Payroll - Scanning & Efiling

Review Scanner PossibilitiesRe-Cap Scanning Progress to Date

Discussion about future and what impact that scanning will have !!

Reminder/discussion about efile for Payroll reporting .. Reduce the paper!

Scanning

Typical Scanning Situation Go to Photocopier, scan document

Return to desk and retrieve document, name it and place into an appropriate folder

Go to AdminConnect and <Browse> <Attach>

If you are a power user - require your own scanner Two <enter> s will do it. Go to AdminConnect and <browse> <attach>

Scanning

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There are many other features for the personal scanner• handle quality• manage colour• special holder • scan directly to sharepoint

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Scanning

Date and Description are important

Browse, DATE, DESCRIBE, and <Attach>

DATE: Will default to today and if you scan multiple documents for that person - cannot control order.

DESCRIPTION: Indicate a good description of the document - don’t indicate employee name. If it relates to a leave indicate leave# ...

Scanning HR FYI RETSD – 3000, APL(1051), GEN(984),HIR(500),LVE(800)

Brandon - 8100, APL(950), APP(500), CRT(520), EVA(479), GEN(180), HRT(1651), MED(432), PAI(358), REQ(2052)

Seven Oaks – 788, CER(278), EVA(103), LVE(250), VIO(71), WCB(12)

Turtle Mountain – 361, APP(37), CER(65), EVA(27), GEN(50), LVE(40), MED(29), REQ(25)

Portage, Delta, Mystery Lake – Not scanning … yet??

Campbell River – 48, HIR(46)

Kelowna – 16, LVE(16)

Fort McMurray – 9507, APL(1003), BEN(808), CON(366), EVA(293), HIR(623), HRG(1808), INT(34), LAY(425), LVE(90), MED(442), PAF(3023), TIM(100), VAC(304)

WSD - 14666, APL(2758), EVA(1837), INJ(281), LTR(6364), MED(2619), PDL(803)

Scanning SetupDefine categories in EIS.122• APL is for view only of online apply documents. If you have additional Applicant related documents create a second folder category.•CER must exist if you are efiling workshop completion certificates•HIR or other categories must exist and be defined in your letter definition if you are auto-efiling•‘*’ items mean that you must point the attachment against an existing CIMS record (WCB/Injury, evaluation)

Limit folder categories to particular users (EC is one user) so you can control who can participate and to what level:

• Not see anything in the folder

• View documents in that category

• Full read, write, delete

Scan - Logging

Date: 4/04/11 EMPLOYEE DOCUMENT/IMAGES LOG Time: 17:15:16 Date Range JAN01/11 to APR04/11 Categories --------------------------------------------------------------------------------------------------------------------------------- LAST LAST CAT EMPLOYEE DOCUMENT REFERENCE ADDED UPDATED VIEWED DOCUMENT DESCRIPTION ---------------------------------------------------------------------------------------------------------------------------------GEN AFINOGENOV, CHERYL M. 1191 GENABS20110318.PDF MAR18/11 MAR18/11 PAI.580 Employee General Lette INJ AFINOGENOV, CHERYL M. 1191 INJ20071112.pdf MAR11/11 MAR11/11 MAR11/11 Injury Details by School Repor INJ AFINOGENOV, CHERYL M. 1191 INJ200711122.pdf MAR11/11 MAR11/11 MAR11/11 WCB Details of Incident INJ AFINOGENOV, KAREN 1351 INJ200902242.pdf MAR11/11 MAR11/11 Test LVE AFINOGENOV, CHERYL M. 1191 LVE200800030conf.pdf JUL16/09 JAN12/11 Leave Request Conference Attac

•Payroll runs this to see what T4’s are viewed and whether employees are selecting ‘W’•Excellent to see if evaluation documents are being viewed. Viewed meaning - last viewed

ScanningScanning Considerations – In General When you save the document are you saving in

duplicate (in CIMS and naming/filing on your PC which means extra work!) or is everything just overwriting c:\scantemp\junk?

What documents could/should we be scanning in Payroll TD1 Beneficiary Forms and paperwork Timecards **NOPE, you could but best to bundle these and

scan with Payroll Run# reports

Are zippy Scansnap scanners necessary?

eFileWhat do we eFile automatically:

T4 and T4A’s (some customers have gone back years and efiled T4’s as Employees commonly ask for copies of old ones)

What is your district goal in distribution of T4 and T4A’s electronically ???

eFileWhat do we eFile automatically: Payroll Reports (PAI.609)

Pay Register (PAI625) Deduction Register (PAI681) Wage Summary (PAI631) Alt EI (PAI631) Pay Cheques (CDS691) Cheque Register (PAI654) Dire Dep Register (PAI6542) Extra Attachments *** For you to attach !!!!! Could be

timesheets, pay period sheets, reconciliation reports …..

What reports are you still keeping paper copies of? Why? Who is looking at them?

What is your district plan to reduce printing and hand filing payroll reports?

eFileReminder that EME.900 is a form a eFiling!

Create your output Email it to yourself (or a group) and <File><Save>