UltiPro 2015 Fall/Year-End Release Highlights · · 2016-11-07UltiPro 2015 Fall/Year-End Release Highlights ... In addition, updates in this release enable you to process year-end

UltiPro 2015 Fall/Year-End Release Highlights

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TABLE OF CONTENTS Ultimate Software is pleased to provide you with this high-level overview of the UltiPro 2015 Fall/Year-End Release (v12.0.2).

Introduction ............................................................................................. 3

Human Resources ...................................................................................... 4

ACA Toolkit .............................................................................................. 4

Payroll Processing ...................................................................................... 9

Tax Compliance ........................................................................................ 10

System Management .................................................................................. 12

Integration ..................................................................................... 12

Talent Management ................................................................................... 12

Compensation Management .................................................................. 12

Performance Management ................................................................... 13

Career Development .......................................................................... 15

Reporting and Analytics .............................................................................. 16



INTRODUCTION Ultimate Software continues to design solutions to simplify your work life by delivering the tools you need to stay compliant as well as foster employee empowerment and engagement. The UltiPro 2015 Fall/Year-End Release (v12.0.2) includes new features and strategic enhancements to position your business for success by making it easy to navigate the complexities of people management in today’s changing environment. In addition, updates in this release enable you to process year-end data, have accurate 2015 tax reporting, and ensure U.S. and Canada payroll tax compliance for 2016. This is the release you’ll use to close out your year.

RELEASE SCHEDULE Ultimate will apply the Fall/Year-End Release to your environment between October 5 and December 30, 2015. Your SaaS focal contact will receive an e-mail with your specific upgrade date. If you’re not sure who your focal contact is, go to the Customer Success Portal to verify this information and also change or update any other account details.

RELEASE NOTES For complete details on the enhancements and functionality changes included in this release, Ultimate recommends you review the Release Notes, available September 24, 2015.

https://login.ultimatesoftware.com/



HUMAN RESOURCES The Fall/Year-End Release helps you efficiently manage a global workforce using:

Additional Language Support. Additions to UltiPro’s language portfolio enable you to select French (France), Italian, Malay, or Filipino (Tagalog) as your language of choice when logging in to UltiPro or establishing your Preferences.

Globalized Employment Status. New options to accommodate a global workforce are available on the Change Status and Key Dates work event to ensure employment status processes are consistent and seamless for all your people. In addition to the existing status descriptions of Active or Terminated, administrators and managers can now select options previously only available to U.S. employees, which include: Leave of absence, On strike, Release/laid off, or Suspended.

Fully Configurable Change Organization and Global Employee Processes. Enjoy greater flexibility with full configuration capabilities on the Change Organization and Add/Change Global Employee work event pages. Personalize these two business processes to reflect your organization by configuring page layout, fields, and/or applying policies like field-level security and validations.

ACA TOOLKIT For U.S. employers - with at least 50 full-time employees and/or equivalents - the Affordable Care Act (known as ACA or PPACA) requires you to provide affordable, minimum value health insurance to your people and file healthcare reporting with the IRS in early 2016. The UltiPro ACA Toolkit makes it easy for you to maintain employee healthcare data, comply with regulations, and meet next year’s reporting deadlines. With the Fall/Year-End Release, we continue to add new ACA Toolkit features that include:

ACA Benefits Eligibility Enhancements You have greater control over the healthcare benefits available during Open Enrollment/Life Events with the ability to define employees’ ‘pending’ healthcare eligibility status. Last year, UltiPro delivered healthcare management groups to help you determine employees’ healthcare eligibility according to ACA regulations. Then, the 2015 Spring Release added a safeguard so you could manage employee benefit options during Open Enrollment/Life Events sessions by selecting ‘This plan is available to employees who are eligible for healthcare under PPACA’ under Deduction Setup. With this checkbox selected, employees cannot enroll in healthcare benefits when the healthcare measurement tool specifies they are not yet eligible. This includes the ‘pending’ status assigned to an employee while the tool is still determining eligibility.



