Setting Up Country Data

This chapter discusses how to:

• Define ECON and SCON values.

• Set up pay entity details.

• Set up process action and reason codes.

• Set up P45 parameters.

• Review triggers for the U.K.

• Set up segmentation for the U.K.

• Set up supplementary runs.

• Set up payroll administrator results.

Defining ECONs and SCONs

To define ECONs and SCONs, use the ECON Table GBR component (GPGB_ECON_SETUP) and the SCON Table GBR component (GPGB_SCON_SETUP). This section provides an overview of ECONs and SCONs and lists the pages used to define ECON and SCON values.

Understanding ECONs and SCONs

Before you enter National Insurance details for your payees, you need to define employer contracted out numbers (ECONs) and scheme contracted out numbers (SCONs) for your organisation.

In the United Kingdom, employees who are members of a pension scheme that meets certain criteria are contracted out of the state second pension and therefore entitled to a rebate on their Class 1 National Insurance Contributions (NICs). The Inland Revenue tracks these pension schemes using ECON and SCONs. Employers that set up such pension schemes are issued with ECONs, COMP (Contracted Out Money Purchase) schemes are also issued with an SCON.

In Global Payroll for the U.K., you define all the ECON and SCONs for your organisation on the ECON Table and SCON Table pages and you select a default ECON for each pay entity on the Pay Entity Details page.

Payees are associated with ECON and SCONs when you enter their National Insurance details on the Maintain NI Data page. The NI Category code determines whether an ECON and/or SCON is required. The system displays the pay entity ECON, but you can override this default.

See Also

Defining Pay Entity Details

Entering Employee National Insurance Details

Pages Used to Define ECONs and SCONs

Defining Pay Entity Details

To define pay entity details, use the Pay Entity Details GBR component (GPGB_PYENT). This section discusses how to set up pay entity details.

See Also

Defining Pay Entities

Page Used to Set Up Pay Entity Details

Setting Up Pay Entity Details

Access the Pay Entity Details page.

Employers Name	Enter your organisation name.
Tax District Number	Enter the number of the tax district that deals with the pay entity’s tax records.
Tax District Name	Enter the name of the tax district.
PAYE Reference	Enter the Inland Revenue’s reference number for your PAYE scheme.
Mag Media Permit Number	Enter your permit number for the tax year you’re processing. The Inland Revenue issues employers with a new permit number for each tax year.
EDI Sender ID	Enter the pay entity's EDI sender ID.
Default ECON (default employer contracted out number)	Select an ECON for the pay entity. The system displays active ECONs only. See Defining ECONs and SCONs.

P35 Checklist and Declaration

Update these fields for each reportable tax year. The information is used by the End of Year P35 reporting process and P14 if NIC holidays have been claimed.

Select the check boxes that apply for the tax year. These fields relate to Part 3 (Checklist) and Part 5 (Employer's Certificate and Declaration) of the P35.

See Also

Defining Pay Entities

Understanding End of Year Returns

Setting Up Process Action and Reason Codes

To define process action and reason codes, use the Process Action/Reasons GBR component (GPGB_PRC_ACTRSN). This section provides an overview of process action and reason codes, lists prerequisites, and discusses how to set up process action and reason codes.

Understanding Process Action and Reason Codes

This section discusses:

• Job data action and reason codes.

• Process action and reason page.

• Selecting actions and reasons for P45 processing.

Job Data Action and Reason Codes

When you update employee job data in PeopleSoft Enterprise Human Resources, you use action and reason codes to identify the personnel action. The action code identifies the type of change, such as a termination or transfer, and the reason code provides more detail about the action.

For example, you could have one action code for terminations and a set of reason codes associated to the termination code. This table gives some examples of action and reason codes you might set up:

You can use action codes without reason codes (the reason field is not a required field) — this is a decision you make during implementation. This table shows how you could create set of different action codes for terminations:

PeopleSoft delivers a set of action and reason codes. You can modify these delivered codes and set up your own codes according to your organisational needs. These are the pages for setting up action and reason codes:

See Defining Personnel Actions and Reasons.

