Working with Paysheets

This chapter provides overviews of compensation rates, paysheets and paylines, and deduction override processing, and discusses how to:

• Create paysheets automatically.

• Enter hours or amounts using rapid entry paysheets.

• Load or reset paysheet transactions.

• View and update paysheets and paylines.

• Record one-time deductions, garnishments, and taxes.

• Set up and process payback deductions.

• Process gross-ups.

• Create final check paysheets.

• Review paysheet balances.

• Generate paysheet reports.

Understanding Compensation Rates

You base employee compensation on various rates of pay, including:

• Basic compensation:

  • Normally paid each payroll period.

  • Might involve multiple components, such as regular pay and merit pay.

  • Normally defined as an hourly or salary amount.

• Additional rates of pay:

  • Not necessarily paid each period.

  • Might include pay for working under hazardous conditions, working in a different job, or completing a certain task.

You typically assign compensation rates to an employee, a job code, or the general employee population. Each rate might represent an hourly rate, a flat amount, or an addition to the base hourly rate. Use the Compensation Rate Code table to establish compensation rate codes that identify the compensation rates you assign to employees and their job codes.

Because compensation rates are independent of earnings codes, you have the flexibility to associate any earnings code with a rate. You can also associate all employee-specific rates with each job change.

You can view totals of:

• All base compensation.

• All components that comprise base pay and additional pay.

Paysheets reflect total base compensation and any rate code that you specify on an Additional Pay record to indicate an alternate rate of pay. You can apply an alternate rate of pay to various earnings (such as regular, overtime, other earnings). This rate can represent earnings from a prior or future period. You can enter this rate manually on the paysheet or derive it from the compensation rate codes specifically defined for the job code, employee ID, or the general employee population.

The payroll calculation derives the necessary rates to calculate earnings.

All types of check processing, except manual checks, support additional rates. This includes:

• On-cycle

• Off-cycle

• Online

• Reversal

• Reversal and adjustment

• Gross-up

• Final check

All rates of pay used during the Pay Calculation COBOL SQL process (PSPPYRUN) are available for reviewing, reporting, and audit trails.

See Also

PeopleSoft Enterprise Human Resources PeopleBook: Administer Compensation

Understanding Paysheets and Paylines

This section discusses:

• Paysheets.

• Differences between paylines and paysheets.

• Paysheet page messages.

Paysheets

Before you run payroll calculations, you must create paysheets. Paysheets contain the data required to calculate employee pay for each pay period.

To create a paysheet automatically, use the Create Paysheet COBOL SQL process (PSPPYBLD). This process gathers information about the employees for whom to process payroll from system tables and generates the pay earnings information for each payline.

To create a paysheet manually, create a blank paysheet with only the pay begin and end dates specified.

Use the paysheets in the Payroll Processing menu to enter time and any additional payroll-related information for the current pay period (such as earnings, frequency, one-time deductions, one-time garnishments, one-time taxes, accounting data, and tax periods) before you run the Pay Calculation process.

Use the rapid entry paysheet functionality to quickly input basic payroll data entry information based on hours worked, amounts, or a combination of both.

After you create paysheets, you can print them for review.

This diagram illustrates how paysheets fit into the payroll process:

Paysheets in the payroll process

See Payroll Processes.

Differences Between Paylines and Paysheets

Before automated data processing, payroll departments used sheets of ruled paper to compile the information required to calculate pay and produce paychecks for the employees scheduled to be paid in a pay period. These were called paysheets, and each horizontal row of data on the paysheet, typically representing one employee, was called a line or payline. Payroll for North America uses an online version of the pencil-and-paper paysheets and paylines.

Before running the Pay Calculation process, you can make pay-related adjustments for the current pay period. Paysheet and Payline pages display the same content, but you access them differently. The Paysheet page includes many paylines. You can view only one payline at a time on the Payline page.

Use the Paysheet pages to scroll through paylines for a paysheet run, entering any required data. After the initial calculation run, use the Payline pages to enter corrections and last-minute adjustments for employees, because you can access the employee much faster through the individual payline.

If you use paysheet reports to enter payroll information, use one of the Paysheet pages. However, to review pay earnings entries for an employee or group of employees, use one of the Payline pages.

Paysheets

The By Paysheet - Paysheet page brings together information from many different sources in the system. The default information appears as a payline for each employee when you access the page. Paysheets are arranged by pages and lines. A paysheet contains many lines. Each employee appears on a separate line that contains standard pay information, such as the amount of regular pay, number of regular hours, and job data.

When you view a printed paysheet report, several paylines appear on the same page. When you view paysheets online, you only see one payline per page on the By Paysheet - Paysheet page. Specify the number of paylines to appear on a paysheet in the Company table. Specify the sort sequence for paysheets in the Pay Group table.

During the Create Paysheet process, the system creates one payline for each employee to be paid:

• Active employees.

• Employees who are on leave with pay.

• Employees who were terminated or on unpaid leave for only part of the pay period.

For terminated employees or new hires who did not appear on the paysheet, create a new By Paysheet - Paysheet page to include last-minute pay data for the terminated employee, or to indicate how much to pay a new hire who you hired after creating the paysheets. If you select the Automatic Paysheet Update check box on the Pay Group Table - Paysheets page, the system creates paysheets for new hires and updates paysheets with employee job, deduction, and other changes during the Pay Calculation process.

In some cases, depending on the data provided, the system automatically creates multiple pay earnings. Otherwise, enter additional records manually before running the calculation. The system automatically creates the following:

• Multiple paylines, if the employee has multiple Job records and additional Employment records.

• Multiple Pay Earnings records, if the following criteria are valid:

  • The pay is charged to different departments and account codes as specified in the Job Data record in the Workforce Administration menu.

  • The employee has different rates of pay due to a pay rate change during the pay period.

  • The employee worked in multiple departments, states, or locations during the pay period, resulting from a Job record or location change.

• Other Earnings records, if the employee has additional pay entries.

Paylines

A payline consists of:

• Line number.

• Employee ID.

• Employment record number (used for multiple jobs).

• Benefit record number.

• Employee name.

• Manual check indicator.

A payline is associated with one or more Pay Earnings records. Each Pay Earnings record that is associated with a payline contains the following information:

• Amount of regular pay.

• Number of regular hours.

• Additional pay.

• Other earnings.

• Tax information.

• Job data, such as department and job code.

Note. Each employee who you scheduled to pay during a pay period must have at least one payline and one Pay Earnings record. Otherwise, the system has no information with which to calculate earnings, taxes, and deductions.

Paysheet Page Messages

Paysheet pages display messages that might appear for each pay earnings on the paysheet. The messages indicate either the status of the pay earnings, or what the pay earnings represent.

Normal Payroll Processing Messages

The following table lists the normal payroll processing messages:

Reversal Message

This reversal message appears in the Payline record when you run the Reversal Processing COBOL SQL process (PSPPYREV) for a check reversal:

Reversal and Adjustment Messages

The following messages might appear when you run the Reversal batch process for a check adjustment:

Manual Check Message

The following table lists the manual check message:

Understanding Deduction Override Processing

This section discusses:

• Fields for specifying deductions.

• Deduction override evaluation hierarchy.

• Deduction override processing in paysheet creation.

• Deduction override status indicators.

• Deduction override processing in pay calculation.

• Deduction override processing related to unconfirmed pay runs.

Note. If some method other than the delivered Create Paysheet process is used to create/load paysheets into the system, this other method will need to be modified to mirror the paysheet with the latest information, including setting the new deduction status indicator to I (initial).

Fields For Specifying Deductions

Specify general deductions and benefit deductions separately. The following are the four fields used for specifying deductions:

• General Deductions Taken.

• General Ded Subset ID (general deduction subset ID).

• Benefit Deductions Taken.

• Benefit Ded Subset ID (benefit deduction subset ID).

Note. These fields are collectively referred to as “deduction taken” fields. Which of these fields appear on a particular page and the values available for selection vary according to the purpose of the page.

