Overview
Coins ERP+ users in the US and Canadian Regions can use Employee Pay Calculation Management functionality to quickly and efficiently manage Pay Calculation Benefit amounts that are due for a workforce of over 5,000 employees.
Payroll Menu
A menu group labeled Employee Pay Calculation Management has been added to the Payroll Menu, as shown in Employee Pay Calculation Management Menu
Employee Pay Calculation Management Menu
Options included on this menu are listed below; they are detailed in the sections that follow.
Pay Calculation Type Maintenance
The Pay Calculation Type Maintenance option on the Employee Pay Calculation Management menu allows users to group all items that relate to Employee Pay Calculation Benefits (Pay Calculation Types).
Each Pay Calculation Type lets you define the list of single pay calculation(s) representing that type (see Pay Calculation Type Maintenance Screen). The calculations are used to retrieve amounts for the Pay Calculation Type and can also be used as the pay calculation for the overrides.
Pay Calculation Type Maintenance Screen
Column Definitions (Selected Column)
Sequence Number
The Sequence Number determines the order of Pay Calculation Types on the Transaction Entry screen. The following rules apply to this number:
The value can be zero. If it is zero, it does not display as a row on the Transaction Entry screen.
If the value is not zero, this determines the order for the Transaction Entry screen.
If some Pay Calculation Types have the same non-zero Sequence Number, the order is done by Sequence Number by Pay Calculation Type.
Pay Calculation Type Validations
The validations listed below apply to Pay Calculation Type processing.
An error occurs if you try to enter:
More than 30 entries for the Pay Calculation Types.
A record with a blank Pay Calculation Type.
A Pay Calculation Type that already exists.
A Pay Calculation Type with a negative Sequence Number.
A Pay Calculation Type with blank Deductions, Prepay, Catch Up, Direct Pay, Waiver, Write Off, and Misc Adjustment for the same record. At least one of these fields should be non-blank.
A Pay Calculation that is repeated several times in the same Pay Calculation list.
A blank Pay Calculation in the comma-separated Pay Calculation list (Deduction or Prepay).
A Pay Calculation that does not exist, or that exists for another region.
A warning occurs if:
You enter a Pay Calculation Type with a blank description.
You set up the Sequence Number as zero, or set up the Pay Calculation as Dormant, and the Pay Calculation is already in use.
You delete the Pay Calculation and it is already in use.
You update a Pay Calculation that is marked as Dormant.
You enter a Dormant Pay Calculation.
None of the monthly calculation periods are checked for an entered Pay Calculation.
Pay Calculation Transaction Entry
The Pay Calculation Transaction Entry option on the Employee Pay Calculation Management menu allows users to create, update, delete, and review Pay Calculation transactions for employees with Pay Calculation transactions on file. You can select an employee from the browser using the hyperlink, add a new transaction using the Add Pay Calculation Transaction button, delete Pay Calculation Transaction records using the Delete button, and update records directly on this screen.
A sample screen is shown in Pay Calculation Transaction Entry Screen.
Pay Calculation Transaction Entry Screen
Column Definitions (Selected Columns)
Termination Date
The employee’s date of termination. This date is only enabled once an employee has been hired.
Pay Interval
The employee’s pay frequency type: Weekly, Monthly, Twice Monthly, 2-Weekly, 4-Weekly.
Transaction Date
A mandatory field for the date of the Pay Calculation transaction.
Transfer Date
The date when the transaction is transferred to payroll as an override.
Payment Ref #
Enter Direct Payment information for the transaction. This can be a check number, the word CASH, a note about the payment, etc. This information is directly entered on the Pay Calculation Transaction Entry screen in the Employee’s Check # or Cash field.
Transaction Status
Whether the Pay Calculation transaction was Transferred and Not Transferred.
Status
The status of the employee (the employee’s phase in the current pay cycle).
Pay Calculation Transaction Entry Validations
The validations listed below apply to Pay Calculation Transaction Entry processing.
An error occurs if:
A transaction already exists for the employee with an entered Period Ending Date and Transaction Date.
The Period Ending Date is not entered.
The Transaction Date is not entered.
A warning occurs if:
The Payment Date is not entered.
The Payment Ref # is blank and the Payment Amount is not zero.
