Infinite Visions Enterprise Edition (IVEE) Human …...This document applies to Infinite Visions Enterprise Edition Human Resource version 2018.3 software. The data used to illustrate

Notes Legend

NOTE TIP BEST PRACTICE WARNING

Infinite Visions Enterprise Edition (IVEE)

Human Resources Student Guide

COURSE PREREQUISITES

• None

COURSE OVERVIEW This course focuses on the Security, Configuration, and Functionality of the Human Resources module.

Access to items within the HR module are based on the user and their user role.

Copyright ©2018

Tyler Technologies, Inc.

Revised: August 2018

This document applies to Infinite Visions Enterprise Edition Human Resource version 2018.3 software. The data used to illustrate the reports and windows may include names of individuals, companies, brands, and products. All these names are fictitious; any similarities to actual names are entirely coincidental. Further, any illustrations of report formats or window images are examples only and reflect how a typical customer would install and use the product.

Infinite Visions Enterprise Edition is a registered trademark of Tyler Technologies, Inc.

HUMAN RESOURCES iii TABLE OF CONTENTS

Table of Contents OVERVIEW AND SECURITY .................................................................................................................................. 11

Watch the Human Resources Overview Video ............................................................................................................................. 11

SECURITY IN ADMINISTRATION MODULE .............................................................................................................................. 11

SECURITY IN ACCOUNTING MODULE .................................................................................................................................... 12

Payroll User Roles ......................................................................................................................................................................... 12

User Security ................................................................................................................................................................................. 12

Change Log ................................................................................................................................................................................... 13

HR AND PAYROLL FUNCTIONS .............................................................................................................................................. 14

Shared by Payroll and Human Resources ..................................................................................................................................... 14

Payroll Only ................................................................................................................................................................................... 15

Human Resources Only ................................................................................................................................................................. 16

SECTION ASSESSMENT .......................................................................................................................................................... 19

CONFIGURATION ................................................................................................................................................ 21

EDUCATION/CREDENTIALS ................................................................................................................................................... 21

Certificates .................................................................................................................................................................................... 21

Add Certificates ............................................................................................................................................................................ 21

Endorsements ............................................................................................................................................................................... 21

Activity (Required) ........................................................................................................................................................................ 22

Add Endorsements ....................................................................................................................................................................... 22

Languages ..................................................................................................................................................................................... 22

Activity .......................................................................................................................................................................................... 22

Add Language Codes..................................................................................................................................................................... 22

Schools .......................................................................................................................................................................................... 23


Add School Codes ......................................................................................................................................................................... 23

Degrees ......................................................................................................................................................................................... 23


Add Degree Codes ........................................................................................................................................................................ 23

Majors ........................................................................................................................................................................................... 24


HUMAN RESOURCES iv TABLE OF CONTENTS

Add Majors ................................................................................................................................................................................... 24

Minors ........................................................................................................................................................................................... 24


Add Minor Codes .......................................................................................................................................................................... 25

Miscellaneous Tracking ................................................................................................................................................................ 25


Add Miscellaneous Tracking Items ............................................................................................................................................... 25

Education Credit Types ................................................................................................................................................................. 26

Activities (Required) ...................................................................................................................................................................... 26

Edit Education Credit Types .......................................................................................................................................................... 26

Add Education Credit Types .......................................................................................................................................................... 26

DEPARTMENT MAINTENANCE .............................................................................................................................................. 27


Add Departments ......................................................................................................................................................................... 27

EMPLOYEE CATEGORIES ....................................................................................................................................................... 27


Add Employee Category ............................................................................................................................................................... 28

RACE / ETHNICITY CODES...................................................................................................................................................... 28


Add Race / Ethnicity Codes ........................................................................................................................................................... 28

JOB TITLES ............................................................................................................................................................................ 29


Add Job Titles ................................................................................................................................................................................ 29

LEAVE BANK PLANS .............................................................................................................................................................. 30


Add Leave Bank Plans ................................................................................................................................................................... 30

STATUS CODES ..................................................................................................................................................................... 30


Add Status Codes .......................................................................................................................................................................... 31

TERMINATION CODES ........................................................................................................................................................... 31


Add Termination Codes ................................................................................................................................................................ 31

HR DOCUMENT TYPES .......................................................................................................................................................... 31


HUMAN RESOURCES v TABLE OF CONTENTS

Add HR Document Types .............................................................................................................................................................. 32

SUPERVISORS ....................................................................................................................................................................... 32


Add Supervisors ............................................................................................................................................................................ 33

EMPLOYEE CONTACT TYPES .................................................................................................................................................. 33


Add Employee Contact Types ....................................................................................................................................................... 33

EMPLOYEE SUB CONTACT TYPES ........................................................................................................................................... 34


Add Employee Sub Contact Types ................................................................................................................................................ 34

COBRA CONTACT EVENT TYPES ............................................................................................................................................. 35

GROUPS ............................................................................................................................................................................... 35


Add Employee Groups .................................................................................................................................................................. 35

BARGAINING UNITS .............................................................................................................................................................. 36


Add Bargaining Units .................................................................................................................................................................... 36

UNION CODES ...................................................................................................................................................................... 36


Add Union Codes ......................................................................................................................................................................... 36

REPORTS TO REVIEW ............................................................................................................................................................ 37

Compensation Statement Categories ........................................................................................................................................... 37

Compensation Statement Setup ................................................................................................................................................... 37

Compensation Statement ............................................................................................................................................................. 37

Employee Category/Status ........................................................................................................................................................... 37


DEDUCTIONS AND BENEFITS ............................................................................................................................... 39

DEDUCTION CATEGORIES ..................................................................................................................................................... 39


Add Deduction Categories ............................................................................................................................................................ 39

DEDUCTION/BENEFITS MAINTENANCE ................................................................................................................................. 39


Add Deductions ............................................................................................................................................................................ 44


HUMAN RESOURCES vi TABLE OF CONTENTS

APPLICANT TRACKING ......................................................................................................................................... 49

JOB POSTING MAINTENANCE ............................................................................................................................................... 49


Add Job Posting ............................................................................................................................................................................ 49

REFERRAL SOURCES .............................................................................................................................................................. 50


Add Referral Sources .................................................................................................................................................................... 50

APPLICANT MAINTENANCE ................................................................................................................................................... 50


Add Applicants .............................................................................................................................................................................. 51

EMPLOYMENT CRITERIA ....................................................................................................................................................... 53


Add Employment Criteria ............................................................................................................................................................. 54

APPLICANT EMPLOYMENT CRITERIA ..................................................................................................................................... 54


Add Applicant Employment Criteria ............................................................................................................................................. 55

APPLICANT DOCUMENTS ...................................................................................................................................................... 55

APPLICANT JOB POSTINGS .................................................................................................................................................... 56


Applicant Job Postings (Required) ................................................................................................................................................ 56

HIRE AN APPLICANT ............................................................................................................................................................. 56


Hire an Applicant .......................................................................................................................................................................... 56

EMPLOYEE EMPLOYMENT CRITERIA ...................................................................................................................................... 56


Add Employee Employment Criteria ............................................................................................................................................ 56

REPORTS TO REVIEW ............................................................................................................................................................ 57


Employment Criteria Report ......................................................................................................................................................... 57

EMPLOYEE DATA ................................................................................................................................................. 59

EMPLOYEE TEMPLATES ......................................................................................................................................................... 59


Add Employee Template .............................................................................................................................................................. 60

HUMAN RESOURCES vii TABLE OF CONTENTS


Assign Template to Employees ..................................................................................................................................................... 62


Update Employees Linked to Selected Template ......................................................................................................................... 62

USER DEFINED FIELDS ........................................................................................................................................................... 62


User Defined Fields ....................................................................................................................................................................... 62

EMPLOYEE MAINTENANCE - WORKING WITH A SINGLE EMPLOYEE ....................................................................................... 63


Employee Maintenance for a Single Employee ............................................................................................................................ 63

EMPLOYEE WIZARD .............................................................................................................................................................. 65


Customize the Employee Wizard for a Specific User .................................................................................................................... 67

EMPLOYEE MAINTENANCE – WORKING WITH MULTIPLE EMPLOYEES ................................................................................... 68


Add Employees ............................................................................................................................................................................. 70

EMPLOYEE POSITIONS AND PAY ........................................................................................................................................... 73

Add Positions or Supplemental Pay Types.................................................................................................................................... 73


Add an Employee Position ............................................................................................................................................................ 74

Assign Positions ............................................................................................................................................................................ 77


Assign an Employee to a Vacant Position ..................................................................................................................................... 77

Vacate a Position .......................................................................................................................................................................... 79


Use the Create Vacancy Command .............................................................................................................................................. 80

Import from Excel ......................................................................................................................................................................... 81


Import Supplemental Pays using the Basic format: ...................................................................................................................... 81

Activity (Optional) ......................................................................................................................................................................... 82

Import Positions using the Advanced format: ............................................................................................................................... 82


Import from Excel using basic format ........................................................................................................................................... 83

Copy Record .................................................................................................................................................................................. 84

HUMAN RESOURCES viii TABLE OF CONTENTS

Copy Record and Assign to Employee(s) ...................................................................................................................................... 84

Manage Documents...................................................................................................................................................................... 85

Transfer Employee to a New Position .......................................................................................................................................... 85


Transfer Employee to New Position ............................................................................................................................................. 85

ASSIGN DEDUCTIONS TO EMPLOYEES ................................................................................................................................... 87


Assign Selected Deduction to Selected Employees ...................................................................................................................... 88

Employee Certificates and Endorsements .................................................................................................................................... 90


Add Certificate and Endorsement ................................................................................................................................................ 90

EMPLOYEE EMERGENCY CONTACTS ...................................................................................................................................... 92

Employees > Employee Emergency Contacts ................................................................................................................................ 92


Edit Emergency Contact Information ........................................................................................................................................... 92


Add Emergency Contact Information ........................................................................................................................................... 93

EMPLOYEE FORMS ............................................................................................................................................................... 94


Print Employee Forms .................................................................................................................................................................. 94

EMPLOYEE DOCUMENTS ...................................................................................................................................................... 94


Review Document Attachments ................................................................................................................................................... 95


Attach and Edit Employee Documents ......................................................................................................................................... 95

EMPLOYEE CONTACT MANAGEMENT ................................................................................................................................... 95


Add a Contact to a Single Employee ............................................................................................................................................. 96


Mass Assigning an Employee Contact .......................................................................................................................................... 98

Print an Employee Contacts Report ............................................................................................................................................ 100

Archive Employee Contacts ........................................................................................................................................................ 100

Activity (Required) ...................................................................................................................................................................... 100

Review Employee Group Assignments ....................................................................................................................................... 100

HUMAN RESOURCES ix TABLE OF CONTENTS


Assign Employees to a Group ..................................................................................................................................................... 100

EMPLOYEE ACA INFORMATION .......................................................................................................................................... 101

Human Resources > Employees > Employee ACA Information ................................................................................................... 101

REPORTS TO REVIEW .......................................................................................................................................................... 101

Employee Reports ....................................................................................................................................................................... 101

SECTION REVIEW ................................................................................................................................................................ 106

EVALUATIONS ................................................................................................................................................... 107

EVALUATION TYPES ............................................................................................................................................................ 107


Add Evaluation Type ................................................................................................................................................................... 107

EVALUATION RESULT CODES .............................................................................................................................................. 107


Add Evaluation Result Codes ...................................................................................................................................................... 107

EVALUATION GROUPS ........................................................................................................................................................ 108

Add Evaluation Groups ............................................................................................................................................................... 108

USER DEFINED FIELDS ......................................................................................................................................................... 112


Add User Defined Fields ............................................................................................................................................................. 112

EMPLOYEE POSITIONS AND PAY ......................................................................................................................................... 113

Activities (Required) .................................................................................................................................................................... 113

Assign an Evaluation Group to a Single Employee Position ........................................................................................................ 113

Assign Evaluation Groups to Multiple Employee Positions ........................................................................................................ 113

EVALUATION ASSIGNMENTS............................................................................................................................................... 114


Create Next Evaluations Date ..................................................................................................................................................... 114

EMPLOYEE EVALUATIONS ................................................................................................................................................... 114

Activities (Required) .................................................................................................................................................................... 115

Add Employee Evaluation ........................................................................................................................................................... 115

Exercise 3: ................................................................................................................................................................................... 118


SECTION ASSESSMENT ........................................................................................................................................................ 120

SALARY SCHEDULES........................................................................................................................................... 121

HUMAN RESOURCES x TABLE OF CONTENTS

SALARY SCHEDULE MAINTENANCE ..................................................................................................................................... 121

Auto Step Settings ...................................................................................................................................................................... 122


Create a Regular Type Salary Schedule ...................................................................................................................................... 122

CREATE A MIN-MAX SCHEDULE .......................................................................................................................................... 125

Create a Min-Max Salary Schedule ............................................................................................................................................. 125

Copy a Salary Schedule ............................................................................................................................................................... 126

Edit a Salary Schedule ................................................................................................................................................................. 127

APPLY A FORMULA ............................................................................................................................................................. 127

Apply Formulas ........................................................................................................................................................................... 127

COPY SCHEDULE TO PROJECTION ........................................................................................................................................ 128

COPY PROJECTION TO SCHEDULE ........................................................................................................................................ 128

UPDATE LINKED POSITIONS ................................................................................................................................................ 128

COPY CURRENT LINKS TO PROJECTION LINKS ...................................................................................................................... 129

COPY PROJECTION LINKS TO CURRENT LINKS ...................................................................................................................... 129

ONCE PROJECTIONS ARE CREATED, COPY THE NEXT YEAR LINKS TO THE CURRENT LINKS FOR ALL POSITIONS TIED TO THE PROJECTION FOR THIS SCHEDULE. ...................................................................................................................................... 129

USE PROJECTIONS .............................................................................................................................................................. 129

USE PROJECTION POSITIONS AND PROJECTION FTES ........................................................................................................... 129


SECTION ASSESSMENT ........................................................................................................................................................ 130

SICK LEAVE BANK .............................................................................................................................................. 131

OBJECTIVE .......................................................................................................................................................................... 131

HUMAN RESOURCES 11 OVERVIEW AND SECURITY

Overview and Security Overview Payroll and Human Resource application duties vary from district to district. The Payroll and Human Resources applications were designed with separation of duties in mind along with allowing the district to custom design “Who Does What” between Human Resources and Payroll. There are some windows within the Payroll module HR may need to access, as well as windows within HR, Payroll may need to access. It is suggested to think about how both departments want to set up their users and user roles during Payroll and HR training.

Using the Human Resources module, complete the following tasks:

• Set up and maintain employee position information

• Enter and maintain employee data, including demographics

• Define deductions and benefits, leave plans, positions, and salary schedules

• Develop employee contracts

• Perform employee evaluations

• Track and maintain employee insurance assignments

• Track and maintain records for applicants for the district’s positions

• Set up and maintain employee contacts

Watch the Human Resources Overview Video

SECURITY IN ADMINISTRATION MODULE Security for the Human Resources application is provided by a combination of the separate Administration application and the Security module inside Accounting. In the Administration application the following tasks can be completed:

• Define User Roles for typical types of users.

• Define system’s Users and user groups.

• Restrict access to specific functions within a module user group.

• Restrict users from changing data but provide them with read-only access.

Section Topics

• Security in Administration module

• Security in Accounting

• HR and PR Functions


SECURITY IN ACCOUNTING MODULE In addition to the security setup available in the Administration module, further refine PR/HR security on a user-by-user basis within the Accounting application.

Payroll User Roles Security > Workflow Configuration > Payroll User Roles

In the Payroll User Roles window, refine settings for PR/HR users by setting up field-level security access to some of the most frequently used Employee Maintenance and Employee Positions and Pay windows, as well as, turn on and off the ability to perform specific tasks in the system. The default level of access for a new role is full access, but access can be changed to read only or no access as necessary.

When adding or editing a user role, information displays on the following tabs:

FIELD NAME VALUE

Emp. Pay Security

Set field-level access to the Employee Positions and Pay window. Also, set permission for specific pay related tasks. Refer to the Help system for detailed descriptions of each task

Emp. Maint. Security Set field-level access to the Employee Maintenance window

Employee Maint. Actions Set access to the Actions menu in the Employee Maintenance window.

HR Documents Types Select which HR documents employees can access in IVEE and iVisions.

For users needing access to the Employee Maintenance or Employee Positions and Pay window, be sure to assign a Payroll User Role.

Certain fields in Employee Maintenance and Employee Positions and Pay are required. If people need to be able to add records, do not lock out the required fields or mark them read-only.

User Security Security > User Security > HR/PR Security Options tab

The HR/PR Security Options tab has several settings which can have an impact on Payroll and HR functions. Let’s look at each of them in more detail:

• From the dropdown, select the appropriate Payroll User Role for the user. Payroll User Roles further refine security access to the Employee


Maintenance and Employee Positions and Pay windows as well as control what HR Document Types are accessible.

• The HR and PR UDFPermission checkbox are no longer used.

• The PAR Security Role and options are used with the optional ePARs module.

Please refer to ePARs Training Guide for additional information.

• The Web Applicant User ID is used with the optional Web Applicant Interface.

• The PAR Security Role and options are used with the optional ePARs module.

Please refer to ePARs Training Guide for additional information.

• The Web Applicant User ID is used with the optional Web Applicant Interface.

• If using Employee Groups (PR > Configuration > Groups), select a group from the Default Group dropdown to use as the default group for the user. Anytime the user opens a window with the group filter, the selected group defaults into the Group field. If the user is only able to work with employee records tied to the default group, mark the Group Locked checkbox.

• Mark the Attendance Clerk checkbox to give the user special rights to accessing employee leave plan information for other employees in their DAC through the iVisions Web Portal. See the iVisions Business Administration guide for additional information.

• If the user is defined as an approver for user defined forms, mark the Allow Show All User Defined Forms Option checkbox to give the user the ability to view all forms in HR-User Defined Form Completion and PR - User Defined Form Completion grid.

• Tip Tracker User ID is for Versatrans users only.

• Mark the Allow to post PR Vouchers to enable the Process and Un-Process commands for the user in Payroll > Payroll Processing > Payroll Voucher Processing.

