alio HRS
new editions or updates.
The data used to illustrate the reports and screen images may include names of individuals,
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Product and company names mentioned herein may be the trademarks of their respective companies. alio is a registered trademark of Weidenhammer Systems Corporation.
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Summary of Changes . . . x
Preface . . . xii
About this Guide . . . xiii
Formatting Conventions . . . xiv
Additional Resources . . . xv
Publications . . . xv
Web Sites . . . xvii
Contacting alio Support . . . xvii
Chapter 1: Payroll Process Checklists . . . 1
Combined Payroll and Leave Processing Checklist . . . .2
Preparing Your Payroll . . . .2
Processing Your Payroll . . . .5
HRS Payroll Accounting . . . .8
FAS Payroll Accounting . . . .8
Payroll Encumbrance Processing . . . .9
Separate Payroll and Leave Processing Checklists . . . 10
Payroll Processing Checklist . . . 10
Preparing Your Payroll . . . 10
Processing Your Payroll . . . .12
HRS Payroll Accounting . . . .14
FAS Payroll Accounting . . . .15
Payroll Encumbrance Processing . . . 15
Leave Processing Checklist . . . .16
Preparing Your Payroll . . . 16
Chapter 2: Preparing Your Payroll . . . 18
Clearing Payroll Totals . . . .19
Maintaining the Payroll Control Record . . . 21
Maintaining the Pay Control Record Header . . . 22
Maintaining the Pay Control Record Line Details . . . 24
Copying a Pay Control Record . . . 28
Clearing Leave Amounts . . . 29
Managing Leave Taken by Employees . . . 32
Posting Leave Taken . . . 39
Generating the Leave Taken Posting Report . . . 40
Posting Leave Taken . . . 43
Loading Pay Records From Leave Taken . . . 45
Generating the Leaves Posted to Additional Pay Report . . . 45
Loading the Paid Leave and Dock Records to Payroll Input . . . .48
Creating Substitute Pay From Leave Input . . . 49
Running the Create Substitute Pays From Leave Report . . . 50
Creating Substitutes’ Pay Records . . . 52
Entering/Maintaining Pay Records . . . 53
Using the Time Entry Option . . . 53
Filtering the Employee Pay Records . . . 54
Entering Time for an Employee’s Pay Record . . . 56
Entering an Employee’s Non-regular Work Hours . . . 57
Modifying Employees’ Pay Records . . . .60
Navigating the Payroll Input form . . . 60
Modifying Employee Pay Records . . . 62
Chapter 3: Processing Stipends. . . 66
Setting Up a Stipend Master . . . 67
Entering an Employee Stipend . . . .71
Chapter 4: Processing a Payroll. . . 73
Running the Payroll Calculation . . . 74
Printing and Viewing Pre-Check Registers . . . 79
Running a Payroll Short Register . . . 79
Payroll Short Register Report Field Definitions . . . 82
Running a Payroll Medium Register . . . 84
Payroll Medium Register Report Field Definitions . . . 88
Running a Payroll Long Register . . . 91
Payroll Long Register Report Field Definitions . . . 95
Running a Calculation Deduction/Benefit Register . . . 102
Calculation Deduction/Benefit Register Report Field Definitions . . . 105
Running the Payroll Input Report . . . 107
Payroll Input by [Employee Category] Report Field Definitions . . . 110
Printing Payroll Checks . . . 112
Check Stock Requirements for Payroll Checks . . . 113
Generating Advice of Deposit Documents . . . 116
Check Stock Requirements for Advice of Deposit Documents . . . 117
Generating Advice of Deposit Documents Using Program HPCHK20S . . . 118
Generating Advice of Deposit Documents Using Program HPCHK06E . . . 120
Prerequisites . . . 120
Printing and Sending Advice of Deposit Documents . . . 122
Entering Advice Of Deposit Parameters . . . 123
Retaining Advice of Deposit Parameters . . . 124
Previewing the Advice of Deposit Documents Flagged to be Printed or Sent via E-mail . . . 125
Entering the E-mail Information . . . 126
Creating a Pre Notification File . . . 127
Creating a Direct Deposit File . . . 128
Updating Payroll History . . . 131
Chapter 5: Running Payroll Accounting Updates. . . 133
Running a Labor Distribution Update . . . 134
Using a Batch Master . . . 134
Accessing the Batch Master Form . . . 135
Handling Batch Master Error Messages . . . 136
Verifying the Labor Distribution is Correct . . . 137
Labor Distribution Report Field Definitions . . . 140
Creating the Labor Distribution Accounting Transactions . . . 141
Printing the Labor Distribution – Invalid/Inactive Accounts Report . . . 143
Posting Labor Distribution to Adjusting Journals . . . 145
Labor Distribution – Post to FAS Report Field Definitions . . . 149
Posting Leave Accruals . . . 150
Running the Leave Accrual Posting Report . . . 151
Leave Accrual Posting Report Field Definitions . . . 154
Posting Employees’ Accrued Leave Amounts . . . 156
Running a Payroll Accrual Process . . . 159
Running the Payroll Accrual List . . . 159
Posting the Payroll Accruals . . . 161
Calculating Payroll Accruals . . . 163
Running the Calculation . . . 164
Payroll Accrual Report Field Definitions . . . 165
Creating Payroll Accrual Journal Entries . . . 167
Chapter 7: Running Inquiries . . . 170
Running a Calculation Inquiry . . . 170
Running a Payroll Calculation Inquiry for One Employee . . . 171
Running a Payroll Calculation Inquiry for Multiple Employees . . . 172
Displaying Payroll Calculation Details . . . 173
Running a Payroll History Inquiry . . . 176
Running a Payroll History Inquiry for One Employee . . . 177
Running a Payroll History Inquiry for Multiple Employees . . . 178
Displaying Payroll Check History Details . . . 179
Running an Employee Leave Taken Inquiry . . . 183
Running an Employee Leave Taken Calendar View Inquiry . . . 184
Chapter 8: Running the Payroll Reports . . . 187
Standard Selection Criteria . . . 188
Running a Payroll Tracking Report . . . 189
Payroll Tracking Report Field Descriptions . . . 193
Running a Payroll Tracking Deductions/Benefits Report . . . 195
Payroll Tracking Deduction/Benefits Report Field Descriptions . . . 198
Running a Payroll Totals Report . . . 200
Payroll Totals Report Field Descriptions . . . 202
Running a Calculation Error Listing . . . 204
Calculation Error Listing Field Descriptions . . . 205
Running a Calculation Earnings Report . . . 206
Calculation Earnings Report Field Descriptions . . . 209
Running a Check Receipt Log . . . 213
Check Receipt Log Field Descriptions . . . 215
Running a Calculations Totals by Employee Category Report . . . 217
Payroll Totals Report Field Descriptions . . . 219
Running a Calculation Totals by Location Report . . . 220
Calculations Totals by Location Report Field Descriptions . . . 223
Running the Payroll Input by Account Number Report . . . 226
Payroll Input By Account No Report Field Descriptions . . . 227
Running the Credit Union Report . . . 229
Running the Credit Union Report . . . 229
Credit Union Report Field Definitions . . . 231
Creating the Credit Union File . . . 231
Chapter 9: Running the Payroll Leave Reports . . . 233
Running a Leave Liability Report . . . 243
Leave Liability Report Field Definitions . . . 246
