Certain information needs to be gathered from the Core HR enterprise portal during implementation.
HR Company Setup
- Log in to the Core HR enterprise portal. Navigate to the Accounts area and choose the company to be configured for the sync by clicking on the Administration Portal button on the right.
- Navigate to Setup Menu and go to Web Service Dashboard, Configuration tab. (See the section Core HR Web Services Dashboard > Configuration Tab.)
- Enter a password into the “Payroll Web Service Password” field or use the existing one. Make note of (type into notepad) this password as it will be used in the interface Admin Console side of the company setup.
- Make note of (copy/paste into notepad) the value for the “Payroll Web Service Vendor ID” field. This will be used in the interface Admin Console side of the company setup.
- Make note of (copy/paste into notepad) the “Company ID” in the top right corner of the screen. This will be used in the interface Admin Console side of the company setup.
- If you updated the “Payroll Web Service Password” click the “Save Information” button.
HR User Setup
- Select an employee that exists in the Core HR company to be configured as a sync user. Multiple employees may be set up as administrators. Set up their permissions appropriately in HR.
- Make note of the user’s information as it will be used in the Millennium user setup.
Payroll Company Setup
- Launch Millennium 3 and navigate to the Company Setup > Code Groups tab for each company that will be associated as a “member” payroll company of the HR company. Create a new code group named “Infinity” (must be EXACT). Select all of the earnings (normally only E-GTL) and deductions that will be synchronized.
IMPORTANT: If a payroll deduction and/or earning is set up in the “Infinity” code group with a “Start Date” on or after the “Sync Deductions Start” date entered in the Admin Console and the matching benefit does not exist in HR, the deduction will be DELETED FROM PAYROLL! The code group is meant to be used as a means of creating a list of deductions that will be kept in sync with HR (See the previous section “Deductions”).
The Admin Console is utilized by the payroll service bureau personnel tasked with administering the Core HR to M3 Interface. The console can be used to manage the setup and implementation of the interface as well as performing manual operations that are also scheduled to run automatically (sync, generate/upload paystubs, etc.)
The service bureau users that will be utilizing the Admin Console should have unrestricted security access to the payroll companies in the payroll system. This will help ensure that no operations being performed are hindered by security.
When the user launches the program, they are presented with a login dialog.
The user will enter the same username and password that they use to access the payroll system and select the Millennium database that will be synchronized with the Core HR system. After the user has been authenticated, they will see the main screen of the Admin Console program.
The main window of the Admin Console program consists of 2 main sections:
- Company Selection Area - The company selection area is at the top of the window and contains a drop-down list of companies configured to use the interface.
- Navigation Tabs - Under the information area is the navigation tabs section of the program which consists of 8 tabs:
- Company Settings
- Add User
- Setup Employees
- Validate Employees
- Synchronize Employees
- Generate/Upload Documents
- Raw Data View
The “Company Settings” tab contains all the information about the currently selected HR company. This information is stored in the payroll system database and controls the operation of the interface.
- Company Code – This is the Core HR company code that is displayed in the enterprise portal on the Company Info screen. The code is the internal identifier for the company in HR. This field is read-only in the Company Settings tab and can only be entered during implementation.
- Last Sync Time – When a successful sync is performed by an end user, by and administrator or by scheduled sync the Last Sync Time field is populated. This field is always read-only. Synchronization is considered to be successful if all employees returned from HR are validated successfully and any changes are applied to the payroll system without error. If one employee fails then the entire sync is considered to be unsuccessful. If the company has never been synced then this field will be blank.
- Company Name – This is the name of the company as it is in the Core HR system. It should be used as the identifier for the entire entity, the HR company and all “member” payroll companies. This can be changed at any time and has no effect on the operation of the interface. It is merely for easily identifying the company being worked with.
- Vendor ID – This is the GUID (Globally Unique Identifier) code assigned to the HR company in the Core HR system that is displayed in the enterprise portal on the Company Info screen. This code is the identifier used by the Core HR web service.
- Web Password – This is password assigned to the HR company in the Core HR system that is displayed in the enterprise portal on the Company Info screen. This password is used by the Core HR web service for authentication.
- Enable Manual Sync – Check the box to allow the HR company to be synchronized with the payroll system via the Admin and/or User Consoles (i.e., manually). The sync can be performed manually by an end user utilizing the interface program or by an administrator utilizing the Admin Console. This can be used to prevent the accidental synchronization of a company that is not yet ready to be synchronized. If not checked, then the “Sync” button on the “Synchronize Employees” tab will be disabled.
