February 2018 Release Notes Summary

To take place on February 15, 2018 from 11:30 pm to 4:00 am EST

 

A summary of the enhancements for the next system release is listed below. 
A further in-depth explanation of each product enhancement is available by clicking any of the following:

TLM  -  HR  -  Payroll  -  Scheduler  -  Cross Product

 

Browser Support

We support the following browsers and versions:

  • IE: Versions 9, 10, and 11
  • Chrome/Firefox/Safari: Current versions
  • Mobile: We have limited support for mobile platforms using the browsers listed above

Enhancements

A summary list of the enhancements for the next system release is listed below. An in-depth explanation of these descriptions is available in the regular detailed release notes.

 

TLM Enhancements

The following enhancements have been added to this release.

 

Approvals: Workflow and Non-Workflow

In this release, we are continuing to make non-workflow approval options available to users and companies where workflows are configured to handle approval actions.

Time Off Awaiting My Approval Widget

WFR-53185: The Time Off Awaiting My Approval widget has been available within manager dashboards for non-workflow approval processes of Time Off Requests. We are now making this widget available to users where workflows are used for time off approvals. From this widget, managers can approve, reject, or modify a request, even if there is a corresponding To Do Item for the same request. Once a request is processed from the widget, the matching To Do Item will be removed from the users list of To Do Items.

Approve/Reject Workflow Step to Send to All Approval Managers

WFR-50892: In the non-workflow approval process of Time Off Requests, options exist to allow the request to simultaneously be sent to all approval managers designated as approvers of Time Off Requests, as set in Group Permissions. This option will now be available within the Approve/Reject step of the Time Off Request workflow. In the To Be Completed By drop-down of this step, we have added the All Approval Managers option. When selected, all managers with permission to approve Time Off Requests will receive a To Do Item. The first manager to approve the request will result in the closing of step and the workflow will advance to the next step in the process and the To Do Items sent to the other managers will be removed from their list. For more information, please refer to the full, detailed Release Notes for February 2018.

Available Accrual Balance Support

In compliance with U.S. laws regarding sick leave, several enhancements have been added to support tracking and reporting of employees’ available accrual balances. An employee’s available balance is defined as time that can be used by the employee within the current accrual year; it is a subset of the total accrual balance. Maximum available balances can be set in Accruals Profiles and new Timesheet Rules can be configured to indicate when those balances are exceeded. Reports and pay statements have been enhanced to provide additional monitoring of available balances. For more information, please refer to the full, detailed Release Notes for February 2018.

Holiday Tables: Dynamic Durations Available for Holiday Entries

WFR-48689: Holidays within the Holiday Table can now be set to use a Duration Type. This option will only be available for companies who have Dynamic Durations enabled at the company level, and have Available Durations designated within the Time Offs to be used in the holiday definition.

In Touch

Several enhancements have been made to InTouch. For detailed information about these enhancements, please refer to the full, detailed Release Note for February, 2018.

Smart Punch to Function Similarly to Simple Punch

WFR-29029: We have upgraded the Smart Punch soft key on InTouch clocks, V2 and V3, to function the same as a Simple Punch.

Mass Editing of Hardware Settings for Employees

WFR-53696: Companies will now have the ability to mass edit and/or clear all InTouch settings within the Hardware Settings widget of employee accounts.

Change of the Store Fingerprints Label

WFR-63340: Within the system, there are several areas for InTouch settings where biometric storage can be set. Previously, this label was named Store Fingerprints. To better reflect the nature of this setting, the label has been changed to Store Biometric Template.

Downloading of Employee Account Updates

WFR-63340: Within the system, there are several areas for InTouch settings where biometric storage can be set. Previously, this label was named Store Fingerprints. To better reflect the nature of this setting, the label has been changed to Store Biometric Template.

Points: Auto Run Points for Employees Not in Payroll

WFR-60026: Points can now be automatically run for employees with an account status of not in payroll. This is determined within the employee account in the Account Status setting of the Personal Information widget.

The setting selected here is configured as a global definition under Company Settings > Global Setup > Global List Definitions > Account Status Definitions. Status options include Is Terminated and In Payroll.

Employee accounts set to a status of Is Terminated will not be supported during a Points auto-run process.

Pay Calculations 1.0: Days Worked Filter Added to Holiday Rule

WFR-63381: To help Canadian companies comply with holiday statutory laws, the Calculate Holiday Based On Average Hours Worked Prior (v.2) Pay Calculations rule has been updated with options to allow filtering of worked days, based on Time Off Entries or Pay Categories when calculating the average hours for the holiday. These new settings will allow the system to consider worked hours that are applied to only specific pay categories, such as Overtime, and even consider special time off categories included in the filter.

Pay Calculations 2.0

The following enhancements have been added for Pay Calculations 2.0 functionality and are listed below.

Behavior of Average Hours Based On Period Rule Updated

WFR-63404: To help Canadian companies comply with holiday statutory laws, the behavior of the Average Hours Based On Period (v.2) Pay Calculations counter rule has been updated. 

Cost Center Setting Added to Extra Flat Pay Rule

WFR-62562: For Pay Calculations 2.0 companies, users will now be able to apply an employee’s worked cost center to extra pay. A new Apply Worked Cost Centers setting has been added to the Extra Flat Pay (Counters) pay rule. When checked, this setting will apply an employee’s worked cost center when the Extra Flat Pay (Counters) rule is triggered. If the rule contains set cost centers that would normally be applied to extra pay, the new setting will override those settings and apply the employee’s worked cost center(s) instead.

Time Off Limits for Accrual Grant Rule

WFR-50432: Companies will now be able to set Time Off Limits based on calculated tenure from an employee’s hire date, start date or re-hire date. These limits are set in the Accrual Grant (v.2) rule, located in the Accrual category of Pay Calculations Profiles, under Company Settings > Profiles/Policies > Pay Calculations.

Time Off Limits can be set for the rule’s designated time off category for balance, for total time off earned per pay period, and/or the total earned time off per expiration period.

Payroll Exports

ADP Payforce Version 2.0 Rate

WFR-55027: In ADP Payforce Version 2.0 exports, the Pay Rate field formats have been updated. If there is no pay rate data available, the Pay Rate field will be shown as an empty column in the correct position. If there is data available, the Pay Rate field will be formatted with leading zeroes and an implied decimal point, in accordance with the Payforce Technical Notes.

Reports

The following enhancements have been made to various application reports. For more information about any of the reports, refer to the full detailed Release Notes for February, 2018.

New Time Off Roster Report

WFR-47611: A new Time Off Roster report is available that will show employees with authorized or pending time off. The report is located under My Reports > Time & Labor > Time Allocation.

The report will default to the current week, but the date range can be adjusted according to calendar ranges, date ranges, pay periods, or expressions. A Time Off Filter is available, so users can select only certain types of time off to be included in the report. The report will default to displaying only authorized time off, but an option to include pending approvals is also available.

Exporting the Time Off Roster Report

WFR-57436: The Time Off Roster Report can be exported via the Export link in the report. Available export formats include Excel 2007, in the .xlsx format. A checkbox is available to also display header/footer information in the exported file. The export will support Time Offs using Dynamic Durations (Full Day, Half Day, etc.) 

Calculated Time Summary Report Export

WFR-48054: Previously, when enabling the Show Subtotals Only setting within the Calculated Time Summary report, and then exporting the report, the exported format did not match the source format of the report as it looked prior to exporting. We have adjusted the report, and now when exporting in various formats, the format will be consistent when exporting with the Show Subtotals Only setting enabled.

The report is located under My Reports > Time & Labor > Calculated Time > Calculated Time Summary.

Manager Account ID Added to Employee Roster Report

WFR-53557: Manager Account Id report columns have been added to the Employee Roster Report under My Reports > HR > Employee Roster. The columns are available to be added from the Select Columns link. Up to 6 manager Account Id columns are potentially available, depending on the number of managers that have been enabled at the company level within the Manager Information widget under Company Settings > Global Setup > Company Setup.

Summary View Button Added to Detailed Time (Counters) Report

WFR-53201: For Pay Calculations 2.0 companies, a new View Counter Summary button has been added to the Detailed Calculated Time (Counters) report under My Reports > Time & Labor > Calculated Time > Detailed Calculated Time. After accessing the report, the View Counters button should be clicked, and the new summary button will available. 

Timesheet Profiles: New Setting Added to Time Between Punches Rule

WFR-56157: A new Ignore Seconds checkbox setting has been added to the Time Between Punches Timesheet Profile Rule. The setting has only been added to the On Punch version of the rule. Timesheet Profiles are located under Company Settings > Profiles/Policies > Timesheets.

This setting, when checked, will discount the seconds added to a punch minute, resulting in a type of whole minute rounding when punches are registered, and error messages are generated.

When adding the rule to a profile, the setting will be checked by default. For profiles where the rule already exists, the setting will be unchecked.

Timesheet Correction: Take Snapshot Requirement Removed

WFR-53815: In the October 2017 system release, there were new timesheet correction enhancements released that required the use of Take Snap Shot functionality. To streamline the Timesheet Correction process, the requirement to use the Take Snapshot step with Timesheet Corrections has been removed. The Historical Records Business Process Step will now work without Take Snap Shot functionality.

Additional information about the impact of this change is documented in the Release Notes for February, 2018.

Workflows: Migration Option from Notifications to Workflows

WFR-45249: In the December 2017 system release, we introduced functionality to address the gaps between Notifications and Workflows. This work was done to support approvals for the New UI, which can only be done via workflows. For more details, please read the detailed TLM release notes for December 2017.

In this enhancement, we have provided some automated processes to make the conversion to approval workflows easier. Please refer to the detailed TLM Release Notes for February, 2018 for details.

Working Time Regulations: Zero Setting Allowed for Night Work Rule

WFR-56114: To help companies better identify employees who should or should not be scheduled for night shift work, the Night Work rule within (WTR) Working Time Regulations Profiles, will now allow zero hours to be set in the Maximum Average of field. Previously, this setting required a value greater than zero.

Timesheet Workflow Status on All System Companies Report

WFR-61444: To help quickly identify clients who have Timesheet Workflows enabled in their companies, a new Workflow Enabled: Timesheets column is now available to be added to the All System Companies report under Maintenance > Companies > All System Companies. When added, the column will display a Y or N to indicate if Timesheet Workflows are in use.

 

 

HR Enhancements

The following enhancements have been added to this release.

 

Benefits

The following enhancements have been completed for Benefits and are listed below.

 

Warning for Deduction or Earning Code Changes in Benefit Plans

WFR-52250: When a deduction/earning is changed within a Benefit Plan under Company Settings > Profiles/Policies > Benefits > Plans, the system will now display a warning upon saving the plan to remind users that the change will not impact anything previously processed prior to the new deduction/earning code’s Effective Date.

