Human Resources Training. Payroll Training

Human Resources Training

Vista HRMS™ 4.1 Payroll Processing Version 10/2009

© Copyright 2009 Personnel Data Systems, Incorporated

470 Norristown Road Blue Bell, PA 19422 (610) 238-4600 www.pdssoftware.com

PROPRIETARY NOTICE:

PDS® provides this documentation for use by its Licensees and prospective Licensees. It contains information of a confidential and proprietary nature. In this connection, Recipient acknowledges its obligations and covenants that neither Recipient, its employees or agents will in any form whatsoever copy, sell, lease, assign, transfer or reveal any information contained here in. The information in this document is subject to change without notice and should not be construed as a commitment by PDS. PDS assumes no responsibility for any errors in this document. Although PDS warrants that the system will in general perform in accordance with documentation, there may be minor differences in screen formats, report layouts, operating procedures, etc., depending on the user’s computer type and operating environment.

PDS and the PDS logo are registered trademarks of Personnel Data Systems, Incorporated. Vista HRMS is a trademark of Personnel Data Systems, Incorporated. All other registered trademarks, trade names and product names are registered trademarks or trade names of their respective holders.

How This Book Is Organized

This training workbook is designed as both an instructional guide and a post-training reference

resource. The initial lesson provides an overview of payroll processing in HRMS and the steps that

must be taken to set up your system, record employee information and process a payroll. The next

lesson looks at the “People” pages in Vista HRMS that are related to payroll. The people pages in

Lesson 2 include information indicating in what setup table displayed fields are referencing.

The third lesson begins examining setup tables that are related to payroll and the fourth lesson

examines time entry from the web and the desktop application where batch time entry and

adjustments are generated. As you examine the setup tables, the instructor may refer you back to

the employee pages where you will apply data from the setup tables to the employee or applicant.

Once you have a grasp of the setup steps, you will walk through payroll and post payroll processing

as well as the reports available in Vista HRMS. The final lesson covers how the check calculator

can be used an how to perform a check reversal from Pay History.

The instructor may stop during the lesson to have you do additional exercises or assign them at the

end of a lesson.

Conventions Used in this Book

The conventions used in this book are as follows:

Function

Example

Meaning

Mouse or Pointing Device Instructions

Click Press the left button

Right-Click Press the right button Double-Click Press the left button twice Keyboard Instructions [enter] Press the Enter key.

[left] Press the Left key.

[ctrl-f] Press the letter F while holding the CTRL key.

Mouse and Keyboard [alt] + Click Hold the ALT key and click the left mouse or pointing device button.

Typing Instructions Type dirpt The text in Bold Arial font is to be typed, i.e.: dirpt

Menu Selection Personal >>

Addresses

Select Personal from the menu, then Addresses from the submenu. ..>> separates menu levels.

In addition, icons are used to represent the following: Description of a key concept.

An item that is important to remember.

Reference to the setup location for field entries in drop-down lists.

Configuration Settings

Table of Contents

Lesson 1:

Payroll Processing Overview ... 1-1

Features ... 1-2 Payroll Processing Flow ... 1-3 Basic Procedures... 1-5 Define Pay Companies ... 1-5 Define Payroll Setup Tables ... 1-5 Define Employee Payroll Information ... 1-5 Identify Employees to Process ... 1-6 Enter Payroll Time and Adjustment Transactions ... 1-6 Run the Validation Phase of Payroll ... 1-6 Run the Update phase of payroll. ... 1-7 Print checks and deposit advices... 1-7 Update Pay History. ... 1-7 Process Direct Deposits, General Ledger, Bonds, etc. ... 1-8

Lesson 2:

Employee Payroll Data ... 2-1

Personal Pages Related to Payroll ... 2-2 Personal Information ... 2-2 Addresses ... 2-4 Phone Numbers ... 2-5 International ... 2-6 Other Names... 2-7 Documents ... 2-7 Employee Pages Related to Payroll ... 2-10 Employment Information Pages ... 2-10 Roles – Jobs and/or Positions ... 2-11 Status Changes ... 2-15 Compensation ... 2-18 Employee User Fields ... 2-20 Payroll Information ... 2-23 Payroll Information Page ... 2-23 Pay Rates ... 2-31 Mid-Pay Period Rate Changes ... 2-37 Direct Deposit ... 2-39 Earnings ... 2-41 Taxes ... 2-43 Deductions... 2-52 Deductions Based on Benefit Plan Enrollment ... 2-57 Wage Attachments ... 2-58 Taxable Fringes ... 2-62 Labor Distribution ... 2-64 Bonds ... 2-66 Record of Employment Page ... 2-67 Imputed Income ... 2-72 W4 ... 2-72 W2 ... 2-73

History Pages ... 2-87 Pay History ... 2-87 Pay Increase Statistics ... 2-89 Earnings Statistics ... 2-89 Life to Date History ... 2-90

Lesson 3:

Payroll Setup ... 3-1

Pay Company Setup ... 3-2 Pay Company Information ... 3-3 Pay Company: Defaults ... 3-4 Pay Company: Payroll ... 3-5 Pay Company: Distributions ... 3-6 Pay Company Factors ... 3-7 Pay Company User Fields ... 3-7 Auto-Incrementing IDs for Check Sequencing ... 3-10 Pay Company Groups ... 3-11 Payroll Table Setup ... 3-12 Payroll Setup Launch Page ... 3-12 Payroll Status Setup ... 3-12 Deductions Setup ... 3-15 Deductions for Additional Checks ... 3-21 Copying Payroll Codes to Other Pay Companies ... 3-28 Performing Mass Updates ... 3-31 Direct Deposit Setup ... 3-32 Additional Checks/Special Payrolls ... 3-33 Earnings Table... 3-34 User Defined Equations ... 3-47 Earnings in Action ... 3-49 Creating a User-Defined Earnings Equation ... 3-54 Earnings Equation Using a Constant Value ... 3-58 General Ledger Table ... 3-62 Pay Company & Distribution Table Entries ... 3-64 Motor Vehicle Table ... 3-67 Premium Rules ... 3-68 Shifts Table ... 3-70 SUI/SDI Table ... 3-74 Tax Profile Table ... 3-75 Taxable Fringes Table ... 3-78 Tax Table ... 3-82 Tax Table Maintenance ... 3-84 Example of Adding Local Tax ... 3-87 Time Entry Header ... 3-88 Workers’ Compensation Table ... 3-90 Charge Numbers ... 3-91 Payroll CD Codes ... 3-93 Register Sort Order ... 3-95

Lesson 4:

