details Note: Click the Chartfield Details link to enter ChartField detail.  Account  Fund Code  Department  MP  Operating Unit  Program Code  Fund Source  Sp Init  Proj Act  Project  Affiliate  Chartfield 3 In the Department Section, enter the following:  Position:  Job Code:  Position Pool ID – If Position Pool ID is used, the value will default  Currency - defaults to USD On the Review Deduction Suspence Combo Code page, on the Deductions tab – Header Section, the following fields default from the search page:

10.

 Company  Pay Group  End Date  Off Cycle  Page  Line  EMPLID  Name On the Deduction tab – Deductions Section, the following fields default:

11.

 Sep CHK#  DED Code  Current Deduction  Plan Type  DED Class  Benefit Plan  AP Status In the ChartFields Section, enter the following:  

Combination Code ChartField Details

Note: Click the Chartfield Details link to enter ChartField detail  Account  Fund Code  Department  MP  Operating Unit

203

HCM Payroll

Quick Reference Guide

Step #

12.

13.

14.

Procedure Step Details  Program Code  Fund Source  Sp Init  Proj Act  Project  Affiliate  Chartfield 3 In the Department Section, enter the following:  Position:  Job Code:  Position Pool ID – If Position Pool ID is used, the value will default  Currency - defaults to USD On the Review Tax Suspense Combo Code page, on the Taxes Tab – Header Section, the following fields default: from the search page:  Company  Pay Group  End Date  Off Cycle  Page  Line  EMPLID  Name In the ChartFields Section, enter the following:  

Combination Code ChartField Details

15.

Note: Click the Chartfield Details link to enter ChartField detail  Account  Fund Code  Department  MP  Operating Unit  Program Code  Fund Source  Sp Init  Proj Act  Project  Affiliate  Chartfield 3 In the Department Section, enter the following:

16. 17.

 Position:  Job Code:  Position Pool ID – If Position Pool ID is used, the value will default  Currency - defaults to USD Click the Next in List button to view the next employee. Click the Return to Search button to search on specific criteria.

204

HCM Payroll

Quick Reference Guide

Step # 18.

Procedure Step Details End of procedure.

205

HCM Payroll

Quick Reference Guide

Submit to GL/Commitment Accounting Actuals This process runs the General Ledger Interface process for Actuals distribution transactions.

Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Payroll Distribution> Provide GL Information > Commitment Accounting Actuals Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID The Commitment Accounting Actuals Run Control parameters page will display. Enter the following parameters: Pay Run Section  Pay Run ID Pay Calendar Section  Company  Pay Group  Pay End Date

5. 6. 7.

8. 9. 10. 11.

Max Errors Section  Maximum Paychecks in Error Click the Save button. Click the Run button. On the Process Schedule Request page, verify the following:  Check box - Is checked  Description - Actuals GL Interface  Process Name - PAYGL02  Process Type - PSJob  Type - (None)  Format - (None)  Distribution hyperlink Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted. End of procedure.

206

HCM Payroll

Quick Reference Guide

Review HR Accounting Line This process reviews the accounting detail at the line level.

Step # 1. 2.

3. 4.

5. 6. 7.

8. 9. 10. 11.

Procedure Step Details Navigate to: Payroll for North America > Payroll Distribution > GL Interface Reports > HR Accounting Line Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID The HR Accounting Line Report Run Control parameters page will display. Enter the following parameters: Optional Report Filters Run Date Between  Begin Date  End Date  GL Business Unit Click the Save button. Click the Run button. On the Process Schedule Request page, verify the following:  Check box - Is checked  Description - HR Accounting Line Report  Process Name - PAY039  Process Type - SQR Report  Type - (None)  Format - (None)  Distribution hyperlink Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted. End of procedure.

207

HCM Payroll

Quick Reference Guide

Copy Prior FY Budget Generate a new annual budget using last year's budget information. Step # 1. 2.

3. 4.

5. 6. 7.

8. 9. 10. 11.

