Payroll - Guide (Old System)

PAYROLL OPERATOR'S GUIDE
February 1996 Release 9.0
Information Services Staff North Carolina Community College System 200 W. Jones St. Raleigh, NC 27603
Payroll Operator's Guide Release 9.0 (Updates Release 8.9, January 1995)
Written & compiled by the Information Services Staff, North Carolina Community College System, 200 W. Jones St., Raleigh, North Carolina.
Table of Contents
Table of Contents
About This Manual ............................................................ x Master Menu.................................................................... xii 1 Personnel Data Entry ................................................... 1-1
Purpose .................................................................................................... 1-2 Accessing the Personnel Data Entry Option ............................................ 1-2 Personnel Data Entry Screen - Page 1 ..................................................... 1-3 Personnel Data Entry Screen - Page 2 ..................................................... 1-6 Personnel Data Entry Screen - Page 3 ..................................................... 1-8
2 Payroll Data Entry ..................................................... 2-1

Purpose .................................................................................................... 2-2 Accessing the Payroll Data Entry Option ................................................ 2-2 Payroll Data Entry Screen - Page 1 ......................................................... 2-3 Payroll Data Entry Screen - Page 2 ......................................................... 2-6 Payroll Data Entry Screen - Page 3 ......................................................... 2-8 Employee Encumbrance Maintenance Screen......................................... 2-9 State Tax - North Carolina Screen......................................................... 2-10
3 Batch Header Maintenance .......................................... 3-1

Purpose .................................................................................................... 3-2 Accessing the Batch Header Maintenance Option................................... 3-2 Batch Header Maintenance Screen .......................................................... 3-3 Building an hours batch header ............................................................... 3-4 Building a one-time deductions batch header .......................................... 3-5 Building a leave batch header .................................................................. 3-6 Building a contracts batch header ............................................................ 3-7 Building a part-time staff contract batch header...................................... 3-8 Building a part-time faculty contract batch header.................................. 3-9
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Payroll Operator's Guide
4 Batch Transactions Input ..............................................4-1

Purpose .................................................................................................... 4-2 Accessing the Batch Transaction Input Option ....................................... 4-2 Batch Transaction Input Menu ................................................................ 4-3 Descriptions of Batch Transaction Input Menu Options ......................... 4-4 Input/Review Transactions Manually ...................................................... 4-5 Hours Transactions Screen/Special Pay Screen .................................... 4-6 Leave Transactions Screen .................................................................... 4-8 Contracts Transactions Screen............................................................... 4-9 One-Time Deduction Transactions Screen .......................................... 4-10 Build Hourly Transactions For Salaried Employees ............................. 4-11 Build Contract Transactions For Contract Employees .......................... 4-12 Descriptions of Contract Selection Menu Options .............................. 4-13 Build Coned Contract Batchs .............................................................. 4-14 Build Curriculum Contract Batchs ...................................................... 4-15 Build Part-Time Staff Contract Batchs ................................................ 4-16 Print Batch Listing (Hours) ................................................................... 4-17 Print Batch Listing (Coned and P Contract) ....................................... 4-18 Print Batch Listing (Leave) ................................................................... 4-19 Print Batch Listing (Deductions) ........................................................... 4-20 Print Batch Listing (Staff Contract) ...................................................... 4-21 Print Batch Listing (Faculty Contract) .................................................. 4-22
5 Batch Balancing ............................................................5-1

Purpose .................................................................................................... 5-2 Accessing the Batch Balancing Option ................................................... 5-2 Payroll Batch Balancing Screen - Page 1 ................................................ 5-3 Payroll Batch Balancing Screen - Page 2 ................................................ 5-4
6 Payroll Compute And Reports ......................................6-1

Purpose .................................................................................................... 6-2 Accessing the Payroll Compute and Reports Option .............................. 6-2 Payroll Compute Menu ............................................................................ 6-3 Descriptions of Payroll Compute Menu Options .................................... 6-3 Compute Process ..................................................................................... 6-4 Password Screen ................................................................................... 6-4 Confirmation Screen .............................................................................. 6-4 Payroll Parameter Update Screen .......................................................... 6-5 Voluntary Deductions Screen ................................................................ 6-7 Backup Process ..................................................................................... 6-9 Post G/L Transactions ........................................................................ 6-12
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7 Print Personnel Reports ............................................... 7-1

Purpose .................................................................................................... 7-2 Accessing the Print Personnel Reports Option ........................................ 7-2 Personnel Reports Menu .......................................................................... 7-2 Descriptions of Personnel Reports Menu Options ................................... 7-4 Alphabetic Employee List ....................................................................... 7-7 Numeric Employee List ........................................................................... 7-8 Master Employee List .............................................................................. 7-9 Employee Address List .......................................................................... 7-10 Departmental Employee List ................................................................. 7-11 Upcoming Review Report ..................................................................... 7-12 Seniority Report ..................................................................................... 7-13 Terminated Employees Report .............................................................. 7-14 Tenure Reports ...................................................................................... 7-15 Rank Report ........................................................................................... 7-16 Full Time Equivalent Report ................................................................. 7-17 Educational Background Report ............................................................ 7-18 Vested Report ........................................................................................ 7-19 Instructors With No Salary Proration .................................................... 7-20 Employee Leave Inquiry ....................................................................... 7-21
8 Print Payroll System Reports ....................................... 8-1

Purpose .................................................................................................... 8-3 Accessing the Print Payroll System Reports Option ............................... 8-3 Payroll System Reports Menu ................................................................. 8-4 Descriptions of Payroll System Reports Menu Options .......................... 8-5 Print Payroll Checks ................................................................................ 8-8 Print Payroll Register .............................................................................. 8-9 Print Summary Register ......................................................................... 8-11 Print Check Register and Control List ................................................... 8-13 Print Deduction Register ....................................................................... 8-14 Print Leave Register .............................................................................. 8-15 Print Labor Distribution Report ............................................................. 8-16 Create Quarterly Unemployment Tape Report ...................................... 8-17 End-Of-Year W-2s ............................................................................... 8-18 Print and Clear General Ledger Register ............................................... 8-19 Print Retirement Reports ....................................................................... 8-20 Print Timesheets .................................................................................... 8-21 Print Annual Social Security Report ...................................................... 8-22 Payroll Check Reconciliation Process ................................................... 8-23 Payroll Check Reconciliation Report .................................................... 8-25 Selective Employees Deduction Register .............................................. 8-26 Print Longevity Report .......................................................................... 8-28
Table of Contents
9 Miscellaneous Payroll Processes .................................. 9-1

Purpose .................................................................................................... 9-3 Accessing the Miscellaneous Payroll Processes Option.......................... 9-3 Miscellaneous Payroll Processes Menu ................................................... 9-4 Descriptions of Miscellaneous Payroll Processes Menu Options ........... 9-5 Enter Position Table ................................................................................ 9-7 Enter Position History ............................................................................. 9-9 Enter Code Tables ................................................................................. 9-10 Enter Pygltable ...................................................................................... 9-12 Enter Deduction Table ........................................................................... 9-13 Enter Pybank Numbers .......................................................................... 9-16 Cash Payments/Cash Adjustments ........................................................ 9-17 Void Checks .......................................................................................... 9-22 Enter Leave Accural Table .................................................................... 9-24 Calendar End-of-Year Processes Menu ................................................. 9-26 Descriptions of Calendar End-of-Year Processes Menu Options ......... 9-26 Clear Retirement Totals File ................................................................ 9-27 End-of-Year Rollover .......................................................................... 9-28 Copy Files For W-2 Reporting ............................................................ 9-29 End-of-Year Purge ............................................................................... 9-30 Purge Payroll Contract File ................................................................. 9-31 Payroll Check Purge ............................................................................ 9-32 Personnel Status Change Process ........................................................ 9-33 Maintain W-2 Master File ................................................................... 9-34 Calendar End-of-Year Processing Guide .............................................. 9-38 Prorate Instructor Salaries By Major ..................................................... 9-39 Enter Curriculum Account Numbers ..................................................... 9-40 Enter Mass Deduction Change .............................................................. 9-41 Enter Payroll Contracts .......................................................................... 9-43 Payroll Contract Menu ........................................................................ 9-43 Descriptions of Payroll Contract Menu Options ................................. 9-43 Enter Part Time Staff Contracts........................................................... 9-45 Enter Part Time Curriculum Contracts ................................................ 9-49 Move Continuing Education Contracts To Payroll ............................. 9-54 Move PT Staff and Curriculum Contracts to Payroll .......................... 9-59 Reset Beginning Contract Control Numbers ....................................... 9-63 Print Contract Change Reports ............................................................ 9-64 Print Expired P.Contracts With A Remaining Balance ....................... 9-65 Print Expired Staff/Curriculum Contracts With A Remaining Balance ................................................................. 9-66 Print Contract Status Check Report ..................................................... 9-67 Print Status of Contracts To Be Pulled ................................................ 9-68 Print Staff/Curriculum Contracts Scheduled For Pay.......................... 9-69 Print P.CONTRACTS Scheduled For Pay .......................................... 9-70 Contract Print Menu ............................................................................ 9-71 Print Part Time Staff Contracts ........................................................... 9-72 Print Part Time Curriculum Contracts ................................................. 9-73 vi
Table of Contents
10 Print Payroll File Reports ....................................... 10-1

Purpose .................................................................................................. 10-2 Accessing the Print Payroll File Reports ............................................... 10-2 Print Payroll File Reports Menu ............................................................ 10-3 Print Position Table ............................................................................... 10-3 Print Payroll Master Report ................................................................... 10-3
11 Print Special Payroll Reports ................................... 11-1

Purpose .................................................................................................. 11-2 Accessing the Print Special Payroll Reports Option ............................. 11-2 Special Payroll Reports Menu ............................................................... 11-4 Descriptions of Special Payroll Reports Menu Options ........................ 11-5 Personal Services Voucher Register ...................................................... 11-6 Wages and Retirement Contributions .................................................... 11-7 Retirement Report/Tape Processing Menu .......................................... 11-7 Descriptions of Retirement Report/Tape Process Menu Options ........ 11-7 Create Retirement Tape ....................................................................... 11-8 Print Retirement Report ....................................................................... 11-9 Print Retirement Report For Retired Employees ............................... 11-10 Hospitalization Report ......................................................................... 11-11 Distribution By Major Report .............................................................. 11-12 Payroll Status Report ........................................................................... 11-13 Cash Payment Audit Report ................................................................ 11-14 Calculate Leave Dollar Amounts......................................................... 11-15 Distribution By Discipline/Course Report........................................... 11-17
12 Payroll Calculator .................................................... 12-1

Purpose .................................................................................................. 12-2 Accessing the Payroll Calculator Option............................................... 12-2 Payroll Calculator Screen ...................................................................... 12-3
13 Direct Deposit Master Menu .....................................13-1

Purpose .................................................................................................. 13-2 Accessing the Direct Deposit Master Menu .......................................... 13-2 Direct Deposit Overview ....................................................................... 13-3 Direct Deposit Master Menu Screen...................................................... 13-4 Descriptions of Direct Deposit Master Menu Options......................... 13-5 Direct Deposit Processing Menu ......................................................... 13-6 Descriptions of Direct Deposit Processing Menu Options .................. 13-7 Calculate Direct Deposits .................................................................... 13-8 Direct Deposit Prooflist ....................................................................... 13-9 Create Direct Deposit Tape/File ........................................................ 13-10 Print Direct Deposit Notices.............................................................. 13-12 Print Direct Deposit Register ............................................................. 13-13 Void A Direct Deposit For Employee ............................................... 13-14 Print Direct Deposit Notice Labels .................................................... 13-16 vii
Table of Contents
Direct Deposit Tape Report ................................................................. 13-17 Direct Deposit Tape Report Screen - By Tape Number .................... 13-18 Direct Deposit Tape Report Screen - By Employee Last Name ........ 13-18 Purge Old Deposit Records ................................................................. 13-19 Maintenance/Inquiry Menu ................................................................. 13-20 Employee Direct Deposit Maintenance/Inquiry ................................ 13-21 Bank Directory Maintenance/Inquiry ................................................ 13-23 Maintain Deposit Parameters ............................................................... 13-24 USER Parameters Screen .................................................................. 13-24 SYSTEM Parameters Screen ............................................................. 13-26
14 Payroll Encumbrance .............................................. 14-1

Purpose .................................................................................................14-3 Accessing the Payroll Encumbrance Option ........................................14-3 Encumbering Employees - A Review ..................................................14-4 Encumbrance Menu ............................................................................14-18 Description of Encumbrance Menu Options .....................................14-18 Encumbrance Maintenance Menu ......................................................14-19 Maintain Encumbrance Switch Setting ............................................14-20 Maintain Encumbrance Profile .........................................................14-21 Close Out An Employee's Contract or Position ...............................14-22 Enter Encumbrance Adjustments or Liquidations ............................14-23 Post Encumbrance Transactions To GL ...........................................14-25 Fiscal Yearend Close Out Process ....................................................14-26 Encumbrance Inquiry/Display Menu ..................................................14-27 Employee Encumbrance Inquiry ......................................................14-28 Encumbrance Transaction Inquiry....................................................14-29 Encumbrance Detail Activity Inquiry...............................................14-30 Encumbrance Account Summary Inquiry ........................................14-31 Display Balances From The Encumbrance Files..............................14-32 Encumbrance Report Menu ................................................................14-34 Print Employee Encumbrance by Account Number .........................14-37 Print Employee Encumbrance by Employee by Postion/Contract ...14-38 Print Employee Encumbrance by Employee by Type ......................14-39 Print Employee Encumbrance by Postion/Contract by Employee ...14-40 Print Employee Encumbrance by Department .................................14-41 Print Employee Encumbrance by Purpose .......................................14-42 Print Encumbrance Transaction Register .........................................14-43 Print Encumbrance Detail Activity Register ....................................14-44 Print Encumbrance Summary Register .............................................14-45 Print Unposted GL Account Amounts .............................................14-46 Print a List of Unencumbered Position Table Changes....................14-47 Print a List of Curriculum Contracts Not Encumbered ....................14-48 Print a List of Con Ed Contracts Not Encumbered ..........................14-49 Print a List of Staff Contracts Not Encumbered ...............................14-50
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Encumbrance Audit Menu ..................................................................14-51 Build The Encumbrance Audit File ..................................................14-52 Print The Encumbrance Discrepancy Report ...................................14-53 Print the Close Out Encumbrance Discrepancy Report ....................14-54 Copy Back A Closed Out Record .....................................................14-55 Delete a Closed Out Record .............................................................14-56 Encumbrance Files .............................................................................14-57
Appendix A Payroll Applications Timeline .....................................A-1

The Steps ................................................................................................ A-2
B Error Messages ............................................................ B-1

Common Error Messages ....................................................................... B-2
C Payroll Support Files ...................................................C-1

The Files ................................................................................................. C-2
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Table of Contents
About This Manual
About This Manual

Purpose/Organization
The Payroll Operator's Guide is a reference guide for the Payroll Module. The guide provides information about menu selections, data entry and inquiry screens and field entries. The guide contains fourteen chapters and an appendices. Each chapter corresponds to a menu option from the Master Menu. The appendices contain a timeline that overviews the typical sequence of events for a payroll cycle, a listing of common error messages and a listing of the files associated with the Payroll module. The chapters are briefly described below. Chapter 1 explains the Personnel Data Entry Option. Chapter 2 explains the Payroll Data Entry Option. Chapter 3 explains the Batch Header Maintenance Option. Chapter 4 explains the Batch Transaction Input Option. Chapter 5 explains the Batch Balancing Option. Chapter 6 explains the Payroll Compute and Reports Option. Chapter 7 explains the Print Personnel Reports Option. Chapter 8 explains the Print Payroll System Reports Option.
Chapter 10 explains the Print Payroll File Reports Option. Chapter 11 explains the Print Special Payroll Reports Option. Chapter 12 explains the Payroll Calculator Option. Chapter 13 explains the Direct Deposit Master Menu Option. Chapter 14 explains the Payroll Encumbrance Option. x
About This Manual
Chapter 9 explains the Miscellaneous Payroll Processes Option.
Payroll Operator's Guide (Release 8.7) The appendices are briefly described below: Appendix A lists the sequence in which the payroll applications are executed. This appendix serves as a general guideline. Appendix B lists some of the most common error messages that display during a payroll run. Appendix C lists some of the files that the payroll module accesses.
Audience
This guide is intended for those responsible for entering and maintaining personnel and payroll information.
Typographical Conventions
The following typographical conventions are used in this guide: Convention
UPPERCASE
Explanation
Names in uppercase are file names. Words in bold type are fields or menu options. <CR> means the [RETURN] key, the carriage return, or the [ENTER] key.
Example
APPLICANT
Bold
Batch Id. The..
<CR>
Enter a '1' and press <CR>.
Words in boxes are marked for emphasis.
NOTE: CALL DCC BEFORE...
Single Quotes
Letters or numbers enclosed in single quotes are field or command responses. Enter responses without the quotes.
Enter an 'S' to (S)ave
Comments
Your comments and suggestions about this manual are welcome. Write to Suzanne Baker, North Carolina Community College System, 200 W. Jones St., Raleigh, NC 27603-1337, call (919) 733-7051 ext. 342 or e-mail to bakers@ncccs.cc.nc.us.
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Payroll Operator's Guide (Release 8.7)
Master Menu
PAYROLL/PERSONNEL CC.PY ***** MASTER MENU ***** 1 = PERSONNEL DATA ENTRY 2 = PAYROLL DATA ENTRY 3 = BATCH HEADER MAINTENANCE 4 = BATCH TRANSACTIONS INPUT 5 = BATCH BALANCING 6 = PAYROLL COMPUTE AND REPORTS 7 = PRINT PERSONNEL REPORTS 8 = PRINT PAYROLL SYSTEM REPORTS 9 = MISCELLANEOUS PAYROLL PROCESSES 10 = PRINT PAYROLL FILE REPORTS 11 = PRINT SPECIAL PAYROLL REPORTS 12 = PAYROLL CALCULATOR 13 = DIRECT DEPOSIT MASTER MENU 14 = PAYROLL ENCUMBRANCE 15 = Addendum Notes Print/Inquiry 16 = Memo Connection MPY Release 7.10
ENTER SELECTION = Master Menu Screen
The Master Menu displays the various functions available under the Payroll module. Enter the number corresponding to the option you want to access. If you do not want to choose a selection, enter a <CR> to return to the colon prompt. The options are described on the next page.
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Master Menu
1 - PERSONNEL DATA ENTRY Allows you to enter new employees into the personnel system or update information on existing employees. 2 - PAYROLL DATA ENTRY Allows you to enter new employees into the payroll system, update existing employees and place employees on the encumbrance system. 3 - BATCH HEADER MAINTENANCE Allows you to build batch headers. 4 - BATCH TRANSACTIONS INPUT Allows you to input and build payroll batches. 5 - BATCH BALANCING Allows you to determine whether existing batches are balanced before executing the payroll compute process. 6 - PAYROLL COMPUTE AND REPORTS Allows you to execute a payroll compute, print the associated reports, generate a tape or disk backup of a payroll run and post general ledger transactions. 7 - PRINT PERSONNEL REPORTS Allows you to print personnel reports, including employee listings, master employee listing, employee address lis eport, terminated employees report, tenure reports, rank reports, full-time equivalent report, educational background report, vested report and instructors with no salary proration report. 8 - PRINT PAYROLL SYSTEM REPORTS Allows you to print payroll checks, payroll register, summary register, check register and control list, deduction register, leave register, labor distribution reports, retirement reports, timesheets, annual social security report, payroll check reconciliation report, selective employee deduction report and longevity report. In addition, you can create and print W-2 forms and quarterly unemployment tapes.
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Master Menu
Payroll Operator's Guide (Release 8.7) 9 - MISCELLANEOUS PAYROLL PROCESSES Allows you to access various payroll processes. You can enter and update position tables, position history, code tables, general ledger tables, bank numbers, leave accrual tables and curriculum account numbers. You can make cash adjustments and cash payments (manual checks), void payroll checks, access calendar year-end processes, prorate instructor salaries by major, enter mass deduction changes and enter payroll contracts. 10 - PRINT PAYROLL FILE REPORTS Allows you to print the contents of the position table file and the payroll master file. 11 - PRINT SPECIAL PAYROLL REPORTS Allows you to print various payroll reports. You can print a personal services vouchers register, wages and retirement contributions report, hospitalization report, distribution by major report, payroll status report, cash payment audit report and leave dollar amount report. 12 - PAYROLL CALCULATOR Allows you to access an employees payroll master file and input or change deductions and deduction rates in order to calculate various net pay scenarios. 13 - DIRECT DEPOSIT MASTER MENU Allows you to accesss the direct deposit functions. You can calculate direct deposits for employess, create direct deposit tapes, print direct deposit reports, void direct deposit transactions, purge old direct deposit records and maintain/update direct deposit parameters. 14 - PAYROLL ENCUMBRANCE Allows you to make adjustments to encumbrance accounts and print or view information about those accounts. You can also establish and define encumbrance accounts.
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Personnel Data Entry
Chapter

Purpose .................................................................................................. 1-2 Accessing the Personnel Data Entry Option.......................................... 1-2 Personnel Data Entry Screen - Page 1 ................................................... 1-3 Personnel Data Entry Screen - Page 2 ................................................... 1-6 Personnel Data Entry Screen - Page 3 ................................................... 1-8
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Payroll Operators Guide (Release 9.0)
Purpose
The Personnel Data Entry option allows you to enter a new employee into the personnel system or update information on an existing employee. The option has three screens. The first two pages collect data that is essential to the personnel system while page three collects optional information. Entering a New Employee
To add a new employee to the personnel system, enter NEXT at the prompt line on page one of the Personnel Data Entry menu. The program automatically assigns the next available employee number. Updating an Existing Employee
To update or change information on an existing employee, enter the employees identification number, social security number (including dashes) or name at the prompt line. After the selected employees data displays on the screen, access the field(s) that need to be changed by inputting the corresponding field number.
Accessing the Personnel Data Entry Option

At the Master Menu choose selection number one, PERSONNEL DATA ENTRY. Next, enter your initials at the ENTER OPERATOR INITIALS OR <CR> prompt. Enter your security code at the ENTER SECURITY CODE? prompt.
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The Screens
PERSONNEL <<< UPDATE MODE >>> SPE1 =============================================================================== PERSONNEL DATA ENTRY - PAGE 1 =============================================================================== EMPLOYEE NUMBER: 44 1. EMPLOYEE NAME : LARRY MILLER 2. DEPARTMENT : 01 3. JOB CLASS : 3 4. BRANCH NUMBER : 1 5. SOC SEC NUM : 951-85-7534 6. EMPL CATEGORY : F 7. MARITAL STATUS : M 15. ESC SITE NUMBER: 8. DATE EMPLOYED : 01-01-91 9. LEAVE ABS DTE : 10. BIRTH DATE : 10-14-44 11. NEXT REVIEW : 12. SEX : M 13. RACE : 1 14. EEOC CODE : =============================================================================== ENTER SAVE(S), CANCEL(XX), NEXT PAGE(/), OR FIELD # TO CHANGE ? Personnel Data Entry Screen - Page 1
Page one of the Personnel Data Entry screen is designed to collect essential data on an employee. The employee number, name, department, job class, branch number, social security number, employment category, marital status, date employed, birth date and sex are required fields. Leave of absence date, next review, race and equal opportunity class are optional. The field descriptions with the appropriate instructions are listed below. 1 - EMPLOYEE NAME - Enter in the form LAST,FIRST MI,SUFFIX. Note that the name is displayed on the screen above in the correct form, but the name should be entered in the form indicated above. This is a required field. 2 - DEPARTMENT - Enter a valid code from the DEPT file or enter a ? to receive a list of valid department codes. This is a required field. 3 - JOB CLASS - Enter a valid code from the JBLCLS file or enter a ? to receive a list of valid class codes. This is a required field.
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4 - BRANCH NUMBER - Enter a valid code from the BRANCH file or enter a ? to receive a list of valid branch codes. This is a required field. 5 - SOCIAL SECURITY NUMBER - Enter the social security number without dashes. This is a required field. 6 - EMPL CATEGORY - Enter a valid code from the CATEGORY file or enter a ? to receive a list of valid categories. This is a required field. (Note: Currently the categories are F for full-time, P for part-time and T for temporary. F and P categories are self-explanatory. An example of temporary would be an employee who is not going to earn any leave time.) 7 - MARITAL STATUS - Enter a valid code from the MS file or enter a ? to receive a list of valid marital status codes. This is a required field. 8 - DATE EMPLOYED - Enter a valid date in the format MMDDYY. This date will be used to determine length of employment for the employee. Any valid date will be accepted so it is important that it be accurate. This is a required field. 9 - LEAVE ABS DATE - Enter a valid date in the format MMDDYY. This date should be filled in only if the employee is on a leave of absence. This is an optional field. 10 - BIRTH DATE - Enter the employees birthdate in the format MMDDYYYY. A four-digit year is required although a two-digit year is displayed. This is a required field. 11 - NEXT REVIEW - Enter the date of the employees next performance review in the format MMDDYY. This field can also be useful in tracking new employees who are on probation. This is an optional field and is generally not used. 12 - SEX - Enter a valid sex code either M or F. This is an optional field. 13 - RACE - Enter a valid code from the RACE file or enter a ? to receive a list of valid race codes. The race codes are numeric. This is an optional field. 14 - EEOC CODE - Enter any two-digit code. This is an optional field. 15 - ESC SITE NUMBER - Enter the code that represents the site (campus) where the employee works. If the employee works at your main campus, you can leave this field blank. You establish the valid codes for this field using the Enter Code Tables option under the Miscellaneous Payroll Process Menu (see page 9-10). This field was added for those colleges that must prepare a Multiple Worksite Report for the North Carolina Employment Security Commission (NCESC). If your college is required to file this report, then you will need to go back and put in the ESC SITE NUMBER for those employees who work at another site.
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Personnel Data Entry The report you need to send to NCESC generates during your payroll backup process. The report generates per pay period, but the report you need to send to NCESC is quarterly. So, you will need to retain each monthly report and total up your monthly figures manually to get a quarterly figure. The report below is a sample.
01-10-96 ............... 150275.13 9567.00 5000.00 ======== 164842.13
North Carolina Employment Security Commission Multiple Site Report CNT. 60 5 12 == 77 ESC.SITE
Page 1
1 2 .
On the report, note that the employees with no ESC.SITE are listed on the first line. These are employees who work at the main site and had no site number entered when release 9.0 was installed. The employees with an ESC site of one are employees who worked at the main site and were entered into Personnel Data Entry after release 9.0 was installed. The employees with an ESC site of 2 are employees who work at other college work sites.
NOTE:
FOR INFORMATION ABOUT ESTABLISHING CODES, REFER TO CHAPTER 9. THE INSTRUCTIONS BEGIN ON PAGE 9-7.
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PERSONNEL <<< UPDATE MODE >>> SPE1A ============================================================================ PERSONNEL DATA ENTRY - PAGE 2 ============================================================================ EMPLOYEE NUMBER: 44 ADDRESS1: WILLOW DALE ESTATE ADDRESS2: CITY: BAR HARBOR STATE: NC ZIP: 211111111 HOME PHONE: (999) 999-9999 USER FIELD 1: USER FIELD 2: STATUS: A STATUS DATE: 01-01-91 REHIRE CODE: WHY TERMINATED: 10. LONGEVITY DATE: 11. PAY FREQUENCY: 12.0 12. RETIRED: NO ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ? Personnel Data Entry Screen - Page 2 1. 2. 3. 4. 5. 6. 7. 8. 9.
Page two of the Personnel Data Entry Screen requires the employees address, phone number, status, date, pay frequency and retirement category. All other fields on the page are optional. The field descriptions and appropriate instructions are listed below.
1 - ADDRESS1 - Enter the first line of the employees home address. This is a required field. 2 - ADDRESS2 - Enter the second line of the employees home address. This is an optional field. 3 - CITY - Enter the city where the employee resides. This is a required field.
4 - STATE - Enter the two character postal abbreviation for the state. This is a required field. 5 - ZIP - Enter either a five or nine-digit zip code. This is a required field. 6 - HOME PHONE - Enter the home phone number, including the area code, in the format 9999999999. The number will display as (999) 999-9999. This is a optional field.
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7/8 - USER FIELD 1 AND USER FIELD 2 - Enter information as defined by your institution. These are optional fields. 9 - STATUS - Enter a valid code from the E.STATUS file or enter a ? to receive a list of valid status codes. If you enter a status of T (terminated) you will be prompted for STATUS DATE, REHIRE CODE and WHY TERMINATED. Any time you change the STATUS, you will be prompted for a new STATUS DATE. REHIRE CODE is a Y or N. WHY TERMINATED is a brief text description of the termination reason. 10 - LONGEVITY DATE - Enter the date to be used to determine when an employee will be eligible for longevity. Typically, the date is based on when an employee becomes a full-time employee. The format is MMDDYY. While this field is optional, it is important that you enter this date for anyone eligible for longevity. 11 - PAY FREQUENCY - Enter the number of times that an employee is paid during the year. This will typically be 12 for a full-time employee. This field is optional, but you should fill it in if you are using the encumbrance system. If left blank, the field defaults to 12. (Note: This field affects Staff Information Reporting.) 12 - RETIRED - Enter a Y to indicate that an employee has retired from state service and has returned to work or N to indicate that the employee is NOT a retired state employee. A <CR> will default to N. This is a required field and is used in conjunction with the Retired Employees Report and Longevity Report.
Page three of the Personnel Data Entry Screen is designed to capture institutional information such as employee office number, phone extension, tenure status, tenure date, rank, full-time equivalent code and educational history. This page and the associ-
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PERSONNEL <<< UPDATE MODE >>> SPE1B =============================================================================== PERSONNEL DATA ENTRY - PAGE 3 =============================================================================== EMPLOYEE NUMBER: 44 1. BOX NUMBER: 2. BUILDING: 3. OFFICE NUMBER: 4. PHONE EXTENSION: 5. TENURE STATUS: 6. TENURE DATE: 7. RANK: 8. FULL TIME EQUIV: 9. VESTED: 10. VESTED DATE: 11. DEGREES: SCHOOLS: 11.1 11.2 11.3 11.4
DATES:
ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ? Personnel Data Entry Screen - Page 3
ated fields are OPTIONAL. . To enter data into any of the fields, you must access each field individually. Enter the field number that you want to access and press <CR>. The fields descriptions are described below. 1 - BOX NUMBER - Enter up to a 10-digit alphanumeric description. 2 - BUILDING - Enter up to a 20-digit alphanumeric text description. 3 - OFFICE NUMBER - Enter up to a 10-digit alphanumeric description. 4 - PHONE EXTENSION - Enter up to a five digit extension number. 5 - TENURE STATUS - Enter a one-digit alphanumeric entry. 6 - TENURE DATE - Enter a valid date in the format MMDDYY. 7 - RANK - Enter a one-digit numeric code. 8 - FULL TIME EQUIV - Enter a four-digit numeric entry in the format 99.99.
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9 - VESTED - Enter up to a four-digit alphanumeric description. 10 - VESTED DATE - Enter a valid date in the format MMDDYY. 11 - DEGREES/SCHOOLS/DATES - Enter up to four lines of educational data on the employee. The DEGREES field accepts up to a three-digit alphanumeric response. The SCHOOLS field is a 35 character alphanumeric text description. The DATES field accepts valid dates in the format MMDDYY.
-- END OF CHAPTER --
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Payroll Data Entry
Chapter
Payroll Data Entry

Purpose .................................................................................................. 2-2 Accessing the Payroll Data Entry Option........................................ 2-2 Payroll Data Entry Screen - Page 1 ....................................................... 2-3 Payroll Data Entry Screen - Page 2 ....................................................... 2-6 Payroll Data Entry Screen - Page 3 ....................................................... 2-8 Employee Encumbrance Maintenance Screen....................................... 2-9 State Tax - North Carolina Screen ....................................................... 2-10
2- 1
Payroll Data Entry
Purpose
The Payroll Data Entry option allows you to enter an employees payroll information into the system. The employees personnel information must have been added to the system through the Personnel Data Entry option before executing this menu option. You can also change existing employee payroll information and place employees on the encumbrance system. The Payroll Data Entry option consists of five screens: Payroll Data Entry - Page 1 Payroll Data Entry - Page 2 Payroll Data Entry - Page 3 State Tax - North Carolina Employee Encumbrance Maintenance Each of the screens, along with instructions for field entries, are discussed in detail in this chapter.
Accessing the Payroll Data Entry Option

At the Master Menu choose selection number two, PAYROLL DATA ENTRY. Next, enter your initials at the ENTER OPERATOR INITIALS OR <CR>" prompt. Respond with your security code at the ENTER SECURITY CODE? prompt.
2-2
Payroll Data Entry
The Screens
PAYROLL/PERSONNEL <<< UPDATE MODE >>> SPY2 =============================================================================== PAYROLL DATA ENTRY - PAGE 1 =============================================================================== EMPLOYEE NUMBER: 44 LARRY MILLER 1. POSITION: 99999 2. PAY CYCLE: M 3. PAY CODE: S 4. SPEC STAT: Y 5. EIC: X 6. FWT EXEMPTS: 0 7. FWT ADDTL: 8. FICA EXEMPT: N 9. MEDI EXEMPT: N 10. TAX STATE: NC 11. TAX MARITAL: M 12. WORK COMP: 13. SHIFT2 DIFF: 14. SHIFT3 DIFF: 15. LV DATE EMP: 03-01-88
STANDARD HOURS: PAY RATE: 3500.000
165.00
16. RET NUMBER: 123456 17. CONTRACT TAX METHOD: A PERCENTAGE 18. UNEMPLOYMENT EXEMPT: N 19. ENCUMBER: Y
ENTER SAVE(S), CANCEL(XX), NEXT PAGE(/), OR FIELD # TO CHANGE ? Payroll Data Entry Screen - Page 1
Page one the Payroll Data Entry Screen collects an employees payroll information. The employees payroll information can be accessed by employee number, social security number and name. To begin entering an employees payroll information into the system, enter the employee number at the ENTER EMPLOYEE NUMBER, SOCIAL SECURITY NUMBER, OR <CR> TO EXIT prompt. The employees number and name should be displayed on the screen.
NOTE: AN EMPLOYEE MUST HAVE BEEN ADDED TO THE PERSONNEL SYSTEM THROUGH MENU OPTION 1 BEFORE HIS PAYROLL INFORMATION CAN BE ADDED TO THE SYSTEM
2- 3
Payroll Data Entry
Payroll Operator's Guide (Release 9.0) Enter the appropriate information at each field prompt. The field descriptions and instructions are listed below. 1 - POSITION - Enter a valid position number from the POSTBL file or enter a ? to view a list of valid position numbers. If the position number is changed for a employee during a payroll compute, you must recompute to get the proper pay distribution. This is a required field. Page 9-7 provides instructions for establishing a position table. (Note: All full-time employees must have their own unique position table for payroll encumbrances.) 2 - PAY CYCLE - Enter a valid pay cycle code as defined in the CYCLE file or enter a ? to view a list of valid pay cycle codes. After entering the pay cycle you will be prompted to enter STANDARD HOURS. Standard hours will be the number of hours normally worked during the pay cycle you have entered. A ? will give you a list of valid pay cycles as defined in the CYCLE file. PAY CYCLE is used during the compute process to determine which employees are to have pay computed. If this employee is to be paid more than once a month, then you will need to change the pay cycle accordingly. This is a required field. 3 - PAY CODE - Enter a valid pay code as defined in the PAY.CODE file or enter a ? to view a list of valid pay codes. This is a required field. When you have entered the pay code you will automatically be prompted for the PAY RATE. If the person is hourly, enter the hourly rate. If the person is salaried, enter the rate for the pay cycle. After entering the PAY RATE, page three will be displayed. Enter the date of change. (See page 2-8). 4 - SPEC STAT - Enter a Y to indicate that an employee is eligible for special pay or a N to indicate that an employee is NOT eligible for special pay. A <CR> sets this field to Y. The recommended response is Y. 5 - EIC - This field indicates if an employee is subject to Earned Income Credit (EIC). Enter a Y to indicate that an employee is subject to a two person EIC calculation. Enter an X to indicate that an employee is subject to a one person EIC calculation. Enter a <CR> for no EIC calculation. The <CR> is the typical response. NOTE: BE CAREFUL WHEN EXITING THIS FIELD. TO EXIT THIS FIELD, PRESS THE <CR>. DO NOT ENTER AN 'XX' TO EXIT BECAUSE THE SYSTEM WILL INTERPRET 'XX' AS 'X', THEREBY INDICATING A ONE-PERSON EIC CALCULATION. 6 - FWT EXEMPTS - Enter the number of federal withholding exemptions that an employee claims. The number of exemptions affect the amount of federal taxes withheld. The system will accept a number between 0 and 99. 7 - FWT ADDTL - Enter the dollar amount of additional federal withholding that an employee wants withheld above the regular calculated federal withholding amount. This should be the amount of additional withholding desired per pay period. 8 - FICA EXEMPT - Enter a Y to indicate that an employee is exempt from FICA taxes or a N to indicate that an employee is NOT exempt from FICA taxes. A <CR> is treated as a N. An example of FICA-exempt employee: work-study student or tutor with at least 8 credit hours. 2-4
Payroll Data Entry 9 - MEDI EXEMPT - Enter a Y to indicate that an employee is exempt from the Medicare portion of FICA taxes or a N to indicate that an employee is NOT exempt. A <CR> is treated as a N. 10 - TAX STATE - Enter a <CR> to accept the default value of NC. After hitting the carriage return, the State Tax-North Carolina Screen will be displayed. Refer to page 2-10 for instructions on field entries. 11 - TAX MARITAL - Enter a valid marital status code or enter a ? to view a list of marital status codes. This field indicates the employees marital status for federal tax purposes. It can be different from the marital status entered on the Personnel Data Entry Screen. 12 - WORK COMP - This field is not currently used. 13 - SHIFT2 DIFF - This field is not currently used. 14 - SHIFT3 DIFF - This field is not currently used. 15 - LV DATE EMP - Enter the beginning date when an employee begins to accrue leave. 16 - RET NUMBER - Enter the employees retirement account number if the employee is subject to retirement. This number will be used on hard copies and tape reports sent to the state retirement system. 17 - CONTRACT TAX METHOD - Enter one of the three methods of withholding taxes on income paid through contracts. The default is B. A - The percentage method (withholds the most) B - The regular withholding method C - The annual budget method (withholds the least) Note: The contract taxing method chosen will affect all the contracts issued to the employee. 18 - UNEMPLOYMENT EXEMPT - Enter a Y to indicate that an employee is exempt from unemployment taxes or a N to indicate that an employee is NOT exempt from unemployment taxes. A <CR> is that same as a N. 19 - ENCUMBER - Enter a Y or <CR> to indicate that you want to encumber the salary and contracts for this employee. Enter a N to indicate that you do NOT want to encumber this employee. The typical response is to enter a <CR> since it is assumed that most employees are to be encumbered. NOTE: A 'Y' IN THIS FIELD DOES NOT ACTIVATE THE ENCUMBRANCE SYSTEM. THE ENCUMBRANCE SYSTEM IS ACTIVATED THROUGH THE MAINTAIN ENCUMBRANCE SYSTEM SWITCH OPTION.
2- 5
Payroll Data Entry
PAYROLL/PERSONNEL <<< UPDATE MODE >>> SPY2A =============================================================================== PAYROLL DATA ENTRY - PAGE 2 =============================================================================== EMPLOYEE NUMBER: 44 LARRY MILLER 1. BOND COST: 2. DEDUCTION: 2.1 14 HAROLDS FUND 2.2 5 KICKBACK 2.3 2 RETIREMENT 2.4 3 HOSPITALIZATION 2.5 6 CO HEALTH INS S 2.6 22 NC TSA 2.7 23 TEST 2.8 21 CHILD SUP TEST 2.9 2.10 2.11 2.12
RATE:
BALANCE:
EMPR RATE:
6% 90.12 50.05 1.00 10.00 10.00
10.96% 144.60 10.00 25.00
ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ? Payroll Data Entry Screen - Page 2
Page two of the Payroll Data Entry Screen collects information on employee deductions. When you enter a new employees deductions for the first time, the screen contains only the employee number and name. This screen contains a multivalued field, DEDUCTION. Be aware that when you enter data into a multivalued field, the system continuously prompts you for data until all fields are completed. To exit from a multivalued field, enter a / at the prompt line. The field descriptions and instructions are listed below. 1 - BOND COST - Enter the amount to be deducted for savings bonds if an employee elects to have this deduction. If an employee does not elect to have this deduction, enter a <CR> to skip the field. This field is optional. 2 - DEDUCTION - This field is a multivalued field consisting of four components DEDUCTION CODE, RATE, BALANCE and EMPR RATE. DEDUCTION CODE: Enter a valid deduction code or enter a ? to view a list of deduc tion codes. RATE: Enter the employees deduction rate for the specified deduction. This can either be a dollar amount or a percentage. If the amount is a percentage, enter a % sign at the end of the figure. If no amount is to be taken for the employees portion, enter a N. 2-6
Payroll Data Entry BALANCE: Enter a ceiling rate for the deduction. The ceiling rate is an amount that places a limit on the deduction. Once the limit is reached, the deduction is no longer withheld. If no limit or ceiling is to be imposed, enter N in the BALANCE field or enter a <CR> to accept the default of N. EMPR RATE: Enter the employers rate for the deduction. It can be either a dollar amount or percentage. Do not put 0 in for a balance unless you do not want the deduction taken.
2- 7
Payroll Data Entry
PAYROLL/PERSONNEL <<< UPDATE MODE >>> SPY2B =============================================================================== PAYROLL DATA ENTRY - PAGE 3 =============================================================================== EMPLOYEE NUMBER: 44 LARRY MILLER 1. REGULAR PAY RATE: 3500.000 INITIALS: RMB DATE: 11-30-93 REGULAR PAY RATE: 3122.000 INITIALS: RMB DATE: 11-30-93 REGULAR PAY RATE: 3500.000 INITIALS: RMB DATE: 11-30-93 2. OVERTIME PAY RATE: INITIALS: DATE: OVERTIME PAY RATE: INITIALS: DATE: OVERTIME PAY RATE: INITIALS: DATE:
ENTER NEXT PAGE(/) OR FIELD # TO CHANGE ?
Payroll Data Entry Screen - Page 3
Page three of the Payroll Data Entry Screen tracks salary and rate information for an employee. The screen will be displayed whenever the pay rate is changed. The last three rate changes are kept and displayed. The rate at the top is the most current. 1 - REGULAR PAY RATE - For a salaried employee this will be the amount for the specified pay cycle. For an hourly employee this will be the hourly rate. The change on the top is the most recent. When you are transferred to this screen by a rate change on the front screen, the rate that was entered on page one will be displayed, and you will be prompted for the date. Enter the date. 2 - OVERTIME PAY RATE - Enter the overtime pay rate for an employee if eligible for overtime pay.
2-8
Payroll Data Entry
Payroll Employee Encumbrance Maintenance PEMP.ENCMNT Employee : 44 MILLER, LARRY Encumbered : 17,140.91 Position(s) : 99999 INSTRUCTOR Liquidated : S U M M A R Y E N C U M B R A N C E 1. Encum-Type: Encumbered: Liquidated: 1.1 G GROSS 14000.00 0.00 1.2 F FICA MATCHING 1028.11 0.00 1.3 D2 RETIREMENT 1534.40 0.00 1.4 D3 HOSPITALIZATION 578.40 0.00 1.5 A C T U A L E N C U M B R A N C E 4. Encum-Type/Account: G/L-Account: Amount: Pos%: Liqdtd: 4.1 G GROSS 11*110*21100*0100*20 14000.00 100.00 0.00 4.2 F FICA MATCHING 11*110*21810*0100*20 1028.11 100.00 0.00 4.3 D2 RETIREMENT 11*110*21820*0100*20 1534.40 100.00 0.00 4.4 D3 HOSPITALIZATION 11*110*21830*0100*20 578.40 100.00 0.00 4.5 4.6 5. PAY FREQUENCY: 4.0 # OF PAYROLL LIQUIDATIONS: 0.0 Enter Next Page(/), Cancel(XX), Or Field # To Change ? Employee Encumbrance Maintenance Screen
The Employee Encumbrance Maintenance Screen displays employee encumbrance information. If your institution is using the encumbrance system and the employees ENCUMBER flag is set to Y, you will be transferred to the above screen. It is possible to encumber full-time and hourly employees from this screen. If the ENCUMBER flag is N you will not see the above screen. If the employee is a full-time employee, the information below will be broken down according to the position table. If the employee also has additional contracts, this information is not displayed on this screen. The only user input required on this screen is the pay frequency. All other information is automatically calculated and displayed.
1 - ENCUM-TYPE - This field will display the amount encumbered and liquidated by type. This is a summary display of the amounts. 4 - ENCUM-TYPE/ACCOUNT - This field will display the encumbrance type and the amount encumbered and liquidated by account. The position table percentage for each account is also shown. 5 - PAY FREQUENCY - The number of periods to encumber. The default is 12.
2- 9
Payroll Data Entry
The field descriptions are described below.
PAYROLL/PERSONNEL <<< UPDATE MODE >>> STAXNC =============================================================================== STATE TAX - NORTH CAROLINA =============================================================================== EMPLOYEE NUMBER: 44 LARRY MILLER
1. SWT EXEMPTS: 0 2. SWT ADDTL: 3. TAX STATUS: M MARRIED
ENTER FIELD # TO CHANGE OR <CR> TO RETURN? State Tax - North Carolina Screen
The State Tax-North Carolina Screen collects state tax withholding information for an employee. The screen displays after you enter a <CR> at the TAX STATE field on page one of the Payroll Data Entry Screen. The screen prompts you for three responses: number of state withholding exemptions, SWT EXEMPTS; amount of additional withholding, SWT ADDTL; and tax status, TAX STATUS. . The field descriptions are listed below. 1 - SWT EXEMPTS - Enter the number of state withholding exemptions that an employee claims. This is a required field. 2 - SWT ADDTL - Enter the amount of additional withholding to be withheld for the specified pay period. Enter a <CR> to skip this field and accept the default value. This is an optional field. 3 - TAX STATUS - Enter a valid tax status code or enter a ? to view a list of tax status codes. This field indicates an employees marital status for state tax purposes. This is a required field.
2-10
Batch Header Maintenance
Chapter

Purpose .................................................................................................. 3-2 Accessing the Batch Header Maintenance Option ................................ 3-2 Batch Header Maintenance Screen ........................................................ 3-3 Building an hours batch header ............................................................. 3-4 Building a one-time deductions batch header ........................................ 3-5 Building a leave batch header ................................................................ 3-6 Building a contracts batch header .......................................................... 3-7 Building a part-time staff contract batch header .................................... 3-8 Building a part-time faculty contract batch header ................................ 3-9
3- 1
Purpose
The Batch Header Maintenance option allows you to build batch headers. Batch headers identify and segment payroll information into specific categories. Currently, there are six batch header categories: Hours batch One-time Deduction batch Leave batch Contract batch Part-Time Staff Contract batch Part-Time Faculty Contract batch
Each of the batch categories has a batch header. The header contains information about the batch such as whether it is balanced or total dollar amount. Batch headers must be built before batches can be computed. Batch headers are four-digit numbers. To avoid confusion, you should reuse the same batch numbers for the same type of batch each time you execute a payroll run. The file containing the batch numbers is cleared after each payroll is completed. If you start a new payroll run, you will need to create a new batch header.
Accessing the Batch Header Maintenance Option