Managing Time in Vista HRMS ... 4-1

Employee Time Pages ... 4-13 Time Information ... 4-13 Calendar ... 4-14 Time Entry ... 4-15 Creating Bonus Transactions ... 4-16

Lesson 5:

Payroll and Time Entry Transactions ... 5-1

Payroll Processing Overview ... 5-2 Identifying Employees to Process ... 5-3 Creating a Company Header ... 5-3 WEB Time Entry ... 5-5 Time Entry Desktop Application ... 5-10 Time Transactions ... 5-12 Timecard Required Payroll Transaction ... 5-14 Transaction to Create a Second Check ... 5-14 Transaction to Create Vacation Advance Checks ... 5-15 Time Entry Field Descriptions ... 5-20 Batch Time Entry ... 5-28 Specifying Batch Maintenance Preferences ... 5-29 Creating Batches Using Batch Maintenance ... 5-30 Specifying Batch Time Entry Preferences ... 5-31 Entering Batch Time Entry ... 5-33 Automatically Generating Batches ... 5-36 Set Preferences for Automatic Batch Creation ... 5-36 Generate Batches ... 5-37 Generate Time Entry Transactions ... 5-39 Payroll Calculation Steps ... 5-41

Lesson 6:

Special Payroll Transactions ... 6-1

Accessing Adjustment Transactions ... 6-2 Stop Pay Adjustment ... 6-3 Stop Pay Transaction ... 6-3 Reports Showing Stop Payment ... 6-4 Net-To-Gross Check Adjustment ... 6-5 Reports Showing Net-to-Gross Check... 6-7 Salary Override Adjustment ... 6-8 Reports Showing Salary Override ... 6-10 Tax Override Adjustment ... 6-11 Tax Override Transactions For Federal Tax... 6-11 Federal and State Tax Override ... 6-12 Reports Showing Federal Tax Override ... 6-13 Company Car Fringe ... 6-14 Reports Showing Company Car Fringe ... 6-16 Check Reversals ... 6-17 Check Reversal Transaction ... 6-17 Reports Showing Check Reversal ... 6-18 Manual Checks ... 6-19 When Is A Manual Check Processed? ... 6-19 Manual Prepaid Check ... 6-19

Manual Void Check ... 6-31 Reports from Exercise 2 – Manual Void Check ... 6-33 Reports from Exercise 2 – Manual Void Check ... 6-34 Current Pay Tax Adjustment ... 6-35 Reports from Exercise 2 – Manual Void Check ... 6-36

Lesson 7:

Payroll Processing ... 7-1

Processing a Payroll ... 7-2 Transaction Register ... 7-3 Payroll Validation Phase ... 7-8 Payroll Comparison Process ... 7-17 Update Phase of Payroll Processing ... 7-19 Payroll Validation and Update Phases ... 7-19

Lesson 8:

Post Payroll Processing ... 8-1

Produce Checks and Advices ... 8-2 Checks/Deposits Page ... 8-3 Check Writer Procedure Summary ... 8-7 Payroll History Update ... 8-9 Payroll History Database Tables ... 8-10 Pay History Update Report ... 8-10 Sample Pay History Report ... 8-12 Employee Pay History Page ... 8-13 Direct Deposit Processing ... 8-15 Direct Deposit Reports ... 8-18 General Ledger Processing ... 8-21 Sample General Ledger Table Report ... 8-23 Sample General Ledger Processing Report ... 8-24 Payroll Register ... 8-26 Payroll Register Report ... 8-27 Payroll Register Report Field Descriptions ... 8-28 EFTPS Report ... 8-29 Bond Processing ... 8-30 Bond Register Report ... 8-31 CTS Tax Filing Interface ... 8-32 Check Reconciliation ... 8-33 Fiscal Register Detail and Summary Reports ... 8-36 AERS and ROE Reporting ... 8-37

Lesson 9:

Additional Processing Jobs ... 9-1

Quarterly and Year End Payroll Processing ... 9-2 Quarter End Processing ... 9-2 Year End Processing ... 9-3 Miscellaneous Payroll Processes ... 9-4 Mass Pay Update ... 9-4 Third Party Processing ... 9-5

Lesson 11:

Online Check Calculator/ Check Reversal ... 11-1

Overview ... 11-2 Using Check Calculator to Calculate ... 11-3 Check Calculator Pages ... 11-3 Exit the Check ... 11-13 Update the Check... 11-13 Reversing a Check ... 11-14 Run Online Post Payroll Processes ... 11-16 Generating Transactions for the Next Payroll ... 11-17 Generating a Prepaid (Manual) Check ... 11-17 Voiding a Check ... 11-18

Lesson 1:

Payroll Processing Overview

Objectives

•

To have a basic understanding of the full range

of Vista HRMS Payroll features

•

To have a basic understanding of the Payroll

Processing flow

•

To have a general idea of the basic

procedures in setting up and running payroll in

Vista HRMS

Features

Vista provides a full range of payroll processing features designed to meet the payroll demands of any organization, regardless of size or industry, for both US and Canadian employers.

In addition to delivering the accurate earnings, tax and deduction processing that you would expect of any payroll package, Vista also provides for:

 Processing of paid and non-paid taxable benefits  Direct deposit processing

 Special processing for wage attachments  User-defined earnings equations

 Recognition of mid-period pay increases  On-line check calculator and check generation

Vista also gives you the flexibility you need to meet any payroll scenario at any step of your payroll cycle.

Each pay period, an employee’s earnings, taxes and deductions can all be automatically calculated by the system based on the information you have established in that employee’s record. However, you can also enter payroll transactions in order to override or adjust the employee’s normal earnings, taxes and deductions.

At the end of each payroll, the system automatically provides detailed reports that show exactly how each employee’s wages, taxes and deductions were calculated. The system also automatically updates each employee’s record so that their payroll statistics always reflect the latest information.

Vista HRMS also provides you the tools for quarter and year-end processing. Due to the ever-changing compliance issues associated with both quarter and year-end processing, these topics will only be touched lightly in this workbook. PDS provides you an updated quarterly and year-end document each quarter/year. The latest of these documents are always available on the PDS support site.

Payroll Processing Flow

Vista allows you to process payrolls for groups of employees based on their pay company and payroll frequency. You can also process a special payroll for only those employees for which time has been manually entered.

When you process a payroll, the system references the salary information defined in your employee records, and the salary, tax, and deduction information in each employee's record. Each employee's hours, earnings, taxes, and deductions can be automatically calculated by the system based on the information in their employee record.

