We still allow multiple runs of UPTG including runs for time only or salary only and for the purpose of picking up new hires.
On the ‘Define Holiday Calendar’ form (IDHC)
New parameter added to UPTG ‘Rate Method for Salary’. This is an option on UPTG for salary generation to allow clients to choose which way they want to compute the hourly rate that will be used for special situations. A special situation may be an employee starts or terminates part way through the pay period or has a pay increase part way through the pay period and their salary needs to be calculated. The options available for the parameter ‘Rate Method for Salary’ are:
The ‘Holiday OT Factor’ on the IDHC is now respected.
If you are receiving unexplained results when UPTG is run, for example, no salary generated but you requested it to be, then check that on the Work Rule – Status Rules tab, the “TIME GEN. DESTINATION” = “PR-Calendar”.
New rule has been added to the “Observed On” field in the Holiday Calendar (IDHC). The new rule is “Holiday Date”. This rule is explained in detail in the HOLIDAY PROCESSING chapter of this document.
UPTG now has a 'Rerun Selected Employees' toggle parameter. The user must enter a list of People to 'Rerun'. Note, that there can NOT be anything in Payroll for the Period selected or the re-run will be done.
Scenarios
Phrase | Meaning |
---|---|
Time Worked | The number of hours generated by UPTG for the pay period based on the effective date records and the work rule or overriding work calendar. |
Time Available | The number of hours that would be generated by UPTG for an entire pay period if the work rule or overriding work calendar had been in effect the entire pay period. |
A new parameter has been added to the UPTG program. This parameter is used to determine how the employee’s wage rate is to be derived. The new parameter is “RATE METHOD FOR SALARY”. The values for this parameter are:
Standard Hours | this method will use the ‘Hours Per Pay” from the IEAS if setup, if not, from the Work Rule. It will then calculate the wage rate (Hourly rate) as follows: Employee’s Salary / Hours per Pay = Hourly Rate the hours worked will be from the standard “Hours Per Day” from the IEAS if setup, if not from the Work Rule |
Scheduled Hours | this method will use the total hours that employee is scheduled to work for the period according to the work rule. It will then calculate the wage rate (Hourly rate) as follows: Employee’s Salary / Total Scheduled Hours = Hourly Rate the hours worked will be from the actual work schedule for the employee |
Mid-Period New Hire
The beginning of the pay period is 01-Aug-2010.
If the employee had worked the entire pay period, he would have been scheduled to work 8 hours on the following days: 01-Aug to 04-Aug, 07-Aug to 11-Aug and 14-Aug to 15-Aug. This is a total of 88 hours.
RATE METHOD FOR SALARY = Standard Hours
The employee works 07-Aug to 15-Aug, 56 hours (using the standard of 8 hours/day x 7 days), their salary should be prorated using a factor of 56/88. No Force-Balancing is needed. The Monthly Salary is $5,166.67, making her semi-monthly salary $2,583.34. The hourly rate for the pay period is $2,583.34/86.667 = $29.81. The amount of her salary for the pay period is 56 x $29.81 = $1,669.23. If this employee had premiums the premium amounts would be prorated the same way and included on the details of the transaction line.
RATE METHOD FOR SALARY = Scheduled Hours
The employee works from 07-Aug to 15-Aug, 60 hours (using the actual hours per day from the work schedule for 7 days), Her salary should be prorated using a factor of 60/88. No Force-Balancing is needed. The Monthly Salary is $5,166.67, making her semi-monthly salary $2,583.34. The hourly rate for the pay period is $2,583.34/88 = $29.3561. The amount of her salary for the pay period will be 60 x $29.3561 = $1,761.37. If this employee had premiums the premium amounts would be prorated the same way and included on the details of the transaction line.
Mid-Period Termination
The beginning of the pay period is 01-Jan-2010 and the ending is 15-Jan-2010. The employee’s last day is January 5, 2011. If they had worked the entire pay period the hours would have been as follows:
RATE METHOD FOR SALARY = Standard Hours
01-Jan | 8 hours | 08-Jan | 8 hours |
02-Jan | 8 hours | 09-Jan | 8 hours |
03-Jan | 8 hours | 10-Jan | 8 hours |
04-Jan | 8 hours | 11-Jan | 8 hours |
05-Jan | 8 hours | 12-Jan | 8 hours |
RATE METHOD FOR SALARY = Scheduled Hours
01-Jan | 4.5 hours | 09-Jan | 9 hours |
02-Jan | 9 hours | 10-Jan | 9 hours |
03-Jan | 9 hours | 11-Jan | 9 hours |
04-Jan | 9 hours | 12-Jan | 8.5 hours |
05-Jan | 4.5 hours | 13-Jan | 4 hours |
08-Jan | 4.5 hours | 15-Jan | 4.5 hours |
Scenarios
Example
When an employee has schedule changes that are effective after the pay period start date and before the pay period end date, the salary is determined by using the total number of hours generated by UPTG for the overriding work calendar/work rule and the effective dates on IEAS.
