Wiki: IVPPH

PAY HEADERS INTERFACE FILE
Tab 2
Tab 3
Pay Header tab
Checks
Location
Pay Lines tab
Pay Line Details
Premiums
Pay Amounts tab
Journalized tab
Pay Audit tab

PAY HEADERS INTERFACE FILE#

The Pay Headers Interface File screen is used to import historical employee payroll information at a summary level into the software data structures.

Pay Headers Interface File data is maintained on the INF_CV_PAYHEADERS table.

ID: This field uniquely identifies the pay header record within the data base.

Entity: The entity associated with the pay header is identified in this field.

Person: The individual associated with the pay header is identified in this field.

Employment Type: The employment type associated with the pay header is identified in this field.

Date of Hire: The individual's hire date is displayed in this field.

Pay Number: This field shows the unique pay number assigned to each pay header that is created for a person.

User: The user associated with the pay header is identified in this field.

Unit: This is the unit to which the group indicated belongs.

Group: This is the group derived from the pay header assignment work rule.

Country Name: The country where the employee resides is indicated in this field.

Home State: This field holds the state or province where the employee resides.

Work State: This field shows the State or Province code standard abbreviation where the employee works.

Pay Category: The pay category associated with the pay header is displayed in this field.

Pay Calendar: The pay calendar associated with the pay header is displayed in this field.

Pay Period: Pay periods are numbered by the year, followed by the period of the year.

Payroll: This field displays the payroll associated with the pay header.

Batch #: This field shows the batch to which this pay is attached.

Pay Run: The pay run associated with the pay header is displayed in this field.

School: For U.S. installations only: This field shows the school district to which the employee pays taxes.

Home GEO Code

Tab 2#

Work GEO Code

Audited

Check #

Final Pay Method

First Pay in Month

First

Hand Check: This field indicates if the pay header is for a pay which includes a hand written check that needs to be recorded in the system.

Pay by Check: This field indicates whether the payment will be overridden by check or prime deposit.

Source

Stage

Payrun Seq #

Posted Benefits

Posted Attendance

Quick Pay

Tax Weeks

Time Sheet Returned

Check Amount

Pay Issue Date

Sundry Attached

Journalized: If this toggle is ON, the pay line has been processed through the journalizing process (UPLG, UPGL). If the toggle is OFF, the pay line has not yet been journalized, or is not an item that requires journalizing.

Tab 3#

Pay Number: If the category indicated is a reversal, then the pay that is to be reversed must be indicated in this field.

Assignment Code: This field will display the assignment for which this pay is generated.

Assignment Start Date: This field will display the start date of the assignment.

Journalized Fund: This field indicates if the segment of the GL Distribution can be used as a 'Fund'.

Pay #

Period

Payroll: This field shows the payroll associated to the group indicated.

Group: This is the group derived from the pay header assignment work rule. From the assignment of this pay header, it specifies a work rule on IEAS form. Then on IDWR for the Assignment Work Rule, it points to the Pay Header creation ‘Group Source’.

Prime Assignment - Group code for this assignment is always from the employee’s prime assignment.
Posn/Prime Assignment - Group code for this assignment will first check if this assignment is associated with a position, then use the Posn Group Code, otherwise use employee’s prime assignment.
Job Only - Group code for this assignment is always from this assignment’s job code to look up the group code for this job.

: Group_Code will be defaulted from the Group Source tab located in IDWR.

Unit: This is the unit to which the group indicated belongs.

Stage: This field indicates the status of a pay header.

Seq #: This field denotes the order that the pay header was processed within the pay run. This field will be displayed as ‘N/A’ if this pay headers is not attached to a pay run. Pay_Run_Number will be system populated if this pay is calculated.

Source: Indicates the process that created the pay header.

Pay Header tab#

A Pay Header is created to indicate that an employee must be processed through a pay cycle.

Pay headers are associated with a specific pay period, pay category and batch. They may be created by manual entry, or generated through several automated processes, such as the transaction generator and the transaction loader.

An employee can have multiple pay headers (time sheets) per period.

Each pay header for an employee should have a unique pay period and pay category combination.

Assignment: This field will display the assignment for which this pay is generated. This assignment is also established by UPTR or UPTL when loading transactions in bulk. During that process, multiple pays per period may be created for multiple assignments. Assignment_Code will default to the employee’s prime assignment and can be manually entered or use the LOV (F9).