You can also enter payroll transactions to override an employee's regular hours and earnings, or enter supplemental time or earnings for an employee. You can also use payroll transactions to temporarily override or adjust an employee's taxes and deductions.

During payroll processing, the system also references the payroll parameters defined for each pay company in your Pay Company structure and the appropriate payroll-related setup tables (such as the Earnings, Tax Profile, and Taxes tables).

Based on this information, the system calculates each employee's wages, taxes and deductions for that payroll. When it has finished processing a payroll, the system creates a set of payroll register tables, from which you can print paychecks, deposit advices and the standard payroll reports provided in the system.

You also use the payroll register files for Direct Deposit, General Ledger, and Bond processing. The paycheck and deposit advice information in these files is also updated to your pay history tables.

The system will also automatically produce detailed reports showing the wages, taxes and deductions processed for each employee in that payroll and will update the wage, tax, and deduction statistics in each employee's record accordingly.

Note that prior to each payroll you process, the system allows you to perform an unlimited number of preliminary payrolls for validation purposes. These preliminary payrolls do not update any employee information in the system, but they do produce detailed reports which show how each employee's wages and taxes will be calculated and provide any appropriate warning messages. After reviewing these reports, you can perform any necessary changes to employee information, or enter payroll adjustment transactions, so that the ensuing payroll will be processed correctly.

In addition to processing regular payrolls, the system also allows you to process special payrolls in which only the Time Entry transactions and payroll

You can also use the Check Calculator to enter, calculate and process a single employee check. This can be useful if you need to print a single check for an employee, record a check you have manually issued, or calculate hypothetical wage, tax, and deduction scenarios.

After running an update phase of payroll, you then perform all the post payroll processing steps including check and advice processing, GL, direct deposit, pay history update and any interfaces such as CTS you may be using.

Basic Procedures

The following are the basic steps you must follow in order to process a payroll in Vista:

Define Pay Companies

Pay companies are used to group employees for payroll processing and reporting purposes. When you process a payroll, you identify which employees will be processed based on their pay company and their Payroll Status.

You must specify the nationality of each pay company you define; either US or Canadian. The nationality of the pay company to which an employee is assigned determines the tax calculations the system will perform for that employee and the tax tables the system will reference. It also determines whether the system will display the US or Canadian screens in the employee's record.

For each pay company, you also define critical payroll information such as the pay company’s normal weekly hours, and bank account information. You can also define important payroll processing parameters that affect the positions assigned to that pay company. For US pay companies, you define a Federal Tax ID Number. For Canadian pay companies, you define your Business Numbers for EI Rate Types A and B. Pay Company Setup is covered in Lesson 3.

Define Payroll Setup Tables

PDS' user tables allow you to establish important payroll information that can then be identified in employee records and in payroll transactions by a simple, brief ID code. Some of the information you establish in these tables includes earnings types, taxable benefits, deductions, direct deposit banks, and general ledger accounts. You also need to define calendars for pay periods, holidays and for AERS calendars for Canadian companies. You also need to maintain setup tables for federal, state, and local taxes.

Payroll Setup tables are covered in Lesson 3.

Define Employee Payroll Information

For each employee, you define important payroll information, including pay rates, weekly hours, default Earnings ID, and labor distribution information. You also define whether time should automatically be calculated for an employee In each employee’s record, you also define the employee’s taxable fringe benefits, tax information, and deductions. You can also specify earnings an employee should be paid on a recurring basis for specific earnings types (for example, a per diem). You also specify the employee's pay method information (checks and/or direct deposit accounts).

Identify Employees to Process

You identify the employees you want to process each payroll by entering one or more Company Header transactions. In each Company Header transaction, you identify the employees you want to process by entering a Company ID and an employee Payroll Status. That transaction identifies all active employees who are assigned to that pay company and who have that Payroll Frequency Code entered in their employee record.

If necessary, you can also enter a Pay Designator to further identify only those employees who have that Pay Designator in their employee record. In each Company Header transaction you also indicate which monthly pay period you are processing. The pay period you are processing defines which employees will be paid, as well as the recurring earnings, taxable fringes, deductions, and employee direct deposit entries that will be processed.

Enter Payroll Time and Adjustment

Transactions

If the system does not automatically calculate an employee's hours and earnings each pay period, you must enter a Time Entry transaction to record the employee's hours and earnings. Time may be entered on the Employee Time Entry page or in the Time Entry desk-top utility. If time is entered through the browser, time transactions must be created prior to running payroll

If the system does automatically calculate the employee's hours and earnings, you may still need to enter a Time Entry transaction to either override or adjust those earnings.

You can also enter payroll adjustment transactions to override or adjust an employee's taxes or deductions. This is done in the Time Entry Utility

Run the Validation Phase of Payroll

Once you have entered the Company Header transactions for all the pay companies and payroll frequencies you want to process, and have finished entering all the necessary payroll transactions for employees in those pay companies and payroll frequencies, you are then ready to run a Validation payroll.

The Validation phase and the Update phase of payroll both perform the same payroll calculations based on the information currently entered in your database. However, the Validation phase is only a test run. The Validation phase

does NOT update any employee records.

You can re-run the Validation phase as many times as necessary until you are satisfied with the results shown on the report output. Only after you run a Validation phase and are satisfied with the results should you then perform the final phase of payroll, the Update phase.

Information on performing the Validation phase of payroll is covered in Lesson 7.

Run the Update phase of payroll.

Once you have run one or more Validation payrolls and are satisfied with the results, you can then run an Update payroll. The Update phase will perform the same calculations and produce the same reports as the Validation phase but, since it is the final phase of payroll, the Update phase also does the following:

 Updates the wage, taxable fringe, tax, and deduction information in the employee records that were processed.

 Deletes all Company Header transactions that were processed.  Deletes all payroll adjustment transactions that were processed.  Deletes all Time Entry transactions that were processed, except those

designated as permanent transactions.

Print checks and deposit advices.

After you have performed the Update phase of payroll processing, you can print the checks and deposit advices for that payroll. However, depending on what data you want to show on checks and advices, you may want to perform tax-deferred allocations in validate mode to calculate the employer contribution to tax-deferred plans. You also may want to perform Leave Accrual if you want the current accrued to appear on the check/advice.

Information on printing checks and advices is covered in the lesson on Post Payroll Processes.

Update Pay History.

After you have finished printing checks and advices for a payroll, you must update the pay history tables so that information about those checks and advices is recorded in those tables. The pay history tables contain detailed wage and tax information about each check and advice. You can view that information on the employee record (covered in Lesson 2) and generate reports off the Pay History tables.