For example, during the April 1 – 15 pay period the employee is on a 5/40 schedule until April 9th when the employee changes to a 9/80 A schedule. There is an 09-April effective date record changing the work rule from 5/40 to 9/80 A. This means that the employee schedule should be 8 hours of work April 2 – April 7 and 9 hours of work April 10 – April 13. This is a total of 76 hours for the pay period. The employee’s salary is determined by using the pro-ration of 76/76 and then force balancing to insure that the employee receives 100% of their semi-monthly salary. Similarly, if there is an effective record changing the employee back to a 5/40 effective April 12, the total number of hours generated by UPTG would be 82. The salary is determined by what is on IEAS at the time UPTG salary is processed. The processing of premiums is excluded at this time.
Mid-Period Schedule Changes with No Salary and/or Premium Changes
This employee had a work rule change in the middle of the pay period. There is no change in salary or premium, so there is no need to do any additional calculation. The system will pay the same semi-monthly salary and premium amount. UPTG will generate 4 transactions, two for each of the effective date records, due to work rule changes, with the employee’s salary and premiums on one and the time on the other.
Scenarios
Mid-Period Salary and Premium Changes
The total salary is determined by using the same pro-ration logic described previously. If there are no work calendar or work rule changes in effect on IEAS and the employee has a salary increase, the total salary for the pay period is determined by a pro-ration of the number of hours the employee is on the old and new salary.
For example, for the pay period of Oct 15-31, an employee is assigned to a 5/40 work rule receives a salary increase effective Oct 23. The old semi-monthly salary is $2,583.34 and the new semi-monthly salary is $3,125.00. The employee’s salary for the pay period is:
($2,583.34 x 40/100) + ($3125.00 x 60/100) = ($1033.34 + $1875.00) = $2908.34
Start Date | A start date must be provided. The start date is the when the leave begins. |
End Date | An end date must be provided. The end date is the when the leave ends. |
Time Code | A Time code must be provided. This field contains the code for which the leave line record is being created. |
Leave Type | A Leave Type must be provided. This field contains the user-defined code to indicate the leave type |
Overall Time | This field displays the total amount of time that has been requested. This field will be populated according to the setup on the employee’s assignment record. |
Basis | This field contains the unit of measure for the requested time to be taken. |
Description | This field contains a user-defined description of the leave type entered. |
Status | This field indicates the status of the leave line record. It will be updated accordingly when the leave lines are processed by the various functions in the system. 1st Requested – initial record created on IAAL 2nd Processed – picked up and processed by UPTG 3rd In Payroll – picked up by a PR process 4th Update in Progress 5th Unofficial Accr Updated 6th Official Accr Updated |
Approval | This field tracks whether the leave line has been ‘approved’, is ‘waiting approval’ or has been ‘declined’. |
Leave Processing
After all transactions for the qualifying time frame have been generated, a second pass is done to handle leaves that are governed by the leave policies.
The system checks if the employee is able to take time with the time code, by checking the Leave Schedule (IALS). If a schedule exists that matches the employee’s person code, group, unit or entity, the system will ensure the employees have enough time available in their bank, taking into consideration all leaves taken to date.
Leave bank balance checking is done in accordance with the leave policies.
If there are Leave Lines (IAAL) for the day:
Leave Line Details Leave Line Details are the specific attendance components affected by a leave line transaction. The Leave Line Details will be created for the Leave Line with the status of “3rd in Payroll” and will contain component A300 with the leave time on it.