Batch #: This field shows the batch to which this pay is attached.

Pay Period: This field identifies the pay period for which this pay is being generated. Pay periods are numbered by the year, followed by the period of the year. Pay_Periods from P2K_PR_PAY_PERIODS will default from the batch entered but you may manually enter or use the LOV (F9).

Starting: Period start is the date of the first day of the pay period. Pay_Period_Start_Date will default from the pay period entered.

Ending: Period end is the date of the last day of the pay period. Pay_Period_End_Date will default from the pay period entered.

Category: This field shows the user-assigned code that uniquely identifies the pay category. Pay_Category_Code will default from the batch entered but you may manually enter or use the LOV (F9).

Pay Point Set: This field defines the set of tasks that will be used when calculating the pay. Pay_Point_Set_Code will default from the pay category but you may manually enter or use the LOV (F9).

Trace Level: When performing a trial calculation, you may specify the level of message that the calculation report should display. This field is used for troubleshooting purposes.

Pay By: This field indicates whether the payment will be overridden by check or prime deposit. If this field is left blank, the pay method rules as defined in IPPM will be used for this pay.

First Pay in Period: This field is populated during the UPAUDT process and is used to qualify processing frequencies. If the First Pay In Period toggle is ON, this is a regular pay category header, and the first time the employee has been paid in this pay period. If the toggle is OFF, the employee has already been paid in the pay period. First_Pay_In_Period is system updated during UPAUDT.

1st Pay in Month: This field is populated during the UPAUDT process and is used to qualify processing frequencies. If the First Pay In Month toggle is ON, the pay header is for the first time the employee has been paid in the calendar month for a regular pay. If the toggle is OFF, there has already been a regular pay created or paid for this (or a prior) period in the month. First_Pay_In_Month is system updated.

Audited: This field is populated during the UPAUDT process. If the Audited toggle is ON, the pay header has passed all the validation checks of the audit process (UPAUDT) and is ready to be processed through pay calculation. If the toggle is OFF, either the pay header has not yet been audited, or it has failed to pass the transaction audit. The Audited toggle on the pay header is not set unless all of the individual pay lines associated with that header have also passed the transaction audit. Audited is system updated.

Sundry Attached: This field is populated during the UPAUDT process. If the Prepared toggle is ON, the time sheet has been successfully processed by UPAUDT. To prepare this time sheet to be paid, UPAUDT has pulled together all related information (e.g. user calculations, sundry items, benefits, etc.) for this pay header from the Pay Point set (as defined in IPPP). If you are changing any ‘Pay Point Set’ information on IPPP form, you will need to run UPUNPREP and then run UPAUDT again to prepare. Sundry_Attached is system updated.

Journalized: This field is populated during the UPGL process. The UPGL uses the ‘Journalized’ toggle on the pay header to determine if the pays have been posted or not.

: If the Journalized toggle is ON, all of the pay lines and pay amounts for this header have been processed through the journalizing process.

: If the toggle is OFF, all or some of the pay lines have not yet been journalized. Journalized is system updated.

Journalized Fund: This field is populated during the UPGL process. If the Journalized Fund toggle is ON, that segment of the GL Distribution can be used as a 'Fund'. Journalized_Fund is system updated.

Time Sheet Returned: This field indicates to the system that the employee has returned the time sheet. If the Time sheet Required toggle on IDWR - Status Rules tab is ON, then a physical time sheet for the employee must be received at data entry time. You must physically turn the Time Sheet Returned toggle on, otherwise this time sheet will not pass the UPAUDT process.

Trial Pay: This button allows you to calculate one pay header in non-update mode. This field is very useful for trial runs and for testing.

Cancel Pay: This button allows you to mark a pay header as cancelled which in turn will be physically removed by the audit process.

Revert Pay: This button allows you to revert a pay and acts as a duel function:

Checks#

Check Amount: This field shows the amount of the check associated with the pay, only if it is a ‘hand check’.

Pay Issue Date: The Pay Issue Date is the date that payment is issued for the time sheet. Pay_Issue_Date will default from the pay period chosen, but may be overridden.

Check #: The check number is assigned by you from the manual check range for the organization’s bank from IPBA. This field is only used for manually issued checks. Check_Number is system updated.

