Payroll Maintenance – Back Office

Overview

Payroll Maintenance in the FLEX system is a crucial module designed for managing, balancing, and posting payrolls. It handles payrolls received via paper listings, checks, or files. This module supports both credit (to member) and debit (from member) payrolls.

Note: This option is NOT used for receiving and posting ACH payrolls.

Accessing Payroll Maintenance

The Payroll Maintenance screen can be accessed from the FLEX Main Menu under the “Payroll” section.

  • Navigation Path: FLEX Main Menu > Payroll > Payroll Maintenance

Screen Layout

The Payroll Maintenance screen is divided into two main panels:

  • Upper Panel (Payroll List): Displays existing payrolls within the system. This panel allows users to:
    • Add new payrolls.
    • Edit existing payrolls.
    • Delete payrolls.
    • Post payrolls.
  • Bottom Panel (Payroll Accounts): Lists accounts associated with the payroll highlighted in the upper panel.

Key Functions and Buttons

Payroll List Panel Actions

  • All Totals: Displays the sum of all payrolls.
  • Refresh: Updates the displayed information.
  • Add: Initiates the process to add a new payroll.
  • Copy: Creates a copy of a selected payroll.
  • Edit: Modifies details of a selected payroll.
  • Delete: Removes a selected payroll from the system.
  • List Accounts: Shows all accounts linked to the currently highlighted payroll.
  • Receive By File: Used to receive payrolls that are submitted via a file.
  • Worksheet: Generates a worksheet for payroll posting. FLEX recommends running a worksheet before posting.
  • Post: Posts one or more selected payrolls.

Payroll Accounts Panel Actions

  • Add: Adds an account to the highlighted payroll.
  • Quick Add: Provides a streamlined method to add accounts when no distributions are needed.
  • Copy: Copies a selected account.
  • Edit: Modifies details of a selected account.
  • Delete: Removes a selected account from the payroll.
  • Authorization: (Functionality not detailed in provided document)
  • Filter: (Functionality not detailed in provided document)
  • Audit: (Functionality not detailed in provided document)

Adding or Editing a New Payroll

Adding a new payroll is a two-step process:

  1. Add Header: Define the payroll’s general information.
  2. Add Accounts: Link individual accounts and their distributions to the payroll.

Edit Payroll Header Screen

This screen is used to define the core parameters of a payroll.

Payroll Parameters

  • Payroll ID: A unique alphanumeric identifier for the payroll.
  • Description: A descriptive name for the payroll (e.g., company name).
  • Type: Defines how the payroll will be processed:
    • Forced Balance: The total amount received must exactly match the distributions.
    • Prioritized Distribution: The most common option. Distributions will post, and any excess funds will be directed to the overflow suffix.
  • File Received By Magnetic Media: Indicates if the payroll was received via magnetic media (Yes/No).
  • Debit/Credit Payroll: Specifies whether the payroll is a debit (from member) or credit (to member).
  • Completion Code: Should always be 0 (zero), indicating the last posting completed normally.

Posting Information

  • Post To Closed Accounts: Determines if amounts should post to accounts marked as closed (Yes/No).
  • Post To Deceased Accounts: Determines if amounts should post to accounts where the member is flagged as deceased (Yes/No).
  • Post To Frozen Accounts: Determines if amounts should post to accounts flagged as frozen (Yes/No).
  • Skip Posting: If checked, the system will skip posting for this payroll, even if it’s due.
  • GL Account To Offset: Enter the general ledger offset account number.
  • Protect Amounts: If checked, no changes to the payroll amount will be allowed.
  • Charge Late Fee: Allows the system to charge late fees to loan distributions.

Additional Header Information

  • Print Receipts: Indicates whether receipts should be printed upon posting (Yes/No).
  • Override Credit Limit: Determines if debit payroll posting should override the credit limit (Yes/No).
  • Transaction Description: Text that will appear in the member’s history and on their statement.
  • Accumulate Balance: If checked, the system will display an accumulative balance while working with the payroll, aiding in balancing.
  • Override Minimum Balance: If checked, debit payroll posting will override the minimum balance requirement.
  • Distribution Multipliers: Used when distributions need to be posted multiple times for a single posting (e.g., a double payroll due to a missed period).
    • Reset Distribution Multiplier: Check to reset the multiplier before posting.
    • Reset Multiplier To: Indicate the number of times the distribution should occur for the posting.

Key Parameters

  • Key Relationship: Selects the primary identifier for payroll items (e.g., Account number, Social Security number).
  • Justify Key:
    • Right: Use if the key is an account number or social security number.
    • Left: Use if the key is a control number.
  • Auto Generate Key: Used only if the key is a control number automatically assigned by the system.

File Transfer Procedure

These fields are used exclusively for payrolls received by file and are typically set up by FLEX.

