payroll master data - Washington State Department of Personnel

HRMS End User Training1Revised: February 2013HRMS Maintain PayrollMaster Data Training GuideX

Introduction3

Course Objectives4Upon completion of this course, you should be able to:□ Describe an overview of how employee informationis created and maintained in HRMS□ Identify new terms and concepts specific to payrollmaster data creation and maintenance□ Create and maintain employee’s payroll master data□ Describe the benefits process□ Assign recurring and single payments anddeductions□ View Reports□ Locate the OLQR

Training Tools5• HRMS On-line Quick Reference (OLQR): On-line helpthat provided you with step-by-step instructions designed tohelp you complete tasks in HRMS.Web address:http://www.hr.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/default.aspx

6Section 1Maintain Payroll Master DataOverview

Maintain Payroll Master Data Overview7• At the end of this section, you should be able to:– List the terms used in maintaining Payroll Master Data– Describe the roles in HRMS as they relate to maintainingPayroll Master Data– Describe Effective Dating– Explain the definition of Payroll Master Data– List the triggers for creating and maintaining Payroll MasterData

New Terms8TermTransaction CodeDescriptionIs a code corresponding to a specific transaction. Userscan access transactions either by using the menu pathor entering the transaction code.A transaction code can contain up to 20 characters andshould always begin with a letter. Permitted charactersare letters A-Z, numbers 0-9, and the underscore _.A transaction code is entered in the Command Field.PA20

New Terms (con’t)9TermInfotypesDescriptionInfotypes are used to group related data fieldstogether.They provide information with a structure, facilitatedata entry, and enable you to store data forspecific periods.• To the user, infotypes appear as data entryscreens. They contain whole series of information(for example, last name, first name, date of birth)that you enter in data fields.• Infotypes are accessed by the role you areassigned.• During an action¹, infotypes are grouped togetherto help the user navigate from screen to screenautomatically. Therefore, there is no need to worryabout missing required data fields.¹Actions are system tasks. We will discuss the New Hire action in Section 1.

New Terms (con’t)10TermStart DateEnd DateDelimit DateDescriptionThis is the date on which a record begins.This is the end date of a record.The end date often defaults to 12/31/9999. Verifythis is the desired end date prior to saving theaction.This involves setting an end date for a recordwhen it will no longer be valid. Delimitedrecords are retained as a historical account.

New Term and Concept11TermEffective DatingDescriptionAssign start and end dates to employeeinformation in HRMS.You can enter information into HRMS at any time,before or after the employee information changes.Use CAUTION when using effective dating specifically whenworking on employee New Hires and AppointmentChanges.• Although effective dating is beneficial to agencies,be aware that back-dating could adversely affectother components in HRMS.• If the employee did not start on the date that wasentered into HRMS, there are procedures in theOLQR that outline specific scenarios.• By back-dating an employee’s personnel action it cancause complications in payroll if it has been processedand even if the employee has no earnings for that payperiod.

Effective Dating Example12June 7 th – Marsha, the Personnel Administration Processor,receives notification of Kevin’s retirementStart HereJune 1 stKevin handsa letter to hissupervisordetailing hisretirementplans anddate of July31 stJune 9 thMarshaentersKevin’sretirementinto HRMSto becomeeffective onJuly 31 stJuly 31 st – Kevin retires with no data entryneeded as HRMS activates retirementbased on effective data entered on June 9 th

13Effective Dating Example – Different ViewJuneJulyJune 1Kevin sends letter to supervisornotifying of retirementJune 7Supervisor receives letterJune 9Supervisor enters retirementdate in HRMS.July 31Kevin retires - no data entryrequired, because supervisorentered retirement date inHRMS on back on June 9.

HRMS Role Based Security14Human Resource Management System (HRMS) has role-basedsecurity– A “role” is defined as a major grouping of activities that reflect aspecific aspect of a person’s job• While a role may have several activities aligned to it, an activity canonly be aligned with one role. A person may be assigned one ormore roles, and roles can be assigned to one or more persons.• Your assigned HRMS role dictates the information that you cancreate, change and display– Your agency assigned your role based on what tasks you perform• There are centralized roles and (agency-level) roles

15Payroll Master Data Roles - DecentralizedPayroll ProcessorResponsible for creating and maintaining payroll information fornew and existing employees in the HRMS system. New employeepayroll information is entered once the human resource informationhas been entered.Benefits ProcessorRole is responsible for maintaining and updating benefit planparticipation information for all eligible State employees. Inaddition, the Benefits Processor provides general benefits advice,guidance and support to managers and supervisors.

Payroll Master Data Roles - Decentralized16Payroll AnalystIs responsible for running simulated payrolls, correcting payrollerrors, producing and reviewing payroll reports, and executing offcyclereversals in the HRMS system.Payroll SupervisorRole provides oversight for the following payroll-related roles:•Payroll Processor•Payroll Analyst•Garnishment Administrator•Benefits ProcessorPayroll InquirerViews payroll information once it is entered in the HRMS system.

Centralized Payroll Master Data Roles17Payroll Configuration Analyst (DES)Corrects technical payroll errors (i.e., incorrect wage types) andcreates new wage types for state agencies.Financial Approver (OFM)Approves new deductions, pay codes and allowances that arecreated by the Payroll Configuration Analyst.Benefits Configuration Analyst (DES)Creates and maintains retirement plans, configures new health andinsurance plans and annual rate changes.DESOFMDepartment of EnterpriseServicesOffice of Financial Management

Definitions of Master Data18• Master data can be created and maintained state wide– It follows employees throughout their state employment.• Master data is information that remains the same over along period of time, some examples are:• Employee First & Last Name• Address Information• Bank Details• Master data contains information that is needed often andin the same form.

