2008 W2 Blank Forms for Mac

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					    Triangle
     Payroll
   Maintenance
July Administrative Contracts,
 September Payroll Contracts
             &
       Summer Month
      Retirement Codes




     Capital Regional Data Center
          601 McPhee Rd SW
      Olympia, WA 98502-5080
                        tw/training materials/2010 Triangle Payroll Maintenance.doc
                        Capital Regional Data Center
                        JULY / SEPTEMBER PAYROLL SECTION
                                TABLE OF CONTENTS
Contents                                                   Page(s)


     Payroll Rate Information                                   3

     Budget Checklist                                           4

     Check and/or Correct YTD                                   5

Step 1 _____ Run Payroll Status Forms - July                    8
       _____ Run Payroll Status Forms - Sept


Step 2 _____ Run Vacation / Sick Leave Reports - Sept           9


Step 3 _____ Copy New Year Contracts to Pay - July             11
       _____ Copy New Year Contracts to Pay - Sept


Step 4 _____ Zero Field 300 - Benefit Factor - July            14
       _____ Zero Field 200 – Benefit Factor - Sept

Step 5 _____ Summer Retirement Maintenance - July              16


Step 6 _____ Update Control Tables - SEPT ONLY                 20


Step 7 _____ Update Leave Tables - July                        25
       _____ Update Leave Tables - Sept

Step 8 _____ Update Benefit Tables - SEPT ONLY                 31


Step 9 _____ Update Location Table - SEPT ONLY                 42


Step 10 _____ Delete Contracts - July                          43
        _____ Delete Contracts - Sept

Step 11 _____ Make Employee Changes - July                     46
        _____ Make Employee Changes - Sept




Educational Service District No. 113                                 1
                        Capital Regional Data Center
Contents (cont.)                                                  Page(s)

Step 12 _____ Create New Employee Records - July                      62
        _____Create New Employee Records - Sept


Step 13 _____ L & I Maintenance                                       64


Step 14 _____ Run A Compute                                           68


Step 15 _____ Make Corrections From Compute Warnings and Errors       69


Step 16 _____ Rerun Payroll Compute                                   69


Step 17 _____ Run A Preliminary Payroll                               70


Step 18 _____ Run Individual Payroll Reports                          71


Step 19 _____ Update Final Payroll Reports                            75


Step 20 _____ Run Final Payroll                                       80


      Helpful Suggestions For Payroll/Personnel Departments           82




Educational Service District No. 113                                        2
                        Capital Regional Data Center
                              PAYROLL RATE INFORMATION

Washington State Minimum Wage: $8.55 (effective January 1, 2010)
Retirement Rates: Table 29 (rates changed by WSIPC)

       TRS:            Effective Sept. 1, 2009     Plan 1        Plan 2     Plan 3
                       Employee                    .0600         .0336       
                       Employer                    .0614         .0614      .0614

       PERS:           Effective July 1, 2009      Plan 1        Plan 2     Plan 3
                       Employee                    .0600          N.A.      N.A.
                       Employer                    .0531          N.A.      N.A.

       SERS:         Effective Sept. 1, 2009   Plan 1        Plan 2       Plan 3
                     Employee                   N.A.         .0314          
                     Employer                   N.A.         .0544        .0544
        Contributions are based on the rate option selected by the employee.

Social Security: Table 28 (effective January 1, 2010)

                      Employee         Employer   Total     Wage Base   Max Deduct
       FICA             .0620           .0620     .1240     $106,800.00 $ 6,621.60
       Medicare         .0145           .0145     .0290      999,999.99  14,999.99

Labor & Industries:
      Table 8 Insurance and Medical – Coop sent directly to district around March

                      Workers‟ Comp. Trust members- rates change September 1, 2010
                      State plans - rates change January 1, 2011

       Table 9 Pension (effective September 1, 2008)

                      Employee              Employer             Total
                       .04225                .04185              .0841

Unemployment: Table 26 – Coop sent directly to district at budget time

       Maximum Wage $36,800.00 (effective January 1, 2010)
                 Unemployment Co-op - rates change September 1, 2010
                      State plans - rates change January 1, 2011

Insurance Information:
      State Allocation $768.00
      Retiree Subsidy (HCA Carve-out) $62.48




Educational Service District No. 113                                                 3
                        Capital Regional Data Center
CONFIRM THE FOLLOWING WERE DONE AT BUDGET IN WORK 3 OR
YOUR DISTRICTS DETERMINED WORK AREA.


CHECK LIST OF ITEMS DONE AT BUDGET TIME:

       _____ NEW YEAR CALENDARS BUILT
                      REVIEW AND UPDATE IF NEEDED

       _____ NEW YEAR SALARY SCHEDULES BUILT

       _____ CURRENT SCHEDULE MOVED TO PRIOR

       _____ CONTRACTS REFRESHED AND UPDATED

       ______ 09-10 ANNUAL AWARD OF EXPERIENCE

       _____ EDUCATION UPDATED FOR 10-11


       BENEFIT TABLES UPDATED AT BUDGET:

       _____ L&I RATES AND PENSION (TABLE 8 & 9)

       _____ MEDICARE / SOCIAL SECURITY (TABLE 28)

       _____ RETIREMENT RATES (TABLE 29)

       _____ UNEMPLOYMENT RATES (TABLE 26)




Educational Service District No. 113                     4
                         Capital Regional Data Center
          A: Check YTD in Budget Work Area
Review the contracts in your Budget Work Area.
Go to Control G – Contracts, open the base contract and do an ESC U. At the bottom of
the screen is a To Date Paid Field.
This Field must be 0.00. If it is go to proceed to step 1.
If there are dollars there complete next step.


             +——————————————————————— Contract for CARPEE, GAINE 26 ———————————————————————+
             |             Line: 2                                                              |
             |    Contract Num: 1                                                               |
             |             Type: 01 CERTIFICATED                                                |
             |         Calendar: AA TEACHER'S                                                   |
             |        Pay Start: 09/01/10                                                       |
             |      Work Start: 08/29/10         End Date: 06/13/11                             |
             |         Payments: 12                  Made: 0                                    |
             |        Hours/Day: 8.00      Retire Hrs/Day: 8.00                                 |
             |            Cycle:          Retroactive Pay:        0.00                          |
             |        ========== Current ==========        ========== Prior ==========          |
             |         Schedule: 011609 MA+90/PHD(16)       Schedule: 011609 MA+90 OR PH.D.     |
             |          Dollars: 64,174.00                   Dollars: 64,531.00                 |
             |           Factor: 1.000                        Factor: 1.000                     |
             |    Resp. Factor: 0.0000                  Resp. Factor: 0.0000                    |
             |             Days:    0     Retire Hours:      0.00      L&I Hours:      0.00     |
             |   Computed Pmnt:         0.00    To Date Paid:        0.00                       |
             |                                                                                  |
             | < Go >    < Cancel >    < Previous >   < Next >                         < Help > |
             +——————————————————————————————————————————————————————————————————————————————+




           B: If needed - Correct YTD in Budget Work Area
Menu Path:         Human Resources/Utilities/Data Manipulations/Contracts


              Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit _
                                                       [Fund 1, +——————————————————————————+
                                                                | Load External Sources -> |
                                                                | Mass Add ->              |
                                                                | Mass Delete ->           |
                                                                | Data Manipulations ->    |
                                         +————————————————————————————————————————————+    |
                                         | Calculate Summary, Contract, Distributions |    |
                                         | Contracts                                  |————+
                                         | Copy Current Schedule and Base to Prior    |
                                         | Copy Pay/Work Areas                        |
                                         | Payroll Information Hourly Rate            |
                                         | Salary Schedules ->                        |
                                         | Summary and Distribution Area              |
                                         +————————————————————————————————————————————+


Note: As a general rule contracts must be refreshed before they can be deleted.
Deleting contracts without refreshing them can cause retirement reporting errors.




Educational Service District No. 113                                                                5
                         Capital Regional Data Center
Type the number 3 (Budget Area) in the Which Area and press return.

Use your Right Arrow key to arrow over to “ALL” and press return to toggle the X into the
parenthesis.

Use the TAB to reach the “With Salary Schedules” prompt and press return to toggle the
X.

Press TAB again and the return key to toggle the X into “Without Salary Schedules”.

Use the TAB key again to get to the “Salary Schedule” prompt. This is a searchable field
and you are able to access information by pressing the PF2 (Help) key (next to the go key)
if you do not want ALL salary schedules.

Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit _
                                         [Fund 1, Set Primary, PAY]
+——————————————————————Contract Update/Maintenance 1 of 2——————————————————————+
|                                                                              |
| Which Area (1.Work-1 2.Work-2 3.Work-3 4.Payroll): 3                         |
| Select contracts:                                                            |
|     ( )Base Only ( )Non Base Only ( )For a Specific Type Code (X)All         |
|      [X]With Salary Schedules [X]Without Salary Schedules                    |
|                                                                              |
|                                                                              |
|                                                                              |
| Salary Schedule: ALL All schedules from                                      |
|                                                                              |
| Select By Date: N                                                            |
|                                                                              |
| When: F227='1A'                                                              |
|                                                                              |
|                                                                              |
|                                                                              |
| < Go >   < Cancel >                                                 < Help > |
+——————————————————————————————————————————————————————————————————————————————+




Note: When statement is an example only.

A “When Statement” may be used if necessary. Examples could include a “When
Statement” based upon serial number, class code, union code, or contract type. If the
“When Statement” is left blank, then the contract date selection will be used to select the
contracts to be included.


Press “GO” (PF1) and screen 2 will come up.

Leave S-275 Triggers as “N”.

Press the Return key and type a “N” to change Contract Dates.

Type 12 in the number of contract payments at the “New Number of Payments” field or
leave the field blank to retain the current number of payments for the contract.

Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit _
Educational Service District No. 113                                                          6
                         Capital Regional Data Center
                                         [Fund 1, Set Primary, PAY]
+——————————————————————Contract Update/Maintenance 2 of 2——————————————————————+
|       Set S-275 Triggers: N                                                  |
|    Change Contract Dates: N                                                  |
|                                                                                       |
|                                                                              |                THIS IS TO
                                                                                                REMOVE THE
| Set Payment Made to Zero: Y              Set Contract YTD to Zero: Y                      |   YTD DOLLARS
|                                                                              |
|   New Number of Payments: 12                                                 |
|                                                                              |
| Update Current Schedule: N           Increase Step Based on Prior: N         |
|                            Increase Step for S-275 Codes 1&2 Only: Y         |
|                             Increase Step for CBRTN Code 'C' Only: Y         |
|                                                      Update Grade: N         |
| Update Non-salary Sched: N Increase By (1.Percent 2.Dollar Amt): 1           |
|                                               Increase Percentage: 0.0000    |
|                                                   Increase Amount:       0.00|
|                                           Round to Nearest Dollar: Y         |
| < Go >   < Cancel >                                                 < Help > |
+——————————————————————————————————————————————————————————————————————————————+

Set Payment Made to Zero “Y”                    Set Contract YTD to Zero “Y”
Typing an “N” in the field for Upgrade Current Schedule will bypass the prompts for
Increase Step Based on Prior, Increase Step for S-275 Codes 1&2 Only, Increase Step for
CBRTN Code “C” Only, and Update Grade.
Typing a “Y” to Update Non-salary Sched, will open the prompts for increasing by percent
or by a specific dollar amount.
Increase by (1. Percent 2. Dollar Amt). If by percent, then enter the percent increase you
wish to award. Answering “Y” to Round to the Nearest Dollar to pay in whole dollars or
answer “N” to pay in dollars and cents.
Press the Go (PF1) key to save your entries and to process your changes.

The Output Control Screen will appear and press the “GO” (PF1) key.
            Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit _
                                                          [Fund 1, Set Primary, PAY]


                          +—————————————————————Output Controls—————————————————————+
                          |                                                         |
                          |               Execute: FOREGROUND                       |
                          |                                                         |
                          |                                                         |
                          |Print Options: Screen: Yes                               |
                          |                 Paper: No           Copies: 01          |
                          |                 Fiche: No            Width:             |
                          |           Delete file: Yes                              |
                          |           Print Queue: port LQ2500                      |
                          |                  Form: 132_01                           |
                          |           Output File: CONTRACTS                        |
                          |                                                         |
                          | < Run >   < Cancel >                           < Help > |
                          +—————————————————————————————————————————————————————————+




Run after June payroll for Administrators and after August Payroll for all others
Educational Service District No. 113                                                                    7
                        Capital Regional Data Center
          Step 1        Run Payroll Status Forms For Historical Data
Menu Path:         Legacy/1Pay/3-Payroll Process/4-Status Forms/1Run Status Forms




                                                   Distribution Area –
                                                   Payroll Information
                                                   Only will display
                                                   payroll fields with
                                                   data in them if “1.
                                                   Yes” is selected.
                                                   Select “2. No” is all
                                                   fields are to be
                                                   printed on the status
                                                   forms.




       Note: Status form lines that may be needed for historical purposes include
       Personal Information (1), Leave (13), Payroll Information (21), Pay Summary
       Area (34), and Time Detail (119). Use a “When Statement” to limit the
       employees included in the print job. The above format provides historical data
       for each employee that has dollars in the Total Final Salary Field (F379).

Educational Service District No. 113                                                8
                                    Capital Regional Data Center
                 Step 2              Run Vacation and Sick Leave Cash Out Reports
                                     For Financial Reporting (F-196) - Sept Only
* * IF YOU MISS THIS STEP – YOU WILL BE OUT OF LUCK AND HAVE TO DO MANUALLY * *
Report #1 Vacation (Annual Leave) Cash-out

Menu Path:                 Legacy/ 1Pay/ Option 6 - PAYPERS Report Writer/
                           1 Report Writer/ 1 Report




Note: Use this report in preparing data for the notes to the financial statements. Remember to take into consideration any fr ont loaded hours.




Educational Service District No. 113                                                                                                              9
                                    Capital Regional Data Center
Report #2 Sick Leave Cash-out (Sept Only)
Menu Path:                 Legacy/ 1Pay/ Option 6 - PAYPERS Report Writer/
                           1 Report Writer/ 1 Report




Note: Use this report in preparing data for the notes to the financial statements. Remember to take into consideration any fr ont loaded hours.




Educational Service District No. 113                                                                                                              10
                         Capital Regional Data Center
          Step 3      Administrator Contracts – July Payroll
                      All Contracts – September Payroll

       Copy Summary Area, Contracts and Distributions
The contracts in your Budget Work Area were already rolled at the time budget was done,
so this process copies the contracts, distributions and summary information from the
Budget Work Area to Pay and eliminates the need to roll the contracts in the Pay Work
Area.

The Copy Process is the same you would do if you were copying from one work are to
another. It will only work if the Contract in Pay has not been refreshed. If it has been
refreshed, you need to contact one of the Fiscal Analysts to assist you.

*****If you have Administrator‟s who have retired or resigned and were deleted in Budget,
their contract will need to be refreshed in Pay then deleted.

Menu Path: Human Resources/Utilities/Data Manipulations/Copy Pay/Work Areas
Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit
                                         [Fund 1, +——————————————————————————+
                                                  | Load External Sources -> |
                                                  | Mass Add ->              |
                                                  | Mass Delete ->           |
                                                  | Data Manipulations ->    |
                           +————————————————————————————————————————————+    |
                           | Calculate Summary, Contract, Distributions |    |
                           | Contracts                                  |————+
                           | Copy Current Schedule and Base to Prior    |
                           | Copy Pay/Work Areas                        |
                           | Payroll Information Hourly Rate            |
                           | Salary Schedules ->                        |
                           | Summary and Distribution Area              |
                           +————————————————————————————————————————————+

Copy from Work Area 3 (or which ever Work Area you have your next year‟s Budget in)
Copy to Pay

Copy Summary and Contracts set to Yes
Copy Contracts set to Yes
Copy Distributions set to yes
Copy Mandatory Benefit Rates set to (YES – Sept) (NO – July Payroll)
Copy Salary Schedules set to (YES – Sept) (NO – July Payroll)

You set the last two prompts to yes for the salary schedules and benefit
rates when you do the maintenance for September Payroll only.




Educational Service District No. 113                                                       11
                        Capital Regional Data Center
Use a When statement to make sure that you are only copying the contracts you didn‟t
copy in July (the administrators). For this example, we are using the class code (F227) 1A
for administrators.
        +———————————————————————————Copy Pay/Work Areas————————————————————————————+
        |                                                                          |
        | Copy From (1.Work-1 2.Work-2 3.Work-3 4.Pay): 3 2010                     |
  |     Copy To (1.Work-1 2.Work-2 3.Work-3 4.Pay): 4 2009 (for July)          |
  |                                                       2010 (for Sept)      |
        |                                                                          |
        |                                                                          |
        |                      Copy Summary and Contracts: Yes                     |
        |                                  Copy Contracts: Yes                     |
        |                              Copy Distributions: Yes                     |
  |                      Copy Mandatory Benefit Rates: No (July) Yes (Sept)    |
  |                             Copy Salary Schedules: No (July) Yes (Sept)    |
        |                                                                          |
  |   When: F227 NE '1A' –example only – use your admin code                   |
        |                                                                          |
        |                                                                          |
        |                                                                          |
        | < Go >   < Cancel >                                             < Help > |
        +——————————————————————————————————————————————————————————————————————————+

Press Go

You will get the following message

+—————————————————————————————————— Question ——————————————————————————————————+
| **************************************************************************   |
| *                W A R N I N G                                               |
| * SCHEDULES ON TABLES 27 & 04 WILL BE REPLACED BY THE                        |
| * SCHEDULES IN TABLES 55 & 56                                                |
| **************************************************************************   |
| WORK-3 2010 WILL BE COPIED TO PAY AREA 2009                                   |
| ** NOTE: The following Pay Area fields will NOT be updated:                  |
| **       F216 Retirement Plan                                                 |
| **       F251 Unemployment Code                                              |
| **       F257 FICA/Medicare flag                                             |
| **       F276 Average L&I switch                                              |
| COPIED RECORDS WILL BE CONVERTED TO FISCAL YEAR 2009                        |
| SUMMARY AND CONTRACTS WILL BE COPIED.                                        |
| THE DISTRIBUTION AREA WILL BE COPIED.                                        |
| MANDATORY BENEFIT RATES WILL BE COPIED.                                      |
| SCHEDULE TABLES WILL BE COPIED.                                              |
|                                OK to continue?                               |
| ———————————————————————————————————————————————————————————————————————————— |
|                                   <Yes> <No>                                 |
+——————————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                   12
                         Capital Regional Data Center
Make sure to specify in the Output Controls to bring the results to screen so you can verify
that the right number of records were modified.

