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CYMA is pleased to present Version 12.5, an important new release focused on Payroll, Human Resources (HR) and Employee Self Service (ESS). Version 12.5 is the first of two major releases this year. CYMA will produce another release, with enhancements across th all modules, in the 4 Quarter of this year. Payroll and Human Resource Focus CYMA's new HR products have been met with unprecedented demand. Our Payroll system continues to receive awards and provides an unmatched combination of features, flexibility and price. As such, we decided to focus development resources on these two critical areas early in the year ­ with a goal to dramatically enhance our capabilities across the entire spectrum of HR and Payroll related functionality. If you are presently outsourcing your payroll operations, we strongly urge you to consider the possibility of significant cost savings, increased management control and improved financial reporting available to you by bringing your payroll operations in-house. If you are using CYMA Payroll in-house (as nearly 75% of our customers do) we suggest you evaluate the cost savings, increased management control, improved administrative efficiencies and error reductions available to you by adding the CYMA HR system. I Don't Use CYMA Payroll ­ Should I Install 12.5? Although 12.5 consists primarily of Payroll, HR and Employee Self Service enhancements, there are enhancements and technical corrections across all modules. We would encourage all customers to install and update to 12.5, as future releases will be based on Version 12.5. But if you elect to keep 12.5 "on the shelf" you can do so for now, and move forward with the fall release when it is available. Don't Let the "Point 5" Fool You Version 12.5 is a major release ­ care should be taken to allot the appropriate time and resources as you would for any other CYMA upgrade. CYMA Payroll and HR files on your existing system will be converted to 12.5 format just as in any normal major CYMA release. Treat the move from Version 12 to Version 12.5, for example, just as you treated the move from Version 11 to Version 12. NOTE: As always, you should back up your data prior to installing Version 12.5. Employee Self Service and Manager Self Service Customers currently using CYMA's web-based Employee Self Service system are telling us that it is a great tool for supervisors, managers and executives ­ providing them important information about the employees that work for them. Beginning in 12.5 and especially in our release later this year you will see a continued emphasis on Manager Self Service ­ introducing new features especially designed to allow managers throughout the organization to query, report and enter information about employees ­


using nothing except an internet connection and a web browser to securely connect to the back-end Payroll and Human Resources system. Items under consideration include Leave Request Approval, Performance Review Result submission and many other tools designed to provide your supervisors, managers and executives with department and organizational wide employee information. The Future is Bright Over the next year you will see some great new Payroll and Human Resource related products ­ including new products and services in the areas of Electronic Funds Transfer, Tax Deposits, Electronic Filing, Open Benefit Enrollment and more. We are evaluating new solutions for Leave Request Processing, FMLA tracking and OSHA Injury Reporting. We'll be greatly enhancing our Workers Compensation capabilities and the capabilities for billing payroll services for our Payroll Service and Professional Employment Organization (PEO) customers. And at the same time, our next version will include enhancements for AP, AR, Job Costing, Sales Order and other modules.

New in CYMA Version 12.5 CYMA Version 12.5 Features CYMA Version 12.5 contains hundreds of new features, the most significant of which are summarized below. Check the home page of Version 12.5 eDesk for a more detailed listing. Vacation and Paid Time Off Accrual Enhancements Version 12.5 features significant enhancements to all areas of calculating, adjusting and valuing accruals and accrual balances. These include: 1. Automatic General Ledger Journal Entries for the dollar value of accruals calculated during payroll processing. If desired, you may set the system up so that Vacation and PTO accruals generate a posting to the General Ledger automatically. Or you can bypass this and make the accrual GL entry as you do now. 2. New Options for Adjusting Accrual Balances ­ Both Payroll and Human Resources now support two new options for adjusting employee accrual balances: a. Flat Amount Add on a Given Date ­ when the date falls within a pay period add a flat amount of hours to the employee accrual balance. b. Flat Amount Reset on a Given Date ­ when the date falls within a pay period reset the employee balance to a specific number of hours. 3. Maximum Hours ­ The Human Resources module now allows you to specify the maximum number of accrual hours for any employee. Options to add or reset balances will respect the maximum, as will normal accrual calculations. 4. Support for System Calculated "Days Per Year" in HR. The first release of the HR system could only generate an "Amount Per Period" accrual rate when updating