Process Action and Reason Page

In Global Payroll for the U.K, you may need certain processes to select employees who have rows in job data with particular action and reason codes. The Process Action and Reasons page enables you to define which of the Action and Reason codes available in job data apply to a specific payroll process. PeopleSoft delivers data for the P45 process and to identify starters (P01 starter identification) .

Selecting Actions and Reasons for P45 Processing

The P45 Application Engine process (GPGB_P45) uses the Process Action and Reasons table to identify those employees who require a P45 (combined with the selection criteria you enter when you run the process). It searches employee job data for employees with the action codes that you select on the Process Action and Reasons page. Most commonly P45s are issued to employee who have left employment. Therefore you need to specify the action codes that you use for terminating employees. However, you may also issue P45s in other situations and you need to ensure that these action codes are included on the Process Action and Reasons page.

It is important to set up the Process Action and Reasons page to match the way that your HR personnel use the action and reason codes when updating employee job data.

Important! If the Process Action and Reasons page is set up incorrectly, the P45 process may not identify employees who should be issued with a P45.

For each action code you can select which associated reason codes are processed and whether employees with a blank reason code are selected. This table summarises the four ways in which you can you set up the Process Action and Reasons page:

For example, suppose you set up the action and reason codes listed in this table:

You have employees with these rows in job data:

If the Process Action and Reasons page is set up as follows:

The P45 process selects employees GB001 and GB003 only because they have reason codes. GB002 is not selected because the employee does not have a reason code and the Include Blank check box is not selected.

If the Process Action and Reasons page is set up as follows:

The P45 process selects employees GB001, GB002 and GB003. Employee GB002 is now selected because the Include Blank check box is selected

If the Process Action and Reasons page is set up as follows:

The P45 process selects employees GB003 only. Employee GB002 is not selected because the employee doesn't have a reason code. GB001 is not selected because the employee doesn't have one of the reason codes CON or UNS.

If the Process Action and Reasons page is set up as follows:

The P45 process selects employees GB003 and GB002 only. Employee GB002 is now selected because include blank is selected. Employee GB001 is not selected because the employee doesn't have one of the reason codes CON or UNS.

Selecting Action Reasons for Starter Processing

During payroll processing, Global Payroll for the U.K. uses the Process Action and Reasons table to identify those employees who have a new period of employment within Global Payroll for the U.K. and require new accumulators for statutory calculations and reporting. This occurs when an employee is hired, rehired, and for certain types of transfers. Typically when an employee is transferred into Global Payroll for the U.K. from an external entity (for example, from overseas or from another country payroll), this is treated as a new period of employment. The P01 Starter Identification record lists the action and reasons that identify starters. This information is used by Global Payroll for the U.K. to identify new periods of employment from a payroll perspective.

Prerequisites

Before you can set up the action and reason codes for payroll processes you must review the job data action and reason codes delivered by PeopleSoft. Depending on your organisational requirements you can modify the delivered reasons or create new reason codes.

See Also

Defining Personnel Actions and Reasons

Pages Used to Set Up Process Action and Reason Codes

Defining Process Action and Reason Codes

Access the Process Action and Reasons page

Warning! PeopleSoft delivers system data for this page. You can add reasons and new actions, but you must not remove any of the delivered action codes. The P45 processes and the starter identification will not work correctly if the required data is removed.

Setting Up P45 Parameters

This section provides an overview of the P45 parameters and discusses how to:

• Define the default output destination for the P45L report (GPGBP45L).

• Set up P45 parameters.

Understanding the P45 Parameters

This section discusses:

• The UK payroll configuration bracket.

• Defining the output destinations.

The UK Payroll Configuration Bracket

PeopleSoft delivers a bracket, GBR BR CONFIG CHAR, that enables you to configure these parameters for the P45 report:

• Output format.

  PeopleSoft delivers an application engine process and two SQR report for generating and printing P45s:

  • The P45 application engine process (GPGB_P45),

    This is the P45 identification and production process that identifies and extracts data for the payees who require a P45.

  • The P45 SQR report (GPGBP45) creates a PDF version of the data processed and extracted by the GPGB_P45 process.

