Table of Contents
DEFINE PAYROLLS#
Payrolls may be created and maintained in the Define Payrolls (IPPR) form. Payrolls define the pay frequency for various groups of employees. Separate Payrolls are defined for each pay frequency in which a group of employees are paid. This means that employees who are paid at different times will have separate payroll codes. E.G. employees paid every week; employees paid every two weeks. Employees who have the same pay frequency, pay dates, and payroll bank will belong to the same payroll and have the same payroll code.An employee can be on only one payroll code per ‘Employment Type’. Employment type is defined for each employee on the IEHR (Establish Personnel Profiles) form. Examples of employment types would be ‘Employee’, ‘Contractor’ or ‘Retiree’.
Each Payroll Code will need to be defined in full detail.
Payroll Information data is stored in the P2K_PR_PAYROLLS table.
- Entity
- This field displays the entity for which the payroll is defined.
- Payroll
- This field holds a user-defined code that uniquely identifies the payroll within the organization.
- Description
- This field gives a short description of the payroll code.
Payroll tab#
- Legislation
- This code indicates the primary country whose legislation governs the organization.
- Pay Point Set
- The pay point set is a set of payroll calculation instructions to be executed for this payroll during the pay cycle.
- Pay Calendar
- This field defines which calendar is to be used for this payroll. E.G. Pay Period dates, Pay Issue dates, etc.
- Additional Tax Option
- This field is used when an employee opts to pay additional tax per pay period. You may specify one of the following:
- Always - Additional tax is always taken, regardless if the employee has tax withheld
- Only If Available - Additional tax is taken only if the employee has income tax removed.
- MTD Summary
- MTD Summary is the month to date summary toggle. If the MTD Summary toggle is checked, the pay close process (UPCLOZ) will create and store month-to-date totals. If the MTD Summary toggle is not checked, no month-to-date totals will be kept. Monthly_Summaries is an optional toggle field.
- For Canadian Installations: MTD totals are required in order to store month-to-date totals required for the Canada Custom Revenue Agency (CCRA). All Canadian clients must keep Mtd information in order to retrieve the monthly information needed to do monthly remittance on the RPYEC report.
- QTD Summary
- QTD Summary is the quarter to date summary toggle.If the QTD Summary toggle is checked, the pay close process (UPCLOZ) will create and store quarter-to-date totals. If the QTD Summary toggle is not checked, no quarter-to-date totals will be kept.
- For U.S. installations: Quarter-to-date totals are mandatory.
- For Canadian Installations: Quarter-to-date totals are optional.
- Quarterly_Summaries is an optional toggle field.
- Fiscal Summary
- If the ‘Fiscal Summaries’ toggle is checked, the pay close process (UPCLOZ) will create and store fiscal-to-date totals.
- If the ‘Fiscal Summaries’ toggle is not checked, no fiscal-to-date totals will be kept.
- If the fiscal year runs for a different 12-month period (e.g. April to March), or is based on a 13 period year, we recommend that separate fiscal totals be kept from the year-to-date totals.
- Fiscal_Summaries is an optional toggle field.
- Assignment Summary
- If the 'Assignment Summary' toggle is checked, the Rebuild Todate Records process (UPTODATE) will process 'Assignments to Date' records.
- Tax Exempt Point
- For Canadian Installations Only.
- This field indicates the minimum, midpoint or maximum of the TD1 claim code range amount that should be used when calculating taxes. The process for how the employee’s tax exemption should be calculated is based on the governmental tax tables. These toggles should be adjusted if, during payroll testing, users find that the taxation amounts are slightly off.
- Minimum
- Mid Point (default)
- Maximum
- Tax_Exempt_Point is a mandatory fixed lexicon (X_TAX_EXEMPT_POINT).
- Account for Checks
- This field indicates the bank account from which the funds are withdrawn for check payments. Bank_Account from P2K_PR_PAYROLL_BANK_ACCOUNTS is an optional 30-character alphanumeric field that you may manually enter or use the LOV (F9) to choose an option.
- Account for Deposits
- This field displays the bank account from which the funds are withdrawn for deposit payments. Bank_Account from P2K_PR_PAYROLL_BANK_ACCOUNTS is an optional 30-character alphanumeric field that you may manually enter or use the LOV (F9) to choose an option.
- Bank Name
- This field identifies the bank where the account for checks is held. Bank Name will default based on the Account for checks chosen from IPBA, needs to be added.
- Bank Name
- This field identifies the bank where the account for deposits is held. Bank Name will default based on the Account for deposits chosen from IPBA, needs to be added.
- Detailed Pay Stub
- The Detailed Pay Stub is an option that allows the client to specify if details such as wage rate should or should not display in IPDS. The options are: Include Wage Rate, No Wage Rate and Suppress Details.
- Earnings Element
- All current and year-to-date earnings that are to appear on the stubs and/or notices need to be indicated in this element. The Gross Pay element may be used.
- Deductions Element
- All current and year-to-date employee deductions that are to appear on the stubs and/or notices need to be indicated in this element. The Total Deductions pay element may be used.
- Benefits Elements
- All current and year-to-date employee contributions that are to appear on the stubs and/or notices need to be indicated in this element.
- Other Elements
- Any other current pay component amounts that are to appear on the stubs and/or notices may be indicated in this element.
- Max. Gross
- If a maximum gross is entered in this field, a warning will be issued in the payroll exception report when an employee’s gross exceeds this amount. Maximum_Gross is an optional 18 digit numeric field that you must manually enter.
- Max. Net
- If a maximum net is entered in this field, a warning will be issued in the payroll exception report when an employee’s net exceeds this amount. Maximum_Net is an optional 18 digit numeric field that you must manually enter.
- Maximum gross and net do not affect how an employee’s pay is calculated.
- Min. Net
- If a minimum net is entered in this field, a warning will be issued in the payroll exception report when an employee’s net is below this amount.
- The employee’s net pay will be adjusted to this amount. This may mean that one or more deductions will not be taken.
- Minimum_Net is an optional 18 digit numeric field that you must manually enter.
- Starting Check #
- This field displays the first check number in the series. Starting_Number is a mandatory 10 digit numeric field that you may either manually enter or select from the LOV.
- Ending
- This field displays the last check number in the series. The information in this screen is for display only. The values are defined in the IPBA form and may not be edited directly in this screen. Ending_Number is for display only.
- Last Used
- This field displays the last check number issued for this account. The information in this screen is for display only. The values are defined in the IPBA form and may not be edited directly in this screen. Last_Number_Used is for display only.
- ADP Tax Company
- This field is used for clients reporting payroll to ADP. This optional 50-character alphanumeric field holds the name of the company as it will be reported to ADP. Each Payroll is linked to a specific “ADP Tax Company” and this information must be entered on this screen. This is used in the Quarterly Reporting process to ADP.
- ADP File Number
- This field is used for clients reporting payroll to ADP. This optional 10-Digit numeric field holds the ADP file number of each company as it will be reported to ADP.
Batch Elements tab#
The Batch Element tab will allow you to set up a list of the elements used to balance the batch.- Element
- The batch elements are lists of pay components that need to be used to balance ‘Actuals’ from the pay header transaction lines against ‘Givens’ that you may supply in the batch. Element_Code from P2K_PR_ELEMENTS is an optional field that you may manually enter or use the LOV (F9) to choose an option.
- Description
- This field provides a short description of the batch element. Description is an optional 50-character alphanumeric field that will default from the element code.
The sort order of batch balancing elements on the Transaction Audit Report (UPAUDT) is based on the “Element Description” from Pay Elements (IPPE), not the Pay Element code.
