Human Capital Management

There are three new editable columns included on the OTRS Monthly tab of the OK OTRS Monthly report on the State Reporting Snapshot data window:

This data will be required for FY 2026 monthly reporting.

Overtime pay is no longer included in the wage basis when calculating Alabama State Income Tax in the Pay Run Edit.

Ahead of the transition from Desktop to J1 Web, HCM features have been streamlined into a new navigational structure to support future development. The existing Employee, Employee Supervisor, and Employee Administrator hubs have been renamed Pay and Time Management, Pay and Time Administrator, and HCM Administration hubs. Additionally, there are new Employee Management and Taxes Management hubs available to work with existing HCM features.

The names of some features have been shortened for clarity and cohesiveness with other product areas; for example, the View Direct Deposits feature is now Direct Deposits. All features will still function as they have previously.

The Employee Supervisors Definition window is available to create supervisors definitions that include Active or Inactive statuses. An inactive supervisor will be disabled from approving leave requests or timecards.

To set a supervisor as inactive:

On the Achievements tab of the HR employee Master via Payroll or HR Employee Master via Personnel windows, you can create an Affiliation without an end date. Pick a start date in the From: section and leave the To: section set to 00/00/0000.

The 2024 tax year is now available in the Generate W-2 and Generate 1095-C windows.

When a tax corresponds to Montana State Tax, you can select Standard or Optional Tax Rate Level on the HR Employee Master via Payroll, HR Employee Master via Personnel, and Separate Timecard Taxes windows. The Additional Credits field can now be used to subtract additional credits in the payroll tax calculation.

On the Control tab of the Tax Tables window, there is a new Tax Rate Level drop-down that appears when calculating the ND SIT tax code. Select an option depending on your employee's W-4 dates.

The 2023 tax year is available on the Generate W-2s and 1095-Cs windows and processes have been updated to reflect any government changes for this year.

IRS 2023 Filing Links 

For more information about working with these forms, see the Generating W-2 process guide and the Generating 1095-C process guide on MyJenzabar. You can also visit our Jenzabar Academy YouTube channel to watch Generate W-2 and 1095-C Process Overview videos.

As of the date of release, the government has not issued a final version of Publication 15. When they do so, the tax tables will be updated. You'll be able to add any changes using a script posted on MyJenzabar.net or with future updates to the database structure utility (DSU)/default data update (DDU).

As of this release, the federal government has not yet updated Group Term Life Insurance tax rates. If they do so, the Tax Table will be adjusted accordingly with a future update to the database structure utility (DSU)/default data update (DDU).

When generating an employee W-2 on the Generate W-2 window, the Social Security Number (SSN) is now masked except for the last four digits. 

Example 

You can now use the Document Storage icon on the Applicant Master window to access the Document Master window and see an applicant's documents. 

On the Annual Statements page, employee W-2 and 1095-C statements now appear as a single year link that will open in a new tab including both the form and instructions. For all years prior to 2023, the information will appear as two separate links for the year's statement and instructions.

When you’re working with the CUPA Professionals Survey report, there is a new Web Import tab to create the required import file to submit along with the report. From the Regulatory Reporting window in Desktop, select CUPA2012-HR CUPA in the Regulatory Forms drop-down. Select the PFSURVEY part and click the Web Import tab. Click the Create the Web Import button to create the file. The CUPA Professionals Survey report itself is updated to include the currently required data.

When you’re working with the CUPA Staff Survey report, there is a new Web Import tab to create the required import file to submit along with the report. From the Regulatory Reporting window in Jenzabar One Desktop, select CUPA2012-HR CUPA in the Regulatory Forms drop-down. Select the NONXSURVEY part and click the Web Import tab. Click the Create the Web Import button to create the file. The CUPA Staff Survey report itself is updated to include the currently required data.

The 2022 tax year is available on the Generate W-2s and 1095-Cs windows and processes have been updated to reflect any government changes for this year.

IRS 2022 Filing Links

For more information about working with these forms, see the Generating W-2 process guide and the Generating 1095-C process guide on MyJenzabar. You can also visit our Jenzabar Academy YouTube channel to watch Generate W-2 and 1095-C Process Overview videos.