For Canadian employees, this process also updates the pay period required for ROE reporting and EI statistics in each employee's record (covered in Lesson 2).

Process Direct Deposits, General Ledger,

Bonds, etc.

After printing checks and advices and updating the pay history tables, you can then proceed to perform the additional processes your organization requires as part of its payroll cycle. These may include creating the direct deposit file for your bank, creating a file of general ledger transactions for your General Ledger application, and creating a savings bond file for the Federal Reserve Bank. You can also produce the EFTPS (Electronic Fund Transfer Payment System) report which shows the federal wage and tax totals for the payroll just processed.

At this point, you may also want to perform Leave Accrual Processing and Benefits Enrollment Processing in order to update employee leave accrual and benefit plan information based on the payroll that was processed. If you have pension plans setup in the system, you may want to run a pension update. As you receive statements back from your bank, you can also use Vista to either manually or automatically reconcile paychecks in your pay history tables. Information on Direct Deposit, General Ledger, and Bond Processing, as well as the EFTPS report and Check Reconciliation, is covered in the lesson on Post Payroll Processes.

Lesson 2:

Employee Payroll Data

Objectives

•

To understand the person vs. employee data

concept in relation to payroll

•

To become familiar with the pages that

contain personal data used in payroll

processing

•

To become familiar with pages that contain

employee data used in payroll processing

•

To use the search feature to find a specific

employee

Personal Pages Related to Payroll

As a first step in learning the Vista HRMS Payroll system, you will become familiar with the pages that store employee data. These pages will be referenced again as you examine the results of payroll processing.

Personal

Menu

The Personal pages hold data that relates to the person, whether or not he or she is an employee. These pages are available for Employees, Applicants, Dependents and any other people (or persons) in the Vista HRMS database.

In this training, you will only look at the pages that are relevant to payroll.

Personal

Information

Personal Information

Personal Information is the first option on the Personal Information drop-down menu. The Name/Personal page provides basic personal data on the employee. The page contains additional page links that will take you to other editable pages.

Name/

Personal

On the Name/Personal Page, you can view and edit basic personal information.

The name information on the Name/Personal page displays on each people record in Vista HRMS This is the person’s primary name.

The Social Security number and Birth Date will not display if the logged-in user does not have security rights to see them.

In this example the name appears as Last Name, First Name, and Middle Name. The name display can be various combinations of First Name or Preferred, Middle Initial and Last

Name display is controlled by a setting in the web.config file on the web server. The web.config file contains a variety of settings that control the display of web pages. Changes made to this file are global. Name display is a web.config setting that can be any of the following settings:

0. Last, First Middle 1. First Last 2. Last, First 3. Aka Last 4. Last, Preferred

Addresses

The Addresses Page enables you to edit address-related data. Vista HRMS allows you to store different types of addresses. PDS has defined the following codes to identify different address types:

HOME the current address PREVIOUS the previous address

CHECK address on check stubs and advices

BEN address that can be used to determine benefits elibibility

Addresses

Page

Address changes can be applied to dependents when updating an employee. Will update previous address info if checked

Add/Edit

Address

The drop down list displays the address code description. The address codes do not display in the list. (i.e Home Address is the descripion for the address; address code = HOME).

PDS vs. User

Defined

Codes

Some fields have valid entries that are defined by PDS, but can also be added to by the user. Some fields have valid entries that are totally defined by you. You define various user codes in the CD Tables accessed from the Setup link within each individual application. For address types, PDS has defined Home, Previous, Check and Benefit Address types, but you may include additional address types in the CD table.

You can add additional Address Type (CDADDR) codes in CD Tables in the Human Resources Setup link by choosing CD Tables.

Phone Numbers

The Phone Numbers page allows you to add multiple phone numbers.

Phone

Numbers

Page

Phone changes can be applied to dependents when updating an employee. Will update previous phone info if checked You can make changes directly to the Home Address or select from the Address Type drop-down to edit another address type. Although, PDS has defined Address Type codes for specific types of addresses, you can include as many additional address type codes as you desire. Note you can define a separate address to appear on check/advice stubs.

You can make changes directly to the Home Phone or select another phone type to edit from the Phone Type drop-down menu.

As with names and addresses, Phone Types (cdphone) are defined as CD Tables in the Human Resources application Setup option. The HOME and PREVIOUS

phone types are PDS defined. The phone number format is defined in the Country table in the Adminisitrative setup option of the HR application..

International

The International page provides a way to store citizenship, Visa and Passport Information.

International

Page

For Citizenship, Visa and Passport Country, the list is coming from the Country table in the Adminisitrative setup options.

Other Names

Vista HRMS provides you the ability to store other names for those employees who want another name listed on checks and advices or W-2’s or T4’s.

Other Names

Page

As with address and phones, Vista HRMS will also store a Previous Name. Click on the Edit icon to add or edit any of

the Other Names that Vista HRMS stores and you are provided an edit page to change that particular type of name.

Documents

Selecting Personal >> Documents from the page menu provides a place in which to store information about the documents a person has on file with your organization. The Documents Page provides the ability to link to documents stored on your network, and also enables you to store documents in the database.

Documents

List Page

The Documents List Page originally returns a list of documents. If document categories have been created, documents are stored by category (i.e. W4 is most likely listed under a Payroll category).

Documents

Edit Page

Typically when addding documents, they are uploaded to the webserver or the database. But by adding a W4 document to an employee on this page, you are simply providing the ability for the W4 form to be updated by self-service users or administrators. With the W4, you don’t actually have to store the document. When you add a W4 document, the link appears at the top of the page.

To edit the W4, click on the link.

Note: An employee cannot edit their W4 in Self Service if an entry has not Click on the Edit

W4 link to view the document

This drop-down only displays if entries have been

made to the document category cd table

Once a W4 has been added to the employee’s document page, with proper security rights it can be edited on the employee’s Payroll W4 page.

W4 Page

For other documents, clicking on the icon, allows you to link to the actual document. If you are storing documents on the server, consider using person_id in the document name to ensure unique names.

Adding Documents to the Server and Database is covered in Human Resources training.

Document Names are defined by Options in the Securty application and must be assigned to the Security Category, Misc and the Security Group “Documents”. Access to documents by Name is controlled in the Security application.

Employee Pages Related to Payroll

General employee data appears on the pages selected from the Employee menu. The Employee menu provides data that is specific to employees and does not apply to applicants or dependents. Employees are assigned an EMPLOYEE ID (in addition to a PERSON ID) when they are hired. Employee data stored in Vista HRMS related to payroll will be explored on the following pages. Additional employee data related to Benefits, Payroll and History are accessed from those menus, respectively.

