PAYROLL SYSTEM DOCUMENTATION MCOE 2006

For All Districts Except Madera Unified

Madera County Office of Education 28123 Avenue 14 Madera CA 93638 (559) 673-6051

Table of Contents
Payroll System Main Menu Chapter 1 : Payroll Updates
Payroll Updates Main Menu Update Employee Payroll Information Update Employee Personnel Information Add Accounts to MCOE Only Update Chart of Accounts Update Employee Payroll Deductions Only Update Automatic Banking Employee Name/S.S.N. Cross Reference Display Employee Online Payroll Calculation 1-00 1-01 1-11 1-15 1-18 1-21 1-26 1-27 1-29 0-00

Chapter 2 : Payroll Reports

Payroll Reports Menu: Request Payroll PrelistComplete Request Payroll PrelistTotals Request P.E.R.S. Prelist Request S.T.E.R.S. Prelist Request Payroll Vol-Ded Prelists Screen Request Vol-Ded Prelist By Vol-Ded Request Vol-Ded Prelist By Vol-Ded (Condensed) Request Vol-Ded Prelist By Employee Request Payroll G/L Interface Prelists Request Payroll G/L InterfaceBy Acct Class Request Payroll G/L InterfaceBy Employee Request Employee Information Listing Payroll Report Printing Procedures 2-00 2-01 2-02 2-03 2-04 2-05 2-05 2-06 2-07 2-08 2-08 2-09 2-10 2-10a 3-00 3-00 3-01 3-04 3-07 3-10

Chapter 3 : Payroll History

Payroll History Main Menu:

Payroll History Displays Menu Display Payroll History6 Pay Periods Display Payroll HistoryOne Pay Period/Deductions Display Payroll Totals Display Interface History-One Pay Period

Chapter 3 continued
Display W2 Display PERS History Display STRS History Payroll History Reports Menu Payroll History Reports Payroll Interface ReportsStarting 8/14/01 Employee Year-To-Date Totals Report 3-13 3-15 3-16 3-17 3-15 3-18 3-22 4-00 4-01 4-02 4-05

Chapter 4 : Payroll Master File Maintenance

Personnel / Payroll Maintenance Menu:

Request Personnel / Payroll Master File Reports Display Personnel / Payroll Master Files Update District Personnel / Payroll Data Files

Chapter 5 : Payroll Distributions Corrections

Payroll Distribution Corrections Menu:

Display Employees Benefits History (1 Pay Period) New Distribution Lines / Percentages For Employee Line By Line Changes To Distribution Split Distribution LinesFor NON-NML Types

5-00 5-01 5-04 5-07 5-10

Chapter 6 : Special Payroll Distribution Corrections

Add an Account Line to Master File Delete an Account Line from Master File Request Master File Report Add an Employee to the Subsystem Change Percentages on Employee Account Line Delete Employee from Subsystem Request Edit Report for an Employee 6-01 6-02 6-03 6-04 6-05 6-06 6-07

Appendix
A How to Enter a Payroll Dock B Multiple Lines of Distribution appearance On Reports C How Records are Reported to STRS & PERS A-1 B-1 C-1

Payroll Main Menu

MCOE-PAY-DIST

3/01/06

0-00

Chapter 1 Payroll Updates

Payroll Updates Main Menu

Select the desired menu option and press <enter>.

MCOE-PAY-DIST

NOTE: WHEN ADDING A NEW EMPLOYEE TO THE SYSTEM, YOU MUST ENTER THE PERSONNEL INFORMATION PRIOR TO ENTERING THE PAYROLL INFORMATION. ACCESS THE SCREENS IN THE FOLLOWING ORDER: 1 - Select Option #2 Update Employee Personnel Information, and enter the required. Information (see page 1-11) 2 After entering the Employee Information in the Personnel Information program, press F8 to return to the above menu and Select Option #1 Update Employee Payroll Information, and complete entries in the 2 screens for this program (see page 1-03).

3/01/06

1-00

Update Employee Payroll Information Option 1

PRUPDTBN

Enter the employees Social security number. If the social security number is unknown, press the F4 function key to search for employee by last name (see next page).

Social Security Number Employees Social Security Number. F4 Find Employee by Last Name.

3/01/06

1-01

Update Employee Payroll Information Option 1

PRUPDTBN

Payroll Cross-Reference Display Enter the employees last name or the first letter of the last name and press <enter>. A list will be displayed. You may also type a partial last name to further define your search. Locate the line number (2-digits, Enter a leading zero with 1-9) of the employee desired on the left hand column and enter it at the bottom of the screen, then press <enter>.

Function Keys F3 F4 F5 F8 Displays the Previous Screen of employee names Displays the Next Screen of Employee Names Clears All Fields Returns to main screen

3/01/06

1-02

Update Employee Payroll Information Option 1, Screen 1

PRUPDTBN

The first part of the Employee Payroll Information screen will appear as shown below. Type all entries for a new employee, or type only necessary changes for an existing employee, then press <enter> to reach the next part of the screen. NOTE: Once you reach the second part of the screen you cannot make additional changes to this first section of the screen unless you use the F1 Previous Screen key.

Field explanations are as follows: (to see this information online for the fields that have been underlined, enter a question mark ? in the desired field and press <enter>) Ret Base Pay Loc Federal Retirement Base Pay Pay Location / School Site Used to sort warrants * Federal Withholding Status and Number of Exemptions Claimed M - XX Married S - XX Single * State Withholding Status and Number of Exemptions Claimed M - XX Married S - XX Single H - XX Head of Household

State

* On Pay Types RET (Retroactive) and SUPP (Supplemental), Federal Withholding is taxed at 25%, State is taxed at 6% regardless of Withholding amounts indicated in these fields 3/01/06 1-03

Update Employee Payroll Information Option 1, Screen 1

EIC Earned Income Credit M Married S Single Space No EIC Normal Monthly Pay Report Code 1 Certificated 2 Classified 3 Students 4 Board Members 5 Non-Paid Retirees 6 Temporary 7 Semi-Monthly Payroll Cycle 8 Certificated Substitutes Workmans Comp Flag Y = Yes N = No Section 125 Voluntary Deductions Y = Yes N = No Survivor Benefits Y = Yes N = No Total amount being docked for unpaid sick leave Retirement System 1 STRS 4 RET PERS 2 PERS 5 NO RET 3 RET STRS State Unemployment Insurance Y = Yes N = No FICA Withholding Y = Yes N = No Medicare Withholding Y = Yes N = No Total Retroactive amount Retro Pay Begin Date (MM/DD/YY) Retro Pay End Date (MM/DD/YY)

PRUPDTBN

Gross RPT Code

Wrks/Comp S-125 Surv Ben Docks Ret System

SUI FICA Medicare Retro Serv Begin End 5/13/04

1-04

Update Employee Payroll Information Option 1, Screen 1

Emer Mid Month Payroll Run Space = Normal Month End Payroll E = Emergency Payroll M = Midmonth Payroll Summer Withholding Y = Yes N = No Override Summer Pay W/H Amount Y = Yes N = No Total amount of summer withheld Range of months being worked Also used to indicate a normal pay period Months Worked S J September thru June A J August thru June A M August thru May J J July thru June

PRUPDTBN

Sumr W/H O/R Amt Sumr W/H Amt Months Worked

12/21/05

1-05

Update Employee Payroll Information Option 1, Screen 2

PRUPDTBN

After pressing <enter> the next screen displays additional payroll information. Type the new information, press <enter>, then press F7 to complete the update for both sections of the screen.