Add/Edit Pay Calculation Transactions
You can either add or edit a Pay Calculation transaction, as outlined below.
To add a new Pay Calculation transaction:
Click the Add Pay Calculation Transaction button found at the bottom of the screen (see Pay Calculation Transaction Entry Selection Screen). When selected, the screen shown in Pay Calculation Transaction Entry Selection Screen appears, which prompts you to add Employee, Period Ending Date, and Transaction Date information.
After you have entered the information, you can click the green Pay Calculation Transaction button at the bottom of the screen to create a new Pay Calculation transaction.
Pay Calculation Transaction Entry Selection Screen
After you click the green button, you are taken to an input screen for new entries, as shown in Input Screen (new entry). Note: The only information that defaults into this screen for new entries is what you entered on the previous selection screen.
Input Screen (new entry)
To edit an existing Pay Calculation transaction:
Click the Employee hyperlink on the main Pay Calculation Transaction Entry browser. This takes you to an input screen for existing records, as shown in Input Screen (existing record). Note: The information you see on this screen for existing records defaults in from the Employee you selected on the main browser.
Input Screen (existing record)
Input Screen Fields (for new and existing records)
Period Ending Date
Transaction Date
You must enter these fields when adding a new transaction.
Payment Ref #
You can enter a check number, the word CASH, a note, etc.
Payment Amount
This is an optional field. If entered, it must be equal to the total of all Direct Payments amounts.
Transfer Date
This is the date that the transaction is transferred to payroll as an override. The Transfer Pay Calculation Overrides function marks the transaction TRANSFERRED and sets the date field.
Notes
This is a field where you can enter notes about the transactions being entered.
Pay Calculation Type
The Pay Calculation Type entries in Pay Calculation Type Maintenance determine how each row is defined, such as Medical, Vision, etc. The order of the Pay Calculation Types is determined by the Sequence Number.
Info (free write fields)
These fields let you enter information about the amounts entered for each column of the Pay Calculation Type. There is one field for each Direct Payments field (such as Catch Up, Direct Payments, Waivers, Write Offs, Misc Adjustments) defined in Pay Calculation Type Maintenance. If a column contains a non-zero amount, the reference number must be entered. The Direct Payments information defaults from the Payment Ref # field.
Standard Deductions
The Standard Deduction amounts for each Pay Calculation Type. It is display-only and uses the Pay Calculations set up in Pay Calculation Type Maintenance in the Deductions list. These amounts must be flat amounts.
Catch Up
Direct Payments
Waivers
Write Offs
Misc Adjustments
These amounts default to zero when adding a new transaction. If updating, the current transaction values default in.
Total
Includes all information from the Catch Up, Direct Payments, Waivers, Write Offs, and Misc Adjustments fields.
Transfer Pay Calculation Overrides
The Transfer Pay Calculation Overrides option on the Employee Pay Calculation Management menu allows you to transfer Pay Calculation transactions to payroll overrides. A sample screen is shown in Transfer Pay Calculation Overrides Screen.
Note: A Pay Calculation transaction can only be transferred completely. A partial transfer is not allowed.
Transfer Pay Calculation Overrides Screen
Field Definitions
Period
Only non-MCC (Manual Check Calculator) and non-ESS (Employee Self Service) future payroll period or unposted regular or adjusting payroll periods can be entered in this field.
Pay Interval
Period Type
Period Ending Date
Year
The information in these read-only fields defaults in based on the Period entered above.
Pay Calculation Transactions
This determines which Pay Calculation transactions will be transferred to payroll overrides. The options are:
All - Transfers all Pay Calculation transactions for the Pay Interval and Period Ending Date.
Not Transferred - Transfers only transactions that have not been transferred for the Pay Interval and Period Ending Date.
Transfer Mode
Select the transfer mode to perform:
Validate - Validates all the data and then reports on whether the validation was successful.
Transfer - Transfers all the data into the database.
Show Errors Only
Whether to show errors only (checked) or information, warnings, and errors (unchecked) on the generated report.
Timesheet Input Group Merge Code
The span of Timesheet Input Group Merge Codes to be shown on the report.
When you generate this report, its format appears as shown in Transfer Pay Calculation Overrides Report.
Transfer Pay Calculation Overrides Report
