Enterprise Edition | Payroll Batch Process and Export

Enterprise Edition Payroll Batch Process and Export, December 2014 Edition  Copyright © 2014 by HEALTHCAREfirst, Inc. All rights reserved. Copyright claim is exclusive of U.S. government tables. No part of this publication may be reproduced or copied in any form, nor by any means without express written permission of HEALTHCAREfirst. This publication is intended to be used for training, implementation, and assistance in software usage by HEALTHCAREfirst employees and clients. Print copies of documentation may be produced for the above listed purposes provided that the documentation contains the HEALTHCAREfirst copyright notice. Information in this document is subject to change without notice. Program enhancements made after the time of distribution are documented in an electronic format (Adobe Acrobat) with HEALTHCAREfirst Support and may not be found in this document. Names, data, and examples used in this document are fictitious and do not represent actual people or companies. HEALTHCAREfirst 1343 E. Kingsley St. #A Springfield, MO 65804 800.841.6095 w2.healthcarefirst.com Additional information about HEALTHCAREfirst, Inc. and the products offered can be obtained by contacting HEALTHCAREfirst Sales at 800.841.6095.

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Table of Contents  Chapter 1: Overview ................................................................................................................................. 4 Chapter 2: Master Files ............................................................................................................................ 5 Configuring Payroll Extract Settings ADP Specific Extract Settings Payroll Extract Settings Grid Chapter 3: Reference Files ..................................................................................................................... 10 Payroll Adjustment Types Chapter 4: Payroll Tool ........................................................................................................................... 13 Payroll Batches Payroll Adjustments Payroll Process Payroll Extract Chapter 5: File Transfer .......................................................................................................................... 16 File Manager Reconciliation Manager Downloading Response Files Chapter 6: Medicare Eligibility ............................................................................................................... 22 Viewing Previous Eligibility Reports Retrigger Report Request Status Types Saving and Printing Reports Viewing Eligibility Reponses Chapter 7: All Payer Eligibility ............................................................................................................... 33 Running the Eligibility Report Previous Eligibility Reports Saving and Printing Reports Viewing All Payer Eligibility Reports Eligibility Payer List

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Chapter 

 Payroll Overview 

1

Enterprise Edition’s Payroll functionality allows you to obtain pre-tax, pre-deduction pay amounts for your employees. With this feature, you can compile, batch, and export payroll data to use with your current payroll software. Currently only ADP Payroll is supported by Enterprise Edition, however, a CSV export file can be created that may work for other payroll vendors. Check with your payroll vendor, if other than ADP, to find out specific criteria needed and if the included CSV file format will work for processing your payroll. The Payroll tool in Enterprise Edition includes functionality to run a Wage Report or to export payroll data. Calculations cannot be performed from the Payroll tool for PTO and Sick time off, or to estimate taxes and deductions. Additionally, the Payroll tool cannot be used to generate payroll checks. Checks must be generated through another software system or vendor. All Payroll calculations are based on:   

Agency’s established settings in Master Files | Payroll Setup Personnel | Payroll Setup options Completed visits in Charge Entry and Productivity

Payroll will only be visible to users who have been granted rights to Payroll Master Files in Administration | User Security. Access can be granted to select personnel for Payroll to Master Files, Personnel Setup, Batch Generation, Reports, and Export. Payroll will only be visible to users who have been granted rights to Payroll Master Files. Payroll functionality is set, by default, to On for all accounts. To turn off Payroll functionality: 1. On the Main Menu, click Administration then select System Control. 2. Scroll down to Payroll. 3. Click the radio button next to Off. Once your agency has set up the Master Files, Reference Files and Personnel Payroll Setup items, you can begin creating Payroll Batches and Exports through Tools | Payroll. Refer to the Payroll Master Files and Personnel Setup Users Guide or iLearning for further details on setting up Personnel.