           +—————————————————————Output Controls—————————————————————+
           |                                                         |
           |               Execute: FOREGROUND                       |
           |                                                         |
           |                                                         |
           |Print Options: Screen: Yes                               |
           |                 Paper: No           Copies: 01          |
           |                 Fiche: No            Width:             |
           |           Delete file: Yes                              |
           |           Print Queue: port LQ2500                      |
           |                  Form: 132_01                           |
           |           Output File: COPYPAYWRK                       |
           |                                                         |
           | < Run >   < Cancel >                           < Help > |
           +—————————————————————————————————————————————————————————+

At the bottom of the report you will see the number of records read, the number of records
selected and the number of records modified.

************************************************************
WHEN SELECTION:
F227 NE '1A'
************************************************************
   161 RECORDS READ
   160 RECORDS SELECTED
   160 RECORDS MODIFIED
END COPY PAY/WORK AREA
[EOB]

At this point, simply verify the amounts of the contracts and that they are all up to
date in the Pay Work Area.

Once you have completed this step, it is suggested that you go into the contract area and review the
Pay Start, Work Start and End Date has actually changed to the dates you wanted. If you have
several administrators or staff you may want to run a Payroll Compute and a Contract Analysis
Report (1014) or run a Pay/Pers report such as the contrdates report.




          Step 4         Run Pay/Pers Report to Zero Field 300 (Benefit Factor)
Educational Service District No. 113                                                               13
                        Capital Regional Data Center
                       (July and Sept) Legacy/1PAY/6/1
This report may already be a saved report titled ZERO300 – in 1PAY area.

Part A – Run Report to Zero Field 300

 REPORT-ID INFORMATION
     1.ENTER THE REPORT HEADING (67X) <REPORT>                     ZERO 300 BENEFIT FACTOR
 TRIANGLE METHOD
     2.ENTER THE REPORT LINE SPACING (1-15) <1>                    01
     3.DO YOU WISH TO CREATE MICRO FILE (Y/N) <N>                  N
     4.DO YOU WISH TO CREATE UPDATE FILE (Y/N) <N>                 Y
     5.UPDATEFILE ID. (9) <REQ>                                    ZERO300 .PAY
     6.DO YOU WISH TO CREATE DOCUMENT FILE (Y/N) <N>               N
     7.NO PAYS-PAYS-BOTH (X,P,B) <B>                               B
     8.INCLUDE UNFILLED POSITIONS (Y/N) <N>                        N
     9.PRINT TOTALS ONLY (Y/N) <N>                                 Y
    10.PRINT SERIAL AND NAME (Y/N) <Y>                             Y
    11.IS THIS REPORT TO BE SORTED (Y/N) <N>                       Y
    12.SORT ORDER ALPHA, PAYLOC, USER ORDER (A/P/U)                A
    13.ENTER FIELD                                                 300
    14.ENTER FIELD                                                 300=0;CHG
    15.COLUMN HEADING (13X)                                        PAY-BEN. FACT
       PAY-BEN. FACT=0
    17.ENTER FIELD
       SERIAL      NAME                   PAY-BEN. FACT PAY-BEN. FACT
       XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXX XXXXXXXXXXXXX
    20.DO YOU WISH TO REDEFINE FIELD HEADINGS (Y/N) <N>            N
    21.WHEN                                                        F300 GT 0
       PAY-BEN. FACT GT 0

 IS THE REPORT SELECTION INFORMATION CORRECT (Y/N) <Y>:




Report Example




Educational Service District No. 113                                                         14
                          Capital Regional Data Center
Part B - Mass Update

 1.REPORT 2.HELP    3.REVIEW/EDIT 4.END-JOB:   4
 1.REPORT WRITER     2.MASS UPDATE   3.DOWNLAND (1-3):      2

     1.   ZERO300.PAY;1

 SELECT FILE NO.: 1
 EXTRACT FILE=*** ZER0300.PAY;1 ****

 OPTION = 1.BATCH   2.LIST   3.DELETE   4.CHANGE (1-4): 1

 BATCH EXTRACT FILE

 UPDATE FOR FILE *** ZERO300.PAY;1 *** OK TO BATCH (Y/N):       Y
 Job $MDS (queue BQ3, entry 964) started on BQ3

 1.ZERO300;PAY;1

 SELECT FILE NO.:

 1.REPORT WRITER    2.MASS UPDATE      3.DOWNLOAD (1-3):

 ENTER PAYS OPTION # OR HELP:




           Step 5 Summer Retirement Maintenance

              **IMPORTANT RETIREMENT REMINDERS**
Please remember to separate retiring employees with their final compensation.
Employees retiring in June, but receiving compensation through August will need a
separation code reported in the Retirement Adjustments Screen (Control “N” or Line 33)
with the August payroll.

It is also necessary to report a “B” code in the Retirement Adjustments Screen
(Control “N” or Line 33) for employees that do not have reportable compensation in
July and/or August. The following section will guide you through this process for
individual employees using the WISE HR application or, for groups of employees on the
same retirement plan using the Legacy Payroll application.

           +———————————————— Washington Information Systems for Education ————————————————+
           |                                                                              |
           |     Fiscal         Human Resources        Legacy                District     |
           |                    Administration         Job Applicant         Exit         |
           |                                                                              |
           +——————————————————————————————————————————————————————————————————————————————+

Choose the Human Resources menu pick by typing the letter „H‟ or by hitting return when
the menu pick is highlighted.

Press the Return key on the Employees menu pick.


Educational Service District No. 113                                                          15
                        Capital Regional Data Center


Type CTRL N (the hot key for Retirement Adjustments).

Tab to “Employee Name Begins” and type the first few letters of the employee name.




Press the Return key to open the Retirement Adjustments screen.

Enter the following values to transmit “B” codes for July & August:

Frequency = 2
Period = 072010
Increment Date = Y
Status = B




Educational Service District No. 113                                                 16
                        Capital Regional Data Center




The system will automatically change the date in the Period field to 08/2010 after the July
payroll. This method would transmit a “B” code for July 2010 with the July payroll and
another “B” code for August 2010 with the August payroll for the employee.


Note: If the employee returns to work in August 2010, then the district would only need to
transmit the July “B” code information.


The following example is the entry for adding a “B” code for July when employees are
returning to work in August.




Educational Service District No. 113                                                     17
                        Capital Regional Data Center




Enter the following values to transmit a “B” code for July:

Frequency = 1
Period = 072010
Status = B




Educational Service District No. 113                          18
                          Capital Regional Data Center
RETIREMENT MASS ADD OF VARIABLE LINES IN LEGACY
It is possible to add “B” Code lines for groups of employees on the same retirement plan.
This process is done in Legacy using the Mass Add of Variable Lines functionality. The
example below displays adding variable lines for July and August for all TRS Plan 1
employees.

ENTER PAY OPTION # OR HELP: 1
PAY - PAYROLL UPDATE/MAINTENANCE


GOOD MORNING – NEW SCHOOL
PAYROLL UPDATE/MAINTENANCE OPTION (1-7): 5
PAY - MASS ADD VARIABLE LINES
LINE (3N): 33
33 1 RETIRE-FREQ (2N) <>: 2
33 2 RETIRE-PERIOD (MMYY) <>: 0710
33 3 RETIRE-INCR (Y/N) <N>: Y
33 4 RETIRE-PLAN (1X) <>: 1
33 5 RETIRE-STATUS (1X) <>: B
33 6 RETIRE-CYCLE (1X) <>: /
33 ------------------------------ RETIREMENT ADJUSTMENT ------------------------
0 1 2       3 4 5     6 7         8        9        10    11   12       13
FD FQ PERIO I PL STAT CY COMPENSA EMPLOYEE EMPLOYER HOURS DAYS BEG-DATE END-DATE
00 02 07/09 Y 1 B

LINE CORRECT (1.YES 2.NO) <REQ>: 1
WHEN: F216='1'
F216='1'
WHEN STATEMENT CORRECT (1.YES 2.NO) <1>:
LIST EMPLOYEES SELECTED BY WHEN STATEMENT (1.YES 2.NO) <2>: 1
FORM ALIGN PAUSE - PRESS RETURN AFTER ALIGNMENT:
00007 *STORY SOB *                           00008 *BABY CRY *


EMPLOYEES SELECTED CORRECT (1.YES 2.NO) <1>:
1.RUN ON-LINE 2.SUBMIT BATCH 3.RESTART 4.EXIT (1-4) <REQ>: 1
************************************************************************
*                          WARNING                                     *
* DO NOT ATTEMPT TO INTERRUPT THIS OPTION UNTIL IT HAS COMPLETED.      *
* FILE PROBLEMS WILL OCCUR IF THERE ARE ANY INTERRUPTIONS.             *
************************************************************************


0017 EMPLOYEES READ
0002 EMPLOYEES SELECTED
0002 EMPLOYEES MODIFIED


PAYROLL UPDATE/MAINTENANCE OPTION (1-7):
$PRINT/QUEUE=SYS$PRINT TA1298039.PPC;1/DELETE+TA1200101.LIS/FORM=F001/COPIES=01/DELETE/NOFEED
$       SET NOVERIFY
Job TA1298039 (queue SYS$PRINT, entry 48) started on SYS$PRINT


It doesn‟t hurt to put in „B‟ codes for all your employees who are active in retirement.
These are the employees with a retirement plan code of 1 (TRS 1), 2 (PERS 1), 5 (TRS
2), A (TRS 3), C (SERS 2), E (SERS 3), G (TRS Retiree) or I (SERS Retiree). To do the
mass add for these other employees, simply change the plan code on line 33.4 to the
appropriate retirement code and change the when statement to reflect the same code.
Doing this for all your retirement people will avoid those unsightly missing earnings edit
messages for your employees.

Educational Service District No. 113                                                            19
                         Capital Regional Data Center
           Step 6 Update Control Tables – Do September Only

Dates – Table 20
Menu Path:         Human Resources/Master Files/Controls/Dates

This table, in addition to Payroll Table 00 and Warrant Write Table 18, controls payroll
processing. It displays the scheduled pay dates for groups of employees. This table also
serves as a final payroll history file for the district. After final payroll has run, the history will
show by pay date which tax groups and cycles were paid, the corresponding total dollar
amount paid, and the total number of employee in a pay status on that cycle.

Table 20 entries can be added or deleted, but cannot be changed. Each line/entry in this
table must contain five items of information: pay date, tax group, cycle (generally blank),
beginning pay period and ending pay period.
                   +———————————————————————Payroll Dates - Table 20———————————————————————+
                   | Pay Date    Seq Tax Cyc Begin     End          Pay Amount Tot Emp Pd|
                   |                 Grp      Date     Date                             Cm|
                   | ————————————————————————————————————————————————————————————————————|
                   | >09/29/2010| 01|M |     |09/01/10|09/30/10|     15,050.25|       7|P |
                   | 09/29/2010| 05|MA |     |08/01/10|08/31/10|          0.00|       3|P |
                   | 08/31/2010| 01|M |      |08/01/10|08/31/10|     13,857.94|      14|P |
                   | 08/31/2010| 05|MA |     |07/01/10|07/31/10|          0.00|       6|P |
                   | 07/31/2010| 01|M |      |07/01/10|07/31/10|     13,942.56|      14|P |
                   | 07/31/2010| 05|MA |     |06/01/10|06/30/10|          0.00|       6|P |
                   | 06/30/2010| 01|M |      |06/01/10|06/30/10|     14,687.31|      14|P |
                   | 06/30/2010| 05|MA |     |05/01/10|05/31/10|        384.00|       6|P |
                   | 05/31/2010| 01|M |      |05/01/10|05/31/10|     14,514.81|      14|P |
                   | 05/31/2010| 05|MA |     |04/01/10|04/30/10|        286.00|       6|P |
                   |    / /     |   |    |   | / / | / / |                    |        | |
                   |                                                                      |
                   | < Insert >   < Delete >    < Exit >                         < Help > |
                   +——————————————————————————————————————————————————————————————————————+



Insert the new pay date and tax group information (ESC “I”), and then press the “GO”
(PF1) key to save the data. Press the “WHOA” (PF4) key to exit.




Educational Service District No. 113                                                               20
                                    Capital Regional Data Center




Note: Data displayed in this document are examples for training purposes. Districts should use their information for all tabl e data.



Payroll – Table 00
Menu Path:                  Human Resources/Master Files/Controls/Payroll

The control table is used to run a district‟s payroll. It is used in addition to Table 18
Warrant Write and references the pay date fields in Table 20 Dates to find which
employee groups to pay for the pay cycle.
                      +————————————————————————Payroll Controls - Table 0—————————————————————————+
                      |                                                                              |
                      |              Pay Date: 09/29/10         Total Warrant Count:                 |
                      |     Begin War Number:        0                 Prelim/Final:                 |
                      |Pay Benefits From Pay: N                      Computed Gross: 0.00            |
                      |     Salary Increment: Y                   Last Payroll Date: 08/31/10        |
                      |           L&I Average: N                       Payroll MMSS:       N         |
                      |           Total Gross: 0.00                      Encum MMSS:                 |
                      |                                   Calculate?       Factor Summary Area?      |
                      |      Payroll Medical:        0.00     N                N                     |
                      |        Work-1 Medical:     425.89     N                Y                     |
                      |        Work-2 Medical:     627.97     N                Y                     |
                      |        Work-3 Medical:    768.00 *    N                Y                     |
                      |           SPI Medical:       0.00     N                                      |
                      |                                                                              |
                      |                      * based on what district pays                           |
                      | < Go >    < Cancel >                                                < Help > |
                      +———————————————————————————————————————————————————————————————————————————+



Enter the current month pay date and press the “GO” (PF1) key.




Educational Service District No. 113                                                                                                    21
                        Capital Regional Data Center

Contract Types – Table 05
Menu Path:         Human Resources/Master Files/Controls/ContractTypes

Defines a contract type code and a description for each contract type. The contract type
description will print in the Contract area (Control G/Line 41.03) and on the warrant stub or
earnings statement. Make sure that each employee has a distinct contract type for each
contract. This is a WESPaC cleanup item. For example, if you have someone who
coaches Football, Basketball and Softball, either have a separate contract type for each
sport, or even one for each season.
                          +—————————————Contract Types - Table 5—————————————+
                          | Typ Description       Bef Fct Fct Fct Fct          |
                          |                       Sti Pay Wrk1 Wrk2 Wrk3       |
                          | ——————————————————————————————————————————         |
                          | >01 |BASIC          |N |N |N      |N   |N          |
                          | 02 |SUPPLEMENT      |N |N |N      |N   |N          |
                          | 03 |CLASSIFIED      |N |N |N      |N   |N          |
                          | 04 |FALL SPORTS     |N |N |N      |N   |N          |
                          | 07 |WINTER SPORTS |N |N |N        |N   |N          |
                          | 13 |SPRING SPORTS |N |N |N        |N   |N          |
                          | 58 |WRC SUPERVISOR |N |N |N       |N   |N          |
                          | 96 |PRINCIPAL       |N |N |N      |N   |N          |
                          | 97 |SUPERINTENDENT |N |N |N       |N   |N          |
                          |     |               |    |   |    |    |           |
                          |     |               |    |   |    |    |           |
                          |     |               |    |   |    |    |           |
                          |                                                    |
                          | < Insert >   < Delete >    < Exit >       < Help > |
                          +——————————————————————————————————————————————————+


Tax and Group Codes – Table 12
Menu Path:         Human Resources/Master Files/Controls/Tax and Group Codes

This table stores each Tax/Group code for federal withholding calculations and its
associated description, and determines the Tax/Group code available in the Tax Group
Filed (Control X/Field 206). The Tax/Group code is also used in defining the groups
included in the Dates Table (20) in master files and controls.


                          +——————————Tax and Group Codes - Table 12——————————+
                          | Tax Description                                  |
                          | Grp                                              |
                          | —————————————————————————                        |
                          | >M |MONTHLY                                      |
                          | MA |MONTHLY-HRLY                                 |
                          |     |                                            |
                          |     |                                            |
                          |     |                                            |
                          |     |                                            |
                          |     |                                            |
                          |                                                  |
                          | < Insert >   < Delete >   < Exit >      < Help > |
                          +——————————————————————————————————————————————————+




Educational Service District No. 113                                                       22
                         Capital Regional Data Center
                                 Warrant Write Controls – Table 18
Menu Path:         Human Resources/Master Files/Controls/Warrant Write

This table sets flags that provide the basic controls used in processing payroll. This table
controls but is not limited to the following items: printing warrants, deleting one-time
frequency entries, printing status forms, zeroing out the QTD and FTD unemployment
maximums, transmitting location information to the Department of Retirement for annual
statements, and distinguishing between certificated and classified benefits.

