12119

1© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session 12119

Top Ten Colleague HR/Payroll Action

Line Questions and Solutions

Vikki Ingram

Ellucian, Inc.

April 12, 2015

Session 12119


1 What’s In Your Toolkit?

2 Affordable Care Act

3 HR WebAdvisor

4 Quarterly and Year-End Processing

5 Payroll Processing

Agenda


What’s In Your Toolkit?


Ellucian Hub. The Number One Tool.

Access Ellucian Hub via

https://ellucian.okta.com/

https://ellucian.okta.com/


Ellucian Support Center and eCommunities

• Knowledge Articles

• Documentation

• Ideas

• Change Requests

• Cases

• Peer Support

• Hot Topics

• Release Announcements


How to Follow a Knowledge Article


Affordable Care Act


Affordable Care Act – Where to Start?

Knowledge Article 000032835

• Links to Educational Services Webinars

• Links to Documentation

• List of ACA-related software releases

• List of ACA-related Knowledge Articles


ACPA – Unable to Change First ACA Reporting Month/Year


• Either MHBO has already been run or manual offers were entered

in PHBO

Solution

• Delete all records in ACA.OFFER.INFO

• Identify records using Health Benefit Offers Extract (HBOE)

• Go to PHBO and delete the benefit offers


ACME – ACA Measurement Extract – Part A

KA000031166: ACME – Adding Missed Hours for ACA Reporting

• Stipend hours on ACME come from time history (PR.TIME.HISTORY)

• Hours must have been entered prior to payroll processing

Solution

• Use EPAJ to adjust the hours

• Hours in a “lump sum” on day of EPAJ adjustment

• Stipends in process

• EPAJ, end current stipend and create new or

• Add hours to stipend; will be processed for payrolls going forward


ACME – ACA Measurement Extract – Part B

KA000031629: FAOA Contact Hours and ACA Reporting

• Contact hours for non-instructional assignments are not passed

through CLPS and stored on the stipend record

Possible Solutions

1. Recommended Best Practice - Create a calculation definition

on ACDF (ACA Calculation Definition) using NICONTACT data

source

2. Manually populate hours on PSTP after stipends created

3. Customize subroutines


ACME – ACA Measurement Extract – Part C

KA000031961: ACME – Why are there more positions than what is

defined on ACDF?

• I am getting more positions in my extract than what I’ve specified in

ACDF.

Solution

• On AECD you define employees to include (who to invite to the party)

• On ACDF you define calculation definition for positions

• ACME pulls all employees in the category (AECD)

• Employees may have more than one position; all positions included


ACBD – ACA Benefit Details

I cannot see the ACA Benefit Details (ACBD) when I detail from BEND.

Why not?


Adding Non-Employees and their Benefits


• We are self-insured and must provide a 1095 to all those with

coverage, including trustees and board members. What do I need

to do?

Resolution

• Define non-employee statuses in HR.STATUSES valcode table

• Add individual via NEMP – Add Non-Employee/Volunteer

• Use BNDS – Person’s Benefits/Deductions to enroll

• If spouse and dependents, enter on PBEN – Person’s Dependents

and Beneficiaries


HR WebAdvisor


How to Implement W-2s Online


• Be sure software update for current year is installed

• Employee must have access to WebAdvisor and to HR-WBEMEP

menu (SOD record)

• Set up Security Class for Online W-2s; include

• W-2 Statements: WVW2 and WBPRS012

• W-2 Electronic Consent: W2EC and WBPRS017

• Employee will not see W-2 unless that have completed the

Electronic Consent form online


Web Time Entry – Unable to Access Time Cards


• Employee must have an EMPLOYES record

• Employee’s position on POSD has a web time entry form designated

• Employee has an active wage record on WAGS

• TEAP has correct days

• A supervisor is set on PPOS or POSD

• No existing approved EMPTIME.DTL record for the pay period

• Dates for payroll are entered on PCPD

• If not using Resource Database, ‘Use Resource DB to Match

Supervisors and Employees” set to ‘No’


Activate Online Pay Advices - Security


• Create a DO ONLY HR Security class (SCD)

• HR-WBEMEP, WBHRS020, WSPA, WBHRS017, WMPA, WBHRS019,

WPAD

• Add the new Security Class to the SOD Operator

• You may need to bounce your listeners and/or run WAGC to see

these changes

• Assign the HR-WEBPR.ADMIN for access to View Pay Advices

(For Administrators) (WVPA)


Activate Online Pay Advices – Other Items


• Use PASP (Pay Advice Parameters) to designate which pay

advices are available for viewing

• Data must exist in WEB.PAY.ADVICES file

• “View Advices Online” option on the EPOV form must be set to “Y”

for each employee

• They will no longer receive a printed direct deposit advice

• Use AVPA to batch assign View Advices Online option – Be

CAREFUL!


Quarterly and Year-End Processing


QYPR – Why you do NOT want to modify

Knowledge Articles 000031590 and 000031599

Resolution:

• Set the security for QYPR to “INQUIRY ONLY”

• Very rarely and only in specific circumstances should the flags on

this form be changed manually and then done with great care!!!

***Contact Ellucian Technical Support to recover.***


How the QRPT and QFTR Reports Work


Timing is everything!

• QFTR is from PAYTODAT; QRPT is from EMPBKUP

• Add date is important when looking at QFTR


Payroll Processing


Manual Check (MNCK) Interrupted/Aborted

Knowledge Articles: 000006741

• The workstation crashed

• Process just stopped; I’m not sure why

Resolution

• In most cases a call to Tech Support is needed.

• Development is trying to get to the bottom of these issues; we want

to collaborate with clients to figure this out; we are actively

gathering information and analyzing cases to find a pattern.


PAYCNTRL Values for Current and Last Program


• Null = No Program

• 1 = Pay Period Preparation (PPPR)

• 2 = Payroll Calculations and Detail Register (CALC)

• 3I = Print Payroll Checks and Advices (PCHK, PADV)

• 3 = Accept Paychecks and Advices (ADAP)

• 4 = Payroll Summary Register/Post (PSRP)

• 5 = Employee History Update (EHUP)


Common Payroll Process Errors/Questions

Search Knowledge Articles with process name or key word,

such as:

• CALC

• PADV or PCHK

• APAD

• PSRP

• EHUP

• PAYCNTRL


Summary


What’s in Your Toolkit?

• Sign up for the Ellucian Hub

• Visit the Ellucian Support Center

• Follow Knowledge Articles of interest

• Check out the Ideas section

• Join eCommunities

• Follow Colleague Human Resources

• Ask and Answer Questions

29© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID

Thank you!Vikki Ingram

[email protected]

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Session ID 12119

Business

12119