SAAS User And Quick Reference Guide
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US DEPARTMENT OF LABOR Office of Job Corps SAAS User Guide Student Allowance and Allotment System Last Modified: 7/26/2017 Table of ContentsTable of Contents Overview ................................................................................................................................... 4 General usage .......................................................................................................................... 4 Adjust your Internet Explorer browser settings ............................................................................................. 4 Searching efficiently ......................................................................................................................................... 5 Getting through tables ...................................................................................................................................... 7 Don't forget to scroll ...................................................................................................................................... 8 Use the acordions ......................................................................................................................................... 8 Entering dates .................................................................................................................................................... 9 Mandatory fields ................................................................................................................................................ 9 What did I type? ................................................................................................................................................. 9 Is it working?.................................................................................................................................................... 10 The button doesn't do anything ..................................................................................................................... 10 Payroll ..................................................................................................................................... 11 Scheduling a payroll run ................................................................................................................................. 11 Changing the display in the All Runs table .................................................................................................. 13 Modifying a scheduled payroll run ................................................................................................................ 14 Deleting a scheduled payroll run ................................................................................................................... 15 Running a payroll ............................................................................................................................................ 16 Verifying a payroll ........................................................................................................................................... 18 Exceptions tab ............................................................................................................................................. 19 Student Payroll Verification tab ................................................................................................................... 19 Earnings tab ................................................................................................................................................ 21 Deductions tab ............................................................................................................................................ 22 Payroll Tax tab ............................................................................................................................................ 22 Bank Cash Reqs tab ................................................................................................................................... 24 Payroll Verification tab ................................................................................................................................ 25 Recalculating a payroll run ............................................................................................................................. 27 Aborting a payroll run ..................................................................................................................................... 28 Finalizing a payroll .......................................................................................................................................... 29 Generating the EFT report .............................................................................................................................. 31 Job Corps Data Center i Generating the Bank Cash Requirements report ......................................................................................... 33 Generating payroll reports on demand ......................................................................................................... 34 Banking ................................................................................................................................... 36 Mapping a bank file ......................................................................................................................................... 36 Importing a bank file ....................................................................................................................................... 37 Reconciling missing exceptions .................................................................................................................... 40 Reconciling duplicate exceptions.................................................................................................................. 41 Reconciling dollar/amount exceptions ......................................................................................................... 43 Reconciling date exceptions .......................................................................................................................... 44 Generating the Check Reconciliation Exceptions report ............................................................................ 45 Printing checks ...................................................................................................................... 46 Printing check batches ................................................................................................................................... 46 Printing reissued checks ................................................................................................................................ 48 Removing reissued checks from the print queue ........................................................................................ 48 Searching the Reissues tab ........................................................................................................................ 49 Reprinting a single check ............................................................................................................................... 51 Reprinting multiple checks ............................................................................................................................. 52 Handling checks ..................................................................................................................... 54 Searching for specific checks or ranges of checks..................................................................................... 54 Getting check information .............................................................................................................................. 56 Printing the Check Register ........................................................................................................................... 58 Submitting a stop check request ................................................................................................................... 59 Approving or rejecting a stop check request ............................................................................................... 60 Returning a check............................................................................................................................................ 61 Submitting a reissue check request .............................................................................................................. 62 Approving or rejecting a reissue check request .......................................................................................... 64 Requesting a manual check ........................................................................................................................... 65 Approving or rejecting a manual check request .......................................................................................... 67 Generating check reports on demand ........................................................................................................... 68 Getting information about a student .................................................................................... 71 Info page ........................................................................................................................................................... 72 Job Corps Data Center ii Allotments page ............................................................................................................................................... 72 Financial page .................................................................................................................................................. 73 Pay History page.............................................................................................................................................. 74 Daily Status page ............................................................................................................................................. 74 Placements page ............................................................................................................................................. 74 Separations page ............................................................................................................................................. 75 Change History page ....................................................................................................................................... 75 Correcting an enrollment in error ......................................................................................... 81 Approving or rejecting an enrollment in error .............................................................................................. 83 Entering a data correction ..................................................................................................... 85 Submitting a correction to an advance ......................................................................................................... 85 Active student .............................................................................................................................................. 