Emailing Payroll Advices and Reporting the Organizational

Hierarchy

Bonnie Reeves

Colleague Administrator/Analyst

Whitworth College

Colleague R16

Email Payroll Advices

• To receive an email advice:– Employee has Direct Deposit– Employee has a “WC” type email defined in

Colleague (NAE)– Employee is not flagged to receive a printed

advice (CHCK – PRTAD)

R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T. 06/21/01 09:05 NAME AND ADDRESS ENTRY NAE .. Oltmann, Ms. Nancy J. ID: 0123456 SSN: 123-45-6789 SRC: Whit. .. Spokane, WA 99208 Home: 509-467-1234 ..==============================================================================.. 1 Prefix.........: Ms. Person ID: 0123456 .. 2 * Name LFM.....: Oltmann Nancy J .. 3 Suffix.........: .. 4 * Address .....: 1: 507 E Glencrest Dr .. 5 CSZ/Cnty.......: Spokane WA 99218 SPO Spokane .. 6 Res Cnty/......: .. 7 Country........: 18 Source: 1: WS Whit. .. 8 Phone/Ext/Type.: 1: 509-467-1234 HO Home Phone .. 9 Origin/Date....: .. 10 SSN............: 123-45-6789 Address Change .. 11 Birth Date.....: 01/13/1970 19 Source: .. 12 Ethnic/Gender..: 04 White/Non-Hispanic Date..: 01/25/95 .. 13 Mail Codes.: 1: By....: BANDYMX .. 14 E-Mail Adr.: 1: WC noltmann@whitworth.edu .. 15 Pref Name..: Nancy J. Oltmann .. 16 Mail Name..: 1: Ms Nancy J Oltmann .. 17 Other LFM..: 1: ..vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv. 

R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T. 06/21/01 09:17 PAYROLL & OTHER INFORMATION CHCK .. Bouten, Mr. Theodore J. ID: 0123456 SSN: 555-12-3456 SRC: Whit. .. Spokane, WA 99205 ..==============================================================================.. 1 Check Name.... .. 2 Address......: 1: .. 2: .. 3 CSZ..........: .. 4 Country......: .. 5 Start Date...: .. 6 End Date.....: .5,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,6. 7 Personnel SSN.......: 555-12-3456 Database SSN......: 555-12-3456 .. 8 Years teaching post-secondary.....: .. 9 Years teaching at this institution: .5,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,6. 10 Misc 1.......: 1: PRTAD 2: 3: 4: 5: .. 11 Misc 2.......: 1: 2: 3: 4: 5: .. 12 Misc 3.......: 1: 2: 3: 4: 5: .. 13 Misc 4.......: 1: 2: 3: 4: 5: .. 14 Misc 5.......: 1: 2: 3: 4: 5: ..vv Controller Address vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv No Values vvvvvvvvv.  

Process

• No change in the process from the user’s point of view

• Email sent during PRCA Advice Printing

• Advice reprint does not resend the email

• A copy is sent to payroll@whitworth.edu

0123456 Nancy J Oltmann Period Ending: 05/31/01 Pay Date: 06/15/01 026749  PERIOD YTDEARNINGS: RATE HOURS AMOUNT AMOUNT

Regular 99.9999 99.99 999.99 9999.99 Sick Leave 99.9999 9.00 99.99 999.99 Holiday Pay 99.9999 9.00 99.99 999.99 Vacation 99.9999 90.00 999.99 9,999.00  GROSS PAY 9,999.99 99,999.99 TAXES: Medicare Tax 99.99 99.99 Social Security Tax 99.99 99.99 Federal Income Tax (married) 99.99 99.99 State Industrial 99.99 99.99 DEDUCTIONS: Additional Life Insurance 9.99 99.99 American Funds Retirement 99.99 999.99 Miscellaneous Contribution 99.99 999.99  NET PAY 999.99 9,999.99 OTHER INFORMATION: U.S. BANK 999.99 Checking Federal Wages 9,999.99 99,999.99 Accrued Vacation Time 9.99 999.99 Accrued Sick Leave 9.99 999.99    Nancy J Oltmann 507 E Glencrest Dr

Spokane WA 12345

Program Changes (Technical)

• Customized Programs– PR.20.5.2

• Add code to check for PRTAD flag

• Call S.GET.EMAIL.ADDRESSES type “WC”

