Managing Off-Cycle Payments

This chapter provides an overview of off-cycle functionality, and discusses how to:

Record manual payments for the U.S.
Submit reversals for the U.S.
Make unscheduled payments for the U.S.
Advance payments for the U.S.

Note. Please refer to the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook for information on off-cycle setup and processing.

Understanding Off-Cycle Processing

This section discusses:

Off-cycle processing.
Types of off-cycle transactions.

The Off-Cycle Process

Off-cycle processing refers to processing payments and making corrections to payroll results outside of the normal payroll schedule. Off-cycle transactions are usually made to correct prior payments, enter manual payments, or to make early termination payments that can't wait until the next scheduled payroll.

Types of Off-Cycle Transactions

The four types of off-cycle transactions are:

Manual payments

Manual payments enable you to enter payments that you have calculated and paid outside of the payroll system. Examples include paying a new hire with a manual check, because their pay details were not entered in time for the normal pay run.
Reversals and corrections

Reversals and corrections enable you to correct the results of any finalized payroll. Examples include reversing a sick leave payment when workers compensation should have been paid.
Unscheduled payments

Unscheduled payments enable you to enter one-time payments that fall outside the normal payroll process. Examples include one time bonuses or expense reimbursements.
Advances

Advances enable you to pay payees before their normally scheduled pay run. Examples include salary due on termination.

Recording Manual Payments

This section provides an overview of manual payments and explains how to set up manual payment using U.S. delivered rules.

Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook.

See Recording Manual Payments.

Understanding Manual Payments

Manual payments are defined on Global Payroll core application pages. However, there are some U.S.-specific issues you should keep in mind when setting up manual payments.

When entering manual payments for U.S. payees, it is recommended that all calculations be manually calculated outside the system and then entered.

In addition, you should consider the consequences of:

Selecting the Period (Calendar) Paid and Payment Date on the Period Calendar tab of the Manual Payments page.

The selection of the period paid and payment date need to be considered carefully. When selecting the period paid, it is recommended that you select the previous finalized calendar or the current open calendar. The selection of the payment date directly affects how elements are accumulated. For example, if you have an accumulator that accrues based on period end date, the payment date may not update the accumulator balances at the right time.
Defining processing controls on the Processing Controls tab of the Manual Payments page.

The Period Begin Date and Period End Date should default after selecting the Period (Calendar) Paid. It is recommended that these dates not be changed as the delivered U.S. rules have been designed to calculate using whole periods, and may not automatically segment if a partial period is entered.
Changing the run type on the Processing Controls tab of the Manual Payments page.

The run type defaults from the Period (Calendar) Paid and it is recommended that the default be used. To ensure that the payee's manual payment is processed by the system, the Allow Duplicates check box must be selected on the run type; otherwise, the payee may not be processed again if the system detects that they have already been processed in the period.
Stopping regular resolution of elements on the Processing Controls tab of the Manual Payments page.

Stop Regular Resolution enables you to stop the resolution of all elements on the process list except the elements entered into the manual payment. If you decide to allow regular resolution, an analysis would need to be performed to understand the impact on your supporting elements.
Entering a limited element set on the Processing Controls tab of the Manual Payments page.

If you use a limited element set, you need to ensure that all elements calculate independently of pre- or post-processing formulas, as these do not resolve during off-cycle processing.

Note. For manual payments, Global Payroll for U.S. delivers a limited element set, TAX EG FED ER, that enables you to enter employee taxes. The limited element set automatically calculates what should be withheld for employer taxes.

Note. Manual payments are used to record monetary values only; absence accumulators are not updated using this method.

Understanding Manual Payment Setup Steps

To set up a manual payment:

Access the Intro page of the Off Cycle Requests (GP_OFFCYCLE_SETUP) component in the core application and define the basic parameters of the off-cycle group.
Access the Manual Payments page and enter instructions for processing the payment.
Access the Manual Payment Detail page and define the individual earnings and deduction elements that you want to process in the manual payment.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).

Use this calendar to process the manual payment.
Process the manual payment on the Calculate Absence and Payroll run control page.

Pages Used to Set Up Manual Payments

Page Name	Object Name	Navigation	Usage
Intro	GP_OFFCYCLE_INTRO	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Requests, Intro	Name an off-cycle group and select the default payment date and method. Also view off-cycle groups, using the following search criteria to retrieve them: pay group, period ID, off-cycle group, description, processing status, or calendar group.
Manual Payments	GP_OFFCYCLE_MANUAL	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Requests, Manual Payments	Enter instructions for processing manual payments.
Manual Payment Detail	GP_MNL_PYMT_SEC	Click the Payment Details link on the Period (Calendar) tab of the Manual Payments page.	Enter all manual payment details.
Calendar Group	GP_CALENDAR_RUN	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Calendar Group, Calendar Group	Define off-cycle calendar groups.