Payroll. Version 12.5 allows users who use a `Days Per Year" construct to use the HR system to automatically set employee accrual rates. Customizable EFT File Formats You may now adjust the file format for EFT Direct Deposit (and EFT Payments in Accounts Payable) to accommodate the exact needs of your bank. Previous versions of CYMA support an ACH standard file format for electronic AP payments and Payroll Direct Deposit but some financial institutions implement the standard in different ways. The new Electronic Funds Transfer tab on Maintain Banks allows you to configure the EFT file to exact bank specifications and eliminates (for most customers) the need to edit the EFT file to match financial institution specific formats. Hours Worked Many CYMA customers use an "Hours Worked" calculation to define Benefit Eligibility, Accrual Rates and other HR/PR related calculations. Version 12.5 features a userconfigurable Hours Worked calculation which allows you to define the exact rules for counting Hours Worked during a user defined timeframe. Hours recorded for Regular Hours, Overtime Hours and Doubletime Hours are used in the Hours Worked Calculation. Employee Hours Worked are calculated in real time at the time the number is needed within the system. The Hours Worked calculation can be used in several different places within the system including: 1. Benefits Eligibility: You may control eligibility for Benefits using Hours Worked within a specific time period. For example, in order to be eligible for a benefit, the employee must work more than 1850 hours in the previous calendar year. 2. Rate Table Calculations: You may set up rate tables using ranges of Hours Worked to drive the calculation of Accrual Rates or other Benefits. For example, build a rate table like this: Hours Worked Last Year 0 ­ 1000 1001-1500 1501+ Vacation Hours This Year 20 40 80

Hours Worked can be calculated in two different ways: 1. From/To a range of months: From January 2010 to December 2010, for example. 2. Within the last "x" months: Within the last 6 months, for example.


New Product ­ HR Forms! Available for all Payroll customers, CYMA's new electronic HR Forms product provides over 60 of the most commonly used HR/personnel forms in electronic format. Available forms include COBRA Election Notice, Confidential Data Agreement, Direct Deposit Authorization, Drug Screening, Employment Application, Layoff Notice, Loan Agreement, Military Duty Absence, Probation, Dismissal, Exit Interview and more. Simply select an employee or a range of employees from the Payroll/HR employee database, select the form and assign the form to the employee(s). The HR Forms system will automatically read all pertinent employee information from the database, fill in the form and present the form on screen for further input. The form may then be printed for employee signature and a record of the form assignment to the employee(s) is kept in a secure database. Forms may be customized and put into packets. Assigning a packet to an employee automatically creates all the forms in the packet and prepares them for the employee to review and/or sign. Using similar technology to CYMA's State Payroll Forms product, the forms database is updated when new regulations and practices dictate new HR Forms. CYMA's new HR Forms product does not require the HR module (Benefits, Credentials, Positions). It is a companion piece of software made for any CYMA 12.5 Payroll customer to use. Prices start at just $95 per year. Real Time News from CYMA Reaching each and every CYMA customer with important information in a timely manner can be a challenge. CYMA's new real-time alert system is built into your eDesk desktop in Version 12.5. Important messages from CYMA, including critical product update information, is broadcast from a CYMA web-site feed and appears in the lowerleft corner of the main CYMA desktop on every computer accessing CYMA (the space will be blank if no internet connection is available). This will dramatically improve our ability to get accurate, timely information into your hands. Also available on the new desktop is a continually updated schedule of customer training classes. Improved Child Support, Garnishments and Other Deductions The "Other Deductions" feature in CYMA Payroll is typically used for calculating, tracking and reporting deductions like Child Support Payments, Garnishments, United Way Contributions and other miscellaneous deductions. Version 12.5 greatly enhances this feature by adding the following: 1. Lifetime Goals: useful when the deduction spans multiple years ­ the deduction will automatically cease once the goal is met. 2. Minimum Earnings Before Calculation Occurs: allows you to specify an amount, based on either Gross or Net Earnings, under which the deduction does not occur. 3. Do Not Let Earnings Fall Below Minimum: allows you to specify an absolute floor for the employee earnings. For example, the employee has a garnishment which specifies that $100 is to be withheld after taxes and other pre-tax deductions (Net Earnings), but the garnishment


