Note: Complete the instructions below to update the fields utilized with tracking hours worked for unit and contract employees, change the dates or calculate the hours worked for posted pay period entries and employee absences, and change the dates or calculate the hours worked for contract employees in posted payroll calculation batches, if needed.
From the Payroll screen, select the Government Reporting menu and then Affordable Care Act (ACA) Reporting.
At the Affordable Care Act (ACA) Reporting screen, click the Adjustments tab.
In the Adjustment Option field, enter the type of adjustment to complete (Contract Hours, Contract Last Worked Date, Contracts, Exclude Contract Hours From ACA Tracking, Pay Codes, Pay Period Entry Dates, or Pay Period Entry Hours), or click the down-arrow button to select the correct one. To update the hours worked for contract employees in selected posted payroll calculation batches using the Hours Per Day field (multiplied by the number of days in the pay period entered at the time of the adjustment) or the Hours Per Payroll field on the Wages screen in the Employee File, enter Contract Hours. To update the last worked date on earnings records for contract employees for selected posted payroll calculation batches, enter Contract Last Worked Date. To update the Hours Per Day or Hours Per Payroll field on the Wages screen in the Employee File for certain contract pay codes for selected employees, enter Contracts. To update the Exclude Contract Hours From ACA Tracking field for contract pay code entries from posted payroll calculation batches, enter Exclude Contract Hours From ACA Tracking. To update the Hours Per Unit field in the Pay Code File for the selected unit pay codes, enter Pay Codes. To update the Start Date and End Date fields (and the Hours field, if needed) for entries included in a particular posted batch of pay period entries or employee absences, enter Pay Period Entry Dates. To update the Hours field for posted pay period or employee absence entries with selected pay codes by multiplying the number entered in the Hours Per Unit field in the Pay Code File by the Units field for an entry (or manually update the Hours field, and also update the Start Date and End Date fields, if needed), enter Pay Period Entry Hours.
If Contracts is specified as the Adjustment Option, complete the following:
Complete either the Hours Per Day field or the Hours Per Payroll field; both fields cannot be completed.
If desired, in the Hours Per Day field, enter the number to update into the Hours Per Day field on the Wages screen in the Employee File for the selected contract pay codes and employees. This should be the number of total hours an employee works per day for the contract. The number cannot be greater than 24, but can be up to 7 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable. When calculating a payroll, the number entered in the Hours Per Day field (on the Wages screen) is multiplied by the number entered in the Days This Pay Period field for the payroll calculation batch to reflect the total number of hours worked in the pay period for the employee for the particular pay code. Typically, the Hours Per Day field (on the Wages screen) is only completed for the main contract.
If desired, in the Hours Per Payroll field, enter the number to update into the Hours Per Payroll field on the Wages screen in the Employee File for the selected contract pay codes and employees. This should be the total hours an employee works in a pay period for the contract. The number cannot be greater than 2,080, but can be up to 8 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable. When calculating a payroll, the number entered in the Hours Per Payroll field (on the Wages screen) is reflected as the total number of hours worked in the pay period for the employee for the particular pay code.
In the Fiscal Year End field, enter the 4-digit year of the ending fiscal year date for which contracts to update.
In the Contracts List, specify which contract pay codes to update by clicking the box for the Selected column to the left of the desired pay code. A checkmark will appear in the box if the pay code is selected. To select all the contract pay codes listed on the screen, click the Select All button located above the Contracts List. If desired, change the filters to modify the pay codes displayed here.
Click the Display button.
All the employees who have the selected contract pay codes for the specified year appear in the Adjustment Entries List. For each employee's contract, the number currently entered in the Hours Per Day or Hours Per Payroll field on the Wages screen in the Employee File appears in the appropriate field (column) under Existing Values, and the number that the field will be changed to appears under New Values. If needed, the Hours Per Day or Hours Per Payroll field under New Values can be edited for an employee's contract. Specify which employees to adjust by clicking the box for the Selected column to the left of the desired employee in the Adjustment Entries List. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Adjustment Entries List. If desired, change the filters to modify the employees displayed here.
