Company Maintenance - General

1. Go to Maintenance. Click on Company. Company Code will be grayed out in case the user has access to only one "company" or the session is restricted to only one company code. If user has access to multiple company codes, he will have to select the desired company from the provided drop down menu.
2. Click on LookUp company to go directly to company record.

• General Information section:
  • Company Code: It will appear grayed out. This field shows the code that has been assigned to identify local office in the international system. For example: ARGE for Argentina, CNDA for Canada, or INDI for India.
  • Name: It refers to company local name, e.g. JAMAICA LTD.
  • Address1: It referes to the physical location address.
  • Address2: Enter additional address information.
  • City: It referes to the name of the city or town where the office building is located.
  • State: It refers to the state or province where the office building is located.
  • Zip Code: It refers to the local five-character code (usually numeric) to identify the mailing address area.
  • Country Code: The system provides a drop down menu listing all valid international two-letter country codes.
  • Site Manager WIN: It refers to the individual who directs the on-site operations.
    
    Selecting Site Manager:
    1. Click on Search. A new window will pop-up so the user can set the company manager name. User must enter (at least) the first three letters of manager's name, then click on either Local, WorldWide or Domestic.
    2. Click on Search. The system will then provide a list of all matches based on the characters entered.
    3. Choose the desired name from list and click on Select. Employee Id and Employee WIN will automatically be populated.
  • Site HR Manager WIN: It refers to the individual who acts as the head of the site Human Resources staff. Follow the same indications as for Site Manager WIN.
  • Site Controller WIN: It refers to the individual who acts as the head of the site administrative or accounting department. Follow the same indications as for Site Manager WIN.
  • Area Code: It is the long distance code for that particular entity.
  • Phone Number: It is the local office phone number.
  • Fax Number: It is the local office fax number.
  • GL Account: It refers to the General Ledger Account number. If number is unknown, please contact local controller.
  • Currency Code: Use drop down menu to select the site local currency.
  • Exchange Rate: It shows the current exchange conversion based on 1 US Dollar to local currency. This value is updated every month by the system administrator.
  • Picture Orientation: It determines how the employee picture is shown when accessing employee record. User may select Protrait (vertical), or Landscape (horizontal).
  • MT Hours Offset: It referes to the difference between local time and Mountain Time (United States). Mountain Time must be considered as the reference since the IPS server is located in Sandy, Utah (USA).
  • Min Age of Hire: User may enter the minimum employee age at the time of being hired. IPS will validate all new hires based on this criteria. If employee age is below this number, then the system will not allow the hire process to be completed.
  • Max Age of Hire: User may enter the maximum employee age at the time of being hired. IPS will validate all new hires based on this criteria. If employee age is above this number, then the system will not allow the hire process to be completed.
  • Allow Contract Expiration Date: User may click on checkbox if contract expiration date must be shown in employee payroll record.
• Financial Information section:
  • Tax ID Number: It refers to the registration number issued by the local Internal Revenue Services office.
  • Social Security ID Number: It refers to the registration number issued by the local Social Security office.
  • Main Bank: It refers to the bank name where the company finances are managed. Field allows up to 33 characters.
  • Bank Account: It is the local Bank Account Number.
  • Account Format:
  • GL Account Mask:
• Payroll Information section:
  • Update FEPS: Click on checkbox if company uses FEPS (Front End Payroll System) to record employee transactions.
    • When the "Update FEPS" checkbox is NOT active, the date will automatically change to the next pay end period right after the current pay period end date.
    • When the "Update FEPS" checkbox IS active, the employees under this company code will be automatically added to FEPS system, as well as basic access accounts, otherwise, the employees that may exist in FEPS system and that belong to this company code will remain in that system.
  • Payroll Management: Click on checkbox if company uses IPS as the local payroll application.
  • Generate Automatic Absences: Click on checkbox if company employees use FEPS time clocks to keep track of attendance time sheets. IPS will generate an 'absence' in employee attendance record for every day he does not clock in/out.
  • Validate Termination Date: Click on checkbox if the system must validate that the termination date is within the current Pay Period start and end dates.
  • Automatic Salary Adjustment: Click on checkbox if company does use IPS to automatically adjust the Employee's salaries by discounting a day of salary for each of the following:
    • Incidences - In case of incidences that are eligible to discount salary for every day within the current Pay Period start and end date.
    • New Hires - The total days previous to hire date for employees being hired within the Current Pay Period start and end dates.
    • Termination - The total days after a termination date for employees being terminated within the Current Pay Period start and end dates.
    
