Finance Manager: Payroll Reports

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Finance Manager: Payroll Reports

The Payroll Reports routines allow the user to confirm that the data entered in nVision is correct prior to and after printing checks. You can also run retirement reports, fiscal reports, and diagnostic reports.

Table of Contents

Payroll Report Viewer ........................................................................................................................................................................................................................ 2

Prior to Printing Checks

Using Payroll Start Date vs Check Start Date Report Criteria ............................................................................................................................................ 3 Contract and Earnings Listing ......................................................................................................................................................................................... 3

Hourly and Per Diem Earnings Listing.............................................................................................................................................................................. 5

Payroll Account Distribution ............................................................................................................................................................................................ 7 Payroll Change Analysis .................................................................................................................................................................................................. 9

Payroll Comparison ........................................................................................................................................................................................................ 11

Payroll Deduction Register .............................................................................................................................................................................................. 15 Payroll Earnings Register ................................................................................................................................................................................................ 18

Payroll Transaction Journal ............................................................................................................................................................................................. 21

After Checks Posted Using Payroll Start Date vs Check Start Date Report Criteria ............................................................................................................................................ 26

Check Sign-In Sheet ....................................................................................................................................................................................................... 26

FICA/MEDI Expenses ...................................................................................................................................................................................................... 28 Manual/Void Checks ....................................................................................................................................................................................................... 31

Payroll Account Distribution Report ................................................................................................................................................................................. 33

Payroll Check Register .................................................................................................................................................................................................... 35

Payroll Deduction Register .............................................................................................................................................................................................. 37 Payroll Earnings Register ................................................................................................................................................................................................ 40

Payroll Earnings Summary .............................................................................................................................................................................................. 42

Payroll Summary Query .................................................................................................................................................................................................. 44 Payroll Transaction Journal ............................................................................................................................................................................................. 46

Transfer Entries ............................................................................................................................................................................................................. 52

Diagnostic Reports Account Code Breakdown ............................................................................................................................................................................................... 54

Contract and Rate Report ............................................................................................................................................................................................... 56

Direct Deposit Participant Listing..................................................................................................................................................................................... 59 Employee Demographic Change...................................................................................................................................................................................... 61

Employee Pay Schedule .................................................................................................................................................................................................. 64

Master Deduction Listing ................................................................................................................................................................................................ 66

Retirement System Listing .............................................................................................................................................................................................. 68 Supplemental Salary....................................................................................................................................................................................................... 70

Tax Withholding ............................................................................................................................................................................................................. 72

TSA (403b) Limitation .................................................................................................................................................................................................... 74 Year End Deduction Letter .............................................................................................................................................................................................. 76

Fiscal Reports

Using Payroll Start Date vs Check Start Date Report Criteria ............................................................................................................................................ 78 Fiscal YTD Earnings by Account ...................................................................................................................................................................................... 78

Fiscal YTD Earnings by Employee.................................................................................................................................................................................... 81

Year End Pennies Projection ........................................................................................................................................................................................... 84 Employee Reports

Employee Mailing Labels................................................................................................................................................................................................. 87

Employee Notes ............................................................................................................................................................................................................. 90

Government Reports Federal Reports

Form 941 Worksheet................................................................................................................................................................................................. 92

Form 941 Actual ....................................................................................................................................................................................................... 95 Payroll Federal Verification ........................................................................................................................................................................................ 101

New York State Reports

NYS - 45 ................................................................................................................................................................................................................... 103 Multiple Worksite – BLS 3020 .................................................................................................................................................................................... 108

New Hire .................................................................................................................................................................................................................. 110

Department of Labor Statistics ........................................................................................................................................................................................ 113 Retirement Reports

Employee Retirement System Annual Review .................................................................................................................................................................. 115

Monthly Employee Retirement System (see separate document) ..................................................................................................................................... Monthly Teacher Retirement System (see separate document) ........................................................................................................................................ Retired Employee Earnings Summary .............................................................................................................................................................................. 117

Teacher Retirement System Certification Statement ........................................................................................................................................................ 119

Setup Reports Deductions..................................................................................................................................................................................................................... 121

Direct Deposit Banks ...................................................................................................................................................................................................... 123

Earnings ........................................................................................................................................................................................................................ 125 Frequencies ................................................................................................................................................................................................................... 127

Finance Manager nVision Payroll Reports

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There are two ways to run reports. The Payroll Report Viewer allows you to click on any report, view a description of that report, and preview a sample of the report contents. Set the radio button to the appropriate report option and click Run at the bottom of the Preview window to enter your reporting criteria. If you want to eliminate this step and simply run the report, choose the report option directly from the appropriate reporting category on the Payroll Main menu tree.



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Prior to Printing Checks Reports The Prior to Printing Checks Report routines allow you to print any reports that may assist with confirming that earnings

and deductions are correct for the current payroll period.

Using Payroll Start Date vs Check Start Date Report Criteria

When running Payroll reports in nVision, the criteria selection window allows the user to report check information based on either Payroll Start Date or Check Start Date. Unlike FM, in nVision, a check can be generated and posted for one date, but printed with a different date. For example, a payroll date for 06/19/2014 can be set up to generate the checks in. Checks can be printed with a check date of 06/20/2014, but posted on 06/19/2014. When running reports using the

Payroll Start Date, nVision Payroll will look at the payroll cycle date or the posting date of the check. When running reports using the Check Start Date, nVision Payroll will look at the actual date printed on the check document.

Contract and Earnings Listing

The Contract and Earnings List provides detail of the contract, supplemental, hourly, per diem, and retroactive earnings for each employee or a range of employees based on a selected payroll cycle(s) and date or date range. Choose to include employees from one, multiple, or all employee group, departments, and/or pay profiles. Use this report to help confirm that earnings are correct for the current payroll period.

Access to Contract & Earnings List

1. Open the Reports menu tree.

2. Open the Prior to Printing Checks Reports menu tree.

3. Click the Contract & Earnings Listing option.

The Contract and Earnings Listing window displays.

Use this window to choose reporting criteria.



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1. Use the drop-down to choose the employee(s) to be included in the report. Select one of the following options:

Choose All to include All employees. OR

Choose Selection to select specific individual employees. Use the lookup to display and choose from a listing of employees. Select one or multiple employees by highlighting the appropriate name with your mouse while holding the Ctrl or Shift keys. Then click OK.

2. Choose the Payroll Cycle (All or Individual Selection) and Pay Profile (All, Multiple, or Individual).

3. Use the drop-down to choose to generate by Payroll cycle or actual Check document start and end date. Enter a date range or run a report for one date by entering the same date in the starting and ending date fields.

4. Choose to sort report data by Employee Name, Employee ID, Building, or Pay Profile.

5. Place a check in the box that precedes the status(es) of the employees to be included in the report. Uncheck the box if employees in a particular status to be excluded. Choose to include/exclude employees who are Active, Inactive, Temporary, Retired, and/or On-Leave.

6. Click . The Contract and Earnings Listing report includes the following information: employee name, employee number, status, pay profile, check type, (Regular, Manual), check sequence number (1 – Regular or Manual Check, 2 – Second Check), building, gross pay, contract amount, generated supplemental amt, hourly amt, per diem amt, entered supplemental amt, and retro amt. The report concludes with grand totals for each earning type. A sample report follows:



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Hourly and Per Diem Earnings Listing

The Hourly and Per Diem Earnings Listing provides detail of the regular, per diem, overtime, holiday, vacation, stand-by, double time, differential, and extra hours and earnings for each employee or a range of employees based on a selected payroll cycle, pay profile, and date or date range. The report displays the rate for each type of earnings, the number of units to be paid, and the extended amount of the earnings. The report can be sorted by employee name or earning code. The report provides earnings totals for each employee.

Access to Hourly and Per Diem Earnings Listing



3. Click the Hourly and Per Diem Earnings Listing option.

The Hourly and Per Diem Earnings Listing window displays.


1. Choose the earning(s), employee(s), and pay profile(s) to be included on the report. Select one of the

following options: Choose All to include All. OR

Choose Selection to select specific criteria. Use the lookup to display and choose from a listing of options. Select one or multiple options by highlighting the appropriate item with your mouse while holding the Ctrl or Shift keys. Then click OK.



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2. Use the drop-down to choose the primary sort method – Employee Name or Earning Code.

3. Choose the Payroll Cycle – All or individual selection.

4. Use the drop-down to choose to generate by Payroll cycle or actual Check document start and end date.

Enter a date range or run a report for one date by entering the same date in the starting and ending date fields.

5. Click . The Hourly and Per Diem Earnings Listing report includes the following information: employee name, number, earning description (i.e., Reg Pay, Per Diem, Overtime Pay, etc.), pay profile, building, pay factor, pay rate, units, and extended amount. Totals are provided for each employee or earning code based on the selected report sorting method. The Grand total number of units and earnings are shown on the last line of the report. A sample report follows:



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Payroll Account Distribution

The Payroll Account Distribution Report allows you to print a listing of all or selected account code distribution based on a selected payroll cycle, pay profile, and date or date range. The report displays each employee who has earnings expensed from the account code and the amount of the earning for the pay period. Use this report to help confirm that earnings are correct for the current payroll period.

Access to Payroll Account Distribution Report



3. Click the Payroll Account Distribution option.

The Payroll Account Distribution window displays.


1. Choose the account(s), pay profile(s), and employee(s) to be included on the report. Select one of the following options: Choose All to include All. OR

Choose Selection to select specific criteria. Use the lookup to display and choose from a listing of options. NOTE: To report on INACTIVE accounts, change the ‘Active’ filter in the Account lookup window from ‘Yes’ to ‘(All)’. Select one or multiple options by highlighting the appropriate item with your mouse while holding the Ctrl or Shift keys. Then click OK.



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4. Check the Only Contractual Earnings box if you only want the report to display contract earnings. Leave the box unchecked to display all earnings.

5. Check the Only Non Cash Earnings box if you only want the report to display non cash earnings. Leave the box unchecked to display all earnings.

