Managing Pay Information for PeopleSoft Enterprise Global Payroll

This chapter provides an overview of ePay transactions and describes how to:

Define personal bank account information.
Update personal bank account information.
Define payment instructions and distribution details.
Enter payment instructions and distribution details.
Set up View Payslip.
View payslips online.
(GBR) View payslips online.

Understanding ePay Transactions

ePay is a collaborative application that provides Global Payroll employees convenient access to their personal payroll information. It enables Global Payroll employees to manage their:

Personal bank account information.
Preferred mode of payment (bank transfer, cash, check, or postal order).
Net pay distribution.

Note. Information about banking setup and processing in Global Payroll is discussed in the Global Payroll documentation.

Employees can also view their payslips online in PDF format using the View Payslips transaction (GP_SS_EE_PSLP). The PDF files are created when the system runs the Create Self Service Payslips Application Engine process (GP_EPAY). This process is included as part of the PS Job process that you run from each country extension's payslip creation page. As part of the payslip generation process, the system launches a series of processes that:

Gather information and create a temporary file.
Create a PDF file that is used to print the payslips.
Split the PDF file into individual PDF files for each employee.

These individual PDF files are stored on a secure server.

Important! When scheduling a Process Request for a Payslip Job, the following Type and Format values can be used with ePay: None and None (defaults to Web and PDF), Web and PDF, or File and PDF. If using File and PDF, DO NOT use a custom output destination on the Process Scheduler Request page.

Defining Personal Bank Account Information

To define personal bank account information, use the Payee Bank Acct/Net Pay Dist (GP_SS_NPD_CONFIG) component.

This section provides an overview of how to define personal bank account information and discusses how to set up banking instructions.

Understanding How to Define Personal Bank Account Information

The steps for setting up and entering personal account data are:

Before employees can use the self-service pages to enter personal bank information, the payroll administrator must set up general bank and bank branch information by using the Bank Table and Branch Table pages in PeopleSoft Enterprise HRMS.
If you want to replace default instructions that appear in the Personal Bank Accounts component (GP_SS_EE_BANK) with instructions that are specific to your company, define these instructions on the Banking Instructions page.

The new instructions appear in place of default messages from the Message Catalog.

Note. (GBR) If you are a United Kingdom user, specify additional instructions on the Banking Instructions page for employees that belong to building societies.

After general bank and bank branch information is set up, Global Payroll employees can enter personal bank information, such as bank locations and account types, bank and branch names, account names, account numbers, and currency codes. Employees enter this information by using the Personal Bank Accounts component.

Note. Any information that an employee enters in the Personal Bank Accounts component automatically updates the Maintain Bank Accounts page in the Global Payroll core application.

Pages Used to Define Personal Bank Account Information

Page Name	Object Name	Navigation	Usage
Bank Table	BANK_EC	Set Up HRMS, Common Definitions, Banking, Banks, Bank Table	Set up general bank information that is needed to enable employee self-service transactions.
Branch Table	BANK_BRANCH_EC	Set Up HRMS, Common Definitions, Banking, Banks, Branch Table	Set up general bank branch information that is needed to enable employee self-service transactions.
Banking Instructions	GP_SS_NPD_CNF_INST	Set Up HRMS, Product Related, ePay, Payee Bank Acct / Net Pay Dist, Banking Instructions	Create instructions that you want employees to see on pages in the Personal Bank Accounts component. These instructions override any default messages in the Message Catalog.

Setting Up Banking Instructions

Access the Banking Instructions page.

Bank Instructions

Enter a message that will appear directly above the list of banks from which a user can select on the self-service Select a Bank page.

Branch Instructions

If you set up bank branches by using the Branch Table page, when employees select a bank on the Select a Bank page, the system displays a list of available branches. Employees then see any instructions that you define here.

(GBR) Building Society Instructions

If an employee specifies GBR (Great Britain) in the Bank Location field and selects Building Society Roll Number in the Account Type field on the Bank Location and Account Type page, the Select a Building Society page appears, and displays the instructions that you define here.

