HUMAN RESOURCES is a user-friendly, personnel management package that maintains detailed employment records, attendance records, benefits packages, tenure status and emergency information. This module also has the ability to interface directly with the PAYROLL MANAGER and NEGOTIATION MANAGER modules of the FINANCE MANAGER SERIES. It has been developed to deal with the special human resource administration issues that face municipal entities in New York State.

HUMAN RESOURCES features a computerized employee database which catalogs all relevant employee data. The database allows users to maintain the data on-hand electronically, eliminating the need to manually research employee data.

HUMAN RESOURCES MANAGER features a drop-down menu, offering users a choice of eleven unique employee information screens to maintain its database of employee information. Users can maintain full employee records with the ability to classify their employees into a series of categories, such as employee type, building or department. A variety of reports can then be generated from the employee database.

In addition to the accurate record keeping function, HUMAN RESOURCES MANAGER can be used to account for attendance records and additional employment qualifications, such as educational credits earned. These records automatically update the employee’s information records to reflect any modifications.

Before becoming involved in the details of HUMAN RESOURCES, the user must grasp the most important concept of the program:

�   Maneuvering through the employee information screens

HUMAN RESOURCES maintains the complete employee file on six separate choices on the Data-Entry drop-down menu. Each screen contains different employee information. User access to the various screens can be limited depending upon the user’s duties.

Certification Information – This screen lists the certification types of all employees

Courses Taken – This screen lists the courses, institutions, grades achieved and credits earned by employees

Daily Attendance – This screen lists the attendance records of all employees for the selected year

Employee Information - This screen lists detailed employee information including:

�   Information – basic employee personnel information, such as name, address, employee type, and emergency contact

�   Attendance – employee’s attendance records, Calendar – employee’s attendance summary

�   Personal – employee’s benefits, health and retirement information

�   Evaluations – employee’s last evaluation and allows for review of all prior evaluations

�   Educational – employee’s courses taken to date and their application to the next salary step

Evaluations – This screen lists the evaluation records of all employees

Tenure Information – This screen lists the tenure records of all employees

Users may select an employee to view on each screen by clicking once on the employee’s name or by selecting the Emp # radio button in the Sort box and entering the employee’s number. This will automatically display the employee’s information in a box on the right side of the screen.

The HUMAN RESOURCES program can be broken up into four different sections or modules. Each module has its own specific purpose in the program. The four modules consist of routines for:

Data-Entry   All employee information and data used in HUMAN RESOURCES is input by selecting Data-Entry on the menu bar. This allows the user to access the drop-down menu and select one of the six options for viewing or editing employee data. It also allows for the entering of tenure and certification information, daily attendance records, employee educational records, employee evaluation data and courses taken.

Maintenance   The various codes for the classification of employees and their related payroll expenses can be defined by selecting Maintenance from the menu bar. The user can create, edit, delete specific codes, such as employee codes, attendance codes, departments, buildings, the chart of accounts used in ACCOUNTING MANAGER, evaluation types, deduction codes, earning codes, and pay frequencies. All classification codes input in HUMAN RESOURCES are directly imported into PAYROLL MANAGER.  

Reports  By selecting Reports on the menu bar, the user is provided with a variety of standard reports, which may be displayed on the screen, saved as a text file, or printed. Users may create employee listings sorted by employee name, employee number, building location or department. Other possible reports include employee seniority listings, and complete employee personnel files. The report module can also generate daily and specific employee attendance reports, benefit reports, education reports, and evaluation reports.

Utilities  The user is able to perform general utilities on personnel data by selecting Utilities from the menu bar. The utilities drop-down menu includes options to generate attendance accrual entries and attendance taken entries, re-calculate attendance balances, and roll-over attendance fiscal year balances.

Th path to the Certification screen is Data Entry � Certification Information. This section details the certification status of employees. HUMAN RESOURCES maintains these records and incorporates them into all related information requests. The left side of the screen displays the employees and their certification types. The right side displays the details for the employee record selected on the list. For a screen image please click Certification Information.

�   Select Certification Information. The available employees will be displayed in employee name order.

�   Click the ADD button.

�   Enter the employee number and press TAB. Click the magnifying glass button to view available employee numbers. Select a number and click OK.

�   Enter the certification code and press TAB. Click the magnifying glass button to view available certification codes. Select a code and click OK.

�   Enter the date of certification and press TAB.

�   Enter the expiration date (optional) and press TAB.

�   Enter the state certification number and press TAB.

�   Click the radio button to select if the employee’s Certification is permanent or must be removed.

�   If the employee has position codes, enter the code and press TAB. Click the magnifying glass button to display a list of position codes. Select a code and click OK.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an employee’s information, it is necessary to locate the employee. Human Resources allows the user to locate an employee’s records using the Sort box. The records can be sorted by:

  Emp #     Activate the EMP # radio button and type in the employee number(s) being searched

 Type   Activate the TYPE radio button and type in the certification code being searched

�   Click on the desired employee from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click on the desired employee from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu

The path to Courses Taken is Data Entry � Courses Taken. This section details the educational courses taken by employees to increase their standing in their bargaining unit’s salary schedule. Human Resources maintains records of these educational courses and incorporates them into the employee’s information files. The left side of the screen displays a list of employees. The right side displays the details for the employee selected on the list. For a screen image please click Courses Taken.

�   Select Courses Taken. The available employees will be listed in employee name order.

�   Click the ADD button.

�   Enter the employee number and press TAB. Click the magnifying glass button to view available employee numbers. Select a number and click OK.

�   Enter a description of the course taken and press TAB.

�   Enter the name of the provider of the course (i.e. college or organization name) and press TAB.

�   Enter the date that the coursework was completed and eligible for inclusion in the employee records (i.e. date of final grades/release of results) and press TAB.

�   Enter the number of credits and press TAB.

�   Select the type of course taken type “I” for Inservice or “G” for Graduate.

�   Enter the grade the employee received in the course and press TAB.

�   If the course will apply to the employee’s next level, click the YES radio button and press TAB.

�   Enter the salary level for which the credits were earned or click the magnifying glass to select form a list of available levels and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an employee’s information, it is necessary to locate the employee. Human Resources allows the user to locate an employee’s records using the Sort box. The records can be sorted by:

 Emp #     Activate the EMP # radio button and type in the employee number(s) being searched.