Procedure Step Details Navigate to: Set Up HRMS > Product Related > Commitment Accounting > Process Budgets > Copy Prior FY Budget Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID On the Copy Prior FY Budget Run Control parameters page, Header section, enter the following parameters:  Fiscal Year  Start Date  End Date  Bus. Unit for Budget Copy (Blank for All)  Budget Dept. ID for Budget Copy (Blank for All) Click the Save button. Click the Run button. On the Process Schedule Request page, verify the following:  Checkbox - Make sure this box is checked.  Description - Copy Prior FY Budgets  Process Name - BUD006  Process Type – SQR Report  Type – (None)  Format – (None).  Distribution Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted. End of procedure.

208

HCM Payroll

Quick Reference Guide

Load Suspense Combination Code The Load Suspense Combination Code process is used to assign suspense combination codes to departments that require them. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Set Up HRMS > Product Related > Commitment Accounting > Process Budgets > Load Suspense Combination Code Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID On the Load Suspense Combination Code Run Control parameter page, enter the following parameters: Suspense Chartfields  SET ID  All Budgets – Check the All Budgets checkbox Suspense Chartfields  Combination Code - Select Chartfields from Edit Chartfields link Enter the following:  Fiscal Year  From Date  Budget Department

5. 6. 7.

8. 9. 10. 11.

Note: Chartfield will display. Select the Edit Chartfield link if applicable. Note: If applicable, click + icon to add additional departments Click the Save button Click the Run button. On the Process Scheduler Request page, verify the following:  Checkbox - is checked  Description - Load Suspense Account Codes  Process Name - BUD021  Process Type - SQR Report  Type - (None)  Format - (None)  Distribution hyperlink Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted. End of procedure.

209

HCM Payroll

Quick Reference Guide

Copy Job Data Copy Job Data into Budgeting EPM Step # 1. 2.

3. 4. 5.

6. 7. 8. 9.

Procedure Step Details Navigate to: Set Up HRMS > Product Related > Budgets > Copy Job Data Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID The Copy Job Data Run Control page will display. Click the Run button. On the Process Schedule Request page, verify the following:  Checkbox – Is checked  Description - Copy Job Data  Process Name - BPJBCPY  Process Type – Application Engine  *Type – (None)  *Format – (None).  Distribution Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted. End of procedure.

210

HCM Payroll

Quick Reference Guide

Load Step Increment for Budget Load Step Increment into EPM Budgeting. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Set Up HRMS > Product Related > Budgets > Load Step Increment for Budget Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID On the Load Step Increment for Budget Run Control parameters page, enter the following parameters:      

SetID Salary Administration Plan Salary Grade Start Date for Step Increments End Date for Step Increments As of Date

In the Processing Options section, select the applicable option:  Report Only  Report and Process Increases In the Exclusions / Ratings Section, if applicable enter the following:  Document Type  Rating Model  Review Rating

5. 6. 7.

8. 9. 10. 11.

In the Exclusions / Actions Section, if applicable enter the following:  Action  Reason Code Click the Save button. Click the Run button. On the Process Scheduler Request page, verify the following:  Checkbox – Is checked  Description - Load Step Increment for Budget  Process Name - BPCMP107  Process Type – SQR Report  Type – (None)  Format – (None).  Distribution Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted. End of procedure.

211

HCM Payroll

Quick Reference Guide

212

HCM Payroll

Quick Reference Guide

Chapter 2: Exception Processing

213

HCM Payroll

Quick Reference Guide

Pay Unsheet Initiate the Payroll Unsheet SQR Report process (PAYUNSHT), typically as an emergency measure only or during testing. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Update Paysheets > Pay Unsheet Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID On the Pay UnSheet Run Control parameters page, enter the following parameters: On-Cycle Run  Pay Run ID Or Select from the list of values. Off-Cycle Pay Calendar  Pay Run ID  Pay Group  Pay End Date  Process Page # Thru Process Page #

5. 6. 7.

8. 9. 10. 11.

Payroll Cycle – Select the applicable Payroll Cycle Select the appropriate radio button  On-Cycle  Off-Cycle  Both Click the Save button. Click the Run button. On the Process Scheduler Request page, verify the following:  Checkbox - Is checked  Description - Payroll Unsheet  Process Name - PAYUNSHT  Process Type - SQR Report  Type - (None)  Format - (None)  Distribution hyperlink Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted. End of procedure.

