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WebAdvisor for Colleague HR

Reissued Manual as of May 6, 2011
This is a new edition of the WebAdvisor for Colleague HR manual. It replaces the previous edition dated August 11, 2010. This edition includes information about the new capability for institutions to provide T4 slips online to employees who consent to access their T4s online. The T4 slips are available in a printable PDF format that is compliant with the Canada Revenue Agency. This software was delivered with the software update SU54983.59-1805.

The Primary Changes Made
Section
Setting Up T4 PDFs Online

Pages
189 – 212

Changes Made
New chapter with information and procedures for making T4 slips available online to consenting employees. These T4 slips are provided in a printable PDF format that is compliant with the Canada Revenue Agency (CRA). Notes: • Associated information is also included in the May 6, 2011, edition of the Canadian Regulatory Reporting manual. • This new chapter replaces the chapter “Setting Up T4 Slips,” which was removed from this manual.

Setting Up Pay Advice Online Setting Up W-2 PDFs Online

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An Alert was added to provide information about securing web pages for institutions that are using Do Only These security. This issue was reported in AnswerNet document 56152.67.

Colleague® HR

WebAdvisor for Colleague HR
Release 18 May 6, 2011

For last-minute updates and additional information about this manual, see AnswerNet page 4532.

WebAdvisor for Colleague HR
© 2011 Datatel, Inc.
All Rights Reserved The information in this document is confidential and proprietary to and considered a trade secret of Datatel, Inc., and shall not be reproduced in whole or in part without the written authorization of Datatel, Inc. The information in this document is subject to change without notice. Colleague and ActiveCampus are registered trademarks of Datatel, Inc. ActiveAlumni, ActiveAdmissions, MOX, and ILP are trademarks of Datatel, Inc. Other brand and product names are trademarks or registered trademarks of their respective holders. Datatel, Inc. 4375 Fair Lakes Court Fairfax, VA 22033 (703) 968-9000 (800) DATATEL www.datatel.com

5 . Inc.Table of Contents 11 13 13 13 14 14 Introduction About This Manual Who Should Read This Manual What This Manual Covers How This Manual Is Organized Where to Find More Information 15 15 16 16 21 22 About WebAdvisor In This Chapter WebAdvisor Overview WebAdvisor Forms and Menus Customizing WebAdvisor 23 25 25 Colleague HR Workflow Setup Colleague HR Workflows Overview In This Chapter 27 27 27 28 31 32 37 37 37 38 39 40 Setting Up Total Compensation In This Chapter System Requirements Before You Begin Understanding the Total Compensation Workflow Total Compensation Statement Form Employees Paid by Stipends When All Pay Is by Stipend When Some Pay Is by Stipend Including Stipend Amounts in Total Compensation Using Colleague to Generate the Total Compensation Statement Procedure for Generating an Employee’s Statement in Colleague WebAdvisor for Colleague HR. 2011 © 2011 Datatel. May 6.

Inc. 2011 © 2011 Datatel. . May 6.Table of Contents 41 42 43 43 44 46 46 47 49 50 53 Setting Up the Human Resources Module Before You Begin Defining an Annual Pay Class Noteworthy Fields on the PCLS Form Procedure for Defining an Annual Pay Class Defining an Annual Pay Cycle Noteworthy Fields on the PCYL Form Procedure for Defining an Annual Pay Cycle Setting Up the Parameters Fields on the TCSP Form Procedure for Setting Up Parameters 55 55 55 56 59 60 61 62 67 72 73 75 76 76 77 83 84 84 86 88 90 90 92 94 97 99 100 102 Setting Up Time Entry and Approval In This Chapter System Requirements Before You Begin Understanding Time Entry and Approval Employee Time Entry The Time Entry Forms Detail Form Summary Form Supervisor Approval Determining Who Approves an Employee’s Time Entry Approving a Time Entry Rejecting a Time Entry Modifying an Employee’s Time Entry The Approval Forms Relationship to Colleague’s Time Card Entry (TCDE) Form Viewing Time History The Draft and Final Records Time History for the Employee Employee History (for supervisors) Reporting Capabilities Available in Colleague Time Entry/Approval Status Report Time Entry Overtime Report Employee Time Not Paid Report Time Entry History Report Recalc Temporary Comp Balance Report Understanding the RTCB Process Example of the Recalc Temporary Comp Balance Report 6 WebAdvisor for Colleague HR.

Inc. 2011 © 2011 Datatel. May 6. 7 .Table of Contents 103 103 105 106 107 108 108 110 112 114 116 117 117 119 121 121 123 123 125 125 127 127 128 134 135 136 Setting Up the Human Resources Module Summary of the Setup Tasks Setting Up Earnings Type Groups Defining an Earnings Type Group Implications of Entering Regular Time as Other Time Setup for Entering Overtime for the Previous Pay Period Procedure for Defining Earnings Type Groups Assigning an Earnings Type Group to Positions Procedure for Using the TEEG Process to Assign or Delete Earnings Type Groups Assigning the Time Entry Form to Positions Procedure for Using the TEFA Process to Assign or Delete a Time Entry Form Setting Up Leave Plans and Leave Types Assigning Earnings Types to Leave Plans Distinguishing Types of Leave Allowing Negative Leave Setting Up Earnings Differential for Shift Time Assigning Supervisors At the Employee Level At the Position Level Setting Up Email Addresses Setting Up the Payroll Module Setting Up Time Entry and Approval Parameters Important Fields on the TEAP Form The TEAP and TCTP Forms Important Fields on the TCTP Form Troubleshooting 137 137 137 139 139 140 140 140 141 141 Setting Up Pay Advice Online In This Chapter Before You Begin Tasks to Set Up Colleague for This Workflow System Requirements Understanding the Pay Advice Online Workflow Files Used Criteria That Determines If Advices Are Available for Viewing How Pay Advice Data is Stored in Colleague When Advices Are Available for Viewing Online WebAdvisor for Colleague HR.

Table of Contents 142 142 142 143 144 145 147 148 149 151 152 153 155 157 158 159 160 160 162 163 164 166 Implications of Choosing to View Advices Online When All Pay Is Deposited Directly When Some or No Pay Is Deposited Directly When Colleague Prints Paychecks and Advices WebAdvisor Forms for the Pay Advice Online Workflow View Pay Advices (For Administrators) Form Pay Advices Form Previous Year Pay Advices Form Pay Advice Form Customizing the Web Advices Online Web Form Setting Up Colleague to Store Custom Data Defining the Parameters That Control When Pay Advices Can Be Viewed Fields on the PASP Form Procedure for Defining the Parameters That Control When Advices Are Viewed Setting Up Employees to View Advices Online For One Employee Procedure for Setting Up One Employee to View Advices Online For a Group of Employees Fields on the AVPA Form Procedure for Setting Up a Group of Employees to View Advices Online Setting Up Administrators to View Advices Online Procedure for Setting Up an Administrator to View Advices Online 167 167 168 168 171 171 172 172 172 173 174 175 Setting Up W-2 PDFs Online In This Chapter System Requirements Before You Begin Understanding the W-2 PDF Workflow Who Can View W-2s Online The W-2 That Is Created Number of Copies Provided Handling Overflow Data Criteria That Control Whether W-2s Are Available Printing Capabilities Incorporating Communications Management 8 WebAdvisor for Colleague HR. 2011 © 2011 Datatel. May 6. . Inc.

May 6.ADMIN Security Class Procedure for Setting Up Administrators Additional Criteria for Printing T4s 213 Index WebAdvisor for Colleague HR. 9 .ADMIN Security Class Procedure for Setting Up Administrators Additional Criteria for Printing W-2s 189 189 190 190 193 193 194 194 194 195 196 197 197 197 199 201 202 204 205 206 207 209 210 211 212 Setting Up T4 PDFs Online In This Chapter System Requirements Before You Begin Understanding the T4 PDF Workflow Who Can Access T4s Online The T4 That Is Created Number of Copies Provided Multiple T4s for One Employee Criteria That Control Whether T4s Are Available Printing Capabilities Incorporating Communications Management The WebAdvisor Forms T4 Electronic Consent T4 Slips T4 (For Administrators) File Used Forms Used Setting Up Parameters for T4s Online Fields on the T4SP Form Procedure for Setting Up Parameters Setting Up Administrators to View Employees’ T4s Online About the WEBPR. Inc. 2011 © 2011 Datatel.Table of Contents 176 176 177 179 180 181 183 184 185 186 187 187 188 The WebAdvisor Forms W-2 Electronic Consent W-2 Statements W-2 (For Administrators) File Used Forms Used Setting Up Parameters for W-2s Online Fields on the W2SP Form Procedure for Setting Up Parameters Setting Up Administrators to View Employees’ W-2s Online About the WEBPR.

Table of Contents 10 WebAdvisor for Colleague HR. . Inc. 2011 © 2011 Datatel. May 6.

WebAdvisor for Colleague HR Introduction .

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2011 © 2011 Datatel. May 6. 13 . generate payrolls. processing payrolls. modify and maintain existing tax and benefit information. WebAdvisor for Colleague HR. What This Manual Covers This manual describes the basic design of Colleague HR WebAdvisor. This group of people includes staff at your institution who manage direct deposit records. or maintaining records that are used in payroll processing should become familiar with the procedures and concepts presented here. update employee time information. It includes descriptions of the HR WebAdvisor workflows and the procedures for implementing them at your institution. Also. System administrators and web masters will use WebAdvisor to provide immediate and secure web access to important Colleague information. and void and reconcile paychecks and advices. Inc. anyone who administers Datatel web solutions at your institution should read this manual. or is responsible for benefits administration.Introduction About This Manual Who Should Read This Manual Anyone who works with.

Reference AnswerNet page 4532 Online help Guide to User Interfaces manual The Frequently Asked Questions (FAQ) Web pages in WebAdvisor Help pages in WebAdvisor WebAdvisor Installation and Administration manual Your system administrator WebAdvisor Installation and Administration manual Using Benefit Enrollment Online manual Information about setting up and using Benefit Enrollment Online 14 WebAdvisor for Colleague HR. Table 2 lists other sources of information that could be helpful. Performing basic functions (such as accessing forms. Provides procedures for setting up workflows in Human Resources. and accessing online help) using each of the Datatel interfaces. Table 1: Parts in this Manual Part “Introduction” “Colleague HR Workflow Setup” Description Provides information about this manual and its organization. Process IDs and mnemonics for each HR WebAdvisor form.Introduction: About This Manual How This Manual Is Organized Table 1 lists the parts of this manual. General information available to WebAdvisor users about WebAdvisor. Inc. Table 2: Additional Sources of Information Information Last-minute updates and additional information about this manual. Detailed information about each Envision form and field used in setting up HR WebAdvisor workflows. Where to Find More Information This manual provides procedures for implementing HR WebAdvisor workflows. 2011 © 2011 Datatel. Information available to WebAdvisor users about specific WebAdvisor forms. May 6. For a list of documented workflows in “Colleague HR Workflows Overview” on page 25. and an overview of WebAdvisor. entering data. . Information about general installation and administration of WebAdvisor.

Inc. Table 3 lists the topics covered in this chapter.Introduction About WebAdvisor In This Chapter This chapter provides an overview of the WebAdvisor pages and menus. 2011 © 2011 Datatel. 15 . Table 3: Topics in this Chapter Topic WebAdvisor Overview Page 16 WebAdvisor for Colleague HR. May 6.

This link changes dynamically depending on whether the user is currently logged in to WebAdvisor or logged out of WebAdvisor. to the Admission Status page. WebAdvisor consists of the forms and supporting infrastructure that enable you to extract and deliver information from the database to web users’ desktop browsers. These links include:  Change Password. including the following:  A main menu (home page). Figure 1 on page 18 shows the main menu and selected submenus as delivered with WebAdvisor.Introduction: About WebAdvisor WebAdvisor Overview WebAdvisor is an interactive web application that enables web users to view their individual information contained in your institution’s Colleague databases. Your institution can also intersperse the WebAdvisor forms with other forms that you create to provide a complete web presence that achieves your institution’s functional and strategic goals for web use. Your institution can customize WebAdvisor to harmonize with the colors. faculty. . and advancement officers. as shown in Figure 3 on page 20. vendors. advisors. alumni.  Submenus: one each for applicants. to the applicants menu. May 6.  Log In/Log Out. 16 WebAdvisor for Colleague HR. Figure 2 on page 19 shows an example navigation path that might be used by an applicant who wants to check on the status of an admissions application. students. WebAdvisor Forms and Menus WebAdvisor consists of webpages and the menus that help users to navigate through those pages. fonts. Inc.  Help for the webpages. employees.  Links that are available from each of the submenus. The header on each page includes a standard set of links. The applicant can navigate from the main menu. This link will take the user to the Change Password form. and organization of your institution’s existing website. 2011 © 2011 Datatel.

This link will be specific for each constituency. the student constituency will have a Students Menu link. 2011 © 2011 Datatel.  Contact Us. Inc. as shown in Figure 3 on page 20. This is a hyperlink that can be customized by your system administrator to link to any page or site. Returns the user to the main menu. 17 . Returns the user to their constituency menu.WebAdvisor Overview The footer on each page includes a standard set of links.  Constituency Menu. These links include:  Main Menu. WebAdvisor for Colleague HR. For example. May 6.

Inc.Introduction: About WebAdvisor Figure 1: WebAdvisor Main Menu and Selected Submenus Employees menu Main menu Students menu Alumni and Friends menu Faculty menu 18 WebAdvisor for Colleague HR. . May 6. 2011 © 2011 Datatel.

May 6. 19 .WebAdvisor Overview Figure 2: Example Navigation Path in WebAdvisor Main menu Students menu Transcript Request Status page WebAdvisor for Colleague HR. Inc. 2011 © 2011 Datatel.

Introduction: About WebAdvisor

Figure 3: Web Pages Accessed From the Header and Footer

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WebAdvisor Overview

Customizing WebAdvisor
While WebAdvisor can be used as delivered by Datatel, you might want to customize the content and appearance. Talk to your system administrator and web administrator about the many options available for customizing WebAdvisor. Information about customizing WebAdvisor can be found in the WebAdvisor Installation and Administration manual.

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Introduction: About WebAdvisor

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WebAdvisor for Colleague HR

Colleague HR Workflow Setup

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and whether the workflow is part of the base product or optional. Inc. the page number where information for that workflow begins. Table 4 lists the workflows. Table 4: Workflows Described within This Part Workflow Total Compensation Time Entry and Approval Pay Advice Online W-2 Statements in PDF Format T4 Slips in PDF Format Page 27 55 137 167 189 Base/Optional Base Optional Base Base Base Note: Information about Benefit Enrollment Online is available in the Using Benefit Enrollment Online manual. 25 . which are described within this part of the manual.Colleague HR Workflow Setup Colleague HR Workflows Overview In This Chapter This chapter provides a reference to the setup procedures for WebAdvisor workflows in Colleague HR. WebAdvisor for Colleague HR. May 6. 2011 © 2011 Datatel.

Inc. May 6. .Colleague HR Workflow Setup: Colleague HR Workflows Overview 26 WebAdvisor for Colleague HR. 2011 © 2011 Datatel.

 Use the Payroll module in Colleague HR. your institution must meet all of the following system requirements:  Use the Human Resources (PE) module in Colleague HR. Inc. May 6. Table 5 lists the topics that are covered in this chapter. 2011 © 2011 Datatel. 27 . For current information about supported software. Table 5: Topics in This Chapter Topic System Requirements Before You Begin Understanding the Total Compensation Workflow Using Colleague to Generate the Total Compensation Statement Setting Up the Human Resources Module Setting Up the Parameters Page 27 28 31 39 41 49 System Requirements In order to use the Total Compensation workflow.Colleague HR Workflow Setup Setting Up Total Compensation In This Chapter This chapter describes the forms used in the Total Compensation workflow and explains how to set up Colleague HR to implement this workflow. see the Product Certifications and Cessations page on Datatel’s client website. WebAdvisor for Colleague HR.

Colleague HR Workflow Setup: Setting Up Total Compensation

Before You Begin
Table 6 lists the decisions to make and the tasks to perform before you begin to set up the Total Compensation workflow.
Table 6: Prerequisites for Setting Up the Total Compensation Workflow Prerequisite
Delegate the setup tasks outlined in this table to the appropriate departments as needed. Add the following forms to an HR privileged security class that is set up and maintained by your institution: • Total Compensation Statement (WTCS), which displays both the employer’s and employee’s costs for benefits/deductions and tax benefits. • WBHRI011A, which displays only the employer’s cost for benefits/deductions and tax benefits. Determine the groups of employees, if any, that should have access to this workflow or that should be prevented from using it. For example, it might be appropriate for only full-time employees to use this workflow or for student and temporary employees to be prevented from using it. A rule that you enter on the Total Compensation Parameters (TCSP) form controls access to this workflow. For information about the parameters, see “Setting Up the Parameters” on page 49. Determine which codes in the following categories should be included on the Total Compensation Statement: • Benefits/deductions • Tax benefits Typically, you would include the following: • Only the benefit/deduction codes that are meaningful to employees, rather than those that are used solely for administrative purposes. • Only those tax codes that pertain to employee benefits—such as workers’ compensation or the Canada Pension Plan—and only those with costs that are either employer-paid or shared between employer and employee. These codes are entered on the Total Compensation Parameters (TCSP) form. For information, see “Setting Up the Parameters” on page 49. Compile a list of “free” benefits, such as tickets or parking, that your institution provides employees but that are not defined as a benefit/deduction. The Total Compensation Statement provides a place to remind employees of these benefits. These benefits are entered as text on the Total Compensation Parameters (TCSP) form. For information, see “Setting Up the Parameters” on page 49. If these forms are not made secure in some way, then anyone with access to Colleague could generate a Total Compensation Statement for any employee.

Comments

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WebAdvisor for Colleague HR, May 6, 2011 © 2011 Datatel, Inc.

Before You Begin

Table 6: Prerequisites for Setting Up the Total Compensation Workflow (cont’d) Prerequisite
With your IT staff, review the following Datatelprovided subroutines to determine if they must be customized to meet your institution’s needs: • S.CALC.BASE.SALARY, which provides the estimated, annualized base pay for the employee’s current primary position. • S.CALC.TOTAL.COMPENSATION, which calculates the employee’s total compensation.

Comments
The names of the subroutines are entered on the Total Compensation Parameters (TCSP) form. For a brief description of these subroutines, see “Base Pay Subroutine” on page 52 and “Total Compensation Subroutine” on page 52. For technical information about these subroutines, see Tech Doc Online, which is available from the Documentation page of Datatel’s client website. (A login and password are required to access this portion of the website.) Making this change ensures that annual amounts are calculated, instead of pay period amounts.

With your IT staff, revise any custom subroutines that return pay period amounts to Colleague so that they check the argument PPD.RECORD.TYPE. If PPD.RECORD.TYPE is equal to “T,” return the annual amount; otherwise, return the pay period amount. Define a pay class and a pay cycle that each have an annual frequency of payment.

This pay class and pay cycle are used to calculate the annualized amounts that are displayed on the Total Compensation Statement. For information about defining these codes, see “Defining an Annual Pay Class” on page 43 and “Setting Up the Parameters” on page 49. These codes are entered on the Total Compensation Parameters (TCSP) form. For information, see “Setting Up the Parameters” on page 49.

Determine whether you want the WebAdvisor Total Compensation Statement form to display the employee’s share of the costs.

Two WebAdvisor forms are available: • WBHRI011 displays both the employer’s and the employee’s costs for benefits/deductions and tax benefits. • WBHRI011A displays only the employer’s cost for benefits/deductions and tax benefits. Note: Regardless of the WebAdvisor form that you choose, the Colleague form that is available to your HR staff displays both the employer’s and employee’s costs.

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Colleague HR Workflow Setup: Setting Up Total Compensation

Table 6: Prerequisites for Setting Up the Total Compensation Workflow (cont’d) Prerequisite
Review the help for the WebAdvisor Total Compensation Statement form to ensure that it reflects your institution’s criteria for the following: • Components of an employee’s base pay. • Information displayed on the Total Compensation Statement form.

Comments
The help text for the WebAdvisor Total Compensation Statement forms is stored in the following process IDs: • WBHRI011, which displays both the employer’s and employee’s costs. • WBHRI011A, which displays only the employer’s costs. Use the Process/Field Help Definition (HLP) form to view these records. For more information on the HLP form, see WebAdvisor Installation and Administration manual.

Review the text that is displayed at the top of the WebAdvisor Total Compensation Statement form and make any changes necessary.

To edit the text, use the Miscellaneous Text (MTXT) form to edit the TOTALCOMP record. See the WebAdvisor Installation and Administration manual for information. To remove the text from the form, use the Web Form Parameter Maint (WFPM) form and remove the TOTALCOMP record from the process. See the WebAdvisor Installation and Administration manual for more information about the WFPM form.

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Understanding the Total Compensation Workflow

Understanding the Total Compensation Workflow
Employees can use the Total Compensation workflow to generate a statement of the estimated, annualized value of their total compensation.
Note: Although this workflow is intended to show the estimated value of the employee’s current compensation, it can also be used to show what the estimated value would be if the employee were in a position that paid a different amount.

The Total Compensation workflow includes the form listed in Table 7.
Table 7: WebAdvisor Form in the Total Compensation Workflow Form
Total Compensation Statement

Purpose
View the estimated value of the total compensation provided by the institution. These values are based on the estimated, annualized pay entered on this form.

Comments
The default pay is an estimate of the annualized pay for the employee’s primary position. The process that calculates the values of the employee’s total compensation assumes that all of the employee’s annual pay is used to calculate all benefit costs. Two versions of this form are available: • WBHRI011 displays both the employer’s and the employee’s costs for benefits/deductions and tax benefits. • WBHRI011A displays only the employer’s cost for benefits/ deductions and tax benefits.

Using the estimated annual pay entered on the Total Compensation Statement and the parameters that are defined by your institution, Colleague runs an annual payroll to calculate the estimated, annualized amounts for the employee’s benefits/deductions and tax benefits. These amounts are displayed on the Total Compensation Statement, along with the amounts for any stipends received.
Note: For information about the parameters that control what’s displayed on the Total Compensation Statement, see “Setting Up the Parameters” on page 49.

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Colleague HR Workflow Setup: Setting Up Total Compensation Total Compensation Statement Form Figure 4 shows an example of the Total Compensation Statement. 32 WebAdvisor for Colleague HR. Inc. 2011 © 2011 Datatel. May 6. Note: To protect the employee’s privacy. This version displays both the employer’s and employee’s costs. Figure 4: Example of the Total Compensation Statement Form This value represents the total of the annual pay and all employer costs displayed. the Total Compensation Statement form does not display the employee’s name or other identifying information. .

CALC. this field is blank. Note: Stipends are not included in the default amount. Note: When employees call your Human Resources department with questions. For information. annualized values that make up the employee’s total compensation. For employees who are paid only by stipends. Technical Tip: You can change this text by modifying the TOTALCOMP text record using the Miscellaneous Text (MTXT) form. such as pay for other positions. Inc. or to determine what the estimated total compensation would be for a position that paid a different amount. Datatel provides the subroutine S.BASE. which is available from the Documentation page of Datatel’s Web site. an authorized user in your Human Resources department can generate the employee’s Total Compensation Statement in Colleague to use as a reference during the conversation. Enter Estimated Annual Pay The amount entered in this field is used to calculate the estimated.Understanding the Total Compensation Workflow The sections that follow describe each area of the form. 2011 © 2011 Datatel. The default contains a disclaimer concerning the amounts displayed and information about where employees should direct questions. For information. WebAdvisor for Colleague HR. For technical information about these subroutines. The Total Compensation (WTCS) form generates this data. The default amount represents an estimate of the annualized pay for the employee’s primary position only.SALARY to retrieve the annualized pay from the wage record for the employee’s current primary position. see “Employees Paid by Stipends” on page 37. see Tech Doc Online. Technical Tip: The default amount is provided by the subroutine entered on the Total Compensation Parameter (TCSP) form in the Base Pay Subroutine field. Introductory Text A standard block of text is displayed at the top of every Total Compensation Statement. May 6. see “Using Colleague to Generate the Total Compensation Statement” on page 39. 33 . see “Setting Up the Parameters” on page 49. For information about how those employees use this form. The employee can change the displayed amount to include other pay. See the WebAdvisor Installation and Administration manual for more information.

2011 © 2011 Datatel.COMPENSATION. only the benefits/deductions that are calculated during normal payroll processing are recalculated. May 6.Colleague HR Workflow Setup: Setting Up Total Compensation Benefits/Deductions This area of the form lists each of the employee’s current benefits/deductions and the estimated. . which runs an annual payroll on the estimated annual pay. Inc. annualized amounts paid by the employer and the employee. Technical Tip: When calculating these annual benefit amounts. The costs for a fixed-amount benefit/deduction. the subroutine S. The costs that are displayed depend on which of the following versions of the Total Compensation Statement that you are using:  Form WBHRI011 displays the total costs paid by the employer and by the employee for all benefits/deductions listed.  Form WBHRI011A displays only the total costs paid by the employer for all benefits/deductions listed. see “Setting Up the Parameters” on page 49. Note: Employees who are paid only by stipend see only the descriptions of their benefits/deductions. For information about the TCSP form. If an employee changes the default pay amount.CALC. see “Employees Paid by Stipends” on page 37. Note: The form includes only the benefits/deductions entered on the Total Compensation Parameters (TCSP) form in the Benefits/ Deductions Included window. uses any appropriate custom subroutines that are used at your institution and checks any limits.TOTAL. For information about how those employees can display the associated amounts. such as an insurance benefit. remain unchanged. If that window was left blank. then all of the benefits/deductions currently assigned to the employee are listed. 34 WebAdvisor for Colleague HR.

It includes a total of the following amounts:  The employee’s estimated annual pay. Inc.CALC.  All amounts listed as Employer Cost. Social Security. see “Employees Paid by Stipends” on page 37.  Form WBHRI011A displays only the total costs paid by the employer for all tax benefits listed. then all of the tax codes currently assigned to the employee are listed. May 6. Note: The form includes only the tax codes entered on the Total Compensation Parameters (TCSP) form in the Tax Benefits Included window. uses any appropriate custom subroutines that are used at your institution and checks any limits. For information about how those employees can display the associated amounts. For information about the TCSP form. 2011 © 2011 Datatel. Note: Employees who are paid only by stipend see only the descriptions of their tax benefits. and Canadian Employment Insurance. The S. which runs an annual payroll on the estimated annual pay. If that window was left blank. The costs that are displayed in this area also depend on which of the following versions of the Total Compensation Statement that you are using:  Form WBHRI011 displays the total costs paid by the employer and by the employee for all tax benefits listed.COMPENSATION subroutine. This total does not include any stipend amounts that the employee receives. WebAdvisor for Colleague HR. see “Setting Up the Parameters” on page 49. Total Compensation Value (Stipends Excluded) This amount reflects the total value of the employee’s compensation. annualized amounts paid by the employer and the employee.TOTAL. Canada Pension Plan. Technical Tip: These amounts are calculated based on the employee’s annual taxable income. Some examples of tax benefits are workers’ compensation.Understanding the Total Compensation Workflow Tax Benefits This area of the form lists each of the employee’s current tax benefits and the estimated. 35 .

 For restricted stipends. May 6. Note: The text that is entered on the TCSP form is displayed on all Total Compensation Statements. If the employee has no active stipends assigned.Colleague HR Workflow Setup: Setting Up Total Compensation Stipends This area of the form includes the value of any active stipends assigned to the employee. then the form displays “Not Applicable. the following amount is displayed:  For ongoing stipends. 36 WebAdvisor for Colleague HR. the amount that the employee receives each pay period is displayed. . Depending on the type of stipend. the total amount of the stipend is displayed. this area is used to remind employees of other benefits that your institution provides—such as tickets or parking— that are not defined as benefits/deductions. Inc. 2011 © 2011 Datatel. Typically.” Other Benefits This area of the form displays any text that you entered in the Other Benefits Text field on the TCSP form.

BASE. For employees who receive some of their pay by stipend. These employees do not have a wage record. These costs are calculated from the annual pay in the Enter Estimated Annual Pay field. that amount is underestimated. May 6. they must do the following: 1.) 2. these employees have no amount for the S.SALARY subroutine to retrieve and display in the Enter Estimated Annual Pay field.Understanding the Total Compensation Workflow Employees Paid by Stipends Stipend amounts that are displayed on the Total Compensation Statement are not included in the employee’s estimated annual pay that is displayed on the form or in the calculation of the employee’s Total Compensation Value. Because wage records contain annualized pay. Enter that amount in the Enter Estimated Annual Pay field. Calculate the total annual amount of pay that they receive by stipend. 2011 © 2011 Datatel. 3.  Employer and employee costs for their benefits/deductions and their tax benefits. 37 . the Total Compensation Statement form does not display the following information:  Annual pay. When Some Pay Is by Stipend The portion of an employee’s pay that is from stipends is not included in the estimated annual pay that is displayed on the Total Compensation Statement. For employees who are paid only by stipend. For the Total Compensation Statement to be useful to these employees. WebAdvisor for Colleague HR.CALC. the displayed amounts are underestimated. (See “Including Stipend Amounts in Total Compensation” on page 38. When All Pay Is by Stipend When all of an employee’s pay is by stipend. Because that field is blank. Click the Submit button to display their total compensation amounts. Inc. Therefore. these costs cannot be calculated. the result is a Total Compensation Statement that displays only stipend amounts.