Benefit Enrollment Questionnaire Custom Submit Confirmation Message

WFR-50171: The confirmation message displayed when a Benefit Enrollment Questionnaire is submitted can now be customized using the new Submit Confirmation Message text box within a Questionnaire under Company Settings > HR Setup > Form Questionnaires. The text entered here can contain a maximum of 200 characters. If no custom text is entered, the default message seen below, Clicking OK will submit this Questionnaire to the appropriate person, will display when the Questionnaire is submitted.

Benefits: Additional Options for Override Functionality of a Benefit Plan Coverage Level

WFR-52238: Users with permissions to override a Benefit Coverage Level can now perform the override while editing an employee's Benefit Plan. A new tooltip in a Benefit Plan is now available if the Coverage Level Override (Can Be Overridden By) option is turned on. The tooltip provides the conditions under which the override is available within an employee’s Benefit Plan screen, which are:

  • The Deduction and Coverage Effective From dates are the current date or a future date.
  • The Deduction and Coverage Effective From dates are in the past and the Deduction and Coverage Effective To dates are the current date or a future date.
  • If the Earning/Deduction is used in a payroll, the new deduction Effective From date must be after the payroll dates.

Benefits: Ability to Change a Deduction Code on a Benefit Plan

WFR-42873: For Deductions assigned within a Benefit Plan under Company Settings > Profiles/Policies > Benefits > Plans, users can now modify the Deduction specified in the Benefit Plan at any time. This allows users to adjust the Deduction when an error has been made, and will result in the Benefit Plan having one Deduction historically (the original Deduction), and a new Deduction going forward. 

In addition to the Old Earning/Deduction and the New Earning/Deduction, users are also required to enter a Reason, an Effective Date for the new Deduction, and their Password to confirm the change. Based upon the Effective Date entered for the new deduction, the following may occur:

  • If the Pay Date of the last finalized Payroll is greater than the Pay Period End Date, then the Pay Datewill be specified in the error message that displays: The earning/deduction [Earning/Deduction Name] has payroll history tied to it. New earning/deduction effective date must be after the last finalized payroll date [Pay Date].
  • If the Pay Date of the last finalized Payroll is less than or equal to the Pay Period End Date, then the Pay Period End Date of the finalized Payrollwill be specified in the error message that displays: The earning/deduction [Earning/Deduction Name] has payroll history tied to it. New earning/deduction effective date must be after the last finalized payroll date [Pay Period End Date of the last finalized Payroll].

Audit Trail and Effective Dates for Benefit Deduction/Earning Code Changes

WFR-52249: Users are now able to change an Earning/Deduction within a Benefit Plan after it’s been assigned to employees. When making a change to an Earning/Deduction Code that is assigned to a Benefit Plan, users must enter required information such as a Reason for the change and an Effective Date, as well as their Signature/username and Password, for audit trail purposes. The data will appear in the Audit Trail under Company Settings > Profiles/Policies > Benefits > Benefit Plans, View Benefit Plan, in the Earning Deduction Audit widget.

The Effective Date must be greater than or equal to the current date and is used as the Begin Date on the new Deduction/Earning code in the Payroll Deductions or Earnings widget for the employee’s record, and the Deduction Effective From date on the Benefit Plan. The End Date for the old Deduction/Earning code will be one day prior to the new Deduction/Earning code Effective From date. The ability to change the End Date of the old Deduction/Earning is disabled.

Grouping of Non-Simple Benefit Plans for Open Enrollment

WFR-32187, WFR-62426: For Benefits Profiles where the Simple Enrollment Settings checkbox is unchecked, a new setting will now become available for non-simple enrollment that will allow grouping of benefits containing the same dates. The Allow Grouping For A Non-Simple Enrollment checkbox has been added and contains an information icon to explain what this setting does. If two or more Benefit Plan Groups contain the same Open Enrollment From, Open Enrollment To, and For Year Starting dates, they will be merged into one enrollment for employees.

NOTE: When the Allow Grouping For A Non-Simple Enrollment option is unchecked in a Benefit Profile under Company Settings > Profiles/Policies > Benefits > Profiles, the system will only put all Benefit groups with the same dates, not just overlapping dates, into the same enrollment.

Guaranteed At Functionality for Coverage Levels

WFR-53151: A new setting, Guaranteed At, is now available within Coverage Amount (Coverage Type) Benefit Plans under Company Settings > Profiles/Policies > Benefits > Plans. This setting displays within the Coverage Levels and allows users to specify when each Coverage Level is guaranteed to employees based upon a Use Date, such as Hire Date or Seniority Date, and a Period in years and months. 

Contacts: New Relationship List for Contacts

WFR-47070: To help control the options of relationships for employee contacts, a new global list option named Relationships is available. Administrators and/or users who have access to this function can define a list of relationships that can then be selected through a drop-down option within a contact. It will still be possible for users to enter on-the-fly entries if the desired entry is not available in the drop-down list. 

The relationships global list can be defined under Company Settings > Global Setup > Global List Definitions > Relationships. Any previously used relationship labels will be converted and displayed here, where they can then be edited or deleted, and new entries added.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

Employee Perspectives in HR Function: Number of Incidents by Incident Type

WFR-58987: For companies with the Employee Perspectives functionality enabled, the Employee Perspectives can now be determined using the Number of Total Incidents or Incidents by Type over a period of time. Users can use the new rule Incidents (Totals) so that perspectives can be measured based on the Band and Percent Weight defined by the user.

Once Employee Perspectives is enabled for the company in Available Functionality on the Edit Company page, the following Perspectives components should be configured: 

  • Perspectives should be configured under Company Settings > Global Setup > Employee Perspectives > Perspectives.
  • Employee Perspective Categories should be configured under Company Settings > Global Setup > Employee Perspectives > Categories.
  • Employee Perspective Bands should be configured under Company Settings > Global Setup > Employee Perspectives > Bands.
  • The Rules Engine frequency should be configured under Company Settings > Global Setup > Company Setup.
  • The Employee Perspective Profiles should be configured under Company Settings > Profiles/Policies > Employee Perspectives.
  • The Employee Perspective Profiles should be assigned to employees under My Employees > Employee Information > Edit Employee.

Within an Employee Perspectives Profile:

  • Users can choose to link Categories to the Perspective(s) under Company Settings > Profiles/Policies > Employee Perspectives.
  • Users can select the new rule Incidents (Totals) under Company Settings > Profiles/Policies > Employee Perspectives > View/Edit Rules > Add Rule.

 

EOI/Evidence of Insurability

The following enhancements have been completed for EOI functionality and are listed below.

 

Reason and Audit Information Added

WFR-52242: When a user overrides an employee’s EOI, or Evidence of Insurability information, the user will now be prompted to enter a required Reason. Once completed, the override audit data will be captured and displayed. This functionality can occur in two places within the application:

  • Within a Benefit Change Request under:
    • My Employees > Employee HR Maintenance > Benefits > Change Request Summary
    • My Employees > Employee HR Maintenance > Benefits > Change Request Detail
  • Within the Benefit Plans screen under My Employees > Employee HR Maintenance > Benefits.

 

When EOI is overridden, the user will be presented with an Override EOI pop-up window where a Reason will be required. The user must also enter their password. If these fields are not populated, Error messages will display to prompt the user to complete the required fields.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

EOI Column and Download Document Button Added to Reports

WFR-4050: When an employee submits an Evidence Of Insurability document through a Benefits Change Request, or when an EOI document has been manually uploaded to the employee’s Benefit Plan, managers and administrators will now be able to easily identify and download the document.

NOTE: The ability to download documents must be set in the Tools & Documents section of the ESS tab of the user’s security profile by enabling the Download Documents setting. If this setting is not enabled, the EOI columns will not display.

Within the Benefit Plans report under My Employees > Employee HR Maintenance > Benefits > Benefit Plans, an EOI column will display by default. If an EOI document has been manually uploaded to an employee’s Benefit Plan, a Download File button will display in the column and can be clicked to download the document.

Within the Change Requests Detail report, under My Employees > Employee HR Maintenance > Benefits > Change Requests Detail, a Download File button will become available and display when employees have submitted an EOI document when performing a Change Request for Benefits. This button does not have to be added to the report. It will display automatically when an EOI document is submitted and approved.

NOTE: The button name is Button: Download Evidence Of Insurability. If this functionality is not desired, it can be removed via the Select Columns link.

 EOI Override Functionality

WFR-46473: Users who are specified appropriately in the By drop-down, System Administrators, and users with Full Access security permissions can override the Evidence Of Insurability (EOI) requirements on any Benefit Plans with the Units May Be Overwritten By option enabled in the Evidence Of Insurability section.

NOTE: If the Units May Be Overwritten By option is unchecked, a message will display alerting the user that By unchecking the option to override EOI on this plan, you could be affecting the coverage and/or deduction amounts for plans already assigned to employees.

Through the process of approving the enrollment, users with the appropriate access can Override EOI, which functions much like if the employee added in the EOI. Users with the appropriate access can also Override EOI from within the Employee Benefit Plans under My Employees > Employee HR Maintenance > Benefits > Benefit Plans.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

Form Questionnaires: Is List or Is Knockout Selections

WFR-61137: For a Question within a Form Questionnaire under Company Settings > HR Setup > Form Questionnaires, users can enable either the Is Knockout option or the Is List option, but not both.
If a user chooses to enable Is Knockout, then the Is List option cannot be selected. Since the user has marked the question as a Knockout, the user must utilize the Answer Widget to create answer options.
If a user chooses to enable Is List, then the Is Knockout option cannot be selected. Since the Is List option overrides any question as a drop-down list question, the behavior is retained even for multiple choice questions.

HR Actions: Allow Employees to View/Update Personal Training/Certifications

WFR-48529: HR Actions now include Training/Certifications as an action item. This new item can be used within My Information Action Request and My Employee Action Request HR Actions to update personal Training and Certifications.

 

Imports

The following enhancements have been completed for Imports and are described below.

 

New Benefit Plan Premiums Import Menu Option Added

WFR-60062 & WFR-60063: A new import option has been added which will allow the importing of multiple Benefit Plans and Premiums from one Excel import template. The new option is named Benefit Plan Premiums and is located under Company Settings > Imports > HR > Benefit Plan > Benefit Plan Premiums. This import can be used to update existing and/or add new Coverage Levels within existing Benefit Plans.

Imports: Benefit Plan Feature Import

WFR-36533: A new import template, Benefit Plan Feature, is now available under Company Settings > Imports > Overview in the HR Category. This new import will allow users to update the features on the coverages of existing Benefit Plans. This import will not create any new Benefit Plans/Coverage/Levels; it will only populate the Features of Coverage Levels in existing Benefit Plans.

 

Marketplace

The following enhancements have been completed for Marketplace features and are listed below.

