Year End Leave Services

Year End Leave Services


Leave Liability

Do the very words make you shutter? This can be a very tedious and time-consuming task. We also know it has an enormous impact on your planning and budget processes for the future. That’s why RDA is offering a service to calculate this on your behalf. RDA will customize your Leave Liability reporting to meet your individual needs. With our help, you’ll no longer have to maintain a separate spreadsheet to produce leave liability information to your auditors. RDA has the experience to customize reports based on your individual Leave formulas allowing you to easily and quickly provide accurate information to your auditors!

Whether we have helped you in the past with calculations or guidance or if you are new to the process, it would be our pleasure to provide this service to you this year. If there have been no changes to your leave policies, you also have the option of running the processes on your own this year.

Leave Tables

If you have the Leave Management module, then in a few short weeks, you will be moving your employees’ leave balances to the new fiscal year. We want to make that task easier, and also allow your leave processing to be streamlined for the future. With this goal and timing in mind, we want to get the word out about a useful feature in our software, Leave Tables .

Leave Tables must be set up BEFORE you use the Move Leave Balances process. This is a good time to review your Leave IDs and determine which of the same type may be able to be combined and set up a table that would determine employees’ earnings based on their employment tenure. Once tables have been set up, you can use the Move Leave Balance process to move balances into the new year, and at the same time, into the unified Leave ID.

These are very time-sensitive tasks requiring advance preparation and coordination. RDA will need to receive a copy of your data in order to perform the liability calculations. Please contact us as soon as possible so we can serve your needs efficiently. To reserve your spot, we will need to know as soon as possible if you would like to take advantage of these affordable services.

Please email Mimi English (mimi.english@rdasys.com) as to reserve your spot, and she will be happy to send you a proposal.

It is our hope that you find value in these recommendations and instructions. If you have questions regarding fiscal year end, please submit a cyber support request.

New Year

New Year

RDA calendar

New Year Reminders


Please see the following wiki link for new year end reminders:

http://wiki.openrda.com/wiki/index.php/BEGINNING_END_OF_YEAR_PROCEDURES

Tax Cuts and Jobs Act

December 22, 2017 President Trump signed the Tax Cuts and Jobs Act (H.R. 1) into law which will take effect January 1, 2018. The new law provisions include Federal tax table changes, W4 form changes as well as a number of  other payroll related tax changes. Please visit the IRS.gov or congress.gov for more details. New Tax tables for 2018 along with a new W-4 form are planned to be available by mid January.

 

Extension to Due Date for 1095 Forms

The IRS announced on December 22, 2017 that it has extended the 2018 due date for certain entities to provide 2017 health coverage information forms to individuals.   Insurers, self-insuring employers, other coverage providers, and applicable large employers now have until March 2, 2018, to provide Forms 1095-B or 1095-C to individuals, which is a 30-day extension from the original due date of Jan. 31.

The due dates for filing 2017 information returns with the IRS are not extended. For 2018, the due dates to file information returns with the IRS are:

  • Feb. 28 for paper filers

  • April 2 for electronic filers

 

 

Fiscal Year End

Fiscal Year End

fiscal year end recommendations

For those of you on a July-June fiscal year, fiscal year end is fast approaching. We are thrilled to offer you software in which each year (as well as each month and quarter) stands on its own because that means you won’t have a formal closing or opening of these periods. There are, of course, procedures you should follow at the change of a fiscal year. Rest assured that we have you covered! Please click the links in this post to access our fiscal-year-end-related recommendations and tools.

  • Our Fiscal Year End Procedures document will take you through the steps required as well as suggestions to ensure a smooth fiscal year end and a clean start to your new year.
  • If you have the Leave Management module, then in a few short weeks, you will be moving your employees’ leave balances to the new fiscal year. We want to make that task easier, and also allow your Leave processing to be more streamlined in the upcoming fiscal year and beyond. With that goal and timing in mind, we want to get the word out about something that you may not realize is a feature in our software, Leave TablesLeave Tables must be set up  BEFORE you use the Move Leave Balances process.  This may be a good time to review your Leave IDs and determine which of the same type may be able to be combined into one and set up a table that would determine employees’ earnings based on their years of employment. Once tables have been set up, you can use the Move Leave Balance process to move balances into the new year, and at the same time, move them into the unified Leave ID.
  • We created a Year End Sub-Menu, under Maintenance, in order to group together the processes and reports that are most commonly used at fiscal year end in regard to Leave Management.  We created a comprehensive guide of the year-end sub-menu. This guide contains additional links to wikis that provide further details on each individual process and report under Year End, including the Move Leave Balance process.
  • We also have guidance on running Contract Payrolls in June. We recommend that you read through this documentation so that you understand all your options regarding July and August payrolls.

It is our hope that you find value in these recommendations and instructions. If you have questions regarding fiscal year end, please submit a cyber support request.