At the Master Menu choose selection number three, BATCH HEADER MAINTENANCE. Next, enter your security code at the ENTER PAYROLL UPDATE PASSWORD? prompt.
3-2
The Screens
PAYROLL/PERSONNEL SPY3 =============================================================================== BATCH HEADER MAINTENANCE =============================================================================== BATCH: 0002
1. OPERATOR INITIALS: JJ 2. BATCH CONTENTS: C
ENTER SAVE(S), CANCEL(XX), NEXT PAGE(/), OR FIELD # TO CHANGE ? Batch Header Maintenance Screen
The Batch Header Maintenance Screen allows you to assign a four-digit number as a batch header and then link the batch header to a specific batch category. The screen also prompts you for your initials, which serves as an audit trail. The field descriptions and instructions for entries are listed below: 1 - OPERATOR INITIALS - Enter your initials here. 2 - BATCH CONTENTS - Enter the letter that indicates the type of batch you want to build. Valid batch categories are: H - HOURS BATCH O - ONE TIME DEDUCTION BATCH L - LEAVE BATCH C - CONTRACT BATCH (Coned or P contract batch) S - PART TIME STAFF CONTRACT BATCH F - PART TIME FACULTY CONTRACT BATCH After you choose a batch category, the screen associated with the specified choice will be displayed. 3- 3
PAYROLL/PERSONNEL SPY3H =============================================================================== BATCH HEADERS - HOURS =============================================================================== BATCH: 0001
1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
ADJ TO GROSS: REGULAR HOURS: 11168.62 OVERTIME HOURS: SPECIAL PAY AMT: VACATION HOURS: SICK HOURS: HOLIDAY HOURS: EVENING HOURS: NIGHT HOURS: AUTH ABS HOURS:
ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ? Batch Headers - Hours Screen
The Batch Headers - Hours Screen is displayed as the second page of the Batch Header Maintenance Screen when you select to build an hours batch header. It is not necessary to complete the second screen since the batch balancing process will complete the screen. NOTE: YOU MAY CHOOSE TO COMPLETE THE SECOND PAGE OF OF THE BATCH HEADER SCREEN WITH MANUALLY CALCULATED FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK YOUR FIGURES AGAINST COMPUTER GENERATED ONES. After you view this screen, enter a / to return to the previous screen. Then enter a S to save the header.
3-4
PAYROLL/PERSONNEL SPY3O =============================================================================== BATCH HEADERS - ONE-TIME DEDUCTIONS =============================================================================== BATCH: 0003
1. DEDUCTION AMOUNT:
ENTER DEDUCTION AMOUNT (9999999.99) OR <CR> ?.......... Batch Headers - One-Time Deductions
The Batch Headers - One-Time Deductions Screen is displayed as the second page of the Batch Header Maintenance Screen when you select to build a one-time deductions batch header. It is not necessary to complete the second screen since the batch balancing process will complete the screen.
After you view this screen, enter a / to return to the previous screen. Then enter a S to save the header.
3- 5
NOTE: YOU MAY CHOOSE TO COMPLETE THE SECOND PAGE OF THE BATCH HEADER SCREEN WITH MANUALLY CALCULATED FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK YOUR FIGURES AGAINST COMPUTER GENERATED ONES.
PAYROLL/PERSONNEL SPY30 ===================================================================== BATCH HEADERS - LEAVE ===================================================================== BATCH: 0003
1. LEAVE AMOUNT:
ENTER LEAVE AMOUNT (9999999.99) OR CR>? ........ Batch Headers - Leave
The Batch Headers - Leave Screen is displayed as the second page of the Batch Header Maintenance Screen when you select to build a leave batch header. It is not necessary to complete the second screen since the batch balancing process will complete the screen. NOTE: YOU MAY CHOOSE TO COMPLETE THE SECOND PAGE OF THE BATCH HEADER SCREEN WITH MANUALLY CALCULATED FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK YOUR FIGURES AGAINST COMPUTER GENERATED ONES.
3-6
PAYROLL/PERSONNEL SPY30 =============================================================== BATCH HEADERS - CONTRACTS =============================================================== BATCH: 0004
SPECIAL PAY AMOUNT:
ENTER NEXT PAGE(/) OR CANCEL(XX)
Batch Headers - Contracts
The Batch Headers - Contracts Screen is displayed as the second page of the Batch Header Maintenance Screen when you select to build a contracts batch header. It is not necessary to complete the second screen since the batch balancing process will complete the screen. NOTE: YOU MAY CHOOSE TO COMPLETE THE SECOND PAGE OF THE BATCH HEADER SCREEN WITH MANUALLY CALCULATED FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK YOUR FIGURES AGAINST COMPUTER GENERATED ONES.
3- 7
PAYROLL/PERSONNEL SPY3H ======================================================================= BATCH HEADERS - HOURS ======================================================================= BATCH: 0005
1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
ADJ TO GROSS: REGULAR HOURS: OVERTIME HOURS: SPECIAL PAY AMT: VACATION HOURS: SICK HOURS: HOLIDAY HOURS: EVENING HOURS: NIGHT HOURS: AUTH ABS HOURS:
ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ?
Batch Headers - Part-Time Staff Contract
The Batch Headers - Part-Time Staff Contract Screen is displayed as the second page of the Batch Header Maintenance Screen when you select to build a part- time staff contract batch header. It is not necessary to complete the second screen since the batch balancing process will complete the screen.
NOTE: YOU MAY CHOOSE TO COMPLETE THE SECOND PAGE OF THE BATCH HEADER SCREEN WITH MANUALLY CALCULATED FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK YOUR FIGURES AGAINST COMPUTER GENERATED ONES.
The Part-Time Staff Contract Screen is identical to the Hours Screen. After you view this screen, enter a / to return to the previous screen. Then enter a S to save the header.
3-8
PAYROLL/PERSONNEL SPY3H ======================================================================= BATCH HEADERS - HOURS ======================================================================= BATCH: 0005
1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
ADJ TO GROSS: REGULAR HOURS: OVERTIME HOURS: SPECIAL PAY AMT: VACATION HOURS: SICK HOURS: HOLIDAY HOURS: EVENING HOURS: NIGHT HOURS: AUTH ABS HOURS:
Batch Headers - Part-Time Faculty Contract
The Batch Headers - Part-Time Faculty Contract Screen is displayed as the second page of the Batch Header Maintenance Screen when you select to build a part-time faculty contract batch header. It is not necessary to complete the second screen since the batch balancing process will complete the screen. NOTE: YOU MAY CHOOSE TO COMPLETE THE SECOND PAGE OF THE BATCH HEADER SCREEN WITH MANUALLY CALCULATED FIGURES. THIS OPTION ALLOWS YOU TO CROSSCHECK YOUR FIGURES AGAINST COMPUTER GENERATED ONES.
The Part-Time Faculty Contract Screen is identical to the Hours Screen. After you view this screen, enter a / to return to the previous screen. Then enter a S to save the header.
3- 9
After you have built all of the batch headers for your compute, you are ready to build your batches. To build batches use Payroll Menu option (4) BATCH TRANSACTIONS INPUT. See Chapter 4 for instructions.
END OF CHAPTER
3-10
Batch Transaction Input
Chapter

Purpose .................................................................................................. 4-2 Accessing the Batch Transaction Input Option ..................................... 4-2 Batch Transaction Input Menu .............................................................. 4-3 Description of Batch Transaction Input Menu Options ......................... 4-4 Input/Review Transactions Manually .................................................... 4-5 Build Hourly Transactions For Salaried Employees ........................... 4-11 Build contract Transactions For Contract Employees ......................... 4-12 Print Batch Listing (Hours) ................................................................. 4-17 Print Batch Listing (Coned and 'P' Contract) ....................................... 4-18 Print Batch Listing (Leave) ................................................................. 4-19 Print Batch Listing (Deductions) ......................................................... 4-20 Print Batch Listing (Staff Contract) ..................................................... 4-21 Print Batch Listing (Faculty Contract)................................................. 4-22
4- 1
Purpose
In general, the Batch Transaction Input option allows you to input and build payroll batches. Batches are groups of payroll information segmented into different categories. This option pulls together the payroll transactions within the different batches and prepares them for the compute function. This option allows you to: Input and review transactions manually Build transactions for salaried employees Build contract transactions (continuing education, curriculum and part-time staff) for contract employees Print batch listings Each of the above functions can be accessed by selecting the appropriate number from the Batch Transaction Input Menu.
Accessing the Batch Transaction Input Option

At the Master Menu choose selection number four, BATCH TRANSACTION INPUT. Next, enter your security code at the ENTER PAYROLL UPDATE PASSWORD? prompt.
4-2
The Screens
PAYROLL/PERSONNEL MPY4 =====================================================================
***** BATCH TRANSACTIONS INPUT *****
1 = INPUT/REVIEW TRANSACTIONS MANUALLY 2 = BUILD HOURLY TRANSACTIONS FOR SALARIED EMPLOYEES 3 = BUILD CONTRACT TRANSACTIONS FOR CONTRACTED EMPLOYEES 4 = PRINT BATCH LISTING (HOURS) 5 = PRINT BATCH LISTING (CONED AND P CONTRACT) 6 = PRINT BATCH LISTING (LEAVE) 7 = PRINT BATCH LISTING (DEDUCTIONS) 8 = PRINT BATCH LISTING (STAFF CONTRACT) 9 = PRINT BATCH LISTING (FACULTY CONTRACT)
ENTER SELECTION OR <CR> TO RETURN = ... Batch Transaction Input Menu
If you do not want to choose a selection, enter a <CR> to return to the Master Menu. The selections are described on page 4-4.
4- 3
The Batch Transactions Input Menu displays the various functions available and gives you a choice of which selection to perform. Enter the number corresponding to the function that you want to execute.
1 - INPUT/REVIEW TRANSACTIONS MANUALLY Allows you to enter transactions for hourly employees, special pay such as longevity and leave or review transactions. 2 - BUILD HOURLY TRANSACTIONS FOR SALARIED EMPLOYEES Allows you to build transactions for all salaried employees within a specified pay cycle. 3 - BUILD CONTRACT TRANSACTIONS FOR CONTRACTED EMPLOYEES Allows you to build transactions for contracted employees. You can choose to build Continuing Education contracts (Coned), Curriculum contracts and part-time staff contracts. 4 - PRINT BATCH LISTING (HOURS) Allows you to print a listing of the hours batch. 5 - PRINT BATCH LISTING (CONED & P CONTRACT) Allows you to print a listing of Continuing Education & part-time contracts. 6 - PRINT BATCH LISTING (LEAVE) Allows you to print a listing of the leave batch. 7 - PRINT BATCH LISTING (DEDUCTIONS) Allows you to print a listing of the deductions batch. 8 - PRINT BATCH LISTING (STAFF CONTRACT) Allows you to print a listing of the staff contract batch. 9 - PRINT BATCH LISTING (FACULTY CONTRACT) Allows you to print a listing of the faculty batch.
4-4
1 - Input/Review Transactions Manually

PAYROLL/PERSONNEL STRNPVT ===================================================================== INPUT/REVIEW TRANSACTIONS =====================================================================
ENTER BATCH NUMBER OR <<CR> TO EXIT?
Input/Review Transactions Screen
The Input/Review Transactions Screen allows you to input a four-digit batch number, previously defined in Batch Header Maintenance, in order to access the batch. The type of screen that appears depends on the type associated with the batch number you entered. This option will allow you to: access employees who are paid by the hour and enter transactions for regular pay, special pay (such as longevity), leave, additional contract pay and one-time deductions (such as United Way) to review any type of batch that you have built If you do not want to enter a batch number, enter a <CR> to return to the Master Menu. If you are in the process of entering a batch and plan to be away from your screen for an extended period of time, do not leave a batch open. If you do and the inactivity time limit on your system expires, you will be logged out. This will leave the batch header broken, and you will have to call DCC for assistance.
4- 5
PAYROLL/PERSONNEL STRNPUTH ========================================================================== HOURS TRANSACTIONS ========================================================================== TRANSACTION NUMBER:
1. EMPLOYEE NUMBER: 2. ADJ TO GROSS: 3. REGULAR HOURS: 4. OVERTIME HOURS: 5. SPECIAL PAY AMT: ACCOUNT NUMBER: 6. VACATION HOURS: 7. SICK HOURS: 8. HOLIDAY HOURS: 9. EVENING HOURS: 10. NIGHT HOURS: 11. AUTH ABS HOURS:
ENTER TRANSACTION NUMBER, N FOR NEXT UNUSED NUMBER, R,# FOR REVIEW, OR <<CR> FOR NEXT BRANCH Hours Transactions Screen or Special Pay Screen
The Hours Transactions Screen is displayed when you key a hours batch number at the prompt on the Input/Review Transactions Screen. This screen allows you to enter transactions for hourly employees or review previous transactions for hourly employees. Special pay can also be entered on the Hours Transactions Screen. If you have a group of special pay transactions for a number of employees, open another hours batch and key the transactions. This process allows you to categorize similar transactions into distinct batches.
IT IS POSSIBLE TO ENTER TRANSACTIONS FOR SALARIED EMPLOYEES ON THE HOURS BATCH SCREEN. IF A SALARIED EMPLOYEE IS TO RECEIVE BONUS PAY OR A REDUCTION IN PAY, YOU CAN ENTER THE AMOUNT IN THE ADJ. TO GROSS FIELD.
The field descriptions are listed on page 4-7.
4-6
Batch Transaction Input 1 - TRANSACTION NUMBER - Enter a N to have the system automatically assign a transaction number for transaction entry or enter an R,#, where # is a transaction number to review a previous transaction. 2 - EMPLOYEE NUMBER - Enter the employee number of the employee to be paid in this transaction. 3 - ADJ TO GROSS - If you are adjusting an employees gross pay, enter the amount in this field. This amount will be added to any other salary amount that the employee has. You can use this field to pay bonus pay or make a reduction in pay. If you are using the encumbrance system, adjustments to gross are neither encumbered nor liquidated. (Note: If a salaried employee is to receive additional money for part-time duties, use a part-time contract not ADJ. TO GROSS field.) 4 - REGULAR HOURS - Enter the regular hours worked for an hourly or part-time employee. 5 - SPECIAL PAY AMT - Enter the dollar amount of the special pay IF THIS IS A SPECIAL PAY BATCH. Remember that withholding is less when you use special pay. If you are using the encumbrance system, special pay is not encumbered or liquidated. ACCOUNT NUMBER - Enter the account number that special pay will be charged to. Leave blank if SPECIAL PAY AMT field is not used. 6 - VACATION HOURS - Enter any vacation hours taken if this is a leave batch. 7 - SICK HOURS - Enter any sick leave taken if this is a leave batch. 8 - HOLIDAY HOURS - Not generally used. 9 - EVENING HOURS - Not generally used. 10 - NIGHT HOURS - Not generally used. 11 - AUTH ABS HOURS - Not generally used.
4- 7
PAYROLL/PERSONNEL STRNPUTL ========================================================================== LEAVE TRANSACTIONS ========================================================================== TRANSACTION NUMBER:
1. EMPLOYEE NUMBER: 2. LEAVE TYPE: 3. LEAVE ADJUSTMENT: 4. ADJUSTMENT TYPE:
ENTER TRANSACTION NUMBER, N FOR NEXT UNUSED NUMBER, R,# FOR REVIEW, OR <<CR> FOR NEXT BATCH? Leave Transactions Screen
The Leave Transactions Screen is displayed when you key a leave batch number at the prompt on the Input/Review Transactions Screen. This screen allows you to enter transactions for employees who have taken leave during the pay cycle that is to be processed. The field descriptions are listed below. 1 - EMPLOYEE NUMBER - Enter the employee number of the employee that this leave transaction is for. The employees name will then be displayed. 2 - LEAVE TYPE - Enter a V for vacation or an S for sick. 3 - LEAVE ADUSTMENT - Enter the number of hours of leave to adjust. 4 - ADJUSTMENT TYPE - Enter the type of leave adjustment. Valid adjustment types are: B - Balance A - Accrued U - Used
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PAYROLL/PERSONNEL STRNPUTC ==================================================================== CONTRACTS TRANSACTIONS ==================================================================== TRANSACTION NUMBER:
EMPLOYEE NUMBER: SPECIAL PAY AMT: ACCOUNT NUMBER:
ENTER TRANSACTION NUMBER, R,# FOR REVIEW, OR <<CR> FOR NEXT BATCH? Transactions Screen
The Contracts Transactions Screen is displayed when you enter a contract batch number at the prompt on the Input/Review Transaction Screen. This screen allows you to enter transactions for contract employees who are to receive special pay for the pay cycle that is to be processed. The field descriptions are listed below. 1 - EMPLOYEE NUMBER - Enter the employee number of the contract employee who is to receive special pay. The employees name will then be displayed. 2 - SPECIAL PAY AMT - Enter the dollar amount of the special pay. Remember that withholding is less when you use special pay. If you are using the encumbrance system, special pay is not encumbered or liquidated.
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3 - ACCOUNT NUMBER - Enter the account number that special pay will be charged.

PAYROLL/PERSONNEL STRNPUTO =========================================================================== ONE-TIME DEDUCTION TRANSACTIONS =========================================================================== TRANSACTION NUMBER:
1. EMPLOYEE NUMBER: 2. DEDUCTION CODE: 3. DEDUCTION AMT:
ENTER TRANSACTION NUMBER, N FOR NEXT UNUSED NUMBER, R,# FOR REVIEW, OR <CR> FOR NEXT BATCH? One-Time Deduction Transactions Screen
The One-Time Deduction Transactions Screen is displayed when you enter a one-time deduction batch number at the prompt on the Input/Review Transaction Screen. One-time deduction batches are used to take deductions that will only be taken once or once annually. Examples are the United Way, Heart Fund, Flower Fund, etc. The field descriptions are listed below. 1 - EMPLOYEE NUMBER - Enter the employee number of the employee who is to have a one-time deduction taken from his pay. The employees name will be displayed. 2 - DEDUCTION CODE - Enter a valid deduction code or enter a ? to receive a list of valid deduction codes. 3 - DEDUCTION AMT - Enter the amount to be deducted from the employees pay for the specified pay cycle.
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2 - Build Hourly Transactions for Salaried Employees
======================================================================
ENTER SALARIED EMPLOYEE PAY CYCLE TO PROCESS OR <<CR> TO EXIT =
Salaried Employees Batch Screen
The above screen is displayed when you select option two at the prompt on the Batch Transaction Input Menu. The screen allows you to build a batch for all salaried employees with a pay code of S and a status of active. Enter the pay cycle for the salaried employees that you want to process. This is typically an M for monthly. After entering a valid pay cycle, the above screen will be displayed with an ENTER BATCH NUMBER OR HIT RETURN TO END prompt. Enter a batch number or a <CR> to exit. After entering a valid batch contract number, the screen will prompt you to ENTER PAY PERIOD DATE. Enter the pay period ending date for the transactions you want to process. The Batch Transaction Input Menu will reappear. Enter a selection or enter a <CR> to exit to the Main Menu.
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3 - Build Contract Transactions for Contract Employees
PAYROLL/PERSONNEL ==================================================================== 1 = BUILD CONED CONTRACT BATCHS 2 = BUILD CURRICULUM CONTRACT BATCHS 3 = BUILD PART-TIME STAFF CONTRACT BATCHS
ENTER SELECTION OR <<CR> TO RETURN =
Contract Selection Menu
The Contract Selection Menu displays the various contract batches that you can choose to build. In order to build contracts, the contracts must have been originally keyed and pulled over into the payroll system. Enter the number corresponding to the function that you want execute. If you do not want to build a contract batch, enter a<CR> to return to the previous menu. The selections are described on the following page.
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1 - BUILD CONED CONTRACT BATCHS Allows you to build a continuing education contract batch. 2 - BUILD CURRICULUM CONTRACT BATCHS Allows you to build a curriculum contract batch. 3 - BUILD PART-TIME STAFF CONTRACT BATCHS Allows you to build a part-time staff contract batch. In each of these selections, you will be prompted for pay cycle, contract batch number and payending date. The system then uses the information to determine how much to pay an employee in these batches.
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Payroll Operator's Guide (Release 8.7) 1 - Build Coned Contract Batchs

=======================================================================
ENTER EMPLOYEE PAY CYCLE TO PROCESS OR <<CR> TO EXIT = Coned Contract Batch Screen
The above screen is displayed when you select option one at the Contract Selection Menu. Enter the pay cycle for the Coned contract employees that you want to process. This is typically a M for monthly. After entering a valid pay cycle, the above screen will be displayed with an ENTER BATCH NUMBER OR HIT RETURN TO END prompt. Enter a batch contract number or a <CR> to exit. After entering a valid batch contract number, the screen will prompt you to ENTER PAY PERIOD DATE. Enter the pay period ending date for the transactions you want to process. The Contract Selection Menu will reappear. Enter a selection or enter a <CR> to exit to the Batch Transaction Input Menu.
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Batch Transaction Input 2 - Build Curriculum Contract Batchs
============================================================
ENTER EMPLOYEE PAY CYCLE TO PROCESS OR <<CR> TO EXIT = Curriculum Contract Batch Screen
The above screen is displayed when you select option two at the Contract Selection Menu. Enter the pay cycle for the Curriculum contract employees that you want to process. This is typically a M for monthly. After entering a valid pay cycle, the above screen will be displayed with an ENTER BATCH NUMBER OR HIT RETURN TO END prompt. Enter a batch contract number or a <CR> to exit. After entering a valid batch contract number, the screen will prompt you to ENTER PAY PERIOD DATE. Enter the pay period ending date for the transactions you want to process. The Contract Selection Menu will reappear. Enter a selection or enter a <CR> to exit to the Batch Transaction Input Menu.
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Payroll Operator's Guide (Release 8.7) 3 - Build Part-Time Staff Contract Batchs
=====================================================================
ENTER EMPLOYEE PAY CYCLE TO PROCESS OR <<CR> TO EXIT =
Part-Time Staff Contract Screen
The above screen is displayed when you select option three at the Contract Selection Menu. Enter the pay cycle for the part-time staff contract employees that you want to process. This is typically a M for monthly. After entering a valid pay cycle, the above screen will be displayed with an ENTER BATCH NUMBER OR HIT RETURN TO END prompt. Enter a batch contract number or a <CR> to exit. After entering a valid batch contract number, the screen will prompt you to ENTER PAY PERIOD DATE. Enter the pay period ending date for the transactions you want to process. The Contract Selection Menu will reappear. Enter a selection or enter a <CR> to exit to the Batch Transaction Input Menu.
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4 - Print Batch Listing (Hours)

PRINTBATCHLISTING HOURS BATCHES
The above screen is displayed when you select option four at the Batch Transaction Input Menu. Enter the batch number at the prompt or enter a <CR> to return to the previous screen. This option generates an hours batch listing. The listing shows the contents of the batch, including batch number, sequence number, employee number and any adjustments.
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5 - Print Batch Listing (Coned and P Contract)

PRINT BATCH LISTING CONTRACTS BATCHES
ENTER BATCH NUMBER OR <CR> TO EXIT?
The above screen is displayed when you select option five at the Batch Transaction Input Menu. Enter the batch number at the prompt or enter a <CR> to return to the previous screen. This option generates a contracts batch listing. The listing shows the contents of the batch, including batch number, sequence number, employee number and any adjustments.
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6 - Print Batch Listing (Leave)

PRINT BATCH LISTING LEAVE BATCHES
The above screen is displayed when you select option six at the Batch Transaction Input Menu. Enter the batch number at the prompt or enter a <CR> to return to the previous screen. This option generates a leave batch listing. The listing shows the contents of the batch, including batch number, sequence number, employee number, employee name, type of leave, adjustment amount and adjustment code.
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7 - Print Batch Listing (Deductions)
PRINT BATCH LISTING DEDUCTION BATCHES
The above screen is displayed when you select option seven at the Batch Transaction Input Menu. Enter the batch number at the prompt or enter a <CR> to return to the previous screen. This option generates a deductions batch listing. The listing shows the contents of the batch, including batch number, sequence number, employee number, deduction type and deduction amount.
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8 - Print Batch Listing (Staff Contract)
PRINT BATCH LISTING STAFF CONTRACT BATCHES
The above screen is displayed when you select option eight at the Batch Transaction Input Menu. Enter the batch number at the prompt or enter a <CR> to return to the previous screen. This option generates an staff contract batch listing. The listing shows the contents of the batch, including batch number, sequence number, employee number and employee name.
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9 - Print Batch Listing (Faculty Contract)
PRINT BATCH LISTING FACULTY CONTRACT BATCHES
The above screen is displayed when you select option nine at the Batch Transaction Input Menu. Enter the batch number at the prompt or enter a <CR> to return to the previous screen. This option generates a faculty batch listing. The listing shows the contents of the batch, including batch number, sequence number, employee number, employee name and adjustments.
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Batch Balancing
Chapter
Batch Balancing
Purpose .................................................................................................. 5-2 Accessing the Batch Balancing Option ................................................. 5-2 Payroll Batch Balancing Screen - Page 1 .............................................. 5-3 Payroll Batch Balancing Screen - Page 2 .............................................. 5-4
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Batch Balancing
Purpose
The Batch Balancing option allows you to determine whether existing batches are balanced before you execute the compute process. This option displays a summary of the transactions within a batch.
Accessing the Batch Balancing Option

At the Master Menu choose selection number five, BATCH BALANCING. Next, enter your security code at the ENTER PAYROLL UPDATE PASSWORD? prompt.
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Batch Balancing
The Screens
QPY5 BALANCE BATCHES
ENTER END -OR- ALL -OR- A SPECIFIC BATCH NUMBER? Payroll Batch Balancing Screen - Page 1
The Payroll Batch Balancing Screen allows you to balance the batches that you have previously keyed. All batches should be balanced before you execute the compute process. If a batch or batches are out of balance, you will receive an error message when you attempt to begin a compute. Page one prompts you for three responses: END, ALL or specific batch number. Enter END if you do not want to balance any batches. This command takes you back to the Master Menu. Enter ALL to balance all the batches that you have keyed. Each existing batch will display in sequence when you enter a <CR>. A message at the bottom of the screen will notify you if a batch is in balance or is out of balance. Enter a batch number to balance a specific batch. A message at the bottom of the screen will notify you if a batch is in balance or is out of balance.
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Batch Balancing
*** PAYROLL BATCH BALANCE BATCH NO. 001 CONTENTS HOURS RECORDS OPERATOR DC TRANSACTIONS 175.00 NEXT RECORD 3 DIFFERENCE 175.00
BATCH ADJUSTMENT TO GROSS REGULAR HOURS OVERTIME HOURS SPECIAL PAY VACATION HOURS SICK HOURS HOLIDAY HOURS AUTHORIZED ABSENCE HOURS EVENING HOURS NIGHT HOURS
==================================================================== BATCH 001 IS NOT IN BALANCE TYPE RETURN TO CONTINUE?
Payroll Batch Balancing Screen - Page 2
Page two of the Batch Balancing Screen displays a summary of a batch and its transactions as well as a notification of whether it is in balance or out of balance. The screen above shows an example of an hours batch that is not in balance. Notice that the DIFFERENCE field contains an amount, and the message line displays, BATCH 0001 IS NOT IN BALANCE. The screen for a batch that is balanced resembles the above screen with the exception of the DIFFERENCE field and the message line. A balanced batch contains a 0.00 amount in the DIFFERENCE field and the message line displays, BATCH 0001 IS IN BALANCE.
END OF CHAPTER
5-4
Payroll Compute and Reports
Chapter

Purpose .................................................................................................. 6-2 Accessing the Payroll Compute and Reports Option............................. 6-2 Payroll Compute Menu .......................................................................... 6-3 Descriptions of Payroll Compute Menu Options ................................... 6-3 Compute Process ................................................................................... 6-4 Backup Process ...................................................................................... 6-9 Post G/L Transactions .......................................................................... 6-12
6- 1
Purpose
The Payroll Compute and Reports option allows you to execute a payroll compute and print the associated reports that are generated. This option should be executed after all new employees, all contracts and all hourly batches have been entered and all batches have been balanced. In addition, within this option you can choose to: generate a tape or disk backup of a payroll run post general ledger transactions
Accessing the Payroll Compute & Reports Option

At the Master Menu choose selection number six, PAYROLL COMPUTE AND REPORTS.
6-2
The Screens
PAYROLL/PERSONNEL MPY6 =================================================================== *** PAYROLL COMPUTE AND REPORTS *****
1 = COMPUTE PROCESS
2 = BACKUP PROCESS
3 = POST G/L TRANSACTIONS
ENTER SELECTION OR <CR> TO RETURN= Payroll Compute Menu
The Payroll Compute Menu displays the various functions available and gives you a choice of which selection to perform. Enter the number corresponding to the function that you want to execute. If you do not want to choose a selection, enter a <CR> to return to the Master Menu.
1 - COMPUTE PROCESS Allows you to execute a compute and print the reports that are generated. The reports include the Payroll Compute Error/Attention Report, Payroll Audit Attention Report, Payroll Transaction Report, Post Error/Attention Report, Payroll Total Report and Payroll Register. 2 - BACKUP PROCESS Allows you to generate a tape or disk backup of a payroll run after it is balanced and a clean compute (no errors) has occurred. 3 - POST G/L TRANSACTIONS Allows you to post general ledger transactions.
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The selections are described below.
1 - Compute Process
=======================================================================
ENTER PAYROLL UPDATE PASSWORD? Password Screen
This screen appears after you have selected option one at the prompt line on the Payroll Compute Screen. The screen prompts you for the payroll update password. Enter a <CR> to continue with the compute process and advance to the next screen.
=======================================================================
A Compute Run Has Been Requested. Do You Wish To Continue? Y or N
Confirmation Screen
This screen is displayed after you have entered a <CR> at the prompt on the previous screen. Enter a Y if you want to execute a compute or enter a 'N' to abort the operation and return to the Compute Process Menu.
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Payroll/Personnel REL 7.7 Payroll Parameter Update PSETPAR REL 7.6 ======================================================================== 1. Pay Period 2. Check Date : 9. Employee(s) : 9.1 First Payroll Of The 9.2 3. Month : 9.3 4. Quarter : 9.4 4. Calendar Year : 9.5 5. Fiscal Year : 9.6 9.7 6. Accrue Leave? : 8. Pay Cycle(s) : 8.1 M Monthly 8.2 8.3 8.4 ===================================================================== ENTER Save(S), Cancel(XX), Or Field # To Change Payroll Parameter Update Screen
The Payroll Parameter Update Screen is displayed when you enter a Y at the command prompt on the previous screen. This screen allows you to enter parameters for a payroll compute. Two messages may appear prior to the Payroll Parameter Update Screen. These messages are: An Out-of-Balance Warning Message: One Or More Batches HAVE NOT Been Balanced. Please Balance And Restart Payroll Compute <CR> To Acknowledge Another User Warning Message: The Following Has Occurred: The User on Line XXX Has Started A Compute. Do You Still Want to Continue? (Y/N)? The Out-of-Balance Warning Message indicates that one or more batches are out of balance. Recheck the batches and make corrections, then execute the payroll compute again. The Another User Warning Message indicates that a user on the specified line (where XXX is the line number) has executed a compute. Restart the compute, reprocess selected employees or quit the process altogether. The compute process can be run as many times as needed. NOTE: YOU CANNOT EASILY RECOMPUTE AFTER YOU HAVE RUN THE PAYROLL BACKUP. IF YOU MUST RECOMPUTE AFTER A PAYROLL BACKUP, SEE PAGE 6-10 FOR INSTRUCTIONS.
The field descriptions and instructions are listed on the following page. 6- 5
1 - PAY PERIOD - Enter the ending date of the pay period in the form MMDDYYYY. 2 - CHECK DATE - Enter the date that is to be printed on the pay checks. 3 - MONTH - Enter MONTH if you want to clear all of the current totals for employees or enter NO if you do not want to clear the totals. 4 - QUARTER - Enter QUARTER if you want to clear all the quarterly totals for employees or enter NO if you do not want to clear the totals. 5 - CALENDAR YEAR - Enter CALENDAR if you want to clear all of the CYTD totals for employees or enter NO if you do not want to clear the CYTD totals. 6 - FISCAL YEAR - Enter FISCAL if you want to clear all of the fiscal-year-to-date totals or enter NO if you do not want to clear the fiscal-year-to-date totals. 7 - ACCRUE LEAVE - Enter Y to automatically accrue leave or enter N to not accrue leave. 8 - PAY CYCLE(S) - Enter the pay cycle or pay cycles. This needs to be a valid entry in the CYCLE file. It is possible to mix pay cycles in this run. Remember this is a multivalued field. Enter a / to exit. 9 - EMPLOYEE(S) - If you wish to process employees that are not in the pay cycle you have selected, enter their employee numbers. This is a multivalued field. Enter a / to exit.
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=======================================================================
1) Process ALL Deductions 2) Process SELECTED Deductions 3) Show Deductions And Respond Yes Or No
Please Enter Your Selection > Voluntary Deductions Screen
The screen above prompts you to choose which voluntary deductions to process. The screen displays after you complete the field entries on the Payroll Parameters Screen. Choose one option. The options are described below. 1 - PROCESS ALL DEDUCTIONS - This is the most commonly used option. All the deductions for employees in the payroll run will be processed. 2 - PROCESS SELECTED DEDUCTIONS - This option will allow you to enter the deductions codes that you wish to process. 3 - SHOW DEDUCTIONS AND RESPOND YES OR NO - This option walks you through the list of all deductions and lets you chose the ones that you want to process. Under most circumstances you would use option one and process all deductions. In situations where you are running an off-cycle payroll, there may be deductions that you do not want to process.
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Payroll Operator's Guide (Release 8.7) Once you have selected your deduction option you will be prompted:
=====================================================================
Do You Wish To Pre-Audit General Ledger (Y/N)
Your Response >
General ledger pre-auditing is added at this point to flag invalid account codes that may be generated by the salary distribution. This will prevent you from encountering errors during the actual general ledger update. Once you have answered all the prompts, the compute process will begin. The compute process releases the following reports: Payroll Compute Error/Attention Report Payroll Audit Attention Report Payroll Transaction Post Error/Attention Report Payroll Total Report Payroll Register
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2 - Backup Process
When you have a clean compute (no errors) and your payroll is in balance, execute the payroll backup. Choose option two at the command prompt on the Payroll Compute Menu. You are then given the option of backing up to tape or to disk. The payroll backup does the following: Copies the following files to either disk or tape: PERMST PAYMST DEDMST TOTALS BATCHS BTRANS VCFILE LDGMST POSTBL P.INSTRUCTOR P.CONTRACT P.CHECK
Prints a list of P.CONTRACTs which still have a balance even though the contract expired during this Payroll Run. Clears Current, Quarter, Calendar and Fiscal fields as indicated in the Payroll setup. The following files have data cleared: DEDMST PAYWRK
Copies fields that have been changed in PERWRK to PERMST. Copies work files back files. The following copies are done: PAYWRK TO PAYMST DEDWRK TO DEDMST RETWRK TO RETMST POSWRK TO POSTBL Clears the following files: BTRANS BATCHS VCFILE VCHOLD RERUN.TAGS P.INSTRUCTOR.WRK TO P.INSTRUCTOR P.CHECK.WRK TO P.CHECK P.CHECK.AUX.WRK TO P.CHECK.AUX
Clears the Yearly totals in the Position Table if you have specified that this payroll is part of a new fiscal year. Copies the TOTWRK FILE to the TOTALS file. Updates the amount paid in the contract files and clears the number of hours worked. Processes all encumbrance liquidations related to payroll run and updates the appropriate encumbrance files accordingly. Liquidations are performed for the amount that is paid, not the 6- 9
Payroll Operator's Guide (Release 8.7) amount that is encumbered. Special pay and adjustments to gross are not handled by encumbrance or liquidations. Resets payroll flags and does final housekeeping on the payroll run. And, for colleges that are using the encumbrance module, the payroll backup: Prints expired P.CONTRACTS, Curriculum Contracts and Staff Contracts, which still have a balance. Runs a process to notify users about encumbrance balances. Builds an encumbrance audit file to aid in troubleshooting encumbrance problems.
Re-executing Payroll
Sometimes it becomes necessary to rerun payroll due to: a power failure hardware failure an entire paycheck run lost or misprinted If you do need to rerun payroll, follow the steps below to recover payroll using the payroll backup.
( NOTE: BEFORE STARTING A PAYROLL BACKUP RECOVERY, CALL DCC FOR ASSISTANCE.
1) Determine if paychecks and the general ledger update have been run. If paychecks have been printed, make sure that you handle your paycheck starting numbers according to the last paycheck that was printed. Also, the checks that you printed will need to be stamped VOID. Remember you will not need to void the checks on the system, because once you have recovered from backup those checks do not exist. Be sure to provide proper documentation about the checks that were printed prior to the payroll recovery. If you have already updated general ledger and you have to recover from backup, PLEASE CALL DCC FOR ASSISTANCE. The possibility exists that you will double post entries to the general ledger. 2) Determine if you backed up to tape or to disk. It is a good idea to be consistent in the method that you backup payroll. If you have plenty of disk space you will find that backing up to disk is usually faster during the backup and is definitely faster during the recovery. Keep in mind that backing up to disk will not help you if you have a hardware failure involving the disk where your payroll resides.
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Payroll Compute and Reports 3) Determine if the direct deposit tape has been sent to the bank (if you use direct deposits). If you have sent the tape to the bank and then recover from your Payroll backup, there is the possibility that the Direct Deposit tape will not match the final payroll information. If you have not sent your tape to the bank you will complete direct deposit the same way that you normally do, after recomputing. 4) Verify that the recovery was successful by doing a before and after comparison. Pick a particular record from each of the files on the backup list and spool to the printer. After you have done the recovery, spool the same records to the printer. Compare the differences in the printouts. 5) Do a MAGSAV backup of CC.PY from Primos. 6) Call DCC for help with the remainder of the steps.
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3 - Post G/L Transactions
PAYROLL/PERSONNEL MPY6 ====================================================================== ***** PAYROLL COMPUTE AND REPORTS *****
1 = COMPUTE PROCESS
2 = BACKUP PROCESS
3 = POST G/L TRANSACTIONS
ENTER SELECTION OR <CR> TO RETURN=3 Post G/L Transactions Screen
This option allows you to post payroll transactions to the appropriate general ledger accounts. Encumbrance transactions are always updated to the general ledger as part of this option. This will post all encumbrance liquidations from the current payroll as well as any outstanding encumbrance transactions that have not been posted. NOTE: THE RESULTS OF THIS OPTION SHOW UP ON YOUR DEPARTMENT BUDGET REPORT (MENU OPTIONS 11-3 & 11-12). Enter a 3 at the prompt on the above screen. The screen will notify you that the posting process has begun. No more operator input is needed.
END OF CHAPTER
6-12
Print Personnel Reports
Chapter

Purpose .................................................................................................. 7-2 Accessing the Print Personnel Reports Option ...................................... 7-2 Personnel Reports Menu ........................................................................ 7-4 Descriptions of Personnel Reports Menu Options ................................ 7-5 Alphabetic Employee List ..................................................................... 7-7 Numeric Employee List ......................................................................... 7-8 Master Employee List ............................................................................ 7-9 Employee Address List ........................................................................ 7-10 Departmental Employee List ............................................................... 7-11 Upcoming Review Report ................................................................... 7-12 Seniority Report ................................................................................... 7-13 Terminated Employees Report ............................................................ 7-14 Tenure Reports..................................................................................... 7-15 Rank Report ......................................................................................... 7-16 Full Time Equivalent Report ............................................................... 7-17 Educational Background Report .......................................................... 7-18 Vested Report ...................................................................................... 7-19 Instructors With No Salary Proration .................................................. 7-20 Employee Leave Inquiry...................................................................... 7-21 7- 1
Purpose
The Print Personnel Reports option serves as a gateway to various personnel reports. All of the personnel reports available through this option use data from the personnel master file, PERMST. You can print: Employee listings grouped alphabetically, by employee number or by department number Master employee listing Employee address listing Seniority report Terminated employees report Tenure reports Rank reports Full-time equivalent report Educational background report Vested report Instructors with no salary proration report This option also allows you to inquire about an employees vacation and sick leave accruals.
Accessing the Print Personnel Reports Option

At the Master Menu choose selection number seven, PRINT PERSONNEL REPORTS. Next, enter your security code at the ENTER PERSONNEL PASSWORD? prompt.
7-2
This Page Intentionally Left Blank
7- 3
The Screens
PAYROLL/PERSONNEL MPE2 ===================================================================== ***** PRINT PERSONNEL REPORTS ***** 1 = ALPHABETIC EMPLOYEE LIST 2 = NUMERIC EMPLOYEE LIST 3 = MASTER EMPLOYEE LIST 4 = EMPLOYEE ADDRESS LIST 5 = DEPARTMENTAL EMPLOYEE LIST 6 = UPCOMING REVIEW REPORT 7 = SENIORITY REPORT 8 = TERMINATED EMPLOYEES REPORT 9 = TENURE REPORTS 10 = RANK REPORT 11 = FULL TIME EQUIVALENT REPORT 12 = EDUCATIONAL BACKGROUND REPORT 13 = VESTED REPORT 14 = INSTRUCTORS WITH NO SALARY PRORATION 15 = EMPLOYEE LEAVE INQUIRY
ENTER SELECTION OR <CR> TO RETURN= Personnel Reports Menu
The Personnel Reports Menu displays the various reports available and gives you a choice of which report to print. Enter the number corresponding to the report that you want to print. If you do not want to choose a selection, enter a <CR> to return to the Master Menu. The selections are described on pages 7-5 and 7-6.
7-4
1 - ALPHABETIC EMPLOYEE LIST Allows you to print a report that lists alphabetically all employees in the PERMST file. The report lists employee number, employee name, social security number and employment status. 2 - NUMERIC EMPLOYEE LIST Allows you to print a report that lists all employees in the PERMST file in order by employee number. The report lists employee number, employee name, social security number and employment status. 3 - MASTER EMPLOYEE LIST Allows you to print a report that lists all employees in the PERMST file in order by employee number. The report lists all the data fields for each employee. 4 - EMPLOYEE ADDRESS LIST Allows you to print a report that lists the addresses of all employees in the PERMST file. The report is in alphabetical order. 5 - DEPARTMENTAL EMPLOYEE LIST Allows you to print a report that lists all employees in the PERMST file. The report is grouped by department and includes the department number, employee number, employee name, employment category, employment status and job description. 6 - UPCOMING REVIEW REPORT Allows you to print a report that lists employees who are scheduled for a review within the specified time frame. The report lists review date, employee number, employee name, employee status, branch and department. 7 - SENIORITY REPORT Allows you to print a report that lists all employees in the PERMST file and their employment dates. The report lists department, date of employment, employee number, employee name and branch. The report consists of two parts. Part one is grouped by department. Part two is grouped by date of employment in ascending order. 8 - TERMINATED EMPLOYEES REPORT Allows you to print a report that lists terminated employees in order by employee number. The report also lists date of termination and termination reason.
7- 5
Payroll Operator's Guide (Release 8.7) 9 - TENURE REPORTS Allows you to print a report that lists tenured employees. The report is in order by employee number. The report also lists employee name, tenure status, tenure date, branch and department. 10 - RANK REPORT Allows you to print a report that lists all employees in the PERMST file by rank. The report lists employee number, employee name, rank, full-time equivalent code, branch and department. 11 - FULL TIME EQUIVALENT REPORT Allows you to print a report that lists all employees classified as full-time. Report is in order by employee number. The report lists employee number, employee name, full-time equivalent code, rank, branch and department. 12 - EDUCATIONAL BACKGROUND REPORT Allows you to print a report that lists the educational background data of all employees in the PERMST file, including degrees, institutions and degree dates. 13 - VESTED REPORT Allows you to print a report that lists all employees in the PERMST file who are classified as vested. The report is n order by employee number. Report also lists employee name, vested years and longevity date. 14 - INSTRUCTORS WITH NO SALARY PRORATION Allows you to print a report that lists instructors in the PERMST file who have no salary proration by major classification. The report is in order by employee number. 15 - EMPLOYEE LEAVE INQUIRY Allows you to perform an on-screen inquiry of an employees vacation and sick leave accruals.
7-6
1 - Alphabetic Employee List

PAYROLL/PERSONNEL MPE2 ===================================================================== ***** PRINT PERSONNEL REPORTS ***** 1 = ALPHABETIC EMPLOYEE LIST 2 = NUMERIC EMPLOYEE LIST 3 = MASTER EMPLOYEE LIST 4 = EMPLOYEE ADDRESS LIST 5 = DEPARTMENTAL EMPLOYEE LIST 6 = UPCOMING REVIEW REPORT 7 = SENIORITY REPORT 8 = TERMINATED EMPLOYEES REPORT 9 = TENURE REPORTS 10 = RANK REPORT 11 = FULL TIME EQUIVALENT REPORT 12 = EDUCATIONAL BACKGROUND REPORT 13 = VESTED REPORT 14 = INSTRUCTORS WITH NO SALARY PRORATION 15 = LEAVE INQUIRY
ENTER SELECTION OR <CR> TO RETURN= 1 Press <RETURN> to continue ...=
The Alphabetic Employee option allows you to print a report that lists alphabetically all employees in the PERMST file. The report lists employee number, employee name, social security number and employment status. Enter a 1 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt P r e s s < < R E T U R N > to continue...= w ill appear. Enter a <CR> to refresh the screen. See below for sample report.
EMP NO. EMPLOYEE NAME..................................... 202 136 1081 203 161 183 128 3179 14 179 190 135 777 ELAINE R. ADAMS JOHN ADAMS TERRY G AUMAN LUCY BALL BRENDA H BARBEE SMILEYFACE BENDY SUZANNE W BOLTON ROBERT MARK BOUDREAUX ALISH BROWN JOHN BROWN, B J MOOSE BULLWINKLE RICHARD BUNDY RICK M BUNDY
SOC SEC NBR 245-74-1780 852-96-7418 263-90-4921 555-66-9988 246-77-7777 123-45-6789 111-11-1111 239-11-7367 999-99-9999 888-88-8888 987-65-4321 777-33-7531 555-55-5555
STATUS...... ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE
7- 7
ALPHABETIC EMPLOYEE LIST
10:50:50 09-19-94
PAGE 1
2 - Numeric Employee List

ENTER SELECTION OR <CR> TO RETURN=2 Press <RETURN> to continue ...=
The Numeric Employee List option allows you to print a report that lists all employees in the PERMST file in order by employee number. The report lists employee number, employee name, social security number and employment status. Enter a 2 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
NUMERIC EMPLOYEE LIST EMP NO. 1 2 3 9 12 14 19 22 26 39 10:57:52 09-19-94 SOC SEC NBR 240-76-1546 234-56-7812 265-68-6389 245-21-1111 276-85-8976 999-99-9999 242-72-9379 244-50-3058 245-21-1111 245-90-8866 PAGE 1 STATUS...... ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE
EMPLOYEE NAME..................................... JOHATHAN SALMON LOTTA GOODTIMES MASON JAR THE JOKER Sid The Surf ALISH BROWN Brer Fox Jack B. Lucas Arthur E Hohnsbehn Sr. Gerald T. Melton
7-8
3 - Master Employee List

The Master Employee List option allows you to print a report that lists all employees in the PERMST file in order by employee number. The report lists all the data fields for each employee. Enter a 3 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <<RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
MASTER EMPLOYEE LIST EMP NO......... 1 EMPLOYEE NAME.. JOHATHAN SALMON DEPT........... BUSINESS OFFICE JOB............ 1111 SOC SEC NBR.... 240-76-1546 BRANCH......... WAKE TECH CATEGORY....... FULL-TIME MARITAL STAT... MARRIED DATE OF EMPL... 12-31-88 LEAVE DATE..... 01-01-67 BIRTHDAY....... 02-01-49 SEX............ M RACE........... INDIAN/ALASKAN STATUS......... ACTIVE TERM REASON.... ADDRESS........ GILLISPE STREET ADDRESS2....... 10:58:47 09-19-94 PAGE 1
7- 9
4 - Employee Address List

