SAM Payroll Processing

1
SAM Payroll Processing

• Understanding and Using Payroll Features in SAM.

2
Introduction

• This presentation will show you how to enter and
  close visits and pay items, export payroll
  information to the your payroll system (to an
  external data file to be imported into your
  payroll system), and how to track payroll items
  and adjustments using SAMs payroll reports.
• After this presentation you should be able to
  create your payroll export file or report from
  SAM to use to key in your payroll into another
  payroll system.

3
Payroll Topics

• Verifying Visits
• Enter Pay Items
• Calculating Overtime
• Closing the Week
• Adjusting Payroll For a Visit
• Adjusting Payroll For a Pay item
• Exporting Payroll Information
• The Payroll Report
• The Payroll Interface Postings Report

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Verifying Visits
5
Verifying Visits (cont.)

• Verify the visit by clicking next to the
  Timeslip Verified or click the Verify Week
  button.
• Clicking the button will advance you to the
  next visit for that client and employee so that
  it may be verified.
• Once back on the schedule, you will see that the
  confirmed visits that have been verified are now
  a light blue color.
• When you close the week, verified visits up
  through the last week ending date are the only
  visits that will be closed (this will include
  late time slips.)

6
Entering Pay Items
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Entering Pay Items (cont.)

• From the Display Schedule Screen, click on the
  Employee button and highlight an employee.
• Click the Pay Items button.
• Click the New button to create a pay item.
• Select the pay type, the hours (if relevant) and
  pay amount.
• Once the pay item is saved it will be closed
  during the close week process.

8
Calculating Overtime
9
Calculating Overtime (cont.)

• You can ask SAM to calculate overtime for your
  current schedules at any time by clicking the
  Calc Overtime option on the payroll menu.
• SAM offers 2 ways to calculate overtime.
• The default option calculates an overtime rate
  based on the overall average pay rate of an
  employee per week. The average rate is computed
  by dividing the total pay for the week by the
  total hours for the week (of visits and/or pay
  items that count towards overtime). One-half the
  average pay rate is then ADDED to each overtime
  hour.
• You can select the alternative option which
  calculates an individual overtime rate per visit
  and/or pay item. The overtime rate is computed by
  determining the average rate of the individual
  visit/pay item (considering regular pay, holiday
  pay, etc.), then REPLACING the pay rate of the
  visit/pay item with 1.5 times the average. To
  direct SAM to use this option, add the following
  line to your n\sam.ini file
• Ini_ot_algorithm,B

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Calculating Overtime (cont.)

• Overtime is calculated across all offices, so
  employees working in multiple offices will have
  the correct overtime.
• The calculated overtime is stored on the effected
  visits and can be reported on the visit report.
• If you attempt to change the overtime on a visit
  and then calculate overtime again (or close the
  week), your changes will be overwritten. SAM
  automatically calculates overtime. To override
  an overtime calculation, you must first close the
  week, and then perform an item adjustment.

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Closing the Week

• After reviewing the Visit report (verified) and
  the Pay Item report, you can close the week.
  Items that are not closed cannot be exported to
  payroll or billed.
• To close the week, select the Close Week option
  from the payroll menu, highlight the office to be
  closed, and click Close Week.

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Closing the Week (cont.)

• Closing the week runs the overtime calculation
  program.
• If overtime is found, a screen report is shown
  with the option of printing. If the report shows
  that an error has been made during the
  verification of visits, you can cancel from
  closing the week and make the corrections.
  Click the Continue button to continue with
  closing the week.

13
Closing the Week

• This process takes a couple of minutes, at most.
  Once completed, all closed items will show as
  sales and cost on the office sales report,
  general ledger reports, payroll report, and the
  payroll interface postings report.
• Once closed, a visit or pay item may only be
  changed by an item adjustment.

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Adjusting Payroll for a Visit

• In the AR menu, choose Make Adjustments
  Items.
• Select the item to be adjusted using the date,
  employee or client-payer.

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Adjusting Payroll for a Visit (cont.)

• For a payroll adjustment, change the payroll
  hours, rates, or swap the employee. The pay item
  adjustment screen works basically the same way.
  If you want SAM to ignore the adjustment during
  the payroll interface, click the Sent to
  Payroll option and the adjustment will not be
  exported.

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Adjusting Payroll for a Visit (cont.)

• After saving your adjustments, go to the Review
  Adjustments screen and accept the adjustment.
• When we export the weeks payroll the visits,
  pay items and adjustments will be exported. This
  can be viewed on the Payroll report.

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Payroll Report
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Exporting Payroll
From the File Menu, choose Export Payroll.
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Exporting Payroll (Cont.)
Highlight the office or offices, check the
type of payroll system you are using and click
Export. If you are using ACCPAC, any changes
to employee information will also be exported.
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Example of Negative Employee Payroll

• A visit or pay item adjustment may be
  performed that will cause one of two situations
• An employees payroll amount for a specific
  pay type (like regular or overtime) for the week
  is negative or
• An employees payroll amount for the week is
  negative.
• In the first case, the adjusted dollars will
  be subtracted from other postings in the
  employees payroll for the week. The largest
  postings are subtracted from first so that the
  fewest number of postings will be affected. SAM
  will show a screen report of the original
  postings and the adjusted postings during the
  payroll export.
• In the second case, a screen report will show
  all of the employees postings for the week.
  None of the postings will be exported.
• In both cases, the Payroll report can be used
  to show an employees current and historic
  payroll, and to show what has been exported.

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Example of Withheld Payroll
This is an example of a reimbursement pay item
being adjusted from 30.75 to 10. Because it is
the only payroll for the employee for the week,
the employee will not be paid this week (they owe
20.75). As soon as they accumulate another
20.75 in payroll, the employees payroll can be
exported.
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Example of Adjusted Payroll
When the employee earns more (in this case 33),
during the payroll export, SAM adjusts the
current postings to recuperate the money owed.
The posting before the recuperation and after are
shown on the screen, with the option to print.
The posting(s) shown after the adjustment is
applied is what is exported to the payroll system.
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Summary

• SAM payroll features should allow you to easily
  generate payroll and payroll adjustment data to
  be provided to the payroll system your
  organization has chosen.
• If you have ideas about how the payroll process
  can be simplified for your organization, email us
  your suggestion at helpdesk_at_riversoft.net.