Sie sind auf Seite 1von 7

Comprehensive Information Management for Schools III (CIMS III)

Employee Management System


Summary of Enhancements and Changes
Release 5.02
NCS Publications Number 649 400 229
Released May 2000
This edition applies to Release 5.02 of the NCS CIMS III (Comprehensive Informati
on Management for
Schools) EMS (Employee Management System) software for IBM AS/400* mid-range comp
uting
systems, and to all subsequent releases and modifications until otherwise indica
ted in new editions or
updates.
The data used to illustrate the reports and screen images may include names of i
ndividuals, companies,
brands, and products. All of these names are fictitious; any similarities to act
ual names are entirely
coincidental. Further, any illustrations of report formats or screen images are
examples only, and reflect
how a typical customer would install and use the product.
ACS , EMS , and FMS are trademarks of National Computer Systems, Inc.
NCS , CIMS , and the NCS logo are registered trademarks of National Computer Systems
, Inc.
*IBM and AS/400 are registered trademarks of the International Business Machines C
orporation.
GUI/400 is a product of Seagull Business Software B.V. and a trademark of Intern
ational Business
Machines Corporation.
Copyright 2000, National Computer Systems, Inc. Printed in the U.S.A. All rights
reserved. No part of this book may be reproduced in any form or by any means wit
hout
permission in writing from National Computer Systems, Inc.
EMS Release 5.02 iii
Copyright © 2000 National Computer Systems, Inc.
Contents
Overview .......................................................................
.......................1
Overview of Changed Information ................................................
........ 2
Program Enhancements and Changes........................................ 5
Replacing a Replacement Check ..................................................
....... 5
Replacement Check Date .........................................................
........... 8
Address Line Punctuation .......................................................
............. 9
Report Changes .................................................................
............. 11
Employee Address Listing........................................................
.......... 11
Employee Address Listing by Location............................................
... 11
Employee Directory Listing......................................................
........... 12
Personnel Directory Listing.....................................................
............ 12
Employee Profiles Listing ......................................................
............. 12
Employee Report Writer Submittal ...............................................
...... 12
Documentation Changes...........................................................
... 13
Tasks to Complete Before Running a Payroll .....................................
13
Contract Finalization with Docks ...............................................
......... 14
Contract Finalization with Voluntary Deductions.................................
15
Absence Policy and Posting Absences ............................................
.. 16
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
iv
EMS Release 5.02 1
Copyright © 2000 National Computer Systems, Inc.
Overview
This document provides information about the enhancements and
changes made in the EMS (Employee Management System) software
for Release 5.02. Use this document with the user guides for the EMS
software, Release 5.01.
The online help text provides most of the information that you need to use
the new programs on a daily basis. Use the instructions in this printed
document to familiarize yourself with the changed functions and screens,
or when you have a question that the online help does not address.
To see the most up-to-date publications and software notices, use the
NCS CUSTOMER LINK bulletin board services on the Internet. You can
access CUSTOMER LINK bulletin board services using a PC,
communications software, and a modem. CUSTOMER LINK bulletin
board services are available 24 hours a day, 7 days a week at:
http://www.k12.ncs.com. You can download a copy of this and other
pertinent documents from this Internet site.
To use the available documentation, review the following:
 See the Technical Bulletin portion of the 5.02 release document for a
list of all changed objects in this release.
 See the instructions in this document to learn more about the changes
in the programs and user documentation.
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
2
 See also the Summary of Changes document for EMS 5.01.03 PTF
(NCS Publications Number 649 400 223).
 See the online help text for questions that arise while you are using
the system.
Overview of Changed Information
The following sections summarize the Release 5.02 enhancements and
changes.
Program Enhancements and Changes
The following enhancements and changes to existing programs are
provided in this release:
 Replacing a Replacement Check.
 Replacement Check Date.
 Address Line Punctuation.
See “Program Enhancements and Changes” on page 5.
Report Changes
We enhanced following reports:
 PAY.502 – Employee Address Listing to add the area code to the
telephone number.
 PAY.502L – Employee Address Listing by Location to add the area
code to the telephone number.
 PAY.507 – Employee Directory Listing to add the area code to the
telephone number.
 PAY.508 – Personnel Directory Listing to add the area code to the
telephone number.
 PAY.510 – Employee Profiles to add the area code to the office
telephone number.
 PAY.511 – Employee Report Writer Submittal to add the area code to
the office and home telephone number.
See “Report Changes” on page 11.
EMS Release 5.02 3
Copyright © 2000 National Computer Systems, Inc.
Documentation Changes
 Tasks to complete before running a payroll.
 Contract finalization with docks.
 Contract finalization with voluntary deductions.
 Absence policy and posting absences.
See “Documentation Changes” on page 13.
