Payroll User Guide - NSHE System Computing Services · PDF fileUser Guide HR System Installation Verification Guides ... Data Element Name/Required Data on EDB ... Online Pay(roll)

Payroll User Guide

Publication HRMS100143082013Publication HRMS09561082013

Copyright © 1987-2013 PeopleStrategy; Inc.; unpublished work. All Rights Reserved.

This documentation was developed by PeopleStrategy, Inc., which has proprietary rights herein.The information contained in the documentation is confidential and is not to be copied,reproduced, or transmitted in any form, by any means, in whole or in part, nor is it to be used forany purpose other than that for which it is expressly provided, without the written permission ofPeopleStrategy, Inc., 5887 Glenridge Drive, Atlanta, GA 30328.

PeopleStrategy is a registered service mark of PeopleStrategy, Inc.; registered in the U.S. Patentand Trademark Office. PeopleStrategy is a trademark of PeopleStrategy, Inc.

The copyright notice on this page is a precaution against inadvertent publication and does notconstitute an acknowledgment that publication has occurred nor does it imply any waiver ofresponsibility.

TRADEMARKS

Brand and product names are trademarks or registered trademarks of their respective holders.

08/2013

HRMSSystem Library

User Guide

HR

SystemInstallationVerificationGuides

HU

MA

N

RE

SO

UR

CE

S

User Guide

HU

MA

NR

ES

OU

RC

ES

User Guide

HR

InstallationGuides

HU

MA

N

RE

SO

UR

CE

S

Reference

HR

ConversionGuides

HU

MA

N

RE

SO

UR

CE

S

User Guide

HR

ManagingSecurityCICS/VSAM

ManagingSecurityVAGen/CSP

HU

MA

N

RE

SO

UR

CE

S

User Guide

HR

HU

MA

N

RE

SO

UR

CE

S

User Guide

HR

MaintainingControlTables

HU

MA

N

RE

SO

UR

CE

S

User Guide

HR

PersonnelUser Guide

HU

MA

N

RE

SO

UR

CE

S

HR

User Guide

PayrollUser Guide

HU

MA

N

RE

SO

UR

CE

S

HR

User Guide

HR

Payroll/PersonnelReports

HU

MA

N

RE

SO

UR

CE

S

Refere

nce

HU

MA

NR

ES

OU

RC

ES

Reference

HR

EmployeeRecordsDictionary

HU

MA

N

RE

SO

UR

CE

S

User Guide

HR

EXPLAINUser Guide Messages

HU

MA

N

RE

SO

UR

CE

S

Reference

HR

PayrollProcessingPrograms

PayrollReportingPrograms

HU

MA

N

RE

SO

UR

CE

S

Reference

HR

HU

MA

N

RE

SO

UR

CE

S

Reference

HR

PersonnelReportingPrograms

HU

MA

N

RE

SO

UR

CE

S

Reference

HR

HU

MA

N

RE

SO

UR

CE

S

HR

Reference

EmployeeData BaseMaintenancePrograms

HU

MA

N

RE

SO

UR

CE

S

HR

Reference

HR

HRMS Cross-ApplicationComponentsPrograms

HU

MA

N

RE

SO

UR

CE

S

HRMSSystem Library

Additional Integral Product Libraries

BENEFITS

MANAGEMENT

SYSTEM

LIBRARY

APPLICANT

TRACKING

SYSTEM

LIBRARY

POSITIO

N

CONTROL

SYSTEM

LIBRARY

HR

PO

SIT

IO

N

CO

NT

RO

L

HR

AP

PLIC

AN

T

TR

AC

KIN

G

HR

Refere

nce

HU

MA

NR

ES

OU

RC

ES

HR

Reference

HR

HRMSOnline FacilityProgramsCICS/VSAM

HU

MA

N

RE

SO

UR

CE

S

Reference

HR

HRMSOnline FacilityProgramsVAGen/CSP

DataServicesModulesProgramsVSAMH

UM

AN

RE

SO

UR

CE

S

Reference

HR

HU

MA

N

RE

SO

UR

CE

S

Reference

HR

DataServicesModulesProgramsDB2

HU

MA

N

RE

SO

UR

CE

S

Reference

HR

OnlineApplicationGenerator

HU

MA

N

RE

SO

UR

CE

S

HR

HR

Reference

TechnicalReference

HU

MA

N

RE

SO

UR

CE

S

HR

BE

NE

FIT

S

MA

NA

GE

ME

NT

Contents

Preface Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-xxv

Chapter 1 Initiating the Payroll Process . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Establishing Payroll Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

Pay Cycles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

Special Payroll Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

Payroll Control File Run Specification . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

Payroll Control File Update Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8

Selecting Employees for Preprinted Time Reports . . . . . . . . . . . . . . . . . . . . . 1-10

Data Element Name/Required Data on EDB . . . . . . . . . . . . . . . . . . . . . . . 1-10

Generating Preprinted Time Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-12

Time Report Generator Run Specification . . . . . . . . . . . . . . . . . . . . . . . . 1-12

Time Report Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-14

Preprinted Time Report Form Description . . . . . . . . . . . . . . . . . . . . . . . . 1-16

Time Report Check-Off by Department Report . . . . . . . . . . . . . . . . . . . . . 1-17

Controls Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-17

Merging Time Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-19

Time File Update Run Specification . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-19

Time File Update Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-21

Chapter 2 Adding/Updating Payroll Data . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Time Reporting/Payroll Adjustment Transactions . . . . . . . . . . . . . . . . . . . . . 2-2

Payroll User Guide iii

Time Reporting Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

Payroll Adjustment Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3

Using Preprinted Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

Adjusting Preprinted TX Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

Adjusting Preprinted TE Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

Using Handwritten Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

Adjusting Current Pay Period Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

Adjusting Prior Pay Period Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10

Producing Separate Checks/Advices . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11

Establishing/Adjusting Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11

Establishing an EIC Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12

Establishing/Adjusting Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12

Adjusting Canadian Employment Insurance (EI) Balances. . . . . . . . . . . . . . . . 2-13

Typical Payroll Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14

Questions and Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17

Chapter 3 Batching/Entering/Correcting Payroll Transactions . . . . . . . . . . . . . 3-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

Entering Initial Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3

Establishing a Batch of Payroll Transactions . . . . . . . . . . . . . . . . . . . . . . . 3-3

Entering Batches of Payroll Transactions. . . . . . . . . . . . . . . . . . . . . . . . . 3-7

Editing Payroll Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

Online System Edits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

Batch Edit Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

Re-Editing Payroll Transactions Prior to Payroll Calculation . . . . . . . . . . . . . . 3-16

Correcting Payroll Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18

Correcting Batch Header Information . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18

Batch Release (BR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-21

Batch Delete (BD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-22

Correcting Payroll Adjustment Transactions . . . . . . . . . . . . . . . . . . . . . . . 3-23

Correcting Time Reporting Transactions . . . . . . . . . . . . . . . . . . . . . . . . . 3-24

Using Online Payroll Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-26

Payroll Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-37

Payroll Activity Consolidation Run Specification . . . . . . . . . . . . . . . . . . . . 3-37

Payroll Input Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-39

Contents

iv 08/2012

Rejected Batches and Transactions Report . . . . . . . . . . . . . . . . . . . . . . . . 3-41

Consolidation Errors and Warnings Report . . . . . . . . . . . . . . . . . . . . . . . . 3-42

Chapter 4 Processing the Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

Calculating Gross Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2

Calculating FLSA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3

Calculating Canadian Employment Insurance Gross Pay . . . . . . . . . . . . . . . . 4-6

Calculating Pension Benefits Information . . . . . . . . . . . . . . . . . . . . . . . . 4-7

Gross Pay Derivation Error Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7

Processing Gross-to-Net. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9

Calculating U.S. Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11

Field Names and Codes/Description . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-16

Calculating Canadian Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-20

Gross-to-Net Error Messages Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-23

Disbursing the Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24

Payroll Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25

Direct Deposit Advices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-26

Payroll Check/Direct Deposit Advice Stub . . . . . . . . . . . . . . . . . . . . . . . . 4-26

Electronic Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30

CheckWrite Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-34

Gross-to-Net Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-35

Net-to-Gross Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-35

CheckWrite - Procedures for Generating a Check . . . . . . . . . . . . . . . . . . . . 4-36

Check It Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-51

CheckWrite Activity Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . 4-64

Periodic Balance Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-65

EDB Periodic Maintenance Run Specification . . . . . . . . . . . . . . . . . . . . . . 4-65

Year-End Payroll Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-67

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-67

Saving Previous Year Tax Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-67

Updating Previous Year Employee Data . . . . . . . . . . . . . . . . . . . . . . . . . 4-70

Processing Previous Year Payroll Adjustments. . . . . . . . . . . . . . . . . . . . . . 4-71

Processing a Previous Year Payroll Schedule . . . . . . . . . . . . . . . . . . . . . . 4-73

Contents

Payroll User Guide v

Purging Previous Year Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-74

Quarter 04 (Year-End) Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-74

Periodic Maintenance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-76

Automated Retroactive Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-79

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-79

The Automated Retroactive Pay Process . . . . . . . . . . . . . . . . . . . . . . . . . 4-79

An Overview of the Retroactive Pay Run Specification Form . . . . . . . . . . . . . . 4-80

Entering Data on the Retroactive Pay Run Specification Form . . . . . . . . . . . . . 4-80

Transaction 01. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-83

Field Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-83

RA Transaction Batching Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-84

Report Sort Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-84

Transaction Summarization Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-85

Transaction 02. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-87


Transaction 03. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-87


RA Transaction Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-88


Transaction 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-90


Transaction 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-90


Transaction 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-91


Transaction 13. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-93


Transaction 14. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-94


Transaction 15. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-96


Transaction 16. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-97


Contents

vi 08/2012

Transaction 17. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-97


Individual Retroactive Pay Candidates Detail Report (PAYR278) . . . . . . . . . . . . 4-98

Individual Retroactive Pay Candidates Messages Report (PAYR279) . . . . . . . . . . 4-98

Retro Pay Run Specifications Report (PAYR280) . . . . . . . . . . . . . . . . . . . . 4-99

Retroactive Pay Calculation Messages Report (PAYR281) . . . . . . . . . . . . . . . 4-100

Retroactive Pay Calculation Activity Report (PAYR282) . . . . . . . . . . . . . . . . 4-100

Retroactive Pay Transaction List Report (PAYR283) . . . . . . . . . . . . . . . . . . 4-101

Processing Individual Retroactive Pay . . . . . . . . . . . . . . . . . . . . . . . . . . 4-101

An Illustration of the Individual Retroactive Pay Process . . . . . . . . . . . . . . . . 4-103

Processing Mass Retroactive Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-108

An Illustration of the Mass Retroactive Pay Process . . . . . . . . . . . . . . . . . . . 4-109

Chapter 5 Verifying Payroll Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Verifying Transaction Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2

Control Information Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2

Time Report Information Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3

Transaction Processing Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3

Verifying Payroll Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7

Payroll Activity Consolidation Reporting . . . . . . . . . . . . . . . . . . . . . . . . 5-8

Gross Pay Derivation Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10

Gross-to-Net Processing Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12

Financial Controls Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-15

Verifying Payroll Disbursement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-22

Verifying Post-Payroll Disbursement Activity . . . . . . . . . . . . . . . . . . . . . . . 5-30

Employment Insurance Data Base Maintenance Reporting . . . . . . . . . . . . . . . 5-31

Payroll Audit Report Series . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-33

Deduction Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-39

Bond Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-42

Payroll History Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-46

Expense Distribution Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-52

Labor Distribution Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-63

Chapter 6 Tax Entity Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1

Contents

Payroll User Guide vii

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1

Definition of Prior Tax Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2

Owning Entity ID (Element 4001) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2

Related State Entity (Element 4002) . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2

Class of Elements (Element 4003) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3

Owning County Code (Element 4004) . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4

Worksite (Element 4005) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4

Other Prior Tax Elements (Elements 4006-4200) . . . . . . . . . . . . . . . . . . . . 6-4

Tax Entity Transfer Roll Rules and Patterns . . . . . . . . . . . . . . . . . . . . . . . . 6-11

Roll Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-11

Roll Rule Patterns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-11

Error Messages Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-17

Establishing and Maintaining Prior Tax Data . . . . . . . . . . . . . . . . . . . . . . . . 6-18

Creating Prior Tax Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-18

Adjusting Prior Tax Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-22

Deleting Prior Tax Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-23

Special Processing Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-25

Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-25

Chapter 7 Payroll Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1

Batch Control Update (BA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4

Payroll Batch Control Field Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . 7-5

Automatic Cancellation (AC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-9

Automatic Cancellation (AC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-10

Advance (AD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-12

Advance (AD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-13

Additional Gross-Up Payment (AG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-15

Additional Gross-Up Payment (AG) . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-16

Additional Pay (AP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-20

Additional Payments (AP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-21

Cancellation (C) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-25

Cancellation (C) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-27

Dollar and Prior Tax Balances (DA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-38

Contents

viii 08/2012

Dollar Balances (DA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-38

Dollar Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-39

Prior Tax Balances (DA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-42

Prior Tax Balances (DA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-43

Distribution Change (DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-46

Distribution Change (DC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-47

One-Time Deduction (DS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-51

One-Time Deduction (DS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-52

Deduction/Contribution Update (DU). . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-56

Deduction/Contribution Update (DU) . . . . . . . . . . . . . . . . . . . . . . . . . . 7-57

Expense Transfer (ET) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-60

Expense Transfer (ET) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-61

Gross-To-Net Balance (GA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-64

Gross-To-Net Balances (GA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-65

Hand Drawn Check (H) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-68

Hand Drawn Check (H) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-70

Hours Balances (HA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-82

Hour Balances (HA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-83

Leave Reporting (LV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-86

Leave Reporting (LV). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-87

Late Pay (LX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-89

Late Pay (LX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-90

Overpayment (O) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-93

Overpayment (O) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-95

Prepayments (PS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-106

Prepayment (PS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-107

Retroactive Adjustment (RA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-109

Retroactive Adjustments (RA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-110

Refund (RF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-113

Refund (RF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-115

Lump-Sum Reduction in Pay (RP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-118

Lump-Sum Reduction in Pay (RP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-119

Reduction in Pay (RX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-122

Contents

Payroll User Guide ix

Reduction in Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-123

Time Exception (TE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-126

Time Exception (TE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-127

Daily/Pay Period Time (TX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-130

Daily/Pay Period Time (TX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-132

Chapter 8 The Employment Insurance Data Base . . . . . . . . . . . . . . . . . . . . . 8-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1

Canadian Employment Insurance Processing . . . . . . . . . . . . . . . . . . . . . . . . 8-2

EI Processing Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2

Insurable Employment and Earnings . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3

Quebec Parental Insurance Plan (QPIP) . . . . . . . . . . . . . . . . . . . . . . . . . 8-3

EIDB Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4

EIDB Employee Detail Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4

ROE Print Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4

EIDB Control Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5

EIDB Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6

Payroll Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6

Control Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6

Printing the Record of Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-8

ROE Informational Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12

References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-13

Chapter 9 Maintaining the Employment Insurance Data Base . . . . . . . . . . . . . . 9-1

The Employment Insurance Data Base (EIDB) . . . . . . . . . . . . . . . . . . . . . . . 9-1

System-Generated Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2

Online Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5

Updating EIDB Employee Detail Records . . . . . . . . . . . . . . . . . . . . . . . . 9-5

EIDB Record Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-7

Creating ROE Print Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-8

Chapter 10 Using Online Payroll History Inquiry . . . . . . . . . . . . . . . . . . . . . 10-1

What Is Online Payroll History Inquiry? . . . . . . . . . . . . . . . . . . . . . . . . . . 10-1

Maintaining the Online Payroll History Data Base . . . . . . . . . . . . . . . . . . . . . 10-2

What Is the Online Payroll History Data Base? . . . . . . . . . . . . . . . . . . . . . 10-2

How Is the Data Base Maintained? . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-3

Contents

x 08/2012

To Create the Initial Data Base . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-3

Online Payroll History Run Specification . . . . . . . . . . . . . . . . . . . . . . . . 10-5

Online Pay(roll) History Creation Report. . . . . . . . . . . . . . . . . . . . . . . . . 10-6

To Maintain the Data Base . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-6

To Purge the Data Base . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-7

Online Payroll History Purge Run Specification . . . . . . . . . . . . . . . . . . . . . 10-7

Online Pay(roll) Hist(ory) Maintenance Report . . . . . . . . . . . . . . . . . . . . . 10-9

Online Payroll History Purge Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-10

Online Pay(roll) Hist(ory) Cancellation Report. . . . . . . . . . . . . . . . . . . . . . 10-10

Using the Online Payroll History Inquiry Pages . . . . . . . . . . . . . . . . . . . . . . 10-11

To Access the Payroll History Function . . . . . . . . . . . . . . . . . . . . . . . . . 10-11

To Display All Checks and Advices for an Employee . . . . . . . . . . . . . . . . . . 10-14

To Display Detailed Data for a Check or Advice . . . . . . . . . . . . . . . . . . . . . 10-16

To Display Earnings Distributions for a Check or Advice . . . . . . . . . . . . . . . . 10-18

To Display Gross-To-Net Activity Associated With a Check or Advice . . . . . . . . . 10-20

To Display Adjustments Associated With a Check or Advice . . . . . . . . . . . . . . 10-22

To Display Direct Deposit Activity for a Check or Advice . . . . . . . . . . . . . . . 10-24

To Display Year-To-Date Balances for the Current Employee. . . . . . . . . . . . . . 10-26

To Display Wage Attachment Activity for a Check or Advice . . . . . . . . . . . . . . 10-28

To Display All Checks and Advices With a Given Earnings Type. . . . . . . . . . . . 10-30

To Display All Checks and Advices With Given Gross-to-Net Number(s) . . . . . . . 10-32

To List Employees by Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-34

Appendix Batch Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1

Contents

Payroll User Guide xi

Contents

xii 08/2012

Figures

Figure 1-1 Payroll Schedule Run Specification (PAY34-SPEC). . . . . . . . . . . . . . 1-7

Figure 1-2 Payroll Control File Update Report (PAYR001). . . . . . . . . . . . . . . . 1-9

Figure 1-3 Time Report Generator Run Specification (PAY30-SPEC). . . . . . . . . . 1-13

Figure 1-4 Time Report Check-Off by Department Report (PAYR008) . . . . . . . . . 1-17

Figure 1-5 Controls Report (PAYR0100) . . . . . . . . . . . . . . . . . . . . . . . . . . 1-18

Figure 1-6 Time File Update Run Specification (PAY31-SPEC) . . . . . . . . . . . . . 1-20

Figure 1-7 Time File Update Messages (PAYR012) . . . . . . . . . . . . . . . . . . . . 1-21

Figure 3-1 Balance and Edit Report - Time Reporting Transaction Format (PAYR021) 3-11

Figure 3-2 Balance and Edit Report - Payroll Adjustment Transaction Format (PAYR021)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12

Figure 3-3 Batch Status Report (PAYR023) . . . . . . . . . . . . . . . . . . . . . . . . 3-14

Figure 3-4 Transaction Holding File List Report (PAYR030). . . . . . . . . . . . . . . 3-15

Figure 3-5 Transaction Holding File List Run Specification (PAY37-SPEC) . . . . . . 3-16

Figure 3-6 Payroll Batch Balance and Edit Run Specification (PAY36-SPEC) . . . . . 3-17

Figure 3-7 Correcting Pay Adjustment Transactions Using the Balance and Edit Report

(PAYR021) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-23

Payroll User Guide xiii

Figure 3-8 Correcting Time Reporting Transactions Using the Balance and Edit Report

(PAYR021) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-24

Figure 3-9 Payroll Schedule/Organization ID List (PAYC001) . . . . . . . . . . . . . . 3-27

Figure 3-10 Payroll Batch List (PAYC002) . . . . . . . . . . . . . . . . . . . . . . . . . 3-30

Figure 3-11 Payroll Transaction List (PAYC003) . . . . . . . . . . . . . . . . . . . . . . 3-33

Figure 3-12 Batch Control Update (PAYC004) . . . . . . . . . . . . . . . . . . . . . . . 3-35

Figure 3-13 Batch Control Update (PAYC004) . . . . . . . . . . . . . . . . . . . . . . . 3-36

Figure 3-14 Payroll Activity Consolidation Run Specification (PAY38-SPEC) . . . . . . 3-38

Figure 3-15 Payroll Input Register (PAYR035) . . . . . . . . . . . . . . . . . . . . . . . 3-40

Figure 3-16 Rejected Batches and Transactions Report (PAYR037) . . . . . . . . . . . 3-41

Figure 3-17 Consolidation Errors and Warnings Report (PAYR036) . . . . . . . . . . . 3-42

Figure 4-1 FLSA Audit Report (PAYR053) . . . . . . . . . . . . . . . . . . . . . . . . 4-6

Figure 4-2 Gross Pay Derivation Error Report (PAYR059). . . . . . . . . . . . . . . . 4-8

Figure 4-3 Gross-to-Net Error Messages Report (PAYR069) . . . . . . . . . . . . . . . 4-23

Figure 4-4 Payroll Check and Stub . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-27

Figure 4-5 Direct Deposit Advice and Stub . . . . . . . . . . . . . . . . . . . . . . . . . 4-27

Figure 4-6 Multiple Deposit Advice and Stub . . . . . . . . . . . . . . . . . . . . . . . 4-28

Figure 4-7 Payroll Disbursement Run Specification (PAY42ASPEC) . . . . . . . . . . 4-29

Figure 4-8 CheckWrite Payroll Calculations/Batch Control Page . . . . . . . . . . . . 4-36

Figure 4-9 CheckWrite (Gross-To-Net) Earnings Page . . . . . . . . . . . . . . . . . . 4-37

Figure 4-10 CheckWrite (Gross-To-Net) Earnings Page . . . . . . . . . . . . . . . . . . 4-39

Figure 4-11 CheckWrite (GTN) Adjustments Page . . . . . . . . . . . . . . . . . . . . . 4-40

Figures

xiv 08/2012

Figure 4-12 CheckWrite (GTN) Action Menu Page . . . . . . . . . . . . . . . . . . . . . 4-42

Figure 4-13 CheckWrite Gross-to-Net Check Stub Page . . . . . . . . . . . . . . . . . . 4-43

Figure 4-14 CheckWrite Payroll Calculations Menu Page . . . . . . . . . . . . . . . . . 4-44

Figure 4-15 CheckWrite (Net-to-Gross) Earnings Page. . . . . . . . . . . . . . . . . . . 4-45

Figure 4-16 CheckWrite (Net-to-Gross) Earnings Page. . . . . . . . . . . . . . . . . . . 4-46

Figure 4-17 CheckWrite (NTG) Adjustments Page . . . . . . . . . . . . . . . . . . . . . 4-47

Figure 4-18 CheckWrite (NTG) Action Menu Page . . . . . . . . . . . . . . . . . . . . . 4-49

Figure 4-19 CheckWrite Net-to-Gross Check Stub Page . . . . . . . . . . . . . . . . . . 4-50

Figure 4-20 CheckItOut (GTN) Payroll Codes Page . . . . . . . . . . . . . . . . . . . . 4-52

Figure 4-21 CheckItOut (Gross-to-Net) Earnings Page . . . . . . . . . . . . . . . . . . . 4-53

Figure 4-22 CheckItOut (GTN) Adjustments Page . . . . . . . . . . . . . . . . . . . . . 4-54

Figure 4-23 CheckItOut (GTN) Action Menu Page . . . . . . . . . . . . . . . . . . . . . 4-55

Figure 4-24 CheckItOut (GTN) Payroll Codes Page . . . . . . . . . . . . . . . . . . . . 4-56

Figure 4-25 CheckItOut (Gross-to-Net) Earnings Page . . . . . . . . . . . . . . . . . . . 4-57

Figure 4-26 CheckItOut (GTN) Adjustments Page . . . . . . . . . . . . . . . . . . . . . 4-58

Figure 4-27 CheckItOut (GTN) Action Menu Page . . . . . . . . . . . . . . . . . . . . . 4-59

Figure 4-28 CheckItOut (NTG) Payroll Codes Page . . . . . . . . . . . . . . . . . . . . 4-60

Figure 4-29 CheckItOut (Net-to-Gross) Earnings Page . . . . . . . . . . . . . . . . . . . 4-61

Figure 4-30 CheckItOut (NTG) Adjustments Page . . . . . . . . . . . . . . . . . . . . . 4-62

Figure 4-31 CheckItOut (NTG) Action Menu Page . . . . . . . . . . . . . . . . . . . . . 4-63

Figure 4-32 CheckWrite Activity Summary Report (PAYR013) . . . . . . . . . . . . . . 4-64

Figure 4-33 EDB Periodic Maintenance Run Specification (AIM13-SPEC) . . . . . . . 4-66

Figures

Payroll User Guide xv

Figure 4-34 CheckWrite Batch Control Page . . . . . . . . . . . . . . . . . . . . . . . . 4-72

Figure 4-35 Payroll Processing Data Base Maintenance Report (AIMS123) . . . . . . . 4-77

Figure 4-36 Data Base Maintenance Error Listing (PERS194) . . . . . . . . . . . . . . . 4-77

Figure 4-37 Periodic Maintenance Summary Report (PERS194) . . . . . . . . . . . . . 4-78

Figure 4-38 Retroactive Pay Run Specification, Page 1 (PAY52-SPEC) . . . . . . . . . 4-82




Figure 4-42 Retroactive Pay Run Specification, Page 5 (PAY52-SPEC) . . . . . . . . . . 4-95

Figure 4-43 Individual Retroactive Pay Candidates Detail Report (PAYR278) . . . . . . 4-98

Figure 4-44 Individual Retroactive Pay Candidates Messages Report (PAYR279) . . . . 4-99

Figure 4-45 Retro Pay Run Specifications Report (PAYR280) . . . . . . . . . . . . . . . 4-99

Figure 4-46 Retroactive Pay Calculation Messages Report (PAYR281) . . . . . . . . . . 4-100

Figure 4-47 Retroactive Pay Calculation Activity Report (PAYR282) . . . . . . . . . . . 4-101

Figure 4-48 Retroactive Pay Calculation Transaction List Report (PAYR283) . . . . . . 4-101






Figure 4-54 Retroactive Pay Run Specification, Page 3 - West Coast Unit (PAY52-SPEC)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-112

Figures

xvi 08/2012





Figure 4-59 Retroactive Pay Run Specification, Page 3 - East Coast Unit (PAY52-SPEC)4-117



Figure 5-1 Cancel Transactions Processed Report (PAYR190) . . . . . . . . . . . . . . 5-4

Figure 5-2 Cancel Transaction Messages Report (PAYR191) . . . . . . . . . . . . . . . 5-4

Figure 5-3 Controls Report (PAYR015). . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5

Figure 5-4 Transaction Processor Errors Report (PAYR016). . . . . . . . . . . . . . . 5-6

Figure 5-5 Correction Postings Report (PAYR020) . . . . . . . . . . . . . . . . . . . . 5-6

Figure 5-6 Controls Report (PAYR024). . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7

Figure 5-7 Payroll Input Consolidation Report (PAYR041). . . . . . . . . . . . . . . . 5-9

Figure 5-8 Payroll Input Reconciliation Report (PAYR051) . . . . . . . . . . . . . . . 5-11

Figure 5-9 Total Gross Payroll Report (PAYR052) . . . . . . . . . . . . . . . . . . . . 5-12


Figure 5-11 Gross-to-Net Process Report (PAYR062). . . . . . . . . . . . . . . . . . . . 5-14


Figure 5-13 Total Gross Payroll Report (PAYR072) . . . . . . . . . . . . . . . . . . . . 5-16

Figure 5-14 Gross Balance Activity Report (PAYR073) . . . . . . . . . . . . . . . . . . 5-17

Figure 5-15 Gross-to-Net Activity Report (PAYR074) . . . . . . . . . . . . . . . . . . . 5-18

Figures

Payroll User Guide xvii

Figure 5-16 Ledger Effect of Gross-to-Net Report (PAYR075). . . . . . . . . . . . . . . 5-19

Figure 5-18 Control and Reconciliation Report (PAYR077) . . . . . . . . . . . . . . . . 5-20

Figure 5-17 Taxable Gross Activity Report (PAYR076) . . . . . . . . . . . . . . . . . . 5-20

Figure 5-19 Data Base Update Control and Error List (PAYR078) . . . . . . . . . . . . 5-21

Figure 5-20 Financial Controls Error List Report (PAYR079) . . . . . . . . . . . . . . . 5-21

Figure 5-21 Warning Messages Report (PAYR083) . . . . . . . . . . . . . . . . . . . . . 5-23

Figure 5-22 Disbursement Control Report (PAYR085) . . . . . . . . . . . . . . . . . . . 5-24

Figure 5-23 Bank Registers Report (PAYR082) . . . . . . . . . . . . . . . . . . . . . . . 5-25


Figure 5-25 Disbursement Print Totals Report (PAYR086) . . . . . . . . . . . . . . . . 5-26

Figure 5-26 Payroll Audit File Update Report (PAYR087) . . . . . . . . . . . . . . . . . 5-26

Figure 5-27 Automated Deposit Register (PAYR100) . . . . . . . . . . . . . . . . . . . . 5-27


Figure 5-29 Automated Deposit Register (PAYR090) . . . . . . . . . . . . . . . . . . . . 5-28

Figure 5-30 NACHA Prenotification Report (PAYR091) . . . . . . . . . . . . . . . . . . 5-29


Figure 5-32 EIDB Maintenance Errors Report (CEI308) . . . . . . . . . . . . . . . . . . 5-31

Figure 5-33 EIDB Maintenance Control Report (CEI309) . . . . . . . . . . . . . . . . . 5-32

Figure 5-34 Payroll Audit Report Index (PAYR096) . . . . . . . . . . . . . . . . . . . . 5-35

Figure 5-35 Payroll Audit Report (PAYR095) . . . . . . . . . . . . . . . . . . . . . . . . 5-38

Figure 5-36 Run Diagnostic Report (PAYR097) . . . . . . . . . . . . . . . . . . . . . . . 5-39

Figure 5-37 Run Control Report (PAYR120) . . . . . . . . . . . . . . . . . . . . . . . . 5-39

Figures

xviii 08/2012

Figure 5-38 Detailed Deduction Report (PAYR121). . . . . . . . . . . . . . . . . . . . . 5-41

Figure 5-39 Standard Deduction Report (PAYR122) . . . . . . . . . . . . . . . . . . . . 5-42

Figure 5-40 Bond Deduction Report (PAYR160) . . . . . . . . . . . . . . . . . . . . . . 5-43

Figure 5-41 Bond Purchases Report (PAYR161) . . . . . . . . . . . . . . . . . . . . . . 5-44

Figure 5-42 Bond Termination Report (PAYR159) . . . . . . . . . . . . . . . . . . . . . 5-45

Figure 5-43 Bond Warning Messages Report (PAYR162) . . . . . . . . . . . . . . . . . 5-45

Figure 5-44 Outstanding Bond Balances with No PAR Activity Report (PAYR163) . . . 5-46

Figure 5-45 Payroll History Maintenance Report (PAYR110) . . . . . . . . . . . . . . . 5-47

Figure 5-46 Payroll History Report (PAYR105) . . . . . . . . . . . . . . . . . . . . . . . 5-50

Figure 5-47 Payroll History Report Index (PAYR106) . . . . . . . . . . . . . . . . . . . 5-51

Figure 5-48 Error and Warning Messages (PAYR107) . . . . . . . . . . . . . . . . . . . 5-52

Figure 5-49 Financial Controls - Payroll Input Reconciliation Report (PEXP010) . . . . 5-54

Figure 5-50 Expense Extract Messages Report (PEXP012) . . . . . . . . . . . . . . . . . 5-55

Figure 5-51 Financial Controls - Total Gross Payroll Report (PEXP011) . . . . . . . . . 5-55

Figure 5-52 Financial Controls - Disbursement Summary Report (PEXP015) . . . . . . 5-57

Figure 5-53 Financial Controls - Benefits Summary Report (PEXP016) . . . . . . . . . 5-59

Figure 5-54 Expense Generation Messages Report (PEXP019). . . . . . . . . . . . . . . 5-60

Figure 5-55 Expense Generation Controls Report (PEXP018) . . . . . . . . . . . . . . . 5-60

Figure 5-56 Expense Distribution Report (PEXP030) . . . . . . . . . . . . . . . . . . . . 5-62

Figure 5-57 History Run Statistics Report (PEXP059) . . . . . . . . . . . . . . . . . . . 5-63

Figure 5-58 Labor Distribution Report (LDIS060) . . . . . . . . . . . . . . . . . . . . . 5-65

Figure 5-57 Request Summary Report (LDIS061). . . . . . . . . . . . . . . . . . . . . . 5-66

Figures

Payroll User Guide xix

Figure 5-58 Labor Distribution Error Messages Report (LDIS069) . . . . . . . . . . . . 5-66

Figure 6-1 Error Messages Report (AIMS192) . . . . . . . . . . . . . . . . . . . . . . . 6-17

Figure 6-2 Prior Tax Balances Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-19

Figure 6-3 Tax Entity Change Register (AIMS191) . . . . . . . . . . . . . . . . . . . . 6-20

Figure 6-4 Data Base Record Display Report (AIMS170) . . . . . . . . . . . . . . . . . 6-21

Figure 6-5 Prior Tax Balances page . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-24

Figure 7-1 Payroll Time Input Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6

Figure 7-2 Batch Control Update (PC04) . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6

Figure 7-3 Payroll Adjustments Batch Type Menu . . . . . . . . . . . . . . . . . . . . 7-7

Figure 7-4 Payroll Adjustments Automatic Cancellation Batch Type Menu. . . . . . . 7-8

Figure 7-5 Automatic Cancellation - (AC) Transaction . . . . . . . . . . . . . . . . . . 7-11

Figure 7-6 Advance - (AD) Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . 7-14

Figure 7-7 Additional Gross Up Pay (AG) Transaction . . . . . . . . . . . . . . . . . . 7-19

Figure 7-8 Additional Payments - (AP) Transaction . . . . . . . . . . . . . . . . . . . 7-24

Figure 7-9 Check Adjustment - (C/H/O) Transaction . . . . . . . . . . . . . . . . . . . 7-33


Figure 7-11 Local Grosses/Advances - (C/H/O) Transaction . . . . . . . . . . . . . . . . 7-35

Figure 7-12 Gross-To-Net Adjustments - (C/H/O) Transaction . . . . . . . . . . . . . . 7-36

Figure 7-13 Distribution Adjustments - (C/H/O) Transaction . . . . . . . . . . . . . . . 7-37

Figure 7-14 Dollar and Prior Tax Balances - (DA) Transaction . . . . . . . . . . . . . . 7-41

Figure 7-15 Prior Tax Balances - (DA) Transaction. . . . . . . . . . . . . . . . . . . . . 7-45

Figure 7-16 Distribution Change - (DC) Transaction . . . . . . . . . . . . . . . . . . . . 7-49

Figures

xx 08/2012

Figure 7-17 Distribution Change - (DC) Transaction . . . . . . . . . . . . . . . . . . . . 7-50

Figure 7-18 One-Time Deduction - (DS) Transaction . . . . . . . . . . . . . . . . . . . . 7-55

Figure 7-19 Deduction/Contribution Update - DU Transaction . . . . . . . . . . . . . . 7-59

Figure 7-20 Expense Transfer - (ET) Transaction. . . . . . . . . . . . . . . . . . . . . . 7-63

Figure 7-21 Gross-to-Net Balances - GA Transaction . . . . . . . . . . . . . . . . . . . . 7-67



Figure 7-24 Local Grosses/Advances - (C/H/O) Transaction. . . . . . . . . . . . . . . . 7-79



Figure 7-27 Hour Balances - (HA) Transaction . . . . . . . . . . . . . . . . . . . . . . . 7-85

Figure 7-28 Leave Reporting - (LV) Transaction . . . . . . . . . . . . . . . . . . . . . . 7-88

Figure 7-29 Late Pay - (LX) Transaction. . . . . . . . . . . . . . . . . . . . . . . . . . . 7-92

Figure 7-30 Overpayment - (C/H/O) Transaction . . . . . . . . . . . . . . . . . . . . . . 7-101


Figure 7-32 Local Grosses/Advances - (C/H/O) Transaction. . . . . . . . . . . . . . . . 7-103



Figure 7-35 Prepayment - (PS) Transaction . . . . . . . . . . . . . . . . . . . . . . . . . 7-108

Figure 7-36 Retroactive Adjustment - (RA) Transaction . . . . . . . . . . . . . . . . . . 7-112

Figure 7-37 Refund - (RF) Transaction. . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-117

Figure 7-38 Lump-Sum Reduction in Pay - (RP) Transaction . . . . . . . . . . . . . . . 7-121

Figures

Payroll User Guide xxi

Figure 7-39 Reduction in Pay - (RX) Transaction . . . . . . . . . . . . . . . . . . . . . . 7-125

Figure 7-40 Time Exception - (TE) Transaction . . . . . . . . . . . . . . . . . . . . . . . 7-129

Figure 7-41 Daily/Pay Period Time - (TX )Transaction . . . . . . . . . . . . . . . . . . . 7-134

Figure 8-1 Record of Employment Print Run Specification (CEI50-SPEC) . . . . . . . 8-9

Figure 8-2 Printed Record of Employment (ROE) Form . . . . . . . . . . . . . . . . . 8-11

Figure 8-3 EIDB Record of Employment Data Report (CEI311) . . . . . . . . . . . . . 8-12

Figure 8-4 Messages and Controls Report (CEI319) . . . . . . . . . . . . . . . . . . . . 8-12

Figure 9-1 EIDB Periodic Maintenance Run Specification (CEI13-SPEC) . . . . . . . 9-3

Figure 9-2 EIDB Periodic Maintenance Activity Report (CEI303) . . . . . . . . . . . . 9-4

Figure 9-3 Run Control Report (CEI302). . . . . . . . . . . . . . . . . . . . . . . . . . 9-4

Figure 9-5 EIDB Detail Record (Update) Page . . . . . . . . . . . . . . . . . . . . . . . 9-6

Figure 9-4 Canadian Employment Insurance Page . . . . . . . . . . . . . . . . . . . . 9-6

Figure 9-6 EIDB Detail Record (Inquiry) Page. . . . . . . . . . . . . . . . . . . . . . . 9-7

Figure 9-7 Record of Employment Generation Page. . . . . . . . . . . . . . . . . . . . 9-9

Figure 9-4 Record of Employment PPD Earnings Page . . . . . . . . . . . . . . . . . . 9-10

Figure 10-1 Online Payroll History Creation Run Specification (PAY46ESPEC) . . . . 10-5

Figure 10-2 Online Pay(roll) History Creation Report (PAYR111) . . . . . . . . . . . . 10-6

Figure 10-3 Online Payroll History Purge Run Specification (PAY46DSPEC) . . . . . . 10-8

Figure 10-4 Online Pay(roll) Hist(ory) Maintenance Report (PAYR112) . . . . . . . . . 10-9

Figure 10-5 Online Payroll History Purge Report (PAYR114) . . . . . . . . . . . . . . . 10-10

Figure 10-6 Online Pay(roll) Hist(ory) Cancellation Report (PAYR113) . . . . . . . . . 10-10

Figure 10-7 HRMS Main Function Menu Page . . . . . . . . . . . . . . . . . . . . . . . 10-11

Figures

xxii 08/2012

Figure 10-8 Payroll History Menu Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-12

Figure 10-9 Employee Inquiry Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-15

Figure 10-10 Employee Check Display Page . . . . . . . . . . . . . . . . . . . . . . . . . 10-17

Figure 10-11 Earnings Detail Inquiry Page . . . . . . . . . . . . . . . . . . . . . . . . . . 10-19

Figure 10-12 Gross-To-Net Detail Inquiry Page . . . . . . . . . . . . . . . . . . . . . . . 10-21

Figure 10-13 Balance Adjustments Inquiry Page . . . . . . . . . . . . . . . . . . . . . . . 10-23

Figure 10-14 Direct Deposit Inquiry Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-25

Figure 10-15 Year-To-Date Balance Inquiry Page . . . . . . . . . . . . . . . . . . . . . . 10-27

Figure 10-16 Wage Attachments Detail Inquiry Page . . . . . . . . . . . . . . . . . . . . 10-29

Figure 10-17 Earnings Search Inquiry Page. . . . . . . . . . . . . . . . . . . . . . . . . . 10-31

Figure 10-18 Gross-To-Net Search Inquiry Page . . . . . . . . . . . . . . . . . . . . . . . 10-33

Figure 10-19 Name Search Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-35

Figure A-1 Payroll Batch Control Form (PAY01AF). . . . . . . . . . . . . . . . . . . . A-2

Figure A-2 Corrections to Payroll Batch Control Form (PAY01BF) . . . . . . . . . . . A-3

Figure A-3 Time Report Form (PAY02A) . . . . . . . . . . . . . . . . . . . . . . . . . . A-4

Figure A-4 Canadian Time Report (PAY02B) . . . . . . . . . . . . . . . . . . . . . . . A-5

Figure A-5 Automatic Cancellation Form (PAY05F). . . . . . . . . . . . . . . . . . . . A-6

Figure A-6 Advance Form (PAY06F) . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-7

Figure A-7 Additional Payments Form (PAY08F) . . . . . . . . . . . . . . . . . . . . . A-8

Figure A-8 Additional Gross-Up Payments Form (PAY09F) . . . . . . . . . . . . . . . A-9

Figure A-9 Cancellation Form (PAY03AF) . . . . . . . . . . . . . . . . . . . . . . . . . A-10

Figure A-10 Dollar Balances Form (PAY17AF) . . . . . . . . . . . . . . . . . . . . . . . A-11

Figures

Payroll User Guide xxiii

Figure A-11 Prior Tax Balances Form (PAY17BF) . . . . . . . . . . . . . . . . . . . . . A-12

Figure A-12 One-Time Deduction Form . . . . . . . . . . . . . . . . . . . . . . . . . . . A-13

Figure A-13 Deduction/Contribution Update Form (PAY11F) . . . . . . . . . . . . . . . A-14

Figure A-14 Expense Transfer Form (PAY07BF) . . . . . . . . . . . . . . . . . . . . . . A-15

Figure A-15 Gross-to-Net Balances Form (PAY18F) . . . . . . . . . . . . . . . . . . . . A-16

Figure A-16 Hand Drawn Check Form (PAY03BF) . . . . . . . . . . . . . . . . . . . . . A-17

Figure A-17 Hour Balances Form (PAY16BF) . . . . . . . . . . . . . . . . . . . . . . . A-18

Figure A-18 Overpayment Form (PAY03CF) . . . . . . . . . . . . . . . . . . . . . . . . A-19

Figure A-19 Prepayment Form (PAY14F) . . . . . . . . . . . . . . . . . . . . . . . . . . A-20

Figure A-20 Retroactive Adjustment Form (PAY07F) . . . . . . . . . . . . . . . . . . . A-21

Figure A-21 Refund Form (PAY13F) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-22

Figures

xxiv 08/2012

Preface

Preface

Purpose

This manual describes how to implement, maintain, and extract payrollinformation from PeopleStrategy’s Human Resource Management System.

Payroll information is used for payroll reporting, human resourcesmanagement reporting, and payroll processing.

The functions described in this manual are how to:

� Initiate the payroll process.

� Batch, enter, and correct payroll transactions.

� Process payroll for calculation of gross pay and gross to net, and produce

checks and advices.

� Use the Payroll System reports to verify payroll activity.

� Process tax entity transfers.

� Perform batch control, time reporting, and adjustment transactions.

� View payroll history data online.

Audience

This manual is intended to be used by end users. End users are defined asHuman Resources, Payroll, and Benefits administrators, managers, and staff.

Payroll User Guide xxv

Contents Summary

This manual contains the following chapters:

Chapter Description

1. Payroll An introduction to payroll processing.

2. Initiating the

Payroll Process

Describes how to begin the payroll process byestablishing payroll schedules, selecting employees,generating time reports, and merging time files.

3. Adding/Updating

Payroll Data

Describes how to add or change data on preprintedtime reports, how to use preprinted time reportingtransactions, handwritten transactions, and processingFICA balance transfers.

4. Batching/Entering/

Correcting Payroll

Transactions

Describes the payroll edit cycle, batching, entering,and editing payroll transactions, and correcting errorsin transactions that have been entered.

5. Processing The

Payroll

Describes the transactions that affect gross paycalculations, gross to net processing, how taxes arecalculated, disbursing payroll by check or advice, andthe online CheckWrite transactions.

6. Verifying Payroll

Activity

Describes how to use the payroll reports to verifypayroll processing functions. The reports in thissection are not generated during routine processing.

7. Tax Entity

Transfers

Describes how to process taxing entity transfers tostore tax balances for a prior and current taxjurisdiction.

8. Payroll

Transactions

Contains instructions for filling out forms and usingthe associated screens to input batch control, timereporting and payroll adjustment transactions.

9. The Employment

Insurance

Data Base

Describes the Canadian Employment Insurance DataBase, Employment Insurance Contribution benefitsprocessing, the Record of Employment and datasources for the EIDB. For years 1996 and prior, theCanadian Unemployment Insurance Data Base,Unemployment Insurance Contribution benefitsprocessing, the Record of Employment and datasources for the UIDB are described. The UIDB is usedonly for 1996 and prior years.

10. Maintaining the

Employment

Insurance Data Base

Describes how EIDB maintenance is performed by theSystem as a result of payroll processing or how userscan perform maintenance using online screens. Adescription of UIDB Maintenance is also included foryears 1996 and prior.

xxvi Preface 08/2012

11. Using Online

Payroll History

Inquiry

Contains procedures for using the Online PayrollHistory Inquiry function. This HRMS online functionallows users to view payroll history data (certain PARdata, certain EDB year-to-date gross balances, allnonzero gross-to-net year-to-date balances).

How to Use this Manual

This manual may be used by various levels of users - from the novice to theexpert.

Novice users who are unfamiliar with the Human Resource ManagementSystem should browse through the introductory sections of each chapter tobecome familiar with the topics, descriptions, and procedures each chaptercontains.

If you are an expert user, you can skip the introductory sections and godirectly to the task procedures and field name descriptions of interest to you.

Related HRMS Manuals

PeopleStrategy provides a library of user and reference documentation to aidin successfully operating and managing the HRMS system. The organizationof the HRMS Library, which includes online as well as hard-copydocumentation, is shown on the HRMS System Library Map preceding thispreface.

For more information on payroll related topics, refer to the manuals listedbelow.

� Refer to the Payroll Reporting manual for technical program

documentation for:

- Periodic reporting

- Tax reporting

- Payroll audit reporting

- Labor and expense distribution reporting

� Refer to the Payroll Processing manual for technical program

documentation for:

- Payroll input processing

- Payroll calculation

- Payroll disbursement

Payroll User Guide xxvii

� Refer to the Employee Records Dictionary for:

- Data base structure

- Data element descriptions

- Data element consistency edits

� Refer to the HRMS Online Facility - VAGen/CSP and HRMS Online

Facility - CICS/VSAM for:

- Payroll screen descriptions

� Refer to the EDB Maintenance manual for:

- Periodic maintenance processes

- Data base audit and reporting

- Batch transaction input, edit, and update processes for payrolltransactions

- Employee key change and tax entity transfers record maintenance

� Access EXPLAIN, the online help facility, for:

- Screen and field functional descriptions

- System overviews

Presentation Conventions

The presentation conventions used in this manual are:

� Emphasized words or phrases appear in bold.

� Manual titles appear in italics.

xxviii Preface 08/2012

Chapter 1

Initiating the Payroll Process

Overview

This chapter describes how the payroll process begins, which includes:

� Establishing payroll schedules

� Selecting employees for Time Reports

� Generating preprinted Time Reports

� Merging Time Files

To employees, payroll means a department that prepares and distributespayroll checks/advices on payday and tax forms at the end of the year.

To the employer, payroll means maintaining a record of pay data for eachemployee, withholding and depositing income taxes, paying employer taxes,withholding and paying voluntary deductions, completing requiredgovernment forms, posting payroll figures to the organization’s generalledger, preparing and distributing departmental reports, and last but not least,paying the employee.

To begin the payroll process, payroll schedules are established. These payrollschedules identify all payroll activity that is to be processed together. Eachschedule is assigned a 3-character schedule code that is used in thepreparation of payroll transactions. When a payroll schedule is selected forpayment, only the transactions with the code of the selected payroll schedulewill go through the payroll calculation process.

Ninety-nine schedules can be established at one time. When payrollprocessing for a payroll schedule is complete, the payroll schedule can bedeleted and a new schedule added.

Payroll User Guide 1-1

1

The schedule code is also used to select Time Reports to be printed for everyorganization in a schedule. Within each organization, employees are selectedto appear on Time Reports based on information in the Employee Data Base(EDB). Time Reports printed by the System are referred to as preprinted Time

Reports.

When Time Reports for a payroll schedule are printed, a Time File isgenerated. Time Files from several schedules can be merged into one file toallow payroll transactions from several payroll schedules to be entered andedited during a single payroll edit cycle.

Overview

1-2 Initiating the Payroll Process 08/2012

Establishing Payroll Schedules

Before payroll schedules can be established, the organizations in the payrollschedule must exist on the Organization Table (see Maintaining Control

Tables) and pay cycle types, pay period and check dates must exist on theSystem Calendar Table (see Maintaining Control Tables). The organizationsmust also have employees on the Employee Data Base.

A payroll schedule must exist before any payroll processing can begin. Apayroll schedule is a complete payroll run from transaction entry todisbursement for selected employees within selected organizations.Ninety-nine payroll schedules can exist at one time.

Each payroll schedule is identified by a 3-character code, used when enteringpayroll transactions. This allows transactions for more than one schedule to beentered and edited during a single edit cycle. However, only one payrollschedule can be selected at a time for payroll calculation.

A maximum of 20 organizations (U.S. organizations, Canadian organization,or a combination of both) can be paid during a single payroll schedule.

Note: For payroll schedules containing a combination of organizations, U.S.organizations must process before Canadian organizations in order to avoidprocessing errors. See Maintaining Control Tables for more information aboutestablishing organizations.

A payroll schedule contains for each organization in the schedule:

� Schedule code

� Pay period begin date

� Pay period end date

� Check date

� Pay cycle types and their pay period begin dates, number of working

days, and deduction schedules

� EDB quarter to process

New payroll schedules can be added as needed, while old payroll schedulesshould be deleted as soon as possible after a payroll run has been completed.This allows room for the addition of new schedules (a total of 99 schedulescan exist at one time) and avoids the presence of extraneous error messagesfor old schedules that are not being processed during current payrollprocessing. Payroll schedules are added, changed, and deleted using thePayroll Control File Run Specification shown later in this section.



Pay Cycles

A single payroll schedule can include different pay cycles. These pay cyclesare payment frequencies (monthly, semimonthly, weekly, or biweekly),defined by start and stop dates in the System Calendar Table. A 2-charactercode is used to identify pay cycles by type. The delivered System providestwo cycle types for each regular pay cycle:

� M1/M2 - monthly

� S1/S2 - semimonthly

� B1/B2 - biweekly

� W1/W2 - weekly

XX is used to designate a special payroll schedule or previous year adjustmentschedule.

Although a single schedule can include any combination of pay cycles(weekly, biweekly, semimonthly, and monthly), the following rules apply foreach organization included in the schedule:

� Weekly and biweekly cycle types cannot be mixed with monthly and

semimonthly cycle types.

� A special schedule cannot be mixed with any regular pay cycle types.

� The pay period end date and check date must be the same for all included

pay cycles.

� Weekly or biweekly cycle types must be used for FLSA eligible

employees. The system does not calculate FLSA adjustments for

semimonthly or monthly pay cycles.

Special Payroll Schedules

In addition to regular payroll schedules, special payroll schedules may be runallowing flexibility for payments outside of regularly planned payrollschedules. For example, special payroll schedules could be used to paybonuses or retroactive payments.

Special payroll schedules may be desirable for entering:

� A backlog of payroll adjustment transactions that must be entered by a

certain date; for example, at fiscal year-end or at System start-up.

� Special payments for a large number of employees; for example,

bargaining unit agreement adjustments or bonuses.

� Unpaid prior period activity; for example, overtime or additional pay.

� Payroll adjustments to previous year balances after year-end periodic

maintenance has been processed and previous quarter EDB records have

been created.



Characteristics of special payroll schedules include:

� Transactions must be entered for an employee to be paid. All payroll

transactions can be used with the following exceptions and qualifications:

- TE, DC, LV, and RP transactions cannot be entered

- TX, LX, and AP transactions can be entered only if the transaction’spay period end date precedes the special payroll schedule’s payperiod end date and the EDB quarter to update is current (00).

See the Payroll Transactions chapter of this manual for descriptions of allpayroll transactions.

� Gross-to-net pre- and post-tax deductions and employer contributions are

not computed unless a DS transaction is entered (except for taxes, defined

contributions (retirement), advance collections, loan repayments, and

wage attachments).

� All earnings are taxed as supplemental pay (see Maintaining Control

Tables).

Special payroll schedules are added, changed, and deleted using the PayrollControl File Run Specification form, described next.

Payroll Control File Run Specification

The Payroll Control File Run Specification is used for adding, changing, anddeleting payroll schedules.

The Payroll Control File Run Specification contains one run specification andtwo transactions:

� Program Run Specification - specifies if a Payroll Control File (the file

where the payroll schedules reside) is being created or updated. If a

Payroll Control File exists, the current run is not the first run of the

program.

� Schedule Maintenance Specification - contains two transactions to define

the attributes of the payroll processing to be performed for an

organization when adding that organization to a schedule and when

changing attributes for an existing schedule; contains one transaction to

delete a specific organization from a schedule or to delete all

organizations and therefore effectively delete the schedule from the

Payroll Control File.

- Adding an organization while creating a new schedule or adding anorganization to an existing schedule requires both transaction 1 andtransaction 2. Both pay period end date and check date are requiredin transaction 1, and the first of the cycle type entries in transaction 2is required. For a regular payroll, additional cycle type entries may beincluded and all entries must have both cycle type and pay periodbegin date; the cycle type entries must be made from left to right



without intervening empty entries. For a special payroll, the overridecheck date indicator is required and the cycle type in the first entrymust be the special payroll cycle type with no pay period begin date;no data may be entered in any of the other cycle entries.

- Changing the data for an existing organization requires the use ofeither or both transactions, depending on the data to be changed.Fields not entered in the transactions are not changed in the PayrollControl Record. Fields containing asterisks cause the existing valueson the Payroll Control Record to be set to blanks or zeros. The resultsof posting the changes must meet the same criteria as if theorganization were being added.

- Deleting an organization from an existing schedule uses transaction1. None of the data beyond the transaction code (e.g., pay period enddate) should be entered. To delete an entire schedule from the PayrollControl File, enter ALL in the organization ID.

When the Payroll Control File is to be created or updated, the input must haveone and only one Run Specification Record. The input can contain as manySchedule Maintenance Specifications as needed up to the maximums of 99schedules and 20 organizations per schedule.





PAYROLL SCHEDULERUN SPECIFICATION

PAY34-SPEC

1STRUN

1 10 11

Field Description

PAY34-SPEC

1ST RUN:

Must be the first input record, identifying whether the current run is the initial execution of the program.

Enter if this is the initial run of the program; enter if not.Y N

TRANSACTION 1

Required to add or delete a scheduleand organization on the PayrollControl File. Use optionally to changeany of the fields for an existingschedule and organization.

PAY34-UPDTSCHED

TRANCDA/C/D

1

1 10 11 13 14 2926 28

Field Description

Must be present in a schedule maintenance record.

Enter the code of the payroll schedule being added to, changed, or deleted from the Payroll Control File.

Enter the Organization ID (up to 13 characters) being added to the schedule. Enter ALL on a delete to remove all organizations in the schedule.

Enter to add, to change, or to delete a payroll schedule or organization within a schedule.A C D

Must be to identify the type of data contained in the transaction.1

If adding a regular schedule, enter the end date established on the System Calendar for all pay cycles included in the schedule. If adding a specialschedule, enter any appropriate date.

If adding a regular schedule, enter its check date as established on the System Calendar.

If adding a special schedule, enter the date and enter the in Override Check Date field.Y

If adding a regular schedule with date other than the System Calendar date, enter the date and a in the Override Check Date field.Y

Enter a if adding a special schedule or a regular schedule with a date other than the System Calendar date.Y

Enter to suppress normal month-end processing. Enter a month number (e.g., "03" for March) to cause month-end processing for the specifiedmonth if it would not normally occur.

NO

Enter to produce only checks. Additional direct deposit deductions will not be taken. Checks will be written to employees who would normally receiveadvices.

Y

2-digit numeric. To update adjustments to previous quarter EDB records, enter the previous quarter number to be processed. Previous quarter payrollschedules must be special schedules.

PAY34-UPDT

SCHEDULE

ORGANIZATION ID

ACTION

TRAN CD

PAY PERIODEND DATE

CHECK DATE

OVERRIDE CHECKDATE *

MO END OVERRIDE *

CHKS ONLY *

PREV QTR TO UPD *

Must be present in a schedule maintenance record.

Enter the code of the payroll schedule being added to the Payroll Control File or changed.

Enter the Organization ID (up to 13 characters) being added to the schedule or changed.

Enter to add or to change.A C

Must be 2 to identify the type of data contained in the transaction.

Enter the cycle type for each of the pay cycles included in the schedule. The first occurrence of this field must have anentry. Valid entries:

W1/W2M1/M2S1/S2B1/B2XX

- Weekly- Monthly- Semimonthly- Biweekly- Special

If adding a regular schedule, enter the date on which the cycle type in the corresponding TYPE field began; this date must beconsistent with the System Calendar. If adding a special schedule, leave this field blank.

Field Description

PAY34-UPDT

SCHEDULE

ORGANIZATION ID

ACTION

TRAN CD

TYPE **

PAY PER BGN **

ORGANIZATION ID

27 36 37

PAY PERIODEND DATE CHECK DATE

44 45 46

OVERRIDECHECK DATE

MOEND

48

CHKSONLY

49

PREV QTRTO UPD

50

TRANSACTION 2

Required to add a schedule andorganization. Use optionally to changecycle data for an existing schedule andorganization. Do not enter Trans 2 for adelete.

PAY34-UPDTSCHED

TRANCDORGANIZATION ID A/C

2

1 10 11 13 2614 27 28

FIRST CYCLE

TYPE PAY PER BGN

SECOND CYCLE

TYPE PAY PER BGN

THIRD CYCLE

TYPE PAY PER BGN

FOURTH CYCLE

TYPE PAY PER BGN

29 31 38 39 41 48 49 51 58 59 61 6830 40 50 60

47

* For these optional fields, enter asterisks to delete the current field content using a change action.

** To delete a cycle, enter asterisks in both TYPE and PAY PER BGN. Do not leave empty cycle entries between filled entries. PAY34SR950 - 11/1/96

Figure 1-1 Payroll Schedule Run Specification (PAY34-SPEC)

Payroll Control File Update Report

When payroll schedules are added, changed, or deleted, the Payroll ControlFile Update report is automatically generated. The report describes payrollschedules, lists any messages encountered during the establishment of payrollschedules and serves as a record of entered payroll schedule data.

Generally, fatal errors mean that the transaction shown with the message wasrejected, so it will not be reflected in the updated Payroll Control File and inthe organization detail shown for each schedule. Transactions that do notappear with fatal error messages do update the Payroll Control File and shouldappear in the organization detail shown in the report. Transactions with errorscan be corrected and resubmitted for processing to update the Payroll ControlFile. However, if a sufficiently serious error is encountered (e.g., themaximum number of organizations in a schedule or the maximum number ofschedules on the file is exceeded), the Payroll Control File and theTransaction Holding File will not be updated. Always check the last errormessage to determine if such an error occurred. When this happens, all of thetransactions must be resubmitted after the offending condition is addressed. Itis also possible at this time to correct any other errors in the transaction databefore the update process is run again.

For each organization within each payroll schedule, the report contains:

� The disposition of the organization’s data - added, changed, deleted,

copied (no change)

� Information for the pay cycles being processed by the organization:

- Cycle type

- Pay period beginning date

- Number of working days in the pay cycle

- Deduction schedule (the schedule on the Gross-to-Net Tableidentifying which deductions are to be taken)

� The pay period ending date for all pay cycles

� The check date

� Number of transactions currently available for the schedule (called

Transaction Holding File records on the report)

� Messages indicating if periodic maintenance (month, quarter, calendar

year, fiscal year) for the organization is pending upon completion of the

schedule

� Error messages (if there are any) including their numbers, severities, and

text appear at the beginning of the report. For message descriptions, see

the HRMS Messages Manual.



Totals are produced for:

� Current schedules

� Transactions on the new Payroll Control File Transaction Holding File

� Schedule maintenance specification records processed

The report page breaks by schedule; control totals break by organizationwithin schedule. A report summarizing all schedules is produced.

If the report is produced by the first run of the program at the installationFIRST RUN is printed in the heading of the report.



PAYR001/PP3400XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 11/25/96

SCHEDULE 103 PAYROLL CONTROL FILE UPDATEORGANIZATIONS INCLUDED IN THIS SCHEDULE

ORG ID: - MONOCO CORPORATION ADDEDCYCLE TYPES: W1 B1

WITH BEGINNING DATES: 11/16/1996 11/07/1996AND WORKING DAYS: 05 10

DEDUCTION SCHEDULE IS: 4 2THESE CYCLES END ON 11/22/1996 AND HAVE A CHECK DATE OF 11/25/1996NUMBER OF THF RECORDS FOR THE SCHEDULE: 1

ORG ID: ORG11 - ABC CORPORATION ADDEDCYCLE TYPES: S1 M1



*** THIS SCHEDULE CONCLUDES THIS ORGANIZATIONS PROCESSING FOR THE FOLLOWING PERIOD(S): ***-MONTH

ORG ID: ORG12 - JRJ CORPORATION ADDEDCYCLE TYPES: W1 B1



ORG ID: ORG13 - XYZ CORPORATION ADDEDCYCLE TYPES: W1 B1



Figure 1-2 Payroll Control File Update Report (PAYR001)

Selecting Employees for Preprinted Time Reports

Employees are included on preprinted Time Reports if:

� Their organization is included in the pay cycle and schedule being

processed.

� The following data in their EDB (Employee Data Base) records indicate

that they are eligible for a paycheck and that they are supposed to be

listed on a specific Time Report in the current schedule.

Note: Employees are not included on preprinted time reports if they are in

a timekeeping group which is used in conjunction with PeopleStrategy’s

TimeServer application.

Data Element Name/Required Data on EDB

Job Pay Cycle

Code

Contains one of the pay cycle types (for example, Semimonthy 1) currentlybeing processed.

Time Reporting

Code

Contains a code indicating if the employee is to appear on the preprinted TimeReport. The codes that result in preprinted transactions are:

L Exception - reporting by salary and time

P Positive time reporting required, listed

T Exception - reporting by time only

The codes that do not result in preprinted transactions are:

E Exception - reporting

N Positive time reporting required, not listed

W “Without salary” job

Employment Status Contains code showing employee:

A Active

P On leave of absence with full or partial pay

Account Start Date/

Stop Date

Contains the account start and stop dates respectively for the account(s)financing the employee’s job; the account(s) must be in effect for the paycycle in the payroll schedule.

If the Account Start and/or Stop Dates result in partial pay cycles either beforeor after the one being processed, three asterisks are printed in the firstEarnings field and the hours in the Time field (TX only) and payments toemployees are prorated accordingly.



The transactions printed on preprinted Time Reports differ according to theemployee’s job category for those employees included. The two job categoriesprovided by the System are exception time reporting and positive time

reporting.

Exception time reporting has the following characteristics:

� It is used for salaried employees.

� Salaried employees are identified on preprinted Time Reports by TE

(exception time reporting) transactions.

� Salaries are automatically paid from the employee’s EDB data unless

transactions are entered to change them. Therefore, time reporting is

optional.

Positive time reporting has the following characteristics:

� It is used for employees paid an hourly rate of pay.

� Hourly employees are identified on preprinted Time Reports by TX

(positive time reporting) transactions.

� Regardless if preprinted Time Reports are printed, TX transactions must

be entered for positive time reporting employees in order for them to be

paid.

Comparison of Exception and Positive Time Reporting

The following chart compares exception and positive time reporting.

Exception Time ReportingPositive TimeReporting

Transaction Preprinted on TimeReports

TE (optional) TX (required)

Data Entry RequirementsRequires data entry only if changesrequired for preprinted data.

Always requiressome data entry

Basis for Calculating Regular Pay Account AmountHourly ratemultiplied bynumber of hours.

Rate Codes Allowed Pay Period Amount (P) Hourly (H)



Generating Preprinted Time Reports

Time Reports are turnaround forms used for verifying and reporting time forpositive time reporting employees and for noting variations from normal payfor exception time reporting employees. Time Reports are printed for allemployees eligible for the schedule who are:

� In positive time reporting jobs

� In exception time reporting jobs and have EDB records indicating that

they are to be listed on Time Reports

Two Time Report formats are included with the delivered System, one forCanadian users and one for U.S. users. Time Reports should be generated foreach pay period, and far enough in advance of the pay period end to giveauthorizing personnel time to verify and sign the forms.

Time Report Generator Run Specification

The Time Report Generator Run Specification is used to request Time ReportPrinting. An illustration of the Time Report Generator Run Specificationfollows.





Field Description

SCHED Enter the code of the payroll schedule for which TimeReports are to be generated.

PAY30-SPEC SCHED

1 10 11 13

TIME REPORT GENERATORRUN SPECIFICATION

PAY30SR920 - 8/1/90

Figure 1-3 Time Report Generator Run Specification (PAY30-SPEC)

Time Report Sequence

Preprinted Time Reports are printed in the following sequence:

� Organization

� Department (home department or job department as designated on

Organization Table)

� Pay cycle

� Pay rate code

� Time reporting code

� Employee name (alphabetically)

If multiple pay cycles are included in the schedule (for example, monthly andsemimonthly may end on the same date once a month), Time Reports for eachcycle are separated by cycle within department. Within each pay cycle type,positive and exception time reporting jobs are listed on different Time Reportpages. Finally, employees with different time reporting codes are included onseparate reports. Employees with the same department number, pay cycle, payrate code, and time reporting code are listed alphabetically.

Multiple lines are generated on Time Reports for single preprintedtransactions when:

� An employee’s job is financed by more than one active account

distribution.

� One employee holds more than one job.

� It is for a Canadian positive time reporting employee; TX transactions are

listed by week within pay cycle.

� When the pay schedule spans multiple work weeks, the standard U.S.

format lists the TX and/or TE transaction by week for FLSA Overtime

reporting purposes. (With a program modification, time reports may be

created with a single line to report hours for the entire pay period. This

format might be desirable for organizations that do not need the FLSA

overtime calculation facility.)

FLSA Time Reporting

The following table lists the FLSA related fields and the resulting timereporting transactions for full-time employees on a biweekly schedule. Aftersetting up your payroll schedules, run time sheets to verify.



FLSA Time Reporting and Resulting Time Reporting Transactions

EmployeeEmployeeType(0124-1)

FLSAStatus(0178-0)

RateCode(2006-8)

Time ReportingCode(2013-2)

Resulting TimeReportingTransaction

1 N blank or N H P One TX transactionfor 80 hours

2 N 8 H P One TX transactionfor 80 hours

3 N Y or 4 H P Two TX transactionsfor 40 hours each

4 E blank or N H P One TX transactionfor 80 hours

5 E 8 H P One TX transactionfor 80 hours

6 E Y or 4 H P Two TX transactionsfor 40 hours each

7 N blank or N P T One TE transactionfor 80 hours

8 N 8 P T One TE transactionfor 80 hours

9 N Y or 4 P T Two TE transactionsfor 40 hours each

10 N Y or 4 P L One TE transaction(no hours)

11 E blank or N P T One TE transactionfor 80 hours

12 E 8 P T One TE transactionfor 80 hours

13 E Y or 4 P T Two TE transactionsfor 40 hours each

14 E Y or 4 P L One TE transaction(no hours)

15 N blank or N P L One TE transaction(no hours)

16 N 8 P L One TE transaction(no hours)

17 E blank or N P L One TE transaction(no hours)



EmployeeEmployeeType(0124-1)

FLSAStatus(0178-0)

RateCode(2006-8)

Time ReportingCode(2013-2)

Resulting TimeReportingTransaction

18 E 8 P L One TE transaction(no hours)

Preprinted Time Report Form Description

Preprinted Time Reports contain time reporting transactions generated forpayroll schedules requested on the Time Report Generator Run Specification.These preprinted Time Reports show the projected time worked for the payperiod based on EDB data.

Note: The time reports in the HRMS Forms Package are samples only. Clientsmust develop and align their own reports.

The Time Report has space for twelve preprinted transactions. A separate lineis printed on the report for each of the employee’s job assignments and foreach active account within each job assignment. If an account is partiallyactive within the pay period (that is, the start date does not begin until afterthe pay period begin date of the payroll cycle being processed, or the accountstop date occurs before the end date of the current pay cycle), then:

� Three asterisks are printed in the first Earnings field for the distribution.

� For TX transactions, the hours reported in the Time field and the payment

to the employee from the distribution are prorated to reflect the time

during the pay period covered by the distribution.

� For TE transactions, the time is prorated to reflect the time during the pay

period covered by the distribution.

Preprinted Time Report Heading Description

The heading of the report lists the following:

� Department name and address

� Pay cycle (weekly, biweekly, semimonthly, monthly)

� Pay rate type (hourly or salaried)

� Time reporting code (positive time reporting or exception time reporting)

� Pay period ending date

� Organization ID

� Schedule code

� Page number (Time Reports produced in one schedule are numbered

consecutively)

6-character alphanumeric. Lists the employee’s job class number.



Time Report Check-Off by Department Report

The time report generation process also automatically produces a Time ReportCheck-Off by Department report. This report is used to monitor the return ofall Time Reports (amended and/or approved) from the departments.

The report lists the following for all departments within organization forwhich Time Reports have been generated in the current schedule:

� Department name

� Department number

� Series of page numbers issued for the department

� Number of lines printed with control numbers

� Number of lines printed without control numbers

Controls Report

The Time Report Generator program also automatically produces a Controlsreport; this summary provides a number of startpoint counts for payrollprocess reconciliation.

For each schedule, it provides the following counts within organization:

� Number of records written on the Time File (number at beginning of the

line identifies the count for verification purposes)

� Number of employees processed

� Number of transactions selected for printing by pay cycle type

� Number of transactions listed on the Time Report

If the Time Report Generator program terminates abnormally, the reportincludes a message identifying the cause of the termination.




SCHEDULE 101 QTR 00 ENDING 11/08/96—W1 B1 TIME REPORT CHECK-OFF BY DEPT. CHECK DATE 11/13/96ORG ID: -MONOCO CORPORATION

—––––––––––D E P A R T M E N T–––––––––LINES W/ LINES W/ONAME NUMBER PAGES CONTROL CONTROLACCOUNTING DEPARTMENT DPT00-002 00001 1STARFLEET SHIPS HEAD OFFICE 20202-000 00002-00004 1 4DEPT OF SPENDING (1) 20203-000 00005-00007 2 2EASTERN REGION MAIN OFFICE 20204-000 00008-00009 3 3DEPT OF PHYSICS (2) 20205-001 00010-00011 4STATE OF PANIC GOV’S MANSION 88202-003 00012 1DEPARTMENT OF SPENDING (1) 88203-001 00013-00014 4DEPARTMENT OF SPENDING (2) 88203-002 00015-00017 1 2DEPARTMENT OF ORDER (1) 88204-001 00018-00020 6 4DEPARTMENT OF ORDER (2) 88204-801 00021 1DEPARTMENT OF TAX INC (1) 88206-001 00022 1DEPARTMENT OF ASTRONOMY 99204-002 00023-00024 5 1DEPT OF COMPUTER SCI (1) 99205-000 00025-00026 4DEPT OF COMPUTER SCI (2) 99205-002 00027-00030 5 4DEPT OF COMPUTER SCI (3) 99205-003 00031-00032 1 2

Figure 1-4 Time Report Check-Off by Department Report (PAYR008)




SCHEDULE 038 ENDING 12/31/96—S1 M1 CONTROLS CHECK DATE 12/31/96

TIME REPORT GENERATOR

ORG ID: ORG04 -CANADIAN GAS COMPANY

1. TIME FILE RECORDS WRITTEN 11 INCLUDES 1 PAY CTL RECORD

INFORMATIONAL COUNTS: EMPLOYEES PROCESSED 59

DISTRIBUTION ENTRIES SELECTED 13:S1 8:M1

Figure 1-5 Controls Report (PAYR0100)

Merging Time Files

As a result of generating preprinted Time Reports, a single Time File iscreated for each schedule. This file contains a copy of every preprinted TXtransaction stored by control number (control letter from the Time Report plusthe Time Report page on which transaction is listed). TX transactions arereleased from the Time File for payment during the payroll edit cycle.

Time Files are merged so that transactions for multiple payroll schedules canbe edited simultaneously. The first merged Time File is established during theuser’s first payroll run; in subsequent runs, Time Files are added or deletedfrom the merged Time File. One or several Time Files can be merged during asingle merge process. Time Files should be deleted from the merged TimeFile when the payroll schedule which created the Time File is deleted from thePayroll Control File.

Time File Update Run Specification

The Time File Update Run Specification defines how Time Files for thecurrent schedule will be merged with or deleted from the perpetual Time File.

A sample Time File Update Run Specification follows.

Merging Time Files


Merging Time Files


TIME FILE UPDATERUN SPECIFICATION

Field Description

1ST RUN

MULTIPLE INPUT

SCHEDULES TO BEDELETED FROM THETIME FILE (MERGED)

Enter if this is the first run of the program and, therefore, no prior Time File(Merged) exists.

Y

Enter if multiple Time Files (Single Schedule) are to be added to the TimeFile (Merged).

M

Enter the 3-character code of any Time Files (Single Schedule) to bedeleted from the Time File (Merged). Up to twelve files may be specified fordeletion.

PAY31-SPEC

MULTIPLEINPUT

1STRUN SCHEDULES TO BE DELETED FROM THE TIME FILE (MERGED)

1 10 11 12 13 15 16 18 19 21 22 24 25 27 28 30 31 33

34 36 37 39 40 42 43 45 46 48

PAY31SR920 - 8/1/90

Figure 1-6 Time File Update Run Specification (PAY31-SPEC)

Time File Update Messages

The Time File Update Messages report lists errors encountered during theTime File Update process and provides the following counts used forbalancing the run with other runs in the payroll process having the same input:

� Total number of records entered

� Number of schedules entered

� Record count by schedule

� Number of records written to the output file

Merging Time Files


PAYR012/PP3100XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

PAYROLL PROCESSING RUN DATE 11/15/96TIME FILE UPDATE MESSAGES

EMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - - - - - - - - M E S S A G E T E X T - - - - - - - - - - -________ _________ _______ ________ ___________________________________________________________________

31-004 FATAL ERROR TIME FILE (MERGED) - NO RECORDS IN OLD MERGED FILE

31-006 INFORMATIONAL TIME FILE (SINGLE SCHEDULE) - SCHEDULE ADDED TO NEW MERGED FILESCHEDULE 038 HAD 000026 RECORDS INPUT

31-007 INFORMATIONAL RUN COMPLETEDFOR 001 SCHEDULES 000026 RECORDS WERE WRITTEN

Figure 1-7 Time File Update Messages (PAYR012)

Merging Time Files


Chapter 2

Adding/Updating Payroll Data

Overview

This chapter discusses how to add to or change the data on preprinted TimeReports (whose generation was described in the previous chapter) by usinghandwritten time reporting or payroll adjustment transactions in order tocorrectly pay employees. Also included in this chapter are two charts. Thefirst chart provides guidance in selecting the best transaction to use in order tomeet typical payroll requirements, while the second chart provides answers tofrequently asked questions concerning payroll transactions.

This chapter also discusses:

� The general use of time reporting and payroll adjustment transactions

� Using preprinted time reporting transactions

� Using handwritten transactions

� Processing FICA balance transfers

Note: Each transaction and corresponding input is individually describedin detail later in this manual, in the Payroll Transactions chapter.Transactions are only described generally in this chapter.


2

Time Reporting/Payroll Adjustment Transactions

The System provides three types of payroll transactions with which to enterpayroll data:

� Batch control transactions

� Time reporting transactions

� Payroll adjustment transactions

Batch control transactions are used to identify and adjust batch headerinformation and are discussed in the Batching/Entering/Correcting PayrollTransactions chapter of this manual.

Time Reporting Transactions

The time reporting transactions are AP, DC, LV, LX, RP, RX, TE, and TX.They are reported in time reporting batches and entered on Time Report formsand transferred to online pages (AP transactions are entered on the AdditionalPayment page if a separate check/advice is to be generated). TE and TXtransactions can be System- generated on preprinted Time Report forms, aswell as entered by hand.

Except for DC, LV, and TE transactions, all time reporting transactions areused for both positive and exception time reporting jobs. However, some aremore commonly used for one type of job than the other (as noted in the chartbelow).

The following chart briefly describes the function of each of the timereporting transactions. See the Payroll Transactions chapter for a detaileddescription of each time reporting transaction.


TranCode

Tran Name Description

AP Additional Payments Produces up to 9 checks/advices in addition to an employee’sregular payment during one payroll run or used to increase thecurrent normal check/advice amount. Used by both exception andpositive time reporting jobs.

DC Distribution Change Reports an override change to an employee’s normal paydistribution. Effects an override change to salary amount and/oraccount number. Used by exception time reporting jobs only.

LV Leave Reporting Reports leave taken by job, eliminating the need to compute hoursby account. Automatically prorates leave taken to appropriateaccounts. Used by exception time reporting jobs only.

LX Late Pay Reports time worked but not reported in a prior period. Usuallyused by positive time reporting jobs.


2-2 Adding/Updating Payroll Data 08/2003

TranCode


RP Lump Sum Reduction inPay

Reduces an employee’s current period salary by a lump sum torecover an overpayment without affecting hours balances. Usuallyused for exception time reporting jobs.

RX Reduction in Pay Recovers overpayments made in prior pay periods when a lumpsum payment was too large, or a rate was too high. Usually usedby positive time reporting jobs.

TE Exception TimeReporting

Overrides EDB-generated payments. Reports variations, such asleave or overtime. Used by exception time reporting jobs only.

TX Positive Time Reporting Reports all current period time, including regular hours differentials,and leave taken. Usually used by positive time reporting jobs. Alsoused by Oregon to designate the number of days eligible forworkers’ compensation.

Payroll Adjustment Transactions

The payroll adjustment transactions are AC, AD, C, DA, DS, DU, ET, GA, H,HA, O, PS, RA, and RF. They are reported in payroll adjustment batches(except for AC transactions which are reported in Automatic Cancellationbatches) and entered on various pages. All payroll adjustment transactions areused for both positive and exception time reporting jobs.

The following chart briefly describes the function of each of the payrolladjustment transactions. See the Payroll Transactions chapter for detaileddescriptions of the payroll adjustment transactions.


TranCode


AC Automatic Cancellation Automatically reverses all payroll activity on a check/advice thatwas issued in error and returned by the employee. Requiresminimum data from the original check.

AD Advance Advances an amount to an employee in a regular check/advice;records an advance from a source other than the Payroll System.

C Cancellation Reverses all payroll activity on a check/advice that was issued inerror and returned by the employee. Requires all data from theoriginal check.

DA Dollar and Prior TaxBalances

Updates current dollar balances and any prior tax balances in anemployee’s EDB record.

DS One-Time Deduction Adds or adjusts deductions or employer contributions for currentpay period.



TranCode


DU Deduction Update Establishes or changes permanent voluntary deductions andcontributions.

ET Expense Transfer Transfers all or part of a payroll expense between one or moreaccounts.

GA Gross-to-Net Balances Updates current gross-to-net balances in an employee’s EDBrecord.

H Hand Drawn Check Records all payroll activity for checks/advices that are handwritten.

HA Hour Balances Updates current hour balances in an employee’s EDB record.

O Overpayment Reverses an overpayment after the employee has refunded theamount.

PS Prepayment Establishes or increases a prepayment amount for a deduction (forexample, if an employee prepays benefits premiums for coveragewhile on leave).

RA Retroactive Adjustment Records adjustments from prior pay periods.

RF Refund Refunds deductions, employer contributions, and prepayments.



Using Preprinted Transactions

Once System-generated positive (TX) and exception (TE) time reportingtransactions are preprinted on Time Reports, adjustments can be made (ifnecessary) to reflect the differences between actual time worked/rate of payand what resides on the Employee Data Base (EDB) for the employee.Preprinted TX and TE transactions use different entry methodology and aredescribed separately.

Adjusting Preprinted TX Transactions

Preprinted Time Reports for positive time reporting employees contain lists ofSystem-generated TX transactions. The transaction data is based on EDBpayroll information for projected hours worked (based on the percentage offull-time for the job and the employee’s account percent) during the payperiod. Transactions are evaluated for accuracy based on the actual hoursworked or leave taken by the employee during the pay period. Preprinted TXtransactions are not automatically processed; adjusted and nonadjustedtransactions alike must be checked off (an X entered in the field to the left ofthe transaction) to indicate that the employee is to be paid the amountspecified by the transaction. Data entry personnel then use these reports toaccurately record information into the system.

If a preprinted TX is accurate as printed

� Enter an X in the X field next to the preprinted TX transaction.

� Obtain approval(s) as required.

� Find the TX transaction online and accept as is on the Time Report page.

If a preprinted TX requires a one-time adjustment

� Enter an X in the X field next to the preprinted TX transaction requiring

adjustment.

� Line-out the inaccurate data and either enter the correct data or add data

to the transaction line.


� Correct the TX transaction on the Time Report page and if necessary add

additional transactions.

If a preprinted TX requires permanent adjustment

� Adjust the employee’s EDB data via the Personnel Action Form.


� Correct the TX Transaction for the current pay period.



If a preprinted TX exists for an employee who is not to be paid

� Do nothing to the transaction—do not enter an X in the X field on the

Time Report. No payment will be generated for the employee based on

this transaction data.


� Do not accept the transaction on the Time Report page.



Adjusting Preprinted TE Transactions

Preprinted Time Reports for exception time reporting employees containSystem-generated TE transactions. The data for each TE listed shows theEDB-generated payment that will be made automatically unless theinformation is overridden or changed.

If a preprinted TE is accurate as printed

� No action is required; the employee will be automatically paid based on

the EDB data preprinted on the Time Report.


If a preprinted TE requires a one-time adjustment

� Enter an X in the X field next to the preprinted TE transaction requiring

adjustment and

- To override preprinted TE transaction data

° Line-out the preprinted TE in the Tran Code field and enter DC.

° Line-out the data in the Time and Rate/Amount fields and enterzeros in both fields. (This corrected transaction will be enteredinto the System.)

° Enter a new DC transaction on a blank line of a Time Reportform using data required to correctly pay the employee for thepay period.

° Create a Distribution Change transaction online that reflects thechange.

- To change preprinted TE transaction data having the same rate ofpay:

° Line-out the data in the first Time field and enter the correctvalue, and/or

° Enter additional data in the second and third Earnings Type andTime fields.

Note: The first preprinted value in the Earnings Type fieldcannot be changed; TE transactions are edited by the System toensure that the first earnings type listed corresponds to theearnings type established in the employee’s EDB record.

° Create a Time Exception transaction online to correct the data.




If a preprinted TE requires permanent adjustment

� Adjust the employee’s EDB data via the appropriate personnel form.


� Correct the online record for the current pay period with the appropriate

transaction.

If a preprinted TE exists for an employee who is not to be paid

� Line-out the preprinted TE in the Tran Code field and enter DC.

� Line-out the data in the Time and Rate/Amount fields and enter zeros in

both fields.

Note: This will stop payment for the current pay period only. Topermanently stop paying an employee, update the EDB by submittingcorrect data on a Personnel Action Form.


� Create a Distribution Change transaction with 0 in the pay rate.



Using Handwritten Transactions

Handwritten transactions are those payroll transactions that are not

System-generated and preprinted on Time Reports. Therefore, all payrolladjustment and time reporting transactions are included in this category. (TEand TX transactions that are entered in addition to preprinted TE and TXtransactions are also considered to be handwritten transactions.)

Time reporting and payroll adjustment transactions are used in the followinggeneral situations:

� To adjust current pay period data.

� To adjust prior pay period data.

� To produce separate checks/advices.

� To establish or adjust deductions.

� To establish or adjust balances.

The following five sections briefly describe the transactions that can be usedin each of the general situations. These transaction descriptions are meant tobe used only as a preliminary guide. A full description of each transaction andits input form is located in the Payroll Transactions chapter, which will helpdetermine which transaction is best suited for the job to be done. The section“Typical Payroll Requirements” lists typical but specific payroll needs and thebest transaction(s) to use to meet those needs.

Adjusting Current Pay Period Data

The AD, DC, LV, TE, and TX transactions are used to set up a one-timeaction in order to accurately pay an employee for the current pay period.Depending on the current pay period adjustment required, select one or moreof the following transactions:

AD - Advance Use this transaction to advance money to an employee in addition to theirregular payment. It automatically sets up processing to recapture the amountadvanced (in full) from the next payment. Taxes are not withheld from theadvance amount. AD transactions affect the employee’s current andsubsequent payments.

DC - Distribution

Change

Use this transaction for exception time reporting employees only to set up aone-time change to account distributions, pay rates, and job classesestablished on the EDB. It affects the employee’s current payment only.

LV - Leave

Reporting

Use this transaction for exception time reporting employees only to reportleave time by job rather than by account. It affects the employee’s currentpayment only.



TE - Exception

Time Reporting

Use this transaction for exception time reporting employees only to changepreprinted TE information generated from the employee’s EDB record. Itaffects the employee’s current payment only.

TX - Positive

Time Reporting

Use this transaction to change preprinted transaction data or to reportpayments that do not have associated time factors (such as bonuses). It affectsthe employee’s current payment only.

Adjusting Prior Pay Period Data

The AC, C, ET, H, LX, O, RA, RP, and RX transactions are used to correct oradjust data entered in a previous pay period. This can be required for anynumber of reasons; for example:

� An employee was under paid in a prior pay period and needs to receive

payment for the difference between what should have been received and

what actually was received.

� An employee received a check that was issued in error.

� An employee was paid from the wrong account.

AC - Automatic

Cancellation

Use this transaction to reverse payroll activity for a check that has been lost orreturned by the employee. It affects the employee’s balances but not theemployee’s current payment. It requires only minimum data from the originalcheck by retrieving data from Payroll History.

C - Cancellation Use this transaction to reverse payroll activity for a check that has been lost orreturned by the employee. It affects the employee’s EDB balances but not theemployee’s current payment. All data from the original check must beentered.

ET - Expense

Transfer

Use this transaction to transfer dollar amounts, earnings types, and hours fromone account to another. It does not affect the employee’s current payment.

H - Hand Drawn

Check

Use this transaction to record payroll activity for a check issued manually.The transaction updates the employee’s gross pay, deductions, and accountinformation but does not automatically determine employer contributions. Itdoes not affect the employee’s current payment.

LX - Late Pay Use this transaction to report time worked but not reported from a prior payperiod. The amount specified by this transaction is automatically calculated aspart of the employee’s gross pay amount in the current payment. It affects theemployee’s current payment.



O - Overpayment Use this transaction to recover an overpayment amount when the overpaymentamount has been remitted by the employee (it is not necessary to recapture theamount from a subsequent payment to the employee). It does not affect theemployee’s current payment.

RA - Retroactive

Adjustment

Use this transaction to adjust prior pay period activity and increase ordecrease the employee’s current gross pay amount. It affects the employee’scurrent payment.

RP - Lump Sum

Reduction in Pay

Use this transaction to recover a specified amount from a prior pay periodwhile adjusting dollar balances (but not hour balances) in an employee’s EDBrecord. It reduces the employee’s gross pay amount and affects the currentpayment.

RX - Reduction

in Pay

Use this transaction to recover a specified amount from a prior pay periodwhile adjusting both dollar and hour balances in an employee’s EDB record.It reduces the employee’s gross pay amount and affects the current payment.

Producing Separate Checks/Advices

The AP (Additional Payment) transaction can be used to generate up to 9separate checks/advices, in addition to the regular payment, for an employeeduring a pay period. This may be useful for producing a separate bonus orspecial award payment, a payment for overtime worked, or any situation inwhich a separate payment (in addition to the regular pay check/advice) to anemployee is required. The AP transaction can also be used to add money tothe employee’s current payment.

Establishing/Adjusting Deductions

The DS, DU, PS, and RF transactions are used to set up or change deductions.Deductions can include pre-tax deduction amounts (such as employeecontributions to a 401(k) plan), post-tax deduction amounts (such as employeecontributions to a charity), or employer contributions (such as employer-paidhealth insurance premiums). These can be for permanent deductions,one-time-only deductions, prepayment of a deduction balance, or refund of adeduction.

DS - One-Time

Deduction

Use this transaction to make a one-time adjustment or establish a one-timeemployee deduction or employer contribution. It affects the employee’scurrent payment only.



DU - Deduction/

Contribution

Update

Use this transaction to establish or adjust declining balances, permanentvoluntary deductions, and employer contributions. It affects the employee’scurrent and subsequent payments.

