COMPLETE New Group Setup Config

COMPLETE New Group Setup Config

GOAL 1: To provide a wholistic overview of how-to setup a completely new group from scratch and prepare all Board Controls and Payroll configuration to assimilate the new group into pay cycles successfully.  

GOAL 2: To provide a wholistic overview of how to separate a current Employee Group into multiple Employee Groups for better reporting and payroll accuracy. 

BOARD LEVEL SETUP + PAYROLL CONFIG

BOARD CONTROL > GENERAL TABLES > EMPLOYEE GROUP CODES

**Create each new EMP_GROUP codes here**

BOARD CONTROL > GENERAL TABLES > EMPLOYEE GROUP MAINTENANCE

**Ensure correct Hours and Working Days are configured**

**Ensure the Absence Group is configured if applicable for the entire group**

PAYROLL > GROUP DATA > BASIC GROUP DATA

**Ensure Pay Method, Pay Type and Number of Payment is correct**

BOARD CONTROL > SENIORITY SERVICE > SENIORITY SERVICE GROUP

**Model the new Employee groups after this setup, for each EMP_GROUP**

PAYROLL > GROUP DATA > PAY PERIOD CALENDAR

Note: It is important to first complete the Pay Period Calendar and take your time factoring in all considerations to ensure maximum accuracy as this module is a dependency for multiple other functionalities in PAYROLL. 

**Ensure Pay Period/EI Start/End Date, Cheque Date, and Service/Number of Working Days are configured**

Considerations: 

• Tax Restart = Y only on first pay
  1. Rest are N
• Pay Period Start/End Date should = EI Period Start/End Date
• Cheque Dates for Bi-Weekly = Previous Cheque Date + 13
•  

PAYROLL > GROUP DATA > ACCUMULATOR SCHEDULE > SAMPLE GROUP

Important Note: Pay Period Calendar must be complete prior to entering Accumulator Schedule for EMP_GROUPS. 

**This will apply to the 3 new groups**

Search for New Employee Group > NEW > Setup for new Group

**Ensure TO PAY = NULL as this ensure the record is ongoing perpetually**

Note: The percent is 0 because it will now default to configured Vacation Rates. If there are no Vacation Rates, then it will come back to this Percentage.

PAYROLL > GROUP DATA > VACATION RATES > SAMPLE GROUP

**This will apply to all 3 new groups**

Search for New Group > NEW > DO A RECORD FOR EACH VACPAY %

Note: Relative to Seniority Service Bracket

**Complete all Vacation Rates levels for each new EMP_GROUP**

IMPORTANT NOTE: Previous SEN SERV TO value, must be the next SEN SERV FROM value (as shown below)

**Complete this configuration for any/all new groups**

PAYROLL > GROUP DATA > DEDUCTION DEFAULTS > Sample Group

**Copy this setup from Sample Group to all new EMP_GROUPS**

Note: This module allows for some efficiency gains downstream in future configuration to save data entry in defining Default Deductions for Employees.

Choose NEW to enter a new Deduction Code that will default to ALL Employees in the EMP_GROUP.

Choose the dropdown to eyeball what is available, and check if any Deductions are standardized across all Employees.

Example: usually you will see Union Dues in here for Unionized groups, or Social Funds (Coffee, etc).

PAYROLL > GROUP DATA > OT AND SHIFT RATE

Enter Sample EMP_GROUP and view the defined OT Codes

Choose Modify to view further details on any Overtime Code

**Here you can fully review the OT Code Details to mimic under new EMP_GROUP setup**

Important Note: Basic Group Data contains the Regular Pay Code. Ensure the value is updated and this Code exists in OT and Shift Rates Area

**Update Regular Pay Code value**

**RETURN TO OT & SHIFT RATE MODULE**

Choose the new EMP_GROUP > Search

**Choose NEW to enter a brand-new Overtime Code**

Configure new OT and Shift Rates applicable to the Employee Group (SEVERANCE, HRLYSUPP)

Note: Codes once configured are noneditable, however Description and Abbreviation can be changed.

Repeat the above steps for all additional OT & Shift Rate codes from model group.

1. SERVERANCE
2. HRYLSUPP
   1. Earnings over and above regular pay
3. Any other applicable under Board

HR > BENEFIT SETUP (COMPLETE)

**Benefit setup flow generally follows the tiles in order**

HR > BOARD CONTROL > BENEFITS > BENEFIT TYPE CODES

HR > BOARD CONTROL > BENEFITS > BENEFIT TYPE DEFINITION

HR > BOARD CONTROL > BENEFITS > TAXABLE PERCENTAGE OF SHARE

HR > BOARD CONTROL > BENEFITS > BENEFIT COVERAGE

HR > BOARD CONTROL > BENEFITS > GROUP MANDATORY BENEFITS

**All Benefits here are mandatory to ALL Employees within the Group**

Note: This module is the Benefit module equivalent to Deduction Defaults

This module allows for some efficiency gains downstream in future configuration to save data entry in defining Default Deductions for Employees.

PAYROLL > GROUP DATA > PAY PERIOD DETAILS 

Search for sample EMP_GROUP

**Here we can review Employee Gorup Pay Details and use COPY function to easily setup similar new Groups**

Choose COPY to transfer over setup from EMP_GROUP1 to NEW_EMPGROUP

**Copying Model 1 from Sample Group to New Group**

**Copying Model 2 from Sample Group to New Group**

IMPORTANT NOTE: Rinse and repeat the above process for all different applicable Model Names for transfer. 

Then rinse and repeat the entire process for all new Employee Groups that can take similar setup from the Sample EMP_GROUP. 

PAYROLL > GROUP DATA > SUBJECT ENTITY SETUP

Choose the new Employee Group to setup new SEMs for.

**Users can choose specific SEMs to transfer by choosing Checkmarks one by one**

ADDITIONAL NOTE: As shown above, we can choose the top left hand corner Checkmark to ‘SELECT ALL’ and essentially Bulk Copy SEMs. 

EMPLOYEE LEVEL SETUP