15 Document Number: 36UG

Pay Rate Breakdown User Guide Updated: 3/12/15 Document Number: 36UG1301516 GA PAY RATE BREAKDOWN USER GUIDE Copyright © 2015 SEDC All rights reser...
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Pay Rate Breakdown User Guide Updated: 3/12/15 Document Number: 36UG1301516

GA PAY RATE BREAKDOWN USER GUIDE

Copyright © 2015 SEDC All rights reserved.

No part of this document may be copied or reproduced in any form or by any means without the express prior written consent of SEDC. *** Changes and updates are periodically made to the software and services may be reflected in future publications. This publication does not intend to completely document every feature and function of the software; it only provides a general guide. Please consult other documentation in addition to this document. Information in this document is subject to change without notice and does not represent a commitment on the part of SEDC and/or its affiliates. All rights reserved. Other product names mentioned may be trademarks of other vendor/manufacturers.

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GA PAY RATE BREAKDOWN USER GUIDE

Table of Contents V36 GA PAY RATE BREAKDOWN OVERVIEW

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INTERACTIVE PROGRAMS

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PAY RATES SELECTION IN THE PAYROLL & HR CONTROL FILE MENU

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Accessing Pay Rate Breakdown Screens

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Adding Pay Rates

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Searching Pay Rates

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USING THE TAB HYPERLINKS

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Adding an Employee

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Assigning or Changing and Employee’s Pay Rate in the Rate Change Tab

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Changing an Employee’s Pay Rate in Rate History Tab

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Viewing Employee Records in the Pay/Tax Tab

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USING THE INTERACTIVE PAY RATE CHANGE FEATURE

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Changing One Employee’s Pay Rate.

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Changing Multiple Employee Pay Rates

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Adding a Pay Rate to a Group

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BATCH PROGRAMS

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EMPLOYEE RATE INCREASE CALC (ERCA)

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EMPLOYEE RATE INCREASE UPDATE (ERUA)

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EMPLOYEE PAY RATE HISTORY (ERHA)

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V36 GA Pay Rate Breakdown Overview General Accounting (GA) Pay Rate Breakdown is a program enhancement that provides the ability to create multiple contributing factors to an employee’s pay rate. This can be done individually or for a group of employees This guide will discuss the following GA’s Pay Rate Breakdown in UPN version 36: •

Interactive Programs



Batch Programs

Interactive Programs Pay Rate Breakdown interactive programs include the Payroll and HR Control File screens, the Employee Records Tab hyperlink, and the Employee Pay Rate Change hyperlinks. •

Pay Rates Selection in the Payroll & HR Control File Menu



Viewing Employee Records in the Pay/ Tax Tab



Assigning or Changing an Employee’s Pay Rate in the Rate Change Tab



Changing an Employee’s Pay Rate in the Rate History Tab



Adding an Employee



Using the Interactive Pay Rate Change Feature



Changing One Employee’s Pay Rate



Changing Multiple Employees’ Pay Rate

Pay Rates Selection in the Payroll & HR Control File Menu Through the Pay Rates dialog box found in the Payroll & HR Control File menu, you can set up the information needed to breakdown an employee’s pay rate. From here you can search or add the different pay rates.

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GA PAY RATE BREAKDOWN USER GUIDE

Accessing Pay Rate Breakdown Screens To access the Pay Rate Breakdown screens, perform the following steps: 1. From the GA Main menu, select the Control File button.

2. Select the Payroll & HR button.

3. Enter the password. 4. Select the Pay Rates button.

Adding Pay Rates 1. Select Add to display the Add Pay Rate dialog box.

2. Enter the new pay rate information.

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3. Click Add.

The new Pay Rate Detail displays. 4. You can display the details for the new pay rate at a later time by selecting List All Pay Rates and clicking Search, and then select the new pay rate row in the review list; or select the Specific Pay Rate option in the Option drop-down and enter the new code, and click Search. Searching Pay Rates 1. From the Option: pull down menu in the lead in heading, select List All Pay Rates or Specific Pay Rate and click Search.

2. If you select List All Pay Rates, all assigned pay rates will be displayed below the lead in heading.

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3. To display the details of a listed pay rate, click on the row you wish to display and the details will be displayed to the right of the Pay Rate list.

4. If Specific Pay Rate is selected, enter the Pay Rate code in the text box and click Search.

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The Pay Rate Detail dialog box will be displayed below the lead in area.