Field explanations are as follows: (to see this information online for the fields that have been underlined, enter a question mark ? in the desired field and press <enter>) Account Number: FU RESC SCH GOAL FUNC OBJT DEPT Y FYI: When Payroll Distribution verifies Account Code Classification, it validates the entire Account Code first, then it validates each individual field, i.e.: Fund, Resource, School, Goal, Function, Object, Dept., Year. Enter each line of distribution using the following: RET: AC Account Code Certificated 54 - Substitute 55 - Adult Education 57 - Salaried 59 - Summer SC 61 - Retired TC Certificated 0 - Annual 1 - 12 Payments 2 - 11 Payments 3 - 10 Payments 4 - Hourly 8 - Daily Classified 00 - NO FICA 08 - FICA

RET: PC

Pay Code

Classified 1 - Monthly 4 - Hourly 8 - Daily

3/01/06

1-06

Update Employee Payroll Information Option 1, Screen 2

RET: CC Contribution Code Certificated 1 - Normal 3 - Prior Period Adj. 5 - Retro Adj. 9 - Overtime

PRUPDTBN

Classified 1- Normal 3 - Prior Period Adj. 5 - Retro Adj. 6 - Special

% PT

Percentage if more than 1 line of distribution, NML Pay type and Frequency is more than 1, total of all lines must equal 100% Pay Type ADD ARR ONU COA COMP DEF DIS DOCK EXT INCT INT MNTR NML NOT NTX OOCL OT OT2 PDEF PREM RET SB SPL STIP SUB SUM SUPP VAC Description Additional Arrears Bonus Stipend For Degree Coaching Comp Time Pay Summer Deferred Enter Amount Disability (Can Not Be the Only Line of Distribution) Dock Extended Session Incentive Intersession Mentor Normal No Teacher In Classroom Non-Taxable Pay Out of Class Overtime Overtime X Pay All deferred Pool Amount * must be last line of dist. Premiums (Health Insurance) Retroactive* See page 1-04 for special tax consideration Standby Special Stipend Substitute Summer Supplemental* See page 1-04 for special tax consideration Vacation

*** *

**

** ** *** **

***

* NOT SUBJECT TO PERS ** NOT SUBJECT TO STRS *** NOT SUBJECT TO STRS OR PERS

12/21/05

1-07

Update Employee Payroll Information Option 1, Screen 2

FR

PRUPDTBN

Frequency Codes how often the line is to be paid. Used in conjunction with Months Worked. Distribution Codes reflect EOM Payroll ONLY! Distribution Codes 01 Current Month Only 10 10 Months (Sept June) 11 11 Months (Aug June) 12 All Months 50 10 Months (Aug May) Vol-Deduction Codes 01 Current Month Only 78 Not July & August 67 Not June & July 11 11 Months 12 All Months 99 Employer Vol-Ded W/ No Earnings

FR Frequency Codes - Rules for Use Extra caution needs to be taken for EOM Payrolls, especially for the months of May thru August. The following incorrect coding combinations will bypass a distribution: Months Worked Option 1, Screen 1 S-J (Sept. June) A-J (Aug. June) A-M (Aug. May) FR Frequency Codes (Distribution) Option 1, Screen 2 11 (11 Months Aug. June) or 12 (All Months) 12 (All Months) 11 (11 Months Aug. June) or 12 (All Months) FR Frequency Codes (Distribution) 50 (10 Months Aug. May) 50 (10 Months Aug. May) or 10 (10 Months Sept. June) or 11 (11 Months Aug. June) 10 (10 Months Sept. June)

Comments S-J is 10 Months, Employee doesnt work in July and August. A-J is 11 Months, Employee doesnt work in July. A-M is 10 Months, Employee doesnt work in June or July. Comments Employee doesnt work in June Employee doesnt work in July Employee doesnt work in August

Current Month June July August

Unlike the Distribution Codes, the Voluntary Deduction Codes are applicable to ALL Payrolls. Extra caution needs to be taken. The following coding combinations will bypass the Voluntary Deduction.: Current Month June July August FR Frequency Codes (Voluntary) 67 (Not June & July) 67 (Not June & July) 78 (Not July & August) Comments Vol Deduction not to be taken in June Vol Deduction not to be taken in July Vol Deduction not to be taken in August

11/29/05

1-08

Update Employee Payroll Information Option 1, Screen 2

TD Time Distribution Codes Certificated MO DA HR 10 20 30 11 12 14 15 TOTAL: 21 22 24 25 31 32 34 35

PRUPDTBN

No FICA/No STERS No SB/No PERS STRS ONLY NO STRS / FICA SISK ZAHORICK

Classified MO DA HR 60 70 80 No FICA / No PERS No SB / No STRS 61 71 81 FICA ONLY 62 72 82 FICA / PERS 63 73 83 PERS/SB/ No FICA 65 75 85 SISK 66 76 86 ZAHORICK

VOL DED: %:

Actual Voluntary Deduction Dollar Amount Total Pay Percentage (must equal 100%)

NORMAL GROSS: Total Gross of Normal Distributions GROSS: Actual Paycheck Gross Amount

Function Keys
F1 F4 F5 F6 F7 F8 Display Previous Screen. Calculate Payroll. Display Previous Distribution Display Next Distribution Update Payroll Information Exit

12/21/05

1-08A

Update Employee Payroll Information Option 1, Screen 3

PRUPDTBN

Employee Payroll Calculation Option F4 key After selecting the F4 Function Key for the payroll calculation screen, the following screen will appear. The system allows only the Federal Status and Exem fields and State Status and Exem fields for recalculation purposes. Change the desired field, press <enter>, then press F4 to recalculate. This screen does not change the employee information; it merely gives a preview of changes to an employees withholding amounts. If you wish to make a change to the employees withholding amounts, make these changes on the first part of the Update Employee Payroll Information screen.

FEDERAL STATUS EXEM STATE STATUS TOTAL GROSS TSA 457 TSA 403 3/01/06

S - Single M - Married Total number of exemptions. S - Single M - Married Employees Total Gross Pay. Tax Shelter Amount (457). Tax Shelter Amount (403).

The only fields that may be changed are Federal Status, Exem, and State Status. All other fields display the results of these changes.

1-09

Update Employee Payroll Information Option 1, Screen 3

PRUPDTBN

ADVANCE EIC RETIREMENT TAXBL GROSS OASDI GROSS OASDI CONT MEDI GROSS MEDI CONT FEDERAL TAX STATE TAX SURV BENFIT SUMR WITHLD SUMR PAID VOL DEDS NO-TX GROSS NET PAY

Advance Earned Income Credit. Employee Paid Retirement. Total Taxable Gross. FICA Gross. FICA Amount. Medicare Gross. Medicare Amount. Federal Tax Amount. State Tax Amount. Survivor Benefit Paid Amount. Summer Deferred Withheld Amount. Summer Deferred Paid Amount. Total Voluntary Deductions. Total Non-Taxable Gross. Total Net Pay.

9/22/03

1-10

Update Employee Personnel Information Option 2

EIUPDTBN

The Update Employee Information screen appears as shown below. This screen is used to add a new employee, or to update an employees information. Type the social security number and press <enter>. If the social security number is unknown press F4 to perform a search by employee name. (see page 1-02 for cross-reference screen)

5/18/06

1-11

Update Employee Personnel Information Option 2

EIUPDTBN

Enter the new employee information into all fields, or update only necessary fields for an existing employee. When finished, press <enter>, then press the F7 function key to add/update the employee information.

5/18/06

1-12

Update Employee Personnel Information Option 2

EIUPDTBN

Field explanations are as follows: (to see this information online for the fields that have been underlined, enter a question mark ? in the desired field and press <enter>) SEX ETHNIC M - Male AA AS AI CB CH FL HW HI 01 02 03 04 05 06 01 02 03 04 05 06 07 08 F - Female JA KO LA NA OT PI VT WH Japanese Korean Laotian Native American Other Pacific Islander Vietnamese White

African American Asian Asian Indian Cambodia Chinese Filipino Hawaiian Hispanic English Spanish Sign Language Chinese French German Classified Certificated Board Member Student Intern Summer Youth Substitute Teacher Substitute CSEA Temporary Employee

LANGUAGE

EMPL. TYPE

WORK LOC. MISC INFO SUPV. MGR UNITS ABOVE BA SALARY TYPE

Work Location Enter ?? for list of locations Miscellaneous Information discretion of each district Supervisor / Program Manager Codes Number of units Salary Amount. HR DA MO YR Hourly Daily Monthly Yearly

9/13/05

1-13

Update Employee Personnel Information

CONTRACT BIRTH HIRE REHIRE SENIORITY TB EXP TB HRS/DAY DAYS/YEAR BARG UNIT JOB CODE CATEGORY POSITION LONGEVITY TERM DATE Contract Date. mm/dd/yy Birth Date. mm/dd/yy Hire Date, mm/dd/yy

EIUPDTBN

Rehire Date only if the employee has been rehired. Use in conjunction with term date, mm/dd/yy Seniority. mm/dd/yy TB Expire Date, mm/dd/yy X P X-Ray Passed

Number of hours per day. Number of days per year. Type ?? and <enter> for a list of Bargaining Units Job Code. Job Category. Position. Longevity. Termination Date. Use the exact date the employee is terminated. Used to determine if employee is term.

