Exchange rates need to be uploaded into the system either by data provider, system-level exchange rates or company-level exchange rates

Navigation: Companies Tab

Processes menu group

Import Data menu

Details on the three exchange rate methods are listed below:

Data Provider Provided

If data provider (AIRINC, ECA, Mercer, ORC, etc.) data has been added to the system, then the home-host exchange rate can be pulled from the data provider data (electronic version of the data provider data table).

Note: If other exchange rates are required to make payments, then the system will prompt the user for how the exchange rates will be provided (Lookup or Manually Entered).

The most recent comp worksheet will be used unless the user chooses a previous data provider version (or table).

To import data provider data files, do the following (example ORC home/host data):

Navigation: Companies tab

Select the appropriate company

Processes menu group

Import Data menu

Choose the ORC Home import

To view the imported data,

Navigation: Companies tab

Select the appropriate company

Company Configuration menu group

Compensation Worksheet Data Provider Data menu

For AIRINC use the AIR INC Home Norm Data, AIR INC Home/Host Data and AirInc File Format 1. For ECA use the ECA COL Data Import and ECA Spendable Data Imports. For Mercer use the Mercer Cost of Living Index Import. After these have been successfully imported, you will be able to choose the necessary details required for your data provider on comp worksheets for the company chosen for import.

Lookup

The system can lookup system/company rates for use in a compensation worksheet. Which rates are selected is based on the Exchange Rate Settings specified for each company in the system.

Navigation: Companies Tab

Company Configuration menu group

Exchange Rate Settings menu

Exchange rates will be looked up in the system based on a certain date (the exchange rate date). The system will use the exchange rate date that is specified on the payroll calendar. If an exchange rate date is not specified on the payroll calendar, then the pay date will be used.

Manually Entered

When this setting is selected, the compensation worksheet screens will always prompt the user for exchange rates.

Compensation Calculation – Primary

If this setting is selected, the exchange rate that was used to calculate a compensation calculation marked as primary will be the exchange rate used to calculate that compensation worksheet.

Compensation Calculation – Effective Date

If this setting is selected, the exchange rate that was used to calculate the most recent compensation calculation will be the exchange rate used to calculate that compensation worksheet.

This collapsible region appears above the list of line items when one or more line items exist (only on the Assignment-level Template screen). When expanded (just click it to expand it), it will accept entrance of a Split Payment Option. Once that has been entered, other controls will appear to accept entrance of related information (such as an amount, a percentage, currency conversion information, etc.). When the desired payment instructions have been entered, clicking “Apply To Line Items” will cause those instructions to be applied to all line items that are part of the comp worksheet template. Note: this will not impact any line items of any actual worksheets that were previously created from this template; it only updates data for the template line items.

Once the update completes, a list of warnings (if there were any), and a count of the number of rows updated, will appear within the collapsible region. At that point, the update process is done. New line items that are subsequently created will not automatically receive these settings as a default; the command only updates the line items that already exist. Also, after this process, it is still possible to adjust these settings manually on the line item screen.

Depending on your company’s style sheet, your employee portal will look similar to the one below. By clicking on the blue View Compensation Worksheet links, the employee will be able to view an Adobe pdf report of their compensation. All compensation worksheets that are available by assignee can be generated and sent to the employee portal.

Compensation worksheets can be published to the portal by assignee or by batch. To create a compensation worksheet report and publish it to the employee portal for one assignment, navigate to the bottom of an effective compensation worksheet.

Navigation: Assignment/Relocation Tab

Compensation menu group

Compensation Worksheets menu

If the option to generate and post a compensation report is chosen for any of the types of compensation worksheets that will be processed, then the user has the option to send an email communication to the employee. The Send Email To Employee field has these options:

The value that will be used as the attachment password can be set via a Reports system preference “Assignment Report Email Attachment PDF Document Password Source”. The options for this are:

This selection can be overridden at the company level.

If an employee doesn’t have a value in the selected field or an option hasn’t been chosen on the system preference screen, the password will be set to the Employee System Number.

Please be aware that the password that is chosen in this way does not follow security best practices. This feature is meant to provide some protection for the attached document while maintaining the convenience of not requiring the recipient to create a fully secured system login.

Selecting the “Save & Generate/Email & Lock” button will:

Note: Only one report can exist for a pay period. Each time a new worksheet is published the previous one will be automatically made inactive.

Notes can be displayed on the portal by creating a note through the New Note for Employee link.

A batch process exists in the system that allows a user to publish any combination of the following:

Navigation: Companies Tab

Compensation Processing menu group

Compensation Worksheet Report Batch menu

For more information see the Compensation Worksheet Report Batch section.

Note: The employee generically receives their employee portal login information when the “Auto Generate User ID” field is selected on the employee screen.