Employment Information Pages

Employment

Information –

Employment

Page

Notice that the fields on this page are display only. You must edit this information elsewhere.

Note: The cursor lands in the Employee ID field. Be careful that you don’t accidentally edit this field.

If the hours and earnings for a person are automatically calculated by the system each pay period, the work schedule calendar assigned to a person can be used to

Page Link Menu

For Canadian employees, this calendar is used to define the employee’s daily work schedule for AERS Sunday to Saturday allocation. If a calendar is not assigned to a person, then the fiscal calendar assigned to the employee’s pay company is used for AERS allocation.

The Work Schedule Calendar defines the work schedule for this person. Work Schedule Calendars are defined in the Time application setup function under Calendars.

Note: When Payroll processing is performed, checks and reports are grouped by pay company and distribution.

Distibutions are defined for each pay company in Pay Company setup function in the HR application.

Roles – Jobs and/or Positions

Employees can hold more than one role provided they are in the same pay company. A role can be a Job or a Position in Vista HRMS.

The difference between a Job and a Position is where and how they are defined in Vista HRMS Organizational Setup. A Position may only be assigned to one person at one time. A Job, on the other hand, may be assigned to more than one person.

When an employee is assigned a role, either a position or a job, that employee role is assigned to report to a position.

Positions

Assigned List

Page

When an employee holds more than one role, the first role will be listed with a “1” in the primary field and all others will be assigned a “2”.

Positions

Assigned

Edit Page

By clicking on the Recruiter link for Jill, you bring up the Positions Assigned Page that provides information about the employee’s primary position. The page opens displaying basic position Setup information. The page contains additional tabs that will link you to pages related to the employee’s position.

By clicking on the Location tab, location and phone information display. Tab menu with Setup selected

The Status tab contains information related to the status of the position. There is both a comment tab and a tab that provides the effective date of any changes made to the position.

Because there is a one-to-one relationship between a position and the employee (i.e. only one person can be assigned to a position), changes made here will also be seen in the Position table.

A person in a position automatically reports to the person holding the parent position defined in the Position table.

This and other employment summary information is displayed on the Employee Profile page which is accessed by selecting the employee’s picture or their name if no picture exists.

Employee

Profile Page

On the Employee Profile page, the Personnel Status, Payroll Status and Benefit Status all display. Personnel changes are handled through Status Changes.

Jobs

Assigned List

Page

If an employee has been assigned one or more jobs, they display on the Jobs Assigned page. Remember that one job can be assigned to multiple employees.

Employee’s Manager

Employee’s Statuses

When you click on the icon, you are provided a list of positions to choose from. The employee in a job reports to the person who occupies the selected position.

Status Changes

On every employee page, you are provided an opportunity to edit one or all of the three statuses. Depending on whether you choose a page from the Employee, Benefit or Payroll menu, you are provided the corresponding Status at the top of the page.

Employee Manager is

assigned here

Status

Change

Page

Three

Statuses

Personnel

Payroll

Benefits

From the Status Change page, you can change the personnel, payroll and/or benefit status.

HR and Benefit statuses can drive benefits eligibility. Payroll status determines when a person gets paid. A person can be active in a benefit plan (Cobra) while having an inactive HR Status. A person can also be paid while having an inactive HR Status. Payroll statuses are PDS-defined. HR and Benefit Statuses are user-defined.

Having these three statuses allow us to terminate an employee, but leave him active for payroll and/or benefits.

As you implement Vista HRMS, you will draw up procedures specific to your operation as to how and when these statuses are changed.

When processing a payroll, you determine the employees that will be paid by indicating the Pay Company, the Payroll Status and the Pay Designator Group that is optional (displayed on the employee Payroll Information Page).

Status

Change

Company

Transfer

Page

Use the Company Transfer page link when an employee is transferred from one pay company to another. You are provided the ability to change the status in both the source and target companies.

The transfer type chosen will be dependent upon whether these companies have the same federal IDs or Bin IDs. These will be decisions you make as part of your implementation.

Status

Change

Balances

Page

The Balances page link provides a list of outstanding declining deduction balances and deduction arrears owed by the employee as well as company property issued to the employee and the employee’s leave accrual balances.

Compensation

The Compensation page is a summary of information that is stored on other Vista HRMS pages. It combines information from the HR, Benefits and Payroll modules that are related to the employee’s compensation. Select Employee>>Compensation from the page menu to access it.

Compensatio

n

Page

Total Compensation Tab

The page opens on the Total Compensation tab.

Click on each page tabs to view specific summary information. These are read-only pages. Summary information on the Benefits tab is drawn from employer costs for the benefits plans in which the employee is enrolled. Benefits Tab

Fringes Tab

Information on the employee’s fringes page appear here

Pay Rates Tab The employees current default pay rate appears here as well as any other pay rates on their pay rates page .

Compensation

Page

Survey Tab

Survey information is drawn from the Position Group/Job to which the employee is assigned in their primary role.

Qualifications Tab

Qualifications is drawn from the Position Group/Job to which the employee is assigned in their primary role.

Benefits Tab

Note: Except for Salary Administration, there are no Submit buttons on any of the Compensation page tabs, because you are NOT permitted to edit any of this information.

Salary Administration Tab List Page

The Salary Administration provides a tool that each manager can use to model their own departments pay increases. Although employees can be excluded from pay increases based on their personnel status, you can also exclude employees by being included in salary administration processing by adding an exception on this tab.

Compensation Page Salary Administration Edit Page

When you click the add icon, you are able to add a record to exclude this employee from salary administration pay increases. Other than the checkbox, the additional fields are not uses by the system but can be used for custom reports or procedures.

Salary Administration will be covered in detail in Lesson 7 of the HR Training Guide.

Employee User Fields

This page allows you to enter values for user-defined information you've decided to track for employees in your database. It works much like Personal User Fields, but the data stored here relates to employees only. The pages are the same as for Personal User Fields.

Employee User Fields are user codes defined in the CDEMPUSERFLD

CD code table in the Human Resources Setup.

Employee

User Fields

List Page

PDS PREDEFINED USER CODES

PDS has delivered several benefits eligibility and payroll user codes used for processing benefits and quarter or year end payroll. Time Entry Mode (displayed on the screen above) is also a PDS defined field. These codes are included with the user-defined codes in the CDEMPUSERFLD CD code table in the Human Resources setup.

There are user fields available throughout the system for you to add data values that your organization wants to store. You find user fields on the person menu and on many of the setup tables.