 School    Activate the SCHOOL radio button and type in the institution being searched.

�   Click on the desired employee from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click on the desired employee from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

The path to the Daily Attendance screen is Data Entry � Daily Attendance. This section provides for the maintenance of employee attendance records in conjunction with the employee data files. These employee attendance records are automatically linked to the individual employee files. They can account for all types of employee absences, from sick or personal days to vacation days. The left side of the screen displays a list of employees and a box where the user can select specific dates to view. The right side displays the details for the employee record selected on the list. For a screen image please click Daily Attendance.

�   Select Daily Attendance. The available employees will be displayed in employee name order.

�   Click the ADD button. The current date is automatically entered.

�   Enter the date of the attendance record (i.e. date of absence) and press TAB. HUMAN RESOURCES will warn the user if this may be a duplicate entry for the employee for the entered date.

�   Enter the employee number and press TAB. Click the magnifying glass button to view available employee numbers. Select a number and click OK.

�   Enter the appropriate number of units for the absence and press TAB.

�   Enter the appropriate attendance code and press TAB. To view a list of available attendance codes, click the magnifying glass button. Select a code and click OK.

�   Select the type of attendance record “E” for Earned Accrual, “P” for Prior Balance or “T” for Unit Taken and press TAB.

�   Enter the reason for the absence, if any, and press TAB.

�   Enter the employee number of the substitute who covered for the employee and press TAB. To view a list of available substitutes, click the magnifying glass. Select a substitute and click OK.

�   Click SAVE to lock in the new information.

The Attendance transfer utility enables data to be reclassified from one code to another while leaving a full audit trail.

�   Click the TRANSFER button. The Attendance Transfer screen appears with the current date entered automatically.

�   Enter the effective date and press TAB.

�   Enter the new code and press TAB. Click the magnifying glass button to view the codes. Select a code and click OK.

�   Select the type of attendance record “E” for Earned Accrual, “P” for Prior Balance or “T” for Unit Taken and press TAB.

�   Enter the reason, if any and press TAB.

�   Enter the appropriate number of units to transfer and press TAB.

�   Click SAVE to lock in the information.

In order to edit/change or remove an employee’s information, it is necessary to locate the employee. Human Resources allows the user to locate an employee’s records by selecting the Fiscal date range.

�   Select a specific date range radio button or select the ALL radio button to view all records.

�   Click on the desired employee from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click SAVE to lock in the changes.

�   Click on the desired employee from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

The path to the Evaluations screen is Data Entry � Evaluations. This section provides for the recording of employee evaluation records. The evaluation records are linked to the individual employee files. This data can be used to track past and plan future evaluations. The left side of the screen displays a list of the employees. The right screen displays the details for the employee selected on the list. For a screen image please click Evaluations.

�   Select Evaluations. The available employees will be displayed in employee name order.

�   Click the ADD button. The current date is automatically entered.

�   Enter the date of the evaluation and press TAB.

�   Enter the employee number and press TAB. Click the magnifying glass button to view a list of employee numbers. Select a number and click OK.

�   Enter the evaluation type and press TAB. Click the magnifying glass button to view a list of evaluation types. Select a type and click OK.

�   Enter the employee number of the evaluator, if applicable, and press TAB. To view a list of evaluators, click the magnifying glass button. Select an evaluator and click OK.

�   Enter the next evaluation date and press TAB.

�   Enter the next evaluation type and press TAB. Click the magnifying glass button to view a list of evaluation types. Select a type and click OK.

�   Enter any notes about the evaluation and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an employee’s information, it is necessary to locate the employee. Human Resources allows the user to locate an employee’s records using the Sort box. The records can be sorted by:

 Emp #     Activate the EMP # radio button and type in the employee number(s) being searched.

 Type     Activate the TYPE radio button and type in the evaluation type being searched.

�   Click on the desired employee from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click SAVE to lock in the changes.

�   Click on the desired employee from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

The path to the Tenure Information screen is Data Entry � Tenure Information. This section details the tenure status of employees. HUMAN RESOURCES maintains these records and incorporates them into all related information requests. The left side of the screen displays a list of employees. The right side displays the details for the employee selected on the list. For a screen image please click Tenure Information.

�   Select Tenure Information. The available employees will be displayed in employee name order.

�   Click the ADD button.

�   Enter the employee number and press TAB. Click the magnifying glass button to view available employee numbers. Select a number and click OK.

�   Enter the tenure type and press TAB. Click the magnifying glass button to view available tenure types. Select a type and click OK.

�   Enter the effective date of tenure and press TAB.

�   Enter the start of probation date and press TAB.

�   Enter the end of probation date and press TAB.

�   Enter the Board of Education appointment date, if applicable and press TAB.

�   If the employee has position codes, enter the code and press TAB. Click the magnifying glass to display a list of position codes. Select a code and click OK.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an employee’s information, it is necessary to locate the employee. HUMAN RESOURCES allows the user to locate an employee’s records using the Sort box. The records can be sorted by:

Emp #   Activate the EMP # radio button and type in the employee number(s) being searched

Type  Activate the TYPE radio button and type in a tenure type being searched

�   Click on the desired employee from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Click on the desired employee from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

This section contains all of the information about a selected employee, including demographic information, attendance, earnings, benefits, health, evaluations, education, inservice and positions information on separate tabs.

�   Select Data Entry � Employee Information from the HUMAN RESOURCES main menu. For a screen image please click Employee Information.

�   Select Data Entry � Employee Information. Select the Information tab from the folder to display the information on the screen.

�   Click the ADD button. Human Resources will display a blank Information Screen. An employee number will be automatically assigned by Human Resources to the new employee.

�   Enter the employee’s name (last name, first name initial) and press TAB.

Human Resources Tips:

0   Human Resources uses only one field to record the employee name. Entering employee’s names in a last name, comma, space, first name, space, middle initial format allows for proper reporting of employee names in alphabetical order.

�   Enter the employee’s social security number and press TAB.

�   Enter the employee’s gender and press TAB.

�   Enter a Salutation (e.g. Dr., Mr., Ms., and Mrs.) or select from the drop down list and press TAB.

�   Enter the employee’s full address, phone number, extension and private phone number. Press TAB after each line.

