Compensation amounts and/or compensation changes from period to period can be communicated to employees via the employee portal. When the employees' login, then can view comp worksheets that have been generated for the employee portal. There are two ways (places in the system) to generate these reports. On the compensation worksheet screen there is a section called “External Employee Compensation Worksheet Reports & Notes”. From this screen, a report can be generated based on a comp worksheet for a particular assignment and calculation period (payroll pay date).
Note: Screen Section rights to Comp Worksheet External EE - Generate Rpt & Email and Comp Worksheet External EE – Undo Report & Email are required for employee reporting from the compensation worksheets screen. Transactions cannot be processed once employee reports have been generated.
The following steps can be followed to create Compensation Worksheet Report Batch:
From the Compensation Worksheet Report Batch screen, a batch can be created to generate reports and email employees. Batches are created for the selected report based on an assignment’s primary payroll system and a specific calculation period (payroll pay date). Only RDLC reports are supported by the batch process.
Note: The employee portal will need to be configured prior to publishing comp worksheet reports.
By default, a batch will include all assignees assigned to the payroll system chosen that have an effective comp worksheet for the calculation period (payroll pay date). A batch can be further limited by home or host country, company segment, etc. You can also choose to only create the batch for new comp worksheets, comp worksheets that have changed since the prior period, or retroactive comp worksheets.
3. Click
to define the processing rules.
The Send Email option has 3 values: Do Not Send Email, Send Email Only, and Send Email with Report Attached. When using the "Send Email with Report Attached" option, the system will attempt to use the Employee Contact Info > Email Contact Information as a destination email address when the primary portal email is blank or missing. Additionally, In the case that the report is attached to the email, it will be a password protected PDF. The default filename for this report is derived from the production report name.
The value that will be used as the attachment password can be set via a Compensation Worksheet system preference “Comp Worksheet Report Email Attachment PDF Document Password Source”. The options for this are:
Employee System Number
Assignment System Number
From Employee ID
From National ID Number
From Social Insurance ID
From Payroll ID
To Employee ID
To National ID Number
To Social Insurance ID
To Payroll ID
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.
The email content can be modified for each of the three different types of notifications. To modify the email content, click the “Edit Email Content” button. Available merge tags for the email content are as follows:
Company Long Name: &EQ_COMPANY_NAME
Company Short Name: &EQ_COMPANY_SHORT_NAME
Employee First Name, Last Name: &EQ_EMPLOYEE_NAME
Assignment Link information: &EQ_ASSIGNMENT_LINK
Payroll System Calculation Period Begin Date: &EQ_CALC_PERIOD_BEGIN_DATE
Payroll System Calculation Period End Date: &EQ_CALC_PERIOD_END_DATE
4. Click
to see the list of Compensation Worksheet.
By selecting the “Exclude” checkbox, any of the assignee’s can be excluded from the batch.
If the items in the list are satisfactory, click the
button to start the report batch. The batch will wait for any other batch processes started before it to complete and will then run until the batch is complete. The progress bar shows the current status of the batch and once complete all results will be displayed.
When using Undo Batch, emails can be sent to all employees that are in the batch operation by setting "Send Undo Email" to 'Yes' and selecting a From Email option. However, there are special processing rules for which template is used in the Undo Email. Two different emails templates are used depending upon if the original batch email did or did not have a PDF attachment. However, if the user clicks "Edit Email Content" and changes the content, that template will be used for all Undo Emails irrespective of whether or not the original had an Email attachment or not.
Emails sent from Compensation Worksheet Report Batch Screen will also appear as a Note/Communications email with the assignment for audit and tracking purposes. These emails are available under the general Note/Communication for an assignment as well as the Compensation Worksheet screen for a given assignment.
Once the employee logs into Equus Platform, they will see a menu that will enable them to see their compensation. From that menu they can review any of their previously posted (generated) compensation reports.