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MSI – Human Resources Version 6.0

User’s Guide

Municipal Software, Inc. 1850 W. Winchester Road, Ste 209

Libertyville, IL 60048 Phone: (847) 362-2803

Fax: (847) 362-3347

Contents are the exclusive property of Municipal Software, Inc. © Copyright 2010. All Rights Reserved.

Municipal Software, Inc. MSI-Human Resources User’s Guide

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Table of Contents NEW FEATURES IN VERSION 6.0 HUMAN RESOURCES ................................................................. 5 HUMAN RESOURCES LOGIN SCREEN .............................................................................................. 7 HUMAN RESOURCES PASSWORD MAINTENANCE ......................................................................... 8 HUMAN RESOURCES INSTALL SCREEN ........................................................................................ 13 HUMAN RESOURCES “QUICK REFERENCE” ................................................................................. 13 HUMAN RESOURCES TOOLBAR ICONS ......................................................................................... 15 0.00 HUMAN RESOURCES SYSTEM MAIN MENU ........................................................................... 17 1.00 EMPLOYEE MENU ..................................................................................................................... 19

1.10 DETAIL MANAGER .................................................................................................................. 21 Personal Info tab: .......................................................................................................................................................... 21 Position Info tab: ........................................................................................................................................................... 24

1.20 JOB/WAGE MAINTENANCE .................................................................................................... 26 1.30 DATE REMINDER .................................................................................................................... 28 1.40 INSURANCE MANAGER .......................................................................................................... 30 1.50 EDUCATION/TRAINING MANAGER ........................................................................................ 32 1.60 EMERGENCY CONTACTS ...................................................................................................... 34 1.70 NEW HIRE CHECKLIST ........................................................................................................... 35 1.80 DISCIPLINARY ACTIONS ........................................................................................................ 36 1.90 ENTER PAID TIME OFF ........................................................................................................... 37

How are Paid Time Off hours processed for payment of benefits? ................................................ 39 1.A0 ADDITIONAL INFORMATION .................................................................................................. 41 1.B0 FMLA TRACKING .................................................................................................................... 42

2.00 ORGANIZATION MENU .............................................................................................................. 46

2.10 CALCULATE UNIVERSAL % PAY INCREASE ......................................................................... 46 2.20 APPLY UNIVERSAL % PAY INCREASE .................................................................................. 49 2.30 MONTHLY BENEFIT PROCESSING ........................................................................................ 51

3.00 INQUIRY MENU .......................................................................................................................... 52 3.10 EMPLOYEE INQUIRY .............................................................................................................. 53

3.11 DETAIL INQUIRY ................................................................................................................. 53 3.12 JOB/WAGE HISTORY .......................................................................................................... 55 3.13 DATE REMINDER ................................................................................................................ 56 3.14 INSURANCE INQUIRY ......................................................................................................... 57 3.15 EDUCATION AND TRAINING .............................................................................................. 58 3.16 EMERGENCY CONTACTS .................................................................................................. 59 3.17 PAID TIME OFF .................................................................................................................... 60 3.18 ADDITIONAL INFORMATION............................................................................................... 62

3.20 ORGANIZATION INQUIRY ....................................................................................................... 63 3.21 DATE REMINDER ................................................................................................................ 63 3.22 EMPLOYEES WITH INSURANCE ........................................................................................ 65

4.00 REPORTS MENU ........................................................................................................................ 66

4.10 EMPLOYEE LISTING ............................................................................................................... 67 4.20 DETAILED EMPLOYEE REPORT ............................................................................................ 68 4.30 JOB/WAGE HISTORY REPORT .............................................................................................. 69 4.40 DATE REPORT ........................................................................................................................ 70 4.50 BENEFITS REPORT ................................................................................................................ 71 4.60 VOLUNTARY DEDUCTIONS REPORT .................................................................................... 72 4.70 IDES NEW HIRE REPORT ....................................................................................................... 73 4.80 DISCIPLINARY ACTION REPORT ........................................................................................... 74


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5.00 MAINTENANCE MENU ............................................................................................................... 75 5.10 HR CODES ............................................................................................................................... 78

5.11 DATE TYPE CODES ............................................................................................................ 78 5.12 ADDITIONAL INFORMATION CODES ................................................................................. 79 5.13 NEW HIRE CHECKLIST ....................................................................................................... 80 5.14 DISCIPLINARY REASON CODES ....................................................................................... 81 5.15 DISCIPLINARY ACTION TAKEN CODES ............................................................................ 82 5.16 DISCIPLINARY LOCATION CODES .................................................................................... 83 5.17 FMLA REASON MAINTENANCE ......................................................................................... 84

5.20 PR CODES ............................................................................................................................... 85 5.21 EMPLOYEE MAINTENANCE ............................................................................................... 85

Personal Info tab: .......................................................................................................................................................... 86 Pay Info tab: .................................................................................................................................................................. 89 Benefit Info tab: ............................................................................................................................................................. 91 Ins. Info tab: .................................................................................................................................................................. 93 Tax Info tab: .................................................................................................................................................................. 94 GL Distribution tab: ....................................................................................................................................................... 95 Direct Deposit tab: ......................................................................................................................................................... 96 Vol. Deductions tab: ...................................................................................................................................................... 97 Comments icon: ...................................................................................................................................................... 98

5.22 DEPARTMENT CODES ...................................................................................................... 100 5.23 JOB CLASS CODES .......................................................................................................... 101 5.24 JOB STATUS CODES ........................................................................................................ 103 5.25 HOURS TYPE CODE ......................................................................................................... 104 5.26 BENEFIT ACCRUAL CODES ............................................................................................. 107 5.27 PENSION CODES .............................................................................................................. 111 5.28 INSURANCE CODES ......................................................................................................... 113 5.29 TERMINATION CODES ...................................................................................................... 116

6.00 SUPPORT MENU ...................................................................................................................... 117

6.10 SYSTEM DEFAULTS ............................................................................................................. 118 6.20 IMPORT FROM PAYROLL SYSTEM ...................................................................................... 119 6.30 PURGE EMPLOYEE RECORDS ............................................................................................ 120 6.40 UPDATE STATUS CODES FROM PAYROLL ........................................................................ 121 6.50 UPDATE INSURANCE PREMIUMS FROM PAYROLL ........................................................... 122 6.60 MAINTAIN BEGINNING BENEFIT HOURS ............................................................................ 123 6.70 APPLY BENEFIT HOURS BY DEPARTMENT ........................................................................ 124 6.80 STATE OF ILLINOIS BACKGROUND CHECKS ..................................................................... 126 6.90 E-MAIL DATE REMINDERS ................................................................................................... 128 6.A0 BACKUP DATA FILES ........................................................................................................... 129

APPENDIX A – SAMPLE REPORTS ................................................................................................ 130 FMLA TRACKING REPORT ........................................................................................................... 130 CALCULATE UNIVERSAL % PAY INCREASE............................................................................... 131 APPLY UNIVERSAL % PAY INCREASE ........................................................................................ 132 PAID TIME OFF INQUIRY REPORT .............................................................................................. 133 INQUIRY > ORGANIZATION > DATE REMINDER ......................................................................... 134 EMPLOYEE LISTING ..................................................................................................................... 135 DETAILED EMPLOYEE REPORT .................................................................................................. 136 JOB/WAGE HISTORY REPORT .................................................................................................... 137 DATE REPORT (FOR DATE REMINDERS) ................................................................................... 138 DATE REPORT (FOR HIRE DATE) ................................................................................................ 139 DATE REPORT (FOR BIRTH DATE) .............................................................................................. 140 DATE REPORT (FOR PAID TIME OFF) ......................................................................................... 141 DATE REPORT (FOR DEPENDENT AGE) .................................................................................... 142 BENEFITS REPORT ...................................................................................................................... 143


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VOLUNTARY DEDUCTIONS REPORT (DETAILED) ..................................................................... 144 VOLUNTARY DEDUCTIONS REPORT (SUMMARIZED) ............................................................... 145 DISCIPLINARY ACTION REPORT ................................................................................................. 146 APPLY BENEFIT HOURS BY DEPARTMENT ............................................................................... 147 IDES NEW HIRE REPORT ............................................................................................................. 148

APPENDIX B – INDIVIDUAL FILE LISTING FOR PASSWORD SECURITY .................................... 149 APPENDIX C – HOW DO I ENTER EMPLOYEE COMMENTS? ....................................................... 151 APPENDIX D – HOW DO I PROCESS PAY INCREASES? .............................................................. 153 APPENDIX E – HOW DO I PROCESS PAID TIME OFF? ................................................................. 159 APPENDIX F – HOW DO I ENTER A NEW EMPLOYEE? ................................................................ 165 APPENDIX G – HOW DO I TERMINATE AN EMPLOYEE? ............................................................. 166

MSI-HUMAN RESOURCES > DETAIL MANAGER AND JOB/WAGE MAINTENANCE .................. 166 MSI-PAYROLL > CREATE HOURS WORKFILE ............................................................................ 168 MSI-HUMAN RESOURCES > UPDATE STATUS CODES ............................................................. 170


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NEW FEATURES IN VERSION 6.0 HUMAN RESOURCES

1. All screens now open “reduced down”. In previous versions the screens were all “maximized”, which created too much empty space for those users who have their PC’s monitor set to a resolution higher than 800x600.

2. All screens are now the standard Harris gray color with blue “Currently Processing” bars. This provides an updated look and feel and eliminates any remaining black/white DOS screens for all standard MSI programs.

3. The “F4” button will now work on ALL fields with a lookup option available. Pressing F4 on your keyboard will open the associated lookup screen. Clicking the lookup icon will also work.

4. Added new calendar icon to all date fields. Clicking the icon will open a calendar display to assist in the entry of the appropriate date:

5. Added a new option off the Support menu to Backup Data Files.

6. Added an icon to the toolbar for both the Detail Manager and FMLA Tracking screens allowing file attachments to an employee. If the employee does not have any attachments included then

will display. Once an attachment has been added to the employee then the icon will

change to appear without the “X” .

7. Changed name entry sequence in Detail Manager to mirror Payroll’s Employee Maintenance. Now employee names are keyed First, Last.

8. Enlarged the Driver’s License field in Detail Manager (to assist the State of Wisconsin).

9. Added termination date and reason for termination fields to Detail Manager.


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10. Added a second screen to Detail Manger which allows an employee to be setup with up to 10 additional departments and supervisors.

11. Insurance Manager will automatically update the ages of the dependents.

12. Added FMLA functionality to the system that will track items such as: number of weeks gone, reason why, medical certification, and start/end dates.

13. Added more selections options to the Detailed Employee Report such as the ability to select

employees in a specific department or with a specified status.

14. Added ability to setup different new hire checklists for each department. This allows multiple checklists for one employee (if that employee is setup in different departments).

15. Added a selection to System Defaults which provides an option to remove the employee’s birth date, age, drivers license, SSN, Marital Status, Race, and Gender on Employee Detail Inquiry.

16. Added a new option off the Support menu to E-Mail date reminders to supervisors.


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HUMAN RESOURCES LOGIN SCREEN

Enter your assigned password, click ok or press tab then enter Note: Based on the access rights attached to your password, different menu levels and/or individual

programs will be made available to you. Your access to employee records will be limited by your supervisor rights as set up in password maintenance.


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HUMAN RESOURCES PASSWORD MAINTENANCE Access to any MSI system is defined via the MSI-Passwords program (see example below).

The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. MSI System Select “HR-HUMAN RESOURCES” from the drop-down box to specify access rights to the Human Resources module. Password Define the password this user will key in when logging into the Human Resources system. Passwords are case sensitive. A lookup is available to quickly see all users with rights to the Human Resources module. User Name Enter the name of the person who will be logging in with the Password defined.


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Access Levels

Processing 1 If the user should be able to access all of the menu options available under the “Employee” menu, then select this checkbox.

Processing 2 If the user should be able to access all of the menu options available under the “Organization” menu, then select this checkbox.

Note: To be able to access the Monthly Benefit Processing screen (grayed out in the above

example), the “Link to MSI-PR” option HR System Defaults cannot be selected.


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Inquiry If the user should be able to access all of the menu options available under the “Inquiry” menu, then select this checkbox.

Reports If the user should be able to access all of the menu options available under the “Reports” menu, then select this checkbox.


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Maintenance If the user should be able to access all of the menu options available under the HR Codes submenu of “Maintenance” menu, then select this checkbox.

Note: To be able to access the options off the “PR Codes” submenu, the “Link to MSI-PR” option

has to be selected in System Defaults and the user also has to have password rights to the Maintenance menu in the MSI-Payroll System.

Support If the user should be able to access all of the menu options available under the “Support” menu, then select this checkbox.

Individual Program Access

Program-ID 1-10 Use these fields to specify certain screens to which the employee can access. This is useful when you don’t want the employee to have access to all the options found under a Menu. For instance, if you want an employee to be able to access the “Calculate Universal % Pay Increase” screen, but you don’t want them to be able to “Apply Universal % Pay Increase” – then instead of giving them Access Level rights to the “Organization” menu, simply enter the Program-ID of the “Calculate Universal % Pay Increase” into one of these Program-ID fields.

Note: For a full list of Program-ID’s see Appendix B.


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Supervisor Numbers

Supv 1-5 Specify one or more Supervisor Number(s) to limit which employees this user can see when they log into the MSI-Human Resources. When this user logs in, they will only be able to see the employees who work for the designated supervisor(s), but not the supervisors themselves nor anyone who works for an unspecified supervisor. If no supervisors are input then the user will have access to all employees when they log into the HR system. As an example, let’s say that Joe, Brad, Tom, and George all work for Diane. If Joe’s HR Password setup has Diane listed as a Supervisor Number, then when Joe logs into the MSI-HR system, he will be able to see everyone who has Diane as a supervisor (Joe, Brad, Tom, and George), but he will not be able to see Diane’s detail, nor anyone else’s.

Note: If an employee’s password for the HR System does not contain any Supervisor Numbers, then that employee will be able to see all employees in via the HR System.

Relief when out of office This feature is not used by the MSI-Human Resources system at this time. Prior Fiscal Year Access This feature is not used by the MSI-Human Resources system at this time.

Use this icon off the toolbar to open the MSI User Email setup screen. If this HR employee should be able to submit FMLA and Date reminder emails, then they need to have this screen filled out and the authorized box selected.


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HUMAN RESOURCES INSTALL SCREEN Currently the HR module does not have an Installation Screen. All setup configurations are input within the module itself. HUMAN RESOURCES “QUICK REFERENCE”

The MSI Human Resources System “at a Glance”

A new employee is entered in HR

Record added to HR no change to PR

Exists in PR Not in PR

Create Audit

Record

Creates a record in the PR system

Creates initial Job /Wage record in HR & updates PR

In HR, make change to an employee’s HR Job/Wage Maint.

In HR, change a group of employee’s Job/Wage records

A new HR Job/Wage record is created for the employee

Payroll is updated during the Create Hours Work File to include outstanding HR wage/job changes

Payroll updates paid benefit records and adjusts timecards during the Create Hours Work File process

In HR, add Paid Time Off Benefits for an employee

Changes are made to an existing HR employee record

Changes are applied to the employee master in Payroll

HR system records detail created in PR

Employee Record

Wage/Job Record

Insurance Record

Emergency Contacts

Transfers to PR Employee Maintenance to finish master file entries.


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Quick Reference Guide For Data Changes Between HR and PR

Situation:

1. Fields that are created in HR during the initial data conversion process. NOTE only active employees are imported to HR.

2. What fields are created in PR when new employee information is entered into the HR module?

3. When information is modified or changed in HR what fields are changed in PR?

Situation

Field Name

1.

Run “Import from Payroll System” – What fields are created in HR?

2.

Enter New Employee Info in HR – What fields are created in PR?

3.

Modification or Change in HR – What fields are changed in PR?

Employee Number Y Y N First Name Y Y Y Last Name Y Y Y

Middle Initial N Y N Address Line 1 Y Y Y Address Line 2 Y Y Y

City Y Y Y State Y Y Y Zip Y Y Y

Social Security Y Y Y Birth Date Y Y Y

Age Y N N Driver’s License N N N Marital Status Y Y N

Race Y Y Y Gender Y Y Y

Elected Official Flag Y Y Y Home Phone Y Y Y Page Number N N N

Cell Phone N N N Secondary Employer N N N

E-Mail Address N N N Hire Date Y Y Y

Effective Date Y Y Y Termination Date N Y Y

Reason for Termination N Y Y Job Class/Position Y Y Y

Dept. Y Y Y Job Status Y Y Y Supervisor N N N

Pension Code Y Y Y Add’L Depts /Supv N N N


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This icon will allow the user to exit the screen in which they are currently working, and return to the previous program or the main menu.