�   Enter the birth date and press TAB.

�   Enter the employee’s marital status and press TAB.

�   Enter the employee’s status, “A” for active employees, “I” for inactive employees, “R” for Retired, “L” for on Leave, or “T” for Temporary or select from the drop down list and press TAB.

�   Enter in the employee’s date of hire and press TAB.

�   Enter the reason for termination or select from the drop down list and press TAB.

�   Enter the employee’s termination date, if a break in service has occurred and press TAB.

�   Enter the employee’s rehire date and press TAB.

�   Enter the employee type for this employee or click the magnifying glass to select from a list of available employee types and press TAB.

�   Enter the building code that the will be working in or click the magnifying glass to select from a list of available codes.

�   Enter the department code for the employee or click the magnifying glass to select from a list of available codes.

�   Enter the employee’s ethnicity or select from the drop down list by clicking on the down arrow. Click the desired type and press TAB.

�   When all desired information has been entered, click the SAVE button to save the information.

Human Resources Tips:

0   Every employee must be assigned to an employee type. Employee types allow for the classification of all similar employees into a single group. Employee types allow the user to change certain basic defaults, such as number of sick days and number of payroll checks, for the entire employee type population.

�   Human Resources will display a message “Employee and All Associated Records have been Created!”

In order to edit/change or remove an employee’s information, it is necessary to locate the employee. Human Resources allows the user to locate files using the SORT feature and four search options:

�   Select Data-Entry � Employee Information from the drop-down menu.

�   Select the Employee tab from the folder.

Name  Activate the NAME radio button (in the Sort box) and type in the first few characters of the employee’s name.

Number  Activate the NUMBER radio button (in the Sort box) and type in the number.

SSN  Activate the SOCIAL SECURITY NUMBER radio button (in the Sort box) and type in the employee’s number.

Status  Activate one of the STATUS radio buttons, to narrow down the search.

�   Select the employee from the Employee tab.

�   Click the UPDATE button.

�   Press TAB until the desired information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click the EXIT button to return to the Human Resources Main Menu.

This section allows the user to view the employee’s entire list of attendance entries. The user can also enter and edit attendance events on this screen. The left side of the screen displays a list of all attendance entries beginning with the most recent. The right side displays the details for the event selected on the list. For a screen image please click Attendance.

�   Locate the desired employee from the Employee tab.

�   Click the Attendance tab.

�   Enter the date and number of units and press TAB after each.

�   Enter the attendance code and press TAB. Click the magnifying glass to view available codes. Select the code and click EXIT.

�   Select the type from the drop down list and press TAB.

�   Enter the reason for the absence, if any and press TAB.

�   Enter a substitute covering the absent employee, if any and press TAB. Click the magnifying glass to view available substitutes. Select substitute and click EXIT.

�   Click SAVE to save the new information.

�   Click the date desired from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click the date desired from the list

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

The calendar summarizes the employee’s attendance records by month. The left side of the screen displays a calendar for the user to select a desired attendance date. The calendar will default to the current month. Other months may be selected to enter or delete information. The right side displays a summary of the employee’s prior, annual, taken, and available days. For a screen image please click Calendar Information.

�   Locate the desired employee from the Employee tab.

�   Click the Attendance tab and then the Calendar button.

�   Use the arrows on the sides of the displayed month to select the desired month.

�   Click in theCalendar text box for the desired day.

�   The Absent Maintenance dialog box will appear. The employee’s name, number and date selected will be entered automatically.

�   Enter the employee type or click the magnifying glass to select from a list of available types, select the desired type and click the OK button to return to the Absence Maintenance screen and press TAB.

�   Enter the building code or click the magnifying glass to select from a list of available codes and press TAB.

�   Enter the number of units and press TAB.

�   Enter the attendance code or click the magnifying glass to view available codes and press TAB.

Human Resources Tips:

0   There are five fixed attendance codes, *S, *P, *V, *C, and LV. The * codes are accrual codes used to grant employees units earned. The LV code is used to record extended periods of unpaid leave. Any recorded leave is used in the calculation of seniority dates.

�   Select the type by clicking the down arrow and the desired type and press TAB.

�   Enter the reason for the absence, if any and press TAB.

�   If the type is Unit Taken enter a substitute covering the absent employee, if any and press TAB. Click the magnifying glass to view available substitutes. Select the substitute and click EXIT.

�   Click OK to return to the Calendar.

Human Resources will update the employee’s attendance balances after all entries have been made in the calendar.

�   Enter the new information in the Absent Maintenance dialog box.

�   Click OK to lock in the changes.

�   Click the Attendance button to return to the Attendance screen.

The path to the Benefit Information screen is Data Entry � Employee Information � Personal folder.

This section details the employee’s benefit and dependent information. The top of the screen displays a list of all the employee’s insurance providers. The bottom displays the details for the provider selected on the list. For a screen image please click Benefit Information.

�   Locate the desired employee from the Employee tab.

�   Click the Personal tab then the Benefits button.

�   Click the ADD button.

�   Enter the provider name or click the magnifying glass to view available insurance providers and press TAB.

�   Enter the Start and End date and press TAB after each.

�   Select the coverage type “I” for Individual, “F” for Family, or “S” for Spousal or select from the drop down list and press TAB.

�   Enter the Employee portion amount and press TAB. The amount paid is the amount of money contributed by the employee towards the insurance coverage.

�   Enter the Employer Cost and press TAB. The employer cost is the amount contributed by the employer toward the insurance coverage.

�   If the type of insurance selected is Life Insurance then the user must enter the face value. The face value option is only available if the insurance type in Life Insurance.

�   The Total Cost amount will be filled in automatically, but can be changed by the user if necessary. The total cost is the combined amount of the employee portion and the employer cost.

�   Enter the waiver date, if any, and press TAB.

�   Click SAVE to lock in the new information.

�   Click the provider desired from the list.

�   Click the UPDATE button from the Update Panel.

�   Press Tab until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click SAVE to lock in the changes.

�   Click the provider desired from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this benefit record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the Human Resources Main Menu.

�   Locate the desired employee from the Employee tab.

�   Click the Personal tab and then the Retirement button.

�   Click the UPDATE button.

�   Enter the type of the first retirement system or click the magnifying glass to select from a list of available retirement codes and press TAB.