For restricted stipends. To provide a better estimate of their total compensation. a semester. these employees must do the following: 1. they must multiply the amount that they receive each pay period by the number of times they are paid that year. 3. Add that amount to the amount displayed in the Enter Estimated Annual Pay field. For ongoing stipends.Colleague HR Workflow Setup: Setting Up Total Compensation As a result. (See “Including Stipend Amounts in Total Compensation” below. Calculate the total annual amount of pay that they receive by stipend. Including Stipend Amounts in Total Compensation Depending on how your institution sets up stipends. 2011 © 2011 Datatel. These include the employer and employee costs for the employee’s benefits/ deductions and tax benefits as well as the Total Compensation Value. Inc. May 6.) 2. they must multiply the amount that they receive by the number of times they receive payment. all values calculated from that amount are underestimated as well. . Click the Submit button to display their new total compensation amounts. or some other time period. employees might need help from your Human Resources office to calculate their annual amounts. 38 WebAdvisor for Colleague HR. That number could vary depending upon whether the stipend is set up for a year.

The Total Compensation Statement (WTCS) form functions the same way as the Total Compensation Statement form in WebAdvisor with the following differences:  You must specify the employee whose statement you want to generate. Inc. May 6. ALERT! Datatel recommends that you add the WTCS and WBHRI011A forms to an HR privileged security class that is set up and maintained by your institution. 2011 © 2011 Datatel. 39 .  Employee costs are always displayed. regardless of the version of the WebAdvisor Total Compensation Statement that you are using. an HR staff member can use Colleague to generate the employee’s statement and use it as a reference during the discussion.Using Colleague to Generate the Total Compensation Statement Using Colleague to Generate the Total Compensation Statement If employees call your Human Resources department with questions about their Total Compensation Statement. Figure 5: Total Compensation Statement (WTCS) Form WebAdvisor for Colleague HR. Otherwise. anyone with access to Colleague could generate a Total Compensation Statement for any employee.

2011 © 2011 Datatel. b. Note: To view the totals within each category. and any active stipends that the employee receives. you must enter the same pay amount as the employee in order for the WTCS form to display the same amounts as the WebAdvisor form that the employee sees. May 6. annualized pay for the employee’s primary position is displayed along with calculated employer and employee cost. Step 3. When you are finished answering the employee’s questions. . Access the Total Compensation (WTCS) form. annualized pay displayed on the WTCS form is the same as the amount that the employee entered on the Total Compensation Statement form in WebAdvisor. scroll through the appropriate window.Colleague HR Workflow Setup: Setting Up Total Compensation Procedure for Generating an Employee’s Statement in Colleague Step 1. If the amounts are different. In the Enter Estimated Annual Pay field. Verify that the estimated. follow these substeps: a. Step 4. The WTCS form displays the amounts calculated on the new estimated pay. Step 2. At the Person LookUp prompt. 40 WebAdvisor for Colleague HR. the total value of the employee’s compensation. enter the amount that the employee entered. Save and update from the form. Note: Because you are generating a statement for reference while answering an employee’s questions. The estimated. enter the ID or name of the employee whose statement you want to generate. cancel from the WTCS form. Inc.

Form Used Pay Class Definition (PCLS) Comments This pay class is used to calculate the annualized amounts that are displayed on the Total Compensation Statement. Table 8: Tasks for Setting Up the Human Resources module for Total Compensation Task Define a pay class with an annual frequency of payment. It also includes the forms that are used for each task and any additional information.Setting Up the Human Resources Module Setting Up the Human Resources Module Table 8 lists the tasks that are involved in setting up the Human Resources module for the Total Compensation workflow. 2011 © 2011 Datatel. 41 . May 6. See “Defining an Annual Pay Class” on page 43. WebAdvisor for Colleague HR. Pay Cycle Definition (PCYL) This pay cycle is used to calculate the annualized amounts that are displayed on the Total Compensation Statement. Define a pay cycle with an annual frequency of payment. See “Defining an Annual Pay Cycle” on page 46. Inc.

represents a time period that occurs only once during the year. which must be defined with “1” in the first Special Processing field. May 6. verify that the validation code table TIME. Figure 6: Example of a TIME. Technical Tip: This code.Colleague HR Workflow Setup: Setting Up Total Compensation Before You Begin Before you begin setting up the Human Resources module.FREQUENCIES Validation Code Table Example of an Annual code 42 WebAdvisor for Colleague HR. . It enables Colleague to automatically calculate a yearly cycle. Inc.FREQUENCIES contains an Annual code. 2011 © 2011 Datatel. This code is used to define both the annual pay class and the annual pay cycle.

2011 © 2011 Datatel. The annual pay class is defined on the Pay Class Definition (PCLS) form. Pay Dates per Year This field must contain “1.Setting Up the Human Resources Module Defining an Annual Pay Class In order to calculate the annualized amounts of the benefits displayed on the Total Compensation Statement. you must define a pay class that has an annual frequency of payment. The data in the rest of the fields on the PCLS form is not used in calculating an employee’s total compensation. May 6. only the data entered in the fields below is critical to defining an annual pay class. Figure 7: Example of an Annual Pay Class Noteworthy Fields on the PCLS Form Although other fields are required in order to finish from the PCLS form. Inc. 43 .” WebAdvisor for Colleague HR.

Technical Tip: This code is stored in the TIME. Access the Pay Class Definition (PCLS) form. At the Pay Class LookUp prompt. select the code for an annual frequency. In the Pay Dates per Year field.FREQUENCIES validation code table. Step 2. In the Pay Date Frequency field. Procedure for Defining an Annual Pay Class Step 1.Colleague HR Workflow Setup: Setting Up Total Compensation Pay Date Frequency This field must contain the Annual code defined in your TIME. enter a phrase to identify this pay class. Inc. In the Description field. You can enter up to four characters. add your entry. which indicates a time period that occurs only once during the year. Technical Tip: This code is defined with “1” in the first Special Processing field. Step 3. Step 5. see “Before You Begin” on page 42. 44 WebAdvisor for Colleague HR. enter the ID of the annual pay class that you are defining. Step 4. 2011 © 2011 Datatel. Do not include spaces. When prompted. May 6. . For information about defining this code. You can enter a maximum of 30 characters including spaces.FREQUENCIES validation code table. enter 1. Be sure that your description is precise enough to distinguish this pay class from all others.

Step 7. 45 . 2011 © 2011 Datatel. May 6.Setting Up the Human Resources Module Step 6. WebAdvisor for Colleague HR. Save your changes and update from the PCLS form. the data that you enter is not used by the Total Compensation workflow. Inc. however. Enter data in the following required fields:  Pay Period Working Time  Unit  Salary or Hourly  Rate Calculation Type These fields are required in order to finish from the PCLS form.

The data in the rest of the fields on the PCYL form is not used to calculate an employee’s total compensation. May 6. only the data entered in the fields below is critical to defining an annual pay cycle. you must also define a pay cycle that has an annual frequency of payment. 2011 © 2011 Datatel. Figure 8: Example of an Annual Pay Cycle Noteworthy Fields on the PCYL Form Although other fields are required for finishing from the PCYL form.Colleague HR Workflow Setup: Setting Up Total Compensation Defining an Annual Pay Cycle In order to calculate the annualized amounts of the benefits displayed on the Total Compensation Statement. The annual pay cycle is defined on the Pay Cycle Definition (PCYL) form. . Inc. 46 WebAdvisor for Colleague HR.

Technical Tip: This code is defined with “1” in the first Special Processing field. see “Defining an Annual Pay Class” on page 43. WebAdvisor for Colleague HR. enter a phrase to identify this pay cycle. You can enter a maximum of 30 characters including spaces.FREQUENCIES validation code table. If you have not defined an annual pay class. Do not include spaces. 2011 © 2011 Datatel. Be sure that your description is precise enough to distinguish this pay cycle from all others. For information about defining this code. Note: The field Update Work-Study Earnings in FA defaults to “Yes. its value does not matter. In the Description field. because it is not used to calculate the amounts for the Total Compensation Statement. Inc. Access the Pay Cycle Definition (PCYL) form. May 6. Step 3.Setting Up the Human Resources Module Pay Date Frequency This field must contain the Annual code defined in your TIME. Procedure for Defining an Annual Pay Cycle Step 1. Step 2. At the Pay Cycle LookUp prompt. Pay Classes Included During Payroll This window must include the annual pay class. When prompted. see “Before You Begin” on page 42. 47 . You can enter up to two characters. enter the ID of the annual pay cycle that you are defining. add your entry. which indicates a time period that occurs only once during the year.” However.

In the Pay Date Frequency field. Step 5. Step 6.FREQUENCIES validation code table. then use Colleague’s LookUp feature to choose the annual pay class from a list of available pay classes.Colleague HR Workflow Setup: Setting Up Total Compensation Step 4. In the Pay Classes Included During Payroll window. 48 WebAdvisor for Colleague HR. . select the code for an annual frequency. but it is not used to calculate the amounts for the Total Compensation Statement. At the Bank Code LookUp prompt. Step 7. If you do not know a code to enter. enter the code for the annual pay class. 2011 © 2011 Datatel. If you do not know the code to enter. The description of the annual pay class you enter and its pay date frequency are then displayed in this window. then use Colleague’s LookUp feature to choose from a list of available bank codes. Inc. Save your changes and update from the PCYL form. May 6. Note: This field is required. Technical Tip: This code is stored in the TIME. Note: No other fields on the PCYL form are used to calculate the amounts for the Total Compensation Statement. enter any bank code defined at your institution.

Figure 9 shows an example of the TCSP form. Datatel provides the subroutine S. • Calculate the annualized amounts on the Total Compensation Statements. Inc.BASE.Setting Up the Parameters Setting Up the Parameters The Total Compensation Parameters (TCSP) form contains all of the parameters needed to implement the Total Compensation workflow. which is used by the Total Compensation Subroutine. 2011 © 2011 Datatel.SALARY to retrieve the employee’s annualized pay.  The benefits/deductions and tax benefits that should be included on the Total Compensation Statements. These parameters include the following:  A rule that determines the groups of employees that can or cannot access this workflow. May 6. which are used by the Total Compensation Subroutine to calculate the employee’s total compensation.CALC. Its fields are explained in the sections that follow.  The subroutines that do the following: • Retrieve the estimated. annualized pay for the employee’s primary position.  Text that reminds employees of other benefits that are free to them but that are not defined as benefits/deductions. WebAdvisor for Colleague HR. 49 . Datatel provides the subroutine S.  The annual pay cycle and pay class.COMPENSATION to perform this calculation.CALC. This text is displayed on all Total Compensation Statements.TOTAL.

50 WebAdvisor for Colleague HR. you can detail from this field to the Rules Definition (RLDE) form to define a rule. May 6. If you have not developed such a rule but you want to do so. Note: If this field is blank. . If you have defined a rule to prevent certain groups of employees— such as student employees or temporary employees—from using this workflow or if you have defined a rule to allow only certain groups of employees—such as full-time employees—to use this workflow. then enter the ID of that rule in this field. Inc.Colleague HR Workflow Setup: Setting Up Total Compensation Figure 9: Total Compensation Parameters (TCSP) Form Fields on the TCSP Form This section describes the fields that are on the TCSP form. Employee Restriction Rule This field controls the employees who can use the Total Compensation workflow. then anyone who has a record on the EMPLOYES file can use the Total Compensation workflow. 2011 © 2011 Datatel.

you would enter only the tax benefits that are employer-paid or that have a shared payment between employer and employee. Tax Benefits Included Only the tax benefits that you enter in this window are included in the Total Compensation Statement. Inc. you can remind employees of any additional benefits—such as tickets. then the amounts for all taxes are included. then the amounts for all benefit/deduction codes are included. WebAdvisor for Colleague HR. you would include only the codes that are meaningful to employees. If you leave this window blank. Typically. You can detail on any line to access a full form for entering as much text as necessary. Only the amounts associated with the tax benefits that you enter are included in the calculation of total compensation. This text is displayed as “Other Benefits” at the bottom of every Total Compensation Statement. Canada Pension Plan. Other Benefits Text In this text field. May 6. 2011 © 2011 Datatel.Setting Up the Parameters Benefits/Deductions Included Any benefit/deduction codes that you enter in this window are included on the Total Compensation Statement. parking. and Canadian Employment Insurance. Typically. Social Security. If you leave this window blank. and omit any that are used solely for administrative purposes. 51 . Some examples of tax benefits are workers’ compensation. or use of a fitness center—that your institution provides but that are not defined as benefits/deductions. The amounts associated with the codes that you enter are included in the calculation of every employee’s total compensation.

see Tech Doc Online.BASE. which is available from the Documentation page of Datatel’s Web site. The default for this field is the subroutine S. Inc. or to determine what the total compensation would be for a position that paid a different amount.SALARY. 2011 © 2011 Datatel. then you must enter its name in this field. which is available from the Documentation page of Datatel’s Web site.TOTAL. see Tech Doc Online. If your institution created its own subroutine to provide this amount. This amount is used by the subroutine entered in the Total Compensation Subroutine field to calculate the employee’s total compensation amounts. which is provided by Datatel.CALC. where the employee can change it if necessary to include other pay. then you must enter its name in this field. The default is the subroutine S. This subroutine gets the annualized pay for the employee’s current primary position as of the date when the employee is using the Total Compensation Statement form. . which is provided by Datatel.Colleague HR Workflow Setup: Setting Up Total Compensation Base Pay Subroutine The name of the subroutine entered in this field is used to retrieve the annualized pay for the employee’s current primary position. The annualized pay is displayed on the Total Compensation Statement form. 52 WebAdvisor for Colleague HR.CALC. such as pay for other positions. This subroutine does not include the pay for any other positions assigned to the employee nor pay received by stipends. Technical Tip: For technical information about these subroutines.COMPENSATION. Total Compensation Subroutine The name of the subroutine entered in this field is used to calculate the annualized amounts that are displayed on the employee’s Total Compensation Statement. Technical Tip: For technical information about these subroutines. If your institution created its own subroutine to perform this calculation. May 6.

Step 2. If you have not defined an annual pay class.COMPENSATION uses this pay class to calculate the annualized amounts displayed on the Total Compensation Statement. Step 3. No. Leave the Employee Restriction Rule field blank. 2011 © 2011 Datatel. Procedure for Setting Up Parameters Step 1. The subroutine S.Setting Up the Parameters Annual Pay Cycle In this field. If you have not defined an annual pay cycle. then see “Defining an Annual Pay Class” on page 43. Inc.TOTAL. The subroutine S. then all benefits/deductions are included in the Total Compensation Statements. In the Benefits/Deductions Included window. In the Employee Restriction Rule field. enter the codes for the benefits/ deductions that should be included on all Total Compensation Statements.CALC.TOTAL.COMPENSATION uses this pay cycle to calculate the annualized amounts displayed on the Total Compensation Statement. either enter the ID of the rule that you want to use or detail to the Rules Definition (RLDE) form to define a rule. If you leave this window blank. Access the Total Compensation Parameters (TCSP) form. then see “Defining an Annual Pay Cycle” on page 46. WebAdvisor for Colleague HR. Do you want to use a rule to control access to this workflow? Yes. 53 . Note: If you leave this field blank. May 6. Annual Pay Class In this field. then anyone who has a record on the EMPLOYES file can use the Total Compensation workflow. you must enter the code for your institution’s annual pay cycle. you must enter the code for your institution’s annual pay class.CALC.

The default is S. 54 WebAdvisor for Colleague HR.TOTAL.COMPENSATION. Inc. enter the code for your annual pay cycle.BASE. then all taxes are included on the Total Compensation Statements. enter the name of the subroutine to be used to calculate the annualized amounts displayed on the Total Compensation Statement. In the Annual Pay Class field. In the Total Compensation Subroutine field. enter the name of the subroutine to be used to retrieve the employee’s annualized pay.CALC. Step 6. In the Other Benefits Text field. Step 9. which is provided by Datatel. Step 8. If you leave this window blank.Colleague HR Workflow Setup: Setting Up Total Compensation Step 4. enter the code for your annual pay class. Step 7. In the Tax Benefits Included window. The default is S. May 6. 2011 © 2011 Datatel. enter any text about other benefits that are provided to employees but that are not defined as benefits/deductions. Step 5.SALARY.CALC. Save and update from the TCSP form to store these parameters. This text is displayed on all Total Compensation Statements. In the Base Pay Subroutine field. Step 10. In the Annual Pay Cycle field. enter the codes for the tax benefits that should be included on all Total Compensation Statements. . which is provided by Datatel.

For current information about supported software. Inc. 55 . May 6. see the Product Certifications and Cessations page on Datatel’s client website.Colleague HR Workflow Setup Setting Up Time Entry and Approval In This Chapter This chapter describes the primary forms used in the Time Entry and Approval workflow and explains how to set up Colleague to fully implement this workflow at your site. Table 9 lists the topics that are covered. WebAdvisor for Colleague HR. 2011 © 2011 Datatel. Table 9: Topics in This Chapter Topic System Requirements Before You Begin Understanding Time Entry and Approval Viewing Time History Reporting Capabilities Available in Colleague Setting Up the Human Resources Module Setting Up the Payroll Module Page 55 56 59 84 90 103 127 System Requirements In order to use the Time Entry and Approval workflow.  Use the Payroll module in Colleague HR. your institution must meet all of the following system requirements:  Use the Human Resources (PE) module in Colleague HR.

decide on the earnings types that are acceptable when employees in that position enter other time. To perform this analysis. sick leave. those that pertain to sick leave. See “Distinguishing Types of Leave” on page 119. Inc. A special processing code must be assigned to the leave type codes for vacation. See “Setting Up Earnings Differential for Shift Time” on page 121 56 WebAdvisor for Colleague HR. May 6.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Before You Begin Table 10 lists the decisions to make and the tasks to perform before you begin to set up the Time Entry and Approval workflow. Compile a list of all shifts for which an earnings differential is paid and the times that each shift begins and ends. The earnings differential code for each shift must be updated with the time that the shift begins and ends. . For information about how earnings type groups are used. For each position. Review your leave types and determine those that pertain to annual leave. 2011 © 2011 Datatel. Note: Only employees with active wage records can enter time using the Time Entry and Approval workflow. see “The Time Entry Forms” on page 61. Review your position titles and verify that all position titles to be displayed on the web are unique. Determine the version of the Time Entry form that is appropriate for each position. Comments For the setup tasks. see “Entering Other Time” on page 64 and page 69 and “Setting Up Earnings Type Groups” on page 105. For information about the versions of the form. and those that pertain to compensatory time. do the following: 1. and compensatory time based on your decision. Determine the earnings type groups that are needed and the positions to which each group should be assigned. For employees to view a position on the web each position title must be different. see “Setting Up the Human Resources Module” on page 103 and “Setting Up the Payroll Module” on page 127. Plan groups of earnings types that can be used for several positions. Table 10: Prerequisites for Setting Up the Time Entry and Approval Workflow Prerequisite Delegate the setup tasks outlined in this table and this chapter to the appropriate departments as needed. 2.

May 6. For information about privacy codes. Determine the amount of time needed for supervisors to approve employees’ time entries and for the payroll department to process them for each pay cycle. maintaining. verify that a supervisor is assigned to every employee at either the employee or position level. review your institution’s position hierarchy to ensure that they are assigned correctly. see the Using Human Resources manual. see the Getting Started with Colleague Core manual. 57 .Before You Begin Table 10: Prerequisites for Setting Up the Time Entry and Approval Workflow (cont’d) Prerequisite For institutions using the Resource Database. An alternate supervisor can approve the employee’s time entry. WebAdvisor for Colleague HR. For information about how the supervisor and employee relationships are determined. For information about analyzing. see “Determining Who Approves an Employee’s Time Entry” on page 73. see the Getting Started with Colleague Core manual. For institutions that do not use the Resource Database or that do not want to use it to identify the relationships between employees and supervisors. and entering positions. Decide whether to allow supervisors to modify an employee’s time entry. Decide whether to assign a non-employee supervisor to certain employees or positions. Decide whether privacy codes should be used for employee’s time information to prevent supervisors from seeing pertinent information. • Define or revise warning messages in Core. see “Setting Up Time Entry and Approval Parameters” on page 127. The parameters for setting this timeframe are entered on the Time Entry/Approval Params (TEAP) form and the Time Entry Cutoff Parameters (TCTP) form. Before assigning supervisors. decide whether to use it for identifying each employee's supervisor and each supervisor's employees for the purpose of approving employees’ time entries. For information about privacy codes. A non-employee supervisor can approve the employee’s time entry. Comments For information about the Resource Database. Decide whether to assign an alternate supervisor to each employee or position. If you already have privacy codes defined: • Define or revise privacy codes in Core for supervisor access. The warning messages display in the Security Access Messages field on the Time Entry (for Supervisors) web form. Inc. The parameter for allowing supervisors to modify an employee’s time entry is entered on the Time Entry/ Approval Params (TEAP) form. 2011 © 2011 Datatel. For information about the TEAP form and the TCTP form. For information about the TEAP form. An alternate supervisor can be assigned at the employee and position levels. This information will determine the timeframe in which employees must complete their time entries and supervisors must approve them. see the Using the Resource Database manual. see “Setting Up Time Entry and Approval Parameters” on page 127.

.COMP.HOURS. review the following subroutines provided by Datatel and determine the customization needed to meet your institution’s needs: • S. see AnswerNet Support Solution 6040.TIME. Inc. which determines when employees are eligible to earn compensatory time based on overtime criteria. S.EARNINGS. • S. See “Setting Up Time Entry and Approval Parameters” on page 127 and “Defining an Earnings Type Group” on page 106. Decide whether you want to set up the Communications Management module to generate automatic e-mails for this workflow. Comments A parameter on the Time Entry/Approval Params (TEAP) form and an earnings type entered on the Earnings Type Groups (ETGR) form control whether employees can enter unreported overtime from the previous pay period. see AnswerNet Support Solution 6033.UPDATE.TIME. May 6.UPDATE. see Tech Doc online located on Datatel’s client website. For technical information about the subroutine. • S. or modifies the employee’s time entry. see “Setting Up Time Entry and Approval Parameters” on page 127. For information.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Table 10: Prerequisites for Setting Up the Time Entry and Approval Workflow (cont’d) Prerequisite Decide whether to allow employees to enter unreported overtime that was worked in the previous pay period. This is critical if you use multiple overtime factors and earning differentials. which calculates the overtime hours worked.DIFFERENTIAL. 58 WebAdvisor for Colleague HR.VERIFY. For technical information about the subroutine. see Using Communications Management. For technical information about the subroutine. see “Setting Up Time Entry and Approval Parameters” on page 127.HOURS. For information.OT. which assigns the appropriate earnings differentials to the hours worked. With your IT staff. • If you set a parameter on the Time Entry/ Approval Params (TEAP) form.OT. The Time Entry and Approval workflow automatically generates the following e-mails without additional setup in the Communications Management module: • An employee is automatically notified when a supervisor approves.EARNINGS. Evaluate the subroutines and test as needed. Decide which leave plans should be excluded from being displayed on the web. For more information on preventing leave type and balance information from being displayed. S. rejects.VERIFY.UPDATE. supervisors are automatically notified when each of their employees electronically signs the Time Entry form for each pay period. 2011 © 2011 Datatel. To generate other automatic e-mails—for example to send a batch e-mail reminding all supervisors of the deadline for approving their employees’ time entries—you must use the Communication Management module.DIFFERENTIAL. S.COMP.UPDATE.

When all of their time is entered. employees check a box to electronically sign the Time Entry Form. which indicates that their time is ready for approval. or no action is taken. WebAdvisor for Colleague HR. May 6. Note: If your institution does not withhold pay for unapproved time.Understanding Time Entry and Approval Understanding Time Entry and Approval Employees can use the Time Entry and Approval workflow to enter the hours they worked each pay period. Supervisors then review each employee’s time entry and approve or reject it as appropriate. 59 . employees are paid when an employee electronically signs the Time Entry form. Inc. the supervisor approves or rejects the employee’s time entry. 2011 © 2011 Datatel.

see “Assigning the Time Entry Form to Positions” on page 114. for positions that require that time in and time out information be entered. One of two forms is displayed based on the employee’s position: • Detail form. includes the forms listed in Table 11. For information about this form. see “Setting Up Time Entry and Approval Parameters” on page 127 and “Defining an Earnings Type Group” on page 106. For information. Inc.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Employee Time Entry The Time Entry workflow. 2011 © 2011 Datatel. A parameter on the Time Entry/ Approval Params (TEAP) form and an earnings type entered on the Earnings Type Groups (ETGR) control whether employees can enter unreported overtime from the previous pay period. see “Summary Form” on page 67. May 6. For information about this form. 60 WebAdvisor for Colleague HR. Confirmation View the status of the time entry and a summary of the hours entered. This form is displayed whenever information is entered on the Time Entry form and the Submit button is clicked. for positions that require entering only the total hours worked each day. Enter the time that was worked in the selected pay period and position. The appropriate form must be assigned to each position. . which employees use to enter their time worked. Table 11: WebAdvisor Forms in the Employee’s Time Entry Workflow Form Select Pay Period/Position Purpose Choose the pay period and position for which to enter time. • Summary form. see “Detail Form” on page 62. Comments Only the pay periods that are currently available for time entry are listed on this form. The forms are listed in the order in which they are used. For information about assigning a form to positions. Time Entry Additional Time (Prior Period) Enter any unreported overtime that was worked in the previous pay period.

A record is created in this file each time that the employee electronically signs the time entry form and each time that the supervisor either approves or rejects the employee’s time. For information about this form. 61 . 2011 © 2011 Datatel. WebAdvisor for Colleague HR.  The Summary form is for positions that require only the total hours worked by day. This record is updated each time that the employee or supervisor clicks the Submit button on the same Time Entry form.  EMPTIME. see “Detail Form” on page 62.DTL. the appropriate Time Entry form is assigned to a group of positions by using the batch process Time Entry Form Assignment (TEFA). Therefore. For information on assigning forms to positions. Both forms store data in the following files:  EMPTIME.  The Detail form is for positions that require time in and out information to be entered. A record is created in this file when the employee or supervisor first enters information on either version of the Time Entry form and clicks the Submit button. For information.HISTORY. see “Viewing Time History” on page 84. see “Assigning the Time Entry Form to Positions” on page 114. Note: As part of the setup tasks in the Payroll module. multiple records exist in this file for each signature/approval iteration. For information about this form. Inc. see “Summary Form” on page 67. The form that the employee uses is determined by the position for which the employee is entering time. These records can be viewed by the employee and the supervisor. May 6.Understanding Time Entry and Approval The Time Entry Forms Employees use one of two Time Entry forms to enter their time worked.

2011 © 2011 Datatel. Figure 10: Detail Version of the Time Entry Form 62 WebAdvisor for Colleague HR. .Colleague HR Workflow Setup: Setting Up Time Entry and Approval Detail Form Figure 10 shows an example of the Detail version of the Time Entry form. Inc. May 6.

63 . see “Assigning Earnings Types to Leave Plans” on page 117. This allows employees to earn and take compensatory time in a single pay period. Time can be entered using either the 12-hour or 24-hour format. Note: If a workday spans more than one calendar day. then the time in and time out for each portion of the shift must be entered on the day that it is worked. For information. For example. Entering Time Employees enter the times that they started and stopped work during the day in the Time In and Time Out columns. Inc. 2011 © 2011 Datatel. Entering Leave The Detail form contains columns for entering annual leave hours and sick hours. For compensatory time. However. the leave balance is updated as the compensatory time is entered and therefore always displays the current balance. Those employees who have unpaid breaks during the day must enter their time in and time out multiple times. such as from 11:00 p. and 12:00AM to 7:00AM is entered for the second day. ALERT! No time is defaulted into this form. the time from 11:00PM to 12:00AM is entered for the first day.m. the leave plan defined on the Leave Plan Definition (LEAD) form must be defined with an earnings type entered in the Earnings Type field.m. the time is converted to the 12-hour format after clicking the Submit button to save the information and exit the form. when using the 24-hour format. Employees who take annual leave or sick hours must enter these hours in the appropriate column. Additional blank lines can be inserted for each date to accommodate those employees who start and stop work several times a day. to 7:00 a.Understanding Time Entry and Approval Viewing Leave Balances The Detail form displays the employee’s leave plans and the current balance of hours available in each as of the last processed payroll. May 6. In order for an employee to enter other leave hours.. Every employee who uses this form must enter time in and time out information for each day in the pay period. WebAdvisor for Colleague HR.

” which specifies to Colleague which codes are used for compensatory time. .TYPES validation code table. or sick leave are entered in the Other Time Hours column. 2011 © 2011 Datatel. Hours entered in the Other Time Hours column must be assigned the associated earnings type from the list displayed in the Other Time Types column. Note: If your institution does not track annual and sick leave separately.TYPES validation code table. in the LEAVE. a special processing code must be added to the types of leave in the LEAVE. ALERT! Although employees can enter regular time in the Other Time Hours column. Entering Other Time Any hours that are not categorized as overtime.” in addition to the earnings type group enables the compensatory time types to be added to the Other Time Types drop-down box. The earnings type group that is assigned to the employee’s position and the earnings types that make up that earnings type group control the list of other time types earnings types that are available to the employee. For compensatory time. 64 WebAdvisor for Colleague HR. see “Setting Up Earnings Type Groups” on page 105. the first special processing code must be set to “3.TYPES validation code table. 3. Inc. see “Implications of Entering Regular Time as Other Time” on page 107. For more information. May 6. “3. Assign an earn type for both on the LEAD form. Let your employees know which column to use for entering leave time. 2. see “Distinguishing Types of Leave” on page 119. Choose one of these columns to capture all leave time.Colleague HR Workflow Setup: Setting Up Time Entry and Approval To ensure that only annual leave is entered in the Annual Leave Hours column and only sick hours are entered in the Sick Hours column. be aware that their overtime can be miscalculated if you allow them to do so. The special processing code of. annual leave.) 4. For information on this setup. Note: An employee can enter hours in the Other Time Hours column only when an earnings type group that includes earnings type codes is assigned to the employee’s position. (See “Distinguishing Types of Leave” on page 119. Add the appropriate special processing code to the leave type in the LEAVE. then you must do the following: 1. For information on this setup.