85 Separated student ....................................................................................................................................... 87 Approving or rejecting a correction to an advance ..................................................................................... 90 General ledger reports ........................................................................................................... 91 Taxes ....................................................................................................................................... 93 Updating tax settings ...................................................................................................................................... 93 Generating W-2 data ........................................................................................................................................ 95 Job Corps Data Center iii Overview Overview The Student Allotment and Allowance System (SAAS) is the primary system used by Job Corps to manage student payroll, deductions, allotments, allowances, and other payroll-related tasks. As part of the Career Development Services Systems suite of applications (CDSS), it shares centralized data in real time. This document explains the features and functions of SAAS and the tasks that the JCDC Student Payroll and Finance/Accounting departments can perform with the software. This document's audience is SAAS users. General usageGeneral usage Adjust your Internet Explorer browser settings Adjust your Internet Explorer browser settings SAAS runs on Internet Explorer 11. Take advantage of this browser's features to adjust the size of text and the zoom level to suit your personal preferences. A quick way to zoom in and out is to click CTRL – and CTRL + (hold the Control key and click the minus sign or plus sign on your keyboard). Use the tools in the upper right corner of the window to change the window size. Job Corps Data Center 4 open another browser tab Open multiple tabs to use different SAAS modules at the same time. This can be especially helpful if you want to preserve a filtered view in one module while doing related work in another. For instance, you can view information on a specific Student ID in the Student Info module while performing a Data Correction on the same Student ID in the Utilities module. Searching efficiently Searching efficiently When you're searching or filtering for specific records on students, payments, checks, or other data, try these tips to optimize your results. Enter a unique identifier if possible. For instance, if you're searching for a student, enter the Student ID if you have it. If you're filtering for a check in the Check Register, enter the Check Number if you have it. If you don't have a unique identifier, enter as much information as possible. You can enter as much or as little information as you like, but the more you enter, the more precise your results will be. In the Check Register for instance, you can enter any part of the Payee's name. The entry shown below will fetch every payee whose first or last name contains "ste." This would include such names as Stella Jones, Esteban Garcia, Anne Stevens, Jane Austen, and Jesus Beneste. Job Corps Data Center 5 This could fetch tens of thousands of records, in which case you'll get a pop-up table like the one shown below. If the table contains what you consider a manageable number of results, you can select the record you want . . . . . . and click OK to fetch it. Job Corps Data Center 6 If you get an unwieldy number of results, you can CANCEL and try your search again. For some fields, such as the Payee field described above, you can enter partial information. For other fields, such as Student SSN, you must enter the complete value. Getting through tables Getting through tables SAAS tables generally behave the same way, whether they display one row or thousands of rows. 1 2 3 A drop-down at the bottom-left lets you set the number of rows per page. A navigator in the center lets you click through the pages. You can get to the first and last pages by clicking the « and » buttons. A counter at the bottom-right tells you how many rows are in the table and which rows you're looking at. Most tables can be sorted. Click the arrow at the right of the column heading you want to sort on. Click it again to sort in the opposite order. If you don't see the arrow, the column can't be sorted. Hovering your cursor over a column label shows a detailed description. Filters: If a table looks strangely empty or incomplete, you might have filtered it to show fewer results. In the screenshot below, you've filtered the Check Register for "Allotment" checks. Job Corps Data Center 7 Click the Filter button again to see and adjust the filters. You can also clear filters by simply clicking to another module in the application. Don't forget to scroll Don't forget to scroll Some tables have more information in them than you can see when they first load. Use the scrollbar at the side of the table to see all the rows. Use the accordions Use the acordions Some tables can be collapsed and expanded so you can view as much or as little information at a time as you like. Use the arrow at the side of the table to see all the rows. Job Corps Data Center 8 Entering and deleting dates Entering dates You can't use the keyboard to type or delete dates. tbd 1. Click the datepicker at the right of any date field. 2. Click on the date you want when the calendar opens. If necessary, use the arrows at the top to browse to the month you want. The date will be entered in the field. To delete a date, put the cursor in the date field and click the × that appears at the right. *Mandatory fields*Mandatory fields Required fields are marked with an asterisk. You won't be able to execute a task (SAVE or SUBMIT, for instance) if you haven't filled in all the mandatory fields on a form. To clear a date or anything you have typed in, you can use your keyboard's Backspace or Delete keys, or click the × at the far right of the field. What did I type? What did I type? Some fields let you enter up to 255 characters, but the text is entered on one line and you might wonder what you typed at the beginning. You can hover the cursor over the field to see all the text in a pop-up. To keep track of what you're entering, you can also type the text in another application like Notepad and copy/paste it in. Job Corps Data Center 9 Is it working? Is it working? Searching for a student may take a few seconds. If you see "Searching…" below the Search button, be patient. Loading big tables, such as the Check Register, the Reissues tab, or the payroll verification tables, may also take a few seconds. If you see "Processing…" at the top-left of a table, be patient. The button doesn't do anything The button doesn't do anything If some of the dates in a datepicker or a button such as SAVE, OK, or RECONCILE looks grey or "won't click," you may not have completed all the information properly or you may be trying to enter invalid data. Be sure you've followed all the requirements as described. You have to enter a complete Student ID or SSN, or a date that falls within a specific range. Job Corps Data Center 10 Payroll Scheduling a payroll run Scheduling a payroll run Use these steps to schedule a payroll run. 1. Go to Utilities Payroll. 2. Complete the Schedule Payroll Run form. Pay Period Beginning The first date of the payroll cycle. Pay Period Ending The last date of the payroll cycle. Payroll Run Date The date the payroll run should occur, almost always a Friday. Note: You can run a payroll on a date other than the Payroll Run Date you enter. Payroll Type Job Corps Data Center The type of payroll to run: Regular, Allotment, Termination, or Bonus. 11 3. Click SCHEDULE to enter the payroll run in the All Runs table and clear the form. The All Runs table displays the current and future payroll runs in ascending order by Payroll Run Date. After a payroll is run and finalized, it no longer shows in the table. Job Corps Data Center 12 Changing the display in the All Runs table Changing the display in the All Runs table You may want to view more or fewer rows in the All Runs table, or view only one type of payroll. Use these steps to change the display. Note: The scheduled payrolls display in ascending order by Payroll Run Date. You cannot change the order. Go to Utilities Payroll. To see more or fewer rows, use the drop-down at the bottom-left of the table. To see the runs for only one type of payroll, select it from the drop-down filter at the top-right of the table. Job Corps Data Center 13 Modifying a scheduled payroll run Modifying a scheduled payroll run Use these steps to change the Date or Type settings for a payroll run that's already in the All Runs table. 1. Go to Utilities Payroll. 2. In the All Runs table, click the pencil button in the row with the payroll run you want to change. 3. In the Modify Payroll Run form, change the settings you want. 4. Pay Period Beginning The first date of the payroll cycle. Pay Period Ending The last date of the payroll cycle; must be after the Pay Period Beginning. Payroll Run Date The date the payroll run should occur, almost always a Friday. Payroll Type The type of payroll to run: Regular, Allotment, Termination, or Bonus. Click OK to update the payroll run in the All Runs table and close the form. CANCEL closes the form and leaves the All Runs table unchanged. Job Corps Data Center 14 Deleting a scheduled payroll run Deleting a scheduled payroll run Use these steps to delete a payroll that was scheduled erroneously. 1. Go to Utilities Payroll. 2. In the All Runs table, click the remove button in the row with the payroll run you want to delete. 3. When the warning appears, click YES to delete the payroll from the All Runs table. NO cancels the deletion and leaves the All Runs table unchanged. Job Corps Data Center 15 Running a payroll Use these steps to run a payroll. You must have a SAAS user role of Super User or Submitter to perform this task. Note: You cannot run a payroll until the previous run is finalized. The Payroll Run Status panel at the right of the page must show "Payroll is not running." 1. Go to Utilities Payroll. 2. Click the run button in the top row. The run button is active only in the top row, which displays the earliest scheduled payroll run. Note: You can run a payroll on a date other than the scheduled Payroll Run Date. 3. In the Run Payroll confirmation dialog, click CONTINUE. CANCEL cancels the payroll run and leaves the All Runs table unchanged. Job Corps Data Center 16 4. If you are running a payroll on a date other than the scheduled Payroll Run Date, a second Run Payroll confirmation dialog appears. Click YES to run the payroll. NO cancels the payroll run and leaves the All Runs table unchanged. Each step displays in the Payroll Run Status panel. You can leave the Payroll page and return later to verify it; it will remain in a waiting state until you or another admin takes further action. Job Corps Data Center 17 Verifying a payroll Use these steps to verify a payroll. You must have a SAAS user role of Super User or Submitter to perform this task. Note: The payroll run status must be "Waiting for verification." 1. Go to Utilities Payroll. 