The Employee Address List allows you to print a report that lists the addresses of all employees in the PERMST file. The report is in alphabetical order. Enter a 4 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <<RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
EMPLOYEE ADDRESS LIST EMP NO........ 202 EMPLOYEE NAME. ELAINE R. ADAMS ADDRESS....... BOX 476 ADDRESS2...... CITY/ST/ZIP... CARTHAGE, NC 28327 BOX NO........ BUILDING...... OFFICE NO..... PHONE EXT..... EMP NO........ 136 EMPLOYEE NAME. JOHN ADAMS ADDRESS....... RT 1 ADDRESS2...... CITY/ST/ZIP... DURHAM, NC 12345 BOX NO........ BUILDING...... 10:59:39 09-19-94 PAGE 1
7-10
5 - Departmental Employee List

The Employee List allows you to print a report that lists all employees in the PERMST file. The report is grouped by department and includes the department number, employee number, employee name, employment category, employment status and job description. Enter a 5 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <<RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
DEPARTMENTAL EMPLOYEE LIST DEPT................ 09 29 29 29 29 29 29 33 33 46 55 57 88 95
11:00:28 09-19-94
PAGE 1 STATUS...... ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE JOB....... 9472 2553 2553 2553 2553 2553 2553 2553 2553 3285 2282 2282 3290 7470
EMP NO. EMPLOYEE NAME..................................... CATEGORY.... 2675 CHERI LYNN HESSERT 942 THOMAS R PAYNE 1298 MARTHA B WHITLEY 2517 STEVEN GERARD DROUIN 2527 LACHELLE D NEAL 3179 ROBERT MARK BOUDREAUX 3185 JOANNE OLROGGE 243 ANNA ANITA HARRIS 1706 DEBORAH PARKER LAMB 1204 BRENDA M HOLMES 159 JANE C TRIPP 3159 RONALD HOWARD SESSOMS, SR 2669 GEORGE OLIVER SAPPENFIELD 151 STEPHEN MARK WILSON FULL-TIME PART-TIME PART-TIME PART-TIME PART-TIME PART-TIME PART-TIME FULL-TIME FULL-TIME PART-TIME FULL-TIME PART-TIME PART-TIME FULL-TIME
7- 11
6 - Upcoming Review Report

The Upcoming Review Report option allows you to print a report that lists employees who are scheduled for a review within the specified time frame. The report lists review date, employee number, employee name, employee status, branch and department. Enter a 6 at the prompt on the above screen to select the report. The screen will prompt you to enter a beginning date for the review period. Enter the date in the format MM-DD-YY. Next enter the ending date. Enter the date in the format MM-DD-YY. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
UPCOMING REVIEWS FOR PERIOD BEGINNING 09-01-94 AND ENDING 09-30-94 PAGE 1 REVIEW DATE 09-30-94 09-30-94 09-30-94 Three records listed. 15:08:11 10-07-94
EMP NO. EMPLOYEE NAME..................................... STATUS...... BRANCH.............. DEPT................ 93 50 20 JANET H. WILKERSON MONICA CAPRIATI JENNIFER SELES ACTIVE ACTIVE ACTIVE MAIN MAIN MAIN BUSINESS OFFICE SPORTS DEPT. BUSINESS OFFICE
7-12
7 - Seniority Report
The Seniority Report option allows you to print a report that lists all employees in the PERMST file and their employment dates. The report lists department, date of employment, employee number, employee name. The report consists of two parts. Part one is grouped by department. Part two is grouped by date of employment in ascending order. Enter a 7 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
SENIORITY REPORT - PART 2 - FOR OVERALL ORGANIZATION DATE OF EMPL 01-01-41 01-01-55 01-01-60 01-03-60 12-12-60 02-01-63 01-01-65 08-14-65 11-10-67 05-15-68 01-01-70 03-15-70 EMP NO. EMPLOYEE NAME..................................... 119 204 118 134 99 135 123 201 194 193 128 88 TEST EMPLOYEE JULIUS IRVIN BUTCH CASSIDY GEORGE WASHINGTON LIZ TAYLOR RICHARD BUNDY GOOD EMPLOYEE CLINT EASTWOOD ELIZABETH TAYLOR MARRIOTT HILTON SUZANNE W BOLTON SHERIDAN C. SMITH 11:04:58 09-19-94 BRANCH.............. MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN PAGE 1 DEPT................ PRESIDENT PRESIDENT BUSINESS OFFICE PRESIDENT BUSINESS OFFICE BUSINESS OFFICE PRESIDENT PRESIDENT BUSINESS OFFICE BUSINESS OFFICE CONTINUING EDUCATION SOCIAL SCIENCE
7- 13
8 - Terminated Employees Report

The Terminated Employees Report allows you to print a report that lists terminated employees in order by employee number. The report also lists date of termination and termination reason. Enter a 8 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
TERMINATED EMPLOYEES REPORT
11:05:44 09-19-94 STAT DATE TERM 11-13-86 03-31-93 09-17-94
PAGE 1 REASON.....
EMP NO. EMPLOYEE NAME..................................... STATUS...... 101 132 133 Martha D Jones-Smith JOHN W JONES Dumb Employee TERMINATED TERMINATED TERMINATED
NOT GIVEN HE'S BAD!
3 records listed.
7-14
9 - Tenure Reports
The Tenure Reports allows you to print a report that lists tenured employees. The report is in order by employee number. The report also lists employee name, tenure status, tenure date, branch and department. Enter a 9 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <<RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
TENURE REPORT - PART 3 - BY TENURE DATE EMP NO. EMPLOYEE NAME............ 1 2 3 9 12 14 19 22 26 39 44 50 58 JOHATHAN SALMON LOTTA GOODTIMES MASON JAR THE JOKER Sid The Surf ALISH BROWN Brer Fox Jack B. Lucas Arthur E Hohnsbehn Sr. Gerald T. Melton LARRY MILLER MICKY MOUSE PATRICIA B. MCKAY TENURE STAT 11:07:45 09-19-94 TENURE DATE BRANCH.. WAKE TECH WAKE TECH MATTS HOME MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN DEPT.... BUSINESS OFFICE BUSINESS OFFICE DENTAL PRESIDENT BUSINESS OFFICE Library CENTRAL SUPPLY PERKINS, INC PRESIDENT LIBERAL ARTS DEPT PRESIDENT ADMIN. AFFAIRS PRESIDENT PAGE 1
7- 15
10 - Rank Report
The Rank Report option allows you to print a report that lists all employees in the PERMST file by rank. The report lists employee number, employee name, rank, full-time equivalent code, branch and department. Enter a 10 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <<RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
RANK REPORT - PART 2 - BY EMPLOYEE NUMBER EMP NO. EMPLOYEE NAME........... 1 2 3 9 12 14 19 22 26 39 44 50 58 67 77 JOHATHAN SALMON LOTTA GOODTIMES MASON JAR THE JOKER Sid The Surf ALISH BROWN Brer Fox Jack B. Lucas Arthur E Hohnsbehn Sr. Gerald T. Melton LARRY MILLER MICKY MOUSE PATRICIA B. MCKAY FAITH DANIELS JOHN SALMON RANK CODE FULL TIME EQ 11:08:36 09-19-94 BRANCH..... WAKE TECH WAKE TECH MATTS HOME MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN WAKE TECH PAGE 1 DEPT................ BUSINESS OFFICE BUSINESS OFFICE DENTAL DEPT PRESIDENT BUSINESS OFFICE Library CENTRAL SUPPLY BAKER INC PRESIDENT LIBERAL ARTS PRESIDENT ADMIN. AFFAIRS PRESIDENT BUSINESS OFFICE BUSINESS OFFICE
7-16
11 - Full Time Equivalent Report

The Full Time Equivalent Report option allows you to print a report that lists all employees classified as full-time. Report is in order by employee number. The report lists employee number, employee name, full-time equivalent code, rank, branch and department. Enter a 11 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
EMP NO. EMPLOYEE NAME........... 1 2 3 9 12 14 19 22 26 39 44 50 58 67 77 JOHATHAN SALMON LOTTA GOODTIMES MASON JAR THE JOKER Sid The Surf ALISH BROWN Brer Fox Jack B. Lucas Arthur E Hohnsbehn Sr. Gerald T. Melton LARRY MILLER MICKY MOUSE PATRICIA B. MCKAY FAITH DANIELS JOHN SALMON
FULL TIME EQ
RANK
CODE
BRANCH...... WAKE TECH WAKE TECH MATTS HOME MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN MAIN WAKE TECH
DEPT.......... BUSINESS OFFICE BUSINESS OFFICE DENTAL DEPT PRESIDENT BUSINESS OFFICE Library CENTRAL SUPPLY BAKER INC PRESIDENT LIBERAL ARTS PRESIDENT ADMIN. AFFAIRS PRESIDENT BUSINESS OFFICE BUSINESS OFFICE
7- 17
FULL TIME EQUIVALENCY REPORT
11:09:27 09-19-94
PAGE 1
12 - Educational Background Report

The Educational Background Report allows you to print a report that lists the educational background data of all employees in the PERMST file, including degrees, institutions and degree dates. Enter a 12 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
EDUCATIONAL BACKGROUND REPORT EMP NO. EMPLOYEE NAME............... 1 2 3 9 12 JOHATHAN SALMON LOTTA GOODTIMES MASON JAR THE JOKER Sid The Surf 11:10:12 09-19-94 PAGE 1
DEGREES SCHOOLS............................ DEGREE DATES HS BS SILER CITY GEORGIA TECH 05-05-65 02-28-85
BS MST PHD
OHIO UNIVERISTY ANTIOCH UNIVERSITY HOPEFUL UNIVERSITY
06-05-65 06-06-68 06-01-94
14 19 22 26 39 44
ALISH BROWN Brer Fox Jack B. Lucas Arthur E Hohnsbehn Sr. Gerald T. Melton LARRY MILLER
7-18
13 - Vested Report
The Vested Report option allows you to print a report that lists all employees in the PERMST file who are classified as vested. The report is in order by employee number. Report also lists employee name, vested years and longevity date. Enter a 13 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
VESTED REPORT EMP NO. 3 9 12 14 19 22 26 39 44 50 58 67 79 EMPLOYEE NAME. MASON JAR THE JOKER Sid The Surf ALISH BROWN Brer Fox Jack B. Lucas Arthur E Hohnsbehn Sr. Gerald T. Melton LARRY MILLER MICKY MOUSE PATRICIA B. MCKAY FAITH DANIELS Patricia P. Swink 11:11:19 09-19-94 VESTED 5 5 LONGEVITY DATE 09/01/89 10/01/89 PAGE 1
7- 19
14 - Instructors With No Salary Proration

The Instructors With No Salary Proration option allows you to print a report that lists instructors in the PERMST file who have no salary proration by major classification. The report is in order by employee number. Enter a 14 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <<RETURN> to continue...= will appear. Enter a <CR> to refresh the screen. See sample report below.
11:12:27 09-19-94 INSTRUCTORS WITH NO SALARY PRORATION NAME.......................... SALMON,JOHATHAN GOODTIMES,LOTTA JAR,MASON JOKER,THE Surf,Sid The BROWN, ALISH Fox, Brer Hohnsbehn Sr.,Arthur E MILLER, LARRY MOUSE,MICKY SALMON,JOHN SALMON,JONAS TEACH,JAMES HEWETT, KENNETH E.
EMPLOYEE NUMBER 1 2 3 9 12 14 19 26 44 50 77 78 90 91
7-20
15 - Employee Leave Inquiry
PY SPYLEAVE.INQ ===================================================================== LEAVE STATUS SCREEN =====================================================================
EMPLOYEE:
VACATION
SICK
Old Bal: Earned : Used : Balance:
===================================================================== ENTER EMPLOYEE NUMBER, SOCIAL SECURITY NUMBER, OR <<CR> TO EXIT? Leave Status Screen
The Employee Leave option allows you to perform an on-screen inquiry of an employees vacation and sick leave accruals. The Leave Status Screen prompts you to enter the employee number or social security number of the employee who you want to inquire about. Enter either or enter a <CR> to exit. After you enter the employee number or social security number, the leave information will display. Enter a <CR> to exit. This option does not generate a report.
7- 21
Print Payroll System Reports
Chapter

Purpose .................................................................................................. 8-3 Accessing the Print Payroll System Reports Option ............................. 8-3 Payroll System Reports Menu ............................................................... 8-4 Descriptions of Payroll System Reports Menu Options ........................ 8-5 Print Payroll Checks .............................................................................. 8-8 Print Payroll Register ............................................................................. 8-9 Print Summary Register ....................................................................... 8-11 Print Check Register and Control List ................................................. 8-13 Print Deduction Register...................................................................... 8-14 Print Leave Register ............................................................................ 8-15 Print Labor Distribution Report ........................................................... 8-16 Create Quarterly Unemployment Tape Report .................................... 8-17 End-Of-Year W-2's .............................................................................. 8-18 Print and Clear General Ledger Register ............................................. 8-19 Print Retirement Reports ..................................................................... 8-20 Print Timesheets .................................................................................. 8-21 Print Annual Social Security Report .................................................... 8-22 Payroll Check Reconciliation Process ................................................. 8-23
8- 1
Payroll Check Reconciliation Report ...................................................8-25 Selective Employees Deduction Register .............................................8-26 Print Longevity Report .........................................................................8-28
8-2
Purpose
The Print Payroll System Reports option serves as a gateway to various payroll reports and processes. Under the option, you can: print payroll checks, payroll register, summary register, check register and control list, deduction register and leave register print labor distribution report, retirement reports, time sheets, annual social security report, payroll check reconciliation report, selective employee deduction report and longevity report create and print W-2 forms create quarterly unemployment tapes
Accessing the Print Payroll System Reports Option

At the Master Menu choose selection number eight, PRINT PAYROLL SYSTEM REPORTS.
8- 3
The Screens
PAYROLL/PERSONNEL MPE ==================================================================== ***** PRINT PAYROLL SYSTEM REPORTS ***** 1 = PRINT PAYROLL CHECKS 2 = PRINT PAYROLL REGISTER 3 = PRINT SUMMARY REGISTER 4 = PRINT CHECK REGISTER AND CONTROL LIST 5 = PRINT DEDUCTION REGISTER 6 = PRINT LEAVE REGISTER 7 = PRINT LABOR DISTRIBUTION REPORT 8 = CREATE QUARTERLY UNEMPLOYMENT TAPE REPORT 9 = END-OF-YEAR W-2S 10 = PRINT AND CLEAR GENERAL LEDGER REGISTER 11 = PRINT RETIREMENT REPORTS 12 = PRINT TIMESHEETS 13 = PRINT ANNUAL SOCIAL SECURITY REPORT 14 = PAYROLL CHECK RECONCILIATION PROCESS 15 = PAYROLL CHECK RECONCILIATION REPORT 16 = SELECTIVE EMPLOYEE DEDUCTION REGISTER 17 = PRINT LONGEVITY REPORT ENTER SELECTION OR <CR> TO RETURN= Payroll Systems Reports Menu
The Payroll System Reports Menu displays the various reports available and gives you a choice of which report to print. Enter the number corresponding to the report that you want to print. If you do not want to choose a selection, enter a <CR> to return to the Master Menu. The selections are described on pages 8-5 through 8-7.
8-4
Print Payroll System Reports 1 - PRINT PAYROLL CHECKS Allows you to print payroll checks. 2 - PRINT PAYROLL REGISTER Allows you to print a report that lists payroll information for all employees. The report is grouped by department number and further grouped by employee number. The report lists the employee number, employee name, rate, earnings, deductions and net pay. Three payroll registers can be printed: current, calendar year-to-date and fiscal year-to-date. 3 - PRINT SUMMARY REGISTER Allows you to print a report that lists payroll totals for all employees paid in the current cycle. The report is in alphabetical order by employee name. The report lists employee number, employee name, current gross, current federal and state deductions, current voluntary deductions and current net pay. 4 - PRINT CHECK REGISTER AND CONTROL LIST Allows you to print a report that lists the information printed on payroll checks. The report prints in alphabetical order by employee name. The report lists employee number, employee name, pay ending date, check number and net pay. 5 - PRINT DEDUCTION REGISTER Allows you to print a report that lists deductions for all employees paid in the current cycle. The report is grouped by branch and is in order by employee number. The report lists employee number, employee name, deduction rate, employer deduction amount, current deduction amount, calendar year-to-date and fiscal year-to-date deduction totals.
Allows you to print a report that lists leave balances for all employees. The report is in order by employee number. The report lists the employee number, employee name, date of employment, beginning balance, earned leave, used leave and current balance. 7 - PRINT LABOR DISTRIBUTION REPORT Allows you to print a report that lists statistical information for the Bureau of Labor. The report lists the total number of females, instructors and employees paid during the payroll cycle. The report also lists the amount of money paid to each group.
8- 5
6 - PRINT LEAVE REGISTER
Payroll Operator's Guide (Release 8.7) 8 - CREATE QUARTERLY UNEMPLOYMENT TAPE REPORT Allows you to create a tape to send to the Employment Security Commission. The tape contains quarterly payroll information about employee earnings and deductions as well as employers contributions for unemployment insurance. 9 - END-OF-YEAR W-2S Allows you to print W-2 forms or create magnetic tapes containing the W-2 information. 10 - PRINT AND CLEAR GENERAL LEDGER REGISTER Allows you to print the general ledger register and clear the file associated with the register. THIS OPTION IS CURRENTLY NOT AVAILABLE IN THIS RELEASE. 11 - PRINT RETIREMENT REPORTS Allows you to print a report that lists the retirement deduction amounts for each employee in the payroll system. The report is in alphabetical order and lists the employee number, pay date, employer, employee deduction amounts, social security number and retirement number. 12 - PRINT TIMESHEETS Allows you to print a report that lists all employees, grouped by department number. The report serves as a time sheet for totaling regular hours, overtime hours, special pay, vacation and sick leave hours among others. The report also lists pay code and pay cycle. 13 - PRINT ANNUAL SOCIAL SECURITY REPORT Allows you to print a report that lists payroll information required to be reported to the Internal Revenue Service (IRS). The report is grouped by employee social security number and lists employee name, year-to-date totals for FICA, Medicaid and gross earnings. This report no longer needs to be sent to the IRS since the data is set by magnetic media (tape). Keep it in-house for your records. 14 - PAYROLL CHECK RECONCILIATION PROCESS Allows you to balance or reconcile checks that pay on fund accounts. 15 - PAYROLL CHECK RECONCILIATION REPORT Allows you to print a report that lists payroll checks that have been generated during a specific time period. The report lists the bank number, check number, check date, reconciled date and amount.
8-6
16 - SELECTIVE EMPLOYEE DEDUCTION REGISTER Allows you to print a report that lists deductions for specific employees for the period specified. The report lists some of the same information found on the Deduction Register (Option 4). The report lists employee number, employee name, deductions, deduction rates, employer amount, deduction balance and current deduction amounts. 17 - PRINT LONGEVITY REPORT Allows you to print a report that lists all employees eligible for longevity pay in a specified fiscal year. The report list the employee number, name, years of service, payment percentage, annual salary and longevity costs. The report prints in an application format, to be submitted to the appropriate funding agency.
8- 7
1 - Print Payroll Checks
ENTER FIRST CHECK NUMBER?
Payroll Checks Screen
The Payroll Checks option allows you to print payroll checks. The screen prompts you to enter the first check number. Enter the number of the first check that is to be printed. After you enter the check number, the checks are placed in the spool queue. After the check forms are loaded on the printer, release the checks so that they print.
8-8
2 - Print Payroll Register
*** PAYROLL REGISTER
1) CURRENT 2) CALENDAR YEAR-TO-DATE 3) FISCAL YEAR-TO-DATE
ENTER TYPE OF REGISTER
Payroll Register Menu
The Payroll Register option allows you to print a report that lists payroll information for all employees. The report is grouped by department number and further grouped by employee number. The report lists the employee number, employee name, rate, earnings, deductions and net pay. The above screen prompts you to enter the type of register you want to print. Enter the number corresponding to the report that you want to print. The three types of payroll registers are described below. 1 - CURRENT - Lists payroll amounts for the current pay cycle. 2 - CALENDAR YEAR-TO-DATE - Lists current payroll amounts and calendar year-todate amounts. 3 - FISCAL YEAR-TO-DATE - Lists current payroll amounts and fiscal year-to date amounts. See the next page for sample reports.
8- 9
8-10
PAYROLL REGISTERS - CURRENT, CALENDAR YEAR-TO-DATE & FISCAL YEAR-TO-DATE
FIRST LINE PAYROLL REGISTER FOR PERIOD ENDING CURRENT PAGE 1 EARNINGS
TYPE UNITS AMOUNT TYPE TAXABLE AMOUNT TYPE TAXABLE AMOUNT NET PAY
REPORT PY-101 BRANCH 1 31 AUG 1994 DEDUCTIONS DEDUCTIONS
DEPT 02 BUSINESS OFFICE
EIC PAY CHK

NUM
EMP NUMBER 1000.000 S-1-1 22.04 SWT DED 937.50 24.25 62.50 175.85 2000.000 S-1-1 GROSS REG 1000.00 FWT FICA 1937.50 77.81 1000.00 62.00 GROSS REG 500.00 FWT FICA 324.15 355.40 SWT DED 324.15 296.96
EMPLOYEE NAME
RATE/ EXEMPT
222 1
VALENTINE, KAREN 02 5 753-55-0211
666 1
POST, WILBUR 02 3 666-66-6666
758.94
REPORT PY-101 BRANCH 1 31 AUG 1994 EARNINGS

TYPE UNITS AMOUNT TYPE TAXABLE
FIRST LINE PAYROLL REGISTER FOR PERIOD ENDING PAGE 1 DEDUCTIONS

AMOUNT
CALENDAR YEAR-TO-DATE
DEDUCTIONS
TYPE TAXABLE AMOUNT
EIC PAY
NET PAY
CHK NUM
EMP NUMBER 1000.000 S-1-1 2000.000 S-1-1 GROSS REG 1000.00 FWT FICA GROSS REG 500.00 FWT FICA 324.15 355.40
EMPLOYEE NAME
RATE/ EXEMPT
222 1
VALENTINE, KAREN 02 5 753-55-0211
324.15 22.04 175.85 296.96
SWT DED 1937.50 77.81 1000.00 62.00 SWT DED
666 1
POST, WILBUR 02 3 666-66-6666
937.50
24.25 62.50
758.94
REPORT PY-101 BRANCH 1 31 AUG 1994
FIRST LINE PAYROLL REGISTER FOR PERIOD ENDING PAGE 1 EARNINGS

TYPE UNITS AMOUNT
FISCAL YEAR-TO-DATE
DEDUCTIONS
TYPE TAXABLE AMOUNT
DEDUCTIONS
TYPE TAXABLE AMOUNT
EIC PAY
NET PAY
EMP NUMBER 1000.000 S-1-1
EMPLOYEE NAME
RATE/ EXEMPT
CHK NUM
222 1
VALENTINE, KAREN 02 5 753-55-0211 ADJ 2000.000 S-1-1 REG ADJ
GROSS REG
640.00 640.00
4500.00 4000.00 500.00 GROSS 800.00 800.00
FWT FICA MEDI 11000.00 FWT 10000.00 FICA 1000.00 MEDI
3827.85 3921.60 3921.60
281.80 243.14 56.86 10327.50 1179.74 11000.00 0682.00 11000.00 0159.50
SWT DED
3827.85 672.15
110.21 3135.84
0.00
666 1
POST, WILBUR 02 3 666-66-6666
SWT DED
10327.50 0427.65 00672.50 7878.61
0.00
3 - Print Summary Register

PAYROLL/PERSONNEL MPE ==================================================================== ***** PRINT PAYROLL SYSTEM REPORTS ***** 1 = PRINT PAYROLL CHECKS 2 = PRINT PAYROLL REGISTER 3 = PRINT SUMMARY REGISTER 4 = PRINT CHECK REGISTER AND CONTROL LIST 5 = PRINT DEDUCTION REGISTER 6 = PRINT LEAVE REGISTER 7 = PRINT LABOR DISTRIBUTION REPORT 8 = CREATE QUARTERLY UNEMPLOYMENT TAPE REPORT 9 = END-OF-YEAR W-2S 10 = PRINT AND CLEAR GENERAL LEDGER REGISTER 11 = PRINT RETIREMENT REPORTS 12 = PRINT TIMESHEETS 13 = PRINT ANNUAL SOCIAL SECURITY REPORT 14 = PAYROLL CHECK RECONCILIATION REPORT 15 = PAYROLL CHECK RECONCILIATION REGISTER 16 = SELECTIVE EMPLOYEE DEDUCTION REGISTER 17 = PRINT LONGEVITY REPORT ENTER SELECTION OR <CR> TO RETURN=3 File RPTFIL has been cleared Press <RETURN> to continue ...=
Enter a 3 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <<RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen. See sample report on the next page.
8- 11
The Print Summary Register option allows you to print a report that lists payroll totals for all employees paid in the current cycle. The report is in alphabetical order by employee name. The report lists employee number, employee name, current gross, current federal and state deductions, current voluntary deductions and current net pay.
8-12 Payroll Summary Register

14:47:16 09-20-94 PAYROLL SUMMARY REGISTER CUR .GROSS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 240.00 5000.00 991.50 39996.00 4000.00 11000.00 34.00 0.00 230.73 0.00 9169.00 434.76 1049.42 0.00 1.90 184.79 0.00 2850.01 164.40 553.36 0.00 18.36 338.44 75.85 3037.16 306.00 813.92 2.60 0.00 878.50 0.00 1818.60 260.00 1420.48 0.00 219.74 3367.54 915.65 23121.23 2834.84 7162.82 31.40 FWT .SWT. FICA VOL .NET GROSS FWT CUR. CUR CUR CUR CUR CTD CTD CTD .SWT CTD FICA
PAGE 1
EMPNO. EMP.NAME...... CTD CTD
VOL 202 136 1081 161 183 128 3179 8165.94
NET ADAMS, ELAIN ADAMS,JOHN AUMAN, TERRY BARBEE,BREND BENDY,SMILEY BOLTON, SUZA BOUDREAUX,RO
4 - Print Check Register and Control List

PAYROLL/PERSONNEL MPE ==================================================================== ***** PRINT PAYROLL SYSTEM REPORTS ***** 1 = PRINT PAYROLL CHECKS 2 = PRINT PAYROLL REGISTER 3 = PRINT SUMMARY REGISTER 4 = PRINT CHECK REGISTER AND CONTROL LIST 5 = PRINT DEDUCTION REGISTER 6 = PRINT LEAVE REGISTER 7 = PRINT LABOR DISTRIBUTION REPORT 8 = CREATE QUARTERLY UNEMPLOYMENT TAPE REPORT 9 = END-OF-YEAR W-2S 10 = PRINT AND CLEAR GENERAL LEDGER REGISTER 11 = PRINT RETIREMENT REPORTS 12 = PRINT TIMESHEETS 13 = PRINT ANNUAL SOCIAL SECURITY REPORT 14 = PAYROLL CHECK RECONCILIATION REPORT 15 = PAYROLL CHECK RECONCILIATION REGISTER 16 = SELECTIVE EMPLOYEE DEDUCTION REGISTER 17 = PRINT LONGEVITY REPORT ENTER SELECTION OR <<CR> TO RETURN=4 File RPTFIL has been cleared Press <<RETURN> to continue ...=
The Print Check Register and Control List option allows you to print a report that lists the information printed on payroll checks. The report prints in alphabetical order by employee name. The report lists employee number, employee name, pay ending date, check number and net pay.
This report not available at publication time. It will be added during a future revision.
8- 13
Enter a 4 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer (see sample below). The prompt Press <<RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen. See sample report below.
5 - Print Deduction Register
BEGINNING OF DEDUCTION REGISTER REPORT
Press <RETURN> to continue ... =
Deduction Register Screen
The Print Deduction Register option allows you to print a report that lists deductions for all employees paid in the current cycle. The report is grouped by branch and is in order by employee number. The report lists employee number, employee name, deduction rate, employer deduction amount, current deduction amount, calendar year-to-date and fiscal year-to-date deduction totals. The above screen displays after you have selected option five on the Payroll Systems Reports Menu. The screen generates the deduction register and spools the report to the printer. The prompt Press <RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen. See sample report below.
8-14
6 - Print Leave Register

PAYROLL/PERSONNEL MPE ==================================================================== ***** PRINT PAYROLL SYSTEM REPORTS ***** 1 = PRINT PAYROLL CHECKS 2 = PRINT PAYROLL REGISTER 3 = PRINT SUMMARY REGISTER 4 = PRINT CHECK REGISTER AND CONTROL LIST 5 = PRINT DEDUCTION REGISTER 6 = PRINT LEAVE REGISTER 7 = PRINT LABOR DISTRIBUTION REPORT 8 = CREATE QUARTERLY UNEMPLOYMENT TAPE REPORT 9 = END-OF-YEAR W-2S 10 = PRINT AND CLEAR GENERAL LEDGER REGISTER 11 = PRINT RETIREMENT REPORTS 12 = PRINT TIMESHEETS 13 = PRINT ANNUAL SOCIAL SECURITY REPORT 14 = PAYROLL CHECK RECONCILIATION REPORT 15 = PAYROLL CHECK RECONCILIATION REGISTER 16 = SELECTIVE EMPLOYEE DEDUCTION REGISTER 17 = PRINT LONGEVITY REPORT ENTER SELECTION OR <CR> TO RETURN=6 File RPTFIL has been cleared Press <<RETURN> to continue ...=
Enter a 6 at the prompt on the above screen to select the report. Next, enter a <CR> at the ENTER PAYROLL UPDATE OR INQUIRY PASSWORD prompt. The screen will pause for a few seconds in order to generate the report. The report will be spooled to the printer. The prompt Press <<RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen. See sample report below.
FUND 1 DEPT 01 EMP# EMPLOYEE NAME D.O.E. RATE FIRST LINE LEAVE REGISTER FOR PERIOD ENDING 31 AUG 1994 BGN BALANCE ************** 240.00 330.36 2224.00 2085.47 EARNED ************** 0.00 0.00 0.00 0.00 USED ************** 0.00 0.00 0.00 0.00 CUR BALANCE ************** 240.00 330.36 0224.00 2085.47
JOKER,THE
01/01/85 VAC SICK 01/01/85 VAC SICK
26
JONES, DAVE
8- 15
The Print Leave Register option allows you to print a report that lists leave balances for all employees. The report is in order by employee number. The report lists the employee number, employee name, date of employment, beginning balance, earned leave, used leave and current balance.
7 - Print Labor Distribution Report
Labor Statistics Report
PROCESSING : 99
Press <RETURN> to continue ...=
Labor Distribution Report Screen
The Labor Distribution Report option allows you to print a report that lists statistical information for the Bureau of Labor. The report lists the total number of females, instructors and employees paid during the payroll cycle. The report also lists the amount of money paid to each group. The above screen displays after you have selected option seven on the Payroll Systems Reports Menu. The screen displays the number of records processed, generates the Labor Statistics Report and spools it to the printer. The prompt Press <RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen. See sample report below.
BUREAU OF LABOR LABOR STATISTICS REPORT
09-20-94
Females Instructors Employees
0 ........ 10 ........ 13 ........
00000.00 14242.00 18293.00
8-16
8 - Create Quarterly Unemployment Tape Report
Payroll/Personnel ======================================================================= ESC Quarterly Unemployment Report Tape =======================================================================
1. Quarter: 2. Year: Records Processed: Enter Quarter Or <CR> To Exit? Quarterly Unemployment Tape Report Screen
The Quarterly Unemployment Report Tape option allows you to create a tape to send to the Employment Security Commission. The tape contains quarterly payroll information about employees earnings and deductions as well as employers contributions for unemployment insurance. You can run this process AFTER the payroll backup. A report generates from this process. Prior to the above screen, two screens will appear. The first screen prompts you to Enter Payroll Update Or Inquiry Password?. Enter a <CR> to advance to the second screen. The second screen will prompt you to enter the EMPLOYER REMITTER NUMBER. Enter the six digit number. The above screen prompts you to enter two fields. The field entries are listed below. 1 - QUARTER - Enter the quarter that you want to report on the tape. 2 - YEAR - Enter the year that you want to report on the tape. Enter in the format YYYY. After you enter data into the above fields, the screen will display a Enter <CR> When Tape Drive is Available to Attach? prompt. Mount a tape on your tape drive and then enter a <CR>. A tape will be generated. Send it to the Employment Security Commission.
8- 17
9 - End-Of-Year W-2s
PAYROLL/PERSONNEL MPY89 =============================================================== ***** END-OF-YEAR W-2S *****
1 = W-2 PRINT 2 = CREATE W-2 FEDERAL TAX TAPE 3 = CREATE W-2 STATE TAX TAPE
ENTER SELECTION OR <CR> TO RETURN = W-2 Selection Menu
The End-of-Year W-2s option allows you to print W-2 forms or create magnetic tapes containing the W-2 information. The options are: 1 - W-2 PRINT - Prints W-2 forms for all valid employees in the payroll system. 2 - CREATE W-2 FEDERAL TAX TAPE - Creates a magnetic tape for the IRS and displays totals on the screen. The tape contains W-2 information for all valid employees. (Note: Sometimes due to an unexplained quirk in this process, the totals generated on the screen do not match totals on the last W-2 form. Re-execute this option again to see if the totals match. If they do not, call DCC for assistance.) 3 - CREATE W-2 STATE TAX TAPE - Creates a magnetic tape for the Department of Revenue and displays totals on the screen.. The tape contains W-2 information for all valid employees. (Note: Sometimes due to an unexplained quirk in this process, the totals generated on the screen do not match totals on the last W-2 form. Re-execute this option again to see if the totals match. If they do not, call DCC for assistance.) Enter the number corresponding to the function that you want to execute or enter a <CR> to return to the previous menu.
8-18
10 - Print and Clear General Ledger Register
THIS OPTION NOT AVAILABLE IN THIS RELEASE
8- 19
11 - Print Retirement Reports
QPY8A
PRINT RETIREMENT REPORTS
ENTER BEGINNING DATE OF REPORT PERIOD (MM-DD-YY)? ENTER ENDING DATE OF REPORT PERIOD (MM-DD-YY)?
Retirement Reports Screen
The Retirement Reports option allows you to print a report that lists the retirement deduction amounts for each employee in the payroll system. The report is in alphabetical order and lists the employee number, pay date, employer and employee deduction amounts, the gross amount of deductions, social security number and retirement number. The above screen prompts you to enter a beginning date for the reporting period. Enter the date in the format MM-DD-YY. Next, enter the ending date for the reporting period. Enter the date in the format MM-DD-YY. The report will be generated and spooled to the printer. Enter a <CR> to refresh the screen. See sample report below.
RETIREMENT REPORT FOR PERIOD

DED EMP NO RET DED........ 2 ** 2 2 ** 2 2 ** 2 2 ** 2 2 ** 2 44 121 44 RETIREMENT 03-31-94 196 121 RETIREMENT 03-31-94 201 196 RETIREMENT 03-31-94 157 201 RETIREMENT 03-31-94 157 RETIREMENT
010194 THROUGH 073094

EMPE AMT.. 153.48 153.48 363.96 363.96 120.00 120.00 31.25 31.25 93.06 93.06
15:28:55 09-20-94
GROSS..... NAME....... 2558.00 BUNDY,RICK 2558.00 6066.00 EASTWOOD, CLINT 6066.00 2000.00 GORE, TIPPER 2000.00 500.00 MALLOY, ROGER 500.00 1551.00 MILLER, LARRY 1551.00
PAGE 1
SSN........ RET NO.... 555-55-5555 157
PAYDATE. EMPR AMT.. 03-31-94 280.36 280.36 664.84 664.84 219.20 219.20 55.00 55.00 169.99 169.99
808-42-0342 201
092-71-9931 196
656-56-5656 121
951-85-7534 123456
8-20
12 - Print Timesheets
PAYROLL/PERSONNEL MPE ==================================================================== ***** PRINT PAYROLL SYSTEM REPORTS ***** 1 = PRINT PAYROLL CHECKS 2 = PRINT PAYROLL REGISTER 3 = PRINT SUMMARY REGISTER 4 = PRINT CHECK REGISTER AND CONTROL LIST 5 = PRINT DEDUCTION REGISTER 6 = PRINT LEAVE REGISTER 7 = PRINT LABOR DISTRIBUTION REPORT 8 = CREATE QUARTERLY UNEMPLOYMENT TAPE REPORT 9 = END-OF-YEAR W-2S 10 = PRINT AND CLEAR GENERAL LEDGER REGISTER 11 = PRINT RETIREMENT REPORTS 12 = PRINT TIMESHEETS 13 = PRINT ANNUAL SOCIAL SECURITY REPORT 14 = PAYROLL CHECK RECONCILIATION REPORT 15 = PAYROLL CHECK RECONCILIATION REGISTER 16 = SELECTIVE EMPLOYEE DEDUCTION REGISTER 17 = PRINT LONGEVITY REPORT ENTER SELECTION OR <<CR> TO RETURN=12
XXX records selected ENTER PAY CYCLE TO PRINT OR <<CR> TO END ?
The Print Timesheets option allows you to print a report that lists all employees, grouped by department number. The report serves as a time sheet for totaling regular hours, overtime hours, special pay, vacation and sick leave hours among others. The report lists name, pay code and pay cycle. Enter a 12 at the prompt on the above screen to select the option. The screen will pause for a few seconds then display the number of records selected. Next, the screen will prompt you for the pay cycle to print. Enter a valid pay cycle code to generate the report or enter a <<CR> to exit. See sample report below.
8- 21
13 - Print Annual Social Security Report
Enter Payroll Update Or Inquiry Password?
ENTER STATE FOR WHICH 941s REQUESTED (TWO-CHAR)? Annual Social Security Report Screen
The Print Annual Social Security option allows you to print a report that lists payroll information required to be reported to the Internal Revenue Service (IRS). The report is grouped by employee social security number and lists employee name, year-to-date totals for FICA, Medicaid and gross earnings. This report no longer needs to be sent to the IRS since the data is set by magnetic media (tape). Retain it for your records. The above screen prompts you to enter the payroll update or inquiry password. Enter a <CR> to continue. Next, enter the state that the report covers. Enter NC. The screen will then prompt you to enter the year-ending date. Enter the date in the format MMDDYY. The screen will pause for a few seconds and then the report will be spooled to the printer. The prompt Press <<RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen.
8-22
14 - Payroll Check Reconciliation Process
CHECK RECONCILIATION
ENTER BANK ACCOUNT OR <CR> TO RETURN:?
Check Reconciliation Screen - Page 1
The Check Reconciliation Process option allows you to balance or reconcile checks that pay on fund accounts. Currently there are three fund accounts: Institutional - 00 State - 01 County - 02 The above screen prompts you to enter the bank account of fund that you want to reconcile. Enter the bank account number. (The bank account number is a twenty-digit field. Example: 09-00001030-0000-00).
The screen will then prompt you to enter the period-ending date. Enter the payroll ending date for the checks that you want to reconcile. Page two of the Check Reconciliation screen will appear. (See next page).
8- 23
======================================================================= BANK: 11-000-01110-0000-00 TOTAL: 0.00 PERIOD ENDING: 07/01/93 ======================================================================= CHECK DATE AMOUNT 1. 000001 06/30/93 653.36 2. 000002 06/30/93 5642.14 3. 000003 06/30/93 1708.71 4. 000004 06/30/93 1272.94 5. 000005 06/30/93 902.76 6. 000006 06/30/93 1507.94 7. 000007 06/30/93 1278.54 8. 000008 06/30/93 980.04 9. 000009 06/30/93 3424.98 10. 000010 06/30/93 1514.30 11. 000011 06/30/93 1200.47 12. 000012 06/30/93 867.12 13. 000013 06/30/93 709.59 14. 000014 06/30/93 32.11 ======================================================================= ENTER <CR> TO PAGE OR Q TO QUIT? ======================================================================= Check Reconciliation Screen - Page 2
Page two displays the checks that posted to the specified account. Two options are available. Enter a <CR> to scroll to the next page and view more checks or enter a Q to access other menu options. If you enter a Q, you will receive the following prompt:
============================================================================== ENTER ALL(*), SELECT(=), CLEAR(#), PAGE(Pn), SAVE(S) OR CANCEL(X) ==============================================================================
ALL - Enter a * to mark all of the checks as reconciled. Use this option if all of the checks have posted. SELECT - Enter a = to select individual checks to mark as reconciled. This option is the most commonly used method to reconcile. Enter <CR> to skip, '.' to mark, '-' to erase, or 'x' to exit. CLEAR - Enter a # to unmark checks that were erroneously flagged as reconciled. PAGE - Enter a Pn to mark all of the checks on the specified page as reconciled. SAVE - Enter an S to execute the reconciliation process. Use this option after you have marked or selected all of the checks that needed to be flagged as reconciled. 8-24
15 - Payroll Check Reconciliation Report
CHECK RECONCILIATION REPORT
ENTER BEGINNING RECONCILED DATE (MM/DD/YY)? ENTER ENDING RECONCILED DATE (MM/DD/YY)?
Check Reconciliation Report Screen
The Payroll Check Reconciliation Report option allows you to print a report that lists payroll checks that have been generated during a specific time period. The report lists the bank number, check number, check date, reconciled date and amount. The above screen prompts you to enter the beginning date for reconcilement. Enter the date in the format MM/DD/YY. Next, enter the ending reconcilement date in the format MM/DD/YY. A report will be generated. See the sample report below.
8- 25
16 - Selective Employees Deduction Register
Which Period Do You Want To Report? Enter One As Follows: 1) Current 2) Calendar Year To Date 3) Fiscal Year To Date
Enter Your Response > Selective Employees Deduction Screen
The Selective Employees Deduction Register option allows you to print a report that lists deductions for specific employees for the period specified. The report lists some of the same information found on the Deduction Register (Option 4). The report lists employee number, employee name, deductions, deduction rates, employer amount, deduction balance and current deduction amounts. The above screen prompts you to enter the period you want to be detailed on the report. Enter the number corresponding to the selection you want. The selections are: 1 - Current - Reports the deduction amounts for the current pay period. 2 - Calendar Year to Date - Reports calendar year-to-date deduction amounts. 3 - Fiscal Year to Date - Reports fiscal year-to-date deduction amounts. After you select the reporting period, the report will be generated and spooled to the printer. See the next page for sample reports.
8-26
======================================================================================================================================= 20 SEP 1994 03:40PM Page 1 FIRST LINE Selective Employee Deduction Register For The Period (CURRENT) ======================================================================================================================================== Employee DED EMPLOYER DED CURRENT DEDUCTED DEDUCTED Number Employee Name DEDUCTION RATE AMOUNT BALANCE DED AMT CAL YTD FISC YTD
136 144.00 144.00 216.00 216.00
ADAMS, JOHN
RETIREMENT
HOSPITALIZATION
C U R R E N T
161
BARBEE, BRENDA H
RETIREMENT
HOSPITALIZATION
119.85 143.55
403B INSURANCE
016.00 198.20 500.00
CLNA AEDR
======================================================================================================================================= 20 SEP 1994 03:40PM Page 1 FIRST LINE Selective Employee Deduction Register For The Period (CYTD) ======================================================================================================================================== Employee DED EMPLOYER DED CURRENT DEDUCTED DEDUCTED Number Employee Name DEDUCTION RATE AMOUNT BALANCE DED AMT CAL YTD FISC YTD RETIREMENT
HOSPITALIZATION
Y T D
136 144.00 144.00 RETIREMENT 216.00 216.00
ADAMS, JOHN
3302.50 0576.00
161
HOSPITALIZATION
BARBEE, BRENDA H
016.00 119.85 0024.00 198.20 143.55 0294.60 403B INSURANCE 500.00 1500.00 ======================================================================================================================================= 20 SEP 1994 03:40PM Page 1 FIRST LINE Selective Employee Deduction Register For The Period (FYTD) ======================================================================================================================================== Employee DED EMPLOYER DED CURRENT DEDUCTED DEDUCTED Number Employee Name DEDUCTION RATE AMOUNT BALANCE DED AMT CAL YTD FISC YTD RETIREMENT
HOSPITALIZATION
136 144.00 144.00 RETIREMENT

HOSPITALIZATION
ADAMS, JOHN
I S C A L
216.00 216.00 119.85 143.55 3302.50 0576.00 0242.50 0432.00 0674.50
161
BARBEE, BRENDA H
Y T D
016.00 198.20 500.00 0024.00 0294.60 1500.00 0024.00 0294.60 1500.00 1810.60
8- 27
403B INSURANCE
17 - Print Longevity Report

PY QPYLONG ====================================================================== LONGEVITY REPORT SCREEN ======================================================================
1. State Report 2. County Report 3. Special Report END Or XX To Exit
Longevity Report Screen
The Print Longevity Report option allows you to print a report that lists all employees eligible for longevity pay in a specified fiscal year. The report lists the employee number, name, years of service, payment percentage, annual salary and longevity costs. The report prints in an application format, to be submitted to the appropriate funding agency. The above screen prompts you for the report type you want to print. The options are: 1 - State Report - Prints longevity amounts for employees paid with state funds. 2 - County Report - Prints longevity amounts for employees paid with county or local funds. 3 - Special Report - Prints longevity amounts for employees paid with special funds. Enter the number corresponding to the desired report. Next enter the fiscal year for the report. A report will be generated and spooled to the printer.
8-28
NORTH CAROLINA COMMUNITY COLLEGE SYSTEM APPLICATION FOR LONGEVITY PAY FUNDS 94-1995 STATE _________________________________ Signature Of President 20 SEP 1994
NC DEPT OF COMMUNITY COLLEGES
LONGEVITY COST
EMPL AREA YRS OF PAYMENT ANNUAL SAL LONGEVITY SOCIAL TOTAL MONTH OF NO. NAME RESP SERVICE PERCENT /STATE FND PAY SECURITY RET. BENEFITS TOTAL COST PAYMENT ______________________________________________________________________________________________________________________________________________________________________________
JANUARY FEBRUARY
MAY
JANUARY NOVEMBER FEBRUARY SEPTEMBER
128 BOLTON, SUZANNE W 164 COMPTON,PAM 19 Fox, Brer 2 GOODTIMES,LOTTA 3 JAR,MASON 22 Lucas,Jack B. 279 QUICK, JOSEPH M 88 SMITH, SHERIDAN C.
110 720 110 110 110 410 110 110
25 21 24 40 44 25 16 27
4.50 3.25 3.25 4.50 4.50 4.50 2.25 4.50
24000.00 19200.00 97920.00 6924.00 57759.96 31476.00 15588.00 40692.00 ======== 293559.96 Note - Total Cost Has Been Rounded to the Nearest Dollar
1080.00 624.00 3182.40 311.58 2599.20 1416.42 350.73 1831.14 ======= 11395.47
82.62 47.74 243.45 23.84 198.84 108.36 26.83 140.08 ===== 871.75
118.37 68.64 0.00 3115.80 284.87 0.00 33.78 214.98 ===== 3836.43
200.99 116.38 243.45 3139.64 483.71 108.36 60.61 355.06 ====== 4708.19
1281.00 740.00 3426.00 3451.00 3083.00 1525.00 411.00 2186.00 ======= 16104.00
MAY
Longevity Report - State Funds
Note: Samples of the Longevity Report -County Funds and Longevity Report - Special Funds are not displayed because their formats are similiar to the State Funds Report (above). The only difference is the title line.
--- END OF CHAPTER ---
8- 29
Miscellaneous Payroll Processes
Chapter

