This topic contains definitions for many of the configuration values on the General tab. This tab may contain customized settings for your state or region that are not defined here. Refer to your state-specific documentation for this information.
ACH EFT - Create Balanced File: If yes, complete the offset account number, description, and routing number parameters as described below.
ACH EFT - Fill Last Physical Block: Specifies whether the last physical block of the ACH EFT export file will be filled with 9's.
ACH EFT - Offset Account Number: The account number used in the offset row for balanced ACH EFT files.
ACH EFT - Offset Description: The description used in the offset row for balanced ACH EFT files
ACH EFT - Offset Routing Number: The routing number used in the offset row for balanced ACH EFT files
ACH Operator Name: The name of the ACH operator.
ACH Operator Routing Number: The routing number used by the ACH operator.
If Yes is selected, an employee must be attached to a job requisition before it can be submitted.
Select values from the list of master positions to be used to assign substitute time imported from Aesop.
Indicate whether or not duplicate check numbers are to be allowed in Payroll Check Printing and Payroll Liability Check Printing. If Yes is selected from the list, duplicate check numbers will be allowed, but a warning message will be displayed if a check number is about to be duplicated.
When set to No, encumbrance transactions to the GL are made on the date of the submission when employees or jobs are submitted to payroll in Employee Payroll Information.
When set to Yes, the user receives the following message: “Do you wish to Submit/Remove the selected Employee(s)/Job(s)? Payroll Encumbrance is enabled in Payroll Configuration, so employer side deductions will be encumbered. Specify the date for the encumbrance transactions(s) and click Yes to submit/remove the selected employee(s)/job(s). Click No to cancel this process.” The date entered in that message becomes the Transaction Date for that transaction in the General Ledger.
If Yes, the system will allow you to enter the full account mask for a deduction.
Select Yes to enable this permission.
Add Leave Hours to Payroll Register Regular Hours: This setting enables the functionality to add imported leave type hours to a payroll register's regular hours. Options are:
No: When selected, imported leave type hours won't be added to a payroll register's regular hours.
Yes, restrict by leave type's current balance: When this option is selected, the leave hours won't be added to regular hours if the current balance is zero.
Yes, do not restrict by leave type's current balance: When this option is selected, the leave hours will be added to regular hours no matter what the current balance is.
Allow Duplicate Dates: This setting specifies whether or not an error is raised when the leave date has already been assigned to a different Leave Type for the employee.
Allow Multiple Days: This setting specifies whether or not the leave taken amount can be greater than 24 hours (if hours) or 1 day (if days) for the Leave Type.
Allow Negative Balance: This setting specifies whether or not the leave balance is allowed to go negative for the Leave Type. If No, leave amounts that are more than the amount currently available are attempted to be cascaded.
Ignore "Pay Des" values from the Daily.csv file: The "Timecard Attendance Load - Daily.csv" import task will ignore the "Pay Des" values entered here.
Ignore "Pay Des" values from the Export-To-Payroll.csv file: The "Timecard Attendance Load - Export To Payroll.csv" import task will ignore the "Pay Des" values entered here.
Use Master Position Mapping table for Timecard Attendance: The "Timecard Attendance Load - Export To Payroll.csv" import task will ignore the "Pay Des" values entered here.
When a payroll register and/or a payroll voucher is verified, and thus disbursed in the general ledger, the credit entry for cash is made to the payroll cash clearing account. A due from owner fund entry is also created. A journal entry must then be created to reverse the payroll clearing account entry in order to allocate to the various funds' cash accounts and reallocate the Due From entry to the Due To funds' accounts.
This value contains three choices:
Disabled: Completely turns off functionality.
Record Only: Causes the journal entries to be recorded, but not posted. A user must then make a journal entry to credit cash for all the funds affected by the register and reconcile the Due To-Due From transactions between the affected funds and the clearing account fund.
Record and Post: Automatically records and posts the Cash Due To-Due From reconciliation transaction to the general ledger when the last paycheck of the payroll register or the last payroll liability check of the payroll liability voucher is verified.
If Yes, all leave types with non-zero annual totals will be granted to new employees when they're submitted to payroll.
Select from Hire Date or Eligibility Date to determine which date to use for the Years of Service calculation used in leave processing.
Select Yes if you want a budget check to be performed when funds are encumbered for the employer's portion of deductions or benefits.
This option determines if a job that has
only YTD amounts AND has the same job template, comment, and job type
as another job on the paystub will be combined with the other job.
