'DEFINE GROUPS'#
Groups define policy implementations for a unit and are the components that determine the sets of employment and pay rules that must be applied to an employee when processing their work, pay, benefit, and attendance information.The group codes will be used to define standard hours per day, per week, per pay, the default wage basis and automatic pay generation rules. The group code will allow the employee's record to inherit the values defined at this level, however, authorized users may override these values. Employees in the system are connected to a unit and group code through their position code on the assignment. This association tells the system what rules and policies govern the employee. Groups are managed together for payroll processing through the payroll code.
Group codes must be unique within a unit, in addition, they should be unique within an entity and are associated with a specific payroll.
The reasons for defining a group include variations in the set of rules governing benefit options, vacation and other leave policies, working conditions such as standard hours, pay schedule and frequency, etc.
Examples of groups include: full time, part time, permanent, contract, grandfathered, temporary, co-op, etc. This is a date sensitive form; information is viewed “As Of” a specific date.
‘Maintain Groups’ Usage and Examples#
Group data is stored in the P2K_CM_GROUPS and P2K_CM_GROUP_DETAILS tables.- Group
- This field holds a user-defined code that uniquely identifies the group to the organization. Group_Code is a 16-character alphanumeric mandatory field.
- Standing
- Standing is used to indicate whether the record is active, frozen or obsolete. Active will default. Standing is an optional fixed lexicon (X_STANDING).
- Unit
- This field displays the unit to which the group belongs. Unit_Code from IDUN (P2K_CM_UNITS) is a 16-character alphanumeric mandatory field.
- Entity
- This field displays the entity to which the group belongs. Entity_Code from IDEN (P2K_CM_ENTITIES) is a 16-character alphanumeric mandatory field.
- Change Reason
- This field displays the ‘Change Reason’ code, which provides the rationale as to why information has been created or changed as of an effective date. Change_Code is a 16-character alphanumeric optional field.
Define Groups (IDGR) - Definition #
- Description
- This field shows a user-defined description of the group.Description is a 50-character alphanumeric optional field.
Definition #
- Employment Type
- This field describes the type of relationship that the employees in this group have with the organization. When an employee is hired, their employment type will be inherited from the group, but you may override it. The employee's employment type will be displayed on the id line of all of the employee-related forms. Employment_Type is an optional fixed lexicon (X_EMPLOYMENT_TYPE).
- Group Type
- This field specifies whether the group is full time, part time, COBRA etc. Group_Type is an optional fixed lexicon (X_GROUP_TYPE).
- Initial Status
- The initial employment status describes the condition of an employee’s employment with the organization when hired into a group. This will default to the IEHR – Personnel Profile form for new hires. Status_Code from IDES (P2K_CM_EMPLOYMENT_STATUSES) is a 16-character alphanumeric mandatory field.
- Ending Status
- The ending employment status describes the condition of an employee’s employment with the organization after termination. Status_Code from IDES(P2K_CM_EMPLOYMENT_STATUSES) is a 16-character alphanumeric optional field.
- Pay Type
- This field indicates whether the pay type is hourly, salaried or commission. Pay type is used to control such things as forced balancing for semi-monthly and monthly paid employees and time sheet generation, as an example. Pay_Type is an optional fixed lexicon (X_PAY_TYPE).
- Contract Type
- This field identifies what type of contract exists for the group. Contract_Type is an optional fixed lexicon (X_CONTRACT_TYPE). Contracts will be discussed further during Basic Salary Administration training.
Rate Details #
- Hourly Rounding
- This field shows the rounding factor to be used when converting a wage or salary amount to an hourly rate. To round to two decimals, use a rounding factor of 0.005. To round to four decimals, use a rounding factor of 0.00005. Hourly_Rounding is an optional numeric field.
- Daily Rounding
- This field shows the rounding factor to be used when converting a wage or salary amount to a daily rate. To round to two decimals, use a rounding factor of 0.005. To round to four decimals, use a rounding factor of 0.00005. Daily_Rounding is an optional numeric field.
- Weeks Per Year
- The weeks per year factor will be used to annualize a weekly rate of pay. This factor is necessary whenever the rate basis is defined as weekly, as all other rates will be derived by converting the base rate first to an annual salary/wage. 52.0000 Weeks_Per_Year is an optional numeric field.