Purpose .................................................................................................. 9-3 Accessing the Miscellaneous Payroll Processes Option........................ 9-3 Miscellaneous Payroll Processes Menu ................................................. 9-4 Descriptions of Miscellaneous Payroll Processes Menu Options .......... 9-5 Enter Position Table .............................................................................. 9-7 Enter Position History ........................................................................... 9-9 Enter Code Tables................................................................................ 9-10 Enter Pygltable .................................................................................... 9-12 Enter Deduction Table ......................................................................... 9-13 Enter Pybank Numbers ........................................................................ 9-16 Cash Payments/Cash Adjustments ...................................................... 9-17 Void Checks ........................................................................................ 9-22 Enter Leave Accrual Table .................................................................. 9-24 Calendar End-of-Year Processes Menu ............................................... 9-26 Descriptions of Calendar End-of-Year Processes Menu Options ........ 9-26 Calendar End-of-Year Processing Guide............................................. 9-38 Prorate Instructor Salaries By Major ................................................... 9-39
9- 1
Enter Curriculum Account Numbers ....................................................9-40 Enter Mass Deduction Change .............................................................9-41 Enter Payroll Contracts .........................................................................9-43 Enter Part Time Staff Contracts ............................................................9-45 Enter Part Time Curriculum Contracts .................................................9-49 Move Continuing Education Contracts to Payroll ................................9-54 Move PT Staff and Curriculum Contracts to Payroll ...........................9-59 Reset Beginning Contract Control Numbers ........................................9-63 Print Contract Change Reports .............................................................9-64 Print Expired P.Contracts With A Remaining Balance ........................9-65 Printed Expired Staff/Curriculum Contracts With A Remaining Balance ..................................................................9-66 Print Contract Status Check Report ......................................................9-67 Print Status of Contracts To Be Pulled .................................................9-68 Print Staff/Curriculum Contracts Scheduled For Pay...........................9-69 Print P.CONTRACTS Scheduled For Pay ...........................................9-70 Contract Print Menu .............................................................................9-71 Print Part Time Staff Contracts ............................................................9-72 Print Part Time Curriculum Contracts ..................................................9-73
9-2
Purpose
The Miscellaneous Payroll Processes option serves as a gateway to various Payroll functions. Through this option, you can: enter and update position tables, position history, code tables, general ledger tables, bank numbers, leave accrual tables and curriculum account numbers make cash adjustments and cash payments (manual checks) void payroll checks access calendar year-end processes prorate instructor salaries by major enter mass deduction changes enter payroll contracts
Accessing the Miscellaneous Payroll Processes Option

At the Master Menu choose selection number nine, MISCELLANEOUS PAYROLL PROCESSES.
9- 3
The Screens
PAYROLL/PERSONNEL MPY9MD ======================================================================
***** MISCELLANEOUS PAYROLL PROCESS ***** 1 = ENTER POSITION TABLE 2 = ENTER POSITION HISTORY 3 = ENTER CODE TABLE 4 = ENTER PYGLTABLE 5 = ENTER DEDUCTION TABLE 6 = ENTER PYBANK NUMBERS 7 = CASH PAYMENTS/CASH ADJUSTMENTS 8 = VOID CHECKS 9 = ENTER LEAVE ACCRUAL TABLE 10 = CALENDAR END-OF-YEAR PROCESSES 11 = PRORATE INSTRUCTOR SALARIES BY MAJOR 12 = ENTER CURRICULUM ACCOUNT NUMBERS 13 = ENTER MASS DEDUCTION CHANGE 14 = ENTER PAYROLL CONTRACTS ENTER SELECTION OR <<CR> TO RETURN= Miscellaneous Payroll Processes Menu
The Miscellaneous Payroll Processes Menu displays the various functions available and gives you a choice of which selection to perform. Enter the number corresponding to the function that you want to execute. If you do not want to choose a selection, enter a <CR> to return to the Master Menu.
9-4
Miscellaneous Payroll Processes 1 - ENTER POSITION TABLE Allows you to maintain the POSTBL file, which contains all of the valid position numbers for your institution and the account code information that tracks employees gross salary distribution for expense purposes. 2 - ENTER POSITION HISTORY Allows you to track the history of a position. This option is not often used. 3 - ENTER CODE TABLES Allows you to access various code files and either add codes or edit them. This option is not often used. 4 - ENTER PYGLTABLE Allows you to access the PYGLTABLE file, which contains the general ledger information for the various costs and deductions within the payroll system. The option allows you to set up entries or change existing entries. . 5 - ENTER DEDUCTION TABLE Allows you to access the DEDTBL file, which contains information on each deduction within the payroll system. The option allows you to update or change existing deductions or enter new deductions. 6 - ENTER PYBANK NUMBERS Allows you to access the PYBANK file, which contains the valid bank numbers for your institution. The option allows you to enter new bank numbers. This option is not often used. 7 - CASH PAYMENTS/CASH ADJUSTMENTS Allows you to adjust an employees payroll information after a payroll run has completed. The option allows you to make cash payments, issue manual checks and make cash adjustments. 8 - VOID CHECKS Allows you to void payroll checks.
9- 5
9 - ENTER LEAVE ACCRUAL TABLE Allows you to access the leave file, which contains employees leave accrual information. The option allows you to maintain the leave table. 10 - CALENDAR END-OF-YEAR PROCESSES Allows you to access calendar year-end processes. You can choose to clear the retirements totals file, rollover end-of-year leave, copy files for W-2 reporting, purge payroll files and make changes to the W-2 file. 11 - PRORATE INSTRUCTOR SALARIES BY MAJOR Allows you to prorate instructors salaries by major. 12 - ENTER CURRICULUM ACCOUNT NUMBERS Allows you to access the MAJORS file. This option allows you to assign account code information to curriculum majors. 13 - ENTER MASS DEDUCTION CHANGE Allows you to access the DED.MSD file and make a mass change in a deduction rate or amount. The change will affect all employees who are subject to the deduction. 14 - ENTER PAYROLL CONTRACTS Allows you to access the Payroll Contract Menu. You can selected to enter part-time staff or curriculum contracts, move Continuing Education contracts to the Payroll module, move part-time staff and curriculum contracts to payroll, reset beginning contract control numbers and print change reports.
9-6
1 - Enter Position Table
PAYROLL/PERSONNEL SPY91 ===================================================================== ENTER POSITION TABLE ===================================================================== POSITION: 1 1. DESCRIPTION: BUSINESS OFFICE 2. MAXIMUM RATE: 9999999 3. INSTRUCTOR: Y 4. ACCOUNT: 4.1 4. 4 4.5 4.6 4.7 BUDGET: EXPENDITURES:
ENTER SAVE(S), CANCEL(XX), OR FIELD # TO CHANGE Position Table Screen
The Position Table Screen allows you to maintain the POSTBL file, which contains all of the valid position numbers for your institution and the account code information that tracks employees gross salary distribution for expense purposes. Since the position table is one of the mechanisms for tracking encumbrances, a change to the ACCOUNT field or the BUDGET field of an encumbered position will affect encumbrances. A new file, POSTBL.CHANGES, has been created to help track those changes. In addition to updating this file, this option prints a report of positions that were changed and closes the existing encumbrance. To resolve (delete) a POSTBL.CHANGES record: 1) Bring up the employee on the Payroll Data Entry Screen 2) Re-encumber for the remaining months or set the Encumber flag (field 19 on screen #1) to 'N' if you do not want to re-encumber 3) Save the record Any unresolved changes to the POSTBL.CHANGES file will stop the compute process.
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Payroll Operator's Guide (Release 9.0) The field descriptions are listed below. 1 - DESCRIPTION - This is a description of the position. 2 - MAXIMUM RATE - Enter the highest pay rate assigned to this position. 3 - INSTRUCTOR - A Y in this field indicates that salary for this position is to be prorated by major. A N indicates that salary for this position is not to be prorated. 4 - ACCOUNT - There should be at least one account number per position. These account numbers are the general ledger account codes to which the gross pay for this position will be distributed. BUDGET - The budget amount can be either a dollar figure or a percentage. The ratios of the budget amounts are used for the actual salary distribution. EXPENDITURES - The expenditure cannot be changed by the user. It is updated during the compute and reflects the amount expended fiscal year to date for that position. The expenditures are updated by the payroll distribution process. They are cleared at fiscal year end during the payroll backup. If a position is flagged to be prorated by major (INSTRUCTOR flagged as Y), account code budget ratio(s) are only used for the portion of the persons salary that is not to be prorated by major. (You enter the percentage to be prorated for each individual in the specified position on the Payroll Data Entry Screen). If the percentage to be prorated is less than 100% then the remainder will be distributed according to the information in the position table.
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2 - Enter Position History

PAYROLL/PERSONNEL SPY92 =================================================================== POSITION HISTORY MAINTENANCE =================================================================== POSITION NUMBER: 1. EMPLOYEE NUMBER: 1.1 1.2 1.3 1.4 1.5 1.6 DATE: ACTION: SALARY:
ENTER POSITION NUMBER OR <CR> TO EXIT PROGRAM? Position History Maintenance Screen
The Position History Maintenance Screen allows you to track the history of a position. The screen shows the employees who have served or are serving in a specified position, the date and the salary. Although the screen is not widely used, it is useful in collecting information about a position. The field entries are described below: POSITION NUMBER - Enter the position number of the position that you want track or a <CR> to exit the screen. 1 - EMPLOYEE NUMBER - Enter the employee number of the person who serves or has served in this position. The employee name will be displayed. DATE - Enter a date in the form MM/YY/DD or a <CR> to skip this field. ACTION - Enter an action code or enter a <CR> to skip this field. SALARY - Enter the employees salary for the specified position.
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3 - Enter Code Tables

PERSONNEL SPE3 ===================================================================== CODE FILE ENTRY ===================================================================== CODE FILE: CODE:
1. DESCRIPTION:
ENTER CODE FILE NAME OR <<CR> TO END? Code Tables Screen
This Code Tables Screen allows you to access some of the code files and either add codes or edit them. The screen is used rarely. The field descriptions are listed below: 1 - CODE FILE - Enter the code file that you want to access. Not all of the code files can be accessed. 2 - CODE - Enter a valid code to add to the file or enter an existing code to edit. 3 - DESCRIPTION - Enter the description to be associated with a new code or edit the description on an existing code.
Example. Let's say you want to enter SITE codes (the new field added for Employment Security Commission reporting.) At the CODE FILE prompt, enter 'SITE'. The process will access the SITE file, and you can enter the SITE codes and descriptions. See the screen and entries on the next page.
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PERSONNEL SPE3 ======================================================================== CODE FILE ENTRY ======================================================================== CODE FILE: SITE CODE:
1. DESCRIPTION:
ENTER CODE FILE NAME OR <CR> TO END?
At the "ENTER CODE FILE NAME OR <CR> TO END?" prompt, enter the code you want to define. A good rule of thumb when defining SITE codes is to assign '1' for your main campus, '2' for your remote campus and so on. The CODE field is a two-character alphanumeric field. After you define your code, remember to save your entry. Enter 'S' at the command line. If you do not want to save your entry, enter 'XX' to cancel. (You can also delete a SITE code by pressing 'DE' at the command line or edit a field by specifying the field number.)
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4 - Enter Pygltable
PAYROLL/PERSONNEL SPY94 ======================================================================== ENTER PYGLTABLE ================================================================= RECORD KEY: PY*ER*RET
1. TRANS DESCRIPTION: EMPLOYER RET 2. DEBIT ACCOUNTS: 2.1 @@*@@@*21820*@@@@*@@ 2.2 3. CREDIT ACCOUNTS: 3.1 @@*000*01110*0000*00 3.2
2.3 2.4
3.3 3.4
ENTER SAVE(S), CANCEL(XX), DELETE(DE), OR FIELD # TO CHANGE Pygltable Screen
This Pygltable screen allows you to access the PYGLTABLE file, which contains the general ledger information for the various costs and deductions associated with the payroll system. This screen is typically used in two cases: to set up the entries such as FICA, federal taxes and gross pay. This is typically done when the payroll system is installed and usually does not need to be redone. to change account code information associated with a specific deduction code. To select a particular deduction, enter the RECORD KEY. The RECORD KEY consists of three parts. The first two characters will always be PY. The next two characters will either be EE or ER. EE indicates this is the employee portion while ER indicates that this is the employer portion. The third portion will be the deductions mnemonic abbreviation as defined in the Deduction Table. After you enter a valid RECORD KEY, the record will display. The screen above is defined as multivalued. As the payroll system is currently designed, there is no need to put more that one debit or credit account per PYGLTABLE entry. If you inadvertently set up a PYGLTABLE entry for an employer portion, when there is no employer portion, you will find that your general ledger posting will be out of balance. 9-12
5 - Enter Deduction Table

PAYROLL SPY95 =============================================================================== ENTER DEDTBL =============================================================================== DEDUCTION NUMBER: 2 1. DEDUCTION DESCRIPTION: RETIREMENT 2. FEDERAL EXEMPTION (Y OR N): Y 3. STATE EXEMPTION (Y OR N): Y 16. STATE: NC 4. FICA EXEMPTION (Y OR N): N 17. ZIP: 27619 5. PRIORITY (999): 2 6. MNEMONIC: RET 7. DEDUCTION TYPE: RET 8. EMPLOYEE DEBIT ACCOUNT NUMBER: 00*000*00000*0000*00 9. EMPLOYEE CREDIT ACCOUNT NUMBER: @@*000*01110*0000*00 10. EMPLOYER DEBIT ACCOUNT NUMBER: @@*@@@*21820*@@@@*@@ 11. EMPLOYER CREDIT ACCOUNT NUMBER: @@*000*01110*0000*00 12. NAME OF PAYEE: STATE RETIREMENT SYSTEM 13. CHECK ADDRESS 1: NEW ADDRESS LINE 1 14. CHECK ADDRESS 2: NEW ADDRESS LINE 2 15. CITY: NEW CITY ENTER SAVE(S), CANCEL(XX), OR FIELD # TO CHANGE
Deduction Table Screen
This Deduction Table Screen allows you to access the DEDTBL file, which contains information on each deduction within the payroll system. The screen allows you to update or change existing deductions or add new deductions. Every deduction in the payroll system has its own unique deduction code. These deduction codes are then put into each employees payroll record. Note that the above screen, in addition to providing exemption information, also provides account code information and closeout check information for the specified deduction. When the DEDTBL entry is created, a record in the CLSOUT.CHKS file is also created. When you access the Deduction Table Entry Screen, you will be prompted to enter a DEDUCTION NUMBER to bring up a specified record or enter a # to bring up the next available deduction number. Regardless of which method you select, it is important that all of your deduction numbers be sequentially entered and no numbers be omitted between the deduction numbers. Beginning in release 9.0, a safeguard has been devised to prevent you from skipping deduction numbers. The system will not accept a deduction number that is not in sequence. The field entries are described on the next page. NOTE: YOU CAN NOT DELETE A DEDUCTION USING THIS OPTION.
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1 - DESCRIPTION - This is the description of the deduction. 2 - FEDERAL EXEMPTION - This is a Y or 'N' whether the amount of this deduction is exempt from federal taxes. 3 - STATE EXEMPTION - This is a Y or N indicating whether the amount of this deduction is exempt from state taxes. 4 - FICA EXEMPTION - This is a Y or N indicating whether the amount of this deduction is exempt from FICA withholding. 5 - PRIORITY - This is a number that indicates in which order the deduction is to be taken from the gross pay. The priority must equal the deduction number. If the total deductions exceed the gross pay, the priority is used to determine which deductions will be withheld. When total deductions exceed gross you will be given a warning during the payroll compute. 6 - MNEMONIC - This is an up to four character abbreviation that is used to represent this deduction. The mnemonic is used by the PYGLTABLE, and it must be unique for each deduction. This cannot be changed after the initial entry. 7 - DEDUCTION TYPE - The deduction type must be one of the following: INS, HOSP, 'RET' OR MISC. The DEDUCTION TYPE is used by the voucher register to determine which columns the various deductions will be totaled in. 8 - EMPLOYEE DEBIT ACCOUNT NUMBER - This is the account number to which employee contributions will be debited. This number is placed in the PYGLTABLE. After the initial entry this information cannot be changed from this screen and must be changed using menu option (9-4) ENTER PYGLTABLE. 9 - EMPLOYEE CREDIT ACCOUNT NUMBER - This is the account number to which employee contributions will be credited. This number is placed in the PYGLTABLE. After the initial entry, this information cannot be changed from this screen and must be changed using menu option (9-4) ENTER PYGLTABLE. 10 - EMPLOYER DEBIT ACCOUNT NUMBER - This is the account number to which employer contributions will be debited. This number is placed in the PYGLTABLE. After the initial entry, this information cannot be changed from this screen and must be changed using menu option (9-4) ENTER PYGLTABLE. 11 - EMPLOYER CREDIT ACCOUNT NUMBER - This is the account number to which employer contributions will be credited. This number is placed in the PYGLTABLE. After the initial entry, this information cannot be changed from this screen and must be changed using menu option (9-4) ENTER PYGLTABLE.
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Miscellaneous Payroll Processes 12 - NAME OF PAYEE - This is the name of the company to which the closeout check is to be issued to. 13 - CHECK ADDRESS 1 - This is the first line of the address that is to be printed on the closeout check. 14 - CHECK ADDRESS 2 - This is the second line of the address that is to be printed on the closeout check. 15 - CITY - This is the city that is to be printed with the address on the closeout check. 16/17 - STATE/ZIP - This is the state and zip that is to be printed on the closeout check.
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6 - Enter Pybank Numbers

====================================================================== PYBANK ENTRO.1 08:57:36 25 JUN 1993
PYBANK= Pybank Numbers Screen
The Pybank Numbers Screen allows you to access the PYBANK file, which contains the valid bank numbers for your institution. This screen allows you to enter new bank numbers. This screen is rarely used because the PYBANK file does not often need to be changed. When you access this screen, you will be prompted to enter a PYBANK number. The existing codes are: 0 Institutional 1 State 2 Local
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7 - Cash Payments/Cash Adjustments
PAYROLL/PERSONNEL SPY96 ======================================================================= CASH PAYMENTS/CASH ADJUSTMENTS - PAGE 1 ======================================================================= EMPLOYEE NUMBER: 44 MILLER, LARRY
1. 2. 3. 4. 5. 6. 7. 8. 9.
CHECK: BANK: JOB CLASS: 01 WIGIT STUFFER BRANCH: 1 MAIN DEPARTMENT: 01 PRESIDENT MONTH: Y QUARTER: Y CALENDAR: Y FISCAL: Y
ENTER NEXT PAGE(/), CAN FIELD # TO CHANGE ? Cash Payments/Cash Adjustments Screen - Page 1
The option has four screens. The field descriptions for page one are listed below. EMPLOYEE NUMBER - Enter the employee number for the employee who is to have an adjustment made. The employees name will then be displayed for you to verify. 1 - CHECK - Enter the check number if this is a manual check or enter a <CR> if this is a cash adjustment. 2 - BANK - Enter the bank number if this is a manual check or enter a <CR> if this is a cash adjustment. Existing codes are: 1 - State, 2 - Local, 0 - Institutional. 3 - JOB CLASS - Enter a valid job class code as defined in the JBLCLS file or enter a ? to view a list of valid job class codes. 4 - BRANCH - Enter a valid branch code as defined in the BRANCH file or a ? to view a list of valid branch codes. 9- 17
The Cash Payments/Cash Adjustments Screen allows you to adjust an employees payroll information after a payroll run has completed. The screen allows you to make cash adjustments, issue manual checks and make adjustments to deductions.
Payroll Operator's Guide (Release 9.0) 5 - DEPARTMENT - Enter a valid department code as defined in the DEPT file or enter a ? to view a list of valid department codes. 6 - MONTH - Enter a Y to have this check or adjustment update the employees monthly payroll totals or enter a N to not have this check or adjustment update the monthly payroll totals. 7 - QUARTER - Enter a Y to have this check or adjustment update the employees quarterly payroll totals or enter a N to not have this check or adjustment update the quarterly payroll totals. 8 - CALENDAR - Enter a Y to have this check or adjustment update the employees calendar year-to-date payroll totals or enter a N to not have this check or adjustment update the quarterly payroll totals. 9 - FISCAL - Enter a Y to have this check or adjustment update the employees fiscal year-to-date payroll totals or enter a N to not have this check or adjustment update the fiscal payroll totals.
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PAYROLL/PERSONNEL SPY96A ======================================================================= CASH PAYMENTS/CASH ADJUSTMENTS - PAGE 2 ======================================================================= EMPLOYEE NUMBER: 44 MILLER, LARRY 1. GROSS: 2. FWT: 3. SWT: 4. LWT: 5. EMPLOYEE FICA: EMPLOYEE MEDI: 6. VOLUNTARY DED: 7. NET: 8. EIC: 9. EMPLOYER FICA: EMPLOYER MEDI: 10. GROSS SUB FED: 11. GROSS SUB STE: 12. GROSS SUB FCA: GROSS SUB MED: ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ? Cash Payments/Cash Adjustments Screen - Page 2
Page two of the Cash Payments/Cash Adjustments Screen allows you to enter the amounts that are to be printed on a manual check or the amounts that are to be adjusted. The amounts must be manually calculated and entered. The system does not automatically calculate them on this screen. NOTE: AN EFFICIENT WAY TO GET THE CORRECT AMOUNT FOR THIS SCREEN IS TO USE THE PAYROLL CALCULATOR (MASTER MENU OPTION 12). ENTER THE GROSS AMOUNT AND THE DEDUCTIONS AND LET THE PAYROLL CALCULATOR CALCULATE THE AMOUNTS. WRITE THE AMOUNTS DOWN AND THEN ENTER THEM ON THE ABOVE SCREEN.
The field descriptions are self-explanatory. It is important to note that you must enter the FICA and MEDICARE portions of FICA separately. The FICA portion is 6.2% and the MEDICARE portion is 1.45%. You must enter a manually calculated figure in the NET field. The system will verify it.
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PAYROLL/PERSONNEL SPY96B =============================================================================== CASH PAYMENTS/CASH ADJUSTMENTS - PAGE 3 =============================================================================== EMPLOYEE NUMBER: 44 MILLER, LARRY 1. REGULAR HRS: 2. REGULAR EARN: 3. OVERTIME HRS: 4. OVERTIME EARN: 5. VACATION HRS: 6. VACATION EARN: 7. 8. SICK HRS: SICK EARN: 11. AUTH ABS HRS: 12. AUTH ABS EARN: 13. EVENING HRS: 14. EVENING DIFF: 15. 16. 17. NIGHT HRS: NIGHT DIFF: CONTRACT NUMBER<1>: ACCOUNT NUMBER<1>: SPECIAL OR CONTRACT PAY<1>:
9. HOLIDAY HRS: 10. HOLIDAY EARN:
18. ADJ TO GROSS:
Cash Payments/Cash Adjustments Screen - Page 3
Page three of the Cash Payments/Cash Adjustments Screen is an extension of the first two pages. The screen allows you to further enter amounts for cash payments or adjustments. The fields are self-explanatory. Enter the amount of the cash payment or adjustment in the appropriate fields. The REGULAR EARN field must match the GROSS field from page 2.
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PAYROLL/PERSONNEL SPY96C =============================================================================== CASH PAYMENTS/CASH ADJUSTMENTS - PAGE 4 =============================================================================== EMPLOYEE NUMBER: 44 MILLER, LARRY 1. DEDUCTION: EMPLOYEE AMT: EMPLOYER AMT: 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12
ENTER DEDUCTION< 1> ?...
Cash Payments/Cash Adjustments Screen - Page 4
Page four of the Cash Payments/Cash Adjustments Screen allows you to enter the deductions for cash payments/manual checks or adjustments. The fields are multivalued. Enter a / to exit out of a multivalued field.
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8 - Void Checks
PAYROLL/PERSONNEL SPY96 ===================================================================== VOID CHECKS - PAGE 1 ===================================================================== EMPLOYEE NUMBER:
1. CHECK: 2. BANK: 3. MONTH: 4. QUARTER: 5. CALENDAR: 6. FISCAL:
ENTER CHECK OR <CR>? ..... Void Checks Screen
The Void Checks Screen allows you to void employee payroll checks. The field descriptions are listed below. EMPLOYEE NUMBER - Enter the employee number of the employee who is to have a check void. 1 - CHECK - Enter the check number of the check that is to be void. 2 - BANK - Enter the bank number: 1 for State funds, 2 for Local funds, O for Institutional funds. 3 - MONTH - Enter a Y to make an adjustment in the employees monthly totals or enter a N to not make an adjustment in the employees monthly totals. 4 - QUARTER - Enter a Y to make an adjustment in the employees quarterly payroll totals or enter a N to not make an adjustment in the employees quarterly totals.
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Miscellaneous Payroll Processes 5 - CALENDAR - Enter a Y to make an adjustment in the employees calendar year-todate payroll totals or enter a N to not make an adjustment in the employees calendar year-todate payroll totals. 6 - FISCAL - Enter a Y to make an adjustment in the employees fiscal year-to-date payroll totals or enter a N to not make an adjustment in the employees fiscal year-to-date payroll totals.
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9 - Enter Leave Accrual Table

PAYROLL/PERSONNEL SPY97 =============================================================================== ENTER LEAVE ACCRUAL TABLE - PAGE 1 - VACATION =============================================================================== KEY: 3333*S*1 1. TOP VAC ACCRUAL: 240.00 2. TOP VAC LIMIT: 240.00 3. VACATION BKT: 3.1 365 3.2 3.3 3.4 3.5 VACATION ACC: 240.00 VACATION LIM: 240.00
ENTER SAVE(S), CANCEL(XX), DELETE(DE), NEXT PAGE(/), OR FIELD # TO CHANGE ?
PAYROLL/PERSONNEL SPY97A =============================================================================== ENTER LEAVE ACCRUAL TABLE - PAGE 1 - SICK =============================================================================== KEY: 3333*S*1 1. TOP SICK ACCRUAL: 0.00 2. TOP SICK LIMIT: 0.00 3. SICK BKT: 3.1 99999 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 SICK ACC: 0.00 SICK LIM: 0.00
ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ? Vacation Accrual and Leave Accrual Screens
The Leave Accrual Screen allows you to access the LEAVE file, which contains employees leave accrual information. The screen allows you to maintain the leave table. Vacation and sick leave accruals are entered on separate screens (see above).
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Miscellaneous Payroll Processes When you access these screen, you are prompted to enter a record key. Leave accrual records have a key of JOBCLASS*PAYCODE*BRANCH. If you are keying vacation leave, enter the TOP VAC ACCRUAL (the most vacation hours an employee can earn in a year) and the TOP VAC LIMIT (the most vacation hours an employee can earn). Next, catagorize the vacation accruals into brackets. If you are keying sick leave, enter the TOP SICK ACCRUAL (the most sick hours an employee can earn in a year) and the TOP SICK LIMIT (the most sick an employee can earn ever, usually unlimited). Next, catagorize the sick accruals into brackets. The brackets for vacation and sick leave should be entered in hours. The amount accrued and the limits for each bracket should be entered as well. The top limits are the amounts to be used if the last bracket is exceeded. Since colleges have their own methods of recording leave, it is difficult to give general rules. However, listed below are two general rules for entering leave based on whether your college records leave in the month after it's taken or in the same month it is taken. If Leave Is Recorded In The Month After It's Taken Set the maximum leave for rollover at actual maximum plus one month. For example, MAX = 240 hrs 1 MO= 8 hrs -------------------248 hrs = Maximum for this breakpoint in the LEAVE Table If Leave Is Recorded In The Same Month It's Taken Set the maximum leave for rollover amount, e.g., 240 hrs. Run the Leave Rollover Process after the last payroll of the old period.
Note: When you enter the brackets for vacation, remember to take into account leap year. Colleges have their own method of dealing with leap year, so check with your Systems Administrator for instructions. In general, though, the method is: divide the number of service years by 4 then add one day.
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10 - Calendar End-of-Year Processes

PAYROLL/PERSONNEL MPYEOY ======================================================================== ***** CALENDAR END-OF-YEAR PROCESSES ***** 1= CLEAR RETIREMENT TOTALS FILE 2= END-OF-YEAR LEAVE ROLLOVER 3= COPY FILES FOR W-2 REPORTING 4= END OF YEAR PURGE 5= PURGE PAYROLL CONTRACT FILE 6= PAYROLL CHECK PURGE 7= PERSONNEL STATUS CHANGE PROCESS 8= MAINTAIN W-2 MASTER FILE ENTER SELECTION OR <CR> TO RETURN= Calendar End-of-Year Processes Menu
The Calendar End-of-Year Processes Menu displays the various functions available and gives you a choice of which selection to perform. Enter the number corresponding to the function that you want to execute. If you do not want to choose a selection, enter a <CR> to return to the Master Menu. The selections are described below. 1 - CLEAR RETIREMENT TOTALS FILE Allows you to clear the RETMST file, which contains the previous years retirement data. 2 - END-OF-YEAR LEAVE ROLLOVER Allows you to compare each employees leave to the top limit for each leave record and reset the leave to the top limit if necessary. 3 - COPY FILES FOR W-2 REPORTING Allows you to combine information from an employees PERMST, PAYMST and DEDMST files and write the record to the W2MST file, which is used to print W-2s and create the federal and state tax tapes.
9-26
Miscellaneous Payroll Processes 4 - END-OF-YEAR PURGE Allows you to purge employees with a T status and whose calendar and fiscal year-to-date gross amounts are zero from the PERMST, PAYMST and DEDMST files. 5 - PURGE PAYROLL CONTRACT FILE Allows you to write all P.CONTRACT records that fall within a specified date range to the PURGE.CONTRACT file and delete them from the P.CONTRACT file. 6 - PAYROLL CHECK PURGE Allows you to select records in the P.CHECK file with a reconcile flag set to Y and with a CHK.DATE less than or equal to the cutoff date, write them to the PURGE.P.CHECK file and delete them from the P.CHECK file. 7 - PERSONNEL STATUS CHANGE PROCESS Allows you to enter a cutoff date, which writes a termination code of T in field 53 (STATUS) in the personnel file for employees with no calendar year-to-date gross and date of employment less that the cutoff date. 8 - MAINTAIN W-2 MASTER FILE Allows you to make changes to W-2 records in the W-2 master file.
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Payroll Operator's Guide (Release 9.0) 1 - Clear Retirement Totals File
THIS PROCESS WILL CLEAR YOUR RETIREMENT TOTALS FILE. IT SHOULD ONLY BE RUN WHEN YOU HAVE PRINTED YOUR LAST RETIREMENT REPORT FOR THE YEAR.
ARE YOU SURE YOU WANT TO RUN THIS PROCESS (Y/N)?
The Clear Retirement Totals File option clears the RETMST file, which contains the previous years retirement data. Be sure that the December 31 retirement tape has been made before you execute this option. The above screen prompts you to verify whether you want to clear the retirement totals file. Enter a Y to begin the clearing process or enter a N to exit back to the Calendar End-of-Year Processes Menu. Refer to the Calendar End-of-Year Processing Guide on page 9-37 to know in what sequence to execute this option.
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Miscellaneous Payroll Processes 2 - End-of-Year Rollover
YOU MUST BACKUP FILES BEFORE RUNNING THIS PROCESS ?
The End-of-Year Rollover option compares each employees leave to the top limit for each leave record and resets the leave to the top limit if necessary. The above screen notifies you that you must backup payroll files before running this option. Enter a <CR> to exit this option. Enter a Y to execute this option. Refer to the Calendar End-of-Year Processing Guide on page 9-37 to know in what sequence to execute this option.
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Payroll Operator's Guide (Release 9.0) 3 - Copy Files For W-2 Reporting
ENTER PAYROLL UPDATE PASSWORD? THIS IS AN END-OF-YEAR PROCESS WHICH SHOULD BE RUN AFTER THE BACKUP OF ONE CALENDAR YEARS LAST PAYROLL AND BEFORE STARTING THE FIRST PAYROLL OF THE NEW YEAR. DO YOU WISH TO RUN THIS PROCESS NOW (Y/N)?
The Copy Files for W-2 Reporting option combines information from an employees PERMST, PAYMST and DEDMST files and writes the record to the W2MST file, which is used to print W-2s and create federal and state tax tapes. The above screen prompts you for the payroll password then asks you to verify whether you want to execute the option. Enter a <CR> at the payroll update password prompt. Then enter a Y if you want to execute this option or enter a N to exit back to the Calendar End-of-Year Processes Menu. Refer to the Calendar End-of-Year Processing Guide on page 9-37 to know in what sequence to execute this option.
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Miscellaneous Payroll Processes 4 - End-of-Year Purge
THIS PROCESS WILL PERFORM THE END-OF-YEAR PURGE PROCESSING. DO YOU WISH TO CONTINUE (Y/N)?
The End-of-Year Purge option purges employees with a T (Terminated) status and whose calendar and fiscal year-to-date gross amounts are zero from the PERMST, PAYMST and DEDMST files. The above screen prompts to verify whether you want to execute the year-end purge. Enter a Y if you want to execute this option and purge the files or enter a N if you do not want to purge the files. Refer to the Calendar End-of-Year Processing Guide on page 9-37 to know in what sequence to execute this option.
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Payroll Operator's Guide (Release 9.0) 5 - Purge Payroll Contract File
PY
*** PAYROLL CONTRACT PURGE PROCESS ***
PPY914
1. Beginning Purge Date: 2. Ending Purge Date:
The Purge Payroll Contract File option writes all P.CONTRACT records that fall within a specified date range to the PURGE.CONTRACT file and deletes them from the P.CONTRACT file. This process also purges records from the Faculty/Staff Contract file, RG.PTS.CONTRACT. It uses the same date ranges as the P.CONTRACT purge. The above screen prompts you to enter the date ranges for the purge. Enter the beginning purge date and the ending purge date. The ending purge date should be through the June 30th date of the year you have been audited for. If you do not want to execute the purge, enter XX at the beginning purge date prompt to exit back to the previous menu. Refer to the Calendar End-of-Year Processing Guide on page 9-37 to know in what sequence to execute this option.
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Miscellaneous Payroll Processes 6 - Payroll Check Purge
PAYROLL CHECK PURGE PROCESS THIS PROCESS DELETES PAYROLL CHECKS THAT ARE MARKED AS RECONCILED. PURGED RECORDS ARE FIRST WRITTEN TO A PURGE FILE, THEN DELETED. THE PURGE FILE IS THEN WRITTEN TO TAPE. DO YOU WISH TO BEGIN THE PAYCHECK PURGE PROCESS? (Y/N)=
The Payroll Check Purge option selects records in the P.CHECK file with a reconcile flag set to Y and with a CHK.DATE less than or equal to the cutoff date, writes them to the PURGE.P.CHECK files and deletes them from the P.CHECK file. The above screen prompts you to verify whether you want to execute the paycheck purge. Enter a Y to execute the purge or enter a N to not execute the purge and exit back to the Calendar End of Year Processes Menu. Refer to the Calendar End-of-Year Processing Guide on page 9-37 to know in what sequence to execute this option.
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Payroll Operator's Guide (Release 9.0) 7 - Personnel Status Change Process
PY
PERSONNEL STATUS UPDATE
QPYEDY7
ENTER CUTOFF DATE OR <<CR> TO EXIT:
The Personnel Status Change Process option writes a termination code of T in field 53 (STATUS) in the personnel file for employees with no calendar year-to-date gross and with a date of employment less than the cutoff date. The above screen prompts you to enter the cutoff date. Enter the cutoff date to execute the option or enter a <CR> to exit. Refer to the Calendar End-of-Year Processing Guide on page 9-37 to know in what sequence to execute this option.
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Miscellaneous Payroll Processes 8 - Maintain W-2 Master File
PAYROLL/PERSONNEL SPYEOY8 ======================================================================== W2 MASTER MAINTENANCE - PAGE 1 ======================================================================== EMPLOYEE NUMBER: 2 AYCUFF, ROY S. 14. DECEASED : GROSS : FWT : SWT : FRINGE BENFTS : EMPLOYEE FICA : EMPLOYEE MEDI: 6. VOLUNTARY DED: 7. NET : 8. EIC : 9. EMPLOYER FICA : EMPLOYER MEDI: 10. GROSS SUB FED : 11. GROSS SUB STE: 12. GROSS SUB FCA : GROSS SUB MED : 13. COST OF GROUP INS OVER $50,000 : 1. 2. 3. 4. 5. 43764.60 3523.17 1502.89 2535.14 592.89 8549.17 27061.34 75.00 2535.14 592.89 35215.43 35215.43 40889.31 40889.31
ENTER SAVE(S), NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ?
The Maintain W-2 Master File option allows you to make changes to W-2 records in the W-2 master file prior to printing.
Page one (shown above) displays a specified employees federal, state and FICA deduction amounts. If you need to make any changes, enter the field number of the field that you want to change. If all the data on the page is correct, enter a / to advance to page two. Note: Field 4, FRINGE BENFTS, allows you to enter the amount of fringe benefits paid to an employee during the year. Note: Field 13, COST OF GROUP INS OVER $50,000, allows entry of the cost of group insurance in excess of $50,000. New in Release 8.9: Field 14, DECEASED. Enter a 'Y' if the employee is not living or skip (leave blank) if the employee is living. A 'Y' marks the DECEASED block on the W-2 form. Also, the tax tape program will show employees marked as deceased. 9- 35
The option consists of three screens, which summarize an employees year-to-date W-2 information. Page one summarizes an employee's s federal, state and FICA deduction amounts. Page two summarizes miscellaneous and voluntary deduction amounts. Page three lists employees name, social security number and address.
PAYROLL/PERSONNEL RELEASE7.7 SPYEOY8A =============================================================================== W2 MASTER MAINTENANCE - PAGE 2 =============================================================================== EMPLOYEE NUMBER: 2 AYCUFF, ROY S 1. DEDUCTION: DEDUCTION AMT: 1.1 5 1.2 4 1.3 2 1.4 6 1.5 1 1.6 3 1.7 8 1.8 14 1.9 1.10 1.11 1.12 KICKBACK STATE EMPLOYEES CREDIT UNION RETIREMENT CO HEALTH INS SUPPLEMENT SAVINGS BOND HOSPITALIZATION SLUSH FUND HAROLDS FUND 200.00 5122.00 750.00 0.00 0.00 577.40 130.00 1320.00
Page two (shown above) displays a specified employees miscellaneous and voluntary deduction amounts. If you need to make any adjustments, enter the field number of the field that you want to change. If all the data on the page is correct, enter a / to advance to page three.
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PAYROLL/PERSONNEL RELEASE7.7 SPYEOY8B =============================================================================== W2 MASTER MAINTENANCE - PAGE 3 =============================================================================== EMPLOYEE NUMBER: 2 AYCUFF, ROY S. 1. 2. 3. 4. 5. 6. 7. NAME SOC SEC NUM ADDRESS1 ADDRESS2 CITY STATE ZIP : : : : : : : AYCUFF, ROY S. 240-76-1546 GILLISPE STREET DOBSON NC 27017
=============================================================================== Enter Next Page(/), Cancel(XX), Or Field # To Change ?
Page three (shown above) displays a specified employees name, social security number and address. If you need to make any adjustments (like a change of address), enter the field number of the field that you want to change. If all the data on the page is correct, enter a / to advance to page one. If you made any adjustments, enter a S at the prompt on page one to save the changes.
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Calendar End-of-Year Processing Guide

Purpose To provide a general outline of the sequence of events for executing Calendar End-of-Year Processing
Procedures
1. Run all December monthly reports and balance them. 2. Run all quarterly reports and balance them. 3. Make 2 Magsav tapes of CC.PY then label the tapes 19XX CC.PY Prior To Yearend(where XX is the year). File the tapes in a safe place. 4. Execute menu item 9-10-7 (PERSONNEL STATUS CHANGE). 5. Execute menu item 9-10-3 (COPY FILES FOR W-2 REPORTING). 6. Execute menu item 9-10-1 (CLEAR RETIREMENT TOTALS FILE). NOTE:AFTER ALL OF THE ABOVE STEPS ARE COMPLETED, YOU CAN BEGIN THE NEW YEARS PAYROLL. 7. Execute menu item 9-10-4 (END OF YEAR PURGE). 8. Execute menu item 9-10-2 (END OF YEAR LEAVE ROLLOVER). 9. Execute menu item 9-10-6 (PAYROLL CHECK PURGE). 10. Execute menu item 9-10-5 (PURGE PAYROLL CONTRACT FILE). NOTE:ITEMS 8,9 AND 10 CAN BE EXECUTED AT CALENDAR OR FISCAL YEAR END DEPENDING ON YOUR COLLEGE'S PROCEDURE. 11. Execute menu item 8-9-1 (W-2 PRINT). The first run of this option should be printed to plain paper. Check the W-2's for accuracy. If changes need to be made, go to step 12 MAINTAIN W-2 MASTER FILE. Once the W-2's are accurate, execute this step again & print on the W-2 forms. Skip to step 13. 12. Execute menu item 9-10-8 (MAINTAIN W-2 MASTER FILE). 13. Execute menu item 8-9-2 (FEDERAL TAX TAPE). Compare the totals that release during this step and compare them with the W-2 totals. They must match. 14. Execute menu item 8-9-3 (STATE TAX TAPE). Compare the totals step and compare them with the W-2 totals. They must match.
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11-Prorate Instructor Salaries By Major

DISTRIBUTION BY MAJOR
DO YOU REALLY WANT TO RUN THIS PRORATION (Y OR N)?
Proration by Major Screen
The Proration by Major Screen allows you to prorate instructor salaries by major. The screen uses the COURSES file to determine the make up of an instructors course. The instructors salary is then distributed according to the make up of the course. This option updates the P.INSTRUCTOR file and should be executed each month before you start the payroll cycle so that the proration will be accurate and will reflect the most current changes in the roster file. The above screen prompts you to verify whether you want to prorate instructor salaries. Enter a Y to execute the option or enter a N to not execute the option and return to the previous menu. If you enter a Y, the screen will prompt you for the term. Enter the term in the format YY/NN where YY is the year and NN is the term. The screen will display the last term this process was executed.
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12 - Enter Curriculum Account Numbers

===================================================================== ENTER MAJOR ACCOUNT NUMBERS =====================================================================
MAJOR CODE NUMBER: MAJOR DESCRIPTION:
1. F/T ACCOUNT NUMBER: 2. P/T ACCOUNT NUMBER:
ENTER MAJOR CODE NUMBER:? Curriculum Account Numbers Screen
The Curriculum Account Numbers Screen allows you to access the MAJORS file and assign account code information to curriculum majors. The information is later used during the proration by major process. The above screen prompts you to enter a major code number. Enter the major code number. If this is an existing major, the screen will display the description as well as account code information. If this is a new major, the screen will prompt you to enter a major code number. Enter the major code number. Next, the screen will display a ENTER SAVE(S), CANCEL(XX), OR FIELD# TO CHANGE prompt. Enter 1 to access the F/T ACCOUNT NUMBER field. Enter the account code information. Enter 2 to access the P/T ACCOUNT NUMBER field. Enter the account code information. Be sure you enter a S to save the information that you have entered. Note: When you enter the account code information, the department code will be replaced with flow-thru characters (@@). When the process is actually executed, the department code that is entered on the Personnel Data Entry Screen is substituted for the flow-thru characters. The department code must be a valid entry in the SYSGL6 file.
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13 - Enter Mass Deduction Change
ENTER DEDUCTION CODE (99) =
This option allows you to access the DED.MSD file and make a mass change in a deduction rate or amount. The change will affect all employees who are subject to the deduction. For example, if the hospitalization rate changes, enter the change here instead of accessing each employees deduction record.
NOTE: ALTHOUGH A MASS DEDUCTION CHANGE AFFECTS THE DEDUCTION AMOUNTS OF ALL EMPLOYEES SUBJECT TO THE DEDUCTION, ENCUMBRANCE DEDUCTION RATES ARE NOT CHANGED. IT IS NECESSARY TO ACCESS EACH EMPLOYEE AND CHANGE THE ENCUMBRANCE DEDUCTION RATE.
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The screen above prompts you for the deduction code. Enter the deduction code that you want to change. If the code is valid, the number and the description will display. The prompt, IS THIS WHAT YOU WANT (Y OR N) will display. Enter a Y to proceed or enter a N to reenter If the deduction code that you entered is invalid, you will be prompted to enter the code again.
ENTER DEDUCTION CODE (99) =2 2 RETIREMENT
IS THIS WHAT YOU WANT (Y OR N)=Y
ENTER ENTER ENTER ENTER
EMPLOYEES OLD DEDUCTION RATE (999.99 OR 99%) OR N FOR NO CHANGE= EMPLOYEES NEW DEDUCTION RATE (999.99 OR 99%) OR N FOR NO CHANGE= EMPLOYERS OLD DEDUCTION RATE (999.99 OR 99%) OR N FOR NO CHANGE= EMPLOYERS NEW DEDUCTION RATE (999.99 OR 99%) OR N FOR NO CHANGE=
The above screen prompts you to enter the deduction rate changes. Enter the changes at the appropriate prompt(s). After you complete this screen, a report will release listing the employees who were affected by the change. To exit, enter 'END' to leave the process.
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14 - Enter Payroll Contracts
PAYROLL CONTRACT MENU
1= ENTER PART TIME STAFF CONTRACTS 2= ENTER PART TIME CURRICULUM CONTRACTS 3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL 4= MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL 5= RESET BEGINNING CONTRACT CONTROL NUMBERS 6= PRINT CONTRACT CHANGE REPORTS 7= PRINT EXPIRED P.CONTRACTS WITH A REMAINING BALANCE 8= PRINT EXPIRED STAFF/CURRICULUM CONTRACTS WITH A REMAINING BALANCE 9= PRINT CONTRACT STATUS CHECK REPORT 10= PRINT STATUS OF CONTRACTS TO BE PULLED 11= PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY 12= PRINT P.CONTRACTS SCHEDULED FOR PAY 13= CONTRACT PRINT MENU Which would you like? (1 - 13)= Payroll Contract Menu
The Payroll Contract Menu displays the various functions available and gives you a choice of which selection to perform. Enter the number corresponding to the function that you want to execute. If you do not want to choose a selection, enter a <CR> to return to the Master Menu. The selections are described below. 1 - ENTER PART TIME STAFF CONTRACTS Allows you to enter part-time staff contracts. 2 - ENTER PART TIME CURRICULUM CONTRACTS Allows you to enter part-time curriculum contracts. 3 - MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL Allows you to move existing Continuing Education contracts to the Payroll system. 4 - MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL Allows you to move existing part-time staff and curriculum contracts to the Payroll system.
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5 - RESET BEGINNING CONTRACT CONTROL NUMBERS Allows you to reset the beginning contract control numbers. 6 - PRINT CONTRACT CHANGE REPORTS Allows you to print the Contract Change Reports. 7 - PRINT EXPIRED P.CONTRACTS WITH A REMAINING BALANCE Allows you to print a report that lists expired P.CONTRACTS. The report shows contract number, final pay date, budgeted amount, amount paid and remaining balance. 8 - PRINT EXPIRED STAFF/CURRICULUM CONTRACTS WITH A REMAINING BALANCE Allows you to print a report that lists expired staff and curriculum contracts. The report shows contract number, final pay date, contract amount, amount paid and remaining balance. 9 - PRINT CONTRACT STATUS CHECK REPORT Allows you to compare the override status flag in the P.CONTRACT file to the actual status flag in the CE.CONTRACT file and print a report that lists contract number, employee number, employee name, override status, continuing education status, message and pay ending date. 10 - PRINT STATUS OF CONTRACTS TO BE PULLED Allows you to print the status of continuing education contracts to be pulled over to payroll for the current month. This option generates a report that lists contract number, employee name, contract status, beginning and ending dates for pay period, month pay amount was earned and pay amount. 11 - PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY Allows you to print a report that lists staff and curriculum contracts that are scheduled to be paid. 12 - PRINT P.CONTRACTS SCHEDULED FOR PAY Allows you to print reports that list P.CONTRACTS scheduled for pay for the month end date that you specify. The reports list the P.CONTRACTS paid by the hour as well as P.CONTRACTS paid by amount. 13 - CONTRACT PRINT MENU Allows you to access a menu where you can print part-time staff or curriculum contracts. 9-44
Miscellaneous Payroll Processes 1 - Enter Part Time Staff Contracts
FINANCIALS STFSTAFF.CONTRACT ========================================================================== PART TIME STAFF CONTRACT MAINTENANCE PAGE 1 OF 3 ========================================================================== CONTRACT NO : 9450038 STATUS : PY 1. EMPLOYEE NO : 122 SSN : 493-78-0911 NAME : SMITH, SUSAN ADDRESS : RT. 1 CSZ : RALEIGH, NC 27707 DEPT : 02 POSITION NO : 100 JOB TITLE : SYSTEMS ANALYST PROGRAMMER MXV BEG DATE : 01/31/94 END DATE : 03/31/94
2. 3. 4.
Enter Save(S), Cancel(XX), Void(VD), Next Page(/), Or Field # To Change ?
Part Time Staff Contract Maintenance Screen
The Part Time Staff Contract Maintenance Screen allows you to enter a part-time staff contract or change an existing contract. When you access this screen, you will be prompted for a contract number. Enter a 7-digit contract number. Next, enter the employee number of the employee who will be paid through this contract (if you are entering a new contract). The screen will display the employee number, social security number, name, address, city, state, zip, department number, position number and position title. Verify that this is the correct employee for the contract you are entering. The field descriptions are listed below. 3 - BEG DATE - Enter the beginning date of contract pay period in the format MM/DD/ YY. 4 - END DATE - Enter the ending date of the contract pay period in the format MM/DD/ YY.
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=========================================================================== PART TIME STAFF CONTRACT MAINTENANCE PAGE 2 OF 3 =========================================================================== CONTRACT NO :9450038 1. CONTRACT RATE OF PAY : 120.00 2. TOTAL CONTRACT HOURS : CONTRACT TOTAL PAY : 120.00 3. ACCOUNT CODES: PER CENT: 3.1 11-110-21100-0100-00 100 3.2 3.3 3.4 3.5 4. MILES : 5. # TRIPS : 6. RATE : 7. SPECIAL INSTRUCTIONS : BUDGET: 120.00
TOTAL : 0.00
(Maximum of 4 lines)
Enter Next Page(/), Cancel(XX), Or Field # To Change ? Part Time Staff Contract Maintenance Screen - Page 2
Page two of the Part Time Staff Contract Maintenance Screen allows you to enter the pay information for the contract. The field descriptions are listed below: 1 - CONTRACT RATE OF PAY - Enter hourly rate of pay or enter the total salary for the contract. 2 - TOTAL CONTRACT HOURS - Enter the total number of hours to be paid on the contract or leave blank. If you enter hours, the system assumes the contract total pay is the contract rate of pay times the total contract hours. If you leave this field blank, the system assumes that the contract rate of pay is the contract total pay. CONTRACT TOTAL PAY - Computer-generated total of the CONTRACT RATE OF PAY times the TOTAL CONTRACT HOURS. 3 - ACCOUNT CODES - Enter the payroll expense account for this contract. You have the option of entering a percent or the budget amount. If you enter a percent, the system will calculate the budget. If you enter the budget amount, the system will calculate the percent. It is not possible to save the contract if the percent is greater than 100 or if the budget exceeds the contract total pay. 4 - MILES - Enter round trip mileage for one trip. The system automatically rounds partial mileage to the nearest whole number. Enter a <CR> to skip this field as well as fields 5 and 6.
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Miscellaneous Payroll Processes 5 - # TRIPS - Enter the number of rounds trips the instructor made. 6 - RATE - Enter the rate paid per mile. The system allows rate to be up to 3 decimal places. For example, a rate of 25 and 1/2 cents per mile would be entered as .255. 7 - TOTAL - Multiplies the MILES field by # TRIPS field by RATE field. If any of those fields change, the amount in this field is recalculated and displayed. 7 - SPECIAL INSTRUCTIONS - Enter up to 4 lines of special instruction text. If you type beyond the end of the line, then the word being typed will automatically wrap around to the next line. Hit ESC ESC Q to get out of this field.
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FINANCIALS STFSTAFF.CONTRACT ===================================================================== PART TIME STAFF CONTRACT MAINTENANCE - PAGE 3 OF 3 ===================================================================== CONTRACT NO:
1. PAY MONTHS 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 ENTER PAY MONTH <1> .......
PAY HOURS
PAY AMOUNTS
Part Time Staff Contract Maintenance Screen - Page 3
Page three of the Part Time Staff Contract Maintenance Screen allows you to project pay amounts by months. The screen will prompt you to enter the first month that the contract pay will be payed. Enter the numeric equivalent for the month. Next, enter the pay hours if the contract is to be paid by hours or enter a <CR> to skip this field. Enter the pay amount if the contract is to be paid by amount or enter a <CR> to skip this field. The screen will prompt you to enter the pay month again. The series of prompts will display again. This is a multivalued field. When you have finished entering data, enter a / to exit.
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Miscellaneous Payroll Processes 2 - Enter Part Time Curriculum Contracts

