Working with Payee Data

This chapter provides overviews of payee data, data retrieval from PeopleSoft Enterprise Human Resources, and payroll system and paygroup assignments for a payee, and discusses how to:

Add a person of interest.
View payee data.
Update payee data.
Share banking data.
Share schedule data.

Understanding Payee Data

Global Payroll uses payee data that is defined in Human Resources, including job and personal data, banking information, and schedules.

Global Payroll recognizes three payee types:

Employees.
Contingent workers.
Persons of interest with jobs.

All of these payee types can be paid through Global Payroll.

See Adding a Person.

When you add a payee into Human Resources through the Job Data component, you will indicate that Global Payroll is the payroll system for the payee and then assign the payee to a paygroup. The paygroup defines the default processing instructions for the payee, which you can override.

Using elements defined in Global Payroll, you can retrieve payee-specific data from Human Resources during processing. For example, you can use rate code elements to retrieve information for multiple components of pay in Human Resources.

Several areas of Human Resources and Global Payroll integration are country-specific, such as those that deal with job and personal data. For more information about these topics, see the corresponding country-specific documentation for Global Payroll and Human Resources.

Note. Global Payroll provides payee-level security that restricts the payees that a user can view.

See Also

Defining Security

Understanding Data Retrieval from Human Resources

This section discusses how data in Human Resources is retrieved and used in Global Payroll using these elements:

Database system elements
Arrays
Rate codes
Frequency
Triggers

Database System Elements

Database system elements contain payee-related data that is retrieved from Human Resources and commonly used in pay calculations. You don’t have to set up these elements or do anything special to resolve them. They are resolved when they’re used in a calculation.

These Human Resources tables populate database system elements:

PERSON.
PERS_DATA_EFFDT (personal data effective date).
PER_ORG_ASGN_VW.
JOB (including fields from country-specific sub records).
PER_ORG_ASGN (person organizational assignment).
PER_ORG_INST (person organizational instance).
ADDRESSES.
CONTRACT_DATA.
WKF_CNT_TYPE (workforce contract type).

See Working with System Elements.

Using Address Related System Elements

Human Resources can store several different addresses for a payee. In Global Payroll, you can specify which of these addresses you want the system to use. You do this through the use of a formula and a database system element called ADDRESS TYPE.

When you run the payroll process, the system retrieves the address that was effective as of the end date of the segment or slice.

Note. The batch process truncates data that is retrieved by system elements when the data exceeds 30 characters (for character fields) or 12.6 (for numeric fields). For example, system elements for the ADDRESS fields can contain up to 55 characters; however, the system truncates the last 25 characters of data during the batch process.

To identify which payee address you want the system to use:

Create a formula that assigns the appropriate character value to the system element ADDRESS TYPE.

For example, your formula might assign the value HOME to ADDRESS TYPE.
Add the formula to a section of the process list.

Note. You can view the different address types on the Address Type Table page, which can be found under Set Up HRMS, Foundation Tables, Personal, Address Type.

See Defining Address Types.

Arrays

An array is an element that retrieves data from any table or view that database system elements do not retrieve. For example, you can use an array to retrieve data from the Benefit table or the Company table in Human Resources for further processing in Global Payroll.

See Defining Array Elements.

Rate Codes

You use rate codes to retrieve multiple components of pay data from Human Resources and bring into Global Payroll. The system calculates the values in Global Payroll, rather than transferring the data directly from Human Resources, so that currency conversions can be calculated for every pay run. In Global Payroll, you can define a rate code element and link it to the corresponding rate code that is defined in a Human Resources table.

See Defining Rate Code Elements.

Frequency

Human Resources has an effective-dated Frequency table, where you enter the annualization factor for each frequency. Defining the annualization factor is important for payroll processing in Global Payroll.

Global Payroll accesses the same Frequency table as Human Resources and uses it throughout Global Payroll for annualization and deannualization. When you set up a frequency in Human Resources, you associate a factor with it. For example, an annual factor can be equal to one, a monthly factor can be equal to 12, and a weekly factor can be equal to 52.

