NA Payroll

PeopleSoft North American Payroll

Agenda

Understand functional concepts of PS NA Payroll And Understand various processes & navigations through the module.

Payroll?

Sum of all financial records of salaries, wages, bonuses, deductions & taxes.

With PeopleSoft NA Payroll, organizations are able to: 

Define and manage an unlimited number of earnings, and deduction offerings.

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Assign employee earnings and deductions using a variety of online pages.

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View payroll summary data for all employees.

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Produce management and operational reports.

Basic PeopleSoft Payroll Concepts 

Earnings – Is a setup on Earnings Table contain the primary information necessary to process payroll earnings.

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Deductions – Is a setup on deductions Table contain the primary information necessary to process Payroll Deductions

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Earnings Program - is a set of earnings codes that are valid for one or more pay groups Note: A single company might have any number of Earning Programs. An individual employee can belong to only one program.

Basic PeopleSoft Payroll Concepts contd….. 

Pay group - is a logical grouping of employees based on shared characteristics such as employee type, pay frequency, same country location, etc.

Note: A pay group gathers a set of employees within a company for payroll processing.

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Pay Calendar - is used to schedule payroll cycles for the pay groups. The pay calendar table contains information regarding when pay periods begin and end.

Basic PeopleSoft Payroll Concepts contd….. 

Special Accumulator - is used to gather earnings to assist in the calculation of certain deductions.

For Ex:401(k) retirement savings plans usually calculate the deduction as a percentage of specific earnings such as Regular, Overtime ,Holiday, Vacation, and Sick.

Integration

Integration Points with HCM Applications PeopleSoft Pension Admin

Retiree Admin

Employee Stock Admin

Human Resources/ Administer Workforce

Benefits Admin Base Benefits

PEOPLESOFT PAYROLL v

Time And Labor Absence Management

Total Comp

Variable Comp

Business Process

Business Process of NA Payroll: 

Set Up and Maintain Core Payroll Tables

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Set Up and Maintain Employee Pay Data

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Process the Payroll

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Post to General Ledger

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Pay Taxes

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Pay Third Parties

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Produce Reports

Set Up and Maintain Core Payroll Tables Core payroll tables are the tables that are required to implement the Payroll for North America application.

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Core Payroll Tables: Organization Tables Compensation and Earnings Tables Deduction Tables Pay Calendar Tables Garnishment Tables Vendor Tables General Ledger Interface Tax Tables Retroactive Processing and Tip Allocation

Set Up and Maintain Employee Pay Data Employee pay data includes personal data, job data, benefits data, federal, state/provincial, and local tax information, general and benefit deductions, additional pay, garnishments, savings bonds and direct deposits. 

PERSONAL DATA Name SSN Date of Birth

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JOB DATA Dept ID Company Pay group Standard Hours Job Code Tax location Code – Work State Compensation Rate etc.

Setting up Employee Information Where do we capture this information? Personal Data Employment Data Job Data

Administer Workforce page Administer Base Benefits page

Benefit Plans Dependent Beneficiary

Maintain Payroll Data Page

Employee Tax Data Gen Deduction Data Earnings Additional Pay

Setting Up Employee Info Contd… Home>Administer Workforce>Administer Workforce> Job Information>Job Data

Setting up Employee – Job Data Home>Administer Workforce>Administer Workforce> Job Information>Job Data

Pay Roll Process The basic steps of payroll processing :

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Create Paysheets Pay Calculation Pay Confirmation

Payroll Processing steps Setting Up Tables

Setting Up Employees

Paysheets

Paysheets Paysheets Paysheets

Pay Calculation

Payroll Paysheets Reports Paysheets

Pay Confirmation Print Reports Checks Advices

Payroll Paysheets Reports Paysheets

Pay checks

Paysheet Creation After the foundation tables and the employee information tables are set up, we are ready to start the Payroll Process. At the core of the payroll process are Paysheets.

Paysheet is „a series of database tables with data stored in them that pulls together all the payroll information that we have specified in the pay group.‟ Paysheets is basically a snapshot of employee data contained in the database.

PaySheet Creation (contd..)

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Tables that get effected  PS_PAY_PAGE/PS_PAY_LINE  PS_PAY_EARNINGS  PS_PAY_OTH_EARNS Takes employee‟s salary or hourly rate, figures out how many hours the employee worked, figures out earnings. Creates payline for each employee to be paid.

These earnings(rows) are created in PS_PAY_EARNINGS and PS_PAY_OTH_EARNS during this process.

PaySheet Creation (Contd..) Home->North American Payroll->Payroll Processing>Create Pyseets>Create Initial Paysheet

PaySheet Creation (Contd..)

