Maintaining Payroll Data

This chapter provides an overview of payroll data and discusses how to:

Maintain additional pay.
Maintain general deductions.
Maintain savings bonds.
Maintain tax distribution data.
Maintain employee tax data.
(CAN) (USA) Set up and maintain direct deposit.
Set up and maintain optional payroll data.
(CAN) Set up and maintain source deductions.

Understanding Payroll Data

After the interface definitions are set up and payroll processing has commenced, Payroll Interface enables you to maintain certain payroll data, including additional pay, general deductions, U.S. savings bonds, employee tax withholding information, direct deposits, and information for employees with multiple jobs.

Maintenance tasks include the initial setup of the component pages followed by the additions, changes, or deletions that normally occur to payroll-related data over time. Because most of the payroll data works in conjunction with other information that you are required to set up for Payroll Interface, the maintenance tasks are discussed in this chapter as well as other related setup chapters in this PeopleBook.

Note. Depending on the requirements of the third-party payroll system, you may not need to maintain all of the data that is discussed in this chapter. Or if the data is required, to simplify data entry, conversion, and maintenance issues, it may be easier to have the third-party payroll system manage the data.

This diagram illustrates the types of payroll data that you may need to maintain:

Maintaining payroll data

Maintaining Additional Pay

To maintain additional pay, use the Additional Pay (ADDITIONAL_PAY) component.

Maintaining General Deductions

To maintain general deductions, use the General Deduction (GENL_DED_DATA) and General Deduction Override (GENL_DED_OVERRIDE) components.

Maintaining Savings Bonds

To maintain savings bonds, use the U.S. Savings Bond (SAVINGS_BOND_SPEC) component.

Maintaining Tax Distribution Data

To maintain tax distribution data, use the Tax Distribution Data USA (TAX_DISTRIBUTION) and Tax Distribution Data CAN (TAX_DISTRIBUTION) components.

Maintaining Employee Tax Data

To maintain employee tax data, use the Employee Tax Data USA (TAX_DATA) and Employee Tax Data CAN (TAX_DATA_CAN) components.

(CAN) Setting Up and Maintaining Canadian Employee Tax Data

(CAN) (USA) Setting Up and Maintaining Direct Deposit

To set up and maintain direct deposit, use the Direct Deposit USA (DIRECT_DEPOSIT) and Direct Deposit CAN (DIRECT_DEPOSIT_CAN) components.

This section provides an overview of direct deposit and discusses how to set up direct deposits.

Understanding Direct Deposit

Employees can have pay deposited to multiple accounts; they can also have partial earnings deposited to an account and the remainder issued as a check.

Each deposit may be stated as either a percentage of net pay or as a flat-dollar amount. For example, suppose an employee wants 50.00 USD deposited to a savings account, a 100.00 USD check for pocket money, and 100 percent of the remaining net pay deposited to a checking account. To do this, you must set up three rows of distribution information, as this table shows:

Objective	Priority	Account Type	Amount
50.00 USD to savings	300	Savings	50.00 USD
100.00 USD check	350	Issue Check	100.00 USD
Deposit remainder in checking	400	Checking	100% net pay or excess

In this example, assign the savings and separate check entries a lower priority number than the checking account direct deposit; otherwise, all of the employee’s pay will go directly into checking before the system looks at the other direct deposit guidelines.

You should designate one direct deposit account for the employee to receive any excess funds that are left over after all direct deposits are processed. To do this, select the Deposit Type = Balance excess check box for the designated account.

To change or discontinue direct deposits, set up the appropriate effective-dated rows using the Direct Deposit page.

Pages Used to Set Up and Maintain Direct Deposit

Page Name	Object Name	Navigation	Usage
Direct Deposit	DIRECT_DEPOSIT_CAN	Payroll Interface, Update Payroll Information, Direct Deposit CAN, Direct Deposit	(CAN) Set up and maintain the direct deposit of employee pay.
Direct Deposit	DIRECT_DEPOSIT	Payroll Interface, Update Payroll Information, Direct Deposit USA, Direct Deposit	(USA) Set up and maintain the direct deposit of employee pay.

Setting Up Direct Deposits

Access the Direct Deposit page.

% Net Pay/$ Amount

Select to indicate whether the deposit is a percent of net pay or a flat-dollar amount.

Bank ID and Account#

Select to enter the employee’s checking or savings account in which the money should be deposited. The system will create a prenote status file for each employee the first time that it processes direct deposits. This is done to verify that the transit and account numbers are valid.

Priority

Select to enter the priority of the deposit. During direct deposit processing, distributions are made to accounts in order of priority. The lower the priority number, the higher the priority. Priority is important when an employee’s net pay is not enough to cover all direct deposits.

The priority number is automatically populated by means of PeopleCode to equal 999 where the deposit type is Balance.