Master Data Maintenance19• Payroll Master Data is created and maintained accordingto employee activities– Triggers for creating or maintaining master data are:• A new employee is hired• An employee transfers from another agency• An employee needs their direct deposit information updated(employee is switching to a different bank)

Review Question #120Which role is responsible for which activity?Enters Payroll Master DataEnters Retirement DataApproves new deduction types andallowances typesProvides input to the Payroll processor andanalystRoles:1. Benefits Processor2. Payroll Processor3. Payroll Supervisor4. Financial Approver

Maintain Payroll Master Data Review21• You should be able to:– List the terms used in maintaining Payroll Master Data– Describe the roles in HRMS as they relate to maintainingPayroll Master Data– Describe Effective Dating– Explain the definition of Payroll Master Data– List the triggers for creating and maintaining Payroll MasterData

22Section 2Create and MaintainPayroll Master Data

Section 2 Overview23• Upon completion of this section, you should be able to:– List the new terms used in in this section– Explain how the HRMS roles work together to perform apersonnel action (hire/newhire)– Describe the difference between creating and maintainingPayroll Master Data– Perform ten common Payroll Master Data scenarios

New Terms24TermPersonnel ActionWage TypePayment ModelDescriptionThis groups infotypes according to business needs. Thepersonnel actions menu will identify the action type toprocess such as new hire, appointment change,separation, etc.This is an object in Payroll and PersonnelAdministration which stores amounts or time units thatare used to calculate pay and deductions, store results,and determine statistics.It separates amounts and time units for variousbusiness processes. It enables the system to processamounts and time units in different ways during thepayroll run.This is a pre-defined schedule for taking a deduction ormaking a payment, such as monthly, semi-monthly, etc.

Payroll Master Data Roles25• When an employee is hired, three HRMS roles must worktogether to complete the creation of the employeepersonnel record:– Personnel Administration (PA) Processor– Payroll Processor– Benefits Processor• If the new hire process is incomplete, the system will notbe able to correctly process payroll for the employee.

Payroll Master Data Overview of Roles26Personnel Administration ProcessorStarts the new hire action and hands over to thePayroll Processor to begin at the Bank DetailsInfotype (0009)Payroll ProcessorReceives the hand off and begins entry,completing all necessary infotypes. Then isresponsible for handing off to the BenefitsProcessorBenefits ProcessorReceives the hand off and begins the finalportion of the employee record at theGeneral Benefits Infotype (0171)

Roles Associated with Infotypes27• The Personnel Administration (PA) Processor isprompted through the infotypes that are requiredduring the hiring process for a new employee:-Create Personal Data (0002)-Create Actions (0000) -Create Contract Elements (0016)-Create Organizational Assignment (0001) -Create Planned Working Time (0007)-Create Addresses (0006) -Change Data Specifications (0041)-Time Specifications/Employee(0552) -Create Basic Pay (0008)-Create Education (0022) -Military Status (0081)-Monitoring of Tasks (0019) -Create Additional Personal Data (0077)

Roles Associated with Infotypes (con’t)28• The Payroll Processor receives the hand offand is prompted through the infotypes that arerequired for the next step in the hiring processfor a new employee:– Bank Details (0009)– Recurring Payments/Deductions (0014)– Unemployment State (0209)– Withholdings Info W4/W5 US (0210)– Additional Withholdings Info US (0234)

Roles Associated with Infotypes (con’t)29• The Benefits Processor picks up the handoff and completes these infotypes:– General Benefits Information (0171)– Savings Plan (0169)

Difference between Creating andMaintaining Master Data30• Personnel Actions (PA40) and Maintain HR Master Data(PA30) are system actions used to create and maintainpayroll master data.PA40 is the transaction code used to create _____ a personnel action:– Hire a new employee (New Hire)– Change an employees assignment (Appointment Change)– Separate an employee (Separation)– Rehire an employee (Rehire)PA30 is used to maintain _______ master data:– Update an employee’s direct deposit– Create a deduction– Change an employee’s withholdings

Section 2 Mid Section Review31• You should be able to:– List the new terms used in in this section– Explain how the HRMS roles work together to perform apersonnel action (hire/new hire)– Describe the difference between creating and maintaining PayrollMaster Data• Upon completion of the next section you should be able to:– Perform ten (10) common Payroll Master Data scenarios

10 Common Scenarios32

Create and Maintain Payroll MasterData33Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover a Manual Warrant

New Hire Process Flow34Employee isHiredEmployeecompletes NewHire informationpacketPersonnelAdministration(PA) ProcessorReceivesemployee packetPA Processor enters(New Hire) orupdates (Rehire)personnel masterdataPayroll Processorreceivesemployee payrollinformationPayroll Processorenters (new hire) orupdates (rehire)payroll master dataBenefitsProcessorreceivesbenefitsenrollmentinformationBenefitsProcessorenters benefitinformationHRMS - Entry of Payroll Master DataAgency tasks outside of HRMSDiscussed in Scenario 1Scenario 1 – New Hire

New Hire35To access the Personnel Actionschoose one of thesemethods:• Method 1: Type the transactioncode into the command fieldPA40• Method 2: Follow the ‘drill down’method by double clicking on:Human Resources Personnel Management Administration HR Master Data PA40 - Personnel ActionsScenario 1 – New Hire

New Hire (con’t)36• From the Personnel Actionsscreen begin processing the newemployee’s personnelinformation by:• Entering the employee’s personnelno. (provided to you by the PersonnelAdministration Processor)• Skipping the From field• Click (Continue) or enter• Select a Personnel Action• New Hire• Click (Execute)Scenario 1 – New Hire

New Hire (con’t)37• The Change Actions (0000)infotype displays a messagein the status bar, indicatingthe employee has alreadybeen hired.• Or it may appear as a popup window• ClickScenario 1 – New Hire

Execute info group• Continue by clicking38• A pop-up message appears• Accept the message byclicking• An information window maypop-up stating:• Accept the messageby clickingScenario 1 – New Hire

New Hire (con’t)39• Once the Infotype Group is executed, you will click (Next Record)several times until you reach infotype Create Bank Details (0009).

Bank Details40• Bank Details (0009) is used to store necessary information for anemployee to be paid by warrant or direct deposit.Warrant payment:• Start and to date• Bank Details Type• Payment method• Purpose (optional)Note:Even if you donot have anyinformation toinput, be sure toSAVE!Scenario 1 – New Hire

Bank Details41• Bank Details (0009) is used to store necessary information for anemployee to be paid by warrant or direct deposit.Direct Deposit:‣ Start and to date‣ Bank Details Type‣ Bank Key (routing number)‣ Bank Account Number‣ Bank control key‣ Payment method‣ Purpose (optional)Note: Even if youdo not have anyinformation to input,be sure to SAVE!Scenario 1 – New Hire

Recurring Payments/Deductions42• Recurring Payments/Deductions (0014) storesall allowances anddeductions, as well as thefrequency.– Enter a start and to date– Select a wage type– Enter an amount• Click (Enter) tovalidate– Based on the wage typeentered, a frequencydefaults in the Paymentmodel field• Click (Save)Scenario 1 – New Hire