Using the Tab Hyperlinks Adding an Employee When a new employee is added, use the Pay Rate hyperlink on the Add Employee dialog box to set up the pay rate categories for the new person. 1. Navigate to the GA  Human Resources  Employee Records screen in the HR menu.

2. Click the Add button to open the Add Employee dialog box.

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3. Click the Pay Rate hyperlink to open the Pay Rate Breakdown dialog box.

4. Fill in the required information and click Add. Assigning or Changing and Employee’s Pay Rate in the Rate Change Tab Pay rates can be assigned or changed individually or for groups of employees. On the Rate Change tab, the Pay Rate hyperlinks allow you to view or to assign the different pay rate categories that compose an employee’s total pay rate. The Rate Change tab has two hyperlinks for the Pay Rate fields. The Pay Rate field on the left allows inquiry of the employee’s existing pay rate breakdown, and the field on the right allows entry of the employee’s new pay rate by categories. To change the employee’s Pay Rate, use the following steps:

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1. Navigate to GA  Human Resources  Employee Records menu described in the previous section, search for, and select the employee whose rate you wish to change. 2. Select the Rate Change tab to view the Current and New rates for the selected employee.

3. Select the link under Current Status to display the current breakdown of the pay rate.

The Pay Rate Breakdown Inquiry screen displays.

4. Select the link under New Status to enter the new rate breakdown.

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GA PAY RATE BREAKDOWN USER GUIDE

The Pay Rate Breakdown Change dialog box is displayed.

Note: Any Rate that has an amount listed in the Current Amount column must be retyped in the New Amount column to carry over. The New Amount field for the Base Pay rate is required. To remove a pay rate, enter 0 in the New Amount field. If a Pay Rate Code is not listed, it is inactive. 5. Enter the new Pay Rate Breakdown and reason (highly recommended), and click Change. Changing an Employee’s Pay Rate in Rate History Tab A hyperlink in the Rate History Information field also allows for changing an employee’s pay rate breakdown. 1. Navigate to GA  Human Resources  Employee Records, search for, and select an employee.

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2. Select the Rate History tab. There will only be one pay rate listed as Current. Depending on other parameter settings, rates that have a future effective date may be displayed.

3. Select a row to display the history information.

4. Select the Pay Rate hyperlink to display the rate change dialog box.

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5. Enter the new rates.

6. Click Change to save the updated pay rate. Viewing Employee Records in the Pay/Tax Tab Selecting the Pay Rate hyperlink in the employee records program displays a list of different pay rate categories contributing to employees’ total pay rate. 1. Navigate to GA  Human Resources  Employee Records. 2. Select a search method in the Option field and enter the appropriate search criteria in the Search field.

3. Select the employee you wish to view.

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GA PAY RATE BREAKDOWN USER GUIDE

The Employee information will be displayed below the row of tabs. 4. Select the Pay/Tax tab to display the pay/ tax information. Click on the Pay Rate hyperlink to display the Pay Rate Breakdown for the employee.

5. The Pay/ Rate Breakdown Inquiry dialog is displayed.

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GA PAY RATE BREAKDOWN USER GUIDE

Using the Interactive Pay Rate Change Feature Changing the pay rate according to an employee category, group, or individual is done via the Pay Rate option under the Human Resources menu. Changing One Employee’s Pay Rate. 1. From the GA Main menu, select the Human Resources button. 2. Select the Pay Rate option.

3. If available, select whether to view the Current Only or Future Only pay rates and then enter or select a Pay Rate Code by clicking the search icon to the right of the field.

4. Double click the Pay Rate you wish to see.

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5. To narrow down the search results, populate the other search criteria before clicking Employee List. They are as follows: •

Hire Date – This is the Adjusted Hire Date or Employment Date, depending on how the system is set up. The default is Employment Date.



Begin Date and End Date – Specify a hire date, termination date, or a range of dates here.



Type – Select All, Hourly or Salaried from the pull down menu.



Union – Select All, Non – Union, or Union from the pull down menu.



Work Location – Select All, Inside, Outside, or Other from the pull down menu.



Status – Select All, Full – Time, or Part – Time from the pull down menu. The default is Full – Time.



Begin Job – Code and End Job – Code – Specify one Job Code or a range of Job Codes.

6. Click Employee List to show all of the employees that meet the specified search criteria.

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The bottom section of the dialog lists all employees that are assigned the pay rate selected in the Pay Rate Code field of the lead in section. 7. If you need to assign the pay rate to an employee that is not listed, populate the Detail Entry section by entering an employee number or using the search function, and click Add.