This icon appears in the toolbar when a printed report of the on-screen information is available to the user. Clicking on the icon brings up the user’s print dialog box.

This icon appears on the screen to the right of those fields that allow look up access to valid entries.

HUMAN RESOURCES TOOLBAR ICONS The following icons are universal to the Human Resources system, and can be found in the toolbar of all of the Human Resource screens:

Detail Manger Icons

This icon will save the information that currently displays on screen.

This icon will allow the user to enter a new record. It cancels the current changes and brings the screen back to its original appearance.

The comment screen is accessible from all the employee specific screens and allows the user to enter free form comments regarding the designated employee.

This icon provides the user with information needed to contact the MSI support staff. It also provides a form that can be printed and faxed to MSI customer support.

This icon will move the user to the Job/Wage History portion of the HR application and display the current employee’s records.

This icon will open the Date Reminder application with the current employee’s records. This icon also appears on the main menu and allows access to expired date reminders organization wide.

This icon will take the user to the employee’s insurance information.

This icon takes the user to the employee’s education/training information.

This icon takes the user to the employee’s emergency contact information.

This icon will show the user the employee’s entire paid time off history as well as a summary of available hours.

This icon will show the user additional information that has been entered but is not available on other screens.

This icon takes the user to the Detail Manager File Attachment screen. When the icon appears with the red “x” it indicates the employee does not have attachments.


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Insurance Maintenance Icon

Employee Comment Search Icon

FMLA Tracking

This icon will bring up a dependent search screen that allows the user to locate a particular person in the insurance maintenance database.

This icon takes the user to the Detail Manager File Attachment screen. When the icon appears without the red “x” it indicates the employee has attachments.

This icon will bring up a word search field to allow the user to search for a word that appears in either the summary or detail comment field.

This icon will bring up the FMLA Tracking E-Mail screen that allows users to send out an e-mail of all employees that will be returning to work to their supervisor(s) as a Reminder.

This icon takes the user to the FMLA Tracking File Attachment screen. When the icon appears with the red “x” it indicates the employee does not have attachments.

This icon takes the user to the FMLA Tracking File Attachment screen. When the icon appears without the red “x” it indicates the employee has attachments.


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0.00 HUMAN RESOURCES SYSTEM MAIN MENU This is the menu bar for the Human Resources System. You can access each option in the system from here, and all processing begins with this menu bar. The following options are available:

File This option exits processing from the Human Resources System and returns you to your desktop. Employee This option provides the user with a drop down menu of screens available to process Human Resources information related to a specific employee. The drop down options available are: Detail Manager, Job/Wage Maintenance, Date Reminder, Insurance Manager, Education/Training Manager, Emergency Contacts, Enter Paid Time Off, and Additional Information. Organization This menu provides options to either process or apply universal percentage pay increases for the entire organization. Monthly Benefit Processing is also available for those users who don’t link Paid Time off with MSI-Payroll. Inquiry This menu is used to make inquiries into employee or organization files. It allows you to view the information displayed, however no changes can be made. Both the “Employee” and “Organization” inquiry provide the user with an additional drop down menu.

Menu Bar Options


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Reports This menu contains the options that generate reports for the Human Resources System. The last two reports, Benefits Report and Voluntary Deductions Report, are Payroll reports. Maintenance Based on access rights and permissions assigned to the user for each system, this menu allows the user to enter and maintain the actual Human Resources and Payroll codes. Support This menu contains infrequently used programs typically only processed by one or two key employees. Help This section provides different methods for contacting Harris and details important program information.

When the HR system starts up, it checks to see if there are any outstanding date reminders that have expired. If so, the monthly icon will appear on the main screen. Clicking it will open the below screen which allows the user to view and modify those expired date reminders.


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1.00 EMPLOYEE MENU This menu is used to enter and process pertinent information concerning an organization’s employee(s). The following options are available:

Detail Manager This option is used to enter basic employee information such as address, phone, demographics, and personal identification numbers. Job/Wage Maintenance This option allows the user to enter and maintain historical job and wage change information. The current job/wage information is summarized at the top of this screen and at the bottom of the detail manager screen. Date Reminder This option allows the user to set up and maintain date reminders specific to each employee. These could consist of certification, employee processing, and/or information that expires after a set period of time. Insurance Manager This option allows the user to maintain separate dependent information for applicable insurance coverage in which the employee is currently enrolled. Education/Training Manager This option allows the user to maintain academic history, training records, and a record of tuition reimbursement paid to the employee. Emergency Contacts This option allows the user to enter unlimited emergency contact information for each employee, including phone numbers and comments. New Hire Checklist Use this screen to track the tasks that are necessary to complete when a new employee is hired. Enter in the employee’s name and dept, and then check off the items as they are completed.


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Disciplinary Actions Used to enter disciplinary information about employees. Enter Paid Time Off This option allows the user to enter and maintain paid time off history and summarizes current available benefits. Additional Information This option allows the user to enter additional information not available elsewhere in the system. The user definable descriptions of the fields are set up under the maintenance menu. FMLA Tracking Used to input and track FMLA details such as number of weeks gone, reason why, medical certification, beginning and ending leave date, and week to or from end date.


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1.10 DETAIL MANAGER WHAT IS DETAIL MANAGER? This is where you will maintain basic employee information such as address, phone, demographics, and personal identification numbers. Using this screen you may enter in new employees or maintain current ones. HOW DO I SET UP MY EMPLOYEES? From the Human Resources System Main Menu click Employee > Detail Manager, this will take you to the Detail Manager screen (see the example to follow). Input the appropriate information to each of the fields (descriptions of each field are outlined below). After each field is input, press tab to accept the information and proceed to the next field of entry. For a step-by-step guide on how to input new employees, refer to Appendix F at the end of this guide. Personal Info tab:

Personal Information fields: This section allows the user to enter demographic information relevant to the employee. Employee # (required field) Assign a unique code to identify each employee. Some options/reports are sorted in Employee # order.


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Note: By default only active employees who are eligible for pay will appear in the Employee Lookup

box that appears when the binocular icon is selected next to any “Employee #” field. To see all employees regardless of whether or not they will be excluded from payroll, select the “Load all Status Codes” checkbox and click on the Refresh button.

Name: First, Last, (required fields), Middle Initial Enter the employee’s first name and last name in the fields provided. Input the Middle Initial, if desired. Note that if your HR module interfaces with the MSI-Payroll system that the Payroll system doesn’t have a separate Middle Initial field. So when the employee’s information is sent over to MSI-Payroll, the Middle Initial will be combined with the first name into Payroll’s First Name field. Street, City, State, Zip Code Enter the employee’s home address in the fields provided. Note that the State field is required in the MSI-Payroll module. Social Security # (required field) Enter the employee’s Social Security Number in this field. No need to input the dashes, simply enter the number as one long string (i.e. 123456789), then when you tab from the field the system will reformat it to display correctly (i.e. 123-45-6789). Birth Date Enter the employee’s date of birth in this field. There’s no need to input dashes, simply enter the date as MMDDYY (i.e. 021469), then when you tab from the field the system will reformat it to display correctly (i.e. 02/14/1969). Age This is a system calculated field that compares the Birth Date to today’s date in order to determine how old the employee is in years. The result will display here after a valid Birth Date is entered. Driver’s License Enter the employee’s driver’s license number in this field. Marital Status (required field) Select the employee’s marital status from the available options in the drop-down field. This is a required field and is used to calculate the employee’s taxes. Race Select the employee’s ethnicity from the available options in the drop-down field. This can be used for EEOC reporting purposes. Gender Select the employee’s gender from the available options in the drop-down field. This can be used for EEOC reporting purposes. Elected Official Select the checkbox to identify this employee as an elected official. Contact Information fields: The user has the option of entering up to four phone numbers to this section. All phone number fields are automatically formatted to display appropriately on the screen with spaces, dashes and


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parenthesis. When keying in the number, simply type it in as one long string (i.e. 8664506696) and when you tab from the field the system will reformat it to appear correctly (i.e. (866) 450-6696). Home Phone Enter the employee’s home telephone number in this field. Cell Phone Enter the employee’s mobile phone number in this field. E-Mail Address Enter the employee’s email address in this field. Pager Number Enter the employee’s pager number in this field. Secondary Employer Enter the telephone number of the employee’s secondary employer in this field. Employment Information fields: Hire Date Enter the employee’s date of hire. Note this is a required field in the MSI-Payroll system as it affects the employee’s benefit accrual for both service years and anniversary date. Termination Date Input the date the employee’s employment ceases. Reason for Termination Input the reason code to specify the cause of the ceased employment. Effective Date Displays the newest date input for this employee on the Job/Wage Maintenance screen. Time of Service This is a system calculated field that compares “today’s date” to the Hire Date in order to determine how long the employee has been working for the company. The result will display here in years and months.


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Position Info tab: The purpose of this screen is to define the employee’s Pension plan, Supervisor, and alternate departments/supervisors for which they work.

Job Class/Position The description of the Job Class Code defined on this employee’s HR Job/Wage Maintenance screen will display here. Job Status The description of the Status Code defined on this employee’s Payroll Employee Maintenance screen will display here. Dept. The description of the Department Code defined on this employee’s HR Job/Wage Maintenance screen will display here. Pension (required field) Indicate the code of the pension program in which this employee participates. Supervisor (required field) Select the employee number of the person to whom this employee reports.


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Additional Departments and Supervisors Dept. Use this field to define additional departments in which this employee also works. Supervisor Use this field to define alternate supervisors to whom this employee reports when working in the alternate department. After inputting the Department and associated Supervisor, select the “Add” button to include this detail in the employee’s setup.


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1.20 JOB/WAGE MAINTENANCE WHAT IS JOB/WAGE MAINTENANCE? Use this screen to select an existing employee and add to or modify their current job position and/or wage information. HOW DO I SET UP MY EMPLOYEE’S JOB AND WAGE INFORMATION? From the Human Resources System Main Menu click Employee > Job/Wage Maintenance, this will take you to the HR Job/Wage Maintenance screen (see the example to follow).

Or, if an employee is already open in Detail Manager, use the icon at the top of that screen to access the employee’s Job/Wage Maintenance detail. Input the appropriate information to each of the fields (descriptions of each field are outlined below). After each field is input, press tab to accept the information and proceed to the next field of entry.

Current Position/Wage Section This section is a “view only” display of the current job/wage record. New Position/Wage Section This section allows the user to create a change of position or wage for an employee. All fields are required. The “Effective” date should be set to the date the change will (or has) gone into effect. Hours


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- ‘Delete’ button enables you to delete a history record.

type defaults to ‘REG’ for regular pay, but may be changed for additional pay types. Changes in wage can be made via “Hourly Rate”, “Annual Salary”, or “% Change”. In order to change the wage via “Annual Salary” or “% Change”, the “Hourly Rate” field must be blank. By clicking the ‘Add’ button, the user will include the position/wage change to the employee’s record. If the entered “Effective” date is prior to today’s date, the user will be asked if the current entry is a historical record and shouldn’t affect the MSI-Payroll system. Display This section displays the job/wage history for the employee. The list box displays the history in descending order. History records with no “Payroll Updated” flag have not been applied to payroll and are able to be modified or deleted. Records with an ‘H’ in the payroll updated column were entered as historical records and cannot be modified, but they can be deleted and re-entered. Records with a ‘P’ in the payroll updated column were originally brought over during the payroll import function; they also cannot be modified, but they can be deleted. History records with a ‘Y’ in the payroll updated column were entered and applied to the payroll system; they cannot be modified or deleted. The user can double click on a history record with no “Payroll Updated” flag which will then bring that record up in the new position/wage section to be modified.

- ‘Exit’ button exits you from the Job/Wage maintenance screen.

- ‘OK’ button will save the employee information to the HR database.

- ‘Cancel’ button cancels the current modification or entry.


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1.30 DATE REMINDER WHAT IS DATE REMINDER? The date reminder screen enables the user to maintain date information that usually (but not always) expires after a set period of time. The alarm function allows the user to be notified (via the calendar icon on the main menu screen) when at least one date reminder is expired. The calendar icon takes the user to the organization wide date reminder inquiry. Those expired reminders that have the alarm turned off will not appear if the inquiry is called from the main menu, but will appear when the inquiry is called from the inquiry menu. From the Human Resources System Main Menu click on ‘Employee’ and choose “Date Reminder”. This will take you to the ‘Date Reminder Entry’ screen.

Or, from Detail Manager use the icon at the top of that screen to access the employee’s Date Reminder information.

Selection Section This section allows the user to select an existing employee to add to or modify their current date reminder information. The binocular icon allows the user to select an employee from a lookup box. If the user has entered this screen via the detail manager, the employee number and name will automatically populate.


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Entry Section This section allows the user to enter date reminder information for the designated employee including completion dates and expiration dates. It also allows the user to set an alarm for a date reminder. Those reminders that are expired are displayed with ( ) around the expired date. Expiration dates are automatically calculated based on the date code set up under the maintenance menu (see sample of the Date Type Code Maintenance screen below). In the list box, those date reminders with the alarm set will show an * under the ‘Set Alarm’ column. To enter a date reminder, the user should enter the date code, or select one by using the binocular icon, and enter the completed date. The system will automatically populate the expiration date. If the user wishes to change the expiration date, they can. To set the alarm, click the ‘Set Alarm’ check box. By clicking the ‘Add’ button, the date reminder is saved. The system only allows one date reminder per date code. Date reminders may also be generated through the Education/Training Manager. Date codes that are designated as a ‘Training Code’ can be used to automatically generate date reminders for training that has been completed.


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1.40 INSURANCE MANAGER WHAT IS THE INSURANCE MANAGER? It’s used to maintain all the insurance related information for an employee including coverage, dependents, payments, and benefits. To access the screen, from the Human Resources System Main

Menu click on ‘Employee’ and choose “Insurance Manager”, or from Detail Manager use the icon at the top of that screen to access the employee’s Insurance Manager information.

Selection Section This section allows the user to select an existing employee in order to add to or modify their current insurance information. The binocular icon allows the user to select an employee from a lookup box. If the user has entered this screen via the ‘Detail Manager’, the employee number and name will automatically populate. Plan Entry Section This section allows the user to enter information regarding the employee’s insurance plan, including the insurance carrier, effective date, co-pay, and premium. The binocular icon allows the user to select an insurance code not currently set up for the employee from a lookup box. All insurance plans that are currently set up for the employee will be displayed in the insurance code drop-down box. By clicking the arrow next to the insurance code field, the drop down box will list all insurance codes currently set up for the displayed employee. After selecting a valid insurance code, the dependent and payment entry sections will populate with all related information.


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Dependent Entry Section This section allows the user to enter an employee’s dependent information for dependents that are covered under the employee’s insurance plan. This information includes demographic information, their relationship to the employee, their eligibility date, and card ID. Once the ‘Add’ button is selected, the information will appear in the list box. The list box displays dependents currently covered by the employees insurance. Double clicking an entry in the list box enables the user to modify the information listed. An entry can also be deleted by highlighting the entry in the list box and clicking the ‘Delete’ button. The ‘Full Time Student’ check box is used to designate a dependent that is eligible to be covered under the insurance because of full time student status. The ‘Medical Exam’ check box allows the user to keep track of whether a qualifying medical exam has been given to a dependent if necessary for insurance eligibility. Payment Entry Section This section allows the user to add information regarding payments that are made by the employee for insurance coverage. There is a list box that displays historical payment information. This section can also be used for COBRA insurance payments. The information can be modified by highlighting an entry in the list box and clicking on the ‘Add’ or ‘Delete’ button. Search Icon The search icon on the toolbar takes the user to a search program. This program allows the user to type in a first or last name to search through all of the dependents currently in the insurance database. The list box will display all employee records which contain the dependent named in the search criteria.


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1.50 EDUCATION/TRAINING MANAGER WHAT IS THE EDUCATION/TRAINING MANAGER? It’s used to track of formal education, certification, and training for each employee. To access the screen, from the Human Resources System Main Menu click on ‘Employee’ and choose

“Education/Training Manager”, or from Detail Manager use the icon at the top of that screen to access the employee’s Education/Training information.

Selection Section This section allows the user to select an existing employee to add to or modify their current education/training information. The binocular icon allows the user to select an employee from a lookup box. If the user has entered this screen via the ‘Detail Manager’, the employee number and name will automatically populate. Education Section Use this section to track formal education that results in the employee receiving a Degree. This section lists the start date, end date, school, degree, and graduation date. The list box displays information previously entered. Double clicking on an entry enables the user to modify previously entered information. Highlighting an entry in the list box and clicking on the ‘Remove’ button will remove that particular entry from the database.