PaySheet Creation(Contd..) Home->North American Payroll->Update Paysheets->By paysheet

PaySheet / Pay Line 

Manual Check – Check has been cut outside PS payroll. Create an Offcycle paysheet and record earnings, deductions and taxes etc.. Run the calc and confirm.

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OK to Pay – Yes or No

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Job Pay – Check against Job record or manual entry of reg salary, earnings begin date and end date, locality etc..

Pay Calculation When?? Pay calculation is processed AFTER the Paysheets have been created and updated with the changes required for that pay period.

For whom? Pay calculation is performed for all the employees with pay earnings within a payline marked „OK to Pay‟

What If there we encounter a problem? If any problem is encountered during pay calc, then system issues error messages. If the errors are not fatal, and are only warning messages then you can choose to continue with errors.

Pay Calc Run Control Home->North American Payroll->Payroll Processing->Calculate Pay

Tables from which Pay Calc selects data PS_PAY_CALC_RUNCTL 

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PS_PAY_CALENDAR 

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One-time taxes for the calendar being processed are selected (U.S. only).

PS_PAY_CTX_OVRD 

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One-time deductions for the calendar being processed are selected.

PS_PAY_TAX_OVRD 

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Other earnings for the calendar being processed are selected.

PS_PAY_ONE_TIME 

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Using the PAY_LINE_STATUS on PS_PAY_EARNINGS and the CALC_SELECT field on PS_PAY_CALC_RUNCTL, the system selects the records to be calculated. If the run control specifies RECALCULATE ALL, all records with OK_TO_PAY = „Y‟ are calculated, even if they were already calculated successfully. If the run control specifies CALCULATE WHERE NEEDED, the system only calculates those records where OK_TO_PAY = „Y‟ and the PAY_LINE_STATUS is I, P, U, or E.

PS_PAY_OTH_EARNS 

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Lines for the calendar being processed are selected.

PS_PAY_EARNINGS 

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Pages for the calendar being processed are selected.

PS_PAY_LINE 

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Using the Run Control ID, the process selects the appropriate pay calendar information.

PS_PAY_PAGE 

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The process selects the run control record that is added by the user prior to running the process. The run control might be set up to RECALCULATE ALL or CALCULATE WHERE NEEDED. If the run control specifies RECALCULATE ALL, all records are calculated, even if they were already calculated. If the run control specifies CALCULATE WHERE NEEDED, the system looks at the PAY_LINE_STATUS to determine which records to calculate.

One-time taxes for the calendar being processed are selected. (Canadian only.)

PS_GARN_OVRD 

One-time garnishments for the calendar being processed are selected.

Tables into which PayCalc process inserts.. 

PS_PAY_CHECK 

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PS_PAY_DEDUCTION 

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This table is updated with the earnings totals that make up the special accumulators.

PS_PAY_INS_EARNS 

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This table is updated with the garnishment deductions taken for each check. This table contains current period deductions, as well as prior periods.

PS_PAY_SPCL_EARNS 

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This table is the Canadian version of PS_PAY_TAX.

PS_PAY_GARNISH 

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This table is updated with all taxes taken for each check. It is stored by employee, tax class, and pay end date. This table contains the current pay period, as well as previous periods.

PS_PAY_TAX_CAN 

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This table is updated with all deductions taken on each check. It is stored by employee, deduction, and pay end date. This table contains the current pay period, as well as previous periods.

PS_PAY_TAX 

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This table is updated with the gross-to-net information for each paycheck.

This table is used by Canadian payroll only. It is updated with Canadian unemployment earnings information for each check. This table contains current period information, as well as prior periods.

PS_PAY_MESSAGE 

This table is updated with standard payroll error messages that are encountered during the process. If the error that occurred is a high-level error (for example, Deduction Table not found), the error is only reported on the payroll messages for the first employee who meets this condition. Other employees who meet this condition have their PAY_LINE_STATUS set to 'E,' but they aren‟t reported in the payroll messages. The assumption is that once the Deduction Table is added, it fixes the error for all employees. This prevents the PAY_MESSAGE table from filling up with duplicate messages. If a low-level error is encountered (for example, employee tax data not found), this error is reported in the payroll messages for all employees who meet this condition.

Tables that the PayCalc process updates… 

PS_PAY_CALENDAR 

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PS_PAY_PAGE 

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New records might be added to this table as a result of the paysheet update process (in other words, new employees that were hired since PAYSHEET or CALCPAY were last run).

PS_PAY_EARNINGS 

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New records might be added to this table as a result of the paysheet update process (in other words, new employees that were hired since PAYSHEET or CALCPAY were last run).

