Human Resources/Payroll Course Outline

Note: NVISION Courses are available for some of the procedures listed below. If an NVISION Course is avaialble there will be an "NVISION Course" link next to the procedure. If you are unfamiliar with NVISION, or how to take and NVISION Course, we recomend you click here for a quick lesson.

Course Description

Upon completion of this course, you will understand how to enter and maintain employee records, and enroll an employee and their dependents/beneficiaries in a Benefit plan.  You will understand how the Human Resources, Benefits Administration, and Payroll modules integrate.  You will gain the knowledge of how to request Interim Payments, maintain and review Employee and Payroll history, review the Employee Self Service Benefits Enrollment, and understand Human Resources Reporting.

 

Upon completion of this course, you will also gain the knowledge and skills necessary to manage your payroll processes including time entry and payroll processing.  You will have an understanding of the following:

• Pay, Deductions, Benefits and Accruals (PDBA) codes and how they are used in the system.
• Benefits Administration structure and how it relates to Deductions, Benefits and Accruals.

·         How to use Speed Time Entry to enter timecards for employees in a batch or to enter timecards for employees individually based on their employee number.

• How the Payroll system integrates with the General Ledger.

 

Lesson 1:  Employee Management

1)       Entering Employee Information

Ø       NIS Date Definitions

Ø       Date Discrepancies on Employee Records

Ø       Adjusted State Service Date Spreadsheet

Ø       New Employee Checklist

Ø       Entering Employee Records * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Adding, Changing, Inquiring on Employee Supplemental Data * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Employee Instructions – Auto Deposit * NVISION Course * HTML Version (blind & visually impaired users) * Auto Deposit Instructions Job Aid * Stop Auto Deposit Instructions Job Aid

Ø       Entering Employee Instructions – Labor Distribution * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Retrieving Job Code Information * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

 

2)       Change/Maintain Employee Information

Ø       Basic Compensation Screen * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Change an Employee’s Benefit Group * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Reviewing Job Information * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Reviewing/Revising Employee Information * NVISION Course * HTML Version (blind & visually impaired users) * Reviewing Employee Information Job Aid * Revising Employee Information Job Aid

Ø       Reviewing Employee Management Overview

Ø       Change an Employee's Labor Distribution (pay start and stop dates)

Ø       Changing an Employee’s Salary/Hourly Rate * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Change Pay Rate en mass via Spreadsheet

Ø       Changing Employee’s Pay Rate Mid-Pay Period * NVISION Course * HTML Version (blind & visually impaired users) * Changing an Employee's Salary/Hourly Rate Job Aid * Adding Hours to be Paid at the Lower Rate Job Aid

Ø       Copying Supplemental Data

Ø       Placing an Employee on Unpaid Leave of Absence * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Reclassifying an Employee * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Rehiring an Employee * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

 

3)       Transfer an Employee

Ø       Employee History Log * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Transferring an Employee to a New Agency – Receiving Agency * NVISION Course * HTML Version (blind & visually impaired users) * Transferring to a New Agency - Receiving Agency Job Aid * Transfer Dependent/Beneficiary to a New Agency - Receiving Agency Job Aid

Ø       Transferring an Employee to a New Agency – Transferring Agency * NVISION Course * HTML Version (blind & visually impaired users) * Transferring to a New Agency - Transferring Agency Job Aid * Transfer Dependent/Beneficiary to a New Agency - Transferring Agency Job Aid

Ø       Transferring an Employee to a New Department – Within Same Agency * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

 

4)       Terminate an Employee

Ø       Terminating an Employee * NVISION Course * HTML Version (blind & visually impaired users) * Terminating an Employee Job Aid * Changes After Final Update of Last Payroll Job Aid

Lesson 2:  PDBA Foundation

1)       Understanding PDBA’s

Ø       Understanding PDBA’s

Lesson 3:  Benefits Administration

1)       Enrolling Employees in Benefits Plans

Ø       Understanding Benefits Administration Setup

Ø       Enrolling an Employee with Eligibility * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Enroll an Employee in Leave * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Enroll an Employee in Retirement * NVISION Course * HTML Version (blind & visually impaired users) * Enrolling an Employee in Retirement Job Aid * Complete Pension Field on Employee Master Job Aid

Ø       Enrolling an Employee with Overrides * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Enrolling an Employee in Zoo Membership Plan