HOURS for calculating overtime hours. you need to evaluate this subroutine and test thoroughly. this situation occurs when an employee was required to enter all hours worked before the end of the last pay period and then worked more hours than expected. such as a shift differential. This is critical if you use multiple overtime factors and earning differentials.DIFFERENTIAL subroutine for calculating earnings differentials. WebAdvisor for Colleague HR. However. However. Inc. Typically. This is critical if you use multiple overtime factors and earning differentials. Entering Unreported Overtime for a Prior Pay Period Employees who use the Detail form can access the Additional Time (Prior Period) form where they can enter unreported overtime that was worked in the previous pay period. May 6. Note: Supervisors are not notified when employees enter overtime from the previous pay period.UPDATE.OT. Handling Shift Hours Any earnings differential that pertains to the time of day when the employee worked. For technical information about this subroutine. 65 . 2011 © 2011 Datatel.EARNINGS. ALERT! Datatel provides the S.UPDATE. For technical information about this subroutine. For information. see “Time approval (for supervisors)” on page 77. you need to evaluate this subroutine and test thoroughly. see AnswerNet Support Solution 6040. is calculated automatically based on the time in and time out that is entered for each day.Understanding Time Entry and Approval Handling Overtime Overtime is always calculated automatically based on the time in and time out that is entered for each day on the Detail form. ALERT! Datatel provides the subroutine S. the Review Entry box is automatically checked to alert the supervisor of a change on the Time approval (for supervisors) form. see AnswerNet Support Solution 6033. However.

an email can be automatically generated to notify supervisors when their employees complete their time entries. Clicking this box indicates that the employee’s time entry is complete and ready for approval.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Completing the Time Entry The Detail form includes a box that employees click to electronically sign their Time Entry form. If your institution chooses. Note: The date and time displayed in the Complete Entry By field represents the deadline for the employee to enter all time worked and electronically sign the Time Entry form. 2011 © 2011 Datatel.  If the payroll has been processed. For information on setting up this capability. If time has been rejected by the supervisor. the employee can view the time for the pay period not paid until the time is paid. . If your institution withholds pay for unapproved time. the information is not included in payroll processing. see “Setting Up Time Entry and Approval Parameters” on page 127. If your institution withholds pay for unapproved time. 66 WebAdvisor for Colleague HR. the employees time can be marked complete in the following ways:  If the employee cutoff date has been met and the employee signs off again on the Time Entry form. May 6. the employee can use the Employee Time History form to mark the time complete. Inc. when this form is not signed by this deadline.

Inc. 2011 © 2011 Datatel.Understanding Time Entry and Approval Summary Form Figure 11 shows an example of the Summary version of the Time Entry form. Figure 11: Summary Version of the Time Entry Form WebAdvisor for Colleague HR. 67 . May 6.

and any other time hours. a special processing code must be added to the types of leave in the LEAVE. sick leave. sick leave. the leave balance is updated as the compensatory time is entered and therefore always displays the current balance. To ensure that only annual leave is entered in the Annual Leave Hours column and only sick hours are entered in the Sick Hours column.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Viewing Leave Balances The Summary forms displays the employee’s leave plans and the current balance of hours available in each. Employees who do not have such a work schedule must enter the number of hours that they worked each day in the Hours Worked column. For information. they do so only in exceptional cases. Employees who take annual leave or sick hours must enter these hours in the appropriate column. 2011 © 2011 Datatel. In order for an employee to enter other leave hours. Although employees can enter more than 24 hours for a single workday. for auditing purposes. For compensatory time. and any other time hours. Inc. These hours should not include any non-work time—such as annual leave. the Hours Worked column displays their scheduled hours for each day in the pay period. see “Distinguishing Types of Leave” on page 119. . Datatel recommends that. Entering Time When employees have a work schedule defined for exception and scheduled positive on the Position Definition (POSD) form. the leave plan defined on the Leave Plan Definition (LEAD) form must be defined with an earnings type entered in the Earnings Type field. May 6. This allows employees to earn and take compensatory time in a single pay period.TYPES validation code table. These hours can be modified as necessary to make adjustments for any non-work time—such as annual leave. see “Assigning Earnings Types to Leave Plans” on page 117. 68 WebAdvisor for Colleague HR. Entering Leave The Summary form contains columns for entering annual leave hours and sick hours. For information on this setup.

(See “Distinguishing Types of Leave” on page 119. The special processing code of.TYPES validation code table. Note: An employee can enter hours in the Other Time Hours column only when an earnings type group that includes earnings type codes is assigned to the employee’s position. the first special processing code must be set to “3. ALERT! Although employees can enter regular time in the Other Time Hours column. Hours entered in the Other Time Hours column must be assigned the associated earnings type from the list displayed in the Other Time Types column. or sick leave are entered in the Other Time Hours column. see “Setting Up Earnings Type Groups” on page 105.” which specifies to Colleague which codes are used for compensatory time. Let your employees know which column to use for entering leave time. The earnings type group that is assigned to the employee’s position and the earnings types that make up that earnings type group control the list of other time types earnings types that are available to the employee. “3. For information on this setup.” in addition to the earnings type group enables the compensatory time types to be added to the Other Time Types drop-down box. Entering Other Time Any hours that are not categorized as overtime. 2011 © 2011 Datatel. Assign an earn type for both on the LEAD form. be aware that their overtime can be miscalculated if you allow them to do so. For more information. 69 . Add the appropriate special processing code to the leave type in the LEAVE. For compensatory time.) 4. see “Implications of Entering Regular Time as Other Time” on page 107.TYPES validation code table. then you must do the following: 1. 2. Inc.Understanding Time Entry and Approval Note: If your institution does not track annual and sick leave separately. annual leave. Choose one of these columns to capture all leave time. 3. WebAdvisor for Colleague HR. in the LEAVE. May 6.

This is critical if you use multiple overtime factors and earning differentials. However. However.EARNINGS. For information on defining these codes. then 8. Inc. Shift hours must also be included in the Hours Worked column on the same row. However.UPDATE. ALERT! Datatel provides the S. the hours entered in the Shift Hours column cannot be greater than the hours entered on the same row in the Hours Worked column. must enter these hours in the Shift Hours column. see “Setting Up Earnings Differential for Shift Time” on page 121.0 should be entered in both the Hours Worked and Shift Hours columns. 2011 © 2011 Datatel.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Entering Shift Hours Employees who have any earnings differential that pertains to the time of day when they worked.UPDATE. For technical information about this subroutine. Note: If a list of types is not displayed or if the list does not include the type that you want. ALERT! Datatel provides the subroutine S. . Employees cannot enter hours in the Shift Hours column until you do so. if an employee worked eight hours and all eight hours were eligible for shift differential pay. Handling Overtime Overtime is always calculated automatically based on the hours worked that are entered on the Summary form. For technical information about this subroutine. see AnswerNet Support Solution 6040.OT. you need to evaluate this subroutine and test thoroughly. 70 WebAdvisor for Colleague HR. Employees who work two shifts on the same day must enter the hours for each shift and the corresponding hours worked in the appropriate columns on separate rows. such as a shift differential.HOURS for calculating overtime hours. May 6. see AnswerNet Support Solution 6033. you need to evaluate this subroutine and test thoroughly.DIFFERENTIAL subroutine for calculating earnings differentials. For example. Hours entered in the Shift Hours column must be assigned the appropriate earnings type from the list displayed in the Shift Type column. then you must use the Earnings Differential (EDIF) form to define the appropriate codes for the shifts at your institution. This is critical if you use multiple overtime factors and earning differentials.

when this form is not signed by this deadline. see “Setting Up Time Entry and Approval Parameters” on page 127. 71 . If your institution withholds pay for unapproved time. Note: Supervisors are not notified when employees enter overtime from the previous pay period. the information is not included in payroll processing. see “Time approval (for supervisors)” on page 77. May 6. If your institution chooses. an email can be automatically generated to notify supervisors when their employees complete their time entries. Inc. For information on setting up this capability. Typically. Completing the Time Entry The Summary form includes a box that employees click to electronically sign their Time Entry form. Note: The date and time displayed in the Complete Entry By field represents the deadline for the employee to enter all time worked and electronically sign the Time Entry form. However. For more information.Understanding Time Entry and Approval Entering Unreported Overtime from the Previous Pay Period Employees who use the Summary form can access the Additional Time (Prior Period) form where they can enter unreported overtime that was worked in the previous pay period. For information on withholding pay for unapproved time. Clicking this box indicates that the employee’s time entry is complete and ready for approval. see the Using Payroll manual. the Review Entry box is automatically checked to alert the supervisor of a change on the Time approval (for supervisors) form. 2011 © 2011 Datatel. this situation occurs when an employee was required to enter all hours worked before the end of the last pay period and then worked more hours than expected. WebAdvisor for Colleague HR.

2011 © 2011 Datatel. . Supervisors and alternate supervisors can approve an employee’s time entry from this form. For information. they can do so on this form. and approve or reject them as appropriate until the cutoff dates have been reached. see “Assigning the Time Entry Form to Positions” on page 114. The supervisor’s Time Approval workflow includes the forms listed in Table 12. Comments A checkmark in the Review Entry column alerts supervisors to a time entry that should be reviewed. The forms are listed in the order in which they are used. Note: For employees who use the Detail form. Approve or reject the time entry. alternative supervisors. If your institution allows supervisors to modify their employees’ time entry. If your institution allows supervisors to modify their employees’ time entry. Time In/Out Review the times that the employee began and ended work each day. Supervisors can review their employees’ time entries at any time. they can do so on this form. the supervisor should use the Time In/Out form to modify time.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Supervisor Approval Note: This section pertains to supervisors. they must be working in a position that has been assigned a Time Entry form. May 6. This form is available only for those employees who use the Detail Time Entry form. Time Entry Review the employee’s time entry. including any unreported overtime from the prior pay period. and non-employee supervisors. For employees to be listed. Table 12: WebAdvisor Forms in the Supervisor’s Time Approval Workflow Form Time approval (for supervisors) Purpose Provides a list of all employees who use the web to enter time in the pay periods that are currently open for processing. Inc. 72 WebAdvisor for Colleague HR.

For information on setting up the parameter to use the Resource Database to identify the relationship between supervisors and employees.  A particular supervisor/employee relationship cannot be identified in the Resource Database either because an employee has no supervisor defined or a supervisor has no employees defined.Understanding Time Entry and Approval Determining Who Approves an Employee’s Time Entry WebAdvisor uses the following hierarchy to determine the supervisors who can approve an employee’s time entry: 1. see the Using the Resource Database manual. If any of the following conditions exist. 73 . Resource Database When an institution has the Resource Database and chooses to use it to determine the relationship among supervisors and employees for the Time Entry and Approval workflow. Human Resources: Supervisory position assigned at the position level 1.  The institution has the Resource Database but has chosen not to use it for the Time Entry and Approval workflow. Inc. WebAdvisor for Colleague HR. Technical Tip: WebAdvisor uses the information entered on the Related Organization Roles (RROL) form and the start and end dates for a resource on the Assign Resource to Org Roles (AROR) form. Note: The Resource Database is not set up to use the hierarchy for alternate supervisors. then WebAdvisor uses it first. 2011 © 2011 Datatel. Resource Database 2. May 6. then WebAdvisor goes to the second level in this hierarchy:  The institution does not have the Resource Database. see “Setting Up Time Entry and Approval Parameters” on page 127. For information on these forms. Human Resources: Supervisor assigned at the employee level 3.

see “At the Employee Level” on page 123. 74 WebAdvisor for Colleague HR. see “At the Position Level” on page 125. For information. Technical Tip: The supervisory position and the alternative supervisor are stored POSITION record. A supervisory position is assigned on the Position Definition (POSD) form. . May 6. HR: Position Level If a supervisor is not defined at the employee level. 3. HR: Employee Level If the Resource Database is not being used or if a particular supervisor/ employee relationship is not defined there.Colleague HR Workflow Setup: Setting Up Time Entry and Approval 2. then WebAdvisor turns to Human Resources and looks for a supervisor assigned at the employee level. Technical Tip: The supervisor’s ID is stored in the employee’s PERPOS record. For information. 2011 © 2011 Datatel. then WebAdvisor looks for a supervisory position assigned to the employee’s position. Inc. A supervisor is assigned to an employee on the Person’s Position (PPOS) form.

see “Time In/Out Form” on page 81. see “Time approval (for supervisors)” on page 77. 2011 © 2011 Datatel. Note: If you withhold pay for unapproved time. See “Employee History (for supervisors)” on page 88 for more information. then the Time Entry form is displayed for the supervisor to review. For more information on this form. In the Supervisor Decision box. If the Review Entry box is also clicked for a time entry.Understanding Time Entry and Approval Approving a Time Entry A supervisor can approve an employee’s time entry on any of the following forms:  Time approval (for supervisors).  Time In/Out. The supervisor can approve time on the following forms:  Time Entry (for supervisor)  Employee History (for supervisor) WebAdvisor for Colleague HR. Inc. the supervisor can change that decision if necessary. an e-mail automatically notifies the employee that the time entry is approved. 75 . supervisors choose “Approve” and click the Submit button to approve the time entry. however. For more information on this form.  Time Entry. May 6. supervisors choose “Approve” and click the Submit button to approve the time entry. In the Supervisor Decision box. “Approve” is already displayed in the Supervisor Decision box. Clicking the Approve box for one or more time entries and then clicking the Submit button automatically approves those time entries. For more information about this form. see “Time Entry Form” on page 79. the employee’s time must be displayed as “Final” in order for the supervisor to approve it. Regardless of the form that supervisors use to approve an employee’s time entry.

the supervisor chooses “Reject” in the Supervisor Decision box. Modifying an Employee’s Time Entry Supervisors can modify an employee’s time entry only if your institution allows them to do so. . These comments become the text of an email that notifies the employee that the time entry was rejected. or takes no action at all. When employees receive the notification that their time entry was rejected. they can change the time that they entered and re-sign the time entry as long as the deadline for completing the time entry has not passed. When the beginning or ending time is changed.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Rejecting a Time Entry Supervisors can reject an employee’s time entry on the following forms:  Time Entry  Time In/Out To reject an employee’s time entry on either the Time Entry or Time In/Out forms. an automatic e-mail notifies the employee that the time entry was changed.  Time In/Out. Supervisors can change the number of hours worked each day. Note: If your institution does not withhold pay for unapproved time. In addition. employees are always paid. they can do so on the following forms:  Time Entry. the employee’s regular hours displayed on the Time Entry form for that day are automatically adjusted accordingly. 76 WebAdvisor for Colleague HR. Inc.  If the Employee’s E-mail Address box is blank. enter the email address for the employee whose time entry is being rejected. May 6. supervisors must do the following:  Enter comments in the Supervisor Comments box. If your institution allows supervisors to modify their employees’ time entries. For information on setting up this parameter. Supervisors can change the time that an employee began or ended work for a day. A parameter that allows all supervisors to modify their employees’ time entries must be set on the Time Entry/Approval Params (TEAP) form. see “Setting Up Time Entry and Approval Parameters” on page 127. 2011 © 2011 Datatel. Whenever a supervisor modifies an employee’s time entry. regardless of whether the supervisor approves or rejects the employee’s time entry.

May 6. 77 . Inc. Figure 12: Time approval (for supervisors) Form WebAdvisor for Colleague HR.Understanding Time Entry and Approval The Approval Forms The Approval portion of the Time Entry and Approval workflow includes the following forms:  Time approval (for supervisors)  Time Entry  Time In/Out Time approval (for supervisors) Figure 12 shows an example of the Time approval (for supervisors) form. 2011 © 2011 Datatel.

The Review Entry box is used to select the time entries to be reviewed. For an employee to be listed on this form. see “Assigning the Time Entry Form to Positions” on page 114. other time. That is. that employee could be listed for different positions within the same pay period. the position that the employee holds must be assigned a Time Entry form. Supervisors can automatically approve time entries by clicking the Approve box for one or more of the time entries listed. then depending on the pay schedule for each position.  The time entered differs from the employee’s work schedule as defined by your human resources department. if more than one pay period is open. if an employee holds multiple positions. supervisors must review the entry on either the Time Entry form or the Time In/Out form. Note: A time entry cannot be rejected on this form. choose the appropriate supervisor from a list provided in the “Approve time entries on behalf of” box. This box is automatically checked for the following situations:  The time entry includes hours for overtime.  The time entry includes unreported overtime worked during the previous pay period. That supervisor’s employees are then displayed on the form. Therefore.Colleague HR Workflow Setup: Setting Up Time Entry and Approval This form provides a list of the supervisor’s employees who use the web to enter their hours worked in the pay periods that are open for processing. or shift differential. After the supervisor reviews the time entry and enters a decision. May 6. sick leave. the same employee might be listed multiple times. Inc. Note: Alternate supervisors. annual leave. the Web Time Entry Form field on the Position Definition (POSD) form for the employee’s position cannot be blank. Likewise. . An Approve box that is already checked indicates a time entry that the supervisor previously approved. 2011 © 2011 Datatel. the automatic checkmark is no longer displayed in the Review Entry box. For information about assigning a Time Entry form to a position. A box that is automatically checked serves as a recommendation that the supervisor review a particular time entry before approving it. 78 WebAdvisor for Colleague HR. Note: The Review Entry box is not automatically checked for those employees who enter an unusual number of hours worked but for those who do not have a work schedule assigned. To reject a time entry. who need to approve the time entries for another supervisor’s employees.

Figure 13: Time Entry Form for Approving an Employee’s Time WebAdvisor for Colleague HR. May 6.Understanding Time Entry and Approval Time Entry Form Figure 13 shows an example of the Time Entry form that is used for reviewing and approving an employee’s time entry. 79 . Inc. 2011 © 2011 Datatel.

see “Setting Up Time Entry and Approval Parameters” on page 127. ALERT! If the supervisor modified the regular hours entered on the Time Entry form. If you do not. you must make the corresponding changes to the beginning and ending times on the Time In/Out form. Inc. see “Time In/Out Form” on page 81. A message below the overtime hours for the prior period indicates whether time in and time out information is available for this employee’s time entry. those hours are displayed immediately below the time entered for the current pay period. The form also displays the total time from the time entries in this pay period for any other positions—exempt and non-exempt—that the employee holds. 2011 © 2011 Datatel. This information is helpful in determining whether the employee worked enough hours in other positions to be eligible for overtime or compensatory time. sick leave. When rejecting time. For positions that require time in and time out information to be entered.Colleague HR Workflow Setup: Setting Up Time Entry and Approval This form displays the regular hours entered by the employee as well as any overtime. . May 6. Approve or reject the employee’s time entry. access the Time In/Out form to review this information. and shift hours as calculated. then WebAdvisor removes the changes you made on the Time Entry form.    For information on setting up the parameter that allows supervisors to modify their employees’ time entries. For more information about this form. Using this form. If the employee entered any unreported overtime from the previous pay period. annual leave. other time. supervisors can do the following:  Modify the employee’s time entry if your institution allows supervisors to do so. 80 WebAdvisor for Colleague HR. enter the text of the e-mail that notifies the employee that the time entry was rejected and why.

2011 © 2011 Datatel. May 6. Supervisors can access this form only from the Time Entry form. Inc. 81 . WebAdvisor for Colleague HR.Understanding Time Entry and Approval Time In/Out Form Figure 14 shows an example of the Time In/Out form that is used for reviewing and approving an employee’s time in and time out information. Figure 14: Time In/Out Form for Approving an Employee’s Time Entry This form is available only for those employees who enter time in and time out information. These employees hold positions that are assigned the Detail version of the Time Entry form.

you must make the corresponding changes to the beginning and ending times on the Time In/Out form.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Using this form. When these times are modified. supervisors can do the following:  Modify the times entered in the Time In and Time Out columns if your institution allows supervisors to do so. 82 WebAdvisor for Colleague HR. see “Setting Up Time Entry and Approval Parameters” on page 127. For information on setting up the parameter that allows supervisors to modify their employees’ time entries. the hours displayed in the Regular Hours column on the Time Entry form are adjusted accordingly. 2011 © 2011 Datatel. they must return to the Time Entry form. Inc. then WebAdvisor removes the changes you made on the Time Entry form. If you do not. Supervisors do not need to return to the Time Entry form to enter this decision. ALERT! If the supervisor modified the regular hours entered on the Time Entry form. Instead. Approve or reject the employee’s time entry. When rejecting time.   Supervisors cannot modify the unreported overtime for the prior pay period on this form. . May 6. enter the text of the e-mail that notifies the employee that the time entry was rejected and why.

 The existing record in the EMPTIME.Understanding Time Entry and Approval Relationship to Colleague’s Time Card Entry (TCDE) Form The time entered by the employee on either of the Time Entry forms and the supervisor’s decision is defaulted into the Time Card Entry (TCDE) form.HISTORY file.  A new record is created in the EMPTIME. WebAdvisor for Colleague HR. Inc.DTL file is updated. Your payroll staff can review the information and make any changes to the time entry or the decision. 83 . regardless of whether any changes were made to information on the form. May 6. 2011 © 2011 Datatel. Figure 15: Time Card Entry (TCDE) Form Hours paid an earnings differential. the following occurs:  The Reviewer field is updated with the name of that staff member. These hours are calculated by the earnings Overtime calculated by the overtime subroutine Technical Tip: Each time that a member of your payroll staff saves or updates when exiting the TCDE form. Figure 15 shows an example of the TCDE form with information that was entered on the web.

Colleague HR Workflow Setup: Setting Up Time Entry and Approval Viewing Time History As time entries are electronically signed and either approved or rejected. May 6. each time that the following actions occur:  An employee electronically signs a Time Entry form. 2011 © 2011 Datatel. A snapshot is also taken whenever the payroll department modifies a time entry by using the Time Card Entry (TCDE) form. and modifies a time entry. which is one of the signature/approval iterations of the time entry. FOr Note: For institutions that withhold pay for unapproved time. a separate time history record is created for every signature/ approval iteration of every time entry. It is available for viewing on the web only after the appropriate payroll has been calculated. an employee’s time card can be modified and approved by either the employee. It is the official time entry that was used in payroll calculation. Therefore. However. The Draft and Final Records A time history record is created in the EMPTIME. Using the Time History form. the supervisor. only the last iteration of a time entry is used in payroll calculation. see the Using Payroll manual.HISTORY file.  A supervisor approves. rejects. Two types of records are displayed on the web:  Draft Record. or the payroll office after the employee’s normal payroll cycle is complete. . It is not the official iteration that is used in payroll calculation. 84 WebAdvisor for Colleague HR.  Final Record. employees can view their time history records that are stored in this file.HISTORY file. or modifies an employee’s time entry. Supervisors can view the time history records of their employees and approve a time history record that is a “Final” entry and has not been either approved or rejected. These snapshots are stored as time history records in the EMPTIME. and electronically sign a history record that did not get signed before the deadline for completing the time entry after payroll has been processed. Inc. a snapshot is taken of the time entry on the Time History forms. rejects. which is the last iteration of a time entry.  The payroll office approves. For more information.

HISTORY file—three draft records and one final record. and has the time entry approved would have four time history records created in the EMPTIME. either “Draft Record” or “Final Record” is displayed in the heading information at the top of the form to indicate the type of record being viewed. the Pay Period Generation (PPGN) process creates a history record. When viewing an employee’s time history. The employee or supervisor can then view this history record. which contains the information used in payroll calculation. and sign the time entry and the supervisor can approve the time entry on the time history forms. Inc. May 6. This employee can view. modify. The employee’s time entry must be the final entry in order for the supervisor to approve the time entry. 85 . When an employee is excluded from payroll processing using the rules for unapproved time. 2011 © 2011 Datatel.HISTORY record is not created for the employee. The employee then needs to be paid through the Manual Check Calculation (MNCK) process for the unapproved time. and the payroll office makes no changes to it. modifies and re-signs the Time Entry form. an employee who electronically signs a Time Entry form. an EMPTIME.Viewing Time History For example. has the time entry rejected. Both employees and supervisors can “scroll” through all iterations of a time history record by using the “Action to take” box at the bottom of the Time History form and choosing to view the next or previous iteration. WebAdvisor for Colleague HR. Note: On those rare occasions when the employee does not electronically sign the time entry. the supervisor does not approve or reject it.

86 WebAdvisor for Colleague HR. May 6. In this example. Using this form. . includes the forms listed in Table 13. Nor can they “unsign” a previously signed time entry. Figure 16 on page 87 shows an example of the employee’s Time History form.  Electronically sign the final record of an unsigned time entry. Comments The available years are displayed in a drop-down list. The list includes the past pay periods for which time history is available and the current pay period only if the employee electronically signed the time entry form or a supervisor approved or rejected it. Using the “Action to take” box. Time History Review time that was entered and. the employee electronically signed the Time Entry form. but the supervisor has not yet approved it. The forms are listed in the order in which they are used. Select Pay Period/Position Choose the pay period and position for which to review time history records. 2011 © 2011 Datatel. The most recent year for which time history is available is displayed first. This example displays a final record in which the employee used the Detail version of the Time Entry form to enter time in and time out information. Inc. employees cannot change any information that is displayed.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Time History for the Employee The Time History workflow. which employees use. an employee can do the following:  View all iterations of a time history record.” Note: Because the payrolls that pertain to these time history records have been processed. if necessary. An employee can electronically sign the final record of a time entry by clicking the box below “Employee has completed the electronic signature. an employee can choose either Previous or Next from the drop-down list to “scroll” through the iterations. electronically sign the final record. Table 13: WebAdvisor Forms in the Employee’s Time History Workflow Form Time History: Choose Year Purpose Choose the year that contains the time history to be reviewed.

Inc. 87 . 2011 © 2011 Datatel. May 6.Viewing Time History Figure 16: Time History Form for Employees WebAdvisor for Colleague HR.

Time History Review time that was entered and.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Employee History (for supervisors) The Employee History (for supervisors) workflow. The Time History form for each selected employee is then displayed in the order in which the employees are listed. includes the forms listed in Table 14. 2011 © 2011 Datatel. Inc. The forms are listed in the order in which they are used. but the supervisor did approve the time entry. The most recent year for which time history is available is displayed first. 88 WebAdvisor for Colleague HR. The available years are displayed in a drop-down list. This example displays a draft record in which the employee used the Summary version of the Time Entry form to enter the total hours worked each day. if necessary. May 6. approve the final record. Table 14: Forms in the Employee History (for supervisors) Workflow Form Employee History (for supervisors) Purpose Choose the employees whose time history the supervisor wants to review. Select Pay Period/Position Choose the pay period and position for which to review time history records. Figure 17 on page 89 shows an example of the employee’s Time History form that the supervisor can view. . In this example. Time History: Choose Year Choose the year that contains the time history to be reviewed. Comments Supervisors can choose as many employees as they want. The list includes the past pay periods for which time history is available and the current pay period only if the employee electronically signed the time entry form or a supervisor approved or rejected it. the employee did not electronically sign the Time Entry form.

choose either Previous or Next from the drop-down list to “scroll” through the iterations. If the time entry was used in payroll calculation without the supervisor’s signature. To approve the time entry. Note: Because the payrolls that pertain to these time history records have been processed. May 6. select “Approve” from the drop-down list in the Supervisor Decision box. the supervisor can enter an approval for auditing purposes on the final record of a time entry. a supervisor can do the following:  View all iterations of a time history record. supervisors cannot change any information that is displayed. Inc. Using the “Action to take” box.  Approve the final record. 89 . 2011 © 2011 Datatel. Figure 17: Employee’s Time History Form for Supervisors WebAdvisor for Colleague HR.Viewing Time History Using this form.

Helps you monitor the status of the time entries. .  Using only positions that have been set up to use time entry on the web. Provides historical information that could be needed for legal purposes.  Entering additional selection criteria.  Employee Time Not Paid Report. 2011 © 2011 Datatel. You can limit the time entries reported by doing the following:  Specifying a time recording type. 90 WebAdvisor for Colleague HR.  Using a saved list of record IDs in the PERPOSWG file. May 6.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Reporting Capabilities Available in Colleague The following reports are available in Colleague:  Time Entry/Approval Status Report. You need to enter the pay cycle.  Time Entry Overtime Report. of the employees in a particular payroll whose time entries are not yet approved. by supervisor. Helps you monitor potential overtime situations.  Using hourly or salaried employees. and a sort option for the payroll that you are processing.  Time Entry History Report. Recalculates and reports the compensatory time leave plan balances displayed on the employee’s Time Entry form.  Recalculate Temporary Comp Balance Report. pay period ending date. Helps monitor the approvals of employees who were not paid in their normal payroll cycles because of unapproved time. Inc. Time Entry/Approval Status Report The Time Entry/Approval Status report provides the status.