Change Log Security > Change Log

When Payroll or Human Resources edits records in the Employee Maintenance, Employee Positions and Pay, Employee Deduction and Benefits and Employee Funding Detail windows, the system prompts the user to enter in a reason for the change. The Change Log window tracks all changes. Use of the Employee Setup Wizard and Termination Wizard also generate prompt for Change Log entries.


Distributed Accountability Centers Security > Workflow Configuration > Distributed Accountability Centers

Use this window to configure the Payroll/Human Resources Site. Users tied to a DAC with this attribute can view employee information across the entire district.

Users tied to DACs without this marked are only able to view employee information for employees in their DAC.

HR AND PAYROLL FUNCTIONS The Payroll and Human Resources modules of the Accounting package are fully integrated. They share the same data and have many of the same functions. How the functions are divided between the two departments is up to the district. The table below shows which functions are the same in the two modules and which functions are specific to either Payroll or Human Resources.

Shared by Payroll and Human Resources Employees

Employee Maintenance Employee Profile Changes (Portal) Employee Positions and Pay Employee Journal Employee YTD Accumulations Employee Deductions and Benefits Employee Leave Plans Employee Certificates and Endorsements Employee Emergency Contacts Employee Forms Employee Documents Employee Contact Management Employee Groups

Employee History (only if you also have HR)

Employee Position History Employee Leave History History Reports

Deductions and Benefits

Deductions/Benefits Maintenance Deduction Categories


Leave Plans Leave Plan Maintenance Leave Plan Types Leave Balance Transfer

Master Positions

Position Control Position Categories State Position Codes Descriptions

Salary Schedules

Salary Schedule Maintenance

Attendance Employee Leave Plans Substitute Tracking Fast Leave Entry Employee Leave Plan Requests (Portal) Employee Leave Plan Approval (Portal)

Configuration Certificates Endorsements Languages Schools Degrees Majors Minors Miscellaneous Tracking Job Titles Race/Ethnicity Codes Employee Categories Status Codes Employee Contact Types Employee Sub Contact Types Groups

Payroll Only Employees

Employee Funding Detail PR - PAR Completion Employee Tax Forms (Portal)


Deductions/Benefits ABA Routing Numbers Employer Pre-Payment

Salary Schedules Retro Pay Processing

Attendance Employee Time Card Entry Hours Entry Approval Batches Daily Hours

Payroll Processing Process Payroll Invoice Processing Payroll Voucher Processing Make ACH File Print Direct Deposit / Pay Receipts Make FSA File Publish Pay Information (Portal)

Configuration Calendars (Pay Cycles and Work Calendars) Employee Setup Wizard Payroll Default Settings Payroll Bank Accounts ACH File Settings Check Locations Payroll Journal Adjustment References Employee Template Payroll GASB Function Codes GASB Function Masks Shift Differential Codes Zip Codes Payroll Posting Crosswalk Define Employee Forms

Human Resources Only Employees

HR - PAR Completion

Employee Demographics

Employee Education Employee Languages Employee Dependents Employee Miscellaneous Tracking


Employee PARs

Employee Personnel Action Requests

Employee History

Employee Position Archives Employee Contacts History

Contracts

Employee Contracts Contract Maintenance Contract Addenda Contract Status (Portal)

Evaluations

Evaluation Assignments Employee Evaluations Evaluation Result Codes Evaluation Groups Evaluation Types

Master Positions

Position Funding Sources

Insurance Tracking

Employee Benefits Enrollment (Portal) Employee Insurance Assignments Post Insurance Assignments Enrollment Report Life Event Changes Employee Beneficiaries Print Coverage Letter Benefits Payments TPA Benefits Interface

Insurance Tracking Configuration

Insurance Carrier Maintenance Insurance Types Maintenance Insurance Coverage Maintenance Insurance Coverage Level Maintenance Insurance Coverage Crosswalk Insurance Classifications Insurance Classification Assignment Insurance Assignment Mapping


Applicant Tracking

Applicant Maintenance Applicant Employment Criteria Employee Employment Criteria Employment Criteria Codes Applicant Job Postings Job Posting Maintenance Applicant Documents Referral Sources

Configuration

HR Default Settings Leave Bank Plans Department Maintenance Termination Codes HR Document Types Supervisors Reassign Employee Contact Analyst Archive Employee Contacts Bargaining Units Union Codes


SECTION ASSESSMENT

1. What item in Security controls the level of access a user has to a specific menu option?

2. Name 3 areas of the Infinite Visions system shared and managed by both Payroll and Human Resources.

3. Why is it important to know what fields are required when defining Payroll User Roles?


HUMAN RESOURCES 21 CONFIGURATION

Configuration EDUCATION/CREDENTIALS HR/PR > Configuration > Education/Credentials

Use the programs in Education/Credentials to define the codes to track and maintain employee education, certification, and miscellaneous tracking items.

Certificates Use this program to add, edit, and maintain the certificates (also referred to as licensure) for staff. The certificates are available for selection from a dropdown when working with employee records. Each state typically has a list of certificate and endorsement types.

Activity (Required)

Add Certificates Scenario: Create 2 new certificates. One for Classified Food Handlers working in the Food Service department and 1 for Elementary teachers. Use the Type field as a means of categorizing similar certificates together.

From the Certificates window, right-click in the grid and select Add. The Add Certificate window displays.

Add the following certificates:

NAME DESCRIPTION TYPE ARCHIVE

V-Food Handler V-Food Handler Vocational No

Teaching - Elementary - Bilingual Teaching - Elementary - Bilingual

Teaching No

Endorsements Use this program to add and maintain codes for the endorsements for tracking employee credentials. Endorsements are typically tied to certificates. Sometimes an Endorsement is defined as a certificate, especially if it has a different expiration date than the certificate.

The Endorsement codes are available for selection from a dropdown when working with employee records.

Section Topics

• Education/Credentials

o Certificates

o Endorsements

o Languages

o Schools

o Degrees

o Miscellaneous Tracking

o Education Credit Types

• Department Maintenance

• Employee Categories

• Race / Ethnicity Codes

• Leave Bank Plans

• Job Titles

• Status Codes

• HR Document Types

• Supervisors

• Employee Contact Types

• Employee Sub Contact Types

• COBRA Contact Events

• Bargaining Units

• Groups

• Union Codes


Activity (Required)

Add Endorsements From the Endorsements window, right-click in the grid and select Add. The

Add Endorsement window displays.

Add the following endorsements:

TYPE DESCRIPTION

Sped Admin Special Education Administration

DA Dramatic Arts

Auto Auto Mechanics

HI Hearing Impaired

Ortho Orthopedic

Science Science

VI Visually Impaired

Computer Science Computer Science

Full Gifted Full Gifted

Languages Use this program to add codes for the languages spoken by employees. The Language codes display in a dropdown when working with the employee record.

Activity (Required)

Add Language Codes From the Languages window, right-click in the grid and select Add. The Add

Language Code window displays.

Add the following language codes:

LANGUAGE STATE CODE

ASL (American Sign Language)

German

Italian


Schools Use this program to add and maintain codes and state locations for the schools, colleges, and universities attended by employees in the district. The School codes are available for selection from a dropdown when working with employee education information.

Activity (Required)

Add School Codes From the Schools window, right-click in the grid and select Add. The Add

School window displays.

Add the following school codes:

SCHOOL CODE STATE

Penn State University 2660 PA

Rochester Institute of Technology 2760 NY

University of Nebraska 6420 NE

University of Wyoming 4855 WY

Degrees Use this program to add and maintain codes for the degrees held by employees in the district. Also, track degrees in progress on a course-by-course basis. The optional state code field is alphanumeric and 2 characters in length. In the degree level field, enter the maximum number of credits the employee can earn for the degree.

The Degree codes are available for selection from a dropdown when working with employee education information.

Activity (Required)

Add Degree Codes From the Degrees window, right-click in the grid and select Add. The Add

Degree window displays.

Add the following degree codes:


DEGREE STATE CODE DEGREE LEVEL

AAS 30

Bachelors - In Progress

Masters - In Progress

PhD - In Progress

Majors Use this program to add and maintain codes for the major courses employees can take. For state reporting, also identify state codes for each of the majors. The Majors codes are available for selection from a dropdown when working with employee education information.

Activity (Required)

Add Majors From the Majors window, right-click in the grid and select Add. The Add

Major window displays.

Add the following majors:

MAJOR STATE CODE

Chemistry

Music

Linguistics

Information Technology

Purchasing

Early Childhood

Minors Use this program to add and maintain codes for the minor courses of study employees can take. The Minor codes are available for selection from a dropdown when working with employee education information.


Activity (Required)

Add Minor Codes From the Minors window, right-click in the grid and select Add. The Add

Minor window displays.

Add the following minors:

MINORS Art and Design Business Management English Linguistics Music Psychology Spanish ELL

Miscellaneous Tracking Use the Miscellaneous Tracking program as a catch all to track any employee related items not tracked in another part of Infinite Visions. Define any number of custom tracking items, each of which can contain any combination of a date, yes/no field, comment field, or a document. The miscellaneous tracking items are available for selection from a dropdown to assign to individual employees in the employee record.

From the Actions menu, select Email Selected Employees to send an email with attachments to employees.

Miscellaneous Tracking items can also be added to Employee Templates in Payroll > Configuration > Employee Template. To have the ability to add attachments to Miscellaneous Tracking items at the employee level, choose to display documents.

Activity (Required)

Add Miscellaneous Tracking Items From the Miscellaneous Tracking window, right-click in the grid and select

Add. The Add Miscellaneous Tracking window displays.

Add the following miscellaneous tracking items:


MISCELLANEOUS TRACKING

CPR Certification

Immunization

4. As a group, determine the Date(s), Yes/No, Comment, and Documents detail to track for each of miscellaneous tracking item. Based on the discussion, define the applicable fields.

5. Click OK to add another item. Otherwise, mark the Close this dialog after update? checkbox.

6. Click OK.

Education Credit Types As part of tracking the education and credentials of employees, identify the different education credit types each employee can have. The types are available for selection from a dropdown in the employee education record.

Education Credit Types allow the district to flag individual training or mentoring programs such as induction credit, professional development, or State Department of Education credit. The district can print the Education report for the teacher as a form or type of transcript. This report can include all courses the teacher has taken (and recorded by the district), or just those meeting the state criteria for renewing the teacher’s certificate or license.

Activities (Required)

Edit Education Credit Types Edit LEA to define Local Education Agency Credit in the description.

Add Education Credit Types From the Education Credit Types window, right-click in the grid and select

Add. The Add Education Credit Type window displays.

Add the following education credit types: (Click OK after entering 1st type.)

NAME DESCRIPTION

District Required District Required

Induction Induction Credit


After entering the last department, Mark the Close this dialog after update? checkbox.

Click OK. The types display in the Education Credit Types grid.

DEPARTMENT MAINTENANCE Human Resources > Configuration > Department Maintenance

Use this program to define a list of Departments for the district. Departments are assigned to Position Inventory records and provide another layer of flexibility for establishing location information. Most of the employee reports available to print and by Department.

Activity (Required)

Add Departments From the Department Maintenance window, right-click in the grid and

select Add. The Add Department window displays.

Add the following departments: (Click OK after entering the 1st department)

DEPARTMENT

Technology

Grants Management

After entering the last department, mark the Close this dialog after update? checkbox.

Click OK. The codes display in the Race/Ethnicity grid.

EMPLOYEE CATEGORIES Human Resources > Configuration > Employee Categories

Use this program to add required Employee Categories. Use the categories as filter criteria on most Human Resource reports and for sorting or filtering on various grids within the Payroll module.


Activity (Required)

Add Employee Category From the Employee Categories window, right-click in the grid and select

Add. The Add Employee Category window displays.

Add the following employee category:

CODE DESCRIPTION

Class Admin Classified Admin

Mark the Close this dialog after update? checkbox.


RACE / ETHNICITY CODES Human Resources > Configuration > Race/Ethnicity Codes

Use this program to set up Race/Ethnicity Codes, which are often required for state reporting and are located on Employee > Employee Maintenance > Dates/Demographics tab. EEOC codes are predefined. They derive from a Federal list of codes. EEOC codes for creating the EEOC Report available in the Human Resource module.

SIF (Schools Interoperability Framework ) code is for a crosswalk with a third-party student interface. For additional information, see http://www.sifinfo.org).

Activity (Required)

Add Race / Ethnicity Codes From the Race/Ethnicity codes window, right-click in the grid and select

Add. The Add Race/Ethnicity Codes window displays.

Add the following race/ethnicity codes: (Click OK after entering the 1st code.)

DESCRIPTION STATE CODE SIF CODE EEOC CODE

Martian 86 Z 0

Vulcan 68 Z 0

http://www.sifinfo.org/


After entering the last code, Mark the Close this dialog after update? checkbox.


JOB TITLES Human Resources > Configuration > Job Titles

Use this program to define job information for each of the primary job titles the district uses. These titles identify the employee on the Employee Master window. Establish specific positions and/or state reporting job descriptions separately.

Assign a job title to an employee in Employee Maintenance from the Primary Job Title dropdown. Job Titles are shared between Human Resources and Payroll.

Activity (Required)

Add Job Titles From the Job Titles window, right-click in the grid and select Add. The Add

Job Title window displays.

Enter the following job titles: (Click OK after entering each title.)

TITLE DESCRIPTION

Specialist Behavior Specialist

Food Services Worker Food Services Worker

Chief Operating Officer Chief Operating Officer

Typist Clerk II Typist Clerk II

Curriculum Specialist Curriculum Specialist

Cashier Clerk Cashier Clerk

Campus ParaEducator Campus ParaEducator

After entering the last title, mark the Close this dialog after update? checkbox.

Click OK. The job titles display in the Job Titles grid.


LEAVE BANK PLANS Human Resources > Configuration > Leave Bank Plans

Use this program to define district Leave Bank Plans. The leave bank plans are available for selection from a dropdown on the Dates and Demographics tab in Human Resources/Payroll > Employees > Employee Maintenance.

See Appendix A for additional information about how to set up a sick leave bank.

Activity (Required)

Add Leave Bank Plans From the Leave Bank Plans window, right-click in the grid and select Add.

The Add Leave Bank Plan window displays.

Enter the following leave bank plans: (Click OK after entering the 1st leave bank plan)

NAME DESCRIPTION

Classified Classified Sick Leave Bank

Certified Certified Sick Leave Bank

After entering the last plan, mark the Close this dialog after update? checkbox.

Click OK. The plans display in the Leave Plan Banks grid.

STATUS CODES Human Resources > Configuration > Status Codes

Use Status Codes as a method for filtering records in the Employee Maintenance grid. In addition, some employee reports are available to group by status code.

Make sure to define 1 code as active and 1 as Inactive because some report queries for the web portal use these statuses. The 843 Employment Status Code INS08 and Loop 2700 REF02 Code field are used only by clients using Insurance Tracking in IVEE. Contact your Tyler Implementation Consultant to assist in entering the information applicable for reporting needs.


Activity (Required)

Add Status Codes Add the Status code “Delete”. This code is used for identifying which records to delete in the new fiscal year.

TERMINATION CODES Human Resources > Configuration > Termination Codes

Use this program to define codes to describe the possible reasons for terminating an employee. Termination codes can be alpha, numeric, or a combination.

Activity (Required)

Add Termination Codes From the Termination Codes window, right-click in the grid and select Add.

The Add Termination Code window displays.

Add the following termination codes: (click OK after entering each of the first 3 codes)

CODE DESCRIPTION STATE CODE TYPE

60-Vol COBRA Voluntary - COBRA Eligible Voluntary

70-Vol No COBRA Voluntary - COBRA Ineligible Voluntary

80-Involuntary Involuntary Involuntary

90-Relocation Relocation

After entering the last code, mark the Close this dialog after update? checkbox.

Click OK. The codes display in the Termination Codes grid.

HR DOCUMENT TYPES Configuration > HR Document Types

HR Document Types define types of documents a user can attach to applicant and employee records. After creating document types, select which types PR/HR users can access (Security > Workflow Configuration > Payroll User Roles). Link HR Documents in the following areas:


• Employees > Employee Maintenance > Actions > Employee Documents

• Employees > Employee Documents

• Applicant Tracking > Applicant Maintenance > Actions > Applicant Documents

• Evaluations > Employee Evaluations

• Applicant Tracking > Applicant Documents

• Applicant Tracking > Job Posting Maintenance

From the Actions menu, the following command is available:

COMMAND DESCRIPTION

Add to PR User Role Select this command to grant access to the document type to all payroll user roles.

Payroll and Human Resources share HR Document Types, but they are set up and maintained in Human Resources. Mark the Show in Portal checkbox to designate the document types available to employees in iVisions.

Activity (Required)

Add HR Document Types From the HR Documents Types window, click Add on the tool bar. The Add

Document Type window displays.

Add the following document types:

DOCUMENT TYPES

SHOW IN PORTAL

IS CONTRACT?

FEDERAL TAX

STATE TAX

State Tax Form Yes No

Drug Free Workplace Yes No

7. After entering the last document type, mark the Close this dialog after update? checkbox.

8. Click OK. The document types display in the Document Types grid.

SUPERVISORS Configuration > Supervisors

Supervisors are available from a dropdown when defining positions, Employee Evaluations, and in the optional iVisions web portal. When adding a supervisor, also identify Alternate Approvers for this supervisor, if applicable.


SUPERVISORS

Supervisors must link to a user record from the Administration module.

If the district uses iVisions and the Supervises DAC checkbox is enabled, the supervised positions and leave plan information for all employees display for your DAC.

To allow office managers at each DAC the ability to submit and view leave requests in the iVisions, set them up as an Attendance Clerk in Security > User Security > HR/PR Options. A Supervisor cannot also have the Attendance Clerk checkbox enabled in Security > User Security.

Activity (Required)

Add Supervisors From the Supervisors window, click Add on the tool bar. The Add

Supervisors window displays.

Add the following supervisor:

NAME USER ID SUPERVISES

DAC?

ALTERNATE

APPROVER FROM DATE TO DATE

DGraves DGraves No PAbbott 09/03/20xx 09/03/20xx


Click OK. The supervisor displays in the Supervisors grid.

EMPLOYEE CONTACT TYPES Configuration > Employee Contact Types

Use Employee Contact Types to track correspondence with employees for HR and Payroll related items. The Contact Types should be rather broad in scope, since the information can be further refined using Sub Contact Types.

