Millennium EZSync Implementation Guide - Deductions

The following guide documents the steps required to successfully sync Employee Deductions from the HRIS to Millennium. The steps are written for a company that currently uses Millennium, but is implementing benefits in the HRIS for the first time. If the company ALREADY has benefits configured within the HRIS, skip steps 4-6 below.

Prerequisites

  • Activate EZSync Service
  • Set End Point Settings and Account Mapping
  • Load Company Level Data (Especially Deduction Codes)
  • Load Employee Demographics

Step 1. Disable "Sync Payroll Deductions"

Prior to starting this process, please ensure that "Sync Payroll Deductions" is turned OFF on the Settings > Payroll > Settings > General Settings screen. If this setting is turned on, Employee Deductions will Sync from the HRIS to Millennium. Turn this setting on only after you are ready to Sync Deductions from the HRIS to Millennium in real time.

Deductions_-_05.png

Step 2. Ensure that Deduction Codes have been loaded successfully.

Prior to configuring Benefits within the HRIS Benefit Management Module, be sure to load the Millennium Deduction Codes using the Millennium Sync Utility.

Deductions_-_06.png

Confirm that your Deduction Codes have been loaded by navigating to Setup > Setup Properties > Field Value Setup > Deductions.

Deductions_-_02.png

You should be able to see and confirm that all Deduction Codes configured in Millennium are now visible in this screen.

Step 3: Benefit Configuration

While configuring benefits within the Benefit Management Module, these Deduction Codes must be assigned to each Coverage Option that will take a deduction:

Deductions_-_04.png

If a benefit requires a Pre Tax and Post Tax value to be split for the deduction, be sure to check the "Use separate deduction code to report a Post Tax Split" checkbox and assign your Post Tax deduction code to the "Deduction Code (Post Tax Split) option. Remember, a Pre-Tax/Post-Tax Split will only occur if the Deduction Code and the Deduction Code (Post Tax Split) are different.

Step 4: Load Employee Benefit Elections

Warning! Make sure that your Deductions Sync Setting is turned OFF prior to importing Election Data. Any Add or Update to Employee Benefit Elections will create or edit a deduction record, and if your Deduction Sync Setting is on during this step, your newly created deductions will be sent to Payroll. See Step 1 for instructions to turn off this setting.

Once Deduction Data has been loaded and Benefits have been configured, it's time to import your employees' election data. You can import data by navigating to Data > Imports > Standard.

This process will create and update Deduction Records for any benefits with an assigned Deduction Code at the Coverage Option Level. If the Deduction Sync Setting is off, then Deduction Records will not sync from the HRIS to Payroll.

Step 5: Run the Recalculate Benefits Utility

Warning! Make sure that your Deductions Sync Setting is turned OFF prior to running the Recalculate Benefits Utility. Any Add or Update to Employee Benefit Elections will create or edit a deduction record, and if your Deduction Sync Setting is on during this step, your newly created deductions will be sent to Payroll. See Step 1 for instructions to turn off this setting.

After importing election data, the Recalculate Benefits Utility must be executed in order to update the Employee Benefit records with the premiums and settings configured in the Benefit Management Module.

This process will create and update Deduction Records for any benefits with an assigned Deduction Code at the Coverage Option Level. If the Deduction Sync Setting is off, then Deduction Records will not sync from the HRIS to Payroll.

Step 6: Run the Deduction Audit

Performing the Deduction Audit quickly audits Employee Benefits for configuration errors or incorrect data in the Benefit Management Module. It's important to review the Deduction Audit to ensure that changes to an employee's election do not create incorrect deduction amounts that would be sent over to Payroll.

Step 7: Delete Deductions from the HRIS

Warning! Make sure that your Deductions Sync Setting is turned OFF prior to running the Delete Deduction Utility. If your Deduction Sync Setting is turned on, any deletion of a Synchronized Deduction Record will result in the deletion of that deduction record from payroll. See Step 1 for instructions to turn off this setting.

Running the Delete Deductions utility in HRIS will clear the unsynchronized Deductions from the HRIS Application that were created as part of Steps 4 and 5. We want a clean slate for the Employee Deduction Records, because we will pull down payroll deductions from Millennium in order to establish a relationship based on the unique ID assigned by the Millennium Database.

Step 8: Turn on the Deductions Sync Setting

Now that Benefits have been configured, employees have been enrolled in benefits within the HRIS, and Employee Benefit Elections have been audited to confirm their configuration and premiums are accurate, we can load Employee Deductions from Millennium.

Deductions_-_05.png

Step 9: Load Employee Deductions from Millennium

Note: The following step assumes that all Company Level Data has been loaded, and Employee Demographic Data has been loaded.

With the Deduction Sync Setting turned on, navigate to the Settings > Payroll > Utilities > Load Employee Data from Payroll tab.

Select the group of Employees you would like to load.

Select "Deductions".

Deductions_-_07.png

Click "Load Data" to load the employee deductions for your selected group.

Step 10: Audit Employee Deduction Data

We recommend auditing Employee Deduction Data by navigating to the Employee > Payroll > Deductions screen and verifying that the records in HRIS match the records in Payroll.

Reminder: With the Deduction Sync Setting turned on, viewing an Employee's deductions in the Employee > Payroll > Deductions screen will refresh the deductions in the HRIS with the Deductions in Payroll in order to retrieve the up to date "Last Taken" value from Millennium.

Reminder: With the Deduction Sync Setting turned on, any change to an employee's Benefit Election or Payroll Deduction will result in that add/change/delete action going to Millennium and adding/changing/deleting the synchronized deduction record.

Step 11: Run the Deduction End Date Utility

Warning! This step will change the End Dates of any Deductions configured within the Benefit Management Module.

Navigate to Settings > Payroll > Settings > Utilities > Deductions

This utility is used to end date Benefit Deductions (Any deductions configured with a Deduction Code in Step 3) so that the Synchronized Millennium Deduction Record's End Date matches the Employee Benefit's End Date. Select the Employer and Package for which you would like to End Date Deductions. Executing this utility will End Date any deduction that are Active during the Employee Benefit Range, allow for Deduction records in the HRIS and Payroll to match the Employ Benefit Elections' Effective Date Range. This will prevent errors when saving Employee Benefit Records that would result in overlapping Deductions.

Was this article helpful?
0 out of 0 found this helpful