6. Check the Include Fund Totals box to display subtotals by fund, otherwise leave the box unchecked.

7. Click . The Payroll Account Distribution Report includes the following information: account number, employee name, employee number, pay profile, check date, check number, earnings code, pay rate, units, and extended earnings amount. Subtotals are provided for each account code. Fund totals are provided if selected. Grand totals for the information selected are provided on the last page of the report. A sample report follows:



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Payroll Change Analysis

The Payroll Change Analysis report will report on the changes made to an individual or all employees’ deductions and earnings record. This report can be used to show any changes made to deductions or earnings since the last payroll check run and the individual who modified the records.

Access to Payroll Change Analysis Report



3. Click the Payroll Change Analysis option.

The Payroll Change Analysis Report window displays.

Use this window to select your reporting criteria.

1. Enter the starting and ending reporting date range. Check the Prior Year box to change the date range to report on earnings/deduction changes for the previous fiscal year.

2. Choose the employee(s) to be included on the report – All or selection.

3. Choose the sort option – Employee Name Earning/Deduction Code, then by employee name

4. Click .



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The Payroll Change Analysis Report provides the following information: employee ID, employee name, earning or deduction code changed, payroll change (add, update, or delete), old amount, new amount, date and time of change, and user who made the change. The report concludes with Earnings and Deduction Totals detailing the original amount, new amount, and amount difference for each earning and/or deduction code. A sample report follows:



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Payroll Comparison

The Payroll Comparison Report allows you to print a report that shows any differences in earnings or deductions between the current unprinted payroll (i.e., what was already generated in Payroll Checks, not the amount from the employee’s pay schedule) or any other selected payroll and those earnings or deductions from another pay period. Choose to display differences in earnings, deductions, direct deposits, and tax withholdings from one selected pay period versus another. Do a comparison of all or selected earnings and/or deductions, show only differences in earnings or deductions, and generate a detail or summary report.

Access to Payroll Comparison Report



3. Click the Payroll Comparison option.

Use this window to select reporting criteria.

1. Using the drop-down, choose the Payroll Cycle.

2. Using the drop-down, choose the First Payroll date for comparison from the selected payroll cycle.

3. Using the drop-down, choose the Second Payroll date for comparison from the selected payroll cycle.



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4. Use the drop-down to choose the earning(s) to be compared from the selected payroll dates. Select one of the

following options: Choose All to include All earnings. OR

Choose Selection to select specific individual earnings. Use the lookup to display and choose from a listing of earnings. Select one or multiple earnings by highlighting the appropriate record with your mouse while holding the Ctrl or Shift keys. Then click OK. OR Choose None if you do not want to compare earnings.

5. Use the drop-down to choose the deduction(s) to be compared from the selected payroll dates. Select one of the following options: Choose All to include All deductions. OR

Choose Selection to select specific individual deductions. Use the lookup to display and choose from a listing of deductions. Select one or multiple deductions by highlighting the appropriate record with your mouse while holding the Ctrl or Shift keys. Then click OK. OR Choose None if you do not want to compare deductions.

6. Choose the Pay Profile(s) – All or multiple selections.

7. Choose the Report Type – Detail or Summary. Choose Detail if you want the report to include the employee name, employee number, earning/deduction code, earning/deduction amount from the first payroll, earning/deduction amount from the second payroll, and variance amount. Total amounts and variances are provided by earning/deduction code. A grand total for earnings and deductions is also provided. Choose Summary if you want the report to include only total amounts and variances by earning/deduction code and a grand total for earnings and deductions.

8. Set the Include Direct Deposit flag to Yes to compare direct deposit information from the two selected payroll reporting dates. Set the flag to No if you do not want to compare direct deposit information.

9. Set the Include Tax Withholdings flag to Yes to compare tax withholding information from the two selected payroll reporting dates. Set the flag to No if you do not want to compare tax withholding information.

10. Set the Differences Only flag to Yes to display only different amounts from the first and second payroll being compared. Set the flag to No to display both the same and different amounts from the first and second payrolls you are comparing.

11. Click .



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Sample reports follow: Payroll Comparison Detail Report



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Payroll Comparison Summary Report



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Payroll Deduction Register

The Payroll Deduction Register is used to print a listing of all or selected deductions based on a selected unprinted payroll date range. The report displays each employee who has the deduction and the amount of the deduction.

Access to Payroll Deduction Register



3. Click the Payroll Deduct Register option.

The Payroll Deduction Register (Prior to Printing Checks) window displays.


1. Use the drop-down to choose the report type – Summary or Detail.

2. Use the drop-down to choose the sort option – Employee Name or Employee ID.

3. Use the drop-down to choose the Payroll Cycle – All or selected individual.




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Choose Selection to select specific individual employees. Use the lookup to display and choose from a listing of employees. Select one or multiple employees by highlighting the appropriate record with your mouse while holding the Ctrl or Shift keys. Then click OK.

6. Use the drop-down to select the Pay Profile(s) – all or multiple selection.

7. Use the drop-down to choose the deduction(s) to be included in the report. Select one of the following options: Choose All to include All deductions. OR

Choose Selection to select specific individual deductions. Use the lookup to display and choose from a listing of deductions. Select one or multiple deductions by highlighting the appropriate record with your mouse while holding the Ctrl or Shift keys. Then click OK.

8. Set the drop-down to Yes to page break the report by deduction. Set the drop-down to No to print deduction information continuously.

9. Set the drop-down to Yes to include the employee’s social security number. Leave as No to exclude the social security number.

10. Click . The Payroll Deduction Register Detail report is sorted by deduction code and includes the following information for each deduction: employee ID, employee name, account or reference number, check date, deduction amount, current year-to-date amount taken, current fiscal-to-date amount taken, limit year (F – Fiscal, C – Calendar, A – Absolute), limit, and remaining amount. The summary report differs from the detail report in that the summary report only indicates the number of check in the reporting period and does not list the individual check dates. Subtotals are provided for each deduction code and grand totals are provided at the end of the report. Sample reports follow:



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Payroll Deduction Register – Summary (Prior to Printing Checks)

Payroll Deduction Register – Detail (Prior to Printing Checks)



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Payroll Earnings Register (Prior to Check Printing)

The Payroll Earnings Register allows you to print a listing of all or selected earnings for a selected unprinted payroll date range. The report displays each employee who has the earning and the amount of the earning for the date range.

Access to Payroll Earnings Register



3. Click the Payroll Earnings Register option.

The Payroll Earnings Register (Prior to Printing Checks) window displays.

Use this window to enter reporting criteria.

1. Use the drop-down to choose the earning(s) to be included in the report. Select one of the following options: Choose All to include All earnings. OR

Choose Selection to select specific individual earnings. Use the lookup to display and choose from a listing of earnings. Select one or multiple earnings by highlighting the appropriate record with your mouse while holding the Ctrl or Shift keys. Then click OK.



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2. Use the drop-down to choose the pay profile(s) to be included in the report. Select one of the following

options: Choose All to include All pay profiles. OR

Choose Selection to select specific individual pay profiles. Use the lookup to display and choose from a listing of pay profiles. Select one or multiple pay profiles by highlighting the appropriate record with your mouse while holding the Ctrl or Shift keys. Then click OK.

3. Use the drop-down to choose the employee(s) to be included in the report. Select one of the following options: Choose All to include All employees. OR

Choose Selection to select specific individual employees. Use the lookup to display and choose from a listing of employees. Select one or multiple employees by highlighting the appropriate record with your mouse while holding the Ctrl or Shift keys. Then click OK.

4. The primary sort order for this report is earning code. Use the drop-down to choose the secondary sort option. Within each earning code, information can be sorted in: alphabetical order by employee name numerical ascending order by employee ID number alphabetical order by pay profile name numerical ascending order by check date

5. Use the drop-down to choose the Payroll Cycle – All or individual selection.


7. Click . The Payroll Earnings Register report is sorted by earnings code and includes the following information for each earning: employee name, employee number, pay profile name, check date, pay rate, number of units to be paid, extended earnings amount, fiscal-to-date earnings amount (FTD earnings plus the amount of the earnings in the current paycheck waiting to be printed), year-to-date earnings amount (YTD earnings plus the amount of the earnings in the current paycheck waiting to be printed), earnings limit, remaining amount to be paid (Limit minus FTD Amount), and retirement system. Subtotals are provided for each earnings code and grand totals are provided at the end of the report. A sample report follows:



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Payroll Transaction Journal (Prior to Check Printing)

The Payroll Transaction Journal provides detail of the payroll data for each employee or a range of employees in the selected unprinted payroll cycle or check document date range. The report displays the gross to net pay for both the selected date range and the year to date. The journal also includes the contract breakdown by account, supplemental or other earnings, and voluntary deductions. Choose to include employees from one, multiple, or all pay profiles. Choose to print a summarized report containing totals for the selected date range or a detailed report containing detail for each employee. Use this report to help confirm that earnings are correct for the selected date range.

Access to Payroll Transaction Journal



3. Click the Payroll Transaction Journal option.

The Payroll Transactions window displays.

Use this window to choose the reporting criteria.



3. Choose the pay profile(s) and employee(s) that you want to include on the report. Select one of the following options:



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Choose All to include All. OR


4. Choose the sort order of information for this report. Information can be sorted in one of the following 3 ways: By Date, then Employee Name, then Check Number By Employee Name, then Date, then Check Number By Check Number, then Date, then Employee Name

5. Choose the report method – Detail or Summary. Set the radio button to Detail to display detailed payroll information for each employee. Set the radio button to Summary to display only totals for the selected date range.

6. Check the Include Deduction Breakdown box to print the Schedule of Deductions page with the report. This page is sorted by deduction category and prints each deduction code, account code, vendor number/name (from the Accounting Information tab in Deduction Code setup), and total deduction amount. Grand totals are provided for all deductions. To exclude the Schedule of Deductions page, uncheck the box.

7. Check the Include Account Distribution box to print the Account Distribution Schedule page with the report. This page is sorted by earning category and prints each account code, account description, and amount. Totals are provided for each fund. Grand totals are provided for all accounts. To exclude the Account Distribution Schedule page, uncheck the box.

8. When the selected Sort Order is ‘Name/Date/Check#’ and the Report Method is ‘Detail’, the following two options are enabled: Set the Page Break by Employee option to Yes to print each employee on a separate page. Set this option to No to print employee information continuously without page breaking. Set the Show Employee Totals option to Yes to include total gross, withholdings and net pay for each

employee.