Note: The employee must be active and not already assigned the pay rate code. 8. To update an employee in the list, highlight an employee to populate the Detail Entry section of the screen.

9. Select the type of pay rate change in the Type field.

10. Enter the Amount or the Percentage according to what the Type field requires. The New Amount will automatically populate.

11. Change the Effective Date by entering the date or click the calendar icon and select the date the pay rate change should become effective.

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12. Enter the reason for the pay change in the Reason field.

13. Click update to save the changes.

The changes are displayed in the Employee list.

14. To assign an employee to the pay rate group, click New Line. This will open the Add dialog in the Detail Entry section. Populate the fields required.

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15. To delete the listed pay rate from an employee, select an employee from the list and click Delete. This will remove the employee from the list of those assigned the pay rate. Changing Multiple Employee Pay Rates 1. From the Pay Rate Change screen, click the Multi Change button.

2. When the Pay Rate Employee List dialog opens, select Specific Employee Maintenance, or Group Maintenance. If Specific Employee Maintenance is selected, only one row can be selected at a time.

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3. In order to select multiple rows, select the Group Maintenance radio button, then select the employees whose pay rates are to be changed.

4. Enter the rate change information in the Group Maintenance of Pay Rate window underneath the Employee List.

5. After entering the rate change information, click Review. If no review is necessary, click Update. To go back to the Pay Rate Change screen, click Cancel.

6. Click Yes after clicking Review. To go back to the Group Maintenance of Pay Rate dialog, click No.

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7. When the Pay Rate Review Group Maintenance dialog opens, review the pending changes for accuracy. If you need to change something, click Exit Review and make the changes in the Pay Rate Employee List. If the changes are correct, click the Update button.

Note: To export the list in various formats, right click and select the format needed.

8. Click Yes to continue and update the pay rate records.

The Pay Rate Review Group Maintenance will close and return to the Pay Rate Employee List. 9. Repeat the process to make other changes. If there are no other changes to make, click the Cancel button to close the Pay Rate Employee List window and return to the Human Resource Pay Rate Change menu.

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GA PAY RATE BREAKDOWN USER GUIDE

Adding a Pay Rate to a Group 1. Using the Pay Rate Employee List, enter or search for and select the existing pay rate from which you wish to select employees and click Employee List.

2. Click Multi Change, at the bottom right of the screen.

3. Select the Group Maintenance option radio button.

4. When the Add New Pay Rate Code field appears, enter or search for the pay rate code you wish to assign in addition to all other existing codes that apply to the employees.

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5. If searching for the code, double-click on your choice to select it from the list dialog.

6. In the Employee List, select the employees to whom you wish to add the new rate by single clicking each one in the list.

7. Enter the Amount and the Effective Date. Reason can be entered, but is not required.

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8. If you wish to review the changes before applying them, click Review.

9. When the confirmation dialog appears, select Yes to continue to the Pay Rate Review Group Maintenance dialog, or No to return to the Employee List screen.

10. In the Review dialog, click Exit Review to make more changes, or Update to apply the changes to the employees’ pay rates.

11. If you do not wish to review your changes prior to updating, click Update at the bottom of the Multi Change dialog window.

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12. Click Cancel to discard your changes and return to the Pay Rate Change lead in screen.

Batch Programs • • •

Employee Rate Increase Calc Employee Rate Increase Update Employee Pay Rate History

These programs are used to update and view the pay rates for multiple employees. To access the batch programs, take the following steps:

Employee Rate Increase Calc (ERCA) If Parameter 244 is enabled, this program will not execute. The following message will be displayed: “Pay Rate Breakdown (Parameter 244) is being used - Execution not allowed.” Use the interactive program, Pay Rate option on the Human Resources menu, to change employees pay rates.

Employee Rate Increase Update (ERUA) If Parameter 244 is enabled, this program will not execute. The following message will be displayed: “Pay Rate Breakdown (Parameter 244) is being used - Execution not allowed.” Use the interactive program, Pay Rate option on the Human Resources menu, to change employees pay rates.

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GA PAY RATE BREAKDOWN USER GUIDE

Employee Pay Rate History (ERHA) 1. A new prompt, Include Pay Rate Details was added to the options for this program.

2. Click the drop-down arrow to select Y or N. If Y is selected, the report will list applicable pay rate codes by employee.

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