Understanding Payable Time

This chapter provides an overview of payable time and describes:

The stages through which payable time passes.
The effect of adjustments on payable time.
When other applications can access payable time.
Payable Time Table fields.
Payable status reports.

Understanding Payable Time

Payable time is created through the Time Administration process and is the end product of Time and Labor. It can be generated in advance from schedules or during the course of the pay period from reported time entries. It represents:

The quantity of work performed (in hours, dollars, or units).
The time reporting code that controls how the time reporter is paid.
The tasks to which time was reported, if applicable.

Payable time can be used in other PeopleSoft applications. For example, if you integrate Time and Labor with Global Payroll or Payroll for North America, your payroll system can pull payable time into its pay runs, compensate time reporters, and then return the calculated costs to Time and Labor. Or you could send payable time with estimated or actual costs to PeopleSoft Projects for use in project planning, budgeting, billing, and other activities.

See Also

Integrating with Payroll Applications

Integrating with PeopleSoft Financials and Enterprise Performance Management

Payable Time Attributes

Three attributes determine when payable time is available to other applications and how the Time Administration process handles adjustments to payable time. These attributes are:

Payable status. Payable time goes through many stages, most of which relate to the transmission of payable time records from Time and Labor to your payroll system, as well as the transmission of cost data from your payroll system to Time and Labor. Payable status records the progress of payable time through these stages.
Frozen flag. The frozen flag determines how the system handles any changes that are made to payable time entries. An adjustment made to an entry before its frozen flag is set results in the replacement of the original entry by the new entry. An adjustment made after the frozen flag is set causes the system to create a new entry and an offsetting entry that reverses the original entry.
Frozen date. The frozen date identifies when the frozen flag was set.

Together, the payable status, frozen flag, and frozen date determine whether an entry of payable time can be sent to your payroll system or published to other applications. The values of the three attributes reside in the payable time tables.

The following diagram shows each stage of payable time:

Stages of payable time

The frozen flag and frozen date are set when the payable status changes to Approved, Closed, or Sent to Payroll. Until this time, any changes made to reported time can result in new payable time entries that replace the original entries. Any changes made after the frozen flag is set cause Time Administration to create offsetting entries, leaving the original entries intact.

Payable Time Statuses

The following table lists and describes all of the payable time statuses and indicates when they are published.

Status	Description	When Published?
Estimated − Ready for Payroll	This is the first stage of payable time created by the Time Administration process, unless you’ve activated the Needs Approval option on the Workgroup page. It includes cost estimates calculated by Time Administration if you’ve selected the Calculate Estimated Gross option on Time and Labor Installation Page. Time Administration updates the original payable time whenever you change reported time that relates to payable time with a payable status of Estimated-Ready for Payroll.	Published to systems that subscribe to the Estimates message.
Online estimate	This is estimated payable time that was created by launching the online rules process from the Timesheet page. Once Time Administration is run, the status changes to Estimated or Needs Approval.	Not applicable.
Needs Approval	This stage is like estimated payable time except that the time must be approved before it can be sent to a payroll system. You approve time using the Approve Payable Time page. Time Administration updates the original payable time whenever you change reported time that relates to payable time with a payable status of Needs Approval.	Published to systems that subscribe to the Estimates message.
Approved − Goes to Payroll	Approved payable time can be sent to your payroll system. When payable time reaches the approved stage, the system sets the frozen indicator on. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Approved-Goes to Payroll..	Not applicable.
Closed	Payable status is set to closed when any of the following conditions are met. (When payable time reaches the closed stage, the system turns on the frozen indicator.) The Send to Payroll option is not activated for the time reporter (on the Create Time Reporter page). The Send to Payroll option is not activated for the time reporting code (on the TRC Setup page). The payable time represents a record adjustment made through the Adjust Paid Time page. The payable time has been taken by Payroll, but it will not be labor distributed or diluted because you did not select the Labor Distribution and Dilution options on the Pay System page. (In this case, you’ll see the Pay System code and Pay Request Number on the View Payable Time Details page.) Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Closed.	Published to systems that subscribe to the Actual message.
Sent to Payroll	Payable time is in a Sent to Payroll stage from the moment it’s sent to Payroll to the time Payroll either takes or rejects the entry. When payable time reaches the Sent to Payroll stage, the system turns on the frozen indicator. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Sent to Payroll.	Not applicable.
Rejected by Payroll	Time that Payroll has refused. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Rejected by Payroll.	Not applicable.
Taken - Used by Payroll	Time has been accepted by Payroll. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Taken − Used by Payroll.	Not applicable.
Paid-Labor Distributed	Time that has actual costs from Payroll applied by the Labor Distribution process. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Paid-Labor Distributed.	Published to systems that subscribe to the Actual message.
Paid-Labor Diluted	Time that has actual costs from Payroll applied by the Labor Distribution process and Labor Dilution process. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Paid-Labor Diluted.	Published to systems that subscribe to the Actual message.
No Pay	Used by the PeopleSoft Projects application only. The No Pay status is a status used to reflect transaction rows that are not going to payroll but are in a closed state.	In order for a No Pay status to be populated and published to PeopleSoft Projects the following conditions must be met: 1. Publish No Pay rows is enabled on the Time and Labor Installation page. 2. The Maintain Time Reporter Data - Send to Payroll box is selected. 3. The related TRC is not associated with an earnings code.
Ignore	Used by the Global Payroll application.	Denotes offset rows that should be ignored by Global Payroll.