Hand Check: If the Hand Check toggle is ON, the pay header is for a pay which includes a hand written check that needs to be recorded in the system. If the toggle is OFF, this is a normal computer generated payment.

Location#

In the US, jurisdictions are defined by the Vertex GEO code.

In Canada, jurisdictions are supplied with Wiki.

If an employee works in an area that is not in the province where they are required to pay taxes, you will identify their work area under the Work Province tab and the province to which they are paying taxes under the Work Jurisdiction tab.

For example, an Ontario employee works in Zimbabwe but is required to be taxed according to Ontario legislation. For this employee, you will then enter ‘Zimbabwe’ as their work province and ‘Ontario‘as their work jurisdiction.

Work State/Prov: This field shows the State or Province code standard abbreviation where the employee works. State_Province from P2K_CM_STATE_PROVINCES will default from the employee’s Assignment form but you may manually enter or use the LOV (F9).

Work Jurisdiction: This field holds the Geo code of the employee’s work tax jurisdiction. Jurisdiction from P2K_CM_TAX_JURISDICTIONS will default from the employee’s Assignment form however, you may manually enter or use the LOV (F9).

Home State/Prov: This field holds the state or province where the employee resides. State_Province will default from the employee’s Personal form but you may manually enter or use the LOV (F9).

Home Jurisdiction: This field holds the Geo code of the employee’s residence tax jurisdiction. Jurisdiction from P2K_CM_TAX_JURISDICTIONS will default from the employee’s Personal form but you may manually enter or use the LOV (F9).

School District: For U.S. installations only: This field shows the school district to which the employee pays taxes. School_District will default from the employee’s personal form but you may manually enter or use the LOV (F9).

Final Pay Method: The final pay method indicates whether or not a pay is considered to be an employee's final pay. The final pay method is set to 'final pay' automatically when this pay header’s employment has a termination date within the pay period and a termination reason defined as final pay on IDTR. When 'final pay' is set, certain events or processes may be triggered to happen automatically, such as the paying out of leave policy balances from attendance. Final_Pay_Method will default based on the employee’s termination date falling within the pay period specified or you may use to look up the value.

Tax Weeks: This field shows the number of tax weeks associated with this pay for this pay frequency. The Tax Weeks field enables you to override the default number of pay weeks associated with a pay period. Changing the tax weeks changes the calculation of the normal period taxation that will be applied to that employee. For example, this is used when an employee who is on a biweekly payroll cycle is only receiving pay for working one of the two weeks in the biweekly pay period. Tax_Weeks will default from the pay weeks indicated on the pay calendar of the pay period specified, but may be overridden.

Reversal #: If the category indicated is a reversal, then the pay that is to be reversed must be indicated in this field. The original pay # to be reversed must be disbursed (through UPDISB) before it can be reversed. Pay_Number is a mandatory field if the category is reversal.

Pay Lines tab#

Pay Lines are the individual pay transactions. They are created in a number of different ways. They may be entered manually by you through data entry forms, they may be generated by the transaction generator, or loaded into the system through the transaction loader. Pay lines loaded into system may originate from the Time Scheduling application, or come from an external source such as another system. (e.g. a time clock or PC application such as Excel®).

The information entered for the pay lines is used to generate the Pay Line Details. The pay calculation process (UPCALC) uses the data from the Pay Line Details for amounts and reference back to Pay Lines.

Assign: This field identifies the assignment by the assignment code defined on the employee’s assignment screen (IEAS).

Starting: This field shows the start date of the pay line. Start_Date will default as the pay period start date but may be overridden.

PC: A pay component code is a unique number code from 1 to 9,999 assigned to uniquely identify the pay component. Only pay component with the toggle ‘Enter Pay Lines’ turned on will be accessible. Data may only be entered in the fields that have had their toggle turned ON in the Pay Component form’s PC Rules tab.

Abbreviation: This field provides a short description of the pay component which will be printed on check and deposit statements, lists and pay registers. PC_Abbreviation will default from the pay component chosen.

Value: This field shows the amount or time entered for the pay component indicated.

Per: The basis is the unit of measure that the associated value is being stored or displayed in. Time_Basis will default from the pay component set up but may be overridden.

Position: This field displays the position code from the pay line’s assignment. Position_Code will default from the play line’s assignment but may be overridden.

