HR/Payroll Annual Review - SCOE

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Sonoma County Office of Education HR/Payroll Annual Review May 9, 2019

Checklist for Annual Review for New Fiscal Year Review Bargaining Units Review Calendars Review Salary Schedules Review Job Category/Class Review Positions

Checklist for Annual Review for New Fiscal Year Review Pay Cycles Review Deductions/Contributions Review Health & Welfare Benefits Review Addons

Checklist for Employee Management Annual Review for New Fiscal Year Employment Date Logic Employee Management Tab Start/End dates Employee’s Paycycle Setup Deferred Net Pay (DNP) Mid Year Start & Early Term Benefit Override

Checklist for Employee Management Annual Review for New Fiscal Year Benefit Tab Override Mass Change/Update Employee Detail New Deductions/Contributions Benefit Providers (New in 19.01 Release) Review Year and Roll Forward Leaves Capped Leaves (New in 19.01 Release)

Checklist for Compliance Review for New Fiscal Year Healthy Families Act (HFA) AB1522 Affordable Care Act (ACA)

Helpful Review Reports Reports Create Report Favorites Schedule Reports

Tips and Tools Paycheck Sort Paycheck/ACH Advice Message Escape Online Resources SCOE Online Resources Upcoming Escape Webinar Upcoming SCOE Open Labs

Bargaining Unit Set Up Prorate Option Anniversary Options Required Deductions and/Contributions

Bargaining Unit Set Up ACA Changes to MEC Provider; Offer of Coverage

Calendar Set Up Contract Days must be in balance with Paid Days and Holidays Confirm Unpaid Days are accurate

Calendar Set Up Copy Opt field in Contract Days Balance Detail Update Copy Opt field as applicable. 0 Holiday will keep the same month and day in the next calendar year. 1 Holiday will move to the next closest same day of the week in the same month for the next calendar year.

Calendar Set Up Leave Grant Months The leave months must be set to “Yes” to Grant Leaves when the Leave Balance Profile is setup with “Leave Months in Position Calendar”. The Total Leave Months should equate to the number of days allocated for sick leave.

Calendar Set Up Use Snapshot to Review

Salary Schedules Set Up Review Column/Row Movement Attach Longevity to Salary Schedule as an Extra Pay Addon

Salary Schedules Set Up Use Description Field to mimic published Salary Schedule

Salary Schedules Set Up Use Snapshot to Review

Job Category/Class Set Up Bargaining Unit Calendar Leave Group Salary Schedule State Job Class and Non-Classroom Codes for CalPADS reporting

Position Set Up Create Position List

Position Set Up Account Code(s) Assignment(s)

Position Set Up Detail Tab – Change Authorized FTE

Pay Cycle Set Up Rolled from Previous Year Review if still valid Send ticket to helpdesk@scoe.org for any changes

Pay Cycle Set Up Pay Prds - The number of pay dates that checks will be cut Earnings Prds – The periods that employees’ actually work and earn Advance Prds – The number of advance periods, which are periods where there is pay, but no earnings. Arrears Prds – The number of arrears periods, which are periods where employees are paid after they have

Pay Cycle Set Up Adjust Benefits Standard Calculations (Default) 12/Pay Cycle Base Deductions including arrears/advance 1/11 of Benefit Deduction Base deduction on monthly earnings period 1/12 of Benefit Deduction

Deduction/Contribution Set Up Access depends on User Permission Level If changes to Pay Cycles – update Active Months Send ticket to helpdesk@scoe.org for FY20 dues updates if needed

Deduction/Contribution Set Up Review Deduction Rates Send ticket to helpdesk@scoe.org for FY20 dues updates if needed

Health & Welfare Benefit Set Up Benefit Group – Make sure employees who qualify for benefits and opt out are linked to the OPT Benefit Group. This will save time during the ACA review.

Health & Welfare Benefit Set Up - Levels Benefit Provider Rates Update the Employee portion in the EE Amount, update the Employer portion in the ER Amount Use monthly amount for 12 pay periods, system will prorate based on setup

Health & Welfare Benefit Set Up – Hard CAP Benefit CAP Tab in Bargaining Unit When using the HARD CAP method, the EE AMT does not need to be entered in the Benefit Provider Levels.

Add On Set Up Districts are require this year to schedule an Addon Review. If District has not yet scheduled an appointment, talk to CBO Retirement rules can be different for Pre 2013 and PEPRA STRS and PERS members Always test addon and review payroll snapshots to make sure it is calculating as expected

Employee Management – Employment Date Logic Anniversary Base Date Hire Date Seniority Date Longevity Date

Employee Management Tab Start & End Dates

Employee Management Paycycle Deferred Net Pay (DNP)

Employee Management Mid Year Start/Early Term Benefit Override

Employee Management Mid Year Start/Early Term Benefit Override Choice selected will set the Annual Benefit Flag for entire fiscal year. Will need to be updated for following fiscal year

Employee Management Benefit Tab Override Example – Employee is on RWL at .60 FTE, but benefits are based on 1.0 FTE so 100 is entered for ER Pay%

