payroll document

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Functional Overview of Paysheets What is a paysheet? Paysheets are a repository for the raw data necessary to calculate pay for employees, including earnings, hours, deductions, taxes, and accounting data. Paysheets are arranged by pages and lines. A paysheet may contain many lines, up to a maximum of 7. Each employee is on a separate line, which contains standard pay information such as the amount of regular pay, number of regular hours, and job data. What are Paylines? A payline consists of the Employee ID of the employee eligible to be paid within the pay period, the employment record number (used for multiple jobs), and the manual check indicator. One or more pay earnings records will be associated with a given payline. Each pay earnings record associated with a payline contains information such as: Amount of Regular Pay Number of Regular Hours Additional Pay, if any Tax information Job Data such as Department and Job Code Other Earnings Before you can review paysheet and payline information for each payroll cycle, you must run the Paysheet Create (PAYSHEET) process to create paysheets. This process gathers the information entered in the various system tables about the employees in the pay groups for which you want to process the payroll, and generates the pay earnings information for each payline. To create paysheets, you must first tell the system who you want to create paysheets for by specifying a Pay Run ID on the Paysheet Creation panel. This Pay Run ID is what you use to group together pay calendar entries from different pay groups for payroll processing. But in the case of British Petroleum, the payroll processes must be similar for each paygroup. When you were setting up your Payroll Process tables, each pay calendar entry should have been assigned a Pay Run ID. At this point, you determined how you wanted to organize your payroll cycles— and whether you wanted to run paysheets for multiple pay groups and companies at the same time by combining them under the same Pay Run ID.

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Page 1: Payroll Document

Functional Overview of Paysheets

What is a paysheet?Paysheets are a repository for the raw data necessary to calculate pay for employees, including earnings, hours, deductions, taxes, and accounting data. Paysheets are arranged by pages and lines. A paysheet may contain many lines, up to a maximum of 7. Each employee is on a separate line, which contains standard pay information such as the amount of regular pay, number of regular hours, and job data.

What are Paylines?A payline consists of the Employee ID of the employee eligible to be paid within the pay period, the employment record number (used for multiple jobs), and the manual check indicator. One or more pay earnings records will be associated with a given payline. Each pay earnings record associated with a payline contains information such as: Amount of Regular Pay Number of Regular Hours Additional Pay, if any Tax information Job Data such as Department and Job Code Other Earnings

Before you can review paysheet and payline information for each payroll cycle, you must run the Paysheet Create (PAYSHEET) process to create paysheets. This process gathers the information entered in the various system tables about the employees in the pay groups for which you want to process the payroll, and generates the pay earnings information for each payline.

To create paysheets, you must first tell the system who you want to create paysheets for by specifying a Pay Run ID on the Paysheet Creation panel. This Pay Run ID is what you use to group together pay calendar entries from different pay groups for payroll processing. But in the case of British Petroleum, the payroll processes must be similar for each paygroup. When you were setting up your Payroll Process tables, each pay calendar entry should have been assigned a Pay Run ID. At this point, you determined how you wanted to organize your payroll cycles—and whether you wanted to run paysheets for multiple pay groups and companies at the same time by combining them under the same Pay Run ID. All pay calendar entries that share a Pay Run ID generally have the same pay period end date, but not necessarily the same pay frequency. In most cases, you set up a different pay Run ID for each pay period end date on the Pay Calendar Table, under the Define Payroll Process window.

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Setting up Pay Run ControlsFor example, Contra Costa Bank uses Pay Run ID EMA to combine payroll processing for the semi-monthly (SM1) and monthly (MO1) pay groups, which have pay calendar entries ending on January 30.

Running the ProcessAfter you set up the Pay Run Control data, you then run a Paysheet process to actually create paysheets. During this process, the system scans through all employees in the system and selects the employees that are scheduled to be paid for the specified pay period. It recognizes them because their company and paygroup have been assigned to a pay calendar entry that is associated with the Pay Run ID.

Note: To execute the process, you should first verify that the Pay Run and Pay Calendar tables are accurate. Steps:Step 1: Initiating the Paysheet process Step 2: Establishing run controls Step 3: Running the Paysheet Create process Step 4: Checking payroll errors

Step 1: Initiating the Paysheet ProcessSelect Process, Paysheet Creation, and specify an Action of Update/Display. Enter a Run Control ID or click OK to choose one from a list. This opens the Paysheet Creation panel.

Step 2: Establishing Run ControlsEnter the Pay Run ID you wish to process. Because you should already have set up your Pay Run IDs and tied them to the appropriate pay calendar entries, you can click the down arrow to view a list of valid choices. If there are more than 300 Pay Run IDs, it may not show all Run ID’s. So it is always better to key in the Pay Run ID.

By looking at the Pay Run Table, you can verify the accuracy of the selected group to be processed. This table will display every Company/Pay Group Calendar entry that has been linked to the Pay Run ID.

Step 3: Running the Paysheet Create ProcessClick the Run toolbar button to run the process now or schedule it to run at a later time. This opens the Process Scheduler.

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Step 4: Checking Payroll ErrorsIf the system encounters any payroll errors while creating paysheets, it will generate error messages, which you can review online on the Manage Payroll Process window, Inquire menu, Payroll Error Messages panel, or by running an error report. PeopleSoft also provide an SQR for error listings. SQR PAY011, Payroll Error Messages for Employees, lists errors related to employee data.

Using Paysheets EffectivelyOnce you run paysheets, you can either print them just as you would any standard report in the system, or you can access them online, using one of the Paysheet or Payline panels, to review payroll information. The paysheet reports provide a vehicle for checking paysheet information and making any additions or changes. The Paysheet panels are where you actually enter new data. Regardless of how you choose to review paysheet data—online or on paper—you’ll find them an invaluable reference for ensuring you pay your company’s employees correctly.If you turned on the Automatic Paysheet Update flag on the Pay Group Table, any additional paysheets will be added to the end of the run each time you re-run paysheets. For example, on Monday morning, Anthony created paysheets in preparation for entering payroll data on Thursday. Tuesday, CCB hires 20 new employees, all of whom should be paid in the next payroll cycle. If Anthony re-runs paysheets on Wednesday morning, the system will add the new pages at the end of the paysheet report. If the Automatic Paysheet Update flag was turned off, he would need to manually add paysheet pages, using the Action, Add Page. If Automatic Paysheet Update is turned on, Paysheets are updated during Pay Calculation.