Deduction Override Evaluation Hierarchy

To determine deduction overrides, the Create Paysheet and Pay Calculation processes use a deduction override evaluation process, which reads values entered in the General Deductions Taken, General Ded Subset ID, Benefit Deductions Taken, and Benefit Ded Subset ID fields on a succession of pages.

The following list presents the order of deduction override evaluation. The value listed on each successive page overrides the value on the previous pages in this list:

1. Pay Calendar Table page—general and benefits deductions at the pay calendar level.

2. Payroll Data 2 page—general deductions at the employee level.

3. Benefit Ded Proc Override (benefit deduction processing override) page—benefit deductions at the employee level.

4. Create Additional Pay component (ADDITIONAL_PAY)—general and benefit deductions at the employee level for a separate check only.

5. One-Time Deductions page—general and benefit deduction manual overrides on the paysheet at the employee level.

Note. For off-cycle runs, select the Off-Cycle Ded Override (off-cycle deduction override) check box to enable the deduction taken fields on the Pay Calendar to be overriden by employee level overrides.

Deduction Override Processing in Paysheet Creation

The Create Paysheet process enters and overrides the values in the general and benefits deduction taken fields on the paysheet from the values in the Pay Calendar table page, Payroll Data 2 page, Benefit Ded Proc Override page, and Create Additional Pay component (for separate check) respectively. The deduction taken fields are then accessible for manual overrides on the By Paysheet - One-Time Deductions overrides page at the employee level.

Example of Deduction Override Evaluation Processing in the Create Paysheet COBOL SQL Process (PSPPYBLD)

The details of deduction override evaluation processing in the Create Paysheet process are outlined below in the form of an example.

1. Pay Calendar Table

The default deduction taken values on the paysheet are the Pay Calendar settings as defined on the Pay Calendar Table page. This example assumes the following values:

2. Payroll Data

The process reviews each employee’s payroll data for overrides, as established on the Payroll Data 2 page:

3. Benefit Deduction Processing Overrides

The Create Paysheet process reviews the values established on the Benefit Ded Proc Override page. For employees with multiple jobs that have different benefit plans, each payline is processed separately for benefit deduction overrides:

4. Additional Pay

The Create Paysheet process pulls in the values established on the Create Additional Pay component.

• If the Create Additional Pay component is not set up for a separate check (the Sep Chk # [separate check number] field is empty), the general and benefit deductions taken values for the additional pay on the paysheet default to the values that are established for the regular pay payline.

• If the Create Additional Pay component is set up for a separate check (the Sep Chk # field has a value from 1 to 9) the payline for regular pay would remain at the override(s) determined in the review of payroll data and benefit deduction processing override in steps two and three.

  The process then reviews the Deductions Taken values on the Create Additional Pay component for the override(s) to apply on that additional pay payline only.

a. General Deductions Taken on the Create Additional Pay Component

b. Benefit Deductions Taken on the Create Additional Pay Component

5. Paysheet One-Time Manual Overrides

The final general deduction and benefit deduction value established for the paysheet in the Create Paysheet process remains available to be manually overridden on the By Paysheet - One-Time Deductions page. Any manual override to the General Deductions Taken or Benefit Deductions Taken field on a paysheet sets the corresponding deduction status indicator to U (user update), so that the calculation process will not override this manual value.

The manual override on the By Paysheet - One-Time Deductions page overrides individual deduction codes to be taken on this check only.

Deduction Override Status Indicators

The system uses two invisible deduction status indicators to tell the Pay Calculation process whether the benefit and/or general deduction taken information has been modified after running the Create Paysheet process. The two indicators are the General Deduction Status (GENL_DED_STATUS) and Benefit Deduction Status (BEN_DED_STATUS) fields on the PAY_EARNINGS record.

The Create Paysheet process initially sets the status of both deduction status indicators to I (initial). The status of the appropriate indicator changes when you save a modification of the deduction taken fields after the initial paysheet creation.

The Pay Calculation process performs the deduction override evaluation process to determine if deduction overrides apply to the paysheets being processed. The following table shows the deduction status indicator values and the response in the Pay Calculation process:

If you change and save the value in the General Deductions Taken, General Ded Subset ID, Benefit Deductions Taken, or Benefit Ded Subset ID field, then restore the original value, the value of BEN_DED_STATUS and GENL_DED_STATUS will still indicate that a modification has been made and processing will proceed accordingly.

Deduction Override Processing During Pay Calculation

The Pay Calculation process first uses the deduction override evaluation and the paysheet update processes to update the Benefit Deductions Taken, Benefit Ded Subset ID, General Deductions Taken, and General Ded Subset ID on the paysheets. The Pay Calculation process uses these values on the paysheet to select deductions for pay calculation.

Paysheet Update Process

During the paysheet update process in pay calculation, the program accesses the deduction status indicators to determine if the General Deductions Taken and/or Benefit Deductions Taken field(s) have been manually overridden (U). If a field has been manually overridden, the paysheet update process does not override the field. If a field has not been manually overridden, the paysheet update process performs the override evaluation process to pick up any changes that may have occurred in Payroll Data, Benefit Deduction Processing Override, or Additional Pay.

Deduction Calculation Process

After the paysheet update process has determined which deduction codes to apply, the deduction calculation process uses the selections on the General Ded Code Override (general deduction code override) page to calculate deductions. The options that are selected for each individual deduction code are the final override for that code in the deduction calculation and no changes are made to the Deductions Taken field on the paysheet.

See Also

Calculating Pay

Deduction Override Processing During Pay Unconfirmation

After a paycheck is confirmed, if you continue to make changes to the deduction taken fields on the Pay Calendar Table, Payroll Data 2, Benefit Ded Proc Override, or Additional Pay (for a separate check) pages, then paysheets for that paycheck would not be marked for deduction override evaluation (deduction override status indicators are not set to tell the system to process overrides).

Consequently, if this paycheck is unconfirmed later and the paycheck recalculated, benefit and general deductions for this paycheck would be calculated based on the deduction taken values on the paysheet, rather than on the updated deduction taken value on the Pay Calendar Table, Payroll Data 2, Benefit Ded Proc Override, or Additional Pay (for a separate check) pages.

Specifying Deduction Overrides for Additional Pay on a Separate Check

Deduction override processing applies only to additional pay that is paid on a separate check. The Create Paysheet process and the Pay Calculation process first determine whether the additional pay is to be paid on a separate check, then proceeds as follows:

• Not a separate check.

  If the additional pay is not to be paid on a separate check, then there is no override to the paysheet as the deductions taken value for additional pay follows the value selected for the regular pay line.

• Separate check.

  If the additional pay is to be paid on a separate check, then the deductions taken value on the Create Additional Pay component overrides the appropriate paysheet deductions taken value (either the original Pay Calendar default or overrides from Payroll Data and/or Benefit Deduction Processing Override) for that payline only.

Employees with Multiple Additional Pays

In the case of employees with multiple additional pays with the same separate check number and varying deductions taken values, the deductions taken value used for the paysheet is the deductions taken value from the additional pay with the lowest additional pay sequence number with the same separate check number.

For example, an employee’s additional pay data is represented in the following table:

For this employee’s separate check number one, the general deductions taken value on the paysheet is Subset and the general deduction subset ID is ABC. The benefit deductions taken value is as specified on the Pay Calendar table.

See Also

Defining Additional Pay Earnings

Handling Employees with Multiple Jobs in the Same Organization

Creating Paysheets Automatically

This section provides overviews of the Create Paysheet process and pay run IDs and discusses how to:

• Run the Create Paysheet process.

• Check for payroll errors.

Note. You can run the Create Paysheet process only for on-cycle pay runs. You must enter paysheets for off-cycle pay runs individually.

See Also

Understanding Deduction Override Processing

Understanding the Create Paysheet COBOL SQL Process (PSPPYBLD)

During the Create Paysheet process, the system scans all employees and selects the employees that are scheduled to be paid for the specified pay period. It recognizes them because their pay groups are assigned to a pay calendar entry that is associated with the pay run ID.