As of the date of release, the government has not issued a final version of Publication 15. The tax tables have been updated based on the government’s preliminary updates. If additional changes are needed once the final numbers are issued, you will be able to update using a script posted on MyJenzabar.net or future updates to the database structure utility (DSU)/default data update (DDU).

As of this release, the federal government has not yet updated Group Term Life Insurance tax rates. If they do so, the Tax Table will be adjusted accordingly using the database structure utility (DSU)/default data update (DDU).

When working throughout Employee, the Contact drop-down no longer displays any phone numbers designated as Private.

The Contact drop-down displays a "Phone number not available" message for individuals that either don't have a phone number or have a number marked as private.

If an active employee didn’t work during a pay period or never finalized their timecard, that timecard now is given a status of Unused when 30 days have passed after the approval cutoff date. Unused timecards won’t appear on the Approve Timecards and Manage Timecards pages, and employees will not see them on the Enter Time page. This improves overall performance when approving and managing your employees’ timecards.

A new Generate Checksum checkbox has been added to the Generate 1095-Cs window. If you've manually updated a Request file, selecting this checkbox allows you to internally generate a valid checksum value that is used in the Manifest file.

There is a new Document Storage icon on the HR Employee Master via Personnel and HR Employee Master via Payroll windows in Desktop. Enter an employee’s ID number, and then click the icon to open the Document Master window. In the Document Master window, you can work with any available documents for the employee.

A new Generate Checksum checkbox has been added to the Generate 1095-Cs window. If you've manually updated a Request file, selecting this checkbox allows you to internally generate a valid checksum value that is used in the Manifest file.

There is a new Document Storage icon on the HR Employee Master via Personnel and HR Employee Master via Payroll windows. Enter an employee’s ID number, and then click the icon to open the Document Master window. In the Document Master window, you can work with any available documents for the employee.

The tax table has been updated to reflect the Wisconsin state income tax changes. These changes went into effect January 1, 2022.

Several pages have a new design, improved performance, increased accessibility, and additional functionality! Advanced filters let you find information quickly and Communication features like commenting and creating communications let you interact easily with others.

The following pages have been updated:

The Employee Administration Hub options have been reorganized! Employee Administration pages are now grouped into Setup or Tasks. You still have access to all previous Employee Administration pages.

Hover over Setup to work with:

Hover over Tasks to work with:

The Employee Hub options have been reorganized! You can still access all the pages you use from the following new sections:

Employee features are now sorted into:

Hover over each section to view the associated features and select the page you want to work in.

The new Manage Leave Requests page lets employee administrators sort leave requests by Supervisor, Employee, Current Status, or Date Range using the Leave Request Filter. Depending on your role, you can also request, approve, or deny leave requests.

Access the page by hovering over Tasks and selecting Manage leave requests. Administrators have access to their employee's leave requests as well as any other employees in their Pay Group.

Timecards in J1 Web now have improved performance! The Approve Timecards and Manage Timecards pages load more quickly. You can add, edit, and delete an entry as you normally would.

Supervisors can now record leave from the Review Leave Request page. Previously, supervisors could only approve or deny requests on the Review Leave Request page and had to use the Approve Timecards page to record leave.

Use the Record Leave button to enter leave for current, future, and past unapproved timecards, regardless of cutoff date. If a supervisor records leave, the leave request is automatically approved. However, if the timecard approval cutoff date is past, an administrator will need to approve the timecard.

If an employee’s Group Code or Subgroup Code is changed on the Header tab of the HR Employee Master via Payroll window or HR Employee Master via Personnel window in Desktop, the timecard now reflects the change and appears in J1 Web in the appropriate Pay Group format.

Depending on your employees’ existing timecard entries, this change may impact and require an update. Review the following scenarios to see how this improvement works with your current timecard entries.

There are two new coverage codes available in the HR Employee Master via Payroll window. Use them to report individual coverage HRAs (ICHRAs) under Section 6056 on the 1095-C form.

The 2021 tax year is available on the Generate W-2s and 1095-Cs windows and processes have been updated to reflect any government changes for this year.