Unemployment State• Use UnemploymentState (0209) to storean employee’s stateunemployment taxinformation.• Fields to complete:43– Tax Authority (state)– Worksite (county)• Click (Enter)to validate• Click(Save)

Withholdings Info W4 / W5 US44• Use Withholdings info W4/W5 US (0210) to store an employee’stax filing status and exemptions, as required.• Fields to complete:– Filing Status– Allowances• Optional fields:– Allowances– Add. Withholding– Check for differentLast Name• Click (Enter) tovalidate• Click (Save)

Additional Withholdings Info US45• The Empl. Override groupfield is a custom field usedby the State of Washingtonto store medical aidinformation.– The required field is:•Empl. override group– Click (Enter) tovalidate– Click (Save)• If the override group is notentered it will miscalculatethe medical aid rates andtake larger amounts out ofthe employee’s check. Thiswill cause a Redline error.Scenario 1 – New Hire

Additional Withholdings Info US• That completes the PayrollProcessors entry for thenew hire.• Click (Exit) to return tothe SAP Easy Accessscreen46• The next several slidescover the benefits selectionfor the Benefits Processorrole.Scenario 1 – New Hire

47HRMSActivityDemonstration (pg 3)Exercise (pg 7)Create Employee PayrollInformation for New Hire

New Hire Process Flow48Employee isHiredEmployeecompletes NewHire informationpacketPersonnelAdministration(PA) ProcessorReceivesemployee packetPA Processor enters(New Hire) or updates(Rehire) personnelmaster dataPayroll Processorreceivesemployee payrollinformationPayroll Processorenters (new hire) orupdates (rehire)payroll master dataBenefitsProcessorreceivesbenefitsenrollmentinformationBenefitsProcessorenters benefitinformationHRMS - Entry of Payroll Master DataAgency tasks outside of HRMSDiscussed in Scenario 1Scenario 1 – New Hire

Benefits Eligibility and Enrollment49• The Payroll Processormakes the handoff to theBenefits Processor tocomplete the enrollmentprocess– The process will continueby accessing the sameinitial transaction codePA40Scenario 1 – New Hire

Retirement Enrollment – New Hire50• From Actions (0000) click• Continue by clicking• A pop-up message appears• Accept the message byclicking• An information window maypop-up stating:• Accept the message by clickingScenario 1 – New Hire

Retirement Enrollment – New Hire51• As mentioned before, the Personnel Administrator Processoralready started the Hire Action and the Payroll Processor hascompleted the applicable personnel infotypes• Once the Infotype Group is executed, you will have to click(Next Record) to advance to General BenefitsInformation (0171)Scenario 1 – New Hire

General Benefits Information (0171)52• The General BenefitsInformation infotype recordsthe position’s retirementeligibility• Optional fields to complete:– 1 st Program Grouping– 2 nd Program Grouping• When finished, click(Enter) and then click(Save)Note: If the position is ineligible for retirement, the infotypeshould be saved for all other benefits to process correctly inpayroll.Scenario 1 – New Hire

Retirement Enrollment53• The Possible subsequent activitieswindow will appear with the Enrolledon date selected (This date shouldbe the same as the original hiredate.)• Click (Continue (Enter)) tocontinue• If the employee is not eligible forretirement, click (Close) to closethe window and return to thePersonnel Actions screenScenario 1 – New Hire

Enrollment54• The Enrollment screen is used to view and enroll the employee into theireligible retirement plan• Verify the employee’s name in the Enroll section (Employee’s name canbe searched using the Direct Selection option on the left)• Once verified, click (Get offer)Scenario 1 – New Hire

Enrollment55• Only theretirementplans thattheemployee iseligible forwill appearunder theRetirementEnrollmntsection• Click on theappropriateplanScenario 1 – New Hire

Percentage Rate56• The Maintain Savings Planwindow will appear, enter theplan’s rate in the Percentage fieldunder the Pre-tax contributionSemi-monthly section• When finished, click(Accept)Hint: If you are unsure of the correctpercentage rate, enter a random numberand the system will generate a messagewith the correct rate!Scenario 1 – New Hire

Retirement Enrollment57• Once the percentage ratehas been entered, you willbe taken back to theEnrollment screen wherethe selected plan isindicated by a greencheck• ClickScenario 1 – New Hire

Confirmation of Enrollment58• The Confirmation ofSelected Actions windowappears with the selectedretirement plan• Click• The Enrollment window willappear, click(Continue) to confirm thecompletion of enrollment andto return to the EnrollmentscreenScenario 1 – New Hire

Enrollment59• Once the enrollment process has been completed, click (Back) to returnGeneral Benefits Information (0171)• Click (Close) on the Possible subsequent activities window to return tothe Personnel Action screenScenario 1 – New Hire

60HRMSActivityExercise:Create EmployeeBenefit Information for New Hire (pg 12)

Create and Maintain Payroll MasterData61Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover an Overpayment

Scenario 2 – Appointment Change62• The following situations are consideredappointment changes:– Promotion– Reassignment– Reallocations– Demotion– Transfer• Appointment changes are processed inreal-time, which allows for immediateupdates or Effective Dating to be used.• Updates are made to employee masterdata in the payroll infotypes.

Appointment Change Process Flow63New positionidentifiedDocumentation ofnew positionprovidedPersonnelAdministrationProcessor receivesappointment changeinformationPersonnelAdministrationProcessor updatespersonnelinformationPayroll Processorreceives appointmentchange informationPayroll ProcessorReviewed updates in employee Scenario 1payroll informationHRMS - Entry of Payroll Master DataAgency tasks outside of HRMSDiscussed in Scenario 2Scenario 2 – Appointment Change

Appointment Change64To access the Personnel Actionschoose one of thesemethods:• Method 1: Type the transactioncode into the command fieldPA40• Method 2: Follow the ‘drill down’method by double clicking on:Human Resources Personnel Management Administration HR Master Data PA40 - Personnel ActionsScenario 2 – Appointment Change

Appointment Change Action65Personnel Actions screen beginprocessing the appointmentchange action by:• Entering the employee’spersonnel no.• Skipping the From field• Click (Enter) to validateSelect a Appointment Change• Click (Execute)Scenario 2 – Appointment Change

Appointment Change Action66• From Actions (0000) click• Continue by clicking• A pop-up message appears• Accept the message byclicking• An information window maypop-up stating:• Accept the message by clickingScenario 2 – Appointment Change

Appointment Change Action67Click(Next Record) toadvanceto Additional WithholdingsInfo. (0234)Scenario 2 – Appointment Change

Appointment Change – Medical Aid68• Enter the effective dates ofthe Appointment Change• Select Empl. Override groupfield (stores an employee’smedical aid information).• Click (Enter) to validate• Click (Save)– If the employee is transferring toanother agency or a job with adifferent medical aid rate, update theoverride group to reflect the newagency or job.• The first 4 digits of the overridegroup description should be thesame as the Personnel Area(PersArea).Note: Start date willbe the first pay date!Scenario 2 – Appointment Change

Appointment Change – Using OLQR69Step 1.Open theOLQR andselect UserProceduresA-ZStep 2.Scroll down and click on theprocedure to view it.Appointment Change Action –TransferStep 3.Follow theprocedureto completethe action inthe system.

