HR Benefits/Accruals via Payroll Window

Use this window to enter benefits information for the employee, such as benefits they will receive, any additional withholding information, accrual benefit balances, and any special benefit rates or amounts.

Active and inactive deductions, fringes, and other earnings are divided into separate panels.

Columns

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How To

Enter Benefits for an Employee

Access one of the following windows:

· HR Benefits/Accruals via Payroll

· HR Benefits/Accruals via Personnel

· HR Employee Master via Payroll

· HR Employee Master via Personnel

Enter or search for the employee's ID Number.

To quickly search for an employee, right-click from the ID Number column and select Advanced Search. The Name Search window appears where you can search for applicants by first, last, or preferred name as well as e-mail address and state.

If you are using one of the HR Employee Master windows, click on the Benefits tab.

Choose the appropriate panel to enter the benefit (active or inactive deductions, fringes, or other earnings).

Select Add Row from the right-click or Options menu.

Enter or select the Benefit Code of the benefit you are adding and any other information.

Examples of benefit codes and descriptions:

BCBS1 - Blue Cross Blue Shield single

VAC - Vacation

SICK - Sick leave

FICAM - Employer's Portion of FICA Medicare

Benefit codes are defined using the Benefits Control window.

Select the Status code, which controls whether or not this benefit for the employee is deducted/given/accrued when benefits are processed.

Benefit status options and explanations:

Status	Explanation
Active	Active is used for an active fringe, deduction, or accrual, e.g., a United Way donation that the employee still wants deducted from their paycheck. (Stored as code A.)
Inactive	Inactive is used for an inactive fringe, deduction, or accrual which will stop it from being processed. (Stored as code I.)
COBRA	COBRA (Consolidated Omnibus Budget Reconciliation Act) is only used to identify the deduction is related to COBRA and is not used for any payroll processes. (Stored as code C.)
Mandatory	Mandatory is used to enforce a fringe or deduction is processed during a pay run. (Stored as code M.)
One time only	One Time Only is used to designate a fringe or deduction should only be processed once and never again. (Stored as code O.)

The Plan Type identifies the benefit you are defining or assigning to the employee. This code is stored in the Benefits Control table and cannot be edited from this window.

Plan types and explanations:

Type	Explanation
Deduction	Either a voluntary or mandatory deduction (mandatory is indicated by the Mandatory value in the Benefit Status column), such as dental insurance, 401K, etc. (Stored as code DD on the table).
Fringe pay run	A fringe benefit expense for which G/L transactions are generated automatically during the payroll run as part of the labor distribution. An example is the employer's portion of FICAM. (Stored as code FR on the table).
Fringe nonpay run	A fringe benefit expense for which G/L transactions are generated after the pay run by running a separate procedure. An example is the employer's cost of health insurance that is expensed monthly but your organization has bi-weekly pay runs. Since some months will have three pay runs, it may not be possible to expense this fringe during payroll. This type of fringe allows you to expense it on a periodic basis (usually monthly) by running the Fringe Distribution procedure after the pay run. (Stored as code FN on the table).
Other earning accrues	An earnings benefit that accrues, such as vacation or sick leave. Each benefit with this Plan Type must also have one or more records on the Accrual Standards table to define how the benefit is to accrue. (Stored as code OA on the table).
Other earning non accrue	An earnings benefit that does not require an accrual, such as a Christmas bonus. (Stored as code O on the table).

In the Start Date column, enter the date on and after which the benefit is valid. If a benefit has an inactive status and this date is within the pay period (Payroll Controls), then the benefits are activated. However, if the start date is before the current pay period and the status is inactive, then it is not activated.

10.

The End Date column is for informational purposes only; therefore, the system does not use this date to control any functions. However, you can use this column to indicate the date after which this benefit is no longer valid.

11.

In the Additional Rate column, enter the percent of the person's gross pay that is deducted or added each time the benefit is processed. The amount calculated by this rate for the individual is added to the amount calculated based on the Deduction Rate or Fringe Rate specified on the Benefits Control table (if any). To specify 2% here, type .02. To specify 2.25%, type .0225.

	Additional Rate applies only to deductions and fringes.
	If TIAA-CREF requires a minimum of 5% for participants but an employee wants to contribute a total of 7%, the Benefits Control table for the deduction should have 5% specified in the Deduction Rate column (the same for everyone) and the individual's Benefit tab should have 2% specified.
	When the Plan Type is a Deduction that is Based On Net Pay, the Additional Rate and Additional Amount columns are unavailable (dimmed).

12.

In the Additional Amount column, enter the amount deducted from or given to the individual for this benefit each time the benefit is processed. It is added to the Deduction Amount or Fringe Amount specified on the Benefits Control table (if any).

	Additional Amount applies only to deductions and fringes.
	Your organization gives a one-time benefit of $500, which is identified on the Benefits Control table. However, one employee who gets a total of $750 should have $250 (additional incentive pay) entered in the Additional Amount column.
	When the Plan Type is a Deduction that is Based On Net Pay, the Additional Rate and Additional Amount columns are unavailable (dimmed).