Updating Personal Bank Account Information

This section lists the pages used to update personal bank account information.

Pages Used to Update Personal Bank Account Information

Page Name	Object Name	Navigation	Usage
Personal Bank Accounts	GP_SS_EE_BANK	Self Service, Payroll and Compensation, Personal Bank Accounts	View any previously defined accounts and delete or edit earlier entries. After employees have defined their personal account information by using the Personal Bank Accounts component, they can click the Pay Distribution Instructions link. The system displays the Pay Distribution Instructions component (GP_SS_EE_NPD), where employees can define their net pay distribution. Note. Any information that an employee enters in the Personal Bank Accounts component automatically updates the Maintain Bank Accounts page in the Global Payroll core application.
Bank Location and Account Type	GP_SS_EE_BANK_CTRY	Click the Add a New Account button on the Personal Bank Accounts page.	Enter a bank location and an account type.
Select a Building Society	GP_SS_EE_BANK_BRC	Click the Continue button on the Bank Location and Account Type page.	(GBR) Select a building society. Note. The system displays this page only when you select GBR in the Bank Location field and Building Society Roll Number in the Account Type field on the Bank Location and Account Type page. Otherwise, the Select a Bank page appears.
Select a Bank	GP_SS_EE_BANK_BNK	Click the Continue button on the Bank Location and Account Type page.	Select a bank.
Select a Branch	GP_SS_EE_BANK_BRC	Select a bank for which branches have been defined on the Select a Bank page.	Select a bank branch. Note. If the bank that you select does not have any branches defined, the Add Account Details page appears instead of the Select a Branch page.
Add Account Details	GP_SS_EE_BANK_DET	Select a bank for which branches have not been defined on the Select a Bank page. Select a bank branch on the Select a Branch page. Select a building society on the Select a Building Society page.	Add additional account details, such as the account name, account number, and currency code. (GBR) Enter building society roll name and roll number. (BEL, CHE, DEU, ESP, FRA, GBR, ITA, and NLD) Enter the international bank account number.
Save Confirmation	GP_SS_SAVE_CONFIRM	Click the Save button on the Add Account Details page.	Confirm that the personal bank account information is saved.
Edit Account Details	GP_SS_EE_BANK_DET	Click the Edit button on the Personal Bank Accounts page.	Edit account details, such as the account name, account number, and currency code.
Delete Confirmation	GP_SS_DEL_CONFIRM	Click the Delete button on the Personal Bank Accounts page.	Delete a personal bank account.

Defining Payment Instructions and Distribution Details

To define payment instructions and distribution details, use the Payee Bank Acct/Net Pay Dist (GP_SS_NPD_CONFIG) component.

This section provides an overview of how to set up payment instructions and distribution details and discusses how to define run type information.

Understanding How to Set Up Payment Instructions and Distribution Details

To set up payment instructions and distribution details, the payroll administrator must:

Set up general bank and bank branch information by using the Bank Table and Branch Table pages.
Determine whether employees can define separate payment instructions and distributions for different run types, such as expenses and bonuses.

If you configure the system so that users can specify different distributions for different run types, then users are required to select a run type before entering distribution details.

Note. If employees have more than one job, they must also select the job for which they are entering distribution details.
If the payroll administrator enables employees to define separate payment instructions and distributions for different run types, select a default election to use if the payee has no net distribution instructions for the run type.
Decide whether to lock net pay transactions so that employees cannot alter their distributions before or during a banking run.

The payroll administrator uses ePay's Run Types page to enter the decisions that are made in steps two through four.

Pages Used to Define Payment Instructions and Distribution Details

Page Name	Object Name	Navigation	Usage
Bank Table	BANK_EC	Set Up HRMS, Common Definitions, Banking, Banks, Bank Table	Set up general bank information that is needed to enable employee self-service transactions.
Branch Table	BANK_BRANCH_EC	Set Up HRMS, Common Definitions, Banking, Banks, Branch Table	Set up general bank branch information that is needed to enable employee self-service transactions.
Run Types	GP_SS_NPD_CONFIG	Set Up HRMS, Product Related, ePay, Payee Bank Acct / Net Pay Dist, Run Types	Set up the net pay distribution options that are available to employees in the self-service Pay Distribution Instructions transaction.

