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STUDENT WORKBOOKABILA LEARNING SERVICES

Abila MIP Fund AccountingTM

Human Resource Management

NPS-FA219-SG

NOTICEVisit our Web site at www.abilauniversity.com, or call 1-877-879-0456 to learn about training classes that are added throughout the year.

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GID: 2016.03.25.2016.2 PN: NPS-FA219-SG

TABLE OF CONTENTS

Human Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Payroll Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Processing Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Distribution Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Earning Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Deduction Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Workers’ Compensation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Leave Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

HR Management Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Activate License . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12User Access & Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Abila MIP Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14HR Management Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Define Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Plan Option Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Garnishment Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Department and Location Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Employee Type Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31HR Process Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Field Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Process Group Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Benefit Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Setup Payroll Benefit and Deduction Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Plan Option Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Create the Benefit Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Leave Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Setup Leave Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Create the Leave Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Salary Grades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Job Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Job Code Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

HR Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78Task Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79HR Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

HR Notifications Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Set Up HR Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Email Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Employee Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Address & Phone Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Current Job Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Job History Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Current Pay Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Direct Deposit Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

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Abila MIP Fund AccountingTM

Earnings Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118Dependents Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121Benefit Plans Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Benefits Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129Deductions Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131Garnishment Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Leave Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138Worker's Compensation Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143Leave Events Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Taxes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148W2/Voucher Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152Education Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Certification Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Actions Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161HR Processes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167Performance Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172Termination Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175Photo Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Attachments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178Notes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180User Defined Field Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Payroll Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Employee Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Default Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Edit Regular Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187Garnishments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Affordable Care Act Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201Who is Required to Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201What to Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202Using Abila MIP Fund Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203ACA Setup Comparison . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204HR Management Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Form 1095-C Data Entry Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208IRS Form 1095-C . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Using Mass Update to Complete Form 1095-C Data Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

ACA Reporting Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Report Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Mass Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231Data Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

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Human Resource Management Overview

Human Resource Management

The Abila MIP Fund AccountingTM Human Resource Management module (HR Management) provides increased human resource management and reporting functionality. The module is fully integrated with the Abila MIP Fund Accounting Payroll module allowing a single point of entry for critical human resource data.

The Payroll module must be installed in order to use the HR Management module.

Key features of the module include:

A central point of entry for employee human resource and payroll data

Customizable benefit, deduction, and leave calculation options

Complete employee job history tracking

HR workflows and tasks may be assigned and used to track progress

Employee education and certification tracking

The ability to schedule future employee events

Extensive reporting capabilities

FMLA reporting

EEO reporting

This guide will focus on the HR Management module. However, because of the close integration with the Payroll module, specific topics related to payroll will be covered in summary.

OverviewHR Management Integration

The HR Management module supplements, and is used in conjunction with, the Payroll module. The module provides an additional set of tools which serves two primary purposes:

1. Human resource management, including extensive employee information, job tracking, salary grades, FMLA tracking, education and certification tracking, performance event tracking, detailed termination data, employee photos, and logging of these changes in HR actions.

2. Payroll processing, including wage, benefit, deduction, and leave accrual calculations.

The human resource management information is used for internal decision making and external reporting.

The wage, benefit, deduction, and leave information is used to create default timesheets in the Payroll module. The default timesheets are then used within the Payroll module to calculate and print payroll checks and vouchers.

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Overview Abila MIP Fund AccountingTM

In order to calculate and print a payroll check, you must have a regular or default timesheet. The HR Management module facilitates the creation of a default timesheet for each employee. The default timesheet may then be used to create a regular timesheet or to calculate a payroll without modification.

FOR MORE INFORMATION: Please visit the Abila University website, www.abilauniversity.com/fundaccounting for Payroll Setup and Payroll Processing classes for information on default and regular timesheets and processing payrolls.

TIP: HR Management supplements, but does not replace, the Payroll module. You must still set up some information in the Payroll module.

TIP: Although critical from an organizational standpoint, human resource focused activities are not required from a payroll processing standpoint.

TIP: The wage, benefit, deduction, and leave information from the HR Management module is used to create default timesheets in the Payroll module. The default timesheets are then used within the Payroll module to calculate and print payroll checks and vouchers.

Procedural Considerations

HR Management is designed with the distinctions between human resources and accounting in mind. The activities of HR staff may be segregated from payroll production processes, with user access set up accordingly.

With the exception of Employee Information, all menu selections in Accounting on the Maintain > Payroll menu continue to be set up and maintained on the Payroll menu. However, Maintain > Payroll menu selections are applied to employees in HR Management.

TIP: For new Payroll module users, HR Management is the focal point for adding new employees and setting up the payroll production aspects of their record (earnings, benefits, deductions, workers’ compensation, and leave accruals).

TIP: Current Payroll module users should consider shifting maintenance of all employee information as well as their Default Timesheets to the HR Management module.

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Human Resource Management Payroll Setup

Training Guide Organization

This guide will discuss the information and procedures required to process payroll first and then address human resource focused activities.

This approach is consistent with a typical new installation where the focus is on the setup required to begin processing regular payrolls. Larger organizations with separate HR and accounting staff may simultaneously implement the human resource capabilities as well as payroll.

Payroll SetupThe flow chart below summarizes the Payroll module setup requirements accessed through Accounting.

Existing Payroll customers may already have these codes set up in the Payroll module. If so, you may continue to use the existing codes or create new codes. Due to the enhanced functionality of the HR Management module, we recommend customers consider creating new Benefit, Deduction, and Leave codes.


Payroll Setup Abila MIP Fund AccountingTM

Creating new codes will allow you to continue processing payroll while setting up the new HR Management module and also allow you to take full advantage of the features in the module.

Customers who are implementing the Payroll module and the HR Management module simultaneously will need to create or set up new codes.

TIP: When using both the Payroll and HR Management modules, the following codes and related information may be assigned to employees using either the Accounting > Maintain > Payroll > Employee Info form or the HR Management > Details > Employee Info form. We recommend using the HR Management > Details > Employee Info form as a single point of entry for payroll and human resource information.

FOR MORE INFORMATION: Please check for Payroll Setup classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on the Payroll setup topics discussed below.

Processing GroupsProcessing Groups are created and maintained using Accounting > Maintain > Payroll > Processing Groups.

A Processing Group identifies a pay cycle: weekly, bi-weekly, semi-monthly or monthly; and the pay dates and the pay periods for those pay dates.

At least one Processing Group is required per pay cycle. However, additional Processing Groups may be used to process a group of employees’ pay separately. Examples include employees at different locations or in different departments, employees who work part of the year (e.g., summer only, or all but summer), no-benefit employees, and temporary employees.

Employees are assigned to processing groups on the HR Management > Details > Employee Info or Accounting > Maintain > Payroll > Employee Information form.

TIP: You must have at least one processing group created before you may begin processing in Human Resources Management.

TIP: You must set the Pay Schedule for each Processing Group for the current year before you may process information with effective dates in that year in the HR Management module. To set the pay schedule for the year, open Accounting > Maintain > Payroll > Processing Groups > Pay Schedule tab.



TaxesFederal Taxes - Federal taxes are maintained using Accounting > Maintain > Payroll > Federal Taxes.

The federal tax tables are maintained within the Payroll Application. However, you must specify the liability and expense accounts, where applicable, that the Application will use to account for Federal Income Tax withholding, Social Security Taxes, Medicare, and Federal Unemployment Taxes.

To calculate Federal taxes for an employee you must assign the appropriate exemptions, deductions, etc. to the employee record HR Management > Details > Employee Info or Accounting > Maintain > Payroll > Employee Information.

State Taxes - State taxes are maintained using Accounting > Maintain > Payroll > State Taxes.

You do not have to enter each applicable State's withholding tables. These are built into the Payroll Application. Once you have entered a state on the Accounting > Maintain > Payroll > State Taxes form, the Application automatically accesses that state's withholding tax tables. You must specify the liability and expense accounts, where applicable, that the Application will use to account for State withholding and State Unemployment taxes.

To calculate State taxes for an employee you must assign the appropriate State tax code(s), exemptions, deductions, etc. to the employee record HR Management > Details > Employee Info or Accounting > Maintain > Payroll > Employee Information.

Other Taxes - Other taxes are created and maintained using Payroll > Maintain > Other Taxes.

Tax tables for other taxes are not included in the Application. You must use the Payroll > Maintain > Other Taxes form to set up tax codes for the localities or jurisdictions in which your employees are subject to tax. You must specify the liability and expense accounts, where applicable, and the related tax tables that the Application will use to calculate and account for Employee and Employer other taxes.

To calculate the other taxes for an employee you must assign the appropriate tax code(s), exemptions, and deductions to the employee record Accounting > Maintain > Payroll > Employee Information or HR Management > Details > Employee Info.

Distribution CodesGeneral distribution codes are created and maintained in Payroll, Accounting > Maintain > Distribution Codes. However, when using HR Management, distribution codes with a code ID exactly the same as an employee ID may be created and maintained on the Details > Employee Info > Earnings tab.

Distribution codes are required for Payroll processing. Distribution codes are used to generate the Payroll general ledger transaction entry when transferred to Accounting. Distribution codes distribute amounts according to percentages, hours or amounts.

Distribution codes are assigned to employee earnings on the HR Management > Details > Employee Info form or Accounting > Timesheets > Enter Default Timesheets or Enter Regular/Supplemental Timesheets form.



WARNING: When using HR Management, distribution codes with a code ID exactly the same as an employee ID are automatically assigned to records on the Details > Employee Info > Earnings tab. The Employee ID and Distribution code ID fields should be set to the same field length to facilitate this functionality. Contact your implementation partner if you are unsure how to check the field lengths or need to change the length of one of the fields.

TIP: Organizations using the web-based timesheets in Abila MIP Fund Accounting EWS (Employee Web Services) may set up fewer distribution codes due to the Cost Center functionality in EWS.

Earning CodesEarning Codes are created and maintained using Payroll > Maintain > Earning Codes.

Earning Codes represent payments made to an employee, they increase net pay. You may create as many Earning Codes as you need.

You may assign Earning Codes to an employee record in HR Management > Details > Employee Info when using the HR Management module. This is the recommended practice.

Although we do not recommend this practice, except in extraordinary situations, you may also assign Earning Codes to an employee’s default or regular timesheet in the Payroll module, Accounting > Timesheets > Enter Default Timesheets or Enter Regular/Supplemental Timesheets.

TIP: The Earning Code is printed on employee checks and vouchers and is selected by employees when entering work and leave time in the Abila MIP Fund Accounting EWS (Employee Web Services) module.

TIP: When creating Earning Codes, keep in mind that employees will see and select from the list of codes. Using codes that are meaningful to employees may reduce employee confusion and questions.



Benefit CodesBenefit Codes are created and maintained using Accounting > Maintain > Payroll > Benefit Codes.

A benefit is something provided to the employee that the employer pays a third party - it does not increase net pay. Typical employer paid benefits include all or a portion of various forms of insurance (for example; medical, dental, vision, life, disability, AD&D) and employer contributions to employee retirement plans.When using the Payroll module exclusively, a separate benefit code is created for each employer paid benefit. The code is then assigned to an employee’s default or regular timesheet, Accounting > Timesheets > Enter Default Timesheets or Enter Regular/Supplemental Timesheets, and applied when the payroll is calculated.

The HR Management module provides additional functionality related to employer paid benefits. When using HR Management, you may create Benefit Plans, HR Management > Maintain > Benefit Plans.

A Benefit Plan is different from a Benefit Code in that a benefit plan may contain the employer paid amount and the employee contribution (deduction). In addition, benefit plans may be created for specific time periods and include options that relate to plan levels.

Benefit codes created in Payroll have a one-to-one relationship with benefit plans created in HR Management. For example, if your organization has three medical insurance offerings (e.g., two plans from one provider and third plan from another provider) you will create three benefit codes and three benefit plans.

If you are already using the Payroll module, you may print a list report, Accounting > Reports > Payroll > Lists > Benefit Codes, of existing codes. Those benefit codes related to a plan (e.g. health, dental, vision, life insurance) should be tracked as benefit plans in HR Management. Benefit codes not related to plans (e.g. flex plan or parking) may be retained in payroll or converted to benefit plans in HR Management.

Even though you may already have established Payroll benefit codes, we recommend that you create new benefit codes in Payroll for use with the benefit plans in HR Management. Creating new Payroll benefit codes for the HR Management benefit plans will allow you to set future effective dates for the plan and verify that plan amounts are being calculated correctly prior to the go live date.

The relationship between benefit plans and benefit codes is discussed further in the Benefit Plan section of this training guide. We recommend that you review that section and gain a thorough understanding of benefit plans before creating your benefit codes.

TIP: Although sophisticated benefit plans may be created in HR Management, the benefit code in Payroll determines the general ledger expense and liability account, W-2 information, tax treatment, and schedule related to the benefit.

TIP: The Calculation Method for Payroll Benefit and Deduction codes used in Benefit Plans must be Amount on Timesheet or Percentage on Timesheet.



TIP: We recommend current Payroll users create new benefit codes when using benefit plans to avoid confusion and to facilitate a smooth transition.

Deduction CodesDeduction Codes are created and maintained using Accounting > Maintain > Payroll > Deduction Codes.

Deductions reduce net pay and create a liability. The amount is withheld from the employee's pay and must be paid to another entity. Deductions are not an employer expense.

Deduction codes, like benefit codes, may be associated with benefit plans. In some cases, a benefit code and a deduction code will be associated with a benefit plan to address both employer and employee paid portions. In other cases, only a deduction code will be associated with the benefit plan. Examples of deduction only benefit plans include charitable contributions, child support payments, and other regularly scheduled deducted amounts.

Attaching a deduction to a benefit plan makes it easier to set up and manage employee deductions. A benefit plan’s effective and expiration dates may be used to automatically start and stop the deduction, ensuring an employee’s total deduction amount is not exceeded and that the deductions are made during a specified time period.

Even though you may already have established Payroll deduction codes, we recommend that you create new deduction codes in Payroll for use with the benefit plans in HR Management. Creating new Payroll deduction codes for the HR Management benefit plans will allow you to set future effective dates for the plan and verify that plan amounts are being calculated correctly prior to the go live date.

The relationship between benefit plans and deduction codes is discussed further in the Benefit Plan and Deduction Code section of this training guide. We recommend that you review that section and gain a thorough understanding of benefit plans before creating your deduction codes.

Deduction codes may also be used for employee garnishments. Garnishments are discussed in the Employee Details and Payroll Processing sections of this training guide. We recommend that you review both sections and gain a thorough understanding of garnishments before creating your deduction codes.

TIP: Although sophisticated benefit plans may be created in HR Management, the deduction code in Payroll determines the general ledger liability account, W-2 information, tax treatment, and schedule related to the benefit.

TIP: The Calculation Method for Payroll Benefit and Deduction codes used in Benefit Plans must be Amount on Timesheet or Percentage on Timesheet.



TIP: We recommend current Payroll users create new deduction codes when using benefit plans to avoid confusion and to facilitate a smooth transition.

TIP: The Calculation Method for Payroll Deduction codes used in employee garnishments must be Amount on Timesheet.

Workers’ Compensation CodesWorkers’ Compensation Codes are created and maintained using Accounting > Maintain > Payroll > Workers’ Compensation Codes.

You may assign Workers’ Compensation Codes to an employee record HR Management > Details > Employee Info when using the HR Management module. This is the recommended practice.

Although we do not recommend this practice, except in extraordinary situations, you may also assign Workers’ Compensation Codes to an employee’s default or regular timesheet in the Payroll module, Accounting > Timesheets > Enter Default Timesheets or Enter Regular/Supplemental Timesheets.

Leave CodesLeave Codes are created and maintained using Accounting > Maintain > Payroll > Leave Codes.

Leave Codes tell the Application how to calculate and accrue time off for each employee. They also tell the Application the pay dates on which to calculate leave.

The HR Management module provides additional functionality related to employer paid leave. When using HR Management, you may create Leave Plans, HR Management > Maintain > Leave Plans.

Leave Plans are different than Leave Codes in that leave plans allow you to automatically increment the number of leave hours earned or percentage of hours earned per scheduled payroll based on months of service or full time equivalent percentages. They also allow you to establish a more sophisticated annual carry over criteria.

Leave codes created in Payroll have a one-to-one relationship with leave plans created in HR Management.

The relationship between leave plans and leave codes is discussed further in the Leave Plan section of this training guide. We recommend that you review that section and gain a thorough understanding of leave plans before creating your leave codes.

TIP: We recommend current Payroll users create new leave codes when using leave plans. That way, employee leave hour balances may be adjusted to the new Leave Codes when ready to implement HR Management Leave Plans.



TIP: The Calculation Method for Payroll Leave codes used in HR Management Leave Plans must be Amount on Timesheet or Percentage on Timesheet.


Human Resource Management HR Management Setup

HR Management SetupThe flow chart below summarizes the basic HR Management module setup requirements.


Activate License Abila MIP Fund AccountingTM

Activate LicenseUse the Activation Wizard, Help > Activation Wizard, to enter the activation code you received when you purchased the HR Management and Employee Web Services modules. The Application uses the activation code to determine which modules you own, how many additional databases you have purchased, and how many users and employees you have available. Later, if you decide to increase your users or employees, you will need to enter a new activation code.

TIP: You must log into the Application with the Admin user ID and related password to access the Help > Activation Wizard form.

Serial Number – This is the unique number assigned to your organization for identification purposes. If you need to refer to this serial number later, you can view it using Help > About.

Activation Code – Enter your organization’s activation code. Your Activation Code for HR is different than your Activation Code for the rest of the Application. The first dash of the activation code is required. The activation code is case sensitive, so it must be entered exactly as it appears on the activation card included with the Application.

After entering the serial number and activation code, click the Next button to display the Employee License Allocation form.

Use the Employee License Allocation form to allocate the employee count by database name and processing group for the HR and EWS modules. The Human Resource and Employee Web Services Employee Count display based on your organization’s activation code.

Your current Database Name displays on the first line of the License Allocation table. Enter a Processing Group and the number of HR and EWS employees associated to that processing group.

On the next line, enter the database name and a different processing group. Enter the number of HR and EWS employees associated to that processing group.

Continue adding lines until you have allocated the employees, to every processing group, on every database.


Human Resource Management Activate License

Human Resource Employee Count – The HR Management active employee count displays. Contact your implementation partner if you need to increase this amount.

Employee Web Services Employee Count – The EWS active employee count displays. Contact your implementation partner if you need to increase this amount.

License Allocation Table – Use the following table to allocate your employee count between your databases (if multiple databases are owned) using processing groups.

Database Name – Enter the database name or accept the default.

Process Group – Enter a specific processing group or an asterisk * to select all processing groups.

HR Count – Enter the number of active employees using the Human Resource Management module in that processing group.

EWS Count – Enter the number of active employees using the Employee Web Services module in that processing group.

TIP: Contact your implementation partner if you need to increase the Human Resource or Employee Web Services Employee Counts.

TIP: Employee counts apply to active employees only. You will, however, see all employees in the processing group(s) you have added to the HR Management module, regardless of their Payroll status.


User Access & Security Abila MIP Fund AccountingTM

User Access & SecurityCreating users for HR Management is a two step process. First, HR Management users are created using Abila MIP Fund Accounting from Accounting> Security > Maintain Users. Then in HR Management, you will see only users who have been selected as an HR User during user setup and have the MIP database assigned to them and can assign rights.

Users intended to access HR Management only will not have access to the Abila MIP system unless organizations are added to the User ID using the Accounting > Security > Maintain Users form and security rights for Abila MIP are assigned.

NOTE: Selecting the HR Management User check box and assigning an organization to a user at Accounting > Security > Maintain Users is necessary for full access to HR Management features.

Abila MIP SecurityPasswords are created and maintained in Abila MIP Administration. The Admin user account must have the same password for HR Management and Abila MIP. User IDs accessing both HR Management and Abila MIP will follow the Abila MIP password credentials, such as Require a Password and Minimum Password Length. Users may reset their passwords in HR Management using Options > Preferences.

User security for HR Management is independent of Abila MIP Fund Accounting security. Users are set up once in the Abila MIP Administration module. User security must be set up for each organization (database) using HR Management.

Passwords

Initially a password may be created when the user ID is created. Passwords may be reset in either MIP Fund Accounting or in HR Management. An Admin User for MIP Fund Accounting may change the password using MIP Fund Accounting > Security > Maintain Users (in the image above). In HR Management, users may reset their own passwords using the Change Password button located in Options > Preferences.


Human Resource Management User Access & Security

HR Management SecurityAccessed from HR through Maintain > User Security. Use this form to assign rights once a user has been added in Abila MIP Fund Accounting and designated as an HR Management user.

When assigning user rights, you must first assign a User Level, after which you may assign additional rights (View, Edit, Add, or Process) by menu item. Each User Level contains a specific set of rights that the user will inherit.

By default, a new HR Management user will have no rights with a User Level of No Access.

TIP: A complete listing of fields available in HR Management for granting user security is available from Help > Contents > Maintain > User Security.

User Levels

A description of each user level follows. In general, the HR Manager User Level will have the most rights, which each level that follows containing fewer rights, until reaching No Access, where no rights are assigned. The user levels are not tied to manager and supervisor fields within the application. To avoid accidental changes, if you elect to change a user’s User Level, the system will prompt to confirm your changes.

HR Manager – The HR Manager user has unlimited access to most menu items. This security access is typically reserved for the HR Director and Controller. By default, the HR Manager user will have



access to all menu items except licensing and query, even if you try to restrict access in the User Security form.

HR Staff – The HR Staff level has unlimited access to all menu items except User Security, Mass Updates, Query, and Timesheet Processing. Access to individual Employee Details tabs may be restricted. This security access is typically assigned to general HR staff and payroll staff.

Admin Staff – The Admin Staff users have access to Employee Details, Scheduling, HR reports, and Preferences (Option tab). Access to individual Employee Details tabs may be restricted. This security level is typically assigned to staff responsible for updating items such as credentials and education.

Manager – The Manager user may access only his/her employees’ Employee Details, Scheduling and Preferences (Option tab). Access to individual Employee Details tabs may be restricted.

Department – The Department user may access only his/her department’s Employee Details, Scheduling and Preferences (Option tab). Access to individual Employee Details tabs may be restricted.

View Only – View Only users have view only access to Employee Details (except Actions) and Scheduling. They may also view and modify HR reports and Preferences (Option tab). Access to individual Employee Details tabs may be restricted. View only users cannot be assigned Full Access rights.

No Access - Select this option for Abila MIP users who should not have access to HR Management.

TIP: Once users in HR have been created and User Levels have been assigned, we recommend changing the Payroll user security to View only for Employee Information and Default Timesheets.

NOTE: Though not required, we recommend entering Employee IDs into the User Security form to assist in tracking activity within the HR Management module. In addition, Employee IDs are required in order to use the schedule HR actions function.



Image - Assignable Security by Menu Item

FOR MORE INFORMATION: See the Online help for information on User Levels.



NOTE: Managers, Supervisors, and Secondary Supervisors are assigned to the employee on the Current Job tab. If a User ID has an Employee ID assigned that matches the employee assigned to either the Manager, Supervisor, or Secondary Supervisor fields, than that User ID will have access to that employee.



Optional Activity: Add a New User with a Password

Navigator: Abila MIP Fund Accounting > Administration > Security > Create/Edit Users

Classic View: Abila MIP Fund Accounting > Security > Maintain Users

Log on: Abila MIP Fund Accounting with User ID NPS. Leave the password field blank and select the NTO database.

User ID: AnnabelleM

Status: A (Active)

Name: Annabelle Martin

E-mail: [email protected]

Executive View User: No

Requisition User: No

HR Management User: Yes

Organization ID Selected: None (do not select an organization)

Click Save

Log on: HR Management with User ID NPS. Leave the password field blank and select the NTO database.

Menu: HR Management > Maintain > User Security

User ID: AnnabelleM

User Name: Annabelle Martin

User Level: HR Manager

EmployeeID: Martin

Maintain Codes: Selected (Default)

Confirm Annabelle has View, Edit, Add, and Process on all items in the Maintain menu.

Click Save

Click OK and Close



Activity: Set up User Security

Log on: HR Management with User ID NPS. Leave the password field blank and select the NTO database.

Menu: HR Management > Maintain > User Security

User ID: NPS

User Name: NPS User

Security Level: HR Manager

EmployeeID: NPS

Confirm all custom settings are default at the top level (see image below)

Expand Query section, then Run Query

Confirm View rights for all of Run Query sub-section

Collapse Query

Expand Details

Verify Certification Process has View, Edit, and Add checked

Collapse Details

Expand Activities

Verify Timesheet Processing has View and Process checked

Collapse Activities

Expand Reports

Verify Report Writer has View checked.

Click Save

Click Close


Human Resource Management Define Codes

Define CodesUse the Maintain > Code Table form to add or modify individual table codes. The codes you create on this form are available on various Details > Employee Info tabs as drop down menu items. Using codes expedites entry and reduces errors.

To create a code, select the appropriate Code Table from the drop-down list. Enter the new code, title, benefit plan, when applicable, and the status. You may also edit or delete existing codes. To delete a code, select the row by clicking the box on the left, then click the Delete key on your keyboard. Deleting a code from the table does not remove any codes from the employee; however, the code is no longer available to select in the dropdown box.

NOTE: After deleting items in HR, click Save before entering new information.

Code Table – Select a code table from the list of default codes and optional codes activated on the Option > Settings > Field Setup form.

Details Tab Location – (Display Only) The Application displays the code's menu location or related fields in the HR Management module.

Code Entry Table – Use this table to set up the choices available in a drop-down list for the default code selected above.

Code – Enter a unique code.

Title – Enter a description for the code.

Benefit Plan – This column is only available for Benefit Plan Codes. You may select All Benefit Plans or a specific plan for the code.

Status – Select the code status of Active or Inactive. Codes with a status of Inactive are not available for selection on the related Details > Employee Info tab. Codes with a status of System are defined by the Application and cannot be deleted.


Define Codes Abila MIP Fund AccountingTM

WARNING: The EEO1 Class, EEO4 Class, and Ethnic Code Tables include predefined codes based on Federal standards. Modifying these codes will disable related reports in the HR Management module, including EEO and Vet100 reports.

WARNING: If you add or edit a code and select Close, your changes will be saved. If you do not want to save your changes, you must set the codes back to their original state. We recommend that you export all of your code tables to Excel after initial setup or after making changes for future reference.

TIP: Benefit plan option codes are applied on the benefit plan rate table, Maintain > Benefit Plans > Rate Table tab. They are then available for selection on the Details > Employee Info > Benefit Plans form.

TIP: Use caution when editing or deleting a code attached to a Benefit Plan because doing so will change the Plan.

TIP: You may activate additional education and credential-related Code Tables using the Option > Settings > Field Setup form. Once activated, the table will be listed in the Code Table drop-down list. The values entered in the table will be available on the Details > Employee Info > Education and Certification tabs.

NOTE: We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | " '.



HR Management Code TablesThe table below provides a list of available code tables, the tab they are available on, and a brief description.

Details Tab (Details > Employee Info) or Form Code Table

Default Codes

Included Description

Personal Citizenship Yes Codes for Citizenship country, e.g. USA, Mexico, Canada

Ethnic Codes Yes Predefined ethnic codes for EEO and VET reports. Do not modify.

Current Job Department Yes Organization departments e.g. Human Resources, Accounting, Development

Location No Organization locations e.g. Headquarters, North Branch, South Branch

Job History Job History Reason Code Yes Reason for creation of Job History Record e.g. Salary Change, Promotion, Supervisor Change

Current Pay Employee Type Yes Often used as a factor for custom benefit and leave calculations. Type of Employee e.g. Regular Full Time, Regular Part Time, Temporary

Dependents Relationship Types Yes- System

Defines relation to dependents e.g. Spouse, Child, DependentThis table is also used on the FMLA tab to define the relation to the person FMLA is for.



Benefit Plans AD&D Plan Options No Defines custom Plan Options for Benefit Plans that are AD&D type plans e.g. Employee Only, Employee and Spouse, Family

Dental Plan Options Yes Defines custom Plan Options for Benefit Plans that are Dental type plans e.g. Employee Only, Employee and Spouse, Family

Health Plan Options Yes Defines custom Plan Options for Benefit Plans that are Health type plans e.g. Employee Only, Employee and Spouse, Family

Life Plan Options No Defines custom Plan Options for Benefit Plans that are Life insurance type plans

Other Plan Options Yes Defines custom Plan Options for Benefit Plans that are Other than Health, ADD, Dental, Life, Retirement, Vision type plans e.g. Employee Only, Employee and Spouse, Family

Retirement Plan Options Yes Defines custom Plan Options for Benefit Plans that are Retirement type plans e.g. Employee Only, Employee and Spouse, Family

Vision Plan Options Yes Defines custom Plan Options for Benefit Plans that are Vision type plans e.g. Employee Only, Employee and Spouse, Family

Garnishments Garnishment Types Yes Defines types of wage garnishments e.g. taxes, child support, student loans

Leave Events Cobra Coverage Option Yes- System

Defines Cobra coverage options e.g. Extended Cobra, No Cobra, Pending, State Continued

Leave Event Type Yes- System

Defines FMLA leave types e.g. FMLA Family, FMLA Medical, Personal Leave, Workers Compensation

Leave Event Reasons Yes- System

Defines reasons for leave e.g. Birth of Child, Personal Illness, Family Illness

Relationship Types Yes- System

Defines the relation to the person FMLA is for e.g. Spouse, Child, DependentThis table is also used on the Dependents tab to define the relation to dependents


Default Codes




TIP: Default System codes are included in some codes tables. You may use the default codes or create codes of your own. You may not delete default codes with a status of System.

Education Education Degrees No Types of degrees relevant to your organization e.g. Associate's Degree, Bachelor's Degree, Master's Degree (See Note 1 for more information)

Education Majors No Types of majors relevant to your organization ie.Education, Healthcare, Human Services, Social Work (See Note 1 for more information)

Certification Authorization Type Yes Defines types of authorizations e.g. Pre-Intern, Probationary, Full Authorization

Credential Type No Defines types of credentials e.g. Case Manager Certification, Certified Workforce Specialist, Certified Family Life Educator (See Note 2 for more information)

Actions Action Types Yes- System

Actions and events that may be scheduled for employees e.g. Drug Testing, CPR Renewal, Performance Review

HR Processes HR Process Names Yes Names of HR process workflows used to manage HR tasks e.g. new hire process or job change process

Performance Performance Review Rating

Yes Categories for performance review e.g. Excellent, Average, Needs Improvement

Termination Termination Reason Yes Defines termination reason codes e.g. Promotion, Career Change, Terminated for Cause

Job Code Maintenance

EEO1 Class Yes Predefined EEO-1 Job Categories used on EEO reports. Do not modify.

EEO4 Class Yes Predefined EEO-4 Job Categories used on EEO reports. Do not modify.