13.

In the Eligible Dependents column, enter the number of dependents that are covered by this benefit. This column is for informational purposes only and is not used by the system for controlling any functions. You may want to use this as a reference for a health insurance fringe benefit or deduction for the employee.

Eligible Dependents apply only to deductions and fringes.

14.

In the Policy Face Value column, enter the dollar amount that an insurance policy is worth. This value is for informational purposes only and is not used by the system for controlling any functions.

Policy Face Value applies only to deductions and fringes.

Benefit Control

15.

The Benefit Control Rate indicates the percentage rate of pay applied to this benefit and is the same for all employees. It cannot be edited from this window. The rate displayed could be one of two rates depending on the type of benefit:

· If the benefit is a deduction, then the rate shown is the Deduction Rate.

· If this is a fringe, then the rate is the Fringe Rate.

16.

The Benefit Control Amount indicates the amount of pay applied to this benefit and is the same for all employees. It cannot be edited from this window. The amount displayed could be one of two values depending on the type of benefit:

· If the benefit is a deduction, then the rate shown is the Deduction Amount.

· If this is a fringe, then the amount is the Fringe Amount.

Gift

Gift Number and Gift Group apply only to deductions.

17.

The Gift Number is assigned to the promise entered in Development module's Gift Master table to which this deduction will be applied as a payment. Select Gift Number/Gift Group Lookup from the right-click or Options menu to see the employee's promises. When you select one of the promises, the Gift Number and Gift Group number are retrieved.

18.

The Gift Group number is assigned to the group in which the promise exists in the Development module's Gift Master table. Select Gift Number/Gift Group Lookup from the right-click or Options menu to see the employee's promises. When you select one of the promises, the Gift Number and Gift Group Number are retrieved.

Accrual Amounts

The Accrual Amounts are specified only for Accrual Benefits (Plan Type of "Other earning accrues") that the employee receives, such as vacation, sick, and personal time.

19.

The Carryover amount identifies the number of hours carried over from the previous rollover period. This value is updated by the system as follows:

· Decreases when the employee uses hours as indicated on the employee's timecard or using the HR Update Accruals via Payroll window or HR Update Accruals via Personnel window.

· Increases at rollover time by the Accrued amount, if Available amount = At Rollover, but not above the Rollover Limit set on the Accrual Standards table.

20.

The Taken amount identifies the number of hours for this benefit that the employee has used this year. This is updated by the system as follows:

· Decreases when the employee uses hours as indicated on the employee's timecard or using the Update Earned/Taken/Allowed option.

· Set to zero (0) at rollover time, ready for the new year.

21.

The Accrued amount is the number of hours that the employee has accumulated for the benefit this year. This is updated by the system as follows:

· Increases each time the benefit is accrued, but not above any limits set on the Accrual Standards table.

· Set to zero (0) at rollover time, ready for the new year.

22.

The Available amount identifies the number of hours for this benefit the person may currently use. This amount is updated by the system as follows (depending on the values specified on the Accrual Standards table):

· Increases at rollover time by the carryover amount, if Accrued Available = At Rollover.

· Increases as hours are accrued each accrual period if Accrued Available = Immediately, but not above any limits set on the Accrual Standards table.

· Decreases when the employee uses hours.

23.

Save.

Enter Cutoff Amounts for an Employee Benefit*

Access one of the following windows:

· HR Benefits/Accruals via Payroll

· HR Benefits/Accruals via Personnel

· HR Employee Master via Payroll

· HR Employee Master via Personnel

Enter or search for the employee's ID Number.

If you are using one of the HR Employee Master windows, click on the Benefits tab.

Choose the appropriate panel (active or inactive deductions, fringes, or other earnings) and select the benefit to which you want to add cutoff amounts.

Select Cutoff Amounts from the Options or right-click menu. The HR Benefit Cutoff Amount via Personnel window or the HR Benefit Cutoff Amount via Payroll appears.

Enter the calendar year and the year, quarter, and/or month cutoff amounts.

To add cutoff amounts to multiple years, select Add Row from the Options or right-click menu and enter the information for each additional year.

Save.

Activate an Employee Benefit

Access one of the following windows:

· HR Benefits/Accruals via Payroll

· HR Benefits/Accruals via Personnel

· HR Employee Master via Payroll

· HR Employee Master via Personnel

Enter or search for the employee's ID Number.

If you are using one of the HR Employee Master windows, click on the Benefits tab.

Choose the appropriate Inactive benefit panel (deductions, fringes, or other earnings), and locate the benefit you want to activate.

Update the Status drop-down list to "Active."

Save.

Deactivate an Employee Benefit

Access one of the following windows:

· HR Benefits/Accruals via Payroll

· HR Benefits/Accruals via Personnel

· HR Employee Master via Payroll

· HR Employee Master via Personnel

Enter or search for the employee's ID Number.

If you are using one of the HR Employee Master windows, click on the Benefits tab.