PS - Prepayments Use this transaction to establish or increase the amount paid ahead of time bythe employee from which amounts will be regularly deducted. This can beused, for example, to set up monies from which to pay insurance premiumswhile an employee is on a planned leave of absence without pay.

RF - Refund Use this transaction to recover deductions, employer contributions, and/orprepayments inaccurately deducted. It increases the employee’s currentpayment unless the refund is for an employer contribution.

Establishing an EIC Payment

To establish an Earned Income Credit (EIC) payment for an employee, firstverify that tax entity 054 (Federal EIC) is set up with the current EIC rates onboth the Tax Entity Table and the Tax Rate Table. Set up a G balance on aDU (deduction) transaction for Gross-to-Net element 024. The EIC PaymentCreation routine requires that the employee’s deduction array have a code of1.00, 2.00, or 3.00 defined in the first Balance Indicator. A code of 1.00 is fora single person, a code of 2.00 is for a married person with both spousesfiling, and a code of 3.00 is for a married person with only one spouse filing.Once this has been done, the System will calculate the EIC amount and refundthis amount to the employee through payroll disbursement.

Establishing/Adjusting Balances

The DA, GA, and HA transactions are used to set up or change an existingbalance on the EDB. Most balances are System-generated during payrollcalculation and should be adjusted with great care; however, the followingexamples show situations when balance transactions may be useful:

� No other transaction will adjust a balance without affecting an employee’s

payment amount.

� An error in a specific balance occurred sometime in the past and cannot

be traced without great difficulty.

� The adjustment must occur immediately because period-end reporting

must occur immediately.

DA - Dollar And

Prior Tax Balances

Use this transaction to establish or adjust dollar and/or prior tax balances in anemployee’s EDB record. It has no effect on the employee’s current payment.



GA - Gross-to-Net

Balances

Use this transaction to establish or adjust gross-to-net balances in anemployee’s EDB record. It has no effect on the employee’s current payment.

HA - Hours

Balances

Use this transaction to establish or adjust hours balances in an employee’sEDB record. It has no effect on the employee’s current payment.

Adjusting Canadian Employment Insurance (EI) Balances

Occasionally, the Employment Insurance (EI) year-to-date grosses posted tothe EDB by a C, O, or H transaction differ from the System-calculated grossesstored on the EIDB. The system will self adjust the EDB balances in asubsequent payroll. However, if for some reason, the EDB grosses do notmatch the EIDB, the EDB grosses must be adjusted to match those on theEIDB. The deductions and contributions associated with these grosses mustalso be adjusted.

Follow the steps listed below to adjust the appropriate employee balances:

1. Determine whether to adjust the employee’s current balances or prior

balances. If the State/Province Taxed on the C, O, or H transaction differsfrom the State/Province Taxed on the employee’s current pay, adjust theemployee’s prior balances. Otherwise, adjust the employee’s currentbalances.

2. Use a DA (Dollar and Prior Tax Balances) transaction to adjust thefollowing prior year-to-date grosses:

- Federal Unemployment Insurance Gross YTD (data element 4033)

- Canadian Employment Insurance employee deduction (data element4062)

- Canadian Employment Insurance employer contribution (dataelement 4073)

3. Use a DA (Dollar and Prior Tax Balances) transaction to adjust thefollowing current year-to-date gross:

- Federal Unemployment Insurance Gross YTD - Limited (dataelement 5511)

- Federal Employment Insurance Gross YTD - Nolimit (data element5513)

4. Use a GA (Gross-to-Net Balance) transaction to adjust the followingcurrent year-to-date gross-to-net balances:

- Canadian Employment Insurance employee deduction (data element6084)

- Canadian Employment Insurance employer contribution (dataelement 6085)



See the Payroll Transactions chapter for detailed descriptions and examples ofall of the balance adjustment transactions.

Typical Payroll Requirements

The following chart lists specific, common payroll needs and the transactionsthat are most often used to meet those needs. The chart differentiates betweentime reporting and payroll adjustment transactions; it also differentiatesbetween positive time reporting transactions and exception time reportingtransactions.

Only handwritten TX and TE transactions are discussed in this chart. See theUsing Preprinted Transactions chapter for a discussion of preprinted TX andTE transactions. See the Payroll Transactions chapter for detailed descriptionsof all payroll transactions.

Payroll Requirements

Payroll NeedPositiveReporting

ExceptionReporting

Adjustments

To override normal account chargesand/or pay rate.

DistributionChange (DC)

To generate more than one paycheckfor the employee during the currentpay period.

AdditionalPayments (AP)

Additional Payments(AP)

To increase the regular paycheckamount to include merit awards,commissions Canadian retiringallowances).

AdditionalPayments (AP)

Additional Payments(AP)

To report overtime worked in thecurrent period.

Positive TimeReporting (TX)

Positive TimeReporting (TX),Exception TimeReporting (TE)

To report leave taken in the currentpay period.


Exception TimeReporting (TE),Leave Reporting(LV)

To report leave taken in the currentperiod and distribute it to all accounts.

Leave Reporting(LV)

To report time worked in the currentperiod.


Exception TimeReporting (TE)




ExceptionReporting

Adjustments

To reduce current period salaryamount by a lump sum amount(reduce dollars without affectinghours) for an overpayment made in aprior period.

Reduction in Pay(RP)

Reduction in Pay(RP)

To reduce current pay to recover priorperiod overpayments because toomany hours or wrong rate wasreported.

Reduction in Pay(RX)

Reduction in Pay(RX)

To report time worked but notreported in a prior pay period withpayments taxed as supplemental payand added to normal or reportedearnings types on the paycheck stub.

Late Payment(LX)

Late Payment (LX)

To transfer expenses from a prior payperiod from one or more accounts toone or more other accounts withoutaffecting the employee’s currentpayment.

Expense Transfer(ET)

To reverse a returned employeepaycheck and reduce affectedquarter-to-date and year-to-datebalances on the EDB.

Automatic CheckCancellation (AC),Cancellation (C)

To advance money to an employee(on regular paycheck) and/or recordadvances from other sources; andestablish a declining balance torecover the advance amount fromfuture payment(s).

Advance (AD)

To update quarter-to-date andyear-to-date balances in the EDB fora hand-drawn check.

Hand-Drawn Check(H)

To override or adjust normaldeductions or employer contributionsfor the employee’s current pay cycle.

One-Time Deduction(DS)

To record a full or partial adjustmentof a prior overpayment if the checkhas been cashed and the amountrefunded by the employee.

Overpayment (O)

To record adjustments to recover anoverpayment made in a prior periodby reducing current gross (employeecashed check and has not refundedthe money).

RetroactiveAdjustment (RA)




ExceptionReporting

Adjustments

To adjust an overpayment to anemployee who has been terminated.

Overpayment (O)

To refund all or part of a deduction oremployer contribution withheld and/orprepayment made in error in a priorpay period.

Refund (RF)

To establish or change ongoingvoluntary deductions and employercontributions.

Deduction/Contribution Update(DU)

To establish or change a decliningbalance.

Deduction/Contribution Update(DU)

To establish or increase a deductionprepayment balance for an employeewho is going on a leave without paybut will remain eligible for certainbenefits during the leave.

Prepayments (PS)

To record earnings not paid in a priorperiod.

RetroactiveAdjustment (RA)

To establish or adjust dollar and/orprior tax balance(s) (for example totalgross year-to-date) individually.

Dollar And Prior TaxBalance (DA)

To establish or adjust gross-to-netbalance(s) (for example, federalwithholding year-to-date) individually.

Gross-to-NetBalance (GA)

To establish or adjust hoursbalance(s) (for example, hoursworked year-to-date) individually.

Hours Balance (HA)

To establish or adjust prior taxbalances individually in anemployee’s EDB record.

Dollar Balance (DA)

To make last minute adjustments tobalances before W-2/T4/Relevéprinting.

Dollar Balance (DA)

To establish start-up balances whenconverting to the HRMS.

Dollar Balance (DA)

Gross-to-NetBalance (GA)

Hours Balance (HA)



Questions and Answers

The following chart provides answers for frequently asked payroll questionswhere those questions can be answered by using a payroll transaction. Thequestions are grouped as follows:

� Time Reporting Transactions

- Positive Time Reporting Transactions

- Exception Time Reporting Transactions

� Payroll Adjustment Transactions



Positive Time Reporting Transactions Questions and Answers

What Do I Do If...? Answer

An employee is listed on apreprinted Time Report but doesnot work for the departmentanymore.

Do not check off the employee’s preprinted TX transaction; verifythat the Personnel Action Form with the termination or transfer isbeing processed. If the employee has been transferred to a newdepartment, the new department must manually enter a TX.

An employee who should be listedon the preprinted Time Report isnot.

Manually enter a TX transaction if the employee’s EDB record wascreated or changed after Time Reports were printed. If the EDB isnot updated before payroll processing begins, the System will notprint a check for a new employee; it prints a check based on existingEDB data for a current employee.

A preprinted job class, accountnumber, rate of pay, or earningstype is wrong.

Cross out the preprinted value and enter the correct one; processpermanent changes using a Personnel Action Form.

An account, in addition to those onthe preprinted Time Report, mustbe charged for the period.

Manually enter a TX transaction with the additional account. (Thesum of hours assigned to all accounts must equal the number ofhours the employee worked during the period.)

An employee worked more or fewerhours than the preprinted value.

Cross out the preprinted value and write in the correct number ofhours worked.

An employee used some leave timeduring the pay period.

Enter the earnings type representing the leave type used and thenumber of hours of leave in the blank Earnings Type and Time fieldson the employee’s preprinted TX transaction. FMLA: If the employeeis using Paid Leave as FMLA Leave Taken, enter the number ofhours taken for the paid leave type, such as VAC and the FLPearnings type on the employee’s preprinted TX transaction. If theemployee is taking Unpaid FMLA Leave, enter the FLU earningstype and the number of hours taken on the employee’s preprintedTX transaction. You can use FMLA Earnings with C/H/Otransactions in the same manner as time reporting transactions.

An employee worked overtimeduring the pay period.

Enter the overtime earnings type, OTP, and the number of overtimehours in the blank Earnings Type and Time fields on the preprintedTX transaction. FLSA: Identify overtime hours by the appropriateweek end date.

More room is needed to enterearnings or leave used (all threeEarnings Type/Time fields are full).

Enter the employee’s name and ID, TX, week end date, hourlyearnings type, time (if appropriate), rate of pay, job class andaccount on a blank Time Report.

I need to pay a terminatedemployee.

If you want to pay a terminated employee you must manually inputthe transaction. If the Termination Status Date is greater than thePay Period Begin Date you can use TX, TE, DC, LV transactions. Ifthe pay is being issued within 3 months of termination, you can useRF, LX, AP, RX, and RA (nonrate adjustment) transactions to paythe terminated employee. If the pay is being issued within 12 monthsof termination, you can use RA (rate-adjustment) transaction.



Exception Time Reporting Transactions Questions and Answers


An employee is listed on apreprinted Time Report but doesnot work for the departmentanymore.

Enter a DC transaction having the same information in all fields as thepreprinted TE transaction for the employee except enter zeros in theTime and Rate/Amount fields. Verify that the Personnel Action Formfor termination or transfer is being processed.

An employee who should belisted on a preprinted TimeReport is not.

This employee will not be paid unless an EDB record is created beforepayroll calculation begins. Once the EDB record is created, there is noneed to enter any transaction; the employee will be automatically paidfrom the data in the EDB.

A job class or time is incorrect asshown on the preprinted TimeReport.

Cross out the System-generated value and enter the correct one;process permanent changes using the Personnel Action Form.

The account number, rate of pay,and/or earnings type is wrong asshown on the preprinted TimeReport.

Enter a DC transaction using the same information as shown in thepreprinted TE transaction; however enter corrected data in theAccount Number, Rate/Amount, and/or Earnings Type fields. Processpermanent changes using the Personnel Action Form.

An employee used some leavetime during the pay period.

Enter an LV transaction or enter the leave time in the second EarningsType and Time fields in the employee’s preprinted TE transaction.FMLA: Use a DC or RP transaction to reduce the employee’s normalpay. Use a separate LV transaction to record FMLA Hours Taken. Ifthe employee is using Paid Leave as the FMLA Leave Taken, enterthe number of hours taken for the paid leave earnings type, such asVAC and the FLP earnings type. If the employee is taking UnpaidFMLA Leave, enter the FLU earnings type and the number of hourstaken.



Payroll Adjustment Transactions Questions and Answers


A payment was charged againstvacation when the employee wasactually on an unpaid leave.

Enter either a negative RA transaction to recover the monies from theemployee’s payment when they return from leave, or enter an Otransaction if the employee refunds the monies.

An employee was underpaid $.30per hour in a prior pay period.

Enter a positive RA transaction for the gross amount of theunderpayment. The underpayment will be paid to the employee in thecurrent check.

A payment to an employee wascharged against the wrongaccount.

Enter 2 ET transactions; a positive one to increase the correct accountand a negative one to decrease the incorrect account.

I want to establish a decliningbalance.

Check the Gross-to-Net Table to see if the gross-to-net element forwhich you want to establish a declining balance has a decliningbalance flag. If it does, use a DU transaction to establish the decliningbalance.

I want to establish a prepaiddeduction for an employee.

If a prepayment can be accepted for the deduction, process a PStransaction. Note: Prepayments are acceptable if a prepaymentaccount exists for the deduction in the Gross-to-Net Table.



Chapter 3

Batching/Entering/Correcting Payroll

Transactions

Overview

This chapter describes the payroll edit cycle: batching, entering, and editingpayroll transactions, and correcting errors in transactions that have beenentered. This is a cyclical process that occurs multiple times during theprocessing of each schedule. It occurs for all batches of transactions andcontinues until all errors have been corrected or until payroll calculation mustbegin. The steps in the cycle are:

1. Entering Initial Batches

a. The appropriate people manually approve and/or correctSystem-generated time reporting transactions.

b. A Payroll Batch Control page (the batch header) is completed foreach batch type.

c. Enter additional time reporting transactions and/or completenecessary payroll adjustment transaction pages into the system.

2. Editing Payroll Transactions: The System edits the data and producesreports used in correcting errors.

3. Correcting Payroll Transactions

a. Transaction error corrections are made for batch control, payrolladjustment, and time reporting transactions based on the reports fromthe edit cycle.

b. The corrections are entered into the System.


3

c. After the last payroll edit cycle, the System lists all acceptedtransactions (in balanced batches) which are used in calculating thepayroll.

Overview

3-2 Batching/Entering/Correcting Payroll Transactions 08/2007

Entering Initial Batches

The payroll edit cycle begins when initial payroll transactions are batched andentered into the System.

All System payroll processing is done in batch mode. However, payroll datamay be entered through online or batch data entry methods or a combinationof both. Regardless of the data entry method used, all payroll transactionsmust be preceded by batch header (BA) information.

Establishing a Batch of Payroll Transactions

A payroll transaction batch contains a Batch Add (BA) transaction (header)plus one or more time reporting transactions, payroll adjustment transactions,or Automatic Cancellation (AC) transactions. Each batch is for a specificschedule and organization ID.



Batch Add Transaction

The BA transaction establishes totals for a batch of input transactions andassigns each transaction to a specific batch which is identified by a uniquebatch number. All batches of transactions must be preceded by the BAtransaction, whether the batch consists of one transaction or many.

Part of the BA transaction data consists of control totals information. Controltotals help ensure that the transactions within a batch have been enteredcorrectly. Assigning each transaction to a specific batch allows the batch, andeach transaction in it, to be traced from its source to a System-generatedPayroll Input Register or, if the batch or the transaction are in error, to theBalance and Edit report.

BA transactions are entered on the menus appropriate for the batch type. Thepages record batch identification and control information for all BA batchtypes:

� Time reporting transactions (Type T)

� Payroll adjustment transactions (Type A)

� Automatic Cancellation transactions (Type B)

More information about the BA transaction and creating appropriate batchtypes are available in the Payroll Transactions chapter of this manual.



Payroll Transactions Batching Guidelines

Payroll transactions must be grouped together by type of transaction:

� Time Reporting Transactions - include AP, DC, LV, LX, RP, RX, TE,

and TX transactions in Time Input type (T) batches. To make data entry

easier, these transactions could be further separated into the following

batches:

- Preprinted positive time reporting transactions (TX) with/withoutchanges in numerical order, and

- Preprinted exception time reporting transactions with changes plusmiscellaneous handwritten time reporting transactions.

� Payroll Adjustment Transactions - include AD, C, DA, DS, DU, ET,

GA, H, HA, O, PS, RA, and RF transactions in Adjustments Batch type

(A) batches.

� Automatic Cancellation Transactions - include only AC transactions in

Automatic Cancellation type (B) batches.



Each of these types of batches are most easily processed using the followingguidelines:

Batch Contents Description

Batch Type Batch Contents

TYPE = T* Time Reporting/Additional Payments menu: Payroll Batch Control page identifyingthe batch type, batch number, initials of the originator, the number of transactions in thebatch, the total hours (Time field), and the total rate (Rate/Amount field).

TYPE = A Payroll Adjustment menu: Payroll Batch Control page identifying the batch type,batch number, initials of the originator, and the number of transactions in the batch.

TYPE = B Automatic Cancellation menu: Payroll Batch Control page identifying the batch typeand batch number.

* Many users find it easier to separate time reporting transactions furtherinto System-generated positive time reporting and miscellaneous timereporting batches. Although it is necessary to separate batches byorganization ID, many organizations find it easier to separate them furtherby department.

Note: Transactions from the same page must be in the same batch.



Calculating Batch Control Totals

Part of the batching process involves calculating batch control totals andentering them on Payroll Batch Control menus or by editing the BAtransaction. Both time reporting transactions and payroll adjustmenttransactions require transaction counts (the number of transactions in thebatch). However, only Time reporting transactions require rate of pay andtime control totals.

To calculate these rate of pay and time control totals:

Batch Totals Using Payroll Batch Menus

� To use the Payroll Batch Control menus for Time Input or Payroll

Adjustments, choose Payroll from the drop down list and then choose

either Time Input or Adjustments.

� Enter the Hours Hash Total and Rates Hash total on the Payroll Batch

Control menu for Time Input.

� Enter the Transaction Count on the Payroll Batch Control menu for

Payroll Adjustments.

Batch Totals Using Payroll Corrections

� The BA transaction can be easily accessed through Payroll Corrections.

� At the List Schedules/Organization page, use the radio button for the

Schedule/Organization you want to look at, this will go to the Payroll

Batch List.

� At the Payroll Batch List use the radio button for the batch number want,

the system accesses Payroll Transaction List.

� At the transaction List, click the BA transaction.

� At the Corrections menu, choose List Schedules/Organization.

Entering Batches of Payroll Transactions

Batches of transactions are entered through either online data entry or batchdata entry methods. The payroll forms provide easy transfer of data to theSystem for either data entry method. (All forms are included in Appendix A).

� Fields that do not have column numbers indicate use for online data entry

only or are only informational (the data either appears on the page or the

field is provided to further identify the employee/organization for whom

the form applies).

� Fields that are not shaded but do have column numbers indicate use for

both batch and online data entry (unless specifically noted on the form).



Editing Payroll Transactions

After transactions are entered, the System performs, for online data entry,immediate transaction editing before beginning initial processing and furtherediting. After immediate online editing, the transactions go through first levelprocessing. Although most edits are done online, a few additional or unusualones are done in a batch re-edit that produces the Balance and Edit report.Batch editing is done multiple times prior to payroll calculation to:

� Edit newly entered batch headers (BAs) and transactions.

� Correct previously entered batch headers (BAs) and transactions.

� Ensure that transactions are edited using the current EDB (the EDB could

be updated during the edit process).

Each edit is referred to as a generation and is assigned a generation number.This number is useful in identifying the generation in which transactions andbatches were edited since transactions and batch headers (BAs) from allgenerations in a schedule are listed on the same reports.

Online System Edits

As transactions are entered online, the System edits the data and displays thefollowing types of errors for operator online correction and/or other action:

Value Errors Most fields are edited to ensure that they contain valid entries. For example,the schedule number entered on a batch control screen must be for anorganization and a schedule currently being processed; if it is not, the Systemwill not accept the entry. Some value edits ensure that values are valid entrieson the Control Data Base. For example, a Job Class entered on a timereporting transaction must be a valid Job Class on the appropriate group JobClassification Table.

Consistency Errors Although data on a screen may be valid, the combination of data in multiplefields may be inconsistent; for example, a time entry for an earnings type suchas a bonus payment (which does not use hours) is inconsistent, although theearnings type and time entries may be valid.

Processing Errors These errors prevent an operator from using the System incorrectly; forexample, entering transactions within a batch without first entering a BatchAdd (BA) transaction. This error can only occur with Batch Entry.



The System identifies transaction data that is in conflict with the employee’sEDB record; for example, a time reporting transaction is entered for anemployee on a leave without pay. The operator should enter this transactionbecause the EDB may not have been updated to reflect the employee’s returnfrom leave. If the error still exists after the final edit cycle before payrollcalculation, the transaction will not be processed.

Batch Edit Reports

Three reports can be produced during this phase of the payroll edit cycle:

� Balance and Edit report

� Batch Status report

� Transaction Holding File List report

These reports, used together, identify and aid in correcting out-of-balancebatches and batches containing transactions with error conditions. The BatchStatus report identifies out-of-balance batches, whether or not the batchcontains incorrect transactions. The Balance and Edit report lists the enteredand computed control totals for the identified out-of-balance batches and theerror conditions for the incorrect transactions.

Note: You can also use the online Payroll Batch List page to view whichbatches are out of balance.

The Transaction Holding File List provides the full content of all activetransactions; this report can be used to determine where an imbalance in abatch occurred.

The remainder of this section describes how to generate the reports, as well asdescribes their contents. Correcting Payroll Transactions in this chapterdescribes how to use these reports to correct/update batches and transactions.

Balance and Edit Report

This report is an important tool for identifying and correcting inaccurate

payroll transactions. It does not list error-free transactions. It is automaticallygenerated by the Batch Balance and Edit program. For each organization in aschedule, the Balance and Edit report:

� Lists all messages for new input, corrected transactions, and uncorrected

transactions from previous generations still containing fatal errors.

� Identifies out-of-balance batches and transactions processed with errors.

� Lists sequence numbers for all transactions on the report.

� Lists batch control information based on the batch control totals entered

and the System-calculated batch totals.



The Balance and Edit report is printed in two different formats: one for timereporting transactions and the other for payroll adjustment transactions. Thetime reporting transaction format is the same as the Time Report form format.This makes it easy to write corrections directly on the report for re-entry. Thepayroll adjustments format reflects the internal transaction record, not theformats of various payroll adjustment forms. There is space provided on theBalance and Edit report to write in corrections to payroll adjustmenttransactions.

For both time reporting and payroll adjustment transaction batches, the reportincludes the following information for each batch containing errors:

� Heading Information - This includes Organization ID, organization name,

schedule, pay period ending date, check date, generation number, run

date, batch number, and batch origin.

� Batch Header Information - This includes generation number of last

activity for the transaction, sequence number, transaction code, batch

number, batch origin, transaction count, and edit errors applicable to the

batch control transaction.

� Batch Control Information - This includes for each batch, the input and

computed transaction count and, if applicable, hours and pay rate counts.

For time reporting transactions, the following is listed:

� Space to indicate if correction or deletion is being entered

� Sequence number

� Transaction content (formatted)

- Transaction code

- Pay period ending date

- Earnings type(s)

- Time(s)

- Rate/Amount

- Job number

- Job class

- Account number

� Column numbers for batch entry (one set per transaction)

� Generation number of last activity for the transaction

� Employee name

� Employee ID

� For each error

- Message number

- Severity of error

- Error text



For payroll adjustment transactions, the following is listed:

� Column numbers for batch entry (one set per report page)

� Sequence number

� Employee ID number

� Employee name

� Transaction code

� Transaction image (unformatted)

� For each error

- Message number

- Severity of error

- Error text

- Generation of last activity

Note: Cancellation, Overpayment, Hand Drawn Check, and Expense Transferare edited as a set of entries comprising a transaction. Therefore, when anyerror is detected in an individual entry or in the set as a whole, all entries forthe set are listed. Messages for individual entries are printed after theappropriate entry, while messages for the set appear after the entire set hasbeen listed.



PAYR021/PP36A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001BATCH NO 001, ORIGIN JLM PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/09/96—B1 BALANCE AND EDIT—GEN NO 002 CHECK DATE 11/11/96

ORG ID: ORG11 -ABC CORPORATIONTHF EMPLOYEE NAME TRAN TRANSACTION IMAGE GENSEQ # ID CD ..15...20...25...30...35...40...45...50...55...60...65...70...75...8000001 BA A201ORG11 001JLM00011000000000000000000000 000000 00100002 323920011 DANDERS,LARRY H1 C9876540130974Y00001628400000225000000021150000002253900000225390 00100003 H2 C9876540000020205 00000430990503REG0000225000 17600102696 00100004 H3 C987654 001 0000013500 003 0000022500 020 0000013974 00100005 H3 C987654 025 0000012688 030 0000000782 031 0000003909 00100006 H3 C987654 050 0000001270 051 0000001125 060 0000000360 00100007 H3 C987654 061 0000000120 075 0000002500 022 0000004600 00100008 H3 C987654 066 0000000180 036 0000003268 00100009 H3 C987654 186 0000005000 187 0000003000 188 0000002000 00100010 H4 C987654000022500000000977270000211500000009772700000000000000000000 00100011 H6 C987654 000000000000000000000000000390 00100012 H7 C987654 00370037 001

36-186 WARNING RESIDENCE STATE NOT ENTERED - ASSUMED TO BE STATE TAXED—————BATCH CONTROL INFORMATION————-BATCH NO 001 INPUT COMPUTEDTRANSACTION COUNT 00011 00011

Figure 3-1 Balance and Edit Report - Time Reporting Transaction Format (PAYR021)

Balance and Edit Report Error Messages

Three types of errors are listed on the report:

� Value Errors: Includes errors for invalid data. Data is considered invalid

if:

- The value is not recognized by the System (for example, valid codesfor Batch Type are A, B, and T; the System rejects any other values).

- It is not allowed for the employee (for example, an RF transactionsfor an employee who terminated more than three months ago).

- Too much or not enough data was entered on a transaction (forexample, the Rate/Amount field must be blank on a LV transaction).

- It is outside of the allowable range (for example, a deduction amountis not within the allowable range identified on the Gross-to-NetTable).

� Data Entry Errors: Includes all operator entry errors. The most common

errors are miskeying transaction data and entering incomplete

information.

� Batch Preparation Errors: Includes errors occurring during batch

preparation. An error in the batch control transaction results in rejection

of all transactions in the batch. The most common errors are:

- Incorrect transaction count

- The same number assigned to more than one batch

- All flagged time reporting transaction entries not entered but theyhave been added to the totals or vice versa

- Batch control totals added incorrectly

Unlike an error in a batch control transaction, a fatal error in a transactionwithin a batch does not result in the rejection of the whole batch.



PAYR021/PP36A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0002BATCH NO 302, ORIGIN JLM PAYROLL PROCESSING RUN DATE 11/25/96SCHEDULE 201 QTR 00 ENDING 11/22/96-W1 B1 BALANCE AND EDIT-GEN NO 001 CHECK DATE 11/25/96

ORG ID: -MONOCO CORPORATIONC/D TRAN PERIOD EARN TIME EARN TIME EARN TIME RATE OR JOB JOB CONTROLGEN SEQ # CD END DATE TYPE TYPE TYPE AMOUNT NO CLASS ACCOUNT NUMBER001 00013 BA T 103 302 JLM 00003 000000000 000000680772 MASTER 950 7190 953- 00016 AP 11/24/95 VAC 000.00 . 1 N1 00000030.772 0 110300 00000202021 2.... 10 12...... 18. 21.... 26. 29.... 34.. 38......... 49 50.... 56.................................001 CHAMPION,IRVING 003009999 36-090 FATAL ERROR TIME MUST BE ENTERED FOR FIRST EARNINGS TYPE

36-066 WARNING RATE EXCEEDS MAXIMUM HOURLY RATE- - - - - - -BATCH CONTROL INFORMATION- - - - - -BATCH NO 302 INPUT COMPUTEDTRANSACTION COUNT 00003 00003RATE CONTROL 000000680.772 000000680.772 TOTAL RATES: 680.772

Figure 3-2 Balance and Edit Report - Payroll Adjustment Transaction Format (PAYR021)

The severity level for each error message is printed next to the error messageon the report. The following list outlines the possible severity levels and theirsignificance:

� Informational - processing occurs

� Warning - minor error conditions; processing occurs

� Serious - more serious than Warning; processing occurs

� Fatal - stops transaction processing; must be corrected

� See Systems - program error; stops transaction processing; consult with

your data processing staff

During the entering, editing, and correcting cycle that occurs multiple timesfor each schedule, transactions with errors do not have to be removed fromprocessing if they cannot be immediately corrected. This allows research andcorrection without slowing down the payroll process. The System will deletetransactions with fatal errors before actual calculations begin. The benefits ofthis are:

� Batch balances will be correct because all transactions in a batch will be

entered, even though one or more of them is generating errors.

� The transaction in error can be accessed for correction without reentry.

� No data reentry is necessary for those transactions containing data that

does not match EDB data if the EDB is updated before the last editing

cycle.

Batch Status Report

This report describes the status of each batch for each organization withineach active or re-edited schedule. It does not give information abouttransactions within a batch.

The Batch Status report includes for each batch listed:

� Batch number

� Generation number of last activity

� Status (accepted, rejected, deleted, released)

� Action required

The report provides summary information on whether batches are in balanceor not and directs the user to corrective action. The report is used inconjunction with the Balance and Edit report and the Transaction Holding FileList to identify and correct out-of-balance batches and batches containingtransactions with error conditions.



Transaction Holding File List Report

This report lists all batches of transactions including those with errors as wellas those that are error free and their sequence numbers. As a result, this reportis a particularly useful tool when you need to change the data for an error-freetransaction or determine why batches with no fatal errors are out of balance.Complete a Transaction Holding File List Run Specification form to producethe Transaction Holding File List report.

The Transaction Holding File List report displays the following information:

� Schedule


� Run date

� Check date

� Organization ID

� Organization name

� Batch number

� Sequence number

� Employee ID

� Employee name


� Transaction image with column numbers

� Severity level of error messages

� Other identifying information



PAYR023/PP36A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 11/11/96

SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 BATCH STATUS REPORT-GEN 001 CHECK DATE 11/11/96ORG ID: -MONOCO CORPORATION

BATCH GEN NO LASTNUMBER ACTIVITY STATUS ACTION REQUIRED100 001 ACCEPTED101 001 ACCEPTED CORRECT TRANSACTIONS102 001 OUT OF BALANCE CORRECT OR RELEASE BATCH103 001 OUT OF BALANCE CORRECT OR RELEASE BATCH104 001 ACCEPTED105 001 ACCEPTED106 001 ACCEPTED107 001 ACCEPTED108 001 ACCEPTED109 001 ACCEPTED110 001 ACCEPTED140 001 ACCEPTED141 001 OUT OF BALANCE CORRECT OR RELEASE BATCH144 001 OUT OF BALANCE CORRECT OR RELEASE BATCH172 001 ACCEPTED199 001 ACCEPTED201 001 ACCEPTED CORRECT TRANSACTIONS202 001 ACCEPTED203 001 ACCEPTED204 001 ACCEPTED900 001 ACCEPTED

Figure 3-3 Batch Status Report (PAYR023)

The Transaction Holding File List Run Specification identifies whichTransaction Holding File and payroll schedule you wish to print. Although aspecific schedule number is required, you can also select reports byOrganization ID or all organizations and/or by batch or all batches.



PAYR030/PP3700XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0003FILE GEN-001 ON TRANS HOLDING FILE B PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/05/96-W1 B1 TRANSACTION HOLDING FILE LIST CHECK DATE 11/11/96

ORG ID: MONOCO CORPORATION BATCH NUMBER: 102THF EMPLOYEE NAME TRAN TRANSACTION IMAGE SEV GEN BATCH CTLSEQ # ID CD 12.15...20...25...30...35...40...45...50...55...60...65...70...75...80 NO. NUMBER00017 BA T101 102JLM00031000048900000004708609 000000 0 001 10200018 071009999 DONNAY,CHER AP 111196REG04000 1 T 00000011058 8899020000020203 0 001 10200019 071009999 DONNAY,CHER AP 111196UCR00000 1 T 00000095000 8899020000020203 0 001 10200020 104009999 PRESTER,SARA AP 111196REG02000 1YN500000007000 9999040000020205 0 001 10200021 010009999 MALT,MARLENE AP 111196VAC02400 1 N100000012175 1204900000020203 0 001 10200022 011009999 KENNEDY,KENNETH AP 111196BNS00000 1 N300003500000 1101100000020202 0 001 10200023 012009999 MCFERRIS,JAMIE AP 111196REG00800 1 N100000008462 1204920000020204 0 001 10200024 012009999 MCFERRIS,JAMIE AP 111196ADL00000 1 N100000150000 1204920000020204 0 001 10200025 064009999 MEADOWS,FRANCIS AP 111196VAC08000 1 N200000021540 8881100000020204 2 001 10200026 121009999 ZARK,NOAH AP 111196VAC01000 00000013937 9999030000020204 00200332 0 001 10200027 121009999 ZARK,NOAH AP 111196FLP01000 00000013937 9999030000020204 00200332 0 001 10200028 012009999 MCFERRIS,JAMIE TX 111196FLU04000 0000000 1204920000020204 0 001 10200029 012009999 MCFERRIS,JAMIE LX 102596FLU04000 0000000 1204920000020204 0 001 10200030 101009999 BENTON,WALTER AP 110896VAC02000 00002717000 9901100000020205 003 2 001 10200031 101009999 BENTON,WALTER TX 110896FLP02000 2717000 9901100000020205 003 2 001 10200032 113009999 LAFARGE,LORIN LX 102596FLP04000 916600019960000000020204 002 2 001 10200033 113009999 LAFARGE,LORIN TX 102596ADL00000 005000019960000000020204 002 2 001 10200034 002009999 MANILA,HEATHER TX 110896VAC01000 000675018114000000020204 000 0 001 10200035 002009999 MANILA,HEATHER LX 102596FLP01000 000675018114000000020204 000 0 001 10200036 105009999 EGGBERT,FRIEDA TX 110896FLU04000 000600019950900000020205 003 0 001 10200037 105009999 EGGBERT,FRIEDA LX 102596FLU04000 000600019950900000020205 003 0 001 10200038 001009999 GONZALES,LARRY D. AP 110896ADL00000 00000100000 9901100000020205 003 0 001 10200039 113009999 LAFARGE,LORIN AP 110896BNS00000 1 T 00001000000 9960000000020204 2 001 10200040 146009999 READER,ROBERT J AP 110896REG02400 1 T 00000007212 9950700000020204 0 001 10200041 146009999 READER,ROBERT J AP 110896BNS00000 2 T 00002000000 9950700000020204 0 001 10200042 022009999 BEACH,ANDREW M. AP 110896MRT00000 1 T 00000100000 3150700000020203 0 001 10200043 066009999 GOOD,JOHNNY B. AP 110896ADL00000 1 N100000500000 8809990000020204 0 001 10200044 121009999 ZARK,NOAH LV 110896VAC01000 00000001 2 001 10200045 121009999 ZARK,NOAH LV 110896FLP01000 00000001 2 001 10200046 071009999 DONNAY,CHER LV 110896FLU00400 00000001 0 001 10200047 072009999 MCFEE,ALEX LV 110896FLU00600 00000001 0 001 10200048 072009999 MCFEE,ALEX RP 110896REG00600 6250000 1102000000020202 000 0 001 102

Figure 3-4 Transaction Holding File List Report (PAYR030)

Re-Editing Payroll Transactions Prior to Payroll Calculation

For the payroll process to function properly, all transactions for a schedulemust be edited one final time against the current EDB. This is because theEDB is likely to be updated between the start and end of data collection.

The Payroll Batch Balance and Edit Run Specification triggers the re-edit ofall transactions for specified schedules. This run specification allows the userto determine when a complete re-edit occurs for a given schedule orschedules. Re-editing must be completed before the payroll consolidationcalculation takes place.

The run specification provides space for identification of up to 12 schedules inthe input Transaction Holding File for reedit against the EDB.

A sample Payroll Batch Balance and Edit Run Specification follows.



TRANSACTION HOLDING FILE LISTRUN SPECIFICATION

Field Description

THF

SCHED

ORGANIZATION ID

BATCH NO.

Enter the suffix (A or B) or the Transaction Holding File to be listed.If the most recent file is to be listed, this field can be left blank.

Enter the code for the payroll schedule listed.

Enter the Organization ID for the organization to be listed. To listall organizations for the Schedule, enter "ALL" in columns 15-17.

Enter the Batch Number to be listed. To list all batches for theorganization, leave this field blank.

PAY37-SPEC ORGANIZATION IDTHF SCHEDBATCHNO.

1 10 11 12 14 15 27 28 30

PAY37SR957 - 08/15/98

Figure 3-5 Transaction Holding File List Run Specification (PAY37-SPEC)



PAYROLL BATCH BALANCE AND EDITRUN SPECIFICATION

Field

PAY36-SPEC SCHEDULES TO RE-EDIT

SCHEDULES TORE-EDIT

Enter the code of each schedule in the input Transaction HoldingFile to be re-edited against the EDB.

Description

1 10 11 13 14 16 17 19 20 22 23 25 26 28 29 31 32 34

35 37 38 40 41 43 44 46

PAY36SR920 - 8/1/90

Figure 3-6 Payroll Batch Balance and Edit Run Specification (PAY36-SPEC)

Correcting Payroll Transactions

Corrections can be made to all payroll transactions. The Balance and Editreport is used to identify errors and also may be used to write in corrections.Each transaction requiring correction is listed on the Balance and Edit reportwith both the sequence number (which identifies the transaction to theSystem) and an error message (which identifies the error). With thisinformation, transactions can be corrected as needed.

Transactions are batched according to the kind of transaction; batch controltransactions, time reporting transactions, and payroll adjustment transactions.

Following is a discussion of the methods used to correct the more commonerrors for each kind of transaction.

Correcting Batch Header Information

Corrections to batch header information (BA transactions with batch types A,B, or T) are made on the to Batch Control Update page, which identifies thethree types of corrections that can be made to a batch:

� Batch correction - corrects control totals (BA)

� Batch release - releases out-of-balance batches (BR)

� Batch delete - deletes entire batches (BD)

There are two reports containing batch status and batch error data that shouldbe used when making corrections:

� Batch Status Report - The report describes the status of each batch

(accepted, rejected, deleted, released) and the action required for each

organization in the schedule. See the sample of the Batch Status report.

� Balance and Edit report - The report lists under the “Batch Control

Information” heading, the batch number and the manually entered and

System-calculated batch control totals for transaction count, time, and

rate, in addition to listing BA transactions requiring correction. If any of

the totals do not agree, the report displays the message TOTALS DO

NOT AGREE in the Batch Control Information section of the Balance

and Edit report.



Correcting a Batch

Batch header data (BA transactions) usually require correction because one ofthe following errors has occurred:

� The batch is out of balance.

� Duplicate batches were entered.

� Transactions were inaccurately batched (wrong batch type A, B, or T was

used).

Out-of-Balance Batches

Batches are out of balance when any of the entered batch control totals do notagree with the System-calculated batch control totals. The most commonerrors include:

� All entered transactions were not added to the totals

� Totals include transactions that were not entered

� Arithmetic errors

When the reason for the out-of-balance condition has been identified, correctthe batches by adding missing transactions to the original batch or completingthe corrections portion (BA) of the Batch Control Update page with thecorrected control totals.

Duplicate Batch Numbers

If the same batch number is assigned to two batches, the System combines thecontents of both batches and assigns it a batch number of AAA. The errormessage DUPLICATE BATCH—FATAL ERROR is displayed on theBalance and Edit report under the inaccurate BA transaction. This error canonly occur with Batch Entry transactions.

To correct this situation for two similar batches (for example, two payrolladjustment transactions batches):

1. Delete the first BA transaction (which has no payroll transactions with it;they are now in AAA batch).

2. Renumber batch AAA; do not use the duplicated batch number during thesame cycle; choose a number other than the duplicated number. Also,change transaction totals, since two batches have been combined.

To correct this situation for two dissimilar batches (for example, a time reporttransactions batch and a payroll adjustment transactions batch):

1. Delete the BA transaction that has the duplicate number.

2. Delete the batch with no number on the Payroll Batch List.

3. Re-enter the time reporting transactions with a BA transaction withType = T.

4. Re-enter the payroll adjustment transactions with a BA transaction withType = A.



5. Before running another payroll cycle, correct the invalid Batchtransactions that caused the problem.

Inaccurately Batched Transactions

When transactions are entered with the wrong batch type, each transactionwill be listed on the Balance and Edit report with the same error message(36-012 TRANSACTION NOT IN PROPER TYPE BATCH). For example, iftime reporting transactions, which require a batch type of T, are entered with abatch type of A, message 36-012 will appear for each of the transactions in thebatch. This error can only occur with Batch Entry transactions.

All transactions in the batch can be corrected by simply completing thecorrections portion (BA) of the Corrections to Payroll Batch Control formwith the correct batch type and control totals.



Batch Release (BR)

Transactions in out-of-balance batches will not continue on to payrollcalculation unless the batch control totals are corrected or the batch isreleased. Entering corrected control totals is the preferred method forcorrecting out-of-balance batches and should be used whenever possible. If,for example, there is not time to correct the totals, batches can be releasedduring any edit cycle. If a released batch contains transactions with fatalerrors, all transactions except those with fatal errors will be released forpayroll calculation.

Releasing a Batch

Description The Batch Release transaction allows a batch that is out of balance to pass topayroll calculation. Normally, the System rejects a batch if it is out ofbalance; however, the BR transaction releases the batch for processing eventhough it may contain inaccurate totals or transaction counts. Use the BRtransaction at the beginning of payroll calculation and only when there is nottime to correct out of balance batches. Please note that transactions containingfatal errors will not be released.

Batch Release transactions may be processed during any edit cycle.

Notable Results The entire specified batch of transactions is released for processing despitebatch balancing errors.

Entry Guidelines BR transactions are batched with correction batches with the same schedulenumber within organization.

To release a batch online, on the Batch Control Update page, indicate Yes or(Y) to release the batch.

Online Page Batch Control Update (BA)

System Edits The batch header’s sequence number must be entered; the sequence number islisted on the Balance and Edit report.

Batch Release (BR)


Batch Delete (BD)

It is sometimes necessary to delete an entire batch of transactions; forexample, the batch is a duplicate or was entered with the wrong payrollschedule. Batches can be deleted during any edit cycle.

Deleting a Batch

Deleting a batch is done through Payroll Corrections. Select PayrollCorrections from the drop down list. Enter the schedule number and chooseList Batches For Schedules/Organizations, on the Payroll Batch List pageselect the Batch Number. On the Time Reporting Batch/Payroll AdjustmentsBatch page select the BA Transaction Code and from the Batch ControlUpdate page click Delete twice.

Description The Batch Delete transaction deletes a previously entered batch of payrolltransactions. BD transactions may be processed during any payroll edit cycle.

Notable Results The entire specified batch of transactions is deleted.

Entry Guidelines BD transactions are batched with correction batches with the same schedulenumber within organization.

To delete a batch online, on the Batch Control Update page, press Delete(PF5) two times. Once the header transaction is deleted, all the detailtransactions are also deleted during processing.

Online Page Batch Control Update (BA)

System Edits The batch header’s sequence number, listed on the Balance and Edit report,must be entered.

Batch Delete (BD)


Correcting Payroll Adjustment Transactions

Corrections to payroll adjustment transactions are entered into the Systemusing either online or batch data entry methods. All payroll adjustmenttransaction corrections require the entry of the transaction’s sequence numberand must be entered in batches preceded by a BA transaction.

Online corrections to payroll adjustment transactions are entered through theCorrections function that can be accessed through the Payroll drop down list.Payroll Corrections are used to delete or change the transaction codes ofpreviously entered transactions.

To correct payroll adjustment transactions in batch:

1. Place a C to the left of the sequence number on the Balance and Editreport and make corrections to the transaction by replacing incorrect datawith correct data. The transaction can also be corrected on the originalform by replacing the employee ID with a C plus the transaction sequencenumber from the Balance and Edit report (for example, C00903) andcorrecting the inaccurate data.

2. If any corrections affect the batch’s transaction count, complete thecorrections portion of the Corrections to Payroll Batch Control form.

3. Batch corrected Balance and Edit reports and payroll adjustment formsfor entry.

To correct payroll adjustment transactions online:

1. Find the correct batch, Batch Type, and transaction using the PayrollTransaction List in Payroll Corrections.

2. Select the transaction and the system will automatically access the correcttransaction page.

3. Correct any field on the transaction as necessary and press Enter 2 timesto update.

Batch Delete (BD)


PAYR021/PP36A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001BATCH NO 001, ORIGIN JLM PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/09/96—B1 BALANCE AND EDIT—GEN NO 002 CHECK DATE 11/11/96

ORG ID: ORG11 -ABC CORPORATIONTHF EMPLOYEE NAME TRAN TRANSACTION IMAGE GEN

SEQ # ID CD ..15...20...25...30...35...40...45...50...55...60...65...70...75...8000001 BA A201ORG11 001JLM00011000000000000000000000 000000 00100002 323920011 DANDERS,LARRY H1 C9876540130974Y00001628400000225000000021150000002253900000225390 00100003 H2 C9876540000020205 00000430990503REG0000225000 17600102696 00100004 H3 C987654 001 0000013500 003 0000022500 020 0000013974 00100005 H3 C987654 025 0000012688 030 0000000782 031 0000003909 00100006 H3 C987654 050 0000001270 051 0000001125 060 0000000360 00100007 H3 C987654 061 0000000120 075 0000002500 022 0000004600 00100008 H3 C987654 066 0000000180 036 0000003268 00100009 H3 C987654 186 0000005000 187 0000003000 188 0000002000 00100010 H4 C987654000022500000000977270000211500000009772700000000000000000000 00100011 H6 C987654 000000000000000000000000000390 00100012 H7 C987654 00370037 001

36-186 WARNING RESIDENCE STATE NOT ENTERED - ASSUMED TO BE STATE TAXED- - - - - - - BATCH CONTROL INFORMATION- - - - -BATCH NO 001 INPUT COMPUTEDTRANSACTION COUNT 00011 00011

Figure 3-7 Correcting Pay Adjustment Transactions Using the Balance and Edit Report (PAYR021)

Correcting Time Reporting Transactions

Corrections to time reporting transactions are entered into the System usingeither online or batch data entry methods. All time reporting transactioncorrections require the entry of the transaction’s sequence number and mustbe entered in batches preceded by a BA transaction.

Online corrections to time reporting transactions are entered through theCorrections function that can be accessed through the Payroll drop down list.Payroll Corrections are used to delete or change the transaction codes ofpreviously entered transactions.

To correct time reporting transactions in batch:

1. Make corrections on the Balance and Edit report if possible. Enter C inthe C/D field on the report and replace incorrect data, delete inappropriatedata, or add missing data. See the example of how corrections are madeon the Balance and Edit report.

2. If the error cannot be fixed on the Balance and Edit report, enter D in theC/D field to delete the transaction and have the error corrected. Forexample, if an error identified during the last payroll edit cycle cannot befixed before payroll calculation begins, the transaction can be deleted andre-entered when corrected during the next cycle.

3. Enter the new transaction count, rate of pay, and/or time control totals onthe Corrections to Payroll Batch Control form if any of these totals areaffected by the error corrections.

4. Batch corrected Balance and Edit reports.

To correct time reporting transactions online:

Batch Delete (BD)


PAYR021/PP36A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0002BATCH NO 302, ORIGIN JLM PAYROLL PROCESSING RUN DATE 11/25/96SCHEDULE 201 QTR 00 ENDING 11/22/96-W1 B1 BALANCE AND EDIT-GEN NO 001 CHECK DATE 11/25/96

ORG ID: -MONOCO CORPORATIONC/D TRAN PERIOD EARN TIME EARN TIME EARN TIME RATE OR JOB JOB CONTROLGEN SEQ # CD END DATE TYPE TYPE TYPE AMOUNT NO CLASS ACCOUNT NUMBER001 00013 BA T 103 302 JLM 00003 000000000 000000680772 MASTER 950 7190 953- 00016 AP 11/24/95 VAC 000.00 . 1 N1 00000030.772 0 110300 00000202021 2.... 10 12...... 18. 21.... 26. 29.... 34.. 38......... 49 50.... 56.................................001 CHAMPION,IRVING 003009999 36-090 FATAL ERROR TIME MUST BE ENTERED FOR FIRST EARNINGS TYPE

36-066 WARNING RATE EXCEEDS MAXIMUM HOURLY RATE-BATCH CONTROL INFORMATION-BATCH NO 302 INPUT COMPUTEDTRANSACTION COUNT 00003 00003RATE CONTROL 000000680.772 000000680.772 TOTAL RATES: 680.772

Figure 3-8 Correcting Time Reporting Transactions Using the Balance and Edit Report (PAYR021)

1. Find the correct batch, Batch Type, and transaction using the PayrollTransaction List in Payroll Corrections.

2. Select the transaction and the system will automatically access the correcttransaction page.

3. Correct any field on the transaction as necessary and press Enter 2 timesto update.

Batch Delete (BD)


Using Online Payroll Corrections

Payroll Corrections can all be performed online, before or after the edit cyclehas occurred.

The following information describes use of the online pages.

Payroll Schedule/Org ID List

Use the Payroll Schedule/Org ID List page to look up payroll scheduleinformation for the current pay cycle. Use this page to locate schedule andstatus information (by Organization ID, if desired) from the Payroll ControlFile.

If you accessed the list from a transaction menu, the System returns to themenu with the selected value. If you accessed the list from the correctionsmenu, the system displays the corresponding Payroll Batch List.

Field Names and Description/Codes

(Selector) To choose a record on this page, select the radio button.

Schedule Identifies the payroll schedule in which this transaction is processed.

Organization ID Specifies the Organization ID to which the employee belongs.

Check Date Specifies the date to be printed on the check or advice.

Pay Period

Ending Date

Specifies the end date of the pay period when the check/advice will be issued.

Quarter Indicates the quarter of the calendar year in which the check or advice wasissued.

Status Specifies the status of the transaction in the payroll processing cycle. Statusmay be Initial Setup, Passed To CALC, or In Edit Cycle.

Pay Cycle(s) Specifies the pay cycle and pay begin date for this payment.

Pay Period

Beginning Dates

Specifies the pay cycle and pay begin date for this payment.



(Begin) List

From Schedule

Specifies a schedule ID at which to begin the list display on this screen.

Select Organization Identifies an Organization ID for which you wish to list the payroll schedules.If no entry is made in this field, payroll schedules for all Organization IDs aredisplayed.



Figure 3-9 Payroll Schedule/Organization ID List (PAYC001)

Payroll Batch List

Use the Payroll Batch List page to locate batch information (by batch number,type, and/or status, if desired) from the Payroll Batch Control File.

This page lists batches with transaction counts, time and rate totals, and errorcounts. It also displays a message to indicate if a batch header is out ofbalance or was deleted. When you select a batch record, the system displaysthe corresponding Payroll Transaction List page.

Field Name and Description/Codes



Organization Name Organization name for this Organization ID.

(Selector) To choose a record on this page, select the radio button.

Batch Number Identifies the payroll batch in which this transaction is processed.

Sequence Number Specifies the sequence number of the transaction to be corrected. Thesequence number is the identifier from the Transaction Holding File (THF).This number is listed on the Balance and Edit report.

Batch Type Specifies the type of payroll being processed. Valid codes are:

Adjustments Batch - (A)

Time Input - (T)

Automatic Cancellation - (B)

Status Indicates the status of the batch in the batch edit cycle. The status may beInvalid, Accepted, Rejected, or Current (a new batch not yet edited).

Originator or

Operator

Identifies the person or department that prepared this payroll batch forprocessing.

Transaction Count Specifies the System-calculated number of transactions contained in the batch.

Time Total Specifies the total number of hours calculated by the System for the time inputtransactions contained in this payroll batch.



Rate Total Specifies the total of all rates of pay associated with the time inputtransactions in this payroll batch.

Error Count Indicates the number of transactions in the payroll batch with a severitygreater than 3. The error count includes transactions posted with errors (actioncode = P).

(Begin) List from

Batch Number

Specifies a batch number at which to begin the list display on this screen.

Select Batch Type Identifies the batch type you wish to display.

Status Indicates the payroll batch status you wish to display.





Figure 3-10 Payroll Batch List (PAYC002)

Payroll Transaction List

Use the Payroll Transaction List page to locate transaction information (bytransaction code, last action, and Employee ID or name, if desired) from theOnline Transaction Holding file.

You can also use this page to change the transaction code for specifictransactions.



Batch Identifies the payroll batch number.


Organization Name Organization name for this Organization ID.

(Selector) Th choose a record on this page, select the radio button.

New Transaction If the original transaction code is incorrect, enter the correct transaction code.

Transaction Code Specifies the payroll transaction code (such as TE, TX, or AD) used to enterthis line item of the batch.

Sequence Number Specifies the sequence number of the transaction to be corrected. Thesequence number is the identifier from the Transaction Holding File (THF).This number is listed on the Balance and Edit report.

Employee ID Specifies the number that uniquely identifies the employee in the System.

Employee Name Specifies the employee’s name.

Last Action Specifies the last action performed on the transaction indicated.

Last Action Date Specifies the date when the Last Action occurred.

Last Action Time Indicates the time of day when the Last Action occurred.



Time Report

Control Number

Indicates the time control number, if any, from the Time Report File.

(Begin) List from

Transaction

Sequence Number

Specifies the sequence number of the transaction to be corrected. Thesequence number is the identifier from the Transaction Holding File (THF).This number is listed on the Balance and Edit report.

Next Transaction Specifies a transaction code (such as RA) to be listed.

Action Specifies the type of last action performed on the transactions you want to list.

Employee Specifies either an Employee ID or Employee Name for the next transactionrequested.





Figure 3-11 Payroll Transaction List (PAYC003)

Batch Control Update

Use the Batch Control Update page to access any payroll batch transaction,identify batch header information, or to establish control totals for each batchto ensure that the amount keyed in equals the amount calculated by theSystem.

This page is also used to delete an entire batch of transactions or to release abatch that has been edited and still contains errors.




Organization Name Organization name for this Organization ID

Batch No Identifies the payroll batch number.

Type Specifies the type of payroll batch being processed.

Origin Identifies the person or department that prepared this payroll batch forprocessing.

Number of

Transaction in

Batch

Specifies the number of transaction in the payroll batch.

Hour Total Specifies the total number of hours calculated by the system for the time inputtransactions contained in this payroll batch.

Rate Total Specifies the total of all rates of pay associated with the time inputtransactions in this payroll batch.

Actual Total Specifies the actual number of payroll transactions contained in the payrollbatch and the associated hour and rate totals.



Difference Specifies the difference between the actual and manually entered batchcontrol totals for transactions, hours, and rates.

Release Batch Indicates whether the batch should be released even if it contains errors.



Figure 3-12 Batch Control Update (PAYC004)



Figure 3-13 Batch Control Update (PAYC004)

Payroll Consolidation

Payroll transactions and correction transactions are entered throughout thepayroll edit cycle until all required transactions and batches are correct or it istime to begin payroll calculation for a schedule. After the final balance andedit, payroll consolidation takes place. This is the last step in the payroll editcycle and the first step in the payroll calculation process.

Batches of transactions are accepted into the payroll consolidation processonly if they meet the following criteria:

� The transaction does not have a fatal error

� The batch to which the transaction belongs is in balance or is being

released for processing (BR transaction) even though it is out-of-balance

Payroll consolidation performs the following functions:

� Allows one last opportunity to delete or release batches

� Eliminates transactions which still contain fatal errors and prints them on

the Rejected Batches and Transactions Report

� Consolidates data by employee

� Lists all accepted transactions on the Payroll Input Register

� Reports any unusual errors or warnings from the accepted transactions on

the Consolidation Errors and Warnings report

Payroll Activity Consolidation Run Specification

The Payroll Activity Consolidation Run Specification is used to identify theschedule and the organization(s) within the schedule for which theconsolidation is to occur or to identify the organization(s) within a schedulethat should be dropped (will not be processed). For example, if all data is notin for an organization, it can be run later. Consult your data processing staff.

A sample Payroll Activity Consolidation Run Specification follows.





PAYROLL ACTIVITY CONSOLIDATIONRUN SPECIFICATION

Field Description

PAY38-SPEC SCHEDULE

SCHEDULE

R/D

ORG ID 1ORG ID 2ORG ID 3ORG ID 4ORG ID 5

Enter the code for the schedule to be processed by the program.

Rerun/Drop Indicator. Optional.

Enter "R" to rerun from 1 to 5 organizations. These organizations must have beendropped in a previous payroll cycle, either by input to the Payroll Activity Consolidated Fileor due to a programmed organization drop.

Enter "D" to drop from 1 to 5 organizations. Records for these organizations remainon the Transaction Holding File, but are not added to the Consolidated Payroll ActivityFile.

Enter up to 5 Organization IDs to drop or rerun. To drop or rerun an Organization IDof spaces, enter "ORG ID BLANKS".

R/D ORG ID 1 ORG ID 2

ORG ID 3 ORG ID 4

ORG ID 5

1 10 11 13 14 15 27 28 40

41 53 54 66

67 79

PAY38SR9218 - 7/15/94

Figure 3-14 Payroll Activity Consolidation Run Specification (PAY38-SPEC)

Payroll Input Register

The Payroll Input Register provides a detailed listing of all payrolltransactions, by Organization ID, accepted for processing; it is used forverifying the content of all entered and accepted payroll transactions. For eachaccepted transaction, the report lists (as appropriate):

� Employee ID

� Employee name (up to 12 characters)

� Batch number

� Generation of last activity



� Job assignment number

� Account number or transaction description

� Job class

� Rate or amount or input transaction total

� Earnings types and time






SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 PAYROLL INPUT REGISTER CHECK DATE 11/11/96ORG ID: -MONOCO CORPORATION

EMPLOYEE BATCH END JOB JOB RATE OR -EARNINGS TYPES AND TIME-ID NAME NO GEN TC DATE NO ACCOUNT/DESCRIPTION CLASS AMOUNT

203009999 VICTOR,IRVIN 003 001 RF REFUNDS TOTAL 10000000.00-206009999 LOSER,IRVING 003 001 RA 11/08/96 0000020203 11101070000000.00 BNS/000.00210009999 MALT,MARLENE 003 001 PS PREPAYMENTS TOTAL 10000000.00-

002 001 AP 11/08/96 0000020202 11011040000000.000 BNS/000.00 SEP CHK 1211009999 KENNEDY,KEND 003 001 DU DEDUCTION UPDATE, TOTAL 370.00

002 001 AP 11/08/96 0000020202 110110 8000000.000 BNS/000.00 SEP CHK 1213009999 DAY,CLOUDY 003 001 HA ADJUSTMENTS TO HOURS BALANCES TOTAL 65167.66

003 001 GA ADJUSTMENTS TO DOLLARS BALANCES TOTAL 27004302.00003 001 DA ADJUSTMENTS TO DOLLARS BALANCES TOTAL 70000000.00

214009999 BUS-STOP,MAR 003 001 ET 11/08/96 0000020205 22990140000000.00 ADL/000.00003 001 ET 11/08/96 0000020203 22990140000000.00-ADL/000.00004 001 AP 10/30/96 0000020248 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020202 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020203 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020204 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020205 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020206 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020207 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020208 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020209 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020210 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020211 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020212 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020213 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020214 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020215 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020216 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020217 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020218 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020219 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020220 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020221 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020222 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020223 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020224 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020225 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020226 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020227 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020228 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020229 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020230 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020231 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020232 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020233 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020234 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020235 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020236 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020237 229901 90000.000 BNS/000.00004 001 AP 11/08/96 0000020238 229901 90000.000 BNS/000.00

Figure 3-15 Payroll Input Register (PAYR035)

Rejected Batches and Transactions Report

This report lists the following for transactions with fatal errors in balancedbatches and batch control transactions for out-of-balance batches that remainon the Transaction Holding File at the end of the consolidation process. Thetransactions are listed by organization ID and sequence number.

� Sequence number

� Employee ID

� Employee name


� Transaction image

� Highest severity level allowed for the transaction


� Batch number

� Time Report control number




SCHEDULE 103 QTR 00 ENDING 08/24/01—W1 B1 REJECTED BATCHES & TRANSACTIONS CHECK DATE 08/27/01ORG ID: -MONOCO CORPORATION

THF EMPLOYEE NAME TRAN TRANSACTION IMAGE SEV GEN BATCH CTLSEQ # ID ACTION TAKEN CD ..15...20...25...30...35...40...45...50...55...60...65...70...75...80 NO NUMBER00000031 012009999 MCFERRIS,JAMIE C1 C3200080815013Y00000166820000021770000000000000000202700000020270 4 001 10500000032 012009999 MCFERRIS,JAMIE C2 C3200080000020204 120492REG0000006770 00800081701 4 001 10500000033 012009999 MCFERRIS,JAMIE C2 C3200080000020204 120492ADL0000015000 00000081701 4 001 10500000034 012009999 MCFERRIS,JAMIE C3 C320008 004 0000001500 020 0000001449 025 0000001500 4 001 10500000035 012009999 MCFERRIS,JAMIE C3 C320008 032 0000000114 060 0000000625 031 0000000709 3Y0000001448 4 003 10500000036 012009999 MCFERRIS,JAMIE C3 C320008 061 0000000215 4 001 10500000037 012009999 MCFERRIS,JAMIE C4 C320008000002127000000000000000020270000002027000000202700000000000 4 001 10500000038 012009999 MCFERRIS,JAMIE C7 C320008 003800380038 4 001 10500000047 BATCH-CARD BA T103 106DKP00005000014875000001944906 000000 4 001 10600000048 104009999 PRESTER,SARA LX 081101REG04000 000700019999040000020205 4 001 10600000049 013009999 DAY,BONNIE RX 081001REG02000OTP02000 001490615599000000020204 4 003 10600000050 064009999 MEADOWS,FRANCIS DC 082401REG08000 172300018881100000020204 00101 4 001 10600000051 064009999 MEADOWS,FRANCIS DC 082401REG00000 000000018881100000020204 00101 4 001 10600000052 135009999 BONITA,RUTH RP 082401REG00875 020000019905020000020205 4 001 106

Figure 3-16 Rejected Batches and Transactions Report (PAYR037)

Consolidation Errors and Warnings Report

The Consolidation Errors and Warnings report lists transactions that arerejected after all data for an employee has been consolidated. These errorsoccur because too many entries of one type of transaction were made for anemployee during the period; those entries that exceed the limit will not beprocessed. For example, if 12 Hour Balance (HA) transactions are entered forone employee in a pay period, the last two transactions would be listed on theConsolidation Warnings and Errors report because no more than 10 HourBalance (HA) transactions may be entered for one employee in one payperiod. For each error detected, the report lists by employee ID withinorganization:

� Employee name

� Employee ID number


� Transaction image for rejected transactions (columns 12-80)


� Batch number

� Message number

� Message severity

� Message text

Since users cannot process entries that exceed the limits, the report remindsthe user to:

� Create a manual check to cancel the System-generated check if the

transactions that were dropped affected pay.

� Resubmit data that was dropped in a subsequent cycle if necessary.




SCHEDULE 101 QTR 00 ENDING 11/15/96-S1 CONSOLIDATION ERRORS & WARNINGS CHECK DATE 11/15/96ORG ID: ORG11 -ABC CORPORATIONEMPLOYEE NAME TRAN TRANSACTION IMAGE GEN BATCH

ID CD ..15...20...25...30...35...40...45...50...55...60...65...70 ...75...80 NO006119999 PIRES,VERONICA AP 121596VAC08800 1 N100000010045 1110100000020203 001 115

38-931 WARNING INCONSISTENT SEP CHECK PARMS; PARMS DEFAULT TO LAST AP PROCESSED

Figure 3-17 Consolidation Errors and Warnings Report (PAYR036)

Chapter 4

Processing the Payroll

Overview

After payroll consolidation has occurred (see the Payroll Consolidationchapter), the System begins the following processes as part of the payroll

calculation process:

� Calculating gross pay

� Calculating gross-to-net (including calculating tax amounts)

� Producing payroll checks and direct deposit advices

At this point, the System automatically processes all payroll data in order topay employees and update balances. Employee Data Base (EDB) records andthe edited payroll transactions are used to generate payroll checks, directdeposit advices, and reports. Payroll checks or direct deposit advices aregenerated, based on employees’ Net Pay Disbursement codes in their EDBrecords.

Once this process has begun, any previously undetected errors in anemployee’s payroll data which will affect the final payment amount can onlybe corrected by canceling the incorrect check and issuing a hand drawn check.


4

Calculating Gross Pay

The System calculates gross pay from time reporting and payroll adjustmenttransactions directed by data from the Earnings Table. Gross pay for salariedemployees is derived from EDB records unless transactions are entered tooverride the EDB information. Gross pay for hourly employees is derivedfrom EDB data that has been entered into the Payroll System via payrolltransactions.

The following transactions directly affect gross pay calculations:

� Increase Gross Pay

- AP - Additional Payments

- LX - Late Pay

- RA - Retroactive Adjustment (positive RAs only)

- TE - Time Reporting (exception)

- TX - Time Reporting (positive)

� Decrease Gross Pay

- RA - Retroactive Adjustment (negative RAs only)

- RP - Lump-Sum Amount Reduction in Pay

- RX - Reduction in Pay

The following example shows how Sue Jones’ gross pay is calculated:

Example: During an 80-hour pay period, Sue

� Worked 72 regular hours

� Was on vacation for 8 hours

� Worked 6 hours of overtime at time and a half (Sue is nonexempt and

subject to FLSA)

� Earned a merit award of $250.00

Sue earns $9.25/hour. Her department recorded this activity on a U.S. TimeReport form and an Additional Payments form (for the merit award). Also, thepayroll office completed a negative retroactive adjustment (RA) to recover$.45 per hour that Sue had been overpaid for 80 hours a few weeks earlier.

The System completed the following calculations to compute Sue’s gross payamount for the period:

Regular HoursVacationOvertimeMerit AwardRetroactive AdjustmentSue’s Gross Pay

======

++++-+

$ 666.0074.0083.25

250.0036.00

$1,037.25


4-2 Processing the Payroll 05/2011

Calculating FLSA

The Fair Labor Standards Act (FLSA) mandates a minimum rate for overtimepremium payments for any hours physically worked over the specified workweek. This act requires that overtime must be paid at a rate of one andone-half times an employee’s FLSA Average Hourly Rate for all hoursworked over 40 in a workweek of 7 consecutive days. It can also be based ona 14-day workweek, in which case overtime must be paid for all hours workedover 8 in a day as well as hours worked over 80 in the 14-day period.

The processing of the FLSA calculation determines the total amount due tothe employee under the FLSA rules, and, when necessary, creates anadjustment to the employee’s gross pay.

The FLSA Average Hourly Rate is equal to straight time earnings divided bythe actual hours worked. Straight time earnings include such pay types as:

� Regular Pay

� Incentive Bonus Pay

� Oncall Pay

� Shift Differential Pay

� Straight time portion of Overtime Pay

Both productive (Regular) and nonproductive (Oncall) pay types are includedin the FLSA Average Hourly Rate calculation. Earnings such as Vacation,Sick, Discretionary Bonus, Holiday, and the premium portion of Overtime arenot included in the determination of the FLSA Average Hourly Rate.

Both exception and positive reporting employees can be paid. For exceptionreporting, the employee’s job assignment account information is used tocalculate normal payments. Normal payments are prorated to the applicableFLSA week based on the Account Start and Stop dates.

To integrate the FLSA workweek requirement into your payroll schedules,you must pay all FLSA affected employees on a weekly or biweekly schedule.To establish the weeks that apply for FLSA calculations, the week-end datesare derived from the payroll schedule. The FLSA week end dates must be thesame as those on the payroll schedule. If an employee is on an FLSA weeklybasis but paid biweekly, you must enter separate transactions for each week.The dates entered on these transactions must reflect the dates the work wasactually performed. For this employee you must enter two TX transactionswith different payroll ending dates.

The employee’s FLSA Status field (0178-0, FLSA STATUS) is checked todetermine if the FLSA calculation is to be based on a 40 (FLSA Status = Y or4) or 80 (FLSA Status = 8) hour basis. The date on the pay transaction ischecked. If the date is not in the current pay period, the earnings are notconsidered for FLSA calculations. If the date is in the current pay period, theentry is saved to analyze later. All entries are saved by either week (40 hourbasis) or by pay period (80 hour basis).



FLSA calculations are not invoked for Cancellation (C), HandDrawn (H),Overpayment (O), or other adjustments to pay. You cannot processcorrections to previous pay cycles containing FLSA calculations in the currentpay period. You must manually calculate the adjustment and apply aretroactive adjustment with the dates of the applicable pay period.

The system uses earnings detail to total the hours and the straight pay dollars.Each entry that contributes to the totals is flagged for inclusion in the FLSAAudit Report, PAYR053, if FLSA adjustments are generated. Refer toMaintaining Control Tables for more information on identifying earningstypes for inclusion in the FLSA calculations.

The System calculates FLSA Overtime based on the earnings types that youenter. You must identify each type of earnings. The system does notautomatically assign or change earnings types. For example, if an employee ison a 40 hour FLSA week and worked 50 hours, you must identify 40 hours ofregular pay and 10 hours of overtime. An error message alerts you to possibleerror, but does not automatically reassign the hours. It does not check todetermine if a minimum number of regular hours have been met either. If anemployee has 36 regular hours and 10 overtime hours, you must identify eachearnings types as it is to be paid.

The following example shows how Mary Smith’s gross pay is adjusted forFLSA. The Earnings Distribution (ED) Array worksheet demonstrates howher FLSA Overtime is calculated:

FLSA Calculations Using the Earnings Distribution Array

ED/# Week Earn HrlyRate

Time Contract Amount

4

Straight A mount

5

FLSAPremiumAmount6

AdjustedEarningsAmount7

FLSAAuditReport8

1

1

2 REG 10.000 80.00 10.000 x 80.00 =800.00

800.00 800.00

2

2

2 OTP 10.000 12.00 10.000 x 12.00 x1.50 = 180.00

10.000 x 12.00 =120.00

12.00 x 6.09 =73.08

120 + 73.08= 193.08

193.08

3

3

2 SHF 10.000 80.00 10.000 x 80.00 x0.25 = 200.00

200.00 200.00

4

5

6

7

8

. . .

149

150



Example: Mary Smith is on an 80 hour FLSA week (FLSA Status = 8). She ispaid biweekly. During a two week period, Mary:

1. Worked 80 regular hours at $10 per hour

2. Worked 12 hours of overtime at 1.5 times her regular hourly rate

3. Received a shift differential premium for her 80 hours worked

4. Has contract amounts of

- $800.00 for her regular hours

- $180.00 for her overtime hours (12.00 hours x $10.000 = $120.00 x

1.5 (earnings table factor) = $180.00)

- $200.00 for her shift differential (80 hours x $10.000 = $800.00 x

0.25 (earnings table factor) = $200.00)

5. Has straight amounts of

- $800.00 for her regular hours

- $120.00 for her overtime hours (12 hours x $10 = $120)

- $200.00 for her shift differential

For everything except overtime, straight amounts = contract amounts

6. Has the following totals

- total contract amount of $1,180 (800 + 180 + 200)

- total straight amount of $1,120 (800 + 120 + 200)

- total FLSA Hours of 92 (80 + 12)

- total Regular Hours of 80

- total Overtime Hours of 12

Note: SHF hours are not included in the total FLSA hours as they do notrepresent additional hours worked, but merely indicate to pay the shiftpremium for the same 80.00 hours as REG pay.

From these totals, the system performs the following calculations:

- FLSA Average Hourly Rate = Total Straight Rate($1,120.000000)/Total FLSA Hours (92.000000) = $12.173913

- FLSA Premium Rate = FLSA Average Hourly Rate ($12.173913) x .5= $6.086956

- Total FLSA Premium = Total Overtime Hours (12.000000) x FLSAPremium Rate ($6.086956) = $73.043

- Minimum Earnings Amount = Total Straight Amount($1,120.000000) + Total Premium ($73.043) = $1,193.04



7. According to FLSA rules, because Mary’s minimum FLSA earningsamount of $1,193.04 is greater than her total contract amount of$1,180.00, her overtime pay must be adjusted to reflect the FLSAPremium rate. The FLSA Premium amount is applied only to herovertime hours (12 hours x FLSA Premium Rate ($6.086956) = $73.043 +$120.000 (straight amount) = $193.04).

If Mary had any RA or RP overtime distributions an error message wouldbe generated and the distributions would not be recalculated, since thesetransactions state the amount to be paid.

8. The FLSA Audit Report reflects the amounts calculated in the EarningsDistribution.

Calculating Canadian Employment Insurance Gross Pay

Beyond the general considerations for gross pay calculation, Canadian payrollprocessing also updates the Employment Insurance Data Base (EIDB) in orderto arrive at the correct gross subject to Canadian Employment InsuranceContribution (EI) tax. This EI gross equals the employee’s gross pay pluswhatever taxable benefits have been made by the employer on behalf of theemployee for the pay period. During this process the EI gross is alsorecalculated for prior periods based on payroll transaction data. If the EIearnings for a prior pay period were affected, then the current EI gross will beadjusted to reflect the retroactive changes. Please refer to the Personnel User

Guide for more information.



PAYR053/USER39B/010102 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 06/08/07

SCHEDULE M01 QTR ENDING 05/05/07—W1 B1 FLSA AUDIT REPORT CHECK DATE 05/11/07

ORG ID: -MONOCO CORPORATION

EMPLOYEE ID/NAME WEEK EARN REG O/T OTHER HOURLY CONTRACT STRAIGHT FLSA ADJUSTEDACCOUNT ENDING TYPE HOURS HOURS HOURS RATE RATE PAY RATE PAY PREMIUM FOR FLSA

028009999 ROSARIO,WALTER 05/05/07 FLSA STATUS: 40000020204 000 REG 40.00 9.000 360.00 360.00 360.000000020204 000 OTS 10.00 9.000 90.00 90.00 45.00 135.00

AVERAGE HOURLY RATE: 9.000 TOTALS FOR WEEK 40.00 10.00 450.00 450.00 45.00 495.00

ORGANIZATION TOTALS 40.00 10.00 450.00 450.00 45.00 495.00

Figure 4-1 FLSA Audit Report (PAYR053)

Calculating Pension Benefits Information

At the conclusion of payroll processing, all of the Payroll Audit File (PAR)activity, including AP, C, H, O transactions activity, updates the followingParticipant Data Base transactions:

From PAR Data Pension Participant Data Base Name

Employee pension deduction Contribution Amount

FICA gross Social Security Earnings

Calculated from earningsdistributions

Annual Hours

Retirement gross Monthly Earnings or Annual Earnings(depending on the plan)

Gross Pay Derivation Error Report

Errors detected during gross pay calculation are identified on the Gross PayDerivation Error Report. For every error or unusual condition detected, thereport lists:

� The employee’s ID and name.

� The number, severity and text of the message generated.

� Any additional information helping to identify the reason for the message.

The messages appearing on this report are uncommon, and not all are serious.However, this report does identify employees who will not be paid. Theconditions identified by this report must be corrected, if necessary, during thenext pay cycle.

The report is automatically produced during gross pay calculations.



For detailed explanations of all HRMS System messages, refer to the HRMS

Messages Manual.




PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/08/96—W1 B1 GROSS PAY DERIVATION MESSAGES CHECK DATE 11/11/96

ORG ID: -MONOCO CORPORATIONEMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - - - - - - - - M E S S A G E T E X T - - - - - - - - - - -________ _________ _______ ________ ___________________________________________________________________055009999 PEACE,WARR 39-104 SERIOUS ERROR TAX ENTITY CHANGED; TAX ROLL-OUT/ROLL-IN MUST BE RUN

EMPLOYMENT STATE TAXING ENTITY IS IN QUESTION.055009999 PEACE,WARR 39-041 SERIOUS ERROR CURRENT PAY AND DEDUCTION ACTIVITY NOT PROCESSED

*GROSSES*FWT GROSS .00STATE GROSS .002ND ST GROSS .00TOTAL GROSS .00FICA GROSS .00MEDICARE GRS .00RETR GROSS .00UI-FD GROSS .00UI-ST GROSS .00SDI GROSS .00*ADVANCES*

ADVANCE PAY .00ADDNL ADVNC .00

086009999 PONG,PETER 39-104 SERIOUS ERROR TAX ENTITY CHANGED; TAX ROLL-OUT/ROLL-IN MUST BE RUNEMPLOYMENT STATE TAXING ENTITY IS IN QUESTION.

086009999 PONG,PETER 39-041 SERIOUS ERROR CURRENT PAY AND DEDUCTION ACTIVITY NOT PROCESSED*GROSSES*

FWT GROSS .00STATE GROSS .002ND ST GROSS .00TOTAL GROSS .00FICA GROSS .00MEDICARE GRS .00RETR GROSS .00UI-FD GROSS .00UI-ST GROSS .00SDI GROSS .00*ADVANCES*

ADVANCE PAY .00ADDNL ADVNC .00

094009999 BARR,JENNY 39-104 SERIOUS ERROR TAX ENTITY CHANGED; TAX ROLL-OUT/ROLL-IN MUST BE RUNEMPLOYMENT STATE TAXING ENTITY IS IN QUESTION.

Figure 4-2 Gross Pay Derivation Error Report (PAYR059)

Processing Gross-to-Net

Gross-to-Net processing calculates net pay by subtracting pre- and post-taxdeductions in the priority order established in the Gross-to-Net Table fromeach employee’s gross pay amount while updating hour and dollar balanceson the EDB. Data used in this processing is acquired from the EDB, the TaxRate, Tax Entity, and System Parameters Tables, as well as payrolltransactions.

� EDB - the EDB provides actual deduction amounts for some deductions;

for others (for example, taxes), EDB codes determine how the System

calculates the deduction.

� Control Tables - control tables are used in tax calculation (Tax Rate and

Tax Entity Tables), identifying deductions (System Parameters and

Gross-to-Net Tables), identifying and calculating wage attachments

(Wage Attachment Rules Table), and identifying calculation and editing

rules for each gross-to-net item (Gross-to-Net Table).

� Payroll Transactions - certain payroll transactions have an effect on an

employee’s net pay:

- increase net pay: AD - Advance, RF - Refund

- decrease net pay: DS - One-Time Deduction, DU - Deduction Update

Also during gross-to-net processing federal, state/provincial, and localwithholding taxes are calculated. These taxes are calculated from acombination of data from the EDB and Control Tables. The U.S. TaxAuthorization and Canadian Tax Authorization forms create or update taxdata for an employee on the EDB. The Tax Entity Table and the Tax RateTable provide the calculation methods used.

For more information about the Tax Authorization forms and the controltables, please refer to the Personnel User Guide and Maintaining Control

Tables user guides, respectively.

Using the gross pay figure calculated for Sue Jones in the previous section,the following example shows how Sue’s net pay is calculated:

Note: Based on her EDB record, Sue will have the following deductionssubtracted from her gross pay in the current period:

� Primary State Tax (based on her State Marital Status, and State

Allowances)

� FICA Tax (based on her FICA Eligibility code)

� Retirement (based on her Retirement Plan code)

� Federal Tax (based on her Federal Marital Status and Federal

Allowances)

� Wage Attachment (based on her wage attachments type and governing

entity)

� Parking (based on her parking deduction amount)



� United Fund (based on her United Fund deduction amount)

� Bond Deduction (based on her savings bond deduction amount)

The System makes the following gross-to-net calculations for Sue’s net payfor the period:

Sue’s Gross PayPrimary (Employment) State TaxFICA (6.2% x $1,037.25)Medicare (1.45% x $1,037.25)Retirement (7.1% x $1,037.25)Federal Tax ($244.72)Wage Attachment (garnishment)Parking (established deduction = $18.00)United Fund (established deduction = $2.00)Bond Deduction (established deduction = $25.00)Sue’s Net Pay

===========

+---------

$ 1,037.2522.8264.3115.0473.64

244.7250.0018.002.00

25.00$ 521.72

Primary state can be the Employment State or Residence State. In case of areciprocal agreement, primary state would be the Residence State. Secondarystate, if any, is always the Residence State.

Had Sue been subject to second state taxation, Secondary State Tax, based onher Residence State Marital Status, Residence State Allowances, andResidence Tax Rule, would have been deducted from her gross pay, inaddition to Employment State Tax.



Calculating U.S. Taxes

During gross-to-net processing, the following taxes are calculated for regularcurrent earnings:

� FICA and Medicare

� Federal income tax withholding

� Federal unemployment tax (employer contribution)

� State income tax withholding (for state of employment or state of

residence)

� Second State income tax withholding (optional for state of residence)

� State unemployment tax (employer contribution and employee deduction)

� State disability insurance

� Local taxes (for local resident and non-resident income tax, school district

taxes, occupational taxes, etc. Also used for non-resident New York state

income tax)

If information is not provided via the U.S. Tax Authorization form, theSystem uses the following default values in tax calculation:

� FICA and Medicare - employee eligible for OASDI.

� Federal tax withholding - single rate with zero allowances.

� State tax withholding - single rate with zero allowances for default state.

If the State of Employment is not entered, the system uses the tax entity

appearing in the System Parameters Table as the State of Employment. If

the State of Residence is not entered, the default state will be used for

State Withholding. If the State of Residence is entered, the default state

may or may not be used depending upon the value in State of Residence

and the laws governing taxation between the State of Employment and the

State of Residence. The System automatically defaults the State of

Employment and/or State of Residence fields to zero if no value is

entered.

� Marital status - defaults to single if no status is entered.

� Allowances - defaults to zero if no allowances are entered.

� Unemployment insurance - employee eligible.

A complete description of the U.S. Tax Authorization form and the chartproviding state-specific information for form completion are in the Personnel

User Guide, Personnel/Benefits Forms. A description of U.S. tax reports isprovided in the Reports User Guide.

U.S. Tax Calculation Methods

The Tax Entity and Tax Rate Tables provide tax data and/or calculationsrequired to calculate taxes using either of the following two methods.



The System Parameters Table provides the FICA Maximum taxable grossinformation.

Note: The pay period taxable gross is annualized.

Percentage Method Uses the Tax Entity Table for percentage tax calculations to determine taxamounts for:

� FICA

� Federal income tax withholding

� Federal unemployment

� State income tax withholding

� State unemployment

� Disability insurance

Percentage tax calculations involve:

1. Calculating the taxable gross (total gross minus exemptions, if applicable,and pre-tax deductions).

2. Multiplying the taxable gross by the tax percentage identified on the TaxEntity Table to produce the tax amount to be withheld. When the taxablegross is subject gross 3, California bonuses and stock options, thepercentage is found in the System Parameter Table.

Tax Table Method Uses the Tax Rate Table for table calculations to determine current earningstax amounts primarily for federal and state income taxes. Tax table taxcalculations involve:

1. Calculating the subject gross (total gross minus pre-tax deductions).

2. Decreasing the subject gross by any of the following deductions allowedby the taxing entity to produce the taxable gross:

- Federal taxes withheld during the pay period

- FICA or Medicare withheld during the pay period

- Any standard deduction

- Any dependent deduction

- Any additional deduction

3. Applying the taxable gross to a rate table on the Tax Rate Table todetermine the amount to be withheld.

4. Decreasing the withholding amount by the tax credit amount offered bythe tax entity (if applicable).

All calculations associated with the different code entries on the Tax Entityand Tax Rate Tables are explained in the guide Maintaining Control Tables.

Aggregate Taxation of Supplemental Wages

Aggregate taxation is a technique for computing U.S. federal, state, or localwithholding taxes on supplemental wages. Supplemental wages are



compensation paid in addition to an employee’s regular wages and requiresome special federal, state, or local tax consideration. Supplemental wagesinclude, but are not limited to, bonuses, commissions, overtime pay, awards,back pay, and retroactive pay increases.

Supplemental wages are recognized in two ways:

� Wages for an earnings type defined in the Earnings Table with a “Subject

Gross” value of 2.

� Wages paid outside their normal pay cycle. This includes wages for work

not in the current pay period and all wages paid on special schedules.

Following are examples of situations that trigger assignment of wages to

Subject Gross 2.

- The account stop date is before the current pay period begin date.

- The job assignment end date is before the current pay period begindate.

- The job assignment begin date is after the current pay period enddate.

- A transaction’s pay period end date is before the current pay periodend date.

- An RA transaction is used to pay additional pay.

- The schedule is a special schedule.

In general, any pay that is not generated as a result of regular payroll is taxedas supplemental wages.

The methods for computing federal, state, and local withholding taxes forregular and supplemental wages are specified in the Tax Entity Table. Foreach taxing entity, the table’s “Subject Gross 1 - Tax Method” describes howto tax regular wages. The “Subject Gross 2 - Tax Method” indicates how totax supplemental wages. Tax method code T for “Subject Gross 2”supplemental pay indicates that “Subject Gross 1 - Tax Method” is applied tosupplemental wages.

Aggregate taxation involves computing withholding taxes on supplementalwages by combining them with regular wages. The taxes are calculated asfollows:

1. Compute taxes on regular gross wages (“Additional Taxes” withheld areignored in aggregate tax computations. “Additional Taxes” are considereda miscellaneous deduction and not true taxes)

2. Add supplemental and regular gross wages

3. Compute taxes on the sum of regular and supplemental gross wages usingthe Subject Gross 1 method

4. Taxes on supplemental pay equal the difference between the taxes on thesum and the taxes on regular gross wages

Each U.S. tax entity defines its own withholding requirements forsupplemental wages paid at the same time as regular wages and supplemental



wages paid at a different time than regular wages. These requirements aremaintained in the Tax Entity Table.

The Tax Entity Table includes three indicators covering the situations inwhich aggregate taxation can occur:

� Standard Aggregate Indicator - When this flag is on (Y) and a check

contains concurrent regular wages, aggregate taxation using the

concurrent regular wages is performed. Concurrent regular wages are

regular wages occurring on the same check with supplemental wages.

Regular wages are an employee’s normal wages.

� Prior Aggregate Indicator - When this flag is on (Y) and a check

contains no concurrent regular wages, and prior regular wages can be

located, aggregate taxation is performed. Aggregate taxation is with the

prior regular wage data. The source of the wage data depends upon the

situation. If, in the current payroll run, the employee has a previous check

with regular wages, the regular wage data from the employee’s first check

in the run containing regular wages is used. Otherwise, the last paid

regular wage data from the employee’s EDB record is used. Last paid

regular wages are the regular wages an employee received either on an

earlier check in the current payroll run or in the last previous payroll run

in which the employee received any regular wages.

� Untaxed Aggregate Indicator - When this flag is on (Y) and no

withholding tax was taken for the employee’s last regular wages,

aggregate taxation is performed.

Aggregate taxation with last paid regular wage data is supported by capturingregular wage data on the EDB. The prior payroll cycle, prior regular wageamount, and prior taxes withheld are retained separately for federal, primaryand secondary states taxed, and localities taxed. The prior wage data is notadjusted by Cancellation, Over Payment or Hand-Drawn activity. The priorwage data is cleared in year-end periodic maintenance and (for states andlocalities) when an employee changes states.

If there are a number of checks within one payroll run, the following tableshows how aggregate taxation is processed.

Check Regular pay Supplemental pay Aggregate with

#1 none yes Prior regular pay on EDB

#2 yes yes Check #2

#3 none yes Check #2

#4 yes yes Check #4

#5 none yes Check #2



Note: If the first check of the year is supplemental pay only, the wages aretaxed using the Subject Gross 2 method. The supplemental wages will notaggregate with any previous year’s regular wages.

Aggregate Taxation Examples

The following examples show how aggregate taxation for supplemental pay iscomputed in two different circumstances. Tax rates are for examples only.

Example 1 On a check with $1000.00 regular wages and $500.00 supplemental pay,aggregate taxation is performed as follows:

Regular Wages = $1000Supplemental Wages = $500

1. Taxes on regular wages = $27.81

2. Aggregate wages = $1000 + $500 = $1500

3. Taxes on aggregate wages = $49.06

4. Taxes on supplemental wages = $49.06 - $27.81 = $21.25

5. Total taxes = $27.81 + $21.25 = $49.06

Example 2 When aggregate taxation is with last paid regular wages which used a paycycle different from the current cycle, the tax is computed as follows:

Last paid regular wages = $1000Withholding Tax on last paid wages = $300Cycle for last wages = semimonthly (24 periods per year)Current supplemental wages = $500Current pay cycle = monthly (12 periods per year)

1. Annualized supplemental wages = 12 x $500 = $6000

2. Annualized last paid regular wages = 24 x $1000 = $24000

3. Total annualized wages = $6000 + $24000 = $30000

4. Annual taxes from Tax Rate Table = $9600

5. Adjust previously withheld taxes to current cycle = 24 x $300 / 12 = $600

6. Current taxes on aggregate = $9600 / 12 = $800

7. Current taxes = $800 - $600 = $200

Pretax Deductions

Copy member CPWSICNT supports taxation variations for several pretaxbenefits. This copy member identifies state and local entities for whichbenefits are taxed in a nonstandard way.

