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12119
- 1. 1© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Top Ten Colleague HR/Payroll Action Line Questions and Solutions Vikki Ingram Ellucian, Inc. April 12, 2015 Session 12119
- 2. 2© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 1 What’s In Your Toolkit? 2 Affordable Care Act 3 HR WebAdvisor 4 Quarterly and Year-End Processing 5 Payroll Processing Agenda
- 3. 3© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 What’s In Your Toolkit?
- 4. 4© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Ellucian Hub. The Number One Tool. Access Ellucian Hub via https://ellucian.okta.com/
- 5. 5© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Ellucian Support Center and eCommunities • Knowledge Articles • Documentation • Ideas • Change Requests • Cases • Peer Support • Hot Topics • Release Announcements
- 6. 6© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 How to Follow a Knowledge Article
- 7. 7© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Affordable Care Act
- 8. 8© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Affordable Care Act – Where to Start? Knowledge Article 000032835 • Links to Educational Services Webinars • Links to Documentation • List of ACA-related software releases • List of ACA-related Knowledge Articles
- 9. 9© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 ACPA – Unable to Change First ACA Reporting Month/Year Knowledge Article 000032783 • Either MHBO has already been run or manual offers were entered in PHBO Solution • Delete all records in ACA.OFFER.INFO • Identify records using Health Benefit Offers Extract (HBOE) • Go to PHBO and delete the benefit offers
- 10. 10© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 ACME – ACA Measurement Extract – Part A KA000031166: ACME – Adding Missed Hours for ACA Reporting • Stipend hours on ACME come from time history (PR.TIME.HISTORY) • Hours must have been entered prior to payroll processing Solution • Use EPAJ to adjust the hours • Hours in a “lump sum” on day of EPAJ adjustment • Stipends in process • EPAJ, end current stipend and create new or • Add hours to stipend; will be processed for payrolls going forward
- 11. 11© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 ACME – ACA Measurement Extract – Part B KA000031629: FAOA Contact Hours and ACA Reporting • Contact hours for non-instructional assignments are not passed through CLPS and stored on the stipend record Possible Solutions 1. Recommended Best Practice - Create a calculation definition on ACDF (ACA Calculation Definition) using NICONTACT data source 2. Manually populate hours on PSTP after stipends created 3. Customize subroutines
- 12. 12© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 ACME – ACA Measurement Extract – Part C KA000031961: ACME – Why are there more positions than what is defined on ACDF? • I am getting more positions in my extract than what I’ve specified in ACDF. Solution • On AECD you define employees to include (who to invite to the party) • On ACDF you define calculation definition for positions • ACME pulls all employees in the category (AECD) • Employees may have more than one position; all positions included
- 13. 13© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 ACBD – ACA Benefit Details I cannot see the ACA Benefit Details (ACBD) when I detail from BEND. Why not?
- 14. 14© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Adding Non-Employees and their Benefits Knowledge Article 00032742 • We are self-insured and must provide a 1095 to all those with coverage, including trustees and board members. What do I need to do? Resolution • Define non-employee statuses in HR.STATUSES valcode table • Add individual via NEMP – Add Non-Employee/Volunteer • Use BNDS – Person’s Benefits/Deductions to enroll • If spouse and dependents, enter on PBEN – Person’s Dependents and Beneficiaries
- 15. 15© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 HR WebAdvisor
- 16. 16© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 How to Implement W-2s Online Knowledge Article 000032560 • Be sure software update for current year is installed • Employee must have access to WebAdvisor and to HR-WBEMEP menu (SOD record) • Set up Security Class for Online W-2s; include • W-2 Statements: WVW2 and WBPRS012 • W-2 Electronic Consent: W2EC and WBPRS017 • Employee will not see W-2 unless that have completed the Electronic Consent form online
- 17. 17© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Web Time Entry – Unable to Access Time Cards Knowledge Article 000027457 • Employee must have an EMPLOYES record • Employee’s position on POSD has a web time entry form designated • Employee has an active wage record on WAGS • TEAP has correct days • A supervisor is set on PPOS or POSD • No existing approved EMPTIME.DTL record for the pay period • Dates for payroll are entered on PCPD • If not using Resource Database, ‘Use Resource DB to Match Supervisors and Employees” set to ‘No’
- 18. 18© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Activate Online Pay Advices - Security Knowledge Article 000031227 • Create a DO ONLY HR Security class (SCD) • HR-WBEMEP, WBHRS020, WSPA, WBHRS017, WMPA, WBHRS019, WPAD • Add the new Security Class to the SOD Operator • You may need to bounce your listeners and/or run WAGC to see these changes • Assign the HR-WEBPR.ADMIN for access to View Pay Advices (For Administrators) (WVPA)
- 19. 19© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Activate Online Pay Advices – Other Items Knowledge Article 000030882 • Use PASP (Pay Advice Parameters) to designate which pay advices are available for viewing • Data must exist in WEB.PAY.ADVICES file • “View Advices Online” option on the EPOV form must be set to “Y” for each employee • They will no longer receive a printed direct deposit advice • Use AVPA to batch assign View Advices Online option – Be CAREFUL!
- 20. 20© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Quarterly and Year-End Processing
- 21. 21© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 QYPR – Why you do NOT want to modify Knowledge Articles 000031590 and 000031599 Resolution: • Set the security for QYPR to “INQUIRY ONLY” • Very rarely and only in specific circumstances should the flags on this form be changed manually and then done with great care!!! ***Contact Ellucian Technical Support to recover.***
- 22. 22© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 How the QRPT and QFTR Reports Work Knowledge Article 000032337 Timing is everything! • QFTR is from PAYTODAT; QRPT is from EMPBKUP • Add date is important when looking at QFTR
- 23. 23© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Payroll Processing
- 24. 24© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Manual Check (MNCK) Interrupted/Aborted Knowledge Articles: 000006741 • The workstation crashed • Process just stopped; I’m not sure why Resolution • In most cases a call to Tech Support is needed. • Development is trying to get to the bottom of these issues; we want to collaborate with clients to figure this out; we are actively gathering information and analyzing cases to find a pattern.
- 25. 25© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 PAYCNTRL Values for Current and Last Program Knowledge Article 000003450 • Null = No Program • 1 = Pay Period Preparation (PPPR) • 2 = Payroll Calculations and Detail Register (CALC) • 3I = Print Payroll Checks and Advices (PCHK, PADV) • 3 = Accept Paychecks and Advices (ADAP) • 4 = Payroll Summary Register/Post (PSRP) • 5 = Employee History Update (EHUP)
- 26. 26© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Common Payroll Process Errors/Questions Search Knowledge Articles with process name or key word, such as: • CALC • PADV or PCHK • APAD • PSRP • EHUP • PAYCNTRL
- 27. 27© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 Summary
- 28. 28© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119 What’s in Your Toolkit? • Sign up for the Ellucian Hub • Visit the Ellucian Support Center • Follow Knowledge Articles of interest • Check out the Ideas section • Join eCommunities • Follow Colleague Human Resources • Ask and Answer Questions
- 29. 29© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID Thank you! Vikki Ingram vikki.ingram@ellucian.com Please complete the online session evaluation form. • Via your registration account Log into your registration account at https://ellucianlive2015.smarteventscloud.com/connect/ publicDashboard.ww • choose the link to “Surveys.”” Session ID 12119
Editor's Notes
- The Ellucian Hub is the number one tool to have in your tool box. If you do not already have access, it is easy to sign up. From the Ellucian Hub, you can access the Ellucian Support Center and eCommunities.
- From the Hub you access the Ellucian Support Center and eCommunities. Take a few minutes to view the tutorials on the search options in both of these tools. Both have very powerful search engines; you will be able to find information very easily. The tutorials are very short – 4 different tutorials on search in the Support Center – total time 9 minutes. The following video clips will help guide you through the various search options: How to use Global Search (3 min. 3 sec.) How to search Documentation Libraries (1 min. 12 sec.) How to search Articles (59 sec.) Using Filtered Views for Ideas, Change Requests and Cases (3 min. 59 sec.) Additional Support Center Resources Ellucian Support Center: Understanding Ideas Ellucian Support Center: "How-To" Tutorials Ellucian Support Center: Recorded Training Session Links and Materials Ellucian Support Center: Questions and Answers Global Search Operators and Examples
- When you find a Knowledge Article or Change Request or Idea of interest, Follow that item to receive an email when the item is updated.