With this release, administrators can now override the ‘pending’ status so that appropriate employees can select healthcare benefits during Open Enrollment/Life Events. To do this, go to UltiPro > System Configuration > Business Rules > Health Care Measurement Groups > (select group) > Add/Change Healthcare Measurement Group and define the employees who should be eligible. Within a new Healthcare Eligibility for Open and Life Events section, specify the criteria for eligibility – by choosing Employee Type and Full-time/Part-time from the drop-down menus provided - and select Add.

New ACA Dashboard An engaging, visual PPACA Dashboard, under UltiPro > Reporting > PPACA > Dashboard, reminds you of key ACA due dates and puts valuable information at your fingertips, such as:

Upcoming healthcare reporting deadlines with day-by-day countdowns so you know the time left to take action.

An up-to-date chart of your 1095-C recipients, broken out with the percentages of full-time, part-time, and non-employees.

Your organization’s potential ACA penalty risks on a monthly basis, as well as the possible fines incurred in the current month and year for your employees who have not been offered: o Affordable, minimum value health insurance o Any healthcare coverage



Helpful ACA Checklists Need direction on what to do in UltiPro to ensure your organization is compliant with ACA? A new PPACA Checklist page, under UltiPro > Reporting > PPACA > Checklist, provides the guidance you need for ACA reporting while you’re using the solution. Checklists - for ACA setup, form generation, reporting, and printing - outline the mandatory and optional steps to take in UltiPro with a link to the UltiPro page to take action for continued compliance.



Additional ACA Reports and Templates Expanded Business Intelligence capabilities make it easy for your organization to comply with ACA requirements by generating the data you need for employee healthcare reporting in early 2016. You can:

Access the new 1095-C Summary report (under UltiPro > Business Intelligence > Public Folders > UltiPro BI Content > UltiPro BI for Core HR and Payroll > UltiPro Delivered Reports > Benefits Reports) to review and confirm the accuracy of generated Forms 1095-C prior submitting them to the IRS.

Leverage supplementary ad hoc reporting (under UltiPro > Business Intelligence > Public Folders > UltiPro BI Content > UltiPro BI for Core HR and Payroll > UltiPro Delivered Packages > PPACA Reporting Package), which provides valuable information to help you effectively monitor your people’s healthcare eligibility and coverage. For instance, you can:

o View all your employees’ 1095-C data (on a monthly basis) for a specified time period. o Track employees who have consented to receive an electronic Form 1095-C. o Validate your total number of full-time employee counts per month. o Identify employees missing ACA-required information for a specific reporting year.

Forms 1094-C Generation With this release, you can generate 1094-Cs for each Applicable Large Employer (ALE) you’ve defined for your company (under UltiPro > Reporting > PPACA > Generate and Finalize). Simply select the Generate button to auto-populate employer transmittal 1094-Cs. UltiPro creates a 1094-C record that mirrors the IRS reporting form, which you can easily review and edit if needed, prior to UltiPro generating the completed form for you to finalize and file with the IRS next year. Forms 1095-C Reporting Features

Import 1095-C Part II and/or Part III Data. Seamlessly import 1095-C Part II and/or Part III report template information when this employee data is not stored in UltiPro. Then, view the imported information via an employee’s Offer of Coverage (Employee Record > Benefits > Offer of Coverage) and generate employee 1095-C records by ALE so that all part II and/or part III data automatically populates the forms.

Employees’ Forms 1095-C Generation. This release enables you to auto-populate and generate 1095-Cs. Under UltiPro > Reporting > PPACA > Generate and Finalize, simply select the Generate button to auto-populate your employees’ 1095-Cs by ALE. UltiPro determines the employees who are eligible for coverage for you (full-time equivalents or those enrolled in self-insured coverage) and pulls in Offer of Coverage data to automatically create a 1095-C record. This record mirrors the form employees submit to the IRS so you can easily review and edit data if needed. Then, once you verify employee 1095-C information is accurate, UltiPro generates the completed form for you to finalize, print, and distribute or make available to employees electronically so they can file with the IRS next year.