NOTE - It is extremely important to enter the TERM DATE as it is used to determine an employees actual payroll processing eligibility. Several other reports also use this field to determine exclusion of employee for reporting. If REHIRED the TERM DATE must then be Zero Filled. REHIRE DATE and TERM DATE can not be equal. TERM DATE may be > than REHIRE DATE, but REHIRE DATE can not be > than the TERM DATE. Function Keys F1 F5 F7 F8 5/09/06 Start Over Display Previous Screen Update Payroll Information Exit Program 1-14

Account Maintenance Screen Option 3

ACUPDTBN

The Account Maintenance Screen allows you to add, open or close accounts, or request a report of accounts. Enter desired option and press <enter>. (To view these options, type H and press <enter>).

A C O I R E F1 F5 F8

Add and Open Accounts Close an Account Open a Closed Account Inspect Account Request Entry Report Exit Program Takes you back to the main screen. Takes you back to the previous screen. Takes you out of the program and back to the menu.

5/08/06

1-15

Account Maintenance Screen Option 3

Add, Open, Close, and Open a Closed Account

ACUPDTBN

The following screen will appear when adding, opening, or closing an account. Type the account number and press <enter>. This completes the transaction.

FU RESC SCH GOAL

Fund Resource School Goal

FUNC OBJT DEPT Y

Function Object Department Year

Inspect an Account When using the Inspect option, this screen will appear after typing the account number and pressing <enter>

9/22/03

1-16

Account Maintenance Screen Option 3

Request Entry Report

ACUPDTBN

When the Request Entry Report has been selected, the following screen will appear. Enter the details and press <enter> to start the report. Detailed Report viewing and printing instructions are found on page 2-11.

Report Title Report Type

Enter a report title of up to 30 characters long. 1 2 3 = Open Accounts = Closed Accounts = All Accounts

Function Keys F1 F5 F8 Main Screen Previous Screen Exit Program

9/22/03

1-17

Update Chart of Accounts Option 4

Type desired options for File and Action, and press <enter>.

CAUPDTBN

File: At this time, the districts may add, change, inspect or delete School (3) and Department (7) only Action: A C D I R Add a Record Change a Record Delete a Record Inquire / Display a Record Request Report

(continued on next page)

5/21/04

1-18

Update Chart of Accounts Option 4

To Add a Record

CAUPDTBN

The following screen will appear for the A Add a record option. Type the new School (or Dept.) number, the name and an abbreviation, press <enter>, F7.

Inspect, Change or Delete a Record This screen appears when you choose any of the above Actions. Type the School or Dept. number and <enter> to view the Name and Abbreviation. For Changes, type the new information, <enter>, F7. To Delete, press F7 once the name/abbr appear.

(Continued on next page)

5/21/04

1-19

Update Chart of Accounts Option 4

Request Report

CAUPDTBN

When the Report option has been selected, the following screen will appear. Detailed Report Viewing and Printing Instructions are found on page 2-11.

Report Title Enter a report title of up to 30 characters long. Sort by Enter Desired Sort Option: A sort by name (alpha

Function Keys F1 Main Screen F5 Previous Screen. F8 Exit Program.

5/18/06

1-20

Update Employee Payroll Deductions Only Option 5

EDUPDTBN

Enter the employees social security number. If the social security number is unknown, press the F4 function key to search for the employee by last name.

Social Security Number Enter employees social security number. F4 Find employee by last name.

5/09/06

1-21

Update Employee Payroll Deductions Only Option 5

EDUPDTBN

Enter the employees last name. If you do not know the full last name, enter the first letter of the last name. A list will be displayed of all employees with that first letter of the last name. Select the employee by entering the corresponding line number in the field with the flashing Cursor, then press <enter>.

Function Keys: F3 F4 F5 F8 Displays the Previous Screen of employee names. Displays the Next Screen of employee names. Clears all fields. Returns to main screen.

5/09/06

1-22

Update Employee Payroll Deductions Only Option 5

EDUPDTBN

Payroll deductions include both Employee (EE) and Employer (ER) type deductions, also called Vol-Deds (Voluntary Deductions). Each field is explained on the following pages.

REQUIRED FIELDS: FR Frequency how often the item is to be deducted from employees paycheck To select from a list, type ? and <enter>. Use the Vol-deduction side of the list for this field. Vol-Deduction Frequency Codes 01 78 67 11 12 99 Current Month Only Not July & August Not June & July 11 Months All Months Employer Vol-Ded with no Earnings

(continued) 5/09/06 1-23

Update Employee Payroll Deductions Only Option 5

EDUPDTBN

CODE Voluntary Deduction Code these codes are maintained by the County Office; if you need a new code added you must request it through the County Office Payroll department. To select from a list, type ? and <enter>. Find the desired code, type the line number (to the left of the code number) and <enter>. The code will be entered in the field for you. DEDUCTION NAME Description of Code (above) Press <enter> after CODE is entered and the associated Deduction Name will be populated automatically.

EMPLOYEE or EMPLOYER Amount of Deduction per payroll period Employee or Employer amounts deducted - some deductions have both OPTIONAL FIELDS: T Transaction Code leave blank for regular deductions, or enter B or P as described below: B Declining Balance Use this code when an employee has a total amount to be deducted over a period of time. Type the dollar amount to be deducted per payroll cycle in the Employee field, and the total dollar amount in the Balance field. As each payment is deducted the Balance is reduced until it reaches $0.00. When the Balance is $0.00 the deduction is automatically removed. In the example below, the employee should have $25.00 per paycheck deducted until $150.00 is paid. Type a B in the Transaction field, $25.00 in the Employee field, and $150.00 in the Balance field.

X Percent The amount deducted will be this percentage of the employees Gross Pay. This deduction is taken on all pay lines regardless of the pay type.

(continued)

05/09/06

1-24

Update Employee Payroll Deductions Only Option 5

T Transaction Code (continued)

EDUPDTBN

P Percent The amount deducted will be this percentage of the employees Gross Pay. This deduction is taken on ALL pay lines/types EXCEPT OVERTIME (OT and OT2). When using P you must also enter a maximum dollar amount per pay period in the Limit field. In the example below, an employee belonging to CSEA must have 10% of their pay deducted each pay cycle, up to a maximum of $100.00 per pay cycle. You would type P in the Transaction (T) field, 10.00 in the Employee field (10%) and 100.00 in the Limit field ($100.00)

B Bypass a specific Voluntary Deduction Type a Y to activate this function for a single payroll cycle. The deduction will be bypassed (not deducted) for the next payroll cycle. Once this cycle is completed the Y will be removed automatically, and the deduction will begin again at the next payroll cycle. A Applicable Code This field is not being used at this time.

After making additions or changes, press <enter> then F7 to complete the transaction.

05/09/06

1-25

Update Automatic Banking Option 6

APUPDTBN

Enter the district number and the employees social security number and press <enter>. If the social security number is unknown, press the F4 function key to search for the employee by last name.

Social Security Number Enter the employees social security number. F4 F8 Find employee by last name Return to main menu.