70HRMSActivityExercise:Process an EmployeeAppointment Change (pg 17)

Create and Maintain Payroll MasterData71Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover a Manual Warrant

Scenario 3 – Employee Separation72• The Separation Action records and processes master data for allemployees who leave their employment with the state, voluntarilyor involuntarily.– Retirement, resignation, death, and termination areconsidered forms of separations.• During separation, employees are paid for their accrual balancesas allowable. When the separation is complete, benefits continuethrough the end of the month and are terminated following thefinal deduction.• Retirement and Deferred Compensation are delimited usingSavings Plan (0169).Important: Process any final deductions before theseparation action is started.

Scenario 3 – Employee Separation73• Before you begin the Separation Action, you’ll want to verifyand correct quota balances.– View Absence Quotas (2006)– View Quota Corrections (2013)• Questions to think about:– Is the employee entitled to an accrual? (full or partial)– Has leave been taken for the pay period?• Delete any leave entered that is effective after the separationdate.

Separation Process Flow74Employeeseparates fromservice(voluntary orinvoluntary)PA ProcessorreceivesdocumentationPersonnelAdministrationProcessorupdatesemployeeinformationPayrollProcessorreceivesseparationdocumentationPayrollProcessorupdatesemployeepayrollinformationBenefitsProcessorreceivesseparationdocumentationBenefitsProcessorupdatesemployeebenefitsinformationHRMS - Entry of Payroll Master DataAgency tasks outside of HRMSDiscussed in Scenario 2Scenario 3 – Employee Separation

Employee Separation Action75• Use transaction codePA40• Enter Personnel no.• Clickvalidate(Enter) to• Select the SeparationAction• Click(Execute)Do Not enter a From date.The Personnel AdministrationProcessor has already beganthe Separation action.Scenario 3 – Employee Separation

Separation Action76• Click Execute infogroup• Click(Continue)• Click(Continue) in theExecute info groupwindow.

Separation Action - Delimit RecurringPayments/Deductions• Select all Recurring Payments/Deductions• Click(Delimit)Note: Select all records tobe delimited.77Scenario 3 – Employee Separation

Retirement Termination• Retirement termination is completed during the separation action78• Delimit the plan using the last day of the pay period plus one day• Select the employee’s retirement plan• Click (Delimit) to delimit the planNote: Select all records tobe delimited.Scenario 3 – Employee Separation

Time Quota Compensation• Time Quota Compensation (0416) creates a buyout of eligible timeassociated with employee’s absence quotas• An employee can be paid for more than one type of quota (e.g.annual leave, sick time, etc.)• The required field is No. to Compensate• Click79Scenario 3 – Employee Separation

80HRMSActivityExercise:Process Employee Separation - Retire (pg23)

Create and Maintain Payroll MasterData81Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover a Manual Warrant

Scenario 4 - Managing Work Schedules• Work schedules are created when the Personnel AdministratorProcessor completes the Hire Action.• Work schedules can be changed or maintained by both the PAProcessor and the Payroll Processor.• Work schedules are created and maintained in Planned WorkingTime (0007).82Scenario 4 – Managing Work Schedules

Available Work Schedules83• There are more than 50 workschedules in HRMS.• Typically, the work scheduleis based on a 40-hour week,but HRMS accommodatesnon-traditional schedules.– Rotating work weeks– Altered work days (flexschedules)– Shortened work weeksScenario 4 – Managing Work Schedules

Change Work Schedule• Short or long-term changes canbe made to the work scheduleafter it has been established.• The Time and AttendanceProcessor makes short- termchanges to an employee’s workschedule using a work schedulesubstitution.• Long-term work schedulechanges are done by thePersonnel AdministratorProcessor or the PayrollProcessor using Planned WorkingTime (0007).84Scenario 4 – Managing Work Schedules

Long-Term Work Schedule Change85• To complete a long-term workschedule change, follow menupath:– Human Resources Personnel Management Administration HR MasterData Maintain• You can also access thetransaction using the transactioncode PA30 (Maintain Master HRData).Scenario 4 – Managing Work Schedules

Long-Term Work Schedule Change• Enter the employee’s Personnel no.86• Click (Enter) to validate• Select Planned Working Time (0007) on the Time Recording tab• Select All inthe Period field• Click(Overview)Scenario 4 – Managing Work Schedules

Long-Term Work Schedule Change87• Select the record you want to change from the overview list• Click (Copy) to copy and continueScenario 4 – Managing Work Schedules

Long-Term Work Schedule Change• Overwrite the Start Date with the new effective date• Overwrite the Work Schedule Rule with the new work schedule• Click (Enter) to validate Click (Save) to save88Scenario 4 – Managing Work Schedules

Create and Maintain Payroll MasterData89Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover a Manual Warrant

Scenario 5 - Viewing Basic Pay90• Use Transaction CodePA20 Display HR MasterData• Enter the Personnel no.• Click (Enter) to validate• Click the Payroll tab• Select Basic Pay (0008)• Click DisplayScenario 5 – View Basic Pay

Scenario 5 - Viewing Basic Pay (con’t)91• Click on Salary Amountto display an employees;– Annual salary– Salary monthly– Semi-monthly salary– Weekly wage– Hourly wage• View the body of thescreen for otherinformation;– Pay Scale Group andLevel– Next Increase– Annual SalaryScenario 5 – View Basic Pay

Scenario 5 - Viewing Basic Pay (con’t)92• In the lower body of the screennote;Wage typeFieldValue is1001FieldValue is10031001 defaults if theemployee is hourly1003 defaults if theemployee is paidmonthlyOther wage types are exist.