 

2)       Changing Employee’s Benefits Plans

Ø       Changing Enrollment with Eligibility

3)       Transfer an Employee

Ø       Employee History Log * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Transferring an Employee to a New Agency – Receiving Agency * NVISION Course * HTML Version (blind & visually impaired users) * Transferring to a New Agency - Receiving Agency Job Aid * Transfer Dependent/Beneficiary to a New Agency - Receiving Agency Job Aid

Ø       Transferring an Employee to a New Agency – Transferring Agency * NVISION Course * HTML Version (blind & visually impaired users) * Transferring to a New Agency - Transferring Agency Job Aid * Transfer Dependent/Beneficiary to a New Agency - Transferring Agency Job Aid

Ø       Transferring an Employee to a New Department – Within Same Agency * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

 

4)       Terminating an Employee’s Benefit

Ø       Ending Enrollment with Overrides

 

5)       Dependent/Beneficiary

Ø       Enrolling Dependent/Beneficiary * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Changing Enrollment of Dependent/Beneficiary * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Changing Dependent/Beneficiary Information * NVISION Course * HTML Version (blind & visually impaired users) * Changing Dependent/Beneficiary Information Job Aid * Change Only the Social Security Number Job Aid

Lesson 4: Position Control

1)       Creating Positions

Ø       Position Budget Process Overview

Ø       Entering/Revising Position Budgets * NVISION Course * HTML Version (blind & visually impaired users) * Creating A Position Budget Job Aid * Maintain A Position Budget Job Aid

 

2)       Closing Positions

Ø       Closing a Position * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

 

3)       Reviewing Position Activity

Ø       Reviewing Position Activity * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Reviewing Employee’s Attachment to Position Budget * NVISION Course * HTML Version (blind & visually impaired users) * Attach Employee to a Position Budget Job Aid * Review Employee's Attachment to Position Budget Job Aid

Lesson 5: Time Entry

1)       Entering Time Cards

Ø       Pay Type Descriptions

Ø       Entering Timecards for Employees using Speed Time Entry & Labor Distribution * NVISION Course * HTML Version (blind & visually impaired users)
Job Aids:
Entering Timecards Using Speed Time Entry Job Aid
Determine if an Employee has Labor Distribution Job Aid
Enter Timecards Using Labor Distribution Job Aid
Run the Timecard Allocation Job Aid

Ø       Split Time Entry Overview

Ø       Entering Timecards using Filters * NVISION Course * HTML Version (blind & visually impaired users)
Job Aids:
Enter Timecards for Time Sheet Groups Using Employee Master Filter Job Aid
Enter Per Pay Period Timecards Using Employee Master Filter Job Aid
Enter Daily Timecards using Employee Master Filter Job Aid
Enter Per Pay Period Timecards Using Current Transactions Filter Job Aid
Enter Daily Timecards Using Current Transactions Filter Job Aid
Determine if an Employee has Labor Distribution Job Aid
Run the Timecard Allocaiton Program Job Aid

Ø       Entering Workers Comp Time and Leave * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Recording Catastrophic Leave Donations * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Creating Holiday Templates

Ø       Leave Adjustments * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

 

2)       One Time Overrides

Ø       One Time Overrides

 

3)       ESS (Employee Self Service) Processing

Ø       Uploading Time Cards

Ø       Payroll Administrator Review and Process Time Cards

Ø       Time Entry Review * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Unapproved Time Card Notification Report * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Lesson 6: Payroll

Ø       Payroll Checklist

Ø       Find a Master Pay Cycle

1)       Entering Pre-Payroll

Ø       Processing Payroll – Pre-payroll

 

2)       Entering Journal Entries

Ø       Processing Payroll – Journal Entries

 

3)       Running Reports

Ø       Processing Payroll Reports

 

4)       Working with Interims

Ø       Overview of Interim Payments

Ø       Direct Pay Worksheet

Ø       Interim Payroll Worksheet

Lesson 7: Employee Self Service (ESS)

1)       Time Entry

Ø       Entering Time Cards using Employee Self Service – Daily Time Entry * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Entering Time Cards using Employee Self Service – Summary Time Entry * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Manager Review and Approve Employee Time Card

 

2)       Benefits

Ø       Reviewing Current Elections * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Completing Open Enrollment Benefit Event

