SEHC ADP Payroll Export

Procura® Health Management Systems

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Software version Procura 8.0

Documentation version 8.0

Last Update Date 2014-08-01

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Payroll Interfaces | confidentiality_and_distribution_limitations.htm

Table of Contents SEHC ADP Payroll Export...... 1 Departments...... 1 Employee Reference Numbers...... 2 Lookup Tables...... 3 Billing Record...... 5 Pay Records...... 6 To Define Record Types for the SEHC ADP Payroll Export...... 8 Funder Agency Reference Label...... 11 The SEHC ADP Payroll Export Form...... 12 To Run the SEHC ADP Payroll Export...... 14

iv SEHC ADP Payroll Export

Departments

Prior to using the SEHC ADP Payroll export, your System Administrator must set up your Departments so the Facility Code reflects the Service Delivery Centers. This code will be used for the purposes of naming the ADP export files if multiple departments are exported simultaneously.

Payroll Interfaces | HT_-_Departments.htm

1 SEHC ADP Payroll Export Employee Reference Numbers

The SEHC ADP Payroll export requires you to specify two Employee Reference Numbers for each employee record. Your System Administrator must define these reference numbers, and then validate them for each department. One reference number should have the label Export Flag. This is used to mark those employees whose data you do not want to be exported. If you type Do Not Export into the Export Flag reference field for an employee, data for that employee will not be exported to ADP. The other reference number should have the label PAYROLL_ID. This is used to identify each employee with a unique value.

Payroll Interfaces | HT_-_Employee_Reference_Numbers.htm

2 SEHC ADP Payroll Export Lookup Tables

Prior to running the SEHC ADP payroll export, your System Administrator must configure two Lookup Tables - MASTACCT and PAYRECVALS.

The GL codes that you must select from the Master Account box in the billing record must first be typed into the Value field In the MASTACCT Lookup Table, (e.g., 1000, 1001, 1002, etc.). In addition, Procura’s Other Pay record types are attached to a pay record in a manner such that they can be linked to it. When you access the Expense/Mileage form, an additional Other Pay option is displayed. This mechanism was designed to support the ability to enter shift premiums and allocate them to a given visit, where the requirement is that the pay record for the visit has the pay record types configured for them. Therefore, the PAYRECVALS Lookup Table must be configured to reflect the Shift Premium type that will be used for the Shift Premium. Valid values for the PAYRECVALS Lookup Table include the following: . Weekend Premium . Weekday Evening Premium . Evening Premium

Payroll Interfaces | HT_-_Lookup_Tables.htm

3 SEHC ADP Payroll Export Billing Record

Prior to running the SEHC ADP payroll export, you must select the GL codes from the Master Account box in the Billing Record.

Payroll Interfaces | HT_-_Billing_Record.htm

4 SEHC ADP Payroll Export Pay Records Your System Administrator must define pay information for your employees in tables where multiple pay levels can be created. Pay levels are then assigned to employees as part of the departmental setup in their employee record. When pay levels are assigned, they reference the Pay Records that are stored in the master table: . They should define a separate pay level for each employee type, (e.g., RN, RPN, etc.). . They should add an Other Pay premium to each pay record to which it might apply. . They should define a Pay Code that equals the Pay Service Type. Keep in mind that, although the Pay Service Type will not map to SEVNA, it must be defined for each pay record as it is a required field in Procura. . If you do not want to set up Pay Rates, they must define a Pay Rate Code with a Name of Default and Value of 0.00. Otherwise, they should define a Pay Rate Code that equals the Pay Rate Value, and then enter the Pay Rate Value. Keep in mind that Procura can provide a script to populate these values. . For mileage transactions, they can define the Pay Unit as Visit for per-visit pay, or as Unit for hourly and per-unit pay.

Description (a general description of the pay record) Pay Service Type (must be defined for each Pay Record) Cost Centre (ignored by the export) Position (ignored by the export) Pay Type (Regular, Expense/Mileage and Other Pay record types are included in the export)

Pay Code (the code that is mapped to the ADP Earn No field) Pay Rate and Value (set up one Pay Rate Code called Default with a value Pay Code (the code that is mapped to the ADP Earn No field) (this of 0.00) (if you do not want to set up Pay Rates, define a Pay Rate Code code should equal the Pay Service Type) with a Name of Default and Value of 0.00, otherwise, define a Pay Rate Pay Rate and Value (set up one Pay Rate Code called Default with a Code that equals the Pay Rate Value, and then enter the Pay Rate Value) value of 0.00) Units (set to “Per Unit” for hourly service and for Travel KM/Expenses) (flat Units (set to “Per Unit” for hourly service and for Travel KM/Expenses) fee records will be set up as Per Visit Pay Units) (flat fee records will be set up as Per Visit Pay Units) (for mileage transactions, they can define the Pay Unit as Visit for per-visit pay, or as Unit for hourly and per-unit pay) To Define Record Types for the SEHC ADP Payroll Export