Scenario 5 - Viewing Basic Pay (con’t)93• View the body of the screen forNext increase and Ind. val.;Ind. val.(Indirect Valuation)Field Valueof “I”Indicates the employee’ssalary is based upon theState Compensation Planadministered by the DES.In addition, if a date is in theNext Increase field, thisemployee will see a raiseautomatically on this date.Field Valueis blankIf the field is blank, theemployee is directly valuedmeaning the agency isresponsible for maintainingthis infotype when theemployee is due for a payincrease.Scenario 5 – View Basic Pay

Scenario 5 - Viewing Basic Pay (con’t)94• Click on Paymentsand deductions toview currentdeductions;The deductions are also displayedon Recurring Payments/Deductions Infotype (0014)Scenario 5 – View Basic Pay

95HRMSActivityExercise:View Employee Basic Pay (pg 27)

Create and Maintain Payroll MasterData96Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover a Manual Warrant

Scenario 6 - Cost Distribution Change• Use Cost Distribution (0027) to override the cost associated withan employee’s assigned position.• Use when an employee is paid by a cost center other than theone that is assigned to their position, complete Cost Distribution(0027).• Fields to complete:97–Distrib. (Distribution)–CoCd (Company Code)–Cost ctr (Cost Center)–Pct. (Percent)–Cost Object–AFRS Project–AFRS Allocation• Click (Enter)• Click (Save)

Cost Distribution Fields98HRMS FieldNameSOWAccountingObjectCode Calculation Format Example (DES)Cost CenterOrganizationalIndexThree character business area+ AFRS Org. Index + 000AAAXXXX000111H110000FundAppropriationIndex & FundThree character business area+ AFRS Appropriation Index +AFRS Fund + 0AAAXXXXXX0 1114199020FunctionalAreaProgram IndexThree character business area+ AFRS Program Index +00000000AAAXXXXX00000000 1110990000000000Cost Object Master Index Three character business area+ AFRS Master Index + 0AAAXXXXXXXX0 111000130000AFRSProjectProject, SubProject &PhaseThree character business area+ AFRS project + AFRSsubproject + AFRS ProjectPhaseAAAXXXXXXXX 11191010000AFRSAllocationAllocationThree character business area+ AFRS Allocation CodeAAAXXXX 1110000Legend:A – Agency/Business area (3 characters)X – AFRS Org Index0 – Filler characters, usually 0

Create and Maintain Payroll MasterData99Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover a Manual Warrant

Scenario 7 - Hourly Rate per Assignment100Use Hourly Rate per Assignment(0554) if an employee is eligible towork a position other than the onerecorded on the OrganizationalAssignment (0001) infotype.• This Infotype is required ifrecording hours worked atdifferent rates of pay.• Create this infotype so thathours can be entered intoCATS.• Fields to complete:• Assignment• Position• Valuation Basis (hourly rate)ClickClick(Enter)(Save)OLQR User Procedure: Hourly RatePer Assignment to complete thistask.

Create and Maintain Payroll MasterData101Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover a Manual Warrant

Bank Details for Warrant or BankTransfer (ACH)• If an employee electsto have their paydeposited throughBank Details forWarrant or BankTransfer (ACH), thebank information isentered on the BankDetails (0009)infotype.102• The prenotificationprocess is acentralizedtransaction that runsin a nightly batch.Scenario 8 – Bank Details for Warrant or Bank Transfer (ACH)

Bank Details for Warrant or BankTransfer (ACH)• Once an employee’sbank details have beenentered or changed, anACH letter can be run.• Agencies run their ownACH letters anddistribute them foremployees to confirmthe correct informationhas been entered.• Transaction code:ZHR_RPTPY713• Fields to complete:103– Period– Selection– AdditionalSelections• Click (Execute)Scenario 8 – Bank Details for Warrant or Bank Transfer (ACH)

Bank Details for Warrant or BankTransfer (ACH) Letter104• After the reportis executed, aprint dialoguebox displays.• You can eitherprint the letteror preview howit will print.Scenario 8 – Bank Details for Warrant or Bank Transfer (ACH)

Bank Details for Warrant or BankTransfer (ACH) Letter• Once you havepreviewed theletter, print it to yourlocal printer.105• Then the letter issent to employeesto confirm theaccuracy of thebank detailsentered in HRMS.Scenario 8 – Bank Details for Warrant or Bank Transfer (ACH)

Bank Details for Warrant or BankTransfer (ACH) Report106• After the letter is printed, HRMS will display information onthe ACH letters that were generated.This informationcan be exportedand saved.Scenario 8 – Bank Details for Warrant or Bank Transfer (ACH)

107HRMSActivityExercise:Create Bank Details for Direct Deposit (pg 31)

Create and Maintain Payroll MasterData108Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover a Manual Warrant

New Terms109TermOff Cycle ReversalDescriptionEvent that occurs when a warrant or direct deposit iscancelled because of an error.Off Cycle WorkbenchAn HRMS component used to process off-cyclereversals for warrants and ACH files.

Warrant/ACH Cancellation Process110Off-cycle reversals are payroll process events in whichemployee warrants or ACH payments are cancelledbecause of errors or discrepancies.• Warrants are the actual ‘physical’ checks that aredistributed to each employee on pay day.A two step process is necessary to cancel a ACH:1. Contact the DES Service Center to process the ACH returnthrough OST. This creates a negative ACH transaction butdoes not guarantee the money will be returned.2. Process the reversal through the HRMS Off-cycleworkbench and cancel / reverse the payments.Scenario 9: Cancel a Warrant

Off-cycle Workbench111• The off-cycle workbench is an HRMS componentused to process off-cycle reversals for warrantsand ACH files.• The types of payment processing using the offcyclepayroll workbench include the following:– Warrant / ACH cancellations• The off-cycle workbench is not used to replace lostor misplaced warrants.Scenario 9: Cancel a Warrant

112Cancel a Warrant/ACH• There are a number of differences in how HRMS processescancelled warrants.– Employee master data is changed to reflect desiredcorrections.– The pay period that should be “cancelled” for an employeeis reversed using the off-cycle workbench. This flags thepayroll period with a reversal indicator.– The reversal for cancellation is processed when the nextpay period runs.• Note: This may result in a partial or complete reversal of thepay period results depending on master data changes.– Financial postings and deductions are corrected by thenormal payroll process.Scenario 9: Cancel a Warrant