                   +——————————————————Warrant Write Controls - Table 18———————————————————+
                   |                                                                      |
                   |         Federal ID: 919999999                  FTD Auto Purge: N     |
                   |            FICA ID: 693999999                  QTD Auto Purge: Y     |
                   |            PERS ID: 9199              Unemployment Auto Purge: Y     |
                   |            SERS ID: 91991                 Distribution Delete: N     |
                   |             TRS ID: 219999                    Warrant Heading: N     |
                   | ABA Transit Number: 125107079                      Sub-object: N     |
                   |    Settlement Acct: 97000640                     Stub Det/Sum: N     |
                   |     Print Sick Leave: A          Print Triggered Status Forms: Y     |
                   | Print Vacation Leave: A           Print Remittance Separately: N     |
                   |    Print Other Leave: A         Transmit Location Code to DRS: N     |
                   |   Print Unpaid Leave: A                    Location Field No.: 225   |
                   |                                                                      |
                   | < Go >   < Cancel >                                         < Help > |
                   +——————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                          23
                        Capital Regional Data Center
Work Area Fiscal Year – Table 23

Menu Path:         Human Resources/Master Files/Controls/Work Area Fiscal Year

This table displays the pre-defined work area designations, the fiscal year of the
work area, and the work area description.


Note: Once the Fiscal Year has been changed to 2010, it cannot be changed back to
the fiscal year 2009.
                                +——————————Work Area Fiscal Year - Table 23——————————+
                                |                                                     |
                                | Area Area Description                      Fis Yr   |
                                | ———————————————————————————————————————————————     |
                                | >PAY |Payroll                            |2010      |
                    +———————————————————————————————— Question ————————————————————————————————+
                    |            Are you sure you want to change the fiscal year?              |
                    | Note: All users must be out of the files before conversion can be run.   |
                    | ———————————————————————————————————————————————————————————————————————— |
                    |                                <Yes> <No>                                |
                    +——————————————————————————————————————————————————————————————————————————+
                                |      |                                   |          |
                                |                                                     |
                                |                                                     |
                                |                                                     |
                                |                                                     |
                                |                                                     |
                                | < Go >   < Exit >                          < Help > |
                                +————————————————————————————————————————————————————+




Change Table 23, Pay Area to fiscal year 2010 before running September 2010 pay
computes. All other users must be out of the Payroll and Personnel applications when the
fiscal year is changed.




Educational Service District No. 113                                                               24
                        Capital Regional Data Center
          Step 7      Update Leave Tables (July and September)
               Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit
                                           +—————————————————————+und 1, Set Primary, PAY]
                                           | Controls ->         |
                                           | Benefits ->         |
                                           | Leave ->            |
                                           | +—————————————————+ |
                                           | | Timesheet Codes | |
                                           | | Sick            | |
                                           | | Vacation        | |
                                           +—| Other           |—+
                                             +—————————————————+


Note: Data displayed in this document are examples for training purposes. Districts
should use their information for all table data.

Timesheet Codes – Table 21

Menu Path:         Human Resources/Master Files/Leave/Timesheet Codes

This table provides a list of alpha codes and their corresponding description for each
distribution type code. When the district uses the Time Detail area (Control T/Line 119) to
enter all leave taken by date, the data is retained for historical purposes and summarized
in the current pay cycle to the Leave area (Control L/Line 21). When the Time Detail area
is used for compensated hours, the hours summarize to the distribution area (Control
W/Line 43) by distribution type code, subsidiary account code and retirement earnings
period. The distribution type code description subsequently displays on the employee‟s
warrant stub or earnings statement.


                                 +————————————Timesheet Codes - Table 21————————————+
                                 | Ts Description       Category Mxm Lve Hr Acc     |
                                 | Typ                                      Pay     |
                                 | ———————————————————————————————————————————      |
                                 | >   |REGULAR        |R       |99,999.99 |N       |
                                 | # |SK BUYBACK       |S       |99,999.99 |N       |
                                 | + |WORK             |W       |99,999.99 |N       |
                                 | 08 |VAC CASHOUT     |R       |99,999.99 |Y       |
                                 | 10 |RETRO PAY       |R       |99,999.99 |Y       |
                                 | 30 |UNPAID LEAVE    |R       |99,999.99 |Y       |
                                 | 96 |SICK LV BUYBACK|R        |99,999.99 |Y       |
                                 | CS |CLASS SUB       |R       |99,999.99 |Y       |
                                 | EX |EX-CURR         |R       |99,999.99 |Y       |
                                 | O |OVERTIME         |O       |99,999.99 |N       |
                                 | P |PAID LEAVE       |P       |99,999.99 |N       |
                                 | PC |PAID CONFERENCE|R        |99,999.99 |Y       |
                                 |                                                  |
                                 | < Insert >   < Delete >   < Exit >      < Help > |
                                 +——————————————————————————————————————————————————+




Educational Service District No. 113                                                         25
                         Capital Regional Data Center
Leave accrued computations and the annual resetting of leave records may be controlled,
in part, by specific leave plans. All leave plans are defined in one of three table files: sick
leave plans in table 01, vacation leave plans in table 02 and other paid leave plans in table
03. Each of these tables stores the same items of data; they differ only in the category of
leave.


                                Sick Leave Plans – Table 01
Menu Path:         Human Resources/Master Files/Leave/Sick

Note: Data displayed in this document are examples for training purposes. Districts
should use their information for all table data.


This table defines sick leave plans that are referenced in the Leave area (Control L/Line
15) of an employee‟s record. It is used to award leave on a monthly or annual basis.
             +——————————————————————————Sick Leave Plans - Table 1——————————————————————————+
             |+————————————————————————————+                                                |
             || Leave Description          |          Sick Leave Plan:      1               |
             || Plan                       |      Plan Description: 96 HOURS                |
             || ——————————————————————————|        Pay Cyc Credit Hrs: 0.00                 |
             || >   1 96 HOURS             |      Min Hrs For Accrual: 0.00                 |
             ||     2 40 HOURS             |           Include OT Hrs: N                    |
             ||     3 35 HOURS             |      Annual Credit Hours: 96.00                |
             ||     4 68 HOURS             |       Annual Award Month: 09                   |
             ||     5 60 HOURS             |       Annual Award Cycle:                      |
             ||     6 65 HOURS             |        Max Accrual Hours: 99,999.99            |
             ||     7 70 HOURS             |      Accrue Earn/Unaward: N                    |
             ||     8 80 HOURS             |        Anniversary Month:    0                 |
             |+————————————————————————————+        Anniversary Cycle:                      |
             | < Insert >                          Anniv Roll To Plan:      1               |
             | < Update >                           Roll Curr Bal Mth: 09                   |
             | < Delete >                           Roll Curr Bal Cyc:                      |
             | < Exit >                                                            < Help > |
             +——————————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                            26
                         Capital Regional Data Center
Vacation Leave Plans – Table 02
Menu Path:         Human Resources/Master Files/Leave/Vacation

This table defines vacation leave plans that are referenced in the Leave area (Control
L/Line 17) of an employee‟s record. It is used to award leave on a monthly or annual
basis.
             +————————————————————————Vacation Leave Plans - Table 2————————————————————————+
             |+————————————————————————————+                                                |
             || Leave Plan Description     |      Vacation Leave Plan:      1               |
             || Plan                       |         Plan Description: 80 HOURS             |
             || ——————————————————————————|        Pay Cyc Credit Hrs: 0.00                 |
             || >   1 80 HOURS             |      Min Hrs For Accrual: 0.00                 |
             ||     2 60 HOURS             |         Include OT Hours: N                    |
             ||     3 96 HOURS             |      Annual Credit Hours: 80.00                |
             ||     4 168 HOURS            |       Annual Award Month: 09                   |
             ||     5 84 HOURS             |       Annual Award Cycle:                      |
             ||     6 200 HOURS            |        Max Accrual Hours:      160.00          |
             ||    48 48 HOURS             |      Accrue Earn/Unaward: N                    |
             ||   144 144 HOURS            |        Anniversary Month:    0                 |
             |+————————————————————————————+        Anniversary Cycle:                      |
             | < Insert >                          Anniv Roll To Plan:      1               |
             | < Update >                           Roll Curr Bal Mth: 09                   |
             | < Delete >                           Roll Curr Bal Cyc:                      |
             | < Exit >                                                            < Help > |
             +——————————————————————————————————————————————————————————————————————————————+


Other Leave Plans – Table 03
Menu Path:         Human Resources/Master Files/Leave/Other

This table defines other leave plans that are referenced in the Leave area (Control L/Line
19) of an employee‟s record. It is used to award leave on a monthly or annual basis.
             +—————————————————————————Other Leave Plans - Table 3——————————————————————————+
             |+————————————————————————————+                                                 |
             || Leave Description          |         Other Leave Plan:      1                |
             || Plan                       |         Plan Description: PL 24 HRS             |
             || ——————————————————————————|        Pay Cyc Credit Hrs: 0.00                  |
             || >   1 PL 24 HRS            |      Min Hrs For Accrual: 0.00                  |
             ||     2 PL 24 DAYS TEACHERS |          Include OT Hours: Y                     |
             ||     3 PL 19.5 HRS (6.5 DAY|       Annual Credit Hours: 24.00                 |
             ||     4 PL 16 HRS            |       Annual Award Month: 09                    |
             ||     5 PL 13 HRS (6.5 DAY) |        Annual Award Cycle:                       |
             ||     6 PL 12 HRS            |        Max Accrual Hours:        24.00          |
             ||     7 PL 18 HRS            |      Accrue Earn/Unaward: N                     |
             ||     8 PL 11.5 (5.75 DAY) |          Anniversary Month:    0                  |
             |+————————————————————————————+        Anniversary Cycle:                       |
             | < Insert >                          Anniv Roll To Plan:      1                |
             | < Update >                           Roll Curr Bal Mth: 09                    |
             | < Delete >                           Roll Curr Bal Cyc:                       |
             | < Exit >                                                             < Help > |
             +——————————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                             27
                        Capital Regional Data Center
Leave Processing
In the payroll cycle, all leave data must be recorded prior to running a payroll compute.
Because sick, vacation, and other paid leave hours are processed in precisely the same
manner, the methods of awarding and recording sick, vacation, and other paid leave will
be detailed using sick leave processing as an example. The following is a list of status
form fields and tables used or referenced in processing paid leave.

       The WISE Leave Information area (Control L) contains these lines and fields:
          Line 07 Leave Seniority Date Field 220
          Line 15 Sick Leave Fields 236, 237, 238, 239, and 240
          Line 17 Vacation Leave Fields 241, 242, 243, 244, and 245
          Line 19 Other Leave Fields 246, 247, 248, 249, and 250
          Line 27 Leave Accumulation Fields 269, 270, 271

       The WISE Time and Attendance area (Control T) contains this line and field:
          Line 119 Timesheet Hour Type Code Field 119.5

       Related tables:
          Table 01 Sick leave
          Table 02 Vacation leave
          Table 03 Other leave
          Table 21 Timesheet Codes

The leave seniority date (Control L/Field 220) is referenced when leave plan codes are
used. A warning message will display on the payroll compute journal when leave plans are
used and the leave seniority field is blank.

Sick, vacation, and other paid leave hours taken may be recorded in the Time and
Attendance area (Control T/Line 119) and will automatically accumulate the leave hours
for the current pay cycle as a total in the Leave Information area (Control L/Line 27, field
269, 270, or 271). These entries are updated in the leave taken information (Control
L/Lines 15 – 19) during the final payroll process.

When leave plans are used, the system verifies the employee‟s eligibility for the number of
leave hours taken. If the leave balance is insufficient to cover the leave hours taken, an
error message is printed on the Payroll Compute Journal.

The Leave To Date report (#1017) is available and provides detailed information
concerning individual employee leave data. It includes current leave hours taken; leave
hours earned, and the beginning, year-to-date and current leave balances in both hours
and days.

Note: For more information on Timesheet Codes (Table 21) and the printing of leave
information on warrants (Table 18), see Section IV of the WSIPC Legacy Payroll
Manual.




Educational Service District No. 113                                                           28
                        Capital Regional Data Center
Monthly Awarding
Leave Table Fields Referenced:

   o Plan Number (item 1): Differentiates individual plans within each table.

   o Pay Cycle Credit Hours (item 2): Designates the number of hours to be added to
     either the employee‟s current hours balance in line 15, 17, or 19 each pay cycle for
     the plan number.

   o Maximum Accrual Hours (item 8): Available for districts that impose a maximum
     number of leave hours that can be accrued in the current balance field (fields 238,
     243, or 248).

   o Roll Current Balance to Beginning Balance and Zero Year-to-Date Month (item 13):
     On this month, the leave plan will be automatically updated by copying the Current
     Leave Balance to Beginning Leave Balance and zeroing the Year-to-Date Leave
     Hours Taken. These fields are located in the Leave Information area (Control
     L/Lines 15-19).

Status Form Fields Referenced:

   o Leave Seniority Date (field 220): Enter the MMDDYY format to identify when the
     employee went on the leave plan.

   o Sick Leave Plan (field 236): Sick leave plans are identified in table 01. An
     employee‟s sick leave hours are automatically credited on an annual or pay cycle
     basis depending on how the plan is defined in table 01.

   o Sick Leave Beginning Balance (field 237): The total number of accumulated sick
     leave hours earned prior to the beginning of the current fiscal year. The sick leave
     beginning balance remains the same until the yearly purge

   o Sick Leave Current Balance (field 238): The current running balance of sick leave
     hours available. This becomes the Sick Leave Beginning Balance (field 237) in the
     year-to-date purge process.

   o Sick Leave To-Date Taken (field 239): The year-to-date accumulation of sick leave
     hours taken from the beginning of the current fiscal year since the last purge.




Educational Service District No. 113                                                    29
                        Capital Regional Data Center
                                   Annual Front Loading

            Deduct from Pay (Alternative to Unpaid Leave Processing)
   o Create a “Deduct” timesheet code in Table 20
         Reference an “R” for regular hours in the category field
         Enter a “Y” in the accumulate field
   o Record the data in Time and Attendance (Control T/Line 119)
         Enter the From and To dates:
         Enter the new deduct Timesheet Code
         Enter the deduct hours as a negative number
         Press the “Go” (PF1) key and enter the budget code, hourly rate and L&I
           code
           Or,
         Enter the employee‟s serial number as the absent employee if the deduct
           time is applied to a contract distribution line
         Select the contract number if applicable for the deduct hours
         Press return or Go (PF1) key and the system will bring in the budget code,
           hourly rate, and L&I code. The system will automatically apply the deduct
           hours according to the distribution(s) for the selected employee and contract

                                  Unpaid Leave Processing
The recording and processing of unpaid leave differs significantly from sick, vacation, and
other paid leave. Employees are not awarded unpaid leave, so there is no need to define
unpaid leave plans, or record beginning balances, current balances, and the to-date
accumulation of unpaid leave hours.

Unpaid leave is the only type of leave that affects gross pay. Unpaid leave requires the
computation of pay and the designation of a distribution line in the Distributions Payroll
area (Control W/Line 43) so that it may be subtracted from the regular hours and pay.
Unpaid leave is the result of unpaid hours times the hourly rate in the Payroll Information
area (Control R/Field 263).

Payroll fields and table items that specifically differ for unpaid leave are:

   o A table is not used for unpaid leave

   o There are no unpaid leave plans

   o It is excluded from The Leave-To-Date area (Control L/Lines 13-19)

   o Unpaid leave is distributed to the Chart of Accounts in the same ration as
     distributed hours and may cause problems with grant expenditures

   o Unpaid leave “From” and “To” months and year recorded in Time and Attendance
     (Control T/Line 119) cannot be different


Educational Service District No. 113                                                      30
                          Capital Regional Data Center
      Step 8       Update Benefit Tables – SEPT ONLY
Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit _
                    +—————————————————————+und 1, Set Primary, PAY]
                    | Controls ->          |
                    | Benefits ->          |
                    | +——————————————————————————————+
                    | | Class Codes                  |
                    | | Deduction Plan Costs         |
                    | | Deduction Types              |
                    | | Labor and Industries ->      |
                    +—| Medicare and Social Security |
                      | Retirement Rates             |
                      | Retirement Status            |
                      | Unemployment Plans           |
                      | Vendors                      |
                      | Vendor Adjustments           |
                      +——————————————————————————————+


Each employee has a number of deductions and benefits that are paid by the employer
and the employee. These deductions and benefits fall into one of two categories:
mandatory or permissive. (For additional information concerning benefits refer to the
Legacy Payroll documentation Chapter III).

Mandatory deductions and benefits are those required by a governmental agency for an
individual employee and are most often computed as a percentage of gross pay.
Mandatory benefits may include federal withholding tax, earned income credit, retirement,
unemployment insurance, and social security (FICA & Medicare).

Permissive benefits and deductions may include medical insurance, dental insurance,
union dues, deferred compensation, charitable contributions, credit union, life insurance,
and other voluntary payments as elected by the employee or group of employees.

Deduction and benefit data for an employee is entered through the Tax area (Control
X/Line 21) and the Deduction area (Control D/Line 33). A number of tables affect the
computation and payment of deductions. A detailed description of related fields and table
items is provided in the Payroll/Personnel User Guide (PUG manual).

The following list of reports relates to benefits and deductions:

                    Report No.          Report Name
                     1000               Vendor Deduction Register
                     1003               Fixed Vendor Charges
                     1005               Employee Deduction Register
                     1006               Employer Contribution Register
                     1009               Retirement
                     1010               Labor and Industries
                     1015               Unemployment
                     1016               FICA Wages Reconciliation




Educational Service District No. 113                                                         31
                            Capital Regional Data Center
Class Codes – Table 11
Menu Path:             Human Resources/Master Files/Benefits/Class Codes

Note: Data displayed in this document are examples for training purposes. Districts
should use their information for all table data.