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
4
EMS Release 5.02 5
Copyright © 2000 National Computer Systems, Inc.
Program
Enhancements and
Changes
Replacing a Replacement Check
In PAI.410 – Payroll Check Voider, if you are replacing a replacement
check, the original check number and run number appear on
PAI.410 .11 and PAI.410 .12.
(See the Employee Management System User’s Guide, pages 212-217.)
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
6
Selecting the Replacement Check
1. To void a replacement check, type A in the command field at 1.
Or
Type I in the command field and use Index option 2 to help you select
the replacement check to void.
If you use the index to select the replacement check, the system
automatically completes the Employee and Run # fields.
2. In the Employee field at 2, type the Social Security Number of the
employee whose replacement check you are voiding and press f.
3. In the Run # field at 3, type the run number of the payroll that
generated the replacement check and press f.
4. In the From field at 4, type the check number and press r.
The system displays the Payroll Check Voider detail screen so you
can specify the date and reason for voiding the replacement check.
EMS Release 5.02 7
Copyright © 2000 National Computer Systems, Inc.
Voiding the Replacement Check
1. In the Void Date field at 1, type the date to void this replacement
check.
2. In the Void Description field at 2, type the reason you are voiding this
replacement check.
3. Press r. The system displays the Payroll Check Voider summary
screen, so you can verify the check contents.
New Field
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
8
Reviewing the Replacement Check
1. Verify the check contents before voiding the replacement check. This
screen displays the check information listed on the PAI.410 .11
screen as well as the summary of the check amounts.
If this check is not the correct check, press @ to exit this screen and
return to the command screen.
2. Press r to void the check. The system displays the Payroll Check
Voider command screen.
Replacement Check Date
The check date on a replacement check is the void date entered in the
PAI.410 – Payroll Check Voider program. The period ending date printed
on the replacement check is the original payroll period ending date.
New Field
EMS Release 5.02 9
Copyright © 2000 National Computer Systems, Inc.
Address Line Punctuation
The comma in the address line that separates the city from the state
throughout the EMS software has been removed to comply with the
United States Postal Service (USPS) preferred addressing standard. As
stated in the USPS Postal Addressing Standards, Publication 28
(November 1997), Section 22.222 Last Line of the Address –
Punctuation:
“With the exception of the hyphen in the ZIP+4 code, punctuation may be
omitted in the delivery address block.”
Any punctuation you have entered in the address fields remains unless
you remove it.
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
10
EMS Release 5.02 11
Copyright © 2000 National Computer Systems, Inc.
Report Changes
Employee Address Listing
(See the Employee Management System Sample Reports, page 81.)
PAY.502 – Employee Address Listing report is enhanced to include the
area code with the home telephone number.
Employee Address Listing by Location
(See the Employee Management System Sample Reports, page 83.)
PAY.502L – Employee Address Listing by Location report is enhanced to
include the area code with the home telephone number.
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
12
Employee Directory Listing
(See the Employee Management System Sample Reports, page 91.)
PAY.507 – Employee Directory Listing report is enhanced to include the
area code with the home telephone number.
Personnel Directory Listing
(See the Employee Management System Sample Reports, page 93.)
PAY.508 – Personnel Directory Listing report is enhanced to include the
area code with the office and home telephone number.
Employee Profiles Listing
(See the Employee Management System Sample Reports, page 95.)
PAY.510 – Employee Profiles report is enhanced to include the area code
with the office telephone number.
Employee Report Writer Submittal
(See the Employee Management System User’s Guide, pages 288-291.)
If you select the Telephone – Home or Telephone – Office fields in the
PAY.719 – Employee Report Definition program as columns you want
printed on a report, these fields are enhanced to include the area code.
Use PAY.511 – Employee Report Writer Submittal to run the report you
defined in PAY.719.
EMS Release 5.02 13
Copyright © 2000 National Computer Systems, Inc.
Documentation
Changes
Tasks to Complete Before Running a Payroll
(See the Employee Management System User’s Guide, page 183.)
Two new bullets were added to the beginning of the tasks you must
complete before running an actual payroll.
Before You Begin
Before you can run a payroll, perform the following tasks:
 Back up your EMSFILES and FMSFILES libraries and any other
libraries that may be affected by running a payroll, such as custom or
state requirements code.
(New)
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
14
 Prior to running an actual payroll, verify that no one else is using any
payroll-related files.
 Enter employee assignments using PAY.345 – Employee
Assignments/Contracts.
 Enter employee Attendance using PAY.408 – Time and Attendance
Maintenance or PAY.410 – Mass Time Card Entry and PAY.409 –
Mass Absence Entry.
 Define bank IDs in CDS.100 – Define Bank Accounts.