• If one and only one WC email address, then email the advice, else print it

• Use PR.20.5.4 if printing, PR.20.5.4.ADV if emailing

• Call S.POPMAIL to send the email

Program Changes Continued

-PR.20.5.4.ADV

– Just like printed version except for:• Left off SSN

• Removed the line counting restrictions for each section

• Added HTML code

Reporting OrganizationalHierarchy

• Whitworth’s Department Leave Report (XDLV)

• Report for Supervisors of their subordinates’ leave usage (or non-usage)

• HR Office wanted the report formatted to essentially follow the Organizational Chart – how to do?

Setup: User

• All positions must have supervisory position assigned (POSD)

• Positions vs. Employees– Less maintenance due to turnover

R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T. 06/21/01 09:03 POSITION DEFINITION POSD .. Position: CUST.6.PT.01 * Not In Use * ..==============================================================================.. 1 Title......: Supervisor II, Custodial Services .. 2 Short Title..............: Supervisor II, Custodial Serv .. 3 Start/End/Authorized Date: 07/01/1999 .. 4 Location.................: WHI Whitworth Campus .. 5 Department...............: CUST Custodial Services .. 6 Classification...........: PT Professional/Technical .. 7 Position Rank............: .. 8 Position Type............: .. 9 Exempt/Nonexempt.........: N Nonexempt .. 10 Salary or Hourly.........: H Hourly .. 11 Points Assigned..........: .. 12 Supervisor Position......: PPAD.6.AM.03 Assistant Director .. 13 EEO/IPEDS Category.......: 2B1 Executive/Administrative/Managerial .. 14 EEO/IPEDS Report Rank....: .. 15 Budget Only..............: No .. 16 Time Recording Type......: E Exception .. 17 Normal Work Week Schedule: .. 18 * Position Pay Info......: ..vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv. 

Setup: Database Administrator

• New index on PERPOS to facilitate finding the employee given the position

R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T. 06/23/01 09:58 USER FILE INDEX SPECIFICATION UTMI .. .. File Name..............: *** PERPOS *** .. Indexing Association...: POSITION.PERSON .. Current Indexing Active: Envision B-Tree Indexing ..==============================================================================.. 1 Constructing File Name.............: .. 2 Index Association Data Elements....: 1: PERPOS.POSITION.ID .. 2: .. 3: .. .. 3 Target File for Index Records......: INDEX.POS.PERSON .. 4 Subroutine to calculate Index Keys.: .. 5 Index Null Keys?...................: No .. 6 Primary File Storage Field Name....: .. 7 Alternate Storage File Position....: .. 8 Data Elements to Store in Index....: 1: PERPOS.HRP.ID .. 2: .. .. 9 Delete this Index Association?.....: No .. ..vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv.

Setup: Envision Procedure XDLV

• Four subroutines:– S.XLV.REP– S.XGET.POS.SUB– S.XGET.POS.PERSON (uses index file)– S.XGET.PERSON.LEAVE

Front End and Report Programs

• XHRR09L

• XHRR09O – “Other”

• XHRR09P – “President’s”

R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T. 06/21/01 16:31 DEPARTMENTAL LEAVE REPORT. XDLV .. ..==============================================================================.. .. 1 Report Date.....: 05/31/01 .. .. 2 President's Report or Other: Other .. .. 3 Supervisor Position Ids to report for: .. 1: PPAD.6.AM.03 Assistant Director .. 2: .. 3: .. 4: .. 5: .. 6: .. 7: .. 8: .. 9: .. 10: .. .. ..vv Controller Position.List vvvvvvvvvvvvvvvvvvvvvvvvvvvvvv Value 1/1 vvvvvvvvv.

R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T. 06/23/01 10:01 DEPARTMENTAL LEAVE REPORT. XDLV .. ..==============================================================================.. .. 1 Report Date.....: 05/31/01 .. .. 2 President's Report or Other: President's .. .. 3 Supervisor Position Ids to report for: .. 1: POAD.1.EX.01 President .. 2: .. 3: .. 4: .. 5: .. 6: .. 7: .. 8: .. 9: .. 10: .. .. ..vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv

Conclusion

• Contact me if you want source code or Envision specifications

– breeves@whitworth.edu– Questions?