earnings code maintenance

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1 of 27Cerner Corporation. All rights reserved. This document contains Cerner confidential and/or proprietary information belonging to Cerner Corporation and/or its related affiliates which may not be reproduce

transmitted in any form or by any means without the express written consent of Cerner.

Librar ID: #####

Oklahoma Heart Hospital

Human Capital Management

Earnings Code Maintenance

September 2012


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Earning Code Maintenance Oklahoma Heart Hosp

Revision: 1.0 Library ID: 025190 Eff.: 09.12.2012 ERP

Cerner Corporation. All rights reserved. This document contains Cerner confidential and/or proprietary information belonging to Cerner Corporation and/or its related affiliates which may not be reproduce


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tem Overview:

The Earnings Table stores the parameters and rules for calculating earnings. This table is used to define how each type of earnings

egular, overtime, sick, and so forthare taxed, calculated, and adjusted, as well as how it might affect other balances, such as leave

ccruals. Using the Special Accumulator Table, it is possible to accumulate earnings that may be used later in deduction calculations, suc

s a savings deduction based on a percentage of regular and overtime pay only.

Determine the different types of earnings that your organization requires, and decide which three-character earnings code t

ssign to each one (such as REG, VAC, and HOL).

At a minimum, you must define earnings codes for regular and overtime pay. You might also define earnings codes for sick

ay, holiday pay, vacation pay, or company-specific functions, such as:

Regular earnings that are normally associated with a regular salary or regular hours worked.For example, regular earnings that are typically taxed by all taxing entities and consist of a simple rate-multiplied-by-time calculation, or a flat amount.

Earnings that use a slightly different method of calculation.For example, overtime, double-time, or triple-time earnings codes apply a multiplication factor to the earnings.

Earnings to handle accrual accounting.To track holidays, vacation and sick leave, jury duty, personal t ime off, and so on for leave accruals, define earnings codes for these leave categories and report

applicable hours.

Nonhour-related earnings, such as bonuses, commissions, or automobile allowances. Differentiation between earnings that should or should not be taxed, such as automobile allowances or expense

advances.

Earnings for accumulation of hours and dollars in other special accumulator balances.For example, certain earnings are eligible for retirement programs, while other earnings are not.

Earnings resulting from late paperwork or collective bargaining to calculate through the Retroactive Pay CalculationCOBOL SQL process (PSPRPEXT).

Earnings codes for paying retro pay earnings.

Menu Path:

et Up HRMS> Product Related> Payroll for North America> Compensation and Earnings> Earnings Table


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General Tab

hort Description Enter a meaningful name that your employees recognize. The check printing processes print this name on payslips.

llowable Employee Types The paysheet uses allowable employee types to determine which employees are eligible for this earnings code.

ayment Type

se this group box to specify the types of payment information that you can enter on an employee's paysheet for this earnings code.


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nit/Override

ate

When you select this option, a blank field appears where you enter the new rate, which the system uses to calculate the earnings amount. This overrides the hourly rate in the

employees Job record. You must enter the number of units, or hours worked, in the Hours field on the paysheet, but you do no t need to change the hourly rate on the paysheet

can use earnings codes based on the unit or override rate for piecework earnings.

For example, you pay 2 USD for each door that an employee fastens on a new vehicle. You define an earnings code, ASM, and enter 2 in the Unit/Override Rate field. During the

pay period, an employee fastens 428 doors. On the employees paysheet, you insert an Other Earnings entry with the code ASM and enter 428 in the Hours field. The system

calculates the earnings as 2 USD 428, or 856 USD.

If you set up an earnings code for shift pay that uses the unit/override rate andis based on a single earnings code, you must ensure that you include the shift earnings code on ea

payline that contains the earnings on which it is based. For example, if the shift earnings is based on the REG earnings, and if you add an additional REG payline to the paysheet,

must manually add the shift earnings code to that payline as well.

at Amount When you select this option, a blank field appears where you enter the flat amount. The system uses the flat amount from the Earnings table instead of the rate in the employeeJob record.

To give multiple employees a flat amount of additional pay, make blanket changes to the flat amount in the Earnings table instead of maintaining multiple Additional Pay record

the employee level.

USA) Effect on FLSA

pecify the effect on the FLSA rate calculation.

Note. You must also assign each earnings code to an FLSA category of regular, overtime, or excluded on the Earnings Table - Calculation page.

ligible for Retro Pay

ligible For Retro Pay Enables you to define the earnings code for retro pay calculation on the Retro Pay Program - Program Table page.

sed to Pay Retro Select this check box to identify the earnings code on the Retro Pay Program - Program Table page as one used for paying retroactive earnings.

Additional Page Elements

Hours Distribution

E&G, CAN) Administrative Stipend

ag

Select this check box to indicate that this earnings code is an administrative stipend. The system uses this in formation, in conjunction with the Job Earning

Distribution table, to distribute administrative stipend earnings for the Statistics Canada Academic Teaching Survey.

Setting up the Table for FLSA Calculations

se the Earnings Table - General page and the Earnings Table - Calculation page to specify the earnings codes in the company that are affected by FLS

egulations, and to assign the earnings codes to FLSA categories. Only these two pages in the Earnings Table component (EARNINGS_TABLE) effect F

ayment.

he following steps are required.