Important! 1095-C reporting data may not be available from one source depending on how your organization manages employees, benefits, and payroll information. Use the PPACA Scenario Worksheet to help you identify what you need to do to gather appropriate information, as you may do one or all of the following:

o Use the UltiPro ACA Toolkit to auto-populate 1095-Cs. o Leverage the 1095-C Part II and/or Part III report template(s) and import the data files

into UltiPro. o Manually enter data.

Form Printing and Distribution for ACA Distribution and Management Services In addition to UltiPro’s self-service ACA Toolkit, Ultimate offers two other ACA Employer Services options – ACA Distribution Services and ACA Management Services – for those wanting additional assistance in managing ACA reporting and filing. For our customers who have signed up for ACA Distribution or ACA Management Services, this release gives your administrators and managers access to a new Print Services page (under UltiPro > Reporting > PPACA > Print Services) to verify your 1095-Cs are ready for Ultimate to print and distribute for you. It’s simple. UltiPro prompts you to first review/edit and approve your forms for each ALE you’ve defined for your company and lastly confirm print services (distribution, sorting, shipping, etc.). Remember! Depending on your ACA Employer Services selection, you may not need to leverage certain ACA Toolkit features because Ultimate is handling required ACA-related activities for your organization. As a reminder, if you’re using our:

ACA Distribution Services, we handle the printing and distribution of required forms, as well as 1094-C and 1095-C electronic filing to the IRS on your behalf.

ACA Management Services, we help you monitor the alerts and communications with the Healthcare Exchanges as well as provide all services included in ACA Distribution Services.

Please note:

Ultimate strongly recommends you take advantage of our comprehensive collection of healthcare reform resources in the Customer Success Portal Library under Ultimate Software and UltiPro > Patient Protection and Affordable Care Act (PPACA). Please make sure to review our:

o Resources that include Ultimate’s recorded ACA preparation webcasts, UltiPro ACA Toolkit QuickTips, and IRS publications.

o Process and Tasks Guide, which outlines the mandatory and optional ACA-related steps to

take, in a specified order with access to detailed instructions, to ensure your compliance.

This release delivers the functionality you need to prepare for ACA reporting and generate required forms. Ultimate will issue ACA Toolkit updates as well as a Service Pack in December to deliver additional tools to finalize and export forms, as well as distribute 1095-Cs electronically

so you can report to the IRS in 2016.

http://documentation.ultimatesoftware.com/Onlineguides/HumanResources/PPACA-Scenario-ENT.xls

http://documentation.ultimatesoftware.com/Onlineguides/HumanResources/PPACA-Scenario-ENT.xls

http://documentation.ultimatesoftware.com/Onlineguides/HumanResources/HR-Resources-PPACA-ENT.htm

https://documentation.ultimatesoftware.com/Onlineguides/HumanResources/PPACA-Process-Tasks-ENT.htm



PAYROLL PROCESSING The Fall/Year-End Release expands UltiPro’s portal-based payroll features so it’s simple and convenient for you to process financial transactions and your people’s pay - from start to finish - on the web. New functionality, previously only accessible in the backoffice, is now available on the UltiPro portal to help you more effectively manage your general ledger and payroll in less time using:

General Ledger (GL) Features. General ledger functionality makes it easy for you to maintain and reconcile your organization’s financial transactions. Using new ‘GL’ business rules, you can:

o Set up GL base accounts and charts of accounts. o Configure the GL account segment sequence. o Assign GL rules for earnings, deductions, and/or taxes. o Designate cost center exceptions for earnings, deductions, and/or tax allocations.

Then, after setting up your budgets and accounts, you can process GL transactions and/or labor allocations in a single step, like you always have in the portal, under UltiPro > Reporting > Process General Ledger.

To enable GL business rules for appropriate user-roles, go to UltiPro > System Configuration > Role Administration > select role > Business Rules Access Rights, and select the Add and Edit checkboxes for GL Base Accounts, GL Chart of Accounts, GL Rules, and GL Segment Sequence.

