Setting Up Process Action and Reason Codes

Job Data Action and Reason Codes

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

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

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

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

See Defining Personnel Actions and Reasons.

Process Action and Reason Page

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

Selecting Actions and Reasons for P45 Processing

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

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

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

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

You have employees with these rows in job data:

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

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

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

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

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

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

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

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

Selecting Action Reasons for Starter Processing

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