Choose the appropriate Active benefit panel (deductions, fringes, or other earnings), and locate the benefit you want to deactivate.

Update the Status drop-down list to "Inactive."

Save.

Delete an Employee Benefit

Access one of the following windows:

· HR Benefits/Accruals via Payroll

· HR Benefits/Accruals via Personnel

· HR Employee Master via Payroll

· HR Employee Master via Personnel

Enter or search for the employee's ID Number.

If you are using one of the HR Employee Master windows, click on the Benefits tab.

Choose the appropriate benefit panel (active or inactive deductions, fringes, or other earnings), and select the benefit you want to delete.

Select Delete Row from the Options or right-click menu.

Save.

Enter a Taxable Adjustment Deduction to Affect Taxable Wages in Benefits Control (Payroll)**

Access the Benefits Control with Payroll Detail window.

In the Code column, enter a new unique code that will be used to identify the deduction benefit or enter the code of the benefit you want to maintain.

To search for a benefit, right-click and select Benefit Code.

Enter or change any of the benefit information.

· Make sure you enter information in the Code, Description, and Status columns.

· Select "Deduction" as the Plan Type.

Click on the Details tab.

Enter or change information on the Details tab.

· Make sure you enter information in the Based On and Account Number columns.

· Select the Taxable Adjustment check box.

· Select the Exempt From check boxes of the taxable wages you want to affect.

Save.

Access the HR Benefits/Accruals via Personnel window or the HR Benefits/Accruals via Payroll window.

Enter the ID Number of the employee.

Enter the different amounts or percentages that you want to change.

Enter Fringes Calculated During Fringe Distribution with Different Amounts/Rates in Benefits Control (Payroll)***

Access the Benefits Control with Payroll Detail window.

In the Code column, enter a new unique code that will be used to identify the fringe benefit or enter the code of the benefit you want to maintain.

To search for a benefit, right-click and select Benefit Code.

Enter or change any of the benefit information.

· Make sure you enter information in the Code, Description, and Status columns.

· Select "Fringe Non-Pay Run" as the Plan Type.

Click on the Details tab.

Enter or change information on the Details tab. Make sure you enter information in the Based On and Account Number columns.

For Fringe benefits you must either choose an Object Code or a Debit Account Number.

Access the HR Benefits/Accruals via Personnel window or the HR Benefits/Accruals via Payroll window.

Enter the ID number of the employee.

Locate the Benefit Code for the fringe you are processing.

Update the Additional Amount or Additional Rate that you want to change.

10.

Save.

Enter Fringes Calculated During a Pay Run with Static Amounts/Rates in Benefits Control (Payroll)***

Access the Benefits Control with Payroll Detail window.

In the Code column, enter a new unique code that will be used to identify the fringe benefit or enter the code of the benefit you want to maintain.

To search for a benefit, right-click and select Benefit Code.

Enter or change any of the benefit information.

· Make sure you enter information in the Code, Description, and Status columns.

· Select "Fringe Pay Run" as the Plan Type.

· Enter an amount or rate in the Employer Fringe Rate or Fringe Amount columns.

Click on the Details tab.

Enter or change information on the Details tab. Make sure you enter information in the Based On and Account Number columns.

For Fringe benefits you must either choose an Object Code or a Debit Account Number.

Save.

Review or Enter Retirement Program Details*

Access one of the following windows:

· HR Benefits/Accruals via Payroll

· HR Benefits/Accruals via Personnel

· HR Employee Master via Payroll

· HR Employee Master via Personnel

Enter or search for the employee's ID Number.

If you are using one of the HR Employee Master windows, click on the Benefits tab.

Choose the appropriate benefit panel (active or inactive deductions, fringes, or other earnings), and locate the retirement benefit.

Click the retirement program details icon ( [no information exists] or [information exists]), or select Retirement Program Details from the right-click menu.

The Retirement Program Details window opens where you can review or update the employee's eligibility and election dates, vested information, or termination details.

Add Feedback

1.	Click the Add Feedback icon. The Review/Add Comments and Attachments window appears.
2.	To add a comment, enter it in the Comment box and click the Add button.
3.	To add an attachment, click the Add Attachment button. The Select the File to Attach window appears. Locate the file, select it, and click the Open button. The file appears as an attachment.
4.	To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button.

View Feedback

1.	Click the Review Feedback icon. The Review/Add Comments and Attachments window appears automatically displaying any existing comments and attachments.
2.	To view an attachment, click on the attachment name hyperlink. The attachment opens.
3.	To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button.

*Applies only to deductions and fringes.

**Applies only to deductions.

***Applies only to fringes.

	Information Exists
	Information Does Not Exist
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	Add Retirement Program Details
	View and/or Add to Existing Retirement Program Details
	Add Feedback
	View and/or Add to Existing Feedback

	You must have the appropriate permissions to access this window. For more information, contact your module manager or system administrator.
	The Benefit Control Rate and Amount are the same for all employees and cannot be updated on this window.