Complete the Earnings Table - General page. Complete the Earnings Table - Calculation page.

ompleting the Earnings Table - General Page

se the Effect on FLSA (effect on Fair Labor Standards Act) group box to specify whether the hours and/or amount affect FLSA regular rate calculation

or regular pay, the calculation includes both hours and amount. For shift pay only, the calculation includes amount only, because the hours are alreadyecorded in the regular pay.

ompleting the Earnings Table - Calculation Page

Assign each earnings code to a FLSA category (regular, overtime, or excluded). If the FLSA category is overtime, the Regular Pay Included? check box

ecomes available for entry.

elect the Regular Pay Included? check box if the multiplication factor for the overtime earnings is greater than 1.0. This depends on the companys


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usiness rules. Some companies include all straight time pay with the overtime calculation, while other companies separate straight time pay from the

remium portion of overtime.

arnings Information

USF) Federal Click this button to access the Additional Earnings page.

ayback

eduction

ode

Use this field when setting up a payback earnings code to use for payback situations such as pay advance or n egative adjustment. In this field, enter the payback deduction code

corresponds with the payback earnings code. If you enter a deduction code in this field, the system will automatically create an arrears balance assigned to that deduction code

the earnings amount that you enter with the corresponding payback earnings code on the paysheet.

ax Method

se this group box to select the tax calculation method. For example, for a U.S. bonus earnings, select a supplemental option.

nnualized Select this option to annualize the earnings, calculate tax on the annualized amount, and divide the tax by the number of pay periods in the year. The result is the withholdinthe pay period. This is the most common tax method.

umulative (USA) Select this option to add together the YTD earnings and the earnings for this pay period, annualize the result, and calculate the annualized tax. The system de-annuali

the tax by dividing it by the number of tax periods on the paysheet. If the res ult is greater than the YTD withholding, the difference becomes the withholding for the pay perio

Use this option for employees whose wages vary significantly from pay period to pay period, such as salespeople on commission.


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pecified on

aysheet

Select this option to instruct the system to use the tax method specified on the paysheet. The default method on the paysheet is annualized, which you can override on the

paysheet if you set up the earnings codes tax method asSpecified on Paysheet.

Note. If you select a tax method other than Specified on Paysheetwhen you set up the earnings code on this page, you cannot override the tax method on system generated

paysheetsthe system calculates according to the tax method selected on this page. However, if you add a payline manually to a system generated paysheet, you can selecttax method.

USA)upplemental

Select this option for earnings codes that identify supplemental wages. Do not use it for bonus and stock option payments if you have employees in California.

Indicate whether supplemental wages are paid with regular pay or as separate pay on the Federal/State Tax Table - General page.

Note. Set up a special accumulator for supplemental payments and associate it with all earnings codes that you designate for supplemental or special supplemental tax meth

USA) Special

upplemental

Select this option for bonus and stock option payments if you have employees in California. These payments in California are subject to a higher supplemental withholding ra

than other types of supplemental wage payments such as commissions and overtime pay.

If you have employees in California and other states, use the Special Supplemental option. When you use this option to pay bonuses to an employee not in California, the sys

automatically calculates the tax using the supplemental method. This enables you to set up one bonus earnings code for all U.S. employees.

USA) U.S. Only

efore completing this group box, review the overview information about U.S. Taxes.

ubject to FWT (subject to federal withholding

x), Subject to FICA (subject to Federal Insurance

ontributions Act), and Subject to FUT (subject to federal

nemployment tax)

Specify the effect that the earnings code has on the corresponding taxable grosses. The system maintains separate accumulators for

of the taxable grosses.

Note. A Taxable Gross Definition Table entry is always required when you want to stop state or local income tax withholding on aparticular earnings, regardless of whether or not the state or locality follows the federal rule for including the amount in taxable incom

and regardless of whether or not you have selected this check box for the earnings.

Withhold FWT (withhold federal withholding tax) This check box is selected by default, indicating that the earnings code is subject to federal income tax withholding. If you clear this c

box, you can still add to the earnings to the taxable gross, but withholding isnt taken for this earnings code. For example, tuition

reimbursement is an earnings code that adds to taxable gross, but is not subject to withholding. Normally, this check box should beselected to prevent underwithholding.

Most earnings are taxable for FWT, FICA, and FUT, but clear these check boxes for nontaxable earnings codes (such as expense

reimbursements and salary advances).

Note. For states and localities, use the Taxable Gross Definition table to specify whether withholding on a taxable gross component

follows the rule that you select here. Regardless of federal withholding, you must have a taxable gross component ID for any earning

code for which you do not withhold state or local income tax.

axable Gross Component ID Payroll for North America normally sets the taxable gross used for calculating state and local in come tax withholding to the same valuthe taxable gross for federal withholding. It also sets the taxable gross for state unemployment and disability to the same value as th

taxable gross for federal unemployment. However, some states and localities dont follow federal rules for the taxability of all types o

wages.

E&G) Income Code (for 1042-S) Specify a nonresident alien income code for 1042-S processing:

12: Royalties

15: Scholarship/Fellowship

16: Independent Personal Services

17: Dependent Personal Services

18: Teaching

19: Studying and Training

50: Other Income

arnings

dd to Gross Pay Select this check box to indicate that an employee receives actual dollars for this earnings code. Most, but not all, earnings add to gross pay.

For example, some earnings dont actually consist of dollars paid, such as the value of a company-supplied automobile. Because the company supplies the employee with a

carnot with the money to buy oneyou do not add these earnings to the gross income. However, the value of the car must appear as taxable wages, and you must track

the reporting on W-2 or T4. To define this auto earnings code, clear the Add to Gross Pay check box, and select the appropriate U.S. or Canadian subject to tax check boxean expense advance, however, select the Add to Gross Pay check box, but do not select a subject to tax check box.


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aintain Earnings

alances

Select this check box to automatically maintain YTD, quarter-to-date, and month-to-date earnings balances. Select this check box for all earnings codes.

ubtract from this

raw

This check box is for your information only.

lig. for Shiftifferential

ligible for shift

fferential)

Select this check box if the e arnings code is for shift pay and youre using the pay group setID and Shift table method of calculating shift pay. If an employee is assigned to shift, the system checks each earnings code that is eligible for shift differential and performs the calculation based on the routines selected in the Shift table and on the shi

which the employee is assigned. You can also specify shift differentials at the employee level.

ours Only (Reduce

om Reg Pay)

hours only [reduce

om regular pay])

Select this check box to have hours or earnings entered for the earnings code reduce the employees regular pay by an equivalent number of hours entered on the payshee

Use this check box for earnings codes such as holiday, sick leave, and vacation leave. Hours posted to the earnings code reduce regular hours for hourly employees (or regu

earnings for salaried employees) by the number of hours entered during the payroll calculation run.