The employee entered time on the Time Entry form. Figure 18: Time Entry/Approval Status (TEAS) Form WebAdvisor for Colleague HR. Either the employee did not enter time on the Time Entry form or did not click Submit to save the time entered. 2011 © 2011 Datatel.  Rejected. The report is sorted in the following order:  D – Department. May 6. and Status  L – Location. Supervisor Last Name. and Status  N – Supervisor Last Name and Status To generate this report. Supervisor Last Name. use the Time Entry/Approval Status (TEAS) form. Inc.  Not Approved. 91 . and the supervisor rejected it. The employee’s time is ready for approval. No time is recorded for the employee.Reporting Capabilities Available in Colleague This report lists the employees whose time entry meets the criteria for one of the following four statuses:  Missing. but the supervisor has not yet approved it. The employee entered time on the Time Entry form but did not select the check box to electronically sign the submitted time.  Not Complete.

depending on the criteria that you enter on this form. 2011 © 2011 Datatel.” Employees are included on this report regardless of whether their time was entered using the Time Entry and Approval workflow. Note: Each time that you access this form. Time Entry Overtime Report The Time Entry Overtime Report lists possible overtime situations by supervisor and employee. or the Batch Import Faculty Time (BIFT) process. Datatel recommends that you run it before processing each payroll in order to ensure that all time is entered and to resolve any time entry discrepancies.Colleague HR Workflow Setup: Setting Up Time Entry and Approval You can generate this report as often as necessary. This report is arranged in alphabetical order by the supervisor’s last name and. The report lists each supervisor’s employees and their hours worked either by day or week. Inc. However. May 6. 92 WebAdvisor for Colleague HR. by employee’s last name. within supervisor. the Time Card Batch Entry (TCBE) process. the Time Card Entry (TCDE) form. use the Time Entry Overtime Report (TEOR) form. . Employees without an assigned supervisor are listed under the supervisor heading “Unassigned. To generate this report. it displays the criteria that were last used to generate this report.

Inc. by employee's last name. May 6. within supervisor. 93 . Employees without an assigned supervisor are listed under the supervisor heading “Unassigned.” WebAdvisor for Colleague HR. 2011 © 2011 Datatel. it displays the criteria that were last used to generate this report. This report is arranged in alphabetical order by the supervisor's last name and.Reporting Capabilities Available in Colleague Figure 19: Time Entry Overtime Report (TEOR) Form Note: Each time that you access this form.

Colleague HR Workflow Setup: Setting Up Time Entry and Approval Employee Time Not Paid Report The Employee Time Not Paid (ETNP) process generates a report of employees who were excluded from their normal payroll cycle because of unapproved time. Note: After an employee’s time is displayed as “Approved” on this report. May 6. Employees who have been paid. are not displayed on this report. you should pay that employee for the approved time using the Manual Check Calculation (MNCK) form. The employee’s time is ready for approval. As a result. even when the employee has an assigned supervisor. Note: When you modify or approve an employee’s time entry using the TCDE form. The employee’s time is approved either by payroll staff using the Time Card Entry (TCDE) form or by a supervisor. • Not Approved. The employee entered time on the Time Entry form but did not select the box to electronically sign the submitted time. . the report lists employees whose time entries meet the criteria for one of the following four statuses: • Approved. The employee entered time on the Time Entry form. your name is recorded as the reviewer. but the supervisor has not yet approved it. 94 WebAdvisor for Colleague HR. • Rejected. either during normal payroll processing or using the MNCK process. your name is also displayed on this report as the supervisor name for each time entry that you modified or approved on the TCDE form. For each supervisor. Inc. • Not Complete. and the supervisor rejected it. 2011 © 2011 Datatel.

• Status of the time entry (Approved. for both supervisors and employees. Not Approved. • Total leave hours. also lists the following: • Date and time that the employee electronically signed the time entry on the web. 2011 © 2011 Datatel. when available. or Rejected). • Supervisor’s decision and the date and time when that decision was entered on the web. It also includes each employee's position. In addition to the information displayed on the Summary Report. Not Complete. the Time Card Entry (TCDE) form. • Total hours worked. for each day. if any. 2. • Alphabetically by position. • Earnings differential information. department. for employees with multiple positions. when available. Both versions are sorted in the following order: • Alphabetically by pay cycle and pay period end date. and location. WebAdvisor for Colleague HR. The total number of hours that each employee worked during the pay period is also displayed. the Time Card Batch Entry (TCBE) process. Inc. • Total overtime hours. • Hours entered by date. Employees are included on this report regardless of whether their time was entered using the Time Entry and Approval workflow. Detail Report. Summary Report.Reporting Capabilities Available in Colleague The report is available in two versions: 1. or the Batch Import Faculty Time (BIFT) process. Lists the name and email address. • Alphabetically by supervisor within status. 95 . • Earnings types associated to the hours entered. May 6. • Alphabetically by employee within status.

Colleague HR Workflow Setup: Setting Up Time Entry and Approval Figure 20: Employee Time Not Paid (ETNP) Form Note: You can generate this report as often as you like. 96 WebAdvisor for Colleague HR. May 6. Each time that you access this form. Inc. . 2011 © 2011 Datatel. it displays the criteria that were last used to generate this report.

position. However. and the Employee History ID.HISTORY file by the selected employees in that payroll and each action taken by the employee's supervisor. Inc. however. This time entry is the final record that was used in payroll calculation for the selected employees. WebAdvisor for Colleague HR. then you can use the Time Entry History Report to view the historical information on the time entered for selected employees in a particular payroll. May 6. Both versions of the report are sorted by the employee's name. which shows every signature and approval iteration of the time recorded in the EMPTIME. employee's ID. use the Time Entry History Report (TEHR) form. it can be extremely long. 2011 © 2011 Datatel. This version of the report is useful for legal purposes. a Sort Definition form is displayed where you can change this sequence to meet your needs. To generate this report. which shows only the last iteration that was signed and approved. 97 . Both versions of the report include the following grand totals:  Total Hours Worked This total includes all of the following: • Regular hours • College Work-Study hours • Overtime hours for the current pay period • Previously unreported overtime hours from the prior pay period.  Total Leave Hours This total includes all annual leave hours and all sick hours.  Total Overtime This total includes all overtime hours for the current pay period and any previously unreported overtime hours from the prior pay period.Reporting Capabilities Available in Colleague Time Entry History Report If your institution uses the WebAdvisor Time Entry and Approval workflow.  Final Record Report. The report is available in two versions:  All Records Report.

it displays the criteria that were last used to generate this report. 2011 © 2011 Datatel. . May 6. Note: Each time that you access this form. Inc. 98 WebAdvisor for Colleague HR.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Figure 21: Time Entry History Report (TEHR) Form You can generate this report as often as you like.

Inc. The information for each employee is selected from the EMPLOYES file. May 6. 99 . However. If the compensatory leave balances are incorrect on the Time Entry forms. you can use this process to recalculate the balances. use this process to correct the temporary balances.Reporting Capabilities Available in Colleague Recalc Temporary Comp Balance Report The Recalc Temporary Comp Balance (RTCB) process is used to recalculate and report the compensatory time leave plan balances displayed on the Time Entry forms. You can enter either a saved list of employees or individual employees for whom the temporary compensatory balances need to be updated. WebAdvisor for Colleague HR. 2011 © 2011 Datatel. Note: If you notice your current compensatory time leave balance on the Person’s Leave Plans Summary (LEVS) form is incorrect. the temporary balances are not used in the Hours Balance field on the LEVS form. The temporary balance is the balance of compensatory time that has not been processed through the Employee History Update (EHUP) process. you need to use the Person’s Leave Detail Summary (LDTS) form to make adjustments to an employee’s leave balances that have been processed through the EHUP process. When to Run This Report If your employees or supervisors notify you that the compensatory time leave balance displays an incorrect balance on the Time Entry forms.

BALANCE field in the PERLEAVE file with the recalculated balance.COMP. 2011 © 2011 Datatel.DTL file with the recalculated balance.  Calculates the compensatory hours earned and taken for each time entry and updates the total hours in the EMPTD.  Calculates the compensatory hours earned and taken for each position and updates the total hours in the PERPOS.  Evaluates all compensatory time earnings types for all time cards. a warning message is displayed on the exception report. .  Calculates the compensatory hours earned and taken for each leave plan and updates the total hours in the PERLV. May 6.COMP. and the leave plan is not allowed to be negative.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Understanding the RTCB Process The RTCB process does the following for each employee entered:  Selects all time entered for any pay period that has not been processed through the Employee History Update (EHUP) process. If an employee’s recalculated compensatory time balance results in a negative balance.BALANCE field in the EMPTIME.COMP. Note: Employees are not displayed in this report if the compensatory time balance was not recalculated. Inc. The report is sorted in the following order:  Position  Pay Cycle  Pay Period End Date  Earn Type 100 WebAdvisor for Colleague HR.BALANCE field in the PERPOS file with the recalculated balance.  Reports only those employees for whom the compensatory time temporary balance fields were recalculated.

2011 © 2011 Datatel.Reporting Capabilities Available in Colleague Figure 22: The Recalc Temporary Comp Balance (RTCB) Form WebAdvisor for Colleague HR. May 6. 101 . Inc.

This information is in the PERLEAVE file.Example of the Recalc Temporary Comp Balance Report Figure 23: Example of the Recalc Temporary Comp Balance Report 102 WebAdvisor for Colleague HR. This information is in the EMPTIME. Aaron (1133896) Position ---------------------------------------Time Card Summary BIOFTPOS Biology Full Time Position Summary No Positions Recalculated Leave Plan Summary No Leave Recalculated Pay Cycle ------ Period End Date -------- Current Comp Hrs -------- Recalc Comp Hrs -------- The Current Hours are the hours before the RTCB process is run and the Re-Calc’d Hours are the hours after the RTCB process has been run.00 13. May 6. M1 M1 07/08/08 07/08/08 -5.00 -3.00 4.00 -5.00 -5.DTL file.00 4. Nichole (1134900) Recalculate Temporary Compensatory Balances Report Page 1 Position ---------------------------------------Time Card Summary ENG101FT English Full Time ENG1ADMIN English Admin Position Summary ENG101FT English Full Time ENG1ADMIN English Admin Leave Plan Summary CMP2 Comp Leave 2 CMPH Comp Leave Fogman.00 -3.00 .00 2.00 Pay Cycle -----Period End Date -------Current Comp Hrs -------- 2. Colleague HR Workflow Setup: Setting Up Time Entry and Approval August 13 2008 15:04 John.00 Recalc Comp Hrs -------- B1 07/22/08 23. This information is in the PERPOS file.00 4. 2011 © 2011 Datatel.00 5. Inc.00 2.

you can assign the same form to multiple positions. which contain the earnings types for hours entered as other time. Inc. Form Used Earnings Type Groups (ETGR) Comments See “Setting Up Earnings Type Groups” on page 105. May 6. Associate an earnings type to each leave plan. Summary of the Setup Tasks Table 15 lists the tasks that are involved in setting up the Human Resources module for the Time Entry and Approval workflow. 103 . See “Assigning an Earnings Type Group to Positions” on page 110.Setting Up the Human Resources Module Setting Up the Human Resources Module Most of the setup for Time Entry and Approval is done in the Human Resources module. It also includes the forms that are used for each task and any additional information. Earnings Type Group Assignmnt (TEEG) Pay Range Information (PPRI) Assign either the Detail or Summary version of the Time Entry form to each position. Note: Before you begin setting up the Human Resources module. Table 15: Tasks for Setting Up the Human Resources module for Time Entry and Approval Task Define earnings type groups. The POSD form allows you to assign a form to one position at a time. Leave Plan Definition (LEAD) See “Assigning Earnings Types to Leave Plans” on page 117. Time Entry Form Assignment (TEFA) Position Definition (POSD) Using the TEFA batch process. Assign earnings type groups to positions. See “Assigning the Time Entry Form to Positions” on page 114. WebAdvisor for Colleague HR. be sure that you have made all of the decisions and performed the prerequisite tasks listed in Table 10 on page 56. This section includes a summary of the tasks involved along with information on how to perform each task. 2011 © 2011 Datatel.

Earnings Differential (EDIF) Person’s Position (PPOS) Position Definition (POSD) See “Setting Up Earnings Differential for Shift Time” on page 121. Set up earnings differential codes to include shift times. 104 WebAdvisor for Colleague HR. You can assign supervisors to employees at either the employee level by using the PPOS form or at the position level by using the POSD form. you can use the Communications Management module to generate other automatic e-mails to selected individuals. Assign a supervisor and alternate supervisor to an employee or a supervisory position to a position. Verify correct email addresses for employee and supervisors Name and Address Entry (NAE) Web Access Core Parameters (ACWP) Colleague uses email addresses to send automatic emails to the following people: • Employees when their supervisor approves. or modifies their time entries. Inc. See “Distinguishing Types of Leave” on page 119. 2011 © 2011 Datatel. In addition. See “Setting Up Email Addresses” on page 125 and Using Communication Management.TYPES validation code table controls the types of leave hours that an employee can enter in the Annual Leave Hours and Sick Hours columns on the Time Entry form.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Table 15: Tasks for Setting Up the Human Resources module for Time Entry and Approval (cont’d) Task Specify vacation and sick leave types. • Supervisors when their employees electronically sign their time entry forms indicating that their time is ready for approval. See “Assigning Supervisors” on page 123. These emails are sent only if you set the parameter on the Time Entry/Approval Params (TEAP) form. May 6. . Form Used Validation Codes (VAL) Comments A special processing code assigned to the LEAVE. rejects.

Each earnings type group is then assigned to one or more positions.Setting Up the Human Resources Module Setting Up Earnings Type Groups An earnings type group is made up of earnings types that are not categorized as overtime. see “Setting Up Time Entry and Approval Parameters” on page 127. or sick leave. Note: The earnings type code for charging overtime in the previous pay period is the only overtime earnings type allowed in an earnings type group. The earnings type group that is assigned to an employee’s position determines the earnings types to which that employee can charge time entered in the Other Time Hours column. If your institution allows employees to report overtime worked in the previous pay period on the Additional Time (Prior Period) form. 105 . (For information about setting the parameter for entering overtime from the previous pay period. then the earnings type group must also include the earnings type to which that overtime is charged. The earnings types that are available to each employee are displayed in a drop-down list in the Other Time Types column on the Time Entry form as shown in Figure 24. Inc. Figure 24: Example of an Earnings Type Group on a Time Entry Form ALERT! An earnings type group must be assigned to a position in order for employees in that position to enter hours in the Other Time Hours column. May 6. 2011 © 2011 Datatel.) WebAdvisor for Colleague HR. annual leave.

you must set up a leave plan with an earnings type that matches the one you setup in the Eligible Earnings Type field on the Accounting Information (LACT) form.GROUPINGS file. Figure 25: Earnings Type Groups (ETGR) Form Earnings type for charging overtime worked in the previous pay period by employees in positions to which this earnings type group is assigned. Defining an Earnings Type Group An earnings type group must be defined for positions in which you expect employees to enter either of the following:  Other time hours including holiday pay and compensatory time. Earnings type groups are defined on the ETGR form. Each group of earnings types is then assigned to the appropriate positions by using the Earnings Type Group Assignmnt (TEEG) form. 2011 © 2011 Datatel. The list of earnings types available to employees in positions to which this earnings type group is assigned. May 6. Technical Tip: Earnings type groups are stored in the EARNTYPE. You must also use the Earnings Type Groups (ETGR) form to list the compensatory time earnings types you want employees to be allowed to view on the web. Figure 25 shows an example of the Earnings Type Groups (ETGR) form where you define each earnings type group. Inc. 106 WebAdvisor for Colleague HR.Colleague HR Workflow Setup: Setting Up Time Entry and Approval For institutions using compensatory time. . This list is available in the Other Time Types column on the Time Entry form.  Unreported overtime from the previous pay period.

Implications of Entering Regular Time as Other Time You can include earnings types for regular time in an earnings type group. Inc.HOURS to specify the earnings types on which overtime should be calculated. see “Setting Up Time Entry and Approval Parameters” on page 127.  On the Time Entry/Approval Params (TEAP) form. For example. you must do one of the following:  Modify the overtime subroutine S. May 6.Setting Up the Human Resources Module On the ETGR form. such as jury duty in the example above. then your employees would have at least two earnings types to which to charge regular time—the earnings type for normal work time and the earnings type for jury duty. Note: You cannot enter earnings types for overtime. ALERT! Regular time that is entered in the Other Time Hours column can cause an employee’s overtime to be miscalculated. Doing so prevents employees from entering regular time in the Other Time Hours column. 2011 © 2011 Datatel. if your institution prefers jury duty to be counted as regular time instead of leave. annual leave. or sick leave.OT. 107 . ALERT! Datatel strongly recommends that you avoid this situation by creating earnings type groups that do not include earnings types that are categorized as regular time. enter the earnings types to be excluded from overtime calculation in the Exclude Earnings Types from OT Subr window.UPDATE. For information on the TEAP form. Doing so allows employees to enter regular time in the Other Time Hours column on their Time Entry form. you specify the earnings type codes for the other time hours entered by employees in positions to which this earnings type group is assigned. To prevent overtime being calculated on non-work time. WebAdvisor for Colleague HR.

 On the Time Entry/Approval Params (TEAP) form. Step 2.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Setup for Entering Overtime for the Previous Pay Period To allow employees to enter unreported overtime from the previous pay period. Do not include spaces. then use the LookUp feature to select from a list of earnings type codes available. 108 WebAdvisor for Colleague HR. You can enter up to six characters. 2011 © 2011 Datatel. see “Setting Up Time Entry and Approval Parameters” on page 127. Access the Earnings Type Groups (ETGR) form. Be sure that your description is precise enough to distinguish this earnings type group from all others. Only the earnings types in the Overtime category are displayed. For information on the TEAP form. you must do both of the following:  On the ETGR form. May 6. . You can enter a maximum of 30 characters including spaces. enter a phrase to identify this earnings type group. In the Description field. enter an overtime earnings type code in the Prior Pay Period Overtime Earnings Type field. Step 4. Leave this field blank. If you do not know the code to enter. No. Step 3. enter the ID of the earnings type group. Procedure for Defining Earnings Type Groups Step 1. In the Prior Pay Period Overtime Earnings Type field. Does your institution allow employees to enter unreported overtime from the previous pay period? Yes. Inc. enter the earnings type code to which this overtime is to be charged. set the parameter to allow overtime entry in the prior pay period. At the Earnings Type Group LookUp prompt.

No. Step 8. Inc. Verify that the description for this earnings type code is meaningful to your employees. Note: If you select an earnings type code for overtime. which was entered on the Earnings Type Definition (EARN) form. Leave this window blank. Step 7. Step 6. you will receive an error message when you finish from the ETGR form. or sick leave. Save your changes and update from the ETGR form. The description that you enter is displayed only on the list that is displayed on the Time Entry form. remains unchanged. Repeat Step 5 and Step 6 for each earnings type that belongs in this group. 109 . May 6. annual leave. Enter an earning type code that belongs in this group. Will employees in positions to which this earnings type group is assigned need to enter other time hours? Yes. 2011 © 2011 Datatel. You can revise it if necessary. The original description. then use the LookUp feature to select from a list of earnings type codes available. If you do not know the code to enter.Setting Up the Human Resources Module Step 5. WebAdvisor for Colleague HR. Skip to Step 8.

 For many positions. You can also remove an existing earnings type group from a position pay record by deleting its ID from this field. Inc.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Assigning an Earnings Type Group to Positions After creating an earnings type group. use the batch process Earnings Type Group Assignmnt (TEEG). . Technical Tip: The earnings type group is stored in the POSPAY records for the specified positions. To update several position pay records for the same position. For a Few Positions Figure 26 shows an example of the Pay Range Information (PPRI) form. Figure 26: Pay Range Information (PPRI) Form The earnings type group for this position pay record. you must then assign the group to a position by using one of the following forms:  For only a few positions. you enter its ID in the Earnings Type Group ID field. 2011 © 2011 Datatel. you must use the PPRI form to update each pay record separately. May 6. To assign an earnings type group to a position’s pay record. use the Pay Range Information (PPRI) form and update the field Earnings Type Group ID. Note: You can update only one position pay record at a time. 110 WebAdvisor for Colleague HR.

2011 © 2011 Datatel. the changes that you make affect all positions to which that group is already assigned. Figure 27: Earnings Type Group Assignmnt (TEEG) Form You can specify the positions by entering the name of a saved list. additional selection criteria. For Many Positions The batch process Earnings Type Group Assignmnt (TEEG) allows you to assign one earnings type group to many positions. the IDs of the positions. or any combination of these. Figure 27 shows an example of this form. Inc. 111 . ALERT! Be aware that if you modify an existing earnings type group. you can detail to the ETGR form where you can define an earnings type group or modify an existing group.Setting Up the Human Resources Module From the Earnings Type Group ID field. The TEEG process overwrites any earnings type group that is already assigned to the current and future position pay records for these positions. May 6. WebAdvisor for Colleague HR.

then use the LookUp feature to choose from a list of earnings type groups. . 2011 © 2011 Datatel. Inc. Technical Tip: The earnings type groups are assigned to or deleted from all current and future position pay records in the POSPAY file for the specified positions. 112 WebAdvisor for Colleague HR. you can verify the results on the Pay Range Information (PPRI) form. enter the ID of the earnings type group that you want to assign. choose whether you want to assign a specific earnings type group to positions or delete any assigned earnings type group from positions. Step 3. Any earnings type group that is assigned to the position pay records for the positions that you specify is deleted from those records.DELETE validation code table.Colleague HR Workflow Setup: Setting Up Time Entry and Approval This process can also be used to delete any earnings type groups from the position pay records for the selected positions. Step 2. If you do not know the ID to enter.ENTRY. you cannot specify the group to be deleted. Are you assigning or deleting an earnings type group? Assigning. In the Choose Earnings Type Group to Assign field. you cannot modify it. This code table is provided by Datatel. You cannot enter an earnings type group ID in the Choose Earnings Type Group to Assign field. Continue with the next step.ASSIGN. ALERT! When deleting earnings type groups from positions. May 6. Deleting. Access the Earnings Type Group Assignmnt (TEEG) form. Technical Tip: The codes for assigning and deleting earnings type groups are stored in the TIME. Procedure for Using the TEEG Process to Assign or Delete Earnings Type Groups Step 1. When the process is complete. In the Assign or Delete Earnings Type Group field.

Step 6. In the Positions window. then use the LookUp feature to choose from a list of positions. Access the Pay Range Information (PPRI) form for each position to verify that you assigned the correct earnings type group or that the previously assigned earnings type group was deleted. If you have a saved list of the positions to be updated. WebAdvisor for Colleague HR. then enter its name in the Saved List Name field. Inc. Step 5. indicate whether you want to specify other criteria for selecting records from the POSITION file. If you do not know the IDs to enter.Setting Up the Human Resources Module Step 4. The saved list that you enter must contain the IDs for records in the POSITION file. May 6. 2011 © 2011 Datatel. Save your changes and update from the TEEG form to begin the update process. enter the ID of each position that you want to update. Step 7. Step 8. 113 . In the Additional Selection Criteria field.

. use the batch process Time Entry Form Assignment (TEFA). For a Few Positions Figure 28 shows an example of the field for specifying the Time Entry form on the Position Definition (POSD) form. 114 WebAdvisor for Colleague HR. ALERT! A form must be assigned to a position for employees in that position to enter time using the Time Entry and Approval workflow. use the Position Definition (POSD) form and update the field Web Time Entry Form. Inc. 2011 © 2011 Datatel. May 6. see “Detail Form” on page 62 and “Summary Form” on page 67.  For many positions.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Assigning the Time Entry Form to Positions The version of the Time Entry form—Detail or Summary—that an employee uses is determined by the position for which the employee is entering time. (For information about these forms.) You assign the appropriate form to each position by using one of the following forms:  For only a few positions. Figure 28: Position Definition (POSD) Form The Time Entry form used by employees in this position.

ENTRY. 115 . the IDs of the positions. Technical Tip: The codes for the Time Entry forms are stored in the WEB. For Many Positions The batch process Time Entry Form Assignment (TEFA) allows you to assign a Time Entry form to many positions. additional selection criteria. This code table is provided by Datatel. Employees who are assigned to this position see only that form when entering their time worked each pay period. May 6. Inc. you choose either Detail or Summary from the list provided. The TEFA process overwrites any Time Entry form that is already assigned to these positions.TIME.FORM validation code table. Figure 29 shows an example of this form. 2011 © 2011 Datatel.Setting Up the Human Resources Module In this field. WebAdvisor for Colleague HR. Figure 29: Time Entry Form Assignment (TEFA) Form You can specify the positions by entering the name of a saved list. or any combination of these. you cannot modify it.

Procedure for Using the TEFA Process to Assign or Delete a Time Entry Form Step 1. you cannot specify the form to be deleted. Whichever form is assigned to the positions that you specify is deleted from those positions. . Deleting. May 6. Step 2.ENTRY. which requires that time in and time out information be entered. This code table is provided by Datatel. Continue with the next step. Inc. Access the Time Entry Form Assignment (TEFA) form. which collects only the total hours worked each day. Technical Tip: The Time Entry form is stored in the POSITION record for each selected position. In the Choose Web Time Entry Form to Assign field. Technical Tip: The codes for assigning and deleting earnings type groups are stored in the TIME. or the Summary form. Step 3. 2011 © 2011 Datatel. You can choose either the Detail form. you can verify the results on the Position Definition (POSD) form. When the process is complete. Are you assigning or deleting a Time Entry form? Assigning. In the Assign or Delete Web Time Entry Form field. choose whether you want to assign a Time Entry form to positions or delete any assigned Time Entry form from positions.Colleague HR Workflow Setup: Setting Up Time Entry and Approval This process can also be used to delete a Time Entry form from the selected positions. ALERT! When deleting a Time Entry form. 116 WebAdvisor for Colleague HR. select the form that you want to assign. you cannot modify it. You cannot enter a Time Entry form in the Choose Web Time Entry Form to Assign field.ASSIGN.DELETE validation code table.

Setting Up the Human Resources Module Step 4. Access the Position Definition (POSD) form for each position to verify that the Time Entry form was assigned or that the previously assigned Time Entry form was deleted. In the Additional Selection Criteria field. WebAdvisor for Colleague HR. If you have a saved list of the positions to be updated. Inc. The saved list that you enter must contain the IDs for records in the POSITION file.TYPES validation code table to distinguish between annual leave and sick leave. In the Positions window. 117 . you must do the following:  Assign an earnings type to each leave plan. indicate whether you want to specify other criteria for selecting records from the POSITION file. enter the ID of each position that you want to update.  Add a special processing code to the LEAVE. then use the LookUp feature to choose from a list of positions. and compensatory time. Step 5. Setting Up Leave Plans and Leave Types For employees to enter leave hours on the Time Entry form. Save your changes and update from the TEFA form to begin the update process. Step 8. The earnings type makes it clear where to track the time that is entered. Step 6. Step 7. then enter its name in the Saved List Name field. The earnings type is entered on the Leave Plan Definition (LEAD) form in the Earnings Type field. 2011 © 2011 Datatel. If you do not know the IDs to enter. Assigning Earnings Types to Leave Plans All leave plans that are to be used in the Time Entry and Approval workflow must have the appropriate earnings type assigned. May 6.

if you specify the vacation earnings type VAC to the leave plan Vacation. Inc. For compensatory time. there will be multiple earnings types. then the VAC earnings type is charged when an employee who is assigned to the VAC leave plan enters time in the Annual Leave Hours column on the Time Entry form. Note: If you use the LookUp feature to choose an earnings type. Figure 30 on page 119 illustrates the relationship between earnings type and leave type. Note: You must enter an earnings type that has the same leave type as the leave plan. 2011 © 2011 Datatel.Colleague HR Workflow Setup: Setting Up Time Entry and Approval For example. only the earnings types in the Leave category are displayed. . The earnings type (VAC) that is defined on the Earnings Type Definition (EARN) form has the same leave type (V) as the leave plan (VAC) defined on the LEAD form. 118 WebAdvisor for Colleague HR. See the example shown in Figure 30 on page 119. May 6.

2011 © 2011 Datatel. an employee can be assigned only one active leave plan for each leave type. Both of these leave plans should have the same vacation leave type. For example. Earnings type for the leave plan. WebAdvisor for Colleague HR. Distinguishing Types of Leave Colleague uses the leave type to match the hours entered on an employee’s time card to the appropriate leave plan. Inc. For each employee. Although there can be several leave plans with the same leave type. 119 . you might define a vacation plan—one for hourly employees and one for salaried employees. May 6. you can only assign one of these leave plans.Setting Up the Human Resources Module Figure 30: Adding an Earnings Type to a Leave Plan on the LEAD Form The earnings type assigned must have the same leave type as the leave plan.

and compensatory time. then choose the column in which you want employees to enter all annual leave or sick hours. May 6.Colleague HR Workflow Setup: Setting Up Time Entry and Approval The Time Entry form contains a column for entering annual leave hours and a column for entering sick hours. Only hours for leave plans with this leave type can be entered in the Annual Leave Hours column on the Time Entry form.TYPES Validation Code Table Codes that distinguish annual leave and sick leave.  “1” indicates annual leave. Figure 31 shows an example of the special processing codes. You must enter the special processing code for that column in the appropriate leave types. Note: If your institution does not track types of leave separately. you must identify the leave types for annual and sick leave by entering either 1 or 2 in the first Special Processing field of the LEAVE. Inc. Only hours for leave plans with this leave type can be entered in the Sick Hours column on the Time Entry form.) Be sure to notify your employees which column to use. .  “2” indicates sick leave. To ensure that the correct leave is entered in each column.TYPES validation code table. 2011 © 2011 Datatel. but instead gives employees a specific amount of leave each year to use as necessary. Figure 31: LEAVE. 120 WebAdvisor for Colleague HR. (Enter 1 if you choose the column Annual Leave Hours and 2 if you choose the column Sick Hours.