- Ellucian: 000032835 - 32835: Affordable Care Act (ACA) - Where to Start? (Click here to view Article in the Support Center) Are you looking for information regarding Affordable Care Act set up and processing in Colleague HR? Here is some information to help get you started... Please keep in mind that implementing the ACA functionality in Colleague requires collaboration amongst many areas of the institution, including (but not limited to) Human Resources, Payroll, IT, and the Academic offices. It is a collaborative effort to determine how best to track employee hours worked in accordance with the ACA regulations. We are offering Educational Services webinars for how to implement and use the ACA Measurement Extract and ACA Health Benefit Offers Tracking functionalities. Here are the links for each course offering: http://clients.datatel.com/education/public_course.cfm?courseno=cour2014070916102504520089 http://clients.datatel.com/education/public_course.cfm?courseno=cour2015011420370502540235 Additionally, we have excellent documentation on the functionalities and we recommend you read and use them as you work through your implementation. Here's a link to the ACA Measurement Reporting manual: https://ellucian.force.com/clients/sfc/#version?selectedDocumentId=069G0000001dRJb The ACA Health Benefit Offers Tracking documentation can be found in two manuals. Setting Up Colleague HR: https://ellucian.force.com/clients/sfc/#version?selectedDocumentId=069G0000001Jsg2 Benefit and Leave Administration: https://ellucian.force.com/clients/sfc/#version?selectedDocumentId=069G0000001LhEC If you find you need additional one-on-one training or consulting, please contact your Ellucian Client Partner. He/She can assist in scheduling Professional Services with one of our HR Consultants. Below is a summary of the ACA-related software releases: ACA Measurement Extract Tool to measure hours worked by employees Released on August 28, 2014 - SU012726-1805*20 Enhancement released on November 20, 2014 - SU013400-1805*9 ACA Health Benefit Offers Tracking Track benefits offered to employees Collection of information for 1095-C statements Released on December 17, 2014 - SU013862-1805*25 ACA Dependent Date Enhancements Add start and end dates to dependents on benefits Track dependent benefit history Release scheduled for Q1 2015 ACA IRS Reporting Produce 1095 statements Transmittal to IRS of Forms 1095 Release scheduled for Q4 2015 Here is a list of additional ACA knowledge articles that may be of interest: 31961: ACME - Why are there more positions than what is defined on ACDF? 31166: ACME - Adding Missed Hours for ACA Reporting 31629: FAOA Contact Hours and Affordable Care Act (ACA) Reporting 32694: ACA Benefit Health Offers (MHBO) - Is an Offer for Every Health Benefit Required? 32742: Tracking Non-Employees Enrolled In Self-Insured Coverage for ACA 32783: ACPA - Unable to Change the First ACA Reporting Month/Year 32919: ACA 1095 Form Printing and Online Viewing Options Please note that the ACA Measurement Extract and ACA Health Benefit Offers Tracking functionalities are part of "base" Colleague HR. You do not need to use Benefit Enrollment Online or Assignment Contracts in order to utilize these functionalities.
- Ellucian: 000032783 - 32783: ACPA - Unable to Change the First ACA Reporting Month/Year (Click here to view Article in the Support Center) Issue On ACPA, I cannot change/edit the First ACA Reporting Month/Year fields--they are grayed-out. Resolution Per the field help for the First ACA Reporting Month/Year field in ACPA, before you can run the Manage Health Benefit Offers (MHBO) process for the first time, you must specify the month and year for which to begin recording health benefit offer information. After you run MHBO in live mode, you cannot change the entry in this field unless you first delete all of the records in the ACA.OFFER.INFO file. Scenario #1: If there is a grayed-out value in ACPA for the First ACA Reporting Month/Year, this indicates that MHBO has already been run. To fix this, you would need to delete all the records in the ACA.OFFER.INFO file. You can identify these records using the Health Benefit Offers Extract (HBOE) form. On HBOE, use a start date of 1/1/2000 or a similar very early date to ensure that you select all possible ACA.OFFER.INFO records. You would use this list to go to PHBO and delete the benefit offers manually one-by-one. Then, you would be able to go to ACPA and correct the First ACA Reporting Month/Year fields and re-run MHBO for your first month of ACA benefit offers. Scenario #2: If there is not a value in ACPA for the First ACA Reporting Month/Year, but it is grayed-out and you cannot enter a month or year, this indicates that manual offer(s) were made in PHBO. To fix this, you would need to delete all the records in the ACA.OFFER.INFO file. You can identify these records using the Health Benefit Offers Extract (HBOE) form. On HBOE, use a start date of 1/1/2000 or a similar very early date to ensure that you select all possible ACA.OFFER.INFO records. You would use this list to go to PHBO and delete the benefit offers manually one-by-one. Then, you would be able to go to ACPA and correct the First ACA Reporting Month/Year fields. Note: If for some reason you determine you need to delete all of the existing offer information records in a batch process, this could be done by your IT office at the database level by deleting all records in the ACA.OFFER.INFO file (but please be very careful not to drop the table itself).
- Scenario: How are ACME Measurement hours reported – KA31166; KA31961; KA31629; Ellucian: 000031166 - 31166: ACME - Adding Missed Hours for ACA Reporting (Click here to view Article in the Support Center) Affordable Care Act (ACA) - Tracking Hours for Stipends and/or Timecards Note regarding the stipends hours ACME uses: Stipend hours are not pulled from stipends, but from the time history information because hours can be changed on stipends and might not represent actual hours worked. Therefore, the number of hours pulled for stipends will depend on what was processed through payroll processing. You can create a custom subroutine to pull hours from stipends, if you prefer. Q: How do you add missed hours to the payroll history for Affordable Care Act (ACA) reporting? A: The best practice is to use the EPAJ form to made an adjustment to the hours. See the attached print screen shots for the process. Q: What about in the case where stipends haven't had hours attached to them for the past year? If we do an EPAJ adjustment, wouldn't all of the hours be associated to one day instead of spread over the stipend start and end dates? A: Yes, that is correct. An EPAJ adjustment will apply all the hours in a "lump sum" on the day the EPAJ adjustment is completed. You will receive a warning on the ACME error report so that you are reminded to review the extract for these adjustment hours. For stipends that have already been paid or are being paid right now, you have a few options... 1. Enter the entire number of hours in a lump sum adjustment via EPAJ and analyze via the ACME extract. 2. Enter the number of stipend hours up until this point via an EPAJ adjustment, then end the current stipend and create a new one that has the remaining hours so they are processed in the time history for the remaining payrolls. 3. While timecards and stipends are dependent on payroll processing, faculty assignments (with or without contracts) are not. Therefore, you could utilize the non-instructional assignments functionality (FMBS-->FAOA) to setup the date range and hours for these employees (i.e. coaches) in order for the ACME process to spread the hours over the appropriate dates. Note: For non-instructional assignments you can use the load or contact hours fields to track hours. Recommend testing this with one or two assignments first to ensure you get the results desired. 4. If you have stipends currently in process, you can add hours to them, however, the hours will only be counted for the payrolls moving forward. For example, let's say that you add 100 hours to a stipend with a total of 10 installments, but 2 of those installments have already occurred. The hours per pay period are 10. However, since there are only 8 installments remaining, only 80 hours will be accounted for in payroll history (and ACME) for this stipend. Moving forward, any new stipends created, you would want to enter the hours so that they pull through ACME, unless you intend to continue to obtain your calculations from non-instructional assignments like indicated in option #3.
- Ellucian: 000031629 - 31629: FAOA Contact Hours and Affordable Care Act (ACA) Reporting (Click here to view Article in the Support Center) Non-instructional Assignments Made in FAOA and the Contact Hours for the Affordable Care Act Reporting Clients who use FAOA to track non-instructional assignments should be aware that the Contact Hours (CMPA.CONTACT.HOURS) are not being passed through CLPS and are not being stored on the stipend record (PSTP). The Stipend Hours subroutine, S.GET.CS.INFO.FOR.HR, that is setup on ACPS only applies to credit/instructional assignments made through FASC. This is particularly important for Affordable Care Act reporting for non-benefited employees. If you have non-benefited employees who are assigned to non-instructional assignments on FAOA, then you will need to do one of the following to ensure your ACA reporting is correct... 1) Create a calculation definition on ACDF for the non-instructional assignments to pull the contact hours from FAOA directly using a Data Source of NICONTACT. 2) Manually populate the hours on the stipend (PSTP) after the CLPS process has been completed and the stipends have been created. 3) If it is important for the non-instructional hours to pull through CLPS and be stored on PSTP automatically, you'll need to customize the following: S.GET.CS.INFO.FOR.HR, I_SUBR.CREATE.STIPEND, I_SUBR.PAY.FPA.ASGMT.CONTRCT, S.PAY.ASGMT.CONTRACT, and the HRS087(PSTP) process. Our recommendation is #1, create a calculation definition to meet this need. This issue may be more prevalent with community colleges who employ adjuncts to complete non-instructional assignments (i.e. grading, field experiences, clinicals, etc.).
