1 Zortec Payroll Common Issues and New Features. 2 Changes on Employee Information screens.

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Zortec Payroll

Common Issuesand New Features

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Changes on Employee Information

screens

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Primary Payroll

Required field. Used with TCRS Great-West Import. Used when building Affordable Care Act employee file. Utility program available to set flag on Primary Payroll field. Available with UDRs; DDF field #450.

General Information

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G-W Opt Out

Used with TCRS Great-West Import. Available with UDRs; DDF field #850.

Tax Information screen

Member ID

Used at TCRS and KY Start retirement agencies. Member ID assigned to employee by retirement agencies. Available with UDRs; DDF field #1340.

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Ret/Job Date

Date employee began job. Does not default from screen 1. Available with UDRs; DDF field #1350.


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Valid options: 02-Probationary 03-Seasonal 04-Temporary 05-120 Day Temporary 06-Limited Re-Emp Ret Teacher 07-Interim


Job Stat

Position Status field of TCRS reporting. Used to override Full/Part from screen 1, for TCRS reporting. Available with UDRs; DDF field #1360.

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# Hours Per Day

Scheduled Hours Per Day field of TCRS file. Available with UDRs; DDF field #1370.

Contract Months

Contract Months field of TCRS file. Should be 9, 10, 11 or 12. Available with UDRs; DDF field #1365.


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Valid options: 02-Leave Without Pay 09-Furlough 11-Summer Months

Pay Reason

Used to override payment reason from pay types in TCRS file. Available with UDRs; DDF field #1375.


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Detour to discussOther Payment Reasons –

Office Manager, Pay Types, Pay Code field

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TCRS Concord options: 00-Regular Pay 01-Regular Pay w/Addtl Credit Comp 02-Leave w/o Pay 03-Bonus 08-Sick Leave Bank Payment 13-Career Ladder Payment 14-Longevity 15-Summer School Bonus

Payment Reasons - Office Manager, Pay Types, Pay Code field

KY START options: 00-Regular Pay 01-Regular Pay w/Addtl Credit Comp 02-Leave w/o Pay 03-Bonus/Severance 06-Lump Sum Comp Payment

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Valid options: 01-Monthly

Alt Pay Type

Used to override ‘S’alary or ‘H’ourly in TCRS file. Available with UDRs; DDF field #1380. When used, Rate of Pay and Salary in TCRS file will be the same.


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End Date

End Employment Date field in TCRS Concord file. If employee changes positions that require reporting to TCRS, report the date. Does not default from Term Date on screen 1. Available with UDRs; DDF field #1390.


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Valid options: 01-Retirement 02-Death 03-Termination 04-Change in Position Status 05-Transfer

(End) Employment Reason

End Employment Reason in TCRS Concord file. Represents general reason member terminated, changed contribution group or position status. Available with UDRs; DDF field #1385.


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Utility programs Set Primary Payroll Set retirement fields

• Contract Months• Hrs Per Day• Service Credit• Alt Pay Type• Job Status• G-W Opt Out

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Setup and program options for Great-West

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Deduction codes

TCRS Hybrid Deduction Type TCRS/Great-West 401k program

• 1-Before Tax Deduction• 2-After Tax Deduction• 3-Roth IRA Deduction• 4-Age Catch-Up Deduction• 5-Roth Catch-Up Deduction• 6-401k Variable Bonus Deduction• 7-Roth Variable Bonus Deduction• 8-Variable Bonus Employee Catch-Up Deferral• 9-Variable Longevity Deduction• 10-Roth Variable Longevity Deduction• 11-Variable Longevity Emp Catch-Up Deferral• 12-Loan Payment Deduction• 13-Employer Contribution

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Deduction codes

TCRS Hybrid Deduction Type TCRS/Great-West 457 program

• 51-457 Before Tax Deduction• 52-457 After Tax Deduction• 53-457 Roth IRA Deduction• 54-457 Age Catch-Up Deduction• 55-457 Roth Catch-Up Deduction• 56-457 401k Variable Bonus Deduction• 57-457 Roth Variable Bonus Deduction• 58-457 Variable Bonus Employee Catch-Up Deferral• 59-457 Variable Longevity Deduction• 60-457 Roth Variable Longevity Deduction• 61-457 Variable Longevity Emp Catch-Up Deferral• 62-457 Loan Payment Deduction• 63-457 Employer Contribution

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Option #6-Period End Process from Payroll main menu

Followed by option #10-Retirement Tape and Report

from Period End Process menu

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Option #7-Build Great-West PDI File to build the file that will be sent to Great-West.