How you use this check box depends on how you report time. You typically use positive time entry for hourly employees, so in effect their hours are already reduced.

For example, you might enter 32 hours of regular pay and eight hours of vacation pay on an hourly employees paysheet. For exception hourly and salaried employees, you

typically enter only exception pay, but not regular pay. If a salaried employee takes eight hours off in a given week, you only enter eight hours of vacation time on payshee

For different employee types, you can establish some earnings codes that use this feature and others that dont.

ubject to

arnishments

Select this check box to include the earnings code in garnishment processing.

xpense Accounts - Non

ommitment Accounting

Enter an account number to track PeopleSoft General Ledger entries by earnings code. This field does not apply to education and government users.


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arnings Calc

equence(earnings calculation

equence)

Enter a number to indicate the order in which to process earnings during payroll calculation. Lower sequence numbers result in a higher processing priority for the

earnings code.

Sequence is important only if one earnings calculation is dependent on another. For example, regular earnings must have a lower sequence number than any earn

codes that reduce regular earnings (that is, earnings designated to have hours only reduced from regular pay).

Note. The default earnings calculation sequence is500. To ensure that the system calculates regular pay first, change the earnings calculation sequence to 001.

For example:

Earnings for hourly employees = (pay rate or unit/override rate + shift rate + rate adjustment factor) (hours + hours adjustment factor) multiplication facto

earnings adjustment factor

Earnings for salaried employees = earnings amount multiplication factor

For example, if regular pay sequence is 001 and premium pay sequence is500, the premium pay is depleted before regular pay is reduced.

ate Adjustment Factor Enter a dollar amount to adjust the hourly rate that is associated with an earnings code. For example, if a union negotiates a 0.30 USD per hour cost of living

adjustment, enter 0.3 in this field for any applicable earnings, such as regular, overtime, vacation leave, and sick leave. Employ ees receiving these types of earning

0.30 USD per hour in addition to the compensation rate specified in their Job records.

ours Adjustment Factor Enter a positive or negative number to adjust the number of hours that are associated with an earnings code, such as 40 hours for regular. For example, Jan was a

nurse at Diablo Hills Hospital where she was paid for a full 40 -hour week. However, because she was required to record her lunch hours, her time cards showed tha

she worked only 37.5 hours a weekthe actual number of hours that was entered on her paysheets. To set up this salary structure, enter an hours adjustment fact

of2.5.

ultiplication Factor For hourly earnings, enter the number by which you multiply earnings, such as 1.5 for overtime, or 2.0 for double time. To calculate alternative overtime, the syste

uses the multiplication factor specified for the overtime earnings code on the Earnings table instead of the fixed 0.5 used in federal FLSA calculation.

Note. The use of negative multiplication factors in Alternative Overtime calculation will not work. Any multiplication factors other than the values n eeded to com

with Alternative Overtime regulations will result in incorrect calculations. A warning will be generated during batch processing in Payroll Error Messages if earning

codes are set up with negative multiplication factors.

arnings Adjustment Factor Enter a flat amount that does not affect pay rate or hours. Use this field for earnings codes for which the dollar amount always remains the same for all employee

such as a 100 CAD holiday bonus. When you define this type of earnings, set the multiplication factor to zero.

aximum Hourly Rate This field is for your information only.

aximum Yearly Earnings To set a yearly ceiling on the earnings code, enter the maximum yearly earnings. You cannot pay more than this amount to any employee in a year.

Note. Use this field with individual earnings codes onlynot special accumulators.

udget Effect This field is for your information only.

USA) Tips Category Specify how tips affect taxable gross:

Not Tips: Select this value if the earnings code does not represent earnings subject to tipping or reported tips for calculating tip credit. This is the default value.

Reported Tips: Select this value if the earnings code represents cash or charge tips that your employees report.

Other Sys Calcd Tips (other system calculated tips): Select this value if the earnings code represents amounts used to bring employee earnings up to minimum wawhen the cash wage plus tips is less than minimum wage.

Tip Allocation: Select this value if the earnings code represents system-calculated amounts of tips allocated to employees.

Tip Credit: Select this value if the earnings code represents system-calculated amounts of tip credit.

pecial Calculation Routine Select this check box if you have modified the COBOL code to perform a calculation routine.

Note. Before you modify the COBOL code, discuss the proposed alterations with your PeopleSoft account executive.

ased on Other Earnings/Hours

se this group box to designate earnings codes based on other earnings codes or special accumulators. The system can calculate earnings as a percenta

f another earnings code, a rate multiplied by a single hour, or a rate multiplied by a group of hours. You might use this feature to keep shift earnings

eparate from regular earnings by creating a separate earnings code for shift earnings, based on a percentage of regular earnings.

you set up an earnings code for shift pay that uses the unit/override rate andis based on a single earnings code, you must ensure that you include the

hift earnings code on each payline that contains the earnings on which it is based. For example, if the shift earnings is based on the REG earnings, and

ou add an additional REG payline to the paysheet, you must manually add the shift earnings code to that payline as well.


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ingle Earnings and Special

ccumulator

Select an option to indicate the type of other earnings on which the earnings code is based, and enter an earnings code or special accumulator code in the associ

field.

ased on Amount or Hours Specify how to calculate earnings:

None: The default.

Amount: The system calculates the earnings by applying the multiplication factor to the current period amount for the earnings code or special accumulator code

specified. For example, to calculate the earnings code that youre setting up as 4 percent of a specified earnings code, ente r a multiplication factor of.04.

Hours: The system calculates the earnings by multiplying the current period hours for the specified earnings code or special accumulator code by the hourly rate

the paysheet entry. Then it applies the mu ltiplication factor.For example, to calculate a bonus earnings code as ten percent of the employees regular pay, select the Single Earnings type option and enter the earnings

code REG. Specify that the calculation is based on amount, and enter .1 as the multiplication factor.

