LKC New Hire Portal Payroll Instructions
Purpose: The purpose of this document is to give the Payroll team an overview of how to verify information flowing from the LKC New Hire Portal, input the required information, utilize payflow, sync to timberline.
About LKC New Hire Portal: This website is created for Keeley new hires and Managers to easily walk through and complete the onboarding forms within the LKC New Hire Portal. Once completed, the information will be sent into our HR System, Sage People and then will transfer into our Accounting System, Sage 300 CRE.
Who is this for: LKC Payroll
To find a Team Member that has been created through the LKC New Hire Portal
Login to Sage People: https://fs-6399.cloudforce.com/home/home.jsp
Go to the LKC New Hire Portal TM Report: https://fs-6399.cloudforce.com/00O1n000008EteA
- This report will show everyone that has come over from the LKC New Hire Portal and makes sure that all the required information is entered before it gets sent over to Timberline. We created a field called CRE Min Quals to note when all the required information is filled in.
- CRE Min Quals: This field is a True/False field that is populated from Timberline. It is automatically populated to True when all of the required fields are filled in on the Team Member record.
From the report above you can access the Team Member or Current Employment Records by clicking on the appropriate links within the report.
Current Employment Record:
By clicking in the Current Employment column in the LKC New Hire Portal TM Report you will be directed to the Current Employment record where you can verify all of the fields coming in from the portal and find the tax forms that have been populated by the LKC New Hire Portal.
To view the tax forms, click on the Notes & Attachments link at the top of the Current Employment Record page.
Then click on View next to the form
There are several fields that need to be filled in in order to flow a new Team Member created in the LKC New Hire Portal over to Timberline.
Fields Required:
- TL ID: Timberline ID
- Work Location Name
Go to the LKC New Hire Portal TM Report: https://fs-6399.cloudforce.com/00O1n000008EteA
Click on the link for the Team Members Current Employment Record you would like to view
Navigate to the Team Member record
Click on Assign Unique ID: in the background this will search and assign an ID for the Team Member
You can see below that the Unique ID has been populated to: LKFTES05
If you navigate back to the Current Employment Record you will see the TL ID has been auto populated
The other field that needs to be populated by payroll before this is ready to flow to Timberline is Work Location on the Current Employment Record.
Work Location is the physical location where the employee works.
Once the TL ID and Work Location fields have been populated you can go back to the report.
Go to the LKC New Hire Portal TM Report: https://fs-6399.cloudforce.com/00O1n000008EteA
Run the report and you will see the Team Member/s that you updated drop to the bottom of the report under CRE Min Quals: T
All the Team Members under CRE Min Quals: T are waiting transfer to Timberline via payflow.
To individually sync the Team Member to Timberline you navigate back to the Employment Record and click on Sync to Timberline which will open the payflow module or go directly to Payflow production environment to Mass Transfer.
Mass Transfer Team Members:
You can run a batch of team members by running LKC Field within the payflow site.
Navigate to: https://payflow.keeleycompanies.com/
Company: Enter LKC Field
Dates: Leave the dates open
Click Get Data
Employee info and bank account info will be the only 2 grids with info
Once reviewed, select Submit to Sage 300 CRE button
Individually Sync Team Members:
In the Payflow Module select the company and enter in the date parameters
Select Get Data
The Team Members that meet the minimum qualifications will be displayed.
As soon as this has run the Team Member record will be updated and they will no longer pop up to transfer again.
Once all the information has been reviewed click on Submit to Sage 300 CRE.
You will then see your success and error files.
If any error files exist a ticket will automatically be forwarded to the help desk for immediate help.
If you go back to the LKC report the Team Member will drop off of the report once their information has been synced.
Timberline
Navigate to Timberline and confirm the routing number, back account and account type information.