8. Click . The Summarized Prior Payroll Transaction Journal report includes the following information: Payroll Transaction Totals (gross to net pay); direct deposited amount and normal distributed amount; number of regular checks, manual checks, earning transfers, and voided checks from the payroll displaying on the journal; and tax deposit information. In addition to the information provided in the Summarized Prior Payroll Transaction Journal, the Detailed Prior Payroll Transaction Journal report includes the following information for each employee: employee name; employee number; primary building; check date; check type; federal/state filing status and exemptions; number of checks; current gross, FICA, Medicare, EIC, Federal, State, City, and Net Pay; year-to-date gross; breakdown of earnings and accounts, with number of units, rate, and extended amounts; and breakdown showing deduction type and amount. Sample report pages follow:



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After Checks Posted Reports The After Checks Posted Report routines allow you to print any reports that may assist with confirming that earnings and deductions are correct for a selected posted payroll date range.




Check Sign-in Sheet

The Check Sign-in Sheet routine generates a check sign-in sheet by building. When employees pick up their checks and/or direct deposit stubs, they can sign the sheet indicating that they received a check or stub.

Access to Check Sign-in Sheet


2. Open the After Checks Posted Reports menu tree.

3. Click the Check Sign-in Sheet option.

The Payroll Check Sign-In Sheet window displays.

Use this window to select the report criteria.



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1. Choose the Payroll Cycle - All or individual selection.

2. Enter the Payroll Check Date for which to obtain a check sign-in sheet.

3. Set the appropriate flag in the Exclude Direct Deposit Stubs field.

Check the box if you want the Sign-In Sheet to display only checks. Uncheck the box to include both direct deposits and checks on the Sign-In Sheet. NOTE: Employees who are flagged to have a direct deposit stub emailed will be printed on the sign-in sheet, provided that the ‘Exclude Employees That Receive Pay Stubs via Email’ box is also UNCHECKED. (Step 5)

4. Uncheck the Include Signature Line box if signature lines should NOT display on the check sign-in sheet. Leave the box checked if signature lines should print on the check sign-in sheet.

5. Check the Exclude Employees That Receive Pay Stubs via Email box if you want employees who receive direct deposit stubs via email to be excluded from the sign in sheet. Leave this box unchecked to include employees who receive DD stubs via email. NOTE: This option is NOT based on the Email Direct Deposit Stub setting on the Payroll Check date, but based only on the current setting of the ‘Email Direct Deposit Stub’ field on the Direct Deposit tab in Employee Payroll Information.

6. Using the drop-down, specify the number of Lines Between Entries on the Payroll Sign-In Sheet. Entries can be displayed as single spaced, double spaced, or triple spaced.

7. Choose the Building(s) – All or multiple selection.

8. Click .

The Payroll Sign-In Sheet is sorted in building code order, with each building displaying on a separate report page. Within each building, information is sorted in alphabetical order by employee name. For each building, the report includes the following information: employee name, employee number, check number, and signature line (if selected). A sample report follows:



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FICA/MEDI Expenses

The FICA/MEDI Expenses Report allows you to print a breakdown of FICA and Medicare payroll taxes for any posted payroll date range. You can choose to print a report that simply shows a breakdown by fund or a more detailed report that shows a breakdown by account code. The breakdown by fund or account is calculated in proportion to the employees’ account code breakdown for the selected date range. The breakdown does not include any amounts charged to the NON CASH account, which may cause a difference between the Total Gross Amount and the Gross Account Totals. Any such differences, along with any warnings or discrepancies found, are reported at the end of the report.

Access to FICA/MEDI Expense Report



3. Click the FICA/MEDI Expenses option.

The FICA/Medicare Report window displays.




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3. Specify the Level of Detail. Set the radio button to Account to print a more detailed report breakdown by account code. Fund totals are provided on this report. Set the radio button to Fund to print a summarized report breakdown by fund.

4. If you chose Account as the Level of Detail, specify whether to break by program. Set the radio button to No to sort the account codes in numerical ascending order by account code. Set the radio button to Yes to sort the account codes by program.

5. Click . The Payroll Tax Expense Breakdown Report provides a breakdown of payroll taxes for the selected date range. The report includes the following information: account code or fund, gross pay, FICA wages, FICA expenses, Medicare wages, Medicare expenses, total FICA/Medicare Expenses (sum of the FICA Exp and MEDI Exp figures), TRS Withholdings (from deduction codes TRS, TRS-VOL, and TRS BACK), and total expense (sum of the Total FICA/MED Expense amount and the Gross Pay amount for each fund or account). The account detail report provides fund totals. Note that any Payroll transfers are included in totals on this report. Grand totals are provided are the end of the report.

What Happens When Transfers Are Processed from an Account Code in One Fund to an Account Code in Another Fund

Let’s say that your district processed several transfers on the last payroll where money was transferred from a General Fund account code to a Federal Fund account code. You run the Payroll Transaction Summary report for the appropriate period and the money shows in the new budget code under the Payroll Distribution for the individual account numbers. However, when you run the FICA/MED Expense Breakdown Report for the same period, the report shows the fund as though the transfer never happened between the General and Federal Funds. The reason why it does not show on the FICA/MEDI Expense Report is because, in the case of a transfer, there is NO way to tell how much of the gross transferred is FICA or Medicare Gross dollars. That is why the report lists all the transfers at the bottom with the message that you may need to do journal entries. A sample report follows:



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NOTE: The FICA/MEDI Report shows any wages that are not allocated to a specific fund, so that the totals tie out to the Payroll Transaction Journal. However, when deductions are refunded, there is no account code associated with the deduction refund as an earning would have, therefore the FICA MEDI report cannot allocate it to a specific fund or account code. In this instance, the FICA Wages on the FICA MEDI report will NOT match those on the Payroll Transaction Report.



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Manual/Void Checks

The Manual/Void Checks routine is used to print a report of either manual checks posted or checks voided between a selected date range within all or a selected payroll cycle.

Access to Manual/Void Checks



3. Click the Manual/Void Checks option.

The Manual & Void Check Listing window displays.


1. Use the drop-down to choose the report type – Manual Checks or Void Checks.

2. Choose the employee(s) that you want to include on the report. Select one of the following options: Choose All to include All. OR

Choose Selection to select specific criteria. Use the lookup to display and choose from a listing of options.

Select one or multiple options by highlighting the appropriate item with your mouse while holding the Ctrl or Shift keys. Then click OK.



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3. Use the drop-down to choose the sort order of information for this report – by employee name or check

number.



6. Click . The Manual Checks Report includes the following information: check number, check date, employee name, employee number, gross pay, and net pay. A sample report follows:

The Voided Checks Report includes the following information: check number, original check date, void date, employee name, employee number, gross pay, and net pay. A sample report follows:



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Payroll Account Distribution Report (After Check Printing)

The Payroll Account Distribution Report allows you to print a listing of all or selected account code distribution for any posted payroll date range within all or a selected payroll cycle. The report displays each employee who has earnings expensed from the account code and the amount of the earning for the selected date range.

Access to Payroll Account Distribution Report



3. Click the Payroll Account Distribution option.

The Account Distribution After Checks Printed window displays.


1. Choose the account(s), pay profile(s), and employee(s) to include on the report. Select one of the following options: Choose All to include All.

OR

Choose Selection to select specific criteria. Use the lookup to display and choose from a listing of options. NOTE: To report on INACTIVE accounts, change the ‘Active’ filter in the Account lookup window from ‘Yes’ to ‘(All)’. Select one or multiple options by highlighting the appropriate item with your mouse while holding the Ctrl or Shift keys. Then click OK.



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3. Use the drop-down to choose to generate by Payroll cycle or actual Check document start and end date. Enter a date range or run a report for one date by entering the same date in the starting and ending date fields. NOTE: When run for a date range consisting of multiple payrolls, the report is sorted by account code, then by employee name, then by check date.

4. Check the Only Contractual Earnings box if the report should only display contract earnings. Leave the box unchecked to display all earnings.

5. Check the Only Non Cash Earnings box if the report should display only non cash earnings. Leave the box unchecked to display all earnings.

6. Check the Include Fund Totals box to display subtotals by fund, otherwise leave the box unchecked.

7. Click . The Payroll Account Distribution Report includes the following information: account number, employee name, employee number, pay profile, check date, check number, earnings code, pay rate, units paid, and extended earnings amount. Subtotals are provided for each account code. Fund totals are provided if selected. Grand totals for the information selected are provided on the last page of the report. A sample report follows:



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Payroll Check Register

Once your checks have been printed and posted, you can run the Payroll Check Register. The Check Register is used to print a sequential listing of checks for any posted payroll date range. The report displays the check number, direct deposit indicator, check date, employee name, employee number, and check or direct deposit amount. Check and Direct Deposit subtotals are provided on the last page of the report, along with cumulative totals for the payroll dates selected (if more than one payroll date is selected). Choose to include employees from one, multiple, or all pay profiles. In addition, choose primary and secondary sorting options.

Access to Payroll Check Register



3. Click the Payroll Check Register option.

The Payroll Check Register window displays.

1. Choose the pay profile(s) and employee(s) to include on the report. Select one of the following options: Choose All to include All. OR


2. Choose a primary and secondary sort. Primary Sort - Information can be sorted in one of the following 3 ways:

ascending order by check date alphabetically by employee name numerically by check number



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Secondary Sort – Based on your selection for the Primary Sort, choose the secondary sorting option. The Primary and Secondary sorting options must be different.



5. Click . The Payroll Check Register report includes the following information for each check record: check number, check type (i.e., regular, manual, etc.), check document date, employee name, employee number, net pay, check amount, and/or direct deposit amount. Grand totals are provided at the end of the report. If the primary sort is by employee name and multiple payroll dates were selected, the report provides check and direct deposit subtotal amounts, number of checks, and cumulative payroll totals. A sample report follows:



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Payroll Deduction Register

Once your checks have been printed and posted, you can run the Payroll Deduction Register. The Payroll Deduction Register allows you to print and verify a listing of all or selected deductions for any posted payroll date range. The report displays each employee who had the deduction and the amount of the deduction.

