Welcome to thePayroll/HR Users Group

(PHRUG)

Friday, January 269:00am - Noon

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Today’s Agenda

• Welcome and Opening Remarks • Announcements• Problem Solving Group Work

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Announcements

• Deleting reports in your report queue• Ensure the following on the Auto Deposit

window (in Employee Information):– If Transaction code is 23 or 33, then Pre-Note Flag

should be P.– If Transaction code is 22 or 32, then Pre-Note Flag

should be N.

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Leave Balances – 3 pieces to the puzzle

Beginning Balance – leave balance carried over from the prior year. Found on the accrual DBA. For 2007 and after, only accruals 8600 (VAC EARNED) and 8601 (SICK EARNED) will have Beginning Balances. All leave accruals prior to 2007 have a Beginning Balance.

Accruals - leave earnings based on the employee’s years of service and the calculation table associated with the Leave Plan in which the employee is enrolled. Accruals are normally additions to an employee’s leave balance, and are always 4-digit PDBAs.

Pay Types – reflect leave usage, and are normally decreases to an employee’s leave balance. Pay Types are always 3-digit PDBAs.

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Calculating Leave Balances

• Start with the Beginning Balance, add the accrual hours, and subtract hours from all Pay Types that affect that leave balance. There may be numerous Pay Types (leave used, leave payoff, leave adjustments, etc.) affecting a leave balance

Beginning Balance + Accrual Hours

– Pay TypesLeave Balance

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Group Work – Leave Balances

• Based on the information in PDBA History (see screenshots provided), calculate the available vacation and sick leave balances for the employee.

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Group Work – Benefit Enrollment Dates

• Work with your group to complete the Benefit Enrollment Dates worksheet. Please let us know if you need assistance.

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Benefit Enrollment Dates

• Please review the following screens to view which fields need attention.

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• Employee Master before an employee is terminated. Fields of focus:– Pay Status– Employee Benefits Status– Termination Date– Leave Begin Date – if employee is on Leave

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• Terminate/Override Benefits before employee is terminated. Fields of Focus:– Ending Status– Ending Date– DBA End Date

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• Status of dependent/beneficiaries before employee is terminated. Field of focus:– Ending Date

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• DBA Instructions prior to termination and before plans are ended. Fields of focus:– Cleared Items – need to check box to see ended DBAs– Pay Stop Date – coincides with the plan ending date

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• Employee Master after employee is terminated. HR needs to determine if another deduction needs to come out. Pay Status shown above indicates employee will get last check.

• Please note – termination date can be different then ending enrollment dates/DBA ending dates.

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• Click Form, End Enrollments. Populate Enrollment End Date – Use a date that corresponds with the master pay cycle. Can be different than the termination date on employee master record.

• Notice the ending date populates both the Plan Ending Date and the DBA End Date. These dates also carry over to the DBA instruction

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• By ending the plan, the dates automatically carry over to the dependent file.

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• Ending Dates are carried from the benefit file and populates the DBA Pay Stop Date.

Thank you for coming!

Please remember to fill out an evaluation!