- Enable Scheduled Sync – Check the box to allow the HR company to be synchronized with the payroll system via the console application command line utility. This can be used to prevent the accidental synchronization of a company that is not yet ready to be synchronized.
- Enable Paystubs – Check the box to allow paystubs to be generated and uploaded for the “member” payroll companies of the HR company. If not checked, then the Paystubs “Generate and Upload” button on the Admin Console “Generate/Upload Documents” tab will be disabled.
- Enable W2s - Check the box to allow W2s to be generated and uploaded for the “member” payroll companies of the HR company. If not checked, then the W2s “Generate and Upload” button on the Admin Console “Generate/Upload Documents” tab will be disabled.
- Generate Paystubs Days Before Check Date – This is the number of days before a payroll company check date that the console application (i.e., the scheduled paystub uploads) will generate and upload the payroll paystubs for the HR company.
- Next Paystubs Upload Date – This is the next scheduled date on which the paystubs will be uploaded based upon the soonest current payroll company check date minus the number of days set in the Generate Paystubs Days Before Check Date field (re: above).
- Enable Email – Check the box to allow for the automatic forwarding of synchronization errors via email to the recipients configured in the “Email To” field. Email To – Enter the recipients of the error forwarding. Multiple recipients may be configured by separating them by semi-colons (“;”) or commas (“,”); do not leave spaces in the list of recipients.
- Test Email – If Enable Email is checked and there are entries in the three (3) email configuration fields (Email To, Email From, and Email Server), click this button to test email functionality feature for any synchronization errors that may arise.
- Email From – Enter the Email Address from which the email will be sent from.
- Email Server – Enter the Email Server from where the emails will be generated.
- Update Base Autopay – Check the box to allow the Rate Type (Hourly or Salary) in HR to update the Autopay field in payroll. If the box is not checked then the Autopay field in payroll will remain blank regardless of the type of pay configured in HR.
- Update Accruals – Select the direction of the accrual balance updates. (Not yet implemented.)
- Sync Supervisors – This check box allows you to turn on/off the sync of Managers.
- Sync Federal Taxes – This check box allows you to turn on/off the sync of Federal Taxes. This can also be done on the HR side using the Web Service Dashboard under the Exclusions Tab. (See Core HR Web Services Dashboard > Exclusions.)
- Sync State Taxes - This check box allows you to turn on/off the sync of State Taxes. This can also be done on the HR side using the Web Service Dashboard under the Exclusions Tab. (See Core HR Web Services Dashboard > Exclusions.)
- Sync Deductions Start - This date entry box allows you to specify the HR company Benefits Effective Date on or after which HR Benefits are to be sync’d with payroll (See the previous section “Deductions”). For this release, this date is set by default to 01/01/12.
- Sync User 1 – 5 – This check box allows you to turn on/off the sync of the User Defined Lookup fields from HR.
- Sync MiscCheck 1-5 - This check box allows you to turn on/off the sync of the User Defined fields from HR.
- Member Payroll Companies – Enter a list of payroll company codes to be associated with the HR company as “member” companies. This allows for multiple companies in payroll to be synchronized with a single company in HR. If multiple “member” companies are entered, then the “Department” field on the employee in HR should match exactly to the company code in payroll. If an employee does not have a “Department” defined then the employee will not be synchronized with any companies in payroll. To delete a company form the list, merely select the company in the list and press the Delete key on your keyboard.
- HR Exclusions / Data Modules Not Synchronized – Provides information from HR on any and all Data Exclusions that may be setup in the HR Company Configuration. For any given HR Data Exclusion set, the related Admin Console controls will be disabled accordingly (e.g., if the HR Company State Tax Data is configured for Exclusion, then the Admin Console Sync State Taxes checkbox will be disabled).
The “Implementation” tab allows for the addition of a new HR company to the interface system. (See section “Company Settings” above for a description of the fields used in creating a new company.)
The “Add User” tab allows the administrator to add a new user to the payroll system that is configured to use the interface. When the user is added a company filter security rule is configured automatically on the user that gives them access to the “member” payroll companies configured on the “Company Settings” tab of the Admin Console. If a new “member” company is added to the HR company later, all users configured for that HR company will need to have their security rule updated manually. Also, any custom security required for the user needs to be manually configured in the payroll system after user creation.
- User Name – Enter a user name for the user. This will be their login id. This has to be unique in the payroll system.