Employee Web Services Leave Request

Leave Request Type Yes Defines types of leave requests available to employees entering leave requests using the Employee Web Services > Personal > Leave Request form. Leave Request Types are NOT tied to Leave Codes.


Default Codes




NOTE: You may set up additional education-related fields and corresponding Code Tables using the Option > Settings > Field Setup form. Once activated, the table will be listed in the Code Table drop-down list. The values entered in the table will be available on the Details > Employee Info > Education tab.

Plan Option CodesIf your organization provides Health Insurance, Life Insurance, AD&D, Vision or other benefit plans with varying premiums for different coverage options, you may add those options to the related Code Table.

For example, if your organization’s health plan includes coverage and pricing options for employees only, employees with one child, employees with spouse, family, and no coverage, you may create these options in the Health Plan Options table.

The following plan options code tables are available:

AD&D Plan Options

Dental Plan Options

Health Plan Options

Life Plan Options

Other Plan Options

Retirement Plan Options

Vision Plan Options

Benefit plan option codes are applied on the benefit plan rate table, Maintain > Benefit Plans > Rate Table tab. They are then available for selection on the Details > Employee Info > Benefit Plans form.

WARNING: If you add or edit a code and select Close, your changes will be saved. If you do not want to save your changes, you must set the codes back to their original state.

NOTE: We recommend that you export all of your code tables to Excel after initial setup or after making changes for future reference.



Activity: Set up Rate Plan Options

Icon: HR Management > HR Codes

Menu: HR Management > Maintain > Code Table

Code Table: Health Plan Options

Update the Code Entry Table to reflect the following codes:

Click Save

Click OK



Garnishment CodesIf your organization has employees subject to wage garnishments, you may add a garnishment type code for each type of garnishment. Establishing different garnishment type codes facilitates tracking and reporting.

For example, if your organization has employees subject to family support, tax, student loan, or other garnishments, you may create these garnishment types in the Garnishment Types table.

Garnishment Types are applied to employee records on the Details > Employee Info > Garnishments tab.

Activity: Set up Garnishment Types



Code Table: Garnishment Types

Update the Code Entry Table to reflect the following codes

Click Save

Click OK



Department and Location CodesAlthough not required to process a payroll, you may use Department and Location codes to organize and report on employees by their physical location as well as home department. These codes are not required, however, most HR Management reports provide for filtering by location and/or department. For this reason, we recommend creating Department and Location codes and assigning them to each employee.

If your Abila MIP Fund Accounting chart of accounts has a segment used to capture the department or location, the codes and descriptions from the segment(s) could be added in the Department or Location code table.

When replicating a chart of accounts segment code, you may wish to use the chart of accounts code ID in the Code field and the chart of accounts code description in the Title field. For example, Program code 201 for Program Services would be 201 as the Department Code and Program Services as the Department Title. Chart of account descriptions may be copied and pasted to save time.

If your chart of accounts does not have a department or location segment and your organization actually does have departments, these code tables may be set up accordingly. If you are not replicating a chart of accounts segment, create codes and titles that will sort logically on reports.

Departments and Locations are applied to employee records on the Details > Employee Info > Current Job tab. Select the null value (Not Assigned) or a code from the drop-down list.

WARNING: Do not delete the Not Assigned table entry.



Activity: Create Department Codes



Code Table: Department

Update the Code Entry Table to add the following codes to the existing list:

Click Save

Click OK

Activity: Create Location Codes



Code Table: Location

Update the Code Entry Table to add the following codes to the existing list:

Click Save

Click OK



Employee Type CodesAlthough not required to process a payroll, Employee Type is typically used to categorize employees by employment status and may be used by your Implementation Partner in Benefit Plan Rate Table custom script calculations.

While not a required field, various drop-down lists and several HR Management reports provide for sorting and filtering by Employee Type. For these reasons, we recommend creating an Employee Type scheme and assigning a type to each employee.

Employee Type codes are applied on the Details > Employee Info > Current Pay tab.

NOTE: This field is not shared with the Payroll module Employee Type field despite sharing a name.

A typical set of Employee Types might look like the following:

Code Title

RFT Regular – Full Time

RPT Regular – Part Time

TFT Temporary – Full Time

TPT Temporary – Part Time

SFT Seasonal – Full Time

SPT Seasonal – Part time

LWOP Leave Without Pay

FMLA FMLA

MIL Military Leave

PRO Probationary



Activity: Create Employee Type Codes



Code Table: Employee Type

Update the Code Entry Table to reflect the following codes

Click Save

Click OK



HR Process NamesHR Processes are workflows that you may create for human resources tasks. Use the HR Process Names form to create names for HR Processes.

Examples of process names include new employee orientation, hiring processes, termination processes, or benefit change requests.

The names are created in HR codes and then specific workflows or task lists are created in Maintain > HR Processes. The processes may be assigned to employees and monitored using the form in the Details > Employee Info > HR Processes tab.

Enter a process name in the Code column and enter a Title that describes the process. The default status is Active. When the status is changed to Inactive, the Process Name is not available to select when creating new workflows in HR Processes. Processes already assigned to employees will not be removed or inactivated if the Process status is changed to Inactive.

Activity: Set up HR Process Names



Code Table: HR Process Names

Update the Code Entry Table to reflect the following codes:

Click Save

Click OK and Close


Field Setup Abila MIP Fund AccountingTM

Field Setup Field Setup offers the ability to add additional fields to the Certification and Education tabs. The text fields create new codes tables. Use the Field Setup form in Options > Settings > Field Setup to add, rename, or remove fields and check boxes on the Details > Employee Information > Certification and Education tabs. When adding drop-down text fields you may set up field values using the Maintain > Code Table form.

Up to 20 additional text drop-down fields may be added to the Certification tab, Details > Employee Information > Certification. Each new text drop-down field appears in the Code Table. New values may be added to the Code Table using Maintain > Code Table > [Credential Field]. Free form text may be added in the fields on the Certification or Education tabs; however, that text will not be available to choose for other employees.

60 additional Yes/No fields and five credential date fields may be added to the Certification tab, Details > Employee Information > Certification. A calendar pop-up is available for choosing dates for the field on the Certification tab.

Up to five additional text fields and five additional Yes/No fields may be added to the Education tab, Details > Employee Information > Education. Each new text field appears in the Code Table. New values may be added to the Code Table using Maintain > Code Table > [Education Field].

Additional fields should be added when the module is implemented in order to capture this information for all employees.

Credential Text Tab

Use this tab to add, rename, or remove text and drop-down list fields to the Details > Employee Information > Certification tab.


Human Resource Management Field Setup

Standard Fields:

Dropdown 1 – Type a new name for the Authorization Type column (Details > Employee Information > Certification tab) or accept the default. Deleting the name will remove the column from the Details > Employee Information > Certification tab.

Text 1– Enter the name of the text field you want to be added to the Details > Employee Information > Certification tab. If you do not enter a name, the column will not display on the Details > Employee Information > Certification tab.

Text 2 – Type a new name for the Credential Nbr column (Details > Employee Information > Certification tab) or accept the default. Deleting the name will remove the column from the Details > Employee Information > Certification tab.

Show fields for employee name on credential if name is different: Select this check box to show the Name Different check box, First Name, Mid Name, and Last Name columns on the Details > Employee Information > Certification tab.

Optional Fields:

Cred01 - Cred20 – Enter the Title and Mask Edit to create a drop-down field on the Details > Employee Information > Certification tab; you may create up to 20 fields. Remember to set up the codes for the drop down list using Maintain > Code Table.

You may define which characters will be accepted in optional fields. Type # to require a numeric character, 9 for an optional numeric character, or C to allow either an alphabetic or numeric character to be entered in the field. For example, to create your own date field, you would type ##/##/#### in the Mask Edit field.

Credential Yes/No Tab



Use this tab to add Yes/No check box fields to the Details > Employee Information > Certification tab. Be sure to click the Save button once all of the Field Setup tabs are completed.

Optional Fields

Cred01 - Cred60 – Enter the title to add a Yes/No check box on the Details > Employee Information > Certification tab; you may create up to 60 fields.

Credential Dates Tab

Use this tab to add Date fields to the Details > Employee Information > Certification tab. Be sure to click the Save button once all of the Field Setup tabs are completed.

Optional Fields

Cred01 - Cred05 – Enter the Title to create a Date field on the Details > Employee Information > Certification tab; you may create up to five fields.

Education Text

Use this tab to add, rename, or remove text and drop-down list fields to the Details > Employee Information > Education tab. You may create up to 5 fields.



Optional Fields:

Edu01 - Edu05 – Enter the title to add a drop-down field on the Details > Employee Information > Education tab; you may create up to 5 fields. Remember to set up the codes for the drop down list using Maintain > Code Table.

Education Yes/No

Use this tab to add Yes/No check box fields to the Details > Employee Information > Education tab. Be sure to click the Save button once all of the Field Setup tabs are completed.

Optional Fields

Edu01 - Edu05 – Enter the title to add a Yes/No check box on the Details > Employee Information > Education tab; you may create up to 5 fields.

WARNING: If you add or edit a field and select Close, your changes will be saved. If you do not want to save your changes, you must set the fields back to their original state.

NOTE: In Optional string fields, you may either type in a new value or select one from the drop-down menu that was defined in the HR Codes table.

TIP: If you do not see your newly configured fields on the Education and Certification tabs, make sure you do not have the check box selected in Options > Preferences > Save Layout on Exit.



Activity: Add Optional Fields

Menu: HR Management > Options > Settings > Field Setup

Credential Text tab

Standard Fields

Dropdown 1: Rename to TEA Certification

Text 1: Foreign Language Speaker

Text 2: Credential No.

Show fields for employee name

on credential if name is different: Selected

Optional Fields

Cred01: Certification Institution

Credential Yes/No tab Cred01: Teacher Assistant

Cred02: Student Teacher

Cred03: Associate Teacher

Cred04: Tenured Teacher

Credential Dates tab Cred01: Next Renewal Date

Education Text tab Edu01: Notes

Education Yes/No tab Edu01: Transcript On File

Click Save



Activity: Add Certification Codes



Code Table: Credential Type

Code - Title: Health - Health Credential

Code - Title: Professional - Professional Credential

Code- Title: Special Ed - Special Education Credential

Click Save

Click OK

Code Table: Certification Institution

Code - Title: UT – University of Texas

Code - Title: UMaine – University of Maine

Code - Title: Other - Other institution

Click Save

Click OK

Code Table: TEA Certification

Highlight and Delete Full and PreIntern Codes (use the Delete key on the keyboard)

You have selected 2 rows for deletion Yes

Click Save <always save after deleting data>

Click OK

Code – Title: Math - Math Teacher

Code – Title: Science - Science Teacher

Code – Title: English - English Teacher

Click Save

Click OK, and Close


Process Group Setup Abila MIP Fund AccountingTM

Process Group Setup Use the Process Group Setup, Options > Settings > Process Group Setup, form to modify the number of hours in a pay period or the number of pay periods in a year by processing group.

The wage (Hourly Rate, Pay Period Salary, Annual Salary) and hour (Pay Period Hours, FTE Rate, Hourly Rate) information fields on the Details > Employee Info > Current Pay tab are linked. If you type a value in one field such as the Annual Salary field for a Salaried employee, the Application will automatically calculate the values for the linked fields Hourly Rate and Pay Period Salary. If you then type a value in the Pay Period Hours field for the same Salaried employee the Application will automatically recalculate the FTE Rate and Hourly Rate.

By default, the Application calculates the values for the linked fields assuming a 40 hour work week and a 52 week per calendar year pay cycle. If you have a Payroll Processing Group that does not conform to these defaults but want the employee FTE Rates to reflect 100% employment you may adjust the calculation basis on the Process Group Setup.

For example, assume you have a full time teacher that receives an annual salary of $12,000, is paid semimonthly, and works nine months per calendar year. By default the Application would calculate the wage and hour amounts as follows.

If the Number of Regular Payrolls for the processing group is set to 18 (representing a 9 month year) on the Process Group Setup form the Application would calculate the wage and hour amounts as follows.

Field Amount/Rate

Hourly Rate $5.7690

Pay Period Salary $500.00

Pay Period Hours 86.6700

FTE Rate 100%

Annual Salary $12,000.00

Field Amount/Rate

Hourly Rate $7.6920



FTE Rate 100%



Human Resource Management Process Group Setup

Note that the FTE Rate is still 100% even though the employee works 9 months instead of 12. Also note that the Pay Period Salary is calculated based on 18 pay periods instead of 24.

When a regular payroll is calculated for the teacher the pay period salary of $666.67 will be used. Thus the annual salary is paid over a 9 month period at a higher semimonthly rate than if the salary was paid over 24 months.

As another example assume you have a full time employee that is paid $10.00 per hour, is paid biweekly, and works a full time week of 37 hours. By default the Application would calculate the wage and hour amounts as follows.

If the Normal Hours per Pay Period for the processing group is set to 74 (representing a full time status) on the Process Group Setup form the Application would calculate the wage and hour amounts as follows.

Note that the FTE Rate is still 100% even though the employee works 74 hours per pay period instead of 80. Also note that the Pay Period Salary and Annual Salary is calculated based on 74 hours per pay period instead of 80.

When a regular payroll is calculated for the employee the hourly rate of $10.00 will be used. Wages for the biweekly pay period will continue to be based on the actual hours worked and the hourly rate.

Field Amount/Rate

Hourly Rate $10.0000



FTE Rate 100%


Field Amount/Rate

Hourly Rate $10.0000



FTE Rate 100%



Process Group Setup Abila MIP Fund AccountingTM

Process Group – The Application displays the processing group codes created on the Accounting > Maintain > Payroll > Processing Groups form. Processing Groups are assigned to employees on the Details > Employee Info > Current Pay tab.

Pay Cycle – The Application displays the pay cycle (Weekly, Biweekly, Semimonthly, or Monthly) assigned to the Processing Group on the Accounting > Maintain > Payroll > Processing Groups form.

Normal Hours per Pay Period – Accept the default or enter the number of hours employees normally work during a Pay Period. The Application defaults to 40 hours weekly and 80 hours biweekly.

Number of Regular Payrolls – Accept the default or enter the number of regular pay cycles the employees normally work. The Application defaults to 52 payrolls weekly and 26 payrolls biweekly.

After making adjustments select Save to save your changes or Close to exit the form without saving. When saving changes you will be prompted to update the FTE Rate, Annual Salary, and Pay Period Hours for each modified processing group.

Select Yes to update the fields, select No if you will manually update the fields later. Click OK to acknowledge the record saved.

WARNING: If you edit the normal hours per pay period or the number of regular payrolls after entering employee hour and wage information on the Details > Employee Info > Current Pay tab you should review each employee’s information carefully before calculating payroll.


Human Resource Management Process Group Setup

FOR MORE INFORMATION: Please refer to the Current Pay tab section of this training guide for more information on entering employee wage and hour information.

TIP: Normal Hours refers to pay Period Hours on the Details > Employee Info > Current Pay tab and is only updated if the Normal Hours per Pay Period is changed and Yes is selected on the Update Employees form.

TIP: Changing the Number of Regular Payrolls does not change the Pay Period Salary on the Details > Employee Info > Current Pay tab if you select Yes on the Update Employees form. However, it will recalculate the Annual Salary field based on the current Pay Period Salary and the adjusted Number of Regular Payrolls.


Benefit Plans Abila MIP Fund AccountingTM

Benefit Plans

OverviewHR Management Benefit plans provide an efficient method for assigning a benefit to a group of employees. Benefit plans may include the employer paid portion of the benefit as well as any employee contribution (deduction). When the plan’s premium amount is updated and/or the employee contribution changed, the related Payroll Benefit and Deduction Codes for all enrolled employees are automatically updated. This automatic update feature is available only for Benefit Plans. It is not available for Benefit Codes or Deduction Codes manually selected on the Details > Employee Info > Benefit or Details > Employee Info > Deduction tabs.

Benefit plans have plan level Effective (Start) and Expiration (End) dates which allow you to set up a plan and assign it to employees before the plan goes into effect. The effective date and the expiration date of a benefit plan may also be set employee by employee. For example, a new employee might not be eligible for medical insurance coverage until the beginning of the second full month of employment. After assigning the benefit plan to the employee, its future effective date may be set. Payrolls calculated after that date will include amounts from the benefit plan.

Benefit Plans may include Plan Options which facilitate the different premium amounts, and possible employee contributions for different coverage options (e.g., employee only, employee and spouse, family, employee and child). Premiums amounts entered are monthly amounts. The pay frequency of the Processing Group determines the amount calculated for each pay period. Premiums for a biweekly processing group will calculate based on 26 pay periods annually. Premiums for a semimonthly Process Group will calculate based on 24 pay periods annually.

Benefit plans may also be created for Payroll Deduction Codes not related to a Benefit Code, such as a charitable contribution. The Benefit Plan’s Effective and Expiration Dates may be used to start and stop the deduction, thus assuring an employee’s total deduction amount is not exceeded and that the deductions are made during a specified time period.

While not required, new as well as existing Payroll users will find it useful to create a benefit plan for each benefit the organization offers as well as deduction only codes.

TIP: Benefit Plans are created using the Maintain > Benefit Plans form and assigned to employees on the Details > Employee Info > Benefit Plan tab. When a benefit plan is assigned to an employee, the related Payroll Benefit and Deduction codes are automatically updated on the Details > Employee Info > Benefit or Details > Employee Info > Deduction tabs.

TIP: Benefit premiums are entered as monthly amounts, either in the Rate Table premium column, Maintain > Benefit Plans > Rate Table, or directly in the Premium column at Details > Benefit Plans for plans not calculated using Plan Options.


Human Resource Management Benefit Plans

TIP: The wage, benefit, deduction, and leave information entered on the Details > Employee Info > Earnings, Benefit Plan, Benefit, Deduction, and Leave tabs is used to create default timesheets in the Payroll module. The default timesheets are then used within the Payroll module to calculate and print payroll checks.

Setup Payroll Benefit and Deduction CodesBefore creating a benefit plan, you must first create a Benefit code and/or Deduction code in Payroll, Accounting > Maintain > Payroll > Benefit Codes and Deduction Codes. You will select the benefit or deduction code when creating the benefit plan.

If your organization has been using Payroll, you may already have existing benefit and deduction codes. However, we recommend that you create new benefit and deduction codes in Payroll for use with the benefit plans in HR Management. Creating new Payroll benefit and deduction codes for the HR Management benefit plans will allow you to set future effective dates for the plan and verify that plan amounts are being calculated correctly prior to the go live date.

If your benefit plan will include both employer and employee paid amounts, in Payroll you must create a benefit code for the employer portion, and a deduction code for the employee portion. It is important that the benefit and deduction code IDs be identical and the calculation methods be the same. They do not, however, have to credit the same liability codes.

Keep in mind that the benefit plan will define the employer and employee (if applicable) benefit and deduction amounts. The benefit and deduction codes in Payroll determine the general ledger expense and liability accounts, W-2 information, tax treatment, and schedule related to the benefit and deduction.

TIP: Benefit plans created in HR Management are associated with benefit and deduction codes created in Payroll.

NOTE: The Calculation Method for Payroll benefit and deduction codes used in benefit plans must be Amount on Timesheet or Percentage on Timesheet.

NOTE: In order to combine Payroll benefit codes and deduction codes into a single benefit plan, the benefit and deduction code IDs must be identical and the calculation methods must be the same. They do not, however, have to credit the same liability account codes.

NOTE: Maximum amounts set for the benefit or deduction codes in the Payroll module are applied to the related Benefit plans in the HR Management module.



Plan Option SetupIf the benefit plan will have varying premiums for different coverage options, you may add those options to the related Code Table.

For example, if your organization’s health plan includes coverage and pricing options for employees only, employees with one child, employees with spouse, family and no coverage, you may create these options in the Health Plan Options table, Maintain > Code Table > Health Plan Options.

Benefit plan option codes are applied on the benefit plan rate table, Maintain > Benefit Plans > Rate Table tab. They are then available for selection on the Details > Employee Info > Benefit Plans form.

FOR MORE INFORMATION: Please refer to the Define Codes section of this training guide for more information on creating and editing Code Tables.

Create the Benefit Plan Benefit Plans are created using the Maintain > Benefit Plans form.

General Tab

Benefit Code – Select a Payroll benefit or deduction code from the drop-down list. It may be helpful to think of this field as a Benefit Plan Code, since it may include individual Payroll benefit or deduction codes or may combine benefit and deduction codes.



Benefit and deduction codes with identical code IDs and calculation methods will display as one item in the drop-down list.

Only benefit or deduction codes with a calculation method of Amount on Timesheet or Percentage on Timesheet are available.

Description – The description defaults to the description from the Payroll Benefit or Deduction Code but may be edited (the Benefit or Deduction Code description in Payroll does not change). This description is displayed elsewhere in HR Management.

The Application displays the first description it encounters for the identical IDs of the Benefit and Deduction. Edit the description to clearly describe the benefit plan.

Status – A Benefit Plan Code may be either Active or Inactive. All Benefit Plan Codes will be Inactive by default. Benefit Type – Select the type of benefit plan, such as Health Insurance, Life Insurance, AD&D, or Vision. The type of plan selected determines the values available for entry in the Plan Option column of the Rate Table tab and the items available in the Plan Options drop-down on the Details > Employee Info > Benefit Plans form.

Plan options are created using the related Code Table, Maintain > Code Table > {type} Plan Options

Affordable Care Act - see the Affordable Care Act section of this training guide.

Vendor ID - See the Affordable Care Act section of this training guide.

Payroll Timesheet: Effective (Date) – Enter the date the plan goes into effect. Note that you may set up benefit plans for open enrollment prior to their effective dates. You may further customize individual employee plan dates on the employee record after configuring the Benefit Plan.

Payroll Timesheet: Expiration (Date) – Enter the date the plan expires. By default, the expiration date will be 1/1/2099. Change the field to the date the Plan expires or leave it as is if the Plan has no expiration date. You may further customize individual employee plan dates on the employee record after configuring the Benefit Plan.

Contribution to Cobra – Select this check mark if this plan is eligible for COBRA participation. This selection is for reporting purposes only.

Use Plan Options – Select this check box to include the Plan Options column on the Rate Table tab.

Benefit Type Code Table

Health Insurance Health Plan Options

Dental Insurance Dental Plan Options

Life Insurance Life Plan Options

Accidental Death & Dismemberment AD&D Plan Options

Retirement Retirement Plan Options

Vision Vision Plan Options

Other Other Plan Options



Percent of Earnings on Timesheet – Use this check box to denote that the Payroll Benefit Code’s calculation method is Percentage on Timesheet. The check box defaults to selected if the calculation method for the Payroll Benefit Code is Percentage on Timesheet. This check box is for informational purposes only; selecting or not selecting this box will not change the Calculation method. However, you should not select this check box if the calculation method of the benefit code is not Percentage on Timesheet.

Exclude Plan from Benefit Enrollment - Check this box to exclude this Benefit Code from being used within the Benefit Enrollment module.

Column Title 1-5 – You may add up to five columns to the Rate Table tab. The title you enter here will display as the column title on the Rate table. You may then enter the necessary values in the table. These columns are used to create custom calculation methods.

Column Opt 1-5 – Select Up to and including or Exact Match from the drop-down list.

Column Value 1-5 – Enter in code values.

An example of using additional calculation columns is when a benefit’s premium varies based on employee’s age. In this case you would enter Age in Column Title. This would add an Age column to the Rate Table. In the Column Opt select Up to and including and in the Column Value enter: DATEDIFF(YY,dtmBirthday,GETDATE()). This calculation returns the employee’s age in years on the date the benefit wizard is run.

For assistance with custom calculations, contact Abila Professional Services or your Abila Authorized Business Partner.

Rate Table Tab

Use the Rate Table tab to create rates for plans with varying premium levels. For the rates on this tab to apply, the Use Plan Options check box must be selected. Additional columns are set up on the General tab. Premium amounts are monthly and the Contribution Calculation may be a flat fee, a calculated field, or a percentage of the premium amount. Amounts calculated flow to the Benefit Plan tab, the Benefits tab, and the Deductions tab automatically.

Row Nbr – This number automatically increments for each row. You do not need to change it.

Plan Option – Enter a code from the Plan Option set up. This column will only appear if you selected the Plan Option check box on the General Tab.



Valid entry values are determined by the Benefit Type selected on the General tab and the codes entered on the associated Codes Table. For example, if you select a Benefit Type of Health Insurance you would enter values from the Health Plan Options code table, Maintain > Code Table > Health Plan Options.

Optional Custom Column(s) – You will only see additional columns if you have configured a custom column. For assistance with custom calculations, contact Abila Professional Services or your Abila Authorized Business Partner.

Premium – Enter the total monthly premium. This value reflects the total paid by both employer and employee.

Contribution Calculation – Enter the monthly employee paid dollar amount or an employee contribution custom calculation. Enter zero if the employer pays the entire premium. This can be a flat fee, a calculated field, or a percentage of the premium amount.

WARNING: If you add a Benefit Code (that has been activated as a Benefit Plan) to the benefit tab only (not the benefit plan tab), when you run the benefit wizard the code will be deleted from the benefit tab. The same process is applied to deduction codes activated as a benefit plan. If you add the deduction code only on the deduction tab, not the benefit plan tab, it will be deleted when you run the benefit wizard.

TIP: Only Payroll benefit or deduction codes with a calculation method of Amount on Timesheet or Percentage on Timesheet are available for use with Benefit plans.

TIP: When creating Benefit Plans with both benefit codes and deduction codes, the pay cycle frequency for the codes may be the same or different.

TIP: We recommend that you track all of your benefits and deductions through Benefit Plans in the HR Management module in order to facilitate easy and accurate maintenance.

TIP: The Benefit Type selected determines the values available for entry in the Plan Option column of the Rate Table tab and the items available in the Plan Options drop-down on the Details > Employee Info > Benefit Plans form.

TIP: You must set the Pay Schedule for each Processing Group for the current year in Payroll before you may process information with effective dates in that year in the HR Management module. To set the pay schedule for the year, open Accounting > Maintain > Payroll > Processing Groups > Pay Schedule tab.



TIP: HR Management Benefit Plan Premiums and Contributions are displayed in monthly values, not by pay frequency. This functionality allows you to apply the same Benefit Plan to multiple Processing Groups with different pay frequencies.

TIP: To delete an HR Management Benefit Plan, delete its corresponding Payroll Benefit Code and Deduction Code, if any. Payroll and Benefit Codes cannot be deleted if they are attached to Default Timesheets or have payroll history records.



Activity: Set up a Benefit Code in Payroll

Navigator: Payroll > Payroll Setup > Benefit Codes

Classic View: Accounting > Maintain > Payroll > Benefit Codes

Quick Search form: Click New

Benefit tab Code: MedGH1

Status: Active

Title: Medical Benefit Good Health Plan 1

Expense Account: 51101 <Health Insurance>

Liability Account: 21101 <Health Ins Payable>

Show Code on Check Stub: Select

W-2 Information:

Box Number: 12

Box Code: DD

Calculation tab Calculation Method: Amount on Timesheet

Maximum per year: $999,999.99 <Accept the Default>

Earnings tab No changes

Schedule tab

<Activity continued on next page>



Activity: Set up a Benefit Code in Payroll <continued>

Taxes tab None selected

Distribution tab Choose: Follow Earnings on Timesheet

Distribution Code to Follow if No Earnings: Pay <General Pay Distribution>

Click Save and Close.

Click Close the Quick Search form.



Activity: Set up a Deduction Code in Payroll

Navigator: Payroll > Payroll Setup > Deduction Codes

Classic View: Accounting > Maintain > Payroll > Deduction Codes


Deduction tab Code: MedGH1

Status: Active

Title: Medical Deduction Good Health Plan 1

Liability Account: 21101 <Health Ins Payable>

W-2 Information:

Box Number: 12

Box Code: DD



Earnings tab Not applicable

Schedule tab




Activity: Set up a Deduction Code in Payroll <continued>

Taxes tab

Click Save



Activity: Set up another Deduction Code in Payroll

Navigator: Payroll > Payroll Setup > Deduction Codes


Deduction tab Code: Donation

Status: Active

Title: Voluntary Charitable Gift Deduction

Liability Account: 22001 <Amounts Held for Others>

W-2 Information: Blank




Schedule tab

Taxes tab None selected





Activity: Set up a Benefit Plan

Icon: HR Management > Benefit Plans

Menu: HR Management > Maintain > Benefit Plans

General tab Benefit Code: Select: MedGH1

Description: (edit) Benefit Plan – GH1

Status: (change to) Active

Benefit Type: Health Insurance

Vendor ID: <leave blank>

Affordable Care Act:

Applicable: Checked

Policy Origin: <leave blank>

Self-Insured: Unchecked

Payroll Timesheet – Effective: First day of current month

Payroll Timesheet – Expiration: Last day of current year plus 1 year

Contribute to Cobra: Select

Use Plan Options: Select

Percent of Earnings on Timesheet: Unchecked

Exclude Plan from Benefit Enrollment: Unchecked

Optional Column Title 1: Age

Column Opt 1: (Select) Up to and including

Column Value 1: DATEDIFF(YY,dtmBirthday,GETDATE())

Rate Table tab

Age column may be optional.



Click Save

Click OK



Activity: Set up a Deduction Benefit Plan

Icon: HR Management > Benefit Plans

Menu: HR Management > Maintain > Benefit Plans

General tab Benefit Code: Select: Donation

Description: (edit) Charitable Gift

Status: (change to) Active

Benefit Type: Other

Vendor ID: <leave blank>

Affordable Care Act:

Applicable: Unchecked

Policy Origin: <unavailable>

Self-Insured: <unavailable>

Payroll Timesheet – Effective: First day of current month

Payroll Timesheet – Expiration: 1/1/2099 (accept default)

Contribute to Cobra: Unchecked

Use Plan Options: Unchecked

Percent of Earnings on Timesheet: Unchecked

Exclude Plan from Benefit Enrollment: Unchecked

Column Title 1: Not Applicable

Column Opt 1: Not Applicable

Column Value 1: Not Applicable

Rate Table tab Not Applicable

Click Save

Click OK and Close


Human Resource Management Leave Plans

Leave Plans

OverviewHR Management Leave Plans work in conjunction with Payroll Leave Codes. However, a Leave Plan is different than a Leave Code in that leave plans allow you to automatically increment the number of leave hours earned or percentage of hour earned, per scheduled payroll, based on months of service. They also allow you to establish a more sophisticated annual carry over criteria.

HR Management Leave Plans are attached to Payroll Leave Codes. If your organization has been using Payroll, you may already have existing leave codes. However, where appropriate, we recommend that you create new leave codes in Payroll for use with the leave plans in HR Management. Creating new Payroll leave codes for the HR Management leave plans will allow you to automatically adjust leave accrual amounts and use future calculation dates for the plan verifying that leave amounts are being calculated correctly.