The following describes the use of some fields in the delivered version ofCPWSICNT. Fields listed here are only those used to process sick pay,Section 125 health care, Section 129 dependent care, 401(k), 403(b), and 457.



Field Names and Codes/Description

Sick Pay

As delivered, the System uses earnings type SCK on the Earnings Table assick pay earnings.

Shelter-Sck-

LV-Payment

Exclude sick pay earnings from state unemployment insurance tax (SUT)wages for the states listed in CPWSICNT for this field.

Qualifications

� Sick payments must be made directly to an employee during the first six

months the employee is off work.

� Some states’ taxation requirements vary depending on whether sick leave

is paid through workers’ compensation or by a third-party payer such as

an insurance company.

401(k)

As delivered, the System uses gross-to-net element (6)028, 401(k) EmployeeDeduction, as the 401(k) pretax deduction. Gross-to-net element (6)463, Roth401(k) Deduction, is not included because it is not a pretax deduction.

No-401K-Red-

Entity

Include employees’ 401(k) pretax deductions in their state income tax wagesfor the states listed in CPWSICNT for this field.

Localities-

Allowing-401K

Exclude employees’ 401(k) pretax deductions from their local income taxwages for the localities listed in CPWSICNT for this field.

Qualifications

The local entities in the delivered version of CPWSICNT are only a sample ofthose localities for which 401(k) pretax deductions are not taxable. Reviewthe list in CPWSICNT to make sure it contains all localities which (1) are paidby your company and (2) do not tax 401(k).

Reduce-SUT-

401K-Entity

Exclude employees’ 401(k) pretax deductions from their state unemploymentinsurance tax (SUT) wages for the states listed in CPWSICNT for this field.

403(b)

As delivered, the System uses gross-to-net element (6)455, 403(b) EmployeeDeduction, as the 403(b) pretax deduction. Gross-to-net element (6)464, Roth403(b) Deduction, is not included because it is not a pretax deduction.



No-403B-Red-

Entity

Include employees’ 403(b) pretax deductions in their state income tax wagesfor the states listed in CPWSICNT for this field.

Localities-Allowing-

403B

Exclude employees’ 403(b) pretax deductions from their local income taxwages for the localities listed in CPWSICNT for this field.

Qualifications

The local entities in the delivered version of CPWSICNT are only a sample ofthose localities for which 403(b) pretax deductions are not taxable. Reviewthe list in CPWSICNT to make sure it contains all localities which (1) are paidby your company and (2) do not tax 403(b).

Reduce-SUT-403B-

Entity

Exclude employees’ 403(b) pretax deductions from their state unemploymentinsurance tax (SUT) wages for the states listed in CPWSICNT for this field.

457

As delivered, the System uses gross-to-net element (6)470, 457 EmployeeDeduction, as the 457 pretax deduction.

No-457 Red-

Entity

Include employees’ 457 pretax deductions in their state income tax wages forthe states listed in CPWSICNT for this field.

Localities-Allowing-

457

Exclude employees’ 457 pretax deductions from their local income tax wagesfor the localities listed in CPWSICNT for this field.

Qualifications

The local entities in the delivered version of CPWSICNT are only a sample ofthose localities for which 457 pretax deductions are not taxable. Review thelist in CPWSICNT to make sure it contains all localities which (1) are paid byyour company and (2) do not tax 457.

Reduce-SUT-457-

Entity

Exclude employees’ 457 pretax deductions from their state unemploymentinsurance tax (SUT) wages for the states listed in CPWSICNT for this field.



Section 125 Health Care Spending Accounts

As delivered, the System uses two gross-to-net elements as the Section 125health care pretax deductions: (6)004, Pretax Health Care, and (6)177,Spending Account Health Care.

Qualifications

The following qualifications apply to all four Section 125 health care taxationtypes described below.

The delivered System:

� Assumes that the Section 125 plan includes cash as an option

� Includes pretax health care and spending account health care as sample

plan options

If your Section 125 plan does not meet these qualifications, you may need tomodify your Section 125 processing.

SIT-Entity-Taxes-

125-Health

Include employees’ Section 125 health care pretax deductions in their stateincome tax (SIT) wages for the states listed in CPWSICNT for this field.

SDI-Entity-Taxes-

125-Health

Include employees’ Section 125 health care pretax deductions in their statedisability insurance tax (SDI) wages for the states listed in CPWSICNT forthis field.

SUT-Entity-Taxes-

125-Health

Include employees’ Section 125 health care pretax deductions in their stateunemployment insurance tax (SUT) wages for the states listed in CPWSICNTfor this field.

LOCAL-Entity-

Taxes-125-Health

Include employees’ Section 125 health care pretax deductions in their localincome tax wages for the localities listed in CPWSICNT for this field.

Qualifications

The local entities in the delivered version of CPWSICNT are only a sample ofthose localities for which Section 125 pretax deductions are taxable. Reviewthe list in CPWSICNT to make sure it contains all localities which (1) are paidby your company and (2) do not tax Section 125 health care pretaxdeductions.

Section 129 Dependent Care Spending Accounts: As delivered, the Systemuses gross-to-net element (6)178, Dependent Spending Account, as theSection 129 dependent care spending account pretax deduction.

SIT-Entity-Taxes-

129-DC

Include employees’ Section 129 dependent care pretax deductions in theirstate income tax (SIT) wages for the states listed in CPWSICNT for this field.



SDI-Entity-Taxes-

129-DC

Include employees’ Section 129 dependent care pretax deductions in theirstate disability insurance tax (SDI) wages for the states listed in CPWSICNTfor this field.

SUT-Entity-Taxes-

129-DC

Include employees’ Section 129 dependent care pretax deductions in theirstate unemployment insurance tax (SUT) wages for the states listed inCPWSICNT for this field.

LOCAL-Entity-

Taxes-129-DC

Include employees’ Section 129 dependent care pretax deductions in theirlocal income tax wages for the localities listed in CPWSICNT for this field.

Qualifications

The local entities in the delivered version of CPWSICNT are only a sample ofthose localities for which Section 129 pretax deductions are taxable. Reviewthe list in CPWSICNT to make sure it contains all localities which (1) are paidby your company and (2) do not tax Section 129 dependent care pretaxdeductions.

LOCAL-Entity-

Taxes-129-DC-

OHIO

Include employees’ Section 129 dependent care pretax deductions in theemployee’s local income tax wages only for the employee’s primary Ohiolocality when the employee has more than one local gross amount. Thisapplies only to the Ohio localities listed in CPWSICNT for this field. Thisdoes not apply to Ohio school district localities.



Calculating Canadian Taxes

During gross-to-net processing, the taxes and pre-tax deductions listed beloware calculated in their order of priority on the Gross-to-Net table as follows:

� Canada Pension Plan (CPP)

� Quebec Pension Plan (QPP)

� Employment Insurance

� Canadian union dues

� Registered Pension Plan (RPP)

� Canadian federal income tax withholding (including provincial portion)

� Canadian federal lump sum taxes

� Quebec income tax withholding

� Quebec provincial lump sum taxes

� Health levy

If information is not provided via the Canadian Tax Authorization form, theSystem uses the following default values in tax calculation:

� Federal tax withholding - rate defined for the default province on the

System Parameters Table

� Employment Insurance - withheld

� CPP - contributions calculated if System Parameters Table identifies a

province other than Quebec as default province

� QPP - contributions calculated if System Parameters Table identifies

Quebec as default province

� Dollar Exemption - zero

A complete description of the Canadian Tax Authorization form is in thePersonnel User Guide, Personnel/Benefits Forms. A description of Canadiantax reports is provided in the Reports User Guide.

Canadian Tax Calculation Methods

The Tax Entity, Tax Rate, and System Parameters Tables provide tax dataand/or calculations required to calculate taxes in the following manner:

Regular TaxationMethod 1. Calculate CPP or QPP - The System first determines if the employee is

eligible for either of these plans by checking the CPP/QPP EligibilityIndicator and employee’s birthdate on the EDB. If the employee iseligible, the rate is calculated using values in the Tax Entity Table for theprovince of employment.

2. Calculate Employment Insurance (EI) - The System first determines theemployee’s EI Plan by checking the EI Indicator on the EDB.



3. Calculate RPP deduction - The System calculates the employee deductionas a flat percentage of the retirement gross up to the maximum deductionallowed for money purchase plans. The flat percentage and maximumdeduction amount are on the System Parameters Table. If you have adefined benefit RPP or a different method of calculating the employeededuction amount, see the Maintaining Control Tables guide, CanadianGross-to-Net Processing for RPP.

4. Calculate union dues deduction - This deduction is obtained from theamount established in the employee’s EDB record. If you use more thanone gross-to-net element or use a gross-to-net element other thanCanadian Union Dues (086) for union dues, see the Maintaining Control

Tables guide, Canadian Gross-to-Net Processing for RPP.

5. Calculate Basic Federal Tax (BFT) - This tax is calculated using theSystem Parameters Table, Tax Entity Table, Tax Rate Table, EDB, andcurrent period figures:

- Previously calculated pre-tax deductions (RPP and union dues) aresubtracted from the total gross to arrive at the pay period taxablegross.

- The pay period taxable gross is annualized.

- The following are subtracted from the annualized taxable gross:

° alimony/child care exemption (EDB)

° remote posting exemption (EDB)

- The result is applied to the Tax Rate Table (organized by ranges ofannual taxable grosses) that defines:

° a tax withholding amount

° a percentage of excess gross over the range that is added to thetax amount

- The following tax credits are subtracted

° federal tax credit (percent of net claim amount)

° EI tax credit (percent of EI deduction)

° CPP/QPP tax credit (percent of CPP/QPP deduction)

° other credits (EDB)

Note: Once the BFT is calculated, a surtax and the provincial tax portionare added to the BFT (Tax Rate Table).

6. Calculate provincial tax - The provincial portion of the federal tax beginsas a percentage of the BFT for all provinces except Quebec. A fewprovinces also calculate surtaxes or reductions which increase or decreasethe provincial tax portion. The provincial tax calculations are in the TaxRate Table.

Quebec withholds a separate provincial tax amount that is not based onBFT and is not added to federal withholding. The Tax Rate Table defines



the Quebec income tax calculation, which is similar to federal calculationdescribed in Item 5.

7. Calculate Quebec Abatement - The Tax Rate Table defines the Quebectax abatement which reduces the federal tax for Quebec employees.

8. Process additional tax amounts - If the employee elects to increase federalor Quebec withholding amounts, the total tax amount or the additional taxamount is established using the Canadian Tax Authorization form(described in the Personnel User Guide).

Lump Sum TaxationMethod 1. Calculate federal lump sum tax - Calculations are performed using the

System Parameters Table if the employee has lump sum earnings (SubjectGross 3).

2. Calculate Quebec provincial lump sum tax - Calculations are performedusing the System Parameters Table if the employee has lump sumearnings (Subject Gross 3) and is subject to Quebec taxes.

Bonus Method This method calculates the tax on supplemental earnings (Subject Gross 2) inthree steps:

1. Tax is calculated on annualized gross plus bonus.

2. Tax is calculated on annualized gross without bonus.

3. Tax on supplemental earnings is the difference between the tax amountscalculated in steps 1 and 2.

All calculations associated with the different code entries on the Tax Entityand Tax Rate Tables are explained in the guide, Maintaining Control Tables.



Gross-to-Net Error Messages Report

The Gross-to-Net Error Messages Report identifies any unusual conditionsdetected while calculating an employee’s net pay. For every error or unusualcondition detected, the report lists:

� The employee’s ID and name

� The number, severity, and text of the message generated

� Any additional information helping to identify the reason for the message

The messages appearing on this report are uncommon and few are serious; thereport identifies employees whose deductions have not all been taken. Theconditions identified by this report must be corrected, if necessary, during thenext pay cycle or by issuing a hand drawn check.

The Gross-to-Net Error Messages Report is automatically generated duringgross-to-net processing.


Messages Manual.




PAYROLL PROCESSING RUN DATE 12/13/96SCHEDULE 102 QTR 00 ENDING 12/11/96—W1 B1 GROSS-TO-NET ERROR MESSAGES CHECK DATE 12/13/96

ORG ID: ORG44 -CANADIAN GAS COMPANYEMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - - - - - - - - M E S S A G E T E X T - - - - - - - - - - -________ _________ _______ ________ ___________________________________________________________________

001449999 40-035 WARNING EMPLOYEE HAS NO ACTIVITY-REMOVED FROM PROCESSING003449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD006449999 40-069 SERIOUS ERROR BENEFITS PROCESS: EE HAS NO BENEFITS BASE SALARY — ZERO COVERAGE

PLAN: LF1 COV CD: 001006449999 40-069 SERIOUS ERROR BENEFITS PROCESS: EE HAS NO BENEFITS BASE SALARY — ZERO COVERAGE

PLAN: LF1 COV CD: 001010449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD018449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD020449999 40-512 SERIOUS ERROR NO UIDB DETAIL RECORD FOUND

ORG44 020449999 19961211028449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD030449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD032449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD032449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD034449999 40-035 WARNING EMPLOYEE HAS NO ACTIVITY-REMOVED FROM PROCESSING034449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD038449999 40-035 WARNING EMPLOYEE HAS NO ACTIVITY-REMOVED FROM PROCESSING041449999 40-012 WARNING EMPLOYEE’S NET PAY EXCEEDS THE WARNING LIMIT FOR THE PERIOD042449999 40-512 SERIOUS ERROR NO UIDB DETAIL RECORD FOUND

ORG44 042449999 19961211043449999 40-512 SERIOUS ERROR NO UIDB DETAIL RECORD FOUND

ORG44 043449999 19961211050449999 40-035 WARNING EMPLOYEE HAS NO ACTIVITY-REMOVED FROM PROCESSING052449999 40-512 SERIOUS ERROR NO UIDB DETAIL RECORD FOUND

ORG44 052449999 19961211

Figure 4-3 Gross-to-Net Error Messages Report (PAYR069)

Disbursing the Payroll

After gross-to-net processing has occurred, payroll checks and direct depositadvices are produced. If an additional printed message is desired on allemployee check/advice stubs, be sure that the Check/Advice Stub Messageportion of the Payroll Disbursement Run Specification has been completedand submitted for entry.

Employees can request direct deposits to accounts other than one to whichthey are depositing net pay, such as savings, loan payments, or IRAcontributions. For these accounts, the System formats additional direct depositdata for inclusion on the ACH or CBA electronic media. More detail on thesedisbursements follows under NACHA Considerations (U.S.) and CBAConsiderations (Canada).

Each employee’s payment disposition preferences are established through thePersonnel Update function on the Payment Disposition Data page. Thecorresponding form is described in the Personnel User Guide, Personnel/Benefits Forms. When entered, information from this form updates theemployee’s EDB record. The employee’s payment disposition choicesinclude:

� Net Pay Disbursement - whether to receive a payroll check or a direct

deposit advice.

� Check/Advice Disbursement - whether to have the check/advice mailed to

the employee’s home or department.

� Net Pay Direct Deposit Data - the financial institution transit number and

account for direct deposit of net pay.

� Additional Direct Deposit Data - for distribution of pay to up to five other

accounts, the financial institution(s) transit number and account(s).

NACHA Considerations

As a result of the employee’s payment disposition selections, NACHA(National Automated Clearing House Association) requirements may need tobe considered.

NACHA is a national network of automated clearing house activities andservices that deposit funds from participating employers to accounts for thoseemployees who have chosen direct deposit to accounts in NACHA-registeredfinancial institutions. An automated clearing house ID (ImmediateDestination) and corresponding NACHA data must be identified on theOrganization Table for participating organizations. The System uses this datain producing electronic media for payroll disbursement (see Electronic Media,NACHA Processing).



Prenotification

NACHA suggests a 14 day waiting period called the prenotification period forfirst-time deposits by employees to member institutions. When net pay oradditional direct deposit data is established on an employee’s record, theSystem automatically determines the prenotification period for each directdeposit. The prenote appears on the electronic media with financial institutiondata and a zero dollar amount. Once the prenotification period requirementhas been met, the System begins transfer of the employee’s funds.

Note: When changing Transit Number, Account Number, and/or AccountType, clear the Start Date to initiate the prenotification process. If you do notwant a prenote process for these changes, enter a start date.

CBA Considerations

If any Canadian employees elect payment dispositions of direct deposit,Canadian Banking Association (CBA) requirements will need to beconsidered.

CBA, also known as Canadian Payments Association, is a Canada-widenetwork of automated funds transfer services that deposit funds fromparticipating employers to accounts for those employees who have chosendirect deposits. An originating financial institution ID (Originator) andcorresponding CBA data must be identified on the Organization Table forparticipating organizations.

CBA does not require prenotification. For Canadian organizations, the Systemuses the employee’s current check date as the start date when direct depositdata is established.

Payroll Checks

The System prints payroll checks for every employee with net pay for the payperiod (net cannot equal zero) whose EDB Net Pay Disbursement codeindicates a request for payment in the form of a payroll check. Checks to bedistributed through departments are produced first; they are printed indepartment number order within Organization ID and, within department,alphabetically by employee name. Checks to be mailed to the employee’shome are produced second; they are printed in order by zip/postal code withinOrganization ID and, within zip/postal code, alphabetically by employeename.

Note: The check and check stub in the HRMS Forms Package are samplesonly. Clients must develop and align their own checks.

The negotiable part of the check shows the check date, net pay in words, netpay in numbers, employee’s name, and distribution address. The report showsan example of net pay received by check and additional direct depositsaccounted for on the check stub.



Direct Deposit Advices

The System prints a direct deposit advice for each employee whose EDBrecord contains a Net Pay Disbursement code for deposit of net pay to afinancial institution. For employees who earned zero net pay and whonormally receive checks, direct deposit advices are printed to inform them thatthey earned zero net pay for the period.

Note: The advice and advice stub in the HRMS Forms Package are samplesonly. Clients must develop and align their own advices.

Direct deposit advices to be distributed through departments are producedfirst. They are printed in department number order within organization ID and,within department, alphabetically by employee name. Direct deposit advicesto be distributed by mail are produced second. They are printed in order byzip/postal code within organization ID and, within zip/postal code,alphabetically by employee name.

For a net pay direct deposit, the advice shows the deposit date, amountdeposited, financial institution account number, employee’s name, anddistribution address; the report shows direct deposit of net pay. For a directadditional deposit, the advice shows the type of deposit (such as IRA) and thedeposit amount; the report shows direct deposit of net pay and additionaldisbursements.

Payroll Check/Direct Deposit Advice Stub

The first line of the stub lists the organization ID, employee’s ID, check date,check number, and federal and state tax codes. The second line lists theemployee’s name and the organization name. Also listed is the employee'sbasis of payment as either HOURLY OR SALARY. The third and fourth linescontain current period and year-to-date totals, respectively, for gross pay,taxable gross, taxes deducted, other deductions including additional directdeposits (current period only), advances, and net pay.

Gross pay hours and dollars are aggregated by earnings type (for example,regular, overtime) before being listed on the stub; a maximum of fifteenearnings types can be listed in detail on the stub. If an employee has earningsfor more than fifteen earnings types, the total gross for the fifteenth throughthe last is shown with the title of ALL OTHER. Pay for prior periods issimilarly totaled for all earnings types with the title of RETROACTIVE.When excess life is present, it is listed after the last earnings item with the titleof XCS LIFE.

The second, and if necessary, the third column lists the deductions. If anemployee has more than 31 deductions, the 32nd through last are not listed onthe stub, but a stub overflow message will print on the very last line of thestub and the total of all deductions appears as the last entry on the stub.Certain year-to-date totals are designated for printing on the stub. These are



shown in the third column following a line designating the information asYEAR-TO-DATE.

The last line of the stub, if it is not used for the stub overflow message, isavailable for a message that can be printed on all checks. To have thismessage printed, complete transaction 2 of the Payroll Disbursement RunSpecification.



010009999 08/18/01 08/24/01 203009 M04 M01MARLENE MALT BASIS: SALARY MONOCO CORPORATION

495.50 435.77 267.17- 257.90 504.77MONOCO CORPORATION 08/27/01 17,342.50 15,251.95 3,406.18

**FIVE HUNDRED FOUR AND 77/100 DOLLARS REG 40.00 495.50 PRETAX HLT 30.00 ——-YEAR-TO-DATE——-FICA/OASDI 296.99-RET/TIAA B 1,040.55MEDICARE 6.75 PRETAX HLT 1,050.00RET/TIAA B 29.73 FICA/OASDI 684.28ADL FED TA 50.00 FEDERAL TA 2,188.90

MARLENE MALT ******504.77 STATE T-CA 1.66 STATE T-CA 101.25ENVIRONMENTAL RESEARCH STATE DISA 21.41 STATE DISA 195.513064 OCEAN VIEW CREDIT UNI 2.00 MEDICARE 236.24LOS ANGELES CA 92101 IRA 65.09 CREDIT UNI 70.00

CREDT UN D 32.55 PARKING 80.00CHECKING 11.33SAVINGS 9.22XMAS CLUB 27.98

SCHED103 CHECKS ALL

Figure 4-4 Payroll Check and Stub

SCHED103 CHECKS ALLORG44 044449999 08/09/01 08/22/01 233019 S01 S01

MIKE BRADY III BASIS: SALARY CANADIAN GAS COMPANY

1,615.00 1,615.00 370.67 96.90 1,147.43NET PAY OF $1,147.43 WAS DEPOSITED 08/23/01 29,070.00 29,070.00 7,236.16

IN ACCOUNT NUMBER 122042680013 AT REG 80.00 1,615.00 CPP DEDN 73.28 ——-YEAR-TO-DATE——-CENTRAL TRUST CANADIAN E 42.48 CPP DEDN 1,165.12

REG PENS P 96.90 CAN UNION 400.00CAN FED TA 254.91 CAN FED TA 5,799.04

REG PENS P 1,744.20MIKE BRADY III ALB PROV M 272.00444 CHESTNUT STREETCHAMBLY NL A1B 4J7

SCHED103 CHECKS ALL

Figure 4-5 Direct Deposit Advice and Stub



010009999 08/18/01 08/24/01 203009 M04 M01MARLENE MALT BASIS: SALARY MONOCO CORPORATION

82.50 20000,893.55 669,750.56 17100,146.87 16431,378.81MONOCO CORPORATION 08/27/01 6,179.20 20005,218.45 671,135.60

**SIXTEEN MILLION**FOUR HUNDRED THIRTY-ONE THOUSAND REG 80.00 982.50 PRETAX HLT 19999,970.00 ——-YEAR-TO-DATE——-

**THREE HUNDRED SEVENTY EIGHT AND 81/100 DOLLARS FICA/OASDI 3,601.99 RET/TIAA B 340.75MEDICARE 290,013.81 PRETAX HLT 17999,880.00-RET/TIAA B 58.95 FICA/OASDI 3,887.40ADL FED TA 50.00 FEDERAL TA 305,216.42

MARY THOMPSON *16431378.81 STATE T-CA 71,550.77 STATE T-CA 71,697.03ENVIRONMENTAL RESEARCH STATE DISA 205.02 STATE DISA 254.143064 OCEAN VIEW CREDIT UNI 2.00 MEDICARE 290,080.61LOS ANGELES CA 92101 IRA 1933,109.10 CREDIT UNI 6.00

CREDT UN D 966,554.55 PARKING 0.01CHECKING 11.33 MED HLTH P 2.33SAVINGS 9.22 FITNESS CL 1.00XMAS CLUB 27.98 THRIFT ADD 1.00

CLUB DUES 2.00UNITED FUN 3.00

SCHED103 CHECKS ALL

Figure 4-6 Multiple Deposit Advice and Stub



PAYROLL DISBURSEMENTRUN SPECIFICATION

PAY42ASPEC STOCK CODE

RUN

TYPE

START CHECK

NUMBER

START ADVICE

NUMBER

RESTART

TYPE ORGANIZATION ID EMPLOYEE ID

3029

LAST GOOD IDENTIFICATION NUMBER

Field Description

PAY42ASPEC

STOCK CODE

RUN TYPE

START CHECK

NUMBER

START ADVICE

NUMBER

RESTART TYPE

LAST GOOD

IDENTIFICATION

NUMBER

ALL ORGS

PAY42A-MSG

STOCK CODE

MSG

This constant is the field identifier.

Identify the check and advice stock used for one or more organizations included in the current schedule.

Leave blank if the first run for this payroll cycle and Organization ID; enter "R" for a restart.

If checks will be printed in the run, enter the 6-digit number preprinted on the first check. If not printing checks,

leave blank.

If advices will be printed in this run, enter the 6-digit number preprinted on the first advice. If not printing

advices, leave blank.

Select the restart type:

C - Checks only

A - Advices only

B - Both checks and advices

For a restart, enter the last good Organization ID and the Employee ID

from the last good check/advice that was printed.

Enter ALL if the restart is for all employees within an organization.

If necessary to print all organizations on the same stock, though different stocks are normally used, enter Y .

Leave blank to print only organizations that normally use the specified Stock Code.

This constant is the field identifier.

Identify the check stock. Assign each check stock code (1-5) in the order entered on the run specification.

Enter ALL to process all organizations in this run on a single stock code.

Enter the message to be centered in the stub. If the message is less than 65 characters, center manually.

Transaction 1

Transaction 2

1 10 11 15 16 17 22 23 28

42 43 51

PAY42A-MSG STOCK CODE MSG

45

46 80

1 10 11 15 16

CENTER (for centering manually)

ALL

ORGS

52

PAY42ASR920 - 8/1/90

Figure 4-7 Payroll Disbursement Run Specification (PAY42ASPEC)

Electronic Media

The System formats data produced by the payroll disbursement file generationprocess to create ACH or CBA electronic media. Formatting is in accordancewith NACHA or CBA specifications.

For multi-organization processing, the System:

� Processes organizations with the same pay period end date.

� Puts organizations with the same ACH Immediate Destination/CBA

Originator ID on the same electronic media.

NACHA Processing

The payroll disbursement file generation process for NACHA produces theACH Disbursement File. To request creation of ACH electronic media,submit the NACHA Run Specification. For a given check date, you canrequest up to five ACH electronic media, based on Immediate Destinationsidentified on the Organization Table. You can also use the run specification tooverride the check date for an organization.

With creation of the ACH electronic media, the System generates detailrecords for each deposit, which credit money to individual employeeaccounts. If the organization’s account number is present (Company BankNumber on the Organization Table), the System creates an offsetting totaldebit to the employer’s account.

The System uses data from the Organization Table, as well as other datagenerated during payroll processing. The following chart shows the datasources for selected fields on ACH electronic media records.

ACH Electronic Media Data Sources

Record Field Data Source

File Header Immediate Destination Organization Table

Immediate Origin Organization Table

Transmission Date Run date (YYMMDD)

Transmission Time Run time (HHMM)

File Modifier ID Organization Table

Immediate Destination Name Organization Table

Immediate Origin Name Organization Table

Company/Batch Header Service Class Code From copy member CPWSICNH

Company Name Organization Table




Company/Batch Header(continued)

Company Identification Organization Table

Company Entry Description Organization Table

Company Descriptive Date Payroll Control Record

Effective Entry Date Payroll Control Record or RunSpecification

Originator Status Code Organization Table

Originating DFI Identification Organization Table (Company Bank)

Batch Number System generated (starts at 1,incremented by 1)

Entry Detail (employee) Transaction Code 1st digit: 2 = checking, 3 = savings;2nd digit: 2 = deposit, 3 = prenote

Receiving DFI Identification ACH Disbursement File

DFI Account Number ACH Disbursement File

Amount ACH Disbursement File

Individual Identification Number ACH Disbursement File

Individual Name ACH Disbursement File

Discretionary Data ACH Disbursement File

Trace Number Organization Table(Immediate Destination)

Trace No. Incremented at 1, starting at 1, foreach record

Entry Detail (company) Transaction Code 1st digit: 2 = checking;2nd digit: 7 = payment

DFI Account Number Organization Table(company account)

Amount ACH Disbursement File

Company Name Organization Table

Trace Number Organization Table(Immediate Destination)

Trace No. Incremented at 1, starting at 1, foreach record

Company/Batch Control Service Class Code Copy member CPWSICNH




Company/Batch Control(continued)

Company Identification Organization Table

Originating DFI Identification Organization Table(Company Bank orImmediate Destination)

Batch Number System generated (starts at 1,increments by 1)

CBA Processing

For CBA, the payroll disbursement file generation process results in the CBADisbursement File. To request creation of CBA electronic media, submit theOriginator Run Specification. For a given check date, you can request up tofive electronic media, based on Originator IDs identified on the OrganizationTable.

The System uses data from the Organization Table, as well as other datagenerated during payroll processing. The following chart shows the datasources for CBA electronic media records.

CBA Electronic Media Data Sources


Record Type A Originator ID Organization Table(Originator)

File Creation Number Organization Table

Creation Date Run date (Julian)

Destination Data Centre Code Organization Table(Destination)

Record Type C Originator ID and File CreationNumber

Organization Table

Transaction Type System defines as credit

Amount CBA Disbursement File

Date (funds payable) Payroll Control Record (Julian)

Payee Institutional ID CBA Disbursement File

Payee Account Number CBA Disbursement File

Payee Name CBA Disbursement File

Organization Name Organization Table




Record Type C(continued)

Originator ID Organization Table(Originator)

Employee ID CBA Disbursement File

Institutional ID (returns) Organization Table(Return ID)

Account Number (returns) Organization Table(Return Account)

Record Type Z Originator ID Number andFile Creation Number

Organization Table

Total debit value CBA Disbursement File

Total number of debits CBA Disbursement File

Record Type 2 Total credit value CBA Disbursement File

Total number of credits CBA Disbursement File



CheckWrite Processing

CheckWrite provides both Gross-to-Net and Net-to-Gross (sometimes calledGross-Up) individual online payroll processing. With the exception ofCheckWrite processing, all payroll functions are processed in batch mode.Although time input and payroll adjustment transaction data are enteredonline, the System processes all transactions in batch mode.

CheckWrite produces a payroll check immediately and uses the followingpayroll adjustment transactions to record its activity:

� Batch Control (BA) - Batch Type defaults to O

� Hand Drawn Checks (H)

� Gross-to-Net Balance Adjustments (GA)

The major advantages of CheckWrite are:

� Immediate production of a payroll check

� Speed of researching the EDB and accessing earnings and deductions

� Speed of calculating gross or net pay

Without CheckWrite, these processes would have to be done manually.

CheckWrite processing accesses employee earnings and deduction data fromthe EDB, displays them on separate pages for review or adjustment, calculatestotals, and gives you the choice of continuing or canceling the transaction.The choice to produce the check immediately does not result in the immediateupdate of the EDB; it reformats and passes the calculated earnings anddeductions to Payroll in the form of H and GA transactions, which areprocessed in the payroll schedule identified by the Batch Control. CheckWriteactivity is recorded as an H (Hand Drawn) transaction. Multiple H (HandDrawn) transactions can be processed for the same employee usingCheckWrite. You must assign a different check number for each transaction.

Note: CheckWrite does not process direct deposits; it only produces a check.

All CheckWrite activity appears on both the CheckWrite Activity SummaryReport (see CheckWrite Activity Summary Report following) and on routinepayroll reports as Hand Drawn payroll transactions.

Processing Previous Year Checks

After running year-end maintenance, you can use CheckWrite to produce apayroll check for the previous year by entering the transaction into a payrollschedule for quarter 4 of the previous year. Remember, however, that theCheckWrite calculations use the Tax Rate Tables for the current year, whichmeans, in some cases, the rates may not be the same as for the previous year.

As a safeguard, an informational message is displayed whenever you access aprevious year payroll schedule.



Processing Checks for Employees with Wage Attachments

If an employee’s calculated disposable earnings are not sufficient to take awage attachment amount or percentage as defined on the employee’s EDBwage attachment information, CheckWrite stops, the System issues message40-047, “Disposable Earnings Not Sufficient to Take Wage Attachment.” Thisoccurs because the gross-to-net process in CheckWrite cannot issue messages.

If this is not acceptable for your installation, you can bypass this message byadding the message number 40047 to the 88-level DISREGARD-MESSAGEarea in the working storage section of the Online Gross-to-Net Calculationprogram (PI4000XX). Be aware, however, that this causes CheckWrite tocontinue processing when the program encounters this condition, possiblyproducing reduced wage attachments or none at all without notifying you ofthe insufficient disposable earnings condition.

Gross-to-Net Processing

The Gross-to-Net (GTN) CheckWrite process is used to replace anemployee’s lost payroll check, to issue a final check for a terminatedemployee, to issue an advance payment to an employee, or for other situationsthat require an immediate payroll check.

GTN CheckWrite processing accesses employee earnings and deductionsstored on the EDB as it would during routine payroll processing. It uses theemployee’s primary job assignment data to display earnings data, which youmust add, modify, or replace to define the earnings to be paid. The Systemwill recalculate the adjusted earnings on this page as a projected gross. It iscalled “projected” gross because it does not include subtleties such as FLSAadjustments. The intent is to show you an approximation to help you identifyentry errors before proceeding to the next page.

The next page shows you the final total gross and the hours and dollars thatwent into it by earnings type. It also displays the employee’s standarddeductions, net pay, and, when present, the pay period cost of excess lifeinsurance. You can adjust the existing deduction amounts on this page or addnew deductions, if necessary, and the System recalculates the net pay.

Net-to-Gross Processing

The Net-to-Gross (NTG) CheckWrite process is typically used to generate anemployee bonus check or to ensure that a new employee can take home acertain amount with a first paycheck. When you specify the desired net andthe associated earnings type, the System makes an approximation of the grosspay needed to obtain that net after deductions are calculated. It then evaluatesthe net pay derived from that calculation, makes a new approximation of thegross pay, and repeats the process up to 26 times or until the calculated net



pay is the desired net pay. The System determines the exact desired net in allbut infrequent, exceptional cases.

NTG CheckWrite processing uses chained pages to produce checks. On thefirst of the chained NTG CheckWrite pages, enter the desired net and earningstype. On the second page, the System-calculated gross earnings correspondingto the desired net are displayed.

CheckWrite - Procedures for Generating a Check

Gross-to-Net Processing

1. From the Main Menu, select Calculations from the Payroll drop down list.

You are now at the Payroll Calculations/Batch Control page.

2. Enter the payroll schedule and batch, press Enter to proceed.

The payroll schedule entered here determines the check date and the payperiod end date from the Payroll Control File. These dates are used as thedefault dates for the next page. In CheckWrite only, multiple entries of thesame batch number are acceptable as long as the Payroll Batch Balanceand Edit program (PP36A0XX) has not been run. Therefore, if you createchecks several times a day, they can all belong to the same batch. If thePayroll Batch Balance and Edit program has been run, the screen displaysa duplicate batch number error message.



Figure 4-8 CheckWrite Payroll Calculations/Batch Control Page

3. Select 02- CheckWrite-Gross-To-Net from the Transaction drop downlist, enter the employee for whom you want to produce a check, and pressEnter. The employee number or name is validated against the EDB. TheSystem then displays the CheckWrite (Gross-To-Net) Earnings page. Thisis the first page you see after the batch has been set up prior to anyearnings and/or hours input. Your cursor is located in the Check Datefield.



Figure 4-9 CheckWrite (Gross-To-Net) Earnings Page

4. Enter data in the following fields:

Check Date: Enter the date of the check. This field defaults to the checkdate of the payroll schedule.

Pay Period End Date: This field defaults to the pay period end date of thepayroll schedule. (Can be changed.)

Deduction Schedule: Based on the employee’s pay cycle, select aDeduction Schedule from the drop down list. The default is derived fromthe payroll schedule’s pay period end date. The System uses this field inconjunction with the Gross-to-Net Table deduction schedules todetermine which deductions to calculate.

Deduction Type: Enter the deduction type for this employee or accept thedefault of Normal Deductions. You can change the deduction type to TaxDeductions Only or Tax and Retirement Deductions Only. If all thenormal deductions were taken from the employee’s regular check and thischeck is for a correction, you do not want the normal deductions takenagain. Therefore, change the deduction type to Tax Deduction Only (orTax and Retirement Deductions Only if your retirement plan requires adeduction).

Advance: If you are advancing this employee an amount, enter it here. Ifthis is not an advance, leave this field blank.

Earnings Type: Enter the earnings type to be paid. You can enter up toeight earnings, one on each line. If you want to issue a check to refund adeduction but not pay any earnings, clear the displayed earnings lines.

Number of Hours: Enter Number of Hours if the earnings type requireshours worked. The Earnings Table requires Number of Hours for REGpay. If the employee for whom you are generating a check is salaried, theSystem does not change the gross amount.

Hourly Rate: If the employee is set up for positive time reporting, theemployee’s hourly rate is displayed. (Can be changed.)

Gross Amount: If the employee is set up for exception reporting, the payperiod amount is displayed; if the earnings type does not require a timefactor or if the amount to be paid differs from the normal pay periodamount, enter the gross amount to be paid. If you enter the hourly rate, donot enter the gross amount; the System will calculate it.

Class: Defaults from the employee’s EDB record. (Can be changed.)

Account Number: Defaults from the employee’s EDB record. (Can bechanged.)

Pay Period End Date: Defaults to the pay period end date. (Can bechanged.)

Projected Gross: The projected amount is displayed after you press Enter.



Other fields are shown on this screen for information only. If an employeeis subject to FLSA, FLSA Status appears below Vacation Hours Balance.

5. Press Enter to edit the data on the page. If the System finds errors, itredisplays the page with the erroneous data highlighted. Correct the dataand press Enter again. If no errors are found, the System prompts you toReview Data. Enter to Proceed. Press Enter to proceed to calculate theGTN earnings for this employee. You are now at the CheckWrite (GTN)Adjustments page.



Figure 4-10 CheckWrite (Gross-To-Net) Earnings Page

The CheckWrite (GTN) Adjustments page displays the current andyear-to-date pay, taxes, and gross, as well as deduction types andamounts. When an FLSA adjustment is made, Overtime Adjusted ForFLSA appears below Bond the Current Value. Use this page to do “on thefly” calculations, such as change deduction amounts to calculate adifferent gross, net pay, or tax withholding. Only the amount fields can bemodified on this page.

6. To alter deduction amounts, do any of the following as needed:

· To add a deduction that does not yet appear on the screen (for

example, a loan payback amount), enter the GTN element and

deduction amount below the last deduction shown on the page.

Adding a deduction is equivalent to adding a one-time deduction

(DS) transaction in batch that is coded as a replacement (R) in the

sign field; you cannot enter additions (+ in the sign field) in

CheckWrite.



Figure 4-11 CheckWrite (GTN) Adjustments Page

· To add a refund (negative deduction) that does not yet appear on the

page, enter the GTN element and deduction amount (for example,

-$50.00), below the last deduction shown on the page. Adding a

negative deduction is equivalent to adding a refund (RF) transaction

in batch.

· To change a deduction amount that already appears on the page (for

example, change a savings bond amount from $50.00 to $100.00),

place the cursor at the amount you want to change and change it to

the new amount, in this case, $100.00. A deduction change is

equivalent to a one-time deduction (DS) transaction in batch that is

coded as a replacement (R) in the sign field; you cannot enter

additions (+ in the sign field) in CheckWrite.

· If you don’t want to take a deduction already appearing on the page

(for example, a parking fee deduction), change the amount to zero.

This deduction change is also equivalent to a one-time deduction


sign field.

· To change a deduction amount from a negative to a positive amount

or from a positive to a negative amount (for example, a Flex credit),

change the amount to zero and add another line below the last

deduction on the page with the changed amount. The handling of

Flex credits is the reverse of the handling for other GTN elements.

Therefore, the usage for the CheckWrite equivalent of one-time

deductions and refund transactions is also reversed. For example, if

the Flex credit to an employee in the previous pay period was $25.00

too much, add a positive deduction amount of $25.00 to recover the

excess (equivalent to a one-time deduction). If the Flex credit was

less than it should have been by $25.00, add a negative deduction

amount of -$25.00 to increase the amount credited to the employee

(equivalent to a refund). In either case, changing the current

deduction amount to zero is equivalent to a one-time deduction.

Note: Refer to the Payroll Transactions chapter, sections onOne-Time Deduction (DS) and Refund (RF) for further informationon these types of transactions.

7. Press Enter. The System recalculates all the amounts and redisplays themon the same page. You can change the deduction amounts as many timesas you choose.

8. Press Enter again when you have finished your changes. You are now atthe CheckWrite (GTN) Action Menu page.



� Review Stub displays the stub page so you can review the results before

printing the check. From this page you can return to the Action Menu and

print the check or cancel further processing.

� Print Check displays the check stub first and then the check draft pages

which generates the payroll transactions. The Check Number is required

for this option.

� If neither of the above options is selected and nothing is entered on this

page, the next transaction request is processed.

� If you select the Print Check option after reviewing the check stub and

draft, you will return to the Action Menu, which displays the additional

option:

- If Check Fails to Print, Select Yes to Reprint. If you select this optionand do not change the check number, a new check will be printed. Ifyou change the check number, you will see the stub and draft on thesubsequent pages, then return to the Action Menu and the message:Transaction Modified in the Holding File displays. This indicates thecheck number has been changed in payroll history.

9. Prior to printing any checks, make sure there is a direct connection fromthe workstation to the printer, and the checks are in the printer andaligned.



Figure 4-12 CheckWrite (GTN) Action Menu Page

10. To print the check, select Yes from the PRINT CHECK? drop down list,enter the check number, and press Enter. The System displays the checkstub for you to review.

Although the check is not posted to the employee’s record at this point, theSystem displays current year-to-date information.



Figure 4-13 CheckWrite Gross-to-Net Check Stub Page

Net-to-Gross Processing

1. From the Main Menu, select Calculations from the Payroll drop down list.

You are now at the Payroll Calculations/Batch Control page.

2. Enter the payroll schedule and batch, and press Enter to proceed.

The payroll schedule entered here determines the check date and the payperiod end date from the Payroll Control File. These dates are used as thedefault dates for the next page. In CheckWrite only, multiple entries of thesame batch number are acceptable as long as the Payroll Batch Balanceand Edit program (PP36A0XX) has not been run. Therefore, if you createchecks several times a day, they can all belong to the same batch. If thePayroll Batch Balance and Edit program has been run, the page willdisplay a duplicate batch number error message.

3. Select 03-CheckWrite-Net-To-Gross from the Transaction drop down list,enter the employee for whom you want to produce a check, and pressEnter. The employee number or name is validated against the EDB. TheSystem then displays the CheckWrite (Net-to-Gross) Earnings page. Thisis the first page you see after the batch has been set up prior to anyearnings and/or hours input. Your cursor is located in the Check Datefield.



Figure 4-14 CheckWrite Payroll Calculations Menu Page

4. Enter data in the following fields:

Check Date: Enter the date of the check. This field defaults to the checkdate of the payroll schedule.

Pay Period End Date: This field defaults to the pay period end date of thepayroll schedule. (Can be changed.)

Deduction Schedule: Based on the employee’s pay cycle, select aDeduction Schedule from the drop down list. The default is derived fromthe payroll schedule’s pay period end date. The System uses this field inconjunction with the Gross-to-Net Table deduction schedules todetermine which deductions to calculate.

Deduction Type: Enter the deduction type for this employee or accept thedefault of Tax Deductions Only. You can change this code to NormalDeductions, or Tax and Retirement Deductions. If all the normaldeductions were taken from the employee’s regular check and this checkis for a correction, you do not want the normal deductions taken again.



Figure 4-15 CheckWrite (Net-to-Gross) Earnings Page

Therefore, leave the deduction type as Tax Deduction Only (or change itto Tax and Retirement Deductions Only if your retirement plan requires adeduction).

Earnings Type: Enter the earnings type to be paid. You can enter only oneearnings type, and it can’t be based on time.

Desired Net: Enter the amount of the net pay you want the employee toreview.

Job Class: Defaults from the employee’s EDB record. (Can be changed.)

Account Number: Defaults from the employee’s EDB record. (Can bechanged.)

Pay Period End Date: Defaults to the pay period end date. (Can bechanged.)

Other fields are shown on this page for information only.

5. Press Enter to edit the data on the page. If the System finds errors, itredisplays the page with the erroneous data highlighted. Correct the dataand press Enter again. If no errors are found, the System prompts you toReview Data. Enter to Proceed. Press Enter to proceed to calculate theNTG earnings for this employee. You are now at the CheckWrite (NTG)Adjustments page.



Figure 4-16 CheckWrite (Net-to-Gross) Earnings Page

The CheckWrite (NTG) Adjustments page displays the current andyear-to-date pay, taxes, and gross, as well as deduction types andamounts. Use this page to do “on the fly” calculations, such as changededuction amounts to calculate a different gross. Only the amount fieldscan be modified on this page.



Figure 4-17 CheckWrite (NTG) Adjustments Page

6. To alter deduction amounts, do any of the following as needed:

· To add a deduction that does not yet appear on the screen (for

example, a loan payback amount), enter the GTN element and

deduction amount below the last deduction shown on the page.

Adding a deduction is equivalent to adding a one-time deduction


sign field; you cannot enter additions (+ in the sign field) in

CheckWrite.

· To add a refund (negative deduction) that does not yet appear on the

page, enter the element and deduction amount (for example,

-$50.00), below the last deduction shown on the page. Adding a

negative deduction is equivalent to adding a refund (RF) transaction

in batch.

· To change a deduction amount that already appears on the page (for

example, change a savings bond amount from $50.00 to $100.00),

place the cursor at the amount you want to change and change it to

the new amount, in this case, $100.00. A deduction change is

equivalent to a one-time deduction (DS) transaction in batch that is

coded as a replacement (R) in the sign field; you cannot enter

additions (+ in the sign field) in CheckWrite.

· If you don’t want to take a deduction already appearing on the page

(for example, a parking fee deduction), change the amount to zero

This deduction change is also equivalent to a one-time deduction


sign field.

· To change a deduction amount from a negative to a positive amount

or from a positive to a negative amount (for example, a Flex credit),

change the amount to zero and add another line below the last

deduction on the page with the changed amount. The handling of

Flex credits is the reverse of the handling for other GTN elements.

Therefore, the usage for the CheckWrite equivalent of one-time

deductions and refund transactions is also reversed. For example, if

the Flex credit to an employee in the previous pay period was $25.00

too much, add a positive deduction amount of $25.00 to recover the

excess (equivalent to a one-time deduction). If the Flex credit was

less than it should have been by $25.00, add a negative deduction

amount of -$25.00 to increase the amount credited to the employee

(equivalent to a refund). In either case, changing the current

deduction amount to zero is equivalent to a one-time deduction.

Note: Refer to the Payroll Transactions chapter, sections onOne-Time Deduction (DS) and Refund (RF) for further informationon these types of transactions.



7. Press Enter. The System recalculates all the amounts and redisplays themon the same page. You can change the deduction amounts as many timesas you choose.

8. Press Enter again when you have finished your changes. You are now atthe CheckWrite (NTG) Action Menu page.

� Review Stub displays the stub page so you can review the results before

printing the check. From this page you can return to the Action Menu and

print the check or cancel further processing.

� Print Check displays the check stub first and then the check draft pages

which generates the payroll transactions. The Check Number is required

for this option.

� If neither of the above options is selected and nothing is entered on this

page, the next transaction request is processed.

� If you select the Print Check option after reviewing the check stub and

draft, you will return to the Action Menu, which displays the additional

option:

- If Check Fails to Print, Select Yes to Reprint. If you select this optionand do not change the check number, a new check will be printed. Ifyou change the check number, you will see the stub and draft on thesubsequent pages, then return to the Action Menu and the message:Transaction Modified in the Holding File displays. This indicates thecheck number has been changed in payroll history.

9. Prior to printing any checks, make sure there is a direct connection fromthe workstation to the printer, and the checks are in the printer andaligned.



Figure 4-18 CheckWrite (NTG) Action Menu Page

10. To print the check, select Yes from the PRINT CHECK drop down list,enter the check number, and press Enter. The System displays the checkstub for you to review.

Although the check is not posted to the employee’s record at this point,the System displays current year-to-date information.



Figure 4-19 CheckWrite Net-to-Gross Check Stub Page

Check It Out

If you want to see what would happen to an employee’s earnings if you wereto change specific payroll and tax information, use the CheckItOut function.CheckItOut can also help you determine what gross amount to start with ifyou want an employee to receive a specific net amount, such as when youwant to give a bonus check. As in CheckWrite net-to-gross processing, toestimate the net-to-gross amount, the System will execute internal calculationsinteractively up to ten times to come as close as possible to the desired net.Note, however, that it may not be possible to achieve the exact desired net inall cases.

Changes on the CheckItOut pages do not update the Employee Data Base;they merely model what the calculations might be if you make changes to anemployee’s tax-related data, earnings, or deductions.

Example - Modeling a Change in Tax Information

Edward, an employee, wants to see how much his net pay would change if hismarital status changes from single to married. First, let’s see what his net payis as a single employee.

1. From the Payroll Calculations/Batch Control page, select 12 - CheckItOut- Gross-to-Net from the Transaction drop down list. Enter Edward’s ID,009009999 in the Employee field and press Enter.

2. You are now at the CheckItOut (GTN) Payroll Codes page. Note thatEdward’s marital status is single.





Figure 4-20 CheckItOut (GTN) Payroll Codes Page

3. From the CheckItOut (GTN) Payroll Codes page, press Enter twice todisplay the CheckItOut (Gross-to-Net) Earnings page. Enter 40 in theNumber of Hours field.



Figure 4-21 CheckItOut (Gross-to-Net) Earnings Page

4. From the CheckItOut (Gross-to-Net) Earnings page, press Enter twice todisplay the CheckItOut (GTN) Adjustments page to see Edward’s currentweekly net pay of $1,776.55.



Figure 4-22 CheckItOut (GTN) Adjustments Page

5. From the CheckItOut (GTN) Adjustments page, press Enter twice todisplay the CheckItOut (GTN) Action Menu. Select Yes from theRETURN TO PAYROLL CODES SCREEN? drop down list. Press Enterto return to the Payroll Codes page to start the sequence to see whatEdward’s pay would be if he were to change his marital status to married.



Figure 4-23 CheckItOut (GTN) Action Menu Page

6. On the Payroll Codes page, change Edward’s marital status (FederalMarital Status, State of Employment Marital Status, and State ofResidence Marital Status) from single to married.



Figure 4-24 CheckItOut (GTN) Payroll Codes Page

7. From the CheckItOut (GTN) Payroll Codes page, press Enter twice to goto the CheckItOut (Gross-to-Net) Earnings page. Again, enter 40 in theNumber of Hours field.



Figure 4-25 CheckItOut (Gross-to-Net) Earnings Page

8. From the CheckItOut (Gross-to-Net) Earnings page, press Enter twice.The CheckWrite (GTN) Adjustments page is displayed, with a new netpay amount of $1,795.25. Note also the change in Deduction Amount forFederal and State taxes. As you can see, Edward’s net pay increased withthe change in marital status from single to married.



Figure 4-26 CheckItOut (GTN) Adjustments Page

9. From the CheckItOut (GTN) Adjustments page, press Enter twice tocontinue to the Action Menu.



Figure 4-27 CheckItOut (GTN) Action Menu Page

Example - Determining the Gross Amount for a Bonus

You want to give a bonus to Edward of $500.00 net. To determine what thegross amount needs to be, follow these steps.

1. From the Payroll Calculations/Batch Control page, select 13 - CheckItOut- Net-to-Gross from the Transaction drop down list, press Enter.

2. You are now at the CheckItOut (NTG) Payroll Codes page.



Figure 4-28 CheckItOut (NTG) Payroll Codes Page

3. From the CheckItOut (NTG) Payroll Codes page, press Enter twice todisplay the CheckItOut (Net-to-Gross) Earnings page. Enter an earningscode of BNS for bonus and a desired net of $500.00.



Figure 4-29 CheckItOut (Net-to-Gross) Earnings Page

4. From the CheckItOut (Net-to-Gross) Earnings page, press Enter twice todisplay the CheckItOut (NTG) Adjustments page to see Edward’s grosspay, taxable gross, taxes, and the $500.00 net pay.



Figure 4-30 CheckItOut (NTG) Adjustments Page

5. From the CheckItOut (NTG) Adjustments page, press Enter twice todisplay the CheckItOut (NTG) Action Menu. As you can see, Edwardmust be given a bonus of $839.78 gross to receive a bonus check of$500.00 net.



Figure 4-31 CheckItOut (NTG) Action Menu Page

CheckWrite Activity Summary Report

The CheckWrite Activity Summary Report provides a consolidated summaryof online CheckWrite activity. The report includes transaction totals,identification of checks voided and not printed, and calculations performedwithout checks being written. Summary totals are provided by batch and byschedule.

The CheckWrite Activity Summary is produced by schedule withinorganization. Within each schedule, batch transactions are listed by employee,period end date, and check number.

The report displays all CheckWrite activity except online transactions thatwere cancelled before reaching the Action Menu page. If canceled using theAction Menu, the transaction is reported as canceled. The report lists the netpay, gross pay, and the transaction count for all CheckWrite transactions, aswell as the net of any gross-to-net balance adjustments. This data issummarized for each batch and schedule being forwarded to the payroll editprocess.




SCHEDULE 201 QTR CHECKWRITE ACTIVITY SUMMARY


EMPLOYEE CHECK/ CHECK SUSPENSE TRANBATCH ID NAME ADVICE DATE NET PAY GROSS PAY ADJUSTMENTS COUN

102 005009999 WILDERS,CHUCK J. C101001 11/13/96 5,502,535.46 9,999,999.00 6102 010009999 MALT,MARLENE C101002 11/13/96 2,427,788.11 9,999,999.95 7

102 TOTAL BATCH 7,930,323.57 19,999,998.96 13

103 006009999 MIRES,VERONICA C101004 11/13/96 4,433,142.27 8,888,884.55 6103 010009999 MEIR,MARLENE C101005 11/13/96 2,427,784.97 9,999,987.00 7103 101009999 BENTON,WALTER C101010 11/13/96 470,584.13 888,888.88 5103 105009999 BERESTER,FREDERICK C101007 11/13/96 4,992,263.50 9,999,999.95 6103 138009999 PARKER,BONNIE C101008 11/13/96 2,318,754.57 4,444,444.44 122.50 10103 205009999 CHASE,IRVING C101009 11/13/96 6,066,385.29 9,856,142.75 5103 235009999 FINLEY,BRUCE C101006 11/13/96 5,211,609.20 9,999,975.00 6

103 TOTAL BATCH 25,920,523.93 54,078,322.57 122.50 45

TOTAL SCHEDULE 33,850,847.50 74,078,321.52 122.50 58

Figure 4-32 CheckWrite Activity Summary Report (PAYR013)

Periodic Balance Maintenance

Periodic balance maintenance clears current year prior tax sets and hour,dollar, and gross-to-net balances on the EDB and rolls and/or purges theprevious year employee and balance information. Maintenance of thisinformation is required for accurately reporting and paying taxes as shownbelow:

� MTD balances - used for reporting local taxes

� QTD balances - used for reporting state unemployment taxes, FICA

� YTD balances - used for reporting year-end taxes

MTD and QTD reporting must be scheduled before maintenance.

Previous quarter data base maintenance must be done before the first payrollschedule of a new year. Fourth quarter Year-to-Date reporting may beprocessed either in Early Extract mode, before previous quarter maintenance,or in Final mode, after previous quarter maintenance and previous yearadjustments are completed.

The Payroll Control File Update report, generated at the beginning of payrollprocessing, provides information about periodic balance maintenance that willoccur at the end of a pay cycle for the organizations processed.

EDB Periodic Maintenance Run Specification

Enter the required information on the EDB Periodic Maintenance RunSpecification to schedule, change, or override periodic maintenance of theEDB. A sample EDB Periodic Maintenance Run Specification form follows.





EDB Periodic MaintenanceInput Validation

Run Specification

Field Description

Organization ID

Purge Date

Canadian Fed.Exemption Percent

Quebec ExemptionPercent

Reset

401K Reset

403B Reset

457 Reset

GTN Balance Reset

Enter the value of the specific organization for which implied maintenance is required. Enter "ALL"if implied maintenance is to be applied to all organizations on the data base.

Enter a date if all employees who terminated or changed organizations on or before this date areto be deleted from the EDB. All current and previous quarter segments for selected employees will be deleted.

Enter a percent if Canadian Federal Exemption amounts are to be recalculated equal to current valueplus the percentage entered times the current value.

Enter a percent if new Quebec Exemption amounts are to be recalculated equal to current valueplus the percentage entered times the current value.

Enter "Y" to reset Federal Withholding (US) fields with a value of "98" to zero.

Enter "Y" to reset 401(k) and Roth 401(k) YTD dollar balance.

Enter "Y" to reset 403(b) and Roth 403(b) YTD dollar balance.

Enter "Y" to reset 457 YTD dollar balance.

Enter a GTN Group code (”D” Direct Deposit, “F” Benefits, “I” Insurance, “M” Miscellaneous, “R” Retirement, “T” Taxes)to reset Declining, GTN, and User balances to zero for all GTN elements with that Group code. Enter “N” or leave blankto inhibit GTN balance reset maintenance.

AIM13-SPECOrganization ID

AIM13-SPECOrganization ID

Purge Date

QuebecExemptionPercent Reset

401KReset

403BReset

457Reset

GTNBalReset

FICAElig IndReset

MonthEnd

Qtr.End

YearEnd

Fis.YearEnd

I

P

Implied Transaction

Periodic Transaction

Implied Transcation

Canadian Fed.ExemptionPercent

1 10 11 12 24 25 32 33 38 42 43 44 45 46 47 48

1 10 11 12 24 25 26 27 28 29

37

Quarterto Create

Quarterto Purge

30 31 32 33

FICA Elig Ind Reset Enter “Y” to reset any FICA Elig Indicator that currently contains “E” (W-11 Employee) to “blank” (Eligible).

Periodic Transaction

Organization ID

Month End

Quarter End

Year End

Fis. Year End

Quarter to Create

Quarter to Purge

Enter the additional organization for which Periodic Maintenance is to occur; or the specificorganization for which the balance clear indicators are to be overridden.

Enter "01-12" to invoke Periodic Maintenance for the specifc month. Enter "00" to inhibitmonth-end maintenance.

Enter "1-4" to invoke Periodic Maintenance for the specified quarter. Enter "0" to inhibitquarter-end maintenance.

Enter "Y" to invoke calendar year-end Periodic Maintenance. Enter "N" or leave blank to inhibit calendaryear-end maintenance.

Enter "Y" to invoke fiscal year-end Periodic Maintenance. Enter "N" or leave blank to inhibit fiscal year-endmaintenance.

Enter "04" to invoke creation of previous quarter segments. Enter "00" to inhibit creation of previous segments.

Enter "04" to invoke purge of previous quarter segments.

DescriptionField

AIM13SR9555 - 05/2011

Figure 4-33 EDB Periodic Maintenance Run Specification (AIM13-SPEC)

Year-End Payroll Processing

Overview

Year End Processing in the HRMS System allows you to process bothyear-end and fourth quarter reporting while continuing to maintain andprocess your current year EDB and Payroll data.

This section contains the following topics:

� Saving Previous Year Tax Balances

� Updating Previous Year Employee Data

� Processing Previous Year Payroll Adjustments

� Processing a Previous Year Payroll Schedule

� Purging Previous Year Balances

Saving Previous Year Tax Balances

Creating Previous Year Data Segments on the EDB

AutomaticallyThrough Periodic

Maintenance

When the payroll end date is the date indicated on the System Calendar Tableas the final payroll end date of the current year, Payroll Processingautomatically triggers the Periodic Maintenance process for year end. TheYear-End Periodic Maintenance process automatically creates the previousyear Employee Data Base (EDB) segments required for year end and fourthquarter reporting and for payroll schedule processing.

Manually ThroughRun Specification

Entry

You can create previous year EDB segments by filling out an EDB PeriodicMaintenance Input Validation Run Specification form (AIM13-SPEC). To dothis, enter 04 in the Quarter to Create field on the EDB Periodic MaintenanceInput Validation Run Specification form (AIM13-SPEC).

Note: You must purge existing previous year segments before creating newones. If you do not purge existing previous year segments, the PeriodicMaintenance process will abend with a See Systems message. See PurgingPrevious Year Balances in this chapter.

For more information including an example of the run specification form, seePeriodic Balance Maintenance in this chapter.

Previous YearEmployee Data

During Year-End Periodic Maintenance, before deleting the periodic balancesof the current year, the System copies current information from the dataelements in the following EDB segments into the corresponding previous yearsegments:



0100-0300 Personal Data

0600 Current Spouse Data

1000 Pension Data

2000-2400 Job Assignment Data

4000-4300 Prior Tax Balances

5100 Hour Balances

5500-5800 Dollar Balances

6000-6200 Gross-to-Net Balances

9700 Additional Benefits Data

For information regarding the data elements of these segments and their validvalues, see the Employee Records Dictionary.

Creating Previous Year Data on the CDB

CDB BatchTransactions

Year-End Periodic Maintenance also creates Control Data Base (CDB) batchtransactions. Process these batch transactions through CDB Maintenancebefore updating the CDB with data for the new year.

Year-End Periodic Maintenance creates a Control Table Transactions File.Use this file to update the CDB with new year data.

Previous Year Dataon the Tax Entity

Table

Year-End Maintenance creates previous year data for the following fields onthe Tax Entity Table:

Previous Year Employer SUTA RatePrevious Year Employer FUTA RatePrevious Year FUTA/SUTA Wage BasePrevious Year FICA/SDI Employee RatePrevious Year FICA/SDI Maximum Gross

Previous Year Dataon the System

Parameters Table

Year-End Maintenance creates the following previous year parameters on theSystem Parameters Table:

370 Previous Year Retirement Basic Percent

371 Previous Year Retirement Employer Percent

372 Previous Year Thrift Matching Percent

373 Previous Year Thrift Employee Percent

374 Previous Year PA Employee SUT Deduction

375 Previous Year AL Employee SUT Deduction

376 Previous Year AK Employee SUT Deduction

377 Previous Year NJ Employee SUT Deduction

378 Previous Year WV Employee SUT Deduction



379 Previous Year Employer FICA Contribution

380 Previous Year 401(k) Contribution Percent

381 Previous Year Alberta Medical Deduction 1

382 Previous Year Alberta Medical Deduction 2

383 Previous Year Alberta Medical Low Deduction 1

384 Previous Year Alberta Medical Low Deduction 2

385 Previous Year BC Contribution Percent

386 Previous Year BC Medical Deduction 1



389 Previous Year Ontario Employer Health Contribution

390 Previous Year Newfoundland Health Percent

391 Previous Year Quebec Medical Contribution Percent

392 Previous Year Manitoba Levy Percent

393 Previous Year Quebec Sales Tax Pointer

394 Previous Year Canadian EI Standard Rate

395 Previous Year Canadian EI Plan 1

396 Previous Year Canadian EI Employee Rate


398 Previous Year Canadian Annual Exemption

399 Previous Year LA Employer SUT Rate

400 Previous Year LA Employer SUT Limit

401 Previous Year WV Employer SUT Rate Initial

402 Previous Year WV Employer SUT Rate Additional

403 Previous Year WV Employer SUT Rate Limit Initial

404 Previous Year WV Employer SUT Rate Limit Additional

405 Previous Year Canadian Credit Percent

406 Previous Year Canadian CPP Credit Maximum

407 Previous Year Canadian EI Credit Maximum

408 Previous Year NY UI Weekly Minimum Dollars

409 Previous Year NJ UI Weekly Minimum Dollars

410 Previous Year PA UI Weekly Minimum Dollars

411 Previous Year FICA Medical Employee Rate



412 Previous Year FICA Medical Employer Rate

413 Previous Year Medicare Maximum Gross

414 Previous Year Quebec Tax Credit Percentage

415 Previous Year QPP Credit Maximum, Provincial

416 Previous Year EI Credit Maximum, Quebec

417 Previous Year Canadian EI Maximum Gross




421 Previous Federal QPP Credit Maximum

422 Previous Year Quebec Anti-Poverty Percentage

Updating Previous Year Employee Data

The System does not automatically update previous year data when youchange current year data segments. To access previous year employee data forupdate, select Fourth quarter prior year from the Quarter drop down list on thePersonnel Update Menu. (To access data for the current year, leave theQuarter field blank or select Current quarter from the drop down list).

You can also select Fourth quarter prior year from the Quarter drop down liston a Personnel Update page to access previous year data at another PersonnelUpdate page. To return to current year data, select Current quarter from thedrop down list.

Updates to previous year personnel data do not affect the Employment HistoryData Base.

Note: Batch transactions cannot be used to update previous year data.

Key Changes and Organization Transfers for Employees with Previous Year Data

Key Changes Applyto Both Current and

Previous Year

Key changes automatically update all of an employee’s applicable records forboth the current and previous year. For example: If you change Employee ID123456789 to Employee ID 987654321, the new ID will be applied to boththe current (00) and previous (04) data segments of the employee.

OrganizationTransfers Apply toCurrent Year Only

Organization Transfer Processing does not update previous year datasegments.

Tax Roll-Out/Roll-In for Employees with Previous Year Data

When it is necessary to roll previous year tax balances for state or localentities, follow this procedure:



1. Access the Payroll and Tax Data: U.S. or Canada page from the PersonnelUpdate Menu by entering a valid Employee ID in the Employee field.

Select Fourth quarter prior year from the Quarter drop down list (forcurrent year leave this field blank). Then click on Payroll and Tax Data:U.S. or Canada.

2. At the Payroll and Tax Data page, enter the new state or locality.

3. Run the Tax Roll process following standard procedures.

Previous Year TaxRoll in Audit Mode

To run Tax Roll for a previous year in Audit mode, enter 04 in the QTRCODE field of the Tax Roll-Out/Roll-In Run Specification form(AIM15ASPEC).

For information regarding tax rolls, see the Tax Entity Transfer Roll Rulesand Patterns section of this manual.

Processing Previous Year Payroll Adjustments

Before running your final year-end reports, you may have to adjust payrollbalances for the previous year. Having created previous year EDB segments,you can process previous year payroll adjustments while running your currentpayroll schedules without affecting the accumulating current year balances.

Processing payroll adjustments to update previous year tax data is similar toprocessing a regular payroll. The major difference is that no checks arecreated for previous year payroll schedules.

Follow this procedure:

1. Establish a previous year payroll schedule on the Payroll Control File.

a. Complete a Payroll Schedule Run Specification form (PAY34-SPEC).

b. Enter XX in the first CYCLE TYPE field. This indicates a specialschedule for adjustments only and prevents automatic pay andcycle-based gross-to-net processing.

c. Enter pay end and check dates valid for the fourth quarter of theprevious year.

d. Enter 04 in the PREV QTR TO UPD field.

2. Enter payroll adjustment transactions in the usual manner.

Valid AdjustmentTransactions for

Previous Year

As delivered, the System allows the following adjustment transactions forprevious year schedules:

Dollar Adjustments - DA

Hours Adjustments - HA

Gross-to-Net Balance Adjustments - GA

Cancellations - AC and C

HandDrawn - Manual (H) or CheckWrite



Overpayments - O

Expense Transfers - ET

The Transaction Edit Process does not accept previous year adjustmenttransactions other than those listed here.

Online CheckWrite for Previous Year

You can issue checks for a previous year through Online CheckWrite byprocessing them into a previous year payroll schedule. As a safeguard,CheckWrite issues a warning message alerting you that a previous yearpayroll schedule has been requested.

Example Your last regularly scheduled payroll for the year is processed on December22. Following this process, you run periodic maintenance to roll current yearbalances to previous year data segments. You receive a request for latepayment to be dated December 31. Through Online CheckWrite, you canissue the check for the required previous year payroll schedule and alsoupdate the balances for that schedule. An example of the CheckWrite BatchHeader screen follows.

Note: CheckWrite accesses a single set of Tax Rate Tables. If you haveupdated your Tax Rate Tables with new year values, you will have to adjustthe calculated amounts.



Figure 4-34 CheckWrite Batch Control Page

Processing a Previous Year Payroll Schedule

You process payroll for a previous year payroll schedule the same way youprocess a regular payroll schedule. The Quarter Processed appears in theheader of each payroll report. Reports for previous year payrolls display 04 inthe header.

Edits andCorrections

Edits of previous year payroll schedules produce messages similar to thoseproduced for regular schedules. You correct your out-of-balance batches andincorrect transactions just as you would for regular payroll.

Balances and DataBase Segments

Accessed

During previous year payroll calculation and update, only previous yearbalances and data base segments are updated, with the following exceptions:

� Wage Attachments - The System maintains only current year wage

attachment data segments. For example, when you process a manual

check with a wage attachment deduction you update only the current year

wage attachment to date balance.

� Bond Purchase Data - The System maintains only current year bond

purchase data segments. When you process payroll for a previous year

payroll schedule, you update only current year bond purchase data

elements.

� Gross-to-Net Balances - During previous year Payroll Processing, you

update previous year gross-to-net balances and some current year

balances. For the previous year, the System updates all balances. For the

current year, only certain non-periodic (fiscal, suspended, declining, bond

user) balances are updated.

� Hour and Dollar Balances - During previous year Payroll Processing,

you update previous year hour and dollar balances and some current year

balances. For the previous year, the System updates all balances. For the

current year, only certain non-periodic (fiscal, employment-to-date)

balances are updated.

Payroll Audit Report (PAYR095)

This report provides an audit of all activity in a payroll schedule. The report isthe same for both current and previous year payroll schedules. For previousyear schedules, the report header notifies you that the report is for Quarter 04.The New Balances section specifies whether the reported balances are for thecurrent year (QTR 00) or previous year (QTR 04).

For an example of this report, see the chapter in this manual titled VerifyingPayroll Activity.



Purging Previous Year Balances

You can purge previous year data segments any time after you havecompleted all previous year adjustments and produced your year end reports.You must purge any existing previous year segments before running your nextYear-End Periodic Maintenance.

Note: Be sure all previous year adjustments and reports are complete beforeyou purge your previous year segments. If you purge balances prematurely,restore the most recent backup of the EDB and rerun any processing thatoccurred since the backup.

After you have completed all previous year adjustments and reports, fill out anEDB Periodic Maintenance Input Validation Run Specification form(AIM13-SPEC) to purge previous year data elements.

Quarter 04 (Year-End) Processing

Procedural and Processing Considerations

The following are guidelines for quarter 04 processing. Some of thesefunctions are end user tasks, others are programmer or technical support tasks.We are describing the issues for both types of user.

We have created shadow segments to store data that previously would havebeen cleared at year-end periodic maintenance. A shadow segment is a copyof an EDB segment (or corresponding DB2 table) as of a certain point in time.These shadow segments are created to store all data required to processprevious year payroll adjustments and produce quarterly and annual reports.

Shadow segments are created by using positions 3 and 4 of the currentsegment number to identify the effective quarter of the data. After year-endperiodic maintenance has been run and quarter 04 segments have beencreated, each employee will have a set of current segments and a set of quarter04 shadow segments.

The following table shows the steps to follow to accomplish this task.

After your last payroll run for the current year (year-end), but before youbegin your quarter 04 processing:

Step System Administrators End Users

1 Complete all organizational transfer and EDBdeletion transactions. You will not be able todelete a quarter 04 EDB record or process anorganization transfer on an employee’squarter 04 (year-end) data after the year-endPeriodic Maintenance has been run.

Complete all organization transfertransactions. Organization transfers arerestricted to current year segments, while keychanges will automatically update current andquarter 04 segments.



Step System Administrators End Users

2 Run PP13B0XX to roll current quarter-to-dateand year-to-date balances into quarter 04shadow segments. PP13B0XX also creates aDCN file (CTLTRANS or TTRANFI1) whichmust be input into PP0100XX to update theControl Data Base tables with the previousyear’s data.

Run Periodic Maintenance to create theshadow segments. This process creates a filecontaining DCNs which must be applied to thecontrol file prior to reporting on the shadowsegments.

3 Input DCN file created by PP13B0XX toPP0100XX:

MVS VSE

DD DLBLDCN file TRANFILE TRANFIL

Now you can start doing quarter 04processing in preparation for year-endreporting.

Now you can start doing quarter 04processing in preparation for year-endreporting.

4 Run PP13B0XX to clear (zero) the currentyear (quarter 00) month-to date,quarter-to-date, and year-to-date balances.Now you can start year-begin processingusing quarter 00.

Run Periodic Maintenance to zero out thecurrent year. Now you can start doingyear-begin processing.

5 Define quarter 04 special schedule, if needed,to run adjustments against quarter 04 shadowsegment data.

Adjustments to quarter 04 balances may beprocessed by creating a special payrollschedule targeted to prior year data.

6 Run your reports which will access quarter 04shadow segments. This includes allPP6000XX series annual reporting programsand all PP5900XX series quarterly reportingprograms.

Process your year-end reports using quarter04 shadow segments. You may continuereporting year-end data using these shadowsegments while you set up year-begin quarter00 data.

7 Run PP13B0XX again to clear month-to-date,quarter-to-date, and year-to-date quarter 04balances.

Once you are certain that your year-endreports are complete, run PeriodicMaintenance again to purge quarter 04shadow segments. These shadow segmentsmust be purged before creating a new set ofshadow segments.

You can conduct following year’s (year-begin) processing using quarter 00data concurrently while processing year-end reports using quarter 04 data.



Periodic Maintenance Reports

The following reports are useful to verify that periodic maintenance occurredaccurately and to correct any processing errors:

� Payroll Processing Data Base Maintenance Report

� Data Base Maintenance Error Listing

� Periodic Maintenance Summary Report

Payroll Processing Data Base Maintenance Report

This report is generated as a result of entering the EDB Periodic MaintenanceInput Validation Run Specification form (AIM13-SPEC). It shows theindicators that will be used to invoke periodic maintenance. This report can beused as an audit trail to ensure that the periodic maintenance was correctlyperformed.

This report lists data in the following fields:

� Organization ID

� Payroll Schedule

� Pay Period End Date

� Check Date

� Purge Date

� Canadian Federal Exemption Percent

� Quebec Exemption Percent

� U.S. Tax Exemption Reset

� 401(k) Year-to-Date Balance Reset

� 403(b) Year-to-Date Balance Reset

� 457 Year-to-Date Balance Reset

� GTN Balance Reset

� FICA Eligibility Reset Indicator

� Month-End Indicator

� Quarter-End Indicator

� Calendar Year-End Indicator

� Fiscal Year-End Indicator

The report also lists the following totals:

� Run specification forms entered

� Periodic maintenance transactions read

� Periodic maintenance transactions overridden by run specification input

� Maintenance Parameter transactions written



Data Base Maintenance Error Listing

This report lists all the error messages generated as a result of editing theparameters specified on the EDB Periodic Maintenance Input Validation RunSpecification.


Messages Manual.

Periodic Maintenance Summary Report

This report gives a complete summary of the periodic maintenance performed.It is automatically generated whenever periodic maintenance occurs. Thereport shows the following information:

� The type of maintenance performed

� Number of employees affected

� If records were purged, the Employee ID and Status Date



AIMS123/PP13A0XX/083107 PEOPLESTRATEGY PAYROLL/PERSONNEL PAGE NO. 0001DATA BASE MAINTENANCE RUN DATE 02/08/11

CONTROL REPORT

––––––––––––– PAYROLL –––––––––––––––– ––––––––––––––––– IMPLIED ––––––––––––––––––– –––––––– PERIODIC –––––––––––––––––––––RESET –––––––– ––––––– INDICATORS ––––––––––

ORGANIZATION SCHED PERIOD CHECK CYCLES PURGE CANADA QUEBEC 401K 457 FICA QTR TO QTR TOEND DATE DATE EXEMPT EXEMPT U.S. 403B GTN MTH QTR YR FIS CREATE PURGE

00/00/0000 00/00/0000 01/01/1990 N N N N F N 12 4 1 1 00 00

ORG065 00/00/0000 00/00/0000 01/01/1990 N N N N F N 00 0 0 0 00 00

ORG11 00/00/0000 00/00/0000 01/01/1990 N N N N F N 00 0 0 0 00 00

ORG12 00/00/0000 00/00/0000 01/01/1990 N N N N F N 00 0 0 0 00 00

RUN SPECIFICATIONS ENTERED 6

RUN SPECIFICATIONS ACCEPTED 6

PERIODIC MAINT. TRANS READ 1

PERIODIC MAINT. TRANS OVERIDDEN BY SPECS 1

MAINT. PARAMETER TRANS WRITTEN 26

Figure 4-35 Payroll Processing Data Base Maintenance Report (AIMS123)

PERS194/PP13B0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

DATA BASE MAINTENANCE RUN DATE 11/15/96ERROR LISTING

ORG ID: -MONOCO CORPORATIONEMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - - - - - - - - M E S S A G E T E X T - - - - - - - - - - -________ _________ _______ ________ ___________________________________________________________________

13-052 WARNING THERE ARE NO EMPLOYEES ON THE DATA BASE FOR ORGANIZATION:ORG11

Figure 4-36 Data Base Maintenance Error Listing (PERS194)



=====================================================================================================================================PERS194/PP13B0XX/041510 PEOPLESTRATEGY PAYROLL/PERSONNEL PAGE NO. 0001

DATA BASE MAINTENANCE RUN DATE 02/08/11PERIODIC MAINTENANCE SUMMARY

LAST PAY SCHEDULE: QTR 00 ENDING 00/00/00— CHECK DATE 00/00/00


EMPLOYEES PURGED FROM DATA BASE:

EMPLOYEE ID STATUS DATE037009999 09/30/1988085009999 09/30/1988091009999 09/30/1988

IMPLIED MAINTENANCE PERFORMED: EMPLOYEES

EMPLOYEES PURGED 3CANADIAN EXEMPTION INDEX 0QUEBEC EXEMPTION INDEX 0U.S. TAX EXEMPTION RESET 0401K YTD BALANCE RESET 0PRIOR YEAR OFCR/OWNER SET 0WAGE ATTACHMNT COMPRESSED 0403B YTD BALANCE RESET 0457 YTD BALANCE RESET 0GTN BALANCE RESET 3FICA ELIG IND RESET 0

PERIODIC MAINTENANCE PERFORMED: EMPLOYEES

MONTH-END 150QUARTER-END 150CALENDAR YEAR-END 150FISCAL YEAR-END 150

Figure 4-37 Periodic Maintenance Summary Report (PERS194)

Automated Retroactive Pay

Overview

The Automated Retroactive Pay feature allows you to automatically generateretroactive pay for individuals or for groups of employees. The retroactive paycan be either an increase or a decrease in salary.

This section contains the following topics:

� The Automated Retroactive Pay Process

� An Overview of the Retroactive Pay Run Specification Form

� Entering Data on the Retroactive Pay Run Specification Form

� Processing Individual Retroactive Pay

� Processing Mass Retroactive Pay

The Automated Retroactive Pay Process

Generating automated retroactive pay for individual employees is a two-stepprocess. First, update the Employee Data Base (EDB) and run the RetroactiveCandidate process to create the Individual Retroactive Pay Candidate file(Candidate file), a file of employees who are eligible for retroactive pay.Then, run the Retroactive Pay process to create Retroactive Adjustment (RA)transactions from the Candidate file for the next scheduled payroll. Refer to

Processing Individual Retroactive Pay that follows later in this section formore information on generating retroactive pay for an individual employee.

Note: If an individual employee is receiving a retroactive pay adjustment

mid-payroll, follow the mass retroactive pay procedure. See the Processing

Mass Retroactive Pay procedure that follows later in this section.

You can generate automated retroactive pay for groups of employees (massretro) and for individuals who received a pay raise in the middle of a paycycle by running the Retroactive Pay process to create RA Payrolltransactions for the next scheduled payroll. The Retroactive Pay process readsthe Payroll History file and creates RA Transactions. When calculatingretroactive pay, the system prorates hours by assuming that all hours on thePayroll History file are evenly worked by calendar day throughout thedistribution period. Proration applies only to the Payroll History file earningson or past the retroactive effective date or the break date when the effectivedate or the break date is other than the pay period begin date.



An Overview of the Retroactive Pay Run Specification Form

Use the five-page Retroactive Pay Run Specification form to processretroactive pay changes for individual candidates or for groups of employees.You use two or more pages of the form to process retroactive pay, dependingon whether the retroactive pay process is for an individual candidate or for agroup of employees. The entire Retroactive Pay Run Specification form isdescribed next.

� The first page of the form contains transaction 01. Use this page to

indicate whether the run is for an individual candidate or a group of

employees (mass retroactive pay). You can also indicate the earnings

type, the report sorts, and the transaction sorts.

� The second page of the form contains transactions 02 and 03. Use this

page to indicate the break dates, the retroactive group ID and type, the

calculation rule (i.e., amount or percent), the earnings type, the pay end

date, and the default account to be used on generated RA transactions.

� The third page of the form contains transactions 10, 11, and 12. Use this

page to indicate the IDs for the retroactive pay group, the organization,

and the individual. You can also specify the union or bargaining unit

involved.

� The fourth page of the form contains transactions 13 and 14, only used for

mass retroactive pay. You can specify the check date or pay period, and

the date ranges for the retroactive pay process. You can also specify the

old and new rates for a specific job class.

� The fifth page contains transactions 15, 16, and 17, which are also used

for mass retroactive pay. The transactions on this page override or replace

the Retro Pay indicator on the Earnings Table, select retroactive pay

processing by home department, and define the type of employees to be

selected.

Entering Data on the Retroactive Pay Run Specification Form

Keep in mind the following when entering data in the transactions:

� Use Transaction 01 to specify batching and summarization options. A

single Transaction 01 is required each time you run the Automated

Retroactive Pay process. Use Transaction 01 for either mass or individual

retroactive pay processing.

� Use Transaction 02 to specify dates other than the pay period end date or

the distribution date for report and RA transaction summarization. Use

Transaction 02 for either mass or individual retroactive pay processing.

� Use Transaction 03 to specify retro group IDs, calculation rules, and RA

transaction summarization defaults. A single Transaction 03 is required

for each mass retroactive pay group you are processing. A transaction 03



is required for individual candidate processing if you wish to process only

a portion of the Candidate file.

Note: The system deletes all employee records from the Candidate file afterthe retroactive pay process is run and the RA transactions are created. If youneed to do selective processing from the Candidate file, request that yourInformation Services department modify the JCL, so that employee recordsremain in the file after the RA transactions have been created.

� Use Transaction 10 to select specific organizations for either mass or

individual retroactive processing.

� Use Transaction 11 to select specific employees within an organization

for retroactive processing.

� Use Transaction 12 to select specific unions or bargaining units for

retroactive processing. Use this transaction for mass retroactive

processing only.

� Use Transaction 13 to define the period of time covered by the retroactive

pay process for either mass or individual retroactive processing. A single

Transaction 13 is required for each mass retroactive pay group you are

processing.

� Use Transaction 14 to specify old and new rates when the rate by Job

Class is requested in Transaction 03. Use Transaction 14 for mass

retroactive pay only.

� Use Transaction 15 to override the Retro Earnings indicator on the

Earnings Table. This transaction can be used for either mass or individual

retroactive pay processing.

� Use Transaction 16 to select specific home departments for either mass or

individual retroactive pay processing.

� Use Transaction 17 to select employees by full time/part time, regular or

temporary status, or by employment state. Use Transaction 17 for mass

retroactive pay processing only.

Run specifications for one type (e.g., individual or mass) or one group ofretroactive pay processing are distinguished from run specifications for asecond type or group by Retroactive Group IDs. All run specifications, withthe exception of Transactions 01 and 02, contain a Retroactive Group ID. Thetransactions on the run specification work together when selecting items forretroactive pay. For example, if you use Transaction 10 to selectorganizations, Transaction 12 to select bargaining units, and Transaction 17 toselect full-time employees, only full-time employees in the bargaining units inthe selected organizations are processed.

The transactions that are part of this run specification are illustrated anddescribed next.





RETROACTIVE PAYRUN SPECIFICATION

Field Description

Transaction 1

PAY52-SPEC

TRAN NO.

EDIT RUN

IND INPUT

MASS INPUT

BATCH OPTIONS

TYPE

SCHED

BATCH #

MAX TRANS

REPORT SORT OPTIONS

This constant is the run specification identifier.

This is a constant of 01. Each automated retroactive pay run specification requires asingle 01 transaction.

Enter "Y" to indicate this is an edit only run. Enter Blank or "N" to indicate it is aprocessing run.

Enter "Y" to indicate there is individual retroactive candidate input to process. Enter "N"or blank to indicate there is no individual candidate input.

Enter "Y" to indicate that mass retroactive processing is requested. A Transaction 03 isrequired for mass retroactive processing. Enter "N" or blank to indicate there is no massretroactive input processing requested.

Required. Enter the type of batch for the RA transactions.

1 - Create batch for each employee2 - Create batches of nnn transactions, where nnn is defined in TRANS PER BATCH3 - Create batches for each Retroactive Group ID

Required. Enter the payroll schedule to be used in creating the RA transaction batchheaders.

Required. Enter the starting batch number to be used in creating the RA transactionbatch headers. The batch number will be automatically incremented from this point.

Required for BATCH TYPE 2. Enter the number of transactions for each batch.

PAY52-SPECEDITRUN

1 10 11 13 14 16 17 19 20 22 23 27

T

01

12

INDINPUT

MASSINPUT

15

BATCH OPTIONS

TYPE SCHED BATCH #MAXTRANS

28 30 31 32 34

REPORT SORT OPTIONS

SORT 1 SORT 2 SORT 3 SORT 4

29 33 35 36 37 39 40 42

TRANSACTION SUMMARIZATION

SUMM1 SUMM2 SUMM3 SUMM4

38 4341

Up to four sort levels may be defined for the Retroactive Pay Calculation reports. The high level sort key is always Organization ID. The reportremaining sort fields are used in addition to Organization ID to define the next level or report sorting. The default is Org ID, Employee ID, PayEnd Date, and Earnings.

REPORT SORT 1REPORT SORT 2REPORT SORT 3REPORT SORT 4

Enter the report sort criteria for each level:

01 - Earnings Code02 - Job Class03 - Pay End Month04 - Break Date. This option requires a Transaction 02.05 - Pay End Date06 - Retro Group ID10 - Employee ID12 - Department13 - Retro Group Type (Individual or Mass)

TRANSACTION SUMMARIZATION OPTIONS

Up to four summarization levels may be defined for the Retroactive Adjustment Transactions. The high level summarization is alwaysOrganization ID/Employee ID. The transaction summarization fields are used to define the next level of transaction summarization. Defaultsummarization is Organization ID, Retro Group, Employee ID, Pay End Date, Earnings Type.

SUMMARIZATION 1SUMMARIZATION 2SUMMARIZATION 3SUMMARIZATION 4


01 - Earnings Code02 - Job Class03 - Pay End Month04 - Break Date. This option requires a Transaction 02.05 - Pay End Date06 - Retro Group ID07 - Distribution Date08 - Distribution Account

PAY52S1R953 - 8/15/97Page 1 of 5

Figure 4-38 Retroactive Pay Run Specification, Page 1 (PAY52-SPEC)

Transaction 01

Use Transaction 01 to specify batching and summarization options to apply tothis retroactive pay run. A transaction 01 is required for each automatedretroactive pay that is run. The following options will apply to all groupsprocessed in the run.

To Process Retroactive Pay for an Individual: Enter Y in the IND INPUTfield and enter N in the MASS INPUT field, or leave the MASS INPUT fieldblank.

To Process Mass Retroactive Pay: Enter Y in the MASS INPUT field andenter N in the IND INPUT field, or leave the IND INPUT field blank.

To Process Individual Retroactive Pay and Mass Retroactive Pay Groups

Together: Enter Y in the MASS INPUT field and Y in the IND INPUT field.Keep in mind that the batching and sorting options defined on Tran 01 applyto all groups being processed.

Field Descriptions

Edit Run 1-character alphanumeric. Enter a code to indicate whether this is an edit onlyrun. Valid entries are:

Y - This run will only edit the run specifications.

blank - This run performs all automatic retroactive pay processing.

Ind Input 1-character alphanumeric. This field indicates whether to process IndividualRetroactive Candidate Pay records in this run. Valid entries are:

Y - Process Individual Retroactive Pay Candidate input. A Transaction 03 isrequired if retroactive pay transactions will be summarized, or if only aportion of the Candidate file will be processed.

blank - Do not process Individual Retroactive Pay Candidate input.

Mass Input 1-character alphanumeric. This field indicates whether there are massretroactive pay groups to be processed. Valid entries are:

Y - Mass retroactive pay groups are to be processed. At least one Transaction03 is expected by the system when mass retroactive pay groups are beingprocessed.

blank - No mass retroactive pay groups are to be processed.



RA Transaction Batching Options

Type Required. 1-digit numeric. Enter a code to indicate how batches of RAtransactions should be controlled. Valid codes are:

1 Create a separate batch for each employee.

2 Create batches of up to 999 transactions, where 999 is defined in theMAX TRANS field.

3 Create separate batches for each Retroactive Group ID.

Sched Required. 3-character alphanumeric. This is the payroll schedule that isprinted on the generated batch header (BA) transactions. Enter the payrollschedule to process the payroll transactions for this run.