======================================================================== PART TIME CURRICULUM CONTRACT MAINTENANCE - PAGE 1 OF 3 ======================================================================== CONTRACT NO : 9400032 STATUS : 1. EMPLOYEE ID : 122 2. SSN : 493-78-0911 NAME : SMITH, SUSAN 3. ADDRESS : 11 WILLOW BRIDGE DR # 80 4. CSZ : DURHAM, NC 27707 5. TERM : 94/06 6. BEG DATE : 01/01/94 7. END DATE : 01/31/94 COURSES 8. DEP: CRS: 8.1 ACC 121 8.2 8.3 ACC 122 8.4 8.5
SEC: TITLE : 01 ACCOUNTING PRINCI 01 ACCOUNTING PRINCI
DAY: MW TTH M TTH W
TIME: 10:00-11:50A 10:00-10:50A 08:00-09:50A 08:00-08:50A 08:00-09:50A
BLD: 7 7 7 7 7A
RM: 729 729 729 729 781
Enter Save(S), Cancel(XX), Void(VD), Next Page(/), Or Field # To Change ?
Part Time Curriculum Contracts Maintenance Screen - Page 1
The Part Time Curriculum Contracts Maintenance Screen allows you to enter a part-time curriculum contract or make changes to an existing contract.
The screen will display the employee number, social security number, name, address, city, state, zip, department number, position number and position title. Verify that this is the correct employee for the contract you are entering. The field descriptions are listed below. 5 - STATUS - A display-only field that indicates the status of the contract. It is possible for a contract to have more than one status and all statuses will be displayed. Currently the valid statuses: PY - moved to payroll; VD - Voided; PR - Printed. 5 - TERM - Enter the term that the contract covers in the format YY/NN where YY is the
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When you access this screen, you will be prompted for a CONTRACT NO. Enter a 7-digit contract number. Next, enter the employee number of the employee who will be paid through this contract (if this is a new contract). (You can enter a faculty number instead of an employee number, especially if the employee has not been set up through the Personnel Data Entry option.)
Payroll Operator's Guide (Release 9.0) year and NN is the term number. (Example: The first term of 93 would be entered as 93/01). 6 - BEG DATE - Enter the beginning date of contract pay period in the format MM/DD/ YY. 7 - END DATE - Enter the ending date of the contract pay period in the format MM/DD/ YY. 8 - DEP - Enter the department classification of the course covered under the contract for the specified employee. This is a multivalued field. You must enter a / to exit when you are finished keying data. CRS - Enter the course number of the course covered under the contract for the specified employee. SEC - Enter the section number of the course. TITLE - This is the title of the course. DAY - This is the day or days the course is offered. TIME - This is the time the course is offered. BLD - This is the building where the course is offered. RM - This is the room where the course is offered.
NOTE: ALL DAY, TIME AND LOCATION COMBINATIONS FOR THE COURSE WILL BE PULLED INTO THE CONTRACT. FOR EXAMPLE, ON THE SCREEN ON THE PREVIOUS PAGE, IF THE INSTRUCTOR WAS TEACHING JUST THE MW PORTION OF ACC 121, YOU COULD ENTER 8.2 AND WHEN PROMPTED FOR DEP, ENTER 'DE' TO DELETE THIS COURSE LINE FROM THE CONTRACT.
After keying the course information, enter a / to advance to page 2.
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==================================================================== PART TIME CURRICULUM CONTRACT MAINTENANCE - PAGE 2 OF 3 ==================================================================== CONTRACT NO : 9400032 1. CONTRACT RATE OF PAY : 2000.00 2. TOTAL CONTRACT HOURS : CONTRACT TOTAL PAY : 2000.00 3. ACCOUNT CODES: PER CENT: 3.1 11-110-21100-0100-97 100 3.2 3.3 3.4 3.5 4. MILES : 25 5. # TRIPS : 10 BUDGET: 2000.00
6. RATE : 0.250
TOTAL : 62.50
7. SPECIAL INSTRUCTIONS : (Maximum of 4 lines) IF THERE ARE LESS THAN 10 STUDENTS REGISTERED IN THE FIRST CLASS, PAY THE EMPLOYEE $200 FOR THAT COURSE. IF THERE ARE LESS THAN 8 STUDENTS REGISTERED IN THE SECOND CLASS, PAY THE EMPLOYEE $200 FOR THAT CLASS. IF BOTH CLASSES ARE CANCELLED, PAY EMPLOYEE $500. Enter Next Page(/), Cancel(XX), Or Field # To Change ?
Part Time Curriculum Contract Maintenance Screen - Page 2
Page two of the Part Time Curriculum Contract Maintenance Screen allows you to enter the pay information for the contract. The field descriptions are listed below: 1 - CONTRACT RATE OF PAY - Enter hourly rate of pay or enter the total salary for the contract. 2 - TOTAL CONTRACT HOURS - Enter the total number of hours to be paid on the contract or leave blank. If you enter hours, the system assumes the CONTRACT TOTAL PAY is the CONTRACT RATE OF PAY times the TOTAL CONTRACT HOURS. If you leave this field blank, the system assumes that the CONTRACT RATE OF PAY is the CONTRACT TOTAL PAY. CONTRACT TOTAL PAY - Computer-generated total of the CONTRACT RATE OF PAY times the TOTAL CONTRACT HOURS. 3 - ACCOUNT CODES - Enter the payroll expense account for this contract. You have the option of entering a percent or the budget amount. If you enter a percent, the system will calculate the budget. If you enter the budget amount, the system will calculate the percent. It is not possible to save the contract if the percent is greater than 100 or if the budget exceeds the CONTRACT TOTAL PAY. 9- 51
4 - MILES - Enter round trip mileage for one trip. The system automatically rounds partial mileage to the nearest whole number. Enter a <CR> to skip this field as well as fields 5 and 6. 5 - # TRIPS - Enter the number of rounds trips the instructor made. 6 - RATE - Enter the rate paid per mile. The system allows rate to be up to 3 decimal places. For example, a rate of 25 and 1/2 cents per mile would be entered as .255. 7 - TOTAL - Multiplies the MILES field by # TRIPS field by RATE field. If any of those fields change, the amount in this field is recalculated and displayed. 7 - SPECIAL INSTRUCTIONS - This is a TOADS text window. Enter up to 4 lines of special instruction text. If you type beyond the end of the line, then the word being typed will automatically wrap around to the next line. Hit ESC ESC Q to get out of this field.
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===================================================================== PART TIME CURRICULUM CONTRACT MAINTENANCE - PAGE 3 OF 3 ====================================================================== CONTRACT NO : 9400032 1. PAY MONTHS PAY HOURS 75.00 PAY AMOUNTS 2000.00
1.1 MAY 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 .
Enter Next Page(/), Cancel(XX), Or Field # To Change ?
Part Time Curriculum Contract Maintenance Screen - Page 3
Page three of the Part Time Curriculum Contract Maintenance Screen allows you to project pay amounts by months. The screen will prompt you to enter the first month the contract pay will be payed. Enter the numeric equivalent for the month.
Enter the pay amount if the contract is to be paid by amount or enter a <CR> to skip this field. The screen will prompt you to enter the pay month again. The series of prompts will display again. This is a multivalued field. When you have finished, enter a / to exit. After you enter a '/', page one of the Part-time Curriculum Contract Maintenance Screen displays. If you made changes to any of the pages, remember to save your work. Enter an 'S' to save.
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Next, enter the pay hours if the contract is to be paid by hours or enter a <CR> to skip this field.
Payroll Operator's Guide (Release 9.0) 3 - Move Continuing Education Contracts To Payroll
PAYROLL/PERSONNEL =============================================================================== CONTRACT DATA ENTRY =============================================================================== CONTRACT NUMBER: 1111111 1. 2. 3. 4. PAYROLL STATUS (AC OR IN): OVERRIDE CLASS STATUS : ACCOUNT NUMBER : 00-000-00000-0000-00 PAY PERIOD ENDING DATES: PAY PERIOD AMOUNTS: 4.1 300.00 4.2 300.00 4.3 BUDGET ALLOCATED FOR CLASS: 600.00 EMPLOYEE NUMBER: PROJECTED HOURS FOR CONTRACT: HOURLY RATE: NUMBER HOURS WORKED THIS PAY PERIOD: TOTAL AMOUNT PAID ON CONTRACT:
5. 6. 7. 8. 9.
ENTER EMPLOYEE NUMBER?......
Contract Data Entry Screen
The Contract Data Entry Screen allows you to move Continuing Education contracts from the Continuing Education module to the Payroll module or allows you to enter a contract directly in P.CONTRACT. Continuing Education contracts are built in the Continuing Education module and a source contract is printed by that department. The source contract contains a payroll budget code, months to be paid, projected amount to be paid for those months, total pay, hourly rate, projected number of hours to be worked and status code. The source contract must be moved to the Payroll module by the above screen and verified by the Payroll department in order for the contract to be eligible for payment. Enter the seven-digit contract number of the contract that you want to verify for payment. If it is a valid contract, the contracts information will display. The field descriptions are described below. 1 - PAYROLL STATUS - The status can be either AC ACTIVE or IN INACTIVE. If the status is AC and the contract passes all edits the amount will be paid. If the status is IN the contract will not be paid.
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Miscellaneous Payroll Processes 2 - OVERRIDE CLASS STATUS - This is the default status that you want to have on the Continuing Education contract for it to be paid. The most often used statuses are and RE. The indicates only that the contract has been created. The RE status indicates that students have been registered for the class. If the contract has a status of CA CANCELLED then the contract will not be paid. You may change the status or you can carriage return to accept the system default status. If the Coned contract has no status then you would want to enter a for the override class status. When your payroll system was setup a record called "C.STATUS.DEFAULT was created in the TOTALS file. This record contains the default status that you will get if you carriage return. Additional valid statuses are: RO, GR, DC, IC and CA. If the status on the contract does not match either the default class status or the override class status, the contract will not be setup to be paid by the batch building process. 3 - ACCOUNT NUMBER - The account number is the payroll budget account number that was entered on the source contract by the Continuing Education department. If the account number is not correct, you can change it here. 4 - PAY PERIOD ENDING DATES AND PAY PERIOD AMOUNTS - The pay ending dates should be the dates that correspond to the pay periods for which the employee will be paid. When the contract is pulled over from Continuing Education for the first time, these fields are blank. The payroll office must replace the blanks with the full pay ending date. Note: If a contract has both an hourly rate and pay amounts, a message will display informing you that both exist. The default payment method is hourly rate multiplied by hours worked. 5 - BUDGET ALLOCATED FOR CLASS - This item is pulled over from the source contract and is the total amount to be paid on the contract. If a payment on the contract will cause a contract to exceed this budget amount, the contract will not be paid. If the pay amounts are changed on a contract, the budget should be changed accordingly. 6 - EMPLOYEE NUMBER - This item is pulled over from the source contract and is the employee number from the PERMST file. In addition to an employee number, the employee name is pulled over so that you can verify that the correct employee is being paid. 7 - PROJECTED HOURS FOR THE CONTRACT - This item is pulled over from the source contract. If the employee is being paid using an hourly rate, the total number of hours paid cannot exceed the projected hours. If the total number of hours exceeds the projected hours, the contract will not be pulled into the Continuing Education contract batch. If the employee is being paid using pay period amounts then the projected hours will be ignored. 8 - HOURLY RATE - This item is pulled over from the source contract. If the employee is being paid by Pay Period Amounts and not Hourly rate, you will want to delete this field.
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Payroll Operator's Guide (Release 9.0) 9 - NUMBER OF HOURS WORKED THIS PAY PERIOD - If the employee is to be paid by the hour then the payroll office will complete this field prior to starting the batch build process. This item is reset to zero at the end of the compute process. 10 - TOTAL AMOUNT PAID ON CONTRACT - This item is updated by the compute process and should reflect the total amount paid on the contract to date. This field is automatically updated following the compute.
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Payroll Employee Encumbrance Maintenance PEMP.ENCMNT Employee : 44 MILLER, LARRY Encumbered : 355.83 Position(s) : 99999 INSTRUCTOR Liquidated : S U M M A R Y E N C U M B R A N C E 1. Encum-Type: Encumbered: Liquidated: 1.1 G GROSS 300.00 0.00 1.2 F FICA MATCHING 22.95 0.00 1.3 D2 RETIREMENT 32.88 0.00 1.4 1.5 A C T U A L E N C U M B R A N C E 4. Encum-Type/Account: G/L-Account: Amount: Pos%: Liqdtd: 4.1 G GROSS 00*000*00000*0000*00 300.00 100.00 0.00 4.2 F FICA MATCHING 00*000*21810*0000*00 22.95 100.00 0.00 4.3 D2 RETIREMENT 00*000*21820*0000*00 32.88 100.00 0.00 4.4 4.5 4.6 5. PAY FREQUENCY: 1.0 # OF PAYROLL LIQUIDATIONS: 0.0
Employee Encumbrance Maintenance Screen
If the employee on the contract has the encumbered flag set to Y on the Payroll Data Entry Screen, the Employee Encumbrance Maintenance Screen (see above) will display the existing Contract encumbrance The field descriptions are listed below. 1 - ENCUM-TYPE - This field will display the amount encumbered and liquidated by type. This is a summary display of the amounts. 2 - ENCUM-TYPE/ACCOUNT - This field will display the encumbrance type and the amount encumbered and liquidated by account. The contract percentage for each account is shown as well. It is possible to use menu option 3, Move Continuing Education Contracts to Payroll, to enter P contracts. P contracts allow you to use the Contract Data Entry screen to enter other types of contracts besides continuing education. To enter P contracts, prefix the contract number that you want to enter with a P. This type of contract is often used to pay special types of pay such as longevity.
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Payroll Operator's Guide (Release 9.0) If the contract is NOT encumbered or the existing contract amount changes, the following screen will display:
CONTRACT PAY DATE SELECTION Pay Period 1. 2. 3. Pay Date 01/31/94 02/28/94 03/31/94 Paid/Encumber
Enter beginning pay period to encumber or XX to Quit
You select the beginning period to encumber and then you are prompted for ending period (a <CR> defaults to the same period number as the beginning period). The selected periods will redisplay with an 'E' in the Paid/Encumber column and you will be prompted "Is this what you want (Y/N)?" If you respond with a 'N', you will be taken through the selection process again. If you answer with a 'Y', the selected periods will be encumbered. If all periods are selected, the entire contract amount is encumbered. Otherwise, encumbrance will be generated using the projected amounts from the months you selected.
9-58
Miscellaneous Payroll Processes 4 - Move PT Staff and Curriculum Contracts to Payroll
FINANCIALS .CONTRACT ======================================================================= PART TIME CURRICULUM/STAFF CONTRACT PAGE 1 OF 3 ======================================================================= CONTRACT NUMBER: F1111111 1. PAYROLL STATUS (AC or IN): AC 2. PAY PERIOD ENDING DATES: 2.1 01-01-1993 2.2 02-28-1993 2.3 03-31-1993 4. 5. 6. 7. 8. PAY PERIOD AMTS: 400.00 800.00 200.00
BUDGET ALLOCATED FOR CONTRACT: 4000.00 EMPLOYEE NUMBER: 1 SALMON,JOHATHAN PROJECTED HOURS FOR CONTRACT: 40.00 HOURLY RATE: NUMBER HOURS WORKED THIS PAY PERIOD: 0.00 TOTAL AMOUNT PAID ON CONTRACT: 4000.00
Enter Save(S), Next Page(/), Cancel(XX), Delete(DE), Or Field # To Change Part Time Curriculum/Staff Contract Screen
The Part Time Curriculum/Staff Contract Screen allows you to move part-time curriculum and staff contracts to the Payroll module.
It is important to remember that you must prefix the contract number with an F or S to indicate which type of contract to move. Enter an F and a seven-digit contract number to access a faculty contract. Enter an S and a seven-digit contract number to access a staff contract. (Note that the system checks the COURSES file to see if any students are registered for the class being paid through the contract. If no students are registered, then a notification warning message displays. The message is a notification only. It does not prohibit you from continuing. Simply acknowledge the message by entering a <CR>.) The field descriptions are listed below. 1 - PAYROLL STATUS - The status can be either AC ACTIVE or IN INACTIVE. If the status is AC and the contract passes all edits, the amount will be paid. If the status is IN, the contract will not be paid. 9- 59
The screen is similar to the Continuing Education screen. As with Continuing Education, it is possible for the source contract on curriculum contracts to be entered in the curriculum area. It is also possible to enter Curriculum contracts from the Payroll module. Currently, staff contracts can only be entered from the Payroll module.
Payroll Operator's Guide (Release 9.0) 2 - PAY PERIOD ENDING DATES AND PAY PERIOD AMOUNTS - The pay ending dates should be the dates that correspond to the pay periods for which the employee will be paid. When the contract is pulled over for the first time, these fields contain blanks. The payroll office must replace the blanks with the full pay ending date. If you wish to use hourly rate and hours worked as the method of payment then you must delete the pay ending dates and the pay period amounts. If you specify both pay period amounts and hourly rate, the system will attempt to use the hourly rate times the hours worked. 4 - BUDGET ALLOCATED FOR CLASS - This item is pulled over from the source contract and is the total amount to be paid on the contract. If a payment on the contract will cause a contract to exceed this budget amount, the contract will not be paid. 5 - EMPLOYEE NUMBER - This item is pulled over from the source contract and is the employee number from the PERMST file. In addition to an employee number, the employees name is pulled over so that you can verify that the correct employee is being paid. 6 - PROJECTED HOURS FOR CONTRACT - This item is pulled over from the source contract. If the employee is being paid using an hourly rate, the total number of hours paid cannot exceed the projected hours. If the total numbers of hours paid exceeds the projected hours, the contract will not be pulled. If the employee is being paid using pay period amounts then the projected hours will be ignored. 7 - HOURLY RATE - This item is pulled over from the source contract. If the employee is being paid by Pay Period Amounts and not Hourly rate, you will want to delete this field. 8 - NUMBER OF HOURS WORKED THIS PAY PERIOD - If the employee is to be paid by the hour then the payroll office will complete this field prior to starting the batch build process. This item is reset to zero at the end of the compute process. - TOTAL AMOUNT PAID ON CONTRACT - This item is updated by the compute process and should reflect the total amount paid on the contract to date. This field is automatically updated following the compute. NOTE: COLLEGES MAY CHOOSE TO USE CONTRACTS SOLELY AS A PAY DOCUMENT (I.E. THE CONTRACT WILL NOT BE PRINTED). THOSE CONTRACTS CAN BE KEYED DIRECTLY INTO PAYROLL BY A PAYROLL CLERK USING THIS MENU OPTION. IN THOSE CASES, MENU ITEMS 1 AND 2 ARE BYPASSED.
9-60
FINANCIALS STFPY.CONTRACT2 ====== ================================================================ PART TIME CURRICULUM/STAFF CONTRACT PAGE 2 OF 2 ======================================================================= CONTRACT NUMBER :F1111111 CONTRACT RATE OF PAY: TOTAL CONTRACT HOURS: 40.00 CONTRACT TOTAL PAY : 4000.00 4. ACCOUNT CODES: 4.1 11*110*21100*0100*00 4.2 4.3 4.4 4.5 PER CENT: 100 BUDGET: 4000.00
Enter Next Page(/), Cancel(XX), Or Field # To Change ? Part Time Curriculum/Staff Contract Screen - Page 2
The second page of the Part Time Contract/Staff Contact Screen allows you to enter additional pay information. This screen is exclusive to curriculum and staff contracts and is not found in Continuing Education. One important difference between curriculum and staff contracts is the ability to use multiple account codes. The information on this screen is pulled over from the source contract but is maintainable from the payroll office. CONTRACT RATE OF PAY - The item is pulled over from the source contract. If there is a CONTRACT RATE OF PAY and no TOTAL CONTRACT HOURS then it is assumed that the CONTRACT RATE OF PAY is the CONTRACT TOTAL PAY. TOTAL CONTRACT HOURS - This is the total number of hours to be paid on the contract. If this is blank then the system assumes that the CONTRACT RATE OF PAY is the CONTRACT TOTAL PAY. If there are hours here then the system assumes that the CONTRACT TOTAL PAY is the CONTRACT RATE OF PAY times the TOTAL CONTRACT HOURS. This item is pulled over from the source contract. ACCOUNT CODES - This item is pulled over from the source contract and can be maintained by the payroll office. The account code is the payroll expense account for this contract. You have the option of entering a percent and the system will figure the budget, or you may skip the percent and enter the budget and the system will figure the percent for you. It is not possible to save the contract if the percent is greater than 100 or the budget exceeds the CONT ACT TOTAL PAY. 9- 61
Payroll Employee Encumbrance Maintenance PEMP.ENCMNT Employee : 1 Salmon, Johathon Encumbered : 4,771.60 Position(s) : 02000001 Business Manager Liquidated : S U M M A R Y E N C U M B R A N C E 1. Encum-Type: Encumbered: Liquidated: 1.1 G GROSS 4000.00 0.00 1.2 F FICA MATCHING 306.00 0.00 1.3 D2 RETIREMENT 465.00 0.00 1.4 1.5 A C T U A L E N C U M B R A N C E 4. Encum-Type/Account: G/L-Account: Amount: Pos%: Liqdtd: 4.1 G GROSS 11*110*21100*0100*00 4000.00 100.00 0.00 4.2 F FICA 11*110*21810*0100*00 306.00 100.00 0.00 4.3 D2 RETIREMENT 11*110*21820*0100*00 465.00 100.00 0.00 4.4 4.5 4.6 5. PAY FREQUENCY: 6.0 # OF PAYROLL LIQUIDATIONS: Enter Next Page (/), Cancel (XX), Or Field # To Change
If the employee on the contract has the encumbered flag set to Y on the Payroll Data Entry Screen, the Employee Encumbrance Maintenance Screen will display (see above). If this is a new encumbrance, you will be prompted to select the periods to encumber. Refer to page 9 -55. The field descriptions are listed below. 1 - ENCUM-TYPE - This field will display the amount encumbered and liquidated by type. This is a summary display of the amounts. 2 - ENCUM-TYPE/ACCOUNT - This field will display the encumbrance type and the amount encumbered and liquidated by account. The contract percentage for each account is shown as well.
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Miscellaneous Payroll Processes 5 - Reset Beginning Contract Control Numbers
FINANCIALS RGRG.PTS.CONTRACTS.NO.MNT ====================================================================== Maintain Staff and Curriculum Contract Numbers ======================================================================
1. Faculty Contract Number - : 0000076 2. Staff Contract Number - : 0000088
Enter Save(S), Cancel(XX), Or Field# To Change
This screen allows you to set the staff and curriculum contract numbers. Setting the contract numbers makes data entry easier. When you enter contracts, enter a # to have the system automatically assign the next available contract number. Staff and curriculum contract numbers are usually reset at the beginning of the year since the calendar year makes up part of the contract numbers. For example, 9300007 represents the seventh contract number issued in 1993. To reset the contract numbers, enter the field number of the field that you want to change.
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Payroll Operator's Guide (Release 9.0) 6 - Print Contract Change Reports
===================================================================== CONTRACT CHANGES REPORT MENU =====================================================================
1 = Print ALL contract changes 2 = Print Staff contract changes 3 = Print Curriculum contract changes 4 = Print Continuing Ed contract changes
Enter selection # or XX to quit? Contract Changes Report Menu
The Contract Changes Report Menu displays the various reports that detail contract changes made on the original (source) contracts after a copy of those contracts has been pulled into Payroll and gives you a choice of which to print. Choose the appropriate report to print or enter a XX to quit. The selections are described below. 1 - Print ALL contract changes - Report lists all the contract changes that were made. 2 - Print Staff contract changes - Report lists the staff contract changes that were made. 3 - Print Curriculum contract changes - Report lists the curriculum contract changes that were made. 4 - Print Continuing Ed contract changes - Report lists the Continuing Education contract changes that were made.
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Miscellaneous Payroll Processes 7 - Print Expired P.Contracts With A Remaining Balance

1= ENTER PART TIME STAFF CONTRACTS 2= ENTER PART TIME CURRICULUM CONTRACTS 3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL 4= MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL 5= RESET BEGINNING CONTRACT CONTROL NUMBERS 6= PRINT CONTRACT CHANGE REPORTS 7= PRINT EXPIRED P.CONTRACTS WITH A REMAINING BALANCE 8= PRINT EXPIRED STAFF/CURRICULUM CONTRACTS WITH A REMAINING BALANCE 9= PRINT CONTRACT STATUS CHECK REPORT 10= PRINT STATUS OF CONTRACTS TO BE PULLED 11 = PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY
Which would you like? (1 - 10)= 7 Sample of one record selected Cleared the system default SELECT list Press <RETURN> to continue . . . . . Expired P.CONTRACTS Screen
This screen allows you allows you to print a report that lists expired P.CONTRACTS. The report shows contract number, final pay date, budgeted amount, amount paid and remaining balance. Enter a 7 at the prompt on the above screen to select the option. The screen will pause for a few seconds in order to generate the report. The report will be spooled to printer (see sample below). The prompt Press <RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen.
09-26-94 CONTRACT # 9631111 9632222 9624544 3 records listed. EMP #. 157 122 157
Expired P.Contracts With A Remaining Balance FINAL PAY DATE 08/31/94 08/31/94 08/31/94 BUDGET 100.00 900.00 200.00
Page 1 AMOUNT PAID REMAINING. 0.00 0.00 0.00 100.00 900.00 200.00
9- 65
Payroll Operator's Guide (Release 9.0) 8 - Print Expired Staff/Curriculum Contracts With A Remaining Balance
1= ENTER PART TIME STAFF CONTRACTS 2= ENTER PART TIME CURRICULUM CONTRACTS 3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL 4= MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL 5= RESET BEGINNING CONTRACT CONTROL NUMBERS 6= PRINT CONTRACT CHANGE REPORTS 7= PRINT EXPIRED P.CONTRACTS WITH A REMAINING BALANCE 8= PRINT EXPIRED STAFF/CURRICULUM CONTRACTS WITH A REMAINING BALANCE 9= PRINT CONTRACT STATUS CHECK REPORT 10= PRINT STATUS OF CONTRACTS TO BE PULLED 11 = PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY Which would you like? (1 - 8)= 8 Sample of one record selected Cleared the system default SELECT list
Press <RETURN> to continue . . . . . Expired Staff/Curriculum Contract Screen
This screen allows you allows you to print a report that lists expired staff and curriculum contracts. The report shows contract number, final pay date, contract amount, amount paid and remaining balance. Enter a 8 at the prompt on the above screen to select the report. The screen will pause for a few seconds in order to generate the report. The report will be spooled to printer (see sample below). The prompt Press <RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen.
09-26-94 CONTRACT # F9400058 F9400061 F9400062 S9450057 S9450060 5 records listed. EMP #. 157 122 157 122 157 Expired Staff/Curr Contracts With A Remaining Balance FINAL PAY DATE 08/31/94 08/31/94 08/31/94 08/31/94 08/01/94 CONTRACT AMT 100.00 800.00 500.00 300.00 100.00 Page 1
AMOUNT PAID REMAINING. 0.00 0.00 0.00 0.00 0.00 100.00 800.00 500.00 300.00 100.00
9-66
Miscellaneous Payroll Processes 9 - Print Contract Status Check Report
---------------------------------------------------------------------------------------------------------------------THIS PROCESS WILL COMPARE THE OVERRIDE STATUS ON P.CONTRACT TO THE ACTUAL STATUS ON THE CE.CONTRACT. ----------------------------------------------------------------------------------------------------------------------
DO YOU WISH TO CONTINUE? = Y
Contract Status Check Report Screen
This screen allows you to compare the override status flag in the P.CONTRACT file to the actual status flag in the CE.CONTRACT file. The screen generates a report that lists contract number, employee number, employee name, override status, continuing education status, message and pay ending date. If you want to execute the print process, enter a 'Y' at the "DO YOU WISH TO CONTINUE?" prompt on the above screen. If you do not want to execute the print process, enter a 'N' at the prompt then press the <RETURN> key at the "Press <RETURN> to Continue..." prompt. The Payroll Contract Menu will redisplay. If you entered a 'Y', the following screen displays:
ENTER THE PAY ENDING DATE =063094
Press <RETURN> to continue...=
Enter the pay ending date for the period that you want to print on the report. The report will be spooled to the printer. Press the <RETURN> key to return to the Payroll Contract Menu.
9- 67
Payroll Operator's Guide (Release 9.0) 10 - Print Status of Contracts To Be Pulled

----------------------------------------------------------------------------------------------------------------THIS PROCESS WILL PRINT THE STATUS OF CONED CONTRACTS TO BE PULLED OVER TO PAYROLL FOR THIS MONTH
------------------------------------------------------------------------------------------------------------------
DO YOU WISH TO CONTINUE? (Y/N) =Y
Pulled Contracts Status Screen
This screen allows you to print the status of continuing education contracts to be pulled over to payroll for this month. The screen generates a report that lists contract number, employee name, contract status, beginning and ending dates for pay period, month pay amount was earned and pay amount. If you want to execute the print process, enter a 'Y' at the "DO YOU WISH TO CONTINUE?" prompt on the above screen. If you do not want to execute the print process, enter a 'N' at the prompt then press the <RETURN> key at the "Press <RETURN> to Continue..." prompt. The Payroll Contract Menu will redisplay. If you entered a 'Y', the following screen displays:
ENTER THE 3 LETTER MONTH ABBREVIATION =JUN ENTER THE YEAR =94
Enter the pay ending date for the period that you want to print on the report. The report will be spooled to the printer. Press the <RETURN> key to return to the Payroll Contract Menu.
9-68
Miscellaneous Payroll Processes 11 - Print Staff/Curriculum Contracts Scheduled For Pay
1= ENTER PART TIME STAFF CONTRACTS 2= ENTER PART TIME CURRICULUM CONTRACTS 3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL 4= MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL 5= RESET BEGINNING CONTRACT CONTROL NUMBERS 6= PRINT CONTRACT CHANGE REPORTS 7= PRINT EXPIRED P.CONTRACTS WITH A REMAINING BALANCE 8= PRINT EXPIRED STAFF/CURRICULUM CONTRACTS WITH A REMAINING BALANCE 9= PRINT CONTRACT STATUS CHECK REPORT 10= PRINT STATUS OF CONTRACTS TO BE PULLED 11 = PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY Which would you like? (1 - 11)= 11 Sample of one record selected Cleared the system default SELECT list
Press <RETURN> to continue . . . . . Staff/Curriculum Contracts Scheduled For Pay
This screen allows you allows you to print a report that lists faculty and staff contracts that are to be paid for a specified pay period. The report lists contract number, type of contract, pay ending dates and amounts. Enter a 11 at the prompt on the above screen to select the report. At the "Enter MonthEnd Date or <CR> to Exit" prompt, enter the monthend date for the period you want. The screen will pause for a few seconds in order to generate the report. The report will be spooled to printer (see sample below). The prompt Press <RETURN> to continue ...= will appear. Enter a <CR> to refresh the screen.
09-26-94
Faculty and Staff Contracts Paid By Pay Amount Pay Period CONTRACT # F9400058 F9400062 TYPE F F ** F PAY END DATES 08-31-94 08-31-94 Amounts... 100.00 300.00 400.00 ====== 400.00
Page 1
2 records listed. 2 values listed.
9- 69
Payroll Operator's Guide (Release 9.0) 12 - Print P.CONTRACTS Scheduled For Pay
PAYROLL CONTRACT MENU 14:25:23 16 MAR 1995
1= ENTER PART TIME STAFF CONTRACTS 2= ENTER PART TIME CURRICULUM CONTRACTS 3= MOVE CONTINUING EDUCATION CONTRACTS TO PAYROLL 4= MOVE PT STAFF AND CURRICULUM CONTRACTS TO PAYROLL 5= RESET BEGINNING CONTRACT CONTROL NUMBERS 6= PRINT CONTRACT CHANGES REPORTS 7= PRINT EXPIRED P.CONTACTS WITH A REMAINING BALANCE 8= PRINT EXPIRED STAFF/CURRICULUM CONTRACT WITH A REMAINING BALANCE 9= PRINT CONTRACT STATUS CHECK REPORT 10= PRINT STATUS OF CONTRACTS TO BE PULLED 11= PRINT STAFF/CURRICULUM CONTRACTS SCHEDULED FOR PAY 12= PRINT P.CONTRACTS SCHEDULED FOR PAY Which would you like? ( 1 - 12 )=12 Enter Month End Date or <CR> to exit =
The Print P.CONTRACTS Screen allows you to print reports that list P.CONTRACTS scheduled for pay for the month end date that you specify. The reports list the P.CONTRACTS paid by the hour as well as P.CONTRACTS paid by amount. To execute the option, enter a '12' at the "Which would you like?" prompt. Next, enter the month-ending date for the period you want to print. Enter in the format MM/DD/YY, where MM is the two-digit month, DD is the two-digit year and YY is the two-digit year. The system then selects the P.CONTRACTS scheduled for payment within the time period you specified. If no P.CONTRACTS are schedule for payment in the time period you entered, no records will be selected and the reports will list no records. If records are found, the records are printed. Sample reports are listed below.
03-16-95 P.CONTRACTS Paid By Hour Page 1 NUMB.HOURS.WORKED 75.00 75.00 Wages 375.00 450.00 ===== 825.00 Page 1
Contract # PAY.PERIOD.END.DATES HOURLY RATE P0000088 P0000089 03-31-95 03-31-95 5.00 6.00
2 records listed. 2 values listed. Report 1 - P.CONTRACT Paid By Hour
03-16-95
P.CONTRACTS Paid By Pay Amount
Contract # PAY.PERIOD.END.DATES PAY.PERIOD.AMOUNTS P0000088 P0000089 03-31-95 03-31-95 100.00 125.00 ===== 225.00
2 records listed. 2 values listed. Report 2 - P.CONTRACTS Paid By Pay Amount
9-70
Miscellaneous Payroll Processes 13 - Contract Print Menu

======================================================================= PART TIME CONTRACT PRINT MENU ======================================================================= 1= Print PART TIME STAFF CONTRACTS.
2= Print PART TIME CURRICULUM CONTRACTS.
Enter selection # or XX to quit?
The Part Time Contract Print Menu displays the various contract print program available. Enter the number of the option you want to execute at the "Enter selection # or XX to quit?" prompt. If you do not want to choose an option, enter 'XX' to return to the Payroll Contract Menu. The selections are described below. 1 - PRINT PART TIME STAFF CONTRACTS Allows you to print part-time staff contracts for a specified contract or range of contracts. 2 - PRINT PART TIME CURRICULUM CONTRACTS
9- 71
Allows you to print part-time curriculum contracts for a specified contract or range of contracts.
Payroll Operator's Guide (Release 9.0) 1 - Print Part Time Staff Contracts
CC.PY 7.7 PTS.CONTRACT.PRT REL. 7.9 ========================================================================== PRINT STAFF CONTRACT ====== ===================================================================
** YOU MAY ENTER INDIVIDUAL CONTRACT NUMBERS AND/OR A RANGE OF NUMBERS**
ENTER CONTRACT NUMBER, <R>RANGE, OR <CR> :
* * ENTER 'XX' AT ANY PROMPT TO EXIT * *
The Print Staff Contract Screen allows you to print part-time staff contracts. You can print individual contract numbers or a range of numbers. If you want to print individual contract numbers, enter the contract number at the prompt. If you want to print a range, enter 'R', then enter the contract beginning and ending range when prompted. If you do not want to execute this process, enter a <CR> to exit. If you execute this process, you will be prompted to enter either single form feed or continuous form feed. Enter the appropriate response based on the type of printer you are using. Laser printers are single form while others are continuous feed.
9-72
Miscellaneous Payroll Processes 2 - Print Part Time Curriculum Contracts

CC.PY 7.7 RG.CONTRACT.PRT REL. 7.9 ========================================================================== CURRICULUM CONTRACT PRINT FOR INSTRUCTOR SIGNATURE ====== ===================================================================
** YOU MAY ENTER INDIVIDUAL CONTRACT NUMBERS AND/OR A RANGE OF NUMBERS**
ENTER CONTRACT NUMBER, <R>RANGE, OR <CR> :
* * ENTER 'XX' AT ANY PROMPT TO EXIT * *
The Curriculum Contract Print For Instructor Signature Screen allows you to print part-time curriculum contracts. You can print individual contract numbers or a range of numbers. If you want to print individual contract numbers, enter the contract number at the prompt. If you want to print a range, enter 'R', then enter the contract beginning and ending range when prompted. If you do not want to execute this process, enter a <CR> to exit. If you execute this process, you will be prompted to enter either single form feed or continuous form feed. Enter the appropriate response based on the type of printer you are using. Laser printers are single form while others are continuous feed. END OF CHAPTER
9- 73
Print Payroll File Reports
10
Chapter
Purpose ................................................................................................ 10-2 Accessing the Print Payroll File Reports Option ................................. 10-2 Print Position Table ............................................................................. 10-3 Print Payroll Master Report ................................................................. 10-3
10- 1
Purpose
The Print Payroll File Reports option allows you to print the contents of position table file and the payroll master file.
Accessing the Print Payroll File Reports Option

At the Master Menu choose selection number ten, PRINT PAYROLL FILE REPORTS.
10-2
The Screens
PAYROLL/PERSONNEL MPYA =======================================================================
***** PRINT PAYROLL FILE REPORTS *****
1 = PRINT POSITION TABLE 2 = PRINT PAYROLL MASTER REPORT
ENTER SELECTION OR <<CR> TO RETURN = Print Payroll File Reports Menu
The Print Payroll File Reports Menu displays reports available for selection. Choose the appropriate report to print or enter a <CR> to return to the Master Menu. The selections are described below. 1 - PRINT POSITION TABLE - Report lists all the entries in the position table file. Each entry lists the position number, position title, ceiling rate, general ledger account number(s) and budget amount. See sample report on page 10-4.
Enter the number of the report that you want to print. The screen will then display ENTER PAYROLL UPDATE OR INQUIRY PASSWORD. Enter a <CR>. The report will be spooled. Press <CR> again to return to the above menu.
10- 3
2 - PRINT PAYROLL MASTER REPORT - Report lists all the employee entries in the payroll master file. See sample report on page 10-4.
POSITION TABLE
12:17:51 09-28-94
PAGE 1
POS NO.... POSITION.... 000 ** 0000001 0001 ** 0001259 WINE TASTER
CEILING RATE 11199.99
GL ACCT.................. 00-000-00000-0000-00
BUDG AMT.. 110.00
TEST DOCTOR
11110.10 11155.65
00-000-00000-0000-00 00-000-00000-0000-00
100.00 110.00
instructor
11199.99
11-110-21810-0300-00 11-110-21200-0300-00 11-110-21100-0000-00 11-110-21820-0200-00 11-110-21810-0200-00 11-110-21830-0200-00 11-110-21320-1111-00
130.00 120.00 120.00 120.00 110.00 110.00 110.00
**
POSITION TABLE REPORT
PAYROLL MASTER LISTING EMP NO.......... 1 EMPLOYEE NAME... JOHATHAN SALMON PAY CYC......... M SPEC STAT....... Y FED EXEMPTS..... 2 STATE EXEMPTS... 1 LOC WH.......... FICA EXEMPT?.... N MEDI.XEMPT...... N DIFFERENTIAL.... REGULAR PAY RATE EFF DATES 500.000 03-31-92 1500.000 05-06-89 1000.000 05-02-89 LAST UPDATED.... 03-31-92 OVERTIME RATE EFF DATE 25.550 03-31-91 6.000 11-03-89 5.000 03-01-86 LAST UPDATED.... 03-31-91
10:39:24 10-10-94
PAGE 1
INITIALS JJM JB JB INITIALS KK JB JJM
PAYROLL MASTER REPORT
END OF CHAPTER
10-4
Print Special Payroll Reports
11
Chapter

Purpose ................................................................................................ 11-2 Accessing the Print Special Payroll Reports Option ........................... 11-2 Special Payroll Reports Menu ............................................................. 11-4 Descriptions of Special Payroll Reports Menu Options ...................... 11-5 Personal Services Voucher Register .................................................... 11-6 Wages and Retirement Contributions .................................................. 11-7 Hospitalization Report ....................................................................... 11-11 Distribution By Major Report ............................................................ 11-12 Payroll Status Report ......................................................................... 11-13 Cash Payment Audit Report .............................................................. 11-14 Calculate Leave Dollar Amounts....................................................... 11-15 Distribution By Discipline/Course Report......................................... 11-17
11- 1
Purpose
The Print Special Payroll Reports option serves as a gateway to various payroll reports. Through this option, you can print: personal services vouchers register wages and retirement contributions report hospitalization report distribution by major report payroll status report cash payment audit report leave dollar amount report distribution by discipline/course report
Accessing the Print Special Payroll Reports Option

At the Master Menu choose selection number eleven, PRINT SPECIAL PAYROLL REPORTS. Next, enter your security id at the ENTER PAYROLL UPDATE PASSWORD? prompt.
11-2
This Page Intentionally Left Blank
11- 3
PAYROLL/PERSONNEL MPY9MD ================= ===============================================
***** SPECIAL PAYROLL REPORTS *****
1 = PERSONAL SERVICES VOUCHER REGISTER 2 = WAGES AND RETIREMENT CONTRIBUTIONS 3 = HOSPITALIZATION REPORT 4 = DISTRIBUTION BY MAJOR REPORT 5 = PAYROLL STATUS REPORT 6 = CASH PAYMENT AUDIT REPORT 7 = CALCULATE LEAVE DOLLAR AMOUNTS 8 = DISTRIBUTION BY DISCIPLINE/COURSE REPORT ENTER SELECTION OR <CR> TO RETURN= Special Payroll Reports Menu
The Special Payroll Reports Menu displays the various reports available and gives you a choice of which report to print. Enter the number corresponding to the report that you want to print. If you do not want to choose a selection, enter a <CR> to return to the Master Menu. The selections are described on the next page.
11-4
1 - PERSONAL SERVICES VOUCHER REGISTER Allows you to print a Personal Services Voucher Register. 2 - WAGES AND RETIREMENT CONTRIBUTIONS Allows you to create a tape that contains retirement information or print retirement reports. 3 - HOSPITALIZATION REPORT Allows you to print a Hospitalization Report. 4 - DISTRIBUTION BY MAJOR REPORT Allows you to print a Distribution by Major Report, which lists the current proration information about instructors salaries. 5 - PAYROLL STATUS REPORT Allows you to print a Payroll Status Report, which lists the employee payroll information contained in the pay master and deduction master files. 6 - CASH PAYMENT AUDIT REPORT Allows you to print a Cash Payment Audit Report, which lists employees whose pay master and deduction files have been affected by a void check or cash payment adjustment. 7 - CALCULATE LEAVE DOLLAR AMOUNTS Allows you to print a report that lists vacation and sick leave balances of employees and the cash value of the balances. 8 - DISTRIBUTION BY DISCIPLINE/COURSE REPORT Allows you to print a Distribution by Discipline/Course Report.
11- 5
1 - Personal Services Voucher Register
PERSONAL SERVICES VOUCHER REGISTER ENTER REPORT HEADING?
Personal Services Voucher Register Screen
The above screen allows you to print a Personal Services Voucher Register. The screen will prompt you to enter the month to appear on the report heading. Enter the month. The screen will display the number of records selected and spool the report. The prompt, Press <RETURN> to continue ... will display. Enter a <CR> to return to the previous menu. A sample report is shown below.
11-6
2 - Wages and Retirement Contributions

