In order to produce check stubs and deposit notices, additional set up is required on the Define Payroll Information (IPPR) form.
The pay disbursement process will take the results of one or more pay runs and create the necessary tables that will be used in the check/deposit form printing, direct deposit interface file creation, check reconciliation processes, and related reporting.
The Disburse Pays function initiated after the pay run close will populate the disbursement system. Disbursements (Checks/Deposits) may be ‘Combined For An Employee By Pay Issue Date’. ‘Consolidate Disbursements’ is determined at the ‘Pay Category’ level (IPPGU/IPPGC).
You will be provided with all data needed to print checks, deposit notifications, and stubs either directly from the tables within the disbursement system or through an interface file.
Pay component information for the current pay run is always populated by pay component totals. This summary will be one record per pay component and stored in the disbursements table. Pay component detail information will be optionally stored in the disbursements table. A record will be created for each change in ‘Rate’ as well as a record for any adjustments made by a usercalc, benefit plan or leave policy type. The adjustment record will contain only the adjustment amount and no rates. Only one set of ‘Stub’ information will be created for each disbursement. This is mandatory due to consolidation.
Prior to using the disbursement system, ensure that the employee’s pays are being disbursed to either a check or deposit. The disbursement process will use the Net Split Pay pay header values in the processing (IPPH).
Payroll Information#
The Payroll Information (IPPR) form must be completed to indicate whether or not your organization's stubs will be printing detailed information (time and rate) and which pay components are to be printed, as well as which check series is to be used. If your organization is handling direct deposits, then the interface file for ACH formats will also need to be reviewed.If your organization has multiple payrolls then each Payroll Information (IPPR) form must be completed.
If printed details are required on the check/deposit form, turn on the Detailed Pay Stub toggle.
This will create a record for each change in pay rate and adjustments from UserCalcs.
If details are not needed on the pay stubs, then leaving this toggle ‘OFF’ will conserve space in the database.
Enter the pay stub elements to determine which pay components will be used in the check/ deposit form process. The ‘Gross Pay’ and ‘Deduction’ elements can be used since these elements should contain all earnings and deductions in the payroll system. You should also define an element to contain the employer paid benefits if required.
In addition, an element to contain “other” pay components as required may be defined. These other pay components may be statistical pay components or any other values captured in a pay component that are required to be printed on the check/deposit form.
Pay Category#
Indicating 'Consolidate Disbursements' on pay categories will create one check and/or deposit record for each employee under the following conditions:- Same employee
- Same pay period on the pay header (not the pay run)
- Not a 'Reversal' or an 'Adjustment'
- The Consolidate Disbursements toggle is checked on the Pay Categories form - IPPGU US pays and IPPGC for Canadian pays.
- In the same UPDISB execution
Interface Format#
Standard ACH (Automated Clearing House)#
- USA Only
Modify the standard ACH file to bank requirements using the Define Interface (IDIF) form.
Rename the code from HL$ACH to a user-defined code.
Either the ‘Variable Name’ or the ‘Constant Value’ will be used to determine the data to be included on the ACH file. These are the values that can be modified as required.
The types of modifications that are required will be the client name, client code, your organization’s bank transit and account number, etc. as indicated by your bank’s requirements.
Your bank will be able to supply the specifications for each required record in the file.
Enter a check series for this payroll. The check series are defined on the Check Form Range (IPCF) form.
Interface Format – Disbursements#
If your organization is using third party or separate software to print your checks and deposits, then an interface is needed between Personality and the third party. A flat file may be created in almost any format required with the information available from several tables within Personality. A ‘standard’ format is provided that may be used as a guideline.You will need to modify the standard pays file to bank requirements using the IDIF function and then rename the code from HL$UPDIF_USA or HL$UPDIF_CDN to a user-defined code.
This feature provides clients who want to write their own deposit and check remittance, the facility to extract all required information from Personality to a flat file.
We suggest ‘Sort Criteria’ be repeated in each record. These ‘sort’ fields are the client’s choice and must be repeated in each record type to allow for a simple sort by start/end position subsequent to the execution of UPDIF.
To accommodate different requirements in terms of checks, deposit notifications, and stubs, each disbursement (regardless of the Net Pay Split) is written only once. The individual checks and deposits can be determined by record type 10 - Net Pay Splits. Each ‘set’ of records is for a disbursement.
Also, the number of checks and number of deposits is included in the ‘repeating data’.
Each disbursement will output a ‘set’ of records, as described in this document. Since not all clients will require all record types, the function will NOT write record types that are not defined in the interface format.
The output interface may be ‘comma delimited’ if requested on the interface format.
‘Check Number’ sorts the output interface file. Clients who use the Personality generated check number and print it on their check form, may resort the output file in any way they like.
The output file is NOT sorted in any way. It is the responsibility of the client to sort the file.
Formats CANNOT exceed 1022 bytes in length. If an error is encountered, an exception message will be issued and the record will not be written to the interface file.
Use the available list of variables in each record type as a ‘Pick List’ to create your own record layout.
Disbursements can be selected by entity and payroll and only one payroll can be entered. Element codes for grouping and sorting pay components are stored in the payroll table and can be maintained via IPPR (Maintain Payroll Information). Up to four ‘groups’ are supported for earnings, deductions, benefits, and other.
The UPDIF INTERFACE FORMAT page describes all of the records and fields necessary to create an UPDIF interface file.
Disbursement Messages#
Personality allows users to create an automatic check message(s) through the creation of a UserCalc processed by UPDISB. The automatic check message can be at the employee level using qualifications in the UserCalc.The messages may be seen for individual employees on the Notes tab on the Manage Disbursements (IPDS) form.
These message will also be displayed on the self service WEPDS form or on the generic UPSTUBDW/UPSTUBCW forms. If your organization has a custom stub, this section may not be available.
There is an attribute on a UserCalc called 'UserCalc Usage'. If the usage is 'Disbursement Message’, then the UserCalc will be executed for each disbursement created.
If the message is for all employees, then set up a “User Variable” of type CHAR, and "RETURN' this User Variable from the Disbursement User Calc. You will have to go into the User Variable before each pay and reset the message or key in multiple user variable details with the proper effective date (based on pay issue date).
If the message is employee specific, then the value returned would have to be a CHAR value derived logically through the ‘Alphanumeric’ operand types or a User Variable.
The UserCalc example below will return the user variable value (message) for all employees.
The variable 'MESSAGE' is set up as a CHAR on the IMUC screen on the variables tab.
The user constant 'MESSAGE3' is defined on the IMVR form. The system will use the pay issue date to retrieve the corresponding effective date message (value) defined on the screen.
| Line | CMD | Type | Operand1 | OPER | Type | Operand2 | Type | Operand3 | If Go To | Else Go To |
|---|---|---|---|---|---|---|---|---|---|---|
| 100 | LET | V | MESSAGE | EQ | $C | MESSAGE3 | 99999 | |||
| 99999 | RET | V | MESSAGE |
There can be multiple messages printed on the check/deposit form, only one message can be returned per UserCalc.
- Example – there can be one general message for all employees created by one UserCalc and another message created by a second UserCalc to wish qualified employees a happy birthday. The UserCalc Name is used in determining the order of the messages.
Each message can be a length of 200 characters. The message is only limited by the space available on the physical check/deposit form. The messages created will be stored in the P2K_AM_NOTES tables by the disbursement process.
The user must define a note type of “UPDISB” on the Define Note Type (IMNT) form.
