Setting Up Payment Management for Your Organization

Your initial setup contains many defaults and samples for you to use within your organization. Many of the options in the tables are already populated for you by the Sparkrock Client Services team based on your company requirements and preferences.

The set up options provide you with powerful tools for customizing the Payroll granule specifically for your organization. With the options available you can add, edit, and delete pay cycles, classes, pay control category codes, filing statuses, reporting authorities, tax forms, tax types, required fields, employee types, direct deposit layouts, rates, brackets, base amounts, activation codes, method step calluses, payroll control groups, calculation orders, pay grades, pay steps and pay structures. You can use the journal templates option to create additional time, payroll, and accrual journals.

For the most part, this is a one-time process to complete. Once you complete the set up steps for all the required tables and tasks you need for the payroll management of your payroll team and employees, you’ll just need to add or define options/items on an as-needed basis.

The majority of your payroll tasks will then take place in the Payroll Controls, Employee, and Journal modules. The information you define in the setup tables is automatically populated and pulled into the appropriate areas.

Configuring the Payroll Setup Table

The Payroll Setup table contains a number of fields and tabs for defining how/where data is stored that will be used for payroll calculations and by other parts of the application.

To configure the Payroll Setup table:

1. Open Microsoft Dynamics NAV.
2. In the Search field, type Payroll Setup and select the page from the drop-down list.
   The Payroll Setup page displays.
3. In the fields provided, select from the drop-down menus.
   When you complete the information you require for the General FastTab, continue to click through the remaining tabs to enter the applicable codes and information for the fields within these tabs. Use the following tables for assistance in completing the remaining tabs:

Payroll Setup General FastTab

 Payroll Setup Numbering FastTab

 Payroll Setup License FastTab

Payroll Setup Regulatory Reporting FastTab

Defining Payroll Journal Templates

The Payroll Journal template holds default values for the Payroll Journal and some processing information. You can use the journal templates option to create additional time, payroll, and accrual journals.

When payroll is run, the results are stored in the Payroll Journal. It is a temporary work space, allowing you to edit entries before finalizing payroll. The Payroll Journal is made up of one or more batches, each being a separate workspace. Typically, payroll clerks each have their own batch.

Once you create your required payroll journal templates, you can generate payroll runs using these templates. The payroll batches that you use are accessed and applied from within the Payroll Journal page when you generate a payroll run.

NOTE: If you have only one template, the Journal Template page does not display when opening the Payroll Journal. Instead, the default journal batch displays. This applies to the Time and Payroll Journals, but not Accrual Journals.

To create a payroll journal template:

1. In the Search field, type Payroll Journal Templates and select the page from the drop-down list.
   The Payroll Journal Templates page opens.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the columns within the Payroll Journal Templates page:
   NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Creating Payroll Journal Batches

A batch job is a routine that processes data in groups, for example you may set up ‘Admin Staff’ and ‘Support Staff’ batch jobs. These batch jobs perform payroll calculation.

A batch job is similar to a report, except the batch job uses the result of its processing to update information directly, instead of capturing/printing the results. You can create multiple journal batches to then attach to specific journal templates. This is helpful for separating journal entries.

For example, you may create a batch for each payroll administrator that is inputting payroll information (each individual may take care of a certain group of employees) or, for different employee-group combinations (Admin Staff and Support Staff).

To create a payroll journal batch:

1. In the Search field, type Payroll Journal Templates and select the page from the drop-down list.
   The Payroll Journal Templates page opens.
2. From the Ribbon, click the Navigate tab.
3. Click Batches.
   The Payroll Journal Batches page displays.
4. From the Ribbon, click New.
5. Use the following table for assistance in completing the fields within the Payroll Journal Batches page:
   NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Defining Time Journal Templates

Time Journal templates are used to define the details for the behavior of the Payroll Journals that are created with each template. Time Journals can be used to record time and/or attendance data that will later be brought into the Payroll Journal for processing.