When you create paysheets, the system performs the following tasks:

• Initializes input for salary or hourly rates, hours, additional earnings, tax methods, and accounting information.

• Provides a data entry point for hours, additional earnings, one-time deductions, one-time garnishments, one-time taxes, and overrides to previously established employee-level data (such as the department to which it charges earnings).

• Provides for earnings and hours to be divided among two or more departments, accounts, locations.

• Uses the pay calendar and holiday schedule to automatically set up the holiday earnings code and hours for pay periods that contain holidays, using the holiday earnings code from the Pay Group Table - Calc Parameters (Pay Group table - calculation parameters) page.

• Establishes prorations for employees who work for only part of a pay period or have a data change (such as a pay increase or department change).

• Creates multiple lines for employees who work at multiple jobs during a pay period (if you use the Multiple Job feature and established multiple jobs, or employment record numbers, for the employees).

• Provides for printing turn-around or data-entry documents, which you can distribute to department managers or supervisors.

• Automatically approves paysheet data, as specified by the Confirmation Required check box on the Pay Group Table - Process Control page.

• Automatically creates multiple lines for Fair Labor Standards Act (FLSA) employees when the FLSA period is smaller than the pay period.

Understanding Pay Run IDs

To indicate for whom you want to create paysheets, specify a pay run ID on the Paysheet Creation page. This pay run ID groups together pay calendar entries from different pay groups for payroll processing.

When you set up the payroll process tables, you assigned a pay run ID to each pay calendar entry. At this point, you already know how to organize the payroll cycles, and whether to run paysheets for multiple pay groups and companies at the same time by combining them under the same pay run ID.

All pay calendar entries that share a pay run ID generally have the same pay period end date, but not necessarily the same pay frequency. In most cases, you set up a different pay run ID for each pay period end date on the Pay Calendar Table page.

See Also

Understanding Pay Calendars

Pages Used to Create Paysheets Automatically

Running the Create Paysheet COBOL SQL Process (PSPPYBLD)

Access the Paysheet Creation page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Create Paysheet process at user-defined intervals.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Checking for Payroll Errors

Access the Payroll Error Messages page.

Page	If the error is for a specific employee, this field displays the paysheet page number.
Line	If the error is for a specific employee, this field displays the paysheet payline number.

Message

Entering Hours or Amounts Using Rapid Entry Paysheets

This section provides an overview of rapid entry paysheets, lists prerequisites and common elements, and discusses how to:

• Use the rapid entry paysheet based on hours.

• Use the rapid entry paysheet based on amounts.

• Use the rapid entry paysheet based on hours or amounts.

• View validation results.

• Load or reset payroll data from rapid entry paysheets into paysheets.

Understanding Rapid Entry Paysheets

Rapid entry paysheets enable you to quickly input hours worked, amounts, or a combination of both for any number of employees. These are the steps to use rapid entry paysheets:

1. Access the Rapid Entry Paysheet page using the template that is defined with the earnings codes that you plan to enter.

2. Enter employees and their earnings.

3. Run the validation process and view validation results.

4. Use the Load Paysheets PSJob process (PYLOAD) to load this information into the standard paysheets created within Payroll for North America.

Fields Displayed on the Rapid Entry Paysheet Page

The fields available for entering earnings information on the Rapid Entry Paysheet page vary according to the type of template that you select to enter the page. The following table lists the important fields that vary by template type:

Prerequisites

Before you can use rapid entry paysheets, you must:

• Define the rapid entry paysheet templates for the type of earnings you are entering.

  See Setting Up Rapid Entry Paysheet Templates.

• Make sure you have defined a Pay Run ID for the payroll that you’re processing.

  For example, if you’re processing payroll for the month ending December 2004, you should have defined a Pay Run ID for this timeframe.

• (Optional) If you plan to load employees into the rapid entry paysheet by groups, you must first create the groups using Group Build pages.

  See Setting Up Group Definitions and Security.

Common Elements Used in This Section

Pages Used to Enter Hours or Amounts Using Rapid Entry Paysheets

Using the Rapid Entry Paysheet Based on Hours

Access the Rapid Entry Paysheet Creation page.

Exception Hours

Using the Rapid Entry Paysheet Based on Amounts

Access the Rapid Entry Paysheet page.

Exception Amount

FLSA Employees Being Paid Bonuses

When bonuses paid to FLSA employees need to be spread over several FLSA periods, enter the earnings begin and end dates to reflect the entire period covered by the bonus. The Pay Calculation process spreads the bonus amount over the FLSA periods encompassed by the earnings begin and end dates.

See Also

Setting Up Pay Groups

Using the Rapid Entry Paysheet Based on Hours or Amounts

Access the Rapid Entry Paysheet page.

Exception Amount

Enter the appropriate hours or amounts for each earnings code.

Viewing Validation Results

Access the Validation Results page.

Note. If no errors are found, a “No errors found in validation process” message displays on this page.

Loading or Resetting Payroll Data from Rapid Entry Paysheets into Paysheets

See Loading Paysheet Transactions.

Loading Paysheet Transactions

This section provides an overview of the Load Paysheets PSJob process (PYLOAD) and discusses how to:

• Use the Load Payheets process with rapid entry paysheets.

• Use the Load Paysheets process with Expenses and PeopleSoft HRMS applications.

• Use the Load Paysheets process with sources other than PeopleSoft applications.

• Load data into paysheets.

• View loaded and preloaded transactions.

Understanding the Load Paysheets PSJob Process (PYLOAD)

This section discusses:

• Description of the Load Paysheets process.

• On-cycle and off-cycle processing.

• Resetting transactions.

• Maintaining the PSHUP_TXN record.

Description of the Load Paysheet Process

The Load Paysheets process (PYLOAD) runs:

1. An Application Engine program (PYRE_PRELOAD) that loads the rapid entry paysheet transactions into the PSHUP_TXN record.

2. A COBOL SQL process (PSPPSHUP) that loads transactions that are in the PSHUP_TXN record onto paysheets.

   The records in PSHUP_TXN include transactions from other update sources, such as Expenses and other HRMS applications.

On-Cycle and Off-Cycle Processing

Rapid entry paysheets are the only source where the selection for on-cycle or off-cycle processing drives which transaction rows will be loaded. For example, if you select to process a rapid entry paysheet load for on-cycle transactions, then only on-cycle transactions will be selected. If you select to process a rapid entry paysheet load for off-cycle transactions, then only off-cycle transactions will be selected.

For all other sources, all transactions for that source are selected and become on-cycle if you select On-Cycle in the load or become off-cycle if you select Off-Cycle.

Resetting Transactions

The reset transactions process option performs differently for rapid entry paysheets than for other transaction sources:

• Rapid entry paysheets.

  The reset transactions process option resets rapid entry paysheets transactions from inactive to active, and then re-creates the paysheets.

• Transaction sources other than rapid entry paysheets.

  In the event of a pay unsheet, use the reset transactions process option to reset transactions from inactive to active, then run the Load Paysheets process again.

Maintaining the PSHUP_TXN Record

Transaction records remain in the PSHUP_TXN record in the system until you delete them. When you run the load process, their status is converted from active to inactive. Only active records are loaded to paysheets.

You are responsible for deleting the data in record PSHUP_TXN according to your organization’s business practices. You can archive the data that has been loaded into paysheets after a period of time that you determine based on such factors as:

• The volume of transactions being processed.

• Performance.

• Disk storage requirements.

You can use Data Mover or PeopleSoft Archive Manager to manage the data.

Using the Load Paysheets PSJob Process (PYLOAD) with Rapid Entry Paysheets

Keep the following in mind if you’re loading rapid entry paysheet records:

• You must validate the earnings codes before running the Load Paysheets process; otherwise the load process will not select the rapid entry paysheets.

  Use the Validate on Save check box on the Rapid Entry Paysheet page.

• On-cycle paysheets must have been created prior to running an on-cycle load process.