Enter valid Check Date.Select appropriate plan file being built.•File lands in user’s home directory.•File for 457 plan will be in format ‘#####-01_pDDDDccmmdd.prn’•File for 401k plan will be in format ‘####-02_pDDDDccmmdd.prn’

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Option #8-Print Great-West PDI File to print report from

previous build process.

Enter valid Check Date for file previously built.Select appropriate plan file being built.

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Miscellaneous Topics

Medicare Gross exceeds $200,000• Employee rate additional .09%• Employer rate does not change

Online Check Stub files Employee email address

• Screen 31 of employee information

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Common utilities used at beginning of new FY

Change Amount on Deductions Mass Pay Rate Increase

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Affordable Care Act

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Affordable Care Act The Affordable Care Act added section 6056 to the Internal Revenue

Code, which requires applicable large employers to file information returns with the IRS and provide statements to their employees about the health insurance coverage the employer offered. (Forms 1094-C and 1095-C)

Please be aware certain ACA reporting and tracking requirements are outside the scope of the LGC software (i.e. but not limited to….health insurance coverage the employer offers to employees but is declined).

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Affordable Care Act We have implemented options within the software to track the data

necessary for producing the 1094-C and 1095-C. The options will give you the ability to input and/or import information for 1094-C and 1095-C forms and print reports to verify the information. You may begin tracking this information once the release is loaded.

The Affordable Care Act legislation and guidelines issued by the federal government is an ever-changing process. Therefore, we encourage you to perform the appropriate due diligence for your office on an ongoing basis as changes are made and new regulations are issued. You are encouraged to consult with your support agencies or a trusted subject matter expert about decisions that are best for your particular circumstances regarding the Affordable Care Act.

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New menu options underPayroll

#6-Period End Process#64-Affordable Care Act

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Option20-Load ACA Employer File

need to be done first.• The only thing you are

prompted for is ‘Year.’

• This should be the calendar year for the file you will report.

• The program reads FICA Contract file from office manager and creates employer file for each FICA Contract with a unique federal EIN.

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Once ACA Employer file is created, use option

01-ACA Employer File Maintto enter/update reportable

fields.

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Your office information.

Third party company info filing on your behalf.

Additional Applicable Large Employer (ALE) info needed for 1094-C and 1095-C reporting.

ACA Employer file, screen 1

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If your office is a member of an Aggregate ALE Group you will need to enter each name and EIN for the group.


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Answer ‘Y’ or ‘N’ for Minimum Essential Coverage Offered for each month.

Enter ‘Employee Count’ for ‘Full-Time’ and ‘Total’ for each month.

Transitions Relief Indicator valid options are ‘A’ and ‘B’

If the employer is eligible for Section 4980H Transition Relief and is eligible for the 50 to 99 Relief, enter code A.

If the employer is eligible for Section 4980H Transition Relief and is eligible for the 100 or More Relief, enter code B.

An employer will not be eligible for both types of relief.


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Option21-Load ACA Employee File

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21-Load ACA Employee File

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• ‘Year’ – Enter calendar year for file to create.

• ‘From/Thru Date’ – Selection criteria of employees to pull into the file.

• ‘Payrolls’ – Payroll numbers from which to select employees to pull into the file.

• ‘Locations’ – Location codes from which to select employees to pull into the file.

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• ‘Full/Part’ – Selection criteria of employees to pull into the file. May be extremely important when deciding what to put in Coverage

Offer Code, Minimal Emp Premium and Safe Harbor Code fields.

• ‘Status’ – Selection criteria of employees to pull into the file.

• ‘Freq’ – Selection criteria of employees to pull into the file.

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• ‘Pay Types’ – Selection criteria of employees to pull into the file.

• ‘Misc Codes’ – Selection criteria of employees to pull into the file.