�   Enter the retirement system number, date entered, and retirement tier number, and if in TRS, the months per year and applicable salary, and Press TAB after each.

�   Enter the information for the second retirement system, if applicable, in a similar manner as above and press TAB.

�   After all retirement information is entered, select “YES” or “NO” if the employee is a veteran.

�   Click SAVE to lock in the changes.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Locate the desired employee from the Employee tab

�   Click the Profession tab then the Evaluation button. The last evaluation is automatically displayed on the right.

�   Click the ADD button. The current date is automatically entered.

�   Enter the evaluation type and press TAB. To view a list of available evaluation types, click the magnifying glass button. Select the type and click OK.

�   Enter the employee number of the evaluator and press TAB. To view a list of available evaluators, click the magnifying glass button. Select the type and click OK.

�   Enter the date of the employee’s next evaluation and press TAB.

�   Enter the evaluation type of the next evaluation. Click the magnifying glass button to view a list of available types. Select the type and click OK.

�   Enter any notes about the evaluation.

�   Click SAVE to lock in the new information.

�   Click the evaluation desired from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click the evaluation desired from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this Evaluation?”

�   Click YES to delete the evaluation.

�   Click NO to keep the evaluation.

�   Click the EXIT button to return to the Human Resources Main Menu.

The path to the Tenure Information screen is Data Entry � Employee Information � Profession folder � Tenure button. This section details the tenure status of employees. Human Resources maintains these records and incorporates them into all related information requests. The Top of the screen displays a list of tenure types held by the employee. The bottom displays the details for the tenure type selected on the list. For a screen image please click Tenure.

�   Select Tenure button. The available Tenure types will be displayed.

�   Click the ADD button.

�   Enter the tenure type or click the magnifying glass button to view available tenure types. Select a type and click OK and press TAB.

�   Enter the effective date of tenure and press TAB.

�   Enter the start date of probation and press TAB.

�   Enter the end date of probation and press TAB.

�   Enter the Board of Education appointment date, if applicable and press TAB.

�   If the employee has position codes, enter the code and press TAB. Click the magnifying glass to display a list of position codes. Select a code and click OK.

�   Click SAVE to lock in the new information.

�   Click on the Tenure type from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click SAVE to lock in the changes.

�   Click on the desired Tenure type from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

The path to the Certification screen is Data Entry � Employee Information � Profession folder � Certification button. This section details the certification status of employees. Human Resources maintains these records and incorporates them into all related information requests. The left side of the screen displays the employee’s certifications. The right side displays the details for the certification selected on the list. For a screen image please click Certification.

�   Click the ADD button.

�   Enter the certification type code and press TAB. Click the magnifying glass button to view available certification codes. Select a code and click OK.

�   Enter the date of certification and press TAB.

�   Enter the expiration date (optional) and press TAB.

�   Enter the state certification number and press TAB.

�   Click the radio button to select if the employee’s Certification is permanent or must be removed.

�   If the employee has position codes, enter the code and press TAB. Click the magnifying glass button to display a list of position codes. Select a code and click OK.

�   Click SAVE to lock in the new information.

�   Click on the desired certification from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click on the desired certification from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu

The path to the Education Information screen is Data Entry � Employee Information � Profession folder � Education button.

This section details the courses that an employee has taken. The upper left section displays a list of all the courses taken beginning with the most recent. The upper right section displays the details for the course selected on the list. The bottom section displays a summary of the total credits taken and the last course taken by the employee. For a screen image please click Education.

�   Locate the desired employee from the Employee tab.

�   Click the Profession folder and then the Education button.

�   Click the ADD button.

�   Enter the course description and press TAB.

�   Enter the course provider (i.e. college or organization name) and press TAB.

�   Enter the date that the coursework was completed and eligible for inclusion in the employee records (i.e. date of final grades or release of results) and press TAB.

�   Enter in the number of credits and press TAB.

�   Select the course type “I” for Inservice or “G” for Graduate and press TAB.

�   Enter the grade the employee received in the course and press TAB.

Human Resources Tips:

0   To track a pending course, enter the course upon approval by the Human Resources department. Upon completion, enter the date completed and course grade. Until a grade and completion date is entered, Human Resources will consider the course as pending.

�   If the course will apply to the employee’s next step increase enter “y” for yes and press TAB.

�   If YES enter the Level or Click the magnifying glass to select from the list of Salary Levels.

�   Click SAVE to lock in the new information.

�   Click the course desired from the list.

�   Click the UPDATE Button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new.

�   Click the course desired from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this course?”

�   Click YES to delete the course.

�   Click NO to keep the course.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu

Adding an Appointment

An appointment represents a contractual earning, usually supported by the Board of Education.

�   Click the Employee tab to select a specific employee from the list by using the scroll bar or the sort feature.

�   Click the Earnings tab, and then click the appointment button.

�   Click ADD from the update panel.

�   Enter the employee type or click the magnifying glass to select from a list of available employee types and press TAB.

�   Enter the payment method or click the magnifying glass to select from a list of available payment methods.

“A” – Annualize  The employee’s salary is based on an hourly or daily rate, which is totaled to a yearly, base contract. Therefore it acts exactly like a “C” only data entry at the assignment level is different. A period pay is determined by dividing the yearly base contract by the number of checks to be received.

“C” – Contractual  The employee’s salary is based on a yearly total which is used to give a period pay. This amount usually originates from a negotiated salary schedule.

“D” – Daily  The employee’s salary is dependent on the number of days worked in a payroll cycle.

“H” – Hourly  The employee’s salary is dependent on the number of hours worked in a payroll cycle.

“S” – Supplemental  This type allows for extra earnings not directly related to any of the previous types to be added as a flat amount only. An example of this would be payment for chaperoning.

�   Enter the over all FTE% and press TAB.

The maintenance section allows the user to define various codes for the classification of employees, daily attendance records, and related payroll expenses. The user can customize these codes to their special needs.

�   Click on Maintenance on the Human Resources menu bar to view the drop-down menu displaying the six sections.

There are twelve options on the drop-down menu: Employee Types, Attendance Codes, Benefit Codes, Evaluation Types, Civil Service Codes, Certification Types, Employee Calendar Codes, Health Event Types, Position Codes, Payroll Maintenance, Retirement System Codes, and Tenure Area Types. Users can select the desired option by clicking once on the desired section.