 

Marketplace: WOTC Integration with TCC Configuration Instructions

WFR-60162: The WOTC Integration with TCC Configuration Instructions have been updated with additional steps.

Users must enable Address Is Required, Social Security Is Required, and Social Security Is Unique under Company Settings > Global Setup > Company Setup to successfully complete the configuration of the WOTC Marketplace Product. If these items are not configured correctly, users will receive error messages when trying to configure the WOTC feature.

 

Performance Management

The following enhancements have been completed for Performance Management and are listed below.

 

Performance Reviews: Custom Name and Description

WFR-5911: Users can now define a Custom Name and Description for Performance Review Competencies, Core Values, and Goals under Company Settings > HR Setup > Performance Review > Custom Name/Description or using the pencil icon from within a Performance Review Profile under Company Settings > HR Setup > Performance Review > Review Profiles.

Users with View/Edit permissions on the Custom Name/Description item in the Performance section on the HR tab of their assigned security profile can add/edit the Custom Name and Description. All other users without this option enabled can only View the Custom Name and Description without the ability to Edit.

The Custom Name and Description are available on the Main and Configuration tabs of a Performance Review Profile, as well as on the Info tab of a Performance Review. The Custom Name and Description also display in the Performance Review PDF file as Name of the section/Custom Name: Description.

Performance Reviews: Instruction Tabs for Employee and Manager

WFR-57196: The Instructions widget within Performance Review Profiles will now provide separate instruction areas for employee and manager instructions. The Instructions section has been renamed to Employee Instructions and a new Manager Instructions section has been added. Two new security settings are available which will allow visibility to Manager Instructions; one setting for configuration within Performance Review Profiles, and another to allow employees visibility to Manager Instructions within Performance Reviews. 

If manager or employee instructions should not be shown to a certain audience, this can be set within the Performance Review Profile in the Tabs Configuration widget by setting the Instructions tab to hide instructions from Reviewees, Reviewers, or both. Checking both settings will hide instructions for all users.

 

Configuration Security Setting

A new View Manager Instructions security setting has been added to the Review Profiles security setting, located in the Performance section of the HR tab. Checking this setting will allow users the ability to view the Manager Instructions tab area of a Performance Review Profile during configuration of the profile.

Employee Security Setting

A new View Manager Instructions security setting has been added to the Performance Reviews security setting, located in the Employee section of the HR tab. Checking this setting will allow employees the ability to view the Manager Instructions within their Performance Review under My Account > My Performance Reviews.

  • System Admin users can view Employee and Manager Instructions in the Performance Review Profile and in Performance Reviews.
  • If the View Manager Instructions are not enabled, users who are designated as both an Employee and a Manager will be allowed to view Employee Instructions by default within the Performance Review Profile and Performance Review.
  • If the View Manager Instructions are enabled, users will be allowed to see both Employee and Manager Instructions in the Performance Review Profile; and view only Manager Instructions in the Performance Review.

Performance Reviews: Finalizing New Option Added

WFR-57193: In the December 2017 system release, finalizers were given the ability to override the final score. An issue was resolved so that only the final score is affected. Previously, the final average was also affected.

In addition, a new option, Use Calculated, is now available to reviewers who have permission to override the ratings in the final score. This will use the system-calculated ratings instead of overridden or manually specified scores.

Performance Reviews: Order of Tabs Option on Performance Reviews

WFR-53010: Users can now change the order of the tabs in Performance Reviews under Company Settings > HR Setup > Performance Review > Review Profiles using the new Tab Order options in the Tabs Configuration widget. Editable fields will display for already existing Tabs with their default values. If a user enters an invalid order for the tabs, such as 1, 2, 3, 4, 6, an error message appears while saving the profile that reads Incorrect order. ‘Tabs Configuration’ was not updated. The Tab Order will be corrected automatically.

NOTE: All reviews with a Scheduled or In Progress status are impacted by the updated Tab Order in the Performance Review Profile. Finalized and Skipped reviews are not affected by changes to the Tab Order in the profile, and they will retain the order the tabs were in when the reviews were skipped/finalized. Reviews that are unfinalized or unskipped will be updated to the new Tab Order.

 

Position Management

The following enhancements have been completed for Position Management functionality and are listed below.

 

Basic Validations for Assign Employee to a Position and Edit Assignment

WFR-52156: The same validations that apply to assigning an Employee to a Position using the Assign Employee option from the Positions screen under Company Settings > HR Setup > Positions also now apply when assigning an Employee to a Position in the Assignments to Positions widget under My Employees > Employee Information.

Validation on Job for Scheduler and Work Schedule Profiles

WFR-56710: The system now restricts users from selecting both Scheduler and Work Schedule Profiles within Job defaults under Company Settings > HR Setup > Jobs. Employees can only be scheduled in one module and not both at the same time.

Validation on Position for Scheduler and Work Schedule Profiles

WFR-56712: The system now restricts users from selecting both Scheduler and Work Schedule Profiles within Position defaults under Company Settings > HR Setup > Positions. Employees can only be scheduled in one module and not both at the same time.

Validation Error for Duplicate Position Assignments

WFR-52286: Users now receive an error message when attempting to create a duplicate Position assignment for the same employee and the same Date Range within a position under Company Settings > HR Setup > Positions.

WFR-52970: The same error displays when attempting to create a duplicate Position assignment for the same employee and the same Date Range under My Employees > Employee Information > Edit Employee, in the Assignments to Positions widget.

WFR-53720: If users try to create a duplicate Position assignment for the same employee, same Position, and the same Date Range using the Employee Position Assignments import, the following validation error message displays: The assignment entered is a duplicate of an existing assignment for this employee. No updates were performed. Please adjust accordingly and import again.

Primary Assignment Validation for Assign Employee to a Position and Edit Assignment

WFR-52969: As occurs when a Position is either being first assigned to an employee or an existing Position assignment is being edited from the Position screen under Company Settings > HR Setup > Positions, any such updates to Positions from the Edit Employee screen under My Employees > Employee Information will also now cause the following validations to be performed when the Is Primary Assignment checkbox is checked.

If another Primary Assignment exists during the same timeframe where the Start Date of the existing assignment falls after the Start Date of the assignment being saved, the following error message will generate: Assignment Start Date cannot be less than Position Effective From Date. This employee currently has another Position marked as primary during this timeframe. An employee can only have one Primary Assignment on a given date. The Primary Assignment overlap begins on <Date>. Could not save. Some information entered was not correct. Please fix all errors and try again.

The existing Primary Assignment should be adjusted before a new Primary Assignment can be saved.

If another Primary Assignment exists during the same timeframe where the Start Date of the existing assignment falls prior the Start Date of the assignment being saved, the following warning will generate: This employee currently has another Position marked as primary during this timeframe. An employee can only have one Primary Assignment on a given date. If you proceed, the existing Primary Assignment will be end-dated to the day before this entry. Please note that if this individual should continue in the existing Position, you will need to create a new assignment for this Position that is not marked as primary.

Users will then have the option to select OK to proceed or click Cancel and edit the new entry.

Assign Employee to a Position from Edit Employee

WFR-52150: Users can now add/edit/remove a Position assignment from the Assignments To Positions widget on the Edit Employee screen under My Employees > Employee Information as they can within the Positions under HR Setup > Positions. An Add New button now appears within the Assignments To Positions widget if:

  • The user has Edit access to the employee, or the user has just created the employee as a new hire.
  • The user can assign employees to Positions when the Employee Assignments setting within the assigned Security Profile on the HR tab, in the Position Management section is set to View/Assign Employees to Subordinate Positions.
  • The employee is not terminated.


NOTE: If a user needs to create Position Assignments for terminated employees, this should be done via the Employee Position Assignments import.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

Edit Employee Assignment from Edit Employee

WFR-52161: Users with the appropriate access can now edit a Position Assignment from the Assignments to Positions widget on the Edit Employees screen under My Employees > Employee Information. If the user has access to the employee or has added a new hire, and the user's Security Profile is set to View/Assign Employees to Subordinate Positions in the Employee Assignments drop-down on the HR tab, in the Position Management section, or if the Assign Employees to ANY Positions box is checked in the Security Profile, the user will see an icon in the Assignments To Positions widget for each of the employee's Position Assignments.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

Defaults from Position to Employee when an Employee Assignment is Updated from Edit Employee

WFR-53095: The same ability to edit existing position assignments on the Position screen has been added to the Edit Employee screen under My Employees > Employee Information, including how defaults are applied to employees when a Position is marked as Primary.

If an assignment is edited and the Is Primary Assignment checkbox is checked, and if the current date falls between the Effective Dates of the assignment, all defaults are passed from the Position to the Employee. Any Cost Centers specified on the Assign to Position screen will also be updated on the employee's record.

Defaults from Position to Employee when Employee is Assigned to a Position from Edit Employee

WFR-53094: The ability to Add/Edit/Remove Position Assignments on the Position screen under Company Settings > HR Setup > Positions has been added to the Edit Employee screen under My Employees > Employee Information. This includes how defaults are applied to employees when a Position is marked as Primary.

When the Save button is clicked on the Assign Employee dialogues box, the system validates if all four of the following conditions are met:

  • The Position itself is marked as Active.
  • Today's date is less than or equal to the Start Date of the Assignment.
  • Today's date is greater than or equal to the End Date of the Assignment, or the End Date field is left blank.
  • The Is Primary Assignment checkbox is checked.

If all four of these conditions are not met, no defaults from the Position will be passed to the employee. If all four conditions are met, the following defaults will be passed to the employee:

  • The Job from the Position itself.
  • The Cost Centers from the employee assignment screen.
  • The fields within the Defaults widget on the Position itself, with the following exceptions:
    • The EEO Classification and Pay Type values are driven from the Job assigned to the Position.
    • There is a special logic for the Pay Period and Retirement Plan Profiles in a Multi-EIN environment. The system will check if the employee's EIN is valid for the profile selected on the Position.

Group Permissions on Assign Employee from Edit Employee

WFR-52971: Security Groups will be automatically updated based on Position Assignments, and any updates will be made for active positions where assignments are active today.

When an Employee is assigned to a Position, he/she will automatically gain access to the people assigned to any Subordinate Positions of their Position. The Employee will see all employees in the Subordinate Positions through the bottom of the Position Hierarchy Tree. This applies to both Direct and Indirect Subordinates.

When an Employee is assigned to a Position, people who are assigned to upper level Positions will automatically gain access to the assigned Employee. The access to the assigned Employee is given through to the top of the Position Hierarchy Tree.

Separate Security Groups will be created for Direct Subordinates (Position Based - Direct Reporting) and Indirect Subordinates (Position Based - Indirect Reporting). The access each Position has regarding the Subordinate Positions will be determined by what is set within the Permissions section of the Position set up screen under Company Settings > HR Setup > Positions. The View Account Information will be checked by default for both Direct and Indirect Permission groups.