• ‘Groups’ – Selection criteria of employees to pull into the file.

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21-Load ACA Employee File ‘Coverage Offer Codes’ – Enter valid IRS Coverage Code for

employees being pulled into the file. This field may be skipped depending on employees being selected. See IRS 1094-C and 1095-C instructions for description of codes.

• 1A• 1B• 1C• 1D• 1E• 1F• 1G• 1H• 1I

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‘Minimal Emp Premium’ – Enter the lowest-cost monthly premium for self-only minimum essential coverage providing minimum value that is offered to the employee. This amount may not be the amount the employee is paying for the coverage, for example, if the employee chose to enroll in more expensive coverage such as family coverage.

May be skipped, depending on employees being selected. Depending on Coverage Offer Code entered, you may be required to

enter something in this field. See IRS 1095-C instructions for additional information.

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21-Load ACA Employee File ‘Safe Harbor Code’ – Enter valid IRS Coverage Code for employees

being pulled into the file. This field may be skipped depending on employees being selected. See IRS 1094-C and 1095-C instructions for description of codes.

• 2A• 2B• 2C• 2D• 2E• 2F• 2G• 2H• 2I

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‘Month to store values in’ – Month you wish to update employee’s ACA information for Coverage Offer Code, Minimal Emp Premium and Safe Harbor Code.

This field may be skipped depending on employees being selected. Required if anything is entered for Coverage Offer Code, Minimal

Emp Premium or Safe Harbor Code.

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‘Overwrite Existing Records’ – Allows you to update or overwrite existing employee ACA information for the month selected.

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Once ACA Employee file is created, use option

02-ACA Employee File Maintto enter/update reportable

fields.

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Each employee’s ACA file consists of 2 screens.

Use screen 1 to enter/update Coverage Offer Code,Lowest Cost Monthly Premium, Safe Harbor Code

for each month.

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If Employer provided self-insured coverage, type ‘X’ in the box and enter the information for each

covered individual on the next screen.

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Employee information will appear with ‘St’atus = Active and ‘Type’ = Employee.

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Select F5 to add dependent to employee information.

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Enter dependent name.‘J’, ‘F’, ‘M’, etc are month fields. Type an ‘X’ in month being processed in which dependent has insurance coverage. (Monthly roll process will allow ability to copy from one month to next.)Enter dependent’s SSN.Enter dependent’s date of birth.Enter ‘St’atus of ‘A’ctive or ‘I’nactive.Enter ‘Type’ of ‘S’pouse or ‘D’ependent.

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ACA report options

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#50-ACA Employer ReportPrints a report of employer file information. This is information

that will be printed on 1094-C form at calendar yearend.

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#51-ACA Employee ReportPrints a report of employee file information. This is information

that will be printed on 1095-C form at calendar yearend.

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#52-ACA Exception ReportPrints a report of possibly incorrect employee information.

Errors include:Missing month coverage indicator. (Error generated when monthly field

does not have ‘X’.)Invalid min. employee prem. for coverage code. (Error generated when

Coverage Code is one that does not allow an amount.)

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#56-Measurement Period ReportReads check history for date entered and gives an average of

hours worked for weeks in measurement period.

This report period range includes three bi-weekly pay periods; therefore, 6 weeks is measurement period is used.

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Sample report:

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ACA roll options

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06-Roll ACA Files (Monthly)Copies detail information from one

month to the next.

• Prompted for ‘Year’ and ‘From’ / ‘To’ months.

• Copies detail information from one month to the next.

• Employees or dependents whose ACA status is inactive will not copy.

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07-Roll ACA Files (Annual)Copies detail information from one

year to the next.

• Prompted for ‘From’ / ‘To’ years.

• Copies employer and employee information from one year to the next.

• Employees or dependents whose ACA status is inactive will not copy.

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Printing 1094-C forms

Printing 1095-C forms

Creating electronic files

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This completes our presentation on Zortec Payroll New Features section of Resource 2015. If you have questions about any of these processes contact LGC Software Support Help Desk at 800.439.4504.

1 Zortec Payroll Common Issues and New Features. 2 Changes on Employee Information screens.

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