ORGANIZATION MASTER
BANK MASTER
GO MENU SETUP
LIST MASTER (order on drop down list on Employee Master)
LIST GROUP – (order on GO button on Employee Master)
Tip: set up based on user duties
i.e. setting up new employee
EMPLOYMENT STATUS
o
JOB CODES
Expected Months employees assigned to this job code area expected to work (optional)
Pay Class – populate Pay Class associated with this job when setting up new job (optional)
EMPLOYEE CATEGORIES
Select defaults to populate various screens when setting up a new Employee and assigning an
Employee Category
If accruing leaves –using Leave Profile will load leave codes & accrue process will load time
EMPLOYEE CATEGORY GROUPS
Groups are used to process payrolls and to generate reports for a specific group of employees
Keep one group of ALL Employee Categories – if you add a new Employee Category to your
database, also add to the ALL group.
EMPLOYEE DEDUCTION/BENEFIT PROFILES
Optional – set up groups of ded/ben codes commonly applied to new employees, then apply to
new employees on Employee Master or Employee Category
(optional)
- set up ”TERM” profile with all ded/bens that will be end dated/stopped as of term date
- POST TERM profile to automatically end date ded/bens as of specific date
- set up various ded/ben groups for new employee (i.e. full time employees receives:
retirement, life ins, health, dental, union dues, etc.; another new employee may only
receive: health & dental then create another group)
EMPLOYEE LEAVE PROFILES
Optional – set up groups of leave codes commonly applied to new employees, then apply to new
employees on Employee Master or Employee Category
EMPLOYEE EXPERIENCE PROFILES
Optional – set up groups of experience codes commonly applied to new employees, then apply to
new employees on Employee Master or Employee Category (i.e.: in state, out of state, in district)
EARNING CODES
Create unique earning codes that meet your particular needs. They define different types of pay
that an employee can receive. Provides description of earnings on reports and payroll checks.
Short Description appears on employee’s paycheck
Set defaults to auto populate jobs and payroll input (optional)
ETHNIC CODES
Used for Equal Employment Opportunity Commission (EEOC) reporting
EEO CODES
Defining the EEO codes is optional – Use Government Codes
DIRECTORY ACCESS TYPES
Will exclude what type you enter: A=exclude Address, N = no exclusion–display all information
on Employee Directory Report (HRS Reports – Employee Reports)
Enter on the Payroll tab of the Organization Master; to override a specific employee enter on the
Employee Miscellaneous screen for specific employees
GENDER MASTER
GENERATION MASTER
Optional field on Employee Master
SALUTATION MASTER
Optional field on Employee Master
MARITAL STATUS
Optional field on Employee Master – But STRONGLY recommend you enter information
Employee Master (refer to Employee Master Screens document)
PAY CLASSES
Retirement? - refers to Retirement Hours (not wages)
Create new Pay Classes as needed – for example:
- Additional Pay, No Med/SS/Fed/State
- Regular Pay, Not Subject to Retire
PAY TYPES
Preloaded – “Buckets” that hold totals for calculations
For example:
PADD - all Additional amounts
PREG - Regular Pay only
PTOT - Regular Pay and Additional
PGRS - Regular Pay and Additional and Reimbursement
PAY CLASS TYPES
Brings Pay Class and Pay Types together
Pay Class Types must include PGRS if pay processes through Labor Distribution and post to
FAS. For example reimburse MEAL or paying an employee on an a/p check and then
processing through payroll to increase taxable wage.
MEAL
MEAL
MEAL
MEAL
MEAL
MEAL
MEAL
MEAL
MEAL
MEAL
MEAL
MEAL
MEAL
WRKP
WRKP
WRKP
PFED
PMED
PRET
PMED
PLOC
PGRS
PSS
PSTA
PFED
PMED
PLOC
PSS
PSTA
PNET
PGRS
REIM
Pay Subject to Federal Tax
Pay Subject to Medicare
Pay Subject to Retirement
Pay Subject to Medicare
Pay Subject to Local Tax
Gross Pay (includes reimbursements)*
Social Security Wages
State Taxable Wages
Pay Subject to Federal Tax
Pay Subject to Medicare
Pay Subject to Local Tax
Social Security Wages
State Taxable Wages
Net Pay
Gross Pay (includes reimbursements)*
Reimbusements
Increase Net
w/o Increase Net
Work Permit Reimbursement
*needed to post to exp acctg
PAY CYCLES
Entered on Employee Pays screen and payroll input screen as a way to pay specific Job/Pay for a
specific payroll. For example an employee gets paid twice a month, but gets cell phone
reimbursed on first payroll of month (salary = S and cell phone = M; on 1st payroll of month you
would pay both S and M; then on 2nd payroll of month you would pay only the S Pay Cycle)
TAX FACTORS
Defines the number of pay checks that employees receive in a year. Used to calculate federal tax
withholding amount per pay period. Multiples the number of checks times the Tax Factor,
extracts annual tax amount from table, then divides the number of checks from the tax factor to
calculate the withholding amount per pay period.