See Also

Integrating with PeopleSoft Projects

Step 14: Processing Adjustments

Publishing Estimated and Actual Payable Time

This section discusses how to:

Publish payable time with estimated costs.
Publish payable time with actual costs.

Publishing Payable Time with Estimated Costs

Each entry of payable time can have both an estimated and actual cost associated with it. If you’ve selected the Calculate Estimated Gross option on the Time and Labor Installation page. Time and Labor calculates the estimated cost of payable time when you run the Time Administration process. At the same time, it assigns the entry a payable status of Estimate or Needs Approval.

Estimated payable time is available to any system that wants an early estimate of costs. Time and Labor publishes, on request, all payable time that has not had actual costs applied, including payable time with a status of Estimate, Needs Approval, Approved, Sent, Rejected, and Taken. It does not include payable time in a Closed, Paid, or Diluted stage.

Receiving systems should replace any previously collected estimates with the data from Time and Labor and not try to reconcile old and new estimates. Whatever comes from Time and Labor for a given time reporter on a given date should replace all other entries for that time reporter and date.

Note. Estimated payable time is not the same as forecasted payable time. Forecasted payable time is stored in a separate table and does not go through the stages associated with payable time.

See Also

Integrating with Payroll Applications

Integrating with PeopleSoft Financials and Enterprise Performance Management

Publishing Payable Time with Actual Costs

If you integrate Time and Labor with your payroll system, the payroll system can calculate actual costs associated with payable time entries and send them back to Time and Labor. Closed, Distributed, and Diluted payable time entries reflect actual costs.

Time and Labor automatically publishes Paid, Diluted, and Closed payable time after actual costs have been applied and after labor dilution.

If the payroll system must recalculate paychecks after the pay period is closed, it can send Time and Labor new actual costs. Time and Labor then updates the payable time, publishes a message reversing the original amounts, and publishes the new actual costs. Labor Distribution can be rerun; Time and Labor publishes the difference between the original and new costs to PeopleSoft Projects.

Currency Codes in the Payable Time Table

The Payable Time Table (TL_PAYABLE_TIME), includes two fields for currency codes: Currency Code and Currency Code 2.

Currency Code reflects the currency used to calculate the estimated gross costs.
Currency Code 2 reflects the currency the payroll application used to calculate actual costs when payable time has a closed status. Because it does not go to a payroll system, or does not get labor-distributed, the Currency Code 2 field is the same as Currency Code.

See Also

Integrating with Payroll Applications

Integrating with PeopleSoft Financials and Enterprise Performance Management

Understanding Payable Time Fields

This table lists the fields maintained for each entry of payable time in TL_PAYABLE_TIME:

Field Name	Description
Emplid	Employee identification number.
Empl_Rcd	Employee record number.
DUR	Date to which this time was reported.
Seq_Nbr	Unique serial number. The link for payroll update and distribution.
Task_Prfl_Tmplt_ID	Task template for task elements.
TRC	Time reporting code for this time.
TL_Quantity	Hours, amount, or units reported by elapsed time reporters. This field is calculated for punch time reporters.
Shift_ID	The shift under which the original time was reported.
Billable_Ind	Billable indicator.
Override_Rate¹	Override rate, entered directly by an authorized user or derived through rules.
Comp_RateCd	Alternate rate code to be used with this time. Entered directly by an authorized user or derived through rules.
Country	Country to be used with this time. Entered directly by an authorized user or derived through rules.
State	State to be used with this time. Entered directly by an authorized user or derived through rules.
Location	Location to be used with this time.
Locality	Locality to be used with this time. Entered directly by authorized individual or derived through rules.
Est_Gross	The estimated gross pay for this entry.
Currency_Cd	The monetary unit in which the Reported, Override_Rate and Est_Gross fields are stated.
Lbr_Dist_Amt	Actual gross from your payroll system, spread evenly across all relevant TRCs in the period.
Diluted_Gross	Labor distribution amount after dilution.
Currency_Cd2	The monetary unit in which the Lbr_Dist_Amt and Diluted_Gross fields are stated.
Payable_Status	Identifies the status for this time.
Pay_System	Payroll system that processed this entry.
Payroll_Req_Num	Sequential number of payroll requests.
Frozen_Sw	Indicates that this record will not be changed by Time Administration.
Frozen_Date	Date the frozen flag was set.
Record_Only_Adj	Record only adjustments.
Publish Sw	Indicates if the row was published.
Actual_Pub_Date	Date published as the final paid time.
Oprid	Operator ID that approved the time.
Apprv_Prcs_Dttm	Date time was approved.
Source_Ind	Source indicator: Offset, System Generated, or User Reported (Record Adjustments)
Orig_Seq_Nbr	The original sequence number, if this is an offset.
Company	Company code.
Business_Unit_PC	Projects business unit.
Business_Unit	HR business unit.
DeptID	Department ID.
Product	Product code.
Project_ID	Project ID.
Task	Task code.
Customer	Customer code.
Acct_CD	Account code.
Resource_Type	Resource type.
Resource_Category	Resource category.
Resource_Sub_Cat	Resource sub category.
Activity_ID	Activity ID.
User_Field_1	User field 1.
User_Field_2	User field 2.
User_Field_3	User field 3.
User_Field_4	User field 4.
User_Field_5	User field 5.
Business Unit PF	PeopleSoft Enterprise Performance Management business unit.
SetID_Dept	Department set ID.
SetID_Resource	Resource set ID.
SetID_Activity	Activity set ID.
Deptid_CF	Department ID ChartField.
Account	Account code.
Fund Code	Fund code.
Program Code	Program code.
Class Field	Class field.
Affiliate	Affilitiate field.
Operating Unit	Operating unit field.
Alt Account	Alternate account code.
Budget Ref	Budget reference field.
Chartfield 1, Chartfield 2, Chartfield 3	ChartField codes.
Affiliate Intra1, Affiliate Intra2	Affiliate Intra1 and Affiliate Intra2 fields.

Generating a Payable Status Report

You can generate a Payable Status report that shows the payable status for each entry of payable time during the range of dates you specify. You can include all time entries or specify the payable statuses in which you’re interested. (Entries with a payable status of Online Estimate are excluded.) You can also choose the language in which the report is produced.

Page Used To Generate a Payable Status Report

Page Name	Object Name	Navigation	Usage
Payable Status	TL_RUNCTL_TL001	Time and Labor, Reports, Payable Status	Lists all Payable time for a range of dates, sorted by the chosen Payable Statuses on the run control, to provide the manager with a picture of processed and unprocessed time.

Generating a Payable Status Report

Access the Payable Status page.

Approved

Payable Time in this status is approved in Time and Labor and is ready for a payroll system to select it for payment. Payable Time is in a Frozen State and can be selected by financial systems as estimated costs.

Closed

Payable Time in this status may have been published in PeopleSoft Projects. Payable Time is in a Frozen State and can be selected by other financial systems as actual costs. Payable Time that is closed is the result of one of the following situations:

TRC reported is not being sent to a Payroll System.

Time Reporter is not sending time to a payroll system.

A record adjustment.

Payable Time is going to a payroll system but is not labor distributed.