PS_PAY_LINE 

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The PAY_PRECALC_RUN flag is set to „Y‟ when a preliminary calculation process runs successfully. The PAY_CALC_RUN flag is set to „Y‟ when a final calculation process runs successfully. You aren‟t allowed to run the CONFIRM process until the PAY_CALC_RUN flag is set to „Y.‟

The PAY_LINE_STATUS is updated as follows:

C - Calculated successfully. E - Calculation error. Check for payroll messages or other errors. P- An error occurred that prevented CALCPAY from completing. This check is recalculated when CALCPAY is rerun. Earnings or other paysheet fields might be updated as a result of a job change or new hires made since paysheets or CALCPAY were last run.

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PS_PAY_OTH_EARNS 

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Other earnings might be updated as a result of a change on the Additional Pay Data pages.

PS_PAY_CHECK 

Earnings, taxes, or deduction amounts might be updated as a result of a change on the paysheet. PAYCHECK_STATUS is set to „C‟ for calculated.

Reviewing Payroll Messages 

During the payroll process, the system will create error messages if it encounters any errors.

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These messages can be printed or viewed online at:

Manage Payroll Process > Inquire > Payroll Error Messages page 

Any system Pay Calculation errors, or those not marked in Continue With Errors should be corrected before Pay Confirmation can begin

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If the errors cannot be corrected then the system will turn off the OK to Pay flag for the employee on the Paysheet.

Running Final Pay Calculation  

When all errors are corrected, you can run the final Pay Calculation To do this, run the Pay Calculation one more time, with Preliminary Calculation Run check turned off

Home->North American Payroll->Payroll Processing->Run Payroll>Calculate Pay

Pay Confirmation 

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Last step in running payroll Tells the system that payroll information is reviewed and approved and we ready to start producing Pay Checks Pay Confirm process is managed with a pay run control. Paysheet information cannot be updated once the Pay Confirmation is completed. Pay Confirmation results can be reviewed using hard copy reports or other available online Pay Check pages

Pay Confirmation

Home>North American Payroll->Payroll Processing->Run Payroll->Confirm Pay

Tables from which Pay Confirm Selects… 

PS_PAY_CONF_RUNCTL 

The process selects the run control record that is added by the user prior to running the process.

PS_PAY_CALENDAR 

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PS_INSTALLATION 

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Paychecks where PAYCHECK_STATUS = „C‟ are selected.

PS_PAY_EARNINGS 

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Lines for the calendar being processed are selected.

PS_PAY_CHECK 

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Pages for the calendar being processed are selected.

PS_PAY_LINE 

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The process selects the Balance ID for the calendar year.

PS_PAY_PAGE 

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Using the Run Control ID, the process selects the appropriate pay calendar information.

Pay earnings where PAY_LINE_STATUS = „C‟ are selected.

PS_PAY_SPCL_EARNS 

Special accumulator amounts for the calendar being processed are selected.

PS_PAY_INS_EARNS 

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PS_PAY_TAX 

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Unemployment insurable earnings for the calendar being processed are selected (Canadian only).

Taxes taken for the calendar being processed are selected.

PS_PAY_TAX_CAN 

Taxes taken for the calendar being processed are selected (Canadian only).

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PS_PAY_GARNISH

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PS_PAY_DEDUCTION

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Garnishments taken for the calendar being processed are selected. Deductions taken for the calendar being processed are selected.

Tables into which Pay Confirm Inserts.. 

PS_BOND_LOG 

The bond log table is updated with bond deductions taken in the current period.

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PS_PAY_DISTRIBUTN

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PS_PAY_MESSAGE

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Canadian version of PS_CHECK_YTD.

PS_CAN_ERN_BALANCE 

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Garnishment balances are updated with the current period amounts.

PS_CAN_CHECK_YTD 

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Tax balances are updated with the current period amounts.

PS_GARN_BALANCE 

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Deduction balances are updated with the current period amounts.

PS_TAX_BALANCE 

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Earnings balances are updated with earnings and special accumulator data for the current period.

PS_DEDUCTION_BAL 

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This balance table is updated with the current period check information.

PS_EARNINGS_BAL 

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This table is updated with the check information that is later used by the check reconciliation process.

PS_CHECK_YTD 

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This table is updated with standard payroll error messages that are encountered during the process.

PS_PAY_CHECK_DUE 

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The pay distribution table is updated with check and advice information.

Canadian version of PS_EARNINGS_BAL.

PS_CAN_DED_BALANCE 

Canadian version of PS_DEDUCTION_BAL.

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PS_CAN_TAX_BALANCE

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PS_INS_EARNS_BAL

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Canadian version of PS_TAX_BALANCE. Unemployment insurable earnings balances are updated with the current period amounts (Canadian only).

Tables the Pay Confirm Updates… 

PS_PAY_PAGE 

CONFIRMED flag is set to „Y.‟

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PS_PAY_LINE

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PS_PAY_EARNINGS

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Unprocessed data fields are updated on employee leave accrual records. A leave accrual record is inserted, if the employee has not yet been processed through the ACCRUAL process.

