Background:
Payroll clients require a way to manage code assignments through a more efficient manner than manual selections per employee. This need for bulk code edits is most common for Earning codes to foster the need for mass raises, location changes, etc. Due to this, a process was released that will allow for an import / export process to facilitate mass earning changes. The other code types did not yet have a similar process to make mass changes for benefit and employee deduction codes.
What’s new?
The Earnings code export / import process was mimicked and applied to Deduction and Benefit code assignments to allow for mass changes to Employee assignments of these code types. This process forgoes the need to navigate to each employee and manually save each change one at a time.
Workflow for bulk management of codes:
Bulk Manage Codes for Benefits
Bulk Manage Codes for Deductions
Navigation:
Bulk Manage Benefits: Greenshadesonline.com à Settings Tab à Payroll à Codes à Benefits Tab à Bulk Manage Codes
Bulk Manage Deductions: Greenshadesonline.com à Settings Tab à Payroll à Codes à Deductions Tab à Bulk Manage Codes
Updated Feature – General Ledger: User Interface Redesign for Dimensions
Background:
The General Ledger Dimension setup was historically hosted on a separate page from the rest of the General Ledger settings. Moreover, the interface itself was slow, clunky, and not properly scalable for clients with a very large number of dimension mapping rules.
What’s new?
Following in the footsteps of the original General Ledger setting updates, the old General Ledger Dimensions interface has been effectively replaced with an all new UX design. This new experience will add small pieces of new functionality but will consist mostly of updated visuals and improved performance. Clients should not expect any functionality from the old General Ledger Dimensions setup to have been removed or made no longer available.
Note: You will only see the dimensions settings tab if you are using dimensional accounting and have imported dimensions into Greenshades. If you need to get new dimensions or dimension values imported, please reach out to a Greenshades support representative.
Old General Ledger Dimensions Setup:
New General Ledger Dimensions Setup:
Navigation:
General Ledger Dimensions Settings: Greenshadesonline.com à Settings Tab à Payroll à General Ledger à Dimensions Tab
Updated Feature – Pay Schedules: Prevent removal of employees that are in active pay runs
Background:
If an employee is already pulled into an active pay run, and then their schedule is removed, the current run can have a variety of issues and errors. The presence of an assigned pay schedule to an employee is a requirement to be eligible for payroll in Greenshades. As such, removing schedules for an employee who is already a part of any active pay runs should not be possible.
What’s new?
Removing an employee from pay schedules whilst they have any active pay runs in progress will be prohibited. Error messages will be show to users in these scenarios to ensure they understand why assignment is not possible.
Schedule Settings: Blocked schedule removal
Employee Pay Settings: Blocked schedule removal
Navigation:
Schedule Assignment Settings: Greenshadesonline.com à Settings Tab à Payroll à Schedules à Manage Pay Schedules
Employee Pay Settings: Greenshadesonline.com à Employee Tab à Select Employee à Employment Section à Pay Settings
Updated Feature – Tax Parameters: Always maintain the lates information from the Employee or Administrator
Background:
If an employee’s tax parameters were changed in Greenshades Online (admin side), then that employee goes into Green Employee to update their profile or does anything to trigger an update to information, the Tax Parameter data would have been reset and would utilize the most recent W-4 document that Greenshades has on file. This process would have effectively "reset" the changes that were originally made on the Greenshades online end (likely by an Admin or manager).
Due to the way this process was executed, it would often result in invalidation of Admin side overrides. Admin side changes to Tax Parameters are most notably a supported use case for entering paper W-4 information or Tax Parameters beyond the base W-4 for their employee’s.
What’s new?
The product will no longer reset the manually assigned Admin Tax Parameters from employee information updates unless new W-4 data is added by the employee directly or another Admin change is made. Simply put, the latest updates will always be maintained.
Important Note: When updates are trigger, the specific Admin side only tax parameters that are not controllable via traditional W-4s, will remain unchanged always.
Tax Parameter page in Greenshades Online (for reference):
Navigation:
Employee Tax Parameters: Greenshadesonline.com à Employee Tab à Select Employee à Payroll Section à Tax Parameters
New Feature – Payroll Stat & Compliance: Support for Alabama OT Exemptions
Background:
Alabama has put forward a bill, applicable from January 1st, 2024, that will shield worker’s overtime worked hours from AL state income tax.
What’s new?
The Greenshades payroll solution will ensure that all earnings using codes of Earning Category Overtime with a working location of AL, will not be subject to Alabama State Income Tax.
Important things to note:
Details for this new OT ruling can be found here - AL Goverment Site
Earning Code with Earning Categories of Overtime setup (for reference):
Navigation:
Alabama Taxation OT Shielding: Greenshadesonline.com à Payroll Tab à Run / Continue Pay Run à Hours & Earnings Tab à Add OT Earning Code with a work Location of AL à Review & Submit step to see results.