Running a Historic Leave Accruals Report . . . 248
Historic Leave Accruals Report Field Definitions . . . 250
Running a Leave Liability Report (Balances) . . . 251
Leave Liability Report (Balances) Field Definitions . . . 254
Running a Substitute Work History Report . . . 255
Substitute Work History Report Field Definitions . . . 258
Running an Employee Attendance History Report . . . 260
Employee Attendance History Report Field Definitions . . . 263
Chapter 10: Running the Employee Payroll Reports. . . 266
Running an Employee Listing . . . 267
Employee Listing Report Field Definitions . . . 270
Running an Employee Deduction/Benefit Master Listing . . . 272
Employee Ded/Ben Master Listing Report Field Definitions . . . 275
Running a Deduction/Benefits by Ded/Ben Code Report . . . 276
Deduction Benefits by Ded Ben Code Report Field Definitions . . . 279
Running a Missing Deduction Benefits Register . . . 280
Running an Employee Leaves by Location Report . . . 282
Employee Leaves by Location Report Field Definitions . . . 285
Running an Employee Direct Deposit Listing . . . 286
Employee Direct Deposit Listing Report Field Definitions . . . 289
Running an Earnings Forecast Report . . . 290
Earnings Forecast Report Field Definitions . . . 292
Running an Active Employee FTE and Time Worked by Account Number Report . . . 294
Active Employee FTE and Time Report Field Definitions . . . 296
Chapter 11: Running the Historic Payroll Reports . . . 297
Running a Payroll Tax Totals Report . . . 299
Payroll Tax Totals Report Field Definitions . . . 302
Running a Payments Against Contracts Report . . . 304
Payments Against Contracts Report Field Definitions . . . 307
Running a Payroll Totals – Detail Report . . . 309
Payroll Totals – Detail Report Field Definitions . . . 312
Running a Payroll History By Date Range (Version 1) Report . . . 314
Payroll History By Date Range (Version 1) – Details Report Field Definitions . . . 317
Running a Pay History By Date Range (Version 2) Report . . . 319
Pay History By Date Range (Version 2) – Details Report Field Definitions . . . 322
Running a Pay History By Date Range (Version 3) Report . . . 324
Running a Historic Labor Distribution By Employee Report . . . 330
Historic Labor Distribution By Employee Report Field Definitions . . . 333
Running a Historic Labor Distribution by Account Report . . . 334
Historic Labor Distribution by Account Report Field Definitions . . . 338
Running a Historic Labor Distribution Report Using a Report Specifications Master . . . 338
Historic Labor Distribution Report Field Definitions . . . 342
Running a Employee Deduction/Benefit Historic Report . . . 342
Employee Deduction/Benefit Historic Report Field Definitions . . . 345
Running a Deduction/Benefit Historic Report . . . 346
Deduction/Benefit by Ded/Ben Codes Historic Report Field Definitions . . . 349
Running a Deduction/Benefit Historic Report by Deduction/Benefit Code/Plan . . . 350
Deduction/Benefit by Ded/Ben Code/Plan Historic Report Field Definitions . . . 353
Running an Insurance Register . . . 355
Insurance Register Report Field Definitions . . . 357
Running a Bond Report . . . 358
Running the Report . . . 359
Bond Report Field Definitions . . . 361
Updating the Bond Data . . . 362
Running the Social Security Contributions Report . . . 363
Running a Life Over $50,000 Listing . . . 365
Life Over $50,000 Listing Field Definitions . . . 367
Running a Historic Check Register . . . 369
Historic Check Register Report Field Definitions . . . 370
Running an Employment Verification by Pay Period Report . . . 371
Employment Verification by Pay Period Report Field Definitions . . . 373
Running a Historic Hours/Days Worked Report . . . 376
Historic Hours/Days Worked Report Field Definitions . . . 379
Running a Historical Check Print Report . . . 380
Running a Historic Payroll Advice of Deposit . . . 382
Running a Historical Medium Register Report . . . 384
Historical Medium Register Report Field Definitions . . . 387
Appendix A: Running the Portal Time Import . . . 390
Blended Overtime Calculations . . . 391
Calculating Weekly Blended Overtime . . . 392
Example #1 . . . 392
Example #2 . . . 393
Example #3 . . . 394
Example #4 . . . 395
Calculating Daily Blended Overtime . . . 397
Example #1 . . . 397
Example #2 . . . 398
Example #3 . . . 399
Example #4 . . . 400
Running the Portal Time Entry Audit Report . . . 401
Troubleshooting . . . 406
Running the Portal Time Import Process . . . 406
Appendix B: Glossary of Terms and Acronyms . . . 410
Index . . . 412
The following table lists changes made in this revision of the Guide to Payroll Processing for alio HRS.
Table 1-1. Summary of changes
Chapter Page Change
General N/A Modified the definitions for all occurrences
of these fields:
• Batch Number — increased field length from 4-digits to 6-digits
• Batch Year — increased the field length from 1-digit to 2-digits
Preface Page xv–
Page xvii Updated the “Publications” section.
Preparing a Payroll Page 25 Modified the “Maintaining the Pay Control Record Line Details” procedure:
• Updated the Effective field definition.
Page 53–
Page 58 Updated the section: “Using the Time Entry Option” • Replaced Figure 2-15 and Figure 2-16 • Removed the Manually Entering an
Employee’s Pay Record procedure; this is not a valid option
• Added the Job field definition to the
“Entering an Employee’s Non-regular Work Hours” procedure
Page 61–
Page 63 Updated the Records” procedure:“Modifying Employees’ Pay • Replaced Figure 2-17 and Figure 2-18
• Added the Job field definition
Processing Stipends Page 71–
Page 72 Modified the Stipend” procedure:“Entering an Employee • Replaced Figure 3-3 and Figure 3-4
Processing a Payroll Page 102 Added the following field definitions to the
“Payroll Long Register field cross-reference table”: • No of Checks Issued • Check Range • Total of Checks • No of Advices Issued • Advice Range • Total of Advices Running Payroll Accounting
Updates Page 137, Page 139,
Page 141– Page 142
Modified the “Creating the Labor Distribution Accounting Transactions”
procedure:
• Added the Cross Year Accrual fields: Ded/ Ben Group (Benefits Only), Employee Category Group, Accrual Account Year • Replaced Figure 5-2 and Figure 5-3
Running the Historic Payroll
Reports Page 365–Page 368 Added the Listing” procedure.“Running a Life Over $50,000 Running the Portal Time
Import Process Page 397–Page 400 Added the Overtime” section.“Calculating Daily Blended
Page 408 Added the following field definitions to the
“Running the Portal Time Import Process”
procedure:
• Payroll Cutoff Date
• Effective Date – Before Cutoff for Pay Rec • Effective Date – After Cutoff for Pay Rec • Group by Effective Date check box
Table 1-1. Summary of changes (continued)
Welcome to alio®!
Powered by Oracle and featuring web-based technology, alio and its fully integrated library of Financial Management, Payroll, and Human Resource software applications is built to excel both now and in the future.