Employee leave hour balances may be adjusted to the appropriate new Payroll Leave Code when Leave Plans are implemented, Accounting > Activities > Payroll > Setup and Adjust Balances > Leave tab.

Organizations’ leave accrual policies vary widely, with most offering increasing amounts of leave based on months or years of service and FTE (full-time equivalence). If FTE is a factor in leave hour accrual, Abila Professional Services or your Abila Authorized Business Partner will be able to assist you with the necessary scripts.

TIP: If FTE is a factor in leave hour accrual, your Implementation Partner will be able to assist you with the necessary scripts.

Setup Leave CodesBefore creating a leave plan, you must first create a leave code in Payroll, Accounting > Maintain > Payroll > Leave Codes. You will select the leave code when creating the leave plan. Leave codes, created in Payroll, have a one-to-one relationship with leave plans, created in HR Management.

Although leave codes offer many different calculation methods, when using leave codes with leave plans the calculation method must be Amount on Timesheet or Percentage on Timesheet.

Leave amounts are applied on a per pay period basis. If you have processing groups with different pay cycles you may need to create a leave code and corresponding leave plan for each processing group.

FOR MORE INFORMATION: Please check for Payroll Setup classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on the Payroll setup topics discussed above.


Leave Plans Abila MIP Fund AccountingTM

TIP: Only Payroll Leave Codes with a Calculation Method of Amount on Timesheet or Percentage on Timesheet will be available for creation of a Leave Plan in HR Management.

Create the Leave PlanLeave Plans are created using the HR Management> Maintain > Leave Plans form. The fields available on the Maintain Leave Plans form will vary depending on the calculation method selected for the corresponding leave code, Accounting > Maintain > Payroll > Leave Codes.

General tab

Leave Code – Select a Payroll Leave Code from the drop-down list.

Only leave codes with a calculation method of Amount on Timesheet or Percentage on Timesheet are available.

Status – A Leave Plan Code may be either Active or Inactive. Leave Plan Codes will be Active by default. Inactive Plans may still be used, but the user will receive a warning message upon selection.



Annual Plan Year – Select a plan year of Anniversary, Calendar, Fiscal, or Annual Carry Over Not Used. Annual Carry Over Not Used excludes carryover from the calculation. Select Annual Carry Over Not Used if hour balances are not reduced to a maximum capped amount at the beginning of the employee’s anniversary date, calendar year or your organization’s fiscal year. Select either Anniversary, Calendar or Fiscal if hours are reduced to a maximum capped amount. This field is only available if the corresponding leave code has a calculation method of Amount on Timesheet. Calculating carryover based on the anniversary date requires a custom script. Selecting Anniverary, Calendar, or Fiscal year is informational only and does not impact the carryover calculation.

Employee Leave Calculation Level 1 - 10 – Use the following table to define the employee's leave calculation where Hours Earned or Percent of Hours change based on the After Months employed. This calculation may include an Annual Carry Over balance and a Maximum Accrued Balance if the corresponding leave code has a calculation method of Amount on Timesheet.

After Months – Enter the number of months required to qualify for the first tier or Level of leave. The calculation takes effect AFTER the number of months entered. Note that if the tier starts after the employee has completed 12 months of service, in other words, on the 13th month of employment, you will enter 12 months in the After Months field. If there is no eligibility period, enter -1 in the Level 1 After Months field.

NOTE: You must set a cap of 999 in the After Months field of the last level in order for the Application to recognize the next-to-last level of entry. If the 999 cap is not on the last level, leave will not be calculated correctly.

Hours Earned – Enter the number of hours earned each pay period.

This field is only available if the corresponding leave code has a calculation method of Amount on Timesheet.

Percent of Hours – Enter the percentage of hours earned each pay period.

This field is only available if the corresponding leave code has a calculation method of Percentage on Timesheet.

Annual Carry Over – Enter the maximum number of hours an employee may annually carry over for the level. This field is only available if you select Anniversary, Calendar or Fiscal under Annual Plan Year and the corresponding leave code has a calculation method of Amount on Timesheet. The column is grayed-out if you select Annual Carry Over Not Used or the corresponding leave code has a calculation method of Percentage on Timesheet. Maximums for leave codes with a calculation method of Percentage on Timesheet should be enter in Payroll on the leave code setup form, Accounting > Maintain > Payroll > Leave Codes.

Maximum Accrued Balance – Enter the maximum number of leave hours an employee is allowed to accrue for each level. If there is no maximum accrued balance, enter a large number, such as 9,999.99. This field is only available if the corresponding leave code has a calculation method of Amount on Timesheet. For leave plans that accrue based on percent on timesheet, enter the Maximum amounts in Payroll at Maintain > Leave Codes.



Execute Leave Calculation

Calc Date – This date is used to determine the applicable leave tier. This date is compared to the Vacation Date, Details > Employee Info > Current Job tab, when determining the amount of leave to accrue.

Calculate Carry Over – Select this check box to apply the annual carry over caps and calculate the carry over adjustment as of the Calc Date for this specific leave plan. The calculated carry over adjustment is added to the Details > Employee Info > Leave tab for all affected employees as leave taken. Any calculated carry over amounts added to the Leave tab are replaced by running the Update Leave Wizard. If a payroll is calculated immediately after running the Wizard, then the carryover amounts remain on the timesheet and leave balances are adjusted per the maximums set on the leave plan. Use the Update Leave Wizard to calculate carry over for all leave plans.

For example, if your organization applies annual carry over caps on a calendar basis, the carry over adjustment amount is the difference between the leave balance as of 12/31 and the annual carry over amount. You would apply the carry over adjustment to employee leave balances after the last payroll of the calendar year (12/31) and before the first payroll of the new year (1/15). To calculate and apply the carry over adjustment in the Application, after paying the 12/31 payroll but before processing the 1/15 payroll, enter a Calc. Date of 1/1, select the Calculate Carry Over check box, then select the Calculate button. You would perform this calculation for each Leave Plan with carry over amounts.This field is only available if the corresponding leave code has a calculation method of Amount on Timesheet.

Calculate button – Click to initiate a Leave Plan calculation for the selected leave plan. Calculating updates the default timesheets for all the employees to which the selected leave plan is assigned. To calculate leave for all leave plans simultaneously use the Leave Calculation Wizard, Activities > Leave Calc Wizard.

Records Calculated – Displays the number of records calculated based on the number of employees that are assigned to this leave plan. You may assign the leave plan on the Details > Employee Info > Leave tab.

When You recalculate leave, an audit record is created. You can view the process history using Query > Run Query > Process Log, and including the process options in the query. The recalculate leave process has a Process type of CalcLve.



SQL Script tab

Use this tab to enter SQL Scripts for your Leave Plans. For assistance with SQL scripts, contact Abila Professional Services or your Abila Authorized Business Partner.

Record Select Statement – The default record select statement displays but cannot be changed. Please contact Abila Professional Services or your Abila Authorized Business Partner if you need custom leave codes.

Rate Adjustment Statement – Enter the rate adjustment statement using these declared variables: @Rate = Hours Earned, @Date = Calc Date, or @Emp = EmployeeID. Please contact your Implementation Partner if you need custom leave codes.

TIP: We recommend that you set the maximum amount for leave in the HR Management module rather the Payroll module Leave Code setup. Set a high default value for the maximum amount in Payroll and then set an actual cap in HR Management Leave Plan Setup if appropriate. The exception are leave plans calculated based on a percentage of time. The maximums must be set in Payroll.

TIP: The Vacation Date, on the Current Job tab, is the date the employee may start accruing leave time. This date is also used to calculate leave eligibility. The Application automatically displays the number of months and years the employee has completed.

TIP: You must set a cap of 999 in the After Months field of the last level in order for the Application to recognize the next-to-last level of entry.



TIP: Unlike Benefit Plans, which reflect a monthly total, Leave Plans are based on Pay Frequency. Unless you set your leave codes to accrue on 1st and mid- month payrolls only, you will need to create separate leave plans for your weekly-paid employees, bi-weekly paid employees, and so on.

TIP: You may calculate annual carry over adjustments for all leave plans simultaneously by using the Leave Calculation Wizard (Activities > Leave Calc Wizard) and selecting the Calculate Carry Over check box on the Leave Calculation Wizard form. When You recalculate leave, an audit record is created. You can view the process history using Query > Run Query > Process Log, and including the process options in the query. The recalculate leave process has a Process type of CalcLve.

TIP: If you have an employee who has previously worked for your organization and has returned, he/she may be eligible to use prior service years for leave. If so, you may back date the vacation date accordingly.



Activity: Set up a Leave Code in Payroll

Navigator: Payroll > Payroll Setup > Leave Codes

Classic View: Accounting >Maintain > Payroll > Leave Codes


Leave tab Code: PTO

Status: Active

Title: Paid Time Off (full and partial FTE)

Maximum Annual Accrual: 9,999.9900 <Accept the Default>

Maximum Accrual Balance: 9,999.9900 <Accept the Default>



Schedule tab





Activity: Set up a Leave Plan

Icon: HR Management > Leave Plans

Menu: HR Management > Maintain > Leave Plans

General tab Leave Code: PTO

Description: (Use default description)

Status: Active

Annual Plan Year: Calendar

Calc Date: <Accept Default>

Calculate Carry Over: <Accept Default>

Level table:




Activity: Set up a Leave Plan <continued>

SQL Scrip tab Rate Adjustment Statement:

NOTE: SQL Scripts are optional. This script adjusts leave for full-time employees so that if an employee works less than 100% of FTE hours, the accrued leave hours are adjusted.

Click Save

Click OK and Close



Optional Activity: Set up another Leave Code in Payroll

Navigator: Payroll > Setup > Maintain Leave Codes

Classic View: Accounting >Maintain > Payroll > Leave Codes


Leave tab Code: PPTO

Status: Active

Title: Percentage Paid Time Off (full FTE)

Maximum Annual Accrual: 9,999.9900 <Accept the Default>

Maximum Accrual Balance: 9,999.9900 <Accept the Default>

Calculation tab Calculation Method: Percentage on Timesheet

Maximum Subject Hours per Pay Period: 999.9900 <Accept the Default>

Maximum Percentage: 15% (.15)

Earnings tab Select: Wages

Schedule tab





Optional Activity: Set up a percentage based Leave Plan

Icon: HR Management > Leave Plans

Menu: HR Management > Maintain > Leave Plans

General tab Leave Code: PPTO

Description: (Use default description)

Status: Active

Annual Plan Year: Not Available

Calc Date: <Accept Default>

Calculate Carry Over: <Accept Default>

Level table:

SQL Script tab No changes

Click Save

Click OK and Close


Salary Grades Abila MIP Fund AccountingTM

Salary GradesUse the Maintain > Salary Grades form to enter your organization’s salary grade scheme. Salary grades are attached to Job Codes, and those Job Codes may then be attached to employees on the Details > Employee Info > Current Job tab. Salary Grades populate on the Current Job tab once the Job Code is assigned to the employee.

Salary Grades are informational; they do not set or change the Annual Salary or Hourly Rate on an employee’s Current Pay tab. The Salary Grades Exception Report, Reports > HR > Compensation > Salary Grade Exceptions, may be used to determine if an employee's pay scale has moved outside the Salary Grade minimum and maximum salary amounts.

Salary Grade steps are not required, but if you choose to use them, the system will default the first step to 01.

To create salary grades:

1. Access Maintain > Salary Grades

2. In the grid that appears, enter the Salary Grade (a unique code)

3. Complete the required fields that define your salary schema: Step (optional), Title, Pay Frequency, Hourly Rate, Salary, Min Salary, Max Salary.

4. Click Save.

FOR MORE INFORMATION: A complete description of fields for the Salary Grades form is available in the HR Management help available from Help > Contents > Maintain > Salary Grades.

TIP: The Salary Grades Exception Report, Reports > HR > Compensation > Salary Grade Exceptions, is based on the Min and Max salary. The Hourly Rate and Salary fields are available for information purposes and may facilitate the budget process by tracking wage amounts for specific positions.


Human Resource Management Salary Grades

Activity: Create a Salary Grade

Icon: HR Management > Salary Grades

Menu: HR Management > Maintain > Salary Grades

Salary Grade Form Salary Grade: 50172

Step: 1

Title: Case Worker 1

Pay Frequency: Semimonthly

Hourly Rate: 15.0000

Salary: 30,000.0000

Min Salary: 23,000.0000

Max Salary: 35,000.0000

Activity: Create another Salary Grade

Icon: HR Management > Salary Grades

Menu: HR Management > Maintain > Salary Grades

Salary Grade Form Salary Grade: 50173

Step: 1

Title: Case Worker 2

Pay Frequency: Semimonthly

Hourly Rate: 17.0000

Salary: 35,000.0000

Min Salary: 30,000.0000

Max Salary: 42,000.0000

Click Save

Click Close


Job Codes Abila MIP Fund AccountingTM

Job Codes

OverviewA core capability of HR Management is the tracking of changes in the human resource aspects of an employee’s job during their tenure at your organization. Job Codes, Maintain > Job Codes, facilitate this tracking by capturing key employment data and providing a trigger for capturing changes in the data.

For example, if you change a Job Code on the Maintain > Employee Info > Current Job tab, the Application asks if you want to create a job history record for the change. If you respond yes, you may record the reason for the change, the effective date of the change and any notes regarding the change. The Application then creates a record on the Maintain > Employee Info > Job History tab, storing the information for future reference. We recommend that you always click Yes to create a Job History Record in order to maintain a detailed audit trail.

Job Codes are also required for accurate Equal Employment Opportunity (EEO) reporting. EEO categories and classes are attached to jobs, not employees. Thus, each Job Code should be assigned an EEO category and class and each employee should be assigned a Job Code. The EEO1 and EEO4 job categories are predefined based on current Federal regulations and should not be changed. Changing the codes will prevent accurate EEO reporting.

There are two general approaches to setting up job codes. The first is to create a job code for each employee, such as Admin Asst 1, Admin Asst 2, etc. This approach facilitates budgeting and position tracking. Another approach is to create one job code, such as Admin Asst and assign the code to multiple employees.

Job Code Process

1. Set up Salary Grades – If your organization uses a salary grade scheme and you wish to attach it to Job Codes, you must first set up Salary Grades, Maintain > Salary Grades. Salary Grades are only used in conjunction with Job Codes.

2. Set up Job Codes – Setting up job codes will enable you to attach employees to job positions and descriptions, Maintain > Job Codes. Job codes may be attached to employees to track job changes and salary grades.

3. Attach Job Codes to employees – Once set up, a Job Code is attached to active employees. All employees will have a Job Code of “Not Assigned” until you assign them an code.

4. Create Job History Reason Codes – Job History Reason Codes define the reasons for job code changes. You create Job History Reason Codes using the Maintain > Code Table form. As you assign different Job Codes to employees, identify the reason for the change by selecting the applicable Job History Reason Code.

5. Update employee records – Record new job codes, e.g. locations, and departments, as employees progress within the organization.

6. Create Job History Entries – You may find it valuable to review an employee’s recent job history and manually log significant job and pay changes. Each entry has an editable Effective Date.


Human Resource Management Job Codes

7. Review reports – Use Reports > HR > Actions > Audit of Changes by Employee and Audit of Changes by Type to review detail job history entries.

TIP: Events such as changing the Location, Department, or Job Start Date on the Current Job tab will trigger a job history record.

NOTE: HR Management provides for attachments and you may find it valuable attach recent Personnel Action forms to an employee’s record. The forms may be scanned and attached as PDF documents or attached as other file types.

TIP: Job History versus Actions – Entries found on the Actions tab are automatically created (as long as you do not have the function disabled) and reflect changes in field values tied to jobs, pay, benefit plans, default timesheets (e.g., benefits, deductions, leave), new employees and employee information. Entries on the Job History tab are prompted by the module, created by you, and tied to a Reason Code (e.g., promotion, transfer, reassignment, termination). Actions may also be scheduled in advance whereas Job History changes cannot.

NOTE: At least one Job Code is required in order for reports to run correctly. If you choose not to use Job Codes, you must use the built-in blank Job Code with the title of Not Assigned. By default, this Job Code is assigned to all employees when the module is installed.

TIP: A Job History entry may also be recorded when an entry is made on the Termination tab, noting the reason for termination, pay, manager, department and location at time of termination. This is useful information should this person apply for a position at your organization in the future.

TIP: Much of the information that might be included on a paper Personnel Action form may be logged in Job History.



Job Code SetupUse the Maintain > Job Codes form to create or edit job codes.

To create a new job code, select the New button and enter the job code information. To edit an existing code, select the code from the Job Code drop-down list.

Job Code & Title – Enter a unique code, preferably numeric, to facilitate a logical listing of Jobs. Next enter a job title, such as Administrative Assistant.

Payroll Status – Accept the default status of Active or select Inactive. You may still use Inactive Job Codes, but you will receive a warning prompt to alert you to their inactive status.

Job Start Date – Enter the date on which the job is first available.

Supervisor Position – Select this box if the job requires overseeing other employees.

Salary Grade – Leave blank or select the salary grade from the drop-down list, if your organization uses salary grades and they have been set up, Maintain > Salary Grades. This is for information and reporting purposes only, selecting salary grade will not affect the employee’s payment. Salary Grades populate automatically on the Current Job tab once the Job Code is assigned to the employee.

Exempt – Select this box if the employee has an exempt (salaried) status. The exempt status will be applied to the employee record when the job code is assigned to the employee at Details > Current Job tab. This is for informational and reporting purposes only, selecting this check box will not automatically affect the payment status of the employee in HR Management. If EWS is used to record time, the Exempt status will exempt the employee from overtime and compensatory time calculations.

EEO 1 Class – Select the EEO 1 Class from the drop-down list. Accurate EEO reporting requires that every Job Code be assigned the appropriate EEO category and class.



EEO 4 Class – Select the EEO 4 Class from the drop-down list. Accurate EEO reporting requires that every Job Code be assigned the appropriate EEO category and class.

Overtime – Select if the employee is eligible for paid overtime. The overtime eligibility status will be applied to the employee record when the job code is assigned to the employee at Details > Current Job tab. This is for informational and reporting purposes only, selecting this check box will not automatically affect the payment status of the employee in HR Management. If EWS is used to record time, the overtime eligibility will impact overtime calculations.

Job Requirements – Enter the job duties by task. You may copy and paste from the job description.

Job Summary – Enter the job summary. You may copy and paste from the job description.

After adding a new code or modifying an existing code, select the Save button to save your

changes. Alternatively, you may select the Undo button to undo your changes.

NOTE: For accurate reporting, do not modify EEO Class or Category, or Vet category codes. Further, accurate EEO reporting requires that every Job Code be assigned the appropriate EEO category and class.



Activity: Set up a Job Code

Icon: HR Management > Job Codes

Menu: HR Management > Maintain > Job Codes

Click New.

Job Code: 601

Title: Case Worker, Level 1

Payroll Status: Active

Job Start Date: First day of current year

Supervisor Position: Not Selected

Salary Grade: 50172 <Case Worker 1>

Exempt: Select

EEO 1 Class: 2: Professionals

Overtime: Not Selected

EEO 4 Class: Protective S: Protective Service

Job Requirements: Support and advise clients

Job Summary: Direct case management efforts

Click Save



Activity: Set up Another Job Code

Icon: HR Management > Job Codes

Menu: HR Management > Maintain >Job Codes

Click New

Job Code: 602

Title: Case Worker, Level 2

Payroll Status: Active

Job Start Date: First day of current year

Supervisor Position: Selected

Salary Grade: 50173 <Case Worker 2>

Exempt: Select

EEO 1 Class: 2: Professionals

Overtime: Not Selected

EEO 4 Class: Protective S: Protective Service

Job Requirements: Support and advise higher risk clients

Job Summary: Manage department

Click Save

Click Close


HR Processes Abila MIP Fund AccountingTM

HR ProcessesOrganizations may set up processes to manage the workflow for specific HR tasks such as the steps to process a new hire or to terminate an employee. Other processes might include steps for performance management, job changes, new employee orientation, or steps to implement a benefit change. Tasks related to certification renewal may be established to facilitate notifying employees regarding renewal dates.

The names of the processes are added in Maintain > Code Table > HR Processes Names. Process characteristics and workflow steps are then added on the Maintain > HR Processes form. Processes are assigned to employees at Details > Employee Info > HR Processes tab. Once the process is assigned to an employee, view the Email log at Activities > Notifications log to review and edit scheduled email alerts.

FOR MORE INFORMATION: Please refer to the Define Codes > HR Process Names section of this training guide for more information on adding HR Processes names.

Process Name - Select a Process Name from the drop-down list. Process names are created in Maintain > Code Table > HR Processes Names.

Process Type - Enter a Process Type for this task set. The value must be unique. For example, a New Hire Process might be assigned a Process Type of Onboarding.

Title - Enter a text title for the Process. This title will be used if you print a process report.

Checkboxes - There are seven default check boxes at the top level of HR Processes. Select the applicable boxes for each process. The boxes may be used to filter the Processes for easier viewing and may also be selected when running HR Query.

New Hire - Select this box if the process type applies to new hires.

Job Change - Select this box if the process type applies to a job change.

Pay Change - Select this box if the process type includes a change in the pay rate.

Request FMLA - Select this box if the process type includes a request for FMLA leave.

Department Change - Select this box if the process type includes a departmental change.

Location Change - Select this box if the process type includes a change in the employee’s geographical location.

Termination - Select this box if the process type applies to employee termination.


Human Resource Management HR Processes

TIP: Use HR Query to design a report using the check box fields at the top level of the HR Processes.

Task OptionsClick the plus (+) sign next to the Process name to expand the form to enter the steps/tasks for the workflow.

Order - Enter a number that represents the order in which the task should be performed.

Task - Enter a name for the task.

Title - Enter a title for the task. The title can be selected to display in a process report. The Task title will be used as the subject line in email notifications if using HR Notifications.

Description - Enter a free-form description of the task. The field is limited to 8,000 characters. If using HR Notifications, the description will be used as the Body in the emails. You may include Field Labels, that when used in a generic email message, will become personalized and meaningful content, when sent. Messages should be simple, similar to composing a text message. Hard returns and paragraphs are not an option in the message so extended messages may be hard to read.

FOR MORE INFORMATION: See Using Field Labels section in this guide.

Assign Process Group - Select a processing group name from the list to restrict the task to a single processing group.

Assign Location - Select a location name from the list to restrict the task to a single location.

Assign Department - Select a department from the list to restrict the task to a single location.

Required - Select this box if the task is required.

Web Approval - For organizations using EWS, select the web approver check box to allow approval of the task in EWS through the Manager menu.

TIP: For web approvers to see the Manager menu in EWS, assign Manager rights in HR > Maintain > Timesheets Setup > Employee Timesheet Settings. Assign Manager rights by selecting the Manager check box.



NOTE: For non-manager approvers, employees with no direct reports, the Approve HR Processes page will be the only management-level page with data available to view.

HR Approval - Select this box if approval is required by Human Resources personnel.

Manager Approval - Select this box if Manager approval is required.

Supervisor Approval - Select this box if Supervisor approval is required.

Other Approval - Select this box if other approval is required, for example, an IT person might be assigned to set up an email address for the new employee.

Send Email - Select this box to enable email notifications for this task. Emails are sent if HR Notifications is active.

NOTE: Specific Approvers are assigned when the HR Process is added to the employee at Details > Employee Information > HR Processes tab.

TIP: If the Send Email box is not selected, no email alert will be sent.

NOTE: The Send Email option can only be used with HR Notifications. HR Notifications must be installed on your SQL Server and the SMTP Email connection must be set up before HR Management can send email notifications.

NOTE: MIP SMTP Email information is configured at Accounting > Organization > Organization Information > SMTP Email tab.

FOR MORE INFORMATION: For more information about HR Notifications see the HR Notifications Setup section in this guide.

Email Recipient - Enter the email addresses for those who should be notified when the task is added or updated provided the Email Send check box is selected for the task. Multiple email addresses may be entered if separated by a semicolon (;). If the field is left blank, the employee will receive a notification regarding the task when the task is added to the employee’s HR Processes tab. Enter the field label <Assigned> to send an email to the manager, HR, the supervisor, or other employee assigned when the task is added to the employee on the HR Processes tab in Employee Details.



Status - Select Active to make this task available for assignment in the Details > HR > Processes tab. Select Inactive if the task is not currently in use.

Save - Select the Save button when all tasks have been added and all options have been selected.

TIP: Assign the HR Process to an employee on the HR Processes tab in Employee Details.

TIP: The fields in HR Process are available to select for a query using HR Management > Query.

HR Notifications

Using Field Labels

Use field labels in the Task Description of the Maintain > HR Process form to create a generic email message. When the process is assigned to an employee, the system will replace these field labels with the information entered in the employee’s Detail Info, creating a meaningful message.

Note that if the field is left blank on the employee’s detail information, the system could display an extra large blank space or incomplete information in the message.

Once the HR Processes have been assigned to an employee with the Send Email option selected, you can review the composed message using the Activities > Notification Log form. In this form, you can edit the Subject and Message Text fields as well as the To Address information. Note that if Field Labels were used in the original HR Processes, you cannot enter them in the Notifications Log. You will need to enter in the information and remove the broken Field Label.

Messages should be simple, similar to composing a text message. Hard returns and paragraphs are not an option in the message so extended messages may be hard to read.

Sample Task Descriptions:

Hello <First> <Last>, Welcome to the NPS Training Organization.

Your office phone number is <WorkPh> and your company email address is <Email>.

Your Department code is <Department>.

Your supervisor is <Supervisor>.

Use the Field Labels table below to identify the location of the field in Employee Details. This table can be found in Help > Contents > Maintain > HR Processes > How Do I Use Field Labels?

Example:

<Supervisor> can be found on the Details > Employee Information > Current Job tab. The assigned supervisor will appear in the message if the Field Label <Supervisor> is used in the message.



NOTE: The Field Labels table can be found in Help > Contents > Maintain > HR Processes > How Do I Use Field Labels?.



Activity: Create HR Process Tasks and Options

Menu: HR Management > Maintain > HR Processes

Create New HR Process

Process Name: Select Position Change from drop-down menu

Process Type: Enter - Position Change

Title: Enter - Employee Position Change

New Hire: Do not select

Job Change: Select

Pay Change: Do not select

Request FMLA: Do not select

Department Change: Do not select

Location Change: Do not select

Termination: Do not select

Create Tasks and Options

Click Plus to the left of the Position Change form

Add a task with related options:

Order: 1

Task: Change Job Code

Title: New Position Update

Description: Hello <First>, Your position is now <job>.

Assign Process Group: Leave Blank

Assign Location: Leave Blank

Assign Department: Leave Blank

Required: Select

Web Approval: Do not select

HR Approval: Select

Mgr Approval: Do not select

Sup Approval: Do not select




Activity: Create HR Process Tasks and Options <continued>

Other Approval: Do not select

Send Email: Select

Email Recipient: Leave blank (Employee will receive email.)

Status: Active <Accept the Default>

Add another task with related options:

Order: 2

Task: Change Salary Grade

Title: Notice of Salary Change

Description: <First> <Last> has received a salary increase.




Required: Select

Web Approval: Do not select

HR Approval: Select

Mgr Approval: Do not select



Send Email: Select

Email Recipient: [email protected]





Activity: Create HR Process Tasks and Options <continued>

Add a third task with related options:

Order: 3

Task: Employment Agreement signed and scanned

Title: Employment Agreement Notification

Description: Employment Agreement signed, scanned and

attached in HR Management




Required: Select

Web Approval: Select

HR Approval: Do not select

Mgr Approval: Select



Send Email: Do not select

Email Recipient: Leave blank


Click Save

Click OK and Close



HR Notifications Setup

HR Notifications sends email messages to users when HR Processes have been assigned to an employee. Open HR Management and select Download HR Notifications from the Help menu HR Management > Help > Download HR Notifications. This opens a web browser to the HR Notifications for 2015.x page on the Abila Knowledgebase. You must log in and have a current support plan in order to click the link to download the file. HR Notifications should be installed on the server which hosts the Abila MIP Fund Accounting database.

NOTE: Notifications are added through an install process which is additional to the HR Management installation and accessed through the Help menu within HR Management. Instructions may be found in the HR Management Installation Guide HR Management > Help > Manuals > HR Installation Guide.

WARNING: HR Notifications should be installed on the same server as the MIP database but may be installed on a user workstation instead. If HR Notifications is installed on a user workstation and the workstation is shut down, HR Notifications will also be closed. HR Notifications should be installed only once. Each user does not need HR Notifications.

Set Up HR NotificationsSelect the HR Notifications icon on the desktop to open the setup form. Use this form to set up HR Notifications on a scheduled basis using email. Once HR Notifications is connected to your SQL Server and Abila MIP database, you can set up to send email notices in 10 minute to 12 hour intervals. Notices may be sent to alert employees about tasks that are assigned and maintained using HR Processes.

HR Notifications should to be left running at all times on the server or the user’s workstation. The timer is stopped when the server or user’s workstation is stopped and restarts after the server is started again. If Notifications is stopped, restarting Notifications will sweep the email log and send any necessary HR Processes notifications. A message displays on the form to indicate if HR Notifications is Running or Stopped.

TIP: HR Notifications uses employee email addresses entered on Details > Employee Info > Addresses & Phone tab. Employees without any email address entered will not receive email alerts. HR Contact's email address is used as the sent address. You can view and/or change the HR Contact From email address in the Options group box or on the HR Management > Options > Settings > System Preferences form.



SQL Server

Server Name: Enter the name of the SQL Server instance of Microsoft SQL Server® used by Abila MIP Fund Accounting database.

User: Enter a SQL user name.

Password: Enter the password for the SQL user name.

Database: Enter the database name associated with Abila MIP Fund Accounting.

Connect: Click the Connect button to connect to the Abila MIP Fund Accounting database. Click OK to close the connection notice form.

SMTP Email Setup

The system displays the Abila MIP SMTP Email information entered using Accounting > Organization > Organization Information > SMTP tab, if it was previously configured. Otherwise, complete the fields on this form.



NOTE: We recommend referring to your IT Technical or System Administrator for help completing the SMTP Email Setup information.

Server: Enter the server name of the SMTP service used to process outgoing email, for example SMTP.gmail.com

User: Enter the user name associated with the SMTP service.

Password: Enter the User's password.

Port: Enter the port that accepts outgoing mail requests. This port number should match the port configured on your SMTP service. By default, the system displays 25 as the port number.

Enable SSL: If your SMTP service supports SSL (Secure Sockets Layer), select this check box to securely send email notifications.

Test Email Address

The From and To addresses will be used when the Test Email button is clicked. It is recommended that you test the SMTP Connection to make sure the information was set up correctly.

From: Enter an email address to test where the email is coming from. If the email fails, this is the address that will receive the failure notification.

To: Enter an email address to test where the email will be received. If the email is successful, this is the address that will receive the test email.