214

HCM Payroll

Quick Reference Guide

Reverse Pay Confirmation Run the Reverse Pay Confirmation process to update paysheet information or to make data or table changes that require recalculation after you’ve run the Pay Confirmation process. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Payroll Processing USA > Produce Payroll > Reverse Pay Confirmation Enter a Run Control ID Note: On the Find an Existing Value tab, enter an existing Run Control ID; or, Note: On the Add a New Value, enter a Run Control ID Click the Search button to find an existing Run Control ID; or, Click the Add button to add a new Run Control ID On the Pay Unconfirm Run Control parameters page, enter the following paramters: On-Cycle  Pay Run ID Or Select from the list of values Off-Cycle Run  Company  Pay Group  Pay End Date  Process Page number Thru Process Page

5.

Note: Check the All Reversals/Adjustments checkbox Payroll Cycle - Select the applicable Payroll Cycle

6. 7. 8.

 On-Cycle  Off-Cycle  Both Click the Save button. Click the Run button. On the Process Scheduler Request page, verify the following:

9. 10. 11. 12.

 Checkbox - Is checked  Description - Unconfirm Pay  Process Name - PSPUNCNF  Process Type - COBOL SQL  Type - (None)  Format - (None)  Distribution hyperlink Click the Ok button. Click the Process Monitor link. Select the Refresh button until the Run Status column indicates “Success” and the Distribution Status column indicates “Posted. End of procedure.

215

HCM Payroll

Quick Reference Guide

Check Year-to-Date Balance Adjustment Adjust employee Check Year-to-Date balance. Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC, LaGuardia CC Aid Year, and New Community College (AT). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May AT = September thru August If payments are reversed, the payment, including taxes will be removed from the balances. In order for the WS Payroll Balance Adjustment role to be assigned to a user, approval has to be received by the Director of SFA Accounting. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Check Year-to-Date Enter the following Search criteria:  EMPLID  Name  Last Name  Middle Name Click the Search button. Note: Select the correct employee record by clicking the link. On the Adjust Check YTD Balance 1 page, Header Section, the following values will default:  

5.

Name - defaults first and last name of the employee Person ID = Employee ID

In the Balance Information section, enter the following:  Company  Balance ID  Year  Period  Quarter  Adjustment Reason In the Adjust Check YTD Balance 2 page, Header Section, the following values will default:  

Name - defaults first and last name of the employee Person ID = Employee ID

The following fields are displayed:  Company  Year

216

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details     

6.

Balance ID Period Adjustment Reason Quarter Period

In the Balance Adjustment section, the following fields are displayed:  Adjustment to YTD  Current YTD End of procedure.

217

HCM Payroll

Quick Reference Guide

Earnings Balance Adjustment Adjust employee Earnings balance. Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC, LaGuardia CC Aid Year, and New Community College (AT). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May AT = September thru August If payments are reversed, the payment, including taxes will be removed from the balances. In order for the WS Payroll Balance Adjustment role to be assigned to a user, approval has to be received by the Director of SFA Accounting. Step # 1. 2.

3. 4.

5.

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Earnings Enter the following Search criteria:  EMPLID  Name  Last Name  Middle Name Click the Search button. Note: Select the correct employee record by clicking the link. In the Adjust Earnings Balance 1 page, Header Section, the following values default:  Name - defaults the first and last name of the employee  Person ID = Employee ID  Ben Rcd # In the Balance Information section, enter the following:  Company  Balance ID  Year  Period  Quarter  Earnings Code  Adjustment Reason In the Adjust Earnings Balance 2 page, Header Section, the following values default:  Name - defaults the first and last name of the employee  Person ID = Employee ID  Ben Rcd # The following fields are displayed:  Company

218

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details     

6.

Year Balance ID Period Earnings Code Quarter

In the Balance Adjustment, the following fields are displayed:  Hours  Gross Earnings End of procedure.