Access to Payroll Deduction Register



3. Click the Payroll Deduction Register option.

The Payroll Deduction Register window displays.

1. Choose the report type – Summary or Detail.

2. Use the drop-down to choose the sort option – Employee Name or Employee ID.






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Choose Selection to select specific individual employees. Use the lookup to display and choose from a listing of employees. Select one or multiple employees by highlighting the appropriate name with your mouse while holding the Ctrl or Shift keys. Then click OK.

6. Use the drop-down to choose the pay profile(s) – all or multiple selection.

7. Use the drop-down to choose the deduction(s) to be included in the report. Select one of the following options: Choose All to include All deductions. OR

Choose Selection to select specific deduction codes. Use the lookup to display and choose from a listing of valid deduction codes. Select one or multiple deduction codes by highlighting the appropriate code with your mouse while holding the Ctrl or Shift keys. Then click OK.

8. Set the drop-down to Yes to page break the report by deduction. Set the drop-down to No to print deduction information continuously.

9. Set the drop-down to Yes to include the employee’s social security number. If the social security number is not needed, set the drop-down to No.

10. Click .

The Payroll Deduction Register report is sorted by deduction code and includes the following information for each deduction: employee name, employee number, account or reference number, check number, check date, deduction amount, year-to-date deduction taken amount, fiscal-to-date deduction taken amount, deduction year (C – Calendar, F – Fiscal, A – Absolute), deduction limit, and deduction amount remaining. The summary report differs from the detail report in that the summary report only indicates the number of check in the reporting period and does not list the individual check dates. Subtotals are provided for each deduction code. The report concludes with a grand total deduction amount taken for the reporting period. Sample reports follow:



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Payroll Deduction Register – Summary (After Checks Posted)

Payroll Deduction Register – Detail (After Checks Posted)



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Payroll Earnings Register (After Check Printing)

The Payroll Earnings Register allows you to print a listing of all or selected earnings for any posted payroll date range. The report displays each employee who had the earning and the amount of the earning for the selected date range.

Access to Payroll Earnings Register



3. Click the Payroll Earnings Register option.

The Payroll Earnings Register window displays.

Use this window to choose your reporting criteria.

1. Choose the earning(s), pay profile(s), and employee(s) to include on the report. Select one of the following options: Choose All to include All. OR


2. The primary sort order for this report is earning code. Use the drop-down to choose the secondary sort option. Within each earning code, information can be sorted in: alphabetical order by employee name numerical ascending order by employee ID number alphabetical order by pay profile name numerical ascending order by check date



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5. Click . The Payroll Earnings Register report is sorted by earnings code and includes the following information for each earning: employee name, employee number, pay profile name, check date, check number, pay rate, number of units paid, earnings amount, fiscal to date earnings amount, year to date earnings amount, earnings limit, amount remaining to be paid, and retirement system. Subtotals are provided for each earnings code, along with grand totals for all earnings. A sample report follows:



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Payroll Earnings Summary (After Check Printing)

The Payroll Earnings Summary is used to generate a report that summarizes earnings, account information, and total number of units at each rate of pay for selected employees within a selected date range.

Access to Payroll Earnings Summary



3. Click the Payroll Earnings Summary option.

The Payroll Earnings Summary window displays.


1. Choose the earning(s), employee(s), and pay profile(s) to include on the report. Select one of the following options: Choose All to include All. OR




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2. Choose a primary sort. Information can be sorted in one of the following 2 ways:

alphabetically by employee name alphabetically by earning code



5. Click . The Payroll Earnings Summary report includes the following information: employee name, employee number, earning description, pay profile, building, pay factor, pay rate, number of units at each rate of pay, extended earnings amount, and account code from which the earnings were expensed. Subtotals are provided for each earnings code, along with grand totals for all earnings. A sample report follows:



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Payroll Summary Query

The Payroll Summary Query displays all paycheck information, along with earning and deduction breakdowns, based on the selected reporting criteria.

Access to Payroll Summary Query



3. Click the Payroll Summary Query option.

The Payroll Summary Query window displays.





3. Enter the Start and End Dates for the reporting period.



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4. Choose a primary sort - employee name, employee ID, or pay profile.

5. Choose a secondary sort – pay profile, employee name, or employee ID.

6. Check the Page Break by Employee box to print each employee on a separate page. Leave the box unchecked

to print employee information continuously without page breaking.

7. Check the Include Employees with No Earnings box to include those employees who had no earnings during the selected reporting period. Otherwise, leave the box unchecked.

8. Check the Include Social Security Number box to display all 9 digits of the employee’s social security number on the report. Leave the box unchecked to exclude the employee’s social security number.

9. Click . The Payroll Summary Query displays the following information: employee ID, employee name, pay profile, building, retirement number, hourly rate, entitlement, supplemental earning, hire date, birth date, termination date and reason, check date, check number, total gross, non-cash amount, FICA Gross and Tax, MEDI Gross and Tax, Federal Gross and Tax, State Gross and Tax, City Tax, Flex Amount, TSA, Retirement, Other Deductions and Net Pay. Employee Totals are provided for all checks in the selected reporting period. Employee Earnings and Deductions totals are provided for all checks in the selected reporting period. The report concludes with Grand Totals for all employees in the reporting period. A sample report follows:



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Payroll Transaction Journal (After Check Printing)

Once your checks have been printed and posted, you can run the Payroll Transaction Journal. The Payroll Transaction Journal provides detail of the posted payroll data for each employee or a range of employees for a selected payroll date range. The report displays the gross to net pay for both the selected pay date range and year to date. The journal also includes the contract breakdown by account; supplemental or other earnings; and voluntary deductions. Choose to include employees from one, multiple, or all pay profiles. In addition, choose primary, secondary, and tertiary sorting options. Choose to print a summarized report containing totals for the selected payroll date range or a detailed report containing detail for each employee.

Access to Payroll Transaction Journal



3. Click the Payroll Transaction Journal option.

The Payroll Transactions window displays.






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3. Choose the pay profile(s) and employee(s) to include on the report. Select one of the following options:



4. Choose the sort order of information for this report. Information can be sorted in one of the following 3 ways: By Date, then Employee Name, then Check Number By Employee Name, then Date, then Check Number By Check Number, then Date, then Employee Name

5. Choose the report method – Detail or Summary. Set the radio button to Detail to display detailed payroll information for each employee. Set the radio button to Summary to display only totals for the selected payroll.

6. Check the Include Deduction Breakdown box to print the Schedule of Deductions page with the report. This page is sorted by deduction category and prints each deduction code, account code, vendor number/name (from the Accounting Information tab in Deduction Code setup), and total deduction amount. Grand totals are provided for all deductions. To exclude the Schedule of Deductions page, uncheck the box.

7. Check the Include Account Distribution box to print the Account Distribution Schedule page with the report. This page is sorted by earning category and prints each account code, account description, and amount. Totals are provided for each fund. Grand totals are provided for all accounts. To exclude the Account Distribution Schedule page, uncheck the box.

8. Check the Include Certification Information box to print the Payroll Certification page at the end of the report. This certification statement allows the payroll officer to sign off on the number of checks and the total amount of the payroll. NOTE: Certification text and amounts can be modified/entered via Tools – System Options – Payroll tab. Update the Payroll Transaction Certification text, number of checks, and total check amount as needed.

9. When the selected Sort Order is ‘Name/Date/Check#’ and the Report Method is ‘Detail’, the following two options

are enabled: Set the Page Break by Employee option to Yes to print each employee on a separate page. Set this option to No to print employee information continuously without page breaking.

Set the Show Employee Totals option to Yes to include total gross, withholdings and net pay for each employee.

10. Click . The Summarized Prior Payroll Transaction Journal report includes the following information: Payroll Transaction Totals (gross to net pay); direct deposited amount and normal distributed amount; number of regular checks, manual checks, earning transfers, and voided checks from the payroll displaying on the journal; tax deposit information; and payroll certification.



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In addition to the information provided in the Summarized Prior Payroll Transaction Journal, the Detailed Prior Payroll Transaction Journal report includes the following information for each employee: employee name; employee number; primary building; check number; check date; check type; federal/state filing status and exemptions; number of checks; current gross, FICA, Medicare, EIC, Federal, State, City, and Net Pay; year-to-date gross; breakdown of earnings and accounts, with number of units, rate, and extended amounts; and breakdown showing deduction type and amount. Sample report pages follow:



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Transfer Entries

The Transfer Entries option is used to print a report showing a listing of employee records where a transfer of earnings took place from one account to another between a specified date range.

Access to Transfer Entries



3. Click the Transfer Entries option.

The Payroll Transfer Entries window displays.


1. Choose the employee(s) that you want to include on the report. Select one of the following options: Choose All to include All. OR

Choose Selection to select specific criteria. Use the lookup to display and choose from a listing of options. Select one or multiple options by highlighting the appropriate item with your mouse while holding the Ctrl or Shift

keys. Then click OK.




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3. Enter the starting and ending payroll date range. Run a report for one payroll date by entering the same

date in the starting and ending date fields.

4. Click . The Payroll Transfer Entries Report includes the following information: effective date of the transfer, employee name, employee ID number, account code that money was transferred from, earning code that money was transferred from, account code that money was transferred to, earning code that money was transferred to, and amount of transfer. A sample report follows:



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Diagnostic Reports The Diagnostic Reports provide a complete analysis of payroll related information.

Account Code Breakdown Report

The Account Code Breakdown Report is a diagnostic report that provides a listing of selected budgetary account codes and those employees who are being paid out of those account codes. The report can include only Contractual money, which can help districts balance contractual earnings by account code, or earnings from all appointments, including supplemental earnings. The report can be sorted by account code or employee name. Via the employee lookup, choose to include employees in different employee groups, buildings, or departments. Subtotals by account are provided.

Choose to report on earnings from the current or prior fiscal year.

Access to Account Code Breakdown Report


2. Open the Diagnostic Reports Menu tree.

3. Click the Account Code Breakdown option.

The Account Code Breakdown window displays.


1. Enter the starting and ending payroll date range. Run a report for one payroll date by entering the same date in the starting and ending date fields. Check the Prior Year box to change the date range to report on earnings for the previous fiscal year.

