Ascentis Payroll / ESS Version 6 · Review your setup first, and talk with your CSR . Medical...

Ascentis Payroll / ESS

Version 6.0

What new features do I get?

• Child Support calculations have expanded standard capabilities

• This training will walk you through the new features and highlight what

settings you may want to review/discuss with your Client Support Rep.

• Live webinar trainings will be offered as well, but you may want to review

specific employees now before any upgrades happen

• New version should be out to all clients prior to the end of the quarter

NOW, ON TO THE NEW FEATURES!

Items to review before version 6.0 comes out

Existing Calculation Overview

• There is a company wide garnishment maximum that is used for all types

of garnishment deductions where the Garnishment Type not = N or

blank.

• Check with your Client Support Rep to see if that company wide

garnishment maximum is used for your company, and what that

percentage is.

• Highlighted garnishment types below show you the deductions that apply

to the company wide garnishment maximum.

What is the state of the union today?

What about Garnishments?

• Creditor garnishments (Garnishment type = G) already have an

employee level maximum percentage in the master file garnishment tab.

• No change will occur for calculation of creditor garnishments.

Payroll 4.7 supports EE level max for creditor garnishments

So what will change?

• Child Support Orders are defined as deductions where the Garnishment

Type = S.

• Two new employee level fields specifically for child support orders have

been added to the master file Garnishments tab.

• This maximum percentage will now be used for Support Orders

INSTEAD of the company wide garnishment maximum previously being

used.

• The default is 50% if nothing is entered in the employee master file.

Only Child Support orders will calculate differently

So what do I need to review?

• If your company has a 50% company wide garnishment maximum, then

you should see only minor differences in your child support calculations.

• If your company uses anything other than a 50% company wide

garnishment maximum, contact your Client Support Representative.

– Know which deductions are child support orders

– Know which employees have active child support orders

– Know what other garnishment, wage assignments, or tax levies

those employees have deducting now

• If you have a maximum ABOVE 50%, then you will want to know which

employees will need to have the new master file field populated once

you are upgraded. (The maximum percentage for the new field is 65%)

• If you have a maximum BELOW 50%, you may need to work with your

Client Support Rep to change some of your garnishment definitions.

• Going forward, the company wide garnishment maximum will now ONLY

apply to Wage Assignments (garnishment type = W) and Tax Levys

(garnishment type = T).

All garnishment types that use the company maximum

Cool, is that it?

• There are 3 different Pro-Rate options – None, Proportional, and Equal

Division.

• The default option is None if nothing is entered in this drop down box.

• These settings determine how much money will be taken for each

support order if the employee doesn’t earn enough money to cover them

all in full.

• To explain the differences, I’ll use a single employee with each of the

different scenarios you might see.

Each employee can have a different type of pro-rate method

Sample Calculations

• 3 Child Support Orders and one Pre-tax deduction, all default settings on

garnishment tab.

Salaried EE $9230.77 per period

Sample - Defaults

• All deductions taken in full. The net child support order calculated on

disposable irregardless of the order in which it is deducted.

• All child support deductions ($1000.00, $1477.91, $400.00) total

$2877.91, or 49% of disposable. Default on garnishment tab is 50%, so

full master file amounts are taken for all support deductions.

Taxes $3319.12; Disposable $5911.65

Sample Calculations - 2

• Same employee and deductions, but now the max withholding

percentage is added, with the pro-rate method still set to None.


Sample – None & Max %

• 35% max of disposable is $2069.08

• Since None is the pro-rate method, support deductions will be taken in

numeric order. Certain orders will be paid in full (ded 403 for $1000.00),

certain orders will have a partial amount applied (ded 408 for $1069.08),

and certain orders will have nothing taken (ded 529).



• Same employee and deductions, same max withholding percentage of

35%, with the pro-rate method changed to Proportional.


Sample – Proportional & Max %

• Original total of 3 deductions before max is $2877.91. The calculation

below is done to find out what percentage of the full total each order is.

– 403 is $1000.00 / $2877.91 = 0.3475 percent of total


– 529 is $400 / $2877.91 = 0.1390 percent of total


• Since Proportional is the pro-rate method, the maximum that can be

taken will be split by the percent of the total of the full deduction

amounts.




35%, with the pro-rate method changed to Equal Division.


Sample – Equal Div & Max %


• There are 3 support orders, so $2069.08 / 3 = $689.69 each

• Original master file amounts for each order are:

– 403 is $1000.00; 529 is $400.00

– 408 calculates based on disposable as $1477.91

• Since 529 does not take the full $689.69, the difference of $289.69

($689.69 - $400.00) is then split between the remaining two deductions.

• $289.69 / 2 = $144.85. $144.85 is added to the $689.69 calculated

amount to get $834.54 for the remaining 2 orders.




35%, with the pro-rate method still Proportional. Added limit amount that

will cause smaller than normal calculated amount to be taken, and rest to

have to be redistributed.


Sample – Proportional with Limit

• Original total of 3 deductions before max is now $2377.91.



– 529 is $400 / $2377.91 = 0.1682 percent of total


• Since Proportional is the pro-rate method, the maximum that can be

taken will be split by the percent of the total of the full deduction

amounts.


Proportional FAQs

• Due to the circular nature of the proportional calculation, support orders

approaching a limit may not split exactly as you assume it will.

• Overriding amounts or journalizing additional amounts doesn’t work with

this calculation. Overridden amounts are changed by the program, and

additional journalized amounts are included in the proportional

percentage calculations.

• If you want to override or journalize additional amounts, the best

approach is to change the pro-rate method on the master file to either

None or Equal Division. Both of those options allows you to override or

journalize amounts.