Employee types provide the user with the ability to create, edit, and define categories to classify all of its employees. Employees may be classified to simplify reporting purposes and allow for uniform changes in basic payroll assumptions. This section provides the user with a folder with five tabs on it for adding and viewing the employee types, workday calendar, attendance detail, health events and salary schedule.

�   Select Employee Types to enter a listing of employee types. A listing of employee types will be displayed in alphabetical order.

The left side of the screen displays a list of all employee types. The right side displays the details for the type selected on the list. For a screen image please click Employee Types.

�   Enter the method of biweekly pay calculation, “D” if based upon the Daily Rate or “C” if based upon the number of Checks.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an employee type, it is necessary to locate it. Human Resources allows the user to locate files using the SORT method with two search options.

Type  Activate the TYPE radio button (in the Sort box) and type in the first characters of the employee type.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type in the first few characters of the employee type description.

�   Click the desired employee type from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click SAVE to lock in the changes.

�   Click the desired employee type from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this employee type?”

�   Click YES to delete the type.

�   Click NO to keep the type.

�   Click the EXIT button to return to the HUMAN RESOURCES main menu.

�   Select the desired employee type from the Employee Types tab.

�   Click the Workday tab.

�   Select the specific month using the arrow buttons on the sides of the month.

�   Click the date desired on the calendar.

�   Enter the Non-Working attendance code. To view a list of available codes, double click on the box for the date. Select a code and click OK. Human Resources automatically updates the Calendar summary on the right side of the Workday screen.

�   Select the desired employee type from the Employee Types tab.

�   Click the Attend Detail tab.

�   Click the ADD button. The current date is automatically entered.

�   Enter the attendance code. To view available codes, click the magnifying glass button. Select a code and click OK.

�   Click SAVE to lock in the new information.

�   Select the desired date from the list.

�   Click DELETE. HUMAN RESOURCES will ask, “Delete this attendance record?”

�   Click YES to delete record.

�   Click NO to keep record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

The path to the Employee Type Health screen is Maintenance � Employee Type � Health. The Health section is used to keep track of various medically related events (e.g. physicals). For a screen image please click Employee Type Health.

�   Select the desired employee type from the Employee Types tab.

�   Click the Health tab.

�   Click the ADD button from the update panel.

�   Enter a valid health event or to view available events, click the magnifying glass. Select the event and click OK. Human Resources will automatically add default information and press TAB.

�   Answer “YES” if it is required or “NO” if it is not required and press TAB.

�   Enter a next due date, if one standard is to be used and press TAB.

�   Enter any comments and press TAB.

�   Click SAVE to lock in the new information.

�   Click YES to update the next due date for all employees of this type or NO to keep the setting.

�   Click the desired event from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired event from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “This will also delete employee’s records about this requirement. Delete this health category record?”

�   Click YES to remove the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

Editing/Changing a Salary Schedule

�   Click the desired schedule from the list.

�   Click the UPDATE button from the update panel.

�   Press TAB until the information to be changed is highlighted.

�   Enter the new information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Select Attendance Codes. A listing of attendance codes will be displayed in alphabetical order.

Exiting the Attendance Code Module

�   Click the EXIT button to return to the HUMAN RESOURCES main menu.

�   Select Benefit Codes. A listing will be displayed by Provider and Type.

�   Click the ADD button.

�   Select the benefit type from the drop down list and press TAB.

�   Enter the provider name and press TAB.

�   Enter the policy number, if necessary, and press TAB.

�   Select the deduction code for this coverage type, if any and press TAB. Click the magnifying glass button to view available deduction codes. Select a code and click OK.

�   Enter the default coverage total cost, allocation type (% or $), employer cost, and employee costs and press TAB after each.

�   Repeat for each desired coverage type.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a benefit code, it is necessary to locate the code. HUMAN RESOURCES allows the user to locate files by benefit type.

�   Select a radio button (in the Type box) to sort benefit codes by benefit type or click ALL to view all benefit types.

�   Click the desired benefit code from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click SAVE to lock in the changes.

�   Click the desired benefit code from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this insurance record?”

�   Click YES to delete the record.

�   Click NO to keep the record.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Select Evaluation Types. A listing of evaluation types will be displayed in alpha-numerical order.

�   Click the ADD button.

�   Enter the evaluation type code and press TAB.

�   Enter the evaluation type description and press TAB.

�   Enter YES or NO if the evaluation was an observation.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an evaluation type, it is necessary to locate the type. HUMAN RESOURCES allows the user to locate files using the SORT method with two search options.

Type    Activate the TYPE radio button (in the Sort box) and type in the evaluation type.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type in the first few characters of the description.

�   Click the desired evaluation type from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click SAVE to lock in the changes.

�   Click the desired evaluation type from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this evaluation record?”

�   Click YES to delete the evaluation record.

�   Click NO to keep the evaluation record.

�   Click the EXIT button to return to the Human Resources Main Menu.

The path to the Civil Service Codes screen is Maintenance � Civil Service Codes. The civil service codes listing provides the user with the ability to create, edit, and define civil service codes to categorize and report eligible employees. For a screen image please click Civil Service Codes.

�   Select Civil Service Codes. A listing of civil service codes will be displayed in alpha-numerical order.

�   Click the ADD button.

�   Enter the civil service alpha and numeric codes, if any, and press TAB after each.

�   Enter the civil service code title and press TAB.

�   Enter the civil service time requirement, if any, and press TAB.

�   Enter the jurisdiction code for the reporting county and press TAB.

�   Enter the code’s status: ACTIVE or INACTIVE and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a civil service code, it is necessary to locate the code. HUMAN RESOURCES allows the user to locate files using the SORT method with two search options.

Code    Activate the CODE radio button (in the Sort box) and type in the civil service code.

Title  Activate the TITLE radio button (in the Sort box) and type in the first few characters of the title.

�   Click the desired civil service code from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired civil service code from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this civil service code?”

�   Click YES to delete the code.

�   Click NO to keep the code.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu

�   Select Certification Types. A listing of certification types will be displayed in alphabetical order.

�   Click the ADD button.

�   Enter the certification type and press TAB.