The frequency formulas used for annualization and deannualization are the same for both Human Resources and Global Payroll:

(Annualized Amount) = (Amount) × (Frequency Factor)
(Deannualized Amount) = (Annualized Amount) / (Frequency Factor)

Important! If you change the effective status, frequency type, or annualization factor of an existing frequency on the Frequency Table page in Human Resources, you get a warning message saying that previous calculations using this frequency are out of sync with the new values of the frequency.

When defining earnings and deductions in Global Payroll, the system obtains the frequency factor from Human Resources. The system annualizes the earning or deduction element, according to the specified frequency factor, and deannualizes the earning or deduction element, according to the specified calendar period frequency. The only exception to this rule is when you’ve specified a generation control frequency. Then, the system annualizes the earning or deduction value according to the specified frequency factor, but deannualizes it according to the generation control frequency.

In Global Payroll, frequency is used with:

Element definition.
Generation control.
Calendar periods (when defining the frequency that’s being processed).
Rate code elements.
System elements.

See Calculation Rules and Components, Frequency and Generation Control Calculations, Setting Up and Working with Frequencies.

Triggers

You can create triggers in Global Payroll to detect changes made to data in Human Resources. This enables Global Payroll to identify payees automatically who need to be recalculated during a payroll run. You can set up retro, segmentation, or iterative triggers. For example, you might want to create a retro trigger that detects changes to job titles, thus telling the system that retroactivity should occur for this event.

Triggers can respond to field-level and record-level data changes; therefore, you can signal the system to perform an action based on a field change in a record or when any data in the entire record changes.

With Global Payroll, you can also create mass triggers. Mass triggers enable you to generate payee triggers based on changes to setup tables. Mass triggers can be established for specific records on specific components.

See Setting Up Triggers, Setting Up Mass Triggers.

Understanding Payroll System and Paygroup Assignments for a Payee

For each payee that you want to pay through Global Payroll, you must do the following:

Select Global Payroll as the payroll system on the Installation Table - Products page.
Select Global Payroll as the payroll system on the Job Data - Payroll page in Human Resources.
Assign the payee to a paygroup on the Job Data - Payroll page.

The paygroup assignment determines the default values for the payee’s eligibility group, exchange rate type, and use rate as of date. You can override these values for an individual payee on the Job Data - Payroll page.

Note. As part of the general setup for Global Payroll, you must have defined payee job data defaults on the Pay Group Name page prior to selecting a paygroup for a payee on the Job Data - Payroll page.

Note. If you do not select a holiday schedule for the payee on the Job Data - Payroll page, the system uses the holiday schedule assigned to the payee's paygroup during payroll processing.

See Defining the Organizational Structure, Setting Up and Installing PeopleSoft HRMS, Increasing the Workforce.

There are three actions for which you can select a payroll system for a payee:

Hire.
Rehire.
Change of pay system.

During the hire or rehire process, when you select a payroll system for a payee on the Job Data - Payroll page, you create a row with a Payroll System flag that identifies the selected payroll system in each payee’s Job record.

You can also select a payroll system by using the action of Change of Pay System.

For example, suppose that you initially implemented Human Resources, but used a third-party payroll system. On January 1, 2004, your organization decided to convert to Global Payroll. Now, you can insert a row into the Job record with a new Payroll System flag set to Global Payroll and the payee data will be calculated and paid through the Global Payroll system, for pay periods that are in effect as of January 1, 2004.

Points to Remember

Here are some points to remember about assigning Global Payroll as the payroll system:

In order for a payee to be processed in Global Payroll, the payee must have a Job record, because information about the Payroll System flag and the paygroup are stored on the payee's Job record. This applies to all types of payees - employees, contingent workers, and persons of interest with jobs.
Global Payroll processes only the payees for whom the Payroll System flag is set to Global Payroll for the period of time that the payees are associated with that pay system.
Global Payroll does not prevent you from changing the Payroll System flag indicator from Global Payroll to another payroll system going forward.
Global Payroll does not prevent you from changing the Payroll System flag indicator from Global Payroll to another payroll system retroactively.