The alio suite of products includes fund accounting, encumbrance accounting, general ledger, purchasing, accounts payable, accounts receivable, budgeting, finance, payroll, human resources, position control, salary administration and complete reporting. It is deployed on an Oracle database and runs on Windows® servers.
The Human Resources System (HRS) is designed to simplify the process of maintaining all personnel and payroll information. A single source for this data is provided, eliminating redundant input and allowing the user to maintain, process, and report all related information in a timely, effective manner. The extended personnel system provides an integrated facility to maintain information relating to position control, professional and administrative certification, and employee education.
User profile records allow the system to be “tailored” to an employer's individual
requirements, providing flexibility in establishing the various components of each employer's information base, such as: employment codes, location codes and descriptions, earning codes and descriptions, deduction/benefit codes, and leave accrual tables. Individual state retirement calculation and reporting requirements are supported by HRS along with any applicable federal, state and local withholding tax routines.
Multiple payroll cycles are supported with the necessary payroll control information for each cycle being maintained on a single form. Processing for multiple regular, recurring, and one-time additional pay components is provided. The system processes salaried and unit paid employees in a single payroll run and utilizes exception processing to minimize input requirements.
The ability to establish various leave accrual plans including sick leave and vacation is supported and provides automatic leave accrual and attendance tracking through a leave accounting system. A calendar view inquiry program is supplied to assist management in monitoring attendance for an individual. This view provides the ability to see absence trends for an employee.
A labor distribution facility is included, which will distribute an employee's earnings and benefits to appropriate expenditure accounts. Payroll distributions (along with payroll liabilities) are interfaced to alio's Financial Accounting System (FAS) allowing personnel
HRS incorporates comprehensive history data for earnings, deductions, distributions, and position histories associated with payroll and personnel functions.
Extensive management and technical reporting is provided. The reports are designed to verify accuracy and enhance auditing and analysis. Reports are readily generated from standard menus. The system also provides a wide range of operational reports including personnel directories and employee labels. All personnel and payroll information is integrated into one database in HRS, eliminating redundant input. A single source of personnel and payroll information is provided, allowing the user to maintain and report all related information in a timely, effective manner.
About this Guide
Weidenhammer designed the Guide to Payroll Processing for alio HRS as a resource for staff in your organization that are responsible for processing payroll and maintaining employee’s payroll records.
The Guide to Payroll Processing for alio HRS contains the following chapters:
• Chapter 1, “Payroll Process Checklists,” beginning on page 1 • Chapter 2, “Preparing Your Payroll,” beginning on page 18 • Chapter 3, “Processing Stipends,” beginning on page 66 • Chapter 4, “Processing a Payroll,” beginning on page 73
• Chapter 5, “Running Payroll Accounting Updates,” beginning on page 133 • Chapter 6, “Voiding a Payroll Check,” beginning on page 168
• Chapter 7, “Running Inquiries,” beginning on page 170
• Chapter 8, “Running the Payroll Reports,” beginning on page 187 • Chapter 9, “Running the Payroll Leave Reports,” beginning on page 233 • Chapter 10, “Running the Employee Payroll Reports,” beginning on page 266 • Chapter 11, “Running the Historic Payroll Reports,” beginning on page 297 • Appendix A, “Running the Portal Time Import,” beginning on page 390 • Appendix B, “Glossary of Terms and Acronyms,” beginning on page 410
Each chapter may include the following sections:
• Chapter overview • Prerequisites
• Step-by-step procedures
You can use the Table of Contents or Index to search for the topic of your choice. You can also use the Customer Feedback Form to submit suggestions or comments about the alio Payroll Processing software solution or this guide to the Weidenhammer Client Care Center (CCC). The CCC will forward your feedback to the appropriate department.
Weidenhammer distributes the alio guides as PDF files. Each PDF file contains several navigation tools to assist you in finding the information required. These tools include:
• A Bookmarks panel that outlines the topics in the user’s guide. You can click a topic in
the bookmarks panel to go directly to that topic.
• A Search tool that lets you search for occurrences of a word or phrase in the user’s
guide.
• Interactive links that take you directly to the information you seek. These links display
with blue text. Click a link to go to that topic or page.
You can also click a page number in the Table of Contents or Index to go directly to a topic or page.
• A Comment tool that lets you add and save sticky notes to topics in the guide. Use
these notes to add additional information to a topic. Optionally, you can display an interactive comment list that provides quick access to the sticky notes saved in the PDF file.
Formatting Conventions
The following table lists the formatting conventions used in this guide.
Table 2-1. Formatting conventions
Item Convention
Buttons and Keys Buttons and keys, such as the New Record button, the
ENTER key or the TAB key, display in boldface. Press the
indicated key; do not type the letters or words.
Case Text entries are displayed in UPPERCASE in this guide.
How-ever, you can type text entries in all UPPERCASE, Mixed case, or lower case. Follow your organization’s instructions to deter-mine which case to use.
Document and chapter
titles Titles of documents appear in italics. Chapter names are bracketed in parenthesis. Field Names Literal field names, such as the Date field, display in bold in
the step-by-step procedures.
Hypertext links Hypertext links are formatted in blue text. Click a link to jump to that topic or page.
Additional Resources
You can find additional resources about alio in the following publications and Web sites.