�   Enter the description and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a certification type, it is necessary to locate the type. Human Resources allows the user to locate files using the SORT method with two search options.

Type    Activate the TYPE radio button (in the Sort box) and type in the certification type.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type in the first few characters of the description.

�   Click the desired certification type from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired type from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this certification code?”

�   Click YES to delete the certification code.

�   Click NO to keep the certification code.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Select Employee Calendar Codes. A listing of calendar codes will be displayed in alphabetical order.

�   Click the ADD button.

�   Enter the calendar code and press TAB.

�   Enter the description and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an employee calendar code, it is necessary to locate the code. Human Resources allows the user to locate files using the SORT method with two search options.

Code    Activate the CODE radio button (in the Sort box) and type in the calendar code.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type in the first few characters of the description.

�   Click the desired calendar code from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired calendar code from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this attendance-calendar code?”

�   Click YES to delete the attendance-calendar code.

�   Click NO to keep the attendance-calendar code.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu

�   Select Health Event Types. A listing of health event types will be displayed in alphabetical order.

�   Click the ADD button.

�   Enter the event and press TAB.

�   Enter the next due as the default due date and press TAB.

�   Enter any special instructions or comments and press TAB.

�   Click SAVE to lock in the new information.

�   Click the desired health event from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click SAVE to lock in the changes.

�   Click the desired health event from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this health event?”

�   Click YES to delete the health event.

�   Click NO to keep the health event.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu

�   Select Position Codes. A listing of position codes will be displayed in alphabetical order.

�   Click the ADD button.

�   Enter the position code and press TAB.

�   Enter the description and press TAB.

�   Enter the civil service code or click the magnifying glass button to view available codes. Select a code and click OK and press TAB.

�   Enter the primary building or click the magnifying glass button to view available buildings. Select a building and click OK and press TAB.

�   Enter the total full time equivalents (FTE) of this position (e.g. if there will be 5 FTE’s in this position, enter 5.0) and press TAB.

�   Enter the certification or click the magnifying glass button to view a list of available certification types. Select a type and click OK and press TAB.

�   Enter the tenure area or click the magnifying glass button to view a list of tenure area codes. Select a code and click OK and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a position code, it is necessary to locate the code. Human Resources allows the user to locate files using the SORT method with three search options.

Code    Activate the CODE radio button (in the Sort box) and type in the position code.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type in the first few characters of the description.

Certification  Activate the CERTIFICATION TYPE radio button (in the Sort box) and type in the first few characters of the certification type.

�   Click the desired position code from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired position code from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this position record?”

�   Click YES to delete the position code.

�   Click NO to keep the position code.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Select Retirement System Codes. A list of codes is displayed in alphabetical order

�   Click the ADD button.

�   Enter the retirement system code and press TAB.

�   Enter the description and press TAB.

�   Enter the payroll system flag and press TAB.

�   Enter the employer limit and press TAB.

�   Enter the employer percentage and press TAB.

�   If the employer makes matching contributions, type YES and press TAB.

�   Click SAVE to lock in the new changes.

In order to edit/change or remove a retirement system code, it is necessary to locate it. HUMAN RESOURCES allows the user to locate files using the SORT method with two search options.

Code    Activate the CODE radio button (in the Sort box) and type in the retirement code.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type the first few characters of the retirement description.

�   Click the desired retirement code from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click SAVE to lock in the changes.

�   Click the desired retirement code from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this retirement code?”

�   Click YES to delete the retirement code.

�   Click NO to keep the retirement code.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.  

�   Select Tenure Area Types. A list of tenure types is displayed in alphabetical order.

�   Click the ADD button.

�   Enter the tenure code press TAB.

�   Enter the description and press TAB.

�   Click SAVE to lock in the changes.

In order to edit/change or remove a tenure area type, it is necessary to locate it. Human Resources allows the user to locate files using the Sort method with two search options.

Code    Activate the CODE radio button (in the Sort box) and type in the tenure area code.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type the first few characters of the description.

�   Click the desired tenure code from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired tenure code from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this tenure record?”

�   Click YES to delete the tenure code.

�   Click NO to keep the tenure code.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.  

Human Resources provides the user with the ability to add and maintain an unlimited number of notes for each tab of the Employee Information section. To add, view, or edit the notes for an employee:

�   Payroll Maintenance. A sub-menu will appear:

Buildings…

Chart of Accounts…

Deduction Codes…

�   Select Departments. A list of departments is displayed in alphabetical order.

�   Click the ADD button.

�   Enter the department number or code (up to 5 characters) and press TAB.

�   Enter the department description and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a department code, it is necessary to locate the code. Human Resources allows the user to locate files using the SORT method with two search options.

�   Click the desired department from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be change is highlighted.

�   Enter the correct information and click Save. HUMAN RESOURCES will automatically replace the old data wit the new data

�   Click the desired department from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this department?”

�   Click YES to delete the department.

�   Click NO to keep the department.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Select Buildings. A list of buildings is displayed in alphanumeric order.

�   Click the ADD button.

�   Enter the building code (up to 5 characters) and press TAB.

�   Enter the building name and press TAB.

�   Enter the building address and press TAB.

�   Enter the contact and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a building code, it is necessary to locate the code. Human Resources allows the user to locate files using the SORT method with two search options.

Code    Activate the CODE radio button (in the Sort box) and type in the building code.

Name    Activate the NAME radio button (in the Sort box) and type the building name.

�   Click the desired building from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click SAVE to lock in the changes.

�   Click the desired building from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this building?”

�   Click YES to delete the building.

�   Click NO to keep the building.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.  

�   Select Chart of Accounts. A list of account codes will be displayed in alpha-numeric order.

�   Click the ADD button.

�   Enter the account number and press TAB.

Accounting Tips:

0   Account numbers should begin with the individual fund letter followed by the account number as indicated by the New York State Uniform Chart of Accounts. Your fund’s specific account number format is designated under the specification of each fund. Be sure to follow your specified account code format.

�   Enter the account name and press TAB.

�   Enter a valid fund code or click the magnifying glass to view available codes. Select a code and click OK and press TAB.

�   Select the account type from the drop down list and press TAB.

�   Select the account status from the drop down list and press TAB.