This table relates each employee class code to a district maximum deduction contribution
amount. This default amount can be overridden by entering a different dollar amount in
the District Maximum Benefit Contribution field (Control R/Field 258) on an employee‟s
record. This maximum deduction contribution amount is used when the district is using the
Deduction Plan Cost Table (10) to calculate and enter the employee and employer
deduction amounts into the employee‟s record. If payroll has entered data in the benefit
factor (300) field, then the factor will be multiplied by the maximum employer contribution
dollar amount in this table to compute the individual employee‟s payroll benefit amount.

             +——————————————————————————— Class Codes - Table 11————————————————————————————+
             |   Class Description            Mxm         Pay       Pay Wrk1       Dys Wrk2         Dys Wrk3        Dys Avg L&I |
             |                                Emplr       Hr/Dy Dys Hrs                   Hrs             Hrs             Hrs/Yr   |
             |   ————————————————————————————————————————————————————————————————————————————|
             | >1MA     |ADMIN.           |768.00| 8.00|200| 0.00|                   0| 0.00|        0| 0.00|         0|1,440.00|
             |   1MT    |TEACHERS         |768.00| 7.00|182| 0.00|                   0| 0.00|        0| 0.00|        0|1,440.00|
             |   1S     |CERT SUB         |     0.00| 8.00|           0| 0.00|      0| 0.00|         0| 0.00|        0|       0.00|
             |   1Z     |CERT TERM        |     0.00| 0.00|           0| 0.00|      0| 0.00|         0| 0.00|        0|       0.00|
             |   2H     |CLASS HOURLY     |     0.00| 0.00|           0| 0.00|      0| 0.00|         0| 0.00|        0|       0.00|
             |   2M     |CLASSIFIED       |768.00| 0.00|              0| 0.00|       0| 0.00|        0| 8.00|260|2,080.00|
             |   2MB    |BOARD MEMBER     |     0.00| 3.00|           0| 0.00|      0| 0.00|         0| 0.00|        0|       0.00|
             |   2S     |CLASS SUB        |     0.00| 0.00|           0| 0.00|      0| 0.00|         0| 0.00|        0|       0.00|
             |   2Z     |CLASS TERM       |     0.00| 0.00|           0| 0.00|      0| 0.00|         0| 0.00|        0|       0.00|
             |          |                 |           |         |      |       |      |         |     |         |     |            |
             |          |                 |           |         |      |       |      |         |     |         |     |            |
             |                                                                                                                     |
             | < Insert >         < Update >        < Delete >             < Exit >                                   < Help > |
             +——————————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                                                                   32
                        Capital Regional Data Center
The “Maximum Employer” field is the maximum amount the employer will contribute for
employer paid deductions for the given class code. Once this amount is reached, the
excess cost becomes an employee paid deduction.

                             +——————————Class Codes Table - 11———————————+
                             |                                                 |
                             |           Class Code: 1MT                       |
                             |   Max Empr Contrib: 768.00                      |
                             |          Description: TEACHERS                  |
                             |                                                 |
                             |                         Hours/Day   Days/Year   |
                             |                  Pay:        7.00         182   |
                             |               Work-1:        0.00           0   |
                             |               Work-2:        0.00           0   |
                             |               Work-3:        0.00           0   |
                             |                  SPI:        7.00       182.0   |
                             |                                                 |
                             |    TRS-1 Hours/Day:          7.00               |
                             | Average L&I Hours: 1,440.00                     |
                             |                                                 |
                             |                                                 |
                             | < Go >      < Cancel >                < Help > |
                             +———————————————————————————————————————————+




Educational Service District No. 113                                                  33
                        Capital Regional Data Center
Deduction Plan Costs – Table 10

Menu Path:         Human Resources/Master Files/Benefits/Deduction Plan Costs

This table relates each plan code to a plan cost and vendor number for the definition of a
specific deduction plan. This plan code is then entered in the deduction plan field in the
Employee Deduction area (Control D).


          Dollars entered in table override dollars entered in the control D screen.


                              +——————————— Deduction Plan Costs - Table 10———————————+
                              |   Plan Description           Employer        Vendor Plan          |
                              |   Code                       Contribution Number Cost             |
                              |   ——————————————————————————————————————————————————— |
                              | >ADN |DENTAL                |Y              |112   |       106.10 |
                              |   ALA |LIFE INS             |Y              |110   |        30.50 |
                              |   AVN |VISION               |Y              |112   |        17.55 |
                              |   AVO |VISION/SELECT        |Y              |112   |        26.75 |
                              |   AVP |VISION-CERTS         |Y              |112   |        17.55 |
                              |   BC     |BC2-EMP           |Y              |112   |       403.25 |
                              |   BCC |BC2-EMP/CHILD        |Y              |112   |       563.15 |
                              |   BCF |BC2-EMP/FAMILY |Y                    |112   |       940.50 |
                              |   BCS |BC2-EMP/SPOUSE |Y                    |112   |       780.60 |
                              |   BD     |BC3-EMP           |Y              |112   |       360.75 |
                              |   BDC |BC3-EMP/CHILD        |Y              |112   |       503.85 |
                              |                                                                   |
                              | < Insert >          < Delete >   < Exit >              < Help > |
                              +——————————————————————————————————————————————————————+




Table 10 is useful as a timesaving alternative to manually entering the vendor number and
separate dollar amounts (employer and employee) for each deduction. Table 10 allows
the district to change the rates for any play by simply changing the costs in this table
rather than manually changing the deduction dollar amounts in each employee‟s record. If
deduction amounts are manually entered in the deduction line with an alpha vendor
code, the compute process will automatically update the deduction amounts with
the plan amounts in Table 10.




Educational Service District No. 113                                                                  34
                          Capital Regional Data Center
Deduction Types – Table 06
Menu Path:           Human Resources/Master Files/Benefits/Deduction Types

This table is used to establish a code associated with a description for each deduction
type. The description is printed on the warrant stub for each deduction. WSIPC has
reserved deduction type codes 0-99 for mandatory deductions. Types A0-Z9 should be
used for district defined insurance and other voluntary deduction types. These deductions
may be either a fixed dollar amount or a percentage of gross pay.

                 +———————————————————————Deduction Types - Table 6 ———————————————————————+
                 |    Typ Description        Sub Pct    Dfr    FICA Mdc W-2       W-2    W-2     W-2     W-2   |
                 |                           Obj        Comp Exm    Exm Fld1 Fld2 Fld3 Fld4 Fld5 |
                 |    ————————————————————————————————————————————————————————————————————— |
                 | >00 |UNEMP               |03 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    01 |FICA              |04 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    02 |RETIREMENT        |05 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    03 |L&I MED           |02 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    04 |L&I PEN           |02 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    05 |L&I INS           |02 |0.0000|N     |N   |N   |   0 |    0 |     0 |     0 |    0    |
                 |    07 |EARN INCOME CR |01 |0.0000|N        |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    08 |MEDICARE          |04 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    09 |FED W/H           |01 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    99 |AUTO DEPOSIT      |01 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |    A0 |DENTAL            |01 |0.0000|N     |N   |N   |   0 |    0 |    0 |     0 |     0    |
                 |                                                                                             |
                 | < Insert >        < Delete >    < Exit >                                      < Help > |
                 +————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                                               35
                                 Capital Regional Data Center
Vendor Detail – Table 07

Menu Path:           Human Resources/Master Files/Benefits/Vendors

This table stores vendor codes, vendor names, addresses, and phone numbers to be
used in individual employee deductions (Control D), the Deduction Plan Cost (10) table
and vendor reports.

             +———————————————————————————Vendor Detail - Table 7————————————————————————————+
             |+————————————————————————————+                                                        |
             ||    Vnd Vendor Name           |      Vendor Num: 003                                 |
             ||    ——————————————————————————|            Name: ESD 113 WORKER'S COMP TRUST         |
             ||    001 BANK NAME ST W/H      |       Address 1: 601 MCPHEE ROAD SW                  |
             ||    002 LEWIS COUNTY TREASURER|       Address 2:                                     |
             || >003 ESD 113 WORKER'S COMP |              City: OLYMPIA                             |
             ||    004 LEWIS COUNTY TREASURER|           State: WA        Zip Code: 98502            |
             ||    005 DEPT OF RETIREMENT (PE|                                                      |
             ||    006 DEPT OF RETIREMENT (TR|    Vendor Group:                                     |
             |+————————————————————————————+         Telephone: (360)586-0441                        |
             |Search by - Name:                       Cust Num:                                     |
             |             Vendor #: 000         Issue Warrant: Y                                   |
             |                                      GL Account:                                     |
             | < Insert >                         Vendor Total: 417.98                              |
             | < Update >                          Warrant Num:       0                             |
             | < Delete >                                                                           |
             | <    Exit     >                                                              < Help > |
             +——————————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                                     36
                        Capital Regional Data Center
Vendor Deduction Plans

The following are the steps that need to be taken to establish the use of Vendor Deduction
Plans in the Deduction area (Control D/Line 31) of an employee‟s record.

Step 1    Using Table 11: Establish class codes for each group of employees with different
          amounts contributed by the employer for benefits. For some employees, benefit
          maximum contributions are based on bargaining agreements. This class code is
          entered in the Personal Information area (Control P/Field 227) and is used to
          identify groups of employees (i.e. 1M for a full time certificated teacher or 2M for
          a full time classified employee).

Step 2    Table 7: Must be established with all the necessary vendor names and
          addresses.

Step 3    Table 10: A plan code must be established for each amount to be billed by the
          vendor. Deductions are taken in alpha-plan cost order (A0 is used first, then B0,
          then C0, etc.)

           o   Plan Code (3X)                            A-ZZZ (Alpha/Numeric)
           o   Plan Description (15X)                    Description (Alpha/Numeric)
           o   Plan Cost (5.2N)                          Cost of Plan (Dollars & Cents)
           o   Vendor Number (3X)                        Table 7 Vendor for Payment
           o   Employer Contribution Flag                Y/N/D

                  When the Employer Contribution Flag is set to “Y”, the deductions
                   accumulate against the Maximum Contribution established in Table 11 or
                   in the Benefit Maximum field in the Payroll Information Area (Control
                   R/Field 258). The employee pays any deduction amount that exceeds the
                   employer-paid Maximum Contribution.

                  If the flag is set to “N”, the deduction is always employee paid (no district
                   contribution).

                  If the flag is set to “D”, the employer always pays the deduction
                   regardless of the Maximum Contribution established in Table 11 or in the
                   Benefit Maximum field (F258) in the Payroll Information Area.

Step 4 Add the plan code in the employee‟s Deduction Area (Control D/Line 31). The
       employee and employer amounts are calculated automatically (after a pay
       compute has been run).


Note: If the benefit factor field (F300) is being used, then the benefit factor is
multiplied by the maximum deduction contribution in Table 11 or Benefit Maximum
field (F258) to prorate and calculate a new maximum.



Educational Service District No. 113                                                          37
                        Capital Regional Data Center
Labor & Industries Insurance and Medical – Table 08
Menu Path:         Human Resources/Master Files/Benefits/Labor and Industries/
                   Insurance and Medical


Note: Data displayed in this document are examples for training purposes. Districts
should use their information for all table data.



This table contains the L&I rates for insurance and medical. The data in this table is used
in the calculation of payroll costs based upon the L&I code and reportable employee
hours. Update each L&I code in September with the new rates received from ESD 113
Workers‟ Compensation Trust. Districts that participate in the State plan will update their
rates in January.


                         +——Labor and Industry Insurance and Medical Rates - Table 8———+
                         | +——————+                          L&I Code: 613                |
                         | |   L&I |                                                      |
                         | |   Cde |                          Curr                        |
                         | |   ——— |                           Mo       L&I      Medical |
                         | | >613 |           Pay Employee                       .00000   |
                         | |   614 |          Pay Employer           0.16740     .00000   |
                         | |   615 |          Work-1 Curr      12     0.16740    .00000   |
                         | |          |              Fut             0.00000     .00000   |
                         | |          |       Work-2 Curr      12     0.16740    .00000   |
                         | |          |              Fut             0.00000     .00000   |
                         | |          |       Work-3 Curr      12     0.18960    .00000   |
                         | +——————+                  Fut              0.00000    .00000   |
                         |                    SPI    Curr     12     0.16740     .00000   |
                         | < Insert >                Fut             0.00000     .00000   |
                         | < Update >                                                     |
                         | < Delete >                                                     |
                         | <   Exit       >                                     < Help > |
                         +—————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                          38
                        Capital Regional Data Center
Labor & Industries Pension – Table 09

Menu Path:         Human Resources/Master Files/Benefits/Labor and Industries/Pension


Note: Data displayed in this document are examples for training purposes. Districts
should use their information for all table data.



This table contains the L&I pension fund rates. The appropriate rate is charged to the
employee‟s work hours and is paid by both the employee and the employer. This rate
applies to all codes except 615. The hours reported are either actual or average hours
paid.


                             +——————Labor and Industry Pension Rates - Table 9———————+
                             |                                                        |
                             |             Cur        Employee   Employer   Employer |
                             |             Mths       Current     Current    Future   |
                             | Payroll                .04225     .04185               |
                             | Work-1      04                     .0335     .0000     |
                             | Work-2      12                    .0392      .0000     |
                             | Work-3      12                    .0392      .0000     |
                             | SPI         04                    .0392      .0000     |
                             |                                                        |
                             |                                                        |
                             |                                                        |
                             |                                                        |
                             |                                                        |
                             |                                                        |
                             |                                                        |
                             |                                                        |
                             | < Go >    < Cancel >                         < Help > |
                             +———————————————————————————————————————————————————————+




Educational Service District No. 113                                                      39
                         Capital Regional Data Center
Medicare and Social Security – Table 28
Menu Path:         Human Resources/Master Files/Benefits/Medicare and Social Security

This table is used to establish the Social Security (FICA and Medicare) rates and
maximum reportable wages for payroll.


             +———————————————————Medicare and Social Security - Table 28———————————————————+
             |                                                                             |
             |             Cur   Emp    Empr     Emp     Empr     FICA          Medic      |
             |             Mths  FICA   FICA     Medic   Medic Max Wage/Ded Max Wage/Ded |
             | Payroll          .0620  .0620    .0145   .0145     106,800.00    999,999.99 |
             |                                                      6,621.60     14,499.99 |
             | Work-1 Cur 04           .0620            .0145      90,000.00    999,999.99 |
             |         Fut             .0620            .0145      94,200.00    999,999.99 |
             | Work-2 Cur 04           .0620            .0145      94,200.00    999,999.99 |
             |         Fut             .0620            .0145      94,200.00    999,999.99 |
             | Work-3 Cur 12           .0620            .0145     106,800.00    999,999.99 |
             |         Fut             .0000            .0000           0.00          0.00 |
             | SPI     Cur 04          .0620            .0145      94,200.00    999,999.99 |
             |         Fut             .0620            .0145      94,200.00    999,999.99 |
             |                                                                             |
             |                                                                             |
             | < Go >    < Cancel >                                               < Help > |
             +—————————————————————————————————————————————————————————————————————————————+




Retirement Rates – Table 29

Menu Path:         Human Resources/Master Files/Benefits/Retirement Rates

This table displays the employer paid retirement used in calculating mandatory amounts
for state reporting and budgeting. The rates used in payroll calculations are stored
elsewhere in the system and are maintained by WSIPC.

             +—————————————————————————Retirement Rates - Table 29——————————————————————————+
             |               Current       Plan-1               Plan-2/3                    |
             |                Mths    Current    Future    Current    Future                |
             | Payroll PERS          .0531      .0531     .0531                             |
             |          TRS          .0614                .0614                             |
             |          SERS                              .0544                             |
             | Work-1   PERS 12      .0141      .0000     .0141      .0000                  |
             |          TRS 12       .0140      .0000     .0140      .0000                  |
             |          SERS 12                           .0107      .0000                  |
             | Work-2   PERS 12      .0138      .0000     .0000      .0000                  |
             |          TRS 12       .0137      .0000     .0137      .0000                  |
             |          SERS 12                           .0104      .0000                  |
             | Work-3   PERS 04      .0531      .0531     .0531      .0000                  |
             |          TRS 12       .0614      .0000     .0614      .0000                  |
             |          SERS 12                           .0754      .0000                  |
             | SPI      PERS 12      .0138      .0000     .0000      .0000     < Go >       |
             |          TRS 12       .0137      .0000     .0137      .0000     < Cancel >   |
             |          SERS 12                           .0104      .0000     < Help >     |
             +——————————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                            40
                         Capital Regional Data Center
Unemployment Plans – Table 26
Menu Path:         Human Resources/Master Files/Benefits/Unemployment Plans


Note: Data displayed in this document are examples for training purposes. Districts
should use their information for all table data.



This table defines the unemployment plans used to calculate the cost of the employer
contribution for unemployment insurance. The rates entered in this table are used to run
payroll and are printed on the monthly and quarterly unemployment reports.


