PPMS Spring User Group Meeting 5/30/2012Presented by Susan Engel

PaymentsTables and Screens used to generate pay PS9026 – Employee Type TablePS9023 – Pay Cycle Table

PS1000 – Payroll Schedule Initialization ScreenPS1002 – Payroll Time Reporting ScreenPS1004 – Time Report Screen

Multi-paymentshttp://www.cis.ctc.edu/wctc/ppms/pp/MultiPayDed.pdf TLR uploads

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In order to pay an employee, we must first:1) Define the various Employee Types

(PS9026)2) Define the Payroll Cycle, Pay Periods &

Pay Dates (PS9023)3) Initialize a Payroll Schedule (PS1000)4) Enter Time Worked (PS1002)5) Enter Time Worked, en masse

(PS1004) or TLR

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Screen PS9026 – Employee Type Table

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The Employee Type Table is the table that defines your college’s employee types.

Screen PS9026 – Employee Type Table

Valid codes are as follows:

C – Classified P – Part-time FacultyE – Exempt S - StudentF – Faculty R – Supplemental RetireeH – Hourly V - Volunteer

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Screen PS9026 – Employee Type Table

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Along with defining an Employee Type, there are default plans associated with each Employee Type that minimizes future input.

Screen PS9026 – Employee Type Table

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The Default Plans: Medical & Dental are system-defined codes identifying the plan that is typically assigned to this employee type.

Note: The plan code must be on PS9008 - Health Plan Table

Screen PS9026 – Employee Type Table

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The Default Leave Plans are user-defined codes identifying the plan(s) that are typically assigned to this employee type.

Note: The leave code must be on PS9009 – Leave Accrual Table

Screen PS9026 – Employee Type Table

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The Default Retirement Plan is a system-defined code identifying the plan that is typically assigned to this employee type.

Note: The retirement plan code must be on PS9041 – Retirement Plan Table

Screen PS9026 – Employee Type Table

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The Leave Balance Units is a system-defined code identifying the units in which the leave balances are maintained for this Employee Type.

Valid codes are: D – days H – hours N – not applicable

Screen PS9026 – Employee Type Table

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The Medical Aid Reporting Option is a system-defined code identifying how medical aid hours are to be calculated for this Employee Type.

Valid codes are: A – actual hours

F – fixed hours based on % of full time

Screen PS9026 – Employee Type Table

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The Employee History Indicator is a system-defined code indicating if an employee history should be maintained for this Employee Type.

Valid codes are: A – All employees

N – No History

P – Permanent employees only

Screen PS9026 – Employee Type Table

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The Separation Months is a code identifying the number of months that should pass from the last pay date before this Employee Type should be automatically separated.

Valid codes are: 01-98 number of months until automatic separation

99 do not perform automatic separation

Screen PS9026 – Employee Type Table

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Here is an example of an Hourly Employee Type.

Notice that some of the “Defaults” are blank as this Employee Type is not eligible for medical or retirement benefits, nor do they accrue leave.

Screen PS9023 – Pay Cycle Table

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Once the Employee Types have been set up, the Pay Cycles need to be defined. Screen PS9023 is the screen that defines the actual Pay Cycle , the Title and when the pay periods begin and end, and the check date for each Pay Cycle.

Pay Cycle Coding and Title

Pay Cycle (s1) first character if the pay cycle code is the pre-defined pay cycle frequency code. s= semimonthly. The second character of the pay cycle code is college defined 1 = Classified and Exempt employees

Pay Cycle Title is also college defined

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Screen PS9023 – Pay Cycle Table

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In this example, the “S1” Pay Cycle will be getting paid twice a month. Pay periods begin on the 1st and 16th of each month and end on the 15th and last day of each month. Paydays follow the state calendar with checks being issued on the 10th and 25th of each month with adjustments for weekends as well as state and banking holidays.

Screen PS1000 – Payroll Schedule Initialization Screen

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Screen PS1000 is where the Pay Cycle meets the Payroll Schedule. Once these 2 have been linked together (the Cycle & the Schedule) an actual Pay Day has been created and a payroll can be processed.

Screen PS1000 – Payroll Schedule Initialization Screen

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The Regular Check Date, the Pay Period End Date and the Pay Period Begin Date fields must match what is recorded on the PS9023 (Pay Cycle Table) for the specific Pay Cycle (S1, in this example).

