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.
Assign employee earnings and deductions
using a variety of online pages.
View payroll summary data for all employees.
Basic PeopleSoft Payroll
Concepts
Earnings
– Is a setup on Earnings Table
contain the primary information necessary to
process payroll earnings.
Deductions
– Is a setup on deductions Table
contain the primary information necessary to
process Payroll Deductions
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.
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 Points
with HCM Applications
PEOPLESOFT
PAYROLL
v
Total Comp
Benefits
Admin
Base
Benefits
Variable
Comp
Time And
Labor
Absence
Management
Employee
Stock
Admin
Retiree
Admin
PeopleSoft
Pension
Admin
Human Resources/
Administer Workforce
Business Process of NA
Payroll:
Set Up and Maintain Core Payroll Tables
Set Up and Maintain Employee Pay Data
Process the Payroll
Post to General Ledger
Pay Taxes
Pay Third Parties
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.
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
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
Benefit Plans
Employee Tax Data
Gen Deduction Data
Earnings
Administer
Workforce page
Administer Base
Benefits page
Maintain
Payroll Data
Page
Dependent
Beneficiary
Additional Pay
Setting Up Employee Info
Contd…
Setting up Employee – Job
Data
Pay Roll Process
The basic steps of payroll processing :
Create Paysheets
Pay Calculation
Payroll Processing steps
Print Reports
Checks
Advices
Setting Up
Tables
Pay
Confirmation
Pay
Calculation
Paysheets
Setting Up
Employees
Paysheets
Paysheets
Paysheets
Paysheets
Paysheets
Payroll
Reports
Paysheets
Paysheets
Payroll
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..)
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 / 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.
OK to Pay – Yes or No
Job Pay – Check against Job record or manual
entry of reg salary, earnings begin date and
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
Tables from which Pay Calc
selects data
PS_PAY_CALC_RUNCTL
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.
PS_PAY_CALENDAR
Using the Run Control ID, the process selects the appropriate pay calendar information.
PS_PAY_PAGE
Pages for the calendar being processed are selected.
PS_PAY_LINE
Lines for the calendar being processed are selected.
PS_PAY_EARNINGS
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
Other earnings for the calendar being processed are selected.
PS_PAY_ONE_TIME
One-time deductions for the calendar being processed are selected.
PS_PAY_TAX_OVRD
One-time taxes for the calendar being processed are selected (U.S. only).
PS_PAY_CTX_OVRD
One-time taxes for the calendar being processed are selected. (Canadian only.)
PS_GARN_OVRD
Tables into which PayCalc
process inserts..
PS_PAY_CHECK
This table is updated with the gross-to-net information for each paycheck.
PS_PAY_DEDUCTION
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
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
This table is the Canadian version of PS_PAY_TAX.
PS_PAY_GARNISH
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
This table is updated with the earnings totals that make up the special accumulators.
PS_PAY_INS_EARNS
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
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.‟
PS_PAY_PAGE
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
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
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.
PS_PAY_OTH_EARNS
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.
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
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
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
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
Using the Run Control ID, the process selects the appropriate pay calendar information.
PS_INSTALLATION
The process selects the Balance ID for the calendar year.
PS_PAY_PAGE
Pages for the calendar being processed are selected.
PS_PAY_LINE
Lines for the calendar being processed are selected.
PS_PAY_CHECK
Paychecks where PAYCHECK_STATUS = „C‟ are selected.
PS_PAY_EARNINGS
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
Unemployment insurable earnings for the calendar being processed are selected (Canadian only).
PS_PAY_TAX
Taxes taken for the calendar being processed are selected.
PS_PAY_TAX_CAN
Taxes taken for the calendar being processed are selected (Canadian only).
PS_PAY_GARNISH
Garnishments taken for the calendar being processed are selected.
PS_PAY_DEDUCTION
Tables into which Pay
Confirm Inserts..
PS_BOND_LOG
The bond log table is updated with bond deductions taken in the current period.
PS_PAY_DISTRIBUTN
The pay distribution table is updated with check and advice information.
PS_PAY_MESSAGE
This table is updated with standard payroll error messages that are encountered during the process.
PS_PAY_CHECK_DUE
This table is updated with the check information that is later used by the check reconciliation process.
PS_CHECK_YTD
This balance table is updated with the current period check information.
PS_EARNINGS_BAL
Earnings balances are updated with earnings and special accumulator data for the current period.
PS_DEDUCTION_BAL
Deduction balances are updated with the current period amounts.
PS_TAX_BALANCE
Tax balances are updated with the current period amounts.
PS_GARN_BALANCE
Garnishment balances are updated with the current period amounts.
PS_CAN_CHECK_YTD
Canadian version of PS_CHECK_YTD.
PS_CAN_ERN_BALANCE
Canadian version of PS_EARNINGS_BAL.
PS_CAN_DED_BALANCE
Canadian version of PS_DEDUCTION_BAL.
PS_CAN_TAX_BALANCE
Canadian version of PS_TAX_BALANCE.
PS_INS_EARNS_BAL
Tables the Pay Confirm
Updates…
PS_PAY_PAGE
CONFIRMED flag is set to „Y.‟
PS_PAY_LINE
CONFIRMED flag is set to „Y.‟
PS_PAY_EARNINGS
PAY_LINE_STATUS is set to „F.‟
PS_PAY_CHECK
PAYCHECK_STATUS is set to „F.‟
PS_DED_ARREARS
Deduction arrears balances are updated to reflect the current arrears balances.
PS_ADDL_PAY_DATA
Additional pay data is updated to reflect the new goal balance (GOAL_BAL).
PS_GARN_SPEC
Garnishment specification data is updated to reflect the new limit balance (GARN_LIMIT_BAL).
PS_GENL_DEDUCTION
Employee general deduction data is updated to reflect the new goal balance (GOAL_BAL).
PS_VACATION_BEN
Employee vacation benefit table is updated to reflect the new goal balance (GOAL_BAL).
PS_LEAVE_ACCRUAL
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
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
Tables from which Pay
Confirm Deletes…
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
off-cycle indicator. Page number is also used for off-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
Tables from which Pay
Confirm Deletes…(contd..)
PS_PAY_DEDUCTION
Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.
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.)
PS_PAY_GARNISH
Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.
PS_PAY_CHECK
Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.
PS_PAY_SPCL_EARNS
Records whose PS_PAY_EARNINGS have OK_TO_PAY = „N‟ are deleted.