To edit items on list pages, you select the field name link, for instance

To add an item to a list page, you click the Add icon to the left of the Field Heading.

Employee

User Field

Edit Page

When you add a new Employee User Field to the employee record, the field drop-down list contains both user-defined and PDS-defined codes.

Note: Although you can remove the predefined user field codes if you do not intend to use them, PDS recommends you keep them in case you need them in the future. Some PDS processes look to see if the fields exist and refer to the data placed in them.

Payroll User Codes

Some PDS pre-defined employee user field codes are used in payroll processing for quarterly and/or year-end processing. They include:

PDS frequently creates additional user field codes and distributes them as part of quarter or year-end updates.

Payroll Information

The Payroll menu provides a list of choices to access payroll data. It is on these pages that most, but not all, payroll critical data is entered and displayed.

Payroll Information Page

This page allows you to define critical payroll information for this person. The various fields on this page and how they are used by the system will be reviewed over the next few pages.

Payroll

Information

Page –

Payroll Tab

To the right of the employee name, the Payroll Status is displayed as a link to the status change page. This status determines if and when the employee will be paid.

Payroll Statuses are PDS-defined in Payroll Setup Tables.

The person's payroll Classification: Hourly, Salary (Exempt), or Salary (Non-Exempt) The pay period

date for the last payroll in which this person was

The Default Earnings Type defines how a person's earnings will be calculated, taxed and accumulated. If the system automatically calculates a person's hours and earnings, the system will use the person's Default Earnings type for that calculation.

Earnings types are established in the Earnings table, which is accessed through the Setup option of the Payroll application.

For new hires, the system assumes the person's default earnings type is the same as the default earnings type specified for their pay company in your Companies structure. This can be edited during the hire process or at any time later.

Pay Method is either Check/Cheque or Deposit.

Distribution Groups are used to further group people for payroll reporting and general ledger (cost center) purposes. Many standard payroll reports that the system produces group information by pay company and distribution group. Many of these reports also provide separate totals for each distribution group.

Distribution Groups are defined for each pay company in the Pay Company structure, which is accessed through the Setup option in Human Resources.

This Shift field is only applicable if hours and earnings for this person are automatically calculated by the system and a user-defined earnings equation is used for this person's default earnings type and a user-defined earnings equation is used for this person's default earnings type. If a shift differential is selected in this field, when the system automatically calculates this person's pay period earnings, it will apply this shift differential.

Shift differential calculations are defined in the Shifts table in Payroll Setup.

You can assign an employee to a specific pay Designator Group. When you process a payroll, you use Company Header transactions to identify which people you want to process, based on their pay company and pay frequency. You can also enter a pay designator in a Company Header transaction to further specify that you only want to process people with that specific pay designator.

Suggested pay designators have been added to the database and can be changed in the CDPAYDES CD code table in Payroll setup.

The person's Premium Group determines the premium rules the system will reference when calculating premium pay for this person.

Premium Rules are defined in the Premium Rules table, which is accessed through the Setup option of the Payroll application.

Weekly hours is the normal weekly hours defined for the person's current primary pay rate on the Pay Rates page. If the system automatically calculates a person's

How weekly hours are used to calculate pay per period hours:

Weekly Hours

Payroll Status

# Hours Paid

Per Pay Period

40

Weekly

40.00

40

Bi-Weekly

80.00

40

Semi-Monthly

86.67

40

Monthly

173.33

The Advanced Vacation Hrs field stores the amount of any paid vacation hours that have been advanced to the person. The system automatically updates this figure whenever vacation pay is advanced to the person through a vacation advance. The next time a payroll is run in which the system would normally pay this person, the system will subtract the person's regular pay period hours (determined by the person’s pay status) from this figure. The system will not generate a paycheck for this person until this figure is less than the person's regular pay period hours. In the Employee Factor field, you can enter an earnings factor that is associated with this person that can be used in Earnings Equations. This will be covered more fully in the Payroll Setup lesson.

The Currency filed indicates which Country’s Currency symbols should be used for this employee.

Currency symbols are defined under the Administrative option category in the HR, Benefit and Payroll Setup tables.

ADP Interface

Only

An ADP File No field is displayed if the person is assigned to a pay company that has an A entered in the Payroll Interface field in its pay company record. That indicates the pay company is using the ADP Interface module. If so, this field contains the ADP File Number that will identify this employee record in the ADP system. Only employee records that have been assigned an ADP File Number are processed by the ADP Interface module.

Whenever you hire a new employee into an ADP pay company or transfer an employee to an ADP pay company, the system automatically assigns that employee record an ADP File Number. The system determines which number to assign by referencing the PDS Begin table, which can be accessed through the System Administrator application. Pay company records are accessed through the Setup option in the HR application.

Who Gets

Paid???

When you process a payroll, you identify which people you want to process based on pay company, payroll status and the pay designator. If the person's payroll status is Not Active, he or she will not be processed during payroll processing. Employee’s designated as time card required will not be paid if a time entry transaction has not been entered.

Prior to processing a payroll, a Time Batch Header must be created in Payroll Setup that includes Pay Company, Pay Period Frequency and Payroll Status. You must also indicate check date and period end date. You have the further option to specify only employees who have a particular Pay Designator assigned to their record.

Applying Your Knowledge

Using the following sample data, answer the questions on the following pages:

Name Company Payroll Status Designator

Jane ACME Semi-Monthly Executive

Joe WRLD Semi-Monthly Executive

Steve ACME Semi-Monthly Bonus

Sue WRLD Semi-Monthly Bonus

Charles ACME Semi-Monthly Executive

Paula ACME Semi-Monthly Bonus

Stacy ACME Semi-Monthly Executive

Diane ACME Semi-Monthly Remote

1. If the Company Header had the following data, which employees would be paid?

Company Frequency Designator

ACME Semi-Monthly Executive

Employees paid: ____________________________________________

2. If the Company Header had the following data, which employees would be paid?

Company Frequency Designator

3. If the Company Header had the following data, which employees would be paid?

Company Frequency Designator

ACME Semi-Monthly <blank>

Employees paid: _______ _____________________________________

Payroll

Information

Page —

Flags Tab

This page also contains information that will define how their payroll will be processed. We will be discussing the various fields on this page and how they are used in payroll processing. As previously mentioned, the Payroll Status link takes you to the status change page.

This flag controls whether the employee will be paid based on a unique employee pay rate or will be paid based on the rate assigned to his/her position or job. If the employee is paid by position, the pay rate page will provide a list box labeled, Assigned Role, for the Role (Job/Position) from which to select the employee’s rate.