219

HCM Payroll

Quick Reference Guide

Deduction Balance Adjustment Adjust employee Deduction balance. Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC, LaGuardia CC Aid Year, and New Community College (AT). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May AT = September thru August If payments are reversed, the payment, including taxes will be removed from the balances. In order for the WS Payroll Balance Adjustment role to be assigned to a user, approval has to be received by the Director of SFA Accounting. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Deductions Enter the following Search criteria:  EMPLID  Name  Last Name  Middle Name Click the Search button. Note: Select the correct employee record by clicking the link. On the Adjust Deduction Balance 1 page, Header Section, the following values default:   

Name - defaults the first and last name of the employee Person ID = Employee ID Ben Rcd #

In the Balance Information section, enter the following:  Company  Balance ID  Year  Period  Quarter

5.

In the Deduction Details Section, enter the following:  Plan Type  Benefit Plan  Deduction Code  Deduction Class  Adjustment Reason On the Adjust Earnings Balance 2 page, Header Section, the following values default:

220

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details   

Name - defaults first and last name of the employee Person ID = Employee ID Ben Rcd #

The following fields are displayed:  Company  Balance ID  Plan Type  Benefit Plan  Year  Deduction Code  Period  Deduction Class  Quarter

6.

In the Balance Adjustment section, the following fields are displayed:  Deductions End of procedure.

221

HCM Payroll

Quick Reference Guide

Tax Balances Adjustment Adjust employee Tax balances Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC, LaGuardia CC Aid Year, and New Community College (AT). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May AT = September thru August

If payments are reversed, the payment, including taxes will be removed from the balances. In order for the WS Payroll Balance Adjustment role to be assigned to a user, approval has to be received by the Director of SFA Accounting. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Taxes Enter the following Search criteria:  EMPLID  Name  Last Name  Middle Name Click the Search button. Note: Select the correct employee record by clicking the link. On the Adjust Tax Balance 1 page, Header Section, the following values default:  

Name - defaults the first and last name of the employee Person ID = Employee ID

In the Balance Information section, enter the following:  Company  Balance ID  Year  Period  Quarter  State  Locality  Tax Class  Adjustment Reason 5.

On the Adjust Tax Balance 2 page, Header Section, the following values default:  

Name - defaults first and last name of the employee Person ID = Employee ID

222

HCM Payroll Step #

Quick Reference Guide Procedure Step Details The following fields are displayed:  Company  Year  Balance ID  Period  State  Quarter  Locality  Tax Class

6.

In the Balance Adjustment section, the following fields are displayed below the following headers: (Taxes, Taxable Gross, No Limit Gross, Tips Earnings):  Current QTD  Current MTD  Adjustments to:  MTD End of procedure.

223

HCM Payroll

Quick Reference Guide

1042 Tax Balances Adjustment Adjust employee 1042 Tax balances Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC, LaGuardia CC Aid Year, and New Community College (AT). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May AT = September thru August *Balances may be off due to late timesheets being charged back to a previous fiscal year. Therefore, HCM and GL will be out of synch. If payments are reversed, the payment, including taxes will be removed from the balances. In order for the WS Payroll Balance Adjustment role to be assigned to a user, approval has to be received by the Director of SFA Accounting. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > 1042 Taxes Enter the following Search criteria:  EMPLID  Name  Last Name  Middle Name Click the Search button. Note: Select the correct employee record by clicking the link. On the Adjust 1042 Tax Balance 1 page, Header Section, the following values default: Name - defaults the first and last name of the employee Person ID = Employee ID

5.

In the Balance Information section, enter the following:  Company  Balance ID  Year  Period  Quarter  State  Country  Income Code  Tax Rate  Reason for Adjustment On the Adjust Tax Balance 2 page, Header Section, the following fields default: 

Name - defaults first and last name of the employee

224

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details 

Person ID = Employee ID

The following fields are displayed:  Company  Year  Balance ID  Period  State  Quarter  Country  Income Code  Tax Rate

6.

In the Balance Adjustment section, the following fields are displayed under the following headers: (Tax, Taxable Gross, WH Allowance, Reimbursed Amount):  Current QTD  Current MTD  Adjustments to:  MTD  Exemption Code  Change to End of procedure.