IRS 2021 Filing Links

W-2 Form: https://www.irs.gov/pub/irs-pdf/fw2.pdf

W-2 Instructions: https://www.irs.gov/instructions/iw2w3

1095-C Form: https://www.irs.gov/pub/irs-pdf/f1095c.pdf

1095-C Instructions: https://www.irs.gov/pub/irs-pdf/i109495c.pdf

For more information about working with these forms, see the Generate W-2 process guide and the Generate 1095-C process guide on MyJenzabar. You can also visit our Help Hub Youtube channel to watch Generate W-2 and 1095-C process videos.

As of the date of release, the government has not issued a final version of Publication 15. The tax tables have been updated based on the government’s preliminary updates. If additional changes are needed once the final numbers are issued, you will be able to update using a script posted on MyJenzabar.net or future updates to the database structure utility (DSU)/default data update (DDU).

As of this release, the federal government has not yet updated Group Term Life Insurance tax rates. If they do so, the Tax Table will be adjusted accordingly using the database structure utility (DSU)/default data update (DDU).

The Manage Timecards page in the Employee Administration hub has a new look, improved performance, and additional functionality! You can now focus on exactly what you need to work with employees’ timecards in new and better ways.

Timecard Filter

The Manage Timecards Filter has been renamed Timecard Filter. The redesigned filter gives you a greater ability to sort and filter timecards. Check the boxes to work with the filters you want to apply. You can select employee timecards by supervisor, type the name of an employee to select a specific person’s timecard, or enter more details to narrow down your search.

sidebar. Example

To use the new filters, navigate to the Manage Timecards page from the Employee Administration hub. If you don’t see the Timecard Filter section, click the filters applied link to turn on the list view. Select options from the following filters:

• Supervisor

• Employee

• Pay Period

  Note

  By default, the filter displays the most recent current pay period as of today’s date. You can still enter an older Start Date as far back as you want to search.

• Pay Group

• Employee Status

  Note

  By default, the Employee Status filter is set to Finalized.

• Approval Status

  Note

  By default, the Approval Status filter is set to Not Approved.

• Has Overtime

• Has Leave Time

• Clocked In

Click Apply to view the filtered timecards.

Important

The timecards you have access to are determined by your HR Group Security.

Timecards List

The Manage Timecards list has been renamed Timecards List and redesigned with improved performance and additional functions.

sidebar. Example

There are new columns to help you quickly work with individual timecards.

• Alert

  The Alert column shows indicators that quickly let you know relevant alerts about a timecard.

  • Pending Leave Request: The employee has a pending Leave Request. Click the alert to open Pending Leave Requests window, view details about the leave and relevant pay period, and Approve or Deny the leave.

  • Clocked In: The employee is currently clocked in. Click the alert to view confirmation of the employee’s clocked-in status.

• Employee Name

  Click the plus icon beside an Employee Name to view additional information about the employee’s timecard, including Employee status, Position, Pay Group, Supervisor, Employee Deadline, Status History, and Entries.

  Note

  To contact an employee’s supervisor, click the name and view their information in the Person Page, Contact block. In 2021.2, the Contact button no longer appears beside supervisor names.

  Click the View status history button to open the timecard’s status history and view all statuses, including who changed them and when.

  Click the View entries button to see all entries on the timecard, as well as details about individual days. You can also comment on an individual timecard day or click an entry in Daily Total Hours to enter time for that day.

  sidebar. Example

  

• Pay Period

  View the pay period associated with this timecard.

• Hours

  View the total hours associated with this pay period.

• Approval Status

  Quickly check if the timecard is approved, finalized, or needs action.

• Comments

  If the timecard includes a comment, you’ll see the number of comments in the icon. Click the icon to view comments, edit existing comments, or add a new comment to the timecard.

Timecard Buttons

The Actions button has been replaced. You can now work with your timecard directly from the Timecards List by selecting a timecard and using the More drop-down options or by using the new Approve button.

Approve Timecards

Select a timecard you want to approve and click the Approve button. When you submit a timecard for approval, you’ll receive a message with information about how to proceed with the approval depending on the status of the timecard you selected. There are several scenarios you may encounter as you work with your timecards.