To create a time journal template:

1. In the Search field, type Time Journal Templates and select the page from the drop-down list.
   The Time Journal Templates page opens.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Time Journal Templates page:
   NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Creating Time Journal Batches

A batch job is a routine that processes data in groups, for example you may set up ‘Admin Staff’ and ‘Support Staff’ batch jobs. These batch jobs perform calculations based on the template for the ‘group’ defined within the batch.

A batch job is similar to a report, except the batch job uses the result of its processing to update information directly, instead of capturing/printing the results.

You can create time journal batches to then attach to specific payroll journal batches and templates, which is helpful for separating journal entries. For example, you can create a batch for different employee-group combinations (that is, salary vs. hourly) and then attach it to a payroll batch for calculation.

To create a time journal batch:

1. In the Search field, type Time Journal Templates and select the page from the drop-down list.
   The Time Journal Templates page opens.
2. Click the Navigate tab.
3. Click Batches.
   The Time Journal Batches page displays.
   
   
4. From the Ribbon, click New to create a new batch record.
5. Use the following table for assistance in completing the fields within the Payroll Journal Batches page:
   NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Performing General Set up Procedures

The general setup steps consist of options for tax and filing/reporting-related procedures. As well, defining options for payroll and employee classes and categories are also managed from the General Setup Options. The following sections provide the information you need to complete all the general setup procedures for defining/creating your particular payroll system.

Creating Pay Cycles

Depending on your organization’s requirements/regulations for paying employees, you can create a variety of pay cycles to meet the needs of the different payment requirements/setup for your employees.

Pay cycles have four different functions:

• The ability to determine how an employee gets paid (Weekly, Biweekly, Monthly, and so on) is set up on each employee’s card.
• The pay periods for the entire year are automatically created when you generate pay periods.
• The system automatically calculates the pay date.
• The pay period end date is stored when the payroll is posted so that pay period end reporting can be done.

To create a pay cycle:

1. In the Search field, type Pay Cycles and select the page from the drop-down list.
   The Pay Cycles page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Pay Cycles page.
   NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Assigning Pay Cycle Terms 

Once you set up a pay cycle, you can attach the specific terms to the cycle to determine how the pay cycle is run.

To assign the terms for a pay cycle:

1. In the Search field, type Pay Cycle and select the page from the drop-down list.
   The Pay Cycle page displays.
2. Click the Navigate tab.
3. From the Ribbon, click Terms.
   The Pay Cycle Terms page displays.
   
   
4. Use the following table for assistance in completing the fields within the Pay Cycle Terms page:

Generating Pay Periods

The number of pay periods for a pay cycle term are automatically calculated. You need to run this function to provide the periods generated.

To generate the number of pay periods:

1. Open the Pay Cycle Terms page.
2. From the Ribbon, click Generate Pay Periods.
   The Generate Pay Periods page displays.
   
   
3. Use the following table for assistance in completing the fields within the Pay Period Generator page:

4. Click OK.
   A confirmation dialog opens.
5. Click OK.
   NOTE: To view all the pay cycles periods and pay dates for the pay cycle terms, click Term and select Pay Cycle Periods.
6. Close the page  once you generate the pay periods for the pay cycle terms you added.

Defining Employee Classes

The Employee Classes table enables you to set up the employee categories you have within your organization to link similar employees together. The Class Code is then used as a filtering item when processing payroll.

For example, you may have the following employee classes:

• Hourly employees (no benefits)
• Salaried employees (w/ benefits)
• Contract employees (w/benefits)
• Contract employees (no benefits)

Once you set up the employee classes for all the employee types within your organization, they are available for you to assign to employees on their Employee Cards.

To define employee classes:

1. In the Search field, type Classes and select the page from the drop-down list.
   The Employee Classes page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Employee Classes page:

Defining the Pay Control Category Codes

Use the Pay Control Category table to set up category codes for pay control to link similar Payroll Controls together.