  • The P45L SQR report (GPGBP45L) creates a laser version of the data processed and extracted by the GPGB_P45 process. This is used to print P45s on Inland Revenue stationery.

  PeopleSoft also delivers three PSJobs for generating one or both versions of the SQR report. Using the bracket, you define which job is run.

• Whether the payroll administrator can specify the output destination of the GPGB_P45 process.

  This is explained in the next section.

• Whether the payroll administrator can override employees' P45 leaver information to enable reprinting of a P45.

  The P45 Leaver Information group box appears on the Maintain Tax Data page. The fields in this group box are populated by the P45 process when a final P45 is printed for the employee. Once these fields are populated, the employee is not identified by the P45 Identification process again. Generally, payroll administrators do not need to change the P45 Leaver Information. However, if they need to reprint an employee's P45 for some reason, they need to clear the Calendar Group ID and P45 Leave Date in the P45 Leaver Information group box.

See Entering Employee Tax Details.

See Generating P45 Reports.

Defining Output Destinations

The default output destination for the P45 process (GPGB_P45) is the %PS_SERVDIR%\files directory. You can override this default in two ways:

• By modifying GPGBP45.SQC.

  During implementation, update GPGBP45.SQC to set the GPGBIMPORTPREFIX variable to the absolute path where you want the GPGB_P45 process to create its output file.

• By allowing the user to specify the output path when they run the process.

  The setup of the GBR BR CONFIG CHAR bracket determines whether payroll administrators can override the default when they run the P45 process.

In addition to the output destination for the P45 process, you must set up the destination for the P45L report by updating the process definition.

See Defining the Default Output Destination for the P45L Report (GPGBP45L).

Pages Used to Set Up P45 Parameters

Defining the Default Output Destination for the P45L Report (GPGBP45L)

Access the Destination page.

Output Destination

Enter the path and filename. Enter an absolute path, such as c:\temp\p45.txt, or a relative path of the form: \\machinename\temp\p45.txt.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler, “Defining PeopleSoft Process Scheduler Support Information”

Setting Up P45 Parameters

Access the Bracket Data page.

The variable GBR VR CONFIG has three search keys:

• P45 JOB

  This defines the PSjob that runs when payroll administrators print P45s.

• P45 PATH OVERRIDE

  This search key controls whether payroll administrators can select the output destination for the GPGB_P45 process.

• P45 TAX OVERRIDE

  This search key controls whether payroll administrators can update the fields in the P45 Leaver Information group box on the Maintain Tax Data page.

To set up the return values for the search keys:

1. For the P45 JOB search key, enter one of these values in the Return Column UK Payroll Configuration field:

   GPGBP45J To run the P45 process (GPGB_P45), and both SQR reports for laser output and the PDF output.

   GPGBP45O To run the P45 process (GPGB_P45) and the SQR report for PDF output.

   GPGBP45B To run the P45 process (GPGB_P45) and the SQR report for laser output.

2. For the P45 PATH OVERRIDE search , enter Y or N in the Return Column UK Payroll Configuration field.

   If you enter Y, the Output File Path link is displayed on the P45 page and the P45 Identification Results page, which enables the payroll administrator to specify the directory in which the output of the GPGB_P45 process is created. If you enter N, the link is not displayed and the report is printed to the default location that is specified in GPGBP45.SQC.

3. For the P45 TAX OVERRIDE search key, enter Y or N in the Return Column UK Payroll Configuration field.

   If you enter Y, payroll administrators can update the fields in the P45 Leaver Information group box on the Maintain Tax Data page, which enables them to reprint P45s by clearing the values in the fields.

   If you enter N, the payroll administrator can't update these fields.

Reviewing Triggers for the U.K.

In PeopleSoft Enterprise Global Payroll, the mechanism used to detect online changes to data that should result in some type of system action is called a trigger. Examples of common data changes that might use triggers are the hiring of a new payee, a change in pay rate, and a change in job location. There are three types of triggers: iterative, retro, and segmentation.

Before you can use a trigger to process a payee, perform segmentation, or perform retroactive processing, you must set up a trigger definition to tell the system that when a particular change to the database occurs, it should generate the desired trigger. Define Trigger Event IDs on the Trigger Definition page in the core application.

