TX User Group Conference

Intro to Employee Profile and

Payroll RecordsAnn Nollinger

PaC Profile (mostly for payroll staff) is located under the HR\PR menu path. Note the Red Letters; these designate that menu path

How HR and Finance modules interact

• PaC Profile (HR\PR)

PaC Profile is organized left to right. The browse displays employee records. Search using the fields with the first 5 of the last name followed by the first 3 of the first name. Entering a few characters will take you to the first occurrence.

• Note the icons along the top

Any time you see the tri-color symbol it will take you to the code tables for the area that you have navigated to.

• Icons

This icon will take you to the available reports for Profile. • Icons

This icon will take you to the available Quick Pick Reports. Those using ‘Report Builder’ are available to all. Those using Crystal Reports are only available if you have the license.

• Icons

This icon will allow you to set ranges on PaC Profile. Use these ranges to set individual preferences or to work with a particular employee group.

• Icons

This icon will use Excel to create charts based on the parameters you set. • Icons

To create a custom data mining report, use this icon. • Icons

To add notes or memos to a profile record, use the yellow sticky note. When a note/memo is added, the icon turns green.

• Icons

To add attachments to profile such as employment documents, click on the paper clip icon. When attachments are loaded it will turn green. Note that you must have the category set up.

• Icons

These icons affect the entire profile record. To add a new profile, click Add, To edit an existing profile, click Edit and to Delte an existing profile, click Delete. You will be prompted as you go along.

• Icons

Profile (Change) History shows you every change made to the profile and by whom.

• Icons

This icon will connect you to the online documentation available for the menu path you are in (HR\PR)

• Icons

You can also get to SkyDoc from the main screen by clicking on the triangle. In addition, you can go to skydoc.skyward.com, but you must have a Skyward login and password to get in. This will take you to Customer Access.

• SkyDoc

You can click on Help and go to PaCDocumentation if you understand the menu path you need to follow (see next slide).

• SkyDoc

You can click on Customer Access also. This will take you to the Web where you can click on the ‘?’ and choose SkyDoc – Skyward Documentation.

• SkyDoc

Moving to the Web for Employee Profile, we can see that there are more options than in PaC. Click on Web Human Resources and then click on the Employee tab. Note that you can use the drop-down next to home to change systems also.

• Web Profile Options

Moving to the Web for Employee Profile, we can see that there are more options than in PaC. Click on Web Human Resources and then click on the Employee tab. Click on Employee Profile. (Next slide)

• Web Profile Options

Click on Employee Profile. • Web Profile Options

For Codes, click ‘Setup’ and then click ‘Codes’. Note that this is the same code table as in PaC; it is just a different way to get there.

• Web Profile Options: Codes

For Reports, click on the Reports button under Employee. • Web Profile Options:

Reports

For Ranges, click on the Ranges button. • Web Profile Options: Ranges

For Data Mining, use the Data Mining button under ‘Reports’. • Web Profile Options: Data

Mining (Web)

To add notes, click ‘Notes’. Note that while in PaC the Note turns green, on the Web, it will display with an asterisk (*).

• Web Profile Options: Notes

To add attachments click the ‘Attach’ button. Note that while in PaC the icon turns green, on the Web, it will display with an asterisk (*).

• Web Profile Options: Attachments

There are only Add and Delete buttons on the Web. This is because each individual tab has it’s own ‘Edit’ button. You can delete a profile until the time when there is history attached. At that point it will not be deleteable.

• Web Profile Options: Add, Delete

Click on the History button to see the history of changes to profile for this employee record.

• Web Profile Options: Profile (Change) History

Click on the ? Button and choose Skyward Documentation to view the documentation available for the menu path you are in (WH\EP)

• Web Profile Options: SkyDoc

To customize your tabs click on ‘Customize Tabs’. • Web Profile Options:

Customizing Tabs

To eliminate a tab from your view (individually), uncheck the ‘Display Tab’ checkbox. To move a tab up in the order, click and hold on the crosshairs and then drag it to the position you desire. To sort ascending click ‘Sort A-Z’.

• Web Profile Options: CustomizingTabs

The i button (short for Information) allows you to see the Employee Access display that the employee sees. This is helpful when troubleshooting issues identified by the employee.