1) Define Portal Page Configuration Template – System Default

Navigation: Configuration Tab
Portal Configuration menu group
Portal Page Configuration Templates menu

a. Assign User Type Access of “External Employee” to the following page:
Portal Compensation Information for Employee

b. Modify The Page Configuration by adding the embedded controls

i. Equus Platform Portal controls to each page

1. Equus Platform Portal Footer with a location of PAGE_FOOTER
2. Equus Platform Portal Header with a location of PAGE_HEADER
3. Equus Platform Portal Menu with a location of PAGE_MENU

ii. Note: Each should have a sequence of 1

2) Define the Portal Menu Configuration

Navigation: Configuration Tab
Security Maintenance menu group
Role Maintenance menu

a. Determine menu pane width (ex 200 pixels)

b. Add menu categories (ex. Client Portal, Information, Management, Links, and Change Password)

c. Define the Portal Item Detail

iii. Menu type: Relocation Sub Page
iv. Menu Caption: Compensation Worksheet
v. Equus Platform Page: Portal Compensation Information for Employee

d. Menu Items User Type Access

vi. External Employee

3) Define Page Security Access for the assignee/employee security role

Navigation: Configuration Tab
Security Maintenance menu group
Role Maintenance menu

a. Add rights to the Portal Compensation Information for Employee screen for the role used by the assignees/employees that will be accessing their compensation worksheets via the employee portal.

4) Configure the Portal Employee Compensation Information screen

Created at system level:

Navigation: Configuration Tab
Portal Configuration menu group
Portal Compensation Info Configuration menu

Settings can be overridden at the company level:

Navigation: Companies Tab
Portal Configuration menu group
Portal Compensation Info Configuration menu

Publishing Payroll Reports to the Equus Platform™ Portal (Payroll Portal)

In order to user the payroll portal, the user will need to further define the payroll system as follows:

a. Set the payroll system publish method to “Portal Only” or “Portal and Export”. Note that this field is only available to users with access to the “Payroll System - Export Settings” security section.

b. Set-up Internal Contacts for portal upload/download notifications.

c. Set-up External Contacts for portal file/report availability notifications.
i. Add a new user through the User Maintenance screen of user type External Payroll

ii. Define what Payroll Report Type Access the user requires (Ex. Primary Payroll and Primary Payment Request)

iii. Select Auto Create Resource
1. Through the Resource screen, define the user as a resource of Payroll System Administrator

iv. Set the user as the Primary External Payroll contact for the Payroll System on the Reporting tab of the Payroll System screen.

To set-up the Payroll Portal, the following configuration will need to be completed:

a. Define Portal Page Configuration Template
i. Assign User Type Access of External Payroll to the following Pages:
1. Portal Payroll User Home Page
2. Portal Payroll User Downloads
3. Portal Payroll User Uploads
4. Document Uploader

ii. Modify the Page Configuration by adding the following embedded controls to each page:
1. Equus Platform Portal Footer with a Location of PAGE_FOOTER
2. Equus Platform Portal Header with a Location of PAGE_HEADER
3. Equus Platform Portal Menu with a Location of SUB_MENU

4. For the Document Uploader, only 2 rows are required:
a. Portal Invisible Header with a Location of PAGE_HEADER
b. Portal Invisible Footer with a Location of PAGE_FOOTER

Note: Each should have a sequence of 1.

iii. Make this template the system default

b. Define the System level Portal Menu Configuration
i. Determine menu pane width (ex. 200 pixels)

ii. Add menu categories (ex. Client Portal, Information, Management, Links & Change Password)

iii. Define the Portal Menu Item Detail
1. Menu Type of the Equus Platform Page
2. Sequence of 1
3. Category of Client Portal
4. Menu Caption (Ex. Payroll Portal - Home)
5. Equus Platform Page of Portal Payroll User Home Page
6. Optionally set-up the Upload and Download menus as well.

iv. Add the External Payroll User type to the Menu Item User Type Access

c. Through the Portal Payroll Configuration screen, define other attributes of how the portal should look to the external payroll users.
i. Define page-level help for external payroll user assistance.
ii. Determine how the contact us link should act.
iii. Decide when the Internal Payroll System Contacts should receive notifications.

d. Optionally set-up Portal Header\Footer Configuration to define:
i. Style sheets for the header and footer
ii. Footer text (ex. Copyright ©2009 Equus Software. All rights reserved.)

e. Grant security access to the Payroll Portal screens to the Payroll Portal security role.
i. Portal Payroll User Home Page
ii. Portal Payroll User Downloads
iii. Portal Payroll User Uploads
iv. Document Uploader

Select the Publish button on a Payroll Reporting Batch to publish payroll reports to the portal.
In order for the report to be published, the report must be configured to do so on the Reporting tab of the Payroll System screen. Simply check the Publish field next to the applicable report.