Division of Administration - Kristy Nichols, Commissioner - State of LouisianaState of Louisiana - Office of Information Services
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Tel: (225) 342-0900
Fax: (225) 342-0902

Mailing Address:
P.O. Box 94095
Baton Rouge, LA 70804-9095

Physical Address:
Claiborne Building
1201 N. Third Street, Suite 2-190
Baton Rouge, LA 70802
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LaGov ERP - HCM/HR/Payroll Bulletin Board
   

April 9, 2014

 

 

4/9/14

ZP97 - Employee Variance Report 
2/14/14  ZP43 - Separated Employee Recoupment Report

7/12/13

BR9B Rates for FY 2014-2015 
4/29/13  Holiday Payroll Monday Checklist
3/14/13 Changes to ZP98 - Employee Benefits/Retirement Arrears Report
1/18/13 Payroll Reports Calendar
12/18/12 Are you accidentally saving your personal variant as the system's default variant?
12/4/12 Reporting the Value of K-Time Earned
10/3/12 ZP120 - Employee Address Report
9/18/12 Update to ZP19 - Position Data by Personnel Area
7/23/12 BR9B Rates for FY 2013-2014 
6/13/12 ZF79 Renamed to Posting Substitutions Report
4/16/12 Changing the look of SAP
12/29/11 Quota Buckets for the New year
5/19/11 Changes to Flexible Spending Accounts
4/29/11 Changing the Default Printer in LaGov HCM
4/15/11 Trouble Viewing Pay Statement?
3/30/11 Research Differences between OGB Invoices and LaGov HCM
1/20/11  ZF65 (EE payroll Expenditure Detail Report)
6/9/10 Health Savings Account
3/23/10 ZP207 - Wage Type / Basic Pay Audit Report
1/25/10 ZP174 - Employee Qualification Report
1/20/10 Duplicate W-2's
1/8/10 Viewing Info on Off-cycle Workbench on Days the Workbench is Closed
1/7/10 The ZP169 Report - Payroll Locks has been enhanced
 
Archived Articles icon

ZP97 - Employee Variance Report                                                                    Issued 4/9/2014 

Listed below are two new selection choices added to the "Report Options" list for the ZP97 - Employee Variance Report and what each selection will identify:

  • WAE Employee - identifies:
    • WAE employees that have ZA01 time file entries, rather than ZWAE entries;
    • employees who have active ZWAE attendance buckets (IT2007 - Attendance Quots STy 30 - WAE) but are no longer working in a WAE capacity. ie: employee accepts a probational position during the date range of the validity period of the attendance quota.
  • EEs with Mixed Overtime Codes - identifies employees who have both system evaluated and override OT codes entered on their time file with an evaluation period (7 day or 14 day)  ie: Z002 and ZA03

ZP43 - Separated Employee Recoupment Report                                         Issued 2/14/2014 

This new report will be used to identify separating/transferring employees who have unpaid recoupment balances. These recoupments could be for:

  • regular pay
  • special pay
  • term pay
  • overtime pay
  • claims
  • OGB Flex and non-Flex health and/or life
  • non-wage repayments

This report will be tied to ZP169 beginning Monday, 2/17/2014. Beginning pay period 5/2014, employees with errors will be locked from payroll until the recoupment amount can be adjusted before the final payment is issued.

If the employee is separating, ideally, the existing recoupment would be delimited and a new one-time recoupment, equal to the balance owed, would be created. At this point the helpdesk should be contacted to override the lock.

If the employee’s final payment is not large enough to cover the recoupment balance, a payroll simulation should be run to determine the amount being paid. The final recoupment can then be created in an amount equal to the amount being paid. At this point the helpdesk should be contacted to override the lock.

If the employee is transferring and the new agency has agreed to continue the recurring deduction, costing will need to be added to the IT14 record. At this point the helpdesk should be contacted to override the lock.

Insurance and non-wage recoupment adjustments can be done by the agency. OSUP’s Garnishment Unit should be contacted for regular, special, overtime or term pay recoupment adjustments. For claim recoupments, contact the helpdesk.

NOTE: If you are unsure of the amount of the recoupment balance, reports such as ZP64 can be run for prior periods to identify total payments and recoupment balances. Contact the helpdesk if you need assistance with identifying recoupment balance amounts.

For additional information about ZP43 see the report descriptor in the online help.  If you have any questions, please contact the helpdesk.