Example: An associate professor is in a salaried position. For technical information about this subroutine. see AnswerNet Support Solution 6040.UPDATE. you need to evaluate this subroutine and test it thoroughly. any shift differential is automatically calculated based on the times that the employee began and ended work each day. and takes four hours of compensatory time that he has not earned. WebAdvisor for Colleague HR. when they have taken more hours than they have earned. along with the employee’s compensatory balance. Setting Up Earnings Differential for Shift Time For employees who must use the Detail form to enter time in and time out information. He is assigned to a compensatory leave plan that allows a negative leave balance.DIFFERENTIAL to calculate the shift differential. ALERT! Datatel provides the subroutine S.EARNINGS. May 6. If you allow this for employees taking compensatory time. Note: A negative number is displayed on the Time Entry and Approval forms when an employee has a negative compensatory balance. This is critical if you use multiple overtime factors and earning differentials. You may allow salaried employees to take vacation before they earn it. 2011 © 2011 Datatel. Inc. However. Use the Personnel Leave Analysis (PELA) process to generate a report that shows the amount of leave each employee has earned or taken. their compensatory balance can be a negative number. For employees assigned to leave plans that allow a negative leave balance. for example. 121 . If.Setting Up the Human Resources Module Allowing Negative Leave You can allow employees to have negative leave balances which means the employee can take leave before the hours have been earned. his new compensatory balance is 2. he earns six hours of compensatory time. during the next pay period. His compensatory balance in the PERLEAVE file is then -4. For those leave plans you would want to enter “Yes” in the Allow Negative Balance field on the LEAD form. you could pay employees for hours they have not yet worked.

. Inc. May 6. Figure 32: Specifying Times That Earn a Shift Differential Only time worked between these hours is eligible for the differential amount. For example. you can enter 11:00PM as the differential start time and 7:00AM as the differential end time. Note: The times that you enter in these fields can overlap days. Figure 32 shows an example of times entered on this form. you must specify the beginning and ending time for each shift on the Earnings Differential (EDIF) form.Colleague HR Workflow Setup: Setting Up Time Entry and Approval For shift differential to be calculated correctly. 122 WebAdvisor for Colleague HR. 2011 © 2011 Datatel.

May 6. At the Employee Level Figure 34 on page 125 shows a supervisor and an alternate supervisor entered on the Person’s Position (PPOS) form.  For information on the hierarchy used to match supervisors and employees. 123 . you can also assign an alternate supervisory position. by using the Person’s Position (PPOS) form to assign a supervisor to an employee. you can assign an alternate supervisor. The employee’s time entry can also be approved by an alternate supervisor or non-employee supervisor if one has been assigned.  For information on setting the parameter to use the Resource Database. see “Determining Who Approves an Employee’s Time Entry” on page 73. by using the Position Definition (POSD) form to assign a supervisory position to each position. 2011 © 2011 Datatel. supervisors can be assigned to employees in one of the following ways:  At the employee level. WebAdvisor for Colleague HR. then WebAdvisor will determine the relationship between employees and supervisors based on the relationships entered in the Resource Database.  At the position level. In Colleague. If your institution uses the Resource Database and if you choose to use the Resource Database in the Time Entry and Approval workflow.Setting Up the Human Resources Module Assigning Supervisors To ensure that the correct supervisor approves each employee’s time entry. see “Setting Up Time Entry and Approval Parameters” on page 127. At the position level. you must verify that every employee is assigned a supervisor or supervisory position. At the employee level. Inc.

. To restrict the time period in which an alternate supervisor can approve the employee’s time—for example. then either can approve the employee’s time entry at any time. 124 WebAdvisor for Colleague HR. May 6. only during the absence of the employee’s regular supervisor—you must enter the alternate supervisor in this field when you want this authority to begin and remove it when you want the authority to end. If only a supervisor is entered on this form. Inc. There are no date restrictions. If both a supervisor and an alternate supervisor are entered on this form. 2011 © 2011 Datatel.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Figure 33: Assigning a Supervisor and Alternate on the PPOS Form The employee’s supervisor and alternate supervisor Note: You must enter a supervisor before you can enter an alternate supervisor. then only that person can approve the employee’s time entry.

Setting Up Email Addresses Email plays an integral part in the Time Entry and Approval workflow. WebAdvisor automatically generates an email notifying employees when their supervisor approves. Inc. rejects. After a decision is entered.Setting Up the Human Resources Module At the Position Level Figure 34 shows a supervisor position and an alternate supervisor position entered on the Position Definition (POSD) form. Figure 34: Assigning a Supervisory Position on the POSD Form The employee’s supervisor and alternate supervisor. or modifies their time entry. 2011 © 2011 Datatel. it can be overriden by any of the remaining employees in that supervisory position. then an employee’s time entry can be approved by any employee who holds that supervisory position. Note: When a position is assigned a supervisory position and no supervisor is assigned at the employee level. WebAdvisor for Colleague HR. For example. You can also choose to have supervisors emailed when their employees electronically sign their time entry. 125 . May 6.

you must verify the following:  An email address for each employee and supervisor is entered on the Name and Address Entry (NAE) form. . a batch email could notify all supervisors of an approaching deadline for approving time entries. Figure 35: Matching E-Mail Types on the NAE and ACWP Forms 126 WebAdvisor for Colleague HR. see Using Communications Management. For information about setting up this module. Inc.  At least one email address entered on the NAE form has an e-mail type that matches an email type entered on the Web Access Core Parameters (ACWP) form. Figure 35 on page 126 shows an example. For example.Colleague HR Workflow Setup: Setting Up Time Entry and Approval To ensure that employees and supervisors receive these notifications. May 6. 2011 © 2011 Datatel. Note: You can also use the Communication Management module to automatically send other email notifications for the Time Entry and Approval workflow.

Inc. The parameters that you set up on these forms control the following:  When your employees must electronically submit their time entries each pay period. May 6. see the Using Payroll manual. However.) Setting Up Time Entry and Approval Parameters The Time Entry/Approval Params (TEAP) form and the Time Entry Cutoff Parameters (TCTP) form contain all of the parameters needed to implement the Time Entry and Approval workflow.  The email hierarchy to be used for automatic emails generated by the time entry and approval process. verify compensatory time. WebAdvisor for Colleague HR.  Whether supervisors receive an automatic email from each of their employees notifying them that the employee’s time entry is ready for approval. (For information about the PPPR form.  Rules to control the hourly and salaried employees who should be excluded from payroll processing whenever they have unapproved time. the majority of the parameters are set up on the Time Entry/Approval Params (TEAP) form. and calculate earnings differentials.  The maximum number of hours in a pay period that employees can take as compensatory time.  The maximum number of hours that must be worked weekly and daily before overtime begins.  Whether supervisors are allowed to modify their employees’ time entries. 127 .  When your supervisors must approve their employees’ time entries each pay period.  Whether your employees are allowed to include unreported overtime worked in the previous pay period.  The subroutines used to calculate overtime.Setting Up the Payroll Module Setting Up the Payroll Module In the Payroll module. while the cutoff dates and times are specified on the Time Entry Cutoff Parameters (TCTP) form.  Whether to use the Resource Database to determine an employee’s supervisor and a supervisor’s employees.  Any leave plans that are to be excluded from viewing on the web. the parameters that determine the cutoff dates and times for completing and approving time entries can be overridden for a particular payroll on the Pay Period Preparation (PPPR) form.  Any earnings types that are to be excluded from the overtime calculation. 2011 © 2011 Datatel.

Colleague HR Workflow Setup: Setting Up Time Entry and Approval Figure 36 shows an example of the TEAP form. This parameter applies only to the pay period that immediately precedes the employee’s current pay period. Inc. Employees are then allowed to use the Additional Time (Prior Period) web form to enter this overtime. Typically. and they then work more hours than expected. 128 WebAdvisor for Colleague HR. May 6. this situation occurs when employees must complete their time entry before the end of the pay period. . 2011 © 2011 Datatel. Its fields are explained in the sections that follow. Important Fields on the TEAP Form Allow OT Entry in Prior Pay Period This field controls whether your employees are allowed to enter overtime from the previous pay period. Entering “Yes” in this field allows employees to enter unreported overtime from the previous pay period. Figure 36: Time Entry/Approval Params (TEAP) Form Note: The parameters on the TEAP form apply to all employees.

The overtime subroutine uses this number to determine when an employee is eligible for overtime. Daily Hours Worked Before Overtime This field controls when daily overtime is calculated. then you must also specify the earnings type code to use for this overtime on the Earnings Type Groups (ETGR) form. WebAdvisor for Colleague HR. You can enter a number in both this field and in the field Daily Hours Worked Before Overtime.Setting Up the Payroll Module To accept only the time that was worked in the current pay period. If your institution has a 35-hour workweek. 2011 © 2011 Datatel. Exclude Leave Plans The Exclude Leave Plans window allows you to specify leave plans for which the leave type and balance should not be displayed should not displayed in the Leave Types and Leave Balances columns on the Time Entry forms. If you leave this field blank. see “Setting Up Earnings Type Groups” on page 105. Weekly Hours Worked Before Overtime This field controls when weekly overtime is calculated. an employee who works more that seven hours in a day is eligible for overtime. In this example. then no weekly overtime is calculated. You can enter a number in both this field and in the field Weekly Hours Worked Before Overtime. then no daily overtime is calculated. If you leave this field blank.” ALERT! If you enter “Yes” in this field. an employee who works more that 35 hours in a week is eligible for overtime. Inc. then you would enter 7 in this field. then you would enter 35 in this field. If your institution has a seven-hour workday. The overtime subroutine uses this number to determine when an employee is eligible for overtime. In this example. leave the default as “No. 129 . For information about this form. May 6.

Overtime Subroutine Use this field to enter the name of the subroutine that your institution uses to calculate the overtime hours worked.COMP. which is available from the Documentation page of Datatel’s Web site. 2011 © 2011 Datatel. ALERT! Datatel recommends you do not use this field until we have completed our quality assurance testing and complete any final programming changes that are needed for this one feature. However. May 6. The default is the Datatel-provided subroutine S. you must define an overtime earnings type with a factor of 1. the Daily Hours Worked Before Overtime field. The default is the Datatel-provided subroutine S.OT.HOURS subroutine. ALERT! In order for the default subroutine S. you need to evaluate this subroutine and test thoroughly. If you leave this field blank.OT. Verification Subr for Comp Time Use this field to enter the name of the subroutine that your institution uses to calculate when hourly and salaried employees have reached overtime situation and are eligible to use compensatory time. Note: For technical information about the S. .UPDATE. see Tech Doc Online.OT. time can still be entered or modified for the leave plans that you enter. 130 WebAdvisor for Colleague HR.5. This is critical if you use multiple overtime factors and earning differentials.UPDATE.TIME. Inc.HOURS. you need to evaluate this subroutine and test thoroughly. This subroutine determines when an employee has reached overtime by using the number of hours entered in the Weekly Hours Worked Before Overtime field. However.HOURS to work as delivered. see the Using Human Resources manual. the leave type and balance for all leave plans are displayed online. This is critical if you use multiple overtime factors and earning differentials.Colleague HR Workflow Setup: Setting Up Time Entry and Approval This window controls only whether the leave type and balance are displayed online. or both fields.UPDATE.VERIFY. For information on defining earnings types.

This calculation is performed by the overtime subroutine S. you must then assign the rules that you define to the TEAP process using these fields. Note: If an employee enters either hours worked or overtime hours for an earnings type in this window.UPDATE. enter their codes in this window.Setting Up the Payroll Module Exclude Earnings Types from OT Subr If any earnings types should be excluded from the overtime calculation. Earnings Differential Subroutine Use this field to enter the name of the subroutine that your institution uses to assign the appropriate earnings differentials to the hours worked based on the time in and time out information that the employee entered. all time entries are processed through payroll regardless of their approval status. Inc. If you define these rules by accessing RLDE directly. You should define these rules using the PERPOS file. Except for employees who meet the rule criteria that you specify. The rules that you define apply to all employees who meet the specified criteria.HOURS. Datatel recommends that you use the TEAP form to access the Rules Definition (RLDE) form where you define these rules. modify. you can use the Time Card Entry (TCDE) form to view. 2011 © 2011 Datatel. 131 . If you do not know the code to enter. May 6. WebAdvisor for Colleague HR. then those hours are not included in the total hours worked by the employee for the day or week. and approve a time entry until that time entry is paid. In addition. then use the LookUp feature to choose from a list of existing earnings types. Rule for Hourly and Salaried Employees Who Will Not Be Paid Use these two fields to enter the rule to prevent hourly and salary employees from receiving pay for unapproved time.OT.

see “Determining Who Approves an Employee’s Time Entry” on page 73.) If you leave this field blank. Colleague uses the MAIL hierarchy.” Note: If you leave the default as “No. 2.  Emails notifying supervisors when their employees electronically sign their time entry. If a global hierarchy is not entered on the PID7 form. or modifies their time entry. rejects.” be sure that every employee is manually assigned a supervisor either at the employee level on the Person's Position (PPOS) form or at the position level on the Position Definition (POSD) form. . (These emails are generated only when “Yes” is entered in the Email Supervisor When Employee's Time Complete field. leave the default as “No.Colleague HR Workflow Setup: Setting Up Time Entry and Approval Use Resource DB to Match Supv & Emplyes If your institution uses the Resource Database. then in this field indicate whether you want the Resource Database to identify each employee’s supervisor and each supervisor’s employees. These relationships determine which supervisor approves which employee’s time. Inc. You can view this hierarchy on the Name and Address Hierarchy (NAHM) form in Colleague Core. May 6. enter “Yes.” If a relationship is not defined in the Resource Database—either because the employee has no supervisor defined or the supervisor has no employees defined—then Colleague uses information in Human Resources to attempt to establish a relationship. For information about the hierarchy used. see “Assigning Supervisors” on page 123. which is delivered to all Datatel institutions. 132 WebAdvisor for Colleague HR. For more information. 2011 © 2011 Datatel. To disregard the Resource Database or if your institution does not use the Resource Database. Uses the global hierarchy entered on the Communication Management (PID7) form in the Processing E-Mail Hierarchy field. Colleague determines the hierarchy to use as follows: 1. To use the Resource Database to determine the employee/supervisor relationships. Email Hierarchy This field determines the email hierarchy that is used when the following emails are generated between the supervisor and employee during Time Entry and Approval:  Emails notifying employees when their supervisor approves.

When a supervisor modifies an employee’s time entry. To prevent supervisors from modifying their employees’ time.” Supervisors can still review their employees’ time. 2011 © 2011 Datatel. Supervisor Modify Employee Time Entry Use this field to specify whether supervisors are allowed to make changes to the time that their employee submitted for approval. leave the default as “No. 133 . leave the default as “No. which are stored in the HR. enter Yes. but they cannot modify it. WebAdvisor for Colleague HR.ERROR file. contact your system administrator. May 6.Setting Up the Payroll Module Email Supervisor When Employee’s Time Complete Use this field to indicate whether to automatically email the appropriate supervisor when each of the supervisor’s employees electronically signs the Time Entry form for that pay period. Signing the Time Entry form signifies that the employee has entered all time worked. To receive these emails. To allow supervisors to modify their employees’ time. Inc. enter Yes.” This parameter applies to all supervisors and all employees. and the form is ready for the supervisor's approval. see error messages HR129 and HR130. This parameter applies to all supervisors. a supervisor must have an email type defined on the Name and Address Entry (NAE) form that matches the email type specified on the Web Access Core Parameters (ACWP) form. To view or modify the text that is emailed. the employee is notified by email. Otherwise. To automatically email supervisors as each employee’s time is ready for approval. If you need assistance.

Colleague HR Workflow Setup: Setting Up Time Entry and Approval The TEAP and TCTP Forms You can access the Time Entry Cutoff Parameters (TCTP) form directly or by using the Setup Cutoff Dates and Times field on the Time Entry/Approval Params (TEAP) form. Inc. as shown in Figure 37. . 2011 © 2011 Datatel. May 6. Figure 37: Field on the TEAP Form that Accesses the TCTP Form Access the TCTP form using the Setup Cutoff Dates and Times field on the TEAP form. 134 WebAdvisor for Colleague HR.

 Use the Employee Cutoff Days by Pay Cycle fields located at the top of the TCTP form to specify the cutoff dates and times for each pay cycle by which employees must complete their time entries.  Use the Supervisor Cutoff Days by Pay Cycle fields located at the bottom of the TCTP form to specify the cutoff dates and times for each pay cycle by which supervisors must approve or reject their employees’ time entries. EMPTIME.) Technical Tip: The dates and times displayed in the Employee Cutoff Date/Time and Supervisor Cutoff Date/Time fields on the PPPR form are calculated using the parameters that you define on the TCTP form. you can choose to pay employees for unapproved time when prompted on the PPGS form. see the Using Payroll manual. you can do one of the following:  Delete all the code from the S.DIFFERENTIAL subroutine and leave its name in this field. Therefore.DTL records for employees who meet the rule criteria that you specify.EARNINGS. If the cutoff dates or times are not appropriate for a particular payroll. and enter its name in this field.  Define a “subroutine” that contains no code. To meet this requirement.Setting Up the Payroll Module The TEAP form enables you to define rules that affect payroll processing as follows:  The Pay Period Generation (PPGN) and Pay Period Gross Summary (PPGS) processes do not create PAYPRDS records for time entries that meet the rule criteria that you specify. WebAdvisor for Colleague HR.DTL records for employees who are not paid in the current payroll are stored in Colleague until you issue a manual check for those employees using the Manual Check Calculation (MNCK) process. May 6. Inc. Important Fields on the TCTP Form Employee and Supervisor Pay Period Cutoff Days by Pay Cycle Use these fields to enter cutoff dates and times for each pay cycle. 135 . If your institution does not pay earnings differentials based on the time of day that employees worked. However.  The Payroll Calculation-Register (CALC) process issues a warning for time entries that meet the rule criteria that you specify and then excludes those time entries from the payroll—this warning does not stop the CALC process from generating payroll records. 2011 © 2011 Datatel. those time entries are excluded when you generate payroll records using these forms.  The Employee History Update (EHUP) process does not delete EMPTIME. you can override them using the Pay Period Preparation (PPPR) form. you still must enter a subroutine name in this field. (For information about the PPPR form.UPDATE.

For more information. The Payroll office has not set up the cutoff dates and times for the pay cycle. You are not allowed to enter time for the prior pay period. Note: If your employees or supervisors notify you that the compensatory time leave balance displays an incorrect balance on the Time Entry forms. see “Recalc Temporary Comp Balance Report” on page 99. The correct earnings type must be in the Earning Type Group ID field on the Pay Range Information (PPRI) form for those employees to view the Additional Time (Prior Period) form. You will need to start the process over by hitting the menu button. Time in and out must be entered for compensatory hours earned. The Payroll office has not added the permissions to allow the employee to view the Additional Time (Prior Period) form. 2011 © 2011 Datatel. Cause The employee entered more compensatory time taken than the employee has earned. Colleague HR Workflow Setup: Setting Up Time Entry and Approval Table 16: Troubleshooting Time Entry and Approval Problem Cannot take more compensatory time than earned. The cutoff dates and times need to be set up on the Time Entry Cutoff Parameters (TCTP) form. and the resolution. The WebAdvisor session timed out. The employee needs to go back to the Employee’s Menu and return to the workflow. May 6. Hours were not entered in the Time In and Time Out fields for the compensatory time earned. then employees can take only up to the amount of compensatory time earned at a given time. Inc. Solution If your institution does not allow your employees to use negative compensatory time. This pay cycle has not been set up with cutoff days and time. . The Time In and Time Out fields need hours entered for the compensatory time earned. use the Recalc Temporary Balance (RTCB) process to recalculate the compensatory leave balance.Troubleshooting Table 16 lists some of the potential messages that you might encounter while using the Time Entry and Approval workflow. 136 WebAdvisor for Colleague HR.

Comments If you want to store additional custom pay advice data. Note: The WEB. Doing so ensures that historical pay information is available for viewing online whenever you implement this workflow. Use the Pay Advice Parameters (PASP) form to specify the following parameters: • When employees can view their advices online in relation to the pay date. WebAdvisor for Colleague HR. see “How Pay Advice Data is Stored in Colleague” on page 141.ADVICES file.Colleague HR Workflow Setup Setting Up Pay Advice Online In This Chapter This chapter describes the primary forms used in the WebAdvisor Pay Advice Online workflow and explains how to set up Colleague to fully implement this workflow at your institution. 137 .PAY. For more information about this file. Inc. that is. then you must create a new file that contains the information that you want. For more information about setting these parameters.ADVICES file. Before You Begin Table 17 lists the decisions to make and the tasks to perform before you set up the Pay Advice Online workflow. 2011 © 2011 Datatel. See “Setting Up Colleague to Store Custom Data” on page 152. Determine the timeframe in which employees can view pay advice information online. data not currently stored in the WEB.PAY.ADVICES file stores pay advice data during payroll processing regardless of whether you use the Pay Advice Online workflow. see “Defining the Parameters That Control When Pay Advices Can Be Viewed” on page 153.PAY. • The number of years for which pay information is available. Table 17: Prerequisites for Setting Up the WebAdvisor Pay Advice Online Workflow Prerequisite With your IT staff. review your print subroutines to determine whether the data you store matches the data stored in the WEB. May 6.

for example.ADMIN security class to that administrator. . 138 WebAdvisor for Colleague HR. see the Using Communications Management manual. see “Setting Up Employees to View Advices Online” on page 158. you should set the option for viewing advices online to “No” for that employee using the Employee Overview (EPOV) form. May 6. you can use the Communication Management module to set up and send e-mail notification to employees when their pay advice information is available for viewing online. For information about setting up and sending e-mail notification. • To allow an administrator access to employees’ pay advices online. See “Setting Up Administrators to View Advices Online” on page 164. or administrators that should have access to this workflow. • To allow an employee access to pay advice information online. you must first assign the WEBPR. Comments For example. you should remove the security class containing the View Pay Advices (For Administrators) (WVPA) form from the list of security classes assigned to that administrator using the Operator Definition (SOD) form in Envision Runtime (UT). For example. To remove an administrator from accessing pay advice information online. groups of employees. you can disable the Web access privileges for both employees and administrators to ensure that they cannot login to WebAdvisor. Inc. when employment is terminated or when an employee changes positions. use either the Employee Overview (EPOV) or Allow Viewing of Advices (AVPA) form.Colleague HR Workflow Setup: Setting Up Pay Advice Online Table 17: Prerequisites for Setting Up the WebAdvisor Pay Advice Online Workflow (cont’d) Prerequisite Determine the employees. it might be appropriate for only full-time employees and administrators such as payroll staff to use this workflow. Determine the procedure for removing employees and administrators from accessing the Pay Advice Online workflow. see the WebAdvisor Installation and Administration manual Decide whether you want to use the Communications Management module to generate automatic e-mails for this workflow. See “Setting Up Administrators to View Advices Online” on page 164. In addition. For more information about disabling Web access. To remove an employee from accessing pay advice information online. For more information about this option. See “Setting Up Employees to View Advices Online” on page 158. 2011 © 2011 Datatel.

If you choose to notify employees when pay advice information is available for viewing online. Define parameters that control online viewing of pay advices.PAY. For current information about supported software. For information about setting up and sending e-mail notification. then you must create a new file that contains the information that you want.Before You Begin Tasks to Set Up Colleague for This Workflow Table 18 lists the tasks that are involved in setting up Colleague to use the Pay Advice Online workflow. 2011 © 2011 Datatel. your institution must have implemented the Human Resources and Payroll modules in Colleague HR. to store custom pay advice data. See “Setting Up Colleague to Store Custom Data” on page 152. See “Setting Up Employees to View Advices Online” on page 158. see the Using Communications Management manual. It includes the forms that are used. May 6. Yes Pay Advice Parameters (PASP) Employee Overview (EPOV) Allow Viewing of Pay Advices (AVPA) See“Defining the Parameters That Control When Pay Advices Can Be Viewed” on page 153. then you should perform this task. WebAdvisor for Colleague HR. Set up the Communications Management module for email notification Yes No Operator Definition (SOD) See “Setting Up Administrators to View Advices Online” on page 164. as needed. Inc. 139 .ADVICES file. Allow employees or groups of employees access to this workflow. Table 18: Tasks for Setting Up Colleague for the Pay Advices Online Workflow Task Create a new file. see the Product Certifications and Cessations page on Datatel’s client website. data not currently stored in the WEB. System Requirements In order to use the WebAdvisor Pay Advice Online workflow. Yes Allow administrators access to this workflow. that is. for each task and whether that task is required. Required No Form Used Comments If you want to store additional custom pay advice data. if any.

. regardless of whether they choose to view their advices online and whether you use this workflow. “pay advice” or “advice” refers to the pay information that an employee receives on either a paycheck or a direct-deposit advice. These parameters determine when 140 WebAdvisor for Colleague HR.ADVICES file on the date that you load the WebAdvisor Pay Advice Online software regardless of whether you use this workflow.PAY.  The year in which the pay advice was issued and the pay date of that advice correspond to the parameters that you set up using the Pay Advice Parameters (PASP) form.Colleague HR Workflow Setup: Setting Up Pay Advice Online Understanding the Pay Advice Online Workflow Employees can use the WebAdvisor Pay Advice Online workflow to view pay advice information from the current year or a previous year for which data is available.ADVICES files store information that pertains to this workflow:  The EMPLOYES file stores the option for viewing pay advices online for each employee. Files Used Both the EMPLOYES and WEB. such as payroll staff.PAY. Criteria That Determines If Advices Are Available for Viewing Pay advices are available for viewing online if all of the following criteria have been met:  Pay advice data exists in the WEB.ADVICES file. 2011 © 2011 Datatel. May 6. This option also controls whether the employee continues to receive a printed direct-deposit advice. Pay advices issued before this date are not available for viewing. see “Setting Up Employees to View Advices Online” on page 158. can also access and view employees’ pay advice information. Administrators.PAY.PAY. Colleague begins storing pay advice data in the WEB. For more information. Inc.ADVICES file stores pay advice data for all employees.  The WEB. Note: In this workflow.

ADVICES file is updated with each employee’s pay information during payroll processing. May 6. In order to use the Pay Advice Online workflow. pay advices are available for viewing online at different times. 2011 © 2011 Datatel. For more information about setting these parameters. WebAdvisor for Colleague HR. Access to WebAdvisor has been granted. Note: When pay advices are available for viewing online also depends on the parameters that you set using the Pay Advice Parameters (PASP) form such as the availability of the current pay advices in relation to the pay date and the number of previous years for which an employee can view advices.  An employee’s previous year pay advices are available for viewing once you have run at least one payroll for that employee in a new calendar year. Doing so ensures that whenever your institution offers this option or whenever an employee chooses to use it. When Advices Are Available for Viewing Online After you set up Colleague to use the Pay Advice Online workflow. depending on the date that the advice was issued:  An employee’s current year pay advices are available for viewing online as soon as you run at least one payroll this year in which that employee is paid. You must set the option for viewing advices online to “Yes” for each employee using either the Employee Overview (EPOV) or Allow Viewing of Advices (AVPA) forms.PAY. How Pay Advice Data is Stored in Colleague After you load the software for the WebAdvisor Pay Advice Online workflow.Understanding the Pay Advice Online Workflow    current advices can be viewed in relation to the pay date and the number of previous years for which pay advices can be viewed. Inc. the data is available. Employees who choose to view pay advices online can view information for any pay advice or paycheck as long as that paycheck or advice is not voided. employees or administrators must have WebAdvisor access. that is. 141 . the year after which you implemented this workflow. regardless of whether your institution has begun offering employees this option and regardless of whether an employee chooses to view pay advices online. Access to view pay advices online has been granted. see “Defining the Parameters That Control When Pay Advices Can Be Viewed” on page 153. the WEB. The paycheck or advice has not been voided. It stores this for all employees.

Note: Employees with a net pay of zero dollars always receive a paycheck. These employees receive only a printed paycheck—not a printed direct deposit advice. The View Advices Online field on the Employee Overview (EPOV) form displays this option for each employee:  When this option is set to “Yes. that is directly deposited and the portion for which they are paid by check—can be viewed online. even if they have all of their pay deposited directly. . May 6.Colleague HR Workflow Setup: Setting Up Pay Advice Online Implications of Choosing to View Advices Online The option to view advices online controls whether employees can view their pay information online and whether they continue to receive a printed directdeposit advice. direct-deposit advices are no longer printed. the employee continues to receive a printed paycheck or direct-deposit advice.” all pay information is available for viewing online. When All Pay Is Deposited Directly Employees who have all of their pay deposited directly into one or more bank accounts and who choose to view pay advices online will no longer receive a printed direct deposit advice. Note: Employees can choose to view their pay information online or to continue to receive printed direct-deposit advices.  When this option is set to “No. but not both.” pay information is not available for viewing online. if any. When Some or No Pay Is Deposited Directly Employees who have part of their pay deposited directly or who do not participate in direct deposit are paid by check. When these employees choose to view their pay advices online. all of their pay information—the portion. 142 WebAdvisor for Colleague HR. 2011 © 2011 Datatel. Employees who choose to view pay advices online will be able to view the information for this paycheck online. their paycheck stub contains all information about their direct deposit. Inc.