Prenotification Required

Select to enable prenotification. The system creates a prenote status file for each employee the first time that it processes direct deposits to verify that the transit and account numbers are valid.

Employees who are set up for direct deposit continue to receive checks until the prenotification period has passed. If the prenote wait period is ten days and you are running a weekly payroll, employees will most likely receive two paychecks before direct deposit starts.

Setting Up and Maintaining Optional Payroll Data

To set up and maintain optional payroll data, use the Payroll Options (PAYROLL_DATA) component.

This section provides an overview of optional payroll data and discusses how to:

Set up paycheck delivery and distribution.
Set up paycheck location and payroll deduction subsets.

Understanding Optional Payroll Data

Optional payroll processing information, such as check distribution and deduction subset options, is often necessary when employees have multiple jobs or have multiple jobs and need to be paid through more than one payroll system.

If you are setting up multiple jobs:

Deduction Calculation—Follow the guidelines for PeopleSoft Enterprise Benefits Administration.

See PeopleSoft Enterprise Benefits Administration 8.9 PeopleBook.
Benefit Deductions—Follow the guidelines for PeopleSoft Enterprise Benefits Administration.

See PeopleSoft Enterprise Benefits Administration 8.9 PeopleBook.
General Deductions—Set up and maintain the Payroll Options component, Payroll Options 2 page.

See Setting Up Paycheck Location and Payroll Deduction Subsets.

Pages Used to Set Up and Maintain Optional Payroll Data

Page Name	Object Name	Navigation	Usage
Payroll Options 1	PAYROLL_DATA1	Payroll Interface, Update Payroll Information, Payroll Options, Payroll Options 1	Set up paycheck delivery and distribution options.
Payroll Options 2	PAYROLL_DATA2	Payroll Interface, Update Payroll Information, Payroll Options, Payroll Options 2	Set up paycheck location and payroll deduction subset options.

Setting Up Paycheck Delivery and Distribution

Access the Payroll Options 1 page.

Company Distribution

Select to indicate that the check should be handed out as part of a regular company distribution.

Postal Service

Select to indicate that the check should be mailed using the Postal Service.

Distribution Mail Option

Use the options in the Distribution Mail Option group box to indicate how an employee's check should be distributed.

Home Address	Select to send checks to the employee’s home address. The system automatically displays the home address from the employee’s personal data in PeopleSoft Human Resources.
Mailing Address	Select to send checks to the employee’s mailing address. The system automatically displays the mailing address from the employee’s personal data in PeopleSoft Human Resources.
Check Address	Select to send checks to the employee’s check address. The system automatically displays the check address from the employee’s personal data in PeopleSoft Human Resources.
Update Check Address	Click to update the employee’s check address here, rather than on the Personal Data component.

Setting Up Paycheck Location and Payroll Deduction Subsets

Access the Payroll Options 2 page.

Primary PayGroup

Select to identify the pay group for which a consolidated paysheet will be created when an employee is being paid in different pay groups during the same pay run. The primary pay group also controls whether deductions or additional pay should be taken for the pay period.

For employees with multiple jobs, PeopleSoft recommends that you select, as the primary pay group, the one in which the employee is paid most often. If you leave this field blank, the system uses the default pay group that is associated with the first job into which the employee was hired.

Note. You are responsible for verifying that this value is correct for each employee.

Paycheck Location Option

Use the options in the Paycheck Location Option group box to specify which location code to use as a sort option for printing paychecks for this pay group. These options are used only if:

The Company Distribution Order option is selected as the paycheck sequence option on the Pay Group Table - Check Distribution page.
The Select on Payroll Data Panel option is selected as the paycheck location option on the Pay Group Table - Check Distribution page.
The location is entered as a check print sequence on the Pay Group Table - Check Sequencing page.

See Setting Up Payroll Schedules.

Note. You must create location codes in the Location table before you can use them here or elsewhere in the system.

Home Department Location	Select the location code (in the Department table) that is associated with the department ID on the employee’s Job record that is used as a sort option for printing checks.
Job Location	Select the location on the employee’s Job record that is used as a sort option for printing checks.
Other Location	Select to enter a different location code to use as a sort option for printing checks. In this case, the system uses the designated agent address and transmits the check for office delivery. If you select the Other Location option, you also must select a setID and a location code.
SetID	Select the setID for the location code.
Location CD (location code)	Select a location code to indicate this location as a sort option for printing checks. Use this option only if the Select on Payroll Data Panel option is selected as the paycheck location option on the Pay Group Table - Check Distribution page.
Mail Drop ID	Select to enter the employee’s mail drop ID.
Paycheck Name	Select to enter a name, other than the employee name that is entered on the Personal Data record, to whom the paycheck should be made out. This field is not formatted, so enter the name exactly as you want it to appear on the paycheck.

