TEAM Software Release Notes September 2023

Release Date: 9/17/23

Applies to: WinTeam Version 23.9.2

Last Updated: 12/4/2023

Release Date: 9/17/23

Applies to: eHub Web Version 23.9.0.1

Last Updated: 12/4/2023

Release Date: 9/17/23

Applies to: Android Version 4.44.1 iOS Version 5.33

Last Updated: 12/4/2023

Release Date: 9/17/23

Applies to: Universe Data Warehouse Version

Last Updated: 12/4/2023

Release Date: 9/17/23

Applies to: Insights Dashboard

Last Updated: 12/4/2023

Use a text editor (e.g., Notepad) when editing a .csv file that will later be uploaded (e.g., the Paid Family/Medical Leave Report) to ensure the formatting of the date fields remain unchanged. Opening the file in Excel can cause the date format to be changed which will cause the file upload to fail.

WinTeam Enhancements

Note:  This section of the release notes contains changes to existing system features that may change your workflow.

Added new capability to Action Item Templates support single-step action items (notification only - no response or escalation required). The following enhancements were made in the Action Item Setup window:

  • A new checkbox labeled After Creation has been added–when it is selected, the Escalate To, Hours, and Minutes fields are unavailable (and the Minutes field displays 0).
  • The First e-mail response changes to Ending Status field has been renamed to After First Response (this is a label change only, the functionality of the field remains the same).
  • A section labeled Auto-Close has been made around the After Creation and After First Response check boxes. Only one check box in this section can be selected at once–the option that is not selected is unavailable.
  • The Submitter only to receive an e-mail at the start and end of an action item check box functionality remains the same, but it is not included in the Auto-Close section.

The existing security feature called Can Override Validations under the AR Purchase Orders screen now also controls editing of the purchase order number in the top grid of the AR: Purchase Orders window (it does not affect the bottom grid).

On the SYS Defaults window, there is now a check box for Auto accept USPS standards. This option is used in the bulk address validation overnight process. When the check box is selected, all addresses that are on the Pending Address Changes tab of the PAY: Address Validation window are marked for re-validation. These addresses are reprocessed during the next nightly bulk address run. Addresses that are valid but do not fully conform to the United States Postal Service (USPS) standards are validated and updated automatically. The USPS standards updates include:

  • Move the apartment number from Line 2 to the end of Line 1
  • Update street abbreviations (for example, North to N)
  • Remove punctuation such as periods (for example, N.W. to NW)
  • The city, state, and zip code (first 5 digits) must be accurate

Tip:  See Custom Settings details by Module for details about WinTeam custom settings.

HRCompliance | StatusRequired | Yes

This is a new custom setting that controls whether the Status field on the HR Compliance Tracker By Employee window is required. This custom setting is enabled for all customer by default. If this custom setting is removed or the value changed to No then the Status field is optional.

There is a new Eligibility for Rehire prompt box that displays when an employee is set to inactive. In this prompt box, the user selects either Yes or No to indicate if the employee is eligible for rehire in the future. When Yes is selected, the Eligible for Rehire check box on the General tab of the Employee Master File is automatically selected. When No is selected, this check box remains cleared.

Note:  If the Payroll | EligibleForRehire | True is enabled this prompt box does not display since this custom setting always makes employees eligible for rehire.

There is now a service that runs nightly to automatically update the HR Compliance License Stage to Expired based on the following logic:

  • The License Stage is Issued and has an Expiration Date of today
  • The License Stage is In Renewal and has either an Expiration Date or Extension Date of today

Note:  The automatic update only changes licenses from Issued or In Renewal to Expired, it does not make changes to licenses in either the Pending Initial or Revoked stages.

There is a new custom setting called HRCompliance | StatusRequired | Yes that controls whether the Status field on the HR Compliance Tracker By Employee window is required. This custom setting is enabled for all customers by default. If this custom setting is removed or the value changed to No, then the Status field is optional.

