CONFERENCE2014

Payroll Odds and Sods

Getting the most out of OCSD691Incorrect pay and/or missed pay (cash advances)How to deal with large pay outsHow to deal with full pay LWOPWhen to void – when to reverse

CONFERENCE2014

OCSD691 – Your new best friend• (35% - 25% ELIGIBLE PENSION) – All employees become eligible by $$ • (MISSING PEN ON ASSIG) – Assignment with no pension when they have

contributed this year (helps with cas,sub not getting assigned)• (VAC% INCREMENT) – F13 increment date YYYY/MM = period end YYYY/MM• (GRID INCREMENT) – F13 increment date YYYY/MM = period end YYYY/MM• (ELIGIBLE FOR BENEFITS) – F13 benefit date YYYY/MM = period end YYYY/MM• (CHECK VAC%) – seniority/assignment date and period end to get months

service VAC4 = 0-12, VAC6 = 13-24, etc.• (PAY STEP WARNING) – Invalid pay step based on hours worked, months service..• (120 DAYS – SENIORITY) – Cas worked >= 120 days (actually shifts)• (MULTIPLE JOBS) – warning for multiple job codes on single payroll• (100 DAYS SENIORITY) – CAS has worked 100 days(shifts) eligible for seniority• (65 HOURS – INC VAC%) – Increment VAC4 after 65 hours worked

CONFERENCE2014

OCSD691 – Your new best friend• F15 Increment Teacher Experience – step change warnings• F15 Increment Teacher Seniority• F15 Increment SUB/TOC days worked (B Rate)• F15 Increment Casual and/or Support Number of Shifts

CONFERENCE2014

Incorrect Pay – Options• To consider: Tax, CPP, EI ($,hrs), Pension ($,hrs) • Overpayment

– Timecard or F8 (PAYADJ REGPAY) next payroll• EI hours and $$ … are you moving ROE record hours and amounts ?

– Cheque Void and re-pay properly (employee issues a cheque for overpayment)– Negative payroll (direct debit or employee issues a cheque for overpayment)

• Underpayment– Timecard or F8 (PAYADJ REGPAY) next payroll– Cash advance payment for approximate $ - next payroll full correction and recover advance– Void payment and re-do cheque for the individual employee (payment held OR employee issues

a cheque for overpayment)– Run another single payroll for the individual employee

CONFERENCE2014

Large Payouts – Or Retro Payments• To consider: Tax, CPP, EI ($,hrs), Pension ($,hrs/service, monthy builds) • F8 addition to regular payroll

– F8 RETRO, PAYOUT, PAYNON, RETIRE, SICOUT, VACOUT– Note: RETRO pays require a voluntary F9 pension amount as Superann, TRF, TRAF all require

separate reporting types– All inactive employees run separately on an exception payroll

• F8 exception pay– F8 RETRO, PAYOUT, PAYNON, RETIRE, SICOUT, VACOUT– F9 for TAX and pension– Turn off/exclude most deductions and benefits– Activate inactive employees to be included in the exception pay

CONFERENCE2014

Full Pay LWOP – no pay cheque• To consider: BENEFITS, Tax, CPP, EI ($,hrs), Pension ($,hrs)• Inactivate assignment OR delete timecard for no pay

– Manually promote LWOP records PAI.602– Manually add F9 F10 to collect benefits on next pay– Gets increasingly complicated if leave continues for multiple pays

• Partial pay employee to process benefit– Promote 1 LWOP to next pay .. Pay 1 day pay and process payroll with benefits– May require manual adjustments for EI records and/or pension records

CONFERENCE2014

Void PAI.410 or Reverse PAI.648• Void PAI.410

– Does not create a new run#– Typically Void Date = Cheque Date– Marks ALL records as voided – Posts adjustment records to the G/L dated with the void date– Option to reverse absence earned and used– Experience, shift totals, etc. will NOT be adjusted– Monthend deduction and pay reports WILL change

• Reverse PAI.648– Creates a new run#– Reversal Date is NOT the same as the cheque date– Creates new adjustment records for all pay and deduction amounts– Posts adjustment records to the G/L dated with the reversal date– Absence earned and used are not adjusted– Experience, shift totals, etc. will NOT be adjusted– Monthend deduction and pay reports should not change