• All valid employee-level rapid entry paysheet records are deleted at the end of the load process.

• For on-cycle rapid entry paysheet records, invalid rows are deleted when the on-cycle payroll is being confirmed.

• For off-cycle rapid entry paysheet records, invalid rows are deleted when the calendar is closed for off-cycle processing (at the confirm of the next on-cycle payroll).

• Rapid entry paysheets are the only source where the earnings begin and end dates must match the existing pay earning row for the amount to be added to that Pay Earning record.

  If there is not an exact match of earnings begin and end dates, then a new pay earnings row is added to the employee's existing paysheet pay line row with the new beginning and ending earnings dates from the rapid entry paysheet.

Using the Load Paysheets PSJob Process (PYLOAD) with Expenses and PeopleSoft HRMS Applications

You can load earnings and expense data into Payroll for North America from the following PeopleSoft applications:

• Expenses.

• Stock Administration.

• Manage Variable Compensation.

• Recruiting Solutions.

• Sales Incentive Management.

Before you can load earnings and expense data into Payroll for North America, you must map items in the source application to payroll earnings or deduction codes. For example, if you use the Manage Variable Compensation business process of PeopleSoft Human Resources, you map each compensation plan to the appropriate earnings code. Mapping instructions and any other setup requirements that must be met before data can be loaded are discussed in the documentation for the source application.

Communication between Payroll for North America, Expenses, Sales Incentive Management, and PeopleSoft Human Resources is accomplished through the use of PeopleSoft Integration Broker messaging, which works in the background to quickly transfer data back and forth. Communication with Stock Administration is accomplished through the use of shared tables.

Expenses, Sales Incentive Management, and PeopleSoft Human Resources always initiate communication with payroll by sending data, such as awards or expense advances, to a temporary file that can be accessed by payroll. Payroll validates the data and returns records that do not pass the validation process so they can be updated and resent. A payroll clerk then uses the Load/Reset Paysheet Trans run control page to start a batch process that loads the validated records into existing paysheets or creates new paysheets, as needed.

This diagram illustrates how data is loaded into the payroll system:

Loading data into the payroll system

When you run the Load Paysheets process, Payroll for North America selects Job data for each active employee in the transaction file. Transactions for inactive employees are not processed.

Regular pay and hours are not loaded from Job; instead, all amounts are pulled from the transactions created in the source application. The contents of the transaction record determine whether the system creates a Pay Other Earnings record or a Tax/Deduction Override record. The system creates a new paysheet for the employee or loads data into the current paysheet, if one exists.

Transaction records remain in the system until you delete them. When you run the Load Paysheets process, their status is converted from active to inactive. Only active records are loaded to paysheets.

See Also

Administering Interfaces with PeopleSoft HRMS and PeopleSoft Enterprise Expenses

Using the Load Paysheets PSJob Process (PYLOAD) with Sources Other than PeopleSoft Applications

You can load paysheet data into Payroll for North America from sources outside of PeopleSoft applications, such as stock option payments, positive time reporting entries, or bonus payments.

If you plan to use the process to load third-party transactions without investing in customization, you must populate record PSHUP_TXN following the data input requirements for a paysheet update source of Other Sources.

See Data Input Requirements for a Paysheet Update Source of Other Sources.

Pages Used to Load Paysheet Transactions

Loading Data into Paysheets

Access the Load Paysheet Transactions page.

On-Cycle or Off-Cycle Run

Use this group box or the Off-Cycle Run group box to the right to specify which transactions you want to load into paysheets. For on-cycle runs, you must use the On-Cycle or Off-Cycle Run group box; for off-cycle runs, you can use either group box.

Off-Cycle Run

For off-cycle runs, use this group box if you want to load data for a single employee. If you complete the fields in this group box, you cannot use the On-Cycle or Off-Cycle Run group box to the left.

Note. Do not use the fields in this group box when loading data from rapid entry paysheets.

Calculate Options

Additional Page Elements

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Viewing Loaded and Preloaded Transactions

Access the Paysheet Transactions Report page.

To see the contents of the file that holds the transactions that are loaded into the paysheets, print the Paysheet Transactions report.

Transactions from PeopleSoft HRMS and Expenses

The report lists transactions received from PeopleSoft HRMS and Expenses. Transactions that have an active status have not yet been loaded to paysheets; transactions with an inactive status have been loaded.

Rapid Entry Paysheets

For rapid entry paysheet transactions, you must load the transactions to paysheets before running this report.

Viewing and Updating Paysheets and Paylines

This section provides an overview of paysheet updates and discusses how to:

• View and update a paysheet.

• View and update a payline.

• Change default information.

• View and update a payline.

Understanding Paysheet and Payline Updates

Because the Pay Calculation process uses paysheets, it is important to use caution when entering data on a paysheet. The data that you enter on a paysheet is contingent upon whether it is a final or online check, and whether you automatically or manually created the paysheet.

For example, if you modify a paysheet that you created automatically, you must add only additional earnings to it, as opposed to a manual check paysheet, which requires more extensive data entry.

PeopleSoft provides several ways to access and view paysheet and payline information.

See Pages Used to View and Update Paysheets and Paylines.

The search criteria vary for the pages. On the search page, the Off Cycle check box is selected if the pay period end date that you enter is not current.

Accessing Payline Data

The By Payline - Payline page offers some search criteria not available for other paysheet and payline pages:

See Also

Recording One-Time Deductions

Understanding Paysheets and Paylines

Pages Used to View and Update Paysheets and Paylines

Viewing and Updating a Paysheet

Access the By Paysheet - Paysheet page.

Note. If one of the paylines on the paysheet is a reversal payline, you cannot add or delete paylines on the page.

Paysheet Details

Payline details are displayed in this area.

Earnings

The Override Hourly Rate function works differently, depending on whether you clear or select the Job Pay check box. The following table represents how the Override Hourly Rate check box works with the Job Pay check box:

Other Earnings

Information in this group box can come from the Create Paysheet process, additional pay data, or from loading transactions via the Load Paysheets process. You enter additional other earnings by adding rows.

Earnings based on special accumulators are calculated depending on the paysheet’s earnings begin and end dates. This is important to remember when you add such an earning for a prior period.

For example, Shift (SHF) is based on the special accumulator to which REG contributes. The system uses the paysheet begin and end dates entered for SHF to determine the REG amount to be used to calculate SHF. The paysheet shows two rows for REG:

• First row: current pay period (February 15 – February 28).

• Second row: previous pay period (February 1 – February 14).

When you add a payline and enter SHF as other earnings, the earnings begin and end dates must include both periods of REG—the current pay period as well as the previous pay period. In this example, the earnings begin date should be February 1 and the earnings end date should be February 28. With this setup, the system calculates SHF for both the current and previous pay periods.

Note. (USF) The Other Earnings group box can contain awards and bonuses or other earnings codes designated on the Compensation page of the Personnel Action Request.

See Also

Administering the Interface with PeopleSoft Enterprise Time and Labor

Administering Interfaces with PeopleSoft HRMS and PeopleSoft Enterprise Expenses

Changing Default Information

Access the Additional Data page.

Note. Changes to any information on this page might require that you insert an additional payline if the changes do not apply to the entire period covered by the begin and end dates on the payline.

Note. Unless otherwise noted, default values for these fields come from the Job Data.

Viewing and Updating a Payline

Access the Payline page.

Paylines can be accessed through any of the components for updating paysheets and paylines. The page elements are as defined for paysheets.

Note. You cannot delete a reversal payline.

See Also

Viewing and Updating Paysheets and Paylines

Understanding Paysheets and Paylines

Recording One-Time Deductions

This section provides an overview of one-time deduction overrides and discusses how to enter one-time deductions.

See Also

Understanding Deduction Override Processing

Understanding One-Time Deduction Overrides

The system computes regular deductions based on deduction data at the company level and the employee level. You can make permanent or one-time changes to deduction data.

