Use this screen to calculate the proper deduction amounts for the benefit elections that were in effect at the time of the pay period end date. The procedure updates/inserts the deduction amounts in the Employee Deductions table in Costpoint Employee. If you select the Include Contributions checkbox, contribution amounts will also be updated/inserted in the Payroll Contribution tables. If you select the Process Changes and Additions Only checkbox, only the benefit elections that have changes and/or additions in deduction amounts for the selected pay cycle will be updated/inserted for employees.
It is critical that you run this process after you have updated all benefit package information for all employees and assigned dependents to benefit plans, and before each payroll if any benefit premiums are calculated using rate tables.
Use the fields in this group box to select pay cycle information for the mass update procedure.
Enter, or use Lookup to select, the code for the pay cycle for which you wish to update deductions. All employees who are assigned to this pay cycle in the Employee Taxes screen in Costpoint Employee will be included in the update process. The Pay Cycle must also exist in the Pay Period Schedule table and have an open payroll period. This field is required.
This non-editable field displays the pay period end date of the open period for the entered Pay Cycle.
Use the selections in this group box to update/insert contributions along with deductions, which are automatically updated by this procedure.
Select this checkbox to have company contributions that are associated with employee deductions updated as part of this procedure. If you do not want company contributions updated, leave this checkbox blank. This procedure automatically updates deductions, regardless of whether this checkbox is selected.
Select this checkbox to process only those benefit elections that have changes and/or additions in deduction amounts for the selected pay cycle. If you do not want these changes and additions updated for the selected pay cycle, leave this checkbox blank. This procedure automatically updates deductions, regardless of whether this checkbox is selected.
Select this checkbox to update the Employee Deductions table with the correct deduction code and amount for the employee's medical care FSA and dependent care FSA elections.
Select this checkbox if the check date for the final pay period of the current FSA year falls within the current FSA year.
This field shows whether the report has been printed. This field will display "Report Not Printed" when you first enter the screen, when you select the New button, and when the update process has successfully completed. If the report has been printed, but the update process has not been done, the field will display "Report Printed."
Use this group box to select the employees (all or specific ones) whose package deductions are to be updated.
Select this checkbox to update package deductions for all employees and to disable the ID field in the Specific Employees group box. Because this process is normally run for all employees, this checkbox is selected as the default.
Use this group box to specify up to eight specific employees whose package deductions are to be updated. These fields are enabled only if you have not selected the All Employees checkbox.
Enter, or use Lookup to select, the ID number of the employee for whom you wish to update package deductions. Your entry will be validated against the Employee table set up in the Basic Employee Info screen in Costpoint Employee.
This non-editable field displays the name of the employee whose ID number you entered in the ID field.
Select this button on the toolbar to update the base tables, Employee Deductions, and Employee Contributions. This button is available only after the report has been printed.
Select this button on the toolbar to print the report and then immediately update the Employee Deductions and Employee Contributions tables.
Employee selection is based on the following conditions:
The pay cycle an employee has been assigned to must match the pay cycle you enter on this screen.
The employee must have benefit elections in effect as of the pay period end date. Benefit elections are determined in the Employee Benefit Elections screen in Costpoint Employee.
Employees are excluded if a Coverage Option of "NO CVG" has been entered for them in the Employee Benefit Elections screen in Costpoint Employee.
Deduction amounts are calculated as follows:
The system determines the deduction code by associating the Deduction code in the Coverage Options subtask of the Benefit Plan Setup screen in Costpoint Benefits with the employee's Coverage Option in the Employee Benefit Elections screen in Costpoint Employee.
If you selected the Amount radio button in the Premium Calculation Method group box in the Coverage Options subtask of the Benefit Plan Setup screen in Costpoint Benefits, the employee premium is the Employee Amount that is associated with the Coverage Option. The employer's portion of the premium equals the Company Amount.
If you selected the Cost Per $1,000 radio button in the Premium Calculation Method group box in the Coverage Options subtask of the Benefit Plan Setup screen in Costpoint Benefits, the employee premium equals the Coverage Amount multiplied by the Employee Amount. This step involves determining how coverages are calculated:
If you selected the Amount radio button in the Coverage Calculation Method group box in the Coverage Options subtask of the Benefit Plan Setup screen, the program uses the Coverage Amount associated with the employee's Coverage Option.