does not occur unless the employee reaches $1,000 in Net Earnings. Further, the employee will always be allowed to take home at least $1,000 per pay period. If for example, Net Earnings for the period were $1,050, the deduction would be restricted to $50. Local Tax Enhancements For customers with local tax withholding, CYMA Version 12.5 adds new features which provide much greater flexibility to support local tax rules. A new "Minimum Wage Cap" allows you to specify a Wage Base which must be attained prior to the Local Tax commencing. The Wage Cap can be specified as an amount per check, month, quarter or year. In addition, we have added a "Fixed Amount" option to the available System Calculated methods so that you can withhold a fixed amount of local tax per check, yet still respect the Minimum Wage Cap described previously. A new Locality Table provides for more consistency in defining local taxing jurisdictions. Enhanced Dependent Information Significant enhancements have been made to the Emergency/Dependent Contact screens shared by Payroll and Human Resources. CYMA now tracks the Total Number of Dependents, the Total Number of Insurance Dependents, the Birth Date and Full Time Student Status of each dependent. The HR system can use this information to calculate Benefit amounts and Insurance Premiums. Spouse Age and the Number of Insurance Dependents can be used within HR Rate Tables to calculate amounts. So if, for example, your insurance carrier uses the Spouse Age as a factor in calculating family coverage, CYMA now has the information to automate the calculation New Employee Career Activity File Keeping an accurate log of all important employee career related events can be important when facing litigation or when conducting employee Performance Reviews. Our new Employee Career Activity file maintains a complete history of important employment related events for each employee in the HR/Payroll system. Version 12.5 automatically creates a system entry for changes in Location, Position, Department, Employment Status (Active, Terminated, etc.) and Pay. It automatically creates an entry for each Performance Review (including who conducted the review and the employee score)and even allows you to create an unlimited number of User Defined codes for creating transaction records for such items as Discipline Notices, Warnings, Customer Commendation Letters, Issuance of Company Property and more. A new HR-Career Activity Tab on Maintain Employees within HR allows you to see all employee events, sorted by date, description and activity type. You can choose to display all events or any combination of specific events.


Employee Self Service/Management Self Service Enhancements have been added to the Employee Self Service product and it has been updated to work with the new file structures for V12.5. 1. New filters were added to the Supervisor Approval by Day web page. These filters will allow the supervisor to limit the employees and data to help the supervisor approve entries more efficiently. Employee filters included are the ability to see only employees with unapproved transactions and inactive employees. Data level filters allow the supervisor to see only the unapproved transactions for a given employee and only transactions within the current pay period. A report has also been added so the supervisor can see the state of all transactions entered by employees. The report also respects the filters on the web page. 2. The Non-Tax Expense feature was improved to allow a quantity times a rate and those values can be entered directly by the employee or supervisor. These can be entered if the company is configured to allow entry of time By Day or By Period. 3. A new query has been added to allow a supervisor to see the number of hours an employee was paid for each feature. This query has a date range parameter along with filters for employee, department and location. The query has options to show the features in summary or detail. The query can be used to determine how many hours were paid to employees for regular time, overtime, vacation, holidays, etc. 4. Time Entry by day now allows for the entry of values greater than 24, this is particularly useful for the Piece Work feature. Corrections were made to queries that had previously failed due to special characters in related description fields. HR Benefits Eligibility Benefit Eligibility processing has been substantially upgraded based on feedback from early adopters of the HR Benefits product. 12.5 adds the following capabilities: 1. Ability to indicate eligibility is restricted to Full Time OR Part Time OR Seasonal. 2. Ability to indicate that the employee must meet other conditions such as Total Hours Worked within a date range, minimum age, be a citizen, and more. For example, Benefit Eligibility could now be: "Must be a Full Time or Part Time employee who worked more than 1850 hours in the previous calendar year, is at least 21 years old as of January 1, 2010 and is a Citizen. 3. Eligibility Date Criteria can now be based off Start Date, Hire Date or Re-Hire Date. A new Date Lookup Order lets you specify which date fields should be used for establishing the eligibility check. For example, "first look at Re-Hire Date and use the value in that field. If blank, look at Hire Date. If that is empty, use the value in Start Date." 4. The parameters for determining when an employee is eligible have been greatly expanded as well. You can now specify "First Day of Quarter", "First st Day of Year", the next occurrence of a date (for example, next January 1 ), or mark the Benefit as "defined during enrollment", which gives the system