One-Time Deduction Overrides

While each One-Time Deduction record corresponds to a Pay Earnings record, the one-time deduction is based on all the pay earnings that are associated with the employee. The only exception is when you associate the one-time deduction with a pay earnings that you pay on a separate check.

For example, Jan has two Pay Earnings records:

• One for her regular salary of 1,000 USD.

• One for a bonus of 500 USD.

Assume Jan received the bonus for her work in the Controller’s department and you don’t want to charge it to her regular department, the Office of the President. Jan also decided to take an additional 10 percent from her regular pay for this pay period to apply to her loan payback.

To accommodate Jan’s request:

1. Access her payline, using the Payline Earnings page.

2. In her regular Pay Earnings record, select the By Paysheet - One-Time Deductions page.

3. Enter the 10 percent loan payback.

4. Create a second Pay Earnings record for the 500 USD bonus.

5. Because you don’t want the loan payback to affect her bonus check, enter a separate check number of 1 and a Bonus reason code.

   Otherwise, the one-time deduction applies to all her Pay Earnings records.

Note. When an employee transfers mid-period, the system creates two paysheets and takes all deductions on both paysheets. To prevent the system from taking deductions on both paychecks, use the one-time deduction override option for one of the paysheets and set the deductions to None.

Permanent Deduction Overrides

To make a permanent change to deduction data, use:

• The Deduction Table pages to change the basic attributes of a deduction.

• One of the Benefits Table pages or the General Deduction Table page to change how the system calculates a deduction.

• The General Ded Code Override page (for nonbenefit deductions) or the Benefit Ded Proc Override page (for benefit deductions) to override processing parameters at the employee level that are normally controlled by the Deduction table.

• The General Deduction Data page to change employee-specific deduction data not governed by the Deduction table.

(CAN) Canadian One-Time Before Tax Deductions

Consultation with the Canada Revenue Agency (CRA) has prompted PeopleSoft to revise our treatment of one-time before-tax deductions associated with specific taxation methodologies.

• PeopleSoft’s basic methodology is to derive Pay Period Taxable Gross as: Taxable Earnings plus Taxable Benefits less Before-Tax Deductions.

• The calculation methodology the system uses to derive Annual Taxable Income depends on the tax method that is used (annualized, bonus, or both annualized and bonus on a single cheque).

See (CAN) Canadian Tax Method Calculations.

See Also

Setting Up Employee General Deductions

Pages Used to Record One-Time Deductions,

See Also

Understanding Paysheets and Paylines

Entering One-Time Deductions

Access the One-Time Deductions page.

Deductions

One-Time Deduction Data Override

Recording One-Time Garnishments

This section provides overviews of one-time garnishment overrides and garnishment overrides that ignore exemptions and discusses how to enter one-time garnishments.

Understanding One-Time Garnishment Deduction Overrides

This section discusses how to:

• Make a one-time change in processing a garnishment.

• Take only a garnishment deduction.

• Process only selected garnishments.

• Process a garnishment refund.

Making a One-Time Change in a Garnishment

You cannot override a garnishment deduction on the One-Time Deductions page. Although you can enter and save a garnishment deduction code on the page, the Pay Calculation process generates error message 000010, indicating that the override is invalid.

To change a garnishment, such as overriding the calculation or amount, use the One-Time Garnishment page.

Taking Only a Garnishment Deduction

To take only the garnishment deduction and no other deductions:

1. Select Subset in the General Deductions Taken field on the One-Time Deductions page.

2. Enter a deduction subset that you have defined to include only the garnishment deduction code.

Processing Selected Garnishments

Some employees have more than one garnishment. If you want to take one or more but not all of the employee's garnishment deductions, you must suspend the garnishment deductions that you don't want to take. To process selected garnishments:

On the One-Time Garnishment page, enter a garnishment override with the One-Time Code of Suspend for each active garnishment that you don't want to process.

Processing a Garnishment Refund

To process a garnishment refund:

1. Enter the garnishment ID on the One-Time Garnishment page.

2. Select Refund Garnishment Amount as the one-time code.

3. Enter the amount to be refunded for the garnishment and/or for the company and payee fees.

4. If the employee has other garnishments, select Suspend as the garnishment override for each of them if necessary.

(USA) Understanding Garnishment Overrides That Ignore Exemptions and Limitations

Some U.S. garnishment orders related to support require that all of an employee’s bonus or other special payment be garnished, over and above the garnishment rule limitations. The order might require that all or a defined part of a certain check be paid toward the garnishment order, without regard for the normal exemptions and allowances usually permitted. Examples of special payments include checks for bonuses, dividends, commissions, and so forth.

This section discusses how to use two special deduction calculation routines to garnish:

• All of a special payment.

• A specific amount without exemptions.

• The entire special check while garnishing the regular check normally.

• All of a check after taxes and specified other deductions.

Note. To process this type of garnishment override, the earnings to which the garnishment override applies must be on a separate check. The override is applied to all earnings on a check; it cannot be applied to only part of the earnings on a single check.

Example 1: Garnish All of the Special Payment

To process a garnishment when a court has ordered that all of a bonus or special payment check is to go to a support order:

1. Select Subset in the General Deductions Taken field on the One-Time Deduction page.

2. Enter a deduction subset that you have defined to include only your garnishment deduction code.

3. If the employee has other garnishments that are not to be taken, on the One-Time Garnishment page, enter a garnishment override with the One-Time Code of Suspend Garnishment for each active garnishment that you don't want to process.

4. On the One-Time Garnishment page, select a value in the Deduction Calculation Routine field:

   • If the earnings are taxable, you can select either No exempt; % of Gross (no exemptions; percent of gross) or No exempt; % DE + Amt (no exemptions; percent of disposable earnings plus amount) and enter 100 percent.

     The system calculates and takes all applicable taxes and the remainder of the check then goes to the garnishment.

   • If the earnings are not taxable, select No exempt; % of Gross (no exemptions; percent of gross) and enter 100 percent.

Example 2: Garnish a Specific Amount Without Exemptions

To take a specific amount without regard to the limits imposed by exemptions and/or allowances, On the One-Time Garnishment page:

1. Select No exempt; % DE + Amt (no exemptions; percent of disposable earnings plus amount) in the Deduction Calculation Routine field.

2. Do not enter a percentage.

3. Enter the amount you want to be taken.

If there is not enough net amount of the check to take the specified amount, the system performs the appropriate proration processing.

Example 3: Garnish the Regular Check Normally and Garnish the Entire Special Check

To pay an employee’s regular pay from which you take the regular garnishment deduction and also a bonus from which you take the entire amount after taxes for a particular garnishment:

1. On the paysheet, enter the bonus as a separate check.

2. Enter the deduction subset and garnishment overrides as described in Example 1 for the bonus check only.

The system takes the regular garnishment from the regular paycheck and the entire amount from the bonus paycheck.

Example 4: Garnish All of a Check After Taxes and Specified Other Deductions

If you want to take all of a check after taxes and after other deduction such as medical insurance have been deducted, you could:

1. Use a garnishment rule that allows the deduction(s) in calculating the disposable earnings.

2. Use the override of No exempt; % DE + Amt and enter 100%.

If the rule does not allow the other deduction(s) you want to take, you could use the override as follows:

1. Set up a deduction override with a deduction subset that includes the garnishment deduction code and any others you want to process.

2. Set up garnishment overrides to suspend all of the garnishments except the one you want to process.

3. Set up an override for the garnishment you want to take using No exempt; % DE + Amt and enter a small dollar amount in the Amount box, such as $10.

4. Calculate the check.

5. Look at the net amount of the check; go back to the One-Time Garnishments page for the garnishment you want to take and add the net check amount to the $10 you entered previously.

6. When you calculate the check again, you should have the correct garnishment amount and a net check amount of zero.

If your first calculation resulted in some "deduction not taken" amounts, you’ll have to hand calculate how much is available for the garnishment and/or for the other deductions on the check and redo your overrides to produce the results you need. You might have to repeat the process until the correct amount is calculated.