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Chapter 

Payroll Extract Master Files

2

Before the Payroll tool can be used, the Master Files | Payroll Extract settings must be configured. Each Office Group that is set up in Master Files | Payroll Setup will appear in the Payroll Extract Settings grid. If your agency uses ADP as your payroll vendor, you must enter the ADP Company Code prior to generating Payroll batches. The code will be an identifier that ADP has assigned to your agency and will need to appear in the data and file name for all batches that are submitted to ADP. If you do not know what your ADP Company Code is, you will need to contact ADP to retrieve the information.

Configuring Payroll Extract Settings To configure Payroll Extract Settings: 1. 2. 3. 4. 5.

On the Main Menu, click Master Files then select Payroll Extract. Click the applicable Office Group in the Payroll Extract Settings grid to select it. In the ID Value text field, enter the ADP Company Code, which is provided by ADP. Click . The saved data will appear in the Payroll Extract Settings grid.

ADP Specific Extract Settings See ADP documentation for full details regarding their requirements. The following is an excerpt from ADP documentation: Name your Paydata Import files (the ID Value in Enterprise Edition) “PRcccEPI.CSV”, where ccc is the ADP Company Code. For 2-position company codes, use “cc” followed by an underscore (“cc_”). When your payroll process requires multiple files (Example: salaried in one file and hourly in another), use the filename, “EPIcccAA.CSCV”, where ccc is the ADP Company Code (“cc_” for two-position Company Codes) and AA is a two-position, user-defined, alphanumeric file identifier (A-Z, 0-9) that you assign. Samples: 1. 2.

File name for one file: PR{cc}EPI.CSV File name for multiple files: a. Using ID Value: i. EPI{cc}AA.CSV or ii. EPI{cc}_AA.CSV b. Hard-coded company code: i. EPI###AA.CSV or ii. EPI##_AA.CSV

If you have a 2-digit company code, you should not have any special characters (i.e. underscore, space, etc.) in the ID Value field. Otherwise, the special character will be stored in the extracted data. Additionally, spaces are not valid for file names. Enterprise Edition  Payroll Batch Process and Export 

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Payroll Extract Settings Grid The Payroll Extract Settings grid will contain Payroll Extract Settings for each Office Group that is set up in Master Files | Payroll Setup. The Payroll Batch grid contains the following information:      

ID  The number of the Office Group within Enterprise Edition Extract Type  The type of Payroll Extract file the Office Group is defaulted to Office Group  The name of the Office Group within Enterprise Edition File Name  The name the Payroll Extract files will save to Custom ID Column  The data field that will pull to the ID Column in the Payroll Extract file (This must be the ID Value (ADP Company Code), if ADP is your payroll vendor) Custom ID Value  The ID Value entered for the Office Group (This should be the ADP Company Code, if ADP is your payroll vendor)

Each payroll vendor has different specifications for what data they require for extract files in order to process payroll. Currently, ADP is the only supported payroll vendor in Enterprise Edition and the data that is set to pull to Payroll Extract files has been configured based on their specifications. The defaulted File Name and ID Column fields are set up based on the required information ADP needs to process payroll. Do not delete any of the information in the File Name field. If desired, you can add information for your own purposes, such as dates, for ease in searching for extract files at a later date.

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Chapter 

Reference Files

3

Payroll Adjustment Types There may be times that adjustments need to be made to Payroll items, or items that are not included in normal payroll processes must be added, before you can complete a Payroll batch. Individual adjustments are made within the Payroll tool. However, Reference Files | Payroll Adj Types contains the Adjustment Types that pull to the Payroll tool. Payroll includes a number of default Adjustment Types that are already set up. Additional Adjustment Types can be added to fit your agency’s needs.

Adding Adjustment Types To add Adjustment Types: 1. 2. 3. 4. 5. 6.

On the Main Menu, click Reference Files then select Payroll Adj Types. Click . Enter a Description. If the Adjustment Type is eligible for Overtime pay, click to check the Overtime checkbox. Click . The new Adjustment Type will be added to the Payroll Adjustment Type grid at the top of the screen.