To add pay control categories:

1. In the Search field, type Pay Control Category Codes and select the page from the drop-down list.
   The Pay Control Category Codes page displays.
   
   
2. The following table provides an explanation and instructions for entering data for each of the fields in the Pay Control Category Codes page:

3. Close the page once all required codes are added.

Adding Applicable Filling Statuses

Use the Filing Statuses area to define additional filing statuses as required by a method step.

Your employees will differ from individual to individual in terms of filing status. You need to record the different filing statuses representing employees throughout your organization. After you add the applicable filing statuses representing employees within the organization, you can assign the appropriate filing status to the employees as required for payroll processing.

To add the filing statuses applicable to your organization:

1. In the Search field, type Filing Statues and select the page from the drop-down list.
   The Filing Statuses page opens.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Filing Statuses page:

Defining Reporting Authorities

In the Reporting Authorities table, you set up additional reporting authorities. Reporting authorities are entities by which most employer liabilities are tracked, and to which the employer owes the money. Your tax IDs are entered into the reporting authorities from the Employer Card. Also from the Employer Reporting Authorities page you can link reporting authorities to your vendors.

To define additional reporting authorities required for your organization:

1. In the Search field, type Reporting Authorities and select the page from the drop-down list. 
   The Payroll Reporting Authorities page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Payroll Reporting Authorities page:

Adding the Applicable Payroll Tax Forms

The Payroll Tax Forms table enables you to identify the standard tax forms that are linked to a Reporting Authority Code. For each tax form, you attach tax form classes. Tax form classes are assigned to payroll controls to define what amounts are printed on the Tax Forms.

To add the appropriate payroll tax forms required in your organization:

1. In the Search field, type Tax Forms and select the page from the drop-down list.
   The Payroll Tax Forms page opens.
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Payroll Tax Form page:

Defining Payroll Tax Types

Tax types are used to classify a Payroll Control beyond the Payroll Control type. The sub-classification of tax types is used in split Payroll Controls setups and other related calculations (CREDIT 4 OTHER AUTH) to identify Payroll Controls that are of the same type.

To add the payroll tax types required in your organization:

1. In the Search field, type Tax Types and select the page from the drop-down list.
   The Payroll Tax Types page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Payroll Tax Types page:

Determining the Required Fields

The Required Tables table enables you select the tables containing data that is required (from here you can also view the data within the table to see what specific fields require data and how it is pulled – either system or user required) for various payroll processing functions.

Use this function to select the table and fields that are required for the employee setup. Some items are System Required (they are required to calculate payroll or print government reports) and some are User Required.

For example, if you want every employee to have a job title, you add the Job Title field and the User Required field is automatically selected.

Click the Required Fields button to see the list of fields required for the specific table. To define the required tables for pulling data:

1. In the Search field, type Required Fields and select the page from the drop-down list.
   The Required Tables page opens.
   
   
2. From the Ribbon, click New.
3. Use the following table for reference/assistance in completing the fields within the Required Tables page:

Viewing the Required Fields in a Table

Once you select a table as a table containing data required for payroll processing, you can review the fields within the table to see what fields are required.

To view the required fields:

1. In the Required Fields page, select the table you want to view.
2. Click Required Fields.
   The Required Fields page for the table you selected opens. The fields within the table that are required are listed in this page.
3. A checkmark in the System Required or User Required column (for each of the required fields) indicates where the data is inputted. You can set this as well.

Defining the Employee Types

The Employee Types work in conjunction with the Required Fields. For each type of employee, you can specify whether they need the System and/or User Required fields.

To add employee types:

1. In the Search field, type Employee Types and select the object from the drop-down list.
   The Employee Types page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Employee Types page:

Creating Direct Deposit Layouts

Use the Direct Deposits Layout table to design a template for how direct deposit is transmitted to the bank for payment to employees.