�   Enter the state consolidation code or click the magnifying glass to view available codes. Select a code and click OK and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an account code, it is necessary to locate the code. Human Resources allows the user to locate files using the SORT method with four search options.

Account    Activate the ACCOUNT radio button (in the Sort box) and type in the account number.

Name  Activate the NAME radio button (in the Sort box) and type the first few characters of the account name.

Type  Activate the TYPE radio button (in the Sort box) to sort by the type of account.

Status  Activate the STATUS radio button (in the Sort box) to sort by the status of the account.

�   Click the desired account from the list.

�   Click the UPDATE button.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired account from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this account?”

�   Click YES to delete the account.

�   Click NO to keep the account.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Select Deduction Codes. A list of all codes will be displayed in alphabetical order.

�   Click the ADD button.

�   Enter the deduction code (up to nine characters) and press TAB.

�   Enter the description and press TAB.

�   If the deduction is an annuity, type “Y” and press TAB.

�   If the deduction is a savings bond deduction, type “Y” and press TAB.

�   If the deduction is a flex deduction, type “Y” and press TAB.

�   If a flex deduction select the flex type from the drop down list and press TAB.

�   Select the deduction type from the drop down list or type “B” for Before taxes from Gross, “D” for Deduction from Net After Tax and press TAB.

�   If the deduction requires a bank account number (i.e. credit union deductions), type “Y” and press TAB.

�   If the deduction is to be excluded from the current payroll calculation, type “Y” and press TAB.

�   Enter the print position for this deduction.

�   Enter the pay frequency or click the magnifying glass button to view available pay frequencies. Select a frequency and click EXIT and press TAB. The user can also add a pay frequency by clicking ADD.

�   Enter the default number of times this deduction will be taken per year and press TAB.

�   Select the default deduction year from the drop down list and press TAB.  

�   Select the default deduction type from the drop down list and press TAB.

�   Enter the default fixed amount for this deduction and press TAB.

�   Enter the default dollar limit for this deduction and press TAB.

�   Enter the general ledger account code the deduction is to be recorded in, if any, or click the magnifying glass button to view available account codes. Select a code and click EXIT and press TAB. The user can also add an account code by clicking ADD.

�   Enter the vendor number or click the magnifying glass button to view available vendors. Select a vendor and click EXIT and press TAB. The user can also add a vendor by clicking ADD.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a deduction code, it is necessary to locate the code. HUMAN RESOURCES allows the user to locate files using two search options

Code    Activate the CODE radio button (in the Sort box) and type in the deduction code.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type the first few characters of the description.

Type  Activate the TYPE radio button (in the Sort box) and to sort by the type of deduction code.

�   Click the desired deduction code from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter in the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired deduction code from the list.

�   Click the DELETE button. HUMAN RESOURCES s will ask, “Delete this deduction?”

�   Click YES to delete the deduction code.

�   Click NO to keep the deduction code.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Select Pay Frequencies. A list of all codes will be displayed in alphabetical order.

�   Click the ADD button.

�   Enter the frequency code (up to four characters) and press TAB.

�   Enter the description and press TAB.

�   Enter the number of checks per year to be paid to the employees in this pay frequency and press TAB.

�   Select the type of frequency from the drop down list or type “B” for Both, “D” for Deductions or “E” for Earnings and press TAB.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a pay frequency, it is necessary to locate it. HUMAN RESOURCES allows the user to locate files using the SORT method with two search options.

Code    Activate the CODE radio button (in the Sort box) and type in the frequency code.

Description  Activate the DESCRIPTION radio button (in the Sort box) and type the first few characters of the description.

�   Click the desired pay frequency from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired pay frequency from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this pay frequency?”

�   Click YES to delete the pay frequency.

�   Click NO to keep the pay frequency.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Select Earning Codes. A list of codes will be displayed in alphabetical order.

�   Click the ADD button.

�   Enter the earning code (up to eight characters) and press TAB.

�   Enter the description and press TAB.

�   Select the earning type from the drop down list and press TAB.

�   Select the wage type from the drop down list and press TAB.

Payroll Tips:

0   Reimbursement earning codes may be used to reimburse employees for valid business expenses through the payroll system. They are used in lieu of direct payments from the General Fund through the accounts payable system. The reimbursements are reported on the employee’s Form W-2 at year end.

�   If the earning should be included in contractual calculations, type “Y” and press TAB.

�   Enter the print position and press TAB.

�   Enter the default pay frequency or lick the magnifying glass button to view a list of frequencies. Select a frequency and click EXIT and press TAB. The user can also add a pay frequency by clicking ADD.

�   Enter the default times paid per year and press TAB.

�   Enter the default fixed amount for this earning and press TAB.

�   Select the default year (Fiscal or Calendar) and press TAB.

�   Enter the default year-to-date dollar limit and press TAB.

�   Enter the general ledger account code the earning is to be recorded in or click the magnifying glass button to view a list of accounts. Select the account and click EXIT and press TAB. The user can also add an account code by clicking ADD.

�   Click SAVE to lock in the new information.

In order to edit/change or remove an earning code, it is necessary to locate the code. Human Resources allows the user to locate files using two search options

Code    Activate the CODE radio button (in the Sort box) and type in the earning code

Description  Activate the DESCRIPTION radio button (in the Sort box) and type the first few characters of the description

Amount Type  Activate the AMOUNT TYPE radio button (in the Sort box) to sort by the Account type.

�   Click the desired earning code from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired earning code from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this earning code?”

�   Click YES to delete the earning code.

�   Click NO to keep the earning code.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

�   Select Direct Deposit Banks. A list of bank codes will be displayed in alphabetical order.

�   Click the ADD button.

�   Enter the bank code and press TAB.

�   Enter the bank’s routing number and press TAB.

�   Enter the bank name and press TAB.

�   Enter the bank address and press TAB.

�   Enter the bank contact and phone number and press TAB after each.

�   Click SAVE to lock in the new information.

In order to edit/change or remove a bank, it is necessary to locate it. Human Resources allows the user to locate files using the SORT method with three search options.

Code    Activate the CODE radio button (in the Sort box) and type in the bank code.

Name  Activate the NAME radio button (in the Sort box) and type the first few characters of the bank name.

City   Activate the CITY radio button (in the Sort box) and type the first few characters of the city.

