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 Information Management for Schools) EMS (Employee Management System) software for IBM AS/400* mid-range computing systems, and to all subsequent releases and modifications until otherwise indicated in new editions or updates. The data used to illustrate the reports and screen images may include names of individuals, companies, brands, and products. All of these names are fictitious; any similarities to actual 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 Corporation. GUI/400 is a product of Seagull Business Software B.V. and a trademark of International 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 without permission in writing from National Computer Systems, Inc.

EMS Release 5.02

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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

Copyright 2000 National Computer Systems, Inc.

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EMS Summary of Enhancements and Changes

Copyright 2000 National Computer Systems, Inc.

EMS Release 5.02

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:
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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.

Copyright 2000 National Computer Systems, Inc.

EMS Summary of Enhancements and Changes

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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:
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Replacing a Replacement Check. Replacement Check Date. Address Line Punctuation.

See Program Enhancements and Changes on page 5.

Report Changes
We enhanced following reports:
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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.

Copyright 2000 National Computer Systems, Inc.

EMS Release 5.02

Documentation Changes
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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.

Copyright 2000 National Computer Systems, Inc.

EMS Summary of Enhancements and Changes

Copyright 2000 National Computer Systems, Inc.

EMS Release 5.02

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 Users Guide, pages 212-217.)

Copyright 2000 National Computer Systems, Inc.

EMS Summary of Enhancements and Changes

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.

Copyright 2000 National Computer Systems, Inc.

EMS Release 5.02

Voiding the Replacement Check

New Field

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.

Copyright 2000 National Computer Systems, Inc.

EMS Summary of Enhancements and Changes

Reviewing the Replacement Check

New Field

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.

Copyright 2000 National Computer Systems, Inc.

EMS Release 5.02

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.

Copyright 2000 National Computer Systems, Inc.

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EMS Summary of Enhancements and Changes

Copyright 2000 National Computer Systems, Inc.

EMS Release 5.02

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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.

Copyright 2000 National Computer Systems, Inc.

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EMS Summary of Enhancements and Changes

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 Users 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.

Copyright 2000 National Computer Systems, Inc.

EMS Release 5.02

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Documentation Changes
Tasks to Complete Before Running a Payroll
(See the Employee Management System Users 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: (New)
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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.

Copyright 2000 National Computer Systems, Inc.

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EMS Summary of Enhancements and Changes

(New)
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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.

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Contract Finalization with Docks

(See the Employee Management System Users 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:
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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

Copyright 2000 National Computer Systems, Inc.

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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:
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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 Users 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:
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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.

Copyright 2000 National Computer Systems, Inc.

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EMS Summary of Enhancements and Changes

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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:
I Run a separate payroll for each check. I Manually adjust the amount of the voluntary deduction.

Absence Policy and Posting Absences

(See the Employee Management System Year End Users 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.

Copyright 2000 National Computer Systems, Inc.