PY SQY112 ======================================================================= RETIREMENT REPORT/TAPE PROCESSING ======================================================================= 1 > CREATE RETIREMENT TAPE
2 > PRINT RETIREMENT REPORT
3 > PRINT RETIREMENT REPORT FOR RETIRED EMPLOYEES ======================================================================= PLEASE SELECT AN OPTION OR <<CR> TO EXIT? = ====================================================================== Retirement Report/Tape Processing Menu
The Retirement Report/Tape Processing Menu displays the various functions available and gives you a choice of which selection to perform. Enter the number corresponding to the function that you want to execute. If you do not want to choose a selection, enter a <CR> to return to the previous menu. The selections are described below. 1 - CREATE RETIREMENT TAPE Allows you to create a magnetic tape that contains information from the retirement report. 2 - PRINT RETIREMENT REPORT Allows you to print a retirement report. 3 - PRINT RETIREMENT REPORT FOR RETIRED EMPLOYEES Allows you to print a retirement report for retired employees.
11- 7
Payroll Operator's Guide (Release 8.7) 1 - Create Retirement Tape
PY SQPY112 ======================================================================= RETIREMENT REPORT/TAPE PROCESSING =======================================================================
1. BEGINNING DATE : 2. ENDING DATE 3. :
TAPE DRIVE :
======================================================================= ENTER BEGINNING DATE FOR REPORT? ======================================================================= Tape Processing Screen
The Tape Processing Menu allows you to create a tape of the retirement report. The above screen prompts you for the beginning date for the report. Enter the date in the format MM-DD-YY. Next, enter the ending date in the format MM-DD-YY. The screen will then prompt you for the tape drive. Enter the tape drive where the tape is loaded.
11-8
Print Special Payroll Reports 2 - Print Retirement Report
PY SQPY112 ===================================================================== RETIREMENT REPORT/TAPE PROCESSING =====================================================================
1. BEGINNING DATE : 2. ENDING DATE :
===================================================================== ENTER BEGINNING DATE FOR REPORT? ===================================================================== Retirement Report Screen
The Retirement Report Screen allows you to print a retirement report. The above screen prompts you for the beginning date for the report. Enter the date in the format MM-DD-YY. Next, enter the ending date in the format MM-DD-YY. The screen will prompt you to verify the entries you made. Enter a Y to verify the entries or enter a N to re-enter. The report will be spooled to the printer. See sample report below.
11- 9
Payroll Operator's Guide (Release 8.7) 3 - Print Retirement Report For Retired Employees
PY SQPY112 ======================================================================== RETIREMENT REPORT/TAPE PROCESSING ========================================================================
1. BEGINNING DATE : 2. ENDING DATE :
======================================================================= ENTER BEGINNING DATE FOR REPORT? ======================================================================= Retirement Report Screen
The Retirement Screen allows you to print a retirement report for retired employees. The above screen prompts you for the beginning date for the report. Enter the date in the format MM-DD-YY. Next, enter the ending date in the format MM-DD-YY. The screen will prompt you to verify the entries you made. Enter a Y to verify the entries or enter a N to re-enter. The report will be spooled to the printer. See sample report below.
11-10
3 - Hospitalization Report
HOSPITALIZATION REPORT
XX records selected
Press <<RETURN> to continue....=
This option allows you to print a Hospitalization Report. The screen displays the title to the report, the number of records selected and prompts you to enter a <CR> to exit back to the previous menu. The report will be spooled to the printer. See sample report below.
10/03/94
HOSPITALIZATION REPORT
PAGE NO. 1
EMPL NO.
NAME
SOCIAL SECURITY NUMBER
TOTAL PREMIUM
EMPLOYEE DEDUCTION
EMPLOYER DEDUCTION
JONAS SALMON
240-76-1546
6.00
6.00
BAMBI TRUMP
240-76-1546
8.00
8.00
SUSAN GUCCI
240-76-1546
6.00
6.00
LEROY HATCHET
240-76-1546
0.00
6.00
LEAH SAMPRAS
240-76-1546
0.00
8.00
11- 11
JONATHAN SALMON
240-76-1546
0.00
6.00
4 - Distribution By Major Report
DISTRIBUTION BY MAJOR ENTER TERM =
Distribution By Major Report Screen
The Distribution By Major Report option allows you to print the most current proration information about instructors salaries and the courses they teach. Although a report is generated, it is important to remember that this option does not update the P.INSTRUCTOR file. The above screen prompts you to enter the term. Enter the term in the format YY/TT where YY is the year and TT is the term (Example: The first term in 1993 would be entered as 93/01). The report will be spooled to the printer.
11-12
5 - Payroll Status Report
PAYROLL STATUS REPORT
ENTER EMPLOYEE NUMBER, * FOR ALL, OR X TO EXIT?
Payroll Status Report Screen
The Payroll Status Report Screen allows you to print a report that lists the information contained in the pay master and deduction master files. Some of the information includes employee gross pay, federal and state tax deductions, FICA deductions and net pay. The above screen prompts you to enter a employee number, an asterisk (*) or an X. Enter an employee number to receive a report that lists only the specified employee. Enter an * to receive a report that lists all employees. (Note: The 'ALL' criteria prints all employess, one employee per page. Be aware that this uses a lot of paper.) Enter an X to exit. The report will be spooled to the printer. See sample report below.
RPYSTATRPT
PAYROLL STATUS REPORT
09-29-94
PAGE 1
PAY MASTER TOTALS FOR EMPLOYEE: 131 - WRIGHT, CATHY DESCRIPTION GROSS FEDERAL TAX STATE TAX EMPLOYEE FICA CURRENT QUARTER 9,600.00 1,043.60 1,537.92 1,595.20 1,576.00 6,708.08 9,024.00 9,024.00 9,600.00 1,110.00 1,110.00 CALENDAR YEAR 12,500.00 11,375.00 1, 705.30 775.00 750.00 8,713.45 11,750.00 11,750.00 12,500.00 0.00 0.00 FISCAL YEAR 9,600.00 1,043.60 537.92 595.20 576.00 6,708.08 9,024.00 9,024.00 9,600.00 0.00 0.00
0.00 0.00 0.00 0.00 VOLUNTARY DEDUCTIONS 0.00 NET PAY 0.00 FEDERAL TAXABLE GROSS 0.00 STATE TAXABLE GROSS 0.00 FICA TAXABLE GROSS 0.00 RETIREMENT PAY 0.00 OVERTIME/PREMIUM 0.00
11- 13
6 - Cash Payment Audit Report
CASH ADJUSTMENT/VOID CHECK AUDIT REPORT
ENTER EMPLOYEE NUMBER, * FOR ALL, OR X TO EXIT?
Cash Payment Audit Report Screen
The Cash Payment Audit Report option allows you to print a report that lists employees whose pay master and deduction files have been affected by a void check or cash payment adjustment. This option is a monthly process. The option can be run until the next compute is executed. Once another computer is executed the information from the previous compute is not available. The above screen prompts you to enter a employee number, an asterisk (*) or an X. Enter an employee number to receive a report that lists only the specified employee. Enter an * to receive a report that lists all employees. Enter an X to exit. The report will be spooled to the printer. See sample report below.
RPYVCAUD VOID CHECK/CASH ADJUSTMENT AUDIT REPORT 10-14-94 PAGE 1
VOID CHECK/CASH PAYMENT INFORMATION FOR EMPLOYEE: 44 - MILLER, LARRY CHECK NUMBER: 200001 TOTALS AFFECTED (M=MONTHLY, Q=QUARTERLY, C=CALENDAR YTD, F=FISCAL YTD): AMOUNT 100.00 100.00 100.00 106.20 100.00 192.35 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00
DESCRIPTION GROSS FEDERAL TAX STATE TAX EMPLOYEE FICA VOLUNTARY DEDUCTIONS NET PAY FEDERAL TAXABLE GROSS STATE TAXABLE GROSS FICA TAXABLE GROSS RETIREMENT PAY OVERTIME/PREMIUM REGULAR HOURS REGULAR PAY OVERTIME HOURS OVERTIME PAY SPECIAL PAY (CONTINUED.....)
11-14
7 - Calculate Leave Dollar Amounts

PAYROLL/PERSONNEL SPY788 ======================================================================== CALCULATE LEAVE DOLLAR AMOUNTS ========================================================================
1. VACATION LEAVE CAP : 2. LEAVE CALCULATION : 3. BRANCHES 3.1 3.2 3.3 3.4 HOURS
========================================================================
The Calculate Leave Dollar Amounts option allows you to print a report that lists the vacation and sick leave balances of employees as well as the cash value of the balances. This option can be executed as many times as necessary because it does not write to a file. Often this report is useful for year-end reporting for the auditors. The field descriptions are listed below. 1 - VACATION LEAVE - Enter the maximum amount of leave for which an employee is paid or enter a <CR> to accept the default of 240 hours.
3 - BRANCHES - Enter the branch or branches to be included on the report. This is a multivalued field. Enter a / to exit. HOURS - Enter the number of hours worked per week or enter a <CR> to accept the default value of 40. After entering the appropriate responses and entering a 'S' to save, the report will be spooled to the printer. See sample report on the next page.
11- 15
2 - LEAVE CALCULATION - Enter the method to calculate leave. There are two options. Enter 1 for Balance + Accrual - Taken method. Enter 2 for Balance - Taken method.
11-16
CALCULATED LEAVE DOLLAR AMOUNTS / INSTRUCTORS PAGE 1 TOTALS FICA FRINGE TOTALS RETIREMENT FRINGE 1622.96 2492.04 8742.62 5167.22
DATE 29 SEP 1994
================================================================================================================================================ EMP MONTHLY HOURLY *********** VACATION ********** ************* SICK ************ NUM EMPLOYEE NAME RATE RATE BALANCE DOLLARS FRINGE BALANCE DOLLARS FRINGE 164 COMPTON,PAM 1600.00 9.23 15.00 138.45 25.82 16.00 147.68 27.54 172 EDWARDS, BAMBI S 5000.00 28.85 20.00 577.00 107.38 16.00 461.60 85.90 19 Fox, Brer 8160.00 47.08 240.00 11299.20 864.39 1781.50 83873.02 6416.29 2 GOODTIMES,LOTTA 577.00 3.33 41.66 138.73 1397.91 49.85 166.00 1672.70 174 HATCHETT, LEROY 3500.00 20.19 40.00 807.60 150.29 16.00 323.04 60.12 117 JANE, MARY 2000.00 11.54 27.50 317.35 43.32 24.00 276.96 37.81 44 MILLER, LARRY 1551.00 8.95 40.00 358.00 66.62 24.00 214.80 39.97 88 SMITH, SHERIDAN C. 3391.00 19.56 240.00 4694.40 910.24 1268.50 24811.86 4811.02 165 SMITH,MARTY D 2000.00 11.54 40.00 461.60 86.09 16.00 184.64 34.44 12 Surf,Sid The 2000.00 11.54 50.00 577.00 107.61 173.33 2000.23 373.04 90 TEACH,JAMES 2500.00 14.42 120.00 1730.40 333.79 120.00 1730.40 333.79 222 VALENTINE, KAREN 1000.00 5.77 20.00 115.40 21.52 16.00 92.32 17.22 TOTALS 894.16 21215.13 4114.98 3521.18 114282.55 13909.84
LEAVE DOLLAR AMOUNT REPORT
8 - Distribution By Discipline/Course Reports
-------------------------------------------------------------------------------------PRORATION BY COURSE AND DISCIPLINE REPORT --------------------------------------------------------------------------------------
BEGINNING DATE 06/01/93 END DATE 06/31/93
The Distribution By Discipline/Course Screen allows you to print a Proration By Course and Discipline Report for a specified period. You will be prompted to enter a beginning and ending date for the time period you want to access.
END OF CHAPTER
11- 17
Payroll Calculator
12
Chapter
Payroll Calculator
Purpose ................................................................................................ 12-2 Accessing the Payroll Calculator Option............................................. 12-2 Payroll Calculator Screen .................................................................... 12-3
12- 1
Payroll Calculator
Purpose
The Payroll Calculator option allows you to access an employees payroll master file and input or change deductions and deduction rates in order to calculate various net pay scenarios. The calculator is useful in determining how changes in deductions affect net pay.
Accessing the Payroll Calculator Option

At the Master Menu choose selection number twelve, PAYROLL CALCULATOR. Next, enter your initials at the ENTER OPERATOR INITIALS OR <<CR> prompt. Respond with a <CR> at the ENTER SECURITY CODE? prompt.
12-2
Payroll Calculator
The Screens
======================================================================== PAY AMOUNT CALCULATIONS ======================================================================== EMPLOYEE ID: 44 MILLER, LARRY 1. 2. 3. 4. 5. 6. 7. PAY CODE FED MARITAL STAT WITHHELD ALLOWANCES ADDITIONAL FED TAX ST. MARITAL STAT WITHHELD ALLOWANCES ADDITIONAL ST. TAX : S SALARY : M MARRIED : 0 : : M MARRIED : 0 : REGULAR RATE : 4400.00
8. DEDUCTION: RATE: BALANCE: EMPR. RATE: 8.1 5 KICKBACK 6% 10.93% 8.2 2 RETIREMENT 90.12 144.60 8.3 3 HOSPITALIZATION 8.4 8.5 ====================================================================== ENTER SAVE(S), CANCEL(XX), OR FIELD # TO CHANGE ? Payroll Calculator Screen
The Payroll Calculator screen allows you to input an employee number and access that employees payroll information. The screen will prompt you by displaying ENTER EMPLOYEE NUMBER OR <CR> TO EXIT. Enter the employee number of the employee you want to access or enter a <CR> to exit to the previous screen. After you enter an employee number, the screen will display the employees payroll data. (See above screen). You then have three options: Enter an S to save the record and calculate net pay based on the existing field entries. Enter an XX to clear the screen. Enter the field number(s) of the field(s) that you want to change. Make changes and then enter an S. Net pay will be calculated based on the changes that were made.
12- 3
Payroll Calculator
======================================================================== PAY AMOUNT CALCULATIONS ======================================================================== EMPLOYEE ID : 44 MILLER, LARRY 1. 2. 3. 4. 5. 6. 7. PAY CODE FED MARIT WITHHEL ADDITIO ST. MAR WITHHEL ADDITIO : S SALARY Total Pay Federal Tax State Tax FICA Voluntary Deductions Earned Income Credit : 3500.00 : 400.46 : 200.48 : 242.03 : 371.17 : ========== : 2285.86 : 3500.000
8. DEDUCTIO
Net Pay 8.1 14 HAROL 10.96% 8.2 5 KICKB Press <Cr> To Continue 8.3 2 RETIRE 8.4 3 HOSPITALIZATION 144.60 ======================================================================== * * * Net Pay Calculation In Progress * * *
Payroll Calculator Screen
If you selected to save the record on the previous page, the payroll calculator will generate the above. Notice that the calculations are superimposed over the initial screen. After reviewing the screen, clear it by entering a <CR>. .
END OF CHAPTER
12-4
Direct Deposit Master Menu
13
Chapter
Purpose ............................................................................................. 13-2 Accessing the Direct Deposit Master Menu Option ............................ 13-2 Direct Deposit Overview ..................................................................... 13-3 Direct Deposit Master Menu Screen..............................................13-4 Descriptions of Direct Deposit Master Menu Options .................13-5 Direct Deposit Processing Menu ....................................................13-6 Direct Deposit Tape Report ............................................................... 13-17 Purge Old Deposit Records ............................................................... 13-19 Maintenance/Inquiry Menu ............................................................... 13-20 Maintain Deposit Parameters ............................................................. 13-24
13- 1
Purpose
The Direct Deposit Master Menu option serves as a gateway to various direct deposits reports and processes. Under this option, you can: calculate direct deposits for employees create direct deposit tapes print direct deposit prooflist, notices, register, labels and tape report void direct deposit transactions purge old direct deposit records maintain and update deposit parameters
This chapter consists of two sections. The first section is a brief overview and review of the direct deposit process. The second section defines the screens and options associated with the option.
Accessing the Direct Deposit Master Menu

At the Master Menu choose selection number thirteen, DIRECT DEPOSIT MASTER MENU.
13-2
Direct Deposit Overview

Purpose To provide a general overview of the direct deposit process
Overview
The direct deposit process enables your college to directly deposit pay into employee accounts at designated financial institutions. An overview of the process follows. 1. Your college selects a local bank to receive the direct deposit tape. The selected bank becomes the point of entry, that is, the point at which the tape enters the banking system. The selection of the bank must be approved by the State Treasurer, and an agreement between your college and the bank must be signed. 2. An employee authorizes your college to credit a designated account or accounts at a financial institution of his choice. 3. The person at your college who is responsible for payroll enters the information about the account. 4. The person at your college who is responsible for payroll executes the payroll application as usual. 5. The person at your college who is responsible for payroll produces a direct deposit tape. 6. The direct deposit tape is delivered to the bank that processes your tape. 7. The bank processes your tape, checks for any errors or problems and notifies your college about the success or failure of the tape load. 8. On the date indicated on the tape, net pay will be credited to your employees accounts at their designated banks. 9. On the pay date, the funds are available in employee accounts, and your college gives a pay voucher to the employees. 10. On the pay date, your college writes one check to the processing bank for the sum of the net pays that were deposited.
13- 3
The Screens
Payroll/Personnel MPY13 ======================================================================= ***** Direct Deposit Master Menu *****
1 = Direct Deposit Processing Menu 2 = Direct Deposit Tape Report 3= Purge Old Deposit Records 4 = Maintenance/Inquiry Menu 5 = Maintain Deposit Parameters Which would you like? ( 1 - 5 )= Direct Deposit Master Menu
The Direct Deposit Master Menu displays the various options available and gives you a choice of which to perform. Enter the number corresponding to the option you want to access. If you do not want to choose an option, enter a <CR> to return to the previous menu. The options are described on the next page.
13-4
Direct Deposit Master Menu 1 - DIRECT DEPOSIT PROCESSING MENU Allows you to access various direct deposit application programs and reports. You can choose to calculate direct deposits, create direct deposit tapes, print direct deposit prooflists, notices, registers and labels and void direct deposit transactions. 2 - DIRECT DEPOSIT TAPE REPORT Allows you to print a report that lists the contents of a direct deposit tape. The report lists the date of the tape, identification number, batch number, tracer number, employee number, employee name, bank identification number, account number, deposit amount and transaction code. 3 - PURGE OLD DEPOSIT RECORDS Allows you to purge selected records from the DDDTL file, which stores the direct deposit transactions that were originally sent out on tapes to the financial institutions. 4 - MAINTENANCE/INQUIRY MENU Allows you to access various direct deposit maintenance and inquiry screens. You can choose to set up or change an employee on the direct deposit system or enter information about a financial institution. 5 - MAINTAIN DEPOSIT PARAMETERS Allows you to display the parameters that control the direct deposit system. The parameters seldom need to be changed.
13- 5
1 - Direct Deposit Processing Menu
Payroll/Personnel MPY131 ======================================================================= ***** Direct Deposit Processing Menu *****
1 = Calculate Direct Deposits 2 = Direct Deposit Prooflist 3 = Create Direct Deposit Tape/File 4 = Print Direct Deposit Notices 5 = Print Direct Deposit Register 6 = Void a Direct Deposit For Employee 7 = Print Direct Deposit Notice Labels Which would you like? ( 1 - 7 )= Direct Deposit Processing Menu
The Direct Deposit Processing Menu displays the various direct deposit application programs and direct deposit reports and gives you a choice of which selection to perform. Enter the number corresponding to the option that you want to access. The options on the Direct Deposit Processing Menu are listed in the order in which they should be executed. If you do not want to select an option, enter a <CR> to return to the previous screen. The selections are described on the next page.
13-6
Direct Deposit Master Menu 1 - CALCULATE DIRECT DEPOSITS Allows you to access the DSTWRK file and select the employees who are paid by direct deposit. This option calculates the deposit amounts based on payroll information from the last compute and the information entered in the Direct Deposit Maintenance & Inquiry screens. 2 - DIRECT DEPOSIT PROOFLIST Allows you to print a report that lists employees entered in the direct deposit system. The report prints in employee number sequence and lists employee name, bank-id number, bank name, employee account number, check or savings flag, the deposit amount or percentage and warning message. 3 - CREATE DIRECT DEPOSIT TAPE/FILE Allows you to create the direct deposit tape or file, which you will send to the financial institution that handles your direct deposit transactions. 4 - PRINT DIRECT DEPOSIT NOTICES Allows you to print Direct Deposit Notices, which list all the information that check stubs typically list. The notices are printed on the same size forms as check stubs and also list bank, account number and dollar amount. 5 - PRINT DIRECT DEPOSIT REGISTER Allows you to print the Direct Deposit Register, a report that lists the bank information, account numbers, checking or savings amounts and tracer numbers for all direct deposit transactions for a specified payroll compute. 6 - VOID A DIRECT DEPOSIT FOR EMPLOYEE Allows you to void a direct deposit transaction. This option must be used to void a direct deposit if the bank that handles your direct deposit tape has already posted it. 7 - PRINT DIRECT DEPOSIT NOTICE LABELS Allows you to print Direct Deposit Notice Labels.
13- 7
Payroll Operator's Guide (Release 9.0) 1 - Calculate Direct Deposits
Payroll/Personnel QPY1311 ====================================================================== Calculate Direct Deposits ======================================================================
Enter <<CR> To Continue Or XX To Exit =
Calculate Direct Deposits Screen
The Calculate Direct Deposits option allows you to access the DSTWRK file and select the employees who are paid by direct deposit. This option calculates the deposit amounts based on payroll information from the last compute and the information entered in the Direct Deposit Maintenance & Inquiry screens. The above screen prompts you to enter a <CR> to continue with the calculation process or an XX to exit to the previous menu. If you want to begin the calculations, enter a <CR>. The screen will then display: Clearing Files... Please Wait!!! File P.DIRECT.WRK has been cleared. File DDWRK has been cleared. Now Selecting Employees with Direct Deposit ## records selected. The ids of the records that are being processed will display. This process uses the check date from the TOTWRK file instead of the system date (as in releases before 9.0).
THIS OPTION IS THE FIRST STEP IN CREATING DIRECT DEPOSITS. EXECUTE THIS STEP AFTER THE FINAL COMPUTE.
13-8
Direct Deposit Master Menu 2 - Direct Deposit Prooflist
Payroll/Personnel MPY131 ======================================================================= ***** Direct Deposit Processing Menu *****
1 = Calculate Direct Deposits
2 = Direct Deposit Prooflist

3 = Create Direct Deposit Tape 4 = Print Direct Deposit Notices 5 = Print Direct Deposit Register 6 = Void a Direct Deposit For Employee 7 = Print Direct Deposit Notice Labels Which would you like? ( 1 - 7 )=2 Cannot find DD.STANDA to resolve prompt. PARAMS =
The Direct Deposit Prooflist option allows you to print a report that lists employees entered in the direct deposit system. The report prints in employee number sequence and lists employee name, bank-id number, bank name, employee account number, check or savings flag, the deposit amount or percentage and warning message.
Enter a 2 at the prompt on the above screen to select the report. Next, the screen will display, Cannot find DD.STANDARD on file FORMS to resolve prompt. Enter a <CR> at the PARAMS = prompt to accept your printers defaults. The screen will then display the number of records selected.
THIS OPTION IS THE SECOND STEP IN CREATING DIRECT DEPOSITS.
13- 9
The prooflist serves as a checklist for direct deposit transactions. You should verify the information on the report. Pay close attention to the warning message column. It will inform you of unusual posting situations. Remember that the presence of a warning message does not stop distribution of the deposit. You must research the problem and correct it.
Payroll Operator's Guide (Release 9.0) 3 - Create Direct Deposit Tape/File
Payroll/Personnel QPY1312 ====================================================================== Create Direct Deposit Tape ======================================================================
Mount Tape With WRITE Ring On Tape DRIVE And Place ON-LINE, Enter (Y) When Ready Or (XX) To Exit =
Create Direct Deposit Tape Screen
The Create Direct Deposit Tape/File option allows you to create the direct deposit tape or file, which you will send to the financial institution that handles your direct deposit transactions. The screen that displays under this option varies according to whether your institution sends direct deposits by tape or electronically via a PC. The flag that controls this option's screen display is the METHOD OF TRANSFER field on the Direct Deposit User Parameters Maintenance Screen (option 5, Maintain Deposit Parameters, on the Direct Deposit Master Menu). Refer to page X-X for more information about this flag. If the METHOD OF TRANSFER field has a value of 'T' (tape), then the above screen displays. The screen prompts you to mount a tape on the tape drive. Enter a Y to create the tape. You can make as many tapes as you want. It is a good idea to make at least two. Keep one and send the other to the bank. If the METHOD OF TRANSFER field has a value of 'D' (electronic transmission), then the following screen displays:
Payroll/Personnel QPY1312 =========================================================== Create Direct Deposit Electronic Transmission File ===========================================================
Enter (Y) When Ready or (XX) to Exit = Direct Deposit Electronic Transmission Screen
13-10
Direct Deposit Master Menu If you want to create the direct deposit electronic transmission file, enter a 'Y' to proceed. The TAPEFILE file will be cleared. (If you do not want to create the file, enter an 'XX' to exit.) If you entered a 'Y', then the following verification screen displays:
===================================================================== You are Set Up for Electronic Transmission - is This What You Want ? (Y/N)? =====================================================================
The Verification Screen prompts you to verify that you indeed want to create an electronic transmission file. Enter a 'Y' to create the file or enter a 'N' to abort the process. If you choose a 'Y', then the following screen displays:
PAYROLL/PERSONNEL PPY1312 ==================================================================== Create Direct Deposit Transmission File ====================================================================
Now Creating Direct Deposit Transmission File

101 987654321 1234567899406101535B094101WACHOVIA BANK & TRUST TEST ORIGIN INSTITUT PAYROLL1
Press <RETURN> to continue...= =====================================================================
This screen displays the file creation process. Direct deposit transactions are placed in the DOWNLOAD record in the DDTRANS.FILE. The contents of DOWNLOAD are then downloaded to a PC and transmitted to the financial institutions that handles your direct deposit transactions. THIS OPTION IS THE THIRD STEP IN CREATING DIRECT DEPOSITS. 13- 11
9*9617*123456789*0*C 19*9617*123456789*1*C 50*9617*253177049*4721*S 50*9617*253177049*4921*C 78*9617*253177049*456789*C 90*9617*253177049*890*S 98*9617*123456789*14*C 98*9617*123456789*123 456*S
Payroll Operator's Guide (Release 9.0) 4 - Print Direct Deposit Notices
Payroll/Personnel MPY1314 ==================================================================== ***** Direct Deposit Notices ***** 1 = Plain Paper/No Name/Address 2 = Notices With Name/Address 3 = Direct Deposit Mailers
Which would you like (1-3) = Direct Deposit Notices Menu
The Direct Deposit Notices option allows you to print Direct Deposit Notices, which list all the information that check stubs typically list. The notices are printed on the same size forms as check stubs and list bank, account number and dollar amount. The above screen prompts you to enter what type of notices you want to print. Enter the number corresponding to the selection that you want. The selections are: 1 - Plain Paper/No Name/Address - Prints notices on plain paper with no names or addresses. 2 - Notices With Name/Address - Prints notices on plain paper including names and addresses. 3 - Direct Deposit Mailers - Prints notices on mailer forms. All of the options may be printed on either 3 1/2" or 3 2/3" forms. When you first install this release 7.7, you will receive the prompt, ENTER FORM SIZE (3.5 FOR 3 1/2 AND 3.66 FOR 3 2/3)? Enter the appropriate response. The prompt will not appear again. If you need to change the form size, enter SETFORMSIZE at the colon prompt in CC.PY.
THIS OPTION IS THE FOURTH STEP IN CREATING DIRECT DEPOSITS.
13-12
Direct Deposit Master Menu 5 - Print Direct Deposit Register
PAYROLL/PERSONNEL QPY1314 ======================================================================= Print Direct Deposit Register =======================================================================
PRINT DIRECT DEPOSIT REGISTER HAS BEEN REQUESTED
DO YOU WISH TO CONTINUE (Y/N) =
Direct Deposit Register Screen
The Direct Deposit Register option allows you to print the Direct Deposit Register, a report that lists the bank information, account numbers, checking or savings amounts and tracer numbers for all direct deposit transactions for a specified payroll compute. The register is useful if you have to void a transaction. The tracer number of the transaction in question will have to be given to the bank in order for them to void the deposit. The above screen prompts you to enter a Y to print the register or enter a N to exit and not print the register. Enter the appropriate response.
13- 13
THIS OPTION IS THE FIFTH STEP IN CREATING DIRECT DEPOSITS.
Payroll Operator's Guide (Release 9.0) 6 - Void A Direct Deposit For Employee
PAYROLL/PERSONNEL SPY131 ===================================================================== VOID DIRECT DEPOSITS ===================================================================== EMPLOYEE NUMBER: EFFECTIVE DATE:
1. 2. 3. 4.
MONTH : QUARTER : CALENDAR : FISCAL :
Enter Employee or <<CR>?..........
Void Direct Deposits Screen
The Void Direct Deposits option allows you to void a direct deposit transaction. This option must be used to void a direct deposit if the bank that handles your direct deposit tape has already posted it. If you have to void a transaction, CONTACT THE BANK IMMEDIATELY. If the tape has not yet posted, you can make corrections and submit a new tape. If the bank has posted the tape, give the bank the tracer number of the deposit, which can be found on the Direct Deposit Register, and then respond to the prompts on the above screen. The screen will first prompt you to enter the employee or enter a <CR>. Enter the employee number of the employee whose direct deposit needs to be voided or enter a <CR> to return to the previous screen. If you entered an employee number, the employee number and name will display. The screen will then prompt you for the EFFECTIVE DATE. Enter the date of the deposit (the paydate). The remaining field entries are described below. 1 - MONTH - Enter a Y to make an adjustment in the employees monthly totals or enter a N to not make an adjustment in the employees monthly totals.
2 - QUARTER - Enter a Y to make an adjustment in the employees quarterly totals or enter a N to not make an adjustment in the employees quarterly totals.
13-14
Direct Deposit Master Menu 3 - CALENDAR - Enter a Y to make an adjustment in the employees calendar year-todate totals or enter a N to not make an adjustment in the employees calendar year-to-date totals.
4 - FISCAL - Enter a Y to make an adjustment in the employees fiscal year-to-date totals or enter a N to not make an adjustment in the employees fiscal year-to-date totals. THIS OPTION IS THE SIXTH STEP IN CREATING DIRECT DEPOSITS.
13- 15
Payroll Operator's Guide (Release 9.0) 7 - Print Direct Deposit Notice Labels
Payroll/Personnel QPY1317 ===================================================================== Print Direct Deposit Notice Labels =====================================================================
Printing of Direct Deposit Notice Labels Has Been Selected! Do You Wish To Continue? (Y)es (N)o =
Direct Deposit Notice Labels Screen
The Direct Deposit Notice Labels option allows you to print the names and addresses of employees on label forms. The above screen prompts you to continue or exit. Enter a Y to print the labels or enter a N to exit and not print labels.
THIS OPTION IS THE SEVENTH STEP IN CREATING DIRECT DEPOSITS.
13-16
2 - Direct Deposit Tape Report
Payroll/Personnel MPY2426 ==================================================================
***** Direct Deposit Tape Report ***** 1 = By Tape Number 2 = By Employee Last Name
Which would you like? (1-2)=
Direct Deposit Tape Report Menu
The Direct Deposit Tape Report option allows you to print a report that lists the contents of the direct deposit tape. The report lists the date of the tape, identification number, batch number, tracer number, employee number, employee name, bank identification number, account number, deposit amount and transaction code. You can choose to have the report grouped in two different ways. The options are: 1 - By Tape Number - Report prints in sequence by tracer number. 2 - By Employee Last Name - Report prints in alphabetical order by employee last name. Choose the appropriate selection at the prompt on the above screen.
13- 17
Payroll Operator's Guide (Release 9.0) 1 - By Tape Number
Payroll/Personnel QPY1321 ================================================================= Print Direct Deposit Report =================================================================
Enter Tape Date Or <<CR> For All Dates =
Direct Deposit Tape Report Screen
The above screen prompts you to enter the tape date or enter a <CR> for all d the appropriate response. A Direct Deposit Tape Report will be generated and spooled to the printer. The report will be in sequence by tracer number. Enter a <CR> to refresh the screen.
2 - By Employee Last Name
Payroll/Personnel QPY1321 ==================================================================== Print Direct Deposit Report ====================================================================
Enter Tape Date Or <<CR> For All Dates =
Direct Deposit Tape Report Screen
The above screen prompts you to enter the tape date or enter a <CR> for all dates. Enter the appropriate response. A Direct Deposit Tape Report will be generated and spooled to the printer. The report will be in alphabetical order by employee last name. Enter a <CR> to refresh the screen.
13-18
3 - Purge Old Deposit Records
Payroll/Personnel QPY133 ==================== ==================================================== Purge Direct Deposit Detail =========================================================================
WARNING: YOU MUST BACK UP TO TAPE. PROGRAM WILL NOT DO IT FOR YOU. Enter Tape Date? Enter Tape Id?
Purge Direct Deposits Screen
The Purge Old Deposit Records option allows you to purge selected records from the DDDTL file. The DDDTL file stores the direct deposit transactions that were originally sent out on tapes to your financial institution. The purge should be executed when the DDDTL file becomes too large. Use your judgement on when to purge. However, dont purge records from any payroll period that has not been audited. Before executing this option, make a MAGSAV backup of the DDDTL and DDSUM files. The above screen prompts you for the tape date. The tape date is the creation date of the direct deposit tape for the records you want to delete. (Direct deposit records are stored in the DDDTL file by tape date. When you enter a tape date, all the records for that date in the file are deleted.) After entering the tape date, enter the tape-id. This is the one-digit letter that follows the tape date. For example, if you want to purge records from 05/30/92 and you made two direct deposit tapes for that date, you would enter an A. After the process finishes, you will have to re-execute the option and enter a B for the tape-id.
13- 19
4 - Maintenance/Inquiry Menu
Payroll/Personnel MPY134 ======================================================================= ***** DIRECT DEPOSIT MENU *****
1 = Employee Direct Deposit Maintenance/Inquiry 2 = Bank Directory Maintenance/Inquiry
Which would you like? (1-2) = Direct Deposit Maintenance Menu
The Direct Deposit Maintenance Menu displays the two direct deposit maintenance screens available and gives you a choice of which to perform. Enter the number corresponding to the option that you want to access. The options are described below. 1 - Employee Direct Deposit Maintenance/Inquiry Allows you to set up an employee on the direct deposit system or update or change direct deposit information on existing employees. 2 - Bank Directory Maintenance/Inquiry Allows you to enter information about a financial institution into the direct deposit system.
If you do not want to choose a selection, enter a <CR> to return to the previous menu.
13-20
Direct Deposit Master Menu 1 - Employee Direct Deposit Maintenance/Inquiry
PAYROLL/PERSONNEL SPY1341 ======================================================================= Employee Direct Deposit Maintenance/Inquiry ======================================================================= Employee No: 44 MILLER, LARRY 1. Prenotification Indicator: Y 2. Bank Id: 2.1 123456789 MY PIGGY BANK 2.2 123456789 MY PIGGY BANK 2.3 123456789 MY PIGGY BANK 2.4 2.5 2.6 2.7 2.8 2.9 2.10
Acct Nbr: 555555555 123456789 12345678
C/S: S S C
Amount: 25.00 50.00 50.00
Flg: $ % %
ENTER SAVE(S), CANCEL(XX), DELETE(DE), OR FIELD # TO CHANGE?
Employee Direct Deposit Maintenance/Inquiry Screen
The Employee Direct Deposit Maintenance/Inquiry option allows you to set up an employee on the direct deposit system or modify an existing employees direct deposit information. Basically, the entries you make on this screen for a specific employee control the way his salary will be deposited into his account(s). This is where you define all the essential direct deposit information. The field descriptions are listed below. 1 - PRENOTIFICATION INDICATOR - Enter a Y when you enter an employee on the direct deposit system for the first time. This allows the clearinghouse bank to verify the employees deposit information and allows the employee to receive a paper check for the first payroll cycle. After the bank verifies that the direct deposit information is accurate, change this field to N so that the employees pay is automatically deposited. (Note: this process applies when you make changes to an existing employees direct deposit information. When you changes, set the indicator to Y. After the bank gives its O.K., reset the indicator to N).
2 - BANK ID - Enter the identification number of the bank where the employees pay is to be deposited. This number is the banks ABA number or transit routing number. It is possible for pay to be deposited at multiple banks.
13- 21
ACCT NBR - Enter the employees account number that pay is to be deposited into. Be careful when you enter this number. No edits are available for this field so it is important to key it accurately. This may be a checking or savings account number. It is possible for pay to be deposited in multiple accounts. C/S - Enter a C for checking account or an S for savings account. AMOUNT - Enter the amount that is to be deposited into the specified account. This may be a dollar amount or a percentage figure. FLG - This field allows you to define the way amounts are deposited into accounts. Enter a % if you want the figure in the AMOUNT field to be a percentage. Enter a $ if you want the figure in the AMOUNT field to be a set dollar amount. If you use a combination of amounts ($) and percentages (%) like the screen example on page 13-21, enter the amount figure first. THE DEPOSIT OCCURS IN THE ORDER LISTED ON THE SCREEN. So, in the screen example, $25.00 is deposited in Larry Miller's savings account (55555555). The remaining portion of his salary is deposited equally into accounts 123456789 and 12345678. (The 50.00 in the AMOUNT field and the % in the FLG field means 50%.)
13-22
Direct Deposit Master Menu 2 - Bank Directory Maintenance/Inquiry
PAYROLL/PERSONNEL SPY1342 ====================================================================== BANK Directory Maintenance/Inquiry ======================================================================
Bank Id:
1. Bank Description : 2. Bank Code :
Enter Bank Identification Number Or Bank Code?
Bank Directory Maintenance/Inquiry Screen
The Bank Directory Maintenance/Inquiry option allows you to enter a banks identification information into the direct deposit system. This option allows you to enter bank id, description and bank code. The bank id and description are displayed on the Employee Direct Deposit Maintenance/Inquiry screen when you enter the bank id. The above screen prompts you to enter the Bank Identification Number. The BANK ID is the banks unique transit routing number. (Hint: The transit routing number is the first group of numbers on the bottom of the check.) Enter the transit number at the prompt. The other fields and descriptions are listed below. 1 - BANK DESCRIPTION - Enter the name of the bank. 2 - BANK CODE - Enter a two letter abbreviation of the banks name.
13- 23
5 - Maintain Deposit Parameters
PAYROLL/PERSONNEL ========================================================================== Maintain Direct Deposit USER Parameters ========================================================================== 1. Company Name: COMMUNITY COLLEGE 2. Company Identification: 3. Company Entry Description: PAYROLL 4. Originating Financial Inst: 1 123456789 5. Origin Name: TEST ORIGI 6. Immediate Destination: 987654321 7. Destination Name: WACHOVIA BANK & TRUST 8. Priority Code: 01 9. Company Bank Id: 053110594 10. Company Account: 4000000 11. Prenote Indicator: N 12. Tape Debit Record: N 13. Method of Transfer: D ========================================================================== ENTER SAVE(S), CANCEL(XX), NEXT PAGE(/), OR FIELD # TO CHANGE Direct Deposit User Parameters Maintenance Screen
The Maintain Deposit Parameters option displays the parameters that the Direct Deposit system uses. The parameters are usually set up when an institution initially goes online with the direct deposit system. The parameters seldom need changing. The parameters are stored in the DDPARM file. The field descriptions are listed below. 1 - COMPANY NAME - Enter the college name up to 16 characters. 2 - COMPANY IDENTIFICATION - Enter the schools identifier up to 10 characters. This company id is assigned by the bank to which you send your direct deposit tape. The id is usually your IRS employer id number preceded by 1. 3 - COMPANY ENTRY DESCRIPTION - Enter the Company Entry Description up to ten characters. This should describe the type of transaction, i.e.. PAYROLL. 4 - ORIGINATING FINANCIAL INST - Enter the Originating Financial Institution Identifier. This should be the transit routing number of the bank that will receive the direct deposit tape. The number will be preceded by a blank and include the check digit. 5 - ORIGIN NAME - Enter the Originating Financial Institution Name up to 23 characters. This will be the name of the bank that you deliver your tape to.
13-24
Direct Deposit Master Menu 6 - IMMEDIATE DESTINATION - Enter the number assigned by your bank for the immediate destination. 7 - DESTINATION NAME - Enter the destination name of up to 23 characters. The bank will give you the name of the institution serving as the clearing house for your bank. 8 - PRIORITY CODE - This is a two-digit priority code. Currently, you should enter a value of 01. 9 - COMPANY BANK ID - Enter the routing and transit number of the bank that the college will be using to charge the automated deposits against. This will usually be the same as the Originating Financial Institution without the leading blanks. 10 - COMPANY ACCOUNT - This is the colleges account number from which the funds for the employees are to be drawn. Contact the bank if you are not sure of the account number. 11 - PRENOTE INDICATOR - This setting is typically an N. This default allows employees with a prenote indicator of N to have their pay deposited directly. 12 - TAPE DEBIT RECORD - If this is set to Y then a debit record is included on the tape and provides a balanced tape file. If this is set to N then the debit record is omitted and the tape file is unbalanced. 13 - METHOD OF TRANSFER - This field can be set to D for direct transmission of data via PC to the bank or it can be set to T for tape transmission. This field affects the functionality of the Create Direct Deposit Tape/File Option (menu item 3 from the Direct Deposit Processing Menu. A 'D' in this field will cause the Direct Deposit Tape/File Option to display the Direct Deposit Electronic Transmission Screen while a 'T' in this field will cause the Direct Deposit Tape/File Option to display Create Direct Deposit Tape Screen. Make sure the value in this field matches the method your college uses to send direct deposits.
13- 25
PPAYROLL/PERSONNEL SPYS135A =================================================================== Maintain Direct Deposit SYSTEM Parameters ===================================================================
1. Record Size: 094 2. Blocking Factor: 10 3. Format Code: 1 4. Service Class: 220 5. Standard Entry Class: PPD 6. Originator Sta 1 7. Operating System: PRIMOS
Direct Deposit System Parameters Maintenance Screen Page 2
The above screen is the second page of the Direct Deposit User Parameters Maintenance Screen. The parameters or field entries should not be changed for any reason without first consulting the financial support staff at DCC. Item number four, SERVICE CLASS, is the only item on the above screen that you should ever need to change. Two possible values currently exist: 220 - Service code indicating that the submitted tape is an unbalanced tape. 200 - Service code indicating that the submitted tape is a balanced tape.
END OF CHAPTER
13-26
Payroll Encumbrance
14
Chapter
Payroll Encumbrance
Purpose ................................................................................................ 14-3 Accessing the Payroll Encumbrance Option ....................................... 14-3 Encumbering Employees - A Review ................................................. 14-4 Encumbrance Menu ........................................................................... 14-18 Description of Encumbrance Menu Options .................................... 14-18 Encumbrance Maintenance Menu ..................................................... 14-19 Maintain Encumbrance Switch Setting ........................................... 14-20 Maintain Encumbrance Profile ........................................................ 14-21 Close Out An Employee's Contract or Position .............................. 14-22 Enter Encumbrance Adjustments or Liquidations ........................... 14-23 Post Encumbrance Transactions To GL .......................................... 14-25 Fiscal Yearend Close Out Process ................................................... 14-26 Encumbrance Inquiry/Display Menu ................................................. 14-27
Encumbrance Transaction Inquiry................................................... 14-29 Encumbrance Detail Activity Inquiry.............................................. 14-30 Encumbrance Account Summary Inquiry ....................................... 14-31 Display Balances From The Encumbrance Files............................. 14-32
14- 1
Payroll Encumbrance
Employee Encumbrance Inquiry ..................................................... 14-28
Payroll Operator's Guide (Release 9.0) Encumbrance Report Menu ................................................................14-34 Print Employee Encumbrance by Account Number ........................14-37 Print Employee Encumbrance by Employee by Postion/Contract ...14-38 Print Employee Encumbrance by Employee by Type ......................14-39 Print Employee Encumbrance by Postion/Contract by Employee ...14-40 Print Employee Encumbrance by Department .................................14-41 Print Employee Encumbrance by Purpose .......................................14-42 Print Encumbrance Transaction Register .........................................14-43 Print Encumbrance Detail Activity Register ....................................14-44 Print Encumbrance Summary Register ............................................14-45 Print Unposted GL Account Amounts .............................................14-46 Print a List of Unencumbered Position Table Changes....................14-47 Print a List of Curriculum Contracts Not Encumbered ....................14-48 Print a List of Con Ed Contracts Not Encumbered ..........................14-49 Print a List of Staff Contracts Not Encumbered ...............................14-50 Encumbrance Audit Menu ..................................................................14-51 Build The Encumbrance Audit File ..................................................14-52 Print The Encumbrance Discrepancy Report ...................................14-53 Print the Close Out Encumbrance Discrepancy Report ...................14-54 Copy Back A Closed Out Record .....................................................14-55 Delete a Closed Out Record .............................................................14-56 Encumbrance Files .............................................................................14-57
14-2
Payroll Encumbrance
Purpose
The Payroll Encumbrance option allows you to make adjustments to encumbrance accounts and print or view information about those accounts. You can also establish and define encumbrance accounts.
The chapter consists of three sections: The first section reviews instructions for setting up encumbrances Data Entry option (Master Menu item 2). using the Payroll
The second section defines the screens and options associated with Master Menu option 14. The third section lists the files associated with the encumbrance system.
Accessing the Payroll Encumbrance Option

At the Master Menu choose selection number fourteen, PAYROLL ENCUMBRANCE.
14- 3
Payroll Encumbrance
Encumbering Employees - A Review