The following changes have been made to the HR Compliance Status Report:

  • Failed has been added to the Status filters to isolate employees with a compliance failure.
  • License Stage has been added to the Category/Records filters to isolate employees with licenses in each stage. The pick from list includes:
    • Expired
    • In Renewal
    • Issued
    • Pending Initial
    • Revoked
  • The Due Date calculation has been updated:
    • The original Due Date continues to display for Failed records
    • The Date Revoked displays for Revoked records
  • Columns for Failed and License Stage have been added to the report.
  • The grid view now includes the following fields in the Field Chooser:
    • Date Applied
    • Date Revoked
    • Expiration Date
    • Extension Date
    • Failed
    • License Stage
    • Pending Date

The HR Compliance Codes Report grid view now includes the following fields in the Field Chooser:

  • Allow Revoked
  • Allow Use While Pending Agency Approval
  • Apply Advanced Security
  • Do Not Allow Item to be Skipped
  • License Extension
  • Max Ext Days Allowed
  • Max Pending Days Allowed
  • Renewal Lead Time
  • Track Fails

The following changes have been made to the HR License/Expiration Report:

  • License Stage has been added to the Category/Records filters to isolate employees with licenses in each stage. The pick from list includes:
    • Expired
    • In Renewal
    • Issued
    • Pending Initial
    • Revoked
  • If Expiration Date range is used as a filter, records with a blank or null Expiration Date are not included in the report. This affects the data that is returned in all versions of the report: Preview, Printed, and Exported.
  • Columns for License Stage, Date Applied, Pending Date, Expiration Date, Date Revoked, and Extension Date have been added to the report.
  • The grid view now includes the following fields in the Field Chooser:
    • Allow Revoked
    • Date Revoked
    • Extension Date
    • Renewal Lead Time
    • Renewal Start
    • License Extension
    • License Stage
    • Max Ext Days Allowed
    • Max Pending Days Allowed
    • Pending Date

    Note:  The Renewal Start Date is the Expiration Date (from the License/Expiration Codes window) minus the Renewal Lead Time (from the Compliance Tacking Codes window).

The JOB Compliance Codes By Job Report grid view now includes the following fields in the Field Chooser:

  • Allow Revoked
  • Allow Agency Approval
  • Apply Advanced Security
  • Do Not Allow Skip
  • License Extension
  • Max Ext Days
  • Max Pending Days
  • Renewal Lead Time
  • Track Fails

The following changes were made to the PS Post Qualification Report (Scheduled Exceptions report type) grid view:

  • License Stage, Failed, and Revoked were added to the Field Chooser. For Failed and Revoked records, the Due and Days Until Due columns are blank.
  • The Due date calculation has been updated. If the record is not Failed or Revoked then the latest of Pending Date, Extension Date, or Expiration Date is used.

There are five new Supervisor eHub Screen security features under the PAY: Employee Profiles screen. When these features are selected, supervisors can view those employee attributes on eHub Web.

  • View Employee Type
  • View Employee Title
  • View Employee Supervisor
  • View Classification
  • View Benefit Category

As SMS capabilities continue to expand, customers want to know which employees opted-in to receive SMS messages or have insight into the general opt-in statuses of employees. This helps gauge who in the workforce is and is not setup up to receive SMS and is also helps identify which groups of the workforce might need additional assistance to get opted-in when additional SMS capabilities are available. The SMS reporting capabilities to view the opt-in status have been enhanced in the Employee Master File advanced filtering, Job Master File advanced filtering, and Employee Master File grid view report.

The different states of the SMS opt-in status are:

  • Pending–An opt-in prompt has been sent to the employee, but they have not responded with "yes"
  • Opted In–Fully opted-in for SMS
  • Opted Out–The employee has sent a "stop" to stop receiving SMS
  • Blank–A phone number has not had any opt-in prompts sent or other statuses to date

In the Employee Master File and the Job Master File, the Advanced Filter has been updated:

Old Label New Label
Phone1SMSEnabled Phone1SMSStatus
Phone2SMSEnabled Phone2SMSStatus
Phone3SMSEnabled Phone3SMSStatus
Example:  

An example of how the filters can be used to identify all records that have any type of opt-in status across any of the three phone fields.