Cancel a Warrant/ACH: An Example113• Mitch Knight, an employee in your agency, had the followingpay period results for January 1 st through 15 th . He is expectedto be paid on January 25.Wage Type Type AmountGross Pay Earning 2000Credit Union Deduction Deduction 200Retirement (EE) Deduction 260Health (EE) 10Health (ER) 594.58Union Dues Deduction 18Taxes (EE) Tax deduction 430.34Taxes (ER) 163.23Net Pay Warrant 1180Scenario 9: Cancel a Warrant

114Cancel a Warrant/ACH: An Example• When Mitch’s warrant is delivered, it is discovered thatMitch should have terminated on January 3 rd . This was notentered into HRMS until after payroll was run. The warranthas been returned to the payroll office.• To fix the situation, you should:– Reverse the payroll period in the off cycle workbench– Have the Personnel Administration Processor and PayrollProcessor execute the separation action on January 3 rd .– Simulate the payroll period to determine the net pay theemployee should receive.– Phone Mitch to see if he would like his last check on the firstpay period in February or pay him with a manual warrant.Scenario 9: Cancel a Warrant

Cancel a Warrant/ACH115• There are two ways to accessthe off-cycle workbenchtransaction within HRMS at theSAP Easy Access screen:– Menu path• Human Resources • Payroll • Americas • USA • Off-cycle • PUOC_10 - Off-Cycle Workbench– Command field• Enter transaction code: PUOC_10Scenario 9: Cancel a Warrant

Cancel a Warrant/ACH116• The Off-CycleWorkbench screenappears.• Enter the PersonnelNumber.• Click on the Reversepayment tab (the screento the left appears).• Click the grey box to the leftof the warrant you want tocancel.• Enter a Reversal reason.• Click Reverse.• Accept the error. Thewarrant is now cancelled.Scenario 9: Cancel a Warrant

117HRMSActivityExercise:Cancel a Warrant (Statement) (pg 35)

Create and Maintain Payroll MasterData118Scenario 1 New HireScenario 2 Appointment ChangeScenario 3 Employee SeparationScenario 4 Managing Work SchedulesScenario 5 View Basic PayScenario 6 Cost Distribution ChangeScenario 7 Hourly Rate Per AssignmentScenario 8 Bank Details for Warrant or Bank Transfer (ACH)Scenario 9 Cancel a Warrant/ACHScenario 10 Recover An Overpayment

Scenario 10: Recover an Overpayment119• The Payroll Processor corrects the overpayment by running aretroactive payroll, which reprocesses the previous pay period,calculates the overpayment, and prepares to recover it in the nextpayroll.• The agency identifies the amount of money that is scheduled to betaken away.• Since money can not be withheld from an employee’s check withouthis/her approval, the agency creates a positive balancing adjustmentthat matches the overpayment amount to ensure nothing will bewithheld from the employee’s check until repayment arrangementscan be made.• Finally, the agency creates a recurring deduction to recover theoverpayment over a period of time agreed to by the employee.

Scenario 10: Recover an Overpayment120• To recover an overpaymentaccess the maintain master datatransaction within HRMS fromthe SAP Easy Access screen:– Menu path: SAP Menu Human Resources PersonnelManagement Administration HR Master Data Maintainor– Command field• Enter transaction code: PA30• Click Enter.

Scenario 10: Recover an Overpayment121• The Payroll Processoruses the Maintain MasterData screen to accessAdditional Payments(0015) to recover anoverpayment.• Enter the Personnel no.for the employee.• Click to the left of theAdditional Payments onthe Payroll tab.• Click (Create)

Scenario 10: Recover an Overpayment122• In the Wage type field, click(Matchcode) to open theselection list.• Select Wage Type 3231Gross Adjustment.• Click (Enter) to validate• Enter the Date of origin• Enter the Amount.• Enter the Reason for Change(optional)• Click (Enter)• Click (Save).

Scenario 10: Recover an Overpayment123• Run a payroll simulation to verify that no money will bewithheld from the employee’s next check.– See detailed instructions on the OLQR under HRMS Reports:Payroll Simulation (PC00_M10_CALC_SIMU)• Once the payroll simulation has been run, the next step is to setup a payment plan to recover the overpayment.

Scenario 10: Recover an Overpayment124• To set up the payment planaccess the maintain master datatransaction within HRMS fromthe SAP Easy Access screen:– Menu path: SAP Menu Human Resources PersonnelManagement Administration HR Master Data Maintainor– Command field•Enter transaction code: PA30•Click Enter.

Scenario 10: Recover an Overpayment125• Enter the Personnelno. for theemployee.• Click to the left ofthe RecurringPayments/Deductions on thePayroll tab.• Click (Create)

Scenario 10: Recover an Overpayment126Complete the following fields:• Start Date• End Date*• Wage type (3223RepayPlan deduction)• Dollar Amount• Click (Enter) to acceptthe overpayment amount• Select the appropriatepayment model• Click (Enter)• Click (Save).* An end date is required when using WT 3223

Scenario 10: Recover an Overpayment127• Wage type 3223 has a dynamic action attached to it.– When the wage type 3223 is saved, an Additional Paymentinfotype (0015) record is created with a wage type 3224(Repay balance).• To complete the process enter the total amount of theoverpayment.• Click• Click(Enter)(Save)

Section 2 Review128• You should be able to:– Explain how the HRMS roles work together to perform apersonnel action (hire/newhire)– Describe the difference between creating and maintainingPayroll Master Data– Perform ten common Payroll Master Data scenarios

129Section 3Health Care Benefits Overview

HRMS Benefits Overview130Upon completion of this short section, you will be ableto:– Identify how benefits data interfaces betweensystems– Access health plans

HRMSBenefits Overview131RetirementPlans andDCAP areentereddirectlyinto HRMSDRSDeferred CompensationPlanHCA (*Pay 1)Medical, Dental, opt. Lifeand opt. LTD InsuranceHome & AutoInsurance(Liberty Mutual)*It may take two days for theinformation keyed into PAY1 toupload to HRMS.Inbound and outbound interface with HRMS.Inbound interface only to HRMSFlexible SpendingAccount

Optional Benefit Plans Overview132• Optional plans are maintained in HRMS or through the GAPinterfaces– Dependent Care Assistance Program• Deductions are created and stored in the employee’s RecurringPayments/Deductions (0014)– Deferred Compensation• Stored in Savings Plan (0169)– Life Insurance, Long Term Disability and Home & AutoInsurance• Stored in Miscellaneous Plans (0377)– Flexible Spending Account• Stored in Additional Payments (0015)

Access Health Plans (0167)133• Enter the Personnel no.and click (Enter) tovalidate• Click the Benefits tab• Click the gray box tothe left of the HealthPlans (0167) to select• In the Period section,click “All”• Click (Overview) foran overview of allactions associated withHealth Plans (0167)Note: The Dental and/or Medical plan shouldalready be set-up in Health Plans (0167).