***************IMPORTANT**************
Employees must provide a VOIDED check in order to request Automatic Banking Direct Deposit for a CHECKING ACCOUNT. Do not use Deposit Slips as these do not have theCorrect ABA number imprinted on them. Employees wishing to have Direct Deposit into a Savings Account must provide a form from their bank with the ABA Number. See next page for an example of an ABA number.

5/18/06

1-26

Update Automatic Banking Option 6

APUPDTBN

A screen is displayed containing the employees current banking information. Type changes or additions and press <enter> to save the information. (no F7 on this one!)

Transaction -

22 Checking 32 Savings 00 No Automatic Banking FYI: Banks print the ABA number different locations on the check. The ABA number will always be to the left of the account number. The check number may appear between the ABA and the Account Number. Here is one example:

ABA Number -

08/13/03

1-27

Employee/Social Security Cross Reference Option 8

PAYREFBN

Enter the employees last name or the employees social security number. If you do not knowthe full last name, enter the first letter or few letters of the employees last name. A list will be displayed of all employees with that first letter of the last name. Once the desired social security number is located, utilize the Copy/Paste function: Using the mouse, click-drag the selected social security number, and click on the Edit Menu Copy Selection. Then you can Paste the social security number into the desired screen field by placing your cursor in the first space of the field and clicking Paste in the Edit Menu.

Function Keys F3 F4 F5 F8 Displays the previous screen of employee names. The next screen of employee names will appear. Clears the screen. The screen goes back to the menu.

5/18/06

1-28

Employee Online Payroll Calculation Option 9

EMPPAYBN

Enter the employees Social security number. If the social security number is unknown, press the F4 function key to search for employee by last name.

Social Security Number Employees Social Security Number. F4 F8 Find Employee by Last Name. Return to main menu.

5/18/06

1-29

Employee Online Payroll Calculation Option 9

EMPPAYBN

When an employee is selected, the next screen appears as shown below. The system allows only the Federal Status and Exem fields for recalculation purposes. Change the desired field, press <enter>, then press F4 to recalculate. This screen does not change the employee information, it only recalculates it.

FEDERAL STATUS EXEM STATE STATUS

S - Single M - Married Total number of exemptions. S - Single M - Married H Head of Household Employees Total Gross Pay. Tax Shelter Amount (457). Tax Shelter Amount (403). Advance Earned Income Credit

The only fields that may be changed are Federal Status, Exem, and State Status. All other fields display the results of these changes.

TOTAL GROSS TSA 457 TSA 403 ADVANCE EIC

5/21/04

1-30

Employee Online Payroll Calculation Option 9

RETIREMENT TAXBL GROSS OASDI GROSS OASDI CONT MEDI GROSS MEDI CONT FEDERAL TAX STATE TAX SURV BENFIT SUMR WITHLD SUMR PAID VOL DEDS NO-TX GROSS NET PAY Employee Paid Retirement. Total Taxable Gross. FICA Gross. FICA Amount. Medicare Gross. Medicare Amount. Federal Tax Withheld Amount. State Tax Withheld Amount. Survivor Benefit Paid Amount. Summer Deferred Withheld Amount. Summer Deferred Paid Amount. Total Voluntary Deductions. Total Non-Taxable Gross. Total Net Pay.

EMPPAYBN

Function Keys F1 F4 F8 Start Over Recalculate Screen Return to Menu

6/30/03

1-31

Chapter 2 Payroll Reports

Payroll Reports
GENERAL REPORT INFORMATION:

PYASUBBN

When a report has been requested, a job is issued that completes the task. This job may take as long as 5 minutes to complete, depending on its complexity. If you want to be sure your report is processing, type J and press <enter> at any menu. You will see your sign-on name under Job Name, which is your current session running in MCOE. Below that, if your job is still processing, you will see the report name followed by your sign-on name. Once the report is created, this line will disappear. Press enter to return to a menu.

Payroll Reports Main Menu

PYASUBBN

Enter the desired report option and press <enter>. Each option is detailed on the following pages. Information on viewing and printing reports is found on page 2-11.

2/20/04

2-00

Payroll Prelist Complete Option 1

PYASUBBN

This option creates several report files, including the Payroll Prelist, two Credential reports, and PERS and STRS prelists. Type desired options and press <enter>. Detailed report viewing and printing instructions are found on page 2-11.

Report Title

Enter a title of up to 30 characters in length. It is helpful to add your location along with your name to the title if you will be printing to the LP Printers at MCOE, so that your report is forwarded to you in a timely manner. Report Code Enter the report code number for the desired selection: 01 Certificated 05 N/P Retirees 02 Classified 06 Temporary 03 Student 07 Semi-Monthly Payroll 04 Board Member 99 All E Y Space Emergency Semi-Monthly and Emergency Regular EOM (end of month)

Report Type

Sort By

1 = Report-Code, Pay-Location, Employee Name PAY510 (Same as Payroll Warrants / APD) 2 = Pay-Location, Employee Name PAY512 (May have to select one Report code at a time) 3 = Employee Name Only PAY513 (Only totals at the district level) 4 = Report-Code, Employee Name PAY511

7/17/03

2-01

Payroll Prelist Totals Only Option 2

PYTSUBBN

Enter the desired report options and press <enter>. Detailed report viewing and printing instructions are found on page 2-11.

Report Title

Enter a title of up to 30 characters in length. It is helpful to add your location along with your name to the title if you will be printing to the LP Printers at MCOE, so that your report is forwarded to you in a timely manner. Report Code Enter the report code number for the desired selection: 01 Certificated 05 N/P Retirees 02 Classified 06 Temporary 03 Student 07 Semi-Monthly Payroll 04 Board Member 99 All E Y Space Emergency Semi-Monthly and Emergency Regular EOM (end of month)

Report Type

Sort By

1 = Report-Code Totals and District Totals PAY510 2 = Pay-Location Totals and District Totals PAY512 3 = One Page District Totals PAY513

6/30/03

2-02

P.E.R.S. Prelist Report Option 3

RTSUBPBN

Enter the desired report options and press <enter>. Detailed report viewing and printing instructions are found on page 2-11.

This P.E.R.S. Prelist screen allows you to request a detail PERS report by a specific pay-date. Select the appropriate options that are listed in detail below. Pay Date Report Date Enter a pay date in MMDDYY format (calendar date) Enter the fiscal month and year in MMYY format (calendar date)

6/30/03

2-03

S.T.R.S. Prelist Report Option 4

RTSUBSBN

Enter the desired report options and press <enter>. Detailed report viewing and printing instructions are found on page 2-11.

This S.T.R.S. Prelist screen allows you to request a detail STRS report by a specific pay date. Select the appropriate options that are listed in detail below. Pay Date Report Date Validate Member Code Enter a pay date in MMDDYY format (calendar date) Enter the fiscal month and year in MMYY format Enter Y or N

7/17/03

2-04

Vol-Ded Prelist Menu Option 5

PYVSUBBN

Enter desired option and press <enter>. There is no report screen for option 2 - when option 2 is entered the report is automatically generated.

6/30/03

2-05-00

Vol-Ded Prelist By Vol-Ded

PYVSUBBN

Report Title Enter a title of up to 30 characters in length. It is helpful to add your location along with your name to the title if you will be printing to the LP Printers at MCOE, so that your report is forwarded to you in a timely manner. Report Type E Y Space Emergency Only Semi-Monthly and Emergency Regular EOM (end of month)

6/30/03

2-05-01

Vol-Ded Prelist By Vol-Ded (Condensed)

PAY601ST

There is no report screen for this option. Enter #2 at the menu and the report will generate automatically.

6/30/03

2-06

Vol-Ded Prelist By Employee

PYESUBBN

Report Title Enter a title of up to 30 characters in length. It is helpful to add your location along with your name to the title if you will be printing to the LP Printers at MCOE, so that your report is forwarded to you in a timely manner. Report Code 01 02 03 04 E Y Space Certificated Classified Student Board Member 05 06 07 99 N/P Retirees Temporary Semi-Monthly Payroll All

Report Type

Emergency Only Semi-Monthly and Emergency Regular EOM (end of month)

7/17/03

2-07

Payroll G/L Interface Prelists Option 6

Select the desired report type and press <enter>.