Test Email: Click the Test Email button to test the email connection. If you entered From and To email addresses, the system will use them to test the connectivity with the Server. If the From and To email address fields are left blank, no test will be conducted.

NOTE: The HR Notifications emails for HR Processes will be sent using the HR Contact's email address. You can view and/or change the HR Contact From email address in the Options group box or on the HR Management > Options > Settings > System Preferences form. The EWS Timesheet Submitted and Leave Requests will be sent using the employee's email address.

Scheduling

Complete the following to specify when and how often the HR Notifications contacts the Abila MIP server to check the Email Log for any new notifications before sending out email notices. With the Scheduling Stopped, you can modify the start date and time and the email interval in minutes. To begin checking the Email Log, sending emails, and minimize the HR Notifications form, click the Start button.

Start Date and Time: Clicking Start populates a start time and date. Accept the default start date and time or enter a new time and date when HR Notifications begins checking the Email Log and sending new emails.



Email Interval in Minutes: Specify how often HR Notifications should check the Email Log between sending new emails. The time interval must be in minutes from 10 to 720.

Process Count: This is the number of times HR Notifications has checked the Email Log for any new emails.

Start: Click the Start button to begin checking the Email Log and start sending emails. Once the Start button is clicked, click OK to acknowledge the Timer is started message, and the form will minimize to the task bar. The system begins checking the Email Log and starts sending emails.

Stop: Click the Stop button to stop sending emails. After the scheduling has stopped, you can make modifications to the start date and time and the email intervals in minutes. Also, notifications will still be created if the check boxes for the notification options are checked. Note that you will need to click the Start button to resume sending emails.

Options

Select the options below to have the HR Notifications create emails and to view and/or change the HR Contact From email address.

Notify when Add record in HR Processes: Select this check box to be notified when Send Email is selected in the HR Processes tab and it is added to an employee record. If you want to deactivate the notification, clear the check box and click the Update Options button.

Notify when Add record for Leave Request: Select this check box to be notified when an employee in the EWS module submits a leave request. If you want to deactivate the notification, clear the check box and click the Update Options button.

Notify when Add Record for Timesheet Submission: Select this check box to be notified when an employee in the EWS module submits a timesheet. If you want to deactivate the notification, clear the check box and click the Update Options button.

HR Contact From Email Address: (Display only) The HR Contact email address is required for HR Process notifications to work properly. The HR Contact information is entered on the HR Management > Options > Settings > System Preferences form.

Update Options: Click the Update Options button to update your notification option changes in the system.

Email Log: Click the Email Log button to open the Email Log form and view all email notification that have been attempted.

Save: Click Save to save your default settings.

Email LogUse the Email Log form to view the types of HR Notifications being sent through the system. The table is modifiable and can be changed. Highlight the row to delete. If you clear the Email sent check box, the message can be sent again within the next email interval.



Fields

Email Log Table: The table displays the records by type, the associated employee ID, the type ID, the task ID, the subject and message, and to whom the notice was sent and from. The table also displays the date the notice was sent, if the email was sent, who created it. If there was a send error, the associated error message displays.

Record Type: The table displays the record type.

Employee ID: The table displays the associated employee ID.

Type ID: The table displays the record type ID.

Task ID: The table displays the task ID.

Subject Text: The table displays the subject line of the notification.

Message Text: The table displays the message included in the notification.

Sent Address: The table displays the To email address - to whom the notice was sent.

From Address: The table displays the From email address - from whom the notice was sent.

Send Date: The table displays the date the notice was created or will be sent.

Email Sent: The table displays if the email notice was sent. If the check box is not selected, the notice has not been sent.

Created: The table displays when the email notice was created.

Send Error: The table displays if there was an error trying to send the notice. If the check box is selected, an error message will also display.

Error Message: The table displays an error message if the Send Error check box was selected.



Field Chooser

Select the Field Chooser button to open the Field Chooser form. The button is located on the upper right corner of the Email Log form. Select or deselect check boxes to customize the columns displayed on the Email Log form.


Employee Details Abila MIP Fund AccountingTM

Employee Details

The Details form, Details > Employee Info, consists of multiple tabs used to record payroll and human resource management information about employees. The tabs are organized by information type and function.

When working in the Details form, use the tool bar located below the tabs to move between your employee records. The following features facilitate efficient employee processing.

A – Use the Numbered Record List feature by clicking on the First Record button, Previous Record button, Next Record button, and Last Record button to display each employee record in a

numerical order:

B – Use the Drop-Down List feature by clicking on the Drop-Down List button to display a drop-down list of every employee record available for selection. You may Sort or Filter the Employee records; these settings will be retained until the Detail > Employee Info form is closed.

C – Use the Search By Last Name or SSN feature by typing in the employee's complete last name, or the first few letters, or the full Social Security Number, and click the Find Employee button.

D – Select the Show Active Only box to view only the active employee records.


Human Resource Management Employee Details

The tabs are organized by information type and function. The following table provides a list of tabs with a brief description of the information on each tab. An asterisk (*) denotes tabs with information that is applied to the default timesheets in Payroll.

Personal Tab Employee biographical information, e.g. identification, marital status, gender, ethnic class, special groups

Address & Phone Tab Employee address and emergency contact information

Current Job Tab Position specific information and employment related dates, e.g. job code and title, location, manger, job start date, original hire date

Job History Tab Job history records tracking employment over time

Current Pay Tab Wage information, e.g. processing group, salary or hourly amounts, FTE rates, payroll status, employee type

Direct Deposit Tab Direct deposit, e.g. bank routing number, account number, percentage

Earnings Tab* Earning Code information that is applied to the employee’s default timesheet in Payroll

Dependents Tab Dependent information, applies to benefit plans

Benefit Plans Tab* Benefit plans created using Maintain > Benefit Plans

Benefits Tab* Benefit codes assigned by benefit plans, Maintain > Benefit, or manually entered benefit codes created in Payroll, Maintain > Benefit Codes; applied to default timesheet in Payroll

Deductions Tab* Deduction codes assigned by benefit plans, Maintain > Benefit, or manually entered deduction codes created in Payroll, Maintain > Deduction Codes; applied to default timesheet in Payroll

Garnishments Tab Garnishment Types, Maintain > Code Table, with garnishment order information and requirements

Leave Tab* Leave plans, Maintain Leave Plans, or leave codes created in Payroll, Maintain > Leave Codes; applied to default timesheet in Payroll

Worker's Compensation Tab* Workers' compensation codes created in Payroll, Maintain > Workers' Compensation Codes; applied to default timesheet in Payroll

Leave Events Tab Leave events such as Family Medical Leave Act (FMLA) leave of absence information, e.g. start date, scheduled return date, reason for leave

Taxes Tab Federal, State, and Local tax information, earned income credit information, and where 1095-C designation is made.



The following tabs relate primarily to information required to process payrolls and prepare key employment reports:

Personal

Current Job

Current Pay

Direct Deposit

Earnings

Benefit Plans

Benefits

Deductions

Garnishments

Leave

Worker's Compensation

Taxes

W2/Voucher Tab Medicare Qualified Government Employee (MQGE) and W-2 Box 13 selection, Electronic W-2 selection, and Payroll Voucher selections.

Education Tab Employee's education information, e.g. school, degree, major

Certification Tab Employee credential information, e.g. credential type, authorization type, expiration date

Actions Tab Audit trail for changes to employee information and event action tracking

HR Processes Tab Assign HR Processes to employee and monitor process workflow

Performance Tab Employee's job performance information, e.g. review date, review rating, employee comments

Termination Tab Employee's termination information, termination date, last worked date, termination reason

Photo Tab Employee's picture

Attachments Tab Attachments related to the employee, employment contract, performance plan, confidentiality agreement

Notes Tab Notes or reminders about the employee

User Defined Field Tab Information for User Defined Fields created in Accounting > Organization > Set Up User Defined Fields



W2/Voucher

WARNING: If you delete a field value in HR Management it will delete the corresponding field value in Payroll, if any.

Personal Tab

Use this Personal tab to enter or change biographical information related specifically to an employee. Information contained on this tab is used in the payroll process.

Many fields on the Details > Employee Info form are also available on the Accounting > Maintain > Payroll > Employee Information form. The following fields from the Personal tab may also be accessed from Payroll.

EmployeeID

First Middle Last

I9 Verification

Drivers License

Birth Date

Marital Status

Gender



Ethnic

Citizenship

Military Experience

Although these fields may be updated from either module, we recommend that they be accessed exclusively from the HR Management module to avoid both rework and duplication of work. Some information is edited directly in the fields on the Employee Information tabs. Other field choices must be edited using the HR Code Tables Maintain > Code Tables. The Employee ID is edited using Maintain > Change Employee ID.

TIP: Although these fields may be updated from either module we recommend that they be accessed exclusively from the HR Management module to avoid both rework and duplication of work.

TIP: You may prevent changes being made to employee information and default timesheets in Payroll by setting security rights, Accounting > Security > Set Up Organization Menus, for Employee Information and Enter Default Timesheets to View Existing Records Only.

EmployeeID – Enter a new employee ID. We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | " '. Click the drop-down in order to locate an existing employee ID.

First Middle Last – Enter the first name, middle initial, and last name for the employee. A middle initial is not required.

Nick Name – Enter a descriptive name given in addition to the official name of record.

Salutation – Enter a greeting or salutation, such as Sir, Madame, or Doctor Dave Aaron III. It is not necessary to enter the Dear or To Whom It May Concern greeting here.

I9 Verification, I9 Verification Date – Select this box if I9 verification is complete, and then enter the I9 verification date or accept today as the default date.

Drivers License

Number – Enter the driver's license number of the employee.

Class – Enter a vehicle class, such as C or A.

State – Enter the state where the license was issued.

Expires – Enter the date when the license expires.

Auto Insurance Expirations – Enter the date when the employee's automobile insurance expires.

Birth Date – Enter the employee's date of birth.

Age – The Application automatically calculates the employee's age.



Marital Status – Select the employee’s marital status from the drop-down list. To ensure accurate reporting, HR Management provides four options: Single, Married, Divorced, or Widowed. If you enter other values on the Payroll> Maintain> Employee Information> Employee tab, those values will display on the form but will generate an error the next time you save the employee in HR Management. To correct the error, simply select one of the status options from the drop-down list.

Gender – Select a gender of male or female from the drop-down list.

Hispanic – Select this box if the employee is Hispanic.

Ethnic – Select an ethnicity from the drop-down list. A code must be selected in order to run EEO reporting. Ethnic codes are set up using Maintain > Code Table and selecting Ethnic Codes from the drop-down list. However, modifying these codes will prevent the EEO reports from printing correctly.

Citizenship – Select the country in which the employee is a citizen. Citizenship was set up using Maintain > Code Table and selecting Citizenship from the drop-down list.

Smoker – Select this box if the employee is a smoker. This information may be used to generate required reports or to determine rates for health or life insurance benefit plans.

Disability – Select this box if the employee has a disability, and the organization is required to report on this information.

Disabled Vet – Select this box if the employee is a Special Disabled veteran, and the organization is required to submit a Veteran’s Employment Report to the U.S. Department of Labor.

Vietnam Vet – Select this box if the employee is a veteran of the Vietnam era, and the organization is required to submit a Veteran’s Employment Report to the U.S. Department of Labor.

Recent Vet – Select this box if the employee is a Recently Separated veteran, and the organization is required to submit a Veteran’s Employment Report to the U.S. Department of Labor.

Medal Vet – Select this box if the employee participated in a United States military operation for which a Service Medal was awarded, and the organization is required to submit a Veteran’s Employment Report to the U.S. Department of Labor.

Protected Vet – Select this box if the employee is an Other Protected Veteran, and the organization is required to submit a Veteran’s Employment Report to the U.S. Department of Labor.

Military Experience – Enter a military status, such as active, retired, or none.

TIP: For accurate EEO and VET100 reporting, Gender and Ethnicity must be completed and the Job Code, Maintain > Job Codes, must have an EEO level assigned for all applicable employees.



Maintain > Change Employee ID form. You must log into HR Management with the Admin user ID an

TIP: To change the Employee ID, use the d password to access the Maintain > Change Employee ID form.

NOTE: Do not modify the ethnic codes available for selection in order to produce accurate EEO reports.

Change Employee ID

Use Maintain > Change Employee ID to update the employee ID field. Updating the field is useful if the employee ID is based on employee last names and the names changes through marriage, for example. Changing an employee ID is completed using the feature in HR Management rather than Payroll. HR Management contains additional fields not available in Payroll. Renaming or changing an employee ID through the Payroll module results in the loss of data for those fields not available in Payroll.

To change the employee ID select the Current Employee ID from the drop-down list and then type the New

Employee ID. Click Check ID to confirm the ID has not already been used. If

the New employee ID has not been used, the Check ID button will display a green check and

the OK button will become available. Select OK to change the employee ID.

TIP: You must close HR Details prior to running the change Employee ID function.

WARNING: Renaming an Employee ID in Payroll results in loss of data in HR Management. Always update an Employee ID using HR Management > Maintain > Change Employee ID.



TIP: To ensure accurate reporting and congruence between Payroll and HR Management, only use the four System codes for Marital Status: Single, Married, Divorced, or Widowed.

Address & Phone Tab

Use the Address & Phone tab to enter or update the address and emergency contact information for an employee.

Many fields on the Details > Employee Info form are also available on the Accounting > Maintain > Payroll > Employee Information form. The following fields from the Address & Phone tab may also be accessed from Payroll.

Address

City

State

Zip

Home Phone

Fax

Work Phone



1st Contact

TIP: Although these fields may be updated from either module, we recommend that they be exclusively accessed from the HR Management module to avoid confusion and maintain an audit trail.

Address – Enter the employee's home address.

City, State, Zip – Enter the employee's city, state, ZIP code and country. Select a country name from the dropdown. County names are setup using Maintain > Code tables.

NOTE: Should your employee have an alpha-numeric zip code, you may enter it into the zip field.

Home Phone – Enter the employee's home telephone number.

Fax – Enter the employee's fax number.

Cell Phone – Enter the employee's cell phone number.

Work Phone – Enter the employee's work phone number.

Email Address – Enter the employee's email address. The Email Address, if entered, will automatically populate the Electronic Employee W-2 Email field when the Issue employee W-2 electronically using Aatrix check box is selected on the Details > W2/Voucher tab. If the Email Address is blank, the Home Email Address will populate the Electronic Employee @-2 Email field. The Email Address is also used by HR Notifications, if installed, for email alerts to employees. The Home Email Address will not be used by HR Notifications.

FOR MORE INFORMATION: Please refer to the HR Notifications and HR Process sections of this guide.

Home Email Address – Enter the employee's home email address. If the Email Address field is left blank, the Home Email Address, if entered, will automatically populate the Electronic Employee W-2 Email field when the Issue employee W-2 electronically using Aatrix check box is selected on the Details > W2 tab.

Emergency Contacts – Enter up to three emergency contacts for the employee.

1st - 3rd Contact Name, Phone, Relation Email Address– Enter an emergency contact name, including the contact's telephone number, relationship to the employee, and email address.

TIP: The Email Address, if entered, will automatically populate the Electronic Employee W-2 Email field when the Issue employee W-2 electronically using Aatrix box is selected on the Details > W2 tab.



TIP: If the Email Address field is left blank, the Home Email Address, if entered, will automatically populate the Electronic Employee W-2 Email field when the Issue employee W-2 electronically using Aatrix box is selected on the Details > W2 tab.

Current Job Tab

Use the Current Job tab to enter and edit job information for an employee. Information contained on this tab is used in the payroll process.

Many fields on the Details > Employee Info form are also available on the Accounting > Maintain > Payroll > Employee Information form. The following fields from the Current Job tab may also be accessed from Payroll.

Last Hire Date

Actions Date

Class

Position




Modifying the Job Title, Job Start Date, Location, or Department of an existing employee may generate a prompt to create a change record on the Job History tab.

Select Yes to display the Add Job History Record form.

Select the Reason Code, Maintain > Code Table > Job History Reason Code, enter the Effective Date of the change, and type any relevant Notes. Select OK to create a record which may be viewed and edited on the Job History tab.

Job Title – Select the employee's job title. There must be a Job Title, even if it is Not Assigned. A job title is required for accurate EEO Reporting.

Job Code – The job code displays based on the selected job title and cannot be changed here. The job code was created using Maintain > Job Codes.

Salary Grade – The salary grade displays based on the selected job title and cannot be changed here. The salary grade was created using Maintain > Salary Grades and assigned using Maintain > Job Codes.

Exempt – Selecting a Job Title populates this check box if Exempt was selected when the Job Code was created at Maintain > Job Codes. Otherwise, select this check box if the employee is not entitled to overtime pay. This field is for reporting purposes only and does not impact net pay unless EWS is used for timekeeping. If you are using the Employee Web Services module, selecting this check box may determine how overtime entries are created.

Overtime Eligible – Selecting a Job Title populates this check box if Overtime Eligible was selected when the Job Code was created at Maintain > Job Codes. Select this check box if the employee is nonexempt and eligible for overtime pay. This field is for reporting purposes only and does not impact net pay, unless EWS is used for timekeeping. If you are using the Employee Web Services module, selecting this check box may determine how overtime entries are created.

Step - Enter a step to create a scale for a salary grade. Steps can be used to define a salary scale; which shows the increases in pay an employee gets working at each level of an organization.



Job Start Date – Enter the date the employee started this job or click the drop-down list to open the Calendar. The Application automatically displays the number of months and years the employee has completed. This could be different from the Original Hire Date.

Original Hire Date – Enter the hire date for this employee or click the drop-down list to open the Calendar.

Last Hire Date – Enter the hire date for this employee or click the drop-down list to open the Calendar. The Application automatically displays the number of months and years the employee has completed.

Seniority Date – Enter the seniority date for this employee or click the drop-down list to open the Calendar. The Application automatically displays the number of months and years the employee has completed.

Vacation Date – Enter the date the employee may start accruing vacation time or click the drop-down list to open the Calendar. This date is also used to calculate leave eligibility for leave plans. The Application automatically displays the number of months and years the employee has completed.

NOTE: If Carryover Vacation is calculated on the employee’s anniversary date, we recommend establishing a set date for each month for vacation accruals. For example, the Hire Date may be October 5 but the Vacation date may be set for October 31. Carryover for all October anniversaries may be calculated during the payroll that includes October 31. Consider adjusting this date for prior employment history as well.

Actions Date – Enter the action date for this employee or click the drop-down list to open the Calendar.

Location – Select the employee's location. Location codes must first be set up using Maintain > Code Table with Location selected from the drop-down list.

Department – Select the employee's department. Department codes must first be set up using Maintain > Code Table with Department selected from the drop-down list.

Manager – Select the employee's manager.

Supervisor – Select the employee's supervisor.

Secondary Supervisor – Select the employee's secondary supervisor.

Class – Enter the job or employee class. To have the field populated automatically, select Department, Location, or Supervisor from the drop-down list in the Map Class Field using Options > Settings > System Preferences.

Position – Enter the position. This position is originally created in the Payroll module. To have the field populated automatically, select Job Code or Job Title from the drop-down list in the Map Position Field using Options > Settings > System Preferences.

Recruiter – Enter the recruiter's name.

Hire Source – Enter the hire source.



TIP: The Manager, Supervisor and Secondary Supervisor fields are used by the EWS module to identify employees who may approve the selected employee’s EWS web-based timesheet entries. Employees with Yes in the Manager column of the drop-down list have been designated as timesheet approvers in the EWS module.

NOTE: We recommend that you enter future dates only when setting up a newly-hired employee, not when an existing employee changes position.

NOTE: Employee Type in the HR Management module is a distinct field from Employee Type field in Payroll> Employee Information.

TIP: While not required, non-EWS users may assign a Manager, Supervisor and Secondary Supervisor to each employee. As employees are assigned to new jobs, different locations or departments, the module prompts you to create a Job History record. The entry also records who the Manager, Supervisor and Secondary Supervisor were when the change was made.

TIP: Several HR Management reports and the Query tool provide for selecting and sorting on managers and supervisors.

TIP: When you open HR Management for the first time after adding an employee in Payroll, the Job Start Date, Original Hire Date, Last Hire Date, Seniority Date, and Vacation Date will default to the Hired date on the Accounting > Maintain > Payroll > Employee Information > Employee tab.

TIP: If you change information on the Current Job tab, also update the wage information on the Current Pay tab.

TIP: A Job History entry is not automatically prompted when assigning to or from the Not Assigned job code.



Activity: Assign Job Codes

Icon: HR Management> Details

Menu: HR Management> Details > Employee Info

Personal tab Select Employee(s): Martha Adams & Joyce Brothers

Current Job tab Job Title: Case Worker, Level 1

Do you want to create a Job History Record? No

Location: WP - Whispering Pines

Job Code: Note Default

Salary Grade: Note Default

Department: Home Health

Exempt: Select

Overtime Eligible: Not Selected

Step: 1

Manager: Anna Belle Martin

Job Start Date: Do Not Change

Supervisor: Dana Jeffries

Original Hire Date: Do Not Change

Secondary Supervisor: Natalie Savage

Last Hire Date: Do Not Change

Class: Do Not Change

Seniority Date: Do Not Change

Position: Do Not Change

Vacation Date: Do Not Change

Recruiter: Leave Blank

Action Date: Leave Blank

Hire Source: Leave Blank

Click Save




Activity: Assign Job Codes <continued>

Actions tab Cleared: Select: True

Note logging of Current Job Changes



Activity: Change Job Code

Icon: HR Management> Details

Menu: HR Management> Details > Employee Info

Current Job tab Select Employee: Martha Adams

Job Title: Case Worker, Level 2

Do you want to create a Job History? Yes

Reason Code: Prom – Job Promotion

History Date: First day of this month

Notes: Outstanding Service

Click OK to Save Job History Record

Location: Do Not Change

Job Code: Note Default

Salary Grade: Note Default

Department: Do Not Change

Exempt: Do Not Change

Overtime Eligible: Do Not Change

Manager: Do Not Change

Job Start Date: First day of this month

Supervisor: Do Not Change

Original Hire Date: Do Not Change

Secondary Supervisor: Do Not Change

Last Hire Date: Do Not Change

Class: Do Not Change

Seniority Date: Do Not Change

Position: Do Not Change

Vacation Date: Do Not Change




Activity: Change Job Code <continued>

Current Job tab Recruiter: Leave Blank

Action Date: Leave Blank

Hire Source: Leave Blank

Click Save

Select the Job History tab to review Job History Records logged. If necessary, records may be edited and manual history records may be added.



Job History Tab

Use the Job History tab to display the history of the employee's job information and track the progression of time with the company. You may review and/or edit any record in this tab.

You may manually enter a record at any time. Also, you may choose to have the Application automatically create a record if you change the following fields on the Current Job and Current Pay tabs.

If you change one of the key fields, the application may generate a prompt to create a Job History record.

Tab Field

Current Job Job Title

Job Start Date

Location

Department

Step

Current Pay Processing Group

Pay Effective Date

Salary/Hourly

Hourly Rate

Pay Period Salary

Pay Period Hours

FTE Rate

Annual Salary

Payroll Status



.

Select Yes to display the Add Job History Record form. You may select No to skip creating a history record.

Select the Reason Code, Maintain > Code Table > Job History Reason Code, enter the Effective Date of the change, and type any relevant Notes.

Select OK to create a record which may be viewed and edited on the Job History tab.

Effective Date – Enter the effective date of the job or accept the default date.

Reason Code – The reason code defines the underlying cause or purpose for the action. Select the job history reason code from the drop-down list. You must first create the reason codes on the Maintain > Code Table > Job History Reason Code form. Examples of codes are: Merit (merit increase), Prom (job promotion), and Term (termination).

Job Start Date, Job Code, Job Title – Enter the job start date, code, and title.

Process Group – Select the processing group associated with the job from the drop-down list.

Pay Type – Select the pay type of Hourly or Salary from the drop-down list.

Emp Type – Select the employee type from the drop-down list. Employee Types are set up using Maintain > Code Table > Employee Type Code form.

Pay Effective – Enter the pay effective date of the job or accept the default date.

Pay Period Salary – Enter the salary amount for the pay period (for salaried employees).

Hourly Rate – View the hourly rate entered on the Current Pay tab or enter a new rate. Entering a new rate will not change the rate on the Current Pay tab.

Annual Salary – View the annual salary amount for the employee entered on the Current Pay tab or enter a new salary. Entering a new salary will not change the rate on the Current Pay tab.



FTE – View the FTE Rate entered on the Current Pay tab or enter a new rate. Entering a new rate will not change the rate on the Current Pay tab.

Norm Hours – Enter the normal hours worked in a pay period. Entering normal hours will not change the pay period hours on the Current Pay tab.

Location, Department – Enter the job history location and department.

Manager – Enter the job history manager.

Supervisor, Sec Supervisor – Enter the job history supervisor and secondary supervisor.

Note – Enter any notes entered for the job history.

TIP: A Job History entry is not automatically created when assigning to or from the Not Assigned job code.



Current Pay Tab

Use the Current Pay tab to set up the employee's current pay information. Information contained on this tab is used in the payroll process.

Many fields on the Details > Employee Info form are also available on the Accounting > Maintain > Payroll > Employee Information form. The following fields from the Current Pay tab may also be accessed from Payroll.

Processing Group

Salary/Hourly

Hourly Rate

Pay Period Salary

Payroll Status

Pay Frequency

Direct Deposit


Modifying the Processing Group, Pay Effective Date, Salary/Hourly, Hourly Rate, Pay Period Salary, Pay Period Hours, FTE Rate, Annual Salary, and Payroll Status of an existing employee may generate a prompt to create a change record on the Job History tab.



Select Yes to display the Add Job History Record form.

Select the Reason Code, Maintain > Code Table > Job History Reason Code, enter the Effective Date of the change, and type any relevant Notes. Select OK to create a record which may be viewed and edited on the Job History tab.

Processing Groups – Select the processing group from the drop-down list. Processing Groups were created in Payroll> Maintain > Processing Groups.

Pay Effective Date – Enter the pay effective date.

Salary/Hourly – Select hourly or salary.

Hourly Rate – Enter the hourly rate. Once this field is populated, Pay Period Salary and Annual Salary will automatically calculate.

Pay Period Salary – Enter the pay period salary. Once this field is populated, Hourly Rate and Annual Salary will automatically be calculated.

Pay Period Hours – Enter the pay period hours. Once this field is populated, FTE Rate will automatically be calculated.

FTE Rate – Enter the FTE rate. Once this field is populated, Pay Period Hours will automatically be calculated.

Annual Salary – Enter the annual salary. Once this field is populated, Hourly Rate and Pay Period Salary will automatically be calculated.

Next Pay Review – Enter the next pay review date. Use the Actions tab to schedule Pay Reviews.

Payroll Status – Select the payroll status from the drop-down list. Available statuses are Active, Inactive, or Terminated. Employees with a status of active will be included in the payroll. Employees with a status



of Inactive or Terminated will not be included in the payroll. Change an employee’s status to inactive if they are taking unpaid leave. No benefits will calculate if the employee is not included in the payroll.

WARNING: Changing an employee’s status to Inactive or Terminated will prevent the employee from being paid.

Employee Type – Select the employee type from the drop-down list. Employee Types are set up using Maintain > Code Table > Employee Type Code form.

Pay Frequency – The pay frequency is automatically determined by the processing group.

Direct Deposit

Yes/No Direct Deposit – Select this check box if the employee has elected to receive payment by direct deposit. Once selected, you must go to the Direct Deposit tab to set up the employee’s direct deposit information. The Direct Deposit election will not be saved without the Direct Deposit details.

Disable Prenote – Select this check box to disable prenote, if applicable.

Last Modified – Enter the last modified date.

TIP: If Hourly is selected, the Hourly Rate will remain constant but the Pay Period Salary and Annual Salary will automatically adjust when the Pay Period Hours or FTE rate is changed. If Salary is selected, the Pay Period Salary and the Annual Salary will remain constant, but the Hourly Rate will automatically adjust if you change the pay period hours or FTE rate.

TIP: By default, the Application calculates the values for the linked wage and hour fields assuming a 40 hour work week and a 52 week per calendar year pay cycle. If you have a Payroll Processing Group that does not conform to these defaults but want the employee FTE Rates to reflect 100% employment you may adjust the calculation basis on the Options > Settings > Process Group Setup form.

FOR MORE INFORMATION: Please refer to the Process Group Setup section of this training guide for more information on modifying pay period hours and number of pay periods.



Activity: Change Hourly Rate

Icon: HR Management > Details

Menu: HR Management > Details > Employee Info

Personal tab Select Employee(s): Martha Adams

Current Pay tab Processing Groups No Change

Payroll Status: No Change

Pay Effective Date First day of this month

Use the Tab key to move to the next field

Do you want to create a Job History? Yes

Reason Code: Prom – Job Promotion

History Date: First day of this month

Notes: Outstanding Service

Click OK to save Job History Record

Employee Type RFT - Regular Full Time

Salary/Hourly No Change

Pay Frequency: Display Only

Hourly Rate 25.00

Pay Period Salary Recalculates Automatically

Pay Period Hours No Change

FTE Rate No Change

Annual Salary Recalculates Automatically

Next Pay Review Leave Blank

Direct Deposit: No Change

Click Save



Direct Deposit Tab

Use the Direct Deposit tab to set up the employee's direct deposit information. Information contained on this tab is used in the payroll process.

Many fields on the Details > Employee Info form are also available on the Accounting > Maintain > Payroll > Employee Information form. The following fields from the Direct Deposit tab may also be accessed from Payroll.

Routing Number

Account Number

Account Type

Percent

Amount


Routing Number – Enter the employee's bank routing number. This is the 9 digit routing number that prints on the bottom of the check or deposit slip.

Account Number – Enter the employee's checking or savings account number.

Account Type – Select the type of account for the funds to be deposited—either Checking or Savings.

Percent – Enter the percentage of the Net Pay to be deposited into the employee's bank account. At least one line item must contain a percentage and the Percent (%) column must total 100, regardless of whether any amounts have been entered.



When entering percentages, include a decimal point. For fractional percentages, enter the leading zeroes. For example, enter the following numbers to indicate the following percentages:

.0005 = .05%

.005 = .50%

.05 = 5.00%

.5 = 50.00%

1 = 100.00%

The Application calculates up to four places to the right of the decimal point.

Amount – Enter the amount to be deposited into the employee's bank account. During transfer, the Application first distributes monetary amounts. If more than one line has an amount, then the Application distributes amounts in the order in which they were entered. Any remaining amount is distributed according to percentages.

TIP: The Direct Deposit tab is only accessible if the Direct Deposit module is installed and the Direct Deposit check box is selected on the Current Pay tab.

TIP: It is a good idea to obtain a voided check from the employee in order to have the bank routing number and account number needed to complete this tab.