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Training Section This section lists pertinent training information on the employee, including the date, course, and organization. Use the icon to add an established “Date Type” code which will notify you when the training certification is expired. When entering a course via the expired calendar icon , the system will calculate an expiration date based upon the setup of the Date Type code and the entered “Training Date” to notify you when the employee is due for re-certification. The list box displays information previously entered. Double clicking on an entry enables the user to modify previously entered information. Highlighting an entry in the list box and clicking the ‘Remove’ button will remove that particular entry from the database. Note: information displayed in the expired calendar icon is setup via Maintenance > HR Codes > Date Type Codes:

Any Date Type Code that’s flagged as “Training Code” will appear in the list when selecting the expired calendar icon :

Tuition Reimbursement Section This section lists tuition reimbursement information on the employee, including the date of the check, description, reimbursement check number, and amount reimbursed. The list box displays information previously entered. Double clicking on an entry enables the user to modify previously entered


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information. Highlighting an entry in the list box and clicking the ‘Remove’ button will remove that particular entry from the database. 1.60 EMERGENCY CONTACTS WHAT IS THE EMERGENCY CONTACTS MANAGER? The emergency contacts manager allows the user to keep track of emergency contact information for each employee. To access the screen, from the Human Resources System Main Menu click on

‘Employee’ and choose “Emergency Contacts”, or from Detail Manager use the icon at the top of that screen to access the employee’s Emergency Contact information.

Selection Section This section allows the user to select an existing employee to add to or modify their current emergency contact information. The binocular icon allows the user to select an employee from a lookup box. If the user has entered this screen via the ‘Detail Manager’, the employee number and name will automatically populate. Entry Section This section allows the user to enter emergency contacts, the relationship between the contact and the employee, three phone numbers, and unlimited additional information. The list box will sort the emergency contacts alphabetically. The “Emergency Information” section should be used for specific additional information such as medical, procedural, and discretionary information. The detail entered to the “Emergency Information” section can be different for each associated Contact.


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1.70 NEW HIRE CHECKLIST WHAT IS THE NEW HIRE CHECKLIST? The New Hire Checklist allows the user to keep track of the tasks they need to accomplish for a newly hired employee. The user will be able to enter in the employee’s number and department, and check off the items that have been completed. To access the screen, from the Human Resources System Main Menu click on ‘Employee’ and choose “New Hire Checklist”.

Entry Section This section allows the user to select an existing employee/department to mark off tasks as they’re completed for the new hire. The binocular icon allows the user to select an employee and department from a lookup box. Selection Section The checkboxes that display under this section are established under Maintenance > HR Codes > New Hire Checklist. Each department is setup there with the tasks required for new employees working within that department.


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1.80 DISCIPLINARY ACTIONS WHAT IS DISCIPLINARY ACTIONS? This screen is used to track what employees are disciplined for, what action is taken to correct the issue, who organized the discipline and any follow up steps. To access the screen, from the Human Resources System Main Menu click on ‘Employee’ and choose “Disciplinary Actions”.

Selection Section This section allows the user to select an existing employee to add to or modify their current disciplinary information. The binocular icon allows the user to select an employee from a lookup box. Once selected, that employee’s main Supervisor will display. Entry Section Use this section to enter the reason for the disciplinary action (harassment, fighting, inappropriate behavior, etc.), what type of action is taken to correct the issue, who conducted the disciplinary action, the date and place where the action took place. Check the “Follow Up?” box if any follow up is required and then input the date of that meeting. Check the “Probation?” box to identify if employee was put on probation due to disciplinary action taken. Use the Notes field to elaborate on the situation and/or include employee comments in response to the disciplinary action taken. Use the print button on the toolbar to print out the disciplinary actions for the current employee on the screen.


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1.90 ENTER PAID TIME OFF WHAT IS PAID TIME OFF ENTRY? Paid time off entry allows the user to input time for which the employee will be paid, but will not be working. Typically this is benefit time such as Vacation, Sick, or Personal leave. To access the screen, from the Human Resources System Main Menu click on ‘Employee’ and choose “Enter Paid Time Off”,

or from Detail Manager use the icon at the top of that screen to access the employee’s Paid Time Off information.

Selection Section This section allows the user to select an existing employee to add to or modify their current paid time off information. The binocular icon allows the user to select an employee from a lookup box. If the user has entered this screen via the detail manager, the employee number and name will automatically populate. Summary Section This section displays beginning, accrued, used, earned, and available hours alphabetically by Hours Type code. The summary is adjusted based on the detail records in the entry list box. For a more detailed explanation of the different columns in this section see the detail under Paid Time Off Inquiry. Entry Section This section allows the entry of paid time off detail. Enter the date the time is taken, the hours code the


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time is paid out under, a description of the reason for the time off and the number of hours scheduled off for that specific date. If the employee will be taking off multiple days, use the “Split Time” option (detailed below) to quickly input that information. Benefit time that was entered through Payroll (rather than through HR) will display in this section with the ‘Check Date’ on which the hours appeared. The ‘Hours Usage’ flag indicates the type of benefit hours detailed. Hours Usage Explanation A Available (Earned) Hours B Beginning Balance C Accrued Hours H Monthly Processing Record R Reversed entry via the Oops button U Used V Voided entry via the Oops button

The ‘Time Paid’ flag informs the user of the status of that paid time off record. Time Paid Explanation Blank Pending Payroll processing. H Historical Entry P Entered through Payroll Y Updated (record that originated in HR and then processed through Payroll) V Voided via the Oops button

OOPS! This button allows the user to change a record with a “Time Paid” stamp of “Y” (meaning that has already been processed through payroll). NOTE: “Oops!” does not allow you to change the number of hours already paid, only the Date, Hours Type, and/or Description. NOTE: “Oops!” does not modify any Payroll information. The hours paid and check history in Payroll will not be modified with this feature. The only way to alter paid information in Payroll is by voiding and reissuing the check. What happens if I accidentally enter 8 hours as vacation, then the eight hours go through the system and are paid, and then I realize it should have been 8 hours of sick time?

1) Double-click the eight hour vacation record that was entered incorrectly. 2) Change the Hours Type Code to sick and click “Oops!” to add the detail back to the employee’s

history. 3) The system will generate a negative hours record to reverse the original (marked with an Hours

Usage code of “R” and a Time Paid code of “V”) 4) The original entry line will be marked with a “V” for both the Hours Usage and Time Paid flags. 5) The program will also create a new record with the changes made and a Time Paid flag of “C”.


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6) The “Oops!” option will NOT modify the information in Payroll and cannot change the number of hours paid. It only reallocates the hours to a different date, type or description.

Split Time Once an entry line is added to the screen, it is possible to highlight that line and select the “Split Time” button to reallocate the “Total Hours” that were input onto multiple days. For example, if an employee wants to schedule an entire week off of work for vacation time, then input the first day of their vacation to the “Date” field, key the Hours Type code used for vacation, input any preferred Description, and then to the “Total Time” input the full 40 hours. Once that detail line is added, simply highlight it and choose the “Split Time” button. The screen that appears will begin with the “Date” input and display the next 30 days.

How are Paid Time Off hours processed for payment of benefits? During ‘Create Hours Work File’ in MSI-Payroll, any Paid Time Off entered with a “Date” equal or prior to the “Period End Date” will be included in Payroll’s work file for payment processing. A) What happens if the Paid Time Off hours are deleted from Time Card Entry?

1) The hours will remain in HR’s Paid Time Off screen with a “Time Paid” flag of “U” 2) The “Hours Used” column will remain blank 3) The next time Create Hours Work File is run, those hours will be brought in again for payment

processing.


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4) If this time should NOT be paid out, then it needs to be removed both from Payroll’s Time Card Entry and from HR’s Paid Time Off Entry.

B) What if there are no hours entered in HR Paid Time Off, but rather 24 vacation hours are keyed into Payroll’s Time Card Entry for an employee? 1) When that pay run is updated the 24 hours will appear in Paid Time Off Entry. 2) The “Hours Usage” column will have a “U” to indicate the hours were used. 3) The “Time Paid” column will have a “P” to indicate the detail came over from payroll.

C) How do I enter historical Paid Time Off information so that it does not affect the Payroll system? 1) By entering a Paid Time Off record that has a date prior to today’s date, the system will ask you

if this is a historical record (see below). Select “Yes” to set the Time Paid flag to “H”.

2) After selecting “Yes” to the Historical Entry prompt, the system will ask if the hours are “Used”

(see below). Answering “Yes” to this message will set the “Hours Usage” flag to U and will reduce the Used hours in the Summary. Answering “No” will set the “Hours Usage” to A which increases the Earned and Available hours in the Summary.

3) This record will not be transferred to the payroll system. 4) The system understands this record has being previously processed and is only there for

reference purposes. D) What happens if 40 hours (5 days @ 8hrs) are brought into PR from HR for vacation and in Time

Card Entry the vacation hours are reduced to 25 hours? 1) During the update payroll procedure, the system will mark the first three occurrences of vacation

with a “Y” flag saying they were paid. 2) The fourth occurrence since only 1 hour of the 8 will be paid, the system will change the 8 hour

record to one hour and mark the Time Paid flag as “Y”. 3) The system will then add a new record for 7 hours vacation with no Time Paid flag set. 4) The fifth record will remain untouched. 5) The next time Create Hours Work File is run, those two records will be brought back in for a

vacation record in the time card work file for 15 hours. E) What if 30 vacation hours are brought into PR from HR and during Time Card Entry the amount of

their vacation is changed to 40 hours? 1) During the update payroll procedure, the program will notice the difference and will create an

additional paid time off record for the 10 hours difference. 2) The original 30 hours will have a Time Paid flag of “Y” and the additional record will show the

“P” flag showing that it was additional hours entered through the payroll system.


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1.A0 ADDITIONAL INFORMATION WHAT IS ADDITIONAL INFORMATION? In the event that you want to track information that the MSI-Human Resources module doesn’t already prompt you for, then you may establish Additional Information fields (via the Maintenance menu) and then use those fields to input employee specific information. Enter in the employee’s number and then input the necessary details to the fields that are available on the screen. To access the screen, from the Human Resources System Main Menu click on ‘Employee’ and choose “Additional Information”, or from Detail Manager use the icon at the top of that screen to access the employee’s Additional Information screen.

Selection This section allows the user to select an existing employee to add to or modify their current additional information. The binocular icon allows the user to select an employee from a lookup box. If the user has entered this screen via the ‘Detail Manager’, the employee number and name will automatically populate. Entry The fields that display under this section are established in the Maintenance > HR Codes > Additional Information Codes screen.


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1.B0 FMLA TRACKING WHAT IS FMLA TRACKING? This program allows you to track time taken off under FMLA (Family Medical Leave Act). To access the screen, from the Human Resources System Main Menu click on ‘Employee’ and choose “FMLA Tracking”.

Selection This section allows the user to select an existing employee to add to or modify their current additional information. The binocular icon allows the user to select an employee from a lookup box. Entry Use this section to input the date the employee requests FMLA time off, the reason for their leave, the dates their leave will start and end, if there was a medical certification, and if an email was sent by the system. Un-checking the “E-Mail Sent?” box will allow the user to re-send a message to the employee’s supervisor(s), if necessary.


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This icon takes you to the FMLA Tracking Report. Choose to print a report of all employees, only one employee, all employees in up to 5 specified departments, and/or only those employees whose leave will be ending soon.

FMLA Tracking Toolbar Icons


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This icon takes the user to the FMLA Tracking File Attachment screen. When the icon appears with the red “x” it indicates the employee does not have attachments.

This icon takes the user to the FMLA Tracking File Attachment screen. When the icon appears without the red “x” it indicates the employee has attachments.


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In order to be able to send out emails, the user must be signed in with a password that has been authorized to send HR system emails. Otherwise the below message will appear:

When e-mail is sent out, the program will mark the e-mail sent field in the database so that if the program is run again, that same information will NOT appear on the e-mail. The program will make sure that the supervisors have a valid e-mail address on their employee detail record. If they do not, then the program will generate a report listing the employees that do not have their e-mail address setup. If this process is run and no email is being sent then verify that the supervisor has an email established and/or that the employee on leave has a supervisor assigned.

This icon will bring up the FMLA Tracking E-Mail screen that allows users to send out a reminder e-mail to the supervisor(s) of all employees that will be returning to work within the designated time frame. Note that the “Next Month” option looks 30 days ahead.


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2.00 ORGANIZATION MENU

This menu bar option is used to access the programs that will calculate and apply universal pay increases. There is also an option for Monthly Benefit Processing which is available when the “Link to MSI PR” checkbox is not selected in HR’s System Defaults.

CALCULATE UNIVERSAL % PAY INCREASE This program is used to setup Profiles that calculate and prepare a given pay increase for a group of employees. The group can range from one employee to all employees. Select employees in a given department, job class, or Job Class level (or any combination of the three). Choose which job status codes won’t need to be included (like terminated employees).

APPLY UNIVERSAL % PAY INCREASE Once a Universal Pay Increase Profile is finalized and ready to be applied, use this program to select the date that the increase will go into effect. Once that date is reached then the employees within the profile will automatically have their wages altered by the amount defined within that increase profile.

MONTHLY BENEFIT PROCESSING This option is only available to user sites that have the "Link to MSIPR" flag checked, but the "Update Paid/Time off Information" flag is not checked in HR’s System Defaults. This program will update the benefit information on the employee’s anniversary date, fiscal year, or calendar year to update the HR180000 and HR1800001 data files.

2.10 CALCULATE UNIVERSAL % PAY INCREASE Calculate Universal % Pay Increase allows the user to calculate a percentage or dollar amount wage increase company wide, by department, or by position. To access the screen, select the Organization menu from the Human Resources System Main Menu and click the ‘Calculate Universal % Pay Increase’ option. This will take you to the ‘Universal Pay Increase’ screen. To calculate a Universal Pay Increase, enter a unique numeric Profile # (up to 4 digits) and a descriptive Profile Title. This Profile # identifies this group pay increase. Then, use the Department, Job Class, and/or Level fields to define selection criteria for the employees to be included during the initial load. If there are any Status codes that should be excluded, then use the “Exclude Status(es)” option to input up to 10 codes to be omitted from the initial load. NOTE: For those user sites that utilize Job Levels to manage Hourly Rates, be careful when calculating an increase as it will affect ALL employees who share the same Job Class/Level. For instance, if you are calculating an increase for the Finance Department and there’s an employee in the Public Works department who shares the same Job Class/Level as an employee in the Finance Department, then the employee in Public Works will also see the increase on their check when the raises are applied to that Job Level. Likewise, if you have two employees in the Finance Department who share the same Level and you choose to give one of them a different increase than the other – they will both end up with the same increase when applied. The only way to insure they receive separate increases is to first put them in separate Levels via Job/Wage Maintenance.


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After selections are entered, choose either “% Pay Increase” or “$ Amount Increase” and enter the numeric amount that will increase the employee’s Hourly Rate in the box to the left of the “Initial Load” button (which will be grayed out until an amount is entered). By clicking the “Initial Load” button, the program will populate the Entry display box with all employees who fit the selected criteria and calculate their pay increase accordingly. Once loaded in, modifications to individual employees can be made as desired. Again, see the note above about Job Levels. After the Profile # is saved by clicking “OK” you can bring the Profile # back up again and click the printer icon on the toolbar to get a printed copy.

Selection Section This section allows the user to define the profile, create selection criteria, and determine the type and amount of the pay increase. After all selections have been entered, clicking on the “Initial Load” button will populate a list box with information from the current employee job/wage records. Any time “Initial Load” button is clicked, the list box will be repopulated based on the selection criteria. Entry Section This section allows the user to manipulate those employees included during the initial load. To modify a specific employee, simply double-click on them to bring them up into the entry fields above the display box. You can then alter the “New Payrate” detail for one of the 3 boxes (Hourly, Annual, or %) in order to compute a unique wage increase for that individual. Altering one of the 3 fields will compute the correct figures into the other two. Once you’re satisfied with the figures, use the “Add” button to include the changes to that employee back into this Profile #. The “Remove” button can be used to delete an employee from the list box. Simply click on the desired employee to activate the “Remove” button. If an employee is removed by accident, then re-using the “Initial Load” button will bring all removed employees back into the list. The “Recalculate” button will allow you to alter the Amount and $/% options to see what effect that has on the employees in the list. The “Recalculate” button is handy


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to use after employees have been removed since using the “Initial Load” button will not only recalculate figures based on any changes made to the amount and $/% options but will also repopulate removed employees back into the list. Every time the user clicks ‘OK’, the system will save the current revision of this profile. The revision number is displayed on the far right side of the screen above the “Add” button:

After the second revision is saved, an ‘OOPS’ button will appear next to the Profile Title. Clicking the button will prompt the below message. Clicking “Yes” on the message allows the user to view previous revision(s) of the profile.

