Payroll Setup Screen

To access the Payroll Setup screen go to Payroll > Setup > Payroll.  The Global Settings section gives you options to choose from for your district.  The Payroll Setups section allows you to set more settings for your district as well as set up the payroll calendar.  Your Genesis Implementation Team will generally set everything up for you.  If you want to make any changes, below is an explanation of what each field does.

Global Settings Section

• System Payroll Year - should display this calendar year.  This will be changed to next year by Genesis staff during your payroll rollover.  You do not need to touch this setting.
• Payroll Bank Account - displays the bank account that was set up as your Payroll Bank Account on the Financial > Setup > Bank Accounts screen.
• Agency Bank Account - displays the bank account that was set up as your Agency Bank Account on the Financial > Setup > Bank Accounts screen.
• Checkboxes 1 thru 5 - how they work and what they do: 
  1. if an employee has requested extra federal or state withholding, and their paycheck net would be less than zero if that extra withholding was taken, the system will turn off the extra withholding so that the net does not go below zero.
  2. when you're setting up an employee's charge-to account on their Position Tracking Record, and you're splitting their salary between more than one account number, if this checkbox is checked off, the system will divide the payrolls evenly throughout the year based on the settings in the Charge-to section of employee’s Position Tracking Record.  For example, an employee has a salary of $100,000. and you want $75,000 to go to account #1 and the rest to go to account #2.  You will enter $75,000 in account #1 and 100% in account #2.  If this box is UNCHECKED, the system uses the designated dollar amount account first, then uses the 100% account from the Charge-to section of the employee’s Position Tracking Record.  
  3. when a new employee is entered, the "New Hire" flag is set.  Checking this box will make it so after the employee is paid the first time, the system will automatically unflag them from being a new hire when the payroll is finalized.
  4. you have the ability to make a Casual Other Earning that Goes on a Second Check be taxed at 22% for Federal Withholding instead of using the employee's W4 settings.  Checking this box makes it so when an employee does not have a base (contracted/pensionable) pay check, and is only receiving a 2nd Check, the system will ignore the 22% Federal Tax setting in the earning code and use the employee's W4 settings.  NOTE:  any time an employee has both a base pay check and a 2nd check where the 2nd check is set to be taxed at 22%, the system will honor the 22% Federal Tax setting for the 2nd check.  
  5. checking this box will make it so the system automatically creates a dock for an employee that has an unpaid leave record entered, and the leave ends before the last pay period of the school year.  The system looks at the start and end dates of the unpaid leave record (employee's Leave of Absence tab) to create the dock(s) for each pay period affected.

• Payroll Queue Lists Self Destruct After - enter the number of days you would like the lists that are automatically created while on payroll screens that have the "Create Dynamic List....." button to be deleted.  This helps to keep your Lists screen clean and not cluttered with unneeded lists.
• Timesheet Options - clicking this hyperlink takes you to the Payroll > Setup > Timesheets & Vouchers > Setup tab.  BRIAN

The first check box is only used during conversion.  You should not use this checkbox once you've fully implemented payroll.

The second check box - this controls a date range setting on the Payroll Calendar when the New Timesheet button is available for use in the Employee Portal.

Number of approver columns to display - allows you to limit or expand the number of approver columns that display on the Approve Timesheets screen.

Count of Days before current payroll for timesheet selection - The default availability window for selecting a date within a new timesheet is the current payroll or the previous payroll.  This option will expand the window of days before the Current Pay Period Start date to add a date within a timesheet.  This date will NEVER allow you to cross over fiscal years.

• Process Forms Options - Check off the boxes for each Payroll Form you wish to publish to the Employee Portal.  Checking these will make each form available to your employees to complete in their portals and submit through for processing by the payroll department. 
  • Import Direct Deposit Forms as Prenotes - if you want all Direct Deposit forms submitted by employees to be pulled in as Prenotes when you process them, check this box.  The system will process the employee's first pay as a prenote and they will receive a physical check for that first pay. 

Payroll Setups section

• Add setup for year button - to add another payroll year to your list of years, click this button.  The following window opens.  It will default to the next year.  Be sure the Pay Scheme for your district is set properly to Semimonthly (most districts) or Biweekly.  Click the Add button.  You will now have that year added to your list of payroll years.  

• Properties button - see below for an explanation of what each field does.

Save button - note there is a Save button at the top and bottom of this screen.  Be sure to click Save every time you make a change to this screen.

Copy Previous Year Values button - if you want this year's settings to be the exact same settings as last year, you can click this button.

Payroll Scheme - set the Pay Scheme for your district to Semimonthly (most districts) or Biweekly. 

Number of days before pay date a payroll must be run - this is a suggestion and is not a required date.  The number defaults to 4 days before the pay date set in your payroll calendar.  So, if your pay date is the 15th of the month, the Payroll Run date will be set to the 11th of the month.  This will show on your payroll dashboard and on your payroll calendar.  You can change this if you choose.

Number of days after employees are paid that agencies must be paid - this is a suggestion and is not a required date.  The number defaults to 4 days before the pay date set in your payroll calendar.  So, if your pay date is the 15th of the month, the Payroll Run date will be set to the 19th of the month.  This will show on your payroll dashboard and on your payroll calendar.  You can change this if you choose.

Calendar Colors - this shows the colors of the text and background colors for your payroll calendar.  Shown are the default colors.  You are welcome to change the colors if you choose.  Click on the color box to see the colors and select what you want.

Current Payroll - this is a very important setting.  This is used to show which pay period is being run on your Payroll tab.  When running a supplemental pay, you will need to make sure it is showing as the Current Payroll before you try to run it.  The system automatically updates the Current Payroll Number each time a payroll is finalized.

Override 927 UI & WF Contributions Multiplier - the default multiplier is .001250, which is what most districts have on their 927 to calculate their unemployment responsibility.  If your district has a different multiplier, enter that here.

Absence Buyout - Special Payment Plan - when using the Accumulated Absence Buyout (Sick Leave Buyout to a TSA) feature, and your district uses the Special Payment Plan option, check this box.

Do not prorate 10.5 or 11 month to 10 month for pension - if you want 10.5 and 11 month employees to pay pension over 10.5 or 11 months instead of 10 months, check this box.

Convert PreNote Bank Accounts to Regular Bank Accounts during Finalize - check this box if you want the system to automatically turn off the Prenote setting for employees' bank accounts after they are paid the first time/after their prenote is sent the first time.  If this box is checked, when payroll is finalized, the system will automatically turn Prenote Checking and Prenote Savings settings into Checking and Savings settings on the employee's bank accounts.

Flag employees as an error if they are not 12 month, do receive healthcare deductions and do not have a contractual start date - does exactly what it says!

[Simple Amount Deductions] Use the amount on the deduction setup if an amount is not entered on the tracking record - for any deduction set up as the type "Simple Amount," if there is no amount in the employee's deduction setup but there IS an amount in the deduction setup, if this option is checked the system will use the amount in the deduction setup.