Payroll Adjustment Type Grid The Payroll Adjustment Type grid will contain all Payroll Adjustment Types. You can search for specific types by utilizing the Search icon. To search for types: 1. Enter the Description. 2. Click . 3. The types that meet the description entered will appear in the Payroll Adjustment Type grid. The Payroll Adjustment Type grid contains the following information:  

Description – The description entered for the Adjustment Type. Overtime – The box in this column will contain a check if the Payroll Adjustment Type is eligible for Overtime pay.

Editing a Payroll Adjustment Type Existing Payroll Adjustment Types can be edited. To edit a Payroll Adjustment Type: 1. 2. 3. 4.

On the Main Menu, click Reference Files then select Payroll Adj Types. Click the applicable Description to highlight and select it. Change the Description and/or Overtime option, as necessary. Click .

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Chapter 

Payroll Tool

4

Payroll processing can be accessed through Tools | Payroll and is set up for the user to work through each tab in the order that they appear on the Tools screen.    

Payroll Batches Payroll Adjustments Payroll Process Payroll Extract Payroll batches must be generated, completed, and extracted in order to submit Payroll data for processing to your payroll vendor.

Payroll Batches All new visits from the Payroll Start date forward are considered part of the Pay Cycle. All employees, with the applicable Payroll Office Group assigned, will be generated in Payroll Batches, regardless, if they have completed visits or not, so that they are able to close out each pay period. If a Visit is verified with a date of service from a prior pay cycle, but has not been paid, then the Visit will be included in the current pay cycle. Payroll batches awaiting generation will default to the next logical batch pay cycle and cannot be altered. The first step in processing Payroll is to generate a Payroll Batch. To generate a Payroll Batch: 1. 2. 3. 4.

On the Main Menu, click Tools then select Payroll. Click the Payroll Batches tab. Select the Office Group using the drop-down menu. Select the Pay Cycle Type using the drop-down menu. The remainder of the fields will be automatically populated based on the Pay Cycle Type that is selected. 5. Click Generate Batch. Only one Payroll Batch can be “Generated” and “Pending” for each Office Group and Pay Cycle Type. The Generate button will be disabled if a batch for the selected criteria already exists. 6. The batch will appear in the Payroll Batch grid at the bottom of the screen. 7. Continue with Payroll Adjustments.

Calculated Visit Time Visit Time is calculated for Visits that are paid per hour. VisitHrs, TravelHrs, and OtherHrs can be entered on the P Page of the document or in Charge Entry or Productivity. Do not enter the same type of time in two different locations for an employee or the time will be calculated twice. Times entered on the P Page, Charge Entry, or Productivity will be calculated with any rate differential pay for Holiday,

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Weekend, or Shift if the Visit date and/or time falls within the differential categories. Times for Visits will only be calculated when it includes a Begin and End time.

Payroll Batch Grid The Payroll Batch grid will contain all batches that have been generated and display the most recent batches at the top of the grid. You can search for specific batches by utilizing the Search icon. To search for batches: 1. 2. 3. 4. 5.

Enter the Pay Period Date. Enter the Pay Type. Click . The batches that meet the selected criteria will appear in the Payroll Batch grid. To view only batches that have been exported, click the checkbox next to Exported.

The Payroll Batch grid contains the following information:     

Batch ID Batch Type Batch Start Date Batch End Date Status of the Batch

Working With Payroll Batches The remainder of the tabs in the Payroll tool function in accordance to the Payroll Batch that is highlighted/selected in the Payroll Batch grid. To change the batch that you work on in the remainder of the tabs, click the desired batch in the grid to highlight it.

Payroll Adjustments There may be times that adjustments need to be made to Payroll items or items, that are not included in normal Payroll process, must be added before you can complete the batch. Adjustments can be accessed directly through the Payroll Adjustments tab or via Personnel | Payroll by clicking the blue View Adjustments link. Before completing a Payroll Batch, make sure to add or include any necessary adjustments. To add a new Adjustment to the Payroll Batch: 1. 2. 3. 4. 5.