Please Note: If this value is set to No, and you approve the register
and print the check, then reset this value to Yes and reprint the check,
the jobs will not be combined on the reprinted check.
Selected supplemental jobs that have no current period earnings will have YTD amounts combined on a line name "YTD Supplement Pay." This setting only goes into effect after you select jobs in the Value field while editing this configuration value.
Enter the employer identifier agreed upon between the employer and the direct deposit bank. This may be the employer’s Tax ID or a unique identifier assigned by the employer’s bank. The value in this field identifies the employer in the direct deposit data export file that is sent to the employer’s direct deposit bank. This field is optional.
Decide if you want to compute employer encumbrances for every period when approving deduction sets or submitting employees to payroll. WARNING: This action will increase processing time, as opposed to just estimating the encumbrances.
Select Yes to allow direct deposits to be created for normal registers.
Select Yes to allow direct deposits to be created for special registers.
Employees will be assigned to this payroll cycle by default. The cycle can be changed for individual employees in Employee Payroll Information until the employee is submitted to payroll.
If Yes, leave attributes may be entered for different employee groups. If No, there will be one value per leave type.
You can tell the system to create a different numbering sequence for direct deposit checks by selecting Yes in this field. AptaFund will include the prefix DD on direct deposit checks and number them separately from regular paychecks. The prefix appears only on reports.
Direct Deposit — Balancing Bank Account Number: The bank account number used to create the balancing debit entry in the direct deposit export.
Direct Deposit — Balancing Routing Number: The routing number of the bank used to create the balancing debit entry in the direct deposit export.
Direct Deposit — Company Information: as specified by the bank
Direct Deposit — Create Balancing Entry: Specifies whether to create a balancing debit entry in the direct deposit export.
Direct Deposit — Fill Last Physical Block: Specifies whether the last physical block of the direct deposit export file will be filled with 9's.
Direct Deposit — Header Lines: The employer’s direct deposit bank provides the header information to enter in this field. Enter each value in a separate line separated by a semi-colon. Each row in the dialog box is one line in the direct deposit data export. Header lines are any lines that appear above the record that starts with "101."
Direct Deposit — Immediate Destination: Immediate destination as specified by the bank.
Direct Deposit — Immediate Origin: as specified by the bank
Direct Deposit — Originating DFI Identification: Company originating DFI identification as specified by the bank.
Direct Deposit — Separate Records: For the direct deposit export, select Yes to place carriage returns between NACHA records. Consult with your bank to determine the appropriate setting. If there is nothing separating the records in the old file, set to No.
Direct Deposit — Service Class Code: Select the service class code to enter in the Company/Batch Header and Control records of the direct deposit export. Options are: Mixed Debits and Credits (200), Credits Only (220), and Debits Only (225).
If set to Yes the bank account designated by the employee for the direct deposit will be displayed on the direct deposit paystub below the bank name. The default value is No. If you want to change it, you must do so before the payroll register is approved.
Select from contract or payable days as the basis for the docking calculation.
Enter the name of the employer’s bank that handles all electronic funds transfers. You can enter up to twenty-three alphanumeric characters. This field is required.
Enter the EFTPS Personal Identification Number (PIN) assigned to the employer by the Nations Bank. The value is a numeric value with a fixed length of four characters. This field is optional.
Employee Self-Service — Allow Duplicate Leave Dates: If Yes an error will be given when the leave date has already been assigned to a different leave type.
Employee Self-Service — Allow Multiple Leave Days: Specifies whether the leave taken amount for the leave type can be greater than 24 hours, if hours, or 1 day, if days.
Employee Self-Service — Allow Negative Leave Balance: Specifies whether the leave balance is allowed to go negative for the leave type.
Employee Self-Service — Current W2 Year: Specifies the most recent calendar year for which W-2s can be viewed.
Employee Self-Service — Days Before Checks are Available: Specifies the number of days before the check date to make paystubs available to employees in ESS. If zero, checks are not available until the check date.
Employee Self-Service — Enforce Calendar Work Days: Specifies whether the work days set up in the HR calendar are used to validate employee leave requests.
Enter the 9-digit routing number for the employer’s direct deposit bank. This routing number appears in the direct deposit data export file. Routing numbers for the employee banks are not entered here; they are entered in Deduction Assignment.
Enter the EIN or the TIN of the W-2 agent who manages data on behalf of this entity — the entity is named in the Name of Installation Site setting in System Configuration. The number must be 9-digits and may be appended with one alphanumeric value, if necessary.