BR9B Rates for FY 2014-2015                                                                        Issued 7/12/2013 

The BR9B (ZP116) has been updated to reflect the rates that will be utilized in the projection of vacant positions for FY 2014-2015 budget requests.  The established rates are:

  • Retirement state share is 31.3% (last year was 29.1%)
  • Health insurance state share is $8,907 (equivalent of Employee w/Spouse PPO) (last year the amount was $9,067)
  • Life insurance state share is $300.00 (same as last year)

For filled positions, the actual information from the employee is used.


Holiday Payroll Monday Checklist                                                               Issued 4/29/2013 
  • Remind applicable staff that no help desk support will be available.
  • Monitor reports listed on the HR Reports Calendar and correct as many errors as possible the week preceding a holiday.
  • Use ZP169 to manually lock employees that cannot be corrected before payroll runs.
  • Always use ZY08 to simulate a payroll when master data changes are made to verify expected results.
  • Provide OSUP's GA unit offset/recoupment information no later than 12:00 the preceding Friday.

Changes to ZP98 - Employee Benefits/Retirement Arrears Report               Issued 3/14/2013

The Employee Benefits/FMLA Arrears Report has been enhanced and renamed to report arrears for retirement plans as well as OGB Benefit plan arrears.  If an employee has a time/pay change after separation, the EE share of retirement will go into arrears.  For example, a wage type that was previously ineligible for retirement is corrected retroactively.  Even though this is an infrequent occurrence, agencies did not have a way to determine the correct amount to collect from the employee.

 
In place of the 2 report options All Arrears and FMLA Arrears Only, there are now 3 Report Options:

  1. All Arrears - Includes OGB Plan Arrears FMLA or otherwise PLUS Retirement Arrears
  2. Benefit Arrears - OGB Plan Arrears FMLA or otherwise
  3. Retirement Arrears

Payroll Reports Calendar                                                                             Issued 1/18/2013

 

The Payroll Reports calendar provides a list of vital reports that must be run every pay period to ensure that errors are caught and corrected before payroll processing begins.  The calendar provides the report name, transaction code and the frequency that each report should be viewed throughout the pay period.  We suggest that the calendar be printed out and kept in a handy place as a reminder to check these reports as often as possible.  Payroll Reports Calendar 


Are you accidentally saving your personal variant as the system's default variant?  Issued 12/18/2012

The Help Desk receives numerous call about reports no longer working or not working as they should. Often times our research indicates that it is because someone has saved their personal variant as the system's default variant and the Help Desk is then forced to go in and delete these variants to get the report working correctly again.

Here are some tips to creating variants to prevent this from happening:

User Specific Display Variant - Your view only

  • The name must begin with a letter (A, B, C etc).
  •  Check the User-Specific box.

Non-User Specific Display Variant - Global view

  • The name must begin with a / and your personnel area number.
  • Make sure the User-Specific box is not checked.
  • *Do not check DEFAULT SETTING.

*Checking the default setting when saving a Non-User Specific display variant changes the look of the report for all users and will have to be deleted by the Help Desk. Please remember to be very careful when savings variants.

For more information on reports, see the LaGov ERP ECC Reports Quick Reference Card


Reporting the Value of K-Time Earned                                                         Issued 12/4/2012

 

Two new wage types have been created that project the value of k-time earned based on an employee's hourly rate:

  • 9410 - Straight Time (ST) Value
  • 9420 - Time and a Half (1.5) Value

Several reports will ouput these values:

  • ZF65 (EE Payroll Expenditure Detail Report)
  • ZP64 (Employee Wage Type Report)
  • ZP145 (Payroll Reconciliation Report)

When executing these reports, enter the wage type values (9410/9420) on the selection screen.

 


ZP120 – Employee Address Report                                                               Issued 10/3/2012

 

Additional columns are now available on the ZP120 report when report option ‘Disaster Essential Staff Info’ is selected.  The hidden columns are:  Job Key, Job Title, Supervisory Training Group (from Job), Work Parish, Work Parish Text, Main Building, Main Building Text and Email (IT 0105, Subtype 0010).


Update to ZP19 - Position Data by Personnel Area                                       Issued 9/18/2012

Regular Pay wage types and amounts (Hrly/Bi-wkly Rates) from the Basic Pay infotype (0008) have been added to ZP19 - Position Data by Personnel Area.  The wage types that will be reported are 0001, 0002, 0003, 0004, 0005, 0006, 96PP and 0097.

