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).

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).

1.

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

2.

Enter or search for the employee's ID Number.

3.

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

4.

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

5.

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

6.

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

Examples of benefit codes and descriptions:

7.

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:

8.

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:

9.

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 However, you can use this column to indicate the date after which this benefit is no longer valid.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.  

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).

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.

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.

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

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

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.

1.

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

2.

Enter or search for the employee's ID Number.

3.

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

4.

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

5.

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.

6.

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

7.

Save.

1.

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

2.

Enter or search for the employee's ID Number.

3.

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

4.

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

5.

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

6.

Save.

1.

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

2.

Enter or search for the employee's ID Number.

3.

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

4.

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

5.

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

6.

Save.

1.

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

2.

Enter or search for the employee's ID Number.

3.

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

4.

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

5.

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

6.

Save.

1.

Access the Benefits Control with Payroll Detail window.

2.

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.

3.

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.

4.

Click on the Details tab.

5.

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.

6.

Save.

7.

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

8.

Enter the ID Number of the employee.

9.

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

1.

Access the Benefits Control with Payroll Detail window.

2.

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.

3.

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.

4.

Click on the Details tab.

5.

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

6.

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

7.

Enter the ID number of the employee.

8.

Locate the Benefit Code for the fringe you are processing.

9.

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

10.

Save.

1.

Access the Benefits Control with Payroll Detail window.

2.

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.

3.

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.

4.

Click on the Details tab.

5.

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

6.

Save.

1.

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

2.

Enter or search for the employee's ID Number.

3.

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

4.

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

5.

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.

If the department you need isn't listed, right-click and select Maintain Definitions to create a new department.

If the classification you need isn't listed, right-click and select Maintenance Screen to create a new classification.

If the category you need isn't listed, right-click and select Maintenance Screen to create a new category.

If the reason you need isn't listed, right-click and select Maintenance Screen to create a new reason.

1.

Access one of the following windows:

HR Positions via Payroll

HR Positions via Personnel

HR Employee Master via Payroll

HR Employee Master via Personnel

2.

Enter or search for the employee's ID Number.

3.

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

4.

Choose the appropriate panel to enter the position information (active or inactive).

5.

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

6.

In the Position Code column, enter the unique code that identifies the position being added to the employee.

Once selected, information about the position automatically appears. You can make updates as needed.

7.

In the Position Title column, enter the official title for the position that appears when an employee is assigned to a position. The title can be printed on the paycheck stub if Payroll is configured to use Position Detail (To do this, select the Check Earnings Detail? option on the Payroll Configuration window.).

8.

Select the Show on Web? check box if you want to display active employee position information such as base pay and calendar year-to-date earnings in the CRM Staff Employee Information portlet and allow time entry for the position in the CRM Staff Timecard portlet.

9.

In the Position Description column, enter a description of the Position Code.

10.

From the Department drop-down options, review or select what department within your organization is associated with the position.

11.

From the Classification drop-down options, review or select a classification under which this position falls. This classification can be used to sort reports or separate positions when generating timecards in Payroll.

If the classification you need isn't listed:

12.

From the Category 1 and Category 2 drop-down options, review or select the category in which most employees filling this position will begin. These codes can be used to sort reports or separate positions when generating timecards in Payroll. If the category you need isn't listed:

13.

From the Supervisor drop-down options, select the supervisor for this position.

14.

From the Status drop-down options, review or select the current status of the position.

15.

From the Type drop-down options, review or select Hourly, Workstudy, or Salary. If you select Workstudy:

The Fund Code drop-down option appears. Review or select the funds which support this work study job.

The Workstudy Department drop-down option appears. Review or select the department in which this work study job resides.

16.

In the Start Date and End Date columns, enter or select the dates an employee is starting and ending in this position, as applicable. This date range determines the payroll run.

17.

From the Shift drop-down options, review or select the shift in which employees in this position work.

18.

From the Termination Reason drop-down options, select the reason the employee no longer works in this position.

19.

In the FTE column, review or enter the number of full-time equivalent employees necessary to fill this organization position. The number can be in terms of positions or number of hours per year to fill the position.

20.

Select the Federally Funded checkbox if the position receives federal funding.

1.

Access one of the following windows:

HR Positions via Payroll

HR Positions via Personnel

HR Employee Master via Payroll

HR Employee Master via Personnel

2.

Enter or search for the employee's ID Number.

3.

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

4.

Locate the position you want to activate.

5.

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

6.

Save.

1.

Access one of the following windows:

HR Positions via Payroll

HR Positions via Personnel

HR Employee Master via Payroll

HR Employee Master via Personnel

2.

Enter or search for the employee's ID Number.

3.

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

4.

Locate the position you want to deactivate.

5.

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

6.

Save.

1.

Access one of the following windows:

HR Positions via Payroll

HR Positions via Personnel

HR Employee Master via Payroll

HR Employee Master via Personnel

2.

Enter or search for the employee's ID Number.

3.

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

4.

Select the position you want to delete.

5.

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

6.

Save.

1.

Access one of the following windows:

HR Positions via Payroll

HR Positions via Personnel

HR Employee Master via Payroll

HR Employee Master via Personnel

2.

Enter or search for the employee's ID Number.

3.

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

4.

Locate the position to which you want to add Texas State position information.

5.

Click the Texas State position information icon ( [no information exists] or [information exists]), or select Texas State Position Information from the right-click menu.

The Texas State Position Information (via Payroll or Personnel) window opens where you can enter position information related to various Texas retirement systems and Coordinating Board Manual (CBM) reporting.

To search for an education provider, right-click and select Advanced Search. If an employee's education provider does not exist within EX, education provider information can be entered without entering an ID Number.

If the employee's country of education isn't listed, right-click and select Maintenance Screen to add a new country for where the education was received.

If the honor you need is not listed, right-click and select Maintain Definitions to add a new option to the drop-down list. You may need to consult with Registration staff first, since they also use these options.

If the type of certificate or degree is not listed, right-click and select Maintain Definitions to add a new option to the drop-down list.

1.

Access the Create New Year Employee Affordable Care Records window.

2.

From the Calendar Year to Copy ACA Data From drop-down list, select the year from which you want to copy employee ACA data.

3.

From the Calendar Year to Create New ACA Data Records drop-down list, select the year for which you are creating the new employee ACA data.

4.

To customize the predefined query in InfoMaker, click the Customize button.

The standard query copies all employees, as long as they have not been terminated, from the selected year and creates new ACA records for the new year.

5.

From the Query drop-down list, select the query.

6.

Click OK. The data is copied into the Affordable Care tab on the HR Employee Master (via Payroll or Personnel) window. If there are no employee records found for the selected Copy year, a "No matching records found" message appears.