If an employee is time card required, time must be entered for an employee to be paid. If an employee is not required to submit a time card, their weekly hours will automatically be generated based on their default earning type and their normal weekly hours. If a time card not required employee has earnings other than their default earnings (unless the

This option is only applicable if you are using the Automatic Wage Progression feature. If this option is checked, automatic wage progression can occur for this person. Automatic progression moves people from pay step to pay step based on length of service. The person's current pay step is then used to define his or her pay rate.

Wage progression parameters are defined for each pay step in the Pay Steps table, which is accessed through Payroll Setup.

Vacation advance checks can be issued to people through a payroll transaction. Normally, after a vacation advance check is processed, the system will not process any further time for that person during subsequent payrolls until the total vacation hours advanced to the person have been satisfied, based on the number of pay periods processed and the person's regular pay period hours.

However, the Wait one pay period before satisfying vacation hours option is selected for a person, the system will wait one pay period before attempting to satisfy the person's vacation hours. Therefore, the system will process time entered for that person during the first payroll after a vacation advance check is issued. You would only select the Wait one pay period before satisfying vacation hours option if, during payroll processing, you are paying people for hours completed during the previous pay period and not the current pay period.

For US employees, if this box is checked, the Pension Plan box will contain an “X” on any W-2s produced for this employee. This field is referenced by year-end processing. It is NOT referenced or updated by Benefits Enrollment processing.

If all or part of this person's pay is distributed through direct deposit transactions, check this box if you want to generate a paper deposit advice for this person when checks and advices are printed

This flag indicates whether an employee that would disallow an override of any related fields including Federal Marital Status, Federal Exemption Code, the number of Federal Exemptions and the Federal Extra Amount.

Payroll

Information -

Contract

Information

Page

The Contract Information page provides you additional fields to further control how contracted employees are paid.

Duration indicates the number of work days specified in the work contract for this person. You must enter a specific number of days in this field in order for the system to perform any contract calculations for this person.

Hours Per Day indicates the number of work hours per day specified in this person's contract.

Number of Pays indicates the number of times the person is scheduled to be paid under this contract.

Number Paid will display the actual number of times the person has been paid. This field is updated each time a regular payroll is processed for this person. This field is not updated when the person is paid through a special payroll run. When the figure in this field equals the figure in the Number of Pays field, the system will not process any further time for this person, including automatic and manually entered time. Paying Contracted Employees

When automatically calculating hours and earnings for contract employees, the system performs the same basic calculation as it does for non-contract employees. However, the system does follow special procedures to determine the contract employee’s pay period hours and hourly pay rate, based on the contract information defined for that employee.

The system will also reference the number of times the employee is scheduled to be paid in their current contract, and the number of times the employee has already been paid, to make certain that time for the employee should still be processed. The employee’s regular pay period hours for a contract position are determined

The system determines the employee’s annual hours by multiplying the total number of days in the employee’s contract by the number of hours in each contract day.

Contract Days * Contract Day Hours = Annual Hours

The following table shows how the system calculates an employee’s regular pay period hours for a contract position using the above information:

Employee Payroll Status Regular Pay Period Hours Calculation

Weekly (Annual Hours ÷ 52) * (52 ÷ # of Pays) Bi-weekly (Annual Hours ÷ 26) * (26 ÷ # of Pays) Semi-monthly (Annual Hours ÷ 24) * (24 ÷ # of Pays) Every 4 weeks (Annual Hours ÷ 13) * (13 ÷ # of Pays) Monthly (Annual Hours ÷ 12) * (12 ÷ # of Pays) Annual Contract Days * Contract Hours

The employee’s hourly rate is then determined by dividing the employee’s annual rate by the employee’s annual hours.

Annual Rate ÷ Annual Hours = Hourly Pay Rate

Rate Indicator Annual Pay Rate Calculation

Daily Pay Rate * Contract Days Weekly Pay Rate * 52

Bi-weekly Pay Rate * 26 Semi-monthly Pay Rate * 24 Monthly Pay Rate * 12

Before processing any time for a contract employee, the system references the number of times the employee is scheduled to be paid under that contract and the number of times the employee has already been paid. Once the Number of Pays Paid equals the Number of Pays, the system will not process any time for the employee.

Pay Rates

This page contains the person's pay rates and allows you to calculate and apply pay increases for that person rovided they. Each new rate you enter on this page can be recorded on the Pay Increase Statistics page of the person's record.

When accessing the Pay Rate page, a list page will appear. A new Pay Rate can be added by selecting _{or the Pay Rate can be edited by clicking on the date} associated with the Pay Rate. The employee can have more than one Rate Type. When automatically generating time and pay for a time card not required employee, the system defaults to the Current Pay Rate.

Pay Rates List

Page

If an employee is paid by job/position, the page displays a list box from which to choose the assigned role for this pay rate.

Pay Rates

Edit Page

When payroll processing references the person's pay rates, it will always use the rate that was in effect during the pay period being processed, based on the effective date of each rate. If more than one rate was in effect during the pay period, the system will reference both rates when automatically calculating a person's earnings.

Note: An employee can only have one pay rate per day for each rate type. The system calculates mid-pay period increases by day.

Note: If the pay rate is associated with the employee rather than the position and the employee holds more than one role, you may choose to include the pay for both roles in one rate. You can also pay the additional role(s) with a time card entry or through a recurring earning. It is recommended that you define a separate pay rate, for example “Second” and use it for the additional role.

The second tab on the Pay Rates page shows the pay grade stored on the employee’s primary position or job.

Vista HRMS calculates the Compa ratio based on the mid-point value assigned to

Pay Increase

Calculator

If you want to add a new rate, rather than edit an existing one, click the Add icon. You are provided the Pay Increase Calculator, where you can apply multiple increases and have Vista HRMS generate the new rate.

Even if you select Single Statistic, you will get multiple records in the pay increase statistics unless all increases are of the same Increase type.

The Increase Type and Rate Indicator fields are PDS defined and used to inform Vista HRMS of the type of calculation to perform.

How you define the Increase Type influences your entry in the Increase Pct/Amt field. If you choose a Percentage Increase, the percent amount is entered to the left of the decimal place (i.e. 3% is entered as 3, not .03)

If you are entering a New Rate or Fixed Increase, you must use the same rate indicator for all pay increases. Regardless of the rate indicator

you use, the system calculates an annual and hourly rate. The system defaults to the Weekly Hours indicated on the employee’s Payroll Information page. It uses this field to calculate the rates.