2. Click the VERIFY button in the Payroll Run Status panel. A verification page opens with seven tabs that are described below. Go through them in order, from left to right, to verify the payroll. You can also navigate back and forth by clicking the tabs or the BACK and NEXT buttons at the top of each tab. Note: The BACK button is different from the BACK TO PAYROLL link, which returns to the Schedule Payroll page. From the Schedule Payroll page, you can restart or resume verification by clicking VERIFY again. Job Corps Data Center 18 In each tab, you'll find a table with information about the payroll. You can get full descriptions by hovering your cursor over the column headings. Exceptions tab The Exceptions tab displays Regular or Termination payments flagged for either of the following: Net regular pay exceeds $200 Net separation pay exceeds $1200 1. Review the Exceptions. Generate the Payroll Exceptions report if you like by clicking the PDF button. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Note: This report is not available from the Reports tab. You need to print it here if you want it. 2. Click NEXT to advance to the Student Payroll Verification tab. CANCEL cancels verification and returns to the Schedule Payroll page. Student Payroll Verification tab For Regular and Termination payrolls, the Student Payroll Verification tab shows a minimum of 30 randomly selected payment records so you can spot-check the payroll. There are four categories of payments. Note: Some categories may be empty, but a minimum of 30 records overall is provided. Job Corps Data Center 19 Separated Students – separation pay for students who were separated other than MSWR during this pay period. Medical Separations – separation pay for students who received an MSWR separation during this pay period. Taxable Transportation – payments that include a Taxable Transportation deduction. New Students – payments to new enrollees receiving their first pay from Job Corps. All these categories have the same format: a two-column display with the student's SSN and the center code. 1. Click an SSN link to open the student's pay history in a separate window for your inspection. Tip: You can hover the cursor to see full descriptions of data in the following columns: (Pay) Type Job Corps Data Center Earnings Type Deductions Type 20 2. To close the pay history window, click the CLOSE button at the bottom-right. You may have to scroll down to see the button. Generate the Student Payroll Verification report if you like by clicking the PDF button. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Note: This report is not available from the Reports tab. You need to print it here if you want it. 3. When you've finished reviewing the Student Payroll Verification tab, click NEXT to advance to the Earnings tab. CANCEL cancels verification and returns you to the Schedule Payroll page. Earnings tab The Earnings tab displays a breakdown of earnings for each center. Any earning type that a center has received during the calendar year is listed. Centers are listed in ascending order by center code alongside their names. You must scroll to see all the rows in the table; you can't sort it. 1. Review the Earnings. Generate the Payroll Earnings report if you like by clicking the PDF button. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Tip: Job Corps Data Center This report is also available at Reports Payroll. 21 2. Click NEXT to advance to the Deductions tab. CANCEL cancels verification and returns to the Schedule Payroll page. Deductions tab The Deductions tab displays a breakdown of deductions for each center. Any deduction type that a center has during the calendar year is listed. Centers are listed in ascending order by center code alongside their names. You must scroll to see all the rows in the table; you can't sort it. 1. Review the Deductions. Generate the Payroll Deductions report if you like by clicking the PDF button. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Tip: 2. This report is also available at Reports Payroll. Click NEXT to advance to the Payroll Tax tab. CANCEL cancels verification and returns to the Schedule Payroll page. Payroll Tax tab The Payroll Tax tab displays totals for employee and employer portions of each type of tax processed in the payroll run, with subtotals for each center. Job Corps Data Center 22 Centers are listed in ascending order by center code alongside their names. You must scroll to see all the rows in the table; you can't sort it. 1. Review the Payroll Tax information. Generate the Payroll Tax report if you like by clicking the PDF button. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Tip: 2. This report is also available at Reports Payroll. Click NEXT to advance to the Bank Cash Reqs tab. CANCEL cancels verification and returns to the Schedule Payroll page. Job Corps Data Center 23 Bank Cash Reqs tab For Regular payrolls, the Bank Cash Reqs tab displays the cash requirements for each center. Centers are listed in ascending order by center code. You must scroll to see all the rows in the table; you can't sort it. 1. Review the Bank Cash Requirements Generate the Bank Cash Requirements report if you like by clicking the PDF button. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Note: If you print the report from this tab, every row in the "Reimb Amount" column will be 0.00, since this amount is calculated after payroll is finalized. To see the center reimbursement amounts, generate the report from Reports Payroll or from Utilities EFT. 2. .Click NEXT to advance to the Payroll Verification tab. CANCEL cancels verification and returns to the Schedule Payroll page. Job Corps Data Center 24 Payroll Verification tab The Payroll Verification tab displays center totals for the payroll run. Centers are listed in ascending order by center code. You must scroll to see all the rows in the table; you can't sort it. 1. Review the Payroll Verification information. Generate the Payroll Verification report if you like by clicking the PDF button. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Tip: 2. This report is also available at Reports Payroll. Click VERIFIED at the upper-right of the table to verify the payroll and return to the Schedule Payroll page. Job Corps Data Center 25 Your Admin ID will appear as the verifier in the Payroll Run Status panel. The payroll is ready for finalization by an admin with the SAAS Approver role. Job Corps Data Center 26 Recalculating a payroll run Recalculating a payroll run An admin with the SAAS user role of Super User can recalculate a payroll run. The staged student population is preserved, but the living allowances, earnings, deductions, paydues, and net are recalculated. You can recalculate the payroll run at these points: Payroll stage Button location After staging (while awaiting verification) Payroll Run Status panel After verification (while awaiting finalization) Payroll Run Status panel After reverification (instead of finalization) Payroll Run Verification tab Note: There is no confirmation dialog. The RECALCULATE button executes the function immediately. Job Corps Data Center 27 Aborting a payroll run Aborting a payroll run An admin with the SAAS user role of Approver can abort a payroll run if an unforeseen failure occurs or the payroll was scheduled or run erroneously (wrong dates, wrong type, etc.). Aborting a payroll run discards the staged student population. The payroll can be re-run from the All Runs table after any necessary modifications are made. You can abort the payroll run at these points: Payroll stage Button location After staging (while awaiting verification) Payroll Run Status panel After verification (while awaiting finalization) Payroll Run Status panel After reverification (instead of finalization) Payroll Run Verification tab Note: There is no confirmation dialog. The ABORT button executes the function immediately. Job Corps Data Center 28 Finalizing a payroll Use these steps to finalize a payroll that has been run and verified by another admin. You must have a SAAS user role of Super User or Approver to perform this task. Notes: The payroll run status must be "Verified." 1. Go to Utilities Payroll. 2. In the Payroll Run Status panel, click the FINALIZE button. 3. Go through the verification tabs to spot-check randomly pulled pay records and to view exceptions, earnings, deductions, payroll taxes, bank cash requirements, and payroll verification. Generate the reports if you like. This process is described in Verifying a payroll (page 18). 4. When you reach the final tab (Payroll Verification), click FINALIZED to finalize the payroll and return to the Schedule Payroll page. Job Corps Data Center 29 The run is removed from the All Runs table and the Payroll Run Status panel shows the payroll run as complete. Job Corps Data Center 30 Generating the EFT report Use these steps to generate the Electronic Funds Transfer List report for the latest Regular payroll run. This report is also available at Reports Payroll. Tip: 1. Go to Utilities EFT. 2. Review the Electronic Funds Transfer Report fields. These are information-only fields and cannot be changed. 3. Pay Period Ending The pay period end date for the latest Regular payroll Pay Period Beginning The pay period beginning date for the latest Regular payroll Posting Date The Bank Effective Date (7 days after the Pay Period Ending date) Report Date The reporting period Click the Create EFT Report button. Job Corps Data Center 31 4. In the confirmation dialog, click OK to generate the report. CANCEL cancels the report generation and leaves the Electronic Funds Transfer Report form unchanged. 5. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. The EFT report file name is ALTH1ACH.mmddyy where mmddyy is the report's run date. You can open it with Notepad. Job Corps Data Center 32 Generating the Bank Cash Requirements report Use these steps to generate the Bank Cash Requirements report. This report is also available at Reports Payroll. Tip: 1. Go to Utilities EFT. 2. Review the Electronic Funds Transfer Report fields. These are information-only fields and cannot be changed. Pay Period Ending The pay period end date for the latest Regular payroll Pay Period Beginning The pay period beginning date for the latest Regular payroll Posting Date The Friday 7 days after the Pay Period Ending date Report Date The reporting period 3. Click the Create BCR Report button. 4. In the confirmation dialog, click OK to generate the report. CANCEL cancels the report generation and leaves the Electronic Funds Transfer Report form unchanged. 5. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Job Corps Data Center 33 Generating payroll reports on demand Use these steps to generate payroll reports for any date range at any time. These are the same reports that you can generate during payroll or data corrections processing. The naming conventions differ slightly. 1. Go to Reports Payroll. 2. For any report other than Preview Backout of Pay Cycle or Backout of Pay Cycle, make a selection from the Payroll Type dropdown (Regular, Allotment, Termination, or Bonus). 