Define Groups#
Groups define policy implementations for a unit and are the components that determine the sets of employment and pay rules that must be applied to an employee when processing their work, pay, benefit, and attendance information.The group codes will be used to define standard hours per day, per week, per pay, the default wage basis and automatic pay generation rules. The group code will allow the employee's record to inherit the values defined at this level, however, authorized users may override these values. Employees in the system are connected to a unit and group code through their position code on the assignment. This association tells the system what rules and policies govern the employee. Groups are managed together for payroll processing through the payroll code.
Group codes must be unique within a unit, in addition, they should be unique within an entity and are associated with a specific payroll.
The reasons for defining a group include variations in the set of rules governing benefit options, vacation and other leave policies, working conditions such as standard hours, pay schedule and frequency, etc.
Examples of groups include: full time, part time, permanent, contract, grandfathered, temporary, co-op, etc.
Group data is stored in the P2K_CM_GROUPS and P2K_CM_GROUP_DETAILS tables.
This is a date sensitive form; information is viewed “As Of” a specific date.- Group
- This field holds a user-defined code that uniquely identifies the group to the organization.
- Standing
- Standing is used to indicate whether the record is active, frozen or obsolete. Active will default.
- Unit
- This field displays the unit to which the group belongs.
- Entity
- This field displays the entity to which the group belongs.
- Change Reason
- This field displays the ‘Change Reason’ code, which provides the rationale as to why information has been created or changed as of an effective date.
Definition tab #
- Description
- This field shows a user-defined description of the group.
Definition #
- Employment Type
- This field describes the type of relationship that the employees in this group have with the organization. The employee's employment type will be displayed on the id line of all of the employee-related forms.
- Group Type
- This field specifies whether the group is full time, part time, COBRA etc.
- Initial Status
- The initial employment status describes the condition of an employee’s employment with the organization when hired into a group. This will default to the IEHR – Personnel Profile form for new hires.
- Ending Status
- The ending employment status describes the condition of an employee’s employment with the organization after termination.
- Pay Type
- This field indicates whether the pay type is hourly, salaried or commission. Pay type is used to control such things as forced balancing for semi-monthly and monthly paid employees and time sheet generation, as an example.
- Contract Type
- This field identifies what type of contract exists for the group.
- ACA Category
- This field indicates the ACA Category for this group.
Rate Details #
- Hourly Rounding
- This field shows the rounding factor to be used when converting a wage or salary amount to an hourly rate. To round to two decimals, use a rounding factor of 0.005. To round to four decimals, use a rounding factor of 0.00005.
- Daily Rounding
- This field shows the rounding factor to be used when converting a wage or salary amount to a daily rate. To round to two decimals, use a rounding factor of 0.005. To round to four decimals, use a rounding factor of 0.00005.
- Weeks Per Year
- The weeks per year factor will be used to annualize a weekly rate of pay. This factor is necessary whenever the rate basis is defined as weekly, as all other rates will be derived by converting the base rate first to an annual salary/wage.
- Months Per Year
- The months per year factor will be used to annualize a monthly rate of pay. This factor is necessary whenever the rate basis is defined as monthly; converting the base rate first to an annual salary/wage will derive all other rates.
- Wage Step Rule
- The wage step rule determines the way that automatic step increases will be applied. The field of rate step rule is an LOV (List of Values); the list of rate step rules that is created for this field will be given further definition/rules in Salary Administration training.
- Fulltime Wage
- If the FTE indicated in the Work Arrangement area is less than 1.00, this toggle will indicate if the displayed salary or wage should be converted to a Full Time Equivalent factor (FTE). The FTE is defined on several forms such as Maintain Positions (IDPS) or Maintain Assignments (IEAS). Suppose an employee has an FTE of 0.5 and the wage rate indicated is $4,000. If the toggle is OFF, this means that the employee will actually receive the full $4,000. If the toggle is turned ON, the displayed salary or wage is the 1.00 Full Time Equivalent amount. This means that in this case, where the FTE is 0.5, the employee will receive $2,000.
- Enable OE Elections
- Clients can determine which set of employees are eligible for Open Enrollment by checking ON this toggle. If a group does not have this toggled, they will not be picked up by the UBOE process.
Work Rules tab #
- Work Rule
- Work rules are used to determine standard payroll processing information required to create pay headers and transactions for an employee. If the work rule is specified and has the following defined on the IDWR form:
- Std Hrs/Day,
- Std Hrs/Week, and
- Std Hrs/ Pay
then these standard hours will be defaulted in the following fields.
- Std Hrs/Day
- This field shows the standard hours in a normal work day. You may accept the default Std Hrs/Day from the work rule or manually override it.
- Std Hrs/Week
- This field shows the standard hours in a normal work week. You may accept the default Std Hrs/Week from the work rule or manually override it.
- Std Hrs/Pay
- This field shows the standard hours in a regular pay period. You may accept the default Std Hrs/Pay from the work rule or manually override it.
- Payment Method
- Payment method is used to define the default payment method for this group during the pay cycle. The employee may override the payment method at timesheet level.
- Payroll
- This field shows the payroll in which this group will be processed.