               +———————————————————————Unemployment Plans - Table 26———————————————————————+
               |+——————+         Plan: 00                                                  |
               || Plan|      State ID: 93012410         Transmit: Y      Begin Month: 01   |
               || ————|                                                                    |
               || >00 |             Current  Current     Future       Current      Future |
               ||      |            Months   Rate        Rate         Maximum      Maximum |
               ||      |    Payroll           0.0000                36,800.00              |
               ||      |                                                                   |
               ||      |    Work-1     04     0.0245     0.0000     30,600.00    30,600.00 |
               |+——————+                                                                   |
               |            Work-2     04     0.0245     0.0000     30,600.00    30,600.00 |
               |                                                                           |
               |            Work-3     04     0.0245     0.0000     36,800.00    36,800.00 |
               |                                                                           |
               | < Insert > SPI        04     0.0245     0.0000     30,600.00    30,600.00 |
               | < Update >                                                                |
               | < Delete >                                                                |
               | < Exit >                                                         < Help > |
               +———————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                           41
                        Capital Regional Data Center
         Step 9       Update Locations (Pay and Time) - Table 13

              Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit _
                                           +—————————————————————+und 1, Set Primary, PAY]
                                  | Controls ->          |
                                  | Benefits ->          |
                                  | Leave ->             |
                                  | Salary Schedules -> |
                                  | Accreditation ->     |
                                  | Descriptions ->      |
                                           | +——————————————————————————+
                                           +—| Assignments              |
                                             | EEOC Types               |
                                             | Locations (Pay and Time) |
                                             | Seniority                |
                                             | Terminations             |
                                             | Unions                   |
                                             | User Defined             |
                                             +——————————————————————————+




This table contains payroll and timesheet location codes and their associated descriptions.
The data may be used for sorting reports and payroll warrants. WSIPC has added the
OSPI Building ID to this table in preparation for the WESPaC conversion. The district may
want to update the appropriate OSPI building code for each location code.


                                 +———— Location Codes (Pay and Time) - Table 13—————+
                                 |   Pay       Description        Bld                       |
                                 |   Loc                          ID                        |
                                 |   ——————————————————————————                             |
                                 | >10     |DISTRICT OFFICE|1283                            |
                                 |   20    |ELEMENTARY        |2935                         |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |         |                  |                             |
                                 |                                                          |
                                 | < Insert >        < Delete >         < Exit >   < Help > |
                                 +——————————————————————————————————————————————————+




Educational Service District No. 113                                                            42
                         Capital Regional Data Center
         Step 10 Deleting Contracts in Wise HR (Must be Refreshed First)

Menu Path:         Human Resources/Employees

Note: Generally all contracts must be refreshed prior to being deleted from an
employee record. The exception to this rule is a contract that cannot be refreshed due
to the existence of a contract with current dollars to be paid.

Type the Hot Key sequence for Contracts (Control G).


             File Maintenance Select Reports Help Exit             [Fund 1, Set Primary, PAY]
             +————————————————————————————————————————————————————————————++————————————————+
             |   Empl# Last Name         First Name Middle Name           ||                |
             |   ———————————————————————————————————————————————          ||   < Insert >   |
             |      49                                                    ||   < Update >   |
             | >    26 CARPEE            GAINE       M                    ||   < Delete >   |
             |      50 GHIJK             ABCDE       F                    ||                |
             |      12 GRANDERSON        BET                              ||                |
             | Employee Name begins:                                      ||                |
             +————————————————————————————————————————————————————————————++————————————————+
             +——————————————————————————————————Contracts———————————————————————————————————+
             | Cn Tp Description       Amount Sched Cl Wk Start Work End Dys Ret Hrs Py Md |
             | ——————————————————————————————————————————————————————————————————————————— |
             | > 1 01 CERTIFICATED 57,153.00 011609 AA 09/01/09 06/15/10 182 1456.00 12 0 |
             |                                                                              |
             |                                                                              |
             +——————————————————————————————————————————————————————————————————————————————+


Select the employee by using the arrow key or by hitting the tab key and typing a few
characters of the employee‟s last name. Press the return key to open the contracts screen
and type the contract line number and press the return key or arrow down to the contract
line that needs to be deleted
             +———————————————————— Contracts For: CARPEE, GAINE # 00026 ————————————————————+
             | Go To Con:00                              1 Contracts                           |
             | Con Typ Descript     Amount     Sched Cl Wk Start Work End Dys Ret Hrs Py Md    |
             | > 1|01|CERTIFICA| 57,153.00|011609|AA|09/01/09|06/15/10| 0|       0.00|12| 0    |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             | < Insert >    < Update >    < Delete >                                          |
             | Go To Line:00                           0 Distributions                         |
             |   Ln PPSS-AA-OBB2-LLL-4444-5555       Dis Pct LI AEBX SPI Asn Asn Pct FTE       |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |       |      |          |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |       |      |          |
             |     |                               |       |   |     |      |       |          |
             | < Insert >    < Update >    < Delete >     < Exit >                    < Help > |
             +——————————————————————————————————————————————————————————————————————————————+


Confirm that the contract has been refreshed by looking at the Pay and Made Fields. It is
also possible to confirm that the YTD Paid field is set to zero by opening the contract line
in update mode (ESC U).

Educational Service District No. 113                                                               43
                         Capital Regional Data Center
Once it is confirmed that the contract may be deleted then it is necessary to change to
delete mode (ESC D) or tab to the <Delete> button and press return. Change the prompt
for Delete Contract record 1? To <Yes> and hit the return key.

Note: If incorrect data was selected for the delete, then leave the prompt at <No>
and press the return key and the contract will not be deleted.
             +———————————————————— Contracts For: CARPEE, GAINE # 00026 ————————————————————+
             | Go To Con:00                             1 Contracts                            |
             | Con Typ Descript     Amount     Sched Cl Wk Start Work End Dys Ret Hrs Py Md    |
             | > 1|01|CERTIFICA| 57,153.00|041609|AA|09/01/09|06/15/10| 0|       0.00|12| 0    |
             |     | |           |           |       | |          |      |    |       | |      |
             |     | |           |           |       | |          |      |    |       | |      |
             |     | |           |           |       | |          |      |    |       | |      |
             |     | |           |    +——————————————————————————————+ |      |       | |      |
             |     | |           |    | Delete Contract record 1 ? | |        |       | |      |
             | < Insert >    < Update | ———————————————————————————— |                         |
             | Go To Line:00          |            <Yes> <No>         |                        |
             |   Ln PPSS-AA-OBB2-LLL-+——————————————————————————————+ Asn Asn Pct FTE          |
             | 01 | 0100-27-2000-100               |1.000 |613|1    |       | 0.000|0.000      |
             |     |                               |      |   |     |       |       |          |
             |     |                               |      |   |     |       |       |          |
             |     |                               |      |   |     |       |       |          |
             |     |                               |      |   |     |       |       |          |
             |     |                               |      |   |     |       |       |          |
             | < Insert >    < Update >    < Delete >    < Exit >                     < Help > |
             +——————————————————————————————————————————————————————————————————————————————+


The system will return with the prompt Delete associated distributions if payroll or budget
data DOES NOT exist? Change the prompt to <Yes> and hit the return key.
             +———————————————————— Contracts For: CARPEE, GAINE # 00026 ————————————————————+
             | Go To Con:00                            1 Contracts                             |
             | Con Typ Descript    Amount     Sched Cl Wk Start Work End Dys Ret Hrs Py Md     |
             | > 1|01|CERTIFICA| 57,153.00|041609|AA|09/01/09|06/15/10| 0|      0.00|12| 0     |
             |     | |          |           |       | |          |      |    |        | |      |
             |     | |          |           |       | |          |      |    |        | |      |
             |     | |+—————————————————————————————————————————————————————————+ | |          |
             |     | || Delete associated distributions if payroll or budget      | | |        |
             |     | || data DOES NOT exist?                                      | | |        |
             | < Insert| ——————————————————————————————————————————————————————— |             |
             | Go To Li|                         <Yes> <No>                       |            |
             |   Ln PPS+—————————————————————————————————————————————————————————+ FTE         |
             | >03|0100-27-2000-100-      -       |1.0000|613|1    |       | 0.000|0.000       |
             |     |                              |      |   |     |       |        |          |
             |     |                              |      |   |     |       |        |          |
             |     |                              |      |   |     |       |        |          |
             |     |                              |      |   |     |       |        |          |
             |     |                              |      |   |     |       |        |          |
             | < Insert >   < Update >    < Delete >    < Exit >                      < Help > |
             +——————————————————————————————————————————————————————————————————————————————+




Educational Service District No. 113                                                               44
                         Capital Regional Data Center
             +———————————————————— Contracts For: CARPEE, GAINE # 00026 ————————————————————+
             | Go To Con:00                            1 Contracts                             |
             | Con Typ Descript    Amount     Sched Cl Wk Start Work End Dys Ret Hrs Py Md     |
             | > 1|01|CERTIFICA| 57,153.00|041609|AA|09/01/09|06/15/10| 0|       0.00|12| 0    |
             |     | |          |           |       | |          |      |    |        | |      |
             |     | |          |           |       | |          |      |    |        | |      |
             |     | |       +——————————————————————————————————————————————+         | |      |
             |     | |       | If payroll or budget data DOES exist, set       |      | |      |
             |     | |       | distribution contract numbers and pct to 0? |          | |      |
             | < Insert >   <| ———————————————————————————————————————————— |                  |
             | Go To Line:00 |                    <Yes> <No>                   |               |
             |   Ln PPSS-AA-O+——————————————————————————————————————————————+n Pct FTE         |
             | >03|0100-27-2000-100-      -       |1.0000|613|1    |       | 0.000|0.000       |
             |     |                              |      |   |     |       |        |          |
             |     |                              |      |   |     |       |        |          |
             | < Insert >   < Update >    < Delete >    < Exit >                      < Help > |
             +——————————————————————————————————————————————————————————————————————————————+

Verify the contract was deleted by viewing the data in the Contracts screen.
             +———————————————————— Contracts For: CARPEE, GAINE # 00026 ————————————————————+
             | Go To Con:00                              0 Contracts                           |
             | Con Typ Descript     Amount     Sched Cl Wk Start Work End Dys Ret Hrs Py Md    |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |    |      | |      |
             | < Insert >    < Update >    < Delete >                                          |
             | Go To Line:00                           0 Distributions                         |
             |   Ln PPSS-AA-OBB2-LLL-4444-5555       Dis Pct LI AEBX SPI Asn Asn Pct FTE       |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |       |      |          |
             | < Insert >    < Update >    < Delete >     < Exit >                    < Help > |
             +——————————————————————————————————————————————————————————————————————————————+

Deleting Contracts That Cannot Be Refreshed
Contracts that cannot be refreshed due to the existence of an active contract may be
flagged for deletion. When the system prompts with the information “This contract has
been marked for deletion with the next payroll” press the return key. This will change the
Payments Made field to a value of 98 and the contract will be deleted when the next final
payroll is processed.




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         Step 11       Making Employee Changes in WISE HR

Updating Employee Personal Information (Control P)

This example shows how personal information changes may be made in an employee
records.




Use the down arrow key until the correct employee name is displayed, or use the TAB key
to move to the “Employee Name begins:” prompt and type the employee‟s last name, or a
portion of the last name. Press return to change the screen from browse to update mode.
Type the changes to the employee‟s personal data and press the “Go” (PF1) key to save
the changes.




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                        Capital Regional Data Center
Updating Employee Tax Information (Control X)

Access the Payroll Tax Information Area by typing (Control X) for the selected employee.
Make the appropriate field changes and press the “Go” (PF1) key and change the prompt
“Question OK to Accept Changes?” to <Yes> and press the return key.




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Enter Contract Information and Distribution(s) (Control G)

Access the Contracts Area by typing (Control G) for the selected employee.




This employee does not have any contract information. Press return to open the detail
area for contracts and distributions. The screen needs to be changed to insert mode (ESC
I) to add a new contract.

Note: To change an existing contract use the arrow keys to highlight the line
number for the contract, switch to update mode (ESC U), make the appropriate
changes and save the changes by pressing the “Go” (PF1) key.

Enter the contract information and press the “Go” (PF1) key to save the data. Remember
to enter the contract number, type, calendar, pay start, work start, end date, payments,
hours/day, and schedule code or dollars.
             +——————————————————————— Contract for CARPEE, GAINE 26 ———————————————————————+
             |             Line: 2                                                              |
             |    Contract Num: 1                                                               |
             |             Type: 01 CERTIFICATED                                                |
             |         Calendar: AA TEACHER'S                                                   |
             |        Pay Start: 09/01/10                                                       |
             |      Work Start: 08/29/10         End Date: 06/15/11                             |
             |         Payments: 12                  Made: 0                                    |
             |        Hours/Day: 8.00      Retire Hrs/Day: 8.00                                 |
             |            Cycle:          Retroactive Pay:        0.00                          |
             |        ========== Current ==========        ========== Prior ==========          |
             |         Schedule: 011609 MA+90/PHD(16)       Schedule: 011609 MA+90 OR PH.D.     |
             |          Dollars: 64,174.00                   Dollars: 64,531.00                 |
             |           Factor: 1.000                        Factor: 1.000                     |
             |    Resp. Factor: 0.0000                  Resp. Factor: 0.0000                    |
             |             Days:    0     Retire Hours:      0.00      L&I Hours:      0.00     |
             |   Computed Pmnt:         0.00    To Date Paid:        0.00                       |
             |                                                                                  |
             | < Go >    < Cancel >    < Previous >   < Next >                         < Help > |
             +——————————————————————————————————————————————————————————————————————————————+


Press the “Go” (PF1) key to save the data entry.
             +———————————————————— Contracts For: CARPEE, GAINE # 00026 ————————————————————+

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                         Capital Regional Data Center
             | Go To Con:00                              1 Contracts                           |
             | Con Typ Descript     Amount     Sched Cl Wk Start Work End Dys Ret Hrs Py Md    |
             | > 1|01|CERTIFICA| 64,174.00|011609|AA|08/29/10|06/15/11| 0|       0.00|12| 0    |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             |     | |           |           |        | |          |      |   |       | |      |
             | < Insert >    < Update >    < Delete >                                          |
             | Go To Line:00                           0 Distributions                         |
             |   Ln PPSS-AA-OBB2-LLL-4444-5555       Dis Pct LI AEBX SPI Asn Asn Pct FTE       |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |       |      |          |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |      |       |          |
             |     |                               |       |   |     |      |       |          |
             | < Insert >    < Update >    < Delete >     < Exit >                    < Help > |
             +——————————————————————————————————————————————————————————————————————————————+


Press the “Go” (PF1) key to access the distribution screen for the new contract. Enter the
contract number, L&I code, subsidiary account, and distribution percent. Enter the AEBX
code if the district is encumbering payroll.
             +———————————————————— Distribution For: CARPEE, GAINE # 26 ————————————————————+
             |            Line: 03                         == Budget & S-275 Prep ==            |
             |   Contract Num: 1                               SPI Asn: 01-27-320               |
             |      Dist Type:       REGULAR                     Grade: S Secondary             |
             | Sched/Step/Grd:                               Building: 1284 EVALINE SCH. D      |
             |    Hourly Rate:          0.0000                 Hrs/Day:      0.00               |
             |           Hours:         0.00 OT: 0.0           Days/Yr:      0.00               |
             |           Gross:         0.00                   Asn Pct:      1.000              |
             |    Retire Date:     /                   Supplemental $:       0.00               |
             |      Frequency:          L&I: 613             Position:                          |
             |                  PPSS-AA-OBB2-LLL-4444-5555 Dist Asn:                            |
             | Subsid Account: 0100-27-2000-100-      -          Exper:       0.0               |
             |            AEBX: 1                              Asn Sal:   64,174.00               |
             |    Distrib Pct: 1.0000                              FTE:       1.000             |
             | Retire Status:                                                                   |
             |           Cycle:    TRS-1 Days:     .0                                           |
             |        FTD Paid:         0.00                Computed Pmnt:        0.00          |
             |      FTD Hours:           0.00                    L&I Hours:       0.00          |
             | < Go >    < Cancel >     < Previous >  < Next >    < Recalc >           < Help > |
             +——————————————————————————————————————————————————————————————————————————————+


Press the “Go” (PF1) key to save the data entry.
             +———————————————————— Contracts For: CARPEE, GAINE # 00026 ————————————————————+
             | Go To Con:00                              1 Contracts                            |
             | Con Typ Descript     Amount     Sched Cl Wk Start Work End Dys Ret Hrs Py Md     |
             | > 1|01|CERTIFICA| 64,174.00|011609|AA|08/29/10|06/15/11| 0|        0.00|12| 0    |
             |     | |           |           |        | |         |        |    |      | |      |
             |     | |           |           |        | |         |        |    |      | |      |
             |     | |           |           |        | |         |        |    |      | |      |
             |     | |           |           |        | |         |        |    |      | |      |
             |     | |           |           |        | |         |        |    |      | |      |
             | < Insert >    < Update >    < Delete >                                           |
             | Go To Line:00                           1 Distributions                          |
             |   Ln PPSS-AA-OBB2-LLL-4444-5555       Dis Pct LI AEBX SPI Asn Asn Pct FTE        |
             | >03|0100-27-2000-100-       -       |1.0000|613|1    |01-27-320| 1.000|1.000     |
             |     |                               |       |   |    |         |      |          |
             |     |                               |       |   |    |         |      |          |
             |     |                               |       |   |    |         |      |          |
             |     |                               |       |   |    |         |      |          |
             |     |                               |       |   |    |         |      |          |
             | < Insert >    < Update >    < Delete >     < Exit >                     < Help > |
             +——————————————————————————————————————————————————————————————————————————————+


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                         Capital Regional Data Center
If multiple subsidiary accounts are needed for the contract, then change to insert mode
(ESC I) to insert the records. The distribution percent must total 1.000 for the contract.
             +———————————————————— Contracts For: CARPEE, GAINE # 00026 ————————————————————+
             | Go To Con:00                              1 Contracts                            |
             | Con Typ Descript     Amount     Sched Cl Wk Start Work End Dys Ret Hrs Py Md     |
             | > 1|01|CERTIFICA| 64,174.00|011609|AA|08/29/10|06/15/11| 0|        0.00|12| 0    |
             |     | |           |           |        | |         |        |    |      | |      |
             |     | |           |           |        | |         |        |    |      | |      |
             |     | |           |           |        | |         |        |    |      | |      |
             |     | |           |           |        | |         |        |    |      | |      |
             |     | |           |           |        | |         |        |    |      | |      |
             | < Insert >    < Update >    < Delete >                                           |
             | Go To Line:00                           2 Distributions                          |
             |   Ln PPSS-AA-OBB2-LLL-4444-5555       Dis Pct LI AEBX SPI Asn Asn Pct FTE        |
             |   03|0100-27-2000-100-      -       |0.5000|613|1    |01-27-320| 0.500|0.500     |
             | >04|5100-27-2000-100-       -       |0.5000|613|1    |51-27-320| 0.500|0.500     |
             |     |                               |       |   |    |         |      |          |
             |     |                               |       |   |    |         |      |          |
             |     |                               |       |   |    |         |      |          |
             |     |                               |       |   |    |         |      |          |
             | < Insert >    < Update >    < Delete >     < Exit >                     < Help > |
             +——————————————————————————————————————————————————————————————————————————————+



Hit the “Whoa” (PF4) key when finished to back out of the employee‟s contract area.