USA) Category for FLSA

egular Select this option if these earnings are not overtime and are used in the calculation of the FLSA rate.

vertime and Regular Payncluded

Select this option if this earnings code has an effect on overtime or alternative overtime pay. When selected, the system displays a Regular Pay Included check boxthe multiplication factor for overtime is .9or less, clear this check box. If the multiplication factor is 1.1 or greater, select this check box.

xcluded Select this option if these earnings have no effect on the FLSA calculation.

Leave Plan Accrual(s)

Use this group box to indicate how the hours for each earnings code affect leave plans. Employees can accrue time using theumber of hours theyve worked (service hours) or the length of time theyve worked for the company (based on the service

ate in the Job Data component). Set up the accrual method in the Leave Plan table in the Benefits component.

Add to Accrual Balance

aken Select this check box for earnings codes (such as vacation or sick) that subtract from the leave plan balance. The system updates the unprocessed data on the Leave Accruals pa

by adding to the leave plan balance for hours taken, but it does not update the hours taken from the actual leave plan balance until you run the leave accrual program.


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ervice Hours Select this check box if the leave plan accrues based on the number of hours an employee has worked (service hours). The system adds the hours that are associated with the

earnings code to an employees service hours that are maintained on the leave plan accrual balances. However, if the employee is not enrolled in that leave plan, the system do

not update the service hours fields in leave accruals.

For example, suppose a companys employee leave plan offers 0.02 hours of vacation time for every hour of regular time and overtime that employees work. In this case, select

Service Hours check box for regular and overtime earnings codes to show that they add to the accrual balance for the employee leave plan. If Jan has 30 hours of regular and 10

hours of overtime earnings, the system adds 40 service hours to her leave plan. It also updates the leave accruals unprocessed data for her leave plan, and accrues 0.8 hours of

vacation time when the leave accrual program is run.

Note. If you base your leave plan on months of service, the leave accrual program does not use the service hours accumulated by payroll. Instead, it uses the service date in the

Employee record to accrue hours for your leave plan.

djusted Select this check box if you are defining the earnings code only to add hours to, or subtract hours from, an employees accrual balances. When you perform the actual adjustmeon paysheets, the system accepts positive or negative hours.

For example, Jessica Morris, came to CCB from her former company with an intercompany transfer agreement. As part of the agreement, CCB let her carry over 25 hours of vac

time from her old company. To do this, the payroll clerk added 25 hours of accrual adjustment time to Jessicas paysheet. The system looking at the Earnings table already set

for this type of situation (with Adjusted selected for the VAC leave plan type) did the rest.

ought and Sold If your company has a vacation buy or sell plan, select a check box to indicate that the earnings code affects vacation hours bought or sold. U se deductions to handle the a ctual

buying and selling and earnings codes to handle the accruals.

For example, Theresa bought 20 hours of vacation time. The payroll clerk added the hours u sing an earnings code defined with the VAC leave plan type and the Bought check b

selected. He used a deduction to take the money that Theresa used to buy the vacation time.

If an employee sells vacation time, subtract from the accrual balance using an earnings code defined with the VAC leave plan ty pe and the Sold check box selected. Use a negat

deduction to give the employee the money.

ote. You must run the leave accrual program before the system recognizes or reports any leave accrual information that you d efine for your company and specific employees.

pecial Accumulator(s)

ccumulator Code Use special accumulators to roll together earnings codes to use later in deduction earning calculations or for tracking supplemental wages for tax purposes.

Before you enter this code, define the special accumulator code in the Special Accumulator table.

ffect on Special Balance Select a value to designate how the earnings affects the special accumulator:

A: Adds to the special accumulator balance.

S: Subtracts from the special accumulator balance.

T: Adds taxable gross to the special accumulator balance. Select Tfor the special accumulator associated with supplemental earnings.


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Record Information:

PS RECORD NAME RECORD NAME DESCRIPTION

EARNINGS_TBL Earnings Table The EARNINGS_TBL is used to store earnings codes

that will be used to pay employees. This table affects

items such as taxation, payment method, calculationmethods, and FLSA

EARNINGS_ACCRL Earnings Accrual Table The EARNINGS_ACCRL table is used to indicate

which leave plans an earnings code has an effect on

and exactly what type of effect it will have, such as

whether it adds to or subtracts from it.

EARNINGS_SPCL Special Earnings Table The EARNINGS_SPCL table is used to indicate

special accumulators on which this particular earning

will have an effect and exactly what type of effect it

will have, such as whether it adds to or subtracts

from the accumulator.

Approach:

The earnings work unit is the core work unit in the HRMS system. There are a significant number of factors that must be considered whe

efining each individual earnings code. The major factors include:

Naming Standard Payment Method FLSA calculation Retroactive pay calculation Tax implications 1042 processing Multiplication Factors Tips Processing Leave Accruals Garnishments Disposable Earnings Definitions Special Accumulators (ie Retirement Calculations).

The characters used for the earnings codes should be meaningful and should be easily referenced back to the description. The earnings

odes established in PeopleSoft should be mapped directly to the current earnings codes with associated characteristics.

o accommodate some of the unique earnings code logic with regards to retirement wage, etc., the earnings table along with the Earnings Accru

able, and the Special Accumulator table will need to be configured simultaneously. Cerner will be using the Earnings table (EARNINGS_TBL), in

oordination with the Special Accumulator (SPCL_EARNS_TBL) table and the Special Earnings Accrual Table (EARNINGS_SPCL) to generate

pecific retirement deductions (which are the end result of the retirement wage calculation). An example of this calculation is as follows:

The Special Accumulator (SPCL_EARNS_TBL) table will also be used in coordination with the Earnings table (EARNINGS_TBL), and the

pecial Earnings Accrual Table (EARNINGS_SPCL) to exclude specific earnings codes from union dues/fees deductions as part of specificgency/bargaining unit contract language. An example of this is as follows:

ields on Record:


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PS RECORD NAME/

PS FIELD NAME FIELD NAME DESCRIPTION

EARNINGS_TBL

ERNCD Earnings Code Enter 3 character earnings codes. Required. Choose

a meaningful 3-character representation of the

earnings. Please note that this means Earnings

Codes will no longer be a two byte alpha-numericvalue.