MCOE-LBR

Request Payroll Interface By Acct Class: Report is generated by Account Numbers Request Payroll Interface By Employee Name: Report is generated by Name

Payroll G/L Interface By Acct Class

PAYINABN

Type desired report type and From and To dates and press <enter>. Detailed report viewing and printing instructions are found on page 2-11.

Report Type

E Y Space

Emergency Only Semi-Monthly and Emergency Regular EOM (end of month)

From Date To Date 7/17/03

Enter a date in mmddyy format. Enter a date in mmddyy format. 2-08

Payroll G/L Interface By Employee Name

PAYINEBN

Enter the desired report options and press <enter>. Detailed report viewing and printing instructions are found on page 2-11.

Report Type

E Y Space

Emergency Only Semi-Monthly and Emergency Regular EOM (end of month)

From Date To Date

Enter a date in mmddyy format. Enter a date in mmddyy format.

7/17/03

2-09

Employee Information Listing Option 9

EMPSUBBN

Report Title Enter a title of up to 30 characters in length. it is helpful to add your location along with your name to the title if you will be printing to the LP Printers at MCOE, so that your report is forwarded to you in a timely manner. Pay-Code 01 02 03 99 1 2 Certificated Classified Student All Alpha Sequence Report Code Sequence (Alpha Sequence Secondary)

Sort-Code

7/22/03

2-10

Print Options Menu

PRINTX

After requesting a report, access the Print Options Menu by entering P in the option field of any menu, then press <enter>.

L Lists reports waiting to be printed. Always pick this option first to obtain your File Number, which is needed for viewing or printing your report. See page 2-12. P Print report to your local printer, attached to your PC. See page 2-13. R Route a report to a system (network) printer. See page 2-14. S - Displays report on your screen. When selected, follow screen prompts: Type the file number <enter>, and then <enter> again. Press the <enter> key to display pages of the report one at a time. To go back up or back down on pages already displayed, use the Page Up/Page Down keys. To quit and return to the screen prompt press <Ctrl + Y>. To Exit, press F8. D - Deletes a file. Enter file number and press <enter> E - Exits the Print Menu

2/19/04

2-11

Print Reports Available List Screen Option L

Enter L to list the reports available for printing. Make note of the file number you wish to print. Press <enter> to return to the Print Menu. You can continue to press <enter> to toggle back and forth from this list to the main Print Menu, until you see the file appear in the list.

9/22/03

2-12

Print Report to a Local Printer Screen - Option P

This option should only be used when a local printer is set up through a network. Local printing without a network setup may cause the report to print incorrectly. To print using this option, enter your Print File Number, if you want to retain the report after printing change Y to N, press <enter>. The recommended option is to route the report through a network printer (see Option R next page).

7/08/03

2-13

Route Report to a System Printer Screen Option R

Enter your file number and number of copies desired. Starting and Ending pages can be left at the defaults. The field Delete after Printing should also be left at Y default, unless you know the report will need to be printed again. If you change this setting to N, the report will be left on the list. If reports are not deleted routinely, the list will become very large and inconvenient. Enter your printer number in the printer field, change landscape and paper size fields if necessary. Once all fields are properly selected, press <enter> to print the report.

7/08/03

2-14

Chapter 3 Payroll History

Payroll History Main Menu

PAY-MCOE-HIST

1 Payroll History Displays includes all payroll history displays including PERS and STRS Reports. 3 Payroll History Reports includes Payroll History Reports that you request

Payroll History Displays Menu

Select desired option and press <enter>

PAY-MCOE-HIST-DI

6/23/05

3-00

Display Payroll History 6 Pay Periods

PHDISPBN

Enter the employees social security number. If the social security number is unknown, pressthe F4 function key to search for employee by last name.

Once the employees social security number is located and entered, the system displays the following screen (see next page).

6/30/03

3-01

Display Payroll History 6 Pay Periods

PHDISPBN

Each screen only displays a maximum of six pay periods. Use the F5 and F6 function keys to review additional payroll dates.

Warrant Date Paid Total Gross TSA 457

Actual Pay Check Number Date of Pay Period Employees Total Gross Pay Tax Shelter Amount (457)

(continued on next page)

6/30/03

3-02

Display Payroll History 6 Pay Periods

TSA 403 Advanced EIC Retirement Taxbl Gross Oasdi Gross Oasdi Cont Medi Gross Medi Cont Federal Tax State Tax Surv Benfit Sumr Withld Sumr Paid Vol. Deds Disability No-tx Gross Net Pay Tax Shelter Amount (403). Advanced Earned Income Credit. Employee Paid Retirement. Total Taxable Gross. FICA Gross. FICA Amount. Medicare Gross. Medicare Amount. Federal Tax Amount. State Tax Amount. Survivor Benefit Paid Amount. Summer Deferred Withheld Amount. Summer Deferred Paid Amount. Total Voluntary Deductions. Total Disability Amount. Total Non-Taxable Gross. Total Net Pay.

PHDISPBN

6/30/03

3-03

Display Payroll History One Pay Period

PHVDINBN

Enter the employees social security number. If the social security number is unknown, press the F4 function key to search for employee by last name.

Once the employees social security number is entered, see the next page for detailed information of one month payroll history.

6/30/03

3-04

Display Payroll History One Pay Period

PHVDINBN

Warrant Date Paid Period End Total Gross Zahoric TSA 457 Safeco TSA 403 Advanced EIC
(continued)

Actual Pay Check Number. Date of Pay Period. Pay Period Ending Date. Employees Total Gross Pay. Total Zahoric (Alternative Retirement) Amount. Tax Shelter Amount (457). Total Safeco (Alternative Retirement) Amount. Tax Shelter Amount (403). Advanced Earned Income Credit.

6/30/03

3-05

Display Payroll History One Pay Period

Retirement Taxbl Gross Oasdi Gross Code Employee Paid Retirement. Total Taxable Gross. FICA Gross. Voluntary Deduction Code Voluntary Deduction Name Total Voluntary Deduction Amount. FICA Amount. Medicare Gross. Medicare Amount. Federal Tax Amount. State Tax Amount. Survivor Benefit Paid Amount. Summer Deferred Withheld Amount. Summer Deferred Paid Amount. Total Voluntary Deductions. Total Disability Amount. Total Non-Taxable Gross. Total Net Pay.

PHVDINBN

Oasdi Cont Medi Gross Medi Cont Federal Tax State Tax Surv Benfit Sumr Withld Sumr Paid Vol. Deds Disability No-tx Gross Net Pay

6/30/03

3-06

Display Payroll Totals

PTDISPBN

This option will display the Employee-Paid calendar year-to-date payroll history. Type the employees social security number and press <enter>. If the social security number is unknown, press the F4 function key to search for employee by last name.

Once the employees social security number is entered, see the next page for detailed information of year-to-date totals.

6/30/03

3-07

Display Payroll Totals

PTDISPBN

Shown below is the Employee Paid calendar year-to-date payroll history. Press <enter> to exit this page.

Calendar YTD Gross Disability-W/C Tax Shelter-457 Zahoric Tax Shelter-403 Safeco Summer Deferd Held Summer Deferd Paid Tax Gross
(continued)

Calendar Year To Date Gross Amount. Total Disability / Workmans Comp. Amount. Total Tax Shelter Amount (457). Total Zahoric (Alternative Retirement) Amount. Total Tax Shelter Amount (403). Total Safeco (Alternative Retirement) Amount. Total Summer Deferred Held Amount. Total Summer Deferred Paid Amount. Total Taxable Gross Amount. 3-08

6/30/03

Display Payroll Totals

FICA Gross Medicare Gross Medicare FIT SIT Surv Ben 125-AMTS(INS,CC,M) Ret Vol Deds EIC Net Pay Total FICA Gross Amount. Total Medicare Gross Amount. Total Medicare Amount. Total Federal Income Tax Amount. Total State Income Tax Amount. Total Survivor Benefit Amount. Total Section 125 Voluntary Deduction Amount. Total Retirement Amount. Total Voluntary Deduction Amount. Total Earned Income Credit Amount. Total Net Pay Amount.