Defining Run Type Information

Access the Run Types page.

Run Type

Select the run type for which you want to allow or prevent employees from entering distribution instructions.

Only run types with a calculation type of payroll are listed. The Global Payroll security settings determine whether you can select run types designated for all countries or only selected countries.

If you do not select run types on this page, employees see the following message when they access the Pay Distribution Instructions component: “There are no payroll types set up in the system which you can access. Please contact your Payroll Administrator.”

If you select only one run type, employees do not have to choose a run type before they define their distribution amounts and percentages.

If you select more than one run type, employees must select a run type before they enter distribution instructions.

Default Election

Enables you to define the distribution options that are selected by an employee for a particular run type as a default distribution. The default works as follows: When you run the banking process, the system looks at the run type that is defined on the pay calendar. It then tries to find the net distribution selections that the employee has made for that run type in the Pay Distribution Instructions component. If the current run type does not have distribution instructions defined for it, the system uses the distribution amounts and percentage corresponding to the row marked as default election.

If you choose a default run type, when employees go to the Payment Instruction Details page to enter their distribution amounts and percentages for that run type, the Use Payment Instructions for All Payroll Runs check box is selected. This lets employees know that the distributions that they make for that run type are used as the default election. Employees can override this default and set any other defaults that they want by clearing the check box.

Net Pay Transaction Locked

Select this check box if you want to temporarily prevent employees from entering distribution instructions for this run type. For example, you might want to select this option while you are running the banking process.

Doing so causes the following message to appear after the name of the run type in the Pay Distribution Instructions component: “Locked by Payroll Administrator − please try later.”

Entering Payment Instructions and Distribution Details

This section provides an overview of how to enter payment instructions and distribution details and lists the pages used to enter payment instructions and distribution details.

Understanding How to Enter Payment Instructions and Distribution Details

After the payroll administrator has set up payment instructions and distribution details, employees can enter their own bank account information, payment instructions, and distribution details.

To enter personal bank account information, payment instructions, and distribution details, the employee:

(Optional) Uses the Personal Bank Accounts component to enter personal bank account information, first selecting a bank, then a branch, and then entering the account name and account number.

The employee can select only those banks and branches that you have set up by using the Bank Table and Branch Table pages.

The accounts defined here are those to which employees distribute their net pay in step two. If the employee does not have bank account information when the employee uses the Pay Distribution Instructions component (GP_SS_EE_NPD), the employee can add personal bank account information because the Personal Bank Accounts transaction is incorporated within the Pay Distribution Instructions transaction.

Note. Any information that the employee enters in this component automatically updates the Maintain Bank Accounts page in the Global Payroll core application. The Maintain Bank Accounts page is designed to enable payroll departments to enter employee bank account information, while the Personal Bank Accounts component is designed as part of a self-service application that enables employees to enter their own account information online. Regardless of which page is used to enter account information, both pages display the most up-to-date account data because both pages reference the same bank table (PYE_BANKACCT).
Uses the Pay Distribution Instructions component to:
- Select bank transfer as the payment method and distribute electronic transfer payments between the various banks and accounts defined in step one.
- Select check, postal order, or cash as the payment method to receive some or all of their earnings in the form of a check, postal order, or cash.
If you configure the system so that employees can specify different distributions for different run types, then employees are required to select a payroll type before entering distribution details. If employees have more than one job, they must also select the job for which they are entering distribution details.

Note. Any information that employees enter on these pages automatically updates the Net Distribution page in the Global Payroll core application. The Net Distribution page was designed to enable payroll departments to define net distribution details, while the Pay Distribution Instructions component was designed as part of a self-service application, enabling employees to set their own distribution amounts and percentages online. Regardless of which page is used to enter pay distribution information, both pages display the most up-to-date pay distribution data because both pages reference the same bank tables (GP_NETDIST, GP_NETDIST_DT, and GP_NETDIST_DTL).