Click the Execute button to complete the adjustment.
If Pay Codes is specified as the Adjustment Option, complete the following:
In the Hours Per Unit field, enter the number for which to update in the Hours Per Unit field in the Pay Code File for the selected pay codes. The number should be the number of hours worked for each unit included with entries made for the pay code in Pay Period Entries and Employee Absences; then when the entries are made for this pay code in Pay Period Entries and Employee Absences, the number entered here will be multiplied by the number entered in the Units field for the entry and the total will be displayed in the Hours field. The number can be up to 7 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
Click the Display button.
In the Adjustment Entries List, specify which unit pay codes to update by clicking the box for the Selected column to the left of the desired pay code. A checkmark will appear in the box if the pay code is selected. To select all the unit pay codes listed on the screen, click the Select All button located above the Adjustment Entries List. If desired, change the filters to modify the pay codes displayed here.
Note: As reflected in the Hours Worked field under New Values (in the Adjustment Entries List), the Hours Worked field will also be updated (selected) for the specified pay codes during this process, if the field is not already selected.
Click the Execute button to complete the adjustment.
If Contract Hours is specified as the Adjustment Option, complete the following:
In the Run Payroll Batches List, specify which posted payroll calculation batches to adjust by clicking the box for the Selected column to the left of the desired batch description. A checkmark will appear in the box if the batch is selected. To select all the batches listed on the screen, click the Select All button located above the Run Payroll Batches List. If desired, change the filters to modify the batches displayed here.
If the Hours Per Day field is utilized for one or more employees, enter the number of days in the pay period to calculate for the adjustment in the Days This Pay Period field under the New Value section for each selected payroll calculation batch in the Run Payroll Batches List. The number can be up to 2 digits long (no decimals). When completing the adjustment, the number entered in this field is multiplied by the number entered in the Hours Per Day field on the Wages screen in the Employee File for the applicable contract pay codes. If the days in the pay period had previously been entered for the batch (when first calculating the batch or completing a prior adjustment for the batch), the Days This Pay Period field under the Existing Value section will be completed and the same number will appear in this field by default but can be changed.
Click the Display button.
All the employees and each of their contract pay codes in the selected payroll calculation batches appear in the Adjustment Entries List. The current information for each entry, including the batch, pay code check description, last worked date, and hours worked, appears under Existing Values. The new value for the hours worked that will be updated for the entries appears in the Hours Worked field under New Values; the Hours Worked field for the entries will default to the total of the Hours Per Day field for the contract pay code multiplied by the number in the Days This Pay Period field under New Value (above), or the number in the Hours Per Payroll field for the contract. The Hours Worked field under New Values can be edited for an entry as needed. Then specify which entries to adjust by clicking the box for the Selected column to the left of the desired entry in the Adjustment Entries List. A checkmark will appear in the box if the entry is selected. To select all the entries listed on the screen, click the Select All button located above the Adjustment Entries List. If desired, change the filters to modify the entries displayed here.
Click the Execute button to complete the adjustment.
If Contract Last Worked Date is specified as the Adjustment Option, complete the following:
Click the Display button.
In the Adjustment Entries List, specify which posted payroll calculation batches to adjust the last worked date on earnings records for contract employees by clicking the box for the Selected column to the left of the desired batch description. A checkmark will appear in the box if the batch is selected. To select all the batches listed on the screen, click the Select All button located above the Adjustment Entries List. If desired, change the filters to modify the batches displayed here.
For each selected payroll calculation batch in the Adjustment Entries List, enter the new date to use as the last worked date on earnings records for contract employees in the Last Worked Date field under New Value. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The current last worked date for each payroll calculation batch appears in the Last Worked Date field under Existing Value.
Click the Execute button to complete the adjustment.
If Exclude Contract Hours From ACA Tracking is specified as the Adjustment Option, complete the following:
Enter the date range of the posted payroll calculation batches for which to display the contract pay code entries in the Start Date and End Date fields. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Click the Display button.
