Interface to external payroll (netpay)

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Interface to external net pay

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Operation

The payroll process for an export to external net pay is very similar to the one under integrated Umana net pay.

Steps to be followed:

Update employee files.
Prepare gross pay-exactly as with Umana net pay.
Check everything - Umana provides several control reports to ensure that everything has been correctly entered.
Transfer the data to external net pay. In other words, use Umana to create a file that will then be exported to the external net pay system.
Finalize pay - also called "update after payroll."

External net pay interface

This process is used to transfer information from Umana to the external net pay system. It is therefore important to complete all the steps in Umana before exporting to the external net pay.

This process is divided into two parts:

Export - Umana creates a net pay file based on the following:

Changes to files
Gross pay transactions
Benefits and deductions to be applied

Import of the file created to the external net pay system. For more information, consult your net pay provider. This part, importing the results, is optional and is not available with most external services.

Creating export files

To create export files from Umana

Select Tools | Export... from the menu bar. In the dialog box that is displayed, select the Pay: export.
Click the Destination button and specify the name of the file to be created.
Check the Selection box to display the dialog box below. Enter your selections and click the OK button.

By checking Personal information, you transfer the data pertaining to employee files.
By checking Payroll transactions, you transfer the data from gross pay.
Note that the Deductions, source deductions selection is not always used.

Back at the Data export window, click the button to create the file.

If you find a mistake, you can change the data in Umana and recreate the export file as many times as you wish, until you finalize it.

Update after payroll (finalize pay)

Once net pay has been successfully completed, execute the update after payroll tool to inform Umana that this information has been successfully sent. This operation is very important because it stops the data from being re-sent to subsequent periods.

To execute the update after payroll
select Tools | Maintenance | Attendance, pay... from the menu bar.
In the dialog box that is displayed, select the Update after payroll option.

Data and tools

Indicators of change

To create the net pay file, the system searches for records and fields that were created or modified since the last payroll. To find them, the system checks the indicators in the data files.

The following files contain such indicators:

• PERS (employee file)
• JOBHIST (movements, employment history)
• PRPAR (employee payroll information)
• TIMEDT (gross pay)
• BENEFIT (enrollment in benefits and deductions)

•You can reinitialize (turn off) all these indicators, except those for gross pay TIMEDT, with a single tool.
Select Tools | Maintenance | Person, job... from the menu bar. In the dialog box that is displayed, select the Delete modification indicators option.

Gross pay file (TIMEDT)

In this file, each transaction is recorded with the period number when it is processed by net pay. The period number is the T_PAYNO field. It is created by the update after payroll and is visible in the Attendance detail window.

Employee payroll number

The employee number in net pay may be different than his/her number in Umana, for many reasons:

• The way of numbering employees in net pay may be different than in Umana.
• It could involve an employee newly listed in Umana HR since the last net pay data transfer. This employee does not yet exist in net pay, so this number will not yet have been assigned.
• The number may have changed in Umana.

Umana accordingly records this number, which identifies the employee to net pay, in the employee file. (This field is not used by Umana net pay.) The field is found in the PRPAR (payroll parameters) file.

Eventually, when Umana prepares the file for net pay, it refers to the employee by this number. If this field is blank, Umana HR sends an instruction to net pay to create a new file. When the update after payroll is done, this number is recorded in the employee's Umana file.

You can view it and even modify it as required.
Select Data | Net pay | Employee info... from the menu bar or click the button of the Person navigation pane to display the payroll information window.

The field is called Employee no. for payroll.