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#311 Workers Comp Analysis
Function
This supplement is designed to report salary or hourly information and associated worker’s compensation insurance costs for your organization’s policy year. It is helpful in meeting certain external reporting needs such as an annual worker’s comp insurance audit.
Things You Should Know
For Microsoft Access
While still in Microsoft Access viewing the queries:
For SQL Server
If you have SQL Server 2005:
If you have SQL Server 2008:
For both SQL Server 2005 and SQL Server 2008 continue with the following steps:
The table should now include all pay periods from the pay check data entered through the last pay checks issued.
Make sure you have set up your workers comp codes and workers comp base under Payroll Setups.
Operating Instructions
YTD Workers Comp Analysis tab
Plan Year: Enter the beginning and ending dates of your organization’s worker’s comp insurance policy year.
Include Position: If you wish to include the employees’ position, check this box.
Enter YTD Amount tab
If your organization begins using this supplement at the beginning of the Worker’s Comp Insurance plan year, you will not need to enter information here.
If your organization begins using this supplement at a time other than the beginning of the Worker’s Comp Insurance plan year, you will want to enter the necessary YTD employee information here so that correct YTD totals will be reflected on your report.
Employee: enter the employee ID number.
WC Code: the existing Worker’s Comp code for the selected employee
will appear. You can click on the combo box to select a different code if you need to enter any YTD amounts for a different workers comp code.
Check Date: enter the most recent Payroll check date prior to the installation of this supplement.
Note - In the following items, “YTD” refers to the period from the beginning of the Worker’s Comp Plan Year through the most recent Payroll check date prior to the installation of this supplement.
YTD Hours: enter the total YTD paid hours for this employee.
YTD Regular Pay: If salaries are the base for calculating workers comp, enter the YTD Regular Time Salary eligible for Worker’s Comp insurance. Enter the total taxable salary less any overtime. If hours are the base, enter the total YTD Regular time hours.
YTD OT: If salaries are the base, enter the total YTD overtime Salary. If hours are the base, enter the total YTD overtime hours.
YTD Special Pay: If salaries are the base, enter YTD Special Pay if it is to be included in the base.
YTD Deferrals: If salaries are the base, enter the total YTD deduction amounts that are deferred from workers comp.
YTD Taxable Hours: If hours is the base, enter the YTD Taxable Hours.
Print Option: You may print the detail of what you entered. Enter the range of employee codes to include on your report and select either Alpha or WC Code order.
Note: If you need to change an amount previously entered, click on edit, enter the employee number and name, workers comp code and paycheck date for the period you wish to change. If a record exists for the information you entered, the YTD amounts will be displayed. Change the amount that was entered incorrectly. Click on Save.
Print: Prepares the report and displays the information on the screen. At this point you have the option of selecting the printer or exporting the report.
On the report, the Hours column represents total hours. Under the RT Salaries/RT Hours and OT Salaries/OT Hours column, the amounts represent YTD totals. Under Taxable, it represents the taxable amount only according to your workers comp code and workers comp base setups. The exempt column will only show amounts if you have a salaries base and have a maximum amount, a percentage of OT not equal to 100%, or any deferrals in the setup.
This supplement is designed to report salary or hourly information and associated worker’s compensation insurance costs for your organization’s policy year. It is helpful in meeting certain external reporting needs such as an annual worker’s comp insurance audit.
Things You Should Know
- The table holding this supplement’s information is updated when saving Payroll Checks under PR Processing. Accordingly, your organization must process payroll on the GMS system to use this supplement.
- If you have been running the Workers Comp Analysis by Pay Period every payroll, the table used for this supplement will be posted and nothing further needs to be done once it is installed to build the data.
- For those organizations that do not begin using this supplement at the beginning of the plan year, there is an option to build the table for all required information as of the time the supplement is installed. Year to date amounts from the beginning of the plan year should be entered for each employee. This must be done before the next payroll is processed.
- You may also run a query to build the table from the beginning of your workers comp year to the present time. To run this query, do the following:
For Microsoft Access
- Make sure everyone is out of GMS.
- Go into Microsoft Access and open your database.
- Under Objects or on the left panel select Queries.
- Find the query called qryBuildYTDWC and double click on it
- You will receive a message that says “You are about to run an append query that will modify data in your table”.
- Select Yes.
- It will ask you for an IngPR. Enter the first payroll run number of your plan year in the current calendar year.
Note: Should you have special pay that affects workers comp eligible wages then you must also do the following:
- While still in Microsoft Access viewing the queries:
- Double click on qryBuildYTDWCSpecialPay
- You will receive a message that says “You are about to run an append query that will modify data in your table”.
- Select Yes.
- It will ask you for an IngPR. Enter the first payroll run number of your plan year in the current calendar year.
Note: If your Workers Comp plan year is not on a calendar year and you need to include payrolls from the previous calendar year in your “rebuilding process” you must also do the following:
- Find the query called qryBuildYTDWCPrior and double click on it
- You will receive a message that says “You are about to run an append query that will modify data in your table”.
- Select Yes.