All the contract pay code entries from the posted payroll calculation batches with a Last Worked Date in the specified date range appear in the Adjustment Entries List. The current information for each entry, including the batch, pay code ID, check description, last worked date (for the payroll calculation batch), hours, and the Exclude Contract Hours From ACA Tracking field, appears under Existing Values. The Exclude Contract Hours From ACA Tracking field under New Values is the only field that may be changed for the entries. Select the Exclude Contract Hours From ACA Tracking field under New Values for an entry, or leave it unselected, as needed. Then specify which entries to adjust by clicking the box for the Selected column to the left of the desired entry in the Adjustment Entries List. A checkmark will appear in the box if the entry is selected. To select all the entries listed on the screen, click the Select All button located above the Adjustment Entries List. If desired, change the filters to modify the entries displayed here.
Click the Execute button to complete the adjustment.
If Pay Period Entry Dates is specified as the Adjustment Option, complete the following:
In the Batch Description field, enter the description of the posted batch of pay period entries or employee absences containing the entries to adjust, or click the down-arrow button to select the correct one.
Enter the new date to use as the Start Date for the entries in the New Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The date specified as the Start Date for the selected batch will appear in the field by default, but can be changed.
Enter the new date to use as the End Date for the entries in the New End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The date specified as the End Date for the selected batch will appear in the field by default, but can be changed.
Select the Change Leave Dates field to also update the Start Date and End Date for all the absence entries for leaves included in the specified batch. A checkmark will appear in the box if the field is selected.
Note: If this field is not selected, the absence entries for leaves will still appear after clicking the Display button, but the new dates would have to manually be changed for each desired entry instead of the system automatically using the new dates specified above.
Click the Display button.
All the entries in the specified batch appear in the Adjustment Entries List. The current information for each entry, including the pay code, leave (if applicable), units, hours, start date, and end date, appears under Existing Values. The new information that will be changed for the entries appears under New Values; the Start Date and End Date fields for the entries will default to the specified new start and end dates, if applicable. The Hours, Start Date, and End Date fields under New Values can be edited for an entry as needed. Then specify which entries to adjust by clicking the box for the Selected column to the left of the desired entry in the Adjustment Entries List. A checkmark will appear in the box if the entry is selected. To select all the entries listed on the screen, click the Select All button located above the Adjustment Entries List. If desired, change the filters to modify the entries displayed here.
Click the Execute button to complete the adjustment.
If Pay Period Entry Hours is specified as the Adjustment Option, complete the following:
Enter the date range of the posted pay period and employee absence entries to adjust in the Start Date and End Date fields. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Select the Zero Hours Worked field to update the entries to reflect zero (0) in the Hours field. A checkmark will appear in the box if the field is selected.
In the Pay Codes List, specify which pay codes to adjust by clicking the box for the Selected column to the left of the desired pay code. A checkmark will appear in the box if the pay code is selected. To select all the pay codes listed on the screen, click the Select All button located above the Pay Codes List. If desired, change the filters to modify the pay codes displayed here.
Click the Display button.
All the entries in the specified date range for the selected pay codes appear in the Adjustment Entries List. The current information for each entry, including the batch, pay code, leave (if applicable), units, hours, start date, and end date, appears under Existing Values. The new information that will be changed for the entries appears under New Values; the Hours field for the entries will default to the total of the Hours Per Unit field in the Pay Code File (will use 1 if blank) multiplied by the Units field (unless the Zero Hours Worked field is selected, then 0 will appear). The Hours, Start Date, and End Date fields under New Values can be edited for an entry as needed. Then specify which entries to adjust by clicking the box for the Selected column to the left of the desired entry in the Adjustment Entries List. A checkmark will appear in the box if the entry is selected. To select all the entries listed on the screen, click the Select All button located above the Adjustment Entries List. If desired, change the filters to modify the entries displayed here.
Click the Execute button to complete the adjustment.