- mmm note 03/22/2015: All positions included in extract so that reviewer can tell if there is a position that does not have hours that should have hours; we felt it was important for reviewer to have full view of all positions; they need only have calculation definitions for some positions. In other words, not all positions must have calculations, but we wanted to be sure if a position should have a calculation that it was not overlooked. Per Tara, stress that ACME was designed to run for all employees and all positions together so that you can see the overall picture. When testing, at first, to be sure your calculations are correct, maybe run one group at a time. But eventually, in test and then in production, run everything all together so that you get the overall picture for each individual. Ellucian: 000031961 - 31961: ACME - Why are there more positions than what is defined on ACDF? (Click here to view Article in the Support Center) Question: When I run ACME, I am getting more positions in my extract than what I've specified in ACDF. Why is that? Answer: On AECD you are defining the employees who should be included in ACME. AECD includes all of the employees and their corresponding positions. On ACDF, you are defining the calculation definition for those employees' positions. So when ACME is run, it pulls all your employees that meet the AECD criteria and then applying the calculation definition to the positions setup in ACDF. Even if you setup your calculation definition to apply to just one position, please keep in mind that your employee category defined in AECD may have more than that one position. AECD defines which employees to include and for all of their positions. ACDF defines what calculation definition to apply to the positions included.
- Ellucian: 000032742 - 32742: Tracking Non-Employees Enrolled In Self-Insured Coverage for ACA (Click here to view Article in the Support Center) Affordable Care Act: Non-Employees Enrolled In Self-Insured Coverage Institutions that are self-insured must provide a Form 1095 to all those enrolled in the institution’s health plans. A Form 1095-C will be provided to any individual who was a full-time employee at any time during the calendar year; the form will list the employee plus any spouse and dependents enrolled in the plan. All other individuals enrolled in the plan (part-time employees, retirees, board members, etc.) will receive a Form 1095-B. Therefore, it is necessary to enter retirees, board members, etc. in Colleague and assign a benefit code to them so that a Form 1095 will be generated for them at the end of 2015 when 1095 processing takes place. Below are the steps to follow: Define one or more non-employee statuses in the HR.STATUSES valcode table. These statuses must have a Special Processing Code 1 of “N.” Use the Add Non-Employee/Volunteer (NEMP) form to assign the individual a non-employee status. Use the Person’s Benefits/Deductions (BNDS) form to enroll the individual in the health benefit. If the individual’s spouse or dependents are covered, enter these additional individuals on the Person’s Dependents and Beneficiaries (PBEN) form. Note: If you handle the cost of the benefit outside of Colleague and would, therefore, like the cost record for the health benefit for these non-employees to reflect a cost of zero, you have two choices: Use the existing benefit code and override the cost amount for each individual non-employee to reflect the zero amount, or Create a new, separate benefit code for non-employees.
- Ellucian: 000032560 - 32560 - How To Implement Colleague W-2's Online (Click here to view Article in the Support Center) Problem Statement: We would like to make our W-2's available to employees online. What do we need to do to set this up? Resolution Summary: Implementing W-2’s Online will allow your consenting employees to print an IRS compliant W-2 through Web Advisor. It also allows authorized staff to view an employee’s W-2 Online. Please see the Web Advisor For Colleague HR manual and particularly the section on Setting Up W-2 PDFs Online for a complete discussion of this process. SOFTWARE Make sure you have loaded the current year’s software updates that include the W-2 Template for the specific year the pdf is created for. SECURITY The employee or authorized staff member, in the case of the Administrators View, must have access to Web Advisor and specifically the HR-WBEMEP menu. Check the SOD record used as the Env Operator Equivalent on DRUS. This is the record that will control the security on Web Advisor. For DO ONLY security, include HR-WBEMEP (Employee Profile Menu) on the CORE Do Only Security Class attached to this SOD record. Set up a DO ONLY HR Security Class, i.e. Web.Employee or add to an existing DO ONLY HR Security Class attached to this SOD record. In the Do Only column include WVW2 and WBPRS012(W-2 Statements), W2EC and WBPRS017 (W-2 Electronic Consent). This will allow access to the Electronic Consent and the W-2 Statements options for your employees. In the case of the W-2’s for Administrators view, if there is only privileged security and no DO ONLY, add the WEBPR.ADMIN HR security class to the SOD record used as the Env Operator Equivalent on DRUS. ACCESS TO W-2s The only employees that can access W-2’s Online are those that have completed the Electronic Consent Form online or, in the case of the Administrators view, those that have the privileged HR security class WEBPR.ADMIN (or have the WAW2 mnemonic in another HR privileged security class). W-2’s that were created for the Tax Year 2010 or later are accessible with W-2’s Online. Once W2FP has been run, and the current date is on or after the Online Available Date indicated on the W-2 Statement Parameters form W2SP for the specific year, the W-2 is accessible. You can also use Communications Management to notify employees when they give or withhold consent through the online form or when a W-2C form is issued. W2SP SETUP Enter the Tax Years for which you want to the employees to be able to view their W-2’s and the date you want them to be available including the current year once W2FP has been run. Use the delivered consent and withhold language the employee will see when they access the W-2 Electronic Consent form online or modify the language to suit your institution’s needs. Delivered Consent language: By selecting this option, I agree to receive my official W-2 only in electronic format. I understand that by consenting to receive my W-2 in electronic format, I will not receive a paper W-2 statement. I understand that by consenting I will have access to view and print all of my prior, current and future W-2 statements until I remove my consent. I understand that I have the ability at any time to return to this form and remove my consent. Delivered Withhold language: I choose to withhold my consent and understand by doing so that I will not receive my official W-2 in electronic format. I also understand that by withholding my consent, I will not have access to prior or future W-2 statements electronically. I understand that I have the ability at any time to return to this form and consent to view my W-2 statements electronically. Once the Electronic Consent form is completed online, the W-2 Statement form displays the list of Tax Years available for viewing, a history of the employees consent choices, and any notations for a particular year such as multiple forms being issued, or that a W-2C was issued (issuing a W-2C is a manual process). The W2NT form allows you to check a box that the payroll office has issued a W-2C and also has a comment area for notes you want the employee to see when accessing their W-2 Online. Once W2FP has been run to pdf for all employees, it will be possible to view them online given the guidelines of consent and date available discussed previously. The W2FP form includes options for printing W-2’s for those who have not given consent, those who have given consent, or all regardless of their consent status to allow for control of what paper copies of W-2s are printed.