In the Employee Master Report grid view, view the SMS Status fields by selecting Phone1SMSStatus, Phone2SMSStatus, Phone3SMSStatus from the Field Chooser. This can help identify which employees are opted in to receive text messages.

The SMS format now includes the status and messages for periodic checks now begin with PC: (and then the message).

WinTeam Fixes

Note:  This section of the release notes contains corrections to existing system features that should not affect workflow.

In the Update to Invoice Entry window, the Credit Card Vendor on the invoice was not being updated with the Default Credit Card Vendor from the Vendor Master File. Instead, it was only being updated with the Vendor Master File number–this has been corrected.

We made performance improvements to AR Invoice Register Report.

In the Invoices window, invoices from unbilled work tickets were not being created when more the six work tickets were selected. this has been corrected and now invoices can be created from multiple unbilled work ticket that are from the same or different jobs and/or customers.

After a fixed asset import process is run, the user name of the user who ran the process is added to the changed information that displays in the Job Assignment History grid and the hover-over tool tip for the "i" (information) icon in the top right corner of the window.

In the License/Expiration Report grid view, when the Include Employees with no license check box was selected, the report only contained employees with a license. This has been corrected, and now when this check box is selected the report contains both employees with and without a license.

The ADP Periodic and Quarter Tax Files for Q3 were updated to include the Washington CARES Long-Term Care Insurance Tax that was effective July 1, 2023.

  • Periodic File–Version 090823
  • Quarter File–Version 090823 Updated to include the new tax record with employee date of birth (DOB) (E record) and the quarter-to-date (QTD) & year-to-date (YTD) wages, taxes and hours, along with an exemption flag in the W record.

The Washington Paid Family and Medical Leave Report electronic file has been updated to include employee date of birth (DOB). This is a new requirement effective October 1, 2023. The field is blank if there is no DOB for the employee.

Note:  Currently, a warning message displays when uploading the file, but the file is still accepted. This may change in the future, so records for all employees in Washington should be updated to contain a valid DOB.

The Employee W-2 Report (all report types) has been adjusted so there is a single line for each state income tax record instead of separate lines for resident and non-resident wages.

Before addresses are sent for validation, the Address Line 2 is being moved to the end of Address Line 1. This endures that all addresses are validated consistently. This automatic update applies to all places where addresses are validated: Employee Master File, Job Master File, Apply Employee Requests, Location Setup, Warehouse Locations, and Invoices.

The Job Taxes Validation grid view has been adjusted to correctly display the tax IDs for all taxes applicable to the selected jobs.

The incorrect subject/gross wages were being returned for paychecks that included more than one Percent of Payroll (POP) tax–this has been fixed and the correct tax calculation warning messages are now being displayed for POP taxes.

The additional withholding logic for Maryland and its county record has been fixed–the total tax withheld was correct, but the logic for storing the additional withholding was not correct. The Additional Withholding is now correctly reported on the State record and the calculated tax on the associated County record.

The states of New Jersey and Pennsylvania do not allow certain pre-tax deductions when calculating state income tax (SIT). This can cause negative taxable wages for employees who are residents of another state and only worked in New Jersey or Pennsylvania. The tax calculation logic has been adjusted to ensure that there cannot be negative Taxable Wages when there are positive Gross Wages for State Income Tax (SIT).

Note:  

New Jersey does not consider the following as pre-tax deductions:

  • Section 125
  • HSA Deductions
  • FSA Deductions.

Pennsylvania does not consider the following as pre-tax deductions:

  • 401K
  • 403(b)
  • Simple IRA
  • Simple IRA Non-elective Plan
  • Deferred Compensation Retirement Plan Deductions.