Diluted

Payable Time in this status has been paid by a payroll system and has run through the process of Labor Distribution with Dilution. Payable Time with TRCs that are selected for Labor Dilution will be reflected in this status. The Payable Time is in a frozen state and can be selected by other financials systems as actual costs.

On-line Estimate Only

Payable Time is in this temporary status when online rules are triggered from the Timesheet pages.

Estimated

Payable Time in this status is not in a frozen state and can be updated by the Time Administration process. This Payable Time can be selected by other financial systems as estimated costs.

Needs Approval

Payable Time in this status is not in a frozen state and can be updated by the Time Administration process. This time can be selected by other financial systems as estimated costs. This time requires approval either through online or batch process in Time and Labor.

Paid

Payable Time in this status has been paid by a payroll system and has run through the process of Labor Distribution. Labor Dilution may have been run for the Pay System, but the TRCs related to this Payable Time were not selected for Labor Dilution. The Payable Time is in a frozen state and can be selected by other financial systems as actual costs.

Ignore

Payable Time is in this status when Global Payroll ignores offset rows in processing.

Rejected

Payable Time in this status has been rejected by a payroll system, since it does not meet the payroll’s selection criteria. The Payable Time is in a frozen state and can be selected by another pay system for payment.

Sent to Payroll

Payable Time in this status has been selected by a payroll system. The Payable Time is in a frozen state. This time can be selected by other financial systems as estimated costs.

Taken by Payroll

Payable Time in this status has been paid by a payroll system and has not run through the process of Labor Distribution. The Payable Time is in a frozen state and can be selected by other financial systems as estimated costs.

No Pay

Payable Time is in this status when transaction rows are not going to payroll but are in a closed state. Used by the PeopleSoft Projects application only.

Note. From a troubleshooting perspective, after your pay period has passed, check to see whether you have payable time that remains in a Rejected, Sent or Taken by Payroll status. This payable time review is necessary to determine what is causing the time to remain in this state.

For samples of this and other reports in your application, see the PDF files published on CD-ROM with your documentation.

This report provides functionality to replace the Scheduled Hours report, TL009.SQR in prior versions.

Approved	Payable Time in this status is approved in Time and Labor and is ready for a payroll system to select it for payment. Payable Time is in a Frozen State and can be selected by financial systems as estimated costs.
Closed	Payable Time in this status may have been published in PeopleSoft Projects. Payable Time is in a Frozen State and can be selected by other financial systems as actual costs. Payable Time that is closed is the result of one of the following situations: TRC reported is not being sent to a Payroll System. Time Reporter is not sending time to a payroll system. A record adjustment. Payable Time is going to a payroll system but is not labor distributed.
Diluted	Payable Time in this status has been paid by a payroll system and has run through the process of Labor Distribution with Dilution. Payable Time with TRCs that are selected for Labor Dilution will be reflected in this status. The Payable Time is in a frozen state and can be selected by other financials systems as actual costs.
On-line Estimate Only	Payable Time is in this temporary status when online rules are triggered from the Timesheet pages.
Estimated	Payable Time in this status is not in a frozen state and can be updated by the Time Administration process. This Payable Time can be selected by other financial systems as estimated costs.
Needs Approval	Payable Time in this status is not in a frozen state and can be updated by the Time Administration process. This time can be selected by other financial systems as estimated costs. This time requires approval either through online or batch process in Time and Labor.
Paid	Payable Time in this status has been paid by a payroll system and has run through the process of Labor Distribution. Labor Dilution may have been run for the Pay System, but the TRCs related to this Payable Time were not selected for Labor Dilution. The Payable Time is in a frozen state and can be selected by other financial systems as actual costs.
Ignore	Payable Time is in this status when Global Payroll ignores offset rows in processing.
Rejected	Payable Time in this status has been rejected by a payroll system, since it does not meet the payroll’s selection criteria. The Payable Time is in a frozen state and can be selected by another pay system for payment.
Sent to Payroll	Payable Time in this status has been selected by a payroll system. The Payable Time is in a frozen state. This time can be selected by other financial systems as estimated costs.
Taken by Payroll	Payable Time in this status has been paid by a payroll system and has not run through the process of Labor Distribution. The Payable Time is in a frozen state and can be selected by other financial systems as estimated costs.
No Pay	Payable Time is in this status when transaction rows are not going to payroll but are in a closed state. Used by the PeopleSoft Projects application only.