Review the triggers delivered by PeopleSoft and decide if you need to define additional triggers for your organisation. Global Payroll for the U.K. delivers a retro trigger for processing starters payments as explained in this table:

PeopleSoft delivers these segmentation triggers for the U.K.:

Segmentation is discussed in more detail in the next section.

See Also

Setting Up Triggers

Setting Up Segmentation for the U.K.

This section provides an overview of segmentation and discusses how to:

• Set up element segmentation.

• Set up period segmentation.

Understanding Segmentation

Segmentation is the process of dividing a pay period into partial periods, known as segments or slices, and calculating all or a subset of elements for each segment or slice. Segmentation is required when there is a change, such as a pay increase, during the pay period that affects the calculation of elements. Global Payroll provides two types of segmentation:

• Element segmentation

  Element segmentation divides the pay period into slices and only affects the elements that you specify. In element segmentation, the system creates only one gross-to-net result.

• Period segmentation

  Used when the event that triggers the segmentation requires all elements in the process list to be calculated for each partial period. Period segmentation divides the pay period into segments. The system creates separate gross-to-net results for each segment.

This section provides guidelines on setting up segmentation for the U.K. Refer to the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook for detailed information about segmentation.

See Also

Defining Segmentation

Setting Up Element Segmentation

During implementation, consider which of your elements require element segmentation. It's important that you review the design of your primary and supporting elements and add the correct elements to the Segmentation Event Definition page. If element segmentation is not defined correctly, you may have some elements that are not resolved correctly because associated supporting elements are not sliced. Here are some guidelines to explain how element segmentation works:

• Primary elements (earnings and deductions) that you add to the Segmentation Event Definition page are resolved once per slice.

• Supporting elements that you add to the Segmentation Event Definition page are resolved once per slice.

• When you add a primary element to the Segmentation Event Definition page, the supporting elements that are used in the definition of that primary element are also resolved for each slice.

• When you add a primary element to the Segmentation Event Definition page, the accumulators to which the element contributes are also resolved for each slice.

  However, if your accumulators have user keys you need to ensure that these are resolved per slice. You may need to add supporting elements to the Segmentation Event Definition page to ensure that all of the necessary elements are resolved.

To illustrate the importance of adding the correct supporting elements, consider the example trigger event ID that PeopleSoft delivers for U.K. element segmentation:

The earning element GBR ER REGPY is the primary element that requires element segmentation. The array GBR AR EE NI and the formula GBR FM ACCDT2 appear on this list because they are used to resolve the user keys of the accumulator GBR AC NIBL PTD to which GBR ER REGPY contributes.

If the array and the formula were not on this list, the NI category and the hire date would not be resolved for each slice. This would lead to incorrect NI calculations and accumulators without a hire date.

When you have set up the Segmentation Event Definition page for element segmentation, define the trigger definition that links element segmentation to the relevant record. PeopleSoft delivers a trigger for the COMPENSATION record so that if an employee's compensation is modified, element segmentation is triggered.

See Also

Setting Up Segmentation

Setting Up Trigger Definitions

Setting Up Period Segmentation

In the U.K. period segmentation is required only for these events:

• Hire.

• Rehire.

• Transfers.

  This varies depending on your organisation structure and types of transfer.

• Termination.

• Change of paygroup or payroll system.

Set up period segmentation using the Segmentation Event Definition page and the Trigger Definitions page. Review the trigger definition that PeopleSoft delivers for the JOB record and adjust to suit your organisational requirements.

See Also

Setting Up Segmentation

Setting Up Trigger Definitions

Setting Up Supplementary Runs

This section provides overviews of supplementary runs and processing requirements, and discusses how to define processing elements for supplementary runs.

Understanding Supplementary Runs

In the U.K., supplementary runs are used for processing items outside of the regular payroll run. Typically, companies use supplementary runs for expenses, bonus payments, or for processing late payments. With Global Payroll for the U.K., there are two choices for processing outside of the normal payroll schedule. You can:

• Set up a separate processing framework.

  To set up a supplementary run, create processing elements in the same way as for normal payroll. Depending on the your requirements, this could include defining calendars, calendar groups, run types, and process lists that are specifically for supplementary runs.