New Fiscal Year

New Fiscal Year

RDA calendar

RDA-Recommended Procedures for Opening a New Fiscal/ Calendar Year

It is getting close to the time of year in which our calendar fiscal year (January – December) customers will open their new fiscal year. In this blog, we will review the procedures and tips for opening a new fiscal year in OpenRDA, and setting defaults in the various modules.

One of the great things about OpenRDA is that each month and year functions independently, and multiple months/years can be open and posted to at the same time. It is not necessary to “hard close” a previous year, and you can continue to post to the prior year while a new year is open.

OPEN NEW YEAR IN FINANCIAL MANAGEMENT

Open New Fiscal Year: The first step to starting a new fiscal year is to open the financial year. This process can be found by going to Maintenance -> Financial Years/Current Month -> New Year -> Open Financial Year (see screenshot below). You will need to enter the new Fiscal Year to Open (i.e., 2017), along with a Description. Enter a range only if you want to open the fiscal year for certain funds or account codes, most customers open the year for everything at the same time so there is no need to range. next, you will click the cog (“Update Database”) button. This step will create the year under the “Financial Years/Current Month” option listed on your Financial Management home screen, and create year masters for all the account codes selected.

Set Beginning Balances: The next thing you should do when opening a new fiscal year is set your beginning balances. To do this, go to Maintenance -> Financial Years/Current Month -> New Year -> Set Beginning Balances Based on Prior Year (see screenshot below). This process takes the year-end balances for your fund(s) and rolls them forward to the new fiscal year. This step can be done as many times as needed and should be completed whenever anything is posted or changed in a prior year. When rolling the beginning balances, enter the new fiscal year in the Set Beginning Balances for Fiscal Year field. In the Fund Balance (Equity) Code field, you will need to enter the balance sheet code that reflects your unreserved fund balance. For many customers, this code will have a description and/or reference type of “Fund Balance, Undesignated, Unreserved”, and can be found by running a current trial balance. This will be the account into which the difference between your revenue and expenses will be rolled for the new year. Please note that some users might not have access to this step per their security profile settings.

Change Defaults: Once you have moved into your new fiscal year, and you are done with the majority of your posting in that fiscal year, you can save time by changing your defaults. Changing your defaults will only change the fiscal year/month that automatically defaults on certain modules’ screens, and can be overridden if something needs to be entered to the previous year. The defaults do not affect your ability to post to a prior fiscal year/month.

In Financial Management, you can change your default Fiscal Year by clicking the Set/Change Default Fiscal Year option in the task list, entering the Current Fiscal Year, and clicking Save. To change the default Fiscal Month at the start of each month, click the Financial Years/Current Month option in the task list, select the current fiscal year, populate the “Default Current Processing Month” drop-down field with the current fiscal month, and save. Utilizing these options in Financial Management sets the default Fiscal Year/Month fields in the Financial Management, Payroll, Payroll Vendor Withholding and Leave modules.

VENDOR PAYMENTS

To change the Vendor Payment module’s default Fiscal Year/Month, go to Change Current Voucher Defaults, enter the new Fiscal Year/Month, and click Save.

PURCHASE ORDERS

To change the Purchase Order module’s default Fiscal Year/Month, go to Change Current PO Year/Month, enter the PO Fiscal Year and Month, and click Save.

INACTIVATE / CLOSE PREVIOUS YEAR IN FINANCIAL MANAGEMENT

The last step of the New Fiscal Year process is inactivating the previous fiscal year. Once you feel that the majority of your posting to the previous fiscal year is completed, and you have rolled your balances forward, you can perform this step. It is not required since it’s possible to have as many years active as you like, but some customers choose to inactivate the previous fiscal year to help avoid accidental postings to that year. To inactivate the previous fiscal year, go to Financial Management -> Maintenance -> Financial Years/Current Month -> Year End-> Inactivate/Close Year, enter the year you want to inactivate, and click the cog (“Write to Database”) button. This will block new activity from being entered and posted until the year is re-activated.

In order to reactivate a fiscal year, you would need to go to Maintenance -> Financial Years/Current Month -> Year End-> Re-Activate Year. You are able to inactivate and reactivate a year as many times as needed. Note: Make sure to re-run the Set Beginning Balance process after posting to a prior fiscal year!

LEAVE MANAGEMENT

Move leave balances to the new fiscal year. Refer to the following document for guidance: http://wiki.openrda.com/wiki/index.php/LVEMGT-YEAR_END_MENU

Set liability rates on leave liability calculations. This applies only to those customers that use leave liability. Liability rates must be established using pay rates for the 2016 fiscal year (not the 2017 fiscal year) and must be done before any leave earned/used amounts for the new fiscal year are updated.

Add Leave Earned for the new year. If your employees earn leave at the beginning of the year, the Add Leave Earned process should be run after the previous year’s ending balances have been moved to the new year and have been established as the new year’s beginning balances.