Submitting Reversals

This section provides an overview of reversals and corrections and explains how to make corrections using U.S. delivered rules.

Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook.

See Correcting or Reversing Payroll Results.

Understanding Reversals

Reversals are defined on a combination of Global Payroll core application pages and Global Payroll for United States pages.

Note. Global Payroll generally handles corrections as a basic part of regular on-cycle payrolls by using its built-in retroactive processing capabilities. Off-cycle processing enables you to quickly address the more critical exceptions.

The following issues need to be considered when entering reversals:

All earnings and deductions need to have period-to-date logic applied.

Reversals use period-to-date logic built into the U.S. delivered statutory rules.
This method is used to correct pay accumulators only. Absence accumulators are not corrected.

Understanding Reversal Setup Steps

To reverse a payment for a payee:

Access the Intro page of the Off Cycle Requests (GP_OFFCYCLE_SETUP) component in the core application and define the basic parameters of the off-cycle group.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).

Use this calendar to process the reversal.
Access the Reversals page. On this U.S.-specific page you identify:
- The payee whose payment you are reversing.
- The calendar(s) to reverse.
- The payment ID and number of the payment you want to correct.
- Other data related to the off-cycle group you are processing.
  
  Note. When you save this page, a component interface updates the Corrections page of the core Off Cycle Requests component (GP_OFFCYCLE_SETUP). Use the U.S. page for entering reversal and correction data—not the core page.
Process the reversal on the Calculate Absence and Payroll run control page.

Prerequisites

Before you can process a reversal for the U.S., you must finalize the payroll calendar and run and finalize the banking process for the calendar group containing the payroll results you are correcting.

Pages Used to Submit Reversals

Page Name	Object Name	Navigation	Usage
Intro	GP_OFFCYCLE_INTRO	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Requests, Intro	Name an off-cycle group and select the default payment date and method. Also view off-cycle groups, using the following search criteria to retrieve them: pay group, period ID, off-cycle group, description, processing status, or calendar group.
Calendar Group	GP_CALENDAR_RUN	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Calendar Group, Calendar Group	Define off-cycle calendar groups.
Reversals	GPUS_REVERSAL	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Reversals USA, Reversals	Retrieve payments to be reversed. Submit reversal requests.

Submitting Reversals

Access the Reversals page.

Note. When you save this page, a component interface populates the Corrections page in the Off Cycle Requests (GP_OFFCYCLE_SETUP) component and selects the Stop Regular Resolutions check box. In addition, the component interface updates payment processing status from Finalized to Void.

Calendar Group ID

Enter the Calendar Group ID corresponding to the payment you want to reverse.

Payment Identification

Enter a payment ID. Valid values are all payment IDs in the Payment ID Definition table.

Payment Number

Enter the number of the payment being reversed.

Retrieve Calendars

Click to populate the fields on the Calendar and Segment Detail tabs with detailed information about the calendar associated with the Calendar Group ID displayed at the top of the page.

Clear

Click to clear the fields on the Calendar and Segment Detail tabs.

Pay Group

The pay group defaults from the calendar retrieved when you click the Retrieve Calendars button.

The pay group is the same for the on-cycle and the off-cycle calendar.

Period ID

Enter the target period ID.

This is typically the period in which the reversal is processed. It is the period in which balance accumulators are updated.

Note. The target period selection is limited to periods associated with calendars that are defined for this particular pay group.

Offcycle Group

Select the off-cycle group for which you want to process the reversal.

The groups available for selection are those defined on Off Cycle Requests component (GP_OFFCYCLE_SETUP).

Payment Date

Defaults from the off-cycle group but it can be overridden for individual payments.

Type of Correction

Select the type of reversal that you want to use to process the selected calendars. Valid values are:

Reversal – Replacement

This selection causes the system to use corrective retro to process the reversal, and to correct accumulators in the calendar in which the payroll was processed.

Note. If you make a correction to a calendar that has already had quarterly returns or year end forms filed, you may need to produce an amended return.

Reversal – Normal Retro

This selection causes the system to use forwarding retro to process the reversal.

The system forwards the correction to the next available pay period. You should be aware of the quarter or calendar year to which you are forwarding the delta.

Note. If you want to reverse and replace a check because a payee never received payment, select the Reversal - Replacement option on the Correction page and enter positive input for the correct amount.

Add Off Cycle Request

Click the hyperlink to go to the Off Cycle Requests component (GP_OFFCYCLE_SETUP) where you can define a request for a Correction if you have not already done so.