• Set up off-cycle processing.

  The Global Payroll core application provides the ability to define four types of off-cycle transactions: corrections, unscheduled payments, advances, and manual payments.

This section explains how to set up a processing framework for supplementary runs.

Refer to the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook for general information about setting up off-cycle processing. However, you should also refer to the guidelines that are provided in this PeopleBook for using off-cycle in the U.K..

See Managing Off-Cycle Payments.

See Managing Off-Cycle Processing.

Understanding Processing Requirements

Before you can implement supplementary runs, you need to consider:

• Who will be processed within a supplementary run.

  It is unlikely that all payees who are processed in a normal payroll will require payment in a supplementary run. You need to consider how you will limit the payees processed.

• Which elements need to be processed within a supplementary run.

  The elements that need to be processed vary according to the purpose of the supplementary run. You may not need to process all of the elements that are processed in the normal payroll.

Defining Payees Processed in Supplementary Runs

You can control who is processed in supplementary runs using any of these:

• Using Payee List at calendar level.

  When you set up your calendars using the Calendar component (GP_CALENDAR), you can define a payee list on the Definition page that limits the payees processed. This is the recommended method.

• Using generation control at calendar level.

  Use the Generation Control page in the Calendars component to set up generation controls on your calendars.

• Using a conditional formula within the processing structure.

• Using positive input.

You need to consider the implications of including employees who are not due payment in the supplementary run. Payroll results are produced for all employees identified in the supplementary run. For those employees who are not due payment the payroll results are zero net pay. This has a negative on payroll performance and has potential implications for your payslips and banking.

See Using Calendars.

See Working with Positive Input.

See Defining Generation Control Elements.

Defining Elements Processed in Supplementary Runs

Review the elements required for your supplementary runs and consider:

• If you need to create a separate process list for supplementary processing.

• If the elements need to be processed every time.

  For example, regular earnings are resolved in the regular payroll but you may need these earnings to be processed in the supplementary run if you are processing retro hire and terminations. Depending on how you control the employees in the supplementary run, you may need conditional processing on the section containing regular pay elements.

• If generation control is needed at the element level.

  You may use generation control to process individual elements depending on the run type.

See Defining Generation Control Elements.

See Defining Processing Elements.

Defining Processing Elements for Supplementary Runs

When you have reviewed your processing requirements for supplementary runs, set up your processing elements:

1. Identify the process list.

   You may need to create a new process list for supplementary runs using the Process Lists component (GP_PROCESS).

2. Create a run type for supplementary processing.

   On the Run Type page, select the supplementary run process list in the Process Name field.

3. Define the calendars for supplementary runs and identify the payees who are processed within the calendar.

   Use the Calendars component to define your supplementary calendars. Add these variables to the Supporting Element Overrides page:

   Element Name	Value
   TAX VR PERIOD	Enter the tax period number.
   TAX VR BGN YR	Enter the year in which the tax year starts.
   GBR VR RUN TYPE	Enter SUP, unless it is an expenses run and you have a run type of EXP for expenses.

4. Define the calendar group for the supplementary run.

   Add your supplementary calendars to the calendar group.

   Important! Do not select the Off-Cycle check box on the Calendar Group page for supplementary runs.

See Also

Defining Processing Elements

Using Calendars

Setting Up Payroll Administrator Results

The Administrator Results pages (Global Payroll & Absence Mgmt, Absence and Payroll Processing, Review Absence/Payroll Info, Administrator Results) are configurable inquiry pages that enable administrators to view payroll information after a payroll has been calculated.

The information displayed on these pages is controlled by an list set that you set up on the Define Administrator Results page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, System Settings, Define Administrator Results). The list set defines the records that appear on the Administrator Results pages and is linked to a role.

PeopleSoft delivers an list set for the U.K. that is associated with the role GP Administrator GBR. Define list sets that are configured for your organisation's roles.

The Administrator Results and the Define Administrator Results pages are discussed in the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook.

See Also

Defining Administrator Payroll Results

Viewing Administrator Payroll Results

Setting Up List Sets