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Employee's that have USPS_STANDARD, will have access to Workflow.  USPS_STANDARD permission is a parent, so it grants all of the necessary permissions. The default STANDARD_USER role contains the necessary permissions to access, work through, and complete a workflow.

To be able to get to the workflow view, you must have USPS_STANDARD_EMPLOYEE

The permissions necessary to be able to Start, work through, and complete a workflow, you must have the CREATE permission for each to do that individual object's task (so EMPLOYEE_CREATE for employee, POSITION_CREATE for position, etc.) and all of them in order to complete the "Review" task. If you only have the VIEW permissions (e.g. EMPLOYEE_VIEW, LEAVES_VIEW, etc.), then you can view the review task, but you will not be able to complete the task or edit any of the data.

Using Date shortcuts

In every task, where there is a date entry field, use various date shortcuts, and format shorthand (MMddYYYY) and click off the field:

YeaR (Calendar)

Y - January 1st of current year 1/1/18 

R - December 31 of current year 12/31/18 

FiscaL

F - 1st day of current fiscal start date 7/1/17

L -  Last day of current fiscal end date 6/30/18

MontH (based on current system date)

M - 1st day of current month 4/1/18

H - Last day of current month 4/30/18

WeeK

W -  15th day of current month 4/15/18

K -  Saturday of current week 4/21/18

PerioD (Posting Period)

P - 1st day of next month 5/1/18

D - Last day of next month 5/31/18

Quarter

Q - 1st day of current quarter 4/1/18

U - Current date 4/18/18

T - today

+  Tomorrow's date 4/19/18

-   Yesterday's date 4/17/18

Employee Onboarding

Employee Onboarding can be used to create a new employee.  Click on :

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**NOTE**  'Assign Employee Number' box, allows the user to automatically generate a new employee number after starting the workflow. If, for example, the name changes, a new number will need to be generated. Or say the user is going through the workflow, wants to be sure that the automatically generated number is up-to-date with all existing employees and in-progress workflows, they can check the box and re-generate their number. Or if they automatically generated a number initially, then changed that field accidentally and saved, they can check the box and return to their original generated number.

**Have the option to use Template for Employee's**

Click on to save the data entered and to review before completing the task or click on to move onto the next option (Position):

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Click on 'Create Payroll Accounts' and Start Task. 

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Click on

Enter in data for new employee's Payroll Accounts.

1. Select the Account Code by clicking on the Image Modified or by entering in a portion of the account to narrow your search for Example: 001. The Account can be searched by using dashes, not using dashes, by XRef code or description:

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2.  The Rate Type refers to the method by which this account is to be charged:

1. 1. Percent - indicates a percentage of gross to be charged to this account. The default is Percent.
   2. Fixed - indicates a fixed dollar amount to be charged to the account.
      • Restrictions on the use of the Fixed Option are as follows:
        • • The purpose of the Fixed Option is to accommodate special funding where a set amount is to be charged to a particular account for a job.
          • Pay accounts for each job must total 100 percent. Therefore if a fixed rate is used, there must be at least one percentage rate record on file for the job totaling 100 percent. Failure to have a percentage rate record or records totaling 100 percent will result in the job not being included in the payroll. Users will receive a warning message in this case.
          • Active fixed rate accounts for a job will be charged first. Once the fixed amount is charged, the active percentage rate account or accounts are then charged based on the percentages assigned.
          • Benefits (sick, vacation, jury duty etc.) will not be charged to a fixed amount account.

3.  The Charge Amount or Percent is the percentage or fixed amount that is to be charged to this account. Whether a percentage or fixed amount is entered is dependent on what is entered in the Percent or fixed field.  The default is 100.00.

4.  The Employer Distribution determines whether this is a Board Pay Account:

1. 1. Check if account should be used for Board Distribution?
   2. Leave blank if account should not be used for Board Distribution?

5.  Leave Projection determines whether or not an account can be used by Leave Projection to charge out the leave entered in CORE/ATTENDANCE:

1. 1. Check if account should be used for Leave Projection?

   2. Leave blank if account should not be used for Leave Projection?

**If the Employer Distribution or Leave Projection flags are left blank (unchecked) when creating a payroll account, then it will be set to false:

• • • **NOTE** System/Configuration/Payroll Account Default Setup Configuration has been added to the Configuration menu.  It allows district to set the flags for the Employer Distribution and Leave Projection default values.  These default values will be set whenever a payroll account is created.  The payroll account Employer Distribution and Leave Projection default values can be changed/overridden in Payroll Accounts for an employee, but it will default based on the Configuration values set.  Click here for more information.

6.  Status allows the user to set the status of the account.  Options are:

• • • A - Active  (Default setting)
    • I - Inactive
    • S - Specific Miscellaneous
    • M - Maximum amount in effect

7.  The Start Date  is the payroll period beginning date of the payroll for which the pay account should start.

8.  The Stop Date is the payroll period ending date of the payroll for which the pay account should stop.

9.  The Maximum to charge field contains a maximum dollar amount to be charged to a specific pay account. The Payroll Account Status must be 'Maximum amount in effect'.  After Max amount has been reached,  the system then begins to use the percentage rate accounts. (Default setting is 0.00)

1. 1. The Status has to be 'Maximum amount in effect'
   2. A Maximum amount needs to be entered.
   3. A Start Date is the payroll period beginning date of the payroll for which the pay account should start. Required field.

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10. The Sort Order - when charging accounts we first find all of the active accounts for an employee/position that is being paid.  To be active, the status of the account must be set to Active OR the status can be Maximum Amount In Effect with a maximum set and the amount already paid to the account is less than the maximum.  The charge amount/percent must not be 0 and the start/stop dates on the account must have dates that are active or be empty. After we find all of the active accounts for the position being paid, then we look at the fixed accounts first and sort them by the sort order field.  So the ACTIVE fixed accounts with the highest sort order are processed first.  After all fixed accounts are processed, if there is still an amount remaining that has not been charged to the fixed accounts, then we will use the ACTIVE percentage accounts sorted by sort order.

Using the Search option 

To search for additional accounts, click on Image Modified:

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The Account Search grid can be filtered by any of the object headers listed:

• Fund
• Func
• Object
• SCC
• Subject
• OPU
• IL
• Job
• Description
• XRef Code

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Click on the Expenditure Account and click on Image Modified

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 A Confirm Selection box will appear, to confirm of adding the account selected to the Employee's Position 1.  This will also add it to the employee's Position 1 in their Payroll Accounts. Click on Image Modifiedto add the account or Image Modified to exit without saving.

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Click on Image Modified to save the current record and then Complete Task:

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Create Payroll Items

• To setup Required or May Be Required Payroll Items go to Payroll Item Configuration.

• For Required Payroll Items (Federal, State, Medicare

  Note
  For Medicare withholding--If the Rate field for employee is left blank the system assumes percentage of 1.45% to be used based on Tax Tables. Employer rate of 1.45 needs to be entered in Employer Rate field. If the Employer Rate is 2.9%, (Medicare pickup) then the software recognizes this as full pickup and will proceed accordingly.

  
  

  
  

  For required payroll items (Fed, Medicare) check the Required Box

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