Managing Employee Payroll

The Human Resources Management granule is linked to payroll functions by the Resource No. on the Payroll tab. When you update certain basic information about an employee (such as name, address, social insurance number, employment date, and so on) in the Employee Card, an automatic update is performed to the employee information across the entire system.

Employees should be created from the HR Requests and not directly from the Employee Card. However, the Employee Card should be used for updating an existing employee record. The employee record is created through the On-Boarding process and includes the employee data entered in the HR Request form for adding a new employee and a number of supporting tables generated from the default values per HR Position information. Payroll personnel need to ensure all the data elements required to process payroll are in place. A system of pre-defined tasks and workflow ensures that payroll personnel have the record and tasks to be performed in the appropriate Inbox. Once the required tasks are performed, the payroll user can set the record to ‘next step’ passing the workflow to the next person responsible for the employee setup.

Providing Employee Payroll Information

The Payroll tab contains information required to create and generate a payroll process for the employee. Use this tab to record the full payment arrangement details for the employee.

To configure the Payroll tab:

1. In the Search field, type Employees and select the page from the drop-down list.
   The Employees page displays.
2. Double-click the employee name whose payroll details you want to access.
   The Employee Card for the selected employee displays.
3. Expand the Payroll FastTab.
   
   
4. Use the following table for information on how to complete the Payroll FastTab:

Working with the Rates and Controls Assigned to an Employee

The Payroll button contains options enabling you to set employee pay rates, employee payroll controls, and tax information to the Employee Card. You can also look up employee statistics and payroll entries. The following provides a description of some of the options available from the Payroll button.

Reviewing the Payroll Controls Assigned to an Employee

The payroll controls assigned to an employee are stored in the Employee Payroll Control Card. You can review the controls (and the specific details for a control) to confirm the correct controls are assigned to the employee.

To review payroll controls assigned to an employee:

1. In the Employee Card, click the Navigate tab.
2. Click Payroll and then click Pay Controls.
   The Employee Payroll Controls page opens.
   
   
3. The following table provides an explanation for the fields in the Employee Payroll Controls page:

Updating the Payroll Controls Using the Attach Control Group Function

To update payroll controls using the Attach Control Group function:

1. From the Employee Card, find the employee for which you need up revise the payroll controls.
2. Click Payroll and select Pay Controls.
   The Employee Payroll Controls page opens.
3. Delete all of the existing payroll controls.
4. Click the Actions tab and then click Attach Control Group.
   The Attach Ctrl. Grp. To Emp. page opens.

5. In the HR Position Ledger Entry No. field, enter the ledger entry number to apply to the employee.
6. Click OK.

Updating Payroll Controls Using an HR Request

To update payroll controls by submitting an HR request:

1. Create an HR request with a reason code that has a Process Type (Leave, Details Change, and so on) that attaches Payroll Controls to the employee.
   For more information on creating an HR request, see Creating a New HR Requisition.
2. Process the request and review the entries.
   The records are automatically updated based on the HR request.

Updating Rates for an Individual Employee

The Employee Card provides you the option of updating the rates attached to a single employee.
To update rates for an employee:

1. Open the Employee Card for the employee whose rates you want to update.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and then click Rates.
   The Rates page opens.
   
   
4. Locate the payroll rate you want to update and change the following:

• If the rate is dependent upon a specific activation timeframe, in the Activation Code field, select the appropriate activation.
• In the Effective Date field, enter the date upon which the rate change comes into effect.
• In the Amount field, enter the new rate amount.

5. Click OK.

For details updating rates for groups or classes of employees, see Updating Rates for an Entire Employee Class.

Adding Pay Structures

Pay structures are attached to each applicable employee to initiate automatic calculation of earnings, and so on. When an employee’s position and/or position ranking changes, you must submit new pay structure information for the employee using an HR Request. 

However, you can review an employee’s current or reference an employee’s past pay structures (which are maintained) using the Pay Structures page.

To add a pay structure for an employee:

1. Open the Employee Card for the employee to whom you want to add a pay structure.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Pay Structures.
   The Pay Structures page opens listing the pay structures applied to the employee.
   
   
4. From the Ribbon, click New.
5. In the Pay Structure Code field, select a pay structure from the drop-down list.
6. Use the following table to enter information in the fields within the Employee Pay Structures page.
   NOTE: Alternatively, if you need to make changes to an existing pay structure rather than add a new one, make changes to the existing record using the following table as well.

Making Changes to an Employee’s Tax Authority Information

If an employee has additional deductions/withholdings or any other special tax circumstances, this information can be added or changed for an employee using the Tax Authority Information page.