On the Main Menu, click Tools then select Payroll. Select the applicable Payroll Batch from the Payroll Batches tab. Click the Payroll Adjustments tab. Click New. Select the applicable Personnel from the drop-down menu. Employees from the Batch Office Group are displayed first in this list with an asterisk (*) beside their name.

6. Enter the Adjustment Date. 7. Select the Adjustment Type from the drop-down menu (Specific Adjustment Types can be added and are set up in Reference Files | Payroll Adj Types). 8. Enter a brief Reason why the Adjustment is being made. 9. Enter an Adjustment Amount in numerical characters using a decimal point, if necessary (If a negative adjustment needs to be made, enter “–” in front of the numerical amount). Enterprise Edition  Payroll Batch Process and Export 

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10. Enter a Note (up to 250 characters), if desired, to give more detail to why the Adjustment was made, who entered the Adjustment, and so on. 11. Click . 12. The Adjustment will be added to the Payroll Adjustment grid at the top of the page. 13. Continue with Payroll Process.

Payroll Adjustments Grid The Payroll Adjustments grid will contain all adjustments that have been entered. You can search for specific adjustments by utilizing the Search icon. To search for adjustments: 1. 2. 3. 4. 5.

Enter the Pay Period Date. Enter the desired filter criteria. Click . The Adjustments that meet the selected criteria will appear in the Payroll Adjustment grid. If you wish to only view Adjustments that have been approved or deleted, click the checkbox next to Approved or Deleted to select it.

The Payroll Adjustments grid contains the following information:       

Personnel name Date adjustment was made Type of adjustment Reason for the adjustment Amount of the adjustment Creation Date of the adjustment Note

Payroll Process The Payroll Process tab contains individual line item data for the batch that is selected on the Payroll Batches tab.

Reviewing Batch Information Batch information will be listed at the top of the page including the following:      

Date and time Created Pay Cycle Type Pay Cycle Pay Cycle Start Date Pay Cycle End Date Last Day of Pay Cycle

You can choose to view details for All employees in the selected Payroll batch, or a specific employee in the selected batch, by selecting a specific Employee from the Employee drop-down menu in the Batch Commands section. After selecting the desired Employee, click the Regenerate button. Employees from the Batch Office Group are displayed first in this list with an asterisk (*) beside their name.

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Resolving Batch Issues The Batch Issues section contains Warnings and Errors that exist in the selected Payroll batch, but are not associated with any specific batch items in the Line Items section. No Warnings or Errors will keep the batch from being able to be completed. However, you should resolve Warnings and Errors prior to completing a batch. To resolve Warnings and Errors: 1. 2. 3. 4. 5.

On the Main Menu, click Tools then select Payroll. Select the applicable Payroll Batch on the Payroll Batches tab. Click the Payroll Process tab. Click on the Batch Issues bar to expand the section. Review the list of batch issues. Based on the Description, locate the item in Enterprise Edition that needs to be corrected and make any necessary changes. 6. Continue with Approving Line Items.

When there is a line item with a “0” amount it indicates that an item was located to calculate, but the rate in either the agency record or the personnel record is set to “$0.00” or “0%”. Example: The employee has the Other Compensation checkbox selected, but has a rate of “$0.00” because they no longer receive payment for the other compensation.