In general, the payroll encumbrance application allows you to track the balances of payroll deduction accounts. Two key points to remember about the payroll encumbrance system: 1) In order to encumber, you must first establish a profile for those accounts to be encumbered. Each institution must establish a profile for those accounts which are to be encumbered. Profiles can be established through the Maintain Encumbrance Profile option. Refer to page 14-21 for instructions. 2) There are two ways to encumber an employee. You can encumber by using: the position table a contract Regardless of which method you use, you must set the encumbrance flag, on the Payroll Data Entry screen, to Y.
Method 1: Encumbering Using the Position Table
Encumbering employees by linking them to specific positions is the most common way to place them on the encumbrance system. The majority of employees encumbered using this method are classified as full-time salaried or full-time hourly. Part-time hourly employees can be encumbered using the position table, but more often part-time employees are encumbered using the contract method. Full-time salaried employees To encumber using the position table, access the Payroll Data Entry option by entering a 2 at the prompt on the Master Menu. Page one of the Payroll Data Entry Screen is displayed. See next page.
14-4
Payroll Encumbrance
PAYROLL/PERSONNEL SPY2 ========================================================================== PAYROLL DATA ENTRY PAGE 1 ========================================================================== EMPLOYEE NUMBER : 10 KENNY ROGERS, JR 1. POSITION: 403 2. PAY CYCLE: M STANDARD HOURS: 160.00 3. PAY CODE: S PAY RATE: 1700.00 4. SPEC STAT: Y 5. EIC: 16. RET NUMBER: 123456 6. FWT EXEMPTS: 1 7. FWT ADDTL: 17. CONTRACT TAX METHOD: B 8. FICA EXEMPT: N REGULAR INCOME 9. MEDI EXEMPT: N 10. TAX STATE: NC 18. UNEMPLOYMENT EXEMPT: N 11. TAX MARITAL: M 12. WORK COMP: 19. ENCUMBER: Y 13. SHIFT2 DIFF: 14. SHIFT3 D 15. LV DATE EMP: 06-01-88 ========================================================================= ENTER SAVE(S), CANCEL(XX), NEXT PAGE(/), OR FIELD # TO CHANGE ========================================================================= Payroll Data Entry Screen - Page 1
The highlighted fields are related to encumbrance. The descriptions are listed below. All other field entries, descriptions and instructions can be found on pages 2-2 through 2-4. 1 - POSITION - Enter a valid position number for the POSTBL file or enter a ? to view a list of valid position numbers. Encumbrance account numbers and percentages are retrieved from the position table (POSTBL). Therefore, every employee needs a position number. STANDARD HOURS - Enter the standard number of hours worked in the pay cycle if this is an hourly employee. For an hourly employee, GROSS = PAY RATE * STANDARD HOURS * PAY FREQ.
19 - ENCUMBER - Enter a Y or <CR> to indicate that you want to encumber the salary and contracts for this employee. The assumption is that ALL EXISTING EMPLOYEES SHOULD BE ENCUMBERED. Therefore, any existing employee that you do not wish to encumber must be changed to N. The second and third pages of the Payroll Data Entry Screen require no special entries for encumbrances. Details about these screens can be found on pages 2-6 through 2-8.
14- 5
Payroll Encumbrance
PAY RATE - Enter pay rate. If the employee is salaried, enter the pay rate for the pay cycle. GROSS SALARY for salaried employees is computed by multiplying the PAY RATE by the PAY FREQUENCY.
Payroll Employee Encumbrance Maintenance PEMP.ENCMNT Employee : 10 ROGERS, KENNY Encumbered : 24,019.69 Position(s) : 403 COMPUTER GENIUS Liquidated : S U M M A R Y E N C U M B R A N C E 1. Encum-Type: Encumbered: Liquidated: 1.1 G GROSS 20400.00 0.00 1.2 F FICA MATCHING 1447.69 0.00 1.3 D2 RETIREMENT 2040.00 0.00 1.4 D3 HOSPITALIZATION 132.00 0.00 1.5 A C T U A L E N C U M B R A N C E 4. Encum-Type/Account: G/L-Account: Amount:Pos% Liqd 4.1 G GROSS 11*110*21200*0200*97 12240.00 0.60 4.2 G GROSS 11*110*21200*0200*20 8160.00 0.40 4.3 F FICA MATCHING 11*110*21810*0200*97 868.61 0.60 0.00 4.4 F FICA MATCHING 11*110*21810*0200*20 579.08 0.40 0.00 4.5 D2 RETIREMENT 11*110*21820*0200*97 1224.00 0.60 4.6 D2 RETIREMENT 11*110*21820*0200*20 816.00 0.40 5. PAY FREQUENCY: 12.0 # OF PAYROLL LIQUIDATIONS 0.00
0.00 0.00
0.00 0.00
Enter Next Page(/), Cancel(XX), Or Field # To Change ? Payroll Data Entry Screen - Page 4
Page four of the Payroll Data Entry Screen displays an employees encumbrance information. The summary encumbrance fields are calculated as follows: PAY FREQUENCY - When placing the initial encumbrance, the user will be prompted for pay frequency. A carriage return defaults to the pay frequency in the employees PERMST record. A prompt will warn you if you attempt to encumber more months than are remaining in the year. For an existing encumbrance, pay frequency will display (#5 in above example) and the user will have the option to change it. GROSS = SALARY RATE * PAY FREQUENCY RETIREMENT = SALARY RATE * (% from DEDMST 10.00%) HOSPITALIZATION = PAY FREQUENCY * (AMT from DEDMST 11.00) Any deduction that is FICA exempt (indicated by a Y in field 5 of that deductions DEDTBL record) will be backed out of the GROSS amount. The amount to back out is calculated using the employees contribution rate. If that rate is a %, then GROSS is multiplied by the % to produce an exempt amount. If the rate is a dollar amount, the dollar amount is multiplied by the pay frequency to produce an exempt amount. All exempt amounts are subtracted from GROSS and the remaining GROSS is multiplied by the FICA rate to produce the FICA amount.
14-6
Payroll Encumbrance
The fields, HOSPITALIZATION and CO HEALTH INS, are FICA exempt. For HOSPITALIZATION, $660 backed out of GROSS ( $55 * 12). For CO HEALTH INS, $816 deducted out of GROSS ( 20,400 * 4%). The remaining GROSS of 18,924 multiplied by the FICA rate of .0765, produces the FICA amount of 1447.69. The actual encumbrances will be generated using the account numbers and the percentages found in the position table record. The actual encumbrance is for display only and cannot be changed. Full-time hourly employees If your institution has full-time hourly employees, the encumbrance processing for these hourly employees will be similar to the processing for salaried employees. The hourly employee will need his own position number and any qualifying deductions will need to be entered in the employees DEDMST record. On the fourth payroll screen, you will be prompted to enter the number of months you want to encumber. Gross salary will be computed by multiplying PAY RATE, STD HOURS and PAY FREQ together. Based on gross salary, FICA and deduction summaries will be computed and encumbrances will be generated using the account numbers and percentages from the position table. Part-time hourly employees This process can also be used to generate part-time encumbrance, or you can generate part-time encumbrance using part-time contracts. If you try to page to the fourth payroll screen for a part-time employee, you will see the following prompt:
EMPLOYEE IS NOT FULL TIME DO YOU WISH TO PLACE THE ENCUMBRANCE HERE (Y/N) CR = N
NOTE: IF YOU ANSWER Y HERE AND YOU GENERATE A CONTRACT, YOU WILL GENERATE TWO ENCUMBRANCES FOR THIS PART-TIME EMPLOYEE
14- 7
Payroll Encumbrance
If your institution wants to use the payroll screens to generate encumbrance for the part-time employees, enter a Y and the rest of the process will be similar to the process already described for full-time hourly employees. If your school plans to use contracts to generate part-time encumbrance, enter an N here.
Adjustments to Encumbered Accounts/Position Table Changes If you change an employees salary rate, an employees deduction rate or the employers deduction rate for an individual employee, the system will automatically advance you to the encumbrance screen. On the encumbrance screen, you will see the existing encumbrance and be prompted to enter the PAY FREQUENCY for which the adjustment will apply. The default is the number of months remaining in the year, which is calculated by subtracting the number of liquidations from the original PAY FREQUENCY. The new encumbrance will be calculated and any necessary adjustment transactions will be generated.
NOTE: CURRENTLY THERE IS NOT A PROCESS TO AUTOMATICALLY GENERATE ENCUMBRANCE ADJUSTMENTS FOR MASS DEDUCTION CHANGES. THIS WILL BE A FUTURE ENHANCEMENT. FOR NOW, YOU MUST ACCESS EACH EMPLOYEE ON THE PAYROLL DATA ENTRY SCREEN AND PAGE TO THE ENCUMBRANCE SCREEN TO GENERATE THE NEW ENCUMBRANCE
Since the position table is one of the vehicles for generating encumbrances, position table maintenance becomes a critical issue. The position table maintenance program, PPY91, has been changed. If you make ANY change to account numbers and/or budget amounts for a position that is currently encumbered, the old encumbrance will be closed out automatically (this is transparent to the user). A record will be written to a new file POSTBL.CHANGES and a report will print showing the employees and positions that were changed and need to be re-encumbered. Take the report and go back into the Payroll Data Entry screen for each of those employees. Page to the back screen, enter PAY FREQ and a new encumbrance will be calculated based on the new information in POSTBL. When you page back to the first screen and save, the POSTBL CHANGES record will be deleted. The compute process will select POSTBL.CHANGES. If any unresolved POSTBL.CHANGES exist, the compute will terminate.
14-8
Payroll Encumbrance
Method 2: Encumbering Using A Contract Encumbering employees by linking them to specific contracts is another way to place them on the encumbrance system. It is possible to encumber using continuing education contracts, part-time curriculum contracts and part-time staff contracts. To encumber using Continuing Education Contracts, select the Miscellaneous Payroll Process option by entering a 9 at the prompt on the Master Menu. Then select option 14 - Enter Payroll Contracts. Next, select the Move Continuing Education Contracts to Payroll option by entering a 3. The screen will display:
========================================================================= CONTRACT DATA ENTRY ========================================================================= CONTRACT NUMBER : 1234567 1. 2. 3. 4. PAYROLL STATUS (AC or IN): AC OVERRIDE CLASS STATUS: RE ACCOUNT NUMBER: 11-330-21310-0100-00 PAY PERIOD ENDING DATES: PAY PERIOD AMTS: 4.1 07-31-1991 500.00 4.2 5. BUDGET ALLOCATED FOR CONTRACT: 500.00 6. EMPLOYEE NUMBER: 10 ROGERS, KENNY 7. PROJECTED HOURS FOR CONTRACT : 500.00 8. HOURLY RATE: 10.00 9. NUMBER HOURS WORKED THIS PAY PERIOD: TOTAL AMOUNT PAID ON CONTRACT: Enter Save(S), Cancel(XX), Delete(DE), Or Field # To Change ========================================================================
Continuing Education contracts will be encumbered when the contract is moved to Payroll and saved. The above screen accomplishes this.
a period that is not in this fiscal year a period that has already paid a period if the prior period has not been paid and has not been encumbered If you select all pay periods on a contract, the entire contract amount will encumber. Otherwise, the encumbrance will be generated using the projected amounts from the selected periods.
14- 9
Payroll Encumbrance
The first time you encumber a contract, you will be shown the pay period dates on the contract and prompted to select those you wish to encumber. The selection process performs several edit checks. It will not let you encumber:
The field descriptions related to encumbrance are listed below. 1 - ACCOUNT NUMBER - The account number found in the contract becomes the encumbrance account number. 2 - BUDGET ALLOCATED - The budget amount for the contract becomes the gross amount encumbered. 6 - EMPLOYEE NUMBER - The social security number found in the contract becomes the employee number when the contract is brought over to payroll. If the employee has been terminated, the user will be notified but still has the option of pulling the contract over into the payroll system. Page two displays after you save page one:
Payroll Employee Encumbrance Maintenance PEMP.ENCMNT Employee : 10 ROGERS, KENNY Encumbered : 24,019.69 Position(s) : 403 COMPUTER GENIUS Liquidated : S U M M A R Y E N C U M B R A N C E 1. Encum-Type: Encumbered: Liquidated: 1.1 G GROSS 20400.00 0.00 1.2 F FICA MATCHING 1447.69 0.00 1.3 D2 RETIREMENT 2040.00 0.00 1.4 D3 HOSPITALIZATION 132.00 0.00 1.5 A C T U A L E N C U M B R A N C E 4. Encum-Type/Account: G/L-Account: Amount:Pos% Liqd 4.1 G GROSS 11*110*21200*0200*97 12240.00 0.60 4.2 G GROSS 11*110*21200*0200*20 8160.00 0.40 4.3 F FICA MATCHING 11*110*21810*0200*97 868.61 0.60 0.00 4.4 F FICA MATCHING 11*110*21810*0200*20 579.08 0.40 0.00 4.5 D2 RETIREMENT 11*110*21820*0200*97 1224.00 0.60 4.6 D2 RETIREMENT 11*110*21820*0200*20 816.00 0.40 5. PAY FREQUENCY: 12.0 # OF PAYROLL LIQUIDATIONS 0.00
0.00 0.00
0.00 0.00
The screen displays the encumbrance information for the continuing education contract. Note that only GROSS, FICA and RETIREMENT fields (if applicable) are encumbered. On all contracts, these are the only fields that are encumbered. The FICA field is computed by multiplying CONTRACT AMT by FICA RATE. When a continuing education contract is moved to payroll, the STATUS field is updated to a status of PY.
14-10
Payroll Encumbrance NOTE: A new file called CONTRACT.CHANGES has been developed to help capture those contract changes that take place after a contract has been moved to PAYROLL. If the budget amount, account number or projected amount changes on the con-ed contract, after if has been moved to payroll, a record will be written to the CONTRACT.CHANGES file.
An option will be available so you can print a report that lists the CONTRACT.CHANGES file. Using the report, you can make changes to the P.CONTRACT. Once the payroll contract matches the continuing education contract, the CONTRACT.CHANGES record will be deleted. Part-time Curriculum Contracts At most schools, entering part-time curriculum contracts is the responsibility of the curriculum department (option 1,17,1 on the RG menu). An explanation is included here because Business Offices at some colleges perform this function. To enter a Part-Time Curriculum Contract, select the Miscellaneous Payroll Process option by entering a 9 at the prompt on the Master Menu. Then select option 14 - Enter Payroll Contracts. Next, select the Enter Part Time Curriculum Contracts option by entering a 2. NOTE: THIS IS THE SOURCE DOCUMENT (SIMILAR TO THE SOURCE DOCUMENT THAT IS ENTERED IN THE CONTINUING EDUCATION DEPARTMENT.) THERE IS A PROCESS TO MOVE THIS SOURCE DOCUMENT TO PAYROLL.
The following is displayed:

====================================================================== PART TIME CURRICULUM CONTRACT MAINTENANCE PAGE 1 OF 3 ====================================================================== CONTRACT NO : 1111111 1. EMPLOYEE ID : 12 STATUS : PY 2. SSN : 238-11-1111 NAME : BLUE, CRYSTAL 3. ADDRESS : PO BOX 1777 4. CSZ : PINEVILLE, NC 5. TERM : 91/01 6. BEG DATE : 07/01/91 7. END DATE : 09/30/91 COURSE 8. DEP: CRS: SEC: TITLE: DAY: TIME: 8.1 PED 106 10N TENNIS TH 06:00-08:05P 8.2 8.3 8.4 8.5 BLD: RM: 002 111
ENTER SAVE(S), CANCEL(XX), DELETE(DE), NEXT PAGE(/), OR FIELD # TO CHANGE
14- 11
Payroll Encumbrance
The part-time curriculum contracts will be generated and moved to the payroll system in much the same manner as Continuing Education contracts. The above screen displays an example of a part-time curriculum contract. The fields that relate to encumbrances are described below. CONTRACT NO - This a seven digit assigned field. If the automatic contract number feature is being used, enter a # to assign the next available number. STATUS - This is a display field that indicates status of the contract. It is possible for a contract to have more than one status. The statuses are: PY - Moved to Payroll; CA - Canceled; PR Printed. EMPLOYEE ID - This can be employee-id, faculty number, social security number or name. When the contract is moved to the payroll system, the employee must have an employee number. If the employee has been terminated, the user will be notified. The contract can still be put on file, however. SSN - For a new contract, this field will be read from either the PERMST or FACULTY file. If the SSN does not exist, you will be prompted to enter it. NAME - This is a display field that is read from PERMST or FACULTY file. ADDRESS and CSZ - If the employee is on the PERMST file, these fields are pulled from the file. If the employee is on the FACULTY file, you must enter these fields. BEG DATE - This field is the beginning date for the contract. END DATE - This field is the ending date for the contract. DEP, CRS and SEC - The department, course and section fields are validated against the COURSE file.
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Payroll Encumbrance The second page displays information about contract pay:
========================================================================== PART TIME CURRICULUM CONTRACT MAINTENANCE - PAGE 2 OF 3 ========================================================================== CONTRACT NO : 1111111 1. CONTRACT RATE OF PAY : 12.50 2. TOTAL CONTRACT HOURS : 100.00 CONTRACT TOTAL PAY : 1250.00 3. ACCOUNT CODES: 3.1 11-330-21310-0562-00 3.2 11-110-21100-0100-00 3.3 3.4 3.5 4. MILES 5. # OF TRIPS 7. SPECIAL INSTRUCTIONS: PER CENT: 43 53 5771 BUDGET: 7.50 2.50
6. RATE TOTAL: 0.00 (Maximum of 4 lines)
ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ? =========================================================================
The fields related to encumbrance are described below: 1 - CONTRACT RATE OF PAY - This field can be either an hourly or salaried rate. 2 - TOTAL CONTRACT HOURS - If the RATE OF PAY is a salaried amount, leave this field blank and the RATE OF PAY becomes the CONTRACT TOTAL PAY. If hours are entered, the RATE OF PAY will be multiplied by TOTAL CONTRACT HOURS to produce CONTRACT TOTAL PAY. 3 - ACCOUNT CODES - This field contains the encumbrance account numbers. The account numbers must be valid payroll account numbers. PER CENT and BUDGET - Enter each accounts portion of the CONTRACT TOTAL PAY. If a % is entered, the amount is computed. If an amount is entered, the % is computed. In either case, the available per cent or budget is displayed.
5 - # TRIPS - Enter the number of rounds trips the instructor made. 6 - RATE - Enter the rate paid per mile. The system allows rate to be up to 3 decimal places. For example, a rate of 25 and 1/2 cents per mile would be entered as .255. 7 - TOTAL - Multiplies the MILES field by # TRIPS field by RATE field. If any of those fields change, the amount in this field is recalculated and displayed.
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Payroll Encumbrance
4 - MILES - Enter round trip mileage for one trip. The system automatically rounds partial mileage to the nearest whole number. Enter a <CR> to skip this field as well as fields 5 and 6.
Payroll Operator's Guide (Release 9.0) 7 - SPECIAL INSTRUCTIONS - Enter up to 4 lines of special instruction text. If you type beyond the end of the line, then the word being typed will automatically wrap around to the next line. Hit ESC ESC Q to get out of this field.
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Payroll Encumbrance Page three displays the distribution schedule for the contract pay:
========================================================================== PART TIME CURRICULUM CONTRACT MAINTENANCE PAGE 3 OF 3 ========================================================================== CONTRACT NO : 1111111 1. PAY MONTHS 1.1 JAN 1.2 FEB 1.3 MAR PAY HOURS 35.00 40.00 25.00 PAY AMOUNTS 437.50 500.00 312.50
ENTER NEXT PAGE(/), CANCEL(XX), OR FIELD # TO CHANGE ? ==========================================================================
The fields are described below. PAY MONTHS - Enter a three letter month abbreviation or the numeric equivalent for the month. PAY HOURS - This field will accept projected hours or a <CR>. . PAY AMOUNTS - If the contract has an hourly RATE OF PAY, RATE OF PAY will be multiplied by PAY HOURS to produce PAY AMOUNTS. If the contract is salaried and does not have a RATE OF PAY, you can enter a projected monthly amount. A running total of PAY AMOUNTS is kept and the available amount is always displayed.
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) Part-time Staff Contracts To enter a Part-Time Staff Contract, select the Miscellaneous Payroll Process option by entering a 9 at the prompt on the Master Menu. Then select option 14 - Enter Payroll Contracts. Next, select Enter Part Time Staff Contracts option by entering a 1. The following screen appears:
======================================================================== PART TIME STAFF CONTRACT MAINTENANCE PAGE 1 OF 3 ========================================================================= CONTRACT NO : 1234567 STATUS: PY 1. EMPLOYEE NO : 12 SSN : 238-11-1111 NAME : BLUE, CRYSTAL ADDRESS : PO BOX 1777 CSZ : PINEVILLE, NC DEPT : 61 POSITION NO : 1 JOB TITLE : BUSINESS OFFICE 2. BEG DATE : 07/01/91 3. END DATE : 06/30/92 ENTER SAVE(S), CANCEL(XX), DELETE(DE), NEXT PAGE(/), OR FIELD # TO CHANGE =====================================================================
The information on the above screen is generated on the payroll system. Many of the fields function as they did on the Part Time Curriculum Contract Screens. The field descriptions are listed below. CONTRACT NO, STATUS, BEG DATE, and END DATE - These fields are identical to those on the Part Time Curriculum Screens. EMPLOYEE NO - Employee number, name or social security number can be entered. The employee must be on the PERMST file in order to generate a contract. SSN, NAME, ADDRESS, CSZ, DEPT, POSITION NO and JOB TITLE - These fields are display fields and are read from the PERMST or POSTBL files. After completing this page, the user may change the JOB TITLE field on the contract. Pages two and three of this option function in the same manner as the screens under the Part Time Curriculum Contract option.
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Payroll Encumbrance Moving Part-Time Staff and Curriculum Contracts to Payroll To move Part-Time Staff and Curriculum Contracts to the payroll system, access the Miscellaneous Payroll Process option by entering a 9 at the prompt on the Master Menu. Then select option 14 Enter Payroll Contracts. Next, select the Move PT Staff and Curriculum Contracts to Payroll option by entering a 4. This option moves part-time curriculum contracts to the payroll system and reformats part-time curriculum contracts into the P.CONTRACT format (see pages 9-60 through 9-64 for the screens, field entries and instructions.) This option also generates encumbrances for part-time staff and part-time curriculum contracts. It is the means by which the contracts, which were entered through previous options, get into the payroll system. Once the contracts are in the payroll system, the encumbrances take effect.
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Payroll Encumbrance
The Screens
PAYROLL/PERSONNEL MPYENC ===================================================================== ***** Encumbrance Master Menu ***** 1 = Encumbrance Maintenance Menu 2 = Encumbrance Inquiry/Display Menu 3 = Encumbrance Report Menu 4 = Encumbrance Audit Menu
Which would you like? ( 1 - 14 ) = Encumbrance Menu
The Encumbrance Master Menu serves as a gateway to all encumbrance-related processes. Enter the number corresponding to the option that you want to access. If you do not want to choose a selection, enter a <CR> to return to the Master Menu. The selections are described below. 1 - ENCUMBRANCE MAINTENANCE MENU Allows you to access the Encumbrance Maintenance Menu where you can choose to maintain the encumbrance system switch, maintain the encumbrance profile, close out an employee's contract or position, enter encumbrance adjustments or liquidations, post encumbrance transactions to general ledger or perform the fiscal year close out process.
2 - ENCUMBRANCE INQUIRY/DISPLAY MENU Allows you to access the Encumbrance Inquiry/Display Menu where you can choose to perform employee encumbrances inquiries, perform employee transaction inquiries, perform encumbrance detail activity inquiries, perform encumbrance account summary inquiries or display balances from the encumbrance files. 3 - ENCUMBRANCE REPORT MENU Allows you to access the Encumbrance Report Menu where you can choose to print various encumbrance-related reports. 4 - ENCUMBRANCE AUDIT MENU Allows you to access the Encumbrance Audit Menu where you can choose to build the encumbrance audit file, print the Encumbrance Discrepancy Report, print the Close Out Encumbrance Discrepancy Report, copy a closed-out record or delete a closed-out record. 14-18
Payroll Encumbrance
1-Encumbrance Maintenance Menu

PAYROLL/PERSONNEL ENC.MNT.MENU
***** ENCUMBRANCE MAINTENANCE MENU *****
1= Maintain Encumbrance System Switch 2= Maintain Encumbrance Profile 3= Close Out an Employee's Contract or Position 4= Enter Encumbrance Adjustments or Liquidations 5= Post Encumbrance Transactions to GL 6= Fiscal Yearend Close Out Process
Which would you like? ( 1 - 6 )= Encumbrance Maintenance Menu
The Encumbrance Maintenance Menu displays the various encumbrance-related options available and gives you a choice of which option to perform. Enter the number corresponding to the option that you want to access. If you do not want to choose an option, enter a <CR> to return to the Encumbrance Master Menu. The options are described below. 1 - MAINTAIN ENCUMBRANCE SYSTEM SWITCH Allows you to turn the encumbrance switch on or off. 2 - MAINTAIN ENCUMBRANCE PROFILE Allows you to establish the accounts that your institution will encumber. 3 - CLOSE OUT AN EMPLOYEE'S CONTRACT OR POSITION Allows you close out an individual encumbrance account.
Allows you to make an adjustment or liquidation to an individual encumbrance account. 5 - POST ENCUMBRANCE TRANSACTIONS TO GL Allows you to post all unposted encumbrance transactions to general ledger. 6 - FISCAL YEAREND CLOSE OUT PROCESS Allows you to execute the fiscal yearend close out. You should execute this option AFTER the final payroll run of the current fiscal year and BEFORE July 1st of the upcoming fiscal year.
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Payroll Encumbrance
4 - ENTER ENCUMBRANCE ADJUSTMENTS OR LIQUIDATIONS
Payroll Operator's Guide (Release 9.0) 1 - Maintain Encumbrance System Switch

FINANCIALS ENC.FLAG.MNT ======================================================================== Maintain Encumbrance System Flag ======================================================================== 1. Encumbrance Flag Status - : 1 On
======================================================================== Enter Save(S), Cancel(XX), Or Field # To Change ? Encumbrance System Flag Screen
The Maintain Encumbrance System Flag Screen allows you to turn the encumbrance switch on or off. In previous releases, the only way to turn the encumbrance switch on or off was to edit the ENC.FLAG record in CONTROL.POINT. This screen simplifies the process. When you access this screen, the cursor is located on the command line. You have three options to choose. You can enter a 'S' to save the record as it is, enter an 'XX' to cancel and exit from the screen, or enter a '1' to change the encumbrance switch setting. If you enter a '1', the system prompts you to "Enter encumbrance flag status". See the field description below for more details. 1 - ENCUMBRANCE FLAG STATUS - Enter a '0' to turn the encumbrance switch off, enter a '1' to turn the encumbrance switch on or enter an 'XX' to cancel and leave the switch's setting as it is. A required field. After you exit from the ENCUMBRANCE FLAG STATUS field, the command line displays. If you want to save the change that you made, enter a 'S' to save. If you do not want to save the change that you made, enter an 'XX' to cancel. If you want to return to the ENCUMBRANCE FLAG STATUS field, enter a '1'.
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Payroll Encumbrance 2 - Maintain Encumbrance Profile

Payroll PENCPROFILE ======================================================================= Payroll Encumbrance Profile Maintenance ============ ========================================================== 1. Type: Deduction Code: Description: G/L-Code: Req/Opt: 1.1 G GROSS PY*GRS R 1.2 F FICA MATCHING PY*ERFICA R 1.3 D 2 RETIREMENT RETIREMENT PY*ER*RET R 1.4 D 3 HOSPITALIZATION HOSPITALIZATION PY*ER*HOSP R 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 1.13 1.14 ======================================================================= Encumbrance Activity Register Screen
The Maintain Encumbrance Profile option allows you to establish the accounts that your institution will encumber. There is one profile per college, and it identifies the employer's payroll obligations. This option is not often used after the accounts have been initially established. When you establish the profile, include salaries, the employer's share of FICA and any benefits that have an employer paid portion. In general, enter the type of encumbrances in order of importance and always enter the gross pay encumbrance first (see above screen example.) The screen will prompt you for field entries. The descriptions are below. TYPE - Enter the type of encumbrance. Enter a G for Gross pay, a F for FICA matching or a D for Deduction. (Enter the Gross pay encumbrance first.) DEDUCTION CODE - Enter the deduction code number. This number determines the sequence in which deductions will be taken. DESCRIPTION - Enter the description of the encumbrance. G/L-CODE - Enter the general ledger code for the encumbrance or enter a ? to receive a listing of valid codes. REG/OP - Enter a R to flag this encumbrance as required or an 'O to flag it as optional. In most circumstances, use the 'R' specification. After completing the field entries, be sure to save the screen. Enter an S at the Enter Save(S), Cancel(XX) or Field # To Change prompt. 14- 21
Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 3 - Close Out An Employee's Contract or Position
Payroll Employee Encumbrance Close Outs PEMPENC.CLOSE.OUT ----------------------------------------------------------------------------------------------------------------------Employee : Position or Contract : -----------------------------------------------------------------------------------------------------------------------1. Transaction Date : Encumbered : 2. Adj Reason : Liquidated : 3. Entered By : CHANDLER.D -----------------------------------------------------------------------------------------------------------------------
======================================================================= Enter EMPLOYEE NUMBER, NAME, SSN OR <XX> Exit? Encumbrance Close Out Screen
The Encumbrance Close Out Screen allows you to close out an individual encumbrance account. The close out can be described as a line-by-line adjustment since you can change one encumbrance account at a time. When you access this screen, the cursor is positioned on the "Enter EMPLOYEE NUMBER, NAME, SSN OR <XX> Exit?" prompt. At this point, you can choose to enter the number, name or social security number of the employee you want to access. You can also choose to enter an 'XX' to exit from this screen without processing. After you access a record, you are prompted to "ENTER POSITION NUMBER, CONTRACT NUMBER OR <CR> TO EXIT". Enter the position number or contract number of the employee or enter a <CR> to exit. NOTE: IF A COMPUTE PROCESS IS RUNNING WHEN YOU ATTEMPT TO ACCESS AN EMPLOYEE, THE MESSAGE, "THE COMPUTE IS IN PROCESS AND THIS EMPLOYEE IS SCHEDULED FOR PAY. DO YOU WANT TO CLOSE OUT OR ADJUST (Y/ N)?", DISPLAYS. IF YOU ENTER A 'Y', THE "ENTER POSITION NUMBER, CONTRACT NUMBER OR <CR> TO EXIT" PROMPT DISPLAYS. IF YOU ENTER A 'N', THE SCREEN CLEARS. If you entered a position or contract number, the system displays the transaction date, adjustment reason, user id, encumbered amount and liquidated amount. If you want to close out the encumbrance, enter 'CO' at the command line. If you do not want to close out the encumbrance, enter an 'XX' to exit. If you want to change a field entry, enter the number associated with the field you want to change.
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Payroll Encumbrance 4 - Enter Encumbrance Adjustments or Liquidations

Payroll Line By Line Encumbrance Adjustments PENCADJ.MNT -------------------------------------------------------------------------------------------------------------------------Employee : Position or Contract : ------------------------------------------------------------------------------------------------------------------------1. Transaction Date : Encumbered : 2. Adj Reason : Liquidated : 3. Entered By : CHANDLER.D -----------------------------------------------------------------------------------------------------------------------4. Encum/Description: Encum-Acct: Type: Amount: 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 ======================================================================== Enter EMPLOYEE NUMBER, NAME, SSN OR <XX> Exit? Encumbrance Adjustments Screen
The Encumbrance Adjustments or Liquidations Screen allows you to make encumbrance or liquidation adjustments to an individual encumbrance account. The adjustment can be described as a line-by-line adjustment since you can change one encumbrance account at a time. When you access this screen, the cursor is positioned on the "Enter EMPLOYEE NUMBER, NAME, SSN OR <XX> Exit?" prompt. At this point, you can choose to enter the number, name or social security number of the employee you want to access. You can also choose to enter an 'XX' to exit from this screen without processing. After you access a record, you are prompted to "ENTER POSITION NUMBER, CONTRACT NUMBER OR <CR> TO EXIT". Enter the position number or contract number of the employee or enter a <CR> to exit.
If you entered a position or contract number, the system prompts you for the encumbrance account to adjust. You will be prompted to enter type: G, F, D.
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Payroll Encumbrance
NOTE: IF A COMPUTE PROCESS IS RUNNING WHEN YOU ATTEMPT TO ACCESS AN EMPLOYEE, THE MESSAGE, "THE COMPUTE IS IN PROCESS AND THIS EMPLOYEE IS SCHEDULED FOR PAY. DO YOU WANT TO CLOSE OUT OR ADJUST (Y/ N)?", DISPLAYS. IF YOU ENTER A 'Y', THE "ENTER POSITION NUMBER, CONTRACT NUMBER OR <CR> TO EXIT" PROMPT DISPLAYS. IF YOU ENTER A 'N', THE SCREEN CLEARS.
Payroll Operator's Guide (Release 9.0) If a G is entered, each individual GROSS account will be displayed and you will be prompted: Is G*Acct# the account you wish to update? (Y/N). (This prompt will appear for each GROSS account). If you enter a Y, you will be prompted for (L)iquidation or (C)lose Out and then the amount. If a F is entered, each individual FICA account will be displayed and you will be prompted: Is F*Acct# the account you wish to update?(Y/N). (This prompt will appear for each FICA account). If you enter a Y, you will be prompted for (E)ncumbrance Adjustment, (L)iquidation or (C)lose Out and then the amount If a D is entered, each individual DEDUCTION account will be displayed and you will be prompted: Is D*Acct# the account you wish to update (Y/N). (This prompt will appear for each DEDUCTION account). If you enter a Y, you will be prompted for (E)ncumbrance Adjustment, (L)iquidation or (C)lose Out and then the amount.
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Payroll Encumbrance 5 - Post Encumbrance Transactions To GL

THIS PROCESS WILL UPDATE ALL UNPOSTED TRANSACTIONS TO THE GENERAL LEDGER
DO YOU WISH TO CONTINUE (Y/N) =
Unposted Transactions Screen
The Post Encumbrance Transactions to GL option allows you to post all unposted encumbrance transactions to general ledger. When you set up contracts for employees, you can use this option to go ahead and post the encumbrance portion of their contract to general ledger. This option can be used whenever and as often as you want. You don't have to wait until you do a payroll run to execute this option. The screen prompts you to enter a Y to continue with the process or enter a N to exit. After entering a Y, the posting begins. The screen will display each of the transactions as they are being posted.
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 6 - Fiscal Yearend Close Out Process
---------------------------------------------------------------------------------------------------------THIS PROCESS WILL GENERATE THE FISCAL YEAREND ENCUMBRANCE CLOSEOUT TRANSACTIONS. IT WILL UPDATE GENERAL LEDGER WITH THOSE TRANSACTIONS. THEN IT WILL COPY THE ENCUMBRANCE FILES TO BACKUP FILES AND CLEAR THE ENCUMBRANCE FILES.
-----------------------------------------------------------------------------------------------------------
DO YOU WISH TO RUN THE YEAREND CLOSEOUT? (Y/N) =
This process allows you to execute the encumbrance fiscal yearend procedure. Execute this option AFTER the last payroll run of the current fiscal year and BEFORE July 1 of the upcoming year. To execute the option, select option 6 from the Encumbrance Maintenance Menu. The above screen displays. Enter a 'Y' at the prompt above to execute the option or enter a 'N' to exit. The process does the following: Closes out any remaining encumbrances and prints a list of closeout transactions Automatically posts those closeout transactions to general ledger Copies all current encumbrance files to backup files and clears the current encumbrance files Turns off the system encumbrance flag
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Payroll Encumbrance
2 - Encumbrance Inquiry/Display Menu

PAYROLL/PERSONNEL ENC.INQ.MNT
***** ENCUMBRANCE INQUIRY/DISPLAY MENU *****
1= Employee Encumbrance Inquiry 2= Encumbrance Transaction Inquiry 3= Encumbrance Detail Activity Inquiry 4= Encumbrance Account Summary Inquiry 5= Display Balances From the Encumbrance Files Which would you like? ( 1 - 5 )= Encumbrance Inquiry/Display Menu
The Encumbrance Inquiry/Display Menu displays the various encumbrance-related inquiry options available and gives you a choice of which option to perform. Enter the number corresponding to the option that you want to access. If you do not want to choose an option, enter a <CR> to return to the Encumbrance Master Menu. The options are described below. 1 - EMPLOYEE ENCUMBRANCE INQUIRY Allows you to display account information about a specified employee. 2 - ENCUMBRANCE TRANSACTION INQUIRY Allows you to view encumbrance transactions for a specified employee. 3 - ENCUMBRANCE DETAIL ACTIVITY INQUIRY Allows you to view encumbrance transactions for an employee. The transactions are listed as individual detail records. 4 - ENCUMBRANCE ACCOUNT SUMMARY INQUIRY Allows you to view transactions summarized by account by day. 5 - DISPLAY BALANCES FROM THE ENCUMBRANCE FILES Allows you to display the balances in the encumbrance files. Use this option to audit encumbrance balances.
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 1 - Employee Encumbrance Account Inquiry
Payroll Employee Encumbrance Accounts -----------------------------------------------------------------------------------------------------------------------Employee : 10 ROGERS, KENNY Encumbered : 24,019.69 Position : 403 COMPUTER GENIUS Liquidated : Remaining : 24,019.69 -----------------------------------------------------------------------------------------------------------------------Encumbrance G/L Account Encumb Ligtd Remain 1. (G) GROSS 11*110*21200*0200*97 12240.00 2. (G) GROSS 11*110*21200*0200*20 8160.00 3. (F) FICA MATCHING 11*110*21810*0200*97 868.61 0.00 4. (F) FICA MATCHING 11*110*21810*0200*20 579.08 0.00 5. (D2) RETIREMENT 11*110*21820*0200*97 1224.00 6. (D2) RETIREMENT 11*110*21820*0200*20 816.00 7. (D3) HOSPITALIZAT 11*110*21830*0200*97 79.20 8. (D3) HOSPITALIZAT 11*110*21830*0200*20 52.80 0.00 12240.00 0.00 8160.00 868.61 579.08 0.00 1224.00 0.00 816.00 0.00 79.20 0.00 52.80
Enter PgUp(^), PgDn(CR), Top(T), Bottom(B), Cancel (XX) ? Employee Encumbrance Account Inquiry Screen
The Employee Encumbrance Account Inquiry option allows you to display account information about a specified employee. When you access this screen, the cursor is positioned on the "Enter EMPLOYEE NUMBER, NAME,SSN OR <XX> EXIT?" prompt. At this point, you can choose to enter the number, name or social security number of the employee you want to access. You can also choose to enter an 'XX' to exit from this screen without processing. If you access an employee record, the system prompts you to enter a position number, contract number, ALL, or a <CR> to exit. Enter the option that applies. NOTE: THE ALL OPTION DISPLAYS ALL ENCUMBRANCES FOR AN EMPLOYEE, SCREEN BY SCREEN WITH A TOTAL SCREEN AT THE END. IF AN EMPLOYEE HAS MULTIPLE POSITIONS OR CONTRACTS, THIS OPTION IS VERY USEFUL. The screen displays the encumbrance information for an employee in order by encumbrance type. The screen lists the encumbrance, the general ledger account number, the encumbered amount, the liquidated amount and the remaining amount. If there are more encumbrances than can display on the screen, you can use the <CR> to page down. You can also use the carrot symbol (^) to page up or enter a 'T' to advance to the top. To exit from the screen, simply enter 'XX' to cancel.
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Payroll Encumbrance 2 - Encumbrance Transaction Inquiry
Payroll Employee Encumbrance Transactions PENCADJ.INQ Employee : 10 ROGERS, KENNY From : 04/03/91 Position : 403 COMPUTER GENIUS Thru : 04/02/92 Transaction Date : 10-11-91 Encumbered : 24019.69 Adj Reason : BALANCE FORWARD Liquidated : -100.00 Entered By : SYS Trans. No : 1 of 2 Encum/Description Encum-Acct: Type: Amount: .1 (G) XGROSS 11*110*21200*0200*97 B 12240.00 .2 (G) XGROSS 11*110*21200*0200*20 B 8160.00 .3 (F) XFICA MATCHING11*110*21810*0200*97 B 868.61 .4 (F) XFICA MATCHING11*110*21810*0200*20 B 579.08 .5 (D2) RETIREMENT 11*110*21820*0200*97 B 1224.00 .6 (D2) RETIREMENT 11*110*21820*0200*20 B 816.00 .7 (D3) HOSPITALIZATION 11*110*21830*0200*97 B 79.20 .8 (D3) HOSPITALIZATION 11*110*21830*0200*20 B 52.80 Enter PgDn(<<CR>), PgUp(^), Top(T), Next Trans(N), Or Cancel(XX) Employee Encumbrance Transactions Screen
The Encumbrance Transaction Inquiry option allows you to view encumbrance transactions for a specified employee. When you access this screen, the cursor is positioned on the "Enter EMPLOYEE NUMBER, NAME,SSN OR <XX> EXIT?" prompt. At this point, you can choose to enter the number, name or social security number of the employee you want to access. You can also choose to enter an 'XX' to exit from this screen without processing. The screen prompts you to "Enter The BEGINNING Transaction DATE For This Inquiry, <CR> For dd/mm/yy.?" (Note: mm/dd/yy is the default system date minus one year.) Enter the beginning transaction date or press the <CR> to accept the default system date. Next, the screen prompts you to "Enter The ENDING Transaction DATE For This Inquiry, <CR> For mm/dd/yy?" (Note: mm/dd/yy is the default system date.) Enter the ending transaction date or press the <CR> to accept the default system date. Next, the system prompts you to verify that your beginning and ending dates are correct. If they are, enter a <CR> at the prompt. If they are not, enter a 'N' and then reenter the dates. The screen displays the description, encumbrance account, encumbrance type and amount of transaction. If there are multiple pages, you can enter a N to advance to the next transaction. You can also enter a <CR> to page down, enter a '^' to page up, enter a 'T' to advance to the top, or enter an 'XX' to cancel.
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 3 - Encumbrance Detail Activity Inquiry

Payroll Encumbrance Detail Activity Inquiry SENCDETAIL.INQ Employee : 10 ROGERS, KENNY Position or Contract : COMPUTER GENIUS From Date : 10/01/91 Encum Type : G (Gross) Thru Date : 03/19/92 G/L Account : 11-110-21200-0200-97 Encumbrance G/L Account Trn-Date Type Trn-Amount 1. (G) GROSS 11-110-21200-0200-97 10-11-91 A 12240.00 Employee - 10 ROGERS, KENNY Ref - SYS BALANCE FORWARD 10/11/91 2. (G) GROSS 11-110-21200-0200-97 10-11-91 L -100.00 Employee - 10 ROGERS, KENNY Ref - JW TESTING 10/11/91 Enter PgUp(^), PgDn(CR), Top(T), Bottom(B), Quit(Q) ? Encumbrance Detail Activity Screen
The Encumbrance Detail Activity Inquiry option allows you to view encumbrance transactions for a specified employee. The transactions are listed as individual detail records. When you access this screen, the cursor is positioned on the "Enter EMPLOYEE NUMBER, NAME, SSN, <CR> All Employees, <XX> Exit ?" prompt. At this point, you can choose to enter the number, name or social security number of the employee you want to access. You can also choose to press the <CR> to view encumbrance detail records for all employees. If you want to exit from this screen without processing, enter an 'XX'. If you are accessing an individual employee record, the system prompts you to enter a position number, contract number, or a <CR> to exit. Enter the option that applies. If you are accessing all employees, you will not be prompted to enter position or contract number. Next, the system prompts you to "Enter The BEGINNING Transaction DATE For This Inquiry, <CR> For dd/mm/yy.?" (Note: mm/dd/yy is the default system date minus one year.) Enter the beginning transaction date or press the <CR> to accept the default system date. Next, the screen prompts you to "Enter The ENDING Transaction DATE For This Inquiry, <CR> For mm/dd/yy?" (Note: mm/dd/yy is the default system date.) Enter the ending transaction date or press the <CR> to accept the default system date. The system prompts you to verify that your beginning and ending dates are correct. If they are, enter a <CR> at the prompt. If they are not, enter a 'N' and then reenter the dates. The screen prompts you to enter the encumbrance type to search for. Enter the encumbrance type to search for (G,F,D2,D3, etc) or press the <CR> to search for all types. Next, enter the general ledger account to search on or press the <CR> to search for all accounts. The system searches based on the criteria you enter and displays the results, including the description, encumbrance amount, encumbrance type and amount of transaction. To scroll through the information on the screen, enter a '^' to page back, a <CR> to page down, a 'T' to advance to the top, a 'B' to advance to the bottom or a 'Q' to quit the process. 14-30
Payroll Encumbrance 4 - Encumbrance Account Summary Inquiry
Payroll Encumbrance Summary Activity Inquiry SENACCT.INQ Encumbrance Type : (G) GROSS Acct Balance : 12140.00 G/L Account : 11-110-21200-0200-97 Act Date Act Amt Post ! Activity Date Daily Change ! 1. 10-11-91 12140.00 Y ! ! ! ! ! ! ! ! ! ! ! Enter ENCUMBRANCE TYPE, <XX> Exit ? ================================================================ Encumbrance Summary Activity Inquiry Screen
The Encumbrance Account Summary Inquiry option allows you to view transactions summarized by account by day. When you access this screen, the system prompts you to "Enter ENCUMBRANCE TYPE, <XX> Exit ?" At this point, you can choose to enter an encumbrance type or enter an 'XX' to exit this option without processing. If you enter an encumbrance type, the system then prompts you to "Enter G/L ACCOUNT NUMBER For Encumbrance ?". Enter the general ledger account that you want to access for the encumbrance. The system displays the transactions. They are listed by activity date; therefore, the daily change amount reflects the net results of all transactions for the activity date. NOTE: TRANSACTIONS THAT ARE INDIVIDUALLY POSTED USING OPTION 12 ARE LISTED SEPARATELY RATHER THAN AS A NET AMOUNT
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 5 - Display Balances From The Encumbrance Files
========================================================================= ENCUMBRANCE BALANCE DISPLAY ========================================================================= NC DEPT OF COMMUNITY COLLEGES 03/05/95 FEMPENCUM File Employee Account Balance Employee Balance Employee Type Balance FENCUM.TRANS File Transaction Balance FENCUM.ACTIVITY File Activity Balance FENCUM.SUMMARY File Summary Balance
132,724.69 132,724.69 132,724.69
133,828.10
132,724.69
132,724.69
**** FILES DO NOT BALANCE ****** RUN MENU ITEM # 2 TO BUILD THE AUDIT FILE. RUN MENU ITEM # 3 TO PRINT THE DISCREPANCY REPORT ENTER <CR> TO CONTINUE Enter <CR> to Continue. Encumbrance Balance Display Screen
The Encumbrance Balance Screen displays the balances in the encumbrance files. Use this option to audit encumbrance balances. If the balances for each file on the screen match, then the encumbrance files are in balance, and you do not need to execute the Build The Encumbrance Audit File option and the Print The Encumbrance Discrepancy Report option (options 1 & 2 under the Encumbrance Audit Menu). If the balances do not match, then execute option 1, Build the Encumbrance Audit File and then execute option 2, Print the Encumbrance Discrepancy Report under the Encumbrance Audit Menu. Then call the support staff at DCC for help in correcting your encumbrance out-of-balance condition. When you enter a '1' on the Encumbrance Audit Menu, the above process executes without any further user input. You can execute this option as many times as you want. However, avoid running this option while contracts are being entered or encumbrance-related options are executing.
Note: In Release 9.0, the Encumbrance Balance Screen displays a message telling you whether the files are in balance or out of balance. That way, you will not have to visually compare the amounts on the screen.
On the above screen, you will note that four encumbrance files display balances: the FEMPENCUM, FENCUM.TRANS, FENCUM.ACTIVITY and FENCUM.SUMMARY files. These files are briefly described below. FEMPENCUM - This file contains encumbrance information for each employee. FENCUM.TRANS - This file contains detail encumbrance information by transaction. 14-32
Payroll Encumbrance
FENCUM.ACTIVITY - This file contains detail encumbrance activity information for each transaction on FENCUM.TRANS. FENCUM.SUMMARY - This file contains summary encumbrance information by GL account. Take a look at the sample screen. It shows an out-of-balance condition-- the transaction amount in FENCUM.TRANS is $133,828.10. The other files have a balance of $132,724.69. Since an out-ofbalance condition exists, go to the Build The Encumbrance Audit File option. To exit from this screen, press the <CR>.
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Payroll Encumbrance
3 - Encumbrance Report Menu