Pages Used to Record One-Time Garnishments

Entering One-Time Garnishments

Access the One-Time Garnishment page.

One-Time Garnishment Override

Processing Fees

Use this group box to override the normal processing fees. If the order requires you to withhold the greater of the percent of the garnishment amount or a flat amount, enter both; the system withholds the greater of the two.

See Also

Understanding One-Time Garnishment Deduction Overrides

(USA) Understanding Garnishment Overrides That Ignore Exemptions and Limitations

Recording One-Time Tax Deductions

This section provides an overview of one-time tax overrides and discusses how to enter one-time taxes.

Understanding One-Time Tax Overrides

The system computes regular taxes based on tax data at the company level and the employee level. To make a permanent change to tax data, use the appropriate tax page, depending on which data you change.

While each One-Time Tax record corresponds to a Pay Earnings record, the one-time deduction is based on all the pay earnings that are associated with the employee, unless you pay the pay earnings on a separate check. In this case, the one-time deduction that is associated with the pay earnings affects only the pay earnings on that separate check.

To make a one-time tax for the same tax apply to only one pay earnings, pay the pay earnings on a separate check. If you enter more than one one-time tax for the same tax on multiple pay earnings, but don’t enter separate check information, the system produces an error message during the Pay Calculation process.

Pages Used to Record One-Time Taxes

Entering One-Time Taxes

Access the One-Time Taxes page.

Taxes

One-Time Tax Data Override

Note. (USA) In general, do not use the One-Time Taxes page to change taxes that have wage limits associated with them, such as FICA, state disability, and state unemployment. The system recalculates taxes with maximums every time you run the Pay Calculation process. If you make an adjustment this pay period, the system corrects it in the next pay period.

Note. (CAN) In general, do not use the One-Time Taxes page to change taxes with associated wage limits, such as CPP, Quebec Pension Plan, and Employment Insurance. The system recalculates taxes with maximums every time you run the Pay Calculation process. If you make an adjustment this pay period, the system corrects it in the next pay period.

See Also

Maintaining Payroll Data

Setting Up and Processing Payback Deductions

This section provides an overview of payback deduction processing and discusses how to:

• Set up payback deduction and earnings codes.

• Use payback deduction and earnings codes on the paysheet.

Understanding Payback Deduction Processing

When you enter an earnings on the paysheet using a payback earnings code, the system associates that amount with the corresponding payback deduction code that you entered on the Earnings Table -Taxes page. The system attempts to recover the arrears that are associated with a payback deduction code during subsequent payrolls until it becomes zero. The actual amount that you deduct each payroll is based on the maximum arrears payback amount, which you enter for the payback deduction code on the Deduction table (or on the General Ded Code Override page at the employee level).

Setting Up Payback Deduction and Earnings Codes

This example illustrates the steps required to set up a payback deduction code and associate it with a corresponding payback earnings code. It describes how to define an earnings code for salary advance (ADV) and create a salary advance payback deduction code (ADVPB):

1. Define the ADVPB deduction code in the Deduction table and indicate arrears information.

   Enter a flat dollar amount or a percentage to indicate the maximum amount to deduct.

   See Setting Up Deductions.

2. Define the ADVPB deduction code in the General Deduction table with a flat dollar deduction amount of zero, unless you specify a dollar amount to take in addition to the actual payback amount, which you enter in the Deduction table.

   See Defining General Deductions.

3. Create the ADV earnings code in the Earnings table.

   Enter ADVPB as the payback deduction code on the Earnings Table - Taxes page for the ADV earnings code.

   See Establishing Earnings Codes.

   Note. The system creates the advance payback as a before-tax deduction if the earnings code associated with it has the Subject to FWT (subject to federal withholding tax) check box selected. If you clear this check box, the deduction is after-tax.

Using Payback Deduction and Earnings Codes on the Paysheet

After you set up the Earnings and Deduction tables to reflect the salary advance earnings and advance payback deduction codes, the first employee to take advantage of the advance program is Terry, who requests a salary advance of 500 USD. Here's how you use the payback deduction and earnings codes that you set up to process Terry's advance:

1. During the first pay period, update Terry’s paysheet to include other earnings of 500 USD, with the ADV earnings code.

   The Pay Confirmation process automatically creates a payback arrears balance of 500 USD under the ADVPB deduction code because you linked that payback deduction code to the ADV earnings code.

2. In subsequent pay periods, the system automatically tries to recover any outstanding arrears based on the ADVPB deduction code, which you defined with a flat maximum payback amount of 50 USD.

   In Terry’s case, the system takes the deduction amount of 50 USD as arrears payback in the second pay period, and reduces the payback arrears balance to 450 USD. It continues to take 50 USD a pay period until the arrears balance is zero.

Processing Gross-Ups

This section provides an overview of gross-up processing and discusses how to:

• Select processing options on the paysheet.

• Override taxes for a gross-up.

• Override deductions for a gross-up.

Understanding Gross-Up Processing

Use the gross-up process to create a check for an exact net amount, including zero net amounts, and have the system calculate the taxes and subsequent gross pay.

Gross-ups are processed along with all other paysheet transactions during on-cycle, off-cycle, or online check runs. If, during a normal on-cycle payroll run, you’re processing a gross-up for an employee in addition to the regular check, you must create an additional check for the gross-up. All earnings included in the gross-up must be on a separate check; you cannot combine a gross-up with an ordinary check that’s calculated gross-to-net.

Net Pay Gross-Ups

A net pay gross-up is paid with an earnings code that is set up with Add to Gross Pay selected on the Earnings Code - Taxes page.

For example, you might want to give an employee a bonus of 1000 CAD net pay. The system would gross up from the net of 1000 CAD by determining which tax method is specified for the earnings and calculating the gross based on the tax variables.

In a gross-up you are indicating, in effect, that the company is paying all employer and employee taxes. That is, the employee is getting an actual net bonus of 1000 CAD, as opposed to 1000 CAD minus taxes.

Zero Net Gross-Ups

A zero net gross-up is paid with an earnings code that is set up with Add to Gross Pay not selected on the Earnings Code - Taxes page.

For example, you might award a vacation cruise worth 1,500 USD to the employee of the year. The 1,500 USD would be added to the employee’s taxable wage base, but you would not want the employee to pay the taxes incurred on this additional income. You could do a zero net gross up that calculates the taxes on the 1,500 USD and the additional gross incurred by the employee as a result of the company paying the taxes.

Gross-Up Steps

These are the basic steps in running a gross-up:

1. Add a Paysheet page.

2. Enter tax overrides.

3. Enter deduction overrides.

4. Run the Pay Calculation process.

5. Run the Pay Confirmation process.

6. View results of the gross-up on the Review Paycheck pages.

Selecting Processing Options on the Paysheet

With gross-ups, you have a number of processing options with regard to taxes and deductions:

• You can use any earnings code that you need.

  It can be Regular, Bonus, Gifts, or any special earnings code that you’ve set up.

• You can select any tax method.

  The default tax method is usually annualized. (The earnings code itself may determine the tax method). If you select either Annualized or Cumulative, the system uses the employee’s federal and state marital status and number of exemptions.

  For the U.S., if you select Supplemental or Special Supplemental, the system ignores the employee’s filing status and uses the supplemental rates in the Federal/State Tax tables.

  For Canada, the recommended tax methods to use would be Annualized or Bonus.

• You can specify the exact tax period for the gross-up.

• The system takes deductions automatically, unless you override them on the One-Time Deductions page.

  These deductions will reduce the net pay.

• The system may not be able to calculate additional tax amounts or percents.

  When calculating gross-ups, the calculation program may go through several iterations to arrive at the requested net. If, after a number of attempts, the gross-up cannot be calculated, you receive an error message. To correct this situation, you should clear the additional tax amounts or percents on the Employee Tax Data pages.

Note. You can not override a tax amount using the Paysheet/Payline One-Time Taxes override pages. You can, however, stop a particular tax from being applied.