Warnings The following are Warnings that may appear:              

A salary rate could not be found for the employee No visits found for the employee A hourly rate could not be found for the employee Employee time includes overtime Unequal time: When a visit crossed midnight and the visit end date is the same as the visit begin date Hours and time Unequal: Visit hour and time data is unequal (just the total time was entered and not the begin/end time) Travel hour and time data is unequal Return hour and time data is unequal Other hour and time data is unequal Employee has time outside their primary office group The visit is from a previous pay period A pay code could not be found for service ‘service name’ (servicemaster.servicecode) A weekend rate could not be found for the employee A pay code could not be found for service [name of service]

Approving Line Items The Line Items section contains items that must be approved before the batch can be processed. The items in this section represent individual pay items that make up the selected Payroll batch. Each item must be approved. To approve line items: 1. Click the Line Items bar to expand the section. 2. In the Line Items section, review each line item in the selected Payroll batch to verify visit time, mileage, etc. to ensure that everything is accurate. 3. Any Warnings or Errors discovered will appear beneath each line item, indicating the specific Warning or Error that exists. 4. If issues are discovered with any line item, you must go to the Visit that the line item exists in to resolve the issues. Enterprise Edition  Payroll Batch Process and Export 

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5. After all issues are resolved (if any), from the Payroll Process tab, select the Employee that changes were made to then click Regenerate. Continue with the approval process. If changes were made to multiple employees, you cannot Regenerate more than one employee at a time. To Regenerate multiple employees, it is best to delete the current Payroll Batch and generate it again. 6. Click the box in the Approve column for, each desired line item, to select and approve the item or click the box in the header row of the Approve column to select and approve ALL line items in the selected Payroll batch. 7. Click to complete the selected Payroll batch and send to Payroll Extract. 8. Continue with Payroll Extract. Two line items that are not approved in the initial Payroll Batch will NOT be included in the next Pay Cycle. Ensure that you approve each of these items in the initial Payroll Batch. These two items include:  

Holiday Flat Rates Other Compensation

All other items that are not approved will be included in the next Pay Cycle with a message stating, "Previous Pay Period - The visit is from a previous pay period."

Payroll Extract The Payroll Extract tab is where completed Payroll batches are extracted into a readable data format that can be sent to your payroll vendor for processing. Currently, only ADP Payroll is supported by Enterprise Edition. However, a .CSV export file can be created that may work for other payroll vendors. Check with your payroll vendor, if other than ADP, to find out specific criteria needed and if the included .CSV file format will work for processing your payroll. To extract the selected Payroll batch: 1. 2. 3. 4.

On the Main Menu, click Tools then select Payroll. From the Payroll Batches tab, select the preferred Batch either from the list or by searching. Click the Payroll Extract tab. Using the drop-down menu, select the desired Extract Type from the following options:  Summary Extract  Detailed Extract  Wage Report Please note that Summary Extract and Detailed Extract were previously referred to as “ADP Extract” and “CSV Extract”, respectively.

5. Review the File Name, and rename, if necessary, ensuring that the file name ends in “.CSV”. 6. Click . 7. The newly extracted file will appear in the Extract File grid. 8. Click in the Download column, of the desired extract file, to download the file. From here, you can choose the preferred location on the local drive to save the file. 9. Send the extract file to your payroll vendor. 10. After the batch has been successfully processed by the payroll vendor, click on the line of the desired extract file to view the file details. The details will appear below the grid. 11. Click the Status drop-down menu arrow and select In Process. 12. Enter any applicable notes then click . Enterprise Edition  Payroll Batch Process and Export 

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13. After the batch has been processed by the payroll vendor, click on the line of the desired extract file to view the file details. As previously, the details will appear below the grid. 14. Click the Status drop-down menu arrow and select Complete. 15. Click .

Settings The Payroll Extract tab contains a option. When the button is clicked, settings options for the selected Payroll batch will appear below the grid. If necessary, the following details for the selected Payroll batch can be revised:   

File Name ID Column ID Value

Extract File Grid The Extract File grid will contain all files that have been extracted for the past two years. You can search for specific extract files by utilizing the Search icon. To search for files: 1 2 3 4

Enter the File Date. Enter the desired Search Text. Click . The extract files that meet the selected criteria will appear in the Extract File grid.

The Extract File grid contains the following information:       

File ID Extract Type File Name Create Date of the file Status of the file Notes Button to Download the extract file

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