Batch No Required. 3-digit numeric. Enter the starting batch number to be used increating the batch header transactions. The batch number ID is automaticallycalculated from this point.

Trans/Batch Required when Type is 2. 3-digit numeric. Enter the maximum number oftransactions each generated batch should contain.

Report Sort Options

In addition to Organization ID, you may define up to four other sort levels forthe Retroactive Pay Calculation reports. You can use the report sort fieldslisted below to define the next level of report sorting, or you can use thesystem default sorts. The default sort is Organization ID, Employee ID, PayEnd Date, and Earnings.

The report sort levels are:

� REPORT SORT 1

� REPORT SORT 2

� REPORT SORT 3

� REPORT SORT 4

The valid sort criteria that can be used for each report sort level are:

� 01 - Earnings Code

� 02 - Job Class

� 03 - Pay End Month

� 04 - Break Date (this option requires a Transaction 02)

� 05 - Pay End Date

� 06 - Retro Group ID



� 10 - Employee ID

� 12 - Department

� 13 - Retro Group Type (Individual or Mass)

Transaction Summarization Options

In addition to Organization ID/Employee ID, you may define up to foursummarization levels for the Retroactive Adjustment Transactions. You canuse the fields listed below to define the next level of transactionsummarization, or you can use the system default. Default summarization isOrganization ID, Retro Group ID, Employee ID, Pay End Date, EarningsType.

Note: If you specify transaction summarization, you must supply RA defaultvalues on Transaction 03.

A list of report summarization levels is provided below.

� SUMMARIZATION 1

� SUMMARIZATION 2

� SUMMARIZATION 3

� SUMMARIZATION 4

The list below identifies the valid criteria that can be used for each reportsummarization level.

� 01 - Earnings Code

� 02 - Job Class

� 03 - Pay End Month

� 04 - Break Date (this option requires a Transaction 02)

� 05 - Pay End Date

� 06 - Retro Group ID

� 07 - Distribution Date

� 08 - Distribution Account





Field Description


Transaction 2

PAY52-SPEC

TRAN NO.

BREAK DATES


This is a constant of 02. This run spec is optional. Up to 12 break dates (two run specs)may be specified per run.

Required. Enter up to six valid dates.

PAY52-SPEC

1 10 11 13 20 21 28 29 36 45 52

T

02

12

BREAK DATES

37 44 6053

PAY52-SPECID

1 10 11 13 17 19 20 26 28 30 39

T

03

12

RETRO GROUP RA TRANSACTION DEFAULTS

31 38

TYPE

18

CALCRULE AMOUNT/PERCENT EARN

TYPE PAY END ACCOUNT (25)

63

Field Description

Transaction 3

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

RETRO GROUP TYPE

CALC RULE

AMOUNT/PERCENT

SIGN

RA TRANSACTION DEFAULTS

EARN TYPE

PAY END

ACCOUNT


This is a constant of 03. A single 03 transaction is required for each retro group ID in this run.

Required. Enter the identifier for this group of retroactive run specs. Up to 10 retro group IDs may bedefined in a single run.

Required. Enter the type of automatic retroactive pay input to which this group of run specs applies.Enter one of the following codes:

- Individual Candidate FileM - Mass Retroactive Selection

Required when RETRO GROUP TYPE is M. Enter the type of retroactive calculation to perform.Enter one of the following codes:

1 - Apply a percentage increase/decrease. Enter percent to apply in AMOUNT/PERCENT field.

2 - Apply a dollar increase/decrease. Enter dollar amount to apply in AMOUNT/PERCENT field.

3 - Calculate retroactive pay by job class. Enter rates in transaction 14.

Required when CALC RULE is 1 or 2. Enter the percent or amount of increase/decrease to apply.

Required when CALC RULE is 1 or 2. Enter blank or '+' to increase. Enter '-' to decrease.

Required if summarization is requested. Enter the default earnings type to be used for generated RAtransactions.

Required if summarization is requested. Enter the default pay end date to be used on generated RAtransactions.

Required if summarization is requested. Enter the default account to be used on generated RAtransactions.

SIGN

27

PAY52S2R950 - 11/1/96Page 2 of 5


Transaction 02

This run specification transaction is optional. Use Transaction 02 if you arerequesting a transaction or report summarization by Break Date.

Field Descriptions

Break Date 10-character alphanumeric. Break Dates are used to define summarizationpoints for transactions or reporting. You can use Break Dates to definesummarization periods other than Pay or Distribution Dates. For example, tosummarize quarterly activity, you could use break dates of 03/31/2001,06/30/2001, 09/30/2001 and 12/31/2001. Enter up to 6 valid dates. Amaximum of 12 break dates (two Transaction 02 entries) may be entered forall the retroactive pay groups being processed for this run.

Transaction 03

Use Transaction 03 to specify Retro Group IDs, Calc Rules, and RAtransaction summarization defaults.

To Calculate Different Percentage Increases for Two Separate Groups of

Employees: Create two Transaction 03 run specifications with different RetroIDs.

To Limit Individual Candidate Processing to Specific Employees: Create aTransaction 03 with a Retro Group ID and a Retro Group Type of I. Completeother transactions required to define the selection of employees in theCandidate file. For example, if you want to select only employees from oneorganization from the Candidate file, complete Transaction 10 and enter theappropriate Organization ID.

Field Descriptions

Retro Group ID Required. 5-character alphanumeric. Enter a unique identifier for use on allrun specifications for this group. Up to 10 Retro Group IDs may be defined ina single run. For example, one Retro Group ID can be used for a groupreceiving a percentage increase and another Retro Group ID can be used for agroup receiving a dollar amount increase.

Note: Retro Group ID is referred to as RET ID in the remaining transactionlines.



Retro Group

Type

Required. 1-character alphanumeric. Enter the type of automatic retroactivepay input to which this group of run specifications applies. Valid codes are:

I Individual Candidate File

M Mass Retro Selection

Calc Rule Required when RETRO GROUP TYPE is M. 1-character alphanumeric. Enterthe type of retroactive pay adjustment calculation to perform. Valid codes are:

1 Apply a percentage increase/decrease. The percent is entered inAMOUNT/PERCENT.

2 Apply an hourly dollar increase/decrease. The hourly dollar amount isentered in AMOUNT/PERCENT.

3 Specify rates by Job Class. Rates are entered on Transaction 14.

Amount/Percent Required when CALC RULE is 1 or 2. 7-digit numeric, formatted as9999.999. Enter the percent or dollar amount of adjustment to apply. Forexample, enter 2.5% as 2.500.

Sign Required when CALC RULE is 1 or 2. 1-character alphanumeric. Leave blankor enter + to indicate a retroactive pay increase. Enter - to indicate aretroactive pay decrease.

RA Transaction Defaults

If you request RA transaction summarization, you must define the followingRA transaction defaults. These are the values that the retroactive payprocessing program uses when creating RA transactions.

Field Descriptions

Earn Type Required if summarization is requested. 3-character alphanumeric. Enter theuser-defined default earnings type to be used on the generated RAtransactions.

Pay End Required if summarization is requested. 10-character alphanumeric. Enter theuser-defined default pay period end date to be used on the generated RAtransactions.

Account Required if summarization is requested. Enter the user-defined defaultaccount to be used on the generated RA transactions.






Transaction 10

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

ORGANIZATION IDs

This constant is the run specification identifer.

This constant is a constant of 10.

Required. Enter the identifier for this group of retro run specs. Up to 10 retro group IDsmay be defined in a single run.

Required. Enter up to 12 (three run specs) organization IDs to select for processing.

Field Description

Transaction 11

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

ORGANIZATION ID

EMPLOYEE IDs


This is a constant of 11.


Required. Enter Organization ID to use in selecting employees.

Required. Enter up to five employee IDs to select for processing. A maximum of ten employee IDsmay be selected per retro group ID.

Field Description

PAY52-SPEC

PAY52-SPEC

1 10 11 13 18 30

T

T

10

12

ORGANIZATION IDs

31 4443

RET ID

RET ID

17 56 57 69

75671 10 11 13 18 3012

ORGANIZATION ID

31 403917 48 49 57

EMPLOYEE IDs

58 66

6661

PAY52-SPEC

1 10 11 13 18 30

T

12

11

12

UNIT/UNION

31 4236

RET ID

17 37 43 49

UNION/BARGAINING UNIT

54 6019 24 25 48 55

Field Description

Transaction 12

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

UNIT/UNION





Required. Enter "B" to specify Bargaining Units or "U" to specify Union IDs.

Required. Enter Union ID or Bargaining Units to select for processing. Up to 16 codes may bedefined for a retro group ID.

PAY52S3R9216 - 11/1/93Page 3 of 5


Transaction 10

Use Transaction 10 to select specific Organization ID(s) for mass retroactivegroups or for individual retroactive groups.

Field Descriptions

Ret ID Required. 5-character alphanumeric. Enter a unique identifier for use on allrun specifications for this group. Up to ten Ret IDs may be defined in a singlerun.

Organization ID Required. 13-character alphanumeric. Enter up to 12 (three Transaction 10entries) Organization IDs to select for processing.

Transaction 11

Use Transaction 11 to select specific Employee ID(s) either for massretroactive groups or for individual retroactive pay processing.

If the retroactive pay for an individual employee is for only part of the timebetween the effective date of the rate change and the pay period end date ofthe last pay period for which the employee was paid, use the Mass Retroactiveprocess to create RA transactions. On Transaction 03, Type should be M andthe Calc Rule should reflect the percent or amount of the increase/decrease.On Transaction 13, enter the dates of the retroactive pay period in DATERANGES. Do not complete the Retro Effective Date field in the JobAssignment segment of the employee’s EDB record. Doing so causesduplicate sets of RA transactions to be created.

Field Descriptions


Organization ID Required. 13-character alphanumeric. Enter the Organization IDs to use inselecting employees.

Employee ID Required. 9-character alphanumeric. Enter up to five Employee IDs to selectfor processing. A maximum of 10 Employee ID’s may be selected per Ret ID.



Transaction 12

Use Transaction 12 to define specific unions or bargaining units eligible forretroactive pay processing. Use Transaction 12 for mass retroactive paygroups only.

Field Descriptions


Union/Unit Required. 1-character alphanumeric. Specify whether selection is for UnionIDs or Bargaining Units. Valid codes are:

U Union

B Bargaining Unit

Union/Bargaining

Unit

Required. 6-character alphanumeric. Enter Union or Bargaining Units toselect for processing. Up to 16 codes may be defined for a Ret ID.






Field Description

Transaction 14

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

RATE CODE

OLD RATE

NEW RATE

JOB CLASS


This is a constant of 14. This run spec is required when the CALC RULE on run spec 03 is a value of 3.


Required. Specify whether old/new rates are hourly or pay period. Enter one of the following codes:

H - HourlyP - Pay Period

Required. Enter old rate to search for in payroll history.

Required. Enter new rate to use in calculating retroactive adjustment.

Required. Enter the job class to match the old rate.

Field Description

PAY52-SPEC

1 10 11 13 18 34

T

13

12

CHECKPAY PD

35 5042

RET ID

17 43

DATE RANGES

19 26 27

DATE RANGES

BEGIN END ENDBEGIN

Transaction 13

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

CHECK PAY PD

DATE RANGES


This is a constant of 13. This run spec is required for Mass Retro Group IDs.


Required. Specify whether check dates or pay end dates are to be used as a selection criteria. EnterC to specify check date or P to specify period end date.

Required. Enter begin and end dates for selection. Dates must be valid and begin date must bebefore end date. Begin date of 00/00/0000 and end date of 99/99/9999 will result in all pay historyrecords being examined.

6661

PAY52-SPEC

1 10 11 13 18 28

T

14

12

RATECODE

4236

RET ID

17 37 43 51 6019 27 52

OLD RATE NEW RATE JOB CLASS OLD RATE NEW RATE JOB CLASS

PAY52S4R950 - 11/1/96Page 4 of 5


Transaction 13

A Transaction 13 is required for each mass retroactive pay group to define theperiod of time for which this retroactive adjustment is in effect. The period oftime is defined through the Begin and End dates. The ranges can be expressedin Check Dates or Pay Period End Dates. Transaction 13 is not applicable toIndividual Retroactive pay. Up to four Transaction 13 entries may be enteredin a single run.

Field Descriptions


Check/Pay Pd Required. 1-character alphanumeric. Specify whether check dates or payperiod end dates are to be used as a selection criteria. Valid codes are:

C The dates specified are Check Dates.

P The dates specified are Pay Period End Dates.

Date Ranges Required. 10-character alphanumeric. Enter the begin and end dates forselection. The dates must be valid dates; e.g., the begin date must be before orequal to the end date. A begin date of 00/00/0000 and end date of 99/99/9999results in all pay history records being processed.



Transaction 14

Use Transaction 14 to specify the old and new rates for a specific job class.This transaction is used when employees in a group, such as a bargaining unit,have worked in more than one job class during the retroactive period. TheRetroactive Pay process looks for an old rate/job class combination on thePayroll History file that matches the old rate and job class entered onTransaction 14. When a match is found, an RA transaction is calculated usingthe new rate for the job class. Transaction 14 is used only for mass retroactivepay processing. Up to four Transaction 14 entries may be entered in a singlerun.

Field Descriptions


Hourly/Pay Pd Required. 1-character alphanumeric. Specify whether the old and new payrates are to be expressed as hourly (H) or pay period amounts (P).

Old Rate Required. 9-digit numeric, formatted as 999999.999. Enter the old rate tosearch for in payroll history

New Rate Required. 9-digit numeric, formatted as 999999.999. Enter the new rate to usein calculating retroactive adjustment.

Job Class Required. 6-character alphanumeric. Enter the job class to match the old rate.






Field DescriptionTransaction 16

PAY52-SPEC

TRAN NO.

RET ID

HOME DEPARTMENTS




Required. Enter up to seven home departments to be selected for retroactive adjustment processing.A total of 14 departments (two transaction 16 entries) may be specified for each retro group ID.

Field Description

PAY52-SPEC

1 10 11 13 18

T

17

12

FULL/PARTRET ID

17 19 20 23

REG/TEMP

STATEEMPLOYED

Transaction 15

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

OVERRIDE

INC/EXC

EARNINGS




Required. Specify the type of Earnings Table override to perform. If mulitiple spec 15's are entered,they must all have the same OVERRIDE with a retro group ID. Enter one of the following:O - Use to override Retroactive Indicator on the Earnings Table for specified earnings.R - Use run specifications exclusively, and do not examine the Earnings Table Retroactive

Indicator for any earnings types.

Required. Enter I to include or E to exclude the listed earnings types from retroactive paycalculations.

Required. Enter up to 14 Earnings Types to be included or excluded from processing. Up to 42earnings types may be specified per retro group ID.

5350

PAY52-SPEC

1 10 11 13 18 22

T

15

12

OVER-RIDE

3726

RET ID

17 28 38 41 4719 20 44

INC/EXC

EARNINGS

23 25 29 32 3531 34 40 43 46 49 52 55 56 5958 61

7366

PAY52-SPEC

1 10 11 13 18 33

T

16

12 4234

RET ID

17 41 49 50 6525 26 57

HOME DEPARTMENTS

58

Field Description

Transaction 17

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

FULL/PART

REG/TEMP

STATE EMPLOYED


This is a constant of 17. A single transaction 17 is allowed for each retro group ID.


Optional. Specify whether to select based on Full/Part indicator. Enter one of the following:F - Select Full-time employeesP - Select Part-time employeesBlank - Do not select based on Full/Part

Optional. Specify whether to select based on REG/TEMP indicator. Enter one of the following:R - Select Regular employeesT - Select Temporary employeesBlank - Do not select based on Reg/Temp

Optional. Specify the state of employment to select for retroactive pay adjustment processing.

PAY52S5R9216 - 11/1/93Page 5 of 5


Transaction 15

Use Transaction 15 to override or replace the Retro Pay indicator on theEarnings Table.

If you wish to override only specific earnings, use the Override option. Onlythe earnings codes specified on Transaction 15 will be overridden. All otherearning codes will be subject to the Retro Pay indicator on the Earnings Table.

If you wish to use the run specification only and not reference the EarningsTable, use the Replace option. The Replace option includes all earning typesin the retroactive pay calculation, except those specifically excluded on thistransaction.

Note: You cannot mix the Override and Replace option within the sameretroactive pay group. All Transaction 15 records for one group must have thesame option.

Field Descriptions


Override Required. 1-character alphanumeric. Specify the type of Earnings Tableoverride to perform. Valid codes are:

O Override just the earnings specified on this transaction.

R Replace the Earnings Table with this transaction.

Inc/Exc Required. 1-character alphanumeric. Specify whether the listed earnings typesare to be included or excluded from retroactive pay adjustment processing.Valid codes are:

I Include this earning type in retroactive pay calculations.

E Exclude this earning type from retroactive pay calculations.

Ern Type Required. 3-character alphanumeric. Enter up to 14 earnings types to beincluded or excluded from processing. Up to 42 earnings types (threeTransaction 15 entries) may be specified per Ret ID.



Transaction 16

Use Transaction 16 to select retroactive pay processing by home departmentfor either mass retroactive pay groups or for individual retroactive payprocessing.

Field Descriptions


Home Dept Required. 8-character alphanumeric. Enter up to 7 Home Departments to beselected for retroactive adjustment processing. A total of 14 departments (twoTransaction 16 entries) may be specified for each Ret ID (retroactive groupID).

Transaction 17

Use Transaction 17 to define miscellaneous selections for Mass RetroactivePay Processing Groups, including:

� Full-Time or Part-Time employees

� Regular or Temporary Employees

� State Employment selection

You may use Transaction 17 for mass retroactive groups only.

Field Descriptions


Full/Part Optional. 1-character alphanumeric. Specify whether to apply retroactive paycalculations based on Full-Time/Part-Time status. Valid codes are:

F - Select Full-time employees

P - Select Part-time employees

blank - do not select based on Full/Part status



Reg/Temp Optional. 1-character alphanumeric. Specify whether to apply retroactive paycalculations based on Regular/Temporary status. Valid codes are:

R - Select Regular employees

T - Select Temporary employees

blank - do not select based on Reg/Temp

State Empl Optional. 4-character alphanumeric. Specify whether to apply retroactive paycalculations based on employees state of employment. Valid values are validstate codes from the Tax Entity Table. Leave this field blank to indicate thatstate of employment is not a selection criteria.

Individual Retroactive Pay Candidates Detail Report (PAYR278)

This report provides a record of all retroactive pay candidates that have beenidentified in the current run of the Individual Retroactive Pay Candidateprogram. The report lists the action date of the data base update, theretroactive effective date, the before and after pay rate, and the pay rate code.Individual Retroactive Pay Candidate records on this report are accumulateduntil you run the Retroactive Pay process. The system generates this reportafter you have processed the Individual Candidate file.

An illustration of the Individual Retroactive Pay Candidate Detail Reportfollows.

Individual Retroactive Pay Candidates Messages Report (PAYR279)

The Individual Retroactive Pay Candidates Messages report provides countsof records processed. It also reports the earliest and latest retroactive effectivedate encountered. These dates will help you determine which Payroll Historyfiles are required for the Retroactive Pay process.

Any errors detected during Individual Retroactive Pay Candidate processingare listed on this report. The system generates this report after you haveprocessed the Individual Candidate file.

An illustration of the Individual Retroactive Pay Candidates Messages Reportfollows.




INDIVIDUAL RETROACTIVE PAY CANDIDATES DETAILORG ID: ORG45 -CANADIAN WATER COMPANY

EMPLOYEE EMPLOYEE ST ACTION RETRO –––––––PAY RATE––––––– RATE CD JOBID NAME DATE EFF DT BEFORE AFTER BEF AFT CLASS

023459999 MITCHELLSON,REGINA A 06/22/1996 11/15/1995 1,437.500 1,523.750 P P 996150025459999 CRANE,GEORGE W. A 06/22/1996 09/15/1995 15.000 15.750 H H 990980033459999 NORTHROP,HARRY J. A 06/22/1996 10/01/1995 28.900 2,670.360 H P 995090

Figure 4-43 Individual Retroactive Pay Candidates Detail Report (PAYR278)

Retro Pay Run Specifications Report (PAYR280)

The system automatically generates this report as part of the Retroactive Payprocess. This report lists errors and inconsistencies in the retroactive pay runspecifications that have been processed. You must correct all fatal errorsreported here before the Retroactive Pay Calculation Process can continue.

This report also lists all the run specifications that were entered.

An illustration of the Retro Pay Run Specifications Report follows.




INDIVIDUAL RETROACTIVE PAY CANDIDATES MESSAGESORG ID: ORG46 -CINDA CANADA LTD

EMPLOYEE EMPLOYEE MESSAGE MESSAGEID NAME NUMBER SEVERITY - - - - - - - - -M E S S A G E T E X T- - - - - - - - - - - -

51-006 INFORMATIONAL PROCESSING ENDED SUCCESSFULLYEMPLOYEE CHANGE FILE (ECF) RECORDS READ: 134RETROACTIVE PAY CANDIDATE (RPC) FILE RECORDS READ: 0RETROACTIVE PAY CANDIDATE (RPC) FILE RECORDS ADDED: 10RETROACTIVE PAY CANDIDATE (RPC) FILE RECORDS WRITTEN: 10EARLIEST RETROACTIVE EFFECTIVE DATE ENCOUNTERED: 09/15/1996

LATEST RETROACTIVE EFFECTIVE DATE ENCOUNTERED: 12/07/1996

Figure 4-44 Individual Retroactive Pay Candidates Messages Report (PAYR279)


RETRO PAY RUN SPECIFICATIONS

PAY52-SPEC01 Y 3103200PAY52-SPEC03CAN01I 11011996PAY52-SPEC10CAN01ORG45PAY52-SPEC03CAN02I 11011996PAY52-SPEC10CAN02ORG44 ORG46

Figure 4-45 Retro Pay Run Specifications Report (PAYR280)

Retroactive Pay Calculation Messages Report (PAYR281)

The system automatically generates this report as part of the Retroactive Payprocess. This report provides information about exceptions encounteredduring the Retroactive Pay Extract process. It warns you of conditions thatmay result in incomplete retroactive pay adjustment calculations. Employeeson this report should be investigated to determine whether corrective action isrequired.

An illustration of the Retroactive Pay Calculation Messages Report follows.

Retroactive Pay Calculation Activity Report (PAYR282)

The system automatically generates this report as part of the Retroactive Payprocess. This report is an audit of the retroactive pay adjustment calculations.It reports the original earnings distribution information for each distributionselected for retroactive adjustment processing. For each, it also reports on thederivation of the adjustment amount.

The report is summarized, based on the options you have specified in your runspecifications.

An illustration of the Retroactive Pay Calculation Activity Report follows.



PAYR281/PP52B0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0002PAYROLL PROCESSING RUN DATE 11/29/96

RETROACTIVE PAY CALCULATION MESSAGESORG ID: ORG11 -ABC CORPORATION

EMPLOYEE EMPLOYEE MESSAGE MESSAGEID NAME NUMBER SEVERITY - - - - - - - - -M E S S A G E T E X T- - - - - - - - - - - -

006119999 PIRES,VERONICA 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.10/31/1996 HOW 120.54 S1 101 11/01/1996 -11/15/1996

006119999 PIRES,VERONICA 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.10/31/1996 OTP 150.68 S1 101 11/01/1996 -11/15/1996

009119999 HILDEBRAND,EDWARD 52-086 WARNING RECALCULATED DIST AMT DOES NOT MATCH ORIGINAL DIST AMT FOR DATEFLU 7,772.73 FLU 0.00 11/15/1996

010119999 MALT,MARLENE 52-086 WARNING RECALCULATED DIST AMT DOES NOT MATCH ORIGINAL DIST AMT FOR DATEREG 64.40 REG 177.09 11/15/1996

010119999 MALT,MARLENE 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.11/15/1996 REG 177.09 S1 103 11/16/1996 -11/30/1996

010119999 MALT,MARLENE 52-086 WARNING RECALCULATED DIST AMT DOES NOT MATCH ORIGINAL DIST AMT FOR DATEREG 284.68 REG 447.36 11/15/1996

010119999 MALT,MARLENE 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.11/15/1996 REG 447.36 S1 103 11/15/1996 -11/29/1996

018119999 PIPKINS,TALBOT 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.01/01/1997 BNS 2,000.00 S1 103 11/15/1996 -11/29/1996

018119999 PIPKINS,TALBOT 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.11/29/1996 BNS 2,000.00 S1 101 11/01/1996 -11/15/1996

035119999 TAMERS,WILLIAM 52-086 WARNING RECALCULATED DIST AMT DOES NOT MATCH ORIGINAL DIST AMT FOR DATEFLU 64.03 FLU 0.00 11/15/1996

040119999 DANIELS,BRENDA 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.10/15/1996 VAC 100.00 S1 101 11/01/1996 -11/15/1996

040119999 DANIELS,BRENDA 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.10/15/1996 VAC 100.00 S1 101 11/01/1996 -11/15/1996

040119999 DANIELS,BRENDA 52-086 WARNING RECALCULATED DIST AMT DOES NOT MATCH ORIGINAL DIST AMT FOR DATEFLP 100.00 FLP 0.00 10/15/1996

040119999 DANIELS,BRENDA 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.10/15/1996 FLP 0.00 S1 101 11/01/1996 -11/15/1996

040119999 DANIELS,BRENDA 52-086 WARNING RECALCULATED DIST AMT DOES NOT MATCH ORIGINAL DIST AMT FOR DATEFLP 100.00 FLP 0.00 10/15/1996

040119999 DANIELS,BRENDA 52-093 WARNING DIST DATE OUTSIDE OF CYCLE. HOURS PRORATION NOT PERFORMED.10/15/1996 FLP 0.00 S1 101 11/01/1996 -11/15/1996

043119999 DAMASK,ALFRED 52-086 WARNING RECALCULATED DIST AMT DOES NOT MATCH ORIGINAL DIST AMT FOR DATEFLP 6,250.00 FLP 0.00 11/15/1996

Figure 4-46 Retroactive Pay Calculation Messages Report (PAYR281)

Retroactive Pay Transaction List Report (PAYR283)

The system automatically generates this report as part of the Retroactive Payprocess. This report lists the RA transactions that were created by theretroactive pay processing program. This report provides a record of thebatch(es) that will be input to the payroll schedule you specified in your runspecification.

An illustration of the Retroactive Pay Transaction List Report follows.

Processing Individual Retroactive Pay

You trigger an individual retroactive pay process for a specific employee byentering a date that is prior to today’s date in the Retroactive Effective Datefield and a new pay rate in the Pay Rate field on the employee’s JobAssignment record.

After the EDB has been updated, the Retroactive Candidate process reads theEmployee Change File and creates Candidate records for each employee whohas a change to a retroactive effective date, pay rate, pay rate code, or paycycle.

Candidate records are accumulated each time you run the RetroactiveCandidate process. The accumulated Retroactive Pay Candidate records areread into the Retroactive Pay process at your request. This process reads the



PAYR282/PP52RPXX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 11/28/96

RETROACTIVE PAY CALCULATION ACTIVITYORG ID: ORG11 -ABC CORPORATION

EMPLOYEE PERIOD <- - - - EARNINGS DISTRIBUTION ENTRY - - -> <- - - RETROACTIVE PAY CALCULATION - - - ->ID NAME SCHD END DATE DATE/ ERN HOURS RATE H AMOUNT/ PRORATA RATE H AMOUNT ADJUSTMENT

ACCOUNT P JOB CLASS HOURS P008119999 DALY,DAVID 101 11/13/96 11/13/96 REG 88.00 5.000 H 440.00 88.00 20.000 H 1760.00 1320.00

0000020202 22007 229904EARNING TYPE TOTALS 88.00 440.00 1760.00 1320.00PAY PERIOD TOTALS 88.00 440.00 1760.00 1320.00

008119999 DALY,DAVID 103 11/28/96 11/28/96 REG 88.00 5.000 H 440.00 88.00 20.000 H 1760.00 1320.000000020202 22007 229904

EARNING TYPE TOTALS 88.00 440.00 1760.00 1320.00PAY PERIOD TOTALS 88.00 440.00 1760.00 1320.00EMPLOYEE TOTALS 176.00 880.00 3520.00 2640.00

ORGANIZATION TOTALS 176.00 880.00 3520.00 2640.00

Figure 4-47 Retroactive Pay Calculation Activity Report (PAYR282)

PAYR283/PP52RAXX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 12/31/96

SCHEDULE 103 QTR 00 ENDING 12/31/96 RETROACTIVE PAY TRANSACTION LISTORG ID: ORG11 -ABC CORPORATION BATCH NUMBER: 200EMPLOYEE EMPLOYEE TRAN TRANSACTION IMAGE

ID NAME CD 12.15...20...25...30...35...40...45...50...55...60...65...7 0...75...80BA A103ORG11 20052X00002

008119999 DALY,DAVID RA 0000020202 22007 229904REG0000132000+08800111595A008119999 DALY,DAVID RA 0000020202 22007 229904REG0000132000+08800113095A

Figure 4-48 Retroactive Pay Calculation Transaction List Report (PAYR283)

Payroll History file, selects the employee earnings that are eligible forretroactive pay adjustment, and creates RA transactions. RA transactions arecalculated for the period of time, beginning with the first date on the PayrollHistory file that is equal to or later than the retroactive effective date, andending with the last distribution date on the Payroll History file.

Employee earnings are selected for retroactive pay if the conditions listedbelow are met:

� The pay rate on the Payroll History file matches the old pay rate.

� The distribution date is on or after the retroactive effective date.

� The earnings are eligible for automatic retroactive pay, as determined by

the Earnings Table Retroactive Pay Indicator or the run specification

overrides.

Note: In order for the Automated Retroactive Pay feature to work correctly,all rate changes and retroactive effective dates must be recorded in theEmployee Change file.

Follow the steps below to process individual retroactive pay for a selectedemployee.

Note: If the retroactive pay rate is not effective for the full period from theretroactive effective date to the current pay period, do not use the IndividualRetroactive Pay process. Instead, use only the mass Retroactive Pay processto select individual employees and date ranges. Refer to the instructions underTransaction 11 in the “Entering Data on the Retroactive Pay RunSpecification Form” section.

1. Determine the pay rate changes to be made to the individual employee’spay rate. The Retroactive Candidate process recognizes retroactivechanges to the pay rate and pay rate code. That is, retroactive changesfrom hourly to pay period rates, from one hourly rate to a different hourlyrate, from one pay period rate to a different pay period rate, and from payperiod rate to hourly rate are recognized.

2. Change the Retro Effective Date field on the employee’s Job Assignmentrecord to reflect the effective date of the new pay rate change. This datemust be before the current date in order to trigger the retroactive payprocess.

Note: If you are making a current pay rate change to an employee whohas a retroactive effective date, you must remove the Retro Effective Datefield data to prevent the new rate change from being processed as aretroactive rate change.

Be sure to clear the Retro Effective Date field after retroactive pay hasbeen generated for the employee, since there is no purge facility.

3. Make any other necessary changes to Pay Rate, Account Amounts, PayRate Code, etc., on the employee’s Job Assignment record.

4. Run the Individual Retroactive Candidate Process.



5. Check the Individual Retroactive Pay Candidates Detail report(PAYR278) and the Individual Retroactive Pay Candidates Messages(PAYR279) report to verify that the individual retroactive pay change wascaptured correctly. These reports are described and illustrated in thischapter.

6. Complete Transaction 01 of the Retroactive Pay Run Specification tocreate RA transactions for all employees on the Candidate file.

If you want to select specific employees or a group of employees from theCandidate file, you need to complete additional run specification transactions.Follow the steps below.

1. In Transaction 03 enter a Retro Group ID for the employees you want toprocess. Leave the Calc Rule field blank. Enter any appropriate defaultsin the RA Transaction Defaults field.

2. Complete one or more of the following run specification transactions tofurther define the employees to be processed.

a. Transaction 10: Organization IDs to select specific organizations.

b. Transaction 11: Employee IDs to select specific employees.

c. Transaction 15: Override the Retro Earnings indicator on theEarnings Table.

d. Transaction 16: Select employees by Home Department.

e. Transaction 17: Select full- or part-time employees, regular ortemporary employees, or employment state.

Note: The system deletes all employee records from the Candidatefile after the retroactive pay process is run and the RA transactionsare created. If you need to do selective processing from the Candidatefile, request that your Information Services department modify theJCL, so that all employee records remain in the file after the RAtransactions have been created.

An Illustration of the Individual Retroactive Pay Process

In the example shown starting on the next page a salaried, full-time employeeis receiving a retroactive pay increase. The following conditions apply:

� The schedule in which the retroactive pay will be paid begins 07/01/2001.

� The employee is paid semi-monthly.

� The new semi-monthly rate is $1601.25.

� The effective date of the retroactive pay increase is 02/01/2001.



To create a retroactive pay increase, the Payroll department performs thefollowing steps.

1. Update the retroactive pay effective date and the pay rate on the EDB.The system puts this update into the Change file.

2. Execute the Individual Retroactive Candidate process to create theCandidate file that reflects this change.

3. Complete Transaction 01 on the Retroactive Pay Run Specification.

4. Execute the Retro Pay process to create RA transactions for the periodfrom 02/01/2001 through 06/30/2001.

On Retroactive Pay Run Specification Page 1, an entry of Y (Yes) has beenmade in the Ind Input field, an entry of 2 (Create batches of transactions asdefined in Trans Per Batch) has been made in the Type field, the batchnumber has been entered in the Batch field, and the maximum number oftransactions has been entered in the MAX Trans field.

Note: If the Payroll Department is processing an entire Retroactive Candidatefile, then only Transaction 01 needs to be completed. However, if theCandidate file has pay rate changes for employees in four organizations, andthe Payroll Department wants to create RA transactions for employees in onlytwo of the organizations, then Transactions 3 and 10 must be completed aswell. See the illustrations that follow.






Field Description

Transaction 1

PAY52-SPEC

TRAN NO.

EDIT RUN

IND INPUT

MASS INPUT

BATCH OPTIONS

TYPE

SCHED

BATCH #

MAX TRANS

REPORT SORT OPTIONS











PAY52-SPECEDITRUN

1 10 11 13 14 16 17 19 20 22 23 27

T

01

12

INDINPUT

MASSINPUT

15

BATCH OPTIONS


28 30 31 32 34

REPORT SORT OPTIONS


29 33 35 36 37 39 40 42



38 4341










PAY52S1R953 - 8/15/97Page 1 of 5

Y 2 1 2 3 2 0 0 5 0


In Retroactive Pay Run Specification Page 2, an entry has been made in theRetro Group ID field and an entry of I (Individual Candidate File) has beenmade in the Type field.



Field Description


Transaction 2

PAY52-SPEC

TRAN NO.

BREAK DATES




PAY52-SPEC

1 10 11 13 20 21 28 29 36 45 52

T

02

12

BREAK DATES

37 44 6053

PAY52-SPECID

1 10 11 13 17 19 20 26 28 30 39

T

03

12


31 38

TYPE

18



63

Field Description

Transaction 3

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

RETRO GROUP TYPE

CALC RULE

AMOUNT/PERCENT

SIGN


EARN TYPE

PAY END

ACCOUNT















SIGN

27

PAY52S2R950 - 11/1/96Page 2 of 5

GR A 1 3 I


In Retroactive Pay Run Specification Page 3, ORG12 has been entered in theOrganization IDs field.




Transaction 10

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

ORGANIZATION IDs





Field Description

Transaction 11

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

ORGANIZATION ID

EMPLOYEE IDs






Field Description

PAY52-SPEC

PAY52-SPEC

1 10 11 13 18 30

T

T

10

12

ORGANIZATION IDs

31 4443

RET ID

RET ID

17 56 57 69

75671 10 11 13 18 3012

ORGANIZATION ID

31 403917 48 49 57

EMPLOYEE IDs

58 66

6661

PAY52-SPEC

1 10 11 13 18 30

T

12

11

12

UNIT/UNION

31 4236

RET ID

17 37 43 49


54 6019 24 25 48 55

Field Description

Transaction 12

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

UNIT/UNION







PAY52S3R9216 - 11/1/93Page 3 of 5

G R P 1 2 O R G 1 2


Processing Mass Retroactive Pay

The Retroactive Pay Process identifies the eligible employees and earnings,based on the selection criteria defined in your run specifications. This processthen calculates the correct retroactive amount for each distribution in theretroactive period. Retroactive Adjustment (RA) transactions are generatedfor the payroll schedule you have specified in your run specifications.

Follow the steps below to process mass retroactive pay for a group ofemployees.

1. Analyze your requirements by asking the following questions

a. What group of employees is affected? Do the employees belong tospecific unions or bargaining groups?

b. Are there common departments or job classes affected?

c. Is the retroactive change specific to an organization?

d. During what period of time was the new rate in effect?

e. Are the affected employees receiving a percentage or dollar increaseor decrease?

f. Are there any exceptions to the Retroactive Pay rules on the EarningsTable?

g. Are there individual retroactive pay candidate records to beprocessed?

h. Is RA transaction summarization desirable?

i. Is report summarization desirable?

2. Prepare run specifications for all groups that you have identified. Forexample, you may have a group of run specifications to define processingfor individual candidate records and another group to define theprocessing for a group of union employees eligible for retroactive rateadjustments.

3. Run the Retroactive Pay process in edit mode to verify that the runspecification data is correct.

4. Run the Retroactive Pay Process.

5. Check the Retroactive Pay Calculation Messages report (PAYR281), theRetroactive Pay Calculation Activity report (PAYR282), and theRetroactive Pay Transaction List report (PAYR283) to verify that themass retroactive pay processing was correct. These reports are describedin this chapter.

6. Process the RA transactions through the Batch Balance and Edit process,just as you would a regular payroll. You may correct or deletetransactions using procedures established for your organization.



An Illustration of the Mass Retroactive Pay Process

In the following example, all regular, full-time union employees in twobargaining units (the East Coast Bargaining Unit and the West CoastBargaining Unit) are receiving a retroactive pay increase.

The following conditions apply:

� The current pay begins on 08/01/2001.

� The employees are paid semi-monthly.

� Two Bargaining Units are in the union. The West Coast Bargaining Unit

negotiated a $0.50 per hour increase retroactive to 03/15/2001, and the

East Coast Bargaining Unit negotiated a 5% increase, retroactive to

04/15/2001.

� A separate processing group was identified for each bargaining unit in the

union.

The Retroactive Pay Run Specification forms on the following pages displaythe entries made for the West Coast Bargaining Unit.



On Retroactive Pay Run Specification Page 1, an entry of Y (Yes) has beenmade in the Mass Input field, an entry of 3 (Create batches for eachRetroactive Group ID) has been made in the Type field, the batch number hasbeen entered in the Batch field, and the sorts 06, 10, and 02 have been enteredin the REPORT SORT OPTIONS field.




Field Description

Transaction 1

PAY52-SPEC

TRAN NO.

EDIT RUN

IND INPUT

MASS INPUT

BATCH OPTIONS

TYPE

SCHED

BATCH #

MAX TRANS

REPORT SORT OPTIONS











PAY52-SPECEDITRUN

1 10 11 13 14 16 17 19 20 22 23 27

T

01

12

INDINPUT

MASSINPUT

15

BATCH OPTIONS


28 30 31 32 34

REPORT SORT OPTIONS


29 33 35 36 37 39 40 42



38 4341










PAY52S1R953 - 8/15/97Page 1 of 5

Y 3 2 3 4 1 0 0 0 6 1 0 0 2


On Retroactive Pay Run Specification Page 2, an entry has been made in theRetro Group ID field, an entry of M (Mass Retroactive Selection) has beenmade in the Type field, an entry of 2 (Apply a dollar increase/decrease) hasbeen made in the Calc Rule field, the amount of 500 (for $0.50) has beenentered in the Amount/Percent field, and an entry of + has been made in theSign field.



Field Description


Transaction 2

PAY52-SPEC

TRAN NO.

BREAK DATES




PAY52-SPEC

1 10 11 13 20 21 28 29 36 45 52

T

02

12

BREAK DATES

37 44 6053

PAY52-SPECID

1 10 11 13 17 19 20 26 28 30 39

T

03

12


31 38

TYPE

18



63

Field Description

Transaction 3

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

RETRO GROUP TYPE

CALC RULE

AMOUNT/PERCENT

SIGN


EARN TYPE

PAY END

ACCOUNT















SIGN

27

PAY52S2R950 - 11/1/96Page 2 of 5

W R K 0 1 M 2 5 0 0 +


On Retroactive Pay Run Specification Page 3, an entry has been made in theRetro Group ID field and the organization ID has been entered in theOrganization ID field. In addition, an entry of B (Bargaining Unit) has beenmade in the Unit/Union field and an entry has been made in theUnion/Bargaining Unit field.




Transaction 10

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

ORGANIZATION IDs





Field Description

Transaction 11

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

ORGANIZATION ID

EMPLOYEE IDs






Field Description

PAY52-SPEC

PAY52-SPEC

1 10 11 13 18 30

T

T

10

12

ORGANIZATION IDs

31 4443

RET ID

RET ID

17 56 57 69

75671 10 11 13 18 3012

ORGANIZATION ID

31 403917 48 49 57

EMPLOYEE IDs

58 66

6661

PAY52-SPEC

1 10 11 13 18 30

T

12

11

12

UNIT/UNION

31 4236

RET ID

17 37 43 49


54 6019 24 25 48 55

Field Description

Transaction 12

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

UNIT/UNION







PAY52S3R9216 - 11/1/93Page 3 of 5

WR K 0 1

WR K 0 1 B

O R G3

WE S T

Figure 4-54 Retroactive Pay Run Specification, Page 3 - West Coast Unit (PAY52-SPEC)

On Retroactive Pay Run Specification Page 4, an entry has been made in theRetro Group ID field, an entry of P (Pay Period) has been made in the CheckPay Pd field, and the date ranges of 03/15/2001 and 07/31/2001 have beenentered in the DATE RANGES field.




Field Description

Transaction 14

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

RATE CODE

OLD RATE

NEW RATE

JOB CLASS









Field Description

PAY52-SPEC

1 10 11 13 18 34

T

13

12

CHECKPAY PD

35 5042

RET ID

17 43

DATE RANGES

19 26 27

DATE RANGES

BEGIN END ENDBEGIN

Transaction 13

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

CHECK PAY PD

DATE RANGES






6661

PAY52-SPEC

1 10 11 13 18 28

T

14

12

RATECODE

4236

RET ID

17 37 43 51 6019 27 52


PAY52S4R950 - 11/1/96Page 4 of 5

WR K 0 2 P 0 4 1 5 2 0 0 1 0 7 3 1 2 0 0 1


On Retroactive Pay Run Specification Page 5, an entry has been made in theRetro Group ID field, an entry of F (Full-time) has been made in the Full/Partfield, and an entry of R (Regular) has been made in the Reg/Temp field.





PAY52-SPEC

TRAN NO.

RET ID

HOME DEPARTMENTS





Field Description

PAY52-SPEC

1 10 11 13 18

T

17

12

FULL/PARTRET ID

17 19 20 23

REG/TEMP

STATEEMPLOYED

Transaction 15

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

OVERRIDE

INC/EXC

EARNINGS








5350

PAY52-SPEC

1 10 11 13 18 22

T

15

12

OVER-RIDE

3726

RET ID

17 28 38 41 4719 20 44

INC/EXC

EARNINGS

23 25 29 32 3531 34 40 43 46 49 52 55 56 5958 61

7366

PAY52-SPEC

1 10 11 13 18 33

T

16

12 4234

RET ID

17 41 49 50 6525 26 57

HOME DEPARTMENTS

58

Field Description

Transaction 17

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

FULL/PART

REG/TEMP

STATE EMPLOYED







PAY52S5R9216 - 11/1/93Page 5 of 5

W R K 0 1 F R


The Retroactive Pay Run Specification forms on the following pages displaythe entries made for the East Coast Bargaining Unit.

On Retroactive Pay Run Specification Page 1, an entry of Y (Yes) has beenmade in the Mass Input field, an entry of 3 (Create batches for eachRetroactive Group ID) has been made in the Type field, the batch number hasbeen entered in the Batch field, and the sorts 06, 10, and 02 have been enteredin the REPORT SORT OPTIONS field.




Field Description

Transaction 1

PAY52-SPEC

TRAN NO.

EDIT RUN

IND INPUT

MASS INPUT

BATCH OPTIONS

TYPE

SCHED

BATCH #

MAX TRANS

REPORT SORT OPTIONS











PAY52-SPECEDITRUN

1 10 11 13 14 16 17 19 20 22 23 27

T

01

12

INDINPUT

MASSINPUT

15

BATCH OPTIONS


28 30 31 32 34

REPORT SORT OPTIONS


29 33 35 36 37 39 40 42



38 4341










PAY52S1R953 - 8/15/97Page 1 of 5

Y 3 2 3 4 1 0 0 0 6 1 0 0 2


On Retroactive Pay Run Specification Page 2, an entry has been made in theRetro Group ID field, an entry of M (Mass Retroactive Selection) has beenmade in the Type field, an entry of 1 (Apply a percentage increase/decrease)has been made in the Calc Rule field, and the amount of 5000 (for 5%) hasbeen entered in the Amount/Percent field.



Field Description


Transaction 2

PAY52-SPEC

TRAN NO.

BREAK DATES




PAY52-SPEC

1 10 11 13 20 21 28 29 36 45 52

T

02

12

BREAK DATES

37 44 6053

PAY52-SPECID

1 10 11 13 17 19 20 26 28 30 39

T

03

12


31 38

TYPE

18



63

Field Description

Transaction 3

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

RETRO GROUP TYPE

CALC RULE

AMOUNT/PERCENT

SIGN


EARN TYPE

PAY END

ACCOUNT















SIGN

27

PAY52S2R950 - 11/1/96Page 2 of 5

W R K 0 2 M 1 5 0 0 0


On Retroactive Pay Run Specification Page 3, an entry has been made in theRetro Group ID field and the organization ID has been entered in theOrganization ID field. In addition, an entry of B (Bargaining Unit) has beenmade in the Unit/Union field and an entry has been made in theUnion/Bargaining Unit field.




Transaction 10

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

ORGANIZATION IDs





Field Description

Transaction 11

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

ORGANIZATION ID

EMPLOYEE IDs






Field Description

PAY52-SPEC

PAY52-SPEC

1 10 11 13 18 30

T

T

10

12

ORGANIZATION IDs

31 4443

RET ID

RET ID

17 56 57 69

75671 10 11 13 18 3012

ORGANIZATION ID

31 403917 48 49 57

EMPLOYEE IDs

58 66

6661

PAY52-SPEC

1 10 11 13 18 30

T

12

11

12

UNIT/UNION

31 4236

RET ID

17 37 43 49


54 6019 24 25 48 55

Field Description

Transaction 12

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

UNIT/UNION







PAY52S3R9216 - 11/1/93Page 3 of 5

WR K 0 2

WR K 0 2 B

O R G 1 3

E A S T

Figure 4-59 Retroactive Pay Run Specification, Page 3 - East Coast Unit (PAY52-SPEC)

On Retroactive Pay Run Specification Page 4, an entry of P (Pay Period) hasbeen made in the Check Pay Pd field and the date ranges of 04/15/2001 and07/31/2001 have been entered in the Date Ranges field.




Field Description

Transaction 14

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

RATE CODE

OLD RATE

NEW RATE

JOB CLASS









Field Description

PAY52-SPEC

1 10 11 13 18 34

T

13

12

CHECKPAY PD

35 5042

RET ID

17 43

DATE RANGES

19 26 27

DATE RANGES

BEGIN END ENDBEGIN

Transaction 13

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

CHECK PAY PD

DATE RANGES






6661

PAY52-SPEC

1 10 11 13 18 28

T

14

12

RATECODE

4236

RET ID

17 37 43 51 6019 27 52


PAY52S4R950 - 11/1/96Page 4 of 5

WR K 0 2 P 0 4 1 5 2 0 0 1 0 7 3 1 2 0 0 1


On Retroactive Pay Run Specification Page 5, an entry has been made in theRetro Group ID field, an entry of F (Full-time) has been made in the Full/Partfield, and an entry of R (Regular) has been made in the Reg/Temp field.





PAY52-SPEC

TRAN NO.

RET ID

HOME DEPARTMENTS





Field Description

PAY52-SPEC

1 10 11 13 18

T

17

12

FULL/PARTRET ID

17 19 20 23

REG/TEMP

STATEEMPLOYED

Transaction 15

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

OVERRIDE

INC/EXC

EARNINGS








5350

PAY52-SPEC

1 10 11 13 18 22

T

15

12

OVER-RIDE

3726

RET ID

17 28 38 41 4719 20 44

INC/EXC

EARNINGS

23 25 29 32 3531 34 40 43 46 49 52 55 56 5958 61

7366

PAY52-SPEC

1 10 11 13 18 33

T

16

12 4234

RET ID

17 41 49 50 6525 26 57

HOME DEPARTMENTS

58

Field Description

Transaction 17

PAY52-SPEC

TRAN NO.

RETRO GROUP ID

FULL/PART

REG/TEMP

STATE EMPLOYED







PAY52S5R9216 - 11/1/93Page 5 of 5

W R K 02 F R




Chapter 5

Verifying Payroll Activity

Overview

Payroll processing consists of four main activities:

1. Transaction Processing

2. Calculation

3. Disbursement

4. Post-Payroll Disbursement Reporting

To accomplish the activities, the Payroll System produces reports to reflect itsown processing functions. This chapter covers the use of these reports. Thereports generated during the Transaction Processing activity and some ofthose generated during the Calculation activity are already discussed inchapters 1 through 4 and are only summarized here.

The Reports User Guide (RUG) also contains payroll-related, as well as othertypes of reports. However, this manual contains individual reports and groupsof reports that are not required for or generated during routine processing,such as the W-2 or ROE reports.

Run specification forms are sometimes required to generate reports and inother instances are required to specify user reporting options. If runspecifications are required, a brief description of what they are used for isprovided here, while more detailed information can be found in the technicaldocumentation available in your data processing area.


5

Verifying Transaction Processing

The first three chapters describe Transaction Processing and most of thereports listed below used for verification. The few reports not discussed inthose chapters are included in this chapter. In summary, during TransactionProcessing the following three types of reporting occur:

Reports Generated During Payroll Transaction Processing

Report ID NameFor Descriptions of These Reports See/Used in Conjunction With:

Control Information Reporting

PAYR001 - Payroll Control File Update Chapter 1

Time Report Information Reporting

PAYR007 - Time ReportPAYR008 - Time Report Check-off By DepartmentPAYR010 - Time Report Generator Control

PAYR012 - Time File Update Messages

Chapters 1 and 2Chapter 1Chapter 1Chapter 1 PAYR015 (Time File Records Read)Chapter 1

Transaction Processing Reporting

PAYR190 - Cancel Transactions ProcessedPAYR191 - Cancellation Error MessagesPAYR015 - ControlsPAYR016 - Transaction Processor ErrorsPAYR020 - Correction PostingsPAYR021 - Balance and EditPAYR023 - Batch Status ReportPAYR024 - ControlsPAYR030 - Transaction Holding File List

PAYR010 (Time File Records Written)

Chapter 3Chapter 3

Chapter 3

Control Information Reporting

Before Transaction Processing occurs, the schedule that controls payrollprocessing is produced. One schedule may include up to 20 organizations.Schedules may be changed as needed before the calculation step and up to 12schedules may exist at one time. Each payroll schedule contains:

� Schedule number

� Pay period begin date

� Pay period end date

� Check dates

� Pay cycle types (frequencies)


5-2 Verifying Payroll Activity 08/2007

Time Report Information Reporting

Separate timesheets on which positive and exception time reportingemployees report time worked are generated. A check-off control report isalso produced and used to monitor the return of all employee timesheets.These are produced for the next payroll reporting period. Records oftimesheets are stored in the Time File created for each schedule. The TimeFile contains every preprinted payroll transaction for positive time reporting(TX transaction).

Transaction Processing Reporting

During Transaction Processing, payroll information may be adjusted. At thistime the payroll edit cycle (the recurring editing of payroll transactions)occurs until all errors have been corrected or until calculation must begin. Theedit cycle consists of:

� Manual batching and entering of transactions

� System editing of transaction data and production of corresponding

reports

� Manual entry of corrections and system re-editing

If a batch still contains errors but must be released for calculation, alltransactions except those with fatal errors are released.

Cancel Transactions Processed Report (PAYR190)

The PAYR190 Cancel Transactions Processed Report provides an audit trailof all automatic payroll cancellations that occurred with this schedule. Thereport displays the following data: schedule, batch number, employee ID,employee name, pay period end date, check/advice number, check date, netpay, gross pay, suspense adjustments (if any), and transaction count. If theautomatic cancellation cannot be done because of incorrect input,“UNMATCHED” will appear in the NET PAY column. Batch totals arereported. At the end of the report, cancellation totals are listed for transactionsgenerated, gross amount, and net amount for the total schedule.



Cancel Transaction Messages Report (PAYR191)

The PAYR191 Cancel Transaction Messages Report lists all errorsencountered during the processing of automatic payroll cancellations. Thefirst line of the message indicates employee ID (not all messages refer to aspecific employee), message number, and severity. The second line, whenpresent, identifies the erroneous field content.

Controls Report (PAYR015)

The PAYR015 Controls Report provides control counts of transactions perbatch and/or online totals entered into the Payroll System. The control totalsare printed by organization ID within the schedule. A separate page of controltotals is printed for each organization within the schedule. The check and payend dates in the title lines are organization-specific. Each schedule containing




SCHEDULE 201 CANCEL TRANSACTIONS PROCESSEDORG ID: -MONOCO CORPORATIONEMPLOYEE PAY PER CHECK/ CHECK SUSPENSE TRANS

BATCH ID NAME END DATE ADVICE DATE NET PAY GROSS PAY ADJUSTMENTS COUNT781 068009999 HIRT,TERRANCE 11/08/96 A101001 11/11/96 371.50 543.00 9781 071009999 DONNAY,CHER 11/08/96 C101028 11/11/96 579.51 840.37 10781 073009999 MOLINARI,MARCO 11/08/96 C101001 11/11/96 61.45 100.00 8781 TOTAL BATCH 1,012.46 1,483.37 27

782 104009999 PRESTER,SARA 11/08/96 C101046 11/11/96 14.18 280.00 9782 122009999 HALL,CLARENCE 11/08/96 C101049 11/11/96 570.89 740.00 9782 TOTAL BATCH 585.07 1,020.00 18

783 001009999 GONZALES,LARRY D. 11/08/96 C101031 11/11/96 573.75 1,034.62 9783 109009999 DARIO,DONALD 11/08/96 C101048 11/11/96 1,332.79 1,804.17 8783 TOTAL BATCH 1,906.54 2,838.79 17

784 006009999 MIRES,VERONICA 11/08/96 C101008 11/11/96 27.68 50.00 6784 006009999 MIRES,VERONICA 11/08/96 C101010 11/11/96 24.46 44.20 6784 006009999 MIRES,VERONICA 11/08/96 C101013 11/11/96 43.36 88.40 7784 TOTAL BATCH 95.50 182.60 19

785 001009999 GONZALES,LARRY D. 11/08/96 C319999 11/11/96 108.18 150.00 6785 004009999 WHISTLESTOP,MARTHA 11/08/96 C101023 11/11/96 305.22 417.50 9785 056009999 JORDAN,STEPHEN U 11/08/96 C101036 11/11/96 465.37 640.67 9785 TOTAL BATCH 878.77 1,208.17 24

786 057009999 PEACH,ALLEN A 11/08/96 A101002 11/11/96 767.54 1,145.00 10786 107009999 PEAL,IRA 11/08/96 C101051 11/11/96 156.72 190.16 9786 121009999 ZARK,NOAH 11/08/96 C101045 11/11/96 726.60 1,114.99 11786 TOTAL BATCH 1,650.86 2,450.15 30

Figure 5-1 Cancel Transactions Processed Report (PAYR190)


PAYROLL PROCESSING RUN DATE 11/25/96CANCEL TRANSACTION MESSAGES


073009999 32-006 WARNING CANCELLING ONE-TIME DEDUCTIONCHECK#: C201001 DATE: 96/11/17 ELEMENT: 182 AMOUNT: 15.00

109009999 32-006 WARNING CANCELLING ONE-TIME DEDUCTIONCHECK#: C201048 DATE: 96/11/17 ELEMENT: 181 AMOUNT: 0.51

Figure 5-2 Cancel Transaction Messages Report (PAYR191)

more than one organization ID has a total page. If there is only oneorganization ID per schedule, no total page is printed.

The schedule, check date, and pay period ending date appear in the heading.The current generation number is identified in the report subtitle afterTRANSACTION PROCESSOR.

The following counts appear in the body of the report:

2 TIME FILE RECORDS READ: should equal Time File Records Writtenon the PAYR010 Time Report Generator Control

3 OFFLINE TRANSACTIONS READ - TOTAL: can be verified againstprocedurally developed controls; includes all batch control transactions

4 OFFLINE TRANSACTIONS READ - NEW: that portion of the totalnumber of transactions which are not corrections; does not includecorrection batches

5 OFFLINE TRANSACTIONS READ - CORRECTIONS: that portion ofthe total number of transactions which are corrections; includes batchcontrol transactions

6 ONLINE TRANSACTIONS READ - TOTAL: can be verified againstprocedurally developed controls; includes all batch control transactions

7 ONLINE TRANSACTIONS READ - NEW: that portion of the totalnumber of transactions which are not corrections; does not includecorrection batches

8 ONLINE TRANSACTIONS READ - CORRECTIONS: that portion ofthe total number of transactions which are corrections

9 INPUT ACTIVITY RECORDS WRITTEN: total of OFFLINETRANSACTIONS READ and ONLINE TRANSACTIONS READ




SCHEDULE 031 ENDING 11/15/96—W1 CONTROLS CHECK DATE 11/15/96

ORG ID: ORG12 -ABC CORPORATION

TRANSACTION PROCESSOR—GEN NO 001

2. TIME FILE RECORDS READ 7

3. OFFLINE TRANSACTIONS READ 41 TOTAL4. 41 NEW5. 0 CORRECTIONS

6. ONLINE TRANSACTIONS READ 0 TOTAL7. 0 NEW8. 0 CORRECTIONS

9. INPUT ACTIVITY RECORDS WRITTEN 41


Transaction Processor Errors Report (PAYR016)

The PAYR016 Transaction Processor Errors Report identifies any errorconditions encountered during the initial processing of the payrolltransactions.

The report displays the error message, the message number, and the severityof the message. For certain messages, additional reference information is alsoprovided.

Correction Postings Report (PAYR020)

The PAYR020 Correction Postings Report lists all transaction corrections anddeletions entered to correct errors detected by the first edit cycle. Entries forcorrections show the before and after images of each transaction, while thereport lists deleted transactions. The PAYR020 is not produced during thefirst cycle, but will be produced for any subsequent edit cycles during whichcorrections or deletions are entered.




PAYROLL PROCESSING RUN DATE 11/25/96TRANSACTION PROCESSOR ERRORS


35-027 WARNING NO INPUT ACTIVITY PROCESSED FOR AN ACTIVE SCHEDULESCHEDULE W/ NO ACTIVITY: 103

35-032 WARNING NO INPUT PROCESSED FOR AN ORG ID ON AN ACTIVE SCHEDULEORG W/ NO ACTIVITY: IN THIS SCHEDULE: 103

35-032 WARNING NO INPUT PROCESSED FOR AN ORG ID ON AN ACTIVE SCHEDULEORG W/ NO ACTIVITY: ORG11 IN THIS SCHEDULE: 103










35-027 WARNING NO INPUT ACTIVITY PROCESSED FOR AN ACTIVE SCHEDULESCHEDULE W/ NO ACTIVITY: 202

35-032 WARNING NO INPUT PROCESSED FOR AN ORG ID ON AN ACTIVE SCHEDULEORG W/ NO ACTIVITY: IN THIS SCHEDULE: 202


Figure 5-4 Transaction Processor Errors Report (PAYR016)


SCHEDULE 201 QTR 00 ENDING 12/04/96—W1 CORRECTION POSTINGS—GEN 002 CHECK DATE 12/06/96ORG ID: ORG44 -CANADIAN GAS COMPANY

C/D SEQ # GEN EMPL ID TC TRANSACTION IMAGE CTL #C 00021 001 202449999 BEFORE DS 183G20000000001 2000000000

AFTER DS 183G2000000000+ 2000000000

Figure 5-5 Correction Postings Report (PAYR020)

Controls Report (PAYR024)

The PAYR024 Controls Report describes the results of batch balancing andtransaction editing. It indicates the total number of records read during theedit cycle and may include new transactions, corrections, or deletions. ThePAYR024 Control Report also shows the number of records read from theTransaction Holding File (THF). After processing, both the accepted andrejected transactions are written to the alternate THF. It should be noted thatthe alternate THF will usually contain less than the sum of records read fromthe two input files. This is because the Payroll Input Activity File containscorrections and deletions as well as new transactions.

Verifying Payroll Calculation

During Payroll Calculation, four types of reporting occur and three differentinput reconciliation audit reports are produced:

� PAYR041 Input Reconciliation Report



These aid the user in verifying that transactions have passed successfullythrough each of the first three system functions of payroll calculation. Afourth and related reconciliation report is produced by Financial Controls, thePAYR071 Input Reconciliation Report. Within each schedule these reportsdisplay their totals by organization ID. This means that before and after eachof these functions, a set of reports is produced for each organization to verifythat what went in to that calculation function also came out.




SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 CONTROLS CHECK DATE 11/11/96ORG ID: -MONOCO CORPORATION

BALANCE AND EDIT-GEN NO 00110. INPUT ACTIVITY RECORDS READ 217 TOTAL11. 217 NEW12. 0 CORRECTIONS13. TRANS HOLDING FILE RECORDS READ 014. TRANS HOLDING FILE RCDS WRITTEN 217 TOTAL15. 124 ACCEPTED16. 93 REJECTED

INFORMATIONAL COUNTS: TRAN CODE ACCEPTED REJECTEDET 2 0HA 2 0DA 42 0GA 19 0H 6 0TX 41 2LX 9 0AP 20 13TE 2 1DC 2 0LV 9 0RP 3 0DS 4 1PS 1 0AD 0 1DU 15 0?? 0 1

LAST THF SEQUENCE NO: 00217 ON FILE B


During Payroll Calculation, the following four types of reporting occur:

Reports Generated During Payroll Calculation

Report ID Name Also Described in/Used in Conjunction with:

Payroll Activity Consolidation Reporting

PAYR035 - Payroll Input RegisterPAYR036 - Consolidation Errors and WarningsPAYR037 - Rejected Batches and TransactionsPAYR041 - Payroll Input Reconciliation

Chapter 3Chapter 3Chapter 3PAYR051 (Rcds Read)

Gross Pay Derivation Reporting

PAYR051 - Payroll Input ReconciliationPAYR052 - Total Gross Payroll

PAYR059 - Gross Pay Derivation Error Report

PAYR041, 061 (Rcds Read)PAYR041, 051, and 061 (C-O-H Totals);062 and 072 (Total Activity)

Chapter 4

Gross-to-Net Processing Reporting

PAYR061 - Payroll Input ReconciliationPAYR062 - Gross-to-Net ProcessPAYR069 - Gross-to-Net Error Messages

PAYR041, 051, 071; 052 (Total Gross Pay)PAYR061 (Total Gross)Chapter 4

Financial Controls Reporting

PAYR071 - Payroll Input ReconciliationPAYR072 - Total Gross PayrollPAYR073 - Gross Balance ActivityPAYR074 - Gross-to-Net Activity

PAYR075 - Ledger Effect of Gross-to-NetPAYR076 - Taxable Gross ActivityPAYR077 - Control and ReconciliationPAYR078 - DB Update Control and Error ListPAYR079 - Financial Controls Error List

PAYR041, 051, 061PAYR052

PAYR062 (Reduction, Deduction, ContributionTotals)PAYR074PAYR073, 079PAYR076

PAYR076

Payroll Activity Consolidation Reporting

Until this point in the processing, all payroll data has been reported by batch

and transaction. With Payroll Activity Consolidation, payroll data is reportedfor the first time by employee within organization ID.

Payroll Activity Consolidation processes the most recent Transaction HoldingFile (THF), separates the acceptable transactions from the unacceptable,reorganizes the accepted transactions into a form suitable for later processing,and generates the first four reports in the preceding summary. Only thePAYR041 Input Reconciliation Report is described here. The followingreports were discussed in the Batching/Entering/Correcting PayrollTransactions chapter.



� PAYR035 Payroll Input Register

� PAYR036 Consolidation Errors and Warning

� PAYR037 Rejected Batches and Transactions

Payroll Input Consolidation Report (PAYR041)

The PAYR041 Input Consolidation Report shows the number of records readfrom the THF. This includes both those accepted and rejected as detailed inthe PAYR035 Payroll Input Register.

The field CONSOLIDATED ACTIVITY RECORDS WRITTEN, displayed atthe top of PAYR041, should match the field CONSOLIDATED PAYROLLACTIVITY RECORDS READ on the PAYR051 Input Reconciliation Reportproduced by Gross Pay Derivation.

Use these two reports to verify that all data passes successfully betweenPayroll Activity Consolidation and Gross Pay Derivation. The DOLLAR andHOUR amounts on the two reports should also match. If the RECORDSWRITTEN on PAYR041 do not match the RECORDS READ on PAYR051,then contact your data processing staff to determine the cause of thediscrepancy. The series of input reconciliation reports should be monitoredcarefully.




SCHEDULE 201 PAYROLL INPUT CONSOLIDATIONORG ID: -ALL ORGANIZATIONS IN SCHEDULE

—PAYROLL INPUT RECONCILIATION—TRANSACTION RECORD

CODE TYPE COUNT DOLLARS HOURS17. TRANS HOLDING FILE RCDS READ 25418. ACCEPTED 25419. REJECTED 0

CONSOL. ACTIVITY RCDS WRITTEN 4705 EXPENSE TRANSFERS 1 0.00 0.00

DEBIT 40,000,000.00 0.00CREDIT 40,000,000.00- 0.00

10 HOURS ADJUSTMENTS 2 204,187.6615 DOLLAR ADJUSTMENTS 6 242,005,174.00

YTD FWT GROSS 40,000,000.00YTD FICA GROSS 0.00YTD MEDICARE GROSS 0.00YTD STATE GROSS 0.00OTHER GROSSES 85,000,000.00GRS-TO-NET AMOUNTS 117,005,174.00

15 PRIOR TAX BAL ADJSTMNTS 0 0.0020 CANCELLATIONS 1 60,000,000.00- 0.00

G-T-N INPUT 16,600,150.00-NET PAY 43,399,850.00-

25 OVERPAYMENTS 1 30,000,000.00- 160.00-G-T-N INPUT 12,500,000.00-NET PAY 19,000,000.00-

30 HAND-DRAWN CHECKS 4 180,004,533.65 228.00G-T-N INPUT 54,725,128.86NET PAY 125,279,763.89

35 RETROACTIVE PAY 2 160,000,000.00 0.0040 HOURLY PAY 2 0.00

CURRENT 0.00LATE 0.00REDUCED 0.00ADDITIONAL 0.00

45 EXCEPTION PAY 3 150.00DISTRIBUTION CHANGES 0.00CURRENT SALARIED 150.00LEAVE REPORTING 0.00

Figure 5-7 Payroll Input Consolidation Report (PAYR041)

Gross Pay Derivation Reporting

During Gross Pay Derivation, the System processes edited and consolidatedemployee payroll data passed from Payroll Activity Consolidation. Itcalculates an employee’s gross pay using payroll data from the inputtransactions and the Employee Data Base.

The System then creates a record for each employee on the Payroll Audit Filethat initially contains the calculated gross pay and that will eventually containthe results of gross-to-net processing and the payroll check/advice number.

The PAYR059 Error Report identifies any unusual conditions encounteredduring the calculation of employee gross pay and is discussed in the GrossPay Derivation Error Report section. The report is printed only if conditionswarrant it. You will also find listed in this section the possible errors that canoccur during gross pay derivation processing.

Payroll Input Reconciliation Report (PAYR051)

The PAYR051 Input Reconciliation Report identifies records received frompayroll activity consolidation processing.

The RECORDS READ on the PAYR051 Input Reconciliation Report shouldmatch the RECORDS WRITTEN on the PAYR041 Input ReconciliationReport. Similarly, the RECORDS WRITTEN on PAYR051 should match theRECORDS READ on the PAYR061 Input Reconciliation Report (which is ina slightly different format). These reports verify that what processes throughone system function is passed to the next system function.



Total Gross Payroll Report (PAYR052)

The PAYR052 Gross Payroll Report displays the total gross paymentcalculations by earnings types for all employees within an organization duringthe current pay cycle. It is produced in separate columns for CURRENT PAY,CANCELLATIONS, OVERPAYMENTS and HAND-DRAWN transactionactivity. For each of these four categories, both hours and gross pay are shownby earning types, and the net total is provided in the last two columns. Anasterisk following the totals for a particular earning type indicates that thisitem is a memo only and is not included in the column totals. For example,fringe benefits such as a company car, though taxable (and may be subject towithholding), are not included in payroll totals.

The hour and dollar totals shown on the last page of this report forCANCELLATIONS, OVERPAYMENTS, and HAND-DRAWN are to bebalanced with the same totals shown on the PAYR041 and PAYR051 InputReconciliation Reports. CURRENT and TOTAL PAYROLL dollar and hourtotals on the PAYR052 Gross Payroll Report are not immediately comparableto the Input Reconciliation Reports (PAYR041, PAYR051, PAYR061).



PAYR051A/PP3900XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 11/11/96

SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 GROSS PAY DERIVATION CHECK DATE 11/11/96ORG ID: -MONOCO CORPORATION

PAYROLL INPUT RECONCILIATIONTRANSACTION RECORD

CODE TYPE COUNT DOLLARS HOURSCON PAYROLL ACTIVITY RCDS READ 22SEGMENT WORK RECORDS WRITTEN 1,037PRELM PAYRL AUDIT RCDS WRITTEN 101

05 EXPENSE TRANSFERS 1 .00 .00DEBIT 40,000,000.00 .00CREDIT 40,000,000.00- .00

10 HOURS ADJUSTMENTS 1 65,167.6615 DOLLAR ADJUSTMENTS 3 137,004,682.00

YTD FWT GROSS 40,000,000.00YTD FICA GROSS .00YTD MEDICARE GROSS .00YTD STATE GROSS .00OTHER GROSSES 30,000,000.00GRS-TO-NET AMOUNTS 67,004,682.00

15 PRIOR TAX BAL ADJSTMNTS 0 .0020 CANCELLATIONS 0 .00 .00

G-T-N INPUT .00NET PAY .00


30 HAND-DRAWN CHECKS 1 80,000,000.00 .00G-T-N INPUT 26,409,755.00NET PAY 53,590,245.00

35 RETROACTIVE PAY 1 70,000,000.00 .0040 HOURLY PAY 1 .00

CURRENT .00LATE .00REDUCED .00ADDITIONAL .00

45 EXCEPTION PAY 1 40.00DISTRIBUTION CHANGES .00CURRENT SALARIED 40.00LEAVE REPORTING .00

50 REDUCTION IN PAY 0 .00

Figure 5-8 Payroll Input Reconciliation Report (PAYR051)

Gross-to-Net Processing Reporting

During gross-to-net processing, the System calculates each employee’s netpay based on pre-tax and post-tax deductions specified in the organization’sGross-to-Net Table. This table specifies the order in which employeedeductions are applied to arrive at employee net pay (see Maintaining Control

Tables). Data for this process comes from Gross Pay Derivation and is outputto Financial Controls.

As deductions are applied, they are posted to each employee’s record on thePayroll Audit File (created during Gross Pay Calculation). Gross-to-NetProcessing Reporting provides control totals for gross-to-net verification andissues messages for any errors it encounters.

The PAYR069 Gross-to-Net Error Messages Report indicates any errorsencountered during this processing and is discussed in the PayrollCheck/Direct Deposit Advice Stub section. You will also find listed in thatsection the possible errors that can occur during gross-to-net processing.




SCHEDULE 201 QTR 00 ENDING 12/04/96-W1 GROSS PAY DERIVATION CHECK DATE 12/06/96ORG ID: ORG44 -CANADIAN GAS COMPANY

- TOTAL GROSS PAYROLL -EARN CURRENT + HAND-DRAWN - CANCELLED -OVERPAYMENTS = TOTAL PAYROLLTYPE HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAYABS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00ADL .00 .00 .00 .00 .00 .00 .00 .00 .00 .00BNS .00 305443623.95 .00 .00 .00 .00 .00 .00 .00 305443623.95BRD .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CAR .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CCM .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CHR .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CLB .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CLL .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CLN .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CML .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CMT .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *COM .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CON .00 .00 .00 .00 .00 .00 .00 .00 .00 .00COT .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CPN .00 187.69 .00 .00 .00 .00 .00 .00 .00 187.69CSI .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CSV .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CVC .00 .00 .00 .00 .00 .00 .00 .00 .00 .00DIS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00GFT .00 .00 * .00 300.00 * .00 .00 * .00 .00 * .00 300.00 *HOL .00 .00 .00 .00 .00 .00 .00 .00 .00 .00HON .00 .00 .00 .00 .00 .00 .00 .00 .00 .00HOU .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *JUR .00 .00 .00 .00 .00 .00 .00 .00 .00 .00MIS .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *MOV .00 .00 .00 .00 .00 .00 .00 .00 .00 .00MRT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00OTP .00 .00 12.00 708.75 .00 .00 .00 .00 12.00 708.75OTS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00OT2 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00OT3 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PER .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PFT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PLN .00 .00 .00 .00 .00 .00 .00 .00 .00 .00REG 625.00 14101.51 40.00 1575.00 .00 .00 .00 .00 665.00 15676.51RTR .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SCK 5.00 93.84 .00 .00 .00 .00 .00 .00 5.00 93.84SHF .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SH1 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SH2 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SH3 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SH4 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00VAC .00 .00 .00 .00 .00 .00 .00 .00 .00 .00VCT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00WSR .00 .00 .00 .00 .00 .00 .00 .00 .00 .00912 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00TOTAL 630.00 305458006.99 52.00 2283.75 .00 .00 .00 .00 682.00 305460290.74

Figure 5-9 Total Gross Payroll Report (PAYR052)


The PAYR061 Input Reconciliation Report, produced during gross-to-netprocessing, is slightly different in content from the previous inputreconciliation reports (PAYR041 and PAYR051). The total gross and taxgrosses used during gross-to-net processing are shown under SUMMARY OFGROSSES, and the DOLLAR ADJUSTMENTS have been consolidated andmoved to the bottom of the page.

The TOTAL GROSS under SUMMARY OF GROSSES on PAYR061 shouldmatch the TOTAL PAYROLL/GROSS PAY on the PAY052 Gross PayDerivation Report. In addition, all the other DOLLAR and HOUR amounts onthis report should agree with those on PAYR051.

Gross-to-Net Process Report (PAYR062)

The PAYR062 Gross-to-Net Process Report is produced four times withineach payroll run, once for each of the following transaction occurrences:

� Current payments

� Hand-drawn checks

� Cancellations/overpayments

� Total activity




PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/10/95-W1 B1 -GROSS-TO-NET PROCESS - DATA AS OF 11/11/96

ORG ID: -MONOCO CORPORATION-PAYROLL INPUT RECONCILIATION-

TRANSACTION RECORDCODE TYPE COUNT DOLLARS HOURS

PAYROLL AUDIT FILE RCDS READ 101PAYROLL AUDIT FILE RCDS WRITTEN 85PAYROLL AUDIT FILE RCDS DELETED 16SEGMENT WORK FILE RCDS READ 1,037SEGMENT WORK FILE RCDS WRITTEN 848SUMMARY OF GROSSES

TOTAL GROSS 73 441,482,601.45FWT GROSS 72 456,847,268.33FICA GROSS 66 469,026.05MEDICARE GROSS 70 411,481,804.42STATE GROSS 73 456,876,435.50SCND STATE GROSS 13 318,185,940.69FUT GROSS 20 10,513.39SUT GROSS 61 68,667.16RETR GROSS 73 441,482,601.45SDI GROSS 30 95,123.01


70 CANCELLATIONS 0 .00 .00G-T-N INPUT .00NET PAY .00



85 CURRENT ACTIVITY 97HOURS ADJUSTMENTS 1 65,167.66DOLLAR ADJUSTMENTS 3 137,004,682.00

GROSS ADJUSTMENTS 70,000,000.00GRS-TO-NET AMOUNTS 67,004,682.00

PRIOR TAX BAL ADJSTMNTS 0 .00


This provides totals of dollar activity for all gross-to-net elements from allsources.

The elements from the Gross-to-Net Table that were applied duringgross-to-net processing appear on each report under the appropriate headingsDEDUCTIONS, REDUCTIONS, and EMPLOYER CONTRIBUTIONS.

On the Total Activity pages of this report, the TOTAL GROSS should matchthe TOTAL GROSS on the PAYR061 Input Reconciliation report.

The Gross-to-Net Process Report provides the link to corresponding reportsproduced by Financial Controls following this section.




PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/08/96—W1 B1 — GROSS-TO-NET PROCESS — DATA AS OF 11/11/96

ORG ID: -MONOCO CORPORATION— (CURRENT PAYMENTS) —

REDUCTIONS__________ELMT DESCRIPTION CURRENT + ONE-TIMES + REFUNDS = NET TOTAL FROM PREPAID SUSPENDED RECOVERED PREPAY INPUT

BALANCE RECEIVABLES RECEIVABLES001 RET/TIAA BSCR 17605135.02 .00 .00 17605135.02010 THRIFT BASIC .00 .00 .00 .00011 STATE RETRMT .00 .00 .00 .00028 401K DEDCTN 28357.53 625.00 10000000.00- 9971017.47-094 REG PENS PLAN .00 .00 .00 .00100 RETR/TIAA ADD .00 .00 .00 .00TOTAL RETIREMENT 17633492.55 625.00 10000000.00- 7634117.55

004 PRETAX HLTH D 120.00 625.00 20000000.00- 19999255.00-076 VISION PLAN D .00 .00 .00 .00TOTAL INSURANCE 120.00 625.00 20000000.00- 19999255.00-

056 MEDICAL .00 .00 .00 .00059 DENTAL .00 .00 .00 .00062 LIFE INSURANC 2.04 .00 .00 2.04070 SURVIVOR INCO .00 .00 .00 .00171 CAPITAL ACCUM .00 .00 .00 .00172 FLEX CREDITS 28.39- .00 .00 28.39-173 CAP FR CREDIT .00 .00 .00 .00177 SPND ACCT HLT 43.21 .00 .00 43.21178 SPND ACCT DPN 11.54 .00 .00 11.54TOTAL FLEX COMP 28.40 .00 .00 28.40

086 CAN UNION DUE .00 .00 .00 .00103 SRA .00 .00 .00 .00115 DEFERRD COMP .00 .00 .00 .00TOTAL MISC DED .00 .00 .00 .00

TOTAL REDUCTIONS 17633640.95 1250.00 30000000.00- 12365109.05-

DEDUCTIONS__________ELMT DESCRIPTION CURRENT + ONE-TIMES + REFUNDS = NET TOTAL FROM PREPAID SUSPENDED RECOVERED PREPAY INPUT

BALANCE RECEIVABLES RECEIVABLES020 FICA/OASDI 29079.59 .00 .00 29079.59021 TRANSFRD FICA .00 .00 .00 .00022 FEDERAL TAX 97374105.78 .00 .00 97374105.78024 EIC PAYMNT .00 .00 .00 .00025 STATE TAX 13416685.67 .00 .00 13416685.67027 SUT EMPL DEDC 74403.01 .00 .00 74403.01032 STATE DISAB 456.11 .00 .00 456.11033 LOCAL TAX 3 2256011.02 .00 .00 2256011.02035 2ND ST TX 126169.95 .00 .00 126169.95036 MEDICARE 5966457.14 .00 .00 5966457.14040 LOCAL TAX 1 9613989.67 .00 .00 9613989.67

Figure 5-11 Gross-to-Net Process Report (PAYR062)

Financial Controls Reporting

Financial Controls Reports provide control checks on the payroll process byrecapping amounts calculated and showing the effects of these on generalledger, quarter-to-date, and year-to-date balances.


PAYR071 is the last of four Payroll Input Reconciliation reports. The data onthis report should match that on the PAYR061 Input Reconciliation Report toverify that all adjustment records written during gross-to-net processing havecarried through correctly and are posted correctly to the Payroll Audit File.

Total Gross Payroll Report (PAYR072)

The PAYR072 Gross Payroll Report provides a tie-back to the PAYR052Total Gross Payroll Report produced after the calculation of gross amounts.PAYR072, however, is produced in two parts:

1. The first part lists gross pay by earnings type encountered duringprocessing. Any earnings type codes encountered and not on the EarningsTable are accumulated and printed as a single entry with an earnings typeof ***. Cancellations and Overpayments are carried as negative amounts;therefore, the TOTAL PAYROLL column represents the gross pay less




PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 FINANCIAL CONTROLS DATA AS OF 11/11/96



EMPLOYEES PROCESSED 191SEGMENT WORK FILE RECORDS READ 848PAYROLL AUDIT RECORDS READ 85SUMMARY OF GROSSES

TOTAL GROSS 73 441,482,601.45FWT GROSS 72 456,847,268.33FICA GROSS 66 469,026.05MEDICARE GROSS 70 411,481,804.42STATE GROSS 73 456,876,435.50SCND STATE GROSS 13 318,185,940.69FUT GROSS 20 10,513.39SUT GROSS 61 68,667.16RETR GROSS 73 441,482,601.45SDI GROSS 30 95,123.01





85 CURRENT ACTIVITY 81HOURS ADJUSTMENTS 1 65,167.66DOLLAR ADJUSTMENTS 3 137,004,682.00

GROSS ADJUSTMENTS 70,000,000.00GRS-TO-NET AMOUNTS 67,004,682.00

PRIOR TAX BAL ADJSTMNTS 0 .00G-T-N INPUT 30,000,000.00


Cancellations and Overpayments for each earnings type. This isconfirmed in the header of the report:

Current + Hand-Drawn - Cancellations - Overpayments = Total Payroll

2. The second part is unique to this report and lists total GROSS PAYROLLby employment status (STAT):

· A = Active

· L = Leave of Absence Without Pay

· P = Leave of Absence With Pay

· T = Separated or Terminated

The GROSS PAY under Total Payroll column represents the total of all grosspay amounts shown on that line. The number under Total Payroll on thesecond part is the number of employees (EMPLS) on that employment statusline that had a nonzero gross pay amount in any column (CURRENT,HAND-DRAWN, CANCELLED, or OVERPAYMENTS).




PAYROLL PROCESSING RUN DATE 12/06/96SCHEDULE 201 QTR 00 ENDING 12/04/96-W1 -TOTAL GROSS PAYROLL- CHECK DATE 12/06/96

ORG ID: ORG44 -CANADIAN GAS COMPANYEARN CURRENT + HAND-DRAWN - CANCELLED -OVERPAYMENTS = TOTAL PAYROLLTYPE HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAY

ABS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00ADL .00 .00 .00 .00 .00 .00 .00 .00 .00 .00BNS .00 305443623.95 .00 .00 .00 .00 .00 .00 .00 305443623.95BRD .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CAR .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CCM .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CHR .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CLB .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CLL .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CLN .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CML .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CMT .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *COM .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CON .00 .00 .00 .00 .00 .00 .00 .00 .00 .00COT .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CPN .00 187.69 .00 .00 .00 .00 .00 .00 .00 187.69CSI .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CSV .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CVC .00 .00 .00 .00 .00 .00 .00 .00 .00 .00DIS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00GFT .00 .00 * .00 300.00 * .00 .00 * .00 .00 * .00 300.00 *HOL .00 .00 .00 .00 .00 .00 .00 .00 .00 .00HON .00 .00 .00 .00 .00 .00 .00 .00 .00 .00HOU .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *JUR .00 .00 .00 .00 .00 .00 .00 .00 .00 .00MIS .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *MOV .00 .00 .00 .00 .00 .00 .00 .00 .00 .00MRT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00OTP .00 .00 12.00 708.75 .00 .00 .00 .00 12.00 708.75OTS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00OT2 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00OT3 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PER .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PFT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PLN .00 .00 .00 .00 .00 .00 .00 .00 .00 .00REG 625.00 14101.51 40.00 1575.00 .00 .00 .00 .00 665.00 15676.51RTR .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SCK 5.00 93.84 .00 .00 .00 .00 .00 .00 5.00 93.84SHF .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SH1 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SH2 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SH3 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SH4 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00VAC .00 .00 .00 .00 .00 .00 .00 .00 .00 .00VCT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00WSR .00 .00 .00 .00 .00 .00 .00 .00 .00 .00912 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00TOTALS 630.00 305458006.99 52.00 2283.75 .00 .00 .00 .00 682.00 305460290.74

Figure 5-13 Total Gross Payroll Report (PAYR072)

Gross Balance Activity Report (PAYR073)

The PAYR073 Gross Balance Activity Report shows how the total gross andtax grosses for this payroll run affect the year-to-date (YTD) andquarter-to-date (QTD) cumulative balances.

� FWT - Federal Withholding Tax Gross

� SWT/SCND ST - State Withholding/Second State Tax Grosses

� FUT - Federal Unemployment Tax Gross

� SUT - State Unemployment Tax Gross

� FICA/CPP/QPP - Social Security Tax Grosses

The balances from the last payroll are added to the grosses from the currentpayroll to arrive at new YTD and QTD balances. The system then checks these

new balances against new YTD and QTD balances obtained by adding all

employee records on the Employee Data Base (EDB). If there is a differencebetween any of the calculated totals, *ERR will be printed at the end of theline showing the new YTD balances.




PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 -GROSS BALANCE ACTIVITY- CHECK DATE 11/11/96

ORG ID: -MONOCO CORPORATIONFICA/CPP/QPP SWT/SCND ST

TOTAL GROSS FWT GROSS GROSSES GROSSES FUT GROSS SUT GROSS_____________________YEAR-TO-DATE ACTIVITYAFFECTING YTD BALANCES:

CURRENT PAY 391,482,601.45 403,847,268.33 469,026.05 642,062,376.19 10,513.39 68,667.16-CANCELLATIONS .00 .00 .00 .00 .00 .00-OVERPAYS 30,000,000.00- 27,000,000.00- .00 27,000,000.00- .00 .00+HAND-DRAWNS 80,000,000.00 80,000,000.00 .00 160,000,000.00 .00 .00+ADJUSTMENTS .00 40,000,000.00 .00 .00 .00 .00

TOTAL 441,482,601.45 496,847,268.33 469,026.05 775,062,376.19 10,513.39 68,667.16

+PRIOR YTD BALANCE 5,520,286.58 5,178,300.39 2,236,797.82 5,206,572.73 985,082.10 1,241,453.28=NEW YTD BALANCE 447,002,888.03 502,025,568.72 2,705,823.87 780,268,948.92 995,595.49 1,310,120.44

NOT AFFECTING BALANCES:-CANCELLATIONS .00 .00 .00 .00 .00 .00-OVERPAYS .00 .00 .00 .00 .00 .00+HAND-DRAWNS .00 .00 .00 .00 .00 .00

TOTAL .00 .00 .00 .00 .00 .00

TOTAL ACTIVITY 441,482,601.45 496,847,268.33 469,026.05 775,062,376.19 10,513.39 68,667.16

QUARTER-TO-DATE ACTIVITY________________________AFFECTING QTD BALANCES:

CURRENT PAY 391,482,601.45 403,847,268.33 469,026.05 642,062,376.19 10,513.39 68,667.16-CANCELLATIONS .00 .00 .00 .00 .00 .00-OVERPAYS 30,000,000.00- 27,000,000.00- .00 27,000,000.00- .00 .00+HAND-DRAWNS 80,000,000.00 80,000,000.00 .00 160,000,000.00 .00 .00+ADJUSTMENTS .00 .00 .00 .00 .00 .00

TOTAL 441,482,601.45 456,847,268.33 469,026.05 775,062,376.19 10,513.39 68,667.16

+PRIOR QTD BALANCE 4,143,615.77 3,824,906.85 971,014.50 3,828,459.29 557,917.87 752,097.68=NEW QTD BALANCE 445,626,217.22 460,672,175.18 1,440,040.55 778,890,835.48 568,431.26 820,764.84

NOT-AFFECTING BALANCES:-CANCELLATIONS .00 .00 .00 .00 .00 .00-OVERPAYS .00 .00 .00 .00 .00 .00+HAND-DRAWNS .00 .00 .00 .00 .00 .00

TOTAL .00 .00 .00 .00 .00 .00

TOTAL ACTIVITY 441,482,601.45 456,847,268.33 469,026.05 775,062,376.19 10,513.39 68,667.16

Figure 5-14 Gross Balance Activity Report (PAYR073)

Gross-to-Net Activity Report (PAYR074)

The PAYR074 Gross-to-Net Activity Report provides total dollars for allgross-to-net elements from all sources grouping them into Reductions,Deductions, and Contributions. These totals should match the same totaldollars for the same categories on the PAYR062 Gross-to-Net Process report.