Inc. May 6. Employee continues to receive a printed direct-deposit advice. Yes Result Employee continues to receive a printed paycheck and can view pay information online. Employee continues to receive a printed paycheck. Pay information can only be viewed online. Employee continues to receive a printed paycheck and can view pay information online. Table 19: How the View Advices Option Affects Whether Colleague Prints Paychecks and Advices Type of Pay Received Paycheck only Option to View Advices Online is Set to. Note: Employees who receive some or all of their pay by check will always receive a printed paycheck.Understanding the Pay Advice Online Workflow When Colleague Prints Paychecks and Advices Table 19 shows how the option for viewing advices online affects whether Colleague prints paychecks and advices. 143 . Employee continues to receive a printed paycheck... No Direct-Deposit Advice only Yes No Paycheck and DirectDeposit Advice Yes No WebAdvisor for Colleague HR. 2011 © 2011 Datatel.

or both. It also provides a list of previous years. . For more information. For information about setting the parameters that control the advices displayed on this form. The Previous Year Pay Advices form then displays a list of all pay advices issued to the employee during that year. 144 WebAdvisor for Colleague HR.Colleague HR Workflow Setup: Setting Up Pay Advice Online WebAdvisor Forms for the Pay Advice Online Workflow The Pay Advice Online workflow includes the WebAdvisor forms listed in Table 20. for which the employee can view pay advices. • Previous year for which the employee wants to view advices. The Pay Advice form then displays the specific pay advice information associated to that pay date. Comments The WEBPR. Pay Advices (WSPA) Displays a list of pay advices that were issued to an employee in the current year. 2011 © 2011 Datatel. Using this form. Inc.ADMIN security class must be assigned to each administrator who should have access to this form using the Operator Definition (SOD) form in Envision Runtime (UT). if any. Table 20: WebAdvisor Forms in the Pay Advice Online Workflow Form View Pay Advices (For Administrators) (WVPA) Purpose Allows administrators to view pay advices for a selected employee by entering either an employee ID or Social Security number. see “Defining the Parameters That Control When Pay Advices Can Be Viewed” on page 153. This form is available to both employees and administrators. see “Setting Up Administrators to View Advices Online” on page 164. May 6. an employee can select one of the following: • Pay date of an advice issued during the current year.

View Pay Advices (For Administrators) Form The View Pay Advices (For Administrators) form is available only to administrators. May 6. 2011 © 2011 Datatel. Comments When an employee on the Pay Advices form selects a previous year for which to view advices. Figure 38 shows an example of this form. 145 . This form is available to both employees and administrators. Figure 38: View Pay Advices (For Administrators) Form in WebAdvisor WebAdvisor for Colleague HR. for example. WebAdvisor opens this form and displays a list of advices issued to the employee during that year.Understanding the Pay Advice Online Workflow Table 20: WebAdvisor Forms in the Pay Advice Online Workflow (cont’d) Form Previous Year Pay Advices (WMPA) Purpose Displays a list of advices issued to an employee during a previous year. who have been set up to access employees’ pay advice information online. Pay advices are listed on this form by pay date. see “Setting Up Administrators to View Advices Online” on page 164. payroll staff. This form is available to both employees and administrators. the employee must select the pay date associated to that pay advice. Inc. To access pay advice information. For information about setting up administrators to access this form. Pay Advice (WPAD) Displays specific pay information for the selected pay date.

Note: Users can enter information in both this field and the Employee SSN field. If Colleague finds a matching employee. Employee ID The employee ID entered in this field is the employee’s person ID. then Colleague displays pay advice information for Bob Smith. it displays that employee’s information and ignores the Social Security number (SSN). then Colleague displays pay advice information for Bob Smith. Colleague searches first by employee ID. If Colleague finds a matching employee. . May 6. if you enter Bob Smith’s employee ID but enter Jim Miller’s SSN. Colleague does not verify whether the employee ID or SSN entered is a valid number or that both numbers are assigned to the same employee. Employee SSN The employee Social Security number (SSN) entered in this field is used to select an employee for whom a list of pay advices is displayed on the Pay Advices form. Note: Users can enter information in both this field and the Employee ID field. if you enter Bob Smith’s employee ID but enter Jim Miller’s SSN. For example. it displays that employee’s information and ignores the Social Security number (SSN). Inc. For example. 2011 © 2011 Datatel. 146 WebAdvisor for Colleague HR.Colleague HR Workflow Setup: Setting Up Pay Advice Online The sections that follow describe each field on the form. Colleague does not verify whether the employee ID or SSN entered is a valid number or that both numbers are assigned to the same employee. If information is entered in both fields. Colleague searches first by employee ID. If information is entered in both fields. Colleague uses this ID to select an employee for whom a list of pay advices is displayed on the Pay Advices form.

in which the employee was paid and for which pay advices are available for viewing. Select Other Year This field displays a list of previous years. Inc.  Number of previous years for which an employee can view advices. WebAdvisor for Colleague HR.Understanding the Pay Advice Online Workflow Pay Advices Form Figure 39 shows an example of the Pay Advices form. then no years are displayed in this field. If an employee has not been paid in a previous year or if pay advice data is not available. For information about setting these parameters. May 6. see “Defining the Parameters That Control When Pay Advices Can Be Viewed” on page 153. If you select a year. 147 . 2011 © 2011 Datatel. WebAdvisor displays a list of pay advices issued in that year. if any. The information displayed on this form is determined by the following parameters that you set up using the Pay Advice Parameters (PASP) form:  Availability of the current pay advice in relation to the pay date. Figure 39: Pay Advices Form in WebAdvisor The sections that follow describe each field of the form.

by pay date. Figure 40: Previous Year Pay Advices Form in WebAdvisor 148 WebAdvisor for Colleague HR.Colleague HR Workflow Setup: Setting Up Pay Advice Online To set up the parameter that controls how many previous years are displayed in this field. in descending order. . For information about setting this parameter. For information about setting this parameter. the employee selects the desired pay date to view pay information for that pay date. May 6. To view a pay advice. see “Defining the Parameters That Control When Pay Advices Can Be Viewed” on page 153. Inc. a list of dates on which the employee was paid during the current year. a pay advice issued in a previous year. use the Previous Year to Display field on the Pay Advice Parameters (PASP) form. To set up the parameter that controls when employees can view their current advice in relation to the pay date. use the Days Before/After Pay Date to View Advices field on the Pay Advice Parameters (PASP) form. Current Year This field displays. 2011 © 2011 Datatel. see “Defining the Parameters That Control When Pay Advices Can Be Viewed” on page 153. Previous Year Pay Advices Form Figure 40 shows an example of the Previous Year Pay Advices form that allows an employee or administrator to select.

149 . Unlike the printed pay advice. Pay Advice Form Figure 41 shows an example of the Pay Advice form that shows specific pay information for a particular pay date as it appears on the employee’s paycheck or direct-deposit advice. in descending order. there is no limit to the number of fields that are displayed in the following areas on this form:  Current Earnings  Taxes Withheld  Deductions  Direct-Deposit Fields Figure 41: Pay Advice Form in WebAdvisor WebAdvisor for Colleague HR. To view a pay advice. the employee selects the desired pay date to view pay information for that pay date. 2011 © 2011 Datatel. The year was selected using the Select Previous Year field on the Pay Advices form. on which the employee was paid during a previous year. Inc.Understanding the Pay Advice Online Workflow Pay Date This field displays a list of pay dates. May 6.

Current Earnings This area displays the following earnings information:  Earnings type.  Dollar amount of taxes withheld for this pay period.  Dollar amount of deductions withheld for this pay period.  The ending date of the pay period for which this advice was issued.  Number of hours worked during the pay period for each earnings type.  Dollar amounts of deductions withheld from the beginning of the year including the pay period shown on this pay advice.  Pay received during the pay period for each earnings type. or person ID. Inc.  Dollar amounts of taxes withheld from the beginning of the year including the pay period shown on this pay advice. Taxes Withheld This area displays the following tax information:  Codes that represent taxes paid for the year in which this pay advice was issued. that categorizes the type of work for which the employee received pay. May 6. Deductions This area displays the following information about an employee’s deductions. . 150 WebAdvisor for Colleague HR. for example. More than one amount is displayed when the employee was paid for multiple types of work.  Social Security number. Employee Information This area displays information that is specific to this employee’s pay advice. regular or overtime. regular pay and overtime pay.  The employee number. such as:  The department name or number associated to the employee’s primary position. for example. 2011 © 2011 Datatel.Colleague HR Workflow Setup: Setting Up Pay Advice Online The sections that follow describe each area of the form. if any:  Description of deductions withheld.

May 6. that received this employee’s direct-deposit pay for this pay period. a bank or credit union. if any. If you would like to customize the web form. 151 . Account Number This field displays the account numbers. It was entered in the Message to Print field on any of the forms for printing paychecks or advices. if any. Amount This field displays the amounts. for example. Replica of Paycheck or Direct-Deposit Pay Advice The bottom portion of this form displays the non-negotiable facsimile of the employee’s sample paycheck or direct-deposit advice. if any. and the name and address of the institution from which pay was received. 2011 © 2011 Datatel. It shows the net pay amount spelled out. including manual checks for this payroll.css stylesheet to render the Web page. Message This field displays the message. of this employee’s direct-deposit pay for this pay period.css file. copy WPA. that applies to this payroll.Understanding the Pay Advice Online Workflow Deposits This field displays the name of the institutions.css. WebAdvisor for Colleague HR. Inc. Make your changes to the copy of the WPA. in your deployment directory. if any. You will need to rebuild the WAR file and deploy it to your Web server in order to see the changes. associated to the institutions that received this employee’s direct-deposit pay for this pay period. Customizing the Web Advices Online Web Form The Pay Advices Online Web form uses the WPA. from \addenda\stylesheets\themes\ORIGINAL to \custom\stylesheets\themes\ORIGINAL (substituting EARTH for ORIGINAL if you use the EARTH theme). the name and address of the employee. see the section on payroll processing in the Using Payroll manual. For more information.

then you do not need to set up Colleague to store custom data. Datatel recommends that you review your print subroutines to determine whether custom data exists. see AnswerNet document 3890.PREPARE. For more detailed information about setting up and storing custom pay advice data. 152 WebAdvisor for Colleague HR.PAY.ADVICES file and that prints on your paychecks and advices is considered custom data.PAYCHK. May 6.PAY.Colleague HR Workflow Setup: Setting Up Pay Advice Online Setting Up Colleague to Store Custom Data Colleague uses the WEB.PAYCHK. This file should contain the same data that is printed on your paychecks and advices using the following Datatel-delivered standard print subroutines: • S.ADVICE.PAY.  If you print custom data and you want to store that information in Colleague. Inc.ADVICES file to retrieve pay information and to display that information in the WebAdvisor Pay Advice Online workflow.PREPARE. print it on paychecks and advices.DATA • S.MOORE • S.DATA. then you must do the following: • Create a new file that contains fields for your custom data.DATA.PREPARE. .PAY.ADVICES file as delivered.ADVICES file to point to the file that you created. 2011 © 2011 Datatel.DATA • S. or display it in the Pay Advice Online workflow.MOORE Note: “Custom” data refers to any additional pay advice data that you want to store in Colleague that is not currently stored in the WEB.  If you do not print custom data.PREPARE. Any data that is not currently stored in the WEB.ADVICE. • Modify the data element in the WEB.

only the pay advices for which data exists in the WEB.DATA. Inc. May 6. WebAdvisor for Colleague HR.PAY. The parameters that you specify on the PASP form do not apply to administrators.  Enter 3 in the Prior Years to Display field.DATA subroutine. the employee's online pay advice will display benefits/deductions differently from the paper advice: • The online advice lists each of the employee’s benefits/deductions with the full benefit/deduction description and the deduction amount.ADVICE. When viewing their own pay advices. at any time and in any year for which data is available. whenever they view a pay advice for an employee other than themselves. Example: If the current year is 2005.ADVICES file are available for viewing online.  The number of previous years for which pay advices are available for viewing online. The deduction amounts for the remainder are totaled on the 11th line and labeled “Other. 153 . the paper and online advice both list all of the employee’s benefits/deductions with the full description and deduction amount for each.” If you use the S. Defining the Parameters That Control When Pay Advices Can Be Viewed Use the Pay Advice Parameters (PASP) form to specify the following:  When pay advices are available for viewing in relation to the pay date. the first 10 are listed individually with the full description and the deduction amount. such as payroll staff.ADVICE.PREPARE. You specify this subroutine on the Payroll Parameter Setup (PRPS) form in Colleague HR. Administrators can view any pay advice. When employees have more than 11. 2011 © 2011 Datatel.PREPARE. administrators are restricted by these parameters just like other employees. Note: Regardless of what you enter on this form.Defining the Parameters That Control When Pay Advices Can Be Viewed Note: If you are using the S. you might set up the parameters on the PASP form as follows:  Enter 0 in the Days Before/After Pay Date to View Advices field.MOORE subroutine. • The paper advice lists a maximum of 11 benefits/deductions. other than their own.

 Previous year pay advices can be viewed for any year in which pay advices were issued to an employee. even if the advice was issued before 2002. you should set the option for viewing advices online for each administrator who chooses to view advices online using either the Employee Overview (EPOV) or Allow Viewing of Pay Advices (AVPA) form. in this example. May 6. and 2002. Inc. as long as data exists. administrators can view employees’ pay advice information.  Previous year pay advices can be viewed for the years 2004. 2011 © 2011 Datatel. or after the pay date of the advice. on. employees can view their own pay advices as follows:  Pay advices issued in 2005 can be viewed beginning on the pay date of the pay advice. 2003. Note: “Pay date” refers to the “check date” of the pay advice. as follows:  Current pay advices can be viewed before. Figure 42 shows an example of the PASP form. 154 WebAdvisor for Colleague HR. Also using this example. Note: In order for administrators to view their own pay advice information.Colleague HR Workflow Setup: Setting Up Pay Advice Online Using this example. .

You can enter any number from -99 through 99. when pay advices will be available for viewing online. either before or after the pay date. The number that you enter is added to or subtracted from the pay date.Defining the Parameters That Control When Pay Advices Can Be Viewed Figure 42: The Pay Advice Parameters (PASP) Form Fields on the PASP Form Days Before/After Pay Date This field controls the number of days. May 6. 2011 © 2011 Datatel. WebAdvisor for Colleague HR. if you leave this field blank or enter 0. 155 . However. Inc. then pay advices are available for viewing beginning on their pay date.

 If employees must wait until two days after the pay date. enter 2. You can enter any number between 0 and 99. enter -1. 2011 © 2011 Datatel. Previous Years to Display In this field. you must enter the numbers of previous years for which users can view pay advices via WebAdvisor. unless that year is included in the number that you enter in this field. . employees will be able to view advices issued in 2005. that is. Be sure to enter a negative number when advices are available before the pay date. 2004. are available for viewing. advices issued in this year. but also in 2004. then only current pay advices. enter 0 or leave this field blank. In 2006. and 2003. Do not include the current year in the numbers that you enter. Inc. 156 WebAdvisor for Colleague HR.  If employees cannot view advices until the pay date. For example. then employees will be able to view pay advices that were issued not only in 2005. and 2002. If you enter 0. 2003. Note: Even if pay advice data exists for a particular year. May 6.Colleague HR Workflow Setup: Setting Up Pay Advice Online For example:  If employees can view their advices on the day before the pay date. the data cannot be viewed using the Pay Advice Online workflow. if the current year is 2005 and you enter 3 in this field.

In the Previous Years to Display field. Save your changes and update from the PASP form. Inc. You can enter up to two characters. you must enter the numbers of previous years for which you want pay advice information to be available for viewing. WebAdvisor for Colleague HR. that is. Step 4. If you enter 0. Do not include the current year in the numbers that you enter. are available for viewing. then advices are not available for viewing until the pay date of the advice. 157 . You can enter any number between 0 and 99. for example. enter a positive number. enter a negative number. 4. you must enter a number that represents when you want advices to become available for viewing in relation to the pay date.Defining the Parameters That Control When Pay Advices Can Be Viewed Procedure for Defining the Parameters That Control When Advices Are Viewed Step 1. advices issued in this year. 2011 © 2011 Datatel. for example. You can enter any number from -99 to 99. then only current pay advices.  On the pay date. enter 0 or leave this field blank. If you leave this field blank.  After the pay date. Access the Pay Advice Parameters (PASP) form. Step 3. -2. May 6. To make pay advices available for viewing  Before the pay date. In the Days Before/After Pay Date to View Advice field. Step 2.

Note: Use the EPOV and AVPA forms to set up employees to view their own pay advice information online. 158 WebAdvisor for Colleague HR. see “Setting Up Administrators to View Advices Online” on page 164. Note: When you want to remove an employee or administrator from accessing the Pay Advice Online workflow. Inc. May 6. use one of the following forms. when employment is terminated.ADMIN security class using the Operator Definition (SOD) form in Envision Runtime (UT). Datatel recommends that you disable Web access privileges. you must set the option for viewing advices online for each employee who chooses to view advices online. use the Employee Overview (EPOV) form. use the Allow Viewing of Pay Advices (AVPA) form. and remove the WEBPR. 2011 © 2011 Datatel. for example. The option for viewing advice online determines whether an employee continues to receive a printed direct-deposit advice.Colleague HR Workflow Setup: Setting Up Pay Advice Online Setting Up Employees to View Advices Online In order for employees to access their pay advice information using WebAdvisor. This option is stored in the EMPLOYES file.  For a group of employees. . set the option for viewing advices online to “No” using either the EPOV or AVPA form. depending on the number of employees whose option you want to set:  For one employee. Datatel recommends that you review the implications of setting this option in “Implications of Choosing to View Advices Online” on page 142. To set up administrators to view employee pay advices online. To set this option. Note: You will need to set or reset this option whenever your institution hires new employees or when existing employees change their preference for viewing pay advices online.

Setting Up Employees to View Advices Online For One Employee Entering “Yes” in the View Advices Online field on the Employee Overview (EPOV) form allows employees to view their pay advices online. May 6. 2011 © 2011 Datatel. these employees no longer receive a printed direct-deposit advice. However.” Figure 43: Field on the Employee Overview (EPOV) Form That Controls Viewing Pay Advices Online WebAdvisor for Colleague HR. Inc. 159 .” Figure 43 shows an example of the EPOV form when the option for viewing advices online is set to “Yes. The default is “No.

enter the person ID of the employee who chose to view pay advices online. individual employees. At the Person Lookup prompt.” is assigned to all of the employees that meet the criteria entered in the remaining fields on the form. In the View Advices Online field. Access the Employee Overview (EPOV) form. employees who either have no termination date or whose termination date is later than the date on which you are running this process. Save your changes and update from the EPOV form.Colleague HR Workflow Setup: Setting Up Pay Advice Online Procedure for Setting Up One Employee to View Advices Online Step 1.  Employees whose option is either “No” or null cannot view their pay advices online. ALERT! If you do not enter a saved list name. either “Yes” or “No. enter Yes. Step 3. For a Group of Employees The Allow Viewing of Pay Advices (AVPA) form allows you to set the option for viewing advices online for a group of employees.  Employees whose option is set to “Yes” have the capability to view their pay advices online. May 6. Repeat Step 1 through Step 4 for each employee that you want to set up individually to view their pay advice information online. then the AVPA process assigns the value entered in the field Allow Viewing Advices Online to all active employees--that is. 160 WebAdvisor for Colleague HR. Step 2. . or additional selection criteria. 2011 © 2011 Datatel. Step 5. You can use this process whenever necessary to change the existing permission for a group of employees. Step 4. Inc. The option that you enter in the Allow Viewing Advices Online field.

Figure 44: The Allow Viewing of Pay Advices (AVPA) Form If you leave these fields blank and update from this form.Setting Up Employees to View Advices Online The settings that you enter using this form also display in the View Advices Online field on the Employee Overview (EPOV) form for each employee. and remove the WEBPR. for example. May 6. 2011 © 2011 Datatel. 161 . Datatel recommends that you disable Web access privileges. when employment is terminated.ADMIN security class using the Operator Definition (SOD) form in Envision Runtime (UT). Colleague assigns the value in the Allow Viewing Advices Online field to all active employees. set the option for viewing advices online to “No” using either the EPOV or AVPA form. Note: When you want to remove an employee or administrator from accessing the Pay Advice Online workflow. Figure 44 shows an example of the AVPA form. WebAdvisor for Colleague HR. Inc.

that is. Note: When you enter data in the selection fields. The default is “No. 2011 © 2011 Datatel. 162 WebAdvisor for Colleague HR. where you can override it for an individual employee when necessary. the process selects those employees who meet the criteria. then you cannot also enter a saved list name or additional selection criteria. or additional selection criteria. If you leave all of the selection fields blank. then the process assigns or denies the capability to view advices online to all active employees -. Therefore. using the selection fields allows you to give a group of terminated employees the capability to view their advices online after their termination date. employee IDs. Inc. The setting assigned to each employee is stored in the EMPLOYES file.” Selection Fields You can limit the employees selected by entering a saved list name.Colleague HR Workflow Setup: Setting Up Pay Advice Online Fields on the AVPA Form Allow Viewing Advices Online Entering “Yes” or “No” in the Allow Viewing Advices Online field controls whether the selected employees are given or denied this capability. If you enter an employee ID. May 6. It is displayed on the Employee Overview (EPOV) form. regardless of whether they are active or inactive. . employees who either have no termination date or whose termination date is later than the date on which you are running this process.

indicate whether the selected employees are allowed to view their own pay advices online. then enter them in the Employee IDs field and skip to Step 6. then you cannot also enter specific employees in the Employee IDs window. Note: If you enter additional selection criteria in this field. Inc. 163 .” Note: If you do not enter a saved list name. employees who either have no termination date or whose termination date is later than the date on which you are running this process. If you want to specify other criteria for selecting records from the EMPLOYES file. or additional selection criteria. then enter its name in the Saved List Name field and skip to Step 5. Step 5. Access the Allow Viewing of Pay Advices (AVPA) form. If you know the person IDs of the employees for whom you want to grant or deny the capability to view their advices online. Step 6. The saved list that you enter must contain IDs for records in the EMPLOYES file. then you cannot also enter an employee ID.  To give the selected employees this capability.  To deny the selected employees this capability. for example. In the Allow Viewing Advices Online field. Step 3. Save your changes and update from the AVPA form. The person IDs that you enter must be valid IDs in the EMPLOYES file. If you have a saved list of employees to whom you want to grant or deny the capability to view advices online. then this process assigns the value entered in this field to all active employees. then you cannot also enter a saved list or additional selection criteria. May 6. individual employees.Setting Up Employees to View Advices Online Procedure for Setting Up a Group of Employees to View Advices Online Step 1. Step 2. leave the default as “No. enter Y. WebAdvisor for Colleague HR. Note: If you enter a saved list in this field. Step 4. then use the Additional Selection Criteria field. Note: If you enter employee IDs in this field. 2011 © 2011 Datatel.

you should set the option for viewing advices online for each administrator who chooses to view advices online using either the Employee Overview (EPOV) or Allow Viewing of Pay Advices (AVPA) form. However. verify that the Acct Operator Equivalent field includes the administrator’s UT. then on the DMI Registry User Setup (DRUS) form. For information about setting up employees to access their pay advices online. May 6. add another security class that includes the View Pay Advices (For Administrators) (WVPA) web form. Technical Tip: Datatel recommends that you define all operator records from within Envision Runtime (UT). you must assign the WEBPR. Doing so makes it easier to track operator definitions and reduces the likelihood of users having problems accessing certain applications.ADMIN security class to each administrator allowed to view employee pay information using the Operator Definition (SOD) form in Envision Runtime (UT). 164 WebAdvisor for Colleague HR. 2011 © 2011 Datatel. . To limit access to this form. see “Setting Up Employees to View Advices Online” on page 158.ID. The WEBPR. Inc. ALERT! If your institution is only using Do Only These security.ADMIN security class ensures that only administrators with permission to view pay information online can access that information. Note: In order for administrators to view their own pay advice information. then you must either change WEBPR. the link to that form is not displayed on that administrator’s Employees menu in WebAdvisor until you assign this security class to an administrator on the SOD form.ADMIN to Do Only These or.Colleague HR Workflow Setup: Setting Up Pay Advice Online Setting Up Administrators to View Advices Online The View Pay Advices (For Administrators) form in WebAdvisor allows administrators to specify an employee whose pay advices they want to view. not a generic ID that you use for group access. Technical Tip: If the link still does not display for that administrator.OPERS.

Setting Up Administrators to View Advices Online For more information about how security classes are used in Colleague. when employment is terminated.ADMIN security class from the list of assigned security classes for that administrator using the SOD form in Envision Runtime (UT) and disable WebAdvisor access for that administrator. May 6. Inc. Note: When you want to prevent an administrator from accessing the Pay Advice Online workflow. 2011 © 2011 Datatel. see the Envision Runtime Administration manual. 165 . for example. Datatel recommends that you remove the WEBPR. Figure 45: The Operator Definition (SOD) Form WebAdvisor for Colleague HR.

. You must enter “HR-” because you are accessing an HR security class from UT. the SOD form displays only WEBPR.Colleague HR Workflow Setup: Setting Up Pay Advice Online Procedure for Setting Up an Administrator to View Advices Online Step 1. Step 3. Repeat Step 1 through Step 4 for each administrator that you want to set up to view employee pay advice information online. May 6. access the Operator Definition (SOD) form.ADMIN. Step 5. enter HR-WEBPR. Save your changes and update from the SOD form. 166 WebAdvisor for Colleague HR. After Colleague finds the security class. Inc.ADMIN. Step 2. At the Operator ID Lookup prompt. enter the person ID of the administrator whom you want to view employee pay advices online. In Envision Runtime (UT). In the Security Classes field. 2011 © 2011 Datatel. Step 4.

(An example of the W-2 form in PDF format is shown in Figure 46 on page 173. Table 21 lists the topics that are covered in this chapter. 167 . 2011 © 2011 Datatel. May 6.Colleague HR Workflow Setup Setting Up W-2 PDFs Online In This Chapter This chapter provides information about the workflow that creates W-2s in an IRS-compliant PDF format and makes them available online to consenting employees and designated payroll staff.) This chapter also provides information and procedures for setting up Colleague HR to implement this workflow at your institution. Inc. Table 21: Topics in This Chapter Topic System Requirements Before You Begin Understanding the W-2 PDF Workflow Setting Up Parameters for W-2s Online Setting Up Administrators to View Employees’ W-2s Online Additional Criteria for Printing W-2s 168 168 171 183 186 188 Page WebAdvisor for Colleague HR.

 Have installed all Envision software updates for UI 4. • The online W-2 Statements (WVW2) form. Table 22: Prerequisites for Setting up W-2 PDF Online Prerequisite Delegate the setup tasks outlined in this table to the appropriate staff members. May 6. . You must only install all of the Envision software updates for UI 4. Decide how you want to secure the following WebAdvisor forms: • The online W-2 (For Administrators) (WAW2) form. if it is appropriate for only your payroll staff to access the W-2 (For Administrators) online form. then you must either change WEBPR.x. Alert: If your institution is only using Do Only These security.  Use WebAdvisor 3. • The online W-2 Electronic Consent (W2EC) form. For current information about supported software. Inc. Comments 168 WebAdvisor for Colleague HR.1. and the specific date when the W-2s for a particular tax year become available for viewing.x or to migrate to UI 4. If the W-2 (For Administrators) form is not secured. where employees choose to give or withhold consent for viewing their W-2s online • The W-2 Statement Parameters (W2SP) form in Colleague HR.x.  Use the Payroll (PR) module in Colleague HR. add another security class that includes the T4 (For Administrators) (WAT4) web form. Before You Begin Table 22 lists the decisions to make and the tasks to perform before you begin to set up the W-2 PDF workflow. where employees and administrators view the tax years for which an employee’s W-2s are available.ADMIN to Do Only These or. your institution must meet all of the following system requirements:  Use the Human Resources (PE) module in Colleague HR. anyone with access to Colleague could view any employee’s W-2.4 or later. then each member of your payroll staff must be assigned the security class WEBPR. 2011 © 2011 Datatel. For example. where administrators enter the tax years for which W-2s are or will be available online. You do not need to run the InstallShield for UI 4.ADMIN. which is delivered as privileged. see the Product Certifications and Cessations page on Datatel’s client website.x.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online System Requirements To use W-2 PDF workflow.

see “Setting Up Parameters for W-2s Online” on page 183. For more information about W2SP form. It is displayed to employees on the W-2 Electronic Consent online form. Comments This text is entered on the W-2 Statement Parameters (W2SP) form. • Send paper W-2s to former employees who consented to view their W-2s online. Determine the first tax year in which employees can view their W-2 forms online. you can enter a saved list of former employees and choose to print W-2s only for consenting employees on that saved list. Notes: • Tax years prior to 2010 are not available online regardless of whether they are entered on the W2SP form. The following are possible solutions: • Allow former employees limited access to WebAdvisor for W-2 purposes only. May 6. For information about the W2FP form. Inc. • When W-2 processing is complete. Decide whether employees who consent to view their W-2s online will still receive a paper form. WebAdvisor for Colleague HR. 2011 © 2011 Datatel. An example of the W-2 Electronic Consent form is available in Figure 47 on page 177. For information about the W2SP form. see “Additional Criteria for Printing W-2s” on page 188. and route it through any required process for internal approval. 169 . Enter this tax year on the W-2 Statement Parameters (W2SP) form. and notify employees of your decision. Determine how to provide W-2s to those employees who consented to view their W-2s online. On the W-2 Forms Print (W2FP) form. but who left your institution during the tax year. See your system administrator about providing limited security to these employees for a specified period. New security classes or operator equivalents might be needed for this purpose.Before You Begin Table 22: Prerequisites for Setting up W-2 PDF Online (cont’d) Prerequisite Review the delivered text to which employees agree when they choose to either give or withhold consent. see “Setting Up Parameters for W-2s Online” on page 183. The W-2 PDF workflow does not automatically control whether a consenting employee continues to receive a paper W-2 form. Make any revisions necessary. return to the W2SP form and enter the date on which W-2s will be available for viewing online for the corresponding tax year.

see the WebAdvisor Installation and Administration manual. you can use the DMI Registry User Setup (DRUS) form to disable the web access privileges for both employees and administrators. Determine whether you want to use Colleague Core Communications Management to generate emails for this process. In addition. 2011 © 2011 Datatel. See “Setting Up Administrators to View Employees’ W-2s Online” on page 186.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online Table 22: Prerequisites for Setting up W-2 PDF Online (cont’d) Prerequisite Determine the procedure for removing an administrator’s access to the W-2 (For Administrators) online form when the administrator leaves the payroll office or your institution. see the Using Communications Management manual. see “Incorporating Communications Management” on page 175. May 6. Datatel recommends that you remove the security class WEBPR. Comments To remove an administrator’s access to employees’ W-2s. For information about how Communications Management can be used with this workflow. 170 WebAdvisor for Colleague HR. .ADMIN from the administrator’s record by using the Operator Definition (SOD) form. For information about setting up and sending email notification. Inc. For more information about disabling web access.