Example 1: Paysheet for a Net Pay Gross-Up

Access the By Paysheet - Paysheet page.

1. Select Gross-Up.

2. Use an earnings code that has Add to Gross Pay selected on the Earnings Code - Taxes page.

3. Enter the amount to be grossed up.

4. To enter the tax periods, pay frequency, and tax method that you want to use, click Additional Data.

   If the tax method desired is already defined on the earnings code, it is not necessary to enter it in the Additional Data page.

5. If you're ready to pay the employee, select OK to Pay.

Note. (CAN) The gross-up process for Canada considers only legislated deductions (both employee and employer contributions) when determining gross pay. Nonstatutory deductions (both employee and employer contributions) are deducted from the desired net pay unless deductions taken is set to None.

Example 2: Paysheet for a Zero Net Gross-Up

Access the By Paysheet - Paysheet page.

1. Select Gross-Up.

2. Use an earnings code that does not have Add to Gross Pay selected on the Earnings Code - Taxes page.

3. Enter the amount to be grossed up.

4. Click Addl Data to display a page where you can select the appropriate tax method.

5. If you’re ready to pay the employee, select OK to Pay.

See Also

Viewing and Updating Paysheets and Paylines

Overriding Taxes for a Gross-Up

Access the One-Time Taxes page.

Determine what taxes you want grossed up. By default, the system attempts to take all taxes normally associated with the employee. You may indicate only what taxes not to take. You cannot indicate an override amount, additional amount, or refund amount.

See Also

Recording One-Time Deductions

Overriding Deductions for a Gross-Up

Access the One-Time Deductions page.

The system takes deductions automatically from a grossed-up check unless you override them. So you must determine whether you want deductions taken from net pay. If you do not want any deductions taken, go to the By Paysheet - One-Time Deductions page and select None for deductions taken.

See Also

Recording One-Time Deductions

Creating Final Check Paysheets

This section provides overviews of the Final Check Build COBOL SQL process (PSPFCBLD), the Create Final Check Paysheet process, the Final Check Extract process, and the Check Load Paysheets process, and discusses how to:

• Create final check paysheets.

• Rerun the Final Check Build process.

• Generating the Final Check Requests report.

Understanding the Final Check Build Process

Before you can review paysheet and payline information for final check requests, run the Final Check Build process to create final check paysheets that are associated with the final check requests. You can create final check paysheets only for existing final check requests. You must enter at least one final check request before creating final check paysheets. You can create final check paysheets in either on-cycle or off-cycle processes.

Warning! If you create final check paysheets in an off-cycle process, create your regular paysheets before creating your final check paysheets. The Final Check Build process obtains important information from the regular paysheets.

The Final Check Build process runs three batch processes to create final check paysheets for the Pay Calculation and Pay Confirmation processes:

• The Create Final Check Paysheet process creates final check paysheets for the employee.

• The Final Check Extract process extracts:

  • Leave accruals and deduction refunds to pay to the employee.

  • Deductions to collect from the employee.

• The Final Check Load Paysheets process loads the extracted leave accruals and deductions to the paysheets.

To ensure that the balance records reflect correct information, PeopleSoft recommends that you complete manual checks, reversals, or adjustments before processing a final check. Because the Final Check Build process uses information from regular paysheets, PeopleSoft also recommends that you first run the regular Create Paysheet process.

See Also

Defining the Final Check Process

Processing a Final Check Request

Understanding the Create Final Check Paysheet Process

The Create Final Check Paysheet process:

• Creates new final check paysheets.

  In creating the new final check paysheets, the system calls the Create Paysheet process to generate the standard paysheets with prorated regular earnings.

• Validates earnings on the new paysheets.

• Applies all validated earnings from preexisting paysheets onto the new final check paysheets.

This batch process creates the final check paysheets. It prorates regular earnings for all employees (salaried, exception hourly, and hourly) based on the pay period begin and end dates and the termination date on final check requests.

After creating the new final check paysheets, the system determines whether the earnings on the new paysheets are defined in the employee’s final check program. The system deletes from the paysheet earnings that are not defined in the employee’s final check program and generates a warning message.

Note. It is your responsibility to verify the regular earnings for hourly employees and to update the paysheets to reflect the actual hours worked.

After verifying the new final check paysheets, the system determines whether the employee has any preexisting uncalculated, or unconfirmed, OK to Pay paysheets (either on-cycle or off-cycle).

If so, the system determines whether the pay end date on the paysheet equals the current final check pay end date for any earnings codes that are not on the newly created final check paysheets (but are in the preexisting paysheets such as Time and Labor, Retro Pay). If these earnings codes are defined on the final check program, the system copies them to the final check paysheet and marks the preexisting paysheet as Not OK to Pay.

If the pay end date on the existing paysheet is earlier than the current pay end date of the final check paysheet, and the earnings code is defined on the final check program, the system copies all appropriate earnings from the preexisting paysheets to the final check paysheet and marks the preexisting paysheet as Not OK to Pay. If the pay end date on the paysheet is later than the current pay end date, the system generates a warning message.

Note. The system generates a warning message for every earnings code on the preexisting paysheets that is not defined in the final check program, and marks the existing paysheets as Not OK to Pay.

The Create Final Check Paysheet process copies all one-time garnishments and one-time taxes that are associated with the processed, preexisting paysheets to the final check paysheets. The system verifies one-time deductions against the final check program and copies only those one-time deductions that are in the final check program.

After creating the final check paysheets and copying the preexisting paysheets, the system validates all the earnings codes on the paysheets to determine the correct earnings amount. Depending on the pay-out option on the Program Earnings Definition page of the final check program, the pay-out amount is either the flat earnings amount on the paysheet or the difference between the goal amount and the goal balance.

If you defined a dollar override limit for an earnings code on the Earnings Definition page of the final check program and the pay-out amount is greater than the dollar override limit, the system overrides the pay-out amount with the dollar override limit and displays a message to inform you. If there are multiple occurrences of the same earnings code associated with a dollar override limit, the system prorates the dollar override limit proportionately among those earnings.

The system clears the Job Pay check box at the earnings level on all final check paysheets. On all preexisting paysheets where the system modified information through validation when copying it to the final check paysheets, the system also clears the Job Pay check box at either the earnings level or the other earnings level, depending on the level at which the modification was applied.

Warning! All final check paysheets are created with OK to Pay activated, regardless of how you defined the Pay Group Table - Process Control page or the Additional Pay table. Even if an earning was defined as Not OK to Pay, that earnings becomes OK to Pay when you create the final check paysheet.

Special Considerations for Time and Labor Paysheets

These processes are generally the rule for handling preexisting paysheets in the Final Check Build process. Preexisting paysheets that are created by Time and Labor, however, require special considerations.

Time and Labor enters all pay information onto the payroll paysheets as other earnings. Therefore, for salaried employees whose pay end date equals the current pay end date, the system does not enter Time and Labor REG other earnings from the current pay period into the new final check paysheets as regular earnings.

However, when processing Time and Labor REG other earnings for exception hourly and hourly employees when the pay end date equals the current pay end date, the system uses those REG other earnings and overlays the regular earnings on the new final check paysheet.

The system copies Time and Labor prior period adjustments (represented as Other Earnings records with identical earnings begin and end dates) as they are, if the earnings codes are identified in the final check program.

The system adds to the final check paysheet any earnings codes (other than regular or holiday) from preexisting, unconfirmed Time and Labor paysheets, if the pay end date is the same for both the Time and Labor paysheet and the final check paysheet. The system does not replace the earnings code amount if it already exists on the final check paysheet, but adds to it.

The system does replace holiday pay and hours earnings codes on the final check paysheet with the information from preexisting, unconfirmed Time and Labor paysheets, if the earnings code is for holiday and the Time and Labor paysheet and the final check paysheet have the same pay end date.

When copying Time and Labor paysheets onto the final check paysheets, the system selects the TL Records check box on the paysheets.