EFFDT Effective Date Enter 01/01/1901. Required.

EFF_STATUS Status Enter the status of the earnings code. Valid translate

values are A (Active) and (I) Inactive. Initial

configuration will be Active (A). Required.

DESCR Description Enter a meaningful description of the earnings code.

Required.

DESCRSHORT Short Description Enter a short description of the earnings code. The

Payroll Check Print report PAY003 (and PAY003CN

for Canada) prints the short description entered here

on the paycheck stubs; choose a meaningful namethat employees will recognize.

ERN_SEQUENCE Earnings Calculation

sequence

Enter sequence numbers to tell the system the order

in which to process earnings during payroll

calculation. When assigning priorities, remember

that the lower the sequence number, the higher the

processing priority for the earnings code.

Sequence is important only if one earnings

calculation is dependent on another. For example,

regular earnings must have a lower sequence

number than any earnings codes that reduce from

regular earnings, that is, earnings that have hours

only (reduce from regular pay) selected.Note. The default earnings calc sequence is 500. A

good rule is to change the Earnings Calc Sequence

for regular pay to 100, to make sure it is calculated

first.

The Legacy system (MSA) also has a deduction

priority system for processing/calculating earnings.

Earnings should keep a similar priority

methodology to ensure the earnings historical

integrity remains intact.

Core-CT will initially set the Earnings Calc sequencefor regular pay to 100. All other earnings need to be

re-analyzed to determine the correct earnings

sequence. Core-CT will accept the default of 500 for

many of the earnings codes.

MAINTAIN_BALANCES Maintain Earnings

Balances

Required. Y/N Table Edit.

Set to Y so monthly, quarterly and yearly balances to

date are maintained.


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PS RECORD NAME/


BUDGET_EFFECT Budget Effect Required.

Valid Translate values are:

N Nonproductive

O Overtime

R Regular

X No EffectThe default for this field is R

Configure all rows with the value of X (No effect)

for Core-CT. Please note that this field does not tie to

any other budget functionality within PeopleSoft (ie

position or department budget).

ALLOW_EMPLTYPE Allowable Employee

Types

Required.

Enter the allowable employee types. Valid translate

values are: All, Hourly, and Salaried. The Paysheet

uses allowable employee types to determine which

employees are eligible for this earnings code. If the

earnings code being defined is only for a certain

employee type, select the appropriate one.

Accept A as the default for Core-CT for all rows.

PAYMENT_TYPE Payment Type Required. E is the default value.

Select the appropriate radio button option for each

earnings code that is being defined:

E= Either Hours or Amounts OK - Select this option

to enter either hours or an amount, but not both.

B= Both Hours and Amount OK - Select this option to

enter both hours and amounts for other earnings on

paysheets.

A= Amounts Only - Select this option to enter

amounts only.

H = Hours Only - Select this option to enter hoursonly.

U = Unit Override Rate - Select this option to

override rate.

F = Flat Amount Select this option to enter a flat

amount.

The majority of Earnings Codes that will be defined

by the State will be set to a value of E. In some

instances however each of the other translate values

will also need to be used.

HRLY_RT_MAXIMUM Maximum Hourly Rate This field indicates the maximum hourly rate for this

earnings code.

This field is for information only and will be left blankfor all earnings codes.


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PS RECORD NAME/


PERUNIT_OVR_RT Per Unit/Override Rate If the Unit Override Rate payment type is selected

(U), this field will appear. Enter a unit/override rate.

The system overrides the hourly rate on the

employee's job record with the override rate entered

here. Then enter the number of units or hoursworked in the Hours field on the paysheet, through

Time and Labor, or on Additional Pay. The system

uses the unit/override rate specified here to calculate

the earnings amount during the pay calculation

process.

For the majority of earnings codes this field should

be Left blank. If Unit/Override rate earnings codes

are identified this field should be set accordingly.

EARN_FLAT_AMT Earnings Flat Amount If the Flat Amount payment type is selected (F),

enter the flat amount associated with the earnings

code. The system will use the flat amount from the

Earnings Table instead of the employee's rate fromthe job record and will pay the employee the flat

amount. For example, this can be used to pay

multiple employees a flat amount of earnings. It is

easier to maintain this type of flat amount on the

Earnings Table because blanket changes can be

made to the Flat Amount on the Earnings Table,

instead of worrying about multiple additional pay

records at the employee level.

The State of Connecticut will use this field where

appropriate to define the flat amount associated

with one unit of a particular earnings code.

ADD_GROSS Add to Gross Pay Required. Y/N.Check this box to tell the system whether an

employee receives actual dollars for this Earnings

Code. In most cases, earnings add to gross pay.

However, certain types of earnings might not.

SUBJECT_FWT Subject to FWT Required. Y/N table edit. This field defaults to Y.

This should be Y for earnings that should have

Federal Income taxes deducted.

SUBJECT_FICA Subject to FICA Required. Y/N table edit. This field defaults to Y.

This should be Y for earnings that are subject to

FICA.

SUBJECT_FUT Subject to FUT Required. Y/N table edit. This field defaults to Y.

Enter N, the State of Connecticut does not pay

Federal Unemployment Tax.SUBJECT_CIT Subject to CIT Y/N table edit. This field defaults to Y.

(This is for Canadian Taxes only.)

Select N as default for Core-CT.


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PS RECORD NAME/


SUBJECT_CUI Subject to EI Earn Y/N table edit. This field defaults to Y.



SUBJECT_CUI_HOURS Subject to EI Hours Y/N table edit. This field defaults to Y.



SUBJECT_CPP Subject to CPP Y/N table edit. This field defaults to Y.



SUBJECT_QIT Subject to QIT Y/N table edit. This field defaults to Y.



SUBJECT_QPP Subject to QPP Y/N table edit. This field defaults to Y.

(This is for Canadian Taxes only.)Select N as default for Core-CT.