To make changes to an employee’s tax authority information:

1. Open the Employee Card for the employee that you want to change tax authority information.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Tax Auth. Info.
   The Employee Tax Auth. Info page opens listing the tax authorities applied to the employee.
   
4. From the Ribbon, click New.
5. Use the following table to enter information in the fields within the Employee Tax Auth. Info page.
   Note: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.     

Updating an Employee’s Other Authority List

Payroll Controls, such as medical insurance deductions and other controls that use filing statuses in their calculations, use the Other Auth. Info page to determine the filing status. The Employee Other Authorities page displays the benefit enrollment and allocations for the employee. You can add/modify the entitlements or deductions selected as required.

To update an employee’s other authorities list:

1. Open the Employee Card for the employee that you want to update.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Other Auth. Info.
   The Employee Other Auth. Info page opens listing the tax authorities applied to the employee.
   
   
4. From the Ribbon, click New to create a new record.
5. In the Other Authority Code field, select the reporting authority you want to add from the drop-down list.
6. Use the following table to enter information in the fields within the Employee Other Auth. Info page:
   NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Defining an Employee’s Pay Distribution

For each employee receiving direct deposit, you must record the banking details for depositing the payment funds. As well, many employees may select to distribute their pay to different accounts/account types. All this information is recorded for the employee using the Pay Distribution page. This information is then pulled during payroll processing to ensure the funds are deposited correctly.

If an employee makes changes to the banking institution used, etc., this information needs to be updated here. To define an employee’s pay distribution details:

1. Open the Employee Card for the employee whose pay distribution you want to update.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Pay Distribution.
   The Employee Pay Distribution page opens.
   
   
4. From the Ribbon, click New to create a new record.
5. Use the following table to enter information in the fields within the Employee Pay Distribution page:
   NOTE: Depending on your particular configuration, some columns may not be visible to you or may not be required for completion.

Viewing Employee Ledger Entries

The Ledger Entries function enables you to see the year to date earnings, deductions, contributions, payment parameters (pay cycle, and so on) posted by payroll for an employee. This information is based on the HR position, benefit enrollment, tax, and other authority information that is pre-defined for the employee.

To view the ledger entries for an employee:

1. Open the Employee Card for the employee whose ledger entries you want to view.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Ledger Entries.
   The Employee Ledger Entries page opens.
   
   
4. Scroll through the columns to view the information for each ledger entry.
5. To view a ledger entry in more detail, select the appropriate row, click the Actions tab and then click Navigate.
   From here you can view the entries in detail and you can also create a print out of the information.   

Viewing the Payroll Check Ledger

The Payroll Check Ledger enables you to see an entry for each of the checks that have been created for an employee. From this page, you can view the specific breakdown (deductions, contributions, and so on) for a payment as well.

To see the pay check details for an employee:

1. Open the Employee Card for the employee whose Payroll Check Ledger you want to view.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Payroll Check Ledger.
   The Payroll Check Ledger page opens.
   
   
4. Scroll through the columns to view the information for each pay check ledger entry.
5. To view the payment breakdown for a check in more detail, select the appropriate row, click the Actions tab, and then click Details.
   The Payroll Check Ledger Details page opens providing the details for the paycheck.

Viewing Earning and Expenses Statistics

You can view the payment statistics (from the current year) for an employee to see the total earning and expenses broken down by quarter, year to date, and most recent, and prior year to date.

There are two different views; The General view is in summary form and the Controls menu that has details. To view the pay statistics for an employee:

1. Open the Employee Card for the employee whose payment statistics you want to view.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Statistics.
   The Employee Statistics page opens displaying the earning and expense details for the employee.
   
   
4. Expand the Controls FastTab.
   The employee controls details display.

Viewing Records of Employment Generation for an Employee

You can view the previously generated Record of Employment (ROE) for an employee (for example, leave data or for contract personnel, termination data when a contract ends, and so on) to see the details (reason, dates, and so on) for the ROE.

To view the ROE history for an employee:

1. Open the Employee Card for the employee whose payment statistics you want to view.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Records of Employment.
   The Employee Record of Employment page opens displaying the details for the ROE.
   
   
4. For steps and details for generating Records of Employment for an individual, see Generating Records of Employment.

Setting Up Allocations for an Employee

If an employee’s costs are to be allocated across multiple dimension combinations relatively consistently each pay period, you can set up the allocation in the Employee Allocations page.  The allocations are applied based on how the Payroll Controls are configured and may apply across all positions, if the employee has multiple.

To set up allocations:

1. Open the Employee Card for the employee whose allocations you want to update.
2. In the Ribbon, click the Navigate tab.
3. Click Payroll and select Allocation.
   The Employee Allocations page opens.
   