To create a direct deposit layout:

1. In the Search field, type Direct Deposits Layout and select the page from the drop-down list.
   The Direct Deposits Layout page displays.
   
   
2. Use the following table for assistance in completing the fields within the Direct Deposits Layout page:

TIP: Once you create a direct deposit layout, you can copy this layout to create any additional layouts you require. This will save time and enable you to just modify the layout as required, rather than create a new layout for each direct deposit type your organization uses.

Defining the Sections for the Direct Deposit Layout

This is where you describe the sections of the file layout. More than one line for each section can be entered. The lines within each section are sorted by the sequence number.

To define the sections for the direct deposit layout:

1. In the Direct Deposit Layout page, click Layout  and then click Sections.
   The Direct Deposit Sections page opens.
   
   
2. Use the following table for assistance in completing the fields within the Direct Deposits Sections page:

Adding the Direct Deposit Lines Details

The Direct Deposit Lines page is where you describe each of the columns that make up the line in the Direct Deposit export file. You have options of choosing to use a literal value or selecting a field from one of the available tables. Additionally, there are several formatting options available from which you can select.

To add the line details:

1. In the Direct Deposit Lines page, click Section and then click Lines.
   The Direct Deposit Lines page opens.
   
   
2. Use the following table for assistance in completing the fields within the Direct Deposits Lines page:

Adding Race Options

The Race table is where you can add all the race/ethnic groups represented within your organization (or all races in general). This enables you to assign the appropriate race/ethnic group to employees for EEO Reporting.

To add race options for assigning to employees:

1. In the Search field, type Race and select the page from the drop-down list.
   The Race page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the columns within the Race page:

Performing the Setup Procedures for Payroll Calculations

The Calculation options enable you to determine how payroll and payroll-related data is used and calculated. Based on your organization, government institutions and regulations, and the benefit provider used by your company, you can define the applicable rates, amounts, structures, and controls to automate payroll calculations.

Once the necessary options for performing calculations to determine compensation, deductions, etc. are defined, they are then applied to employees (based on their positions, and so on) on the Employee Card for each individual.

Defining Payroll Rates

Payroll rates are applied to an employee based on the required deductions, optional deductions, benefit selections, etc. to which they employee is eligible or opts into. The payroll rates applied to an employee determine what deductions (for benefits, RSP, and so on) or compensation the employee receives.

To apply rates to perform the required calculations, you need to set up all possible payroll rate scenarios used within your organization and required by law to ensure all the necessary payroll variables exist across the different employees and employee types. The required governmental rates are provided by the appropriate institutions.

To define the payroll rates used by your organization:

1. In the Search field, type Rates and select the page from the drop-down list.
   The Payroll Rates page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Payroll Rates page:

NOTEs:

• You can view all the employees assigned to a specific payroll rate. Select a payroll rate and click Rates, then select Employees. The employee list for that payroll rate opens.
• Some tables are not available in all sections. This is due to the processing and availability of the correct information in each table. The table below shows which tables are available in which sections.

Creating Tax Brackets

Brackets are lookup tables that contain information such as income tax withholding rates, health insurance deduction rates, and other information that is based on some status of the employee. Method steps that require bracket information use the codes to link to the bracket information required. When a method step is selected that requires a bracket code, the bracket code field is populated with the required bracket type and the lookup for the bracket code only displays the brackets that exist for that bracket type (that is, only brackets that work with the method step are displayed).

To define the bracket codes required by your organization:

1. In the Search field, type Brackets and select the page from the drop-down list.
   The Brackets page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Brackets page:

Setting up Base Amounts

Base amounts are used to determine the threshold (for example, a base amount could be the number of hours worked) by which the different rates (deductibles and benefits/compensation) are applied and calculated.

Method steps that require base amount information to perform calculations use the filter information from the code entered in the applicable field.