Employee Contact Management is only available to employees assigned to a DAC with the PR/HR Site attribute.

Activity (Required)

Add Employee Contact Types In the Employee Contact Types window, right-click in the grid and select

Add. The Add Employee Contact Type window displays.

Add the following contact type:


FIELD NAME VALUE

Contact Type Insurance

Description Insurance

Pre-defined Type None


Click OK. The type displays in the Employee Contact Types grid.

EMPLOYEE SUB CONTACT TYPES Configuration > Sub Contact Types

Use Employee Sub Contact Types to further refine the contact types.

Activity (Required)

Add Employee Sub Contact Types In the Employee Sub Contact Types window, right-click in the grid and

select Add. The Add Employee Sub-Contact Type window displays.

Add the following sub contact types (Click OK after entering each type.)

FIELD NAME VALUE

Sub-contact Type Employee Meeting

Description Employee Meeting

FIELD NAME VALUE

Sub-contact Type Contract Sent

Description Contract Sent

FIELD NAME VALUE

Sub-contact Type Contract Due

Description Contract Due



Click OK. The types display in the Employee Sub Contact Types grid.

COBRA CONTACT EVENT TYPES Configuration > COBRA Contact Event Types

Use COBRA Contact Event Types to define qualifying event types (e.g., retirement resignation, etc.). Only defined event types are available for selection from the Qualifying Event Type dropdown in Human Resources > Employee Contact Management.

COBRA CONTACT EVENT TYPES

The Event Code field can be alpha-numeric and up to 5 characters.

The Description field can be up to 50 characters.

GROUPS Configuration > Groups

Employee Groups is used to segregate groups of employees for HR and Payroll personnel. For example, 1 HR person works only with Classified employees, while another HR person is responsible for Certified employees. Create the necessary groups, and when doing data entry or running reports, limit the employees to work with by filtering the grid to display only a selected group of employees. Groups can also be added to Employee Templates.

Activity (Required)

Add Employee Groups Click Add on the tool bar. The Add Employee Group window displays.

Add the following group:

FIELD NAME VALUE

Classified Classified Employees


Click OK. The group displays in the Employee Groups grid.


BARGAINING UNITS Configuration > Bargaining Units

Use Bargaining Units to add different bargaining units the district can use to determine an employee’s insurance classification.

Activity (Required)

Add Bargaining Units In the Bargaining Units window, right-click in the grid and select Add. The

Add Bargaining Unit window displays.

Enter the following new bargaining units: (Click OK after entering the first unit.)

NAME DESCRIPTION

Admin Staff Administrative Staff

Classified Staff Classified Staff


Click OK. The units display in the Bargaining Units grid.

UNION CODES Configuration > Union Codes

Use Union Codes to add different union codes the district can use to determine an employee’s insurance classification.

Activity (Required)

Add Union Codes In the Union Codes window, right-click in the grid and select Add. The Add

Union Code window displays.

Enter the following new union codes: (Click OK after entering the first code.)

NAME DESCRIPTION

Capital City Administration Union Capital City Administration Union

Capital City Education Association Capital City Education Association



Click OK. The codes display in the Union Codes grid.

REPORTS TO REVIEW

REPORT DESCRIPTION

Compensation Statements

Only available if using Payroll module (license key required). Use Compensation Statements in Human Resources > Reports > Compensation Statements to create statements to distribute to staff which explains the total amount of compensation the district provides them. The statement can include both pay and employer-provided benefits.

Compensation Statement Categories Categories for pay and benefits identify everything to include in the statement. After adding compensation statement categories, assign them to position funding lines and to applicable master deduction and benefit records.

Employee Positions with a funding line without a Compensation Category (i.e., field is blank) are excluded from the report. If necessary, manually assign categories to individual records or mass update (Payroll > Employees > Employee Positions & Pay > Actions > Shortcuts > Mass Update Records) a group of records. If applicable, assign categories using a mask in the Compensation Statement Categories window. For more information, refer to the Help system.

Further filter wage and benefits information by using the available Account Masks field. Limit positions to include in the wage category by using the Pay Description filter criteria dropdown. If the category type is benefit, both fields are locked.

Compensation Statement Setup Use this window to set up the content and format of the compensation, including any special text to include, as well as the text to display for headings and titles.

Compensation Statement The final step in preparing Compensation Statements is to generate the statements. Use this window to print compensation.

Employee Category/Status Displays a report of employee categories and/or status. Include a selected status or all statuses, a selected category or all employee categories. In addition, group the report by department or DAC.


SECTION ASSESSMENT

1. List 2 places where employee documents can be attached.

a. _____________________

b. _____________________

2. Why are Departments important in the HR system?

3. To be set up as a Supervisor, the user must also have a user login to the Accounting system.

a. True

b. False

HUMAN RESOURCES 39 DEDUCTIONS AND BENEFITS

Deductions and Benefits DEDUCTION CATEGORIES Deduction/Benefits > Deduction Categories

Deduction Categories are used to categorize similar deductions. For example, if there are several different Life Insurance deductions, define a category called Life Insurance. The Deduction Categories display on grids and report filter criteria.

Activity (Required)

Add Deduction Categories Scenario: The district has 2 different people who process deductions. Creating Group 1 and Group 2 would allow printing the Deduction Register report by group.

In the Deduction Categories window, right-click and select Add. The Add Deduction Category window displays.

Enter the following new deduction categories: (Click OK after entering the first category.)

CATEGORY DESCRIPTION

Group 1 Insur, Garn, Retire

Group 2 All others

After entering the last category, mark the Close this dialog after update? checkbox.

Click OK. The categories display in the grid.

DEDUCTION/BENEFITS MAINTENANCE Deduction/Benefits > Deduction/Benefits Maintenance

As part of the deduction definition, select an option from the predefined Type dropdown. The type tells the system what additional information to enter for the deduction. For example, if a deduction type of Federal Income Tax, the system allows adding/editing a tax table. For a deduction type of Direct Deposit Deduction, a Setup tab displays to complete Direct Deposit Setup information.

Section Topics

• Deduction Categories

• Deduction / Benefit Maintenance


Only those vendors with the PR Vendor flag selected in Purchasing and Payables > Vendors > Vendor Maintenance display in the deduction Payee dropdown.

From the Actions menu on the grid, the following commands are available:

COMMAND DESCRIPTION

Copy Deduction(s)

Select this command to cop the deduction definition, setup table, limits, schedule, lines, direct deposit (if any) and any prepaid accounts. Edit the deduction as necessary. This command copies the deduction to the next fiscal year (if exists). If a prior year connection group exists, the user receives a message.

Export Master Deduction Line Detail

Select this command to export all detail lines for all records shown in the grid to an Excel spread sheet.

Update Master Deduction Line Detail

Select this command to update the values in IVEE with the values from the Excel spread sheet. The Deduction Description and ID must match the values in IVEE or the deduction detail lines do not import.

Update Employee Deduction Lines

Select this command to update employee deduction lines with the changes made to a deduction or benefit. This command updates the employee deduction records linked to the associated lines with a new employee amount, employee percent, employer percent, employee maximum, and/or employer maximum.

This update process occurs after editing a deduction and clicking OK to save the changes.

From the Actions menu on the Deductions window, the following commands are available:

COMMAND DESCRIPTION

Setup Select this command to complete any additional required setup for the deduction, if applicable.

Direct Deport Select this command to set up required Direct Deposit information for a deduction paying the vendor via an ACH; automatically disbursed to specific bank and account.

Schedule Select this command to mark the pay periods in the current fiscal year to process the deduction.

Deduction Exclusions Select this command to modify wage basis. This command is for use with the Variable Wage Basis deduction type.


COMMAND DESCRIPTION

Override Accounts

Select this command to assign a different account offset for employee liability, employer liability and/or employer expense codes based on the salary code (e.g., the district must pay all grant fund Social Security and Medicare costs coded to a specific fund rather than grant fund). Use this command to define a funding source mask and a corresponding benefit offset mask as an override. When payroll computes, it checks override accounts for an offset and uses it if the salary account matches the mask.

Deactivate Employee Deductions

Select this command to de-activate all employee deductions for a master deduction record.

Use this command only at the beginning of the fiscal year.

Copy to Prior Year

Select this command to copy the deduction to the prior year.

This command is only active if a prior year connection group exists and no matching deduction is found. Be sure to save deduction changes before selecting the command to assure the deductions are identical in both years. Once a deduction is copied to the prior year, the command is no longer active.

While defining the deductions, keep in mind the function of the following fields:

FIELD DESCRIPTION

Supplemental Default

Mark the checkbox to automatically select the deduction funding when adding the deduction to a Supplemental Pay type position. Whether the Supplemental Default is enabled/disabled, the selection becomes the default for the deduction on the funding control when adding new funding sources to supplemental pays. If Supplemental Default is enabled, it impacts the following:

• Funding Supplemental Pay type positions • Adding a funding source for a supplemental pay type in

Hours Entry • Importing from Excel

If the deduction is for Direct Deposit Net Pay, Supplemental Default cannot be disabled. For regular positions, all employee active deductions are assigned new funding lines.


FIELD DESCRIPTION

Include on Check

Mark the checkbox (default) to display deduction activity (transactions and balances) on the check and direct deposit receipts. Disable, as applicable. This command is not available for ASCII vouchers.

One-time Lump Sum

Mark the checkbox to take the deduction in a 1-time lump sum payroll. If disabled, the number of lump sum payments multiplied by the per period amount for a flat dollar deduction.

Adjust Lump Sum for a deduction by period using the Lump Adj Offset field for the pay period scheduled for the lump sum.

For more information, refer to the Help system.

Allow Sync from PY

Mark the checkbox on the master deduction(s) record in the new fiscal year to synchronize any edits to an employee deduction or additions to employee deductions between the prior fiscal year and new fiscal year. After completing the Payroll rollover step in the Fiscal Year Rollover process, deductions with the Allow Sync from PY checkbox marked and attached to an employee template sync in the new year when applying an employee template in the current year.

Show in Portal

This checkbox is only available when adding/editing Federal Tax Withholding deductions. Mark the checkbox for federal tax deductions to display in iVisions.

Benefits Enrollment Users: If the Payroll Fiscal Year Rollover process is complete and Employee Deductions and Benefits are posted in the current fiscal year, deductions sync in the new year if the Allow Sync from PY checkbox is enabled in the new year but deductions are not posted.

Direct Deposit

Mark the checkbox to activate the Direct Deposit Setup tab in Payroll > Employees > Employee Deductions and Benefits. This field is available for the following deduction types:

• Deduction – Regular (Not Tax Exempt)

• Deduction – Section 125 (Fed and FICA Tax Exempt)

• Deduction – TSA (Fed Tax Exempt)

• Excess Life Insurance

• Variable Wage Base Deduction


FIELD DESCRIPTION

Tax on full gross

This checkbox displays only for the Federal Income Tax deduction type. If enabled, the system calculates the wage basis and taxable basis as the full gross (no 125, no exemptions.

Suppress Invoice

Mark the checkbox to suppress creating a deduction invoice. The monies remain in the employee/employer liability accounts until they clear through another posting process.

Include Zero Pay

Mark the checkbox to include the employer expense on a zero-pay employee when the position computes. If enabled, it is also necessary to enable the Zero Pay checkbox on the applicable employee position record.

Include 403b Grid

Mark the checkbox to display employees with the deduction on the 403(b) Payroll report (payroll must be processed for the selected report periods and records generated).

Allow Tax Update

Mark the checkbox to allow the deduction to automatically update when the Update Taxes command is run. Allow Tax Update is for use with State and Federal deductions only.

Microsoft Excel must be installed to use this feature. When the command to Update Taxes in HR > Deductions/Benefits > Deductions/Benefits Maintenance is run, the system searches for any updates from the State and Federal agencies. If no updates are available, the update does not occur.

Accrual Liability Report Mark this checkbox to include employees with this deduction on the report.

ACA Qualified

Mark the checkbox to identify the deduction as an ACA Qualified Medical Plan. Additional setup must be complete on the Setup tab in Payroll > Employees > Employee Deductions and Benefits.

Self Insured

Mark this checkbox if the deduction is an ACA Self Insured deduction. This checkbox displays only if the Provides Self Insured Health Coverage checkbox is marked on the Advanced tab in Payroll > Configuration > Payroll Default Settings.


Activity (Required)

Add Deductions Exercise 1: Add the following Long-Term Disability Insurance deduction:

FIELD NAME DESCRIPTION Name Long Term Disability Ins. Payee The Standard Insurance Type Deduction - Regular (not tax exempt) Category Insurance Compensation Statement Category Group ID Biweekly Report Code Employee Liability Offset EE - Liability - Employee Deductions Employer Liability Offset ER - Liability - Employer Benefits Employer Expense Offset ER - Expense - Employer Benefits W2 Information None Supplemental Default Uncheck Include on Check Check One-time lump sum Uncheck Direct Deposit Uncheck Tax on full gross Uncheck Suppress Invoice Uncheck Allow Sync from PY Uncheck Show in Portal Uncheck Include Zero Pay Uncheck Include 403 b Grid Uncheck Allow Tax Update Uncheck ACA Qualified Uncheck Self-Insured Uncheck Accrual Liability Report Uncheck


Exercise 2: A new pre-tax health insurance (BlueCross/BlueShield) option is being offered to the employees. Add the deduction.

Name Health Insurance 125 20 Pay Payee BCBS Medical Insurance Type Deduction - Section 125 Category Insurance Compensation Statement Category Group ID Monthly Report Code Blank Employee Liability Offset EE - Liability - Employee Deductions Employer Liability Offset ER - Liability - Employer Benefits Employer Expense Offset ER - Expense - Employer Benefits W2 Information None Supplemental Default Uncheck Include on Check Check One-time lump sum Check Direct Deposit Uncheck Tax on full gross Uncheck Suppress Invoice Uncheck Include Zero Pay Uncheck

Deduction Lines Description: $150K, 20 Pay, <30 Employee Amt - % - Maximum Employer Amt - % - Maximum

3.25 - 0% - 65.00 10.00 - 0% - 200.00

Description: $150K, 20 Pay, Age 30-64 Employee Amt - % - Maximum Employer Amt - % - Maximum

8.95 - 0% - 179.00 35.02 - 0% - 700.40

Description: 150K, 20 Pay, Age 65+ Employee Amt - % - Maximum Employer Amt - % - Maximum

10.75 - 0% - 215.00 42.01 - 0% - 840.20

Description: Waived Coverage Employee Amt - % - Maximum Employer Amt - % - Maximum

0.00 - 0% - 0.00 0.00 - 0% - 0.00

Maximum Basis Fiscal Bank for Deposit For Display Only Actions - Set-up None Actions - Direct Deposit None Actions - Schedule Bi-weekly Pay Cycle Periods 4 - 22 Actions - Deduction Exclusions None Actions - Override Accounts None De-activate Employee Deductions

No


Allow Sync from PY Uncheck Show in Portal Uncheck Include 403b Grid Uncheck Allow Tax Update Uncheck ACA Qualified Uncheck Self-Insured Uncheck Accrual Liability Report Uncheck Deduction Lines Description:20 Pay – EE Employee Amt - % - Maximum Employer Amt - % - Maximum

24.00 - 0% - 480.00 108.00 - 0% - 2160.00

Description: 20 Pay - EE + CHILDREN Employee Amt - % - Maximum Employer Amt - % - Maximum

190.00 - 0% - 3800.00 108.00 - 0% - 2160.00

Description: 20 Pay - EE + FAMILY Employee Amt - % - Maximum Employer Amt - % - Maximum

380.00 - 0% - 7600.00 108.00 - 0% - 2160.00

Description: 20 Pay - EE + SPOUSE Employee Amt - % - Maximum Employer Amt - % - Maximum

220.00 - 0% - 4400.00 108.00 - 0% - 2160.00

Description: Waived Coverage Employee Amt - % - Maximum Employer Amt - % - Maximum

0.00 - 0% - 0.00 0.00 - 0% - 0.00

Maximum Basis Fiscal Bank for Deposit For Display only Actions - Set-up None Actions - Direct Deposit None Actions - Schedule Biweekly Pay Cycle Periods 4-22 Actions - Deduction Exclusions None Actions - Override Accounts None


SECTION ASSESSMENT

1. What controls the Setup command being active when adding or editing a deduction record?

2. What step must be done in Accounts Payable before the deduction Payee names display for selection on Master deductions?


HUMAN RESOURCES 49 APPLICANT TRACKING

Applicant Tracking JOB POSTING MAINTENANCE Applicant Tracking > Job Posting Maintenance

Job Posting Maintenance is used to create job postings for available positions. These are the open positions the district has for applicants to apply. Job Postings can be tied to a funded position in Employee Positions and Pay.

From the Actions menu, the following commands are available:

COMMAND DESCRIPTION

Assign Position

Select this command to link a posing to a vacant position in Employee Positions and Pay.

A position has to have funding before assigning it to an employee.

Clear Position Select this command to clear an existing link between a job posting and the position from Position Inventory.

Get Attachment Select this command to attach a job description or other document to the job posting. The attachment displays in the Attachment field.

Scan Attachment Select this command to scan and link a document to the job posting.

Edit/View Attachment Select this command to view or edit a document directly from the Job Posting window.

Clear Attachment Select this command to clear a document attachment.

Activity (Required)

Add Job Posting Exercise 1:

Edit the Food Service Worker job posting (Posting Code C-400-10140). Associate this posting with the vacant Food Service Worker position.

Exercise 2:

Create a job posting for an Elementary Teacher position (Posting Code I-200-10127). The opening date for this position is today’s date and the closing date is 1 month after. Associate this posting with the vacant position.

Section Topics

• Job Posting Maintenance

• Referral Sources

• Applicant Maintenance

• Employment Criteria

• Applicant Employment Criteria

• Applicant Documents

• Applicant Job Postings

• Hire an Applicant

• Employee Employment Criteria

• Reports


REFERRAL SOURCES Applicant Tracking > Referral Sources

Referral Sources identify where applicants learned about district job openings.

Activity (Required)

Add Referral Sources Exercise 1:

Right-click in the Referral Sources grid and select Add. The Add Referral Source window displays.

Add the following referral sources: (Click OK after entering each of the first 4 sources)

SOURCE

District Job Posting

School Website

Other Internet/Web Page

Employee Referral

Other/Unknown

After entering the last source, mark the Close this dialog after update? checkbox.