If no one is assigned to any Subordinate Position(s), that Security Group will no longer show in the listing.

Budget Validations for Assign/Edit Employee Position Assignment from Edit Employee

WFR-52163: The same budget related validations for Position Assignments that occur when a user is assigning an employee to a Position from HR > Positions will also now occur on the Edit Employee screen under My Employees > Employee Information.

Validation Message for More Than One Assigned FTE

WFR-52968: When an employee has been assigned a position containing an Assigned FTE entry and another position containing an Assigned FTE entry is added for the same time range, a Warning message will display to inform the user if the new employee assignment exceeds 1 FTE for the date range. This will occur when assigning new positions within the Assignments To Positions widget on the Edit Employee page under My Employees > Employee Information. The message will also display when editing an existing assigned position and adding a value to the Assigned FTE field.

Validation for Imported Assignments on Terminate Employees

WFR-57627: When importing employee position assignments under Company Settings > Imports > HR > Position Management > Employee Position Assignments, validation will now occur in the following ways:

Validation will occur when the assignment Start Date is greater than the employee’s Termination Date. The following message will display:

  • "The assignment start date cannot be greater than the employee term date. No updates were performed. Please adjust accordingly and import again."

Validation will occur when the assignment End Date is greater than the employee’s Termination Date. The following message will display:

  • "The assignment end date cannot be greater than the employee term date. No updates were performed. Please adjust accordingly and import again."

Validation will occur when the assignment End Date is blank, and the employee has a Termination Date on file. The following message will display:

  • "The employee is currently showing as terminated during this timeframe. The imported assignment has been adjusted to be end-dated to the termination date. Please review and adjust the assignment via the Position or Edit Employee screen if any corrections are needed." 

Validation will occur when the assignment End and Start Dates are greater than the employee’s Termination Date. The following message will display:

  • "The assignment start date cannot be greater than the employee term date. No updates were performed. Please adjust accordingly and import again." 

Validation will occur when an employee is terminated consecutively, and the assignment Start Date is greater than the employee’s Termination Date. The following message will display:

  • "The assignment start date cannot be greater than the employee term date. No updates were performed. Please adjust accordingly and import again."

Validation will occur when an employee is terminated consecutively, and the assignment End Date is greater than the employee’s Terminate Date. The following message will display:

  • "The assignment end date cannot be greater than the employee term date. No updates were performed. Please adjust accordingly and import again." 

Validation will occur when an employee is terminated consecutively, and the assignment End Date is blank. The following message will display:

  • "The employee is currently showing as terminated during this timeframe. The imported assignment has been adjusted to be end-dated to the termination date. Please review and adjust the assignment via the Position or Edit Employee screen if any corrections are needed."

Other Positions Report Converted to Other Assignments

WFR-52351: The Other Positions Of Employee report in the Assign Employee or View Employee Assignment pop-ups under Company Settings > HR Setup > Positions has been updated and is now entitled Other Assignments of Employee. This report has been updated and the filtering logic removed so that it now displays all other existing assignments for the selected employee, regardless of the Position from the assignment.

Deleting Assignments for Employees in Assignments To Positions Widget

WFR-52162: Users will now be allowed to delete employee assignments from the Assignments To Positions widget within the employee’s account in Employee Information. When clicking delete, a confirmation pop-up will display. For the delete option to be available to users, the following conditions must be met. If at least one of these requirements are not met, the delete option will not be available:

  • User has security rights to edit account information for existing employees. This setting is the Employee Information (Edit Screen) setting and is set under the HR tab of the security profile, in the Employee
    • An alternate requirement for editing rights to an employee account is if the employee is a new hire created by the user through My Employees > Employee Maintenance > Hire, or was hired through the Recruitment module
  • The user must have security rights to View/Assign Employees to Subordinate Positions under the Employee Assignments drop-down setting in the security profile. This setting is located under the HR tab of the security profile, in the Position Management
  • The Assign Employees to ANY Position security setting is checked in the user’s security profile, which is located next to the Employee Assignments drop-down setting in the security profile within the Position Management section of the HR
    • Or, optionally, the position from the Employee assignment is a Subordinate one to any of the positions, to which logged user is assigned. Subordinates are considered through the bottom of the position hierarchy tree.

Jobs Import Template Behavior to Support Position Management

WFR-48161, WFR-56150, WFR-53819: The Jobs import template, located in the HR category under Company Settings > Imports > Overview, has been updated to support and validate the new fields added to the Job screen in the previous release (December 2017). Examples include the First Screen, profiles and Worker Types. In all, 73 fields have been added, none of which have been marked as required. Please refer to rows 30 - 102 on the Instructions tab of the import template for further information.

Both the Import and Test functions perform validations as before, and any warnings will result in that field not being updated, while any errors will cause the entire import to fail. There are new warnings for the new default fields like the existing warnings, and any invalid value entered for a profile field will cause an error to be generated. If an import fails, users should update the data causing the error, which will be specified in the error message, and then re-import.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

WFR-56152: When importing the Allow Override At Employee Level flags such as First Screen Override, Benefit Profile Override, Accruals Profile Override, etc. using the Jobs import, if the Override field is set to Y, the checkbox will be checked on the appropriate Job. If the field is set to N, the checkbox will be unchecked on the appropriate Job. If the field is left blank on the import and a new Job is being created, the following occur:

  • All Default Profiles will be set to have the Allow Override At Employee Level checkbox checked.
  • The EEO Classification and Pay Type override checkboxes will be set to unchecked.
  • If Position Management functionality is NOT enabled for the company, then the Standard Work Day, Employee Type, Union, Pay Grade, First Screen, Worker Type fields will have the Allow Override At Employee Level All remaining defaults will have the checkbox checked.
  • If Position Management functionality is enabled for the company, all remaining defaults will have the checkbox checked.

 If the value entered for the Allow Override At Employee Level checkbox is invalid, the system will consider this column as blank and behave as above. In addition, if there is a value entered for the Allow Override At Employee Level checkbox for a profile which is not supported for the company, the system will consider this column as blank and behave as above.

 WFR-53820: If any of the following defaults are updated via the Jobs import template, the defaults to the assigned Employees will work the same as though these were updated on the Job screen itself. The defaults include:

  • All the Profiles
  • Standard Work Day
  • Employee Type
  • EEO Classification
  • Union
  • Pay Grade
  • Pay Type
  • First Screen
  • Worker Type 

If a new value is imported for one of these fields, all employees with this Job as their Default Job will be updated. This does not include blank values or if the imported value is the same as what already appears on the Job itself. Both scenarios will result in no updates, and no employees will be updated. 

The only field that can be set to blank via import is Standard Work Day, which can be set to 0.00. If the import shows 0.00 and the Allow Override At Employee Level checkbox is checked, the assigned employees will not be updated. If the checkbox is unchecked, all assigned employees will have this field updated to 0.00.

If the company is Multi-EIN, the system verify that the employee’s EIN is supported before making any changes to the Pay Period and Retirement Plan profiles.

NOTE: When Position Management is enabled, only updates to the EEO Classification and Pay Type fields via the Job import template may be applied to employees. All other default values will be assigned based the currently assigned Primary Position for each employee.

 NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

Jobs Import Behavior - Validations for Scheduler and Work Schedule Profiles

WFR-58927: The system now restricts importing both Scheduler and Work Schedule Profiles for a single Job. Employees can be scheduled through one module or the other, but not both at the same time.

Errors will generate in the following scenarios:

  • If an import includes both Scheduler and Work Schedule Profiles for the same Job.
  • If a Scheduler Profile is imported for an existing Job where a Work Schedule Profile is already set.
  • If a Work Schedule Profile is imported for an existing Job where a Scheduler Profile is already set.

 The Jobs import template has been updated to recognize if the TLM module and/or Scheduler module have been turned off since a Job's defaults were entered.

  • If the TLM module has been turned off, and the Jobs import includes a Scheduler Profile, the Scheduler Profile will be updated on the Job and the Work Schedule Profile will be cleared.
  • If the Scheduler module has been turned off and the Jobs import includes a Work Schedule Profile, the Work Schedule Profile will be updated on the Job and the Scheduler Profile will be cleared.

Default Settings: Allow Override Set to Yes as the Default for New Jobs

WFR-54078: After Position Management is turned on, and a new Job is created under Company Settings > HR Setup > Jobs, the Allow Override At Employee Level checkboxes will be checked by default for the following fields:

  • Standard Work Day
  • Employee Type
  • Union
  • Pay Grade
  • First Screen
  • Worker Type 

This will ensure that if Position Management is subsequently turned off, these fields will not be inadvertently updated based on the values set on the Job. 

Employee Mass Edit Behavior for Positions When Adding Jobs

WFR-48156: When updating multiple employees via My Employees > Mass Edit some changes have been made to how values are pre-populated on this screen and how fields are enabled/disabled based on the new Job default fields/logic and Position default fields/logic.

When Position Management is not turned on in a company:

When a Default Job is selected on the Mass Edit screen, the defaults that appear on this Job will be pre-populated.  The Job defaults refers to the fields with checkboxes for Allow Override At Employee Level within the Job widget and the entire Defaults widget on Company Settings > HR Setup > Jobs accessed when a Job is opened.

Whether a field/profile is enabled or disabled/greyed out will be determined by the system as it looks to the corresponding field/profile on that Job to see whether the Allow Override At Employee Level box is checked or not.  If it is checked, the field/profile on the Mass Edit page will be enabled or able to be edited; if it is not checked, the field/profile will be disabled or greyed out and the Clear checkbox will disappear.

 If the selected Default Job is cleared/deleted from the Mass Edit screen, all fields will be enabled or able to be edited and any Clear checkboxes that were hidden will reappear. 

When Position Management is turned on in a company:

Only the Default Job and Pay Type fields can be changed via Mass Edit.  If the employee has a currently active primary position, then the Default Job will not be updated for that employee (as the Default Job will be tied to the employee’s currently active primary position).

 Whether the Pay Type field is enabled or disabled/greyed out will be determined by the system as it looks to the Job to see whether the Allow Override At Employee Level box is checked or not.  If it is checked, the Pay Type field on the Mass Edit page will be enabled or able to be edited; if it is not checked, the Pay Type field will be disabled or greyed out and the Clear checkbox will disappear. 

If the selected Default Job is cleared/deleted from the Mass Edit screen, the Pay Type field will be enabled or able to be edited and the Clear checkbox that might have been hidden will reappear. 

WFR-52610: When updating multiple employees via My Employees > Mass Edit some changes have been made to how defaults are applied to employees based on the new Job default fields/logic and Position default fields/logic.