PTDISPBN

6/30/03

3-09

Display Interface History 1 Pay Period

This option displays the Employer-paid Benefits History.

BNDISPBN

Enter the employees social security number, pay date, and press <enter>. If the employees social security number is unknown, press the F2 function key to search by employees last name. Once the employee name is listed, press <enter> again.

Function Keys F2 F8 Find Employee by Last Name cross-reference Exit to Menu.

(continued on next page)

2/20/04

3-10

Display Interface History 1 Pay Period

The following screen is displayed:

BNDISPBN

SSN DATE PAID GROSS NORMAL GROSS OTHER GROSS FICA GROSS NET PAY

Employee Social Security Number Actual Pay Date (mmddyy)

These fields remain blank when the employee record is retrieved.

(continued on next page) 2/20/04 3-11

Display Interface History 1 Pay Period

RET Account Code (first field 2 digit code) Pay Code (second field 1 digit code) Contribution Code (third field 1 digit code) Pay Type Frequency Code Time Distribution Gross Pay Units Extended Amount Retirement Amount FICA Amount Medicare Amount Health & Welfare Amount Alternate Retirement Amount State Unemployment Income Amount Workmans Compensation Amount PERS Reduction Limit Amount

BNDISPBN

PT FR TD GR UN EX RET CONT FICA MEDICARE H&W CONT ALT RET SUI CONT W/C CONT P. R. L. Function Keys F1 F3 F4 F5 F8

Reset distribution fields Displays the previous distribution Displays the next distribution Clears the screen Exit Program

2/20/04

3-12

Display W2

W2DISPBN

Enter employees social security number and press <enter>, or press the F4 function key to search for an employee by their last name.

Function Keys F4 F8 Find employee by last name. Exit program.

6/30/03

3-13

Display W2
This next screen is a display only screen and cannot be modified or changed.

W2DISPBN

6/30/03

3-14

Display PERS History by Calendar Date

RTPDISBN

This display shows an employees PERS retirement information that has been transmitted to PERS for a specific pay period. Type the employees social security number and desired report date (payroll date) and press <enter>. If the social security number is unknown, press F4 to search by last name.

The following screen will display:

Service MM/YY Pay Rate PC Earnings Cont Rate Employee CC & Cont Amt Employer CC & Cont Amt

Date of pay period Rate of Pay for this period Pay Code Amount earned this pay period Contribution Rate Percentage Contribution Code and Amount of employee contribution Contribution Code and Amount of employer contribution

This screen is display only and cannot be changed.

3/10/04

3-15

Display STRS History by Fiscal Year Date

RTSDISBN

This display shows an employees STRS retirement information that has been transmitted to STRS for a specific pay period. Type the employees social security number and desired date (Fiscal Year Date see example) and press <enter>. If the social security number is unknown, press F4 to search by last name.

The following screen will display:

MB CD AC CD Pay Rate & CD Earnings Contributions Rate, CD & Amount Serv Period Begin & End Employer Pickup

Member Code Retirement Account Code Rate of Pay for this period and Pay Code Amount earned this pay period Contribution Rate Percentage, Retirement Contribution Code, and amount of Employee Contribution Start and End dates of this pay period Amount of Employer contribution

This screen is display only and cannot be changed. 3/10/04 3-16

Payroll History Reports Menu

Type desired option and press <enter>

PAY-MCOE-HIST-RE

Pay-History Reports Option 1

Detailed report viewing and printing instructions are found on page 2-11.

PAYSUBBN

From Date To Date For District Report Type

Enter a date in mmddyy format. Enter a date in mmddyy format. Enter the district number. E R By Employee (10 max.) second screen allows SS# input By Report Code second screen requires Code:

01 = CERTIFICATED 05 = NON PAID RETIREES 02 = CLASSIFIED 06 = TEMPORARY 03 = STUDENTS 07 = SEMI-MONTHLY PAYROLL 04 = BOARD MEMBERS 99 = ALL-DEFAULT

L Report Title

By Pay Location Requires Location Code (not listed, must be known this option currently not in use)

1/17/06

Enter a title of up to 30 characters in length. It is helpful to add your location along with your name to the title if you will be printing to the LP Printers at MCOE, so that your report is forwarded to you in a timely manner. 3-17

Payroll Interface History Reports Option 3

Detailed report viewing and printing instructions are found on page 2-11.

BNSUB1BN

From Date To Date Report Type

Payroll From Date in MMDDYY format. Payroll To Date in MMDDYY format. A E S P Q By Acct class Number By Employee (all 9999s will select all employees) By Employee for selected accounts Select Pay Type By Account Select Pay Type By Employee

see pages 3-17, 3-18 and 3-19 for example screens for these report types Report Title Report title of up to 30 characters in length. It is helpful to add your location along with your name to the title if you will be printing to the LP printers at MCOE, so that your report is forwarded to you in a timely manner. 3-18

4/11/06

Payroll Interface History Reports Option 5

By Account Class

BNSUB1BN

The following screen will appear when selecting a report type of A. Enter up to ten account numbers and press <enter>. This report lists all employees within the account numbers entered as well as grand totals.

6/22/05

3-19

Payroll Interface History Reports

By Employee

BNSUB1BN

The following screen will appear when selecting a report type of E. Type the employees Social security number or enter all 9s to select all employees, then press <enter>.

3/10/04

3-20

Payroll Interface History Reports

By Employee For Selected Account(s)

BNSUB1BN

The following screen will appear when selecting a report type of S . Enter up to ten account class numbers, then press <enter>.

3/10/04

3-21

Payroll Interface History Reports

By Employee For Selected Account(s) The following screen will appear when selecting a report type of P

BNSUB1BN

3/10/04

3-21

Employee Year-To-Date Totals

YTDSUBBN

This Employee Year-To-Date Payroll screen allows you to request a YTD report by a specific Report Code. Type the desired options (listed in detail below) and press <enter>. Details on viewing and printing Reports are found on page 2-11.

For District Report Code

Default the district you are currently signed on to (County users are able to enter any district, or 99 for All Districts report) 01 02 03 04 05 Classified Certificated Students Board Member Non Paid Retiree 06 07 08 99 Temporary Semi-Monthly Payroll Cert. Substitutes All

Totals Only ?

Y Yes N No

Report listing YTD Totals for Report Code selected Report listing YTD Totals for each employee with District totals for the report code selected

4/14/04

3-22

Chapter 4 Payroll Master File Maintenance

Payroll Master File Maintenance Main Menu

Select the menu item desired and press <enter>.

PPXSUBBN

5/11/06

4-00

Personnel Master Report Screen

PPXSUBBN

This Personnel Master Report Screen allows you to request a description report for Bargain Unit, Job Category, Job Codes, Pay Codes, Report Codes, Vol-Deds, Pay/Work Locations, and District Miscellaneous. Select the appropriate options that are listed in detail below. Instructions for viewing and printing reports can be found on page 2-11.

Report Title Report Type

Enter a title in this field of up to 30 characters long. Enter the number for the desired selection: 1 Print a Bargain Unit Description Report. 2 Print a Job Category Description Report. 3 Print a Job Code Description Report. 4 Print a Pay Code Description Report. 5 Print a Report Code Description Report. 6 Print a Vol-Ded Description Report. 7 Print a Pay/ Work Location Description Report. 8 Print a District Miscellaneous Description Report.

