Basic Employee Data Maintenance for Payroll and HR Management

WinCap employs a design whereby all data that is maintained within the system for an individual employee is able to be accessed through a single data maintenance “form”.  This Employee Maintenance form automatically adjusts for the specific modules the client site has implemented and for the specific authorizations the individual user has been given through the system user security profile.  This approach makes for a highly effective and efficient means for each user to maintain the specific data they are responsible for maintaining, to view other data they are allowed to see, and to drill-down to detailed transaction data as appropriate for the functions they are authorized to perform.

WinCap utilizes a position-based approach for the maintenance of data for both payroll and human resource management functions.  An employee will have a separate position record for each job that they perform. Information maintained for each position includes the rate type (salaried, hourly, daily, term contract), FTE, effective and end dates, work calendar, pay frequency, base salary and pro-rated salary (if applicable), and hourly and daily rates.  Position control features can be applied for specific positions to track vacancies and to apply staffing and/or budgetary controls for districts implementing the Staff Cost Projection and Position Control Module.

Supports a multi-level approval process to enable separation of duties among staff and for separation of the pay authorization process from the actual payment process, and to do so in a fully-integrated approach. 

Allows for the maintenance and use of salary schedules to establish base salaries and hourly or daily rates.  These schedules can also be used for incrementing and projecting salaries.  Routines are provided for mid-year incrementing for employees who are not incremented on the normal position effective dates (July 1 for 12-month staff or September 1 for 10-month staff).

Allows for the maintenance and use of longevity schedules; tracks employee longevity and applies the appropriate longevity rate based on years of service.

System automatically prorates salary data based on FTE and actual days worked and applies the “SWAIM” proration where appropriate.  

For positions which are based on an hourly rate but which the district pays on an annualized salary basis, the system designated ‘Hourly paid as Salary’ rate type will automatically calculate the annualized salary for each employee position based on their hourly rate (as entered or from an established salary schedule), the designated number of hours they work each day, and the number of paid days in the work calendar to which they are assigned. 

Tracks position cost data for employees on unpaid leaves of absence so that these can be included in staff cost projections for budgeting and for negotiations.

District-defined tables can be established and utilized for sorting and selecting of employee records and to establish “view filters” of which employee records a particular user is able to access and report on.

All tables for which a user has maintenance rights can be accessed and maintained from within the employee maintenance function [just right-click on your mouse to open the window to maintain the specific table].

MS Windows® functionality allows users to enter or update data for an employee, and at the same time have another window(s) open to query employee data and respond to inquiries concerning other employee records.

Standard reporting features include a flexible salary notice feature, which allows client sites to customize salary notices/agreements for each of their different employee groups.  Staffing reports are position-based, so users can easily generate reports that show employees with positions active on a particular date (or date range), with their relevant FTE and cost, and by whatever parameters the user requires (i.e. by building, by department, by supervisor, etc).

Integrated industry-standard report writer with data dictionary to facilitate the use of system-maintained information as needed; integration with Microsoft Office.