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

       NIS Date Definitions

       Date Discrepancies on Employee Records

       Adjusted State Service Date Spreadsheet

       New Employee Checklist

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

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

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

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

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

 

2)       Change/Maintain Employee Information

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

       Change an Employees Benefit Group * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

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

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

       Reviewing Employee Management Overview

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

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

       Change Pay Rate en mass via Spreadsheet

       Changing Employees 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

       Copying Supplemental Data

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

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

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

 

3)       Transfer an Employee

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

       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

       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

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

 

4)       Terminate an Employee

       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 PDBAs

       Understanding PDBAs

Lesson 3: Benefits Administration

1)       Enrolling Employees in Benefits Plans

       Understanding Benefits Administration Setup

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

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

       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

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

       Enrolling an Employee in Zoo Membership Plan

 

2)       Changing Employees Benefits Plans

       Changing Enrollment with Eligibility

       Entering DBA Instructions for an Individual Employee (Retirement Make-up Contributions, Judge Retirement, and Zero One-Time Overrides)


3)      
Transfer an Employee

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

       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

       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

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

 

4)       Terminating an Employees Benefit

       Ending Enrollment with Overrides

 

5)       Dependent/Beneficiary

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

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

       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

       Position Budget Process Overview

       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

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

 

3)       Reviewing Position Activity

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

       Reviewing Employees 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

       Pay Type Descriptions

       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

       Split Time Entry Overview

       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

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

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

       Creating Holiday Templates

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

 

2)       One Time Overrides

       One Time Overrides

 

3)       ESS (Employee Self Service) Processing

       Uploading Time Cards

       Payroll Administrator Review and Process Time Cards

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

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

Lesson 6: Payroll

       Payroll Checklist

       Find a Master Pay Cycle

1)       Entering Pre-Payroll

       Processing Payroll Pre-payroll

 

2)       Entering Journal Entries

       Processing Payroll Journal Entries

 

3)       Running Reports

       Processing Payroll Reports

 

4)       Working with Interims

       Overview of Interim Payments

       Direct Pay Worksheet

       Interim Payroll Worksheet

Lesson 7: Employee Self Service (ESS)

1)       Time Entry

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

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

       Manager Review and Approve Employee Time Card

 

2)       Benefits

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

       Completing Open Enrollment Benefit Event

       Updating Address with Director

       Entering Enrollment Effective Date for ESS - New Hire

       New Hire Benefit Enrollment

 

3)       Other

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

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

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

       Work Center

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

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

Lesson 8: Manager Self Service

1)       Leave Balances

       Review Leave Balances

       Review Employee Leave Balances

 

2)       Employee Information

       Review and Update Address Information

       Review Employee Name and Address Information

       Review Employee Profiles

Lesson 9: History

1)       Reviewing Employee History

       Reviewing Employee History

 

2)       Reviewing Payroll History

       Inquiring on Cashed Payroll Warrants

       Reviewing Pay Stub History

       Reviewing PDBA History

       Reviewing Tax History

       Payment Review and Void

       Reviewing Leave Balance

Lesson 10: Running Reports

HR/Payroll Reports Quick Reference Card

 

1)       Employee Reports

       Auto Deposit Report

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

       Employee Roster with Rate

       Employee Roster

       FTE Report (See report example)

       Labor Distribution Report (See report example)

       Pay Change History Report (See report example)

       EEO Statewide Summary

       Upcoming Review

       Agency User ID - Data Selection

       Employee Salary History Analysis (See report example)

       Workforce Analysis (See report example)

 

2)       Benefits Reports

       Seniority Report

       All Dependents Over Maximum Age (See report example)

       Benefit Enrollment by Plan (See report example)

       Benefit Enrollment Outside Group (See report example)

       Run a Confirmation Statement (See report example)

       Dependents/Beneficiaries by Plan ID and Employee

       Dependents/Beneficiaries Exception

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

       Employee List by Benefit Group (See report example)

       Leave Report (See report example)

       Retirement Eligibility (See report example)

       Retirement Exception (See report example)

       Part Time Employee Benefits (See report example)

       Required Elections in Benefits (See report example)

       Benefit Enrollment Completion Status (See report example)

 

3)       Payroll Reports

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

       Historical Labor and Burden Distribution Register

       Employee Pay and Tax History (See report example)

       Wage History

       Time and Pay History Detail

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

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

       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

       Enter Employee Records

       Terminate an EE

       Copy Supplemental Data

       Employee Status Flag Color chart

       Entering Information in the Address Book for HR/Payroll

       Transferring an Employee to New Agency - Transferring Agency

       Transferring an Employee to New Agency - Receiving Agency

       Transferring an Employee to New Department within Agency

 

2)       Benefits

       DBA Troubleshooting

       Benefit Groups Eligibility

       Plan IDs and DBAs

 

3)       Position control

       Entering/Revising Position Budgets

 

4)       Payroll

       Adjusting Catastrophic Leave Balances

       Pay Type Descriptions 

  

5)       ESS

       ESS Time Entry Summary

       ESS Time Entry Daily

       ESS Time Entry Supervisor

       ESS Review Pay Stub

       Auto Deposit Instructions

       Time Entry Review

       Unapproved Time Card Notification

 

6)       Reports

       HR and Payroll Reports List

       Out of Balance Journal Entry Report

       Employee W4 Information Report

 

 

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