Pages Used to Enter Payment Instructions and Distribution Details

Page Name	Object Name	Navigation	Usage
Select Job Title	GP_SS_EE_NPD_JOB	Self Service, Payroll and Compensation, Pay Distribution Instructions Click the Pay Distribution Instructions link on the Personal Bank Accounts page.	Select a job for which you want to enter distribution and payment instructions. Note. The system displays this page only if the employee has multiple jobs. If the employee has only one job, the system displays the Select Type of Payroll page or the Pay Distribution Instructions page.
Select Type of Payroll	GP_SS_EE_NPD_RT	Self Service, Payroll and Compensation, Pay Distribution Instructions Select a job title on the Select Job Title page. Click the Pay Distribution Instructions link on the Personal Bank Accounts page.	Select the run type for which you want to enter payment instructions and define distribution amounts and percentages. Note. The system displays this page only if more than one run type is selected for distribution on the Run Types page. If only one run type is selected, the system displays the Pay Distribution Instructions page.
Pay Distribution Instructions	GP_SS_EE_NPD	Self Service, Payroll and Compensation, Pay Distribution Instructions Select a job title on the Select Job Title page. Select a payroll type on the Select Type of Payroll page. Click the Pay Distribution Instructions link on the Personal Bank Accounts page.	View, delete, or edit any previously defined distributions and payment instructions, and add new distributions and payment instructions.
Select Distribution Method	GP_SS_EE_NPD_PAY	Click the Add a Distribution Instruction button on the Pay Distribution Instructions page.	Select a payment method for which you want to distribute amounts or percentages.
Pay Distribution Instructions - Personal Bank Accounts	GP_SS_EE_BANK_SUMM	Select Bank Transfer in the Distribution Methods column on the Select Distribution Method page.	Select a bank account for which you want to distribute amounts or percentages.
Distribution Instruction Details	GP_SS_EE_NPD_DET	Select Cash, Check, or Postal Order in the Distribution Methods column on the Select Distribution Method page. Select a bank account on the Pay Distribution Instructions - Personal Bank Accounts page. Click the Edit button on the Pay Distribution Instructions page.	Specify the amount or percentage of funds to be paid for the selected payment method. Note. Employees must specify an amount or a percentage, but cannot specify both. Employees can also leave both amount and percentage blank, but then they must ensure that the Use for any Remaining Pay check box is selected. Otherwise, the system displays an error message.
Delete Confirmation	GP_SS_DEL_CONFIRM	Click the Delete button on the Pay Distribution Instructions page.	Delete a payment instruction.

Setting Up View Payslip

To set up View Payslip, use the Self Service Payslip Options (GP_SS_PSLP_OPTIONS) component.

This section provides an overview of the View Payslip transaction setup, lists prerequisites, and discusses how to:

Identify the FTP URL used for storing PDF files.
Enable online payslip printing.

Understanding the View Payslip Transaction Setup

To set up the View Payslip transaction, you must:

Define the URL identifier for the server that will store the individual PDF files.

The Create Self Service Payslips process (GP_EPAY) uses this URL to identify where the PDF files are to be stored.

You can use the default, GP_SS_PSLP_FTP, or you can create your own URL identifier.
Define the parameters for the View Payslip transaction.

Using the Self Service Payslip Options page, you define:
- The default URL identifier.
- Whether to suppress printed payslips as a default.
- When payslip information is available for employees to view.
- Whether to override payslip information availability dates for one or more run types.

Prerequisites

Before you can set up the View Payslips transaction, you must:

Set up a secure FTP server to store the individual PDF payslip files.
Obtain the FTP URL from your environments engineers.
Set up payslips.

Each country extension has instructions on how to set up payslips for that country.

Pages Used to Set Up View Payslip

Page Name	Object Name	Navigation	Usage
URL Maintenance	URL_TABLE	PeopleTools, Utilities, Administration, URLs, URL Maintenance	Stores URL addresses.
Self Service Payslip Options	GP_SS_PSLP_OPTIONS	Set Up HRMS, Product Related, ePay, Self Service Payslip Options, Self Service Payslip Options	Enable online payslip printing using the View Payslip self-service transaction.