After copying preexisting Time and Labor pay earnings onto final check paysheets, the system marks the Time and Labor paysheets as final check paysheets. It does this by changing the paysheet source on the paysheets to either Batch Final Check or Online Final Check. Additionally, it marks the Time and Labor paysheet as Not OK to Pay. Any paysheet marked Not OK to Pay is an original—it was copied from a prior Time and Labor upload.

After creating the final check paysheets and copying onto them the preexisting paysheets, the system validates the earnings codes on the paysheets to arrive at the correct earnings amount.

Depending on the pay-out option in the final check program earnings definition, the pay-out amount is either the flat earnings amount as defined on the paysheet, or the difference between the goal amount and the goal balance.

If you defined a dollar override limit for an earnings code in the earnings definition of the final check program, and the pay-out amount is greater than the dollar override limit, the system overlays the pay-out amount with the dollar override limit and generates a message to inform you.

If the dollar override limit applies to multiple occurrences of the same earnings code, the system prorates the dollar override limit proportionately among those earnings.

Manual Check and Reversal Paysheets

The system does not copy manual check paysheets onto final check paysheets, and it does not mark them as Not OK to Pay. If they meet all the conditions described in this section, the system copies reversal and reversal/adjustment paysheets to the final check paysheets, marks the original paysheets Not OK to Pay, and generates a message to inform you.

PeopleSoft recommends that you complete all manual check, reversal, and reversal/adjustment processing for an employee before processing a final check paysheet. Otherwise, the balance records might not contain the correct information. This could be a problem for items that have limits, such as FICA.

Understanding the Final Check Extract Process

The Final Check Extract process:

• Extracts leave accruals

• Extracts deductions

This batch program extracts all leave accruals and deductions for an employee’s final paycheck. The system checks the processing status on the final check request and processes only those employees whose status is Created. The system writes the extracts to a work table, which it loads to the paysheets. After extracting an employee’s deductions and accruals, the system sets the processing status in both the final check request and final check extracts to Extracted. When the system loads the extracts to paysheets in the Final Check Load Paysheets process, it deletes the extracts in the work table and updates the final check request processing status to Loaded to Paysheets.

Extract Leave Accruals

The system extracts all leave accruals for which the plan type and benefit plan are defined in the final check program. The pay-out hours include either or both:

• Fully earned and awarded leave accruals.

  These are always paid if they are defined in the final check program. The system uses the following formula to determine the number of available hours to be paid:

  hours carried over from previous year

  + earned year-to-date

  − taken year-to-date

  + adjusted year-to-date

  + bought year-to-date

  − sold year-to-date

  − unprocessed hours taken

  + unprocessed hours adjusted

  + unprocessed hours bought

  − unprocessed hours sold

• Accrued, but not awarded, leave accruals.

  Pay from these accruals (the months or hours incurred from the last leave accruals run until the present) is optional. If you do this, define a proration method for the system in the Final Check Program table.

Extract Deductions

You can refund or collect all deductions, both general and benefit, for an employee upon termination. Specify a processing rule for each deduction that you include on the Deduction Definition page of a final check program. The final check processing rule that you specify for a deduction determines whether the system refunds or collects that deduction. The processing rule also specifies how the system calculates this deduction.

If the plan type and deduction code are not defined in the final check program, the system creates a one-time deduction override extract row with a zero amount to override the deduction that it collects in the Pay Calculation process.

Final check processing extracts all deductions in which an employee is enrolled and processes each according to the final check program, regardless of whether the deduction is scheduled for processing.

Understanding the Final Check Load Paysheets Process

The Final Check Load Paysheets process:

• Loads other earnings.

• Loads deductions to collect to one-time deductions.

• Loads deductions to refund to one-time deductions.

This batch program loads all the extracted leave accruals, deduction refunds, and deduction collections to paysheets. This process is driven by the processing status in the Final Check Extract table. It selects only those rows from the extract table for which the status is Extracted. The system adds all deductions and accruals from the Final Check Extract process to the final check paysheets. Leave accruals are added as other earnings. Deductions are added as one-time deductions (overrides or refunds).

If the system copied a one-time deduction override from a preexisting paysheet onto the final check paysheets, and the Final Check process creates another one-time deduction override for the same deduction, you receive a message informing you of the amount calculated for the deduction. In this case, make adjustments before you run the Pay Calculation process, because multiple one-time deductions for the same deduction are not allowed.

The system performs all FLSA distributions, job earnings distributions, and tax distributions for the paysheets created in the Create Paysheet process. However, for earnings associated with leave accruals that were extracted in the Final Check Extract process, this program performs only the tax distributions as defined on the Employee Tax Distribution page. The system does not perform FLSA distributions and job earnings distributions. It is your responsibility to perform distributions.

After loading the paysheets for an employee, the system sets the processing status in the final check request to Loaded and deletes final check extracts from the worktable.

If a preexisting paysheet displays a company or pay group that differs from the one currently in effect for the employee, the system uses the currently effective company and pay group when copying that paysheet to the final check paysheet. It also displays a message to inform you. You can change any final check component before running the Pay Calculation process.

Pages Used to Create Final Check Paysheets

Creating Final Check Paysheets

Access the Final Check Paysheet Creation page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Final Check Build process at user-defined intervals.

On-Cycle or Off-Cycle Run

If you use this group box, the Off-Cycle Run group box becomes unavailable for entry.

Off-Cycle Run

If you use this group box, the On-Cycle or Off-Cycle Run group box becomes unavailable for entry.

Note. The Final Check Build process gathers information from system tables about the employees for whom you processed final check requests and generates the pay earnings information for each payline.

Note. After creating final check paysheets, run the normal Pay Calculation and Pay Confirmation processes.

See Also

Calculating Pay

(USF) Setting Up and Processing Agency Interfaces

PeopleTools PeopleBook: Using PeopleSoft Applications

Rerunning the Final Check Build COBOL SQL Process (PSPFCBLD)

To rerun the Final Check Build process:

1. Select the Reprocess check box on the Final Check Request page.

   Note. This check box does not appear on the page unless the employee has an unconfirmed final check paysheet.

2. Mark preexisting paysheets as OK to Pay.

3. Run the Final Check Build process again.

   After reprocessing the request, the system hides the Reprocess check box.

See Also

Processing a Final Check Request

Generating the Final Check Requests Report

Access the FC Requests Report page.

Reviewing Paysheet Balances

This section discusses how to review paysheets for accuracy.

Pages Used to Review Paysheet Balances

Reviewing Paysheets for Accuracy

Access the Paysheet Add Balance Page page.

Generate Paysheet Reports

This section provides overviews of multiple pay earnings on paysheet reports and preprinted paysheet forms and lists the pages used to generate paysheet reports.

See Also

PeopleSoft Enterprise Payroll for North America Reports

Understanding Multiple Pay Earnings on Paysheet Reports

When you read paysheet reports, the information that you see on the By Paysheet - Paysheet page is reduced to one line in a report.

If an employee has additional earnings on the paysheet, the payline number doesn’t change; it is merely extended. The second pay earnings entry becomes a second line in the report and is prefaced with the employee’s payline number and a hyphen (for example, 1, 1-1, 1-2, 1-3).

The first number (in this example, 1) represents the initial pay earnings information for the payline, which is entered in the Job record. Subsequent pay earnings (1-1, 1-2) refer to additional data defined by that person’s Job record or Additional Pay Earnings records.

Understanding Preprinted Paysheet Forms

The standard Paysheets report (PAY009) displays all the information that is associated with paylines. Each line on this report represents a different payline or pay earnings entry, identified by employee ID. In the Company table, indicate how many lines should appear on each page. On the Pay Group table, determine how to sort the pages (by employee ID, department).

For each By Paysheet - Paysheet page, the system creates a By Paysheet - Page Balances page that includes the total number of:

• Paylines

• Regular hours

• Regular pay

This By Paysheet - Page Balances control provides a total based on what the paysheet batch process creates. These totals are not updated by paysheet entries that you make after you create paysheets.

Pages Used to Generate Paysheet Reports