Working with Paysheet ReportsIn addition to providing you with a turnaround document you can distribute to department supervisors and other managers who need to review payroll information, paysheet reports make excellent worksheets. You can use them to mark up any additional pay, taxes, accounting information, or changes that should be made to various paylines. These annotated reports then serve as entry forms for updating information within your PeopleSoft Payroll system.

Entering Data on PaysheetsAfter you create paysheets, you can accept the data as is, or add or change data. In most cases, you’ll perform all these actions during each payroll cycle.

When to Accept, Add, or Change Paysheet DataAccept: Accept the data as is if all the employees are salaried and the system has turned on OK to Pay as determined by the pay group record, and there are no changes (other earnings, additional pay, and so on) required to the data. In short, you are ready to process your preliminary Pay Calculation run. Add: Add data if the employees to be paid require positive time input for regular and overtime hours as well as any other earnings information. You may also need to turn on the OK to Pay check box.

Change: Change data if it needs to be modified for one reason or another. You may choose to change the department, account codes, tax methods, and so forth.

How to Know Who’s OK to PayThe OK to Pay field is a check point you use to tell the system whether to pay an employee or place the record on hold until you have a chance to review it or enter earnings information not supplied by the employee’s job record.

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For active employees on your payroll runs, each payline will have OK to Pay either on or off, by default, depending on how you defined the Confirmation Required for Job Earnings on Paysheet field on the Pay Group Table entry for that employee type within a pay group. Hourly employees, for whom you need to enter some sort of positive time entry, will typically have OK to Pay turned off by default. Salaried employees and exception hourly employees, for whom you enter exceptions only as required, will usually have OK to Pay on by default.

New hires within the pay period will have a Paysheet line generated with partial pay. Depending on how you set up employee types on the Pay Group Table, a new hire may be marked OK to Pay or not OK to Pay. If you turn on Confirmation Required for Partial Pay Period on Paysheet on the Pay Group Table, employees of that type will have OK to Pay turned off by default on the Paysheet. If the check box is not selected, employees of that type will have OK to Pay turned on the Paysheet.

The regular pay of new hires will also be prorated, and the pay begin and end dates will be indicated on the pay earnings entry.

Like new hires, employees terminated within the pay period will also have a Paysheet line generated with partial pay. Confirmation Required for Partial Pay Period on Paysheet field controls their default OK to Pay status as well.

A terminated employee’s regular pay will be prorated based on the pay begin and end dates indicated on the paysheet.

If you need to research an employee’s pay earnings record for any reason, or if you encounter errors for a single payline during Pay Calculation that may hold up your entire payroll run, you can turn off the OK to Pay and proceed. Then, once you resolve the issue or problem, you can recalculate only the records that you didn’t calculate earlier. You must, however, recalculate any changes and resolve all errors prior to performing Pay Confirmation.

If you get an error message on a particular payline during Pay Calculation, and you can’t figure out how to correct it in time to finish your payroll cycle on schedule, turn off OK to Pay on the payline in question. The Confirmation process will automatically delete any earnings records for which OK to Pay is turned off. The payroll report PAY010, Employees Not Processed in Current Payroll, lists all employees who were not included in the current payroll processing—that is, all employees with OK to Pay turned off. We think you’ll find this report extremely useful. You can scan it, for example, to make sure all employees who should be paid will be paid.

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Technical Overview of Paysheets

There are certain points to consider when running the Paysheet Process: 1. Tables the Paysheet process selects from 2. Tables the Paysheet process inserts into 3. Table the Paysheet process updates 4. Tables the Paysheet process deletes from

Before you can run any payroll calculations, you must first create paysheets. Paysheets are normally created using the PAYSHEET (Paysheet Creation) process (PSPPYBLD.CBL). However, they can also be created manually online, or through a time interface. PeopleSoft delivers the programs PAYEDIT.SQU and PAYUPDT.SQU to assist you in editing and loading paysheet data using an interface.

Points to consider when running the PAYSHEET Process:The PAYSHEET process can be run before or after a time interface. It depends on whether the time interface was designed to load the majority of the paysheet data, or simply other earnings.

Once paysheets are created, you would not normally rerun this process. However, this may be necessary if any high-level information on the paysheet changed (for example, earnings code for regular or overtime pay). If you need to recreate paysheets, it is recommended that you run PAYUNSHT first to delete the current paysheets. Otherwise, the process will not recreate a paysheet for an employee who already has one.If an error occurs during this process, it can be rerun and the process will continue processing where it left off (after the last commit to the database).

1. Tables the PAYSHEET process selects from:PS_PAYSHEET_RUNCTL: The process selects the run control record that was added by the user prior to running the process.

PS_PAY_CALENDAR: Using the Run ID, the process selects the appropriate pay calendar information.

PS_INSTALLATION: The process selects the Balance ID for the calendar year.For more information on employee and pay process tables, see “Defining Your Payroll Process ” and “Customizing PeopleSoft Payroll Batch Processes” in Designing Your PeopleSoft Payroll.

2. Tables the PAYSHEET process inserts into:PS_PAY_PAGE: This table contains the paysheet pages that are created. Each page may be the parent to several paylines.

PS_PAY_LINE: This table contains individual paylines. Each employee will be created on a separate payline during on-cycle processing. Each payline may be the parent to several pay earnings records. These pay earnings records may represent one or more checks.

PS_PAY_EARNINGS: This table contains individual pay earnings records. Each paycheck may contain several pay earnings records. Some key fields on this table are:

SEPCHK: Determines whether these earnings are associated with a separate check. Supplemental taxes may be calculated differently on separate checks. This is determined based on the supplemental tax method (SUPPL_SEP_METHOD) specified on the Federal/State Tax Table (PS_STATE_TAX_TABLE). Deductions will not be taken on a

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separate check if the separate check indicator (SEPCHK_DED) on the Deduction Table (PS_DEDUCTION_CLASS) is set to ‘N’.

