(JPN) Updating Year-End Adjustment Data

This chapter provides an overview of the year-end adjustment (YEA) data self-service transaction and discusses how to:

Set up the YEA data self-service transaction.
Review and update YEA data.
Review, approve, and load YEA self-service data.

See Also

Preparing Year-End Adjustment

Understanding the YEA Data Self-Service Transaction

This section discusses:

YEA data self-service transaction.
Status codes.

YEA Data Self-Service Transaction

The YEA data self-service transaction provides updated data for the YEA calculations in PeopleSoft Enterprise Global Payroll for Japan. Employees can update YEA data including:

Their personal information such as name and address (available if PeopleSoft Enterprise eProfile is licensed).
Their own and dependents' tax data.
Deduction data such as insurance deduction, spouse special deduction, dependent deductions, and special deduction for housing loan.

Note. Employees who are eligible for dependent deduction from secondary salaries cannot use the YEA data self-service transaction to enter their own tax data or dependent tax data.

Payroll administrators and employees perform the following tasks in this business process:

The payroll administrator specifies the time period during which employees can review and update data through the YEA data self-service transaction.

The payroll administrator also specifies the date on which tax data and deduction data take effect.
Employees review and update their data on the YEA data self-service transaction pages.

Employees must review all data before they can successfully submit data.
The payroll administrator reviews the employee's YEA data.

Administrators can reject an employee's deduction data and request revision.

Approval of each employee's deduction data before loading is an optional feature.
The payroll administrator loads updated deduction data including life and other insurance, spouse, dependent and housing loan deduction information to a Global Payroll for Japan table, where it is available for further review and processing.

Status Codes

The system assigns a status to each employee's YEA data to enforce employees' complete review and to facilitate the administrator's review, optional approval, and data load to payroll. The system displays status codes on the YEA Information page that employees access. Payroll administrators can edit the status codes on the Review/Approve Self Service Data JPN page. Two status codes are available as run control parameters when loading the data.

Following is a list of the status codes:

Open	The employee has not reviewed the data. This is the default status for each data section when the employee first accesses the YEA Information page.
Reviewed	The employee has accessed the data page and either clicked the Save button for updates or the Return to YEA Information link if data was unchanged. Employees can still access and update pages that have a reviewed status.
Submitted	The employee has successfully submitted deduction data. The employee cannot change deduction data once this status is assigned. This status is available as a run control parameter when loading data to records.
Approved	The payroll administrator sets this status on the Review/Approve Self Service Data JPN page if the organization requires approval of deduction data before loading. The employee cannot update the page once this status is assigned. This status is available as a run control parameter when loading data to records.
Rejected	The payroll administrator sets this status on the Review/Approve Self Service Data JPN page if the employee is required to again review some of the deduction data. The administrator must notify the employee separately to change the data. The system changes the status of all data back to reviewed if one section has the rejected status, so that the employee can review all data again.
Sent to Payroll	The system sets this status after the payroll administrator runs the Load YEA Self Service Application Engine process (GPJP_YEASSLD) to load the deduction data into the corresponding records. The employee cannot access the update page once this status is assigned.

Setting Up the YEA Data Self-Service Transaction

To set up the YEA data self-service transaction, use the YEA Self Service Setup JPN (GPJP_YEA_SETUP) component.

This section discusses how to specify control dates for YEA data.

Page Used to Set Up the YEA Data Self-Service Transaction

Page Name	Object Name	Navigation	Usage
Year End Adjustment Self Service Setup	GPJP_YEA_SETUP	Set Up HRMS, Common Definitions, Self Service, YEA Self Service Setup JPN, Year End Adjustment Self Service Setup	Specify the period during which the YEA data self-service transaction is available to employees and specify the effective date of tax and deduction data entered through the transaction.

Specifying Control Dates for YEA Data

Access the Year End Adjustment Self Service Setup page.

Object Year

The year that is being adjusted.

As Of Date

The system uses this date when retrieving current information from effective-dated tables. The system also uses this date as the effective date when loading YEA self-service data into tables.

From and Through

Enter the begin and end dates of the period that employees can access the YEA data self-service transaction.

Reviewing and Updating YEA Data

This section provides an overview of how to review and update YEA data and lists the pages used to review and update YEA data.

Understanding How to Review and Update YEA Data

Through the YEA Information page, employees access other pages to review and update YEA information. Current data is displayed on each page when first accessed. Employees click the links to access the corresponding pages, where they can view and modify existing data. The current status of the data in the section is displayed to the right of each link. Employees can access the corresponding page only if the status is Open, Reviewed, or Rejected.

Employees must review every page that is accessible from the main page before they can successfully submit their data. The system presents an error message if the employee tries to submit when there is still a status of open or rejected. To set a section's status to reviewed, employees click the Save button if they have updated data or the Return to YEA information link if they have only reviewed the data.

