During this interim period between integration and live production with the New Payroll System, parallel reporting is an important piece for validating that the New Payroll System is calculating correctly.  These models will provide a comparison of the employees' earnings and deductions between the New Payroll System and the Old Payroll System (PERPAY).  After reports are run from both systems, Monarch can be used to grab the data from each system's reports, providing files that can be exported to and joined in an Access file for comparison purposes.  The following files are necessary for paralleling earnings and deductions.

Note: If you use Office 2000, use the following instructions to supplement the primary instruction document.

• Office 2000 instructions for Access database

*TO SAVE FILES - Right click and choose "Save File As".

GROSS PAY AND DEDUCTIONS PARALLEL

The purpose of these models are to provide a comparison of the employees' gross earnings and deductions between the New Payroll System and the Old Payroll System (PERPAY).

• Gross Pay and Deductions Parallel Instructions
• Access file used for gross pay and deductions paralleling
• Access file parallel for CECC Members including SALARY RESERVE
• Excel file available for paralleling earnings
• PAY510 - Full Gross Model
• PAY510 - Full Gross Model for CECC Members
• PAY510 - Model for CECC Members including SALARY RESERVE
• PYR530 - Full Gross Model
• PAY610 Model
• PYR630 Model

NET PAY PARALLEL

The purpose of these models are to provide a comparison of the employees' Net Pay between the New Payroll System and the Old Payroll System (PERPAY).

• Net Pay Parallel process Documentation
• Access file used for net pay paralleling
• PAY510 - Net Pay Model #1
• PAY510 - Net Pay Model #2
• PYR510 Net Pay Model

GROSS PAY - CONTRACT/NON-CONTRACT PARALLEL

These models separate the contract work from the non-contract work. Since the main push is to parallel contract pay, this will allow you to isolate this type of pay from any additional (non-contract) pay. 

Please follow the Gross Pay and Deductions Parallel Documentation instructions with the following changes:

1) For the 510, you will continue to use the summary view, but there are two summary views...contract and non-contract, pick the summary view for the type of earnings that you are paralleling.

2) For the 530, you will NO longer use the "Table" view but must use the "Summary" view. Again there are two summaries--pick the summary for the type of earnings that you are paralleling.

• PAY510 - Contract/Non-Contract Model
• PAY530 - Contract/Non-Contract Model

  This is how the data is filtered:
  contract on 510 = Pay type of NML
  contract on 530 = Pty of P? or O?
  non-contract on 510 = Pay type <> NML
  non-contract on 530 = Pty <> P? and Pty O?

PAYROLL PARALLEL FOR FIT/SIT WITHHOLDING ALLOWANCE STATUS

To assist with the Net paralleling process these models were developed to key in on FIT and SIT withholding allowance differences. These models along with the corresponding access file (withholding.mdb) will provide the user with a comparison of Federal and State allowances entered in the PERPAY (current payroll system) versus New Payroll.

• Payroll Parallel for FIT/SIT Withholding Allowances Instructions
• Access file used for FIT/SIT Withholding Allowances Parallel
• PAY510 - Withholding
• PYR510 - Withholding

FIT/SIT TAXES PARALLEL AND NOTIFICATION TO EMPLOYEES

The following process will provide a comparison of the employees' Federal and State withholding deductions and can be used in notifying employees regarding the differences in calculations between FIT and SIT withholdings between the old and new payroll systems.

• FIT/SIT Taxes Parallel and Notification to Employees Documentation
• FIT/SIT Notification Access Database
• FIT/SIT Notification Merge Letter
• FIT/SIT Notification Merge Labels
• mergePAY510
• mergePYR510
• mergeCOR410

CSEA DEDUCTIONS PROCESS - SETTING UP CSEA DUES AND FINDING EMPLOYEES WHO WILL EXCEED THE ANNUAL LIMIT

This project is for the CSEA deductions process. The documentation is provided in 2 parts. First there are instructions on how to setup a CSEA deduction in the Payroll System and secondly there are instructions on how to use the parallel exercise for find the employees who will exceed the annual limit.

It is recommended that you run this parallel beginning in the April through June timeframe. It will identify the employees and the pay cycles where the CSEA deductions should be manually adjusted or placed in a "H"old status.

• CSEA Deductions Process Documentation
• CSEA Access Database
• CSEA Monarch Model

ACCOUNTS PARALLEL FOR CECC MEMBERS

• Accounts Parallel instructions
• PAY510 Monarch model
• PYR510 Monarch Model
• Accounts Parallel Acccess Database

FISCAL YEAR DEDUCTION ROLL

This model is to be used when preparing for the fiscal year Deductions Roll which compares the Earning Cycle Frequency and the Benefit Cycle Roll Frequency. This model is to be used against the Employee Tax/Retirement Report (PYR590). After the model is applied, use the "Table" view. This will give you a listing of Employee Name, SSN, Earning and Benefit Frequencies that is easily read to validate the correct frequency for the Employee Deduction Roll.

The Benefit Cycle Roll Frequency will determine which cycle the program will take deductions FROM when rolling into the new year. For example, if the Ben Cy Roll FQ = 12, the last paid month is June, so the program will get the Employee and Employer deductions FROM June to roll into the new year. If the Ben Cy Roll FQ = 13, the last paid month is May, so the program will get the Employee and Employer deductions FROM May to roll into the new year.

EQ & BQ in Tax-Ret Report Model

If you have any questions regarding the use of these files, please contact the Payroll Helpdesk at (909) 386-2700. Or email the helpdesk at payroll_helpdesk@sbcss.k12.ca.us