If you change the Weekly Hours here, it will change the normal weekly hours on the employee’s Payroll Information Page.

Pay Reason is a User Code defined in the CD Tables under the Setup option of the Human Resource application.

The system can calculate

up to five (5) different pay increases

You can apply up to 5 different pay increases at one time. In the example that follows, a 3% annual increase with the annual rate rounded to the nearest dollar has been entered. The system calculates the annual and hourly rate increases and new rates, as well as the Compa Ratio.

Add to this a 2nd _{pay increase for merit at a fixed rate of $50 semi-monthly and the}

system recalculates.

Note: When assigning multiple pay increases, all the increases must have the same rate indicator.

There is a web.config setting that allows you to show or hide the display of the Round Annual checkbox.

If you have the web.config setting set to display Round Annual, a check box is visible that will round the annual salary during the increase calculation.

If you want the annual amount rounded, every increase must have this box checked. When you submit your increases, a new record is listed on the list page.

Also if you select Pay Increase Statistics from the History menu, you will see there are two records for the latest increase – and the reason for each is included.

Pay Increase

Statistics

Page

Applying Your Knowledge

To an employee who shares the first letter of your last name assign a pay increase with the following criteria:

Increase Type Pay Reason Rate Indicator Pay Increase 1 100 Fixed Adjustment Semi-Monthly Pay Increase 2 3 Percent Annual Semi-Monthly Before you submit your changes, request Multiple Statistics.

Mid-Pay Period Rate Changes

When payroll processing references the person's pay rates, it will always use the rate that was in effect during the pay period being processed, based on the effective date of each rate. If more than one rate was in effect during the pay period, the system references both rates when automatically calculating a person's earnings.

In the example we used to provide add a rate, the employee is paid semi-monthly. Her pay rate change is after the beginning of the first pay period of June, 2007

The above semi-monthly rates are based on a full semi-monthly pay perid. If you examine the Validation report on the next page, you will see that Vista HRMS calculates a pay rate based on the two rates, by determining how many work days fall in between the beginning of the pay period and the new rate date, and the number of days after the rate change to the end of the pay period.

Note the rate on the Gross on the next page has been calculated as $1559.02. Note: To calculate mid-pay period increases exactly as you want, you may have to assign a daily work schedule calendar that defines your work days and off days. If a Time Entry transaction is entered for an employee, the Timecard Date on that transaction will determine which pay rate the system will use. For time card not required employees that do not have a daily work schedule calendar assigned to them, the system determines a daily rate based on a seven-day week.

Payroll

Validation

Report with

Mid-Period

Pay Rate

Change

You can see on the report that the system automatically has calculated two different rates for the pay period in

which the increase occurred.

Direct Deposit

Pages

Direct Deposit

This page contains information about the person's direct deposit information.

A maximum of ten accounts can be entered on this page.

Banks are established in the Direct Deposit table in the Setup option of the Payroll application.

The Bank Account and Bank Routing Number for the financial institution holding the pay company’s payroll account is specified in the Pay Company General Information Page in the HR application.

When you choose to add a new deposit, you can select a bank by first selecting the bank or entering the bank routing number.

Each record includes the person's bank account and the percentage or amount of the person's remaining net pay to be deposited to that account along with the pay period frequency with which it should be taken.

There is a web.config setting that allows you to display banks in a drop-down list as displayed above, or from an alphabetical menu as displayed below.

The Pre-note Indicator identifies the pre-note status of the deposit transaction and whether the deposit amount is fixed or a percentage. If you choose a pre-note indicator, the system will

automatically change the indicator to pre-note continues if a payroll is run prior to the 10 day pre-note period. After the 10-day pre-note period is over the system will change to a Deposit Made indicator.

Note The Audit Trail report produced during payroll processing indicates whether an employee’s deposit has been held for pre-note purposes.

In the Amount/Pct field, you place the fixed dollar amount or percentage of the person's remaining net to be deposited. The response in this field depends on the response entered in the Prenote Indicator field. Percentages are to be entered left of the decimal (e.g., 20% is entered as 20.0).

Note If you enter a percentage, that percentage is defined as a percentage of the person's remaining net that has not yet been distributed to any other direct deposit account — it is NOT a percentage of the person's total net.

For example, if an employee wants half of their pay to go to savings and the other half to go their checking

Account Type Prenote Indicator Deposit Amount Priority

Checking Percentage 50.0 1

Savings Percentage 100.0 2

During direct deposit processing, if an amount specified for an account on this page cannot be met, the system will not deposit any funds into that account. If the person still has net pay remaining after all direct deposit accounts on this

The Priority field indicates the priority in which these accounts will be processed. The lower the number, the higher the priority of the account.

Note: If you do not specify a priority for the accounts on this page, the system processes the accounts in order of bank account number, starting with the lowest number.

Applying Your Knowledge

1. Can an employee have a checking and savings account with the same number? ____________

2. How many days is the pre-note stage for direct deposit for an employee? ____________

3. If an employee changes the amount of their direct deposit for the same bank account, must the pre-note cycle be run again? ____________

Adding Direct Deposit information

Enter the following direct deposit information to an employee’s record: 50% to savings account # 293883888 every pay period

$75 to checking account # 293883888 the first pay period of the month 100% of remaining net into checking account 596923456 every pay period

Earnings

Pages

Earnings

This Earnings page contains the person's current year’s earnings information. This information is updated each time payroll processing is performed. You will clear the accumulators at the end of each year.

Earnings are defined in the Setup function of the Payroll application. Earnings types define how a person's earnings will be calculated, taxed and accumulated.

If you recall, the default earnings type appears on the Payroll Information page.

If the system automatically calculates a person's hours and earnings, the system will use the person's default earnings type for that calculation.

Recurring Earnings

If an earning type as been defined as a recurring earning in the Earnings table, an additional tab labeled Recurring appears on the Earnings page.

In the example below, the employee receives a regular international travel allowance. In the earnings table it has been defined as a recurring earning to be taken out the 1st _{pay period of each month and Continuous. A recurring earning}

Taxes List

Page

Taxes

The Taxes page contains the person's tax information, including setup information and current statistics. It opens with a list page of all the taxes that relate to this employee. Federal Taxes are listed first, then state and then local. Many of these rows are added automatically as part of the new hire process.

PDS provides regular updates to federal and state/province tables used in Vista HRMS.

When you select a tax, for both US and Canada, you are provided both a Details and Summary page links but for US companies an imputed income link is also visible.

Tax Summary

The Summary link provides a snapshot of all taxes.