IAAL Entry: | Start Date = 24-Jul-2006 End Date = 24-Jul-2006 Time Code = Vac-Tkn Overall Time = 8 Accrual Status = 1st Requested (system generated) |
UPTG Results: | IPTR | Regular Time = 4 hrs (12 – 8) Vac Tkn = 8 hrs |
IAAL | Original Leave line entered will have status changed to “2nd Processed” New Leave line created (Start Date 24-Jul) with Overall Time=8 hrs and status “3rd in Payroll” and Leave Line Details with A300, Amount = 8 hrs |
Employee is taking Monday as 1 day Vacation and the time will be according to their work schedule
IAAL Entry | Start Date = 24-Jul-2006 End Date = 24-Jul-2006 Time Code = Vac-Tkn Overall Time = null Accrual Status = 1st Requested (system generated) |
UPTG Results: | IPTR | Regular Time = 0 hrs (12 – 12) Vac Tkn = 12 hrs |
IAAL | Original Leave line entered will have status changed to “2nd Processed” New Leave line created (Start Date 24-Jul) Overall Time=12 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 12 hrs |
Employee is taking Monday & Tuesday as 2 days Vacation, both entered separately
IAAL Entry | Start Date = 24-Jul-2006 End Date = 24-Jul-2006 Time Code = Vac-Tkn Overall Time = null Accrual Status = 1st Requested (system generated) Start Date = 25-Jul-2006 End Date = 25-Jul-2006 Time Code = Vac-Tkn Overall Time = null Accrual Status = 1st Requested (system generated) |
UPTG Results: | IPTR on July 24 | Regular Time = 0 hrs (12 – 12) Vac Tkn = 12 hrs |
IAAL | Original Leave line entered will have status changed to “2nd Processed” New Leave line created (Start Date 24-Jul) Overall Time=12 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 12 hrs | |
IPTR on July 25 | Regular Time = 0 hrs (12 – 12) Vac Tkn = 12 hrs | |
IAAL | Original Leave line entered will have status changed to “2nd Processed” New Leave line created (Start Date 25-Jul) Overall Time=12 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 12 hrs |
Employee is taking Monday to Friday as days of Vacation in the period, with the time being generated according to their work schedule
IAAL Entry | Start Date = 24-Jul-2006 End Date = 28-Jul-2006 Time Code = Vac-Tkn Overall Time = null Accrual Status = 1st Requested (system generated) |
UPTG Results: | IPTR on July 24 | Regular Time = 0 hrs (12 – 12) Vac Tkn = 12 hrs |
IAAL | Original Leave line entered will have status changed to “2nd Processed” New Leave line created (Start Date 24-Jul) Overall Time=12 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 12 hrs | |
IPTR on July 25 | Regular Time = 0 hrs (8 – 8) Vac Tkn = 8 hrs | |
IAAL | New Leave line created (Start Date 25-Jul) Overall Time=8 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 8 hrs | |
IPTR on July 26 | Regular Time = 0 hrs (8 – 8) Vac Tkn = 8 hrs | |
IAAL | New Leave line created (Start Date 26-Jul) Overall Time=8 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 8 hrs | |
IPTR on July 27 | Regular Time = 0 hrs (8 – 8) Vac Tkn = 8 hrs | |
IAAL | New Leave line created (Start Date 27-Jul) Overall Time=8 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 8 hrs | |
IPTR on July 28 | Regular Time = 0 hrs (4 – 4) Vac Tkn = 4 hrs | |
IAAL | New Leave line created (Start Date 28-Jul) Overall Time=4 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 4 hrs |
5) Employee is taking Tuesday ½ day Vacation and the other ½ of the day as Sick time (Note: this is not in the version of the UPTG as of Nov 2/06 but will be in the version) IAAL Entry Start Date = 25-Jul-2006 End Date = 25-Jul-2006 Time Code = Vac-Tkn Overall Time = 4 Accrual Status = 1st Requested (system generated) Start Date = 25-Jul-2006 End Date = 25-Jul-2006 Time Code = Sick-Tkn Overall Time = 4 Accrual Status = 1st Requested (system generated)
UPTG Results: IPTR on July 25
- Regular Time = 0 hrs (8 – 4 – 4)
- Vac Tkn = 4 hrs
IAAL - Original Leave line entered will have status changed to “2nd Processed”
- New Leave line created (Start Date 25-Jul) Overall Time=4 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 4 hrs
IPTR on July 25
- Regular Time = 0 hrs (8 – 4 – 4)
- Sick-Tkn = 4 hrs
IAAL - Original Leave line entered will have status changed to “2nd Processed”
- New Leave line created (Start Date 25-Jul) Overall Time=4 hrs and status = “3rd in Payroll” and Leave Line Details with A300, Amount = 4 hrs
IDHC-Define Holiday Calendars Holiday Date A holiday date must be provided. This is normally the date of the actual Holiday. Holiday Identity A holiday identity must be provided. This field is the name of the holiday. Holiday Type This field indicates if the holiday is a legal/statutory, religious or company holiday. Holiday Rule This field indicates whether partial shifts apply, TS Clock outs apply or not. Hours Per Day This field contains the number of hours to be paid for the holiday if different from the employee’s schedule or assignment. The Hours Per Day field is optional on IDTC. If it is provided it, it will override the derived holiday hours. It may be reduced for part time employees. Holiday OT Factor This field contains an optional overtime factor to be applied to the holiday time. The Holiday OT Factor is optional on IDTC. It is not normally used since the Holiday Time Code itself often implies the factor. If it is provided, it will be applied to the holiday hours generated for the Holiday Time Code. It does not affect the Worked Time Code. Generate Time If this toggle is ON, the holiday time will be generated under the time code(s) indicated; otherwise, no holiday time is generated. Override TS Generation Not currently used Holiday Time Code This is the time code to be used to give the employee credit for the holiday. It may be leave time taken or banked. Worked Time Code This is the time code to be used for the time an employee is scheduled to work on the holiday. Day Off Time Code This is the time code to be used to give the employee credit for a holiday that falls on a day off. If this is not supplied, the Holiday Time Code is used. Observed On This field identifies when the holiday will be generated for a scheduled employee who is off on the specified Holiday Date.