See Also

Status Codes

Pages Used to Review and Update YEA Data

Page Name	Object Name	Navigation	Usage
YEA Information	GPJP_YEA_SSERVICE	Self Service, Payroll and Compensation, Year End Adjustment Info JPN	Employees access individual transactions to review and update YEA data.
Employee Tax Information	GPJP_YEA_EETAX	Click the Employee Tax Information link on the YEA Information page.	Employees review and update tax information such as relationship to head of household and disability information.
Personal Information	HR_EE_PERS_INFO	Click the Employee Personal Information link on the YEA Information page.	Employees review and update name, address, and other personal data information. This page is not available if you do not license eProfile. Note. The Employee Personal Information link is available only if the organization also licenses eProfile.
Dependent Tax Information	GPJP_YEA_DEPTAX	Click the Dependent Tax Information link on the YEA Information page.	Employees review dependent relationship, type, and disability type information. They also access a page for editing dependent information.
Edit Dependent Tax Information	GPJP_YEA_DEPTX_2	Click the Edit button on the Dependent Tax Information page.	Employees edit dependent information. They cannot add or delete a dependent on this page.
Life Insurance	GPJP_YEA_LIFE	Click the Life Insurance link on the YEA Information page.	Employees review and update life insurance and personal pension insurance information.
Other Insurance	GPJP_YEA_NONLIFE	Click the Other Insurance link on the YEA Information page.	Employees review and update nonlife insurance information, including social insurance and small enterprise mutual aid.
Spouse Special Deduction	GPJP_YEA_SPOUSE	Click the Spouse Special Deduction link on the YEA Information page.	Employees review and update spouse special deduction data.
Special Deduction for Housing Loan	GPJP_YEA_HOUSE	Click the Special Deduction for Housing Loan link on the YEA Information page.	Employees review and update information relative to the special deduction for housing loan.

Reviewing, Approving, and Loading Self-Service YEA Data

This section discusses how to:

Review and approve employee YEA data.
Load YEA self-service deduction data.

Pages Used to Review, Approve, and Load Employee YEA Data

Page Name	Object Name	Navigation	Usage
Review/Approve Self Service Data JPN	GPJP_YEA_PAYADM	Global Payroll & Absence Mgmt, Year-End Processing, Rvw/Appr Self Service Data JPN, Review/Approve Self Service Data JPN	Payroll administrators view a summary and details of employee YEA data, edit status, and approve if required. Administrators cannot edit employee data.
Load YEA Self Service	GPJP_RC_YEALOAD_SS	Global Payroll & Absence Mgmt, Year-End Processing, Load YEA Self Service Data JPN, Load YEA Self Service	Run the Load YEA Self Service process to load updated self-service employee personal data, dependent deduction data, life and nonlife insurance, and spouse and housing loan deduction information into the Global Payroll for Japan YEA table and the corresponding page (GPJP_YEA_PYEADJ).
Payee List	GPJP_RC_YEA_SEC	Click the Payee List link on the Load YEA Self Service page.	Select individual employees to load their data.

See Also

Reviewing and Updating YEA Data

Reviewing and Approving Employee YEA Data

Access the Review/Approve Self Service Data JPN page.

Selection Criteria

Use the fields in this group box to define the group of employees to display in the YEA Review Status group box. Use the optional Pay Entity, Business Unit, Department, Location Code, and EmplID fields to restrict the list as desired.

YEA Status	Select status codes; the system displays employees whose status codes match the selections.
Get YEA Information	Click to load the data that matches the parameters that you defined in the YEA Status group box.

Tax Tab

This group box displays the current status of each employee's YEA data. To view details of the employee's data, click the corresponding button, which takes you to the self-service page on which the employee entered data. Administrators cannot edit employee data on the self-service pages.

You can reject dependent deductions, employee life insurance, nonlife insurance, spouse special deduction, or housing loan special deduction data by changing the status for that data to Rejected. If you reject any employee data, notify the employee to correct and resubmit it.

Note. The system changes the status of all data back to Reviewed if one section has the Rejected status, so that the employee can review all data again. When this happens, the following message appears: “If you change the Status to Rejected, all other nonrejected status codes change to Reviewed.”

Approve

Approval is optional. Click this button for each employee if the organization requires approval before loading the data. The status of all data for the employee becomes Approved.

Personal Tab

Select the Personal tab to view the employee's home and mailing address, phone, or birthday information.

See Also

Status Codes

Loading YEA Self-Service Deduction Data

Access the Load YEA Self Service page.

Process Request Parameter(s)

Use the optional Pay Entity, Business Unit, Location Code, and Department fields to restrict the load to a group of employees as desired. You can use the fields on the Payee List page to identify individual employees.

Business Unit

This is a required field if you select a location code or department.

Submitted and Approved

Records that meet the other criteria (including the criteria that you indicate on the Payee List page) and that have the selected status are loaded. You can select both check boxes.

Payee List

Click to access the Payee List page, where you can select any number of individual employees for the process run.

When you return to the Load YEA Self Service page, this check box is selected.

See Also

Entering Deduction Data for YEA

Object Year	The year that is being adjusted.
As Of Date	The system uses this date when retrieving current information from effective-dated tables. The system also uses this date as the effective date when loading YEA self-service data into tables.
From and Through	Enter the begin and end dates of the period that employees can access the YEA data self-service transaction.