HRMS Benefits Review134You should now be able to:– Identify how benefits information interfacesbetween systems– Access health plans

Section 4 – Deductions135

Deductions Overview136In this section you will be able to:• Distinguish the differences between automatic and manualdeductions• View the infotypes associated with deduction types• See how to create:– A recurring payment/deduction– A one-time payment/deduction– Employee tax exemptions• Delimit different types of deductions

137Manual - Recurring Payments/Deductions• Both recurring payments and deductions are entered in thesame place in HRMS; Recurring Payments/Deductions(0014) Infotype– That the same payment be made over multiple pay periods– Or payments with a specified or open-ended end date useRecurring Payments/Deductions (0014)• To access Recurring Payments/Deductions (0014), entertransaction code PA30 into the Command Field.

Recurring Payments/Deductions• Click on the Payroll tab• Select RecurringPayments/Deductions (0014)• Enter Personnel no.• Click (Create)• Fields to complete:138• Start/End dates• Wage type• Amount• Payment Model(frequency of payment)• Click (Enter)• Click (Save)

Additional Payments• If a request has been made or the need exists to create aone-time deduction, set up the payment on AdditionalPayments (0015).• To access Additional Payments (0015), enter transactioncode PA30 into the Command Field.139• Click on the Payroll tab• Select Additional Payments(0015)

Additional Payments• Enter Personnel no.• Click (Create)• Use Additional Payments (0015)Fields to complete:• Wage type (some WT’sassign an amount)• Amount• Date of origin*140• Click (Enter) to validate• Click (Save)* Note: The date entered should be within the payperiod that the payment or deduction is desired.

Delimiting Deductions• To delimit deductions,enter transaction codePA30 into the CommandField.• Select RecurringPayments/Deductions(0014)• Click(Delimit)• Enter the Delimit. Date inthe Enter DelimitationDate box• Click(Continue)141

Delimit Recurring Payments/Deductions142• Select the deduction(s) to end date• Click(Delimit)• A notification that the record(s) has been delimited is displayedScenario 3 – Employee Separation

143HRMSActivityExercise:Create a Payroll Deduction (pg 39)

Review Questions1441. What are three examples of an automaticdeductions? (Hint: These are fed to HRMS throughinterfaces.)1. _____________________________2. _____________________________3. _____________________________2. What are three examples of a manual deductions?(Hint: These are entered into HRMS when requestedby the employee.)1. __________________________2. __________________________3. __________________________

Additional Deduction Procedures145• Additional procedures are located on the Online QuickReference (OLQR) and include:– Recurring Payment with a Dollar Limit– Recurring Deduction– Recurring Payment– One Time Deduction – Additional Payments– One Time Payment – Additional Payments

Section 5 Quotas146

Integration With Other HRMS Components147• Personnel Time Recording componentsare integrated with other HRMS areas.• When time is entered in CATS, it istransferred to Absences (2001) andEmployee Remuneration Info (2010)in an employee’s personnel file. Thisinformation is used to pay employees.• The transferred information is directlypulled from HRMS during the payrollprocessing cycle.PayrollProcessingTimeManagementPersonnelAdministration

Time Transfer Overview148• When time is entered into CATS it remains in theCATS database until it is transferred to HRMS usinga ZCAT transaction• Once the ZCAT transfer is completed, the timeinformation populates infotypes 2001 (Absences)and 2010 (Employee Remuneration Info) in HRMSCATSIT2001IT2010PAYROLLNote:IT2001 is your Annual Leave, Sick leave etc.IT2010 is your Overtime, Assignment Pay

Time Transfer149• A scheduled ZCATA batch transfer runs automatically butagencies can run this process manually using ZCAT6• To run a payroll simulation, the ZCATA or ZCAT6 transfermust be completed so info types 2001 and 2010 have themost recent employee time information• When payroll runs, it pulls employee time information frominfotypes 2001 and 2010• ZCATA and ZCAT6 allows agencies to run payroll simulationon time entries for employees

Section 6 – Reports150

Accessing Reports in HRMS• One of the major benefits ofHRMS is the ability to run “ondemand” reports.• Report data can be pulled in avariety of ways to enhanceagency business processes.• You will have access toreports that relate to your role.For example, if you are aPayroll Processor, you will beable to view specific reportsrelated to payroll and reports.• Additional reporting optionsare hardcopy, DataWarehouse, and BusinessWarehouse.151

HRMS Customized Reporting - TransactionCode MapHR = Human ResourcesReport GAP #The Transaction Code used forthis example is ZHR_RPTPYN09Payroll Threshold Report152Z HR _ RPT PY N09“Z” = Custom “RPT” = ReportFunctional AreaPY PayrollTM Time ManagementPA Personnel AdministrationOM Organizational Management

Payroll Reports*153Payroll• Cancellation of Warrants Issued• Cancelled Warrant ACH Report• Corrections and Returns forAgencies• Earnings Statement• Employee Year to Date PayrollRegister• Payroll Journal• Payroll Simulation• Preemptive Time Data Check• Reference Personnel NumberPayroll• Wage Type Reporter (PC00_M99_CWTR)• Year End Reports (HRMS Reports)– W-2 Wage and Tax Statement– Appointments with EIC at Year EndBenefits(ZHR_RPTPY675)– Tax Exempt Status Report(ZHR_RPTPY661)• Active Employees with no RetirementDeduction Taken• Participation (Retirement)• Participation Monitor• Retirement 70 day Default* Not a complete list of payroll reports

Payroll Simulation154• Use the Payroll Driver (USA)(PC00_M10_CALC_SIMU) to view/reviewwhat an employee is going to be paid priorto the payroll run.• Run this report when you need to see howa change to an employee's pay,deductions, and/or retro calculation willaffect an employee's NET pay.• In order for the payroll simulation to be runthese two criteria must be met:• An employee's payroll master data iscomplete.• An hourly employee has time entered inHRMS for the selected pay period.– You can run a payroll simulation for thecurrent period or for another payrollperiod.

