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HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

  • 1.  HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    SILVER CONTRIBUTOR
    Posted 15 days ago
      |   view attached
    Good afternoon GPUG group. I hope you all are safe and are keeping healthy.

    Just a few tips for you -
    Create some pay codes to track leave time due to virus related illness. I have created two for child care leave and for sick time, i.e. C-19SK.
    Make sure you tie this to leave codes so that it will deduct the correct leave time.
    Make sure you set up your payroll posting accounts.
    If you are using a leave program, make sure you tie to schedule.
    You could also set this up as a benefit if you are providing extra leave time.
    You may want to also set up a separate OT pay code.

    Check out the information on Coronavirus-related paid leave and there may be some tax relief.  www.irs.gov/coronavirus

    The Florida Government Finance Officers Association provided this spreadsheet for tracking expenses due to COVID-19 you may find helpful.
    Tweak it for your place of business. I have attached for your convenience.

    I'm sure there are others out there who have developed some processes. PLEASE SHARE.

    Stay well everyone!

    Denise


    ------------------------------
    Denise McCaughan
    Administration Support Manager
    Southern Manatee Fire & Rescue District
    Bradenton FL
    ------------------------------


  • 2.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    Posted 15 days ago
    Trying to determine the best way to assign the new pay codes to large number of employees with out having to assign individually.    In my test environment, I set up a new pay code and assigned it as a type of 'Holiday' (I did not want hours assigned to this to reduce the employees current available sick or vacation hours).   I based this pay code on the 'HOUR' pay code, so when it is added to an employee it would use the employees regular rate of pay.

    The next step I did was assign the new pay code to the 'Employee Class' and rolled the codes down to all employees within that class.   This way it is added to all of the employees within that class.

    The issues I have with that, is the roll down adds the code, but does not add the rate of pay from the employees 'HOUR' pay code because it is using the code basked on the company setup screen versus the employee.

    Is there a way to have the pay rate on the new pay codes equal the employees regular hour pay code or will that have to be done through a script?

    Thanks



    ------------------------------
    Doug Karel
    Business Systems Consultant - GP
    The TM Group, Inc.
    Farmington Hills MI
    ------------------------------



  • 3.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    SILVER CONTRIBUTOR
    Posted 15 days ago
    Doug,
    You will probably need a script for this. I bet you one of our GP gurus can help you with that. We are going to assign the code individually as needed. Fortunately, we have under 100 employees and this will not be such a burden. I have uploaded pay codes using a macro and a merge, but very complicated. It probably will be so much easier with a SQL.

    Denise

    ------------------------------
    Denise McCaughan
    Administration Support Manager
    Southern Manatee Fire & Rescue District
    Bradenton FL
    ------------------------------



  • 4.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    GPUG ALL STAR
    Posted 14 days ago
    Hi Denise,
    Unfortunately assigning new pay codes to every employees is a much tougher job than just updating existing ones with the rate.. New Paycode inserts are done at various places.
    I'm basing this on my past experience with the Canadian Payroll module, but the US payroll isn't probably very different. There are at least 2 tables in the game here, the master paycode table (CPY10060) and the Employee paycode table (CPY10140) where all the information is pulled for each employee at each payroll run. The
    The master table isn't the real problem, as you only create the entry once for the new PayCode. But the sheer number of columns (125+) in the Employee PayCode setup table makes it a more difficult job to feed all the data. Of course, many of them may be just default values, but that really depends on everyone's environment.
    Macros are probably your best friend when it comes to 'mass' assign a new paycode to employees. I've done it thru data import, but it requires careful testing before doing this against your Live data.

    The other built-in option that exists from GP is the Import / Export feature for payroll (at least in Canadian payroll, but I guess it's identical in US PR)
    Microsoft Dynamics GP menu >> Tools >> Utilities >> Payroll-Canada >> Import and Export
    There you have an option to chose for PayCode import. But you have to be carefull as the import overrides everything as far as I recall.. so your import data file has to include them all.