Job: This field shows the job code from the play line’s assignment. Job_Code will default from the employee’s assignment but may be overridden.

Rate: This is the standard wage rate from the assignment. STD_Wage_Rate will default from the pay line’s assignment and may be overridden.

Per: The rate basis is the unit of measure that the associated rate is being stored or displayed in.

Audit Text: This field will display audit text generated for this line. Click on the right hand side of the text block to open the editor window. Audit_Text will be updated by the system.

Distribution: This field holds the overridden distribution mask for this pay line that is applicable to all its pay line details for DR and CR journal entry postings. You may use the Distribution Editor button to enter the distribution.

Reference: This field displays a user-defined reference or note determined by the pay component set up in the reference field in IPPC (either ‘Enter Description’ or ‘Enter Vendor Code’). This reference information may be either anecdotal or more structured (e.g. Union Code or Court Number).

Department: This is the department defined from the pay line assignment. Department_Code will default from the assignment type indicated but you may manually enter or retrieve from the LOV(F9).

WCB Class: This field shows the Workers’ Compensation class from the assignment indicated for the pay line. WCB_Class will default from the assignment type indicated and may be overridden.

Work Order: Work Order is used to define work orders attached to a specific pay line. The Work Order Validation is defined on the ‘Define G/L Company’ (IDGC) form. The work order on each pay line can be unedited (no validation) or validated from an external system that has been pre-programmed.

Cost Center: Cost Center is used to define a short cut for cost center information attached to a specific pay line.

User Calc: This field holds the UserCalc that may be attached to the pay component chosen or manually entered.

Benefit Plan: If this pay line is for a benefit, then the benefit plan is indicated in this field.

Pay Point: This field indicates when this pay component needs to be picked up for processing during the pay calculation. Pay_Point_Type will default from the pay component chosen for this pay line.

Sequence: This field shows the unique sequence number assigned to each item processed in a pay point and determines the order of processing within a ‘Pay Point Type’. Pay_Point_Sequence will default from the pay component chosen for this pay line.

Task: The pay point task identifies the kind of process within the pay point.

Status: This field indicates if the pay lines is ‘Active’ or ‘To be deleted’. You have the option of deleting the line or marking it for deletion. When you delete a pay line through the ‘delete and commit record’ button in the horizontal toolbar, it is temporarily removed from the screen and will be physically removed by UPAUDT. If you choose to mark a pay line ‘to be deleted’ in the status field, it will be removed from immediate view but is still in the database; the line will then be physically removed from the database by the audit process (UPAUDT).

Leave Type: If this is an attendance line then the leave type for that line is indicated in this field.

End Date: This field shows the end date of the pay line. End_Date will initially default to the pay period end date but will change to the start date once the pay component is entered. It can be overridden.

Audited: If the Audited toggle is ON, the pay line has passed all the validation checks of the audit process (UPAUDT) and is ready to be processed through pay calculation. If the toggle is OFF, either the pay line has not yet been audited, or it has failed to pass the transaction audit. Audited is system updated.

Detail Generated: If this toggle is ON, pay line detail has been generated for this pay line through ‘Save’, UPTR or UPTL. If this toggle is OFF, no pay line detail has been generated. Detail_Generated is system updated.

Posted Experience: If the Posted Experience toggle is ON, the pay line has been updated to the experience application through the track experience process (USEP). If the toggle is OFF, the experience application has not been updated. Posted_Experience is system updated.

Journalized: If this toggle is ON, the pay line has been processed through the journalizing process (UPLG, UPGL). If the toggle is OFF, the pay line has not yet been journalized, or is not an item that requires journalizing.

: Items may be journalized for costing and/or general ledger purposes, and may be statistical items such as hours, or financial items such as earnings, benefits and deductions.

: The ‘Journalized’ toggle on the pay lines is only turned on when the UPLG is run.

Work in Progress: If the Work in Progress toggle is ON, this pay line is considered a WIP transaction, which will be journalized to the Work in Progress account of the general ledger, instead of the GL accounts defined on the IPPC form. If the toggle is OFF, the pay line is a not journalized as work in progress. Work_In_Progress is system updated but you may manually adjust.