All elements currently listed in the Gross-to-Net Table are shown; anyelement encountered and not defined in the table is listed at the end of thereport with its element number and a description of ***UNKNOWN***.




PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/08/96—W1 B1 FINANCIAL CONTROLS DATA AS OF 11/11/96

ORG ID: -MONOCO CORPORATION—GROSS-TO-NET-ACTIVITY—— (CURRENT PAYMENTS) —

REDUCTIONS__________ELMT DESCRIPTION CURRENT + ONE-TIMES + REFUNDS = NET TOTAL FROM PREPAID SUSPENDED RECOVERED PREPAY INPUT

BALANCE RECEIVABLES RECEIVABLES001 RET/TIAA BSCR 17605135.02 .00 .00 17605135.02010 THRIFT BASIC .00 .00 .00 .00011 STATE RETRMT .00 .00 .00 .00028 401K DEDCTN 28357.53 625.00 10000000.00- 9971017.47-094 REG PENS PLAN .00 .00 .00 .00100 RETR/TIAA ADD .00 .00 .00 .00TOTAL RETIREMENT 17633492.55 625.00 10000000.00- 7634117.55

004 PRETAX HLTH D 120.00 625.00 20000000.00- 19999255.00-076 VISION PLAN D .00 .00 .00 .00TOTAL INSURANCE 120.00 625.00 20000000.00- 19999255.00-

056 MEDICAL .00 .00 .00 .00059 DENTAL .00 .00 .00 .00062 LIFE INSURANC 2.04 .00 .00 2.04070 SURVIVOR INCO .00 .00 .00 .00171 CAPITAL ACCUM .00 .00 .00 .00172 FLEX CREDITS 28.39- .00 .00 28.39-173 CAP FR CREDIT .00 .00 .00 .00177 SPND ACCT HLT 43.21 .00 .00 43.21178 SPND ACCT DPN 11.54 .00 .00 11.54TOTAL FLEX COMP 28.40 .00 .00 28.40

086 CAN UNION DUE .00 .00 .00 .00103 SRA .00 .00 .00 .00115 DEFERRD COMP .00 .00 .00 .00TOTAL MISC DED .00 .00 .00 .00

TOTAL REDUCTIONS 17633640.95 1250.00 30000000.00- 12365109.05-

DEDUCTIONS__________ELMT DESCRIPTION CURRENT + ONE-TIMES + REFUNDS = NET TOTAL FROM PREPAID SUSPENDED RECOVERED PREPAY INPUT

BALANCE RECEIVABLES RECEIVABLES020 FICA/OASDI 29079.59 .00 .00 29079.59021 TRANSFRD FICA .00 .00 .00 .00022 FEDERAL TAX 97374105.78 .00 .00 97374105.78024 EIC PAYMNT .00 .00 .00 .00025 STATE TAX 13416685.67 .00 .00 13416685.67027 SUT EMPL DEDC 74403.01 .00 .00 74403.01032 STATE DISAB 456.11 .00 .00 456.11033 LOCAL TAX 3 2256011.02 .00 .00 2256011.02035 2ND ST TX 126169.95 .00 .00 126169.95036 MEDICARE 5966457.14 .00 .00 5966457.14040 LOCAL TAX 1 9613989.67 .00 .00 9613989.67

Figure 5-15 Gross-to-Net Activity Report (PAYR074)

Ledger Effect of Gross-to-Net Report (PAYR075)

The PAYR075 Ledger Effect of Gross-to-Net Report shows what effect theReductions, Deductions, and Contributions will have on the general ledger.The amounts on this report should agree with the subtotal amounts on thePAYR074 Gross-to-Net Activity Report.

Taxable Gross Activity Report (PAYR076)

The PAYR076 Taxable Gross Activity Report recaps all payroll activityaffecting YTD and QTD balances at the federal and state level. The state levelis a recap for all states. Amounts on this report should agree withcorresponding amounts on the PAYR073 Gross Balance Activity Report. Anydifference in the computed taxable grosses on this report and the actualtaxable grosses carried in the employee’s Payroll Audit File may bereconciled with PAYR077, Financial Controls Exception Report, whichexplains those differences in detail.




PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 LEDGER EFFECT OF GROSS-TO-NET CHECK DATE 11/11/96

ORG ID: -MONOCO CORPORATIONTOTAL GROSS - CURRENT - ONE-TIMES - REFUNDS + ADVANCES +FROM PREPAID + SUSPENDED - RECOVERED = NET PAY

BALANCE RECEIVABLES RECEIVABLES______________________________________DEDUCTION / REDUCTION EFFECT ON LEDGERCURR391,482,601.45 59,399,536.24 1,250.00 30,000,000.00- .00 .00 4.50 62,081,819.71HAND 80,000,000.00 26,409,755.00 .00 .00 .00 .00 53,590,245.00CANC .00 .00 .00 .00 .00 .00 .00OVER 30,000,000.00-11,000,000.00- .00 .00 .00 .00 19,000,000.00-TOTL441,482,601.45 74,809,291.24 1,250.00 30,000,000.00- .00 .00 4.50 96,672,064.71

CURRENT + ONE-TIMES = NET TOTAL

_____________________________CONTRIBUTION EFFECT ON LEDGERCURRENT PAYMENTS: 29,358,860.24 .00 .00 29,358,860.24HAND DRAWNS: .00 .00 .00 .00CANCELLATIONS: .00 .00 .00 .00OVERPAYMENTS: 1,500,000.00- .00 .00 1,500,000.00-TOTAL EFFECT: 27,858,860.24 .00 .00 27,858,860.24

Figure 5-16 Ledger Effect of Gross-to-Net Report (PAYR075)

Control and Reconciliation Report (PAYR077)

The messages of the PAYR077 Control and Reconciliation Report providesupplemental information to aid in interpreting the PAYR076 Taxable GrossActivity Report. The report is designed to show where differences existbetween an employee’s computed and actual taxable gross. It also reportswhen dollar adjustments have been made that affect a gross, tax, or reductionsbalance, or when prior tax balances have been adjusted through input.



PAYR077/PP41B0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 12/06/96

SCHEDULE 201 QTR 00 ENDING 12/04/96—W1 CONTROL AND RECONCILIATION CHECK DATE 12/06/96ORG ID: ORG44 -CANADIAN GAS COMPANY

—EXCEPTION REPORT—*–––––––––––––––––––––––––––––––––––*

MESSAGE NO. 41-002: * COMPUTED QUE/SWT GROSS NOT = QUE/SWT GROSS SHOWN ON PAR **—––––––––––––––––––––––––––––––––––*

EMPLOYEE NAME EMPL ID. TRAN TYPE AMOUNT DESCRIPTION AMOUNT NOT TAXABLEMOFFATT,NEIL D. 038449999 CURRENT TOTAL GROSS PAY 100.00 .00

+OTHER PAY ELEM NO 129 18.00 .00-SWT EXEMPTION 118.00 118.00=SWT GROSS (COMPUTED) .00 .00-SWT GROSS (PAR) 18.00 .00* DIFFERENCE 18.00- .00

MUFFETT,MISS 238449999 CURRENT TOTAL GROSS PAY 100.00 .00+OTHER PAY ELEM NO 129 18.00 .00-SWT EXEMPTION 118.00 118.00=SWT GROSS (COMPUTED) .00 .00-SWT GROSS (PAR) 18.00 .00* DIFFERENCE 18.00- .00

Figure 5-18 Control and Reconciliation Report (PAYR077)


PAYROLL PROCESSING RUN DATE 07/12/97SCHEDULE 103 QTR 00 ENDING 11/24/95-W1 B1 -TAXABLE GROSS ACTIVITY- CHECK DATE 11/27/95

ORG ID: -MONOCO CORPORATION- (FEDERAL) -

CURRENT PAY +HAND-DRAWNS -OVERPAYS -CANCELS =TOTALYEAR-TO-DATE ACTIVITY________________________AFFECTING YTD BALANCES:TOTAL GROSS 48,446.55 884.60 50.00-17,287.02- 31,994.13OTHER PAY .00 .00 .00 .00 .00TOTAL PAY 48,446.55 884.60 50.00-17,287.02-31,994.13FWT EXEMPTION 99 963.50 .00 .00 338.50-625.00EARN TYPE EXEMPT 150.00- .00 .00 1,143.50 993.50REDUCTIONS 1,167.54 40.38 .00 159.29-1,048.63

-TOTAL NON-TAXABLES 1,981.04 40.38 .00 645.71 2,667.13=FWT GROSS(COMPUTED)** 46,465.51 844.22 50.00- 17,932.73- 29,327.00-FWT GROSS (PAR) 46,465.51 844.22 50.00-17,932.73- 29,327.00*DIFFERENCE .00 .00 .00 .00 .00

YEAR-TO-DATE ACTIVITY________________________

NOT AFFECTING BALANCES:TOTAL GROSS .00 .00 .00 .00 .00OTHER PAY .00 .00 .00 .00 .00TOTAL PAY .00 .00 .00 .00 .00FWT EXEMPTION 99 .00 .00 .00 .00 .00EARN TYPE EXEMPT .00 .00 .00 .00 .00REDUCTIONS .00 .00 .00 .00 .00

-TOTAL NON-TAXABLES .00 .00 .00 .00 .00=FWT GROSS(COMPUTED)** .00 .00 .00 .00 .00-FWT GROSS (PAR) .00 .00 .00 .00 .00*DIFFERENCE .00 .00 .00 .00 .00

Figure 5-17 Taxable Gross Activity Report (PAYR076)

Data Base Update Control and Error List (PAYR078)

The PAYR078 Data Base Update Control and Error List provides controlcounts for the records updated during Payroll Calculation. The report alsonotes checkpoints after a specified number of employees have been processed.If processing has been stopped and restarted, this will be reflected on thereport.

Financial Controls Error List (PAYR079)

The PAYR079 Financial Controls Error List identifies errors detected by thefinancial controls processing that affect the integrity of its computations. Itdisplays error numbers, the severity of the errors, and corresponding errormessages. The message itself should suggest what action will be required onthe part of the user.



PAYR078/PP41A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/08/96—W1 B1 DB UPDATE CONTROL & ERROR LIST CHECK DATE 11/11/96


41-080 INFORMATIONAL SUCCESSFUL UPDATE FOR ORGANIZATIONDATABASE RECORDS WRITTEN : 0000047DATABASE RECORDS REWRITTEN : 0000494DATABASE RECORDS NOT UPDATED: 0000306SEGMENT WORK RECORDS READ : 0000848

Figure 5-19 Data Base Update Control and Error List (PAYR078)


PAYROLL PROCESSING RUN DATE 11/11/96FINANCIAL CONTROLS ERROR LIST


41-070 INFORMATIONAL PERIODIC MAINTENANCE NOT REQUIRED THIS SCHEDULE—PMF NOT CREATED

Figure 5-20 Financial Controls Error List Report (PAYR079)

Verifying Payroll Disbursement

Before payroll disbursement processing prints the checks or direct depositadvices, the System assembles necessary information stored in the PayrollAudit File, the Employee Data Base, and the Control Data Base.

The Payroll Disbursement Run Specification is required to generate checksand advices. Different run specification forms are available for U.S. and forCanadian businesses. The run specification identifies the run type(mandatory), the check stock code, and a message of up to 65 characters(optional) that might appear on the stub portion of the check or advice.

Check and advice records are sorted according to whether they are to bedistributed by employee department or by mail. If they are to be delivered tothe employee’s department, the checks and advices are sorted alphabeticallyby name within organization and department. If they are to be mailed, thechecks and advices are sorted by name within organization and zip/postalcode.

ACH Processing: Nearly all U.S. direct deposits of payroll are sent to andprocessed by electronic media through the National Automated ClearingHouse Association (NACHA). Through disbursement processing, appropriateNACHA reports are produced, including:

� U.S. Automated Deposit Register (PAYR090)

� Prenotification Report (PAYR091)

� ACH-formatted electronic media for direct deposits through authorized

data centers

CBA Processing: A similar system function handles Canadian direct depositsof payroll, through the Canadian Banking Association (CBA). This functionproduces appropriate CBA reports, including:

� Canadian Automated Deposit Register (PAYR100)

� CBA-formatted electronic media for direct deposits through CBA data

centers

ACH and CBA: Canadian and U.S. payroll checks/advices are produced bythe same function. Checks and advices are identified with the same report IDs,PAYR080 and PAYR081, for both U.S. and Canadian businesses.

After checks and advices are produced, the System updates every employee’srecord by recording payroll check/advice numbers in the Payroll Audit File.

The reports shown in the following table are not in report ID sequence but arelisted in the sequence they are produced by the System. Disbursement reportsare not routinely used in conjunction with other reports, but stand alone asresults of disbursement processing.

Note: Unless otherwise indicated, reports on the following table apply to bothU.S. and Canadian processing.



Reports Generated During Payroll Disbursement

Report ID Name Highlights

PAYR083 Warning MessagesPAYR085 Disbursement Control ReportPAYR082 Bank Register (U.S.)PAYR088 Warning Messages

PAYR086 Disbursement Print Totals

PAYR081 Direct Deposit AdvicesPAYR080 Payroll Checks/Cheques

PAYR087 PAYR Audit File Update

PAYR100 Automated Deposit RegisterPAYR102 Warning Messages

PAYR090 Automated Deposit Register

PAYR091 NACHA Prenotification ReportPAYR092 Warning Message

These reports confirm creation of disbursement andbank files.

Checks/advices can be run separately for multipleorganizations.

For both PAYR081 and PAYR080, see the Processingthe Payroll chapter.

When TOTAL PAR IN matches TOTAL PAR OUT, thecheck/advice numbers are recorded on the data base.

(Canada) CBA Deposit Electronic Media

(U.S.) ACH Deposit Electronic Media

Warning Messages Report (PAYR083)

The PAYR083 Warning Messages Report identifies conditions that occurredduring disbursement processing that should be reviewed before releasing thepayroll checks. Should processing terminate abnormally, the cause isidentified on this report. Each questionable condition is reported by messagenumber, message severity, and message text. The last message to appear onthis report contains run totals.

PAYR083 is intended to be an auditing tool for the payroll staff.




PAYROLL PROCESSING RUN DATE 11/15/96WARNING MESSAGES


42-061 SEE SYSTEMS FILE FAILED TO PASS LAST PROGRAM CHECK

Figure 5-21 Warning Messages Report (PAYR083)

Disbursement Control Report (PAYR085)

The PAYR085 Disbursement Control Report ensures that all employeerecords are processed and that direct deposit and NACHA and/or CBArecords are created, if appropriate.

This report lists total Payroll Audit File records read, total check/advicedisbursement records written, and total ACH/CBA disbursement recordswritten. It also reports total gross and net pay, total net pay in checks, andtotal net pay in deposits.

Bank Register (PAYR082)

The PAYR082 Bank Register (for U.S. employers) provides the payrolldepartment (and the financial institution if it cannot accept automated directdeposit data) with a listing of employees whose net pay was directly depositedin non-ACH financial institutions. It serves as a transmittal record.

The PAYR082 Bank Register is sorted by financial institution, each onebeginning on a new page. For each institution, employees depositing there arelisted alphabetically.

Each page identifies a financial institution by ID, name, and address. If the IDis not found on the Financial Institution Table, BANK NAME NOT FOUNDis printed in place of the name and the address is left blank.

The report lists employee name, organization ID, employee ID, bank accountnumber, and the net pay that was deposited for each employee. At the end ofthe listing for each bank, the number of deposits and total amount depositedare shown.




PAYROLL PROCESSING RUN DATE 11/11/96SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 DISBURSEMENT CONTROL REPORT CHECK DATE 11/11/96


TOTAL PAR RECORDS READ: 85TOTAL CHECK RECORDS WRITTEN: 65TOTAL ADVICE RECORDS WRITTEN: 6TOTAL BANK REGISTER RECORDS WRITTEN: 4TOTAL DISBURSEMENT FILE RECS WRITTEN: 76TOTAL ACH/CBA FILE RECORDS WRITTEN: 23TOTAL GROSS PAY: 391,482,601.45TOTAL NET PAY: 262,081,819.71TOTAL NET PAY IN CHECKS: 262,079,702.21TOTAL NET PAY IN ADVICES: 2,117.50TOTAL ADDL DISBURSEMENT DEPOSITS: 2,900,171.45TOTAL DISBURSEMENTS: 264,981,991.16

Figure 5-22 Disbursement Control Report (PAYR085)


The PAYR088 Warning Messages Report identifies conditions that occurredduring the payroll disbursement process and should be reviewed. If theprogram terminates abnormally, identification of the cause appears on thereport. Each questionable condition is reported by message number, messageseverity, message text, and, if applicable, the employee ID.




SCHEDULE 201 QTR 00 ENDING 11/15/96-W1 B1 BANK REGISTERS CHECK DATE 11/15/96CENTRAL TRUST 122006209100 JEFFERSON PLAZAKATYDID CA 94125

NAME ORGANIZATION ID EMPL ID NO BANK ACCT NO NET PAY____ ____________ __ ____ __ __ ____ ____ __ ___ ___DAMANTE,ORVELLE ORG12 039129999 122006207811 743.79HEARNED,MONROE ORG12 242129999 122062015110 276.12LEAR,MICHAEL ORG12 241129999 122006201211 606.52LEAR,MICHAEL ORG12 041129999 122006201211 827.29LEARNED,MONROE ORG12 042129999 122062015110 369.36MCKENNA,FRANCIS L ORG12 047129999 122062029110 1,841.61

** TOTALS ** CHECKS 6 AMOUNT DEPOSITED 4,664.69

Figure 5-23 Bank Registers Report (PAYR082)




42-015 SERIOUS ERROR NET PAY EXCEEDS WARNING LIMIT FOR THE PERIOD205009999
















Disbursement Print Totals (PAYR086)

The PAYR086 Disbursement Print Totals Report identifies, for controlpurposes, the number of checks and advices to be produced for each checkstock, by organization. This report should be reviewed before printing checksand advices.

Payroll Audit File Update Report (PAYR087)

The PAYR087 Payroll Audit File Update Report verifies that all employeerecords input are processed and written to the final Payroll Audit File, that is,every check/advice number issued is recorded in the appropriate employee’srecord. It simply displays the number of records read and the number writtento update these records, and the totals must balance.

Automated Deposit Register (PAYR100)

The PAYR100 Automated Deposit Register (for Canadian employers)provides the payroll department with a listing of employees whose net paywas directly deposited in a financial institution account.

The PAYR100 Automated Deposit Register is sorted by organization withinOriginator ID. For each organization, the employees are listed in employee IDorder.




PAYROLL PROCESSING RUN DATE 11/15/96DISBURSEMENT PRINT TOTALS

TOTAL DISBURSEMENT RECORDS READ: 208ORG ID : STOCK CODE: CANCK STARTING CHECK NO : 0201001 ENDING CHECK NO : 0201065 TOTAL CHECKS PRINTED : 0000065ORG ID : STOCK CODE: CANCK STARTING ADVICE NO : 0201900 ENDING ADVICE NO : 0201905 TOTAL ADVICES PRINTED : 0000006ORG ID : ORG065 STOCK CODE: CANCK STARTING CHECK NO : 0201066 ENDING CHECK NO : 0201070 TOTAL CHECKS PRINTED : 0000005ORG ID : ORG065 STOCK CODE: CANCK STARTING ADVICE NO : 0201906 ENDING ADVICE NO : 0201906 TOTAL ADVICES PRINTED : 0000001ORG ID : ORG11 STOCK CODE: CANCK STARTING CHECK NO : 0201071 ENDING CHECK NO : 0201090 TOTAL CHECKS PRINTED : 0000020ORG ID : ORG12 STOCK CODE: CANCK STARTING CHECK NO : 0201091 ENDING CHECK NO : 0201096 TOTAL CHECKS PRINTED : 0000006ORG ID : ORG12 STOCK CODE: CANCK STARTING ADVICE NO : 0201907 ENDING ADVICE NO : 0201917 TOTAL ADVICES PRINTED : 0000011ORG ID : ORG13 STOCK CODE: CANCK STARTING CHECK NO : 0201097 ENDING CHECK NO : 0201102 TOTAL CHECKS PRINTED : 0000006ORG ID : ORG13 STOCK CODE: CANCK STARTING ADVICE NO : 0201918 ENDING ADVICE NO : 0201921 TOTAL ADVICES PRINTED : 0000004ORG ID : ORG44 STOCK CODE: CANCK STARTING CHECK NO : 0201103 ENDING CHECK NO : 0201111 TOTAL CHECKS PRINTED : 0000009ORG ID : ORG44 STOCK CODE: CANCK STARTING ADVICE NO : 0201922 ENDING ADVICE NO : 0201933 TOTAL ADVICES PRINTED : 0000012ORG ID : ORG46 STOCK CODE: CANCK STARTING CHECK NO : 0201112 ENDING CHECK NO : 0201126 TOTAL CHECKS PRINTED : 0000015ORG ID : ORG46 STOCK CODE: CANCK STARTING ADVICE NO : 0201934 ENDING ADVICE NO : 0201941 TOTAL ADVICES PRINTED : 0000008

Figure 5-25 Disbursement Print Totals Report (PAYR086)

PAYR087/PP42B0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

PAYROLL PROCESSING RUN DATE 11/15/96PAYR AUDIT FILE UPDATE REPORT

TOTAL PAR IN : 204TOTAL PAR OUT : 204

Figure 5-26 Payroll Audit File Update Report (PAYR087)

This report lists organization ID, employee name, employee ID, bank transitnumber, transaction type (credit or debit), bank account number, and the netpay deposited for each employee. At the end of the listing for eachorganization, totals are then printed.


The PAYR102 Warning Messages Report identifies conditions that occurredduring disbursement processing that should be reviewed before releasing thepayroll checks. Should processing terminate abnormally, the cause isidentified on this report. Each questionable condition is reported by messagenumber, message severity, and message text. The last message to appear onthis report contains run control totals.

The PAYR102 is intended to be an auditing tool for the payroll staff.

Note: The next three reports are generated with a NACHA Run Specificationform and would only be used by organizations with ACH (AutomatedClearing House) IDs. Only one specification is accepted per run, although upto five ACH IDs may be specified at one time.



PAYR100/PP42C0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 12/13/96

SCHEDULE 102 QTR 00 ENDING 12/11/96—W1 B1 AUTOMATED DEPOSIT REGISTER CHEQUE DATE12/13/96ORG ID: ORG44 -CANADIAN GAS COMPANY

ORIGINATOR: CANADAPAY1 DESTINATION: 44039 FILE CREATION: 0002NAME EMPL ID NO BANK TRANSIT NO TC BANK ACCT NO NET PAY____ ____ __ __ ____ _______ __ __ ____ ____ __ ___ ___

DONALDSON,LAURIE 003449999 122001107 CR 122001168917 397.01DONALDSON,LAURIE 003449999 312339676 CR 987654 9.00DONALDSON,LAURIE 003449999 122001107 CR 122001168910 3,564.04CARR,DONNA 018449999 432209864 CR 647243089785 177.84CARR,DONNA 018449999 119199899 CR 4312 46.89CARR,DONNA 018449999 687688049 CR 12121314 59.28CARR,DONNA 018449999 122006209 CR 887862399145 12.00CARR,DONNA 018449999 122006209 CR 122006534211 889.62KOCH,EMILY 019449999 292349715 CR 12131415 45.00KOCH,EMILY 019449999 119199899 CR 37649 15.00KOCH,EMILY 019449999 122006209 CR 122006534211 605.44TOTAL TRANSMITTALS 11 TOTAL CREDITS 5,821.12

TOTAL DEBITS .00TOTAL DEPOSITS 5,821.12

Figure 5-27 Automated Deposit Register (PAYR100)

PAYR102/PP42C0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001


EMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - -M E S S A G E T E X T - - - - - - - - - - -

42-717 SERIOUS ERROR NO MATCHING RECORDS IN ACH/CBA DISBURSEMENT FILE FOR CBA IDCAB01


Automated Deposit Register (PAYR090)

The PAYR090 Automated Deposit Register (for U.S. employees) provides thepayroll department with a listing of employees whose net pay was directlydeposited in a financial institution account. The report is sorted byorganization ID and Immediate Destination (Automated Clearing House ID)and starts a new page for each Organization ID. Within each organization,Immediate Destination IDs and employee IDs are sequenced in ascendingorder.

The report lists the trace number, employee name, employee ID, bank transitnumber, transaction type, bank account number, and net pay deposited, alongwith the NACHA control totals. At the end of each Immediate Destination,the number of transmittals, total credits, total debits, and total amountdeposited are shown for that Immediate Destination.



PAYR090/PP42N0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 11/11/96

SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 AUTOMATED DEPOSIT REGISTER CHECK DATE 11/11/96ORG ID: -MONOCO CORPORATION

IMMEDIATE DESTINATION: 121000578 IMMEDIATE ORIGIN: 122001107TRACE NUMBER NAME EMPL ID NO BANK TRANSIT NO TC BANK ACCT NO NET PAY_____ ______ ____ ____ __ __ ____ _______ __ __ ____ ____ __ ___ ___122001100000001 GONZALES,LARRY D. 001009999 508977318 32 98756403 63.05122001100000002 GONZALES,LARRY D. 001009999 508977318 22 11012 31.52122001100000003 GONZALES,LARRY D. 001009999 119199899 22 ALPHA98388NUMERIC 11.33122001100000004 GONZALES,LARRY D. 001009999 432209864 32 92385-78-57129574 27.98122001100000005 MALT,MARLENE 010009999 508977318 32 98756403 33.65122001100000006 MALT,MARLENE 010009999 508977318 22 11012 16.83122001100000007 MALT,MARLENE 010009999 119199899 22 ALPHA98388NUMERIC 11.33122001100000008 MALT,MARLENE 010009999 687688049 32 12345678901234567 9.22122001100000009 MALT,MARLENE 010009999 432209864 32 92385-78-57129574 27.98122001100000010 KENNEDY,KENNETH 011009999 312339676 32 2937 25.00122001100000011 KENNEDY,KENNETH 011009999 508977318 22 ALPHA 45.00122001100000012 DARIO,DONALD 109009999 687688049 32 12-7749 6.99122001100000013 MALT,MARLENE 210009999 508977318 32 98756403 67.24122001100000014 MALT,MARLENE 210009999 508977318 22 11012 33.62122001100000015 MALT,MARLENE 210009999 119199899 22 ALPHA98388NUMERIC 11.33122001100000016 MALT,MARLENE 210009999 687688049 32 12345678901234567 9.22122001100000017 MALT,MARLENE 210009999 432209864 32 92385-78-57129574 27.98122001100000018 MALT,CHOCKLUT 310009999 508977318 32 98756403 1,933,109.10122001100000019 MALT,CHOCKLUT 310009999 508977318 22 11012 966,554.55122001100000020 MALT,CHOCKLUT 310009999 119199899 22 ALPHA98388NUMERIC 11.33122001100000021 MALT,CHOCKLUT 310009999 687688049 32 12345678901234567 9.22122001100000022 MALT,CHOCKLUT 310009999 432209864 32 92385-78-57129574 27.98

Figure 5-29 Automated Deposit Register (PAYR090)

NACHA Prenotification Report (PAYR091)

The PAYR091 NACHA Prenotification Report provides the payrolldepartment with a list of employees who requested direct deposit and whoserequests are in the prenotification process during the current pay period. Theactual electronic media will contain a dummy entry (showing a deposit ofzero) to notify the financial institution. This verifies the process is functioningcorrectly and financial institution data is accurate before actual monies aredeposited. When the prenotification period has elapsed, deposits will appearon the PAYR090 Automated Deposit Register.


The PAYR092 Warning Messages Report identifies conditions that occurredduring the NACHA file creation process. This report should be reviewedbefore NACHA files are released. Each questionable condition is reported bymessage number, message severity, and message text.



PAYR091/PP42N0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 11/25/96

SCHEDULE 103 QTR 00 ENDING 11/22/96-W1 B1 NACHA PRENOTIFICATION REPORT CHECK DATE 11/25/96ORG ID: -MONOCO CORPORATION

IMMEDIATE DESTINATION: 121000578 IMMEDIATE ORIGIN: 122001107TRACE NUMBER NAME EMPL ID NO BANK TRANSIT NO TC BANK ACCT NO NET PAY_____ ______ ____ ____ __ __ ____ _______ __ __ ____ ____ __ ___ ___122001100000011 KENNEDY,KENNETH 011009999 508977318 23 CHANGEDINS103 0.00

Figure 5-30 NACHA Prenotification Report (PAYR091)

PAYR092/PP42N0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001



42-708 SERIOUS ERROR NO MATCHING RECORDS ON ACH/CBA DISBURSEMENT FILE FOR ACH ID730061908

42-708 SERIOUS ERROR NO MATCHING RECORDS ON ACH/CBA DISBURSEMENT FILE FOR ACH ID101010101


Verifying Post-Payroll Disbursement Activity

Payroll reporting continues after disbursement of payroll checks with thereports listed in the following tables. There are other post-disbursementpayroll-related reports not included in this volume, for example, U.S. Tax andGovernment Reports and Canadian Tax and Government Reports, that may befound in the Reports User Guide.

Reports Generated After Payroll Disbursement

Report ID Name Highlights/Use in Conjunction with:

EIDB Maintenance Reporting

CEI308 EIDB Maintenance ErrorsCEI309 EIDB Maintenance Control Report

These reports provide a summary of EIDBMaintenance activity.

Payroll Audit Report Series

PAYR096 Payroll Audit Report IndexPAYR095 Payroll Audit ReportPAYR097 Run Diagnostic Report

These provide a summary of currentpayroll processing activity as required bylaw.

Deduction Reporting

PAYR120 Run Control ReportPAYR121 Detailed Deduction ReportPAYR122 Standard Deduction Report

These reports facilitate the payment ofpayroll deductions to agencies other thanthe government.

Bond Reporting

PAYR160 Bond Deduction ReportPAYR161 Bond Purchases ReportPAYR162 Bond Warning Messages ReportPAYR159 Bond Termination ReportPAYR163 Outstanding Bond Balances Report

These reports provide both the user andthe bond issuing agency with a record ofbond activity.

Payroll History Reporting

PAYR110 Payroll History MaintenancePAYR105 Payroll History ReportPAYR106 Payroll History Report IndexPAYR107 Error and Warning Messages

These provide a cumulative summary ofpayroll history for periods specified by theuser and as required by law.



Report ID Name Highlights/Use in Conjunction with:

Expense Distribution Reporting

PEXP010 Financial Controls - Payroll Input Reconciliation

PEXP011 Financial Controls - Total Gross Payroll

PEXP012 Expense Extract Messages

PEXP015 Financial Controls - Disbursement SummaryPEXP016 Financial Controls - Benefits SummaryPEXP018 Expense Generation ControlsPEXP019 Expense Generation MessagesPEXP030 Expense Distribution ReportPEXP059 History Run Statistics

PAYR061 and 071 (C-O-H Totals) andPAYR074 (Total Reductions, Deductions)

PAYR052 (C-O-H Totals) andPAYR074 (Total Activity format)

PAYR062 and PAYR074

PAYR062 and PAYR074

Labor Distribution Reports

LDIS060 Labor Distribution ReportLDIS061 Request SummaryLDIS069 Labor Distribution Error Messages

These reports are to be tailored by theuser to assist management in trackingbudgeted and actual payroll expenses.

Employment Insurance Data Base Maintenance Reporting

Following payroll calculation, the System reviews calculated earnings andhours on the Payroll Audit File for Canadian employees, posts them to theCanadian Employment Insurance Data Base, and determines if the earningstype is insurable as indicated on the Earnings Table.

EIDB Maintenance Errors Report (CEI308)

The CEI308 EIDB Maintenance Errors Report confirms whether EIDBmaintenance processing was successful for given employees; if not successful,it identifies errors that occurred during processing. The report lists the errornumber, severity of the error, and appropriate error message.



CEI308 /PP43C0XX/021597 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

EMPLOYMENT INSURANCE RUN DATE 12/14/96EIDB MAINTENANCE ERRORS

ORG ID: ORG44 -CANADIAN GAS COMPANYEMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - - - - - - - - M E S S A G E T E X T - - - - - - - - - - -________ _________ _______ ________ ___________________________________________________________________030449999 43-504 SERIOUS ERROR NO EI CONTROL RECORD FOR PAY PERIOD - DISTRIBUTION BYPASSED

OTP 961206 128.25-049449999 43-504 SERIOUS ERROR NO EI CONTROL RECORD FOR PAY PERIOD - DISTRIBUTION BYPASSED

BNS 961129 2,000.00-

Figure 5-32 EIDB Maintenance Errors Report (CEI308)

EIDB Maintenance Control Report (CEI309)

The CEI309 EIDB Maintenance Control Report lists control counts forreconciling record and dollar counts through the payroll process. The totalsmay be monitored from pay period to pay period to ensure that EI activityremains relatively constant.

Data appears by organization with “roll-up” totals for the entire schedule asfollows:

� Payroll Audit Records Read

� Payroll Audit Control Records Read

� Payroll Audit Records Processed

� EIDB Records Created

� EIDB Records Updated

� EIDB Records Deleted

� Total Earnings (posted to the EIDB)

� Total Hours (posted to the EIDB)




EMPLOYMENT INSURANCE RUN DATE 12/14/96EIDB MAINTENANCE CONTROL REPORT

ORG ID: -ALL ORGANIZATIONS IN SCHEDULE

RECORD

COUNTS DOLLARS

PAYROLL AUDIT RECORDS READ 128

(INCLUDES PAYROLL CTL RECORDS) 3

PAYROLL AUDIT RECORDS PROCESSED 81

EIDB RECORDS CREATED 1

EIDB RECORDS UPDATED 64

EIDB RECORDS DELETED

TOTAL EARNINGS 85,953.40

TOTAL HOURS 4,487.50

Figure 5-33 EIDB Maintenance Control Report (CEI309)

Payroll Audit Report Series

After the payroll calculation has been run and checks and advices have beenprinted, the Payroll Audit Report (PAYR095) is produced as a comprehensiveand detailed record of this processing. It is printed in organization ID order forall organizations processed within the current payroll schedule.

The Payroll Audit Report series is ordered with the Payroll Audit ReportingRun Specification on which the user indicates yes or no to any of thefollowing options:

� USE DATA BASE? If the Employee Data Base is not to be accessed

during this run, the printing of new balances on the Payroll Activity

Report is suppressed.

� GEN TAPE: Microfilm tape is to be produced.

� PRT RPT: A printed report is to be produced.

� PRT INDX: Printed indexes are to be produced.

� EMPL SEL: Payroll Activity Report is to be printed for specified

employees only.

Because of the length of this report and its potential use as an archivedocument, the Payroll Audit Report is a natural candidate for microfilm ormicrofiche. For this reason the report is provided with three cross-referenceindexes (PAYR096) in the form of one-line summaries which preface thePayroll Audit Report.

Payroll Audit Report Index (PAYR096)

The PAYR096 Payroll Audit Index Report provides one-line summaries ofthe Payroll Audit Report and indexes the data in three different reportingsequences: by name, by name within department, and by advice/checknumber. Each group of reports (three PAYR096s and one PAYR095) isproduced by organization ID.

The order of data on the three indexes appears as the REPORTINGSEQUENCE immediately below the standard report heading:

� NAME ORDER sequence lists all employees alphabetically by last name

that were included in the Payroll Audit Report and for whom there was

payroll activity. If the Employee Data Base was available during

processing, all other employees are also listed. From left to right, the

items listed are:

- Employee Name

- Department Number

- Employee ID

- Employment Status

- Previous Pay Date

- PAR Page



- Net Pay

- Check/Advice Number

- Separate Check Indicator

The PAR (Payroll Audit Report) page number is shown if the employeehad current payroll activity. If the employee received a check or advicefor the current processing period, the net pay and check or advice numberis listed. If the payment was a separate check, the separate check indicator(1-9) is listed. Otherwise, if a cancellation or hand-drawn check wasreported, the net pay, and check or advice number for the first item issuedis listed on the Payroll Audit Report. If net pay and check/advice numberdo not appear on the report, then the employee had no current payment,cancellation, or hand-drawn check activity.

� DEPARTMENT/NAME ORDER sequence contains the same data as the

name order sequence; however, it is arranged by department number and

name (rather than name and department number).

� CHECK/ADVICE ORDER sequence contains current payments,

cancellations, and hand-drawn checks produced by the current payroll

cycle only. Thus, an employee who received a current payment, had a

check canceled from the previous processing, and had it replaced with a

hand-drawn check would appear three times on this index. An employee

for whom only an expense transfer had been processed would not appear

at all.

Advices are listed first on this index in numerical order, followed bychecks. On each line are listed:

- Check or Advice Number

- Separate Check Indicator

- Employee Name

- Employee ID

- Employment Status

- Previous Pay Date

- PAR Page

- Net Pay

- Department Number



Payroll Audit Report (PAYR095)

The PAYR095 Payroll Audit Report is a single, comprehensive, and detailedrecord for each employee for one payroll schedule. It reports not only currentperiod checks and advices, but all expense transfers, check cancellations,overpayments, and hand-drawn check activity included in the processing, aswell as all adjustments to grosses or gross-to-net balances. The report is alsodesigned to display the hour and dollar balances from the Employee DataBase, which have been updated to include current processing activity.

The first line of an employee’s record lists employee ID and name,department number and name, date of the most recent previous payrollactivity for the employee (or the literal “FIRST” for a new employee), andprior ID if any. The second line highlights the employee ID and name with astring of asterisks and indicates the employee’s status. For a nonactive, formeremployee, the date the employee’s status changed from active appears afterthe current nonactive status description, such as, SEPARATED:MM/DD/YY.




SCHEDULE 201 QTR 00 ENDING 11/08/96-W1 B1 PAYROLL AUDIT REPORT INDEX CHECK DATE 11/11/96ORGANIZATION ID: MONOCO CORPORATION REPORTING SEQUENCE: NAME ORDER

EMPLOYEE NAME DEPT NO ID NO STATUS LAST PAY PAR PAGE NET PAY CHECK/ADVC SEP CHKFANFARE,DAN 20205-001 019009999 SEPARATED 10/28/96 0.00FIGUEROA,RAMERIZ 99204-002 120009999 ACTIVE 10/28/96 0.00FINLEY,BONNIE 20202-000 033009999 ACTIVE 11/01/96 10 681.53 C 201007FINLEY,BRUCE 20202-000 235009999 ACTIVE 11/01/96 54 207.21 C 201008FLINTSTONE,DONALD D. 20205-001 149009999 ACTIVE 10/13/96 0.00FOLEY,AXEL 20204-000 239009999 ACTIVE 10/25/96 59 327.35 C 201053FOLEY,CLARENCE 20204-000 039009999 ACTIVE 10/25/96 11 438.03 C 201054FOLEY,GREASE 20204-000 339009999 ACTIVE 10/25/96 75 333.91 C 201055FOLEY,GREASE 20204-000 339009999 ACTIVE 10/25/96 76 36,914,238.02 C 201056 1FOSTER,ALFRED 88202-003 043009999 SEPARATED 10/29/96 0.00FREE,SCOTT 88202-003 148009999 LV W/ PAY 11/01/96 0.00FURTER,FRANK 88204-001 085009999 SEPARATED 10/25/96 0.00FURUTA,KEN 99205-003 114009999 ACTIVE 11/01/96 30 337.87 C 201051GARRY,WALTER 99205-002 110009999 ACTIVE 10/29/96 0.00GONZALES,LARRY D. 20250-005 001009999 ACTIVE 11/01/96 1 496.60 C 201034GOOD,JOHNNY B. 88204-001 066009999 ACTIVE 10/25/96 19 1,335.57 C 201042GOODENOUGH,EDWARD 20202-000 009009999 ACTIVE 10/13/96 0.00GREECE,AXEL 20204-000 240930043 SEPARATED 11/01/96 0.00GREEN,PEACE 20204-000 241930012 SEPARATED 11/01/96 0.00GUERRERO,JACK 20202-000 037009999 SEPARATED 11/01/96 0.00HALIBUT,ANDY 99204-002 108009999 SEPARATED 11/01/96 0.00HALL,CLARENCE 99205-002 122009999 ACTIVE 10/25/96 33 0.00HAMBURGER,RONALD D. 20205-001 049009999 SEPARATED 10/13/96 0.00HAWLEY,DARRYL 20202-000 017009999 SEPARATED 11/01/96 0.00HILLYARD,RICHARD 20203-000 014009999 LV W/O PAY 10/13/96 0.00HIRT,TERRANCE 88203-001 068009999 ACTIVE 11/01/96 20 257.90 A 201900HOFSTRA,ALLEN 20204-000 044009999 SEPARATED 10/25/96 0.00JAMES,JESSE 99205-002 137009999 ACTIVE 11/01/96 0.00JORDAN,STEPHEN U 88204-001 056009999 LV W/ PAY 11/01/96 14 415.55 C 201043KENNEDY,KEITH 20203-000 212009999 ACTIVE 10/25/96 44 1,913.85 C 201059KENNEDY,KENDALE 20203-000 211009999 ACTIVE 10/25/96 43 1,222.09 C 201060KENNEDY,KENDALE 20203-000 211009999 ACTIVE 10/25/96 43 5,337,284.97 C 201061 1KENNEDY,KENNETH 20203-000 011009999 ACTIVE 10/25/96 6 1,522.09 C 201062KENT,CLARK 20202-000 008009999 SEPARATED 10/28/96 0.00KILLIAN,MARK W. 88204-001 079009999 ACTIVE 10/13/96 0.00KINLEY,BONNIE 20202-000 234009999 ACTIVE 11/01/96 53 14,055,284.84 C 201010 1KINLEY,BONNIE 20202-000 234009999 ACTIVE 11/01/96 53 222.12 C 201009LAFARGE,LORIN 99204-002 113009999 LV W/ PAY 10/13/96 0.00LANE,LOIS S. 88204-001 077009999 SEPARATED 10/13/96 0.00LARUE,LINDA 99204-002 106009999 SEPARATED 10/25/96 0.00LEOPARD,SAM 88202-003 047009999 ACTIVE 10/25/96 0.00LO PRESTI,MICHAEL 20202-000 029009999 ACTIVE 11/01/96 0.00LONEMAN,ARTHUR 99205-002 139009999 SEPARATED 10/28/96 0.00LOSER,IRVING 20202-000 206009999 ACTIVE 10/25/96 40 46,548,305.22 C 201011MAHONEY,JACK 99204-002 142009999 ACTIVE 10/28/96 0.00MALT,CHOCKLUT 20250-005 310009999 ACTIVE 11/01/96 74 16,431,378.81 C 201035MALT,MARLENE 20250-005 210009999 ACTIVE 11/01/96 41 523.04 C 201037MALT,MARLENE 20250-005 210009999 ACTIVE 11/01/96 42 24,232,169.62 C 201038 1MALT,MARLENE 20250-005 010009999 ACTIVE 11/01/96 4 237.52 C 201036MANILA,HEATHER 20204-000 002009999 SEPARATED 11/01/96 0.00

Figure 5-34 Payroll Audit Report Index (PAYR096)

If there are multiple activity records for an employee, then expense transfersconsisting of several earnings distribution lines appear first. Next comecancellations, overpayments, hand-drawn checks, and current activity, in that

order. Each section of transaction activity contains four lines of checkidentification and deduction information on various grosses, followed bywage attachment detail lines, gross-to-net detail lines and the earningsdistribution lines. Balance adjustments and new balances are the last twosections; the format of these lines is similar to the format used for deductions.

Check Identificationand Grosses

The left-most item in the first of these lines identifies the type of transaction,for example, CURRENT PAYMENT, CANCELLATION, etc. The remainderof the line identifies the net pay, total gross, FWT gross, FICA C/QPP gross,and Medicare gross.

The second line contains the check or advice number (preceded by a C or A,respectively), the quarter code and year indicator, the ST/QWT taxable gross,the retirement gross, the FUT gross, the SUT gross, the state disability gross,and the second state gross, if applicable.

The third line indicates any bonds purchased during this period. If there arelocal tax grosses to report, they are printed on this line. If the check includedan advance, the amount is shown. For bonds, the number and value are given.Local gross data follows any bond data, with headings for Local Grosses onethrough five (LCL1 - LCL5) that exist. For excess life insurance, the amountfor the applicable deduction schedule is shown. This line is not printed if thereis no data to report.

The fourth line contains the check date for current payments. It also identifiesthe tax codes used. An additional line of tax code information is printed if asecond state was taxed.

The fifth line indicates the pay cycle and contains vacation and sick leaveaccruals.

The next lines are printed for current payments only:

� Disbursement data:

- Net pay disbursement type and check/advice distribution code.

- For direct deposits of net pay, financial institution transit number andbank account number.

- For net pay prenotifications, disbursement type, transit number, andaccount number.

- For additional direct deposits, GTN element, deposit amount,financial institution transit number, and bank account number. A zeroamount indicates prenotification.

� If the current payment is a separate check, a line containing the separate

check number, voluntary deduction code, deduction schedule code, and

separate check pay period end date.



If the transaction is a cancellation that affects a prior taxing entity, a messageto that effect is printed on the line that indicates which entities were taxed.

Wage AttachmentDetail

This is displayed in two lines to be read left to right. Each data line shows itsdescription and the amount. The first line contains priority, type, arrearage,governing entity, vendor and case/docket. The second line contains the fieldscalculated by payroll. It consists of disposable earnings, amount to take,amount taken, and fee. It also contains the GTN and not taken reason.

Gross-to-Net Detail This is displayed in three columns to be read left to right. Deductions andreductions (pre-tax deductions) appear first, followed by contributions anddeductions not taken. Each deduction shows the gross-to-net element number,its description, and the amount. The two spaces immediately following theamount are used to identify unusual activity. The first space identifies thefollowing conditions:

� A - a prepayment was entered for the amount shown

� P - the deduction was taken from a prepayment

� S - the deduction was suspended

� R - the deduction was suspended as a receivable

� D - the deduction was taken from a suspended balance

� V - the deduction was taken from a suspended receivable balance

� N - the deduction was not taken

The second space identifies the following conditions:

� R - identifies a refund

� O - identifies a one-time deduction

� C - identifies a contribution

EarningsDistribution Lines

Each line identifies one earnings distribution, and lists the account, jobclassification, earnings type and gross pay, time worked, and pay period enddate (followed by an A if the transaction is a retroactive rate adjustment).

Prior Tax BalanceAdjustment

If adjustments to prior tax elements were processed through payroll input,they are identified. Three sets of prior tax elements, descriptions, andadjustment amounts may appear on a line. If adjustments to multiple-owningentities were entered, the report separates each entity’s adjustments with ablank line.

Current BalanceAdjustments

(Gross-to-Net andDollar Balances) and

New Balances

The balances or adjustment amounts appear in three columns similar to thosefor prior tax adjustments and deductions. The element number appears first. Ifthe adjustment or new balance is for a gross-to-net element number, it isimmediately followed by the balance type:

� G - gross-to-net entry (deduction/contribution)

� S - suspense/prepay

� Q - quarter-to-date



� Y - year-to-date

� D - declining balance

� E - employment-to-date

� F - fiscal year-to-date

The element description and the adjustment amount or the new balance appearto the right of the element number and balance type.

Note: The following report sample represents a Canadian organization. Thesystem prints fewer fields for U.S. organizations.

Run Diagnostic Report (PAYR097)

The PAYR097 Run Diagnostic Report is arranged by organization ID andidentifies the following three conditions:

1. Employees whose departments are not in the Department Table

2. Employees whose earnings type is no longer in the Earnings Table

Either of these first two conditions produces a two-line entry: the first lineshowing the message number, severity, and message text; and the secondshowing the employee ID, department number, and earnings type. Either ofthese messages can be suppressed by updating the Message Table so that theseverity is zero.




SCHEDULE 103 QTR 00 ENDING 08/22/01—W1 B1 PAYROLL AUDIT REPORT CHECK DATE 08/23/01ORG ID: ORG44 -CANADIAN GAS COMPANY

0004449999 EDMONDSON,DEBORA DEPT: 20203-001 DEPT OF SPENDING (2) LAST PAY: 08/15/01*************************** ACTIVE FULL-TIME TEMP0CUR PAYMENT NET PAY: 588.22 TOTAL GRS: 768.75 FWT GRS: 768.75 FICA C/QPP GRS: 768.75A 233023 3Y MEDICARE GRS: 0.00 ST/QWT GRS: 768.75 RTR GRS: 768.75 FUT GRS: 768.75

SUT GRS: 0.0008/23/01 TAX CD: FED-S01 ST-S /01 ST/P TXD-0902 UI PLAN-2

PAY CYCLE: W1 ACCRUALS: VACATION- 1.50 SICK LEAVE- 1.85 SPEC IND- SPEC AMT- 7634.00PROV: TAX CREDIT- 8,168.00 OTHER CREDIT- 0.00

NET PAY DISB TYPE: D CHECK/ADVICE DISTR: H TRANSIT: 122001107 ACCOUNT: 122001168910

080 CPP DEDN 32.97 084 CANADIAN EI 4.23 090 CAN FED TAX 143.33081 CPP CONTRB 32.97 C 085 CANADIAN EI C 5.50 C

––––––––––––––ACCOUNT–––––––––––––– CLASS –––––––––PAY––––––––––––––––––F-S FL TIME PERIOD TR PAY RATE CD0212450610 36494 110500 REG-REGULAR 768.75 1 1 40.00 08/22/01 AU 768.750 P

NEW BALANCES 5101 VACATION BALAN 52.50 5102 SICK LV BALANC 64.75 5106 WKS WORKED QTD 8.005107 PAY PDS YTD FE 34.00 5108 PY PDS YTD ST/ 34.00 5112 VAC EARNED YTD 51.005113 SICK EARNED YT 62.90 5160 REG HOURS YTD 1360.00 5164 ERISA HRS YTD 1360.005165 TOTAL HRS YTD 1360.00 5501 TOTAL GROSS YT 26137.50 5502 TOTAL GROSS QT 6150.005503 FICA GROSS YTD 26137.50 5504 FICA GROSS QTD 6150.00 5505 STATE GROSS YT 26137.505506 STATE GROSS QT 6150.00 5509 FWT GROSS YTD 26137.50 5510 FWT GROSS QTD 6150.005511 FUTA GROSS YTD 26137.50 5512 FUTA GROSS QTD 6150.00 5513 NOLIM FUT GRS 26137.505554 USER BAL 5554 26137.50 5559 TOTL GROSS FYT 26137.50 5565 RETR GROSS YTD 26137.505655 EM ST TTL GRS 26137.50 5656 EM ST TTL GRS 6150.00 080Y CPP DEDN 1028.25081Y CPP CONTRB 1028.25 084Y CANADIAN EI 575.03 085Y CANADIAN EI C 747.57090Y CAN FED TAX 5966.84

021449999 SHEA,ANGELINA JOSEPHINA DEPT: UNIT3-EEO STARFLEET MECHANICS LAST PAY: 08/08/01********************************** ACTIVE FULL-TIME REGCUR PAYMENT NET PAY: 516.48 TOTAL GRS: 500.00 FWT GRS: 500.00 FICA C/QPP GRS: 500.00A 233033 3Y MEDICARE GRS: 0.00 ST/QWT GRS: 500.00 RTR GRS: 500.00 FUT GRS: 500.00

SUT GRS: 0.00 SDI GRS: 500.00ADVANCED: 100.00

08/23/01 TAX CD: FED-S03 ST-S /03 ST/P TXD-0903 UI PLAN-2PAY CYCLE: B1 ACCRUALS: VACATION- 6.16 SICK LEAVE- 4.70 SPEC IND- SPEC AMT- 7634.00PROV: TAX CREDIT- 7,634.00 OTHER CREDIT- 0.00 TAX REDUCTION FACTOR- 900.00

Figure 5-35 Payroll Audit Report (PAYR095)

3. The cause of any fatal error during production of this report

For any fatal error condition, the appropriate reference information isprovided in addition to the message.

Deduction Reporting

A maximum of 200 report variations showing different combinations ofdeductions and reductions (pre-tax deductions) can be requested by the userwith the Deduction Report Generator Run Specification. The run specificationprovides a mechanism for selecting which reports are to be produced andwhich elements are to appear on the reports. The reports are produced withcurrent data from the Payroll Audit File and/or Employee Data Base, asrequired, depending on the elements specified by the user.

Run Control Report (PAYR120)

The PAYR120 Run Control Report is a status report listing the runspecifications entered by the user, those accepted, and those rejected withassociated error messages. It also produces a summary of the reports andentries per report when the processing is completed.




PAYROLL PROCESSING RUN DATE 11/15/96RUN DIAGNOSTIC REPORT


44-903 FATAL ERROR INVALID ID OR DATA ON RUN SPECIFICATION

Figure 5-36 Run Diagnostic Report (PAYR097)

PAYR120/PP4900XX/081597 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001PAYROLL PROCESSING RUN DATE 07/21/97RUN CONTROL REPORT

ORG ID: ORG12 -JRJ CORPORATIONCARD REPORT ELEMENT REPORT EMPLOYEES SORT OUTTYPE ID TYPE SELECTED ORDER OPTIONS PUT STATUSDR BND -075 (BOND DEDUCTN) S C A S Y U ACCEPTED 1DR OTH -004 (PRETAX HLTH ) -052 (MED HLTH PLN) -053 (MED PLN 2 CN) S C A S Y D

-170 (PARKING ) -120 (CLUB DUES ) ACCEPTED 2DR 401 -028 (401K DEDCTN ) -029 (401K CONTRB ) S C A S Y ACCEPTED 3

Figure 5-37 Run Control Report (PAYR120)

Detailed Deduction Report (PAYR121)

The PAYR121 Detailed Deduction Report lists a particular deduction orcontribution (including adjustments) or a set of them for the current payrollschedule for all organization employees. It lists both deductions/contributionsper employee and totals for all employees. The report always accesses theEmployee Data Base to select the suspended/prepaid balance and theyear-to-date balance of the elements requested. With the Deduction ReportGenerator Run Specification, the user may opt to request any of the followingbalances:

� Employment-to-date balance

� User balance

� Declining balance

� Quarter-to-date balance

If the option is left blank, the system defaults to the quarter-to-date balance.

Within organization ID, there are four possible sequences in which the datamay be presented:

� Employee ID

� Alphabetical by name

� Element number within employee ID

� Element number within employee name

Within each organization ID, the report totals are generated by:

� Number of Employees

� Deduction Amount

� Total Deduction from Prepayment

� Total YTD Adjustments

� Total Receivables

� Total Suspended Amount

� Deductions Not Taken

� Employee Total (whenever more than one deduction is associated with an

employee on a requested report)



Standard Deduction Report (PAYR122)

The PAYR122 Standard Deduction Report displays summary information byemployee for a particular deduction or contribution or by sets ofdeductions/contributions. The user may specify current deductions and otherpertinent information based on the following options specified on theDeduction Report Generator Run Specification form:

� Year-to-date or fiscal year-to-date

� Quarter-to-date

� Declining balance

� User balance

� Employment-to-date balance

� Suspended balance

� Deduction not taken

Within organization ID, there are four possible sequences in which the datamay be presented:

� Employee ID

� Alphabetical by name

� Element number within employee ID

� Element number within employee name

Within each organization ID, the report totals are generated by:

� Number of Employees

� Total Activity



PAYR121/PP4900XX/111598 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001REPORT ID BND PAYROLL PROCESSING RUN DATE 10/02/98SCHEDULE 103 QTR 00 ENDING 09/24/98-W1 B1 DETAILED DEDUCTION REPORT CHECK DATE 09/27/98

ORG ID: -MONOCO CORPORATIONBOND DEDUCTN -075

EMPLOYEE + SUSPENSE SPECIAL YEARIDENTIFICATION NAME TRANS DATE ELEM ACTION AMOUNT - PREPAID BALANCE TO-DATE

013009999 DAY,BONNIE PAYROLL 09/24/98 075 DEDUCTION 10.00 Y 10.00 10.00054009999 MCRISER,ERLA PAYROLL 09/24/98 075 DEDUCTION 50.00 Y 50.00 50.00057009999 PEACH,ALLEN A PAYROLL 09/24/98 075 DEDUCTION 50.00 Y 100.00 50.00064009999 MEADOWS,FRANCIS PAYROLL 09/24/98 075 DEDUCTION 25.00 Y 200.00 50.00069009999 VOICE,HORACE PAYROLL 09/24/98 075 DEDUCTION 50.00 Y 100.00071009999 DONNAY,CHER HAND DR 09/24/98 075 DEDUCTION 10.00 4Y 70.00 10.00

PAYROLL 09/24/98 075 DEDUCTION 10.00 Y* NET DEDUCTIONS 20.00

104009999 PRESTER,SARA PAYROLL 09/24/98 075 N DED - NOT TAKEN 25.00 Y 75.00107009999 PEAL,IRA PAYROLL 09/24/98 075 REFUND 5.00-Y 10.00

PAYROLL 09/24/98 075 DEDUCTION 5.00 Y114009999 FURUTA,KEN PAYROLL 09/24/98 075 DEDUCTION 25.00 Y 25.00 50.00121009999 ZARK,NOAH PAYROLL 09/24/98 075 DEDUCTION 50.00 Y 400.00 100.00135009999 BONITA,RUTH PAYROLL 09/24/98 075 DEDUCTION 10.00 Y 30.00 20.00

TOTAL PAYROLL DEDUCTIONS 290.00

TOTAL YTD 525.00

Figure 5-38 Detailed Deduction Report (PAYR121)

� Employee Receivables

� Employee Suspended Amounts

� Deductions Not Taken (if option taken)

Bond Reporting

The specialized Bond Reporting function creates an electronic transfer file tobe transmitted when bonds are purchased and produces reports showing allemployee savings bond activity. The Bond Reporting Run Specification formis required to create the Treasury Bond Electronic Submission File andproduce the reports.

Bond Deduction Report (PAYR160)

The PAYR160 Bond Deduction Report identifies only employees who havehad bond deductions during the current payroll run or who have bondbalances in the Employee Data Base. The following information is displayedfor each employee:

� Employee ID

� Name

� Bond Number



PAYR122/PP4900XX/111598 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001REPORT ID OTH PAYROLL PROCESSING RUN DATE 10/02/98SCHEDULE 103 QTR 00 ENDING 09/24/98-W1 B1 STANDARD DEDUCTION REPORT CHECK DATE 09/27/98

ORG ID: -MONOCO CORPORATIONPRETAX HLTH DED-004 MED HLTH PLN 2 -052 MED PLN 2 CNTRB-053 UNITED FUND -160 PARKING -170

CLUB DUES -120

EMPLOYEE PRE DECLINING YEARIDENTIFICATION NAME TRANS DATE ELEM AMOUNT PAY BALANCE TO-DATE

010009999 MALT,MARLENE PAYROLL 09/24/98 004 30.00PAYROLL 09/24/98 004 30.00 90.00

012009999 MCFERRIS,JAMIE CANCEL 09/24/98 004 15.00-071009999 DONNAY,CHER HAND DR 09/24/98 004 30.00

* NET COLLECTED 75.00

057009999 PEACH,ALLEN A PAYROLL 09/24/98 052 37.28069009999 VOICE,HORACE PAYROLL 09/24/98 052 37.28 447.36104009999 PRESTER,SARA PAYROLL 09/24/98 052 37.28109009999 DARIO,DONALD PAYROLL 09/24/98 052 37.28


057009999 PEACH,ALLEN A PAYROLL 09/24/98 053 22.50069009999 VOICE,HORACE PAYROLL 09/24/98 053 22.50 270.00104009999 PRESTER,SARA PAYROLL 09/24/98 053 22.50109009999 DARIO,DONALD PAYROLL 09/24/98 053 22.50


122009999 HALL,CLARENCE PAYROLL 09/24/98 120 10.00146009999 READER,ROBERT J PAYROLL 09/24/98 120 1.00

051009999 MCMANLEY,GLEN PAYROLL 09/24/98 160 .00 40.00 10.00054009999 MCRISER,ERLA PAYROLL 09/24/98 160 10.00 40.00 10.00138009999 PARKER,BONNIE PAYROLL 09/24/98 160 .00 10.00 20.00

010009999 MALT,MARLENE PAYROLL 09/24/98 170 10.00138009999 PARKER,BONNIE PAYROLL 09/24/98 170 .00 60.00146009999 READER,ROBERT J PAYROLL 09/24/98 170 1.00

TOTAL ACTIVITY 264.34 989.14SUSPENDED DEDUCTIONS 29.78-

Figure 5-39 Standard Deduction Report (PAYR122)

� Previous Bond Balance (computed)

� Total Bond Deduction

� Bond Balance Before Purchase (computed)

� Purchase Price (this is the face value amount of the bond)

� Number of Bonds Purchased

� Bond Series

� Cost of Bonds Purchased

� Current Bond Balance

� Employee Subtotals

Totals are accumulated for all columns on this report.

Bond Purchases Report (PAYR161)

The PAYR161 Savings Bond Purchases Report identifies only employeeswho have purchased bonds during the current payroll run. The report isintended to be sent to the agency issuing the bond to the employee. Thefollowing information is displayed for each employee:

� Bond Owner’s Name

� Bond Owner’s Social Security Number

� Address of Owner (street, city, state, and ZIP/postal code)




PAYROLL PROCESSING RUN DATE 06/20/06BOND DEDUCTION REPORT CHECK DATE 08/27/01


EMPLOYEE BOND PREVIOUS TOTAL BAL BEFORE PURCHASE NO. BONDS TOTAL CURRENTID. NO. NAME NO BALANCE DEDUCTED PURCHASE PRICE PURCHASED COST BALANCE

001209999 GONZALES,BOSCO E. 1 200.00 100.00 300.00 100.00 3 EE 300.00 .00

2 .00 100.00 100.00 100.00 1 EE 100.00 .00

3 .00 100.00 100.00 100.00 1 I 100.00 .00

* TOTAL * 200.00 300.00 500.00 300.00 5 500.00 .00

001119999 GONZALES,JERRY P. 1 200.00 100.00 300.00 100.00 3 EE 300.00 .00

2 400.00 50.00 450.00 100.00 4 EE 400.00 50.00

* TOTAL * 600.00 150.00 750.00 200.00 7 700.00 50.00

001009999 GONZALES,LARRY D. 1 200.00 100.00 300.00 100.00 3 EE 300.00 .00

* TOTAL * 200.00 100.00 300.00 100.00 3 300.00 .00

001109999 RAFFERTY,BERRY P. 1 200.00 100.00 300.00 100.00 3 EE 300.00 .00

2 400.00 50.00 450.00 100.00 4 EE 400.00 50.00

* TOTAL * 600.00 150.00 750.00 200.00 7 700.00 50.00

* TOTAL * 1,600.00 700.00 2,300.00 800.00 22 2,200.00 100.00

Figure 5-40 Bond Deduction Report (PAYR160)

� Beneficiary’s Name

� Beneficiary’s Social Security Number

� Co-owner/Beneficiary Indicator

� Number of Bonds Purchased

� Bond Series

� Purchaser’s Name and Employee ID

The report displays bond denomination subtotals and a grand total. This reportis produced in organization ID and in bond denomination order. Changes ineither cause printing to begin on a new page.

Bond Warning Messages Report (PAYR162)

The PAYR162 Warning Messages Report contains two types of errors withcorresponding messages for each:

1. The report lists employee IDs for whom a bond purchase was madeduring the current month, but who are not listed on the Employee DataBase. These employees are displayed by employee ID and by errormessage.

2. The report also lists system messages reflecting unique conditionsencountered during the processing of bond information. These messagesare identified by error severity, error message number, and message text.




BOND PURCHASES REPORT CHECK DATE 08/27/05


BOND DENOMINATION 100.00 PURCHASE PRICE 100.00

OWNERS CO-OWNER (C) OR NO. BONDS TOTALOWNERS NAME AND ADDRESS SOC SEC NO BENEFICIARY (B) C/B PURCHASED COST PURCHASER / ID

RANDY THAMES 428-93-8798 NANCY THAMES B 1 I 100.00 GONZALES,BOSCO E.49408 LONGWAY SS NO: 444-44-5560 001209999WHITEN TN 54445

BOND DENOMINATION 100.00 NO PURCHASED 1 TOTAL COST 100.00

Figure 5-41 Bond Purchases Report (PAYR161)

Bond Termination Report (PAYR159)

The PAYR159 Bond Termination Report lists inactive employees with anoutstanding bond (GTN) balance. This report can be used to determine if anemployee should be refunded the remaining balance. The followinginformation is displayed for each employee:

� Employee ID

� Name

� Employment Status

� Employment Status Date

� Bond Balances for Each Available Bond Allocation

� Employee’s Address (Street, City, State, ZIP)

Outstanding Bond Balances with No PAR Activity Report (PAYR163)

The PAYR163 Outstanding Bond Balances Report lists active employees withoutstanding bond balances when there was no prior payroll activity. Thefollowing information is displayed for each employee:



PAYR159/PP58T0XX/061506 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

PAYROLL PROCESSING RUN DATE 06/20/06BOND TERMINATION REPORT

ORGANIZATION-ID:

STATUS BOND 1 BOND 2 BOND 3EMPLOYEES NAME AND ADDRESS EMPLOYEE ID STATUS DATE BALANCE BALANCE BALANCE TOTAL

GONZALES,JERRY P. 001149999 T 08/12/03 50.00 50.001459 WEST STPROVO UT 55431

RAFFERTY,BERRY P. 001109999 T 08/12/03 50.00 50.001459 WEST STPROVO UT 55431

* TOTAL * 100.00

Figure 5-42 Bond Termination Report (PAYR159)


PAYROLL PROCESSING RUN DATE 11/15/96SCHEDULE 034 ENDING 11/15/96- BOND WARNING MESSAGES CHECK DATE 11/15/96

ORG ID: -ALL ORGANIZATIONS IN SCHEDULE

EMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - -M E S S A G E T E X T - - - - - - - - - - - - - -

58-001 SERIOUS ERROR ORGANIZATION SPECIFIED IS NOT ON CONTROL FILEORG21



Figure 5-43 Bond Warning Messages Report (PAYR162)

� Employee ID

� Name

� Deduction Schedule

� Element

� Bond G and U Balances for Each Available Bond Allocation

Payroll History Reporting

The PAYR105 Payroll History Report is a variant of the PAYR095 PayrollAudit Report. The major difference is that the Payroll Audit Report isrestricted to reporting a single payroll schedule, while the Payroll HistoryReport can cover any span of time the user may define — for example, amonth, a quarter, or a year. Also, the Payroll History Report does not includethe hour and dollar balances from the Employee Data Base that may beincluded on the Payroll Audit Report.

Like the Payroll Audit Report, the Payroll History Report is also a candidatefor microfilm or microfiche. Because of its size, it too comes with an index(PAYR106) to facilitate using the main report, although its indexes areproduced separately from the Payroll History Report.

The system maintenance of payroll history refers to the merging of the currentPayroll Audit File with the existing Payroll History File. The Payroll HistoryFile is a merged file from one or more previous payroll processes.

Payroll History Maintenance Report (PAYR110)

The PAYR110 Payroll History Maintenance Report is requested with aPayroll History Maintenance Run Specification that defines whether there isan old Payroll History File to be read.




PAYROLL PROCESSING RUN DATE 06/20/06OUTSTANDING EDB BOND BALANCES WITH NO PAR ACTIVITY


SCHD ELE BALANCE-1BALANCE-2 BALANCE-3EMPLOY-NO EMPLOYEE NAME TYPE NUM G U

G U G U

001109999 RAFFERTY,BERRY P. W1 457$50.00 $50.00

001119999 GONZALES,JERRY P. W1 457$50.00 $50.00

TOTALS FOR BOND ELEMENT == 075 $.00$.00

TOTALS FOR BOND ELEMENT == 457$100.00 $100.00

TOTALS FOR BOND ELEMENT == 458$.00 $.00

EMPLOYEES-SELECTED = 2

Figure 5-44 Outstanding Bond Balances with No PAR Activity Report (PAYR163)

The Payroll History File provides record counts reported on the PAYR110Payroll History Maintenance Report, which also identifies errors or abnormalends encountered during payroll history maintenance processing.

Payroll History Report (PAYR105)

The PAYR105 Payroll History Report is a detailed cumulative record of eachemployee’s payroll activity during a given period. The Payroll HistoryReporting Run Specification form is required to define the beginning and enddates to be selected from the Payroll History File for printing on the PayrollHistory Report. This lists not only checks and advices, but also all expensetransfers, check cancellations, overpayments, and hand-drawn check activityand all adjustments to balances included in all payrolls for the selected period.

The beginning and end dates of the period included on the report appear in theupper left corner on the third line.

The first line of an employee’s record lists employee ID and name,department number and name, and prior employee ID number if any. Thesecond line highlights the employee ID and name with a string of asterisksand lists the employee status. If the status is not active, the date the statuschanged from active appears after the nonactive status, for example,SEPARATED: MM/DD/YY.

Transactions for each employee are reported in descending order of payperiod ending dates beginning with the most recent. This date and thethree-digit payroll schedule code are shown at the far right of the third line ofexpense transfers, first line of balance adjustments, and fifth line of checkidentification.

If there are multiple activity records for an employee, expense transfersconsisting of several earnings distribution lines appear first. Next comecancellations, overpayments, hand-drawn checks, and current activity, in that

order. These transactions contain five lines of check identification andinformation about various grosses, followed by the gross-to-net detail linesand the earnings distribution lines.




PAYROLL PROCESSING RUN DATE 11/01/96PAYROLL HISTORY MAINTENANCE


46-140 INFORMATIONAL PROGRAM CREATING PAY AUDIT SUB FILE BEGINNING WITH REFERENCED DATESUB FILE BEGIN DATE 11/01/1996

46-100 INFORMATIONAL MERGE STATISTICAL INFORMATION

ORGANIZATION ID: *** ALL SPACES *** FILE 1 IN: 85 FILE 2 IN: 0 FILE OUT: 85 SUB OUT: 85ORGANIZATION ID: ORG065 FILE 1 IN: 7 FILE 2 IN: 0 FILE OUT: 7 SUB OUT: 7ORGANIZATION ID: ORG11 FILE 1 IN: 22 FILE 2 IN: 0 FILE OUT: 22 SUB OUT: 22ORGANIZATION ID: ORG12 FILE 1 IN: 25 FILE 2 IN: 0 FILE OUT: 25 SUB OUT: 25ORGANIZATION ID: ORG13 FILE 1 IN: 13 FILE 2 IN: 0 FILE OUT: 13 SUB OUT: 13ORGANIZATION ID: ORG44 FILE 1 IN: 28 FILE 2 IN: 0 FILE OUT: 28 SUB OUT: 28ORGANIZATION ID: ORG46 FILE 1 IN: 24 FILE 2 IN: 0 FILE OUT: 24 SUB OUT: 24ORGANIZATION ID: TOTALS - ALL ORGS FILE 1 IN: 204 FILE 2 IN: 0 FILE OUT: 204 SUB OUT: 204

46-120 INFORMATIONAL MERGE HAS PROCESSED SUCCESSFULLY

Figure 5-45 Payroll History Maintenance Report (PAYR110)

Check Identificationand Grosses

The left-most item in the first of these lines identifies the type of transaction,for example, CURRENT PAYMENT, CANCELLATION, etc. The remainderof the line identifies the net pay, total gross, FWT gross, FICA C/QPP gross,and Medicare gross.

The second line contains the check (or advice) number, the quarter code andyear indicator, the ST/QWT taxable gross, the retirement gross, the FUTgross, the SUT gross, the state disability gross, and the second state gross, ifapplicable.

The third line indicates any bonds purchased during this period and printslocal tax grosses. For bonds, the number and value are given. Local gross datais given after any bond data with headings for Local Gross One (LCL1- ) orLocal Gross Two (LCL2- ). If the check included an advance, the advanceamount is shown. For excess life insurance, the amount for the applicablededuction schedule is shown. This line is not printed if there is no data toreport.

The fourth line contains the check date for current payments. It also identifiesthe tax codes used. An additional line of tax code information is printed if asecond state is taxed.

The fifth line contains accrual amounts for leave and vacation. Forcancellations, overpayments, and hand-drawn checks, this data is notavailable. The space is also used to indicate the payroll schedule number, payperiod ending date, and payroll cycle type.

If the disbursement was a separate check, an additional line is printed with theseparate check number, voluntary deduction indicator, deduction schedulecode, and separate check pay period end date.

The next lines are printed only for current payment transactions and containdisbursement information:

� For net pay disbursement type and check/advice distribution.

� For direct deposits of net pay, financial institution transit number and

bank account number.

� For net pay prenotifications, disbursement type, transit number, and

account number.

� For additional direct deposits, GTN element, deposit amount, financial

institution transit number, and bank account number. A zero amount

indicates prenotification.

Gross-to-Net Detail These lines display gross-to-net activity in three columns to be read left toright. Deductions and reductions (pre-tax deductions) appear first, followedby contributions and deductions not taken. Each deduction shows thegross-to-net element number, a description, and amount. The two spacesimmediately following the amount are used to identify unusual activity. Thefirst space identifies the following conditions:

� A - a prepayment was entered for the amount shown



� P - the deduction was taken from a prepayment

� S - the deduction was suspended

� R - the deduction was suspended as a receivable

� D - the deduction was taken from a suspended balance

� V - the deduction was taken from a suspended receivable balance

� N - the deduction was not taken

The second space identifies the following conditions:

� R - identifies a refund

� O - identifies a one-time deduction

� C - identifies a contribution

EarningsDistribution Lines

Each line identifies one earnings distribution and lists the account, job class,earnings type and gross (pay), time worked, and pay period end date(followed by an A if the transaction is a retroactive rate adjustment).

Prior Tax BalanceAdjustments

If adjustments to prior tax elements were processed through payroll input,they are identified. Three sets of prior tax information may appear on a line,with each set consisting of a prior tax element, its description, and itsassociated value. If adjustments to multiple owning entities were entered, thereport will separate each entity’s adjustments from the others with a blankline.

Current BalanceAdjustments

(gross-to-net anddollar balances)

The adjustment amounts appear in a three-column format similar to the oneused for prior tax adjustments and deductions. The element number appearsfirst. If the adjustment or new balance is for a gross-to-net element number, itis immediately followed by the balance type:

� G - gross-to-net entry (deduction/contribution)

� S - suspense/prepay

� Q - quarter-to-date

� Y - year-to-date

� D - declining balance

� E - employment-to-date

� F - fiscal year-to-date

The element description and the adjustment amount appear to the right of theelement number and balance type.

Note: The following report sample represents a Canadian organization. Thesystem prints fewer fields for U.S. organizations.






REPORT PERIOD 08/01/2001-08/31/2001 PAYROLL HISTORY REPORTORG ID: ORG44 -CANADIAN GAS COMPANY

004449999 EDMONDSON,DEBORA DEPT: 20203-001 DEPT OF SPENDING (2)*************************** ACTIVE FULL-TIME TEMPCUR PAYMENT NET PAY: 588.22 TOTAL GRS: 768.75 FWT GRS: 768.75 FICA C/QPP GRS: 768.75A 233023 3Y MEDICARE GRS: 0.00 ST/QWT GRS: 768.75 RTR GRS: 768.75 FUT GRS: 768.7508/23/01 TAX CD: FED-S01 ST-S /01 ST/P TXD-0902 UI PLAN-2

ACCRLS: VACATION- 1.50 SICK LEAVE- 1.85 SCHED: 103 END 08/22/01 W1 SPEC IND- SPEC AMT- 7634.00PROV: TAX CREDIT- 8,168.00 OTHER CREDIT- 0.00


080 CPP DEDN 32.97 084 CANADIAN EI 4.23 090 CAN FED TAX 143.33081 CPP CONTRB 32.97 C 085 CANADIAN EI C 5.50 C

––––––––––––––ACCOUNT–––––––––––––– CLASS –––––––––PAY––––––––––––––––––F-S FL TIME PERIOD TR PAY RATE CD0212450610 36494 110500 REG-REGULAR 768.75 1 1 40.00 08/22/01 AU 768.750 P

006449999 FENNELL,LUCINDA DEPT: 20204-000 EASTERN REGION MAIN OFFICE************************** ACTIVE FULL-TIME REGCUR PAYMENT NET PAY: 9.44 TOTAL GRS: 0.00 FWT GRS: 0.00 FICA C/QPP GRS: 0.00A 233025 3Y MEDICARE GRS: 0.00 ST/QWT GRS: 0.00 RTR GRS: 0.00 FUT GRS: 0.0008/23/01 TAX CD: FED-S02 ST-S /02 ST/P TXD-0908 UI PLAN-2

ACCRLS: VACATION- 0.00 SICK LEAVE- 0.00 SCHED: 103 END 08/22/01 B1PROV: TAX CREDIT- 0.00 OTHER CREDIT- 0.00


084 CANADIAN EI 9.44- 085 CANADIAN EI C 12.27- C

007449999 FELZIEN,MICHAEL DEPT: 20204-000 EASTERN REGION MAIN OFFICE************************** ACTIVE FULL-TIME REGCUR PAYMENT NET PAY: 3.52 TOTAL GRS: 0.00 FWT GRS: 0.00 FICA C/QPP GRS: 0.00A 233024 3Y MEDICARE GRS: 0.00 ST/QWT GRS: 0.00 RTR GRS: 0.00 FUT GRS: 0.0008/23/01 TAX CD: FED-S02 ST-S /02 ST/P TXD-0908 UI PLAN-2

ACCRLS: VACATION- 0.00 SICK LEAVE- 0.00 SCHED: 103 END 08/22/01 B1 SPEC IND- SPEC AMT- 6000.00PROV: TAX CREDIT- 0.00 OTHER CREDIT- 0.00



008449999 MACKLIN,T.G. DEPT: 99205-000 DEPT OF COMPUTER SCI (1)*********************** ACTIVE FULL-TIME REGCUR PAYMENT NET PAY: 4.80 TOTAL GRS: 0.00 FWT GRS: 0.00 FICA C/QPP GRS: 0.00A 233027 3Y MEDICARE GRS: 0.00 ST/QWT GRS: 0.00 RTR GRS: 0.00 FUT GRS: 0.0008/23/01 TAX CD: FED-S02 ST-S /02 ST/P TXD-0908 UI PLAN-1

ACCRLS: VACATION- 0.00 SICK LEAVE- 0.00 SCHED: 103 END 08/22/01 B1 SPEC IND- SPEC AMT- 6000.00PROV: TAX CREDIT- 0.00 OTHER CREDIT- 0.00



Figure 5-46 Payroll History Report (PAYR105)

Payroll History Report Index (PAYR106)

The PAYR106 Payroll History Report Index provides one-line summaries ofthe Payroll History Report and indexes the data in two reporting sequences:by name and name within department. The index sequence is identified in thecenter of the report immediately under the report title. The index report isseparate from the Payroll History Report.

� NAME ORDER index lists all employees included in the Payroll History

Report alphabetically by last name. In addition, it displays department

number, employee ID number, employment status, and the Payroll

History Report page number on which the data for the employee begins.

� DEPARTMENT/NAME sequence index is identical in content with the

name order index, but lists names within departments.

Error and Warning Messages (PAYR107)

The PAYR107 Error and Warning Messages Report identifies all employeeson the Payroll History Report whose departments are not in the Department




REPORT PERIOD 11/01/1996-12/31/1996 PAYROLL HISTORY REPORT INDEXORG ID: -MONOCO CORPORATION

NAME ORDEREMPLOYEE NAME DEPT NO ID NO STATUS RPT PAGE

BASHFUL,GEORGE 20202-000 249009999 ACTIVE 26BASHFUL,LOUISE 20202-000 250009999 ACTIVE 27BASHFUL,SUE 20202-000 251009999 ACTIVE 27BINFORD,BRUCE 20202-000 236009999 ACTIVE 21BRONSKI,ASHLEY 20205-001 032009999 ACTIVE 3BUS-STOP,MARTHA 20205-001 214009999 ACTIVE 16CHAMP,IRVING 20202-000 205009999 ACTIVE 13CHAMPION,IRVING 20202-000 003009999 ACTIVE 1CLANCY,ROBERT 20205-001 100009999 ACTIVE 9CRONSKI,ASHLEY 20205-001 232009999 ACTIVE 19DARIO,DONALD 99205-002 109009999 ACTIVE 10DAY,BONNIE 20204-000 013009999 ACTIVE 3DAY,CLOUDY 20204-000 213009999 ACTIVE 16DONNAY,CHER 88203-001 071009999 ACTIVE 8DROLL,KATHY 88204-001 065009999 ACTIVE 6FAIRMONT,CARL 88204-001 074009999 ACTIVE 8FINLEY,BONNIE 20202-000 033009999 ACTIVE 4FINLEY,BRUCE 20202-000 235009999 ACTIVE 21FOLEY,AXEL 20204-000 239009999 ACTIVE 23FOLEY,CLARENCE 20204-000 039009999 ACTIVE 4FOLEY,GREASE 20204-000 339009999 ACTIVE 30FURUTA,KEN 99205-003 114009999 ACTIVE 10GONZALES,LARRY D. 20250-005 001009999 ACTIVE 1GOOD,JOHNNY B. 88204-001 066009999 ACTIVE 7HALL,CLARENCE 99205-002 122009999 ACTIVE 11HIRT,TERRANCE 88203-001 068009999 ACTIVE 7JORDAN,STEPHEN U 88204-001 056009999 LV W/ PAY 5KENNEDY,KEITH 20203-000 212009999 ACTIVE 15KENNEDY,KENDALE 20203-000 211009999 ACTIVE 15KENNEDY,KENNETH 20203-000 011009999 ACTIVE 2KINLEY,BONNIE 20202-000 234009999 ACTIVE 20LOSER,IRVING 20202-000 206009999 ACTIVE 14MALT,CHOCKLUT 20250-005 310009999 ACTIVE 29MALT,MARLENE 20250-005 210009999 ACTIVE 14MALT,MARLENE 20250-005 010009999 ACTIVE 2MARTINI,DAVID 20203-000 059009999 LV W/ PAY 6MCFEE,ALEX 88203-001 072009999 ACTIVE 8MCFERRIS,JAMIE 20204-000 012009999 ACTIVE 3MCMANLEY,GLEN 88204-001 051009999 ACTIVE 5MCRISER,ERLA 88204-001 054009999 LV W/ PAY 5MCVICKER,DONALD 99205-002 144009999 ACTIVE 12MEADOWS,FRANCIS 20250-005 064009999 ACTIVE 6MIRES,VERONICA 20203-000 006009999 ACTIVE 2PARKER,BONNIE 99204-002 138009999 ACTIVE 11PEACH,ALLEN A 88204-001 057009999 ACTIVE 5PEAL,IRA 88203-002 107009999 ACTIVE 10PELLOSA,AARON 99204-002 102009999 ACTIVE 9

Figure 5-47 Payroll History Report Index (PAYR106)

Table (see Maintaining Control Tables), or who received earnings and whoseearnings type is no longer in the Earnings Table (see Maintaining Control

Tables). This report also identifies the cause of any abnormal end inprocessing.

On the line following the message number, severity, and text, the employeeID and department number or earnings type will appear for either of theconditions cited above.

Expense Distribution Reporting

During expense distribution processing, the System creates a file used to postpayroll information to the general ledger, calculates benefits, accrues partialpayrolls, and prepares cost center reports. Although the methods for handlingthese tasks vary widely from company to company, the purpose of expensedistribution remains the same:

� To identify payroll expenses and liabilities

� To create transactions that will post these expenses and liabilities to

appropriate general ledger accounts

The concept of payroll expense accrual is important in expense distributionprocessing. Payroll accrual calculations occur when the payroll cycles do notagree with the accounting cycles. For example, a company may have amonthly accounting cycle and biweekly payroll cycles. In any given monththere will be two and a fraction pay cycles (two complete cycles and four daysof another cycle). The cost of four days of payroll is calculated (accrued) andposted to the general ledger so the complete month of payroll can be recorded.

Expense distribution also produces reports which allow detailed reconciliationwith similar reports produced during gross pay derivation, gross-to-net, andfinancial controls processing. These verify that data used to report payrollexpense distribution is the same as data generated from payroll processing.

The Expense Distribution File Generation Run Specification is required togenerate certain expense distribution reports. The run specification includesthe accounting period end date and expense accrual information fororganizations to be included.




PAYROLL REPORTING RUN DATE 11/15/96


47-903 FATAL ERROR INVALID ID ON RUN SPECIFICATION

Figure 5-48 Error and Warning Messages (PAYR107)

Financial Controls - Payroll Input Reconciliation Report (PEXP010)

The PEXP010 Input Reconciliation Report provides a basis for verifying thatthe correct Payroll Audit Files have been used in the expense distributionprocess. It also provides controls useful for verifying subsequent processing.

The totals on the first two lines are record counts for the files involved in theprocess:

� Payroll Audit File Records Read

� Expense Distribution Work File Records Written

The next set of totals is based on the Payroll Audit File transaction types:Cancellations, Overpayments, and Hand-Drawn Checks. These totals can beverified against the same numbers in the PAYR061 and PAYR071 InputReconciliation Reports from gross-to-net and financial controls processing.This set gives record counts, gross dollars, and total hours for thesetransaction types.

Note: The G-T-N INPUT represents deductions and contributions extractedfrom the Payroll Activity File, and NET PAY indicates amounts input onthese transactions.

For expense transfers, two additional lines are provided: one is for totaldollars and hours in debit entries and the other is for total dollars and hours incredit entries.

Note: For CURRENT ACTIVITY, only total dollars and hours appear. Totalhours may not agree with the total appearing on the PAYR052 Total GrossPayroll Report because hours from memo items (taxable but not subject towithholding) are added to the total on PEXP010, but not to the column totalon the PAYR052 Total Gross Payroll Report. (If PEXP010 is run monthly,

then its CURRENT ACTIVITY is for all payrolls in that month; its figures will

not balance with those on reports for a single payroll.)

The following several lines include total gross, total reductions, totaldeductions, total contributions, and total net pay information that can beverified directly with the comparable numbers on the Total Activity pages ofthe PAYR074 Gross-to-Net Activity Report. There is, however, an exception:total contributions will not match those on the PEXP010 report becausecontributions on PEXP010 include FICA and FICA Medicare employercontributions, whereas PAYR074 does not include them.

The last section is for DERIVED CONTROLS which establish a basis forverifying subsequent processing. ADVANCES (ENTERED AND DERIVED)are the net of advances issued and advance paybacks collected.PREPAYMENTS ENTERED are equivalent to amounts under the PREPAYINPUT column shown in the PAYR074 Gross-to-Net Activity Report.BENEFITS (DERIVED) are the total calculated benefits charged todepartments. The benefits are calculated on all earnings, including memoitems. Therefore, the amount printed for BENEFITS DERIVED may differ



from the result obtained by computing benefits percent (from the SystemsParameter Table) X Total Gross (as printed on this report).

Financial Controls—Total Gross Payroll Report (PEXP011)

The PEXP011 Total Gross Payroll Report can be reconciled with the totalgross pay shown in the PAYR052 Total Gross Payroll Report produced duringgross pay derivation processing. The reports reflect gross pay processed forthe current pay period. The pay period end date appears in the heading of thePEXP011 report.

Earnings types are listed with a total at the end of the list. For each earningstype, hours and gross pay are shown according to transaction type and total, asindicated in the column heading which reads as follows:

Current + Hand-Drawn - Cancelled - Overpayments = Total Payroll

Following this table is a one-line summary of the gross-to-net activity whichcan be reconciled to an identical line in the PAYR074 Gross-To-Net ActivityReport (Total Activity format). The content of each item in the equation isderived exactly as described for that report.



PEXP010/PP6100XX/071595 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

EXPENSE DISTRIBUTION PROCESS RUN DATE 11/15/96FINANCIAL CONTROLS



PAYROLL AUDIT FILE RCDS READ 76EXPENSE DISTR WORK RCDS WRITTEN 171

65 EXPENSE TRANSFERS 1 .00 .00DEBIT 195.00 16.00CREDIT 195.00- 16.00-


75 OVERPAYMENTS 0 .00 .00G-T-N INPUT .00NET PAY .00

80 HAND-DRAWN CHECKS 1 150.00 .00G-T-N INPUT 48.57NET PAY 108.18

85 CURRENT ACTIVITY 73 102,636.08 2,552.43NET PAY 65,440.68

TOTAL GROSS 102,786.08TOTAL REDUCTIONS 1,036.75TOTAL DEDUCTIONS 36,300.47TOTAL CONTRIBUTIONS 8,462.22TOTAL NET PAY 65,548.86DERIVED - CONTROLS

ADVANCES (ENTERED & DERIVED) 100.00PREPAYMENTS ENTERED 54.00BENEFITS (DERIVED) 16,445.75

Figure 5-49 Financial Controls - Payroll Input Reconciliation Report (PEXP010)

Expense Extract Messages Report (PEXP012)

The PEXP012 Expense Extract Messages Report identifies errors encounteredduring expense distribution processing. The report shows the messagenumber, text, and the severity for all errors encountered.