• Employees who consented to view their W-2s online.  Makes W-2s available online for consenting employees to view and print. regardless of whether the employee consented to view his own W-2 online. 2011 © 2011 Datatel.  Allows payroll staff to print W-2 forms in PDF format on plain 8. Figure 46 on page 173 shows an example of the W-2 form in PDF format.Understanding the W-2 PDF Workflow Understanding the W-2 PDF Workflow The W-2 PDF workflow provides the following capabilities:  Creates IRS-compliant W-2s that can be submitted to the IRS. WebAdvisor for Colleague HR.ADMIN have the capability to use the W-2 (For Administrators) web form to view an employee’s W-2 online. This capability is helpful when employees have questions about the information on their W-2s.  Payroll staff who have been set up as administrators. Inc. Note: This workflow does not control whether a consenting employee continues to receive a paper W-2 form. Payroll staff who have been assigned the security class WEBPR.  Allows payroll staff to limit the W-2 forms that are printed to the following groups of employees based on their consent status: • Employees who did not consent to view their W-2s online. Each institution must decide whether to continue providing paper W-2 forms to consenting employees. 171 . Who Can View W-2s Online Only the following people at your institution can access W-2s online:  Employees who have used the W-2 Electronic Consent online form to consent to view their W-2s online.  Allows authorized staff to view an employee’s W-2s online. regardless of their consent status. Employees can change their consent at any time. • All employees. A history of an employee’s choices is provided on the employee’s W-2 Electronic Consent form and on the W-2 Statements form.5" x 11" paper using the updated W-2 Form Print (W2FP) process. see “Setting Up Administrators to View Employees’ W-2s Online” on page 186. May 6. For setup information.

May 6. see Figure 48 on page 177. (When multiple pages are printed. Inc. and two copies of Copy 2 — are printed on a single page followed by one page of standard IRS instructions. 2011 © 2011 Datatel. the data for most employees can be provided on the front and back of a one page.) 172 WebAdvisor for Colleague HR. . You print this document on plain 8. pre-perforated paper. The W-2 That Is Created The W-2 that is created contains both the IRS-compliant W-2 form and the employee’s W-2 data. Handling Overflow Data If an employee has more data than will fit on a single page. both the W-2 form and the employee’s W-2 data are displayed or printed together as a single PDF document. For an example of this web form. Note: Because W-2s are available online only to those employees who consent to view their W-2s online. see “The WebAdvisor Forms” beginning on page 176. all references in this chapter to employees viewing their W-2s online or to W-2 forms being available to employees online assume that these are consenting employees.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online For examples of these and other web forms. When an employee or your payroll staff views or prints a W-2 in PDF format.5" x 11" paper. the employee’s W-2 Statements web form will include a notation that the employee’s W-2 consists of multiple forms. additional pages are printed with the overflow data. If your printer will print on two sides. Number of Copies Provided Four copies of the employee’s W-2 — Copy B. You can also print W-2s on plain. C.

The W-2 Form Print (W2FP) process finished successfully. Inc. it stores employees’ W-2 data in the WEB.W2. May 6.) Data must  WebAdvisor for Colleague HR.Understanding the W-2 PDF Workflow Figure 46: The W-2 Wage and Tax Statement in PDF Format Criteria That Control Whether W-2s Are Available W-2 forms are available for viewing if all of the following criteria have been met:  W-2s were created for the 2010 tax year or later. (This data is stored regardless of whether your institution chooses to use the W-2 PDF workflow. 173 .ONLINE file. The W2FP process not only prints employees’ W-2s. W-2 forms issued before the 2010 tax year are not available for viewing online. 2011 © 2011 Datatel.

 Administrators can access and print an employee’s W-2 online.  Payroll staff can print W-2s for some or all employees by using the W-2 Form Print (W2FP) process. the W2FP process provides the option to print 174 WebAdvisor for Colleague HR. In order to view W-2s online. employees and administrators must have a WebAdvisor login and password. For information about this form. May 6.S.ADMIN security class. In order for administrators to view employees’ W-2s online. For information about the W2SP form. see “Setting Up Parameters for W-2s Online” on page 183. For information about setting up an administrator.ADMIN security class. These fields determine the tax years for which employees’ W-2s are provided online and the date on which the W-2s for the corresponding tax year will become available online. For the W-2 PDF workflow. 2011 © 2011 Datatel. they must have been assigned the WEBPR. see the U. Only those employees who have given consent can view their W-2s online. For information about the W2FP form. If an employee loses a copy of a W-2 from a previous year. Payroll staff who have been set up as administrators can access and print an employee’s W-2 form. see “W-2 Electronic Consent” on page 176. Inc.    Printing Capabilities The following print capabilities are available:  Employees can print any of their W-2s that are available online.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online exist in this file in order for W-2 forms to be viewed online. Regulatory Reporting manual. see “Setting Up Administrators to View Employees’ W-2s Online” on page 186. . The employee or administrator can access WebAdvisor. Nor will they be available to employees on the date you enter if your W-2 processing is not complete. An employee can use the online W-2 Electronic Consent form to give or withhold consent. Your W-2 forms will not become available online prior to the date that you enter even if your processing is complete. The employee has consented to view W-2s online. that employee can reprint it as long as it is available online.  The W-2 Statement Parameters (W2SP) form contains the tax year and the date on which W-2 forms for that tax year will be available online. Administrators have been set up with the WEBPR.

175 .S. A communication can be triggered when “Yes” is entered in the W-2c Created field on the W-2 Notations (W2NT) form for an employee.. you can use it to notify employees when the following occurs:  The employee chooses to give or withhold consent to view W-2s online. 2011 © 2011 Datatel. For information about this option on the W2FP form. Incorporating Communications Management If your institution uses Colleague Core Communications Management. Fields for entering a Communications Management code and status are provided on the W-2 Statement Parameters (W2SP) form.Understanding the W-2 PDF Workflow W-2s for only non-consenting employees.  A W-2c form is issued. WebAdvisor for Colleague HR. and includes all former employees who had income in the tax year that you are processing. see the U. For information about this form. Regulatory Reporting manual. see “Additional Criteria for Printing W-2s” on page 188. A communication can be triggered when the employee initially makes a consent choice and anytime that the employee returns to make a different choice. see “Setting Up Parameters for W-2s Online” on page 183. Regulatory Reporting manual. or all employees regardless of their consent status. May 6. The W2NT form also provides fields for entering a Communications Management code and status. see the U. For information about the W2FP process in W-2 processing. Note: If you choose to print W-2s for former employees. only consenting employees. Inc. Note: The W-2c form is created manually outside of Colleague using a paper or electronic form provided by the IRS.S. Colleague ignores the consent status in the Include These Employees field. For information about the W2NT form.

• This form does not control whether an employee continues to receive a paper W-2 form.  A history of the employee’s choices. For information about the W2SP form. Notes: • W-2 forms are available online only to those employees who use this form to consent to view their W-2s online. and the date and time when each choice was made. 2011 © 2011 Datatel. W-2 Electronic Consent Employees use the W-2 Electronic Consent form to either give consent to view their W-2s online or to withhold consent. see “Setting Up Parameters for W-2s Online” on page 183. May 6. This form displays the following information:  Text associated with each option.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online The WebAdvisor Forms The following WebAdvisor forms are provided:  W-2 Electronic Consent  W-2 Statements  W-2 (For Administrators) Each is explained in the sections that follow. Inc. This text is maintained on the W-2 Statement Parameters (W2SP) form. Figure 47 shows an example of this form. Employees who choose to withhold consent on this form and employees who never access this form to give consent cannot view their W-2s online. Note: Be sure to review the delivered text and make the appropriate changes to meet your institution’s needs. Employees can return to this form and change their consent at any time. Your institution must decide whether to continue providing paper W-2 forms to consenting employees. This is text to which the employee is agreeing when that employee chooses to give or withhold consent. 176 WebAdvisor for Colleague HR. .

Understanding the W-2 PDF Workflow Figure 47: W-2 Electronic Consent Form W-2 Statements The W-2 Statements form provides the employee with the following information:  A list of the tax years for which the employee’s W-2s are available for viewing. 2011 © 2011 Datatel.  Notice that the W-2 for a particular tax year required more than one W-2 form. 177 . or that a W-2c form for that tax year was submitted to the IRS. WebAdvisor for Colleague HR. and a link to access the W-2 form for that tax year. Figure 48: W-2 Statements Tax Year Clicking on a tax year takes the employee to the W-2 for that tax year. Inc.  A history of the employee’s consent choices. May 6.

the Notation column on the W-2 Statements form notifies the employee of the following situations:  The W-2 information for that year did not fit on a single W-2 form. . For a list of criteria that determine when an employee’s W-2 form becomes available online. see “Setting Up Parameters for W-2s Online” on page 183.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online Figure 46 on page 173 shows an example of an employee’s W-2 form that is displayed online. To change consent.. see the U. 178 WebAdvisor for Colleague HR. see “W-2 Electronic Consent” on page 176. and the date and time when each choice was made. Regulatory Reporting manual. This form meets IRS requirements and can be submitted to the IRS.S. the employee must use the W-2 Electronic Consent form. Notation For a particular tax year. see “Criteria That Control Whether W-2s Are Available” on page 173. 2011 © 2011 Datatel. For information about the W2NT form. Notes: • Information is displayed for a W-2c only when “Yes” is entered in the W-2c Created field on the W-2 Notations (W2NT) form. • A W-2c is created manually outside of Colleague using a paper or electronic form provided by the IRS. and all other criteria has been met. For information about the W2SP form. Inc. It is provided for information only.  A W-2c form was issued for this employee for the corresponding tax year. May 6. Consent History This form also displays a history of the employee’s consent choices. A link to the W-2 form for a tax year is displayed on the W-2 Statements form when the date entered in the Online Available Date field for that tax year on the W-2 Statement Parameters (W2SP) form has arrived. This information is the same as that displayed on the W-2 Electronic Consent form shown in Figure 47 on page 177. For information about this form.

Figure 49 on page 179 shows an example of the W-2 (For Administrators) form. Inc. This security class should be removed whenever an administrator leaves your institution or takes a position where it is no longer appropriate to have access to an employee’s W-2 form. Accessing an Employee’s W-2 Form The administrator can enter either an employee’s Colleague ID in the Employee ID field or Social Security number in the Employee SSN field.ADMIN security class. 179 . If information is entered in both fields. Having access to an employee’s W-2 can be helpful if the employee calls with questions about a particular W-2 form.Understanding the W-2 PDF Workflow W-2 (For Administrators) The W-2 (For Administrators) form is available only to staff who have been set up with the proper security to access employees’ W-2 forms online. WebAdvisor for Colleague HR. For specific information. 2011 © 2011 Datatel. Figure 49: W-2 (For Administrators) Security Required Each administrator who should have access to this form must be assigned the WEBPR. Colleague searches first for the ID entered. see “Setting Up Administrators to View Employees’ W-2s Online” on page 186. May 6. This security class is maintained on the Operator Definition (SOD) form.

W2. 180 WebAdvisor for Colleague HR. without a file extension. For information about this form. Table 23: Files Used by the W-2 PDF Workflow File HRWEB. File Used Table 23 lists the primary files that are used by the W-2 PDF workflow. This information is entered on the W-2 Statement Parameters (W2SP) form. • For institutions using Core Communications Management.TEMPLATES Stores information about each W-2 template.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online If an employee with that ID is found. The template is named with the first year in which it is used. that employee’s W-2 form is displayed. This form does not verify whether the ID or Social Security number entered is a valid number. Inc. see “Setting Up Parameters for W-2s Online” on page 183.HISTORY Stores every consent choice that every employee makes. see “W-2 Electronic Consent” on page 176. W2. and the Social Security number is ignored.CONSENT. May 6. 2011 © 2011 Datatel. .DEFAULTS Description Stores the following information: • Text to which employees agree when they choose whether to give or withhold consent for viewing their W-2s online. including the first and last tax year in which a template was used. such as 2010-W2. An employee chooses to give or withhold consent on the W-2 Electronic Consent online form. For information about this form. or whether both numbers are assigned to the same employee. the communication code and status code for the option to give or withhold consent.

or all employees regardless of consent status. This template is used to merge an employee’s W-2 data into the W-2 PDF form. Whenever your institution offers this option or whenever an employee chooses to use it.S.FORMAT. see the U. Regulatory Reporting manual. For information. 2011 © 2011 Datatel. regardless of whether your institution has begun offering employees the option to view their W-2s online and regardless of whether an employee has consented to view W-2s online. see “Additional Criteria for Printing W-2s” on page 188. This file stores W-2 information for all employees. Forms Used Table 24 summarizes the UI and WebAdvisor forms that are used by the W-2 PDF workflow. For the W-2 PDF workflow. WebAdvisor for Colleague HR. 181 . including whether a W-2c was submitted. For information. W-2 Notations (W2NT) Allows you to record information about an employee’s W-2 form. Table 24: Forms Used by This Workflow Form UI Forms W-2 Form Print (W2FP) Purpose Provides the capability to print employees’ W-2 forms.S. the information will be available for viewing. WWW. It is updated by the W-2 Form Print (W2FP) process. Inc. Regulatory Reporting manual.W2.TEMPLATE Stores the data that was entered on the Field Mapping Template (WFMT) form. For more complete information about this form and the procedures for using it. see the U. this capability includes the option to print only W-2 forms for non-consenting employees. Each group is presented in alphabetical order by the form name. May 6. The Comments column includes a link to the page where you can find specific information about that form.ONLINE Description Stores W-2 information that pertains to the W-2 PDF workflow. For information about using the WFMT form to merge Colleague data with PDF files. only consenting employees. see “Additional Criteria for Printing W-2s” on page 188. see the WebAdvisor Installation and Administration manual.Understanding the W-2 PDF Workflow Table 23: Files Used by the W-2 PDF Workflow File WEB. Comments For information about this form as it is used by this workflow.

For information. see “Setting Up Parameters for W-2s Online” on page 183. Allows you to maintain the text to give or withhold consent. May 6. Allows administrators to view an employee’s W-2 information by entering either an employee ID or Social Security number. The WEBPR. W-2 Statements (WVW2) Provides the entry point to the employee’s W-2 forms that are available for viewing. see “W-2 (For Administrators)” on page 179. WebAdvisor Forms W-2 Electronic Consent (W2EC) Allows employees to choose whether to give or withhold consent for viewing their W-2s online. see “W-2 Electronic Consent” on page 176. 2011 © 2011 Datatel. Inc. see “W-2 Statements” on page 177. Only those employees who consent to view their W-2s online are able to access them when available. or both. For information about this form. Comments For information. see“Setting Up Administrators to View Employees’ W-2s Online” on page 186. . Provides a history of the employee’s consent choices. W-2s (For Administrators) (WAW2) 182 WebAdvisor for Colleague HR. For information about this form. For information about this form.ADMIN security class must be assigned to each administrator who should have access to this form.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online Table 24: Forms Used by This Workflow (cont’d) Form W-2 Statement Parameters (W2SP) Purpose Controls the tax years for which W-2s are available and the date on which W-2s for each tax year become available online.

May 6.  The text to which an employee agrees when that employee uses the W-2 Electronic Consent web form to either give or withhold consent to view W-2s online. Figure 50 shows an example of the W2SP form. Tax years prior to 2010 cannot be viewed online.  The date on which employees’ W-2s for the corresponding tax year should become available online. 2011 © 2011 Datatel. 183 .  For institutions using Core Communications Management. Figure 50: The W-2 Statement Parameters (W2SP) Form WebAdvisor for Colleague HR. the information needed to generate a communication to an employee each time that employee gives or withholds consent to view W-2s online. Inc.Setting Up Parameters for W-2s Online Setting Up Parameters for W-2s Online Use the W-2 Statement Parameters (W2SP) form to specify the following:  Each tax year for which employees’ W-2s are available online.

Text Fields for Giving and Withholding Consent The text entered in these fields is displayed on the W-2 Electronic Consent web form. May 6. Inc. Datatel provided the initial text. Although you can enter any date in the future or the past. the W-2 forms will not be available prior to this date even if your processing is complete. Online Available Date The date you enter in this field is the date on which you expect the W-2 forms for the corresponding tax year to be available for employees to view on their W-2 Statements web form. You should also review this text periodically to ensure that it meets the changing needs of your institution.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online Fields on the W2SP Form This section describes the primary fields on the W2SP form. you specify the tax year for which W-2 forms will be available online. . Be sure that you review the initial text and customize it for your institution. W-2 Year In this field. you must also enter a date in the corresponding Online Available Date field. It should provide information about each option and the implications to employees who choose that option. see “Criteria That Control Whether W-2s Are Available” on page 173. Nor will they be available to employees on the date you enter if your W-2 processing is not complete.) When you enter a tax year in this field. It is the text to which employees agree when they choose to give or withhold consent for viewing their W-2s online. (Tax years prior to 2010 are not available for viewing online. For more information about when W-2s become available online. Note: If your institution uses Core Communications Management. each text field has an associated Communication Code and Communications Status field that you can use to notify employees whenever they change their consent status. The years are displayed in the order in which they are entered. 2011 © 2011 Datatel. 184 WebAdvisor for Colleague HR.

The date in this field controls when the corresponding tax year is displayed on employees’ W-2 Statements web form. If you leave this field blank. Step 2. Save your changes and update from the W2SP form. (W-2 forms for tax years prior to 2010 are not available for viewing online. 185 . Access the W-2 Statement Parameters (W2SP) form. Inc. Step 4.) This field should be updated to add the current tax year when it becomes available. the employees’ W-2 forms will not be available online. May 6. WebAdvisor for Colleague HR.Setting Up Parameters for W-2s Online Procedure for Setting Up Parameters Follow these steps to set up parameters for employees to view their W-2s online. Step 1. Step 3. enter the tax years for which you want the employees’ W-2 forms to be available for viewing. 2011 © 2011 Datatel. In the W-2 Tax Year field. In the Available Date field. enter the date when you want the W-2 forms to be available for employees to view online.

Technical Tip: Datatel recommends that you define all operator records from within Envision Runtime (UT). Inc. However. 2011 © 2011 Datatel. To provide access to the W-2 (For Administrators) form. May 6. you must use the Operator Definition (SOD) form in Envision Runtime (UT) to assign the WEBPR.ADMIN Security Class on the SOD Form 186 WebAdvisor for Colleague HR. Figure 51: WEBPR. Doing so makes it easier to track operator definitions and reduces the likelihood of users having problems accessing certain applications.ADMIN security class can access the W-2 (For Administrators) form. only staff who are assigned the WEBPR.ADMIN security class to each administrator who is allowed to view employees’ W-2s. .Colleague HR Workflow Setup: Setting Up W-2 PDFs Online Setting Up Administrators to View Employees’ W-2s Online The W-2 (For Administrators) web form allows administrators to view the W-2 form for a particular employee. This capability can be important when employees have questions about their W-2 data. regardless of whether the employee consented to view his own W-2 forms online.

WebAdvisor for Colleague HR. Repeat Step 1 through Step 4 for each administrator who should have access to view employees’ W-2 forms online. 2011 © 2011 Datatel. Step 1. 187 . At the Operator ID LookUp prompt.ADMIN security class.ADMIN security class ensures that only administrators who have permission to view employees’ W-2 forms online can access that information. Step 3. Technical Tip: If the link is not available to that administrator after assigning that administrator the WEBPR. enter WEBPR. For information about how security classes are used in Colleague. Step 5. then access the DMI Registry User Setup (DRUS) form and verify that the Acct Operator Equivalent field includes the administrator’s UT. In the Security Classes field. see the Envision Runtime Administration manual. Procedure for Setting Up Administrators Follow the steps below to set up an administrator to view employees’ W-2 forms online.ADMIN. enter the person ID of the administrator who should be able to access the W-2 (For Administrators) web form to view employees’ W-2 forms online. Save your changes and exit the SOD form. Inc.ADMIN Security Class The WEBPR. In Envision Runtime (UT). The W-2 (For Administrators) form is available on the Employees menu in WebAdvisor only to those administrators who have been assigned the WEBPR.Setting Up Administrators to View Employees’ W-2s Online About the WEBPR.ADMIN security class. and not a generic ID that you use for group access.ID. Step 2. May 6. access the Operator Definition (SOD) form.OPERS. Step 4.

S. . 2011 © 2011 Datatel. For information about the W2FP process and these options. Regulatory Reporting manual. Figure 52: Selection Fields on W2FP 188 WebAdvisor for Colleague HR. Inc. see the U.Colleague HR Workflow Setup: Setting Up W-2 PDFs Online Additional Criteria for Printing W-2s The W-2 Form Print (W2FP) form provides the following options for printing W-2 forms:  Limit the W-2s printed based on an employee’s consent status  Include W-2s for former employees Note: The field label for including former employees varies depending on what is entered in the Include These Employees field. May 6.

Colleague HR Workflow Setup Setting Up T4 PDFs Online In This Chapter This chapter provides information about the WebAdvisor workflow that creates Canadian T4 slips in a PDF format and makes them available online to consenting employees and designated payroll staff. Table 25: Topics in This Chapter Topic System Requirements Before You Begin Understanding the T4 PDF Workflow Setting Up Parameters for T4s Online Setting Up Administrators to View Employees’ T4s Online Additional Criteria for Printing T4s 190 190 193 205 209 212 Page WebAdvisor for Colleague HR.) This chapter also provides information and procedures for setting up Colleague HR to implement this workflow at your institution. May 6. Table 25 lists the topics that are covered in this chapter. These T4 slips are compliant with the requirements of the Canada Revenue Agency (CRA). Employees who have consented to access their T4 slips online can print them and submit them to the CRA. Inc. 2011 © 2011 Datatel. (An example of a T4 slip form in PDF format is shown in Figure 53 on page 195. 189 .

ADMIN.x. where employees choose to give or withhold consent for accessing their T4s online.x. where the employee and administrators can access the employee’s T4 slip online. your institution must meet all of the following system requirements:  Use the Human Resources (PE) module in Colleague HR. For example. Alert: If your institution is only using Do Only These security.ADMIN to Do Only These or. • The T4 Slip Parameters (T4SP) form in Colleague HR. You do not need to run the InstallShield for UI 4. see the Product Certifications and Cessations page on Datatel’s client website.  Use WebAdvisor 3. 2011 © 2011 Datatel. which is delivered as privileged. For current information about supported software.Colleague HR Workflow Setup: Setting Up T4 PDFs Online System Requirements To use the T4 PDF workflow.5 or later. • The T4 Slips (WVT4) web form. anyone with access to Colleague could view any employee’s T4 slip. .  Use the Payroll (PR) module in Colleague HR. where administrators enter the tax years for which T4s are or will be available online. Decide how you want to secure the following WebAdvisor forms: • The T4 (For Administrators) (WAT4) web form. Comments 190 WebAdvisor for Colleague HR.x.1. add another security class that includes the T4 (For Administrators) (WAT4) web form. • The T4 Electronic Consent (WT4C) web form. then each member of your payroll staff must be assigned the security class WEBPR. and the specific date when the T4s for a particular tax year become available. then you must either change WEBPR. If the T4 (For Administrators) form is not secured. May 6. You must only install all of the Envision software updates for UI 4. if it is appropriate for only your payroll staff to access the T4 (For Administrators) web form. Inc. Before You Begin Table 26 lists the decisions to make and the tasks to perform before you begin to set up the T4 PDF workflow.x or to migrate to UI 4.  Have installed all Envision software updates for UI 4. Table 26: Prerequisites for Setting up T4 PDF Online Prerequisite Delegate the setup tasks outlined in this table to the appropriate staff members.

Determine the first tax year for which employees can access their T4 slips online. they will not be available online regardless of whether they are entered on the T4SP form. The following are possible options: • Allow former employees limited access to WebAdvisor for T4 purposes only. This tax year is entered on the T4 Slip Parameters (T4SP) form. along with the date on which you expect T4 slips to be available to employees.Before You Begin Table 26: Prerequisites for Setting up T4 PDF Online (cont’d) Prerequisite Review the delivered text to which employees agree when they choose to either give or withhold consent. see “Additional Criteria for Printing T4s” on page 212. Note: You can control the employees who receive a paper T4 slip on the T4 Slip Production (T4FM) form. New security classes or operator equivalents might be needed for this purpose. See your system administrator about providing limited security to these employees for a specified period. May 6. Notes: • Because T4 slips for tax years prior to 2010 are not in a CRA-compliant format. return to the T4SP form and enter the actual date on which T4s are available online for the corresponding tax year. Decide whether employees who consent to access their T4s online will still receive a paper T4 slip. An example of the T4 Electronic Consent form is available in Figure 54 on page 199. Make any revisions necessary. 191 . WebAdvisor for Colleague HR. 2011 © 2011 Datatel. For information about the T4SP form. It is displayed to employees on the T4 Electronic Consent web form. For information about the T4FM form. Inc. see “Setting Up Parameters for T4s Online” on page 205. but who left your institution during the tax year. • When T4 processing is complete. and route it through any required process for internal approval. For more information about T4SP form. • Send paper T4 slips to former employees who consented to access their T4s online. Comments This text is entered on the T4 Slip Parameters (T4SP) form. The T4 PDF workflow does not automatically control whether a consenting employee continues to receive a paper T4 slip. you can choose to also print T4 slips for all former consenting employees. On the T4 Slip Production (T4FM) form. See “Additional Criteria for Printing T4s” on page 212. Determine how to provide T4 slips — including amended T4s — to those employees who consented to access their T4s online. 2010 is the first tax year for which you can provide employees with CRA-compliant T4 slips online. Be sure to notify employees of your decision. see “Setting Up Parameters for T4s Online” on page 205.

2011 © 2011 Datatel. 192 WebAdvisor for Colleague HR. Inc. For information about setting up and sending email notification. For more information about disabling web access.Colleague HR Workflow Setup: Setting Up T4 PDFs Online Table 26: Prerequisites for Setting up T4 PDF Online (cont’d) Prerequisite Determine the procedure for removing an administrator’s access to the T4 (For Administrators) web form when the administrator leaves the payroll office or your institution. Comments To remove an administrator’s access to employees’ T4s.ADMIN from the administrator’s record by using the Operator Definition (SOD) form. see the Using Communications Management manual. For information about how Communications Management can be used with this workflow. Determine whether you want to use Colleague Core Communications Management to generate communications to employees who set or change their consent status. you can use the DMI Registry User Setup (DRUS) form to disable the web access privileges for both employees and administrators. . See “Setting Up Administrators to View Employees’ T4s Online” on page 209. In addition. see the WebAdvisor Installation and Administration manual. see “Incorporating Communications Management” on page 197. May 6. Datatel recommends that you remove the security class WEBPR.

Who Can Access T4s Online Only the following people at your institution can access T4s online:  Employees who have used the T4 Electronic Consent web form to consent to access their T4s online. • All employees. Payroll staff who have been assigned the security class WEBPR.  Payroll staff who have been set up as administrators.ADMIN have the capability to use the T4 (For Administrators) web form to access an employee’s T4 online.  Allows payroll staff to limit the T4 slips that are printed to the following groups of employees based on their consent status: • Employees who did not consent to access their T4s online. Note: This workflow does not control whether a consenting employee continues to receive a paper T4 slip. 2011 © 2011 Datatel. • Employees who consented to access their T4s online. May 6. A history of an employee’s choices is provided on the employee’s T4 Electronic Consent web form and on the T4 Slips web form. WebAdvisor for Colleague HR. Figure 53 on page 195 shows an example of the T4 slip in PDF format. For setup information. see “Setting Up Administrators to View Employees’ T4s Online” on page 209.  Makes T4 slips available online for consenting employees to view and print. Inc. regardless of that employee’s consent status.  Allows authorized staff to access an employee’s T4s online. Employees can change their consent at any time.Understanding the T4 PDF Workflow Understanding the T4 PDF Workflow The T4 PDF workflow provides the following capabilities:  Creates CRA-compliant T4s in PDF format that can be printed and submitted to the CRA.5" x 11" paper using the T4 Slip Production (T4FM) process. Each institution must decide whether to continue providing paper T4 slips to consenting employees.  Allows payroll staff to print T4 slips in PDF format on plain 8. regardless of their consent status. This capability is helpful when employees have questions about the information on their T4. 193 .