Publications
• alio Financial Accounting System
• Guide to Accounting File Maintenance for alio FAS, UG-ALIO FAS-ACCOUNTING FILE MAINTENANCE-REL 13.1.0-1
• Guide to Accounts Payable Accruals for alio FAS, UG-ALIO FAS-AP ACCRUALS-REL 13.1.0-1
• Guide to Bank Reconciliation for alio FAS, UG-ALIO FAS-BANK RECONCILIATION-REL 13.1.0-1
• Guide to Cash Receipts for alio FAS, UG-ALIO FAS-CASH RECEIPTS- REL 13.1.0-1
• Guide to General Ledger Reports for alio FAS, UG-ALIO FAS-GL REPORTS- REL 13.1.0-1
• Guide to Payment Processing for alio FAS, UG-ALIO FAS-PAYMENT PROCESSING-REL 13.1.0-1
• Guide to Requisitions and Purchasing for alio FAS, UG-ALIO FAS-REQUISITIONS & PURCHASING-REL 13.1.0-1
• Guide to Standard Import Programs for alio FAS, UG-ALIO FAS-STANDARD IMPORT PROGRAMS_REL 13.1.0-1
• Guide to System Tools and Utilities for alio FAS, UG-ALIO FAS-SYSTEM TOOLS & UTILITIES-REL 13.1.0-1
• Guide to Year End Processing for alio FAS, UG-ALIO FAS-YEAR END PROCESSING-REL 13.0.0-1
• alio Human Resource System
• Guide to Calendar Begin Processing for alio HRS, UG-ALIO HRS-CALENDAR BEGIN PROCESSING-REL 13.0.0-1
• Guide to Cafeteria Processing for alio HRS, UG-ALIO HRS-CAFETERIA PROCESSING-REL 13.1.0-1
• Guide to Employee Maintenance for alio HRS, UG-ALIO HRS-EMPLOYEE MAINTENANCE-REL 13.1.0-1
• Guide to HRS Fiscal Year Begin Processing for alio HRS, UG-ALIO HRS-FISCAL YR BEGIN PROCESSING-REL 13.0.0-1
• Guide to Payroll Batch Processing for alio HRS, UG-ALIO HRS-PAYROLL BATCH PROCESSING-REL 13.1.0-1
• Guide to Payroll Encumbrance Processing for alio HRS, UG-ALIO HRS-PAYROLL ENCUMBRANCE PROCESSING-REL 13.1.0-1
• Guide to Payroll Processing for alio HRS, UG-ALIO HRS-PAYROLL PROCESSING-REL 13.1.0-1
• Guide to Position Control/Salary Administration for alio HRS, UG-ALIO HRS-POSITION CONTROL SALARY ADMINISTRATION-REL 13.1.0-1
• Guide to Standard Import Programs for alio HRS, UG-ALIO HRS-STANDARD IMPORT PROGRAMS_REL 13.1.0-1
• Guide to Time and Attendance for alio, UG-ALIO HRS-TIME & ATTENDANCE- REL 13.1.0-1
• Guide to Timeclock Processing for alio, UG-ALIO HRS-TIMECLOCK PROCESSING-REL 13.1.0-1
• Guide to Utilities and Tools for alio HRS, UG-ALIO HRS-UTILITIES & TOOLS- REL 13.1.0-1
• Guide to Accounts Receivables for alio, UG-ALIO-ACCOUNTS RECEIVABLES-
REL 13.1.0-1
• Guide to Advanced Purchasing for alio, UG-ALIO FAS-IMPORTS-REL13.0-1 • Guide to Bidding for alio, UG-ALIO-BIDDING-REL 13.1.0-1
• Guide to Budget Preparation for alio, UG-ALIO-BUDGET PREPARATION-
REL 13.1.0-1
• Guide to Check Reconciliation for alio, UG-ALIO-CHECK RECONCILIATION-
REL 13.0.0-1
• Guide to Fixed Assets for alio, UG-ALIO-FIXED ASSETS-REL 13.1.0-1
• Guide to Generating Reports for alio Web, UG-ALIO-GENERATING REPORTS-
REL 13.1.0-1
• Guide to Positive Pay for alio, UG-ALIO-POSITIVE PAY-REL 13.1.0-1
• Guide to Sales Tax Processing for alio, UG-ALIO-SALES TAX PROCESSING-
REL 13.1.0-1
• Guide to Substitute Tracker for alio, UG-ALIO -SUBSTITUTE TRACKER-REL 13.1.0-1 • Guide to System Administration for alio, UG-ALIO-SYSTEM ADMINISTRATION-
REL 13.1.0-1
• Guide to Using alio Web, UG-ALIO-USING ALIO WEB-REL 13.1.0-1 • Guide to Vendor 1099 Processing for alio
• Guide to W-2 Processing for alio
• Guide to Warehouse Management for alio, UG-ALIO-WAREHOUSE MANAGEMENT-
REL 13.1.0-1
• Data Conversion Workbooks
• Accounts Receivable System Master Files Data Conversion Workbook, DCW-ALIO-ARS MASTER FILES-REL 13.1.0-1
• Financial Accounting System Master Files Data Conversion Workbook, DCW-ALIO-FAS MASTER FILES-REL 13.1.0-1
• Financial Accounting System Transactions Data Conversion Workbook, DCW-ALIO-FAS TRANSACTION FILES-REL 13.1.0-1
• Fixed Assets System Data Conversion Workbook, DCW-ALIO-FIS-REL 13.1.0-1
• Human Resources System Payroll Data Conversion Workbook, DCW-ALIO-HRS PAYROLL-REL 13.1.0-1
• Human Resources System History Conversion Workbook, DCW-ALIO-HRS HISTORY-REL 13.1.0-1
• Human Resources System Master Files Data Conversion Workbook, DCW-ALIO-HRS MASTER FILES-REL 13.1.0-1
• Warehouse Management System Data Conversion Workbook, DCW-ALIO-WHS-REL 13.1.0-1
Web Sites
• Weidenhammer Web site, http://www.hammer.net/
• Weidenhammer infolink Web site, http://infolink.hammer.net/login.aspx
Contacting alio Support
If you have any questions about the alio Human Resource System software solution, you can contact your business partner that provides your alio support or the Weidenhammer alio Client Care Center at (800) 914-2469 during normal business hours. You can also contact Weidenhammer alio Client Care Center via e-mail at [email protected].
NOTE: If you are contacting the help desk about an existing support incident, please include the support incident number in the Subject line of the e-mail.
1
Payroll Process Checklists
Before processing a payroll, review these checklists. They provide a quick reference to the steps required to successfully run the payroll process.
We included three payroll checklists to cover these scenarios:
• An organization where one person to performs all payroll and leave functions. Table 1-1 on page 2 provides a combined checklist for both payroll and leave procedures.
• An organization where different people perform the payroll process and the leave
process. Refer to these tables for help with your organization’s payroll process:
• Table 1-2 on page 10 provides a checklist for the payroll process when the leave is processed separately.
• Table 1-3 on page 16 provides a checklist for the leave process when the leave is processed separately.
Use the checklist that meets the needs of your organization. Each table provides the steps required to complete the payroll process and the page number where the procedure is documented.
This chapter discusses:
• Combined Payroll and Leave Processing Checklist • Separate Payroll and Leave Processing Checklists
Combined Payroll and Leave Processing Checklist
The following checklist includes the payroll process steps required when the payroll and leave are processed together.Table 1-1. Combined Payroll and Leave Processing Checklist
Step Task Program Page Ref.
Preparing Your Payroll
1. Clear the payroll totals: You must clear the payroll totals
before running a current payroll so that current earnings are correct on the payroll checks and reports. When the payroll totals are cleared, the deduction/ benefit amounts affecting period limits set in the Deduction/Benefit Master are cleared.
HYPAY01A Page 19
2. Set up the payroll controls: Use the Pay Control option to
select the employee and earning records to be processed in a specific payroll run. You can create a new pay control record for each pay period or modify an existing pay control record each time a different payroll is processed.
Note: If you modify an existing pay control record,
and then run the payroll calculation, the payroll registers contain the updated payroll data. If you create a unique pay control number for each payroll, you can re-run the payroll registers (except the Payroll Input report).
HMPCL01A Page 21
3. Clear the leave amounts: You must clear the leave
amounts and totals so that current leaves are correct on the payroll checks and reports. When leaves are cleared, the leave amounts affecting the Maximum Accrual Rates set in the Leave Plans master are cleared.
HYLVE01A Page 29
4. Enter employee leave taken: Leave does not display on
an employee’s check until it is entered using the Employee Leave Input form. Entering leave taken by employees into alio can create pay for leave taken, dock pay for leave taken, and track employee leave information.
5. Post employee leave: Use the Post Employee Leave
option to run the Leave Usage Report to verify the employee leave records entered are correct. You can run this report multiple times until all of the employee leave records are correct.
Note: Set the Run Report Only indicator to YES until
the employee leave records are verified as correct. When the records are correct, set the Report Only indicator to NO to post the leave
HELVE02A Page 39
6. Load the pay records from leave taken: After the leave
amounts are posted and before payroll is run, use the Load Pay Records From Leave Taken option to:
• Print the Leaves Posted to Additional Pay and/or
dock transactions amounts posted to the employee's leave this pay period are correct.