3. Depending on the output you want, leave the date blank or use the datepickers to enter a date range. If you leave the datepicker blank, you'll get the report for the most recent payroll. See the table below for details. You can run the following reports, some of which are also available from other tabs. The output depends on the date range you select, if any. Tip: In most cases, you will probably want to leave the datepickers blank in order to generate a report for the latest pay period. Job Corps Data Center 34 Report Filename Also available at Report period for NO date range selection Report period for date range selection Note: The date in the filename is the run date of the report. Payroll Earnings PayrollEarnings_yyyy-mm-dd Payroll Verification Payroll Verification (Earnings tab) PayrollVerification_ yyyy-mm-dd Payroll Verification (Payroll Verification tab) Bank Cash Requirements Payroll Verification (Bank Cash Reqs tab) Utilities EFT BankCashReqs_ yyyy-mm-dd Payroll Deductions PayrollDeductions_ yyyy-mm-dd Payroll Tax The latest pay period of the selected payroll type Note: It doesn't matter how wide this range is; even if you enter dates that encompass a one-year period, only the latest pay period of the selected payroll type within the date range will be used. However, an overly narrow date range could generate an empty report if it does not encompass a PPE. Payroll Verification (Deductions tab) PayrollCtrTax_ yyyy-mm-dd Payroll Verification (Payroll Tax tab) Electronic Funds Transfer List Utilities EFT Pay period for the most recent PPE of the selected payroll type within the date range BankCashReqs_ yyyy-mm-dd Utilities Data Corrections Review StudentPreviewPayBackout_ yyyy-mm- Corrections this report Preview Backout of Pay Cycle Report dd Backout of Pay Cycle Report Backout of Pay Cycle Report n/a StudentPayBackoutRpt_yyyy-mm-dd All pending payroll backouts; disregards any Payroll Type selection. The reporting period will display as "1/1/1753 – 12/31/9999." Pending payroll backouts within the date range; disregards any Payroll Type selection All approved payroll backouts; disregards any Payroll Type selection. The reporting period will display as "1/1/1753 – 12/31/9999." Approved payroll backouts within the date range; disregards any Payroll Type selection 4. Click the PDF button 5. Open, save, or cancel the report using the buttons at the bottom-right of your browser. Job Corps Data Center 35 Banking Mapping a bank file Mapping a bank file Use these steps to map the bank file to Excel spreadsheet columns for SAAS. This should be a one-time task. You won't need to do it again unless the bank changes its format or JCDC changes banks. 1. Click Reconcile on the main menu. 2. Click the gear button. 3. In the Import Settings dialog, click in each field and enter the UPPERCASE column letter the bank uses for the corresponding bank data. Warning: If you use lowercase letters, the columns will not map properly. 4. Click SAVE to import the settings. CANCEL closes the dialog without importing the settings. Job Corps Data Center 36 Importing a bank file Use these steps to upload, reconcile, and verify a bank file. 1. Click Reconcile on the main menu. 2. Dismiss any notifications from the previous reconcilation by clicking the × at the far right of each message. Note: You can dismiss these notifications even if there are existing exceptions in the Exceptions table. All exceptions remain in the table until you reconcile or reject them. When the messages are removed, the UPLOAD button replaces the RECONCILE button. 3. Click the UPLOAD button. 4. Browse to the bank file you want to upload. 5. When the file is loaded into the Reconcile Bank Data form, click the RECONCILE button. Job Corps Data Center 37 6. When the Verify Bank Data dialog opens, scroll through the sample rows (up to 25 display) to ensure that the imported data is mapped to the columns correctly. Specifically, check numbers should appear under the Check column, bank reference numbers in the Bank Reference column, amounts in the Amount column, and dates in the Cleared Date column. If the columns don't match, remap them (page 36) and click RECONCILE again. 7. Click YES to verify the mapping and reconcile the bank file. NO cancels the reconciliation. One or two notifications display, indicating that 1) reconciliation is complete, and possibly 2) exceptions have been found. Any exceptions display in the Exceptions table. Job Corps Data Center 38 Optional: To generate a report of the unreconciled exceptions, click the PDF button at the upper-right of the Exceptions table. When the report is ready, open, save, or cancel it using the buttons at the bottom-right of your browser. Job Corps Data Center 39 Reconciling missing exceptions Reconcile A Missing exception occurs when the Check No. in the Exceptions table is not in the Check Register, where it should have a status of "Open Not Cashed." Use these steps to reconcile a "Missing" exception. 8. Click Reconcile on the main menu. 9. In the Exceptions table, enter the correct seven-digit check number in the Correct Check No field for the Missing exception you want to reconcile. Note: If the Correct Check No. you enter already exists in the Check Register, another exception will immediately appear in the Exceptions table. 10. Click the RECONCILE button in the same row. Note: You must enter a seven-digit number in the Correct Check No. field before you can click RECONCILE. 11. When the confirmation dialog opens, click OK to reconcile the check under the Correct Check No. and remove it from the Exceptions table. CANCEL cancels the reconciliation and leaves the table unchanged. Job Corps Data Center 40 Reconciling duplicate exceptions A Duplicate exception occurs when the check number in the bank file matches a check with a status of "Reconciled" in the Check Register. Use these steps to reconcile a "Duplicate" exception. 1. Click Reconcile on the main menu. 2. In the Exceptions table, select an action, RECONCILE or REJECT, for the Duplicate you want to resolve. o Select REJECT to reject the check as a true duplicate. REJECT opens a warning dialog. Click OK to reject the check from the bank file and remove it from the Exceptions table. CANCEL cancels the reconciliation and leaves the table unchanged. o Select RECONCILE to reconcile the checks under their correct check numbers .RECONCILE opens the Reconcile Duplicate Check form. a. Job Corps Data Center Enter a seven-digit Correct Check Number for each check: the original and the duplicate. 41 Note: When you enter the Correct Check Number, you could create another exception. Depending on the type, this will either 1) create another row in the Exceptions table, or 2) trigger an error message. If you receive an error message, click CANCEL or OK to dismiss it, then re-enter the Correct Check Number. b. Click RECONCILE to reconcile the duplicate check, close the form, and remove the check from the Exceptions table. CANCEL cancels the reconciliation and closes the form. Note: You must enter two different seven-digit numbers in the Correct Check Number fields before you can click RECONCILE. c. Job Corps Data Center When the confirmation dialog opens, click OK to confirm the reconciliation. CANCEL returns you to the Reconcile Duplicate Check form with no changes. 42 Reconciling dollar/amount exceptions A Dollar/Amount exception occurs when the Check Amount from the Check Register and the Bank Amount are different. Use these steps to reconcile a "Dollar/Amount" exception. Note: If a check creates both a dollar/amount and a date exception, there will be two rows in the Exceptions table, one for each exception type. 1. Click Reconcile on the main menu. Optional: In the Exceptions table, enter an explanatory Comment (255 characters max) for the Dollar/Amount exception you want to reconcile. Tip: Text you enter here scrolls horizontally. Hover your cursor over the field to see all the text you've entered. 2. Click the RECONCILE button for the Dollar/Amount exception you want to reconcile. 3. When the confirmation dialog opens, click OK to reconcile the check as the Check Amount, save any comment you entered in the database, and remove the exception from the table. CANCEL cancels the reconciliation and leaves the table unchanged. Job Corps Data Center 43 Reconciling date exceptions A Date exception occurs when the check has the status of "Expired" in the Check Register. Use these steps to reconcile a "Date" exception. Note: If a check creates both a dollar/amount and a date exception, there will be two rows in the Exceptions table, one for each exception type. This exception serves as an FYI; reconciliation constitutes acknowledgment. 1. Click Reconcile on the main menu. 2. In the Exceptions table, click the RECONCILE button for the Date exception you want to reconcile. 3. When the warning dialog displays, click OK to remove the check from the Exceptions table. CANCEL cancels the reconciliation and leaves the table unchanged. Job Corps Data Center 44 Generating the Check Reconciliation Exceptions report You can generate a report of the unreconciled exceptions from the Reconcile tab (page 40) or the Reports tab (page 68). If you generate the report from the Reconcile tab, all unreconciled exceptions are included in the report. If you generate the report from the Reports tab, you have the option of limiting the exceptions to a specific bank file import date or dates. Job Corps Data Center 45 Printing checks Printing check batches Use these steps to queue check batches of all types for physical printing in EZPaySuite. You won't need paper or check stock for these steps. 1. Go to Check Printing Define Check Batch. 2. Complete the Define Check Batch form. Check Type The type of checks to print. Pay Period The pay period for the Check Type you selected; you cannot change this. Check Date Default date is the current date for Manual checks and 7 days after the end of the Pay Period for all other checks; see the restrictions below. For Manual checks, you cannot set a Check Date earlier than the current date or more than 7 days later than the current date. For all other checks, you cannot set a Check Date earlier than the Pay Period End date or more than 7 days later than the Pay Period End date. Starting Check Number The check number to start the print batch. Warning: Do not change this number unless it's absolutely necessary. 3. Click PRINT. What happens next: One of the following print batch summary reports is generated as a PDF file that you may open, save, or cancel using the buttons at the bottom-right of your browser: o Job Corps Data Center Termination Payroll Summary – opens if the check type is "Termination" 46 o Allotment Check Register – opens if the check type is "Allotment" o Check Register – opens if the check type is "Manual," "Bonus," or "Regular." tbd: If you are printing a batch of Manual checks, this report includes any previous Manual check print batches for the current date. The checks appear in the Check Register with a status of "Open Not Cashed." Manual checks are removed from the Manual Checks table. The batch is saved to an EZPaySuite "Checkbook" with a status of "Pending." To continue processing the batch, log onto EZPaySuite. Follow the instructions in the EZPaySuite User Guide, which is located on the JCDC Share drive at S:\ACOM\Documentation\ EZPaySuite_UserGuide_v860.pdf. Note: If you have specified a check batch for which there is no data (for example, it has already been printed or payroll has not been finalized yet), an error message will display stating that there is nothing in the queue. Job Corps Data Center 47 Printing reissued checks Use these steps to print checks that have been approved for reissue. 