Making Unscheduled Payments

This section provides an overview of unscheduled payments and explains how to set up unscheduled payments using U.S. delivered rules.

Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook.

See Making Unscheduled Payments.

Understanding Unscheduled Payments for the U.S.

Unscheduled payments are defined on Global Payroll core application pages. However, there are some U.S.-specific issues you should keep in mind when setting up unscheduled payments:

All earnings and deductions need to have period-to-date logic applied.

This method uses period-to-date logic built into the U.S. delivered statutory rules.
When selecting the period paid, it is recommended that you select the previous finalized calendar or the current open calendar.
This method is used to record monetary values only. Absence accumulators are not updated.

Understanding Unscheduled Payment Setup Steps

To set up an unscheduled payment:

Access the Intro page of the Off Cycle Requests (GP_OFFCYCLE_SETUP) component in the core application and define the basic parameters of the off-cycle group.
Access the Unscheduled Payments page and enter instructions for processing the payment.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).

Use this calendar to process the unscheduled payment.
Process the unscheduled payment on the Calculate Absence and Payroll run control page.

Pages Used to Set Up Unscheduled Payments

Page Name	Object Name	Navigation	Usage
Intro	GP_OFFCYCLE_INTRO	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Requests, Intro	Name an off-cycle group and select the default payment date and method. Also view off-cycle groups, using the following search criteria to retrieve them: pay group, period ID, off-cycle group, description, processing status, or calendar group.
Unscheduled Payments	GP_OFFCYCLE_UNSCHD	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Requests, Unscheduled Payments	Enter instructions for processing unscheduled payments.
Calendar Group	GP_CALENDAR_RUN	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Calendar Group, Calendar Group	Define off-cycle calendar groups.

Advancing Payments

This section provides an overview of advance payments and explains how to set up advance payments using U.S. delivered rules.

Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook.

See Processing Advances.

Understanding Advance Payments

You set up most advance payments on Global Payroll core application pages. However, final (termination) payments that need to be paid in off-cycle runs are set up using a combination of core and U.S. specific pages.

Keep the following in mind when you define advance payments:

Always select the next open calendar, as skipping calendars may update accumulators incorrectly.
Global Payroll automatically calculates absence accumulators for the calendar group selected.

Understanding Advance Payment Setup Steps

Global Payroll for U.S. uses the advance payment functionality in the Global Payroll core application as the basis for the delivered termination (final payment) process. However, advance payments can be made outside of this process, for reasons other than termination.

To set up an advance for a termination that needs to be processed immediately, before the next scheduled on-cycle pay run, use a combination of core and Global Payroll for U.S.-specific pages.
To set up an advances for reasons other than off-cycle termination, use the pages in the core Off Cycle Requests (GP_OFFCYCLE_SETUP) component.

Advances for Off-Cycle Termination

To set up advance payment for an off-cycle termination:

Access the Intro page of the Off Cycle Requests (GP_OFFCYCLE_SETUP) component in the core application and define the basic parameters of the off-cycle group.
Access the Advance Payrolls page and enter instructions for processing the advance.

In the Calculate From and Calculate Thru date fields, enter the days for which you want to pay the employee. For example, if you are terminating an employee who is part of a monthly pay group on March 6, the From and Thru dates would be March 1 and March 6 respectively.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).

Use this calendar to process the advance.
Enter instructions for processing the final (termination) payment on the Final Payment Definition page in Global Payroll for U.S.
Define the termination date and assign the final payment definition created in Step 4 to the payee receiving the advance. Do this on the Maintain Termination Data page in Global Payroll for the U.S.
Process the unscheduled payment on the Calculate Absence and Payroll run control page.

When you run the standard, on-cycle calendar after processing the off-cycle termination, the terminated payee is not picked up for processing.

Note. You must enter a termination row in the payee's JOB record to clear the payee from the system entirely. The information you enter on the Maintain Termination Data page does not update the JOB record.

Advances for Reasons Other Than Off-Cycle Termination

To set up advance payments unrelated to a termination:

Access the Intro page of the Off Cycle Requests (GP_OFFCYCLE_SETUP) component in the core application and define the basic parameters of the off-cycle group.
Access the Advance Payrolls page and enter instructions for processing the advance.

To set up an advance payment for a partial period (for example, March 1 thru March 15), specify the Employee ID, the Calendar Group ID, and the Calculate From and Calculate Thru dates. The system prorates the SALARY earning, and takes all scheduled deductions. When you process the following on-cycle calendar, the system automatically calculates the payment for the remainder of the period, and takes all scheduled deductions.