PAY_LINE_STATUS: Indicates whether the earnings record has been calculated or confirmed successfully. The valid values are:I: Initial Load. The pay earnings have been entered but not calculated. A record marked Not OK to Pay will remain with an ‘I’ status until it is deleted by the CONFIRM process.U: Updated by operator. The record has been updated online by a user since it was originally entered or calculated. This status is set by PeopleCode.C: Calculated successfully.E: Error. An error occurred in the processing of these earnings. If it is a standard payroll error, it will appear on the payroll messages panel. Otherwise, the error will be displayed on the screen where the process was executed or in the JCL. Earnings records with this status must be corrected or marked Not OK to Pay before the calculation process will complete successfully.F: Confirmed successfully.P: Pay in Progress. The pay processes will set the status to ‘P’ if the record has been selected for processing (that is, for calculation). If an error occurs during processing, some statuses may remain as a ‘P’ until reprocessed.

JOB_PAY: Directs the process to update the paysheet with the most current job information. This information may have changed since the paysheet was created or last calculated.

OK_TO_PAY: Indicates whether this record should be processed. If this field is set to ‘N’, this record will be bypassed by the calculation process.

DED_TAKEN: Directs the system how to take deductions. If this field is set to ‘N’, no deductions will be taken for this check.

TAX_PERIODS: Indicates the number of tax periods used for the calculation of taxes. This field can drastically affect the amount of tax calculated.

PS_PAY_OTH_EARNS: This table contains other earnings records, which are added to the paysheet. The PAYSHEET process may generate these records automatically from the additional pay data records under Employee Payroll Data. Records added from additional pay will have the ADDL_SEQ field set to a value > 0. Other Earnings records may also be added online or through a time interface. Records added in this manner should have the ADDL_SEQ field set = 0. Otherwise, additional pay will not be processed correctly. There may be multiple other earnings records for one PS_PAY_EARNINGS record.

PS_PAY_MESSAGE: This table is updated with standard payroll error messages that are encountered during the process.

3. Table the PAYSHEET process updates:PS_PAY_CALENDAR: The PAY_SHEETS_RUN flag on the pay calendar is set to ‘Y’ to indicate that the PAYSHEET process has run successfully.

4. Tables the PAYSHEET process deletes from:PS_PAYSHEET_RUNCTL: The run control is deleted after the process is initiated.

PS_PAY_MESSAGE: Messages from the prior run are deleted by company, pay group, pay end date and off-cycle indicator. Page number is also used for off-cycle check processing.

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Important Paysheet Related Reports

The following are some of the important reports related to paysheet process.

Report DescriptionReport Name

Report Window

Paysheets: Print Paysheets PAY009 Manage Payroll Process U.S.

Paysheets: Print Distributed Earnings – Paysheets

PAY017 Manage Payroll Process U.S.

Paysheet Records Audit Prior to Calcpay

PAY035 Manage Payroll Process U.S.

Paysheet Records Audit Prior to PAY036 Confirm Manage Payroll Process U.S.

Paysheets: PAY009Description: This report prints the results of the Paysheet Creation process. The system creates paysheets in a batch process, during which it scans all employee records and selects the ones that must be paid in the pay period you specify. For each set of applicable employee records found, it creates a payline showing pertinent payroll information. You can view the results of this process online, or print them—usually on a preprinted form. You may want to customize this report for your organization’s unique needs.

You specify the paysheet contents on Pay Group Table panels 4-6 and Payroll Data panels 1-2. Each payline consists of information such as amount or hours of regular pay, job data such as department, location and job code, additional pays, if any, and tax information.

For each page the system creates a paysheet balance, which counts total number of paylines, total number of regular hours, and total amount of regular pay.

Parameters: Pay Run ID. Enter a valid Pay Run ID from the Pay Calendar Table.

Pay Calendar. If the Pay Run ID includes multiple pay calendar entries, you may choose to include all entries for the Pay Run ID or to limit the report to a single pay calendar entry. To specify a single pay calendar, enter the Company, Pay Group, and Pay End Date.

Source None.Sort Selection Determined on Pay Group Table panels 4-6 and Payroll Data panels 1-2.

Paysheets Distributed Earnings: PAY017Description: This report prints paysheets for distributed earnings. PAY017 is similar to PAY009 (Print Paysheets), but scans employee records for pay lines related to distributed earnings.

Parameters: Pay Run ID. Enter a valid Pay Run ID from the Pay Calendar Table.

Pay Calendar: If the Pay Run ID includes multiple pay calendar entries, you may choose to include all entries for the Pay Run ID or to limit the report to a single pay calendar entry. To specify a single pay calendar, enter the Company, Pay Group, and Pay End Date.

Source: None.Sort Selection: Company, Employee ID.

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Paysheet Records Audit Prior to Calcpay: PAY035Description: This precalculation audit report provides a detailed listing by company, pay group, and pay end date of information that may cause problems during the Pay Calculation process.

Parameters: Pay Run ID.Source: N/A.Sort Selection: Company, pay group, pay end date.

Paysheet Records Audit Prior to Confirm: PAY036Description: This precalculation audit report provides a detailed listing by company, calendar year, pay group, monthcode, pay end date, and employee ID of information that may cause problems during the Pay Confirmation process.

Parameters: Pay Run ID.Source: N/A.Sort Selection: Company, pay group, pay end date.

But BP will be using a customized report BP_PAY036.SQR pre-confirm audit report.

Functional Overview of Pay Calculation

What is a Pay Calculation?Once you’ve entered all your employee payroll information, created your paysheets, and made any necessary updates and adjustments, you’re ready to perform Pay Calculation. In PeopleSoft Payroll, Pay Calculation is an iterative process. It’s easy and efficient to run and rerun calculations over and over again—until you’re confident the payroll data is correct.