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                        Capital Regional Data Center
Retirement Information

                                       New Hires
A Begin Date must be reported for each new employee with their initial transmittal report
to the Department of Retirement. The Begin Date is entered in the Retirement Adjustment
area (Control N/Line 33).

Note: Report an August begin date for eligible employees with compensation and
hours in August. This could include employees that are compensated for attending
new employee orientation in August.

TRS 3 – July 1, 1996
All public school teachers hired into an eligible position on or after July 1, 1996, are
covered by TRS and are required to join Plan 3. If the employee established membership
in another plan they may be covered by that plan. Refer to the Department of Retirement
Handbook for additional information or call DRS Employer Support Services at
360.664.7200.

SERS 3 – September 1, 2001
All classified employees first hired into an eligible position on or after September 1, 2000,
and who have never been Public Employees‟ Retirement System (PERS) Plan 2
members are covered by SERS and are required to join Plan 3. Classified employee
means any person employed at a school district or Educational Service District (ESD) who
is not certificated. If the employee established membership in another plan they may be
covered by that plan. Refer to the Department of Retirement Handbook for additional
information or call DRS Employer Support Services at 360.664.7200.

Note: Remember to do a Department of Retirement (DRS) Status Query before
placing an employee on retirement. It is recommended that the district access the
DRS Web Based Transmittal system for this inquiry.

                                Separated Employees
An End Date must be submitted for any employee who leaves eligible retirement
employment and will no longer be reported on the monthly transmittal. The End Date is
entered in the Retirement Adjustment area (Control +N/Line 33).

Note: The End Date can also be entered in Pay Option 13 in Legacy after final
payroll has been run or in the Department of Retirement Web based transmittal-
reporting system. If done in Pay Option 13 or on the Web, then the retirement code
in the Tax area (Control X/Field 217) must be manually changed to an inactive plan
code. You have to manually change the retirement code to an inactive code when
putting in a separation date for a substitute/ineligible position.




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Add A Retirement Begin Date
To add a retirement begin date for a new employee, or an existing employee who is now
in a retirement eligible position, select the employee from the main WISE/HR menu. You
can arrow down to the employee or press TAB and type in the name of the employee. You
may also type ESC M (Mac) or F10 (PC) and use the Select menu pick to choose by serial
number, SSN, Time Location or Pay Location. Our example used the Tab option for
employee name.




Verify that the correct employee is displayed and change to the Retirement Adjustment
Area (Control N/Line 33).




Press return to open the screen for data entry.
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Enter the following:

Frequency:       1 (The information will be reported to DRS one time.)
Period:          082010 (MMYYYY - type the full year i.e., 2009)
Begin:           082910 (MMDDYY - enter the begin date of the employee)




Press “GO” (PF1) key to save the data.




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                        Capital Regional Data Center
Add A Retirement End Date

To add a retirement end date, select the employee from the main WISE/HR menu. You
can arrow down to the employee or press TAB and type in the name of the employee. You
may also type ESC M (Mac) or F10 (PC) and use the Select menu pick to choose by serial
number, SSN, Time Location or Pay Location. Our example used the TAB option and
employee name.




Verify that the correct employee is displayed and change to the Retirement Adjustment
Area (Control N/Line 33).




Press return to open the screen for data entry.

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                        Capital Regional Data Center
                +———————————Retirement Adjustments For: CARPEE, GAINE # 00026———————————+
                |          Line No: 01                                                  |
                |        Frequency: 0                                                   |
                |           Period:   /                                                 |
                |   Increment Date: N                                                   |
                |      System/Plan: G                                                   |
                |           Status: A REG SERV OR O/T                                   |
                |            Cycle:                                                     |
                |     Compensation:          0.00                                       |
                | Employee Contrib:          0.00                                       |
                | Employer Contrib:          0.00                                       |
                |            Hours:          0.00                                       |
                |             Days:           0.0                                       |
                |            Begin:   / /                                               |
                |              End:   / /                                               |
                | < Go >   < Cancel >                                          < Help > |
                +———————————————————————————————————————————————————————————————————————+


Enter the following:

Frequency:     1 (The information will be reported to DRS one time.)
Status:        S (Separation Code for DRS)
Period:        062010 (MMYYYY - type the full year i.e., 2010)
End:           061510 (MMDDYY – type the employee end date)
                +———————————Retirement Adjustments For: CARPEE, GAINE # 00026———————————+
                |                                                                       |
                |          Line No: 01                                                  |
                |        Frequency: 1                                                   |
                |           Period: 06/2010                                             |
                |   Increment Date: N                                                   |
                |      System/Plan: 1                                                   |
                |           Status: S SEPARATED                                         |
                |            Cycle:                                                     |
                |     Compensation:          0.00                                       |
                | Employee Contrib:          0.00                                       |
                | Employer Contrib:          0.00                                       |
                |            Hours:          0.00                                       |
                |             Days:           0.0                                       |
                |            Begin:    / /                                              |
                |              End: 06/15/10                                            |
                | < Go >   < Cancel >                                          < Help > |
                +———————————————————————————————————————————————————————————————————————+


Press “GO” (PF1) key to save the data.

You cannot use the „S‟ type code for substitutes, you get the following message:
                     +—————————————————————————————————————————————————————————————+
                     | Status code not valid for employees with Retirement Plan    |
                     | codes G,H (TRS Plan 2 and 3 substitutes)                    |
                     | Valid Status codes are A and B.                             |
                     | ——————————————————————————————————————————————————————————— |
                     |                            <OK>                             |
                     +—————————————————————————————————————————————————————————————+

You have to use a retirement type code of „A‟ and manually change field 216 (Control +X)
Retirement Plan to an inactive retirement type code after you have run your August final Payroll.




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Retirement Plan Codes (Control X/Field 216)

Blank No retirement calculated or taken

1       TRS Plan 1
4       TRS Plan 1 

5       TRS Plan 2
6       TRS Plan 2 

A       TRS Plan 3
B       TRS Plan 3 

G       TRS Plan 0
H       TRS Plan 0 


2       PERS Plan 1
3       PERS Plan 1 

C       SERS Plan 2
D       SERS Plan 2 

E       SERS Plan 3
F       SERS Plan 3 

I       SERS Plan 0
J       SERS Plan 0 

   Inactive plan codes - no retirement to be calculated

Retirement Type Codes (Control X/Field 217)

18 PERS Public Employees' Retirement, Non-certificated Position
21 PERS Public Employees' Retirement, Non-State Gov. Agency (ESD‟s)
30 SERS School Employees' Retirement System, Non-State Gov. Agency (ESD‟s)
32 SERS School Employees' Retirement System, Non-certificated Position
33 SERS School Employees' Retirement System, Certificated Position
71 TRS Teachers' Retirement System, Certificated Position
74 TRS Teachers' Retirement System, Non-certificated Position

PERS, SERS, and TRS Plan 0
39 SERS Substitutes and ineligible positions
79 TRS Plan 2 & 3 Substitutes and Ineligible Positions
80 TRS Plan 1 Non-Retired Substitutes

97 TRS Plan 1 Retirees who work for public education employers
98 All retirees who work in eligible positions
99 All retirees who work in ineligible positions

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Plan 3 Defined Contribution Rate Options (Control X/Field 501)

The Retirement Plan 3 Defined (Control X/Field 301) contribution option is left blank if the
person has not selected their defined contribution rate option. Enter A, B, C, D, E, OR F
to indicate the person‟s chosen option. This field applies to TRS Plan 3 or SERS Plan 3
members.



  A    5      Percent of pay at all ages
  B    5      Percent of pay until age 35;
       6      Percent of pay from age 35 until 45;
       7.5    Percent of pay from age 45 and
              above
  C    6      Percent of pay until age 35;
       7.5    Percent of pay from age 35 until 45;
       8.5    Percent of pay from ag3 45 and
              above
  D    7      Percent of pay at all ages
  E    10     Percent of pay at all ages
  F    15     Percent of pay at all ages


Retirement Change Flag (Control X/Field 502)

Indicates a change in name or address to the Department of Retirement Systems. The
system changes the value to 'Y' on change of: Name, Address, Birth date, or Gender.

This field may be manually updated. With the next payroll, address data will be
transmitted to DRS. The payroll process will return the 'Y' value to 'N'.

Retirement Investment Manager (Control X/Field 503)

Used for Plan 3 in the selection of an investment manager. Available options are:

S - SELF, for self-directed
W - WSIB, for Washington State Investment Board




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Employee Leave Data (Control L)

Access the Employee Leave Area by typing (Control L) for the selected employee.




Press return to open the detail screen and make the necessary updates.




Press the “Go” (PF1) key to save the data.

Plan codes for Leave Information can be found or created in Table 01 Sick Leave, Table
02 Vacation Leave and Table 03 Other Leave. Each table has the ability to award leave
on a monthly or annual basis (see WSIPC Legacy Payroll Manual Section IV).

Note: The plan code fields on the screen have links to the appropriate tables. Press
the help key (PF2) to access the table data.
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Deductions (Control D)

The deduction area is used to record up to 18 permissive and mandatory deductions per
employee. Access the Deductions Area by typing (Control D) for the selected employee.




Press the return key to open the detail area of the Payroll Deductions area.




Press the “Go” (PF1) key to save changes to the deduction information. Press the “Whoa”
(PF4) key to exit the detail area. Press the Help (PF2) key to access table data for the
Deduction Type, Plan and Vendor Number.




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                        Capital Regional Data Center
Balancing Vendor Payments

The following steps can be used to balance the September payroll vendor billings.

Step 1     If using Table 10 (Deduction Plan Cost), input new rates, new plans, or delete
           old plans and run a payroll compute. Running a payroll compute will update all
           employees‟ deduction costs.

Step 2     Update Table 11(District Maximum Deduction Contribution) with the district
           maximum contribution for each class code and add any new class code(s), if
           necessary. For individual employee maximums, in the Payroll Information Area
           (CTRL R) update the Benefits Maximum field (F258). This will override the
           maximum contribution amount in Table 11.

Step 3     Do manual updates for rate changes in the Deduction Area (Control D/Line 31) for
           those deductions not on a plan in Table 10.

Step 4     Run a Compute. After the compute runs, run on-line (screen) or print to your
           printer the Vendor Deduction Register (1000) or individual vendor payroll reports
           by payroll vendor number. This report provides data for the current employees
           on the new deduction rates for the 2009-10 fiscal year, giving you a new
           beginning balance.

Step 5     Add, change, or delete deduction plans for current employees and add
           deduction plans for new employees.

Step 6     Keep a running total on the deduction log as changes are made. (On the
           following page is a blank deduction log sheet.)

Step 7     After making all the changes, run a new pay compute and check the totals by
           vendor on the log and rerun the payroll Vendor Deduction Register (1000).

Step 8     Make any additional changes as needed.


Note: Remember that Table 10 controls the Plan Codes and Costs. Changes to
deduction dollar amounts that use deduction plan codes (Table 10) in the Deduction
area (Control D/Line 31) may not be changed in the individual employee record.
Adjustments must be made with caution when plan codes are used; when a payroll
compute is run the deduction dollar amount will change back to the dollar amount
in Table 10 for that plan code. Use a deduction type code (Table 06) that does not
have a percent associated with it and the vendor number (Table 07) for adjustments
to an employee’s deductions.




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Vendor Name                                            Vendor Type Code




Employee Name                          (+) Add $   (-) Drop $      Ending Balance




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        Step 12       Creating A New Employee Record

Menu Path:         Human Resources/Employees


New employees are added in the Personal Information area (Control P).




Change to insert mode (ESC I) to add a new employee record.

Note: Remember to search by employee name and social security number to verify
that a new employee record needs to be added. Duplicate employee records create
additional work at W-2 processing time.




Respond with the <Yes> to the Question “Are you sure you want to add an employee?

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                        Capital Regional Data Center




Enter the personal information in the underlined fields by using the tab, return or arrow
keys to access and update individual fields. Write down the new employee number that is
system assigned from Table 16 in Master Files. Press the “Go” (PF1) key to save the
data. Remember to enter Tax Information, Deductions, Contracts, Distributions and
Retirement Information.




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                         Capital Regional Data Center
          Step 13       L & I Maintenance – Average vs. Actual

There are two methods for calculating workers hours for L&I reporting. The first is known
as Actual reporting, where each hour worked (regular, overtime, supplemental, etc.) is
reported. With this method, sick, vacation and holiday hours are not reported.

The other method of reporting workers hours is known as Average reporting. The Average
method is used to report employees whose regular compensation is not governed by the
number of hours they work. The regular wages paid is the same each month. For
employees with a signed contract (i.e.: teachers, Superintendent), the district may report
1440 average hours per year. For full time employees without a signed contract, who work
12 months/year and 160 hours/month the district will report 1920 average hours. The
district may choose to report these employees using the Actual method, provided
complete and accurate records are maintained.

Under the Average reporting method, the hours reported will cover extended contracts for
summer, coaching contracts, or any other extracurricular activity work. No additional L&I
contributions will be calculated for these additional assignments. Retirement hours will
need to be accumulated and reported to DRS for these assignments.

If using the Actual reporting method, actual hours worked for extended contracts for
summer, coaching contracts or any other extracurricular work must be recorded and
reported.

How to use the Average method using the WSIPC payroll system

Two basic assumptions are made: 1) the employee either has a contract or is considered
to be salaried. 2) The employee is paid over twelve (12) months.

Table 00, Average L&I Flag (Y/N), sets the default for the district. Most likely, the district will
want to set this value to ‘N’. A value of ‘N’ will calculate and report actual hours paid.
Recorded leave and unpaid leave are deducted from paid hours before L&I contributions are
calculated.
               +————————————————————————Payroll Controls - Table 0—————————————————————————+
               |                                                                              |
               |              Pay Date: 08/31/10        Total Warrant Count:                  |
               |     Begin War Number:       0                 Prelim/Final:                  |
               |Pay Benefits From Pay: N                     Computed Gross: 0.00             |
               |     Salary Increment: Y                  Last Payroll Date: 08/29/10         |
               |           L&I Average: N                      Payroll MMSS:       N          |
               |           Total Gross: 0.00                     Encum MMSS:                  |
               |                                  Calculate?       Factor Summary Area?       |
               |      Payroll Medical:       0.00     N                N                      |
               |        Work-1 Medical:    425.89     N                Y                      |
               |        Work-2 Medical:    627.97     N                Y                      |
               |        Work-3 Medical:    768.00     N                Y                      |
               |           SPI Medical:      0.00     N                                       |
               |                                                                              |
               |                                                                              |
               | < Go >    < Cancel >                                                < Help > |
               +———————————————————————————————————————————————————————————————————————————+
The assumption for setting the flag to ‘N’ is that a smaller population of the district will be on the
Average method and an override flag will be set on those individuals that will be reported using the
Average method.
Educational Service District No. 113                                                                   64
                        Capital Regional Data Center
The table 00 item also drives the message on the Compute Journal, which informs the district if the
default is Actual or Average hours for the L&I calculation.

In the Tax Area (CTRL X) the L&I Average field (F276) overrides the entry in Table 00. A ‘Y’
entry in the L&I Average field (F276) tells the system to use the Average method, an entry of ‘N’
tells the system to use the Actual method, and if blank, the system uses the method in table 00.

If the Average method is used, Table 11, Average L&I Hrs/Yr field (Item 12) is used to
determine the annual amount of hours that the L&I calculation will be based on for each class
code. The number of hours (annual hours) is divided by 12 months and is used in the calculation
for L&I contributions. For example, if 1440 hours are entered in Table 11 Item 12, 120 hours
per month for 12 months will be used to calculate L&I contributions (1440 / 12 = 120). For the
L&I Medical it would be 120 (hours) x .1828 (medical rate) = $21.94 for that employee. For the
L & I Pension amount it is 120 x .0372 (pension rate) = $4.46.

Note: both the employee and employer pay The Pension rate. The employer pays the Medical
rate for both employee and employer if they are a member of a Workers Compensation Pool.
If on the State L&I Program then the employee and employer pays the medical rate.




For employees with signed contracts, including teachers, Superintendents and other
Administrators. 1440 hours are the total number of hours that need to be reported.

For salaried employees without contracts, including 12-month employees (i.e.: business
manger or 260 day, 8 hour a day personnel) with no signed contract, the number of hours to
be reported equals 160 hours a month. For a person working twelve months a year, the
number of hours to report is 1920 (160 * 12 = 1920).