• Create the pay records for paid leaves and dock
records unpaid leaves in Payroll Input.
Note: Set the Report Only indicator to YES until the
employee leave records are verified as correct. When the records are correct, set the Report Only indicator to NO to load the pay records into Payroll Input.
HLPAY01A Page 45
7. Create the substitute pay from leave input:
Important: You need only process this step if your
district creates the substitute pay from the teacher's leave record. Otherwise, skip to step 8.
After the substitute amounts are posted and before payroll is run, use the Create Sub Pay From Leave Input option to:
• Print the Create Substitute Pay report to verify
that the substitute pay records are correct
• Create the substitute pay records in payroll
input
Note: Set the Report Only indicator to YES until the
substitute pay records are verified as correct. When the records are correct, set the Report Only indicator to No to create the substitute pay records in Payroll Input.
HLPAY02A Page 49
Table 1-1. Combined Payroll and Leave Processing Checklist (continued)
8. Run the Portal Time Entry program to import Time Entry Request data from the alio Self Serve module into core alio: Important: This step is optional. You need only run
this import process if your organization uses the alio Self Serve Time Entry Requests function to submit employees’ time worked.
Use the Portal Time Import program to load the portal time entry data into the appropriate core alio tables.
• Run the Portal Time Entry Audit Report to review
the time entry detail records to be imported into the core alio tables.
• When this report is error-free, run the Portal
Time Entry Import process to import the time entry data into core alio.
HEPTE01A
9. Enter/modify payroll for non salaried employees: Use one
of these options to enter/modify employees’ pay records:
• Payroll Input to maintain standard and non-standard
pay for non salaried employees (exception pay). HEPAY06A Page 53 • Time Entry to enter the total number of hours each
employee worked in the pay period being processed. HEPAY08A Page 53
Table 1-1. Combined Payroll and Leave Processing Checklist (continued)
Processing Your Payroll
10. Perform the payroll calculations: Use the Payroll
Calculation option to calculate payroll for a specific pay control record or individual employees, or to
recalculate payroll for individual employees. When the calculation is processed, a combined Calculation Totals and Errors & Warnings report is produced. You can use this report to review the payroll totals and address any errors or warnings.
You can run this option multiple times until the payroll is correct. The message “VALID CALCULATION”
displays in the Calculation Status field when the calculation is run without any errors or warnings. This message is formatted in green text.
Note: Use the status fields on this page to monitor the
payroll process. The payroll is complete when these fields contain the following message, formatted in green text:
• Calculation Status: VALID CALCULATION; this status is set when the payroll calculation is run without any errors or warnings.
• Checks/Advices: CHECKS AND ADVICES HAVE BEEN PRINTED; this status is set when you successfully print the payroll checks and advice statements.
• Payroll Status: PAYROLL HAS BEEN UPDATED; this status is set when you successfully update the payroll.
Note: Information from the last payroll calculation will
populate in GREEN if the prior payroll was processed through Payroll Update for this pay control.
HPCLC01A Page 74
Table 1-1. Combined Payroll and Leave Processing Checklist (continued)
11. Run the Pre-Check registers applicable to your organization: Recommended registers include:
Multiple
Calculation Totals / Errors & Warnings HPEDT04A Page 76
Payroll Deductions/Benefits Register HPEDT05A Page 102
Payroll Short Register HPEDT03A Page 79
Payroll Medium Register HPEDT09A Page 84
Payroll Long Register HPEDT02A Page 91
Payroll Input Report HPEDT01A Page 107
12. Re-run the Payroll Calculation: If the payroll register has
errors, you must re-run the payroll calculation after the errors are corrected. If the payroll register data is correct, you can skip this step.
HPCLC01A Page 74
13. Print the payroll checks: After the final payroll
calculation is run, you can print the payroll checks for employees that do not have direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run. You will print payroll advices for employees with direct deposit (see step 5).
Note: You cannot print checks without a clean payroll
calculation. You can print payroll checks with outstanding warning messages, but you should research the warnings prior to printing the payroll checks.
Before printing the payroll checks, you should:
• Verify the starting check number in the Bank Master • Load the check paper stock into the appropriate
printer
HPCHK20S Page 112
Table 1-1. Combined Payroll and Leave Processing Checklist (continued)
14. Print the Advice of Deposit documents: After the final
payroll calculation is run, you can print an Advice of Deposit document for each employee that has direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run.
You can use either of these programs to print the Advice of Deposit documents:
Page 116
HPCHK10S – Payroll Advice Print to print Advice of
Deposit documents for distribution to your employees. HPCHK10S Page 118 HPCHK06E – Advice Print to print and (optionally) send
Advice of Deposit documents to employees via e-mail. This option is only available to alio Web users.
HPCHK06E Page 120
15. Create the Pre Notification File: This step is optional.
Use the Pre Note File Creation option to create A pre-notification file that you can send to a bank to verify employee direct deposit accounts without sending an actual direct deposit file.
HPDIR02A Page 127
16. Create the Direct Deposit File: Use the Direct Deposit File
Creation option to create the Direct Deposit
Transmittal file in ASCII format that you can transmit to the bank.
HPDIR01A Page 128
17. Transfer the Direct Deposit and Pre-Note File to the bank:
Your bank should provide a method for you to transfer the file. This is typically done over the internet.
N/A N/A
18. Run the payroll update: Use the Payroll Update option to
update the payroll history after the payroll is verified as accurate, checks and direct deposits are processed, and the post-check registers are complete. The Payroll Update process moves the calculated payroll
information from the work area into payroll history. This process also updates the month-to-date, quarter-to-date, year-quarter-to-date, and fiscal-year-to-date total accumulators.
Note: After the Payroll Update is run, you can use the Check History Inquiry option to view the payroll data.
HYPAY02A Page 131
Table 1-1. Combined Payroll and Leave Processing Checklist (continued)
HRS Payroll Accounting
19. Run the Labor Distribution Update: Use the Labor
Distribution Update option to create the account distribution transactions for the labor, benefits,
deductions, and net pay for the current payroll. It also creates transactions for voided and handwritten checks not yet processed. After this process is run with the Show Errors Only field set to NO, you can view the records in on the Accounts tab in Check History.
Note: These transactions are posted to FAS when the
Labor Distribution – Post to Adjusting Journals option is run.
You should run this option with the Show Errors Only field set to Yes to verify that the account distribution transactions are correct. After verifying the
transactions are correct, you can run this option with the Show Errors Only field set to No to create the account distribution transactions.
HPDIS01A Page 134
20. Run a Labor Distribution – Invalid Accounts report: This
step is optional. Use this report to check for incorrect or missing account numbers.
HPDIS03A Page 143
21. Post the labor distribution to the adjusting journals: Use
the Labor Distribution – Post to Adjusting Journals option to create the entries in FAS used to update the general ledger. On the Accounts tab in Check History Inquiry, the Processed box is checked after the labor is posted to FAS.
HPDIS02A Page 145
FAS Payroll Accounting
Refer to the Guide to Accounting File Maintenance for alio FAS for more information about FAS Payroll Accounting.