• If your timecards can be approved, but have a warning associated with them, you’ll receive a Ready to Approve message and see the timecard’s Name, Position Title, and Warning. You can choose to still approve the timecard by clicking Yes, Approve or click Cancel to return to Manage Timecards.

  Notice

  For example, the timecard might have a pending leave request warning. You can ignore the warning and approve the timecard anyway or return to Manage Timecards to resolve the issue.

• If your timecards cannot be approved, you’ll receive an Unable to Approve message and see the unapproved timecard’s Name, Position Title, and Reason. Click OK to return to Manage Timecards.

  Notice

  For example, the timecard might have no entries. You will need to return to Manage Timecards to resolve the issue.

• If your selections include both timecards that are ready for approval and others that can’t be approved, you’ll be able to approve the ready timecards and still view the Name, Position Title, and Reason for those that are unable to be approved.

Record Leave

You can now record employee leave using the More button drop-down options. Check the box to select the employee timecard you want to record leave for. Click the More drop-down and select Record Leave from the options.

Note

This option is only available if the Use Leave Request setting is turned on.

If the timecard you selected is eligible for recording leave, the Record Leave window opens, and you can enter the details for the leave you want to record. Click the Record Leave button when you are finished. The Timecards List updates automatically to show the new total hours.

Note

You can only record leave for one employee at a time.

Create Communication

You can now send an email to employees directly from the Timecards List. Select the timecard associated with the employee you want to message. Click the More drop-down and select Create Communication. The Create New Communication window opens. Enter details and send your message.

Note

Select more than one timecard to send identical messages to multiple employees.

There is a new one-page format available for viewing, downloading, and printing W-2 forms. In this new format, you can view the W-2 form in quarters displaying Part B Federal, Part C State, and two copies of Copy 2.

In the Generate W-2s window, when you select Review W-2s or Generate W-2s, the 4 Part Quadrant radio button appears in the W-2 Format section. Select and save the new format.

You can now update images for employee profiles from the Summary page. Images must be in .jpg format, and there is no size limit for uploaded files.

Click the Edit icon on the image placeholder next to the name to open the Update Image pop-up.

Select the Display image everywhere in J1 Web checkbox to make the image visible everywhere images are displayed in J1 Web.

The following permission in the default System Administration Manager role allows you to update images, and you can turn it on for custom System Administrator Manager roles.

There is a new format option in the Generate W-2s window in J1 Desktop. Employers can now decide if they want their employees to view their W-2 in a one-page format with quarters displaying Part B Federal, Part C State, and two copies of Copy 2. When selected in J1 Desktop, the employee's W-2 appears in the new format on the Manage Annual Statements page in J1 Web.

For more information, see the One-Page Format Option for W-2 enhancement in the HR section of the J1 Desktop release news.

The 2020 tax year is available on the Generate W-2s and 1095-Cs windows. Processes have been updated to reflect any government changes for this year.

IRS 2020 filing links:

According to federal guidance, qualified Covid-19 sick or family leave wages paid under the Family First Coronavirus Cares Act (FFCA) should be reported in Box 14 of the W-2 for 2020. Jenzabar has made a new code available to track these amounts.

The W-2 Box 14 COVID FFCA code can be selected in the W2 Category drop-down in the following windows:

After the code is selected and the Generate W-2 process is run, the amount associated with these wages is calculated and the total placed in Box 14.

The following updates have been made to the Tax Table for the 2021 FICA withholdings:

The standard withholding rates for Federal Income taxes have been updated. As of this release, the federal government has not yet updated the optional rates for Federal Income Tax withholding or the Non-Resident Alien withholding rates. If they do so, the Tax Table will be adjusted accordingly.

As of this release, the federal government has not updated Group Term Life Insurance tax rates. If they do so, the Tax Table will be adjusted accordingly.

In the 2020 tax year, new coverage codes are required for employers to report the affordability of their ICHRA plan on 1095-C forms in compliance with the ACA Employer Mandate requirements.