Note. It is recommended that you create retro and period segmentation triggers for the Payroll System flag change.
When a payee is added to Global Payroll (and the Payroll System flag indicator is set to Global Payroll) a row is created in the GP_PAYEE_DATA record.

At this time, the Retro Calculation Begin Date in Global Payroll is set to Job Effective Date. During processing in Global Payroll, the earliest effective date that the system allows for retro is the Retro Calculation Begin Date. After that date, the system never updates the Retro Calculation Begin Date. If you need to make a correction, either as a result of a correction to the Job Effective Date or to add a Concurrent Job for Global Payroll with an earlier effective date, you must make the correction manually on the Retro Limits Assignment page in Global Payroll.

See Defining Retroactive Processing.
There is no integration between pay systems.

For example, if your organization switches from PeopleSoft Enterprise Payroll Interface to Global Payroll, PeopleSoft does not automatically transfer the balances and the data. You must transfer that information yourself.

System Occurrences When a Job Data Record is Added or Modified

Certain things happen in the system when a Job record is created for a payee. For example, a row is inserted into the Schedule Assignment table, indicating that the person should use the default schedules that are assigned at the paygroup level for Global Payroll and at the work group level for PeopleSoft Enterprise Time and Labor. This occurs regardless of whether or not the payee is paid from Global Payroll.

See Also

Retroactive Deletes

Segmentation Triggers

Assigning Schedules to a Group

Selecting PeopleSoft Applications for Your Installation

Adding a Person of Interest

This section provides an overview of a person of interest to and discusses how to add a person of interest.

Understanding a Person of Interest

A person of interest is defined as someone who is not an employee or a contingent worker, but is paid through the system. If a person of interest is paid through Global Payroll, he or she will be added to the system, with the person of interest type defined as Global Payroll Payee.

You can add a person of interest using the Add a Person of Interest component in Global Payroll. This component is the same as the Add a Person component in Human Resources. You can add a person of interest through either application, but having the Add a Person of Interest component in Global Payroll makes it easy for you to add Global Payroll-specific payees within a Global Payroll menu.

Page Used to Add a Person of Interest

Page Name	Object Name	Navigation	Usage
Add Person of Interest	GP_ADD_PERSON	Global Payroll & Absence Mgmt, Payee Data, Add a POI Payee, Add a Person of Interest	Add a person of interest payee in Global Payroll.

Adding a Person of Interest

Access the Add Person of Interest page.

EmplID

Enter the employee ID for the person.

Person of Interest Type

Select Global Payroll Payee to indicate that this person is to be paid through Global Payroll.

Add the Person

When you set up a Global Payroll person of interest, and you click the Add the Person button, you will be taken to the Personal Data component in Human Resources to enter person related information where you can add the organizational relationship (Global Payroll Person of Interest Payee). Next, you'll be taken to the Job Data component in Human Resources to enter payroll related data such as payroll system and paygroup.

Increasing the Workforce

Viewing Payee Data

This section provides an overview of payee data pages in Global Payroll and discusses how to view job information.

Understanding Payee Data Pages in Global Payroll

Global Payroll contains two payee data-related pages: Job Information and Retro Limits Assignment. This section discusses how to view job data for a payee on the Job Information page. The Retro Limits Assignment page is discussed later in this PeopleBook.

Page Used to View Job Information

Page Name	Object Name	Navigation	Usage
Job Information	GP_PYE_DATA	Global Payroll & Absence Mgmt, Payee Data, Review Job Information, Job Information	View Global Payroll-specific information that is stored for a payee on the Job record in Human Resources, as well as the pay entity that is associated with the paygroup on the Job record.

Viewing Job Information

Access the Job Information page.

To change data that appears on this page, you must update the Job record in Human Resources using the Job Data - Payroll page or one of the other Job Data components.