You’ll see the revision number change and the detail in the list box revert back to what was saved under that revision. Use the prompts in the ‘Previous Revision’ message box (see below) to select whether or not to restore the displayed revision. Answer “Yes” to restore the displayed revision, select “No” to go back one more revision, or “Cancel” to clear the screen and allow the user to resume work within the most recent revision. The user must click ‘OK’ to save the displayed revision as the current revision. If the user clicks ‘OOPS’, and displays the original revision (revision #1), the ‘OOPS’ button will disappear.

Once a Profile is applied, if you try to bring it back up within the Calculate screen, the below message will appear:

If you select “Yes” then you can edit (and even delete) that profile. If you select “No” then the profile will not be able to be altered or deleted. It will only be displayed.


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2.20 APPLY UNIVERSAL % PAY INCREASE WHAT IS APPLY UNIVERSAL % PAY INCREASE? Use this screen to define when the calculated profiles created in the Calculate Universal Pay Increase screen should be applied to the employees within that profile. This function stamps the effective date on the profile record from the Calculate Universal % Pay Increase and adds the records to the job/wage history file. To access the screen, select the Organization menu from the Human Resources System Main Menu and click the ‘Apply Universal % Pay Increase’ option. This will take you to the ‘Apply Universal Pay Increase’ screen. To apply a Universal Pay Increase, enter the “Effective Date of Pay Increase” to the designated field. Then simply click on the profile you wish to apply the Effective Date towards and click ‘OK’. By applying the pay increase the system will generate individual job/wage records for each employee remaining in the selected profile. The list box will be updated with the effective date next to the profile that was applied. No further modifications can be made to this profile and it cannot be reapplied. On the toolbar, use the printer icon to generate a report. This report will itemize each pay increase by employee and notify the user if the generation of the pay increase was successful.

Selection Section This section allows the user to enter the effective date of the pay increase. After a valid date has been entered those profiles that have not yet been applied will be available to apply. Select the profile the


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user wishes to apply the date towards and click ‘OK’. The program will generate individual job/wage history records for each employee. A report is available via the toolbar that will account for all employee records generated by the ‘Apply Universal Pay Increase’.

Those wage records that were not able to be applied will show up as ‘Not Applied’ on the ‘Apply Universal Pay Increase’ report. This could happen because of a problem with the originating job/wage history record. The pay increase will only be generated if the originating job/wage history record matches the information stored in the profile for that employee. The user can delete applied revisions from this screen. Unapplied revisions can only be deleted from the ‘Create Universal Pay Increase’ screen. Once the Apply process completes, you can see the increase on the employee’s Job/Wage Maintenance screen:


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2.30 MONTHLY BENEFIT PROCESSING WHAT IS MONTHLY BENEFIT PROCESSING? Use this screen to roll benefit hours at the start of each calendar month. This process will reset the beginning balance and benefit accrual buckets based upon the employee’s accrual code setup from the MSI-Payroll system. To access the screen, select the Organization menu from the Human Resources System Main Menu and click the ‘Monthly Benefit Processing’ option. This will take you to the ‘HR Monthly Processing’ screen. The process will update the HR Benefit files and needs to be run on the first business day of each calendar month. This is only for people who aren't linking benefit processing with the MSI-Payroll system. Use this to insure that the benefits calculate correctly from year to year.


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3.00 INQUIRY MENU WHAT IS AN INQUIRY MENU? The options off this menu allow users to make inquiries into the system without being able to modify the data. Many of the same options are available off the Reports menu, but if you just need to view the detail without the need for a print out, then this is the best way to locate information within the HR system. There are two submenus of the Inquiry menu: ‘Employee’ and ‘Organization’. The ‘Employee’ submenu contains eight employee specific inquiry options, and the ‘Organization’ submenu contains two inquiries for multiple employees within the organization. Employee Inquiries

Organization Inquiries


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3.10 EMPLOYEE INQUIRY These programs allow the user to make inquiries into the information of an employee. The information is displayed, but cannot be modified in these programs. The binocular icon next to the ‘Employee’ field provides the user with a lookup box that allows the user to search the Human Resources database for an employee. 3.11 DETAIL INQUIRY This option allows the user to view the information entered via Detail Manager. It contains basic employee information such as address, phone numbers, demographics, and personal identification numbers. The information is displayed, but cannot be modified from the inquiry screen. From the unique icons on the toolbar the user can inquire about other information for the currently selected employee. A description of the toolbar icons is included in section 1.10 about the Detail Manager Entry screen. NOTE: There is a control in Support > System Defaults that allows for this screen to limit what is

shown. When the check box for “Do NOT show personal info in Detail Manager Inquiry”, is selected the screen will omit such details as the Social Security #.

Inquiry screen when System Defaults’ checkbox option labeled “Do NOT show personal info in Detail Manager Inquiry” is NOT selected:


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Inquiry screen when System Defaults’ checkbox option labeled “Do NOT show personal info in Detail Manager Inquiry” IS selected:


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3.12 JOB/WAGE HISTORY This option allows the user to view the information entered via Job/Wage Maintenance. It contains details such as job class, supervisor, hourly rate, gross pay, annual salary and job/wage history. The information is displayed, but cannot be modified from the inquiry screen.

Payroll Updated column Records with no “Payroll Updated” flag were entered via HR Job/Wage Maintenance and have not been applied to payroll. Records with an ‘H’ in the payroll updated column were input into HR as historical entries that won’t affect Payroll. Records with a ‘P’ in the payroll updated column were originally brought over from MSI-Payroll during the payroll import function. Records with a ‘Y’ in the payroll updated column were entered via HR and applied to the payroll system. Display History section This section will list any job or wage changes in descending order by Effective Date. Display Hour Codes section This section will detail any Additional Hours Types defined in the MSI-Payroll system’s Pay Info tab of Employee Maintenance.


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3.13 DATE REMINDER This option allows the user to view details entered via the Date Reminder Entry screen. It includes date reminder information such as date codes, descriptions, date completed, expires/renew dates, and alarm status. The information is displayed, but cannot be modified from the inquiry screen.


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3.14 INSURANCE INQUIRY This option allows the user to view details entered via Insurance Manager. It shows the employee insurance information such as plan type, dependent information, and manual payments received. By selecting a plan type in the top list box, the dependent information and manual payments will display the information for the selected plan. The information is displayed, but cannot be modified from the inquiry screen.


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3.15 EDUCATION AND TRAINING This option allows the user to view education/training information such as education start and end dates, school, degree, graduation date, training dates, course description, training organization, tuition reimbursement description, date, check number and amount of disbursement. The information is displayed, but cannot be modified from the inquiry screen.


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3.16 EMERGENCY CONTACTS This option allows the user to view emergency contact information such as the contact’s relationship to the employee, phone numbers, and unlimited comments. The information is displayed, but cannot be modified from the inquiry screen.


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3.17 PAID TIME OFF This option allows the user to view paid time off information for an employee’s established benefit time. Select one of the Benefits under the “Summary” section to see its “Detail” display at the bottom of the screen. There’s also a printer icon on the toolbar which will let you print the detail for the selected summary line.

Beginning Represents the number of benefit hours available for use at the start of a benefit year. This figure will be input when the HR system is first implemented (either manually via “Maintain Beginning Benefit Hours” or via the Payroll Import). The number will change at the start of a new benefit year when the amount under HR’s “Available” column moves over to the “Beginning” column (thus zeroing out the “Available” column). Accrued This number will represent any benefit hours that are accumulated during a benefit year, but are not available for use until the start of the next benefit year. For a benefit accrual code that is flagged NO for “Are accrued hours immediately available?” those hours will be added to the “Accrued” column throughout the benefit year as they are earned during pay runs. In the HR system, the hours under “Accrued” will move over to “Earned” at the start of a new benefit year. Used This represents the number of benefit hours utilized during a benefit year and is zeroed out at the start of a new benefit year.


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Earned Earned hours are unique to the HR side and do not display on the MSI-Payroll System. They reflect the number of benefit hours the employee earned during a given benefit year that are immediately available for use and/or those hours that became available to them at the start of the benefit year which they’d accrued during the prior year of employment. So if there’s a benefit accrual code that is flagged YES for “Are accrued hours immediately available?” those hours will be included in the “Earned” column throughout the benefit year as they are earned during pay runs. On the Payroll side, earned hours simply go straight into “Available” bucket. But the Payroll side stores “Available” time in a data field. Whereas the HR side computes that field (rather than storing it) using the calculation of Beginning Balance – Used Hours + Earned hours = Available hours. Available This is a calculated field (meaning it’s not stored within the HR database). The total is derived using the following computation: Beginning Balance – Used Hours + Earned hours = Available hours Under the “Detail” section, the last column which is unlabeled, but is to the right of the “Available” field, is where you can see the ‘Time Paid’ indicator which denotes the status of the paid time off record. Time Paid Explanation Blank Pending Payroll processing H Historical Entry P Entered through Payroll Y Updated (record that originated in HR and then processed through Payroll) V Voided via the Oops button


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3.18 ADDITIONAL INFORMATION This inquiry allows the user to view user defined fields of information, and view employee specific information that has been entered for each user defined field. The information is displayed, but cannot be modified from the inquiry screen.


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3.20 ORGANIZATION INQUIRY The options off this menu allow the user to run an inquiry for all employees within the organization. The information is displayed, but cannot be modified in this program. 3.21 DATE REMINDER This option allows the user to view companywide date reminder information such as date codes, descriptions, date completed, expiration dates, and alarm status by employee name and employee number. The list box can be sorted by employee number, name, date reminder code, description, completed date, and expiration date by clicking the column heading at the top of the list box. All date reminders are displayed without regard to the alarm being set. If this inquiry is accessed via the icon off the main menu , only expired date reminders with the alarm set will be displayed. By highlighting a date reminder, the program gives the user the option of turning off the alarm. By double clicking a reminder, the user is taken to ‘Date Reminder Entry’ for that specific employee. Only in ‘Date Reminder Entry’ can modifications be made and the alarm turned on. The information is displayed, but cannot be modified from the inquiry screen.


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There is a report that is generated via the printer icon on the toolbar. The report can be sorted with page breaks by supervisor simply by answering ‘Yes’ to the pop-up message displayed after clicking the printer icon.

Selecting “Yes” generates these two pages:

Selecting “No” generates this one page report:


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3.22 EMPLOYEES WITH INSURANCE This option allows the user to view companywide insurance information by plan type. By clicking on the binocular icon to the right of the ‘Plan Type’ field, the user can access the PR Insurance Codes lookup box. Double clicking on a line item in the lookup box will select that plan type for the inquiry. The information displayed includes employee name, effective date, co payment, and premium. By double clicking on an employee in the list box, the program takes the user to the employee’s insurance inquiry. The information is displayed but cannot be modified from the inquiry screen.


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4.00 REPORTS MENU This menu contains the programs that print reports for the HR System. Each option allows you to generate the report in a variety of ways. A description of each report is given below.

Employee Listing Prints a list of selected employees and can include their address, phone number, job/wage information (class, level, hourly rate, gross pay, and annual salary), social security number, date of birth, gender, pension code, and/or email address. Detailed Employee Report Prints some of the same information available on the Employee Listing Report, but includes many more options like the ability to print the Insurance Information, Education and Training Information, Emergency Contacts, Paid Time Off, Comments, and/or User Defined Additional Information. Job/Wage History Report The report provides various options to give you the ability to print only the current position/wage and/or historical details. You can choose to include all employees or only specified ones or specified department or statuses. The report can also be run for specific Effective Dates. Date Report After inputting a Date Range you can choose to get a listing of Date Reminders, Hire Dates, Birth Dates, Paid Time off dates, or a dependent age report that lists dependents over a certain age limit. Benefits Report Provides a listing of benefit hours for each employee; includes the accrual rate, accrual limit, beginning hours, accrued hours, used hours, earned hours, and available hours. Voluntary Deductions Report This selection actually opens the MSI-Payroll Voluntary Deduction Report which generates a report of the voluntary deductions that have been taken from employee checks. IDES New Hire Report Prints out the new hire forms that can be sent by fax or mail to IDES (Illinois Department of Employment Security). And it will create a magnetic media file that can be submitted electronically. Disciplinary Action Report Prints details related to documented disciplinary actions. Includes the date of the action and the reason along with what action was taken, who organized the meeting, if there needs to be any follow-up and when that should take place.


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4.10 EMPLOYEE LISTING This report provides the user with a companywide employee listing based on the parameters entered. It prints a list of selected employees and will detail any of the “Options” selected.

Employees may be selected by range, status, and/or department (simply tab past all these fields to include ALL employees). The binocular icon to the right of the selection fields provides the user with a lookup box for each option. There’s also a checkbox option labeled “Print only employees that have been terminated within a certain date range” which can be used to get a listing of people terminated between two specified dates. The “Supervisors” box displays the employees to which the user has access. Only those employees under the supervisor listed in the supervisor box will appear on the report. The “Sort Order” section on the bottom left hand side of the screen provides the user with the ability to sort the report in any one of nine predefined orders. By default the report is set to sort by Employee #. The “Options” section on the bottom right hand side of the screen provides the user with the ability to select the information that will print on the report. By default the selections for “Print Address Information” and “Print Phone Numbers” are already selected.


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4.20 DETAILED EMPLOYEE REPORT This report provides the user with a detailed report for selected employees.

Employees may be selected by range, status, and/or department (simply tab past all these fields to include ALL employees). The binocular icon to the right of the selection fields provides the user with a lookup box for each option. The “Supervisors” box displays the employees to which the user has access. Only those employees under the supervisor listed in the supervisor box will appear on the report. At the bottom of the screen are ten selection options where you can define what details should be included on the report. Any combination of these options may be selected for printing.


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4.30 JOB/WAGE HISTORY REPORT The program provides various options to report on employee job and wage information.

Employees may be selected by range, status, and/or department (simply tab past all these fields to include ALL employees). The binocular icon to the right of the selection fields provides the user with a lookup box for each option. Up to five departments may be selected to be included in the report. A range of Effective Dates can also be selected, if desired. The “Supervisors” box displays the employees to which the user has access. Only those employees under the supervisor listed in the supervisor box will appear on the report. The “Sort Order” section of the screen provides the user with the option to print the report by employee number or employee name. The default selection is Employee #. The “Options” section of the screen provides the user with the option to print the current position/wage and/or the job/wage history. If ‘Print Job/Wage History’ is selected, a box is available in which the user may enter the number of previous job/wage changes they would like to see print on the report. The number of changes for job history and the effective date range are mutually exclusive. If no options are selected, the report will print Employee Number, Name, Department, Class and Level Number only.


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4.40 DATE REPORT The Date Report will provide the user with date specific information based on the selection criteria, the sort order, and the options chosen.

A range of Effective Dates that should be included on this report can be entered if desired; if not, then simply tab past this field. Employees may be selected by status and/or department (simply tab past these fields to include ALL employees). The binocular icon to the right of the selection fields provides the user with a lookup box for each option. Up to five departments may be selected to be included in the report. The “Supervisors” box displays the employees to which the user has access. Only those employees under the supervisor listed in the supervisor box will appear on the report. The “Sort Order” section of the screen provides the user with the option to print the report by employee number, employee name, or date order. The default selection is Employee #. If selecting “Print in Date Order” and checking the box to ‘Exclude Year’ (available when running the report for either hire or birth dates), the records will print in month/day order. The “Options” section of the screen provides the user with the option to print date reminders, a listing of employee hire dates or birth dates, a listing of paid time off records, or a dependent age report that lists dependents over a certain age limit. If selecting the date reminder option, the user can also limit the report to a set date reminder code. If selecting the paid time off option, the user can also limit the report to up to five paid time off codes.


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4.50 BENEFITS REPORT This program generates a list of employee benefit hours and balances. It is often printed before and after the Monthly Benefit Processing is run to monitor the effects to benefit hours. The detail can be grouped by Department. You may include employees from a specified department and/or a range of employees, and/or those with specified hour’s codes. And there’s a selection to include only active employees.

Group Employees by Department This option will sort and group the selected employees by their department number. Employees Within a Specified Department This option allows the user to include employees from one specified department. Employees Within a Specified Range This option allows selection of employees who fall in a range of specified employee numbers. Employees With Specified Benefit Hours Codes This option allows the user to enter up to 10 benefit hour codes. Only those employees who have one or more of these codes will be included on the report. Include Only Active Employees This option allows only employees who are ‘active’, as determined by their Job Status Code, to be included on the report.


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4.60 VOLUNTARY DEDUCTIONS REPORT This report lists voluntary deductions that have been taken from employee paychecks. It does not include tax, pension or insurance deductions. The report may be printed in employee number, name, or social security number order. You may include employees from a specified department and/or a range of employees, and/or those with specified voluntary deduction codes. A detailed version can be printed which lists each deduction by pay period for the employees selected in the previous variables. The report will group employees by their voluntary deduction codes and page break for new codes. The code being reported on is listed at the top of the page in the header section.