- Ellucian: 000027457 - 9631: Web Time Entry and Approval (WTEA) (Click here to view Article in the Support Center) Q1. School has a lot of unions. Overtime and comp time calculate differently based on the union the employee is in. It is cumbersome to hardcode the WTEA overtime and comp time subroutines to accommodate each union. Plus, the union requirements could change each year. A possible solution is creating a custom screen that will hold all of the union's WTEA parameters. For example, if you are in the administrator union, then you get comp time over 37.5 hours per week up to a maximum of 80 comp hours. Once you hit an 80 comp hour balance then you get paid overtime. A different union gets overtime when the employee works over 40 hours per week. Basically, the settings on TEAP do not work for their school because of the union requirements. Therefore, if they create a custom screen to store the fields needed for their calculations, then they could modify the delivered WTE subroutines to determine which union the employee is in and use that union's parameters from their custom screen. A1. The parameter files from TEAP are stored in HR.PARMS. We don't recommend expanding the base HR.PARMS file for storage of these parameters.. Instead, we recommend the creation of a custom file to store these parameters (e.g. X.WTE.PARAMS). The file can be a permanent key file, meaning it will only need to store setup information in one record. NOTE: One word of caution-do not create a file that ends in the string 'PARMS', as this is a reserved name in Envision and will cause issues that can't be resolved without renaming the file. That is why we typically recommend 'PARAMS' as a setup file naming convention. Q2. What process calls the Overtime (S.UPDATE.OT.HOURS), Comp Time (S.VERIFY.COMP.TIME), and Shift Differential (S.UPDATE.EARNINGS.DIFFERENTIAL) subroutines? A2. The web time entry form WBHRS006C calls these subroutines, as well as WBHRS007A (WTE for supervisors). However, keep in mind that the subroutines are called with a CALL statement using the '@' variable since the subroutine names may change depending on what is entered on the TEAP setup form. You shouldn't have to change either of these forms-WBHRS006C or WBHRS007A, since the TEAP form will store the custom subroutine names which will be used whenever overtime, comp time, or shift differential time calculations are needed by the base web time entry forms. Q3. 'You are not properly setup to run this process' A3. This error message is encountered when an employee attempts to enter time. It generally indicates that the employee does not have an employees record created. To create an employee's record you'll need to access from EPOV, ETAX, or EDDP and save out. As you do this this may be the proper time to enter tax codes for the employee. Q4. 'You cannot enter sick leave hours; please contact your Human Resources office regarding your sick leave plan setup' A4. This error indicates that the employee does not have leave plans assigned. Confirm on LEVS if employee has any leave plans assigned. If they don't then assign the codes. Or don't enter any time in the sick/vacation fields in Webadvisor. Q5. After installing the 2010 HR Summer Bundle (SU50091.59-1805*09) clients are required to use e-mail hierarchies for Web Time Entry and Approval. If clients don't setup this option on TEAP then the settings from PID7 will be used. If no hierarchy is set on PID7 then the 'MAIL' hierarchy is used by default. If you don't use e-mail hierarchies please do the following o ensure that the 'MAIL' hierarchy is setup correctly: A5. Go to the Name and Address Hierarchy (NAHM) form and access the Datatel-delivered hierarchy MAIL. Add values to the E-mail Hierarchy field that are appropriate for your specific implementation. The MAIL hierarchy is used as the default hierarchy. You should enter the e-mail types you want to retrieve if no e-mail address hierarchy is otherwise specified on TEAP or PID7. Q6. Employee is unable to access their time cards, some possible messages they could get are : a. 'You do not have permission to access this workflow. Please contact the payroll office' b. 'The time entry deadline has passed for this pay period.' A6. Make sure that the following items are set up in your system. a. Ensure that the employee has an EMPLOYES record. b. Make sure a form is designated for the employee's position on POSD. c. Make sure the Employee has an active Wage record on WAGS. d. TEAP has correct days prior to end date to stop recording time. e. A supervisor is set on PPOS or POSD. f. Make sure there is no EMPTIME.DTL record for the pay period that has been approved by the employees supervisor. g. Make sure the dates have been entered on the PCPD form for the payroll. h. If you do not use the Resource Database make sure the field 'Use Resource DB to Match Supervisor and Employees' is set to 'No' Q7. Web Time Entry and Approval process WBHRS007 (WBET) is timing out when a supervisor attempts to approve a timesheet. Eventually the process times out with the message 'The request timed out. Please try again.' A7. The supervisor had a status of non-employee, STAS. When a supervisor is a non-employee they must have a position assigned if the supervisor/employee relationship is defined in POSD. Otherwise, it needs to be defined in PPOS of the employees position. Supervisory Position - The position ID that can approve employee time entries. For institutions using the Time Entry and Approval workflow, use this field to enter the supervisory position to which this person is assigned. You might assign a supervisory position to some non-employees, for example, contractors, who should approve employee time entries online. Before assigning a supervisory position using this form, you should first create that position using the Position Definition (POSD) form. The supervisory position that you enter in this field is displayed on the Person's Status (PSTA) form, where you can modify it as necessary for all non-employees. Q8. How does Web Time Entry and Approval process over time A8. See answernet document 6033 - S.UPDATE.OT.HOURS subroutine explained. Q9. How does Web Time Entry and Approval process earnings differentials A9. See answernet document 6040 - S.UPDATE.EARNINGS.DIFFERENETIAL explained. Q10. Employee and Supervisor are unable to see history of a timesheet. They see other timesheets but one or some are not available for viewing. A10. Confirm that the timesheet is in EMPTIME.HISTORY. If it is there then make sure that the timesheet id is listed in Colleague file EMPLOYES field EMP.EMPTIME.HISTORY. In SQL/Oracle this field is stored in table EMPLOYES_LS and the field name is EMP_EMPTIME_HISTORY. If the record id is not in this field then you'll need to add it. Q11. Our Supervisor always gets notified when one employee's time sheet is completed, but does not get notified for a different employee. What can we verify? A11. Verify on POSD that the position defined for this employee has the Supervisor defined. Verify that the Employee is checking the electronic signature box first before submitting the Time Sheet. Q12.Supervisors (or alt supervisors) with a large list of employees reporting to them are unable to display the WTE time entry data for a large number of their employees. Data for the first 55 employees on the Time approval (for supervisors) page can be displayed with no problem. However, if the 56th (or further down the list) employee is selected, the SUBMIT button immediately goes to the 'Confirmation - Thank you for reviewing the time entries' page. This only occurs if employee(s) below row 55 are selected. If employee(s) are selected in the first 55 rows, along with employee(s) below the 55th row, the selected employees in the first 55 rows will be viewed, but the others will not be viewed. More than 55 employees appear on the Time approval page, but those after 55 cannot be updated. If one of the 'inaccessible' employees is moved to a different supervisor with fewer employees in their list, the time entry is then able to be viewed. A12. To fix this issue, an edit will need to be made to /etc/tomcat5/catalina.properties. Add the following to the bottom of the file: org.apache.tomcat.util.http.Parameters.MAX_COUNT=10000 Tomcat will need to be restarted for the change to take effect. See Support Solution 9055. Q13 - Does Colleague only allow one person in the supervisor or alternate supervisor position to see the employee time cards (again, based on the position that is indicated in POSD as the supervisor). If so, what is the alternate solution to it if a position is managed by more than one person (in the same position). A13 - The supervisor and alternate supervisor's are built around records build from Colleague file PERPOS and the record ID(PERPOS.ID). The logic assumes that only one supervisor position is assigned to the employee's position. Since the process builds a list of PERPOS records it uses the first record in the list to determine the supervisor or alternate supervisor. Q14. Receive the following error when attempting to enter time on WebAdvisor: "The time entry deadline has passed for this pay period.: A14. This error means that the cut-off date/time for the employee/supervisor has past the cut-off date/time as set on TEAP(detail to TCTP) or in PPPR for the affected period end date and cycle. To resolve this issue you will need to change the cut-off date time on PPPR to a date/time that is in the future.
- How to setup Viewing Pay Advices on Web Advisor – KA30882; KA31227; if Vikki wants other info, contact Mary Jo Ellucian: 000031227 - 31227 - Need security steps to activate online pay advice via webadvisor for students (Click here to view Article in the Support Center) Problem Statement: We want to activate Online Pay Advices for our students via WebAdvisor. How do we set up the security for that? Resolution Summary: If you just want to start with just Web Advices for students, here are some steps for getting these items activated. These instructions assume your students have DO ONLY Security in WA at this point. Set up a DO ONLY HR Security class (SCD) for whatever mnemonics and processes you are implementing, I.e. for just Pay advices, include HR-WBEMEP, WBHRS020, WSPA, WBHRS017, WMPA, and WBHRS019, WPAD. (See the WebAdvisor Installation and Administration documentation for details.) Then attach that Security Class to the SOD Operator definition that is the operator equivalent on DRUS. You may need to bounce your listeners and/or run WAGC to see these changes. Ellucian: 000030882 - 30882 - Steps to activating online Pay Advices Online via WebAdvisor (Click here to view Article in the Support Center) Problem Statement: We would like to activate Pay Advices Online in WebAdvisor . Resolution Summary: Assign the HR-WEBPR.ADMIN security class to each administrator who should have access to View Pay Advices (For Administrators) (WVPA) using the Operator Definition (SOD) in Envision Runtime (UT). Allow access to the Pay Advices form WSPA on the Employees menu which will display a list of Pay Advices that were issued to an employee. WMPA displays a list of advices to an employee in a previous year. WPAD displays specific pay information for the selected pay date.