Click OK. The sources display in the Referral Sources grid.

Exercise 2:

What other Referral Sources might the district need? Add them as referral sources.

APPLICANT MAINTENANCE Applicant Tracking > Applicant Maintenance

Use Applicant Maintenance to develop a database of internal and external applicants. If a third-party web applicant interface (such as WinOcular) is purchased, training is done separately. From the grid, add, edit, view, or delete applicant records.



COMMAND DESCRIPTION

Hire Applicant

Select this command to display the Employee Maintenance window to add the additional information for the applicant. When the district hires the applicant the Status field updates to display Hired.

Remove Applicants

Select this command to clear all applicant records with an application date on or before the specified date. Only run this utility once or twice a year to clear the applicant file of old applicants.

Applicant Employment Criteria

If the applicant has special skills matching those in Employment Criteria, add the employment criteria to the applicant’s record. After hiring an applicant, the associated Applicant Employment Criteria are moved to Employee Employment Criteria.

Applicant Documents

Select this command to link applicant documents (such as a resume) to the applicant’s record. If the district is using a web-based applicant tracking system (such as WinOcular), users can retrieve applicant information from the web. The magnifying glass icon displays if the applicant has any document attachments. Click the icon to display a list of documents. Double-click a document to view.

Applicant Forms

Select this command to select the forms to print.

Print forms for only 1 applicant at a time.

In addition, from the Shortcuts menu, the following command is available:

COMMAND DESCRIPTION

Employment Criteria Select this command to define the specific skills or experience for hiring an applicant.

Activity (Required)

Add Applicants For the following scenarios, enter the following applicants into the Applicant Tracking system.

Scenario: Holland Daise completed an application yesterday and left a copy of her resume, references, and driver’s license. She is available to start work with 2-weeks notice. She became aware of the opening by an employee of the district.


FIELD NAME VALUE

Name Holland Daise

Address 6793 Bernaise Way, Capital City, IV 12347

Email Address [email protected]

Home Phone (355) 567-2557

Work Phone (355) 678-3668

Birth Date 2/10/1958

Social Security Number 654-85-5699

Application Date

Available Date

Gender Female

Marital Status Married

Race Black

Ethnicity Not Hispanic or Latino

EEOC Classification

Veterans Preference

Handicap Preference

Qualified

Referral Source

Scenario: A young man by the name of Sal Manilla has just come to your department to apply for a Food Service position he saw on the district web site. He fills out the application and gives you his resume and references. Enter the applicant using the following information:

mailto:[email protected]


FIELD NAME VALUE

Name Sal Manilla

Address 2845 East Beaten Path Drive, Capital City, IV 12345

Email Address [email protected]

Home Phone

Work Phone

Birth Date 11/17/1982

Social Security Number 598-04-2398

Application Date

Available Date

Gender Male

Marital Status Single

Race White

Ethnicity Not Hispanic or Latino

EEOC Classification

Veterans Preference

Handicap Preference

Qualified

Referral Source

EMPLOYMENT CRITERIA Applicant Tracking > Employment Criteria

Employment Criteria identify various criteria to track to ensure applicants for district positions fulfill necessary requirements. The criteria are completely up to the district; define criteria as applicable for the positions.



Employment criteria could include job requirements, applicant special skills, and job interest areas.

The Employment Criteria Code is alphanumeric and is required. Please refer to the exercise for some examples.

Activity (Required)

Add Employment Criteria Exercise 1:

Right-click in the Employment Criteria grid and select Add. The Add Employment Criteria window displays.

Add the following employment criteria: (Click OK after entering each of the first 3 criteria)

CODE DESCRIPTION

Sanitation Food Service Sanitation Training

FSW Food Service Worker

Refs References Verified

40 3 letters of Rec, DOJ Clearance, Application, Resume

After entering the last criteria, mark the Close this dialog after update? checkbox.

Click OK. The criteria display in the Employment Criteria grid.

Exercise 2:

What other employment criteria might the district identify? Add these as employment criteria.

APPLICANT EMPLOYMENT CRITERIA Applicant Tracking > Applicant Employment Criteria

Applicant Employment Criteria is where to assign the appropriate employment criteria to an applicant. Select the applicant (by adding or editing a record) and select the criteria as applicable.


Activity (Required)

Add Applicant Employment Criteria Click Add on the tool bar. The Select Applicant window displays.

Select Sal Manilla and click OK. The Add Applicant Employment Criteria window displays.

Add Sal’s employment criteria below:

FIELD NAME VALUE

Criteria Commercial Driver License FSW

Now add criteria for Holland Daise:

FIELD NAME VALUE

Criteria Sanitation FSW Type 60 WPM+


Click OK.

APPLICANT DOCUMENTS Attach Applicant Documents (types defined in Configuration > HR Document Types) to an applicant’s record to help track their paperwork in the system. Once an applicant is selected, the following commands are available from the Actions menu:

COMMAND DESCRIPTION

Get Attachment Select this command to link a resume or other document to the applicant record. Document attachments display in the Attachment field.

Scan Attachment Select this command to scan and link a document to attach to the applicant record.

Edit/View Attachment Select this command to view or edit an attachment directly from the Applicant Document window.

Clear Attachment Select this command to clear the attachment from the applicant record.


APPLICANT JOB POSTINGS Applicant Tracking > Applicant Job Postings

Applicant Job Postings assigns an applicant (from the applicant database) to a job posting. Select your applicant (by adding or editing a record) and then select the job posting.

Activity (Required)

Applicant Job Postings (Required) Scenario: Both Sal Manilla and Holland Daise are applying for the Food Service Worker position. Make an appropriate entry for each applicant.

HIRE AN APPLICANT Applicant Tracking > Applicant Maintenance

When ready to hire an applicant, use the Hire Applicant command in Applicant Maintenance. Information for the applicant transfers to Employee Maintenance eliminating any double entry. This includes document attachments.

Activity (Required)

Hire an Applicant Scenario: After conducting an interview, Hal Apeno, principal at Capital City Elementary School, decides Sal is the best person to fill the Food Service Worker vacancy. Not only does he make excellent fried chicken, he also knows his way around a meatloaf.

Hire Sal Manilla to fill the vacant Food Service Worker (FSW) position.

EMPLOYEE EMPLOYMENT CRITERIA Applicant Tracking > Employee Employment Criteria

Like Applicant Employment Criteria, Employee Employment Criteria enables assigning employment criteria to current employees. Select the employee (by adding or editing a record) and select the criteria as applicable.

Activity (Required)

Add Employee Employment Criteria Scenario: Misty Bus, an employee in the district, has an interest in the Food Service

Worker position. Enter the following employee employment criteria for her:


FIELD NAME VALUE

Criteria Sanitation FSW

REPORTS TO REVIEW

REPORT DESCRIPTION

Employment Criteria Select this report to generate an Employment Criteria Report for employees, substitutes, or applicants.

Activity (Required)

Employment Criteria Report Reports > Employment Criteria

Run a report for all applicants and employees interested in the Food Service Worker position who meet the employment criteria Food Service Sanitation Training and Food Service Worker.

Applicant Tracking Report: This report displays a list of applicants using the report parameters and selected criteria.


SECTION ASSESSMENT

1. Can Applicant Tracking be used without creating job postings?

2. Are employee documents attached to applicants transferred to Employee Maintenance if an applicant is hired?

HUMAN RESOURCES 59 EMPLOYEE DATA

Employee Data EMPLOYEE TEMPLATES Payroll > Configuration > Employee Template

Employee templates enable assigning default deductions, leave plans, miscellaneous tracking items, supplemental pays, insurance classifications and groups to new employees. (Miscellaneous Tracking Items and Insurance Classifications are defined in Human Resources. If the district is not using the Human Resources module, leave them blank.) Assign templates to a group of employees, and records for employees attached to the template can be quickly updated.


COMMAND DESCRIPTION

Assign Selected Template to Employees

Select this command to assign an employee template to a group of employees.

Update Employees Linked to Selected Template

Select this command to update all employee records linked to a template after adding new items to the template.

Update All Linked Templates

Select this command to update all templates and employee records linked to the template to ensure all records update after making changes or adding items to templates.

This function applies to all templates and all employees who have a template. There is no cancel or warning to this function.

Section Topics

• Employee Templates

• User Defined Fields

• Employee Maintenance – Working with Single Employee

• Employee Wizard

• Employee Maintenance – Working with Multiple Employees

• Reports


TEMPLATES

Applying a template to an employee is an additive. It does not delete or change any existing employee deductions, leave plans, or miscellaneous tracking items, nor does it duplicate a record if it is already assigned to the employee.

If a template is assigned to an employee in Employee Maintenance while in Edit mode, run the Actions > Apply Template command to apply it.

Applying a template with an Insurance Class specified changes the employee record. If the Insurance Class is blank (not specified), it DOES NOT update the Insurance Class with a blank one.

The point of view to take when setting up templates is: Do you want to have to remember to add something or is it easier to have it added and then delete it? If more than 33% of the employees have a certain Deduction, Leave Plan, or Miscella- neous Tracking item, perhaps it should be on the template.

After applying a template, review the new items to make sure there is no additional setup required. Leave plans come over as active, but some deductions (such as Federal tax) are inactive until the setup is complete.

Activity (Required)

Add Employee Template Add the following template:

FIELD NAME VALUE

Template Name 12 Month Certified

Description 12 Month Certified Employees

Insurance Class Full-time Pre Tax

Deduction 1 Federal Tax Withholding

Deduction 2 FICA - Medicare

Deduction 3 FICA - Social Security

Deduction 4 Life Ins District PD 50K

Deduction 5 Dental Insurance 125

Deduction 6 Short Term Disability Ins


FIELD NAME VALUE

Deduction 7 Medical Insurance 125

Deduction 8 Vision Insurance 125

Deduction 9 IV Certified Retirement

Deduction 10 IV LTD Certified Retirement

Deduction 11 IV State Income Tax

Deduction 12 Unemployment

Deduction 13 Workers Comp HIGH

Deduction 14 Workers Comp TRIA

Leave Plan 1 Certified Personal Leave-Hrs

Leave Plan 2 Certified Sick Leave-Hrs

Miscellaneous Tracking 1 Background Check

Miscellaneous Tracking 2 Children in School District

Miscellaneous Tracking 3 Contract Signed and Returned

Miscellaneous Tracking 4 Fingerprinting

Miscellaneous Tracking 5 I9 Verification

Miscellaneous Tracking 6 Lives in District

Miscellaneous Tracking 7 New Hire Training


Activity (Required)

Assign Template to Employees When assigning a template, the template contents attach to the employee record. Verify information at the employee level to check for additional setup required before activation.

Select the Substitute Template.

From the Actions menu, select Assign Selected Template to Employees.

Reformat the grid to display Primary Job Title.

Filter the Primary Job Title column to display only those records with Tutor.

From the Actions menu, choose Select All.

Click OK.

Activity (Required)

Update Employees Linked to Selected Template Select the Substitute Template and apply it to all the employees with the Substitute Template. Only those employees with the Substitute Template display. Use the Select All command to update everyone or use the Select box to mark individual records to update.

USER DEFINED FIELDS Security > Workflow Configuration > User Defined Fields

If there is a need or want to track employee information not currently available in Infinite Visions, define custom fields in several programs, including:

• Employee Maintenance (up to 20 user defined fields)

• Employee Positions/Supplementals (up to 10 user defined fields)

The Copy Field Definitions command on the Actions menu enables making a copy of a user defined field to edit and change as necessary.

Activity (Required)

User Defined Fields Review the user defined fields for Employee Maintenance.

Edit Employee Maintenance - Military Code. (Note the Data Type - dropdown.)


Edit Employee Maintenance - Birthplace (City, ST, Country) (Note the Data Type - Text.)

Edit Employee Maintenance - Sexual Harassment Training. (Note the Data Type - Date.)

Add the following user defined fields:

TYPE SEQ. NAME DATA TYPE REQUIRED DISPLAY IN IVISIONS VALUES

Employee Maintenance 18 Favorite

Color Drop Down No Uncheck Red, Green, Blue, White, Black

Employee Maintenance 19 VISA

Expires Date No Uncheck

Any changes made to an Employee Maintenance user defined field copy to the next or prior fiscal year, as applicable.

EMPLOYEE MAINTENANCE - WORKING WITH A SINGLE EMPLOYEE Human Resources> Employees > Employee Maintenance

From the Employee Maintenance window add, edit, or view employee information. Using the filter criteria provided, filter and sort the information using many of the setup items created in Payroll > Configuration such as Employee Group, Category, and Status.

When working with a single employee, use the Actions menu as a quick way to view information for the selected individual.

Access to the Actions menu commands on this window has special security controls in Security > Workflow Configuration > Payroll User Roles since both HR and Payroll may need access to employee information.

Activity (Required)

Employee Maintenance for a Single Employee For this activity, we’ll use the school Superintendent, Peter Abbott, as our employee. Begin by performing the following tasks:

• Open Peter Abbott’s record and review his basic employee and demographic information.

• Click the magnifying glass and review some of his document attachments.


• Review the Actions commands on the Edit Employee Master window and perform tasks the following tasks:

• Run the command to Clear Picture.

• Run the command to Get Picture. Browse to C:\Infinite Visions\File Attachments\People Pics and select a new picture.

• Run the command to Print ID Card.

• Run the command for User Defined Fields and review his information. Change his favorite band from Styx to Guns and Roses.

• Run the Time Card Setup command to display the Time Card Employees grid. This command can only be run in Edit mode.

• Save any changes by clicking OK.

• With Peter Abbott highlighted in the grid, go through the following commands on the Employee Maintenance window and perform the tasks as required:

• Payroll Journal - Note his current pay check information.

• Employee Positions and Supplemental Pay – Note his current positions and supplemental pay type assignments.

• Employee Year to Date Accumulations – Note his accumulation totals. These are combined totals for all his positions and supplemental pays.

• Employee Deduction and Benefits – Note his current deduction and benefit assignments.

• Employee Leave Plans – Note his current leave plan assignments.

• Employee Certificates and Endorsements – Double-click his Administrator- Superintendent certificate and change the Expiration date to 1/1/2011.

• Employee Emergency Contacts – Add the following new Emergency Contact for his cousin Roger:

Roger Abbott P: (505) 344-1241 1608 Tree Stump Drive Carrot Patch, IV 95922 Comment: Cousin

• Employee Groups – Note the group(s) he is assigned to.

• Employee Dependents – Note his current dependent information.

• Employee Education – Double-click his Professional Development degree and add the following new course:


FIELD NAME VALUE

Course Turning Carrots into Profit

School Capital City Community College

Semester 1

Course Date 7/2/20xx

Course Credits 3

Course Hours 3

Recorded Date 08/14/20xx

Credit Type State

Course Cost

Comment

Add multiple courses/degrees can be selecting Actions > Import from Excel.

• Employee Languages – Note his current languages.

• Employee Miscellaneous Tracking – Note his current tracking information.

• Employee Contracts – Double-click his Certified Administrator contract. Note the contract information.

• Employee Evaluations –Note his current evaluations information.

• Employee Employment Criteria – Note his current criteria.

• Employee Documents – Note his current document attachments.

• Employee Contacts – Review any contacts recorded for Peter.

• Employee Forms – Select all forms available for printing. Select Actions > Print Forms. Review the information.

EMPLOYEE WIZARD Payroll > Configuration > Employee Setup Wizard

The Employee Setup Wizard globally defines the default Employee Maintenance processing order in both the Payroll and Human Resources module. Each user of the wizard can modify it to meet their specific needs.


Remember, a payroll user role controls the access to fields on the Employee Maintenance window. In the training data, user Omoney has full access to all fields; however, another user may have a different level of access.

When using the wizard, the system uses the menu item security for the related menu items:

• The system enables the wizard steps in Employee Maintenance the user has access to.

• If the user does not have access to a menu item, the item does not display.

The default processing order is as follows:

Employee Positions

Employee Deductions and Benefits

Employee Leave Plans

Employee Certificates and Endorsements

Emergency Contacts

Employee Dependents

Employee Education

Employee Languages

Employee Miscellaneous Tracking

Employee Contracts

Employee Evaluations

Employee Employment Criteria

Employee Forms

Employee Documents

Employee Groups

When working with the setup wizard in Employee Maintenance, changes to the processing order of the windows can be made. Each window displays a Process Order field. Change the order in which the setup windows display for your user ID in the following ways:

• If the field blank is blank, the window remains in the sequence as defined in Employee Setup Wizard.

• If zero (0) displays in the field, the system no longer displays the window.

• If the sequence number changes, the window displays in the new sequence.


Changes to the Wizard window order take effect the next time the setup wizard is used. The system uses the new window sequence based on your user ID only, so there is no need to worry about messing up the wizard for other people who are using the Wizard.

To add something back into the Wizard for your user ID, go to Employee Maintenance, choose the record to add to the wizard, and input the appropriate number in Process Order field.

Activity (Required)

Customize the Employee Wizard for a Specific User Navigate to Employee Maintenance. From the Employee dropdown, select

Peter Abbott and click Apply Selection.

Double-click Peter Abbott’s record. The Edit Employee Master window displays.

Mark the Process Employee Setup Wizard checkbox.

Click OK.

While going through wizard, change the Process Order number in each of the windows. Set up the Wizard so windows display in the following order:

EMPLOYEE WINDOW PROCESS ORDER

Employee Positions and Supplemental Pay 1

Employee Deductions and Benefits 0

Employee Leave Plans 0

Employee Certifications and Endorsements 2

Employee Contracts 3

Employee Education 0

Employee Languages 4

Employee Emergency Contacts 5

Employee Dependents 6

Employee Miscellaneous Tracking 7


EMPLOYEE WINDOW PROCESS ORDER

Employee Employment Criteria 8

Employee Evaluations 9

Employee Forms 10

Employee Documents 11

Employee Groups 12

Click OK to save the process order on each window.

When you complete the last window, open Peter Abbott’s record again and start the wizard. The windows display in the custom sequence order.

EMPLOYEE MAINTENANCE – WORKING WITH MULTIPLE EMPLOYEES Employees > Employee Maintenance

Let’s learn how to update information for multiple employees. We’ll start by adding 3 new employees.