Sort Type

Enter an A for Alpha/Name or enter N or space for Numeric

7/2/03

4-01

Update Personnel/Payroll Master Files

PXUPDTBN

The Update Personnel Files Screen allows you to choose the type of personnel file to inspect. This information can also be obtained by using the Update Employee Personnel Screen (see page 1-12). The following 3 pages describe actions to take in 3 Steps:

Step One - Select one of the following Codes to update: 1 2 3 4 5 6 7 8 Job Category Job Codes Pay Codes Report Codes Language Codes Ethnic Codes Employee Type Termination Codes

(continued on next page)

5/12/06

4-02

Update Personnel/Payroll Master Files

PXUPDTBN

Step 2 - Once a selection has been made, the screen below appears, indicating which file you selected. Type I to Inspect a record, and press <enter>. (this is the only option available at this time).

Once on a selected file, use these Function Keys F1 F5 F8 Takes you back to the main screen. Takes you back to the previous screen. Takes you back to the menu.

5/12/06

4-03

Update Personnel/Payroll Master Files

PXUPDTBN

Step 3 - The Update Code Numbers Screen displays. You may type a code number within the field as shown below, then press <enter>:

If you are adding or changing, type the new information and press <enter>. No F7 is required. If you do not know the code number, type a ? in the Code Number field and press <enter>. A Help Screen will appear as shown below: (in this example Vol- Deds was the file selected) This Help Screen displays the codes. A code number and its description are shown. Return to the entry screen by pressing F8 or clicking the Return button.

2/19/04

4-04

District Update Personnel Files

PZUPDTBN

This Update Personnel Files Screen allows you to choose the type of personnel file to update or inspect. Listed below are the options that are available.

Choose from one of the following: 2 3 F1 F5 F8 Pay/Work Locations/Sites District Miscellaneous Takes you back to the main screen. Takes you back to the previous screen. Takes you back to the menu.

5/12/06

4-05

District Update Personnel Files

PZUPDTBN

Once a selection has been made, the screen below appears when you type H in the option field. This screen allows you to update, examine or delete a record. If you decide to select a different file, you have the option to go back to the previous screen by entering S in the option field or pressing F5. Listed below are the options that are available:

Choose from one of the following: A C D I S E F1 F5 F8 Add a Record Change a Record Delete a Record Examine a Record Select Another File to Update Exit Program Takes you back to the main screen. Takes you back to the previous screen. Takes you back to the menu.

5/12/06

4-06

District Update Personnel Files

Add a Record , Change a Record , Delete a Record , and Examine a Record

PZUPDTBN

The Update Code Numbers Screen displays when the add, change, delete, or examine option is chosen. You may add a code number within the field as shown above or can view the code numbers that are already available by entering a ? as shown. If a ? has been entered into the selection field, a help screen will appear as shown below:

This help screen displays the codes that have already been used. itsdescription are shown.

A code number and

7/2/03

4-07

Chapter 5 Payroll Distribution Corrections

Payroll Distribution Corrections Main Menu

Select desired option and press <enter>.

MCOE-PD-CORR

5/12/06

5-00

Display Benefits History Option 1

BNDISPBN

To review the Employer Paid benefit history, enter the employees social security number and date paid and press <enter>. If the employees social security number is unknown, press the F2 function key to search by employees last name.

Function Keys F2 F8 Cross-Reference - Find Employee by Last Name. Exit to Menu.

(continued on next page)

6/30/03

5-01

Display Benefits History

The following screen is displayed for the employee SSN and date entered:

BNDISPBN

SSN DATE PAID GROSS

Employee Social Security Number Actual Pay Date (mmddyy). Gross Monthly Pay.

NORMAL GROSS Normal Monthly Pay. OTHER GROSS FICA GROSS NET PAY Other Gross Pay. FICA Amount. Total Net Pay.

(continued on next page)

6/30/03

5-02

Display Benefits History

BNDISPBN

RET

Account Code 2 digit (first field) Pay Code 1 digit (second field) Contribution Code 1 digit (third field) Pay Type. Frequency Code. Time Distribution. Gross Pay. Units. Extended Amount. Retirement Amount. FICA Amount. Medicare Amount. Health & Welfare Amount. Alternate Retirement Amount. State Unemployment Income Amount. Workmans Compensation Amount.

PT FR TD GR UN EX RET CONT FICA MEDICARE H&W CONT ALT RET SUI CONT W/C CONT Function Keys F1 F3 F4 F5 F8

Reset distribution fields. Displays the previous distribution. Displays the next distribution. Clears the screen. Exit Program.

6/30/03

5-03

New Distribution Lines / Percentages For Employee

PDCOL1BN

This Payroll Distribution Screen allows you to add, change, delete, inquire, and request a report for correction lines.

Select the appropriate options that are listed in detail below. A C D I R E Add Correction Lines Change Correction Lines Delete Correction Lines Inquire / Display Correction Lines Request Edit Report ** This step is REQUIRED to complete The update process Exit Program

9/23/03

5-04

New Distribution Lines / Percentages For Employee

Add, Changing, Deleting, and Inspecting Correction Lines

PDCOL1BN

The following screen will appear when adding, changing, deleting, and inspecting correction lines. Enter the employee social security number and the date paid when changing, deleting, or inspecting correction lines. To add, enter all information including social security number, date paid, account number and percentage. After changes have been made, press <enter> then press F7. Next, request an Edit Report to complete the update. See next page for details.

SSN Date Paid Account Percent

Employee Social Security Number. Actual Payroll Paid Date. Account Class. Percentage For Distribution Line.

10/25/05

5-05

New Distribution Lines / Percentages For Employee

Request Edit Report

PDCOL1BN

When the Request Edit Report has been selected, the following screen will appear: Enter a report title and press <enter>. Detailed instructions on viewing and printing reports can be found on page 2-11.

Report Title

Enter a report title of up to 30 characters long.

Function Keys F1 F8 Main Screen. Exit Program.

9/23/03

5-06

Line By Line Changes To Distribution

PDCOL2BN

This Payroll Distribution Corrections Screen allows you to add, change, delete, inquire, and request a report for correction lines.

Select the appropriate options that are listed in detail below. A C D I R E Add Correction Lines Change Correction Lines Delete Correction Lines Inquire / Display Correction Lines Request Edit Report ** Required to complete the update** Exit Program

9/23/03

5-07

Line By Line Changes To Distribution

Add, Changing, Deleting, and Inspecting Correction Lines

PDCOL2BN

The following screen will appear when adding, changing, deleting, and inspecting correction lines. Enter the employee social security number and the date paid and press <enter>. When adding or changing a line, type the new account information on the right-hand side. Press <enter> then F7 to complete the transaction.

SSN Date Paid Account Type

Employee Social Security Number Actual Payroll Paid Date Account Class Pay Type

9/22/03

5-08

Line By Line Changes To Distribution

Request Edit Report When the Request Edit Report has been selected, the following screen will appear:

PDCOL2BN

Report Title

Enter a report title of up to 30 characters long.

Function Keys F1 F8 Main Screen. Exit Program.

9/22/03

5-09

Split Distribution Lines - For Non NML Types

PDCOL3BN

This Payroll Distribution Corrections Screen allows you to add, change, delete, inquire, and request a report for correction lines.

Select the appropriate options that are listed in detail below. A C D I R E Add Correction Lines Change Correction Lines Delete Correction Lines Inquire / Display Correction Lines Request Edit Report Exit Program

9/23/03

5-10

Split Distribution Lines - For Non NML Types

Add, Changing, Deleting, and Inspecting Correction Lines

PDCOL3BN

The following screen will appear when adding, changing, deleting, and inspecting correction lines. Enter the employee social security number and the date paid when changing, deleting, or inspection correction lines. To add, enter all information including social security number, date paid, original distribution account number, P/T (pay type), line number, new account number and percentage.

SSN Date Paid Original Distribution PT Account Percent

Employee Social Security Number. Actual Payroll Paid Date. Original Account Number. Pay Type. Account Number. Percentage For Distribution Line.

9/23/03

5-11

Split Distribution Lines - For Non NML Types

Request Edit Report When the Request Edit Report has been selected, the following screen will appear:

PDCOL3BN

Report Title Enter a report title of up to 30 characters long.

Function Keys F1 F8 Main Screen. Exit Program.