Educational Service District No. 113                                                                65
                          Capital Regional Data Center
The following example is a Pay/Pers report to analyze all employees identify those who are
flagged for L&I averaging so you can cerify that you are applying the use of this method
consistently and a Pay/Pers report to Mass Update in Legacy to update F276. In the When
statement, the district will need to substitute the class codes that identify the appropriate full time
groups.

Step 1 Run the Pay/Pers Report


    1.ENTER THE REPORT HEADING (67X) <REPORT>                     LNI AVG FLAG
    2.ENTER THE REPORT LINE SPACING (1-15) <1>                    01
    3.DO YOU WISH TO CREATE MICRO FILE (Y/N) <N>                  N
    4.DO YOU WISH TO CREATE UPDATE FILE (Y/N) <N>                 N
    5.DO YOU WISH TO CREATE DOCUMENT FILE (Y/N) <N>               N
    6.NO PAYS-PAYS-BOTH (X,P,B) <B>                               B
    7.INCLUDE UNFILLED POSITIONS (Y/N) <N>                        N
    8.PRINT TOTALS ONLY (Y/N) <N>                                 N
    9.PRINT SERIAL AND NAME (Y/N) <Y>                             Y
   10.IS THIS REPORT TO BE SORTED (Y/N) <N>                       Y
   11.SORT ORDER ALPHA, PAYLOC, USER ORDER (A/P/U)                U
   12.ENTER FIELD                                                 227;TOT
   13.SORT/CTL MASK
   14.TOP OF PAGE AFTER CTL-BRK (Y/N) <N>                         N
   15.ENTER FIELD                                                 227:2
   16.ENTER FIELD                                                 276
   17.ENTER FIELD                                                 298
   18.ENTER FIELD                                                 299
   19.ENTER FIELD                                                 301
   20.ENTER FIELD
   21.INCLUDE RECORD COUNTS (Y/N) <N>                             N
      SERIAL      NAME                   CLASS-CODE CLASS CD DESC    L&I-AVERAGE PAY-HOURS/DAY   PAY-DAYS/YEAR
PAY-FTE
      XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXX       XXXXXXXXXXXXXXX X            XXXXXXXXXXXXX   XXXXXXXXXXXXX
XXXXXXXXXXXXX
   24.DO YOU WISH TO REDEFINE FIELD HEADINGS (Y/N) <N>            N
   25.WHEN
   26.PRINT THE SAVED REPORT ID ON THE REPORT (Y/N) <Y>           Y




Educational Service District No. 113                                                                       66
                        Capital Regional Data Center
Step 2 Run the Pay/Pers Update Report




Step 3 Process the Mass Update




Educational Service District No. 113                   67
                          Capital Regional Data Center
          Step 14         Run a Payroll Compute

Menu Path:          Human Resources/Processes/Payroll/Compute/Run
Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit _
          +————————————————————————+      [Fund 1, Set Primary, PAY]
          | Payroll ->             |
          | +———————————————————————————+
          | | Compute ->                |
          +—| +————————————————————————————+
            | | Run                         |
            | | Display Journal (last run) |
            | | Previous Payroll ->         |
            +—+————————————————————————————+

Press the return key on the “Run” prompt.
              +—————————————————————————————Run Payroll Compute——————————————————————————————+
              |              Compute On Paydate: 09/29/06                                    |
              |                                                                              |
              |        Payroll Dates -Table 20:    Group Cycle Beginning Ending              |
              |                                    ——————————————————————————————            |
              |                                   >M    |     |09/01/10 |09/30/10            |
              |                                    MA   |     |08/01/10 |08/31/10            |
              |                                         |     |         |                    |
              |                                         |     |         |                    |
              |          L&I Hours Calculation: Actual Method                                |
              |                                                                              |
              |                 Employee Number:     0                                       |
              |                                                                              |
              |        When:                                                                 |
              |                                                                              |
              |                                                                              |
              |                                                                              |
              | < Go >   < Cancel >                                                 < Help > |
              +——————————————————————————————————————————————————————————————————————————————+


Verify the information on the “Run Payroll Compute” screen (pay date, group codes and
dates).

Note: Computes may be run for individual employees or by using a “When”
statement to select specific types of employees. Remember to use the same
“When” statement when running individual report in WISE HR.

If necessary, change the print output controls. Pressing the Help (PF2) key will display
additional information related to fields that are underlined.

If you choose Foreground, the compute will print on your local printer. Choosing
Background will print in the computer room at the ESD. Typing “No” on the Screen option
will allow the compute to print immediately. Typing “Yes” on the Screen option will print the
compute on the screen.
An example of a Print Queue used for local printing is shown below, as well as the
appropriate form choice. If choosing Background, it is necessary to change the Print
Queue to CENTER SYS$LASER. The help (PF2) key may be used to select this option.




Educational Service District No. 113                                                             68
                        Capital Regional Data Center
                            +—————————————————————Output Controls—————————————————————+
                            |                                                         |
                            |               Execute: FOREGROUND                       |
                            |                                                         |
                            |                                                         |
                            |Print Options: Screen: Yes                               |
                            |                 Paper: No           Copies: 01          |
                            |                 Fiche: No            Width:             |
                            |           Delete file: No                               |
                            |           Print Queue: port LQ2500                      |
                            |                  Form: 132_01                           |
                            |           Output File: COMPRT                           |
                            |                                                         |
                            | < Run >   < Cancel >                           < Help > |
                            +—————————————————————————————————————————————————————————+



If the compute was processed to the screen in foreground, it is still possible to print to the
printer in the Print Queue field. Press the “Whoa” (PF4) key on the compute screen
display and select “Yes” at the Exit Options screen in the Print Output? prompt.


                      +——————————————————————————Exit Options———————————————————————————+
                      |                                                                 |
                      |                                                                 |
                      |                                                                 |
                      |     File: wsipc$data:[1TRAIN1]COMPRT.LST                        |
                      |     Print Output ?: YES                                         |
                      |     Delete File ?: No                                           |
                      |                                                                 |
                      +—————————————————————————————————————————————————————————————————+




          Step 15 Make Corrections From Compute Warnings and Errors

Review the payroll compute journal for warnings and errors. Make the necessary
corrections. All errors must be corrected before a final payroll may be run. A payroll will
run if there are warnings on the compute. Refer to the Payroll/Personnel System User
Guide (PUG Manual) for information on warning and error messages. Section VIII of the
PUG manual contains a listing of error and warning messages with a description that may
be used to understand the compute messages.

          Step 16 Rerun the Payroll Compute

The compute must be run any time payroll corrections or adjustments are made to
employee records or tables. Make corrections and rerun the compute until it is error free.
Verify that the compute balance with the payroll balancing figures established by the
district. This may be accomplished by running payroll reports (1007 Payroll Register) or by
using Pay/Pers reports.




Educational Service District No. 113                                                         69
                         Capital Regional Data Center
         Step 17 Run a Preliminary Payroll or Payroll Reports


Menu Path:         Human Resources/Processes/Payroll/Preliminary/Run


               Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit
                          +————————————————————————+      [Fund 1, Set Primary, PAY]
                          | Payroll ->             |
                          | +———————————————————————————+
                          | | Compute ->                |
                          +—| Preliminary ->            |
                            | +———————————+             |
                            | | Run       |ansmittal -> |
                            | | Set-up -> |             |
                            +—+———————————+—————————————+


Note: The Preliminary payroll is an optional process and is not required prior to
running a final payroll. Payroll reports may be used to balance and verify payroll
information entered on employee records.
             +———————————————————————————Run Preliminary Payroll————————————————————————————+
             |         Pay Date: 09/29/2009                                                  |
             |     Tax Groups 2: Tax Group Cycle Begin        End     Computed               |
             |                     ——————————————————————————————————————————                |
             |                    >M        |     |09/01/10|09/30/10|                        |
             |                     MA       |     |08/01/10|08/31/10|                        |
             |                              |     |         |       |                        |
             |                              |     |         |       |                        |
             | Run Quarterly Reports?: Y                                                     |
             |                                                                               |
             |                                                                               |
             | Leave Reports:   0                 Time Reports:   0                          |
             |   ID Rpt From Date To Date           ID Rpt Fut Pay Dte From Date To Date     |
             | ——————————————————————————————     —————————————————————————————————————————— |
             |     |    |           |                 |   |            |         |           |
             |     |    |           |                 |   |            |         |           |
             |     |    |           |                 |   |            |         |           |
             |     |    |           |                 |   |            |         |           |
             | < Go >   < Cancel >                                                  < Help > |
             +——————————————————————————————————————————————————————————————————————————————+


Press the “Go” (PF1) key to continue.




Educational Service District No. 113                                                             70
                          Capital Regional Data Center
          Step 18 Run Individual Payroll Reports


Menu Path:          Human Resources/Reports/Standard/Select Report/Payroll

Review the preliminary payroll reports and make any necessary corrections to individual
employee records or to the payroll tables. Remember to rerun the payroll compute after
making changes or corrections. It is possible to run individual payroll reports to the local
printer instead of batching a preliminary payroll.
        Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit
                                 +———————————+ 1, Set Primary, PAY]
                                 | Standard |
                                 | Custom -> |
                                 +———————————+

              +—————————————————————Standard Reports Session Information—————————————————————+
              |         Current Pay Date: 09/29/09                                            |
              |         Table 20 Selection Includes:    Grp Cyc Begin      End                |
              |                                       +——————————————————————————————————+    |
              |                                       | M - - 09/01/10 - 09/30/10        |    |
              |                                       | MA - - 08/01/10 - 08/31/10       |    |
              |                                       +——————————————————————————————————+    |
              |         A clean compute has not run for all groups.                           |
              |         Data in reports may not be accurate.                                  |
              |                                                                               |
              |                                                                               |
              |         Selection Criteria for session:                                       |
              |         *Last Compute Selected*                                               |
              |         When:                                                                 |
              |                                                                               |
              |                                                                               |
              |                                                                               |
              |                                                                               |
              | < Go >   < Update >   < Blank >    < Reset >   < Exit >              < Help > |
              +——————————————————————————————————————————————————————————————————————————————+


Press the “Go” (PF1) key.
Select Report Access Saved Files Exit _
+——————————————+                         [Fund 1, Set Primary, PAY]
| Benefits -> |
| Payroll ->   |
| +————————————————————————————————————————————+
+—| 1004 - Direct Deposit Register             |
  | 1007 - Payroll Register                    |
  | 1011 - QTD Earnings Report                 |
  | 1012 - YTD Report                          |
  | 1013 - FTD Report                          |
  | 1014 - Contract Analysis Report            |
  | 1019 - Distribution Report                 |
  | 1020 - Cumulative Earnings Report          |
  | 1021 - Cumulative Deductions Report        |
  | 1022 - Timesheets                          |
  | 1023 - Annual Sick Leave Buyback Report    |
  | 1028 - Retirement Contract Activity Report |
  | 1030 - Leave Collection Report ->          |
  | 1031 - Payroll Balancing Report ->         |
  | 2008 - Encumbrance Report ->               |
  +————————————————————————————————————————————+


Use the arrow keys to select the report group and press return. In this example we will be
printing the Payroll Register (1007) report.

Educational Service District No. 113                                                              71
                          Capital Regional Data Center
Pressing the return key will display the Payroll Controls screen. Pressing return again will
move through the available options for this report.


+———————————————————————————————Report Controls————————————————————————————————+
|+———————————————————+           Report ID: 1007                                |
|| Saved Report Name|            Run Type: P PAYROLL REGISTER                   |
|| —————————————————|Include No-pays: Y                                         |
|| >*Default*        |           Totals Only: N                                 |
||                   |      Print Deductions: Y                                 |
||                   |                 Order: 01   ALPHABETIC                   |
||                   |                                                          |
||                   |                                                          |
||                   |                               Line Spacing: 1            |
||                   |               Execute: FOREGROUND                        |
||                   |Print Options: Screen: Yes                                |
|+———————————————————+                 Paper: No            Copies: 01          |
|                                      Fiche: No             Width:             |
|                                Delete file: Yes                               |
|                                Print Queue: port LQ2500                       |
|                                       Form: 132_01                            |
|                                Output File: payreg                            |
|                                             < Go >     <Cancel >     < Help > |
+——————————————————————————————————————————————————————————————————————————————+


Press the Help (PF2) key to view options for fields that are underlined. The next screen
displays the options for the Order field in this 1007 report


                +———————————————————————————Available Sort Codes———————————————————————————+
                |   Code      Code Description                                             |
                |   —————————————————————————————————————————————————————————————————————— |
                | >01       |ALPHABETIC                                                    |
                |   02      |PAY LOCATION                                                  |
                |   03      |TIMESHEET LOCATION                                            |
                |           |                                                              |
                |           |                                                              |
                |           |                                                              |
                |           |                                                              |
                |           |                                                              |
                |           |                                                              |
                |           |                                                              |
                |           |                                                              |
                |           |                                                              |
                |           |                                                              |
                +——————————————————————————————————————————————————————————————————————————+



Press the “Go” (PF1) key twice when changes to the Report Controls screen are finished.




Educational Service District No. 113                                                           72
                          Capital Regional Data Center
A “When” statement may now be entered or press the “Go” (PF1) key to run the report. If
Foreground is selected the report may be run to the screen or to a local printer.
              +———————————————————————————————Report Controls————————————————————————————————+
              |+———————————————+———————————————When statement to be used———————————————+     |
              || Saved Report |                                                        |     |
              || —————————————|                                                        |     |
              || *Default*     |                                                       |     |
              ||               |                                                       |     |
              ||               |                                                       |     |
              ||               |                                                       |     |
              ||               | When:                                                 |     |
              |+———————————————|                                                       |     |
              | <     Run     >|                                                       |     |
              | <   Save As   >|                                                       |     |
              | < View "When" >|                                                       |     |
              | <   Update    >|                                                       |     |
              | <   Delete    >| < Go >   < Cancel >                          < Help > |     |
              | <    Exit     >+———————————————————————————————————————————————————————+lp > |
              +——————————————————————————————————————————————————————————————————————————————+


Press the “Go” (PF1) key again to run the report or enter the “When” statement and press
go.

Other reports are available to assist in the district in payroll balancing. The report selection
menus are listed below:

Benefits
Select Report Access Saved Files Exit _
+——————————————+                          [Fund 1, Set Primary, PAY]
| Benefits -> |
| +—————————————————————————————————————————+
| | 1000 - Vendor Deduction Register         |
+—| 1002 - Warrant Recap                     |
  | 1003 - Fixed Vendor Charges              |
  | 1005 - Employee Deduction Register       |
  | 1006 - Employer Contribution Register    |
  | 1008 - Retirement Exception List         |
  | 1009 - Retirement Report                 |
  | 1010 - Labor and Industries Report       |
  | 1015 - Unemployment Report               |
  | 1016 - FICA Wages Reconciliation Report |
  | 1017 - Leave Report                      |
  | 1018 - Individual Leave Report           |
  | 1029 - Retirement Adjustments Report     |
  +—————————————————————————————————————————+




Educational Service District No. 113                                                             73
                          Capital Regional Data Center
Payroll
Select Report Access Saved Files Exit _
+——————————————+                         [Fund 1, Set Primary, PAY]
| Benefits -> |
| Payroll ->   |
| +————————————————————————————————————————————+
+—| 1004 - Direct Deposit Register             |
  | 1007 - Payroll Register                    |
  | 1011 - QTD Earnings Report                 |
  | 1012 - YTD Report                          |
  | 1013 - FTD Report                          |
  | 1014 - Contract Analysis Report            |
  | 1019 - Distribution Report                 |
  | 1020 - Cumulative Earnings Report          |
  | 1021 - Cumulative Deductions Report        |
  | 1022 - Timesheets                          |
  | 1023 - Annual Sick Leave Buyback Report    |
  | 1028 - Retirement Contract Activity Report |
  | 1030 - Leave Collection Report ->          |
  | 1031 - Payroll Balancing Report ->         |
  | 2008 - Encumbrance Report ->               |
  +————————————————————————————————————————————+


Personnel
Select Report Access Saved Files Exit _
+——————————————+                         [Fund 1, Set Primary, PAY]
| Benefits -> |
| Payroll ->   |
| Personnel -> |
+—+——————————————————————————————————————+
  | 1024 - Personnel Address List        |
  | 1025 - Personnel Distribution Report |
  | 1026 - Personnel Information List    |
  | 1027 - Address Labels                |
  | Mixfactor Reports ->                 |
  +——————————————————————————————————————+




Educational Service District No. 113                                  74
                            Capital Regional Data Center
            Step 19 Update Final Payroll Reports


Menu Path:            Legacy/1PAY/3 Payroll Process/2 Final/1 Final Setup
ENTER FUND-APPLICATION CODE (EX: 1POST): 1PAY

 " HR PRODUCTION VERSION 1.144"
PAYROLL APPLICATION

ENTER PAY OPTION # OR HELP: H

 " HR PRODUCTION VERSION 1.144"
PAYROLL APPLICATION OPTIONS

 1     -   PAYROLL UPDATE/MAINTENANCE
 2     -   PAYROLL COMPUTE
 3     -   PAYROLL PROCESS/INDIVIDUAL REPORTS/STATUS FORMS
 4     -   DOCUMENT WRITER
 5     -   CALENDAR UPDATE/MAINTENANCE
 6     -   PAYPERS REPORT WRITER/MASS UPDATE/DOWNLOAD
 7     -   LIST PAYROLL/PERSONNEL LOG
 8     -   ENCUMBRANCE REPORT
11     -   W2 PROCESSING
12     -   PERSONNEL DATA MANIPULATION - Inactive
       -    Use WISE/HR, Utilities/Data Manipulations
13     -   RETIREMENT TRANSMITTAL PROCESS
14     -   RETIREMENT TRANSMITTAL RELEASE PROCESS
HELP   -   THIS LIST OF OPTIONS