  • In terms of Job defaults fields, this ticket refers to the fields with checkboxes for Allow Override At Employee Level within the Job widget and the entire Defaults widget on Company Settings > HR Setup > Jobs accessed when a Job is opened.
  • In terms of Position default fields, this ticket refers to the fields with checkboxes for Allow Override At Employee Level within the Defaults widget on Company Settings > Positions when a Position is opened.
  • In terms of Mass Edit, each employee will be looked at individually when making the changes.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

Group Permissions on Remove Employee Assignment from Edit Employee

WFR-52995: As occurs with updates to Position Assignments from the Position screen under Company Settings > HR Setup > Positions, Security Groups will also be updated when changes are made to Position Assignments from the Edit Employee screen under My Employees > Employee Information.

When an Employee's assignment to a Position has been removed, that Employee will no longer see the employees in Subordinate Positions. For example, Joe is in Position A, which reports to Position B where Brenda is assigned. When Brenda moves out of Position B, Joe (and anyone else assigned to Position A) will be removed from her Security Group. This occurs with both Direct and Indirect reporting relationships. 

When an Employee's assignment to a Position has been removed, that Employee will no longer appear in the Security Groups for anyone assigned to Reports-To Positions listed for that Position. For example, Joe is in Position A, which reports to Position B where Brenda is assigned. When Joe moves out of Position A, Joe will be removed from Brenda's Security Group, as well as the Security Group for anyone in a Position that Brenda's Position currently reports to. This occurs with both Direct and Indirect reporting relationships. 

Viewing Assignment History in Employee Accounts

WFR-53143: Users are now able to track and view respective Position Assignment row history by selecting View Assignment History from the Assignments To Positions widget on the Edit Employee page under My Employees > Employee Information.

Users can view the Date/Time the data was modified and by whom for the respective assignment, as well as additional assignment data within the Assignment History data such as the Start Date, End Date, Total Position Comp, Assigned FTE.

HR Actions Behavior When Position Management Enabled

WFR-51370: Updates have been made to the Warning Message that is displayed when editing the settings for HR Action Items when Position Management is turned on in a company, and when it isn’t. The warning message Ability to edit fields which are tied to jobs may be restricted by the Job settings that appears when a default field is updated via HR Actions will now also appear whenever an HR Action updates one of the newly added Default Profiles to the Job screen.

HR Actions Warning Message with Position Management OFF

The following warning message, "Ability to edit fields which are tied to jobs may be restricted by the Job settings" is displayed in Settings for all the following Action Items within the HR Action:

  • Standard Work Day
  • Employee Type
  • EEO Classification
  • Union
  • Pay Grade
  • Pay Type 

As Profiles are added to the Job page, and the Profiles can be changed via the HR Action, the same warning will be added for all the HR Action Items, which are related to Profiles. The list of these Action Items is:

  • Access Profile
  • Accruals Profile
  • Benefit Profile
  • Competency Profile
  • Holiday Table
  • Labor Distribution Profile
  • Pay Calculations
  • Pay Period Profile
  • Pay Prep Profile
  • Performance Review Profile
  • Points Profile
  • PST Population Profile
  • Retirement Plan
  • Security Profile
  • Time Off Planning Profile
  • Timesheet Profile
  • TS Auto Population Policy
  • Training Profile
  • Workday Breakdown Template
  • Work Schedule Profile
  • Working Time Regulations 

HR Actions Warning Message with Position Management ON

The following NEW warning message, "Ability to edit fields which are tied to Positions may be restricted by the Position settings" will be displayed in Settings for the following Action Items within the HR Action:

  • Standard Work Day
  • Employee Type
  • Union
  • Pay Grade
  • All the Profiles
  • Default Job
  • Default Cost Center 1 - Default Cost Center 9
  • Default Shift Premium
  • Standard Work Day
  • Employee Type
  • Union
  • Pay Grade
  • All the Profiles

 Exceptions: The HR Action Items shown below will display the following warning message, "Ability to edit fields which are tied to jobs may be restricted by the Job settings" will be displayed in Settings for the following Action Items within the HR Action:

  • EEO Classification
  • Pay Type 

NOTE: When Position Management is enabled, the warning above will only be shown when there is an update to either the EEO Classification or Pay Type. All other updates to the existing default fields and/or the new Default Profiles will now generate the warning Ability to edit fields which are tied to Positions may be restricted by the Position settings.

HR Actions Behavior: Passing Job and Position Dependent Values to Employees

WFR-51373: When a Job is created or updated for existing employees via an HR Action with an HR Action Sub Type of Regular, Re-Hire, or Termination, any defaults/profiles for the Job with the Allow Override At Employee Level checkbox unchecked will be passed to the employee. 

For new hires, when a Job is assigned via an HR Action with an HR Action Sub Type of Hire, the defaults/profiles will be applied based on the following: 

  • If a value has been assigned, it will be passed to the new Employee.
  • If a default/profile is blank, the system will look to the Allow Override At Employee Level
    • If the Allow Override At Employee Level checkbox is checked, nothing will change based on the Job default/profile, and the default from the Company or EIN level will remain.
    • If the Allow Override At Employee Level checkbox is not checked, the default/profile will be set to blank for the new Employee. 

As always, this logic could be adjusted for the Pay Period and Retirement Plan in a Multi-EIN environment, as the system will check to see if the default/profile specified is valid for the employee's EIN. 

NOTE: This is how defaults are applied to the employee whether the Default Job field is specifically present in the HR Action, or if the Job is not present but is specified on the selected Job Application. 

If an HR Action includes both the Default Job and another action item(s) which is dependent on the Job, both the Job and the other values which were set on the HR Action will be passed to the employee. 

if an HR Action does not include the Default Job but includes another action item(s) which is dependent on the Job, the system will first check to see if the Employee already has a Default Job assigned. The action item(s) dependent on the Job will then be applied to the employee based on the Allow Override At Employee Level checkboxes on the employee's Default Job. If the box is checked, the new value will be applied to the employee; if the box is not checked, the new value will not be applied to the employee.

When the Position Management functionality is enabled, the active Primary Assignment will drive whether a value is updated or not. If the employee does not have an active Primary Assignment to a Position, all the defaults will be applied as above. If the employee does have an active Primary Assignment to a Position, the system will look to the Position before updating both the Default Job and any defaults/profiles included in the HR Action. The following actions will occur:

  • If the HR Action contains a Default Job, it will not be applied to the employee (as the Default Job will be that which is attached to the active Primary Assignment Position).
  • If the HR Action contains a value for another field which appears on the Position screen, whether or not it is applied to the employee will depend on the Allow Override At Employee Level
    • If the Allow Override At Employee Level box is checked, the value from the HR Action will be applied to the employee.
    • If the Allow Override At Employee Level checkbox is not checked, the value from the HR Action will not be applied to the employee. 

The only fields which will still look to the Default Job before applying changes will be EEO Classification and Pay Type, as these appear for reference only on the Positions themselves.

HR Actions Behavior - Open HR Action Request

WFR-51371: When any type of HR Action is opened for an employee, the system verifies whether the Allow Override At Employee Level checkbox is checked or unchecked when determining if fields should be enabled (able to be edited) or disabled ("greyed out"). The following occurs:

  • If the Allow Override At Employee Level checkbox is checked, the field will be enabled.
  • If the Allow Override At Employee Level checkbox is unchecked, the field will be disabled.

 This behavior was in place prior to the new defaults/profiles being added to the Job and Position, and this will now also apply to the new defaults/profiles, whether the Default Job is specifically included in the HR Action or not.

When an Applicant is selected and a Job Application is selected:

  • In a Multi-EIN company, the EIN will now become disabled ("greyed out"). The EIN will be determined by what is set on the Job Application.
  • If the HR Action for Hire includes the Default Job field, this will be pre-populated with the Default Job from the Job Application, and the user will not be able to update it. 

When an HR Action is launched for an applicant where a Job Application is selected, if the HR Action contains other item(s) which are dependent on the Job, then:

  • If this field is populated on the Job selected on the Job Requisition, the assigned value will populate on the HR Action request.
  • If this field is blank on the Applicant's Job Requisition, the system will look to the Job itself and the Allow Override At Employee Level
    • If this field is blank on the Job and the checkbox is checked, the field on the HR Action will not update as blank, the Company/EIN level defaults will remain, and the field will remain enabled.
    • If this field is blank on the Job and the checkbox is unchecked, the field on the HR Action will update to blank, and the field will become disabled.

As always, in a Multi-EIN environment when the Pay Period or Retirement Plan values are considered, the system will check to make sure the selected value is valid for the employee's EIN. 

When Position Management is enabled, the system will verify if the employee has an active Primary Assignment when determining which fields should be enabled/disabled, and how the fields should be pre-populated. The only exceptions are the EEO Classification and Pay Type fields, which remain with the Default Job. 

NOTE: Previously, disabled fields could be edited after a validation/error prevented the initial Save, and additional fields appeared on the HR Action with an HR Action Sub Type of Hire when the screen refreshed. These behaviors are corrected with this enhancement.

HR Actions Behavior - Change/Clear Job on HR Action Request

WFR-51372: When an HR Action is launched for an Employee or an Applicant where the Default Job is included in the HR Action, once a Default Job is selected, the following will occur:

  • All the fields on the HR Action screen will be populated with the defaults/profiles which have been assigned values (i.e. are not blank) on the selected Job.
  • These fields will be either enabled or disabled based on the Allow Override At Employee Level checkbox on the selected Job.

As always, in a Multi-EIN environment, the values selected for Pay Period and Retirement Plan will be verified against the Employee/Applicant's selected EIN. 

If the Default Job is cleared on the HR Action, all the fields which were disabled because the accompanying Allow Override At Employee Level checkbox was unchecked will become enabled again.

This behavior will occur both when Position Management is enabled and when it is not.

HR Actions Behavior - Select Cost Center

WFR-48151: With the changes made to the Job screen regarding the new default fields and Default Profiles and how they are applied to an employee, additional changes have been made to HR Actions when a Cost Center is changed. 

When a Cost Center is changed for an employee, a pop-up displays showing all defaults set at the new Cost Center level and asking the user to select which to apply to the employee. This pop-up will still be presented with the following changes to how it behaves:

  • When a field/profile is selected on the Cost Center pop-up, the system will check that corresponding field/profile on the Job screen.
    • If the corresponding field/profile has the Allow Override At Employee Level box checked, the value selected on the Cost Center pop-up will update on the employee record.
    • If the corresponding field/profile has the Allow Override At Employee Level box unchecked, the value selected on the Cost Center pop-up will not be applied to the employee's record. 