Earnings Tab

Use the Earnings tab to add a new Earning Code or update an existing one, and enter the employee's hours, percentages, and account code segments to be used for default reporting. Information contained on this tab is used in the payroll process.

The Details > Employee Info > Earnings tab ties directly with the Earnings tab on the Default Timesheets in Payroll, Accounting > Timesheets > Enter Default Timesheets > Earnings tab. If you have entered earnings information on default timesheets for existing employees, that information will display here. For new employees, you may enter the earnings information directly on this tab.

TIP: Although you may update the earnings information on the default timesheets from either module, we recommend that you use the HR Management module to avoid confusion and maintain an audit trail.

Earnings Table Code, Calc Method, Hours, Rate, Amount, Distribution Code – The Earnings table is used to select earning codes, enter hours, rates or amounts, and select distribution codes.

The Application displays an abbreviation for the calculation method on each row. An amount is required if the selected earning code uses a calculation method of AT (Amount on Timesheet). A rate is required if the selected earning code uses a calculation method of RT (Rate on Timesheet). Furthermore, hours are required if the selected earning code uses RM (Rate Multiplier), FH (Fixed Hourly Amount), ER (Employee Pay Rate), or RT (Rate on Timesheet). Also note that a Distribution Code is required for every code.

Distribution Table Hours, Percent, {Segment Name} – Enter the employee's hours, percentages, and account code segments to be used for default reporting.



Total Hours – This is the employee's total for the Hours column entered in the Distribution Table.

Total Percent – This is the employee's total percent for the Percent column entered in the Distribution Table. This percent must total 100%.

TIP: Default Timesheets, Accounting > Timesheets > Enter Default Timesheets, may be used to calculate payrolls when no other timesheet is available.

TIP: Default Timesheets should be assigned to employees who have the same payroll information each pay period. The information entered on the Earnings tab automatically displays on the Timesheet Entry form for both Regular and Supplemental Timesheets in the Payroll module.

TIP: This tab should contain information to use every time payroll is processed. Although you do not have to use Default Timesheets for employees, it saves you from having to enter employees' timesheet information each time payroll is processed.

TIP: EWS Users: The Distribution Table information gets reallocated each pay period based on the number of hours and the cost centers entered on the Employee’s Web Timesheet.

TIP: If you have created a distribution code with a code ID identical to the employee ID, that distribution code will be applied to selected earnings codes by default.

NOTE: Modifying or deleting a distribution code in HR Management will modify or delete the code in Payroll.

WARNING: The Distribution Table displays the distribution code that matches the EmployeeID, if any, regardless of the distribution code(s) selected on the Earning Table. If no distribution code matches the EmployeeID, then no code will display in the Distribution Table.

TIP: If multiple earning codes or the same earning code with multiple distribution codes are added to a salaried employee’s default timesheet, the employees wages will be distributed to the individual earning code and distribution code rows based on the relative percentage of hours worked.



Activity: Update Earnings and Distribution



Earnings tab Select Employee: Joyce Brothers

Add the Special Earnings Code with an amount of $150:

Note that the distribution code, Brothers, is automatically assigned.

Update the hours on the distribution code. The percentage will recalculate. Do not change the segment codes.

Click Save



Dependents Tab

Use the Dependents tab to set up dependent information for employees.

Dependents entered on the Dependents tab are used to identify specific dependents associated with the benefit plans, Details > Employee Info > Benefits tab, assigned to the employee.

Relation – Select a relationship type from the drop-down list. These codes were created using Maintain > Code Table > Relationship Types code.

Dependent Type – Select a dependent type from the drop-down list.

Last Name, First Name, Middle – Accept the employee's last name as a default, or enter the last name of the dependent. Then enter the first name and middle name for the dependent. A middle name or initial is not required.

Birthday – Enter the dependent's date of birth.

Gender – Select a gender from the drop-down list.

Work Phone – Enter the dependent's work telephone number.

Address, City, State, ZIP, Voice Phone – Enter the dependent's home address, including the city, state, ZIP code, and telephone number.

SSN – Enter the dependent's social security number.

TIP: Copy, Cut, Paste, and Delete are available using the right-click menu.



Activity: Add Dependents



Personal tab Select Employee: Joyce Brothers

Dependents tab Relation: Spouse

Dependent Type Dependent

Last Name Brothers

First Name Edward

Middle G

Birthday 08/02/1957

Gender Male

Work Phone (512)555-1111

Address 1000 Lost Circle

City Austin

State TX

Zip 78759

Voice Phone (512)555-5555

SSN 111-22-3333

Click Save



Benefit Plans Tab

Use the Benefit Plans tab to set up employees and their dependents for active benefit plans. Benefit plans are created using the Maintain > Benefit Plans form. Information contained on this tab is used in the payroll process.

FOR MORE INFORMATION: Please see the Benefit Plans section of this training guide for more information on creating benefit plans.

Key features of benefit plans include:

The ability to assign multiple plans with the same plan code and have multiple effective/expiration dates.

The ability to assign benefit plans to employee records before the benefit or deduction is included in an employee’s pay check.

The automatic calculation of benefit and deduction amounts based on monthly premiums and contributions and the pay schedule of the benefit or deduction code.

The automatic addition and removal of benefit and deduction codes from Default Timesheets based on effective and expiration dates.

Benefit plans automatically update the benefit codes, deduction codes, or both on the Benefits and Deductions tabs, Details > Employee Info > Benefits or Deductions. The benefit and deduction codes on the Benefits and Deductions tabs are then used to populate the default timesheets at Accounting > Timesheets > Enter Default Timesheets > Benefits and Deductions tabs. The default timesheets are used to calculate payrolls and print checks.



PlanID – Select the benefit plan ID from the drop down list.

Effective Date – By default, the current system date displays. You may also enter a future date.

Benefit and Deduction codes and amounts that are associated with Benefit Plans are automatically added to an employee’s Benefits tab and/or Deductions tab if the Effective Date for the benefit plan is today’s date or earlier.

NOTE: You must run the Benefit Calculation Wizard, Activities > Benefit Calc Wizard, with a calculation date equal to or later than the effective date.

Expire Date – Enter the plan's expiration date. You may set this on an employee level.

Benefit and Deduction codes and amounts that are associated with Benefit Plans are automatically removed from an employee’s Benefit tab and/or Deduction tab if the Expire Date for the benefit plan is today’s date or earlier. Plans with expired dates display as grey fields.

Calc from Plan – Select this check box if the premium is calculated based on the plan options entered in the Maintain >Benefit Plan form.

Plan Option – If Plan Options have been entered in the Maintain > Benefit Plan form, select the plan option from the drop down list.

Premium – You must enter the monthly premium amount, the total paid to benefit provider, if the Calc from Plan check box is not selected. However, if the Calc from Plan check box is selected, then the premium is automatically populated based on the plan information entered in the Maintain > Benefit Plan form and the Plan Options selected on this tab. If the Calc from Plan check box is selected, the amount cannot be changed.

Deduction – You must enter the deduction amount, employee contribution, if the Calc from Plan check box is not selected. However, if the Calc from Plan check box is selected, then the deduction is automatically populated based on the plan information entered in the Maintain > Benefit Plan form and the Plan Options selected on this tab. If the Calc from Plan check box is selected the amount cannot be changed.

NOTE: Benefit premiums and contributions are entered as monthly amounts. The per pay period amount is determined by the number of pay periods in the processing group. For example, a biweekly processing group will have 26 pay periods annually. The annual benefit amount will be divided by 26 to calculate the per pay period amount.

Other Amount – Enter an election amount, such as 401K or life insurance.

Dependents – Click to select the dependents that are associated with the employee for this benefit plan. Dependent information was set up using the Dependents tab.

Notes – Enter any specific notes or reminders about this benefit plan.



Update Benefits

As you assign Benefit Plans to employees, you may verify the calculation of benefit and deduction amounts not tied to earnings, such as a retirement plan contribution, by closing all open forms and clicking Update Benefits.

The Benefit Calculation Wizard form opens. Enter the last day of the current pay period as the Benefit Calculation Date or enter a future date, for example to include Benefit Plans that will become effective a week or month or so in the future. Click Calculate.

When you recalculate benefits, an audit record is created. You can view the process history using Query > Run Query > Process Log, and including the process options in the query.

NOTE: You may use the Wizard as often as needed to verify benefit and deduction amounts. If a payroll is calculated immediately after running the Wizard, then the benefit and deduction amounts remain on the timesheet. and are used for that payroll. Use the Update Benefit Wizard to calculate carry over for all leave plans.

Benefit Calculation Date – This date is used to determine the active benefit plans. This date is compared to the Effective Date and Expire Date on the Details > Employee Info > Benefit Plans tab and the Effective and Expiration dates on the Maintain > Benefit Plans form when determining the benefit and deduction amounts to include on the Details > Employee Info > Benefits and Deductions tabs.

Calculate – Click to initiate a Benefit Plan calculation for all benefit plans. Calculating updates the Details > Employee Info > Benefits and Deductions tabs and default timesheets with the benefit code and amount, and deduction code and amount, for all active benefit plans assigned to employees.

Records Calculated – Displays the number of records calculated based on the number of employees with active benefit plans assigned.

To verify the update, open Details, select an employee who had Benefit Plan changes, and review his/her Benefit and Deduction tabs to confirm the addition or removal of codes and amounts.

You must assign Benefit Plans to each employee; you cannot assign plans by processing group.



TIP: The HR Management module uses the Benefit’s and Deduction’s processing schedules to determine the dollar amount to be included in a particular payroll. You provide the total monthly benefit and/or deduction amount. The HR Management module calculates the correct dollar amount and the Payroll module schedules the calculation on the correct payroll.

TIP: The employee must have at least enough income on the Earnings tab to cover his or her Contribution in order for the corresponding Benefit Plan to be applied.

TIP: Prior to creating a benefit plan, you must first create a Benefit Code and/or a Deduction Code in the Payroll Module with a Calculation Method of Amount on Timesheet or Percentage on Timesheet. You may then create a benefit plan for the benefit code in the Human Resources module using Maintain > Benefit Plans.

TIP: When you save a benefit plan assignment, the monthly premium and deduction amounts are displayed based on the selected Plan Options, if any.

TIP: Any changes made to this tab will automatically create a record on the Actions tab. This maintains an audit trail for changes to employee information.

WARNING: If you add a Benefit Code that has been activated as a Benefit Plan to the Benefits tab only, not the Benefit Plan tab, when you run the benefit wizard the Benefit Code will be deleted from the Benefit tab. The same process is applied to deduction codes activated as benefit plans. If you add the deduction code only on the Deductions tab, not the Benefit Plan tab, the Deduction Code will be deleted when you run the benefit wizard.

TIP: When You recalculate benefits, an audit record is created. You can view the process history using Query > Run Query > Process Log, and including the process options in the query.



Activity: Assign Benefit Plan



Benefit Plans tab Select Employee: Joyce Brothers

Plan ID: MedGH1

Effective Date: First day of current month

Expire Date: Last day of current year

Calc from Plan: Select

Plan Option: ES

Click Save

Premium: Accept Calculated Amount

Deduction: Accept Calculated Amount

Other Amount: $0

Dependents: Click and select Edward Brothers

Click Save

Notes: Leave Blank

Click Save



Activity: Assign Deduction Benefit Plan



Benefit Plans tab Select Employee: Joyce Brothers

Plan ID: Donation

Effective Date: First day of current month

Expire Date: Last day of current year

Calc from Plan: Not Selected

Plan Option: Not Available

Premium: $10.00

Deduction: $10.00

Other Amount: $0

Dependents: None Selected

Notes: Leave Blank

Click Save and Close

Activity: Calculate Benefits

Icon: HR Management > Update Benefits

Menu: HR Management > Activities > Benefit Calc Wizard

NOTE: View the processing dates for the CaseWkr processing group using the Accounting > Maintain > Payroll > Processing Groups > Pay Schedule tab.

Benefit Calculation Date: Last day of current pay period

for CaseWkr Processing Group

Click Calculate

Calculation Complete, click OK



Benefits Tab

Use the Benefits tab to add a new benefit code or update an existing one. Information contained on this tab is used in the payroll process.

Benefit codes associated with benefit plans are automatically added to and removed from the Benefits tab based on the effective and expiration dates assigned on the Details > Employee Info > Benefit Plans tab. Benefit codes not associated with benefit plans must be added manually. Before adding a benefit code, you must first create the code at Accounting > Maintain > Payroll > Benefit Codes.

The benefit codes assigned on the Benefits tab populate the default timesheets in at Accounting > Timesheets > Enter Default Timesheets > Benefits tab. The default timesheets are used to calculate payrolls and print checks.

Code – Select a Benefit Code from the drop-down list.

Calc Method – The Application displays the calculation method selected in the Payroll module, Accounting > Maintain > Payroll > Benefit Codes.

Rate – The Application displays a percentage if the FP (Fixed Percentage of Earnings) calculation method was selected for the benefit. Enter a percentage if the calculation method is PT (Percentage on Timesheet). The percentage you enter must be positive or zero; however, it cannot exceed the Maximum Percentage set on the Accounting > Maintain > Payroll > Benefit Codes form in the Payroll module.

Amount – The Application displays an amount if a FH (Fixed Hourly Amount) or FA (Fixed Amount) calculation method was selected for the benefit. Enter an amount if the calculation method is AT (Amount on Timesheet). The amount you enter may be positive, negative, or zero.

TIP: Use the minus key or the space bar to enter a negative amount.

TIP: Benefit Codes must be set up in the Payroll module using Accounting > Maintain > Payroll > Benefit Codes.



TIP: When using new Benefit Codes associated with benefit plans, legacy Benefit Codes that had been assigned to the default timesheets in Payroll may be set to a status of Discontinued (Accounting > Maintain > Payroll > Benefit Codes) or deleted from the Benefit tab.

TIP: If you add a Benefit Code that has been activated as a Benefit Plan to the Benefits tab only, not the Benefit Plan tab, when you run the benefit wizard the Benefit Code will be deleted from the Benefit tab. The same process is applied to deduction codes activated as benefit plans. If you add the deduction code only on the Deductions tab, not the Benefit Plan tab, the Deduction Code will be deleted when you run the benefit wizard.

Activity: Remove Non-Plan Benefit Codes

Icon: Details

Menu: Details > Employee Info

Benefits tab Select Employee: Joyce Brothers

Highlight and Delete Health (use the Delete key on the keyboard)

You have selected 1 row for deletion Yes

Click Save



Deductions Tab

Use the Deductions tab to add a new deduction code or update an existing one. Information contained on this tab is used in the payroll process.

Deduction codes associated with benefit plans are automatically added and removed from the deduction tab based on the effective and expiration dates assigned on the Details > Employee Info > Benefit Plans tab. Deduction codes not associated with benefit plans must be added manually. Before adding a deduction code you must first create the code in Payroll, Accounting > Maintain > Payroll > Deduction Codes.

The deduction codes assigned on the deduction tab populate the default timesheets on the Accounting > Timesheets > Enter Default Timesheets > Deductions tab. The default timesheets are used to calculate payrolls and print checks.

Code – Select a Deduction Code from the drop-down list.

Calc Method – The Application displays the calculation method selected in the Payroll module, Maintain > Deduction Codes.

Rate – The Application displays a percentage, if the FP (Fixed Percentage of Earnings) calculation method was selected for the deduction. Enter a percentage if the calculation method is PT (Percentage on Timesheet). The percentage you enter must be positive or zero; however, it cannot exceed the Maximum Percentage set on the Accounting > Maintain > Payroll > Deduction Codes form in the Payroll module.

Amount – The Application displays an amount if a FH (Fixed Hourly Amount) or FA (Fixed Amount) calculation method was selected for the deduction. Enter an amount if the calculation method is AT (Amount on Timesheet). The amount you enter may be positive, negative, or zero.

TIP: Use the minus key or the space bar to enter a negative amount.



TIP: Deduction codes must be set up in the Payroll module using Accounting > Maintain > Payroll > Deduction Codes.

TIP: When using new deduction codes associated with benefit plans, legacy deduction codes that had been assigned to the default timesheets in Payroll may be set to a status of Discontinued, Accounting > Maintain > Payroll > Benefit Codes, or deleted from the Deduction tab.

TIP: We recommend setting up deductions as benefit plans. Using benefit plans for deductions such as donations, etc. allows the use of effective and expiration dates. As a result you will not need to manually update the deduction tab when the deduction expires.

TIP: If you add a Benefit Code that has been activated as a Benefit Plan to the Benefits tab only, not the Benefit Plan tab, when you run the benefit wizard the Benefit Code will be deleted from the Benefit tab. The same process is applied to deduction codes activated as benefit plans. If you add the deduction code only on the Deductions tab, not the Benefit Plan tab, the Deduction Code will be deleted when you run the benefit wizard.

Activity: Review Deduction Codes



Deductions tab Select Employee: Joyce Brothers

Review Deduction Codes

NOTE: All of the Deduction Codes are associated with her selected Benefit Plans.



Garnishment Tab

Use the Garnishment tab to add a new employee wage garnishment or update an existing one. Information contained on this tab is used in the payroll process.

Garnishments are calculated, Accounting > Activities > Payroll > Calculate Garnishments, after the corresponding payroll is calculated, Accounting > Activities > Payroll > Calculate Payroll, but before the payroll checks are printed. Calculating the garnishment computes the disposable income and the garnishment amount. The garnishment amount is added to the Deduction tab of the employee’s calculated timesheet using the selected deduction code, Accounting > Activities > Payroll > Review/Modify Calculate Payroll. The net pay for the employee is reduced by the amount of the garnishment.

Before adding a garnishment to the employee you must first create the Garnishment Deduction Code in Payroll, Accounting > Maintain > Payroll > Deduction Codes.You must also create the Garnishment Type, Maintain > Code Table > Garnishment Types.

Garnishment Type – Select a Garnishment Type from the drop-down list. You must first create the Garnishment Type using the Maintain > Code Table > Garnishment Types form. By default, the 25% of Disposable Income cap is not applied to the Family Garnishment Type.

Priority – Enter the garnishment priority order. You may change the priority as garnishments are added or satisfied.

The garnishment priority determines the order in which different garnishments are applied in the event that the employee does not have sufficient pay to liquidate all garnishments. The garnishment priority is applied in conjunction with the Date Order and End Date. For example, a garnishment assigned a Priority of 1 with a Date Order date after the pay date will not be calculated. In this case, the employee’s other garnishment, assigned a priority of 2, will be the highest priority garnishment and will be deducted first.

Date Order – The date the Order was received. This date defaults to the current system date. Accept the default or enter a new date. The Order Date acts as the effective date of the garnishment. Garnishments with a Date Order date after the current system date on the day garnishments are calculated are not included in the calculation.



End Date – The date the garnishment expires, i.e. the date the court order ends. Accept the default or enter a new date. The End Date acts as the expiration date of the garnishment. Garnishments with an End Date prior to the current system date on the day garnishments are calculated are not included in the calculation.

Deduct Code – Select the deduction code for the garnishment. Use the Accounting > Maintain > Payroll > Deduction Codes form to create the deduction code. The deduction code must have a Calculation Method of Amount on Timesheet without any check boxes selected on the Taxes tab. We recommend that you create one or more separate deduction codes just for garnishments.

% of Pay – Select this check box if the Garnishment is a Percent of the Employee’s Earnings.

Percent – If the % of Pay check box is selected, enter a percent. For 20%, enter 0.20.

Amount – If the% of Pay check box is not selected, enter a dollar amount.

Max Amount – Enter the maximum amount that can be garnished based on the running total amount in Calculate Garnishments.

Status – Accept the default of Active or select Inactive. Inactive garnishments are not included in garnishment calculations.

Creditor Name – Enter the creditor name.

Creditor Address – Enter the creditor address.

Creditor Tracking # – Enter the tracking number.

Contact Name – Enter the name of the contact for this Creditor.

Contact Phone – Enter the contact’s phone number.

Contact Fax – Enter the contact’s fax number.

Contact Email – Enter the contact’s email address.

Vendor – Enter a vendor. This is not associated with the Accounts Payable module.

Health Prem Code – Select a health premium deduction code from the drop-down list. The amount of the selected deduction reduces the disposable income used in the garnishment calculation. If the deduction code is associated with a Benefit Plan, the Application uses the amount of the deduction as calculated by the Benefit Plan in the disposable income calculation. Multiple health plan codes may be entered separated by commas.

Retirement Code – Select a retirement deduction code from the drop-down list. The amount of the selected deduction reduces the disposable income used in the garnishment calculation. If the deduction code is associated with a Benefit Plan, the Application uses the amount of the deduction as calculated by the Benefit Plan in the disposable income calculation.

Notes – Enter notes regarding the details of the garnishment for tracking purposes.



WARNING: If a garnishment deduction code is manually added to the Details > Employee Info > Deductions tab, the Application will treat it as a standard deduction not as a garnishment. As a result, it may be included on regular timesheets in addition to any calculated garnishment amounts. Instead, add the Deduction Code with the Garnishment Type in HR Management> Details> Garnishments tab.

WARNING: Instead of deleting a garnishment after it has expired, use the End Date. This will allow you to keep track of how much was actually garnished for any particular Order.

TIP: Disposable income and Garnishment calculations can be customized on the Activities > Activities > Payroll > Calculate Garnishments form.

FOR MORE INFORMATION: See Garnishments in the Payroll Processing section of this training guide for more information on garnishment calculations.



Optional Activity: Modify Garnishment Deduction Code in Payroll

Navigator: Payroll > Setup > Maintain Deduction Codes


Quick Search form: Double click Garn

Deduction tab Code: Garn <No change>

Status: Active <No change>

Title: Garnishment Deduction Code <No change>

Liability Account: 22001 <Amounts Held for Others>

W-2 Information: Blank <No change>

Calculation tab Calculation Method: Amount on Timesheet <No change>



Schedule tab

Taxes tab None Select <No change>





Activity: Add Garnishment Order



Garnishments tab Select Employee: Joyce Brothers

Garnishment Type: Loan

Priority: 1

Date Order: First day of current month

End Date: Last day of next year

Deduct Code: Garnishment

% of Pay: Selected

Percent: .10 (10%)

Amount: 0.00

Max Amount: 0.00

Status: Active (Accept the Default)

Creditor Name: EZ Student Loans

Creditor Address: 100 Money Street

Creditor Tracking #: EZ225577

Contact Name: Tony Johnson

Contact Phone: Leave Blank

Contact Fax: Leave Blank

Contact Email: Leave Blank

Vendor: Leave Blank

Health Prem Code: MedGH1

Retirement Code: Leave Blank

Notes: Leave Blank

Click Save



Leave Tab

Use the Leave tab to add a new leave code or update an existing one. Information contained on this tab is used in the payroll process.

You may assign leave codes and leave codes associated with leave plans. Leave Plans work in conjunction with Payroll Leave Codes. However, a Leave Plan is different than a Leave Code in that leave plans allow you to automatically increment the number of leave hours or percentage of hours earned per scheduled payroll based on months of service or full time equivalent percentages. They also allow you to establish a more sophisticated annual carry over criteria.

Leave codes, created in Payroll, have a one-to-one relationship with leave plans, created in HR Management.

The leave codes assigned on the leave tab populate the default timesheets in using Accounting > Timesheets > Enter Default Timesheets > Leave tab. The default timesheets are used to calculate payrolls and print checks.

FOR MORE INFORMATION: Please see the Leave Plans section of this training guide for more information on creating Leave Plans.

Code – Select the Leave Code for eligible leave accruals. Leave Codes are set up in the Payroll using Accounting > Maintain > Payroll > Leave Codes. Leave Plans are set up in HR Management using HR Management > Maintain > Leave Plans.

Calc Method – The Application displays the calculation method for each leave code selected.



Rate – Enter the percentage rate if the calculation method for the leave code is Percentage on Timesheet.

Current Balance – The current balance comes directly from the Payroll module leave calculations. The current balance is the total of hours accrued and taken on printed payrolls, manual checks, and employee balance adjustments for the leave code and employee, as of the current system date.

Hours Accrued – If the code selected is associated with a Leave Plan, the hours accrued will be calculated based on the leave plan. If the code selected is not associated with a Leave Plan and the calculation method of the code is AT (Amount on Timesheet), the number of hours accrued during the current payroll period is required.

Hours Taken – Enter the leave hours taken during the current payroll period. This will be calculated when you run the Leave Calc Wizard if an employee reaches the Carryover cap or Max Accrued balance. Any leave taken should be entered on the Regular timesheets after Default timesheets have been loaded.

Ending Balance – The ending balance is automatically calculated as the Current Balance plus Hours Accrued less Hours Taken.

TIP: It is important to only set up one Leave Code per Employee Leave Plan.

Update Leave

As you assign Payroll Leave Codes, which have HR Management Leave Plans attached, to employees, you may verify the leave hour accrual calculation by closing all open forms and clicking Update Leave.

The Leave Calculation Wizard form opens. Accept the system date as the Date used to calculate months employed or enter a future date to include employee Vacation Dates that become effective in the future. Click Calculate.

To verify the leave accrual calculation, open Details, select an employee, and review their Leave tab to confirm the accrual in the Hours Accrued field.

Date used to calculate months employed – This date is used to determine the applicable leave tier. This date is compared to the Vacation Date, Details > Employee Info > Current Job tab when determining the amount of leave to accrue.



Calculate Carry Over – Select this check box to apply the annual carry over caps and calculate the carry over adjustment as of the calculation date. The calculated carry over adjustment is added to the Details > Employee Info > Leave tab for all affected employees as leave taken. Any calculated carry over amounts added to the Leave tab are replaced by running the Update Leave Wizard. If a payroll is calculated immediately after running the Wizard, then the carryover amounts remain on the timesheet and leave balances are adjusted per the maximums set on the leave plan. Use the Update Leave Wizard to calculate carry over for all leave plans.

For example, if your organization applies annual carryover caps on a calendar basis, the carryover adjustment amount is the difference between the leave balance as of 12/31 and the annual carryover amount. You would apply the carryover adjustment to employee leave balances after the last payroll of the calendar year (12/31) and before the first payroll of the new year (1/xx). To calculate and apply the carry over adjustment in the Application, after paying the 12/31 payroll but before processing the 1/xx payroll, enter a Calc. Date of 1/1, select the Calculate Carry Over check box, then select the Calculate button. You would perform this calculation for each Leave Plan with carry over amounts.

This field is only available if the corresponding leave code has a calculation method of Amount on Timesheet.

Calculate button – Click to initiate a Leave Plan calculation for all leave plans. Calculating updates the Details > Employee Info > Leave tab and default timesheets for all the employees to which leave plans are assigned.

To calculate leave for a single leave plan, use the Execute Leave Calculation feature on the Maintain > Leave Plans form.

Records Calculated – Displays the number of records calculated based on the number of employees with leave plans assigned.

WARNING: Do not run Update Leave to check Leave Plan calculations while a live payroll is being processed.



Activity: Assign Leave Plans



Leave tab Select Employee(s): Martha Adams

Joyce Brothers

Delete: Any leave codes, if any

Select Yes on the pop-up message to delete the rows.

Click Save

Add: PTO

Click Save


Note logging of Default Timesheet Changes for Leave Code.

Click Close



Activity: Test Leave Plan Calculation

Icon: HR Management > Update Leave

Menu: HR Management > Activities > Leave Calc Wizard

Note: View the processing dates for the CaseWkr processing group using the Accounting > Maintain > Payroll > Processing Groups > Pay Schedule tab.

Leave Calculation Wizard Date used to calculate months employed: Last day of current pay period


Calculate Carry Over: Not Selected

Click Calculate

Click OK to close the form.

Activity: Review Leave Calculation



Current Job tab Select Employee(s): Martha Adams

& Joyce Brothers

Vacation Date: Note: X Years, X Months

Current Pay tab FTE Rate: Note: FTE Rate

Leave tab Code: PTO

Hours Accrued: Verify: Hours Accrued tie to Leave Plan tier



Worker's Compensation Tab

Use the Worker’s Compensation tab to add a new workers' compensation code or update an existing one. Information contained on this tab is used in the payroll process.

The Details > Employee Info > Worker’s Compensation tab ties directly with the Workers’ Compensation tab on the Default Timesheets using Accounting > Timesheets > Enter Default Timesheets > Workers’ Compensation tab. If you have entered Worker’s Compensation information on default timesheets for existing employees, that information will display here. For new employees, you may enter the Worker’s Compensation information directly on this tab.

TIP: Although you may update the workers’ confirmation information on the default timesheets from either module, we recommend that you use the HR Management module to avoid confusion and maintain an audit trail.

Workers' compensation codes are set up in the Payroll module using Accounting > Maintain > Payroll > Workers' Compensation Codes.

Code – Select the workers' compensation code from the drop-down list.

Calc Method – The Application displays an abbreviation of the calculation method for each code selected—RW (Rate per Hours Worked), RH (Rate per Workers' Compensation Hours), or RE (Rate per $100 Earnings).

Rate – The Application displays the rate associated with this code.

Hours – Enter the number of hours if the calculation method is RH (Rate per Workers' Compensation Hours).



Activity: Add Worker’s Compensation Codes



Worker’s Compensation tab Select Employee(s): Martha Adams

& Joyce Brothers

Code: ProgRep

Calc Method: <Display only>

Rate: <Display only>

Hours: <Display only>



Leave Events Tab

Use the Leave Events tab to assign and track leaves of absence covered by the FMLA (Family Medical Leave Act), Workers Compensation, or other leave events.

The Human Resource Management module may track the type of leave (FMLA, Workers Compensation, family or personal) and the reason for the leave (birth of child, adoption, foster care, family member health, personal health). Dates of leave, whether or not COBRA was used, certifications, and family member names are also tracked and reported.

Four code tables, Maintain > Code Table, define the leave event types and reasons as well as COBRA and relationships:

Leave Event Type

Leave Event Reasons

Cobra Coverage Option

Relationship Types

Each table includes a set of pre-defined codes that cannot be edited or deleted, in order to comply with Federal tracking requirements. Additional codes may be added or edited.

To record an instance of leave, select the employee on the Details tab and select the Leave Events tab.

Enter the Leave Type, Date Requested, Start Date, Scheduled Return date, Cobra, Reason, Event Date, and Notes.

Click Save to save your entries.

Leave Type – Select the leave event type from the drop-down list. Leave Types are set up using Maintain > Code Table > Leave Event Type.

Date Requested – Enter the date the leave was requested. The Application defaults to the current system date.

Start Date – Enter the leave start date. The Application defaults to the current system date.



Scheduled Return – Enter the scheduled date the employee is expected to return back to work. The Application defaults to the current system date.

Actual Return – Enter the day the employee actually returned to work.

Hours Away – Enter the number of hours the employee was away during his/her leave of absence.

Reason – Select the reason for the leave from the drop-down list. Reason codes are set up using Maintain > Code Table > Leave Event Reasons.