Scheduled Verses Non-Scheduled Employees Two types of Holiday Calendars may be set up on IDHC - one for Scheduled employees and one for Non-scheduled employees Scheduled employees who may have to work on holidays because of a 7 day a week operation require a Holiday Calendar that has both a Holiday Time Code for the holiday time to be banked and a Worked Time Code for the time worked. Nonscheduled employees require a Holiday Calendar with just a Holiday Time Code for the holiday leave time and nothing in the Worked Time Code.
Holiday Hours The hours that are used for a holiday depend on the setting of the "Holidays Use Schedule Hrs" toggle on the Work Rules. This toggle indicates whether the Work Schedule dictates the holiday hours. If hours are specified on the Holiday Calendar, they are ALWAYS USED and this toggle is not used. The "Holidays Use Schedule Hrs" toggle only applies to the hours generated for the Holiday Time Code. It does not extend to the Worked Time Code. If part-time and fulltime employees use different rules, they must have separate Work Rules. If the "Holidays Use Schedule Hrs" toggle is ON, the order for determining holiday hours is as follows: 1. Use the IDHC Holiday Calendar hours per day if specified, otherwise 2. Use the employee’s overridden Work Calendar scheduled hours per day if specified, otherwise 3. Use the Work Rule’s Work Calendar scheduled hours per day if specified, otherwise 4. Use the employee's assignment hours per day. If the "Holidays Use Schedule Hrs" toggle is OFF, the order for determining holiday hours is as follows: 1. Use the IDHC Holiday Calendar hours per day if specified, otherwise 2. Use the employee's assignment hours per day. If an employee is part-time (i.e. FTE < 1) and the IDHC Holiday Calendar hours per day are used, holiday hours are generated up to a maximum of the Assignment hours per day. Refer to #8 and #9 below for examples of the UPTG processing and setup for a part time employee. Holiday hours are only used for the Holiday Time Code. They do not affect the Worked Time Code. Work time is taken directly from the Work Calendar. No work time is ever generated for days off.
Adjust Scheduled Time The ‘Sched. Time’ field (at the bottom of the IPTR) will only be populated if the ‘Regular Time Code’ on the work rule (IDWR) has the ‘Adjust Scheduled Time’ toggle (on IDTC) turned on. The ‘Adjust Scheduled Time’ toggle on IDTC indicates how the holiday time affects the scheduled time that is generated by UPTG (e.g. REG time). If the Holiday Time Code has the ‘Adjust Scheduled Time’ toggle ON, the scheduled time will be adjusted by the holiday time. The difference will be left under the scheduled time code. If the Holiday Time Code has the ‘Adjust Scheduled Time’ toggle OFF, only the holiday time will be used for the day. No adjustments are ever made on days not worked (days off). No adjustments are ever made for the Work Time Code. Refer to #3 and #4 below for examples of the UPTG processing and setup with the ‘Adjust Scheduled Time’ toggle OFF/ON.
Holidays While On Leave Holidays may of may not apply while a person is on a leave status. The IDWR Work Rules identify how to handle holidays for each employment status. While a person is on leave, the normal scheduled time generation is done under the leave code specified on IDWR and a Leave record is created on IAAL. If a generated holiday falls on one of the leave days and if the scheduled time is adjusted by the holiday, the Leave record will be adjusted as well. Observed On And Days Off Holidays that do not fall on a work day will not generate anything unless the Observed On rule is set.