225

HCM Payroll

Quick Reference Guide

Special Accumulator Balance Adjustment Adjust employee Special Accumulator balance Balances are available for each fiscal year (FY), calendar year (CY) and financial aid year (AY) and for Kingsborough CC, LaGuardia CC Aid Year, and New Community College (AT). The Balance cover the following periods: FY = July thru June CY = January thru December AY = June thru May AT = September thru August

If payments are reversed, the payment, including taxes will be removed from the balances. In order for the WS Payroll Balance Adjustment role to be assigned to a user, approval has to be received by the Director of SFA Accounting. Step # 1. 2.

3. 4.

Procedure Step Details Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Special Accumulators Enter the following Search criteria:  EMPLID  Name  Last Name  Middle Name Click the Search button. Note: Select the correct employee record by clicking the link. On the Adjust Special Accum 1 page, Header Section, the following fields default:   

5.

Name - defaults the first and last name of the employee Person ID = Employee ID Empl Rcd #

In the Balance Information section, enter the following:  Company  Balance ID  Year  Period  Quarter  Spcl Accum Code  Adjustment Reason In the Adjust Special Accum 2 page, Header Section, the following values default:   

Name - defaults first and last name of the employee Person ID = Employee ID Empl Rcd #

226

HCM Payroll Step #

Quick Reference Guide Procedure Step Details The following fields are displayed:  Company  Year  Balance ID  Period  Spcl Accum Code  Quarter

6.

In the Balance Adjustment section, the following fields are displayed:  Hours  Gross Earnings End of procedure.

227

HCM Payroll

Quick Reference Guide

Update Unclaimed Wages Payroll Field The University is required to return unclaimed wages to New York State if those wages have not been claimed three years after issuance of the pay check. This process described how to record in CUNYfirst the return of unclaimed wages. Step #

Procedure Step Details

2.

Main Menu > Payroll for North America > Payroll Processing USA >CUNY Work Study Payroll> Payroll Fields The Payroll Fields search page displays.

3.

Enter one or more of the following fields:

1.

228

HCM Payroll

Quick Reference Guide

Rebuild Primary Job Flags The process automatically sets the primary job information for one, many or all employees. When an employee has multiple jobs, sometimes the Primary Job Flags are not set correctly which causes a payroll error. This process resets the Primary Job Flags correctly. Step # 1. 2.

Procedure Step Details Navigate to: Benefits >Maintain Primary Jobs > Rebuild Primary Job Flags If the user has a run control id, Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

3. 4.

5. 6. 7. 8.

9. 10. 11.

Rebuild Primary Job Flags Run Control Page Report Request Parameter(s) – *Run Option Select Employees Specified in List or select from the list of values. Employee List  Empl ID To Add additional employees, click the + key. Click the Save button to save the detail if required. Click the Run button

Process Scheduler Request page Verify that the:  Checkbox: is checked  Description: Primary Jobs utility  Process Name: BN_BEN500_AE  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Payroll Process to monitor this process’s progress. This completes the Rebuild Primary Job Flags Business Process

229

HCM Payroll

Quick Reference Guide

Mass Update for Work Study Students Exempt from FICA The Mass Update feature enables changes to the data of large groups of employees. This process will evaluate whether a Work Study employee whose FICA indicator on Job is set to Subject is eligible to be exempt from FICA. If they are eligible, the FICA Indicator will be changed to Exempt. To process mass updates: 1. Set up a mass update definition through the Define Mass Update component. 2. Run the mass-update selection phase and create transactions for mass update through the Create Mass Updates page. 3. Review and update transactions. You can review and update transactions online through the Manage Mass Updates component. You can also generate a report to review transactions from the Report Mass Updates page. 4. Process transactions. You can process transactions one at a time from the Manage Mass Updates component, which is part of the Mass Update manager module. Or you can process transactions in batch through the Execute mass Updates page. 5. (Optional) If necessary, cancel transactions through the Manage Mass Updates component, which is part of the Mass Update Manager. (Optional) If necessary, delete transactions one at a time through the Manage Mass Updates component, or delete transactions in batch through the Delete Mass Updates page. Tips for a successful mass update:    

Test your update on a small group first. Use the correction option only if you are certain that you want to override data. If possible, add a new effective-dated row, instead. Familiarize yourself with the online transaction to understand the rules governing the component before trying to automate it using the Mass Update process. When you update a component using Mass Update, it is governed by the same rules (such as defaulting and required fields) as when you access the component online. Create several simple Mass Update IDs that you can use in combination instead of trying to create a complicated one that changes everything.



