PAYROLL BEST PRACTICES I

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PAYROLL BEST PRACTICES I II

• KASBO/SASBO CONFERENCE
• APRIL 25, 2006

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AGENDA

• Payroll Time Saving Issues
• Time and Attendance using MUNIS
• Federally Funded Reimbursements
• SBAC Enhancement
• KRS Reporting of New Hires
• Health Insurance Issues
• Converting From Bi-Weekly to Semi-Monthly Payrolls

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PAYROLL TIME SAVERS

• Employee Inquiry
• Personnel Processing
• Personnel Reports
• Using MUNIS HELP (?)
• Using MUNIS Wizard

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Employee Inquiry Usage

• Click Missing Deduct to find employ w/out FED Tax
  (for example)

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Employee Inquiry
Enter Ded Type that you are checking and click ok.
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EMPLOYEE INQUIRY
Employee Does not Have Federal Tax
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USING MUNIS for REPORTING
Use Options for Selecting to Provide Employees to
Rpt
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USING MUNIS for REPORTING

• Right Click to Display Options

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EMPLOYEE INQUIRY
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INQUIRY SCREEN w/PAYROLL INFO
Click ? On Right Side of MUNIS for Document
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Employee Inquiry
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Employee Inquiry
From Inquiry Screen, Right Click in a field and
choose Attach. When you select the Add Icon you
are allowed To Choose a Doc from your System
outside MUNIS.
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Employee Inquiry
Click the doc That you Want Attached
Click the doc you want and
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SALARY NOTICES USING WORD

• Find Employees
• That Need Salary
• Notice

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SALARY NOTICES

• Pulls
• PAY
• INFO
• TO
• EXCEL

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SALARY NOTICES
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YEAR END PROJECT UPDATES
Click Project Update
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PROJECT UPDATES
Define Projects to Update And Output Post
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PROJECT UPDATE ERROR
IF THERE IS NO GL MASTER UPDATED, PROJECT WILL
NOT UPDATE and USER IS WARNED.
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PROJECT UPDATE
RECORDS ARE UPDATED
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TRAVERSING THROUGH PAYROLL
Click Detail
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EMPLOYEE DETAIL
Select Employee Detail History
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EMPLOYEE DETAIL
Click the Wizard Icon
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QUERY WIZARD
NAME IT, WRITE IT, SAVE IT, and USE IT, WHENEVER
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MID-YEAR HIRES
Change Period Pay and Annual Pay, Exit, then Exit
from Job Pay And go Back to Job Pay to See the
Change. You no Longer Select Update at Job
Pay to Effect The Change.
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MID-YEAR HIRES
Change Only Shown After Exiting And Coming Back
In.
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TEMPORARY CHANGE TO ADD JOB PAY
BASE PAY MUST BE ENTERED TO ADD EMPLOYEE RECORDI
N JOB PAY.
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TIME AND ATTENDANCE
JON CONRAD TO DISCUSS
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FEDERALLY FUNDED REIMBURSE
CALC TO BE DONE MONTHLY.NO MORE MANUAL CALC
FOR FLEX, ADMIN,LIFE, or HEALTH REIMB. BASED
ON PAYROLL HISTORY.
NEW OPTION DURING REMITTANCE PROCESSING
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SBAC ENHANCEMENT
ADD EMAIL ADDRESS FOR THOSE THAT ARE REPORTED FOR
MEDICAID REIMBURSEMENT.
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KRS REPORTING OF NEW HIRES
REPORT NEW HIRES MONTHLY TO KRS. SEND TO KRS
WHEN SENDING MONTHLY DISC. SEND ON SEPARATE DISC.
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HEALTH INSURANCE

• Importing Practices
• Monthly Comparison Practices
• Flex Spending Entering Flex Spending Box
• Flex Spending - Amount Changing to 200 as of
  July 1, 2006 - How to handle if KDE doesnt send
  out the change.
• Employee Previously Terminated How to get rid
  of the error message.
• Import Files Containing Records solely for
  Terminated Employees

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FLEX SPENDING CHANGES
From Health Insurance Menu, Go to
Health Insurance Parameter File.
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EMPLOYEE PREVIOUSLY TERMINATED
Delete the Record From the Remittance File to
Eliminate The Error Message. NOTE ALWAYS The
Health Insurance Term Date Should be One Month
After the Employee Term Date (Flex)
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IMPORT FILES W/TERM RECORDS ONLY
Using Option 3 Will Change The Name Of the File
so That It DOES NOT Continue To Show Needing to
be Imported
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SCHOOL FINANCE INSURANCE CONCERNS

• PINK SLIPPED EMPLOYEES INSURANCE COVERAGE ENDS
  7/31. Must refund August deductions collected
  for August.
• SUMMER TRANSFERS
• Employees on Workmans Comp that are not Paid
  During the Month must Receive Cobra Notice.
  State does not Pay.

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CONVERTING BI-WEEKLY to SEMI-MONTHLY

• Copy Salary Tables being used using a start date
  of June 1 for the year this is being
  accomplished. (Move through the whole table to
  complete the change.)
• Change the Pay Frequency to Semi-Monthly on each
  Table.
• Generate the new Salary Tables using the new
  semi-monthly tables and a start date of June 30.
• Delete the new semi-monthly salary tables that
  were copied in step 1.
• Apply mass step increases.
• Salary Table changes and mass step increases do
  not affect specialized Job Pay employees
  (employees who are not linked to a Salary Table)
  and employees without Job Pay records. Manually
  update the salaries of these employees on their
  Job Pay or Recurring Pay records.
• Change the Pay Frequency on each employees
  master file record.