The purpose of the compensation (comp) accumulator is to gather compensation data from other sources (other country) and inform assignments’ primary payroll systems of that compensation. The payments made to or on behalf of employees can be imported in multiple currencies.
In order for this tool to be most efficient, external payroll administrators are using Payroll Portal to download request and to upload completed reporting. If the external contact does not use the portal, the internal payroll contact will need to send a follow up e-mail with the process documentation attached. There are specific system configuration tasks that must be completed and or reviewed in advance:
Security
You need to make sure that the users using Comp Processing Tab has the right security rights. To access this tab, the following screen rights needs to tick the View, Add, Edit, Delete and Execute or when the screens are needed:
Compensation Control Panel - Comp Accum by PR Sys
Compensation Control Panel - Comp Accum Downloads
Compensation Control Panel - Comp Accum Import
Compensation Control Panel - Comp Accum Upload/Imp
Compensation Control Panel - Comp Accumulation
Comp Accumulation Instructions Merge Document
Since the purpose of the compensation (comp) accumulator is to gather compensation data from other sources, you need to create an instruction document to be send to external payroll contacts. In order to complete this task, you can create the instruction on a Merge Document by doing the following steps:
Create an RTF or MS Word document that includes instructions to the external payroll contacts for comp accumulation. At minimum, the letter should include:
List of Assignments,
Period covered and
Due date to return the completed compensation request
There is a standard Data Source available to be used for the merge tags called Comp Accumulation Instructions:
MergeDocCompAccumulationInstructions.rtf = List of all fields available in the Comp Accumulation Instructions Data Source.
EQStandardCompAccumulationRequest.docx = Sample merge letter
2. Create a new Merge Document. You can reference the steps below:
Navigate to the Merge Document Screen either at the System or Company Level
Click New to create a new Merge Document
Attached the above merge letter as the Document
Set the Data Source = Comp Accumulation Instructions
Complete all other required fields and
.
Note, only the 'Compensation Accumulator Import' is supported from the Control Panel. If the 'Compensation Accumulator Simple Format Import' needs to be used, the comp import must be completed on the Company Imports screen.
External Payroll Contacts
External Payroll Contacts play an important role in comp accumulation. With the instructions configured, you need to set up the External Payroll Contacts.
Ensure that there are applicable external payroll contacts set up with access to the appropriate companies and the contact must also be a Resource. You can review them in User Maintenance.
Make sure these contacts are connected to your Payroll Systems. You can review them at the Reporting Tab of your Payroll System under the External Payroll System section. There must be at least one external contact with Comp Accumulation as contact type.
Note, multiple “Comp Accumulation” external contacts can be added.
Comp Accumulation Configuration
The settings for comp accumulation is managed at the Compensation Control Panel Configuration - Comp Accumulation Screen
Form this screen, you can:
Indicate a from email preference
Indicate the number of days after the request date that the file download is due.
Indicate the number of days after the request date that the file upload is due.
Configure the Comp Accumulation Process Documents including the merge letter created above and a blank Excel comp accumulation template.
Fill out the following:
Add the Name of Date Range in the Identifier
Add Begin and End Date
E-Mail Notifications
System standard e-mail notifications can be sent as part of this process. If need be, Company specific / custom e-mails may be built (following the standard e-mail configuration process create the following e-mails.)
Announcing that the compensation accumulation process is underway and advising the user to log into the portal to review directions and to download file.
Reminder to download the report and instructions.
Reminder to upload the completed report