When adding or editing employee information, the following fields are required:

• First Name • Last Name • Social Security Number • Gender • Marital Status • Primary Job Title • Status • Employee Category • Check Location

If there are any user defined fields specifically for Employee Maintenance, some of the fields may be required, depending on how they are set up. The Employee Maintenance user defined fields are accessible from the Actions menu.

In addition to the required fields, complete as much information on the employee record as possible, as many other items in the system are driven by information found on the employee record. For example, an employee without a Hire Date may not accurately accrue leave as accrual rates often calculate using the date of hire.


EMPLOYEE MAINTENANCE

The New Hire column in the grid displays Yes if an employee has been added through the Human Resources module. To change the field to No, edit the employee record in Payroll > Employee Maintenance. If an employee is added by Payroll, this column automatically displays No.

The Current FTE column in the grid displays the total FTE of all positions whose Start Date is less than or equal to the system date and whose End Date is greater than or equal to the system date.

If using iVisions Web Portal and an existing employee portal username is updated in the current year, the system also updates the prior fiscal year and next fiscal year connection groups if they exist, Any updates are written to the change log.

If using the IVisions Web Portal and a new employee is added, upon saving the record the system displays a message asking to create the iVisions User. Click Yes to display the form. If No, the grid displays. At this time, create the iVisions User(s) by highlighting the employee records in the grid and from the Actions menu, selecting Create iVisions User from Selected Employees. The command is available only if the option in Security > Workflow Configuration > Portal Default Settings is marked and the user has a Payroll User Role assigned with a the Portal User field set at Full Access and the Allow Create iVisions User in Employee Maintenance is marked.

If using the iVisions Web Portal, email selected users their portal credentials by selecting Email Portal Credentials to Highlighted Employees from the Actions menu. Email is sent to address defined as Preferred Email. Users must be assigned a Payroll User Role with the applicable options selected to have access to the command.

If using a FAX server, the email address must contain at least 10 numeric characters followed by .local extension.

The ACA Information tab is used for entering required data (Effective Date, Offering Group, Offer/Reason Code, Section 498H Code and Lowest Cost) for ACA Reporting.

The ACA Dependent Coverage tab is used for adding dependents covered by an ACA qualified deduction and entering the coverage start and end dates required for ACA Reporting. Dependents can also be added in Human Resources > Employee Demographics > Employee Dependents.


Activity (Required)

Add Employees Employee #1

GENERAL INFORMATION Name Hedda Lettuce SSN 658-21-6929 State ID IV12345 Address 4215 N. Schwinn Blvd.

Carefree, IV 12341 Primary Job Title Teacher Primary Worksite Capital City Elementary Issue Payroll Check? Check Substitute? Uncheck Archive No Status Active Employee Category Certified Gender Female Marital Status Single Email Direct Deposit Receipt Check Work Email [email protected] Personal Email Preferred Email Enter Reimbursement Requests Uncheck Export to SIS Uncheck Print W2/ACA Uncheck Check Location Capital City Elementary Template Teacher

DEMOGRAPHICS Birth Date 12/01/1958 Hire Date 9/21/20xx Race Native Hawaiian | Pacific Islander Ethnicity Not Hispanic or Latino EEOC Classification

ACTIONS - USER DEFINED FIELDS Citizenship/Visa Code B-2 Favorite Band The Pixies Parking Tag No. 15762



GENERAL INFORMATION Name Les Izmore SSN 908-22-6696 State ID IV11222 Address 4215 Palace Heights Blvd

Carefree, IV 12341 Primary Job Title Substitute Certified Primary Worksite Substitute Services Issue Payroll Check? Check Archive? No Status Active Employee Category Substitute Gender Male Marital Status Married Email Direct Deposit Receipt Uncheck Work Email [email protected] Personal Email Preferred Email Enter Reimbursement Requests Uncheck Export to SIS Uncheck Print W2/ACA Uncheck Check Location Business Services Template Substitute

DATES/DEMOGRAPHICS Birth Date 01/24/1974 Hire Date 10/26/20xx Race White Ethnicity Not Hispanic or Latino EEOC Classification

ACTIONS - USER DEFINED FIELDS Citizenship/Visa Code G-1 Favorite Band White Stripes Parking Tag No. 15673



Employee #3

GENERAL INFORMATION Name Ann Tique SSN 432-92-1896 State ID IV21012 Address 5330 N. Pointha Way

Coffee Pot, IV 12343 Primary Job Title Bus Driver Primary Worksite Off Campus Issue Payroll Check? Check Substitute? Uncheck Archive No Status Active Employee Category Classified Gender Female Marital Status Married Email Direct Deposit Receipt Check Work Email [email protected] Personal Email

Preferred Email

Enter Reimbursement Requests Uncheck Export to SIS Uncheck Print W2/ACA Uncheck Check Location Transportation Template Other

DEMOGRAPHICS Birth Date 04/23/1980 Hire Date 10/03/20xx Race Hispanic Ethnicity Hispanic or Latino EEOC Classification

ACTIONS - USER DEFINED FIELDS Citizenship/Visa Code Citizen Favorite Band Waylon Jennings Parking Tag No. 15674



EMPLOYEE POSITIONS AND PAY Employees > Employee Positions and Pay

The Employee Positions and Pay window provides 1 central location for working with all positions and supplemental pay type records. Access to the fields on this window is controlled by Payroll User Roles, giving PR/HR users flexibility in managing the various duties performed by each department. In addition to creating, funding, and assigning positions, you’ll also be able to assign contract types, track state required information, and work with user defined fields, all in this 1 window. Nice!

In the training data, user Omoney has full access to all fields and actions in Employee Positions and Pay. Your level of access may vary.

Add Positions or Supplemental Pay Types Follow this checklist when adding a new Position or Supplemental Pay type. Remember, the assumption here is Position Control is already setup for the positions.

Positions can also be created from the Position Control window using the Create Positions command.

STEP DESCRIPTION ADDITIONAL NOTES OR SPECIAL INSTRUCTIONS

1 Click the Add button. 2 Select an employee from the

dropdown. Archived employees do not display. Optionally, leave this field blank if creating a vacant position.

3 Select a description from the dropdown.

Optionally, skip this field for now and key in a value after selecting the Position Type.

4 Enter a unique Control Code Field auto completes if the Auto Assign Control Code checkbox is marked in Payroll> Configuration > Payroll Default settings.

5 Enter FTE Usually not required for supplemental pay type records.

6 Complete the Information tab as applicable.

Use the Set Salary Schedule Projection command to select next years position amount from a schedule.

7 Complete the Pay tab as applicable

Use the Set Salary Schedule command to select this years position amount from a schedule.


8 Review information on the Distribution tab.

Mark the Generate Pay Journal checkbox to have the system create pay journal records when the record is saved. Access to this option is controlled by the user’s Payroll User Role which is defined and assigned in the Security > Workflow Configuration.

9 Complete State Data as applicable

10 Complete User Defined Fields as applicable.

Activity (Required)

Add an Employee Position Scenario: In this first exercise, create an employee position for 1 of the new employees.

Click Add on the tool bar. The Add Position window displays.

Enter the following information:

EMPLOYEE SELECTION

Employee ID (System Assigned)

Name Hedda Lettuce

SSN (From EE Maintenance)

Description Teacher Grade 3

Control Code I-200-10152

FTE 1.000

INFORMATION TAB (ALT + I)

Pay Type Position

DAC Capital City Elementary School

Position Type Teacher

Position Category Certified


State Code 207 - Elementary Classroom

Cert/Class Auto populated from State Code. Budget $48,500.00

Prior Year $0.00

Projection Certified [Step 8] [BA+30]

Department K-8 Certified

Supervisor Apeno, Hal

Evaluation Group

Status Open

Approval Template CCES

Rank Primary

Contract Teacher Contract

Excluded from Insurance Calculation? No

Exclude from Transparency Reporting No

One Time Pay No

Leave Factor 1.000

Leave Plan

Zero Pay Uncheck

Exclude from EEOC-4 Report Uncheck

Exclude from PARs Uncheck

Position Budget Template Certified

Comments

PAY TAB (ALT + P)

Pay Basis Salary

Pay Method Work Agreement


Amount ($48,500 from Salary Schedule)

Hrs/Day 8.00

Daily Rate (calculated)

Subtract from Position Distribution

$0.00

Salary Schedule

Actions - Set Salary Schedule Certified: [Step 8] [BA+30]

Work Calendar 180 Day Teach 21 Pay Lump Bal

Start Date 10/11/20xx

End Date 5/17/20xx

Start Period 8

End Period 24

FUNDING Active 001.10.200.5130 100% $38,261.11 Teacher

DISTRIBUTION TAB (ALT +D)

Generate Pay Journal Yes

UDFS TAB (ALT+ E)

Bargaining Grp Certified

Try the following things on this position and see if you can answer the questions:

• Change FTE to “.5000” and watch what happens to the Position Amount, Hourly Rate, and Daily Rate. Why did this happen?

• Change the Hours per Day to “3.75” and check Position Amount, Hourly Rate, and Daily Rate. What changed this time? Why?


• Choose the Distribution tab. Look at the pay distribution for the entire year. Why is the position paid so much more money on the final pay period?


Click OK.

Assign Positions Assign existing vacant and/or supplemental pay positions to employees in the following ways:

• Assigning a Single Employee - If working with a single employee in Employee Maintenance, use the Employee Positions and Supplemental Pay command to quickly get to a window where there are additional commands to assign positions. This window can also be used while running the Employee Wizard for new employees.

• Assign Multiple Employees – If assigning multiple records, go to PR/HR > Employees > Employee Positions and Pay. Assign employees to vacant positions by editing a record and selecting an employee from the dropdown.

Activity (Required)

Assign an Employee to a Vacant Position Scenario: Let’s assign 1 of our new employees to a vacant position in Infinite Visions. You’ll notice there’s a lot less entry to do when the vacancy already exists.

From the Control Code Filter Criteria dropdown, select #C-300-10129.

Click Apply Selection. Verify the right position is selected in the grid.

Double-click the position. The Edit Employee Position and Pay window displays.

To assign the position, from the Employee dropdown, select Ann Tique.

Update the information as follows:

EMPLOYEE SELECTION

Employee ID (System Assigned) Name Ann Tique

SSN (From EE Maintenance)

Description Bus Driver Control Code C-300-10129 FTE 1.000 Pay Type Position DAC Transportation


INFORMATION TAB (ALT + I)

Position Type Bus Driver Position Category Classified State Code 012 Cert/Class Classified Budget $0.00 Prior Year $0.00 Department Transportation Supervisor Floors, Dusty Evaluation Group Status Open Approval Template Transportation Rank Primary

Contract Re-Employment Notice

Excluded from Insurance Calculations? Uncheck

One Time Pay Uncheck Leave Factor 1.000 Leave Plan Zero Pay Uncheck Exclude from EEOC-4 Report Uncheck Exclude from PARs Uncheck Exclude from Transparency Reporting Uncheck

Position Budget Template Classified Comments

PAY TAB (ALT + P)

Pay Basis Hourly

Pay Method Timecard

Amount (From Salary Schedule)

Hrs/Day 6.00

Daily Rate (Calculated)

Subtract from position distribution

$0.00

Salary Schedule Classified Hrly: Bus Driver I

Work Calendar 261 Day Actual

Start Date 10/09/20xx

End Date 6/28/20xx

Start Period 8


End Period 27

FUNDING Active 001.70.100.5210 100% $9,690.00 Bus Driver

DISTRIBUTION TAB (ALT + D)

Generate Pay Journal Yes

UDFS TAB (ALT + E)

Bargaining Group Classified

Try the following things on this position and see if you can answer the subsequent questions:

• Change the Hours Per Day to “4.0” and watch what happens to the Position Amount and Daily Rate. Why did this happen?

• Change the Start Period to #9 and watch what happens to the Position Amount field. Why did nothing change?

• Change the Start Date to “11/14/20xx” and watch what happens to the Position Amount. Why did the amount change this time? How is this employee position different from the position added earlier?

Click OK.

Vacate a Position There are a few ways to vacate an employee from a position or supplemental pay. Let’s look at each option.

• Option #1: The employee has not been paid. If the employee has not been paid, open the record in edit mode and remove the employee’s name from the dropdown. This effectively changes the status of the position from filled to vacant.

• Option #2: The employee has been paid. If the employee has been paid in the record to vacate, the Name field is grayed out. This is because the control code on the record can be used to track historical information about the record for many years. Use the Actions > Create Vacancy command, which essentially copies the position (using the same control code). Now assign a new employee to the position. The position status on the old position is closed, and the status for the new vacancy is open. No changes to position control settings are required as closed positions do not count against the budgeted FTEs. The person leaving can still be paid with the position status being closed.

• Option #3: Vacate multiple unpaid positions/supplementals. If there are several positions or supplementals with no pay accumulations, highlight all records in the grid to vacate and select Actions > Create Vacancy.


Activity (Required)

Use the Create Vacancy Command Scenario: Adam Baum is a Para-Professional at the Visions High School. He’s also an avid player of the lottery. Seems his luck has finally changed as he just hit the Powerball jackpot for $350 million! As much as he likes being a para-pro, he has made the tough decision to retire early, so he can enjoy his new-found wealth. His last day of work is 10/10/20xx. Current employee, Lina Credit, fills the vacancy for the remainder of the year at the same rate of pay.

First, let’s end the old position for Adam Baum and create the vacancy.

From the Employee dropdown, select Adam Baum. His positions display in the grid.

Double-click his Para Professional position to edit.

Choose the Pay tab. Change the Position End Date to reflect his last day of work “10/10/20xx”.

From the End dropdown, select #8.

Click Calculate Amount.

Review the Distribution tab. Note the final pay amount for period #8.

Click OK to save the changes. The Change Log displays.

In the Reason field, type “EE Retired”.

From the Actions menu, select Create Vacancy. Infinite Visions creates the new position. The old position status updates to display closed.

Now let’s Edit the new open position for control code #C-200-10094.

From the Name dropdown, select Lina Credit.

Choose the Pay tab. Change the Start Date to “10/11/20xx”.

Change the End Date to “5/20/20xx”.

From the Start dropdown, select #8.

From the End dropdown, select #24.

Click Calculate Amount.

Choose the Distribution tab. Note the pay distribution and mark the Generate Journal Records checkbox.

Click OK to save the changes.


Do not use the Create Vacancy command with a supplemental pay type position because they are not subject to position control.

Import from Excel Use this utility to import information from an Excel spreadsheet to create new positions or supplemental pays. The 2 file formats for importing position information are - Basic and Advanced.

With either format, the process locks menu items frequently used by Payroll and Human Resources until the import is complete. Depending on the number of records in the spreadsheet, the process could take a significant amount of time to complete. For this reason, Tyler suggests running this process before or after hours.

The process begins by opening an existing position, supplemental, or supplemental template. New records use the position as a template. Blank fields in the imported spreadsheet populate using the values from the selected template.

When you import an Excel spreadsheet in either format using a position, or supplemental pay as your basis, the deduction/leave control settings on the new records mirror those of the open record.

If the records being imported are to have specific deductions or leave plans active (or inactive), Tyler suggests processing the import against a Supplemental-Template. This Pay Type is unique, once it is open in Edit mode, select Actions > Deduction/Leave Control. Every deduction and leave plan available display. Mark the checkbox for each deduction/leave plan are active (or not active) for the positions before running the Import from Excel command.

Activity (Required)

Import Supplemental Pays using the Basic format: Use only a Supplemental pay or supplemental-template pay type for Basic format imports from Excel. To create primary positions, use the Advanced format.

From the Employee Positions and Pay grid, double-click a supplemental pay, or supplemental-template record. The Edit Position and Pay record window displays.

From the Actions menu, select Import from Excel. A message displays stating this process locks fields in HR and Payroll.

Click Yes, to proceed, or No to Cancel.


A message displays asking if a single, split-funded position is to be created for records where the Employee, Description, Position Type, Pay Type, Pay Basis and DAC are the same. Click Yes, or No as appropriate.

Browse to the Excel spreadsheet and click Open.

If there are any errors in the spreadsheet, an Import from Excel Errors report displays. Print the report and then close the report viewer.

A message displays asking whether to import the records anyway. Click Yes, to continue, click No, to cancel the import. Fix the errors and import again.

If there are no errors in the spreadsheet, the system begins the import process and displays a progress bar.

If the user has rights to Generate Pay Journal records (Payroll User Role), they have the option to click OK to generate the pay journals for the records. If the user does not have rights, the records import with an Assignment Status of Assigned by HR. Manually generate pay journals.

Activity (Optional)

Import Positions using the Advanced format: The Advanced spreadsheet import creates new positions or supplemental pays. The Advance format import is generally for use during initial implementation of the software with assistance from your Infinite Visions implementation specialist.

When creating positions, if Position Control is set to check Budgeted FTEs, a report displays a list of any positions exceeding the Budgeted FTE, but does not prevent creating additional positions.

From the Employee Positions and Pay grid, double-click a position, supplemental pay, or supplemental-template record. The Edit Employee Positions and Pay window displays.

From the Actions menu, select Import from Excel. A message displays stating this process locks fields in HR and Payroll.

Click Yes, to proceed or No to cancel.

A message displays asking whether to create a single, split-funded position for records where the Employee, Description, Position Type, Pay Type, Pay Basis and DAC are the same. Click Yes, or No as appropriate.

Browse to the Excel spreadsheet, highlight and click Open.

If there are any errors in the spreadsheet, an Import from Excel Errors report displays. Print the report, and then close the report viewer.


A message displays asking whether to import the records. Click Yes to continue, click No, to cancel the import. Fix the errors and import again.

If there are no errors in the spreadsheet, or choose to continue importing with the errors, the system begins the import process and displays a progress bar.

If the user has rights to Generate Pay Journal records (Payroll User Role), they have the option to click OK to generate the pay journals for the records. If the user does not have rights, the records import with an Assignment Status of Assigned. Manually generate pay journals.

Scenario:

A group of teachers at the district are now eligible to receive a one-time supplemental pay for Longevity and a Performance Pay bonus.

A spreadsheet already exists, using information from the Employee Position window. The spreadsheet must be in the following format:

In the following activity, we’ll open an existing supplemental record for the Capital City Elementary School DAC and use it as an import template for the records in the spreadsheet.