Retroactive Pay Capabilities. Expanded payroll features give you the ability to quickly and easily review, calculate, and approve retroactive pay for your people when you change an employee’s salary. This significantly reduces the time and effort required to track peoples’ pay when, for example, a raise is processed after an employee is already paid at his/her earlier compensation rate. Once approved, retroactive pay is automatically included in payroll processed on the portal.



New tools under UltiPro > Payroll Processing > Retroactive Pay let you:

o Specify payout defaults for all earnings and/or specific earnings. o View all your employees’ retroactive pay details (earning description, pay rate, pay

date, etc.) and export the data as an Excel or CSV file for additional use.

To start using the retroactive pay on the UltiPro portal, an administrator must: o Include earnings in retroactive pay calculations prior to the Fall/Year-End Release if

you have not already. Simply select the Retroactive Pay checkbox that’s currently available under UltiPro > System Configuration > Business Rules > Search by Earnings > Earnings Setup. Please note: If you already process retroactive pay in the backoffice, this checkbox on the portal will be selected. If not, Ultimate strongly suggests you select Retroactive Pay now. This checkbox is available so that you can include earnings in retroactive pay calculations starting the day this box is selected.

o Then, after your upgrade, in the following order:

1. Give appropriate team members access to use this feature: Go to UltiPro > System Configuration > Role Administration > select role > Web

Access Rights and expand the Payroll Processing section. Beside Retroactive Pay, select the Edit and View checkboxes. Expand the Retroactive Pay section to expose the Retroactive Pay Tour,

Retroactive Pay Details, Change Retroactive Pay, Retroactive Pay – Approve, Retroactive Pay – Deny, and View Retroactive Pay History, and select the Edit / View checkboxes as you see fit for each team member who should have access to these capabilities.

2. Enable retroactive pay and choose a default payout earning under Payroll Admin > Payroll Settings > Retroactive Pay Settings. Please note: The default payout earning must be a flat amount, not include offset deductions, and not be associated with overtime paid in arrears.

3. If the earning is selected to include in retroactive pay, choose a payout earning. Go to UltiPro > System Configuration > Business Rules > Search by Earnings > Earnings Setup and choose the “Payout Earning For Retroactive Pay” type from the drop-down menu under the new Retroactive Pay Earnings section.

TAX COMPLIANCE The Fall/Year-End Release delivers the functionality you need to close out your year and comply with government and tax reporting requirements. In addition, this release brings you new features that include:



United States

Form 8922 Support for Third-Party Sick Pay. Form 8922 is available for you to file with the IRS and reconcile employer tax returns with W-2s when third-party sick pay is paid to your people. This pre-populated form, located under UltiPro > Reporting > Standard Reports > Third Party Sick Pay Forms (Form 8922), includes complete filer information and employer reporting amounts so it’s effortless for you to file with the IRS.

Canada

Record of Employment (ROE) Total Insurable Earnings Updates. UltiPro complies with Service Canada no longer accepting Block 15B ‘total insurable earnings’ amounts in ROE updates, via the extract file. That said, UltiPro still provides current Block 15B values to you for informational purposes and displays Service Canada’s ‘total insurable earnings’ for each ROE when the import file is returned. This way, you are aware of UltiPro and Service Canada ‘total insurable earnings’ amounts for each ROE, which could differ because Service Canada may include employee data in their calculations that’s not available to UltiPro.

T-4 Slip Data File Functionality for Print Services. Print Services customers can now more efficiently submit T-4s to UltiPro for year-end printing by creating an XML data file of your employee slips. Simply select Create Print Services File, under UltiPro > Reporting > Year-End Forms to produce an XML electronic data file that you can quickly and easily provide your employee T-4 file to Ultimate Software for printing, as opposed to generating and sending a large PDF format file.