- It will ask you for an IngPR. Enter the first payroll run number of your plan year in the prior calendar year.
- It will then ask you for the check year. Please enter the prior calendar year from which you are pulling the information.
Note: If your Workers Comp plan year is not on a calendar year and you need to include special pay from a prior calendar year that affects workers comp eligible wages then you must also do the following:
While still in Microsoft Access viewing the queries:
- Double click on qryBuildYTDWCSpecialPayPrior
- You will receive a message that says “You are about to run an append query that will modify data in your table”.
- Select Yes.
- It will ask you for an IngPR. Enter the first payroll run number of your plan year in the prior calendar year.
- It will then ask you for the check year. Please enter the prior calendar year from which you are pulling the information.
For SQL Server
If you have SQL Server 2005:
- Open Microsoft SQL Server Management Studio.
- Click on Database/ConversionSQL (or the name of your SQL database).
- Click on New Query menu. (It is right under File.)
If you have SQL Server 2008:
- Open Microsoft SQL Server Management Studio.
- Expand Databases in the Object Explorer
- Right Click on ConversionSQL (or the name of your SQL database).
- Click on New Query.
For both SQL Server 2005 and SQL Server 2008 continue with the following steps:
- Type the following command: Exec qryBuildYTDWC ‘enter the first payroll run number of your plan year in the current calendar year here’ then click on Execute to run the command. It will tell you how many rows were affected.
Note: Should you have special pay that affects workers comp eligible wages then you must also do the following:
- Type the following command: Exec qryBuildYTDWCSpecialPay ‘enter the first payroll run number of your plan year in the current calendar year here’ then click on Execute to run the command. It will tell you how many rows were affected.
Note: If your Workers Comp plan year is not on a calendar year and you need to include payrolls from the previous calendar year in your “rebuilding process” you must also do the following:
- Type the following command: Exec qryBuildYTDWCPrior ‘enter the first payroll run number of your plan year in the prior calendar year here’ followed by a comma, then followed by the prior 4 digit calendar year. Then click on Execute to run the command. It will tell you how many rows were affected.
Note: If your Workers Comp plan year is not on a calendar year and you need to include special pay from a prior calendar year that affects workers comp eligible wages then you must also do the following:
- Type the following command: Exec qryBuildYTDWCSpecialPayPrior ‘enter the first payroll run number of your plan year in the prior calendar year here’ followed by a comma, then followed by the prior 4 digit calendar year. Then click on Execute to run the command. It will tell you how many rows were affected.
The table should now include all pay periods from the pay check data entered through the last pay checks issued.
Make sure you have set up your workers comp codes and workers comp base under Payroll Setups.
Operating Instructions
YTD Workers Comp Analysis tab
Plan Year: Enter the beginning and ending dates of your organization’s worker’s comp insurance policy year.
Include Position: If you wish to include the employees’ position, check this box.
Enter YTD Amount tab
If your organization begins using this supplement at the beginning of the Worker’s Comp Insurance plan year, you will not need to enter information here.
If your organization begins using this supplement at a time other than the beginning of the Worker’s Comp Insurance plan year, you will want to enter the necessary YTD employee information here so that correct YTD totals will be reflected on your report.
Employee: enter the employee ID number.
WC Code: the existing Worker’s Comp code for the selected employee
will appear. You can click on the combo box to select a different code if you need to enter any YTD amounts for a different workers comp code.
Check Date: enter the most recent Payroll check date prior to the installation of this supplement.
Note - In the following items, “YTD” refers to the period from the beginning of the Worker’s Comp Plan Year through the most recent Payroll check date prior to the installation of this supplement.
YTD Hours: enter the total YTD paid hours for this employee.
YTD Regular Pay: If salaries are the base for calculating workers comp, enter the YTD Regular Time Salary eligible for Worker’s Comp insurance. Enter the total taxable salary less any overtime. If hours are the base, enter the total YTD Regular time hours.
YTD OT: If salaries are the base, enter the total YTD overtime Salary. If hours are the base, enter the total YTD overtime hours.
YTD Special Pay: If salaries are the base, enter YTD Special Pay if it is to be included in the base.
YTD Deferrals: If salaries are the base, enter the total YTD deduction amounts that are deferred from workers comp.
YTD Taxable Hours: If hours is the base, enter the YTD Taxable Hours.
Print Option: You may print the detail of what you entered. Enter the range of employee codes to include on your report and select either Alpha or WC Code order.
Note: If you need to change an amount previously entered, click on edit, enter the employee number and name, workers comp code and paycheck date for the period you wish to change. If a record exists for the information you entered, the YTD amounts will be displayed. Change the amount that was entered incorrectly. Click on Save.
Print: Prepares the report and displays the information on the screen. At this point you have the option of selecting the printer or exporting the report.
On the report, the Hours column represents total hours. Under the RT Salaries/RT Hours and OT Salaries/OT Hours column, the amounts represent YTD totals. Under Taxable, it represents the taxable amount only according to your workers comp code and workers comp base setups. The exempt column will only show amounts if you have a salaries base and have a maximum amount, a percentage of OT not equal to 100%, or any deferrals in the setup.