2. Choose the employee(s), account(s), and pay profile(s) to include on the report. Select one of the following options:



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3. Choose the primary sort of information for this report. Information can be sorted by account or employee name.

4. Check the Include All Appointments box to include earnings from supplemental appointments.

5. Click .

The Account Code Breakdown Report includes the following information: account code, employee name, employee number, pay profile, earning code, percent allocation, period pay, entitlement amount, amount expensed to date (including Retro and Cont-Adj), and amount remaining to be paid. Total entitlement, expensed, and remaining amounts are provided. The report concludes with grand total entitlement, expensed, and remaining amounts. A sample report follows:



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Contract and Rate Report

The Contract and Rate Report provides a listing of only contractual OR contract and other earnings (including Per Diem, Hourly, Supplemental), detailing the FTE amount, entitlement, daily/hourly rates, period pay amounts, and starting/ending dates for all or selected employees within one or multiple pay profiles in a specified fiscal year. An option is provided to include/exclude employees in various statuses.

Access to Contract and Rate Report


2. Open the Diagnostic Reports menu tree.

3. Click the Contract and Rate option.

The Contract and Rate Report window displays.




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1. Use the drop-down arrow to choose the fiscal year date range for which to display contract and rate information. Check the Prior Year box to report on earnings for the previous fiscal year.



3. Check the Only Contract Earnings box to display only contractual earnings. Leave the box unchecked to display both contract and supplemental earnings.

4. Place a check in the box that precedes the status(es) of the employees to be included in the report. Uncheck the box if employees in a particular status should be excluded. Choose to include/exclude employees who are Active, Inactive, Temporary, On-Leave, Retired, and/or Pending.

5. Click . The Contract and Rate Report is sorted by employee name and provides the following information: employee name and ID number, pay profile, level, step, earning, appointment number of checks, FTE percentage, contract amount, FTE amount, entitlement, period pay amount, daily rate, hourly rate, and earnings start/end dates. A sample report follows:



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Direct Deposit Participant Listing

The Direct Deposit Participant List option is used to print an informational listing of employees who receive a paycheck via direct deposit.

Access to Direct Deposit Participant Listing



3. Click the Direct Deposit Participant Listing option.

The Direct Deposit Participant Listing window displays.




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1. Choose the sort of information for this report. Information can be sorted by employee name or bank name.

2. Choose the bank(s) to include on the report. Select one of the following options: Choose All to include All. OR


3. Use the drop-down to choose the appropriate Direct Deposit Status. Set to Active to display only ACTIVE direct deposit records. Set to Inactive to display only INACTIVE direct deposit records. Set to All to display both ACTIVE and INACTIVE direct deposit records.

4. Click . The Direct Deposit Participant Listing displays the following information: employee number, employee name, active/inactive direct deposit indicator, dollar or percentage indicator and amount, number of pre-notes, checking/savings account indicator, routing number, account number, and bank name. The report concludes with the total number of employees enrolled in direct deposit. A sample report follows:



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Employee Demographic Change

The Employee Demographic Change Report lists added, updated, or deleted demographic information in an employee record based on a selected starting and ending reporting date range. The types of information reported are changes to the following:

Information Where Found in nVision

Employee Address Line1, Employee Address Line 2, City, State and Country, Postal Code

Employee Information – Personal Information – Addresses tab

Module Resource Shows whether the employee’s address was changed in the Employee Information – Personal Information – Addresses tab via either the Human Resources or Payroll module

AESOP ID, Anniversary Date, Badge Number, Deceased Flag, Full/Part Time indicator, I9 Alien Number, I9 Expiration Date, I9 Immigration Status, Latest Hire Date, Original Hire Date, Prior Employment Years, Termination Date, Termination Reason, and Veteran flag

Employee Information – Personal Information – Miscellaneous tab

Building Note Employee Information – Appointment Information – Building Assignment tab

Charter School Exemption, Contract Work Days, Education Level Code, PMF Assignment, Position Title, Professional Development Indicator, Report to Staff Snapshot Flag, and Staff Snapshot Start Date

Employee Information – Professional Information – Annual Performance Review – Snapshot Codes tab

Date of Birth, Ethnicity, First Name, Last Name, Middle Name, Prefix, Suffix, Gender, Hispanic flag, HR Active, PR Active flag, Marital Status, Payee Name, Pending flag, Retired flag, SS#, and Teacher ID

Employee Information – Employee area at top of the window

Access to Employee Demographic Change



3. Click the Employee Demographic Change option.

The Employee Demographic Change Report window displays.



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Use this window to select the reporting criteria.

1. Enter the Start and End Dates for the reporting period.

2. Choose the sort for information on this report. Information can be sorted by employee name or employee ID.

3. Choose Yes to Group information by the Type of Demographic information. Choose No to group by employee ID or employee name.

4. In the Column(s) field, choose the demographic type(s) of information to include on the report. Select one of the following options: Choose All to include All. OR


5. Leave the Include boxes checked to include demographic information that was added, updated, or deleted. Uncheck any of the Include boxes to exclude information that was added, updated, or deleted.

6. Click . For each demographic information type selected, the Employee Demographic Change Report displays the following: employee ID, employee name, date the change was posted, previous value, and current value. A sample report follows:



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Employee Pay Schedule

The Employee Pay Schedule Report lists all payroll event dates and types for all or selected employees based on specified pay profiles within the selected fiscal year.

Access to Employee Pay Schedule



3. Click the Employee Pay Schedule option.

The Employee Pay Schedule Report window displays.






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2. Using the drop-down, choose the fiscal year reporting date range.

3. Choose the sort for information on this report. Information can be sorted by employee name or employee

ID.

4. Set the Page Break by Employee option to Yes to print each employee on a separate page. Set this option to No to print employee information continuously without page breaking.

5. Click . The Employee Pay Schedule Report displays the following information: employee name, employee ID, pay profile, position ID, appointment start date, appointment end date (if applicable), event sequence number, payroll date, event type (e.g., Split, Normal, Pennies, etc.), amount paid, override flag, pay status, and pennies indicator. A sample report follows:



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Master Deduction Listing

The Master Deduction Listing provides a report of the deductions that each employee has. The report can be sorted by employee name or deduction code. Choose to report on one, multiple, or all pay profiles and/or deduction codes. The report also provides an option to include or exclude Active or Inactive deductions. Choose to include subtotals based on the selected sorting method.

Access to Master Deduction Listing



3. Click the Master Deduction Listing option.

The Master Deduction Listing window displays.


1. Choose the reporting As Of Date. The report displays the limit and remaining amounts as of the date specified.

2. Choose the deduction(s), pay profile(s) and employee(s) to include on the report. Select one of the following options: Choose All to include All. OR


3. Use the drop-down to choose the sort order: alphabetically by deduction code alphabetically by employee name



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4. Use the drop-down to choose the deduction status. Choose Active to include only active deductions. Choose

Inactive to include only inactive deductions. Choose All to include both active and inactive deductions.

5. Check the Include Subtotals box if subtotals are to be displayed after each deduction code or employee name. Leave the Include Subtotals box unchecked to exclude subtotals after each deduction code or employee name.

6. Check the Include Page Break box if the report should print each deduction or employee, based on the selected Sort Order, on a new page.

7. Click . The Master Deduction Listing provides the following information: employee name, employee number, deduction code, pay profile, deduction status (Active, Inactive), frequency, amount or percentage indicator, deduction amount, limit year indicator (Calendar, Fiscal, Absolute), limit, amount remaining, and deduction effective date range. The report concludes with a grand total amount of all selected deductions. A sample report follows:



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Retirement System Listing

The Retirement System Listing provides a report of selected employees within a selected retirement system(s). The report can be sorted by employee name, retirement number, or tier.

Access to Retirement System Listing



3. Click the Retirement System Listing option.

The Retirement System Listing window displays.


1. Use the drop-down to choose the retirement system(s)to include on the report. Select one of the following options: Choose All to include employees in All retirement systems. Choose ERS to include only employees in the employee’s retirement system. Choose TRS to include only employees in the teacher’s retirement system.

2. Choose the employee(s) and pay profile(s) to include on the report. Select one of the following options: Choose All to include All. OR




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3. Use the drop-down arrow to select the primary sorting method.

alphabetically by employee name within each retirement system numerically by retirement number within each retirement system numerically by tier, then alphabetically by name

4. Check the PR Active Only box to report on only those employees where the PR Active status box is checked in Employee Information. Uncheck the box to report on all employees.

5. Click . The Retirement System Listing provides the following information: retirement system, employee name, employee number, pay profile, PR Active flag, retirement number, tier, hire date, date employee entered the retirement system, retire date, deduction amount or percentage, percentage or dollar indicator, stop date for the retirement system, and active/inactive deduction status. A sample report follows:



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Supplemental Salary

The Supplemental Salary Report provides a breakdown of supplemental earnings for employees within a selected pay profile(s).

Access to Supplemental Salary Report



3. Click the Supplemental Salary option.

The Supplemental Earnings Report window displays.




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1. Use the drop-down arrow to choose the fiscal year date range for which to display supplemental earning information. Check the Prior Year box to report on earnings for the previous fiscal year.

2. Choose the pay profile(s) and employee(s) that you want to include on the report. Select one of the following options: Choose All to include All. OR


3. Click .

The Supplemental Salary Report includes the following information: employee name, employee number, pay profile, supplemental earning code, level, step, period pay amount, entitlement, earnings start/end dates, and frequency code. A sample report follows:



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Tax Withholding

The Tax Withholding Status Report details the tax withholding status for all or selected employees within all or selected pay profiles.

Access to Tax Withholding Report



3. Click the Tax Withholding option.

The Tax Withholding Report window displays.


1. Choose the pay profile(s) and employee(s) to include on the report. Select one of the following options:





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2. Check the Only Active Employees box to include information for employees in an active status only. Uncheck

the box to include information for employees who are active, inactive, etc.