22. Modifying the Journal Entries: Use the Journal Entry
option to make corrections to batch prior to running the Journal Entry Edit List and posting the
transactions.
FJENT01A N/A
23. Running the Journal Entry Edit List: Use the Journal Entry
option to generate the Journal Entry Edit List report You should run this report prior to posting to verify the transactions are correct. Use the Journal Entries option to correct transactions with errors.
FJENT01A N/A
Table 1-1. Combined Payroll and Leave Processing Checklist (continued)
24. Posting the journal entries: After verifying that the
transactions are correct, use the Post Journal Entry option to post the labor general ledger entries. Labor distribution records post to the general ledger in summary. Use HRS to generate any labor distribution historic detail reports.
FJPST01A N/A
Payroll Encumbrance Processing
You should include these steps after the Labor Distribution is run if your organization encumbers payroll. Refer to the Guide to Payroll Encumbrance Processing for alio HRS for additional information. You can download a copy of this guide from the Weidenhammer infolink Web site.
25. Set up payroll encumbrance: After the Labor Distribution
process is complete, you should run the Payroll
Encumbrance Setup option each pay period to include new employees and update salaries.
HPENC01A N/A
26. Run payroll encumbrance processing: Use the Payroll
Encumbrance Processing option to:
• Create the encumbrance details on the Encumbrance tab of the employee’s pay record
• Create the liquidation details on the Encumbrance tab of the employee’s pay record
• Run the Process PO Accounting option to make direct entries to the general ledger
HPENC02A N/A
Table 1-1. Combined Payroll and Leave Processing Checklist (continued)
Separate Payroll and Leave Processing Checklists
Use these checklists when organization had different people perform the payroll process and the leave process.This section discusses
• Payroll Processing Checklist • Leave Processing Checklist
Payroll Processing Checklist
The following checklist includes the payroll process steps required when the leave is processed separately.
Table 1-2. Payroll Processing Checklist
Step Task Program Page Ref.
Preparing Your Payroll
1. Clear the payroll totals: You must clear the payroll totals
before running a current payroll so that current earnings are correct on the payroll checks and reports. When the payroll totals are cleared, the deduction/ benefit amounts affecting period limits set in the Deduction/Benefit Master are cleared.
HYPAY01A Page 19
2. Set up the payroll controls: Use the Pay Control option to
select the employee and earning records to be processed in a specific payroll run. You can create a new pay control record for each pay period or modify an existing pay control record each time a different payroll is processed.
Note: If you modify an existing pay control record,
and then run the payroll calculation, the payroll registers contain the updated payroll data. If you create a unique pay control number for each payroll, you can re-run the payroll registers (except the Payroll Input report).
3. Run the Portal Time Entry program to import Time Entry Request data from the alio Self Serve module into core alio: Important: This step is optional. You need only run
this import process if your organization uses the alio Self Serve Time Entry Requests function to submit employees’ time worked.
Use the Portal Time Import program to load the portal time entry data into the appropriate core alio tables.
• Run the Portal Time Entry Audit Report to review
the time entry detail records to be imported into the core alio tables.
• When this report is error-free, run the Portal
Time Entry Import process to import the time entry data into core alio.
HEPTE01A
4. Enter payroll for non salaried employees: Use one of these
options to enter employees’ pay records:
• Payroll Input to maintain standard and non-standard
pay for non salaried employees (exception pay). HEPAY06A Page 53 • Time Entry to enter the total number of hours each
employee worked in the pay period being processed. HEPAY08A Page 53
Table 1-2. Payroll Processing Checklist (continued)
Processing Your Payroll
5. Perform the payroll calculations: Use the Payroll
Calculation option to calculate payroll for a specific pay control record or individual employees, or to
recalculate payroll for individual employees. When the calculation is processed, a combined Calculation Totals and Errors & Warnings report is produced. You can use this report to review the payroll totals and address any errors or warnings.
You can run this option multiple times until the payroll is correct. The message “VALID CALCULATION”
displays in the Calculation Status field when the calculation is run without any errors or warnings. This message is formatted in green text.
Note: Use the status fields on this page to monitor the
payroll process. The payroll is complete when these fields contain the following message, formatted in green text:
• Calculation Status: VALID CALCULATION; this status is set when the calculation is run without any errors or warnings.
• Checks/Advices: CHECKS AND ADVICES HAVE BEEN PRINTED; this status is set when you successfully print the payroll checks and advice statements.
• Payroll Status: PAYROLL HAS BEEN UPDATED; this status is set when you successfully update the payroll.
Note: Information from the last payroll calculation will
populate in GREEN if the prior payroll was processed through Payroll Update for this pay control.
HPCLC01A Page 74
6. Run the Pre-Check registers applicable to your organization: Recommended registers include:
Multiple
Calculation Totals / Errors & Warnings HPEDT04A Page 76
Payroll Deductions/Benefits Register HPEDT05A Page 102
Payroll Short Register HPEDT03A Page 79
Payroll Medium Register HPEDT09A Page 84
Payroll Long Register HPEDT02A Page 91
Payroll Input Report HPEDT01A Page 107
Table 1-2. Payroll Processing Checklist (continued)
7. Re-run the Payroll Calculation: If the payroll register has
errors, you must re-run the payroll calculation after the errors are corrected. If the payroll register data is correct, you can skip this step.
HPCLC01A Page 74
8. Print the payroll checks: After the final payroll
calculation is run, you can print the payroll checks for employees that do not have direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run. You will print payroll advices for employees with direct deposit (see step 5).
Note: You cannot print checks without a clean payroll
calculation. You can print payroll checks with outstanding warning messages, but you should research the warnings prior to printing the payroll checks.
Before printing the payroll checks, you should:
• Verify the starting check number in the Bank Master • Load the check paper stock into the appropriate
printer
HPCHK05S Page 112
9. Print the Payroll Advices: After the final payroll
calculation is run, you can print a payroll advice for each employee that has direct deposit. The payroll calculation is final when all errors are fixed, warnings are examined, and the necessary registers are run.
HPCHK06S Page 116
HPCHK10S – Payroll Advice Print to print Advice of
Deposit documents for distribution to your employees. HPCHK10S Page 118 HPCHK06E – Advice Print to print and (optionally) send
Advice of Deposit documents to employees via e-mail. This option is only available to alio Web users.
HPCHK06E Page 120
10. Create the Pre Notification File: This step is optional.
Use the Pre Note File Creation option to create A pre-notification file that you can send to a bank to verify employee direct deposit accounts without sending an actual direct deposit file.
HPDIR02A Page 127
11. Create the Direct Deposit File: Use the Direct Deposit File
Creation option to create the Direct Deposit
Transmittal file in ASCII format that you can transmit
HPDIR01A Page 128
Table 1-2. Payroll Processing Checklist (continued)
12. Transfer the Direct Deposit and Pre-Note File to the bank:
Your bank should provide a method for you to transfer the file. This is typically done over the internet.
N/A N/A
13. Run the payroll update: Use the Payroll Update option to
update the payroll history after the payroll is verified as accurate, checks and direct deposits are processed, and the post-check registers are complete. The Payroll Update process moves the calculated payroll
information from the work area into payroll history. This process also updates the month-to-date, quarter-to-date, year-quarter-to-date, and fiscal-year-to-date total accumulators.