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4.70 IDES NEW HIRE REPORT This program will print out the forms that the user can send to IDES and it will create a magnetic media file. The naming structure for the file will have an “H” and then the first seven digits of the FEIN number listed in HR System Defaults (Example: H4593195). To run the report, simply enter in the employee(s) on the screen to be included. The program will only clear the list box when OK or Cancel is clicked. This is so the user can go back and add more people at a later time.

Once the process is finished the below courtesy message will display to let you know the file was created and what it is called to make it easier for you to locate in the \\MSI\CUSTOM directory.

The file layout for the magnetic media file can be found online at: https://secure.myhfs.illinois.gov/NewHireWeb/TextFileLayout.jsp

https://secure.myhfs.illinois.gov/New


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4.80 DISCIPLINARY ACTION REPORT Print this report to receive a list of various disciplinary actions that have been recorded within the HR system.

It is required to select one of the first three options, the remaining 5 are discretionary and can be run individually or by selecting multiple variations.


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5.00 MAINTENANCE MENU This menu is used to maintain the employee files, codes used within those files, and all other codes used by the HR and Payroll Systems. The options available off this menu are used to setup (add, modify, or delete) the codes necessary for the systems to run as desired. The options off the “HR Codes” menu will be solely utilized by the MSI-Human Resources system. The options off the “PR Codes” menu will be used by both the MSI-Payroll and HR systems. Therefore, changes made to those maintenance screens will have an impact on both modules. The PR codes menu options are only accessible if two conditions are met; (1) “Link to MSI PR” is selected in HR System Defaults and (2) the password used to log into the HR program also has rights to the Maintenance menu in MSI-Payroll.

The following is a description of the programs on this menu. HR Codes menu options: Date Type Codes Use to setup Date Reminder codes that can then be tracked from the Employee > Date Reminder screen. Additional Information Codes Use to setup additional fields to be tracked within the system that the program doesn’t already account for (i.e. union memberships). Once established then this information will be used on the Employee > Additional Information screen.


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New Hire Checklist For each department a different checklist can be created to insure that all the necessary actions are completed when a new employee his hired. Disciplinary Reason Codes Setup the codes that will be used to track different reasons for disciplinary actions (i.e. harassment, tardiness, inappropriate internet usage). Disciplinary Action Taken Codes Setup codes that describe what actions are taken when an employee is disciplined (i.e. suspension, verbal warning, written up). Disciplinary Location Codes Setup the codes that describe where the disciplinary action meeting takes place (i.e. conference room, manager’s office, HR office). FMLA Reason Maintenance Setup the codes that will be used to describe why an employee takes FMLA time off from work (i.e. maternity). PR Codes menu options: Employee Maintenance This is where you will maintain general employee information including the employee’s name, address, department, pay rate, elected insurance programs, benefits, additional deductions, ect. Department Codes Enter and maintain the various departments in which your staff is employed to work (i.e. Finance, Public Works, etc) via this screen. Job Class Codes Job Classes are a subset of departments. They identify the type of job an employee holds within their designated department. Each Job Class has various pay levels. The Job Class Code and the level are added to the employee’s maintenance detail in order to determine the rate of pay for each employee. This screen is also used to maintain the EEOC information utilized by the EEOC Report (for more details on the report see section 4.C0). Job Status Codes Enter and maintain various codes related to your staff’s employment status (i.e. Full Time, Seasonal, Terminated, Retired, etc). Each employee will have a status code input to their maintenance screen which (in addition to informing of their job status) determines whether or not an employee will be included or excluded from future pay runs. Hours Type Codes Enter and maintain codes that identify the type of compensation for which an employee may be paid (i.e. Regular Pay, Overtime Pay, Vacation Pay, Clothing Allowance, etc). The only code required by the system is “REG” which is used to represent Regular Pay. Benefit Codes Accrual tables for employee benefits (i.e. Vacation, Personal, etc) are maintained here.


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Pension Codes Enter and maintain codes for the various pension programs offered by your office. These codes are also used to determine whether or not employees who participate in them will pay FICA and Medicare. It is that reason that a code of “NP” for No Pension is also setup to be added to an employee’s maintenance screen when they have opted out of a pension program. Such a code is setup to include FICA and Medicare so that both of those deductions are properly taken from such employee’s paychecks. Insurance Codes Enter and maintain codes for the various insurance programs offered by your office. There is a limit of three insurance codes that can be added to each employee’s maintenance screen. Additional codes may be setup as Voluntary Deduction Codes. The benefit of using Insurance Codes over using Voluntary Deduction codes is that the system will post the employer’s expense to the MSI-General Ledger. Voluntary Deduction Codes only deduct the employee’s contribution from their paycheck and posts it to the liability account in the MSI-General Ledger. Termination Codes Reasons for an employee’s termination are maintained here.


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5.10 HR CODES Human Resource codes are those codes that affect only the Human Resource system. 5.11 DATE TYPE CODES Date Type Codes are used for date reminders. The interval is used to calculate the expiration date of a date reminder based on ‘x’ number of months after the completed date. The ‘Training Code’ is used in the Education/Training Manager screen to allow a training course associated with a date reminder to automatically update the date reminder for the associated code, thus a reminder that the course must be completed to retain or re-obtain certification.


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5.12 ADDITIONAL INFORMATION CODES The ‘Additional Information Codes’ screen allows the user to setup and maintain user defined fields that will be available for use in the ‘Additional Information’ screen found off the Employee menu. Only those fields that have a check in the ‘Show’ column will be displayed on the ‘Additional Information’ screen. The ‘Title of field’ is limited to 20 characters per title. The ‘Type’ column allows for automatic formatting in either a date (MM/DD/YYYY) or dollar amount format.

With the above setup, here is how the Additional Information screen will look when accessed off the Employee menu:


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5.13 NEW HIRE CHECKLIST The New Hire Field Maintenance screen allows the user to setup and maintain user defined fields that will be available for use in the “New Hire Checklist” screen found off the Employee menu. Checklists are setup for each separate department.

With the above setup, here is how the New Hire Checklist screen will look when accessed off the Employee menu:


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5.14 DISCIPLINARY REASON CODES Establish the codes that will be used to record the reasons for disciplinary actions on this screen.


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5.15 DISCIPLINARY ACTION TAKEN CODES On this screen, establish the codes that will be used to record what action was taken when an employee has being disciplined.


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5.16 DISCIPLINARY LOCATION CODES On this screen, establish the codes that will be used to record where the disciplinary meeting was held.


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5.17 FMLA REASON MAINTENANCE On this screen, establish the codes that will be used to record why an employee is taking FMLA.


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5.20 PR CODES Payroll codes are used both for the Payroll and Human Resources systems. Some of the fields for each code may be specific to either the Payroll or Human Resources system. Changes made to a code have a direct affect on both systems. Exercise caution when making changes to Payroll codes. The PR codes menu options are only accessible if two conditions are met; (1) “Link to MSI PR” is selected in HR System Defaults and (2) the password used to log into the HR program also has rights to the Maintenance menu in MSI-Payroll. 5.21 EMPLOYEE MAINTENANCE This is where you will maintain the Payroll System’s general employee information including the employee’s name, address, department, pay rate, elected insurance programs, benefits, additional deductions, etc. It is similar to the HR Detail Manager screen and all of the functions in the Payroll system utilize this program. Input each of the fields (descriptions of each field are outlined below). After each field is input, press tab to accept the information and proceed to the next field of entry.

Will save your entries once all required fields are completed.

Will clear the screen and allow re-entry.

Will delete the existing employee from the database. This option is not available if the employee has year to date information.

Will exit the screen. Note that selecting this icon does not save your entries, it just closes the screen. Always click “OK” to save your entries prior to exiting in order to avoid data loss.

When you are in a field with an available lookup box, this icon can be selected from the toolbar to open the lookup box.

Will prints a listing of all employees who are signed up for Direct Deposit (see a sample of the “Direct Deposit Account Report” this generates in Appendix A).

Will open the Employee Comments screen. For more detail see the Comments section below.

Will open an eSupport Request window. Select “Connect” and a web browser will open up to https://support.harriscomputer.com/ so that you may log a new support call.

Will save your entries once all required fields are completed.

Will clear the screen and allow re-entry.

Will delete the existing employee from the database. This option is not available if the employee has year to date information.

Will exit the screen. Note that selecting this icon does not save your entries, it just closes the screen. Always click “OK” to save your entries prior to exiting in order to avoid data loss.

https://support.harriscomputer.com/


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Personal Info tab:

Personal Information fields: Employee # (required field) Assign a unique code to identify each employee. Some options are run in Employee # order. The mask used here is setup in the Payroll Installation program. Note: By default only active employees who are eligible for pay will appear in the Employee Lookup

box that appears when the binocular icon is selected next to any “Employee #” field. To see all employees regardless of whether or not they will be excluded from payroll, select the “Load all Status Codes” checkbox and click on the Refresh button.

Name: First, Last (required fields) Enter the employee’s first name and last name in the fields provided. Street, City, State (required field), Zip Code Enter the employee’s home address in the fields provided. Note that the State field is required.


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Telephone # Enter the employee’s telephone number in this field. Social Security # (required field) Enter the employee’s Social Security Number in this field. If the number you input already exists in the system on another Employee ID, the system will prompt you with a warning. Birth Date Enter the employee’s date of birth in this field. Sex Enter the employee’s gender in this field, which can be used for EEOC reporting purposes. Select “M” for male or “F” for female. Race Enter the employee’s race in this field, which can be used for EEOC reporting purposes. W – White, Non Hispanic B – Black H – Hispanic I – Asian or Pacific Islander A – American Indian Marital Status (required field) Enter the employee’s marital status in this field. This is a required field and is used to calculate the employee’s taxes. Select “M” for Married, “D” for Divorced, or “S” for Single. Elected Official Selecting Yes to identify this employee as an elected official will omit him/her from the State Unemployment Report and the EEOC Report. Hire Date (required field) Enter the employee’s date of hire. This is a required field that affects the employee’s benefit accrual for both service years and anniversary date. Level date Update this field whenever the employee’s Job Class Level changes to make note of the date of the pay rate change. Status Date Update this field whenever the employee’s Job Status changes to make note of the date the change took effect (i.e. date of termination). Termination Date Input the date the employee ceases employment. Reason for Termination Input the reason code to specify the cause of the ceased employment. Emergency Information fields: Contact Name Enter the name of the person who should be contacted in case this employee encounters an emergency. Relationship Enter the emergency contact’s relationship to your employee.


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Telephone Enter the phone number at which the emergency contact can be reached. Location Enter the location of the emergency contact. This can indicate such detail as the type of telephone number (i.e. home, cell, work, etc.), or their street address, or the city/state in which they reside. Employment Information fields: Department (required field) Indicate the code of the department where the employee works. Status (required field) Indicate the code of the current status of employment (i.e. ”FT” for Full Time, “T” for Terminated). Pension (required field) Indicate the code of the pension program in which this employee participates.


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Pay Info tab: The purpose of this screen is to define the employee’s rate of pay. When a new Pay Cycle begins, this detail is imported for ease of Time Card Entry. Previously the only way to define an employee’s pay rate was via Job Levels established in the Job Class codes. Now, you have the option to establish the Pay Rate directly on this screen by selecting the “Do Not Use Job Levels” flag found in Payroll System Defaults off the Payroll Support menu. Depending on how that flag is set will determine how this screen will appear. Either you’ll see it where the Pay Rate is grayed out and the Job Level is active (when that flag is not set), or you’ll see it (as shown below) where the Job Level is grayed out and the Pay Rate is active (when that flag is set).

Job Class (required field) Job Classes are a subset of departments. They identify the type of job an employee holds within their designated department. Job Level (required field) If this field is grayed out, then skip it and proceed to the next field. If this field is not grayed out, then you must specify the number of the level within the Job Class that represents the employee’s current earnings rate. In this case, the Job Class code and the Job level will establish the Pay Rate for the employee.


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Method (required field) From the drop-down box, select the associated code that designates when (i.e. weekly, monthly, etc.) and how (hourly or salary) the employee will be paid. The system utilizes this detail when you go to start a new pay run (by creating the hours work file off the Cycle menu) by selecting the option of which employees to include in the run. This is also used to determine tax deductions and the accrual of benefit hours as it lets the system know how many checks the employee stands to receive during a given year. The available options are described in the below data table.

BH – Bi-weekly – Hourly BS – Bi-weekly – Salary MH –Monthly – Hourly MS – Monthly – Salary QH – Quarterly - Hourly QS – Quarterly – Salary

SH – Semi-monthly – Hourly SS – Semi-monthly – Salary

WH – Weekly – Hourly WS – Weekly – Salary

Base Hours The number of regular hours for which an employee will typically be paid for each pay run is maintained here. This field combined with the Pay Rate will determine the employee’s gross pay. Pay Rate If this field is grayed out, then skip it and proceed to the next field. In this case it is simply a display of the employee’s hourly rate based on the Job Class and Job Level previously established. If this field is not grayed out, then specify the hourly rate to be paid to this employee. Gross Pay This is a display field and is determined by the employee’s Pay Rate multiplied by their Base Hours. Additional Pay Types fields This section is used to define additional earnings other than the regular hours established above. If any additional pay types are entered, they will be added to this employee’s check for each run where the Create Hours Work file includes this employee and can be edited (if needed) within Time Card Entry. Additional Pay Types are typically used for one of two reasons, either an employee performs more than one job and receives a different rate of pay for each type of work completed and/or the employee performs different jobs that need to be tracked under different G/L account numbers. Pay Code Specify the hour’s type code for the additional pay this employee is to receive. Frequency Defines how often the employee is eligible to receive the additional pay. The available options are described in the below data table.

1 – First pay period only 2 – Second pay period only 3 – Third pay period only

4 – Fourth pay period only 5 – Fifth pay period only

A – All pay periods


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B – Both first and second pay periods Rate Enter the hourly rate the employee will be paid for the additional pay. Hours Enter the number of hours for which the employee will be paid. G/L Account Number Enter the general ledger account number that the additional pay type should post to. If no account number is entered, the program will determine the general ledger account(s) to use from the payroll distribution accounts. Benefit Info tab: Codes added to this screen will display in alphabetical order by the Benefit Hours Code, but when this detail is printed on the Benefit Hours Report, the codes will be listed in the order they are entered. You may enter up to 5 Benefit Hours Codes.

Benefit Hours Code Designate the Hours Type code that defines the benefit that the employee is eligible for (such as sick or vacation time).


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Accrual Code Designate the Benefit Accrual Code that will determine the employee’s accrual rate based on the specified table. Ben. Year This is a display field and is based on the employee’s hire date. NOTE: If this field is blank, then check your Benefit Accrual Code. It will be missing the “Accrual

Based On” detail.

Accrual Rate Displays the number of hours that this employee will accrue for this benefit for each pay check they receive. This number is based on the Benefit Accrual Code selected and the Method of Pay established under the Pay Info tab. Accrual Limit Displays the predefined limit for the benefit accrual as setup in the Benefit Accrual Code for the employee’s benefit year Accrued When adding a new code (or modifying an existing code), this display will be zero since the employee has yet to accrue any hours towards this benefit. If you double-click on an existing code then it will display the hours this employee has accrued towards this benefit. Used When adding a new code (or modifying an existing code), this display will be zero since the employee has yet to use any time associated with this benefit. If you double-click on an existing code then it will display the benefit year-to-date hours used. Available When adding a new code (or modifying an existing code), this display will be zero since the employee has yet to earn any available time towards this benefit. If you double-click on an existing code then it will display the current benefit hours this employee has available to use.


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Ins. Info tab: You may enter up to 3 Insurance Codes for each employee. If more are required, then set them up as Voluntary Deductions. The benefit of using Insurance Codes over Voluntary Deduction Codes is that Insurance Codes will expense the employer’s portion to the MSI-General Ledger. Voluntary Deduction codes only deduct the employee’s portion from their check and posts that amount to the associated Liability account in the MSI-General Ledger.

Insurance Code Enter the insurance plan code(s) that apply to this employee. Description This field will populate based on the insurance code entered in the previous field. Start Date Enter the date this employee becomes eligible to use the plan; the system will not make deductions from that plan until that date is reached.


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Tax Info tab: Use this tab to establish the employee’s State and Federal withholdings. The Medicare and FICA withholdings are determined by the Pension Code to which this employee is setup to contribute.

State (required field) Enter the postal state code in which this employee resides (i.e. “IL”, “WI”, or “MN”). Exemptions Number of exemption(s) this employee is claiming. Enter the State exemptions in the designated row and the Federal exemptions in that row. Local Tax 1? Local taxes are not currently utilized in the MSI-Payroll system. Local Tax 2? Local taxes are not currently utilized in the MSI-Payroll system. Add/Override Standard Tables fields Amount Entering an amount here will alter the standard tax calculations that are made for this employee. The figure you enter will be used in conjunction with the “Add (Y/N)” and “($/%)” fields.