PAYROLL/PERSONNEL ENC.RPT.MENU ***** ENCUMBRANCE REPORT MENU *****
1= Print Employee Encumbrance by Account Number 2= Print Employee Encumbrance by Employee by Position/Contract 3= Print Employee Encumbrance by Employee by Type (GROSS,FICA,etc.) 4= Print Employee Encumbrance by Position/Contract by Employee 5= Print Employee Encumbrance by Department 6= Print Employee Encumbrance by Purpose 7= Print Encumbrance Transaction Register 8= Print Encumbrance Detail Activity Register 9= Print Encumbrance Summary Register 10= Print Unposted GL Account Amounts 11= Print a List of Unencumbered Position Table Changes 12= Print a List of Curriculum Contracts Not Encumbered 13= Print a List of Con Ed Contracts Not Encumbered 14= Print a List of Staff Contracts Not Encumbered Which would you like? ( 1 - 14 )= Encumbrance Reports Menu
The Encumbrance Reports Menu displays the various options available and gives you a choice of which to perform. Enter the number corresponding to the option you want to access. If you do not want to choose an option, enter a <CR> to return to the previous menu. The options are described below. 1 - PRINT EMPLOYEE ENCUMBRANCE BY ACCOUNT NUMBER Allows you to print a report that lists encumbrance transactions grouped by account number. The report lists general ledger account, employee name, contract or position number, encumbrance type, amount encumbered, amount liquidated and account balance. 2 - PRINT EMPLOYEE ENCUMBRANCE BY EMPLOYEE BY CONTRACT/POSITION Allows you to print a report that lists encumbrance information grouped by contract and position. The report lists the employee name, employee number, contract or position number, encumbrance type, general ledger account number, amount encumbered, amount liquidated and balance.
14-34
Payroll Encumbrance 3 - PRINT EMPLOYEE ENCUMBRANCE BY EMPLOYEE BY TYPE Allows you to print a report that lists encumbrance information grouped by employee and encumbrance type. The report lists employee name, employee number, contract or position number, encumbrance type, encumbrance amount, liquidation amount and balance. 4 - PRINT EMPLOYEE ENCUMBRANCE BY POSITION/CONTRACT BY EMPLOYEE Allows you to print a report that lists encumbrance information grouped by position or contract and by employee. The report lists employee name, employee number, contract or position number, encumbrance type, general ledger account number, amount encumbered, amount liquidated and balance. 5 - PRINT EMPLOYEE ENCUMBRANCE BY DEPARTMENT Allows you to print a report that lists encumbrance information grouped by department. The report lists department, encumbrance general ledger account number, employee name, contract or position number, encumbrance type, amount encumbered, amount liquidated and balance. 6 - PRINT EMPLOYEE ENCUMBRANCE BY PURPOSE Allows you to print a report that lists encumbrance information grouped by purpose. The report lists department, encumbrance general ledger account number, employee name, contract or position number, encumbrance type, amount encumbered, amount liquidated and balance. 7 - PRINT ENCUMBRANCE TRANSACTION REGISTER Allows you to print a report that lists encumbrance transactions. The report lists employee name, encumbrance type, encumbrance account, activity date, transaction amount, reference description and operators initials. 8 - PRINT ENCUMBRANCE DETAIL ACTIVITY REGISTER Allows you to print a report that lists encumbrance detail transactions. The report lists employee name, encumbrance type, encumbrance account, activity date, transaction amount, reference description and operators initials. 9 - PRINT ENCUMBRANCE SUMMARY REGISTER Allows you to print a summary register that summarizes encumbrance activity accounts. The register lists encumbrance type, general ledger account number, activity date, net change and posting status.
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 10 - PRINT UNPOSTED GL ACCOUNT AMOUNTS Allows you to print a report that lists encumbrance amounts that have not posted to general ledger accounts. The report lists the general ledger account number and encumbrance amount. 11 - PRINT A LIST UNENCUMBERED POSITION TABLE CHANGES Allows you to print a report that lists employees whose positions have been changed and need to be re-encumbered or resolved. 12 - PRINT A LIST OF CURRICULUM CONTRACTS NOT ENCUMBERED Allows you to print a list of curriculum contracts that have been entered on the system but have not been pulled over to Payroll and encumbered. 13 - PRINT A LIST OF CON ED CONTRACTS NOT ENCUMBERED Allows you to print a list of continuing education contracts that have been entered on the system but have not been pulled over to Payroll and encumbered. 14 - PRINT A LIST OF STAFF CONTRACTS NOT ENCUMBERED Allows you to print a list of staff contracts that have been entered on the system but have not been pulled over to Payroll and encumbered.
14-36
Payroll Encumbrance 1 - Print Employee Encumbrance By Account Number

1= Print Employee Encumbrance by Account Number 2= Print Employee Encumbrance by Employee by Position/Contract 3= Print Employee Encumbrance by Employee by Type (GROSS,FICA,etc.) 4= Print Employee Encumbrance by Position/Contract by Employee 5= Print Employee Encumbrance by Department 6= Print Employee Encumbrance by Purpose 7= Print Encumbrance Transaction Register 8= Print Encumbrance Detail Activity Register 9= Print Encumbrance Summary Register 10= Print Unposted GL Account Amounts 11= Print a List of Unencumbered Position Table Changes 12= Print a List of Curriculum Contracts Not Encumbered 13= Print a List of Con Ed Contracts Not Encumbered 14= Print a List of Staff Contracts Not Encumbered Which would you like? ( 1 - 14 )=1
This option allows you to print a report that lists encumbrance transactions grouped by department. The report lists general ledger account, employee name, contract or position number, encumbrance amount, amount liquidated and account balance. Enter a 1 at the prompt on the above screen to select the report. The screen will pause for a few seconds and then will display: Do you wish to include records that have fully liquidated (Y/N)? Enter a Y if you want the report to include accounts that have liquidated or enter a N to exclude them from the report. The report will be spooled to the printer. (See sample below.)
10-04-94
NC Community College System Payroll Encumbrance By Account No Contract/ G/L Acct Type Encumbered.. G G G G G 300.00 250.00 500.00 100.00 0.00 G/L Acct Liquidated 0.00 0.00 0.00 0.00 0.00
Page 1 G/L-Acct Balance 300.00 250.00 500.00 100.00 0.00
Encum.G/L-Acct...... 11*110*21100*0100*00 11*110*21100*0100*00 11*110*21100*0100*00 11*110*21100*0100*00 11*110*21100*0100*00 **
Name........... SMITH, SUSAN SMITH, SUSAN BUNDY,RICK BUNDY,RICK MILLER, LARRY
Position. S9450057 S9450059 F9400062 S9450060 9631112
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 2 - Print Employee Encumbrance By Employee By Position/Contract
This option allows you to print a report that lists encumbrance information grouped by contract and position. The report lists the employee name, employee number, contract or position number, encumbrance type, general ledger account number, amount encumbered, amount liquidated and balance. Enter a 2 at the prompt on the above screen to select the report. The screen will pause for a few seconds and then will display: Do you wish to include records that have fully liquidated (Y/N)? Enter a Y if you want the report to include accounts that have liquidated or enter a N to exclude them from the report. The report will be spooled to the printer. (See sample below.)
10-04-94 Page 1
NC Community College System Payroll Encumbrance By Employee By Contract and Position
Name........... BUNDY,RICK
Contract/ G/L Acct EMP NO. Position. Type Encum.G/L-Acct...... Encumbered.. 157 F9400062 G F D2
11*110*21100*0100*00 11*110*21810*0100*00 11*110*21820*0100*00
G/L Acct Liquidated.. 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
G/L-Acct Balance..... 500.00 38.25 54.80 593.05 100.00 7.65 10.96 118.61
500.00 38.25 54.80 593.05 100.00 7.65 10.96 118.61
BUNDY,RICK
157
S9450060
G F D2
11*110*21100*0100*00 11*110*21810*0100*00 11*110*21820*0100*00
14-38
Payroll Encumbrance 3 - Print Encumbrance Report By Employee By Type

1= Print Employee Encumbrance by Account Number 2= Print Employee Encumbrance by Employee by Position/Contract 3= Print Employee Encumbrance by Employee by Type (GROSS,FICA,etc.) 4= Print Employee Encumbrance by Position/Contract by Employee 5= Print Employee Encumbrance by Department 6= Print Employee Encumbrance by Purpose 7= Print Encumbrance Transaction Register 8= Print Encumbrance Detail Activity Register 9= Print Encumbrance Summary Register 10= Print Unposted GL Account Amounts 11= Print a List of Unencumbered Position Table Changes 12= Print a List of Curriculum Contracts Not Encumbered 13= Print a List of Con Ed Contracts Not Encumbered 14= Print a List of Staff Contracts Not Encumbered Which would you like? ( 1 - 14 )=3 ====================================================
This option allows you to print a report that lists encumbrance information grouped by employee and encumbrance type. The report lists employee name, employee number, contract or position number, encumbrance type, encumbrance amount, liquidation amount and balance. Enter a 3 at the prompt on the above screen to select the report. The screen will pause for a few seconds and then will display: Do you wish to include records that have fully liquidated (Y/N)? Enter a Y if you want the report to include accounts that have liquidated or enter a N to exclude them from the report. The report will be spooled to the printer. (See sample report below.)
03-14-95 NC Community College System Payroll Encumbrance By Employee By Encumbrance Type Contract/ Position 6666 666 Enc Type D2 D2 Encumbered Amt 164.40 164.40 -------328.80 300.00 400.00 -------700.00 250.00 -------250.00 Liquidated Amt 0.00 0.00 ----0.00 0.00 0.00 ----0.00 0.00 ----0.00 Type Balance 164.40 164.40 -------328.80 300.00 400.00 -------700.00 250.00 -------250.00 Page 1
Name Bundy, R. Bundy, R.
EMP NO. 157 157
Halo, Don 121 Halo, Don 121
7777 777
D2 D2
Halo, Don 121
7777
D3
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 4 - Print Encumbrance Report By Position/Contract By Employee
This option allows you to print a report that lists encumbrance information grouped by position or contract and by employee. The report lists employee name, employee number, contract or position number, encumbrance type, general ledger account number, amount encumbered, amount liquidated and balance. Enter a 4 at the prompt on the above screen to select the report. The screen will pause for a few seconds and then will display: Do you wish to include records that have fully liquidated (Y/N)? Enter a Y if you want the report to include accounts that have liquidated or enter a N to exclude them from the report. The report will be spooled to the printer. (See report below.)
10-04-94
NC Community College System Payroll Encumbrance By Position/Contract Contract/ EMP NO. Position. G/L Acct Encum.G/L-Acct...... G/L Acct Encumbered..
Page 1 G/L-Acct Liquidated..
Name........... Balance..... WATERS,BILL
Type
200
41007
G F
11*410*21520*7000*97 11*410*21810*7000*97 11*110*21810*0300*00 11*110*21810*0300*00 11*110*21820*0300*00 11*110*21100*0300*00 11*110*21810*0300*00 11*110*21820*0300*00
1,000.00 76.50 481.00 36.80 52.72 100.00 7.65 10.96
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
1,000.00 76.50 481.00 36.80 52.72 100.00 7.65 10.96
MILLER, LARRY
44
4934808 G F D2 7337051 G F D2
MILLER, LARRY
44
14-40
Payroll Encumbrance 5 - Print Employee Encumbrance By Department

This option allows you to print a report that lists encumbrance information grouped by department. The report lists department, encumbrance general ledger account number, employee name, contract or position number, encumbrance type, amount encumbered, amount liquidated and balance. Enter a 5 at the prompt on the above screen to select the report. The screen will pause for a few seconds and then will display: Do you wish to include records that have fully liquidated (Y/N)? Enter a Y if you want the report to include accounts that have liquidated or enter a N to exclude them from the report. The report will be spooled to the printer. (See report below.)
03-15-95
NC Community College System Payroll Encumbrance By Department
Page 1
Dept. 01 01 01
Encum.G/L-Acct 11*110*21100*0100*20 21*110*21100*0100*20 21*110*21800*0100*20
Name
Contract/ Position
Type G G G
G/L Acct Encumbered 3825.00 1000.00 2000.00 ---------6825.00 4000.00 1000.00 ---------5000.00
G/L Acct Liquidated 0.00 0.00 0.00 ----0.00 0.00 0.00 ----0.00
G/L Acct Balance 3825.00 1000.00 2000.00 ---------6825.00 4000.00 1000.00 ---------5000.00
Doe, Joe 0100001 Doe, Joe 0100001 Cool, J. 0200002
70 70
11*410*21520*7000*97 11*410*21530*7000*97
Smith, S. 6666666 Smith, S. 6666666
G F
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 6 - Print Employee Encumbrance By Purpose

This option allows you to print a report that lists encumbrance information grouped by purpose. The report lists department, encumbrance general ledger account number, employee name, contract or position number, encumbrance type, amount encumbered, amount liquidated and balance. Enter a 6 at the prompt on the above screen to select the report. The screen will pause for a few seconds and then will display: Do you wish to include records that have fully liquidated (Y/N)? Enter a Y if you want the report to include accounts that have liquidated or enter a N to exclude them from the report. The report will be spooled to the printer. (See report below.)
03-15-95
NC Community College System Payroll Encumbrance By Purpose
Page 1
Purpose 110 110 110
Encum.G/L-Acct 11*110*21100*0100*20 21*110*21100*0100*20 21*110*21800*0100*20
Name
Contract/ Position
Type G G G
G/L Acct Encumbered 3825.00 1000.00 2000.00 ---------6825.00 4000.00 1000.00 ---------5000.00
G/L Acct Liquidated 0.00 0.00 0.00 ----0.00 0.00 0.00 ----0.00
G/L Acct Balance 3825.00 1000.00 2000.00 ---------6825.00 4000.00 1000.00 ---------5000.00
Doe, Joe 0100001 Doe, Joe 0100001 Cool, J. 0200002
112 112
11*410*21520*7000*97 11*410*21530*7000*97
Smith, S. 6666666 Smith, S. 6666666
G F
14-42
Payroll Encumbrance 7 - Print Encumbrance Transaction Register
Encumbrance Transaction Register Print Employee : 10 ROGERS, KENNY Position/Contract From Date Thru Date : 99999 INSTRUCTOR : 10/01/91 : 03/18/92
Transaction Type : (ALL) Transaction Types __________________________________________________________________________ Processing Your Request.... Please Wait! One record selected. ================================================================= Enter ADJUSTMENT TYPE To Search For, <CR> ALL Adjustment Types ? Encumbrance Transaction Register Screen
The Encumbrance Transaction Register option allows you to print a report that lists encumbrance transactions. The report lists employee name, encumbrance type, encumbrance account, activity date, transaction amount, reference description and operators initials. This option is similar to the Encumbrance Transaction Inquiry option. The screen prompts you for selection criteria. The descriptions are listed below. EMPLOYEE - Enter the employee number of the employee you want to access or enter a <CR> to access and print all employees. POSITION/CONTRACT - Enter the position number, the contract number or enter a <CR> for all transactions. FROM DATE - Enter the beginning date for the transaction or enter a <CR> for todays date. THRU DATE - Enter the ending date for the transactions or enter a <CR> for todays date. TRANSACTION TYPE - Enter the transaction type or enter a <CR> for all transaction types. The valid types are BF for Balance Forward, A for Manual Adjustments or P for Auto Payroll Liquidation Transactions. After entering the appropriate responses, a report will be generated and spooled to the printer.
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 8 - Print Encumbrance Detail Activity Register
Encumbrance Activity Register Print Employee : 10 ROGERS, KENNY From Date Thru Date Encumbrance Type G/L Account : 10/01/91 : 03/18/92 : (ALL) Transaction Types : (ALL) Adjustment Types
Search By : Sort by EMPLOYEE Processing Your Request ... Please Wait! One record selected. =============================== =================================== Enter SORTING ORDER, <<CR> Employee order? Encumbrance Activity Register Screen
The Encumbrance Detail Activity Register option allows you to print a report that lists encumbrance detail transactions. The report lists employee name, encumbrance type, encumbrance account, activity date, transaction amount, reference description and operators initials. The screen prompts you for selection criteria. The descriptions are listed below. EMPLOYEE - Enter the employee number of the employee you want to access or enter a <CR> to access and print all employees. FROM DATE - Enter the beginning date for the transactions or enter a <CR> for todays date. THRU DATE - Enter the ending date for the transactions or enter a <CR> for todays date. ENCUMBRANCE TYPE - Enter the transaction type or enter a <CR> for all transactions. The valid types are D for Deductions, G for Gross or F for FICA matching. G/L ACCOUNT - Enter the general ledger account number or a <CR> for all general ledger accounts. SEARCH BY - Enter a <CR> to sort by employee, an E to sort by encumbrance type or a G to sort by general ledger account number. After entering the appropriate responses, a report will be generated and spooled to the printer.
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Payroll Encumbrance 9 - Print Encumbrance Summary Register

The Encumbrance Summary Register option allows you to print a summary register that summarizes encumbrance activity for all accounts. The register lists encumbrance type, general ledger account number, activity date, net change and posting status. This option prints the same information that is displayed in the Encumbrance Account Summary Inquiry option. Select the Encumbrance Summary Register option on the above screen by entering a 9. An INFORM statement executes and prints the report. You do not have to enter any selection criteria. A sample report is shown below.
NC Community College System Payroll Encumbrance Summary Register For The Period Ending 10-04-94 Enc-Type G/L-Account......... D2 11-110-21820-0100-00 Activity-Date 08/19/94 08/22/94 08/24/94 08/26/94 08/29/94 ** 08/19/94 08/24/94 09/06/94 ** Net-Change.... Posted Date 54.80 204.59 0.00 10.96 -204.59
Page 1
D2
11-110-21820-0100-20
1,897.66 5.48 -1,699.90
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 10 - Print Unposted GL Account Amounts
PAYROLL/PERSONNEL
ENC.RPT.MENU ***** ENCUMBRANCE REPORT MENU *****
This option allows you to print a report that lists encumbrance amounts that have not posted to general ledger accounts. The report lists the general ledger account number and the encumbrance amount. Enter a 10 at the prompt on the above screen to select the report. The screen will pause and will spool the report to the printer. (See sample report below.)
UNPOSTED ENCUMBRANCE GL TRANSACTIONS AS OF 14:55:03 10-04-94 TYPE *ACCT NUMBER.............. TOTAL. UNPOSTED D2 D2 D2 D2 D2 F F F F F F F G G *11-110-21820-0100-00 *11-110-21820-0100-20 *11-110-21820-0100-97 *11-110-21820-0300-00 *11-330-21820-0562-00 *11-110-21810-0100-00 *11-110-21810-0100-10 *11-110-21810-0100-20 *11-110-21810-0100-97 *11-110-21810-0300-00 *11-330-21810-0562-00 *11-410-21810-7000-97 *11-110-21100-0100-00 *11-110-21100-0100-10 65.76 203.24 121.00 63.68 7.80 87.98 7.65 141.53 145.35 44.45 9.95 76.50 1,150.00 100.00
14-46
Payroll Encumbrance 11 - Print A List Of Unencumbered Position Table Changes

This option allows you to print a report that lists employees whose positions have changed and need to be re-encumbered or resolved. Enter a 11 at the prompt on the above screen to select the report. The screen will pause for a few seconds and the report will be generated. (See sample report below.)
10-04-94 Reencumber/Resolve These Employees Emp #. 157 Position.. 666
Page 1
One record listed.
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 12 - Print a list of Curriculum Contracts not Encumbered
This option allows you to print a report that lists curriculum contracts that have been entered but have not been pulled over to Payroll and encumbered. Enter a 12 at the prompt on the above screen to select the report. The screen will pause for a few seconds and the report will be generated. (See sample report below.)
NON ENCUMBERED CURRICULUM CONTRACTS AS OF 14:58:42
10-04-94
CONTRACT NUMBER.... 9400030 9400031 9400032
BEG DATE END DATE 01/01/94 01/01/94 01/01/94 01/01/94 01/01/94 01/31/94
ACCOUNT NO............ ACCT AMT. 11*110*21100*0100*00 11*110*21100*0100*10 11*110*21100*0100*97 1000.00 1000.00 2000.00
CONTRACT AMT 1000.00 1000.00 2000.00
CONTRACT NUMBER.... 9400030 9400031 9400032
14-48
Payroll Encumbrance 13 - Print a list of Con Ed Contracts not Encumbered

This option allows you to print a report that lists continuing education contracts that have been entered but have not been pulled over to Payroll and encumbered. Enter a 13 at the prompt on the above screen to select the report. The screen will pause for a few seconds and the report will be generated. (See sample report below).
NON ENCUMBERED CONTINUING EDUCATION CONTRACTS AS OF 14:59:20 10-04-94 1 CONTRACT NUMBER.... 9323456 9398745 9395145 9374185 9398765 9396325 9365478 9365489 9411500 9411501 9410015 9496325 9411364 9411369 9410001 94100014
BEGIN... END.DATE 07/26/93 08/12/93 09/15/93 10/12/93 11/08/93 11/10/93 12/01/93 12/09/93 01/03/94 01/04/94 01/06/94 01/11/94 01/12/94 01/12/94 01/27/94 01/27/94 08/06/93 08/13/93 09/16/93 10/13/93 11/12/93 11/11/93 12/02/93 12/10/93 01/24/94 01/25/94 03/11/94 02/09/94 02/10/94 02/10/94 02/17/94 02/17/94
BUDGET.............. 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00 00*000*00000*0000*00
PAY.AMT... 175.00 160.00 150.00 180.00 300.00 80.00 150.00 100.00 600.00 600.00 750.00 360.00 300.00 300.00 600.00 600.00
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Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 14 - Print a List of Staff Contracts Not Encumbered
This option allows you to print a report that lists staff contracts that have been entered but have not been pulled over to Payroll and encumbered. Enter a 14 at the prompt on the above screen to select the report. The screen will pause for a few seconds and the report will be generated. (See sample report below.)
NON ENCUMBERED STAFF CONTRACTS AS OF 15:00:39

PT.STAFF.CONTRACT BEG DATE END DATE 2930176 07/01/93 07/30/93 ACCOUNT NO............ 02*605*21301*0000*00 11*510*21521*2900*21 ACCT AMT. 55.00 99.00 6.25 225.00 350.00 22.50 31.50 78.75 130.00 220.00 720.00 51.00 99.88 154.00
10-04-94
PT.STAFF.CONTRACT 2930176
CONTRACT AMT
2930182
07/01/93
07/30/93 11*510*21521*8200*19 02*605*21301*0000*00 11*510*21521*2900*21 07/31/93 02*605*21301*0000*00 11*510*21521*8200*19 11*510*21521*2900*21 11*510*21521*2900*21 11*510*21521*8200*19 02*605*21301*0000*00 02*605*21301*0000*00 11*510*21521*8200*19
581.25
2930182
2930183
07/01/93
132.75
2930183
2930185
07/01/93
07/30/93
1070.00
2930185
293 0188
07/01/93
07/30/93
255.00
2930188
14-50
Payroll Encumbrance
4 - Encumbrance Audit Menu

PAYROLL/PERSONNEL ENC.AUD.MENU ***** ENCUMBRANCE AUDIT MENU *****
1= Build The Encumbrance Audit File 2= Print the Encumbrance Discrepancy Report 3= Print the Close Out Encumbrance Discrepancy Report 4= Copy Back A Closed Out Record 5= Delete a Closed Out Record Which would you like? ( 1 - 5 )= Encumbrance Audit Menu
The Encumbrance Audit Menu displays the various options available and gives you a choice of which to perform. Enter the number corresponding to the option you want to access. If you do not want to choose an option, enter a <CR> to return to the previous menu. The options are described below. 1 - BUILD THE ENCUMBRANCE AUDIT FILE Allows you to select all of the encumbrance transaction records that are out of balance and place them into an audit file. 2 - PRINT THE ENCUMBRANCE DISCREPANCY REPORT Allows you to print the Encumbrance Discrepancy Report. The report lists the contracts that are not in balance. The report lists the employee number, contract number or position number, encumbered balance, audit amount and audit discrepancy amount. 3 - PRINT THE CLOSE OUT ENCUMBRANCE DISCREPANCY REPORT Allows you to print a report that lists encumbrance records that have been closed out and are out of balance. The report lists the employee number, contract number or position number, and summary audit amount. 4 - COPY BACK A CLOSED OUT RECORD Allows you to copy an encumbrance close out record back to the FEMPENCUM file. The close out record then must be corrected so that your encumbrance file balances. 5 - DELETE A CLOSED OUT RECORD Allows you to delete an encumbrance close out record that you copied to the FEMPENCUM file in option 4. 14- 51
Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 1 - Build The Encumbrance Audit File
======================================================================= FENCUM.AUDIT BUILD ======================================================================= File "FENCUM.AUDIT" has been cleared.
1 record found on the FENCUM.TRANS file.
The Build Encumbrance Audit File Screen allows you to select all of the encumbrance transaction records that are out of balance and place them into an audit file. The audit file is then used as an input file for option 2, which prints an audit report showing all encumbrance files that are out of balance. Execute this option only if the Display Balances From the Encumbrance Files Option (option 5 under the Encumbrance Inquiry/Display Menu) showed an out-of-balance condition. After you enter a '1' on the Encumbrance Audit Menu (previous page), the option executes without any further user input. Note on the sample screen above that one record was found in the FENCUM.TRANS file. This message simply means that one record in that file has a discrepancy. To acknowledge the message, press the <CR>.
14-52
Payroll Encumbrance 2 - Print The Encumbrance Discrepancy Report

PAYROLL/PERSONNEL ***** ENCUMBRANCE AUDIT MENU ***** ENC.AUD.MENU
1= Build The Encumbrance Audit File 2= Print the Encumbrance Discrepancy Report 3= Print the Close Out Encumbrance Discrepancy Report 4= Copy Back A Closed Out Record 5= Delete a Closed Out Record Which would you like? ( 1 - 5 )= 2
The Print Encumbrance Discrepancy Report allows you to print a report that lists the contracts that are not in balance. The report lists the employee number, contract number or position number, encumbered balance, audit amount and audit discrepancy amount. After you enter a '2' on the above menu, the process executes without any further user input. If there are no records in the audit file, then a message displays on the screen. If there are records in the audit file, then those records print on the generated report. Use the report to balance the encumbrance positions that are not correct. A sample report is listed below.
Note: Currently there is no automatic (computer) method of correcting an out-of-balance condition. You must still call the DCC support staff for assistance. This option simply prints a report that can help the DCC staff isolate and correct the problem faster.
01-11-95
ENCUMBRANCE AUDIT REPORT
EMP NO.
Contract/ Position
Encumbered Balance
AUDIT AMT...
Audit Discrepancy.
=========== -1103.41 1 record listed.
The sample report lists the encumbrance record that has a discrepancy. The Encumbered Balance column lists the balance from the FEMPENCUM file and the AUDIT AMT column lists the balance from the FENCUM.TRANS file. The Audit Discrepancy column is the difference between the two files.
14- 53
Payroll Encumbrance
185
4,413.65
5,517.06
-1103.41
Payroll Operator's Guide (Release 9.0) 3 - Print The Close Out Encumbrance Discrepancy Report
PAYROLL/PERSONNEL ***** ENCUMBRANCE AUDIT MENU *****
ENC.AUD.MENU
The Print Close Out Encumbrance Discrepancy Report allows you to print a report that lists encumbrance records that have been closed out and are out of balance. The report lists the employee number, contract number or position number, and summary audit amount. After you enter a '3' on the above menu, the process executes without any further user input. If there are no records in the audit file, then a message displays on the screen. If there are records in the audit file, then those records print on the generated report. The report is useful to the programming staff at the system office when you call for support. A sample report is listed below.
02-07-96
CLOSED OUT ENCUMBRANCE AUDIT REPORT Contract/ Position. F9501012 F9501013 P0000000 666 F9501009
EMP NO. 122 122 122 157 157
SUM.AUDIT.AMT 686.27 686.27 132.41 474.44 400.00
5 records listed.
14-54
Payroll Encumbrance 4 - Copy Back A Closed Out Record
ENC.AUD.MENU
This screen allows you to copy an encumbrance close out record back to the current file. The close out record then must be corrected so that your encumbrance file balances. When you access this screen, the process clears the system default SELECT list. The process then prompts you to "Enter Employee Number=". Enter the employee number of the record that is to be copied back. Next, enter the contract or position number of the record. The process uses the employee number and contract/position number to search the FEMPENCUM.CLOSE file. If a matching record is found, the record is copied to the FEMPENCUM file. Call the programming staff at the system office at this point to get further instructions. If no match is found, the message, "No records meeting the selection criteria found on the FEMPENCUM file", displays.
14- 55
Payroll Encumbrance
Payroll Operator's Guide (Release 9.0) 5 - Delete A Closed Out Record
ENC.AUD.MENU
This screen allows you to delete an encumbrance close out record that you copied to the FEMPENCUM file in option 4. When you access this screen, the process clears the system default SELECT list. The process then clears the close out record from FEMPENCUM. If no close out record is in FEMPENCUM, the message, "Cannot read SAVELIST 'CO.ENC'. THE RECORD WAS NEVER COPIED FROM THE CLOSE OUT FILE TO FEMPENCUM", displays. Press the [RETURN] key to acknowledge the message.
14-56
Payroll Encumbrance
Encumbrance Files
The following is a list of the files associated with the encumbrance system. CONTROL.POINT - This file has a new item (PYENC) which contains profile information on the accounts being encumbered. P.CONTRACT - This file contains Payroll Contracts (Continuing Education and Longevity) and is used by the Encumbrance system to establish employee encumbrance entries. New files: RG.CONTRACT - This file contains Part Time Curriculum Contracts. (Source document for Part Time Curriculum Contracts). PT.STAFF.CONTRACT - This file contains Part Time Staff Contracts. (Source document for Part Time Staff Contracts). RG.PTS.CONTRACT - This file contains Payroll Contracts (Part Time Curriculum and Part Time Staff Contracts). (Pay document for RG.CONTRACT & PT.STAFF.CONTRACT). FEMPENCUM - This file contains encumbrance information for each employee. FENCUM.TRANS - This file contains detail encumbrance information by transaction. FENCUM.ACTIVITY - This file contains detail encumbrance activity information for each transaction on FENCUM.TRANS. FENCUM.SUMMARY - This file contains summary encumbrance information by GL account. FEMPENCUM.CLOSE - This file contains encumbrance information for any employee encumbrance that has been closed out. FEMPENCUM.XREF - This file is an encumbrance cross reference file. It shows which positions and contracts are encumbered. CONTRACT.CHANGES - This file contains information on CE, RG and Staff contracts in which the account numbers, budget or pay amounts changed on the source document after the contract was moved to Payroll. POSTBL.CHANGES - This file contains information on positions in which the account numbers or budget changed after if was already encumbered.
END OF CHAPTER
14- 57
Payroll Encumbrance
Appendix A
Appendix A - Payroll Applications Timeline

The Steps .............................................................................................. A-2
A-1
Appendix A
Appendix A Payroll Applications Timeline

This appendix lists the sequence in which the payroll applications can be executed. It is intended to serve as a timeline or general outline. Remember that colleges have their own routines, so this is merely a broad example. Not every step will be executed during every payroll cycle.
The Steps
1. Execute the Personnel Data Entry Option (Option 1). Enter new employees Make changes to existing employees: Change employees status - terminate or activate as needed Change address if needed on paychecks
2. Execute the Enter Position Table Option (Option 9-1). Enter new positions as needed Change existing positions as needed The above steps may be repeated any time prior to a compute. If you change a position table entry after executing the compute process, you must recompute in order to get an accurate distribution for the new entry. 3. Execute the Enter Leave Table Option (Option 9-9). Enter new leave table entries as needed Modify existing leave table entries as needed 4. Execute the Enter Deductions Table Option (Option 9-5). Enter new deductions as needed Modify existing deductions (Not often needed) 5. Execute the Payroll Data Entry Option (Option 2). Enter new employees as needed Change existing employees as needed Establish encumbrances Modify deduction rates (Not often needed)
A-2
Appendix A 6. Execute the Enter Curriculum Account Numbers Option (Option 9-12). Enter the appropriate account numbers into the MAJORS file if new curriculum codes have been created 7. Verify that anyone flagged as an instructor in the position table has had their employee number placed in the FACULTY file. 8. Verify that anyone flagged as an instructor in the position table has had their faculty number placed in the COURSES file. 9. Execute the Prorate Instructors Salaries by Major Option (Option 9-11). 10. Execute the Cash Payments/Cash Adjustments Option (Option 9-7). (If needed) Print a Payroll Status Report (Option 11-5) Make cash adjustments as needed Make adjustments as needed Print a Payroll Status Report (Option 11-5)
Options 10 & 11 are executed to correct errors and are not executed in every payroll run.
11. Execute the Void Checks Option (Option 9-8). (If needed) Void checks as needed (Can be re-executed up until the final compute) 12. Enter or modify contracts. Enter Continuing Education (Coned) contracts Enter Staff contracts Enter Faculty contracts Post hours or enter pay period amounts
13. Execute the Batch Header Option (Option 3). Build headers for all payroll batches used. 14. Execute the Batch Transactions Input Option (Option 4). Enter hourly employees batch Enter leave batch Build salaried employees batch Build contract batches
15. Balance batches.
A-3
Appendix A
16. Execute the Compute Process Option (Option 6-1). 17. Execute the Backup Process Option (Option 6-2). 18. Print paychecks and do direct deposits. 19. Execute the Post G/L Transactions Option (Option 6-3). 20. Run monthly and quarterly reports.
A-4
Appendix B
Appendix B - Common Error Messages

Appendix B - Common Error Messages ................................................ B-1
B-1
Appendix B
Appendix B Error Messages
This appendix contains some of the error messages that may appear while you are using the Payroll module. The messages are listed below.
Contract Batch Building Error Messages

Note - If you encounter any of these errors you must rebuild the batch after the error is corrected. Payroll Status is Inactive The usual status of a contract is AC . This message indicates that you have changed the status on the contract to IN , which indicates that the contract is inactive. The contract will not be paid, if this is what you want then do nothing. Otherwise you must pull up the contract and change the status to active AC. Class Cancelled Or Class Cancelled And Not Approved For Payment The actual source contract in the Continuing Education module has a status of CA, which indicates that the class has been cancelled. New revisions to the software will let you approve this contract for payment. If you do not wish to pay this contract, then you need to do nothing. Class Status Does Not Match System Default Class Status Or Override Class Status The class status on the source contract in the Continuing Education module does not match the default class status of the contract to be paid. With this status you have two options on the payroll contract, you can enter a carriage return and the system will plug in the default class status. This default class status is usually RE or . Usually you will see this message if your default class status is RE and the contract in the Continuing Education module has no registrations on it. Often this is because the contract has been issued for a co-instructor and there will be no registration on that contract. If this is the case, then you would want to enter a override class status of . Budget Met or Exceeded Each time a contract is paid the amount paid on the contract is increased by the amount paid for that pay period. This message tells you that you are attempting to pay a contract for more that the budget that was entered for that contract. If the contract should be paid then you need to increase the budget for that contract and re-batch. B-2
Appendix B Hourly Rate Specified And Number Of Hours Worked Not Entered You have two ways to pay a contract, by pay period amounts or by hours worked and hourly rate. If you are paying the contract by pay period amounts then you want to blank out the hourly rate and not enter any hours worked. This message tells you that you still have an hourly rate and no hours worked. You need to take out the hourly rate or you need to enter the hours worked. No Pay Amount Or Hourly Rate Specified There is nothing in the monthly pay amount and nothing in the hourly rate, therefore the system has no way of telling what to pay this employee. Hourly Rate And Projected Hours Exceeded Or Will Be Exceeded The number of hours is determined by taking the amount paid and dividing it by the hourly rate and adding the number of hours worked. If this amount is greater than the projected hours then you will see this error message. Budget Will Be Exceeded If Individual Paid As Specified If the total amount paid + the amount paid on this payroll is greater than the budget specified for this contract. If this is not an overpayment on this contract then you will need to increase the budget for this contract to eliminate the error message.
Payroll Compute Transaction Posting Error Messages

Batch Has Bad Contents Code of ?? Not Posted Somehow a batch has been created with a batch code other than H, O, L, F or S. This should not happen, call your system administrator for further investigation. Employee Not On Deduction Master A batch contains an employee who is not set up for computation in this compute. First determine that this employee is to be paid this month, if yes then make sure he has the correct pay cycle. This error is often seen when an employee is in a leave batch, but is not being paid this month because they are on leave.
B-3
Appendix B
Payroll Operator's Guide (Release 8.7) Employee Not On Personnel Master Employee Not on Pay Master You will not generally see these messages during your transaction posting, unless something is seriously broken. Usually, you will get the EMPLOYEE NOT ON DEDUCTION MASTER before you will see these messages. Employee With Rate Of 0.00 And No Pay Entered - Employee Not Posted Employees regular rate on PERMST (via payroll data entry ) is set to zero and there are not additional types of payments, such as special pay, adjustment to gross or contract pay. Employee Not Coded For This Deduction The employee is in a one time deduction batch and they are not setup for that deduction. There is no deduction code that matches in the DEDMST file (via payroll data entry). Invalid Leave Adjustment Type The employee is in a leave batch and does not have a V or S leave type in the record. Generally this should not happen. Record Count Not Equal The total records in the batch header record does not match the total number of records actually in the batch.
Payroll Compute Calculation Errors

Employee With No Pay Cycle In Master File - Employee Not Paid The employees pay cycle is either missing or invalid. You should not usually encounter this message. *** WARNING *** No Pay For ACTIVE Employee The employee has a status of ACTIVE , they do not have payroll transactions of any kind. The ***WARNING*** means that you should evaluate the problem, but if it is legitimate that the employee not be paid then you can ignore the message. This often occurs when you are running two payrolls (local and state) and you leave employees active that may not be in one of those payrolls.
B-4
Appendix B ***WARNING** Employee With Hrs/Units And No Pay Entered.... Employee Not Paid And No Hours Reported The employee has a regular rate of zero and does not have special pay, contract pay or an adjustment to gross, yet they have hours entered in the PAYMST hours field. *** ERROR*** Instructor Has No Record In P.INSTRUCTOR File .... Employee Not Paid The employee is in an instructional position, but has no P.INSTRUCTOR record. The lack of the P.INSTRUCTOR record is usually tied back to an error in the Proration by major process. *** ERROR *** Instructor Has No Percentage In The P.INSTRUCTOR File .... Employee Not Paid This error usually occurs when you have put an employee in an instructional position,but you have put no percentage the Proration by major field in payroll data entry. *** WARNING *** Employee Has Been Terminated And Will Not Be Paid The employees payroll status is a T, indicating that they have been terminated. Occasionally, a terminated employee will get into a batch and have transactions process. Check your batch listing and remove the employee from the batch if they should not be paid. If the employee should be paid then change their payroll status to ACTIVE. You can ignore the warning and the employee will be skipped *** WARNING *** Employee Is On Leave But Will Be Paid The employee has a payroll status of L, but they have payroll transactions. If you do not want to pay this employee then you must change their status to terminated. Deduction On File Is Invalid The employee has a deduction code that is not found on the DEDMST file. The only way that this can usually happen is that a record was somehow deleted from the DEDMST file. *** *** *** *** WARNING **** Automatic Employee MEDI Adjustment Exceeds $1.00 WARNING **** Automatic Employer Medi Adjustment Exceeds $1.00 WARNING *** Automatic Employer FICA/MEDI Adjustment Exceeds $1 .00 WARNING *** Automatic Employee FICA/MEDI Adjustment Exceeds $1.00
The compute process takes the employees year to date FICA pay and uses it as a means of estimating what the current FICA should be. If the compute finds more than $1.00 difference, the system assumes that the employee has underpaid FICA at some point in the calendar year and attempts to make the adjustment on this compute. This error is most often seen on part-time employees who may be FICA exempt during part of their employment because they were students. Also look for cash adjustments that may have been incorrectly entered. B-5
Appendix B
Payroll Operator's Guide (Release 8.7) Regular FICA Deduction Exceeds Net Pay One-Time FWT Exceeds Net Pay One-Time SWT Exceeds Net Pay Vol Deduction For XX Exceeds Net Pay All of these messages indicate that the employee net is too low to cover that particular withholding. Bad Deduction Code In DEDMST For Emp Somehow the system has let you set an invalid deduction code for an employee. This normally should not happen. This message may indicate that a deduction code may have been deleted from the DEDTBL file. Again this is a situation that should not happen. DEDMST Record Missing In Totals File PAYMST Record Missing In TOTWRK File The compute has attempted to update the control total records and the records are not on file. This is one of those error messages that will not occur unless someone has deleted a record they should not have or your access control has changed.
Payroll Compute Audit Section

** WARNING ** Employee With PERWRK Record And No PAYWRK Record ** WARNING ** Employee With PERWRK Record And No DEDWRK Record ** WARNING ** Employee With PERMST Record And No PAYMST Record ** WARNING ** Employee With PERMST Record And No DEDMST Record For some reason one of the three payroll files for an employee is missing.
B-6
Appendix C
Appendix C - Payroll Support Files

The Files ................................................................................................ C-2
C-1
Appendix C
Appendix C Payroll Support Files
This appendix lists the files that the payroll application uses.
The Files
ACTCDE The ACTCDE file contains action codes that are used by the Position History Maintenance option. Currently most colleges are not using this feature. The ACTCDE file is maintained using menu option (9-3) ENTER CODE TABLES. BRANCH The BRANCH file contains the branch number. The branch number is used to indicate whether the employee works on the main campus or a satellite campus. There is no requirement that there be more than one branch number. Even if the college has satellites it will not cause a problem if you only have the one branch number. The BRANCH file is maintained using menu option (9-3) ENTER CODE TABLES. The use of multiple branches can provide you with additional flexiblity in constructing leave table entries. CATEGORY The CATEGORY file contains the valid employment categories for your institution. This file is rarely changed and must be maintained using the Information Editor or the Modify verb. Valid Categories are: P - Part-time F - Full-time T - Temporary
C-2
Appendix C
CONTROL.POINT This file contains various records that help track payroll information. ENC.FLAG - If this flag is set to 1 you are set up for encumbrance. When you are set up for encumbrance, employees will have the encumbrance screen displayed if their individual encumbrance flag is set to Y. COMPUTING CYCLE The CYCLE file contains the valid pay cycles and their respective pay frequencies for your institution. This file is rarely changed and must be maintained using the Information Editor or the Modify verb. Some suggested cycles are: CYCLE P F M X S W DDPARM The DDPARM file contains parameters that are needed by the Direct Deposit portion of se parameters are usually set up when your institution goes on direct deposit and there is rarely a need to change them.. The parameters are stored in DDPARM in records named USER and SYSTEM. The file can be maintained using menu option (13-5) MAINTAIN DEPOSIT PARAMETERS. DEPT The DEPT file contains the valid department numbers for the institution. The DEPT file is actually the SYSGL6 file in CC.GL. This file cannot be maintained from the payroll module. DEDTBL The DEDTBL contains the information for each deduction that you have in the payroll system. Each deduction must have its own unique deduction code. These deduction codes are then put into each employees payroll record. The deduction table is maintained using menu option (9-5) ENTER DEDUCTION TABLE. C-3 DESCRIPTION Part-time Full-time Monthly Monthly-special Semi-monthly Weekly FREQUENCY 12 12 12 12 24 52
Appendix C
Payroll Operator's Guide (Release 8.7) In addition to providing exemption information, the deduction table also provides account code information and information for the closeout checks for that deduction. When the DEDTBL entry is created it also creates a record in the CLSOUT.CHKS file. E.STATUS The E.STATUS file contains the valid employment statuses. This file is rarely changed and must be maintained using the Information Editor or the Modify verb. Valid Statuses are: A - Active F - Final Pmt L - Leave R - Rehire N - New employee T - Terminated
ENC.PROFILE The ENC.PROFILE file contains the information about the types of accounts that are subject to encumbrance. The Payroll Encumbrance Profile Maintenance is accessed through menu option (14-9). The encumbrance profile very rarely needs maintenance after the initial setup.
JBLCLS The JBLCLS file contains a list of valid Job Classes. The codes in the JBLCLS file should correspond to the Staff Information job classes. The JBLCLS file is maintained using menu option (9-3) ENTER CODE TABLES.
LEAVE The LEAVE file contains employees leave accrual information. The leave accrual records have a key of JOBCLASS*PAYCODE*BRANCH. Vacation and Sick leave are on separate screens below. The leave table is maintained using menu option (9-9) ENTER LEAVE ACCRUAL TABLE. MAJORS The MAJORS file is updated from the payroll office to provide account code information that will later be used by the payroll during the proration by major process. Payroll menu option (912) ENTER CURRICULUM ACCOUNT NUMBERS allows you to assign account code information to individual majors as needed.
C-4
Appendix C MS The MS file contains the valid Marital Statuses for tax purposes. This file is rarely changed and must be maintained using the Information Editor or the Modify verb. Valid Marital Statuses are: M Married S Single H Head of Household Q Qualifying Widow(er)
PAY.CODE The PAY.CODE file contains the valid paycodes. This file is rarely changed and must be maintained using the Information Editor or the Modify verb. Valid Pay Codes are: H - Hourly S - Salary N - Non-Exempt (DO NOT USE)
POSTBL The POSTBL file contains all of the positon numbers for your institution. The position table contains the account code information by which an employees gross salary information is distributed for expense purposes. The POSTBL file is maintained using menu option (9-1) ENTER POSITION TABLE.
PYBANK The PYBANK file contains the valid bank numbers for your institution. This file is rarely changed and is maintained using menu option (9-6) ENTER PYBANK NUMBERS. The bank numbers should correspond to State, Local and Special funds. 0 Institutional 1 State 2 Local
C-5
Appendix C
PYGLTABLE The PYGLTABLE file contains the General Ledger information for the various cost and deductions associated with the payroll system. This file is accessed usually in two cases. You will use this file to set up the entries such as FICA, federal taxes and gross pay. This type of setup is normally done when the payroll system is installed and usually does not need to be done after that. This file is also used if you need to change account code information that is associated with a particular deduction code. The PYGLTABLE is maintained using menu option (9-4) ENTER PYGLTABLE.
RACE The RACE file contains the valid race codes to be used in payroll and personnel system. These codes should be the same as the valid Federal race codes. This file is rarely changed and is maintained using menu option (9-3) ENTER CODE TABLES. Valid Race Codes are: 1 2 3 4 5 White-non-Hispanic Black-non-Hispanic Indian/Alaskan Hispanic Asian/Pacific Islander
STAX The STAX file contains the state tax record for North Carolina. The NC record contains the tax table for North Carolina as well as the taxable wage base for unemployment. This record will be updated by a release sent from DCC. TOTALS This file contains various records that keep track of information for the payroll. CSTATUS.DEFAULT TAX.METHOD CE.INTERFACE MNEMONICS CONSTANTS INFO PERMST PAYMST DEDMST C-6

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PAYROLL OPERATOR'S GUIDE

February 1996 Release 9.0

2 Payroll Data Entry ..................................................... 2-1

3 Batch Header Maintenance .......................................... 3-1

Payroll Operator's Guide

4 Batch Transactions Input ..............................................4-1

5 Batch Balancing ............................................................5-1

6 Payroll Compute And Reports ......................................6-1

7 Print Personnel Reports ............................................... 7-1

8 Print Payroll System Reports ....................................... 8-1

Payroll Operator's Guide

9 Miscellaneous Payroll Processes .................................. 9-1

10 Print Payroll File Reports ....................................... 10-1

11 Print Special Payroll Reports ................................... 11-1

12 Payroll Calculator .................................................... 12-1

13 Direct Deposit Master Menu .....................................13-1

Payroll Operator's Guide

14 Payroll Encumbrance .............................................. 14-1

Appendix A Payroll Applications Timeline .....................................A-1

B Error Messages ............................................................ B-1

C Payroll Support Files ...................................................C-1

About This Manual

About This Manual

About This Manual

Chapter 9 explains the Miscellaneous Payroll Processes Option.

Batch Id. The..

Enter a '1' and press <CR>.

Words in boxes are marked for emphasis.

NOTE: CALL DCC BEFORE...

Enter an 'S' to (S)ave

Payroll Operator's Guide (Release 8.7)

ENTER SELECTION = Master Menu Screen

Personnel Data Entry

Personnel Data Entry

Personnel Data Entry

Payroll Operators Guide (Release 9.0)

Accessing the Personnel Data Entry Option

Personnel Data Entry

Personnel Data Entry

Payroll Operators Guide (Release 9.0)

01-10-96 ............... 150275.13 9567.00 5000.00 ======== 164842.13

Personnel Data Entry

Payroll Operators Guide (Release 9.0)

Personnel Data Entry

Personnel Data Entry

Payroll Operators Guide (Release 9.0)

Personnel Data Entry

Personnel Data Entry

Payroll Data Entry

Payroll Data Entry

Payroll Data Entry

Payroll Operator's Guide (Release 9.0)

Accessing the Payroll Data Entry Option

Payroll Data Entry

STANDARD HOURS: PAY RATE: 3500.000

Payroll Data Entry

Payroll Data Entry

Payroll Operator's Guide (Release 9.0)

6% 90.12 50.05 1.00 10.00 10.00

10.96% 144.60 10.00 25.00

Payroll Data Entry

Payroll Operator's Guide (Release 9.0)

* BATCH TRANSACTIONS INPUT *