Payroll calculation is processed after the Paysheets have been created and updated with the required changes for the pay period. At this point we use the Pay Calculation program to process all the information you’ve set up on the PeopleSoft HRMS and PeopleSoft Payroll tables and at the employee level, combined with the additional information provided on paysheets, in order to calculate your payroll.

After you perform Pay Calculation, you can view the results of paycheck earnings, deductions, and taxes using the Paycheck panels in the Manage Payroll Process window. PeopleSoft Payroll also includes several standard reports that you can print and customize to help you verify the results of Pay Calculation.

The system also produces an error report, to make you aware of any information that may be entered or set up incorrectly. You can make any necessary adjustments on the paysheets.

Performing Pay CalculationPeopleSoft Payroll Pay Calculation is driven by the Pay Run IDs you used to group pay groups together for payroll processing. Generally, all pay calendar entries that share a Pay Run ID have the same pay end date, but not necessarily the same pay frequency. Typically, you should set up different Pay Run IDs each pay period end date on the Pay Calendar Table in the Define Payroll Process window.To specify Pay Calculation parameters, go to the Manage Payroll Process-> Process->Pay Calculation. Enter your Run Control ID to access the Pay Calculation panel.

To run Pay Calculation for the Pay Calendars associated with a specific Pay Run ID, select that Pay Run ID. This enables you to run Pay Calculation for either the on-cycle or off-cycle checks of the Pay Calendars associated with the Pay Run ID you specify.

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The system default is on-cycle; to specify an off-cycle calculation, select Off-Cycle in the On or Off-Cycle edit box.

You must have already defined the Pay Run ID on the Pay Run Table located in the Define Payroll Process window. By looking at the Pay Run ID Table you can verify the accuracy of the groups you’ve selected for processing. This table displays every Company/Pay Group Calendar entry tied to each Pay Run ID.

For On-Cycle Pay CalculationIf you’re running an on-cycle calculation you tell the system whether this is a On-Cycle Preliminary Calc Run. You can run on-cycle Pay Calculation in preliminary mode as many times as you want, to correct errors and adjust payroll information. You should turn this checkbox off only after you have corrected all errors from the preliminary runs and are ready to process your final Pay Calculation run. Both preliminary and final modes perform identical calculations; the only difference is that final mode signals to PeopleSoft Payroll that you are ready to progress to the next payroll phase: Pay Confirmation.

For Off-Cycle Pay CalculationAn off-cycle payroll is one that is run outside the normal pay processing cycle, typically used for terminations, manual checks, reversals, and bonuses. You can enter a Pay Run ID and select Off-Cycle in On of Off-Cycle to run Pay Calculation for the off-cycle checks of the Pay Calendars you’ve associated with that Pay Run ID. Alternatively, you can leave Pay Run ID blank, select Off-Cycle, and use the Off-Cycle Run group box to specify parameters for you calculation: Company, Pay Group, Pay End Date, and the from and through Page #s.

Selecting Checks to CalculateEach time you process payroll calculation, you can use the Select Checks to Calculate group box to tell the system whether you want to process the calculation for all employees, or only for employees for whom payroll needs to be recalculated.

Only Calculate Where Needed tells the system to process Pay Calculation only for those employees for whom payroll needs to be recalculated. In most cases, to minimize processing time, you should select Only Calculate Where Needed. The system will calculate pay for employees that have not yet been calculated, employees with errors, or employees who have had changes since the last Pay Calculation.

Running Pay CalculationDuring Pay Calculation, the system determines earnings, deductions, taxes, and net pay for all employees with pay earnings within a payline marked OK to Pay. When it performs gross-to-net calculation, the system:

1. Adds taxable earnings and taxable benefits and subtracts before-tax deductions to arrive at Taxable Earnings.

2. Calculates taxes.3. Subtracts taxes.4. Subtracts after-tax deductions to determine Net Pay.

The system processes one company at a time, and within each company, every pay group assigned to that Pay Run ID. As it processes each pay group, the system indicates the number of checks to be calculated and how many have already been calculated.

The system commits the calculations after processing the number of employees specified in the Installation Table. In other words, it updates the physical database with the results of the calculations.

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Functional Overview of Pay Confirmation

The last step in running our payroll is Pay Confirmation. Going through the Pay Confirmation process tells the system that we’ve reviewed and approved all payroll information for this pay run, and that we’re ready to start producing paychecks.1. When to Run Pay Confirmation

After we verify that the payroll calculation is correct and we’ve run the Pay Calculation in final mode, we’re ready to perform Payroll Confirmation.

NoteWe should never run Payroll Confirmation unless we are confident that the amounts have been calculated properly. Once Pay Confirmation is completed, we cannot update Paysheet information unless we first run the Pay Unconfirm Process. During the confirmation process, the system updates all balances for earnings, deductions, Check Year-to-Date, taxes, garnishments, and arrears; the system also assigns check and advice numbers.

Once a payroll has been confirmed, we can generate checks, advices, and any other payroll reports we may require. We can also generate the direct deposit, general ledger, or any other interface. And online, we can review an employee’s check totals and payroll balances.

2.Running Pay ConfirmationWe manage the Pay Confirmation process with a Pay Run ID, just as we do for Pay Calculation and Pay sheets. The Pay Run ID used in the Pay Confirmation process should be identical to the Pay Run ID we used during both Paysheets and Pay Calculation.

2.1. Defining Pay Confirmation ParametersWe define pay confirmation process parameters in the Pay Confirmation panel. To access this panel, open the Manage Payroll Process window and select Pay Confirmation from the Process menu.

Panel controlsFor on-cycle confirmation, enter the Pay Run ID. We must have already defined the Pay Run ID on the Pay Run table located in the Define Payroll Process window. To confirm all off-cycle checks associated with a particular period, we can enter a Pay Run ID and select Off-Cycle in On or Off-Cycle. To confirm off-cycle checks by page range, We can leave Pay Run ID blank, select Off-Cycle, and use the Off-Cycle Run group box to specify parameters for our calculation: Company, Pay Group, Pay End Date, and the from and through Page #s.