SUBJECT_TRUE_T4GRS Subject True T4 Gross Y/N edit. This field defaults to Y.



SUBJECT_TRUE_RVGRS Subject True T4 Y/N table edit. This field defaults to Y.



SUBJECT_PAY_TAX Subject to Payroll Tax Y/N table edit. This field defaults to Y.

(This is for Canadian Taxes only.)Select N as default for Core-CT.

SUBJECT_REG Subject to Regular Rate Required. Y/N table edit. This field defaults to Y.

Select N as default for Core-CT. This is for

informational purposes only and does not affect the

earnings calculation.

WITHHOLD_FWT Withhold FWT Y/N table edit Accept default of Y unless the

Subject to FWT field is N.


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PS RECORD NAME/


HRS_ONLY Hours Only Required. Y/N table edit.

Check this box if hours or earnings entered for the

earnings code should reduce the employee's regular

pay by an equivalent number of hours entered on the

paysheets, through Time and Labor, or on Additional

Pay. Typically, this field is used to reduce the regularpay for salaried employees for Earnings Codes like

holiday, sick leave, and vacation leave. If this check

box is selected, the hours posted to the Earnings

Code reduce the regular hours by the number of

hours entered.

In order to prevent labor intensive data entry for

timekeepers who report time for hourly and

exception hourly employees this flag should only be

set to Y when the earnings code will specifically be

targeted to Salaried employees reporting time other

than regular pay.

SHIFT_DIFF_ELIG Elig. for Shift Differential Required. Y/N table edit.Since exceptions occur with an employees shift pay

(he/she may not always receive it) shift will not be

paid through setting a shift up on the employees Job

record. Therefore, this field will not be used. Leave

unchecked.

If this box is checked, when the system calculates

shift pay for an employee, it looks to see if the

employee is assigned to a shift. It then looks at each

earnings code that is eligible for shift differential and

performs the appropriate shift differential

calculation based on the routines selected on the

shift table and the shift to which the employee is

assigned. Shift differentials might also be specified

at the employee level.

Leave Unchecked (N) since Shift will be addressed

through the Time and Labor module.


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PS RECORD NAME/


TAX_GRS_COMPNT Taxable Gross Component

ID

Prompt: TAXGR_CMPNT_VW which uses

TAXGR_CMPNT_TBL. To modify federal rules, make

an entry in the Taxable Gross Component ID field on

the Earnings Table. Delivered values are 125, 401K,

GTL, NOSTX, TIP, and TSICK. The Taxable Gross

Component ID is a code the system uses to define ataxable gross basedifferent from federalto use

when calculating state and local taxes. This code

points to information in the Taxable Gross Definition

Table, which serves two purposes:

Indicates which federal taxable gross level (such as

FWT, FUT, or FICA) is used as a base for state and

local taxable gross. Tells the system how to adjust

(add to or subtract from) the state and local base

when it differs from the federal definition.

At this time there is no identified need for a taxable

gross component id. Therefore, this field should be

left blank.SPEC_CALC_RTN Special Calculation

Routine

Required. Y/N table edit.

Select the Special Calculation Routine check box to

indicate that the COBOL code has been modified to

perform a custom calculation routine.

Leave blank.

FACTOR_MULT Multiplication Factor Signed field (5.4) Used to calculate earnings rate, i.e.

1.0000 would be for straight rate, 1.5000 would be

for overtime rate, etc. This field will be used for

Overtime and Shift Pay. Enter a Multiplication

Factor (if applicable)

FACTOR_RATE_ADJ Rate Adjustment Factor Signed field (5.4) This is used to add an amount to

the hourly on employee job record. This is for

information purposes only and therefore will not be

used. Leave Blank.

FACTOR_HRS_ADJ Hours Adjustment Factor Signed field (5.4) This is used to adjust entered hours

with a positive or negative factor. This is for

information purposes only and therefore will not be

used. Leave Blank.

FACTOR_ERN_ADJ Earnings Adjustment

Factor

Signed field (5.4) This field is used to enter a flat

amount, if used the Multiplication factor should be

set to zero. This is for information purposes only and

therefore will not be used. Leave Blank.

GL_EXPENSE GL Account# Expense An account number is entered in this field to track

general ledger entries by earnings code. This field is

used for those implementation that are using non-commitment accounting. The State of Connecticut is

using commitment accounting and therefore this

field should be left blank. The only possible way that

this field would be populated is if the custom

department budget table load modification requires

an account value to be stored in this field.


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PS RECORD NAME/


SUBTRACT_EARNS Subtract from this Draw Required. Yes/No table edit. Subtract from this

Draw is an information-only field. Leave Blank.

DEDCD_PAYBACK Payback Deduction Code Prompt: DED_TBL_GENL_VW which uses

DEDUCTION_TBL and GENL_DED_TBL

This field is used as part of adjustment processing.

The deduction code will be used when collecting an

arrears payback amount. The State of Connecticut

may utilize arrears processing for medical, dental,

and life and therefore this field should be set to the

appropriate deduction code for specific earnings

codes..

TAX_METHOD Tax Method Required. Xlat Table Edit. Values: A-Annualized; B-

Bonus; C-Cumulative; G-Aggregate; L-Lump Sum;

M-Commission; P-Specified on Paysheet; S-

Supplemental. Default: P. Core-CT will accept the

default of P (Specified on Paysheet).If another

option is selected (other than Specified on

Paysheet), the tax method on paysheets cannot beoverridden. There may be certain types of earnings

codes which require another tax method (particularly

supplemental).

EARN_YTD_MAX Maximum Yearly Earnings This Field is used to set a yearly maximum amount

that can be paid to an employee for a particular

earnings code. The State will will set a maximum for

several earnings code.

BASED_ON_TYPE Based on Type Required. Xlat. Valid Values are Special

Accumulator (A), Not Based on Another Earnings

(N), Single Earnings (S) Default = N

Use the options in the Based on Type group box to

set up earnings code based on another earnings code

or special accumulator. The system can calculate the

earnings as a percentage of another earnings code, a

rate times a single hour, or a rate times a group of

hours. This is useful, for example, in keeping Shift

earnings separate from Regular earnings: create a

separate earnings code for Shift, based on a

percentage of Regular. This field will be used by the

State of Connecticut to facilitate the payment of

earnings that are based on the calculated amount of

another type of earnings.