PAYROLL

Make 2016 payrolls historical: In addition to cleaning up your Pay Master Browse, this will remove the old payrolls as selections in the drop-down Pay Identification field in all the payroll processes (Compute Payroll, Make Transactions, etc.), enabling you to run through the payroll steps in an efficient manner. You will still be able to access historical payrolls, by simply removing the Historical flag. There is a process that allows you to flag multiple payrolls as historical in mass. To run this process, go to Maintenance -> Set, Change or Clear -> Set Historical in Pay Master. To include all Pay ID’s, run it without ranging.

Update salaries for the new fiscal year: To do so in mass, go to Maintenance -> Set, Change or Clear -> Change Misc Job Rate Amounts. Note: If using matrices (salary scales), different steps apply. If using Budget Prep, go to Budget Preparation -> Update Tab -> Payroll ? Jobs and Budget Preparation -> Update Tab -> Position Tracking -> Gross Rates. Note: If using matrices, additional steps are needed.

Update Retirement and/or Life Insurance Salaries: If you maintain either/both amounts in employees’ Job Masters, and you are entering salary changes for the new year, remember to also update the Retirement Salary/Life Insurance Salary fields as applicable. In-mass processes are found under Maintenance -> Set, Change or Clear -> Life Insurance and Retirement Salary.

Update deductions for the new year: To efficiently change employee Deduction Master amounts (for example, for a health insurance deduction) for all employees, go to Setup -> Deductions -> Deduction Descriptions -> (select the deduction) -> click Personnel Deductions. This will provide a list of employees from which you can work.

If you are on a Calendar Year please review this Calendar Checklist for additional changes that will be required – i.e. updated tax tables from the IRS.

Much of the information listed above is suggestions and not hard rules. Please keep in mind that your organization’s policies may require you to follow different and/or additional procedures. If you have any questions about opening a fiscal year, please do not hesitate to contact the Support Team. You can submit a help desk ticket, call us at 800-338-4984, or send an email to support@rdasys.com.

RDA Supports Important Professional Associations

Group of different profession adult people seamless pattern illustration

RDA is a big supporter of our customer’s professional associations.  The meetings held by these organizations are a great opportunity for learning!

In addition, I believe it is important for our customers and their peers to get together for networking opportunities to share new ideas, best practices and what is working and not working.

Below is a list of the conferences we plan to attend in October and November.

Conference Dates Location
Georgia Government Finance Officers Association Oct 4-6 Jekyll Island, GA
Virginia Association of School Business Officials Oct 15-16 Newport News, VA
Tennessee Government Finance Officers Association Oct 21-23 Franklin, TN
Virginia Government Finance Officers Association Oct 21-23 Stauton, VA
North Dakota School Boards Association Oct 26 Bismark, ND
Georgia Association of School Business Officials Nov 3-5 Augusta, GA
Virginia Association of Counties Nov 8-10 Highland, VA
Tennessee Association of School Business Officials Nov 17- 19 Murfreesboro, TN

If you are attending one or more of these conferences, please stop by our booth and say hello.  We would love to hear from you.

Security and the Cloud

http://edcetera.rafter.com/wp-content/uploads/2013/02/cloud-computing-security.jpeg

 

“The Cloud” has become an essential part of IT infrastructure over the past few years. Many consider it a household name while others are unknowingly storing data in “The Cloud”.   Knowingly using “The Cloud” or not, “The Cloud” and the security surrounding “The Cloud”, are two of the most misunderstood items in the information technology industry today.

If you were to take a survey and ask our users where they think their data is when it’s supposedly in “The Cloud”, the majority of people probably would not be able to answer the question. The correct answer is the data is stored on a server in a high-security data center on the east coast of the United States. The facilities are biometrically secured and monitored 24 hours a day, 7 days a week, and 365 days of the year.  In simple terms, the data is stored on a server that is virtual, or outside, of your location.

The data center has many security certifications such as the SOC 1/SSAE 16 report, PCI DSS Level 1 compliance, Safe Harbor certification, and the Health Insurance Portability and Accountability Act (HIPAA).   If you elect to implement OpenRDA in a cloud environment,  RDA ensures that they are the only ones able to access the backend of the virtual server.   In addition, RDA does not use password based authentication. but a much more secure method of accessing our customers virtual servers, IP address based authitication.

The main point to take away is “The Cloud” is not any less secure than an on-site server. In fact, it is actually more secure due to the additional security provided by the data center versus keeping the server in an unsecure storage closet.  The centers have security in place to make sure only the necessary staff have access to the hardware.  RDA also ensures that the access keys are rotated on a regular basis to help prevent unauthorized access.  RDA can further limit remote access to the virtual server by only allowing access from your external IP address ranges and RDA’s IP ranges.  With that limitation in place, your site is not visible to other internet users.

Please do not hesitate to contact us if you have any questions or would like further information on transitioning to the cloud. You can contact us at support@rdasys.com or by calling 1-800-338-4984 Ext. 1 and we will be more than happy to assist you.