When we run the Pay Confirmation program, the system processes one company at a time, and within each company, every pay group assigned to that Pay Run ID. As it processes each pay group, the system indicates how many checks are being confirmed and how many have already been confirmed.

Click on the Run toolbar button to run the process now or schedule it to run at a later time. This opens the Process Scheduler.

When we run Pay Confirmation, the system assigns check and/or advice numbers. The system looks at the Last Form Number Used on the Form Table (in the Define Payroll Process window), adds one, and assigns this number to the first person in the check sequence order. The remaining check or advice numbers are assigned sequentially according to the check print sequence options we’ve set up on the Pay Group Table (also in the Define Payroll Process window).

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3. Confirming Pay Calendars in Order by Check Date MonthWhen a check is processed for an employee, the system updates the various balance records (earnings, deductions, and so on). Balance records are stored by year, quarter, and month.

Once we have posted to a month, we cannot post to a previous month. For example, once we have posted an April balance, the system will not allow us to update a March balance of the same type. If we try to post to a previous month, the Pay Confirmation processes will abend with an error. This error may occur for Semi-monthly pay group and Monthly pay group.

3.1. Semi-Monthly Pay GroupAn employee is in a semi-monthly pay group for the first three weeks of the month. He is then transferred to a monthly pay group. He will have a paysheet for the semi-monthly pay group for the third week of the month and a monthly paysheet for the fourth week of the month. The semi-monthly pay group has a pay end date of 3/31 and a check date of 4/5, and therefore a MONTHCD of 4 on the pay calendar. The monthly pay group has a pay end date of 3/31 and a check date of 3/31, and therefore a MONTHCD of 3 on the pay calendar.

If the semi-monthly pay group is confirmed before the monthly pay group, the April balance record will be created before the March balance is updated. As a result, when we try to confirm the monthly pay group, Pay Confirmation will abend.

To prevent the problem, we need to confirm the monthly pay group first, because the check date is in March.

3.2.Monthly Pay GroupAn employee is in the monthly pay group for the month of March. This payroll has a pay end date and check date of 3/31. Effective April 1, the employee is transferred to the semi-monthly pay group. Prior to the 3/31 monthly payrolls being confirmed, we confirm an off-cycle check for this employee that is attached to the April semi-monthly payroll. This off-cycle check creates an April balance record; when we try to confirm the March monthly payroll, Pay Confirmation abends.

4. Reviewing Pay Confirmation ResultsWe can review Pay Confirmation results using hard copy reports or the available online Paycheck panels in the Manage Payroll Process window, Inquire menu.

5. Running Pay UnconfirmIf we want to update any paysheet information, or make data or table changes that require recalculation after we’ve run Pay Confirmation, we’ll need to run Pay Unconfirm. To do this, select Process, Pay Unconfirm in Manage Payroll Process.

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Technical Overview of Pay ConfirmationThere are four points to consider when running the CONFIRM process. They are: Tables the CONFIRM process selects from Tables the CONFIRM process inserts into Tables the CONFIRM process updates Tables the CONFIRM process deletes from

During the Pay Confirmation process, the system updates all balances for earnings, deductions, taxes, garnishments, and arrears. The system also assigns check and advice numbers. In addition, this process deletes all paysheet and paycheck records for those paysheets where OK_TO_PAY = ‘N’ on the PAY_EARNINGS record. There will be no history of these records.

Points to consider when running the CONFIRM process: You should back up the database before running CONFIRM. This is necessary because this

process cannot simply be rerun once it has completed. If an error occurs during this process, it can be rerun and the process will continue processing

where it left off (after the last commit to the database).1. Tables the CONFIRM process selects from

PS_PAY_CONF_RUNCTL The process selects the run control record that was added by the user prior to running the process.

PS_PAY_CALENDAR Using the Run Control ID, the process selects the appropriate pay calendar information.

PS_INSTALLATION The process selects the Balance ID for the calendar year.

PS_PAY_PAGE Pages for the calendar being processed are selected.

PS_PAY_LINE Lines for the calendar being processed are selected.

PS_PAY_CHECK Paychecks where PAYCHECK_STATUS = ‘C’ are selected.

PS_PAY_EARNINGS Pay earnings where PAY_LINE_STATUS = ‘C’ are selected.

PS_PAY_SPCL_EARNS Special accumulator amounts for the calendar being processed are selected.

PS_PAY_INS_EARNS Unemployment insurable earnings for the calendar being processed are selected (Canadian only).

PS_PAY_TAX Taxes taken for the calendar being processed are selected.

PS_PAY_TAX_CAN Taxes taken for the calendar being processed are selected (Canadian only).

PS_PAY_GARNISH Garnishments taken for the calendar being processed are selected.

PS_PAY_DEDUCTION Deductions taken for the calendar being processed are selected.This process also selects from some employee and pay process tables.

2. Tables the CONFIRM process inserts intoPS_BOND_LOG* The bond log table is updated with bond deductions taken in the current period.

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PS_PAY_DISTRIBUTN The pay distribution table is updated with check and advice information.

PS_PAY_MESSAGE This table is updated with standard payroll error messages that are encountered during the process.

PS_PAY_CHECK_DUE This table is updated with the check information that is later used by the check reconciliation process.

PS_CHECK_YTD* This balance table is updated with the current period check information.

PS_EARNINGS_BAL* Earnings balances are updated with earnings and special accumulator data for the current period.

PS_DEDUCTION_BAL* Deduction balances are updated with the current period amounts.

PS_TAX_BALANCE* Tax balances are updated with the current period amounts.

PS_GARN_BALANCE* Garnishment balances are updated with the current period amounts.

PS_CAN_CHECK_YTD* Canadian version of PS_CHECK_YTD.

PS_CAN_ERN_BALANCE* Canadian version of PS_EARNINGS_BAL.

PS_CAN_DED_BALANCE* Canadian version of PS_DEDUCTION_BAL.

PS_CAN_TAX_BALANCE* Canadian version of PS_TAX_BALANCE.

PS_INS_EARNS_BAL Unemployment insurable earnings balances are updated with the current period amounts (Canadian only).* These tables may be inserted into or updated depending on the payroll cycle being run.