The Observed On rule can be used to place the holiday on a work day (Next Scheduled Day, Last Scheduled Day, Last Day Curr Year, First Day Next Year) or give the holiday on days off (Holiday Date). Refer to #7 below for an example of the UPTG processing and setup with the ‘Holiday Date’ rule.
If the Observed On rule is ‘Holiday Date’ and the holiday falls on a day off, a different Holiday Time Code may be used for the holiday time. This Day Off Time Code can be specified on IDHC. If no Day Off Time Code is specified on either IDHC, the normal Holiday Time Code is used for days off. Refer to #10 and #11 below for examples of the UPTG processing and setup with alternate time codes for days off.
The Alternate Time Code to be used for days off was formerly stored on the IDTC screen. This feature has been deprecated and replaced by the new field on IDHC which offers more flexibility.
Note: This will only work when the employees have time Generated by Day (on Work Calendar, Status Rules Tab, Time Generation Rule is set to ‘By Day with Time’ 8) This is the case where the employee only works part-time (FTE < 1.0). The employee is to be paid for the number of hours on their assignment in the Hrs/Day field. Their schedule is 8hrs, 8hrs and 4hrs for the week. The holiday falls on the 1st day, so the employee should only get their maximum of 4hrs for the holiday (not 8). The ‘Adjust Scheduled Time’ toggle is ON. Setup on IDHC: Hours Per Day=NULL OT Factor=NULL Holiday Time Code=HOLBANK (IDTC ‘Adjust Schedule Time’ toggle ON) Worked Time Code=HOLWORK Day Off Time Code=NULL Setup on IDWR Holidays Use Sched Hrs=OFF Results: 4 hours REG (8 – 4 = 4) 4 hours HOLBANK (holiday bank) 8 hours HOLWORK (replacement for regular time)
Note: The HOLBANK time is taken from the Employee’s assignment HRS/DAY field to cap the number of hours per day the employee is paid for. 9) This is the case where the employee only works part-time (FTE < 1.0). The employee is to be paid for the number of hours on their assignment in the Hrs/Day field. Their schedule is 8hrs, 8hrs and 4hrs for the week. The holiday falls on the 1st day, so the employee should only get their maximum of 4hrs for the holiday (not 8). The ‘Adjust Scheduled Time’ toggle is OFF. Setup on IDHC: Hours Per Day=NULL OT Factor=NULL Holiday Time Code=HOLBANK (IDTC ‘Adjust Schedule Time’ toggle OFF) Worked Time Code=HOLWORK Day Off Time Code=NULL Setup on IDWR Holidays Use Sched Hrs=OFF Results: 0 hours REG 4 hours HOLBANK (holiday bank) 8 hours HOLWORK (replacement for regular time) Note: The HOLBANK time is taken from the Employee’s assignment HRS/DAY field to cap the number of hours per day the employee is paid for. 10) This is the case where a fulltime employee works 40hrs/wk with a schedule of 9hrs, 9hrs, 9hrs, 9hrs and 4hrs for the week. The holiday falls on the last day worked. The employee should get the daily average of 8hrs. for the holiday. Setup on IDHC: Hours Per Day=8 OT Factor=NULL Holiday Time Code=HOLBANK (IDTC ‘Adjust Schedule Time’ toggle OFF) Worked Time Code=HOLWORK Observed On=HOLIDAY DATE Day Off Time Code=OFFBANK Setup on IDWR Holidays Use Sched Hrs=ON Results: 0 hours REG 8 hours HOLBANK (holiday bank for worked days) 4 hours HOLWORK (replacement for regular time) 11) This is the case where a fulltime employee works 40hrs/wk with a schedule of 9hrs, 9hrs, 9hrs, 9hrs and 4hrs for the week. The holiday falls on an ‘off’ day. The employee should get the daily average of 8hrs. for the holiday. Setup on IDHC: Hours Per Day=8 OT Factor=NULL Holiday Time Code=HOLBANK (IDTC ‘Adjust Schedule Time’ toggle ON) Worked Time Code=HOLWORK (will not be used on ‘off’ days) Observed On=HOLIDAY DATE Day Off Time Code=OFFBANK Setup on IDWR Holidays Use Sched Hrs=ON Results: 0 hours REG 8 hours OFFBANK (alternate holiday bank for ‘off’ days) 0 hours HOLWORK (replacement for regular time)
Screen captures are meant to be indicative of the concept being presented and may not reflect the current screen design.
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