- Months Per Year
- The months per year factor will be used to annualize a monthly rate of pay. This factor is necessary whenever the rate basis is defined as monthly; converting the base rate first to an annual salary/wage will derive all other rates. 12.0000 Months_Per_Year is an optional numeric field.
- Wage Step Rule
- The wage step rule determines the way that automatic step increases will be applied. The field of rate step rule is an LOV (List of Values); the list of rate step rules that is created for this field will be given further definition/rules in Salary Administration training. Wage_Step_Rule_Code from ISRS (P2K_SA_WAGE_STEP_RULES) is an optional 16-character alphanumeric field.
- Fulltime Wage
- If the FTE indicated in the Work Arrangement area is less than 1.00, this toggle will indicate if the displayed salary or wage should be converted to a Full Time Equivalent factor (FTE). The FTE is defined on several forms such as Maintain Positions (IDPS) or Maintain Assignments (IEAS). Suppose an employee has an FTE of 0.5 and the wage rate indicated is $4,000. If the toggle is OFF, this means that the employee will actually receive the full $4,000. If the toggle is turned ON, the displayed salary or wage is the 1.00 Full Time Equivalent amount. This means that in this case, where the FTE is 0.5, the employee will receive $2,000. Use_FTE_Wages is an optional toggle field.
Define Groups (IDGR) - Work Rules #
- Work Rule
- Work rules are used to determine standard payroll processing information required to create pay headers and transactions for an employee. Work_Rule_Code from P2K_CM_WORK_RULES is a 16-character alphanumeric mandatory field. Work Rules are defined on the IDWR form and will be discussed further during Basic Salary Administration training. If the work rule is specified and has the following defined on the IDWR form:
- Std Hrs/Day,
- Std Hrs/Week, and
- Std Hrs/ Pay
- Std Hrs/Day
- This field shows the standard hours in a normal work day. You may accept the default Std Hrs/Day from the work rule or manually override it. Std_Hours_Per_Day is an optional numeric field.
- Std Hrs/Week
- This field shows the standard hours in a normal work week. You may accept the default Std Hrs/Week from the work rule or manually override it.Std_Hours_Per_Week is an optional numeric field.
- Std Hrs/Pay
- This field shows the standard hours in a regular pay period. You may accept the default Std Hrs/Pay from the work rule or manually override it. Std_Hours_Per_Pay is an optional numeric field.
- Payment Method
- Payment method is used to define the default payment method for this group during the pay cycle. The employee may override the payment method at timesheet level. Pay_By_Check is an optional fixed lexicon (X_PAY_BY_METHOD).
- Payroll
- This field shows the payroll in which this group will be processed. May be completed during Payroll Training. Payroll_Code from (P2K_PR_PAYROLLS) is an optional field.
- FLSA Hours
- This field shows the base hours after which the FLSA calculation will begin. FLSA_Hours is an optional numeric field.
- FLSA Factor
- This field shows the rate at which hours over the base need to be paid. FLSA_Factor is an optional numeric field.
- FLSA User Calc
- If a UserCalc is needed to enhance the FLSA process it needs to be indicated here. USER_CALC_Code from P2K_AM_USER_CALCS is an optional 16-character alphanumeric field.
- FLSA Calendar
- If FLSA is to be calculated over more than 7 days, a calendar must be set up to define the cycle. Calendar_Code from P2K_CM_CALENDARS is an optional 16-character alphanumeric field.
- Accrual Method
- The GL accrual method determines how to derive the accrual factor used in calculating end-of-month payroll accruals in the Payroll GL Process (UPGL). The ‘Calendar Days’ method calculates the payroll accrual factor by dividing the number of calendar days that have not been accounted for in the month by the number of calendar days in a standard pay period. The ‘Working Days’ method calculates the payroll accrual factor by dividing the number of working days that have not been accounted for in the month by the number of working days in a standard pay period. Accrual_Method is an optional fixed lexicon (X_ACCRUAL_METHOD).
- GL Fund User Calc
- GL Fund User Calc indicates the user calc which will be used to calculate 'Balance To Complete' for the funds that are paid for employees of this group. This may be overridden at each individual fund level, on the IDGF screen.