Activity (Required)

Import from Excel using basic format From the Employee Positions and Pay window, filter for all supplemental

pay type records at the Capital City Elementary School DAC and click Apply Selection.

Open 1 of the PROP 11, 12, or 13 records. (vacant or filled)

From the Actions menu, select Import from Excel.

Browse to C:\Infinite Visions\File Attachments and double click the Supple- mental Pay Import.xls file.


The records import and a message regarding generating pay records for the new supplementals displays. Click OK to proceed.

Once the import is complete, review the records. The records took on the same properties of the open PROP supplemental position.

IMPORT FROM EXCEL

When running the Import from Excel utility, it causes certain windows in PR/HR to be locked. If the spreadsheet has a large number of records, Tyler suggests running the utility before or after hours as it may take awhile to finish the import.

The employee’s Social Security Number must be in the spreadsheet. Before exporting information to create the file, verify the SSN masking is turned off.

Make sure the fields are in the proper order, and numeric value fields have a format category of General. Refer to the Help system for the exact file layout.

If Import from Excel is selected, the following prompt displays: For records where the employee, description, position type, and DAC are the same, do you want to create a single splitfunded position? If you select yes, the system combines the records and creates a single position with split-funding using the account codes from each record. For the records to import properly, use the new import file format. Refer to the Help system for more information.

If you don’t want to use an existing record as the template, create a dedicated position and supplemental pay record to use anytime it is necessary to import records from Excel. Simply modify the fields before importing the spreadsheet.

Copy Record Select this command to make duplicate copies of positions or supplemental pays. When running Copy Record, a prompt displays to input the number of copies.

Copy Record and Assign to Employee(s) Use this Copy Record and Assign to Employee(s) to copy a position or supplemental record and assign it to 1 or more employees. The new record does not generate so someone with appropriate authority needs to edit the record(s) and generate the payroll journal before the employee can be paid.


COPY RECORD COMMAND

Do not use this command in the new hire, termination, or transfer process. Use the Create Vacancy command to maintain position history.

The Copy Record command is available to user who have access via their Payroll User Role.

The copied position/supplemental has a Control Code of 0 if assigning your own codes. If auto-assigning codes, the position gets the next available sequence of numbers.

The copy record commands are not available if the grid view displays funding detail. If using the Check Budget Utility in Position Control, the system checks for available FTEs. An error message displays if there are no available FTEs for the position type.

Manage Documents Attach documents to position records in the Position Inventory window by selecting Actions > Manage Documents.

Transfer Employee to a New Position This utility enables quickly transferring an employee from 1 position to another. It is assumed a vacant, open funded position is available. From the Actions menu, select Create Vacancy. This creates a vacancy from the old position using the same control code and closes the old position as it transfers the person to the new position.

Using the dates specified, the following occurs:

• In the old position: The End Date fills in and, End Period changes based on the end date and recalculates the end payday. The contract days recalculate, and if the position is dependent on a ratio of days to make the position amount, the amount recalculates.

• In the new position: The Start Date and Start Pay Period fields fill in, and number of start pay days recalculates. The contract days recalculate and, if the position is dependent on a ratio of days to make the position amount, the position amount recalculates.

Activity (Required)

Transfer Employee to New Position Click Apply Selection to populate the Employee Positions and Pay grid.

Highlight Claire Asday’s Teacher-SPEDMMR position. She is transferring from the Infinite Middle School to the Visions High School.


From the Actions menu, select Transfer Employee to a New Position.

FIELD NAME VALUE

Current Position Ends 10/10/20XX

New Position Starts 10/11/20xx

Create Vacancy Yes

Maintain Salary Schedule Assignment Yes

Maintain Evaluation Group No

Maintain Contract Yes

Maintain Salary Budget Yes

Click OK. A list of vacant positions displays.

Choose I-200-10128 and click OK. The employee’s current position displays with the information regarding the end date from the dialog box. To keep the pay distribution the same on the new position, in the Subtract from Position Distribution field, type “$2530” (amount is balance of contract for 38 days in this position.

The new position displays. To keep the pay distribution the same on the new position, in the Subtract from Position Distribution field, type “($2530)” (amount is balance of contract from previous position.

TRANSFER EMPLOYEE TO NEW POSITION COMMAND

The Transfer Employee to a New Position command can be used for positions tied to a Regular Salary Schedule or Min-Max Salary Schedule.

If the old position had a salary schedule link, the link is brought forward to the new position if Maintain Employee Salary Schedule Assignment is selected.

Selecting the Create Vacancy command creates a vacancy off the old position (using the same control code number), and then close the old position as it transfers the person to the new position.


ASSIGN DEDUCTIONS TO EMPLOYEES Employees > Employee Deductions and Benefits

Use this window to add, edit, and view employee deductions and benefits for a group of employees.


COMMAND DESCRIPTION

Pre-note Direct Deposit For Direct Deposit deductions, select this command to mark the Prenote checkbox for the deductions in the grid.

Activate Direct Deposit Select this command to activate a prenote deduction.

Reset Starting Period

Select this command to reset the start period number on employee deductions. This utility is primarily run after Fiscal Year Rollover. For more information, refer to the Fiscal Year End Rollover documentation.

Assign selected deduction to selected employees

Select this command to assign the current deduction to specific employees.

Replace deduction amounts for highlighted deductions

Based on Payroll User Role, this command is available only if the Allow Mass EE Deduction Update checkbox is enabled in Security > Workflow Configuration > Payroll User Roles > Emp Pay Security tab. If benefits are managed through iVisions and don’t have deduction/benefit lines, use this utility to replace deduction amounts on selected deduction records. The following fields can be replaced: Employee Amount (+ Percent), Employer Amount (+ Percent), Employee Maximum and Employer Maximum.

Apply formula for highlighted deductions

Based on Payroll User Role, this command is available only if the Allow Mas EE Deduction Update checkbox is marked in Security > Workflow Configuration > Payroll User Roles > Emp Pay Security tab. If your benefits are managed through iVisions and do not have deduction/benefit lines, use this utility to apply a formula to selected deductions. This utility applies the formula to the Employee Amount and Maximum and Employer Amount and Maximum.


From the Shortcuts menu, the following command is available:

COMMAND DESCRIPTION

Update Deductions from Excel

Select this command to mass update/assign employee deductions from an Excel spread sheet. For more information, refer to the Help system. This command generates a record on the Change Log tab of the employee deduction record.

The easiest way to assign deductions/benefits to a group of employees is by using an employee template. There are times when it is necessary to mass assign a deduction or benefit not on an employee. If this case, use the Assign Selected Deduction to Selected Employees command.

Activity (Required)

Assign Selected Deduction to Selected Employees In this exercise, we’ll assign an insurance benefit to the 3 new employees.

From the Deduction dropdown, select Dental Insurance 125.

From the Actions menu, select Assign Selected Deduction to Selected Employees. The Select Employees window displays.

Select the new employees; Hedda Lettuce, Les Izmore, and Ann Tique and click OK. The employees now have the deduction.

Open all 3 employees in edit mode, using the following information, complete the setup for each employee:

Hedda Lettuce

FIELD NAME VALUE

Deduction Dental Insurance 125

Active Yes

Reference

Start Period 1

Deduction Line Waived Coverage


Les Izmore

FIELD NAME VALUE


Active Yes

Reference

Start Period 1

Deduction Line 26 Pay – EE + Family

Ann Tique

FIELD NAME VALUE


Active Yes

Reference

Start Period 1

Deduction Line 26 Pay – EE + Family

While adding or editing a deduction assignment, the following commands are available from the Actions menu:

COMMAND DESCRIPTION

Setup

If the deduction requires additional setup, the Setup command is available from the Actions menu. For example, for the master deduction Direct Deposit, routing and account number display.

Set Salary Schedule Select this command if for use with some state requirements. The command is available as applicable.

Clear Salary Schedule Select this command if for use with some state requirements. The command is available as applicable.

Employee Positions

In Edit mode, select this command to go directly from the deduction to the pays the deduction controls. Edit the pay record and review the deduction to make sure the calculation is correct.


COMMAND DESCRIPTION

Select All Funds This command is available from the Funding Control tab. Use this command to mark all funds if the deduction applies to the funding record.

Deselect All Funds This command is available from the Funding Control tab. Use this command to clear all funds currently selected.

Deduction Adjustments

In Edit mode, select this command to adjust deduction journal records. Refer to the Help system for additional information.

The Deduction Adjustments command is covered in the Payroll Processing guide. For employee ACA Qualified deductions, 2 additional tabs (ACA Information and ACA Dependent Coverage) display if the user is assigned a Payroll User Role with the ACA Employee & Dependent Tabs field in Security > Workflow Configuration > Payroll User Roles > Misc tab set to View Only or Full Access (allows editing).

Employee Certificates and Endorsements Employees > Employee Certificates and Endorsements

Use this window to track certificate and endorsement information for your employees.

Activity (Required)

Add Certificate and Endorsement In this exercise, we’ll add the following certificates and endorsements for our 3 new employees:

Hedda Lettuce

FIELD NAME VALUE

Certificate Teaching – Elementary

Level Code

Issue Date 5/29/20xx

Exp. Date 5/29/20xx

Date Rec 7/3/20xx

Comments Must renew every year


FIELD NAME VALUE

Cert # 23785326

Cert Issuer Dept. of Education

Verified? Yes

Archived No

Initial? No

Grace Period End Date 6/28/20xx

Endorsements Early Childhood

Les Izmore

FIELD NAME VALUE

Certificate Teaching – Substitute

Level Code


Exp. Date 6/15/20xx

Date Rec 8/1/20xx


Cert # 57275782


Verified? Yes

Archived No

Initial? No


Endorsements Reading


Ann Tique

FIELD NAME VALUE

Certificate Teaching – Secondary

Level Code


Exp. Date 2/15/20xx

Date Rec 7/30/20xx


Cert # 6519742


Verified? Yes

Archived No

Initial? No


Endorsements Art

EMPLOYEE EMERGENCY CONTACTS

Employees > Employee Emergency Contacts

Use this window to track Emergency Contact Information.

Activity (Required)

Edit Emergency Contact Information To edit an existing Emergency Contact, simply double-click the record. For this activity, edit Peter Abbott.

Edit contact Bunny Abbott.

Change the Address to “789 Hole in the Ground Rd”.

Add a new contact using the following information:


FIELD NAME VALUE

First Name Candi

Last name Abbott

Primary Phone 344-456-4567

Alt Phone

Address 23 Chocolate Avenue

Zip 12341

Comments Sister

Activity (Required)

Add Emergency Contact Information For this activity, add the following Emergency Contacts for the 3 new employees:

Hedda Lettuce

FIELD NAME VALUE

Name Will U. Lettuce

Primary Phone (505) 288-6777

Alt Phone

Address 8556 Iceberg Lane Capital City, IV 12347

Comments

Les Izmore

FIELD NAME VALUE

Name Tom S. Izmore


Alt Phone

Address 19 S. Bygone Drive BumbleBee, IV 12340

Comments


Ann Tique

FIELD NAME VALUE

Name Fantas Tique


Alt Phone

Address 5100 Oak Rd. Why, IV 12344

Comments Husband

EMPLOYEE FORMS Employees > Employee Forms

When selecting multiple employees, a form generates using data specific for each employee data (e.g., W-4 form, I-9). Forms without employee-specific information print 1 copy.

The W-4 and I-9 forms display as fillable PDF’S (using Adobe PDF Reader) rather than in the report viewer. Employee information is preloaded into the form.

Tyler Content Manager (TCM) Users Only: If the system detects an error when saving a user defined form or attachment, a message displays stating the form was not saved.

Activity (Required)

Print Employee Forms Print Preview the following forms for the 3 new employees.

• Employee W-4 Form

• Drug Free Workplace

EMPLOYEE DOCUMENTS Employees > Employee Documents

Easily attach documents like a resume or certificate to an employee's record. Once the document is linked to the employee, review, edit, or delete the document as necessary.


From the Edit Employee Documents window, the following command is available from the Actions menu:

COMMAND DESCRIPTION

Import Selected Documents

Select this command to choose which employee documents from a third-party web interface to import into Infinite Visions. Access the documents by clicking the magnifying glass icon on the employee page. The Linked Documents window displays. Double-click the record to view/edit.

Activity (Required)

Review Document Attachments Select Peter Abbott and click Apply Selection.

Double-click his finger printing attachment.

From the Actions menu, select Edit/View Attachment.

Review the attachment, then close out.

Activity (Required)

Attach and Edit Employee Documents In this exercise, we’ll attach a document to 1 of our new employees and review an attachment for an existing employee.

Click Add New Record on the tool bar and select Hedda Lettuce.

From the Document Type dropdown, select Job Description.

From the Actions menu, select Get Attachment.

Browse to C:\Infinite Visions\File Attachments\ Docs for Attachments.

Find the file called Job Description – Teacher and double-click it.

From the Actions menu, select Edit/View Attachment.

Review the attachment.

Close the attachment and return to the Employee Document grid.

EMPLOYEE CONTACT MANAGEMENT Employees > Employee Contact Management

Employee Contact Management provide a way to track employee correspondence for Payroll and HR related items.


There are different ways to add an Employee Contact. Depending on whether working with a single employee or mass assigning a contact:

• Employees > Employee Contact Management. This is a good place to add a contact to a single employee, create listing reports, or to check the status for any contacts with a past follow-up date.

• Employees > Employee Maintenance > Actions > Employee Contacts. This is a good place to review contacts or run a contacts report for a single employee.

• Employees > Employee Maintenance > Actions > Mass Assign Contact to Highlighted Employees. This command allows assigning a contact to a large group of employees.

Let’s look at the first option in a little more detail. From Employees > Employee Contact Management, the following commands are available from the Actions menu:

COMMAND DESCRIPTION

Show Unlocked Follow-ups Due Today

Select this command to select a contact analyst and filter for any follow-ups due today.

Show Unlocked Past Due Follow-ups

Select this command to select a Contact Analyst and filter for any past due follow-ups.

Show unlocked Due/Past Due Follow-ups

Select a contact analyst and filter for any follow-ups due today or past due.

Manage Documents Select this command to view a list of contact document attachments. Also add/remove document attachments.

Unlock Contacts Select this command to unlock any previously unlocked contacts or sub-contacts.

Archive Contacts

Select this command to archive the selected records in the Employee Contacts grid. This automatically marks the Archived checkbox in the Add/Edit Employee Contact window.

Employee Contacts Report Select this command to specify report parameters. This report is also available in Human Resources > Reports > Employee Contacts.

Activity (Required)

Add a Contact to a Single Employee From the Employee Contacts grid, click Add on the tool bar.

Double-click Dee Vine and enter the following information:


CONTACT

Contact Type Employee Termination

Contact Analyst Dhafta

Follow up Date 11/30/20xx

Contact Dee called to say she just got offered a job in Cirque Du Solei. Her last day is 11/29/20xx.

Archived No

Locked No

Right-click in the Employee Sub-Contacts grid and add the following:

SUB CONTACT #1

Contact Type Follow-up Contact Analyst AMay Follow up Date 11/30/20xx Locked No

Contact

Update the following information in EE Maintenance: EE Status = Inactive Term Date = 11/29/20xx Term Code = 10-Resigned

SUB CONTACT #2

Contact Type Follow-up Contact Analyst Dhafta Follow up Date 11/15/20xx Locked No

Contact

Change Dee Vines Positions and Supplementals to end as of 11/29/20xx. Calculate Final Payout

SUB CONTACT #3

Contact Type Follow-up Contact Analyst Pester Follow up Date 11/30/20xx Locked No

Contact Inactivate Dee Vine’s email accounts and web portal log in.



Click OK to save the sub contacts and click OK again to save the Contact.

A message displays stating the Contacts and Sub Contacts were added. Click OK.

Activity (Required)

Mass Assigning an Employee Contact Employees > Employee Maintenance

From the Employee Maintenance window, filter for all employees with a status of Active and an employee category of Certified.

Highlight all records in the grid using the shift key on the keyboard.

From the Actions menu, select Mass Assign Contact to Highlighted Employees.

Enter the following contact:

CONTACT

Contact Type Certificates

Contact Analyst Omoney

Follow up Date 11/21/20xx

Contact

I sent an email to all certified employees asking them to bring a copy of their certificate(s) into the HR specialist, A May by 11/20/xx.

Archived No

Locked No

SUB CONTACT #1

Contact Type Follow-up Contact Analyst AMay Follow up Date 11/15/20xx Locked No

Contact

Follow up on all certified employees who have not brought in their certificate(s). Remind them they have until 11/20/20xx to get it done.



Click OK to save the sub contacts.

Click OK to save the Contact.

A message displays stating the Contacts and Sub Contacts were added. Click OK.

EMPLOYEE CONTACTS

The Employee Contacts utilities are only available to users who are part of a DAC with the PR/HR Site attribute.

IVEE does not adhere to the View Only Access assigned to the User Role in Administration for Employee Contacts. If the user is associated with a PR/HR DAC Site, the user has Full Access to Employee Contacts unless the User Role has the menu item set to No Access.

If selected Contact Type is FMLA or OSHA, additional tabs (FMLA Detail, FMLA UDF, OSHA Trkg Detail, OSHA UDF display in the Add/Edit Contact Type window. Choose each tab and enter information as applicable. Define up to 10 User Defined Fields (Security > Workflow Configuration > User Defined Fields) for the FMLA and OSHA UDF tabs. Contact Type is a required field.

If Contact Type is COBRA Tracking, additional tabs (COBRA Detail and COBRA UDF) display in the Add/Edit Contact Type window. For COBRA reporting purposes, the information on the COBRA Detail tab (Hire Date, Rehire Date, Benefits Eligibility Start Date, Qualifying Event Type, Termination Date, and Benefits Eligibility End Date) must be completed. The COBRA UDF tab is information only. Define up to 10 User Defined Fields (Security > Workflow Configuration > User Defined Fields) for tracking data. Contact Type is a required field.

Once a contact or sub contact is locked, it cannot be edited until the Unlock Contacts Actions command is run.

Locked Contacts/Sub Contacts cannot be deleted.

Contact Analyst is not required, however, it is useful to have for filtering purposes.