9/23/03

5-12

Payroll Interface Reports Starting At 8/14/01

BNSUB1BN

From Date To Date Report Type

Payroll From Date in MMDDYY format. Payroll To Date in MMDDYY format. A E S By Acctclass Number By Employee (all 9999s will select all employees) By Employee for selected accounts

Report Title

Report title of up to 30 characters in length.

5-13

Payroll Interface Reports Starting At 8/14/01

By Account Class

BNSUB1BN

The following screen will appear when selecting a report type of A. Enter up to ten account numbers, then press <enter> to run the report.

5-14

Payroll Interface Reports Starting At 8/14/01

By Employee

BNSUB1BN

The following screen will appear when selecting a report type of E. Enter the employees Social security number or enter all 9s to select all employees, then press <enter> to run the Report.

5-15

Payroll Interface Reports Starting At 8/14/01

By Employee For Selected Account(s)

BNSUB1BN

The following screen will appear when selecting a report type of S . Enter up to ten account class numbers, then press <enter> to run the report. This report will list all employees with the account number(s) entered.

5-16

Chapter 6 Special Payroll Distribution Corrections

Add An Account Line To Master File

This screen allows you to add an account to the master file.

PICPMABN

Function Keys F1 F7 F8 Takes you back to the main menu. Updates the current screen. Takes you out of the program and back to the menu.

6-01

Delete An Account Line From Master / Employee File

PICPMDBN

This screen allows you to delete an account from the master file. Type the account number to delete and press <enter> then F7

Function Keys F7 F8 Deletes the account line. Takes you out of the program and back to the menu.

6-02

Request Master File Report

PICSBMBN

This screen allows you to request a report of all accounts under a specific object number. Type the report title, the Object number desired, and press <enter> to run the report.

Function Keys F1 F8 Clears the screen. Takes you out of the program and back to the menu.

6-03

Add An Employee To The Subsystem

PICPDABN

This screen allows you to add an employee to the subsystem (master file). Type the employees social security number, or use the F4 key to search by employee by name.

Once the employee is located, the following screen appears:

Type the appropriate Object Code and press <enter> then press F7 to add the employee.

6-04

Change Percentages On An Employees Account Lines

PICPDCBN

This screen allows you to change an employees account lines. Type the employees social security number and press <enter>, or use the cross-reference to search by last name.

Function Keys F4 Find employee by Last Name. F8 Takes you out of the program and back to the menu. Once the employee is located, the following screen appears:

To change percentages, type the new percentage amount on the lines you want to correct, press <enter> then F7.

6-05

Delete An Employee From The Subsystem

PICPDDBN

This screen allows you to delete an employee from the subsystem. Type the social security number, or use F4 to search for employee by last name.

Function Keys F1 F4 F8 Clears the screen. Find employee by Last Name. Takes you out of the program and back to the menu.

Once the employee is located the following screen will appear:

Press F7 to delete the employee. 6-06

Request An Edit Report For An Employee

PICSUBBN

This screen allows you to request an edit report for a specific employee or all employees.

Report Title SSN Object Number Function Keys F1 F4 F8

Enter a report title of up to 30 characters in length. Enter the employees social security number or leave blank for all employees. Enter the object number or leave blank for all objects.

Clears the screen. Find employee by Last Name. Takes you out of the program and back to the menu.

6-07

~ ~~ ~~~ Appendix ~~~ ~~ ~

Appendix A
How to enter a Payroll Dock and the Effects on Payroll Reports and Retirement:
There are two ways to enter a payroll Dock in MCOE. The first is to type the dollar amount to be docked in the Docks: field in the first part of the Payroll Updates screen, then press <enter>. This will divide the amount of the dock over all NML lines using the percentages in each line n the 2nd half of the screen. Press <enter> again, then press F7 to update and save the changes. EXAMPLE 1: - Certificated Employee in STRS

USE THIS METHOD OF DOCKING SO THE EMPLOYEE DOES NOT PAY TAXES OR VOLDEDUCTIONS FOR THE DOCKED AMOUNT Effects on reports using this method: Payroll Prelist Shows Dock dollar amount in Dock field and deducts less amounts of Fed Tax, State Tax, FICA Cont (if classified) Med Cont, and Retirement (both PERS and STRS) amounts. Payroll Interface Shows less amounts deducted for: Employee Totals, STRS or PERS, FICA (if classified) MED, SUI, WCOMP and PRL (if classified) due to docked amount lowering employee total.

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STRS Prelist Shows normal monthly amount in Pay Rate; Earnings are less docked amount, Pick-Up amount is less than normal monthly deduction based on dock amount percentage. PERS Prelist (If PERS Employee) Shows normal monthly amount in Pay Rate, Member Earnings are less docked amount, and EMP PD MEM CONTRIBUTION AMOUNT is less than normal monthly deduction based on dock amount percentage.

The second way of entering a Dock is to add a line of distribution, using a Pay Type of DOCK, Frequency of 01, Time Distribution (see page 1-08), GR amount is the Dollar amount of the Dock, UN is 1, then press <enter> and F7. EXAMPLE 2: Classified Employee in PERS

USE THIS METHOD OF DOCKING FOR EMPLOYEES WITH PERS IF YOU WANT THE EMPLOYEE TO HAVE NORMAL PERS DEDUCTIONS BASED ON THEIR REGULAR RATE OF PAY, NOT THE DOCKED PAY AMOUNT. THERE IS NO NEED TO USE THIS METHOD FOR STRS EMPLOYEES BECAUSE THE DEDUCTIONS ARE THE SAME AS THE FIRST METHOD.

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Effect on Reports for this method: Payroll Prelist Dock shows in separate line of distribution and all fields show lower amount than normal monthly deductions, based on amount of dock. Payroll Interface Shows Dock in separate line of distribution, smaller than normal amounts in Employee Totals, FICA, Med and WCOMP. PERS Prelist Shows normal monthly amounts in all fields no changes are made due to docked amount. STRS Prelist (If STRS Employee) Shows Dock in separate line of distribution, with normal monthly amount in Pay Rate, - Dock amount in Earnings, and amount in Pick-Up to deduct percentage of docked amount.

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Appendix B
COMBINED LINES OF DISTRIBUTION IN STRS PRELIST
The system will combine two or more lines of distribution for one employee on the STRS Prelist when all of the following occurs in each line: * The Retirement Account Code (AC), Pay Code (PC) and Contribution Code (CC) are the same -and* The Time Distribution (TD) is the same -and* The RET CALC field is either blank or has like amounts These distribution lines are combined in the STRS load (PAY150 prelist and RTS010 for the actual month-end load). EXAMPLE 1 Example 1 shows that only one entry is created on the reports for all 3 lines because they are all alike:

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EXAMPLE 2 Example 2 will create two entries on the report by combining the first 2 lines. The third line will be a separate entry because it has a different Pay Code (PC), Time Distribution Code (TD) and different amount in the RET CALC field.

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Appendix C
How Employee Records are reported to STRS and PERS
If an employee has a report code of 08 (Certificated Substitutes) that employee record will be included in the STRS report. If an employee is a member of STRS (RET SYSTEM 1) or RET STRS (RET SYSTEM 3), the employee record is included in the report. If an employee is a non-member of either STRS or PERS (RET SYSTEM 5), and if the report code is a 01 (CERTIFICATED) the employee record will be included in the report. This is because the employee may have a history with STRS or PERS from previous employment.

Individual Distribution Lines for STRS

If a PAY-TYPE is PDEF, DEF, or VAC the line will be bypassed and not included in the STRS report. If the PAY-TYPE is DIS and the retirement Account Code is retired teacher (AC 61), this line will also be bypassed. If the distribution line has a Retirement Contribution Code of Overtime (CC 9) this line is also bypassed.

How records are reported to PERS

If the employee is a member of PERS (RET SYSTEM =2) or a retired PERS member (RET SYSTEM=4) the distribution line is included on the PERS report. If a distribution line has a PAY TYPE of MNTR, DEF, VAC, PREM, OT or PDEF, that distribution line is bypassed and not added to the PERS report.

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