Please note:

Release Notes for the Fall/Year-End Release will be available on September 24, 2015 on the Customer Success Portal Library under Ultimate Software and UltiPro > UltiPro Releases > UltiPro 2015 Fall/Year-End Release (v12.0.2) – Release Notes and Supporting Information. Please review the Release Notes, as they will list the UltiPro updates included in this release.

Many payroll tax changes for the upcoming year are finalized by government tax authorities in late November and December with effective dates of January 1. Because of this time frame, Ultimate will issue:

o A Fourth Quarter Compliance Service Pack in December. o A Tax Reporting Service Pack in January to support 2015 reporting and prepare for 2016

payrolls. o Additional tax updates as necessary when new requirements from tax jurisdictions become

available.



SYSTEM MANAGEMENT The Fall/Year-End Release continues to help you conveniently connect to your other business systems with enhancements that include:

INTEGRATION Integration Studio Access from the Main Menu. For quick access to self-service data

connectors, Integration Studio is now available from the main navigation menu - UltiPro > Integration Studio - and no longer sits under Transfer Data. This way, you’re just one click away from your organization’s integrations and can take advantage of the main menu’s ‘Find’ search box to easily locate content you’re looking for within the Integration Studio.

New Hire Web Services Enhancements. The New Hire application programming interface (API) includes new fields so you can import additional data when you’re hiring a new employee into UltiPro from a third-party system. Rather than taking the time to manually add information once a new hire record is in UltiPro, you can now directly import:

o Direct deposit information o Union affiliation details o Paid time-off balance (PTO/Leave Balances)

TALENT MANAGEMENT New, intuitive UltiPro talent features help you properly evaluate and guide your peoples’ pay, performance, and development using:

COMPENSATION MANAGEMENT Embedded Analytics. UltiPro’s new approach for putting relevant analytics right at your

fingertips – embedded in an existing page – makes it easier to make data-driven decisions and take appropriate action for your organization. A new, simple-to-read, visual analytic, that includes a link to the detailed Salary Range Exceptions, report on the Salary Plans page provides administrators with salary exception data (employees who are paid above or below their salary grade) so they can better plan salary budgets. Additionally, this information gives managers confidence in their decisions to change peoples’ compensation.



PERFORMANCE MANAGEMENT Performance Review Contributor Enhancements. To ensure employee performance

reviews cater to your organization’s unique structure, new options, under Talent Management > Performance Management > Review Templates > (select template) > Template Details, include:

o Expanded Contributor Capabilities. It’s easier than ever to include more people -

outside your management team - to provide feedback on employees’ performance. Under the Additional Contributor Feedback section, administrators can select from the following: Enable the ability to import additional contributors. With this selection, a new

Import Additional Contributors page is available when you distribute an employee’s review. Here, you can import a list of up to 100 contributors per employee, whereas a manager manually adding people was previously limited to 20. Plus, the whole process is faster.

Allow Managers to Edit or Delete Contributors from an imported list. Hide name(s) and role(s) on additional contributor feedback. This way,

administrators can guarantee feedback anonymity when setting up a review template so that contributors are more likely to share candid opinions, which, in turn, can lead to a more meaningful performance review overall.



o A New ‘Matrix Manager’ Contributor. To help you structure review templates that accurately represent your organization, a new matrix manager relationship type can be designated as a unique contributor - to represent anyone who oversees an employee in addition to his/her manager (dotted-line relationships) - as applicable. Administrators: Have the flexibility to specify the weight a matrix manager’s feedback should

have on an employee’s performance score (as you do for managers and/or additional contributors) under the Additional Contributor Feedback section.

Identify which additional contributors are “Matrix Managers” from the Relationship field available on the Additional Contributor Feedback Selection import page when you distribute an employee’s performance review.

Matrix managers are granted access to an employee’s personal development plan, observations, and journal entries so that they are well equipped to provide useful feedback to influence the employee directly and their the performance score.