Notes – Provide any additional comments regarding the leave.

Cobra – Select the COBRA coverage option code from the drop-down list. Cobra option codes are set up using Maintain > Code Table > Cobra Coverage.

Event Date – Provide the event date for the leave.

Med. Certification – Enter the day the employee provided medical certification to substantiate the leave event, if applicable.

Med. ReCert – Enter the day the employee provided medical recertification to substantiate the leave event, if applicable.

Persons Name – Enter the name of the person for whom the employee is requesting an leave event.

Relationship – Select the person’s relationship to the employee from the drop-down list. Relationship codes are set up using Maintain > Code Table > Relationship Types.

The Leave Event report, Reports > HR > Leave Reports > Leave Events, displays the employees by leave event type. The report includes leave event type code, employee name, employee ID, actual start date, scheduled return date and notes.

The FMLA Status report, Reports > HR > Leave Reports > FMLA Status, lists employee leave events. The report includes the employee name, employee ID, leave type, actual start date, scheduled return date, reason and COBRA.

The FMLA Balances report, Reports > HR > Leave Reports > FMLA Balances, displays the hours away by leave event and employee name. The report includes the employee name, employee ID, leave type, reason, actual start and return dates, employee type and hours away.

WARNING: It is important to understand the FMLA regulations governing employee eligibility requirements and situations covered by FMLA and medical certification requirements. The details and interpretation of the FMLA is beyond the scope of this training guide.



Optional Activity: Record FMLA Leave



Personal tab Select Employee(s): Scott Michaels

Leave Events tab Leave Type: FMLA Medical

Date Requested: First day of last month

Start Date: First day of last month

Scheduled Return: 15th day of last month

Actual Return: 15th day of last month

Hours Away: 80

Reason: Birth of Child

Notes: 7 lbs, 4 oz; green eyes, no hair

Cobra: No <No Cobra>

Event Date: Third day of last month

Med. Certification: Not Applicable

Med. ReCert: Not Applicable

Persons Name: Sally Michaels

Relationship: Child

Click Save



Taxes Tab

Use the tab to enter the employee's tax information. Information contained on this tab is used in the payroll process.

Federal, State, and Local taxes are maintained only using Accounting > Maintain > Payroll > Federal Taxes, State Taxes, and Local Taxes. In order to apply taxes correctly you must first set up the taxes in Payroll and then assign them to the employee record HR Management > Details > Employee Info or Accounting > Maintain > Payroll > Employee Information. If the employee should be issued an IRS 1095, you can check the applicable box. This is a shared field with the Payroll module.

TIP: Although you may update the tax information on the employee record from either module we recommend that you use the HR Management module to avoid confusion and maintain an audit trail.

Federal Withholding Tax – Select a Federal tax withholding status of Single/Head of Household, Married, Nonresident Alien Single/Head of Household, or Nonresident Alien Married.

Number of Withholding Allowances – Enter the number of withholding allowances the employee has selected.

Additional Withholding – Enter the additional federal withholding amount or enter a zero, if none.



Issue Electronic Form 1095 - Select this box if this employee should be issued an electronic IRS Form 1095.

Other Tax

Assign Other Taxes – Use the Assign Other Taxes grid to select applicable local taxes and enter additional withholding amounts.

Tax Code – Select all applicable tax codes from the drop-down list. Other tax codes were set up in the Payroll module using Accounting > Maintain > Payroll > Other Taxes.

Additional – Enter additional withholding amounts for the selected other tax code. The amount entered will be deducted from each pay check.

Exemptions/Deductions – User the Exemptions/Deductions grid to select the applicable exemptions or deductions for the selected other tax code.

Code – Enter an exemption or deductions code or select a code from the drop-down list. The available codes are based on the tax code selected on the Assign Other Taxes grid. Exemptions/Deductions were set up in the Payroll module using Accounting > Maintain > Payroll > Other Taxes.

Description – The Application displays the description for the selected exemption or deduction.

Number – Enter the number of exemptions or deductions.

Federal Tax ID

Social Security – Enter the employee's Social Security number. Although Social Security number is not required to save an employee ID in HR Management, it is a required field in Payroll. We recommend to always enter a Social Security number.

Spouse SSNbr – Enter the spouse's Social Security number, if applicable.

State Unemployment Tax State – Select the state for unemployment taxes. State tax information was set up in the Payroll module using Maintain > State Taxes.

State Withholding Tax – The fields and field names vary depending on state requirements. Common fields and descriptions are presented below:

State – Select the state or territory code from the drop-down list.

Additional Withholding – Enter the additional state withholding amount or enter a zero, if none.

Exemptions – Enter the number of exemptions for State Withholding Tax.

Marital Status – Select the marital status from the drop-down list.

Dependent Exemptions – Enter the number of dependent exemptions for State Withholding Tax.

Deductions – The amount of deductions displays.

Withholding Credits – The amount of withholding credits displays.



TIP: Federal, State, and Other taxes are maintained using Accounting > Maintain > Payroll > Federal Taxes, State Taxes, and Other Taxes.

FOR MORE INFORMATION: Please check for Payroll Setup classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on setting up taxes.



Activity: Update Tax Status



Taxes tab Select Employee: Joyce Brothers

Federal Withholding Tax: Married

Number of Withholding Allowances: 2

Additional Withholding: $100

Issue Electronic Form 1095: Checked

Other Tax: None (No Changes)

Federal Tax ID: No Changes

State Unemployment Tax State: TX

State Withholding Tax: None (No Changes)

Click Save



W2/Voucher Tab

Use the W2/Voucher tab to enter information about this employee's W-2 and to indicate if this is a MQGE (Medicare Qualified Government Employee). Information contained on this tab is used in the payroll process.

When a W-2 Box 13 item is selected, the Application prints the information on the employee's W-2.

TIP: The selections on the W2 tab may also be applied on the Accounting > Maintain > Payroll > Employee Information > W-2 tab. However, we recommend that you use the HR Management module to avoid confusion and maintain an audit trail.

Medicare Qualified Government Employee – Select this box if you are a government employer and the employee is a Medicare Qualified Government Employee.

Box 13 Items

Statutory Employee, Retirement Plan, Third-Party Sick Pay – Select the box for each category that applies to this employee.

Electronic Employee W-2

If elected by the employee, Aatrix® will notify them via e-mail when their electronic W-2 is available to download.

Issue employee W-2 electronically using Aatrix® – Select the box if the employee wants Aatrix® to issue their W-2 electronically.



Email – If you entered an email address in the Details > Address & Phone > Email Address field, the Application displays that e-mail address when the Issue employee W-2 electronically using Aatrix® box is selected.

If the Details > Address & Phone > Email Address field is left blank the Application will display the Details > Address & Phone > Home Email Address when the Issue employee W-2 electronically using Aatrix® box is selected.

You may accept the default email address or enter a new email address. If a default email address is not displayed you must enter an email address before saving the form. An email address is required if the Issue employee W-2 electronically using Aatrix box is selected.

Payroll Voucher

Select the options to use for employee's payroll voucher. These options can only be selected if the Direct Deposit option is selected on the Current Pay tab.

Print Paper Voucher: This is the default option and indicates that a paper voucher will be printed.

Email Voucher: Select this check box if the voucher should be emailed to the employee. You must have the email feature of Abila MIP set up and a <Default> Voucher template available in the Payroll module before this option can be selected.

Email: Enter the email address that should be used for this employee's voucher. Use a separate line for each email address you enter. If you are entering multiple email addresses, each address must be separated with a semi-colon and a space. Example, [email protected]; [email protected].

Voucher Process Template: Accept the Default or select a voucher process template. You must have the email feature of Abila MIP set up and a <Default> Voucher template available in the Payroll module before this option can be selected.

FOR MORE INFORMATION: Please the Abila University web site, www.abilauniversity.com/fundaccounting to check for Payroll Setup classes for information on the setting up email in Abila MIP.

TIP: The Email Address on the Details > Address & Phone tab, if entered, will automatically populate the Electronic Employee W-2 Email field when the Issue employee W-2 electronically using Aatrix box is selected.

TIP: If the Email Address field is left blank, the Home Email Address on the Details > Address & Phone tab, if entered, will automatically populate the Electronic Employee W-2 Email field when the Issue employee W-2 electronically using Aatrix box is selected. When an email address is entered in the Electronic Employee W-2 Email field it does not automatically populate the Details > Address & Phone > Email Address or Home Email Address fields.



Education Tab

Use the Education tab to maintain employees’ education information.

The Education tab provides for recording an employee’s school, degree, major, license, years of schooling, and GPA (Grade Point Average).

Two code tables in HR Management define degree types and, Maintain > Code Tables > Education Degrees and Education Majors. Each table starts out blank and as employee education information is recorded, the appropriate degrees and majors may be added to the respective tables.

Up to five additional text fields and five additional Yes/No fields may be added with Options > Settings > Field Setup. Additional fields should be added when the module is implemented in order to capture this information for all employees.

School – Enter the name of the school where the employee attended.

Degree – Type or select the employee's earned degree from the drop-down list. Degree codes are set up using Maintain > Code Table > Education Degrees. If you set up Degree codes, we recommend that you always select an item from the drop-down menu for this field.

Major – Type or select the employee's major from the drop-down list. Major codes are set up using Maintain > Code Table > Education Major. If you set up Major codes we recommend that you always select an item from the drop-down menu for this field.

License – Enter a license number, if applicable.

Years – Enter the number of years the employee attended the school.

GPA – Enter the employee's earned GPA.

The Education report, Reports > HR > Education > Education, identifies the employee, school, degree and GPA.

The Education By Job Code report, Reports > HR > Education > Education By Job Code, identifies the job code, employee, school, degree and GPA.



TIP: These fields may be modified and additional fields may be added using Options > Settings > Field Setup.

TIP: Create all fields, Options > Settings > Field Setup, then reset layouts, Options > Preferences > Reset Layouts, and save layouts, Options > Preferences > Save Layout on Exit. If Save Layout on Exit is selected when you add new fields they will not display until you Reset Layouts.

TIP: To create drop-down menu options for Education fields, first set up the fields in Options > Settings > Field Setup, then define the options for the custom filed using Maintain > Code Tables.

FOR MORE INFORMATION: Please refer to Field Setup section of this guide for information on setting up additional text fields, Yes/No fields, and date fields for the education and certification tabs.



Optional Activity: Record Education Information



Personal tab Select Employee: Joyce Brothers

Education tab School: Texas State

Degree: BA <Bachelor of Arts>

Major: SW <Social Work>

License: Leave Blank

Years: 5

GPA: 3.15

Notes: Minor in English

Transcript on File: Select

Click Save


Note logging of Education Changes



Certification Tab

Use the Certification tab to track employee credential information.

The Certification tab provides for recording an employee’s credential type, authorization type, credential number, effective and expiration dates, highest education level achieved, a different name if the credential was received under another name, credential types, notes and status.

Two code tables in HR Management define the authorization and credential types, Maintain > Code Tables > Authorization Type and Credential Type. Each table starts out blank and as employee certification information is recorded, the credentials and authorizations may be added to the respective tables.

Up to 20 additional text drop-down fields may be added to the Certification tab with Field Setup form, Options > Settings > Field Setup. Values may be added to these fields using Maintain > Code Tables > [Field Name]. 60 additional Yes/No fields and 5 credential date fields may also be added with Field Setup form, Options > Settings > Field Setup. These fields appear as new columns on the Certification form.

FOR MORE INFORMATION: Please refer to Field Setup section of this guide for information on setting up additional text fields, Yes/No fields, and date fields for the education and certification tabs.

Credential Type – Select the credential type from the drop-down list. Credential type codes are set up using Maintain > Code Table > Credential Type. You must always select an item from the drop-down menu for this field.

Authorization Type – Select the authorization type from the drop-down list. Authorization types codes are set up using Maintain > Code Table > Authorization Type. The title of this field may be changed or deleted using the Options > Settings > Field Setup form. You must always select an item from the drop-down menu for this field.

Credential No. – Enter the credential number, if applicable. The title of this field may be changed or deleted using the Options > Settings > Field Setup form.



Effective – Enter the effective date of the credential. The Application displays the current system date.

Expiration – Enter the expiration date of the credential. The Application displays the current system date. The field will appear grey if the certification date is expired.

TIP: Use the Actions tab to set reminders to alert employees regarding expired certifications.

Name Different – Select this box if the name on the credential is different from the employee's current name.

First Name, Mid Name, Last Name – If the Name Different check box is selected, enter the first, middle and/or last name as it appears on the certificate or diploma. These optional fields may be removed by clearing the Show fields for employee name on credential if name is different box using the Options > Settings > Field Setup form.

Notes – Enter any relevant notes about this credential.

Status – Select the credential status of Active or Inactive.

The Certification Expiration report, Reports > HR > Certification > Certification Expiration, identifies the employee, effective and expiration dates, credential number and authorization type.

TIP: These fields may be modified and additional fields may be added using Options > Settings > Field Setup.

TIP: Create all fields, Options > Settings > Field Setup, then reset layouts, Options > Preferences > Reset Layouts, and save layouts, Options > Preferences > Save Layout on Exit. If Save Layout on Exit is selected when you add new fields, they will not display until you Reset Layouts.

Adding a Certification for Multiple Employees

Use the following steps to add a certification for one or more employees:

Select Details > Certifications from the menu. The employee certifications table appears.

2. Click Add. The Add Certifications window opens.

3. In the left pane:

a. Select a Credential Type. Credential types and Authorization Types are maintained in the Code Tables.

b. Select or enter an Authorization Type, Credential Number, Effective date, Expiration date, any relevant Notes, and a Status.

4. In the right pane, select a check box for each employee who holds the certification.



NOTE: To add multiple employees, click to highlight a row, then press and hold the Shift Key and use your mouse to click multiple rows to be included in the group. Then press the space bar to select these employees. If any of the employees included in this group were previously Selected and are included in the group selection, when the space bar is pressed, their check box will be cleared and they will NOT be included for this certification.

5. Click OK. The window closes and the certifications are added to the list of certifications.



Optional Activity: Record Certification Information



Personal tab Select Employee: Martha Adams

Certification tab Credential Type: Health <Health Credential>

TEA Certification: Science <Science Teacher>

Credential No.: R10258

Effective: 07/01/xxxx (last year)

Expiration: 06/30/xxxx (next year)

Foreign Language Speaker: Spanish

Name Different: Select

First, Mid, Last Name: Martha D Stokes

Teacher Assistant: Not Selected

Student Teacher: Not Selected

Associate Teacher: Select

Tenured Teacher: Not Selected

Certification Institution: University of Texas

Next Renewal Date: 07/01/xxxx (next year)

Notes: Top of Class

Status: Active

Click Save


Note logging of Credential Changes




Actions Tab

Use the Actions tab to enter actions or view the actions automatically recorded. Action records are automatically created when changes are made to employee information. This helps maintain an audit trail for changes to employee information.

Throughout HR Management, as records are added, edited or deleted, and as field values are changed, the module automatically logs these changes and lists them on the Actions tab. The listing is organized by the type of action (e.g., benefit plans, Default Timesheets, employee info, dependents, etc.), action date, values before and after the change, and which user ID made the change.

You may also manually create actions, as well as, schedule future actions.

To view an employee’s HR action history, select Details, select the employee ID, and click the Actions

tab. By default, only the open, not-yet-completed actions are listed. To view all actions, click the Filter in the Cleared column heading and select [All]. Select True to see only Completed actions. Other choices are to select blank fields [Blanks], nonblank fields [NonBlanks], or to select Custom to set up a filter for custom options.

The automatic logging of field changes as HR actions may be turned off by selecting the Disable Action Records box, on the Options > Settings > System Preferences form.

We recommended only disabling automatic HR actions when you are in the initial module setup phase and when adding new employee records. Doing so will eliminate multiple rows of action entries automatically generated as name, address, phone numbers are keyed in. Immediately after setup is complete, HR actions should be turned back on to track on-going changes and updates.

Action Type – Select an action type from the drop-down list. Action type codes are maintained using Maintain > Code Table > Action Types.

HR actions are categorized by Action Types. HR Management includes more than a dozen System-status types linked to the processes which create the automatic HR action entries. System status codes cannot be edited or deleted. You may create additional Action Types to categorize manual HR action entries.



HR Management includes two non-System action types –Employee Notes and Manager Notes.

The Application automatically increments this field for records it creates. The user may select either System or User-defined Action Types when creating manual entries.

Schedule Appointment – After you enter an Action Type, click the Calendar button to open the Schedule Appointment form.

Action Date – Enter an Action Date or accept the default of the current system date.

Due Date – Enter an Action Due Date or accept the default.

Note – Enter notes for the action. The Application populates this field during automatic entries.

Cleared – Select this box to clear the action item after it is completed.

The Application selects the Cleared box for automatic entries. You may select it to show when manual entries are completed. Use the filter to view all actions ([All]), Completed actions ([True]), Blank fields ([Blank]), NonBlank fields ([NonBlank]), or Custom ([Custom]).

Status – Select an action status or accept the default status of Active.

The Application automatically populates a Status of Completed for automatic entries. For manual entries, the default is Active and the user may change the status to Completed, Discontinued, High Priority, Low Priority, or On Hold.

Before Change & After Change– The information before the change and after the change displays. These values are supplied by the Application during automatic entries. These fields cannot be edited.

Entered By – The Application automatically enters the person (User ID) who entered a change. The Application automatically enters the HR Management User ID which created the automatic entry. This field cannot be edited.

Scheduled – This box is automatically selected when the event has been scheduled in the calendar. This check mark may be manually added or removed.

Schedule Appointment

Use the Schedule Appointment form to schedule an HR Action for an employee, such as changes to the Benefit Plan, Current Job, Current Pay, Default Timesheet, Dependent, Employee Information, HR Information, Performance Review, Tax Information, or Change Requests using the Employee Web Services module.



Select an Action Type and click the Calendar button. Once you have completed the form, click Save and Close to schedule the Action.

The Schedule Appointment button is available with manual entries and opens the Schedule Appointment form. The saved appointment is added to the calendar, Details > Scheduling > Monthly View, of the Scheduled For employee selected, if that employee is an HR Management user.

Action Type – Select the action type from the drop-down list. Action type codes are maintained using Maintain > Code Table > Actions.

Scheduled for – Select the employee to whom this item pertains.

Location – Select the location where the appointment is being held.

Start Time – Set the date and start time for the appointment. The Application automatically defaults to the current system date.

End Time – Set the date and end time for the appointment. The Application automatically defaults to the current system date.

All day event – Select this box to schedule the appointment for the entire day. An all day event is an activity that lasts 24 hours or longer. For example, a trade show, a seminar, or a vacation.

Due Date – Enter the date this task is due. The Application automatically defaults to the current system date.

Reminder – Select this box to offer a reminder for the appointment, and choose when to be reminded of this item. To customize the sound that is played when a reminder is displayed, click the Sound button.

Bar Color – Select a bar color to more easily identify the appointment on your calendar.



Notes – Enter more information to clarify the actions for the appointment, if desired.

TIP: To view all actions, click the Filter button on the Cleared column heading and select [All].This tab defaults to show only uncleared actions.

TIP: To schedule an Action date using the calendar feature, be sure that your Employee ID is entered using Maintain > User Security.

TIP: You may turn off the Action audit trail by selecting the Disable Action Records box on the Options > Settings > System Preferences form. However, we recommended only using the Disable Action Records check box when you are in the setup process and adding new records. Immediately after the setup is complete, HR actions should be turned back on.

TIP: Scheduled Appointment Reminders will only display if the HR Management module is open.



Activity: Add Action Types Code



Code Table: Action Types

Code - Title - Status: Drug – Drug Testing – Active

Click Save

Click OK

Click Close



Activity: Create Manual Action



Actions tab Select Employee: Sam Evening

Action Type: Drug Testing

Schedule Appointment: Select

Schedule Appointment Window Action Type: Drug Testing <Accept the Default>

Scheduled for: Natalie P Savage <Default, current User>

Location: Regional Clinic

Start Time: 30 minutes from now

End Time: 1 hour from now

All Day Event: Not Selected

Due Date: Last day of this week

Reminder: Select; 15 minutes

Bar Color: Accept Default

Note Field: Routine testing

Click Save and Close at the top of the Schedule Appointment form.

Actions tab Action Type: Drug Testing

Action Date, Due Date, Note, Cleared: Automatically populated from Schedule

Appointment Window

Status: High Priority

Before/After Change: No Change

Entered By No Change <Default, current User>

Scheduled: Selected <No Change>

Review in Details > Scheduling > Monthly View

Click Save



HR Processes Tab

Use the HR Processes tab to assign HR Processes to employees and to monitor the process workflows. Audit records are created when HR Processes are assigned to employees. View the process history using Query > Run Query > Process Log.

If you are using HR Notifications, you may assign one Process Type ID and Task ID, per employee, per day. If you need to assign another task with the same type ID or Task ID, change the date by one day for the additional task.

TIP: Before you can assign a process to an employee, you must create HR Process Names in HR Codes and HR Process information and tasks in Maintain > HR Processes.

FOR MORE INFORMATION: See the Define Codes section and the HR Processes section of this training guide.

Assign Processes

Select the Assign Processes button to add a set of HR Processes to the selected employee. The Add Processes for employee ID: window opens upon clicking the button.



Process - Select the HR Process Code.

Date Assigned - Enter the date the process will be assigned to the employee.

Restrict by:

Location - Select a Location to assign only those tasks that apply to the selected location

Department - Select a Department to assign only those tasks that apply to the selected department

Process Group - Select a Processing Group to assign only those tasks that apply to the selected group

Items to be added - The Items to be added table lists the tasks assigned to the HR Process Code that meet the selected restriction filters. The list can be modified by deleting specific tasks that do not apply to the employee. To remove a task from the list, highlight the row and click Delete on your keyboard.

Once the form has been completed, click the Add button to add the process tasks to the employee. Click Cancel to return to the HR Processes tab without adding the tasks to the employee.



Job Change: # of Tasks

Click the plus (+) sign to the left of the Job Change heading to view the tasks assigned to the employee. Assignment and completion dates as well as notes and staff assignments can be added and monitored. Web approval is available if EWS is installed.

Type - Displays the Task Type designated during the Maintain > HR Processes setup.

Task - Displays the Task Name designated during the Maintain > HR Processes setup.

Assigned - Displays the date the task was assigned to the employee.

Completed - Select this box when the task has been completed.

Date Completed - The date automatically populates with the System date when the Tab key is hit after the Completed box has been selected. The date can be changed by entering a new date.

Notes - Use this field to add any notes about the task.

Required - Items that are marked Required in the process Maintain > HR Processes are shown as required in the list. You cannot change the requirement from this view. To edit the task, use Maintain > HR Processes form.

Web Approval - Select this box to allow the task to be viewed and approved in the approver’s check lists in EWS. The box will be checked if it was selected during the HR Processes setup.

NOTE: EWS must be installed for the web approval to be available.

HR/Payroll Staff - Select the name of an HR or Payroll staff member to approve the task, as needed.

Manager - Select the name of the manager to approve the task, as needed.



Supervisor - Select the name of the supervisor to approve the task, as needed.

Other Approver - Select the name of another approver to approve the task, as needed. For example, enter an IT employee who will set up an email address.

Date Approved - Enter an approval date for each approver or select a date from the calendar.

NOTE: If Web Approval is selected, the Date Approved field will be populated when the task is approved in EWS.

HR Notifications

If HR Notifications is installed and running, email notifications will be sent to the email recipients entered in the Email Recipient field on Maintain > HR Processes for each task. If the Email Recipient field is blank, alerts will be sent to the employee. The email address from Details > Address & Phone be used for email alerts sent to employees.

When the HR Process is assigned to the employee, an entry is created on the Notifications Log Activities > Notifications Log. The subject and message fields may be edited as well as the To address information if the email has not been sent.

To resend an alert, simply uncheck the Email Sent check box. The alert will be sent during the next scheduled send time.

TIP: For EWS users, non-manager approvers with no direct reports will see only the HR Processes menu option under the Manager menu. Other management level data for other employees will not be available to view.

TIP: For web approvers to see the manager menu in EWS, use Maintain > Timesheet Setup > Employee Timesheet Settings to select the employee and assign manager rights by checking the Manager box. Non-managers, employees with no direct reports, will only see the HR Processes menu option on the Manager menu.



Activity: Assign HR Process to Employee



HR Processes tab Select employee: Martha Adams

Click Assign Processes

Process: Position Change

Date Assigned: Today’s date <Accept the Default>

Location: ALL <Accept the Default>

Department: ALL <Accept the Default>

Process Group: ALL <Accept the Default>

Items to be Added: Review task list <Accept the Default>

Click Add then OK

Position Change Click plus (+) sign to expand the list

Select Task: Change Job Code

Completed: Check box

Date Completed: Today’s Date <Accept the Default>

Notes: Changed in HR

HR/Payroll Staff: Jeffries<Dana Jeffries> <Select from drop-down

list>

Date Approved: Today’s Date

Click Save

Position Change Click plus (+) sign to expand the list

Select Task: Employment Agreement signed and scanned

Completed: Leave blank <Accept the Default>

Date Completed: Leave blank <Accept the Default>

Web Approval: Selected <Accept the Default>

Manager: Jeffries <Dana Jeffries> <Select from drop-down

list>

Date Approved: Leave blank <Accept the Default>

Click Save



Performance Tab

Use the Performance tab to record the employee's job performance information.

The Performance tab provides for recording an employee’s review date, review rating, an employee comment, manager and manager notes, date of pay increase, pay increase percentage and next review date.

You may create and edit the code options available in the Performance tab using Maintain > Code Table > Performance Review Rating. The table includes three codes and titles (Proficient, Satisfactory and Unsatisfactory), which may be edited and additional codes and titles may be added.

Review Date – Accept the current system date as the default, or enter the review date. This automatically creates an HR Action Record as an audit trail. It does not schedule a future event.

Review Rating – Select the review rating, such as Proficient, Satisfactory, or Unsatisfactory. (Review Ratings are maintained using Maintain > Code Table > Performance Review Rating.)

Employee Comment – Enter any employee comments.

Manager – Select the manager from the drop-down list.

Manager Notes – Enter any manager notes.

Increase Date – Accept the current system date as the default, or enter the date the employee is to receive an increase in pay.

Increase % – Entering a percentage increase of pay on the Performance tab does not increase the pay that the employee will receive. The pay rate must still be entered on the Current Pay tab.

NOTE: Entering an Increase Date and Increase % will not change the employee’s pay. The information is for tracking purposes only.

Next Review – Enter a future date when the employee's next performance review will occur.



Optional Activity: Record Performance Information

Icon: HR Management > Details > Actions tab

Menu: HR Management > Details > Employee Info > Actions tab

Performance tab Select Employee: Sam Evening

Review Date: Yesterday

Review Rating: Satisfactory

Employee Comment: Agrees with manager evaluation

Manager: Anna Belle Martin

Manager Notes: Performed duties Satisfactorily

Increase Date: First day of next month

Increase%: .05 <5.00%>

Next Review: Six months from today

Click Save

Actions tab Cleared: True

Note logging of Performance Review Changes



Optional Activity: Record Future Performance Review



Actions tab Select Employee: Martha Adams

Action Type: Performance Review Changes

Action Date: Today

Due Date: Six months from 15th of this month

Note: Contact Martha to schedule evaluation

Disregard remaining fields.

Click Save



Termination Tab

Use the Termination tab to enter the employee's termination information.

The Termination tab provides for recording an employee’s termination date, last day worked date, type of termination, reason for termination, whether or not they may be rehired, and notes regarding the termination.

The termination and last day worked dates are also displayed on the Employee tab in Employee Information in the Payroll module, Maintain > Employee Information.

TIP: These two dates may be entered or changed in Payroll, but doing so does not create an entry on the Actions tab; it will only create an entry on the Termination tab. We recommend that you use the HR Management module to avoid confusion and maintain an audit trail.

Recording termination information in HR Management does not change an employee’s status to D - Terminated, Details > Employee Info > Current Pay tab > Payroll Status. You must change the employee status on the Current Pay tab.

Additional terminations of the same employee are recorded by editing the dates, reason, type and notes; Actions will log these changes.

Termination reason codes are maintained on the Maintain > Code Table > Termination Reason form. The table includes one code and title (Cause) which may be edited and additional codes and titles may be added.

Termination Date – Enter the date the employee was terminated. This automatically creates an HR Action Record.



Last Hire Date – The Application displays the date the employee was hired from the Details > Employee Info > Current Job tab > Last Hire Date.

Last Worked Date – Enter the date the employee last worked.

Termination Type – Select a termination type from the drop-down list. Available types are Involuntary, Uncontrollable, or Voluntary.

Termination Reason – Select the reason for the employee's termination from the drop-down list. Termination reasons are set up using Maintain > Code Table > Termination Reason.

Can Rehire: No/Yes – Select whether the employee is eligible to be re-hired.

Termination Notes – Click the Edit button, or click inside the text box, to enter any termination notes.

The Terminated Employee Log report, Reports > HR > Termination > Terminated Employee Log, identifies the employee, hire and termination dates, type of termination and reason, years of service and pay information.

The Terminated Statistics report, Reports > HR > Termination > Terminated Statistics, identifies the employee, termination date, job title and years of service.

NOTE: Recording termination information in HR Management does not change an employee’s status to D - Terminated, Details > Employee Info > Current Pay tab > Payroll Status. You must terminate the employee ID on the Details > Employee Info > Current Pay tab in HR.



Photo Tab

Use the Photo tab to add and view the employee's picture.

The Photo tab allows you to attach an employee’s photograph to their HR Management record. A photograph may be helpful for identification purposes in larger organizations where the human resources or accounting staff do not know all the employees.

The attached file must be one of these file types:.jpg, .gif, .bmp, .tif, .png. Most digital cameras produce a .jpg file.

HR Management links to the photo file at a specified location; the actual file is not saved within HR Management. If the photo file is removed from the specified location, or if the file name is changed, the link is broken and the photo will not be displayed on the Photo tab.

Employee Photo – The selected photo of the employee displays.

Browse – Enter the picture location and file name or click the Browse button. Navigate to the picture location and select the desired photo. Photos may be in the following formats: .jpg, .gif, .bmp, .tif, .png.

TIP: We recommend that you store the picture files in the MIP Share directory or another shared location so they may be accessed by all appropriate HR staff. If using the MIP Share directory, you may create a new folder named Photos to store the picture files.



Attachments Tab

Use the Attachment tab to add, delete, or open attachments related to the employee.

Any electronic file may be attached to an employee’s record in HR Management. Attaching a file to the employee creates a new directory at C:\MIP Share\HRMS\Attachments\EmployeeID and places an un-encrypted copy of the file in the new directory. Opening the attached file opens the copy of the original file that was saved to the new directory. If you open and make changes to the attached file, they are saved to the attached file and not to the original file. The original file may be moved or deleted without affecting the attached file. If you delete the file from C:\MIP Share\HRMS\ Attachments\EmployeeID, the file will no longer be available on the employee record.