LOCATION TYPES
If no CHCK location, then defaults to WORK (recommend entering both codes on all employees
LOCATION MASTER
Employee Master – Locations
(refer to Employee Master Screens document)
Employee Master – Employee Jobs and Pays (refer to Employee Master Screens document)
Employee Master – Distributions
(refer to Employee Master Screens document)
DEDUCTION/BENEFIT CLASSES
Define deductions and benefit classes used on the Ded/Ben Master
Display Order–determines order displayed on Ded/Ben Pays form and Ded/Ben Class List of
Values
Do not delete PNET Ded/Ben Pays
Do NOT change the defaults – this could impact W2’s and reports
When TSA is deducted from check, a subtraction is made from Net Pay, Federal and State
Taxable Wages (-1); and the bucket for Tax Sheltered Annuities is increased (1)
DED/BEN CATEGORY
Used for WRS State Retirement reporting
DEDUCTION/BENEFIT MASTER
Accommodating Employee Direct Deposit with Printed Check Distribution – must select Allow
Check and Direct Deposit check box on the Employee Direct Deposit screen if an employee will
receive a printed check. Create “ACH” ded/ben master (see page 87 in Guide to Payroll Master
File Maintenance)
To create a new Ded/Ben Code – enter new code
Corresponding Ded/Ben Code: enter Benefit code that corresponds to a Deduction, will print the
benefit and deduction next to each other on check stub. Do not enter the Deduction code on the
Benefit master.
Pay Type: indicates which pay bucket the deduction/benefit will use to calculate amount
Use PREG, not PGRS, if you do NOT want benefits (i.e. insurance) posted to salary
accounts for extra pay (i.e. coaches, advisor). Input extra pay, enter as Pay Class 11, 12,
18 (additional pay, which goes into PADD) which results in benefit not being posted
against those accounts.
Exempt Rate: use if only 1 exemption rate for Married and Single, otherwise use Organization
Master, Payroll tab, “State Amount” button (used for taxes only) FYI – Utah State Taxes are set
up using the “State Amount” button in the Organization Master screen
Short Description: prints on check stub (up to 15 alphanumeric characters)
Print Order: order to print on check stub, if 9999 then will not print on check; ded/bens in 22nd
place or lower are grouped together and printed with the combined totals on the check.
Long Description: prints on reports (up to 40 alphanumeric characters)
Category: if a retirement Ded/Ben, then need to have retirement category for printout
Calc Sequence: The order in which ded/bens are calculated. i.e.: some ded/bens are calculated
pre-tax, others after tax. (See manual for calc sequence)
Start/End Date: Leave blank if always effective
Vendor: use if creating vendor liability a/p checks, and all employees using this Ded/Ben code
will have the checks issued to the same vendor
Plans: Information entered here is for global default that is used on employee master Ded/Ben
screen, can override amount/percent for an individual employee on their master Ded/Ben screen.
(If using multiple plans on a Ded/Ben must start/end date each plan, otherwise will get a message
as to which plan you wish to use.) Start/End date in Plans block is for when the premium
starts/ends, not the deduction.
No. of Premium: If using Salary Admin, and want alio to calculate the Ded/Ben budgets, you
must fill in the number of premiums. Alio will calculate premium x # of premiums to populate
budgets. Also used to calculate benefits for PI-1202 in Wisconsin.
Percent Limit: Maximum percentage amount that can be taken for a ded/ben. When limit is
reached ded/ben is no longer applied. (3.5% enter as 3.5, not .035)
Amount / Percent: Enter dollar amount or percentage amount for ded/ben; employee ded/ben
will default to amount entered, but can be over ridden on Employee Ded/Ben screen
Min/Max Wage: Wage on which ded/ben is calculated
Credit Amount: Credit amount for taxes for specific states
Total Limit: Grand total of running balance not to exceed this amount (database total, not year).
Ded/Ben becomes inactive when limit is reached.
Period Limit: Total limit based on Period Type selected. (i.e. Monthly health premium is 100.01,
set Period Type to monthly, Limit to 100.01, and 50.01 in amount. Will deduct 50.01 on first
check of month, then second check will only deduct 50.00 because of the Period Limit set.)
Ded/Ben is no longer applied until the next period.
Period Type: Identifies the time period used in conjunction with Period Limit, Min Wage, and
Max Wage fields.
Arrears Priority / Arrears Payroll Limit / Earn Code Group: Leave blank - reserved for future use
Accounts:
- Debit Account Mask (expenditure account number for a benefit) For example: tells
system to use salary account, except replace “211” in the object field, the indicator with
“000000”, and the type with “2”.
- Credit Account Mask creates journal to the liabilities account.
- Deduction codes – leave Debit Account Mask blank
- Can have multiple lines (sequence 1, 2, etc.)
1
2
??-???-?-????-????-???
21-???-?-????-????-???
??-???-?-????-????-243
??-999-?-????-????-243
10-???-?-????-9999-???
21-???-?-????-9977-???
When setting up a new Ded/Ben find another one similar and pattern your new one after the
existing record
When adding a new Ded/Ben remember to add to the appropriate Ded/Ben Groups also
Tax Table Import is available with HRS Year End Processing and Reporting in December
DED/BEN GROUPS
create Ded/Ben groups
Employee Master – Employee Deduction/Benefit (refer to Employee Master Screens
document)
Mass Load Employee Ded/Bens (heutl16a.fmx)
LEAVE MASTER
LEAVE PLANS
See: Guide to Payroll Master File Maintenance - Page 114
Complete these fields if you Accrue this leave:
- Periods (Beginning & Ending) use 01 to 01 if accruing leaves at beginning of year
- Check box for “Accrue”
- Maximum Accrual Rates box
- Leave Rates: Accrual Rate
EMPLOYEE MASTER – EMPLOYEE LEAVES (refer to Employee Master Screens
document)
DATE TYPES
HIRE*
* = Required
TERM*
BRTH*
REHI
REH2
FNGR
DATE CODES
Add a code to a Date Type on the Employee Dates screen (i.e. Date Type: Last Review Date
with Date Code: Needs Improvement, Excellent, etc.)
EMPLOYEE MASTER – EMPLOYEE DATES (refer to Employee Master Screens
document)
BANK ROUTING TABLE
Employee Master – Employee Direct Deposit screen (refer to Employee Master Screens
document)