3. Click . The Tax Withholding Status Report includes the following information: employee name; employee number; pay profile; check location building from the Appointment folder in Employee Payroll Information; employee status; tax divisor; FICA/Medicare/Federal/State exemption flag; Federal filing status (M – Married, S – Single, MFS – Married Filing Single), number of exemptions, additional withholding amounts; State filing status (M – Married, S – Single, MFS – Married Filing Single), number of exemptions, additional withholding amounts; City filing status (M – Married, S – Single, MFS – Married Filing Single), number of exemptions, additional withholding amounts, city withholding code. A sample report follows:



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TSA (403b) Limitation

The TSA (403B) Limitation Report provides a report of the maximum allowable tax sheltered annuity contributions for selected employees within a specified calendar year date range. You can choose to include employees with various statuses, such as active and inactive employees.

Access to TSA (403b) Limitation Report



3. Click the TSA (403b) Limitation option.

The TSA (403b) Limitation Report window displays.

Use this window to select your reporting criteria.

1. Select All, multiple, or one employee(s).

2. Enter the Calendar Year Date Range that you are running the report for (in MM/DD/YYYY format). Check the Prior Year box to switch the date range to the previous calendar year.

3. Enter the percentage rate used for calculation.

4. Enter the employee elective deferral cap for 403b tax deferred retirement plans.



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5. Set the Include Social Security Number drop-down to YES to display employee social security numbers on the report. If you do not want to display social security numbers, set the drop-down to NO.

6. Select the status(es) of the employees that you want to include in the report. Select one or multiple employee status codes by checking the appropriate box (Active, Temporary, Inactive, Retired, On-Leave, Pending).

7. Click . The TSA (403b) Limitation Report provides the following information: employee number, employee name, social security number (if selected), employee group, TSA deduction amounts, year-to-date gross amount, year-to-date flex amount, year-to-date retirement amount, included comp, year-to-date annuity, total limit, deferral cap, and deduction status. A sample report follows:



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Year End Deduction Letter

The Year End Deduction Letter option prints the calendar-year-to-date amount for each voluntary deduction for all or selected employees within all or selected pay profiles.

Access to Year End Deduction Letter



3. Click the Year End Deduction Letter option.

The Year End Deduction Letters Report window displays.






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2. Using the drop-down, choose the appropriate calendar year.

3. Type the text for the Closing statement on the letter.

4. Place a check in the box that precedes the status(es) of the employees to be included in the report. Uncheck the

box if employees in a particular status should be excluded. Choose to include/exclude employees who are Active, Inactive, Temporary, On-Leave, Retired, and/or Pending.

5. Click . The Year End Deduction Letters include the following information: employee name, employee address, employee number, primary building, primary employee group, primary department, deduction code and description, year to date deduction amount, and closing statement. A sample letter follows:



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Fiscal Reports The Fiscal Report routines allow you to generate earnings reports for a selected fiscal year date range.




Fiscal YTD Earnings by Account

The Fiscal YTD Earnings by Account Report provides a listing of employees who were paid out of each selected account code(s) within a selected date range. The report displays the type of earning received, such as contract, retro, additional

pay, stipend, vacation pay, etc.

Access to Fiscal YTD Earnings by Account


2. Open the Fiscal Reports menu tree.

3. Click the Fiscal YTD Earnings by Account option.

The FTD Earnings by Account window displays.




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1. Use the drop-down to choose to generate by Payroll cycle or actual Check document start and end date. Enter a date range or run a report for one date by entering the same date in the starting and ending date fields. Check the Prior Year box to report on earnings for the previous fiscal year.

2. Choose the account(s) to include on the report. Select one of the following options: Choose All to include All. OR


3. Check the Only Non Cash box to include only earnings for non cash. Leave the box unchecked to report on all earnings including non-cash earnings.

4. Click . The Fiscal Year to Date Earnings by Account Report includes the following information: account number, employee name, employee number, earning code (i.e., Contract, OT Pay, Reg Pay, Per Diem, Coach, Non Cash, etc.), and amount earned in the reporting period. Subtotals are provided for each account number. The report concludes with a grand total amount for all selected account codes. A sample report follows:



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Fiscal YTD Earnings by Employee

The Fiscal YTD Earnings by Employee Report provides a listing of selected employees, the account codes they were paid out of, and the earnings received during the specified reporting period. The report displays the type of earning received, such as contract, retro, additional pay, stipend, vacation pay, etc.

Access to Fiscal YTD Earnings by Employee



3. Click the Fiscal YTD Earnings by Employee option.

The FTD Earnings by Employee window displays.




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1. Use the drop-down to choose to generate by Payroll cycle or actual Check document start and end date. Enter a date range or run a report for one date by entering the same date in the starting and ending date fields. Check the Prior Year box to report on earnings for the previous fiscal year.

2. Choose the employee(s) to include on the report. Select one of the following options: Choose All to include All. OR


3. Check the Only Non Cash box to include only earnings for non cash. Leave the box unchecked to report on all earnings including non-cash earnings.

4. Click . The Fiscal Year to Date Earnings by Employee Report includes the following information: employee name, employee ID number, account code, earning code (i.e., Contract, OT Pay, Reg Pay, Per Diem, Coach, Non Cash, etc.), and amount earned in each earning code for the reporting period. Subtotals are provided for each employee. The report concludes with the grand total earnings for the employees selected. A sample report follows:



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Year End Pennies Projection

The Year End Pennies Projection Report is designed to report how much is remaining to be paid for contractual, annualized, and supplemental appointments and whether or not any adjustments are due to or from the employee at fiscal year-end based on how many additional pay period checks will be paid from the remaining amount.

Access to Year End Pennies Projection



3. Click the Year End Pennies Projection option.

The Year End Pennies Projection window displays.


1. Choose the pay profile(s) and employee(s) to include on the report. Select one of the following options: Choose All to include All.

OR




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2. Use the drop-down to choose the earning type. Valid entries are:

All (Contractual, Annualized, and Supplemental) Contractual only Annualized (Annualized Hourly or Per Diem) only Supplemental only

3. Enter the Pennies Adjustment Cut-Off amount. Leave the default entry of 0.01 in this field to display employees where the pennies difference is 0.01 or greater. Enter 0.00 in this field to display all employees – those where the pennies difference is 0.01 or greater and those where the pennies period pay and the standard period pay amounts are the same (0.00 difference).

4. Use the drop-down to specify the Sort for this report. Choose one of the following: alphabetically by employee name alphabetically by pay profile, then by employee name within pay profile alphabetically by earning code, then by employee name within earning code

5. Click . A sample report follows:



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Pennies Report - What to Look For

Look for employees on the Year End Pennies Projection Report with the wrong remaining amount or a difference. Ideally,

the amount of any difference should only be pennies, however, this will not be the case if any adjustments exist that may be necessary as a result of when the employee started during the year.

My Pennies Report is Not Correct – Where to Look

Check the Entitled amount for the appointment(s) in question. The total Entitlement for an appointment should

be the ACTUAL amount the employee will be paid for the fiscal year and MUST be adjusted for any time they did not work that was NOT docked through a payroll check. NOTE: Remember, if an employee has had a change in salary for a particular appointment during the year, the total entitlement of the appointment MUST reflect this and should not just be made equal to what their current salary is. This can be done by creating separate earning lines in the Appointment Earnings Detail tab in Employee Payroll Information with the appropriate start/end dates and the correct entitlement for each piece of their salary.

Check to make sure that any contractual/supplemental money paid is linked to the appropriate appointment.

Under the Earnings Analysis tab in Employee Payroll Information, look for duplicate budget codes under a specific earning code for an existing appointment. If there is a duplicate, there may be earnings that are not linked to the appropriate appointment that will need to be transferred to the appointment using the Transfer Earnings Between Accounts utility.

Check the Amount Paid to be sure that all earnings to be included toward the entitlement of the appointment

were posted to the appropriate earning codes and budget codes, while also being properly linked to the appropriate appointment. NOTE: Any earning that should be part of the total Contractual Entitlement (this includes both contractual and annualized appointments) must be paid in one of the system defined Contractual Earning Codes. For Contract Appointments, these codes are CONTRACT, CONT-ADJ, or RETRO. For Annualized Appointments, these codes are REG PAY or PER DIEM.

Conversely, check the Amount Paid to be sure any earnings that should not be included as part of the

appointment entitlement have been paid under non-contractual system-defined earning codes (i.e., overtime is paid under OT PAY and not CONT-ADJ).

Check any DOCKED amounts. If a salaried employee was docked during a particular payroll for any unpaid leave they took and entitlement was NOT adjusted for the unpaid leave, this adjustment should be done as a negative amount under the DOCKED earning code (and not another contractual earning code, such as CONTRACT, CONT-ADJ, or RETRO) when the money being docked is part of their Contractual entitlement.

Check for any refunds of DOCKED money. If an employee has been over-docked (using the DOCKED earning

code) and an adjustment back for the money was deducted under DOCKED, make sure this adjustment is posted

as a positive amount in the DOCKED earning code and NOT under the other CONTRACTUAL earning codes such as CONTRACT, CONT-ADJ or RETRO.



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Employee Reports

Employee Mailing Labels

The Employee Mailing Labels routine allows you to print one or multiple mailing labels for one employee or a range of employees in one, multiple, or all employee groups, buildings, and/or departments. The standard laser-printer label form for this routine is the Avery 5160 Address Label.

Access to Employee Mailing Labels


2. Open the Employee Reports sub menu.

3. Click the Employee Mailing Labels option.

The Employee Mailing Label Report window displays.

Use this window to select the mailing label printing criteria.



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Generating Employee Mailing Labels

1. Choose the Sort By method for the report. The report can be sorted in one of the following ways:

alphabetically by employee name numerically by employee ID number alphanumerically by department, then by employee name alphanumerically by building, then by employee name alphanumerically by employee group, then by employee name

2. Choose the employee(s), employee group(s), department(s), and building(s) that you want to include on the report. Select one of the following options: Choose All to include All. OR


3. Indicate which buildings to show. Choose None to exclude the building Choose Primary to display the employee’s primary building Choose Check to display the employee’s check delivery building Choose Both to display the employee’s primary and check delivery buildings

4. Place a check in the box that precedes the status(es) of the employees that you want to include in the report. Uncheck the box if you want employees in a particular status to be excluded. You can choose to include/exclude employees who are Active, Inactive, Temporary, On-Leave, Retired, and/or Pending.