EXPENSE DISTRIBUTION PROCESS RUN DATE 11/15/96EXPENSE EXTRACT MESSAGES


61-904 WARNING ACCOUNT NOT DEFINED IN ORGANIZATION TABLE9-OVER-12 ACCOUNT POINTER = 08

Figure 5-50 Expense Extract Messages Report (PEXP012)



ORG ID: -MONOCO CORPORATION-TOTAL GROSS PAYROLL-

EARN CURRENT + HAND-DRAWN - CANCELLED -OVERPAYMENTS = TOTAL PAYROLLTYPE HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAY HOURS GROSS PAYABS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00ADL .00 1,247.00 .00 .00 .00 .00 .00 .00 .00 1,247.00BNS .00 6,975.00 .00 .00 .00 .00 .00 .00 .00 6,975.00BRD .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CAR .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CCM .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CLB .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CLF .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CLH 8.00 60.00 .00 .00 .00 .00 .00 .00 8.00 60.00CLL 5.00 18.75 .00 .00 .00 .00 .00 .00 5.00 18.75CLN .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *CLO .00 175.40 .00 .00 .00 .00 .00 .00 .00 175.40CLW .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CML .00 .00 .00 .00 .00 .00 .00 .00 .00 .00COM .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CON .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CPN .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CSI .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CSV .00 .00 .00 .00 .00 .00 .00 .00 .00 .00CVC .00 .00 .00 .00 .00 .00 .00 .00 .00 .00DIS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00FLP .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *FLU .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *GFT .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *HOL .00 .00 .00 .00 .00 .00 .00 .00 .00 .00HON .00 .00 .00 .00 .00 .00 .00 .00 .00 .00HOU .00 .00 * .00 .00 * .00 .00 * .00 .00 * .00 .00 *HOW .00 .00 .00 .00 .00 .00 .00 .00 .00 .00JUR 40.00 913.46 .00 .00 .00 .00 .00 .00 40.00 913.46MIL .00 .00 .00 .00 .00 .00 .00 .00 .00 .00MLS .00 125.00- .00 .00 .00 .00 .00 .00 .00 125.00-MOV .00 500.00 .00 .00 .00 .00 .00 .00 .00 500.00MRT .00 100.00 .00 150.00 .00 .00 .00 .00 .00 250.00OTP 39.50 683.87 .00 .00 .00 .00 .00 .00 39.50 683.87OTS .00 .00 .00 .00 .00 .00 .00 .00 .00 .00OT2 13.00 181.00 .00 .00 .00 .00 .00 .00 13.00 181.00OT3 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PER .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PFT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00PLN .00 .00 .00 .00 .00 .00 .00 .00 .00 .00REG 2,179.43 33,786.60 .00 .00 .00 .00 .00 .00 2,179.43 33,786.60RTN .00 .00 .00 .00 .00 .00 .00 .00 .00 .00RTR .00 .00 .00 .00 .00 .00 .00 .00 .00 .00RTT .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SCK 36.50 414.65 .00 .00 .00 .00 .00 .00 36.50 414.65SEV .00 .00 .00 .00 .00 .00 .00 .00 .00 .00SHF 33.00 106.70 .00 .00 .00 .00 .00 .00 33.00 106.70SH1 4.00 13.00 .00 .00 .00 .00 .00 .00 4.00 13.00SH2 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00

Figure 5-51 Financial Controls - Total Gross Payroll Report (PEXP011)

Financial Controls - Disbursement Summary Report (PEXP015)

The PEXP015 Disbursement Summary Report summarizes the effects of thedisbursement activity developed for each organization carried on the generalledger. It also provides a method of reconciling the payroll process and theexpense distribution process by comparing this report with the PAYR062Gross-to-Net Process Report produced during gross-to-net processing.

The report reflects all disbursement activity processed for the currentaccounting period; for example, gross pay, deductions, prepayments,suspended receivables, and net pay. Deductions for the current accountingperiod include deductions from prepayments and suspended receivables. Thereport does not reflect benefits from contributions, which are reported on thePEXP016 Financial Controls - Benefits Summary. The accounting periodend date is shown in the heading.

The report header is divided horizontally into three sections: PAYABLE,PREPAID, and RECEIVABLE. Each of these provides for an account numberand a dollar amount. Only items with nonzero amounts are reported, soaccruals do not appear if the organization does not accrue estimated expense.

The report data is divided vertically into four sections: EXPENDITURES,REDUCTIONS, DEDUCTIONS, and OFFSETS. The EXPENDITURESsection consists of three or fewer lines:

� EXP ACCRL-PRIOR is the total of those transactions reversing accruals

of estimated expenditures for a prior period.

� GROSS EARNINGS is the total of all earnings reported and processed in

the current accounting period.

� EXP ACCRL-CURRENT is the total of the journal entries accruing

estimates of expenditures for that portion of the current accounting period

not reported in the current payroll files (or that portion of the next period

that is included).

These three items are reported in horizontal columns of Payable and PayrollTotal.

Within the REDUCTIONS and DEDUCTIONS sections, gross-to-netelements are listed by Gross-to-Net Table codes. Totals appear for each groupand for each section. The PAYROLL TOTAL column contains the net totalfor each line. The Reductions and Deductions can be reconciled with theircounterparts on the PAYR062 Gross-to-Net Process Report and the PAYR074Gross-to-Net Activity Report (Total Activity pages).

Note: PAYR062 and PAYR074 provide data for single payroll periods, whilePEXP015 may accumulate data for multiple pay periods.

The OFFSETS section contains a maximum of five lines:

� ADVANCES

� NET PAY



� CASH is used to record prepayments received and deductions suspended

as receivables.

� EXP ACCRL-NET CHG is the difference between current and prior

period estimated expenditures; it is journalized as a nonreportable

expenditure.

� ACCRUED SALARIES are the total of FACULTY SALARIES reserved

for disbursement during a future period, that is, for Summer months.

Financial Controls - Benefits Summary Report (PEXP016)

The PEXP016 Benefits Summary Report summarizes the effects of thebenefits accrued during the expense distribution process and the employercontributions developed during the payroll calculation process for eachorganization on the general ledger.

PEXP016 reflects all benefits developed from gross earnings and allcontributions processed for the current accounting period. The accountingperiod end date is shown in the heading.



PEXP015/PP61A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001


ORG ID: -MONOCO CORPORATIONDISBURSEMENT SUMMARY

* * * * P A Y A B L E * * * * * * * * P R E P A I D * * * * * * R E C E I V A B L E * * *DESCRIPTION ACCOUNT CODE AMOUNT ACCOUNT CODE AMOUNT ACCOUNT CODE AMOUNT PAYROLL TOTAL

____________ ______ ____________ ______ ____________ ______ _____________EXPENDITURES____________GROSS EARNINGS 62,988.26 62,988.26

REDUCTIONS__________001 RET/TIAA BSCRE 2700041000 1,351.30- 1,351.30-028 401K DEDCTN 2700069000 327.82- 327.82-

TOTAL RETIREMENT 1,679.12- 1,679.12-

062 LIFE INSURANCE 2700089110 .66- .66-172 FLEX CREDITS 2704009910 28.86 28.86177 SPND ACCT HLTH 2704004470 230.76- 230.76-178 SPND ACCT DPND 2704004490 23.08- 23.08-

TOTAL FLEX COMP 225.64- 225.64-

TOTAL REDUCTIONS 1,904.76- 1,904.76-

DEDUCTIONS__________020 FICA/OASDI 2700090000 3,744.70- 3,744.70-022 FEDERAL TAX 2700010000 11,391.78- 11,391.78-024 EIC PAYMNT 2700010000 49.66 49.66025 STATE TAX 2700020000 2,643.56- 2,643.56-027 SUT EMPL DEDCT 2700020200 2.96 2.96032 STATE DISAB 2700020100 53.08 53.08035 2ND ST TX 2700020000 180.42 180.42036 MEDICARE 2700090000 893.24- 893.24-146 WDPP 2700020201 .44- .44-147 UI 2700020202 10.94- 10.94-

TOTAL TAX 18,398.54- 18,398.54-

050 HMO HLTH PLN 1 2700083000 62.38- 62.38-054 EXEC HLTH PLN 2700086000 36.00- 2700086970 9.00 27.00-057 DENTAL PLAN 1 2700083000 16.56- 16.56-060 LIFE PLAN 1 2700085000 28.14 28.14063 LIFE PLN 2 2700085000 1.50- 1.50-065 LIFE PLAN 3 2700085000 27.00 27.00069 STD INS DED 2705088511 22.50- 22.50-073 PSYCHIATRIC PL 2700083000 11.26- 2700083001 11.26- 22.52-165 ADD50K LIFE DE 2700087000 12.00 12.00TOTAL INSURANCE 83.06- 9.00 11.26- 85.32-

067 LTD 2700089100 .12- .12-179 SPND ACCT CLAI 2704004450 193.08 193.08

TOTAL FLEX COMP 192.96 192.96

Figure 5-52 Financial Controls - Disbursement Summary Report (PEXP015)

Horizontally, the report shows the item description, the account code whereappropriate, and the amount. Only items with nonzero amounts are printed.Accruals do not appear if the organization does not accrue estimated expense.

Vertically, the report is divided into three sections similar to the organizationof the PEXP015 Financial Controls - Disbursement Summary:EXPENDITURES, CONTRIBUTIONS, and OFFSETS.

EXPENDITURES consist of three or fewer lines:

� EXP ACCRL-PRIOR is the total of the transactions reversing the prior

period’s accruals of estimated benefits expenditures.

� TOTAL BENEFITS is the total of all benefits derived from the gross

earnings processed in the current accounting period.

� EXP ACCRL-CURRENT is the total of the journal entries for accrued

benefits expense for that portion of the current accounting period not

reported in the current payroll files (or that portion of the next period that

is included).

The CONTRIBUTIONS section lists gross-to-net elements by Gross-to-NetTable code with totals appearing for each group. These contributions can bereconciled with their counterparts on the PAYR062 Gross-to-Net ProcessReport and the PAYR074 Gross-to-Net Activity Report (Total Activitypages).

Note: PAYR062 and PAYR074 provide data for single payroll periods, whilePEXP016 may be accumulating data for multiple pay periods.

The OFFSETS section contains one or two lines:

� NET EFFECT is the result of crediting the benefits charged to

departments and debiting contributions to a benefits clearing account.

� EXP ACCRL-NET CHG is the difference between current and prior

period estimated benefits; it is journalized as a nonreportable expenditure.



Expense Generation Controls Report (PEXP018)

The PEXP018 Expense Generation Controls Report provides record counts byorganization to allow the client to reconcile this program with the PEXP011Input Reconciliation Report and with subsequent processing. The report isproduced for all organizations whether selected in the current process or not.

The report displays the following record counts:

� EXPENSE DISTRIBUTION WORK RECORDS READ: If multiple

cycles are being processed, this is the total for all cycles.

� PRIOR ACCRUAL FILE RECORDS READ: This is displayed only if

there were records in the file for this organization.

� GENERAL LEDGER TRANSACTIONS WRITTEN.

� EXPENSE DISTRIBUTION RECORDS WRITTEN.

� CURRENT ACCRUAL RECORDS WRITTEN: This is displayed only if

Accrual File records were written for this organization.

� SORTED WORK RECORDS WRITTEN: This is displayed only if the

Sorted Expense Distribution Work File is saved.





ORG ID: -MONOCO CORPORATIONBENEFITS SUMMARY

DESCRIPTION ACCOUNT CODE AMOUNT ACCOUNT CODE AMOUNT ACCOUNT CODE AMOUNT PAYROLL TOTAL____________ ______ ____________ ______ ____________ ______ _____________

EXPENDITURES____________TOTAL BENEFITS 10,078.12

CONTRIBUTIONS_____________020 FICA/OASDI 2700090000 3,744.70-030 FEDERAL UNEMP 2700010200 187.26-031 STATE UNEMP 2700020200 1,349.94-036 MEDICARE 2700090000 893.24-TOTAL TAX 6,175.14-

003 RETR/TIAA CNTR 2705041510 2,252.16-029 401K CONTRB 2705041510 163.90-TOTAL RETIREMENT 2,416.06-

051 HMO CNTRB 1 2705083510 64.98-055 EXEC HLTH CNTR 2705086510 180.00-058 DENTAL CNTRB 1 2705083510 22.08-061 LIFE PLN 1 CNT 2705085510 8.68064 LIFE PLN2 CNTR 2705085510 1.50-066 LTD INS CONTRB 2705088510 18.00-068 LIFE PLN3 CNTR 2705085510 18.00074 PSY PLN CNTRB 2700083003 22.52-166 ADD50K LIFECNT 2700087020 3.00TOTAL INSURANCE 279.40-

TOTAL CONTRIBUTIONS 8,870.60-

OFFSETS_______NET EFFECT 9999567 1,207.52-

Figure 5-53 Financial Controls - Benefits Summary Report (PEXP016)

Expense Generation Messages Report (PEXP019)

The PEXP019 Expense Generation Messages Report identifies the payrollcycles included and any Payroll Expense Accrual Files created in the process,as well as any errors that occur during processing for each organizationselected in the current process.

For each payroll cycle included, the following are printed:

� An identifying message

� Check Date


� Cycle Types included

For each Payroll Expense Accruals File created, the following appear:


� Pay Cycle Code

� Accrual Percent

For any errors, the condition is identified by the message, and referenceinformation is provided if appropriate.




EXPENSE DISTRIBUTION PROCESS RUN DATE 11/30/96EXPENSE GENERATION MESSAGES


61-015 INFORMATIONAL SPECIFICATION TRANSACTION ACCEPTEDEXP61ASPEC1YY

61-015 INFORMATIONAL SPECIFICATION TRANSACTION ACCEPTEDEXP61ASPEC2 11151996W111111996400B111111996200

61-015 INFORMATIONAL SPECIFICATION TRANSACTION ACCEPTEDEXP61ASPEC2ORG11 11151996B111121996200

61-015 INFORMATIONAL SPECIFICATION TRANSACTION ACCEPTEDEXP61ASPEC2ORG13 11151996W111121996400B111121996200

Figure 5-54 Expense Generation Messages Report (PEXP019)


EXPENSE DISTRIBUTION PROCESS RUN DATE 11/15/96EXPENSE GENERATION CONTROLS

ORG ID: -MONOCO CORPORATIONRECORDS

EXPENSE DISTR WORK RCDS READ 336

GENERAL LEDGER TRANS WRITTEN 78

EXPENSE DISTR RECORDS WRITTEN 214

SORTED WORK RECORDS WRITTEN 336

Figure 5-55 Expense Generation Controls Report (PEXP018)

Expense Distribution Report (PEXP030)

The PEXP030 Expense Distribution Report lists the contents of the ExpenseDistribution File and is printed in the order of account number and objectclass within organization ID.

Hours, earnings, and benefits computed for each employee in the currentaccounting period are included and totaled for each object class within eachaccount. Additional account-level totals are shown when expense estimatesare calculated for accruals to be entered in the Financial System.

The report heading identifies the account number under the report title on thefourth line and the accounting period-end date at the right.

The following items are listed horizontally on the header line:

� Employee Name

� Employee ID Number

� Job Class

� Cost Center

� Position Number

� Pay Period Ending Date

� Earnings Type

� Hours - An A indicates a retroactive rate adjustment, which is not

included in hours totals. An * indicates the Earnings Type has an Hours

Code of N (shift differential) and that these hours are also excluded from

totals.

� Rate - Earnings divided by hours

� Earnings

� Benefits Charged

� Adjustments - The source of cancellations, overpayments, hand-drawn

checks, and expense transfers

For each object class within an account, the total hours, earnings, and benefitsare displayed.

Note: Those lines on the report that display 0 Hours and 0 Rate, yet indicateamounts under the Earnings and Benefits Charged columns, are accruals. Asimilar total is printed at the end of each organization listing. If theorganization accrues estimated expenses for the account, the followingadditional three lines are printed at the end for the account:

� Current estimated expenses (earnings and benefits)

� Previous pay period accrued expenses being reversed this accounting

period

� Net charges to the account (the account totals and the two estimates)



History Run Statistics Report (PEXP059)

System processing accumulates a history of expense distribution data as itappears on successive copies of the PEXP030 Expense Distribution Report.The current Expense Distribution File, which produces the PEXP030 ExpenseDistribution Report is merged with the Expense Distribution History File toproduce both a new history file and a back-up.

The Expense Distribution History Maintenance Run Specification is requiredto update the Expense Distribution History File and includes among itsspecifications a purge date (optional). If a date is entered, only those recordsthat originated in the Payroll Audit File after the purge date are retained in theExpense Distribution History File. If a purge date is not entered, no purging isdone.

The PEXP059 History Run Statistics Report provides an audit trail for theexpense distribution history maintenance process.

The Run Statistics Report contains three different types of messages: the listof control records, error messages, and a message describing the number ofrecords read, written, and purged. The control records are printed first and therecord counts last. Error messages are printed as they occur.

The control records are listed in the order in which they are written to theupdated Expense Distribution History File. The fields from the control recordsthat are printed are:



PEXP030/PP6200XX/081597 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0004EXPENSE DISTRIBUTION PROCESS RUN DATE 07/12/97EXPENSE DISTRIBUTION REPORT ACCT PER END 19/95/15

ORG ID: -MONOCO CORPORATION ACCOUNT:0000020203-CAFETERIA SERVICES - BL/ORGEMPLOYEE JOB COST POSN PERIOD EARN BENEFITS

EMPLOYEE NAME ID NO. CLASS CTR. NUMBER ENDING TYPE HOURS RATE EARNINGS CHARGED ADJUSTMENTS_____________ ________ _____ ____ ______ ______ ____ _____ ____ ________ ________ ___________>OBJECT CLASS 21000MIRES,VERONICA 006009999 111010 10/06/95 BNS .00 * .000 50.00 8.00MIRES,VERONICA 006009999 111010 10/20/95 SHF 8.00 * 5.525 44.20 7.07MIRES,VERONICA 006009999 111010 10/27/95 SCK 4.00 22.100 88.40 14.14MIRES,VERONICA 006009999 111010 11/10/95 REG 6.50 22.100 143.65 22.98MIRES,VERONICA 006009999 111010 11/17/95 REG 8.00 22.100 176.80 28.29MIRES,VERONICA 006009999 111010 12/01/95 VAC 40.00 22.100 884.00 141.44MALT,MARLENE 010009999 120490 11/04/95 REG 16.00- 12.188 195.00- 31.20-XFER R010001MALT,MARLENE 010009999 120490 11/10/95 VAC 24.00 12.175 292.20 46.75BEACH,ANDREW M. 022009999 315070 11/10/95 MRT .00 * .000 100.00 16.00DONNAY,CHER 071009999 889902 11/10/95 REG 40.00 11.058 442.32 70.77MALT,MARLENE 010009999 120490 00181 11/10/95 REG 40.00 12.175 487.00 77.92PARKER,BONNIE 138009999 999904 00233 11/10/95 REG 20.00 8.000 160.00 25.60HIRT,TERRANCE 068009999 889901 00259 11/10/95 REG 40.00 8.575 343.00 54.88DONNAY,CHER 071009999 889902 00321 11/10/95 REG 76.00 11.058 840.37 134.46MARTINI,DAVID 059009999 889900 00474 11/10/95 REG 40.00 8.000 320.00 51.20MOLINARI,MARCO 073009999 200000 00491 11/10/95 REG 20.00 5.000 100.00 16.00YANKOVICH,TERI 088009999 120491 001 00204 11/10/95 REG 39.93 12.021 480.00 76.80VOICE,HORACE 069009999 880502 002 00361 11/10/95 REG 40.00 20.375 815.00 130.40VOICE,HORACE 069009999 880502 003 00361 11/03/95 BNS .00 * .000 225.00 36.00

TOTAL OBJECT CLASS 21000 422.43 5,796.94 927.50>OBJECT CLASS 23000MIRES,VERONICA 006009999 111010 10/27/95 OTP 9.75 33.150 323.21 51.71MIRES,VERONICA 006009999 111010 11/10/95 ADL .00 * .000 28.50 4.56MIRES,VERONICA 006009999 111010 11/17/95 ADL .00 * .000 43.50 6.96HIRT,TERRANCE 068009999 889901 11/10/95 ADL .00 * .000 200.00 32.00MARTINI,DAVID 059009999 889900 00474 11/10/95 OT2 4.00 16.000 64.00 10.24VOICE,HORACE 069009999 880502 003 00361 11/10/95 ADL .00 * .000 35.00 5.60

TOTAL OBJECT CLASS 23000 13.75 694.21 111.07

ACCOUNT TOTAL 436.18 6,491.15 1,038.57

Figure 5-56 Expense Distribution Report (PEXP030)

� Record Number (position on the file)


� Cycle Type and Date for all four cycles

The record counts are as follows:

� File 1 - Number of records read from the current Expense Distribution

File

� File 2 - Number of previous Expense Distribution History File records

� Merged - Number of records written to the updated Expense Distribution

History File

� Purged - Number of records purged during processing

File 1 plus File 2 should equal merged plus purged.

Labor Distribution Reports

The Labor Distribution Reports are intended to assist management in trackingspecified budgeted payroll expenses and the actual expenses incurred duringthe reporting period.

The production of Labor Distribution Reports requires the Labor DistributionRun Specification. The Expense Distribution File (or Expense DistributionHistory File) can prepare up to 40 Labor Distribution Reports based on theoptions specified. Data to be displayed on each report is determined by theuser in the 35-character ACCOUNT field on the run specification form.

Labor Distribution Report (LDIS060)

The LDIS060 Labor Distribution Report reorganizes payroll expenditure datain a variety of ways tailored to the needs of management.

When the data source is the current Payroll Expense Distribution File, thereport contents are limited to the current period. Depending on runspecifications, the report can be a detailed list with totals or a summary reportcontaining only totals.

When the data source is the Expense Distribution History File, the reportingperiods can be any period present in the file as defined through the runspecification. Furthermore, summary totals can be developed for either orboth of two additional reporting periods: year-to-date and period-to-date,




EXPENSE DISTRIBUTION PROCESS RUN DATE 11/15/96HISTORY RUN STATISTICS

ORG ID: ORG11

- - - - - - - - - - - - - - - - - - -CONTROL RECORDS - - - - - - - - - - - - - - - - - - - - -

RECNO END DATE CHECK DATE -CYCLE-1-CYCLE-2- - -CYCLE-3- - - - - -CYCLE-4- - -TYPE BEGIN DATE TYPE BEGIN DATE TYPE BEGIN DATE TYPE BEGIN DATE

3 11-13-1996 11-15-1996 B1 10-28-1996 00-00-0000 00-00-0000 00-00-0000

Figure 5-57 History Run Statistics Report (PEXP059)

where the begin date precedes the beginning of the current period and isdefined by the run specification. The period-to-date total could, for example,represent the current quarter, or the current six-month period. When theseadditional totals are requested, two sets of totals are actually provided foreach: a beginning balance that excludes current activity (that is, activity in aperiod defined as current by the run specification) and an ending balance thatincludes current activity.

Report sequence is also defined by the run specification. If no sequence isspecified, the default is cost center/account sequence. Totals are generated forthe major and intermediate sequence groups. In all cases, the organization IDis automatically the highest sort key, and the report begins a new page with anew organization ID.

The major sort field for each report appears in the upper left corner of eachpage, just above the column headings, and each major sort starts on a newpage. The intermediate sort field appears on the line immediately followingthe column headings and at the beginning of each intermediate group. Thepossible sort fields are:

� Account

� Object Class

� Cost Center

� Department

� Job Class


� Position Number

The extreme left of each detail line lists the employee name and ID number.The far right lists the earnings type, rate, productive or nonproductive hours asdetermined from the Earnings Table, and earnings. When the hours are neitherproductive nor nonproductive, such as for shift differential or bonus payment,the rate and earnings are reported, but the hours are not. The center of eachline lists (from left to right, in the order listed above) those sort fields notspecified as major or intermediate sort fields. Thus, the precise column setupof the center portion of each report line varies depending on the requestedreport sequence.

The heading also displays the report identifier and the period end datespecified for the current period in the run specification, as well as theorganization ID.

Totals are produced for intermediate sort groups, major sort groups, and foreach report requested. Each group of totals consists of a heading line and oneor more total lines. The far left of each heading line identifies the group beingsummarized. Totals contained in each line are:

� Productive hours and the percentage of productive hours to total hours



� Nonproductive hours and the percentage of nonproductive hours to total

hours

� Earnings (direct salary expenses)

� Benefits (indirect labor expenses and fringe benefit costs contributed by

employer and charged back to labor expense accounts)

Each group of totals consists of one, three, or five lines, depending on thedates and period specified in the run specification. Each total line identifiesthe period covered:

� YEAR TO DATE BEGINNING: From MM/DD/CCYY beginning using

the period beginning date

� ACTIVITY: MM/DD/CCYY-MM/DD/CCYY using the beginning and

ending dates for the current period

� YEAR TO DATE ENDING: From MM/DD/CCYY ending using the

period ending date



LDIS060/PP6700XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

LABOR DISTRIBUTION PROCESS RUN DATE 12/15/96REPORT-ID. AA LABOR DISTRIBUTION REPORT PERIOD THRU 11/30/96


COST CENTER# UNSPECIFIED

EMPLOYEE OBJCT DEPT. JOB PERIOD POSN ERN PROD. NONPROD.

EMPLOYEE NAME ID NO. CLASS NUMBER CLASS ENDING NO. TYP RATE HOURS HOURS EARNINGS

_____________ ________ _____ ________ ______ ________ _____ ___ ____ _____ ________ ________

ACCOUNT NO.# 000002020

GONZALES,LARRY D. 001009999 21000 88203002 100000 11/01/1996 MRT .000 150.00 H

ACCOUNT NO.# 000002020 SUMMARY PROD. HOURS NONPROD. HOURS EARNINGS BENEFITS

________________________________ ___________ ______________ ________ ________

ACTIVITY 11/01/1996-11/30/1996 150.00 24.00

ACCOUNT NO.# 0000020201

MALT,MARLENE 010009999 21000 20250005 120490 11/02/1996 REG 12.188 16.00 195.00 X


________________________________ ___________ ______________ ________ ________

ACTIVITY 11/01/1996-11/30/1996 16.00 = 100.00% 195.00 31.20

ACCOUNT NO.# 0000020202

KENNEDY,KENNETH 011009999 21000 20203000 110110 11/08/1996 22003 REG 26.444 80.00 2115.50

21000 20203000 110110 11/08/1996 BNS .000 3500.00

MALT,MARLENE 010009999 23000 20250005 120490 11/08/1996 MOV .000 500.00


________________________________ ___________ ______________ ________ ________

ACTIVITY 11/01/1996-11/30/1996 80.00 = 100.00% 6,115.50 978.48

Figure 5-58 Labor Distribution Report (LDIS060)

Request Summary Report (LDIS061)

The first part of the LDIS061 Request Summary Report lists in detail the runspecifications received by the program and indicates whether the net effect ofvalidating a request is to accept and process, or to reject. The second part ofthe report lists the report identifiers and the number of records selected foreach.

The report lists run specifications available for processing. The format of thereport is essentially the same as the format of the run specification, except thatthe right-most column of the report shows whether the specification has beenaccepted by the validation process. Specific reasons for rejection appear onthe LDIS069 Labor Distribution Error Message Report.

Final pages of the report show the number of records selected for eachaccepted run specification for each organization. If the count is zero, the inputfile contained no records that satisfied the selection and date criteria specified.

Labor Distribution Error Messages Report (LDIS069)

The LDIS069 report documents errors and peculiarities discovered during thevalidation of run specifications, including the reasons for rejecting anyrequests and documents any other unusual conditions encountered duringexecution of the Labor Distribution Report Processing.

The body of the report contains the employee ID or report ID number (whereapplicable), the error message number, its severity and text. If the messagecalls for additional reference information, this is also presented.




LABOR DISTRIBUTION PROCESS RUN DATE 12/15/96REQUEST SUMMARY

A O C D J P P

REPORT CURRENT PERIOD PRIOR YEAR-TO FISCAL C B S P O P S REPORT

ID DETAIL BEGIN ENDING PRIOR BEGIN DATE BEGIN C J T T B E N - - - - - ACCOUNT SELECTED- - - - - STATUS

AA YES 11/01/1996 11/30/1996 NO YES 11/30/1996 2 1 ACCEPT

ORGANIZATION: ALL ORG ALL ORGANIZATIONS

BB NO 11/01/1996 11/30/1996 NO YES 11/30/1996 2 1 ACCEPT

ORGANIZATION: ALL ORG ALL ORGANIZATIONS

Figure 5-57 Request Summary Report (LDIS061)


LABOR DISTRIBUTION PROCESS RUN DATE 12/15/96LABOR DISTRIBUTION ERROR MSG


AA 67-045 INFORMATIONAL REPORT SEQUENCE BLANK; DEFAULTING TO COST CENTER/ACCOUNT SEQUENCEBB 67-045 INFORMATIONAL REPORT SEQUENCE BLANK; DEFAULTING TO COST CENTER/ACCOUNT SEQUENCE

Figure 5-58 Labor Distribution Error Messages Report (LDIS069)

Chapter 6

Tax Entity Transfers

Overview

A tax entity transfer occurs when an employee transfers from one taxjurisdiction (such as a state, province, or local tax entity) or Canadian EI planto another during a tax reporting period, while remaining within the sameOrganization ID. This transfer creates a need to store tax balances both forprevious and current tax jurisdictions/EI Plans to ensure that taxes arerecorded accurately among the owning entities. Therefore, an employee’scurrent year tax balances for the prior tax jurisdiction/EI Plan are transferredto Prior Tax Elements on the Employee Data Base (EDB), in segments4000-4300, to make room for tax data for the new owning entity.

Prior tax elements may be System-generated in response to changes to certainfields on the EDB, or they may be created by the user. In either case, thetransfer of data between prior tax elements and their corresponding current taxelements is governed by certain rules, called roll rules, designed to ensure thatboth sets of elements are properly increased and decreased duringmaintenance processing.

Special consideration must be given to the processing of certain payrolladjustment transactions (such as overpayments and refunds) when a tax entitytransfer has occurred between the time the original transaction was processedand the time the adjustment transaction was processed. These special cases aredescribed in the Special Processing Considerations section.

This section on tax entity transfers is divided into the following topics:

� Definition of Prior Tax Elements

� Tax Entity Transfer Roll Rules and Patterns

� Establishing and Maintaining Prior Tax Data

� Special Processing Considerations (hand drawn checks, overpayments,

and refunds)


6

Definition of Prior Tax Elements

If an employee worked in more than one tax jurisdiction or participated inmore than one Canadian EI Plan during a tax reporting period, tax balancesfor each prior tax entity are established and maintained as a set of Prior TaxElements on the employee’s EDB record. A maximum of ten sets of prior taxelements per employee may be maintained on the EDB. Prior Tax Elementsare defined in the System in elements 4001-4200; the elements that serve asidentifiers for each set of prior tax data are:

4001 Owning Entity ID

4002 Related State Entity (only present if the Owning Entity is a localentity)

4003 Class of Elements

4004 Owning County Code

4005 Worksite

The processes of creating, adjusting, and deleting prior tax elements aredescribed in Establishing and Maintaining Prior Tax Data.

Owning Entity ID (Element 4001)

U.S. - The Owning Entity ID (element 4001) identifies the tax entity to whichprior taxes are reported and paid for the related set of Prior Tax Elements.Owning Entity ID must be a valid tax entity defined on the Tax Entity Table.

Canada - The Owning Entity ID (element 4001) identifies the province andthe EI plan to which prior taxes are reported and paid for the related set ofPrior Tax Elements. For example, when element 4001 has a value of $908.01,the balances are for EI Plan 1 activity in Ontario (tax entity 908); when it is$910.00, the balances are for standard plan (0) activity in Quebec (tax entity910).

Related State Entity (Element 4002)

If the Owning Entity ID is a local tax entity, the Related State Entity (element4002) identifies the state in which the local entity is located. This element isautomatically generated if the Owning Entity ID is a valid local tax entity onthe Tax Entity Table.


6-2 Tax Entity Transfers 04/2010

Class of Elements (Element 4003)

The Class of Elements (element 4003) identifies the type of prior tax balancesbeing maintained in the related set of Prior Tax Elements. A set of Prior TaxElements may be one of the following classifications:

1. Primary income tax data (QTD and YTD grosses and taxes for federal,primary state, and local withholding).

2. Nonincome tax data (QTD and YTD grosses and taxes for FUI, SUI, andSDI; QTD balances for hours and weeks worked).

3. Both primary income tax and nonincome tax data.

4. Secondary income tax data (QTD and YTD grosses and taxes forsecondary state withholding).

5. Both secondary income tax and primary income tax data.

6. Both secondary income tax and primary nonincome tax data.

7. Secondary income tax plus primary income and nonincome tax data.

When the State of Residence is the same as the State of Employment, or noState of Residence is given, or the State of Employment is not the same as theState of Residence and income tax is not withheld for the State of Residence;income taxes and nonincome taxes (employer contributions) are paid to theState of Employment. If the employee transfers to another tax jurisdiction, theSystem transfers, or rolls out, all appropriate income tax balances andnonincome tax balances to a new set of Prior Tax Elements, with a Class of

Elements (element 4003) of 3 (class 3 roll).

When the State of Residence is not the same as the State of Employment andthere is a reciprocal agreement; income taxes are paid to the State ofResidence and employer contributions for taxes other than income taxes arepaid to the State of Employment. In this case, there are three possibilities:

1. If an employee transfers to a new state that is not the same as the State ofEmployment or the State of Residence, two classes of rolls occur:

· A class 1 roll for the State of Residence

· A class 2 roll for the State of Employment

2. If an employee changes his or her State of Residence so that it is the same

as the State of Employment, a class 1 roll occurs for the State ofResidence.

3. If an employee changes his or her State of Employment so that it is the

same as the State of Residence, a class 2 roll occurs for the State ofEmployment.

When the State of Residence is not the same as the State of Employment andthere is no reciprocal agreement, and income taxes are withheld in both states;there are three additional possibilities:



1. If an employee transfers to a new state that is not the same as the State ofEmployment or the State of Residence, two classes of rolls occur:

· A class 3 roll for the State of Employment

· A class 4 roll for the State of Residence

2. If an employee changes his or her State of Residence to be the same as theState of Employment, a class 4 roll occurs for the State of Residence.

3. If an employee changes his or her State of Employment to be the same asthe State of Residence, a class 3 roll occurs for the State of Employment.

Class of Elements (Element 4003) classifications 5, 6, and 7 represent threeseparate possible combinations of a class 4 roll with class 1, 2, or 3. Thesecombinations occur when an employee transfers in and out of the same stateand the state was both a primary state and secondary state at different timesduring the year.

Owning County Code (Element 4004)

The Owning County Code (element 4004) identifies the county when wagedata reporting by county is required. The code is stored with tax data when anemployee’s state of employment and department number are changed.However, when an employee changes counties within the same state, thetaxable wages are not rolled to the new county.

Worksite (Element 4005)

The Worksite (element 4005) specifies the worksite reporting unit numberwhen multiple worksite reporting is required. Worksite Employed (element0328) is stored with tax data when an employee’s State of Employmentchanges.

Other Prior Tax Elements (Elements 4006-4200)

Elements 4006-4010 are reserved for future use as identification and controlelements. The remaining Prior Tax Elements (4011-4200) contain tax balancedata such as rolled out hour and dollar balances and gross-to-net balances.Each Prior Tax Element has either a corresponding Hour Balance Element,Dollar Balance Element, or a Gross-to-Net element. The specific correlationbetween elements is shown in the following table. This relation betweenelements exists because the System automatically transfers the balances fromthe current elements to their corresponding Prior Tax Elements based onroll-out rules when a maintenance transaction (using either the U.S. TaxAuthorization form or the Canadian Tax Authorization form) is processed totransfer an employee from one tax jurisdiction to another. Refer to Tax EntityTransfer Roll Rules and Patterns in this chapter for a description of roll-in and



roll-out rules. Recognition of this correspondence between current and priorelements is vital during adjustment of prior tax data for an employee, in orderto adjust the proper element. These elements are described in the Employee

Records Dictionary under the current element number.

Corresponding Prior and Current Tax Elements

Prior TaxElement #

Element DescriptionCurrentElement #

4012 Weeks Worked - QTD 5106

4013 Primary State/Provincial Pay Periods Worked - YTD 5108

4014 Second State Pay Periods Worked - YTD 5109

4016 SDI Gross - QTD 5651

4017 SDI Gross - YTD 5652

4018 Quebec Medical Travel - YTD 5630

4019 Quebec Other Travel - YTD 5631

4020 Canadian Pension Adjustment - YTD 5612

4021 Canadian Stock Options - YTD 5613

4022 Canada Other Travel - YTD 5634

4023 Canada Medical Travel - YTD 5633

4024 No Limit SUT Gross - YTD 5629

4025 Second State Other Income 5627

4026 Second State Excess Life Insurance 5628

4027 State/Quebec Gross - YTD 5505

4028 State/Quebec Gross - QTD 5506

4029 State Unemployment Insurance Gross - YTD 5507

4030 State Unemployment Insurance Gross - QTD 5508

4031 Federal Gross - YTD 5509

4032 Federal Gross - QTD 5510

4033 Federal Unemployment Insurance Gross - YTD 5511

4034 Federal Unemployment Insurance Gross - QTD 5512

4035 Local Tax Gross (1) - MTD 5521



Prior TaxElement #






4036 No Limit SUI Gross - QTD 5533

4037 Canada Pension Plan Contrib Gross - YTD 5503

4038 Canadian Board/Lodging Taxable Benefit - YTD 5518

4039 Canadian Rent-Free/Low Rent Housing Taxable Benefit - YTD 5519

4040 Canadian Personal Use/Company Car - YTD 5520

4041 Canadian Loan Benefit - YTD 5530

4042 Canadian Lump Sum Gross - YTD 5514

4043 Canadian Commissions - YTD 5531

4044 Canadian Pensions - YTD 5532

4045 Local Tax Gross (1) - YTD 5525





4046 New York Other Wages - QTD 5742

4047 State Other Income - YTD 5602

4048 Canadian Other Taxable Benefits - YTD 5616

4050 Quebec Board/Lodging Taxable Benefit - YTD 5620

4051 Quebec Rent-Free/Low Rent Housing Taxable Benefit - YTD 5621

4052 Quebec Personal Use/Company Car Taxable Benefit - YTD 5622

4053 Quebec Interest-Free/Low Interest Loans Taxable Benefit - YTD 5623

4054 Quebec Other Taxable Benefits - YTD 5617

4055 Excess Life Insurance Cost - YTD 5614



Prior TaxElement #


4056 Second State Gross - YTD 5625

4057 Second State Gross - QTD 5626

4058 State Unemployment Insurance Employee Deduction - YTD 6027

4059 State Unemployment Insurance Employee Deduction - QTD 6027

4060 Local Tax Withheld (1) - QTD 6040

4060 Local Tax Withheld (2) - QTD 6041

4061 Canadian Registered Pension Plan - YTD 6094

4062 Canadian Employment Insurance Premium - YTD 6084

4063 Canadian Federal Tax Withheld - YTD 6090

4066 Canadian Union Dues 2 - YTD 6152

4067 State Tax Withheld - YTD 6025

4068 State Tax Withheld - QTD 6025

4069 Canada Pension Plan Employee Deduction - YTD 6080

4070 Canada Pension Plan Employer Contrib - YTD 6081

4071 U.S. Federal Unemployment Insurance Employer Contrib - YTD 6030

4072 U.S. Federal Unemployment Insurance Employer Contrib - QTD 6030

4073 Canadian Employment Insurance Employer Contrib - YTD 6085

4074 State Unemployment Insurance Employer Contrib - YTD 6031

4075 State Unemployment Insurance Employer Contrib - QTD 6031

4076 State Disability Insurance Employee Deduction - YTD 6032

4077 State Disability Insurance Employee Deduction - QTD 6032

4078 Local Tax Withheld (1) - MTD 6040

4078 Local Tax Withheld (2) - MTD 6041

4079 Local Tax Withheld (1) - YTD 6040

4079 Local Tax Withheld (2) - YTD 6041

4080 Pre-Tax Parking Deduction - YTD 6450

4081 Pre-Tax Transportation Deduction - YTD 6451



Prior TaxElement #


4090 FICA Deduction - YTD 6020

4091 Medicare Deduction - YTD 6036

4092 Canadian Federal Lump Sum - YTD 6092

4093 Canadian Charity 1 - YTD 6095

4094 Canadian Charity 2 - YTD 6096

4095 Canadian Union Dues 1 - YTD 6150

4096 Second State Tax - YTD 6035

4097 Second State Tax - QTD 6035

4098 Canadian Union Dues - YTD 6086

4101 Local(1) Pay Periods Worked - YTD 5119





4102 UI Actual Hours Worked - QTD 5114

4103 UI Paid Leave Hours - QTD 5115

4111 State Third Party Sick - QTD 5646

4112 State Third Party Sick - YTD 5647

4113 Second State Third Party Sick - QTD 5648

4114 Second State Third Party Sick - YTD 5649

4115 Resident State Total Gross - YTD 5653

4116 Resident State Total Gross - QTD 5654

4117 Employment State Total Gross - YTD 5655

4118 Employment State Total Gross - QTD 5656

4119 State Other Income - QTD 5705

4120 Excess Life Insurance - QTD 5706

4121 Second State Other Income - QTD 5707



Prior TaxElement #


4122 Second State Excess Life Insurance - QTD 5708

4123 Local Tax Gross (1) - QTD 5702





4124 Canadian T4A Income 5721

4125 Canadian Loan Deduction 5615

4126 No Limit SDI Gross - QTD 5743

4127 No Limit SDI Gross - YTD 5744

4128 Local Excess Life (1) - YTD 5746





4129 State Workers’ Compensation Wages - QTD 5751

4130 Third Party Sick Pay - SUI Subject Wages - QTD 5753

4156 Third Party State Tax - QTD 6048

4157 Third Party State Tax - YTD 6048

4158 Third Party Second State Tax - QTD 6049

4159 Third Party Second State Tax - YTD 6049

4160 Canadian T4A Tax 6126

4161 Canadian T4A Lump Sum Tax 6127

4162 Canadian Insurance Sales Tax Deduction 6088

4163 Canadian Insurance Sales Tax Contribution 6089

4164 Workforce Development Partnership Program - QTD (New Jersey) 6146

4165 Workforce Development Partnership Program - YTD (New Jersey) 6146



Prior TaxElement #


4166 Health Care Subsidy Fund - QTD (New Jersey) 6147

4167 Health Care Subsidy Fund - YTD (New Jersey) 6147

4168 Provincial Health Levy - QTD 6132

4169 Provincial Health Levy - YTD 6132

4170 Massachusetts Unemployment Health Insurance - QTD 6043

4171 Massachusetts Unemployment Health Insurance - YTD 6043

4172 State Disability Insurance Contribution - QTD 6045

4173 State Disability Insurance Contribution - YTD 6045

4174 Family Leave Insurance - QTD (New Jersey) 6149

4175 Family Leave Insurance - YTD (New Jersey) 6149

4176 Overpayment Reimbursement Fund - QTD (Washington) 6479

4177 Overpayment Reimbursement Fund - YTD (Washington) 6479

4178 Supplemental Pension Fund - QTD (Washington) 6480

4179 Supplemental Pension Fund - YTD (Washington) 6480

4180 Supplemental Pension Contribution - QTD (Washington) 6481

4181 Supplemental Pension Contribution - YTD (Washington) 6481

4183 Quebec Labor Fund Q 6483

4184 Quebec Labor Fund Q1 6484



Tax Entity Transfer Roll Rules and Patterns

Roll Rules

Tax entity transfer rules vary from tax entity to tax entity depending on avariety of conditions, including reciprocal agreements, state/provincial tax lawdifferences, and the existence of local taxing jurisdictions. Two types oftransfer rules exist in the System:

� Roll-out rules, which govern the transfer of current tax elements to prior

tax elements when an employee transfers from one tax jurisdiction to a

new jurisdiction.

� Roll-in rules, which govern the transfer of prior tax elements to current

tax elements when an employee transfers back to a prior tax jurisdiction.

Based on this terminology, to roll out an element means to move a currentelement to its corresponding prior tax element, and to roll in an elementmeans to move a prior tax element to its corresponding current element.

Roll Rule Patterns

Each pair of prior and current tax elements has an associated roll-out rule androll-in rule; the rules differ for income tax and non-income tax balances. Inaddition, each set of roll rules for a pair of prior and current tax elements isassigned one of the following roll rule patterns that specifies the type of taxentity to which the roll rules apply:

01 - U.S. state entities02 - Canadian entities03 - U.S. local entities

Roll rules and their associated patterns for all pairs of current/prior taxelements are predefined in the System and are listed in the Roll Rules andPatterns chart that follows.

In the following Roll Rules and Patterns chart, the roll-out and roll-in valuescause the system to take certain actions which are detailed below.

� Roll-out value

blank - Take no action

A - Roll out (move current element to corresponding prior taxelement); do not clear current element

B - Roll out; clear current element

C - Do not roll out; clear current element



D - Roll out the tax amount minus any previously rolled out amount;current element remains the same

Z - Local entities: Roll out; clear current element

� Roll-in value

blank - Take no action

A - Roll in (move prior tax element to corresponding currentelement); overlay current element

B - Roll in; add to the value of the current element

C - Do not roll in; clear current element

D - Do not roll in; clear prior balance

Z - Local entities: Roll in; overlay current element

Note: The taxation for an employee may change without theemployee moving in and out of a state. When this occurs, the taxbalances will roll but the total resident state or employment statebalances will not roll. For example, Indiana is the state ofemployment and Ohio is the state of residence (2nd state taxed). Ifthe employee becomes employed in Ohio, the second state taxbalances for Ohio will be rolled out, but the residence state balanceswill not.



Roll Rules and Patterns Table

PRIOR TAXELEMENTNUMBER

CURRENTTAXELEMENTNUMBER Y

QM

U.S. PATTERN 01 CANADIAN PATTERN 02 LOCAL PATTERN 03

INCOME TAX4003 CLASS01

OTHER TAX4003 CLASS02

SECONDSTATE TAX4003 CLASS04





ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

4012 5106 Q B A B A

4013 5108 Y B A B A

4014 5109 Y B A

4016 5651 Q B A

4017 5652 Y B A

4018 5630 Y D D

4019 5631 Y D D

4020 5612 Y B A

4021 5613 Y D D

4022 5634 Y D D

4023 5633 Y D D

4024 5629 Y D D

4025 5627 Y B A

4026 5628 Y B A

4027 5505 Y B A D D

4028 5506 Q B A D D

4029 5507 Y D D

4030 5508 Q D D

4031 5509 Y D D

4032 5510 Q D D

4033 5511 Y D D D D

4034 5512 Q D D D D

4035 5521 M Z Z

4035 5522 M Z Z

4035 5718 M Z Z

4035 5719 M Z Z

4035 5720 M Z Z

4036 5533 Q D D

4037 5503 Y D D

4038 5518 Y D D

4039 5519 Y D D

4040 5520 Y D D

4041 5530 Y D D

4042 5514 Y D D

4043 5531 Y D D

4044 5532 Y D D





QM









ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

4045 5525 Y Z Z

4045 5712 Y Z Z

4045 5713 Y Z Z

4045 5714 Y Z Z

4045 5526 Y Z Z

4046 5742 Q B A

4047 5602 Y B A

4048 5616 Y D D

4050 5620 Y B A

4051 5621 Y B A

4052 5622 Y B A

4053 5623 Y B A

4054 5617 Y B A

4055 5614 Y B A B A

4056 5625 Y B A

4057 5626 Q B A

4058 6027 Y B A

4059 6027 Q B A

4060 6040 Q Z Z

4060 6041 Q Z Z

4061 6094 Y D D

4062 6084 Y D D

4063 6090 Y D D

4066 6152 Y D D

4067 6025 Y B A

4068 6025 Q B A

4069 6080 Y D D

4070 6081 Y D D

4071 6030 Y D D

4072 6030 Q D D

4073 6085 Y D D

4074 6031 Y B A

4075 6031 Q B A

4076 6032 Y B A

4077 6032 Q B A

4078 6040 M Z Z

4078 6041 M Z Z





QM









ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

4079 6040 Y Z Z

4079 6041 Y Z Z

4090 6020 Y D D

4091 6036 Y D D

4092 6092 Y D D

4093 6095 Y D D

4094 6096 Y D D

4095 6150 Y D D

4096 6035 Y B A

4097 6035 Q B A

4098 6086 Y D D

4101 5119 Y Z Z

4101 5120 Y Z Z

4101 5121 Y Z Z

4101 5122 Y Z Z

4101 5123 Y Z Z

4102 5114 Q B A B A

4103 5115 Q B A B A

4111 5646 Q B A

4112 5647 Y B A

4113 5648 Q B A

4114 5649 Y B A

4115 5722 Y B A

4116 5723 Q B A

4117 5724 Y B A

4118 5725 Q B A

4119 5705 Q B A

4120 5706 Q B A

4121 5707 Q B A

4122 5708 Q B A

4123 5702 Q Z Z

4123 5703 Q Z Z

4124 5721 Y D D

4125 5615 Y D D

4126 5743 Q B A

4127 5744 Y B A

4128 5746 Z Z





QM









ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

ROLLOUT

ROLLIN

4128 5747 Z Z

4128 5748 Z Z

4128 5749 Z Z

4128 5750 Z Z

4129 5751 Q B A

4130 5753 Q D D

4156 6048 Q B A

4157 6048 Y B A

4158 6049 Q B A

4159 6049 Y B A B

4160 6126 Y A D D

4061 6127 Y D D

4162 6088 Y D D

4163 6089 Y D D

4164 6146 Q B A

4165 6146 Y B A

4166 6147 Q B A

4167 6147 Y B A

4168 6132 Q B A

4169 6132 Y B A

4170 6043 Q B A

4171 6043 Y B A



Error Messages Report

The Error Messages Report lists errors detected by the System during roll-outand roll-in processing for tax entity transfers. If an error is detected, theSystem automatically prints the corresponding error message on the report.

Error Messages

For a detailed explanation of all system messages, see the HRMS Messages

Manual.



AIMS192/PP15A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

DATA BASE MAINTENANCE RUN DATE 11/15/96ERROR MESSAGES

ORG ID: -ALL ORGANIZATIONS IN PROCESSEMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - - - - - - - - M E S S A G E T E X T - - - - - - - - - - -________ _________ _______ ________ ___________________________________________________________________

15-101 INFORMATIONAL PROGRAM HAS COME TO NORMAL END-OF-JOB

Figure 6-1 Error Messages Report (AIMS192)

Establishing and Maintaining Prior Tax Data

This section is divided into the following topics related to the establishmentand maintenance of prior tax data:

� Creating Prior Tax Data

� Adjusting Prior Tax Data

� Deleting Prior Tax Data

Note: Each prior tax transaction (DA) must have element 4001 and itscorresponding value as the first item listed in the transaction,whenever prior tax data is being created or adjusted.

Creating Prior Tax Data

A set of Prior Tax Elements may be established in two ways:

� The System automatically rolls out an employee’s current tax balance

elements to a new set of Prior Tax Elements when it processes a change to

any of the following fields on the employee’s EDB record: State of

Residence, State/Province of Employment, Local Entity 1, Local Entity 2,

Local Entity 3, Local Entity 4, or Local Entity 5. The changes are

recorded on either the U.S. Tax Authorization page or the Canadian Tax

Authorization page.

For county reporting, if State of Employment is changed and county balancesare being maintained, the County Code, identified on the Department Table,will be in the prior tax set. When State of Employment is changed, the homedepartment must also be changed for county balances to be reported correctlyin current and prior states.

� Establish a new Prior Tax Entity by recording a DA transaction on the

Prior Tax Balances page and/or the appropriate payroll transaction online

data entry screen. The DA transaction is described in the Dollar Balance

and Prior Tax Balance (DA) section.

Note: Elements 4001 (Owning Entity ID) and 4003 (Class of Elements)are required when establishing a new set of Prior Tax Elements. IfElement 4003 (Class of Elements) is not present, the System cannotprocess a subsequent transfer back to that tax entity (roll-in). Element4004 (Owning County Code) must be present for balances to be reportedby county. Element 4005 (Worksite) must be present for balances to bereported by worksite.

To complete element 4001 Owning Entity for U.S. entities, enter the entitynumber in the dollar amount portion and zeros in the cents portions. Forexample, enter $005.00 for California.



To complete element 4001 Owning Entity for Canadian entities, enter theentity number of the province in the dollar amount portion and the EI Plannumber in the cents portion. For example, enter $901.02 for Alberta and EIPlan 2.

A maximum of ten sets of Prior Tax Elements per employee may bemaintained on the EDB. A successful tax entity transfer is reflected on theTax Entity Change Register, which lists both before- and after-images of themodified tax element fields. Prior Tax Elements may be viewed online on thePrior Tax Balances page, via the Personnel Inquiry Menu. They are also listedon the Data Base Record Display report.



Figure 6-2 Prior Tax Balances Page



AIMS191/PP15A0XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

DATA BASE MAINTENANCE RUN DATE 11/15/96TAX ENTITY CHANGE REGISTER

ORGANIZATION-ID: MONOCO CORPORATION

EMPLOYEE ID: 001009999 GONZALES,LARRY D.

EXPLICIT MAINTENANCE ACTIONS THAT HAVE TRIGGERED ROLL-IN / ROLL-OUT ACTIVITY ARE:CURRENT YEAR SEGMENTS ARE:

STATE OF RECORD FOR INCOME TAX PURPOSES CHANGED FROM 0027-MONTANA TO 0045-UTAH

STATE OF RECORD FOR UI/DI/WRK.CMP PURPOSES CHANGED FROM 0027-MONTANA TO 0045-UTAH

STATE OF RECORD FOR 2ND ST INC TX PURPOSES CHANGED FROM 0045-UTAH TO - (NONE)

ELEMENTS MODIFIED BY THIS PROGRAM AS A RESULT OF THE ABOVE ACTION(S) ARE:

EL.# TYP ELEMENT NAME PRIOR VALUE CHANGED TO EL.# TYP ELEMENT NAME PRIOR VALUE CHANGED TO

PERSONAL DATA 0312 ST/PRO LAST TXD 0027 0045 0314 STATE LAST EMPL 0027 00450313 2ND ST LAST TXD 0045 (NONE)

HOURS BALANCES 5105 HRS WORKED QTD 80.00 40.00 5106 WKS WORKED QTD 2.00 1.005108 PY PDS YTD ST/Q 2.00 1.00 5109 2ND ST PY PDS-Y 2.00 0.00

DOLLAR BALANCES 5505 STATE GROSS YTD 1,869.24 1,234.62 5506 STATE GROSS QTD 1,869.24 1,234.625625 2ND ST GRS YTD 1,869.24 0.00 5626 2ND ST GRS QTD 1,869.24 0.005655 EM ST TTL GRS Y 1,869.24 150.00 5656 EM ST TTL GRS Q 1,869.24 150.005727 PRI REG GRS ST1 934.62 0.00 5728 PRI REG GRS ST2 934.62 0.005735 PRI REG TAX ST1 40.36 0.00 5736 PRI REG TAX ST2 47.08 0.005743 TTL SDI GRS QTD 934.62 0.00 5744 TTL SDI GRS YTD 934.62 0.005751 ST WORK COMP Q 934.62 0.00

GROSS TO NET 6025 QTD STATE TAX 87.71 60.83 6025 YTD STATE TAX 87.71 60.836031 QTD STATE UNEMP 71.04 55.56 6031 YTD STATE UNEMP 71.04 55.566035 QTD 2ND ST TX 55.28 0.00 6035 YTD 2ND ST TX 55.28 0.00

PRIOR TAX DATAFOR ENTITY 0045: 4003 CLASS OF ELEMTS 3.00 4.00 4004 OWNING COUNTY 703.00 0.00

4011 QTD HRS WKD CURR ST 40.00 0.00 4012 QTD WEEKS WORKED 1.00 0.004013 YTD ST/PR PPDS WKD 1.00 0.00 4014 YTD SCND ST PPDS WK 0.00 2.004024 YTD TOTAL SUI GROSS 1,234.62 0.00 4027 YTD STA/QUE GROSS 1,234.62 0.004028 QTD STA/QUE GROSS 1,234.62 0.00 4029 YTD TXBLE SUI GROSS 234.62 0.004030 QTD TXBLE SUI GROSS 1,234.62 0.00 4036 QTD TOTAL SUI GROSS 1,234.62 0.004056 YTD SCND STATE GRS 0.00 1,869.24 4057 QTD SCND STATE GRS 0.00 1,869.244067 YTD STATE TX W/HELD 60.83 0.00 4068 QTD STATE TX W/HELD 60.83 0.004074 YTD STATE UI CONTRB 55.56 0.00 4075 QTD STATE UI CONTRB 55.56 0.004096 YTD SCND STATE TAX 0.00 55.28 4097 QTD SCND STATE TAX 0.00 55.284117 YTD EMP ST TTL YTD 150.00 0.00 4118 QTD EMP ST TTL QTD 150.00 0.00

PRIOR TAX DATAFOR ENTITY 0027: 4001 OWNING ENTITY (NONE) 0027 4003 CLASS OF ELEMTS 0.00 3.00

4004 OWNING COUNTY 0.00 882.00 4005 WORKSITE EMPLYD 0.00 927.004011 QTD HRS WKD CURR ST 0.00 80.00 4012 QTD WEEKS WORKED 0.00 2.004013 YTD ST/PR PPDS WKD 0.00 2.00 4024 YTD TOTAL SUI GROSS 0.00 -1,303.864027 YTD STA/QUE GROSS 0.00 1,869.24 4028 QTD STA/QUE GROSS 0.00 1,869.244029 YTD TXBLE SUI GROSS 0.00 869.24 4030 QTD TXBLE SUI GROSS 0.00 1,869.244036 QTD TOTAL SUI GROSS 0.00 1,869.24 4067 YTD STATE TX W/HELD 0.00 87.71

Figure 6-3 Tax Entity Change Register (AIMS191)



AIMS170/PP2500XX/110196 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

DATA BASE MAINTENANCE RUN DATE 11/15/96DATA BASE RECORD DISPLAY PROCESS DATE 11/15/96

ORG ID: EMP ID: 007009999 CURRENT SEGMENTS: 01 02 03 05 07 10 20 36 37 39 49 51 55 56 60 80 81 82 83

NUMBER TITLE FIELD CONTENT NUMBER TITLE FIELD CONTENT0106-9 NAME BELLTOWER,GEORGE B. 0301-0 FED TX MRT STAT S0108-1 NAME PREFIX MR 0310-6 STATE/PROV EMPL 00390109-2 PHONETIC KEY B436G 0312-8 ST/PRO LAST TXD 00390111-1 EMPLOYMT STATUS L 0314-0 STATE LAST EMPL 00390112-2 STATUS DATE 06/01/1996 0320-3 ST TAX MRT STAT S0113-3 EMPLOYMENT DATE 04/24/1985 0324-7 ST EXM/INDX AMT 1000000.990114-4 LOA RETURN DATE 03/31/1996 0334-4 RES ST EXM AMT 2220000.010115-5 LOA REASON 10 0350-4 LOCAL ENTITY 1 07010119-9 REG/TEMP R 0352-6 LAST LOC TAX 1 07010120-7 NXT REVIEW DATE 12/31/1995 0361-2 LST PAY PROCESS 11/10/19950123-0 PART/FULL TIME F 0362-3 DEDUCTION SCHED M10124-1 EMPLOYEE TYPE N 0364-5 JOB 1 PAY CYCLE M10130-4 RETIREMENT PLAN C 0370-8 ANNUAL DTO DED 1234567.890131-5 RETRMT PLN DATE 05/01/1985 0371-9 OTHR FED CREDIT 99999.990132-6 RETRMT % SPLIT 015 0501-6 ALT ADDR STREET 131 LELAND WAY0133-7 THRIFT % SPLIT 010 0502-7 ALT ADDR CITY CONCORD CA945200134-8 HEALTH PLAN HMO 0503-8 ALT ADDR STATE CA0135-9 HLTH PLAN DATE 05/01/1985 0504-9 ALT ADDR ZIP 945200136-0 HLTH COV CODE 001 0701-2 PS1 NAME BELLTOWER, MARY0140-1 LEAVE ACCRL PLN N 0703-4 PS1 MARRIAGE DT 06/15/19820141-2 LEAVE ACCRL DTE 03/01/1985 0716-4 PS1 DIVORCE TYP D0149-0 PERS ACTN DATE 11/07/1995 0717-5 PS1 DOM REL CD Y0160-5 THRIFT PLN DATE 03/24/1986 0718-6 PS1 DIVORCE DAT 11/02/19870161-6 BNFTS BASE SLRY 123456789.01 0720-5 PS1 BIRTH DATE 03/09/19550162-7 ORIG HIRE DATE 03/24/1985 0721-6 PS1 SEX F0164-9 COMPANY S02 0722-7 PS1 SSN/SIN 4143267890167-2 DEPARTMENT 20202000 1001-2 PENSION PLAN A0172-4 PAY STATUS S 1002-3 PENSION PLAN DT 06/01/19960181-0 ANNUALIZED SLRY 14700.00 1003-4 PENSION STS CD PF0182-1 WRKRS COMP ELGB Y 1005-6 VSTNG REF DATE 07/01/19950183-2 401K ELGBL FLG N 1006-7 PERCENT VESTED 0770251-2 FMLA ENTITLEMNT 480.00 1008-9 PLND PEN BEN DT 01/01/20010257-8 ACTUAL MRT STAT D 1011-9 ACTL PEN BEN DT 01/01/19990273-8 SSN/SIN 006333999 1013-1 PARITY DATE 01/01/19950274-9 SEX M 2001-3 JOB BEGIN DATE 03/24/19850275-0 DATE OF BIRTH 12/14/1972 2002-4 JOB END DATE 99/99/99990276-1 ETHNICITY C 2003-5 JOB DEPARTMENT 202020000277-2 HANDICAP M 2004-6 JOB CLASS 1204920281-3 EDUCATION LEVEL 06 2005-7 PAY RATE 1225.00000282-4 EDUC LEVEL YEAR 1980 2006-8 PAY RATE CODE P0284-6 REFERRAL SOURCE E 2009-1 % FULL TIME 100.000285-7 CUR ADDR-STREET 65 MEADOW VIEW DRIVE 2012-1 JOB PAY CYCLE M10286-8 CUR ADDR-CITY PITTSBURGH 2013-2 TIME RPT CODE W0287-9 CUR ADDR STATE PA 2014-3 JOB CL ENTRY DT 03/24/19850288-0 CUR ADDR-ZIP-PC 15212 2015-4 POSITION NUMBER 001900289-1 HOME PHONE 0000000000 2073-4 ACCT1 NUMBER 0000020202 0000290-9 WORK PHONE 2136525200 2074-5 ACCT1 AMOUNT 1225.00000292-1 EMRGNCY CONTACT HOLLY HIGHTOWER 2075-6 ACCT1 EARN TYP REG0293-2 CONTACT RLTNSHP SISTER 2076-7 ACCT1 STRT DT 03/24/19850294-3 CONTACT PHONE 2138125324 2077-8 ACCT1 STOP DT 99/99/9999

Figure 6-4 Data Base Record Display Report (AIMS170)

Adjusting Prior Tax Data

Use the Prior Tax Balances page to adjust balances and correct errors in anexisting set of Prior Tax Elements. For example, if issuing a refund for taxes,adjustments may need to be made to prior and current tax elements.

Elements 4001(Owning Entity ID)and 4002 (Related

State Entity)

These two elements cannot be explicitly modified because element 4001 is arecord key field and element 4002 is System-generated. If element 4001 isincorrect, delete the entire record and create a new one with the correct value.

To complete element 4001 Owning Entity for U.S. entities, enter the entitynumber in the dollar amount portion and zeros in the cents portions. Forexample, $005.00 for California.

To complete element 4001 Owning Entity for Canadian entities, enter theentity number of the province in the dollar amount portion and the EI Plannumber in the cents portion. For example, $901.02 for Alberta and EI Plan 2.

Element 4003 (Classof Elements)

Using the Adjustment portion of the Prior Tax Balances page, enter theelement number and the new value to replace the incorrect value.

Element 4004(Owning County

Code)


Element 4005(Worksite)


All Other Prior TaxElements

Using the Adjustment portion of the Prior Tax Balances page, enter theelement number and a value that represents the difference between theincorrect value on the and the correct value.

Note: Increasing the value of an element — If an element has an incorrect

value of 120.00 and the value should be 150.00, enter 30.00 in the VALUEfield and a plus sign (+) in the +/- field to indicate that 30.00 should be addedto the element value to produce the correct value.

Note: Decreasing the value of an element — If an element has an incorrect

value of 200.00 and the value should be 130.00, enter 70.00 in the VALUEfield and a minus sign (-) in the +/- field to indicate that 70.00 should besubtracted from the element value to produce the correct value.



Deleting Prior Tax Data

Use the Adjustment portion of the Prior Tax Balances page (on the followingpage) to set prior tax balances to zero, which triggers the System to delete therelated set of Prior Tax Elements from the EDB. For example, if the wrongemployee number was entered during a tax entity transfer, the prior tax datafor that employee must be deleted. The deletion is accomplished as describedbelow:

1. On the Prior Tax Balances page, enter the numbers of all prior taxelements (other than 4001-4005) in the set that have a value other thanzero, and enter values to offset (or cancel out) the existing element values.

Note: If the value of an element is 36.00, you would enter 36.00 in theVALUE field and a minus (-) sign in the +/- field to cause the value to bereset to zero.

2. The System automatically deletes the set of Prior Tax Elements from theEDB when all prior tax balances equal zero.





Figure 6-5 Prior Tax Balances page

Special Processing Considerations

For refund (RF) transactions (taxes only), where amounts must be deductedfrom or added to employee earnings, it is important to determine whether thecurrent tax entity or a prior tax entity was in force for the employee at the timeof the original activity being adjusted, in order to adjust the proper taxbalances. This section describes general guidelines for processing theseadjustments.

The following charts are useful in the adjustment of prior tax balances:

� Corresponding Prior and Current Tax Elements chart

� Roll Rules and Patterns chart

Refunds

A Refund (RF) transaction is processed to refund an employer contribution,employee deduction or pre-tax deduction to the employee in the form of anincrement to net pay. If the refund is for a tax, and a tax entity transfer hasoccurred for the employee between the time the original payment was madeand the time the adjustment transaction was made, perform the followingactions:

1. Find the gross-to-net element number on the Roll Rules and Patterns chartin this chapter. If the gross-to-net element number is not listed on thechart, no adjustment is necessary for this element; bypass the remainingsteps in this section.

Note: Gross-to-Net element numbers are listed on System reports as3-digit numbers, and on the Roll Rules and Patterns chart as the samethree digits preceded by a 6. For example, Gross-to-Net element 020 isthe same as element 6020.

2. If the roll-out rule is A, B, D, or Z, process a Prior Tax Balances (DA)transaction to reduce the corresponding prior tax element by the refundamount, with a minus (-) in the +/- field.

3. If the roll-out rule is B, C, or Z, process a Gross-to-Net Balance (GA)transaction, with a plus (+) in the +/- field, for each Gross-to-Net balancewith a roll-out rule of B, C, or Z, to reverse the effect of the refund on theaffected current gross-to-net balance. Gross-to-net balances for theemployee are listed on the Gross-to-Net Balances screen in the PersonnelRecords Inquiry system and on the Data Base Record Display report.





Chapter 7

Payroll Transactions

Overview

Payroll transactions communicate changes in pay, time worked, leave taken,balances, deductions, distributions, and prior period payment and balanceamounts to the System. The changes affect current period processing;permanent changes are usually made to an employee’s payroll data on theEmployee Data Base (EDB). Transaction data can be entered throughout thepay period; however, all transaction data must be entered before payrollcalculation begins.

The Payroll System provides the following types of payroll transactions:

� Batch Control Transactions - BA, BD, BR. These transactions

summarize and identify, release, delete, or correct information about

batches (or groups) of transactions.

� Time Reporting Transactions - AG, AP, DC, LV, LX, RP, RX, TE, TX.

System-generated (preprinted) transactions show the anticipated pay rate

and hours worked for an employee. When manually entered, time

reporting transactions record such things as overtime worked, leave taken,

differential hours worked, and lump sum payments. Most of these

transactions are used for both positive and exception time reporting

employees. However, TE, DC, and LV transactions are defined for use

with exception time reporting jobs.

� Payroll Adjustment Transactions - AC, AD, C, DA, DS, DU, ET, GA,

H, HA, O, PS, RA, RF. These transactions are used to correct/change

prior or current period payroll activity, provide convenience services for

employees (such as advances), and correct/establish prior tax balances.


7

Generally, using payroll transactions is the same for both Canadian and U.S.users. However, differences occur for Canadian users when the Bonus Methodapplies. Where these differences exist, they have been noted in the followingtransaction sections.

The following transactions are described in this chapter:

Batch Control Transactions

BA - Batch Control Update


AG - Additional Gross-Up PayAP - Additional PayDC - Distribution ChangeLV - Leave ReportingLX - Late PayRP - Reduction in Pay (Lump-Sum)RX - Reduction in PayTE - Time ExceptionTX - Time Report Input


AC - Automatic CancellationAD - AdvanceC1 - CancellationDA - Dollar and Prior Tax BalancesDS - One-Time DeductionDU - Deduction/Contribution UpdateET - Expense TransferGA - Gross-To-Net BalancesH1 - Hand Drawn CheckHA - Hour BalancesO1 - OverpaymentPS - PrepaymentsRA - Retroactive AdjustmentRF - Refund

For each transaction, the following subsections are presented:

Description Describes the primary use(s) of the transaction.

Notable Results Outlines the major results of using the transaction.

Entry

Guidelines

Indicates the System requirements for entering the

transaction.

Online Pages Lists the page(s) used to enter the transaction data into

the System.

Overview

7-2 Payroll Transactions 05/2012

System Edits Describes those specific conditions for which the

transaction is edited by the System.

Page Description Gives a field-by-field description of the page used for

entering transaction data into the system. Because the

page is used to gather data for either online or batch

data entry, data entry differences have been noted as

they occur.

Overview


Batch Control Update (BA)

Description The Batch Control Update transaction identifies batch header information; itestablishes control totals for a batch of input transactions. Control totals helpensure that the transactions within a batch have been entered correctly.Assigning each transaction to a specific batch allows you to trace data from itssource to the System-generated Batch Balance and Edit report in order to

correct errors and to allow auditing. All batches of payroll transactions

must be preceded by this transaction.

Notable Results The BA transaction

� Uniquely identifies each batch of transactions.

� Provides control totals which are compared against System totals to

ensure accurate data entry.

� Provides an audit trail for each batch of transactions.

Entry Guidelines Must precede all payroll transactions; these transactions are then batched asfollows:

� Time reporting transactions

� Payroll adjustment transactions

� Automatic Cancellation transactions

More entry guidelines information is provided in this chapter for eachtransaction, and also in the Batching/Entering/Correcting Payroll Transactionschapter.

Input Page Batch Control Update (BA)

System Edits The System applies the following edits to BA transactions:

� If a batch number has already been used during the current pay cycle, the

System changes it to a default value of AAA; if this remains uncorrected,

the entire batch will eventually be rejected and excluded from payroll

calculation.

� Batches that do not balance for transaction count, rate total, or hours total

will be rejected unless they are corrected or released (Batch Release (BR)

transaction).



Payroll Batch Control Field Descriptions

Complete the fields for the Time Input/Payroll Adjustments Batch menu pageas follows:

Schedule Required. 3-character alphanumeric. Enter the code of the payroll schedulewith which this transaction is to be processed.

Organization ID 13-character alphanumeric. Enter the organization ID as established on theOrganization Table.

Batch Type Required. Indicates the type of payroll batch being processed. Select the batchtype.

Time Input Batch (T)

Automatic Cancellation (B)

Adjustments Batch (A)

Batch Required. 3-digit numeric. Enter a number from 001 to 799 that identifies thebatch. Batch numbers 900 to 999 are reserved.

Origin 3-character alphanumeric. Enter a code to identify the person/departmentpreparing the batch.

Transaction Count Required. 5-digit numeric. Enter the number of transactions in the batch. (Donot include the batch add transaction to the count.)

Fields Unique to Time Input

Hours Hash Total Required. 9-digit numeric (9999999.99). Enter the last 5 digits to the total ofall Time values in this batch of transactions.

Rates Hash Total Required. 12-digit numeric (999999999.99). Enter the last 7 digits of the totalof all Rate/Amount values in this batch of transactions.

Fields Unique to Adjustments

Running Balance System generated. The total transactions in the batch.

Transaction Select transaction type from drop down list.





Figure 7-1 Payroll Time Input Menu

Figure 7-2 Batch Control Update (PC04)



Figure 7-3 Payroll Adjustments Batch Type Menu



Figure 7-4 Payroll Adjustments Automatic Cancellation Batch Type Menu

Automatic Cancellation (AC)

Description The Automatic Cancellation transaction reverses payroll activity for a checkor direct deposit advice. This transaction is often used when a check is lost orreturned by the employee because it was issued in error or calculatedincorrectly. When a check has been cashed, the Overpayment transaction mustbe used to reverse payroll activity.

The AC transaction will automatically reverse all check/direct depositinformation, gross-to-net information, and account distribution informationcontained on the original check by retrieving the detail on the originalpayment from historical payroll data and creating C transactions.

The AC transaction requires prior execution of the Payroll HistoryMaintenance program (PP4600XX), which provides historical pay data to beused in check/direct deposit reversal. If your organization does not run PayrollHistory Maintenance, use the Cancellation transaction to reverse payrollactivity on a check.

Note: When cancelling a check created using the AP transaction, you mustenter the pay period ending date during which the AP transaction was used.

Notable Results The AC transaction

� Reverses all of the accounting/cost center charges for the specified check.

� Reverses the appropriate EDB hour, dollar, and deduction balances for the

specified check.

� Affects balances in prior tax sets (a group of hour and dollar balances

belonging to tax jurisdictions in which the employee was previously

taxed).

Entry Guidelines Batch AC transactions with other AC transactions; use AutomaticCancellation batch type.

Online Page Automatic Cancellation (AC) is accessed through the Payroll Adjustmentsmenu.

System Edits The System edits AC transactions to ensure that the check data beingcancelled exists on the Payroll Audit Sub-File.




Complete the fields of the Automatic Cancellation page as follows:


Schedule Display only. The payroll schedule with which this transaction is to beprocessed (the employee does not have to be paid during the schedule).

Batch Display only. Number from 001 to 799 that identifies the batch. Batchnumbers 900 to 999 are reserved for BMS use.

Organization ID Display only. The organization ID as established on the Organization Table.

Employee ID Display only. The employee’s ID.

Employee Name Display only. The employee’s name.

Pay Period End

Date

Required. 8-digit numeric. Enter the end date of the pay period when theoriginal check or advice was issued.

Cancelled or

Hand Drawn

Check Number

Required. 7-character alphanumeric. Enter the direct deposit advice or payrollcheck indicator code followed by the number of the check/advice beingcancelled. The advice/check indicator codes are:

A - direct deposit advice

C - payroll check



This sample shows how to cancel paychecks and direct deposit earningsadvices from different pay periods.



Figure 7-5 Automatic Cancellation - (AC) Transaction

Advance (AD)

Description The Advance transaction can be used to pay an advance and/or to record theamount of an advance paid through a source other than the Payroll System(for example, Accounts Payable). The AD transaction only increases theemployee’s net pay; it does not alter withholding amounts or any earningsbalances on the EDB.

The AD transaction is also used to establish repayment amounts from futurepayments. AD transactions establish a declining balance that is automaticallyrecaptured in full from the next payment unless overridden by a deductionamount specified in the transaction data, thus allowing the employee to payback the advance over several pay periods. Also, the amount of an advance isadded to any previous advance when an outstanding advance amount exists.

If an employee has been issued an advance (e.g., manually or throughaccounts payable), the AD transaction can be used to effect repayment bydeduction from future payroll payments. The amount entered in AdvancedThru Other Systems does not increase the employee’s current net pay, but it isposted to the declining balance for future recovery.

Notable Results The AD transaction

� Does not withhold taxes.

� Increases net pay by the amount of the advance.

� Sets up collection in subsequent pay periods.

Entry Guidelines Batch AD transactions with all other payroll adjustment transactions, exceptAC transactions, having the same schedule number within organization; useAdjustments Batch type.

Online Page Advance (AD)

System Edits The system applies the following edits to AD transactions:

� System warning message issued if multiple advance transactions are

entered in one pay period.

� Employee’s status must be active, leave of absence with pay, or

terminated within the current pay period.

Advance (AD)


Advance (AD)

Complete the fields on the Advance page as follows:


Schedule Display only. The payroll schedule with which this transaction is to beprocessed (the employee does not have to be paid during the schedule).

Batch Display only. Number from 001 to 799 that identifies the batch. Batchnumbers 900 to 999 are reserved


Sequence No.

or Employee ID

For batch data entry only.

Sequence Number: Required for transaction correction only. 9-characteralphanumeric. Enter the sequence number for the transaction (found on theBalance and Edit report).

The sequence number must be preceded by:

C - correct the transaction

D - d the transaction

Employee ID: Required for initial transaction only. 9-digit numeric. Enter theemployee’s ID for every initial transaction entered.



Amount to Advance 10-digit numeric (99999999.99). Enter the amount of the advance.

Advance Deduction 10-digit numeric (99999999.99). Enter the portion of the advance that theSystem should recover in subsequent pay periods if the whole amount is not tobe recovered in the next pay period. Leave blank if the whole amount is to berecovered in the next pay period.

Advanced Through

Other Systems

10-digit numeric (99999999.99). Enter the amount of an advance processedfor the employee through another system. The System will recover this type ofadvance depending on what is entered in the Advance Deduction field.

Advance (AD)


This sample AD transaction increases the employee’s paycheck by $250.00; italso records a $100.00 advance through another system or method (forexample, a travel advance). The System would normally recover the $350.00during the next pay cycle; however, because of the Advance Deduction it willdecrease the employee’s checks by $75.00 each pay period until the totaladvance of $350.00 is recovered. If using a batch data entry method, the TotalAmount field should be $350.00.

Advance (AD)


Figure 7-6 Advance - (AD) Transaction

Additional Gross-Up Payment (AG)

Description The Additional Gross-Up Payment transaction is used to generate anemployee payment and ensure that a specified Desired Net Pay is calculated.During gross pay calculation, the System makes an approximation of the grosspay needed to obtain the desired net after deductions are calculated. It thenevaluates the net pay derived from that calculation, makes a newapproximation of the gross pay and repeats the process until the calculated netis the desired net pay. After this calculation is complete, the Desired Net Payon the AG transaction is replaced by the Calculated Gross before being passedto gross-to-net calculation. At the end of gross-to-net processing, if thecalculated net pay is not equal to the original Desired Net Pay, the Systemwill adjust the employee’s federal income tax deduction to achieve an exactresult.

A maximum of 10 payments can be produced for each employee (the regularpayment and nine additional checks/advices) during a pay period. Each checkis treated as a separate pay period. Employees who elected direct deposit willhave all monies deposited to their accounts for net pay. No deposits will bemade to additional disbursement accounts. An override allows a check to beproduced instead of net pay being deposited.

Notable Results The AG transaction updates all appropriate hour and dollar balances on theEDB.

For an AP transaction with a prior pay period, the earnings process as SubjectGross 2.

The System will attempt to gross-up all or part of an employee’s wageattachment deduction(s) when processing an AG transaction. The DisposableEarning indicator for the specified earning and the grossed-up deductions willdetermine the amount taken for a wage attachment.

Entry Guidelines AG transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Additional Gross Up Pay (AG)

System Edits The System applies the following edits to AG transactions:

� Only one earnings type is allowed on the transaction.

� Only earnings defined as a specified amount (calculation routine 3) are

allowed.

� The transaction must specify that a separate check is being requested.




Complete fields on the Additional Gross-Up Payment page as follows:


Schedule Display only. The payroll schedule with which this transaction is to beprocessed.

Batch Display only. Number from 001 to 799 that identifies the batch. Batchnumbers 900 to 999 are reserved.


Sequence No.

or Employee ID


Sequence Number: Required for transaction correction only. 9-characteralphanumeric. Enter the sequence number for the transaction (found on the

Balance and Edit report).



D - delete the transaction




Pay Period Ending Required. 6-digit numeric. Enter either the pay period end date or the specificdate that applies to the payment.

Date See Pay Period Ending for field description.

Earnings Type Required. 3-character alphanumeric. Enter the earnings type of the additionalgross-up payment. Only one earnings type can be entered per transaction andonly earnings defined with a specified amount calculation routine are allowed.



Separate Check Required. 1-character alphanumeric. Enter a number from 1 to 9 to indicatewhich of a possible 9 separate checks is to be issued for this gross-uppayment. Only one AG transaction may be processed on each separate checknumber.

Check Required 1-character alphanumeric. Check required indicator. Specify whether a checkis required. Valid entries are:

blank - Process the employee’s net pay according to the employee’s Net PayDisbursement code on the EDB. (See the Payment Disposition Data form inthe Personnel User Guide.) Additional disbursements will not be processed;they will be included in the net pay amount.

Check Required (Y) - Override the Net Pay Disposition code and issue acheck for the entire net pay.

Voluntary

Deduction

Required. 1-character alphanumeric. Enter one of the following codes toindicate which voluntary deductions are processed:

Taxes & Retirement (E) - Deductions with group code T (taxes) and R(retirement), as well as deductions with gross-to-net element numbers forloans, advance , and wage attachments are processed.

Normal Deductions (N) - All normal deductions are processed.

Taxes Only (T) - Deductions with a group code of T (taxes) and those withgross-to-net element numbers for loans, advance, and wage attachments (suchas IRS levies) are processed.

Deduction Code Required if the Voluntary Deduction field is Normal Deductions. 1-characteralphanumeric. Enter a number from 1 to 5 to indicate which deductionschedule should be used. (The deduction schedule determines which voluntarydeduction(s) will be withheld for the payment.) The following codes, whichmap to those used in the Gross-to-Net Table, are valid for the pay periodsshown:

1 to 5 - Weekly pay periods

1 to 3 - Biweekly pay periods

1 or 2 - Semimonthly pay periods

1 - Monthly pay periods

Note: If the Pay Period Ending field contains a date that reflects the secondpay period of the month, then any gross-to-net items with codes of A (all) or 2would be deducted from the payment. (For monthly pay periods, a 2 would bean invalid code.)

Desired Net Required. 11-digit numeric (99999999.999). Enter the desired net amout ofthe additional gross-up payment.



Job Class 6-character alphanumeric. Enter the employee’s current job class code.

Account Number 25-character alphanumeric. Enter the number of the account to be charged forthe additional payment. If expenses are recorded by position, enter theposition number in the last 5 positions of this field.





Figure 7-7 Additional Gross Up Pay (AG) Transaction

Additional Pay (AP)

Description The Additional Pay transaction is used to produce an additional payment(check/advice) for an employee.

A maximum of 10 payments can be produced for each employee (the regularpayment and nine additional checks/advices) during a pay period. Thesepayments can be retroactive, for current pay, or for future pay periods (such asvacation advances). Each check is treated as a separate pay period payment sothat the employee will not be taxed excessively. Employees who elected directdeposit will have all monies deposited to their accounts for net pay. Nodeposits will be made to additional disbursement accounts. An overrideallows a check to be produced instead of net pay being deposited. (See theRequired field in the Additional Payments page description that follows.)

Notable Results The AP transaction updates all appropriate hour and dollar balances on theEDB.

For an AP transaction with a prior pay period, the earnings process as SubjectGross 2. Also, retirement contributions and deductions are not taken.

Entry Guidelines AP transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Additional Pay (AP)

System Edits The System applies the following edits to AP transactions:

� A maximum of 150 account distributions can be entered with AP, RA, and

other time reporting transactions (in combination) for an employee in a

single schedule.

� The second earnings type (if entered) must have a time factor if the first

earnings type entered requires a time factor.

� The second earnings type/time fields must be blank if the first earnings

type entered does not have an associated time factor.

Additional Pay (AP)


Additional Payments (AP)

Complete fields on the Additional Payments page as follows:





Sequence No.

or Employee ID


Sequence Number: Required for transaction correction only. 9-characteralphanumeric. Enter the sequence number for the transaction (found on the

Balance and Edit report).







Pay Period Ending Required. 6-digit numeric. Enter either the pay period end date or the specificdate that applies to the payment.

Week End Date See Pay Period Ending for field description.

Earnings Type Required. 3-character alphanumeric. Enter the earnings type(s) of theadditional payment. Two earnings types can be entered per transaction. If thefirst Earnings Type has a time factor, the second Earnings Type field, if used,must have a corresponding time factor. If the first Earnings Type does nothave a time factor, the second Earnings Type must be blank. Up to 2 fieldscan be entered per line.

Additional Pay (AP)


When processing additional payments for employees with wage attachments:Employers should be aware that earnings types and deductions are factors inthe computation of disposable earnings and therefore determine whether wageattachments are not taken or fully taken. A check can include a combinationof earnings and deductions subject to wage attachment based on theDisposable Earnings indicator on the Earnings Table and the Gross-to-NetTable. The taxes calculated on the earnings not subject to wage attachmentmay reduce the disposable earnings below the allowed wage attachment limit,so the wage attachment amount may not be deducted.

Time Required if the associated Earnings Type has a time factor. 5-digit numeric(999.99). Up to 2 fields can be entered per line.

S (separate Check) Required to produce a separate check/advice. 1-character alphanumeric. Entera number from 1 to 9 to indicate which of a possible 9 separate checks is to beissued. Multiple transactions with the same separate check number areallowed; a maximum of 35 earnings types can be consolidated in onepayment. Enter the appropriate separate check number on each line associatedwith the payment.

Leave this field blank if the additional payment is being paid as part of theregular check/advice.

Do not make an entry in the S field if you are submitting a DS transaction,since the System cannot process a DS transaction on a separate check.

C (check required) 1-character alphanumeric. Check required indicator. Leave this field blank ifthe S field is blank. For a separate check/advice, specify whether a check isrequired. Valid entries are:

blank - Process the employee’s net pay according to the employee’s Net PayDisbursement code on the EDB. (See the Payment Disposition Data form inthe Personnel User Guide.) Additional disbursements will not be processed;they will be included in the net pay amount.

Y - Override the Net Pay Disposition code and issue a check for the entire netpay.

V (voluntary

deduction)

Required to produce a separate check/advice. 1-character alphanumeric.Leave this field blank if the S field is blank. Enter one of the following codesfor each separate check/advice to indicate which voluntary deductions areprocessed:

E Deductions with group code T (taxes) and R (retirement), as well asdeductions with gross-to-net element numbers for loans, advance , andwage attachments are processed.

N All normal deductions are processed.

Additional Pay (AP)


T Deductions with a group code of T (taxes) and those with gross-to-netelement numbers for loans, advance, and wage attachments (such as IRSlevies) are processed.

D (deduction code) Required if the V field is N. 1-character alphanumeric. Enter a number from 1to 5 to indicate which deduction schedule should be used. (The deductionschedule determines which voluntary deduction(s) will be withheld for thepayment.) Leave this field blank if the S field is blank. The following codes,which map to those used in the Gross-to-Net Table, are valid for the payperiods shown:

1 to 5 - Weekly pay periods

1 to 3 - Biweekly pay periods

1 or 2 - Semimonthly pay periods

1 - Monthly pay periods

Note: If the Pay Period Ending field contains a date that reflects the secondpay period of the month, then any gross-to-net items with codes of A (all) or 2would be deducted from the payment. (For monthly pay periods, a 2 would bean invalid code.)

Rate/Amount Required. 11-digit numeric (99999999.999). Enter the hourly rate or the lumpsum payment that applies to the Earnings Type.

Job Class 6-character alphanumeric. Enter the employee’s current job class code.

Account Number Required. 25-character alphanumeric. Enter the number of the account to becharged for the additional payment. If expenses are recorded by position,enter the position number in the last 5 positions of this field.

Control Totals Required for batch data entry only. Enter the total of all amounts in the Timeand Rate of Pay columns.

The sample shows two AP transactions. The first AP is paying an employee alump-sum amount; it will be paid on a separate check/advice. No otherearnings types can be entered on this line. The S (Separate Check) code is 1indicating which separate check is being issued and the V (VoluntaryDeductions) code is E indicating that taxes and retirement are being deducted.The second AP is for an hourly amount added to the regular payment. Up totwo earnings types can be entered as long as the $20.00/hour rate applies toeach. The Separate Check, Check Required, Voluntary Deduction, andDeduction Code fields are blank because this transaction will not produce aseparate check/advice.

Additional Pay (AP)


Additional Pay (AP)


Figure 7-8 Additional Payments - (AP) Transaction

Cancellation (C)

Description The Cancellation transaction reverses payroll activity for a previously issuedcheck/advice. This transaction can be used when a check is lost or when acheck is returned by the employee because it was issued in error or calculatedincorrectly. When a check has been cashed, the Overpayment transaction mustbe used to reverse payroll activity.