Payroll System	Displays the payroll system for the payee. Values are: GP (Global Payroll) NA (Payroll for North America) OT (Other) PI (Payroll Interface)
Pay Group	Displays the paygroup for the payee.
Pay Entity	Displays the pay entity for the payee.
Eligibility Group	Displays the eligibility group for the payee.
Exchange Rate Type	Displays the currency exchange rate type for the payee. Values are stored in Human Resources and are not unique to Global Payroll.
Use Rate As Of	Displays the effective date that is used when retrieving the currency conversion rate. Values are Pay Period Begin Date, Pay Period End Date,and Payment Date (based on the Calendar ID).

Note. The Eligibility Group, Exchange Rate Type, and Use Rate As Of fields appear only if they are overridden at the payee level. These fields are blank if the default values from the paygroup are used.

Defining Retro Processing Limits at the Payee Level

Updating Payee Data

When you need to change job or personal data for a payee, be sure to add a new effective-dated row. Making changes to an existing row in Job Data or Personal Data can lead to data corruption.

For example, suppose that you run the payroll process and then change a payee’s data in an existing Job or Personal Data row. If you change a payment key, the system tries to run retroactive processing to reverse the old payment. However, it will not find a Job row that matches on payment keys with any deltas that are created for the reversed segment and sets the payment in error.

To correct this, change the Job row back to the way it was and insert a new row with a different effective sequence.

Sharing Banking Data

Global Payroll uses the Bank table, Bank Branch table, and Source Bank Accounts table that reside in Human Resources. You can use these tables to define general bank information, such as bank name, address, account name, and bank ID.

See Setting Up Banks and Bank Branches.

Global Payroll includes additional banking pages that you use to define bank account information and disbursement details for a payee.

See Defining Banking Instructions.

Sharing Schedule Data

This section discusses how to:

Share the holiday schedule with Human Resources.
Share schedule assignments with Time and Labor.

Sharing the Holiday Schedule with Human Resources

Global Payroll uses the holiday schedule that is created in Human Resources. Holiday schedule information is stored on a payee’s Job record. Global Payroll uses the holiday schedule during absence processing to create daily data and update leave balances. It also uses the holiday schedule to resolve count elements during payroll and absence processing.

If a holiday schedule is not defined for a payee at the job level in Human Resources, Global Payroll uses the holiday schedule defined for the payee’s paygroup. (The holiday schedule defined for the paygroup does not appear, by default, on the Job record.)

See Also

Setting Up Holiday Schedules

Defining the Organizational Structure

Sharing Schedule Assignments with Time and Labor

Global Payroll and Time and Labor use many of the same pages and records for setting up and assigning work schedules. If you’re using both applications, you may need to create and assign schedules only once.

Global Payroll handles batch processing for schedule assignments differently than Time and Labor. When processing in Global Payroll, if a payee is using the default work schedule, the system retrieves the default work schedule from the paygroup definition. In Time and Labor, if the payee is using the default work schedule, that system retrieves the default work schedule from the workgroup definition.

In Global Payroll, you can also assign a schedule to a payee other than the paygroup default. You can assign schedules and alternate schedules individually to payees on the Assign Work Schedule page (Primary Details tab and Alternate Details tab).

Points to Remember

Here are some points to remember about work schedules:

A payee’s default work schedule and alternate work schedule are not stored on the Job record.

This information is stored on the PS_SCH_ASSIGN table that is shared by Time and Labor and Global Payroll. When a payee is hired, the system creates a new row and sets the payee to use the default work schedule.
You can override a payee’s default work schedule and alternate work schedule information at the payee level on the Assign Work Schedule page (Primary Details tab and the Alternate Details tab).

See Also

Assigning Work Schedules

Integrating with PeopleSoft Enterprise Time and Labor

Defining the Organizational Structure

EmplID	Enter the employee ID for the person.
Person of Interest Type	Select Global Payroll Payee to indicate that this person is to be paid through Global Payroll.
Add the Person	When you set up a Global Payroll person of interest, and you click the Add the Person button, you will be taken to the Personal Data component in Human Resources to enter person related information where you can add the organizational relationship (Global Payroll Person of Interest Payee). Next, you'll be taken to the Job Data component in Human Resources to enter payroll related data such as payroll system and paygroup.