5. Check the Hide Address box to exclude the employee’s address.

6. If the Hide Address box is checked, optionally check the Use Larger Font box to print labels with a larger font.

7. Click .

Sample labels follow:



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Employee Notes

The Employee Notes routine allows you to print a report of the Deductions, Direct Deposit, Earnings, Miscellaneous, and/or Tax Information note types entered in the Employee Payroll Information record. The report can be printed for one employee or a range of employees in one, multiple, or all employee groups, buildings, and/or departments.

Access to Employee Notes


2. Open the Employee Reports sub menu.

3. Click the Employee Notes option.

The Employee Notes Report window displays.




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Generating the Employee Notes Report

1. Choose the employee(s), employee group(s), department(s), and building(s) that you want to include on

the report. Select one of the following options: Choose All to include All. OR



2. Choose the Sort By method for the report. The report can be sorted in one of the following ways: alphabetically by employee name numerically by employee ID number

3. Indicate which Note Types to Include – Deductions, Direct Deposit, Earnings, Miscellaneous, or Tax Information. All note types are automatically selected. Uncheck a box to exclude a selected note type.

4. Place a check in the box that precedes the status(es) of the employees that you want to include in the report. Uncheck the box if you want employees in a particular status to be excluded. You can choose to include/exclude employees who are Active, Inactive, Temporary, On-Leave, Retired, and/or Pending.

5. Click .

The Employee Payroll Notes Report provides the following information: employee name, employee ID, note type (Miscellaneous, Direct Deposit, Deductions, and Tax Information), note text, and note creation date. A sample report follows:



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Government Reports

Federal Reports

Form 941 Worksheet

This routine creates a report that will help in completing the 941 Employer’s Quarterly Federal Tax Form to be submitted to the Federal Government. This form is used by employers to report employment taxes, withholding amounts, deposit amounts, and amounts due to the IRS. After the worksheet is run, print the actual 941 form by choosing the Form 941 Actual option on the Federal Reports menu. Form 941 is due on a quarterly basis, at the end of the month following the end of the quarter:

For the first quarter ending March 31; submit to the IRS by April 30. For the second quarter ending June 30; submit to the IRS by July 31. For the third quarter ending September 30; submit to the IRS by October 31. For the fourth quarter ending December 31; submit to the IRS by January 31.

Form 941 calculations include totals for: Number of employees and total pay for the period being reported. NOTE: The total number of employees on the 941 Worksheet is the number of employees who were

paid in all payroll periods in the quarter selected. Form 941 Actual will only show the number of employees paid on only ONE specific payroll period per quarter. For this reason, the number of

employees may be different on the 941 Worksheet versus the 941 Actual. Amounts withheld from pay of employees for the period. Taxable Social Security and Medicare wages for the period. Calculation of total Social Security and Medicare wages Adjustments for sick pay, group-term life insurance, and other NOTE: This step can be done prior to or after preparing January payrolls. The Quarter totals from the W2/941 Proof should equal what is reported on your quarterly 941 and NYS-45 Reports for each quarter of the calendar year.

Access to Form 941 Worksheet


2. Open the Government Reports and Federal Reports menu trees.

3. Click the Form 941 Worksheet option.

The Employer’s Quarterly Federal Worksheet window displays.



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2. Using the drop-down, choose the appropriate quarter starting and ending dates for the worksheet.

3. Click . The Federal 941 Worksheet report is sorted in alphabetical order by employee name. For each employee, the report provides the following information: employee ID number, gross wages, federal wages, federal withholding, FICA wages, FICA withholding employee, FICA withholding employer, MEDI wages, and MEDI withholding. The report concludes with quarterly grand totals and a count of the number of employees reported. A sample report follows:



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Form 941 Actual

This routine creates the actual 941 Employer’s Quarterly Federal Tax Form to be submitted to the Federal Government. This form is used by employers to report employment taxes, withholding amounts, deposit amounts, and amounts due to the IRS. The form requires a calculation of the total taxes and the total deposits made during the period. The difference between the total taxes due and the total deposits is the amount still owed that must be paid. Form 941 is due on a quarterly basis, at the end of the month following the end of the quarter:

For the first quarter ending March 31; submit to the IRS by April 30. For the second quarter ending June 30; submit to the IRS by July 31. For the third quarter ending September 30; submit to the IRS by October 31. For the fourth quarter ending December 31; submit to the IRS by January 31.

Form 941 calculations include totals for:

Number of employees and total pay for the period being reported. NOTE: The number of employees who received wages, shown in Part 1 - Box 1 on the form, is the number of employees paid on only ONE specific payroll period per quarter. The payroll period dates for each quarter

are as follows: Quarter 1 - March 12 payroll period Quarter 2 - June 12 payroll period Quarter 3 - September 12 payroll period Quarter 4 - December 12 payroll period Remember that the total number of employees on the 941 Worksheet is the number of employees who were paid in all payroll periods in the quarter selected. For this reason, the number of employees may be different on the 941 Worksheet versus the 941 Actual.

Amounts withheld from pay of employees for the period. Taxable Social Security and Medicare wages for the period. Calculation of total Social Security and Medicare wages Adjustments for sick pay, group-term life insurance, and other

NOTE: This step can be done prior to or after preparing January payrolls. The Quarter totals from the W2/941 Proof should equal what is reported on the quarterly 941 and NYS-45 Reports for each quarter of the calendar year.

Form 941 may be submitted electronically using Federal E-file. You can E-file Form 941 and pay any balance due

electronically by using tax preparation software or a tax professional.

Access to Form 941 Actual



3. Click the Form 941 – Actual option.

The Federal Form 941 window displays.

http://biztaxlaw.about.com/od/payrolltaxes/f/efiletaxes.htm



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2. Using the drop-down, choose the appropriate quarter starting and ending dates for the worksheet.

3. Enter any adjustments for fractions of cents for the selected quarter.

4. Enter any adjustments for sick pay for the selected quarter.

5. Enter any adjustments for group-term life insurance for the selected quarter.

6. Enter the total deposits for the selected quarter.

7. Enter the amount of any COBRA premium assistance payments for the selected quarter.

8. Enter the number, if any, of individuals provided COBRA premium assistance.

9. Click .



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NOTE: Employees that have over $200,000.00 in Medicare wages are subject to an additional .9% medicare withholding. The amount will be displayed in Box 5d.



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Payroll Federal Verification

The Payroll Federal Verification report provides a listing of earnings paid to employees out of federal funds based on the selected criteria.

Access to Payroll Federal Verification



3. Click the Payroll Federal Verification option.

The Payroll Federal Verification Report window displays.


1. Enter the starting and ending payroll check date range. Run a report for one payroll date by entering the same date in the starting and ending date fields. Check the Prior Year box to change the date range to report on earnings for the previous fiscal year.

2. Choose the pay profile(s) and building location(s) to be included on the report. Select one of the following options:



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3. Check the box to include employees with federal account earnings netting zero.

4. Check the box to display non-federal accounts.

5. Type any verification text that is to display on the report.

6. Click .

The Payroll Verification Form includes the following information: district or organization name and address, employee name, employee ID number, primary pay profile, check location, payroll check date range, account code, account description, earning code, percent distribution, and earnings amount. Earnings subtotals are provided. The form includes an employee and employer signature line. A sample report is shown below:



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New York State Reports

NYS - 45

Each calendar quarter, employers report their payroll and pay unemployment insurance tax via the Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return (Form NYS-45). This step can be done prior to or after preparing any January payrolls. The Quarter totals from the W2/941 Proof should equal what is reported on your quarterly 941 and NYS-45 Reports for each quarter of the calendar year.

Form NYS-45 is due on a quarterly basis, at the end of the month following the end of the quarter: For the first quarter ending March 31; submit to the state by April 30. For the second quarter ending June 30; submit to the state by July 31. For the third quarter ending September 30; submit to the state by October 31. For the fourth quarter ending December 31; submit to the state by January 31.

Access to NYS-45 Report


2. Open the Government and New York State Reports menu tree.

3. Click the NYS-45 option.

The State Form NYS-45 window displays.



2. Using the drop-down, choose the appropriate quarter starting and ending dates.

3. Enter the total deposits for the selected quarter.

4. Click .



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The report provides the following information: employee name, employee ID, gross wages, state wages and taxes, city wages and taxes, and Yonkers wages and taxes. The report concludes with summary totals including the state reportable gross wages, gross wages, state wages, state taxes withheld, and city taxes withheld. The last line of the report provides the total number of employees reported. NOTE: When run for the last quarter of the calendar year, the report includes totals for ALL FOUR quarters. A sample report follows:



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Creating the Media File to Submit to the State

Once the NYS-45 Quarterly Worksheet is run, you can create the file to submit to the state for the appropriate quarter

date range by clicking . This step can be done prior to or after preparing any January payrolls. The Create NYS-45 File window displays.

1. Enter the Local Default File. If necessary, use the browse button to indicate the correct local default file. For example: C:\temp|NYWR0612

2. Click . If the file already exists, a message displays asking if the existing file should be overwritten. nVision displays an information window stating that the file has been successfully created.

A sample file is shown on the following page.



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Navigate to the location of the file and double click on the .txt file. The first line in the file provides the quarter ending date, your federal tax identification number, and the name and address of your school district or organization.



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Creating a Facsimile Form to Submit to the State

Once the NYS-45 media file is created, you can create a facsimile file to submit along with the media file to the state for

the appropriate quarter date range by clicking . This step can be done prior to or after clearing the quarter to date amounts and preparing any January payrolls. The UI Employer Registration Number field reflects the entry in the System Settings (Tools – System Options – General tab).

Remember to submit your media file and NYS-45 facsimile form to the state. NOTE: The amounts in Part A (Unemployment Insurance Information) cannot be computed because there is not a way for nVision to know the payments that the district has previously made to the state. In addition, Employer UI rates may be different for each employer, so there is no set percentage to use for that calculation.



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Multiple Worksite – BLS 3020

The Multiple Worksite Report - BLS 3020 form - is required to be completed and submitted to the U.S. Department of Labor, Bureau of Labor Statistics (BLS) on a quarterly basis by those employers who conduct business in more than one location (building) and have a total of 10 or more employees in the secondary location(s). The report gathers employment data showing the distribution of the employment and wages of business establishments by industry and geographic area. Multiple worksite employers can run this report which provides the address, monthly employment counts, and total quarterly wages paid for each of their separate locations. The report sorts wages based on the employee primary building assignment from the Appointment Information folder’s Building Assignment tab in Employee Information. Report totals must agree with those on the NYS-45 Report.