Note: After the Payroll Update is run, you can use the Check History Inquiry option to view the payroll data.
HYPAY02A Page 131
HRS Payroll Accounting
14. Run the Labor Distribution Update: Use the Labor
Distribution Update option to create the account distribution transactions for the labor, benefits,
deductions, and net pay for the current payroll. It also creates transactions for voided and handwritten checks not yet processed. After this process is run with the Show Errors Only field set to NO, you can view the records in on the Accounts tab in Check History.
Note: These transactions are posted to FAS when the
Labor Distribution – Post to Adjusting Journals option is run.
You should run this option with the Show Errors Only field set to Yes to verify that the account distribution transactions are correct. After verifying the
transactions are correct, you can run this option with the Show Errors Only field set to No to create the account distribution transactions.
HPDIS01A Page 134
15. Run a Labor Distribution – Invalid Accounts report: This
step is optional. Use this report to check for incorrect or missing account numbers.
HPDIS03A Page 143
16. Post the labor distribution to the adjusting journals: Use
the Labor Distribution – Post to Adjusting Journals option to create the entries in FAS used to update the general ledger. On the Accounts tab in Check History Inquiry, the Processed box is checked after the labor is posted to FAS.
HPDIS02A Page 145
Table 1-2. Payroll Processing Checklist (continued)
FAS Payroll Accounting
Refer to the Guide to Accounting File Maintenance for alio FAS for more information about FAS Payroll Accounting.
17. Modifying the Journal Entries: Use the Journal Entry
option to make corrections to batch prior to running the Journal Entry Edit List and posting the
transactions.
FJENT01A N/A
18. Running the Journal Entry Edit List: Use the Journal Entry
option to generate the Journal Entry Edit List report You should run this report prior to posting to verify the transactions are correct. Use the Journal Entries option to correct transactions with errors.
FJENT01A N/A
19. Posting the journal entries: After verifying that the
transactions are correct, use the Post Journal Entry option to post the labor general ledger entries. Labor distribution records post to the general ledger in summary. Use HRS to generate any labor distribution historic detail reports.
FJPST01A N/A
Payroll Encumbrance Processing
You should include these steps after the Labor Distribution is run if your organization encumbers payroll. Refer to the Guide to Payroll Encumbrance Processing for alio HRS for additional information. You can download a copy of this guide from the Weidenhammer infolink Web site.
20. Set up payroll encumbrance: After the Labor Distribution
process is complete, you should run the Payroll
Encumbrance Setup option each pay period to include new employees and update salaries.
HPENC01A N/A
21. Run payroll encumbrance processing: Use the Payroll
Encumbrance Processing option to:
• Create the encumbrance details on the Encumbrance tab of the employee’s pay record
• Create the liquidation details on the Encumbrance tab of the employee’s pay record
• Run the Process PO Accounting option to make direct entries to the general ledger
HPENC02A N/A
Table 1-2. Payroll Processing Checklist (continued)
Leave Processing Checklist
The following checklist includes the leave process steps required when the leave is processed separately.
Table 1-3. Leave Processing Checklist
Step Task Program Page Ref.
Preparing Your Payroll
1. Clear the leave amounts: You must clear the leave
amounts and totals so that current leave is correct on the payroll checks and reports. When leaves are cleared, the leave amounts affecting the Maximum Accrual Rates set in the Leave Plans master are cleared.
HYLVE01A Page 29
2. Enter employee leave taken: Leave does not display on
an employee’s check until it is entered using the Employee Leave Input form. Entering leave taken by employees into alio can create pay for leave taken, dock pay for leave taken, and track employee leave information.
HLENT02A Page 32
3. Post employee leave: Use the Post Employee Leave
option to run the Leave Usage Report to verify the employee leave records entered are correct. You can run this report multiple times until all of the employee leave records are correct.
Note: Set the Run Report Only indicator to YES until
the employee leave records are verified as correct. When the records are correct, set the Report Only indicator to NO to post the leave.
4. Load the pay records from leave taken: After the leave
amounts are posted and before payroll is run, use the Load Pay Records From Leave Taken option to:
• Print the Leaves Posted to Additional Pay and/or dock transactions amounts posted to the employee's leave this pay period are correct.
• Create the pay records for paid leaves and dock records unpaid leaves in Payroll Input.
Note: Set the Report Only indicator to YES until the
employee leave records are verified as correct. When the records are correct, set the Report Only indicator to NO to load the pay records into payroll input.
HLPAY01A Page 45
5. Create the substitute pay from leave input:
Important: You need only process this step if your
district creates the substitute pay from the teacher's leave record. Otherwise, skip to step 8.
After the substitute amounts are posted and before payroll is run, use the Create Sub Pay From Leave Input option to:
• Print the Create Substitute Pay report to verify that the substitute pay records are correct
• Create the substitute pay records in payroll input
Note: Set the Report Only indicator to YES until the
substitute pay records are verified as correct. When the records are correct, set the Report Only indicator to No to create the substitute pay records in Payroll Input.
HLPAY02A Page 49
Table 1-3. Leave Processing Checklist (continued)
2
Preparing Your Payroll
Before processing the payroll, complete the following steps in the order presented:
• “Clearing Payroll Totals” on page 19
• “Maintaining the Payroll Control Record” on page 21 • “Clearing Leave Amounts” on page 29
• “Managing Leave Taken by Employees” on page 32 • “Posting Leave Taken” on page 39
• “Loading Pay Records From Leave Taken” on page 45 • “Creating Substitute Pay From Leave Input” on page 49 • “Entering/Maintaining Pay Records” on page 53
You can also process the following options separately, if your organization processes employees’ leaves separately from the payroll.
• Clearing Leave Amounts
• Managing Leave Taken by Employees • Posting Leave Taken
• Loading Pay Records from Leave Taken
Refer to Chapter 1, “Payroll Process Checklists,” beginning on page 1 for a high-level overview of each step of this process.
Clearing Payroll Totals
You must clear the payroll totals before running a current payroll so that current earnings are correct on the payroll checks and reports. When the payroll totals are cleared, the deduction/ benefit amounts affecting period limits set in the Deduction/Benefit Master are also cleared. You can use the Clear Payroll Totals option to clear the current payroll totals and, if
applicable, the following payroll totals:
• Month-to-date to clear payroll totals in the first payroll period of a new month.
• Quarter-to-date to clear payroll totals at the beginning of a new quarter (for example,
January, April, July, and October). Generally, you should also clear the month-to-date totals at the same time.
• Year-to-date to clear year-to-date payroll totals. You run this update as part of the
calendar year process, after you run the W2s. Generally, you should also clear the month-to-date and quarter-to-date totals at the same time.
• Fiscal-to-date to clear payroll totals for the fiscal year-to-date. You run this update as
part of the fiscal year end process. To clear payroll totals:
1. Follow this path to access the Clear Payroll Totals form: HRS > Payroll Processing >
Clear Payroll Totals.
Note: A Clear Payroll Totals history displays at the bottom of the form. Figure 2-1. Clear Payroll Totals form – HYPAY01A
2. In the Category Group No field, click the List of Values button to select the
appropriate employee category group for which you want to clear payroll totals. Select
ALL and leave the Effective Date blank to clear payroll totals for all employees.