Multiple T4s for One Employee An employee might receive more than one T4 slip for a current tax year if either of the following conditions exist:  The employee has more data than will fit on a single page. (The size is reduced a bit to fit the format of this manual.) An identical T4 slip is printed at the bottom of the 8.5" x 11"sheet. all references in this chapter to employees accessing their T4s online or to T4 slips being available to employees online assume that these are consenting employees. . When an employee or your payroll staff views or prints a T4 in PDF format. 194 WebAdvisor for Colleague HR. perforated paper. they will fit into the Supremex envelope SMX9524480. You print this document on plain 8. Number of Copies Provided Two copies of the employee’s T4 slip are printed on a single page followed by one page of standard CRA instructions. Note: Because T4s are available online only to those employees who consent to access their T4s online. 2011 © 2011 Datatel.5" x 11" paper. Inc. If you prefer a window envelope. You can also print T4s on plain. see “The WebAdvisor Forms” beginning on page 197. The T4 That Is Created The T4 that is created contains both the CRA-compliant T4 form and the employee’s T4 data. May 6.5" x 11" sheet. Note: The printed T4s fit into a standard business envelope.  The employee had earnings for more than one payroll account number. the data for most employees can be provided on the front and back of one page. both the T4 form and the employee’s T4 data are displayed or printed together as a single PDF document. If your printer can print on two sides. Figure 53 on page 195 shows an example of a T4 slip printed at the top of the 8.Colleague HR Workflow Setup: Setting Up T4 PDFs Online For examples of these and other web forms.

Because the T4 slips that could be accessed online before the 2010 tax year are not CRA-compliant. (This data is stored regardless of whether your institution chooses to use the T4 PDF workflow.ONLINE file. see Figure 55 on page 199. it stores employees’ T4 data for the tax year in the WEB. “2011 (1 of 2)” and “2011 (2 of 2). 2011 © 2011 Datatel. 195 . they are no longer available online. Inc. Figure 53: The T4 Slip in PDF Format Criteria That Control Whether T4s Are Available T4 slips are available online when all of the following criteria have been met:  T4s were created for the 2010 tax year or later. May 6.T4.) An employee’s T4 data must exist in this file in order for  WebAdvisor for Colleague HR.” For an example of this web form. the employee’s T4 Slips web form will indicate the number of associated slips — for example.Understanding the T4 PDF Workflow When multiple pages are printed. The T4FM process not only prints employees’ T4 slips. The T4 Slip Production (T4FM) process finished successfully.

Inc. The employee has consented to access T4s online. Your T4 slips will not become available online prior to the date that you enter even if your processing is complete. For information about the T4FM form. see “Setting Up Parameters for T4s Online” on page 205. they must have been assigned the WEBPR. These fields determine the tax years for which employees’ T4s are provided online and the date on which the T4s for the corresponding tax year will become available online. Nor will they be available to employees on the date you enter if your T4 processing is not complete. . In order to access T4s online. 2011 © 2011 Datatel.  Administrators can access and print an employee’s T4 online. An employee can use the online T4 Electronic Consent form to give or withhold consent.ADMIN security class. May 6. For the T4 PDF workflow. Only those employees who have given consent can access their T4s online. For information about setting up an administrator. only consenting employees. employees and administrators must have a WebAdvisor login and password. In order for administrators to access employees’ T4s online. For information about this form. The employee or administrator can access WebAdvisor.ADMIN security class. see “Setting Up Administrators to View Employees’ T4s Online” on page 209. see “T4 Electronic Consent” on page 197. For information about the T4SP form. Payroll staff who have been set up as administrators can access and print an employee’s T4 slip. that employee can reprint it as long as it is available online. Administrators have been set up with the WEBPR.Colleague HR Workflow Setup: Setting Up T4 PDFs Online that employee’s T4 slips to be accessed online. the T4FM process provides the option to print T4s for only non-consenting employees. or all 196 WebAdvisor for Colleague HR.  The T4 Slip Parameters (T4SP) form contains the tax year and the date on which T4 slips for that tax year will be available online.    Printing Capabilities The following print capabilities are available:  Employees can print any of their T4s that are available online. If an employee loses a copy of a T4 from a previous year. see the Canadian Regulatory Reporting manual.  Payroll staff can print T4s for some or all employees by using the T4 Slip Production (T4FM) process.

see the Canadian Regulatory Reporting manual. Fields for entering a Communications Management code and status are provided on the T4 Slip Parameters (T4SP) form. Inc. For information about this option on the T4FM form. WebAdvisor for Colleague HR. For information about this form. T4 Electronic Consent Employees use the T4 Electronic Consent form to either give consent to access their T4 slips online or to withhold consent. May 6. Technical Tip: For information about adding text to a WebAdvisor form. 2011 © 2011 Datatel.Understanding the T4 PDF Workflow employees regardless of their consent status. The WebAdvisor Forms The following WebAdvisor forms are provided:  T4 Electronic Consent  T4 Slips  T4 (For Administrators) Each is explained in the sections that follow. For information about the using the T4FM process in T4 processing. 197 . Incorporating Communications Management If your institution uses Colleague Core Communications Management. see the WebAdvisor Installation and Administration manual. A communication can be triggered when the employee initially makes a consent choice on the T4 Electronic Consent web form and anytime that the employee returns to make a different choice. see “Setting Up Parameters for T4s Online” on page 205. you can use it to notify employees when the employee chooses to give or withhold consent to access T4s online. see “Additional Criteria for Printing T4s” on page 212.

Employees who choose to withhold consent on this form and employees who never access this form to give consent cannot view their T4s online. Inc. . Technical Tip: The current consent status for each employee is stored in the EMP. Figure 54 shows an example of this form. “Y” indicates that the employee consented.  A history of the employee’s choices. May 6. and the date and time when each choice was made. Notes: • Be sure to review the delivered text and make the appropriate changes to meet your institution’s needs. 2011 © 2011 Datatel.STATUS computed column in the EMPLOYES file. regardless of the text that is displayed. A blank field indicates that the employee has not made a choice. For information about the T4SP form. • The text has no effect on how the software works.T4. You can use this data to create a report of the consent status for employees at your institution. this is the text to which that employee is agreeing. Your institution must decide whether to continue providing paper T4 slips to consenting employees.STATUS computed column in the EMPLOYES file. “N” indicates that the employee withheld consent. This text is maintained on the T4 Statement Parameters (T4SP) form. You can use this field to create a report of the consent status of employees at your institution. The employee’s most recent choice is listed first.” or blank) is stored in the EMP.CONSENT.T4. see “Setting Up Parameters for T4s Online” on page 205.CONSENT. Technical Tip: An employee’s current consent status (“Y. This form displays the following information:  Text associated with each option. Notes: • T4s are available online only to those employees who use this form to consent to view their T4s online. When an employee chooses to give or withhold consent. • This form does not control whether an employee continues to receive a paper T4 slip.Colleague HR Workflow Setup: Setting Up T4 PDFs Online Employees can return to this form and change their consent at any time.” “N. Employees who choose to consent will receive their T4 slips online until they choose to withhold their consent. 198 WebAdvisor for Colleague HR.

 Indication that an original T4 has been amended. and a link to access the T4 slip for that tax year. 199 .Understanding the T4 PDF Workflow Figure 54: T4 Electronic Consent Form T4 Slips The T4 Slips form provides the employee with the following information:  A list of the tax years for which the employee’s T4s are available. Inc. Figure 55: T4 Slips WebAdvisor for Colleague HR.  A history of the employee’s consent choices. May 6.  If multiple T4s are available for a particular tax year. 2011 © 2011 Datatel. the number of slips that are available.

This information is the same as that displayed on the T4 Electronic Consent form shown in Figure 54 on page 199. 2011 © 2011 Datatel. Consent History This form also displays a history of the employee’s consent choices. May 6. see “Setting Up Parameters for T4s Online” on page 205. the employee must use the T4 Electronic Consent form. For a list of criteria that determine when an employee’s T4 slip becomes available online. see “T4 Electronic Consent” on page 197. and all other criteria has been met. see “Criteria That Control Whether T4s Are Available” on page 195. For information about this form.Colleague HR Workflow Setup: Setting Up T4 PDFs Online Tax Year Clicking on a tax year takes the employee to the T4 slip for that tax year. only the tax year is displayed in this field. For example. . The original T4 slip is replaced by the amended version. 200 WebAdvisor for Colleague HR. This form meets CRA requirements and can be submitted to the CRA. If the employee has only one tax slip for the tax year. To change consent. Multiple slips for a tax year are identified. Notation For a particular tax year. It is provided for information only. Inc. and the date and time when each choice was made. “(1 of 2)” would indicate the first T4 slip of the two that were created for the tax year. Figure 53 on page 195 shows an example of an employee’s T4 slip that is displayed online. A link to the T4 slip for a tax year is displayed on the T4 Slips form when the date entered in the Date Available Online field for that tax year on the T4 Slip Parameters (T4SP) form has arrived. For information about the T4SP form. the Notation column on the T4 Slips form notifies the employee that the original T4 slip submitted to the CRA has been amended.

Figure 56 on page 201 shows an example of the T4 (For Administrators) form. Inc. see “Setting Up Administrators to View Employees’ T4s Online” on page 209. May 6. Figure 56: T4 (For Administrators) Security Required Each administrator who should have access to this form must be assigned the WEBPR.ADMIN security class. This security class is maintained on the Operator Definition (SOD) form. For specific information.Understanding the T4 PDF Workflow T4 (For Administrators) The T4 (For Administrators) form is available only to staff who have been set up with the proper security to access employees’ T4 slips online. This security class should be removed whenever an administrator leaves your institution or takes a position where it is no longer appropriate to have access to an employee’s T4 slip. 2011 © 2011 Datatel. WebAdvisor for Colleague HR. Having access to an employee’s T4 can be helpful if the employee calls with questions about a particular T4 slip. 201 .

Colleague HR Workflow Setup: Setting Up T4 PDFs Online

Accessing an Employee’s T4 Slip
The administrator can enter either an employee’s Colleague ID in the Employee ID field or Social Insurance Number in the Employee SIN field.
Note: Although you can enter information in both fields, if you do so, Colleague searches only for the employee ID. To search for the employee’s SIN, you must leave the Employee ID field blank.

If an employee with the entered ID or SIN is found, that employee’s T4 slip is displayed, and the Social Insurance Number is ignored. This form does not verify whether the ID or SIN entered is a valid number. Be sure to verify that the employee whose T4 is displayed is the employee whose T4 you want to access.

File Used
Table 27 lists the primary files that are used by the T4 PDF workflow.
Table 27: Files Used by the W-2 PDF Workflow File
EMPLOYES

Description
The current consent status for each employee is stored in the computed column EMP.T4.CONSENT.STATUS in the EMPLOYES file. You can use this data to create a report of the consent status of employees at your institution. Stores the following information: • Text to which employees agree when they choose whether to give or withhold consent for accessing their T4s online. • For institutions using Core Communications Management, the communication code and status code for the option to give or withhold consent. This information is entered on the T4 Slip Parameters (T4SP) form. For information about this form, see “Setting Up Parameters for T4s Online” on page 205.

PARM.T4

T4.CONSENT.HISTORY

Stores every consent choice that every employee makes. An employee chooses to give or withhold consent on the T4 Electronic Consent web form. For information about this form, see “T4 Electronic Consent” beginning on page 197.

202

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Understanding the T4 PDF Workflow

Table 27: Files Used by the W-2 PDF Workflow File
T4.TEMPLATES

Description
Stores information about each T4 template, including the first and last tax year in which a template was used. The template is named with the first year in which it is used, such as 2010-T4, without a file extension.

WEB.T4.ONLINE

Stores T4 information that pertains to the T4 PDF workflow. It is updated by the T4 Slip Production (T4FM) process. For information, see “Additional Criteria for Printing T4s” on page 212. This file stores T4 information for all employees, regardless of whether your institution has begun offering employees the option to access their T4s online and regardless of whether an employee has consented to access T4s online. Whenever your institution offers this option or whenever an employee chooses to use it, the information will be available for online access.

WWW.FORMAT.TEMPLATE

Stores the data that was entered on the Field Mapping Template (WFMT) form. This template is used to merge an employee’s T4 data into the T4 PDF form. For information about using the WFMT form to merge Colleague data with PDF files, see the WebAdvisor Installation and Administration manual.

WebAdvisor for Colleague HR, May 6, 2011 © 2011 Datatel, Inc.

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Colleague HR Workflow Setup: Setting Up T4 PDFs Online

Forms Used
Table 28 summarizes the UI and WebAdvisor forms that are used by the T4 PDF workflow. Each group is presented in alphabetical order by the form name. The Comments column includes a link to the page where you can find specific information about that form.
Table 28: Forms Used by This Workflow Form UI Forms
T4 Slip Parameters (T4SP)

Purpose
Controls the tax years for which T4s are available and the date on which T4s for each tax year become available online. Allows you to maintain the text to give or withhold consent.

Comments
For information, see “Setting Up Parameters for T4s Online” on page 205.

T4 Slip Production (T4FM)

Provides the capability to process and print employees’ T4 slips. For the T4 PDF WebAdvisor workflow, this capability includes the option to print T4 slips for only non-consenting employees, only consenting employees, or all employees regardless of consent status.

For information about this form as it is used by this workflow, see “Additional Criteria for Printing T4s” on page 212. For more complete information about this form and the procedures for using it, see the Canadian Regulatory Reporting manual.

WebAdvisor Forms
T4 Electronic Consent (WT4C) Allows employees to choose whether to give or withhold consent to access their T4s online. Provides a history of the employee’s consent choices. T4 Slips (WVT4) Provides the entry point to the employee’s T4 slips that are available online. Allows administrators to access an employee’s T4 information by entering either an employee ID or Social Insurance Number, or both. Only those employees who consent are able to access their T4s when they become available online. For information about this form, see “T4 Electronic Consent” on page 197. For information about this form, see “T4 Slips” on page 199. The WEBPR.ADMIN security class must be assigned to each administrator who should have access to this form. For information, see“Setting Up Administrators to View Employees’ T4s Online” on page 209. For information about this form, see “T4 (For Administrators)” on page 201.

T4 (For Administrators) (WAT4)

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Setting Up Parameters for T4s Online

Setting Up Parameters for T4s Online
Use the T4 Slip Parameters (T4SP) form to specify the following:  Each tax year for which employees’ T4s are available online. Tax years prior to 2010 cannot be accessed online.  The date on which employees’ T4s for the corresponding tax year should become available online.  The text to which an employee agrees when that employee uses the T4 Electronic Consent web form to either give or withhold consent to access T4s online.  For institutions using Core Communications Management, the information needed to generate a communication to an employee each time that employee gives or withholds consent to access T4s online. Figure 57 shows an example of the T4SP form as it might look for tax years 2010 through 2012.
Figure 57: The T4 Slip Parameters (T4SP) Form

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you specify the tax year for which T4 slips will be available online. They can view an employee’s T4 slip as soon as processing is complete. you must also enter a date in the corresponding Date Available Online field. For more information about when T4s become available online. the T4 slips will not be available to employees prior to this date even if your processing is complete. When you enter a tax year in this field. T4 Year In this field. Inc. see “Criteria That Control Whether T4s Are Available” on page 195. Text Fields for Giving and Withholding Consent The text entered in these fields is displayed on the T4 Electronic Consent web form. they are displayed in reverse chronological order. (Tax years prior to 2010 are not available online. It is the text to which employees agree when they choose to give or withhold consent for accessing their T4s online. . 2011 © 2011 Datatel. May 6. Nor will they be available to employees on the date you enter if your T4 processing is not complete. Although you can enter any date in the future or the past. Regardless of the order in which you enter the years. It should provide information about each option and the implications to employees who choose that option.) You can change this date if your T4 slips become available earlier or later than the date originally entered in this field. 206 WebAdvisor for Colleague HR. Note: Administrators are not affected by this date. Date Available Online The date that you enter in this field is the date on which you expect the T4 slips for the corresponding tax year to be available to consenting employees to access on their T4 Slips web form.Colleague HR Workflow Setup: Setting Up T4 PDFs Online Fields on the T4SP Form This section describes the primary fields on the T4SP form.

Setting Up Parameters for T4s Online Datatel provided the initial text. In the T4 Tax Year field. You can change this date if the expected date is not the actual date when your T4 processing is complete. Step 2.) This field should be updated to add the current tax year when it becomes available. 2011 © 2011 Datatel. The date in this field controls when the corresponding tax year is displayed on employees’ T4 Slips web form. Procedure for Setting Up Parameters Follow these steps to set up parameters for employees to access their T4 slips online. enter the date when you expect the T4 slips to be available for employees to access online. For more information. (T4 slips for tax years prior to 2010 are not available online. you can notify each employee whenever that employee chooses a consent status. Inc. detail on this field to access a full form for entering text. You should also review this text periodically to ensure that it meets the changing needs of your institution. Step 4. the employees’ T4 slips will not be available online. In the Text for Giving Consent field. verify that the text is appropriate for your institution. In the Available Date field. 207 .) If changes are needed. enter the tax years for which you want the employees’ T4 slips to be available online. Note: If your institution uses Core Communications Management. WebAdvisor for Colleague HR. Step 3. see “Incorporating Communications Management” on page 197. Be sure that you review the initial text and customize it for your institution. May 6. (The original text was provided by Datatel. Access the T4 Statement Parameters (T4SP) form. Step 1. If you leave this field blank.

Colleague HR Workflow Setup: Setting Up T4 PDFs Online

Step 5. If your institution uses Colleague Core Communications Management and you want those employees who are consenting to access their T4s online to be notified of their new consent status, then follow the substeps below. Otherwise, leave these fields blank. a. In the Communication Code field, enter the communication code to use for notifying employees who consented to access their T4s online. b. In the Status field, select the correspondence status for the communication code that you entered.

Step 6. In the Text for Withholding Consent field, verify that the text is appropriate for your institution. (The original text was provided by Datatel.) If changes are needed, detail on this field to access a full form for entering text.

Step 7. If your institution uses Colleague Core Communications Management and you want those employees who are withholding consent to access their T4s online to be notified of their new consent status, then follow the substeps below. Otherwise, leave these fields blank. a. In the Communication Code field, enter the communication code to use for notifying employees who withheld consent to access their T4s online. b. In the Status field, select the correspondence status for the communication code that you entered.

Step 8. Save your changes and update from the T4SP form.

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Setting Up Administrators to View Employees’ T4s Online

Setting Up Administrators to View Employees’ T4s Online
The T4 (For Administrators) web form allows administrators to view the T4 slip for a particular employee, regardless of whether the following conditions exist:  Whether the employee consented to view T4 slips online. This capability can be important when employees have questions about their T4 data. However, only staff who are assigned the WEBPR.ADMIN security class can access the T4 (For Administrators) form.  Whether the date on which T4 slips become available has been reached. This date is entered for each year on the T4 Slip Parameters (T4SP) form. To provide access to the T4 (For Administrators) form, you must use the Operator Definition (SOD) form in Envision Runtime (UT) to assign the WEBPR.ADMIN security class to each administrator who is allowed to view employees’ T4s.
Technical Tip: Datatel recommends that you define all operator records from within Envision Runtime (UT). Doing so makes it easier to track operator definitions and reduces the likelihood of users having problems accessing certain applications.

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Colleague HR Workflow Setup: Setting Up T4 PDFs Online

Figure 58: WEBPR.ADMIN Security Class on the SOD Form

About the WEBPR.ADMIN Security Class
The WEBPR.ADMIN security class ensures that only administrators who have permission to view employees’ T4 slips online can access that information. The T4 (For Administrators) form is available on the Employees menu in WebAdvisor only to those administrators who have been assigned the WEBPR.ADMIN security class.
Technical Tip: If the link is not available to that administrator after assigning that administrator the WEBPR.ADMIN security class, then access the DMI Registry User Setup (DRUS) form and verify that the Acct Operator Equivalent field includes the administrator’s UT.OPERS.ID, and not a generic ID that you use for group access.

For information about how security classes are used in Colleague, see the Envision Runtime Administration manual.

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Setting Up Administrators to View Employees’ T4s Online

Procedure for Setting Up Administrators
Follow the steps below to set up an administrator to view employees’ T4 slips online. Step 1. In Envision Runtime (UT), access the Operator Definition (SOD) form.

Step 2. At the Operator ID LookUp prompt, enter the person ID of the administrator who should be able to access the T4 (For Administrators) web form to view employees’ T4 slips online.

Step 3. In the Security Classes field, enter WEBPR.ADMIN. (You can also use the LookUp feature to select it from a list of security classes.)

Step 4. Save your changes and exit the SOD form.

Step 5. Repeat Step 1 through Step 4 for each administrator who should have access to view employees’ T4 slips online.

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Note: The field label for including former employees varies depending on what is entered in the Include These Employees field. 2011 © 2011 Datatel. May 6. For information about the T4FM process and these options. . Figure 59: Selection Fields on T4 Slip Production (T4FM) 212 WebAdvisor for Colleague HR. see the Canadian Regulatory Reporting manual.  Include T4s for former employees who have a different consent status. Inc.Colleague HR Workflow Setup: Setting Up T4 PDFs Online Additional Criteria for Printing T4s The T4 Slip Production (T4FM) form provides the following options for limiting the employees whose T4 slips are printed:  Limit the T4s printed based on the current or former employee’s consent status.

TEMPLATES 203 W2. 209 Pay Advice Parameters (PASP) 153 Pay Class Definition (PCLS) 43 Pay Cycle Definition (PCYL) 46 Pay Range Information (PPRI) 110 Person’s Position (PPOS) 123 Position Definition (POSD) 114.T4 202 T4.HISTORY file 61.HISTORY 61. 125 T4 Slip Parameters (T4SP) 205 Time Card Entry (TCDE) 83 Time Entry Form Assignment (TEFA) 115 Time Entry History Report (TEHR) 97 Time Entry Overtime Report (TEOR) 92 Time Entry/Approval Params (TEAP) 127 Time Entry/Approval Status (TEAS) 91 Total Compensation Parameters (TCSP) 49 Total Compensation Statement (WTCS) 39 W-2 Statement Parameters (W2SP) 183 Web Access Core Parameters (ACWP) 126 WebAdvisor T4 (For Administrators) 201 T4 Electronic Consent 197 T4 Slips 199 W-2 (For Administrators) 179 W-2 Electronic Consent 176 W-2 Statements 177 H HRWEB. A ACWP form 126 Allow Viewing of Pay Advices (AVPA) form 158 AVPA form 158 B Benefit Enrollment Online.DEFAULTS file 180 L LEAD form 117 Leave Plan Definition (LEAD) form 117 LEAVE. May 6.ONLINE 203 WEB.TEMPLATE 181. 202 EMPTIME.TYPES validation code table 120 WebAdvisor for Colleague HR. 203 Forms.HISTORY 202 T4. see Using Benefit Enrollment Online manual E Earnings Differential (EDIF) form 122 Earnings Type Group Assignmnt (TEEG) form 111 Earnings Type Groups (ETGR) form 106 EDIF form 122 Employee Overview (EPOV) form 158 Employee Time Not Paid Report (ETNP) form 96 EMPLOYES file 140.W2.PAY.ONLINE 181 WWW.DEFAULTS 180 PARM. Inc. 84.CONSENT.ADVICES 140 WEB. 202 EMPTIME.Index From this index you can click on any entry to access the information about the topic. 213 . 2011 © 2011 Datatel.TEMPLATES 180 WEB.DTL 61 EMPTIME. 97 EPOV form 158 ETGR form 106 ETNP form 96 F Files EMPLOYES 140.T4.FORMAT. 97 HRWEB. Datatel software Allow Viewing of Pay Advices (AVPA) 158 Earnings Differential (EDIF) 122 Earnings Type Group Assignmnt (TEEG) 111 Earnings Type Groups (ETGR) 106 Employee Overview (EPOV) 158 Employee Time Not Paid (ETNP) 96 Leave Plan Definition (LEAD) 117 Name and Address Entry (NAE) 126 Operator Definition (SOD) 164. 186. 84.DTL file 61 EMPTIME.

T4 file 202 PASP form 153 Pay Advice Online 137 Pay Advice Online workflow before you begin 137 files EMPLOYES 140 WEB.PAY. see Forms.ADMIN security class 164 Pay Advice Parameters (PASP) form 153 Pay Class Definition (PCLS) form 43 Pay Cycle Definition (PCYL) form 46 Pay Range Information (PPRI) form 110 PCLS form 43 PCYL form 46 Person’s Position (PPOS) form 123 POSD form 114. 2011 © 2011 Datatel.BASE.ADVICES 140 setting up custom data 152 employees to view advices online 158. 164 parameters for viewing advices online 153 system requirements 139 tasks for setting up Colleague 139 understanding the workflow 140 criteria that determines if advices are available 140 how data is stored 141 implications of viewing advices online 142 when advices are available 141 WebAdvisor forms 144 WEBPR.UPDATE. 209 P PARM.BASE.Index M Main menu 18 R Resource Database 132 N NAE form 126 Name and Address Entry (NAE) form 126 Navigation path 19 S S. 210 SOD form 164.CALC. 125 Position Definition (POSD) form 114.UPDATE.SALARY subroutine 52 S.HOURS 130 Total Compensation workflow S. May 6. example 195 T4 slip criteria controlling availability 195 date available online 205 example in PDF format 195 print capabilities 196 who can view 193 214 WebAdvisor for Colleague HR. 187.T4 file 202 setting up administrators to access T4s 209 consent text 205 parameters 205 system requirements 190 T4 PDF form.SALARY 52 S. 186.OT.OT.CALC.COMPENSATION 52 O Operator Definition (SOD) form 164. . 125 PPOS form 123 PPRI form 110 T T4 (For Administrators) web form 201 T4 Electronic Consent web form 197 T4 PDF workflow before you begin 190 Communications Management 197 EMPLOYES file 202 files used 202 forms used summary 204 T4 (For Administrators) web form 201 T4 Electronic Consent web form 197 T4 Slip Production (T4FM) 212 T4 Slips web form 199 T4 Statement Parameters (T4SP) 205 PARM.TOTAL.COMPENSATION subroutine 52 S. Datatel software Security classes WEBPR. 186.ADMIN 164.HOURS subroutine 130 Screens. 209 Subroutines Time Entry and Approval workflow S.CALC. Inc.TOTAL.CALC.

Index T4. relationship to 83 Time Entry forms 61 Detail form 62 Summary form 67 Time Entry for Supervisors form 79 Time In/Out form 81 Time History 84 draft and final records 84 employee’s 86 supervisor’s employees 88 Time Entry Form Assignment (TEFA) form 115 Time Entry History Report (TEHR) form 97 Time Entry Overtime Report (TEOR) form 92 Time Entry/Approval Params (TEAP) form 127 Time Entry/Approval Status (TEAS) form 91 TIME.ADMIN security class 210 WWW. 97 Other Time Types Drop-Down box 105 reports 90 Employee Time Not Paid 94 Time Entry History 97 Time Entry Overtime 92 Time Entry/Approval Status 90 Resource Database 132 setup Human Resources module 103 Payroll modules 127 subroutines earnings (shift) differential 131 overtime calculation 130 supervisor approval 72 system requirements 55 Time Entry and Approval workflow (cont’d) Time Card Entry (TCDE) form.TEMPLATES file 203 understanding the workflow 193 WEB. 2011 © 2011 Datatel.FORMAT.FREQUENCIES validation code table 42 Total Compensation 27 Total Compensation Parameters (TCSP) form 49 Total Compensation Statement (WTCS) form 39 Total Compensation workflow before you begin 28 generate employee’s statement in Colleague 39 setup Human Resources module 41 parameters 49 subroutines base pay 52 total compensation 52 system requirements 27 Total Compensation Statement form 32 V Validation code tables LEAVE.T4. May 6.HISTORY 61.HISTORY file 202 T4.HISTORY file 202 T4.CONSENT.TEMPLATES file 203 T4SP form 205 TCDE form 83 TCSP form 49 TEAP form 127 TEAS form 91 TEEG form 111 TEFA form 115 TEHR form 97 TEOR form 92 Time Card Entry (TCDE) form 83 Time Entry and Approval 55 Time Entry and Approval workflow Approval forms 77 before you begin 56 employee time entry 60 files EMPTIME. 215 .FREQUENCIES 42 WebAdvisor for Colleague HR. Inc.TEMPLATE file 203 T4 Slip Parameters (T4SP) form 205 T4 Slips web form 199 T4.TYPES 120 TIME.ONLINE file 203 WebAdvisor forms used 197 WEBPR.DTL 61 EMPTIME. 84.CONSENT.

Inc.TEMPLATES file 180 W2SP form 183 Web Access Core Parameters (ACWP) form 126 WEB.T4.ONLINE file 203 WEB.Index W W-2 (For Administrators) web form 179 W-2 Electronic Consent web form 176 W-2 PDF workflow before you begin 168 Communications Management 175 files used 180 forms used summary 181 W-2 (For Administrators) web form 179 W-2 Electronic Consent web form 176 W-2 Form Print (W2FP) 188 W-2 Statement Parameters (W2SP) 183 W-2 Statement web form 177 HRWEB.ADMIN security class 187 WWW. 2011 © 2011 Datatel.TEMPLATE file 181 W-2 Statement Parameters (W2SP) form 183 W-2 Statements web form 177 W2.ONLINE file 181 WebAdvisor about the program 16 customizing pages 21 WebAdvisor main menu 18 WebAdvisor workflows Pay Advice Online 137 T4 PDF Online 189 Time Entry and Approval 55 Total Compensation 27 W-2 PDF Online 167 WEBPR.FORMAT.TEMPLATE file 181.W2.ADMIN security class 187.PAY.FORMAT. example 173 W2. 210 WTCS form 39 WWW.ADVICES file 140 WEB.W2.TEMPLATES file 180 WEB. .ONLINE file 181 WebAdvisor forms used 176 WEBPR. 203 216 WebAdvisor for Colleague HR. May 6.DEFAULTS file 180 setting up administrators to view W-2s 186 consent text 183 parameters 183 system requirements 168 understanding the workflow 171 W-2 form criteria controlling availability 173 date available online 183 example in PDF format 173 print capabilities 174 who can view 171 W-2 PDF form.