1. Click Reissues on the main menu. Optional: o 2. To fetch a specific check or range of checks, filter the results (page 49). Click PRINT BATCH at the upper-right of the table. What happens next: The Reissued Checks Print List report is generated as a PDF file that you may open, save, or cancel using the buttons at the bottom-right of your browser. This report includes any previous Reissued check print batches for the current date. The checks are removed from the Reissues tab and appear in the Check Register with new check numbers and a status of "Open Not Cashed." The original checks remain in the Check Register with a status of "Reissued." The batch is saved to an EZPaySuite "Checkbook" with a status of "Pending." To continue processing the batch, log onto EZPaySuite. Follow the instructions in the EZPaySuite User Guide, which is located on the JCDC Share drive at S:\ACOM\Documentation\ EZPaySuite_UserGuide_v860.pdf. Note: If you have specified a check batch for which there is no data (for example, it has already been printed or payroll has not been finalized yet), an error message will display stating that there is nothing in the queue. Removing reissued checks from the print queue Use these steps to remove Reissued checks from the print queue. remove it You must have a SAAS user role of Super User or Approver to perform this task. 1. Click Reissues on the main menu. Optional: To fetch a specific check or range of checks, see Searching the Reissues tab, below. Job Corps Data Center 48 2. Click the remove button in the far-right column for each check you want to remove. This reverts the check to its previous status, i.e. "Stopped" or "Returned." Searching the Reissues tab Use these steps to filter or search the Reissues tab for specific checks or ranges of checks. See Searching efficiently (page 5) to optimize your results. filter the results Note: There are two filter buttons. One is Filter and the other is FILTER (uppercase). The Filter button toggles (closes and reopens) the filter display without changing any of your filter settings, while the FILTER button reloads the Reissues tab with your filters applied. 1. Click Reissues on the main menu. 2. Click Filter at the far right of the page. 3. Enter criteria in any of the search fields. Original Check Number Enter a seven-digit number for the check. Student ID Enter a seven-digit number. SSN Enter a student's complete SSN. Payee Enter any part of the payee's name. For instance, if you enter "ste," you will fetch such names as Stella Jones, Esteban Garcia, Anne Stevens, Jane Austen, and Jesus Beneste. Type Select a check type from the drop-down: Allotment, Bonus, Manual, Regular, or Termination. Amount Type the decimal point if you want to include the cents amount. Examples: 100 = one hundred dollars 100.00 = one hundred dollars 100.34 = one hundred dollars and thirty-four cents Job Corps Data Center 49 .34 = thirty-four cents Clicking the Filter button at any time toggles (closes or reopens) the filter display, leaving all your selections. 4. Click FILTER to reload the Reissues page with the filtered results. RESET clears all the filters and leaves the Reissues display unchanged. Notes: 1 – If all the filters are empty and you click the FILTER button, the entire Reissues tab will display. 2 – If you click off the Reissues tab to another tab, all your filters will be cleared, and the entire Reissues tab will display when you return. Job Corps Data Center 50 Reprinting a single check A check's Status must be "Open Not Cashed" to be reprinted. Use these steps to reprint a check. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). 2. Click the Reprint Check button in the Actions column for the check you want to reprint. 3. Review the information in the Reprint Check form. The Admin ID is your ID. 4. Click PRINT. CANCEL closes the form and takes no action. The check file is saved to EZPaySuite with a status of "Pending." To continue processing the check, log onto EZPaySuite. Follow the instructions in the EZPaySuite User Guide, which is located on the JCDC Share drive at S:\ACOM\Documentation\ EZPaySuite_UserGuide_v860.pdf. Job Corps Data Center 51 Reprinting multiple checks A check's Status must be "Open Not Cashed" to be reprinted. Use these steps to reprint multiple checks. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). 2. Click the checkboxes at the far left of the Check Register to select the checks you want to reprint. Tip: To select all the checks on the page, click the box at the top of the Check Register. Click the box again to deselect all the checks. 3. Click the Reprint Check button in the Actions column for any selected check. Job Corps Data Center 52 4. Review the information in the Reprint Check dialog. o The Admin ID is your ID. o Use the scrollbar if necessary to see all the Selected Checks. o Hover over a check number to see the payee and the address the check will be mailed to. Optional: click the remove button next to any check to remove it from the queue. 5. Click PRINT. CANCEL closes the form and takes no action. The batch is saved to an EZPaySuite "Checkbook" with a status of "Pending." To continue processing the batch, log onto EZPaySuite. Follow the instructions in the EZPaySuite User Guide, which is located on the JCDC Share drive at S:\ACOM\Documentation\ EZPaySuite_UserGuide_v860.pdf. Job Corps Data Center 53 Handling checks Searching for specific checks or ranges of checks Use these steps to search for specific checks or ranges of checks. See Searching efficiently (page 5) to optimize your results. filter the results Note: There are two filter buttons. One is Filter and the other is FILTER (uppercase). The Filter button toggles (closes and reopens) the filter display without changing any of your filter settings, while the FILTER button reloads the Check Register with your filters applied. 1. Click Check Register on the main menu. 2. Click Filter at the far right of the page. Job Corps Data Center 54 3. Enter criteria in any of the search fields. Original Check Number Enter a seven-digit number for the original check. Student ID Enter a seven-digit number. SSN Enter a student's complete SSN. Payee Enter any part of the payee's name. For instance, if you enter "ste," you will fetch such names as Stella Jones, Esteban Garcia, Anne Stevens, Jane Austen, and Jesus Beneste. Type Select a check type from the drop-down: Allotment, Bonus, Manual, Regular, or Termination. Amount Type the decimal point if you want to include the cents amount. Examples: 100 = one hundred dollars 100.00 = one hundred dollars 100.34 = one hundred dollars and thirty-four cents .34 = thirty-four cents Status Select a check status from the drop-down: Expired, Open Not Cashed, Open Student Received, Printing, Reconciled, Reissue Pending, Reissued, Returned, Stop Pending, or Stopped 4. Click FILTER to reload the Check Register with the filtered results. RESET clears all the filters and leaves the Check Register's display unchanged. If all the filters are empty and you click the FILTER button, the entire Check Register will display. Clicking the Filter button at any time toggles (closes or reopens) the filter display, leaving all your selections. If you click off the Check Register module to another tab, all your filters will be cleared, and the entire Check Register will display when you return. If you want to preserve a filtered view while you do related work in another module, such as Student Info or Data Corrections, open another browser tab for the second module. Job Corps Data Center 55 Getting check information Use these steps to view the name of the student, the mailing address, and the history of a check. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). 2. Click the Check Info button in the Actions column for the check you want to get information about. The Check Info table opens, displaying Check Info and Check History information as described below. Job Corps Data Center Student The student's full name. Address The student's current address. Date The date any action was taken on the check. Action Any action that has been taken on the check, by the system (suchas "Expired") or by a user (such as "Returned"); there is a row in the table for each action that has been taken. Cleared Date The date the check cleared, if any. Reason The reason for any action taken on the check. Void Reason always empty Reference If the check Status is "Reissued," this is the Check Number of the check that replaced it. See the Optional step below for more information. Admin ID The admin who submitted an action. Approved By The admin who approved an action. 56 Optional: To see more information about a check with status "Reissued," click the Reference number. A second Check Info row opens, showing Check Info and Check History for the replacement check. Example: Check 000001 was reissued as Check 000002. If you are currently viewing Check 000001, clicking Reference will display information for Check 000002. When you are finished viewing information for a reissued check click the BACK TO CHECK REGISTER link at the upper-left to view other checks. 3. To close the Check Info window, click CLOSE at the bottom-right of the window. Job Corps Data Center 57 Printing the Check Register Use these steps to print the Check Register. Note: This is not the same as the Check Register report, which provides the Check number, Student SSN, Student Name, Amount, Date, and Status for a specific pay period. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). Warning: If you don't apply any filters, the entire Check Register will be printed. 2. Click the PDF button at the far right of the Check Register to print it (as filtered). 3. Open, save, or cancel the output using the buttons at the bottom-right of your browser. Job Corps Data Center 58 Submitting a stop check request A check's Status must be "Expired," "Open Not Cashed," or "Open Student Received" to be submitted for a stop. Use these steps to submit a stop check request. You must have a SAAS user role of Super User or Submitter to perform this task. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). 2. Click the stop check button in the Actions column for the check you want to stop. 3. In the Stop Check form, enter a Reason for stopping the check (255 characters max). Tip: 4. Text you enter here scrolls horizontally. Hover your cursor over the field to see all the text you've entered. Click OK to submit the stop request for approval by an admin with the SAAS Approver role, change the check's Status to "Stop Pending" in the Check Register, and close the form. CANCEL closes the form and takes no action. Note: You must enter a Reason before you can click OK. Job Corps Data Center 59 Approving or rejecting a stop check request A check's Status must be "Stop Pending" for you to approve or reject a stop. Use these steps to approve or reject a stop check request submitted by another admin. You must have a SAAS user role of Approver or Super User to perform this task. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). 2. Click the stop check button in the Actions column for the pending stop check request you want to approve or reject. 