Use the C transaction when cancelling a check that is not available in payrollhistory.

The Cancellation transaction consists of seven separate transactions:

� C1 - Check and Gross Pay Information

� C2 - Account Distribution Information

� C3 - Gross-to-Net Information

� C4 - Other Grosses Information (when state taxes are affected)

� C5 - Local Grosses (1-4) (when local taxes are affected)

� C6 - Local Grosses (5) (when local taxes are affected), Advances, and

Excess Life Information

� C7 - Canadian EI Plan and State/Province Entities

A C transaction must contain one C1 transaction and may contain up to 35 C2transactions, one C4 transaction, one C5 transaction, one C6 transaction, oneC7 transaction, and up to 14 C3 transactions.

Use the Payroll Audit report to obtain information necessary for cancelling apayment. Be sure to enter all cancelled deductions, refunds, reductions(pre-tax deductions), and employer contributions in the same order as theyappear on the Payroll Audit report.

Note: If an employee’s FICA Eligibility Indicator was changed between thetime the check was issued and the posting of the cancellation, the employee’sFICA grosses on the EDB may be improperly updated. The incorrect FICAgrosses can result in an incorrect FICA deduction being computed on asubsequent check.

Canada: C7 transactions require entry of the EI Plan.

Notable Results The C transaction

� Reduces appropriate hour, dollar, and gross-to-net balances and updates

the balances on the EDB unless QTD or YTD indicators contain a value

other than blank.

� Cancels only those deductions and employer contributions entered with

the transaction.

� Does not affect the current payment.

� Reverses the accounting entries.

Cancellation (C)


� Does not reduce MTD dollar balances if the check being cancelled was

issued in a prior month.

� Affects balances in prior tax sets (a group of hour and dollar balances

belonging to tax jurisdictions in which the employee was previously

taxed).

Entry Guidelines Batch C transactions with all other payroll adjustment transactions, except ACtransactions, having the same schedule number within organization; useAdjustments Batch type.

Online Pages Check Adjustment (C/H/O); Local Grosses/Advances (C/H/O); Gross-To-NetAdjustments (C/H/O); Distribution Adjustments (C/H/O)

System Edits The System applies the following edits to C transactions

� For C3 transactions, if a deduction has a corresponding employer

contribution, it must also be cancelled.

� For each payment, the total of the gross amounts in the C2 transactions

must equal the gross pay amount in the C1 transaction.

� The total of the deduction and reduction (pre-tax deduction) elements in

the C3 transactions minus any advance must equal the difference between

gross pay and net pay in the C1 transaction. Employer contributions are

not included in this formula.

� For C7 transactions either the primary state taxed or state employed must

be entered. The primary state taxed and/or employed must be either a

valid U.S. state tax entity or a Canadian provincial tax entity on the Tax

Entity Table.

� If a second state gross amount is entered in C4 transactions, the second

state taxed or state of residence must also be entered in a C7 transaction.

The second state taxed or state of residence must be a valid U.S. state tax

entity on the Tax Entity Table.

� For C5 and C6 transactions, if a local gross amount is entered, the locality

taxed must be entered and must be a valid local tax entity on the Tax

Entity Table.

� If a state or local tax deduction is entered in the C3 transaction, the

corresponding gross must be entered in the appropriate transaction. For

example, if SWT is entered in C3, state gross must be entered in C1.

Cancellation (C)


Cancellation (C)

Complete the fields of the Cancellation page as follows:


Sequence No.

or Employee ID







Schedule Display only. The code of the payroll schedule with which this transaction isto be processed.





Cancelled Check

Number

Required. 7-character alphanumeric. Enter the direct deposit advice or payrollcheck indicator code followed by the number of the check or advice that isbeing cancelled. The cancellation codes are:

A - cancel the direct deposit advice

C - cancel the payroll check

Check Adjustment Information

Check Date Required. 6-digit numeric. Enter the date shown on the check or advice.

Cancellation (C)


Quarter Indicates the quarter in the calendar year in which the check/advice waswritten. Select:

Blank - payment was issued in the current quarter; current-quarter andbalances are updated

Zero (0) - payment was issued in another calendar year; no balances areupdated

First (1) - payment was issued in the first quarter; current-quarter balances arenot updated; YTD balances are updated

Second (2) - payment was issued in the second quarter; current-quarterbalances are not updated; YTD balances are updated

Third (3) - payment was issued in the third quarter; current-quarter balancesare not updated; YTD balances are updated

Fourth (4) - payment was issued in the fourth quarter; current-quarterbalances are not updated; balances are updated

Year Update YTD (Y) - update year-to-date balances; must enter blank or First -Fourth in Quarter field

Do Not Update YTD (N) - do not update year-to-date balances (check/advicewas written in a prior calendar year); must enter 0 in Quarter field

Net Pay Required. 10-digit numeric (99999999.99). Enter the net pay for the check oradvice. If no entry is made, the System assumes a value of zero.

Total Gross Required. 10-digit numeric (99999999.99). Enter the total gross pay for thecheck or advice.

FWT Gross Required. 10-digit numeric (99999999.99). Enter the amount of federalwithholding tax gross that is being cancelled. If no entry is made, the Systemassumes a value of zero.

FICA Gross Required. 10-digit numeric (99999999.99). Enter the FICA gross that is beingcancelled. If no entry is made, the System assumes a value of zero.

Medicare Gross Required. 10-digit numeric (99999999.99). Enter the Medicare gross that isbeing cancelled. If no entry is made, the System assumes a value of zero.

Grosses Information

State Gross Required. 10-digit numeric (99999999.99). Enter the amount of statewithholding tax gross that is being cancelled. If no entry is made, the Systemassumes a value of zero.

Cancellation (C)


Retirement Gross Required. 10-digit numeric (99999999.99). Enter the amount of retirementgross that is being cancelled. If no entry is made, the System assumes a valueof zero.

FUT Gross Required. 10-digit numeric (99999999.99). Enter the amount of FederalUnemployment Insurance (FUT) gross that is being cancelled. If no entry ismade, the system assumes a value of zero.

SUT Gross Required. 10-digit numeric (99999999.99). Enter the amount of StateUnemployment Insurance (SUT) gross that is being cancelled. If no entry ismade, the System assumes a value of zero.

SDI Gross Required. 10-digit numeric (99999999.99). Enter the amount of StateDisability Insurance (SDI) gross that is being cancelled. If no entry is made,the System assumes a value of zero.

State2 Gross 10-digit numeric (99999999.99). Required if 2nd State Taxed is entered. Enterthe amount of secondary state gross that is being cancelled.

Residence and Employment Information

EI Plan 1-digit numeric. Enter the Canadian Plan that the employee was in at the timethe check/advice was written.

ST/P Taxed Required. 4-digit numeric. Enter the Tax Entity ID of the employee’s primarystate of taxation at the time the check/advice was written. This entry mustappear as the primary state of taxation on the employee’s EDB record andmust be either a U.S. state Tax Entity ID or a Canadian provincial Tax EntityID from the Tax Entity Table. If no entry is made, the System assumes thisfield is equal to the State Employed.

State Employed Required. 4-digit numeric. Enter the Tax Entity ID of the employee’s state ofemployment at the time the check/advice was written. This entry must appearas the state of employment on the employee’s record and must be a valid U.S.state or Canadian provincial Tax Entity ID on the Tax Entity Table. If noentry is made, the System assumes this field is equal to the State Taxed.

State of Residence 4-digit numeric. Required if State2 Gross is entered and 2nd State Taxed isblank. Enter the Tax Entity ID of the employee’s residence state of taxation atthe time the check/advice was written. This entry must appear on theemployee’s record and must be a valid U.S. state Tax Entity ID on the TaxEntity Table.

Cancellation (C)


2nd State Taxed 4-digit numeric. Required if State2 Gross is entered and State of Residence isblank. Enter the Tax Entity ID of the employee’s second state of taxation atthe time the check/advice was written. This entry must appear on theemployee’s record and must be a valid U.S. state Tax Entity ID on the TaxEntity Table.

Local Grosses/Advances Information

Local 1 ID 4-digit numeric. Required if Local 1 Gross is entered. Enter the Tax Entity IDof the first local tax entity to which the cancellation applies. This entry mustappear on the employee’s record and must be a valid U.S. local Tax Entity IDfrom the Tax Entity Table. This field must not be equal to any of the otherLocal Taxed fields.

Local 1 Gross 10-digit numeric (99999999.99). Required if Local 1 ID is entered. Enter theamount of the gross being cancelled for the first local tax entity.

Local 2 ID 4-digit numeric. Required if Local 2 Gross is entered. Enter the Tax Entity IDof the second tax entity to which the cancellation applies. This field mustappear on the employee’s record and must be a valid U.S. local Tax Entity IDfrom the Tax Entity Table. This field must not be equal to any of the otherLocal Taxed fields.

Local 2 Gross 10-digit numeric (99999999.99). Required if Local 2 ID is entered. Enter theamount of the gross being cancelled for the second local tax entity.

Local 3 ID 4-digit numeric. Required if Local 3 Gross is entered. Enter the Tax Entity IDof the third tax entity to which the cancellation applies. This field must appearon the employee’s record and must be a valid U.S. local Tax Entity ID fromthe Tax Entity Table. This field must not be equal to any of the other LocalTaxed fields.

Local 3 Gross 10-digit numeric (99999999.99). Required if Local 3 ID is entered. Enter theamount of the gross being cancelled for the third local tax entity.

Local 4 ID 4-digit numeric. Required if Local 4 Gross is entered. Enter the Tax Entity IDof the fourth tax entity to which the cancellation applies. This field mustappear on the employee’s record and must be a valid U.S. local Tax Entity IDfrom the Tax Entity Table. This field must not be equal to any of the otherLocal Taxed fields.

Local 4 Gross 10-digit numeric (99999999.99). Required if Local 4 ID is entered. Enter theamount of the gross being cancelled for the fourth local tax entity.

Cancellation (C)


Local 5 ID 4-digit numeric. Required if Local 5 Gross is entered. Enter the Tax Entity IDof the fifth tax entity to which the cancellation applies. This field must appearon the employee’s record and must be a valid U.S. local Tax Entity ID fromthe Tax Entity Table. This field must not be equal to any of the other LocalTaxed fields.

Local 5 Gross 10-digit numeric (99999999.99). Required if Local 5 ID is entered. Enter theamount of the gross being cancelled for the fifth local tax entity.

Local Residence ID 4-digit numeric. Required if the Local Residence Gross is entered. Enter theemployee’s Local Residence Tax Entity ID to which the cancellation applies.This field must appear on the employee’s record and must be a valid U.S.local Tax Entity ID from the Tax Entity Table.

Local Residence

Gross

10-digit numeric (99999999.99). Required if Local Residence ID is entered.Enter the amount of the gross being cancelled for the Local Residence taxentity.

Advance 10-digit numeric (99999999.99). If the payment includes an advance, enter theamount here.

Excess Life 10-digit numeric (99999999.99). If the payment includes an excess lifeinsurance cost, enter the amount here.

Gross-to-Net Information

Element Required for each of the gross-to-net elements that were included in theoriginal check. 3-digit numeric. Enter the gross-to-net element number. Allone-time and permanent deductions, refunds, and employer contributionsmust be cancelled in the order listed on the Payroll Audit report.

Amount Required for each Element field that has an entry. 10-digit numeric(99999999.99). Enter the amount of the deduction or employer contribution.

+/- 1-character alphanumeric. Indicates if the element amount is a deduction orrefund. Enter:

+ or blank - corresponding Element is a deduction

- - corresponding Element is a refund

Quarter Indicates the quarter in the calendar year in which the deduction/refund wasapplied to the corresponding gross-to-net elements. Select:

Cancellation (C)


Blank - deduction/refund was applied in current quarter; current quarter andbalances updated

Zero (0) - in another calendar year; no balances updated

First (1) - deduction/refund was applied in first quarter; current quarterbalances not updated but YTD balances updated

Second (2) - deduction/refund was applied in second quarter; current quarterbalances not updated but YTD balances updated

Third (3) - deduction/refund was applied in third quarter; current quarterbalances not updated but YTD balances updated

Fourth (4) - deduction/refund was applied in fourth quarter; current quarterbalances not updated but YTD balances updated

Update YTD? Indicates whether YTD balances are adjusted for the correspondinggross-to-net elements. Select:

blank or Yes (Y) - update year-to-date balances; must enter blank or First -Fourth in Quarter field

No (N) - do not update year-to-date balances (check/advice was written in aprior calendar year); must enter 0 in Quarter field

Account Distribution Information

Account Number Required for each account involved in the payment that is being cancelled.25-character alphanumeric. Enter the account number. If expenses arerecorded by position, enter the position number in the last 5 positions.

Job Class Required for each Account Number field that has an entry. 6-characteralphanumeric. Enter the employee’s job class code at the time the checkwhich is being canceled was issued.

Earnings Type Required for each Account Number field that has an entry. 3-characteralphanumeric. Enter the earnings type (for example, REG,) for the accountdistribution.

Gross Amount Required for each Account Number field that has an entry. 10-digit numeric(99999999.99). Enter the gross amount charged to this account; however, foran Oregon worker’s compensation earnings type, enter zeros.

+/- 1-character alphanumeric. Indicates if the transaction is cancelling oradjusting a distribution with a reduction in pay. Enter:

+ or blank - normal payment

- - reduction in pay

Cancellation (C)


Time 5-digit numeric (999.99). If the Gross Amount being cancelled has a timefactor, enter the number of hours; however, for Oregon, if Gross Amount iszeros, enter the number of workers compensation days.

Pay Period End

Date

Required for each Account Number field that has an entry. 6-digit numeric.Enter the pay period end date used when the check/advice was issued.

Balance

Adjustment

Indicates if hours balances should be adjusted for the distribution. Select:

Adjust Hours (Blank) - hours and earnings are prorated over the entire payperiod

Hours Not Updated (A) - earnings are prorated over the entire pay period;hours are not updated

The following is a sample of the Cancellation transaction.

Cancellation (C)


Figure 7-9 Check Adjustment - (C/H/O) Transaction

Cancellation (C)



Cancellation (C)


Figure 7-11 Local Grosses/Advances - (C/H/O) Transaction

Cancellation (C)


Figure 7-12 Gross-To-Net Adjustments - (C/H/O) Transaction

Cancellation (C)


Figure 7-13 Distribution Adjustments - (C/H/O) Transaction

Dollar and Prior Tax Balances (DA)

General Description The DA transaction is an infrequently used method of establishing andadjusting dollar balances on the Employee Data Base (EDB). It can be usedto:

� Adjust or establish prior tax balances.

� Enter balances when converting to the HRMS (this method provides anaudit trail).

� Adjust prior year balances after year end has closed in order to generateaccurate tax reports. This is necessary because the correction is actuallyentered into the current year.

� Add new balances related to tax maintenance releases.

� Correct a balance in error when the error cannot be traced.

These uses of the DA transaction can be separated into two functions;adjusting dollar balances and adjusting prior tax balances. Only one type ofbalance can be adjusted per DA transaction.

Except for Entry Guidelines, which are the same for both DA functions,dollar balances and prior tax balances are described independently.

Entry Guidelines DA transactions are batched with other payroll adjustment transactions(except AC transactions) having the same schedule number withinorganization; use Adjustments Batch type.

Dollar Balances (DA)

Description The DA transaction provides the ability to update any of the balancesmaintained in the Dollar Balances Segments on the EDB. The amountsmaintained in the Dollar Balances Segments are usually earnings balances,such as total gross and FWT gross YTD, and are based on the Earnings Table.Up to three dollar balances in an employee’s record can be updated in onetransaction. Multiple transactions can be entered.

Notable Results The DA transaction used for dollar balances

� Updates dollar balances on the EDB.


Online Page Dollar and Prior Tax Balances (DA)



System Edits The System applies the following edits to DA transactions when updatingdollar balances:

� Earnings balance element numbers must be in the Data Element Table.

� Dollar balance adjustments and prior tax adjustments cannot be entered in

the same set of transactions.

� A maximum of 50 elements can be entered in DA, GA, and DU

transactions (in combination) for an employee in a single schedule. Each

occurrence of Element is an entry; for example, if each Element field on

the Dollar Balances page were used, 15 of the maximum 50 entries would

have been used.

Dollar Balances

Complete the fields of the Dollar Balances page as follows:


Sequence No.

or Employee ID








Batch Display only. Number from 001 to 799 that identifies the batch. Batchnumbers 900 to 999 are reserved for use.






Element Required for each balance adjusted. 4-digit numeric. Enter the data elementnumber(s) (nn01 - nn98) of the earnings balance(s) being adjusted. Dataelement numbers are listed in the Data Element Dictionary. Up to 3 fields canbe entered per line.

Amount Required. 10-digit numeric (99999999.99). Enter the dollar amount of theadjustment. Up to 3 fields can be entered per line.

+/- 1-character alphanumeric. Enter the code indicating if the Amount increases/decreases the present balance: Up to 3 fields can be entered per line.

+ or blank - Amount field increases the present balance

- - Amount field decreases the present balance

Total Amount Required for batch data entry only. 10-digit numeric (99999999.99). Enter thetotal of the three Amounts (read horizontally) entered for the transaction.

+/- Used for batch data entry only. 1-character alphanumeric. Enter the codeindicating if Total Amount increases/decreases the present balance:

+ or blank - Total Amount field amount increases the present balance

- - Total Amount field decreases the present balance



This sample shows two dollar adjustments for earnings. The first entry(element 5508) increases an earnings balance (for example, regular pay fiscalyear-to-date) by $1,200.00. The second entry (element 5510) decreases anearnings balance (for example, paid leave fiscal year-to-date) by the sameamount.



Figure 7-14 Dollar and Prior Tax Balances - (DA) Transaction

Prior Tax Balances (DA)

Complete the fields of the Prior Tax Balances page as follows:


Sequence No.

or Employee ID






Employee ID: Required for initial transaction entry only. 13-characteralphanumeric. Enter the employee’s ID for every initial transaction entered.






Element Required for each balance adjusted. 4-digit numeric. Enter the elementnumber of the prior tax balance that is being established or adjusted. Space isprovided for a total of 9 elements, or three transactions. The first element of aprior tax balances transaction must always be 4001 (Owning Entity). Toestablish a new set of prior tax elements, the second element in the initialtransaction must contain the element 4003 (Class of Elements). See the TaxEntity Transfers section for a list of the elements to be used in this field.



Amount Required. 10-digit numeric. Enter one of the following for each Element fieldthat has an entry:

� The amount of the adjustment (99999999.99)

� The entity number (for 4001, Owning Entity)

� The valid code (for 4003, Class of Elements)

+/- 1-character alphanumeric. Enter the code indicating if the Amountincreases/decreases the present prior tax balance:

+ or blank - Amount field increases the present prior tax balance

- - Amount field decreases the present prior tax balance


+/- Used for batch data entry only. 1-character alphanumeric. Enter the codeindicating if Total Amount increases/decreases the present prior tax balance:

+ or blank - Total Amount field establishes prior tax balances or increases thepresent prior tax balance

- - Total Amount field decreases the present prior tax balance



This sample shows a new set of Prior Tax Elements being established on theEDB. Element 4001 (Owning Entity) contains the tax entity number and is thefirst entry for both transactions. The second entry, element 4003 (Class ofElements), has the classification 3 (both income and nonincome tax data). Thethird entry (element 4005) establishes a balance of 120 for HOURSWORKED CURRENT STATE-QTD. The second entry of the secondtransaction establishes a balance of $1500.00 for element 4032, FEDERALGROSS-QTD.



Figure 7-15 Prior Tax Balances - (DA) Transaction

Distribution Change (DC)

Description The Distribution Change transaction reports one-time changes to establishedaccount distributions, pay rates, and job classes for exception time reporting

employees for the current schedule only. Account distributions, pay rates, andjob classes are established for exception time reporting employees on theEDB; permanent changes to this data must be made to the EDB via thePersonnel Action Form.

Usually two DC transactions are processed together. The first establishes theone-time change for the employee while the second decreases or zeros out theregular distribution data that was entered for the employee (established for theemployee on the ) on the Time Report.

To prevent overpayments, do not modify TE transactions for employees thatare included in DC transactions.

Notable Results The DC transaction

� Overrides pre-established payments and account distributions for salaried

employees.

� Affects only the current payment.

Entry Guidelines DC transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Distribution Change (DC)

System Edits The System applies the following edits to DC transactions:

� A maximum of 150 DC, LV, and TE transactions (in combination) can be

entered for an employee in a single schedule.

� The second and third earnings types (if entered) must have a time factor if

the first earnings type entered requires a time factor.

� The second and third Earnings Type/Time fields must be blank if the first

earnings type entered does not have an associated time factor.

� At least one of the employee’s Pay Cycle types must match the Pay Cycle

type being processed.

� The job must be exception time reporting.

� The input end date must fall within the begin and end dates of the

employee’s Pay Cycle.




Complete fields on the Distribution Change page as follows:





Sequence No. or

Employee ID






Employee ID: Required for initial transaction entry only. 9-digit numeric.Enter the employee’s ID for every initial transaction entered.



Pay Period Ending Required. 6-digit numeric. Enter either the pay period end date or the date thatapplies to this payment. The date must fall within the beginning and endingdates of the employee’s Job Pay Cycle.

Trans Code Required. Enter 012 for online; enter DC for batch data entry.

Week End Date See Pay Period Ending for field description.

Earnings Type Required. 3-character alphanumeric. First, to modify a preprinted accountdistribution, enter the preprinted earnings type in the first Earnings Type field.Do not use the second and third Earnings Type fields.



Second, to replace the preprinted account distribution, enter the earnings typein the first of three Earnings Type fields. The second and third Earnings Typefields can be used to enter earnings types that require time factors if the firstEarnings Type has an associated time factor.

Time Required if the associated Earnings Type has a time factor. 5-digit numeric(999.99). First, to modify a preprinted account distribution, enter 0.00.

Second, to replace the preprinted account distribution with a new accountdistribution, enter the correct number of hours.

Rate/Amount Required. 7-digit numeric (9999.999). Enter the actual salary amount that is tobe charged to the account. Enter zeros to zero out an established distribution.

Job No. 1-digit numeric. Enter a number from 1 to 5 to identify the job affected by thedistribution change.

Job Class 6-character alphanumeric. Enter the job class code.

Account Number Required. 25-character alphanumeric. Enter the number of the accountfinancing the payment. If expenses are recorded by position, enter the positionnumber in the last 5 positions.

Control Totals Required for batch data entry only. Enter the total of all amounts in the Timeand Rate/Amount columns.



This sample shows two types of distribution changes. The first shows how toreplace an established distribution for the current period, resulting in apayment of $825.00 from the new distribution and no payment from theestablished distribution. The second set shows how to change a portion of anestablished distribution. The first distribution pays the employee $246.50 andthe second distribution pays the employee $739.50.



Figure 7-16 Distribution Change - (DC) Transaction



Figure 7-17 Distribution Change - (DC) Transaction

One-Time Deduction (DS)

Description The One-Time Deduction transaction provides a method to establish one-timechanges to an employee’s deductions or employer’s contributions. These maybe new deductions or one-time adjustments to existing deductions. The DStransaction also allows the System to override the deduction schedule on theGross-to-Net Table for the specified element.

Considerations When overriding life insurance deductions or contributions, the cost of anyexcess life insurance must be calculated manually. Submit DA transactions forFICA GROSS QTD, FICA GROSS YTD, EXCESS LIFE CST YTD, andEXCESS LIFE COST QTD in the amount of the excess life insurance cost.

One time deductions are processed after the current payroll deductionprocessing which checks limits and calculates matching contributions.Therefore, any limits such as those for 401(k), should be checked prior toprocessing the one-time transactions.

The DS transaction cannot be used in conjunction with AP transactions if aseparate check indicator is used. In this case the DS transaction will beignored.

Flex Credits The normal handling of Flex credits is the reverse of the handling for otherGTN elements. Therefore, the usage for one-time deduction and refundtransactions are also reversed. For example, if the Flex credit to an employeein the previous pay period was too much, the DS transaction is used to recoverthe excess. If the Flex credit was less than it should have been, the RFtransaction is used to increase the amount credited to the employee.

Notable Results The DS transaction

� Processes the deduction and/or employer contribution for the current

schedule only.

� Affects the employee’s current payment.

� Updates the appropriate EDB balances associated with the adjusted GTN

element.

Entry Guidelines DS transactions are batched with other payroll adjustment transactions (exceptAC transactions) having the same schedule number within organization; useAdjustments Batch type.

Online Page One-Time Deduction (DS)

System Edits The System applies the following edits to DS transactions:

� A maximum of 40 DS, PS, and RF transaction entries (in combination)

can be entered for an employee in a single schedule. Each occurrence of

Element is an entry. Multiple entries for the same element are totaled and

appear as a single summary amount for the GTN element.



� The employee’s pay cycle must match the pay cycle currently being

processed.

� The employee’s status must be active, leave of absence with pay, or



Complete fields on the One-Time Deduction page as follows:





Sequence No.

or Employee ID









Element Required. 3-digit numeric. Enter the number from the Gross-to-Net Table thatidentifies the deduction or employer contribution. For additional disbursementelements, additional direct deposit data must be established in employeerecords (see the Personnel User Guide, Payment Disposition Data Form). Upto 3 fields can be entered per line.



Amount Required. 10-digit numeric (99999999.99). Enter either the total amount ofthe one-time deduction or the amount to be added to a deduction alreadyscheduled. Up to 3 fields can be entered per line.



+/R Required. 1-character alphanumeric. Enter the code indicating if the Amountwill replace or increase a normal deduction/employer contribution amount: Upto 3 fields can be entered per line.

R Replaces the normal deduction/employer contribution amount for this paycycle.

+ Established deduction/employer contribution is being increased by thevalue in the Amount field or this is a new deduction for this pay periodonly.

S Replace the amount to be recovered for a suspended balance with theamount specified.

Total Amount Required for batch entry only. 10-digit numeric (99999999.99). Enter the totalof the three Amounts (read horizontally) entered for the transaction.



This sample shows two DS entries. The first one increases the establishedamount of gross-to-net element 115 by $25.00; the + indicates that theAmount is to be added to the established deduction. The second replaces theestablished amount of gross-to-net element 028 with zero. The R indicatesthat the new amount (zero) is to replace the normal deduction amount. The DStransaction can also be used to process employer contributions.



Figure 7-18 One-Time Deduction - (DS) Transaction

Deduction/Contribution Update (DU)

Description The Deduction/Contribution Update transaction provides a method topermanently establish or change voluntary employee deductions or employercontributions in the employee’s EDB record. Deductions/contributions fortaxes are created during payroll processing and cannot be established orchanged with the DU transaction.

Deductions/contributions can be established in the EDB as amounts,percentages, or system parameters. When system parameters are used, theamount/percentage of the deduction/contribution is set up on the SystemParameters Table. System parameters are used when the same amount/percentage applies to a large segment of the employee population. Changes tothe amount/percentage of the deduction/contribution are made in the SystemParameters Table, thus avoiding the need to make mass changes to individualemployee records in the EDB.

The DU transaction is also used to establish or increase a declining balanceamount for gross-to-net elements that permit such a balance on theGross-to-Net Table. A declining balance represents a total amount that will bediminished by a series of regular deductions. When this total has beencompletely deducted from an employee’s payments, the deduction stops.

Notable Results The DU transaction

� Affects the employee’s current and subsequent payments according to the

deduction schedule for the gross-to-net element on the Gross-to-Net

Table.

� Updates the appropriate EDB balances associated with the gross-to-net

element.

Entry Guidelines DU transactions are batched with other payroll adjustment transactions(except AC transactions) having the same schedule number withinorganization; use Adjustment Batch type.

Online Page Deduction/Contribution Update (DU)

System Edits The System edits DU transactions to ensure that a maximum limit of 50elements are updated in the same pay period using DU, DA, and GAtransactions (in combination).




Complete fields on the Deduction/Contribution Update page as follows:





Sequence No.

or Employee ID









Element Required. 3-digit numeric. Enter the number from the Gross-to-Net Table thatidentifies the deduction or employer contribution. Up to 3 fields can beentered per line.



Balance Type Cd Required for each Element entered. Up to 3 fields can be entered per line.Select:

Declining (D)

Deduction (G)

Note: For a DU transaction with a Declining Balance Type, the Amount doesnot replace an existing declining balance; the Amount is added to the existingbalance. To decrease or remove a declining balance, use a GA transaction.(We recommend that you use a DU transaction only to establish a decliningbalance and that you use a GA transaction for making any change.)

Amount Required for each Element. This field accepts percentages, parameter numbersfrom the System Parameters Table, and flat amounts and rates (use for Rate X

Hours). To determine which of these should be entered for a particulargross-to-net element, see the code in the USE field of the Gross-to-Net Tablethat corresponds to the Gross-to-Net element number. Up to 3 fields can beentered per line.

To Specify a Dollar Amount: 10-digit numeric (99999999.99). Enter theamount of the deduction.

To Specify a Parameter Number: 3-digit numeric. Enter the parameternumber.

To Specify a Percentage: 5-digit numeric (999.99). Enter the percentage.

To Specify a Declining Balance: 10-digit numeric (99999999.99). Enterthe maximum amount to be deducted; a DU transaction establishing adeduction amount must also be entered.

To Delete An Established Deduction: 3-digit numeric. Enter zeros.




This sample shows four DU transactions. The first establishes (or changes)two deductions. The second DU transaction, for the same employee,establishes a deduction of $1.00 and a declining balance of $26.00 for thatdeduction. The third transaction deletes an established deduction; 0.00 isentered as the Amount. The last DU transaction establishes a deduction thatrequires a parameter. The parameter number 025 is entered in the threepositions before the decimal point; two zeros follow.



Figure 7-19 Deduction/Contribution Update - DU Transaction

Expense Transfer (ET)

Description The Expense Transfer transaction is used to shift payroll expense from oneaccount to another. The ET transaction can transfer all or part of a previouslycharged payroll expense, and can transfer it from one or more accounts to oneor more other accounts. This transaction does not affect the employee’spayment.

An expense transfer requires at least two ET transactions: one to credit aprevious account and one to debit the new account(s). Each transaction mustrepresent a single earnings distribution from one pay period. (An earnings

distribution is a unique combination of account/cost center and earnings type.)The total amount transferred out of all accounts must equal the total amounttransferred into all accounts for one employee during a pay period.

Notable Results The ET transaction

� Does not affect the employee’s payment.

� Transfers dollar amounts, earnings types, and hours from one account to

another.

Entry Guidelines ET transactions are batched with other payroll adjustment transactions (exceptAC transactions) having the same schedule number within organization; useAdjustments Batch type.

Input Page Expense Transfer (ET)

System Edits The System applies the following edits to ET transactions:

� A maximum of 35 ET transactions having the same end date can be


� The total amount transferred in to an account must equal the total amount

transferred out of an account.

� The earnings types must be the same for the amount transferred in to an

account and the amount transferred out of an account.




Complete fields on the Expense Transfer page as follows:





Sequence No.

or Employee ID









Account Number Required. 25-character alphanumeric. Enter the account number affected bythe ET transaction. If expenses are recorded by position, enter the positionnumber in the last 5 positions.

Job Class Required. 6-character alphanumeric. Enter the employee’s job class code forthe pay period to which the expense transfer applies.

Earnings Type Required. 3-digit numeric. Enter the earnings type (for example, REG) of theexpense that is being transferred.



Gross Amount Required. 10-digit numeric (99999999.99). Enter the gross amount to betransferred.

+/- 1-character alphanumeric. Enter the code indicating if the amount istransferred in or out an account:

+ or blank - transfers the amount into an account

- - transfers the amount out of an account

Time 5-digit numeric (999.99). Enter associated hours for the Gross Amount ifapplicable.

Pay Period End

Date

Required. 6-digit numeric. Enter the pay end date that applies to thedistribution (shown on the Payroll Audit report).

Balance

Adjustment

Indicates if hours balances associated with the Earnings Type should beadjusted. If the Payroll Audit report shows one of the following adjustmentindicators for a “transfer-out” account, enter the same code for the“transfer-out” and “transfer-in” transaction. Select:

Adjust Hours (Blank)

Hours Not Updated (A)



These sample ET transactions transfer previously charged payroll expensefrom one account to another. In one pay period, the amount transferred outmust equal the amount transferred in. Hours will be transferred as well asmoney.



Figure 7-20 Expense Transfer - (ET) Transaction

Gross-To-Net Balance (GA)

Description The Gross-To-Net Balance transaction is an infrequently used method ofestablishing and adjusting gross-to-net balances on the Employee Data Base(EDB). It can be used to:

� Enter balances when converting to the HRMS (this method provides an

audit trail).

� Correct an error in Canadian FUT gross resulting from a C, O, or H

transaction.

� Add new gross-to-net balances related to tax maintenance releases.

� Correct a balance in error when the error cannot be traced.

Notable Results The GA transaction

� Updates GTN balances on the EDB.


Entry Guidelines GA transactions are batched with other payroll adjustment transactions(except AC transactions) having the same schedule number withinorganization; use Adjustments Batch type.

Online Page Gross-To-Net Balances (GA)

System Edits The System applies the following edits to GA transactions:

� Every GTN element must be on the Gross-to-Net Table.

� Every GTN element number must have a corresponding value in the GTN

Type Cd field.

� A maximum of 50 DA, GA, and DU transaction entries (in combination)


Element is an entry; for example, if each Element field on the Dollar

Balances page were used, nine of the maximum 50 entries would have

been used.



Gross-To-Net Balances (GA)

Complete the fields of the Gross-To-Net Balances page as follows:


Sequence No.

or Employee ID












Element Required for each balance adjusted. 3-digit numeric. Enter the gross-to-netelement number(s) for the balance(s) being adjusted. Up to 3 fields can beentered per line.



GTN Type Cd Required for Element. Select one of the following codes to identify the GTNelement that is being adjusted:

Declining (D)

Emp YTD (E)

Fiscl YTD (F)

Suspense (S)

QTD (Q)

User - Def (U)

See the Gross-To-Net Table for the types of balances that are maintained foreach gross-to-net element. If more than one balance for a gross-to-net elementmust be adjusted (for example, quarter-to-date and year-to-date), enter eachbalance separately. Up to 3 fields can be entered per line.

Amount Required. 10-digit numeric (99999999.99). Enter the amount of theadjustment. Up to 3 fields can be entered per line.

+/- 1-character alphanumeric. Enter the code indicating if Amountincreases/decreases the present GTN balance: Up to 3 fields can be enteredper line.

+ or blank - Amount field amount increases the present balance

- - Amount field amount decreases the present balance


+/- Used for batch data entry only. 1-character alphanumeric. Enter the codeindicating if Total Amount is positive or negative:

+ or blank - Total Amount is positive

- - Total Amount is negative



This sample shows two adjustments to the same gross-to-net element (forexample, state tax). The first entry increases the element’s quarter-to-datebalance in the employee’s record by $27.50. The second entry increases theelement’s year-to-date balance by the same amount.



Figure 7-21 Gross-to-Net Balances - GA Transaction

Hand Drawn Check (H)

Description The Hand Drawn Check transaction records payroll activity for manualchecks/advices; these are payments that were not processed by the System aspart of routine payroll processing. The transaction updates the employee’sgross pay and deduction balances on the EDB, includes the employee’sdeductions in reports, and distributes payroll expense to the appropriateaccounts. The System does not automatically determine employercontributions using the H transaction; thus employer contributions must beentered on the transaction. Special processing may be necessary if thistransaction will affect prior tax balances (tax balances from previous taxingjurisdictions). (See the Tax Entity Transfers section.)

Note: For those organizations that have installed CheckWrite, H transactionsare automatically generated in batches 900 - 999.

The Hand Drawn Check transaction consists of seven separate transactions:

� H1 - Check and Gross Pay Information

� H2 - Account Distribution Information

� H3 - Gross-To-Net Information

� H4 - Grosses Information (when state taxes are affected)

� H5 - Local Grosses (1-4) (when local taxes are affected)

� H6 - Local Grosses (5) (when local taxes are affected), Advances, and


� H7 - Canadian EI Plan and State/Province Entities

An H transaction must contain one H1 transaction and may contain one H4transaction, one H5 transaction, one H6 transaction, one H7 transaction, up to35 H2 transactions, and up to 14 H3 transactions.

Note: If an employee’s FICA Eligibility Indicator was changed between thetime the check was issued and the posting of the hand drawn check, theemployee’s FICA grosses on the EDB may be improperly updated. Theincorrect FICA grosses can result in an incorrect FICA deduction beingcomputed on a subsequent check.

Canada: H7 transactions require entry of the EI plan.

Notable Results The H transaction

� Updates appropriate hour, dollar, and deduction balances on the EDB

record unless QTD or YTD indicators contain a value other than blank.


� Does not affect balances in prior tax sets (a group of hour and dollar

balances belonging to a specific tax entity) unless special processing is

completed.



Entry Guidelines Batch H transactions with all other payroll adjustment transactions, except ACtransactions, having the same schedule number within organization; useAdjustment Batch type.

Input Pages Check Adjustment (C/H/O); Local Grosses/Advances (C/H/O); Gross-To-NetAdjustments (C/H/O); Distribution Adjustments (C/H/O)

System Edits The System applies the following edits to H transactions:

� For each hand drawn check, the total of the gross amounts in the H2

transactions must equal the gross pay amount in the H1 transaction.

� The total of the deduction elements in the H3 transactions plus any

advance must equal the difference between gross pay and net pay in the

H1 transaction.

� For H7 transactions, either the primary state taxed or the state employed

must be entered. The primary state taxed and/or employed must be either

a valid U.S. state Tax Entity ID or a valid Canadian provincial Tax Entity

ID on the Tax Entity Table.

� For H5 and H6 transactions, if a local gross amount is entered, the

locality taxed must also be entered. The locality must be a valid U.S.

local Tax Entity ID on the Tax Entity Table.

� If a second state gross amount is entered in H4 transactions, the second

state taxed or state of residence must also be entered in a H7 transaction.



� If a state or local tax deduction is entered in the H3 transaction, the


example, if SWT is entered in H3, state gross must be entered in H1.




Complete the fields of the Hand Drawn Check pages as follows:


Sequence No.

or Employee ID












Handdrawn Check

Number

Required. 7-character alphanumeric. Enter the direct deposit advice or payrollcheck indicator code followed by the number of the check or advice. Thecodes are:

A - direct deposit advice

C - payroll check




Handdrawn Check

Date

Required. 6-digit numeric. Enter the date shown on the check or advice.


Blank - payment was issued in the current quarter; current-quarter and YTDbalances are updated





Fourth (4) - payment was issued in the fourth quarter; current-quarterbalances are not updated; YTD balances are updated

Year Indicates whether year-to-date balances are updated by this transaction.Select:

Update YTD (Y) - update year-to-date balances; must enter blank or First -Fourth in Quarter field

Do Not Update (N) - do not update year-to-date balances; must enter 0 inQuarter field

Net Pay Required. 10-digit numeric (99999999.99). Enter the net pay for the check oradvice. If no entry is made, the System assumes a value of zero.

Total Gross Required. 10-digit numeric (99999999.99). Enter the total gross pay for thecheck or advice.

Gross Required. 10-digit numeric (99999999.99). Enter the amount of federalwithholding tax gross. If no entry is made, the System assumes a value ofzero.

FICA Gross Required. 10-digit numeric (99999999.99). Enter the FICA gross. If no entryis made, the System assumes a value of zero.

Medicare Gross Required. 10-digit numeric (99999999.99). Enter the Medicare gross. If noentry is made, the System assumes a value of zero.



Grosses Information

State Gross Required. 10-digit numeric (99999999.99). Enter the amount of statewithholding tax gross. If no entry is made, the System assumes a value ofzero.

Retirement Gross Required. 10-digit numeric (99999999.99). Enter the amount of retirementgross. If no entry is made, the System assumes a value of zero.

FUT Gross Required. 10-digit numeric (99999999.99). Enter the amount of FederalUnemployment Insurance ( gross. If no entry is made, the System assumes avalue of zero.

SUT Gross Required. 10-digit numeric (99999999.99). Enter the amount of StateUnemployment Insurance ( gross. If no entry is made, the System assumes avalue of zero.

SDI Gross Required. 10-digit numeric (99999999.99). Enter the amount of StateDisability Insurance ( gross. If no entry is made, the System assumes a valueof zero.

State2 Gross Required. 10-digit numeric (99999999.99). Enter the amount of secondarystate gross. If no entry is made, the System assumes a value of zero.

Residence and Employer Information

EI Plan 1-digit numeric. Enter the Canadian EI Plan that the employee is in.

ST/P Taxed Required. 4-digit numeric. Enter the Tax Entity ID of the employee’s primarystate of taxation. This entry must appear as the primary state of taxation on theemployee’s EDB record and must be either a U.S. state entity or a Canadianprovincial entity on the Tax Entity Table. If no entry is made, the Systemassumes this field is equal to the State Employed.

State Employed Required. 4-digit numeric. Enter the Tax Entity ID of the employee’s state ofemployment. This entry must appear as the state of employment on theemployee’s record and must be a valid U.S. state or a Canadian provincialTax Entity ID on the Tax Entity Table. If no entry is made, the Systemassumes this field is equal to the State Taxed.



State of Residence 4-digit numeric. Required if State2 Gross is entered and 2nd State Taxed isblank. Enter the Tax Entity ID of the state for which the employee is subjectto residence state taxation. This entry must appear as the State of Residenceon the employee’s EDB record and must be a valid U.S. state Tax Entity IDon the Tax Entity Table.

2nd State Taxed 4-digit numeric. Required if State2 Gross is entered and State of Residence isblank. Enter the Tax Entity ID of the state for which the employee is subjectto second state taxation. This entry must appear as the Second State on theemployee’s EDB record and must be a valid U.S. state Tax Entity ID on theTax Entity Table.

Local Grosses/Advances Information

Local 1 ID 4-digit numeric. Required if Local 1 Gross is entered. Enter the Tax Entity IDof the first local tax entity affected by the transaction. This entry must appearon the employee’s EDB record and must be a valid U.S. local Tax Entity IDon the Tax Entity Table.

Local 1 Gross 10-digit numeric (99999999.99). Required if Local 1 ID is entered. Enter thegross amount for the first local tax entity affected by the transaction.

Local 2 ID 4-digit numeric. Required if Local 2 Gross is entered. Enter the Tax Entity IDof the second local tax entity affected by the transaction. This entry mustappear on the employee’s EDB record and must be a valid U.S. local TaxEntity ID on the Tax Entity Table. This field must not be equal to any of theother Local Taxed fields.

Local 2 Gross 10-digit numeric (99999999.99). Required if Local 2 ID is entered. Enter thegross amount for the second local tax entity affected by the transaction.

Local 3 ID 4-digit numeric. Required if Local 3 Gross is entered. Enter the Tax Entity IDof the third local tax entity affected by the transaction. This entry must appearon the employee’s EDB record and must be a valid U.S. local Tax Entity IDon the Tax Entity Table. This field must not be equal to any of the other LocalTaxed fields.

Local 3 Gross 10-digit numeric (99999999.99). Required if Local 3 ID is entered. Enter thegross amount for the third local tax entity affected by the transaction.



Local 4 ID 4-digit numeric. Required if Local 4 Gross is entered. Enter the Tax Entity IDof the fourth local tax entity affected by the transaction. This entry mustappear on the employee’s EDB record and must be a valid U.S. local TaxEntity ID on the Tax Entity Table. This field must not be equal to any of theother Local Taxed fields.

Local 4 Gross 10-digit numeric (99999999.99). Required if Local 4 ID is entered. Enter thegross amount for the fourth local tax entity affected by the transaction.

Local 5 ID 4-digit numeric. Required if Local 5 Gross is entered. Enter the Tax Entity IDof the fifth local tax entity affected by the transaction. This entry must appearon the employee’s EDB record and must be a valid U.S. local Tax Entity IDon the Tax Entity Table. This field must not be equal to any of the other LocalTaxed fields.

Local 5 Gross 10-digit numeric (99999999.99). Required if Local 5 ID is entered. Enter thegross amount for the fifth local tax entity affected by the transaction.

Local Residence ID 4-digit numeric. Required if the Local Residence Gross is entered. Enter theemployee’s Local Residence Tax Entity ID affected by the transaction. Thisfield must appear on the employee’s EDB record and must be a valid U.S.local Tax Entity ID from the Tax Entity Table.

Local Residence

Gross

10-digit numeric (99999999.99). Required if Local Residence ID is entered.Enter the gross amount for the Local Residence tax entity affected by thetransaction.

Advance 10-digit numeric (99999999.99). If the payment includes an advance, enter theamount here. If the total payment is advance, it is not necessary to enter taxgrosses or other detail.

Excess Life 10-digit numeric (99999999.99). If the payment includes an excess lifeinsurance cost, enter the amount here.


Element Required for each of the gross-to-net elements to be included in the payment.3-digit numeric. Enter the gross-to-net ( element. Up to 3 fields can be enteredper line.

Amount Required for each Element field that has an entry. 10-digit numeric(99999999.99). Enter the amount of the deduction or employer contribution.Up to 3 fields can be entered per line.



+/- 1-character alphanumeric. Indicates if the element amount is a deduction orrefund. Enter: Up to 3 fields can be entered per line.



Quarter Indicates the quarter in the calendar year in which the transaction was appliedto the corresponding gross-to-net elements. Select:

Blank - transaction was applied in current quarter; current quarter balancesupdated


First (1) - transaction was applied in first quarter; current quarter balances notupdated but YTD balances updated

Second (2) - transaction was applied in second quarter; current quarterbalances not updated but YTD balances updated

Third (3) - transaction was applied in third quarter; current quarter balancesnot updated but YTD balances updated

Fourth (4) - transaction was applied in fourth quarter; current quarterbalances not updated but YTD balances updated



No (N) - do not update year-to-date balances; must enter 0 in Quarter field


Account Number Required for each account affected by the payment. 25-characteralphanumeric. Enter the account number for the payment. If expenses arerecorded by position, enter the position number in the last 5 positions.

Job Class Required for each Account Number field that has an entry. 6-characteralphanumeric. Enter the employee’s job class code.

Earnings Type Required for each Account Number field that has an entry. 3-characteralphanumeric. Enter the earnings type (for example, REG, ) for the accountdistribution.



Gross Amount Required for each Account Number field that has an entry. 10-digit numeric(99999999.99). Enter the gross amount to be charged to this account;however, for an Oregon worker’s compensation earnings type, enter zeros.

+/- 1-character alphanumeric. Indicates if the transaction is recording or adjustinga distribution with a reduction in pay. Enter:



Time 5-digit numeric (999.99). If the Gross Amount has a time factor, enter thenumber of hours; however, for Oregon, if Gross Amount is zeros, enter thenumber of workers compensation days.

Pay Period End

Date

Required for each Account Number field that has an entry. 6-digit numeric.Enter the pay period end date for each distribution being processed.

Balance

Adjustment

Indicates if hours balances should be adjusted for the distribution. Select:





This sample shows the activity included for processing a hand drawn check.The Quarter and Year fields are defined to update earnings balances in thecurrent quarter and year. The total of deduction and reduction Amounts in H3plus any advances must equal the difference between gross pay and net pay.The total of gross amounts in H2 must equal the Gross Pay in H1.
















Hours Balances (HA)

General Description The HA transaction is an infrequently used method of establishing andadjusting hours balances on the Employee Data Base (EDB). It can be used to:

� Enter balances when converting to the HRMS (this method provides an

audit trail).

� Correct an hour balance in error when the error cannot be traced.

� Adjust pay periods worked for those jobs associated with tax entities

using the cumulative method of taxation (both Canada and U.S.) and

when the pay cycle type has changed.

Note: The data element for pay cycle type controls the number of payperiods used to distribute supplemental pay. If, for example, an employeewho is paid monthly is changed to semimonthly without adjusting the payperiods worked elements (federal and state or Quebec), any supplementalpay received during a semimonthly cycle would be distributed to too fewpay periods. The HA transaction must adjust the pay-periods-workedelements after a conversion of the old number of periods worked to anamount appropriate for the new pay cycle type.

Notable Results The HA transaction

� Updates hour balances on the EDB.


Entry Guidelines HA transactions are batched with other payroll adjustment transactions(except AC transactions) having the same schedule number withinorganization; use Adjustments Batch type.

Online Page Hour Balances (HA)

System Edits The System applies the following edits to HA transactions:

� Hours balances element numbers 5101 - 5165 must be in the Data

Element Table.

� A maximum of 10 HA transactions can be entered for an employee in a

single schedule. Each occurrence of Element is an entry.

Hours Balances (HA)


Hour Balances (HA)

Complete the fields of the Hour Balances page as follows:


Sequence No.

or Employee ID












Element Required for each balance adjusted. 4-digit numeric. Enter the elementnumber(s) 5101 - 5199 for which the hours balance(s) is being adjusted. Up to3 fields can be entered per line.

Amount Required. 9-digit numeric (9999999.99). Enter the number of hours. Up to 3fields can be entered per line.

+/- 1-character alphanumeric. Enter the code indicating if Amount is positive ornegative: Up to 3 fields can be entered per line.

+ or blank - Amount is positive

- - Amount is negative

Hours Balances (HA)



+/- Used for batch data entry only. 1-character alphanumeric. Enter the codeindicating if Total Amount increases/decreases the present hours balance:

+ or blank - Total Amount field amount increases the present balance

- - Total Amount field amount decreases the present balance

Hours Balances (HA)


This sample transaction adjusts two hours balances. Element 5101 (forexample, vacation) is increased by 8 hours; the sign is +. Element 5113 (forexample, sick leave accrued year-to-date) is incorrect and must be decreasedby 88.5 hours; the sign is -.

Hours Balances (HA)


Figure 7-27 Hour Balances - (HA) Transaction

Leave Reporting (LV)

Description The Leave Reporting transaction is used to report leave taken by employees inexception time reporting jobs. The leave is reported by job, rather than byaccount; the LV transaction automatically distributes time proportionately toall accounts related to a job.

Notable Results The LV transaction

� Updates all appropriate balances on the EDB.

� Affects the current payment.

Entry Guidelines LV transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Leave Reporting (LV)

System Edits The System applies the following edits to LV transactions:

� A maximum of 150 LV, DC, and TE transactions (in combination) can be


� The job must exist on the EDB and be exception time reporting.

� The job Pay Cycle must match one currently being processed.

� The employee’s status must be active, leave of absence with pay, or


� Only one leave earnings type can be entered.

� The input end date must fall within the begin and end dates of the

employee’s Pay Cycle.




Complete fields on the Leave Reporting page as follows:





Sequence No. or

Employee ID









Pay Period Ending Required. 6-digit numeric. Enter the pay period end date.

Week End Date Enter the date if different from the pay period end date.

Earnings Type Required. 3-character alphanumeric. Enter the earnings type(s) that identifiesthe type(s) of leave used.

Time Required. 5-digit numeric (999.99). Enter the number of hours of leave takenfor the Earnings Type.



Job No. Required. 1-digit numeric. Enter a number from 1 to 5 to identify the jobaffected by the transaction.

Control Totals Required for batch data entry only. Enter the total of all amounts in the Timefields.

In this sample, leave is charged to the accounts that finance the employees’jobs. If an LV is used to report leave, do not modify a TE transaction in thesame pay period. Regular time will be automatically adjusted.



Figure 7-28 Leave Reporting - (LV) Transaction

Late Pay (LX)

Description The Late Pay transaction reports time worked but not reported in a prior payperiod. On the check advice statement (stub), all pay for prior periods issummarized as RETRO PAY.

Canada: The LX transaction will be taxed the same as regular pay (SubjectGross 1), unless the earnings type is specifically subject to the Bonus Method(see the Calculating Canadian Taxes section).

Notable Results The LX transaction

� Taxes the gross amount of late pay as supplemental pay (Subject Gross

2).

� Updates the EDB hour and dollar balances.

Entry Guidelines LX transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Late Pay (LX)

System Edits The System applies the following edits to LX transactions:

� You may enter a maximum of seven lines on this screen each with a rate

of pay applicable to all three earnings types. Different rates of pay, if

appropriate, may be input on different lines, but each rate must be

applicable to all earnings types on that line.

� The job Pay Cycle must match one currently being processed if the

employee’s status is active or leave of absence with pay.

Late Pay (LX)


Late Pay (LX)

Complete fields on the Late Pay page as follows:





Sequence No. or

Employee ID







Employee ID Display only. The employee’s ID


Pay Period Ending Required. 6-digit numeric. Enter the end date of the prior pay period to whichthis adjustment applies.


Earnings Type Required. 3-character alphanumeric. Enter the earnings type(s). ThreeEarnings Type fields provide entry for multiple types of earnings for a singletransaction.

Time Required. 5-digit numeric (999.99). Enter the number of hours for which latepay is to be calculated for earnings types requiring hours.

Late Pay (LX)


Rate/Amount Required. 7-digit numeric (9999.999). Enter the hourly rate to be used incalculating the late pay for each earnings type listed. The rate of pay enteredwith the first earnings type must also apply to the second and third earningstypes (if used).

Job Class Required. 6-character alphanumeric. Enter the job class code.

Account Number Required. 25-character alphanumeric. Enter the number of the accountfinancing the late pay. If expenses are recorded by position, enter the positionnumber in the last 5 positions.

Control Totals Required for batch data entry only. Enter the total of all amounts in the Timeand Rate/Amount fields.

Late Pay (LX)


This sample LX transaction pays an employee for 4 hours of regular pay and 2hours of overtime; both represent time worked, but not recorded, in a priorperiod.

Late Pay (LX)


Figure 7-29 Late Pay - (LX) Transaction

Overpayment (O)

Description The Overpayment transaction reverses the effects of an overpayment when acurrent or former employee has cashed a payroll check that was issued in errorand refunded the overpayment amount.

The RX, RP, or negative RA transactions can be used to recoveroverpayments when an employee is still active and has not refunded theoverpayment amount. Unlike the O transaction, these transactions reduce thecurrent payment by the amount of the overpayment.

Special processing may be necessary if this transaction will affect prior taxbalances (tax balances from previous taxing jurisdictions). (See the Tax EntityTransfer section.)

The O transaction consists of seven separate transactions:

� O1 - Check Information

� O2 - Account Distribution Information

� O3 - Gross-to-Net Information

� O4 - Grosses Information (when state taxes are affected)

� O5 - Local Grosses (when local taxes are affected)

� O6 - Local Grosses (5) (when local taxes are affected), Advances, and


� O7 - Canadian EI Plan and State/Province Entities

An O transaction may contain one O1 transaction, one O4 transaction, one O5transaction, one O6 transaction, one O7 transaction, up to 35 O2 transactions,and up to 40 O3 transactions.

Use the Payroll Audit report to obtain information necessary for cancelling apayment. Be sure to enter recovered deductions, refunds, and employercontributions in the same order as they appear on the Payroll Audit report.

Note: If an employee’s FICA Eligibility Indicator was changed between thetime the check was issued and the posting of the overpayment, the employee’sFICA grosses on the EDB may be improperly updated. The incorrect FICAgrosses can result in an incorrect FICA deduction being computed on asubsequent check.

Canada: O7 transactions require entry of the EI Plan.

Notable Results The O transactions

� Reduces appropriate hour, dollar, and deduction balances on the EDB

unless QTD or YTD indicators contain a value other than blank.

� Cancels only those deductions and employer contributions entered with

the transaction.


Overpayment (O)


� Does not reduce MTD dollar balances if the overpayment amount

occurred in a prior month.

� Does not affect balances in prior tax sets (a group of hour and dollar

balances belonging to a specific tax entity) unless special processing is

completed.

Entry Guidelines Batch O transactions with all other payroll adjustment transactions, except ACtransactions, having the same schedule number within organization; useAdjustments Batch type.

Online Pages Check Adjustment (C/H/O); Local Grosses/Advances (C/H/O); Gross-To-NetAdjustments (C/H/O): Distribution Adjustments (C/H/O)

System Edits The System applies the following edits to O transactions:

� For O3 transactions, if a deduction has a corresponding employer

contribution, it must also be reversed.

� For each payment, the total of the gross amounts in the O2 transactions

must equal the gross pay amount in the O1 transaction.

� The total of the deduction and reduction (pre-tax deduction) elements in

the O2 transactions minus any advance must equal the difference between

gross pay and net pay in the O3 transaction. Employer contributions are

not included in this formula.

� For O7 transactions, either the primary state taxed or the state employed

must be entered. The primary state taxed and/or employed must be either

a valid U.S. state tax entity or a valid Canadian provincial tax entity on

the Tax Entity Table.

� For O5 and O6 transactions, if a local gross amount is entered, the

locality taxed must also be entered. The locality must be a valid local tax


� If a second state gross amount is entered in O4 transactions, the second

state taxed or state of residence must also be entered in an O7 transaction.



� If a state or local tax deduction is entered in the O3 transaction, the


example, if SWT is entered in O3, state gross must be entered in O1.

Overpayment (O)


Overpayment (O)

Complete the fields of the Overpayment pages as follows:


Sequence No.

or Employee ID













Overpayment

Transaction Date

Required. 6-digit numeric. Enter the date for the check or advice in which theoverpayment occurred.


Blank - payment was issued in the current quarter; current-quarter and YTDbalances are updated

Zero (0) - payment was issued in another calendar year; no balances areupdated

Overpayment (O)





Fourth (4) - payment was issued in the fourth quarter; current-quarterbalances are not updated; balances are updated

Year Indicates whether year-to-date balances are updated by this transaction.Select:

Update YTD (Y) - update year-to-date balances; must enter blank or First -Fourth in Quarter field

Do Not Update (N) - do not update year-to-date balances; must enter 0 inQuarter field

Net Pay Required. 10-digit numeric (99999999.99). Enter the net amount of theoverpayment. If no entry is made, the System assumes a value of zero.

Total Gross Required. 10-digit numeric (99999999.99). Enter the total gross amount of theoverpayment.

FWT Gross Required. 10-digit numeric (99999999.99). Enter the amount of federalwithholding gross included in the overpayment. If no entry is made, theSystem assumes a value of zero.

FICA Gross Required. 10-digit numeric (99999999.99). Enter the FICA gross included inthe overpayment. If no entry is made, the System assumes a value of zero.

Medicare Gross Required. 10-digit numeric (99999999.99). Enter the Medicare gross includedin the overpayment. If no entry is made, the System assumes a value of zero.

Grosses Information

State Gross Required. 10-digit numeric (99999999.99). Enter the amount of statewithholding gross included in the overpayment. If no entry is made, theSystem assumes a value of zero.

Retirement

Gross

Required. 10-digit numeric (99999999.99). Enter the amount of retirementgross included in the overpayment. If no entry is made, the System assumes avalue of zero.

Overpayment (O)


FUT Gross Required. 10-digit numeric (99999999.99). Enter the amount of FederalUnemployment Insurance ( gross included in the overpayment. If no entry ismade, the System assumes a value of zero.

SUT Gross Required. 10-digit numeric (99999999.99). Enter the amount of StateUnemployment Insurance ( gross included in the overpayment. If no entry ismade, the System assumes a value of zero.

SDI Gross Required. 10-digit numeric (99999999.99). Enter the amount of StateDisability Insurance ( gross included in the overpayment. If no entry is made,the System assumes a value of zero.

State2 Gross Required. 10-digit numeric (99999999.99). Enter the amount of secondarystate gross included in the overpayment. If no entry is made, the Systemassumes a value of zero.

Residence and Employer Information

EI Plan 1-digit numeric. Enter the Canadian Plan that the employee was in at the timeof the overpayment.

ST/P Taxed Required. 4-digit numeric. Enter the Tax Entity ID of the employee’s primarystate of taxation. This entry must appear on the employee’s record and mustbe either a U.S. state Tax Entity ID or a Canadian provincial Tax Entity ID onthe Tax Entity Table. If no entry is made, the System assumes this field isequal to the State Employed.

State Employed Required. 4-digit numeric. Enter the Tax Entity ID of the employee’s state ofemployment. This entry must appear on the employee’s record and must be avalid U.S. state Tax Entity ID or Canadian provincial Tax Entity ID on theTax Entity Table. If no entry is made, the System assumes this field is equal tothe State Taxed.

State of Residence 4-digit numeric. Required if State2 Gross is entered and 2nd State Taxed isblank. Enter the Tax Entity ID of the employee’s residence state of taxation.This entry must appear on the employee’s record and must be a valid U.S.state Tax Entity ID on the Tax Entity Table.

2nd State Taxed 4-digit numeric. Required if State2 Gross is entered and State of Residence isblank. Enter the Tax Entity ID of the employee’s second state of taxation.This entry must appear on the employee’s record and must be a valid U.S.state Tax Entity ID on the Tax Entity Table.

Overpayment (O)


Local Grosses/Advanced Information

Local 1 ID 4-digit numeric. Required if Local 1 Gross is entered. Enter the Tax Entity IDof the first local tax entity affected by the transaction. This entry must appearon the employee’s record and must be a valid U.S. local Tax Entity ID on theTax Entity Table.

Local 1 Gross Required if Local 1 ID is entered. 10-digit numeric (99999999.99). Enter theamount of the local gross 1 included in the overpayment.

Local 2 ID 4-digit numeric. Required if Local 2 Gross is entered. Enter the Tax Entity IDof the second local tax entity affected by the transaction. This entry mustappear on the employee’s record and must be a valid U.S. local Tax Entity IDon the Tax Entity Table. This field must not be equal to any of the other LocalTaxed fields.

Local 2 Gross 10-digit numeric (99999999.99). Required if Local 2 ID is entered. Enter theamount of the local gross 2 included in the overpayment.

Local 3 ID 4-digit numeric. Required if Local 3 Gross is entered. Enter the Tax Entity IDof the third local tax entity affected by the transaction. This entry must appearon the employee’s record and must be a valid U.S. local Tax Entity ID on theTax Entity Table. This field must not be equal to any of the other Local Taxedfields.


Local 4 ID 4-digit numeric. Required if Local 4 Gross is entered. Enter the Tax Entity IDof the fourth local tax entity affected by the transaction. This entry mustappear on the employee’s record and must be a valid U.S. local Tax Entity IDon the Tax Entity Table. This field must not be equal to any of the other LocalTaxed fields.


Local 5 ID 4-digit numeric. Required if Local 5 Gross is entered. Enter the Tax Entity IDof the fifth local tax entity affected by the transaction. This entry must appearon the employee’s record and must be a valid U.S. local Tax Entity ID on theTax Entity Table. This field must not be equal to any of the other Local Taxedfields.

Overpayment (O)



Local Residence ID 4-digit numeric. Required if Local Residence Gross is entered. Enter theemployee’s Local Residence Tax Entity ID affected by the transaction. Thisentry must appear on the employee’s record and must be a valid U.S. localTax Entity ID on the Tax Entity Table.

Local Residence

Gross

10-digit numeric (99999999.99). Required if Local Residence ID is entered.Enter the amount of the Local Residence tax entity included in theoverpayment.

Advance 10-digit numeric (99999999.99). If the overpayment included an advance,enter the amount here. If the total overpayment was an advance, it is notnecessary to enter grosses or other detail.

Excess Life 10-digit numeric (99999999.99). If the overpayment includes an excess lifeinsurance cost, enter the amount here.


Element Required for each of the gross-to-net elements that were included in thecomputation of the payment. 3-digit numeric. Enter the gross-to-net elementnumber. All one-time and permanent deductions, refunds, and employercontributions must be listed and in the order listed on the Payroll Audit report.Up to 3 fields can be entered per line.

Amount Required for each Element field that has an entry. 10-digit numeric(99999999.99). Enter the amount by which to decrease the original deductionor employer contribution for the gross-to-net element entered in thecorresponding Element field. Up to 3 fields can be entered per line.

+/- 1-character alphanumeric. Indicates if the element amount is a deduction orrefund. Enter: Up to 3 fields can be entered per line.



Quarter Indicates the quarter in the calendar year in which the overpayment wasapplied to the corresponding gross-to-net elements. Select:

Blank - overpayment was applied in current quarter; current quarter andYTD balances updated

Zero (0) - another calendar year, no balances updated

Overpayment (O)


First (1) - overpayment was applied in first quarter; current quarter balancesnot updated but YTD balances updated

Second (2) - overpayment was applied in second quarter; current quarterbalances not updated but YTD balances updated

Third (3) - overpayment was applied in third quarter; current quarter balancesnot updated but YTD balances updated

Fourth (4) - overpayment was applied in fourth quarter; current quarterbalances not updated but YTD balances updated



No (N) - do not update year-to-date balances; must enter 0 in Quarter field


Account Number Required for each account affected by the overpayment. 25-characteralphanumeric. If expenses are recorded by position, enter the position numberin the last 5 positions.

Job Class Required for each Account Number field that has an entry. 6-characteralphanumeric. Enter the job class code for the job the employee held at thetime the overpayment was issued.

Earnings Type Required for each Account Number field that has an entry. 3-characteralphanumeric. Enter the earnings type (for example, REG, ) for the accountdistribution.

Gross Amount Required for each Account Number field that has an entry. 10-digit numeric(99999999.99). Enter the gross amount of the overpayment; however, for anOregon worker’s compensation earnings type, enter zeros.

+/- 1-character alphanumeric. Indicates if the transaction is reversing or adjustinga distribution with a reduction in pay. Enter:



Time 5-digit numeric (999.99). If the Gross Amount being reversed has a timefactor, enter the number of hours; however, for Oregon, if Gross Amount iszeros, enter the number of workers compensation days.

Overpayment (O)


Pay Period End

Date

Required for each Account Number field that has an entry. 6-digit numeric.Enter the pay period end date used when the distribution was earned.

Balance

Adjustment

Indicates if hours balances should be adjusted for the distribution. If thePayroll Audit Report shows one of the following indicators for thedistribution. Select:



This transaction reverses an overpayment after the employee has refunded thenet overpayment amount of $79.50. Overpayments that apply to several payperiods may be recorded in one overpayment transaction. The total ofdeduction and reduction Amounts in O3 plus any advances must equal thedifference between gross pay and net pay. The Adj field is blank because theemployee was paid for hours she did not work; these hours will be reversed. Ifthe overpayment had been caused by an incorrect salary or hourly rate, an Ain this field would indicate that the employee’s hours worked balance iscorrect and should not be adjusted.

Overpayment (O)


Figure 7-30 Overpayment - (C/H/O) Transaction

Overpayment (O)



Overpayment (O)



Overpayment (O)



Overpayment (O)



Prepayments (PS)

Description The Prepayment transaction establishes or increases a prepayment balance inan employee’s EDB record from which amounts will regularly be deducted.This transaction is typically used when an employee goes on leave of absencewithout pay but will remain eligible for some benefits. The System willdecrease the prepayment balance each pay period by the normal amountsdeducted for the employee’s benefits.

For deductions with associated employer contributions, such as healthinsurance, the prepayment amount should include the employee deductionamount and the employer contribution amount so that both will decrease theprepayment amount. If only the employee deduction amount is entered theemployer contribution will not be processed against the prepayment balance.If an employer contribution amount is entered, the employee deductionamount must be included.

PS transactions cannot be used for:

� Reductions (pre-tax deductions) because reductions require a gross to be

present

� Direct deposit elements

Notable Results The PS transaction

� Creates a prepayment balance that is reduced by the deduction amount

during those pay periods identified by the deduction schedule for the

gross-to-net element on the Gross-to-Net Table.

� Increases gross-to-net balances when the deduction reduces the

prepayment balance.

� Does not affect the employee’s current payment unless the prepayment is

established for a gross-to-net (GTN) element that is scheduled to be

withheld at the time the prepayment is established.

Entry Guidelines PS transactions are batched with other payroll adjustment transactions (exceptAC transactions) having the same schedule number within organization; useAdjustments Batch type.

Online Page Prepayments (PS)

System Edits The System edits PS transactions to ensure that no more than 40 PS, DS, andRF transaction entries (in combination) are entered for an employee in asingle schedule. Each occurrence of Element is an entry.

Prepayments (PS)


Prepayment (PS)

Complete fields on the Prepayment page as follows:





Sequence No.

or Employee ID









Element Required. 3-digit numeric. Enter the gross-to-net element number for thededuction. The System will not accept tax or pre-tax deduction gross-to-netelement numbers. Up to three elements can be entered in one transaction foran employee. Do not enter direct deposit elements (181 - 185) for PStransactions. Up to 3 fields can be entered per line.

Prepayments (PS)


Amount Required for each Element. 10-digit numeric (99999999.99). Enter the dollaramount of the prepayment or the amount by which an established prepaymentis to be increased. If the prepaid deduction is normally supported by anemployer contribution, the amount of the prepayment must be sufficient tocover both the employee’s and the employer’s shares. Up to 3 fields can beentered per line.


This sample transaction establishes a prepayment balance of $119.56 forgross-to-net element 050. This amount will be recorded on the EDB as aprepayment during the current cycle. If a prepayment amount already existsfor the element, this amount will be added to the existing balance. In this andsubsequent cycles, the System will decrease the prepaid balance by thededuction amount. If the employee is on leave without pay and thegross-to-net element requires an employer contribution, the contributionamount will also be paid from the prepaid balance; it will not be paid by theemployer.

Prepayments (PS)


Figure 7-35 Prepayment - (PS) Transaction

Retroactive Adjustment (RA)

Description The Retroactive Adjustment transaction records adjustments to earningswithout adjusting the associated hours that apply to prior pay periods. Forexample, when all or part of an employee’s earnings for a prior period werenot paid, the RA transaction can be used to process the appropriate payment.If leave was incorrectly reported as regular time, the RA transaction can beused to adjust the available leave balance by retroactively increasing leaveearnings and decreasing regular earnings. Also, if an employee’s pay rate hasbeen increased retroactively, the RA transaction can be used to process thecorrect increase in payment for the hours already recorded. A negative RAtransaction can be used to recover overpayments.

Earnings paid with transactions other than RA, with a retroactive date, areprinted as “Retro” on the check/advice earnings statement (stub) instead ofbeing added to the associated earnings type amount. Earnings paid with RAtransactions, regardless of date, are added to RT-earn and are printed asRT-REG, RT-OVT, etc.

Canada: The RA transaction will be taxed the same as regular pay (SubjectGross 1), unless the earnings type is specifically subject to the Bonus Method(see Calculating Canadian Taxes).

Notable Results The RA transaction

� Increases or decreases the current payment gross, depending on the code

entered in the +/- field and the pay period end date.

� Updates the appropriate YTD and QTD hour and dollar balances on the

EDB.

Entry Guidelines RA transactions are batched with other payroll adjustment transactions(except AC transactions) having the same schedule number withinorganization; use Adjustments Batch type.

Input Page Retroactive Adjustment (RA)

System Edits The System applies the following edits to RA transactions:

� A maximum of 150 account distributions can be entered with RA and

time reporting transactions (in combination) for an employee in a single

schedule.

� The Pay Cycle type for the employee must match the current period’s

cycle type if the employee’s status is active or leave of absence.



Retroactive Adjustments (RA)

Complete fields on the Retroactive Adjustments page as follows:





Sequence No.

or Employee ID









Account Number Required. 25-character alphanumeric. Enter the account number affected bythe RA transaction. If expenses are recorded by position, enter the positionnumber in the last 5 positions.

Job Class Required. 6-character alphanumeric. Enter the employee’s job class code forthe pay period to which the retroactive adjustment applies.

Earnings Type Required. 3-digit numeric. Enter the earnings type (for example, or REG) ofthe hours that are to be adjusted.



Gross Amount Required. 10-digit numeric (99999999.99). Enter the gross amount of theadjustment. If adjusting an inappropriate use of an earnings type from a priorpay period, enter two sets of Gross Amount and Time fields. The firstdecreases the hours for the incorrect earnings type; the second increases thehours for the correct earnings type. The gross amounts in both must beidentical to pay the employee correctly.

+/- 1-character alphanumeric. Enter the code indicating if the current gross isincreased or decreased:

+ or blank - increases the current gross

- - decreases the current gross

Time 5-digit numeric (999.99). Enter associated hours for the Gross Amount ifapplicable.

Pay Period End

Date

Required. 6-digit numeric. Enter the prior pay end date that applies to theadjustment amount.

� If a + or blank is entered in the +/- field, then the adjustment amount is

taxed separately as Subject Gross 2 (supplemental taxes).

� If a - is entered in the +/- field, then the adjustment amount is taxed as

Subject Gross 1.

Balance

Adjustment

Indicates if hours balances associated with the Earnings Type should beadjusted. Select:

Adjust Hours (Blank) - adjust the hours associated with the Earnings Type




This sample shows two common types of RA transactions. In the first sample,the is used to adjust an error made in reporting time by earnings type. Thefirst of the two entries shows a negative adjustment to regular hours; thesecond shows 8 hours of vacation that were not reported during the payperiod. The adjustment prevents overpaying the employee and maintains thecorrect hours balances. In the second example, the RA is used to correct a payrate used in a prior period.



Figure 7-36 Retroactive Adjustment - (RA) Transaction

Refund (RF)

Description The RF transaction refunds reductions (pre-tax deductions), deductions, andemployer contributions that were processed in a prior pay period. The refundcan be for all or part of the amount of the original reduction, deduction, oremployer contribution.

Considerations � If refunding pre-tax deductions, such as 401(k), the tax grosses originally

reduced by the reduction will be increased by the amount of the refund.

� Special processing may be necessary if this transaction will affect prior

tax balances (tax balances from previous taxing jurisdictions). See the

Tax Entity Transfer section.

� If refunding life insurance deductions or contributions, the cost of any

excess life insurance must be calculated manually. Submit DA

transactions for FICA GROSS QTD, FICA GROSS YTD and EXCESS

LIFE COST YTD in the amount of the excess life insurance cost.

� Do not enter direct deposit elements (181-185) for RF transactions.

Flex Credits The normal handling of Flex credits is the reverse of the handling for otherelements. Therefore, the usage for one-time deduction and refund transactionsare also reversed. For example, if the Flex credit to an employee in theprevious pay period was too much, the DS transaction is used to recover theexcess. If the Flex credit was less than it should have been, the RF transactionis used to increase the amount credited to the employee.

Notable Results The RF transaction

� Decreases appropriate gross-to-net balances.

� Does not affect the current gross if refunding deductions and employer

contributions.

� Does not impact declining or suspended balances.

� Increases net pay by the amount refunded.

Entry Guidelines RF transactions are batched with other payroll adjustment transactions (exceptAC transactions) having the same schedule number within organization; useAdjustments Batch type.

Online Page Refund (RF)

Refund (RF)


System Edits The System applies the following edits to RF transactions:

� The employee’s status must be active, leave of absence with or without

pay, or terminated within the last three months.

� Values entered in the Quarter field must represent prior or current

quarters.

� A maximum of 40 PS, DS, and RF transaction entries (in combination)


Element is an entry.

Refund (RF)


Refund (RF)

Complete fields on the Refund page as follows:





Sequence No.

or Employee ID









Element Required. 3-digit numeric. Enter the gross-to-net element number thatidentifies the deduction or employer contribution being refunded. Up to threeelements can be entered in one transaction for an employee. Do not enterdirect deposit elements (181 - 185) for RF transactions. Up to 3 fields can beentered per line.

Amount Required for each Element. 10-digit numeric (99999999.99). Enter theamount to be refunded. Up to 3 fields can be entered per line.

Refund (RF)


Quarter 1-digit numeric. Indicates the quarter in the calendar year in which the amountto be refunded was originally paid. Select:

Blank - Originally paid in current quarter; current quarter and balancesupdated

Zero (0) - Original payment was issued in another calendar year; no balancesare updated. Does not apply to RF transactions containing GTNs for pre-taxeddeductions (GTN Type of R)

First (1) - Originally paid in first quarter; current quarter balances notupdated but YTD balances updated

Second (2) - Originally paid in second quarter; current quarter balances notupdated but YTD balances updated

Third (3) - Originally paid in third quarter; current quarter balances notupdated but YTD balances updated

Fourth (4) - Originally paid in fourth quarter; current quarter balances notupdated but YTD balances updated

Update YTD? Enter the code indicating if the current year-to-date balances are to beupdated. Select:

Blank or Yes (Y) - Update YTD balances

No (N) - Do not update YTD balances; Quarter field must contain 0


Refund (RF)


This sample shows two refunds for the employee. Since they are being enteredduring the second quarter and the employer wants the refunds applied to thefirst quarter, First is selected in the Quarter field.

Refund (RF)


Figure 7-37 Refund - (RF) Transaction

Lump-Sum Reduction in Pay (RP)

Description The RP transaction is used to reduce current period pay by a specifiedamount; it is frequently used to recover overpayments. Because hours are notrequired, the RP transaction is generally used for exception time reportingemployees. Only one earnings type may be specified per RP transaction.

Canada: The RP transaction will be taxed the same as regular pay (SubjectGross 1), unless the earnings type is specifically subject to the Bonus Method(see the Calculating Canadian Taxes section).

Notable Results The RP transaction


� Reduces the current gross amount (the adjustment amount is not taxed

separately).

� Reduces dollar balances on the EDB.

Entry Guidelines transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Lump-Sum Reduction in Pay (RP)

System Edits The System applies the following edits to RP transactions:

� A maximum of 150 account distributions can be entered with RP, RA, and

other time reporting transactions (in combination) for an employee in a

single schedule.

� Only one combination of earnings type and time can be entered.

� Data is only accepted in the Time field for an earnings type that requires

an associated time factor.

� The job Pay Cycle must match one currently being processed.




Complete fields on the Lump-Sum Reduction in Pay page as follows:





Sequence No. or

Employee ID









Pay Period Ending Required. 6-digit numeric. Enter the pay period end date that applies to thispayment.


Earnings Type Required. 3-character alphanumeric. Enter the earnings type that is beingreduced by the RP transaction. Enter only one earnings type for each RPtransaction.



Time Required if the earnings type requires a time factor. 5-digit numeric (999.99).Enter the number of hours. Leave blank if the earnings type does not have anassociated time factor.

Rate/Amount Required. 7-digit numeric (9999.999). Enter the adjustment amount beingsubtracted from the employee’s gross pay for the period.

Job Class Required. 6-character alphanumeric. Enter the job class number.

Account Number Required. 25-character alphanumeric. Enter the number of the accountaffected by the reduction in pay. If expenses are recorded by position, enterthe position number in the last 5 positions.




This sample shows an employee’s gross pay being decreased by $280.00 forthe pay period. The job number is never entered and only one Earnings Typeis allowed.



Figure 7-38 Lump-Sum Reduction in Pay - (RP) Transaction

Reduction in Pay (RX)

Description The RX transaction is used to reduce current period pay; it is frequently usedwhen an employee was paid for too many hours in a prior pay period. The RXtransaction is generally used for an employee having a positive time reportingjob.

The RX transaction adjusts both earnings and the associated hours. To recovera payment without reducing the associated hours, use the RA transaction.

Canada: The RX transaction will be taxed the same as regular pay (SubjectGross 1), unless the earnings type is specifically subject to the Bonus Method(See the Calculating Canadian Taxes section).

Notable Results The RX transaction


� Reduces the current gross amount (the adjustment amount is not taxed

separately).

� Reduces the appropriate dollar and hour balances on the EDB.

Entry Guidelines transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Reduction in Pay (RX)

System Edits The System applies the following edits to RX transactions:

� You may enter a maximum of seven lines on this page, each with a rate of

pay applicable to all three earnings types on that line. Different rates of

pay, if appropriate, may be input on different lines, but each rate must be


� The job Pay Cycle must match one currently being processed if the

employee’s status is active or leave of absence with pay.



Reduction in Pay

Complete fields on the Reduction in Pay page as follows:





Sequence No. or

Employee ID









Pay Period Ending Required. 6-digit numeric. Enter the prior period’s end date or any date duringthat period that applies to this payment.


Earnings Type Required. 3-character alphanumeric. Enter the earnings type(s) being reducedby the RX transaction. Three Earnings Type fields provide entry for multipletypes of earnings for a single transaction.

Time Required. 5-digit numeric (999.99). Enter the number of hours that werereported in excess of the actual hours worked for each Earnings Type listed.



Rate/Amount Required. 7-digit numeric (9999.999). Enter the employee’s rate of pay at thetime of the overpayment. The rate of pay entered with the first earnings typemust also apply to the second and third earnings types (if entered).

Job Class Required. 6-character alphanumeric. Enter the job classification of the job thatthe employee held when the overpayment occurred.

Account Number Required. 25-character alphanumeric. Enter the number of the accountfinancing the pay. If expenses are recorded by position, enter the positionnumber in the last 5 positions.




In this example the employee’s pay is decreased by $36.90 ($4.10/hr x 6 hoursx 1.5) because 6 hours of overtime in excess of the actual hours worked werereported during the pay period ending 08/20/01. The RX is used only whentoo many hours are reported and an adjustment is necessary. An RA(retroactive adjustment) is used to reduce an employee’s pay if an incorrectpay rate was used in a prior period.



Figure 7-39 Reduction in Pay - (RX) Transaction

Time Exception (TE)

Description TE transactions that are preprinted on Time Reports are the mechanism forreporting standard pay periods for exception time reporting employees. TheseTE transactions show standard payments that will be generated by the Systemfrom EDB data. TE transactions are used to modify a pay period payment foran employee. For example, if an employee in an exception time reporting jobmust be paid overtime, the TE transaction would be used.

FMLA: Use a DC or RP transaction to reduce an employee’s normal pay. Usea separate LV transaction to record the FMLA Hours Taken. If an employeeuses Paid Leave as the FMLA Leave Taken, enter the number of hours takenfor the paid earnings type, such as VAC and the FLP earnings type. If theemployee is taking Unpaid FMLA Leave, enter the FLU earnings type and thenumber of hours taken.

Notable Results The TE transaction


� Increases the current gross.

� Updates hour and dollar balances on the EDB.

Entry Guidelines TE transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Time Exception (TE)

System Edits The System applies the following edits to TE transactions:

� A maximum of 150 TE, LV, and DC transactions (in combination) can be


� The first earnings type must match the earnings type on the EDB.

� The second and third earnings types (if entered) must have a time factor if

the first earnings type entered requires a time factor.

� The second and third Earnings Type/Time fields must be blank if the first


� The employee’s Pay Cycle must match the current pay cycle being

processed.

Time Exception (TE)


Time Exception (TE)

Complete the fields on the Time Exception page as follows:





Sequence No. or

Employee ID









Pay Period Ending Required. 6-digit numeric (). Enter the pay period end date that applies to thispayment.


Earnings Type Required. 3-character alphanumeric. Enter the appropriate earnings type(s) forthe employee. Three Earnings Type fields provide entry for multiple earningstypes for a single TE transaction. If the first earnings type has an associatedtime factor the second and third earnings types (if entered) must also have atime factor. If the first earnings type does not have a time factor, the secondand third Earnings Type fields must be blank.

Time Exception (TE)


Time Required if the earnings type requires a time factor. 5-digit numeric (999.99).Enter the number of hours. Leave blank if the earnings type does not have anassociated time factor.

Rate/Amount Required. 7-digit numeric (9999.999). Enter the employee’s salary for theperiod if the earnings type has a time factor. If the earnings type indicates anamount that will be added to gross, such as disability pay, enter the amount.

The pay rate must be on the employee’s EDB record. To change anestablished pay rate for a single pay period, use the DC transaction.

Job No. Required. Enter a number from 1 to 5 to identifying the job that is affected bythis transaction.

Job Class Required. 6-character alphanumeric. Enter the employee’s current job class.

Account Number Required. 25-character alphanumeric. Enter the number of the accountfinancing this transaction. If expenses are recorded by position, enter theposition number in the last 5 positions.

The account number must be on the employee’s EDB record. To change anestablished account for a single pay period, use the DC transaction.


Time Exception (TE)


The following is a sample of the TE transaction.

Time Exception (TE)


Figure 7-40 Time Exception - (TE) Transaction

Daily/Pay Period Time (TX)

Description TX transactions are the mechanism for reporting standard hours worked in apay period, as well as leave, for positive time reporting jobs. TX transactionsare preprinted on Time Reports; In the following cases, they must be manuallyentered:

� When an additional account must be charged during the pay period.

� When a positive pay employee was not included on a Time Report and

should be paid.

� When more than three earnings types must be reported for an employee in

a single pay period.

� When designating the number of days worked for an Oregon employee’s

workers compensation, needed when an employee works irregular hours.

For correct calculation of overtime pay in accordance with the Fair LaborStandards Act (FLSA), one TX transaction must be entered in the Pay PeriodEnding field for each week in the pay period.

The TX transaction can also be used to report certain types of payments, suchas merit awards and bonuses.

FMLA Reporting: To record FMLA leave for positive time reportingemployees, use the TX transaction to record the FMLA Hours Taken. If theemployee is using paid leave as FMLA Leave Taken, enter the number ofhours taken for the paid earnings type, such as VAC (Vacation) and the FLPearnings type. If the employee is taking unpaid FMLA Leave, enter the FLUearnings type and the number of hours taken.

Notable Results The TX transaction


� Increases the current gross.

� Updates hour and dollar balances on the EDB.

Entry Guidelines TX transactions are batched with other time reporting transactions having thesame schedule number within organization; use Time Input Batch type.

Online Page Daily/Pay Period Time (TX)

System Edits The System applies the following edits to TX transaction:

� You may enter a maximum of seven lines on this page, each with a rate of

pay applicable to all three earnings types on that line. Different rates of

pay, if appropriate, may be input on different lines, but each rate must be


� If the work date is not entered in the Date field, the System defaults to the

Pay Period Ending date.



� The second and third Earn Type/Time fields must be blank if the first


� The job Pay Cycle must match one currently being processed. If it does

not match, a warning message is issued, however, the employee is paid.




Complete fields on the Daily/Pay Period Time page as follows:



Sequence No. or

Employee ID









Pay Period Ending Required. 6-digit numeric. Enter the pay period end date that applies to thispayment. For processing, enter the week end date that applies to thispayment.

Week End Date Enter the pay period date if different from the pay period end date.

Earnings Type Required. 3-character alphanumeric. Enter the earnings type(s). ThreeEarnings Type fields provide entry for multiple types of earnings for a singletransaction. If the first Earnings Type has a time factor, the second and thirdearnings types (if entered) must also have a time factor. If the first EarningsType does not have a time factor, the second and third Earnings Type fieldsmust be blank.

If a one-time change to the preprinted earnings type is necessary, change ithere. If the change is permanent, change the employee’s EDB record using thePersonnel Action form.



Time Required if the associated Earnings Type requires a time factor. 5-digitnumeric (999.99). Enter the number of hours; however, for an Oregonworkers’ compensation earnings type, enter the number of workers’compensation days (using full days, no decimals) for the pay period. Leaveblank if the earnings type does not have an associated time factor.

Rate/Amount Required if Earnings Type has a time factor; however, for Oregon workers’compensation, leave this field blank. 7-digit numeric (9999.999). Enter theemployee’s hourly rate of pay. If the earnings type does not have associatedhours, such as disability pay, enter the amount to be paid.

If a one-time change to the rate of pay is necessary, change it here. If thechange is permanent, change the employee’s record using the PersonnelAction form.

Job Class Required. 6-character alphanumeric. Enter the employee’s current job class.

If a one-time change to the job class is necessary, change it here. If the changeis permanent, change the employee’s record using the Personnel ActionForm.

Account Number Required. 25-digit numeric. Enter the number of the account financing thistransaction. If expenses are recorded by position, enter the position number inthe last 5 positions.

If a one-time change to a preprinted account number is necessary, change ithere. If an additional account must be charged, enter an additional TXtransaction. If the distribution change is permanent, change the employee’sEDB record using the Personnel Action form.




The following is a sample of the TX transaction.



Figure 7-41 Daily/Pay Period Time - (TX )Transaction

Chapter 8

The Employment Insurance Data Base

Overview

The Human Resource Management System includes a data base used

exclusively for maintaining and reporting Canadian Employment Insuranceinformation. This Employment Insurance Data Base (EIDB) contains hoursand earnings for employees eligible for employment insurance contribution(EI) benefits.

Records on the Employee Data Base (EDB) include information that indicateswhether an employee is eligible for EI benefits. For those employees whoseEDB record indicates eligibility, the System automatically creates records onthe EIDB. These records contain payroll data and are ultimately used to createthe government-required Record of Employment (ROE) for an employee.

This chapter includes descriptions of:

� EI and how the EIDB facilitates EI processing

� Insurable employment and earnings

� The three types of records found on the EIDB (employee detail, Record

of Employment (ROE) print, and control records) and the kind of

information found in each

� The data sources for the EIDB

� Printing ROEs from EIDB data


8

Canadian Employment Insurance Processing

What is Canadian Employment Insurance or EI? It is the arrangement betweenan employer, employee, and the government that provides an income to aninsurable employee during an interruption of earnings. EI is paid for withemployee and employer EI taxes and government funds. Only Canadianemployees in insurable employment are eligible for EI benefits. Refer toMaintaining Control Tables for information about wage replacement plans.

EI processing includes the following important functions:

� Determining EI Gross and Taxes - payroll processing calculates gross

pay, deductions, EI taxable gross, and employee and employer EI taxes.