operator complete flexibility to enter any enrollment eligibility date they desire. HR Benefits Rate and Bracket Table Additions Version 12.5 adds a number of new elements from which to build HR Benefit Rate and Bracket tables. Tables built on Employee Age may be built to use the system date at the time of calculation, or you can specify that the age calculation is to be based on a st specific date (for example, calculate age as of January 1 ). Spouse age is now a table element as well. Employee Benefit Amount, Number of Dependents, Total Hours Worked, Union ID, and Employee Career Status were added as well, greatly increasing the number of available rate table elements. A new Copy Rate Table function allows you to easily copy a table to use in a new HR Benefit. Multiple Rate Tables can be used in any place a single rate table is used in the existing system. For example, calculate an employee rate, then separately calculate a rate for the spouse and add the two numbers together to determine the amount to be charged for "Employee plus Spouse" coverage. Finally, you can now change all rows in a rate table by a fixed amount or percentage, eliminating the need to re-type all table elements in some cases. Earnings Rate Tables and Process Update Earnings The first version of CYMA's HR product allowed users to build Benefit Rate tables and automatically update Payroll deduction amounts based on numbers in the table. This powerful concept can save literally days of time each year when updating employee benefit deduction amounts at the end of each year. In Version 12.5 we are bringing this same concept to the process of updating Employee Earnings. Version 12.5 allows you to build Earnings Rate tables which contain annual, monthly or per pay period earnings information for employees. The tables can be built on Department, Position, Client, Location, State, FT/PT status, Union ID, Employee Career Status, or a user defined bracket table. Earnings Bracket Tables can be built on Length of Service, or Performance Review Scores. This powerful new construct allows you to standardize employee earnings and automatically update Payroll with the correct pay rate. For example, build a seniority based system based on length of service: Length of Service (Years) 0-2 3-5 6-10 Position A $10.50/hr $11.25/hr $13.00/hr Position B $12.00/hr $12.75/hr $14.00/hr Position C $15.00/hr $16.00/hr $17.00/hr

To update Payroll with the correct earnings information for each employee, simply use the powerful new "Update Earnings from Positions" menu, which works similarly to the "Push Benefits to Payroll" menu item in HR Benefits. The "Earnings Push" can make the wage change effective immediately, or schedule it for a future date which will update the "Next Raise Date" and "Next Raise Amount" fields.


Rounding out this powerful new pay rate management tool set is the ability to specify whether or not employee pay rates should automatically be updated whenever a Position change is made on the employee record in Payroll. If enabled, this feature will take the Position value entered for the employee, lookup the proper pay from the Position identifier, and enter that value automatically into the employee record. Enhanced Wage Change Version 12.5 features a powerful new Process Employee Wage change function. You can now use an extensive "Find Now" selection screen to find employees to process. Wages can be changed "By a Percent", "By an Amount", "By the Amount of the Last Raise", "By the Amount of the Next Raise", "To the Last Raise Amount" or "To the Next Raise Amount". Once employees are selected, new wages are displayed in an entry grid and individual overrides are allowed. Working in conjunction with the "Update Earnings from Positions" featured added in HR Positions, the new Employee Wage Change system gives you a powerful tool for easily and automatically modifying employee pay rates immediately or in the future. New Payroll and Human Resource Reports New reports have been created in both Payroll and HR. These new reports provide a wealth of new information regarding Benefit Enrollment, Employee Hours Worked and Employee Pay. New reports include: 1. Training Instructors Report 2. Employee Pay Rates Outside Position Min/Max 3. Employee Benefits Reports for better Benefit Enrollment information 4. Employees Due Raise and Review 5. Employee Hours Worked Report 6. Employee Milestone Dates Report HR Credentials Enhancements The initial release of CYMA's Human Resources module contained three major components: Benefits Management, Positions Management (including Openings and Applicant Tracking) and Credential Management. The Credentials sub-system tracks employee licenses, certifications, training classes and exams. Version 12.5 features several enhancements to make the Credentials system easier to use. These include: 1. Assign HR Certifications to Departments and Positions ­ you may now assign Certifications to both Departments and Positions. When an employee is assigned to a Department or Position, the appropriate Certifications are automatically assigned to the employee. 2. Certification Work Remaining ­ a new pop up window clearly shows the remaining classes and exams associated with an employee certification. 3. Automatic Certification Identification ­ it is no longer necessary to enter the Certification ID when entering employee classes or exams. The system will automatically associate all certifications that use the exam/class. This feature can be enabled or disabled via the HR Configuration menu.



New reference fields for Employee Certification ­ fields for date, amount and notes have been added.

HR Position Management The Positions Management system within HR has been enhanced as well in Version 12.5. This system allows you to track, manage and control employee costs, administer Position related job requirements, standardize Position based employee earnings and manage the hiring process through powerful systems for creating Openings and tracking Applicants. Version 12.5 adds to this system by: 1. 2. 3. Adding Earnings Rate Tables and the ability to Update Payroll Earnings amounts as described earlier in this document. Adding the ability to have employee earnings information update automatically when changing the Position of an employee. Allowing you to specify whether employees in a Position are paid a fixed amount (everyone in the Position is paid the same) or if Position Pay is based on a user-defined Rate Table. Providing for multiple Hires Per Opening ­ the HR Opening system can now track multiple Hires per Opening and will inform you when you have hired the appropriate number of people. The system will also track the status of offers made to prospective employees. Convert Applicant to Employee ­ a new function has been added which takes an Applicant and sets them up as an Employee ­ using information from the Applicant file to populate the Employee record. Performance Reviews can now be scheduled for "every x months" or "the next occurrence of a date".