On the HR Employee Master via Payroll window, Affordable Care tab, the following new codes appear in the coverage code drop-down for Year Coverage and Month Coverage:

The new codes also appear in the Edit Employee 1095-C Data window and in the ACA_OFFER_OF_COVERAGE_CODES table. The 1095-C form and collection process now includes ZIP Code information for box 17 based on the new codes.

All reports now print student names based on your permission level to view legal or campus name. The Direct Deposit and Paychecks reports are also now available for all users. If you don’t have permission to view a student’s legal name, the report prints using campus name.

Permission to access legal names is assigned in the Additional Name Types window. Select Legal Name and use the Permission tab to select the Group IDs you want to view legal name.

New federal mandates require reporting Plan Start Month on form 1095-C. The Generate 1095-C process has been updated to prompt for the month which your medical insurance plan starts. By default, this is the fiscal month set on the BU Configuration Table, but you can also set a value 01-12 (January through December) to specify a different month. The month is reported on the paper form as well as the media file.

New options on the Customize Paycheck window (Payroll Processing >> Paychecks/Direct Deposits/Registers >> Customize button) allow users to choose between printing employees' campus names and legal names on paychecks and direct deposit slips. Use these Paycheck Form and Direct Deposit Form options to ensure that when employees have legal names that are different from their campus names, the legal names print on paychecks and direct deposit slips.

Learn more about campus names and legal names.

Performance of the Employee Administrator Approve Timecards and the Employee Supervisor Manage Timecards pages is improved. Administrators and supervisors will still see the same timecards on these pages, but updates to the stored procedure result in the timecards loading faster.

A new Employee Administrator setting allows administrators to decide when pay statements display to employees. The setting is defaulted to off, which means that pay statements display to employees as soon as the paycheck is created. (This is how pay statements work today.)  When the setting is turned on, administrators can choose the number of days before payday when pay statements display to employees.

The federal government updated Form W-4 for 2020 and made changes to the way that federal income tax withholdings are calculated. The new design and withholdings schema only requires that employees enter their personal information and sign the form to have the most accurate withholdings based on their salary. Employees can use optional Steps 2–4 to identify additional withholdings if necessary. Any employee who files a new W-4 after January 1, 2020 must use the new form. You can learn more about the government’s changes at irs.gov.

Jenzabar updated a number of tax-related windows and processes to give you a way to store the information and calculate employee withholdings based on the government’s changes for 2020 and going forward.

Tax Tables Window

Added a new field, Tax Rate Level, to the Control tab for taxes with the FED Tax Code. Drop-down menu options are Standard and Optional.

Added a new read-only Tax Rate Level field to the Table tab of the Tax Tables window. This field displays the information entered on the Control tab.

HR Employee Master via Payroll Window

Taxes Tab

Added four new columns to hold information from the new W-4 format.

• Tax Rate Level. For FED taxes, Standard is the default. If the employee selected the checkbox in Step 2 on the W-4 form, choose Optional from the drop-down menu. All other tax types are standard by default and can’t be changed.

• Dependent Withholding. Enter information recorded in Step 3 of the W-4 in this column.

• Additional Income. Enter information recorded in Step 4a of the W-4 in this column.

• Additional Credits. Enter information recorded in Step 4b of the W-4 in this column.

Note

Dependent Withholding, Additional Income, and Additional Credits are only enabled for taxes with the FED tax code.

Disabled the Number of Exemptions column for FED taxes because the government changed the way exemptions calculations are handled to no longer include standard exemptions.

Header Tab

Added a date field below the W4 Received checkbox. Because every employee who submits a W-4 after January 1, 2020 must use the new form, even if they are current employees updating their withholding information, this date must be on or after January 1, 2020.

Taxes Window

Added four new columns to hold information from the new W-4 format.

• Tax Rate Level. Set to Standard unless employees’ checked the checkbox in Step 2 of the W-4.

• Dependent Withholding. Information recorded in Step 3 of the W-4 in this column.

• Additional Income. Information recorded in Step 4a of the W-4 in this column.

• Additional Credits. Information recorded in Step 4b of the W-4 in this column.

Note

Dependent Withholding, Additional Income, and Additional Credits are only enabled for taxes with the FED tax code.

Disabled the Number of Exemptions column for taxes with the FED tax code.