- Ellucian: 000030882 - 30882 - Steps to activating online Pay Advices Online via WebAdvisor (Click here to view Article in the Support Center) Problem Statement: We would like to activate Pay Advices Online in WebAdvisor . Resolution Summary: Assign the HR-WEBPR.ADMIN security class to each administrator who should have access to View Pay Advices (For Administrators) (WVPA) using the Operator Definition (SOD) in Envision Runtime (UT). Allow access to the Pay Advices form WSPA on the Employees menu which will display a list of Pay Advices that were issued to an employee. WMPA displays a list of advices to an employee in a previous year. WPAD displays specific pay information for the selected pay date. Use the PASP (Pay Advice Parameters) form to determine the availability of the current pay advice in relation to the pay date and the number of previous years for which an employee can view advices. Only pay advices for which data exists in the WEB.PAY.ADVICES file are available for viewing online. Each employee who chooses to view advices online must have the "View Advices Online" option set to "Y" on the EPOV form. This option determines whether an employee continues to receive a printed direct deposit advice. You can access the EPOV form and change the default "N" to a "Y" to activate this option. You can use the AVPA form to allow viewing for a group listing a group of employee ID's here or using a saved list. Use care on this form since if you do not identify an employee, additional selection criteria, or a saved list name, ALL ACTIVE EMPLOYEES will be selected. See the WebAdvisor for Colleague HR documentation for a complete discussion of the steps to set up Web Advices Online in WebAdvisor. See the WebAdvisor Installation and Administration documentation for a thorough discussion of the forms on the Employees Menu.
- The Knowledge Articles are for background information; a cautionary tale regarding why you do NOT want to modify QYPR. KA31590 – a recovery doc; KA31599 – a more serious recovery Call Tech Support as soon as you notice the flag is incorrect. DO NOT try to fix it on your own. Ellucian: 000031590 - 31590 - QYPR Quarter End Date set for a future quarter when QCBB was run - Part I (Click here to view Article in the Support Center) Problem Statement: We usually run QCBB as the first process in our quarter end workflow to copy the EMPBKUP file of the last quarter we closed to EMPBKUP.QTLY and then we run QCEB and QCLT. We ran QCBB not noticing that the header on the form said "Quarter Processed" was Q3 and "Quarter Ending Date" was 9/30/14. When we looked at QYPR before running QCEB, the first 4 flags were set to "Y" and QCBB was set to "Y" but the "Quarter Currently Being Processed" was set incorrectly to "Q3 Third Quarter" and "Quarter Ending Date" was set to "09/30/14" which is the quarter we are trying to close. So QCBB created EMPBKUP.QTLY records for 2014*Q3. The records in EMPBKUP are actually 2014*Q2 records and QCBB should have created a backup for those records. We stopped at this point as something is not right. We have not run QCEB or QCLT yet to actually close 09/30/14 and there are still QTD values in the EMPLOYES records as seen with EPOV. How do we fix this? Resolution Summary: Ellucian highly recommends setting the security for QYPR to "INQUIRY ONLY" as this is generally an inquiry form to check the status of quarterly and year end processing. Very rarely and only in specific circumstances should the flags on this form be changed manually and then done with great care!!! ***Since there are many variables that can effect quarter and year end processing, it is recommended that you contact Ellucian Technical Support to guide you through the determination of what needs to be done to recover.*** The first step is to find out exactly what processes have been completed. You can use UTRR (enter the mnemonic with an ellipsis, i.e. QCEB...) to look at the previous quarters processing for QCEB, QCLT, and QCBB and the current quarters processing of these mnemonics to determine what was run and in what sequence based on date and time stamp. You can click on the DATE heading to sort by date but note the time stamp as well. The detail of the UTRR report will contain a reference to the quarter and the quarter end date. Once you are done in UTRR, cancel out. You can also run QRPT reports for the previous quarter and the current quarter to compare totals based on your records and determine the status of the data. It is important to note that if you have run QCBB for the future quarter displayed on the QYPR form and the QCBB flag is "Y", the EMPBKUP.QTLY records that were created with the key for that year and quarter will be read by QRPT when it is run for that quarter. If the QCBB flag is "N" and you select the quarter that is displayed on QYPR, the QRPT report will read the current EMPBKUP file. All prior quarters will be reported off of EMPBKUP.QTLY. You should also look at your data at the data level to determine what records you have in the EMPBKUP.QTLY file. The key for EMPBKUP.QTLY is YYYY*Q#*####### where the last seven numbers are the employee ID. If you determine that you have indeed incorrectly created EMPBKUP.QTLY records for a future quarter, you can delete them. And if it is determined that you do not have EMPBKUP.QTLY records for the last closed quarter as in this example, 2014*Q2, and the records that are sitting in EMPBKUP are determined to be your 2014*Q2 records, you can set the QYPR form's "Quarter Currently Being Processed" to Q2 which will change the "Quarter Ending Date" to 06/30/14" and set QCBB to "N" and re-run QCBB being sure that the header reads the quarter you want the EMPBKUP records being copied to EMPBKUP.QTLY to be assigned to, i.e. 2014*Q2, in this case. QYPR should then read "Quarter Currently Being Processed" Q2, "Quarter Ending Date" 06/30/14", QCEB, QCLT, QFTR, QRPT, and QCBB flags will be set to "Y". Once you know you have the correct data in EMPBKUP.QTLY, you can proceed to run QCEB to copy EMPLOYES to EMPBKUP. QCEB will advance the QYPR "Quarter Currently Being Processed" to Q3 and "Quarter Ending Date" to 09/30/14" and set all the flags to "N" except QCEB will be set to "Y". Then you can run QCLT to clear the QTD buckets in EMPLOYES to prepare for the first payroll of the new (4th) quarter and you can proceed to running QFTR and QRPT to balance the quarter currently being processed, in this case 2014*Q3. Use these DELETE commands to remove the future EMPBKUP.QTLY records created in error with extreme caution after consulting with Ellucian Tech Support. Ellucian: 000031599 - 31599 - QYPR Quarter End Date set for a future quarter when QCBB, QCEB and QCLT was run - PART II (Click here to view Article in the Support Center) Problem Statement: We have a new Payroll staff member who was following instructions on how to close quarter end and ran QCBB, QCEB, and QCLT. When QRPT was run for the current closed quarter, the values on the report were from the prior quarter, not the quarter just closed. When we looked at QYPR, the “Quarter Currently Being Processed” was the next quarter that will close, not the current quarter being closed. When we looked at the data level, EMPBKUP has the correct records for the current quarter but EMPBKUP.QTLY has no records for the last quarter closed but does have records for the quarter we are just closing and balancing. What happened and how can we fix this? Resolution Summary: Ellucian highly recommends setting the security for QYPR to "INQUIRY ONLY" as this is generally an inquiry form to check the status of quarterly and year end processing. Very rarely and only in specific circumstances should the flags on this form be changed manually and then done with great care!!! ***Since there are many variables that can effect quarter and year end processing, it is recommended that you contact Ellucian Technical Support to guide you through the determination of what needs to be done to recover.