To set up base amounts:

1. In the Search field, type Base Amounts and select the page from the drop-down list.
   The Base Amounts page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Base Amounts page:

Creating Activation Codes and Calculations

Some calculations for benefits, credits, and deductions are only activated for an employee after a specific timeframe of employment with the organization. For example, you can create a BEN code (for benefits) to indicate that the payroll components using this step only come into effect three months after the Employment Date displayed in the Employee card.

Depending on your particular organization, you may have a few or a large number of activation dates. For calculations that are timeline-specific, you can define all the appropriate activation timeframes you need and then trigger them to apply to payroll controls, rates, or brackets.

To create the appropriate timeframes:

1. In the Search field, type Activations and select the page from the drop-down list.
   The Activations page displays.
   
   
2. Use the following table for assistance in completing the fields within the Activations page:

Adding Method Step Classes

Method Step classes are a means of identifying the type of method step, such as base amount or simple math. Most method steps are imported into the system at the time of setup.

To add method step classes:

1. In the Search field, type Method Step Classes and select the page from the drop-down list. 
   The Method Step Classes page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for reference/assistance in completing the fields within the Method Step Classes page:

Adding the Required Method Steps for Payroll Calculation

You can create a list of method steps enabling you to insert all the calculation formulas (steps) that need to be applied and performed for a payroll calculation.

The Method Steps table is where you define the individual steps in a payroll calculation. Payroll calculations are a series of method steps attached to a calculated payroll control. Each method step record has a payroll calculation function attached to it and executing this method step consists of calling that payroll calculation function.

Additionally, the tax bracket type is attached so the payroll calculation function can retrieve the appropriate data from the tax brackets table, if the payroll calculation function requires bracket information.

To create the appropriate method steps:

1. In the Search field, type Method Step List and select the page from the drop-down list.
   The Method Step List page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Method Step List page:

Defining Payroll Control Groups

When you define a payroll control group, Individual payroll controls are grouped together to manage specific tasks/activities. You can add all the necessary individual controls to larger groups to maintain (capture) the controls required for the calculations of a specific control group. This saves you time when attaching payroll controls to employees.

You have the ability to defining an unlimited number of groups that consist of specific payroll controls. This enables the payroll controls to get attached to an employee as a group rather than one at a time.

For example, you can define a payroll control group for benefits (many different benefit groups can be defined) in which all the payroll controls required for a specific benefit type are automatically applied whenever this payroll control group is initiated.

To define payroll control groups:

1. In the Search field, type Payroll Control Groups and select the page from the drop-down list. 
   The Payroll Control Groups page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Payroll Control Groups page:

Adding Payroll Controls

To add the payroll controls associated with the Payroll Control group:

1. Click the Navigate tab.
2. Click Payroll Controls.
   The Payroll Control Group Controls page displays.
   
   
3. In the Pay Control Code column, select the control you want to add to the group from the drop-down list.
4. Repeat steps 2 and 3 to add as many payroll controls as required.
   Note: You can use the Copy feature to create payroll control groups from existing groups. This can save you a lot of time if your payroll control groups are similar and contain a number of controls. Once you copy an existing payroll control group, you can remove or add different controls as needed to define the new payroll control group. See Copying Payroll Controls from Existing Payroll Control Groups.

Copying Payroll Controls from Existing Payroll Control Groups

1. In the Payroll Control Group Controls list, click the Actions tab and then click Copy.
   The Copy Payroll Control Group Controls page opens.
   
   
2. In the Copy from which Payroll Control Group field, select the group from which you want to copy all the payroll controls from the drop-down list and then click OK.
   NOTE: If you have already defined some payroll controls for this group, but you want to replace them with the copies group, click to add a check mark to the Replace Existing Records check box.
3. Click OK.
   The Payroll Control Group Controls list re-opens populated with the controls copied from the existing group.

Defining Calculation Orders

The Calculation Orders page is where you specify the order in which payroll controls get calculated. The Master order is the order generally used for a regular payroll.

You can also add other orders for running specialized pays, such as bonus pays or retro pays. In this case, you like need less payroll controls to be calculated and they may require to be calculated in a different order.