My Leadership Actions. New functionality empowers managers to develop good leadership skills by providing recommended actions - which managers can assign themselves - to nurture direct reports. My Leadership Actions simply offers practical suggestions managers can use to effectively foster relationships and measurably improve employee performance and retention – such as:

o Assign yourself an action, like ‘Meet Once a Week,’ from a library of suggested actions

to help you support a specific employee’s career path, o Add due dates to tasks so you can monitor progress, and o Take private notes about an employee that can be used, for example, to guide ongoing

one-on-one discussions throughout the year.



To take advantage of My Leadership Actions, access this new page from the significantly enhanced Talent Dashboard (UltiPro > My Team > Talent Dashboard) by selecting: o The Leadership Actions link below an employee’s name under My Team, and/or o Those individuals listed as retention risks under the new Alerts section that’s

supported by predictive analytics and only appears when applicable. Please note: For the Alerts feature, predictive analytics must be enabled under UltiPro > System Configuration > Talent Management Settings.

To turn on My Leadership Actions:

1. Enable the business rule for administrators. Go to UltiPro > System Configuration > Role Administration > select role > Business Rules Access Rights and select the Edit and View checkboxes beside Leadership Actions.

2. Give appropriate managers access to the My Leadership Actions page. To do this, go to UltiPro > System Configuration > Role Administration > select role > Web Access Rights. Expand My Team, Talent Management, and Talent Dashboard sections, in that order, and select the Edit and View checkboxes beside My Leadership Actions.

CAREER DEVELOPMENT Embedded Analytics. UltiPro’s new approach to putting relevant analytics right at your

fingertips – embedded in an existing page – makes it easier to make data-driven decisions and take appropriate action. A new, simple-to-read visual analytic on the Personal Development page illustrates an employee’s performance metrics from their most recent review. An individual’s competency strengths (top rated) and areas to improve (lowest rated) are displayed to provide the employee context to help them map out a simple and meaningful development plan that develops their natural skills.



REPORTING AND ANALYTICS The Fall/Year-End Release gives you greater access to important people data using:

UltiPro ACA Toolkit Reporting. Expanded Business Intelligence capabilities make it easy for your organization to comply with ACA requirements by generating the data you need for employee healthcare reporting in early 2016. You can: o Access the new system-delivered 1095-C Summary report (under UltiPro > Business

Intelligence > Public Folders > UltiPro BI Content > UltiPro BI for Core HR and Payroll > UltiPro Delivered Reports > Benefits Reports) to review and confirm the accuracy of generated Forms 1095-C prior submitting them to the IRS.

o Leverage supplementary ad hoc reporting (under UltiPro > Business Intelligence > Public Folders > UltiPro BI Content > UltiPro BI for Core HR and Payroll > UltiPro Delivered Packages > PPACA Reporting Package), which provides valuable information to help you effectively monitor your people’s healthcare eligibility and coverage. For instance, you can: View all your employees’ 1095-C data month-by-month for a specified time

period. Track employees who have consented to receive an electronic Form 1095-C. Validate your total number of full-time employee counts per month. Identify employees missing ACA-required information for a specific reporting

year.

Please note: Ultimate will issue ACA Toolkit updates as well as a Service Pack in December to

deliver additional reporting capabilities so it’s seamless for you report to the IRS in 2016.



Embedded Analytics. UltiPro’s new approach to putting relevant analytics right at your fingertips – embedded in existing pages – makes it easier to make data-driven decisions and take appropriate action. A new, simple-to-read visual analytic on the: o Salary Plans page provides Compensation Management administrators with salary

exception data (employees who are paid above or below their salary grade) and a link to the detailed Salary Range Exceptions report so they can better plan salary budgets. Additionally, these analytics give managers confidence in their decisions to change peoples’ compensation.

o Personal Development page illustrates an employee’s performance metrics from their most recent review. An individual’s competency strengths (top rated) and areas to improve (lowest rated) are displayed to provide the employee context to help them map out a simple and meaningful development plan that develops their natural skills.

Documents

UltiPro 2015 Fall/Year-End Release Highlights · · 2016-11-07UltiPro 2015 Fall/Year-End Release Highlights ... In addition, updates in this release enable you to process year-end