Greenshades Online Payroll Updates

New Feature – Payroll Codes: Bulk manage Time Off code assignments via import / export

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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 Time Off codes.

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What’s new?

The Earnings code export / import process was mimicked and applied to Time Off 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.

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Workflow for bulk management of codes:

1. Click Bulk Manage Codes.
2. Choose to include or not include Inactive Employees.
3. Download current code assignments.
4. Edit excel of current assignments and save the changes.
5. Progress to the next step in Bulk Manage Codes wizard.
6. Browse to the saved file with the newly changed assignments.
7. Upload (check for errors).
   1. If errors are found, then an exported excel will be provided
   2. Correct the errors and return to step 7.
8. Complete.

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Bulk Manage Codes for Time Off

Navigation:

Bulk Manage Time Off: Greenshadesonline.com > Settings Tab > Payroll > Codes > Time Off Tab > Bulk Manage Codes

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New Feature – ACH: Combined ACH files

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Background:

Payroll clients with multiple pay runs over the same timeframe would like to reduce their cost from bank fees by combining pay run ACH data from multiple runs into a single ACH file. A common use case for this would be if multiple scheduled runs are processed and paid on the same day or if a bonus is run on the same day as their scheduled payroll, but the client wants to submit it all together to the bank at once.

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What’s new?

Combined ACH Functionality: This feature enables users to handle these multiple runs with a shared submission / pay date scenario. A client can view all their past pay runs and combine the ACH details from multiple runs into a single file to submit to their bank with a single payment date.

• Clearing Date - The clearing date is the date that the ACH file will use to process payments. This date must be specified due to the possibility that pay runs with different check dates are selected.
• Bank Accounts - The bank account used to facilitate the payment will default to the standard account in scenarios where all source pay runs were processed with that bank, but will need to be specified otherwise
• Combined Totals – If desired, the user has the ability to either separate or combine the total net pay per employee on the ACH file. If left off, it will keep the net pay of each pay run for each employee as separate lines and therefore will produce multiple deposits for those employees. If checked on, the net pay of each pay run will be summed into a single value for each employee and will therefore produce a single deposit for each employee.

Reworked Recent Pay Runs Screen: With the new combined ACH functionality has also come a new version of the View Recent Pay Runs window. All functionality has been moved to a new stand-alone page.

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New Combined ACH functionality:

New Past Pay Runs Screen:

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Navigation:

Recent Pay Runs: Greenshadesonline.com > Payroll Tab > Payroll > Recent Pay Runs > View All

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Updated Feature – General Ledger: Jurisdiction as a mapping category for Tax Type

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Background:

Clients that utilize traditional ledger mappings that require more granular mappings for their taxes, such as per state, need category mapping options that provide that level of detail.

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What’s new?

A new category option has been added to General Ledger tax mappings that will allow the user to map per Jurisdiction.

• The user may map to any jurisdiction, to a specific state, or to a federal tax level by selecting “United States”
• When using the category for Tax Type in combination with Jurisdiction, the options for Tax Type will be filtered respective to the chosen Jurisdiction. So choosing “United States” will only present mapping options for federal based Tax Types, whereas choosing a specific state will only show Tax Types applicable to that state.

Who can use this feature?

This feature is being enabled for an early adopter set of clients initially. If you would like access, please reach out to your Greenshades support representative.

New Jurisdiction Tax Mapping Category

Jurisdiction Mapping options

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Navigation:

Add General Ledger Category for Jurisdiction: Greenshadesonline.com > Settings Tab > Payroll > General Ledger > Taxes Tab > Manage Categories > Add Category > Jurisdiction

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Updated Feature – General Ledger: Display both Code and Description data in the field selection

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Background:

Users were not able to easily determine the mappings that they would like to choose in the General Ledger User Interface since only the descriptions for codes displayed without their respective code names.

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What’s new?

All General Ledger Mappings that are targeted a field with a code and code description, will now display the code name alongside the description. Below is the list of affected fields:

• Account
• Class
• Department
• Position
• Work Location

Updated General Ledger selections:

Navigation:

General Ledger Mapping: Greenshadesonline.com > Settings Tab > Payroll > General Ledger > Earnings, Benefits, Deductions, Garnishments, or Taxes Tab

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