 Define the appropriate keywords in the FMS software. For example, if
you are using the encumbrance system, you need to define
ENCUMBRANCE_EMS. You also need to define keywords for the
payroll liabilities that are then entered on the vendor records.
 Define the form IDs in MGR.501 – Define Control Documents. These
forms may include the payroll run number (PRRUN), paychecks
(PAYCK), direct deposit notices (DDCHK), and net check deduction
notices (NETCK).
 Always process a pro forma run first. If you are satisfied with the
results, process an actual run.
Contract Finalization with Docks
(See the Employee Management System User’s Guide, page 196.)
After extensive evaluation of the logic, NCS has determined that there are
no other methods to programmatically resolve the possible discrepancy in
the number of docks and checks remaining. The following description was
added to clarify how docks are handled with contract finalization.
Temporary Docks
If an employee has a temporary dock associated with a job, the program
uses the following logic:
 If the number of checks to be paid is less than or equal to the number
of checks in the dock, the program multiplies the dock amount by the
number of checks to pay.
 If the number of checks to be paid is more than the number of checks
in the dock, the program multiplies the dock amount by the number of
checks in the dock, then divides it by the number of checks to pay.
The resulting dock amount is used for the single check calculation of
taxes. The system multiplies the single check amount by the number
(New)
EMS Release 5.02 15
Copyright © 2000 National Computer Systems, Inc.
of checks remaining in the contract. The final dock amount may not
result in an even amount deducted per paycheck.
For example, if there are 7 checks remaining in the contract with a
salary of $1,000 per check and the employee has a $100 dock with 5
checks remaining, the following calculation occurs: ($100 x 5) =
$500/7 = $71.43. The system calculates the taxes for a single check
on $928.57, which is the $1,000 salary minus the $71.43 dock
amount. The system multiplies the single check amounts by the
number of checks remaining in the contract for the finalization check.
If this method does not meet your district requirements, you may use
one of the following:
 Run a separate payroll for each check.
 Manually adjust the amount of the dock.
NCS recommends that the number of docks taken equal the number
of pays.
Contract Finalization with Voluntary Deductions
(See the Employee Management System User’s Guide, page 197.)
After extensive evaluation of the logic, NCS has determined that there are
no other methods to programmatically resolve the discrepancy in the
number of voluntary deductions and checks remaining. The following
section was added to the third bullet clarifying how voluntary deductions
are handled with contract finalization.
Other Voluntary Deductions
All other voluntary deductions are handled as follows:
 If Finalize voluntary deductions? is No, and the number of checks in
the voluntary deduction is less than or equal to 999, the program uses
the number entered in the Deduct X Times the Amount field to deduct
the voluntary deduction. If this value is 1, the deduction is taken one
time. If the number of checks remaining in the voluntary deduction is
less than the number in the Deduct X Times the Amount field, the
voluntary deduction is taken based upon the number of checks in the
voluntary deduction.
 If Finalize voluntary deductions? is Yes, and the number of checks in
the voluntary deduction is equal to 999, the program uses the number
entered in the Deduct X Times the Amount field to deduct the
voluntary deduction. If this value is 1, the deduction is taken one time.
EMS Summary of Enhancements and Changes
Copyright © 2000 National Computer Systems, Inc.
16
 If Finalize voluntary deductions? is Yes, and the number of checks is
less than 999, the deduction is taken by the number of checks in the
voluntary deduction.
If the number of checks to be paid is more than the number of checks
in the voluntary deduction, the program multiplies the voluntary
deduction amount by the number of checks in the voluntary deduction,
then divides it by the number of checks to pay. The resulting voluntary
deduction amount is used for the single check calculation of taxes.
The system multiplies the single check amount by the number of
checks remaining in the contract. The final amount may not result in
an even amount deducted per paycheck.
For example, if there are 7 checks remaining in the contract with a
salary of $1,000 per check and the employee has a $100 voluntary
deduction with 5 checks remaining, the following calculation occurs:
($100 x 5) = $500/7 = $71.43. The system calculates the taxes for a
single check on $928.57, which is the $1,000 salary minus the $71.43
voluntary deduction amount. The system multiplies the single check
amounts by the number of checks remaining in the contract for the
finalization check.
If this method does not meet your district requirements, you may use
one of the following:
 Run a separate payroll for each check.
 Manually adjust the amount of the voluntary deduction.
Absence Policy and Posting Absences
(See the Employee Management System Year End User’s Guide,
page 27.)
The following has been added to the end of the first paragraph to clarify
how PAI.885 handles the absence policies established in PAY.121 –
Absence/Leave Codes.
Posting Absences without Running a Payroll
This program updates history accordingly, but does not accrue leave or
accumulate absences earned. However, it does use the deficit policy of
the primary absence to update history.