In addition to being more flexible, this approach facilitates identifying the source of errors. Step # 1. 2. 3.

Procedure Step Details Navigate to: Workforce Administration > Collective Processes > Mass Update > Define Mass Update The Define Mass Updates page is displayed. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Define Mass Update Page 4.

Click Add a New Value if needed

5.

Input Mass Update ID Click in Description box Input Description

230

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details

6.

Click in Short Description box

7.

Input Description (Optional) Click in Copy From:

8.

Input Mass Update ID Under Process Mode Option, click Add a New Effective Date” radio button

9.

Under Process Mode Option, do NOT click Correct Current Record radio button Click in Reference Date and input Effective Date

13.

Input Effective Date Do not click the Include Eligible Future Rows check box Click Common Changes tab Under Population Selection Criteria, click Select By drop down arrow and select Group Build Click in the Character Value field

14. 15.

Input Group ID Accept the default Process value Include (Optional) Under Individuals, click in EmplID box:

16.

 Input EmplID  Input Empl_Rcd Nbr Under Data Changes, click the Section drop down arrow and select a section

17.

 Job Data Click the Element drop down arrow and select the Element:

18.

 Action Click the Character Value magnifying glass and select a Character Value

19.

 Character Value Under Data Changes, click the Section drop down arrow and select a section

20.

Input Job Data Click the Element drop down arrow and select an Element

21.

 Reason Code - WS FICA Change Click the Character Value magnifying glass and select a Character Value

22.

 Character Value Click on Data Changes “+” button to add a new value

23.

 Payroll Click the Element drop down arrow and select an Element

24.

 FICA Status = Exempt Click the Character Value magnifying glass and select a Character Value

10. 11. 12.



Character Value

231

HCM Payroll

Quick Reference Guide

Step # 25. 26. 27. 28.

Procedure Step Details Click Save to save changes. Navigate to: Workforce Administration>Collective Processes>Mass Update> Create Mass Updates The Create Mass Updates page is displayed. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

29.

Create Mass Updates Run Control Page

30.

Click in the Mass Update ID box

31. 32.

Input Mass Update ID Click Save to save changes. Click Run

33.

Process Scheduler Request page

34.

Verify that the:  Checkbox: is checked  Description: Mass Update Selection  Process Name: HR_MASS_PREP  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Navigate to: Workforce Administration > Collective Processes > Mass Update > Execute Mass Updates The Execute Mass Updates page is displayed. If the user has a run control id, Input Run Control ID

35. 36. 37. 38.

Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Execute Mass Updates Run Control Page 39.

40.

Mass Updates Seq defaults to 1 Select Mass Update ID or select from the list of values. Employee List: Input Empl ID To Add additional employees, click the + key. Parallel Processing Click check box by Run Instances in Parallel Click in the Maximum of Instances box Input Maximum of Instances Click in the “Transactions per Instance” box

41.

Input Transactions per Instance Click the Save button to save the detail if required.

232

HCM Payroll

Quick Reference Guide

Step # 42.

Procedure Step Details Click the Run button

Process Scheduler Request page 43.

44. 45. 46.

Verify that the:  Checkbox: is checked  Description: Mass Update  Process Name: HR_MASS_UPD  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Process to monitor this process’s progress. This completes the Mass Update Business Process

233

HCM Payroll

Quick Reference Guide

Mass Update for Work Study Students Subject to FICA The Mass Update feature enables changes to the data of large groups of employees. This process will evaluate whether a Work Study employee whose FICA indicator on Job is set to Subject is eligible to be exempt from FICA. If they are eligible, the FICA Indicator will be changed to Exempt. This Process must be run after the Mass Update for Work Study students exempt from FICA process is run. To process mass updates: 1. Set up a mass update definition through the Define Mass Update component. 2. Run the mass-update selection phase and create transactions for mass update through the Create Mass Updates page. 3. Review and update transactions. You can review and update transactions online through the Manage Mass Updates component. You can also generate a report to review transactions from the Report Mass Updates page. 4. Process transactions. You can process transactions one at a time from the Manage Mass Updates component, which is part of the Mass Update manager module. Or you can process transactions in batch through the Execute mass Updates page. 5. (Optional) If necessary, cancel transactions through the Manage Mass Updates component, which is part of the Mass Update Manager. (Optional) If necessary, delete transactions one at a time through the Manage Mass Updates component, or de Tips for a successful mass update:    