If Position Management has been enabled for the company, the Allow Override at Employee Level checkboxes will be considered, as well as whether the employee has an active assigned Primary Position. When the HR Action Type is Regular, Re-Hire, or Termination, and a default/profile is changed on the Cost Center pop-up, the following occurs:

  • If the corresponding field/profile has the Allow Override At Employee Level box checked on the employee's Primary Position, the value selected on the Cost Center pop-up will update on the employee record. This will also be the case if the employee does not have a Primary Position assigned.
  • If the corresponding field/profile has the Allow Override At Employee Level box unchecked on the employee's Primary Position, the value selected on the Cost Center pop-up will not be applied to the employee's record.

When the HR Action Type is Hire, because Positions are not yet able to be included in the Hire Action, the following will occur:

  • The defaults selected at the Cost Center level will automatically be applied to the employee.

NOTE: The only exception is for the Pay Type field, which will consider the Allow Override At Employee Level checkbox. If the box is checked, the Pay Type selected on the Cost Center will update the employee record; if the box is unchecked, the Cost Center will not update.

Hire Process Support for Company/EIN-Level Defaults

WFR-60907: With the recent addition of more default fields and Default Profiles to the Job screen, when a Job is selected for a new employee, the default fields and Default Profiles are now populated as explained below when processing a new hire under My Employees > Employee Maintenance > Hire.

  • If a value is specified on the Job, the Hire screen will populate with this value.
  • If no value is specified on the Job (i.e. the field or profile is blank), the system will verify if the Allow Override At Employee Level check box is enabled.
    • If Allow Override At Employee Level is unchecked, the field/profile should be blank for this particular Job and the corresponding field/profile on the Hire screen will be blank.
    • If Allow Override At Employee Level is checked, the corresponding field/profile will not be updated based on the Job, and will therefore retain the value that has been set at the Company/EIN level.

These validations are made for both the default fields and Default Profiles which appear on the Hire page as well as for those defaults fields and Default Profiles which do not appear on the Hire Page.

NOTE: If Position Management is enabled at the Company Level, the Allow Override At Employee Level checkboxes on the Job will only be considered for the EEO Classification and Pay Type fields. In a Multi-EIN environment, the system performs additional checks for the Pay Period and Retirement Plan values to ensure that the default values are valid for the EIN the employee is being hired into.

 WFR-61013: The validations described above also apply when a Job is selected for a new employee during the hiring process under Recruitment > Applicants > View Applicant > Hire This Applicant.

Group Permissions on Changing Assignment Effective Dates on Edit Employee or Positions

WFR-52993: When users change the Start Date or End Date for Employee Assignments to an Active position, for the assignments with an Effective As Of date of today, the following apply:

  • The assigned Employee will have access to employees in Subordinate Positions.
  • Employees from higher level Positions will have access to the assigned Employee.

For assignments with an Effective As Of date NOT effective as of today, the following apply:

  • The assigned Employee will NOT have access to employees from Subordinate Positions.
  • Employees from higher level Positions will NOT have access to the assigned Employee.

NOTE: The behavior will be the same from both My Employees > Employee Information > Assignments to Positions and Company Settings > HR Setup > Positions

Validation for Security Access for Reports

WFR-57628: If the Employee Assignments drop-down is showing as blank on a Security Profile under Company Settings > Profiles/Policies > Security, on the HR tab, in the Position Management section, the checkbox for the Employees Missing Primary Position report will be disabled/greyed out on the Reports tab, in the Position Management Reports section.

In addition, if the Positions drop-down is showing as blank on a Security Profile under Company Settings > Profiles/Policies > Security, on the HR tab, in the Position Management section, the checkboxes for the following Reports will be disabled/greyed out on the Reports tab, in the Position Management Reports section:

 Position Headcount Detail

  • Exceptions for Reports-To Position
  • Position Headcount Summary

Recruitment: Applicant Portal

The Applicant Portal has been completely redesigned, allowing Applicants to tab through the flow from completing the Applicant Profile into the Apply for Job process more intuitively. The Job Search page has also been updated to match the theme of the new Mobile App.

The flow from completing the Applicant Profile into the Apply for Job process has been enhanced. A new feature, Job Listing, has been added to the Applicant Portal.

NOTE: The updated Applicant Portal and new features will be available when accessing the portal via a desktop, tablet, or mobile device.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

Recruitment: Applicant Salary Information

WFR-57110: A new option, Hide Salary Information, is now available under Recruitment > Configuration > Configuration, on the Main tab, in the Applicant Policies section. This option can be used to prevent visibility to any fields related to salary information, including within the Applicant PDF.

NOTE: Visibility to salary related fields is prevented for both managers and applicants. This update is in conjunction with the HR trend moving towards a ban on queries about salary history for candidates. Per the Society for Human Resource Management (SHRM), “Since 2016, a growing number of cities and states have passed laws banning employers from asking about candidates' previous pay as a potential solution to closing the wage gap between men and women. Those cities and states include New York City, Philadelphia, San Francisco, Delaware, Massachusetts and Oregon, among others.”

Reports: Request ID Column on Change Requests Summary Report

WFR-61420: A new column, Request ID, has been added to the Change Request Summary report under My Employees > Employee HR Maintenance > Benefits > Change Requests Summary. This column can be sorted, filtered, and hidden as expected.

 

Succession Planning

The following enhancements have been completed for Succession Planning functionality and are listed below.

Succession: Mass Add Metrics

WFR-57357: Users can now Mass Add metrics to Succession Profiles under Company Setup > HR Setup > Succession Planning > Succession Profiles, using the Mass Add New Metric option and selecting the plus sign to the right of the metric(s) in the dialogue box. This option will allow users to add as many metrics as needed to the profile at one time.

Updated Messaging When Mass Adding Metrics to Profiles

WFR-57364: Success and Warning messages have been updated when mass adding metrics to Succession Profiles under Company Setup > HR Setup > Succession Planning > Succession Profiles and then clicking the Mass Add New Metric button. The updated messages will give more detail and list the affected profiles.

For example, if a metric is being applied to 4 profiles, and two of those profiles already contain that metric, a Warning message will display and then list the profiles affected. If some of the selected profiles are updated and some are not updated, both Warning and Success messages will display with the details.

Succession Charts: Paging for Employees in Tooltip

WFR-58095, WFR-59986: When more than 10 employees are assigned to the same Succession Profile and included in a Succession Chart, paging is now included in the Tooltip when hovering over the chart from the My Dashboard screen. This allows users to navigate through pages to view all employees, with 10 employees displayed on the first page.

Succession Plans: Employee Perspective Scores

WFR-57360: When the Employee Perspectives functionality is enabled, the Perspective Score is now an expandable section within a Succession Plan under My Employees > Employee HR Maintenance > Succession Planning. Users can view the Perspective Overall Score with the current score value without expanding the section.

Upon expanding the section, users can view the individual Perspective scores as well as update the date range and recalculate the score according to the selected dates by choosing the Apply option. After entering the dates and selecting the Apply button, all Employee Perspective scores are shown with the values effective within the selected date range. 

Metrics Available in Reports via Select Columns Links

WFR-57674: Defined Succession Metrics will now be available as columns to be added to reports under the Select Columns link. These columns are automatically added within the Account Succession Plans widget when editing an individual employee account under My Employees > Employee Information or when viewing an employee’s Succession Plan history widget. When clicking the Gear icon, the Select Columns link will be one of the available options and each metric will display in the Selected Columns list. One or more of the columns can also be removed from the reports.

Moving Configured Charts in Dashboard

WFR-57359 & WFR-59987: Users will now have the ability to move configured charts within the Succession Charts dashboard. The Eye icon is a toggle by which the user can put their view in or out of Editor Mode. By clicking the Eye icon, this will activate Relocate represented by Flag icons within each chart.

When Relocate is active, the charts will react with a gentle rocking motion. The charts can then be moved within the widget by overlaying the chart being moved on top of the chart in the desired location. After releasing the mouse, the dashboard will reconfigure with the new display.

Moving Employees in Talent Matrix Chart

WFR-50556: Users will now be able to move employees within the Talent Matrix Chart. This is supported for all metric types except Performance and Perspective Score. To move an employee, hover your mouse over the number within the desired box and chart until the list of employees displays. Click the desired employee and drag to another box within the same chart.

When configuring Talent Matrix Charts and selecting metrics within the X and Y axis, a message will display indicating if the metric selection is supported for employee movement.

Moving an employee will automatically update their Succession Plan, which can help avoid manual edits to the plans. In the example below, Lucy was originally designated as High Potential-Ready 4+ Years. After moving Lucy to the Medium Potential-Ready 1-3 Years box, her Succession Plan has been updated accordingly.

Moving Configurations and Charts in Succession Charts Widget

WFR-59381: Users can now change where a Chart is located within the Succession Charts widget. This ability is available both within the Succession Charts widget itself and from within the Chart Configuration. Using the Relocate flag, a user can drag/drop a Chart’s placement. This option provides an easier way to manage Succession Chart placement.

Eligibility Filter Added to Succession Profiles

WFR-50546: A new Eligibility filter widget has been added to Succession Profiles under Company Setup > HR Setup > Succession Planning > Succession Profile. This filter contains a Successor filter and a Succession Path filter. This filter will allow potential successors to be pre-filtered based on their specific jobs or skills.
Once the filters are built, they will be in effect for all employees assigned to that Succession Profile. And when defining a Succession Plan for one of these employees and selecting options for the Succession Path or Potential Successor fields, only those employees defined in the profile’s eligibility filters will display as choices.
The Successor and Succession Path filters work the same way, with the same options and will default to All Employees, but will allow custom filtering criteria to be added based on Default Job and/or Skills.

NOTE: For additional details about this functionality, please see the detailed HR Release Notes for February 2018.

WOTC: WOTC Status in Downloaded Applicant Profile PDF

WFR-45407: The WOTC status for Applicants is now included in:

  • The Applicant profile information under Recruitment > Applicants > View Applicant. The status is visible in the Applicant Information widget of the Main
  • The Select list upon choosing Download PDF under Recruitment > Applicants > View Applicant.
  • The Downloaded PDF when selected in the select list.

The WOTC status is only displayed for applicants who are US citizens applying to companies with WOTC enabled. The WOTC status reflects the survey progress:

  • In Progress – the applicant has not completed the survey.
  • Survey Not Initiated – the applicant has not started to complete the survey.
  • Expired – the survey is completed by the applicant but the survey has expired.
  • Completed – the survey has been completed by the applicant.

Payroll Enhancements

The following enhancements have been added to this release.

Ability to Override Rate Multiplier at Company Level

WFR-63491: The Rate Multiplier can now be changed when a new Earning Code is created from the Roll up type of Regular.  This only applies when creating a new Regular Earning; existing codes are unchanged. Earnings codes with overridden rate multipliers can be used in unusual circumstances, for example, to provide a higher rate for holiday earnings.