BR9B Rates for FY 2013-2014                                                                        Issued 7/23/2012 

The BR9B (ZP116) has been updated to reflect the rates that will be utilized in the projection of vacant positions for FY 2013-2014 budget requests.  The established rates are:

  • Retirement state share is 29.1% (last year was 25.6%) 
  • Health insurance state share is $9,067 (equivalent of Employee w/Spouse PPO) (last year the amount was $9,750)
  • Life insurance state share is $300.00 (same as last year)

ZF79 Renamed to Posting Substitution Report                                           Issued 6/13/2012 

ZF79 (Cost Center Substitution Report) has been renamed to Posting Substitutions Report.  A Few things to note are:

  • Users will now search by Posting Dates (previously searched by check dates) 
  • Include GL 3955 Substitutions is now Recoupment-State EE Pay
  • Order substitutions is a new report option for LaGov ERP agencies (Labor costs cannot be posted to an order with a status of CRTD (Created), TECO (Technically Complete), LCK (Locked) or CLSD (Closed).  When the posting process encounters one of these statuses, a substitution to blank will occur.)

 

Changing the look of SAP                                                                      Issued 4/16/2012  

After upgrading to the newest version of the SAP Logon Pad, you may notice a new theme.  If you'd like to revert back to the previous SAP theme, follow the directions below.

  • From any SAP screen, click on Customize Local Layout button  
  • Click Options
  • On the left side of the pop-up box, choose the theme Enjoy from the dropdown list
  • Click Apply
  • Click OK
  • Log out of SAP and close the logon pad for the new settings to take effect

DON'T FORGET, if working with quota buckets for the new year...            Issued 12/29/2011 

The system can't correct a quota record until the record exists for that payroll year, hence the error message "NO TYPE 20 QUOTA RECORD EXISTS".  Quota records for 2012 won't be created by the system until Sunday, January 8th. 

If you need to manually create a quota record for a separated employee, create an IT2006 (type 20 for LA and 22 for LB) effective the first day of pay period 1 (12/26/11) through the last day worked.  No amount is necessary in the Quota Number field.  Validate and save, then proceed with the Maintain Quota Entitlement for Regular Leave Earners procedure.

 
Changes to Flexible Spending Accounts                                                     Issued 5/19/2011

Effective 07/01/11 the processing of Flexible Spending Accounts in LaGov HCM will change.  The wage types will not be relevant for retroactive processing and will not go into arrears as they do at the present time.   The LaGOV HCM system will take what it can and put the remainder in the Deductions Not Taken table.  Run ZP102 each period to identify deductions not taken.  When the employee is paid again the bi-weekly deduction will be recalculated by taking the remaining plan year balance and dividing it by the remaining number of pay periods in the plan year.  Payment plans will not be necessary.  The A/R, offset, and balance wage types will not be available, and security has been removed from the EA roles effective immediately.    For the remainder of the current plan year, agencies must contact the help desk to set up an offset.  Effective 07/01/11  agencies must contact OGB’s Flexible Benefits Administration who will request manual refunds through LaGov HCM if it is determined that a refund is required.

Recap of changes:
1.
 Wage types will not be retro-relevant
2. Deductions will not go into arrears
3. LaGov HCM will take all it can and send the rest to Deductions Not Taken (ZP102)
4. LaGov HCM will recalculate the balance of the account based on the remaining periods in the 
    plan year
5. A/R, Offset and Balance wage types will not be available
6. Flexible Benefits Administration will request any necessary refunds through the LaGOV HCM
    help desk
7. The help desk will refund with the applicable refund/payment wage type in a regular pay period
    only, no off-cycle processing.
 


 

You may need to change your default printer if:                                         Issued 4/29/2011

  • You've moved to a new job location.
  • Recently had LaGov HCM security added to your position.
  • Getting garbled results when printing from LaGov HCM.

For more information, see Changing Default Printer in LaGov HCM.


 
Trouble Viewing Pay Statement?                                                               Issued 4/15/2011

LEO Compatibility Requirements
Are your employees having trouble viewing their pay statements?  Review the combinations below to verify that the LEO compatibility requirements are met.  If the requirements are not met, LEO functionality cannot be guaranteed.  Contact your Agency Technical Support if help is needed to determine application version.

  • Internet Explorer 7 on Windows XP supports Adobe SPS2 versions 8.1 and 9.1
  • Internet Explorer 7 on Windows Vista supports Adobe SPS2 versions 8.1, 9.1, and 10
  • Internet Explorer 8 on Windows XP supports Adobe SPS5 versions 9.2 and 10
  • Internet Explorer 8 on Windows Vista supports Adobe SPS5 versions 9.2 and 10
  • Internet Explorer 8 on Windows 7 supports Adobe SPS6 versions 9.2 and 10

For more system requirements, please see the My Help/My Work Quick Reference Card.