*** It appears that when QCBB was run, QYPR’s “Quarter Currently Being Processed” was incorrectly referencing the quarter being closed, not the quarter that most recently had been run through QCEB. Once you are completely done balancing a quarter, QCBB is run to copy the records in EMPBKUP to EMPBKUP.QTLY to preserve them for historical reporting and the record key used along with the EMPLOYEE ID is the YEAR and QUARTER, i.e. 2014*Q2*1234567, which is the YEAR and QUARTER referenced on QYPR at the time QCBB is run. Then when QCEB is run to copy EMPLOYES to EMPBKUP, the QYPR “Quarter Currently Being Processed” is advanced, all the flags on QYPR are set to “N” except QCEB is set to “Y” and the prior records in EMPBKUP are overwritten with the records for the new quarter being closed. Then, running QCLT clears the quarter to date buckets in EMPLOYES to prepare for processing payrolls in the next quarter. In the scenario above, this is the state of the records. EMPLOYES – EMPLOYES is the file that EHUP updates during normal payroll processing and holds the QTD, YTD, and FYTD values. When QCEB was run, the EMPLOYES records were copied at that moment in time to EMPBKUP. When QCLT was run, the QTD buckets (and YTD only when closing Q4) were cleared to prepare for continued processing in the next quarter (year). If you ran QCEB and QCLT for the 4th quarter, you will also have cleared the YTD buckets in the EMPLOYES file and will need to restore that file from before QCEB and QCLT was run. Looking at EPOV and detailing on Employee Taxes, then FICA or a tax you know would have been accumulating for the employee you are testing on, will display the QTD and YTD buckets. If the YTD bucket is zero, you will need to restore the EMPLOYES file. If you have completed any payroll processing after closing the quarter and needing to restore EMPLOYES, you will have to take that in to consideration for recovery as well. In the case presented here, the EMPLOYES file is fine and payroll can continue without a problem. EMPBKUP – EMPBKUP now holds the most recent copy of the EMPLOYES file at the time QCEB was run. These records are keyed by EMPLOYEE ID only and are not marked as belonging to a specific quarter so these records are okay. EMPBKUP.QTLY – This is where the main problem is in this scenario. There are records in this file keyed on the incorrect quarter and records missing for the quarter processed just before the current closed quarter. The goal is to create the missing EMPBKUP.QTLY records and delete the EMPBKUP.QTLY records keyed with the future YEAR and QUARTER. You can do this by putting a copy of EMPBKUP that contains the records for that missing quarter in place in Production and then re-running QCBB with the QYPR flags set as they would have been had it been run with the correct “Quarter Currently Being Processed” referenced. You will want to make a copy of the current EMPBKUP file in Production before you do this so you can put it back into place once you are done. Here are two approaches to getting the EMPBKUP file with records for the missing quarter so you can reprocess QCBB. METHOD ONE - Restore a recent copy of EMPBKUP into a TEST environment. *** Once you have made a copy of the current EMPBKUP file in Production, copy the restored EMPBKUP from TEST into Production, set QYPR for the quarter that the EMPBKUP.QTLY records will be keyed on when they are created, set the QCEB, QCLT, QFTR, and QRPT flags to “Y” and QCBB to “N”. Run QCBB being certain the quarter and date referenced in the header of the QCBB is the quarter you want referenced in the key for these records in EMPBKUP.QTLY. Once this is completed, change the “Quarter Currently Being Processed” on QYPR to the quarter you are currently working on balancing and filing taxes for, set QCEB and QCLT to “Y” and all the other flags to “N”. Restore the earlier Production copy of EMPBKUP and proceed to run QRPT for the prior quarter and the current quarter to make sure they are correct. QFTR data comes from PAYTODAT rather than EMPBKUP and should also be run for the current quarter. METHOD TWO - Copy the EMPBKUP.QTLY file from Production to your TEST environment. Remove the records from the EMPBKUP file in TEST. Select the EMPBKUP.QTLY records that were created with the wrong key and once the records are selected, run the attached utility COPY.EMPQTY.TO.EMP to copy the records from the EMPBKUP.QTLY file to EMBKUP. Then follow the instructions from 1. above starting with *** Once you have made a copy of the current EMPBKUP file in Production… After you have successfully created the EMPBKUP.QTLY records for the correct quarter, run a few data queries, i.e. MIOSEL EMPBKUP.QTLY WITH @ID LIKE “2014*Q1…” if quarter 1 was the quarter missing, to see that you have the record count you should have for that quarter. Also, run Production reports like QRPT to prove that your totals are correct. Then, you can follow Knowledge Article 31590 to remove the EMPBKUP.QTLY records created incorrectly. COPY.EMPQTY.TO.EMP – INSTRUCTIONS TO LOAD THIS UTILITY (D01_EMPQTYTOEMP_001) Import script into your system: 1. Unzip folder and upload the entire folder to a folder in your application environment. This is the server where apphome resides. 2. Log into the account where the work is going to performed. 3. Use CPIE to import the update into the Local Product Repository (see instructions attached). 4. Use MSUG to install the update into the affected account. Instructions for copying data from EMPBKUP.QTLY to EMPBKUP 1. Take a screen shot of the current settings from QYPR in Production. 2. Create a backup of EMPBKUP in Production to restore later once the work is done. 3. If this work is done in a TEST account, it is up to you if you want to back-up the TEST files EMPBKUP and EMPBKUP.QTLY. 4. If you are working in TEST, get a copy of the EMPBKUP.QTLY file from Production that contains the records you want to convert to EMPBKUP. 5. Delete records from the (TEST) EMPBKUP file you will populate. If SQL, you’ll need to DELETE the records from all the associated tables through SQL. 6. From Ellucian colon prompt select records to restore to EMPBKUP i.e. MIOSEL EMPBKUP.QTLY WITH @ID LIKE “2014*Q2…” 7. From the active select list run the script. Simply enter COPY.EMPQTY.TO.EMP at the colon prompt. 8. The data is now in your EMPBKUP file and you can copy this file to Production if you were working in TEST. 9. Set the QYPR flags per the instructions above and re-run QCBB to get the missing records in EMPBKUP.QTLY. 10. Once the correct EMPBKUP.QTLY records are created, restore the backup made in step 2 of EMPBKUP in Production and use the correct settings for the “Quarter Currently Being Processed” on QYPR. 11. Follow the remaining instructions for checking the data, running reports, and removing the incorrect EMPBKUP.QTLY records.
- Knowledge Article is comprehensive and explains in detail. Definitely worth downloading and studying. Ellucian: 000032337 - 32337 - How the QRPT and QFTR reports work (Click here to view Article in the Support Center) Problem Statement: We are trying to reconcile the QRPT Quarterly Tax Report by Employee to the QFTR – Quarterly Federal Tax Report and think we need to understand how these reports work as we understand the timing of payroll transactions could be a factor in what appears on these reports. Resolution Summary: It is critical to understand how payroll transaction timing affects the QRPT and QFTR reports. Here is an overview of the process. EMPLOYES vs EMPBKUP vs EMPBKUP.QTLY The file structure of these three files is almost identical. EMPBKUP.QTLY stores historical data for all quarters, so it contains two additional key fields that identify the year and quarter. EMPLOYES contains the buckets that are updated during ALL regular payroll processing during EHUP, MNCK, RVCK, RVAD, and EPAJ processing as well. QCEB – Copy EMPLOYES to EMPBKUP When QCEB is run, the quarter on QYPR is advanced to reflect the quarter being closed and an exact snapshot of EMPLOYES is taken and whatever was in EMPBKUP is overwritten with a copy of that snapshot of the data in EMPLOYES at that point in time. QCLT – Clear EMPLOYES QTD/YTD Totals When QCLT is run (should be done IMMEDIATELY after QCEB so no other payroll processes can affect the buckets in EMPLOYES that were copied to EMPBKUP with QCEB), the QTD buckets in EMPLOYES are cleared to allow the new quarter values to be accumulated there. When closing the 4th quarter, the YTD buckets are also cleared to allow the new year’s YTD buckets to start accumulating. If ANY regular payroll processing that includes EHUP, MNCK, RVCK, RVAD, and EPAJ processing occurs past this point, it is reflected in the EMPLOYES file, not the EMPBKUP file, no matter what Period End Date, Check Date, or Transaction Date is used. Here is where there is a critical element of timing that needs to be considered! QCBB – Copy EMPBKUP to EMPBKUP.QTLY This step is typically performed after the 941’s and all State reporting has been completed for the most recent quarter closed. This step preserves the content in the EMPBKUP file that will be overwritten with a new “point in time” copy of EMPLOYES when the QCEB process is run for the next quarter being closed. QRPT – Quarterly Tax Report by Employee The QRPT report includes the values in the QTD “buckets” in the EMPBKUP file for the quarter selected when the selected quarter is the same as the header of the QRPT screen (that is the last quarter closed with QCEB and reflected on the QYPR form) and the QCBB flag is set to “N” on the QYPR form. If the QCBB flag on QYPR is set to “Y”, the QRPT report includes the values in the QTD “buckets” in the EMPBKUP.QTLY file for the quarter selected, regardless if that is the same quarter reflected in the header of the QRPT report. QFTR – Quarterly Federal Tax Report QFTR reports from the PAYTODAT file, the blow-by-blow payroll processing detail history file of the Colleague Payroll system. The QFTR report has an option to “Report Only 941 Data” which automatically includes only Federal Tax Types when set to "Y". If this option is set to “N”, other Tax Types can be selected and allows the Additional Selection Criteria option to be accessible as well. When regular payrolls are run on a date within the range of the first day of the quarter to the last day of the quarter, they are included in the QFTR. The Earliest Adjustment Date defaults to the first date of the quarter selected. The