To set calculation orders:

1. In the Search field, type Calculation Orders and select the page from the drop-down list.
   The Calculation Orders page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Calculation Orders page:

Understanding Pay Structures

The Pay Structures table enables you to specify a pay rate or pay rate range for each unique combination of pay grade and step used within your organization. You can define as many pay scales as required.

Under each defined pay structure, you can set an unlimited number of grid header records. This enables your organization to retain the history of the grid and grid detail lines over time, as well as maintain a history of the rates at a particular given point in time and also can support retroactive calculations, if required.

Each payment structure contains a combination of pay grades and pay steps. You need to set up your pay grades and steps first and then you can create your payment structures and assign specific pay grids (combination of pay grades and steps) to each payment structure.

NOTE: Depending on your organization’s policies, pay grades, pay steps, and pay structures may be set up by your Human Resources department. If so, you can skip these sections.

Setting up Pay Grades

The details of the pay grades are already defined based on the requirements pre-supplied to the Sparkrock Client Services team by your organization. All that is required is that you add the pay grades applicable to the required positions within your organization. For each position, you need to assign the number of pay grades it contains.

Setting the pay grades associated with each position facilitates the employment process and payroll set up because it enables your organization to determine a fixed framework of salary ranges and/or hourly payment ranges. When creating a position using the Position Card, you then assign an appropriate pay grade to the position. The appropriate pay framework for a general position and specific job is then automatically assigned.

To set up pay grades:

1. In the Search field, type Pay Grades and select the page from the drop-down list.
   The Pay Grades page displays.
   
   
2. From the Ribbon, click New.
3. Enter a code for the pay grade (for example, GR1, GR2, and so on).
4. In the Name column, provide an explanation for the pay grade.
5. Repeat this procedure to add all the required pay grades.
6. When you finish, close the page.

Adding Pay Steps

As with pay grade setup, the specific amounts of the pay steps are already defined based on the requirements pre-supplied by your organization. All that is required is that you add the pay steps applicable to the required pay grades. For each pay grade, you need to assign the number of pay steps it contains. When creating a position using the Position Card, you then assign an appropriate pay step to the pay grade for the position. The appropriate pay framework for a general position and specific job is then automatically assigned.

To add up pay steps:

1. In the Search field, type Pay Steps and select the page from the drop-down list.
   The Pay Steps card displays.
   
   
2. From the Ribbon, click New.
3. Enter a code for the pay step (for example, ST1, ST2, and so on).
4. In the Name column, provide an explanation for the pay step.
5. Repeat this procedure to add all the required pay steps.
6. When you finish, close the page.

Defining Pay Structures

There are two types of pay structures, which are based upon the type of grid: fixed and band. A fixed pay structure grid is where you specify a single pay amount for each combination of grade and step. There is a single pay rate associated with a specific grade/step combination and the employee may be paid that exact amount or they may be under or over that exact amount.

A band pay structure grid is where you specify a lower and upper limit for each combination of grade and step.

Before Human Resources can assign a specific pay structure to an HR job and position, the pay structures for your organization need to be defined. Once defined, you can easily manage pay grades for hourly, salaried, contract, and so on jobs. Providing the appropriate parameters associated with a pay structure enables your Human Resources department to attach the pay structure to the HR Position, which are then attached to each applicable employee to initiate automatic calculation of earnings, and so on.

To create a pay structure:

1. In the Search field, type Pay Structures and select the page from the drop-down list.
   The Pay Structures page displays.
   
   
2. From the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Pay Structures page:

4. Repeat these steps to create any additional pay structures required.
   Note: To save time, you can copy a pay structure and revise where needed. Click Functions, and select Copy Structure.
5. When you finish defining your required pay structures, close the page.
6. From the Setup folder, select Calculation > Pay Structures.