Ø       Updating Address with Director

Ø       Entering Enrollment Effective Date for ESS - New Hire

Ø       New Hire Benefit Enrollment

 

3)       Other

Ø       Reviewing Pay Stub * NVISION Course * HTML Version (blind & visually impaired users) * View & Print Paystub Job Aid * View & Print in CSV Job Aid

Ø       Reviewing Leave Balances * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Reviewing Employee Personal Profile * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Work Center

Ø       Auto Deposit Instructions * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       W4 Review * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Lesson 8: Manager Self Service

1)       Leave Balances

Ø       Review Leave Balances

Ø       Review Employee Leave Balances

 

2)       Employee Information

Ø       Review and Update Address Information

Ø       Review Employee Name and Address Information

Ø       Review Employee Profiles

Lesson 9: History

1)       Reviewing Employee History

Ø       Reviewing Employee History

 

2)       Reviewing Payroll History

Ø       Inquiring on Cashed Payroll Warrants

Ø       Reviewing Pay Stub History

Ø       Reviewing PDBA History

Ø       Reviewing Tax History

Ø       Payment Review and Void

Ø       Reviewing Leave Balance

Lesson 10: Running Reports

HR/Payroll Reports Quick Reference Card

 

1)       Employee Reports

Ø       Auto Deposit Report

Ø       Employee History Log * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Employee Roster with Rate

Ø       Employee Roster

Ø       FTE Report (See report example)

Ø       Labor Distribution Report (See report example)

Ø       Pay Change History Report (See report example)

Ø       EEO Statewide Summary

Ø       Upcoming Review

Ø       Agency User ID - Data Selection

Ø       Employee Salary History Analysis (See report example)

Ø       Workforce Analysis (See report example)

 

2)       Benefits Reports

Ø       Seniority Report

Ø       All Dependents Over Maximum Age (See report example)

Ø       Benefit Enrollment by Plan (See report example)

Ø       Benefit Enrollment Outside Group (See report example)

Ø       Run a Confirmation Statement (See report example)

Ø       Dependents/Beneficiaries by Plan ID and Employee

Ø       Dependents/Beneficiaries Exception

Ø       Dependents/Beneficiaries Mising Tax ID, Gender or DOB (See report example)

Ø       Employee List by Benefit Group (See report example)

Ø       Leave Report (See report example)

Ø       Retirement Eligibility (See report example)

Ø       Retirement Exception (See report example)

Ø       Part Time Employee Benefits (See report example)

Ø       Required Elections in Benefits (See report example)

Ø       Benefit Enrollment Completion Status (See report example)

 

3)       Payroll Reports

Ø       Historical Payroll Register * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Historical Labor and Burden Distribution Register

Ø       Employee Pay and Tax History (See report example)

Ø       Wage History

Ø       Time and Pay History Detail

Ø       Out of Balance Journal Entry (See report example) * NVISION NIS Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Employee W4 Information Report (See report example) * NVISION NIS Course * HTML Version (blind & visually impaired users) * Job Aid

Ø       Leave Request Report - GLA (See report example) * NVISION NIS Course * HTML Version (blind & visually impaired users) * Job Aid

Lesson 11: Quick Reference Cards (QRC)

1)       Employee

Ø       Enter Employee Records

Ø       Terminate an EE

Ø       Copy Supplemental Data

Ø       Employee Status Flag Color chart

Ø       Entering Information in the Address Book for HR/Payroll

Ø       Transferring an Employee to New Agency - Transferring Agency

Ø       Transferring an Employee to New Agency - Receiving Agency

Ø       Transferring an Employee to New Department within Agency

 

2)       Benefits

Ø       DBA Troubleshooting

Ø       Benefit Groups Eligibility

Ø       Plan IDs and DBAs

 

3)       Position control

Ø       Entering/Revising Position Budgets

 

4)       Payroll

Ø       Adjusting Catastrophic Leave Balances

Ø       Pay Type Descriptions 

  

5)       ESS

Ø       ESS Time Entry – Summary

Ø       ESS Time Entry – Daily

Ø       ESS Time Entry – Supervisor

Ø       ESS Review Pay Stub

Ø       Auto Deposit Instructions

Ø       Time Entry Review

Ø       Unapproved Time Card Notification

 

6)       Reports

Ø       HR and Payroll Reports List

Ø       Out of Balance Journal Entry Report

Ø       Employee W4 Information Report