Archive an individual contact record by marking the Archived checkbox in the Add/ Edit Employee Contact window. Additionally, archive multiple records by selecting the records in the Employee Contacts grid and then selecting Archive Contacts from the Actions menu. In order to view archived records in the Employee Contacts grid, mark the Display Archived Records checkbox in Filter Criteria.

In the Security module automated email alerts are available. if activated, emails are sent to remind contact analysts about scheduled follow-ups.


Print an Employee Contacts Report Human Resources > Reports > Employee Contacts

The HR Reports menu provides an Employee Contacts Report with several different selection parameters for specifying what to include in the report. This report is also available from Human Resources > Employees > Employee Contact Management > Actions.

Archive Employee Contacts Human Resources > Configuration > Archive Employee Contacts

Periodically, use this window to archive employee contacts. Then, review archived contacts in the Employee History area in either HR or Payroll.

EMPLOYEE GROUPS Human Resources > Employees > Employee Groups

Employee Groups can be used to segregate large groups of employees for HR and Payroll personnel. For example, let’s say one HR person works only with employees who have last names starting with A - M, while another HR person is responsible for employees with last names N - Z. Add the employee groups. Then, when doing data entry or running reports, limit the employees to work with by selecting the applicable option from the Group dropdown. To exclude archived employees from displaying in the grid, mark the Include Archived Employees checkbox.

Activity (Required)

Review Employee Group Assignments Leave the filter criteria blank and click Apply Selection.

Sort the information by Employee Name in Ascending order.

Review the information in the grid.

Activity (Required)

Assign Employees to a Group From the Group dropdown, select the Temporary Group for HR.

Click Apply Selection. Currently, no employees belong to this group.

From the Actions menu, select Assign selected Group to Selected Employees. Employees can belong to multiple groups.

Change the Select Employees grid layout, to display the Employee Category field.


3. Apply the Filter by Selection tool in this field and select all Classified employees.

4. From the Actions menu, choose Select All.

5. Click OK. A message displays stating the group has been mass assigned.

EMPLOYEE ACA INFORMATION

Human Resources > Employees > Employee ACA Information

The Employee ACA grid displays employee ACA Information records. The ACA record displays data entered in Employee ACA information or data from the employee’s record in Payroll/ Human Resources > Employees > Employee Maintenance > ACA Information tab. This information is for ACA Reporting.

To limit the records to display in the grid, select Filter Criteria as applicable and click Apply Selection. From the Employee ACA grid add, edit, and delete records as necessary.

From the Actions menu, select Mass Update to update the Effective Date, Offering Group, Offer/Reason Code (Box 14) or Section 4980H Code (Box 16) fields for all records in the grid.

REPORTS TO REVIEW Review the following employee demographics reports.

Employee Reports Daily Absence:

Print the Daily Absence report for a date range and group the employees by DAC or Department. Employees are sorted alphabetically within DAC or department. Select Page break to start a new page for each DAC or department. Select By Employee to create a separate report for each employee.

Perfect Attendance

Print a Perfect Attendance Report selecting parameters for the report from the available Leave Plan, Status Codes, and Employee Category criteria. You can group also specify a report date range and group the report by DAC or department.

Benefits Eligibility

Displays a report of benefit eligibility dates for the selected employee status, employee category, and date range. The report can be grouped by department or DAC or sort by date. This report sorts by DAC, then alphabetically by last name if Group by field is left blank.


Birthdays

Displays a report of birth dates for all employees or for the selected status or employee category. Group the report by department or DAC. A month for the report must be selected.

Certificates

Displays a report of certificate information for the selected range of dates, certificate type, endorsement, employee status, employee category, primary job title, and/or employee. Enable the option to display Only Employees with Issue Payroll Check enabled to limit the number of employees to display in the report. Opt to sort the report by last name, Social Security Number, level code, or certificate expiration date. In addition, choose to filter the report for active employees only. An additional option is to group the report by department or DAC.

Education Reports

Displays a report of employee education. Choose whether to include salary schedule placement information in the report.

Emergency Contacts

Displays a report of employee emergency contacts. Run the report by status or employee category and group the report by department or DAC.

Employee Category/Status

Displays a report of employee category and status. Include a selected status or all statuses, a selected category or all employee categories. In addition, group the report by department or DAC. If Report Options are not chosen, the report sorts alphabetically.

Employees Not Assigned Positions

Displays a report of employees not currently assigned to positions. The report can be run by status or employee category. This is a good report for Payroll to print before processing payroll - no position no pay check.

Hire Dates

Displays a report of hire dates for employees. The report can be run by date range, status, or employee category. You can group the report by department, or DAC.

Leave Bank

Displays a report of leave bank participants. The report can be run by date range, participates (yes, no, or all), status, or employee category. In addition, the report can be grouped by DAC, Department or Leave Bank.


Miscellaneous Tracking

Use this window to specify the content of a report for any of the miscellaneous tracking items. Specify date range, employee status, and/or employee category for the report. In addition, if the DAC has the PR/HR central site attribute, the report can be grouped by DAC or department.

Phone Directory

The staff phone directory includes extension numbers and email addresses. Unlisted phone numbers can be suppressed, if needed. The directory can be run by status or employee category. In addition, the report can be grouped by DAC or Department.

Position Report

Prints a report for the selected position status, DAC, Position Type, Position Category, Position Classification and Vacancy status. Also choose how to subtotal the report.

Staff Listing

The staff listing contains employee names, home addresses, and phone numbers. You can suppress just unlisted phone numbers or all phone numbers, if needed. The report can be run by status or employee category. In addition, group the report by department or DAC.

Staff Master Data

Prints a master staff list including but not limited to the employees’ name, address, phone number, marital status, race/ethnicity, hire dates, birth date and termination dates. Run by employee, status or employee category. Group by DAC or Department. Sort by Last Name or SSN. You may suppress unlisted phone numbers in this report.

Prints a report of terminations. Run the report by date range, termination code or employee category. Group the report by department or DAC.

Tenure

Prints a listing of tenure information based on entry in the Tenure Date field in Employee Maintenance. Run the report by Primary Job Title, Status, Employee Category or Employee.

EEO-4 and EE0-5 Report: Use the Actions options to create an EEOC report and file aligning with the EEOC codes and race/ethnicity reporting requirements.

If the district is not using the HR module (separate license key), generate the EEO-4 and EEO-5 Report from Payroll > Reports.

• File Upload Defaults: The first time the report is run, the system prompts for the default information (Control Number, Certifying Official Title, and Destination Path). Once the information is entered, click OK to


create the file. For future reports, the fields automatically populate. However, change/update them as needed.

• Create New Report: Select this command to generate a new report. The Start Date and End Date determine what records to include in the report. The dates default with the fiscal year default dates entered in General Ledger> Configuration > General Ledger Default Settings.

• Print Report: Displays the selected report in the report viewer.

• Delete Report: Deletes the current report displaying in the Report Name field.

• Create File: Select this command to create a file for a selected report. Data File Defaults must be setup before creating the file. Select Default Settings from the Actions menu (or from the EEOC Report grid, select File Upload Defaults).

In compliance with Federal Rules, if there are more than 1,000 employees a separate report is created for functions with greater than 100 employees. Functions with less than 100 employees are combined into 1 report.

Mailing Labels

Prints selected mailing labels in a 3-up format. Run the labels by status or employee category. Group by department or DAC.

The labels are set up for standard Avery 5160, 3-across, 10-down.

HR – Info-Link

The Info-Link reporting tool enables cross-grid reporting. Using this utility, define and generate grids containing the selected HR data. Then export the information from the grids to a third-party report writer (like Crystal Reports) or use the normal grid reporting capabilities to generate a report.

Employee Information Sheet

This report displays a listing of employee current position assignments as well as history assignments.

An Employee Position and Pay User Defined Field, “Reason for Job Change” must be defined and one position must have a job change assigned before running the report.


From the Actions menu, generate the following:

Substitute Listing Report

This report displays a listing of all employees with Is Substitute marked and match the selection criteria. The list contains Name, Phone Number, Certificate Expiration Date, Received Date, and Comments.

Certificate Exclusion Report

This report displays a list of employees who DO NOT have all or any of the selected certificates.


SECTION REVIEW

1. How/when is the New Hire flag Yes?

2. How is the employee wizard turned on for use with an existing employee?

3. Can user-defined fields be required?

HUMAN RESOURCES 107 EVALUATIONS

Evaluations EVALUATION TYPES Human Resources > Evaluations > Evaluation Types

The first step to setting up evaluations is to define a brief code for each of the possible Evaluation Types. Once types are defined, define the fields as needed for each of the evaluation types using User Defined Fields.

Activity (Required)

Add Evaluation Type Right-click in the Evaluation Types grid and select Add. The Add Evaluation

Types window displays.

Enter the following evaluation type:

TYPE DESCRIPTION

Certified Certified


Click OK.

Close the Evaluation Types grid.

EVALUATION RESULT CODES Human Resources > Evaluations > Evaluation Result Codes

To assist in tracking employee performance using performance evaluations, define a brief code for each possible evaluation outcome. The codes display in a dropdown in the Employee Evaluation window.

Result Codes score the whole evaluation, not individual evaluation categories.

Activity (Required)

Add Evaluation Result Codes Right-click in the Evaluation Result Codes grid and select Add. The Add

Result Codes window displays.

Section Topics

• Evaluation Types

• Evaluation Result Codes

• Evaluation Groups

• User Defined Fields

• Employee Positions and Pay

• Evaluation Assignments

• Employee Evaluations

• Reports


Enter the following result codes: (Click OK after entering each of the first 2 codes)

DESCRIPTION

Substandard

Unsatisfactory

Very Good


Click OK.

Close the Evaluation Result Codes grid.

EVALUATION GROUPS Human Resources > Evaluations > Evaluation Groups

The evaluation group determines the frequency and evaluation dates for a group of employees. The evaluation group can be based on the position and when the employees start the position.


COMMAND DESCRIPTION

Get Attachment

Select this command to attach an evaluation description or other document to the evaluation group. Document attachments display in the Attachment window.

Scan Attachment Select this command to scan and link a document attachment to the evaluation group.

Edit/View Attachment Select this command to view or edit an existing document attachment directly from the Evaluation Group window.

Clear Attachment Select this command to clear an attachment from the evaluation group.

Activity (Required)

Add Evaluation Groups Right-click in the Evaluation Groups grid and select Add. The Add Evaluation

Groups window displays.



FIELD NAME VALUE

Group Certified Fall Start

Description Certified Fall Start

Type Certified

Date Type Position Start Date

From the Actions menu, select Get Attachment. The Select File window displays.

Navigate to: C:\Infinite Visions\File Attachments and select Revised Teacher Evaluation Form.

Click Open.

Right-click in the Evaluation Schedule grid and select Add. The Add Evaluation Schedules window displays.

Add the following schedule:

FIELD NAME VALUE

Schedule 1st

Next Evaluation Date

Days 90

Type One Time

Click OK.

Right-click in the Evaluation Schedule grid and select Add.


FIELD NAME VALUE

Schedule Annual

Next Evaluation Date 05/02/20xx

Days 0

Type Annual


Click OK.

Click OK.


FIELD NAME VALUE

Group Classified

Description Classified

Type Classified

Date Type Hire Date



FIELD NAME VALUE

Schedule 1st


Days 90

Type One Time

Click OK.



FIELD NAME VALUE

Schedule 2nd


Days 180

Type One Time

Click OK.




FIELD NAME VALUE

Schedule 3rd


Days 365

Type Annual

Click OK.

Click OK.


FIELD NAME VALUE

Group Classified Annual

Description Classified Annual

Type Classified

Date Type Hire Date



FIELD NAME VALUE

Schedule Annual

Next Evaluation Date 6/30/20xx

Days

Type Annual

Click OK.


Click OK.


USER DEFINED FIELDS Security > Workflow Configuration > User Defined Fields

Define up to a maximum of 10 user defined fields for each Evaluation Type as applicable. The name for the UDF can contain up to 30 characters. In addition, specify who can view and/or edit each of the UDFs.

User Defined Fields display on the Evaluation based on the fiscal year of the evaluation.

Activity (Required)

Add User Defined Fields Click Add on the tool bar or right-click in the User Defined Fields grid and

select Add. The Add User Defined Field window displays.

From the Type dropdown, select Employee Evaluations – Classified.

Add the following UDFs: (Click OK after entering each of the 1st 5 UDFs)

SEQUENCE NAME DATA TYPE REQ’D VALUE 1 VALUE 2 VALUE 3 VALUE 4

1 Demonstrates Job Knowledge

Drop down Needs

Improvement Unsatisfactory Satisfactory Very Good

2

Demonstrates Job Competence

Drop down Needs


3

Effective Working Environment

Drop down Needs


4 Prof Growth and Dev

Drop down Needs


5 Attendance & Dependability

Drop down Needs


6 Initiative Drop down Needs



After entering the last UDF, mark the Close this dialog after update? checkbox.

Click OK.

EMPLOYEE POSITIONS AND PAY HR > Employees > Employee Positions and Pay

An evaluation group can be assigned to an individual position. Normally, it is the employee’s primary position.


Assign an Evaluation Group to a Single Employee Position From the Employee Positions and Pay grid, click Apply Selection.

Double-click Moe DeLawn’s Teacher 01 position.

From the Group dropdown, select Certified Fall Start.

Click OK.

Double-click Abby Birthday’s coaching stipend. From the group dropdown, Classified.

Click OK.

Assign Evaluation Groups to Multiple Employee Positions To assign a group to all records in the Employee Positions and Pay grid, use the Mass Update Records.

From the Employee Positions and Pay grid, click Apply Selection.

Arrange the grid so the Classification column is visible. Click in a cell displaying Certified Non-Admin.

Click Filter by Selection on the tool bar.

From the Actions menu, select Shortcuts > Mass Update Records.

From the Data Field dropdown, select Evaluation Group.

From the blank field dropdown, select Certified Fall Start.

In the Reason for Change field, enter a brief explanation for the change.

Click OK.

Click Yes to acknowledge the update message.

Create a No Evaluation group and assign to all positions without an evaluation or assign a blank group to the positions/supplementals.


EVALUATION ASSIGNMENTS Human Resources > Evaluations > Evaluation Assignments

An employee evaluation can be assigned to an individual supervisor; in addition, track a date for the employee’s next evaluation. The grid displays all positions for each employee. Records cannot be added/deleted from this window.


COMMAND DESCRIPTION

Create Next Evaluation Date

Select this command to automatically set the next evaluation date based on the evaluation group and type. Use this approach from time to time during the year to assign new evaluations to new hires.

Clear Orphaned Evaluation Dates

Select this command to clear any orphaned future scheduled evaluations after fiscal year rollover. Orphaned Evaluation Dates are generally a result of an employee change of position from current fiscal year to the next.

Activity (Required)

Create Next Evaluations Date

From the Group dropdown in Filter Criteria, select Certified Fall.

From the Actions menu, select Create Next Evaluation Dates. The system displays a message asking to confirm the append of new evaluation records.

Click Yes to proceed. The system automatically updates the next evaluation dates for the positions and displays a message when complete.

EVALUATION ASSIGNMENTS

If Show Next Evaluation Date is selected in the grid, assignment records cannot be edited.

To use Evaluation Assignments, supervisors must be defined in Configuration > Supervisors.

EMPLOYEE EVALUATIONS Human Resources > Evaluations > Employee Evaluations

Using this process, enter and maintain evaluation information for all employees. In addition, track user defined fields and/or any improvement plans identified for improving an employee's performance, along with specifying a follow-up date, and recording a plan completion date.


Beneath Filter Criteria, select criteria as applicable to limit the number of records to display in the grid. If History Connection Groups are set up to include Employee Evaluations, mark the Current Year Only checkbox, only display evaluations from the current year data base. Mark the Show Has Documents checkbox to add the Has Documents column to the grid. Evaluation records with documents attached display Yes in the column.

When a Next Evaluation Date is entered using Employee Evaluations, the Next Evaluation Date field in Evaluation Assignments is updated accordingly. In Employee Evaluations, if a date is entered in the Follow-up Plan field, the system does not update the Next Evaluation Date of the Evaluation Assignment window.


COMMAND DESCRIPTION

Print Selected Evaluations Select this command to quickly print employee evaluations.

Manage Documents Select this command to display any document attachments.

In addition, from the Shortcuts menu:

COMMAND DESCRIPTION

Employee Contact Management Select this command to add a contact to an employee record.


Add Employee Evaluation Scenario: It’s a new school year and it’s evaluation time! Moe DeLawn is a teacher at

Capital City Elementary School and is up for his annual evaluation.

From the Employee Evaluations grid, click Add New Record on the tool bar and select Delawn, Moe. Click OK.

From the Position dropdown, select his Teacher position.

From the Schedule dropdown, select Annual. After pressing the TAB key, the Due Date field is automatically populated based on the defined schedule. However, if the Schedule selected is Undefined, type in a Due Date.

If a Supervisor displays in the Evaluation Assignment window for a position, the Supervisor defaults into the Evaluator field. (In this Exercise, Hal Apeno is the default.)


Moe’s evaluation took place on 11/27/20xx. In the Evaluation Date field, type “11/27/20xx”.

In the Evaluation field, type Hal Apeno’s evaluation comments as follows:

“Moe DeLawn is an exemplary teacher who has met and exceeded the goals set for him in his last evaluation.”

In the Evaluation Period field, enter 1st SEM as a brief description for the evaluation period.

In the Comments field, type Moe’s comments as follows:

“I really enjoy working at Capital City School District, and I could not ask for a better principal than Hal Apeno.”

Moe received an overall rating of Satisfactory for this evaluation. From the Results dropdown, select Meets Expectations.

Choose the User Defined Fields tab, Moe received an overall rating of satisfactory for this evaluation. From each dropdown, select Satisfactory.

Click OK to save the evaluation.

From the Employee Evaluations grid, view Moe’s printed evaluation.

From the Actions menu, select Print Selected Evaluations.


Scenario: Abby Birthday is a new Golf coach at Visions High School and it’s time to evaluate her coaching position.

From the Employee Evaluations grid, click Add New Record on the tool bar and select Birthday, Abby. Click OK.

From the Position dropdown, select her Golf Coach position.

From the Schedule dropdown, select Undefined.

In the Due Date field, type “8/6/20xx”.

From the Evaluator dropdown, select Hugh Betcha who is Abby’s Principal and responsible for evaluating her performance.