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Add (Y/N)? If you select “Y”, then the figure entered into the “Amount” field will be added to the standard tax calculation as an additional deduction. If you select “N”, then the figure entered into the “Amount” field will be used instead of the standard tax calculation. ($/%) If you enter a “$”, then the figure entered into the “Amount” field will be treated as a dollar amount. If you enter a “%” then the figure entered into the “Amount” field will be treated as a percentage. GL Distribution tab:

G/L Account Number (required field) This set up determines how to distribute the employee’s pay to the general ledger. Description The description of the MSI-G/L account number entered in the previous field. Percentage (required field) Enter what percentage of the salary expense is distributed to this account. The total of all values entered must equal 100%.


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Direct Deposit tab:

Primary Direct Deposit Information fields Bank Code Enter the code that identifies the employee’s bank where the check will be directly deposited. Account Number Enter the employee’s bank account number into which the check will be directly deposited. C/S Enter “C” for checking or “S” for savings. Deduction Code Enter the Voluntary deduction code that will be used to track this direct deposit. Additional Direct Deposit Information fields If the employee wants their paycheck directly deposited to more than one bank account (i.e. $50 to savings account and remainder to checking), then utilize these fields to specify the other banks and accounts to which earnings will be deposited.


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Vol. Deductions tab: You may enter up to 99 Voluntary Deduction Codes for each employee.

Code Enter the code that defines the deduction this employee wants withheld from their paycheck. Description This field will populate based on the voluntary deduction code entered in the previous field. Frequency Defines how often the deduction will be withheld from the employee’s paycheck.



A – All pay periods B – Both first and second pay periods

I – Inactive deduction, will no longer be withheld Amount Enter the amount to be deducted.


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$ / % Enter “$” to indicate that the “Amount” is a flat amount or “%” to indicate it’s a percentage of net pay. Limit (C/T) Enter the limit or maximum amount (if applicable) to be deducted (use 0.000 if this deduction has no limit). Once the amount is reached, no further deductions will occur. If there is a dollar amount in the “Limit” field and it has a “C” after it, then it is a calendar deduction. This means that during the calendar year (January to December) this employee will not be deducted for more than the limit amount and that the deductions will begin again when the next calendar year commences (even if the limit was reached during the prior calendar year). Total deductions are those “Limit” amounts with a “T” after them. This means that when the dollar limit is reached, that this deduction will cease to withdraw from the employee’s pay checks – even once the new calendar year begins. YTD Amt This is a display of the total amount deducted for the current calendar year. Comments icon:

Employee Comments are viewed and input via the Comment icon on the tool bar .

Entry Date - This field will default to today’s date. It may be overwritten.


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Initials - Enter your initials. Summary Description - Key in a brief description of the comments you’ll enter in the “Detail Comments” area. Type – Select “EMP PR” to input comments that will be visible in the Payroll module only, select “EMP HR” to input comments that should also be available via Human Resources Detail Manager. Detail Comments - This is a free form field where you may enter in detailed comments.

Adds your comments to the display in the center of the screen.

Removes a comment from the display. Note: To view a previously entered comment, simply highlight the summary line within the display in

the screen’s center to view the detail comments in the field at the bottom of the screen.

Use the Printer icon to print a list of all comments entered for the displayed employee.


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5.22 DEPARTMENT CODES This program is used to define the codes that describe the different departments in which the staff is employed. These descriptions are used to identify the departments on reports and within the system. The following fields are used.

Department Code The code that identifies the department is entered in this field. It is highly recommended that you use 3 digit codes in order for all features within the system to run properly. PLEASE NOTE: (Illinois users only) If your department codes are not 3 digits long, then the State Retirement Report (run from the Payroll system) will not process your magnetic media when you check the “Summarize by Department” option. Description A description for the department is entered here. Federal ID Number Use this field only when employees who are part of this department will participate in pensions that require their own FEIN number.


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5.23 JOB CLASS CODES If the flag in Payroll System Defaults is not set to “Do Not Use Job Levels”, then these codes are used to setup and maintain scaled pay rates by levels that will be assigned to employees. Otherwise the codes simply identify EEOC information that prints on the Federal EEOC report available in the Payroll module.

Class Code 1-3 digit alpha-numeric code that will identify the job class Class Description Description of the 1-3 digit code Pay Level These fields are used to define up to 10 pay levels for each job class established. Rate (4) The associated pay rates for each level are entered here. Comments These fields can be used to enter comments for each of the pay levels defined, such as names, ranks, or positions.


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EEOC Category This field is used to define the EEOC job category code under which the employees assigned to this job class are categorized. The EEOC categories are a broad job definition that defines the area of work that the employee is involved in. One of the following codes may be used. OA - Officials / Administration PR - Professionals TE - Technicians PS - Protective Services PP - Para-Professionals AS - Administrative Support SC - Skilled Craft SM - Service / Maintenance EEOC Function This field is used to define the EEOC job function code under which the employees assigned to this job class are categorized. The EEOC functions are more specific definitions of the employee’s actual function within their assigned job category. One of the following codes may be used. 01 - Financial Administration / General Control 02 - Streets and Highways 03 - Public Welfare 04 - Police Protection 05 - Fire Protection 06 - Natural Resources / Parks and Recreation 07 - Hospitals and Sanatoriums 08 - Health 09 - Housing 10 - Community Development 11 - Corrections 12 - Utilities and Transportation 13 - Sanitation and Sewage 14 - Employment Security 15 - Other


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5.24 JOB STATUS CODES This program is used to define employment statuses that represent the current standing of your employees (i.e. Full Time, Part Time, Retired, etc). In addition to identifying the employee’s status, these codes also determine whether and employee is active or not. For instance, the Benefit Report has an option to only include Active Employees. If an employee’s Job Status is not marked to “Exclude from Payroll”, then the employee is considered active and would be included on that report.

Job Status Code 1-3 digit alpha-numeric code that will identify the job status Note: To meet the requirements of the Social Security Administration, deceased employees must be

indicated on their W-2 forms. A code should be created in this program and entered in the master files of the deceased employees when necessary. This code is then used during W-2 form printing.

Description Description of the 1-3 digit code Exclude From Payroll? If employees with this status are not to be included in any future payroll runs, select this checkbox. If this code will indicate an active employee who is eligible for pay, then leave the box unselected.


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5.25 HOURS TYPE CODE This program is used to define codes that represent the various kinds of work that an employee can be paid for (including regular hours paid as salary, overtime hours, all benefit hours, etc). Note: The only code that is required in the system is ‘REG’ for regular hours. The system will

default to this code during the creation of the payroll work file and it does not follow the same rules as other codes. For instance, any “Rate/Amount” entered under ‘REG’ will not override the employee’s default pay rate.

Hours Type 1-3 digit alpha-numeric code that will identify the type of hours entered against this code. Hours Description Description of the 1-3 digit code that will appear on reports, checks, and programs in which the hours type is involved. Rate/Amount If there is a fixed rate or amount for which this hours type is paid, it can be entered in this field. Whenever this code is used during a payroll, this figure will be the applicable pay rate – meaning it will override the employee’s default pay rate for the line item. It is used in conjunction with the “Multiplier?” field discussed below.


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G/L Account Number Wages paid via the “REG” code will distribute to the MSI-General Ledger based upon the employee’s GL Distribution. For other wage codes, if the expense should hit one specific GL Account, then enter the number of the MSI-General Ledger account to which the expense for these earnings should be debited. This number is used ONLY when there is no override setup on the employee’s Maintenance screen (as an Add’l Pay Type) and no override entered through Time Card Entry. The system will default to this account when building the general ledger distribution unless indicated otherwise in another program (like Employee Maintenance or Time Card Entry). Substitution Account # Wages paid via the “REG” code will distribute to the MSI-General Ledger based upon the employee’s GL Distribution. For other wage codes, if the expense should post based upon the employee’s GL Distribution, with the exception of a component (fund, department, class, subclass, or object), then input that substitution here. Meaning, if ++-++-++-5150 is input as the Substitution Account #, then the wages paid out for this Hours Code will debit the 5150 account(s) related to the employee’s GL Distribution setup. So if the employee is setup to have 20% of their wage post to 01-01-22-1236 and 80% of their wage posts to 02-01-22-1236 – then earnings from this Hours Code will post 20% to 01-01-22-5150 and the 80% to 02-01-22-5150. NOTE: If the wages paid out for the Hours Type Code should post based upon the employee’s GL Distribution, then do not input anything to the “G/L Account Number” or “Substitution Account #” fields. Then as long as the Hours Type Code isn’t added to the employee as an Add’l Pay Type with a specific GL Account AND the Hours Type is not input to Time Card Entry with a specific GL Account, the wage will post based upon the employee’s GL Distribution. NOTE: If both a G/L Account Number AND a Substitution Account # are input to an Hours Type Code, the system will ignore the G/L Account Number and post based upon the Substitution Account #. Multiplier? When set to “Yes” the figure entered into the “Rate/Amount” field will be treated as a rate. When set to “No” the figure entered into the “Rate/Amount” field will be treated as an amount. The difference between rate and amount is that rates multiply by the employee’s normal pay rate to determine the amount, whereas amounts are simply dollar amounts. An example of a rate would be overtime paid as double time. In this case, “2” would be entered into the “Rate/Amount” field and “Yes" would be selected for this field. Any time this code is used as the hours type, the employee will receive two times their normal pay for the hours worked. Defer Federal Tax? If “Yes” is selected, the specific Hours Type code will defer Federal Taxes. Defer State Tax? If “Yes” is selected, the specific Hours Type code will defer State Taxes. Defer Local 1 Tax? If “Yes” is selected, the specific Hours Type code will defer Local 1 Taxes. Exclude From Hours Report? If “Yes” is selected, then the system will treat any wages earned under this Hours Type as “non-labor” hours. Therefore this Hours Code’s detail will not be included on the YTD Hours Report when the option to “Filter out non-labor hours codes” is set to “Yes”. Nor will the hours and wages paid via this Hours Type code be included on Wisconsin’s retirement reporting. It’s also used when running the State Unemployment Report for Minnesota.


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Defer Local 2 Tax? If “Yes” is selected, the specific Hours Type code will defer Local 2 Taxes. Defer FICA and Medicare? If “Yes” is selected, the specific Hours Type code will defer both FICA and Medicare. Benefit Type Hours Code This option is only available to MSI-Human Resources users. The field will be grayed out when this screen is accessed via the MSI-Payroll System. To un-gray the field, the screen must be accessed from within the MSI-Human Resources application (see below). Marking the Hours Code as a Benefit Type will track the hours paid out via this code in the HR system as benefit pay to allow the HR system to track when benefits are earned and used. It will also allow the time off to be entered into the HR system’s Paid Time Off screen so that the hours can be imported into MSI-Payroll and paid out as a benefit. Any hours keyed into HR Paid Time Off Entry will be subtracted from “REG” hours when imported into the MSI-Payroll hours workfile. When pay rate is zeros, process as USED. This option is only available to MSI-Human Resources users. The field will be grayed out when this screen is accessed via the MSI-Payroll System. To un-gray the field, the screen must be accessed from within the MSI-Human Resources application and the option for “Benefit Type Hours Code” must be selected. By selecting the “When pay rate is zeros…” option, that sets the system to track any hours input via Time Card Entry with $0 pay rate as USED in the HR module. If this option is not selected, then benefit time entered in Time Card Entry with $0 pay rate will be tracked in the HR module as EARNED.

Add to Base Rate If this is selected, then the figure entered into the “Rate/Amount” field will be added to the employee’s base pay rate. For this option to be selected then the “Multiplier?” field needs to be set to “No”. Subtract from Base Hours By selecting this flag the hours entered against this code in Time Card Entry will reduce the number of REG hours for which the employee is being paid. This is a useful to flag to set for benefit hours (i.e. Vacation or Sick hours) so that the payroll clerk does not need to manually reduce the regular hours. Note: If you do not see the options for “Add to Base Rate” or “Subtract from Base Hours”, then

contact support and ask that they activate the Remote Time Card Access flag in the Payroll Installation program.

Exclude wages on pension report This checkbox is only available for Wisconsin users. If selected, then the wages paid via this Hours Code will be excluded from the Pension Report. Also, when running the Create WRS Work File


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program, if this flag is selected, then the WRS Work File will multiply the hours by the pay rate, and subtract that amount from the Calendar YTD Gross Pay. NOTE that this does not Exclude Pension from calculating on the wages paid via this Hours Code. It will simply effect the reporting of the wages on the Pension Report and in the WRS Work File. The Pension Code setup itself is what determines which wages will be included when calculating Pension contributions. 5.26 BENEFIT ACCRUAL CODES This is where you will define and control how various benefits (i.e. sick time, vacation time, personal time) are accumulated and made available for use. There are many factors that affect how benefit hours can be processed within the system. For detailed instructions on Benefit Hour Processing, please refer to the Appendix at the end of this guide. The first tab identifies how the benefit code will accumulate and rollover the earned time. The second tab controls how many hours will accrue each year, based on the benefit year of each employee. This detail is then used to process benefits during Monthly Processing (see Section 2.10 above). Each variation of any benefit that will be processed will need to have a separate table created here. For example, if some employees get 40 hours of vacation their first year, while others get 45 hours their first year, there will be at least two benefit accrual codes for vacation.

Code Information tab: Accrual Enter in a code and description here.


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Accrual Based on: Whatever option is selected here will determine what “month” the benefit accrual table is based on, which, in turn, defines when the benefit table “year” begins. There are four available options:

(A)nniversary - This selection indicates that the benefit accrual table is based on the employee’s anniversary date. The employee’s anniversary date is determined by the date entered as the “Hire Date” on the Personal Info tab of the Employee Maintenance screen. The table will be based on the month of the hire date.

(C)alendar - This selection indicates that the benefit accrual table is based on January of each year.

(F)iscal year- This selection indicates that the benefit table is based on the month in which the fiscal year begins. For example, if the fiscal year begins on May first, then the benefit accrual table will be based on the month of May.

(M)onth- This selection indicates that the benefit table is based on a user entered month. When (M)onth is selected, the screen will prompt with an additional field labeled “Accrual Begin Month” (see below). If “08” is then entered, the table will be based on the month of August.

Maximum # of hours allowed to rollover: If the benefit being established will allow for unused, available hours to rollover to the new benefit year, then use this field to define how many hours can rollover. If no hours can rollover, then specify “0”. Note: This field is only used of the “Rollover available benefits?” flag is set to “Yes”.

Rollover available benefits? If the benefit being established will allow for unused, available hours to rollover to the new benefit year, then select “Yes” so that those hours remain available for use by the employee (in addition to hours accrued during the prior year of employment). If you select “No”, then unused, available hours will be “lost” and cease to be available for use within the new benefit year. Are accrued hours immediately available? Answer “Yes” if hours can be used as soon as they are accrued. Answer “No”, if accrued hours cannot be immediately set to “Available”. When “No” is selected, the accrued hours will become available once the employee rolls into the new benefit year. At that time all accrued hours will become available for immediate use. Pay Period to Accrue on This drop-down menu allows you to select a number between 0 and 5. If you select “0”, then benefits will accrue each pay period. If you select “1”, then the benefits will accrue only during the first pay period of each month. Selecting “2” will accrue benefits during the second pay period, etc. For example, if an employee will accrue 40 hours of vacation during the current benefit year and during that year the employee will receive 26 regular paychecks and this field is set to “0”, then the employee will accrue 1.539 vacation hours for each paycheck. If this field is set to “1”, however, then the employee will accrue time only when they are issued a paycheck during the first Pay Period of each month. Assuming they receive 12 such paychecks, then they will accrue 3.333 hours of vacation time on the first check they are issued each month. Important Note: If you have a code setup to “0” and you want to change it to 1, 2, 3, 4, or 5, you

will not see the new accrual rate on your employees until you remove and then


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re-add this benefit to their Benefit Info tab in Employee Maintenance. By doing so, you will also have to re-input their Accrued, Used, and Available hours for that benefit via the YTD Maintenance screen off the Support menu.