1. Go to Maintenance | Employee Setup | Pay Table Module. The Pay Table Maintenance form displays.

5 SEHC ADP Payroll Export 2. From the Tables master table, select the pay table you want to work with. 3. From the Pay Levels table, select the pay level you want to work with. 4. From the Pay Records table, select the pay record you want to work with. 5. Click Edit. The Pay Records form displays.

6. In the Description textbox, type a description for your pay record. 6. From the Pay Service Type drop-down box, select the type of pay service you want to work with. 7. From the Pay Type drop-down box, select the type of pay you want to work with, (e.g., Regular, Expense/Mileage, Other Pay). 8. From the Pay Code drop-down box in the Regular Rates section, select the code you want to be mapped to the Earn No field. 9. From the Pay Rate drop-down box, select DEFAULT. 10. From the Units drop-down box, select Units. 6. From the Pay Code drop-down box in the Statutory Rates section, select the code you want to be mapped to the Earn No field. 6. From the Pay Rate drop-down box, select DEFAULT. 6. From the Units drop-down box, select Units. 6. Click the Record Types tab.

6 SEHC ADP Payroll Export

16. Click Add/Del. The Add/Del Pay Record Types window displays.

7 SEHC ADP Payroll Export 17. Move from the Available Types table to the Attached Types table the premium types that are valid for the pay record. 17. Click Close to return to the Pay Records form. 17. In the corresponding Code column, type the value that maps to the Earn_No field, (e.g., SHFT). 17. If a value for premium rate needs to be passed, type it in the corresponding Rate column. 17. Click OK to return to the Pay Table Maintenance form.

Payroll Interfaces | Appendix_Defining_Record_Types_for_the_SEHC_ADP_Payroll_Export.htm

8 SEHC ADP Payroll Export Funder Agency Reference Label

For each funder, your System Administrator must define a Funder Agency Reference Label (FARL) into which the G/L Code is entered as the value. The G/L Code is a field that exists in the Visit Record Layout.

Payroll Interfaces | HT_-_Funder_Agency_Reference_Label.htm

The SEHC ADP Payroll Export Form

The SEHC ADP Payroll Export form enables you to run a utility, which exports Timekeeping data to a file format from which the Saint Elizabeth Health Care ADP Payroll application can read. Once the data is exported, you can then open it into MS Excel, and then import it into ADP. Keep in mind that, before you can run the export, you must complete all Timekeeping activities. Timekeeping periods are color-coded on the form to differentiate between those that are Open and those that are Closed. This export requires the access right SEHC-ADP Payroll Export.

Range Start and Range Stop (the timekeeping period you want to work with) Show All Periods (includes closed Timekeeping periods in the box) Timekeeping Period (the departments you want to work with in the specified Timekeeping period)

Departments table (the departments you want to work with in the specified date range) (a separate set of files will be created for each department facility code)

Employee Key: Payroll ID: (the payroll identification number by which you refer to your employees)

Display Results When Done (specifies that the results of the export will be displayed when it is completed) File Name Prefix (the characters you want to precede the name of the export file in order to uniquely identify the file) Path (the location in which the timekeeping data is stored)

Export (starts the export process) Validate (verifies that the data is valid, prior to starting the export process)

Payroll Interfaces | The_SEHC_ADP_Payroll_Export_Form.htm

11 SEHC ADP Payroll Export To Run the SEHC ADP Payroll Export

1. Go to Imports/Exports | Payroll | SEHC-ADP Payroll Export. The SEHC-ADP Payroll Export form displays.

2. From the Range Start and Range Stop drop-down boxes, specify the timekeeping period you want to work with. 2. If you want to select all of the departments in the Departments table, click Select All. Otherwise, click the checkboxes that correspond to the departments you want to work with. 2. From the Payroll ID: drop-down box, select the payroll identification number you want to work with. 2. If you want to see the results of your exported data when the export is complete, click the Display Results When Done checkbox. 2. In the File Name Prefix textbox, type the characters you want to precede the name for your export file.

2. Click the button at the end of the Path textbox, and then browse for the location in which you want your results stored. 2. Click Validate. 2. When you are ready to export, click Export.

Payroll Interfaces | To_Run_the_Export.htm