This setting determines the date on which leave accrual amounts are based. Options are: Payroll Cycle Begin Date and Payroll Period Begin Date.
Select a deduction from the pull-down list. The selected deduction is used for post-tax contributions to group term life insurance coverage.
If jobs are selected in Edit Configuration Value, the comments entered on employees' job records in Manage Employees will be printed on the paychecks.
Determines if job designations are printed on the employee's paycheck. Designations are used in master positions to further define a position and cut down on the number of master positions in your system. For example, a Coach master position could have designations like Boys Basketball, Girls Basketball, etc.
Use this setting to adjust the left margin for your printer. It affects only paychecks.
Enter the name of the W-2 agent who manages data on behalf of this entity — the entity is named in the Name of Installation Site setting in System Configuration.
Enter the organization's 4-digit code. This code is required to generate the SSN Verification Report.
Select Yes if you use paycheck forms that have pre-printed numbers.
Enter a message to appear on the last row of a payroll check if there are more detail lines than can fit on one stub.
The payroll module will automatically enter general ledger encumbrance transactions for payroll when this parameter is set to Yes. Selecting No requires a user to enter all payroll encumbrance transactions into the system. Encumbrances for payroll happen when you approve a job in Manage Employees, submit an employee to payroll in Employee Payroll Information, and approve a payroll register in Payroll Management. Please refer to the section on each of these actions for more information.
The payroll liability bank provides the header information to enter in this field. Enter each value in a separate line separated by a semi-colon. Each row in the dialog box is one line in the direct deposit data export. Header lines are any lines that appear above the record that starts with "101."
The value in this configuration will decide which state withholding column to display on the paycheck. Different states use different columns to calculate state taxes. Select the appropriate value for your state.
AptaFund will print any docking information on paystubs if this value is set to Yes. Selecting No prevents the system from printing this information. Contact Harris Support for more information about paystubs and paystub templates, as using this feature requires an extra column on your template. Note that this value must be set to Yes before a payroll register is Approved.
AptaFund will print all employer-side payroll deductions/benefits on paystubs if this configuration value is set to Yes. Selecting No prevents the system from printing this information. Contact Harris Support for more information about paystubs and paystub templates, as using this feature requires an extra column on your template. Note that this value must be set to Yes before a payroll register is Approved.
Determines if employee leave accruals should be reset to zero during rollover if the leave type's annual total is zero. Note: If you are using a legacy leave type, select No.
Select Yes if your organization offers a Section 457 Plan to employees. If so, you must also define a deduction in Manage Deductions. This value allows you to choose the correct W-2 and box number.
If Yes, the system will send job requisition workflow email notifications.
Select Yes to place carriage returns between NACHA records for payroll liability EFT records. Consult with your bank to determine the appropriate setting. If there is nothing separating the records in the old file, set to No. This field defaults to Yes.
Allows you to decide if you want the include/exclude deductions dialog box to pop-up by default every time a payroll register is created.
If Yes, the Substitute Teacher column will be displayed on the leave detail.
Enter the taxpayer identification number assigned by the taxing authority. The value is alphanumeric with a maximum length of fifteen characters.
Select values to create the list of valid master position names for substitute jobs.
Select Yes in this field to make the accrual header unavailable to print on employee paychecks. Selecting No prints the information.
Select Yes in this field to make hourly payment plan information unavailable to print on employee paychecks. Selecting No prints the information.
This parameter specifies the location of the Symmetry tax table used in payroll processing. The path in this field is required for processing payroll.
The Taxpayer Verification Number is for the entry of an optional verification number that may be provided to you by your state taxing authority. This information is used to verify the taxpayer’s identity in the data export created for EFT liability payments made to state and federal authorities. This field is optional.
Enter a value to adjust the top margin for your printer. Note: This setting affects only paychecks.
Select the appropriate kind of employer as required by the Social Security Administration. Options are: Federal Government, State and Local Governmental Employer, Tax Exempt Employer, State and Local Tax Exempt Employer, and None Apply.
Enter the Personal Identification Number needed for the W-2 Export.
Allow adding of Employer amounts for all deductions where HSA Support = HSA Deduction to the State Disability Wages.
Allow adding of Employer amounts for all deductions where HSA Deduction = Yes to the State Taxable Wages.
Allow adding of Employer amounts for all deductions where HSA Support = HSA Deduction to the State Unemployment Wages.
Return to Payroll Configuration Overview
Return to Fiscal Year End Rollover Checklist
Version 5.0 © 2023 - Harris School Solutions - All
rights reserved