In the Evaluation Date field, type “8/6/20xx”.

In the Evaluation field, type Hugh Betcha’s evaluation comments as follows:

“Abby Birthday is an exceptional coach; however, the women’s golf team hasn’t had a winning season in three years and Abby’s handicap index hov- ers around 25. I am placing Abby on an improvement Plan.”

From the Results dropdown, select Needs Improvement.

Choose the Improvement Plan tab, add to the Plan Details field Hugh Betcha’s comments as follows:

“I would like to have Abby spend an additional three days per week at the driving range. Her goal is to bring her handicap index to 5. Abby will be re-evaluated on 11/1/20xx.

Choose the Improvement Plan tab. In the Follow-up Date field, type “11/1/20xx”.

For each of the areas on the User Defined fields tab, Abby received an overall rating of Needs Improvement. Click the dropdown for each field and select Needs Improvement.

Click OK to save the evaluation.


Exercise 3: Three months pass, and it is now time for Abby to be re-evaluated under her Improvement Plan. Mr. Betcha would like Abby’s 8/5/20xx evaluation updated as follows:

On the Employee Evaluations grid, double-click Abby’s 8/5/20xx evaluation.

On the Improvement Plan tab, add to the Plan Details field Mr. Betcha’s comments as follows:

“Abby has spent the past three months working on her handicap index under an Improvement Plan. I’m very excited to report her index now calculates as 5.5! Her dedication to the golf team is illustrated by this fine effort. I have high hopes for the golf team next season!”

In the Comments field, type Abby’s comments as follows:

“I appreciate that the district allowed me to work on my handicap and I’m very pleased with the results. The golf team is going to have an exceptional year next season!”

Choose the Improvement Plan tab.

In the Plan Completed field, type “11/1/20xx”.

Click OK to save the updates to the evaluation.

From the Employee Evaluations grid, view Abby’s evaluation.

From the Actions menu, select Print Selected Evaluations.

NOTES ABOUT EMPLOYEE EVALUATIONS

In Employee Evaluations, if a date is entered in the Follow-up Plan field, the system does not update the Next Evaluation Date of the Evaluation Assignment window.

Supervisors can only lock employee evaluation records.

Human Resources and Payroll Site users can lock and unlock records.


REPORTS TO REVIEW Human Resources > Reports

REPORT DESCRIPTION

Evaluation Dates

Select this report to list future evaluation dates. Select report parameters including date range, status, and employee category. In addition, select print grouping (DAC, department, supervisor) option.


SECTION ASSESSMENT

1. Why are supervisors important when doing evaluations?

2. The evaluation group determines when the evaluation is to occur?

a. True

b. False

3. An unlimited number of user defined fields can be defined for each evaluation group.

a. True

b. False

4. Name 2 groups who can lock or unlock evaluations?

HUMAN RESOURCES 121 SALARY SCHEDULES

Salary Schedules SALARY SCHEDULE MAINTENANCE Salary Schedules > Salary Schedule Maintenance

Using the Salary Schedules feature, set up salary schedules for positions, whether the salaries are tied to step and grade or are salary ranges. When employees are assigned to positions, assign a salary level on the appropriate schedule. The salary levels can then be changed for several employees automatically by changing the appropriate cell in the schedule and updating linked positions.


REPORT DESCRIPTION

Copy Schedule Select this command to copy the selected schedule.

From the salary schedule window, the following commands are available:

REPORT DESCRIPTION

Insert row or column Select this command to add a ro/column to the salary schedule.

Modify row or column heading Select this command to edit a row or column heading.

View row or column heading Select this command to view detail for a row or column.

Delete row or column Select this command to delete a selected row or column.

Apply formula Select this command to make changes to all or selected salaries by arithmetic operator and number.

Copy schedule to projection Select this command to copy the dollars from the cells on the Schedule tab to the Projection tab.

Copy schedule to projection Select this command to copy the dollars from the cells on the Schedule tab to the Projection tab.

Copy projection to schedule Select this command to copy the dollars from the cells on the Projection tab to the Schedule tab.

Update linked positions Select this command after changes are made to a salary schedule. Update all linked positions to have the change(s) take effect.

Copy current links to projection links

Select this command to copy the current links to the projection links for all positions tied to the schedule.

Copy projection links to current links

Select this command to copy the next year links to the current links for all positions tied to the projection for this schedule.

Section Topics

• Salary Schedule Maintenance

• Create Min-Max Salary Schedule

• Apply a Formula

• Copy Schedule to Projection

• Copy Projection to Schedule

• Update Linked Positions

• Copy Current Links to Project Links

• Copy Projection Links to Current Links

• Use Projections

• Use Projection Positions and Project FTEs


REPORT DESCRIPTION

Move positions right, left, up, or down.

Select this command to advance all employees in a grid the number of steps or grades as necessary.

Display ALL Positions

Select this command to display the Select Positions grid listing all positions (including vacant and closed) tied to the salary schedule. This command is only active on the Positions and Projection Positions tab.

Import Dollars from Spreadsheet

Select this command to import dollars from a spreadsheet into a salary schedule. This utility only replaces the dollar amounts in the salary schedule cells; it cannot be used to make new rows or columns, insert rows or columns, move people in the schedule, update the projection or update the FTEs. If for example, the spreadsheet has fewer or more columns or rows than the schedule to import, they are ignored. It only overlays what currently exists in the salary schedule.

Convert Min-Max – Annual Yes

Select this command to convert employees attached to a Min-Max salary schedule (Pay Basis must be salary) to the Min-Max – Annual Yes schedule. Use this utility as Fiscal Year End. For more information, refer to the Fiscal Year End Rollover guide.

Auto Step Settings Edit Salary Schedule > Rules tab

In most cases, employees move or advance on a schedule at the beginning of each new fiscal year. However, if there are employees who need to move based on their date of hire, or some other employee date criteria, use the Auto Step option. Refer to the Help system for additional information.

Activity (Required)

Create a Regular Type Salary Schedule

Right-click in the Salary Schedules grid and select Add. The Add Salary Schedule window displays.

Add the schedule using the following information:

FIELD NAME VALUE

Name Teacher Salaries

Type Regular

Choose the Rules tab.

Select the following information:


FIELD NAME VALUE

Daily Rate Based on Work Calendar Check

Pay Basis Salary

Auto Step Uncheck

Choose the Schedule tab.

In the grid, highlight a column as applicable.

From the Actions menu, select Insert row or column.

The column or row is added after the selected column or row.

Insert the following columns: BA45, MA30, MA45, MA60, and PHD/Eds.


Click OK.

In the Salary Schedules grid, double-click the Teacher Salaries schedule. The Edit Salary Schedule window displays.

In the grid, highlight a row as applicable. From the Actions menu, select Insert row or column.

Insert Step 10 and Step 11.

Click OK.

In the Salary Schedules grid, double-click the Teacher Salaries schedule. The Edit Schedule window displays.

Enter the dollar amounts shown below:


Tyler suggests to attach ALL employees to a salary schedule for their employee position. It is also suggested for annualized salary schedules and work calendars to align with each other. For example, If 2 salaried employees are on 2 different work calendars (1 for 200 Days and 1 for 210 Days), they should reference 2 different salary schedules.

SALARY SCHEDULES

Salary Schedules linked to work agreement type positions should contain ANNUALIZED amounts.

Positions referencing the same salary schedule and have differing hours per day can use the same salary schedule as long as the hours per day and FTE are input appropriately on the employee position. See table below:

Employee Position Salary

Schedule FTE Hours

per Day

Actual Gross

Employee A

40000 1.0000 8.0 40,000

Employee B

40000 0.9375 7.5 37,500

Employee C

40000 0.875 7.0 35,000

Employee D

40000 0.75 6.0 30,000

When adding or editing a salary schedule, save the record often, and re-open to make sure the salary schedule is accurate.

• A row or column cannot be inserted before the first row or column. The Insert row or column command add the row or column after the selected row or column.

• Although it looks like rows and columns can move around on the salary schedule grid, it does not change the salary schedule. Upon reopening the salary schedule, the rows and columns return to their original position.

Once positions are linked to a salary schedule, adding or deleting rows or columns should not affect the linked positions.

• When editing a salary schedule, if a change is made to a cell used on an employee position or supplemental pay, a prompt to update all positions attached to the salary schedule displays.

If the pay basis is Salary, the Pay Basis field on the Positions and Pay window populates automatically.


CREATE A MIN-MAX SCHEDULE The second type of salary schedule is a step less grid for salaries with ranges, and not explicitly dependent on years of education and experience. Instead of cells containing specific salary amounts, a min-max schedule just has salary ranges. When a position is linked to a min-max schedule, a prompt displays to enter the annual salary amount. If the amount is within the ranges specified on the schedule, it saves the record.

By default, min-max type schedules do not apply factoring to position amounts when employees start late or terminate early on a contract. To have a min-max schedule factor position amounts as the regular type salary schedules do, mark the Full Annual checkbox on the Rules tab.

If marked, the full annual amount populates into both the Position Amount field and the Base Rate field for any positions assigned to the schedule. If the position Start Date, End Date, Start Period, End Period, or FTE changes, the system factors the Position Amount accordingly but keeps the Base Rate unchanged. The Base Rate is updated only if the salary schedule link is reset or when a factor is applied to increase/decrease amounts on the schedule.

Activity (Required)

Create a Min-Max Salary Schedule Right-click in the Salary Schedules grid and select Add. The Add Salary

Schedule window displays.

Add a salary schedule using the following information:

FIELD NAME VALUE

Name Therapists (Min-Max)

Type Min-Max

Delete Ranges 3-5.


Click OK.

In the Salary Schedules grid, double-click Therapists (Min-Max) schedule. The Edit Salary Schedule window displays.

Modify the column headings as shown below.

Click OK.

In the Salary Schedules grid, double-click the Therapists (Min-Max) schedule. The Edit Salary Schedule window displays.

Enter the dollar amounts as shown below:

OT PT


Min 0 0 Max 100000 100000

Choose the Roles tab.

Mark the Full Annual checkbox.

Click OK.

MIN-MAX SCHEDULE

Min-Max salary schedules do not have all of the features and functions (Retro Pay Calculation, Step or Grade Movement) regular salary schedules have.

When setting up min-max schedules, keep in mind those employees starting late or leaving early, as they may fall out of the minimum or maximum range.

Example 1: Salary schedule range is $25000 Min and $50000 Max. Employee A starts mid-year on January 1 at the minimum salary of $25,000 which is prorated to $12,500. Employee A does not fit on the Min-Max Salary Schedule.

Example 2: Salary schedule range is $25000 Min and $50000 Max. Employee B ends at mid-year on January 1. Employee B's salary was $40,000 which is prorated to $20,000. Employee B does not fit on the Min-Max Salary Schedule.

When using a Min-Max Salary Schedule and Apply Formula, the Salary Schedule Amounts DO NOT change. The employee positions referencing the Min-Max Salary Schedule have their position amount changed by the formula applied, up to the maximum amount. For example:

Before: MIN=$10000 MAX= $30000; Employee Position is Apply Formula of *1.10 ($29000 + $2900)

After: MIN=$10000 MAX= $30000; Employee Position is $ (29000+2900=31900 but stops at the maximum of $30000)


Copy a Salary Schedule To save time in creating a new salary schedule like an existing schedule, copy the schedule and then edit and change information as necessary.

In the Salary Schedules grid, highlight the Classified Hourly schedule.

From the Actions menu, select Copy Schedule. The copy of the schedule displays in the grid (e.g., Copy of Classified Hourly).

In the Name field, type “Classified Bus Driver”.

Save and reopen.

Delete the Custodian through Teach Aide rows.

Save and reopen.


Edit a Salary Schedule Edit the Classified Hourly schedule.

Choose the Positions tab. Note the number of employees referencing each cell.

Choose the Schedule tab and Insert a row after Maintenance called Electrician. Save and reopen.

Add the following values:

Level I Level II Level III Level IV Level V Electrician 14.25 15.25 16.25 17.25 18.25

Save and reopen. The employees on the Positions tab remain in the same cell as before the insert.

APPLY A FORMULA Use the Apply Formula utility to make changes to all or selected cells in a salary schedule. Add or subtract a flat dollar amount, or multiply or divide by a percentage. Type the formula to apply by typing in the appropriate arithmetic operator and the number.

Do not enter commas when typing numbers. For example, type “1000” not “1,000”.

OPERATION OPERATOR Addition +

For example, +50 adds $50 to the selected salaries.

Subtraction -

For example, -50 subtracts $50 from the selected salaries.

Multiplication * For example, *1.15 increases selected salaries by 15%.

Division /

For example, /1.15 divides selected salaries by 15%.

Apply Formulas

Edit the following salary schedule: Classified Hourly (to show Retro)

On the Positions tab, note where the employees are on the salary schedule relative to row and column. (Dan Druff - Custodian and Bill Fold - Accounts Receivable Clerk)

From the Schedule tab, Copy Schedule to Projection (View the Projection tab).

From the Schedule tab, Update Linked Positions (View Schedule Positions and Projection Positions).

From the Schedule tab, Move Positions Right (View Schedule Positions and Projection Positions. The positions did not move on the Projection Positions).


From the Schedule tab, Update Linked Positions (View Schedule Positions and Projection Positions. The positions did not move on the Projection Positions).

From the Schedule tab, Copy Current Links to Projection Links (View Schedule Positions and Projection Positions). The Positions DID move on the Projection Positions).

From the Projection tab, Apply Formula to double their hourly rate. This HAS NOT updated the Employee Positions. View Employee Positions - Projection Information.

From the Projection tab, Update Linked Positions. This HAS updated the Employee Positions. View Employee Positions - Projection Information.

Now, complete the following:

• Create contracts based on the projection amounts.

• Calculate Retro Pay based on the projection amounts.

• Calculate Position Budgeting (GL-Budgeting) based on projection amounts.

• Copy Projection Amounts to Schedule Amounts (typically done after FY Rollover).

COPY SCHEDULE TO PROJECTION Use the Projections utility to develop forecasts for possible future salary changes for your employees. Develop any number of “what if” scenarios to determine the impact of proposed salary changes. Ultimately, the projections are used as the basis for position budgeting.

Use the projection to print next year’s contracts while still in the current fiscal year.

COPY PROJECTION TO SCHEDULE After creating projections, copy the dollars from the cells in the projection to the schedule. Once the option to copy is selected, a message displays asking whether to update attached positions and then regenerates the journal records.

If this step is done as part of fiscal year end rollover, and other changes need to be made to work calendars and pay cycles before regenerating, make sure the Ready to Generate option in Payroll >Calendars > Work Calendars is not enabled.

UPDATE LINKED POSITIONS If changes are made to a salary schedule (for example, changing the dollar amount in a cell), update all linked positions to have the change take effect.


COPY CURRENT LINKS TO PROJECTION LINKS Copy linked employee's current year link to the same corresponding cell in the projection. Perform this function to quickly set up the Projections. Edit as necessary. Once edits are made, copy the projections back to the current links.

COPY PROJECTION LINKS TO CURRENT LINKS Once projections are created, copy the next year links to the current links for all positions tied to the projection for this schedule. USE PROJECTIONS The Projection tabs are useful for Employee Advancement (FY Rollover), Contracts (HR), Retro Pay, and Position Budgeting (GL).

The following Actions menu commands are available with Projections:

• Apply Formula

• Copy Projections to Schedule

• Update Linked Positions

• Copy Current Links to Projection Links

• Copy Projection Links to Current Links

USE PROJECTION POSITIONS AND PROJECTION FTES When working with projections, review the impact of changes on positions and FTEs. Click the Projection Positions tab to review the impact on positions both assigned and vacant. Double-click any non-zero cell to display the specific positions represented by the number displayed.

Click the Projection FTEs tab to review the impact of the changes on FTEs. Double-click any non-zero cell to display the specific positions.

REPORTS TO REVIEW

REPORT DESCRIPTION

Budget Comparison/Vacancy Select this report to print a comparison of budget to expenditures and vacancies.

Salary Schedule Reports Select this report to print assignment and funding reports. Do forecast comparisons against next year schedules.


SECTION ASSESSMENT

1. Hourly/Time card positions should be attached to what kind of salary schedule.

2. List some limitations for using a min-max type of schedule.

3. What happens if you apply an increase to a salary schedule and then Cancel out of the window?

4. Where can the projection amount on an employee be viewed?

5. What happens when changes are made to numbers in a salary schedule and changes are saved by clicking OK?

6. How can employees attached to a certain cell in a salary schedule be viewed?

HUMAN RESOURCES 131 SICK LEAVE BANK

Sick Leave Bank OBJECTIVE Follow these steps to setup and maintain a Sick Leave Bank for the district.

To define different Leave banks, navigate to Configuration > Leave Bank Plans.

For each employee participating in the leave bank, select the Dates/Demo- graphics tab in Employees > Employee Maintenance and mark the Participates checkbox. Next, enter a Participation Date and from the Leave Bank Plan dropdown, select the appropriate plan.

Create a dummy employee for each Leave Bank Plan. By doing this, days or hours donated to the leave bank can then be viewed on Employee Leave Plan Reports. Simply select the dummy employee (bank) when running the report.

To view the employees who are participating in different leave bank plans and their participation date, go to Human Resources > Reports and print the Leave Bank Report.

The next step in the process is to set up a master leave plan to maintain each of the leave banks. This step allows assignment of leave plans to the dummy employee(s) created earlier. Use the Add command in Leave Plans > Leave Plan Maintenance to enter the new plan.

At least one period must be selected in order to save the plan. It doesn’t matter which period you select since this leave plan does not accrue.

Attach this new plan to the dummy employee and enter the sick leave balance from the old system, if applicable.

7. Use the Add command to add an opening balance transaction, if applicable.

8. As leave is needed for an employee, reduce the hours or days from the sick leave dummy employee and give it to the requesting employee

Section Topics

• Objective

HUMAN RESOURCES 132 SICK LEAVE BANK

SICK LEAVE BANK

Attach the Sick Leave Bank Plan to the requesting employee in need. This is cleaner than adding the Sick Leave Bank Plan Leave to the exhausted Leave Plan.

When employees donate leave at the beginning of the year, it is suggested to input an entry for each employee showing the donation from their regular leave plan. Select the Transaction Type Adjustment, enter a negative unit, and document the reason for each employee.