A Heads Up to remember

So what do I need to do again?

• Find out from your Client Support Rep if you have a company wide

garnishment maximum set up and what that percentage is.

• Identify all control file deductions with a specific garnishment type:

– S = Support Order

– G = Garnishment

– W = Wage Assignment

– T = Tax Levy

• Identify which employees have Support Order deductions active.

• Identify employees who might have more in active support orders than

the company wide percentage you currently allow.

• For those employees who have support orders, determine if you want to

set up any of the new Pro-Rate methods for them.

Review your setup first, and talk with your CSR

Medical Support Indicator

• Can now set the indicator up at the employee level, not the vendor level.

• Will only enable for a deduction that is set up as Support Order under the

Garnishment Type in the Control File.

Field moved from 3rd Party to Deduction Tab

What about 3rd party data?

• A migration will be part of the release – moving medical support indicator

from the payee to the employee/deduction and clearing out the old 3rd

party field.

• Medical support indicator field is removed from 3rd party payee setup

screen.

• 3rd party EFT files now read/include the employee level indicator.

All handled for you!

• Filing status abbreviations

included for all states

• Default settings when an

employee hasn’t filled out a

form are included

• Both work and home states

are now included

• Any flat or percentage

settings are clearer

• Exempt W4 settings are

clearer

W4 Info on Check Stub

Update for all settings Samples

ESS W4 Check Settings

HTML check stubs Sample

• The HTML version of the

ESS pay stub shows the

full filing status descriptions

• Checks issued prior to 6.0

will still have the old

settings in history

Miscellaneous Enhancements

• 2 enhancements on tax screen regarding PSD codes.

– If a school district is available, the first one found will be the default

school district that is saved rather than saving with No School Taxes

as the default.

– This means you should only have to manually change if you WANT

No School Taxes to be the setting or if there are multiple school

districts in a location.

– If there is a valid PSD code, it will show up once the local is chosen

rather than after a school district is chosen.

PA state changes

Miscellaneous Enhancements

• There will now be 2 versions of the TAX-PAYROLL AUDIT report created

with calculate.

• There will now also be 2 versions of the report when you run the Reprint

Payroll Audit Report menu item.

• Right now, the download works the same as the ACA report. The .csv

extension will be automatically added to the report when it’s downloaded.

Excel Version of Payroll Audit Report

TAX-PAYROLL AUDIT (CSV)

• Groupings of data columns include:

– Individual units by pay code

– Total Units

– Individual amounts by pay code

– Gross Pay

– Individual amounts by expense reimbursement code

– Total Expenses

– Total Deduction amount for all in/out codes

– Individual amounts by deduction code

– Individual amounts by direct deposit code

– Total Deductions

– Individual amounts by tax code

– Total EE Taxes

– Net Check Amount

– Individual amounts by memo code

Features for useful auditing

TAX-PAYROLL AUDIT (CSV)

• ALL control file codes will appear in the columns even if there is no data.

• Deductions/Taxes will be negative numbers with the sign in front.

• Wage breakdown by state is not available in the download.

• Notes columns (at the end)

– Multiple Labor Groups used: If an employee has more than one

distribution line used on a check, this message will be populated in

one of the Notes columns. There is one labor group that appears in

the download, which is the first distribution line the report finds.

– Shift Codes used: If any pay code has a shift code attached to it,

this message will be populated in one of the Notes columns.

– Overrides – See Printed Report: For employees that have any

special characters (override, journalize, etc) on the printed report,

this message will be populated in one of the Notes columns. You’ll

also see this message if there are any tax weeks or blocked items.

– Tax Exception messages: Most messages that appear on the TAX-

TAX EXCEPTIONS report will be included in the Notes columns.

Differences between the download and the printed report

• Are my employees paid in

the right locations?

• Did my employees get the

right pay/deductions?

• Are there any overrides or

one time entries made?

• Are there any active

employees I missed?

• Are there any employees

with a net zero check?

• Are my total payroll dollars

what I expected them to

be?

• Printed report

• CSV report

• CSV to identify, printed

report to verify

• Printed report

• CSV to identify, printed

report to verify

• CSV to manipulate totals,

printed report for state

totals

Which report do I use?

What am I auditing? Which report is best?

CA Sick Time

• Will be included in our June compliance release.

• CA Sick enhancements include:

– Ability to define # hours worked to accrue 1 hour of sick

– Ability to set up these tables in ANY bucket, not just the sick bucket

– Ability to have as many of these accrual tables as you want

– Ability to have a waiting period if necessary

– Ability to move probationary balances from one bucket to another

per employee from a custom menu

– 2 additional reports that will run with TAX to help you

determine/monitor eligibility and maximum time off taken.

• If you need to add one or more of these type of accrual tables for various

state/cities that are now requiring these time off accruals, contact your

Client Support Representative to discuss your needs.

Paid Sick Leave accruals for multiple locations

Bug Fixes & Improvements

• GA supplemental tax calculation – Supplemental only checks were not

calculating with the correct tax rate tier.

• Special OT rate will no longer change when a rate change is applied.

• Tiered 401K program now works with Instachecks. If you have a multi-

tiered employer match program, you may want to review ER match

calculations for any on-demand checks that were issued.

• Certain errors received during renumbering an employee have been

fixed.

• Minor text correction for a message when deleting a calendar item.

• ACA Report – Changes for Initial/Standard Measurement period

calculation.

• ACA Report – Easier identification of hours worked for rehires and

employees not hired on the 1st of the month.

• Downloadable Pay Summary report also converted to CSV.

See if any of these apply to you

Q & A

Your turn to talk

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