Screen PS1000 – Payroll Schedule Initialization Screen

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If these fields don’t match what is recorded on the PS9023 (Pay Cycle Table) for the specific Pay Cycle the screen will give you the following error and not let you out of the screen.

Screen PS1002 – Payroll Time Reporting Screen

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The PS1002 screen is to input those employees paid by the hour versus by contract or salary. If all has been setup correctly, all needed fields have been completed except the Time field.

Screen PS1002 – Payroll Time Reporting Screen

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If the job is being paid out of cycle, the Pay Per End Date, Account Code, Rate/Amt, Earn Type and Time fields must all be entered.

Screen PS1004 – Time Report Screen

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To input several hourly paid employees at a time, run the PG611R (Payroll Time Reporting job). The screen PS1004 is accessed by entering the Pay Cycle in Key 1, the page from the printed report (PS1710A) in Key 2 and the Payroll Schedule in Key 3.

Screen PS1004 – Time Report Screen

Any changes, additions or deletions to these transactions must be done on the Payroll Time Reporting Screen (PS1002) as the “C” (change) or “D” (delete) functions are not available on screen PS1004.

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Multiple Payments/DeductionsMultiple payments are also referred to as a

balloon payment in PPMS .

The Multiple or Balloon Payment: A large, lump-sum payment scheduled at the end of a series of considerably smaller periodic payments.

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Multiple Payments/DeductionsWho should receive Multiple Payments

and/or Deductions? Faculty Cyclical Employees Employees on Family Medical Leave

Employees who have a break per their contract or agreement, to ensure deductions continueuninterrupted throughout the non-workingperiod.

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Multiple Payments/Deductions

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To generate multiple payments, screens PS0003 – Job Account Screen must be updated to process the multiple payment.

The “Mult Pymt Cd” field needs to contain the number of multiple payments, including the current payment.

Multiple Payments/Deductions

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PS1000 – Payroll Initialization Screen must also be updated to process the multiple payment.

There is a limit of 3 different multiple payment numbers for each pay cycle.

Multiple Payments/Deductions

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Calendar codes are defined on screen PS9017 and define how many deductions are to be taken (new & old) and how many are to be put into a Prepaid “holding” account.

In this instance, on the 06A payroll, 7 deductions will be taken with 6 of them put into the Prepaid “holding” account.

Multiple Payments/Deductions

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After creating the deduction calendar codes, the next step is to update the PS9002 – Deduction Table.

To associate a Deduction Code with a Deduction Calendar Code, enter a Calendar Code in the Deduction Calendar field.

Multiple Payments/DeductionsOnce you have completed these screen updates:

PS0003 – Job Account ScreenTo define the # of payments the employee is to receive.

PS1000 – Payroll Schedule Initialization ScreenTo identify what Payroll Schedule the Multiple Payments

will be processed.PS9017 – Deduction Calendar

To define the Calendar Codes for processing Multiple Deductions.PS9002 – Deduction Table

To associate the Deduction Code with the Calendar Code.

Now you are ready to run a test payroll and CHECK EVERYTHING.

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Multiple Payments/Deductionshttp://www.cis.ctc.edu/wctc/ppms/PP/index.htmThis url contains much further detail and

examples explaining the many different scenarios this process can provide, answering questions like:Do I take multiple deductions for garnishments?Do I take multiple deductions for Additional Federal

Withholding?What happens if there’s a rate change in the middle of

the Prepayments?I have an employee retiring who is to receive a multiple

payment, do I need to process them differently?

….and many more “exceptions”.37

Time and Leave Reporting For the purpose of this class we will only be looking at the uploads to PPMS.

The upload process has 3 steps to ensure timesheets are load properly to PPMS

1.Create Time Export File in TLR 2.Run FTP process to move time transactions into PPMS3.Review report 1645A and 1650 B and correct any issues that may have occurred.

#1. Creating Export File – TLR

Select Timesheet Export in TLR Payroll Menu. Select file and run process. Once the process has been completed you should receive a file number.

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# 2. What is the FTP process to move the time transactions Schedule PG650R to Upload Positive Time Transactions

Job Parameters for PG650R

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#3. Review PS1645A and PS1645B After PG650R has run possibly two reports

will generate.PS1645A list all the transactions that were

successfully loaded into PPMS. PS1645B list error records that were not

uploaded. These are transactions that will need to be researched and corrected.

Individual transactions can be viewed on PS1002

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Sample PS1645A

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Sample PS1645B

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