There is a special agreement for Wisconsin residents earning wages in Minnesota. With this agreement, the Wisconsin state income tax (SIT) is applied to the Wisconsin wages and Minnesota SIT is applied to Minnesota wages. This is different from the standard behavior where non-resident wages are included in the Wisconsin SIT calculation. The tax calculation logic has been altered to correctly store and report the Wisconsin wages in this scenario.

SMS questions were not working–this has been corrected.

In the SMS Text Log, the Date Range filter has been fixed and now includes text messages for the entire day for the dates selected.

When the Do Not Allow Access to eHub Web check box was selected in the Security Groups window, CSS were still able to log in to eHub and when the Do Not Allow Access to eHub Mobile check box was selected, users were able to log in to eHub Mobile on Android devices. These issues have been corrected and now when these check boxes are selected, users are restricted access from eHub as expected.

eHub Enhancements

Supervisors can now view additional employee data in the Work Information section of the Employee Profile. The information displayed is read-only and is controlled by five new Supervisor eHub Screen security features.

  • Employee Type
  • Employee Title
  • Employee Supervisor
  • Classification
  • Benefit Category

The Compliance page for supervisors (accessible from the Employee or My eHub menu) has been updated to include the HR Compliance License Stages.

  • Changed the label for the License/Expiration Codes section to License Codes - Expired/Revoked
    • Replaced Status with License Stage
    • If the stage is Expired, and there is an Expiration Date with no Extension Date, then the label is Expired.
    • If the stage is Expired, and there is an Expiration Date and an Extension Date, then the label is Extension and the Extension Date displays.
  • Added License Codes - Issued/In-Renewal/Pending section
    • If stage is In Renewal, and there is an Expiration Date with no Extension Date, the label is Expired.
    • If stage is In Renewal, and there is an Expiration Date and an Extension Date, the label is Extension and the Extension Date displays.
    • If the stage is Pending Initial, and there is a Date Applied but no Pending Date, the label is Pending and no date displays.
    • If the stage is Pending Initial, and there is a Date Applied and a Pending Date, the label is Pending and the Pending Date displays.
  • Added Compliance Codes - Completed section
  • Added Compliance Codes - Skipped section
  • Added Compliance Codes - Failed section

eHub Fix

The note associated with a Timekeeping record that crosses over midnight into the next day has been updated to match the recent updates in WinTeam, where any references to Split Shift have been updated to Day Divide.

eHub Mobile Enhancements

The Login screen on both Android and iOS devices has been updated as the result of improvements to the underlying login security. When first logging in, users may have to enter their eHub URL, and then enter their user credentials. The eHub URL is saved after the initial login and can quickly be tapped through during subsequent log in processes.

Supervisors can now view additional employee data in the Work Information section of the Employee Profile. The information displayed is read-only and is controlled by five new Supervisor eHub Screen security features.

  • Employee Type
  • Employee Title
  • Employee Supervisor
  • Classification
  • Benefit Category

Single Sign-On (SSO) is now available for eHub Mobile on both Android and iOS devices for clients using Azure Active Directory. It requires setup, so please contact your Customer Success Manager if you are interested in using this enhancement. See eHub Mobile SSO for details.

eHub Mobile Fixes

The following issues were corrected on Android devices:

  • The Job Name was sometimes overlapping with the Clock In Time information on Android devices.
  • On Android 11 and earlier devices, photos were being rotated when they were uploaded to work tickets.
  • The incorrect work ticket total was being displayed on the work ticket landing page.
  • The application was crashing when attempting to upload a photo taken in landscape mode as an attachment to a work ticket.

The following issues were corrected on iOS devices:

  • CSS users were seeing the Scheduling Widget.
  • Employees could not enter a fraction of an hour such as 4.5 hours in a time off request.
  • The keyboard could not be minimized so the Go button was obscured which prevented the user from logging in.
  • The eHub application was not verifying eHub websites properly.