Employee Management Mass Changes Employee Detail Benefit Providers Addons Evaluations Deductions/Contributions Employee Attachments

Employee Management Mass Changes Example Change Benefit Providers – Add Life Insurance Create List in Employee Management

Employee Management Mass Changes Set Defaults

Employee Management Mass Changes Set Defaults

Employee Management Mass Changes Make Updates on Mass Change Detail Tab

Employee Management Mass Changes Post the Batch

Employee Management Review Leaves for Year End Run Leave Reports HR/Payroll – Reports – Leave Leave 40 – Approaching Maximum Accrual Leave 02 – Leave Transactions with Excess Leave Balances Leave 04 – Leave Liability by Account

Employee Management Review Leaves for Year End Post remaining leave requests Pay off balances as needed Watch retirement coding Review Leave Balance Profiles for changes prior to roll forward process for FY20 If you have to post leaves for prior year 2018-19 (after you have rolled forward) you will need to submit a help desk ticket to have them rolled back.

Employee Management Review Leaves for Roll Forward DISTRICT Requests Roll Forward Leaves Balances to FY20 send email to helpdesk@scoe.org SCOE IT will roll forward the ending balances to beginning balance DISTRICT Grants Leaves for July prior to Payroll deadline for the new year allocations July Regular Payroll cannot process until roll is completed. Allow time accordingly.

Employee Management Capped Leave Balances – 19.01 Release

Employee Management Capped Leave Balances Requires Setup by District HR/Payroll – Setup – Leave – Balance Profiles

Compliance Healthy Families Act (HFA) AB1522 Requires District to provide Sick Leave to Employees who work in California for 30 or more days within a year Go to Activity Tree – SCOE Resources – Forms – IT Checklist and Cheat Sheets o AB1522 HFA Sick Leave Setup in Escape o AB1522 HFA Sick Leave Grant in Escape

Compliance Healthy Families Act (HFA) AB1522 District determines if using the Accrual or Upfront Method Run Reports Monthly and Grant Leaves Go to HR/Payroll – Reports – Leave Leave 15 – Healthy Families Leave Earned – Accrual Leave 16 – Healthy Families Leave Earned – Up Front

Compliance Healthy Families Act (HFA) AB1522 Assign HFA Leave Group HR/Payroll – Employment – Employee Management – Leave Tab If employee with HFA Leave group becomes an employee with an Assignment, OVERRIDE the Leave Group

Compliance Healthy Families Act (HFA) AB1522

Compliance Affordable Care Act (ACA) Comprehensive health care reform law enacted in March 2010. Employers with 50 or more full-time equivalent employees must offer health insurance that is affordable and provides minimum value to 95% of their fulltime employees.

Compliance Affordable Care Act (ACA) Determine eligibility for benefits o Use Pay60 – ACA Measurement Period Report o Schedule & Run Monthly

Helpful Review Reports HR/Payroll – Reports – Payroll Pay 31 – W2 Errors o Run Monthly for current Calendar Year o Review and Correct Errors

Helpful Review Reports HR/Payroll – Reports – Payroll Pay 32 – Unpaid Summer Bucket o Run now prior to DNP Payouts in June o Verify that any balances for terminated employees have been paid out o Run after June DNP Payouts o Review for any remaining balances

Helpful Review Reports HR/Payroll – Reports – Payroll Pay 22 – Payroll Errors by Pay Date o Run for 2019-2020 o Review and Correct Labor Errors o Review and Correct Account Code Errors

Helpful Review Reports Use the Report Sample Quick Link to review criteria and see an example of the data in the report

Schedule Reports HR/Payroll – Reports Create Favorite and Schedule Notification

Optional Set-Up HR/Payroll – Setup – Payroll Pay Dates Paycheck Sort

Optional Set-Up HR/Payroll – Payroll – Payroll Status Paycheck ACH Advice Message

Tips & Tools Online Resources Escape Resources Tools Documentation and Tutorials

Tips & Tools SCOE Resources Fiscal Services Forms Financial Reporting External Payroll Accounts Payable IT Request Forms IT Checklists and Cheat Sheets

Upcoming Escape Webinar Go to Activity Tree – Online Resources – Webinar Signup NEW Add-On Basics Thursday, May 30, 2019 9:00am-11:30am Review Addons Substitutes Vacation Pay (Onetime & Ongoing) Stipends Longevity Docking Addon Overrides Employee Setup Adjust Pay Searching Reports Addon Audit (PayDtl01) Addon Earnings (Pay36) Addon Report (Pay33)

Further Assistance from SCOE IT Open Lab Madrone Computer Lab Friday, May 10th, 1:00pm-4:00pm Friday, June 21st, 1:00pm-4:00pm Send a ticket to helpdesk@scoe.org

HR/Payroll - Reports - Leave Leave 40 - Approaching Maximum Accrual Leave 02 - Leave Transactions with Excess Leave Balances Leave 04 - Leave Liability by Account. Employee Management Review Leaves for Year End Post remaining leave requests Pay off balances as needed

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