Arrears Collected: This pay line is created by UPAUDT from the Sundry Arrears transaction and this toggle indicates this pay line is from Arrears and will be collected by UPCALC. If the Arrears Collected toggle is OFF, then this pay line is not an arrears. Arrears_Collected is system updated but you may manually adjust.

Override Rate: If the Override Rate toggle is ON, this pay line has had the defaulting rate altered. If the toggle is OFF, the pay line will display the original defaulting rate. Rate_Overridden is system updated but you may manually adjust.

Highest Rate Info: This field applies the higher of the wage rates derived from either the 'Rate Source' chosen, or from the Employee Prime Assignment Rate. The 'Highest Rate of the Day' logic is invoked independently and at a later point in time. It compares the 'Wage Rate' stamped on the Pay Line Detail, to the highest 'Wage Rate' on all Pay Line Details. After choosing the higher, the calculation rule is applied and the individual amounts generated.

Pay Line Details#

Pay Line Details contain the results of applying the PC rules of the pay component to derive all of the required values associated with a pay line.

Data may only be entered in the fields that have had their toggle turned ON in the pay component form’s PC Detail Rules tab.

PC: The details pay component code(s) that default from the pay line pay component code entered. For example, if a Time pay component is entered on the pay line, then the Time and Earnings pay component may be generated on the pay detail line.

Abbreviation: This field provides a short description of the pay component used for printing on check and deposit statements, lists and pay registers. PC_Abbreviation will default from the pay component chosen.

Amount: This field shows the amount calculated as a result of applying the PC Calc Method. Amount_Override will be populated by the system based on the pay component rules.

Rate: This field is the wage rate derived from the pay line rate and displayed in the basis of the pay component. Wage_Rate_Override is system calculated based on the Time Basis indicated.

Per: The rate basis is the unit of measure that the associated rate is being stored or displayed in. Rate_Basis_Override will be derived from the time basis indicated but may be overridden.

Type: 'PC Detail Type' is used to determine the nature of the' Pay Line Details' that will eventually be created. The two main types are 'Entered Value', and 'Computed Value'. The other types are maximums and declining balance, which are not as common. The 'Entered Value' is populated (during save) with the value entered on the Pay Line. The ‘Computed Values’ are calculated based on the 'Calculation Method'. Only one ‘Computed Value’ is allowed per pay component detail.

Calc. Method: This field indicates the method by which an amount is calculated. PC_Calc_Method will default from the pay component but may be overridden.

Description: This field provides detailed information on the Calc Method used. Description default from the Calc Method.

Rate Source: This field indicates from where the wage rate is derived. PC_Rate_Source will default from the pay component.

O/R User Variable: You may wish to manually enter the user variable amount.For example, the user variable field may indicate a rate or 1.5 but for this particular transaction you may wish to enter 1.55.

User Variable: This field shows the user variable that may be used according to the pay component details set up. User_Variable_Code will default from the pay component but may be overridden.

Element: The element that is to be used according to the pay component details set

up is shown in this field. Element_Code will default from the pay component but may be overridden.

Premium: If this pay line detail is a premium, it will contain the premium code. Premium_Code from

Audit Info: This fields will display the audit text generated for this line. This text is derived from the Audit Text field on the Pay Lines tab. Audit_Text will be updated by the system.

Pay Line Detail Status: This field indicates if the pay line is ’Active’ or ‘To be deleted’. You have the option of deleting the line or marking it for deletion. When you delete a pay line through the ‘delete and commit record’ button in the horizontal toolbar, it is temporarily removed from the screen and will be physically removed by UPAUDT. If you chooses to mark a pay line detail ‘to be deleted’ in the status field, it will be removed from your immediate view but is still in the database; the line will then be physically removed from the database by the audit process (UPAUDT).

Action: The PC Action determines whether a transaction item entered under this pay component will be accumulated to the total value of the pay component, replace a prior transaction item, trigger a user calculation, or suppress a User calculation. PC_Action will default from the pay component and may be overridden.

Amount Processed: This field shows the amount actually processed by the pay calculation process, after performing 'gross to net' assessment. The original transaction amount may be modified by the system based on the pay component rules. For example, if there are insufficient earnings to take a deduction amount, the rule may indicate to take as much as possible with an arrears transaction being created to recover the balance at a later date. The amount processed would be the modified 'as much as possible' value. Amount_Processed is system maintained.