BASED_ON_ERNCD Based on Single Earnings

Code

Prompt: EARNINGS_TBL

Single Earnings: Select this option if the earnings

code being set up has a BASED_ON_TYPE value ofS. Please note that the earnings code that is

entered here must have an ERN_SEQUENCE number

that is lower than the earnings code in the ERNCD

field.


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PS RECORD NAME/


BASED_ON_ACC_ERNCD Based on Accumulator

Code

Prompt: SPCL_EARNS_TBL

Special Accumulator: Select this option if the

earnings code being set up is based on a special

accumulator. If selected, a special accumulator code

must be entered. The State of Connecticut will

utilize special accumulators to facilitate the paymentof earnings that are based on the calculated amount

of another group of earnings. This field relates to the

special accumulator work unit.

AMT_OR_HOURS Based on Amount or

Hours

Required. Xlat. Valid translate values are Amount

(E), Hours (H), None (N).

None. The default.

Amount: The system calculates the earnings by

applying the multiplication factor to the current

period amount for the earnings code or special

accumulator code specified. For example, to

calculate the earnings code you're setting up as 4%

of a specified earnings code, enter a multiplication

factor of .04.

Hours: The system calculates the earnings by

multiplying the current period hours for the specified

earnings code or special accumulator code by the

hourly rate on the paysheet entry. Then it applies the

multiplication factor.

For example, to calculate a bonus earnings code as

ten percent of the employee's regular pay, select the

Single Earnings type option and enter the earnings

code REG. Specify that the calculation is based on

amount, and enter .1 as the multiplication factor.

This field is used in conjunction with the previous

three fields. If any of those fields are used, a value

must be specified here. As a result, all three translate

values will be used by the State of Connecticut.

ELIG_FOR_RETROPAY Eligible For Retro Pay Required Check this box to make an earnings code

eligible for retro pay calculation. The earnings code

for retro pay calculation can be set up on the Retro

Pay Program. Leave this value set to N for Core-CT.

Retro Pay functionality will not be used by Core-CT

as part of Phase 1.

USED_TO_PAY_RETRO Used to Pay Retro Required. Check this box to identify the earnings

code on the Retro Pay Program - Program Tablepage as one used for paying retroactive earnings.

Leave this value to N for Core-CT. Retro Pay

functionality will not be used by Core-CT as part of

Phase 1.


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PS RECORD NAME/


EFFECT_ON_FLSA Effect on FLSA Required. Xlat. Use the Effect on FLSA group box to

specify whether and how an earnings code affects

FLSA rate calculations.

Valid translate values:

None - Select this option if the Earnings Code has

no effect on FLSA rate calculations.Both Hours and Amount - Select this option if both

the hours and the amount of the earnings are used in

the calculation of the FLSA rate.

Hours Only - Select this option if hours alone are

used in the calculation of the FLSA rate.

Amounts Only - Select this option if only the

amount of the earnings is used in the calculation of

the FLSA rate.

FLSA_CATEGORY FLSA Category Required. Xlat. Valid translate values are:

Overtime (O), Regular (R), Excluded (X)

Default = X Note: Each earnings code must be

assigned to a specific FLSA category of regular,

overtime or exclude on the Earnings Table

Calculation page.

REG_PAY_INCLUDED Regular Pay Included Required. Y/N. Default = N Enter whether regular

pay should be included As part of the FLSA payment.

This field will be set to a value of N by the State of

Connecticut to ensure that the earnings code that is

used for FLSA payment is a distinct entity.

TIPS_CATEGORY Tips Category Required. Xlat. The State will not use Tips

processing so the default value of N (no tips) shouldbe accepted.

ADD_DE Add Disposable Earnings Enter Y for all earnings codes that add to the

disposable earnings amount that is subject to

garnishment deduction, i.e. all earnings that add to

gross pay.

SUBJECT_T4A Subject to T4A Required. Leave Blank since this is tied to Canadian

Functionality

SUBJECT_RV2 Subject to RL-2 Required. Leave Blank since this is tied to Canadian

Functionality

ERN_TBL_FED_SBR

GVT_BENEFITS_RATE Adds to FEGLI Base Rate Leave Blank as this is tied to Federal functionality

GVT_CPDF_ERNCD CPDF Earnings ReportType

Leave Blank as this is tied to Federal functionality

GVT_OTH_PAY Adds to Other Pay Leave Blank as this is tied to Federal functionality

GVT_PAY_CAP Adds to Pay Cap

Calculations


GVT_PREM_PAY Adds to Premium Pay Leave Blank as this is tied to Federal functionality


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PS RECORD NAME/


GVT_OT_PAY_IND Federal Overtime

Indicator


GVT_ADD_TO_SF50_52 Add to Other Pay on

SF50/52


GVT_INCLUDE_LOC Include Locality

Adjustment


GVT_IRR_REPORTABLE IRR Reporting Settings Leave Blank as this is tied to Federal functionality

GVT_IRR_LWOP Leave Without Pay Leave Blank as this is tied to Federal functionality

GVT_SF113A_LUMPSUM Adds to SF113A LumpSum

Pymnts


GVT_SF113A_WAGES Adds to SF113A Wages Leave Blank as this is tied to Federal functionality

GVT_FEFFLA FEFFLA Flag Leave Blank as this is tied to Federal functionality

GVT_FMLA FEFFLA Report Leave Blank as this is tied to Federal functionality

GVT_LV_EARN_TYPE Leave Earnings Type Leave Blank as this is tied to Federal functionality

INCOME_CD_1042 Income Cde for 1042-S This field should be set to the corresponding income

code for non-resident alien processing to assure that

the correct tax maximum limits are enforced.