Other Payroll and Human Resource Items 1. Non-Taxable Expenses ­ added quantity and rate fields for Mileage Reimbursement and related items. 2. Void Checks ­ added an option to use the Original Check Date on all checks in the Void Batch ­ even if voiding multiple checks with different check dates. 3. W2 Electronic Consent Forms and Processing ­ added new reports, employee level indicators and W2 processing filters to better support Electronic W2 consent for employees receiving their W2's from the Employee Self Service system. th 4. 4 Quarter Payroll Closing ­ it is no longer required to move checks to history th when closing the 4 Quarter. 5. Annual Hours ­ a default number of Annual Hours can now be indicated at the Payroll Configuration or Position level. This number is used when calculating employee Annual Income and when updating employee Hourly Rate. 6. Payroll Begin and End Dates ­ Payroll features may be set to begin and end on certain dates. Previously, the system used the accounting system date as the trigger to enable or disable the feature. The system now looks at the Pay Frequency dates to determine if the feature should be on or off.

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10. 11. 12. 13.


Client Billing Report Filters and Print PR Checks ­ all Payroll reports that have filters for Location or Department now have filters for Client ID. Payroll Checks can now be printed by Client ID. Hide PR Earnings in HR unless HR Manager ­ HR users will not see any employee pay information inside HR unless the user has "HR Manager" privileges. 401K HR Enhancements ­ Several enhancements were made to the HR Benefits system to better support 401(k) plans. You can now indicate that the company contributes a flat percent/amount even if employee does not contribute to the plan. Also, support for both percent of Employee Amount and percent of total amount is now available. Push all benefits for a single employee at one time ­ when updating Payroll from Benefits, you may now push all Benefits for a Single Employee. Certified Payroll Report ­ the Department of Labor DOL-WH347 Certified Payroll Report is now available in the State Payroll Forms product. Separate PR Attachment Directory ­ Payroll attachments are now stored in a separate directory from HR attachments. State PR Forms - You can now generate State Payroll Forms by Client ID within the State Payroll Forms (SPF) product. In addition, "Hours" have been added to forms which require them. 90 Day Trial for the HR Module

Other Modules 1. Enhanced Diagnostic Reports ­ changes, enhancements and new System Manager diagnostic reports 2. General Import ­ HR Openings, Employee Certifications and more 3. Email addresses support longer domain suffix (for example .info) 4. Performance improvements in System-Change Fields utility 5. Windows 7 email corrections 6. Added validations and warnings for void check dates that are outside the current period 7. Added a required Due Date field to AP Enter Quick Invoices 8. Added code to ensure that only banks marked accordingly will be used when processing EFT files 9. Other Technical Corrections and minor enhancements

Thank you for your continuing support as a CYMA customer. We are excited about our development plans and look forward to hearing from you on how we can continue to make our products work better for you.

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CYMA Version 12.5 Release Notes Installation Notes: 1. An installation guide can be viewed by placing the CD into your CD ROM drive and selecting the first option "View Installation Guide". 2. If you are using CYMA Employee Self Service you will need to stop the Pervasive Engine running on the Server/Host machine. Refer to the install guide provided with the ESS CD for more information. 3. Internet Explorer Version 7 or greater is recommended for successfully running the redesigned Electronic Desktop "e-Desk". To upgrade to the current version of IE go to 4. All computers in a Pervasive.SQL Workgroup environment must use the same version of Pervasive. Mixed versions of Pervasive will produce errors. IV 5. All computers in the network must use the same version of CYMA . If one or more workstations are not upgraded you may get any number of errors referencing the conversion routine, pre and post conversion file messages, etc. Verify that all computers in the network have been upgraded prior to logging into your company data. IV 6. All computers in the network must install the same CYMA modules. If the workstation installs modules that the server does not have, an unregistered module warning will be produced. 7. Installing the Pervasive Workgroup with the default license key will provide a 5 user, 30 day trial license. Installing the Pervasive Server with the default license key will provide a 20 user, 30 day trial license. After that time you will receive a code 161 from the workstation and/or server. 8. This install will detect and uninstall Version 6.x or 7.x. This install will detect and upgrade Version 8 and later. Any versions prior to Version 6.x will need to be uninstalled through Control Panel. 9. Be sure to make a backup of you company data along with any custom reports. Custom reports may need to be upgraded prior to use. For instructions on upgrading custom reports visit the update center at


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