Understanding Adjustment Factors for Pay Structures

The adjustment factors are used to calculate the Pay Period, Monthly, and Annual amounts that are displayed on the HR Request Payroll sections. Set up examples follow below.

For example, if your pay periods are semi monthly, and your pay structures are defined as annual amounts, the Pay Period Adjmt Factor will be 0.41667 (1/24). If you pay periods are monthly and your pay structures are monthly amounts the pay period adjustment factor will be 1.

Copying Pay Structures

You can copy existing pay structures to save time and make pay structure creation more efficient.

To copy a pay structure:

1. In the Pay Structures card, click the Actions tab.
2. Click Copy Structure.
   The Copy Pay Structure page displays with the Source Pay Struct. Code field automatically populated with the name of the copied pay structure.
   
   
3. Use the following table for assistance in completing the fields within the Copy Pay Structures page:

5. Click OK. The new pay structure is added to the Pay Structure page.
6. Make any changes to the newly added structure as required.

Setting up the Grid Headers

Under each defined pay structure, your organization is able to define an unlimited number of grid header records. This allows you to retain the history of the grid and grid detail lines over time.

To set up grid headers:

1. In the Pay Structures page, click the Navigate tab and then click Grids.
   The Pay Structures Grid Headers page displays.
   
2. In the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Pay Structures Grid Headers page:

Maintaining Grid Details

You can view the grid details for a selected grid header.

1. In the Pay Structures Grid Headers page, click the Navigate tab and then click Details.
   The Grid Header Details page opens.
   
   
2. In the Ribbon, click New.
3. Use the following table for assistance in completing the fields within the Grid Header Details page:

4. Click OK.

Copying Grid Headers

You can copy existing grid header structures to save time and make grid header creation more efficient.

To copy a pay structure:

1. In the Pay Structure Grid Headers page, click the Actions menu and then click Copy Header.
   The Copy Pay Structure Header page opens with the Source Effective Date field automatically populated with the date the copied pay structure became effective.
   
   
2. In the New Effective field, enter the date for the new pay structure to take effect.
3. Click OK. The new pay structure is added to the Pay Structure Grid Headers page.

Activating/Deactivating a Grid Header

1. In the Pay Structure Grid Headers page, click the Actions tab.
2. Click one of following:

• Activate Header
• Deactivate Header

Setting up Direct Deposits

Using direct deposit, you can send your employees their pay directly to the bank accounts of their choice. If an employee wants, you can also provide a combination of partial payment by direct deposit and partial payment by check.

Direct deposit processing occurs just after you print paychecks and before you post the payroll. An export file is created based on the format you set up. This file is then transmitted to your bank, and the bank handles the rest of the transaction.

Linking to the Organization’s Bank

You must set up the direct deposit links with your organization’s bank before you can start paying your employees through direct deposit. The bank will provide the transmission program, which a Sparkrock consultant will install or assist your administrator with the installation.

The following sections provide the steps for setting up your organization to use direct deposit for paying your employees.

Setting up the Employer Bank Account

Once you make arrangements with the bank, the first step is to set up the bank account to use direct deposit. You do this from the Bank Account page in the Financial Management granule.

To set up a direct deposit link with employer’s bank:

1. In the Search field, type Bank Accounts and select the page from the drop-down list.
   The Bank Accounts page opens.
   
   
2. Double-click WWB-OPERATING.
3. Click the Posting tab.
   NOTE: If your organization has a combination of printed paychecks and electronic payments, you may want to set up the direct deposit remittances to print differently (on different paper) from actual paychecks. If so, you need to enter an alternate numbering series for direct deposits remittance slips to ensure you can easily identify them from paychecks.
4. In the Last Remittance Advice field, enter a numbering series for the direct deposit slips. For example, RA00001 is a possible entry for this field.
5. Click the Transfer tab.
   The Transfer tab displays.
6. Use the following table to complete the fields in the Transfer tab:

8. Once you provide the direct deposit transmission information, close the Bank Accounts page.