HR-Payroll

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In pERP, Human Resources and Payroll are interlinked applications. The two also involve Timesheet and Calendar in their function. The whole thing requires Admin access.

The process is rather circular, and setting up the entire HR/PR system may require several cycles through some of the steps.

Contents 1 Human Resources Overview 2 Payroll Overview 2.1 Payroll Definitions 3 Setting up Human Resources & Payroll 4 Doing a Pay Run 5 FAQ 5.1 Why aren't the totals right on my paystubs and reports? 5.2 Why aren't the YTD totals right on my payroll? 5.3 I posted a payroll and then noticed that it had errors. How can I undo this? 5.4 The posted errors affect only a few employees. Surely I don't have to redo the entire payroll? 5.5 My pay period has a back arrow that says Revert. What was done to the pay period that made it get the Revert icon? 5.6 I am unable to show a stat holiday on the paystub. Everybody comes that 8 hours short. What's wrong? 5.7 The Stat Holiday is on the pay stub but it comes up as $0.00 for every employee. How do I fix this? 5.8 Why are income taxes are not calculated on any paystub? 5.9 The employee portion of our Benefits Plan does not appear in Total Deductions? How do I set this? 5.10 Benefits Plan is not on the paystub. I set up the PSET for it and entered all the employee data but it doesn't show up.

Human Resources Overview

Main article: HR-Payroll/Staff

pERP uses a traditional definition of HR Management as management of the people who staff and operate an organization (as contrasted with the financial and material resources).

The HR section includes two major sections:

• Staff - where employee records are entered and maintained, including
  • Biographic details (age, sex, birthdate, address)
  • Details of Wage and Salary (type of pay, rate of pay, other earnings & deductions) - though there appears to be no provision for wage history
  • Skill set information
  • Notes section for reprimands, first aid reports etc.
  • Resources allocated to the employee (tools, equipment, vehicle)
  • Department and reporting responsibility
• Departments - how the organization divides the workforce into task-specific groups and subgroups. A sales department for example can have in-house and external, or Inside Sales, National East, and National West divisions.
  • Show lines of responsibility (departments, sub-departments)
  • Assign managers
  • Assign accounts and access to pERP

Payroll Overview

Payroll accounting is the process of paying everyone who works for a business and keeping track of all the transactions involved.

Payroll preparation includes the following steps

1. Calculating each employee's gross earnings for a given pay period
2. Determining each employee's deductions for the period
3. Calculating the employer's associated expenses
4. Updating the employee payroll records
5. Creating appropriate journal entries
6. Remitting accumulated funds to relevant government or other agencies

Payroll Definitions

• Pay period - defined as the interval between paychecks. Revenue Canada restricts a company to using 1, 10, 12, 13, 22, 24, 26, or 52 pay periods per year, giving intervals of 1 year, 5 weeks, 1 month, 4 weeks, 15 days, 2 weeks, 1 week. Other countries may have other requirements.
• Gross Earnings - the total amount of compensation that the employee receives during a pay period
• Source Deductions - amounts withheld each pay period by the employer on behalf of government or other organizations. This will vary between provinces and countries. Examples for Alberta, Canada include
  • Canada Pension Plan (CPP) contributions
  • Employment Insurance (EI) premiums
  • Federal Income Tax
  • Provincial Income Tax
• Net Pay - the amount of an employee's paycheck. (Net Pay equals Gross Earnings less Source Deductions)

• Pay Period Category - set in Admin > Calendar > Global Categories, calendar categories (whether for pay period, workshift, etc.) are used to link various applications and to control date-based calculations
• Timesheet Category - set in Admin > Timesheet > Global Categories, timesheet categories are used to link the Timesheet, Payroll, and Human Resources applications and to control time-based calculations.

An employer keeps two types of payroll records

• Their employees' records - accurate records of amounts paid and deducted
• Their own records
  • Expenses and payables resulting from paying employees
  • Detailed records of amounts deducted and accumulated on employee's behalf to be submitted to other agencies

Setting up Human Resources & Payroll

Payroll, Human Resources, Timesheet, Timeclock, and Calendar are intertwined. Because of this they need to be set up together in a particular order that involves back-and-forth steps.

The steps for setting up HR & PR are (second draft)

1. Create Timesheet Categories
2. Create Calendar Categories for
   1. Pay Periods
   2. Work shifts
3. Set up the PR Site Configuration
4. Set up the HR Site Configuration
5. Configure the Timeclock
6. Create Paystub Entry Types
7. Create Pay Schedules
8. Create Work Shifts
9. Enter Departments in HR Departments
10. Enter Department Managers in HR Staff
11. Assign Dept Managers in HR Departments
12. Enter Supervisors in HR Staff
13. Enter other employees in descending levels.
14. Once existing staff data has been entered, new hires can be added as they come in.

Doing a Pay Run

Here are the steps for doing a payroll.

1. Be sure that the following have been completed
   1. These applications have been configured:
      1. Payroll
      2. Human Resources
      3. Timesheet
      4. Timeclock
      5. Calendar including Work Shifts and Pay Periods.
   2. All required categories have been set up
   3. All necessary data (employee info, departments, etc.) has been entered
2. Go to Payroll > Pay Periods
   1. Create the first Pay Period.
3. Enter or import timesheet data
4. Do a manual run
5. Check all the paystubs for accuracy
6. Add any Amendments required – these are items that need to appear on an employee's pay stub that are not timesheet related - things like bonus, commission, bereavement leave, garnishees, etc. Each of these that you plan to use will need a PSET.
7. Recreate any individual paystubs affected by amendments - Recreating a single paystub will not clear any errors or warnings (0

earnings for ...) but will be faster than regenerating the entire list.

A note to put somewhere: when you do paystubs (or when they're generated), an employee with no regular hours will generate a message saying "0 earnings for 'employee name'." This will happen even if the employee has other earnings during the pay period, such as bereavement leave, expenses reimbursed, etc. and the message will NOT go away if you regenerate an individual pay stub.

Note: when searching the paystub list, all fields in the employee record are searched, which may lead to some unexpected results. For example, a search for "ray" may produce three expected employees plus one unexpected one:
Grayson Ambrose
Daniel Bray
Janine Smith-Lorenz
Camille Zhrayzon

What's Janine Smith-Lorenz doing in there? She lives at 1495 Craymont Crescent.

FAQ