Deductions Taken

Use the options in the Deductions Taken group box to indicate how to take deductions for an employee. Selections made on this page override the values that are entered for the pay run in the General Deductions Taken field on the Pay Calendar table. Values include:

Deductions Taken

NoOverride: This is the default value. If this is unchanged, the deductions that are specified on the Pay Calendar table are not overridden on the paysheet at this stage in deduction override evaluation processing.
Deduction: Select this value to process the standard general deductions for this employee as set up on the Deduction table.
None: Select this value if no general deductions should be taken out of the paycheck.
Subset: Select this value to take only those general deductions that are included in the deduction subset that you specify in the Deduction Subset ID field.

Deduction Subset ID

You must specify the subset ID if you select Subset in the Deductions Taken field.

(CAN) Setting Up and Maintaining Source Deductions

To set up and maintain source deductions, use the Update Source Deductions CAN (RUN_TAX103CN) component.

This section provides an overview of source deduction processing and discusses how to update source deductions.

Understanding Source Deduction Processing

Use the Update Source Deductions SQR Report process (TAX103CN) to calculate and update federal, Quebec, and provincial basic source deductions for employees by generating a new Canadian Income Tax Data record for each employee who is active as of the effective date specified.

Set up and run this process at predefined intervals in preparation for the new year’s payroll processing. The corresponding report (TAX103CN) provides a list of all records created.

Page Used to Set Up and Maintain Source Deductions

Page Name	Object Name	Navigation	Usage
Update Source Deductions	RUN_TAX103CN	Payroll Interface, Update Payroll Information, Update Source Deductions CAN, Update Source Deductions	Run the Update Source Deductions SQR Report process (TAX103CN).

Updating Source Deductions

Access the Update Source Deductions page.

Federal Increase By

Use this group box to perform updates to employees’ federal basic claim amounts. Use percent or amount only; specifying the value of the increase.

Quebec Increase By

Use this group box to perform updates to employees’ Quebec basic claim amounts. Use percent or amount only; specifying the value of the increase.

Provincial Increase By

Use this group box to perform updates to employees’ provincial basic personal amounts. Add rows to enter multiple provinces. Use percent or amount only; specifying the value of the increase.

Reset Special Letters	Enter Y (yes) to reset the special letters amount to zero.
Reset Special Letters (Quebec)	Enter Y to reset the Quebec special letters amount to zero.
Reset CPP Subject Months (reset Canada Pension Plan subject months)	Y: Reset the employee’s CPP subject months to 12. N (no): Reset the employee’s CPP subject months to zero when the employee’s original CPP subject months are fewer than 12 (for example, to reset CPP subject months to zero for employees who no longer contribute to CPP). If the employee’s original CPP subject months are 12, they remain 12.
Reset Federal Commission	Enter Y to reset the federal commission amounts to zero.
Reset Quebec Commission	Enter Y to reset the Quebec commission amounts to zero.
Reset Cross Province	Y: The Cross Province check box on the Canadian Income Tax Data 2 page is cleared when the new record is created. N: The Reset Cross Province check box and associated field values are copied to the newly created record.

% Net Pay/$ Amount	Select to indicate whether the deposit is a percent of net pay or a flat-dollar amount.
Bank ID and Account#	Select to enter the employee’s checking or savings account in which the money should be deposited. The system will create a prenote status file for each employee the first time that it processes direct deposits. This is done to verify that the transit and account numbers are valid.
Priority	Select to enter the priority of the deposit. During direct deposit processing, distributions are made to accounts in order of priority. The lower the priority number, the higher the priority. Priority is important when an employee’s net pay is not enough to cover all direct deposits. The priority number is automatically populated by means of PeopleCode to equal 999 where the deposit type is Balance.
Prenotification Required	Select to enable prenotification. The system creates a prenote status file for each employee the first time that it processes direct deposits to verify that the transit and account numbers are valid. Employees who are set up for direct deposit continue to receive checks until the prenotification period has passed. If the prenote wait period is ten days and you are running a weekly payroll, employees will most likely receive two paychecks before direct deposit starts.

Company Distribution	Select to indicate that the check should be handed out as part of a regular company distribution.
Postal Service	Select to indicate that the check should be mailed using the Postal Service.

Federal Increase By	Use this group box to perform updates to employees’ federal basic claim amounts. Use percent or amount only; specifying the value of the increase.
Quebec Increase By	Use this group box to perform updates to employees’ Quebec basic claim amounts. Use percent or amount only; specifying the value of the increase.
Provincial Increase By	Use this group box to perform updates to employees’ provincial basic personal amounts. Add rows to enter multiple provinces. Use percent or amount only; specifying the value of the increase.