    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
    ------------------------------



  • 5.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    GPUG ALL STAR
    Posted 15 days ago
    @Denise McCaughan this is AWESOME...thanks for sharing what you are doing in FL, this is great!!
    @Doug Karel you may want to check out this community post as it was asking the same question and I put some tips/scripts in there as well that may help.

    https://community.dynamics.com/gp/f/microsoft-dynamics-gp-forum/384235/mass-assigning-of-new-pay-codes-using-the-employee-rates/1025545

    Thanks​​
    Terry Heley
    Microsoft

    ------------------------------
    Terry Heley
    HR/PR expert
    Microsoft
    West Fargo ND
    ------------------------------



  • 6.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    Posted 14 days ago
    Thank you Terry.   Appreciate the guidance.

    ------------------------------
    Doug Karel
    Business Systems Consultant - GP
    The TM Group, Inc.
    Farmington Hills MI
    ------------------------------



  • 7.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    SILVER CONTRIBUTOR
    Posted 14 days ago
    Hello,
    Just wanted to add off of this bc I am setting up the same thing at the moment in our system. Was wondering about the child care part if there is a better code then Holiday, since we only pay them for 2/3 of their pay.

    Thanks,
    Rachel

    ------------------------------
    Rachel Miller
    Payroll Clerk / Accounts Payables
    Siemer Milling Company
    Teutopolis IL
    ------------------------------



  • 8.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    Posted 13 days ago
    @Rachael Miller  We used the Vacation Pay Type. We then created a Time Code and linked it with the pay code. When the employee is requesting time off, we want them to be able to select it as an option, then a manager must follow up with questions and approve or deny the request. Hope this helps!

    Stephanie

    ------------------------------
    Stephanie Ramos
    PBFCM
    Houston TX
    ------------------------------



  • 9.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    GOLD CONTRIBUTOR
    Posted 2 days ago

    Hi Doug,

    My recommendation is to use a macro to update the payrates on the paycodes you rolled down. Basically when recording the macro you need to choose the Employee ID, the Paycode, then Blank out the Based on Paycode, and then fill in the Based On Paycode again. This will pull your payrate into the paycode properly. Then save, and clear the record.

    I agree that using Holiday Pay Type works great for the code that will be at full pay rate.
    It also works well to use an Overtime Pay Type for the code(s) with 2/3 pay rate.  Base it on the REG paycode, and with a pay factor of .66

    Sherlene Sorenson
    Implementation Consultant (Specialize in GP HR & Payroll)
    Columbus



    ------------------------------
    Sherlene Sorenson
    Sr Implementation Consultant
    Columbus Global
    West Fargo ND
    ------------------------------



  • 10.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    Posted 14 days ago
    How did you set up the 2/3 pay paycode? We did set up the Emergency Paid Sick Leave that pays 100% of pay as a leave code, however the pay factor on the paycode card is grayed out. Any suggestions on this code is welcomed.

    Thank you for your post!
    Stephanie

    ------------------------------
    Stephanie Ramos
    PBFCM
    Houston TX
    ------------------------------



  • 11.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    Posted 14 days ago
    You could set the new pay code with a type of 'Overtime' and have the factor set at 0.75 of regular pay.   A couple of items to watch on this.   If assigning the pay code to an employee and you say, 'Based on Employee', the pay factor will default to 1.50 but the Pay Rate shows up.    If assign 'Based on Company', the .75 will come in, but no Pay Rate.    With the pay code set up as overtime, it also will not reduce the employees Available Sick Hours (or Vacation).

    Thanks
    Doug

    ------------------------------
    Doug Karel
    Business Systems Consultant - GP
    The TM Group, Inc.
    Farmington Hills MI
    ------------------------------



  • 12.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    Posted 14 days ago
    The reduction of 2/3 can be done by using the Mass Update in Utilities and decrease by percent of 33.33%


    ------------------------------
    Monica Terrell
    GP HR/Payroll Consultant
    Run Business Solutions
    Amarillo TX
    ------------------------------



  • 13.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    Posted 7 days ago
    Good morning! I am working to set up new pay codes to track the additional leave time. Is there a way to set the limits, either on hours or dollars for the new paid sick leave and FMLA codes that I need to set up?