3. Tables the CONFIRM process updatesPS_PAY_PAGE CONFIRMED flag is set to ‘Y’.

PS_PAY_LINE CONFIRMED flag is set to ‘Y’.

PS_PAY_EARNINGS PAY_LINE_STATUS is set to ‘F’.

PS_PAY_CHECK PAYCHECK_STATUS is set to ‘F’.

PS_DED_ARREARS Deduction arrears balances are updated to reflect the current arrears balances.

PS_ADDL_PAY_DATA Additional pay data is updated to reflect the new goal balance (GOAL_BAL).

PS_GARN_SPEC Garnishment specification data is updated to reflect the new limit balance (GARN_LIMIT_BAL).PS_GENL_DEDUCTION Employee general deduction data is updated to reflect the new goal balance (GOAL_BAL).

PS_VACATION_BEN Employee vacation benefit table is updated to reflect the new goal balance (GOAL_BAL).

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PS_LEAVE_ACCRUAL Unprocessed data fields are updated on employee leave accrual records. Note: A leave accrual record will be inserted if the employee has not been processed through the ACCRUAL process yet.

PS_PAY_FORM_TBL The LAST_FORM#_USED is updated on the form table.

PS_PAY_CALENDAR The PAY_CONFIRM_START flag is set to ‘Y’ when the process is started initially. The PAY_CONFIRM_RUN flag is set to ‘Y’ when the process has run to completion successfully.

4. Tables the CONFIRM process deletes fromPS_PAY_CONF_RUNCTL The run control is deleted after the process is initiated.

PS_PAY_MESSAGE Messages from the prior run are deleted by company, pay group, pay end date, and off-cycle indicator. Page number is also used for off-cycle check processing.

PS_PAY_PAGE Records whose PS_PAY_LINE entries are no longer there.

PS_PAY_LINE Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_EARNINGS Records where OK_TO_PAY = ‘N’ are deleted.

PS_PAY_OTH_EARNS Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_ONE_TIME Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_TAX_OVRD Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_CTX_OVRD Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_GARN_OVRDRecords whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_DEDUCTION Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_TAX Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_TAX_CAN Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted. (Canadian version of PS_PAY_TAX.)PS_PAY_GARNISH Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_CHECK Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_SPCL_EARNS Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_INS_EARNS Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted (Canadian only).

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Pay Confirmation- ReportsPAY036 Paysheet Records Audit Prior to ConfirmDescription This pre-calculation audit report provides a detailed listing by company, calendar year, pay group, monthcode, pay end date, and employee ID of information that may cause problems during the Pay Confirmation process.

Parameters Pay Run ID.Source N/A.Sort Selection Company, pay group, pay end date.

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Technical Overview of Pay Calculation

Pay Calculation (PSPPYCAL.CBL) can run once the payroll input tables are populated on the database, and the pay earnings have been marked as OK to Pay (by Paysheet Creation itself if you’ve set this up as the default, or by your payroll operators through the online Paysheets panels). Pay Calculation looks at all the earnings for a particular pay calendar (or group of pay calendars) and starts to produce checks. You can run Pay Calculation over and over again. Typically, you run it initially to calculate most of your employees, and then you run it again to clean up errors or perhaps to pick up some late hours that you’ve just entered. When you run Pay Calculation again, it doesn’t have to recalculate everybody; it can calculate only those employees who need to be recalculated.

1. Functional Overview of Paycheck Reversals and Adjustments1.1. Overview

Before we attempt to use Payroll to process check reversals and adjustments, it’s important to understand the differences between them, and how the system handles them. We always process both reversals and adjustments using off-cycle payroll runs. We initiate processing for both by setting up a run control for the check or checks we want to reverse or adjust. If we’re doing a check reversal, we select Reversal on the parameters panel; if we’re doing a check reversal and adjustment, we select Adjustment.ReversalSimply produces a “negative image” of the original check (pay record), with all the amounts changed from positive to negative. This effectively “backs the check out” of the system.AdjustmentProduces an off-cycle paysheet page with two pay lines: a Reversing Adjustment with a net pay of zero, and an Adjustment, which is where we enter the information for the check as it “should have been” originally.Note: The system does not perform adjustments to online checks.

1.2.To Reverse or to Adjust?When do we perform a reversal as opposed to an adjustment? A reversal is appropriate when we’ve produced a check that we subsequently realize should not have been produced at all, or should not have been produced the way it was, and the check is still available—that is, it hasn’t been cashed yet.

For example, Darla Peabody was terminated at the end of the last pay period and received what should have been her final paycheck. The Human Resources department, however, failed to enter her termination into the system. So, when paysheets were created and processed for the next pay period, the system produced a pay check for her. When her supervisor reported to the Payroll department that Darla had been terminated two weeks earlier, and that no check should have been produced, the Payroll department then ran a reversal on her check, backing it out of the system.

If the physical paycheck is not available —if it’s already been cashed, or if it was a direct deposit—we perform an adjustment.

For example, Douglas Turner should have been paid for 20 hours of overtime, but deposited his check before realizing this. He comes to us to request his overtime pay. We’ll go through the adjustment process, calculating the check the way it should have been calculated in the first place, comparing the new calculation to the one used for the check that was actually issued, and giving Douglas a check for the difference.

When we reverse a check, we generally either cut a new on-demand check for the correct amount, or simply do nothing after having reversed it.

When we adjust a check, three situations are possible:

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No change in net pay. For example, an employee’s pay was incorrectly charged to Department 10100 instead of Department 10010.

The original check was for a smaller amount than it should have been: the company owes the employee money, as in the case of Douglas Turner.

The original check was for a larger amount than it should have been: the employee owes the company money. For example, we paid Item Processing Clerk Anne Jeffery for 20 hours of overtime instead of 2 hours of overtime.

1.3. Messages on the Pay RecordWhen we use Payroll to reverse or adjust checks, we’ll see messages on the payline and paycheck records. They’re there to help steer us through the process, so we know exactly what we’re doing and what we’re viewing. 1.3.1. Reversal Message

This message appears on the payline record when we run the Reversal process for a check reversal:Reversal Indicates that the check is a reversal.