Identifying the FTP URL Used for Storing PDF Files

Access the URL Maintenance page.

Important! If you are creating your own URL identifier to use instead of GP_SS_PSLP_FTP, you must update the Self Service Payslip Options page to reflect the new URL identifier.

URL

Enter the address for the location of the stored individual PDF files. Your environments engineers can provide this address.

Note. The format of your URL may not match the format of the example provided in the Comments field. The format of the address is dependent on the operating system you are using. You should contact your system administrator for the exact format of the URL.

Enabling Online Payslip Printing

Access the Self Service Payslip Options page.

Default Payslip URL Identifier

Enter the URL identifier that contains the FTP URL where the PDF files for this country are stored.

The default URL identifier is GP_SS_PSLP_FTP. If you created your own URL identifier, you must make sure to enter that URL identifier here.

Default Payslip Print Options

Suppress Printing of Payslips

Select this check box if you do not want payslips to be printed.

Note. If your country extension does not support the ability to suppress the printing of payslips, you should leave this check box cleared.

This check box serves as the default selection for your organization. It does not override existing individual payee settings.

ePay Availability Options

Enable Option in Self Service

Select this check box if you want employees to control whether they receive a printed copy of their payslip, overriding the default selection that you enter on this page. If selected, the Paper Payslip Instructions group box displays on the View Payslips page.

Note. If your country extension does not support the ability to suppress the printing of payslips on an individual payee basis, you should leave this check box cleared.

Days after Payment Date

Specify when the payslip is available for viewing using View Payslip. The date determined using this information is the earliest date that the payslip is available; once this date has passed, the payslip is always available. You can enter:

Zero to indicate that the payslips are available on the payment date.
A number greater than zero to indicate the number of days after the payment date that payslips are available.
A negative number to indicate the number of days before the payment date that payslips are available.

Payslip Availability By Run Type

Run Type and Days after Payment Date

If you want a run type to have a different payslip availability date than the default that is specified in the ePay Availability Options group box, enter the run type and then specify the number of days before or after the payment date that you want payslips to be available.

Viewing Payslips Online

Employees can view their payslips using the View Payslip transaction. When the employee accesses the View Payslips page, the system displays all payslips available, listed 10 at a time. To display the detailed payslip, the employee clicks on the date link.

If the Enable Option in Self Service field is selected on the Self Service Payslip Options page, employees also have the option of indicating whether they want to receive a printed copy of their payslip.

Page Used to View Payslips Online

Page Name	Object Name	Navigation	Usage
View Payslips	GP_SS_EE_PSLP	Self Service, Payroll and Compensation, View Payslips, View Payslips	Selects the payslip that the employee wants to display as a PDF file and instructs payroll whether to print a hard copy of the payslip.

(GBR) Viewing Payslips Online

For U.K. customers there is a separate payslip provided in ePay. This section lists the prerequisites and page used to view payslips online.

Prerequisites

Setup of the U.K. payslip is managed in PeopleSoft Enterprise Global Payroll for the U.K. This is discussed in the PeopleSoft Enterprise Global Payroll for the United Kingdom 8.9 PeopleBook.

Before employees can view their payslips, you must run the payslip process, which produces the payslips.

Page Used to View Payslips Online

Page Name	Object Name	Navigation	Usage
Pay Advice	GPGB_PSLIP_SS	Self Service, Payroll and Compensation, View Payslip GBR, Pay Advice	Employees use this page to view their payslips when payroll has been finalized.

Bank Instructions	Enter a message that will appear directly above the list of banks from which a user can select on the self-service Select a Bank page.
Branch Instructions	If you set up bank branches by using the Branch Table page, when employees select a bank on the Select a Bank page, the system displays a list of available branches. Employees then see any instructions that you define here.
(GBR) Building Society Instructions	If an employee specifies GBR (Great Britain) in the Bank Location field and selects Building Society Roll Number in the Account Type field on the Bank Location and Account Type page, the Select a Building Society page appears, and displays the instructions that you define here.