PERMANENCY_NLD Permanent/Incidental Leave Blank as this is tied to Federal functionality

TAX_CLASS_NLD Tax Class Leave Blank as this is tied to Federal functionality

HRS_DIST_SW Hours Distribution Leave Blank as this is tied to Federal functionality

HP_ADMINSTIP_FLAG Administrative Flag Leave Blank as this is tied to Federal functionality

EARNINGS_ACCRL Earnings Accrual Table

ERNCD Earnings Code Required. This field should be set to the same value

as the earnings code on the earnings table. Please

note that this record has a many to one relationship

with the earnings table. Multiple rows can be defined

for a single earnings code.

EFFDT Effective Date Required. Enter 01/01/1901 for Core-CT.

PLAN_TYPE Plan Type Required. Xlat. Enter a row for each type of leave

plan affected by the earnings code. The State of

Connecticut will use plan types 50 (sick), 51

(vacation) and 52 (personal).

HRS_TAKEN_ADD Add to Hours Taken Required. Y/N. Enter Y if the hours of the earnings

code is deducted from the leave plan balances and

shown as used year to date. If this box is checked the

hours reported to this earnings code will draw down

from the employees leave balance for that particular

plan type.

SERVICE_HRS_ADD Add to Service Hours Required. Y/N. Enter Y if the hours of the earnings

code, is used to calculate the service hours that

determine the eligible accrual rate for a particular

leave plan. This field will be set to a value of N sincethe State of Connecticut does not have leave plans

that are based on service hours.

ADJUST_HRS_ADD Add to Adjust Hours Required. Y/N. Enter Y if the earnings code changes

the leave plan balance amount. This field should

always be set to a value of N.


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PS RECORD NAME/


BOUGHT_HRS_ADD Add to Hours Bought Required. Y/N. This field defaults to N. Accept the

default because the State of Connecticut does not

have vacation buy/sell program

SOLD_HRS_ADD Add to Hours Sold Required. Y/N. This field defaults to N. Accept the

default because the State of Connecticut does not

have vacation buy/sell programs

GVT_R_ADJ_HRS_ADD Add to Restored Hours

Adjust


GVT_R_TAK_HRS_ADD Add to Restored Hours

taken


EARNINGS_SPCL Special Earnings Accrual

Table

ERNCD Earnings Code Required. This field should be set to the same value

as the earnings code on the earnings table. Please

note that this record has a many to one relationship

with the earnings table. Multiple rows can be defined

for a single earnings code.EFFDT Effective Date Required. Enter 01/01/1901 for Core-CT.

ERNCD_SPCL Special Accumulator Code Required. Prompt: SPCL_EARNS_TBL. The values

that are entered here are based on the special

accumulator work unit.

SPCL_EFFECT Effect on Special Balance Required. Xlat. Valid translate values: Adds to

Special Balance(A), Subtracts from Special Balance

(S) Default = A. The State of Connecticut will

primarily use the default value, but in some instances

S may also be used.

Dependencies and Timing:

The DED_TBL_GENL_VW (which uses the DEDUCTION_TBL and the GENL_DED_TBL) must be configured prior to the EARNINGS_TBL.The TAXGR_CMPNT_VW (which uses the TAXGR_CMPNT_TBL) must be configured prior to the EARNINGS_TBL.

The SPCL_EARNS_TBL must be configured prior to the EARNINGS_TBL

Testing Considerations:

Extensive testing must be completed on earnings that are subject to FICA tax, accumulate FICA taxable wage and are not subject to

retirement wage (earnings that are subtracted from total gross as part of the retirement calculation).

Extensive testing must be completed on earnings that are notsubject to FICA tax, do not accumulate FICA taxable wage and are not

subject to retirement wage (earnings that are subtracted from total gross as part of the retirement calculation).

Extensive testing must be completed on earnings that are not subject to State + Federal tax, accumulate State + Federal taxab le wa

are subject to FICA and accumulate FICA wage.

All earnings that are not subject to retirement wage (earnings that are subtracted from total gross as part of the retirement

calculation).

All earnings that add a percentage to retirement.

Vacation, sick, and PL balances should be tested to ensure that Regular Earnings is not affected when an employee uses time.

Lump sum payouts for vacation and sick time deplete the correct balances.

Employees who hit FICA max the first check date of the year should be tested to ensure that all balances are correct (including

retirement wage).

Deceased employee payouts.

When paying Regular/additional earnings, all pre/post-tax deductions are calculated correctly (including Domestic partners who are


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paying post tax on the state portion of their insurance amounts should be added to their taxable wage).

All earnings that affect multiple balances (i.e. leave accruals).

Earnings that have been adjusted spanning multiple calendar years.

Validate that all multiplication factors are working properly.

Ensure that the earnings sequence settings are generating the correct earnings calculation rates

Ensure that the various FLSA fields are affecting the overall calculation correctly

Validate that all 1042 income codes are setup and working properly

Ensure that the Reduce from Regular Pay field is working properly.

Validate that the system is properly functioning when an earnings code adds to an employees taxable wage but does not deduct tax

Earnings Program Table

Menu Path:

et Up HRMS> Product Related> Payroll for North America> Compensation and Earnings> Earnings Program Table

elect the Earnings program that you want to add the earnings code to. Click To insert a new row and enter the earnings code into

rogram Table, as shown above.

Special Accumulator

pecial accumulators are used to roll together earnings codes to use later in deduction and earning calculations. This code enables to

esignate which earnings add to or subtract from, a group of earnings. For example, some earnings, such as regular and overti me, add t

he amount the system uses for 401(k) deductions, while others, such as tuition and car allowance, do not. Before you enter this code,pecial accumulator code should be defined in the Special

Accumulator table.

Menu Path:

et Up HRMS> Product Related> Payroll for North America> Compensation and Earnings> Special Accumulator Table


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Create an entry for the earnings code in the Special Accumulators table when the earnings code is to alter a group of earnings as describ

bove. When finished, click save.


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Document Revision History

evision Number: Effective Date: Description:

1.0 September 12, 2012 Initial Release

earnings code maintenance

Documents