1.3.2.Adjustment MessagesThe following messages can appear when we run the Reversal process for a check adjustment:Reversing Adjustment Indicates a pay earnings record that has been adjusted. It will appear on the original pay earnings record.Adjustment Indicates a pay earnings record that was created by the Reversal/Adjustment process. It will appear on the pay earnings record that will be used to recalculate an employee’s pay.Adjustment – Partial Period Indicates that the employee with the adjusted pay earnings record has had a change to their job record, with an Effective Date that falls between the Pay Period Begin and End Dates prior to running the Reversal/Adjustment process.Adjustment – Pay Data Change Indicates that one or more of the employee’s adjusted records has been updated since the last time paysheets were created or Pay Calculation was run. This employee will be recalculated during the next Pay Calculation if they have not already been recalculated. We may select all employees who’ve had a Pay Data Change and need to be recalculated by entering R in the Job Pay Data Change field of the Payline Update/Display dialog box. Entering Y in the same field will select all employees whose pay has been recalculated due to a change in one of their pay-related records.Adj – PayChg – Partl Period Indicates, for an employee who had an Adjustment – Pay Data Change message, that a change has been made to their job record, with an Effective Date falling between the Pay Period Begin and End Dates, and they have already been recalculated.

1.4.Reversing PaychecksThe central procedure of the check reversal process is running the Reversal program. This program locates the checks we’ve specified on a special run control and creates an off-cycle paysheet page for each reversal. The resulting paylines will reflect the original paysheet entries, with negatives in the hours and amount fields. These pages will be display only—we can’t enter data into them.During the Reversal process, the system makes a copy of the paycheck record and reverses the signs (plus/minus) on the amount fields. The original paycheck record is not deleted; it’s still there, too. we can view both the original and the reversed copy by using the Paycheck panels in the Manage Payroll Process window. On the reversed check, all of the amounts display as negative numbers, and we’ll notice the message Calculated Check Reversal in the upper left corner of the first scroll box.When we reverse paychecks, we don’t need to run Pay Calculation. When we run the Reversal process, the system simply finds the check or checks we’ve specified and reverses the plus/minus signs; since the amounts themselves have already been calculated, no additional calculation is necessary.If we reverse a check and then realize we made a mistake—the check shouldn’t have been reversed, for whatever reason—Payroll provides a simple method to delete the reversal: choose

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Delete Current Reversal/Adjustment on the Paycheck Reversal/Adjustment Run Control panel, and run the Reversal process again.To update the balance records with the reversal information, we then proceed to run Pay Confirmation. After confirmation, when we view the paycheck, we’ll see the message Confirmed Check Reversal in the upper left corner.

1.5. Steps for Reversing Checks1.5.1. Identify the paycheck number and issue date

If the physical paycheck isn’t available, we can find the number and date information either online or offline. Online View the Inquire, Paycheck Data panels in the Manage Payroll Process window. Offline Refer to our Payroll Register or Payroll Check Register reports.

1.5.2. Setting Up Paycheck Reversal ParametersTo define parameters for the Reversal program, select Process, Paycheck Reversal/Adjustment in the Manage Payroll Process window.

1.5.3.Running Paycheck ReversalOnce we’ve entered all the checks to be reversed, we’ll run the Paycheck Reversal Process. This program eliminates the need to enter each check to be reversed as a manual check.Click the Run toolbar button to run the process now or schedule it to run at a later time. This opens the Process Scheduler.We can view the effects of the reversal by looking at the original check and the reversed check on the Paycheck Earnings panel (Manage Payroll Process, Inquire, Paycheck Data).

1.5.4. Setting Up Pay Confirmation ParametersFirst we’ll specify our parameters on the Pay Confirmation panel. In Manage Payroll Process, select Process, Pay Confirmation, Update/Display.

1.5.1. Running Pay ConfirmationWe can now run the Pay Confirmation process as we normally would for an on-cycle payroll run.

1.5.6.Viewing Confirmed Reversed ChecksAfter we’ve run Pay Confirmation, we may view information, including updated balances, using the Paycheck Data panels in the Maintain Payroll Data and Manage Payroll Process windows, and run any reports we may require.

1.6. Adjusting PaychecksWhen we adjust a paycheck, there are three possible outcomes:

No change in net pay. The company owes the employee money. In this situation, the system will produce a check for the amount owed. The employee owes the company money. In this case, we can put the amount into an arrears balance to be taken out of their next paycheck. Or we can attempt to get the money back from the employee by other means.

1.7 Understanding the Adjustment ProcessTo process adjustments, the system uses a special deduction called Net Pay Adjustment with a Deduction Code of NETPAY. To do this, we must set this deduction code up on the Deduction Table; you can use the NETPAY deduction supplied with the demonstration database as an example.

For example, if we forgot to pay Theresa for 10 hours of overtime, we’d enter 10 in OT Hours; if we taxed her in the wrong taxing jurisdiction, we’d enter the correct State or Locality.When we’ve finished entering your adjustments, we’ll save the paysheet, set up a run control, and run Pay Calculation. The system will calculate the paysheet. If it turns out, person owe the employee money, the system will produce a Calculated Check for the amount the person owe; at

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that point we can set up Pay Confirmation parameters, run the Pay Confirm program—which will update the employee’s balances and assign a check number—and go ahead and print the check.

The following panel show the adjustment entry.

1.8. Establishing Adjustment Earnings Types and DeductionsTo process the adjustments, the system needs information on earnings types and deductions from the Payroll Process tables. We should set up these tables before making any actual adjustments.

1.8.1. Adjustments Earnings TypeAn Adjustments Earnings Type is necessary to process check adjustments for which the employee owes the company money. Use a suitable code to designate the Earnings Type; ADJ will work just fine.

we can leave Earnings Table 1 panel as it is. Click on the Earnings Table 2 tab to move to Earnings Table 2.

We’ll want to set up Earnings Table 2 to match this example, if we want to use the payback feature.