Autopay: Calculation Override Options on Autopay Schedule

WFR-51444: Users now have the option of overriding the Autopay Schedules when appropriate to prorate earnings for new hires or terminations or to enable automated retro payments for base compensation increase or new hires. Overrides can be enabled Company Settings > Payroll Setup > Autopay Schedules. For more information, please refer to the full, detailed Payroll Release Notes for February, 2018.

Employee Perspectives: Payroll Rules Added

WFR-51295: In the October 2018 release, Employee Perspectives were introduced. This feature enables users to use the data collected in the system to generate a scorecard of employee performance, engagement and/or productivity. In this release, payroll data has been added to the set of metrics that can be used in the calculation of employee scores. Bonuses and changes to pay, deductions or taxes can now be included in the rules added to an Employee Perspective. Rules are added under Company Settings > Profiles/Policies > Employee Perspectives. For complete more information, please refer to the full, detailed Payroll Release Notes for February, 2018.

Bonus Pay Rule

The Bonus Pay rule assigns points based on the amount of a bonus the employee has received since the previous pay period.

Variance Rules

Users can configure the points assigned based on the percentage of change in pay, taxes or deductions. The system compares amounts in the current pay period to amounts in the previous pay period to determine the variance; no other timeframes can be used to calculate the variance amounts. If the amount decreased in the current pay period, the variance will be a negative amount.

Initialization Process Improved

WFR-62942: As part of the continued work to improve payroll processing efficiencies, Kronos has improved the Initialization process. Because of these improvements, the Initiate Payroll step will provide the same experience as the Close and Finalize steps where the progress of Initiate Payroll is displayed with a description of “Initializing” and moving progress dots instead of a progress bar.

Pay Statements: Cost Center Name Field Length for Labor Allocations

WFR-50919: From Company Settings > Global Setup > Company Setup, Payroll tab, Labor Allocation can be enabled for display in pay statements. Users can choose to display the cost center name, abbreviation, external ID and/or payroll. In the past, the display of multiple fields resulted in occasional truncation of the cost center name. To improve readability, the length of the cost center name field is now determined dynamically, based on the number of fields selected for display, resulting in less frequent truncation of the cost center name.

Quick Books: Export Enhancements

WFR-51597: Enhancements have been added to the QuickBooks (IIF) v1 Advanced export.

The Class For Invoice specification now appears in the Export GL section of the Extra Settings widget on the Data Export Page. Within this section, the default description of EE + ER Tax Credits is now set to “Taxes”.

The default naming convention has also been updated. The new naming convention includes the Company Short Name, followed by the Payroll Pay Date in yyyyMMdd format with “QB Import.iif” appended at the end of the file name.

At run time, additional filters can be selected. After clicking the Run Data Export button, the More Filters option is now available on the resulting pop-up. In addition to the designation of payroll and company EINs, new filtering options are available to include or exclude employee check data, vendor check data and to combine or group GL accounts. The new filter options override the default settings configured for the export.

QuickBooks Version 2

A new QuickBooks data export is available under Company Settings > System Data Export. After clicking the New Data Export button, the export can be created by selecting the QuickBooks (IIF) v2 export type. This version of the export includes employee level details with all GL entries on employee checks that can be imported into Quick Books. Detailed information is available in the full Payroll Release Notes for February, 2018.

Reports: New Raw Total Column Added to Labor Distribution Reports

WFR-50783: A new Raw Total column is now included in the Labor Distribution report under My Reports > Payroll > Labor Distribution > Labor Distribution. The existing Amount column displays the sum of Earnings minus EE and ER taxes and deductions. The new Raw Total column display the sum of Earnings, EE and ER Deductions, EE and ER taxes, checks and direct deposits.

Reports: Recap/Funding Report Inclusion of Taxes Paid Directly by Client Prior to Payroll Finalization

WFR-56426: In the December 2017, the ability to view vendor liabilities from the Payroll Recap and Funding report prior to payroll finalization was introduced. Additional enhancements now enable viewing of tax liabilities from the report after payroll is closed, submitted or finalized. Any taxes configured as client responsibility will appear in the Your Remaining Tax Liability section of the report under My Reports > Payroll > Payroll Recap & Funding.

System-Maintained Tax Rates Displayed on Company Tax Code Screen

WFR-52829: Tax rates that are maintained by the system can now be viewed in the Company Taxes report under Company Settings > Payroll Setup > Company Taxes. Only the current taxes are included in the report. A Tax Effective date column replaces the Effective From and Effective To dates that were previously available. To view the system-maintained rates.

System-Maintained Tax Rates Displayed on Company Tax Code Screen

WFR-52829: Tax rates that are maintained by the system can now be viewed in the Company Taxes report under Company Settings > Payroll Setup > Company Taxes. To view the system-maintained rates, new columns must be selected and added to the report.

 

Scheduler Enhancements

The following enhancements have been added to this release.

 

Annualized Hours Limit Override Capability Added

WFR-59082: The Annualized Hours Limit constraints that are defined within Schedule Profiles can be overridden within schedules based on those constraints. To override the constraint, navigate to the schedule or create a new schedule from Scheduler > Schedules, click on the Override Constraints button, then check the Annualized Hours Limit Override item and click the Override button.

Cost Calculation in Summary by Employee Report

WFR-51171: Enhancements to the Summary By Employee report, under My Reports > Scheduler > Staffing, have been added to allow managers to compare schedule costs to their budgets prior to posting schedules. This report enables companies to estimate and budget for schedule cost with just the Scheduler module enabled. For more information, please refer to the full, detailed Scheduler Release Notes for February 2018.

Hour per Patient Day (HPPD) for Long Term Care Facilities (LTC)

WFR-58566: New enhancements in Workload Manager make it easier for Long Term Care facilities to monitor compliance with HPPD state regulations and add shifts as necessary. Using Workload Manager, the system will create the number of shifts required based on day part and volume. In addition, for LTC customers, it can check for compliance by calculating the total number of shift hours for each skill and dividing that by the expected resident count. Users can view census values, total actual HPPD ratios and total variance from HPPD requirements within the schedule and determine if additional shifts need to be added for HPPD compliance.

For full details on support for HPPD compliance, refer to the Workload Manager User Guide.

Scheduled Days Off

Companies using the TLM module with Day Types enabled can designate a shift as a Scheduled Day Off. Scheduling coverage and costs are affected by a designation of Scheduled Day Off.

Scheduled Days Off and Shift Coverage

WFR-61035: Shifts with Scheduled Day Off Day Types are not included in the count of shifts to be considered for coverage. This count is shown with the shift types in the top row of the schedule’s Workload Coverage widget.

Scheduled Days Off and Costs

WFR-59580: For the main scheduling views used by managers, View By Employee or View By Cost Center, columns can be optionally added to summarize costs and hours.

For more information, please refer to the full, detailed Scheduler Release Notes for February 2018.

Roll Call Report

Include All Employees in Roll Call Report Who Have Clocked In

WFR-59776: For companies with both TLM and Scheduler enabled, the Roll Call report, under My Reports > Scheduler > Staffing, will now display employees that have clocked into a shift, even if there is no matching shift available. If an employee has clocked in, but they were never scheduled for a shift, the value in the Attendance column of the report will be “Clocked In (Not Scheduled)” and the Schedule Name column will not be populated.

Added Custom Filter to Roll Call Report

WFR-60340: Custom filters can now be added to the Roll Call report under My Reports > Scheduler > Staffing. The filters restrict the data returned in the report to rows containing specific values or ranges of values related to employees, schedules, punches, paid time off and shifts. Logical operations can be used to combine rules for including data in the report to precisely define the type of data that is returned.

Schedules & Time Off Requests: Multiple Day Request Allowed for Future Dates

WFR-50255: Previously, for companies using the Scheduler module, it was required that Time Offs that Populate Scheduled Days Off was enabled for employees to submit Time Off Requests for multiple days in the future if a posted schedule did not exist. While this functionality was already available for TLM basic scheduling, it will now be supported for Scheduler. Employees and managers will now be able to create and submit Time Off Requests for one or more days in the future, even if Populate Scheduled Off is not enabled and a schedule has not been posted for those future dates.

Weekly Schedule Report

The Weekly Schedule report, under Manage Time > Scheduling > Weekly Schedule has been enhanced with two new features.

Add TLM Schedule Edit Buttons to Weekly Schedule when Scheduler is Enabled

WFR-58954: The buttons used to add, replace or remove schedules and create and edit daily schedules are now available for companies with either just the TLM module or with both TLM and Scheduler modules. However, the buttons can only be used to update schedules for employees who are not assigned to a Scheduler profile.

Display Headcount Values in Weekly Schedule Report

WFR-61686: Companies with the TLM module will now see headcount totals displayed at the bottom of the Weekly Schedule Report under Manage Time > Scheduling > Weekly Schedule. The Show Headcount option must be checked to see the headcount totals.

Account for Different Dynamic Duration Scenarios to be Counted as Schedule or Not Scheduled

WFR-59575: Managers will now see a more granular and accurate head count of employees in the Weekly Schedule report. When time off is scheduled using dynamic durations or regular time off, the head counts are calculated using the total number of scheduled working hours versus time off hours. Whether an employee is counted as Scheduled versus Non- Scheduled in the head count is calculated as follows:

If Schedule Hours - Time Off Hours > 0, result is present and should count as Scheduled.

Ex: Employee is scheduled for 8 hours and requests 2 hours of time off. This will count as Scheduled since result is greater than 0 (8-2 = 6)

If Scheduled Hours - Time Off Hours = 0, result is absent and will count as Not Scheduled.

Ex: Employee is scheduled for 8 hours and requests 8 hours of time off. This will count as Not Scheduled since result equals 0 (8-8=0)

Note: For all Dynamic Duration time off types, calculations will look to what is configured in the employee Pay Calc profile.

Workload Manager Coverage Details in Schedule Templates Now Carried Over to Schedules

WFR-63183: All Workload Manager data stored in a Schedule Template is now carried into the schedules created from that template. After generating open shifts, the anticipated volume for each day part is now displayed in the Workload Coverage widget of the Schedule Settings under Schedule > Schedules.

 

Cross Product Enhancements

The following enhancements have been completed for ACA. They are listed below.

ACA: AIR XML File - 2017 Test File Available

WFR-45285: The ACA AIR XML Test File has been updated for 2017. This file is used by employers to test the communication with the AIR filing system to ensure that their AIR submission will be compliant. The test file is set to the IRS' specifications and is required to be sent in by each new filer. This file contains strictly "dummy data" and is validated on a character-by-character basis when submitted. Only the TCC value will be required to be added by the company.

ACA: AIR XML File - Names With No Middle Initial

WFR-33590: When generating the AIR XML file, some customers discovered that middle names containing an initial/dot (i.e., Susan A. Smith) resulted in a blank space for the <PersonMiddleNm> tag. When submitting the file to the IRS, errors were generated since the IRS does not allow for blank spaces in naming tags.