Attached files in HR Management cannot be accessed in Payroll, Maintain > Employee Information, and vice versa.

To attach a file, select an employee, select the Attachments tab, select Add Attachments, navigate to the file’s location, and select the file. The file’s name, type, size and date created or modified are displayed. Refresh the type, size and date modified or created by clicking Save.

To view an attachment, double-click its name and the file opens in its native application.

To edit an attachment, double-click its name to open, make the edits, save and close. Click Save on the Attachments tab to refresh Date Modified.

To delete an attachment, select its name and click Delete Attachments.

Name – The Application displays the name of the attachment.

Type – The Application displays the type of the attachment file, such as .jpg file.

Size – The Application displays the file size of the attachment.

Date Modified – The Application displays the date the file was modified.



Add Attachments – Use this button to add an attachment. Enter the name and path where the attachment is located.

Open Attachments – Use this button to view all attachments for the employee.

Delete Attachments – Use this button to remove the selected attachment.



Notes Tab

Use the Notes tab to record any specific notes or reminders about the employee. This is a free-form area; each line may be longer than the width of the form. Press Enter to move down to the next line.

Notes in HR Management are the same notes as in Payroll, Accounting > Maintain > Payroll > Employee Information > Notes tab.



User Defined Field Tab

Use the User Defined Field tab to enter employee data for any User Defined Fields. These fields were previously created and assigned characteristics using the Accounting > Organization > Set Up User Defined Fields form. When entering data in the Value column, you must adhere to the pre-defined settings, such as field type, length, and decimal places. For example, if the field was set up with a field type of Number, you cannot enter alphabetic characters for that field.

Once the user defined fields have been created in Accounting, the Application automatically creates the User Defined Fields tab in HR Management. Otherwise, the Employee Information form is available, but without the tab and any User Defined Fields.

Display Name – The Application displays the name that was assigned to this field. This name cannot be edited here. It may only be changed on the Accounting > Organization > Set Up User Defined Fields > Setup tab.

Value – Enter the data for this user defined field. This field is mandatory if the Required check box was selected when the field was created in Accounting.


Payroll Processing Abila MIP Fund AccountingTM

Payroll Processing


Human Resource Management Payroll Processing

Payrolls are calculated and checks are printed using the Payroll module regardless of whether or not the HR Management module is installed. However, as stated previously, the HR Management module provides an alternate interface with enhanced features. The preceding flow chart illustrates the relationship between the two modules.

As you may see, the employee, default timesheet, and regular timesheet information may be accessed and updated from either module. However, we recommend using the HR Management module to take full advantage of the additional features and to provide a consistent audit trail of activities.

Employee InformationThe first step in processing a payroll is ensuring that the employee information is both correct and complete. The prior sections of this training guide provide detailed information on setting up employees.

TIP: Consider changing Organization Menu security so Accounting > Maintain > Payroll > Employee Information has only View Existing Records rights, Accounting > Security > Set Up Organization Menus – Payroll > Maintain > Employee Information. Managing employee information in HR Management will help maintain a complete audit trail.

Default TimesheetsWith HR Management, the distinction between the Payroll module’s Default Timesheet and Employee Information forms is eliminated. All the tabs and fields for both forms are located under Details in HR Management.

Default Timesheet information required for payroll processing may be added and edited in either the Payroll module, Timesheets > Default Timesheets or in the HR Management module, Details > Employee Info.

We recommend adding and editing Default Timesheet information in HR Management so as to become accustomed to the module’s functionality, in particular Benefit Plans and Leave Plans. We strongly encourage changing Organization Menu security so Default Timesheets have only View Existing Records rights, Accounting > Security > Set Up Organization Menus – Payroll > Timesheets > Default Timesheets. Managing Default Timesheet information in HR Management will help ensure that the functionality of Benefit Plans and Leave Plans is not compromised.

There is a one-to-one relationship between the Payroll module Default Timesheets tabs and HR Management module Details tabs (e.g. Earnings, Benefits, Deductions, Workers Compensation and Leave). Updates made to shared fields in either module will update the corresponding field in the other module.



TIP: We recommend changing Organization Menu security so Default Timesheets have only View Existing Records rights, Accounting > Security> Set Up Organization Menus- Payroll Timesheets> Default Timesheets. Managing Default Timesheet information in HR Management will help ensure the functionality of Benefit Plans and Leave Plans is not compromised.

Calculate Benefits and Leave

Unique to the use of the HR Management module is the additional payroll processing step of calculating benefits and leave accruals prior to opening and editing Regular Timesheets.

During payroll processing, after all employee information is updated on the Details tabs (and before opening Regular Timesheets), benefits and leave are calculated and the Default Timesheets populated with the results. The two processes use the Benefit Plans and Leave Plans to determine the benefit, deduction and leave hour amounts for this particular payroll.

If you have not set up or are not using HR Management Benefit Plans and/or Leave Plans, this step may be skipped.

To calculate benefits and deductions connected to Benefit Plans, select Activities > Benefit Calc Wizard or select Update Benefits.

TIP: Set the Benefit Calculation Date to the last day of the pay period being processed. Setting the date to the last day of the period will ensure Plans that become effective during the pay period will be included in the calculation.

To calculate leave hour accruals connected to Leave Plans, select Activities > Leave Calc Wizard, or select Update Leave.



TIP: Set the Date used to calculate months employed to the last day of the pay period being processed. Setting the date to the last day of the period will assure an accurate calculation of months employed.

TIP: Always Update Benefits and Update Leave in HR Management before processing a payroll.

FOR MORE INFORMATION: Please refer to the Benefit Plans and Employee Details sections of this training guide for a full discussion of creating and using Benefit Plans.

FOR MORE INFORMATION: Please refer to the Leave Plans and Employee Details sections of this training guide for a full discussion of creating and using Leave Plans.



Activity: Calculate Benefits in HR Management

Icon: HR Management > Update Benefits

Menu: HR Management > Activities > Benefit Calc Wizard


Benefit Calculation Date: Last day of current pay period


Click Calculate

Calculation Complete, Click OK

Activity: Calculate Leave in HR Management

Icon: HR Management > Update Leave

Menu: HR Management > Activities > Leave Calc Wizard


Date used to calculate months employed: Last day of current pay period


Calculate Carryover Unchecked <accept default>

Click Calculate

Click OK



Edit Regular Timesheets

Regular Timesheets may be edited in either the Payroll module, Timesheets > Enter Regular/Supplemental Timesheets, or the HR Management module, Activities > Timesheet Processing > Edit Regular/Supplemental Timesheets.

You may prefer HR Management’s grid-like form, with a row for each employee and the ability to select the fields to be displayed and their sequencing across the form. Each employee row may be expanded to selectively display Benefits, Deductions, Workers’ Comp, Leave and Distribution. Rows may be sorted by any of the column headings and an entire row/timesheet deleted with the Delete key on your keyboard. Column headings may also be dragged to the upper, gray bar to group employee timesheets by that field (e.g., Pay Type). Finally, HR Management’s timesheet entry form provides for semi-automatic overtime calculations.

Using HR Management’s Regular Timesheet Form

Open the Regular/Supplemental Timesheet form with either the Payroll Timesheet button or Activities > Timesheet Processing > Edit Regular/Supplemental Timesheets.

The form is blank unless previously populated with timesheets or if one or more Regular Timesheets has been opened in the Payroll module. Timesheet rows may be deleted, if appropriate, by highlighting the row and using Delete on your keyboard.

Load Timesheets

Select the Load button at the bottom of the form to populate the form with an individual employee or one or more Processing Groups. When the Load from Default Timesheet form opens, select Yes to load a single employee or No to select one or more Processing Groups.

Loading timesheets, both Regular and Supplemental, creates an entry in the process log. The log entry records the user ID and a time stamp when the timesheets were loaded. View the process log at Query > Run Query > Process Log.



If No is selected, then processing Groups with unprocessed pay dates within 30 days of the current date are displayed. If the desired Processing Group pay date is not displayed, select the Show all dates for processing Groups check box.

Show all dates for processing Groups - Select this check box to show all dates for the processing groups.

Override approval - Applies to EWS timesheets.

Purge all reg/sup timesheets prior to loading - Select this check box to purge all previously loaded timesheets. Timesheets will not be deleted, simply removed from the active timesheet window.

TIP: If you load your regular timesheets, but afterwards make changes to the default timesheets, you will reload the timesheets. You need to Purge timesheets you already loaded.

Flag selected timesheets as history records - Applies to EWS timesheets.



Include active timesheets prior to this period - Applies to EWS timesheets.

Use dollars earned for distribution codes - Select this check box to use dollars earned rather than hours worked for distribution codes by default when you load regular or supplemental timesheets. You may override this setting when you edit the timesheets.

NOTE: The Override approval, Flag selected timesheets as history records, and the Include active timesheets prior to this pay period check boxes apply only to Employee Web Services timesheets.

FOR MORE INFORMATION: Please the Abila University web site, www.abilauniversity.com/fundaccounting to check for EWS/Employee Web Services classes for information on the EWS check box.

Select the Processing Group and Pay Date for the timesheets you are processing. For supplemental payrolls, select the row with a Type of Supplemental for the appropriate processing group and enter the desired pay date.

Click the OK button to load the Regular Timesheets.

A dialog box appears with the message Process Complete. Click the OK button to close the dialog box.

Edit Timesheets

To enter hours or modify the Regular Timesheet, click the plus (+) sign to the left of the employee’s row. You may control the display of the various tabs on the Regular Timesheet by selecting/un-selecting the check boxes for the respective tabs at the bottom of the form. If an employee incurred overtime, select the wage code for the overtime and enter the hours worked. The application populates the pay rate based on the calculation method for the earnings code on the Accounting > Maintain > Payroll > Earnings Code form. You may accept the default distribution code for the overtime or select a new one.

Select Save, at the bottom of the form, to collapse the display to a single line for each employee.

Scanning the Total Pay column facilitates identifying employees who may need hours or earnings added to their Regular Timesheets.

TIP: Select the Field Chooser button to open the Field Chooser form. The button is located on the upper right corner of the Payroll Timesheet form. Select or deselect check boxes to customize the columns displayed on the Payroll Timesheet form.



TIP: If multiple earning codes or the same earning code with multiple distribution codes are added to a salaried employee’s timesheet, the employee’s wages will be distributed to the individual earning code and distribution code rows based on the relative percentage of hours worked.

NOTE: Employee Web Services calculates overtime automatically. It is not necessary to add overtime to the timesheet.

FOR MORE INFORMATION: Please the Abila University web site, www.abilauniversity.com/fundaccounting to check for EWS/Employee Web Services classes for information on calculating overtime with EWS.

Custom Benefit/Deduction Calculation

You may create custom calculations for Payroll Benefit and Deduction codes, Accounting > Maintain > Payroll > Benefit Codes or Deduction Codes, that have a calculation method of Amount on Timesheet. To create the custom calculation, assign the benefit or deduction code to the employees’ timesheets. Then, select the

Calc Formula button to open the Formula Builder and create the calculation. When you save the timesheets, the Application will prompt you to recalculate the row. Select Yes to apply the calculation formula and calculate the benefit or deduction amounts.

The Custom Benefit/Deduction Code feature is very powerful and provides a high degree of flexibility for organizations with unique demands. However, errors in calculation formulas may cause pervasive and unexpected results with potential Federal, State, and Local jurisdiction legal ramifications as well as significant errors in calculated payroll amounts. We strongly recommend that you consult Abila Professional Services or your Abila Authorized Business Partner before attempting to use this feature.

WARNING: Errors in custom benefit/deduction code calculation formulas may cause unexpected and pervasive results with potential Federal, State, and Local jurisdiction legal ramifications as well as significant errors in calculated payroll amounts. We strongly recommend that you consult Abila Professional Services or your Abila Authorized Business Partner before attempting to use this feature.

WARNING: The module does not distinguish between Hourly and Salaried employees. Overtime is calculated on all hours over the maximum for the pay period. If your organization has a work week of less than 40 hours, the calculation formula may be edited for the appropriate hours per pay cycle.



Timesheet Reports

HR Management provides three reports for Regular/Supplemental Timesheets, Reports > Payroll > Timesheets > Timesheets, Default, Regular or Supplemental, Timesheet Summary, and Timesheet Distribution.

The Payroll module provides two reports for Regular/Supplemental Timesheets, Reports > Processing > Quick Timesheets and Timesheets.

Remaining Payroll Processing Steps

After entering and editing Regular Timesheets, the remaining processes are completed in the Payroll module. Calculating the payroll, and perhaps, editing the calculation, calculating garnishments, printing checks and vouchers, direct deposit, and the transfer of the completed payroll to the general ledger are all Payroll module processes.

FOR MORE INFORMATION: Please check for Payroll Processing classes on the Abila University web site, www.abilauniversity.com/fundaccounting, for information on processing a payroll in the Payroll module.

NOTE: You must set up pay schedule dates for the current fiscal year, Accounting > Maintain > Payroll > Processing Groups > Pay Schedule tab, before loading timesheets in HR Management.



Activity: Load Default Timesheets

Icon: HR Management > Payroll Timesheets

Menu: HR Management > Activities > Timesheet Processing > Edit Regular/Supplemental Timesheets

Click Load

Select: No to the prompt

Processing Group: Select the Regular pay date for the current

pay period for the CaseWkr Processing Group

Show All Dates for Processing Groups: Not Selected

Override Approval: Not Selected

Purge all Reg/Sup Timesheets Prior to Loading: Select

Flag Selected Timesheets as History Records: Not Selected

Include active timesheets prior to this pay period:Not Selected

Use dollars earned for distribution codes: Not Selected

Click OK

Process complete: OK



Activity: Edit Regular Timesheets

Icon: HR Management > Payroll Timesheets

Menu: HR Management > Activities > Timesheet Processing > Edit Regular/Supplemental Timesheets

Select the check boxes to display Benefits, Deductions, and Leave.

Double-Click to select Adams: Verify Wages Earning Code/Hours = 86.67

Add Earnings Code to Line 2 OT

Hours 3.33

Click Save

Verify Total Hours 90.00

Double-Click to select Brothers: Verify Wages Earning Code/Hours = 86.67

Add Earnings Code to Line 3 OT

Hours 5.33

Click Save

Verify Total Hours 92.00

Click Close

Click Yes if asked to save changes.



Activity: Calculate Payroll in Payroll Module

Navigator: Payroll > Processing > Calculate Payroll

Classic View: Accounting > Activities > Payroll > Calculate Payroll

Payroll Type: Regular

Pay Date From: <default date> (two weeks before today)

Pay Date Through: <default date> (two weeks after today)

Use Default Timesheet When No Other

Timesheet Type is Entered for the Pay Date: Selected <Default>

Selected Items: CaseWkr (Current pay period.)

Click Calculate

Review the validation message.

Click OK

Reports

Classic View: Reports > Payroll > Processing > Quick Calculated Check Register

Select: <Calculated Check Register>

Print report to screen and Review.

Note: There are no garnishment deductions for employee Brothers.

Close the report.



GarnishmentsUse the Accounting > Activities > Payroll > Calculate Garnishments form to calculate garnishment amounts and apply garnishment deductions to calculated paychecks. This form is only available after a payroll is calculated, Accounting > Activities > Payroll > Calculate Payroll.

The garnishments included on the form are based on the current system date of the workstation and the Order Date and Expire Date of the garnishment, HR Management > Details > Employee Info > Garnishments tab. Garnishments with an Order Date before the current system date and an Expire Date after the system data are included in the calculation grid and are included in the garnishment calculation.

Garnishment amounts are automatically calculated when the form is opened. Calculations are based on the current employee’s garnishment information (HR Management > Details > Employee Info > Garnishments tab), the calculated paycheck (Accounting > Activities > Payroll > Calculate Payroll), the Disposable Income formula, and the Garnishment Calc formula. The amount of the garnishment is applied on the Deduction tab of the calculated payroll using the deduction code specified on the HR Management > Details > Employee Info > Garnishments tab.

After reviewing the garnishment calculation, click Update to apply the garnishments information to the current calculated payroll.

Select the Disposable Income button to review or modify the disposable income formula. The default formula is:

[GrossEarnings]-([FedTax]+[StateTax]+[SSTax] +[MCTax]+[LocTax]+[SutaTax]+[Retirement]+[Health])

You may use the Formula Builder to modify the formula. We strongly recommend that you consult Abila Professional Services or your Abila Authorized Business Partner before attempting to use this feature.



Select the Garnishment Calc button to review or modify the garnishment calculation

formula. The default formula is:

if([curMaxAmount]>0,if(if([GarnishmentType]='Family',[Amount],if(if([RunningTotal]<([DisposableIncome]*.25),[Amount],([DisposableIncome]*.25)-[RunningTotal]+[Amount])<0,0,if ([RunningTotal]<([DisposableIncome]*.25), [Amount],([DisposableIncome]*.25)-[RunningTotal]+[Amount])))>[curMaxAmount]-[curAmountDeducted],if([curMaxAmount]-[curAmountDeducted]<0,0,[curMaxAmount]-[curAmountDeducted]),if([GarnishmentType]='Family',[Amount],if(if([RunningTotal]<([DisposableIncome]*.25),[Amount],([DisposableIncome]*.25)-[RunningTotal]+[Amount])<0,0,if ([RunningTotal]<([DisposableIncome]*.25),[Amount],([DisposableIncome]*.25)-[RunningTotal] +[Amount])))),if([GarnishmentType]='Family',[Amount],if(if([RunningTotal]<([DisposableIncome]*.25),[Amount],([DisposableIncome]*.25)-[RunningTotal]+[Amount])<0,0,if([RunningTotal]<([DisposableIncome]*.25),[Amount],([DisposableIncome]*.25)-[RunningTotal]+[Amount])))).

You may use the Formula Builder to modify the formula. We strongly recommend that you consult Abila Professional Services or your Abila Authorized Business Partner before attempting to use this feature.

WARNING: Modifying the Disposable Income and Garnishment Calc formulas may cause unexpected and pervasive results with potential Federal, State, and Local jurisdiction legal ramifications as well as significant errors in calculated payroll amounts. We strongly recommend that you consult Abila Professional Services or your Abila Authorized Business Partner before attempting to use this feature.

Employee ID – The Application displays the employee ID.

Name – The Application displays the employee's first and last name.

Processing Group – The Application displays the processing group code for the employee.

Priority – The Application displays the order of the garnishment's priority from first to last. The order was entered on the HR Management > Details > Employee Info > Garnishments tab.

Garnishment Type – The Application displays the garnishment type selected on the HR Management > Details > Employee Info > Garnishments tab.

Deduction Code – The Application displays the deduction code selected on the HR Management > Details > Employee Info > Garnishments tab.

Garnishment Rate– If the % of Pay check box is selected on the HR Management > Details > Employee Info > Garnishments tab, the Application displays the percentage of disposable income used to calculate the garnishment.

You may edit this field and then recalculate the Garnishment Amount and Adjusted Amount by selecting the Update button. However, if you change the rate on this form, the changes will not be saved when you close the form. We recommend that instead of editing the rate on this form, you correct the garnishment on the HR Management > Details > Employee Info > Garnishments tab.



Garnishment Amount – If the % of Pay check box is selected on the HR Management > Details > Employee Info > Garnishments tab, the Application displays the calculated garnishment amount. The Application calculates the garnishment amount by multiplying Disposable Income by the Garnishment Rate.

If the % of Pay check box is not selected, the Application displays the Amount entered on the HR Management > Details > Employee Info > Garnishments tab. You may edit the amount and then recalculate the Adjusted Amount by selecting the Update button. However, if you change the amount on this form, the change will not be saved when you close the form. We recommend that, instead of editing the amount on this form, you correct the garnishment on the HR Management > Details > Employee Info > Garnishments tab.

Running Total – The Application displays the running total of Garnishment Amounts for the employee. If the employee has more than one garnishment, the garnishment amount for each row is added to the garnishment amount on the previous row for that employee, creating a running total amount.

Adjusted Amount – The Application displays the adjusted garnishment amount for this line item. The adjusted garnishment amount is the amount that will be applied to the employee's paycheck. The adjusted garnishment amount is the garnishment amount subject to limitations established in the Garnishment Calc formula. To view or modify the Garnishment Calc formula select the Garnishment Calc button.

Running Adjusted Amount – The Application displays the calculation of the Running Total with Max Garnishment applied.

Disposable Income – The Application displays the disposable income for the employee. The disposable income is calculated based on the amounts for the current calculated payroll and the Disposable Income formula. To view or modify the formula, select the Disposable Income button.

Total Deducted – The Application displays the total (gross) deducted for the garnishment to date.

Max Garnishment – The Application displays the Max Amount entered on the HR Management > Details > Employee Info > Garnishments tab. this is the maximum amount that can be garnished per pay cycle.

Gross Earnings – The Application displays the gross earnings for the employee’s current calculated payroll.

Federal Tax – The Application displays the total federal taxes for the employee’s current calculated payroll.

State Tax – The Application displays the total state taxes for the employee’s current calculated payroll.

Social Security Tax – The Application displays the total Social Security taxes for the employee’s current calculated payroll.

Medicare Tax – The Application displays the total Medicare taxes for the employee’s current calculated payroll.

Local Tax – The Application displays the total other taxes for the employee’s current calculated payroll.



Suta Tax – The Application displays the total Suta taxes for the employee’s current calculated payroll.

Retirement – The Application displays the total amount of the deduction for all of the Retirement codes selected on the HR Management > Details > Employee Info > Garnishments tab for the current calculated payroll. By default, this amount reduces disposable income.

Health – The Application displays the total amount of the deduction for all of the Health codes selected on the HR Management > Details > Employee Info > Garnishments tab for the current calculated payroll. By default, this amount reduces disposable income.

Net Pay Before Garnishments – The Application displays the net pay before garnishments are applied for the employee’s current calculated payroll.

Payroll Type – The Application displays the payroll type - Regular or Supplemental.

Error – If an error occurs on the table, this field will be checked, as well as the column that contains the error will be colored red.

After confirming or modifying the garnishment information, select the Update button to recalculate garnishment and adjusted amounts. You will be prompted to update the current calculated payroll with garnishment deductions. Select Yes to update the payroll or No to return to the Calculate Garnishments form. You may also export the contents of the form to Microsoft Excel by selecting the

Export button or close the form by selecting the Close button.

WARNING: Modifying the Disposable Income and Garnishment Calc formulas may cause unexpected and pervasive results with potential Federal, State, and Local jurisdiction legal ramifications as well as significant errors in calculated payroll amounts. We strongly recommend that you consult Abila Professional Services or your Abila Authorized Business Partner before attempting to use this feature.

WARNING: If a garnishment Deduction Code is manually added to the HR Management > Details > Employee Info > Deductions tab, the Application will treat it as a standard deduction not as a garnishment. As a result, it may be included on regular timesheets in addition to any calculated garnishment amounts. Instead, assign garnishment Deduction Codes to HR Management > Details > Garnishments tab.

TIP: We recommend reviewing the Calculated Garnishments report, HR Management > Reports > Payroll > Processing > Calculated Garnishments, after payroll and garnishments have been calculated but before printing the payroll checks. Click the Export button to generate a record of the garnishment calculation in Microsoft Excel.

TIP: Use the HR Management > Reports > Payroll > Garnishment History report to print the historical data entered on the garnishment deduction codes.



Activity: Calculate Garnishments in Payroll Module

Navigator: Payroll > Processing > Calculate Garnishments

Classic View: Accounting > Activities > Payroll > Calculate Garnishments

Calculate Garnishments Form Review the garnishment amounts for Brothers.

Click Update to display the Garnishment Calculation prompt:

Click Yes to update the garnishment deduction.

Click OK when the update is completed.

Activity: Review Garnishment Deduction in Payroll Module

Navigator: Payroll > Processing > Review/Modify Calculated Payroll

Classic View: Accounting > Activities > Payroll > Review/Modify Calculated Payroll

Employee: Brothers

Deduction Tab

Review the garnishment deduction amount.

Click the Close button.

Reports

Classic View: Reports > Processing > Quick Calculated Check Register

Select: <Calculated Check Register>

Print report to screen and Review.

Close the report.


Affordable Care Act Reporting Abila MIP Fund AccountingTM

Affordable Care Act Reporting

OverviewThe Patient Protection and Affordable Care Act (PPACA), commonly called the Affordable Care Act (ACA), is a United States federal statute signed into law on March 23, 2010. The ACA requires each Applicable Large Employer (ALE) to file information returns with the IRS and provide statements to their full-time employees about the health insurance coverage the employer offered.

The information reporting requirements are effective beginning for coverage offered in 2015. ALEs must file information returns with the IRS and furnish statements to employees beginning in 2016, to report information about its offers of health coverage to its full-time employees for calendar year 2015. The purpose of filing requirements is for the IRS to confirm that individuals have Minimum Essential Coverage (MEC). The information supplied to the IRS will be used by the IRS to administer premium tax credits and assess penalties.

The chart below provides a summary of the Internal Revenue Code sections.

NOTE: If an employer is subject to reporting under both sections, the final regulations allow all ALEs to use a single combined form (Form 1095-C) for reporting the information required under both section 6055 and section 6056.

Types of Reporting Affected Employers Required Information Forms

Code §6056 - Employer mandate

Applicable large employer (ALE) health coverage reporting

Applicable large employers with at least 50 full-time employees, including full-time equivalents

• Terms and conditions of health plan coverage offered to full-time employeesBenefit: Helps the IRS administer the ACA’s employer shared respon-sibility penalty)

1095-C/1094-C

Code §6055 - Individual mandate

Reporting of health coverage by health insurance issuers and sponsors of self-insured plans

Employers with self-insured health plans

• Information on each indi-vidual provided with cov-erage Benefit: Helps the IRS administer the ACA’s indi-vidual mandate

1095-B/1094-B

Code §4980H Applicable large employers Assesses penalties N/A


Human Resource Management Affordable Care Act Reporting

DefinitionsACA (Affordable Care Act) - Health care legislation requiring reporting of Minimum Essential Coverage (MEC).

ALE (Applicable Large Employer) - An employer employing at least 50 full-time or full-time equivalent employees.

FTE (Full-time Employees) - Those employees working 30 or more hours a week or the equivalent in a month.

MEC (Minimum Essential Coverage) - Visit www.irs.gov for complete guidelines.

PPCACA (Patient Protection and Affordable Care Act) - Health care legislation also known as the ACA.

Who is Required to ReportApplicable large employers that are subject to the employer shared responsibility provisions are required to furnish forms to each employee and to file forms with the IRS. An applicable large employer (ALE) is an employer that employed an average of at least 50 full-time employees on business days during the preceding calendar year. Regulations in the PPACA impose non-deductible excise taxes on applicable large employers who do not offer minimum essential coverage to 95% or more of its full-time employees in any given month.

Full-time employees are defined as those working an average of 30 hours of service per week for the month. Employees that work 130 hours per month are considered full-time equivalent employees. An hour of service is each hour for which an employee is paid or entitled to be paid for the performance of duties for the employer. Paid hours for vacation, holiday, illness, incapacity, layoff, jury duty, military duty, or leave of absence are included in the calculation. Volunteer hours are not counted.

Regardless of size, all employers that provide self-insured health coverage to their employees must file an annual return reporting certain information for each employee they cover.

FOR MORE INFORMATION: The regulations under section 6056 of the Internal Revenue Code provide further guidance on the information reporting requirements for applicable large employers. Please visit www.federalregister.gov for complete regulations, and visit www.irs.gov for definitions and filing instructions.

NOTE: Organizations should consult with their tax advisor for specific recommendations for affordable coverage decisions. Abila does not provide recommendations for coverage decisions, minimum essential coverage, or penalty avoidance.



What to ReportSection 6056 of the tax code (the employer mandate) focuses on the reporting requirements of the mandate. Coverage offered, its cost, and who had such coverage are reportable for the IRS to assess the Section 4980H penalties and determine if an employee was offered coverage with minimum value that was affordable. The following forms are used to meet the reporting requirements.

Form 1095-C- Employers use to certify the coverage offered and who enrolled and furnish to employees. Reporting is only required for employees who enroll in coverage offered by the employer on Form 1095-C. For example, employers may offer vision coverage. That is not reportable on the Form 1095-C.

Form 1094-C - Employers submit to the IRS along with the employee copies of the 1095-C.

The following information is required to complete Form 1095-C and Form 1094-C:

Social Security numbers of employees, spouses and dependents and addresses

Employers must exercise due diligence to obtain the TIN. For dependents, birth date may be used if the TIN was not supplied by the employee after two requests. Form 1095-C instructions state that a birth date is entered only if no social security number is supplied.

Number of full-time employees for each calendar month

Total number of employees for each calendar month

Employee share of the lowest-cost monthly premium for self-only minimum value coverage for each calendar month

Applicable Section 4980H safe harbor for each calendar month

The information reported on Form 1094-C and Form 1095-C is used in determining whether an employer owes a payment under the employer shared responsibility provisions under section 4980H. Form 1095-C is also used by the IRS and the employee in determining the eligibility of the employee for the premium tax credit.



Using Abila MIP Fund AccountingAbila MIP Fund AccountingTM offers a three-tiered payroll solution using Payroll, HR Management, and Employee Web Services. Each module is purchased separately and adds functionality to the payroll and reporting process.

Use the Payroll module to enter employee information, wage, deduction and benefit codes, and produce the payroll. Payroll contains reports to produce employee wage reports, benefit and deduction reports, tax history reports, and produce tax forms including the 1095-C and 1094-C using Tax Forms and eFiling by Aatrix®. Form 1095-B and 1094-B are available for those organizations required to submit them.

The HR Management module provides additional human resource management and reporting functionality. Fully integrated with Payroll, HR Management allows a single point of entry for human resources data. Payroll check and vouchers are still produced using the Payroll module.

HR Management captures the health care benefits coverage for employees and their dependents. HR Management reports include the Health Care Compliance report used for determining full-time status of employees. Use HR Management to complete the entry form for the 1095-C. The query feature in HR Management is used to produce customized employee reports and to review Form 1095-C.

With Employee Web Services (EWS), employees enter their time, leave, and expense information, and access personal information using a web interface. Employees use the Personal menu in EWS to update personal and dependent information. EWS fully integrates with Abila MIP Payroll tables and the Abila MIP HR Management module. EWS tracks hours worked for both salaried and hourly employees and those hours are used by reports in HR Management for determining full-time employee status. Reports in HR Management rely on hours worked entered through EWS.

NOTE: Using EWS to track hours worked is the most efficient way to identify full-time employees for ACA reporting.