If you selected the Factor radio button in the Coverage Calculation Method group box in the Coverage Options subtask of the Benefit Plan Setup screen, the program determines the coverage by multiplying the Coverage Amount by the employee's annual salary. The salary calculation method is defined in the Coverage Detail subtask of the Benefit Plan Setup screen. The rounding rules used will be those specified in Coverage Detail subtask.
If you selected the Coverage Table radio button in the Coverage Calculation Method group box in the Coverage Options subtask of the Benefit Plan Setup screen in Costpoint Benefits, the system must first determine whether the table is by Age or Salary. Then it finds the Coverage Table that is associated with the employee's Coverage Option. The Coverage Amount can then be calculated from the Coverage Amounts by Age table or the Coverage Amounts by Salary table, whichever is applicable.
The program then multiplies this premium by the Employee Percent to get the employee premium amount. Multiply the premium amount by the Company Percent to get the employer's portion.
If you selected the Rate Table radio button in the Premium Calculation Method group box in the Coverage Options subtask of the Benefit Plan Setup screen, the system first determines whether it is an Age or Salary table. Then it finds the Rate Table code that is associated with the employee's Coverage Option. The system calculates the premium using Premium Rates by Age or Premium Amounts by Salary, whichever is applicable. The program then multiplies this amount by the Employee Percent to come up with the employee's premium. Multiply the premium amount by the Company Percent to get the employer's portion.
The above steps will calculate a monthly premium. If the pay period is:
Weekly - Deduction amount = (monthly premium X 12)/52 (or /48, depending on the rule that was set for the deduction calculation method for weekly pay periods in the Benefit Settings screen in Costpoint Benefits).
Biweekly - Deduction amount = (monthly premium X 12)/26 (or /24 depending on the rule that was set for the deduction calculation method for biweekly pay periods in the Benefit Settings screen in Costpoint Benefits).
Semi-monthly - Deduction amount = (monthly premium X 12)/24
Monthly - Deduction amount = monthly premium
Deductions/contributions will be rounded to the nearest penny.
If the employee has a deduction set up in the Employee Deductions screen (and the Employee Contributions screen, if selected) in Costpoint Employee with the same deduction code as one calculated in this process, the existing row will be deleted.
The new deduction will be inserted into the Employee Deductions screen (and Employee Contributions screen, if selected).
|
Column Heading |
Screen |
Table Name |
|
Employee Name |
Basic Employee Info |
EMPL |
|
Employee ID |
Basic Employee Info |
EMPL |
|
Deduction Code |
Benefit Plan Setup |
HB_BEN_PLAN_LN |
|
Deduction Amount |
Benefit Plan Setup |
HB_BEN_PLAN_LN |
|
Contribution Amount |
Benefit Plan Setup |
HB_BEN_PLAN_LN |
|
Method |
Benefit Settings |
HB_SETTINGS |
|
Start Date |
Benefit Plan Setup |
HB_BEN_PLAN_HDR |
|
End Date |
Benefit Plan Setup |
HB_BEN_PLAN_HDR |
Exception Message - Column is displayed only if the Contribution checkbox is selected and deduction is not set up as a contribution.
Changes to this screen update the following output tables:
Employee Deductions - EMPL_DED:
EMPL_ID - from Employee Benefit Elections (HB_EMPL_PKG_ELEC)
DED_CD - from Benefit Plan Setup (HB_BEN_PLAN_LN)
S_DED_MTHD_CD - always FIXAMT
DED_RT_AMT - employee deduction amount calculated above
DED_ANN_CEIL_AMT - equal to zero
DED_PRIORITY_NO - if deduction previously existed for this employee, priority number will be the same; otherwise, use default from Deductions table (DED_CD)
DED_START_DT - start date from Employee Benefit Elections (HB_EMPL_PKG_ELEC)
DED_END_DT - end date from Employee Benefit Elections (HB_EMPL_PKG_ELEC)
DED_END_CVG_DT - null
Employee Contributions - EMPL_CNTRB:
EMPL_ID - from Employee Benefit Elections (HB_EMPL_PKG_ELEC)
CNTRB_DED_CD - from Benefit Plan Setup (HB_BEN_PLAN_LN)
S_CNTRB_MTHD_CD - always FIXAMT
CNTRB_RT_AMT - employer contribution amount calculated above
CNTRB_ANN_CEIL_AMT - equal to zero
CNTRB_START_DT - start date from Employee Benefit Elections (HB_EMPL_PKG_ELEC)
CNTRB_END_DT - end date from Employee Benefit Elections (HB_EMPL_PKG_ELEC)