Distribution CR Mask: Distribution mask contains the distribution derived from the assignment, position, or job, overlaid by the distribution mask based on the credit GL code of the pay component.

Distribution DR Mask: Distribution mask contains the distribution derived from the assignment, position, or job, overlaid by the distribution mask based on the debit GL code of the pay component.

Premiums#

Premiums are usually system generated as defined for the pay component on the IPPC form. However users may enter additional premiums for a pay line on the Premium tab of IPPH.

This tab is only used when a premium is to be manually attached to a pay line. These premiums are picked up during UPAUDT and turned into Pay Line Details for UPCALC.

All other premiums are system generated and displayed in the Pay Line Details tab.

Premium: This field provides a user defined premium code that uniquely identifies this premium within the organization.

Rate: This field shows the premium rate that is used in the premium calculation.

Basis: The rate basis is the unit of measure that the associated rate is being stored or displayed in, for example, hourly, weekly, biweekly, semi-monthly, monthly, or annual.

O/R Rate: This field holds the Premium Override rate you entered, which will be used in the premium calculation.

O/R Basis: The rate basis is the unit of measure that the associated rate is being stored or displayed in, for example, hourly, weekly, biweekly, semi-monthly, monthly, or annual.

Pay Amounts tab#

Pay Amounts store the pay component totals resulting from the pay calculation process. The pay amounts tab will show the results for all pay component that have the ‘Store Results’ toggle turned on the pay component form and all legislated amounts from taxation. Amounts are displayed in pay component order.

This tab will only be displayed after the pay is calculated through UPCALC or the Trial Calc <Trial Pay> button on the Pay Header.

This is a view only tab.

Journalized tab#

This tab will only be displayed if any pay line has been journalized by the Labor GL (UPLG) process prior to Payroll calculation or if this Pay has been paid and closed by UPCLOZ and has been run by the Payroll GL process (UPGL). The pay can be distributed through UPGL or UPLG in trial or update mode. This is a view only screen.

Fiscal: This field indicates the fiscal period for which the transaction will be journalized.

Distribution: This field holds the distribution code for the pay component displayed.

GL Date: This field displays the date that the journal entry is effective.

GL Account: This field displays the general ledger account for the journal entry.

PC: This field displays the pay component code attached to the GL account code for the journal entry.

Abbrev: This field displays the description abbreviation of the pay component for the journal entry.

G/L Amount: This field displays the amount of the journal entry.

Journalized Source: This field will display the process used to create the journalized record. e.g. UPGL, Trial Pay Line

Fiscal End Date: This field displays the last date of the fiscal period for the transaction.

Created by mex id: This field will contain the execution id of the journal source listed. This field will be populated by either UPLG or UPGL when the journal entries are being generated.

Interface mex id: This field holds the execution id of the GL interface.

Costed by mex id: If a detail costing file needs to be generated to the general ledger, you must turn on the 'Affects Costing' toggle within the IDGA screen. When UPGLF is run, you may enter an interface file for the costing. If UPGLF is run in update mode, this field will contain the mex id of that UPGLF run.

Trial Journal: If this toggle is checked, the Journal Entry is a trial journal after either the UPLG or UPGL is run.

G/L Post Number: This is a customized field not used for most clients.

G/L Post Seq #: UPGLF automatically assigns a GL Post Sequence on change of distribution code. This GL Post Sequence is updated to P2K_PR_JOURNAL_ENTRIES.

G/L Pointer: This is a customized field not used for most clients.

Work Order: This is a customized field not used for most clients.

G/L Fund Code: If using Fund Accounting, you need to define G/L Fund code on IDGF screen attached to each distribution mask. When UPLG and UPGL generates Journal Entries, the G/L Fund code is also attached to each journal entry.

Pay Audit tab#

There will be no information in this tab until a Pay Line has been entered. All other information is displayed after the Pay is prepared during UPAUDT. This is a view only tab.

PC: This field shows the pay component for this pay amount.

Abrv: This field shows the abbreviation for the pay component.

Amount: This field displays the entered or calculated value of the pay component.

Origin: This field displays the source of the pay component and value. i.e. Sundry, Benefit Plan, Taxation Legislation

Pay Point Type: This field shows the pay point type at which this pay component was evaluated.

Description: This field describes the calculation method for the pay component.

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