3. Review the information in the Stop Check form. The Admin ID is the submitting admin. The Approving Admin ID is your ID. 4. Select an action: STOP or REJECT. To take no action and close the form, click CANCEL. o STOP closes the form, changes the check status to "Stopped," and stops the check. o REJECT closes the form. The check's status remains "Stop Pending." Your action, whether Stop or Reject, will display in the check's history in the Check Register Check Info window with the date and your Admin ID. Job Corps Data Center 60 Returning a check A check's Status must be "Expired," "Open Not Cashed," or "Open Student Received" to be returned. Use these steps to return a check. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). 2. Click the return button in the Actions column for the check you want to stop. 3. In the Return Check form, select a Reason for returning the check. The Admin ID is your ID. 4. Click OK to return the check, change its Status to "Returned" in the Check Register, and close the form. CANCEL closes the form and takes no action. Note: You must select a Reason before you can click OK. The check will display on the Returned Checks Edit List report. Job Corps Data Center 61 Submitting a reissue check request A check's Status must be "Stopped" or "Returned" to be submitted for reissue. Use these steps to submit a reissue check request. You must have a SAAS user role of Super User or Submitter to perform this task. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). 2. Click the reissue check button in the Actions column for the check you want to reissue. 3. Review the information in the read-only fields in the Reissue Check form. The Admin ID is your ID. Job Corps Data Center 62 Optional: If the reissued check must be sent to an address other than the Current Address, use the Check Address fields to change it. 4. Click OK to submit the reissue request for approval by an admin with the SAAS user role of Approver or Super User, change the check's Status to "Reissue Pending" in the Check Register, and close the form. CANCEL closes the form and takes no action. Note: Whether you have changed the address or not, all the fields except Address 2 in the Check Address form must be filled in before you can click OK. Job Corps Data Center 63 Approving or rejecting a reissue check request Use these steps to approve or reject a check reissue request submitted by another admin.. reject it You must have a SAAS user role of Approver or Super User to perform this task. Note: A check's Status must be "Reissue Pending" to be approved or rejected for reissue. 1. Click Check Register on the main menu. Optional: To fetch a specific check or range of checks, filter the results (page 54). 2. Click the reissue check button in the Actions column for the reissue check request you want to approve or reject. 3. Review the information in the Reissue Pending form. The Admin ID is the submitting admin. The Approving Admin ID is your ID. 4. Select an action: REISSUE or REJECT. To take no action and close the form, click CANCEL. o REISSUE closes the form, changes the check status to "Reissued" in the Check Register, and queues the check for printing on the Reissues tab. o REJECT closes the form. The check's status reverts to its previous state, "Returned" or "Stopped." Your action, whether Reissue or Reject, will display in the check's history in the Check Register Check Info window with the date and your Admin ID. Job Corps Data Center 64 Requesting a manual check Use these steps to submit a manual check request. You must have a SAAS user role of Super User or Submitter to perform this task. 1. Go to Check Printing Manual Checks. 2. Complete the Request Manual Check form on the right side of the page. Note: If you enter a valid student SSN, the remaining fields will populate with the information on record. You can type over this with new information if you want. Job Corps Data Center SSN Optional: enter a valid student SSN. Amount Enter the check amount. 65 Payee Enter the complete name of the payee. Address 1 Enter the first line of the check's mailing address. Address 2 Optional: enter the second line of the check's mailing address. City Enter the city of the check's mailing address. State Enter the state of the check's mailing address. Zip code Enter the zip code of the check's mailing address. Memo Optional: enter a memo (255 characters max) to be printed on the check. Tip: Text you enter here scrolls horizontally. Hover your cursor over the field to see all the text you've entered. Warning: If you receive an error message about an invalid SSN and then enter the correct one, the fields will automatically repopulate with the information on record if you click or tab in them. Double-check any fields you have typed or retyped. 3. Click SUBMIT to submit the check request for approval by an admin with the SAAS user role of Approver or Super User, add this check to the Manual Checks table on the left side of the page with a Status of "Pending," and clear the form. Job Corps Data Center 66 Approving or rejecting a manual check request Use these steps to approve or reject a manual check request. You must have a SAAS user role of Approver or Super User to perform this task. 1. Go to Check Printing Manual Checks. 2. Click the launch button at the far-right of the Manual Checks table. 3. Review the information in the Approve Manual Check form. The Admin ID is the submitting admin. The Approving Admin ID is your ID. Tip: 4. To see the complete values for each field, hover your cursor over it. Select an action: APPROVE or REJECT. To take no action and close the form, click CANCEL. o APPROVE closes the form and changes the check status to "Approved." It can be printed from the Define Check Batch tab. o REJECT removes the check request from the Manual Checks table. Job Corps Data Center 67 Generating check reports on demand Use these steps to generate check reports.Reports These are the same reports you generate during check printing or reconciliation. The naming conventions differ slightly. 1. Go to Reports Checks. 2. Depending on the output you want, leave the date blank or use the datepickers to enter a date range (see the table below). You can run the following reports, some of which are also available from other tabs. The reporting period depends on the date range you select, if any. Note: The Manual Check Register report, which is automatically generated when manual checks are printed, is not available from this tab. To generate an equivalent report on demand, filter the Check Register for Type: Manual, and whatever Date and Status filters you want. Job Corps Data Center 68 Report Filename Also available at Note: The date in the filename is the run date of the report. Allotment Checks Report Check Printing tab AllotChecksRpt_yyyy-mm-dd Returns the checks in the current Allotment print batch Approved Checks Edit List Report period for selected date range Most recent pay period for Allotment checks Pay period for the most recent Allotment Bank Effective Date that falls within the date range If checks for the most recent pay period have not been printed, the report will be empty All approved manual and reissue checks (not yet printed) Approved manual and reissued checks (not yet printed) for all the approval dates within the date range Reconcile tab All checks that are unreconciled exceptions Unreconciled exceptions based on bank file import dates within the date range Check Printing tab Most recent pay period for Bonus or Regular checks Pay period for the most recent Bonus or Regular Bank Effective Date within the date range ReconcileRpt_ yyyy-mm-dd Check Register PrintChecksSummaryRpt_ yyyy-mm-dd Reissued Checks Report ReissuedChecksRpt_ yyyy-mmdd Returned Checks Edit List Returns the Bonus or Regular checks in the current print batch Reissues tab TermChecksRpt_ yyyy-mm-dd Job Corps Data Center If checks for the most recent pay period have not been printed, the report will be empty If checks for the selected pay period have not been printed, the report will be empty All reissued checks that have been printed All reissued checks with an issue (print) date within the date range tbd n/a All checks with a status of Returned All checks with a return date within the date range tbd tbd Check Printing tab Most recent pay period for Termination checks Pay period for the most recent Termination Bank Effective Date within the date range Returns the Reissued checks in all the Reissued check print batches for the current day tbd tbd tbd Termination Payroll Summary If checks for the selected pay period have not been printed, the report will be empty n/a ApprovedChecksRpt_ yyyymm-dd Check Reconciliation Exceptions Report period for NO selected date range Returns the checks in the current Termination print batch If checks for the most recent pay period have not been printed, the report will be empty If checks for the selected pay period have not been 69 printed, the report will be empty 3. Click the PDF button. 4. Open, save, or cancel the report using the buttons at the bottom-right of your browser. Job Corps Data Center 70 Getting information about a student The Student Info tab has eight pages where you can get information on a student. All the fields are read-only. 1. Click Student Info on the main menu. 2. Enter criteria in any of the search fields (Student ID should suffice). Student Any part of a student's name. For instance, if you enter "ste," you will fetch such names as Stella Jones, Esteban Garcia, Anne Stevens, Jane Austen, and Jesus Beneste. Student SSN A student's complete SSN. Student ID A seven-digit number. Center Automatically populated by your other entries. Tip: 3. student search form If you get too many results, try the techniques in Searching efficiently (page 5). Click SEARCH. Your search results will stay selected as you work in the Student Info module (Info page, Allotments page, Financials page, etc.). However, if you click to another module, such as the Check Register or Utilities, the Student Info search fields are cleared. If you want to preserve your search results while you do related work in another module, open another browser tab for the second module. The Student Info module includes the following pages: Info (General Info, Alternate Addresses, Enrollment Info, and Education for the current enrollment; and information on the latest Separation in the case of a student with multiple enrollments) Allotments (allotment information for all enrollments) Financial (Earnings, Deductions, Reimbursements, and Accruals for all enrollments) Pay History (Payroll History for all enrollments) Daily Status (Daily status for all enrollments) Placements Separations Change History (Date and Admin ID of changes to General Info, Allotments, and Financial for all enrollments) Job Corps Data Center 71 Info page Info page This page provides General Info, Alternate Addresses, Enrollment Info, and Education for the current enrollment; and information on the latest Separation in the case of a student with multiple enrollments. Allotments page Allotments page This page provides allotment information for all the student's enrollments, including the Type of allottee ("I" for individual or "B" for business), the start and end dates the student chose to pay allotments, the student's contribution ("Student Portion"), the government contribution ("Matched Portion"), and the combined totals of both to date ("Total to Date"). There is one row for each allottee. Job Corps Data Center 72 Financial page Financial page This page provides information on the