Timecard Entry Window

Long Timecard Entry Tab, Separate Timecard Taxes Option

Tax Rate Level, Additional Withholding, Dependent Withholding, and Additional Income columns have been added to the Separate Timecard Taxes window. When a new timecard is entered or updated on the Long Timecard Entry tab and the Separate Timecard checkbox is selected, the information in these new columns will be stamped on the timecard.

Additional Withholdings Display for Employees in J1 Web Employee and the Campus Portal (Staff Feature)

For schools that use the Campus Portal Staff feature or J1 Web Employee, the new withholding categories are available on Staff | Employee Information | Tax Information and J1 Web Employee | View Tax Information.

The magnetic media file can now be saved as a CSV file type. Previously only TXT and DOC files could be generated.

The ACH file generated during the direct deposit process now uses the employee’s legal name.

The 2019 tax year is available on the Generate W-2s and 1095-Cs windows and processes have been updated to reflect any government changes for this year.

IRS 2019 filing links:

As of the date of release, the government has not issued a final version of Publication 15. The tax tables have been updated based on the government’s preliminary updates. If additional changes are needed once the final numbers are issued, you will be able to update using a script posted on MyJenzabar.net or future updates to the database structure utility (DSU)/default data update (DDU).

A new Payroll Calendar setting is available on the Employee Administrator Settings page. Turn the setting to Setup mode to make the Manage payroll calendar option available on the Employee Administrator hub options drop-down.

Employee Administrators can step through the Create Pay Schedule wizard and to create pay schedules and pay periods. Once created, the pay schedules and pay periods can be edited, deleted, or published from the Payroll Calendar page.

A new Timecards setting is available on the Employee Administrator Settings page. If your school has never created timecards in J1 Web, the setting is turned off and all features related to timecards are not available. If your institution has created timecards in J1 Web, this setting is automatically turned on.

When the Update Payroll process is run, the system will check the selected batch to see if any included IDs have a benefit code associated with a 1098-T flag. If a 1098-T flag is found, a 1098-T year and term is required.

“Processing” and “Processed” status rows have been added to the PATimecardDetailStatus table to prevent web timecards already being processed from displaying on the J1 Web Employee Administrator Manage Timecards page. During the upgrade to 2019.4 a script runs to insert the status rows into the table and set a status of “Processed” for historical web timecards that exist in the CHK_HIST_TIMECARD table a TRANS_STS of “H”.

“Processing” and “Processed” status rows have been added to the PATimecardDetailStatus table to prevent web timecards already being processed from displaying on the J1 Web Employee Administrator Manage Timecards page. During the upgrade to 2019.4 a script runs to insert the status rows into the table and set a status of “Processed” for historical web timecards that exist in the CHK_HIST_TIMECARD table a TRANS_STS of “H”.

On the Employee Administration hub, the Edit electronic consent text hub option has been replaced with Manage annual statement settings. On the new Annual Statement Settings page, you can

Employees, supervisors, and administrators can add timecard comments to individual days using the drop-down on clock in/out, hourly, and daily format timecards.

Automatic overtime is now calculated for all active hourly and workstudy positions, even if the employee also has a salaried position.

Timecards in processing and already processed no longer display on the Employee Administrator Manage Timecards page. “Processing” and “Processed” status rows have been added to the PATimecardDetailStatus table to prevent this.

The Tax Year field is a drop-down menu, and users can only choose from years where the W-2 and 1095-C processes are up-to-date. The 2019 Tax Year value will be provided at the end of 2019 once the government updates/changes have been applied to the software.

Users can now generate W-2s for selected employees.

Two new W-2 categories were added for the 2018 tax year:

IRS 2018 Filing Links

The following updates have been made to the Tax Tables based on information in Notice 1036 :

If there are additional changes in the Publication 15 (Circular E) federal information, you will be able to update Desktop using a script posed on MyJenzabar.net or via future upgrades to the database structure utility (DSU)/default data update (DDU).