An employee’s EI tax appears as a pre-tax deduction on the payment stub.

An employer’s EI tax is calculated based on what the employee is paid.

EI gross, or insurable earnings, are developed from earnings types. Thisgross amount is matched against insurability maximums established bythe government in order to determine insurable earnings.

� Determining Insurability - during EI processing, the System derives the

eligible EI earnings from the Subject Gross flag on the Earnings Table.

Earnings are matched against the annual maximum to determine

insurability. Insurable hours include: hours worked and paid, deemed

hours, and paid leave hours.

� Printing the ROE - an ROE is automatically printed when an employee

who is insurable has an interruption of earnings. Manually generated

ROEs can also be produced from ROE Print Records created online. (See

the Reports User Guide, Canadian Tax and Government Reports chapter

for specific information about the ROE.) The ROE requires insurable

earnings for a total of the previous six months plus one pay period (unless

the period of employment is shorter, such as the date of the last ROE).

Insurable hours are required for a total of the previous 12 months plus one

pay period (unless the period of employment is shorter, such as the date

of the last ROE). If an employee has no insurable earnings in any pay

period during this interval, the pay period insurable earnings detail is

provided for all pay periods. The ROEs are printed in either English or

French, depending on the employee’s preference.

EI Processing Flow

EI processing occurs in the following order:

1. The user completes and enters payroll transactions during the payrollprocess.

2. The current EI gross is developed based on the earnings types paid andthe annual maximum.


8-2 The Employment Insurance Data Base 05/2011

3. The EIDB is maintained based on the payments generated for anemployee resulting in creation of an EIDB employee detail recordcontaining current pay period insurable hours and earnings.

4. EI deductions and contributions are calculated.

5. ROEs are generated for interruptions of earnings or as requested.

It is also possible to manually enter the data that is normallySystem-generated in Items 1-4 to arrive at Item 5 via online updating.

Insurable Employment and Earnings

Insurable employment and earnings are defined by Revenue Canada. Ingeneral, most people working under a contract of service or in anemployer-employee relationship are considered to have insurableemployment.

Hours and Earnings

Hours of work are used to determine if employees are entitled to benefits andfor how long. Insurable hours include: hours worked and paid, deemed hours,and paid leave hours.

Insurable earnings, for most employees, equal the amounts reported asemployment income on the T4 slip. Not all income taxable amounts areinsurable earnings. Employers withhold EI premiums for each dollar ofinsurable earnings up to the annual maximum. Earnings above the maximumare tracked separately.

Quebec Parental Insurance Plan (QPIP)

Maternity, parental, and adoption benefits for residents of Quebec areadministered by the province of Quebec. The Quebec Parental Insurance Plan(QPIP) replaces similar benefits that Quebec residents received under theEmployment Insurance Act. The QPIP provides higher benefits and broadercoverage for Quebec employees and self-employed workers who have aninterruption of earnings as a result of a maternity, adoption, or parental leave.

Salaries and wages paid to Quebec residents are subject to QPIPcontributions. All employers with employees working in Quebec deduct areduced employment insurance (EI) premium, along with the new QPIPpremium, and they also pay an employer contribution to the QPIP.

The QPIP calculation is similar to the EI calculation, and both plans use thesame definition of insurable earnings. Each administration sets its ownmaximum earnings according to the EI Act and the QPIP legislation. There isone employee EI rate for Quebec and another for all other provinces. Theemployer EI rate is not affected by province of employment.



EIDB Records

The Employment Insurance Data Base contains three types of records:

� EIDB Employee Detail Records

� ROE Print Records

� EIDB Control Records

EIDB Employee Detail Records

The EDB includes information that indicates whether an employee is eligiblefor EI benefits. For eligible employees, the System automatically createsEmployee Detail Records on the EIDB following payroll processing. TheROE is printed from this data.

On rare occasions, EIDB Employee Detail Records are created online (see theCreating EIDB Employee Detail Records section). This usually occurs whenhistorical data must be loaded onto the EIDB. EIDB Employee Detail Recordscreated or updated online do not update the EDB and may not reflect currentpayroll activity. Therefore, it is recommended that this type of update be donewith great caution because it must manually reconcile with payroll records.

EIDB Employee Detail Records contain the following information:

� Pay Cycle

� Pay End Date specifying the ending date of the pay period

� Pay Period Insurable Earnings identifying the EI Gross generated from

the earnings processed during a pay period

� Pay Period Insurable Hours represents the number of insurable hours

during a pay period

ROE Print Records

The ROE Print Record is only created online and contains modified ROEdata. While most ROEs are printed automatically, the ROE Print Recordprovides the means to supplement or modify data that would normally printautomatically on the ROE. Since an ROE must be generated within five daysof interruption of earnings for both the government and the terminatedemployee, this method of ROE generation is useful in those instances whennormal payroll processing for the employee does not occur soon enough toproduce an accurate System-generated ROE. This type of printing requires therequest of a special run of the ROE print program. Once printing has occurred,ROE Print Records are purged. See the Reports User Guide, Canadian Taxand Government Reports chapter for specific information about the ROE.

ROE Print Records contain all of the information needed to print a completeROE.

EIDB Records


EIDB Control Records

EIDB Control Records are created from data on the System Calendar Tableand the PAR to simplify System processing. Control Records containinformation such as:

� Pay cycle

� Begin and end dates of pay periods for EIDB Employee Detail Record

data

EIDB Records


EIDB Data Sources

Sources of EIDB records data include:

� Payroll Transactions

� PAR

� EDB

� Control Tables

� Direct update of the data base

Payroll Transactions

During EI processing, the System automatically prorates hours and earningsover a pay period based upon information from payroll transactions. Payrolltransactions that affect EI processing include:

� TX, AP, LX, RX, and RP - These transactions can be used for either

positive time reporting (hourly) or exception time reporting (salaried)

employees. Earnings on these transactions are always applied to the pay

period in which they fall.

� DC, LV, and TE - These transactions are used only for exception time

reporting employees.

� RA, C2, H2, and O2 - These transactions automatically adjust data that

may already be on the EIDB. They are used for both positive and

exception time reporting.

Please refer to the Payroll Transactions chapter in this manual for specificinformation about these and other transactions.

Control Tables

Information used in EI and QPIP processing is also obtained from thefollowing Control Tables:

� System Parameters Table

� Earnings Table

� Gross-to-Net Table

� Job Classification Table

� System Calendar Table

� Tax Entity Table

Data on these tables affects both payroll and EI processing. Updates to thetables are made as needed to ensure accurate processing.

EIDB Data Sources


System Parameters Table

EI

� 098 – maximum annual reportable earnings

� 099 – employer contribution rate for standard EI

� 100, 102, 103, 104, 107 – provision for five wage replacement plans and

associated employer contribution rates

� 101 – employee deduction rate for standard EI

QPIP

� 424 – QPIP maximum annual gross

� 425 – QPIP standard employer rate

� 426 – QPIP employee rate

� 427 – QPIP P1 employer rate

� 428 – EI employee rate Quebec

Gross-to-Net Table EI – Identifies Gross-to-Net elements 084 and 085, Canadian EI employeededuction and Canadian EI employer contribution, respectively.

QPIP – Identifies Gross-to-Net elements 087 and 104, QPIP employeededuction and QPIP employer contribution, respectively.

Earnings Table Identifies those earnings which are taxable for EI premiums.

Job ClassificationTable

Provides a description of the employee’s Job Class for the ROE.

System Calendar Contains the pay period end date associated with each pay period or cycletype (weekly, biweekly, semimonthly, monthly).

Tax Entity Table Contains the Business Number for the standard EI plan and for the alternatewage replacement plans (1-5).

EIDB Data Sources


Printing the Record of Employment

A primary purpose of EI processing is to print an ROE for each employeewith insurable earnings who has an interruption of earnings. The governmentrequires that the ROE be distributed to the employee and the governmentwithin five calendar days after the employee meets one or both criteria.

The government uses the earnings for the last six months plus one pay period(prior to the interruption of earnings) to determine EI benefits. Thisinformation must be on the ROE. In addition, the ROE reflects the hourswithin the last 12 months plus one pay period that the employee was eligibleto receive EI benefits.

For ROEs to be printed from current EIDB data, you must enter an ROE PrintRun Specification. Information entered on this form directs the System toselect certain employees who are to have ROEs printed for them.

Refer to the Reports User Guide for the data sources and a description foreach box on the ROE form.





RECORD OF EMPLOYMENT PRINTRUN SPECIFICATION

CEI50-SPEC ORGANIZATION ID

2

EMPLOYEE ID

RPTTYPET

T

1

Enter this transaction to generate Record of Employment (ROE) forms based on selected criteria.

Enter the Organization ID to which the Record of Employment criteria applies. Enter "ALL" to indicate all organizations

are to be processed with the same criteria.

This date is generated on all forms. The date must be in Canadian date format (DDMMCCYY). ( The date canNOTE:

be overridden for selected employees through the online system.)

Enter "O" to print an ROE for those employees who only have EIDB print records present. Leave blank to print an ROE

for employees that have EIDB print records and have terminated employment.

This field is optional. Enter a date to compare the termination date on the EDB record in generating an ROE for an

employee that has terminated on or after the date selected. ( This field is only used if an ROE has not alreadyNOTE:

been generated, or if a print record does not exist for the employee.)

Enter the Organization ID for the employee.

Enter the Employee ID.

Enter one of the following values to identify the desired report type for the employee.

R - To write a magnetic media ROE.D, or Blank - To print EIDB Display Report.S - To write a ROE in XML format for Submit mode.T - To write a ROE in XML format for Test or draft mode.

This field is optional. Enter the issuer's name to be printed on the ROE form.

This field is optional. Enter a telephone number to be printed on the ROE form.

Enter this transaction if an ROE or EIDB Display Report is desired for individual employees.

Field Description

ORGANIZATION ID

ROE ISSUE DATE

ROE PRT IND

TERMINATION DATE

Transaction 2

ORGANIZATION ID

EMPLOYEE ID

RPT TYPE

ISSUER PHONE

NUMBER

ISSUER NAME

Transaction 1

CEI50-SPEC

1

ROE ISSUE DATETERMINATIONDATE

1 10 11 12 24 25 32 33 41

ROEPRTIND

34

33 3424 25

ISSUER PHONE NUMBER ISSUER NAME

42 55 56 80

10 11 12

ORGANIZATION IDT

CEI50SR9555 - 05/2011

Figure 8-1 Record of Employment Print Run Specification (CEI50-SPEC)

ROEs can also be printed from data entered online using the Record ofEmployment Generation page. This is a quick method of producing an ROEor altering existing ROE data with information that has not yet been processed

through payroll. However, please note that this method does not update theEDB nor the EIDB; the adjustments will need to be processed in a payroll run.The manual ROE, then, is an estimate that may not accurately reflect the finalpayroll. For more information about producing ROEs through the Record ofEmployment Generation page, refer to the Creating ROE Print Recordssection.

Refer to the Reports User Guide, Canadian Tax and Government Reportschapter for specific printing information about the ROE and related reports.

Transferred Employees

Employees who have transferred from one Organization ID to another willhave accurate ROEs printed automatically because the System includesactivity from the prior Organization ID.

Pay Cycle Changes

If the EIDB Employee Detail Records show that the employee’s pay cycle haschanged, the ROE cannot be printed because the ROE form provides reportingspace for only one pay cycle type per form. Instead, the System will print theEIDB Record of Employment Data report. The data from this report can bemanually transferred to an ROE form or used to create an online ROE PrintRecord from which the ROE can be printed.





01

01

01

01

01

Figure 8-2 Printed Record of Employment (ROE) Form

ROE Informational Reports

In addition to printing the ROE, the System also prints the followinginformational reports:

EIDB Record ofEmployment Data

Report

A formatted list of EIDB Employee Detail Records for each Employee IDwithin Organization ID specified on the Record of Employment Print RunSpecification. This report also lists EDB information useful if completing theRecord of Employment Generation page. Page breaks occur with each newemployee ID.

Messages andControls Report

Identifies error messages and lists the input run specifications that were ineffect during the run.



CEI311 /PP50C0XX/071501 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001EMPLOYMENT INSURANCE RUN DATE 20.12.01

RECORD OF EMPLOYMENT DATAORG ID: ORG44 -CANADIAN GAS COMPANY

KILEY,JENNA ID: 002449999 PAY CYCLE B1PO BOX 988 -PAYPERIOD-INSURABLE-EARNINGS—SASKATOON SK END DATE EARNINGS HOURS

27.12.2001 800.00 60.0013.12.2001 777.77 44.44

JOB: SECRETARY II PAY CYCLE W1-PAYPERIOD-INSURABLE-EARNINGS—END DATE EARNINGS HOURS

SOCIAL INS NO 565 120 332 27.12.2001 111111111.11 222.22LAST ROE DATE 00.00.00 20.12.2001 251.00 40.00FIRST WORK DAY 30.10.90 13.12.2001 250.00 40.00LAST WORK DAY 27.12.01 06.12.2001 1206.00 40.00

FINAL PAY PERIOD 27.12.01 29.11.2001 1129.00 40.00PREM PAID TO 27.12.01 22.11.2001 1122.00 40.00

DEDUCTION CYCLE W1 15.11.2001 1115.00 40.00ISSUING REASON 08.11.2001 1108.00 40.00VACATION PAY .00 01.11.2001 1101.00 40.00OTHER MONIES .00 25.10.2001 1025.00 40.00

PRIOR ORGANIZATION 18.10.2001 1018.00 40.00PRIOR EMPLOYEE ID 11.10.2001 1011.00 40.00

COMMENTS 04.10.2001 1004.00 40.0027.09.2001 927.00 40.0020.09.2001 920.00 40.0013.09.2001 913.00 40.0006.09.2001 906.00 40.0030.08.2001 830.00 40.0023.08.2001 823.00 40.0016.08.2001 816.00 40.00

Figure 8-3 EIDB Record of Employment Data Report (CEI311)


EMPLOYMENT INSURANCE RUN DATE 20.12.01MESSAGES AND CONTROLS

ORG ID: ORG44 -CANADIAN GAS COMPANYEMPLOYEE USER MESSAGE MESSAGEID. NO. REFERENCE NUMBER SEVERITY - - - - - - - - - - - M E S S A G E T E X T - - - - - - - - - - -________ _________ _______ ________ ___________________________________________________________________

RECORDS OF EMPLOYMENT PRINTED 1EIDB PRINT RECORDS DELETED 0

DETAIL REPORTS PRINTED 100-071 INFORMATIONAL EIDB RESTORE FROM BACKUP IS NOT REQUIRED00-053 INFORMATIONAL EDB RESTORE FROM BACKUP IS NOT REQUIRED

Figure 8-4 Messages and Controls Report (CEI319)

References

The government agencies responsible for administering EI are HumanResources Development Canada and Revenue Canada. To review regulationsimportant to EI processing and ROE printing, consult the following agencypublications:

� New Employment Insurance System and Employers - A New Way of

Doing Business - published by Public Enquiries Center, Communications

Branch, Human Resources Development Canada (HRDC).

� Employer’s Guide to Payroll Deductions - published by Revenue Canada.

References


References


Chapter 9

Maintaining the Employment Insurance Data

Base

The Employment Insurance Data Base (EIDB)

Most data on the Employment Insurance Data Base (EIDB) is created andmaintained automatically by the System during regular payroll processing.However, data can be created and updated manually using online pagesprovided by the System.

Online (or manual) EIDB maintenance does not update the EDB (except inthe case of ROE Issue Date when the ROE is printed), and, in fact, overridesthe results of payroll processing. Therefore, perform online EIDBmaintenance with caution.

This chapter includes descriptions of:

� The maintenance performed by the System as a result of payroll

processing or user’s request.

� The direct maintenance by the user of EIDB Employee Detail and ROE

Print Records via online pages.


9

System-Generated Maintenance

EIDB Employee Detail Records are updated from data entered throughpayroll transactions. Generally, any earnings type entered into payroll that isdefined as subject to EI will update the EIDB. Each employee who is eligiblefor EI has an EIDB Employee Detail Record for every pay period thatcontains the insurable earnings.

EIDB Employee Detail Records are created and/or updated automaticallyduring regular payroll processing for the following reasons:

� To allocate EI earnings data for the current pay period.

� To allocate EI earnings data for a prior pay period for which there is no

record.

� To replace old EI earnings data with new data for a prior pay period.

EIDB control records are automatically created during regular payrollprocessing if a control record for the particular pay cycle/pay end date is notfound on the EIDB.

Certain “housekeeping” maintenance functions can be performed by theSystem when requested by the user, including:

� Removing old employee detail and control records with pay period end

dates earlier than the Delete date specified at run time. ROE requires data

for 12 months plus one pay period.

� Synchronizing the control records with the System Calendar for the date

specified at run time. Existing records on the EIDB are checked to ensure

that they are still valid, and may be modified or deleted. New records are

added for each new pay cycle/pay period represented on the System

Calendar.

To request this “housekeeping” maintenance, use the EIDB PeriodicMaintenance Run Specification, CEI13-SPEC.


9-2 Maintaining the Employment Insurance Data Base 08/2006

The following reports are generated by the EIDB Periodic Maintenance RunSpecification:

EIDB PeriodicMaintenance Activity

Report

Used as an audit trail of changes applied to the EIDB. It page-breaks byOrganization ID, and identifies the following types of maintenance:

� Details activity of control record synchronization with the System

Calendar.

Run Control Report Acknowledges run specification information to be processed and lists errorsthat occurred when the EIDB Periodic Maintenance program was run.



EIDB PERIODIC MAINTENANCERUN SPECIFICATION

CEI13-SPEC ORGANIZATION IDDELETE EIDB RECORDSOLDER THAN

1 10 11 23 24 31

Field Description

DELETE EIDBRECORDS OLDERTHAN

CALENDAR SYNCHDATES FROM/TO

Enter a desired date to delete control and detail records with PayPeriod End Dates earlier than the date entry. If left blank, norecords are deleted.

Enter a range of dates to synchronize control records on the EIDBwith the System Calendar within the date range specified. Entryof the field is optional.

FROM TO

CALENDAR SYNCH DATES

32 39 40 47

ORGANIZATION ID Enter the organization to be processsed or "ALL" toselect all organizations on the data base. Multiplerun specs can be entered for each organization.

CEI13SR953 - 2/15/97

Figure 9-1 EIDB Periodic Maintenance Run Specification (CEI13-SPEC)




EMPLOYMENT INSURANCE RUN DATE 12/01/00PERIODIC MAINT. ACTIVITY

ORG ID: ORG44 -CANADIAN GAS COMPANY


13-115 INFORMATIONAL NEW EIDB CONTROL RECORD ADDED FROM SYSTEM CALENDAR DATAORG ID: ORG44 CYCLE: B1 END DATE: 20010306 BEGIN DATE: 20010222





13-115 INFORMATIONAL NEW EIDB CONTROL RECORD ADDED FROM SYSTEM CALENDAR DATAORG ID: ORG44 CYCLE: M1 END DATE: 20010331 BEGIN DATE: 20010301




13-115 INFORMATIONAL NEW EIDB CONTROL RECORD ADDED FROM SYSTEM CALENDAR DATAORG ID: ORG44 CYCLE: S1 END DATE: 20010331 BEGIN DATE: 20010316






Figure 9-2 EIDB Periodic Maintenance Activity Report (CEI303)


EMPLOYMENT INSURANCE RUN DATE 12/01/00RUN CONTROL REPORT


RUN SPEC ID: CEI13-SPEC

ORGANIZATION ID: ALL

DELETE EIDB RECS OLDER THAN: 11/01/99

CALENDAR SYNCH DATES FROM / TO: 12/01/00 03/31/01

Figure 9-3 Run Control Report (CEI302)

Online Maintenance

The System provides a tool for reviewing, updating, and deleting EIDBEmployee Detail Records and creating ROE Print Records for quick ROEgeneration through the use of online pages. These pages are obtained byselecting Canadian EE from the Payroll drop down list, and then selecting oneof the following transactions from the Canadian Employment Insurance Menupage:

� EIDB Record Update

� EIDB Record Inquiry

� Record of Employment Generation

� Employment Insurance Name Search

Enter the employee ID, pay cycle, pay period end date, and organization ID atthe bottom of the Canadian Employment Insurance page, then click on thedesired transaction. This information is displayed on each of the subsequentpages selected. When a transaction such as update is completed, the Systemallows immediate selection of another transaction or other employees withouthaving to return to the Menu page.

Data entered through the EIDB Update page does not update the EDB, in fact,it overrides the results of payroll processing. Therefore, perform online EIDBmaintenance with caution.

Updating EIDB Employee Detail Records

When EIDB Record Update is selected from the Menu page, the Systemdisplays an EIDB Detail Record page with one full pay period for the selectedemployee. The following data appears on the page:

� Pay Cycle

� Pay Period Ending Date

� Insurable Earnings for the pay period

� Insurable Hours for the pay period

Hours and earnings data on the page can be updated.

The following page is ready for updating an EIDB detail record.

Online Maintenance


Online Maintenance


Figure 9-5 EIDB Detail Record (Update) Page

Figure 9-4 Canadian Employment Insurance Page

EIDB Record Inquiry

When you select EIDB Record Inquiry from the Menu page, the Systemdisplays the EIDB Record Inquiry page.

The data on this page is protected from operator changes. It is a useful tool forquick reviews or for checking data accuracy; if errors are found, they can becorrected with the next payroll run. The data on this page represents the mostrecent pay periods, unless a particular Pay End Date was specified from theMenu page. Other pay periods can be reviewed using the Prior and Nextbuttons to scroll backwards and forwards.

The EIDB Record Inquiry page displays the following information:

� Pay Period Ending Date - not required; if no dates entered, data for the

most recent pay periods is displayed

� Insurable Earnings for the pay period

� Insurable Hours for the pay period

Online Maintenance


Figure 9-6 EIDB Detail Record (Inquiry) Page

Creating ROE Print Records

The System provides a method for creating an ROE Print Record quickly oraltering existing ROE data with information that has not yet been processedthrough payroll. Online ROE Print Record creation is appropriate in thefollowing situations:

� When an ROE must be generated and final payment information has not

yet been processed through payroll.

� When certain data that must be reported on the ROE cannot be inferred

from the EIDB or the EDB such as the following items on the ROE form:

- Item 17B - For statutory holidays after termination

- Item 19 - Paid sick/maternity leave or group wage loss

� When EIDB or EDB data must be overridden, such as first day worked or

insurable earnings by pay period.

When the user requests Record of Employment Generation, the System firstdetermines whether an ROE Print Record exists for the employee. If it does,the record is retrieved and displayed on the page. If it does not, all of theappropriate data is retrieved from the EDB and the EIDB, any necessarycalculations are made, and the data is displayed.

After the page is displayed, the operator reviews the data, makes anynecessary adjustments, and updates the ROE Print Record by pressing Entertwice.

The following fields on the ROE Generation page contain user-suppliedinformation and are empty unless retrieving a Print Record for which an ROEhas not yet been printed:

� ROE Being Amended

� Date of Wage Loss

� Duration of Wage Loss

� Amount

� Recall Indicator/Date

� Employer’s Field

� Holiday (1-3)

� Amount

The following fields on the page require special explanation:

Last ROE Date This field originates from the EDB and appears for reference purposes. TheLast ROE Date field is always protected. This date is updated automaticallywhen an ROE is issued for an employee. This date can only be altered byentering a new date on the EDB; however, this action is not advised exceptunder special circumstances (for example, a manual ROE was generated,historical information is being added to the EDB).

Online Maintenance


Week/Day This field indicates whether the period of wage loss is expressed in days orweeks.

Comments This field is blank unless the employee is on leave. In this case, the fieldcontains the following message: On Leave.

Note: You must submit a Record of Employment Print Run Specification(CEI50-SPEC) to print an ROE, regardless if the ROE is printed from an ROEPrint Record created online or as a result of regular payroll processing.

During ROE Generation page processing, refer to the online help (?) text for adescription of value/range and consistency edits that occur.

Pay Period Earnings After completing the ROE Generation page, press Ppd Earn to go to theRecord of Employment Pay Period Earnings page. You may enter the PayPeriod Number and Earnings for up to 53 pay periods.

Online Maintenance


Figure 9-7 Record of Employment Generation Page

Online Maintenance


Figure 9-4 Record of Employment PPD Earnings Page

Chapter 10

Using Online Payroll History Inquiry

Information in this chapter is procedurally oriented. It includes instructionsfor using the online and batch functions of Online Payroll History Inquiry.This chapter contains the following sections:

� What Is Online Payroll History Inquiry?

� Maintaining the Online Payroll History Data Base

� Using the Online Payroll History Inquiry Pages

What Is Online Payroll History Inquiry?

The Online Payroll History Inquiry function allows you to viewcomprehensive, detailed payroll history data online. You access this datausing the History function from the Payroll drop down list.

The data displayed on Online Payroll History Inquiry pages resides in theOnline Payroll History (PYH) Data Base. The PYH Data Base contains all ofthe information that is on the PAR and selected year-to-date balances from theEmployees Data Base (EDB).

The primary users of Online Payroll History are in the Payroll Department,though this function is a valuable tool for all users of detailed payroll data.

A common use of Payroll History Inquiry pages is in determining how thedollar amounts printed on a pay check were derived. All pages are

inquiry-only. You can not change any data using the this function.


10

Maintaining the Online Payroll History Data Base

What Is the Online Payroll History Data Base?

The Online Payroll History Data Base contains the payroll history datadisplayed on the Payroll History Inquiry pages. Much of the information onthe PYH Data Base comes from the Payroll Audit File (PAR). The data baseincludes information about the following:

� From the Payroll Audit File

- Checks and advices

- Expense transfers*

- Hours and dollars adjustments

- Cancellations and overpayments**

- Direct deposits

- Wage attachments

� From the Employee Data Base

- Selected year-to-date balances - Commonly referenced year-to-datetax balances, such as total gross and FICA/CPP/QPP gross, and allnonzero gross-to-net balances.

* Expense transfers display on the same pages as checks and advices. Thenotation “EXPENSE TRANSFER” identifies these transactions.

** The PYH Data Base includes cross-references between cancellations andoverpayments for the related checks and advices.

For More Information

For technical details on the Online Payroll History Data Base, see the HRMS

Cross-Application Components under File Descriptions.

For a list of the year-to-date balances included on the PYH Data Base, seeonline help for the Year-to-Date Balance page.


10-2 Using Online Payroll History Inquiry 04/2010

How Is the Data Base Maintained?

The Online Payroll History Maintenance job reads the EDB and the finalversion of the PAR. It then writes additions to the PYH Data Base with thisnew information. Records on the PYH Data Base are purged as needed, basedon their check date. This is a three-step process:

1. The Online Payroll History Maintenance program reads the followinginformation:

· Current Online Payroll History Data Base

· Final Payroll Audit File

· Employee Data Base

· Control Data Base (CDB)

The program performs these functions:

a. Builds revised records for and incrementally updates the OnlinePayroll History Data Base.

b. For VSAM only, updates a Check Search Extract File, whichprovides access to the PYH Data Base by check/advice number.For DB2, this function is implemented using a DB2 index.

c. Creates a Cancellation/Overpayment (COP) File, used in step 2to update the data base with cross-reference information oncancellations and overpayments.

d. Prints a report identifying error conditions when applicable andlisting record counts.

2. The Online Payroll History Cancellation/Overpayment Update programupdates the PYH Data Base from step 1 with the cancellation andoverpayment data from the COP file. It also produces a report whichidentifies error conditions when applicable and lists record counts.

3. The Online Payroll History Purge job processes the PYH Data Base viathe Online Payroll History Purge program. Based on the criteria enteredon the run specifications, a cutoff date (or number of days which isconverted to a cutoff date) is established, and records are purged whentheir check date is less than or equal to the cutoff date. This job isconsidered part of maintaining the Online Payroll History Data Base. Itsfrequency of execution is determined by each installation.

To Create the Initial Data Base

You create the first version of your PYH Data Base using the Online PayrollHistory Creation batch job and then maintain it using the Online PayrollHistory Maintenance job. Once you have successfully created the PYH DataBase, there should be no need to run the creation job again.



To create the initial data base, follow these steps:

1. Determine the Payroll History File (“Merged PAR”) data you want toinclude in the PYH Data Base, based on these criteria:

· Check date of the oldest “Merged PAR” data to add to the data base,

or number of days to use in calculating the date - This is optional. If

you choose, you can add all PAR data to the data base.

· Payroll schedules to include on the data base - Up to 100 schedules

can be included using the delivered programs.

2. Enter data in the Online Payroll History Creation Run Specification. Thisspecification includes the information from step 1. It is described in thischapter.

Note: Make sure you include Record Type 2 run specification records forall schedules on the “Merged PAR.”

3. Run the Online Payroll History Creation job to create the Online PayrollHistory Data Base. As input to this job, use the run specification createdin step 2 and the “Merged PAR.” The creation job includes two steps:

· Step 1 - Executes the Online Payroll History Creation program. This

program reads the “Merged PAR” and the run specification and

creates the following files:

° Online Payroll History Merge File

° Check Search Extract File - VSAM only

° Cancellation/Overpayment File

° Report identifying error conditions when applicable and listingrecord counts

· Step 2 - Runs the Online Payroll History Cancellation/Overpayment

Update program, which updates the PYH Data Base with the

cancellation/overpayment information from step 1. (This step is the

same for the creation and maintenance jobs.)

4. Check the Online Pay(roll) History Creation report (PAYR111) to verifythat the creation job was error free. This report is described in thischapter.

Note: The initial version of the PYH Data Base contains no year-to-datebalances. However, each time the Online Payroll History Maintenance jobruns, selected year-to-date balances for the current payroll schedule areadded to the PYH Data Base.

DB2 users should have their System’s Department turn off the DB2 logfiles while creating the initial data base. This should be done in order toavoid excessive usage of disk space and tapes, and to improve overallperformance.



Online Payroll History Run Specification

The Online Payroll History Creation Run Specification is required input to thePYH Data Base creation process. Use this run specification to indicate theMerged PAR data to be used in creating the initial data base.

A sample run specification form follows.



ONLINE PAYROLL HISTORY CREATIONRUN SPECIFICATION

Field Description

PAY46ESPEC

REC TYPE

CUTOFF DATE

This is the run specification identifier.

This is a constant of 1. You must include a Record Type 1 record.There must be only one Record Type 1 record.

Optional. Enter an 8-digit date in the format defined for yourinstallation. If you enter a date, Payroll Audit File ("merged PAR")records with Check Date on or before this date will not be written tothe Online Payroll History Creation File.

Optional. Enter a 4-digit number of days to be used in calculating thecutoff date. Right justify and zero-fill.

NO. OF DAYS

PAY46ESPECREC TYPE

1 10 12

CUTOFF DATENO. OFDAYS

1

11 19 20 23

Do not enter both Cutoff Date and No. of Days. Enter one field and leave the other blank, orleave both fields blank. If you leave both fields blank, all Payroll Audit File ("merged PAR")records will be written to the Online Payroll History Merge File.

Field Description

PAY46ESPEC

REC TYPE

SCHED


This is a constant of . Include up to 100 Record Type 2 records.2

Enter the 3-character schedule number of a payroll schedule to beused in creating cross-reference information forcancellation/overpayment processing. All Payroll Audit File

in the Cancellation/Overpayment File.

Enter the 8-digit check date for this schedule in the format definedfor your installation.

Enter the 8-digit pay period end date for this schedule in the formatdefined for your installation.

CHECK DATE

END DATE

PAY46ESPECREC TYPE

1 10 12

SCHED

2

11 22 3014

CHECK DATE

15 23

END DATE

PAY46ESR950 - 11/1/96

("merged PAR") records with this schedule number will be included

Figure 10-1 Online Payroll History Creation Run Specification (PAY46ESPEC)

Online Pay(roll) History Creation Report

The Online Pay(roll) History Creation report, shown below, provides countsof records processed. It also identifies any errors or abnormal endingconditions.

To Maintain the Data Base

After each payroll run, execute the Online Payroll History Maintenance job tocreate an updated version of the Online Payroll History Data Base. This jobshould run as part of your normal payroll processing, following the Payroll

Disbursement job. The “Final PAR” for the current payroll schedule must

have been successfully created before the Online Payroll History

Maintenance job runs.

To create an updated version of the PYH Data Base, follow these steps:

1. Make sure the payroll processing jobs have run successfully for thispayroll schedule. You must have (1) created a “Final PAR” for thispayroll schedule and (2) updated the current balances on the EDB.

2. Run the Online Payroll History Maintenance job to create a revisedversion of the Online Payroll History Data Base. This job uses the “FinalPAR” described in step 1.

3. Check the Online Pay(roll) Hist(ory) Maintenance report (PAYR112) andthe Online Pay(roll) Hist(ory) Cancellation report (PAYR113) to verifythat the maintenance run was error free. These reports are described inthis chapter.



PAYR111/PP46E0XX/110101 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

PAYROLL PROCESSING RUN DATE 12/15/01ONLINE PAY HISTORY CREATION


ORGANIZATION ID: RECORDS SELECTED: 75 RECORDS NOT SELECTED: 0ORGANIZATION ID: ORG065 RECORDS SELECTED: 6 RECORDS NOT SELECTED: 0ORGANIZATION ID: ORG11 RECORDS SELECTED: 35 RECORDS NOT SELECTED: 0ORGANIZATION ID: ORG12 RECORDS SELECTED: 30 RECORDS NOT SELECTED: 0ORGANIZATION ID: ORG13 RECORDS SELECTED: 21 RECORDS NOT SELECTED: 0ORGANIZATION ID: ORG44 RECORDS SELECTED: 45 RECORDS NOT SELECTED: 0ORGANIZATION ID: ORG45 RECORDS SELECTED: 30 RECORDS NOT SELECTED: 0ORGANIZATION ID: ORG46 RECORDS SELECTED: 17 RECORDS NOT SELECTED: 0ORGANIZATION ID: TOTALS - ALL ORGS RECORDS SELECTED: 259 RECORDS NOT SELECTED: 0

46-995 INFORMATIONAL ONLINE PAYROLL HISTORY UPDATE HAS PROCESSED SUCCESSFULLYSELECTION FUNCTION NOT REQUESTED

ORGANIZATION ID: TOTALS - ALL ORGS RECORDS WRITTEN: 259

Figure 10-2 Online Pay(roll) History Creation Report (PAYR111)

To Purge the Data Base

To purge the PYH Data Base, follow these steps:

1. Decide whether you want to purge any records from the PYH Data Base.You can specify a check date (or number of days to use in calculating thedate ) to use as a cutoff date. If you specify the date (or number of days),PYH Data Base records with check dates on or before this date aredeleted from the data base.

2. Fill out an Online Payroll History Purge Run Specification. Thisspecification includes the cutoff date (or number of days) from step 1. Itis described in this chapter.

Online Payroll History Purge Run Specification

The Online Payroll History Purge Run Specification is used to perform thePYH Data Base purge process and to indicate the purge criteria for the PYHData Base.

A sample run specification form follows.





ONLINE PAYROLL HISTORY PURGERUN SPECIFICATION

Field Description

PAY46DSPEC

CUTOFF DATE


Optional. Enter an 8-digit date in the format defined for yourinstallation. If you enter a date, prior PYH Data Base records withCheck Date on or before this date will not be written to the newOnline Payroll History Merge File.

Optional. Enter the 4-digit number of days to be used in calculatingthe cutoff date. Right justify and zero-fill.

PAY46DSPEC

1 10 18

NO. OF DAYS

CUTOFF DATENO. OFDAYS

11 19 22

Do not enter both Cutoff Date and No. of Days. Enter one field and leave the other blank. Ifyou leave both fields blank, an error condition will result.

PAY46DSR930 - 2/15/93

Figure 10-3 Online Payroll History Purge Run Specification (PAY46DSPEC)

Online Pay(roll) Hist(ory) Maintenance Report

The Online Pay(roll) Hist(ory) Maintenance report provides counts of recordsprocessed. It also identifies any errors or abnormal ending conditions. Asample report follows.




PAYROLL PROCESSING RUN DATE 11/15/01SCHEDULE 103 ENDING 11/15/01—W1 B1 ONLINE PAY HIST MAINTENANCE


46-990 INFORMATIONAL DUPLICATE PAR RECORD; PAYMENT SEQ NBR WAS INCREMENTED001009999C10301502

46-990 INFORMATIONAL DUPLICATE PAR RECORD; PAYMENT SEQ NBR WAS INCREMENTED001009999 02





ORGANIZATION ID: RECORDS WRITTEN: 89

ORGANIZATION ID: ORG11 RECORDS WRITTEN: 36







ORGANIZATION ID: TOTALS - ALL ORGS RECORDS WRITTEN: 268

46-995 INFORMATIONAL ONLINE PAYROLL HISTORY UPDATE HAS PROCESSED SUCCESSFULLY

Figure 10-4 Online Pay(roll) Hist(ory) Maintenance Report (PAYR112)

Online Payroll History Purge Report

The Online Payroll History Purge report, shown below, provides counts ofrecords deleted from the PYH Data Base. It also identifies any errors orabnormal ending conditions.

Online Pay(roll) Hist(ory) Cancellation Report

The Online Pay(roll) Hist(ory) Cancellation report, shown below, identifiesCancellation/Overpayment Records which do not match PYH Data Baserecords. Records are matched by employee ID, organization ID, and check/advice number. The report also provides counts of records processed andidentifies any errors or abnormal ending conditions.

For more information on the Online Payroll History Inquiry batch programs,see Online Payroll History Inquiry in the Payroll Reporting manual. All batcherror messages for Online Payroll History Inquiry are documented in thatmanual.



PAYR114/PP46D0XX/110101 INTEGRAL SYSTEMS PAYROLL/PERSONNEL PAGE NO. 0001

PAYROLL PROCESSING RUN DATE 12/31/01ONLINE PAYROLL HISTORY PURGE


TABLE: DEP NBR ROWS DELETED: 85TABLE: HAD NBR ROWS DELETED: 2TABLE: DAD NBR ROWS DELETED: 486TABLE: ERN NBR ROWS DELETED: 426TABLE: GTN NBR ROWS DELETED: 1680TABLE: WAG NBR ROWS DELETED: 0TABLE: YTD NBR ROWS DELETED: 0TABLE: BAS NBR ROWS DELETED: 259

46-995 INFORMATIONAL ONLINE PAYROLL HISTORY UPDATE HAS PROCESSED SUCCESSFULLYWITH PURGE DATE OF 12/31/2001

Figure 10-5 Online Payroll History Purge Report (PAYR114)


PAYROLL PROCESSING RUN DATE 12/15/01ONLINE PAY HIST CANCELLATION


46-979 INFORMATIONAL PROGRAM REACHED NORMAL EOJ;NO CANCELLATION/OVERPAYMENT TO PROCESS

Figure 10-6 Online Pay(roll) Hist(ory) Cancellation Report (PAYR113)

Using the Online Payroll History Inquiry Pages

To Access the Payroll History Function

To access the Online Payroll History Inquiry pages, follow these steps:

1. Sign on to the HRMS online system. The Main Function Menu appears.

2. On the Main Menu, select History from the Payroll drop down list.



Figure 10-7 HRMS Main Function Menu Page

3. Select the type of detailed data you want to see. There are two methodsfor accessing detail level screens:

a. Enter selection fields on the transaction line. The transaction linenear the bottom of every Payroll History page contains four fieldsused to select the data to display next:

Transaction Transaction to display next.

If you leave Transaction, blank, the Payroll History

Menu will display.

Employee Employee ID of the employee to display next, or

employee name (or partial name) if you are using the

Name Search function. This function is described under

“To List Employees by Name” in this chapter.

Check/Advice Check/advice number to display next in the format

x999999

where x = C for check or A for advice. This prefix is

optional. If you do not enter a prefix, the system

searches for both checks and advices with number

999999.

999999 = number of the check or advice



Figure 10-8 Payroll History Menu Page

Organization Organization ID of the employee to display next. If you

are selecting a check or advice, Organization ID of the

employee receiving the check/advice.

If you want to search more than one organization for

this check/advice or employee name, enter ALL in the

Organization field.

To use selection fields:

Type the selection fields for the page, organization ID, and the employeeID or check/advice number you want to see; press Enter. The screen youselected is displayed, showing the specific data you requested.

b. Use Payroll History’s predefined page sequence. This methodautomatically takes you from one Payroll History Inquiry page to thenext.

To use this method:

(1) Go to any Payroll History Inquiry page by entering theappropriate selection fields; press Enter. The page you selectedis displayed.

(2) From this point on, when you press Enter from a page, the nextpage in sequence is automatically displayed.

You must enter selection fields to access the search pages.

You may override the predefined sequence at any point byentering selection fields in the transaction line.



To Display All Checks and Advices for an Employee

The Employee Inquiry page lists summary information for all checks andadvices for the current employee. The checks and advices displayed are thosefor which payroll history is currently available (i.e., those currently on theOnline Payroll History Data Base). To access this page, enter selection fieldsas described below.

On any Online Payroll History Inquiry page:

1. In the Transaction field, select 002 - Employee Inquiry.

2. In the Employee field, type the employee ID of the employee you want tosee.

3. In the Organization field, type that employee’s organization ID.

4. Press Enter. If there is more than one check/advice on the PYH Data Basefor this employee ID/organization ID, the Employee Inquiry pagedisplays.

If there is only one check/advice, the Employee Inquiry page is bypassed.The Employee Check Display page displays.

Note: You will get to this page automatically from the Wage Attachmentspage if you press Enter without changing any of the selection fields.





Figure 10-9 Employee Inquiry Page

To Display Detailed Data for a Check or Advice

The Employee Check Display page shows detailed data for the current checkor advice. This includes the following:

� Current grosses for the employee - These grosses were used for the tax

calculations.

� Earnings types included in the gross amount of the check - For each

earnings type, the following are shown: the description, number of hours

and gross dollar amount charged to that earnings type.

� Deductions and reductions - All amounts subtracted from the total gross

amount are shown, along with descriptions.

To access this page, enter selection fields as described below.


1. In the Transaction field, select 003 - Employee Check Display.

2. In the Check/Advice field, type the number of the check or advice youwant to see.

3. In the Organization field, type the organization ID of the employee towhom that check or advice was issued.

4. Press Enter. If the requested check or advice is found, the EmployeeCheck Display page displays. The Employee field contains the employeeID of the person to whom the check or advice was issued.

Note: You will get to this page automatically from the Employee Inquiry pageif you click on the radio button for the desired Check/Advice Number.





Figure 10-10 Employee Check Display Page

To Display Earnings Distributions for a Check or Advice

The Earnings Detail Inquiry page shows details of the earnings distributionsfor the current check or advice. Every earnings distribution on the check oradvice appears on this page, along with the following data:

� Earnings type and description

� Gross hours charged to that earnings type

� Gross amount of pay associated with those hours

� Account number to which the earnings are charged

� End date of the pay period for the distribution

To access the Earnings Detail Inquiry page, enter selection fields as describedbelow.


1. In the Transaction field, select 004 - Earnings Detail.

2. In the Check/Advice field, type the number of the check or advice forwhich you want to see earnings distributions.


4. Press Enter. If the requested check or advice is found, the Earnings DetailInquiry page displays. The Employee field contains the employee ID ofthe person to whom the check or advice was issued.

Note: You will get to this page automatically from the Check Display page ifyou press Enter without changing any of the selection fields.





Figure 10-11 Earnings Detail Inquiry Page

To Display Gross-To-Net Activity Associated With a Check or Advice

The Gross-To-Net Detail Inquiry page displays details of all gross-to-netactivity associated with the current check or advice. Employer contributionsare displayed, even though they do not affect the amount of the current checkor advice. The GTN Status field identifies unusual activity such asprepayments or suspended deductions.



1. In the Transaction field, select 005 - Gross-to-Net Detail.

2. In the Check/Advice field, type the number of the check or advice forwhich you want to display gross-to-net information.


4. Press Enter. If the requested check or advice is found, the Gross-To-NetDetail Inquiry page displays. The Employee field contains the employeeID of the person to whom the check or advice was issued.

Note: You will get to this page automatically from the Earnings Detail Inquirypage if you press Enter without changing any of the selection fields.





Figure 10-12 Gross-To-Net Detail Inquiry Page

To Display Adjustments Associated With a Check or Advice

The Balance Adjustments Inquiry page displays details of hours and dollarsadjustments made for the current employee. Adjustments are associated with acheck or advice - except for expense transfers.



1. In the Transaction field, select 006 - Balance Adjustments.

2. In the Check/Advice field, type the number of the check or advice forwhich you want to display adjustments.


4. Press Enter. If the requested check or advice is found, the BalanceAdjustments inquiry page displays. The Employee field contains theemployee ID of the person to whom the check or advice was issued.

If there are no adjustments associated with the check or advice yourequested, the page displays the following message: EMPLOYEE HASNO INFORMATION OF THIS TYPE.

Note: You will get to this page automatically from the Gross-To-Net DetailInquiry page if you press Enter without changing any of the selection fields.





Figure 10-13 Balance Adjustments Inquiry Page

To Display Direct Deposit Activity for a Check or Advice

The Direct Deposit Inquiry page displays details of all direct deposit activityfor the current check or advice. An employee may have up to sixdisbursements, the net pay disbursement and up to five additional deposits.



1. In the Transaction field, select 007 - Direct Deposit.

2. In the Check/Advice field, type the number of the check or advice forwhich you want to see direct deposit information.


4. Press Enter. If the requested check or advice is found, the Direct DepositInquiry page displays. The Employee field contains the employee ID ofthe person to whom the check or advice was issued.

If there is no direct deposit information for the check or advice yourequested, the page displays the following message: REQUESTEDCHECK/ADVICE NOT ON PAY HISTORY.

Note: You will get to this page automatically from the Balance AdjustmentsInquiry page if you press Enter without changing any of the selection fields.





Figure 10-14 Direct Deposit Inquiry Page

To Display Year-To-Date Balances for the Current Employee

The Year-To-Date Balance Inquiry page displays certain gross year-to-datebalances for the current employee. The page balances show the employee’sEDB balances after the current check or advice was generated and the EDBwas updated. (The current check or advice number displays in theCheck/Advice field.)

To access the Year-To-Date Balance Inquiry page, enter selection fields asdescribed below.


1. In the Transaction field, select 008 - Year to Date Balance.

2. In the Check/Advice field, type the number of a check or advice. TheYear-To-Date page will display the employee’s balances as of the payperiod end date when this check or advice was issued.

3. In the Organization field, type the organization ID of the employee towhom this check or advice was issued.

4. Press Enter. If the requested check or advice is found, the Year-To-DateBalance Inquiry page displays.

Note: You will get to this page automatically from the Direct Deposit Inquirypage if you press Enter without changing any of the selection fields.





Figure 10-15 Year-To-Date Balance Inquiry Page

To Display Wage Attachment Activity for a Check or Advice

An employee may have up to ten wage attachments. The Wage AttachmentInquiry page displays details of all wage attachment activity for a specifiedcheck or advice.

To access the Wage Attachment Activity page, enter the information requiredas described below.


1. In the Transaction field, select 009 - Wage Attachments.

2. In the Check/Advice field, type the number of the check or advice forwhich you want wage attachment information.

3. In the Organization field, type the organization ID of the employee towhom the check or advice was issued.

4. Press Enter.

If the requested check or advice is found, the Wage Attachment Inquirypage appears, and the Employee field displays the Employee ID of theperson to whom the check or advice was issued.

If no wage attachment information is found for the requested check oradvice, the page displays the following message: REQUESTEDCHECK/ADVICE NOT ON PAY HISTORY.

Note: You will get to this page automatically from the Year-To-DateBalances Inquiry page if you press Enter without changing any of theselection fields.





Figure 10-16 Wage Attachments Detail Inquiry Page

To Display All Checks and Advices With a Given Earnings Type

The Earnings Search Inquiry page displays summary information about allchecks and advices with specified earnings type(s).

To access the Earnings Search page, type the following on any Online PayrollHistory Inquiry page:

1. In the Transaction field, select 11 - Earnings Search.

2. In the Employee field, type the Employee ID of the employee aboutwhose earnings you are inquiring.

3. In the Organization field, type the Organization ID of the employee’sorganization.

4. Press Enter. The Earnings Search Inquiry page appears displaying onlyOrganization ID and Employee ID information.

If the Employee Data Base contains no records that match your entries,the page also displays the message NO RECORD FOR REQUESTED ID.

5. Enter the earnings type(s) you want to display in the Search For Earningsfields. You can enter up to 14 earnings types.

6. To specify a date range for your search, type the ending and beginningdates of the range in the Latest Pay Period End Date and Earliest PayPeriod End Date fields. A date range is optional. To include all checksand advices that match your specified earnings type(s), leave these fieldsblank.

7. Press Enter.

· If only one check or advice matches your selection criteria, the

Earnings Detail Inquiry page appears displaying that check or advice.

· If more than one check or advice matches your selection criteria, the

Earnings Search page appears showing all the checks and advices

that match your selection criteria. To see earnings detail for any of

the checks or advices shown on the Earnings Search page: Click on

the radio button at the line containing the desired check or advice.

The Earnings Detail Inquiry page appears showing detailed

information about the earnings for the check or advice you selected.





Figure 10-17 Earnings Search Inquiry Page

To Display All Checks and Advices With Given Gross-to-Net Number(s)

The Gross-To-Net Search Inquiry page displays summary information for allchecks and advices with specified gross-to-net number(s).

To access the Gross-To-Net Search page, type the following on any OnlinePayroll History page:

1. In the Transaction field, select 12 - Gross to Net Search.

2. In the Employee field, type the Employee ID of the employee aboutwhose checks and advices you are inquiring.

3. In the Organization field, type the Organization ID of the employee.

4. Press Enter. The Gross-To-Net Search Inquiry page appears.

If the Employee Data Base contains no records that match your entries,the page also displays the message NO RECORD FOR REQUESTED ID.

5. In the Search For Gross-To-Net fields, type the gross-to-net number(s)you want to display. You can enter up to 14 gross-to-net numbers.

6. To specify a date range for your search, type the ending and beginningdates of the range in the Latest Pay Period End Date and Earliest PayPeriod End Date fields. A date range is optional. To include all checksand advices that match your specified gross-to-net number(s), leave thesefields blank.

7. Press Enter.

If only one check or advice matches your selection criteria, theGross-To-Net Detail Inquiry page appears displaying that check oradvice.

If more than one check or advice matches your selection criteria, theGross-To-Net Search page appears showing the matching checks andadvices.

8. To see gross-to-net detail for any of the checks or advices shown on theGross-To-Net Search page: Click on the radio button at the linecontaining the desired check or advice.





Figure 10-18 Gross-To-Net Search Inquiry Page

To List Employees by Name

The Name Search page displays identifying data for all employees with thecurrent employee name (or partial name) and organization ID. The currentemployee name is in the Employee field, and the current organization ID is inthe Organization field.

This page automatically displays any time you enter a partial name in theEmployee field.

To access the Name Search page, type the following on any Online PayrollHistory Inquiry page:

1. Leave the Transaction field blank, or select 030 - Name Search.

2. In the Employee field, type employee name in the following format: lastname, comma, first name, space, middle initial. You may enter just thefirst characters of a name (e.g., SAINT for SAINT CLAIR,PAUL).

3. In the Organization field, type the organization ID of the employee(s) todisplay. Type ALL to see all employees with this employee name and anyorganization ID you are authorized to see.

Note: When you use the ALL option, the System uses Advanced DataSecurity to determine the organization ID(s) to which your operator IDhas access.

4. Press Enter. If there is more than one employee with the employee name(or partial name) and organization ID, the Name Search page displays.

Note: If only one employee has the employee name and organization ID,that employee’s ID displays in the Employee field; and the current pageremains.

5. To see details for any employee displayed on this page:

Click on the radio button at the line containing the desired employee.The Employee Inquiry page displays.

Note: An employee may be listed on the Name Search page and yet have noOnline Payroll History data. The name search data is set up for the entireHRMS system (based on the EDB), not just Online Payroll History.Therefore, an employee who has been added to the HRMS system but has notyet been paid would be on the Name Search page, but would have no OnlinePayroll History data.

Note: The opposite can also occur: An employee who has Online PayrollHistory data may not be listed on the Name Search page. This situation canoccur if (1) an employee is deleted from the EDB or (2) a transfer(organization ID change) or key change (employee ID change) is processedfor an employee. In both situations, the employee’s entry is deleted from thename search data. However, Online Payroll History data with the oldorganization ID/employee ID is not deleted.



If an employee has online payroll history data with an old organization ID oremployee ID, you must know these IDs to access that employee’s onlinepayroll data.



Figure 10-19 Name Search Page



Appendix

Batch Forms

Since most pages can also be entered into the system with a batch file, thisappendix includes the forms that can be used for batch entry. Please refer tothese forms for transaction and position numbers that will ease the batch entryprocess.

� Payroll Batch Control Form (PAY01AF)

� Corrections to Payroll Batch Control Form (PAY01BF)

� Time Report Form (PAY02A)

� Canadian Time Report Form (PAY02B)

� Automatic Cancellation Form (PAY05F)

� Advance Form (PAY06F)

� Additional Payments Form (PAY08F)

� Additional Gross-Up Payments Form (PAY09F)

� Cancellation Form (PAY03AF)

� Dollar Balances Form (PAY17AF)

� Prior Tax Balances Form (PAY17BF)

� One-Time Deduction Form (PAY12F)

� Deduction/Contribution Update Form (PAY11F)

� Expense Transfer Form (PAY07BF)

� Gross-to-Net Balances Form (PAY18F)

� Hand Drawn Check Form (PAY03BF)

� Hours Balances Forms (PAY16BF)

� Overpayment Form (PAY03CF)

� Prepayment Form (PAY14F)

� Retroactive Adjustment Form (PAY07F)

Payroll User Guide A-1

A

� Refund Form (PAY13F)

Batch Forms

A-2 Batch Forms 07/2008

PA

YR

OL

LT

IME

INP

UT

/AD

JU

ST

ME

NT

S

PA

YR

OL

LB

AT

CH

CO

NT

RO

L

pre

pa

red

by:

da

te:

Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

En

ter

de

cim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

10

11

Sch

ed

ule

Tra

ns

Org

an

iza

tio

nID

13 12

29

32

31

34

15

16

28

Typ

eB

atc

hO

rig

in

12

29

32

31

34

Typ

eB

atc

hO

rig

in

12

32

34

Typ

eO

rig

in

T A C B12

29

31

Typ

eB

atc

h

B 00

1A

NO

TE

INP

UT

PR

OB

LE

MS

:

AU

TO

MA

TIC

CA

NC

ELLA

TIO

NF

OR

MS

:

CO

RR

EC

TIO

NF

OR

MS

:

PA

YR

OL

LA

DJU

ST

ME

NT

FO

RM

S:

TIM

ER

EP

OR

T/

AD

DIT

ION

AL

PA

YM

EN

TF

OR

MS

:

40

48

46

47

Ho

urs

To

tal

35

39

Tra

ns

Co

un

t

35

39

Tra

ns

Co

un

t4

96

05

75

8

Ra

teTo

tal

PA

Y0

1A

FR

95

11-

09

/99

Figure A-1 Payroll Batch Control Form (PAY01AF)

Batch Forms


A R D

B B B

PA

YR

OL

LT

IME

INP

UT

/AD

JU

ST

ME

NT

S

CO

RR

EC

TIO

NS

TO

PA

YR

OL

LB

AT

CH

CO

NT

RO

L

pre

pa

red

by:

da

te:

1 1 1

9 9 9

C C C

10

10

10

11 11 11

29

29

29

32

32

31

31

31

34

34

12

12

Ø Ø Ø

2 2 2

1 1 1

13

15

16

28

Se

qu

en

ce

No

.

Se

qu

en

ce

No

.

Se

qu

en

ce

No

.

Tra

ns

Tra

ns

Tra

ns

Typ

e

Typ

e

Orig

in

Orig

in

Sch

ed

ule

Org

an

iza

tio

nID

BA

TC

HC

OR

RE

CT

ION

S:

C C CC C CC C CC C C

Ø Ø Ø Ø ØØ Ø ØØ Ø Ø Ø

2 2 2 2 22 2 22 2 2 2

1 1 1 1 11 1 11 1 1 1

B B B B BB B BB B B B

A R R D DA R DA A R D

BA

TC

HR

EL

EA

SE

S:

BA

TC

HD

EL

ET

ES

:

Se

lect

(Y

)o

ne

:

Co

rre

ctio

n?

Re

lea

se

?

De

lete

?

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

Ba

tch

Ba

tch

Ba

tch

No

.

No

.

No

.

49

49

57

57

58

58

60

60

Ra

tesTo

tal

Ra

tesTo

tal

40

40

46

46

47

47

48

48

Ho

urs

To

tal

Ho

urs

To

tal

35

35

39

39

Tra

ns

Co

un

t

Tra

ns

Co

un

t

PA

Y0

1B

FR

95

30

-2

/20

04

Figure A-2 Corrections to Payroll Batch Control Form (PAY01BF)

Batch Forms


2730

Sha

dela

nds

Driv

e,S

uite

101

Wal

nut C

reek

, CA

9459

8(5

10)

939-

3900

FAX

(510

)94

6-48

91

TM

U.S

.T

IME

RE

PO

RT

PO

SIT

IVE

TIM

ER

EP

OR

TIN

GP

LAC

EA

N"X

"IN

ALL

LIN

ES

TO

BE

PA

ID

.E

XC

EP

TIO

NT

IME

RE

PO

RT

ING

PLA

CE

AN

"X"

INA

LLLI

NE

SW

ITH

CH

AN

GE

S.

PA

GE

NO

.P

AY

PE

RIO

DE

ND

ING

15

1217

MA

ILT

O:

SC

HE

DU

LE:

TR

AN

SA

P,D

C, L

V, L

X, R

P,R

X, T

E, T

X

XC

TL

EM

PLO

YE

EN

AM

E

EM

PLO

YE

EID

TIM

ET

IME

EA

RN

TY

PE

TIM

ER

AT

EO

FP

AY

JO

BN

O.

AC

CO

UN

TN

UM

BE

R6

19

10

111

82

02

12

52

62

82

93

43

33

63

74

14

24

84

95

05

55

68

0

I HE

RE

BY

CE

RT

IFY

TH

AT

TH

ET

IME

RE

PO

RT

ED

AB

OV

ER

EP

RE

SE

NT

SA

UT

HO

RIZ

ED

AT

RU

ES

TAT

EM

EN

TS

.S

IGN

AT

UR

ED

AT

E

PA

Y02

AB

E11

/1/9

6

TR

AN

CO

DE

EA

RN

TY

PE

JO

BC

LA

SS

CO

NT

RO

LS

TO

TA

LS

EA

RN

TY

PE

Figure A-3 Time Report Form (PAY02A)

Batch Forms


2730

Sha

dela

nds

Driv

e,S

uite

101

Wal

nut C

reek

, CA

9459

8(5

10)

939-

3900

FAX

(510

)94

6-48

91

TM

CA

NA

DIA

NT

IME

RE

PO

RT

PO

SIT

IVE

TIM

ER

EP

OR

TIN

GP

LAC

EA

N"X

"IN

ALL

LIN

ES

TO

BE

PA

ID.

EX

CE

PT

ION

TIM

ER

EP

OR

TIN

GP

LAC

EA

N"X

"IN

ALL

LIN

ES

WIT

HC

HA

NG

ES

.

PA

GE

NO

.P

AY

PE

RIO

DE

ND

ING

15

1217

MA

ILT

O:

SC

HE

DU

LE:

XC

TL

EM

PL

OY

EE

NA

ME

EM

PL

OY

EE

IDW

EE

KE

ND

DA

TE

TR

AN

CO

DE

EA

RN

TY

PE

TIM

EE

AR

NT

YP

ET

IME

EA

RN

TY

PE

TIM

ER

AT

EO

FP

AY

JO

BN

O.

JO

BC

LA

SS

AC

CO

UN

TN

UM

BE

R

CO

NT

RO

LS

TO

TAL

S

61

91

011

12

17

18

20

21

25

26

28

29

17

34

36

37

41

42

48

49

50

55

56

78

33

IHE

RE

BY

CE

RT

IFY

TH

AT

TH

ET

IME

AU

TH

OR

IZE

DS

IGN

AT

UR

ED

AT

ER

EP

OR

TE

DA

BO

VE

RE

PR

ES

EN

TS

AT

RU

ES

TAT

EM

EN

TS

.X

//

PA

Y02

B11

/1/9

6

Figure A-4 Canadian Time Report (PAY02B)

Batch Forms


prepared by: date:

Employee Name

Employee Name

Employee Name

Employee Name

Employee Name

Check No.

Check No.

Check No.

Check No.

Check No.

Trans

Trans

Trans

Trans

Trans

1

1

1

1

1

12

12

12

12

12

18

18

18

18

18

9

9

9

9

9

10

10

10

10

10

11

11

11

11

11

A

A

A

A

A

C

C

C

C

C

Ø

Ø

Ø

Ø

Ø

Ø

Ø

Ø

Ø

Ø

5

5

5

5

5

Employee ID

Employee ID

Employee ID

Employee ID

Employee ID

Pay Ending Date

Pay Ending Date

Pay Ending Date

Pay Ending Date

Pay Ending Date

19

19

19

19

19

26

26

26

26

26

Schedule Organization ID

PAYROLL ADJUSTMENTS

AUTOMATIC CANCELLATION

Italicized words do not appear on online screens.Shaded fields indicate data used in batch data entry only.

PAY05FR950 - 11/1/96

Figure A-5 Automatic Cancellation Form (PAY05F)

Batch Forms


PAYROLL ADJUSTMENTS/CORRECTIONS

ADVANCE

Schedule Organization ID

10

10

10

10

11

11

11

11

Trans

Trans

Trans

Trans

0

0

0

0

0

0

0

0

6

6

6

6

A

A

A

A

D

D

D

D

1

1

1

1

1

1

1

1

9

9

9

9

9

9

9

9

Sequence No.

Sequence No.

Sequence No.

Sequence No.

Employee ID

Employee ID

Employee ID

Employee ID

Employee Name

Employee Name

Employee Name

Employee Name

C

C

C

C

D

D

D

D

prepared by: date:

· Italicized words do not appear on online screens.· Enter decimal points in online data entry only.· Shaded fields indicate data used in batch data entry only.

70

70

70

70

79

79

79

79

Total Amount

Total Amount

Total Amount

Total Amount

56

56

56

56

63

63

63

63

64

64

64

64

65

65

65

65

Advance Thru Other Systems




40

40

40

40

47

47

47

47

48

48

48

48

49

49

49

49

Advance Deduction

Advance Deduction

Advance Deduction

Advance Deduction

24

24

24

24

31

31

31

31

32

32

32

32

33

33

33

33

Amount To Advance

Amount To Advance

Amount To Advance

Amount To Advance

PAY06FR9530 - 2/2004

Figure A-6 Advance Form (PAY06F)

Batch Forms


PA

YR

OL

LA

DJU

ST

ME

NT

S/C

OR

RE

CT

ION

S

AD

DIT

ION

AL

PA

YM

EN

TS

pre

pa

red

by:

da

te:

Se

qu

en

ce

No

.

Sch

ed

ule

Org

an

iza

tio

nID

En

ter

eith

er

SE

QU

EN

CE

NO

.o

rE

MP

LO

YE

EID

for

eve

rytr

an

sa

ctio

n.

11

21

71

82

02

42

32

12

52

62

82

93

13

23

33

43

63

7

Em

plo

ye

eID

Em

plo

ye

eN

am

eP

ay

Pe

rio

dE

nd

ing

Ern

Tim

eE

rnT

ime

Se

pC

hk

Vo

lD

ed

De

dC

d

Co

ntr

ol T

ota

ls

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

9

P P P P P P P P P P P P

A A A A A A A A A A A A10

11

Tra

ns

0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0

8 8 8 8 8 8 8 8 8 8 8 8

35

Ch

kR

eq

50

55

56

80

Jo

bC

lass

Acco

un

t

38

45

46

48

Ra

te/A

mt

PA

Y0

8F

R9

53

0-

2/2

00

4

19

CD

Figure A-7 Additional Payments Form (PAY08F)

Batch Forms


PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

AD

DIT

ION

AL

GR

OS

S-U

PP

AY

ME

NT

S pre

pa

red

by:

da

te:

Se

qu

en

ce

No

.

Sch

ed

ule

Org

an

iza

tio

nID

En

ter

eith

er

SE

QU

EN

CE

NO

.or

EM

PLO

YE

EID

for

every

transaction.

11

21

71

82

03

43

63

7

Em

plo

ye

eID

Em

plo

ye

eN

am

eP

ay

Pe

rio

dE

nd

ing

Ern

Se

pC

hk

Vo

lD

ed

De

dC

d

Co

ntr

ol T

ota

l

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

9

G G G G G G G G G G G G

A A A A A A A A A A A A10

11

Tra

ns

0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0

9 9 9 9 9 9 9 9 9 9 9 9

35

Ch

kR

eq

50

55

56

80

Jo

bC

lass

Acco

un

t

38

45

46

48

De

sire

dN

et

PA

Y0

9F

R9

54

2-

11/2

00

7

19

CD

Figure A-8 Additional Gross-Up Payments Form (PAY09F)

Batch Forms


CA

NC

EL

LA

TIO

N

1

1

9 9

Se

qu

en

ce

No

.

Em

plo

ye

eID

Sch

ed

ule

Org

an

iza

tio

nID

PA

Y0

3A

FR

95

38

-8

/20

06

pre

pa

red

by:

da

te:

CD

Em

plo

ye

eN

am

e1

2

Ch

eck

No

.

18

20

20

36

52

23

22

38

54

24

27

32

35

Sta

teTa

xe

dS

tate

Em

plo

ye

dS

eco

nd

Sta

teTa

xe

d

28

31

Sta

teR

esid

en

ce

EII

Pla

n

19

10 10

10

10

10

10

10

11 11 11 11 11 11 11

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Ø Ø Ø Ø Ø Ø

Ø ØØ 2 2 2

2 3 4 4 3 4

C C C C C C CC CC CC C

1 4 7 5 6 3 23 23 23 2

Ca

nce

llatio

n?

CH

EC

KA

DJU

ST

ME

NT

INF

OR

MA

TIO

N:

19

19

19

24

22

22C

he

ck

Da

te

Qtr 25

Ye

ar

26

Ne

tP

ay

27

19

37

47

57

67

34

26

44

54

64

74

35

27

45

55

65

75

36

28

46

56

66

76

Gro

ss

Pa

yF

WT

Gro

ss

FIC

AG

ross

Me

dic

are

Gro

ss

GR

OS

SE

SIN

FO

RM

AT

ION

:

Re

tire

me

ntG

ross

Fe

de

ralU

ne

mp

loym

en

tG

ross

Sta

teG

ross

Sta

teU

ne

mp

loym

en

tG

ross

39

46

47

48

49

56

57

58

59

66

67

67

67

67

67

67

67

67

68

68

68

62

68

68

68

68

68

Sta

teD

isa

bili

tyG

ross

69

76

77

78

Se

co

nd

Sta

teG

ross

LO

CA

LG

RO

SS

ES

/A

DV

AN

CE

SIN

FO

RM

AT

ION

:

LO

CA

LG

RO

SS

ES

/A

DV

AN

CE

SIN

FO

RM

AT

ION

:

61

64

Lo

ca

l4

Ta

xe

d

65

72

73

74

Lo

ca

lG

ross

4

Lo

ca

l1

Ta

xe

d

33

47

36

50

Lo

ca

l2

Ta

xe

dL

oca

l3

Ta

xe

d

51

59

60

Lo

ca

lG

ross

3

37

44

45

46

Lo

ca

lG

ross

2

23

24

40

56

53

23

30

31

47

63

30

31

32

48

64

61

31

32

33

49

65

32

Lo

ca

lG

ross

1

Lo

ca

l5

Ta

xe

d

43

50

51

52

Life

Ins.C

ost

Lo

ca

lG

ross

5

33

40

41

42

Ad

va

nce

GR

OS

S-T

O-N

ET

INF

OR

MA

TIO

N:

Qtr

Ye

ar

Ele

m3

45

0

+/-

Ele

m+

/-E

lem

66

68

69

+/-

Am

ou

nt

Am

ou

nt

Am

ou

nt

52

19

43

44

49

50

Acco

un

tJo

bC

lass

Ea

rnA

CC

OU

NT

DIS

TR

IBU

TIO

NIN

FO

RM

AT

ION

:

63

68

64

66

67

69

74

75

Tim

e+

/-A

dj

Pa

yE

nd

Da

te

60

Gro

ss

Am

ou

nt

PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

Fo

rb

atc

hd

ata

en

try

on

ly-

en

ter

CH

EC

KN

o.a

fte

re

ve

ryT

RA

N.

En

ter

de

cim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

29

36

37

38

53

57

56

66

Lo

cR

es

IDL

oc

Re

sG

ross

Figure A-9 Cancellation Form (PAY03AF)

Batch Forms


19

Em

plo

ye

eID

Em

plo

ye

eN

am

e

10

111

92

2

DA

Tra

ns

Ele

mN

o.

Sch

ed

ule

Org

an

iza

tio

nID

01

7

DA

DA

35

38

Ele

mN

o.

50

+/-

51

54

Ele

mN

o.

66

+/-

pre

pa

red

by:

da

te:

80

+/-

70

79

To

talV

alu

e

65

56

63

64

Va

lue

49

40

47

48

Va

lue

34

+/-

24

31

32

33

Va

lue

PA

YR

OL

LA

DJU

ST

ME

NT

S/C

OR

RE

CT

ION

S

DO

LL

AR

BA

LA

NC

ES

Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

En

ter

de

cim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

PA

Y1

7A

FR

95

30

-2

/20

04

Se

qu

en

ce

No

.

CD

19

Figure A-10 Dollar Balances Form (PAY17AF)

Batch Forms


PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

PR

IOR

TA

XB

AL

AN

CE

S

19

Se

qu

en

ce

No

.

Em

plo

ye

eID

Em

plo

ye

eN

am

e

Sch

ed

ule

Org

an

iza

tio

nID

pre

pa

red

by:

da

te:

10 10

11 11

19 19

22 22

D DD D

A AA A

Tra

ns

Tra

ns

Ele

me

ntN

o.

Ele

me

ntN

o.

0 0

1 1

7 7

D D

A A

TO

AD

JU

ST

AN

EX

IST

ING

PR

IOR

TA

XE

NT

ITY

:

TO

ES

TA

BLIS

HO

NE

NE

WP

RIO

RTA

XE

NT

ITY

:

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

34 34

50 50

66 66

80 80

+/-

+/-

+/-

+/-

+/-

+/-

+/-

+/-

35 35

51 51

38 38

54 54

Ele

me

ntN

o.

Ele

me

ntN

o.

Ele

me

ntN

o.

Ele

me

ntN

o.

24 24

40 40

56 56

70 70

31 31

47 47

63 63

32 32

48 48

64 64

33 33

49 49

65 65

79 79

Va

lue

Va

lue

Va

lue

Va

lue

Va

lue

Va

lue

To

tal A

mo

un

t

To

tal A

mo

un

t

19

PA

Y1

7B

FR

95

30

-2

/20

04

CD

Figure A-11 Prior Tax Balances Form (PAY17BF)

Batch Forms


PA

YR

OL

LA

DJU

ST

ME

NT

S/C

OR

RE

CT

ION

S

ON

E-T

IME

DE

DU

CT

ION

pre

pa

red

by:

da

te:

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

10

11

Tra

ns

01

2

DS

19

Em

plo

ye

eID

Em

plo

ye

eN

am

e

20

22

Ele

mN

o.

34

+/R

36

38

Ele

mN

o.

66

+/R

70

79

To

tal A

mo

un

tA

mo

un

t

52

54

Ele

mN

o.

Am

ou

nt

50

+/R

Am

ou

nt

24

31

32

33

40

47

48

49

56

63

64

65

10

11

Tra

ns

01

2

DS

11 1

99 9

Se

qu

en

ce

No

.

Se

qu

en

ce

No

.

Em

plo

ye

eID

Em

plo

ye

eN

am

e

20

22

Ele

mN

o.

34

+/R

36

38

Ele

mN

o.

66

+/R

70

79

To

tal A

mo

un

tA

mo

un

t

52

54

Ele

mN

o.

Am

ou

nt

50

+/R

Am

ou

nt

24

31

32

33

40

47

48

49

56

63

64

65

DS

Sch

ed

ule

Org

an

iza

tio

nID

DS

DS

DS

PA

Y1

2F

R9

53

0-

2/2

00

4

CD

CD

Figure A-12 One-Time Deduction Form

Batch Forms


PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

DE

DU

CT

ION

/CO

NT

RIB

UT

ION

UP

DA

TE

Sch

ed

ule

Org

an

iza

tio

nID

10 10

11 11

Tra

ns

Tra

ns

0 0

1 1

1 1

D DD DD D

U UU UU U

1 1

9 9

Em

plo

ye

eID

Em

plo

ye

eID

Em

plo

ye

eN

am

e

Em

plo

ye

eN

am

e

pre

pa

red

by:

da

te:

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

22

22

20

20

Ele

mN

o.

Ele

mN

o.

36 36

38 38

Ele

mN

o.

Ele

mN

o.

52 52

54 54

Ele

mN

o.

Ele

mN

o.

23

23

Co

de

Co

de

39 39

Co

de

Co

de

55 55

Co

de

Co

de

70 70

79 79

To

tal A

mo

un

t

To

tal A

mo

un

t

56 56

63 63

64 64

65 65

Am

ou

nt

Am

ou

nt

40 40

47 47

48 48

49 49

Am

ou

nt

Am

ou

nt

24 24

31 31

32 32

33 33

Am

ou

nt

Am

ou

nt

PA

Y11

FR

95

30

-2

/20

04

19

Se

qu

en

ce

No

.

CD

19

Se

qu

en

ce

No

.

CD

Figure A-13 Deduction/Contribution Update Form (PAY11F)

Batch Forms


PA

YR

OL

LA

DJU

ST

ME

NT

S/C

OR

RE

CT

ION

S

EX

PE

NS

ET

RA

NS

FE

R

19

19

43

43

44

44

49

49

50

50

52

52

Acco

un

t

Acco

un

t

Ea

rnTyp

e

Ea

rnTyp

e

Jo

bC

lass

Jo

bC

lass

pre

pa

red

by:

da

te:

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

63

63

+/-

+/-

69

69

74

74

Pa

yE

nd

Da

te

Pa

yE

nd

Da

te

75

75

Ad

j

Ad

j

64

64

66

66

67

67

68

68

Tim

e

Tim

e

62

62

53

53

60

60

61

61

Gro

ss

Am

ou

nt

Gro

ss

Am

ou

nt

Sch

ed

ule

Org

an

iza

tio

nID

1 1

9 9

Em

plo

ye

eID

Em

plo

ye

eID

Em

plo

ye

eN

am

e

Em

plo

ye

eN

am

e

10

10

11 11

Tra

ns

Tra

ns

0 0

0 0

7 7

E EE EE E

T TT TT T

PA

Y0

7B

FR

95

30

-2

/20

04

19

Se

qu

en

ce

No

.

CD

19

Se

qu

en

ce

No

.

CD

Figure A-14 Expense Transfer Form (PAY07BF)

Batch Forms


11

99

Se

qu

en

ce

No

.

Em

plo

ye

eID

Em

plo

ye

eN

am

e

10

112

02

2

GA

Tra

ns

Ele

mN

o.

Co

de

Co

de

Co

de

Sch

ed

ule

Org

aniz

ation

ID

01

8

GA

GA

36

38

Ele

mN

o.

50

+/-

52

54

Ele

mN

o.

66

+/-

pre

pa

red

by:

da

te:

80

+/-

70

79

To

tal A

mo

un

t

65

63

64

Am

ou

nt

49

40

47

48

Am

ou

nt

34

23

39

55

56

+/-

24

31

32

33

Am

ou

nt

PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

GR

OS

S-T

O-N

ET

BA

LA

NC

ES

Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

En

ter

de

cim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

CD

PA

Y1

8F

R9

53

0-

2/2

00

4

Figure A-15 Gross-to-Net Balances Form (PAY18F)

Batch Forms


HA

ND

DR

AW

NC

HE

CK

19

Em

plo

ye

eID

Sch

ed

ule

Org

an

iza

tio

nID

pre

pa

red

by:

da

te:

Em

plo

ye

eN

am

e1

2

Ch

eck

No

.

18

20

20

36

52

23

22

38

54

24

27

32

35

Sta

teTa

xe

dS

tate

Em

plo

ye

dS

eco

nd

Sta

teTa

xe

d

28

31

Sta

teR

esid

en

ce

EIP

lan

19

10 10

10

10

10

10

10

11 11 11 11 11 11 11

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Ø Ø Ø Ø Ø Ø

Ø ØØ 2 2 2

2 3 4 4 3 4

H H H H H H HH HH HH H

1 4 7 5 6 3 23 23 23 2

Ha

nd

Dra

wn

?C

HE

CK

AD

JU

ST

ME

NT

INF

OR

MA

TIO

N:

19

19

19

24

22

22C

he

ck

Da

te

Qtr 25

Ye

ar

26

Ne

tP

ay

27

19

37

47

57

67

34

26

44

54

64

74

35

27

45

55

65

75

36

28

46

56

66

76

Gro

ss

Pa

yF

WT

Gro

ss

FIC

AG

ross

Me

dic

are

Gro

ss

GR

OS

SE

SIN

FO

RM

AT

ION

:

Re

tire

me

ntG

ross

Fe

de

ralU

ne

mp

loym

en

tG

ross

Sta

teG

ross

Sta

teU

ne

mp

loym

en

tG

ross

39

46

47

48

49

56

57

58

59

66

67

67

67

67

67

67

67

67

68

68

68

62

68

68

68

68

68

Sta

teD

isa

bili

tyG

ross

69

76

77

78

Se

co

nd

Sta

teG

ross

LO

CA

LG

RO

SS

ES

/A

DV

AN

CE

SIN

FO

RM

AT

ION

:

LO

CA

LG

RO

SS

ES

/A

DV

AN

CE

SIN

FO

RM

AT

ION

:

61

64

Lo

ca

l4

Ta

xe

d

65

72

73

74

Lo

ca

lG

ross

4

Lo

ca

l1

Ta

xe

d

33

47

36

50

Lo

ca

l2

Ta

xe

dL

oca

l3

Ta

xe

d

51

59

60

Lo

ca

lG

ross

3

37

44

45

46

Lo

ca

lG

ross

2

23

24

40

56

53

23

30

31

47

63

30

31

32

48

64

61

31

32

33

49

65

32

Lo

ca

lG

ross

1

Lo

ca

l5

Ta

xe

d

43

50

51

52

Life

Ins.C

ost

Lo

ca

lG

ross

5

33

40

41

42

Ad

va

nce

GR

OS

S-T

O-N

ET

INF

OR

MA

TIO

N:

Qtr

Ye

ar

Ele

m3

45

0

+/-

Ele

m+

/-E

lem

66

68

69

+/-

Am

ou

nt

Am

ou

nt

Am

ou

nt

52

19

43

44

49

50

Acco

un

tJo

bC

lass

Ea

rnA

CC

OU

NT

DIS

TR

IBU

TIO

NIN

FO

RM

AT

ION

:

63

68

64

66

67

69

74

75

Tim

e+

/-A

dj

Pa

yE

nd

Da

te

60

Gro

ss

Am

ou

nt

PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

Italic

ized

word

sdo

notappear

on

onlin

escre

ens.

For

batc

hdata

entr

yonly

-ente

rC

HE

CK

No.after

every

TR

AN

.

Ente

rdecim

alpoin

tsin

onlin

edata

entr

yonly

.S

haded

field

sin

dic

ate

data

used

inbatc

hdata

entr

yonly

.

29

36

37

38

PA

Y0

3B

FR

95

38

-8

/20

06

19

Se

qu

en

ce

No

.

CD

53

57

56

66

Lo

cR

es

IDL

oc

Re

sG

ross

Figure A-16 Hand Drawn Check Form (PAY03BF)

Batch Forms


19

Se

qu

en

ce

No

.

Em

plo

ye

eID

Em

plo

ye

eN

am

e

10

111

92

2

HA

Tra

ns

Ele

mN

o.

Sch

ed

ule

Org

an

iza

tio

nID

01

7

HA

HA

35

38

Ele

mN

o.

50

+/-

51

54

Ele

mN

o.

66

+/-

pre

pa

red

by:

da

te:

80

+/-

70

79

To

talV

alu

e

65

56

63

64

Va

lue

49

40

47

48

Va

lue

34

+/-

24

31

32

33

Va

lue

PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

HO

UR

BA

LA

NC

ES

Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

En

ter

de

cim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

CD

19

PA

Y1

6B

FR

95

30

-2

/20

04

Figure A-17 Hour Balances Form (PAY16BF)

Batch Forms


OV

ER

PA

YM

EN

T

19

Em

plo

ye

eID

Sch

ed

ule

Org

an

iza

tio

nID

pre

pa

red

by:

da

te:

Em

plo

ye

eN

am

e1

2

Ch

eck

No

.

18

20

20

36

52

23

22

38

54

24

27

32

35

Sta

teTa

xe

dS

tate

Em

plo

ye

dS

eco

nd

Sta

teTa

xe

d

28

31

Sta

teR

esid

en

ce

EIP

lan

19

10 10

10

10

10

10

10

11 11 11 11 11 11 11

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Tra

ns

Ø Ø Ø Ø Ø Ø

Ø ØØ 2 2 2

2 3 4 4 3 4

O O O 0 O O OO OO OO O

1 4 7 5 6 3 23 23 23 2

Ove

rpa

ym

en

t?C

HE

CK

AD

JU

ST

ME

NT

INF

OR

MA

TIO

N:

13

19

19

18

22

22Tra

nD

ate

Qtr 25

Ye

ar

26

Ne

tP

ay

27

19

37

47

57

67

34

26

44

54

64

74

35

27

45

55

65

75

36

28

46

56

66

76

Gro

ss

Pa

yF

WT

Gro

ss

FIC

AG

ross

Me

dic

are

Gro

ss

GR

OS

SE

SIN

FO

RM

AT

ION

:

Re

tire

me

ntG

ross

Fe

de

ralU

ne

mp

loym

en

tG

ross

Sta

teG

ross

Sta

teU

ne

mp

loym

en

tG

ross

39

46

47

48

49

56

57

58

59

66

67

67

67

67

67

67

67

67

68

68

68

62

68

68

68

68

68

Sta

teD

isa

bili

tyG

ross

69

76

77

78

Se

co

nd

Sta

teG

ross

LO

CA

LG

RO

SS

ES

/A

DV

AN

CE

SIN

FO

RM

AT

ION

:

LO

CA

LG

RO

SS

ES

/A

DV

AN

CE

SIN

FO

RM

AT

ION

:

61

64

Lo

ca

l4

Ta

xe

d

65

72

73

74

Lo

ca

lG

ross

4

Lo

ca

l1

Ta

xe

d

33

47

36

50

Lo

ca

l2

Ta

xe

dL

oca

l3

Ta

xe

d

51

59

60

Lo

ca

lG

ross

3

37

44

45

46

Lo

ca

lG

ross

2

23

24

40

56

53

23

30

31

47

63

30

31

32

48

64

61

31

32

33

49

65

32

Lo

ca

lG

ross

1

Lo

ca

l5

Ta

xe

d

43

50

51

52

Life

Ins.C

ost

Lo

ca

lG

ross

5

33

40

41

42

Ad

va

nce

GR

OS

S-T

O-N

ET

INF

OR

MA

TIO

N:

Qtr

Ye

ar

Ele

m3

45

0

+/-

Ele

m+

/-E

lem

66

68

69

+/-

Am

ou

nt

Am

ou

nt

Am

ou

nt

52

19

43

44

49

50

Acco

un

tJo

bC

lass

Ea

rnA

CC

OU

NT

DIS

TR

IBU

TIO

NIN

FO

RM

AT

ION

:

63

68

64

66

67

69

74

75

Tim

e+

/-A

dj

Pa

yE

nd

Da

te

60

Gro

ss

Am

ou

nt

PA

YR

OL

LA

DJU

ST

ME

NT

S/C

OR

RE

CT

ION

SIta

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

Fo

rb

atc

hd

ata

en

try

on

ly-

en

ter

CH

EC

KN

o.a

fte

re

ve

ryT

RA

N.

En

ter

de

cim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

29

36

37

38

PA

Y0

3C

FR

95

38

-8

/20

06

19

Se

qu

en

ce

No

.

CD

53

57

56

66

Lo

cR

es

IDL

oc

Re

sG

ross

Figure A-18 Overpayment Form (PAY03CF)

Batch Forms


pre

pa

red

by:

da

te:

10

11

Tra

ns

01

4

PS

19

Se

qu

en

ce

No

.

Em

plo

ye

eID

Em

plo

ye

eN

am

e

20

22

Ele

mN

o.

Am

ou

nt

24

31

32

33

70

79

To

tal A

mo

un

tA

mo

un

t

52

54

Ele

mN

o.

56

63

64

65

Am

ou

nt

40

47

48

49

36

38

Ele

mN

o.

PS

PS

10

11

Tra

ns

01

4

PS

19

Se

qu

en

ce

No

.

Em

plo

ye

eID

Em

plo

ye

eN

am

e

20

22

Ele

mN

o.

Am

ou

nt

24

31

32

33

70

79

To

tal A

mo

un

tA

mo

un

t

52

54

Ele

mN

o.

56

63

64

65

Am

ou

nt

40

47

48

49

36

38

Ele

mN

o.

PS

PS

19

19

PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

PR

EP

AY

ME

NT

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

Sch

ed

ule

Org

an

iza

tio

nID

PA

Y1

4F

R9

53

0-

2/2

00

4

CD

CD

Figure A-19 Prepayment Form (PAY14F)

Batch Forms


PA

YR

OL

LA

DJ

US

TM

EN

TS

/CO

RR

EC

TIO

NS

RE

TR

OA

CT

IVE

AD

JU

ST

ME

NT

S

19

19

43

43

44

44

49

49

50

50

52

52

Acco

un

t

Acco

un

t

Ea

rnTyp

e

Ea

rnTyp

e

Jo

bC

lass

Jo

bC

lass

pre

pa

red

by:

da

te:

·Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

·E

nte

rd

ecim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.·S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

63

63

+/-

+/-

69

69

74

74

Pa

yE

nd

Da

te

Pa

yE

nd

Da

te

75

75

Ad

j

Ad

j

64

64

66

66

67

67

68

68

Tim

e

Tim

e

62

62

53

53

60

60

61

61

Gro

ss

Am

ou

nt

Gro

ss

Am

ou

nt

Sch

ed

ule

Org

an

iza

tio

nID

1 1

1 1

9 99 9

Se

qu

en

ce

No

.

Se

qu

en

ce

No

.

Em

plo

ye

eID

Em

plo

ye

eID

Em

plo

ye

eN

am

e

Em

plo

ye

eN

am

e

C C

D D

10

10

11 11

Tra

ns

Tra

ns

0 0

0 0

7 7

R RR RR R

A AA AA A

PA

Y0

7A

FR

95

30

-2

/20

04

Figure A-20 Retroactive Adjustment Form (PAY07F)

Batch Forms


Sch

ed

ule

Org

an

iza

tio

nID

10

10

11 11

Tra

ns

Tra

ns

0 0

1 1

3 3

R R

F F

R R

F F

1 1

9 9

Se

qu

en

ce

No

.

Em

plo

ye

eID

Em

plo

ye

eID

Em

plo

ye

eN

am

e

Em

plo

ye

eN

am

e

R R

F F

pre

pa

red

by:

da

te:

20

20

22

22

Ele

mN

o.

Ele

mN

o.

38

38

36

36

Ele

mN

o.

Ele

mN

o.

52

52

54

54

Ele

mN

o.

Ele

mN

o.

68

68

Qtr

Qtr

69

69

Ye

ar

Ye

ar

70

70

79

79

To

tal A

mo

un

t

To

tal A

mo

un

t

56

56

63

63

64

64

65

65

Am

ou

nt

Am

ou

nt

40

40

47

47

48

48

49

49

Am

ou

nt

Am

ou

nt

24

24

31

31

32

32

33

33

Am

ou

nt

Am

ou

nt

PA

YR

OL

LA

DJU

ST

ME

NT

S/C

OR

RE

CT

ION

S

RE

FU

ND

Ita

liciz

ed

wo

rds

do

no

ta

pp

ea

ro

no

nlin

escre

en

s.

En

ter

de

cim

alp

oin

tsin

on

line

da

tae

ntr

yo

nly

.S

ha

de

dfie

lds

ind

ica

ted

ata

use

din

ba

tch

da

tae

ntr

yo

nly

.

19

PA

Y1

3F

R9

53

0-

2/2

00

4

CD

Se

qu

en

ce

No

.

19

CD

Figure A-21 Refund Form (PAY13F)

Documents

Payroll User Guide - NSHE System Computing Services · PDF fileUser Guide HR System Installation Verification Guides ... Data Element Name/Required Data on EDB ... Online Pay(roll)