What This Process Does
- Provides a statement of employer-provided benefits for the fiscal year for each employee.
- The statement selects amounts from Payroll's Deduction Fiscal file and Leave Management's Transaction file; wages select from the Personnel Fiscal file.
Best Practices
- The description for each benefit, such as employer-paid health insurance, comes from the Description 2 field on the Deduction Type; therefore, it is necessary to access each Deduction Type that will appear on the statement, and enter the appropriate description.
- If deductions need to be listed separately but they use the same Deduction Type, a new Deduction Type would have to be created as well as a different description in the Description 2 field.
- The description and units (day/hour) for each leave benefit comes from the Leave Type; therefore, it is necessary to access each Leave Type that will appear on the statement, and select the appropriate unit description; the Title field should be populated with the description.
- If some employer-provided benefits should not appear on the statement, the option to Exclude from Benefit Statement should be selected (this option displays on Deduction Types and Leave Types).
Requirements
- Employer-paid benefits, such as the employer's share of health insurance coverage, must be set up as a deduction (with Reduce Net false/off), and have been included in each payroll processing for the Fiscal Year.
- All payrolls for the Fiscal Year must be completed through Update Payroll History.
- If information regarding additional employer-provided benefits, which are not set up as payroll deductions, should appear on the statement, there are five User-Defined Labels/Text that can be populated as needed for your organization.
Preliminary Setup
- Deduction Types: Payroll → Setup → Deductions → Deduction Types
- Select each Deduction Type that is assigned to an employer-paid deduction (most end in “-M”, such as HEALTH-M), and enter the appropriate description for the benefit in the Description 2 field.
- Leave Types: Leave Management → Setup → Leave Types
- Select each Leave Type that has an earned amount, and enter the appropriate description for the leave in the Title field, and select Day or Hour in the Unit Description.
Total Compensation Statement
- HR → Payroll → Reports → General Payroll Info → Total Compensation → Total Compensation Statement
- Once the Select and Range, plus any User-Defined Labels/Text is populated, click on the cog to run the report.
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Selected Fiscal Year | — | — | ♦ | Enter the Fiscal Year |
| Include Which ID | — | — | ♦ | Options are: Masked SS Number or Personnel ID |
| Range Criteria (several options available) | ♦ | — | — | Range, if desired, to limit the statements to be produced; if producing a statement for all employees, there is no need to range on anything |
| Select When Current Employee True | — | — | ♦ | This boolean/flag should be on/true to select all employees set as Current in Personnel Demographics |
| Select When Current Employee False | — | — | ♦ | Normally, this boolean/flag should be off/false, unless non- Current employees should be selected |
| User-Defined Labels/Text | ♦ | — | — | If information regarding additional employer-provided benefits, which are not set up as payroll deductions, should appear on the statement, there are five User-Defined Labels/Text that can be populated as needed for your organization; Recommend saving defaults to site to save the user-defined information that has been entered |
| Opt. = Optional Rec. = Recommended Req. = Required | ||||
Troubleshooting
- If an Employer Cost appears, but there is not any description for the Benefit, the Description 2 field of the Deduction Type has not yet been entered.
- If a Leave Benefit appears, but neither Day nor Hour appears in the parentheses to the right, then the Unit Description has not been selected on the Leave Type.
Archive Total Compensation Statement
- HR → Payroll → Reports → General Payroll Info → Total Compensation → Archive Total Compensation Statement
- If desired, the Total Compensation Statement can be archived as a Personnel Document. The Select and Range screen, plus any User-Defined Labels/Text, should be populated the same as the Total Compensation Statement (refer to table above).
- After the archive process has completed, to access the archived document, locate the employee in Personnel Demographics, then select Personnel → Documents (or from the Personnel module, select Query → Documents and range as needed)
- The Document Type is TOTAL COMP.
- The Document Name will be Fiscal Year plus TOTAL COMPENSATION STATEMENT (i.e. 2014.TOTAL COMPENSATION STATEMENT).
- The Filename will be Fiscal Year plus TOTAL-COMPENSATION-Personnel ID.pdf (i.e. 2014.TOTAL-COMPENSATION-10185.pdf).
- If the organization has FAST Level 2 or 3, which allows emailing of documents, the Archive Total Compensation Statement process is necessary to email the statements.
Upload Total Compensation Statement to ESS
To upload the total Compensation Statements to ESS, go to this link for step by step instructions:
Email Total Compensation Statement
- HR → Payroll → Reports → General Payroll Info → Total Compensation → Email Total Compensation Statement
- NOTE: This process is only available for organizations with FAST Level 2 or 3; each individual user that will be emailing the statements must be set up to email. (Please submit a support request if interested in FAST Level 2 or 3 and/or for setting up email capabilities).
- The Archive Total Compensation Statement process must be completed prior to emailing.
- On the Select and Range screen, enter the desired Fiscal Year; additional range options are available if wanting to limit the employee's who will receive an emailed statement.
- Only employees with a valid email address entered in Personnel Demographics on the Personal tab will be sent an emailed statement.