# of days from hire date before accrual begins Detail entered here will only affect those employees who are in Benefit Year “1”. This is useful if your company employs a probationary period. Meaning, if new employees should not accrue benefit time for a certain number of days, then enter that number of days here. # of hours available when accrual begins Detail entered here will only affect those employees who are in Benefit Year “1”. This field works in conjunction with the one prior. Meaning, if the employee makes it through the probationary period, then the number of hours entered here will automatically be added to their available hours. # of hours accrued when accrual begins Detail entered here will only affect those employees who are in Benefit Year “1”. This field works in conjunction with “# of days from hire date before accrual begins”. Meaning, if the employee makes it through the probationary period, then the number of hours entered here will automatically be added to their accrued hours. # of days from the hire date that will qualify for an entire year/month Detail entered here will only affect those employees who are in Benefit Year “1”. Depending on the “Accrual based on” field, this field will either display as “…for an entire year” or “…for an entire month”. Use this field to specify how many days after an employee’s hire date will qualify them for having worked an entire benefit month or benefit year. This can be useful if you are hiring people towards the end of the month and don’t want someone hired on January 27th to receive an entire month’s worth of benefits when they only worked the last week of the month. However, most MSI-Payroll users will leave this field set to zero.


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Accrual Information tab: Accrual Code This field simply displays the accrual code and its definition from the Code Information tab. Accrual Year Specify the benefit year for which you will be defining the “Hours Accrued” and “Limit”. Each benefit hour table can be defined for up to 45 benefit years. Hours Accrued Determines how many benefit hours are accrued for the corresponding “Accrual Year”. It can be as high as (9999.999) for any single “Accrual Year”. Limit Use this to define the maximum number of hours that can be accrued by the employee. For example, if an employee accrues 40 hours of vacation time each year and any unused, available time is rolled over to the new benefit year, but your policy dictates that they cannot have more than 400 hours, than the limit would be entered as 400.


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5.27 PENSION CODES This program is used to define codes for the pension programs that the employees may participate in. Pension calculations are made according to the fields maintained in this program. The codes are then entered in the records of applicable employees.

Pension Code The code to identify the pension is entered here. NOTE for Illinois locations only, if you want the IMRF Wages to be listed on the Deductions Register, you’ll need to setup your IMRF pension with one of these codes: "IMR", "IMF" or an "MRF". Pension Description A description of the pension program is entered here for identification. It will appear on the reports, checks, and programs in which the pension is involved. Pension ID # The identification number assigned by the government to the employer for this pension program is entered here. This field MUST be completed in order for the information to be included in the WRS Annual Magnetic Media file. Calculate on G/B/H? This field indicates which type of pay the employee’s pension calculations are based on. This can be either their Gross pay (G), their Base hours (B) as entered in their master files, or specific Hour Types (H). If (H) is entered, the types of hours are entered in the “Calculate on Hours” field.


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Note: If you select “B”, be aware that the calculation will use the “Base Hours” entered into the

employee’s maintenance screen under the Pay Info tab. Where this can become relevant is when you may have an employee setup with 80 base hours, but pay them for only 50 hours of time. The calculation will still be based on the 80 hours, not the 50 they are being paid for.

Employment Cat. This field is only available for Wisconsin users. Enter the Employment Category code for WRS. Valid numbers are 0 - 12. Defer Federal Tax?, State Tax?, Local 1 Tax?, Local 2 Tax? If “Yes” is selected for any of these tax options then the Pension deduction will be tax deferred. Meaning that the employee’s Gross Wages will be reduced by their pension contribution BEFORE the tax amounts are calculated on the difference. Include FICA?, Medicare? If “Yes” is selected, the employee will have FICA and/or Medicare deducted from their paychecks IN ADDITION TO their pension deduction. Setting this to “No” will make the employee FICA and/or Medicare exempt. Neither the employee nor the employer will contribute FICA and/or Medicare for the wages paid out to employees who are setup with this pension code. Liability Code Once this Pension deduction is associated with a Liability Code, that Code will display here. Use this display to verify that the deduction is tied to the appropriate liability so that the deductions taken will be paid out to the correct payee. Each deduction can only be tied to one Liability Code. The bottom section is used to define deduction information for the pension program. A separate area is provided for both the EMPLOYEE and EMPLOYER to define the data for each. $/% These fields are used to indicate if the Amount of the employee and employers contributions is a dollar ($) or percentage (%) amount. Note: If the EMPLOYER Deduction is setup as a percentage, the FICA/Medicare posting will be

based upon the Hours Code. If the Employer Deduction is setup as a dollar amount (and the dollar amount is greater than $0), then the FICA/Medicare posting will be based upon the Employee GL Distribution.

For example, if an employee is setup with a GL Distribution posting 100% of their pay to Fund 80 and they are paid for an Hours Code that’s set to post to Fund 70 – the debit for FICA/Medicare will post to Fund 80 if the employer portion of the Pension Code is flagged as a dollar amount, but will post to Fund 70 if the Pension Code is flagged as a percentage.


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Amount These fields indicate what the dollar or percentage amount is for the employee and employers contribution. G/L Account Number The account numbers to which the pension deductions are posted to are entered in these fields. The employee’s contribution is normally a liability, and the employer’s is normally an expense. Calculate on Hours This section is used only if the field “Calculate on G/B/H?” is set to hours (H). Up to 99 hour types may be entered for each pension code. Once that limit is reached, you will be prompted with a message that you’ve exceeded the limit of hours codes (Message 356).

5.28 INSURANCE CODES This program is used to define codes that represent insurance programs that are available to the employees. It defines data that is used in insurance cost calculations and reporting for those employees who participate in the programs. If a flat dollar deduction is needed, it may be input in the Voluntary Deduction Code Maintenance screen. YOU DO NOT HAVE TO USE INSURANCE DEDUCTIONS, but the benefit of doing so is that these codes will post the employer’s portion to the GL whereas Voluntary Deduction codes only post the employee’s liability amounts.

Insurance Code The code that identifies the insurance program is entered here.


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Insurance Description A description of the program may be entered here. Frequency This field is used to indicate during which pay period(s) this insurance contribution is withheld.



A – All pay periods B – Both first and second pay periods

Qualifying Period The number of months that an employee must work before they qualify for the insurance program is entered here for reference purposes. Cost/Thousand This field indicates the cost per thousand dollars for the coverage provided by the insurance program for the employee. It deals with life insurance policies. Coverage Amount This field indicates the total value of coverage for this program. It is entered per thousand dollars. Ex. $100,000 in coverage would be entered as (100). Liability Code Once this Insurance deduction is associated with a Liability Code, that Code will display here. Use this display to verify that the deduction is tied to the appropriate liability so that the deductions taken will be paid out to the correct payee. Each deduction can only be tied to one Liability Code. Total Coverage Cost The yearly coverage cost of this insurance program for each employee is displayed in this field. It is automatically calculated by multiplying the Cost/Thousand by the Coverage Amount. This amount is used to determine the cost of the program for each pay period. The Total Coverage Cost is the amount to be deducted for each pay period during which the contribution is withheld. For instance, if the Total Coverage Cost is $100 and the employee’s percentage is 20% and the employer’s is 80% and the Frequency is set to “1” – then on the first pay check of each month the employee will be deducted $20 and the employer will contribute their $80. NOTE: The amount calculated for this field can be manually modified to represent an alternate cost.

Defer Federal, State, Local 1, Local 2 Tax? If “Yes” is selected, the specific Insurance code will defer the designated Taxes. Defer FICA? If “Yes” is selected, the specific Insurance code will defer Social Security Taxes. Defer Medicare? If “Yes” is selected, the specific Insurance code will defer Medicare Taxes.


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Defer Pension? If “Yes” is selected, the specific Insurance code will defer Pension deductions. Employee Percent This field indicates the percentage of the cost of the program that the employee pays. Employee G/L Account Number The general ledger account number to which the expense of this program to the employee is posted to can be entered here. This is typically a Liability account. Employer Percent This field indicates the percentage of the cost of the program for which the employee pays. Employer G/L Account Number The general ledger account number to which the expense of this program to the employer is posted to can be entered here. This is typically an expense account.


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5.29 TERMINATION CODES Establish and maintain various termination codes within this program. These codes can be applied to an employee’s HR Detail Manager and Payroll’s Employee Maintenance screens upon their departure from the company. See the appendix on how to terminate an employee for full steps on the recommended process.

Termination Code The code that identifies the reason for termination is entered here. Description A description of the termination code is entered here. The description will be visible on the Employee’s Detail Manager screen after the Termination Code is input.


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6.00 SUPPORT MENU This menu contains programs that are used less frequently than others but are important for proper functioning of the Payroll System. The following options are available.

System Defaults System Defaults (formerly Payroll Information) allows you to setup default information utilized by the HR module and also defines what aspects will link with MSI-Payroll. Import from Payroll System This is only utilized one time when the HR system is first purchased and installed. It will bring over all active Payroll employees into the HR module. Then the only setup that needs to take place after that is to assign a Supervisor to each employee and establish the HR Codes off the Maintenance Menu. Purge Employee Records Use this program to fully remove an employee from the HR database. Update Status Codes from Payroll Use this program to update the Detail Manager information to match any Job Status changes that are entered into Employee Maintenance. Update Insurance Premiums from Payroll Use this program to update the premiums in Insurance Manger to match any changes made to Insurance Code Maintenance. Maintain Beginning Benefit Hours Use this program to edit the “Beginning Balance” associated with an employee’s benefit time. Apply Benefit Hours by Department This option will add “Available” benefit hours to every employee that matches the criteria entered on the screen. The hours are saved as “historical” entries and are therefore not transferred over to the MSI-Payroll system. State of Illinois Background Checks Use this program to create the ASCII file that is sent to the State of Illinois Bureau of Identification to do background checks


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E-Mail Date Reminders Once Date Reminders are established for your employees (via Employee > Date Reminders), this program allows email reminders to be sent out to the Supervisors advising that they have employee(s) who are going to be overdue or already are overdue. Backup Data Files Use this feature to backup ALL live MSI data to a user-defined subdirectory. Note that this does not only backup the HR data, but ALL live data. 6.10 SYSTEM DEFAULTS This option allows the user to view and/or change defaults utilized by the Human Resources module. The ‘Lookup Box Limit’ is used to define how many records will initially load when the binocular icon is utilized. The lower the limit the quicker the lookup will open and be ready for searching. The “Do NOT show personal info in Detail Manager Inquiry” will limit what people will see when they select Inquiry > Employee > Detail Inquiry. Use this checkbox if you want to open up Inquiry to your employees but you don’t want them to be able to see things like social security numbers. The ‘Link to MSI PR’ checkboxes allow the user to define how the MSI-HR system will interface with the MSI-Payroll system.


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6.20 IMPORT FROM PAYROLL SYSTEM This function is performed by a Harris Computer employee during your Human Resource system installation, if the MSI-Payroll System was already being utilized. This allows information currently in the MSI-Payroll system for active employees to be brought over into the Human Resources system. After the initial import, the user should review all imported data to verify its accuracy. Programs affected by the install include ‘Detail Manager’, ‘Job/Wage History’, ‘Insurance Manager’, ‘Emergency Contacts’, and ‘Paid Time Off’.

If you accidentally select this option off the menu after it’s been processed (or after information has already been entered into the HR module) you will receive the below courtesy message:


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6.30 PURGE EMPLOYEE RECORDS This program will purge all records for an employee from the HR system. It will NOT remove any thing from the Payroll module. When the user enters the employee number, the screen will display the number of records in the database for that employee. Clicking ‘Delete’ and confirming that you wish to delete the records will generate a second column displaying the number of records actually deleted for that employee.


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6.40 UPDATE STATUS CODES FROM PAYROLL Use this program to update the employee statuses in the HR database to match any Job Status changes that are keyed via the MSI-Payroll system. This will need to be run after an employee is terminated (see the Appendix on terminating employees).


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6.50 UPDATE INSURANCE PREMIUMS FROM PAYROLL As displayed on the screen, the program updates the HR Insurance Manager with new premium amounts entered into Insurance Code Maintenance.


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6.60 MAINTAIN BEGINNING BENEFIT HOURS For user sites implementing Payroll and HR together, use this program to establish the number of Available benefit hours the employees have on hand for each of their benefits. When HR is first implemented at a site that was already using the MSI-Payroll system and the “Import from Payroll System” option is run, each employee will have a Beginning Balance for each of their benefit hours. A new “Beginning Balance” will also appear when the benefit rolls into the new benefit year. If these figures need to be altered, then you can use this screen to change the information in the HR system. NOTE: This does not affect the benefit hours in the MSI-Payroll system. The HR system uses the “Beginning Balance” to help compute how many “Available” hours an employee is eligible to utilize. The calculation is Beginning Balance – Used Hours + Earned hours = Available hours.


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6.70 APPLY BENEFIT HOURS BY DEPARTMENT The "Apply Benefit Hours for Department" program adds “Earned” hours for every employee that matches the criteria entered on the screen. The hours are saved as “historical” entries and are therefore not transferred over to the MSI-Payroll system. Once the process is complete a report is generated that details which employees are affected. “Earned” hours are unique to the HR side and do not display on the MSI-Payroll System. The HR system uses “Earned” hours to help compute how many “Available” hours an employee is eligible to utilize. The calculation is Beginning Balance – Used Hours + Earned hours = Available hours. NOTE: “Available” hours are not stored within the HR database (like they are stored on the

Payroll side). Instead the calculation shown above is utilized to determine how many hours an employee has available to use.

Benefit Hours Code Enter the Hours Type Code that will have the time applied. Benefit Accrual Code Enter the associated Benefit Accrual Code that is tied to the Hours Type Code already selected. Department Code Enter the Department that will earn the additional benefit time.


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Hours Enter the number of hours to apply towards the selected benefit. Action Date Enter the date on which this additional time should be applied. Trans. Description The description entered here is what will appear as the “Description” in Paid Time Off Entry, Inquiry, and the reports. If none is entered then the system will use the default of “APPLIED BY DEPARTMENT”. Once the process is run a report is generated that lists the employees who have extra time earned. The extra time can be immediately viewed, as shown below:


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6.80 STATE OF ILLINOIS BACKGROUND CHECKS After entering the information on this screen, the system will generate an ASCII file that can be sent to the State of Illinois Bureau of Identification to do background checks. The file will be named based upon the AIN (input on the screen) and given an extension of “F01” (Example 12345678.F01).

Agency Identification Number Number assigned by the Illinois State Police when the user agreement is completed. Transaction Type Code Code assigned by the Illinois State Police when the user agreement is completed. Transaction Application Position Codes in box will match the first two digits of the AIN. Employee This will be where the user will enter in the employee number for whom they would like to perform the background check. Name The employee’s name associated with the entered Employee Number will display in this field. Add – Click this button to add the employee to the list box to be added in the file Remove – Click this button to remove an employee from the list box to be added to the file


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When the user clicks OK, the program will generate an ASCII file that will match this layout:

Field Name Length/PIC Position (M)andatory (O)ptional Agency Identification Number(AIN)/Originating Requestor Identifier (ORI)

9 1 – 9 M

Transaction Type Code 5 10 – 14 M Transaction Applicant Position

3 15 – 17 M

Last Name 16 18 – 33 M First Name 12 34 – 45 M Middle Initial 1 46 O Date of Birth 8 47 – 54 M Sex 1 55 M Race 1 56 M Social Security Number 9 57 – 65 O File Name 11 66 - 76 O Filler 123 77-200 O

• Date of Birth will be in MMDDYYYY format • Sex will be: M = Male or F = Female • Race will be: A = Asian/Pacific Islander, B = Black, I = American Indian/Alaskan Native or W =

White. Hispanic races will be passed over as “U” for unknown since the State of Illinois does not have a code for people that are of Latino or Hispanic decent. Any employee’s who are setup in Detail Manager that do not have a Race defined will go into the file with “U” for unknown as the Race.

• Filler field not used by the Illinois State Police. This field is provided for submitting agency use.


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6.90 E-MAIL DATE REMINDERS Once Date Reminders are established for your employees (via Employee > Date Reminders), this program allows email reminders to be sent out to the Supervisors advising that they have employee(s) who are going to be overdue or already are overdue.

If you receive this message:

Then the password used to log into the HR module hasn’t been granted authorization to send HR emails:


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6.A0 BACKUP DATA FILES WHAT IS BACKUP DATA FILES? This program will take a copy of the current, live data for all of your MSI applications and save it to a specified location. HOW DO I BACKUP DATA FILES? From the Fixed Assets System Main Menu select “Support” and select Backup Data Files.

Live Data Directory Specify the location of your MSI data. For most all user sites this will be \MSI\DATA. All that tends to vary is the drive letter. So for instance, your live data may be in M:\MSI\DATA or S:\MSI\DATA. Some user sites have additional data folders, like when they own more than one GL module or Payroll module. If you want the data of one of these other folders backed up, then specify the path to the folder where that data is kept. Click the icon to open a browse window that will help you locate the folder location. Backup Directory Specify where you’d like the data to be copied to. When an MSI Software Support Analyst backs up your data it’s always saved to a new subfolder of the DATA directory that’s labeled with the day’s date in YYMMDD format. Backing up the data to a subfolder of DATA will allow must user sites to include these files on their nightly backup tapes.