quarter dates are Q1 = 01/01 – 03/31 Q2 = 04/01 – 06/30 Q3 = 07/01 – 09/30 Q4 = 10/01 – 12/31 The Earliest Adjustment Date controls whether and where voided checks and adjustments appear on QFTR. Voided checks and adjustments are never reported in an earlier quarter than when they are created or in other words, the ADD DATE, but they can be reported in a later quarter than their associated check/advice or adjustment date. This is a description of how data is selected and where it’s displayed on the QFTR report. Main section of report includes… Non-adjustments (including voided checks) with both CHECK/ADVICE DATE in the quarter being reported -- AND -- ADD DATE (check/advice was created by a payroll run or on MNCK or was voided on RVCK or RVAD) between the earliest adjustment date entered on the QFTR form and the end date of the quarter being reported. If the earliest adjustment date is blanked out on the QFTR form, QFTR behaves as if the earliest adjustment date is the first day of the calendar year of the quarter being reported. Adjustment section at bottom of report includes… Adjustments (entered via EPAJ) with CHECK DATE/ADD DATE (the date the adjustment was created via EPAJ is both the Check Date AND the Add Date) between the earliest adjustment date entered on the QFTR form and the end date of the quarter being reported. Non-adjustments (including voided checks) with both CHECK/ADVICE DATE between the earliest adjustment date entered on the QFTR form and the START date of the quarter being reported -- AND -- ADD DATE (Check/Advice was created by a payroll run or on MNCK or was voided on RVCK or RVAD) in the quarter being reported
- Payroll has been interrupted, how do you trouble shoot through VBS (Batch Error Report – tells where it got interrupted and what the last process was) and PayCntrl Record – KA6741(8848) More payroll recovery documents thru CALC – KA5130 & KA29927 – all SQL commands so you can cut & paste; EHUP & recovery – KA29857 – clients must call – very complex, may or may not include this or KA6247(921) – has a utility Ellucian: 000006741 - 8848: MNCK: Interrupted/aborted during processing - recovery step (Click here to view Article in the Support Center) Problem: While running a manual check (MNCK), for some reason the process aborted (CR-000124133). It could be that the system crashed, user accidentally logged out, PRPS was set up with an incorrect check/advice print routine, but for some reason the process aborted. Most times, you will know right away that the MNCK process has not completed. An example of an error message you might get that is a symptom of MNCK not having completely processed in the past is: When reconciling the manual check, the Colleague processes PRBE and PRME issue the following error: INVALID PAYTODAT key for Check No....Also, if you run PCKR the following error is displayed: ...record is missing from PAYTODAT.HEADER.file. How to recover: Unless you are very familiar with the process and file structures and what needs to be evaluated and recovered, we recommend that you contact Ellucian Technical Support to help you evaluate the payroll records. The first thing that you need to determine is where the process broke down because the recovery steps vary depending on what has completed and what still needs to be done. Find out where MNCK left off. You can do this via VBS. This is what VBS looks like when MNCK has completed successfully Process Status Complete Remaining PRR057 Finished 1 0 //Print pay checks (PCHK) PRB061A Finished 1 0 //Accept pay checks (APAD) PRR005 Finished 1 0 //Payroll detail register PRR031 Finished 68 0 //Payroll Summary Register / Post (PSRP) PRB033 Finished 1 0 //Employee History Update (EHUP) HRB227 Finished 1 0 //Update PR.TIME.HISTORY HRB228 Finished 0 0 //Update EMPTIME.DTL UTBERPT Finished 0 0 //report If there is any doubt that the equivalent of APAD completed, you can always look at PR.CHECK.FLAGS to see if the record is there. Also, you can look at PR.CHECKS to see if the check number has been written to this file. APAD is the process that deletes the PR.CHECK.FLAGS record and creates the PR.CHECKS record. PCHK or PADV, create the WEB.PAY.ADVICES record. Naturally, there has to be a check number in PAYPRDS field PPD.CHECK.NO. If there is no check number then the process did not get this far. An example of a previous recovery: - Found that the record does not exist in file PAYTODAT. It was, however, in file PAYPRDS. There was no PR.CHECK.FLAGS record, a check record existed in PR.CHECKS (keyed on PCK.BANK.CODE*PCK.CHECK.NO) and the check number is in PPD.CHECK.NO in the PAYPRDS record which confirms that the process completed APAD. Check VBS for MNCK...to find out what steps are listed, PRR031 is the PSRP process. See if that was done, if there is any doubt this completed successfully, ask the CF folks to see if anything was updated to GL regarding this check. If VBS for MNCK reports that the process ended before PRR031 (PSRP) and the GL did not update, the next step, PRB033 (EHUP) will not have run and the QTD and YTD totals in EMPLOYES will not have updated. EHUP is also the process that copies PAYPRDS to PAYTODAT and then deletes the PAYPRDS record and that is why there would be no PAYTODAT record but there would still be a PAYPRDS record. 1. To resolve this issue, update the PAYCNTRL record by resetting PCL.LAST.PROGRAM to a 3 (means the last program that successfully finished was APAD) and PCL.CURR.PROGRAM to NULL. If MNCK is being run after a regular payroll, then field PCL.PAY.REGISTERS.DONE should be NULL as well. See Knowledge Article 3450 for the list of PAYCNTRL process step values. 2. Then SAVE the PAYPRDS record so that it ends with a *P in lieu of *M. Delete the PAYPRDS record that ends in M once you have completely processed the remaining steps. 3. Next you will need to update PAYCYCLE record in question. Update field PCY.PERIOD.STATUS (field 19) to a NULL for the corresponding period end date from PCY.END.DATE (field 5). This is an example of updating the PAYCYCLE file. In this case we are updating period end date 9/7/2012 the Unidata internal date is 16322 :ELE -DICT PAYCYCLE WK //Edit the PAYCYCLE for pay cycle WK 21 lines long. >>>>: 5 <ßGo to line 5 and do an EV (explode Value) This is to normalize the multi values. 0005: PCY.END.DATE........: 14497}14504}14511}14518}14525}14532}14539}14546}145 53}14560}14567}14574}14581}14588}14595}14602}14609}14616}14623}14630}1463 7}14644}14651}14658}14665}14672}14679}14686}14693}14700}14707}14714}14721 }14728}14735}14742}14749}14756}14763}14770}14777}14784}14791}14798}14805} 14812}14819}14826}14833}14840}14847}14854}14861}14868}14875}14882}14889}1 4896}14903}14910}14917}14924}14931}14938}14945}14952}14959}14966}14973}14 980}14987}14994}15001}15008}15015}15022}15029}15036}15043}15050}15057}150 64}15071}15078}15085}15092}15099}15106}15113}15120}15127}15134}15141}1514 8}15155}15162}15169}15176}15183}15190}15197}15204}15211}15218}15225}15232 }15301}15308}15315}15350}15357}15364}15371}15378}15393}15400}15407}15414} 15421}15428}15435}15442}15449}15456}15464}15575}15582}15589}15596}15603}1 5610}15617}15707}15714}15721}15728}15735}15742}15749}15756}15763}15770}15 777}15784}15791}15798}15861}15868}15952}15959}15966}15973}15980}15987}159 94}16078}16260}16267}16274}16322}16330}16345 >>>>: EV 162 lines long. >>>>: L 16322 <<Do a look-up on the internal period end date. This is so we know the Multi Value place holder. 0160: 16322 <<Here we see that it is line 160. We will go to line 19 and update line 160 with a NULL >>>>: Q 0005: PCY.END.DATE........: 14497}14504}14511}14518}14525}14532}14539}14546}145 53}14560}14567}14574}14581}14588}14595}14602}14609}14616}14623}14630}1463 7}14644}14651}14658}14665}14672}14679}14686}14693}14700}14707}14714}14721 }14728}14735}14742}14749}14756}14763}14770}14777}14784}14791}14798}14805} 14812}14819}14826}14833}14840}14847}14854}14861}14868}14875}14882}14889}1 4896}14903}14910}14917}14924}14931}14938}14945}14952}14959}14966}14973}14 980}14987}14994}15001}15008}15015}15022}15029}15036}15043}15050}15057}150 64}15071}15078}15085}15092}15099}15106}15113}15120}15127}15134}15141}1514 8}15155}15162}15169}15176}15183}15190}15197}15204}15211}15218}15225}15232 }15301}15308}15315}15350}15357}15364}15371}15378}15393}15400}15407}15414} 15421}15428}15435}15442}15449}15456}15464}15575}15582}15589}15596}15603}1 5610}15617}15707}15714}15721}15728}15735}15742}15749}15756}15763}15770}15 777}15784}15791}15798}15861}15868}15952}15959}15966}15973}15980}15987}159 94}16078}16260}16267}16274}16322}16330}16345 >>>>: 19 <ßGo to line 19 0019: PCY.PERIOD.STATUS...: }}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}} }}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}}U}}}}}}}}}}}}}U }U}}U}}U}}}}}}}}}}}}}}}}}}}}}}}U}U}}}}}}}U}U}U >>>>: EV <ßNormalize line 19 161 lines long. >>>>: 160 <<go directly to line 160 0160: U >>>>: R <<- Replace U with NULL 0160: >>>>: FI <<-Save out of line 19 FI <<-to save out of the final PAYCYCLE record. 4.Then run PSRP and EHUP (or whatever processes did not complete). MNCK updates regulatory data. As always we suggest that you consult with Ellucian Customer Support before modifying your data if/when you are unsure of anything.