PS_PAY_FORM_TBL 

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Employee vacation benefit table is updated to reflect the new goal balance (GOAL_BAL).

PS_LEAVE_ACCRUAL 

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Employee general deduction data is updated to reflect the new goal balance (GOAL_BAL).

PS_VACATION_BEN 

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Garnishment specification data is updated to reflect the new limit balance (GARN_LIMIT_BAL).

PS_GENL_DEDUCTION 

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Additional pay data is updated to reflect the new goal balance (GOAL_BAL).

PS_GARN_SPEC 

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Deduction arrears balances are updated to reflect the current arrears balances.

PS_ADDL_PAY_DATA 

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PAYCHECK_STATUS is set to „F.‟

PS_DED_ARREARS 

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PAY_LINE_STATUS is set to „F.‟

PS_PAY_CHECK 

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CONFIRMED flag is set to „Y.‟

The LAST_FORM#_USED is updated on the form table.

PS_PAY_CALENDAR 

The PAY_CONFIRM_START flag is set to „Y‟ when the process is started initially. The PAY_CONFIRM_RUN flag is set to „Y‟ when the process runs to completion successfully.

Tables from which Pay Confirm Deletes…  

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PS_PAY_CONF_RUNCTL  The run control is deleted after the process is initiated. PS_PAY_MESSAGE  Messages from the prior run are deleted by company, pay group, pay end date, and offcycle indicator. Page number is also used for off-cycle check processing. PS_PAY_PAGE  Records whose PS_PAY_LINE entries are no longer there. PS_PAY_LINE PS_PAY_GARN_OVRD  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted. PS_PAY_EARNINGS  Records where OK_TO_PAY = „N‟ are deleted. PS_PAY_OTH_EARNS  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted. PS_PAY_ONE_TIME  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted. PS_PAY_TAX_OVRD  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted. PS_PAY_CTX_OVRD  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.

Tables from which Pay Confirm Deletes…(contd..) 

PS_PAY_DEDUCTION  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.

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PS_PAY_TAX  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted. PS_PAY_TAX_CAN  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted. (Canadian version of PS_PAY_TAX.)

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PS_PAY_GARNISH  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.

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PS_PAY_CHECK  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.

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PS_PAY_SPCL_EARNS  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.

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PS_PAY_INS_EARNS  Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted (Canadian only).

Post to General Ledger

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Use the integration with PeopleSoft Enterprise General Ledger and EnterpriseOne General Ledger to transfer the expenses and liabilities incurred from a pay run to the General Ledger application

Pay Taxes

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Use the integration with PeopleSoft Enterprise Payables to transmit tax data to the Payables application for automatic payment to tax authorities.

Pay Third Parties

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Use the integration with Payables to transmit employee and employer deductions such as garnishments and benefit deductions to the Payables application for automatic payment to third parties

Payroll Reports

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Payroll for North America provides dozens of reports to help you monitor payroll processing and comply with regulatory and tax reporting requirements. You can view reports online or print hard copies. You can also tailor the reports to fit the special needs of your organization.

Prominent features of PeopleSoft Reports 

Summarize tax details at the employee and company level.

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Report earnings, deductions and taxes by employees, pay groups, and departments.

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Report tax data necessary for filing of tax forms at the Federal, state and local levels

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Report tax deposit information

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Create checks and advices

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Report error conditions present in your database as you complete the various steps in producing a payroll

Error Reports Six reports to troubleshoot the payroll.  

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TAX900 – Error Listing Report PAY034 – Database Audit Prior to Paysheet PAY035 – Paysheet Records Audit Prior to Pay Calc PAY011 – Payroll Error Messages for Employees PAY036 – Paysheet Records Audit Prior to Confirm PAY010 – Employees Not Processed In Current Payroll

Off-Cycle Processing

Need for Off-cycle processing: Enables the creation of paychecks that need to be issued outside the normal payroll cycle.

Typical use of off-cycle payroll processing To create checks for:   

Employees being terminated. New hires that were not entered into the system in time for the last on-cycle payroll run. Employees who received an incorrect payroll check during a normal payroll

Steps for Check Reversal A reversal is appropriate when a check is produced which should not have been produced, or should not have been produced the way it was – and it still hasn‟t been cashed yet. Steps for Check Reversal: Step 1: Identify the paycheck number, paycheck issue date, company, pay group and employee for whom pay check is to be reversed. Step 2: Setup the Paycheck Reversal/Adjustment Run Control parameters page by inputting the data identified in step 1

Steps for Check Reversal

Step 3: Select the “Reversal” radio button on the Paycheck Reversal/Adjustment Run Controls parameters page Step 4: Review the calculated results online under the Paycheck Data menu in the inquire menu group Step 5: Confirm the Reversal

Q&A

Thank you