�   Click the desired bank from the list.

�   Click the UPDATE button.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired bank from the list.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this bank?”

�   Click YES to delete the bank.

�   Click NO to keep the bank.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.  

Human Resources uses tax tables to calculate employee payroll taxes. The user may use either multiple tax tables for employees residing in different municipalities or the standard federal and state tables provided. The tax tables are contained in a folder with three tabs: Information, Calc Method, and Tax Table.

�   Select Tax Tables. The tax tables information tab will be displayed, listing all tables in alphabetical order.

Information tab     Lists the different tax tables and their descriptions in alphabetical order.

Calc Method tab  Defines the applicable tax percentages used in tax calculation, maximum taxable amounts, and the general ledger account for these withholding amounts.

Tax Table tab  Defines the withholding allowance amount and wage brackets for varying tax brackets.

Information tab:

�   Click the ADD button. Human Resources will display a blank information screen.

�   Enter the tax table code (up to three characters) and press TAB.

�   Select the tax authority “F” for Federal Withholding, press “F” again for Federal EIC, or press “C” for City withholding and press TAB.

�   Enter the description and press TAB.

�   Enter the tax reporting ID and press TAB.

�   Enter the general ledger account code the tax liability is to be recorded in and press TAB. Click the magnifying glass button to display the available accounts. Select an account and click EXIT. The user can also add an account code by clicking ADD.

�   Click SAVE to lock in the new information.

   For Federal Tax Authorities…

  The following exemptions are available for federal tax authorities:

   Fed W/H    Federal Withholding Tax

   Emp FICA  Employee FICA Withholding Tax

   Empr FICA  Employer FICA Tax Expense

   Emp Medi  Employee Medicare Withholding Tax

FUI    Federal Unemployment Insurance Expense

�   Select the desired federal tax table from the Information tab.

�   Click the Calc Method tab.

�   Enter the employer FICA percentage and press TAB.

�   Enter the employee FICA percentage and press TAB.

�   Enter the maximum FICA wages and press TAB.

�   Enter the employer Medicare percentage and press TAB.

�   Enter the employee Medicare percentage and press TAB.

�   Enter the maximum Medicare wages and press TAB.

�   Enter the general ledger account codes the FICA/Medicare expense and the FICA/Medicare liabilities are to be recorded in and press TAB after each. To view a list of accounts, click the magnifying glass button. Select an account and click EXIT. The user can also add accounts by clicking ADD.

�   Enter the federal unemployment insurance percentage and press TAB.

�   Enter the maximum wages subject to federal unemployment insurance and press TAB.

�   Enter the general ledger account codes the federal unemployment insurance expense and the federal unemployment insurance liabilities are to be recorded in and press TAB after each. Click the magnifying glass button to view a list of accounts. Select an account and click EXIT.

�   Click SAVE to lock in the new information.

 For State Tax Authorities…

  The following exemptions are available for state tax authorities:

   State W/H  State Withholding Tax

   SUI    State Unemployment Insurance Expense

�   Select the desired state tax table from the Information tab.

�   Click the Calc Method tab.

�   Enter the calculation basis: “D” for directly calculated or “P” for a percentage of the federal tax liability and press TAB.

�   Enter the gross wage cutoff amount, which is the amount over which taxes will not be calculated and press TAB.

�   Enter the base gross percentage and press TAB.

�   Enter the standard gross pay percentage and press TAB.

�   Enter the federal withholding adjustment percentage and press TAB.

�   If the withholding should be adjusted for the FICA withholding, enter YES and press TAB.

�   Enter the minimum and maximum standard adjustments and press TAB after each.

�   Enter the state unemployment insurance and press TAB.

�   Enter the maximum wages subject to state unemployment insurance and press TAB.

�   Enter the general ledger account codes the state unemployment insurance expense and the state unemployment insurance liability are to be recorded in and press TAB after each. To view a list of accounts click the magnifying glass button. Select an account and click EXIT. The user can also add accounts by clicking ADD.

�   Enter the standard single deduction and press TAB.

�   Enter the standard married deduction and press TAB.

�   Click SAVE to lock in the new information.

 For City Tax Authorities…

  The following exemptions are available for city tax authorities:

   City W/H  City Withholding Tax

�   Select the desired city tax table from the Information tab.

�   Click the Calc Method tab.

�   Do Steps 1-12 for state tax authorities (above)

�   Click SAVE to lock in the new information.

   Tax Table tab (for all tax authorities):

�   Select the desired tax authority from the Information tab.

�   Click the Tax Table tab.

�   Enter the withholding allowance amount and press TAB.

�   Enter the supplemental withholding rate and press TAB.

�   Enter the annual single withholding tax table with the withholding amount, percentage rate, and tax bracket limit for each line. Press TAB after each line.

�   Enter the annual married withholding tax table with the withholding amount, percentage rate, and tax bracket limit for each line. Press TAB after each line.

�   Click SAVE to lock in the new information.

HUMAN RESOURCES provides the user with the ability to edit and change the tax tables as current tax regulations change.

�   Click the desired tax authority from the Information tab.

�   Click the tab with the information to be changed.

�   Click the UPDATE button.

�   Press TAB until the information to be changes is highlighted.

�   Enter the correct information and click SAVE. HUMAN RESOURCES will automatically replace the old data with the new data.

�   Click the desired tax authority from the Information tab.

�   Click the DELETE button. HUMAN RESOURCES will ask, “Delete this Tax Table?”

�   Click YES to delete the table.

�   Click NO to keep the table.

�   Click the EXIT button to return to the HUMAN RESOURCES Main Menu.

The reports section provides a variety of standard reports which the user may either display on screen, save to a text file, or send to the printer. These reports include employee listings, attendance reports, benefit reports, evaluation reports, educational reports, and year-end-reports. The select a report click Reports from the main menu bar.

There are ten reports areas to select from on the drop-down menu: Attendance Reports, Benefit Reports, Civil Service Menu, Custom Report Menu, Educational Information, Employee Lists, Evaluation Reports, Health Reports Menu, Position Report Menu, and Year-End Report Menu. Users can select the desired option by clicking once on the desired section.

The reports use a standard interface, which uses a common series of selection lists to simplify all human resource reports. The standard interface allows the user to select the desired information to include in each report based on three categories: