Setting Up Payslips

This chapter provides an overview of payslips, lists prerequisites, and discusses how to:

Define payslip messages.
Define payslip sections.
Define payslip templates.
Define payslip assignments.
Define payee payslip options.

Understanding Payslips

Payslips are documents that summarize a payee's payroll data. Typically, a payslip includes the following information:

Gross pay.
Net pay.
Earnings.
Deductions.
Taxes.

Note. A payslip can be a check or a deposit advice.

After you've defined payslips, you can generate and reprint payslips.

Prerequisites

Payslips contain groups of elements. These groups are called list sets. List sets are sets of element groups placed in a set for a specific application. Before you define payslips, you must define list sets for the payslip application.

See Managing Applications and List Sets.

In addition, before you define payslips, you should define the populations or groups to which you will assign payslip messages and templates. There are two ways to do this:

By creating Global Payroll group lists.

Group lists are created in Global Payroll based on manually entering payees or creating custom SQL to populate a list with payees.
By creating Human Resources group IDs.

Group IDs are created in Human Resources based on flexible criteria to populate a list with payees.

See Creating a Group List.

See Setting Up and Working with Groups.

Defining Payslip Messages

To define payslip messages, use the Define Payslip Messages (GP_PSLP_MSG) component.

This section provides an overview of payslip messages and discusses how to define payslip messages.

Understanding Payslip Messages

Payslip messages are text messages placed on the payslip for a payee or a set of payees. The Define Payslip Message page provides the user with the ability to specify:

How the message is assigned (Assignment Method).
Who gets the message (Population).
What message text is used (Message).
When the message is available (Duration).
Why the message was created (Long and Short Description).

Assignment Methods

On the Define Payslip Messages page, you have two assignment methods to choose from: Payslip Processing or Payroll Calculation.

If you select Payslip Processing, the system assigns a message to all payees. Only one message is stored permanently in the payroll tables – the message definition itself.

If you select Payroll Calculation, one message for each payee for each segment for every payroll run is stored in the payroll tables.

Messages assigned during payslip processing can be created after payroll calculations and before payslip processing. Messages assigned during payroll calculation must be created before the payroll is calculated. Payslip processing of messages enables last minute additions.

Page Used to Define Payslip Messages

Page Name	Object Name	Navigation	Usage
Define Payslip Message	GP_PSLP_MSG	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Payslips, Define Payslip Messages, Define Payslip Message	Enables you to define messages and assign them to a population of payees.

Defining Payslip Messages

Access the Define Payslip Message page.

Priority

This optional field determines the priority of the message. It is used to determine the order of the message if more than one message has been assigned to a payee. Additionally, if all of the messages do not fit in the space allotted on the payslip, the higher priority messages appear on the payslip and the lower priority messages are dropped from the payslip.

Message

Enter the message text. The field length is 254 characters. The message text can be translated on a related language table.

Assignment Method

Payslip Processing	Select if you want the message to be assigned to the population when the payslip process is executed. Messages assigned during payslip processing are processed more efficiently and are not permanently stored.
Payroll Calculation	Select if you want the message to be resolved for the population during the Global Payroll calculation process. Messages resolved through payroll calculation add processing time to payroll calculation and are stored permanently in payroll data.

Duration

Selection	Select the method to determine when or for how long a message is in effect for a population. Valid values are: Always Active – Message is always available. Calendar Group – Message is valid for all calendars in the calendar group selected. This option is available only when the country of the messages is a country other than ALL. Date Range – Message is active from a specified date to a specified date for a particular As of Date type.
As of Date	If the Duration is Date Range, enter the As of Date. Valid values are Payment Date, Calendar Period Begin Date and Calendar Period End Date.
From Date	If the Duration is Date Range, enter the start date of the range. This field is required.
To Date	If the Duration is Date Range, enter the end date of the range. This field is optional.
Calendar Group ID	If the value in the Selection field is Calendar Group, enter a calendar group ID.

Population

Selection	Select the population for which you want the message to be displayed on the payslip. Valid values are All Payees, Global Payroll Payee List, Human Resources Group, and Payee. An additional value of Formula Element is available when the Assignment Method is Payroll Calculation.
Payee	If the population selection is Payee, select the payee for which you want this message to display on the payslip.
Global Payroll Payee List	If the population selection is Global Payroll Payee List, select the list of payees for which you want the message to display on the payslip.
Human Resources Group	If the population selection is Human Resources Group, select the group of payees for which you want this message to display on the payslip.
Element Name	This field is available only when the Assignment Method is Payroll Calculation and the population Selection is Formula Element. Enter the name of the formula element. Only formula elements that have been defined with a Category of Payslip (PSLP) are available.

Defining Payslip Sections

To define payslip sections, use the Define Payslip Sections (GP_PSLP_SECT) component.

This section provides an overview of payslip sections and discusses how to:

Define payslip sections.
Add payslip section information.
View payslip template information.

Understanding Payslip Sections

Payslip templates are made up of groups of formatted data called sections. A given section may include one or more blocks of data. Sections are then used in small programs, which make up the payslip batch program .

Sections include printing guidelines that the payslip batch program uses to determine whether a given section fits on a single page. If the data in the blocks within the section are permitted to print to the end, then the section should be defined as dynamic; otherwise a static section must summarize data after printing a given number of lines.

For example, a heading section is static because the heading always remains the same and contain the exact same number of lines for all payees. But a section that is used to display deduction data for a payee is probably dynamic. Since each payee may have any number of combinations of deductions, there is no way to determine the amount of lines needed to display this data.

If you create new sections, it is recommended that you name them based on the data that they contain.

Note. The payslip batch program contains base program as well as a series of subprograms that contains the programming statements used to generate data for the section. One of the subprograms (called the “country driver” subprogram) contains statements that lists all the sections defined for a country. This subprogram must be updated to include the name of a new section when that section is created. The individual section subprograms and the “country driver” subprogram must be kept in sync with the sections that are defined in order for the batch payslip program to produce the expected results on the payslips.

Global Payroll for United States delivers the following payslip data sections:

Country	Section Description	Section Style
ALL	Company Header	Static
ALL	Earnings	Dynamic
ALL	Deductions	Dynamic
ALL	Taxes	Dynamic
ALL	Employer Paid Deductions	Dynamic
ALL	Messages	Both Static and Dynamic
ALL	Absences	Dynamic
ALL	Net Distribution	Dynamic
USA	Employee Header	Static
USA	Earnings/Hours/Taxes	Static
USA	Deductions and Employer Paid Benefits	Static
USA	Gross to Net	Static
USA	Absences and Net Distribution	Static
USA	Check	Static

Note. If you change significant fields in a section (Status, Style, Number of Lines, Number of Detail Lines, Enable Block Content) that are used in at least one template, a warning will be issued when you save. The warning indicates that templates are affected and asks if you want to continue to save. Before agreeing to save, use the Template Usage link to view the templates that are affected by this change.

Note. The system issues an error message for static sections in which the number of detail lines is greater than the total number of lines.

Pages Used to Define Payslip Sections

Page Name	Object Name	Navigation	Usage
Define Payslip Sections	GL_PSLP_SECT	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Payslips, Define Payslip Sections, Define Payslip Sections	Used to define size and style attributes of a payslip.
Payslip Section Information	GP_PSLP_SECT_INFO	Click the Section Information button to access the Payslip Section Information page.	Enter comments or additional information about the payslip section.
Template Usage	GP_PSLP_SECT_INQ	Click the Template Usage link to access the Template Usage page.	Displays templates where the section has been defined.

Defining Payslip Sections

Access the Define Payslip Sections page.

Enable Block Content Hyperlink

Select to allow block content information to be defined at the template level for this section. (See Defining Block Details for the type of information that can be defined.)

Click to open a secondary page where you can enter comments or additional information about the section.

Template Usage

Click to access a secondary page listing all templates that use this section. On this page, each template name acts as a link to the Define Payslip Templates page.

The Template Usage link is not available in Add mode.

Style

Section Style	Select the section style. Valid values are Static, Dynamic, or Allows Both Static and Dynamic. The default is Static.
Includes Bank Draft	Select to indicate that this section includes bank draft (or check) information on the payslip. This flag is used by the payslip batch process to ensure proper placement and spacing on the payslip.
Number of Lines	Enter the total number of lines used in a static section. Or, enter the minimum number of lines that is used by a dynamic section.
Number of Detail Lines	Enter the number of detail lines (excluding graphics and totals) available for data in a static section. This field is not displayed when the style is defined as Dynamic.

Adding Payslip Section Information

Access the Payslip Section Information page.

Enter additional information about the payslip section. The information entered here appears in display-only mode on the Template Definition page when you click the I (information) button.

Viewing Payslip Template Information

Access the Template Usage page.

This page lists all the templates using the section displayed at the top of the page.

Click on the Description link to go to the Template Definition page for the template. The country of the user determines whether the template page is opened in edit or display-only mode. An ALL country user will be able to edit any country's template page. A country-specific user will only be able to edit their own country's template page, but will be able to view an ALL country template page in display-only mode.

Defining Payslip Templates

To define payslip templates, use the Define Payslip Templates (GP_PSLP_TMPL) component.

This section discusses how to define payslip templates.

Page Used to Define Payslip Templates

Page Name	Object Name	Navigation	Usage
Define Payslip Templates	GL_PSLP_TMPLT	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Payslips, Define Payslip Templates, Define Payslip Templates	Indicate the usage and additional attributes of payslip sections.
Blocks	GP_PSLP_TEMPL_SEC	Click the Details link on the Define Payslip Templates page.	Enter element group, address, or other information for the blocks of data in the section, if the section requires this type of information.

Defining Payslip Templates

Access the Define Payslip Templates page.

Page Type

Select the page size of the payslip. Valid values are Letter and A4.

The payslip program reads this setting to establish the page size when printing payslips.

Definition As of Date

Select the date on which the system is to retrieve the payslip template definition during a process run. Valid values are Calendar Period Begin, Calendar Period End, Payment Date, Process Begin Date, and Process End Date.

Definition

List Set	Enter the set of element groups that will be used in this template. The prompt table for the element list set shows sets created with the application type defined on the Global Payroll Country setup page.
Default Delivery Address	Select a default delivery address for the payslip in the event that the payee does not have a delivery option define at the employee level on the Payee Options page. Valid values are Mailing Address, Home Address, Department Address, and Location Address.

Layout

Start Line	Indicate the page line number on which the section should be placed. This number also serves to determine the order of the sections. The sections will be sorted in ascending start line order when the page is saved. A dynamic section can grow beyond the start position of a subsequent section. This means that the start line may not be accurate for sections defined after a dynamic section. All sections defined after the first dynamic section have relative start positions, except for Footer type sections. The footer’s start line is an absolute line position. Start lines are calculated/recalculated at save time for all sections that have Recalculate Start Line selected.
Country	Enter the country associated with the section. The country of the template determines which sections can be selected. A country-specific template can include sections for that country as well as sections with a country identifier of ALL. However, a template country of ALL can include only sections defined with a country identifier of ALL. For example, a template created for country FRA can include only sections for country FRA or ALL.
Section	Enter sections that should appear on the payslip. Only active sections for the country selected are available. A section cannot be used more than once in the same template.
Number of Lines	Displays the number of lines as defined on the Section definition page. This field is display only.
	Click to view the comments entered on the Define Payslip Sections page. The comments cannot be edited on this page. If no comments exist for this section, the button is not visible.
Style	Displays the style of the section. This field will be display only when the section is defined as Static or Dynamic on the Define Payslip Section page. If the section is defined as Both, then choose either Static or Dynamic from the available options. Note. A dynamic section can cause unexpected multiple pages to be produced. If every section needs to be in a specific location or the payslip cannot exceed one page, do not set any section to dynamic. When payslips are processed, static sections that have result data that does not fit inside the area of the section are summarized. The remaining numeric data values in the section are summed and the description of the summarized line is set to “Other” (translated).
Type	Select a type to control whether a section should be repeated on multiple pages. Valid values are Header, Body, and Footer. If a section is defined as a Header or Footer, you must set the section up differently when coding the payslip process program. If a section is defined as a Header, it must be the first section in the template layout. If a section is defined as a Footer, it must be the last section in the template layout. Sections that are headers or footers can only have a style of Static.
Recalculate Start Line	Select if you want the system to recalculate the start line of this section when a change is made and saved to the template. Recalculation establishes start lines using a formula that compares the number of lines in the section with the number of lines already used by previous sections.
Details	Click to go to the Blocks secondary page. This link is visible only if the section has Define Block Content for Section selected in its section definition.
Description	Click to go to the Section Definition page for the section. The country of the user will determine if the section page is opened in edit or display-only mode. An ALL country user will be able to edit any country's section page. A specific country user will only be able to edit their own country's section page, but will be able to view an ALL country section page in display-only mode.

Defining Block Details

Access the Blocks page.

Note. Entering data on this page is optional and is a way for the functional user to communicate to the technical developer the type of information that should appear in the section on the printed payslip.

Block Number	Enter a number that is referenced in the payslip program section. Payroll administrators use block numbers to build payslips; therefore, the developer of the blocks should leave comments in the section definition for the administrator (visible from the template) to indicate which block numbers the developer coded and the content type of the blocks (element groups, addresses, and so on). For instance, a developer may code block number 10 for earnings, 20 for deductions and 30 for leave balances. The developer should indicate that these blocks numbers refer to these types of data.
Type	Select a type to determine the block content that can be entered. Valid values are Element Group, Address, or Other.
Element Name, Address Type Code, andOther	Depending on the Type selected, enter the appropriate value. If the Type is Element Group, enter an Element Group name in the Element Name field. If the Type is Address, enter an address type in the Address Type Code field. If the Type is Other, enter free-form text in the Other field.
Description	Displays the description of the element name if Element Name was selected as the Type.

The table below explains how the Blocks page is accessible based on the type entered:

Type	Content
Element Group	Displays element groups that are members of the element list set selected at the template level.
Address	Displays Delivery Location plus a list of address types defined in Human Resources such as Home, Work, and Mailing Address. If the block in the payslip program calls for an address, the address selected here is the address that appears in the block. You must specify in the payslip program what address will appear if the address selected in this block does not exist for the payee.
Other	Free-form text specified for each section.

Defining Payslip Assignments

To assign payslip templates, use the Assign Payslip Templates (GP_PSLP_ASGN) component. To define payslip assignment sets, use the Define Payslip Assignment Sets (GP_PSLP_ASGN_SET) component. To view template payslip assignments, use the View Payslip Assignments (GP_PSLP_ASGN_INQ) component.

This section discusses how to:

Assign payslip templates.
Define payslip assignment sets.
View template assignments.

Pages used to Define Payslip Assignments

Page Name	Object Name	Navigation	Usage
Assign Payslip Templates	GP_PSLP_ASGN	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Payslips, Assign Payslip Templates, Assign Payslip Templates	Indicate which format to use when printing the payslip for a payee population.
Define Payslip Assignment Sets	GL_PSLP_ASGN_SET	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Payslips, Define Payslip Assignment Sets, Define Payslip Assignment Sets	Allows you to group assignments in priority order that are to be processed when printing payslips.
View Payslip Assignments	GP_PSLP_ASGN_INQ	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Payslips, View Payslip Assignments, View Payslip Assignments	View all payslip assignments by a specific pay group or run type.

Assigning Payslip Templates

Access the Assign Payslip Templates page.

Country

The country of the assignment determines which templates can be used. A specific assignment country can include templates from that country as well as templates with a country identifier of ALL. However, an assignment country of ALL can include only templates defined for all countries.

Assignment

Enter a name for the assignment.

Population

Selection	In the Selection field, indicate the population assigned to the payslip template. Valid values are All Payees, Global Payroll Payee List, and Other Criteria.
Payee List	Specify a list if the Selection value is Global Payroll Payee List.
Pay Group or Run Type	Enter a pay group or run type if the Selection value is Other Criteria. This determines the population linked to the payslip template.

Default Templates

Country	Enter the country associated with the section. The country of the template determines which sections can be selected. A country-specific template can include sections for that country as well as sections with a country identifier of ALL. However, a template country of ALL can include only sections defined with a country identifier of ALL. For example, a template created for country FRA can include only sections for country FRA or ALL.
Description	Displays the description of the element name if Element Name was selected as the Type.
Payslip Template	Select a default template to use for printing payslips when a payment method template is not provided.
ePay Template	Select a template to use to create payslips that can be viewed in self service.

Payment Method Templates

Payment method templates provide the ability to assign a template based on the payment method. However, the system cannot generate a separate payslip for each payment method. When multiple payment methods exist, the system determines which template to use based on the order of the rows. The highest row in the grid is the one assigned.

Note. PeopleSoft recommends that you enter the payment method and payslip template used for pay checks in the first sequence.

Sequence	Enter a sequence number. This number establishes the order in which the assignments are processed. Only payees who did not meet the criteria of the first assignment will be available as a population in the second assignment, and so forth. Just as with payment methods in the assignment, assignments in the assignment set are processed in the sequence provided.
Payment Method	Select a payment method to control how payees are paid. Valid values are Bank Transfer, Cash, Check, Postal Order, Wire Transfer, or Zero Net.
Country	Enter the country associated with the section. The country of the template determines which sections can be selected. A country-specific template can include sections for that country as well as sections with a country identifier of ALL. However, a template country of ALL can include only sections defined with a country identifier of ALL. For example, a template created for country FRA can include only sections for country FRA or ALL.
Description	Displays the description of the element name if Element Name was selected as the Type.
Payslip Templates	Select the template to use with each payment method.

Defining Payslip Assignment Sets

Access the Define Payslip Assignment Sets page.

Sequence

Enter a sequence number. This number establishes the priority of assignments.

Country

Enter the country associated with the section. The country of the template determines which sections can be selected. A country-specific template can include sections for that country as well as sections with a country identifier of ALL. However, a template country of ALL can include only sections defined with a country identifier of ALL.

For example, a template created for country FRA can include only sections for country FRA or ALL.

Assignment

Specify the payslip assignment(s) to use in this set.

Country

Enter the country associated with the section. The country of the template determines which sections can be selected. A country-specific template can include sections for that country as well as sections with a country identifier of ALL. However, a template country of ALL can include only sections defined with a country identifier of ALL.

For example, a template created for country FRA can include only sections for country FRA or ALL.

Description

Displays the description of the element name if Element Name was selected as the Type.

Viewing Template Assignments

Access the View Payslip Assignments page.

Use this page to view all assignments by a specific pay group or run type. After entering the selection criteria, click Select with Matching Criteria to display the assignments. Click the Description link of each assignment to view the assignment setup. The behavior of the Description link will be the same as described above.

Defining Payee Payslip Options

This section discusses how to define payee payslip options.

Page Used to Define Payee Payslip Options

Page Name	Object Name	Navigation	Usage
Payee Payslip Options	GP_PSLP_PAYEE_OPT	Global Payroll & Absence Mgmt, Payee Data, Payslips, Payee Payslip Options, Payee Payslip Options	Indicate payslip delivery options for a payee.

Defining Payee Payslip Options

Access the Payee Payslip Options page.

Mail Drop

Indicate where internal mail for a payee should be delivered. This is a free-form field.

Check Name Override

If the payee asks that checks be made out to their spouse or to an accountant, enter the name of that person here. For example, , the administrator can enter “To the Estate Of <Payee Name>.”

Delivery Address Option

Select the address to use for delivering paper copies of the payslip.

Valid values are:

Department – The address of the payee's current department on the JOB record.

Location – The address of the payee's current JOB location.

Address Type – Addresses set up in Human Resources such as home, mailing, and so on.

Mail Drop – The current mail drop for the payee as defined in the Mail Drop field above.

None – No special delivery address indicated. (Instead the payee will be assigned the default delivery address as defined on the Define Payslip Template page for the template that is assigned to the payee when the payslip job is run.)

Note. The Delivery Address Option defaults to None.

Other Department Address – An address associated with the other department.

Other Location Address – An address associated with the specified location.

Other Mail Drop – Free-form text.

Address Type, Other Department, Other Location, and Other Mail Drop

Enter the value in the appropriate field based on the Delivery Address Option.

Issue Paper Copy of Payslip

Select to have the payee receive a paper copy of the payslip. If ePay is installed, this selection overrides the Issue Paper Copy of Payslip option in the payee's self service page. (and vice versa.)

Priority	This optional field determines the priority of the message. It is used to determine the order of the message if more than one message has been assigned to a payee. Additionally, if all of the messages do not fit in the space allotted on the payslip, the higher priority messages appear on the payslip and the lower priority messages are dropped from the payslip.
Message	Enter the message text. The field length is 254 characters. The message text can be translated on a related language table.

Country	The country of the assignment determines which templates can be used. A specific assignment country can include templates from that country as well as templates with a country identifier of ALL. However, an assignment country of ALL can include only templates defined for all countries.
Assignment	Enter a name for the assignment.

Mail Drop	Indicate where internal mail for a payee should be delivered. This is a free-form field.
Check Name Override	If the payee asks that checks be made out to their spouse or to an accountant, enter the name of that person here. For example, , the administrator can enter “To the Estate Of <Payee Name>.”
Delivery Address Option	Select the address to use for delivering paper copies of the payslip. Valid values are: Department – The address of the payee's current department on the JOB record. Location – The address of the payee's current JOB location. Address Type – Addresses set up in Human Resources such as home, mailing, and so on. Mail Drop – The current mail drop for the payee as defined in the Mail Drop field above. None – No special delivery address indicated. (Instead the payee will be assigned the default delivery address as defined on the Define Payslip Template page for the template that is assigned to the payee when the payslip job is run.) Note. The Delivery Address Option defaults to None. Other Department Address – An address associated with the other department. Other Location Address – An address associated with the specified location. Other Mail Drop – Free-form text.
Address Type, Other Department, Other Location, and Other Mail Drop	Enter the value in the appropriate field based on the Delivery Address Option.
Issue Paper Copy of Payslip	Select to have the payee receive a paper copy of the payslip. If ePay is installed, this selection overrides the Issue Paper Copy of Payslip option in the payee's self service page. (and vice versa.)