- Password – Enter a password for the user. This has to conform to the password rule selected below.
- Payroll Employee Id – Enter the user’s employee id from the payroll system but without any spaces. Example: John Smith is employee 100 in payroll company ABC. Enter 100 here.) This allows the Single Sign-On system to associate this user with an admin employee in the HR system.
- Security Role – Select the security role from the payroll system for the user.
- Password Rule – Select the password rule from the payroll system for the user.
The “Setup Employees” tab allows the administrator to match up the employees from the HR system to payroll. This is useful for immediately after a company is configured to use the interface as a preliminary sync. It also will allow for paystubs and W2s to be uploaded to the HR system. When the “Sync” button is clicked the program gets a list of all employees in the HR company from the HR system via the web service. The list of employees includes their SSN, the payroll ID, their Core HR Employee Id (HR ID) and their department fields only. The program then tries to find a match in the payroll system by SSN. If a match is found then the “Mail Stop” field in payroll is updated with the Core HR Employee ID (HR ID) from HR. Then the “Payroll ID” field in HR is updated with the employee’s payroll id without spaces. (For more details, see the section “Data Synchronization > Overview”.)
The “Validate Employees” tab allows the administrator to validate the payroll company(s) setup as well as the employee configuration. This process works exactly the same as the synchronization process with the exception that no actual data transfer takes place. This is useful in prepping a company that has been configured to use the interface for synchronization. (For details on what validations occur at this phase, see the section “Data Synchronization > Validations”.)
The “Synchronize Employees” tab closely resembles the same tab in the end user program and provides the exact same functionality. On the “Sync” tab there is a large “Sync Button” which performs the synchronization.
To the right of the Sync Button is the “Message Area” which will display any errors, messages or other feedback for the user. To the right of the Sync Button is also a “Full Sync” check box that allows for forcing a full synchronization to occur.
Below the Sync Button and the Message Area is the “Results Grid”. When synchronization is performed, the Results Grid is populated with a color-coded row for each employee that is returned from the Core HR system. A green row indicates a successful synchronization for that employee. In the “Message Field” of the Results Grid, a message indicating whether or not the employee was updated or added as a new employee will be displayed. A red row indicates an error was encountered while attempting to update or create the employee. Failed data validations will also produce a red error row. (See the section “Data Validations”.) The reason for data validation failure or any error messages encountered will be displayed in the Message Field of the Results Grid.
The “Generate/Upload Documents” tab allows the administrator to generate PDF files for employee paystubs and W2s and subsequently upload them to the Core HR system. The employee must have either been synchronized or run through the employee setup process (discussed above) before uploading pay stubs or W2s.
When the “Generate and Upload” button is clicked, the administrator is given live feedback as to the progress of the operation. When generating PDFs, the process relies on the Millennium Process server and does not happen immediately. Therefore, a print job is queued for each payroll company for the paystubs or W2s to be created. This process can take several minutes depending on the power and number of the processing servers. Once the company paystubs or W2s are generated, the individual documents are then separated for each HR employee and uploaded.
- Start Date – Choose the start date for the check date range to generate.
- End Date - Choose the end date for the check date range to generate.
- SSN – If a paystub(s) for a single employee is to be generated, enter their SSN in this field. The required format (XXX-XX-XXXX) is already provided in the entry field.
- PDF Path – Enter the full path to the location where the paystubs will be generated and from which they will be uploaded. This path must be accessible to the Millennium process service. If paystubs already exist at this path they can be uploaded by merely clicking the “Upload” button.
- Year – Select the year for which the W2s will be generated.
- SSN – If a W2(s) for a single employee is to be generated, enter their SSN in this field. The required format (XXX-XX-XXXX) is already provided in the entry field.
- PDF Path – Enter the full path to the location where the W2s will be generated and from which they will be uploaded. This path must be accessible to the Millennium process service. If W2s already exist at this path they can be uploaded by merely clicking the “Upload” button.
IMPORTANT: There must be a W2 Special Tax Form setup in payroll with the code “INFINITY” and layout of 0 (= 4up regular). Also, if W2s are uploaded multiple times for a single tax year then the employee will see multiple W2s in their online portal Documents. If W2s need to be re-uploaded, then the existing W2s must be deleted from the Core HR site first.
Raw Data View
The “Raw Data View Tab” merely displays the data returned from the Core HR system in a read-only, grid format. This is mainly used for troubleshooting of employee validation failures and synchronization errors.