Test your update on a small group first. Use the correction option only if you are certain that you want to override data. If possible, add a new effective-dated row, instead. Familiarize yourself with the online transaction to understand the rules governing the component before trying to automate it using the Mass Update process. When you update a component using Mass Update, it is governed by the same rules (such as defaulting and required fields) as when you access the component online. Create several simple Mass Update IDs that you can use in combination instead of trying to create a complicated one that changes everything.



In addition to being more flexible, this approach facilitates identifying the source of errors.lete transactions in batch through the Delete Mass Updates page. Step # 1. 2. 3.

Procedure Step Details Navigate to: Workforce Administration > Collective Processes > Mass Update > Define Mass Update The Define Mass Updates page is displayed. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Define Mass Update Page 4.

Click Add a New Value if needed Input Mass Update ID

234

HCM Payroll

Quick Reference Guide

Step #

Procedure Step Details

5.

Click in Description box

6.

Input Description Click in Short Description box

7.

Input Description (Optional) Click in Copy From:

8.

Input Mass Update ID Under the Process Mode Option, click Add a New Effective Date radio button

9.

Under the Process Mode Option, do NOT click Correct Current Record radio button Click in Reference Date and input Effective Date

12. 13. 14.

Do not click the Include Eligible Future Rows check box Click Common Changes tab Under Population Selection Criteria, click Select By drop down arrow and select Group Build Click in the Character Value field and Input Group ID Accept the default Process value Include (Optional) Under Individuals, click in EmplID box

15.

 Input EmplID  Input Empl_Rcd Nbr Under Data Changes, click the Section drop down arrow and select a section

16.

Input Job Data Click the Element drop down arrow and select an Element

17. 18.

Input Action Click the Character Value magnifying glass and Input Character Value Under Data Changes, click the Section drop down arrow and select a section

19.

Input Job Data Click the Element drop down arrow and select an Element

20.

Input Reason Code Click the Character Value magnifying glass and select a Character Value

21.

Input Character Value Click on Data Changes “+” button to add a new value

22.

Input Payroll Click the Element drop down arrow and select an Element

23.

Input FICA Status Click the Character Value magnifying glass and select a Character Value

24.

Input Character Value Click Save to save changes.

10. 11.

235

HCM Payroll

Quick Reference Guide

Step # 25. 26. 27.

Procedure Step Details Navigate to: Workforce Administration > Collective Processes > Mass Update > Create Mass Updates The Create Mass Updates page is displayed. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Create Mass Updates Run Control Page 28.

Click in the Mass Update ID box

29. 30.

Mass Update ID Click Save to save changes. Click Run

Process Scheduler Request page 31.

32. 33. 34. 35.

Verify that the:  Checkbox: is checked  Description: Mass Update Selection  Process Name: HR_MASS_PREP  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Navigate to: Workforce Administration > Collective Processes > Mass Update > Execute Mass Updates The Execute Mass Updates page is displayed. If the user has a run control id, Input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

Execute Mass Updates Run Control Page 36.

37.

38. 39.

Mass Updates  Seq defaults to 1  Select Mass Update ID or select from the list of values. Employee List:  Input Empl ID Note: To Add additional employees, click the + key. Parallel Processing  Click check box by Run Instances in Parallel  Click in the Maximum of Instances box  Input Maximum of Instances  Click in the Transactions per Instance box  Input Transactions per Instance Click the Save button to save the detail if required. Click the Run button

Process Scheduler Request page

236

HCM Payroll Step # 40.

41. 42. 43.