To make an advance payment for an entire period (for example, March 1 thru March 31), enter the Employee ID and the target Calender Group ID. You do not need to specify the Calculate From and Thru dates.

Note. Deductions are not prorated when you process partial periods.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).

Use this calendar to process the advance.
Process the advance on the Calculate Absence and Payroll run control page.

Note. These pages and setup steps are described in greater detail in the off-cycle processing chapter in the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook.

See PeopleSoft Enterprise Global Payroll 8.9 PeopleBook.

Note. If you enter positive input in connection with an off-cycle advance, make sure that the positive input dates match the Calculate From and Calculate Thru dates on the Advance Payrolls page. Otherwise, the system may process positive input in more than one segment. For example, if you define an advance for the segment March 1 thru March 15, and enter 10 hours of overtime using positive input, the system will process 10 overtime hours in the off-cycle calendar. Later, when you run the standard on-cycle calendar for March, the system will try to process the same 10 hours of overtime for the segment March 16 thru March 31, unless you specify the begin and end dates of the positive input as March 1 and March 15.

Pages Used to Set Up Advance Payments for a Termination

Page Name	Object Name	Navigation	Usage
Intro	GP_OFFCYCLE_INTRO	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Requests, Intro	Name an off-cycle group and select the default payment date and method. Also view off-cycle groups, using the following search criteria to retrieve them: pay group, period ID, off-cycle group, description, processing status, or calendar group.
Advance Payrolls	GP_OFFCYCLE_ADV	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Requests, Advance Payrolls	Enter instructions for processing an advance.
Calendar Group	GP_CALENDAR_RUN	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Calendar Group, Calendar Group	Define off-cycle calendar groups.
Final Payment Definition	GPUS_FPMT	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Terminations, Final Payment USA, Final Payment Definition	Create a final payment definition.
Maintain Termination Data	GPUS_FPMT_PYE	Global Payroll & Absence Mgmt, Payee Data, Terminations, Maintain Termination Data USA, Maintain Termination Data	Assign a final payment definition to a payee.

Creating a Final Payment Definition

The information you enter on the Final Payment Definition page tells the system which earnings and deductions to process in a final payment, and how to process them. You can use the Final Payment Definition page to create final payment programs for use with both on- and off-cycle calendars.

Note. We discuss the Final Payment Definition page in detail in the chapter on processing payments.

See Processing Payments.

Assigning Final Payment Definitions

Use the Maintain Termination Data page to assign final payment instructions defined on the Final Payment Definition page. You can assign final payment definitions to payees processed in off-cycle as well as on-cycle calendars.

Note. We discuss the Maintain Termination Data page in detail in the chapter on processing payments.

See Processing Payments.

Calendar Group ID	Enter the Calendar Group ID corresponding to the payment you want to reverse.
Payment Identification	Enter a payment ID. Valid values are all payment IDs in the Payment ID Definition table.
Payment Number	Enter the number of the payment being reversed.
Retrieve Calendars	Click to populate the fields on the Calendar and Segment Detail tabs with detailed information about the calendar associated with the Calendar Group ID displayed at the top of the page.
Clear	Click to clear the fields on the Calendar and Segment Detail tabs.
Pay Group	The pay group defaults from the calendar retrieved when you click the Retrieve Calendars button. The pay group is the same for the on-cycle and the off-cycle calendar.
Period ID	Enter the target period ID. This is typically the period in which the reversal is processed. It is the period in which balance accumulators are updated. Note. The target period selection is limited to periods associated with calendars that are defined for this particular pay group.
Offcycle Group	Select the off-cycle group for which you want to process the reversal. The groups available for selection are those defined on Off Cycle Requests component (GP_OFFCYCLE_SETUP).
Payment Date	Defaults from the off-cycle group but it can be overridden for individual payments.
Type of Correction	Select the type of reversal that you want to use to process the selected calendars. Valid values are: Reversal – Replacement This selection causes the system to use corrective retro to process the reversal, and to correct accumulators in the calendar in which the payroll was processed. Note. If you make a correction to a calendar that has already had quarterly returns or year end forms filed, you may need to produce an amended return. Reversal – Normal Retro This selection causes the system to use forwarding retro to process the reversal. The system forwards the correction to the next available pay period. You should be aware of the quarter or calendar year to which you are forwarding the delta. Note. If you want to reverse and replace a check because a payee never received payment, select the Reversal - Replacement option on the Correction page and enter positive input for the correct amount.
Add Off Cycle Request	Click the hyperlink to go to the Off Cycle Requests component (GP_OFFCYCLE_SETUP) where you can define a request for a Correction if you have not already done so.