student's earnings, deductions, reimbursements, and accruals for all enrollments. Earnings and deductions are summarized per type and year; the year is determined by the earning's or deduction's Bank Effective Date. Tip: You can hover the cursor to see full descriptions of data in the following columns: Earning (type) Deductions (type) Reimbursements The Reimbursements table lists each reimbursement paid to the center for the student by the date the reimbursement was requested by the center ("Transaction Date"), the reimbursement code entered by the center, the amount, and the end date of the pay period during which the center received the reimbursement. You can also filter the table by selecting a pay period end date from the dropdown at the upper-left of the table. The Accruals table lists each accrual for the student, including the total amount accrued, the total amount used, and the difference ("Amount"). Job Corps Data Center 73 Pay History page Pay History page This table has a row for each of the student's pay records, with the most recent first. Daily Status page Daily Status page This table has a row for each change in the student's daily status, starting with the most recent. Placements page Placements page This page provides placement information for all the student's enrollments. Job Corps Data Center 74 Separations page Separations page This page provides separation information for all the student's enrollments. Change History page Change History page This page displays the Date and Admin ID of changes to General Info, Allotments, and Financial information for all the student's enrollments.The display on this page depends on which information you select from the dropdown. The fields available for each selection are listed below. Job Corps Data Center 75 Change History Information Info Student Student Name SSN Birth Date Gender Race Address Home Phone Cell Phone Allotments Allottee Information Allottee Name Allottee Type Address Phone Start Date End Date Student Portion Matched Portion Total To Date Financial Earnings Earning Code Earning Amount Paid to Date Outstanding Amount Closed Reversed Financial Deductions Contact Name Relation Phone Address Deduction Code Deduction Amount Paid to Date Outstanding Amount Closed Reversed Info Enrollment Financial Reimbursements Enrollment Date Transaction Date Reimbursement Code Center Name Reimbursement Amount Paid Reversed Pay Period Ending Info Alternate Addresses Info Enrollment Type Enrollment Type Center Name Arrival Date Financial Accruals Accrual Code Accrual Amount Accrual Used Outstanding Accrual Closed Reversed Job Corps Data Center 76 Complete index of Student Info fields Complete index of Student Info fields This field is on Accrual Accrual Amount Accrual Code Accrual Used Accrued Address Agency ID Allottee Name Allottee Type Amount Approved Date Arrival Date Arrival Date Backout Date Bad Days Birth Date Birthdate Cell Phone Center Center Name Check Closed Code Contact Name CT Specialist Date Job Corps Data Center this page Financial Change History Change History Change History Financial Allotments Change History Change History Change History Student Info Student Info Student Info Placements Change History Change History Student Info Financial Financial Placements Student Info Change History Pay History Daily Status Change History Student Info Change History Student Info Pay History Change History Change History Pay History Change History Change History Change History Financial Daily Status Change History Student Info Placements Student Info in this table Accruals Accruals Accruals Accruals Accruals Alternate Addresses Student Info Alternate Addresses General Info Separation Accruals Reimbursements Enrollment Info Enrollment Type Student Info General Info Student Info General Info Enrollment Type Reimbursements Accruals Deductions Earnings Reimbursements Alternate Addresses Alternate Addresses Separation 77 This field is on Date Last Status Change Date Updated Deduction Deduction Amount Deduction Code Deductions Curr Deductions Type Deductions YTD Diploma/GED Disciplinary/Medical Code Earning Earning Amount Earning Code Earnings Amount Earnings Daily Earnings Days Earnings Type End Date Enrollment Date Enrollment Type Entered Gender Good Days Graduate Home Phone Hourly Wage Hours HSD/HSE Date HSD/HSE State HSD/HSE Status Job Title Leave Length of Stay Matched Portion Job Corps Data Center this page Student Info Student Info Financial Change History Change History Pay History Pay History Pay History Student Info Separations Financial Change History Change History Pay History Pay History Pay History Pay History Allotments Change History Daily Status Change History Student Info Change History Student Info Separations Change History Student Info Daily Status Separations Change History Student Info Placements Placements Student Info Student Info Student Info Placements Daily Status Daily Status Student Info Allotments Change History in this table Enrollment Info Alternate Addresses Deductions History Deductions Deductions General Info Earnings History Earnings Earnings Enrollment Info General Info Student Info General Info Student Info General Info Education Education Education Enrollment Info 78 This field is on MSWR Final Date MSWR Separation MSWR Term Readjustment Name Net Pay Non-Payable Days This Enrollment Outstanding Outstanding Accrual Outstanding Amount Paid Paid Days This Enrollment Paid to Date Pay Due Pay Period Ending Payable Days This Enrollment Phone Placed Date Placement Address Placement Agency Race Recommended Admission Reimbursement Amount Reimbursement Code Relation Report Date Reversed Send Final Pay & Allowance To Separation Date Job Corps Data Center this page Separations Separations Separations Allotments Pay History in this table Student Info Enrollment Info Financial Financial Change History Change History Change History Change History Student Info Change History Change History Pay History Change History Financial Pay History Student Info Allotments Change History Change History Student Info Student Info Placements Separations Separations Change History Student Info Separations Change History Change History Change History Student Info Placements Change History Change History Change History Change History Separations Separations Deductions History Earnings History Accruals Deductions Earnings Reimbursements Enrollment Info Deductions Earnings Reimbursements Reimbursements Enrollment Info Alternate Addresses Alternate Addresses Separation Student Info General Info Reimbursements Reimbursements Alternate Addresses Alternate Addresses Accruals Deductions Earnings Reimbursements 79 This field is on Separation Type SSN Start Date Status Student Name Student Pay Status Student Portion To the Same Center Total Total Deductions Total Earnings Total To Date Transaction Date Transferred to Center Type Updated By Used Verified Date Vocation Status Zero Tolerance Terminee Job Corps Data Center this page Separations Change History Allotments Change History Daily Status Placements Daily Status Change History Student Info Allotments Change History Separations Financial Financial Pay History Pay History Allotments Change History Change History Financial Separations Allotments Placements Pay History Student Info Financial Placements Student Info Separations in this table Student Info Student Info Enrollment Info Deductions History Earnings History Reimbursements Reimbursements Alternate Addresses Accruals Education 80 Correcting an enrollment in error JCDC Payroll receives Remedy tickets to resolve regionally approved enrollment-in-error corrections. SAAS will delete the SSN records and back out any uncollected pay. Submit enrollments in error in a timely manner so that an approving admin can take action before the next regular payroll run. Otherwise, an additional payment will be erroneously issued to the student. Use these steps to submit an enrollment in error correction for approval by another admin. You must have a SAAS user role of Super User or Submitter to perform this task. 1. Go to Utilities Enrollment in Error. 2. Enter criteria in any of the search fields of the student search form (Student ID should suffice). 3. Click SEARCH. .Tip: o If you get too many results, try the techniques in Searching efficiently (page 5). Depending on the student's enrollment status, a message may display advising you that no action is possible because of one of the following: The student has not arrived on center. The student can't have been enrolled in error (Enrollment type is other than "New Student. The student has received a payment and you must contact the center to proceed (Enrollment Type is "New Student" and student's Paydue does not equal his/her pay). Tip: If you get one of these messages, you may have mistyped the search info. Try again. If you entered a valid Enrollment in Error (the student's Enrollment Type is "New Student " and his/her Paydue matches his/her total pay to date), the Enrollment in Error table appears below the search results. 4. Review the information in the Enrollment in Error table. Job Corps Data Center 81 5. Complete the Enrollment in Error form below the table. Ticket Number The Remedy ticket number used to report the enrollment in error. Reason Explanatory text (255 characters max). Tip: 6. Text you enter here scrolls horizontally. Hover your cursor over the field to see all the text you've entered. Click SUBMIT to submit the data correction for approval by an admin with a SAAS user role of Approver or Super User on the Review Data Corrections screen. Note: Both fields must be completed before you can click SUBMIT. Job Corps Data Center 82 Approving or rejecting an enrollment in error It is important to approve enrollments in error in a timely manner. If you wait until after the next regular payroll run, an additional payment will be erroneously issued to the student. Use these steps to approve or reject an enrollment-in-error correction submitted by another admin. You must have a SAAS user role of Approver or Super User to perform this task. 1. Go to Utilities Enrollment in Error. 2. Click the REVIEW ENROLLMENTS IN ERROR link at the right of the page. 3. Review the information in the Review Enrollments in Error table. 4. Select an action: approve () or reject (×). o Approve– click the approve button in the Actions column. In the Process Enrollment in Error confirmation dialog, click OK to execute the unenrollment, remove the row from the Review Enrollments in Error table, and close the form. CANCEL cancels the action and closes the dialog. Job Corps Data Center 83 o Reject– click the reject button in the Actions column to reject the correction and remove the row from the Review Enrollments in Error table. The date of the rejection and your user ID are recorded in the database. Click the BACK TO ENROLLMENTS IN ERROR link at the upper-left at any time to return to the Enrollment in Error page. Job Corps Data Center 84 Entering a data correction JCDC Payroll corrects erroneous pay records in some cases where the center is unable to. Submitting a correction to an advance Active student Use these steps to do any of the following: Provide an advance for Emergency Clothing Create an advance/deduction if a center has omitted to report an advance/deduction for a transfer student Correct the amount and/or type of an advance/deduction for a transfer student You must have a SAAS user role of Super User or Submitter to perform this task. 1. Go to Utilities Data Corrections. 