ACA Setup Comparison

Customers with Payroll only Customers with Payroll & HRCustomers with Payroll, HR, & EWS

Payroll Module(Optional): Check Issue Electronic Form 1095 box (in Payroll or HR)

Payroll ModuleFields are shared with HR, enter appropriate in HR module (see below)

Payroll ModuleFields are shared with HR, enter appropriate in HR module (see below)

HR Module • Benefit Plans: For applicable

Health Insurance plans, check the Affordable Care Act Appli-cable box.

• Details: Apply ACA benefit plan to each employee’s detail records.

• Details: Enter employee dependents

• (Optional) Details: Check Issue Electronic Form 1095 from W2/Voucher tab

• Form 1095-C: Complete Form 1095-C

Not Required, but helpful:• Verify employee records up to

date on Current Pay and Ter-mination tabs

HR Module • Benefit Plans: For applicable

Health Insurance plans, check the Affordable Care Act Appli-cable box.

• Details: Apply ACA benefit plan to each employee’s detail records.

• Details: Enter employee dependents

• (Optional) Details: Check Issue Electronic Form 1095 from W2/Voucher tab

• Form 1095-C: Complete Form 1095-C

Not Required, but helpful:• Verify employee records up to

date on Current Pay and Ter-mination tabs

EWS:• (Optional): EWS System Set-

tings: Allow edits for Depen-dents

• Employees complete depen-dent information

• Employees can request changes (e.g. address).

• Employees track their hours.

Manual tracking of FTE employee hours, FTE determination, and health plan tracking.

Data is manually entered into the Aatrix grid during tax reporting period.

Manual determination of FTE status, and employee hours.

NOTE: Hours can be imported into HR for FTE determination. Contact your Abila Business Partner for assistance.



HR Management Setup

Maintain > Benefit Plans > [select Benefit Code]

If the Health Benefit Plan is eligible for ACA reporting:

1. In the Affordable Care Act section:

a. Check the Applicable box.

b. Select the applicable Policy Origin from the drop-down menu. The selection populates Form 1095-B, Part I, Line 8.

c. Check the Self-Insured box if your organization is self-insured.

2. Select the Vendor ID from the drop-down menu. The available vendors flow through from the Accounts Payable module in MIP. The field is used when completing Form 1095-B, Part III.

Details > Employee Information > Benefit Plans tab• Assign the applicable ACA health plan to the employee.



Details > Employee Information > Dependents tab

NOTE: Dependents are only required if your organization is self-insured.

• Use the Dependents tab to record the name, social security number, and birthday for each dependent.

NOTE: The IRS requires that a reasonable attempt to obtain the social security numbers of dependents should be made. The birthday may be used if the social security number is not available after reasonable attempts to obtain the number.

Details > Employee Information > W2/Voucher tab Select the check box Issue Electronic Form 1095 to indicate the form will be issued electronically to

the employee using Tax Forms and eFiling by Aatrix®. The default position is unchecked. This is a shared field with Payroll on the Maintain > Payroll > Employee Information > W-2 tab. Checking the box in HR Management activates the box in Payroll. The selection is used for generating Form 1095-C and Form 1095-B.

NOTE: Employees must affirmatively consent to receive the form electronically. The final regulations explicitly allow statement recipients to provide consent and to access section 6055 statements in response to a notice on a website.



Form 1095-C Data Entry Overview

Use HR Management > Details > Form 1095-C to enter health insurance information required by the Affordable Care Act (ACA) regulations for employees and their dependents. Form 1095-C is used to report the Minimum Essential Coverage (MEC) offered to each employee. Actual benefit selections by employees and dependents may be different than the MEC. Selections entered on this form are used to populate the forms using Tax Forms and eFiling by Aatrix® in Payroll.

Form 1095-C is furnished to the employee, and Form 1094-C is the transmittal form filed with the IRS along with copies of the 1095-C. HR Management will capture the health care benefits coverage assigned for each employee including dependents. Use the MIP Payroll module to produce and file the forms for the employee and the IRS through the Aatrix menu. Users may print the forms through Aatrix or select to file electronically.

Enter information directly on the 1095-C form for each employee, or use the Mass Update feature to enter information that is the same for every employee or for groups of employees. Then use Form 1095-C to modify the employee information individually.

Employers subject to reporting under both sections 6055 and 6056 may use Form 1095-C to satisfy the reporting requirements for both sections.

TIP: HR Management > Details > Form 1095-C is used for data entry only. The data entered here will flow through to Tax Forms and eFiling by Aatrix® in Payroll.



IRS Form 1095-CPart I contains the employee information (Name, address and social security number) and the employer information (Name, address, contact phone, and TIN). The official form is completed using Tax Forms and eFiling by Aatrix® which will populate the fields using data from MIP Payroll and HR Management modules. The employer contact phone number should be the phone number for the person to contact who is responsible for answering any questions related to information reported on the form.

Part II contains three sections to be completed for each employee. Codes for Line 14 and Line 16 and instructions for Line 15 are listed on the bottom of the form.

Line 14 contains the Employee Offer of Coverage information. Aatrix will use codes selected using HR Management > Details > Form 1095-C to populate the official form. A code must be entered for each calendar month January through December, even if the employee was not a full-time employee for one or more calendar months.

Line 15 is the Employee Share of Lowest Cost Monthly Premium. Aatrix will use amounts entered using HR Management > Details > Form 1095-C to populate the official form. The amounts entered are for the employee share of the lowest-cost monthly premium for self-only minimum essential coverage providing the minimum value that is offered to the employee. Enter amounts in each field only if you selected codes 1B, 1C, 1D, or 1E for Line 14. This may not be the amount the employee is actually paying, for example, if the employee chose to enroll in more expensive coverage such as family coverage.

Line 16 is the Applicable Section 4980H Safe Harbor. The Series 2 codes selected using HR Management > Details > Form 1095-C are used by Aatrix to populate the official form. Only one selection per month is allowed. The IRS instructions for Form 1095-C provide guidance on which code to use if more than one code from Series 2 could apply.

Safe harbors are methods that employers may use, but are not require to use, to determine which employees are treated as full-time employees for purposes of the shared employer responsibility provision of Section 4980H of the Internal Revenue Code.

When values are entered for January for Lines 14, 15, or 16, a prompt appears with the option to enter the value for the rest of the months. Select Yes or No to continue.



Part III is populated by the Application for employers who are self-insured using data from Employee Information and HR Dependents tab. IRS instructions for Form 1095-C indicate that Part III should include any employee who enrolls in the health coverage, whether or not the employee is a full-time employee for any month of the calendar year.

FOR MORE INFORMATION: Please consult with your tax advisor and insurance professional for information on coverage that constitutes the minimum essential coverage requirements.



Completing Form 1095-CHR Management contains a form for entering data required on Lines 14, 15, and 16 for Form 1095-C. To access Form 1095-C, select Details > Form 1095-C.

The form displays fields for the employee ID, the benefit year, and the benefit ID. There is a check box to indicate that the employer provided self-insurance coverage.

Form 1095-C Fields

Employee ID: Select the Employee ID from the drop-down list. Once selected, the employee name and address displays.

Year ID: Enter the Year ID, or accept the current year default.

Benefit ID: Select the Benefit ID from the drop-down list. Benefit IDs that are assigned a Benefit Type of Health Insurance and have the ACA Applicable box checked from Maintain > Benefit Plans are available to select.

Display Fields: The employee name and address displays along with the benefit plan and premium assigned to the employee on the HR Management > Details > Employee Info > Benefit Plans tab.

Employer provided self-insured coverage: If the employer provided self-insurance coverage, select the box.

Part II

14 Offer of Coverage: On row 14 Offer of Coverage, select the code from the drop-down list for each month. The codes are identified in the Code Series 1, offer of Coverage list on the Line 14 Instructions on



the entry form. The Application offers the option to update the remaining months with the January values by clicking Yes.

15 Employee Share of Lowest Cost Monthly Premium: Enter an amount for each month, if applicable. The Application offers the option to update the remaining months with the January values by clicking Yes.

NOTE: This field will be enabled only if one of the following codes is selected in Line 14: 1B, 1C, 1D, or 1E.

16 Applicable Section 4980H Safe Harbor: Select the code from the drop-down list for each month, if applicable. The codes 2A through 2I are identified in the Code Series 2, Offer of Coverage list on the entry form. The Application offers the option to update the remaining months with the January values by clicking Yes.

Click Save and repeat the steps for each employee.

The bottom of Form 1095-C contains instructions for Line 14, Line 15 and lists the Code Series for Offer of Coverage for Line 14 and the Section 4980H Safe Harbor Codes for Line 16.

FOR MORE INFORMATION: Please refer to IRS Publication Instructions for Forms 1094-C and 1095-C for detailed instructions and definitions to complete Form 1095-C. Visit www.irs.gov for the publication and additional information.



Using Mass Update to Complete Form 1095-C Data EntryUse the Mass Update feature to set the Benefit Plan ID, the Line 14 choice, the Line 15 choice, and the Line 16 choice for multiple employees at once. You are selecting the options for minimum essential coverage offered, so they may be the same for most employees even though the actual benefit each employee is enrolled in may be different. Mass Update facilitates selecting the insurance option that fits selected employees. If more than one health insurance option is offered, use mass update for the most common option and update the other employees individually using Form 1095-C directly. Filtering by location, department, and active employees is available using mass update and offers additional options for updating groups of employees.

Mass Update allows the assignment of any Benefit Plan ID to the Benefit ID field on the Form 1095-C. Updating the Benefit ID directly on the Form 1095-C (Details > Form 1095-C) allows the selection of a Benefit Plan with Benefit Type of Health Insurance only (Maintain > Benefit Plans).

The Mass Update Filter field is pre-populated with a filter for all active employees. Delete the filter for active employees to update all employees. Other filters may be applied to update selected employees. For example, you may update employees by department or location by applying a filter.

NOTE: Before using Mass Update, perform a backup of the database. The Application displays a dialog box containing a reminder to perform a backup when users activate the mass update feature.

To Use Mass Update: 1. Select Activities > Mass Update.

2. Select Form 1095-C as the Field to Update.

3. Select an option from the dropdown box for the field you wish to update, such as Line 14 All Months. There is an option for all months as well as an option for each month for lines 14, 15, and 16 on the 1095-C.



4. Enter the year to update and enter the New Value for the field, such as 1A enclosed in single quotes: ‘1A’. The values may be selected from the instruction section on the Form 1095-C at Details > Form 1095-C. See the following illustration for an example.

5. You may update the Benefit Plan ID selected on Form 1095-C using the same steps. Select Benefit Plan ID under Form 1095-C Field to Update. To enter the New Value, click the box. A Formula Builder box opens. Enter the desired value enclosed in single quotes. Click OK to close the form. Click Save to continue working on the form.

TIP: See the following example to complete the Mass Update form.

6. After clicking OK, the Mass Update form displays the Before and After values. Click Submit to update the values on the employee records on the Form 1095-C.



7. After using Mass Update, use Details > Form 1095-C to select and edit individual employee records. Select the Employee ID and reporting Year ID and make the applicable updates to the employee’s Form 1095-C information.



Activity: Use Mass Update to Update Form 1095-C

Menu: HR Management > Activities > Mass Update

Click OK to the database backup message.

Update Benefit Plan ID Field to Update: Form 1095-C, then select Benefit Plan ID

Year: 20XX

Navigate to the New Value box and left-click to display the Formula Builder

Type the Formula: ‘BSPPO’

NOTE: You must include the parenthesis on either side of the formula above.

Click OK.

Review the Before and After results in the Mass Update Results grid.

Click Submit.

Review the message to see how many records will be updated. Click Yes, to continue.

Review the message that confirms the records were updated. Click OK.




Activity: Use Mass Update <continued>

Update Line 14 Field to Update: Line 14 All Months

Year: 20XX

Navigate to the New Value box and left-click to display the Formula Builder

In the Formula box, delete the previous formula, and type formula:‘1A’

NOTE: You must include the parenthesis on either side of the formula above.

Click OK.

Review the Before and After results in the Mass Update Results grid.

Click Submit.

Review the message to see how many records will be updated. Click Yes, to continue.

Review the message that confirms the records were updated. Click OK.

Click Close.



Activity: Edit Form 1095-C

Menu: HR Management > Details > Form 1095-C

Employee ID: Adams

Year ID: 20XX

Observe that the Benefit ID, and Line 14 fields are populated with the values from the Mass Update.

Edit Line 16 > Jan: 2C

When prompted, “Do you want to update the remaining Months with this value?”

Click Yes

Click Save

Click Close


Human Resource Management ACA Reporting Checklist

ACA Reporting ChecklistHR Management

1. Maintain Benefit Plans. For ACA benefit plans:

a. In the Benefit Type box, selection must be Health Insurance.

b. In the Affordable Care Act section, check Applicable.

c. In the Payroll Timesheet section, Effective and Expiration dates must reflect the 1095-C reporting year.

2. Verify Employee Info.

a. Personal tab - Select an employee

b. Benefit Plans tab - Assign applicable ACA health plans.

c. Dependents tab - Update dependent social security numbers and/or birthdays as needed.

d. W2/Voucher tab - (Optional): Select Issue Electronic Form 1095 for each employee who has consented to receive forms electronically.

3. Complete Form 1095-C for all FTEs.

a. Use Mass Update to enter data for multiple employees at once from HR Management > Activities > Mass Update.

b. Maintain individual employee’s information for Form 1095-C from HR Management > Details > Form 1095-C.

NOTE: The information is provided as a general guideline. Organizations should consult with their tax advisors and insurance professionals for specific guidance on reporting and compliance with the ACA regulations.


Query Abila MIP Fund AccountingTM

QueryYou may create, run, export, print and save queries in HR Management, from Query > Run Query > HR Query.

To create a query, select a table from the drop-down list, elect to filter for active employees only, enter dates if applicable, and select the columns to include in the query. Save, export to Excel, or print your query.

Query Drop-Down List – From the drop-down list, select a table.

Active Employees Only – Select this check box to only display active employees.

From – Accept the default date or enter a beginning date, if available. This will filter your data records to display only the information that is within the date range.

To – Accept the default date or enter an ending date, if available. This will filter your data records to display only the information that is within the date range.


Human Resource Management Query

Select Criteria – Select the check box(es) to include the fields in the Query Table.

Query Table – The selected fields are displayed.

Grouping: Drag column headers to Drag a column header here to group by that column (the gray bar) to group by that column.

Sorting: Click a column header to display the sort indicator button and sort the column in ascending or descending order. Use the Filter button to filter for specific items.

Summaries: Select the Sum button to display the Select Summaries form and apply a summary function to the column.

When you have finished customizing your query, select the Print button to print the results of the query or the Excel button to export the results to Microsoft Excel. You may also save your query by selecting the Save Layout button or load a saved query by selecting the Load Layout button.

TIP: Layouts are saved with a file type of lyt. You should save the layout to a common location if you would like to share the layout.

TIP: An item must be selected from the Query drop-down list to display the Load Layout button.


Query Abila MIP Fund AccountingTM

Activity: Run Query

Menu: HR Management > Query > Run Query

Table: Earnings History

Active Employees Only: Remove check mark

From: 09/01/XXXX

To: 12/31/XXXX

Customize Fields:

Group by: EarnCodeID

Open EarnCode 10 Wages

Click heading to sort by: EmployeeID

Click Sum next to DocNum and summarize by: Count

Click OK

Click Sum next to Hours and summarize by: Average

Click OK

Click Sum next to Amount and summarize by: Sum

Click OK

Export: To Excel

Save Layout: Emp Check History.lyt

Save to your Desktop.

Click Close


Human Resource Management Reporting

Reporting The HR Management module includes a comprehensive set of standard human resources and payroll reports. In addition to using and refining the standard reports, you may use the Report Writer tool to create custom reports.

Standard ReportsStandard reports are available from the Reports menu and are classified as HR (Human Resource) or Payroll reports.

A list of the Standard Reports with a brief description of each report is available in online Help at Help > Contents > Reports > Overview of HR Reports > HR Reports.

A list of Payroll reports with a brief description of each report is available in online Help at Help > Contents > Reports > Overview of HR Reports > Payroll Reports.

Report Filter

Select a report from the drop-down list. This displays the report filter form.

The report tabs identify the fields that you may use to filter the data contained in the report. Reports may have different tabs, but some tabs, such as Department, Location, and Employee, are available on multiple reports. The tabs are used to define the filters applied to the selected report.


Reporting Abila MIP Fund AccountingTM

NOTE: The fields in each report, their layout, and any sub-totaling are predefined and cannot be changed by the user.

The selection tab below each bar includes some general options.

All {Filter Name} – This box is selected by default. To filter for specific items listed on the tab deselect the box and check the item(s) on the tab to include in the report.

Group By – Select an item from the drop-down list to group the report .

Payroll Status – Select to include All, Active, Inactive, Discontinued, or Active & Inactive records in the report.

You may group the list of items on a tab by dragging the column heading up to the header bar or

selecting the Filter button. Reorganizing the list may make it easier to find and select specific items.

Processing Group tab

The first tab on most reports offers filtering by Payroll Processing Group. By default all Processing Groups are selected. Remove the All Processing Groups check mark and select one or more groups. With the check mark removed, column headings may be dragged to the header bar to group by that column.



2nd and 3rd tabs

The second and third tabs are usually specific to the content of the report and may provide for selecting a range of dates; pay type, e.g. salary or hourly; specific codes; or timesheet type.

Location, Department and Employee tabs

The final three tabs on most reports offer filtering by Location, Department and Employee. By default, all locations, departments and employees are selected. Remove the All {Filter Name} check mark and select one or more locations, departments or employees. With the check mark removed, column headings may be dragged to the header bar to group by that column.

After making your selections, click the OK button to generate the report or the Cancel button to close the report setup form.

Report Viewer

If you click OK to generate the report, the Application displays the Report Viewer form. The report viewer includes the following Auxiliary Buttons.

Use these buttons, from left to right, to:

Select an item in the Document Map to take you to the specific information in the report.

Select the binocular icon to search for specific text strings.

Select the folder icon to open a report saved in the .prnx format.

Select the disk icon to save a report in the .prnx format.

Select the Print icon to select a printer and print the report.

Select the Quick Print icon to print the report on your default printer.

Select the Page Setup icon to change the page orientation, margins and paper stock prior to printing.

Select the Scale icon to change the reports magnification.

Select the Hand Tool icon to grab and drag the report within its form.

Select the Magnifier icon to zoom in and out.

Select the Zoom Out icon to zoom out.

Select the Zoom drop-down to change the report view to selected magnifications.

Select the Zoom In icon to zoom in.

Select the paging icons to go to the next page, previous page, first page, or last page on the report.

Select the Multiple Pages icon to select the number of pages displayed within the report form.

Select the Color icon to change the report’s background color.



Select the Watermark icon to add a Text or Picture watermark to the report. Select from the drop-down list or type your own Text watermark. Select Load Image to add a picture watermark. Work with Options on the Text or Picture watermark screens to customize your watermark.

Select the Export Document drop-down to export the report to a particular file format: PDF, XLS, Text, HTML, or CSV.

Select the Send via Email icon drop-down to export the report to a particular file format and include it as an attachment in an email message.

Select the Exit, Close Preview, icon to close the report’s display.

Select the drop-down to the right of the Close Preview icon to add or remove buttons from the toolbar.

NOTE: Customized toolbar selections are not retained from report to report.



Activity: Run Standard Report

Menu: HR Management > Reports > HR > Benefit Plans > Benefits By Employee

Processing Group Tab: Uncheck All Processing Groups

Select Admin

Benefit Plans Codes Tab: Uncheck All Codes

Select BSPPO

Benefit Plans Dates Tab: Payroll Status: Select Active

Effective Date Range: Accept Default

Expiration Date Range: Accept Default

Location Tab: Accept Default (All Locations)

Department Tab: Accept Default (All Departments)

Employee Tab: Accept Default (All Employees)

Click OK to run the report.

Review the displayed report.

Click Exit to close the preview.

Click Cancel to close the report setup.



Report WriterIn addition to using the standard reports you may create custom reports using Reports > Report Writer. The Report Writer is a powerful tool that allows you to create customized reports using your SQL Database table data.

Although a full discussion of the Report Writer is beyond the scope to this training guide, a brief overview is provided below.

FOR MORE INFORMATION: Please check for HR Data Management and Reporting classes on the Abila University web site, www.abilauniversity.com/fundaccounting, for more information on creating custom reports in the HR Management module.

Use the report writer to create two primary types of reports, Standard Reports and Label Reports.

Standard Reports

The following steps outline how to create a simple customized standard report using the built in Report Wizard. This section is not intended to show all the features but to give general direction on creating a report.

1. To begin, select File > New to display the Report Wizard.

2. Select your data source for the new report. You can only select one table at a time.

3. Click OK to begin the Wizard.

4. The Welcome to the Report Wizard panel displays. Select a Report Type and click Next.

Select Standard Report to create a report and continue to the next step.

Select Label Report to create labels. For these steps, see the Label Reports section below.

5. Choose columns to display in your report. Select from the Available fields column and move them to the Fields to display in a report column. The field names are the actual names of the columns located in the SQL Database Tables.

6. Once you have selected all of your columns, click Next to add grouping levels or Finish to generate your report.

7. If you selected the option to add grouping levels, use the >, +>, < mover to select what you want to group by and ^ and V mover to designate Priority. Click Next to select summary options or Finish to generate your report.

8. If you applied groups to the report you may select totals to be displayed for each data group and grand totals for the entire report. Select the summary values you would like to include in the report then click Next to customize the layout or Finish to generate your report.

9. If you decide to arrange the layout of your report, select the Layout and Orientation options, and the Adjust field widths check box.



If your report is grouped select one of the following Layout options: Stepped, Outline 1, Outline 2, Align Left 1, or Align Left 2. Selecting an option will display a sample format in the window to the left of the left of the layout options.

If your report is not grouped select one of the following Layout options: Columnar (to display your data in columns top to bottom, left to right); Tabular (to display your data in columns from left to right); or Justified (to display your data in columns to fit on one page).

Select one of the following Orientation options: Portrait (narrow across and long) or Landscape (wide across and short).

You can also clear the Adjust the field width so all fields fit on page check box if you want the fields to roll over onto an additional page.

Click Next to customize your report’s style or click Finish to generate your report.

10. If you selected the option to style your report, select from the following options:

Bold - Select this option to bold the report’s Title and Caption in color.

Casual - Select this option to bold the report’s Title in color and Bold in black the Caption.

Compact - Select this option to bold the report’s Title in black.

Corporate - Select this option to bold and italicize the Title and Caption in color.

Formal - Select this option to bold the report’s Title and Caption in black.

Click Next to customize the title of your report, or click Finish to generate your report.

11. If you selected the option to customize the title of your report, enter the report’s title in the field provided. Click Finish to generate your report.

12. Once you generate your report, a type of Navigator form displays. The Tool Box, on the left, changes the Standard Controls within your report. The Main window, center, displays your report in raw format. The Report Explorer Tab, on the right at the top, first tab, displays the pieces that make up your report such as Margins, Header, Details, and Footer. The Field List Tab, on the right at the top, second tab, displays the report database table being used. And the Property Grid, on the right at the bottom, displays the appearance properties for the selected section of the report.

13. Click the Preview Tab to view your report in a what you see is what you get type format.

14. Click the HTML View Tab to view your report without the formatting.

Label Reports

The following steps outline how to create a simple customized label report using the built in Report Wizard. This section is not intended to show all the features but to give general direction on creating a report.

1. To begin, select File > New to display the Report Wizard.

2. Select your data source for the new report. You can only select one table at a time.

3. Click OK to begin the wizard.



4. The Welcome to the Report Wizard panel displays. Select a Report Type and click the Next button.

Select Standard Report to create a report. For these steps, see Standard Reports.

Select Label Report to create labels and continue to the next step.

5. Enter the label information. Select one of the predefined labels by label product and product number. Click Next to customize the label’s options, or click Finish to generate your report.

6. If you selected the option to customize the label, adjust the label’s parameters and page size. Click Finish to generate your report.

7. Once you generate your report, a type of Navigator form displays. The Tool Box (on the left) changes the Standard Controls within your report. The Main window (center) displays your report in raw format. The Report Explorer Tab (on the right at the top, first tab) displays the pieces that make up your report such as Margins and Details. The Field List Tab (on the right at the top, second tab) displays the report database table being used. And the Property Grid (on the right at the bottom) displays the appearance properties for the selected section of the report.

8. Click the Preview Tab to view your report in a what you see is what you get type format.

9. Click the HTML View Tab to view your report without the formatting.


Human Resource Management Mass Update

Mass UpdateUse the Mass Update form, Activities > Mass Update, to apply a formulaic update to employee information fields, Details > Employee Info, within the HR Management module.

NOTE: An audit record is created when you perform a mass update.

Field to Update – Select a Field to Update from the drop-down list.

Once a field is selected, the Mass Update Results section populates with the associated columns.

Mass Update Results – The contents of the Mass Update Results section changes depending on the selected Field and Filter. You may rearrange the columns by dragging and dropping the column header to the desired location.

Click a column header to display the sort indicator button and sort the column in ascending or descending order. Use the Filter button to filter for specific items.


Mass Update Abila MIP Fund AccountingTM

The results grid includes Before and After columns. The Before column displays the values of the field selected as the Field to Update before the New Value formula is applied. The After column displays the values of the field selected as the Field to Update after the New Value formula is applied. The values in the After column should be reviewed carefully as they are the values that will replace the values in the Before column when you Submit the changes.

New Value – Click in the New Value field to display the Formula Builder. Use the formula builder to build your formula by selecting database fields from the Operands tab, functions from the Function tab, and operators from the Formula Bar.

Filter – Use the Filter to limit the results in the Mass Updates Results grid. You may accept the default filter or build a filter of your own. When designing a filter, you may only filter on fields in the tblPREE, tblPRProcessGrp, SIP_HRMS_RMBS, SIP_JobCodes_HRMS, and SIP_SalaryGrade_RMBS tables. You may view a list of available tblPREE and tblPRProcessGrp fields on the Accounting > Organization > Default Table Structure form.

Select the Reload button to apply the filter and display the results in the Mass Updates Results grid.

After confirming your results, make a backup of the organization database in Accounting > File > Backup.

Select the Submit button. You will receive a prompt indicating the number of records selected to be updates. Select Yes to continue or No to return to the form. If you select Yes, you will receive a prompt indicting the actual number of rows updated. Select OK to close the prompt and return to the

form. You may also export your results to Microsoft Excel by selecting the Export button.

Use the Cancel button to close the form without applying the changes. Custom Formulas and Filters are not saved when you close the form.

Select the Save button to display the Mass Update ID form.

Type a Mass Update Code ID then select OK to save the mass update formula. To recall a saved formula

open the mass update form and select the Load button to display the Select Mass Update Calculation form.



Select the desired Calc ID the select the Open button to load the saved mass update

or the Cancel button to close the form.

WARNING: You must back up your Abila MIP Fund Accounting database prior to Submitting changes. Changes update the database tables directly when submitted. You may not undo changes once submitted. However, you may restore a database backup that was made prior to submitting the changes.

TIP: Use the Save button to save formulas used in Mass Updates.

WARNING: Errors in formulas may cause unexpected results. We strongly recommend that you consult Abila Professional Services or your Abila Authorized Business Partner before attempting to use this feature.


Mass Update Abila MIP Fund AccountingTM

Optional Activity: Run Mass Update

Menu: HR Management > Activities > Mass Update

Field to Update: Department

Click in the New Value box to display the Formula Builder

Type the Formula:

IF([ProcessGroup]='Admin','101',IF([ProcessGroup]='Clerk','301',[Department]))

Click OK

Review the Before and After results in the Mass Update Results grid




Optional Activity: Run Mass Update <continued>

Click Submit

Click Yes

Click OK

Click Close

Navigate to Details > Employee Info > Current Job tab and review results


Data Export Abila MIP Fund AccountingTM

Data ExportUse the Abila Human Resource Management Data Export module to create custom export files that can be then be imported by third party applications such as a State retirement system. The Abila Human Resource Management Data Export module is an additional module that can be purchased with the HR Management module or at a later date.

The Data Export module uses SQL scripts to define how data is selected and arranged in your exported file. We recommend that you consult Abila Professional Services or your Abila Authorized Business Partner for assistance with creating the scripts. Errors in scripts can generate unexpected results.

Select Activities > Data Export to display the Data Export form.

Settings Tab

Use the Settings Tab to define the parameters of the export files and create a template. You can create as many export templates as you need. To create a new

template click the New button and enter an Export ID and description. Select a File Type and enter a Batch ID. Enter your Header Row, SQL Script and Footer Row. You may also elect to use the column titles in the first row or to use start and end dates.

Last Ran – The Application displays the date and time the data was last exported.

Export ID – Enter an identifier and a description.

Status – The Application defaults to Active. Select Inactive to make the Export ID no longer accessible.

File Type – Select CSV or Fixed Length. These are the two types of files that are used for exporting.


Human Resource Management Data Export

Use Column Titles in 1st Row – Select this box to include the column titles in the first row of the data.

BatchID – Enter a batch identifier.

Use Start and End Dates – Select this box to set limits on the data being exported by using dates. You will need to enter Start and End dates and the data will be collected for the time period in between these two dates and include these dates.

Start – Enter a begin date. This is the first day you want represented in your data export.

End – Enter the end date. This is the last day you want represented in your data export.

Header Row – Enter the header script.

SQL Script – Enter the SQL Script you are using to export your data.

Footer Row – Enter the footer script, such as record subtotals which is required for some state retirement plans.

Click the Export button after entering your information and selections to export the data. You may specify the location and file name of the export file.

TIP: Before exporting, click the Script Results tab and preview your data.

After making changes to your export template you may select the Undo button to revert to

the last saved version of the template or select the Save button to save your changes. You can delete a template you are no longer using by selecting the template from the Export ID drop-down list and

clicking the Delete button.



Script Results Tab

Use the Script Results tab to preview your data before exporting it.

Click the Test button to display your script results in the results pane. The preview function displays only the results of the SQL Script and not the Header Row or Footer Row.

WARNING: The Data Import module uses SQL scripts to define how data is selected and arranged in your exported file. We recommend that you consult Abila Professional Services or your Abila Authorized Business Partner for assistance with creating the scripts. Errors in scripts can generate unexpected results.


Human Resource Management Data Export

Optional Activity: Create a Data Export File

Menu: HR Management > Activities > Data Export

Settings Tab Last Ran: Display Only

Export ID: Employee Data

Status: Active

File Type: CSV

Use Column Titles in 1st Row: Selected

BatchID: HRM100

Use Start and End Dates: Not Selected

Start: Not Available

End: Not Available

Header Row: No Changes

SQL Script: SELECT *

FROM tblPREE

Footer Row: No Changes

Script Results Tab Click Test to display your script results in the results pane.

Review and confirm your results.

Settings Tab Click Export

Save to your desktop with the file name of HR Class Export.

Navigate to your desktop and review the data file.

Close the file.


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