The Timecard Approval block on the Administrator hub is now the Timecard Status block and provides direct access to the Manage Timecards page. Administrators see color-coded status bars showing the progress of the next three upcoming pay periods for their employees, and can click the plus sign beside each pay group to see a breakdown of the timecards by status. Links provide access the Manage Timecards page already filtered by pay period or status. Administrators can also use the View all timecards link to access the full list of timecards available to them.

Employees can access the instructions for W-2s and 1095-Cs directly from their annual statements page. Instructions are available for the forms that employees receive electronically.

A new column, Category, is available in the Maintain Definitions window/Educational Offerings Definition table. Access the table from HR Employee Master/Achievements tab/Education block and right-click in the Education Type field. Changing the category to “Education” makes the information display on the employee’s Achievements page in J1 Web.

A new column, Category, is available in the Maintain Definitions window/Educational Offerings Definition table. Access the table from HR Employee Master/Achievements tab/Education block and right-click in the Education Type field. Changing the category to “Education” makes the information display on the employee’s Achievements page in J1 Web.

A new feature allows employees to record time worked by clocking in and out in real time. When employees clock in and out, their IP address is recorded and stored. Additionally, employees working at midnight are automatically clocked out on day one and clocked back in on day two, a feature not available in CRM Staff.

A new hub option, manage timecards, allows administrators access to employees' timecards.

Administrators can see all the timecards for employees they have access to. Much of the functionality replicates what supervisors can do with their employees' timecards (approve timecards, edit and enter time, etc.), but administrators can also undo approval of timecards to allow for changes after the timecard was approved.

A new hub option, view achievements, allows employees to view their education and affiliations. Permission to view this information must be granted in System Administration, and additional setup is required in J1 Desktop for education information to display in J1 Web.

Online overtime can now be calculated for hourly/workstudy employees with multiple positions. For those employees, online overtime is calculated using their highest paid timecard position.

The Pennsylvania unemployment weeks worked in period calculation threshold has been updated to $116. In addition, a new row in the Maintain Config Table allows administrators to update the amount should it change again in the future.

The Employee Hub options drop-down menu is organized into four sections and new options are added. Administrators must assign permission using the System Roles page in System Administration for View deductions, View direct deposits, View tax withholding, and View personal information to be available to employees.

Employees have four new pages available from their Hub options drop-down menu. Permission to view these pages must be granted using the System Roles page in System Administration.

Deductions

Employees can view their deductions, including the name of the benefit, the enrollment date, and the amount deducted per paycheck (percentage or dollar amount), as well as whether the deduction is pre/post tax.

Direct Deposits

Employees can view how their pay is deposited, including deposit type, account type, account number, the amount per paycheck (percentage or dollar amount), and the order in which the accounts receive money.

Tax Withholdings

Employees can view their tax withholdings, including the type of tax, filing status, exemptions, and any additional amount withheld.

Personal Information

Employees can view the demographic information and addresses on record for them.

A new permission, Can view employee contact information, is available in System Administration on the Employee Administrator role. Now, the only J1 Web users who can see employee contact information in the global name search drop-down or page or on the employees personal page are employee administrators and only if this permission is turned on. All other J1 Web users no longer have access to employee contact information (home address, email, and phone number).

Two new options are available from the Employee Administration hub. Permission to use these features must be granted using the System Roles page in System Administration.

Holiday Schedules Feature

The holiday schedules feature allows administrators to create, edit, and publish holiday schedules for employees to work with on their timecards. Permission to use this feature must be granted using the System Roles page in System Administration.

Calendar Items Feature

A new feature allows administrators to create and manage calendar items to use in conjunction with the Holiday Schedules feature. Permission to use this feature must be granted using the System Roles page in System Administration.

Supervisors’ Timecard Approval page has been renamed Approve Timecards, and an advanced filter was added. The default page load shows the most relevant timecards, those that have been finalized but not approved. Changes were made to improve the page’s performance.

Alternate Approvers Feature

A new feature allows supervisors to assign another supervisor to approve their employee’s timecards and/or leave requests.

The alternate approver receives a J1 Web message and a notification on their approve timecards/leave requests page to alert them to the assignment. Supervisors also see who they have set up as their alternate approver. They can use the advanced filter to include the other supervisor’s timecards or leave requests in the list to approve.