You can use category groups to simplify payroll processing and reporting, (Example: weekly, biweekly, or monthly). Refer to “Maintaining Employee Category Groups” in the
Guide to Payroll Master Files Maintenance for alio HRS. You can download a copy of this
guide from the Weidenhammer infolink Web site.
3. Optionally, in the Effective Date field, double-click the date field to select the date through which employees must be active to have their payroll totals cleared from the Calendar form; or type the date in mmddyyyy format. You can enter up to 8 numeric digits and 2 dashes.
Tip: The date is automatically formatted in mm-dd-yyyy format when the cursor is
advanced to the next field.
4. Leave the Amounts to Clear check boxes not selected to clear only current payroll totals, which includes any payroll totals since the previous payroll run. If applicable, you can select one or more of the following check boxes to clear additional payroll totals. Your choices are:
• MTD to clear the month-to-date payroll totals if a new payroll month is
starting.
• QTD to clear the quarter-to-date payroll totals, if a new quarter is starting.
Traditionally, new quarters begin in January, April, July, and October. Generally, you should also clear the month-to-date the totals when you clear the quarter-to-date totals.
• YTD to clear the year-to-date payroll totals. You run this update as part of the
calendar year end process, after you generate the W-2s. Generally, you should clear the month-to-date and quarter-to-date payroll totals at the same time.
• FTD to clear the fiscal year-to-date payroll totals. You run this update as part of
the fiscal year end process.
5. Click the Process button to clear the selected payroll totals.
The Clear Payroll Totals form closes and you are returned to the Payroll Processing menu.
Maintaining the Payroll Control Record
Use the Pay Control option to select the employee and earning records to be processed in a specific payroll run. You can create a new pay control record for each pay period or modify an existing pay control record each time a different payroll is processed.
Note: If you modify an existing pay control record, and then run the payroll calculation, the
payroll registers contain the updated payroll data. If you create a unique pay control number for each payroll, you can re-run the payroll registers (except the Payroll Input report).
IMPORTANT: You can use the Create Consolidated Check Utility to consolidate multiple check controls in a single Pay Control but still calculate the tax deductions separately for each separate pay amount. This utility is used most frequently to process summer pays when your employees request all of their pays in one check. Refer to the “Running the Create
Consolidated Check Utility” section in the Guide to Utilities & Tools for alio HRS for more information. You can download the applicable state reporting guide from the Weidenhammer infolink Web site.
This section discusses:
• Maintaining the Pay Control Record Header • Maintaining the Pay Control Record Line Details
Maintaining the Pay Control Record Header
Follow these steps to maintain the information that displays at the top of the Pay Control Record form.
To maintain the pay control record header:
1. Follow this path to access the Pay Control form: HRS > Payroll Processing > Payroll
Control.
2. Use the Find option to search for the pay control record you want to modify or click the
New Record button to create a new pay control record.
When the New Record button is clicked, the form displays in Entry mode with all fields blank.
Figure 2-2. Pay Control form – HMPCL01A
3. In the Control No field, click the List of Values button to select the unique code used to identify the payroll control record; or type a new pay control number. You can enter 2 alphanumeric characters.
Press TAB to move the cursor to the second part of the Control No field.
4. In the second part of the Control No field, type a description of this payroll control record.
5. In the Year field, click the List of Values button to select the accounting year for which you are setting up the payroll control record. This is a one-digit field.
6. Click to select one of the following options:
• Regular Pay to indicate that this payroll control record is a standard payroll
run. A standard payroll run includes base pay and exception input. This is the default selection.
• Supplemental Pay to indicate that this payroll control record is an exception
input only payroll run. Base pay records are not processed if you select this option.
• Base Pay Only to indicate that this payroll control record is a base pay only
payroll run. Exception input records are not processed if you select this option. 7. In the First Check field, enter or change the bank number and beginning check number
for this payroll run. The next check number is automatically tracked.
• The first part of the field is the bank number; you can enter up to 2 alphanumeric characters.
• The second part of the field is the beginning check number; you can enter up to 8 alphanumeric characters. If less than 8 characters are entered, alio converts the number to 8 characters by adding zeros to the front of the number when the record is saved.
Leave this part blank if you are using the Bank Master to assign check numbers. 8. In the First Advice field, enter the bank number and beginning advice number for this
payroll run. The next advice number is automatically tracked.
• The first part of the field is the bank number and consists of up to 2 alphanumeric characters.
• The second part of the field is the beginning advice number and consists of 8 alphanumeric characters. If less than 8 characters are entered, alio converts the number to 8 characters by adding zeros to the front of the number when the record is saved.
Leave this part blank if you are using the Bank Master to assign advice numbers. 9. In the Claim No field, enter the claim number associated with this payroll run. Leave this
field blank if there is no associated claim number.
10. Select the Include Stipend Pay check box to include stipend pay in this payroll run. Stipend pay is entered on the Stipend Entry form. Refer to “Entering an Employee Stipend” on page 71 for more information.
11. In the Beginning Stipend No. field, enter the first stipend number to be used. 12. In the Ending Stipend No. field, enter the last stipend number to be used.
13. In the Check Message field, enter any informational message you want to display on the checks produced from this payroll run. You can enter up to 80 alphanumeric characters.
14. In the Mandatory Deduction/Benefit Groups data block, select the deduction/benefit groups that apply to this payroll run. These fields are optional.
• In the Federal field, click the List of Values button to select a required group of federal deductions or benefits for this payroll. If a deduction/benefit group is entered in this field, all employee records included in this payroll must contain one of the deductions/benefits in the group; otherwise, a warning is generated during the payroll calculation.
• In the State field, click the List of Values button to select a required group of state deductions or benefits for this payroll. If a deduction/benefit group is entered in this field, all employee records included in this payroll must contain one of the deductions/benefits in the group; otherwise, a warning is generated during the payroll calculation.
• In the Other field, click the List of Values button to select a required group of deductions or benefits for this payroll. If a deduction/benefit group is selected in this field, all employee records included in this payroll must contain all of the deductions/benefits in the selected group; otherwise, a warning is generated during calculation.
• In the Retirement 1 field, click the List of Values button to select a required retirement group of deductions or benefits for this payroll. If a deduction/ benefit group is selected in this field, all employee records included in this payroll must contain all of the deductions/benefits in the selected group; otherwise, a warning is generated during calculation.
• In the Retirement 2 field, click the List of Values button to select required retirement group of deductions or benefits for this payroll. If a deduction/ benefit group is selected in this field, all employee records included in this payroll must contain all of the deductions/benefits in the selected group; otherwise, a warning is generated during calculation.
Maintaining the Pay Control Record Line Details
Follow these steps to maintain the lines associated with the pay control record. To maintain the pay control record line details:
1. Press Tab to move the cursor to the first payroll detail line.
2. In the Category Group No field, click the List of Values button to select an employee category group you want to include in this payroll run. This is a required field.
3. In the Ded/Ben Grp No field, click the List of Values button to select the deduction/ benefit group numbers you want to include in this payroll run.
4. In the Pay Period field, enter the unique 2-digit code for this pay period. This code identifies this payroll throughout the payroll process.