1.9. Adjustment Deductions for Arrears ProcessingWhen we give an employee Adjustment earnings, we need a special Deduction Code to tell the system that what we really want to do is put the amount in arrears. If we wish, we can establish several such Deduction Codes—one for each adjustment arrears payback situation we’re likely to encounter.

For example, if we’re adjusting checks that were calculated using the wrong taxing jurisdiction, we could set up a Tax Adjustment Deduction Code: TAXADJ.

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2. Technical Overview of Paycheck Reversal There are mainly three points to consider when running the REVERSAL process. They are:

Tables the REVERSAL process selects from Tables the REVERSAL process inserts into Tables the REVERSAL process deletes from

The REVERSAL (Paycheck Reversal) process is used to create a reversal paysheet or a reversal/adjustment paysheet. After creating a reversal/adjustment, you will need to run the CALCPAY process and the CONFIRM process for the off-cycle reversal/adjustment. If you created a reversal only, you will only need to run the CONFIRM process for the off-cycle reversal paysheet.

Points to consider when running the REVERSAL process You cannot reverse a check that was not confirmed in the PeopleSoft system. In this case,

you will need to do a manual check to back out the amounts. All reversals are automatically created as off-cycle checks.2.1. Tables the REVERSAL process selects from

PS_PAY_CALENDAR The current calendar that the off-cycle reversal will be processed with is selected.

PS_PAY_REV_RUNCTL The process selects the run control record that was added by the user prior to running the process. This is the parent record on the run control panel.

PS_PAY_CHECK_REVRS The process selects the run control record that was added by the user. This is the child record on the run control panel.

PS_PAY_CHECK The check(s) to be reversed or adjusted are selected.

PS_PAY_PAGE The page of the original check is selected.

PS_PAY_LINE The line of the original check is selected.

PS_PAY_EARNINGS The earnings on the original check are selected.

PS_PAY_OTH_EARNS The other earnings on the original check are selected.

PS_PAY_DEDUCTION The deductions taken on the original check are selected.

PS_PAY_TAX The taxes taken on the original check are selected.

PS_PAY_TAX_CAN The taxes taken on the original check are selected (Canadian version of PS_PAY_TAX).

PS_PAY_GARNISH The garnishments taken on the original check are selected.

PS_PAY_ONE_TIME The deduction overrides on the original check are selected.

PS_PAY_TAX_OVRD The tax overrides on the original check are selected.

PS_PAY_CTX_OVRD The Canadian tax overrides on the original check are selected.

PS_PAY_GARN_OVRDThe garnishment overrides on the original check are selected.PS_PAY_INS_EARNS The unemployment insurable earnings on the original check are selected (Canadian only).

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PS_PAY_SPCL_EARNS The earnings which updated the special accumulators on the original check are selected.

2.2. Tables the REVERSAL process inserts intoPS_PAY_CHECK The reversal check is inserted.

PS_PAY_PAGE The reversal is inserted on a new page associated with the current off-cycle calendar.

PS_PAY_LINE The reversal is inserted on a new line associated with the current off-cycle calendar.

PS_PAY_EARNINGS This record is created with the original earnings amounts, but the amounts are negated.

PS_PAY_OTH_EARNS This record is created with the original other earnings amounts, but the amounts are negated.

PS_PAY_SPCL_EARNS This record is created with the original earnings that updated the special accumulators, but the amounts are negated.

PS_PAY_INS_EARNS This record is created with the original unemployment insurable earnings, but the amounts are negated.

PS_PAY_DEDUCTION This record is created with the original deductions taken, but the amounts are negated.

PS_PAY_TAX This record is created with the original taxes taken, but the amounts are negated.

PS_PAY_TAX_CAN This record is created with the original taxes taken, but the amounts are negated (Canadian version of PS_PAY_TAX).

PS_PAY_GARNISH This record is created with the original garnishments taken, but the amounts are negated.

PS_PAY_ONE_TIME This record is created with the original deduction overrides, but the amounts are negated.

PS_PAY_TAX_OVRD This record is created with the original tax overrides, but the amounts are negated.

PS_PAY_CTX_OVRD This record is created with the original tax overrides, but the amounts are negated (Canadian version of PS_PAY_TAX_OVRD).

PS_PAY_GARN_OVRDThis record is created with the original garnishment overrides, but the amounts are negated.

2.3. Tables the REVERSAL process deletes fromPS_PAY_REV_RUNCTL The run control is deleted after the process is initiated.PS_PAY_MESSAGE Messages from the prior run are deleted by company, pay group, pay end date, and off-cycle indicator. Page number is also used in off-cycle check processing.

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3. Reports for Paycheck Reversals and Adjustments

The following reports are used during Paycheck Reversal

PAY015A: Identifies all computer and manual checks, including check reversals, processed by the payroll system during the current payroll periods specified by the Pay Run ID. It then inserts one entry for each check into the temporary Check Reconciliation file.

It then identifies all outstanding checks; that is, all checks that have been confirmed and are not reversing entries and have not yet been cashed. It then inserts one entry for each outstanding check into the temporary Check Reconciliation file.

Next, the program identifies all unprocessed manual checks and inserts one entry for each into the temporary Check Reconciliation file.

PAY015B: This program lists the entries in the temporary Check Reconciliation file, divided by predetermined report types. A page break is supplied for each report type within this category and totals are given for Item Count and Net Pay.

Report Types included are: Issued Cheques (Computer), Cheques Reconciled From Bank Cheques File, Outstanding Cheques, and Unprocessed Manual Cheques.

Parameters: Pay Run ID. Enter a valid Pay Run ID from the Pay Calendar Table.On-Cycle, Off-Cycle, or Both. Indicate whether you want the report to include only on-cycle checks, only off-cycle checks, or all checks. If you select Off-Cycle, you may enter a range of pages.

Pay Calendar. If the Pay Run ID includes multiple pay calendar entries, you may choose to include all entries for the Pay Run ID or to limit the report to a single pay calendar entry. To specify a single pay calendar, enter the Company, Pay Group, and Pay End Date.

Source : None.Sort Selection : Bank Transit Number, Account Number, Report Type, and Cheque Number.