Define Groups (IDGR) - Registrations#
In the Registration tab you must define all levels of government registrations according to the Government Registrations on IDGV form. When an employee is paid under this group, all government reporting for the employee will be reported according to the registrations identified on this tab.- Fed Regist Set
- This field allows you to set up the Federal Registrations sets which will allow you to define one or multiple registrations at the federal level. You would most likely set up one government registration set on the IDGV form unless your company has multiple registrations with the government. For multiple government registrations, you may set up either different registrations sets or different registration types for registration set. Govt_Regist_Set from P2K_CM_GOVT_REGIST_SETS is a 16-character alphanumeric mandatory field.
- Fed Regist Type
- For each registration set at the federal level, you can set up from 1 to 9 federal registration numbers. This field indicates the Federal Registration to which this group belongs.
e.g. US Fed Regist 1, US Fed Regist 2 .............… up to US Fed Regist 9
Fed_Regist_Type is a mandatory fixed lexicon (X_GOVT_REGIST_TYPE) that you may use to look up the value.
- Fed Regist #
- This value in this field is defaulted from the IDGV form once the Fed Regist Set and Fed Regist Type fields are completed. You will not be able to alter this information directly from this screen. This Fed Regist # is stored in GOVT_REGIST_NUMBER of the group.
- W2 Emp Type
- For US Quarterly and Year End Reporting, your are required to report to the USA government if the employee's type of employment is one of the following:
- Regular
- Agriculture
- Household
- Military
- Medicare Qualified
- Railroad
- CDN EI Rate
- In Canada, if an employer belongs to a specific Labor Wage Loss plan that qualifies them to pay a lower ‘Employment Insurance Employer’ rate, then the government will issue the Reduced EI rate to that employer and may assign the employer a different Business Number. If a secondary Business Number is assigned, then you must set up that number on the IDGV form. If only the EI Reduced Rate is assigned, then you may enter that rate on either the IDGR or IDGV form. The Cdn EI rate defined on IDGR overrides the Cdn EI Reduced Rate registration defined on IDGV. CDN_EI_Reduced_Rate is an optional numeric field.
- State/Prov Regist Set
- This field allows you to set up State and Provincial Registrations sets that allow you to define one or multiple registrations at the state and provincial level. You would most likely set up one government registration set on the IDGV form unless your company has multiple registrations with the government. For multiple government registrations, you may set up either different registrations sets or different registration types for registration set. The State/Prov Regist Set may be the same or different than the Fed Regist Set. Govt_Regist_Set from P2K_CM_GOVT_REGIST_SETS is a 16-character alphanumeric mandatory field.
- State Regist Type
- For each registration set at the state and provincial level, you can set up from 1 to 9 state/provincial registration numbers. This field indicates the State/Prov Registration to which this group belongs. eg US State Regist 1, US State Regist 2 ..........… up to US State Regist 9 Cdn Prov Regist 1, Cdn Prov Regist 2 ........… up to Cdn Prov Regist 9 State_Regist_Type is a mandatory fixed lexicon (X_GOVT_REGIST_TYPE). Unlike the federal registration, IDGR will not retrieve and display the State/Prov Registration # after the State/Prov Regist Set and Regist Type are entered. This is because each group can have multiple employees who work and live in many State/Provinces. The actual State/Province Registration number will be retrieved by the Quarterly or Year End reports when the report is run.
- Local Regist Set
- This field allows you to set up Local Registrations sets that allow you to define one or multiple registrations at the local level. In US, you must enter the appropriate Govt. Regist Set defined on the IDGV form.
- Local Regist Type
- For each registration set at the local level, you can set up from 1 to 9 local registration numbers. This field indicates the Local Registration to which this group belongs. eg US Local Regist 1, US Local Regist 2 ........… up to US Local Regist 9 In Canada, although there is currently no Local reporting at this moment, you should enter ‘Cdn Loc - N/A’ in this field for future expansion. Local_Regist_Type is a mandatory fixed lexicon (X_GOVT_REGIST_TYPE). Unlike the federal registration, IDGR will not retrieve and display the Local Registration # after the Local Regist Set and Regist Type are entered. This is because each group can be associated with many employees who work and live in many States. The actual Local Registration number will be retrieved by the Quarterly or Year End reports when the report is run.
- WC Regist Type
- This field will indicates the WC Registration type for this group. The type and the employee’s state/province will determine the WC Clsses and WC Rates the employee receives. For this reason, a group can only belong to one WC Resigstration type. WC_Regist_Type is an optional field which you may complete with a value from the fixed lexicon X_WC_REGIST_TYPE.