- Understanding PayCntrl Record and how each step moves forward – KA3450 – this deals with the bulk of what ActionLine deals with for PayCntrl; Ellucian: 000003450 - 59.677: PAYCNTRL values for Current and Last Program (Click here to view Article in the Support Center) Colleague Application HR Module PR Field 11 (PCL.CURRENT.PROGRAM) in PAYCNTRL stores a value only if a program/process is running in real time. Field 4 (PCL.LAST.PROGAM) in PAYCNTRL stores the value indicating the last program in the payroll that ran successfully. The possible values for both of these fields are: null - no program 1 - Pay Period Preparation (PPPR). If being run by more than one user, there will be multiple values in field 11. 2 - Payroll Calculations and Detail Register (CALC). 3I - Print Payroll Checks and Advices (PCHK, PADV). 3 - Accept Paychecks and Advices (APAD). 4 - Payroll Summary Register/Post (PRSP). 5 - Employee History Update (EHUP). Last Updated: 4/30/2013
- For many common payroll process errors or questions, there is information in the Hub. Search the Knowledge Articles with Including this in case we want to choose some items from this list in addition to or instead of prior slide; in addition to probably only if we removed something earlier we thought was too complicated Ellucian: 000027462 - 9649: Colleague HR Common Payroll Process Errors/Questions (Click here to view Article in the Support Center) Q1. Process CALC does not display Medicare or Social Security Taxes calculated. The report displays 0.00 for both taxable and tax. A1. The main reason why Medicare and FICA are not calculating is because the tax table is setup incorrectly. Generally, in line item one of the tax table section of EETT, the taxable limit was entered on line item 1 in column Taxable Amt. What this means is that it will start taxing after this amount. In TAXC for the FICA tax code, in section Employee Table, line item one should have 0.00 for Taxable Amt, 0.00 for Tax amount and 6.2 for Tax Percent. Medicare, Employee Table, Line Item 1 = Taxable Amt = 0.00, Tax Amt = 0.00 Tax Percent = 1.4500 Medicare, Employee Table, Line Item 2 = Taxable Amt = 200,001.00, Tax Amt = 0.00, Tax Percent = 2.3500 Confirm that the Employer Tax table ERTT is setup correctly for both Medicare and FICA. *Note this response is effective for calendar year 2013. Q2. The following error message is displayed when attempting to run PPPR, PPGN, CALC 'Time entry in-progress for this period/cycle' A2. Use process MTPP to reset the flag causing this error. It is coming from Colleague file PAYCNTRL, field PCL.TIME.ENTRY where it has a Y. Note that it can have more than one Y. To get past this error you may also manually edit this field by replacing the Y or Ys with a null value. Unidata SELECT PAYCNTRL WITH PCL.PERIOD.DATE EQ 'period ending date' AND WITH PCL.PAY.CYCLE EQ 'pay cycle) Then go to field 29 and null it out and save (FI) out of the record. Sql/Oracle UPDATE PAYCNTRL_LS SET PCL_TIME_ENTRY = NULL WHERE dbo.PCL_PERIOD_DATE(PAYCNTRL_ID) = 'period end date' AND dbo.PCL_PAY_CYCLE(PAYCNTRL_ID) = 'pay cycle' See support solution 22047.44 for more information on the cause of this error. Last Updated: 7/11/2013 Q3. I get the following error when attempting to print checks (PCHK) or advices (PADV) "This process may only be run after CALC and before APAD" A3. This error means that CALC did not complete successfully. The CALC report should display the error that needs to be fixed. If the error report is not readily available you may re-run CALC to see the error report. *Make sure that this is the initial attempt to print checks or advices before re-running CALC. If this error is encountered after checks/advices have printed then the cause is something different. In these cases we recommend that you contact Ellucian Support Center for additional assistance. Q4. CALC displays the following error‘EMPLOYEE 0000045: The GL account 11-01-01-00-10402-100100 does not exist in GL.ACCTS. Tax code ‘MEDI’ This error can be for a benefit as well. A4. This message is due to the GL account number not existing in the GL suite for the fiscal year in which the payroll is being processed. CALC validates each GL number that will be posted to in CF. This is the GL number that is not found in CF and needs to be created. Once the GL number exists in CF re-run CALC. Q5. CALC displays the following error message: “Payroll Preparation has not yet been run” A5. This error means that PPGN or PPGS have not been processed successfully. This error is due to field PCL.LAST.PROGRAM in file PAYCNTRL not having a value of a 1. A value of 1 indicates that PPGN or PPGS have updated completely. To resolve this issue run MTPP to clean up field PCL.CURR.PROGRAM in file PAYCNTRL. If this does not resolve the error go to PPGS bring in an employee to be paid in the payroll and save out. This will update field PCL.LAST.PROGRAM to a 1 which allow you to run CALC. Q6. CALC displays the following error message: “no taxtable record found for 2011 for ….” A6. In Colleague all tax codes have to have a tax table for the current year. This is true even if the tax code is not used and or is deactivated. To create a new tax table for all the tax codes you can use TXTR. This rolls over the prior year's tax tables for all the tax codes. Or you can go into the affected tax code and manually create the tax table for the current year. The affected mnemonics are TAXC, EETT, or ERTT. Q7. MNCK - "Payroll is in progress for this pay period" A7. This error message indicates that a manual check is being processed even though the regular payroll has not completed. In order to process a manual check field PCL.LAST.PROGRAM in file PAYCNTRL has be be null. We don't advise changing this value for a null if you are past CALC. In this case finish the payroll and then run MNCK. If the payroll is not past CALC then you can either use PPPR by saving out once the period end date and pay cycle are entered. This resets the field in PCL.LAST.PROGRAM to a null. Or you can edit it manually through the editor. Q8. Error "Time Entry in Progress" is displayed when accessing PPPR, PPGN, PPGS A8. This error message is displayed when Field PCL.TIME.ENTRY in file PAYCNTRL is not updated correctly. This may occur when more than one user is entering time in TCDE at the same time. This field will not be updated if a user's connection is interrupted. You can use Monitor Payroll Processing screen, MTPP, to reset this flag. Q9. Error displayed on PCHK/PADV: "This process may not be run while another payroll process is running". A9. This means that CALC did not complete or CALC terminated abnormally. To resolve this issue run MTPP to reset the flag on file PAYCNTRL field PCL.CURR.PROGRAM. Then re-run CALC and pay special attention to the error report. Make sure that there are no errors on it. If there are errors, correct them. If there are no errors continue with PCHK/PADV etc. Q10. CALC displays the following error: "Payroll Calculations are processing" A10. This means that CALC did not complete or CALC terminated abnormally. To resolve this issue run MTPP to reset the flag on file PAYCNTRL field PCL.CURR.PROGRAM. Then re-run CALC and pay special attention to the error report. Make sure that there are no errors on it. If there are errors, correct them. If there are no errors continue with PCHK/PADV etc. Q11. UDDM error: Pay Period -279897*bw has not yet been initialized A11. The first number in PAYCNTRL record is the internal pay period end date, the date in the error is different than your current pay period end date, then this means user entered incorrect pay period end date on UDDM. They can simply rerun UDDM by providing correct pay period end date. Note: To find out what is the internal date of your current pay period end date, you can run the query below: MIOSEL PAYCNTRL WITH PCL.PERIOD.DATE EQ '08/31/13' where date can be the one in question. This will give you current PAYCNTRL record ID. Q12. CALC new/changed time exists use TCDT/DUPT to identify. Then rerun PPGN/PPGS" A12. This error is generated when a timesheet record exists in EMPTIME.DTL and flag EMPTD.PROCESSED is not equal to "Y". This flag is updated to a Y during PPGN/PPGS. When there are no dates worked, hours worked, on the record it is not updated. To resolve this case make sure that the end and last pay date on the wage record is prior to the payroll being processed. Then go back to DUPT and save out. Saving out of DUPT will delete the timesheet with no hours worked. _____________________________________________________________________________________