    Thank you!
    Kelly

    ------------------------------
    Kelly Creager
    Wagner-Meinert, LLC
    ------------------------------



  • 14.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    TOP CONTRIBUTOR
    Posted 7 days ago
    Intregrity Data just posted a blog on the subject:  https://www.integrity-data.com/blog/dynamics-gp-leave-manager-coronavirus-act/

    ------------------------------
    Kim Peterson
    701-261-7307
    Kim@DynamicsConnections.com
    #KimPetersonGP
    ------------------------------



  • 15.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    TOP CONTRIBUTOR
    Posted 7 days ago
    @Denise McCaughan I'm interested in your thoughts since you've already setup your Pay Codes, and of course @Terry Heley I'm always interested in your thoughts! I'll welcome feedback from anyone in the GPUG community though :-)

    The FFCRA law and subsequent IRS guidance (https://www.irs.gov/newsroom/covid-19-related-tax-credits-for-required-paid-leave-provided-by-small-and-midsize-businesses-faqs) indicates that employee portion of Social Security and Medicare tax should continued to be withheld from employee sick leave wages, however only the employer portion of Medicare taxes should be withheld. Employer portion of Social Security tax should NOT be withheld. And then the employer portion of the Medicare tax withheld will be credited back to the employer, along with the paid wages and employer portion of health insurance paid, when the employer makes their federal tax deposit or completes the Form 7200, https://www.irs.gov/forms-pubs/about-form-7200, ​​​​Advance Payment of Employer Credits Due to COVID-19.

    My question is: Is there a configuration at the Pay Code level or payroll batch level in GP that will ensure the employer portion of Medicare tax is applied, but the employer portion of Social Security tax is NOT applied to the employee wages? I thought perhaps these wages could be split into a separate GP batch and manual adjustments could be made, but that seems pretty prone to error. By chance, and I missing an obvious answer here?

    I know we have some clients asking about this, but as GP users ourselves, we'd like to make sure we can have the optimum setup as well!

    Thanks everyone!

    ------------------------------
    Chris Hadden, CPP
    Product Management
    Greenshades Software
    jacksonville FL
    ------------------------------



  • 16.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    GPUG ALL STAR
    Posted 6 days ago
    This is a great question Chris and you are right.  In Microsoft Dynamics GP we have 1 box for taxing and it does both employee and employer, but in our table we do have them separated out so we can report on it, this is stored in the UPR30100 by employee check detail and the UPR30200 summary by payroll.  The Integrity Data blog is great and gives some good advice on setup for employee and tracking, but it does not address the tax issue that I can tell that Chris mentioned.

    At this time, it would be a large over-haul to our software to make this change and of course could not make it fast enough to pay employees in April :-).

    I feel, we have to tax the employee and collect the money.  Integrity Data's blog is showing the pay codes taxed as well.  Employers can easily report and get the credit amount that is needed, based on the data amounts stored in the table.  There has been some brainstorming done too and if you really wanted too, you could create a "dummy" employee called FICA and back out the entire FICA MED amount with a manual check with just the FICA MED type.  Either per payroll, month or quarter, whatever you desire.  All the ramifications have not been thought thru but it is an idea of tracking for the employer amount if needed.  We could easily edit the W2 for this one employee to zero at end of year or remove the employee if we want too at a later date.

    Since most are setting this up with new pay code names and we know the dates, we will be able to easily identify the amounts to get the credit the employer wants either at 941 time or when they pay the taxes however they so choose.

    Great discussion everyone, I love the community coming together and getting ideas for the greater good of all, we are GREAT TEAM!!

    Thanks
    Terry Heley
    Microsoft

    ------------------------------
    Terry Heley
    HR/PR expert
    Microsoft
    West Fargo ND
    ------------------------------



  • 17.  RE: HR-PAYROLL-FINANCIAL-COVID-19 TRACKING

    SILVER CONTRIBUTOR
    Posted 4 days ago

    Dear Chris and Terry,

    We are a local government and are not eligible for the tax credit. I am of course tracking everything because FEMA may issue some relief down the road. The Integrity Data blog is a great resource. Thank you to everyone for your insight and expertise.

    Stay well!

     

    Denise McCaughan, CDM

    Administration Support Manager

    Cedar Hammock Fire Control District

    941-751-7090

    941-751-7095 Fax

    dmccaughan@chfr.org

     

     

     






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