 

Research Differences between OGB Invoices and LaGov HCM                    Issued 3/30/2011

There is a wage type group available on ZP64 to help agencies reconcile OGB invoices/monitoring reports. OGBI can be selected from the Wage Type Group field list to limit the wage types reported to those wage types affected by changes to OGB related products. This will aid in determining why a deduction/refund occurred for an employee. The document, Determining a Difference Noted on the OGB Invoice, outlines the research method used by the Help Desk. Agencies are encouraged to use this document and provide feedback where clarification is necessary. The OGB interface runs nightly. Changes made today, should show up in HCM tomorrow. If it does not show up in HCM, it may be either incomplete in e-Enrollment or it may have failed on the interface.

 

Who to Call with e-Enrollment or Benefits Questions:   

                      

 LaGov HCM Help Desk

                1.The employees coverage is correct in eEnrollment and HCM, but the premiums were

                   not deducted correctly.

                2.A one-time deduction or refund for an OGB product is due, but was not issued. The  

                   product and effective date are correct in ISIS.

 

e-Enrollment Help Desk

                1.Employees flexible benefits participation is incorrect in eEnrollment or in HCM.

                2.The employees miscellaneous premium is incorrect.

                3.The employees miscellaneous effective date is incorrect.

                4.The employees miscellaneous premium is split and it shouldn’t be.

                5.The employees information is correct in eEnrollment, but not in HCM.

                6.All problems with FSA accounts.

                7.The employees miscellaneous product one-time deduction or refund was not on the

                   correct check.

                8.The employees OGB product split premiums are incorrect.

 

OGB Eligibility Department

                1.The employees effective date for health coverage is incorrect.

                2.The employees effective date for life coverage is incorrect.

                3.All questions regarding health and life eligibility.

                4.The employee would like to selectively cover dependents for health and life

 
ZF65 (EE Payroll Expenditure Detail Report)                                                Issued 1/20/2011

A new report option 'Add For-Period and In-Period' has been added to the ZF65 report.  When this option is selected, the report output will include 2 new columns.  The columns are For-period and In-period.  For-period column displays the period for which there was an adjustment. 

For example, EE xx has a prior period adjustment removing 8.0 hours from RIG1 for pay period 23.2010.  In pay period 24.2010, 14.0 hours is charged to RIG1 on the time file.  The employee makes $17.44 per hour.
  • When ZF65 is run for pay period 24.2010 without the new report option, the data returned is one line of entry for RIG1 in the amount of $104.64.  (8.0 hours * 17.44 = $139.52 and 14.0 hours * 17.44 = $244.16) ($244.16 less $139.52 = $104.64)
  • When ZF65 is run for pay period 24.2010 with the new report option selected, the data returned will be two lines of entry for RIG1.  One line will be for payroll 24.2010 in payroll 24.2010 for the 14.0 hours that need to be charged for pay period 24.2010.  This amount will be $244.16 debit.  The other line will be for payroll 23.2010 in payroll 23.2010 for the 8.0 hours that need to be credited for pay period 23.2010.  This amount will be $139.52 credit.

Please note that processing time will be longer when the new report option is utilized.


Health Savings Account                                                                                 Issued 6/9/2010

 

A new benefit plan has been created for the Health Savings Account that is effective 07/01/10.  The enrollments to this plan will be interfaced by OGB to infotype 0377, Miscellaneous Plans.  OGB will interface an employee pay period amount that will be withheld over 24 pay periods.   No deductions will be withheld in the “free” periods.  The employer/agency is responsible for the first $100 which will be interfaced by OGB to infotype 15 wage type 6990.   The agency will match the employee’s contribution up to an additional $400.00 for a $500.00 per plan year total employer contribution. 

 

The employee wage type 4990 is not retro relevant and will not go into arrears.  In the event an employee does not have enough pay to cover the deduction, the system will take what it can and forget the remainder.  Refunds to EE or ER share can be interfaced by OGB to infotype 0015. 

 

ZP68 (Dependent Care/Health Care/Deferred Comp Balances Monitor Report) and ZP151 (OGB Interface Log) have been updated to include reporting for the Health Savings Account. 