Payroll Threshold Report155To find payroll errors ahead of time usethe Payroll Threshold Report(ZHR_RPTPYN09)• This report is used to view payrollinformation after a simulation hasbeen run or after payroll has beenreleased for corrections by DES.• When you need to verify payrollinformation or you would like toensure that employees are set upcorrectly with payroll master data.

Payroll Journal Voucher Report156Use the Payroll Journal VoucherReport (ZHR_RPTPY376) todisplay the record of money beingtransferred between agencies andfunds via Journal Vouchers.• When you need to review alltransfers of monies betweenagencies, Electronic FundsTransfers, treasury and/or treasurytrust account funds.• Payroll has been exited by DES.

Wage Type Reporter157Use the Wage Type Reporter(PC00_M99_CWTR) toidentify transactionsautomatically recorded in theAgency State payrollRevolving Account 035 inGeneral Ledger (GL) 5199Other payables.• Agencies should generate this reporteach payroll. To receive currentresults DES must execute a payrollrun and have stored results during apayroll cycle.• The payroll cycle must be exited.

Wage Type Reporter (con’t)158• These are the roles that canrun this report:– Payroll Processor– Payroll Analyst– Payroll Inquirer– Payroll Supervisor• Department of EnterpriseServices has created statewidevariants to help agencieswith their reconciliations.– Use the procedureReport_Create and RetrieveVariants for steps to accessthe state-wide variants.

Wage Type Statement159Use the Wage Type Statement(S_AHR_61015611) fordisplaying lists of wage typeamounts based on the payrolldata for the individuals selected.The evaluation indicates thenumber and amount valuescurrently assigned to each wagetype.

Payroll Journal160Use the Payroll Journal(ZHR_RPTPYN33) to verify theearnings and deductions forindividual employees or groupsof employees in your agency.• Use the OLQR procedure PayrollJournal (ZHR_RPTPYN33) tounderstand the purpose of thisreport.– It is used for Payroll certification basedon the State of Washington Office ofFinancial Management StateAdministrative & Accounting Manual(SAAM) Chapter 25.20.30.http://www.ofm.wa.gov/policy/25.20.htm

Warrant / ACH Register and Summary161Use the Warrant/ACHRegister and Summary(ZHR_RPTPY635) todisplay both detail andsummary information forwarrants and ACH.• View the employee's warrant orACH number and pay amount.• Run after Payroll is exited.

Adjustments to Earnings Subject toEmployment SecurityUse the Adjustments to Earnings Subject to EmploymentSecurity (ZHR_RPTPY123) to display warrants cancelledoutside of the quarter they were originally issued.162• Cancellation of WarrantsIssued• Used to update quarterlyUnemployment Insurancedata. This reportsupplements the quarterlyinterface file EmploymentSecurity receives to makeany adjustments resultingfrom warrant cancellations.

Payroll Posting ReportUse the Payroll Posting Report(ZHR_RPTPY126) to display payrollfunding/accounting transactions foremployees payroll.• When the agency's payroll office hascompleted an Off-cycle reversal in whichemployee(s) warrants or EFT payments arecancelled because of errors ordiscrepancies.• Run after Payroll is exited.163– This report reads payroll posting data after it hasbeen processed including interfacing with theALAS (financial) program.– The employees will be identified on thePreemptive Compensation Data Check(ZHR_RPTPYN08)report as having a cancelledwarrant.ALASAutomated Liability Apportionment Solution program

Corrections and ReturnsUse the Corrections andReturns (ZHR_RPTPY151)report to display the prenotification(pre-note for directdeposits) corrections anderrors when an agency needsto correct on the employeerecord.164– Use this to display the pre-note (fordirect deposits) corrections andrejects the agency needs to correct onthe employee record.– Run this report on a daily, semiweeklyor other regular basis for anyNotifications of Changes (NOC) orReturns that may have come from theBank.– Run this report daily.

Employee Year to Date Payroll Register• Use the Employee Year To Date Register(ZHR_RPTPY646) to display a detailed report of employee YTDtotals. This report is run after every payroll cycle, off cycle andyearly for the accumulated amounts. Creates a snapshot at end ofeach calendar month (following 25th payroll).165

Employee Cost Distribution Report166• Used to identifyemployees within youragency who have aCost DistributionInfotype (0027).• Refer to the OLQR UserProcedure: CostDistribution- Employee• Access this report usingthe transaction code:ZHR_RPTFI0027166

HRMS Earning Statements167• When the payroll process is complete, earnings statementsare printed at the Department of Information Serviceswhere they are sorted by agency, work location and name.• Some agencies pick up the earning statements at DIS andare then responsible for distributing earning statements(based on defined agency procedures).

HRMS Earning Statements168• Can be viewed online with Employee Self Service forWashington State Employees https://wahrms.wa.gov/irj/portal

Earnings Statement – Side 1169• EmployerName andNumber• EmployeeAddress1/1/2009• Payroll Date• WorkLocation• Personnel• Payroll Area• Pay Period• AnniversaryData1,551.201,032.201,032.201,032.20• Total Net Pay• TotalDeductions• PaymentType

170Earnings Statement – Side 1 (con’t)• Leave taken and leavebalances• Vacation taken and vacationbalances• Important leave usagerestriction information

Earnings Statement – Side 2171• Earnings byType• Hours used• Rate• Amount• YTD calculations• Total Earnings

Earnings Statement – Side 2 (con’t)172AllowancesNoncashTaxableEarningsMandatoryDeductionAmountsVoluntaryDeductionsEmployerContributions

New! HRMS Data Definitions173The OLQR websiteleads you to a link(HRMS DataDefinitions Project)that providesagencies withstandard definitions ofHRMS fields namesand dropdown listoptions.Data Definitions Website address:http://www.DES.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/HRMSDataDefinitions.aspx173

ZAlert System Messages174• Messages are sent by the ISD Customer Support unit and willappear when logged into the system or when first logging in.– ZAlert messages will last up to 2 hours after beingdisplayed. When the message expires you will no longersee it.• Messages will vary and may contain information regardingpayroll pick-up or may direct you to the HRMS MessageCenter.

Question and Answer175QuestionsQuestionsAnswers

Summary176Throughout this course, you have learned to: Describe an overview of how employee informationis created and maintained in HRMS Identify new terms and concepts specific to payrollmaster data creation and maintenance Create and maintain employee’s payroll master data Describe the benefits process Assign recurring and single payments anddeductions View Reports Locate the OLQR

Training Evaluation• Please take a few minutes to complete the courseevaluation.177

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