   
4. Click the Payroll Control Code field select the appropriate code from the drop-down list.
5. Click the Payroll button and select Allocations.
6. Enter the appropriate dimension codes for the allocation.
7. Enter the dollar amount for the allocation.

NOTES:

• NAV treats the total of the amount in all the lines as 100% and considers the amount in each of the lines as a percentage of that total. If you are working with percentages, make sure the total adds up to 100%.
• The allocations are loaded into the Payroll Journal using the Load Employee Allocation function.

Validating an Employee

You can use the Validate command to perform a check to ensure the required information for the employee has been entered to the Employee Card. Once all the details for an employee are inputted within the Employee Card, the next step is to confirm the information and activate the employee record.

NOTES:

• The functionality is based on the employee type. The validation does not function unless you have an employee type specified on the Personal tab.
• If the employee is not valid, you are unable to process payroll for this employee until the error is corrected.

To validate an employee:

1. Open the Employees page.
2. Select the employee that you want to validate.
3. From the Ribbon, click Validate Employee.
   The Validate Employee page opens.
   
   
4. In the Options section, select the Effective Date for the validation to evaluate. (The default is the current date.)
5. Click OK.
   The Payroll Details section beside the Employee Card is updated with the payroll status.
6. In the Payroll Details section, click the Payroll Status Valid-Warnings link to view the details of any error or warning messages.
   The Errors and Warnings page opens.
   
   
7. Correct each of the warnings in the appropriate section of the employee setup and re-run the validation until all errors are cleared and warnings are resolved.

Reviewing an Employee’s Position, Dimension, Payroll, and Leave Details

The following provides a description for the information captured on the Assignment page. Many of these fields apply to payroll functions and calculations. 

To view an employee's position:

1. Open the Employee Card for the employee whose position you want to update.
2. From the Ribbon, click the Navigate tab and then click Assignment.
   The Assignment page displays.
   
   
3. Use the following tables to explain Assignment page fields:

Configuring Records of Employment

The issuing of Records of Employment (ROE) begins with the HR Request for the employee that has been terminated or for an employee whose HR Position has changed to inactive due to a leave (where issuing an ROE is required).

Termination and Inactivity are configured through the HR Reason code; however, the Cause of Inactivity table needs to be set to indicate if a reason code of inactivity is required to issue an ROE.

Configuring the Record of Employment Payroll Control

A payroll control that captures both, insurable hours and insurable earnings is required to capture the necessary information to be printed/exported in the record of employment.

This payroll control, typically named EI AUDIT, needs to capture insurable hours under the Payroll Amount field and insurable earnings under the Insurable Earnings field. See Creating Payroll Controls for details.

The Payroll control used in ROE generation needs to be configured in the Altus HR Setup page. To configure the ROE payroll control:

1. In the Search field, type HR Setup.
2. Select Altus HR Setup.
   The Altus HR Setup page  displays.
   
   
3. Expand the Record of Employment FastTab.
4. In the Ins. Earnings Pay Ctrl. Code field, select the EI AUDIT (or the ROE payroll control set up for your organization) payroll control from the drop-down list.
5. Click OK.
   The HR Setup page re-opens with the ROE payroll control assigned.
6. Close the HR Setup page.

Generating an ROE through an HR Request Using an HR Function

Records of Employment (ROE) can be created automatically by setting up an HR function to complete the process.

Setting Up an ROE HR Function

To set up a Record of Employment HR Function:

1. In the Search field, type HR Functions.
2. Select HR Functions.
   The HR Functions page displays.
3. In the next available row, insert a new entry for the ROE:
   1. In the Code column, enter a code for the HR Function.
   2. In the Description column, type a description for the HR Function.
   3. In the Function ID column, enter the Function ID 38.
4. Close the HR Functions page.

Assigning the ROE HR Function to the Appropriate Reason Codes

Once you create the Record of Employment HR Function, you need to then assign this HR function to the reason codes that require this particular function (for example, Leave and Termination reason codes).

To assign the Insert ROE HR function to a reason code:

1. In the Search field, type HR Reason.
2. Select HR Reason Codes.
   The HR Reason Codes page displays.
   
   
3. Select the reason code to which you are assigning the ROE HR function (for example, termination).
4. From the Ribbon, click the Navigate tab and then click HR Process Function.
   The HR Process Functions page displays.
   
   
5. Click the next available row.
   The HR Reason Code is automatically added.
6. In the HR Function Code column, Select the Insert ROE function from the drop-down list.

NOTEs:

• The ROE function must be added after the record that creates the entry used with the ROE (that is, the process where the Position Ledger Entry is created).
• Once the ROE entry is created using the HR request processing, the function Load Records of Employment from Position Ledger Entries is not required. If you run this function, and the HR function has already created an entry, you receive an error.