The system has been updated to support employee and dependent middle names containing the initial/dot syntax.

ACA: AIR XML File - Special Character for Business Name/Business Control Text

WFR-34414: The BusinessNameControlTxt is a system generated field based on the Business Name. This field is four characters in length, with names, numbers, hyphen, and ampersand being legal characters; and spaces and symbols being illegal characters. This field is generally auto-populated with the first four characters of the business name.

Some customers had company names containing legal characters, but the system replaced those characters with spaces, which are not valid characters. For example, a company named BB-Enterprises, was coded as BB E, which resulted in a filing error. The BusinessNameControlTxt should have been BB-E.

The system has been updated to now support business name legal characters, which will result in a valid code.

ACA: AIR XML File – Special Character in City Name

WFR-34421: Certain cities in the U.S. contain special characters over a letter in the city name; such as ñ or è. In the past, we have provided a warning to the user in the Form Data Validation text file. This warning indicated to users that manual intervention for each employee city containing those special characters was necessary prior to filing, which could take a considerable amount of time to edit.

The system has now been updated to hard-code special characters in city names, so the special character will be dropped. For example, ñ or è will now show as n or e.

ACA: 29167 AIR XML Test File Updates

WFR-45285 – Customers who wish to use AIR for electronic ACA filing with the IRS must send a one-time communication test before being able to submit via the IRS’ AIR filing system. This is required only for those customers have not filed electronically in the past and should be done well before the electronic filing deadline of April 2, 2018. The 2017 test files can now be created for submission to the IRS test site (note that the IRS requires these test files to contain “dummy data” only). New customers who have not filed electronically with AIR in the past should follow the process documented on pages 3-4 in the ACA AIR Submission Process user guide.

 ACA: Pressure Seal Format for Form 1095-C

WFR-61031 – Users can now download 1095-C forms in pressure seal format for 2017. When downloading PDFs during year-end processing, the option to Use Form Printing On Pressure Seal Paper in the Print Settings will now successfully create the PDF.

ACA: 2017 Form 1094-C Available

WFR-45283: The 2017 1094-C form is now available for use and download under My Reports > ACA (Affordable Care Act) > Form 1094-Cs.

ACA: 2016 XML Updates

WFR-56187: Files containing 2016 data can now be generated in compliance with the IRS Schema definitions for 2017. Only the Manifest file has been updated; the IRS does not require any updates to the Form Data file. Files generated with these updates can be submitted to the IRS.

ACA: 2015 XML Updates

WFR-58852: Files containing 2015 data can now be generated in compliance with the IRS Schema definitions for 2017. Only the Manifest file has been updated; the IRS does not require any updates to the Form Data file. Files generated with these updates can be submitted to the IRS.

ACA: Form 1095-C Dependent

WFR-48914: Additional validation of the Employee Name is now performed during finalization of 1095-C Dependent forms. If the employee’s name is missing in Part I or Part III, errors are generated indicating that the first and last names are required and the information must be added before the forms can be finalized.

The Company EIN column can now be displayed in the Form 1095-Cs Dependent report under My Reports > ACA (Affordable Care Act).

ACA: Form 1095-C Dependents and AIR XML Files

WFR-53527: Enhancements to ACA year-end reporting have been implemented for companies that provide self-insured COBRA plans and allow dependents of employees to enroll in those plans.

Further Enhancements have been made to ACA year-end reporting to enable companies that provide self-insured COBRA plans to create Form 1095-C forms for dependents of employees, add the form data to AIR XML files and print the forms. Companies who have former dependents of employees who are no longer eligible for coverage under the employee’s plan (for example, due to divorce or aging out), and who have enrolled in their own individual self-insured COBRA plan will create Forms 1095-C Dependents.

NOTE: that this is only for self-insured plans; those plans which are fully insured will not have to complete this reporting.  If you have a question as to whether your plan is self-insured or fully insured please contact your benefits provider or broker.

For additional information, please refer to the full, detailed Cross Product Release Notes for February, 2018.

Employee Attribute Defaults

Default attributes for employees like Employee Type or Pay Type and default profiles can be configured globally at the Company/EIN level or at more granular levels, based on the employee’s default cost center or job. Update have been made to improve the behavior when global defaults conflict with job or cost center defaults. In this release, rules have tightened for updating defaults when employee jobs or positions are updated. In addition, errors are displayed when employees’ default cost centers are changed, and settings conflict with the default settings associated with their jobs or positions. For complete details, refer to the Cross Product Release Notes for February, 2018.

Employee Perspectives: Now Available to All Customers by Default

WFR-57183: Employee Perspectives were introduced in the October 2017, release. This functionality enables customers to use data collected by the system to measure employee performance, productivity and engagement. The new feature has been enabled for all existing customers and will be enabled by default for all new customers.

Note: This change does not apply to Kronos Partners.

 Smart Date Handling in Reports

WFR-58546: Support for date tags has been added to column filters within reports. With the use of the tags a user can create a report with a dynamic condition that will update based on the date that the report is run.

Security Profiles: Search Box Supports My Mailbox When Searching

WFR-62177: Entering mailbox in the search box in the Security Items widget of security profiles now highlights results. Previously, mailbox items in security profiles could not be found using the Search box.

SSO: Unique Audience URL

WFR-60833 – A new option is now available for companies who use Single Sign On. Under Company Settings > Global Setup > Company Setup, Login Config tab, the Service Provider Information widget contains a Unique Audience URL checkbox. If the checkbox is enabled, a unique audience URL is used for each client company.

The audience URL contains the company domain and the company short name, for example, https://secure2.saashr.com/ta/ClientCompany. If it is not enabled, the company domain is used for all client companies, for example, https://secure2.saashr.com. The audience URL is used in service provider metadata and when making SAML requests to identity providers.

VCA: Initial Login Modifications

WFR-37469: VCA authentication is now required from the initial login. New users must configure the methods for receiving VCA codes as email, text and/or phone. Previously, users were directly logged into the system after completing this step. Moving forward, users must now retrieve a VCA code using one of their preferred methods and enter it before accessing any additional system features.

 

Mobile

This section contains enhancements, functionality and information that have been added to the new Workforce Ready Mobile App in the February, 2018 release. The enhancements have been listed below. For most of these new enhancements, security profile settings must be enable the feature. For complete details, refer to the Cross Product Release Notes for February, 2018.

General Settings

Several new widgets are available to users, regardless of the modules enabled for their companies. Access to the widgets is restricted by job level and security profile settings. In addition, users with the appropriate permission can add or modify their nicknames. New security options are available to enable users to delete notifications. The enhancements are listed below.

All Employees

  • Mailbox Delete Icon in My Notifications Tab – New Security Setting
  • Nicknames Now Supported in the Account Information Widget in My Profile
  • Cost Center Widget Added to My Profile
  • Base Compensation Widget Added to My Profile
  • Dates Widget Added to My Profile
  • Managers Widget Added to My Profile

Managers

  • Multi EIN Support in Account Information Widget in My Profile
  • Termination Details Widget Added to My Profile
  • Pay Information Widget Added to My Employee
  • Reports Functionality Added

Payroll Functionality

All Employees 

  • Employees with appropriate view/edit access enabled in their security profiles can now view and download 1099 and W2 tax forms and Direct Deposits from the mobile app.

TLM Functionality

  • TLM users will see exception counts in Time Entry and Calc details screens and can now view the status of timesheets. Managers will see additional error reporting when employees do not have profiles assigned.

Scheduler Functionality

Employees have several new options available for accepting which shifts they will work, including:

  • Accepting or Rejecting Coverage and Scheduled Change Requests
  • Adding, Dropping or Requesting Open Shifts
  • Requesting Open Shifts Using Workflows

In addition, employees can now specify the way they want to receive Scheduler notifications in the Workforce Ready Mobile app. After clicking on their names in the main menu to access their profile information and notifications, users can select the types of notifications they would like to receive and the delivery method for those notifications. If email is selected, notifications will be sent to the primary email address configured in the system for the employee. Notifications can also be sent to the home page of the mobile device, if the app is configured to accept notifications.

HR Functionality

HR users will have access to numerous HR features from the Workforce Ready Mobile App in this release. The features that are now supported in the mobile app are listed below. For complete documentation, refer to the detailed HR Release Notes for February, 2018.

All Employees

  • Employee Benefit Questionnaires can now be accessed within the Workforce Ready Mobile App. The questionnaires are initialized with data within the system but can be edited by the employee.
  • Custom Forms are now available within the Mobile App. All applicable items now load on Custom Forms, and users can limit items using the From and To In addition, items can be filtered by state (Available, Open and Submitted).
  • Benefit Custom Forms can now be completed during Benefits enrollment in the Workforce Ready Mobile App.
  • The Applicant Portal has been completely redesigned, allowing Applicants to tab through the flow from completing the Applicant Profile into the Apply for Job process more intuitively. The Job Search page has also been updated to match the theme of the new Mobile App.
    The flow from completing the Applicant Profile into the Apply for Job process has been enhanced. A new feature, Job Listing, has been added to the Applicant Portal.
    NOTE: The updated Applicant Portal and new features will be available when accessing the portal via a desktop, tablet, or mobile device.


NOTE: For additional details about this functionality, please see the detailed Cross Product Release Notes for February 2018.

 

REST APIs

Upcoming changes to the REST APIs are announced in the full, detailed Cross Product Release Notes. The tables in that section show which APIs are deprecated or discontinued as of the current release and any APIs that will be discontinued in the next release. More complete information showing endpoints and request and response examples for the currently supported REST APIs is included in technical documentation. The technical documentation is specific to region.

Discontinued Functionality

Version 1.0 of the Time-entries API is no longer supported with this release. Users should use the Version 2.0 of the Time-entries API. In the next release, Version 1.0 of the Contact and Base Compensation APIs will no longer be supported.

New APIs

New APIs include the following:

  • Direct Deposit and Reserve Live Checks
  • Jobs Lookups
  • W2 and 1099 Tax Form Retrieval
  • Time zone Lookups

 

 

 

 

 

 

 

 

 

Copyright

© 2018 All rights reserved. Under copyright laws, this document may not be copied, photocopied, reproduced, or translated without prior consent of SaaShr / A Kronos Company.

All other trademarks or registered trademarks used herein are the property of their respective owners and are used for identification purposes only.

When using and applying the information generated by SaaShr products, customers should ensure that they comply with the applicable requirements of federal and state law, such as the Fair Labor Standards Act. Nothing in this Guide shall be construed as an assurance or guaranty that SaaShr products comply with any such laws.

 

Published by SaaShr / A Kronos Company

3040 Route 22 West, Suite 200, Branchburg, NJ 08876

Phone: 908-722-9952, Fax908-722-2153

Support: 1-800-394-HELP (1-800-394-4357)

 

 

 

 

 

 


 

 

 

 

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