- FLSA Hours
- This field shows the base hours after which the FLSA calculation will begin.
- FLSA Factor
- This field shows the rate at which earnings for time over the indicated base hours is to be paid. This is used by for FLSA processing.
- FLSA User Calc
- If a UserCalc is needed to enhance the FLSA process it needs to be indicated here.
- FLSA Calendar
- If FLSA is to be calculated over more than 7 days, a calendar must be set up to define the cycle.
- Accrual Method
- The GL accrual method determines how to derive the accrual factor used in calculating end-of-month payroll accruals in the Payroll GL Process (UPGL). The ‘Calendar Days’ method calculates the payroll accrual factor by dividing the number of calendar days that have not been accounted for in the month by the number of calendar days in a standard pay period. The ‘Working Days’ method calculates the payroll accrual factor by dividing the number of working days that have not been accounted for in the month by the number of working days in a standard pay period.
- GL Fund User Calc
- GL Fund UserCalc indicates the User Calc which will be used to calculate 'Balance To Complete' for the funds that are paid for employees of this group. This may be overridden at each individual fund level, on the IDGF screen.
Registrations tab#
In the Registration tab you must define all levels of government registrations according to the Government Registrations on IDGV form. When an employee is paid under this group, all government reporting for the employee will be reported according to the registrations identified on this tab.- Fed Regist Set
- This field allows you to set up the Federal Registrations sets which will allow you to define one or multiple registrations at the federal level. You would most likely set up one government registration set on the IDGV form unless your company has multiple registrations with the government. For multiple government registrations, you may set up either different registrations sets or different registration types for registration set.
- Fed Regist Type
- For each registration set at the federal level, you can set up from 1 to 9 federal registration numbers. This field indicates the Federal Registration to which this group belongs.
e.g. US Fed Regist 1, US Fed Regist 2 .............…up to US Fed Regist 9
Cdn Fed Regist 1, Cdn Fed Regist 2 ........…. up to Cdn Fed Regist 9
- Fed Regist #
- This value in this field is defaulted from the IDGV form once the Fed Regist Set and Fed Regist Type fields are completed. You will not be able to alter this information directly from this screen.
- W2 Emp Type
- For US Quarterly and Year End Reporting, your are required to report to the USA government if the employee's type of employment is one of the following:
- Regular
- Agriculture
- Household
- Military
- Medicare Qualified
- Railroad
This reporting is not used in Canada. If you are reporting for a Canadian company, select 'Regular' as the type of employment.
- CDN EI Rate
- In Canada, if an employer belongs to a specific Labor Wage Loss plan that qualifies them to pay a lower ‘Employment Insurance Employer’ rate, then the government will issue the Reduced EI rate to that employer and may assign the employer a different Business Number. If a secondary Business Number is assigned, then you must set up that number on the IDGV form. If only the EI Reduced Rate is assigned, then you may enter that rate on either the IDGR or IDGV form. The Cdn EI rate defined on IDGR overrides the Cdn EI Reduced Rate registration defined on IDGV.
- State/Prov Regist Set
- This field allows you to set up State and Provincial Registrations sets that allow you to define one or multiple registrations at the state and provincial level. You would most likely set up one government registration set on the IDGV form unless your company has multiple registrations with the government. For multiple government registrations, you may set up either different registrations sets or different registration types for registration set. The State/Prov Regist Set may be the same or different than the Fed Regist Set.
- State Regist Type
- For each registration set at the state and provincial level, you can set up from 1 to 9 state/provincial registration numbers. This field indicates the State/Prov Registration to which this group belongs.
e.g. US State Regist 1, US State Regist 2 ..........…up to US State Regist 9
Cdn Prov Regist 1, Cdn Prov Regist 2 ........…up to Cdn Prov Regist 9
Unlike the federal registration, IDGR will not retrieve and display the State/Prov Registration # after the State/Prov Regist Set and Regist Type are entered. This is because each group can have multiple employees who work and live in many State/Provinces. The actual State/Province Registration number will be retrieved by the Quarterly or Year End reports when the report is run.
- Local Regist Set
- This field allows you to set up Local Registrations sets that allow you to define one or multiple registrations at the local level. In US, you must enter the appropriate Govt. Regist Set defined on the IDGV form. In Canada, although there is currently no Local reporting at this moment, you should set this field to the same government registration set as defined for the Federal Regist Set for future expansion.
- Local Regist Type
- For each registration set at the local level, you can set up from 1 to 9 local registration numbers. This field indicates the Local Registration to which this group belongs.
e.g.US Local Regist 1, US Local Regist 2 ........up to US Local Regist 9
In Canada, although there is currently no Local reporting at this moment, you should enter ‘Cdn Loc - N/A’ in this field for future expansion.
Unlike the federal registration, IDGR will not retrieve and display the Local Registration # after the Local Regist Set and Regist Type are entered. This is because each group can be associated with many employees who work and live in many States. The actual Local Registration number will be retrieved by the Quarterly or Year End reports when the report is run.
- WC Regist Type
- This field will indicates the WC Registration type for this group. The type and the employee’s state/province will determine the WC Classes and WC Rates the employee receives. For this reason, a group can only belong to one WC Registration type.