  • Program Name: Displays the name of the program used to transfer the file.
  • Transfer Program Type: Indicates the type of transfer program.
  • Last Run Date: System-updated field showing the last run date of the payroll.
  • Job Schedule Date: Displays the next scheduled posting date via Job Scheduler, if applicable.

Adding a Member to a Payroll

There are two methods for adding members:

  1. Quick Add: For adding members without needing to define distributions immediately.
    • Highlight the payroll in the top panel.
    • Click “Quick Add” in the bottom panel.
    • Enter the Account number and the total Amount being received.
  2. Standard Add: Allows adding members and their distributions simultaneously.
    • Highlight the payroll in the top panel.
    • Click “Add” in the bottom panel. This opens the “Payroll Master Maintenance” screen.

Payroll Master Maintenance Screen (Standard Add)

This screen is used to add or edit individual member payroll details.

Key Information

  • Key: Enter the unique identifier for this member (e.g., employee number, account, social, or control number).
  • Account Number: The member’s account number.
  • Control Number: The control number, if applicable.

Amounts

  • Debit Amount: The total debit amount for this payroll entry.
  • Credit Amount: The total credit amount for this payroll entry.

Dates

  • Start Date: Optional. Controls when payrolls for this member begin. If left blank, it’s assumed to be active immediately.
  • Stop Date: Optional. Controls when payrolls for this member cease.
  • Last Run Date: System-populated field indicating the last run date for this member’s payroll.

Additional Information

  • Distribution Multiplier: Identifies how many times distributions will occur when this payroll is posted for this member.
  • Overflow Suffix: The suffix where excess funds will be posted if the total amount received exceeds total distributions.
  • Alternate Account: If overflow should go to a different account/suffix, both overflow suffix and alternate account can be used.
  • Skip Posting: If checked, posting, including all distributions for this member, will be skipped.

Adding or Editing a Distribution

Once an account has been added to a payroll, distributions can be defined.

  • To add a new distribution: Click “Add” in the “Payroll Distributions List” section.
  • To edit an existing distribution: Highlight the distribution and click “Edit,” or double-click the distribution.

Payroll Distribution Maintenance Screen

This screen is used to define how funds are distributed for a specific member.

Required Information

  • Key: Displays the key for the account to which the distribution is being added.
  • Sequence #: Enter the sequence for this distribution. Multiple distributions will post in this order.
  • Account/Suffix: Displays the account and suffix where the funds will be distributed.

Dates

These dates are optional and can force a distribution to start and/or stop. If left blank, the distribution takes effect immediately.

  • Start Date: Enter the date for the distribution to begin.
  • Stop Date: Enter the date for the distribution to end.
  • Last Run Date: System-populated field indicating the last date this distribution was run.

Amounts

  • Distribution Amount: Enter the amount for this specific distribution.
  • Use Loan Payment Amount: If checked, the payroll program will use the scheduled loan payment amount instead of the amount entered in the “Distribution Amount” field.
    • Caution: If a member receives payroll twice a month and the scheduled loan payment is monthly, the full payment will be posted each time payroll is received. Uncheck this box and manually enter the disbursement amount if this is not desired.
  • Consider Loan Due Date: If checked, the system will only make the distribution if the loan payment is due, based on the loan record’s due date. If the loan is paid ahead, the distribution will not post. If unchecked, the distribution will post every time payroll is received, even if the loan is paid ahead.

Additional Information

  • IRA Code: If the distribution credits an IRA suffix, select the appropriate IRA reporting code from the drop-down.
  • Day To Include: Enter a day of the month when the distribution should start, independent of the start date. If used, the distribution will only occur from this day of the month forward.
  • Day To Omit: Similar to “Day To Include,” but indicates a day of the month on or after which the distribution will not take place.
  • Overflow Suffix Indicator: Check this box if the account/suffix should be used as an overflow destination.

Balancing and Posting Payroll

Before posting, it’s essential to balance the payroll.

  1. Displaying Totals:
    • Right-click on the payroll in the “Payroll List” and select “Display Posting Totals As of Today.”
    • Alternatively, run a “Worksheet” to display totals.
  2. Making Changes:
    • If adjustments are needed, list the accounts associated with the payroll.
    • Highlight the account to be changed and click “Edit.”
    • Alternatively, double-click directly in the “Amount” field to enter a new amount.
  3. Posting Payroll:
    • Once changes are made and totals are balanced, highlight the payroll in the “Payrolls To Post” section.
    • Click the “Post” button.

Payroll Posting Options

  • Effective Date: Enter the effective date for the payroll posting.
  • Print Detail Report: Check this box if a detailed report is desired after posting.
  • Sort by: Indicate how the detailed report should be sorted (e.g., by Key).