2. Enter criteria in any of the search fields of the student search form (Student ID should suffice). 3. Click SEARCH. Tip: 4. If you get too many results, try the techniques in Searching efficiently (page 5). Review the information in the Data Corrections table, which lists all the student's deductions in his/her current enrollment. o Tip: Job Corps Data Center Type - the type of advance or deduction. Hover your cursor over the deduction Types to view full descriptions. 85 o Paid to Date - the total amount for the advance/deduction type that the student has received during his/her current enrollment. o Outstanding -any uncollected amount of the advance/deduction. This can be a negative amount. o Total - the sum of the Paid to Date amount and the Outstanding amount. Note: If the student has no pay records, a message will display that there is no data available. 5. Complete the Data Corrections form below the table. Center For a transferred student, select the Center that should be reimbursed. If there is only one enrollment type, only one Center displays and it is automatically selected. (The only data correction for this situation is providing Emergency Clothing). Type The type of earning or deduction to correct. Always select Clothing Allowance (CLOT) if there is only one Center showing. Correct Full Amount Amount the center disbursed plus any Total for the Type shown in the Data Corrections table. If there is no row for this Type, enter the amount the center disbursed. Example 1: The center disbursed a $50 Bail Bond advance to the student in the table shown in step 4. Enter $50 as the Correct Full Amount, since there is no existing Total for BAIL. Example 2: The center disbursed a $20 TTRN advance to the student in the table shown in step 4. Enter $199.72 as the Correct Full Amount, to include the existing $179.72 TTRN Total. Note: If this amount is less than $1.00, type the 0 in front of the decimal point. Otherwise, you will not be able to SAVE the correction. Ticket Number The Remedy ticket number used to report the enrollment in error. Reason Explanatory text (255 characters max). Tip: 6. Text you enter here scrolls horizontally. Hover your cursor over the field to see all the text you've entered. Click SAVE to submit the correction for approval by an admin with the SAAS user role of Approver or Super User. Note: All the fields must be completed before you can click SAVE. Any amounts less than $1.00 must have a 0 before the decimal point. Job Corps Data Center 86 Separated student Use these steps when a center has miscategorized a separation advance. A typical scenario is that a center accidentally records a separation advance as taxable transportation, and a JCDC Payroll admin has returned the check. These steps reimburse the center and back out the student's separation pay, which will be adjusted on the next Termination payroll run. You must have a SAAS user role of Super User or Submitter to perform this task. 1. Go to Utilities Data Corrections. 2. Enter criteria in any of the search fields of the student search form (Student ID should suffice). 3. Click SEARCH. .Tip: If you get too many results, try the techniques in Searching efficiently (page 5). If there's a problem with the check's status, you'll get a message. Proceed accordingly. o If the student has already cashed the separation check, use standard procedures to close the Remedy ticket or return it to TAC. o If the separation check has been mailed out but the student hasn't cashed it yet, contact the agency and ask them to return the check to JCDC Payroll. If you get it back, return it or stop it. Then come back to Data Corrections and start over. o If the separation check's status is "Reissued" and it is in the print queue on the Reissues tab, go to the Reissues tab and remove it (page 48). Then come back to Data Corrections and start over. o If the separation check's status is "Reissue pending," go to the Check Register and reject it (page 64). Then come back to Data Corrections and start over. o If the separation check's status is "Expired," contact the agency and ask them to return the check to JCDC Payroll. If you get it back, return it or stop it. Then come back to Data Corrections and start over. If the check been has stopped or returned, you'll see a Data Corrections table with the latest separation pay information. Proceed with the steps below. Job Corps Data Center 87 4. Complete the Data Corrections form below the table. Incorrect Type The type of advance the center mistakenly entered. Note: The advance types available are those in the Earning and Deduction types in the student's separation pay record. Correct Type The type of advance the center should have entered. Notes: 1 – Earnings that are calculated by number of days paid, such as Living Allowance, cannot be modified. 2 – Use Payroll Advance (PADV) for a separation advance. Amount (Incorrect Type) The correct full amount of the selected (incorrect) advance type for the pay period. If the student was carrying a debt for this type of deduction, this could be a negative amount. Example: The student was paid $400 cash in TTRN during the final pay period as well as a $100 (cash) separation advance. The center correctly recorded the $400 TTRN, but it accidentally also recorded the $100 separation advance as TTRN. Select "Taxable Transportation" as the Incorrect Type and enter $400 as the Amount, as $400 is the correct full amount of TTRN for the student's final pay period. Note: If this amount is less than $1.00, type the 0 in front of the decimal point. Otherwise, you will not be able to SAVE the correction. Warning: Do not enter the amount incorrectly entered by the center. Enter the full amount the student should receive for the Incorrect Type selection you made. Amount (Correct Type) The amount the center meant to give the student as another type of advance. Ticket Number The Remedy ticket number. Reason A brief (255 characters max) explanation for the data correction. Note: If this amount is less than $1.00, type the 0 in front of the decimal point. Otherwise, you will not be able to SAVE the correction. Tip: Job Corps Data Center Text you enter here scrolls horizontally. Hover your cursor over the field to see all the text you've entered. 88 5. Click SAVE to submit the data correction for approval by another admin. Note: All the fields must be completed before you can click SAVE. Any amounts less than $1.00 must have a 0 before the decimal point. Once you have submitted the data correction, you can view it on the Review Data Corrections tab. Click the REVIEW CORRECTIONS link at the right of the page. From the Review Data Corrections table, you can also generate the Preview Backout of Pay Cycle report. This report will contain only the data correction on the row. To generate a report with a range of data corrections, use the Reports tab. Job Corps Data Center 89 Approving or rejecting a correction to an advance Use these steps to approve or reject a data correction submitted by another admin. You must have a SAAS user role of Approver or Super User to perform this task. 1. Go to Utilities Data Corrections. 2. Click the REVIEW CORRECTIONS link at the right of the page. 3. Review the information in the Review Data Corrections table. 4. Select an action: approve () or reject (×). o Approve executes the data correction and removes the row from the Review Corrections table. The date of execution and your user ID are recorded in the database. o Reject rejects the data correction and removes the row from the Review Corrections table. The date of your rejection and your user ID are recorded in the database. generate Tip: Optional: For a data correction to a separated student, the row includes a PDF button in the Actions column. Click it to generate the Preview Backout Pay Cycle report, which you may open, save, or cancel using the buttons at the bottom-right of your browser. You may also run this report rom the Reports tab. Click the BACK TO DATA CORRECTIONS link at the upper-left at any time to return to the Data Corrections page. After approving a data correction, you can confirm the backout by 1) running the Backout of Pay Cycle Report and 2) viewing the backout in the student's Pay History page. Job Corps Data Center 90 General ledger reports Use these steps to generate general ledger reports. The following reports are available: Weekly Monthly Other allotmmddyy act_debt_mmddyy mas200_mmddyy bonusmmddyy allot_debt_actmmddyy regmmddyy bckmmddyybck reimb_mmddyy center_trawmmddyy termmmddyy check_backoutmmddyy check_clearmmddyy check_issdmmddyy check_reissdmmddyy check_stalemmddyy gpalmmddyy manual_chkmmddyy paydue_mmddyy population_mmddyy term_debtmmddyy traw_backoutmmddyy 1. Go to Utilities General Ledger. Job Corps Data Center 91 3. Complete the Generate General Ledger Files form. Type Type of report to generate (Weekly, Monthly, or mas200) End Date Use the default or change it with the datepicker. Report Type Default End Date Weekly PPE date for the most recent finalized payroll Notes: If you set a Weekly End Date that is not the end date of any pay period, these reports will be empty. If the most recent finalized payroll is an Allotment payroll, this date will be two weeks later than the PPE for the other payroll types. Change it if you want reports for the most recent Regular, Term, or Bonus payroll or Reimbursement amounts. 4. Monthly Last calendar day of the current month mas200 Current date Click GENERATE. All the reports for the Type and End Date that you selected are saved to a folder in the JCDC file system in csv format. From there, you can open them and use them as you wish. Note: Generating the reports could take several minutes. Job Corps Data Center 92 Taxes Taxes Updating tax settings Updating tax settings Use these steps to adjust the tax rates and withholding thresholds for payroll. 1. Go to Utilities Tax Settings. 2. Complete the Update Tax Settings form. Type The types of tax withholding to be adjusted. Marital Status Marital status that the Withholding Threshold and Tax Rate will be applied to. Note: This field appears only if the Type is Federal Income Tax. 3. Withholding Threshold Dollar amount threshold that determines when tax should be withheld. Tax Rate Percentage of the tax withheld after the threshold has been met. Effective Start Date Date the tax settings should take effect. Click SAVE to enter the tax settings in the Tax Settings table; they will be applied to all payrolls until you set them again. If you accidentally entered the wrong tax settings, you can overwrite them by entering the proper values in the Update Tax Settings form again. Job Corps Data Center 93 The Tax Settings table shows all your settings for the current and previous year. When you enter new tax settings, an "End Date" is automatically entered for the previous year. Job Corps Data Center 94 Generating W-2 data Generating W-2 data Use these steps to generate W-2 data for a specific tax year. 1. Go to Utilities W2. 2. Select the Tax Year for which you want to generate data. 3. Click GENERATE W2 DATA. 4. When the mmf file has been generated, save it to the location of your choice. Job Corps Data Center 95
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