    Remarks:
    • The adjusted Salary Amount will be inserted as a Payroll transaction if IPS is used as the local Payroll application.
    • IPS will generate a transaction in FEPS system if the Company uses FEPS to record employee transactions.
    • For Employees being changed from a Non Salary Pay Type to a Salary pay type, the system will perform the adjustment according to the rules mentioned above.
    • For Employees being changed from a previous Salary Amount to a New Salary amount the system will perform the adjustment according to the rules mentioned above.
  • Enable WIN as primary key: Click on checkbox if Company will use the system generated WIN as the primary key, instead the local Employee ID.
  • Check for TC coincidences: When checkbox is active, IPS will compare all employee incidences versus FEPS time clock records at the time of freezing HR transactions at the end of the pay period.
    In case an incidence had been entered on the same date where time cards exist, the system will alert the user, to he can fix the coincidence.
    If company is not currently using FEPS, then this checkbox does not have to be active.
  • Email password for new hires: IPS creates a minimum-access user account for every new employee that is hired. This account only allows the employee to view his own pay slip if the Company uses IPS as the local Payroll Application. If this checkbox is active, IPS will send the user an email to provide the corresponding login credentials. The Email containing the temporary password and instructions will be sent to a valid email address in the following order:
    • Employee email address.
    • If employee does not have a valid email address, then the email will be sent to the employee's supervisor.
    • If employee's supervisor does not have a valid email address then the email will be sent to the Local HR manager.
    • if Local HR Manager does not have a valid email address then the email will be sent to the IPS System Support email address: ips.support@xerox.com
  • Pay frequency: Use drop down menu to select the local company pay frequency:
    • Annual - once per year
    • Bi-annual - every two years
    • Bi-Weekly - every other week
    • Contract - once a specific task has been performed.
    • Daily - each day
    • Every four weeks
    • Every six days
    • Hourly - each hour
    • Monthly - each month
    • Quarterly - every three months
    • Semi-Annual - twice per year
    • Semimonthly - twice a month
    • Weekly - every week
  • Scheduled Hours: This value is used to populate the employee level information at the time of the hire / rehire process. This means the figure entered here will be displayed as the 'default value'. It refers to the number of hours an employee is expected to work over the course of a regular pay period. Consider the following guidelines before entering value:
    • It is a mandatory field for new Company setup.
    • Field must contain a figure greater than zero, and cannot exceed the total number of hours contained in a company pay period.
    • If Pay frequency is changed, then Scheduled Hours will need to be reviewed and changed accordingly at the company and employee levels.
    • The access privilege to update this value is restricted to HRIS and IPS administrators only, and the figure can be modified at any time in the future. However, any updates or changes must be first authorized by the change committee.
  • Current Pay Period: Date will appear grayed out as it is affected by the following situations:
    • If the company uses IPS as the local Payroll Application, the "Current Pay Period" date will change automatically when a Payroll Process is completed.
    • Case else, the "Current Pay Period" value will be automatically changed to the "Next Pay Period" as soon as the date has passed.
  • Frozen Thru Date (No transactions prior to date): If company uses IPS as the local payroll apllication and the Freeze HR Transactions is executed, this field will have the same value than "Current Pay Period" and it indicates that the system will not allow any change to the Employee, Payroll, Comp & review and Taxes sections of the Employee Maintenance module until the Payroll Process is completed or the transactions are "unfrozen" by the system administrator.
    
    Other features affected by this action are:
    • Incidences
    • Vacation Schedule
  • Direct Deposit (days after end date): If IPS is being used as the local payroll application, this field will refer to the date when the employees' pay is wired to their local bank accounts.
  • Payroll Process Running: IPS will show Yes or No to inform user if there is a payroll process currently running.
  • Payroll Process Progress: IPS will show the percentage of progress in the payroll calculation process that is currently running.
  • Refresh Progress: This button will allow user to update the progress of the current payroll process.
  • Unlock Payroll Process: In case -for some reason- the payroll process has been interrupted or locked or the progress indicator is not changing in several minutes, user must click on this checkbox, and then click on Change in order to remove the lock to the process to perform a new one again.