Access to NY State Form BLS 3020


2. Open the Government Reports and New York State Reports menu trees.

3. Click the Multiple Worksite – BLS 3020 option.

The NYS State Form BLS 3020 window displays.



2. Using the drop-down, choose the appropriate quarter starting and ending dates.

3. Click .



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The New York State Multiple Worksite Report – BLS 3020 includes the following information: UI Employer Registration Number field [as entered in System Settings (Tools – System Options – General tab)], quarter ending date, location (primary building assignment from the Appointment Information folder’s Building Assignment tab in Employee Information) and address, number of employees in each month of the selected quarter, and quarterly wages (rounded). The report totals (except for rounding) provided must agree with those on the NYS-45 Report. A sample report follows:



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New Hire

The New York State Tax Department requires that all new or rehired employees be reported to the State New Hire Processing Unit within 15 days of the first day of work (hire date) or the first pay date. Use this routine to generate the required report.

Access to New Hire Report

1. Under the Reports menu tree, open the Government Reports sub menu.

2. Open the New York State Reports submenu and click the New Hire option.

The New Hire Report window displays.

Use this window to enter your reporting criteria.

1. Set the Date Type drop-down to Hire Date if you want the report to include a listing of employees who were hired during the specified reporting date range.

Set the Date Type drop-down to Check Date if you want the report to include a listing of employees who received paychecks during the specified reporting date range.

2. Enter the Start and End Date (in MM/DD/YYYY format) of the report. Check the Prior Year box to report on information from the prior year.



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3. Set the drop-down to Yes to display only the last 4 digits of the employee’s social security number.

Set the drop-down to No to display the employee’s full social security number. NOTE: The full social security number is only displayed if the ‘Grant Access to View/Modify Employee SSN’ box is checked in the User record, as defined in User Administration – Setup – User Logins – Human Resources folder – General Permissions tab.

4. Set the Output drop-down to Report if you want to print a hard copy of the report. Set the Output drop-down to File if you would like to copy the report to a file. Setting this radio button opens a field allowing you to indicate the name of the default file where the data is to be saved. This field must include the name of the folder where the file will reside, followed by a slash, followed by the default file name. If necessary, use the browse button to choose the appropriate path and file name. For example: C:\temp\NewHire.txt

5. Click to generate. If your Output type was set to Report, after the report is generated, select the report destination. If your Output type was set to File, the system displays an Information window stating that the file was created and saved.

The New York New Hire Report is sorted in alphabetical order by employee last name and includes the following information: selected reporting date criteria, district/employer name, district/employer address, federal ID number, employee name, employee social security number, hire or check date (depending on the reporting criteria selected), employee address, insurance offered flag (checked if the Health Insurance Offered flag is checked in Employee Group Setup for the employee’s primary employee type or ‘2’ if the Health Insurance Offered flag is unchecked in Employee Group Setup for the employee’s primary employee type), and eligibility date (the employee’s hire or re-hire date only if the Health Insurance Offered flag is ‘1’). The report concludes with a grand total number of employees within the selected date range. Sample reports follow:



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Department of Labor Statistics

The Department of Labor Statistics Report provides an analysis of the number of male, female, and faculty employees broken down by building or employee group for a selected payroll date range. Employees are considered ‘faculty’ if they are linked to Employee Groups with the Instructional flag checked.

Access to Department of Labor Statistics


2. Open the Government Reports menu tree.

3. Click the Department of Labor Statistics option.

The Labor Statistics window displays.




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1. Enter the starting and ending payroll date range. Run a report for one payroll date by entering the same

date in the starting and ending date fields.

2. Choose the employee(s), employee group(s), and building(s) to include on the report. Select one of the following options: Choose All to include All. OR


3. Use the drop-down to choose the Group By method. Choose Buildings to print statistics by building. Choose Employee Groups to print statistics by employee groups.

4. Click . Based on the payroll date range and sort method selected, the Department of Labor Statistics Report provides the total number of employees paid in each building or employee group, with a breakdown of the number of checks issued to women, men, and faculty members. The report concludes with the grand total number of checks for the selected buildings or employee groups. A sample report follows:



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Retirement Reports The Retirement Reports Menu provides access to generating, modifying and printing the retirement reports, as well as

creating the media file for submission to the appropriate retirement system.

Employee Retirement System Annual Review

The Employee Retirement System Annual Review Report can be run from the beginning of April to the end of March to verify ERS Wage and ERS Deduction information on annual statements. This report lists ERS members and includes their numbers and ERS earnings for the reporting period. The report can be sorted by name or ERS#.

Access to Employee Retirement System Annual Review Report


2. Open the Retirement Reports menu tree.

3. Click the Employee Retirement System Annual Review option.

The Employee Retirement System Annual Review Report window displays.




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1. Enter the starting and ending month (in MM/YYYY format).

2. Use the Sort By drop-down to indicate the sort criteria for report data:

in alphabetical order by Employee Name in numerical ascending order by employee Retirement Number

3. Click to generate the report. The Employee Retirement System Annual Review Report includes the following information: employee ID number, employee name, retirement number, tier, total gross pay (the total from payroll check records for the reporting period), ERS gross pay (the total from the generated ERS Gross amounts on the Monthly ERS reports for the reporting period), ERS arrears, ERS loans, and ERS contributions. The report concludes with grand total amounts for the total gross, ERS gross, ERS arrears, ERS loans, and ERS contributions during the reporting period. A sample report follows:



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Retired Employee Earnings Summary

The Retired Employee Earnings Summary allows you to print a report that shows those employees marked as Retired from System (ERS or TRS) for the prior calendar year. nVision Payroll checks the entries on the Retirement tab off the Personal Information folder in Employee Information when gathering information for this report. On the Retirement tab, if the Retired from System flag is checked, and the Retired Date is either blank or in the prior calendar year and falls within the Starting and Ending Reporting Date range, the employee will be included on the report. The report will display the Retiree Name, Date of Birth, Retirement System, Position Name, Gross Earnings, and Post Retirement Gross Earnings. This report is in compliance with Section 217 of the Retirement and Social Security Law (RSSL), which requires all school districts and BOCES to annually report all retirees that were on the payroll during the previous calendar year.

Access to Retired Employee Earnings Summary



3. Click the Retired Employee Earnings Summary option.

The Retired Employee Earnings Summary Report window displays.




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1. Enter the starting and ending check date.

2. Use the Sort By drop-down to indicate the sort criteria for report data:

in alphabetical order by Employee Name in numerical ascending order by Employee ID in numerical ascending order by employee Retirement System

3. Check the box to exclude employees without post retirement earnings.

4. Click to generate the report. The Retired Employee Earnings Summary includes the following information: employee ID number, employee name, social security number, date of birth, position name, retirement system, retirement number, tier number, retired date, total gross salary, and total post retirement gross. The report concludes with the grand total gross and post retirement gross amounts based on the reporting dates. Question: How can earnings display in the Post Retirement Gross Pay bucket of this report, but NOT have the employee be reported on the Monthly ERS Report? Answer: Be sure that the Retirement System field on the employee’s appointment window is set to ‘N/A’. In addition, make sure that the ‘Retired from System’ box is checked and a Retired Date is entered on the Employee Information –Personal Information - Retirement tab. nVision needs to know when the employee retired in order to calculate post retirement earnings. Also be sure to that the employee’s status is flagged as ‘Retired’ on the employee demographic window at the top of the Employee Information window. A sample report follows:



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Teacher Retirement System Certification Statement

The Teacher Retirement System Certification Statement is a report that shows the total number of employees/member contributions, total gross salaries, and total base salaries reported for a selected fiscal year. The information on this report will help you to complete the TRS Certification Form.

Access to Teacher Retirement System Certification Statement



3. Click the Teacher Retirement System Certification Statement option.

The Teacher Retirement System Certification Statement window displays.


1. Choose the fiscal year reporting date range.

2. Click to generate the report.



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The Teacher Retirement System Certification Statement includes the following information for each reporting month: total number of employees, total member contributions, total gross salaries, and total base salaries. The report concludes with the grand total employees, contributions, gross, and base amounts for the reporting year. A sample report follows:



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Setup Reports The Setup Report routines allow you to print the contents of the master files that store the codes used throughout

nVision Payroll.

Deductions

The Deductions Listing is used to print the contents of your Deduction Codes Setup File.

Access to Deductions Setup Report


2. Open the Setup Reports submenu tree.

3. Click the Deductions option.

The Deduction Listing window displays.

Click . The Deduction Listing displays the deduction code, deduction description, deduction type, tax method, exempt from indicators, and active/inactive flag. A sample report is shown on the following page.



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Direct Deposit Banks

The Direct Deposit Banks Listing is used to print the contents of your Direct Deposit Banks Setup File.

Access to Direct Deposit Banks Setup Report



3. Click the Direct Deposit Banks option.

The Direct Deposit Bank Listing window displays.

1. Using the drop-down, choose the appropriate sort by method – Bank Code or Routing Number.

2. Click .



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Earnings

The Earnings Listing is used to print the contents of your Earnings Codes Setup File.

Access to Earnings Setup Report



3. Click the Earnings option.

The Earnings Listing window displays.

Click .

The Earnings Listing displays the earnings code, earnings description, earning method (i.e., standard, credit hours, differential), pay type (i.e., Salaried, Hourly, Per Diem), wage type (i.e., wages, reimbursement), non-cash indicator, and active/inactive flag. A sample report is shown on the following page.



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Frequencies

The Frequencies Listing is used to print the contents of your Pay Frequency Codes Setup File.

Access to Frequencies Setup Report



3. Click the Frequencies option.

The Frequency Listing window displays.

Click . The Payroll Frequency Listing displays the frequency code, frequency description, frequency type (deductions, earnings, or earnings and deductions), number of times taken, and active/inactive flag. A sample report is shown on the following page.



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12042018

Finance Manager: Payroll Reports

Documents