ENTER PAY OPTION # OR HELP: 3
PAY - PAYROLL PROCESS/INDIVIDUAL REPORTS/STATUS FORMS
     1.PRELIM 2.FINAL 3.INDIVIDUAL RPTS 4.STATUS FORMS(1-4): 2
PAY - FINAL
     1.FINAL SETUP 2.FINAL RUN (1,2): 1
PAY FINAL SETUP

Type H for HELP anytime.
Type RESTART any time to re-enter report

ADD, CHANGE, LIST, DELETE (A/C/D/L): L
ENTRY NUMBER TO LIST; BRIEF LIST; FULL LIST (3N,B,F): B
  1. 1017-LEAVE TO DATE REPORT
       RUNS WITH TIME-DETAIL PURGE
  2. 1018-INDIVIDUAL LEAVE REPORTS
       RUNS WITH TIME-DETAIL PURGE
  3. 1001-WARRANTS
  5. 1002-WARRANT RECAP SUMMARY
  7. 1000-VENDOR DEDUCTION REGISTER
  8. 1003-FIXED VENDOR CHARGES
 10. 1004-DIRECT DEPOSIT REGISTER
 12. 1005-EMPLOYEE DEDUCTION REGISTER
 14. 1006-EMPLOYER CONTRIBUTION REGISTER
 16. 1007-PAYROLL REGISTER
 18. 1008-RETIREMENT EXCEPTION LIST
 20. 1009-STATE/TEACHER'S (PERS/TRS) RETIREMENT
 21. 1010-LABOR & INDUSTRY REPORT
 22. 1010-LABOR & INDUSTRY REPORT
 26. 1015-UNEMPLOYMENT REPORT
 28. 1016-FICA WAGES RECONCILIATION
 29. 1019-DISTRIBUTION REPORT
 34. 1028-RETIREMENT CONTRACT ACTIVITY
 36. 1029-RETIREMENT ADJUSTMENTS
 38. 2000-STATUS FORMS
 39. 2002-NORMAL YEAR TO DATE UPDATE
 40. 1011-QUARTER TO DATE EARNINGS
 41. 1012-YEAR TO DATE EARNINGS
 42. 1013-FISCAL TO DATE EARNINGS
 43. 1014-CONTRACT ANALYSIS REPORT

Educational Service District No. 113                                        75
                            Capital Regional Data Center
 44.    1015-UNEMPLOYMENT REPORT
 45.    1020-CUMULATIVE EARNINGS REPORT
 46.    2003-ZERO QUARTER TO DATE
 47.    2004-ZERO FISCAL TO DATE
 48.    2005-ZERO UNEMPLOYMENT
ENTRY   NUMBER TO LIST; BRIEF LIST; FULL LIST (3N,B,F):


The FULL LIST option shows the form number and the number of copies to print when the
Final payroll is processed.

The following is the process for adding a report to run with the final payroll:
ADD, CHANGE, LIST, DELETE (A/C/D/L): A
REPORT NO. TO INCLUDE (4N): 1021
1021-CUMULATIVE DEDUCTIONS REPORT
POSITION (1,2,3,4) <REQ>: 3
INCLUDE NON-PAID EMPLOYEES (1.YES 2.NO) <1>:

Valid SORT Sequences are:
01-ALPHABETIC
02-PAY LOCATION
03-TIMESHEET LOCATION

SORT SEQUENCE (2N)<01>:
RUN ONE PER EMPLOYEE ONLY (1.YES 2.NO) <2>:
SPACING (1N) <1>:
FICHE, PAPER, BOTH (F,P,B) <P>: B
PRINTER FORM (3N) <1>:
COPIES (2N) <01>:

REPORT NO. TO INCLUDE (4N):

ADD, CHANGE, LIST, DELETE (A/C/D/L):

OK TO STORE THESE (1.YES 2.NO) <REQ>: 1
     1.FINAL SETUP 2.FINAL RUN (1,2):


The existing reports in the Final Payroll Setup may be updated by selecting the “C” for
change.

Suggestion: List all of the reports to be run with the final payroll after changes have been
made using the Final Setup option.


Note: Be careful when deleting payroll reports in the final job stream or when
changing the position placement for reports in final payroll setup.




Educational Service District No. 113                                                       76
                            Capital Regional Data Center
              Available Payroll Reports – Legacy Final Payroll Setup
               Position Codes:
               1. Before Warrants
               2. After Warrants & Before Y-T-D
               3. After Y-T-D & Before Q-T-D Is Zeroed Out
               4. After Zero Of Q-T-D

Report   Report                               Position       Sort
No.      Name                                 Code           Sequence

01-999   Individual Vendor Deductions          N/A           04                          Vendor #
                                                             05               Vendor #, Ded. Type

1000     Vendor Deduction Register             N/A           04                          Vendor #
                                                             05               Vendor #, Ded. Type

1001     Warrants                              N/A           01                           Alpha
                                                             02                    Pay Location
                                                             03               Timesheet Location

1002     Warrant Recap Summary                 N/A           N/A

1003     Fixed Vendor Charges                  N/A           04                         Vendor #

1004     Direct Deposit Register               N/A           16                Bank Acct #, Alpha
                                                             20                      Bank Acct #

1005     Employee Deduction Register           N/A           01                           Alpha
                                                             02                    Pay Location
                                                             03               Timesheet Location

1006     Employer Deduction Register           N/A           01                           Alpha
                                                             02                    Pay Location
                                                             03               Timesheet Location

1007     Payroll Register                      N/A           01                           Alpha
                                                             02                    Pay Location
                                                             03               Timesheet Location

1008     Retirement Exception List             N/A           07          Retirement System Alpha

1009     State/Teacher's Retirement            N/A           01                            Alpha
         List                                                06                  Social Security #

1010     Labor & Industry Report               N/A          08                         L & I Code
                   (Order one on form 5 and one on form 1 or two on form 5)

1011     Quarter To Date Earnings              3             01                           Alpha
                                                             02                    Pay Location
                                                             03               Timesheet Location

1012     Year To Date Earnings                 3             01                           Alpha
                                                             02                    Pay Location
                                                             03               Timesheet Location




Educational Service District No. 113                                                                 77
                         Capital Regional Data Center
Report   Report                                Position        Sort
No.      Name                                  Code            Sequence
1013     Fiscal To Date Earnings               3               01                             Alpha
                                                               02                      Pay Location
                                                               03                 Timesheet Location

1014     Contract Analysis                     3               09                 Alpha, Start Date
                                                               10               Pay Loc, Start Date
                                                               11         Timesheet Loc, Start Date
                                                               12                Alpha, Cont Type
                                                               13              Pay Loc, Cont Type
                                                               14         Timesheet Loc, Cont Type
                                                               15            Cont Type, Start Date,
                                                                                       Alpha

1015     Unemployment                           3              19                        Plan, Alpha
                 (Include one for quarter also)
                 (Use form 5 for quarterly)

1016     FICA Wages                            N/A             01                             Alpha
                                                               02                       Pay Location

1017     Leave to Date Report                  4               01                             Alpha
                   From Date (MMDDYY)                          02                      Pay Location
                   To Date (MMDDYY)                            03                 Timesheet Location

1018     Individual Leave Reports              4               01                             Alpha
                                                               02                      Pay Location
                                                               03                 Timesheet Location

1019     Distribution Report                   4               17                 Account Code, Prog
                                                               18             Account Code, Sub-Prog

1020     Cumulative Earnings Report            3               01                             Alpha
                                                               02                      Pay Location
                                                               03                 Timesheet Location

1021     Cumulative Deductions Report          3               01                             Alpha
                                                               02                      Pay Location
                                                               03                 Timesheet Location

1022     Timesheets                            3               01                             Alpha
                                                               02                      Pay Location
                                                               03                 Timesheet Location

1023     Annual Sick Leave                     3               01                             Alpha
         Buy Back Report                                       02                      Pay Location
                                                               03                 Timesheet Location

1024     Personnel Address List                N/A             01                             Alpha
                                                          02   Pay Location
                                                               03                 Timesheet Location

1025     Personnel Distribution List           N/A             01                             Alpha
                                                               02                      Pay Location
                                                               03                 Timesheet Location




Educational Service District No. 113                                                                   78
                          Capital Regional Data Center
Report   Report                         Position   Sort
No.      Name                           Code       Sequence

1026     Personnel Information List     N/A        01                           Alpha
                                                   02                    Pay Location
                                                   03               Timesheet Location

1027     Address Labels                 N/A        01                           Alpha
                                                   02                    Pay Location
                                                   03               Timesheet Location

1028     Retirement Activity Report     2          01                             Alpha
                                                   07            Retirement Plan, Alpha
                                                   22             Retirement Plan, SSN
                                                   23            Retirement Plan, Serial
                                                   24          Pay Loc, Ret Plan, Alpha
                                                   25          Timesheet Loc, Ret Plan,
                                                                         Alpha

1029     Retirement Adjustment Report   2          01                             Alpha
                                                   07            Retirement Plan, Alpha
                                                   22             Retirement Plan, SSN
                                                   23            Retirement Plan, Serial
                                                   24          Pay Loc, Ret Plan, Alpha
                                                   25          Timesheet Loc, Ret Plan,
                                                                         Alpha

2000     Status Form                    N/A        Set Up Under Pay 3.4

2001     PAY/PERS Utility Writer        N/A        Set Up Under Pay 6

2008*    Payroll Encumbrance            N/A        01                           Alpha
                                                   02                    Pay Location
                                                   03              Timesheet Location
                                                   17              Account Code, Prog
                                                   18          Account Code, Sub-Prog

2002*    Normal Year To Date

2003*    Zero Quarter To Date

2004*    Zero Fiscal To Date

2005*    Zero Unemployment

2006*    Zero Year To Date

*Payroll Processes -- Not Reports




Educational Service District No. 113                                                       79
                         Capital Regional Data Center
         Step 20 Run Final Payroll


Menu Path:         Human Resources/Processes/Payroll/Final/Run

When September payroll balances, run a final compute, and then it is time to batch final
payroll for September. It isn‟t quite that simple there are a few decisions that need to be
made prior to ordering the actual final payroll.
              Employees Processes Master Files Reports Data Set Utilities PRLog Help Exit _
                             +————————————————————————+     [Fund 1, Set Primary, PAY]
                        | Payroll ->             |
                        | +———————————————————————————+
                        | | Compute ->                |
                        +—| Preliminary ->            |
                          | Final ->                  |
                       | +———————————+ansmittal -> |
                          | | Run       |             |
                          +—| Set-up -> |—————————————+
                            +———————————+


             +——————————————————————————————Run Final Payroll———————————————————————————————+
             | Beginning Warrant Number:      0      Pay Date: 09/29/2009            2 Groups |
             |   Run Quarterly Reports?: Y (Sept)                                              |
             |   Zero? QTD: Y (Sept) FTD: N            Group Cycle Begin      End      Compute |
             |                                         ————————————————————————————————————— |
             | Employee:                               M     |     |09/01/10|09/30/10|C        |
             |                                         MA    |     |08/01/10|08/31/10|C        |
             |                                               |     |        |        |         |
             |                                               |     |        |        |         |
             |                                               |     |        |        |         |
             |                                               |     |        |        |         |
             | Leave Reports:   0               Time Reports:    0                             |
             |    ID Rpt From Date To Date         ID Rpt Fut Pay Dte From Date To Date        |
             |   ——————————————————————————————   ——————————————————————————————————————————|
             |      |    |          |                |     |            |          |           |
             |      |    |          |                |     |            |          |           |
             |      |    |          |                |     |            |          |           |
             |      |    |          |                |     |            |          |           |
             | < Go >   < Cancel >                                                   < Help > |
+————————————————————————————————————
—————————————————————————————————————
                —————+




Educational Service District No. 113                                                               80
                        Capital Regional Data Center
                          Helpful Suggestions For Payroll And
                            Human Resources Departments
   1. Separate responsibility for various fields in payroll areas. Decide which department
      will be responsible for specific areas of the employee record. (Who changes which
      shared fields?)
          a) Who will add new employees? (Payroll or Human Resources)
          b) Who will delete retired or terminated employees when they are no longer
              needed for S275 process or W-2 forms? (Who is in the best position to know
              when they can be deleted?)
          c) Decide who will keep users informed on areas related to their tasks.

   2. Keep payroll and personnel information up-to-date. Make necessary adjustments
      while they are current to you. (As soon as changes come through or new
      information comes in, update the employee‟s record.)

   3. Keep a current copy of payroll and/or personnel tables close at hand for quick
      reference. (Handy when questions are asked and a good reminder to keep tables
      up-to-date.) Remember to use the “Help” (PF2) key in WISE HR for fields that have
      table references.

   4. Keep a paper trail requiring sign-offs if payroll and personnel departments are
      separate. (Routing slip - so you can be sure that everyone involved has handled the
      transaction.)

   5. Run routine payroll reports separate from regular payroll. (Each report you run with
      payroll must sort through the entire payroll/personnel file.)

   6. Add third party pay regularly. (Easier on monthly basis than once a year.)

   7. Alert departments to stay out of payroll and personnel options while payroll is
      running. (The system will lock all users out of maintenance.) When 2 users access
      the same record you can get into a loop. With others in PAY/PERS while payroll is
      running, an abort is very likely.

   8. Whenever possible have back up on all major procedures to avoid hardship when
      absences occur.

   9. Prepare a reference list of data processing contact people to be used in your
      absence.

  10. Keep a job log covering all batched jobs. Have a central receiving point to check off
      jobs as they come in. (Lost jobs usually end up in the wrong basket/department.)

  11. Use your Fiscal Users manuals as a valuable resource tool. (Highlight important
      parts and keep a sample terminal session manual.)

  12. Share manuals to reduce effort of maintaining them.

Educational Service District No. 113                                                     81
                        Capital Regional Data Center
Balancing Suggestions
   1. Basic Contracts:
      a) At the beginning of the fiscal year get a bottom line dollar amount from Human
         Resources. When contracts are first entered into the system, check them
         person-by-person, balancing your tape with that received from Human
         Resources.
      b) Run a report by start date dividing by number of payments. The total of the
         report should give a monthly balancing figure.
      c) Adjustments made during the year - subtract the old monthly amount and add
         the new for the remaining months payment.

   2. Supplemental Contracts:
      a) Do the same as for basic contracts.
      b) Run a report by start date dividing by number of payments. The total of the
         report should give a monthly balancing figure.
      c) Add this figure to the monthly basic contract amount for a total contract-
         balancing figure.

   3. Classified Employees:
      a) Paid by contract method, balance in the same way as basic contracts.
      b) Added pay for extra hours should be paid through the Time Detail area (Control
         T/Line 119) or the Distribution area (Control W/Line 43). It is not recommended
         for districts to use the Contract Distribution area (Control G/Line 43
         increased/decreased compensation
      c) Run a tape from the time sheets to compare with the compute total.

   4. Leave:
      a) Enter all leave into Time and Attendance (line 119).
      b) Check leave data against the leave report (1017) or a Pay/Pers report.

   5. Substitute-Pay:
      a) Pay all substitutes through Time and Attendance (line 119).
      b) Use the PAY/PERS report writer to figure monthly totals. Check fields 119.2,
         119.3, 119.5, 119.20, and 119.21.

   6. Vendors:
      a) Balance from previous months pay compute.
      b) Use spreadsheets to Add or subtract any adjustments the employer/employee
         made throughout the month.
      c) Balance Certified and Classified employees separately then together.

   7. Triggered Status Forms:
      a) Check all changes carefully or delete from the Final job steam if not used.

                        Reminders for New Employees
   1. Enter name for employee the same as the Social Security Card.
   2. Enter gender and birth date for retirement.

Educational Service District No. 113                                                    82
                        Capital Regional Data Center
Time Management Suggestions
   1. Plan ahead to avoid stressful situations at peak load times. (Many districts have the
      same working timelines with similar timelines for fiscal and student records.
   2. Request critical reports online or batch them earlier than actually needed.
   3. Allow extra time for holiday mail and UPS deliveries.
   4. Set flexible early timelines and begin data input as early as possible.
   5. Have regular meetings to discuss progress and modify timelines.


                          Warrant Related Suggestions
   1. Use system generated warrants whenever possible, but you may need a small
      supply of warrant stock on hand for manual issue. (As a security factor - keep only
      what you need.)
   2. Be sure to immediately record all manually written warrants. (Make it an integral
      part of the district‟s manual warrant process.)
   3. Avoid overlapping numbers. (Keep a warrant log.)
   4. Avoid requesting or reporting wrong warrant numbers. (Include manual issues in
      warrant log.)


                               Source Document Use
   1. Time sheets- Have each building or location be responsible for tracking employees
      at that location: sick leave, vacation leave, unpaid leave, and total hours.
   2. Payroll/Personnel Report Writer- Use as many reports as possible for balancing
      and changing or updating data.

                   Beginning of Fiscal Year Suggestions
   1.   Set pay dates (table 20) for entire year (use caution and verify dates).
   2.   Define payroll calendars for entire year.
   3.   Create and save Pay/Pers reports to be used in monthly balancing.
   4.   Set up preliminary and final job streams for entire year.
   5.   Alert other departments when preliminary and final payrolls are to be run, so they
        will stay out of all payroll and personnel applications while the process is running.
        This will help to avoid the dreaded payroll abort.

   Note: WISE HR and Legacy mirror each other. If someone is in WISE HR and you
   are doing something in Legacy the record will be locked by that other user.
   When the payroll is batched, be sure all users are out of both WISE HR and
   Legacy payroll and personnel applications; otherwise the payroll processing will
   be stopped with an abort warning or retained on error message.




Educational Service District No. 113                                                            83

				
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