• Web Profile Options: The ibutton

The ACA area is available so that you can see what the ACA status of an employee and the hours worked. Each button holds information about the employee, their status, hours and dependents if self-insured.

• Web Profile Options: ACA Information

The Position tab holds the current assignment for the employee for Employee Management and Salary Negotiation. The Placement Tracker carries historical lanes and steps.

• Web Profile Options: Employee Management

The True Time tab has all Employee Setup Information, Workweek Schedules, Workweek Totals, Unapproved Timesheets and Historical Timesheet information.

• Web Profile Options: True Time Options

The Fast Track tab will display any Applications with a ‘Hired’ status for the employee.

• Web Profile Options: Fast Track

The Employee Letters tab will display annual contract letters that have been created from Employee Management.

• Web Profile Options: Employee Letters

The Online Forms tab will display any online forms that have been assigned. Note that these are not completed by the employee as of yet.

• Web Profile Options: Employee Letters

The Online Forms tab will display any online forms that have been assigned. Note that these are not completed by the employee as of yet. The Status is showing ‘Not Started’.

• Web Profile Options: Online Forms

UDF tables are the PaC version of Online Forms. If created in PaC, a one-time conversion can be done to change a UDS (User Defined Screen) to a Custom Form. If not converted, this is view only.

• Web Profile Options: UDF tables (view UDS screens)

This button holds Emergency Contact information for the employee. • Web Profile Options:

Emergency Contact Information

This button will display Task Manager. • Web Profile Options: Task Manager

If using Fixed Assets, you have the ability to assign them to a particular employee. Assets assigned would display here. This will not display if the Fixed Assets license isn’t enabled.

• Web Profile Options: Fixed Assets

You can view the org chart structure for an employee by clicking on ‘Org Chart’. • Web Profile Options:

Organizational Chart (Org Chart)

What is the pay record’s role in payroll? The pay record carries the pay code, the type of pay, the factor, amount and frequency.

What is the pay record’s role in payroll? The pay record carries the pay code, the type of pay, the factor, amount and frequency.

First the pay code. This is located in the code table. Menu path: WH\EP\PS\CO\PC. Note that the menu path is echoed on the top of your screen.

First the pay code. This is located in the code table. Menu path: WH\EP\PS\CO\PC. Note that the menu path is echoed on the top of your screen.

Rate type code = one that the factor changes with each pay.

Contract type, the factor never changes. This defines whether or not there will be a contract involved.

Now look at the pay record. In this example, we are looking at a rate type. Note that the factor when “resting” in profile is 0.00. Deduction and benefits are attached to this active, primary pay record.

In this example, we are looking at a contract type. Note that the factor when “resting” in profile is 1. Deduction and benefits are attached to this active, primary pay record. The contract record is the same every time and is mass selected into the payroll select.

The pay code is the connector for many areas of the software so it needs to be carefully chosen. The general rule is to keep it as generic as possible so that it can be reported easily. Examples are CONTR for Contract and HRLY for Hourly types.

This is an example of the connection between the pay record and contract. On the contracts tab you can see the pay code. This tells the software that anything paid with this code should be counted against the contract.

If I edit the contract, I can see detail regarding the terms. The contract carries the Contract to Date Payments, State Base Amount and Contract Balance. It will also take into account any dock pay if the dock pay code is associated and retro pay.

Payroll creates A/P invoices for all withholdings and benefit expenses if set to do so.

• A/P

Payroll Vendors are carried in the Vendor Master for use in payroll deductions and benefits.

• Payroll Vendors

Can reserve funds via Payroll Encumbrances. • Payroll Encumbrances

Substitute Tracking – Provides proper accounting for subs so that payroll can generate the Accounting Entries:

1. Select from Subbed For

2. Select from Substitute (pay record)

• Substitute Tracking

Insurance Tracking: Provides correct deduction and benefit value information to payroll for proper expensing of benefit.

• Insurance Tracking

Salary Negotiations: Allows for forecasting based upon known or projected changes that can then be brought into the Budgeting area.

• Salary Negotiations

End of presentation –

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