ZP207 – Wage Type / Basic Pay Audit Report                                              Issued 3/23/2010
ZP207 is a new transaction that will enable agencies to generate and analyze any number of Basic Pay information fields. All current and previous wage types on the selected Infotype 0008 are output on this report, including informational wage types. This report, similar to the ZP52 Basic Pay Audit Report, tracks percentage salary change from previous wage type amount.
 
Because of the large number of optional fields available to the user for inclusion in the report data output, a number of studies can be generated from this one report by any number of users who can customize it, incorporating their own combination preferences by way of creating display variants. Depending on the date selection or selection criteria, this report may need to be run in the background.  For more information please see the
 ZP207 - Wage Type/Basic Pay Audit Report.

ZP174 - Employee Qualifications Report                                                      Issued 1/25/2010
 
This report displays completed courses.  Employees, after completing training, will receive qualifications imparted by ISIS HR’s Leaning Solution, manually created by an agency, or converted from a prior statewide training database. Review the report descriptor ZP174 - Employee Qualification Report for selection criteria hints.

This report is also useful to verify when an employee has completed an ORM training course such as Defensive Driving or Bloodborne Pathogens. These qualifications will show both a start date and the expires on date. See Using ISIS HR Reports to View ORM Course Information.

The ZP174 is available to Managers with the My Staff tab and Supervisors with the My Employees
 tab.  The My Staff Quick Reference Card and My Employees Quick Reference Card provides more information.


Duplicate W-2's                                                                                            Issued 1/20/2010
 
Effective February 1, 2010, ISIS paid employees will be able to view and/print duplicate W-2's for themselves in LEO for years 2005 -2009. To access this functionality the employee, once in LEO, will click on My Info > Payment Info > Duplicate W-2. Online help in the form of this Quick Reference card is available with instructions My Info - Address & Phone, Bank, Tax & Duplicate W2 Quick Reference Card.

Please note, if an employee has a pending or issued W-2C for any of the available years, they will be unable to request a duplicate through LEO.  When attempting to view the W-2, they will receive the message, "Contact your Human Resources Office to request a duplicate W-2".  Employee Administrators should follow current procedures when requesting a duplicate for the employee from the Office of State Uniform Payroll.  Refer to OSUP memo # 2010-32 for more information.

Each year on February 1st, duplicate W-2's will be available for the previous year.


Viewing Info on Off-cycle Workbench on Days the Workbench is Closed      Issued 1/8/2010

 

With off-cycle workbench being closed Monday & Tuesday of payroll week and Thursday & Friday of non-payroll week, agencies can view information that is normally found on the off-cycle workbench on ZP64.  ZP64 provides a better option since the workbench only displays the amount (amount paid/559).  ZP64 will allow the agency to see gross (/101) or any other wage types they are interested in and it contains pay date, cycle type (regular or correction), any deductions (health, life, misc. insurances), tax information, etc.

 

To use ZP64 to get information currently viewed through the off-cycle workbench, load variant “off-cycle” and enter the personnel number.  Versions of this variant that include other wage types can be saved to provide additional information.

 

For help using this report, refer to the online report descriptor for ZP64 – Employee Wage Type Results.


The ZP169 report - Payroll Locks has been enhanced                                  Issued 1/7/2010 

ZP45, Potential Payroll/FI Error Audit Report, has been modified to report an additional error type. A new error message "incorrect time management status" will appear for employees with a time management status value of "0" (No Time Evaluation) on infotype 0007, Planned Working Time. Excluded from this error type are:

  • Employees in personnel area 0906 (District Attorneys & Assistant).
  • Employees in the per diem employee group.
  • Job titles of commissioner, mem bd or commiss, chairman, or pres/chmn bd or comm.

As a reminder, employees appearing on this report will be locked from payroll processing until the error is corrected.
 
With off-cycle workbench being closed Monday & Tuesday of payroll week and Thursday & Friday of non-payroll week, agencies can view information that is normally found on the off-cycle workbench on ZP64.  ZP64 provides a better option since the workbench only displays the amount (amount paid/559).  ZP64 will allow the agency to see gross (/101) or any other wage types they are interested in and it contains pay date, cycle type (regular or correction), any deductions (health, life, misc. insurances), tax information, etc.

To use ZP64 to get information currently viewed through the off-cycle workbench, load variant “off-cycle” and enter the personnel number.  Versions of this variant that include other wage types can be saved to provide additional information.

For help using this report, refer to the online report descriptor for ZP64 – Employee Wage Type Results.