Quick Reference Guide Procedure Step Details Verify that the:  Checkbox: is checked  Description: Mass Update  Process Name: HR_MASS_UPD  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Process to monitor this process’s progress. This completes the Mass Update Business Process

237

HCM Payroll

Quick Reference Guide

Chapter 3: CUNY CEMLI’s

238

HCM Payroll

Quick Reference Guide

Bank Interface CUNY uses this interface to maintain the Bank Table. CUNY will access the FRB website (https://www.fededirectory.frb.org/download.cfm) and download the FedACH Participant RDFI public data file on a periodic basis. Step # 1. 2.

Procedure Step Details Navigate to: CUNY>HCM Interfaces > Bank Table Inbound Interface If the user has a run control id, input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

3. 4. 5. 6.

7. 8. 9.

Bank Table Inbound Interface Control Page Click the RUN button

Process Scheduler Request page Verify that the:  Checkbox: is checked  Description: Bank Table Inbound Interface  Process Name: CU_BANK_AE  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Process to monitor this process’s progress. End of the Bank Table Inbound Interface Business Process.

239

HCM Payroll

Quick Reference Guide

Payroll Parallel Interface This process loads the legacy file from Tumbleweed into CUNYfirst. Pay End Date must be established prior to running this process. Step # 1. 2.

Procedure Step Details Navigate to: CUNY>HCM Interfaces > Payroll Parallel Interface If the user has a run control id, input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

3. 4.

Payroll Parallel Interface Control Page Process Request Parameters Input Source Pay Check File or select from the list of values.

5. 6. 7. 8.

9. 10. 11.

Input Pay End Date or select from the list of values. Click the Save button to save the detail if required. Click the Run button

Process Scheduler Request page Verify that the:  Checkbox: is checked  Description: Payroll Parallel Interface  Process Name: CU_I111AE  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Process to monitor this process’s progress. End of the Payroll Parallel Interface Business Process.

240

HCM Payroll

Quick Reference Guide

Payroll Parallel Compare This process compares the legacy file to the equivalent payroll in CUNYfirst. Pay Run ID must be established prior to running this process. Step # 1. 2.

Procedure Step Details Navigate to: CUNY >HCM Interfaces > Payroll Parallel Compare If the user has a run control id, input Run Control ID Or click the Search button which displays the existing Run Control ID. Click the appropriate Run Control ID hyperlink.

3. 4.

5. 6. 7. 8.

9. 10. 11.

Payroll Parallel Compare Control Page Process Request Parameters Input Pay Run ID or select from the list of values. Click the Save button to save the detail if required. Click the Run button

Process Scheduler Request page Verify that the:  Checkbox: is checked  Description: Payroll Parallel Interface  Process Name: CU_E102A_CMP  Process Type: Application Engine  Type: (None)  Format: (None)  Distribution hyperlink Click the OK button. Use the Run a Process to monitor this process’s progress. End of the Payroll Parallel Compare Business Process.

241

HCM Payroll

Quick Reference Guide

Appendix

242

HCM Payroll

Quick Reference Guide

HR Daily Transactions Report (College) 1. Click the CUNY link. 2. Click the Human Capital Mgmt link. 3. Click the HCM Reports link.

4. Click the HR Daily Transactions Report link. 5. Click the Add a New Value tab. 6. Enter the desired information into the Run Control ID field. Enter "HR_DAILY_TRANS_RPT". 7. Click the Add button. 8.

This report allows users to process the report by Action Date or Effective Date. By running by Action Date, the report will return any transactions that were entered into the CUNYfirst system during the date range. Likewise, by running by Effective Date, the report will return any transactions that took effect (transactions with an Effective Date) during the date range. In this scenario, the report will be run based on Effective Date.

9. Click the Run Report based on Effective Dates option. 10. Click in the From Effective Date field. 11. Enter the desired information into the From Effective Date field. Enter "07/01/2009".

243

HCM Payroll

Quick Reference Guide

12. Click in the Thru Effective Date field. 13. Enter the desired information into the Thru Effective Date field. Enter "07/04/2009". 14. Click the Save button. 15. Click the Run button. 16. Click the OK button. 17. Click the Report Manager link. 18. Click the Administration tab. 19. Click the Refresh button. 20. Click the HR Daily Trans Report link. 21. Click the Report tab. 22. Click the Open button. 23.

This is the HR Daily Transaction Report.

24.

End of Procedure.

244