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APPENDIX A – SAMPLE REPORTS FMLA TRACKING REPORT


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CALCULATE UNIVERSAL % PAY INCREASE


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APPLY UNIVERSAL % PAY INCREASE


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PAID TIME OFF INQUIRY REPORT


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INQUIRY > ORGANIZATION > DATE REMINDER

There is a report that is generated via the printer icon on the toolbar. Once selected the below question will appear:

Selecting “Yes” generates a report for each Supervisor (page breaking between):

Selecting “No” generates this one page report:


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EMPLOYEE LISTING


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DETAILED EMPLOYEE REPORT


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JOB/WAGE HISTORY REPORT


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DATE REPORT (FOR DATE REMINDERS)


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DATE REPORT (FOR HIRE DATE)


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DATE REPORT (FOR BIRTH DATE)


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DATE REPORT (FOR PAID TIME OFF)


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DATE REPORT (FOR DEPENDENT AGE)


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BENEFITS REPORT


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VOLUNTARY DEDUCTIONS REPORT (DETAILED)


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VOLUNTARY DEDUCTIONS REPORT (SUMMARIZED)


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DISCIPLINARY ACTION REPORT


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APPLY BENEFIT HOURS BY DEPARTMENT


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IDES NEW HIRE REPORT


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APPENDIX B – INDIVIDUAL FILE LISTING FOR PASSWORD SECURITY

HR000000 – Main Menu EMPLOYEE MENU

HR110000 – Detail Manager HR120000 – Job/Wage History HR130000 – Date Reminder HR140000 – Insurance Manager HR150000 – Education/Training Manager HR170000 – Emergency Contacts HR110001 – New Hire Checklist HR110002 – Disciplinary Actions HR180000 – Enter Paid Time Off HR190000 – Additional Information HR1A0000 – FMLA Tracking

ORGANIZATION MENU HR210000 – Calculate Universal % Pay Increase HR220000 – Apply Universal % Pay Increase HR230000 – Monthly Benefit Processing

INQUIRY MENU EMPLOYEE SUBMENU

HR311000 – Detail Inquiry HR312000 – Job/Wage History HR313000 – Date Reminder HR314000 – Insurance Benefits HR315000 – Education and Training HR317000 – Emergency Contacts HR318000 – Paid Time Off HR319000 – Additional Information

ORGANIZATION SUBMENU HR325000 – Date Reminder HR321000 – Employees with Insurance

REPORTS MENU HR410000 – Employee Listing HR420000 – Detailed Employee Report HR430000 – Job/Wage History Report HR440000 – Date Report HR450000 – Benefits Report PR470000 – Voluntary Deductions Report (Payroll Program) HR490000 – IDES New Hire Report HR4A0000 – Disciplinary Action Report

MAINTENANCE MENU HR CODES SUBMENU

HR500000 – Date Type Codes Maintenance HR530000 – Additional Information Codes HR540000 – New Hire Checklist HR550000 – Disciplinary Reason Codes HR560000 – Disciplinary Action Taken Codes HR570000 – Disciplinary Location Codes HR580000 – FMLA Reason Maintenance

PR CODES SUBMENU PR510000 – Employee Master Maintenance (Payroll Program)

PR520000 – Department Codes (Payroll Program)

//// available if Link to Payroll is \\\\ checked in System Defaults

//// PR Codes Submenu is \\\\ available if Link to Payroll is //// checked in System Defaults \\\\ AND //// User has rights to \\\\ Maintenance in Payroll \\\\


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PR530000 – Job Class Codes (Payroll Program) PR540000 – Job Status Codes (Payroll Program) PR550000 – Hours Type Codes (Payroll Program) PR5C0000 – Benefit Codes (Payroll Program) PR560000 – Pension Codes (Payroll Program) PR570000 – Insurance Codes (Payroll Program) PR5E0000 – Termination Codes (Payroll Program)

SUPPORT MENU HR610000 – System Defaults HR630000 – Import Payroll Records HR640000 – Purge Employee Records HR690000 – Update Status Codes from Payroll HR6A0000 – Update Insurance Premiums from Payroll HR650000 – Maintain Beginning Benefit Hours HR670000 – Apply Benefit Hours by Department HR680000 – State of Illinois Background Checks HR660000 – E-Mail Date Reminders MSIBKUP – Backup Data Files

HELP MENU HRAbout – Version


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APPENDIX C – HOW DO I ENTER EMPLOYEE COMMENTS? WHAT ARE EMPLOYEE COMMENTS? The employee comment screen enables the user to maintain multiple comments for an employee. The comment screen is entered through employee specific programs in the Human Resources system by clicking the icon off the toolbar. The comments are organized by entry date and the users initials entered at the time the comments are inputted. Each comment consists of a summary description and up to 2000 characters of detail comments. When selecting a comment in the summary list box, the detail comments for the select record will display in the detail box at the bottom of the screen.

Selection Section The selection box displays the number and name of the employee who was currently displayed on the calling program’s screen. At the end of the line is the icon that brings up a word search window in the toolbar at the top of the screen. This is a simple search that will search the comment summary and comment detail fields in the comment file for that employee for the entered word. For each record that contains the entered word, the program will list the record in the summary list box. Click on each summary record in the top box to display the detail comments in the bottom box. IMPORTANT: The word search is case sensitive, so if the user enters the search word in all caps, it will only find occurrences of that word that are in all caps in the comment fields. Clicking the ‘Cancel’ button will redisplay all the comments in the summary box.


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Entry Section This section allows the user to enter, display and modify comments. The entry date field defaults with today’s date. The user should enter the date they wish to associate with the comment to be entered. The initials field allows the user entering the comments to be identified. The comments are broken into two fields, the first being a summary description of the comments and the second being a more lengthy box for detailed comments. The detail comments box allows extra lines by pressing enter to continue on the next line. The comments are saved by either tabbing off or clicking the ‘Add’ button. By clicking the summary record, the user can view the detail comments or click remove and delete the selected comments. By double clicking the summary line, the comment is brought back up in the entry boxes and can be modified. The summary box also allows the user to sort the comment records by date, initials or summary description. By clicking on the column titles, the summary box will automatically resort by the selected field.


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APPENDIX D – HOW DO I PROCESS PAY INCREASES? WHAT ARE MY CHOICES? Pay increases can be entered individually for each employee using the Job/Wage Maintenance program under the Employee menu. It is also possible to create multiple pay increases using the Calculate and Apply Universal % Pay Increase programs under the Organization menu. This option generates individual job/wage records for each employee. The process is the same from this point on.

NOTE: For those user sites that utilize Job Levels to manage Hourly Rates, be careful when applying an increase as it will affect ALL employees who share the same Job Class/Level. For instance, if you use Job/Wage Maintenance to apply an increase to just one employee who works in the Finance Department and there’s an employee in the Public Works department who shares the same Job Class/Level as the employee in the Finance Department, then the employee in Public Works will also see the increase on their check when the raises are applied to that Job Level. Likewise, if you have two employees in the Finance Department who share the same Level and you choose to give one of them a different increase than the other – they will both end up with the same increase when applied. The only way to insure they receive separate increases is to first put them in separate Levels via Job/Wage Maintenance.

PR Create Hours Work File

HR Job/Wage Maintenance

(1 employee)

HR Universal Pay Increase (Multiple employees)

HR Apply Job/Wage Changes to Payroll

HR Apply Universal Pay Increase

Payroll Audit File

Sets “Payroll Updated”

to “Y”

PR Master Database

HR Job/ Wage

Database

Creates Timesheet with Latest Pay Rates


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AFTER THE JOB/WAGE RECORD IS CREATED, WHAT HAPPENS? The Job/Wage record should not show anything under the Payroll Updated column for the record that needs to be sent to payroll to adjust the employee’s pay/status.

When the user enters a pay increase and the effective date is prior to today, the program will pop up a message asking if this is a historical record. If this adjustment should update the current payroll records, answer ‘No”. The record will be saved and appear in the display box.


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In Payroll, when the Create Hours Work File process is run, the program looks for any Job/Wage records that have an “Effective Date” equal or prior to the “Period End Date” that also has an empty “Payroll Updated” flag.


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When the program finds Job/Wage records waiting to be loaded into Payroll that meet the date criteria, then the “Apply Job/Wage Changes to PR” screen will display a listing of those records. If for any reason you do not want to apply a change to this payroll, then highlight the employee and select the “Remote” button. The “Remove” button takes the record out of the update box, but does not delete the Job/Wage entry in HR. Therefore, any records removed will appear the next time the Create Hours Work File option is run. If all records are removed, the update program will close and the Create Hours Work File program will continue with no job or wage changes being made. Only those records remaining in the update box will be modified when “OK” is selected. Selecting “Cancel”, refresh the update box with all the original changes. “Exit” will not update any records with the changes listed.

By clicking the ‘OK’ button, the user is accepting the listed changes.


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The changes will be made in payroll and then the hours work file will be created. The hours work file will immediately reflect the changes made to the payroll system.


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In the Human Resources system, after the adjustment has been made in payroll, the Job/Wage Maintenance screen will display that the change was made. In the Payroll Updated column, there will be a ‘Y’. The ‘Y’ signifies that the change has been applied to the Payroll system.


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APPENDIX E – HOW DO I PROCESS PAID TIME OFF?

Paid Time Off is to be entered individually, for each employee, by date in the Enter Paid Time Off program located off the HR Employee menu.

Time entered with a date prior to today’s date will pop up a box asking if this is a historical record. If you answer ‘Yes’, the record will be marked with an ‘H’ under time paid and will not be brought over to Payroll to be paid.

Answering “Yes” to the “Historical Entry” message will prompt the “Used Hours” message. Selecting “Yes”, sets the “Hours Usage” flag to “U” and reduces the “Used” hours. Answering “No” will set “Hours Usage” to “A” which increases the Earned and Available hours.


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You can also enter a large “Total Hours” and then use the “Split Time” button to split the hours between multiple days. For instance, look at the “40” vacation hours input to 11/01/2010. When I highlight that line, the “Split Time” button becomes available.


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Clicking the “Split Time” button opens the below screen where I can spit out the time over the next 30 days, beginning with the date entered on the Paid Time Off screen.


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Once I enter my splits and click “OK”, I’m taken back to the Paid Time Off screen where I can see the 40 hours that were all on 11/01/10 are now separated out between the 1st and the 5th of November.


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When the Create Hours Work File option is taken in Payroll, the program will look for any paid time off records that have a date equal or prior to the “Period End Date” and will bring over the benefit hours to the time card to be paid.

Because the paid time off records are added after the time cards are generated and the ‘Create Hours Workfile’ report is printed, the user will need to print the ‘Hours Work Sheet’ to see what paid time off hours were added to the timesheets. In Human Resources, by printing a date report with the pay period date range and the paid time off option, the user can print a report of the hours that should be put on the current time cards.


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After payroll has been updated, then the “Time Paid” flag will be set to “Y”. If the employee also accrued benefit time during the payroll, then new entries will appear with the Check Date during which the time was earned and the Hours Usage flag of “C”.

Hours Usage Explanation A Available (Earned) Hours B Beginning Balance C Accrued Hours H Monthly Processing Record R Reversed entry via the Oops button U Used V Voided entry via the Oops button

Time Paid Explanation Blank Pending Payroll processing. H Historical Entry P Entered through Payroll Y Updated (record that originated in HR and then processed through Payroll) V Voided via the Oops button


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APPENDIX F – HOW DO I ENTER A NEW EMPLOYEE? Once the HR and Payroll systems are established with all existing employees accounted for within the systems and a new employee is hired, use the below 3 steps to input the new hire to both modules. When implementing the HR system at a site where Payroll was already being utilized, then the active employees will be loaded into the HR system when the Import from Payroll process is run as part of the setup. The only thing to do after that is to define the employee’s Supervisors via Detail Manager. If both the Payroll and HR systems are being implemented together at a new user site then use the same 3 steps detailed below, but be sure to enter in the Supervisors before entering in their subordinates so that the Supervisor code (which is a required field) can be added to the employees as they’re being input. If you have a situation where an employee exists in the Payroll system and you need to bring them into the HR module, simply go into Detail Manager and type in the Employee ID (note the lookup will not work in this situation). When you tab from that field the remaining fields will be populated from the Payroll data, simply establish the Supervisor and other desired information.

1. In the HR module select the Employee menu and choose Detail Manager. Fill out at least the required fields (see below) under both the Personal and Position Info tabs before clicking “OK”.

2. Clicking “OK” in Detail Manager will automatically launch the Job/Wage Maintenance screen so that the employee’s department, position and rate of pay can be established.

3. Once you “Add” a line of detail to Job/Wage Maintenance, the Payroll Employee Maintenance screen will automatically open so that the fields required in that system can also be input.

Required Fields

HR Detail Manager Payroll Employee Maintenance Employee # Employee # First Name First Name Last Name Last Name State State (on both the Personal and Tax Info tabs) Social Security Number Social Security Number Marital Status (used to determine tax status) Marital Status (used to determine tax status) Race Hire Date (used to determine benefit year) Hire Date (used to determine benefit year) Department Pension (needed for FICA/Medicare purposes) Status Supervisor Pension (needed for FICA/Medicare purposes) Job Class Job Level Method G/L Account Number Percentage NOTE for those sites who have a separate HR rep and Payroll Clerk, one person doesn’t have to take all 3 steps laid out above. If each person prefers to be responsible for their own software module, then simply decide who will initiate the entry of a new employee. The HR rep could initiate the entry by following the first two steps listed above, then simply “Exit” from Employee Maintenance when that’s brought up in step #3. Then the payroll clerk could later go into Employee Maintenance and type in the Employee ID; when tabbing from that field, the details will pull over from the HR side and allow the payroll person to finish filling in the tax and GL details. Or, the Payroll clerk could enter the new person into Employee Maintenance and later the HR rep could pull that information into Detail Manger by typing in the employee ID and pressing tab.


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APPENDIX G – HOW DO I TERMINATE AN EMPLOYEE?

MSI-HUMAN RESOURCES > DETAIL MANAGER AND JOB/WAGE MAINTENANCE

1) Log into the MSI-Human Resources program and go into the Detail Manager screen:

2) Pull up the terminated employee and enter the appropriate “Termination Date” and “Reason for

Termination” at the bottom of the screen.

3) Then select the Job/Wage Maintenance icon off the toolbar


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4) Input a “New Position/Wage” line with the “Effective” date set to the date of termination, the “Reason for Change” describing the termination and the “Job Status” set to the applicable terminated status code.

5) Then select the “Add” button. 6) After selecting “Add”, you may get the below “Historical Entry” message (if the date of

termination is prior to today’s date), make sure to select “No” so that the employee’s status will also update in the MSI-Payroll system.

7) After either clicking “No” to the Historical Entry message (if applicable) or “Add”, you will be

taken back to the HR Detail Manager Screen. Click “OK” there to save the Termination Date and Reason for Termination.

Note: At this time, the employee’s status has NOT yet been updated to “terminated”. So if you pull up the employee in either HR Detail Manager or Payroll Employee Maintenance, the Job Status will still be the prior, active status. Once the Create Hours Workfile is run in the next step and the employee’s


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updated details are selected to move into Payroll, that’s when Employee Maintenance will update. And once Employee Maintenance is updated, HR can also be updated to the current, terminated status by way of the “Update Status Codes from Payroll” option off the HR Support Menu. The “Termination Date” and “Reason for Termination” move immediately from HR to Payroll when the above steps are concluded. MSI-PAYROLL > CREATE HOURS WORKFILE

1) Log into the MSI-Payroll program and select to Create Hours Workfile.

2) Key in the appropriate detail to the Create Hours Workfile screen and click “OK”. You will then

see the “Apply Job/Wage Changes to PR” screen appear. The terminated employee should be listed there with the date of termination and the new Job Status Code:

3) Click “OK” on the above screen to pull the terminated status into the MSI-Payroll system

NOTE: When the new Job Status Code is “terminated” the program will not update Payroll’s Job Class Code Maintenance file with the terminated employee’s pay Rate.


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4) At that time, if you go into Payroll Employee Maintenance, you will see the “Job Status” is now the code for terminated and the “Status Date” is the date of termination. The “Termination Date” and “Reason for Termination” are also copied over to the Payroll system.

Note: At this time, the employee’s status has NOT yet completely been updated to “terminated”. So if you pull up the employee in HR Detail Manager, the Job Status will still be the prior, active status. Only after the next few steps are completed will the process be finished.


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MSI-HUMAN RESOURCES > UPDATE STATUS CODES

1) Log into the MSI-Human Resources program and select to Update Status Codes from Payroll.

2) Simply click “OK” on this screen to allow the current Payroll Job Status’ to populate into the

MSI-Human Resources system.


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3) Once the “Update Status…” program finishes – you can then pull up the employee in HR Detail Manager and see the current Job Status detail displayed there:

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